Lesson 1 Tutorial - Getting Started in Excel 2007

8/3/2019 Lesson 1 Tutorial - Getting Started in Excel 2007

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Creating your first spreadsheet

This is what your Excel window may look like after you select call A1. Notice that its highlightedin the figure below and that the headings are shaded in a different color.

For our first example spreadsheet, well create a simple sales report. To begin, youll want tocreate headers for the rows and columns.


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S tarting Your Workbook 1. Click on cell A12. Enter Month into cell A13. Move the cell pointer to B1 using the right arrow key, type Projected Sales and press

Enter

Filling in the Data

1. Move the cell pointer to A2 and type Jan2. Leave cell A2 selected. Move the mouse to

the bottom right of the selected area untilyou see a bolded plus sign.

3. Hold down the left mouse button and dragdownward until you see the word Dec in thepopup area.

4. Release the mouse button, and Excel willautomatically fill in the month names.


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E ntering the S ales DataFor this exercise well assume that we want the sales to increase by a certain percentage eachmonth by 3.5 percent. Well therefore declare that our forecasted sales for January will be$50,000 and each month will increase by use of a formula for which well create.

Steps:1. Move the cell pointer to B2 and

type 50000.2. To enter a formula, for Februarys

projected cells move to cell B3 andenter the following in the formulabar: =B2*103.5%

3. Press the green check box to enter the formula.

4. To copy the formula to the

remaining cells, highlight cell B3.Right click and select the Copyoption.

5. Move the mouse to highlight thecells from B4 to B13. Right clickand select Paste.

The spreadsheet will now look like the sample below.


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E diting the DataYou may wish to modify you spreadsheet further to make it more presentable. For instance,you may wish for you spreadsheet to have a title or heading so that the user knows what he or she is looking at.

There are two basic ways to add a header. One way is adding a header from the Insert ribbontab but a more commonly used header type is using the existing cells in the top row of theworksheet.

To add a header youll need to utilize the Merge and Center Tool. Here are the steps below tomake a header.

Adding a Header Using the Merge and Center Tool1. Insert a new row at the top

a. Select the row heading of the letter A so that the entire row is highlighted.

b. Right click the heading and select the Insert option. Notice that Row 1 is nowempty and that therest of the datashifted downward intothe lower rows.


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2. Add the heading texta. Selecting cell A1 and typing

Projected Sal es Tabl e .b. Select the Bold button to bold

the text. Press Enter

3. Merge and Center the Headinga. Click on cell A1b. Hold down the left

mouse button and dragthe mouse to highlightcell B1.

c. Click on the Homeribbon tab to view theMerge and Center ribbon button.

d. Move the mouse over

the Merge and Center button and click it.

Adding More Worksheets to the Workbook An Excel file is often referred to as a workbook. Like any book, there are multiple pages or sheets.

In each Excel file there are separate worksheets, separated by page tabs located at the bottomof the screen.

So far, weve just completed our sales forecast table on Sheet 1 of the workbook. Suppose we wanted to keep track of annual sales forecasts on separateworksheets. Here are some steps to complete this task.


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E dit the Original Heading to Make it Distinct The original heading doesnt indicate for what year it represents. If we want to show forecastsfor several years or more, we need to specify the year.

1. Edit the Headinga. Select cell A1b. DoubleClick onto the cell near the

rightmost side of the text to get theblinking text cursor

c. Add the year number 2012 to the rightof the field and click Enter

2. Edit the Worksheet taba. Right click on the tab labeled Sheet 1

b. Select the Rename optionc. Type Proj Sales 2012 in the fieldd. Select Enter

Copying a Worksheet In our scenario well need the same spreadsheet layout for the following year so we can useour original sheet as a template. In most cases we could highlight, copy, and paste data fromone worksheet to another but there is another way that we can easily copy data from oneworksheet to another worksheet.

1. Right click the Proj Sales 2012 tab at thebottom of the window

2. Select Move or Copy3. At the Move or Copy window shown to

the right, ignore the To-book field.4. Make sure that Sheet2 is highlighted in

the Before sheet field.5. Check the Create and copy checkbox.

(Unchecked by default)6. Click the OK button.


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As you can see from the image that the new tab is created and called Proj Sales 2012 (2).

Repeat the Editing the Worksheet steps so that the tab reads Proj Sales 2013. Also, repeat theEdit the Heading steps for Proj Sales 2012 (2) so that the heading for this worksheet readsProjected Sales 2013.

E dit the Data in the New Workbook Notice that in the Projected Sales 2012 worksheet,the sales projection for December was just less than$23,000. Suppose therefore that the sales projectionfor January 2013 will be 75,000. Since all the other months are dependent upon whats in the cell for themonth of January, we can therefore just change justone field in the new worksheet to get new values.

1. Click on the Proj Sales 2013 worksheet tab2. Click on Cell B33. Change the number from 50000 to 750004. Click Enter

You new worksheet will now look something similar to this.

Comparing Data S ide by S ide in the S ame Worksheet Constantly clicking tabs to see the data can often become cumbersome. Its also difficult to doany proper analysis if you cant see the data all at once. Heres a way to do a side-by-sidecomparison of the existing workbook.


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Well begin by making a third worksheet called Combined Proj Sales and well paste theprojected sales values in separate columns. Afterward, well include some calculations so thatwe practice using formulas.

Make Another Copy of the Proj S ales 2012 Worksheet Since this spreadsheet has half of the data that we need , well use it as a template for the thirdworksheet. Well repeat the steps to Copying a worksheet:

Right click the Proj Sales 2012 tab at the bottom of the window

1. Select Move or Copy2. At the Move or Copy window shown to the

right, ignore the To-book field.3. Make sure that Sheet2 is highlighted in the

Before sheet field.4. Check the Create and copy checkbox.

(Unchecked by default)5. Click the OK button.

Your tabs will now look like the figure shown belowwhere you have a new worksheet calledProj Sales 2012 (2).

Follow these steps to renaming the tab and to renaming the Heading:

1. Edit the Worksheet taba. Right click on the tab labeled Proj Sales 2012 (2)b. Select the Rename optionc. Type Proj Sales Comparison in the fieldd. Select Enter

2. Edit the Headinga. Select cell A1b. DoubleClick onto the cell near the rightmost side of the text to get the blinking

text cursor c. Hit the Backspace key until the year number 2012 is deleted. Then type the

word Comparison. Click Enter.d. You may need to expand Column B to see the entire title of the Heading


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Your new worksheet will now look something likethe diagram to the right:

Well need to make a few additional editsillustrated in the steps below:

1. Click on cell B2 then double-click the cellto edit the text.

2. When all the text is highlighted click theright arrow key one time to place theblinking cursor to the right.

3. Add the year 2012 so that the text readsProjected Sal es 2012 .

Next, well need to add the sales data from theProj Sales 2013 worksheet. Heres is where welldo a standard copy and paste and edit theheadings accordingly.

Copy and Paste the Data from Proj S ales 20131. Click on the Proj Sales 2013 tab at the bottom of the window.2. Highlight cells B3 to B14, right click and select Copy.3. Now click on the Proj Sales Comparison tab.4. Click on Cell C3. Right click the cell and select Paste.

The values will appear as they did in the previous worksheet.5. Edit the Column Heading so that it says

Projected Sales 2013.E dit the Heading Again Using the Merge and Center ToolWeve already got a heading thats been modified using the Merge andCenter tool. However, with the addition of the new column our headingis likely shifted to the left. We therefore want to re-merge the heading.

To adjust the heading, follow these steps:

1. Click on Cell A12. Hold down the left mouse click button and drag over to cell C1. When its highlighted,

release the button.3. Click the Merge and Center Button two times. (Once to disableit, a second to enable it

with the newly selected cells).

Your new worksheet will now look something like the figure on the following page:


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Working With Basic Formulas

Autosum Autosum is a built-in function that allowsyou to add calculations to your worksheetmore quickly. Lets use the autosum toadd annual totals to our new worksheet.Follow these steps:

1. Click on the cell B15.2. Go to the Home ribbon tab and

select the Sum ( ) button. All thecells filled with numbers will

therefore be automaticallyhighlighted as demonstrated in thefigure to the right.

3. Click enter 4. Repeat steps 1 -3 for cell C155. Hightlight cells B15 and B14


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6. Click on the Bold button to bold the totals.

Other FormulasExcel comes with a vast number of useful functions and there are many instances where wecould create our own function just by knowing some of the basic operators such as =, +, -, *, /.

For this lesson we will focus on subtracting and dividing so that we could get the changes insales and the percent changes in sales by month.

Changes in S ales by MonthFor this step we will practice creating our own formula to find the difference in sales for eachmonth of the year. For instance, we want to see how many dollars are expected to be made inJanuary 2013 in comparison to January 2012.

Steps to creating the custom formula for subtracting cells:

1. Go to the Proj Sales Comparison worksheet and select cell D3

2. Go to the Function bar and click inside the Formula field show below

3. In the field, type: = C3 B3 and select Enter 4. Select cell D3. Right click and select Copy.5. Highlight cells D5 D14, click Paste.

Note: Alternately, we could use the Sum function for this step but we have to make sure tonegate the second number. For example, in the step above we could have written =SUM(C3,-B3).

Percent Changes in S ales by MonthFor this step we will create a more advance formula to find the percent difference in sales for each month of the year. For instance, we want to see by what percent difference will saleschange in January 2013 in comparison to January 2012.

Steps to creating the custom formula for percent difference cells:

1. Go to the Proj Sales Comparison worksheet and select cell D32. Go to the Function bar and click inside the Formula field show below

3. In the field, type: = (C3 B3)/B3*100% and select Enter 4. Select cell D3. Right click and select Copy.5. Highlight cells D5 D14, click Paste.


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After adding some relative headings to the new columns, your new worksheet will looksomething like this:

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Lesson 1 Tutorial - Getting Started in Excel 2007