BASIC MS EXCEL
THE EXCEL MC
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Objective
By the end of this section, learners will:
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Understand what Excel is
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Understand what a spreadsheet is
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Identify the main parts of the Excel screen
What Is Microsoft Excel?
“Microsoft Excel is a spreadsheet program.
A spreadsheet is simply a grid made up of rows and columns.
Excel allows us to organise data, perform calculations, and create reports.”Let me show you how to access Excel open on screen, go to your search bar and type "Excel" or look for a logo that looks like the picture on your left on computer or tablet but above for mobile view.
“In council work, Excel is commonly used for budgets, staff lists, service tracking, and reporting.”
Step 1 – Open Excel
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Click Start.
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Type Excel.
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Open a Blank Workbook.
Explanation:“Each file in Excel is called a Workbook.”
Step 2 – Understanding the Screen
Point to each area slowly and explain:
1️⃣ The Ribbon
“This is the Ribbon. It contains all the tools we use.”
2️⃣ Tabs (Home, Insert, Page Layout)
“Each tab contains different groups of tools.”
3️⃣ Rows
“Rows run horizontally and are numbered.”
4️⃣ Columns
“Columns run vertically and are lettered.”
5️⃣ Cells
“A cell is where a row and column meet.”
Click on A1.
“This is cell A1 — column A, row 1.”
6️⃣ Formula Bar
“The formula bar shows what is inside the selected cell.”
Student Practice
Learner please: Please download your workbook above if you have not already, it will open up on a worksheet named "Service_Requests"
1. Click cell C5.
Learner please:
2. Click F10.
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What is a Worksheet?
A worksheet is a single page inside an Excel workbook.
It contains rows and columns where you enter and organise data.
Think of a workbook as a file, and each worksheet as a separate page within that file.
Step 1 - How to Insert a New Worksheet
Method 1 – Using the Plus Button (Quickest Method)
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Look at the bottom of your Excel window.
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Locate the sheet tabs (e.g., Sheet1).
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Click the + (plus) icon next to the tabs.
A new worksheet will immediately appear.
Method 2 – Right-Click Method
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Right-click on an existing sheet tab.
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Select Insert.
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Choose Worksheet.
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Click OK.
Step 2 - Rename the Worksheet (Recommended)
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Double-click the sheet name.
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Type a meaningful name (e.g., Budget 2026).
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Press Enter.
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Objective
Learners will:
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Enter text, numbers and dates
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Move around a worksheet
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Edit information
Information about Ms Excel
“Excel can store three main types of data: text, numbers and dates.”
Step 1 – Enter Text
Open a new worksheet
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Click cell A1.
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Type: Department
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Press Enter.
Explain:
“Pressing Enter moves you down one cell.”
Step 2 – Enter Numbers
In B1 type: Budget
In B2 type: 15000
Explain:
“Numbers are used for calculations.”
Step 3 – Enter Dates
In C1 type: Start Date
In C2 type: 01/01/2026
Explain:
“Excel recognises dates and can calculate with them.”
Step 4 – Editing Data
Double-click a cell to edit it.
Explain:
“You can either double-click or edit in the formula bar.”
Student Practice Task
Create the table below in a new worksheet & name the worksheet "Budget 2026":
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Objective
In C1 type: Start Date
In C2 type: 01/01/2026
Explain:
“Excel recognises dates and can calculate with them.”
Information about Ms Excel
“Formatting improves readability but does not change the value.”
Step 1 – Bold Headings
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Highlight row 1.
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Click Bold.
Step 2 – Adjust Column Width
Hover between column letters.
Double-click to auto-fit.Step 3 – Add Borders
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Highlight table.
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Click Borders.
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Choose All Borders.
Step 4 – Format Numbers as Currency
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Highlight Budget column.
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Click Currency (£) symbol.
Explain:
“This changes how numbers are displayed, not their value.”
Student Practice
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Change font size of headings.
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Add background colour to header row.
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Format numbers with 2 decimal places.
Learners will:
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Make spreadsheets clear and professional
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Format numbers correctly
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Objective
Learners will:
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Create simple formulas
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Understand cell references
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Perform addition
Information about Ms Excel
“A formula always begins with an equals sign.”
Step 1 – Manual Addition
In B5 type:
=B2+B3+B4
Press Enter.
Explain:
“Excel adds the values from those cells.”
Step 2 – Show Automatic Update
Change one number.
Explain:“Excel recalculates automatically.”
Important Rule
“Never type numbers directly into a formula. Always use cell references.”
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Objective
Learners will:
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Use built-in functions like SUM and AVERAGE
5.1 SUM Function
In B6 type:
=SUM(B2:B4)
Explain:
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SUM adds a range.
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B2:B4 means from B2 to B4.
5.2 AVERAGE
=AVERAGE(B2:B4)
Explain difference between total and average.
5.3 MIN and MAX
=MIN(B2:B4)
=MAX(B2:B4)
Explain:-
MIN = smallest value
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MAX = largest value
Student Practice
Calculate:
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Total budget
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Average budget
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Highest department budget
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Lowest department budget
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Objective
Learners will:
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Create a visual chart from data.
Information about Charts
“Charts help present information visually.”
Step 1 – Select Data
Highlight department names and budgets.
Step 2 – Insert Chart
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Click Insert.
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Choose Column Chart.
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Select first option.
Step 3 – Edit Chart
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Change chart title.
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Resize chart.
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Move chart.
Explain:“Charts update automatically when data changes.”
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Objective
Learners will:
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Organise data easily.
Information about Charts
“Charts help present information visually.”
Step 1 – Convert to Table
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Click inside data.
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Press Ctrl + T.
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Confirm headers.
Explain:
“Tables allow filtering.”
Step 2 – Filter Data
Click filter arrow.
Select only Housing.Explain:
“Filtering hides data temporarily.”
Step 3 – Sort Data
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Sort Budget from largest to smallest.
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Objective
Learners will:
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Save correctly and prepare for printing.
Step 1 – Save File
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Click File.
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Save As.
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Choose location.
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Name file clearly.
Explain good file naming practice.
Step 2 – Print Preview
File → Print.
Explain:
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Check margins
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Check scaling
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Fit to one page if needed
FINAL PRACTICAL TASK
Create a simple Council Event Budget spreadsheet on a new worksheet titled “Event Budget.”
Save the workbook using your first name and surname as the file name.
Your spreadsheet should include the following within a clearly structured table:
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Income section
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Expense section
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Total Income
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Total Expense
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Difference (Profit/Loss)
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One chart
Must include:
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Formatting
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SUM function
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Currency formatting
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Chart
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Please Enter Your Details below & Upload Your Spreadsheet
Next Steps
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Enter your personal details
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Save your spreadsheet under your first and surname if you have not already
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Upload your spreadsheet below using "Upload Spreadsheet"
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Your trainer will email or WhatsApp your results within 48 working hours, along with guidance to support you in any areas where improvement is needed.
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