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Published byPatricia Pruden Modified over 9 years ago
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Microsoft Excel
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Click on “Start,” then “Microsoft Office Excel.”
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If Excel does not appear, click on “All Programs,” then “Microsoft Office,” then “Microsoft Office Excel 2003.”
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Close the “Getting Started” Window.
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Let’s examine the different areas of the Excel worksheet
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Each box is called a “cell.” Column headings Row headings
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Name box (active cell) Formula Bar (information in the active cell) Worksheet (a sheet of cells)
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Workbook (the full Excel file with all Worksheets). Navigation buttons (for switching between worksheets).
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Information can only be entered into active cells. Click the cell you wish to add information to and begin typing.
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Press the Enter key to advance to the next cell down.
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Press the Tab key to go to the next cell on the right.
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If a number is too large to fit in a cell, it may appear as several pound signs or as scientific notation.
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To enlarge the cell so that all of the data appears, simply double-click on the right side of the cell, or place the cursor on the right side of the cell and drag it to the right.
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The height of a row may be adjusted by placing the cursor over the top or bottom of the row’s heading and dragging to the desired height.
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Click on “Insert,” then “Worksheet” to add another worksheet.
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New worksheet added.
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To rename a worksheet, right-click on the tab, and select “Rename.”
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Cells must be highlighted, or selected, for Excel to perform a task. Simply click on a cell, then drag the mouse over all the cells you wish to select.
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If the cells you need to select are NOT next to each other, hold down the Ctrl key as you select each one.
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Click on a column’s heading to select the entire column.
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To select multiple columns, click and drag across the columns you wish to select.
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To select columns that are not next to each other, hold down the Ctrl button and select the columns.
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Click on a row’s heading to select the entire row.
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To select multiple rows, click and drag across the rows you wish to select.
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To select multiple rows that are not next to each other, hold down the Ctrl key and select the rows.
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To insert a NEW column, highlight the column that you wish to place the new column in front of, then click “Insert,” then “Columns.”
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Please note that all the information in the columns to the right of the new column have new headings.
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To insert a NEW row, highlight the row that you wish to place the new row in front of, then click “Insert,” then “Rows.”
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Please note that all the information in the rows below the new row has shifted down a row.
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To delete a column, select it, then click on “Edit,” then “Delete.”
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To delete a row, select it, then click on “Edit,” then “Delete.”
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Cut, Copy, and Paste
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Data can be moved around or copied by using Cut, Copy, and Paste.
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Select the data to be moved and click on “Cut.”
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Place the cursor in the cell or cells you want the data to be placed in and click on “Paste.”
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The data is deleted from the original location and is pasted in the new location.
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Using “Copy” and “Paste” does not delete the data from the original location.
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Select the data to be copied and click on “Copy.”
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Put the cursor where you want the data to be copied and click “Paste.”
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Using Autofill
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The “Fill Handle” is the square in the lower right corner.
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Using AutoFill can save work by copying data or repeating patterns.
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Type the word “Sunday” in a cell.
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Click on the “Fill Handle” in the first cell and drag it. The Autofill feature fills in the months of the year.
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Type “almonds” and “apples” in two different cells.
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If Autofill can’t find a pattern, then the original data will be copied.
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Type the numbers “5” and “10” in two different cells.
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Drag the Autofill Handle across. Please note – Autofill requires at least two numbers to detect a pattern.
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Formatting
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Data formatting is done in a similar manner to Microsoft Word.
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Click on the “Font Color” icon to change the color.
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Excel automatically lines up text (letters) on the left side of a cell, and numbers on the right side of a cell.
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Change the alignment by clicking on one of these. Left alignment Center alignment Right alignment
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To align data vertically, select cells and click on “Format,” then “Cells.”
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Click on the “Alignment” tab, and select the text alignment you need, then click “OK.”
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The text is now centered vertically.
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Excel can enlarge a cell to fit a lot of data. Under “Text control,” click on “Wrap text.”
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The cell has enlarged enough to fit the data entered.
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Excel can also shrink data to fit a cell. Under “Text control,” click on “Shrink to fit.”
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The data fits into one cell.
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Data can be rotated – click on “Format,” then “Cells.”
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Data may be rotated under “Orientation.”
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The data is rotated at a 45 degree angle.
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Cells can be merged to form one large cell - this is very helpful to create a title for the worksheet.
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You can undo the cell merge by clicking on the “Merge and Center” button again.
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You may change the horizontal alignment of data by clicking on the indent buttons.
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Select the cell in which you wish to increase the indent, and click the “Increase Indent” button. Remember, text is automatically aligned to the left, and numbers to the right.
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These buttons format numbers.
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The “Currency Style” button adds a dollar sign and commas.
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The “Percent Style” button adds a percent sign.
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The “Comma Style” button adds commas to numbers greater than one thousand.
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Every click of the “Increase Decimal” button displays an additional decimal space.
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Every click of the “Decrease Decimal” button deletes a decimal space.
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To add a border around your cells, select the cells, then click on the “Borders” button and choose a border style.
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You can manually draw borders by clicking “Draw Borders.” The cursor will turn into a pencil.
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Click on the “Line Color” icon to select different colors.
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Click on the “Fill Color” icon to select different colors.
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Click on the “Font Color” button to change the color of your data.
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Pre-made formats are available in Excel. Click on “Format,” then “AutoFormat.”
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Scroll down to view all the formats. Choose the one you want.
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Click on Print Preview before printing the worksheet. Dotted lines will appear on the worksheet after using Print Preview. The lines indicate the page breaks.
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Adjusting spreadsheets
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Click on “File,” then “Page Setup.”
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You may change the Orientation, adjust the size of the spreadsheet, change the margins, add a header/footer, and more.
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Various print options are located on the “Print” menu. Go to “File,” then “Print.”
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You may print a selection, the entire workbook, or the active sheet.
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You may choose to print all pages or specify one or more.
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Basic Formulas
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Formulas always begin with an equal (=) sign. Type =5+5 into a cell. Press enter to move to the cell below.
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The answer appears after you exit the cell.
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If you go back to the original cell, you will see the formula in the “Formula Bar.”
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Symbols To add, use + To subtract, use – To multiply, use * To divide, use /
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Excel calculates in the following order: Parentheses Multiplication and Division Addition and Subtraction
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Formulas can be created based on values in other cells. The formula, “=A1+A2” adds the values in A1 and A2.
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AutoSum
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AutoSum quickly adds the numbers in cells. Simply highlight the numbers to be added, then click on the AutoSum icon. The answer will appear in the next cell.
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Click the small arrow next to the AutoSum icon to see other functions available.
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Error Messages #DIV/0 (Dividing by 0) #NAME? (Formula name or cell reference is not recognized) #REF! (Cell does not exist) #VALUE! (A cell with text can NOT work with formula) ####### (Appears when column is too narrow to display results)
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Circular Reference Error
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The “Circular Reference” error appears when a formula or function refers to its own cell.
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For additional help with Excel, including formulas and functions, be sure to access the “Help” menu.
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