Lesson 1.3: MS Excel Workbook, Worksheets and Cells

Objective:

This lesson serves as a gateway to understanding a few more foundational elements of Excel such as MS Excel Workbooks, Worksheets and Cells. These are like the essential building blocks that you need to understand for creating, organizing, and managing data in Excel.  Let’s discuss the Workbook, Worksheets, and Cells in MS Excel.

MS Excel Workbook :

In Microsoft Excel, a workbook works as the file that you interact with, allowing you to open, edit, and save your data. Between each workbook, you’ll find worksheets, which are similar to individual pages in a Word document. The particular worksheets, also known as spreadsheets or sheets, can be referred to interchangeably. Naturally, a workbook encapsulates your overall file, while worksheets represent the individual components within it.

Let’s create a new workbook together!

A new workbook normally contains one worksheet, but you can add additional. Usually labeled ‘Sheet1’, the worksheet tabs are located in the bottom left corner of the workbook window.

When you first launch Excel, you’re addressed with the Excel Start page. You have three options to get started: open a recently saved file, start from scratch with a new blank workbook, or use an Excel template to get started right away. Press Blank workbook to start over. Blank workbook is another option available to you from the New area in the Backstage view.

How to start create a new workbook:

1. Open Software: Launch your preferred spreadsheet tool (e.g., Microsoft Excel, Google Sheets).
2. Create New Workbook: 
   • Select the File tab to access the Backstage view. click on New or navigate to “File > New” to initiate a new workbook.
3. Choose Type: 
   • click blank Workbook to create a workbook or select a template if offered.
4. Customize (Optional): 
   • Personalize your workbook by naming it or adjusting layout preferences if the software allows.
5. Start Working: 
   • Begin adding data, creating sheets, or performing tasks within the newly created workbook.

Figure: The Backstage view is where you go to create new MS Excel Workbook

• Here’s another quick shortcut for you

            Click Ctrl+N to open a new workbook.

Explore Ms Excel Worksheets:

• The worksheet, the primary area you’ll work in. It can often be referred to as a sheet or spreadsheet. 
• Worksheets in Excel are individual tabs within a workbook where you can enter and manipulate data. 
• Each worksheet is a grid made up of rows and columns, forming cells where you can input text, numbers, and formulas. 

Functionality: Each worksheet functions autonomously, providing a structured space for meticulous data organization.

Adding and Deleting Worksheets: Discover the versatility of managing your project by adding or removing worksheets based on specific project needs.

How to Create Worksheets:

When you open a new Excel workbook, it typically starts with one worksheet labeled “Sheet1”.

To add more worksheets, you can click on the “+” button at the bottom left corner of the Excel window or right-click on an existing sheet tab and select “Insert” to add a new sheet.

Figure:  Create New Worksheet

Switching Between Worksheets:

Click on the sheet tabs at the bottom of the Excel window to switch between different worksheets.

You can also use keyboard shortcuts like Ctrl + Page Up or Ctrl + Page Down to navigate between sheets.

Cell Basics:

• In Excel, a cell acts like a tiny box where rows and columns meet. It’s the space where you put all your information – simple and organized.
• Cells are the elemental building blocks, the individual boxes where data is input within a worksheet.

Figure: Cell of MS Excel 

Explore Cells in Worksheets:

Every worksheet is made up of cells, which are small rectangles formed at the intersection of rows (numbered or 1, 2, 3) and columns (lettered or A, B, C). For instance, the cell where column C meets row 5 is called C5.

         Figure: Cell details in MS Excel Worksheets

Cell Addresses and Selection:

Each cell has a unique address based on its column and row. When a cell is selected, its address appears in the Name box. When you select a cell, its column and row headings are highlighted. 

Selecting Multiple Cells – Cell Ranges:

You can select multiple cells together, forming what’s called a cell range. A cell range is represented by the addresses of the first and last cells in the range, separated by a colon. For example, a range including cells A1 through A5 would be written as A1:A5.

Figure: Cell range in MS Excel

Workbook Management:

• Saving Your Work: Remember to save your work regularly to protect it from any accidental loss of data. This simple action ensures your progress is securely stored.
• Closing Workbooks: When you’re done working on a particular project, close the workbook thoughtfully. This helps maintain the integrity of your data and keeps things organized.

Worksheet Organization:

• Renaming Worksheets: Give your worksheets names that make sense to you and your project. This personalization helps you quickly identify and understand each sheet’s purpose.
• Rearranging Worksheets: Move your worksheets around effortlessly to match your workflow. Organizing them in the order that suits your project makes managing tasks much smoother.

Basic Cell Formatting:

• Text Formatting: Make your data more readable by adjusting how text looks in cells. Customize fonts, styles, and sizes to enhance clarity and make information stand out.
• Number Formatting: Present your numerical data with style. Use different formatting options to make numbers more visually appealing, whether it’s currency, percentages, or dates.

Cell Alignment and Merging:

• Alignment Options: Refine the way text appears in cells. Align it both horizontally and vertically to fine-tune the presentation, making your content look neat and professional.
• Merging Cells: Simplify your layout by merging cells strategically. This creates a cleaner and more organized appearance, especially useful when you want to combine information across multiple cells.

Hands-On Application: Practical Exercises:

Exercise 1: Creating Your First Workbook

1. Open Excel and create a new workbook.
2. Rename the workbook to “MyFirstWorkbook.”
3. Add a new worksheet to this workbook.

Exercise 2: Navigating Worksheets

1. In “MyFirstWorkbook,” navigate between different worksheets.
2. Rename one of the worksheets to “DataSheet.”

Exercise 3: Working with Cells

1. In the “DataSheet,” enter different types of data (numbers, text) into various cells.
2. Practice selecting cells, rows, and columns.

Efficient Workflow Tips:

 Shortcut Keys: Explore key shortcuts that serve as invaluable tools, enhancing your workflow and expediting common tasks for increased efficiency.

Imagine instead of navigating through menus to perform routine actions, you could execute them with a quick key press. These shortcuts become invaluable tools, empowering you to become a more proficient Excel user.

For example:

•  pressing “Ctrl + C” allows you to copy selected data, while “Ctrl + V” pastes it elsewhere. 
• “Ctrl + Z” undoes your last action, providing a quick remedy if you make a mistake. Such combinations of keys can be customized based on the tasks you perform most frequently.

Conclusion:

At the end of Lesson , you’ve learned the key parts of Excel: workbooks, worksheets, and cells. These are like the building blocks of bigger and more complicated spreadsheets. The things you’ve learned give you the skills to organize and arrange data in Excel. With this basic understanding, you’re ready to take on tougher Excel tasks with more confidence and skill.