Microsoft Excel is a powerful spreadsheet program used in schools, businesses, and homes around the world to organize data, perform calculations, and create charts. In this chapter, you will learn the basic parts of Excel, how to enter and format data, how to use simple formulas, and how Excel can help you manage information at school and at work.
📚 KEY VOCABULARY
Term
Definition
Example Sentence
Spreadsheet
A computer program or document organized into rows and columns, used to store, organize, and analyze data.
The store manager created a spreadsheet to track the inventory of all products in the warehouse.
Cell
The individual box in a spreadsheet where one piece of data is entered, identified by a column letter and row number (e.g., A1, B3).
Click on cell B2 and type your monthly budget amount for January.
Row
A horizontal line of cells in a spreadsheet, identified by a number (1, 2, 3, etc.).
Each row in the spreadsheet represents a different student in the class.
Column
A vertical line of cells in a spreadsheet, identified by a letter (A, B, C, etc.).
The column labeled ‘Total Score’ automatically adds up all the test scores for each student.
Formula
An equation entered in a cell that performs a calculation using values from other cells.
The formula =SUM(B2:B10) adds up all the values in cells B2 through B10 automatically.
Function
A built-in preset formula in Excel designed to perform a specific calculation, such as SUM, AVERAGE, or COUNT.
Use the AVERAGE function to quickly find the mean score of all students in the class.
Workbook
An Excel file that can contain multiple spreadsheet sheets.
I organized all twelve monthly budgets into one workbook, with each month on a separate sheet.
AutoFill
An Excel feature that automatically extends a pattern or series of data into adjacent cells.
I used AutoFill to quickly fill in the days of the week — Monday through Sunday — across the top row.
Chart
A graphical representation of data in a spreadsheet, such as a bar chart, pie chart, or line graph.
The teacher created a bar chart in Excel to visually show the class’s test score improvements over the semester.
Sort
A feature that organizes data in a spreadsheet in ascending or descending order based on the values in a selected column.
She used the Sort feature to arrange the student name list in alphabetical order.
📰 READING ARTICLES
ARTICLE 1Getting Started with Microsoft Excel
Microsoft Excel is one of the most powerful and widely used tools in both schools and workplaces. At its core, Excel is a spreadsheet program — a grid of rows and columns where you can store, organize, and analyze information. Whether you are keeping track of your grades, managing a household budget, or analyzing sales data at work, Excel makes the job faster, easier, and more accurate.
When you first open Excel, you will see a large grid made up of columns (labeled with letters: A, B, C, etc.) and rows (labeled with numbers: 1, 2, 3, etc.). Each intersection of a row and column is called a cell, and each cell has a unique address — for example, the cell at column B, row 3 is called “B3.” You click on a cell to select it and then type your data.
The first step in creating a useful spreadsheet is to organize your data with clear column headers. For example, if you are tracking your weekly study hours, you might type “Day” in cell A1, “Subject” in B1, and “Hours Studied” in C1. These headers help you and others understand what the data means.
Once you have entered your data, you can use Excel’s powerful formulas and functions to analyze it. A formula always starts with an equals sign (=). For example, typing =B2+B3 in a cell will add the values in cells B2 and B3. For longer calculations, use functions like SUM: typing =SUM(B2:B8) will add up all the values from B2 to B8 automatically, saving you the work of adding each number individually.
Excel also allows you to sort and filter your data. The Sort feature (found under the Data tab) lets you arrange your data alphabetically, numerically, or by date with just a few clicks — a task that could take hours if done manually.
ARTICLE 2Using Excel at School and Work
Microsoft Excel is not just for accountants and mathematicians — it is a tool that benefits students and professionals in almost every field. At Mt. SAC, learning how to use Excel effectively will prepare you for success in college coursework and in your future career.
For students, Excel can be an excellent tool for tracking academic progress. You can create a simple grade tracker with columns for each assignment, quiz, and exam. Enter your scores as you receive them, and use the AVERAGE function to automatically calculate your current grade percentage in each course. This gives you a clear picture of your academic standing and helps you plan your study time effectively.
Excel is also excellent for creating study schedules. Set up a weekly calendar grid with days of the week in one row and your subjects in a column, and fill in how many hours you plan to study each subject. The visual layout makes it easy to see if you are spending your time wisely.
In the workplace, Excel is even more essential. Employees in retail, healthcare, education, construction, hospitality, and virtually every other industry use Excel daily. Common workplace uses include tracking inventory, managing employee schedules, creating budgets, analyzing sales trends, and generating reports.
One of Excel’s most powerful features is the ability to create charts and graphs from your data. Select your data, go to the Insert tab, and choose the type of chart you want — a bar chart, pie chart, or line graph. Excel instantly creates a professional visual chart that makes complex data easy to understand at a glance.
At Mt. SAC, many courses in business, technology, and healthcare require students to use Excel. Building a strong foundation in Excel now will give you a significant advantage in your academic and professional future.
💬 DIALOGUES
DIALOGUE 1Learning Excel in a Computer Class
Speaker
Dialogue
Instructor (Ms. Torres)
Good afternoon! Today we are going to create our first spreadsheet in Microsoft Excel. Please open Excel on your computers.
Student (Nguyen)
I see a big grid on the screen. Is this the spreadsheet?
Instructor (Ms. Torres)
Yes! That grid is the spreadsheet. The vertical sections are columns — they are labeled A, B, C — and the horizontal sections are rows, labeled 1, 2, 3. Each little box is a cell.
Student (Nguyen)
So if I click on the box in column B and row 3, that is cell B3?
Instructor (Ms. Torres)
Exactly right! You learn fast. Now, click on cell A1 and type ‘Month.’ Then click on B1 and type ‘Expenses.’
Student (Nguyen)
Done! Now what do I do in the rows below?
Instructor (Ms. Torres)
In A2 through A5, type January, February, March, and April. In B2 through B5, type some expense amounts — any numbers you like.
Student (Nguyen)
Okay, I typed the months and numbers. Now can I add them all up automatically?
Instructor (Ms. Torres)
Yes! Click on cell B6 and type =SUM(B2:B5) and then press Enter. Excel will calculate the total for you.
Student (Nguyen)
Wow, it calculated the total instantly! That is amazing. Can it also calculate the average?
Instructor (Ms. Torres)
Absolutely. In cell B7, type =AVERAGE(B2:B5) and press Enter. Excel will show you the average expense for those four months.
DIALOGUE 2Using Excel at Work
Speaker
Dialogue
Employee (Beatriz)
Mr. Lee, the manager asked me to organize last month’s sales data in Excel, but I am not sure how to set it up.
Supervisor (Mr. Lee)
No problem. Start by opening a new Excel workbook. In row one, add your column headers: Date, Product, Units Sold, and Total Revenue.
Employee (Beatriz)
Should I make the headers bold so they stand out?
Supervisor (Mr. Lee)
Great idea. Select row one, and press Ctrl+B to make all the headers bold. You can also use a background color to highlight the header row — go to the Home tab and use the Fill Color button.
Employee (Beatriz)
That looks much more professional. Now how do I calculate the Total Revenue column automatically?
Supervisor (Mr. Lee)
If Units Sold is in column C and Price Per Unit is in column D, then in column E you type =C2*D2, which multiplies them together. Then use AutoFill to copy that formula down the entire column.
Employee (Beatriz)
How do I use AutoFill?
Supervisor (Mr. Lee)
Click on E2, hover your mouse over the small green square at the bottom right corner of the cell — it is called the fill handle — and drag it down to the last row of data. Excel copies the formula for every row automatically.
Employee (Beatriz)
That saved me so much time! Can I also make a chart to show the sales visually?
Supervisor (Mr. Lee)
Absolutely. Select your data, go to Insert, click Chart, and choose the type you want. A bar chart works well for comparing product sales. The manager will love it!
❓ QUESTIONS & ANSWERS
Q1. What is a cell in Microsoft Excel, and how is it identified?A: A cell is the individual box in an Excel spreadsheet where you enter one piece of data. Each cell is identified by a unique address made up of its column letter and row number. For example, the cell in column B, row 3 is called ‘B3.’ You click on a cell to select it and then type your data.
Q2. How do you write a SUM formula in Excel, and what does it do?A: A SUM formula adds together the values in a range of cells. You type an equals sign, then the word SUM, then the cell range in parentheses. For example, =SUM(B2:B10) will add all the values in cells B2 through B10. Formulas always begin with an equals sign (=).
Q3. What is AutoFill, and how can it save you time in Excel?A: AutoFill is a feature that automatically copies a formula or extends a pattern into adjacent cells. To use it, click on the cell with the formula, hover over the small green square at the bottom-right corner (the fill handle), and drag it down or across to fill in the other cells. This saves you from typing the same formula over and over in each row.
Q4. How can a student use Excel to track their academic progress?A: A student can create a grade tracker in Excel with columns for each assignment, quiz, and exam. By entering scores into the appropriate cells, the student can use the AVERAGE function to automatically calculate their current grade in each course. This provides a clear, up-to-date picture of academic performance.
Q5. How do you create a chart in Microsoft Excel from a set of data?A: To create a chart, first select the data you want to visualize by clicking and dragging across the relevant cells. Then go to the Insert tab and click the Chart button. Choose the chart type that best represents your data — for example, a bar chart for comparing categories or a line chart for showing trends over time. Excel will automatically generate the chart.