Learning Microsoft® Office 2003 – Deluxe Edition Teaching Concepts Visual Aid Microsoft Office 2003—Excel

Work with Microsoft Office Excel

About Excel Worksheets A cell is the intersection of a row and column. Cells contain data which can be formatted and referenced in calculations. Cell reference, a combination of the column letter and row number Selected cell; note row (12) and column (G) are also highlighted Formula bar contains data or formulas that produce data from a calculation There are three worksheets in a workbook by default. You can add, delete, and rename worksheets and change tab color if desired. Worksheet tabs Microsoft Office 2003—Excel

How Worksheets Are Used Create useful forms such as expense statements. Build documents that help you calculate typical business costs such as loans. Organize and calculate data and print reports using color and graphics to add interest. Microsoft Office 2003—Excel

Enter and Edit Text To enter text: To edit text: Click in the desired cell Type text; it appears in the cell and the Formula bar Press Enter to complete the entry To edit text: Click within the text in the Formula bar Press Backspace to delete, type additional text, or click and drag to select text Cancel Enter Tip To cancel a change to text you are editing, click the Cancel button to the left of the Enter button. Microsoft Office 2003—Excel

File type is Microsoft Office Excel Workbook by default Save a Workbook As for all Microsoft Office applications, use File, Save As to save a new file. Specify the location where the file should be saved and type a name for the workbook. File type is Microsoft Office Excel Workbook by default Microsoft Office 2003—Excel

Create a Series To create a series: Click on the cell that forms the basis of the series Click on the fill handle and drag to the destination cells Release the mouse to see the series in the destination cells Fill handle You can also use the fill handle to copy the same value from one cell to any number of adjacent cells. Microsoft Office 2003—Excel

Check Spelling in a Worksheet To check spelling: Click Tools, Spelling Excel highlights cells with spelling errors Choose to ignore a word, add it to the dictionary, or change it using one of the suggestions offered Tip To check spelling of only a portion of a worksheet, select the cells before issuing the Spelling command. Microsoft Office 2003—Excel

Merge and Center used to center heading Change Data Alignment Merge and Center used to center heading Labels centered Values left-aligned Label right-aligned To modify data alignment, you can use the alignment buttons on the Formatting toolbar (Align Left, Center, Align Right, Merge and Center) or click Format, Cells to open the Format Cells dialog box. Click the Alignment tab to see more alignment options. Microsoft Office 2003—Excel

Enter a Formula To enter a formula: Click in the cell where the formula results should appear Type an equal sign (=) to begin the formula Enter values or cell references and use standard mathematical operators Press Enter key or click Enter in Formula bar Tip Use cell references in formulas whenever possible. If a cell’s value changes, the formula results will change automatically to reflect the new value. Microsoft Office 2003—Excel

Noncontiguous cell range Select Cell Ranges Select a cell range by dragging from the beginning cell to the ending cell of the range A cell range may be contiguous (all cells adjacent) or noncontiguous (cells are not all adjacent) Contiguous cell range Noncontiguous cell range Ranges are described by the first cell of the range and the last cell of the range, with a colon between the two cell references, such as B4:B6. Microsoft Office 2003—Excel

Select Range with Collapse Button You can also select a range using the Collapse button: Click the Collapse button in a dialog box Drag to select the range on the worksheet Click the Expand button to return to the dialog box Selected range Expand button Microsoft Office 2003—Excel

Formatting Options in Excel Apply color to cell background and cell data Apply number formats such as date, currency, and percent Change font and font size Apply font styles such as bold and italic Use Excel’s formatting options to emphasize data and improve readability of a worksheet. Number formats improve comprehension to make a worksheet more useful. Microsoft Office 2003—Excel

Format Text To format text, use Formatting toolbar buttons such as Bold, Italic, Fill Color, and Font Color You can also use tabs in the Format Cells dialog box to apply multiple font, border, and fill effects Microsoft Office 2003—Excel

Apply Number Formats To format numbers: Select the cells containing numbers to format Click Format, Cells and click the Number tab Click on a Category, such as Currency Specify additional settings for format if necessary Click OK Microsoft Office 2003—Excel

Copy and Paste Data To copy and paste data: Drag to select the range to be copied Click the Copy button, or click Edit, Copy; a marquee surrounds the copied range Click in the cell where the top, left cell of copied data will appear Click Paste Cell where copied data will be pasted Copied range surrounded by marquee Tip You can also copy data to adjacent cells using the fill handle of the cell that contains the data to be copied. Microsoft Office 2003—Excel

Relative Cell References Relative cell references adjust as they are copied from one cell to another. In the formulas shown above, for example, the formula in cell B8 has been copied to cells C8, D8, and E8. Notice that references to cells B4, B5, and B6 have been adjusted for each column. Microsoft Office 2003—Excel

Absolute Cell References Absolute cell references refer to cell F8 even when the formula is copied Tip If you want to copy a formula to other cells and have the formula translate from one cell to another, use a relative cell reference. If you want the cell reference to remain constant, no matter where the formula is located, use an absolute reference. An absolute cell reference uses the same cell no matter where the formula is located. To create an absolute reference, include a $ sign before the cell (for example, $A$3). Microsoft Office 2003—Excel

Preview and Print a Worksheet To print a worksheet: Click File, Print Choose pages to print Specify the active sheet or entire workbook Specify number of copies Click Preview to see what the output will look like before printing Click OK You can fax a document from your computer by using Fax as your printer, which you can specify in the Printer section of the Print dialog box. Microsoft Office 2003—Excel

Insert/Delete Columns and Rows To insert a row or column: Select the row below or column to the right of the location where you wish to insert Select Insert, Rows or Insert, Columns; the Insert Options button displays with options for the new row or column To delete a row or column: Select the row or column Right-click and select Delete Tip To select an entire row or column, click in the selection area that contains the row number or column letter. Microsoft Office 2003—Excel

Move Data To move data: Select the range of data to move Drag the range to its new location Or Click the Cut button or click Edit, Cut Click in the cell where the top, left cell of cut data will appear Click Paste If you drag data on top of cells that already contain data, you can replace the existing data with the new data. Excel will ask if you wish to overwrite the destination cells. Microsoft Office 2003—Excel

Insert a New Worksheet To add a worksheet to a workbook: Click Insert, Worksheet Or Right-click a worksheet tab and select Insert In the Insert dialog box, click the Worksheet template Click OK Tip To delete a worksheet, right-click on the worksheet tab and select Delete. Microsoft Office 2003—Excel

Move or Copy a Worksheet To move or copy a worksheet: Right-click the tab of the worksheet to move or copy Indicate where the worksheet should be moved relative to other sheets Click Create a copy to copy the sheet Click OK Tip You can also move a worksheet by dragging its tab to a new location relative to other tabs. Hold down Ctrl while dragging to make a copy. Microsoft Office 2003—Excel

Format/Rename Worksheet Tabs To change the color of a worksheet tab: Right-click on the tab and select Tab Color Click a color in the palette To rename a tab: Right-click on the tab Select Rename Type a new name, and then click anywhere outside the tab No Color is the default appearance Microsoft Office 2003—Excel

SUM function being entered into a cell About Excel Functions Functions are pre-defined calculations you can quickly insert in a cell A function consists of an equal sign, the function name, and the arguments required to perform the function SUM function being entered into a cell Functions make it easy to perform complex calculations such as summing ranges of numbers, figuring loan payments, displaying results that depend on logical evaluations, and so on. Microsoft Office 2003—Excel

Insert a Function To insert a function: Type the function in the cell if you know its syntax Or Click Insert, Function Select a function from the list and click OK Enter arguments as prompted Click OK Microsoft Office 2003—Excel

Name a Range Name ranges to make them easier to identify and use in functions To name a range: Select the range to name Click Insert, Name, Define Type the name and click Add Spaces are not allowed in range names. Use an underscore character to simulate a space, as shown above. You can also use backslashes, periods, or question marks in a range name. Tip You can also name a range in the Name Box at the top left corner of the worksheet. Microsoft Office 2003—Excel

Use an IF Function An IF function evaluates a condition and displays one of two values depending on the results The function at left will determine if cell F7 is greater than 5000 If it is, the cell displays We Met Our Goal! If the value is less than 5000, the cell displays Keep Selling! As you enter a function, Excel displays the syntax below the cell to help you supply the correct arguments. Microsoft Office 2003—Excel

Numerical values are represented graphically in charts About Charts Charts are based on sets of data entered in the Excel worksheet. As values in the worksheet change, the chart also changes. Numerical values are represented graphically in charts Labels can appear in a chart to explain the graphical data; for example, the text in these cells has become the text in this chart’s legend Microsoft Office 2003—Excel

Select a Chart Type Different chart types represent data differently: Bar, Column, or Area charts show trends in related data Pie charts compare the parts of a whole Other types of charts show data in unique ways; for example, a bubble chart can compare three sets of values When you select a chart type in the Chart Wizard, Excel describes the best use for that chart type. Microsoft Office 2003—Excel

Create a Chart To create a chart: Select the data to be included in the chart, then click Insert, Chart Select the chart type and subtype Click Next Verify the data range and whether data should be plotted by row or column continued Microsoft Office 2003—Excel

Create a Chart (cont’d) Specify chart options such as a chart title, gridlines, labels, and a legend Click Next Choose to place the chart in the current worksheet or another worksheet Click Finish Microsoft Office 2003—Excel

Format Chart Elements To format a chart element: Right-click the element you wish to format Select the Format command; the name of this command varies by the element selected Use settings on the Format dialog box’s tabs to modify formatting for the element Tip You can also double-click an element to open its Format dialog box. Rest the pointer on an element to see its name. Microsoft Office 2003—Excel

Change Page Setup To change page setup for a worksheet: Click File, Page Setup Select print orientation Adjust scaling if desired to fit worksheet on specific number of pages Use other tabs to adjust margins, create a header/footer, or modify sheet options for printing Click OK Microsoft Office 2003—Excel

Gray labels indicate pages Page Break Preview To insert a page break: Click Insert, Page Break To preview page breaks in a worksheet: Click View, Page Break Preview Adjust page breaks by dragging the solid blue lines Gray labels indicate pages Microsoft Office 2003—Excel

Set Print Area To set the print area: Select the range of cells you want to print Click File, Print Area, Set Print Area The print range is surrounded by a dashed line By default, Excel prints the currently active worksheet. To print only certain cells, you have to set the Print Area. Microsoft Office 2003—Excel

Solid border marks the bottom of the frozen area Freeze Panes Solid border marks the bottom of the frozen area You can “freeze” rows and columns so that they remain stationary in the Excel window while you scroll through the worksheet. Click Window, Freeze Panes to freeze all rows and columns above and to the left of the currently active cell. Note that the top three rows remain stationary while other rows are scrolled up Microsoft Office 2003—Excel

Split a Worksheet into Panes Split a worksheet into panes to make it easier to view portions of the data side by side To split a worksheet: Drag the horizontal split bar down from the top of the worksheet area Drag the vertical split bar from the bottom right side of the worksheet area Microsoft Office 2003—Excel

Publish a Chart to the Internet To publish a chart: Select the chart Click File, Save as Web Page Click Selection: Chart Click Add interactivity for an interactive chart Click Change Title to provide a Web page title Type a file name Click Save or Publish An interactive chart includes the worksheet data along with the chart. As you manipulate the worksheet data, the chart changes on the Web page. Microsoft Office 2003—Excel

Excel chart embedded in a Word memo Link or Embed a Chart To link or embed a chart: Select the chart and copy it In Word, click where the chart should appear Click Edit, Paste Special Choose Paste to embed the chart Choose Paste link to link the chart Click OK Excel chart embedded in a Word memo Edit an embedded chart by double-clicking it in the Word document. Edit a linked chart in Excel and then update changes in Word. Microsoft Office 2003—Excel

Create a PivotTable When a worksheet contains complex data, as in the worksheet at left, it is sometimes difficult to see trends or analyze the data. A PivotTable allows you to organize the data in ways that make it easy to analyze. The PivotTable shown at right organizes data by Category, Seller, and Item. You can filter the data by selecting a single category (such as Candy), specific items from that category, and even particular sellers to see sales trends. Microsoft Office 2003—Excel

Publish a Worksheet To publish a worksheet: Click File, Save as Web Page Click Publish Choose what to publish Specify interactivity if desired Specify page title and file name Microsoft Office 2003—Excel

View and Change Web Data When a worksheet is published with interactivity, it can be manipulated in the Web browser just as in Excel. Change data in worksheet cells, or display the Commands and Options dialog box to change formats, formulas, or sheet or workbook options. Tip Changes you make to the interactive worksheet will not display the next time you view it in the browser. Microsoft Office 2003—Excel