Excel Agility: Spreadsheet Basics Part 1

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In this presentation, author and Excel expert David H. Ringstrom, CPA, will guide participants through various essential Excel skills. David will start from the beginning with Excel with topics such as saving Excel files, entering text into worksheet cells, and managing column widths. He'll demonstrate the nuances that can arise when formatting numbers and worksheet cells, copying formulas and entering dates. David will build a loan amortization table from scratch, which enables him to cover a wide range of Excel topics and features. You'll learn how to calculate loan payments with the PMT worksheet function, master Excel's order of operations, and see how the F4 shortcut key can toggle cell addresses in formulas between absolute, mixed, and relative references. Other techniques include the AutoSum feature and making use of the Freeze Panes feature. Attendees will gain practical knowledge and tips to enhance their Excel proficiency and efficiency.

David is the author of “Microsoft Excel 365 for Dummies”, “Exploring Microsoft Excel’s Hidden Treasures”, and has written or co-authored six other books. He demonstrates every technique at least twice: first, on a PowerPoint slide with numbered steps, and second, in the subscription-based Excel for Microsoft 365. David draws your attention to any differences in Excel 2021, 2019 or 2016 during the presentation and in his detailed handouts. The handouts include an Excel workbook with most of the examples he uses during his demonstrations. 

Excel for Microsoft 365 is a subscription-based product that receives periodic feature updates. Conversely, perpetual licensed versions have year numbers in their names and do not receive any feature updates.

Who should attend:

Professionals seeking to use Microsoft Excel more effectively.


Topics typically covered:

• Learning about the different types of files you can create in Excel.

• Freezing a row or column position within by creating a mixed cell reference.

• Formatting numbers using Accounting, Currency, and Comma styles—plus adjusting decimal display.

• Avoiding century confusion when filling dates in Excel

• Understanding how deleting worksheets affects your ability to undo any previous actions in Excel.

• Most features and functions work in Excel for Mac as well, but expect differences.

• Preventing errors from the start by choosing from thousands of free Excel spreadsheet templates.

• Using the Fill Handle to extend formulas with relative references and auto-incrementing values in a column.

• Managing column widths within your spreadsheets.

• Entering, editing, and clearing worksheet text—plus how cell entries behave when content overlaps.

• Utilizing the PMT worksheet function to calculate loan payment amounts.

• Contrasting using menu commands and keyboard shortcuts for applying formatting.

Learning objectives:

• Recall which keyboard shortcut undoes your last action in Excel.

• Identify the most efficient method for copying formulas down a column in Excel.

• Identify the three inputs required by Excel's PMT worksheet function.

Level: Basic
Format: Live Webcast
Instructional Method: QAS Self-Study (Traditional)
NASBA Field of Study: Computer Software & App (2 hours)
Program Prerequisites: None
Advance Preparation: No

    1. Introduction
    2. Topics at a Glance 00:01:22
    3. Presenting with Microsoft 365 for Windows 00:03:17
    4. Section 1: Orienting in Excel and Saving Workbooks 00:05:26
    5. Getting Oriented in Excel 00:05:42
    6. Saving Excel Files 00:14:59
    7. Section 2: Entering and Formatting Text and Numbers 00:22:11
    8. Working within a Cell 00:22:31
    9. Entering Text into Worksheet Cells 00:28:47
    10. Managing Column Widths 00:31:34
    11. Formatting Percentages 00:37:10
    12. Formatting Numbers 00:41:53
    13. Section 3: Formatting Worksheet Cells 00:47:31
    14. Formatting Worksheet Cells 00:48:35
    15. Using the Fill Handle 00:51:28
    16. Creating a Series of Dates 00:58:09
    17. Writing Formulas with Insert Function 01:02:17
    18. Using Relative and Mixed References 01:07:48
    19. Copying Formulas with the Fill Handle 01:17:30
    20. Creating Instant Totals with AutoSum 01:19:28
    21. Understanding Excel’s Order of Operations 01:23:07
    22. Section  4: Freezing Rows and Columns 01:32:26
    23. Visually Locking Rows/Columns Onscreen 01:33:05
    24. Setting Rows/Columns to Print On Every Page 01:35:55
    25. Section 5: Using Templates and Managing Worksheets 01:38:14
    26. Using Built-In Excel Templates 01:38:57
    27. Deleting and Renaming Excel Worksheets 01:41:38
    28. Time to Practice—Help’s Nearby 01:45:38
    • David H. Ringstrom, CPA

      David H. Ringstrom, CPA

      David H. Ringstrom, CPA, is a nationally recognized instructor who leads dozens of Excel webinars each year. He is the author of Microsoft 365 Excel for Dummies and several other books. With over 30 years of consulting and teaching experience he empowers users to work more efficiently in E [...]

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      • .XLSM 00:16:32
      • .XLSX 00:16:25
      • AutoSum 00:48:20, 01:19:39
      • Cell 00:06:31, 00:24:09, 00:32:48, 01:33:16
      • Cell Reference 01:03:42, 01:32:20
      • Column 00:06:23, 00:22:26, 00:27:22, 00:31:55, 00:47:46, 01:11:54
      • Dialog Box 00:15:55, 01:03:15
      • Fill Handle 00:47:40, 00:51:29, 00:59:22
      • Format 00:17:10, 00:32:33, 00:47:21
      • Formula 00:06:41, 00:47:51, 00:52:31, 01:04:34
      • Formula Bar 00:09:24, 00:26:58, 00:52:32, 01:04:35
      • Freeze Panes 01:34:01
      • Keyboard Shortcut 00:08:00, 00:29:58, 01:19:41
      • Macro 00:16:33
      • Microsoft 365 00:03:19
      • Mixed Reference 00:03:01, 01:11:34
      • Number Formatting 00:02:00, 00:31:21, 00:39:25, 01:07:51
      • Order of Operations 01:23:10
      • PDF 00:17:42
      • PMT Function 00:47:12, 01:07:55
      • Print Titles 01:38:01
      • Relative References 00:03:00, 00:53:17
      • Ribbon 00:09:10
      • Rows 00:48:11, 01:33:19, 01:38:17
      • Spreadsheet 00:00:49, 00:06:01, 00:48:39, 01:32:36, 01:38:40
      • Workbook 00:01:33, 00:05:49, 00:15:21, 00:22:36
      • Worksheet 00:03:15, 00:22:39, 00:37:40

      .XLSM : The .XLSM file extension signifies a Macro-Enabled Excel Workbook. Such workbooks may contain programming code that can automate repetitive tasks in Excel. If prompted, do not enable macros in .XLSM workbooks of unknown provenance because viruses and malware are sometimes transmitted by tricking users into opening such workbooks.

      .XLSX: A file with the. xlsx file extension is a Microsoft Excel Open XML Spreadsheet (XLSX) file created by Microsoft Excel. You can also open this format in other spreadsheet apps, such as Apple Numbers, Google Docs, and OpenOffice.

      AutoSum: The AutoSum feature appears on both the Home menu and the Formulas menu as a Greek sigma symbol. When you click AutoSum, or press Alt-= Excel adds a sum function to the current cell or cells that you've selected.

      Cell: In spreadsheet applications, a cell is a box in which you can enter a single piece of data. The data is usually text, a numeric value, or a formula. The entire spreadsheet is composed of rows and columns of cells.

      Cell Reference: A cell reference refers to a cell or a range of cells on a worksheet and can be used in a formula so that Microsoft Office Excel can find the values or data that you want that formula to calculate. There are three types: Relative, Absolute, and Mixed

      Column: A column is a vertical series of cells in a chart, table, or spreadsheet in Excel.

      Dialog Box: A dialog box in Excel is a screen where you input information and make choices about different aspects of the current worksheet or its content, such as data, charts, and graphic images.

      Format: When we format cells in Excel, we change the appearance of a number without changing the number itself. We can apply a number format (0.8, $0.80, 80%, etc) or other formatting (alignment, font, border, etc). By default, Excel uses the General format (no specific number format) for numbers.

      Formula: A formula is an expression which calculates the value of a cell.

      Formula Bar: A toolbar at the top of the Microsoft Excel spreadsheet window that you can use to enter or copy an existing formula into cells or charts. It is labeled with function symbol (fx). By clicking the Formula Bar, or when you type an equal (=) symbol in a cell, the Formula Bar will activate.

      Freeze Panes: This command on the View tab of Excel’s ribbon interface, or the Window menu in Excel 2003 and earlier, allows you to ensure that one or more rows and/or columns always remain on-screen as you scroll down through a worksheet.

      Keyboard Shortcut: A keyboard shortcut is a series of one or several keys that invoke a software program to perform a preprogrammed action. This action may be part of the standard functionality of the operating system or application program, or it may have been written by the user in a scripting language.

      Macro: One or more lines of programming code that automate tasks. The Macro Recorder allows users to automate tasks without seeing the underlying programming code.

      Microsoft 365: Microsoft 365, formerly Office 365, is a line of subscription services offered by Microsoft which adds to and includes the Microsoft Office product line.

      Mixed Reference: A mixed reference in Excel is a type of cell reference different from the other two absolute and relative. We only refer to the cell's column or row in the mixed cell reference. So, for example, in cell A1 if we want to refer to only the A column, the mixed reference would be $A1.

      Number Formatting: Number formats are used to control the display of cell values that contain numeric data. This numeric data can include things like dates, times, costs, percentages, and anything else expressed as a number. To apply a number format, just select one or more cells and choose a format.

      Order of Operations : The sequence with which Excel carries out arithmetic operations. Unless superseded by enclosing portions of a calculation in parentheses, Excel first divides, then multiplies, then adds, and finally subtracts.

      PDF: Portable Document Format, a universal document format created by Adobe that allows cross-platform compatibility of documents.

      PMT Function: The PMT function enables you to calculate a loan payment based on providing an interest rate, period of the loan, and amount to be borrowed or lent. The interest rate must be on the same footing as the term of the loan, so if the loan period is expressed in months, be sure to divide the interest rate by 12.

      Print Titles: Excel 2013's Print Titles feature enables you to print particular row and column headings on each page of the report. Print titles are important in multipage reports where the columns and rows of related data spill over to other pages that no longer show the row and column headings on the first page.

      Relative References: When you reference a worksheet cell in an Excel formula, this defaults to a relative reference, meaning the column letters and row numbers change automatically when you copy or move the formula. Conversely, unless you turn on the Relative Reference feature, macros you record will capture the absolute address of any cells that you effect during the recording process. Relative References instruct the Macro Recorder to transcribe the number of rows or columns to move to next rather than to a specific cell address.

      Ribbon: The "ribbon" is the strip of buttons and icons located above the work area that was first introduced in Excel 2007. The ribbon replaces the menus and toolbars found in earlier versions of Excel. Above the ribbon are a number of tabs, such as Home, Insert, and Page Layout.

      Row: A row is the range of cells that go across (horizontal) the spreadsheet/worksheet. Rows are identified by numbers e.g. row 1, row 5. Examples of use. A row might contain the headings of a table e.g. product ID, product name, price, number sold.

      Spreadsheet: Microsoft Excel is a spreadsheet developed by Microsoft for Windows, macOS, Android and iOS. It features calculation or computation capabilities, graphing tools, pivot tables, and a macro programming language called Visual Basic for Applications. Excel forms part of the Microsoft Office suite of software.

      Workbook: In Microsoft Excel a workbook is a collection of one or more spreadsheets, also called worksheets, in a single file.

      Worksheets: A worksheet is a collection of cells where you keep and manipulate the data. Each Excel workbook can contain multiple worksheets.

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      Frequently Asked Questions

      The Excel interface has several key components that beginners should understand to work efficiently. The Ribbon runs across the top and organizes commands into tabs (Home, Insert, Page Layout, Formulas, Data, Review, View) and groups of related buttons. The Formula Bar shows the content of the selected cell—either the value entered or the formula behind it—and is where you edit cell contents. The Name Box, to the left of the formula bar, displays the address of the selected cell (like A1 or B5) and can be used to navigate directly to a cell by typing an address and pressing Enter. The worksheet grid—rows identified by numbers, columns by letters—is where all data lives. Sheet tabs at the bottom navigate between worksheets in a workbook. The Status Bar at the bottom displays quick statistics (Sum, Average, Count) for selected cells without writing a formula. The Quick Access Toolbar above the ribbon provides one-click access to frequently used commands. For new Excel users, understanding these components provides the navigational foundation for everything else. Aurora Training Advantage's Excel Agility: Spreadsheet Basics series is designed for professionals starting their Excel journey from the ground up.
      Cell references in Excel formulas determine how a formula behaves when copied to other cells—a concept critical for building formulas that work correctly. A relative reference like =A1 adjusts automatically when the formula is copied: moving one row down changes it to =A2, moving one column right changes it to =B1. This is useful for formulas that perform the same calculation on each row (like multiplying a quantity column by a price column). An absolute reference like =$A$1 locks the reference so it always points to the same cell regardless of where the formula is copied—essential when a formula references a fixed value like a tax rate, exchange rate, or year-end date stored in a specific cell. Mixed references combine both: $A1 locks the column but allows the row to adjust; A$1 locks the row but allows the column to adjust. Press F4 while the cursor is inside a cell reference to cycle through all four reference types. Understanding when to use each type prevents the most common formula error in Excel: formulas that calculate correctly in the first row but produce wrong results when copied to other rows because a reference that should be absolute was left relative.
      All formulas in Excel begin with an equals sign (=) which tells Excel to calculate rather than display text. You can type values and operators directly (=100*0.08) or reference cells (=A1*B1). Excel performs arithmetic using standard operators: + for addition, - for subtraction, * for multiplication, / for division, and ^ for exponentiation. The most essential basic functions are SUM (=SUM(A1:A10) adds all values in the range), AVERAGE (=AVERAGE(A1:A10) calculates the mean), COUNT (counts numeric cells), COUNTA (counts non-empty cells), MAX (returns the highest value), and MIN (returns the lowest). AutoSum on the Home tab or the Formulas tab automatically inserts a SUM formula for the nearest contiguous range—clicking the dropdown arrow next to AutoSum reveals Average, Count, Max, and Min shortcuts. When typing a function name, Excel's IntelliSense shows a tooltip with the syntax and argument descriptions. Pressing Tab accepts the suggested function name and moves the cursor into the argument list. For beginners, mastering these six functions covers the vast majority of everyday calculation needs and forms the foundation for more advanced Excel work taught in Aurora Training Advantage's Excel Agility series.
      Basic formatting in Excel transforms raw data into a readable, professional-looking document. The most important formatting controls are on the Home tab: Font (typeface, size, bold, italic, underline, color) and Alignment (left/center/right, top/middle/bottom, wrap text, merge). Number formats—accessed via the Number group dropdown or Ctrl+1—control how values display: Currency adds a dollar sign and two decimal places, Percentage multiplies by 100 and adds %, Short Date shows dates in MM/DD/YYYY format, and Comma style adds thousands separators. Cell fill color (bucket icon) and borders (border dropdown) add visual structure. Column widths and row heights are adjusted by dragging the header dividers or by double-clicking a divider to auto-fit contents. For efficiency, select multiple cells and format them all at once, or use Format Painter to copy formatting from one cell to another. Applying bold to header rows, currency format to money columns, and alternating row shading creates a clean, readable layout. Avoiding excessive colors, fonts, or borders keeps spreadsheets professional—simplicity and consistency are the hallmarks of well-designed Excel files. These fundamentals are the starting point for Aurora Training Advantage's Excel Agility: Spreadsheet Basics training series.
      Excel supports several file formats, each suited to different purposes. The default .xlsx format (Excel Workbook) supports all standard Excel features and is the correct format for most files. If your workbook contains macros (VBA code), it must be saved as .xlsm (Excel Macro-Enabled Workbook)—saving a macro-enabled file as .xlsx discards all VBA code. The .xlsb (Excel Binary Workbook) format is identical in functionality to .xlsx but stores data in binary rather than XML, resulting in much smaller file sizes and faster open/save times for very large workbooks. For maximum compatibility with older software, .xls (Excel 97-2003) supports older features but limits row count to 65,536 and lacks many modern features. CSV (Comma Separated Values) stores only the current sheet's data as plain text with no formatting—useful for exporting data to other systems like databases, accounting software, or CRM tools that cannot read .xlsx. PDF exports create a non-editable snapshot of the workbook—ideal for distributing finalized reports. For most professional use, saving as .xlsx and distributing report snapshots as PDF is the standard workflow. The file format choice is one of the first practical decisions covered in Aurora Training Advantage's Excel Agility: Spreadsheet Basics training.