How to do Super Easy Accounts in Excel? This beginners Excel accounts tutorial
will show all of you who are running micro businesses or small businesses are looking to
start your business how to set up a spreadsheet that will be able to take care of your accounts
and you will see that you do not need a complicated accounts package to be able to
do simple accounts in Excel, so I'm Simon from Computer Tutoring let's get started shall we:
Here we go so this is the account sheet that will be created. We'll have the date
of when we've got the expense or receipts you know where we've received money what
it is whether it's expense whether it's a receipt we'll also do a running total as well
and then we've got the receipts uh here and there um the expenses and the and what expenses and they
received and also this is a bit wrong here we'll have what they call the balance at the top there
so let's get started show how you will be able to do that so let's go to book one there that's good
so first thing just before we start just a quick thing on housekeeping with Excel or terminology
I suppose you could say first thing is at the top of the screen is an area known as the ribbon
and the ribbon has various tabs available on it as you can see the tab i want to make sure
that everybody's got selected is the home tab on the ribbon okay and great excellent
now all of these little squares here on the grid are known as cells and each one of these cells
has a cell reference that you can see at the top so at the moment i've got cell j6 selected
and you can see it says j6 there at the top again it's a good idea to keep that in mind
also i never like working with a spreadsheet at arm's length so if your spreadsheets and your
grid is too small and you're typing in figures and it's too small you can use and let me just
move myself up and out of the way a little bit here there we go you can use this little slider
down in the bottom right hand corner so you can either click on the plus just down here
if you want to or you can click on the little minus if you want to and that will allow you to
make the spreadsheet just a little bit larger let me just do that a little bit so yeah that's good
excellent now let's get started so first thing is we're going to click on cell a1 just click
on it once and we're going to type in the word date because we need to know the date of what
it's a purchase or whatever we're going to do there now after you've typed any information
what you need to do is press the tab key to move one to the right so I'm just going to show you
here that where the tab key is on the keyboard so hopefully you've got that one just here yep so you
can see there that's got that there to tab here got it yeah that's great so we're going to press
that tab key to move across so let me just do that now let's just back into excel press tab there we
go and now that's entered dating brilliant next we need to have a description so let's type in the
word description so there we go so description there we go and i'm going to press tab to move
across now notice here that the n is sort of from the word description is spilling out into column c
not so good here so we're going to automatic just to adjust the width of column
b so i'm going to take the mouse to between the dividing line between b and c press and hold the
mouse button down and drag one across to the um right here when i let go of my mouse button then
description here it's wide enough b columns wide enough to accommodate the word description that's
great so next we need to type in the expense column which is where we're underneath which
we're going to list all of our expenses press tab and then received okay and press tab and last but
not least we will work out the running total press tab again we've got the same issue with the word
total it's spinning over into column f so instead of dragging this time i'm just going to take the
mouse and i'm going to double click with the mouse two clicks okay and it'll automatically
adjust the width of the column starting to look good excellent so let's type in some
expenses and some receipts so if we click on a2 we're going to type in a date now this month
is december 2020 as the time i'm recording this so i'm going to type in 1 forward slash 12 forward
2020 for my first uh well this is actually receipt it's going to be capital the amount of money i
saved so i press tab brilliant so um just before i carry on and type in the description firstly
notice that i've typed in forward slashes i use forward slashes to separate the day the month
and the year or month day and year in the us okay and then the column originally wasn't wide enough
to accommodate that date so hashtags appeared so if you ever see hashtags it means your
column's not wide enough so go up double click and then you'll no longer see hashes
alrighty then make sure we're in b2 we can type in the text capital and press tab it's not an
expense it's an amount received so i'm going to type in two thousand press tab that's great now
you see this two thousand here i want it to say two thousand pounds it could be two
thousand dollars or euros but i want it to be two thousand pounds i want it to be currency
so i'm just going to draw your attention to a little nice little button just at the top here
and it's the accounting format button so it's just that one just there so that's the one that we're
going to click on so if i hover over it it says it comes up accounting number format and let's just
do that again so when i click on accounting number format you can see that now shows pounds and pence
great so let's go back to the first one here let's say i've got the capital and i've got
now i've got my money i'm going to spend some money uh on items so i'm going to type in gloves
so i've just typed first of forward slash 124 slash 2020 tab gloves this is an expense and
it's 5 pounds so i've typed in minus five because it's an expense as i press tab as you can see it's
again not pounds and pence it's not in currency i want to make it an accounting format after all
this is an excel or an accounting spreadsheet so i can click on that and i can click at the top and
yeah that's worked and hopefully you're comfortable with that now but it's a bit hand
to mouth what i mean basically is i don't want to have to go through every expense or every receipt
and then click on that little button at the top so what i can do is i can pre-prepare them that's
a word pre-prepare i think it is so i'm going to click and hold my mouse button on c drag across
to d okay so and then i'm going to so it's click hold my mouse button on c drag across to d and let
go and now if i click on my accounting format everything in these columns are formatted okay
as pounds and pence so i then can go back up to the top here and let's say for insta had another
expense so i need 2020 i'm going to type in garden fork press a tab and say that was 10 pounds
and now you can see that's come up as 10 pounds i'm going to press enter again now i press enter
here and see it's moved my cursor back to the beginning just as you get into this and start
typing in um expenses and receipts you'll find it just automatically the cursor will automatically
go to the beginning of the row the next row so let's type another couple of um expenses lawnmower
that's good that's 100 pounds there we go excellent and you can just keep on typing um
expenses and receipts so say for instance the next day i thought well i better get some um
i did some mowing and i received 50 pounds for that
okay press tab or enter let's say for instance i needed to buy some lunch
and that was five pounds there we go excellent so there we go and that's how you should enter in
your expenses and your receipts what the amount you know expense and received so now i want to
know how much money um i've spent how much money i've made and what's my balance what's left in
the bank so what i'm going to do is highlight rows one two and three so i'm going to click and hold
my mouse button down on row one drag down to two and three and let go and you can see these over
on the left hand side these three are highlighted i'm going to right click and then go down to and
click on insert and then what that does is it is inserted three rows at the top of our spreadsheet
excellent so now i'm going to click on a1 and type in the word expenses press enter and then received
okay so now what i need to do is i need to add up all of the expenses so i'm going to
click in b1 here now there's a nice little feature that will enable me to quickly
add up all of my expenses so let's do introduce you to the autosum so over on the right hand side
here i've highlighted in pink oh there we go that there it looks like a backwards three or
on the side m it's actually the greek sigma character but it's there to represent formulas
in excel but if you click on this button as you do here you can see in the formula over here it
automatically writes equals sum and brackets in so this is the what's known as a function it's
something that will help you easily add things up so what i want to do is add up expenses
so i'm going to go to c5 just here and click and hold my mouse button down and drag down now i keep
the mouse button held down as i drag down and you can see my spreadsheet moves down to various rows
now i need to anticipate how much expenses or receipts i'm going to have so i'm going
to go up to 100 and let go that's great so that's reckon it's going to be you know
see like 100 i could do as far as i want and i can go down as far as i think it's
necessary when i've done that what i need to do to enter it is press the enter on the keyboard
so i press enter and then if i use the mouse wheel to roll up i can see i've spent 120 pounds
let's do that with received so i click on received i then click on this auto sum button here at the
top okay and then i'm gonna start off with d5 and then hold my mouse button down and drag down all
the way down keep going down keep going down until i get to a hundred let go and then i press enter
on the keyboard use the mouse wheel to roll up and i can see that's how much money i've received
so now i need to know how much money i've got in the bank that's my balance
so i'm going to click on d1 just here and type in the word balance oops press tab to move across
and then what i would do for the balance here is i can sum these two up here or i can just add
them up if i want to so i can go equals i'm just going to zoom in so i can really show you this
i'm just going to do this a bit manually so you can see this equals i'm going to click on b1 add
b2 and press enter and that's how much the balance is or how much money i've got
left over in the bank we're almost done what we just need to do now is the running total so
how do i do that so i'm going to click in c say e5 that's where i want my running total to be
i'll zoom in so you can see a little bit here next thing i'm going to do is click on my auto fill so
it's over here so one click on the auto fill and go back and it's come up equal some d5 that is
not right we need to just change this a little bit so i'm going to use the mouse and click on
c5 and drag to d5 and if you look at the sum now it says c5 and that's a colon in between and d5
now before we continue we need to adjust this formula a little bit so i'm just going to go
really close in here and click use the mouse to click between the c and the five now what
i'm going to do is add a dollar sign in here so i'm going to hold the shift key down and press
dollar and you can see it's added a dollar sign in between c and five now at this point i want
to make it absolutely clear that this dollar sign is no way related to the currency by putting that
dollar sign in there we're not changing it from pounds and pence into dollars and cents
no just think of that dollar as a way of fixing the c5 part of the formula or more importantly
row five think of the dollar as a nail so just as you would use a nail to fix something
we would use a dollar to nail or fix that part of the formula that makes the running total work
so press enter to finish so now we can see we've got two thousand so on the first of um you can
see on the first of december we have two thousand but what we can now do is use a feature in excel
called auto fill i'm gonna take my mouse over this little green dots you see as i take that
little green dot just in the bottom right hand corner of the cursor of this off the selected cell
when i hover over it my mouse cursor turns into a black cross i can click and hold my mouse button
down and drag down to the bottom here and i have my running total what's more i don't have to stop
there i can go here and i can drag all the way down to however far down i think i need to go
i think what did i do before it's like a hundred wasn't it so there we go
and you can see i've got my running totals there i'm just going to use the wheel on the
mouse just roll up with the wheel on my mouse here that's great so now the beauty of this
sheet is i can keep on adding so say for instance on the 3rd of december i did some pruned pruning
okay and then i received let's say 40 pounds for that and i can press enter goes back you can see
that my running total has updated and it's also updated at the top just here of course when i
realized i was using it maybe a pair of scissors i needed to probably go out at the same die
day and buys some shears and there we go and that cost me a good pair of shoes i've got
20 pounds here and then it goes down and there you go the running total is updated
so what we would just need to do now is save the spreadsheet click on the save button to
save the spreadsheet give the spreadsheet a name and there we have it so the next tutorial
will be showing you how to change your spreadsheet from looking like this to looking
like this that's right we're going to show you how to make your accounts look pretty in excel
if you've got anything out of this tutorial when you're watching this on youtube then give us a
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your excel spreadsheet look pretty if you have any comments or suggestions on how you do accounts or
any problems that you've had please list them in the comments below and be more than happy to
get back to you my simon from computer tutoring just want to say thank you so much for watching
you