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

2. Work with Microsoft Office Excel

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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

30. 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

31. 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

32. 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

33. 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

34. 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

35. 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

36. 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

37. 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

38. 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

39. 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

40. 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

41. 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

42. 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

43. 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