Excel Lesson 1Microsoft Excel Basics

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Pasewark & Pasewark

Objectives

Define the terms spreadsheet and worksheet.

Identify the parts of a worksheet. Start Excel, open an existing workbook, and

save a workbook. Move the active cell in a worksheet. Select cells and enter data in a worksheet. Edit and replace data in cells. Zoom, preview, and print a worksheet. Close a workbook and exit Excel.

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Vocabulary active cell adjacent range cell cell reference column Formula Bar landscape

orientation Microsoft Excel 2010

(Excel)

Name Box nonadjacent range portrait orientation range range reference row sheet tab spreadsheet workbook worksheet

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Introduction to Spreadsheets

Microsoft Excel 2010 is the spreadsheet program in Microsoft Office 2010.

A spreadsheet is a grid of rows and columns in which you enter text, numbers, and the results of calculations.

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Introduction to Spreadsheets Primary Purpose of a Spreadsheet

› To solve problems that involve numbers Primary Advantage of a Computer

Spreadsheet › Quick› Easy to change › Updates immediately

Examples of when a Spreadsheet could be used› Calculating grades for students, preparing a budget,

determining payments on loans, inventory, and cost

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Starting Excel – From the Start menu, click all program, click Microsoft Office, and then click Microsoft Excel 2010

The Excel program window has the same basic parts as all Office Programs› Quick Access

Toolbar› Ribbon› Status Bar› Zoom Control› Scroll Bar› Tittle Bar› Help Button› Sizing Button› Work Area

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Starting Excel (continued)

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The new parts in Excel program window are:– Name Box– Active Cell– Formula Bar– Row Numbers– Sheet Tabs– Column Letters

Exploring the Parts of the Workbook

In Excel, a computerized spreadsheet is called a worksheet.

The file used to store worksheets is called a workbook.

› The name of each worksheet appears in the sheet tab at the bottom of the worksheet window.

Columns appear vertically and are identified by letters at the top of the worksheet.

Rows appear horizontally and are identified by numbers on the left side of the worksheet.

A cell is the intersection of a row and a column.

cell reference is the cell name which is the column letter and row number. For example: D5

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Exploring the Parts of the Workbook (continued)

The cell in the worksheet in which you can type data is called the active cell. The active cell is marked by a dark border.

The Name Box, or cell reference area, displays the cell reference of the active cell.

The Formula Bar displays a formula when a worksheet cell contains a calculated value.

A formula is an equation that calculates a new value from values currently in a worksheet.

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Opening an Existing Workbook Opening a workbook means loading an existing

workbook file from a drive into the program window. To open an existing workbook, you click the File tab on

the Ribbon to display Backstage view, and then click Open in the navigation bar. The Open dialog box appears.

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Saving a Workbook The Save command saves an existing workbook,

using its current name and save location. The Save As command lets you save a workbook with

a new name or to a new location.

Moving the Active Cell in a Worksheet

Keys for moving the active cell in a worksheet

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Go To Command

The fastest way to move to a different cell is by using the Go To Key – F5.

Type the cell reference in the

Reference box, and then click OK.

Selecting a Group of Cells

Range is a group of selected cells The range is identified by its range

reference, for example, A3:C5, which is the cell in its upper-left corner and the cell in it lower-right corner in the range.

In an adjacent range, all cells touch each other and form a rectangle.

A nonadjacent range includes two or more adjacent ranges and selected cells. Ex: A3:C5;E3:G5

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Selecting a Group of Cells (continued)

› To select a nonadjacent range, select the first adjacent range or cell, press the Ctrl key as you select the other cells or ranges you want to include, and then release the Ctrl key and the mouse button.

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Entering Data in a Cell Worksheet cells can contain text, numbers, formulas, or

functions.

Make sure you are in the specified cell for entering data. Either› Type the data and press the Enter Key – moves you to the next cell below› Type the data and then press the Tab key – moves you to the cell to the

right› Type the data and then click the check mark in the formula bar – leaves

you within the active cell

If you enter numbers and get ####, then you need to widen your column to see the numbers.

If you enter other data in your spreadsheet in one column and the next column is empty, it will spread up into that column until data is placed in that column. Then the data will be hidden until the column can be widened.

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Changing Data in a Cell--You can edit, replace, or clear data

You can edit cell data in the Formula Bar or directly within in the cell. The contents of the active cell always appear in the Formula Bar.

To edit or replace cell data in the formula bar, click the area to change or use backspace or delete to change.

To edit or replace cell data directly in the cell you can click and use backspace or delete but you can also change to Edit Mode by pressing F2.

Clearing a cell removes all the data in the cell. You can use backspace or delete but you can also highlight the area to be cleared and then right-click and choose Clear Contents.

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Find and Replace in Excel The Find command locates data in a

worksheet, which is particularly helpful when a worksheet contains a large amount of data. You can use the Find command to locate words or parts of words.

The Replace command is an extension of the Find command. Replacing data substitutes new data for the data that the Find command locates.

The Find and Replace option is found in the Editing Group on the Home Tab 16

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Zooming a Worksheet You can change the magnification of a worksheet

using the Zoom controls on the status bar or on the Ribbon (View Tab)

The default magnification for a workbook is 100%.

For a closer view of a worksheet, click the Zoom In button or drag the Zoom slider to the right to increase the zoom percentage. For a wider view of a worksheet, click the Zoom Out button or drag the Zoom slider to the left to decrease the zoom percentage.

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Zooming a Worksheet

Zoom dialog box and controls

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Previewing and Printing a Worksheet

You can print a worksheet by clicking the File tab on the Ribbon, and then clicking Print in the navigation bar to display the Print tab.

The Print tab enables you to choose print settings.

The Print tab also allows you to preview your pages before printing.

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Closing a Workbook and Exiting Excel

You can close a workbook by clicking the File tab on the Ribbon, and then clicking Close in the navigation bar. Excel remains open.

To exit the workbook, click the Exit command in the navigation bar.

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Printing for School For classroom purposes, you will print with the

following options: When you choose Print, you will then click Page

Setup at the bottom› Change the page

orientation to Landscape – page is widerthan it is tall

› Under Header/Footer tab - Include a customerfooter with your name, date, and filename saved

› Under Sheet Tab – Include gridlines, column and row headings

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Closing a Workbook and Exiting Excel

You can close a workbook by clicking the File tab on the Ribbon, and then clicking Close in the navigation bar. › If you choose close, excel remains open

and ready for you to open or create another workbook.

To exit the workbook, click the Exit command in the navigation bar.

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