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Welcome to this excel basics video tutorial in this tutorial
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I'll be showing you most of the basics that you need to know in order to get started using Microsoft excel and
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The version of excel that I'm going to be using in this tutorial is excel 2016
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[for] Windows having said that if you're using a different version of excel
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Maybe an older version or even a newer version or if you use excel on a mac there will be some slight differences
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But for the most part I would say 95% of what I show in this tutorial will [be] very applicable to
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You and your usage of excel
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So I simply [clicked] the icon here to get started using excel and excel now would like me to make a choice
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[it] wants to know if I would like to open up an excel template or simply open a blank workbook
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[you] can see that there [are] lots of templates to choose from
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This is [a] welcome to excel tour and it's a good way to kind of learn some of the basics of excel
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But that's why you're watching my video, so I'm going to skip that one there's a cash flow analysis. There's email insights stock symbols
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There's a sales invoice. There's a budget in here. Here it is: a family budget
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There's all sorts of great excel spreadsheets that you can just open up and start changing the data start using it that way
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So I would encourage you [to] browse and explore these
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Templates that are [available] to you in addition to the 30 or so templates that you have here there is an option to search
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Online templates, so I'm going to do a search for budget and you can see it comes up with even more
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Budgets, you're not limited just to the one family budget
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there's a whole bunch that you can choose from [over] here on the right there's
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categories that you can sift through and you can select the specific kind of budget or
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spreadsheet template that you would like to use if you find one that you do want to use you can just click on it and
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Click create and it will make a copy of that as a spreadsheet that you can open and use in excel
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So please do spend some time exploring
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What's available and in many cases much of the work is already done for you? You can simply use somebody else's template and
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Adjust it for what you need now templates are very useful but having said that I think in order to really
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Learn to use excel fully and properly. It's best to start with a blank workbook
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[so] I'm just going to double click [on] [that]
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To select a blank workbook and open it up and the first thing we need to do is
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Learn about the layout that we have in excel 2016 there are certain terms that you're going to need to know
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First of all across the top we have some tabs, okay, we have the home tab
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the insert tab page layout and more as you can see each of these tabs is pretty important and
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When you click on a particular tab it opens up a ribbon, okay?
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This is the Ribbon for the home tab [if] I click the page layout tab I get [the] page layout Ribbon
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now each Ribbon is divided up into
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Groups so you can see I have a themes group. I have a page setup
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Group a scale to fit group and these are all on the page layout Ribbon
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And I get to that Ribbon by clicking on the page layout tab
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So those are some important terms that you'll need to know tab
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Ribbon group and you'll notice in the corner of some of these groups
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[there's] what I like to call a launch button, okay?
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So the scale to fit group has a little launch button in the corner the sheet options group has a lunch button in the corner
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The arrange group doesn't seem to have one now
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What are these launch buttons basically you can click on those launch buttons to give you even more [options]?
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[so] [what] Microsoft has done here?
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is they've tried to fit all [of] the page layout options on this ribbon, but of course there's limited amount of
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Geography there's a limited amount of space that they have to work with and so sometimes they can fit everything in that little group
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sometimes they can't and if they can't there's a launch button that you can click to get even more so that's
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Why some have a launch button some don't [ok]? I think it's important to start with that terminology
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[because] I'm going to be using it [throughout] this tutorial [all] right a couple of other
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Layout terms that you're going to need to know in the spreadsheet itself. This is the spreadsheet and spreadsheets are made up of
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Columns and Rows
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[ok] so you can see we have an a column a b column C
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Column ETC, and if I browse to the right, okay, you can see that
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[there's] even more than that, and if needed it'll just keep going to the right adding more and more columns
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Okay
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Once it gets to z it goes to a a column a a and so lots and lots of columns in this spreadsheet
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Now what about rose? [I] have row number one row number two row number three okay, so
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spreadsheets are made up of columns and rows now the
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[intersection] of a column and a row is what produces a cell, so this is a cell and
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Every cell in excel
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Has a name okay this particular cell is named
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C2 and you can imagine how I got that name
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it's just the intersection of the column and the [row] this particular cell here has a name it's
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M9 and this is
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[I-16] now that may seem obvious and unimportant
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But it's actually [very] exciting and powerful that every cell in excel
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Has a name because [it] has a name you can describe it and you can have excel do certain things
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With the content in each cell we'll get to that a little bit later all right?
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now in addition to Columns rows and cells
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There's another part of a spreadsheet that you need to know about and that is a range
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Okay
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Now a range is a group of cells that are together a range could be this
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It could be this it [could] be this it could be any number of things
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It's basically a group of cells that are next to each other that are together and guess what?
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Ranges can also be named just like cells can so just like this is named
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L7 I can also name this
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Okay, now the way you name a range is you start in the upper left and you name the cell in the [upper] left?
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so this is
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L7 and then you say the word through so L7 through and then you say the name of the cell in the lower right n
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12
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So L 7 through n. 12 that is the name of this range?
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Now in the back of your mind
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Just tuck this piece of information the way you would write the name of this range is you would write L
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7 through the symbol for through is a colon and then you would put n 12 so that is
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How you would write the name of the range that you see here?
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Okay, I'm going to tap escape to get out of that because I don't really want [to] type that in the cell so that was
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Some background information that you're going to need in order to really
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use excel properly now that we've talked about the layout of the ribbon and the tabs and the groups and things and
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also
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the spreadsheet itself
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With the columns the rows the cells and the ranges and actually I should add a couple more you can see that
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This is all on a sheet sheet one and I can add a sheet 2 sheet 3 ETc
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each of these sheets added together is what creates a workbook so sheets or worksheets add up to a
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Workbook ok so now that we've got all that as a foundation
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For our excel use let's now start actually creating and working on an excel spreadsheet
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Now to make this a little bit more interesting for you to look at I'm going to zoom in a little bit
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So I'm going to use this slider in the lower right corner, [and] I'll just click and drag to zoom in on my spreadsheet
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ok so that should be a little bit easier for you to see and now I'm going to click on a one and
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Enter some data in this a one cell and just as an example
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Let's say I want [to] use excel to create an inventory of my movie collection
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[ok] now this could be anything if you're a teacher
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Maybe this is the supplies that you
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have that you loan out to the students or if you're a secretary at a school let's say you're in charge of keeping track of
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The supplies at the school whatever it might be but let's say I want [to] do an inventory of the movies that [I] own
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First thing I want to do is maybe put a little title in there
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So I'm going to type in a 1 and I'll type movie
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inventory and
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You'll notice that my text is bigger than the cell itself it goes too far to the right
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But you know what don't worry about that just [hit] enter or return on the keyboard
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And I've successfully entered my first data into this spreadsheet now
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it looks like these words movie inventory are spilling over from A1
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Into b 1 but in actuality that's not true
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It's an illusion both of these words are stored in A1 if I click on B1
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[I] could type in B1 and hit return or enter and you'll notice that movie inventory is still
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stored in A1 [ok] so they don't interact they don't interfere with each other, so
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No need to worry if your text is too wide to fit in a 1 but having said that
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Sometimes making your spreadsheet. Look nice actually helps you use it better. So let's talk about how I could maybe fix this
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It's not really a problem, but how could I fix it if I want to make it look a little nicer?
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Well what I can do
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I can stretch out any column or even any row if I want to by just putting my mouse
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Between any two Column letters, so this is Column a Column b
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Put my mouse between the two right on the line or very close to it and you'll notice that my mouse cursor
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Changed into a double sided arrow, that's a good sign
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So now I can click and drag to stretch that out to make it wider now
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You may have noticed when I entered movie inventory into that cell and I hit enter or return it
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Automatically moved me down in excel when you tap [enter] or return
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You move down the spreadsheet if you want to move up the spreadsheet
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You can hold shift and hit enter or return and it will move up, [okay]?
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So shift enter or shift return moves up enter or return moves down now
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What if you want to move to the right maybe I want to type something in B1? What I would do is
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I would tap tab tab moves you to the right so I could enter more text there
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And then tap tab and enter more text there and just keep tabbing over what if you want to move left?
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[I] bet you can guess what it is
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you would hold shift and tap tab so shift is basically used to do the opposite of
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Whatever it would be otherwise, so enter return is normally down
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Shift-enter return is up tab is to the right shift tab is to the left
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Another way you can navigate throughout the spreadsheet is by using the arrows on your keyboard [if] you find the [up/down] [left/right]
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Arrows you can just use those to move up down left or right?
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It's a little bit more awkward than using enter or shift enter
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But that's another option and of course you can also use your mouse to click on where you want to go?
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But I'll tell you if you can learn to [use] excel simply with the keyboard without using your mouse very much
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It's really going to go a lot better for you. So [I've] got my title in there now
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I'm going to click on a two and I'm going [to] type in the word title. That's where I'll put the movie title now
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I'll tap tab to move over to the right and I'll put in date purchased
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Tab again
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rating Tab again
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value Tab again
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Genre and
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Tab again
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Location and that will store quite a bit of information for me about my movie
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Inventory [all] right with that last one when I hit enter it moved me down, and it moved to the left
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Expecting me to put in the first record is what they call it and the first record would be the first movie
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So let's say I put in Star [wars] again
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I could tap tab to move over to the right [I] could say okay. I purchased it 2007. It's rated PG
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It's worth maybe $5 and it's science fiction and it's located in the [living] room
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Okay
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So that's an example of data Entry
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How you can enter [data] into a spreadsheet by [clicking] on a cell or somehow getting on a cell?
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Typing and then hitting either tab to move to the right or enter to move down now as another example
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I'm going to type in another record, and I'll put in some other information here and at this point
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Let's say I notice a misspelled word, and I would like to fix that okay
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You'll notice that I misspelled empire if I click on cell a4 to try to fix that misspelling watch
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What will happen as soon as I type it erases? What was there? Okay? The reason why is because?
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When I clicked on that cell when you click on a cell anything that you type replaces?
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What is there already it deletes? What's there and then replaces it with whatever you type. So there's a distinction
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I need to tell you about there's a difference between being on a cell and being in a cell
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To get in a cell you have to double click on it
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[ok] notice what [happens] when I double clicked on [that] cell. It actually jumped me inside the cell and now I have a cursor
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That's flashing and I can click or I can use the arrow keys to move that cursor
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where I want it to be so there is a big difference between being on a cell and
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Being in a cell in this case, I don't want to be on the cell
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I don't want to replace all of the text in this cell. I want to click twice quickly now
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I've jumped inside it and I have this cursor
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And I can move it where I want it to be fix the misspelling hit return again that may seem like a very
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small insignificant thing
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But excel is all about details and all of these little details will really enhance your use of excel
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So please stick with me and pay [attention] to these details
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And I promise your use of excel will be much more satisfying and effective now
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Give me a few minutes to put in a few more records, and then I'll resume the tutorial
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Ok so I've finished putting in some movies [here]
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And some records is what they're called each of these rows contains a record and to help you see this a little bit better
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I'm going to zoom back out a little bit so you can see I've [put] in quite a few movies here now
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what we need to do next is
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Dress this up a little bit make it look a little better it
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Just doesn't look quite right to our eye at this point
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So what are some things that we can do to make this look nicer?
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First of all here at the top my title basically of this spreadsheet
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It's kind of off to the side, and it doesn't have anything that makes it stand out and look different
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so I'm going to click [on] it on the cell and
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I'm going to click up [here] at the top on the home tab in the home Ribbon
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I can click on bold to give it a bold look so that will help it stand out
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Notice that I can also use the paint bucket tool to paint the background of that cell
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I may or may [not] want to do that in this case
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I don't necessarily want that so I'm going to click the arrow next to it and I'm going to go to no fill I
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Could also change the color of the text itself
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Okay, so that is also an option. I'm going [to] go back to black in this case in addition. I could italicize or underline
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Those are all good options to have but that will help the text stand out a little bit
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Another thing I can do is click on cell A1 and drag
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I'm still holding the mouse click, and I'm going [to] drag until I've covered all of the
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Content of my spreadsheet so the content of this spreadsheet ends at Column F
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I don't have anything beyond that so I just clicked and dragged to get all the way across
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Now watch what I can do on the home tab home Ribbon
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There's a button here [in] the alignment [group] called merge and center and if I click on that
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See what it did it merged all of those cells together
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So this is now one big cell and it [centered] it, okay?
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so merchant Center is very helpful to do what I [just] did to basically break [down] the walls between
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These cells and make it one big cell and then to center it that looks a lot better the other thing like I said before
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The text not quite fitting in the cell kind of bothers me
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So I could go up here to the top like I showed earlier and click and drag to make sure everything fits
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But I want you to see a shortcut
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there's a shortcut to doing this all you have to do is go up here at the top and
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Just go between any two [of] the column letters and double click and if you do that look what happens it
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automatically will perfectly sized the column so that all of [the] text will fit I could do that also for date purchased and
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For rating now notice in that case the rating Column actually got narrower
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It's because it doesn't need to be longer than what it is now, [okay]?
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So I can do that with value and so forth now. Let me show you yet another trick
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That's a little bit of a time-saver instead of [double-clicking] between every single Column one [it]
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time look what I can do click and drag on the Column letters all the way across to the
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End of my data and then double click between any two of these it doesn't matter which
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[double-Click] and notice now it automatically resized every column every
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Column that I had [selected] was affected by that double click and now is
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Perfectly sized to [fit] the content that's in those cells, and if I browse back to the left using this slider
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You can see everything is perfectly sized so I used a phrase there
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I said everything that was selected every column that was selected was affected by what I did [in] excel
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That's a nice phrase to maybe think about select to [affect] if you want to affect it. You must select it first
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One more little Shortcut little trick when you click and drag on those column headings
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Yes, the fastest way to resize is to then double click between any two Column letters
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But you could alternatively just click and drag and watch what [happens]. I'm going to resize this
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Column let go and look every single Column was affected because I had selected each they're all
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affected by that
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And they're all exactly the same width so hopefully those little tricks will help you to be able to
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Resize your columns the way that makes the most sense for you and the idea is to make your data
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Look nice because when it looks good
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it's often easier to
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Read easier to understand and comprehend ok now there are good reasons sometimes to keep columns narrow even if all the text doesn't fit
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So you don't have to always make [sure] everything is always visible
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But I want you to be able to do that when you need to [ok] next up
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I guess I do want to click here on movie
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Inventory and Underline it to set that apart as the title and then down here
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I would like to make all of these column names different
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So I'll highlight them and I'll go up and make them bold and let's say italicized now the way
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I did that so fast you may not have noticed I simply clicked on the row number
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And it highlighted the entire row all the way to the right and so that's selected it and to effect it
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I just chose bold and
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Italicize and it affected everything that's selected so at this point
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I hope that you are familiar now with the different names of the layout in excel
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We know what to call the different things like the tabs the groups the ribbons things like that we also know about
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Columns Rows cells and ranges sheets and Workbooks
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and we know how to enter data and then how to
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Select it to affect it and to change how it looks on the screen
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And we also know how to adjust the column widths and I didn't show this explicitly so let me just quickly do that
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Notice that you can affect the rows as well
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So I can make rows
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Taller than they would have otherwise been I can double click between them to perfectly
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Resize I can affect more than one at a time by selecting more than one row so all of those same techniques that I showed
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About the Columns can also be used with the rows so all of this in my opinion gives you a good foundation
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It helps you understand the basics of using excel in a future video
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I'll show you some
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Intermediate excel tips and tricks' ways that you can save time and effort as you're building your spreadsheets
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[we'll] also get into formulas and functions
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And that's really where much of the power of excel is found and I'll also throw in a couple of advanced
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Excel tips and tricks, so please watch for that future video. Thanks for watching this excel basics video
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I hope you enjoyed it and [please] consider subscribing to my Youtube channel for more videos about
00:21:29
Technology for teachers and students and watch for a new video at least every Monday also
00:21:34
I hope that you'll follow me on Twitter Facebook Tumblr and other social Media
00:21:39
So I hope that you'll follow me on these social media platforms and that we can keep learning together
