Excel 2003 Essentials

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Microsoft Excel Essentials

Table of Contents

Chapter 1

Using the Office Assistant and Help ...............................4

Understanding the Office Assistant .............................. 5

Getting Help Using the Office Assistant ........................5

Customising the Office Assistant .................................. 6

Using the Help Window ................................................. 7

Chapter 2

Using Menus and Toolbars ............................................10

Understanding Menus and Toolbars ........................... 11

Using Menus ............................................................... 11

Using Toolbars ............................................................ 13

Chapter 4

The Excel Window .........................................................17

Understanding the Spreadsheet Concept ...................18

Launching Excel 2003 ................................................. 18

Exploring the Screen Layout ....................................... 19Moving Around the Cells Range .................................. 19

Moving Around the Worksheet .................................... 22

Exiting Excel 2003 ...................................................... 22

Chapter 4

Understanding File Procedures .....................................25

Saving a New Workbook ............................................. 26

Closing a Workbook .................................................... 27

Opening an Existing Workbook ................................... 27

Creating a New Workbook .......................................... 29

Chapter 5

Creating and Working with Worksheet ..........................31

Entering Data ............................................................. 32

Editing Data ................................................................ 33

Selecting Ranges of Cells ............................................ 34

Entering a Range of Data ........................................... 35

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Erasing Data ............................................................... 36

Using the Undo and Redo Facility ............................... 36

Using AutoCorrect Entries ........................................... 37

Adding an AutoCorrect Entry ...................................... 38

Using AutoComplete ................................................... 39

Creating and Working with Smart Tags ...................... 40

Zooming Worksheet View ........................................... 41

Renaming Worksheet ................................................. 42

Changing Worksheet Tab Color .................................. 44

Inserting, Reordering and Deleting Worksheets .... .....44

Chapter 6

Moving and Copying Data .............................................47

Moving Data ............................................................... 48

Copying Data .............................................................. 49

Collecting and Pasting Multiple Items ......................... 51

Using the Fill Handle ................................................... 52

Chapter 7

Working with Formulae .................................................56

Creating Formulae ...................................................... 57Editing a Formula ........................................................ 58

Changing the Order of a Calculation ...........................59

Chapter 8

Functions and Absolute Referencing .............................61

Using Statistical Functions .......................................... 62

Using AutoSum ........................................................... 65

Working with AutoCalculate ........................................ 65

Absolute Cell Referencing ........................................... 66

Understanding Conditional Logic ................................ 66

Chapter 9

Enhancing a Spreadsheet .............................................69

Inserting and Deleting Rows ....................................... 70

Adjusting the Column Width ....................................... 72

Modifying the Row Height ........................................... 74

Hiding Columns and Rows .......................................... 75

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Changing the Alignment of Data ................................. 76

Changing the Font, Size and Type .............................. 81

Number Display .......................................................... 83

Borders and Shadings ................................................. 85

Applying AutoFormat .................................................. 88

Extend Formats and Formulae in a List ...................... 89

Spell Checking ............................................................ 89

Using Text to Speech .................................................. 91

Chapter 10

Printing ..........................................................................93

Viewing a Spreadsheet ............................................... 94

Naming Cells ............................................................. 109

Creating Cell Comments ........................................... 112

Splitting and Freezing Panes .................................... 115

Protecting Worksheets .............................................. 117

Chapter 12

Manipulating Multiple Sheets/Files ..............................124

Working with Multiple Worksheets ............................ 125

Cut, Copy and Paste Between Worksheets ...............125Creating Templates .................................................. 130

Working with Multiple Workbooks ............................. 133

Hiding Workbooks and Worksheets .......................... 139

Lesson 13

Producing Charts .........................................................142

Creating an Embedded Chart ................................... 143

Creating a Chart on a Separate Sheet ...................... 150

Formatting the Chart ................................................ 151

Changing the 3-D View ............................................. 158

Printing Charts .......................................................... 159

Exercises .....................................................................164

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Chapter 1Using the Office

Assistant and Help

Topics

The following are covered in this chapter:

Understanding the Office Assistant

Getting Help Using the Office Assistant

Customising the Office Assistant

Using the Help Window

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Understanding the Office AssistantThe Office Assistant provides help and is available in all Office applications. Itoffers quick ways to find information on performing particular tasks. The user cantype a help request in plain English and Office Assistant will supply the relevant

guidance.

To Display the Office Assistant

Using the Mouse:

1. In the Help menu, select Show the Office Assistant.

The Office Assistant and balloon displays.

To Hide the Office Assistant

Using the Menu:

1. Choose Help, Hide the Office Assistant

or

Click the right mouse button on the Office Assistant,

choose Hide

Getting Help Using the OfficeAssistant

The Office Assistant can answer questions, offer tips and provide Help topics for a

variety of features specific to the application being used.

To Get Help Using the Office Assistant

Using the Mouse:

1. Click on the Office Assistant

The Office Assistant balloon displays.

2. Type the help topic required, e.g.printing

3. Choose Search

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A list of help topics displays relating to the feature the user

typed or selected.

4. Choose the help topic required, e.g. Set up a new printer

The Microsoft Excel Help window displays offering help on the

selected topic.

Customising the Office AssistantThe Office Assistant can be customised to take on a different appearance. Theuser can select from a number of Assistants and options that can be altered tomatch the way the user works. All Office applications share the Assistant; sochanging any of the options will affect the Assistant in all of the Officeapplications installed.

To Change the Office Assistant

Using the Menu:

1. Help, Show the Office Assistant

2. Click the right mouse button on the Office Assistant,

Choose Options

The Office Assistant dialogue box displays.

3 Choose the Gallery tab

Choose the Next and Back buttons to display the different

Assistants available4 Choose the Assistant required, choose OK

To Change the Office Assistant Options

Using the Mouse:

1. Click on the Office Assistant

The Office Assistant balloon displays.

2. Choose Options

The Office Assistant dialogue box displays the options

available.

3. Choose the options required

Options Description

Use the Office Assistant Enables/disables the Office Assistant feature.

Help with wizards Provides Help from the Office Assistant for most

wizards in Microsoft Office.

Display alerts Shows messages from the Office Assistant.

Search for both product Searches for both programming and product Help

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and programming help

when programming

topics when the user works with Visual Basic for

Applications in their application.

Move when in the way Automatically moves the Office Assistant out of the

way of screen elements, such as dialogue boxes.

Make sounds Turns on sounds for the Office Assistant. Clear the

check box to turn off the sounds made by the

Assistant.

Using features more

effectively

Displays tips for features the user may not know about

and suggests how to better use features already

known.

Using the mouse more

effectively

Shows tips about how to use the mouse to get work

done quickly.

Keyboard shortcuts Shows the shortcut keys that can be used to get work

done quickly.

Only show high priority

tips

Displays only tips that are important, such as those

that alert the user to time saving features.

Show the Tip of the Day

at startup

As an easy way to familiarise users with features, a Tip

of the Day is shown when an Office application starts.

Reset my tips Resets the tips so that tips already seen by the user

can appear again.

4. Choose OK

Using the Help WindowAlthough the Office Assistant offers help to the user, help is also available using

the Help window. When the Office Assistant is turned off, the Help window

automatically displays when the [F1] key is pressed or the Help button is chosen.

Altering the Office Assistant options turns off the Office Assistant. If the Office

Assistant is turned on, the user can access the Help window by choosing a topic

from the Office Assistant balloon. The Help window has:

Table of Contents Displays as a table of contents, which allows the user

to scroll through the Help topics.

The Help window contains buttons that allow the user to show or hide the help

tabs, move forward or backwards between help topics and print help topics.

To Open the Help Window

Using the Menu:

1. Choose Help, Microsoft Office Excel Help

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The Excel Help Task Pane appear.

2. In the Task Pane Help window, choose the Table of Content

3. Click on a book the contain topic and sub topic that user may

wish to know about.

The Help window displays the help contents to the right of

the window.

Using the Keyboard:

1. Press the [F1] key

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Help Task

Pane


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Notes

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Chapter 2Using Menus and Toolbars

Topics


Understanding Menus and Toolbars

Using Menus

Using Toolbars

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Understanding Menus and ToolbarsMenus display a list of commands. Some menu commands have images next to

them so that the user can quickly associate the command with the corresponding

toolbar button. A toolbar contains buttons, menus or a combination of both.

Some of the toolbar buttons contain the same images as those appearing next to

menu commands in the Menu bar.

When the application is first started, Short menus and toolbars are displayed.

Only basic menu commands display in Short menus and only the most popular

buttons display in the toolbars. As the user works with the application, other

menu commands and toolbar buttons used are often automatically added to the

visible set of menus and toolbars.

Using MenusThe Menu bar is a special type of toolbar that displays at the top of the screen

and is used to access any function or feature available within the application.

Menus are accessed using the left mouse button.

Each menu contains an Expandbutton which, when clicked, expands the menu

displaying additional commands. When a command is chosen from the expanded

menu, it is added to the short version of the menu. If the user does not use a

menu command in the Short menu, Excel stops showing it on the Short menu.

When a menu is expanded, all of the menus are expanded until the user chooses

a command or clicks away from the menu.

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Excel also has Shortcutmenus, which display some of the more frequently used

options, such as formatting. These menus are accessed via the right mouse

button. Shortcut menus tend to be context sensitive, that is, they display options

relating to the object that the right mouse button has been clicked on.

To Select a Menu Option

Using the Mouse:

1. In the Menu bar, click on the menu required

A Short menu displays.

2. Choose the required menu option

Using the Keyboard:

1. Press the [Alt] key + the underlined letter of the menu

required

2. Press the underlined letter relating to the required menuoption

To Exit a Menu

Using the Mouse:

1. Click away from the menu

Using the Keyboard:

1. Press the [Esc] key

2. Press the [Esc] key again to cancel the selected menu

To Expand a Menu Option

Using the Mouse:

1. In the Menu bar, click on the menu required

A Short menu displays.

2. In the Short menu, click

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The Short menu expands to show hidden options.

Choose the required option

The option is assigned to the Short menu listing.

To Access a Shortcut Menu

Using the Mouse:

1. Click the right mouse button on the required object

The Shortcut menu displays.

Choose the required menu option

Using ToolbarsToolbars are a form of Shortcut menu. They allow the user to carry out some of

the most commonly used functions quickly. Buttons on the toolbar display a

graphical representation of the tasks the tools carry out, such as saving a

document, printing and simple formatting of text. Toolbars can contain buttons,

menus or a combination of both. There are many built-in toolbars available. The

user can show or hide these as required.

By default, the Standard and Formatting toolbars are displayed docked, side by

side, below the Menu bar. A docked toolbar is a toolbar that is attached to one

edge of the application window. Docked toolbars can be placed below the Title

bar or at the left, right or bottom edge of the application window. When several

toolbars are docked on the same row, there may not be room to display all of the

buttons available. In this case, the most recent buttons are displayed. To locate

a button that does not fit on a docked toolbar, the More Buttons button, which

displays at the end of the toolbar, is used to display the hidden buttons.

When a button that is not displayed on the toolbar is used, the button is moved to

the toolbar, and a button that has not been used recently is moved to the More

Buttons list. Users can create or customise toolbars by adding, removing or re-

organising buttons and built-in menus on the toolbar.

When the mouse pointer is left stationary over a button, a ScreenTip appears

stating the tools function and the keyboard method to carry out the command.

ScreenTips are notes that appear on screen to provide information about a toolbar

button and shortcut keys. The ScreenTip disappears as soon as the mouse

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pointer is moved away from the button.

To View a ScreenTip

Using the Mouse:

1. In the toolbar, position the mouse pointer over the required

tool

The ScreenTip displays below the chosen tool.

To Show/Hide Toolbar ScreenTips

Using the Menu:

2. Choose Tools, Customise

3. Choose the Options tab

4. Choose Show ScreenTips on toolbar

If the Show ScreenTips on toolbars box is ticked, the

ScreenTips will display. If the box is unchecked the

ScreenTips will not display.

To Activate a Tool on a Toolbar

Using the Mouse:

1. Click the left mouse button on the required tool

To View More Buttons on the Toolbar

Using the Mouse:

1. In the required toolbar, click

The hidden buttons display.

2. Click the required button

To Add a Button to a Toolbar

Using the Mouse:

1. In the required toolbar, click

2. Choose Add or Remove Buttons

3. Choose the button to add to the toolbar

The button displays on the toolbar.4. Click away from the More Buttons list

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To Remove a Button From the Toolbar

Using the Mouse:

1.

In the required toolbar, click2. Choose Add or Remove Buttons

3. Click on the button to be removed from the toolbar

Click way from the More Buttons list

To Display Other Built-in Toolbars

Using the Mouse:

1. Click the right mouse button on a toolbar

A list of the available toolbars display.

To Select the required toolbar

Using the Menu:

1. Choose View, Toolbars

2. Select the required toolbar

To Remove a Built-in Toolbar

Using the Mouse:

1. Click the right mouse button on a toolbar

2. Click on the toolbar name no longer required

Using the Menu:

1. Choose View, Toolbars

2. Select the toolbar name no longer required

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Notes

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Chapter 4The Excel Window

Topics


Understanding the Spreadsheet Concept

Launching Excel 2003

Exploring the Screen Layout

Moving Around the Worksheet

Moving Around the Workbook

Exiting Excel 2003

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Understanding the SpreadsheetConcept

A computer spreadsheet is similar to a very large piece of paper that is ruled into

rows and columns. The intersection of a row and a column is called a cell and

each cell has its own unique reference, similar to a map reference.

A spreadsheet can hold a variety of different data types, and is generally used

when calculations need to be performed. The power of a computer spreadsheet

lies in its ability to automatically recalculate formulae whenever data is changed.

This saves a great deal of time and allows the user to create different results

easily. Operations such as copying data, formatting numbers and creating graphs

can be performed simply and quickly.

Launching Excel 2003Programs can be launched from the Start button or, depending on the users

Windows set-up, directly from the Desktop. Launching an application means the

application runs in its own window. Each time Excel 2003 is launched a new blank

spreadsheet is automatically created.

To Launch Excel 2003 from the Start Button

Using the Mouse:

1. In the Taskbar, click

Point to Programs

2. Choose Microsoft Office Excel 2003

or

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If Excel 2003 has been installed in a different location,

choose the relevant location

The Microsoft Excel application is launched after a few

seconds.

To Launch Excel 2003 from the Desktop

Using the Mouse:

1. In the Desktop, double-click

The Microsoft Excel application is launched after a few

seconds.

Exploring the Screen LayoutAn Excel 2003 spreadsheet initially contains 3 worksheets bound within a

workbook. Each worksheet consists of a grid 256 columns wide (labelled along

the top with letters A through to IV) by 65,536 rows long (labelled down the left

side with numbers). Each intersection of a row and a column is known as a cell.

Only a small section of the worksheet can be viewed at any one time. Excel 2003

makes use of 3D workbooks. Although the default number of worksheets in a

workbook is 3, this can be changed.

Moving Around the Cells RangeIt is important to be able to move around the worksheet efficiently as information

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can only be entered or changed at the position of the cell cursor.

Moving can be achieved using the mouse, menu or keyboard.

To Move Around the Cells Range

Using the Mouse:

1. Click in the appropriate cell

Using the Menu:

1. Choose Edit, Go To

The Go To dialogue box displays.

2. In the Reference box, type the cell reference required

3. Choose OK

Using the Keyboard:

Key Action

[] Right one cell

[] Left one cell

[] Up one cell

[] Down one cell

[Home] Beginning of row

[Ctrl]+[Home] Cell A1/beginning of worksheet

[Ctrl]+[End] Last occupied cell on the worksheet

[Page Up] Up one screen

[Page Down] Down one screen

[Alt]+[Page Up] Left one screen

[Alt]+[Page Down] Right one screen

[Ctrl]+[G] Go to a specific cell

Note: When moving around a worksheet it can be very difficult to see exactly

which cell the cell cursor is positioned in. Excel 2003 offers two ways to quickly

identify the active cell: the row number and column letter light up as the user

moves the cell cursor to a different location; the Name box at the left hand side of

the Formula bar identifies the cell address and updates every time the user

moves the cell cursor to a different location. The Name box can be used to

quickly go to a particular cell.

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Scroll Bars

If a cell is not in view, the Horizontal and Vertical Scroll bars can be used to

display it. The user can click on Scroll arrows in the direction required or drag the

Scroll box to the relevant position. When dragging the Scroll box a Scroll Tip will

display, showing the row or column the user will move to. If the user wishes to

scroll long distances the [Shift] key can be held down whilst dragging the Scrollbox.

When using the Scroll bars, it is important to note that the cell cursor does not

move, it remains in the current location. This is because the cell cursor has not

been physically moved to a new location.

To Use the Scroll Bars

Using the Mouse:1. Click the Scroll arrows up/down or left/right

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or

Click and drag the Scroll box until the relevant cell

becomes visible

Moving Around the WorksheetEach time Excel 2003 starts, a blank workbook is displayed named Book1. Each

workbook initially contains three worksheets, named Sheet1 to Sheet3. The sheet

name appears on a tab at the bottom of the Workbook window.

To Move Between Worksheets

Using the Mouse:

1. Click on the appropriate worksheet tab

If the sheet tab required is not in view, use the tab scroll

buttons to display it.

Note: If the workbook contains many sheets and the user wants to quickly move

to a specific sheet, they can click the right mouse button on the tab scrolling

buttons and choose the sheet required.

Using the Keyboard:

1. To move to the next sheet, press the [Ctrl]+[Page

Down] keys

or

To move to the previous sheet, press the [Ctrl]+[Page Up]

keys

Exiting Excel 2003Once the user has finished working with Excel 2003 they can exitthe application.

On closing Excel 2003, any open workbooks will also be closed.

To Exit Microsoft Excel 2003

Using the Mouse:

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1. In the Excel window Title bar, click

Using the Menu:

1. Choose File, Exit

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Notes

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Chapter 4Understanding FileProcedures

Topics


Using File Operations

Saving, closing and opening files

Creating a new workbook

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Using File OperationsSaving, Closing, Opening and creating New workbooks are options that allow the

user to store their work, clear it from screen, re-open it at a later date and

produce a new workbook.

Saving a File

Workbooks may be saved at any time. It is important to save work at regular

intervals not just at the end of data input. When saving a workbook, a filename

and location must be specified.

There are two ways to save a workbook: Save and Save As. The Save As option

allows the user to save a new workbook specifying the filename and location

required. The Save command resaves an existing workbook using the filename

and location specified when previously saved. When a workbook is saved, allworksheets contained within the workbook are saved.

Apart from being reasonably descriptive, there are a few rules governing the

choice of filename:

The complete path to the file, including drive letter, server name, folder path and

filename can contain up to 218 characters

filenames cannot include forward slash (/), back slash (\), greater than sign (>),

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Using the Menu:

1. Choose File, Save As

Follow steps 2 to 5 as mouse method

To Resave an Existing Workbook

Using the Mouse:

1. In the Standard toolbar, click

Using the Menu:

1. Choose File, Save

Note: When resaving a workbook, Excel automatically saves the workbook with

the current name with no further prompting. A blue bar flashes across the Status

bar as the workbook is saved.

Closing a WorkbookWhen a workbook is complete, it can be closed. When closing, if a workbook has

not been saved, a message displays prompting the user to save the changes

made.

To Close a Workbook

Using the Mouse:

1. In the Menu bar, click

Using the Menu:

1. Choose File, Close

Opening an Existing WorkbookA workbook that has been saved can be re-opened so that further data can be

added or amendments made. Before a workbook can be opened, the location it

was saved in must be specified.

In the Open dialogue box, the Places bar can be used to quickly get to folders and

locations used most often. Choosing History in the Places bar allows the user to

see the last 20-50 documents and folders worked with. To quickly return to the

folders recently visited, click in the Open dialogue box.

To Open an Existing Workbook

Using the Mouse:

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The Open dialogue box displays.

2. In the Look in box, click and select the area (path)

required, e.g. (C:)A folder list of the selected drive displays.

3. In the folder list, double-click on the folder required

or

In the Places bar, select the required folder, e.g. My

Documents

4. Select the filename required

5. Choose Open

Using the Menu:

1. Choose File, Open

2. Follow steps 2 to 5 as mouse method

Note: Excel lists the last 4 workbooks used at the bottom of the File menu. To

open one of these workbooks, simply select the filename from the list.

pen Several Workbooks at Once

Using the Mouse:


The Open dialogue box displays.

2. Open the folder that contains the required workbooks

3. To select non-adjacent files, click on the name of the file,

hold down the [Ctrl] key and click on the name of each

additional file

orTo select adjacent files, click on the name of the first file in

the sequence, hold down the [Shift] key and click on the

name of the last file in the sequence

If a workbook is accidentally selected, to cancel the

selection, hold down the [Ctrl] key and click on the

filename again.

4. Choose Open

Using the Menu:

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1. Choose File, Open

Follow steps 2 to 4 as mouse method

Creating a New WorkbookEvery time a new Workbook window is created, a Template is used to establish

specific formats such as margins, paper size, font type and character size. There

are several different templates available in Excel, ranging from blank templates to

templates that contain data. When a template is selected, Excel automatically

creates a new Workbook window based on the selected template.

To Create a New Workbook

Using the Mouse:


Note: Using the mouse method, Excel will automatically produce a new workbook

based on the Blank Workbook template.

Using the Menu:

1. Choose File, New

The New Task Pane dialogue box displays.

2. Choose Template from my computer Select the required

tab, e.g. Spreadsheet Solutions

3. Choose the required template, e.g. Invoice

4. Choose OK

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Notes

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Chapter 5Creating and Workingwith Worksheet

Topics


Entering Data

Editing Data

Selecting Ranges of Cells

Entering a Range of Data

Erasing Data

Using the Undo/redo Facility

Using AutoCorrect Entries

Creating and Deleting Autocorrect Entries

Using AutoComplete

Creating and Working with Smart Tags

Zooming Worksheet View

Renaming Worksheets

Changing Worksheets Tab Color

Inserting, Reordering and DeletingWorksheets

Customising Worksheet Views

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Entering DataData will appear in the cell where the cell cursor is located. When the cell cursor

is positioned on a cell, this makes that cell the current cell. As data is typed into a

cell, an insertion pointautomatically displays and all data will appear to the left of

the insertion point. As data is typed, it displays in both the current cell and in the

Formula bar.

When data is entered into a cell, the data is stored in that single cell even though

it may appear to have extended into the next cell. Up to 32,000 characters can

be entered into a single cell.

Types of DataExcel distinguishes between two main types of data: textand numbers.

Types of data Description

Text Any characters which are not to be used in

calculations.

Numbers Data to be used in calculations, e.g. numbers,

formulae and characters such as + - / * % etc.

By default, when data is entered into a cell, text is automatically left aligned and

numbers right aligned.

To Enter Data

Using the Mouse:

1. Position the cell cursor in the required cell

Type text required

2. In the Formula bar, click

or

Click in another cell

Using the Keyboard:


Type text required

2. Press the [Enter] key

Entering Date and Time Formats

Excel allows the user to quickly enter the current date and current time using

keyboard shortcuts.

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To Enter Todays Date

Using the Keyboard:

1. In the required cell, press the [Ctrl]+[;] keys


To Enter the Current Time

Using the Keyboard:

1. In the required cell, press the [Ctrl]+[Shift]+[;] keys


Editing DataExisting cell entries can be edited, enabling characters to be inserted or deleted.If required, data in a cell can be completely overtyped. It is also possible to

completely erase cell contents.

Insertion Point Control Keys and Editing Keys

When amending data, the insertion point can be moved around a cell entry in

several ways. Data is removed using the editing keys.

Insertion point keys Action

[] Move right one character

[] Move left one character

[Home] Move to the beginning of cell contents

[End] Move to the end of cell contents

[Ctrl]+[] Move right one word

[Ctrl]+[] Move left one word

Editing keys Action

[Backspace] Delete characters to the left of the insertion point

[Delete] Delete characters to the right of the insertion

point

[F2] Displays the insertion point in the current cell

To Edit Cell Entries

Using the Mouse:

1. Double-click in the cell to edit

The insertion point displays.

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2. Position the insertion point as required

3. Make changes required


Using the Keyboard:

1. Position the cell cursor in the cell to edit

2. Press the [F2] key

The insertion point displays.

3. Position the insertion point as required

4. Make changes required


To Overtype Cell Entries

Using the Keyboard:


Type new data


Editing Whilst TypingWhen typing data into a cell, if any errors are made before the [Enter] key is

pressed, there are several ways to remove the mistake: cancel the data entry

completely or press the [Backspace] key to erase the previous character typed.

To Cancel Data Entry

Using the Mouse:

1. In the Formula bar, click X

Using the Keyboard:1. Press the [Esc] key

Selecting Ranges of CellsA block of data is known as a range. To enter or edit data in several rows or

columns, it is necessary to selectthe range of cells.

To Select Cells

Using the Mouse:

Action DescriptionClick in a cell Selects the cell

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Click and drag over

several cells

Selects the range of cells

Click in one cell, hold

down the [Shift] key

and click in another

cell

Selects the range of cells

Hold down the [Ctrl]

key and click and drag

over the ranges

required

Selects multiple ranges

Click row number Selects the whole row

Click column letter Selects the whole column

Click to left of column

A

Selects entire worksheet

A selection can be cancelled by clicking in another cell.

Using the Keyboard:

Action Description

[Arrow] keys Selects one cell

[Shift]+[Arrow] keys Selects a range of cells

[Shift]+[Spacebar]

keys

Selects current row

[Ctrl]+[Spacebar] keys Selects current column

[Ctrl]+[A] keys Selects the whole worksheet

A selection can be cancelled by moving to another cell.

Entering a Range of DataData can be entered quickly into a range of cells.

To Enter Data into a Range

Using the Mouse:

1. Select the range

2. Type data required


4. Repeat steps 2 and 3 until range is complete

5. On completion, click in any cell to cancel the selection

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Keys for Entering Data in a Range

There are several keys that allow the user to move through a selected range of

cells.

Action Description

[Enter] key Moves the cell cursor to the next cell

[Shift]+[Enter] keys Moves the cell cursor to the previous cell

[Tab] key Moves the cell cursor to the next cell to the right

[Shift]+[Tab] keys Moves the cell cursor to the next cell to the left

Erasing DataData can be erasedin several ways:

erasing the contents of a cell, leaving the cell blank (deleting text,

numbers and formulae)

clearing the formats of a cell, leaving the contents as entered with

no formatting

clearing all, which removes both contents and formatting

To Clear Contents

Using the Menu:

1. Select cell(s) to clearClick the right mouse button in the selected area, choose

Clear Contents

Using the Keyboard:

1. Select cell(s) to clear

2. Press the [Delete] key

To Clear Contents, Formats, or All

Using the Menu:

1. Select cell(s) to clear

2. Choose Edit, Clear

3. Choose the required option, e.g. All

Using the Undo and Redo FacilityExcel keeps track of all editing and formatting changes that are made to a

worksheet. If a mistake is made, Excel allows the user to Undo/Redo that action

or command. Undo reverses the last action. Redo reverses the last undo

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command. By clicking on the arrow to the right of the Undo and Redo buttons, a

list displays the last 16 actions the user has carried out. When undoing an action

using this method, all actions above the chosen action are also undone.

To Undo

Using the Mouse:


Using the Menu:

1. Choose Edit, Undo Action

To Redo

Using the Mouse:1. In the Standard toolbar, click

Using the Menu:

1. Choose Edit, Redo Action

Using AutoCorrect EntriesAutoCorrect corrects common typing errors automatically if the words that are

often mistyped are specified in advance. AutoCorrect can also be used to store

and re-use text or graphics that are used regularly, e.g. a company or persons

name. When entering data into a cell, if a typing error occurs that Excels

AutoCorrect list recognises, the error is corrected when the [Spacebar] or [Enter]

keys are pressed. AutoCorrect entries are created by typing the required data

and assigning a name to it in the AutoCorrect dialogue box.

AutoCorrect options Description

Correct Two Initial

Capitals

Changes two consecutive uppercase letters in a

word so that the second uppercase letter

becomes a lowercase letter.

Capitalise first letter of

sentence

Capitalises the first letter of each sentence.

Capitalise names of

days

Capitalises the first letter of the days of the week.

Correct accidental

usage of CAPS LOCK

key

Corrects capitalisation of typed words and turns

off the Caps Lock key.

Replace text as youtype

Corrects text automatically when typing.

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Replace Displays the name or abbreviation of the

AutoCorrect entry that will be automatically

replaced as the user types.

With Displays the text or graphic that Excel is to use as

a replacement for the word or abbreviation in the

Replace box.

Add/Replace Adds or replaces the AutoCorrect entry displayed.

Delete Deletes the selected AutoCorrect entry.

Exceptions Stores abbreviations or terms with mixed

capitalisation that Excel is not to correct

automatically.

To Use AutoCorrect

Using the Keyboard:

1. In the required cell, type the name of the AutoCorrect

entry

Press the [Spacebar] key

or

Press the [Enter] key

Adding an AutoCorrect EntryUsing the Menu:

1. Choose Tools, AutoCorrect Options

The AutoCorrect dialogue box displays. The insertion point

automatically displays in the Replace box.

In the Replace box, type a word or phrase that is often

mistyped or misspelled

In the With box, type the correct word or spelling

2. Choose Add

The entry is added to the AutoCorrect listing.

3. Choose OK

Note: Type text in the Replace box and With box in lowercase. If the user types

text in uppercase, AutoCorrect will only correct uppercase typed errors.

To Change the Contents of an AutoCorrect Entry

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Using the Menu:


In the Replace box, type the name of the AutoCorrect entry

orSelect the entry to change from the list

2. In the With box, type the new entry

3. Choose Replace

Excel prompts the user to confirm replacement of the

redefined AutoCorrect entry.

In the Prompt box, choose Yes

4. Choose OK

To Delete an AutoCorrect Entry

Using the Menu:


In the AutoCorrect listing, select the entry no longer required

2. Choose Delete

3. Choose OK

To Turn Off the AutoCorrect Feature

Using the Menu:

Choose Tools, AutoCorrect Options

Choose Replace text as you type

Ensure the tick box is not ticked.

2. Choose OK

Using AutoCompleteWhen a user types the first few letters of an entry into a cell, Excel can sometimes

complete the entry automatically by using a feature known as AutoComplete.

Excel builds a list of entries based on entries already entered in a column. If Excel

makes an inappropriate suggestion, the user can pick a different entry from the

list or simply type over it.

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To Pick a Different Entry from the AutoComplete List

Using the Menu:

1. Click the right mouse button in the required cell, choose

Pick from List

A list of entries typed in the current column display.

2. In the Entries list, select the entry required

Creating and Working with SmartTags

Save time by using smart tags to perform actions in Microsoft Excel that you'd

usually open other programs to perform. For example, For example, if you type a

financial symbol such as STI in a cell, the Smart Tag Actions button provides a list

of smart tag actions you can perform. The purple triangle in the corner of a

worksheet cell indicates smart tags..

When Excel recognizes types of data, the data is marked with a smart tag

indicator --a purple triangle in a worksheet cell. To find out what actions you can

take with a smart tag, move the insertion point over the text with a smart tag

indicator.

Note Smart tags are turned off by default in Excel.

Creating Smart Tags

1. Choose Tools menu, click AutoCorrect Options,

2. Click the Smart Tags tab.

3. Select Label data with snart tags check box

4. Click OK

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Woking with Smart Tags

1. Type in STI in the cell of A4 in a new worksheet ,

2. Press [Enter[

The purple triangle in the corner of a worksheet cellindicates smart tags.

Move cursor over the purple triangle in a cell until SmartTag Actions appears.

3. Click the arrow next to Smart Tag Actions to see the

actions you can perform, and then select an action.

Zooming Worksheet ViewZoom controls how large or small a worksheet appears on the screen. Zoom

changes the magnification for the active worksheet only. Changing the

magnification does not affect printing.

Options Description

200% Displays the worksheet at twice its normal size.

100% Displays the worksheet at its original size.

75% Displays the worksheet at three-quarters its

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normal size.

50% Displays the worksheet at half its normal size.

25% Displays the worksheet at a quarter of its normal

size.

Fit selection Reduces or enlarges the selection to fit within the

current window size.

Custom Allows the user to type a percentage to reduce or

enlarge the display of their worksheet.

To Zoom In and Out

Using the Mouse:

1. In the Standard toolbar, click the arrow to the right of

A Zoom list displays.

Choose the magnification required

Using the Menu:

1. Choose View, Zoom

The Zoom dialogue box displays.

2. Choose the magnification required3. Choose OK

Renaming WorksheetWorksheets can be renamed, e.g. Sheet1 renamed as Budget Plan. A sheet name

can be up to 31 characters in length and can include spaces.

Using the Mouse:1. Double-click on the required sheet tab

The current sheet name is automatically highlighted.

2. Type the new name


Using the Menu:

1. Choose Format, Sheet, Rename

or

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Click the right mouse button in the sheet tab to rename,

choose Rename

2. Type the new name


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Changing Worksheet Tab ColorDifferent worksheet can be identified easily using tab colors set to the worksheet.

The tab for the active sheet is underlined in the color you choose; tabs for inactive

sheets are fully colored

To Change Worksheets Tab color

Using the Menu:

1. Choose Format, Sheet, Tab Color

2. Select a color from the dialog, Click OK

Using the Mouse:

1. Right mouse click on the worksheet tab

2. Click Tab Color

3. Select a color from the dialog, Click OK

Inserting, Reordering and DeletingWorksheets

Additional worksheets can be inserted into a workbook. New worksheets are

inserted before the selected worksheet.

To Insert Additional Worksheets

Using the Menu:

4. Choose Insert, Worksheetor

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Click the right mouse button in the required sheet tab,

choose Insert, Worksheet, OK

A new sheet displays on screen to the left of the original

sheet. When new sheets are inserted, each new sheet is

assigned a sheet name, e.g. Sheet4, Sheet5, Sheet6, etc.

Reordering Worksheet

Users can re-arrange the order of sheets in a workbook to reflect the way in which

they want to work. Users may also want to adjust the structure of their workbook

if inserted sheets are in the wrong place.

To Move a Worksheet within a WorkbookUsing the Mouse:

1. Click and drag the sheet tab to the new location

Whilst dragging, an icon displays indicating that the

sheet is being moved to another location

2. Release the mouse button

Deleting WorksheetsEntire worksheets can be deleted from a workbook. Once a worksheet has been

deleted, it cannot be undone as the Undo facility will not be available.

To Delete a Worksheet

Using the Menu:

1. In the required sheet, choose Edit, Delete Sheet

or

Click the right mouse button in the sheet tab to delete,choose Delete

Excel prompts the user to confirm deletion.

2. Choose OK

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Notes

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Chapter 6Moving and CopyingData

Topics


Moving Data

Copying Data

Collecting and Pasting Multiple Items Using the Fill Handle

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Moving DataData can be easily moved from one location to another, and if required from one

worksheet or workbook to another using the Cutand Paste features.

To Move Data

Using the Mouse:

1. Select the data to move


A dotted outline displays around the selected area and

the Status bar describes the next steps to take.

3. Select the first cell of the new location4. In the Standard toolbar, click

Using the Menu:

1. Select the data to move

2. Choose Edit, Cut

or

Click the right mouse button on the selected data,

choose Cut



3. Select the first cell of the new location

4. Choose Edit, Paste

or

Click the right mouse button in the cell required, choose

Paste

or


Moving Data Using the Drag and Drop Feature

Data can be moved to another location using Drag and Drop. This method allows

the user to drag the data to the required location using the mouse.

To Drag and Drop Data

Using the Mouse:1. Select the data to move

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2. Position the mouse on any edge of the selected data

The mouse changes to an arrow shape.

3. Click and drag to new location

Whilst dragging, a navigation tip and outline displaysindicating where the data will be placed.


Note: To insert cells between existing cells, hold down the [Shift] key whilst

dragging.

Copying DataCopying is used to duplicate data in one part of the spreadsheet to another.

When using the Copy command, Excel allows the user to paste data as manytimes as required. Unlike the Cut feature, the dotted outline continues to display

around the selected data and the Status bar continues to describe the next steps

to take. This allows the user to paste data repeatedly. Once data has been

duplicated as required, the user can press the [Esc] key to cancel any further

copies.

To Copy Data

Using the Mouse:

1. Select the data to copy






5. Repeat steps 3 and 4 for more copies

6. On completion, press the [Esc] key to cancel any

further copies

Using the Menu:


2. Choose Edit, Copy

or

Click the right mouse button on the selected data,

choose Copy

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4. Choose Edit, Paste

or

Click the right mouse button in the cell required, choose

Paste

5. Repeat steps 3 and 4 for more copies

6. On completion, press the [Esc] key to cancel any

further copies

Note: The [Enter] key can also be used to paste copied data. If the [Enter] key

has been pressed to paste the copy, no further copies can be placed without first

repeating steps 1 to 3.

Copying Data Using the Drag and Drop Feature

Data can be copied to another location using Drag and Drop.

To Copy Using Drag and Drop

Using the Mouse:


2. Position the mouse on any edge of the selected data

The mouse changes to an arrow shape.

3. Press the [Ctrl] key + click and drag to new location

Whilst dragging, a navigation tip and outline displays

indicating where the data will be placed. The mouse

pointer has a + sign attached to it, indicating that thedata will be copied, not moved.

4. Release the mouse button then the [Ctrl] key

Note: To insert cells between existing cells, hold down the [Shift] key whilst

following step 3.

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Collecting and Pasting Multiple

ItemsThe Clipboardtoolbar can be used to collect and paste multiple items. It allowsthe user to copy multiple items between Microsoft Office applications, e.g. the

user can copy text in a Microsoft Word document, switch to Excel and copy a

drawing object, switch to PowerPoint and copy a bulleted list, switch to Access

and copy a datasheet, and then switch back to Word and paste the collection of

copied items. The Edit, Paste menu commands and the Paste button in the

Standard toolbar, only paste the contents of the last item copied. To paste

multiple items the buttons in the Clipboard toolbar must be used.

The Clipboard toolbar automatically displays when the user: cuts or copies two different items consecutively in the

same application

copies one item, pastes the item, and then copies anotheritem in the same application

copies one item twice in succession

The Clipboard can hold up to 24 items.

Note: If the Clipboard toolbar is closed three times consecutively without pasting

any of its items, the toolbar will no longer appear automatically. To redisplay the

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toolbar, choose View, Task Pane, Clipboard in the Menu bar. The count is reset

and the toolbar will automatically appear again.

To Collect and Paste Multiple Items into Excel

Using the Mouse:

1. Select the first item to copy

2. In the Standard or Clipboard toolbar, click

3. If the next item to copy is in another Office

application, switch to that application

4. Select the next item to copy

5. In the Standard or Clipboard toolbar, click

6. Repeat steps 3 and 5 for each item required


8. To paste all items, in the Clipboard toolbar, click

or

To paste a specific item, in the Clipboard toolbar, click on

the required items icon

Note: When copying and pasting multiple ranges in Excel, the ranges are pasted

in one column, from top to bottom.

To Empty the Clipboard

Using the Mouse:

1. In the Clipboard toolbar, click

Note: Collected items remain in the Clipboard until all open Office applications are

closed.

Using the Fill HandleThe Fill Handle is especially useful when copying formulae across a range. It

allows the formulae to be created only once and then copied into the relevant

adjacent cells. When a formula is copied in Excel the references used are

adjusted. This is because Excel does not record the actual references, but the

position the cells refer to in relation to the cell containing the formula. This isknown as Relative Cell Referencing.

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To Copy Data to an Adjacent Range

Using the Mouse:


2. Position the mouse pointer on the fill handle

The mouse pointer shape changes to a crosshair.

3. Click and drag over the adjacent range

Whilst dragging, a tip displays a sample of the data being

copied and an outline displays indicating where the data

will be placed.


Using the Menu:

1. Select the data to copy and the adjacent cells to

copy to

2. Choose Edit, Fill

3. Choose the required direction, e.g. Right

Entering a Sequence of Data Using the Fill Handle

When using the fill handle, if the cell contains a number, date or time period that

Excel can extend in a series, the values are incremented instead of copied.

However, if the user wishes to copy values such as dates or times and not

increment them, they should hold the [Ctrl] key whilst dragging the fill handle.

The [Ctrl] key can also be used whilst dragging the fill handle to increment a

single number. It is possible to create a custom fill series for frequently used data

entries.

To Enter a Series Using the Fill Handle

Using the Mouse:

1. Type the first entry of the series, e.g. Monday

2. Click and drag the fill handle over the required area


To Create Custom Fill Series

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Using the Menu:

1. Choose Tools, Options

The Options dialogue box displays.

2. Choose the Custom Lists tab3. In the Custom lists box, choose NEW LIST

4. In the List entries box, type the first entry required

and press the [Enter] key

5. Repeat step 4 for each entry required

6. Choose Add

The data is added as a custom list to the bottom of the

Custom lists box.

7. On completion, choose OK

To Create Custom Fill Series from Existing Data

Using the Menu:

1. Choose Tools, Options

The Options dialogue box displays.

2. Choose the Custom Lists tab

3. In the Import list from cells box, click

The Options dialogue box collapses allowing the user to

view the worksheet.

4. Select the data required

Reference to the selected cells displays in the Options

dialogue box.

5. In the Options dialogue box, click

The dialogue box expands to its original size.

6. Choose Import

The data is added as a custom list to the bottom of the

Custom lists box


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Notes

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Chapter 7Working with Formulae

Topics


Creating Formulae

Editing a Formula

Changing the Order of a Calculation

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Creating FormulaeAll formulae start with =, e.g. 10-6 would be =10-6. Normally, formulae contain

cell references instead of actual numbers, so that they recalculate whenever the

numbers in the cells referred to are changed. A typical formula could be =B11-

B12. When creating a formula several arithmetic operators are used.

Operator Description

+ Addition

- Subtraction

* Multiplication

/ Division

% Percent

^ Exponentiation

To Create a Formula

Using the Mouse:

1. Select the answer cell

2. Type =

3. Select the first cell in the calculation

A dotted outline displays around the selected cell. If thewrong cell is selected it can be changed by simply

selecting another cell.

4. Type an arithmetic operator, e.g. +

Repeat steps 3 and 4 until the calculation is complete

5. In the Formula bar, clickor

Press the [Enter] key

Using the Keyboard:


2. Type the formula required, e.g. =B2-B3


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Using the Formula Palette

The Formula Palette makes it easier to create formulae by offering help to the

user as they work and automatically offering to correct common mistakes, e.g. if

the user types =B1/*B2, the Formula palette will display a message allowing theuser to edit the formula if required.

To Create a Formula Using the Formula Palette

Using the Mouse:

1. In the ActiveCell type =

2. Select Cell B2.

The Formula palette displays and can be moved to a new

location on the worksheet by simply clicking and dragging

it as required.A dotted outline displays around the selected cell. If the

wrong cell is selected it can be changed by simply

selecting another cell.

3. Type an arithmetic operator, e.g. +

Repeat steps 2 and 3 until the calculation is complete

4. The formula result displays in the Formula palette.

5. Press [Enter] to confirm

Editing a FormulaA formula can be edited in the same way as any other data. However, when

editing a formula, all cells and ranges referred to display in a different colour and

matching borders are applied to the cells and ranges, allowing the user to quickly

identify the cells referred to in the formula.

To Edit a FormulaUsing the Mouse:

1. Double-click on the formula to edit

The cells that the formula refers to display in a different

colour and borders are applied to the cells.

2. Edit the formula as required


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Understanding Circular References

When a formula refers to its own cell, either directly or indirectly, it is called a

circular reference. If the user creates a circular reference or opens a workbook

that contains a circular reference, an error message will display and may contain

suggestions for action.

Changing the Order of aCalculation

Brackets can be used to change the order of arithmetic precedence. A term

known to many users as BODMAS explains the order of precedence used in

calculations.

BODMAS Description

Brackets ()

Order ^ (Exponential)

Division /

Multiplication *

Addition +

Subtraction -

If a calculator was used to input the calculation 10+5*2, the answer would be 30.

However, in Excel the answer given to =10+5*2 would be 20, as multiplication iscalculated before addition. Using brackets will change the order of the

calculation, e.g. =(10+5)*2, would give the answer 30.

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Notes

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Chapter 8Functions and AbsoluteReferencing

Topics


Using Statistical Functions

Using AutoSum

Working with AutoCalculate

Absolute Cell Referencing

Understanding Conditional Logic

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Using Statistical FunctionsFunctions are predefined formulae that perform calculations by using specific

values, called arguments, in a particular order, called the syntax.

The syntax of a function begins with the function name, followed by opening

parenthesis, the range for the function and a closed parenthesis. When several

arguments are to be included in a single function, separate them with commas. If

the function starts a formula, type an = before the function name, e.g.

=Sum(A1:A8), =Sum(A1:A8,B1:B8).

Some of the most frequently used functions are:

Function Description

=Sum(range) Calculates the total of a range of numbers

=Average(range) Calculates the average of a range of numbers

=Max(range) Calculates the maximum number in a range

=Min(range) Calculates the minimum number in a range

=Count(range) Calculates the number of entries in a range

All of the above functions are created in a similar way. Once a function has been

created, use the fill handle to copy it across/down to the required range.

Remember formulae only need to be created once.

The user can create functions themselves or use the Function box and Formula

palette to assist them.

To Manually Create a Function

Using the Keyboard:


2. Type the function required, e.g. =Sum(

3. Select the range of cells required

Whilst dragging, a tip displays the row and column number

of the selected range and a dotted outline surrounds the

range.

4. Type )


The result of the formula displays in the answer cell and

the calculation displays in the Formula bar.

Note: If the user omits the closing parenthesis when entering a function that

needs only one pair of parenthesis, Excel will automatically enter the closingparenthesis for them.

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Using the Formula Palette

The Formula palette can be used to create formulae that contain functions so that

syntax errors are avoided. The user can choose one of the most commonly used

functions or choose another function category. As the function is created, the

Formula palette displays details of the function and its properties.

To Create a Function Using the Formula Palette

Using the Mouse:


2. In the Formula bar, type

The Formula palette displays and the Functions box

replaces the Name box.

3. In the Functions box, click

A list of the most commonly used functions displays.

4. Choose the function required, e.g. Average

The Formula palette expands to help the user create theformula.

5. In the Number1 box, click

The Formula palette collapses to display the worksheet.

6. Select the range required

A dotted outline displays around the selected range.

7. In the Formula palette, click

The Formula palette expands to its original size. Theformula result displays in the Formula palette.

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The result of the formula displays in the answer cell and


Insert FunctionsWhen creating a formula, if the function required is not listed in the Functions

box, the More Functions option can be selected. On choosing Insert Functions,

the Paste Function dialogue box displays allowing the user to choose the function

required and create the formula.

To Create a Formula Using Paste Functions

Using the Mouse:



The Formula palette displays and the Functions box replaces

the Name box.

The Insert Function dialogue box displays.

3. In the Function category box, choose the category

required, e.g. Statistical

4. In the Function name box, choose the function required,

e.g. Max

5. Choose OK

The Formula palette expands describing the usage of the

chosen function.

6. In the Number1 box, click

The Formula palette collapses to display the worksheet.


A dotted outline displays around the selected range.

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8. In the Formula palette, click

The Formula palette expands to its original size. The

formula result displays in the Formula palette.

9. On completion, choose OKThe result of the formula displays in the answer cell and


Using AutoSumAny totals on a spreadsheet may be calculated very quickly using the AutoSum

button, instead of typing the =Sum function or using the Formula palette. The

AutoSum function will always suggest a range based on values above or to the

left of the answer cell, the range above takes priority. If the suggested range is

not correct, the user can select their preferred range.

To Use AutoSum

Using the Mouse:



The formula is automatically written and a range is

selected. If the range is not correct, an alternative can beselected in the normal way.

3. In the Standard toolbar, click to complete the

formula

Working with AutoCalculateTheAutoCalculate feature automatically sums selected data together, and can be

set to use other statistical functions such as Average or Count. Using

AutoCalculate means using a calculator or entering a temporary formula on aworksheet to quickly check a statistical calculation is no longer needed.

To Use AutoCalculate

Using the Mouse:


Excel automatically sums the selected range and displays

the answer in the Status bar at the bottom of the screen.

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2. Click the right mouse button in the Status bar

A list of available functions displays.

3. Choose the required function, e.g. Average

The result displays in the Status bar.

Absolute Cell ReferencingSometimes when copying a formula that contains a cell reference, it is important

that the reference is not relative, e.g. does not change as it is copied to other

cells. This means that the cell reference in the formula must be made Absolute

(fixed). An absolute cell reference contains $ symbols, e.g. $A$1. The $

symbol means fix. Any part of the cell reference can be made absolute. The user

can manually type the $ symbol into the formula or press the [F4] key. The [F4]

key offers four options if pressed repeatedly, e.g. A$1, $A1, A1, $A$1.

To Absolute a Cell

Using the Mouse:

1. Create the formula in the normal way, selecting the

cells to include

2. Press the [F4] key whilst selecting the cell that is to be

absolute

An absolute reference appears, e.g. $A$1.

Complete the formula in the normal way

Understanding Conditional LogicHaving the ability to test cells, and automate decisions based on the results of

those tests is one of the most valuable functions in Excel 2003. Logical functions

can be used either to see whether a single condition is true or false or to check

multiple conditions. A conditional logic function known as the IF function is used to

make decisions based on a logical test. The IF function can be used to determine

whether a condition is true or false. One value is returned if the condition is true

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and a different value is returned if the condition is false.

E.g. =IF(Condition,Action If True,Action If False)

Conditions can contain any of the following logical operators:

Symbol Meaning

= Equal to

> Greater than

< Less than

>= Greater than or equal to

0,Credit,

O/D)

If the value in cell B4 is greater than

zero, then the text CREDIT is displayed

in the answer cell, otherwise the text

O/D is displayed.

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Notes

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Chapter 9Enhancing aSpreadsheet

Topics


Changing the Appearance of aSpreadsheet

Inserting and deleting columns and rows

Modifying row height/column widths Alignment of data

Changing the font size and type

Number display

Borders & shading

Applying AutoFormats

Extend formats and formulae in a list

Spell Checking Feature

Using Text to Speech

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Changing the Appearance of aSpreadsheetThe appearance of a spreadsheet may be altered to make it easier and clearer to

understand. The range to change must always be selected first before formats

are added. Formats can be applied using the menu, toolbars, mouse or shortcut

menus. Usually the quickest way to format cells is to use buttons from the

toolbar.

Inserting and Deleting RowsRows can be insertedor deletedin a spreadsheet wherever necessary. To insert

a single row, select a cell in the row immediately below where the new row is to

be inserted, e.g. to insert a new row above row 3, select a cell in row 3. To insertmultiple rows, select rows immediately below where the new rows are to be

inserted. Select the same number of rows as the number to insert. When

inserting and deleting, Excel keeps formulae correct by adjusting references to

the cells that have moved to reflect their new location. However, when deleting,

a formula that refers to a deleted cell displays the #REF error value.

To Insert a Row

Using the Menu:

1. Select the row(s) as required

2. Choose Insert, Rows

or

Click the right mouse button in the selected area, choose

Insert

To Delete a Row

Using the Menu:

1. Select the row(s) to delete

2. Choose Edit, Delete

or


Delete

The surrounding cells move to fill the space.

Inserting and Deleting ColumnsTo insert a column, select a cell in the column immediately to the right of where

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the new column is to be inserted, e.g. to insert a new column to the left of column

F, select a cell in column F. To insert multiple columns, select columns

immediately to the right of where the new columns are to be inserted. Select the

same number of columns as the number to insert.

To Insert a Column

Using the Menu:

1. Select the column(s) as required

2. Choose Insert, Columns

or


Insert

To Delete a Column

Using the Menu:

1. Select the column(s) to delete


or


Delete

The surrounding cells move to fill the space and related

formulae update.

Inserting and Deleting a Range

When inserting and deleting, if the user does not want to affect the entire

worksheet, they can choose to insert or delete cells within a range and shift other

cells down, up, left or to the right.

To Insert a Range of Cells

Using the Menu:

1. Select the range in which to insert blank cells

2. Choose Insert, Cells

or


Insert

The Insert dialogue box displays.

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3. Choose Shift cells right

or

Choose Shift cells down

4. Choose OK

To Delete a Range of Cells

Using the Menu:

1. Select the range in which to delete cells


or


Delete

3. The Delete dialogue box displays.

4. Choose Shift cells left

or

Choose Shift cells up

5. Choose OK

Adjusting the Column WidthIf data appears to have extended into another cell and the user wishes to display

it in one cell, the width of the column can be altered to accommodate the data.

The standard column width in a new Excel worksheet is set to 8.43. By double

clicking on a column boundary, Excel will automatically adjust the width of that

column to fit the longest entry. Alternatively, the user can specify a particular

measurement by dragging the boundary with the mouse.

To Change the Column Width

Using the Mouse:

1. To change the width of a single column, position the

mouse on the column boundary to the right of the

required column

or

To change the width of several columns, select the

columns required and position the mouse on the columnboundary to the right of any of the selected columns

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The mouse pointer changes shape.

2. Click and drag right to increase the width

or

Click and drag left to decrease the width

Whilst dragging, a column width tip displays the width.

Using the Menu:

1. Select the column(s) to alter

2. Choose Format, Column, Width

or

Click the right mouse button in the selected area,

choose Column WidthThe Column Width dialogue box displays.

3. In the Column width box, type the width required

4. Choose OK

To Change the Column Width to the Longest Entry

Using the Mouse:


2. Position the mouse on the column boundary required

The mouse pointer changes shape.

3. Double-click

The width of the column alters to the size of the longest

entry in the column.

Using the Menu:


2. Choose Format, Column, AutoFit Selection

To Change the Column Width for the Entire Worksheet

Using the Menu:

1. Choose Format, Column, Standard Width

The Standard Width dialogue box displays.

2. In the Standard column width box, type the width

required

3. Choose OK

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All columns in the current worksheet adjust to the same

width, except those columns that have previously been

changed.

Modifying the Row HeightThe standard row height in a new Excel worksheet is set to 12.75. This may bealtered through the menu or with the mouse. To make the row height fit the

contents, the user can double-click on the boundary below the row required.

To Modify the Row Height

Using the Mouse:

1. To change the height of a single row, position the

mouse on the row boundary below the required rowor

To change the height of several rows, select the rows

required and position the mouse on the row boundary

below any of the selected rows

or

To change the height of the entire worksheet, select all

of the worksheet and position the mouse on any row

boundary2. The mouse pointer changes shape to a double-headed

arrow.

3. Click and drag down to increase the height

or

Click and drag up to decrease the height

or

Double-click to accommodate the largest font size in therow

4. Whilst dragging, a row height tip displays the height.

Using the Menu:

1. Select the rows to alter

2. Choose Format, Row, Height

or


choose Row Height

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The Row Height dialogue box displays.

3. In the Row height box, type the height required

4. Choose OK

Hiding Columns and RowsColumns and rows that still exists in the worksheet, but are not visible to the user.

To Hide Column

Using the Mouse:

1. Select the column(s) to hide

2. Right mouse click, Select Hide

Using the Menu:1. Select the column(s) to hide

2. Choose Format, Column, Hide.

To UnHide Column

Using the Mouse:

1. Select the column(s) to unhide

2. Right mouse click, Select Unhide

Using the Menu:

1. Select the column(s) to hide

2. Choose Format, Column, unhide.

To Hide Row

Using the Mouse:

3. Select the row(s) to hide

4. Right mouse click, Select HideUsing the Menu:


2. Choose Format, Row, Hide.

To UnHide Row

Using the Mouse:

1. Select the row(s) to unhide

2. Right mouse click, Select Unhide

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Using the Menu:


2. Choose Format, Row, unhide.

Changing the Alignment of DataWhen entering data into a cell, Excel horizontally and vertically aligns it

accordingly to the default alignment. Horizontal alignment defaults to General

which right aligns numbers, formulae and dates and left aligns text. Excel also

automatically aligns data vertically at the bottom of a cell.

Horizontal alignment Description

Left (Indent) Aligns contents at the left edge of the cell. Thisoption can also be used to indent the contents of

a cell from the left by a specified number of

character spaces.

Center Centres the contents in the cell.

Right Aligns the contents at the right edge of the cell.

Fill Repeats the characters in the left-most cell across

the selected range. All cells to be filled in the

selected range must be empty.

Justify Breaks the cell contents into multiple lines within

the cell and adjusts the spacing between words so

that all lines are as wide as the cell.

Center Across

Selection

Centres the contents of the left-most cell across

the selected range. All other cells in the selected

range must be empty. The cells are not merged.

The data remains in the left-most cell although it

may appear otherwise.

To Change the Horizontal Alignment

Using the Mouse:

1. Select the cells to format

2. In the Formatting toolbar, click the required

alignment button

Using the Menu:

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2. Choose Format, Cells

or

Click the right mouse button in the selected area, chooseFormat Cells

3. The Format Cells dialogue box displays.

4. Choose the Alignment tab

5. In the Horizontal box, click

A list of available alignment displays.

6. Choose the alignment required

7. Choose OK

To Change the Vertical Alignment

Using the Menu:


2. Choose Format, Cells

or


choose Format Cells

The Format Cells dialogue box displays.


4. In the Vertical box, click

A list of available alignment displays.

5. Choose the alignment required, e.g. Center

6. Choose OK

Merging Cells

To align data that spans several columns or rows, e.g. column and row labels, the

user can merge the range of cells and align the text within the resulting merged

cell.

To Merge Cells

Using the Menu:

1. Select the cells to merge2. Choose Format, Cells

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or


choose Format Cells

The Format Cells dialogue box displays.


4. Choose Merge cells

If required change the horizontal and vertical alignment

5. Choose OK

The selected cells combine into a single cell. The cell

reference for a merged cell is the upper left cell in the

original selected range.

To Merge Cells and Centre the Contents

Using the Mouse:

1. Select the cells to merge

2. In the Formatting toolbar, click

Indenting Text

Excel can indent the contents of a cell from the left by a specified number of

character spaces. The character spaces are based on the standard font and font

size.

To Indent Text

Using the Mouse:

1. Select the cells to indent

2. In the Formatting toolbar, click to increase the

indent

or

In the Formattin