STAM 102 :: Lecture 08 :: MSEXCEL: Electronic Spreadsheets – concepts, packages. Creating, Editing and Saving a spreadsheet with MSEXCEL


Electronic Spreadsheet        

  1. An electronic spreadsheet is the computer equivalent of a paper ledger sheet. It consists of a grid made from columns and rows. 

paper ledger

computer  ledger

  • Spreadsheet program allows us to create professional spreadsheets and charts.
  • It performs numerous functions and formulas to assist us in our projects.

Electronic Spreadsheet Packages

  • Examples of spreadsheet programs are:
    1. Lotus 1-2-3
    2. Corel's QuattroPro
    3. MS Excel
  • Excel is a spreadsheet program from Microsoft, a component of Microsoft Office for business applications.


 Starting Microsoft Excel

  1. Double click on the Microsoft Excel icon on the desktop.
  2. Click on Start --> Programs --> Microsoft Excel



  • Spreadsheets are commonly referred to as workbook in Excel.
  • Workbooks are made up of
  1. columns
  2. rows
  3. and their intersections are called cells
  • A workbook may contain one or more worksheets.

Elements of an Excel Window

Definition of column in the worksheet

  • The column is defined as the vertical space that is going up and down the window. Letters are used to designate each column’s location.

picture of column

Definition of column in the worksheet

  • The row is defined as the horizontal space that is going across the window. Numbers  are used to designate each row’s location.
picture of row

Definition of cell in the worksheet

  1. The cell is defined as the space where a specified row and column intersect.
  2. Each cell is assigned a name according to its column letter and row number.

picture of CELL

  1. The selected cell is highlighted.
  2. The address or the name of the cell selected above is B6.

What a cell can contain?

  1. A cell may contain any one of the following types of data
    1. text (labels)
    2. number data (constants)
    3. formulas (mathematical equations that do all the work)

Data types




Name or ID or Days

anything that is just text


5 or 3.75 or -7.4

any number


=5+3 or = 8*5+3

mathematics equation

Navigating Through Cells


Key stroke

One cell up

up arrow key

One cell down

down arrow key or enter

One cell left

left arrow key

One cell right

right arrow key or tab

Top of the worksheet (cell A1)


End of the worksheet (last cell with data)


End of the row

Ctrl+right arrow key

End of the column

CTRL+down arrow key


Selecting Cells

Cells to select 

Mouse action 

One cell

Click once in the cell

Entire row

click the row label

Entire column

click the column label

Entire worksheet

click Ctrl + A sheet button

Cluster of cells

drag mouse over the cells or hold down the SHIFT key while using the arrow keys

Creating Spreadsheet

  1. Move to the cell where you want to enter data and enter words or numbers.
  2. If data is already in the cell it will be replaced without you having to cut or delete the previous data.


Editing Spreadsheet

  1. To edit the contents of a cell
    1. Select the cell, type the new contents and press enter. The new entry will be replacing the existing contents
    2. Or select the cell to be edited, click on the Formula bar or double click the cell then edit the contents and press enter.

  1. To insert a row in the spreadsheet
    1. First click on the row number and choose Rows from the Insert menu. This will insert a row before the selected row.



  1. To insert a column in the spreadsheet
    1. First click on the column label (letter) and choose Columns from the Insert menu. This will insert a column immediately left of the selected column.



Saving Spreadsheet

  1. Click on Save As from File menu.
  2. In the Save As dialog box
    1. Select the directory
    2. Enter the file name
    3. Click on Save button

  • To save subsequently Click on Save from File menu
  • Or hold the Ctrl. Key and press Enter key
  • Or press Save button () in the Tool Bar.
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