Microsoft Excel 2007 – Level 1 Chapter 1 PREPARING AN EXCEL WORKBOOK

Performance Objectives Identify the various elements of an Excel workbook Create, save, and print a workbook Enter data in a workbook Edit data in a workbook Insert a formula using the Sum button Apply predesigned formatting to cells in a workbook Use the Help feature

Opening Microsoft Excel Point to Microsoft Office Click Start Point to All Programs Click Microsoft Office Excel 2007

Elements of an Excel Workbook Quick Access Toolbar Title Bar Tabs Ribbon Office button Name box Formula bar Vertical scroll bar Active cell Worksheet area Cell pointer Horizontal scroll bar Status bar Worksheet tabs

Elements of a Worksheet Area Name box Formula bar Select all button Fill handle (+) Active cell Column header Row header Cell pointer Gridlines

Click Open in the Quick Access toolbar Opening a Workbook Click Open in the Quick Access toolbar OR Click Office then New or Ctrl + N OR Open or Ctrl + O

Entering Data in a Cell… Cell reference in Name Box changes Click or arrow to cell to make it active , then Enter data

Entering Data in a Cell…/2 Text being entered also appears in Formula bar Entered text Notice Ready changes to Enter as soon as you begin entering text

Entering Data into a Cell…/3 A long text entry overlaps the next cell to the right Notice full number still appears in Formula bar Long number entries may appear as number symbols if the column is not wide enough

To make this cell active Keyboard Navigation To make this cell active Press Cell below current cell Enter Cell above current cell Shift +Enter Next cell Tab Previous cell Shift + Tab Cell at beginning of row Home Next cell in the direction of the arrow Up, Down, Left, or Right Arrow keys Last cell in worksheet Ctrl + End First cell in worksheet Ctrl + Home Cell in next window Page Down Cell in previous window Page Up Cell in window to right Alt + Page Down Cell in window to left Alt + Page Up

Changing the Active Cell with the Mouse Position cell pointer on desired cell and click, then enter data

Changing the Active Cell Using Tab Shift +Tab Tab Tab moves insertion point to next cell Shift + tab moves insertion point to previous cell

Changing the Active Cell - GoTo Feature Click Find & Select, Then Go to Click Home Tab Type cell address in the Reference box and click OK

Click Save in the Quick Access toolbar OR Click the Office button Saving a Workbook Click Save in the Quick Access toolbar OR Click the Office button then Save (or Ctrl + S) OR Save As

Enter location for saving the file Note or change file type Saving a Workbook …/2 Enter location for saving the file Note or change file type Enter file name Click Save

Naming a Workbook (File) Up to 255 characters including drive letter folder names spaces Excluded special characters include forward slash (/) question mark (?) backslash (\) quotation mark (“) greater than sign (>) colon (:) less than sign (<) semicolon (;) asterisk (*) pipe symbol (|)

Editing Data in a Cell OR OR Click cell to make it active: start typing to replace all existing data OR Enter EDIT MODE: Make changes in Formula bar OR to edit directly within the cell: Press F2 key or double-click cell Backspace key deletes character left of the insertion point Delete key deletes character right of the insertion point When cell editing is complete, to leave Edit mode: click on another cell, press Enter, Tab, Shift + Tab key or click Enter button on the Formula bar.

Printing a Workbook OR Opens Print dialog box Click the Print button in the Quick Access toolbar OR Click the Office button then Print or Ctrl + P Sends directly to the printer Opens Print dialog box

Click the Office button (upper right of window) Closing a Workbook Click the Office button OR Click (upper right of window) then Close OR Ctrl + F4

(top X in upper right of window) Exiting Excel Click Office button Click Exit Excel OR Click (top X in upper right of window)

Using Automatic Entering Features AutoComplete Automatically inserts data that begins the same as a previous cell Press Enter to accept or continue typing AutoCorrect Automatically corrects many common typing errors e.g. teh changes to the To view options, click Office, Excel Options, Proofing, AutoCorrect Options

Using Automatic Entering Features…/2 AutoFill Fill a range of cells with the same data or with a series ScreenTip displays ending data drag fill handle (+) to consecutive cells select two cells to determine start and increment Hold down Ctrl while dragging the fill handle if you do not want a series to increment.

Use the Sum (Σ) button to Add Numbers Using the Sum Button Use the Sum (Σ) button to Add Numbers Click in desired cell, click Sum button, verify or set range and press Enter

Using the Sum Button Use the Sum drop-down arrow to Average Numbers Click in desired cell, click Sum button arrow, then Average, verify or set range and press Enter

Use the Fill Handle to Copy a Formula with relative cell reference Copying Formulas Use the Fill Handle to Copy a Formula with relative cell reference Using fill handle (+), drag through cells that should have the formula

Selecting Cells Using the mouse Select All cells Select column Select row nonadjacent cells Hold Ctrl key as you select cells, rows, or columns adjacent cells drag with mouse

Selecting Cells…/2 Using the keyboard To select Press Cells in direction of arrow key Shift + arrow key To beginning of row Shift + Home To beginning of worksheet Shift + Ctrl + Home To last cell in worksheet containing data Shift + Ctrl + End An entire column Ctrl + spacebar An entire row Shift + spacebar An entire worksheet Ctrl + A or Ctrl +Shift + spacebar

Selecting Data within Cells Double-click cell and drag with mouse or use Shift + arrow key Can also press F8 to turn on Extend Selection mode After selecting data, press F8 to turn off Extend Selection mode

Formatting with Predesigned Styles Table Styles: select cells first Click the Home Tab, then Format As Table Choose a style

Formatting with Predesigned Styles Cell Styles: select cells first Click Home Tab, then Cell Styles Choose a style

Type your question or topic in the Search box Using the Help Feature To access help, Click Excel Help button OR press the F1 key Type your question or topic in the Search box OR Click topic

Click the Office button Features Summary How do you close a workbook? Click the Office button Then Close OR Click

Click Office button, then Exit Excel Features Summary How do you exit Excel? Click Office button, then Exit Excel Click Close button OR

Features Summary How do you display the Go To dialog box? Click Home tab Click Find and Select, Then Go To

Features Summary How do you open the Help window? To access help, Click Excel Help button OR Press the F1 key

Click the Office button Features Summary How do you open a workbook? Click the Office button Then Open OR Ctrl + O

Features Summary How do you print a workbook? OR OR Ctrl + P Click the Print button in the Quick Access toolbar OR Click the Office button then Print OR Ctrl + P

Click Save in the Quick Access toolbar Features Summary How do you save a workbook? Click Save in the Quick Access toolbar OR Click the Office button Then Save Or Save as OR Ctrl + S

Click the Home Tab, then Format as Table Features Summary How do you display Format As Table gallery? Click the Home Tab, then Format as Table

Click Home Tab, then Cell Styles Features Summary How do you display the Cell Styles gallery? Click Home Tab, then Cell Styles

Click Home, then the Sum button arrow Features Summary How do you display the Sum button drop down list? Click Home, then the Sum button arrow

Coming Next Chapter 2 INSERTING FORMULAS IN A WORKSHEET