Microsoft Excel 2007 Tip Sheet

Excel Ribbon

Home Cut, Copy & Paste; Formatting; AutoSum; Find & Replace Review Spelling & Grammar; Research; Thesaurus; Translate; Comments;

Protect document

Insert Insert Pivot Tables, Pictures, Shapes, Charts, and Hyperlinks; Headers

& Footers; Insert Text Box, WordArt, Symbols, etc. View Document Views (Normal, Page Layout, Page Break Preview);

Show/Hide Options; Zoom Control; the old Window Menu options;

Macros

Page Layout Themes; Margins; Page Setup Options; Background; Print Titles; Scale

to Fit Options; Gridlines; Headings; Aligning & Grouping Objects Add-Ins The old Tools – Add In options

Formulas Functions; Formulas; Named Ranges; Formula Auditing; Calculation Contextual Any other tab that appear s. These tabs appear when a particular object is selected i.e. table, picture, chart, etc.

Data Importing & Exporting Data; Sort; Filter; Data Tools; Outlining

Quick Access Toolbar: contains commonly used commands. Click

on the down-arrow to customize.

Ribbon: Commands are now organized by their functionality and found on the ribbon. Word’s ribbon is divided into tabs: Home, Insert, Page Layout, Reference, Mailings,

Review, View, and Add-Ins.

Status Bar: Contains the Ready indicator, View buttons, and Zoom slider. Right-click on

status bar to customize it!

Help button: Click on the question mark to get to

Word’s Help screen.

Office Button: Most of the commands that you used to find under the File menu are

now located here.

View buttons: Used to switch to different views. The available views are Print Layout, Full Screen Reading, Web Layout,

Outline, and Draft.

Table

Contextual Tab: Only appears when the object (i.e.

chart in this case) is selected.

Chart

Worksheets

Rows & Columns: There are now over a million rows and over 16000 columns (A to

XFD) available per sheet!

Compatibility

The new default file extension for Excel 2007 files is

.xlsx

If you want to save your Excel files so that users on

previous versions can use them then use the Office

Button – Save As and set the Save As Type to Excel

97 – 2003 Workbook

Creating a New Workbook

1. Click on the Office button.

2. Click on the New button.

3. Click on one of the templates listed on the left side or

double-click on Blank Workbook.

Opening Workbooks

1. Click on the Office button.

2. Click on one of the files listed on the right

side of the screen if you want to open a recently used

file or click on the Open button to open another file

and navigate to the folder containing the file and

double-click on the file to open it.

Saving Documents

1. Click on the Save button on the Quick Access

Toolbar.

If it is the first time you are saving the document, you

will need to select the folder to save it in and type in a

name.

If it was already saved previously, it will just save it

over the old version and not ask you for a location or

name. If you DID want to give it another name, then

you would have to use the Save As option located on

the Office button.

Remember that you might want to save the document

as an Excel 2003-2007 type of workbook under the

Save As Type option in the Save As dialog box. This

will allow users with older versions of Excel to still

use your documents!

Printing/Previewing Documents

1. Click on the Office button.

2. Click on the Print button to open the

Print dialog box OR hover over the Print

button and then select the Print, Quick Print, or

Preview option on the right side of the screen.

Since you will be printing and previewing your

documents often, you may want to just add the print

and preview buttons to the Quick Access Toolbar. To

do this, click on the customize button and add them!

Preparing Documents for Distribution

If the document needs to be shared with others, you

may want to remove personal information and ensure

version compatibility.

1. Click on the Office button.

2. Hover over the Prepare option.

3. Click on Inspect Document.

4. Click on Run Compatibility Checker.

Undo/Redo

1. Excel remembers the last 99 actions that were taken and can Undo or Redo them.

2. To Undo your last action, click on the Undo button on

the Quick Access toolbar. You can keep clicking the

Undo button until you have backed up enough actions.

3. If you backup too much, you can click the Redo

button.

Formatting

1. Select the cell(s) first before you format.

2. Click on the Home tab to format the cells.

You can also right-click on the cell(s) to access the

formatting options.

You can also click on the little button to the right of

the Group Name to get to the dialog boxes that used to

be in the old versions.

Inserting Pictures

1. Click on the Insert tab.

2. Click on the appropriate button. (i.e. Picture, Clip Art)

3. If inserting Clip Art, then type in a descriptive word in

the Search for: box in the Clip Art task pane and click

Go. Click on the picture that you want to insert.

4. If inserting a Picture from your computer, then

navigate to the folder that contains the picture and

double-click the picture to insert it.

You will see a new “Contextual” tab appear called the

Format tab and above it you will see Picture Tools.

This only appears once you have the picture selected

and this is where all of the

buttons to edit the picture

will appear.

Page Setup Options

Page Setup options are now available on the Page

Layout tab.

You can now set your margins, change from portrait to

landscape, set paper size, set print area, breaks,

background & print titles from a click of a button.

Page setup options used to be available under File –

Page Setup…

Inserting Charts

1. Click in any cell that contains the data to be

charted OR select all of the cells to include in the

chart (don’t forget to select your title cells!)

2. Click one of the Chart choices on the Insert tab (i.e.

Column, Line, Pie, Bar, etc.)

Drag the background (white area) of the chart to move

it.

Drag a corner of the chart to resize it.

Use the new tabs that appear called Design, Layout or

Format under the title Chart Tools. These only appear

once the chart is selected and disappears if deselected.

Tables

The list option in previous versions is now called

tables.

You can select your data and click on the table button

on the Insert tab. This will then give you filtering

options and great table formatting options

Customizing Excel

1. Click on the Office button.

2. Click on Excel Options.

3. Click on each Option listed on the left and be sure to

scroll down on some screens to see all choices.

This used to be found under Tools – Options…

 

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Microsoft Excel 2007 Tip Sheet

• Office Toolbar:

o - Clicking this button causes a drop down menu to open which will allow you to do the following: start a new workbook; open a workbook, save a workbook, save as, print, prepare for distribution, send as e-mail attachment, internet fax; publish/distribute workbooks; close workbook.

o - Click this button to save your document.

o - Click this button to undo typing.

o - Click this button to repeat typing.

• Microsoft Office Word Help - You can get help using Microsoft Excel by clicking this button. (This button is on the second row of the toolbar on the far right.)

• Home tab- The following menus are labeled along the bottom of this tab and each offers the listed options: o Clipboard – cut, copy, paste, use format painter (to copy/paste formatting) o Font - edit font, font size, font style (bold, italics, underline); highlight; edit font color; add borders o Alignment – select text alignment for cells (top, middle, bottom, left, center, right); increase/decrease indents; rotate text; wrap

text; merge/center cells o Number – choose number format (currency, percent, comma, etc.; use drop down arrow for additional options);

increase/decrease decimal place o Styles – add conditional formatting to specific cells, convert cells to a table, format cell style o Cells – insert cell; insert and or delete: cells, rows, columns, or sheets; format cells (cell size, cell visibility, sheet tabs,

protection) o Editing – calculate sum of selected cells, fill cells, clear cell, sort and filter cells, find and select specific text

 

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• Insert Tab- The following menus are labeled along the bottom of this tab and each offers the listed options: o Tables - insert: pivot table, table o Illustrations - insert: picture, clip art, shapes, SmartArt o Charts – insert: column chart, line chart, pie chart, bar chart, area chart, scatter chart, other charts o Links - insert hyperlink o Text – insert: text box, header and footer, WordArt, signature line, object, symbol/ special character

• Page Layout Tab- The following menus are labeled along the bottom of this tab and each offers the listed options: o Themes - change the theme of the document (color, font, effects); change: color, font, effects of current theme. o Page Setup – set: margins, orientation, size, print area, page breaks; choose a background image, specify print titles o Scale to Fit – adjust width, height, and scale of document to print o Sheet Options – set view and print options for gridlines and headings

 

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o Arrange – arrange objects (bring to front, send to back, align, group, rotate), show selection pane

• Formulas Tab- The following menus are labeled along the bottom of this tab and each offers the listed options: o Function Library – insert function; insert specific function from drop down list: (AutoSum, recently used, financial, logical, text,

date and time, look up and reference, math and trig, more functions) o Defined Names – access name manager, define/name cells, choose a name to insert in a formula, generate names from

selected cells o Formula Auditing – trace precedents, trace dependents, remove arrows, show formulas, check for errors, evaluation formula,

access watch window o Calculation – specify when/how formulas are calculated (automatic, manual), calculate entire workbook, calculate current

sheet

• Data Tab- The following menus are labeled along the bottom of this tab and each offers the listed options: o Get External Data – get external data from: Microsoft Access, web, text file, other sources, existing connections o Connections – update information from a data source, display data connections, specify data range properties,

update/remove links o Sort & Filter – simple sort A-z, simple sort Z-A, advance sort, filter selected cells, clear filter, reapply filter, specify complex

criteria

 

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o Data Tools – separate content of cell into separate columns, remove duplicates, prevent invalid data, consolidate data, conduct what-if analysis

o Outline – group cells, ungroup cells, find subtotal/ total of selected cells, expand/collapse group of cells

• Review Tab- The following menus are labeled along the bottom of this tab and each offers the listed options: o Proofing - check spelling, do research (of reference materials), access thesaurus, translate o Comments - insert a comment, delete comment, view previous comment, view next comment, show/hide comment, show all

comments, show ink annotations o Changes – protect sheet, protect workbook, share workbook, protect and share workbook, allow users to edit

ranges, track changes

• View Tab- The following menus are labeled along the bottom of this tab and each offers the listed options: o Workbook Views – select view: normal, page layout, page break preview, custom, full screen o Show/Hide – show/hide: ruler, gridlines, message bar, formula bar, headings o Zoom - specify zoom level; zoom 100%; zoom to selection

 

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o Window - open new window, tile all open windows side-by-side, freeze panes, split window, hide/unhide window, view two worksheets side-by-side, enable synchronous scrolling, reset window position, save layout of windows, switch windows

o Macros - record a macro or access macro options

• Add-Ins Tab- The following menus are labeled along the bottom of this tab and each offers the listed options: o Menu Commands – convert to Adobe PDF, convert to Adobe PDF and e-mail, view results in Acrobat, change conversion

settings for Acrobat o Custom Toolbars – select an icon to convert to Adobe PDF, convert to Adobe PDF and e-mail, send for review