 Columns  Rows  Cells  Ranges  Cell addresses  Column headers  Row headers  Formulas  Spreadsheet

 Let’s start with the desktop Icon.  The first two are probably the ones you’ll see the most often.

 Is known as a Spreadsheet.  Is really just a fancy calculator.  Is not for keeping records  If you want to keep records, use MS Access.

 This is a column  It’s not one of those “Up and down things”  It’s a Column. Don’t call it anything else.  It has a Column Header. The letter A.

 This is a Row.  It’s not a horizontal thing  It’s a Row, don’t call it anything else.  It has a Row header 1

 Where a Column and a Row Intersect is called a…  CELL.  Don’t call it anything else. It’s a cell.

 Each cell has an ADDRESS.  Each column and each row has a Header. The first Column is A  The first Row is 1  Starting with the Column Header, the cell address is... Notice the address is named in the box in the upper left A 1

 What if the Column header is C ?  And the Row header is 3 ?

 The cell address is… (Starting with the column header)? C 3

 Now you know a lot of what you need to know about spreadsheets A Spreadsheet allows you to ask the question: What if? We’ll get back to that

 The Active cell is the cell that is highlighted. Notice the bold black line around the cell this is the ACTIVE cell. This is the business part of the program. You start typing here.

 Make cell C3 the Active cell.  Type the words: › “Starting in Cell C3, is the contents of the cell just in cell C3 or is it in cells C3 through J3?”  Hit Enter to lock in your entry

Is the contents only in cell C3 or is it in cells C3 through J3? That whole line of text is contained in Cell C3 alone Hit your up arrow to make cell C3 the active Cell again.

 The Cursor is the flashing line that appears in the active cell.

 A Range is a group of cells all highlighted Notice that an entire group of cells is highlighted. This is called a Range Columns E through H and Rows 4 through 9 or E4 through H9

 Now, this is going to be a little harder to explain.  Remember how each cell has an address?  THAT’S IMPORTANT! In this example there are 5 cells. Cell F5 contains the word Cadillac Cell F6 contains the word Pontiac Cell F7 contains the word Oldsmobile Cell F8 contains the word Chevy Cell F9 contains the letters GMC

 Question: Does Excel know you’re talking about a Cadillac?  NO, only you understand that.  So let’s add some rows. (Make more empty Rows available).  We’re going to add five Rows for each make of vehicle and add more text.

 Starting with Row 6 we’re going to put our mouse pointer over the “Row 6” header which is the number “6”.  We’re going to hold down the left mouse button and drag down 5 rows…

 Notice, when you click your left mouse button on the Row 6 header, the entire Row becomes highlighted.  Then, while holding down the left mouse button you drag down 5 rows. You are highlighting each of the rows below Row 5.  This means exactly that, you have highlighted the entire Rows for 5 Rows below Row 5 Starting with Row 6

 …to Row 10  Let up the left mouse button.

 Now, let’s click the Right mouse button.  A menu appears.  One of the menu options is the word “Insert”  With your left mouse button, click the word “Insert”

 Notice, that 5 empty Rows have been added below the word Cadillac.  The menu closes…  The Rows are still highlighted.  Repeat this step for three of the 4 other manufacturers. The last 5 rows are assumed for GMC since it will not be necessary to add Rows for that. Click anywhere in the grid to deactivate the highlighted cells.

 Now we have 5 new rows below each manufacturer.  Now let’s add some new headings for each manufacturer but in the next column…  …column G

 Go ahead, you do it.

 Now let’s format each of the words so that they start at the Right side of each cell.  Highlight the entire range of cells as shown here.

 With all of the text highlighted, go up and click the “Right – Justify” button.

 Notice that each of the manufacturers and models is now at the right edge of each cell as if they were the beginning of each line.

 Oops, we forgot to add an extra Row  Highlight the Rows with the words, Pontiac, Oldsmobile, Chevy & GMC by clicking the row numbers  Right-click your mouse, and from the menu, click the “Insert” option. This puts an extra empty Row below each category. You can accomplish this by holding down the Ctrl key and select the Row Headers separately. Often, the Ctrl key allows you to select or highlight things individually.

 Now add pricing for each model of car.

 Notice that the pricing has no formatting.  We need comma’s and some dollar signs.  Highlight all the pricing.

Click the dollar sign in the number formatting portion of your HOME tab.

 Notice that the pricing now has formatting.  When you add a dollar sign and comma’s to a price, this is called Formatting.  There are many different ways to format something

 Now let’s add the word “Total” at the bottom of each column of models.  Does the computer know you’re totaling?  No, Total is just a word, it only means something to you.

 Make the active cell the cell just to the right of the word “Total”.  Put your mouse pointer over the SUM Button. This is the button with the small sideways M Here is where we start summing

 The word “SUM” does what it says. It sums a group of numbers.  The word “SUM” in Excel is the name of a Formula.  The proper syntax for the “SUM” formula is =SUM()  All formula’s begin with an Equals sign “=“. This tells Excel that you are about to implement a formula.

 There are different types of Formula’s.  Formula’s are dynamic. That means that you can’t see them when you’re not working with an Active Formula.  Remember that each cell has an address?  So the =SUM() formula might look like this…  =SUM(C3:C10). Notice the semi-colon in between the two cell addresses.

 The semi-colon : is, in mathematical terms the sign for a Ratio. It means “ To ”.  =SUM(C3:C10) means that you are going to sum the values stored in Column C Rows 3 To 10.  The =SUM(C3:C10) Formula is where the total of those values will be displayed. When you hit Enter, the SUM formula will be hidden and the answer will be displayed.

 Formula’s will always have Parentheses.  Parentheses work the same way in Excel that they do in Math. =SUM ( C3:C10 )  Cell addresses will always be placed within the parentheses.  Where within the formula, would depend on the formula.

 Click the SUM Button with your left mouse button.

 Notice that the SUM formula kind of knows the section of pricing that you’re summing.  If this isn’t the case, then while the SUM function is still active, simply highlight the correct Range.  Then hit “Enter”

Highlight the two cells that say “Total:” and “$200,000.00” Hold down the Ctrl key and press the X key. Ctrl X means (Cut) Hold down the Ctrl key and press the V key. Ctrl V means (Paste) Notice that everything you have entered including the Sum formula has moved one cell to the right. This is called cutting and pasting. Make the Active Cell, one cell to the right of the word “Total:” by clicking in it. Total $200, NOW! The total is $200,000.00

When you hit the “Enter” key, the formula disappears, the total for this category is put in and the next cell down becomes the active cell.

You do this for totals of the rest of the manufacturers.

Now let’s say that you want to add a title to your spread sheet Click on the cell of your choice and begin typing, it’s really that simple

So you’ve typed in the heading “American Car Makes” and hit Enter to lock in your entry. But then you decide you don’t like that heading and wish to change it. What do you do? You have several options 1. You can double-click in the active cell to put the cursor in for editing. 2. You can press the F2 Function key at the top of your keyboard. This places the cursor at the end of your line of text and you can use your arrow keys or your mouse to move the cursor to a desired position. Or…

… you can click the main cell (the cell that contains all of your text) and… … change it in the formula editing box above.

You’ve changed the text in cell B3 to “United States Automotive Review” Hit Enter to lock in your changes

Now that you’ve added formatting to your prices and totaled each group of pricing… Let’s say an auditor comes in and wants to audit your paperwork. You need to show him a total price of all the vehicles you have in stock. You’ll need to work below all the pricing. Make I39 your Active Cell. You can do this by pressing the F5 function key which brings up a window called the Go To window. Type I39 into the Reference: portion of the window and hit Enter.

 Type in the words “Grand Total:” Now hit your Tab key. Tab moves the active cell one cell to the right. Enter either moves the Active cell down or to it’s original destination.

 The Active Cell should now be J39.  Mouse up and click your (SUM) formula button  Now, since the Active cell doesn’t have a designated area to Sum, the Auto sum feature doesn’t do anything.  While the (Sum) formula is still active, highlight all of the totals…

Starting in Cell I10 hold down your left mouse button and drag downward to cell I38. Notice that the range of cells you have highlighted appears within the parentheses of the =SUM() formula. I10:I38 Hit Enter.

The SUM formula disappears, the Active Cell is one cell down and the total of those values is in cell J39. $891,000.00

 When you added up all the cells for the models under Cadillac.  Remember, each cell has its own address.  So… you added the values stored in cell’s H5, H6, H7, H8 & H9.  You didn’t add up the values, you (summed) the values stored in each of those cells.

 So cell I9 contains the “Total” value $200,  Then to get a Grand Total you (summed) the values of cells I10, I17, I24, I31 & I38  Those cells contained the values of the totals for each model group.  You totaled the amount for each model group and came up with a Grand Total

 Remember in the beginning we said that Excel (A spreadsheet) allows you to ask the question “ What if ”?  That’s next and that’s the greatest thing about a Spreadsheet.

Let’s say the Auditor wants to know what would happen to the Grand total if you changed the value for one of the cars. Remember, each cell has an address. The values of each cell is stored in that address (Per say)

So we change the value for the Eldorado. I know, Eldorado is spelled wrong in the Workbook.

So we make the cell to the right of the word “Eldorado” the Active Cell and simply change the amount… Once you make that the Active Cell, just start typing. Let’s make that value Hit Enter You’ve changed the value of the cell to the right of Eldorado. Notice that the Active Cell is now the cell below the price for Eldorado. And the value to the right of the word “Total:” is changed and the formatting stays in the cells. That, in effect, is the power of the Excel Spreadsheet. We said, What if we changed the Price for the Eldorado. (What would happen?)

The value stored in the cell to the right of the word “Total:” was changed. We didn’t do anything but change the value in the cell next to the word “Eldorado.” This change effected the value in the cell to the right of the word “Total:” Let’s see what happened to the Grand Total: The one the Auditor asked us to display once we’d changed the value for Eldorado.

The change for Eldorado, also effected the value in the cell next to the word “Grand Total:”