1. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 1 Microsoft Office Excel 2003

2. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 2 Identify major components of the Excel window Excel is a computerized spreadsheet, which is an important business tool that helps you report and analyze information. Excel stores spreadsheets in documents called workbooks. Each workbook is made up of individual worksheets, or sheets. Because all sorts of calculations can be made in the Excel spreadsheet, it is much more flexible than a paper spreadsheet.

3. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 3 A sample Excel worksheet

4. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 4 Excel worksheets and workbooks When you set up calculations in a worksheet, if an entry is changed in a cell, the spreadsheet will automatically update any calculated values that were based on that entry. When you open Excel, by default it will open a blank workbook with three blank worksheets.

5. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 5 Identify Excel components

6. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 6 Descriptions of Excel components

7. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 7 Navigate within worksheets To navigate within a workbook, you use the arrow keys, PageUp, PageDown, or the Ctrl key in combination with the arrow keys to make larger movements. The most direct means of navigation is with your mouse. Scroll bars are provided and work as they do in all Windows applications.

8. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 8 Navigate between worksheets To move to other Worksheets, you can: –Click their tab with the mouse –Use the Ctrl key with the Page Up and Page Down keys to move sequentially up or down through the worksheets

9. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 9 Navigation keystrokes

10. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 10 The Active Cell

11. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 11 Developing a Worksheet Determine the worksheet’s purpose. Enter the data and formulas. Test the worksheet and make any necessary edits / corrections. Document the worksheet and improve appearance. Save and print the complete worksheet.

12. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 12 Entering Data into a Worksheet To enter data, first make the cell in which you want to enter the data active by clicking it. Enter the data (text, formulas, dates, etc.) into the active cell. Use the Alt+Enter key combination to enter text on multiple lines within the same cell. Use TAB key, arrow keys, or ENTER key to navigate among the cells.

13. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 13 Entering Data into a Worksheet

14. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 14 Entering Formulas A formula is a mathematical expression that calculates a value. In Excel, formulas always begin with an equal sign (=). A formula can consist of one or more arithmetic operators. The order of precedence is a set of predefined rules that Excel follows to calculate a formula.

15. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 15 Arithmetic Operators

16. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 16 Order of Precedence Rules

17. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 17 Resize worksheet rows and columns There are a number of methods for altering row height and column width using the mouse or menus: –Click the dividing line on the column or row, and drag the dividing line to change the width of the column or height of the row –Double-click the border of a column heading, and the column will increase in width to match the length of the longest entry in the column

18. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 18 Resize a column

19. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 19 Identify cell ranges A group of worksheet cells is known as a cell range, or range. Working with ranges in a worksheet makes working with the data easier. Ranges can be adjacent or nonadjacent. –An adjacent range is a single, rectangular block of cells –Select an adjacent range by clicking on a cell and dragging to an opposite corner of a rectangle of cells –A nonadjacent range is comprised of two or more adjacent ranges that are not contiguous to each other –To select a nonadjacent range, begin by selecting an adjacent range, then press and hold down the Ctrl key as you select other adjacent ranges

20. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 20 Select and move worksheet cells To select a large area of cells, select the first cell in the range, press and hold the Shift key, and then click the last cell in the range. Once you have selected a range of cells, you may move the cells within the worksheet by clicking and dragging the selection from its current location to its new one. By pressing and holding the Ctrl key as you drag, Excel will leave the original selection in its place and paste a copy of the selection in the new location. To move between workbooks, use the Alt key while dragging the selection.

21. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 21 Adjacent and nonadjacent ranges

22. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 22 Insert worksheet rows and columns You can insert one or many additional rows or columns within a worksheet with just a few steps using the mouse or menu options. You can click the Insert menu and then select row or column, or right click on a row or column heading or a selection of cells and then choose Insert from the shortcut menu.

23. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 23 Delete worksheet rows and columns To delete and clear cells, rows, or columns, you can use the Edit menu, or right click on a heading or a selection of cells and choose Delete from the shortcut menu. Clearing, as opposed to deleting, does not alter the structure of the worksheet or shift uncleared data cells. What can be confusing about this process is that you can use the Delete key to clear cells, but it does not remove them from the worksheet as you might expect.

24. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 24 Print a workbook To Print a worksheet, you can use: –A menu –The Print button on the standard toolbar –The Ctrl-P keystroke to initiate a printout of the worksheet Excel uses the same basic methods for printing as other Windows and Microsoft Office applications.

25. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 25 The Print dialog box

26. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 26 Use Excel’s functions You can easily calculate the sum of a large number of cells by using a function. A function is a predefined, or built-in, formula for a commonly used calculation.

27. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 27 Work with the Insert Function button Excel supplies more than 350 functions organized into 10 categories: –Database, Date and Time, Engineering, Financial, Information, Logical, Lookup, Math, Text and Data, and Statistical functions You can use the Insert Function button on the Formula bar to select from a list of functions.

28. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 28 Math and Statistical functions

29. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 29 Define functions, and functions within functions The SUM function is a very commonly used math function in Excel. A basic formula example to add up a small number of cells is =A1+A2+A3+A4, but that method would be cumbersome if there were 100 cells to add up. Use Excel's SUM function to total the values in a range of cells like this: SUM(A1:A100).

30. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 30 Copy and paste formulas and functions Copying and pasting a cell or range of cells is a simple, but highly effective means for quickly filling out a large worksheet. To copy and paste a cell or range: –Select the cell or range to be copied and then click the Copy button on the standard toolbar –Select the cell or range into which you want to copy the selection and then click the Paste button on the standard toolbar –Once you are finished pasting, press the Esc key to deselect the selection

31. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 31 Open the Insert Function dialog box To get help from Excel to insert a function, first click the cell in which you wish to insert the function. Click the Insert Function button. This action will open the Insert Function dialog box. If you do not see the Insert Function button, you may need to select the appropriate toolbar or add the button to an existing toolbar.

32. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 32 Examine the Insert Function dialog box

33. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 33 Use Excel's Auto Fill features When you need to copy and paste a large number of rows or columns, you can use a technique called Auto Fill using the fill handle. The fill handle is a small black square located in the lower-right corner of a selected cell or range. When you drag the fill handle, Excel automatically fills in the formulas and formats used in the selected cells. The same rules for relative, absolute, and mixed references apply for Auto Fill as for copy and paste.

34. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 34 An example of Auto Fill

35. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 35 The Format Cells dialog box

36. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 36 Format data using different fonts, sizes and font styles A font is the design applied to letters, characters and punctuation marks. Each font is identified by a font name or type face. Fonts can be displayed in various sizes and you can even change the color of the font or the background color in the cell. These options are available in the Format Cells dialog box and there are also buttons available for the formatting toolbar to make formatting faster.

37. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 37 The Alignment tab of the Format Cells dialog box

38. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 38 Add patterns or colors to cells Patterns and colors can be used to enhance the appearance of spreadsheet cells. The fastest way to apply background color to cells in the worksheet is by clicking the list arrow of the Fill color button and choosing a color from the palette. To apply a fill pattern to cells, use the Patterns tab on the Format Cells dialog box.

39. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 39 The Patterns tab of the Format Cells dialog box

40. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 40 A worksheet with formatting applied

41. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 41 Hide rows and/or columns You can hide rows or columns, which does not affect the data stored there, nor does it affect any cell that might have a formula reference to a cell within the hidden row or column. To hide a row or column: –Select the row or column and then choose Hide from either the Row or Column option of the Format menu, or, from the shortcut menu that pops up when you right click the row or column heading To unhide a row or column: –Select the headings of the rows or columns that border the hidden area, then choose Unhide from either the Row or Column option of the Format menu, or, from the shortcut menu that pops up when you right click the row or column heading

42. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 42 Create column and pie charts in Excel Charts, or graphs, provide visual representations of the workbook data. A chart may be embedded in an existing worksheet, or can be created on a separate chart sheet, with its own tab in the workbook. You can use Excel’s Chart Wizard to quickly and easily create charts. The Chart Wizard is a series of dialog boxes that prompt you for information about the chart you want to generate

43. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 43 Create a chart using the Chart Wizard To create a chart with the Chart Wizard: –Select the data you want to chart, which will be your data source –Click the Chart Wizard button on the standard toolbar –In the first step of the chart wizard, select the chart type and sub- type –In the second step of the Chart Wizard, make any additions or modifications to the chart's data source –In the third step, make any modifications to the chart's appearance –In the fourth and final step, specify the location for the chart, then click the OK button

44. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 44 Chart Wizard dialog box 1

45. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 45 Choosing a data series You can alter the data source during step 2 of the Chart Wizard and also choose whether to organize the data source by rows or by columns. The data source is organized into a collection of data series. –A data series consists of data values, which are plotted on the chart's vertical, or Y-axis –The data series’ category values, or X values, are on the horizontal axis, called the X-axis A chart can have several data series all plotted against a common set of category values.

46. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 46 Chart Wizard dialog box 2

47. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 47 Modify the appearance of a chart The plot area contains data markers, examples of which include the columns of a column chart, pie slices in a pie chart, or the points used in an XY (scatter) chart. An axis covers a range of values, called a scale. The scale is displayed by placing values alongside the axes. A chart may also contain gridlines by extending the tick marks into the plot area. Whenever there are several data series for a chart, a legend can be placed next to the plot area to uniquely identify each series with a different color or pattern.

48. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 48 Chart Wizard dialog box 3

49. XP New Perspectives on Microsoft Office Excel 2003 Tutorial 1 49 Chart Wizard dialog box 4