1. Introduction to Excel 20021 Editing Your Workbook

2. Introduction to Excel 20022 Editing Your Workbook This lesson will cover: How to… Change the Contents of a Cell Select a Range of Cells Copy and Move Cells Delete and Clear Cells Insert and Delete Columns and Rows Add, Delete, Rename and Arrange Worksheets Work with Multiple Workbooks This lesson covers topics from Chapter 3 of the text...

3. Introduction to Excel 20023 Change the Contents of a Cell To change the contents of a cell you can simply retype it, but there are some other tricks you should know. If you click a cell and then press DELETE or BACKSPACE on the keyboard, Excel removes the cell contents but does not remove comments or cell formats. Pressing the ESCAPE key in the middle of editing a cell will return the cell contents to the condition they were in before you started making changes. If you highlight (or activate) a cell with a calculation in it and press F2, all the cells involved in that calculation will become highlighted. The Options dialog provides numerous ways to customize the way you edit cells. If something doesn’t seem to be acting as you think it should with regards to editing your data, open this dialog box and look at the “Edit” tab.

4. Introduction to Excel 20024 Pressing the F2 key when a cell that contains a function is active, such as cell F5 shown here, highlights all the cells used in that function: C5 D5 E5 …and of course F5

5. Introduction to Excel 20025 Selecting a range of cells can be done in many different ways: Pressing the Crtl+A key sequence will select every cell in the current worksheet. Pressing the Control key and clicking on individual cells will select all the cells you click on. Click on a cell and drag over all the cells you want to select. Click on a Row heading to select the entire row. Click on a Column heading to select the entire column. * The status bar shows the sum of all the cells that contain numerical data as you make your selections. Selecting More than One Cell

6. Introduction to Excel 20026 Clicking on a Column or Row heading will select the entire column or row… The sum of column E is 655.42, notice that although the column is summed in cell E13, the value in the status bar sums every cell including the number 327.71.

7. Introduction to Excel 20027 Copying and Moving Cells Cells can be moved in several ways: Drag and Drop to Move or Copy cells Cut, Copy and Paste with a menu selection …and by using the Paste Special command you can Copy or Move all the data, the cell formatting or just make a reference to the parent cell

8. Introduction to Excel 20028 Cut, copying and pasting cell data and formulas is just about as easy as with any type of text in Windows. There are some major exceptions, but right clicking on a cell and selecting the operation, such as Copy, works. You could also use the Edit menu’s version of Cut or Copy, too. Notice the other things you can do from here…remember, when in doubt, right-click your mouse…

9. Introduction to Excel 20029 Deleting Cells To Delete a cell or Range of cells: Select the cell(s) Right click to show the pop-up menu Select the Delete command Then select how you want Excel to handle the empty space… …Shift cells left, Shift cells up, Delete the entire row, or Delete the entire Column

10. Introduction to Excel 200210 Clearing Cells To Clear a cell or Range of cells: Select the cell(s). Right click to show the pop-up menu. Select the Clear Contents command. Be careful…clicking the command proceeds with the clearing action without further feedback. Remember…You can always Undo the Clear.

11. Introduction to Excel 200211 Clearing Cells The other Clear method involves the Edit menu: Select the cell(s). Open the Edit menu. Select the Clear command. Select the type of clearing you want to do: Clear All, the cell’s Formatting, or the Contents (and leave the cell formatting as is). Notice the shortcut key to Clear Contents is Delete.

12. Introduction to Excel 200212 Inserting Columns and Rows To Insert a column: Select the columns(s) or Row(s). Open the Insert menu. Select the Columns or Rows command (the options are limited by whether a column or row was selected.) A new column(s), or row(s), will be inserted before the selected ones. Selecting more than one column or row will insert that number of columns or rows to the worksheet.

13. Introduction to Excel 200213 Inserting Columns and Rows You can do the same with the pop-up menu that is displayed by right-clicking on the selected columns or rows. Remember these pop-up menus mimic the menu items available from the main menu. But, you could figure that out by now that…

14. Introduction to Excel 200214 Deleting Columns and Rows To Delete a column or row: Select the columns(s) or row(s). Open the Edit menu. Select the Delete command. The column(s) or row(s) are deleted without any further warning. Selecting more than one column or row will delete that number of columns or rows.

15. Introduction to Excel 200215 Deleting Columns and Rows You can access a Delete command from the pop-up menu as shown on the right, or just press the Delete key.

16. Introduction to Excel 200216 Adding a Worksheet To Add a worksheet: Select the worksheet that will come after the new one. That is, the sheet you want to place behind the new sheet. Open the Insert menu. Select the Worksheet command A new worksheet will be added before the selected tab. Selecting more than one worksheet insert that number of worksheets.

17. Introduction to Excel 200217 Deleting a Worksheet To Delete a worksheet: Select the worksheet to delete. (activate it by clicking the worksheet’s tab) Open the Edit menu. Select the Delete Sheet command The worksheet will be deleted without any further warning. Selecting more than one worksheet deletes that number of worksheets.

18. Introduction to Excel 200218 Renaming Worksheets To rename a worksheet: Double click on the worksheet tab. The worksheet name on the tab will become highlighted as shown below. Type a new name and press the Enter key or otherwise move off the tab. The worksheet will now be renamed to the text you typed.

19. Introduction to Excel 200219 Adding, Deleting and Renaming Worksheets…another way Adding (or Inserting), Deleting or Renaming a worksheet can be accomplished by accessing the Shortcut (pop-up) menu. Right-click on the selected tab to display the menu as shown below…

20. Introduction to Excel 200220 Selecting Several Worksheets Two or more adjacent sheets: Click the tab for the first sheet, and then hold down SHIFT and click the tab for the last sheet. Two or more nonadjacent sheets: Click the tab for the first sheet, and then hold down CONTROL and click the tabs for the other sheets. All sheets in a workbook: Right-click a sheet tab, and then click Select All Sheets on the shortcut menu.

21. Introduction to Excel 200221 Arranging Worksheets Arranging the order of your worksheets is simply a matter of dragging the tab and dropping in into the new location. Grab a tab and move it to the new location, a small black triangle (pointing down) will appear at the currently selected location… Drop the tab in its new place...

22. Introduction to Excel 200222 Using Multiple Workbooks There’s more to working with multiple workbooks then moving back and forth between them. You can display data in one workbook that resides in another, and even place a hyperlink that refers to another file. Formulas can include data from other worksheets and workbooks. For example, the following formula gets and sums data from another Excel file whose path is “C:\Excel\Budget.xls” and the worksheet is named “Annual”:hyperlinkpath =SUM(C:\Excel\[Budget.xls]Annual!C10:C25). There are, however, some methods for activating and “toggling” between the open workbooks that we need to look at first…

23. Introduction to Excel 200223 You can see by looking at the Taskbar that there are two workbooks open… Displayed here is the first worksheet, “Type”, of the Chapter2.xls workbook.

24. Introduction to Excel 200224 Recall that you can detach or reduce the size of the active workbook by clicking the Restore Down window control button. Doing this changes the view from the previous slide to this…2 windowed workbooks.previous slide Restore window control button

25. Introduction to Excel 200225 You can also “toggle” back and forth between workbooks by using the Window menu. Notice the lower section of the menu…it displays the currently open files. Clicking on “Chapter3.XLS” would make that workbook active…

26. Introduction to Excel 200226 First select the cells… To copy a range of cells from one open workbook to another…

27. Introduction to Excel 200227 Then select the Copy command from the pop-up menu or from the Edit menu…

28. Introduction to Excel 200228 Then select a cell in the new location (at the beginning of the range). If you select more than one cell it must be the exact number of cells as those about to be pasted…so selecting one is easier and always works…select the Paste command, from a menu…or Ctrl+V

29. Introduction to Excel 200229 Now the cells have been pasted, but the column looks a bit narrow…

30. Introduction to Excel 200230 Select Column from the Format menu to change the column width…use AutoFit Selection to do it automatically…

31. Introduction to Excel 200231 Now the column matches the size of the contents (including the label “Price Now”) the copy is complete…

32. Introduction to Excel 200232 To copy cells with formulas in them, and actually create a link between the two workbook files…select a range of cells (or just one cell) that includes a formula and Copy the range…

33. Introduction to Excel 200233 Next, select a single cell or the correct range of cells on the destination workbook and right click to show the pop-up menu or use the Edit menu. Then select the Paste Special command from one of the menus…

34. Introduction to Excel 200234 Then select the Paste Link command…

35. Introduction to Excel 200235 With the Paste complete…the workbook files are now linked. Selecting one of the newly pasted cells…displays the link in the Formula bar.

36. Introduction to Excel 200236 Links for Excel Tips and tricks from Microsoft http://www.microsoft.com/office/using/tips/default.asp Excel tour from Microsoft http://www.microsoft.com/office/excel/evaluation/tour/default.asp Excellent Excel online tutorial http://www.usd.edu/trio/tut/excel / …another good online tutorial http://www.extension.iastate.edu/Pages/Excel/homepage.html