Excel Lesson 3 Accounting Records

Task 1  Goals  Modify row height and column width  Cut, copy, and paste data and cell contents  Apply and clear number formats  Use formula basics

Modify Row Height and Column Width  Columns are set for a standard column width of 8.43  Long labels will display as long as the next cell is empty  When you enter long numbers or values Excel fills the cell with number signs or displays the number in scientific notation to indicate the need to widen the column  You can change column width by dragging the column header

Modify Row Height and Column Width  Using AutoFit  The most efficient way to adjust column width is to double- click the right edge of the column header, and the column will AutoFit, or widen to fit the data in that column  By default, row height is 15, but it is automatically determine by the font point size  Align Data Vertically  Once row height is larger, data can be aligned vertically to the top, middle, or bottom of a row

Cut, Copy, and Paste Data and Cell Contents  Cut, Copy, and Paste are tools to move or copy data from one location and place it in another.  You can use the shortcut menu, keystrokes, or the buttons on the Home tab in the Clipboard group

Use the Office Clipboard to Cut, Copy, and Paste  When you copy data in Excel, it is stored in a memory location called the Office Clipboard  If you plan to copy more than one group of data, you should display the Clipboard task pane by clicking the task pane launcher in the Clipboard group on the Home tab

Apply and Clear Number Formats  You format numbers using the formats in the Number group on the Home tab or by right-clicking and using the Mini toolbar  Can clear number formats by clicking General format Number FormatDescription Percent StyleChanges the value to a percentage Increase DecimalAdds one decimal place Decrease DecimalDecrease one decimal place FractionChanges a decimal to its fractional equivalent

Task 2  Goal  Summarize data using formulas  Use Format Painter

Use Formula Basics  Formulas are equations or instructions to calculate values on the worksheet.  All formulas start with an equal sign (=), contains no spaces, and include the cell addresses or values, and mathematical operators necessary to complete the formula.

Summarize Data Using Formulas  Enter Functions  A function is a built-in formula that performs a specific calculation automatically  Function formulas contain an equal sign, a function name, and open parenthesis, a range of arguments, and then a closing parenthesis.

Summarize Data Using Formulas  AutoSum  The AutoSum feature automatically enters a function to find the total of a group of cells  Excel selects the cells it thinks you want to add and surrounds them with a moving dotted line  Enter the Range in a Formula  You can enter a range in a formula by selecting it

Summarize Data Using Formulas  AutoSum Functions List  To the right of the AutoSum button is a list arrow that provides other commonly used functions COMMON FUNCTIONSPURPOSE SumCalculates the total of numbers in a range AverageCalculates the average, or mean, of numbers in range Count NumbersCounts the number of values in a range MaxCalculates the highest value in a range MinCalculates the lowest value in a range

Summarize Data Using Formulas  Formula Bar  Formulas may also be entered using the formula bar  When you press the equal sign, the formula bar provides Cancel and Enter buttons, and the Insert Function button  When you select a function from the list, Excel enters the function name automatically in the formula and prompt you for the function argument  The Collapse Dialog button collapses the dialog box to help you select the correct range

Use Format Painter  After entering formulas, you may have to format numbers and/or text. Rather than making repeated settings for formats, you can copy formats from one cell to another by using the Format Painter  To format more than one area of the worksheet with the Format Painter option, double-click the button