1. Microsoft Excel 2007

2.  A spreadsheet is an application used to store and analyze data.  Many different uses: ◦ Payroll ◦ Inventory ◦ Data collection ◦ Personal budgets ◦ Cost calculations

3. Office Button Ribbon Name Box Row Numbers Status Bar Quick Access Toolbar Title Bar

4.  An Excel spreadsheet document is called a workbook  Title Bar: the file name of the current workbook is displayed in the Title Bar ◦ The name Book 1 is used temporarily until the workbook is saved.  Columns are lettered from A to Z and then AA to XFD (total of 16,384)  Rows are numbered from 1 to 1,048,576  Sheet Tab: displays a sheet in the workbook

5.  Cell: the intersection of a row and column  Cell reference: the column letter and row number that identify a single cell (A1)  Active cell: selected cell (displayed with bold border)  Name Box: displays the cell reference of the active cell  Formula Bar: displays contents of active cell  Status Bar: displays information about the current document

6.  A carefully planned worksheet presents data: ◦ In a logical, organized and easy to understand format 1. What is the purpose? Determine what information the worksheet is to produce 2. What information is needed? Determine the data to include 3. How should the worksheet be organized? Determine which data should be in rows and which data should be in columns

7. LabelValue  A label is text  Cannot be used in calculations  Left aligned in cells  A value is numeric  Can be used in calculations  Date/Time: ◦ Either a date (6/5/2010), or ◦ Time (12:10 PM)  Values and dates/times are right aligned in cells Label Value & Date/Time

8.  Each cell is identified by its cell reference, such as A3 or C2, and each cell can contain data, such as the number 5 or the label Total.  This system is similar to seats on an airplane where each seat is named (C3) and can hold one person (information--data or label).

9.  Use keyboard to enter data  Data appears in active cell and formula bar  Click Enter to enter data in Active Cell  Click Cancel to restore original contents  Press Enter to enter data and make next cell in column active  Press Tab to enter data and make the next cell in the row active.  Press arrow key to enter the data and make the next cell in the direction of the arrow key active  Press Esc to cancel data entry and restore the original contents

10.  Labels extending beyond the width of a cell are truncated (cut off) when data is entered into the next cell  Change column width: ◦ Point to the boundary (bar separating the column letters)—pointer changes to ◦ Click and drag, or ◦ Double click Cell A1 stores Current Quantity as displayed in the formula bar

11.  Cell must be active ◦ Use arrow keys to cell, or ◦ Move arrow pointer to cell until it changes to and click to make active  Contents of cell are displayed in formula toolbar ◦ Use Delete or Backspace keys, or ◦ Undo and Redo keys to edit the cell  Selecting the cell and pressing the F2 key places the insertion point in the cell  Double clicking a cell also puts the insertion point in the cell

12.  Changing Alignment: ◦ Formatting is applied to cells to make the data easier to understand. ◦ Data in columns is easier to read if the column headings and corresponding data have the same alignment. ◦ By default, labels are left aligned and values and dates/times are right aligned.

13.  Long column headings can result in an unnecessarily wide column. ◦ Home  Text Wrap  This can be avoided by wrapping the text:  Or change text orientation: ◦ Home  Orientation

14.  The table below has borders.  To add borders: ◦ Click Home  Borders  All Borders  Other Border options are also available on Home  Borders

15.  To merge cells: ◦ Select cells ◦ Click Home  Merge Cells  Cells A1 to D1 are merged and Inventory is centered across the cells  To merge cells without centering the label, select the cells, and then click Home  Merge & Center  Merge Across, or  Home  Merge & Center  Merge Cells  Click Home  Merge & Center  Unmerge Cells to restore the cells.

16.  Cells that store numeric data should be properly formatted to reflect the type of value stored.  The table below has the value 1.5 in each of the cells in column B  A cell is automatically formatted if a $, %, or a decimal position is typed with the number.

17.  Click Home  Numeric Format  General is the default format that displays numbers the way they are typed.  Number displays a value with two decimal places. ◦ To add a thousand separator to the number, click Home  Comma Style.  Currency displays a value with a dollar sign and two decimal places.  Accounting is similar to Currency except the dollar sign aligns itself at the left edge of the cell. ◦ Click Home  Accounting Number Format to quickly apply the Accounting format.  Short Date displays a date in a 3/29/2009 format.  Long Date displays a date in a Thursday, March 29, 2009 format  Percentage displays a value as a percentage with two decimal places. ◦ Click Home  Percent Style to quickly format a cell as percentage with 0 decimal places.  Fraction displays a value as a fraction.  Scientific a value in scientific notation with two decimal places.  More Number Formats displays the

18.  More Number Formats displays the Format Cells dialog box where Custom formats, including time formats, can be selected:

19.  To display additional decimal places, click Home  Increase Decimal. ◦ A cell storing 1.5 will display 1.500 after clicking Increase Decimal twice.  Click Home  Decrease Decimal to display fewer decimal places. ◦ A cell storing 1.5 will display 2 after clicking Decrease Decimal once.  Formatting a cell does not change the value that is stored in the cell, only how that value is displayed.

20. 1.20E+05 1/2 $12.50 120,450.00 23%

21. 1.20E+05Scientific ½Fraction $12.50Currency 120,450.00Comma 23%Percentage, 0 decimal places

22.  Number signs (#####) are displayed if a cell is not wide enough to display the formatted number.  To remove ### signs and display values, widen the column.

23.  Formatting multiple cells is faster when cells are selected together first.  Adjacent worksheet cells can be selected together to form a range.  Adjacent cells are cells that are next to each other.  A range is a selection of two or more cells.  Drag the pointer from one cell to another to select a range:

24.  Click first cell and hold down the Shift key and click the last cell in the range.  Non adjacent cells: ◦ A range can consist of selecting the first cell or range of cells and then holding down the Ctrl key and selecting other cells or ranges.  To select all cells in a row or column, click the row number or column letter.  Click the Select All button to select the entire worksheet

25.  A theme is a predefined set of colors, fonts, and effects used to format a worksheet.  Themes are used to maintain a consistent and professional look in multiple worksheets.  The default Office theme is applied to a new workbook.

26.  Each theme has a variety of cell styles associated with it.  Cell styles apply several formats in one step and ensure consistent cell formatting.  Click Home Cell Style  to view gallery.  To apply style, select cell(s) and choose style.

27.  To remove the formatting from a cell ◦ Click Home  Cell Styles  Normal, or ◦ Home  Clear  Clear Formats

28.  Changing the theme results in a different set of cell styles in the gallery.  Click Page Layout  Themes to display a gallery of themes

29.  When preparing a worksheet for printing, display it in Page Layout view.  In this view, a worksheet is displayed as pages.  Page formats such as margins and headers and footers are easily modified from this view.  Data can still be changed from this view as well.

30.  Click View  Page Layout to choose Page Layout view.

31.  Click the Gridlines Print check box to include gridlines on a printout.  Gridlines are solid lines that mark off the rows and columns, similar to what appears in the Excel window.  Click the Headings Print check box to include row numbers and column letters in a printout.  Click View  Normal to switch back to Normal view.

32.  Before printing, select Print  Print Preview to show what the printouts will look like.  Cannot be modified in this view, but some formats, such as gridlines, are only visible in this view.  Click Print Preview  Print to display the Print dialog box.  Click OK to print a copy of the worksheet using the default print settings and then click Print Preview  Close Print Preview.

33.  Information such as the date or the file name can be included in a header or footer to help identify printouts.  To add header or footer information, click Insert  Header & Footer.  The worksheet is displayed in Page Layout view, the insertion point is placed in the header.  The Design tab is displayed.

34.  Formulas are mathematical statements used to calculate values.  In an Excel worksheet, a formula must begin with an equal sign (=).  Entering the formula =25 * 3 in a cell displays the value 75.  The following arithmetic operators can be used in a formula:  A formula must begin with an equal sign (=) OperationSymbol Exponent^ Division/ Subtraction- Multiplication* Addition+

35.  Excel uses a specific order of operation to perform calculations ◦ Exponents ◦ Multiplication and division ◦ Addition and Subtraction  From left to right FormulaResulting Value =2*2+3*210 =25*8/450 =35+12/339 If two operators are at the same level, as in the second formula above, Excel evaluates from left to right. The multiplication is done before the division.

36.  Operations within parentheses are evaluated first FormulaResulting Value =(3+5)*(8+7)120 =3^2*8-468 =6+2^210

37. 2^3+4 =(5+10)/5 =2+7*5+4 =(2+7)*(5+4) =5+10/5

38. 2^3+4(12) =(5+10)/5(3) =2+7*5+4(41) =(2+7)*(5+4)(81) =5+10/5(7)

39.  Excel automatically checks a formula for errors  An invalid formula displays an error value and a green triangle in the upper-left corner of the cell.

40.  A formula cannot reference the cell it is stored in.  For example: ◦ A formula entered in Cell C3 cannot contain a reference to cell C3 ◦ =A3+B3 but NOT =A3+C3, if the formula is in cell C3  If it does, it is referred to as a Circular Reference error.

41.  To display the formulas stored in cells, press Ctrl+` (grave accent) or click Formulas  Show Formulas. Column widths are automatically adjusted to make room for formula.

42.  Formulas often require values stored in other cells.  To use, or refer to, a value in a cell, type its cell reference in the formula.  The formula looks in the cell for the value to use in the calculation. Formulas that contain cell references are automatically recalculated when the value in a referenced cell changes.

43.  Pointing is the best method for entering cell references ◦ typing errors are avoided  Key formula up to point of cell reference and then click the cell

44. =C15/D8 =C15*(5+D8) =C15*D8 =C15+5+D8 =C15*5+D8

45. =C15/D8(2) =C15*(5+D8)(48) =C15*D8(18) =C15+5+D8(14) =C15*5+D8(33)

46.  Moving data means that selected cell contents are “cut” from the worksheet and then “pasted” into other cells.  Duplicating data means that selected cell contents are “copied” and the copy is “pasted” into other cells.  Data can be moved and duplicated within the same worksheet or between two or more worksheets.

47.  Depending on how data is copied from one cell to another, either Paste Options or Auto Fill Options will be displayed.  Click the button to display a list of options for newly pasted data.

48.  To copy cell contents to adjacent cells, use the Fill handle.  The Fill handle is the solid square in the lower-right corner of a selected cell or range

49.  When a formula is copied, cell references automatically change relative to the new row or column.  Cell references that reflect the row or column they have been copied to are called relative cell references.

50.  Select the cells to be copied in Excel  Select Copy  Open Word and Paste  Data copied from Excel is pasted as a table into a Word document

51.  Click Paste Options  Match Destination Table Style to use the document theme that is applied to the Word document

52.  Information organized in a table or aligned with tabs and tab stops in a Word document can be copied to a worksheet: 1. In Word click Home  Copy. 2. Display the Excel worksheet and select the upper- left cell of the range where data is to be placed. 3. Click Home  Paste.  Pasted data is automatically arranged into rows and columns similar to the way it appeared in the Word document.

53.  Conditional formatting is formatting that is applied to a cell when a specified condition is met.  Conditional formatting makes worksheet data easier to evaluate.  To choose formats that are applied to a cell when a condition is met: ◦ Select a range of cells ◦ Click Home  Conditional Formatting  Highlight Cells Rules, which displays a list of rules.

54.  In the dialog box that displays type a value or cell reference in the Format cells that are box and select a color format to be applied if the condition is true.

55.  Home  Conditional Formatting  Top/Bottom Rules includes options such as: ◦ highlighting the Top 10 Items, ◦ Bottom 10%, and ◦ below Average Values.

56.  Home  Conditional Formatting  Data Bars illustrates the value of a cell relative to other cells.  The bar length is scaled between the lowest and highest values in the specified range.

57.  A graphic can be added to a spreadsheet to give it a professional appearance.  Insert  Picture or Clip Art to select picture or Clip Art  Sizing, moving, cut, copy and paste are the same as you learned in Word Copyright: Downloading graphics from the Internet may be copyright infringement unless a notice specifically states that an image is free for download.

58.  A web address or email address keyed into a worksheet automatically formats it as a hyperlink  Insert Hyperlink dialog box contains options for inserting a hyperlink into a document.

59.  When a worksheet is shared, the contents may need to be protected.  To protect the contents of the active sheet, click Review  Protect Sheet  Specific tasks can be allowed even if the worksheet is protected.