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Page 1: Excel XP Essentials 2002...Page 4 Excel XP Essentials Handbook Working With Task Panes With the creation of task panes, Microsoft has made it easier to access important tasks from

Excel XP Essentials

Handbook

Computer Skills Programme, SDG, AFHO Rooms E219 - 222, Ext. 55193 September 2004

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Table of Contents

Getting Started...................................................................................................................1 The Excel Screen.............................................................................................................1

Navigating Within a Worksheet ........................................................................................2 Navigating with the Mouse ...............................................................................................2 Navigating with the Keyboard ..........................................................................................2

Working With Task Panes.................................................................................................4 Displaying Task Panes.....................................................................................................4 Switching Between Task Panes.......................................................................................4

Working With Workbooks (Files) .....................................................................................5 Using the New Workbook Task Pane ..............................................................................5 Recovering Documents....................................................................................................6 Using Smart Dialog Boxes ...............................................................................................6 Adding an Icon to the My Places Bar ...............................................................................7 Opening and Closing Workbooks.....................................................................................8

Creating a New Workbook............................................................................................8 Opening a Workbook....................................................................................................8 Closing a Workbook .....................................................................................................8

Switching Between Workbooks........................................................................................9 Switching Between Files - Windows in Taskbar Option ...............................................9

Saving a Workbook ..........................................................................................................9 Saving a New Workbook ..............................................................................................9 Saving a Workbook After Modification........................................................................10

Working with Worksheets...............................................................................................11 Switching Between Worksheets.....................................................................................11 Selecting Multiple Worksheets .......................................................................................11 Inserting and Deleting Worksheets ................................................................................12 Renaming a Worksheet..................................................................................................12 Coloured Worksheet Tabs .............................................................................................12 Moving and Copying Worksheets ..................................................................................13

Entering Data ...................................................................................................................14 Error Checking ...............................................................................................................14 Entering Formulas..........................................................................................................15 Inserting Symbols and Special Characters ....................................................................16

Editing Data......................................................................................................................17 Selecting Parts of a Worksheet ......................................................................................18 Formatting Data ...............................................................................................................20

Formatting Toolbar.........................................................................................................20 Formatting Data Using the Menu ...................................................................................20 Applying Borders and Shading.......................................................................................20

Drawing Borders.........................................................................................................21 Using the Borders Icon...............................................................................................21 Using the Format Menu ..............................................................................................21 Using Colours and Patterns to Shade Cells ...............................................................22

Clearing All Formatting...................................................................................................23 Copying Formatting Commands ....................................................................................23

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Formatting the Structure of a Worksheet ..................................................................... 24 Inserting Columns and Rows......................................................................................... 24 Deleting Columns and Rows ......................................................................................... 24 Adjusting Column Width ................................................................................................ 25 Adjusting Row Height .................................................................................................... 25

Copying and Moving Data .............................................................................................. 27 Using the Drag-and-Drop Method.................................................................................. 27 Copying Data to Adjacent Cells ..................................................................................... 28 Using Icons and Keyboard Shortcuts ............................................................................ 28 Using the Right Mouse Button ....................................................................................... 29 The New Clipboard – Copying and Moving Data........................................................... 29

The Paste Options Button .......................................................................................... 30 Relative and Absolute Cell Addressing ........................................................................ 31 Excel Functions............................................................................................................... 33

Typing a Function .......................................................................................................... 33 Using the AutoSum Icon ................................................................................................ 33 Using the Insert Function Feature ................................................................................. 34

Setting Up a Worksheet for Printing.............................................................................. 36 Changing Margins.......................................................................................................... 36 Changing Page Orientation ........................................................................................... 36 Compressing a Worksheet ............................................................................................ 37 Adding Headers and Footers......................................................................................... 37 Repeating Column and Row Labels on Every Printed Page ......................................... 38

Printing............................................................................................................................. 39 Print Preview.................................................................................................................. 39 Printing an Entire Worksheet ......................................................................................... 39 Printing Parts of a Worksheet ........................................................................................ 39

Working With Page Breaks............................................................................................. 40 Inserting and Deleting Page Breaks .............................................................................. 40 Using Page Break Preview ............................................................................................ 40

Working With Toolbars ................................................................................................... 41 Moving a Toolbar ........................................................................................................... 41 Adding and Removing Icons.......................................................................................... 42

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Getting Started

The Excel Screen When you start Excel, the program opens a new file (called a workbook) which is temporarily called Book1 until you save the file and assign it a name. The first worksheet (also referred to as a spreadsheet) is displayed as shown in . Figure 1

Figure 1 - Excel screen with a blank worksheet

A worksheet is a large table containing 256 columns and 65,536 rows. Columns are labeled with letters and rows with numbers. A workbook (file) in Excel can contain many worksheets. The grey lines in the worksheet (called gridlines) show that many boxes are created where a column and a row intersect. These boxes are called cells. To refer to a cell (cell address), use the column letter followed by the row number. For example, the address of the first cell in the worksheet is A1. You may wish to refer to many cells together instead of referring to them individually. This is called a range of cells. Ranges are particularly useful for the creation of formulas. To obtain the address of a range of cells, take the address of the first cell of the range and the last cell of the range and separate them with a colon. For example, the range A1:B3 will include the cells A1, A2, A3, B1, B2 and B3.

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Navigating Within a Worksheet To view or enter data in any cell, first position the cell pointer (see Figure 1) on the destination cell. If you cannot find the location of the cell pointer, look in the Name Box at the top left corner of the screen. It will always indicate which cell is selected. Or, if the selected cell is not visible in the current worksheet, press CTRL+BACKSPACE and the window will scroll to display the selected cell.

Navigating with the Mouse To move to a cell, simply click in the cell. When selecting a cell, the pointer must always be in the shape of a thick, white cross. Use the horizontal and vertical scroll bars to quickly move to parts of the worksheet that are not visible on the screen.

Navigating with the Keyboard The table below contains a list of keys that help you navigate within a worksheet quickly and easily. Press To move the cell pointer

↓ Down one cell

↑ Up one cell

→ Right one cell

← Left one cell

TAB Right one cell

SHIFT+TAB Left one cell

CTRL+↓ To the last occupied row in a column

CTRL+↑ To the first occupied row in a column

CTRL+→ To the last occupied column in the row

CTRL+← To the first occupied column in the row

HOME To the first cell in a row

CTRL+HOME To the first cell of the worksheet (A1)

CTRL+END To the last occupied cell of the worksheet

PAGE UP Up one screen

PAGE DOWN Down one screen

ALT+PAGE UP Left one screen

ALT+PAGE DOWN Right one screen

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To move to a specific cell do one of the following: Click inside the Name Box (see Figure 1). The current cell address will become

highlighted. Type the address of the cell to which you would like to move and press ENTER.

Press F5 or CTRL+G. In the Reference box, type the address of the cell to which you would like to move and click OK.

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Working With Task Panes With the creation of task panes, Microsoft has made it easier to access important tasks from a single location. Task panes appear on the right side of the screen and gather together all your options for performing specific tasks. For example, the New Workbook task pane contains all options for opening existing workbooks and creating new ones.

Displaying Task Panes To display the New Workbook task pane on the screen, choose File>New. Task panes can also be displayed by choosing View>Task Pane. Depending on how your computer is configured, this side pane may appear automatically when you start Excel. To display task panes choose View>Task Pane. Figure 2 shows the different parts of a task pane and how to close, move and switch between task panes.

Figure 2 - Parts of a task pane

Switching Between Task Panes To switch to a different task pane: 1. Click the Other Task Panes button (arrow) in

the top right corner of the task pane. 2. Click the desired task pane from the list that

appears (see Figure 3).

Figure 3 - Viewing a different task pane

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Working With Workbooks (Files)

Using the New Workbook Task Pane In the New Workbook task pane, Excel gathers together all your options for opening or creating workbooks (files). For more information on task panes, see Working With Task Panes. To display the New Workbook task pane on the screen, choose File>New. Task panes can also be displayed by choosing View>Task Pane. Depending on how your computer is configured, this side pane may appear automatically when you start Excel. Figure 4 - The New Workbook task pane and the key actions available

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Recovering Documents If Excel (or any Office XP application) crashes or stops responding, it attempts to recover your work. Sometimes (not always), it displays a warning box asking if you would like it to recover your work and restart the application. In any case, when you restart the application, the Document Recovery task pane will appear (see ) containing a list of files that it has attempted to recover.

Figure 5

Figure 5 – Using the Document Recovery task pane, you can attempt to recover files that may have been damaged when Excel (or any other Microsoft application) crashed.

Following the name of the file (there may be more than one version of the same file) will be a status indicator, which shows what was done to the file during recovery. If the version is marked [Original], it contains the last (manually) saved version of the file. If the version is marked [Recovered], it contains the recent changes the application was able to recover during the recovery process or those saved during the last AutoRecover save process before crash. The Document Recovery task pane allows you to view or save the files it has recovered. To view a file, click on it. Or click the arrow next to the file and choose View. To save a file with a new name, click the arrow next to it and choose Save As. To enable the AutoRecover feature or change the time interval: 1. Choose Tools>Options>Save tab. 2. Select the option Save AutoRecover info every. If necessary, enter a new number in

the box labeled minutes. Click OK.

It is important to note that the AutoRecover command is not a substitute for saving your file regularly.

Using Smart Dialog Boxes Smart dialog boxes, specifically the Open and Save boxes, have a new design and additional features to allow quicker and easier access to files and folders. To access a folder quickly, simply click its icon on the My Places bar located on the left side of the dialog box (see ). Figure 6

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Figure 6 - Opening an existing file using the new Open smart dialog box

The Open dialog box now offers additional choices (see ) when opening existing files.

Figure 7

Figure 7 - Click the down arrow of the Open button for additional options when opening a file.

Adding an Icon to the My Places Bar 1. Do one of the following to access the Open dialog box:

Click the Open icon Press CTRL+O Choose File>Open.

2. In the Open dialog, find the folder for which you would like to create an icon. In the list box, click once on the folder name to select it.

3. Click the Tools icon, and then choose Add to “My Places”.

The folder is added to the bottom of the My Places bar. To change the position of the icon:

Figure 8 - Open dialog box-

Tools menu

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1. Right-click the folder icon in the My Places bar. 2. Choose the command Move Up or Move Down. If necessary, repeat the steps until

the icon is in the desired position. If you have added many icons onto the bar, you can change the view to Small Icons in order to see more icons. To change the view, right-click anywhere inside the My Places bar and choose Small Icons from the shortcut menu that appears.

Opening and Closing Workbooks You can use the New Workbook task pane to create new workbooks and open existing workbooks. Or, use any of the methods outlined below.

Creating a New Workbook To create a new workbook do one of the following: Click the New icon on the Standard toolbar Press CTRL+N

Opening a Workbook To open a previously saved workbook: 1. Choose File>Open. You can also press CTRL+O or click the Open icon. 2. The Open dialog box will appear. To search for a workbook on a different drive, click

the down arrow of the Look in box and select the desired drive. 3. Select the folder containing the workbook in the list box, then click the Open button.

Or, double-click on the folder name. If your folder is listed in the My Places bar on the left, simply click on the folder name.

4. Select the workbook name to be opened, and then click the Open button. Or, double-click the workbook name.

Closing a Workbook To close a workbook do one of the following: 1. Click the Close Window button at the top right corner of the workbook window 2. Press CTRL+W 3. Press CTRL+F4 4. Choose File>Close. If the workbook has not been saved before closing, Excel will prompt you with the following choices: Yes To save changes before closing

No To close without saving

Cancel To cancel the close operation and return to the workbook

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To close all opened workbooks at the same time: 1. Hold down the SHIFT key and click on File in the menu. 2. Choose Close All.

Switching Between Workbooks To switch between the workbooks that you have opened, do one of the following: Choose Window. Names of the opened files are listed at the bottom of the pull-down

menu. Click the file name you would like to view. Press CTRL+F6 until you see the file you wish to work with. Click the file’s button on the Windows taskbar.

Switching Between Files - Windows in Taskbar Option Every opened file has a button on the taskbar which can be used to switch to the file, as well as minimize, maximize and close it. If you do not wish to see a button for every file, choose Tools>Options>View tab. Deselect the option Windows in Taskbar. You will now see a single button representing the Excel application only.

Saving a Workbook

Saving a New Workbook To save a new workbook for the first time: 1. Choose File>Save As. (You can also click the Save icon on the Standard toolbar or

press CTRL+S). The Save As dialog box will appear (Figure 9). 2. In the File name box, type the name for the workbook. All workbooks will

automatically be assigned the extension .xls. 3. To save the workbook on a different drive, click the down arrow next to the Save in

box and select the desired drive. 4. To save the workbook in a different folder, select the folder name in the list box, then

click the Open button. Or, double-click on the desired folder name. If your folder is listed in the My Places bar on the left, simply click on the folder name.

5. Click the Save button. The new name of the workbook will appear in the title bar at the top of the Excel window.

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Figure 9 - Saving a new workbook

Saving a Workbook After Modification It is important to save your files regularly. To save an existing workbook after modification do one of the following: Click the Save icon on the Standard toolbar Press CTRL+S Choose File>Save.

Your workbook will automatically be saved with the same name.

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Working with Worksheets A workbook (file) can contain many worksheets. When you open a new workbook, Excel includes three blank worksheets. You can add additional sheets or delete unwanted sheets. Using multiple sheets allows you to organize your work better and find data more readily.

Switching Between Worksheets To select a sheet do one of the following: Click the desired sheet tab (labeled Sheet1, Sheet2, etc.) Press CTRL+PAGE UP to move to the previous sheet (left) or CTRL+PAGE DOWN to move

to the next sheet (right). If you have inserted many sheets, they may not all be visible on the screen. To view the other sheet tabs, use the sheet scroll arrows located at the bottom left corner of the screen (see ). Figure 10

Figure 10 - Displaying sheets on the screen

If you want to quickly select a sheet that is out of view, right-click any of the sheet scroll buttons to see a shortcut menu listing all the sheets in the workbook. Click the desired sheet name. The number of sheet tabs displayed on the screen can be changed by dragging the split box (see Figure 10) to the right or left. Doing so will also increase or decrease the size of the horizontal scroll bar. To return to the default size of the horizontal scroll bar and number of sheets displayed, double-click on the tab split box.

Selecting Multiple Worksheets Selecting multiple sheets (grouping sheets) allows you to quickly apply commands to several worksheets simultaneously. When sheets are grouped, almost everything you do happens to all of the sheets including: the insertion and deletion of data, the application of almost any type of formatting, copying and moving data, and changes to the Page Setup command: To select multiple sheets in consecutive order: 1. Click the first sheet to be selected. 2. Hold down the SHIFT key and click the last sheet to be selected.

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To select multiple sheets that are not in consecutive order: 1. Click the first sheet to be selected. 2. While holding down the CTRL key, click the other sheets to be selected. With several sheets selected, Excel allows you to view the contents of individual sheets without deselecting when you click the tabs. To deselect the sheets, click a grey (unselected) sheet. To quickly select all the sheets in a workbook: Right-click one of the sheet tabs and choose Select All Sheets. To deselect the sheets, simply click on any sheet tab. Or, right-click one of the sheet tabs then choose Ungroup Sheets.

Inserting and Deleting Worksheets To insert a new worksheet: Choose Insert>Worksheet or press SHIFT+F11. A new sheet appears to the left of the currently active sheet. To change the default number of sheets inserted in a new workbook: 1. Choose Tools>Options. 2. Click the General tab. 3. Type or select a new number in the Sheets in new workbook box. Click OK. To delete a worksheet: 1. Select the sheet(s) to be deleted. 2. Choose Edit>Delete Sheet. Or, right-click the sheet and choose Delete.

Excel deletes the worksheet and all its data. It is not possible to undo this action using the Undo command.

Renaming a Worksheet By default, Excel worksheets are numbered, for example Sheet1, Sheet2, and so on. You can rename worksheets to better describe the data they contain making it easier to find data. To rename a worksheet: 1. Double-click the sheet tab to be renamed. Or, right-click the sheet tab and then

choose Rename from the shortcut menu. 2. The sheet name is highlighted. Type the new name (up to 31 characters) and press

ENTER. A sheet name cannot contain any of the following characters: : / \ ? * [

Coloured Worksheet Tabs Organize your work and find data quicker by adding colour to your worksheet tabs. Right-click any sheet tab, choose the Tab Color command and select a colour from the palette.

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Moving and Copying Worksheets To move a worksheet using the mouse: click and drag the sheet tab left or right to its new position. To copy a worksheet using the mouse: hold down CTRL while clicking and dragging the sheet tab its new position. To move or copy a worksheet using the menu: 1. Select the sheet(s) to be moved or copied. 2. Choose Edit>Move or Copy Sheet. Or, right-click

the sheet to be moved/copied and then choose Move or Copy from the shortcut menu.

3. In the Before sheet box (see Figure 11), select the sheet tab to the right of where the sheet is to be moved (or copied). To move the sheet to the end of the sheet tabs, select (move to end).

4. To copy a sheet(s) instead of move, select the option Create a copy.

5. Click OK.

Figure 11 - Move or Copy dialog box

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Entering Data A worksheet can contain three basic types of data: text, values (numbers) and formulas. To enter text or values in a worksheet: 1. Select a cell and type the data. 2. Confirm the entry using one of the following methods:

Press ENTER Press one of the arrow keys Click the Enter button located to the left of the formula bar (see Figure 12).

When you confirm, Excel displays text aligned to the left of the cell and values (numbers) to the right of the cell. This is done to help you quickly determine how Excel has interpreted your entry. However, you can change the alignment of text or values at any time. When you enter text that is longer than the width of the column, Excel will appear to spill over to the next column to the right. If the column to the right of the entry contains data, Excel will truncate the text. In this case, widen the column to see the data. When you enter a number that is too wide for the width of the column, Excel will sometimes automatically widen the column to display the entire number. However, if you see a series of number signs (#####) or the exponential of the number (e.g. 4E+08), then you should widen the column manually.

Figure 12 - Entering and viewing data

To enter a number but have Excel consider it as text, type an apostrophe before the number. This is especially useful when entering a number as a column heading.

Error Checking Like a grammar check, Excel uses rules to check for common problems when entering data. You can turn the rules on or off individually: Choose Tools>Option>Error Checking tab.

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Entering Formulas To create a formula you always start with an equal sign (=) and include cell addresses or values and mathematical operators. Although a formula can contain cell address, values or a combination of the two, try to use cell address whenever possible. By doing so, your formulas will automatically be updated whenever a value changes in the cells referred to in the formula. The following mathematical operators can be used in a formula:

Operator Description

+ Addition

– Subtraction

* Multiplication

/ Division Grouping parts of a formula together using parentheses is important because Excel performs a calculation in a specific order: Parentheses; Division and multiplication; Addition and subtraction. For example, we would like to enter the formula =5+5*2 to obtain the result 20. If you enter this formula as is, Excel will return the result 15. To obtain the desired result, we need to place brackets around the operations to be performed first. Therefore, the correct formula to be entered is =(5+5)*2. To enter a formula: 1. Select the cell to contain the formula. 2. Type an equal sign (=). This tells Excel that you are entering a formula. 3. Type the formula including cell addresses, numbers and mathematical operators. If

you are using cell addresses, you can type them or select them using the mouse. 4. Press ENTER or click the Enter button beside the formula bar to confirm the formula.

(Do not use the arrow keys to confirm a formula). Notice that the cell shows the result of the formula, while the formula bar displays the actual formula.

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Examples of Formulas In a new worksheet, create the table shown in Figure 13).

Figure 13 - Example of a worksheet

To calculate the total budget for all projects: 1. Select the cell B5. 2. Type the formula =B2+B3+B4 and press ENTER. Move the cell pointer back to B5 and notice that the result of the formula (2150) is displayed in the cell while the formula bar shows the actual formula. To calculate the balance for Project A: 1. Select the cell D2. 2. Type the formula =B2-C2 and press ENTER.

Inserting Symbols and Special Characters Many characters and symbols are not found on a standard keyboard. To insert a symbol: 1. Position the insertion cursor where you would like the symbol inserted. 2. Choose Insert>Symbol. Click the Symbols tab. 3. Click the down arrow next to the Font box, and then click a character set to select it.

The dialog box now displays a grid with all the symbols associated with the selected set.

4. Click the symbol to select it, and then click the Insert button. Or, double-click the desired symbol.

5. Click Close. If you need to insert other symbols, click in the document and move to a new location without closing the dialog box. To return to the Symbol dialog box, click anywhere inside the box.

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Figure 14 - Symbol dialog box

To insert a special character: 1. Position the insertion cursor where you would like the character inserted. 2. Choose Insert>Symbol. Click the Special Characters tab. 3. To insert the character in the document, click the character to select it, and then click

the Insert button. Or, double-click the desired character. 4. Click Close. Confirm the entry. Editing Data To edit the contents of a cell, select the cell then do one of the following: Click inside the formula bar and make the necessary changes. Double-click inside the cell, and make the necessary changes. Press F2 and make the necessary changes.

Once you have finished editing, confirm your changes. To delete the contents of a cell(s): 1. Select the cell(s) to be emptied. 2. Press DELETE or right-click the cell(s) and choose Clear Contents.

The DELETE key removes only the contents of the cell. Formatting is not affected.

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To replace the contents of a cell with a completely different entry, simply select the cell and type the new data. Excel will replace the old data with the new data. If you type data in a cell but change your mind before confirming, press ESC to return to the previous contents of the cell. Once you have confirmed an entry, you can still go back to the previous data by clicking the Undo icon or pressing CTRL+Z. Selecting Parts of a Worksheet Before applying formatting, it is important to select the parts of the worksheet to be formatted. When selecting with the mouse, remember that the pointer must always be in the shape of a thick, white cross. shows a selected range in an Excel worksheet with the selection mouse pointer.

Figure 15

Figure 15 - A selected range in a worksheet

To select a single cell: click the cell or use one of the movement keys to position the cell pointer on the cell. To select a range of cells in consecutive order, do one of the following: Click the first cell, then drag to the last cell to be selected. Select the first cell. Hold down the SHIFT key then press any movement key(s). For

example, hold down SHIFT and press any of the arrow keys to select in the desired direction.

Click the first cell then hold down the SHIFT key and click the last cell to be selected.

To select multiple ranges that are not in consecutive order, do one of the following: 1. Select the first cell or range. 2. Hold down the CTRL key while dragging to select the other ranges. Or 1. Position the cursor on the first cell to be selected. 2. Press SHIFT+F8. 3. Click and drag to select the different ranges. 4. When you are finished selecting, press ESC.

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To select an entire column, do one of the following: Click the column letter (the mouse pointer will become an arrow pointing downward) Place the cell pointer anywhere in the column and press CTRL+SPACEBAR.

To select an entire row, do one of the following: Click the row number (the mouse pointer will become an arrow pointing right) Place the cell pointer anywhere in the row and press SHIFT+SPACEBAR.

To select the entire worksheet, do one of the following: Press CTRL+A Click the Select All button (see ). Figure 15

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Formatting Data

Formatting Toolbar Many frequently used commands are available on the formatting toolbar. To format data using the formatting toolbar, select the cells to be formatted and click the appropriate icon. For additional commands, you must access the Format menu.

Figure 16 - Formatting toolbar

Formatting Data Using the Menu To access the Format Cells dialog box, choose Format>Cells or press CTRL+1. Use the different tabs along the top of the box (see Figure 17) to access the different groups of formatting commands.

Figure 17 - Format Cells dialog box with the Number tab selected

Applying Borders and Shading By default, worksheet gridlines do not print. Border lines that you can add to any part of a cell or range appear in the printed copy. You can use borders to enhance your workbook and make data easier to read. The Borders icon is a quick way of adding borders, while the Format menu offers additional possibilities and line styles. In Excel 2002, you can now draw borders using the new Draw Border command.

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Drawing Borders The new border drawing tool allows you to outline (draw manually) complex borders with little effort. To draw borders, click the down arrow next to the Borders icon, and then click Draw Borders. The Borders toolbar will appear (see ).

Figure 18 - Draw Borders tool

Figure 18

Figure 19

Click the Draw Border icon to turn the mouse pointer into a pencil. Simply click to draw borders around a cell or click and drag to apply borders around a range of cells. Press ESC or click the Draw Borders icon again to disable the drawing feature.

Figure 19 - Drawing borders with the Borders toolbar

To draw a grid around and inside a range of cells: click the Draw Border icon and select Draw Border Grid. Select the range of cells where you would like to apply the grid. To erase borders: click the Erase Border icon (the mouse pointer will become an eraser) and click and drag over the lines to be removed. To clear a range of all borders, select the range with the Erase Border icon enabled.

Using the Borders Icon To apply borders quickly using the Borders icon: 1. Select the cell or range to be formatted with borders. 2. Click the down arrow next to the Borders icon (see ) to display a palette of

border styles. 3. Click one of the border styles. Note that the icon face changes to display the border style you selected. If you make another selection and want to apply the same border style, simply click the icon (instead of clicking the down arrow again to display the palette). To quickly remove all borders: 1. Select the cell or range from which you would like to remove all borders. 2. Click the down arrow next to the Border icon on the formatting toolbar. 3. In the palette that appears, click the first box (called No Border).

Using the Format Menu To add borders using the menu: 1. Select the cell or range to be formatted with borders. 2. Choose Format>Cells or press CTRL+1.

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3. Click the Border tab (see Figure 20). 4. In the Style box, click the desired line style. 5. Apply the selected line style by clicking one of the boxes in the Presets area or the

icons located around the preview box. If you prefer, you can also click directly inside the preview box. To remove a border simply click on the icons again or click on the border inside the preview box.

6. Click OK.

Figure 20 - Format Cells dialog box with the Border tab selected

Using Colours and Patterns to Shade Cells To apply colours to selected cells: 1. Select the cell or range. 2. Click the Fill Color icon. 3. Select a colour from the palette that appears. To remove colours, select the option

No Fill. For a greater choice of colours and patterns use the menu: 1. Select the cell or range. 2. Choose Format>Cells or press CTRL+1. 3. Click the Patterns tab (see ). Figure 214. To add a solid colour, click a colour on the palette. 5. If desired, click the down arrow next to the Pattern box to choose a pattern. Combine

a colour and a pattern by choosing both. 6. Click OK.

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Figure 21 - Choose a colour, pattern or both and preview the selection in the sample window.

Clearing All Formatting To remove all formatting from a cell or range: 1. Select the cell or range from which you would like to remove all formatting. 2. Choose Edit>Clear>Formats.

Copying Formatting Commands The Format Painter icon allows you to copy formatting from one cell to another cell or range. To copy formatting commands: 1. Select the cell containing the formatting which you would like to copy. 2. Click the Format Painter icon. 3. Click and drag to select the cells to be formatted.

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To copy formatting commands multiple times: 1. Select the cell containing the formatting to be copied. 2. Double-click the Format Painter icon. 3. Click and drag to select the cells to be formatted. Release the mouse button and

continue selecting other cells. 4. When you have finished copying, click the Format Painter icon again or press ESC. Formatting the Structure of a Worksheet

Inserting Columns and Rows To insert a column: 1. Select the column to the right of where you would like the new column inserted. If you

select more than one column, Excel will insert the same number of columns as you select.

2. Choose Insert>Columns. Or, right-click the selected column letter and choose Insert. To insert a row: 1. Select the row below where you would like the new row inserted. If you select more

than one row, Excel will insert the same number of rows as you select. 2. Choose Insert>Rows. Or, right-click the selected row number and choose Insert. When you insert a new column to the left of a column that has been formatted, or a new row above a row that has been formatted, Excel displays the Insert Options smart tag near the column letter or row number. Click the smart tag to select how the new rows should be treated (see and ). Figure 22 Figure 23

Figure 22 - Insert Options smart tag

for newly inserted rows

Figure 23 - Insert Options smart tag

for newly inserted columns

Deleting Columns and Rows To delete a column or row: 1. Select the column(s) or row(s) to be deleted. 2. Choose Edit>Delete. Or, right-click the selected row number or column letter and

choose Delete.

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Adjusting Column Width To change the width of a column using the mouse: 1. Bring the mouse pointer to the right of the column letter. The mouse pointer will

become a thick double arrow (see Figure 24). 2. Click and drag left or right to adjust the width of the column. The exact measurement

appears as a screen tip near the pointer. Double-click to make the column as wide as the longest entry inside the column (called AutoFit).

To change the width of several columns simultaneously, select the columns and change the width of one of the selected columns.

Figure 24 - Adjusting column width and row height using the mouse

Adjusting the width of a column using the menu allows you to type an exact measurement for the column. To change the width of a column(s) using the menu: 1. Select the column(s) to be adjusted. 2. Choose Format>Column>Width. 3. Type a new measurement for the column(s). 4. Click OK.

Figure 25 - Column Width dialog box

Adjusting Row Height To change the height of a row using the mouse: 1. Bring the mouse pointer to the line below the row number. The mouse pointer will

become a thick double arrow (see Figure 24).

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2. Click and drag up or down to adjust the row height. The exact measurement appears as a screen tip near the pointer. Double-click to make the row as high as the tallest entry inside the row (called AutoFit).

To change the height of several rows simultaneously, select the rows and change the height of one of the selected rows. To change the height of a row(s) using the menu: 1. Select the row(s) to be adjusted. 2. Choose Format>Row>Height. 3. Type a new measurement for the row(s). 4. Click OK.

Figure 26 - Row Height dialog box

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Copying and Moving Data It is important to be able to quickly and easily copy and move data as we are often rearranging data within a worksheet and sometimes between worksheets. Copying a formula saves us from repeating the same formula for a number of columns or rows.

Using the Drag-and-Drop Method The drag-and-drop method is best suited for moving and copying data within the visible working area. To move or copy text using the drag-and-drop method: 1. Select the cell or range you would like to move or copy. 2. Bring the mouse pointer to any edge of the selection. The mouse pointer will become

a left-pointing arrow with four small black arrows attached. 3. To move the data, click and drag the selection to its new location. You will see an

outline of the selected data move as you drag the mouse. To copy a range, hold down the CTRL key while clicking and dragging.

If you attempt to drop the moved or copied cell(s) where data already exists, you will be prompted to confirm the replacement of the destination cells. If you are not prompted, the feature is disabled. To enable it: choose Tools>Options>Edit tab. Select the option Alert before overwriting cells. If the drag-and-drop does not work, enable the feature: Choose Tools>Options>Edit tab. Select the option Allow cell drag and drop. You can also use the Drag-and-Drop method using the right button of the mouse: 1. Select the cell or range you would like to

move or copy. 2. Bring the mouse pointer to any edge of the

selection. The mouse pointer will become a left-pointing arrow with four small black arrows attached.

3. With the right mouse button, click and drag the selection to its new location. A shortcut menu will appear where you can select which action to perform.

Figure 27 - Drag-and-Drop shortcut

menu

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Copying Data to Adjacent Cells To copy data to adjacent cells using the mouse: 1. Select the cell or range to be copied. 2. Bring the mouse pointer to the lower-right corner of the selection where it will become

a thin, black cross (see ). Figure 29

Figure 29 – When copying data to adjacent cells the mouse pointer becomes a thin cross on the lower right corner of the selected range. Click and drag in any direction.

3. Click and drag the mouse in the desired direction to copy the data, and then release the mouse.

When you release the mouse, the AutoFill Options smart tag will appear. Click the icon to view and select different fill possibilities.

Figure 28 - AutoFill Options smart tag

Using Icons and Keyboard Shortcuts The Cut, Copy and Paste commands allow you move and copy data within the same worksheet, to a different worksheet, or to a different workbook. The table below summarizes alternative ways of accessing the Cut, Copy and Paste commands. Using the menu Using the keyboard Using the mouse

Choose Edit>Cut CTRL+X Click

Choose Edit>Copy CTRL+C Click

Choose Edit>Paste CTRL+P Click

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To move data: 1. Select the cell or range you would like to move. 2. Press CRTL+X or click the Cut icon. 3. Place the cell pointer in the new position where the data is to be moved. If you are

moving a range, it is sufficient to select only one cell where the data is to begin. 4. Press CTRL+V or click the Paste icon. To copy data: 1. Select the cell or range you would like to copy. 2. Press CRTL+C or click the Copy icon. 3. Place the cell pointer in the new position where the data is to be copied. If you are

copying a range, it is sufficient to select only one cell where the data is to begin. 4. Press CTRL+V or click the Paste icon.

Using the Right Mouse Button To copy or move data: 3. Select the cell or range you would like to copy or move. 4. Right-click the selected range, then choose Cut or Copy. 5. Right-click in the new position where the data is to be placed. 6. Choose Paste.

The New Clipboard – Copying and Moving Data With the use of the Clipboard task pane, Office XP allows you to gather up to 24 items (from any Office application) and then paste them one at a time or all at once into an Office document. The Clipboard task pane (see Figure 30) appears automatically when you cut (move) or copy two office items in sequence without pasting. To activate it manually, choose Edit>Office Clipboard. If another task pane is already open, click the Other Task Panes down arrow located at the top-right of the task pane and choose Clipboard from the list that appears. The Options button located at the bottom of the Clipboard task pane allows you to change how the pane behaves. For example, if it does not appear automatically when you cut or copy multiple pieces of data, click on the Options button and then choose the option Show Office Clipboard Automatically.

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Figure 30 - Clipboard task pane

The Paste Options Button When you paste (copy or move) data into a worksheet (or any Office application file), the Paste Options button appears. Click on this button to display options which give you control over how the data will be pasted. The options vary depending on the type of data you are pasting and where you are pasting it. If you do not require the options, simply press ESC or continue working and the button will disappear. Figure 31 - Clicking the arrow next to the Paste Options button in Excel offers quick access to more pasting possibilities.

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Relative and Absolute Cell Addressing Copying and moving formulas is made easy because Excel adjusts the cell addresses based on where you move or copy the formula. This is called relative addressing. For example, in A3 you have the formula =A1+A2. If you copy the formula to B3, Excel will adjust the formula to read =B1+B3. Excel adjusts the cell addresses to reflect the new location of the formula. For more information on copying and moving data see Copying and Moving Data. You may need to refer to a specific cell in a formula and guarantee that Excel will not adjust its location when the formula is moved or copied. In this case we use absolute addressing. This method is useful when many cells have to use a constant value located in a single cell, for example an exchange rate or percentage value. A cell address can be fully or partially absolute (fixed). To make an address absolute, type a dollar sign ($) before the part that you would like to make absolute or maintain fixed. Remember that a cell address has two parts: the column letter followed by the row number. The following are alternative ways of addressing a cell:

B1 Relative column and relative row

B$1 Relative column and absolute row

$B1 Absolute column and relative row

$B$1 Absolute columns and absolute row Figure 32

Figure 32 - Example of absolute cell addressing

shows an example of absolute addressing. To calculate the taxes paid, in D3 we enter the formula =C3*$B$10. By making the reference to cell B10 (the tax percentage of 15%) absolute, we can then copy the formula down to the other departments. Excel will not adjust the reference to B10.

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To calculate the total for each department, we select the cell E3 and type the formula =C3+D3. Notice that the cell addresses are completely relative because we do want Excel to adjust both the references when we copy the formula down to the other departments. To enter an absolute address do one of the following: Create a formula as usual, typing a dollar sign ($) before the part of a cell address that

you would like to make absolute Create the formula as usual. After typing or selecting the cell address, press F4 to

add dollar signs. If you continue pressing F4, Excel will cycle through the possible alternatives of cell addressing.

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Excel Functions Functions are built-in Excel formulas. Every function has a name which usually suggests the type of operation it performs (e.g. SUM, AVERAGE). Like a formulas, a function always starts with an equal sign (=) which is followed by the function name. After the function name there are a set of parentheses which hold the function arguments inside. Arguments are the parts of the function that Excel requires to complete the calculation. For example, the function =SUM(A1:A10) will add all the numbers in the range specified inside the parenthesis. A function can be typed as you do any formula, inserted using the AutoSum icon or constructed using the Insert Function feature.

Typing a Function To type a function: 1. Select the cell to contain the function. 2. Type an equal sign (=), the function name, and the arguments to be used within

parenthesis. When you type a function in a cell, a convenient screen tip appears showing all the arguments (parts) of a function. For help regarding the function, click the function name which appears as a link within the screen tip.

3. Press ENTER to confirm the function.

Using the AutoSum Icon To sum data using the AutoSum function: 1. Select the cell to contain the formula result. 2. Click the AutoSum icon. 3. Excel guesses which cells you would like to include (normally those above the

selected cell) and highlights them with an animated border. If the incorrect cells have been highlighted, select the correct range.

4. Press ENTER to confirm the formula. The AutoSum icon includes a drop-down list of the most commonly used functions. To insert a function: 1. Select the cell to contain the formula result. 2. Click the down arrow next to the AutoSum icon. 3. Click the desired function. Clicking the More Functions

option will open the Insert Function dialog box. 4. Select the appropriate range (or fill in the required

arguments). 5. Press ENTER to confirm the formula.

Figure 33 - AutoSum icon

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Using the Insert Function Feature The Insert Function feature guides you through the process of constructing a function. To access the Insert Function dialog box (see Figure 34), click the down arrow next to the AutoSum icon and then choose More Functions. Or, click the Insert Function icon located on the left side of the Formula Bar. Figure 34 – Insert Function dialog box Search for a function by typing a natural language query (for example, “How do I count the number of people on my staff list”) and the Insert Function feature will return a list of recommended functions you can use.

To construct a function using the Insert Function feature: 1. Select the cell to contain the formula result. 2. Click the Insert Function icon or click the down arrow next to the AutoSum icon and

choose More Functions. 3. The Insert Function dialog box will appear as shown in Figure 34. Select the

appropriate category. If you are not sure which category to choose to find the function, select the All category.

4. In the Select a function box, select the required function. Click OK. 5. In the second dialog box that appears (see ), type or select the arguments to

be used in the function. Figure 35

6. Click Ok to complete the function.

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Figure 35 - Specify the arguments for the function

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Setting Up a Worksheet for Printing Before printing, you need to perform some fine tuning to make sure your worksheet prints the way you want it to. Using the Page Setup command, you can set margins, compress the worksheet to print onto one page, insert headers and footers, etc... To access the Page Setup dialog box, choose File>Page Setup. All the Page Setup commands will be applied to the active worksheet (i.e. the sheet tab that is selected). To apply the same commands to multiple worksheets, select the sheet before accessing the commands.

Changing Margins 1. Choose File>Page Setup. 2. Click the Margins tab (see Figure 36). 3. Type or select new measurements for the margins in the Top, Bottom, Left and Right

boxes. Click OK.

Figure 36 – Changing margins of a worksheet using the Page Setup dialog box

Changing Page Orientation 1. Choose File>Page Setup. 2. Click the Page tab (see ). Figure 373. Select the option Portrait or Landscape in the Orientation area. Click OK.

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Figure 37 - Page Setup dialog box with the Page tab selected

Figure 37

Compressing a Worksheet In the Page Setup dialog box, you can choose how many pages on which to print your worksheet. To compress a worksheet: 1. Choose File>Page Setup. 2. Click the Page tab (see ). 3. In the Scaling area, select the option Fit to. In the boxes to the right, indicate how

many pages wide and tall you would like to use to print. 4. Click OK. The Adjust to option is better used to increase the size of the printed worksheet (100% is actual size). Also use this command when working with a very large, but not proportionate table, where you have inserted page breaks.

Adding Headers and Footers Headers and footers contain text or codes to be printed on the top and bottom of each printed page, for example, page numbering, the worksheet or workbook name, etc... To insert or edit headers and footers: 1. Choose File>Page Setup. 2. Click the Header/Footer tab (see ). The Header and Footer boxes show the

present headers and footers for the active worksheet. Figure 38

3. To create or edit the header, click the Custom Header button. To create or edit the footer, click the Custom Footer button. Excel will display the Header or Footer dialog

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box which is divided into three sections (see Error! Reference source not found.). Each section corresponds to the horizontal position on the page.

4. Insert the data for the header and footer by typing or clicking one of the icons located inside the dialog box (see the table below for a description of the icons).

5. Click OK to close the Header or Footer dialog box. 6. Click OK in the Page Setup dialog box.

Figure 38 - Page Setup dialog box with the Header/Footer tab selected

Repeating Column and Row Labels on Every Printed Page When printing very large tables, you may require column headings and/or row labels printed on every page. 1. Choose File>Page Setup. 2. Click the Sheet tab (see ). Figure 373. To repeat column headings at the top of each printed page, click inside the Rows to

repeat at top box. In the worksheet, select the range or row containing the column headings. To repeat row labels on the right side of each printed page, click inside the Columns to repeat at left box. In the worksheet, select the range or column containing the row labels.

4. Click OK.

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Printing

Print Preview Before you print, it is a good idea to check your worksheet using the Print Preview command. To preview an entire worksheet before printing: Click on the Print Preview icon or, Choose File>Print Preview.

Printing an Entire Worksheet To quickly print all the data in a worksheet: click on the Print icon. To print more than one worksheet, select the sheets before accessing the menu.

Figure 39 - Print dialog box

Figure 39

Printing Parts of a Worksheet To print a range of data in consecutive order: 1. Select the range to be printed. 2. Choose File>Print or press CTRL+P. 3. In the Print what area (see ), select the option Selection. To view what the

print will look like before printing, click the Preview button. 4. Click OK.

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If you select ranges that are not in consecutive order, Excel will print each range on a separate page. To print non-consecutive ranges together on the same page: 1. Ensure that the ranges to be printed are in consecutive order by hiding the columns

and rows that you do not want printed. To hide a column, select the column(s) and choose Format>Column>Hide. To hide a row, select the row(s) and choose Format>Row>Hide.

2. Select the range to be printed which is now in consecutive order. 3. Choose File>Print or press CTRL+P. 4. In the Print what area, select the option Selection. To view what the print will look like

before printing, click the Preview button. 5. Click OK. Working With Page Breaks

Inserting and Deleting Page Breaks To insert a page break: 1. To insert a vertical break, select the column to the right of where you would like the

break inserted. To insert a horizontal break, select the row below where you would like the break inserted.

2. Choose Insert>Page Break. The page break will appear as a dashed line. To delete a page break: 1. To delete a vertical break, select the column to the right of the break. To delete a

horizontal break, select the row below the break. 2. Choose Insert>Page Break. The page break will appear as a dashed line.

Using Page Break Preview Page Break Preview gives you a view of how your worksheet breaks into pages. To switch to Page Break Preview, choose View>Page Break Preview. Page breaks appear on the screen as blue lines running horizontally and vertically within the worksheet. A dashed line represents a soft page break inserted by Excel. A solid line represents a hard page break inserted by you. To adjust a page break, point to the line with the mouse. When it becomes a double arrow, click and drag the break to the desired position. To return to Normal view, choose View>Normal.

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Working With Toolbars To display or hide any toolbar in Excel (or any Microsoft Office application) do one of the following: Choose View>Toolbars. Excel will display a list of the toolbars available. Click the

required toolbar. Right-click any icon displayed on the screen. Click the required toolbar from the

shortcut menu that appears.

Figure 40 - Displaying a toolbar on the screen

Moving a Toolbar A toolbar can be placed anywhere on the screen. If it appears in the working area of the screen, the toolbar will have a title bar. To move the toolbar, click on its title bar and drag it to the new position. Or, double-click on the title bar to move it back to its previous position outside the working area.

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Figure 41 - If a toolbar appears outside the working area of the screen, it will not have a title bar. To move the toolbar, use the handle on the left side of the bar.

If multiple toolbars are displayed on the same row or icons are displayed larger, there may not be sufficient space on the screen to display all icons. If you prefer not to rearrange the toolbars, you can still access these icons by clicking on the arrow to the right of the toolbar

Figure 42 - Viewing hidden icons

Adding and Removing Icons To quickly add or remove icons from a toolbar: 1. Click on the Toolbar Options arrow located on the far right of the toolbar from which

you would like to add or remove an icon. 2. Choose Add or Remove Buttons, then click on the name of the toolbar (e.g. Standard,

Formatting…). A list of available icons will appear (see ). To add additional icons not listed, use the Customize command.

Figure 43

Figure 43 - Adding and removing icons from a toolbar

3. Click on an icon to add or remove it from the toolbar. Icons with a check mark next to them already appear on the toolbar.

4. When you have finished selecting icons, press ESC (four times) until the icon list and menu options disappear, or click anywhere within the document.

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Index

A

Absolute cell addressing, 31 AutoFill Options button, 28 AutoFit, 25 AutoRecover, 6 AutoSum, 33

B

Borders, 20 adding, 21 drawing, 21 icon, 21 removing, 21

C

Cell addressing, 1, 31 absolute, 32

Cell pointer, 2 finding, 2

Cells, 1 Clipboard task pane, 29 Columns, 1

adjusting width, 25 deleting, 24 inserting, 24

Colums adjusting width, 25

Copy data Clipboard task pane, 29

Copying data, 27 methods, 28 using Drag-and-Drop, 27 using icons and keyboard, 29 using mouse, 28 using the mouse, 29

D

Data deleting, 17 editing, 17 entering, 14 formatting, 20 types, 14

Deleting contents of a cell, 17

Document Recovery task pane, 6

Drag-and-Drop method, 27

E

Editing data, 17 Entering data

data types, 14 error checking, 14

Error checking, 14

F

File. See Workbook Format Painter icon, 23 Formatting, 20

borders, 20 clearing, 23 copying, 23 menu, 20 shading, 22 structure of a worksheet, 24 toolbar, 20

Formatting toolbar, 20 Formulas

entering, 15 mathematical operators, 15

Functions, 33 arguments, 33 AutoSum, 33 inserting, 34 Paste Function feature, 34 typing, 33

G

Go To command, 3 Gridlines, 1

H

Headers and footers, 37

K

Keyboard shortcuts, 2

M

Margins, 36 Mathematical operators, 15 Move data

Clipboard task pane, 29 Moving data, 27

methods, 28 using Drag-and-Drop, 27 using icons and keyboard, 29 using the mouse, 29

My Places Bar adding an icon, 7 moving an icon, 7

N

Name Box, 2 Navigating

Go To command, 3 keyboard, 2 mouse, 2 within a worksheet, 2

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New Document Task Pane, 5

O

Open document, 5

Open dialog box, 6 Orientation

page, 36

P

Page Break Preview, 40 Page breaks, 40

deleting, 40 inserting, 40 viewing, 40

Page Setup changing margins, 36 command, 36 compressing a worksheet, 37 headers and footers, 37 page orientation, 36 repeating column and row labels, 38

Paste Function feature, 34 Paste Options button, 30 Print Preview, 39 Printing, 39

entire worksheet, 39 Page Setup, 36 parts of a worksheet, 39 repeating column and row labels, 38

R

Range, 1 Relative cell addressing, 27, 31 Rows, 1

adjusting height, 25, 26 deleting, 24 inserting, 24

S

Save dialog box, 6 Screen, 1 Scroll bars, 2 Selecting, 18

cell, 18 column, 19 entire worksheet, 19 multiple ranges, 18 multiple worksheets, 11 range, 18 row, 19

Shading

cells, 22 Smart dialog boxes, 6 Smart tags, 28 Smart Tags

Paste Options button, 30 Special characters

inserting, 16, 17 Symbols

inserting, 16

T

Tab split box, 11 Task Panes, 4

Clipboard, 29 displaying, 4 Document Recovery, 6 New Document, 5 parts, 4 switching between, 4

Toolbars adding/removing icons, 42 moving, 41 viewing, 41

U

Undo command, 18

W

Windows in Taskbar command, 9 Workbook, 1, 5

closing, 8 new, 8 opening, 7, 8 saving, 9, 10 switching, 9 switching between, 9

Worksheet deleting, 12 navigating, 2

Worksheets, 1, 11 change default number, 12 coloured tabs, 12 compressing in print, 37 copying, 13 deleting, 12 inserting, 12 moving, 13 renaming, 12 selecting, 11 selecting parts, 18 sheet tabs, 11 switching between, 11

September 2004 Computer Skills Programme, SDG, AFHO