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Components of the Excel Window

Excel allows you to create spreadsheets much like paper ledgers that can perform automatic calculations. 
  • Each Excel file is a workbook that can hold many worksheets. 
  • The worksheet is a grid of columns (designated by letters) and rows (designated by numbers). The letters and numbers of the columns and rows (called labels) are displayed in gray buttons across the top and left side of the worksheet. 
  • The intersection of a column and a row is called a cell. Each cell on the spreadsheet has a cell address that is the column letter and the row number. 
  • Cells can contain either text, numbers, or mathematical formulas.
Besides the usual window components (close box, title bar, scroll bars, etc.), an Excel window has several unique elements. 
  • Cell Number box. The Name box displays the address of a selected cell. If more than one cell is selected the cell number box displays the address of the upper left cell in the group.
  • Row and column headings. Letters and numbers identify the rows and columns on an Excel spreadsheet. The intersection of a row and a column is called a cell. Use row and column headings to specify a cell's reference. For example, the cell located where column B and row 7 intersect is called B7.
  • Active cell. The active cell has a dark border around it to indicate your position in the worksheet. All text and numbers that you type are inserted into the active cell. Click the mouse on a cell to make it active.
  • Fill handle. The lower right corner of the active cell has a small box called a Fill Handle. Your mouse changes to a cross-hair when you are on the Fill Handle. The Fill Handle helps you copy data and create series of information. For example, if you type January in the active cell and then drag the Fill Handle over four cells, Excel automatically inserts February, March, April and May.
  • Worksheet tabs. An Excel workbook consists of multiple worksheets. Use the worksheet tabs at the bottom of the screen to navigate between worksheets within a workbook.

  

Select a cell. Type in "1234", then hit ENTER. Note 2 things:

  1. The address of the cell is indicated in the "cell number box".
  2. The value in the cell is indicated in the "formula bar".

 

Adding and Renaming Worksheets in a Workbook.

The worksheets in a workbook are accessible by clicking the worksheet tabs just above the status bar. By default, three worksheets are included in each workbook. To add a sheet, select Insert|Worksheet from the menu bar. To rename the worksheet tab, right-click on the tab with the mouse and select Rename from the shortcut menu. Type the new name and press the ENTER key. 


  

Select Worksheet 1. Rename it "First".
Insert a new worksheet. Rename it "newest".

The Standard Toolbar

This toolbar is located just below the menu bar at the top of the screen and allows you to quickly access basic Excel commands.

[Standard toolbar]
New - Select File|New from the menu bar, press CTRL+N, or click the New button to create a new workbook.

Open - Click File|Open from the menu bar, press CTRL+O, or click the Open folder button to open an existing workbook.

Save - The first time you save a workbook, select File|Save As and name the file. After the file is named click File|Save, CTRL+S, or the Save button on the standard toolbar.

Print - Click the Print button to print the worksheet.

Print Preview - This feature will allow you to preview the worksheet before it prints.

Spell Check - Use the spell checker to correct spelling errors on the worksheet.

Cut, Copy, Paste, and Format Painter - These actions are explained in the Basics section.

Undo and Redo - Click the backward Undo arrow to cancel the last action you performed, whether it be entering data into a cell, formatting a cell, entering a function, etc. Click the forward Redo arrow to cancel the undo action.

Insert Hyperlink - To insert a hyperlink to a web site on the Internet, type the text into a cell you want to be the link that can be clicked with the mouse. Then, click the Insert Hyperlink button and enter the web address you want the text to link to and click OK.

Autosum and Paste Function - These features are discussed in detail in the Formulas and Functions page.

Sorting - Allows columns of data to be sorted in ascending or descending order as discussed in the "Sorting" page.

Zoom - To change the size that the worksheet appears on the screen, choose a different percentage from the Zoom menu.


 

Formatting toolbar

The Formatting toolbar, located underneath the Standard toolbar, has buttons for various formatting operations such as changing fonts, font size, style or color, formatting numbers and formatting cell fills and borders.
excel formatting toolbar graphic

Formula bar

The formula bar is located underneath the toolbar at the top of the Excel worksheet. The contents of the active cell always appear in the formula bar. The formula bar is used to:
  • Enter formula into the selected cell.
  • Paste a Function (see Excel Basics) into the selected cell.
  • Edit the formula or contents of a selected cell.


When you click the mouse in the formula bar, an X and a check mark appear. You can click the check icon to confirm and complete editing, or the X to abandon editing.
excel formula bar graphic