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Microsoft Excel is a spreadsheet application for creating tables to store, organize, and analyse numerical and statistical data using formulas and functions. It features a grid of cells organized in rows and columns, where data can be entered and manipulated to perform calculations, create charts, and visualize information.


Starting MS Excel:

Steps to start MS Excel include: -

  1. Click the Start Button.
  2. Type “Excel” in the Search Bar.
  3. Click on “Microsoft Excel”.

You’ve successfully started MS Excel.


Components:

Some basic components of MS Excel are as follows: -


1. Workbook - The entire Excel file that contains one or more worksheets (like a notebook). By default, there are three worksheets in a workbook.


2. Worksheet - A single "page" or tab inside the workbook where you enter and work with data. A worksheet contains 1,048,576 rows and 16,384 columns.


3. Cell - A small box where a row and a column intersect — where you enter data (e.g., A1).


4. Row - Horizontal lines in the worksheet, numbered (1, 2, 3…).


5. Column - Vertical lines in the worksheet, labelled with letters (A, B, C…).


6. Cell Address - The unique name of a cell based on its column and row (e.g., B4).


7. Formula Bar - The area above the worksheet where you can enter or view data/formulas in the selected cell.


8. Name Box - Displays the address (or name) of the currently selected cell.


9. Ribbon - The toolbar at the top of Excel that contains tabs and buttons for commands (like Home, Insert, etc.).


10. Quick Access Toolbar - A small toolbar above the Ribbon with common commands like Save, Undo, Redo.


11. Worksheet Tabs - Tabs at the bottom that let you switch between different sheets in your workbook.


12. Status Bar - Found at the bottom, it shows information like the average, sum, or count of selected cells.


13. Scroll Bars - Used to move up/down or left/right through the worksheet.


14. Zoom Control - Located at the bottom-right corner, it lets you zoom in or out of the worksheet.


15. File Tab - Clicking this opens options like New, Open, Save, Print, and Excel settings.


Workbook:

The entire Excel file that contains one or more worksheets (like a notebook) is known as the workbook. By default, there are three worksheets in a workbook.

A new workbook automatically appears upon starting Excel, but it’s also helpful to know how to create a new workbook within the application.


Steps to create a new workbook include: -

  1. Click the File tab on the Ribbon and select New.
  2. Click on Blank Workbook or you can also select any template of your choice.

Alternatively,

You can use shortcut key: Ctrl+N.


Steps to open a workbook include: -

  1. Click the File Tab and Select Open.
  2. Click on Browse.
  3. Navigate the location of the saved file.
  4. Select the file and click open.

Excel displays the file in the window.


Saving a Workbook:

Steps to save a workbook include: -

  1. Click on File Tab.
  2. Click on “Save As”.
  3. Click on Browse.
  4. The “Save As” Dialog Box appears.
  5. Name the file and select your preferred location.
  6. Click Save.

You’ve successfully saved your workbook.


Data Entry in a Workbook:

Data entry in Excel means typing information (like numbers, text, or dates) into the cells of a worksheet inside a workbook.


Steps to enter Data in Excel include: -

  1. Open Excel.
  2. Open a new or existing workbook.
  3. Click on the cell where you want to enter data. (For example, click on A1 – that’s Column A, Row 1).
  4. Type your data (Text, Numbers, Dates Formulas).
  5. Press “Enter” to move to the cell below or “Tab” to move to the cell on the Right.

In this way, you can continue entering data.


Copying and Moving Data in a Workbook:

Copying Data means making a duplicate of the data and keeping the original. Whereas, Moving Data means transferring the data to a new location, removing it from the original cell.


Steps to copy data include: -

  1. Select the cell/cells you want to copy.
  2. Click on Copy from the Home tab on the ribbon, OR right-click and choose Copy, OR press Ctrl + C on your keyboard.
  3. Select the destination cell (where you want to paste it).
  4. Click Paste from the Home tab, OR right-click and choose Paste, OR press Ctrl + V.


Alternatively,

  1. Hold down the Ctrl key.
  2. Then click and drag the edge of the selection (cursor shows a + sign).
  3. Release to copy the data to the new location.


Steps to move data include: -

  1. Select the cell/cells you want to move.
  2. Click on Cut from the Home tab, OR right-click and choose Cut, OR press Ctrl + X.
  3. Select the destination cell.
  4. Click Paste, or press Ctrl + V.


Alternatively,

  1. Select the cell(s).
  2. Move your mouse to the edge of the selected area until the cursor becomes a four-sided arrow.
  3. Click and drag to the new location.
  4. Release the mouse to drop the data.