What is Excel? Spreadsheet Terminology Opening a new Workbook
Excel 2007s Interface Downloading & Saving Templates Selecting
Cells Entering and Editing Data Saving Workbook Changes &
Closing a Workbook Moving around a Worksheet Selecting Ranges
Selecting, Moving, and Copying Data Fill Handle and Auto Fill
Resizing Columns and Rows Word Wrapping Inserting Columns and Rows
Deleting Columns and Rows Clearing Cells Formulas and Functions
Copying Formulas and Functions (Relative versus Absolute
Referencing) Text Formatting Aligning Cell Contents Cell Borders
and Shading Number Formatting Page Formatting /Printing Windows
Applications Robert J Hancock Excel Introduction Page 1 Excel
Introduction Outline Slide 2 What is Excel and why use it? Excel is
a spreadsheet application program. Spreadsheet characteristics:
Organized as a large 2 dimensional table of columns and rows
Columns are labeled with alphabetic letter combinations Rows are
labeled with numbers The column label followed by the row label
identifies the address of each cell Excel 2007 provides
approximately 1 Million cells Text and numeric data is entered into
cells Text and numeric data can be sorted, summarized, and
processed with mathematical and logical operations. Spreadsheets
have broad application in both the business and home environments.
Typical business uses include accounting, statistical analysis, and
project management. Business forms are easily created (e.g.,
invoices, purchase orders, etc.) Excel Introduction Page 2 Windows
Applications Robert J Hancock Slide 3 Spreadsheet terminology A
spreadsheet is a matrix of columns and rows. The columns are
labeled with sequential alphabetic letters (A, B, Z, AA, AB, AZ,
BA, BBBZ, etc.) and the rows are labeled with sequential numbers
(1, 2, ). At the intersection of each column and row is a cell,
into which you enter data. Each cell has a unique address or cell
reference, which consists of its column letter and row number. For
example, the top left cell is A1. A cell can contain any of the
following: A number (with or without associated decimal points,
commas, currency symbols, percentage symbol, etc.) Text (including
any combination of letters, numbers, and symbols that aren't
number-related) A formula o a mathematical equation o always begins
with an equal sign o can include math operators, cell references,
numbers, parenthesis + Addition - Subtraction * Multiplication /
Division ^ Exponential example: =D4/3+D5+(D6+D7)*2 A function o A
formula that includes a predefined shortcut Name that performs a
more complex mathematical or logical calculation o Example:
=AVERAGE(B2:B100) returns the average value of the numbers in cells
B2 through B100 by summing the values in the range of cells from B1
through B100 and dividing by the number of entries in that range of
cells o Excel provides a library of functions to perform
mathematical, statistical, financial, logical and other
calculations Excel Introduction Page 3 Windows Applications Robert
J Hancock Slide 4 Sheet Tabs Excel Introduction Page 4 Practice:
Open a new Excel Workbook Select Start > All Programs >
Microsoft Office > Microsoft Office Excel 2007 This opens a new
Excel workbook as illustrated below. A workbook consists of one or
more tabbed sheets called worksheets (Microsoft's term for
spreadsheet). Observe the three tabbed sheets at the bottom labeled
Sheet1, Sheet2, and Sheet3. Windows Applications Robert J Hancock
Slide 5 Column Headers Row Headers Sheet TabsScroll Bars Insert
Function Button Function Bar Ribbon Quick Access Toolbar Microsoft
Office Button TabsGroups Zoom Control Insert New Worksheet Tab
Status Bar Cells Cells are outlined by light gray lines that divide
rows and columns. Excel 2007 Window Excel Introduction Page 5
Windows Applications Robert J Hancock Slide 6 Microsoft Office
Button: Opens the only drop down menu in Excel 2007 contains
commands for opening and saving workbooks, printing worksheets, and
other controls. Quick Access Toolbar: This is a user customized
toolbar to place shortcuts to your favorite commands. By default,
it contains Save, Undo, and Redo buttons. Ribbon: This is the
multi-tabbed toolbar system that contains buttons and other
controls for issuing commands. Tabs/Groups/Commands: Commands with
similar attributes are grouped under distinctive Groups that are
organized under Tabs. Click on a Tab to display the associated
Groups of Commands. Insert Function button: You click this button
to get help creating functions Formula bar: Displays contents of
the selected cell. You can type and edit the cells contents here.
Column headers: Labeled with consecutive alphabetic letters. Click
a column letter to select the entire column. Row headers: Labeled
with consecutive numbers. Click a row number to select the entire
row. Scroll bars: Scroll within the active worksheet. Zoom
controls: Change the magnification at which you view the active
worksheet. Worksheet tabs: You can click one of these tabs to
switch between worksheets Insert New Worksheet Tab: Click to insert
a new worksheet.. Excel Introduction Page 6 Windows Applications
Robert J Hancock Slide 7 Excel Introduction Page 7 Microsoft Office
Button: clicking displays Excel 2007s only drop down menu. The
following are the primary buttons youll use: New: click to open a
new workbook Open: click to open an existing (already saved)
workbook Save: click to save updates to an existing (previously
saved) workbook Save As: click to save an existing workbook but
with a different name, or save an existing workbook to a different
location (Storage Device or folder), or save as a different file
format other than the default.xlsx extension, etc. Print: click to
print a worksheet Windows Applications Robert J Hancock Note:
Clicking directly on any Command button invokes Excels default
operation Command buttons with arrows to the right provide
additional options other than the default operation: flyover to
view additional options in the right column click on any option in
the right column Slide 8 Excel Introduction Page 8 Quick Access
Toolbar: This is a user customized toolbar to place shortcuts to
your favorite commands. The following are default buttons: Save
Undo Redo Windows Applications Robert J Hancock My optional
buttons: Print Preview, Print, Open, New, Spell Check Slide 9 Excel
Introduction Page 9 Ribbon: Each Ribbon Tab has named sections
called groups. In this example, the Home tab is selected, which
contains the Clipboard, Font, Alignment, Number, Styles, Cells, and
Editing groups. Some of the groups have a Dialog box launcher icon
in their lower-right corner, which opens a dialog box containing
more options for the control settings in that group. Note: Group
details automatically expand or collapse based on the width of the
Excel window. Windows Applications Robert J Hancock Slide 10 Excel
Introduction Page 10 Example: Clicking on the Dialog box launcher
in the corner of the Alignment Group under the Home tab, opens the
Alignment Tab in the Format Cells dialog box for more options.
Windows Applications Robert J Hancock Slide 11 Download a Template
entitled Expense report 1.Click on Microsoft Office Button 2.select
New > The New Workbook dialog box opens Excel Introduction Page
11 2.Select Expense reports under the Microsoft Office Online
window pane 3.Select Expense report in middle window pane 4.Click
Download Windows Applications Robert J Hancock Slide 12 Excel
Introduction Page 12 The template Expense report1 workbook opens on
your desktop Windows Applications Robert J Hancock Slide 13 Excel
Introduction Page 13 Save the Workbook as Expense report1.xlsx
Attach your Flash Drive and save the Workbook as Expense
report1.xlsx on your Flash Drive 1.Click the Microsoft Office
Button and select Save As 2.The Save As dialog box pops-up 3.Select
My Computer > all storage devices attached to your computer will
display in the right window pane 4.Double click your Flash Drive
(note: your Flash Drive Label and Drive Letter will be different)
6.Navigate to any desired folder location on your Flash Drive and
then click Save 5.Verify the File name is correct. Otherwise,
retype the name as shown here. Windows Applications Robert J
Hancock Slide 14 All Roads Lead To Rome Excel Introduction Page 14
Windows Applications Robert J Hancock Pick one or two Roads you
like the most and stick with it! With almost every topic presented
in this lesson, there are multiple methods available to accomplish
each specific Excel task. In most cases, I have presented all the
available methods. As I present this material, I will focus on one
or two methods and only mention the other methods in passing (in
most instances). Pick one or two Methods you like the most and
stick with it! Slide 15 Selecting a cell Before entering or editing
data in a cell, you first select it. Selection Options: Click the
cell (a thick outline highlights the selected cell) Press the arrow
keys on the keyboard to move the cell selector Press the Tab key on
your keyboard to move the cell selector to the right Press
Shift+Tab to move the cell selector to the left Press the Home key
to move to the leftmost cell in the same row Press the Ctrl+Home
key to move to cell A1 Press the Ctrl+End key to move to the
highest cell address used Press Ctrl+Backspace to bring the active
cell into view if you have scrolled away from the worksheet area
displaying the active cell Entering Data After selecting a cell,
data can also be edited directly in the cell or in the Function
Bar. Aborting Data Entry As you are typing, if you change your mind
about entering or editing data in the cell, press Esc before
pressing Enter or moving to a different cell. Once moving away from
a cell, press Ctrl+z or click the Undo Button on the Quick Access
Toolbar to undo the last action. Editing Data You can change the
contents of a cell directly in the cell by double clicking in the
cell or by selecting the cell and clicking in the data displayed in
the Function Bar. Excel Introduction Page 15 Windows Applications
Robert J Hancock Slide 16 Practice Entering and Editing Data In
cell C4, type Attend Tea Party Conference In cell C7, type your
name In cells B11 through K12, type the entries as shown in this
example (do not enter the $ signs) Select cell L29 and change the
text to Balance Due Excel Introduction Page 16 Click on any of the
following cells E26:L26, cells M11:M25, cell M27, and cell M29 and
observe that the formula of the selected cell displays in the
Function Bar. Also observe how Excel automatically recalculates the
entire worksheet and returns updated values after each expense item
is entered. Windows Applications Robert J Hancock Slide 17 Save
Your Workbook Changes To save changes to a previously saved file,
choose from the following: Click the Microsoft Office Button, and
then click Save Click the Save button on the Quick Access Toolbar
Press Ctrl+s Close Workbook Expense report1.xlsx To close an open
workbook, do any of the following: Click the Microsoft Office
Button, and then click Close Click the Close X icon in the upper
right hand corner of the Excel Window Right click on the Title Bar
and click Close Press Alt+F4 If changes have been made since the
last time you saved the workbook, Excel will prompt you to save the
changes as follows: Note that only the active workbook is closed.
If other Excel workbooks are open, Excel does not close but now
displays another open workbook. In this example, a new workbook
with the default name Book1 is still open. Excel Introduction Page
17 Windows Applications Robert J Hancock Slide 18 Moving around a
worksheet Each blank spreadsheet is much larger than can be
displayed on the screen at once (Excel 2007 provides approximately
1 Million blank cells). With very large tables of data, you may not
be able to display the entire used worksheet area at the same time.
The simplest method of viewing the non-visible worksheet area is
using the horizontal and vertical scroll bars. Excel Introduction
Page 18 Horizontal Scroll Bar To use a scroll bar: To scroll a
little bit at a time, click a scroll arrow at one end or the other
of a scroll bar. To scroll one screen at a time, click above or
below the vertical scroll box or to the right or left of the
horizontal scroll bar. To scroll quickly, drag the scroll box.
Alternative method using keyboard: Page Down: Down one screen Page
Up: Up one screen Alt+Page Down: Right one screen Alt+Page Up: Left
one screen Vertical Scroll Bar Scroll Boxes Windows Applications
Robert J Hancock Slide 19 Selecting ranges A range is a group of
cells. By selecting a range, you can then perform an action on the
entire group of cells with a single operation, such as applying
formatting or clearing the contents. A range normally extends from
two cells, one or more rows of cells, one or more columns of cells,
or large blocks of cells. A range is referenced by the upper left
and lower right cells separated with a colon. For example, the
range of cells A1 through G10 would be referred to as A1:G10. To
select a range: With the mouse: Drag across the desired cells. Be
careful to position the mouse pointer over the center of the cell,
and not over an edge or corner. With the keyboard: Select the first
cell, and then hold down the Shift key while you press the arrow
keys to expand the selection area. To select a nonrectangular or
noncontiguous range, select the first portion of the range (that
is, the first rectangular piece), and then hold down the Ctrl key
while you select additional cells/ranges with the mouse. To select
an entire column, click the column header. To select an entire row,
click the row header. You can click one row or column and then drag
to select additional columns, or hold down Ctrl as you click on the
headers for noncontiguous rows and/or columns. Excel Introduction
Page 19 Windows Applications Robert J Hancock Slide 20 Practice
selecting ranges In Book1, Sheet1: 1.Select column B by clicking on
the column B header. 2.Select contiguous columns B through G by
pressing and holding the Shift key and then click on column G.
Release the Shift key. 3.Select column A by clicking on the column
A header, which also deselects any prior selection 4.Select
non-contiguous columns A, E, G and K by pressing and holding the
Ctrl key and then click on columns E, G, and K. Release the Ctrl
key. 5.Select row 4 by clicking on row 4s header. The columns are
deselected, and row 4 is now selected. 6.Select cell C2 which also
deselects the prior selection. 7.Select the range C2:F10 by
pressing and holding Shift key by dragging the mouse across cells
C2 to F10. Release the Shift key. 8.In addition to selecting range
C2:F10, also select the non-contiguous range H2:K10 by pressing and
holding the Ctrl key and dragging the mouse across cells H2 to K10.
Release the Ctrl key. 9.Select the entire spreadsheet by pressing
Ctrl+a. (Remember that Ctrl+a is a universal shortcut for selecting
all.) 10.Undo the selection by clicking in any cell or by pressing
the Esc key 11.An alternate method for selecting the entire
spreadsheet is to press the square containing a gray triangle at
the intersection of the column and the row headers in the upper
left corner. Excel Introduction Page 20 Windows Applications Robert
J Hancock Slide 21 Moving Data You will find the need to move data
from one cell to another or to move a range of cell contents from
one range into another. You can easily move cell contents between
cells either with Drag-and-Drop or Cut-and-Paste methods.
Drag-and-Drop: Select the cell or range, position the mouse over
any edge (the mouse cursor changes to a four headed arrow) and then
drag the selection by its border to the new location. Cut-and-Paste
using the keyboard: Select the cell or range Press Ctrl+x (cuts
selection to Clipboard) Select the upper left cell in the new range
to move to Press Ctrl+v (pastes from Clipboard) Cut-and-Paste using
Right Click: Select the cell or range Right click and select Cut
(cuts selection to Clipboard) Select the upper left cell in the new
range to move to Right click and select Paste (pastes from
Clipboard) Cut-and-Paste using the Clipboard group under the Home
tab Select the cell or range Click the scissors cut icon in the
Clipboard group under the Home tab (cuts selection to Clipboard)
Select the upper left cell in the new range to move to Click the
Paste icon in the Clipboard group in the Home tab (pastes from
Clipboard) Excel Introduction Page 21 Windows Applications Robert J
Hancock Slide 22 Copying Data You will find the need to copy data
from one cell to another or to copy a range of cell contents from
one range into another. You can easily copy cell contents between
cells either with Drag-and-Drop or Copy-and-Paste methods.
Drag-and-Drop: Select the cell or range, position the mouse over
any edge (the mouse cursor changes to a four headed arrow), press
and hold the Ctrl key and then drag the selection by its border to
the new location. Copy-and-Paste using the keyboard: Select the
cell or range Press Ctrl+c (copies selection to Clipboard) Select
the upper left cell in the new range to copy to Press Ctrl+v
(pastes from Clipboard) Copy-and-Paste using Right Click: Select
the cell or range Right click and select Copy (copies selection to
Clipboard) Select the upper left cell in the new range to copy to
Right click and select Paste (pastes from Clipboard) Copy-and-Paste
using the Clipboard group under the Home tab Select the cell or
range Click the scissors copy icon in the Clipboard group under the
Home tab (copies selection to Clipboard) Select the upper left cell
in the new range to copy to Click the Paste icon in the Clipboard
group in the Home tab (pastes from Clipboard) Excel Introduction
Page 22 Windows Applications Robert J Hancock Slide 23 Fill Handle
and Auto Fill for copying data The black square in the lower-right
corner of a selected cell or range is called the Fill Handle Excel
Introduction Page 23 Fill Handle Copy a cells content or the
contents of a range of cells by positioning the mouse over the Fill
Handle and then dragging across the cell(s) you want to copy to. In
one operation, you can either copy across columns or across rows,
but not both. Auto Fill: Auto Fill is a special case of using the
Fill Handle. When using the Fill Handle, Excel automatically
recognizes common incremental steps in the data and assumes you
want to continue the same sequence. Examples: Date data: dates,
names of days, names of months, etc. two or more cells with
consistent increments in numbers (e.g., 1,2; 25,50; 100, 200; etc.)
Windows Applications Robert J Hancock Slide 24 Practice Moving data
In a Book1, Sheet1, type data in cells A1 through B2 as follows:
A1: your first name B1: your last name A2: 100 B2: 125 Move the
range A1:B2 with the drag-and-drop method: 1.Select the range
A1:B2. 2.Position the mouse pointer over any border of the range
except in the lower-right corner (The mouse cursor changes to a
four headed arrow.) 3.Move the selection by dragging the selection
to D4:E5 Excel Introduction Page 24 Windows Applications Robert J
Hancock Slide 25 Practice Moving data (continued) Undo the last
operation by clicking the Undo button on the Quick Access Toolbar
Move the range A1:B2 with the keyboard cut-and-paste method:
1.Select the range A1:B2. 2.Cut the selection to the clipboard by
pressing Ctrl+x 3.Select cell D4 (the upper most left cell in range
D4:E5) 4.Copy the selection on the clipboard to D4:E5 by pressing
Ctrl+v Undo the last operation by pressing the universal undo
shortcut Ctrl+z key Move the range A1:B2 with the right click
cut-and-paste method: 1.Select the range A1:B2. 2.Cut the selection
to the clipboard by right clicking and selecting Cut 3.Select cell
D4 (the upper most left cell in range D4:E5) 4.Copy the selection
on the clipboard to D4:E5 by right clicking and selecting Paste At
home, you may also want to try moving the range with the Clipboard
group under the Home Tab Excel Introduction Page 25 Windows
Applications Robert J Hancock Slide 26 Practice Copying Data Copy
the range D4:E5 with the drag-and-drop method: 1.Select the range
D4:E5 2.Position the mouse over any edge (the mouse cursor changes
to a four headed arrow), press and hold the Ctrl key and then drag
the copy of the selection by its border to cell range A1:B2. 3.Undo
the last operation (use your preferred method) Copy the range D4:E5
with the keyboard copy-and-paste method: 1.Select the range D4:E5
2.Copy the selection to the clipboard by pressing Ctrl+c 3.Select
cell A1 (the upper most left cell in range A1:B2) 4.Paste the
selection on the clipboard to A1:B2 by pressing Ctrl+v 5.Undo the
last operation (use your preferred method) Copy the range D4:E5
with the right click cut-and-paste method: 1.Select the range
D4:E5. 2.Copy the selection to the clipboard by right clicking and
selecting Copy 3.Select cell A1 (the upper most left cell in range
A1:B2) 4.Paste the selection on the clipboard to A1:B2 by and
selecting Paste Excel Introduction Page 26 Windows Applications
Robert J Hancock Slide 27 Practice Copying using the Fill Handle
and Auto Fill Copy cell B1 into cells B1 through M1 using the Fill
Handle: 1.Select cell B1 2.Position the mouse over the Fill Handle
(the mouse cursor changes to a cross) 3.Drag the mouse to cell M1
(your last name is copied to each cell in the range B1:M1) Copy
cell A2 into cells A3 through A10 using the Fill Handle: 1.Select
cell A2 2.Position the mouse over the Fill Handle (the mouse cursor
changes to a cross) 3.Drag to cell A10 (the number 100 is copied to
each cell in the range A3:A10) Excel Introduction Page 27 Windows
Applications Robert J Hancock Slide 28 Practice Copying using Auto
Fill Use Auto Fill to continue the sequence 100, 125 into cells C2
through M2: 1.Select cell range A2:B2 2.Position the mouse over the
Fill Handle (the mouse cursor changes to a cross) 3.Drag to cell M2
(the sequence of incrementing the number by 25 is continued to cell
M2) Select Sheet 2 of Practice.xlsx and use Auto Fill to create the
sequence January through December in cells B1 throughM1: 1.Select
cell B1 and type January, press Enter 2.Select cell B1 and position
the mouse over the Fill Handle (the mouse cursor changes to a
cross) 3.Drag to cell M1 (the sequence of incrementing the names of
the months continues to column M) Excel Introduction Page 28
Windows Applications Robert J Hancock Slide 29 Practice Copying
using Auto Fill (continued) Use Auto Fill to create the sequence
Monday through Sunday in cells A2 through A8: 1.Select cell A2 and
type Monday, then press Enter 2.Select cell A2 and position the
mouse over the Fill Handle (the mouse cursor changes to a cross)
3.Drag to cell A8 (the sequence of incrementing the days of the
week continues to row 8) Excel Introduction Page 29 Windows
Applications Robert J Hancock Slide 30 Resizing Columns When text
exceeds the width of a cell, the text overflows the cell. If the
adjacent columns cell is empty, the text continues into the
adjacent cell. If data is present or is later entered in the
adjacent cell, then the display of overflow portion of the contents
of the first column truncates (the truncated portion is retained
but does not display). Observe that cells A4 and M1 overflow but
continue to display in the adjacent cells since the adjacent cells
are empty. Observe that cells J1 and L1 overflow but do not
continue to display in the adjacent cells since the adjacent cells
contain data. You can resize any columns to increase their width to
prevent overflowing into the adjacent cells. Note: when a number
(including dates and time) is entered in a cell and the column
width is too narrow to display the entire content, the entire cell
will display hash marks (####). You must resize the column to
display the number. Save your workbook as Practice.xlxs Excel
Introduction Page 30 Windows Applications Robert J Hancock Slide 31
Resizing columns (continued) You resize a single column width using
one of four methods: 1.On the column header, position the cursor on
the right border of the column to resize (the cursor will change to
a cross with right and left arrows on the crosss horizontal line)
and drag the border left to make the column width smaller and drag
the border right to make the column width larger. 2.On the column
header, position the cursor on the right border of the column to
resize (the cursor will change to a cross with right and left
arrows on the crosss horizontal line) and double click. The column
width will adjust so that the widest cell entry in the column
exactly fits. 3.Select the column to resize, then on the Home tab,
in the Cells group, select Format > AutoFit the Column Width.
The column width will adjust so that its widest entry exactly fits.
4.You can also specify an exact width as a number. The default
column width 8.43. To specify exact width: Right-click a selected
column, and then select Column Width... Enter the desired column
width in the Dialog Box and click OK. Alternately, on the Home tab,
in the Cells group, select Format > Column Width. Enter the
desired column width in the Dialog Box and click OK. 5.You can also
resize one or more ranges of columns by selecting the desired
range(s) and using then using the same options as when resizing a
single column. Excel Introduction Page 31 Windows Applications
Robert J Hancock Slide 32 Word Wrap An alternative to resizing
columns to display text is to set a cell or range of cells to Wrap
text. When set, if the cell text overflows the width of the cell,
the row height adjusts to provide for two or more rows of text to
exactly fit the entire text content. Wrap text is set with one of
two methods: 1.Select the cell or range of cells Right click and
select Format Cells The Format Cells Dialog Box pops-up On the
Alignment tab, check the Wrap text checkbox, and then click OK.
2.Select the cell or range of cells On the Home tab, in the Cells
group, select Format > Format Cells... On the Alignment tab,
check the Wrap text checkbox, and then click OK. Note: Wrapping
text only works with text and not numbers. Excel Introduction Page
32 Windows Applications Robert J Hancock Slide 33 Resizing rows You
resize row heights with similar methods as resizing columns,
although this isn't quite as important because row height adjusts
automatically when entering data to accommodate the largest font
used in that row. You resize a row height using one of four
methods: 1.On the row header, position the cursor on the bottom
border of the row to resize (the cursor will change to a cross with
up and down arrows on the crosss vertical line) and drag the border
up to make the row width smaller and drag the border down to make
the row width larger. 2.On the row header, position the cursor on
the bottom border of the row to resize (the cursor will change to a
cross with up and down arrows on the crosss vertical line) and
double click. The row width will adjust so that the tallest cell
entry in the row exactly fits. 3.Select the row, then on the Home
tab, in the Cells group, select Format > AutoFit Row Height.
4.You can also specify an exact height as a number. The default row
height is 15. To specify exact height: Right-click a selected row,
and then select Row Height... Enter the desired row height in the
Dialog Box and click OK. Alternately, on the Home tab, in the Cells
group, select Format > Row Height... Enter the desired row
height in the Dialog Box and click OK. 5.You can also resize one or
more ranges of rows by selecting the desired range(s) and using
then using the same options as when resizing a single row. Excel
Introduction Page 33 Windows Applications Robert J Hancock Slide 34
Inserting Columns or Rows You will often need to insert one or more
columns or rows. Insert one or more columns or rows with one of
several methods: 1.Right click method Select one or more columns or
rows where you want the new column(s) or row(s) to be inserted.
Right click and select Insert. 2.Ribbon method Select one or more
columns or rows where you want the new column(s) or row(s) to be
inserted. On the Home tab, in the Cells group, select Insert.
3.Alternatively, if you want to insert only one column or row, you
dont have to select the entire column or row but you can click in
any cell in the column or row. Using the Right click method, the
Insert Dialog Box pops-up Select Entire column or Entire row and
click OK Using the Ribbon method, a drop down menu appears Select
Insert Sheet Columns or Insert Sheet Rows Excel Introduction Page
34 Windows Applications Robert J Hancock Slide 35 Deleting Columns
or Rows Delete one or more columns or rows with one of several
methods: 1.Right click method Select the column(s) or row(s) to
delete. Right click and select Delete. The selected column(s) or
row(s) will be removed. 2.Ribbon method Select the column(s) or
row(s) to delete. On the Home tab, in the Cells group, click
Delete. The selected column(s) or row(s) will be removed.
3.Alternatively, if you want to delete only one column or row, you
dont have to select the entire column or row but you can click in
any cell in the column or rows deletion point. Using the Right
click method, the Delete Dialog Box pops-up Select Entire column or
Entire row and click OK Using the Ribbon method, a drop down menu
appears Select Delete Sheet Columns or Delete Sheet Rows Excel
Introduction Page 35 Windows Applications Robert J Hancock Slide 36
Clearing Cells Clearing a cell or range of cells is a different
operation than deleting a cell or range of cells: Deleting a cell
removes the cell or range of cells from the spreadsheet. Clearing a
cell or range of cells removes the contents of the cell(s) but
retains the respective cell(s) in the spreadsheet. You can clear a
cell or range of cells in several ways: 1.Select the cell(s) and
press Delete on the keyboard. 2.Select the cell(s), Right click and
then select Clear Contents. 3.Select the cell(s), on the Home tab,
in the Editing group, select the Clear icon, then select Clear
Contents. Clearing a cell's content doesn't clear its formatting.
To clear formatting: 1.Select cell(s) 2.On the Home tab, in the
Editing group, select the Clear icon, then select Clear Formats. To
simultaneously clear both a cell(s) contents and formatting:
1.Select cell(s) 2.On the Home tab, in the Editing group, select
the Clear icon, then select Clear All. Excel Introduction Page 36
Windows Applications Robert J Hancock Slide 37 Formulas Excel's
intrinsic value is the capability to "crunch numbers" using
formulas and functions. A Formula is a mathematical equation that
returns a result. always begins with an equal sign can include math
operators, cell references, numbers, parenthesis + Addition -
Subtraction * Multiplication / Division ^ Exponential Excel
Introduction Page 37 Practice: 1.In a new worksheet, type 2 in cell
A1 and 3 in cell A2. 2.In cell A3, type =A1+A2 and press Enter.
3.In cell A4, type =A1*A2 and press Enter 4.Select cell A3 and
observe the cell A3s formula displays in the Function Bar. 5.Select
cell A4 and observe the cell A3s formula displays in the Function
Bar. 6.Observe that cell A3 returns 5 (2+3) and cell A3 returns 6
(2*3) 7.Select cell A1 and type 5 and press Enter 8.Observe that
cell A3 now returns 8 (5+3) and cell A4 now returns 15 (5*3)
Windows Applications Robert J Hancock Slide 38 Order of
Mathematical Operations and Grouping When multiple math operators
are used in the same formula, each operation is processed in a
specific order as follows: 1.Any operations that are in
parentheses, from left to right 2.Exponentiation (^)
3.Multiplication (*) and division (/) 4.Addition (+) and
subtraction (-) Each of following examples returns a different
result: =4+4/4^2 (returns 4.25) =(4+4/4)^2(returns 25)
=(4+4)/4^2(returns.5) =((4+4)/4)^2(returns 4) Excel Introduction
Page 38 Note: I recommend always using parentheses to avoid
unintended consequences. Practice: 1.In a new worksheet 2.Enter 1
in cell A1 3.Enter 2 in cell A2 4.Select A1:A2 and Auto Fill down
through cell A6 (drag the Fill Handle to cell A6) 5.Select cell A7
and enter a formula to summarize cells A1 through A6
(=A1+A2+A3+A4+A5+A6) 6.Cell A7 returns 21 Windows Applications
Robert J Hancock Slide 39 Functions A Function is a shortcut syntax
of a formula to perform a more complex mathematical or logical
calculation. Example: If you wanted to sum the contents of cells A1
through A1000, it would be totally impractical to type the formula
= A1+A2+A3+A4++A1000. To simplify this operation, Excel provides a
function call SUM. In this example, one would simply type
=SUM(A1:A1000) to accomplish the same results. A Function has these
characteristics: Begins with a predefined name Always includes
right and left parenthesis () Most require one or more arguments
which are included inside the parenthesis and separated by commas
One or more Functions may be imbedded within a cells formula.
Example: = A1+ROUNDUP(SUM(B1:B100),0) Excel provides an extensive
library of functions, but here a very small sample of commonly used
functions: =SUM returns the sum of the numbers in a range =AVERAGE
returns the average of the numbers in a range =COUNT returns the
count of the number of cells containing numbers in a range =MIN
returns the lowest number in a range =MAX returns the highest
number in the range =TODAY returns today's date =NOW returns the
current date and time =IF tests a specified condition and returns
one result if the condition is True and another result if the
condition is False Excel Introduction Page 39 Windows Applications
Robert J Hancock Slide 40 In cell N2, type the function =sum(a2:m2)
and press Enter > cell N2 should now return 3250 Excel
Introduction Page 40 Practice using Functions Select Sheet 1,
Practice.xlsx Note: When typing alphabetic letters in formulas or
functions, you can enter lower case letters. Excel will
automatically change to capitalized letters Windows Applications
Robert J Hancock Slide 41 Excel Introduction Page 41 Using the
insert function feature Since its impractical to memorize the
syntax and arguments for the hundreds of Excel functions, Excel
provides an Insert Function feature to assist you in finding the
functions syntax and arguments. Practice Using Insert Function In
cell A11, use Excels Insert Function to locate and insert the Sum
function. Select cell A11 and click on the Insert Function button
in the Function Bar or on the Formulas tab, under the Function
Library group, click on Insert Function. Type Sum in Search for a
function: box and click Go Insert Function Windows Applications
Robert J Hancock Slide 42 Excel Introduction Page 42 Practice Using
Insert Function (continued) The Insert Function dialog box now
displays all functions staring with Sum Select Sum and click OK The
Function Arguments dialog box pops-up In the Number 1 box, type the
range b5:d5 and click OK Windows Applications Robert J Hancock
Slide 43 Excel Introduction Page 43 1.In this example, select cell
F5 and type =sum 2.Double click the SUM function 3.Drag the mouse
cursor over cells D5 and E5 (this enters D5:E5 to the SUM function
4.Press Enter Finding and inserting functions using the assist drop
down menu: By either knowing or assuming you know the desired
functions syntax, start by typing = followed by the functions
presumed syntax. Excel will display all functions that match your
input. Select the function you intended and read the associated
message to verify its purpose. Once youve determined that youve
selected the intended function, double click the desired function
in the list. Then either type the required arguments or drag the
mouse over the required arguments and press Enter. Windows
Applications Robert J Hancock Slide 44 Excel Introduction Page 44
Copying Formulas and Functions Using Relative References When
copying a formula or function to another row or column, Excels
default mode is to copy the formula or function by adjusting the
formulas argument references to reflect the row or column being
copied to. This is referred to relative referencing. Practice: In
cell B3, type 101 In cell B4 type 102 Select cells B3:B4 and Auto
Fill down through cell B10 Windows Applications Robert J Hancock
Slide 45 Excel Introduction Page 45 Copying Formulas and Functions
Using Relative References (continued) Select cells A3:B10 and Auto
Fill across column M Observe that row 3 increments by 1, row 4
increments by 2, row 5 increments by 5, etc. In cell A11, enter
function to sum cell A2 through A10 (returns 900) Use the Fill
Handle to copy cell A11 across the columns to cell M1 Use the Fill
Handle to copy cell N2 down through the rows to cell N11 Windows
Applications Robert J Hancock Slide 46 Excel Introduction Page 46
Copying Formulas and Functions Using Relative References
(continued) Press Ctrl+`(accent) to display all formulas and
functions in their respective cells Observe that each column on row
11 sums the respective columns cells using Relative Referencing
Observe that each row in column N sums the respective rows cells
using Relative Referencing Press Ctrl+`(accent) to display values
Windows Applications Robert J Hancock Slide 47 Excel Introduction
Page 47 Copying Formulas and Functions Using Absolute References
Using Absolute Reference, the cell reference(s) don't change when
you move or copy a formula or function. A dollar sign $ is place in
front of a column and/or row reference to lock the respective
reference when moving or copying the cell. Example: A1 is a
relative reference to cell A1 $A$1 is an absolute reference to A1,
which locks both the column (A) and the row (1) when copied or
moved A$1 is an absolute reference to A1 which does not lock the
column but locks the row when copied or moved $A1 is an absolute
reference to A1 which lock s the column but does not lock the row
when copied or moved Note: When creating an Absolute Reference,
after entering the reference (assume it is A1 for this example) you
can toggle the F4 key to toggle between A1 > $A$1 > A$1 >
$A1 > A1. Windows Applications Robert J Hancock Slide 48 Excel
Introduction Page 48 Copying Formulas and Functions Using Absolute
References (continued) Practice copying using Absolute References
using Sheet 1, Practice.xlsx: In cell P1, enter.0625 (an assumed
tax rate) In cell A12, enter the formula =A11*$P1 (lock s the
column when copying) Use the Fill Handle and copy cell A12 through
cell N12 In cell O2, enter the formula =N2*P$1 (locks the row when
copying) Use the Fill Handle and copy cell O2 through cell O11
Windows Applications Robert J Hancock Slide 49 Excel Introduction
Page 49 Copying Formulas and Functions Using Absolute References
(continued) Press Ctrl+`(accent) to display all formulas and
functions in their respective cells Observe that each column on row
12 locks column P using Absolute Referencing Observe that each row
in column O locks row 1 using Absolute Referencing Note: In this
example, I would normally use $P$1 when copying formulas across the
columns and rows. However, there are many cases when you will only
want to lock only the column and allow the row to change and
visa-versa. Press Ctrl+1(accent) to display values Windows
Applications Robert J Hancock Slide 50 Excel Introduction Page 50
Text Formatting Excel 2007 provides the same basic text formatting
controls as Microsoft Word 2007 and Microsoft PowerPoint 2007. The
Font group under the Home tab provides the necessary controls to
select the font, size, color, shading, and borders for your text
and cells as follows: Font Font SizeIncrease Font Size Decrease
Font Size Font Color Bold Italic Underline BordersFill Color Format
Cells dialog box launcher (see Note) Note: You can also launch the
Format Cells dialog box by right clicking on a cell or range of
cells Windows Applications Robert J Hancock Slide 51 Excel
Introduction Page 51 Aligning Cell Contents Excel 2007 provides the
capability to align the contents of cells in the horizontal and
vertical dimensions. Horizontally: cell contents can be aligned to
the left, the middle, or right of the cell(s) Vertically: cell
contents can be aligned to the top, middle, or the bottom of the
cell(s) Default cell alignment: Text: horizontally aligned left;
vertically aligned bottom Numbers: horizontally aligned right;
vertically aligned bottom You can selectively change the alignment
for any cell or range of cells. Vertical alignment becomes an issue
only if the row height is larger than it needs to be, or when a
cell contains fewer lines than other cells in that same row.
Windows Applications Robert J Hancock Slide 52 Excel Introduction
Page 52 Aligning Cell Contents (continued) You can change cell
alignment with the Alignment group under the Home tab as follows:
Horizontal alignment Vertical alignment Wrap Text Merge &
Center menu Orientation menu Decrease indentation Increase
indentation Windows Applications Robert J Hancock Slide 53 Excel
Introduction Page 53 Aligning Cell Contents (continued) You can
also change cell alignment using the Alignment tab on the Format
Cells dialog box. You can launch the Format Cells dialog box either
by right clicking on a cell or range of cells and selecting Format
Cells., or by clicking on the Format Cells dialog box launcher in
the Font group under the Home tab and selecting. Windows
Applications Robert J Hancock Slide 54 Excel Introduction Page 54
Cell Borders The light gray lines that divide rows and columns on
the video display are called gridlines. By default, they do not
print, The gridlines can be turned on/off for both onscreen viewing
and printing. To control these, use the check boxes in the Sheet
Options group under the Page Layout tab. Using border formatting,
you can create borders that that print in any thickness, style or
color. You can apply border formatting using the Font group under
the Home tab or launching the Format Cells dialog box and selecting
the Border tab. Cell Borders Font Group Format Cells dialog box You
have more flexibility in creating compound borders using this
method than by using the Font group method. Windows Applications
Robert J Hancock Slide 55 Excel Introduction Page 55 Cell Shading
By default, cells have no shading. Excel 2007 provides the
capability to add any background color to cells and to select from
a variety of patterned backgrounds. To apply quick and simple
shading, use the Fill Color button on Font group under the Home
tab. Click the arrow to open a palette of colors to choose from.
Select from a palette of standard colors or select More Colors to
open the Colors dialog box. Select either the Standard tab or the
Custom tab for more options. Font Group Standard tab Fill Color
Custom tab Windows Applications Robert J Hancock Slide 56 Excel
Introduction Page 56 Cell Shading (continued) Alternatively, you
can apply cell shading by launching the Format Cells dialog box and
selecting the Fill tab. Select from a palette of standard colors or
select More Colors to open the Colors dialog box. Select either the
Standard tab or the Custom tab for more options. Format Cells
dialog box Click Fill Effects for additional gradient shading
effects Click Pattern Style for additional fill pattern options
Windows Applications Robert J Hancock Slide 57 Excel Introduction
Page 57 Number Formatting Excel provides the capability to specify
how numbers are displayed: Specify the number of decimal places
(e.g., 295.037, 295.04, 295.0, 295, etc.) Negative numbers can be
expressed in a variety of ways (e.g., -1234.01, (1234.01), etc.)
Include international currency symbols (e.g., $) Include commas
(e.g., 1,234,567) Display percentages using a percentage sign
(e.g., %2.75) Using scientific format (e.g., 1.234567E+06) Dates
are numbers that can be displayed in a variety of formats (e.g.,
3/14, 3/14/2001, 3/14/01, 14-Mar-01, etc.) Time is a number that
can be displayed in a variety of formats (e.g., 1:30 PM, 13:30,
3/14/01 1:30 PM, 3/14/01 13:30, etc.) To apply the most popular
number formatting options, use the Number group under the Home tab.
Number Format Decrease decimal points Increase decimal points
Format Cells dialog box launcher Comma Style Percent Style Currency
Style Windows Applications Robert J Hancock Slide 58 Excel
Introduction Page 58 Number Formatting (continued) Alternatively,
to apply number formatting, launch the Format Cells dialog box and
select the Number tab. To launch the Format Cells dialog box,
either click the Format Cells dialog box launcher in Number group
under the Home tab or right click on a cell or group of cells and
select Format Cells..., then click on the Number tab. Select the
formatting options as desired. Windows Applications Robert J
Hancock Slide 59 Excel Introduction Page 59 Page Setup and Printing
Options An extensive array of settings and options are provided to
prepare a worksheet for printing. Depending upon a number of
factors, a worksheet may or may not fit on a single sheet of
printed paper. Excel provides the flexibility to select the sheets
size (i.e., letter, legal, A4, etc.), select the sheets orientation
(portrait or landscape), adjust the sheets margins, adjust the
sheets effective font size, select the print area (all or only a
portion of a worksheet), set the location and number of break
points when spanning multiple sheets, create headers and footers,
include row and column headings on each sheet, and much more. The
number of settings and options is too extensive to cover in a
single class session. To master the available settings and options,
you'll need to experiment on your own. Windows Applications Robert
J Hancock Slide 60 Excel Introduction Page 60 Page Setup and
Printing Options (continued) The Page Setup group under the Page
Layout tab provides the menus for setting the various print
options. Margins: Select Normal, Wide, or Narrow or select Custom
Margins to enter your own values. Orientation: Select Portrait or
Landscape. Size: Select a paper size; this setting determines where
Excel shows page breaks in Print Preview. Print Area: Select a
range of cells, and then select Print Area. Set Print Area to print
only a certain part of the worksheet. Use Print Area, Clear Print
Area to reset the worksheets print area. Breaks: Set or remove hard
page breaks here. Background: Specify a graphic to use as a
background behind the cells. Print Titles: Click this button to
open the Sheet tab of the Page Setup dialog box, in which you can
select certain rows and/or columns to repeat on every page of a
printout. Page Setup dialog box launcher Windows Applications
Robert J Hancock Slide 61 Excel Introduction Page 61 Scale to Fit
In the Scale to Fit group under the Page Layout tab, you can set
Excel to automatically shrink a printout's font to print a
worksheet or Print Area on a specified number of pages, or to print
at a certain percentage of the original font size. Page Setup
dialog box launcher Windows Applications Robert J Hancock Slide 62
Excel Introduction Page 62 Print Preview All Page Setup options are
also available using Print Preview Open Practice.xlsx, Sheet 1
Click the Microsoft Office Button, flyover Print, and select Print
Preview Windows Applications Robert J Hancock Slide 63 Excel
Introduction Page 63 Print Preview (continues) Before changing any
Page Setup options, this is how the worksheet would print. Windows
Applications Robert J Hancock 1.In this example, the default
Portrait Orientation and font size dont provide sufficient paper
width to print the entire worksheet on a single page. 2.Observe
that the Next Page icon is not grayed out (click to see next page).
3.Click Page Setup to change the default settings Slide 64 Excel
Introduction Page 64 Print Preview (continues) Windows Applications
Robert J Hancock The Page Setup dialog box pops-up. By
trial-and-error, try different settings until you achieve the
desired results. Try changing the paper orientation by clicking on
the Landscape radio button, then click OK Slide 65 Excel
Introduction Page 65 Print Preview (continues) Windows Applications
Robert J Hancock In this example, this worked just fine. The entire
worksheet fits on a single printed page. In other cases, you can
return to Page Set and try other options: Scale the font size
Change the print margins Etc. Slide 66 Excel Introduction Page 66
Print Preview (continues) To print Gridlines, click Page Setup and
select the Sheet tab Click the Gridlines check box Click OK Windows
Applications Robert J Hancock Slide 67 Excel Introduction Page 67
Print Preview (continues) This is what the worksheet looks like
with gridlines printed. Windows Applications Robert J Hancock Slide
68 Excel Introduction Page 68 Print Preview (continues) To add a
Header, click Page Setup and select the Header/Footer tab Windows
Applications Robert J Hancock In this example, select the file name
Practice.xlsx as the Header Click the header down arrow and select
the file name. Click OK Slide 69 Excel Introduction Page 69 Print
Preview (continues) Worksheet with file name as Header Windows
Applications Robert J Hancock Slide 70 Excel Introduction Page 70
Print Preview (continues) 1.To add a custom Footer, click Page
Setup and select the Header/Footer tab Windows Applications Robert
J Hancock 2.Click the Custom Footer button 3.The Footer dialog box
opens. 4.Click in the Left section window pane and type text and/or
click on the desired icons above to insert the respective
information. 5.Repeat for the Center section and Right section as
desired. 6.Click OK, then click OK on the Page Setup dialog box
Flyover each icon to see their respective inserts Slide 71 Excel
Introduction Page 71 Print Preview (continues) In this example, Ive
created a custom Footer with the Date in the Left section, the
sheet name in the Center section and the Page# of #Pages in the
Right section. Windows Applications Robert J Hancock With the
cursor in the Left section, I clicked on the Insert Date icon With
the cursor in the Center section, I clicked on the Insert Sheet
Name icon With the cursor in the Right section, I first clicked on
the Insert Page Number icon, pressed the spacebar and typed of,
pressed the spacebar and clicked on the Insert Number of Pages
icon. typed of Slide 72 Excel Introduction Page 72 Final Page Setup
Windows Applications Robert J Hancock Slide 73 Excel 2007
Introduction Resources: There are many Excel tutorials available
online. Google to find them. Here are links to a few that I
recommend:
http://office.microsoft.com/en-us/training/HA102189871033.aspx
www.microsoft.com > Training & Events > Office Online
Training > Excel 2007 www.microsoft.com http://
www.functionx.com/excel/index.htm http://
www.baycongroup.com/el0.htm To receive a copy of the Excel
Introduction PowerPoint presentation, email me at:
[email protected]
