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Lesson 1: Exploring Excel 2007
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Presenting Excel 2007 Excel can be used for a wide variety of
tasks: Creating and maintaining detailed budgets Tracking extensive customer lists Determining business/sector profitability Creating tables to organize information Tracking employee information Producing detailed charts to graphically display information Determining future value of an investment, present value of
an annuity, or payment for a loan Working with reports exported from small business
accounting software programs such as Intuit’s QuickBooks®
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Exploring the Excel Program Window
Worksheetarea
Office button Title barQuick Access toolbar
Ribbon
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Using Worksheets and Workbooks An Excel file is called a workbook A workbook can be made up of many
worksheets
Notice that this workbook has five worksheets, as it has five tabs—one for each worksheet
Click this last tab to add a new worksheet
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Naming Cells A worksheet is set up as a grid with rows
and columns Intersection of each row and column = cell
Each cell has its own name (reference)
Active cell is where data entered is displayed
The active cell’s reference is H4, as displayed in the Name Box
The cell name is derived from the column and row headings
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Moseying Around a Worksheet You can move around a worksheet in a
variety of ways: By using the keyboard By clicking with the mouse By using the scroll bars
When you use the scroll bars, the active cell will remain the same as you travel the worksheet.
When you move by keyboard or mouse, the active cell will change as you move.
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Mousing Around in Excel There are a wide variety of mouse pointer
shapes, each with a different purpose
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Navigating with the Scroll Bar
Arrows let you scroll line by line
Drag the scroll box to control your scroll
Click the scroll bar to move one screen view at a time
Remember that when you navigate with the scroll bar, the active cell does not change.
The vertical and horizontal scroll bars both work the same way
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Working with Tabs and the RibbonTabs
Arrangement of buttons can vary
Groups Commands
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The Office Button Access a menu that
allows you to issue commands at the “file” level:
Open an existing workbook Save the current workbook Print the workbook Change options for working
with Excel
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Contextual Tabs
Appear in context with the task being performed
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Dialog Box Launcher
When you click the Dialog Box Launcher in the Font group, the Format Cells dialog box will open with the Font tab displayed
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Hide the Ribbon Create more room on the screen to work
Expanded view
Collapsed view
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Entering Data in Excel When you type, data is entered into the
active cell Constant value
Does not change as other cells are updated
Formula Causes values displayed in the cell to change when data in
the referenced cells change
Text is an example of a constant value
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Accepting Data into Cells Completing the entry
Click in another cell Click the Enter button on the Formula Bar Use a keystroke:
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Working with Numbers Numbers can be used in formulas and
functions Number entries can include the digits 0-9
and + - ( ) , / $ % . * Enter numbers without formatting and
apply the formatting later, except… You must enter a decimal or indicate a negative number with
a minus sign or parentheses
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Understanding Save Concepts
Save a previously saved
document with the new, edited
version
Set the name, location, and/or file type for a workbook
Use Save As for new or existing workbooks.
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From the Keyboard Many commands can be issued right from
the keyboard!
In this example, you can hold down (Ctrl) and then tap the (S) key to save your workbook
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Closing Documents The Office Button menu contains the
Close command
If changes were made since the last Save, Excel asks to save before closing.
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Exiting From Excel The Office button contains the Exit Excel
command
Closes the application and all open workbooks
Closing Excel and other programs you know you won’t be using frees up memory for other programs.
Lesson 2: Editing, Viewing, andPrinting Worksheets
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Opening Workbooks The Office Button menu contains the
Close command
Excel will display an Open dialog box so you can navigate to your file
You can double-click a document name icon to open it.
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Editing Entries Replacing vs. Editing Entries
Edit – Long entries where retyping would be tedious or difficult
Replace – Simply entries
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Deleting Characters Backspace vs. Delete
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Excel Ranges Range
Named by taking the top-left cell and the bottom-right cell Cell references separated by a colon (:)
Range A1:A2
Range A6:D10
Range A4:E4
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Selecting Cells and Ranges You must select a cell or range before you
can edit it!
There are many selection techniques; use the one that works best for your situation.
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Cut, Copy and Paste Select cells before issuing a Cut or Copy
command Position the highlight at the desired
location before issuing the Paste command The range you paste will overwrite any cells in the paste
area
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Copying and Moving Text Cut, Copy, and Paste Select cell(s) before cutting or copying Move or copy text from one location
to another In the same workbook To different workbooks To different applications
Copy
Cut
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Methods of Moving and Copying Ribbon commands Clipboard
Click the dialog box launcher of the Clipboard group
Right-click and choose from the context menu
Drag and drop
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Undo and Redo Undo
Reverses last command Undo multiple actions
Redo Reverses Undo Not available until Undo has been used
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Clearing Stuff From Cells Contents Formatting Comments Everything
When you click the Clear button in the Editing group on the Home tab of the Ribbon you will see a menu that allows you to choose what you want to clear.
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AutoFill Quickly extend a series, copy data, or
copy a formula into adjacent cells with the fill handle
Copy an entry Expand a repeating series of numbers AutoFill of date entries
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AutoComplete If the first few characters you type match
another entry in the column— AutoComplete will offer to complete the entry for you
Accept by tapping [Enter] Reject by typing the remainder of the entry
yourself
In this example, AutoCorrect is suggesting the word “mechanic”
AutoComplete will complete the entry case sensitive.
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Page Layout View See how your spreadsheet will appear
when you print it, page by page Add headers and footers and edit your
worksheet in this view
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Zooming Through Your Worksheet Zoom in to get a close-up view of a
worksheet Zoom out to see the full view
Zoom group on the View tab of the Ribbon
Zoom commands at the bottom-right corner of the Excel window
Zooming does not affect how a worksheet will print.
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Print Preview See exactly how a worksheet will look
when printed Cannot edit in this view
The Print Preview Ribbon will appear when you are in that view
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Printing Worksheets Multiple options:
Quick Print Print dialog box Print selection
Add the Quick Print command to the Quick Access toolbar
Access the Print dialog box through the Office button menu
Lesson 3: Working with Formulas andFunctions
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Formulas and Functions Formula
Simply a math problem done in Excel
Function Prewritten formula that helps simplify complex procedures
(for numbers and text)
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AutoSum Automatically sums a column or row of
numbers
In this example, cell B11 was active and then the AutoSum command was issued; Excel will propose to add the numbers above the cell
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Status Bar Functions and Customization
Right-click on the status bar to display a context menu Customize what you see on the status bar
Notice the functions displayed on the status bar
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Creating Formulas Start with “ = ” Use cell and range references when
possible Arithmetic operators in formulas:
Addition: + Subtraction: - Multiplication: * Division: / Exponentiation: ^ Percent: % Grouping: ( )
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Cell and Range References Advantages: When references are used, formulas can
be copied to other cells Since a reference refers to a cell or a
range of cells, the formula results are automatically recalculated when the data is changed in the referenced cell(s)
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Please Excuse My Dear Aunt Sally Determines the order of operations in
formulas: P – Parentheses E – Exponents M – Multiplication D – Division A – Addition S – Subtraction
Remember the order: “Please excuse my dear Aunt Sally.”
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Using Cell References in Formulas Relative
When you copy a formula, the cell references update automatically and refer to new cells relative to the new formula cell
Absolute Absolute references always refer to the same cell,
regardless of which cell the formula is moved or copied to
Absolute cell references are denoted with $ signs.
The examples displayed here show both relative and absolute cell references
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Modifying Formulas Can modify in one of two places:
Formula Bar In cell
Notice the insertion point in the Formula Bar; the active cell (B6) is being edited
Referenced cells are outlined in various colors
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Copying Formulas Copy and Paste
OR
AutoFill
If you use the fill handle, you can click the AutoFill Options button to choose to copy the information from the source to destination cells
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Displaying Formulas Choose to display formulas, rather than
the resulting values, in cells
Use the Show Formulas button to toggle between displaying formulas and values
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Formula AutoComplete Jumps into action once you type “ = ” and
the beginning letters of a function in a cell
You can choose from the functions suggested by Formula AutoComplete
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The Function Wizard Clicking the Function Wizard button
displays the Insert Function dialog box
The Insert Function dialog box provides access to all of
Excel’s built-in functions
The Function Arguments dialog box allows you to determine the cell or range of cells to be included in the function
Lesson 4: Formatting the Contents of Cells
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Formatting Methods
Font group on the Home tab of the Ribbon
The Mini Toolbar appears when text is selected
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Live Preview Place the mouse pointer
over a formatting option to see a live preview of how the selected cells will be affected if the formatting command is issued
Notice the actual size of the text displayed in the font size box
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Aligning Cell Entries By Default:
Text entries are left aligned Number entries are right aligned
Notice how the text is lined up along the left side of the cells and the numbers are lined up along the right side
These defaults can be changed!
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Indenting the Contents of Cells Offset text and numbers
from the left and right edges of cells
The types of income are indented below the Income title
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Text Control Options Merge . . . across cells Wrap . . . within cells Shrink . . . to fit inside of a cell
Text control commands are located on the Alignment tab of the Format Cells dialog box
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The Merge and Center Command Merges selected cells and changes
alignment of new “single” merged cell to center
Mendy’s Computer Services is contained in cell A1 (see the Name box), but is now merged over cells A1:E1 and centered in the new cell
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Number Formatting Formatting becomes the “property” of a
cell If you replace the contents of a cell, the
formatting will apply to the new contents as well
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The Format Cells Dialog Box Six tabs that allow you to format different
aspects of your worksheet:- Number - Border
- Alignment - Fill
- Font - Protection
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Borders Add borders to the edges of cells
Clicking the Borders button will display this menu, which allows you to apply the indicated border to the selected cells
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Fill Color “Fill” the cells of your worksheet with
colors or patterns!
Choose a color to the selected cells
Apply a pattern by choosing the Fill tab of the Format Cells dialog box
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Format Painter Copy text and number formats from one
cell to another Does not copy cell contents; only
formatting
If you double-click the Format Painter button, you can apply the selected formatting to multiple locations!
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Using Themes in Excel Easily apply formatting to your entire
worksheet Choose matching fonts and styles if you
are design-challenged!
Display a menu from which you can choose a theme to apply
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Formatting Dates Excel performs the following steps when
you enter a date in a cell: Recognizes the entry as a date if you enter it using a
standard date format (12/25/07, December 25, 2007, 25-Dec-07)
Converts the date to a serial number between 1 and 2,958,525
Formats the serial number entry with the same date format you used when you entered the date
Dates can be used: To display dates in cells using various formats In formulas
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Date Functions Insert a date function rather than type the date Date functions produce the current date and, depending on the
specific function, can update automatically Insert Function dialog box or type the function in the result cell Date functions are not case sensitive so you can type the
formula in lowercase
Lesson 5: Changing the Appearance of Worksheets
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Modifying Columns and Rows Resizing widths and heights Using AutoFit Insert and delete rows, columns, and cells Hiding and unhiding Vertical alignment Text rotation
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Changing Widths & Heights Set a precise width or height Manually drag/visually adjust Use AutoFit
The width of column A is being manually resized by dragging with a double-arrow
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AutoFit Entries Quickly and easily adjust the width or
height to fit the widest entry in a column or the tallest entry in a row
Double-click when you see the double-arrow between two column headers
You can AutoFit more than one row or column at a time by selecting multiple rows or columns
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Insert and Delete Columns and Rows
Insert and delete columns, rows, and cells as needed
The ability to insert and delete will come in handy when you want to restructure your worksheet after it has been created
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Inserting and Deleting Cells Add or remove a “chunk” or range of cells
from your worksheet May cause problems because it alters the
structure of your entire worksheet Use cautiously!
When you insert or delete cells, you will get a window that will allow you to choose how to shift the cells
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Hiding Columns and Rows Hidden rows/columns do not show or print Still part of the worksheet Values and formulas referenced by
formulas in visible rows and columns Useful when you want to focus attention
on other parts of the worksheet Must issue an Unhide command to make
them visible once again
Notice that row 1 and column F are hidden
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Vertical Alignment Sets how cell contents line up vertically in
a cell Top Middle Bottom
Vertical alignment buttons are in the Alignment group on the
Home tab of the Ribbon
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Text Rotation Change the angle at which text is
displayed in a cell
To specify a rotation not on the list, choose Format Cell Alignment and the Format Cells dialog box will be opened with the alignment tab displayed.
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Find and Replace Search for a particular word, number, cell
reference, formula, or format Replace allows you to you to find an item
and replace it with a specified item
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AutoCorrect Useful for replacing abbreviations with a
full phrase of up to 255 characters Automatically corrects common
misspellings and typographical errors Automatically capitalizes the first letter of
a day if you type it in lowercase Fixes words that have two initial capital
letters by switching the second letter to lowercase
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Finding Help Three methods by which to navigate help:
Question Box Browse Topics Table of Contents
The Browse Help categories
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Excel’s Proofing Tools Powerful proofing tools to aid in your
work! Spell Check Research Thesaurus Translation
Lesson 6: Discovering the Magic of Excel Charting
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Managing Worksheets Insert and delete worksheets
By default, you start with three worksheets per workbook
Rearranging, renaming, and formatting worksheets Move worksheet tabs in any order you wish Change the color of your tabs
The navigation buttons allow you to move through the tabs if they are not all visible
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Chart Creation in Excel Integrated chart engine OfficeArt:
Charts are now created as OfficeArt objects and therefore are more easily formatted and manipulated
Two locations for charts: Embedded in a worksheet with the data On a separate worksheet
If you create a chart and then tap the (F11) key, the chart will be placed on its own worksheet.
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Source Data for Charts Very important! Select the correct data as
the source for the chart!
The ranges A4:A7 and F4:F7 have been selected as the location of the source data for the chart
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Chart Types 11 major chart types
Each has many subtypes
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Chart and Axis Titles Create titles for charts and their
vertical/horizontal axes.
Chart title
Vertical axis title
Horizontal axis title
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Chart Tools Chart Tools appear as contextual tabs of
the Ribbon when a chart is selected
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Embedded Charts: Moving & Sizing
Embedded charts can be moved around the worksheet in which they are embedded
Can be resized, too
When you see a double-arrow, click and drag to resize the chart
Click and drag with a four-way arrow to move the chart to a new location
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Line Charts Compare trends over a period of time
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Pie Charts Graphically display the parts of a whole
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Previewing How a Chart Will Print Preview how charts will appear when
printed
A print previewed chart will display in black and white or in color, depending on the type of printer to which your computer is connected.
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Printing Charts Print after previewing with a single click Print without previewing first
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Modifying Existing Charts Modify any chart object after the chart has
been created Size Font Color Placement of title Number formatting Background color Add/remove chart elements such as legends You can even move an embedded chart to a separate
worksheet and vice versa…
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Formatting Chart Elements Must first select an element before making
changes Changes can be made on the Chart Tools
tabs or with the formatting commands on the Home tab
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Chart Styles Chart styles will be displayed on the
Design tab of the Ribbon Based on the type of chart selected
Lesson 7: Working with Large Worksheets
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Sort Buttons Sort by one column only
Sorting by a Single Column
If a sorting problem occurs, close without saving and revert to presorted data.
Ascending Descending
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Sorting Selected Rows Select rows to sort if
No blank row separates the list from a total row List contains other rows that should not be sorted
Select entire rows, not individual cells
Sort is based on column A
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Sorting by Multiple Columns DataSort & FilterSort
Sort by any number of columns
Any same last names are then sorted by first name
Sort each column in ascending or descending order
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Freezing Rows and Columns
Use Freeze Panes to lock the headings in worksheets containing more rows or columns than can fit on one screen.
Leaves row 1 visible when scrolling down
Leaves column A visible when scrolling right
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Splitting the Worksheet Window View different sections (window panes) of
a worksheet at the same time
Separate scroll bars for horizontal panes
Separate scroll bars for vertical panes
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Page Layout View Display results of changes to print options
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Navigating with the Scroll Bar
Page Layout tab on the Ribbon
Page Setup dialog box launcher
Paper size
Portrait
Landscape
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Margins
Center worksheet
Change worksheet or header/footer margins
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Scaling Options Shrink data to fit fewer
printed pages Change width and height in
proportion:
Change just the height when worksheet is very wide:
Check legibility in Print Preview!
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Pre-Designed Headers and Footers
Header: Prints at the top of every page
Footer: Prints at the bottom of every page
Choose pre-designed item from list
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Custom Headers and Footers
Combination of text and codes
Text only Code
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Setting Title Rows and Columns
Page 1
Page 2
Selected rows and columns to print on all pages
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Sheet Options
With headings
Gridlines
No gridlines
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Page Break Preview
Displays page numbers
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Page Break Preview
Adjusting an automatic page break (dashed line)
Manual page breaks (solid lines)
Lesson 8: Adding Graphics to Worksheets
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Inserting Pictures from Files
Displays the Insert Picture dialog box to select a file
Insert tab
Inserted picture is selected
Deselect selected image by tapping (Enter).
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Inserting Clip Art
Displays the Clip Art task pane
Insert tab
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Clip Art Task Pane
Clip are in a web collection is marked with a globe icon.
Movies and sounds do not operate in Excel
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Moving an Image Move photos, shapes, and text boxes
Move pointer
Drag picture to new location
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Sizing an Image Resize photos, shapes, and text boxes
Drag a corner sizing handle to maintain proportion
Drag a horizontal or vertical sizing handle to distort proportion
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Rotating an Image Rotate photos, shapes, and text boxes
Drag the rotation left or right
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Scaling an Image
Change height automatically
Scales width in same proportion
Width changes with dialog box is closed
100% 80%
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Cropping an Image
Cropping tool
After cropping
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Recoloring an Image
Choose a color mode, dark variation, or light variation
Format tab
Before recoloring
After recoloring
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Adjusting Brightness and Contrast
Change the brightness level or adjust contrast of black-to-white values
Format tab
Before adjusting
After adjusting
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Adding a Picture Style Apply a picture frame or style
Before After – Reflection picture style
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Adding a Picture Effect Apply a preset style or choose an effect
Before After – Blurring image outline
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Resetting an Image Restore an image as it was when first
inserted
Before resetting
After resetting – Image size is restored
Format tab
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Inserting Shapes Choose a shape from a submenu of eight
categories
Just begin typing; text wraps automatically.
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Drawing Other Shapes
Oval
RectangleArrow
Line
Hold down (Shift) while drawing to constrain width to height; creates squares, circles, or lines at 45- or 90-degree angles.
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Formatting a Shape Select an object before applying
formatting
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Shape Formatting Techniques
Text box layered over a clip art image
Text box with no fill or outline over a clip art image
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SmartArt Charts Text within shapes to:
Summarize data Illustrate procedure or
process Show decision tree Present ideas
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Inserting SmartArt
Choose a category
Point to a design
Read text description and then choose a design
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Adding Text to Smart Art Use expand button to display outline pane
and type text
Demote (indent) with (Tab)
Promote (outdent) with (Shift)+(Tab)
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Format a SmartArt Chart Add, delete, or change a shape Change chart layout style Change fill and outline colors Change individual shape within chart Apply SmartArt style to chart
Lesson 9: Using Templates and Protecting Workbooks
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Templates Workbook designed to be reused Excel opens copy of template
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Creating Workbooks from Templates
Workbook saved outside Templates folder
Templates available at Office Online
New workbooks are based on the template; the template remains unaffected.
Pre-designed templates
Custom templates in Templates folder
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Creating a Template Create workbook with cell entries,
formatting, and graphics to be reused Use Save As command Change Save As Type to Excel Template
Use the Open command to modify the original template file.
Template name
File type
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Template Storage Locations
Choose My Templates to display templates in the default location
Default storage location for saving templates
Use the New from Existing command to base a new workbook on a template or workbook saved in a different location.
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Protecting Workbooks and Worksheets
Three levels: Workbook level Worksheet level Cell level
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Protecting Workbooks Protect against:
Moving a worksheet Adding/deleting worksheets Renaming a worksheet Changing the window size and position
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Protecting Worksheets
Choose exactly what users may change in each worksheet
Assign a password to prevent users from turning off protection.
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Unlocking Cells before Protecting a Worksheet
All cells are locked by default To allow editing in selected cells:
Remove checkmark to unlock them Protect the worksheet
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Protecting Workbooks with Digital Signatures
Authenticates that the workbook: Originated from you Came from a reliable source Has not been altered since it was saved
Methods Self-signature – limited security Via digital certificate – recommended
Your network security administrator can give you a digital certificate.
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Creating a Self-Signature Digital ID is valid only on your computer Not necessary if a digital signature is
installed
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Creating a Digital Signature Signing Methods
Invisible Signature line in worksheet
Sign using an existing digital ID or certificate
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Checking Signature Details Workbook status bar display button Signatures task pane
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