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NURSING INFORMATICS

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MICROSOFT EXCEL

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Spreadsheet
A spreadsheet is a collection of information that generally
tracks financial, accounting, and other numeric data.
For example, you can use a spreadsheet to track income and
expenses.

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What is Excel?
Excel is a powerful application designed to manage financial
information, perform mathematical calculations, track database
information, and more. The most common uses of Excel are to
create spreadsheets, lists tables, and charts.

Excel is typically used for:

• Analysis • Accounting
• Data entry • Budgeting
• Visuals and graphs • Data analysis
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Basic Parts of Microsoft Excel Window

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Basic Features of Excel

1. Quick Access Toolbar
You will see this toolbar on the left-upper corner of the screen. Its
purpose is to display the most frequently used commands of Excel.
You can customize this toolbar based on your choice of commands
2. Title Bar:
The header or title bar of the spreadsheet is located at the top of the
window. It presents the name of the active document

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Basic Features of Excel

3. Control buttons:
They are those symbols in the upper-right of the window that allows
you to modify the labels, minimize, maximize, share, and close the
sheet.

4. Menu bar:
This employs the available commands you can work with depending
on the activity you are performing.

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Basic Features of Excel

5. Ribbon/Toolbar:
There are a series of elements that are part of each menu bar. On the selection
of any menu, a series of command options/icons will display on a ribbon. For
example, if you press the “Home” tab, you will see cut, copy, paste, bold, italic,
underline, etc commands. Similarly, if you click on the “Insert” tab, you will
see tables, illustrations, additional, recommended graphics, graphics, and maps,
among others. On the other hand, if we press the option “Formulas”. Insert
functions, auto sum, recently used, finances, logic, text, date and time, etc.

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Basic Features of Excel

Toolbar/Ribbon is a group of organized commands in three sections.
•Tabs: They are the top section of the Ribbon and contain groups of
related commands. Home, Insert, Page Layout, Formula, Data, etc,
are examples of ribbon tabs.
•Groups: They organize related commands; the name of each group
appears below the Ribbon. For example, a group of commands
related to fonts or a group of commands related to alignment, etc.
•Commands: They appear within each group as mentioned above.

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Basic Features of Excel

• The Name box
It displays a particular cell reference or name. It is located at
the left extreme end of the function bar.

• The formula bar

Displays the data currently in a cell, and can also be used to
enter and edit data.

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Basic Features of Excel

• Scrollbars:
Those are the tools that allow you to mobilize both the vertical and
horizontal view of the document. They can be activated by clicking
on the internal bar of your platform, or on the arrows, you have on
the sides. In addition to that, you can use the mouse wheel to
automatically scroll up or down; or use the directional keys.

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Basic Features of Excel

• Cell
The intersection of a row and a column is called a cell. You
enter information into the cells to create your spreadsheet or
list. Each cell is referred to using its corresponding column
heading letter, followed by its row heading number. For
example, the upper left cell in a worksheet is referred to as
A1. This is called the cell address or the cell reference.

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Some Terminologies
o The component of excel: These are the menu bar, the
title bar, the formula bar, and the status bar.

o Work area: It contains an empty spreadsheet organized in

columns and rows.

o Increase and decrease decimal : Are used to show more

or less precise values by showing more or fewer decimal
places.
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Some Terminologies

o Sort and filter: Arrange data so that it is easier to

analyze. You can sort the selected data in ascending or
descending order or you can temporary filter out specific
values.

o Merge and center: Joins the selected cell into one larger
cell and centers the content in the new cell.
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Some Terminologies
o Range: A group of cells is referred to as a range in Excel.
To select a range of cells, you can click in the first cell
you want to select, and then drag the mouse pointer to
include the rest of the cells. A range of cells is referred to
by the first cell in the range and the last cell in the range,
separated by a colon (A2:A10, B1:G10 etc.) You can also
select a range of cells by clicking the first cell, and then
clicking the last cell while holding down the Shift key.
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Some Terminologies
o Wrap text: Make all content visible within a cell by
displaying it on multiple lines.

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Some Terminologies
Raw data: These are text and numbers that have been
entered by the user.

Derived data: They are values that are calculated from the
raw data.

Text: Is used in a worksheet to organize and identify the

numerical information. By default, text is left-aligned in the
cell. CCHN-WBA
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WHAT ARE FORMULAS AND FUNCTIONS?

The power of Excel lies in its ability to perform calculations using

the numbers in your worksheet. To instruct Excel to perform a
calculation, you enter a formula.
A formula in Excel is a mathematical statement that performs
calculations based on constants, cell references, or both. All formulas
in Excel begin with equal (=) sign. For example, the formula
=B4+B5 adds up the numbers contained in cells B4 and B5 of the
worksheet.
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WHAT ARE FORMULAS AND FUNCTIONS?

Formulas include the use of operators, which tell Excel what to do with the constants and
cell references. For example, the *(asterisk) represents the multiplication operator.

=1+2+3 =B10-B8 =A14+10

Formula using constants Formula using cell references Formula using a cell
reference and a constant
Operators
+ Add - Subtract * Multiply / Divide < Less Than > Greater Than
( ) Parenthesis

it is preferable to construct formulas that refer to work sheet cell, because they will update
automatically if you change numbers in the worksheet.

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WHAT ARE FORMULAS AND FUNCTIONS?

A function is a built-in formula, which can save time when working
with a lot of numbers. The name of the function appears immediately
after the = sign. The arguments to the function are contained in
parentheses. Arguments are the constants or cell references that the
function uses to perform calculations.

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BASICS: DOING MATH WITH EXCEL

You can Add, Subtract, Multiply, and Divide in Excel
without using any built-in functions. You just need to use
some basic operators: +, -, *, /. All formulas start with an
equals (=) sign.

1 To Add, select cell F3, type =B3+B4, then press Enter.

2 To Subtract, select cell F4, type =B3-B4, then press Enter.

3 To Multiply, select cell F5, type =B3*B4, then press Enter.

4 To Divide, select cell F6, type =B3/B4, then press Enter.

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More about formulas, cells, and ranges

Excel is made up of individual cells that are grouped into rows and columns. Rows are
numbered, and columns are lettered. There are over 1 million rows and 16,000 columns,
and you can put formulas in any of them.
Formulas can contain cell references, ranges of cell references, operators, and
constants. The following are all examples of formulas:
Function Argument
=A1+B1
=10*20 =SUM(A1:A10) Operator

=SUM(A1:A10) A range of cells has a starting cell, colon, and an

=10*20
ending cell. When you select a range of cells for a
formula, Excel will automatically add the colon. Constant Constant

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More about formulas, cells, and ranges

Functions give you the ability to do a variety of things, like perform mathematical
operations, look up values, or even calculate dates and times. Let's try a few ways to add up
values with the SUM function.

Under the Amount column for Fruit (cell C7), enter

1 =SUM(C3:C6), or type =SUM(, then select that range with
the mouse, and press Enter. This will sum the values in cells
C3, C4, C5, and C6. Your answer should be 170.

Now let's try AutoSum. Select the yellow

2
cell under the column for Meat (cell C7),
then go to Formulas > AutoSum > select
SUM. You'll see Excel automatically enter
the formula for you. Press Enter to confirm
it. The AutoSum feature has all of the most
common functions.
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More about formulas, cells, and ranges

Here's a neat keyboard shortcut. Select cell D15,

3 then press A l t = then, Enter. This automatically
enters SUM for you.
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Search for more on functions

Go to the Formulas tab and browse through the Function Library, where functions are listed
by category, like Text, Date & Time, etc. Insert Function will let you search for functions by
name, and launch a function wizard that can help you build your formula

When you start typing a function name after you press =, Excel will launch Intellisense, which
will list all of the functions starting with the letters you type. When you find the one you want,
press Tab, and Excel will automatically finish the function name and enter the opening
parenthesis for you. It will also display the optional and required arguments.

Example 1:
=SUM(C3:C8)
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TODAY function
Example 2:
Now, let's try one that doesn't require any arguments.
The TODAY function returns today's date. It will automatically update when Excel
recalculates.

=TODAY()
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AVERAGE function
Use the AVERAGE function to get the average of numbers in a range of cells.

1 Select cell B6, then use AutoSum to add an AVERAGE function.

2 Select cell B6, and enter an AVERAGE function by typing

=AVERAGE(B2:B5).
3 In cell B6, you can use either AutoSum, or type to enter another AVERAGE function.
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MIN and MAX function

Use the MIN function to get the smallest number in a range of cells.

Use the MAX function to get the largest number in a range of cells.

1 Select cell B6, then use the AutoSum

Wizard to add a MIN function.
2 Now select cell B6, and enter a MAX
function by typing =MAX(B2:B5).
3
In cell B6, you can use either the
AutoSum Wizard, or type to enter a
MIN or MAX function.
THANK YOU!!

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