1. Microsoft Excel I

2. Microsoft Excel I Basics Excel is a spreadsheet tool
Holds data (usually numeric)
Constantly recalculates output based on changing input
Think of it as a calculator that you can make notes on
What it isn’t
Not a word processor -- Use Word instead
Not a database -- Use Access
Not a presentation tool -- Use PowerPoint 2

3. Converting to the Newer Version
Microsoft Excel I
Converting to the Newer Version
Microsoft has provided several useful tools to help you convert
from the 2003 suite to the new 2007 version
Step one: Go to the URL below to find the tool you need
Step two: Download Adobe Flash player if it’s not already installed
Step three: Run the tool, either online or as downloaded to your computer
Step four: Assume your rightful place as the go-to guy on 2007! 3

4. Microsoft Excel I One Big Change
All documents are created as “web-ready” XML documents
The Excel file extension is now .xlsx, reflecting this
Excel 2007 can read all previous versions of Excel
Excel 2003 CANNOT read the 2007 version unless you go to the Microsoft website and download a converter
This converter is called FileFormatConverters.exe and is found at FamilyId=941B3470-3AE9-4AEE-8F43-C6BB74CD1466&displaylang=en
Watch what version you are creating – you can choose to create documents in the old format to send to people who don’t have 2007 4

5. Microsoft Excel I Initial View
Your initial view of the program, with the Home Ribbon selected
Office Button
Quick Access Toolbar
Home Ribbon
Document Window 5

6. Microsoft Excel I Worksheet Layout Home Ribbon Cells Status Bar F6 E12

7. Microsoft Excel I Worksheet Layout Worksheet Layout, continued
Formula Bar
Name
Box
Sheet
Tabs 7

8. Microsoft Excel I The Office Button
This is sort of the old “File” Menu item
This is also where to come to set Excel options (more later)
Can be annoying to work with, but you can use keyboard shortcuts 8

9. Microsoft Excel I Home Ribbon
This is called the Home ribbon for the same reason that the old Standard toolbar was called that – the most common actions are all here
Clipboard
Section
Alignment
Section
Styles
Section
Editing
Section
Font Section
Number
Section
Cells Section 9

10. Microsoft Excel I Entering Data Enter and edit some data ... Text is
Bold
and
Centered 10

11. Microsoft Excel I Excel Capabilities
Use a function to analyze the data ...
AutoSum Tool
Formula Bar
Formula
in Cell 11

12. Microsoft Excel I Excel Capabilities Obtain results … Row Headers
Added
Columns
Totaled 12

13. Microsoft Excel I
Charts
Create charts with the data 13

14. Microsoft Excel I
Formulas
Start with some data ...
Data 14

15. Microsoft Excel I Formulas, continued Insert a formula ... Formula
Appears
in Cell 15

16. Microsoft Excel I Exercise Formulas
These are the formulas for the exercise
Use the numeric keypad for + , - , * , / operators
The caret ^ (over the 6) is the exponent operator 16

17. Microsoft Excel I Formulas, continued
Formulas may be combined
Use parentheses to change the order of operations
Combined
Formula 17

18. Microsoft Excel I Copying Cells Cursor changes to plus sign ( + )
Cells can be copied and ranges extended with the Fill Handle
Cursor changes to plus sign ( + )
Click and drag with the left mouse button
Fill
Handle 18

19. Copying and Pasting Formulas
Microsoft Excel I
Copying and Pasting Formulas
A copied formula will automatically apply itself to its new location
Select
Cell and
Click Copy
Select
Destination
And click
Paste 19

20. Formatting Rows and Columns
Microsoft Excel I
Formatting Rows and Columns
Select the Home Ribbon, then click ‘Format’ and choose ‘Row Height’
(or ‘Column Width’)
Type the new height (or width) 20

21. Formatting Rows and Columns
Microsoft Excel I
Formatting Rows and Columns
Select the Home Ribbon, then click ‘Format’ and choose ‘Hide &
Unhide’
Click to hide (or unhide) rows or columns
Hide
&
Unhide 21

22. Inserting Rows and Columns
Microsoft Excel I
Inserting Rows and Columns
Select the Home Ribbon, then click ‘Insert’ and choose
‘Insert Sheet Rows’ (or ‘Insert Sheet Columns’)
The new row appears above selected row; new column to the left 22

23. Deleting Rows and Columns
Microsoft Excel I
Deleting Rows and Columns
Select the row or column by clicking on the number or letter
On the Home Ribbon, select ‘Delete’ and choose ‘Delete Sheet
Rows’ or ‘Delete Sheet Columns 23

24. Viewing Worksheet Tabs
Microsoft Excel I
Viewing Worksheet Tabs
Sheet Tabs are controlled by buttons at the bottom left corner
of the document window
If not all tabs are in view, use the buttons to make them visible
Show
First
Tab
Show
Last
Tab
Move
Left
Move
Right 24

25. Microsoft Excel I Naming a Worksheet Double-click the Sheet Tab, or
Right-click the tab, Select ‘Rename’ and type the new name
Rename 25

26. Microsoft Excel I Copying a Worksheet Right-click the Sheet Tab
Select ‘Move or Copy…’
Check the ‘Create a copy’ box and select the sheet’s new location
Select
Move to End
Move or
Copy
Check the
Copy box 26

27. Microsoft Excel I Using the Calculator
Excel has a built-in calculator that you can use
Highlight the numbers that you want to add, and the sum appears in
the status bar
Calculator can also average, count, and find the min or max
To change operations, right-click in the status bar
Sum, Average, etc.
Appear in Status Bar
Highlight
a group of
Numbers 27

28. Centering Across Columns
Microsoft Excel I
Centering Across Columns
Select the cell in which the text begins
Text
to be
Centered 28

29. Centering Across Columns, 2
Microsoft Excel I
Centering Across Columns, 2
Highlight the cells in the columns that the label will span
Select the Merge and Center Tool
Merge
and
Center
Tool
Columns
Highlighted 29

30. Centering Across Columns, 3
Microsoft Excel I
Centering Across Columns, 3
Text is now centered in a merged cell
Merged cells behave differently from unmerged ones
Centered
Text 30

31. Saving Excel Worksheets
Microsoft Excel I
Saving Excel Worksheets
Remember to SAVE your work!
Click the disk icon on the toolbar , OR
Select the Office Button, then ‘Save’ 31

32. Microsoft Excel I Using the Name Box Cells and ranges can be named
To got to a named cell, type it in the name box, or, select the dropdown
Click on
dropdown
to select
defined
names
Type a
Name and
press ‘Enter’
to go to
the Cell 32

33. Microsoft Excel I Using the Name Box, 2
To name, select the cell or range of cells to be named
Select the Formulas Ribbon and click ‘Define Name’
Type a name for the cell(s) in the dialog box that appears
Define
Name 33

34. Using Names in Formulas
Microsoft Excel I
Using Names in Formulas
Enter the table shown in the picture below. (Use the Fill Handle to help)
Use a formula to calculate the profit ( =B2-B3 )
Name cell B3 “Jan”, C3 “Feb”, D3 “Mar”, etc
Name the
cells in
this row
Use the
names to
calculate
quarter
totals 34

35. Page Setup, Page Size and Orientation
Microsoft Excel I
Page Setup, Page Size and Orientation
Select the Page Layout Ribbon and click for the Page Setup dialog box
First Tab is for the page size and orientation
Many spreadsheets are printed as landscape (page sideways)
Use ‘Fit to:’ to squeeze data onto the page the way you want 35

36. Microsoft Excel I Page Setup, Margins
Select the Page Layout Ribbon and click for the Page Setup dialog box
Use this Tab to set standard margins -- Or,
Select Print Preview, then click ‘Show Margins’ to set them by eye
Text can
also be
centered 36

37. Page Setup, Headers and Footers
Microsoft Excel I
Page Setup, Headers and Footers
Select the Page Layout Ribbon and click for the Page Setup dialog box
Use this Tab to format page headers and footers
Automatic date
Automatic page numbering 37

38. Page Setup, Sheet Options
Microsoft Excel I
Page Setup, Sheet Options
Select the Page Layout Ribbon and click for the Page Setup dialog box
Use this Tab to print row and column headings and gridlines
Row and
Column
Headings
Gridlines
Check box 38

39. Microsoft Excel I List Options
Select the Office Button, then ‘Excel Options’. In the ‘Popular’ section
click the ‘Edit Custom Lists…’ button
Lists can be used to fill in values (e.g., Days and Months)
You can make your own lists to save time and typing
Type in a list and click ‘Add’, or ‘Import’ to get it from a worksheet 39

40. Microsoft Excel I Adding a List Click in the ‘List entries’ window
Type each entry in the list. Press ‘Enter’ after each entry, OR
Separate entries with commas
Click ‘Add’ to add the list to the Custom lists pane
Add
Type
List
Here 40

41. Microsoft Excel I Importing a List
To begin, either type the list of cells to be imported into the dialog
entry, or click the collapse dialog button
Highlighting cells will copy them into the collapsed dialog
Click the expand dialog button to return to Custom Lists
Click the ‘Import’ button to add the list
Highlight
Cells
Expand
Dialog
Button
Collapse
Dialog
Box 41

42. Microsoft Excel I Correcting Errors Generally Speaking
Beware of GIGO; or, a computer program is only as good
as its inputs
Be cautious of the results -- know what answer to expect
Errors in Data and Formulas
To fix bad data, click on the cell and retype the number
To fix bad formulas, click the cell containing the formula, then
highlight the error in the formula bar and make corrections
Excel Error Messages
The program can help spot errors
Excel error messages begin with “#” 42

43. Microsoft Excel I Recognizing Errors Common Error Messages
##### Cell isn’t wide enough to show the data
#VALUE! Wrong type of data for a function
#DIV/0! Tried to divide by zero
#NAME? Cell name not defined or (usually) misspelled
#REF! Cell reference is not valid
#NUM! Function requires a number
#NULL! Called a non-intersecting range of cells 43

44. Clearing an Entire Worksheet
Microsoft Excel I
Clearing an Entire Worksheet
Select worksheet by clicking the row and column intersection
Select the Home Ribbon, then click the ‘Clear’ button (eraser symbol)
Choose All, or Formats, or Contents, or Comments
Place
Cursor at
Row &
Column
Intersection 44

45. Clearing Cell Contents
Microsoft Excel I
Clearing Cell Contents
Select cells to be cleared by clicking left mouse button and dragging
Select the Home Ribbon, then click the ‘Clear’ button
Choose All, or Formats, or Contents, or Comments
Cells to be
Cleared 45

46. Cell Formatting -- Alignment
Microsoft Excel I
Cell Formatting -- Alignment
Set text location in cells by using the vertical and horizontal buttons
Set text direction by clicking the ‘Orientation’ button
Wrap text in cells by clicking the ‘Wrap Text’ button
Text Direction
Vertical Controls
Text Wrapping
Horizontal Controls 46

47. Cell Formatting -- Alignment Tab
Microsoft Excel I
Cell Formatting -- Alignment Tab
The Alignment tab sets the location of the text within cells
Text can be vertical as well as horizontal
Use the ‘Wrap text’ check box to keep column headers narrow
Text
Orientation
Wrap text 47

48. Cell Formatting -- Font
Microsoft Excel I
Cell Formatting -- Font
Grow or shrink the text one size at a time with the ‘A’ arrow buttons
Set cell borders with the ‘Borders’ button
Set cell background colors with the ‘Fill Color’ button
Set text color with the ‘Font Color’ button
Grow/Shrink Text
Text Color
Cell
Borders
Cell Fill
Color 48

49. Cell Formatting -- Font Tab
Microsoft Excel I
Cell Formatting -- Font Tab
The Font tab displays all the font commands in one dialog box
Allows users to make subscripts ( CO2 ) and superscripts ( X2 )
Underlines can be set for accounting (both single and double) 49

50. Cell Formatting -- Number Tab
Microsoft Excel I
Cell Formatting -- Number Tab
Use the down arrow for quick formats; the right arrow for all formats 50

51. Microsoft Excel I Sorting Excel can quickly sort your data by column
Highlight all the data to be sorted (very important)
Select the Home Ribbon and click the ‘Sort & Filter’ button 51

52. Microsoft Excel I Sorting, 2
Selecting ‘Sort A to Z’ or ‘Sort Z to A’ sorts by the leftmost column
Click ‘Custom Sort …’ to set up rule-based sorting
Click ‘Add Level’ to create more sorting rules 52

53. Microsoft Excel I Sorting, 3
The ‘Options’ button lets you sort in a case-sensitive way
Checking ‘Case sensitive’ sorts in this order:
Symbols
Numbers
Lower Case
Upper Case
You may also sort left to right instead of top to bottom 53

54. Microsoft Excel I Freezing Panes
Column and row headers can be immobilized on the screen
Click in the cell whose upper left corner will be the intersection
of the frozen area
Select the View Ribbon and click the ‘Freeze Panes’ button
In the dropdown, click ‘Freeze Panes’ 54

55. Microsoft Excel I Panes Frozen
Excel displays vertical and horizontal lines to mark the boundary
of the frozen area
A new option in the 2007 version allows you to select only the top
row or first column
“Unfreeze” the panes by repeating the operation
Vertical Pane Marker
Horizontal Pane Marker 55

56. Microsoft Excel I Review Worksheets Menus and Toolbars Worksheet Cells
How to Enter and Edit Text and Numbers
Simple Formulas
Copying and Pasting Formulas
Formatting Rows and Columns
Worksheet Tabs
Copying and Renaming Worksheets
Excel’s Built-In Calculator
Centering Across Columns
Saving an Excel Workbook
Using the Name Box
Page Setup
Custom Lists
Correcting Errors
Cell Formatting
Sorting
Freezing Panes 56