Just like every other field of computer applications, a knowledge of some of the vital terms is needed to properly understand the full functionality of the application and effectively use it. Excel hasso many functions and features tied to certain important terms, that as an Excel user, you must know. These terms are discussed below:
1. Spreadsheet
An Excel spreadsheet is a digital register which is presented in form of columns and rows making its appearance similar to that of a wire netting. The default shape of each cell formed by columns and rows in a spreadsheet is normally rectangle, but this can always be adjusted to suit the users taste.
2. Workbook
When Excel is loaded, the file that opens is called a workbook. This is so called because, just like a book, it contains pages called Worksheets. Every initial Workbook contains three default Worksheets. These worksheets can be extended to several other worksheets. A collection of these worksheets make up an Excel Workbook.
3. Worksheet or Sheet
A worksheet is a single ‘page’ in an Excel workbook. Every workbook must have at least a worksheet, just like every book must have at least a page. Data entry, analysis, computation and any other activity carried out on excel is performed on or linked to a worksheet.
4. Rows
Rows are the horizontal bars separated by lines that run from the left to the right of a spreadsheet. Rows are usually identified by numbers assigned to them. The first row carries the number 1. These numbers are position at the left corner of the sheet. To know the number of rows a particular Excel applications contains, press Ctrl + Arrow Down keys. The number of rows in each Excel version from 2007 vary.
5. Columns
Columns are the vertical bars that run from top to bottom of the spreadsheet. Rows are named with alphabets starting from A. in naming columns, on getting to Z, the next becomes AA. That continues until BA. Following this sequence, the last column in MS Excel 2010 to 2016 is XFD. To view the last column press Ctrl + Arrow Right
| S/N | Version | Rows | Columns |
| 1 | MS Excel 2003 | 65,536 | 256 |
| 2 | MS Excel 2007 | 1,048,576 | 16,384 |
| 3 | MS Excel 2010 | 1,048,576 | 16,384 (XFD) |
| 4 | MS Excel 2013 | 1,048,576 | 16,384 (XFD) |
| 5 | MS Excel 2016 | 1,048,576 | 16,384 (XFD) |
6. Cell
A cell is the small rectangle formed by the intersection of rows and columns. Remember that rows are horizontal, while columns are vertical. Where these meet, a small rectangle is formed called a cell. Cells are the main points where information or data is entered into a spreadsheet. To enter data into a circle, double click on it or just click and start typing. To leave a particular cell to another, press Enter key on the keyboard or use your mouse to move to the cell you want.
7. Cell Reference
Every cell in a particular worksheet has a name that is used to uniquely identify its position. This name is a combination of the column name and the row name. For example the first cell in any worksheet is by default named A1. The column first and then the row. This naming method is called Cell reference. When you click on any cell, check the Name Box to view the reference for that cell. A Cell Reference can be Absolute or Relative.
An Absolute Cell Reference is one that does not change to the value of another cell it has been copied to. When a formula referencing a cell is copied from one cell to another, the associated referenced cells remain the same. To make a cell reference absolute use $ at the starting point of the cell you want to make absolute. This is vital when the referenced cell is the only one that contains the data needed. e.g. $B2, =(A1*C4)/$C6, etc.
A Relative Cell Reference is one that changes when it is copied to another cell. For example, when cell F8 is referenced and the reference copied to another cell, it changes to the reference of the new cell.
8. Name Box
The Name Box displays the Cell reference of a selected cell. When a range is highlighted, the Name Box does not display the cell reference of the range, instead, it displays the cell reference of the first selected cell.
9. Range
This refers to a group of selected or highlighted cells. Note that this is different from the Mathematical Range that refers to the difference between the maximum and minimum values. When more than a cell is selected, the selection is called a Range. A range can be referenced and functions applied to them. e.g. =SUM(A1:F1) is reference cells A1, B1, C1, D1, E1 and F1. The function, SUM, adds all the numeric values from cell A1 to F1. A range can cover rows or columns or a combination of both rows and columns.
10. Formula Bar
The Formula Bar is a long box at the top of the Spreadsheet that display the formula in a particular cell. Formula can also be typed directly into the Formula Bar by reference a cell.
11. Formula
This refers to an outlined computational way of calculating a set of values to achieve expected results. With Formula, calculations can easily be done in excel so longs as the right computaional methods are applied. e.g. =A1+B3, will add the values in cell A1 and B3 together. Formulas in Excel employ mathematical symbols and operators such as addition +, subtraction -, division / and multiplication *. Note that to start a formula, you must begin with the equal sign (=) or plus sign (+). When Excel sees this, it understands that what follows next is a formula or function.
12. Function
Functions are predefined Formulas embedded in excel for ease. Some Formulas such as addition, average, product, etc. are frequently used. To make fast for an Excel user to integrate this into a Spreadsheet, Excel comes with built-in Formulas called Functions that address this. E.g. SUM, PRODUCT, NOW(), MAX, MIN, COUNT, etc.
13. Sort
This refers to the act of arranging values in a particular column based on defined criteria or order. Sometimes, the arrangement may be in multiples or singular. Commonly used sorting criterion include:
- A to Z: used to arrange values alphabetically from A to Z.
- Z to A: Used to arrange values alphabetically from Z to A
Others include arrangement based on colors which include cell color and font color
14. Freeze
This is a feature that is used to prevent row(s) or column(s) from scrolling alongside an Excel Worksheet. This is most useful of the headers of a table are needed irrespective of where one scrolls to.
15. Filter
The filter features enables one to easily select and sort values that a particular row or column is to display. This helps in carrying out analysis especially when diverse values are entered into a column or row.
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