1. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-1 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary UNIT 1: PREPARING AND FORMATTING A WORKSHEET Microsoft Excel 2003 - Specialist PREPARING AN EXCEL WORKSHEET

2. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-2 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Performance Objectives Identify the various elements of an Excel worksheet Create, save, and print a worksheet Enter data in a worksheet Edit data in a worksheet Apply an AutoFormat to cells in a worksheet Use the Help feature

3. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-3 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Opening Microsoft Excel point to All Programs point to Microsoft Office click Microsoft Office Excel 2003 click Start

4. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-4 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Elements of an Excel Worksheet - Book1 Title Bar Menu Bar Standard Toolbar Formatting Toolbar Name Box Formula Bar Status Bar Vertical Scroll Bar Horizontal Scroll Bar Sheet Tabs Getting Started Task Pane

5. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-5 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Customizing Toolbars Tools, Customize click to insert a checkmark

6. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-6 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Displaying Toolbars The display of toolbars can be turned on or off. click the toolbar name OR right-click anywhere on a toolbar click the toolbar name

7. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-7 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Elements of a Worksheet Area a document is referred to as a workbook individual sheets the area containing the gridlines is called the worksheet area Name Box Formula Bar Column Header (lettered) Row Header (numbered) Select All Button Active Cell Fill Handle Cell Pointer Gridlines

8. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-8 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Moving the Insertion Point Tab takes insertion point to next cell cell reference in Name Box changes Shift +Tab takes insertion point to previous cell

9. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-9 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Moving the Insertion Point…/2 To move the insertion point herePress Down to the next cellEnter Up to the next cellShift +Enter Next cellTab Previous cellShift + Tab Cell at beginning of rowHome Next cell in the direction of the arrow Up, Down, Left, or Right Arrow key Last cell in worksheetCtrl + End First cell in worksheetCtrl + Home Cell in next window (approximately 16-24 rows)Page Down Cell in previous window (approximately 16-24 rows)Page Up Cell in window to right (approximately 8-11 columns) Alt + Page Down Cell in window to left (approximately 8-11 columns)Alt + Page Up

10. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-10 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Moving the Insertion Point…/3 Edit, Go To (Ctrl + G) type cell reference click to move insertion point

11. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-11 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Moving the Insertion Point…/4 position mouse pointer on desired cell and click use scroll bars OR does not move insertion point - click to change active cell

12. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-12 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Saving a Workbook File, Save (Ctrl + S) File, Save As Save button type a name click OR

13. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-13 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Naming a File Up to 255 characters including –drive letter –folder names –spaces Excluded special characters include forward slash (/)question mark (?) backslash (\)quotation mark (“) greater than sign (>)colon (:) less than sign (<)semicolon (;) asterisk (*)pipe symbol (|)

14. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-14 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Opening a Workbook File, Open (Ctrl + O) Open button select a file click OR

15. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-15 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Printing a Workbook File, Print (Ctrl + P) OR Print button click sends directly to the printer

16. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-16 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Closing a Workbook File, Close OR Close button located at the right side of the Menu bar (the second Close button from the top)

17. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-17 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Exiting Excel File, Exit OR Close button located at the right side of the Title bar (the first Close button from the top)

18. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-18 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Expanding Drop-Down Menus only most popular options display adaptive menu shows first-rank options click down-pointing arrows to display second-rank options also expands if you click an option and pause If you choose a second-rank option, it is promoted and becomes a first-rank option the next time the drop-down menu is displayed.

19. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-19 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Expanding Drop-Down Menus…/2 to display all menu options Tools, Customize click to insert a checkmark

20. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-20 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Changing the Default Folder for current session File, Open click triangle to display drop-down list select drive and/or folder click

21. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-21 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Changing the Default Folder…/2 Tools, Options type desired location permanently

22. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-22 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Entering Data in a Cell key text notice Ready changes to Enter as soon as you begin entering text text being entered also appears in Formula bar

23. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-23 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Entering Data in a Cell…/2 a long text entry overlaps the next cell to the right long number entries may appear as number signs if column is not wide enough notice full number still appears in Formula bar

24. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-24 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Editing Data in a Cell click cell to make it active anything typed will take the place of existing data double-click cell to edit Backspace key deletes character left of the insertion point Delete key deletes character right of the insertion point can use same keys to make changes in Formula bar editing is complete change out of Edit mode. When editing is complete change out of Edit mode. make another cell active, Enter, Tab, Shift + Tab or Enter on the Formula bar OR

25. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-25 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Using Automatic Entering Features AutoComplete automatically inserts data that begins the same as a previous cell press Enter to accept or continue typing AutoCorrect automatically corrects many common typing errors e.g. teh changes to the view, add, or delete replacements with Tools, AutoCorrect Options

26. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-26 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Using Automatic Entering Features…/2 AutoFill quickly fills a range of cells with the same data or with a series drag fill handle to consecutive cells can also be used for sequences select both cells (start and increment) Hold down Ctrl while dragging the fill handle if you do not want a series to increment. ScreenTip displays ending data

27. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-27 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Closing the Task Pane click to open a blank workbook (closes Task Pane) click Close button to close task pane OR View, Task Pane to close task pane

28. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-28 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Maneuvering in the Task Pane drop-down triangle reveals other task panes use task pane buttons to maneuver within task panes

29. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-29 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Moving the Task Pane undock Task Pane point beside task pane toolbar and drag dock Task Pane double-click beside task pane toolbar

30. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-30 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Selecting Cells using the mouse column point to header and click row adjacent cells drag with mouse nonadjacent cells Ctrl + click header(s) or cell(s) all cells click Select All button

31. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-31 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Selecting Cells…/2 using the keyboard To selectPress Cells in direction of arrow keyShift + arrow key To beginning of rowShift + Home To beginning of worksheetShift + Ctrl + Home To last cell in worksheet containing dataShift + Ctrl + End An entire columnCtrl + spacebar An entire rowShift + spacebar An entire worksheetCtrl + A or Ctrl +Shift + spacebar

32. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-32 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Selecting Cells data within cells double-click cell and drag with mouse or use Shift + arrow key can also press F8 to turn on Extend mode

33. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-33 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Formatting with AutoFormat to apply a variety of predesigned to cells in a worksheet formats to cells in a worksheet select cells (not Select All) Format, AutoFormat select format click OK

34. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-34 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Using Help – Ask a Question type your question and press Enter click topic to display information

35. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-35 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Using Help – Help Task Pane Help, Microsoft Office Excel Help or Microsoft Office Excel Help button or F1 type your question and press Enter to show related topics

36. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-36 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Using Help – Office Assistant Help, Show the Office Assistant type your question and press Enter click to turn off or to select alternate assistant

37. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-37 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary How do you display the Save As dialog box? Features Summary File, Save (Ctrl + S) File, Save As Save button OR

38. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-38 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary How do you display the Open dialog box? Features Summary File, Open (Ctrl + O) Open button OR

39. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-39 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary How do you print a worksheet? Features Summary Print button sends directly to the printer

40. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-40 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary How do you display the Print dialog box? Features Summary File, Print (Ctrl + P)

41. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-41 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary How do you close a worksheet? Features Summary File, Close

42. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-42 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary How do you display the AutoFormat dialog box? Features Summary Format, AutoFormat

43. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-43 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary How do you display the Excel Help task pane? Features Summary Help, Microsoft Office Excel Help or Microsoft Office Excel Help button or F1

44. Copyright 2003, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-44 LINKS TO OBJECTIVES Worksheet Elements Create, Save, and Print a Worksheet Create, Save, and Print a Worksheet Enter Data Edit Data AutoFormat Help Feature Features Summary Coming Next FORMATTING AN EXCEL WORKSHEET