Dr Data Insight - M1: Foundations of Excel

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M1: Foundations of Excel

Module 1: Foundations of Excel

This module provides a solid introduction to Excel, equipping learners with the essential skills needed to confidently navigate spreadsheets and perform everyday tasks in a healthcare setting. With over 85% of NHS roles involving regular spreadsheet use, understanding the basics is critical for efficient data entry, task tracking, and reporting. Learners will explore the Excel interface, enter and format data, use basic formulas like SUM, AVERAGE, and IF, and begin organising information using sorting and filtering tools. Real-world examples—from staff rotas to simple patient registers—will demonstrate how Excel supports day-to-day NHS operations. By the end of this module, learners will feel comfortable using Excel as a reliable tool for productivity and data clarity.

Module 1: Foundations of Excel - 1.1

Module 1: Foundations of Excel

Welcome to Module 1: Foundations of Excel — the essential starting point for mastering Excel. Whether you’re new to spreadsheets or looking to refresh your core skills, this module lays the groundwork needed to navigate Excel with confidence. You'll gain practical skills applicable across industries, especially in data-driven environments such as healthcare, finance, logistics, and administration.

By the end of this module, you will be able to:

Navigate the Excel interface
Enter, manage, and format data effectively
Apply basic formulas and functions
Organize rows, columns, and cells
Use productivity shortcuts to save time
Save, share, and manage workbooks with best practices

1.1 Navigating the Excel Interface

To use Excel effectively, it’s critical to become familiar with its user interface. Excel is designed for structured data input, analysis, and presentation.

Key Interface Components to Understand:

Workbook – An Excel file that contains one or more worksheets.
Worksheet – The grid of rows and columns where you work with data.
Ribbon – The toolbar at the top of the window, divided into tabs (e.g., Home, Insert, Page Layout), containing grouped tools and commands.
Formula Bar – Displays the content of the selected cell and allows for editing or entering formulas directly.
Cells – The intersection points of rows and columns where data is stored; identified by references like A1, B2, etc.
Rows and Columns – Rows are labeled numerically (1, 2, 3…), and columns alphabetically (A, B, C…).
Status Bar – Found at the bottom, it provides live summaries (e.g., average, count, sum) of selected data and displays workbook status.

Practice: Open Excel and locate each of these interface elements. Explore the different tabs in the Ribbon to understand their functions.

1.2 Entering and Formatting Data

With a clear understanding of the interface, the next step is to input and format data to improve its readability and usability.

Types of Data You Can Enter:

Text – Labels, names, or any non-numeric values
Numbers – Values that can be calculated or used in functions
Dates – Recognized automatically and can be formatted for regional or reporting needs
Formulas – Begin with = and used to calculate or analyze values

Basic Formatting Techniques:

Font & Style – Change font type, size, and apply bold, italic, or underline for emphasis
Cell Fill Color – Apply background color to highlight key data or headers
Alignment – Adjust text position (left, center, right) inside a cell
Borders – Add lines around cells to organize sections or enhance structure
Number Formats – Display values as currency, percentages, decimal points, or custom formats

Practice: Create a simple data table including names, dates, and dollar amounts. Apply bold formatting to headers, fill color to one column, and format the numbers as currency.

Module 1: Foundations of Excel - 1.2

1.3 Managing Rows, Columns, and Cells

Efficient worksheet organization comes from being able to modify and control rows, columns, and cell ranges.

Key Actions to Perform:

Insert Rows/Columns – Right-click a row or column header and choose "Insert"
Delete Rows/Columns – Right-click and select "Delete"
Resize – Hover over a header edge, then drag or double-click to auto-fit content
Select Ranges – Click and drag to highlight multiple cells; click headers to select entire rows/columns

Practice: Insert a new column between two existing ones, delete an empty row, and adjust column widths to fit longer text entries.

1.4 Creating Formulas and Using Basic Functions

Formulas and functions are the backbone of data calculation in Excel. Even at the foundational level, they offer significant value.

Formula Structure:

All formulas begin with =
Example: =A1+B1 adds values from two cells

Basic Operators:

+ Addition
- Subtraction
* Multiplication
/ Division
% Percent calculation

Essential Functions to Know:

=SUM(range) – Adds values in the selected range (e.g., =SUM(A1:A5))
=AVERAGE(range) – Calculates mean (e.g., =AVERAGE(B1:B10))
=MIN(range) / =MAX(range) – Finds the smallest/largest values
=COUNT(range) – Counts how many numeric values are present

Real-World Use Case: Use =AVERAGE() to calculate the average patient temperature from five recorded values.

Practice: Enter five numerical values in a column and use SUM, AVERAGE, MIN, and MAX to analyze the data.

1.5 Saving and Sharing Your Workbook

Saving your work properly and sharing it securely are essential for collaboration and data management.

Saving Best Practices:

Save frequently using Ctrl + S or File > Save
Choose a descriptive filename and storage location
Know your formats:
- .xlsx – Default and most compatible
- .xls – For compatibility with older Excel versions
- .csv – For data-only file sharing and import/export to databases

Sharing Options:

Email – Attach the workbook directly
Cloud Storage – Upload to platforms like OneDrive or Google Drive
Excel Online – Share a link for real-time collaboration

Practice: Save a workbook in both .xlsx and .csv formats and observe the difference in formatting retention.

1.6 Essential Excel Keyboard Shortcuts

Efficiency in Excel often comes down to how quickly you can perform common tasks.

Productivity Shortcuts:

Ctrl + C – Copy
Ctrl + X – Cut
Ctrl + V – Paste
Ctrl + Z – Undo
Ctrl + Y – Redo
Ctrl + A – Select all
Ctrl + F – Find
Ctrl + H – Replace
Ctrl + Arrow Keys – Navigate to the edge of data regions

Practice: Try selecting a range of data and using Ctrl + H to replace a value.

1.7 Summary and What’s Next

You now have a strong foundation in:

Navigating and customizing the Excel interface
Entering and formatting various types of data
Managing structure through rows, columns, and cells
Creating and applying basic formulas and functions
Saving and sharing files securely
Working faster with essential shortcuts

These skills set the stage for more advanced Excel capabilities, including:

Conditional Formatting
Sorting and Filtering
Pivot Tables
Data Validation
Interactive Dashboards

Next Module Preview: In Module 2, we will dive deeper into data organization and analysis tools, including Sorting, Filtering, and Conditional Formatting — essential features for turning raw data into insights.

Foundations of Excel Quiz