1 Lesson 18 Getting Started with Excel Essentials Computer Literacy BASICS: A Comprehensive Guide to IC 3, 4 th Edition Morrison / Wells

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E 222 Objectives Identify the parts of the Excel screen. Navigate through a worksheet and a workbook. Change views and magnification in the worksheet window. Use the AutoCorrect and AutoComplete features when entering data.

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E 333 Objectives (continued) Insert and delete rows, and change column width and row height. Copy, clear, move, and delete data. Use the Undo and Redo features. Use the AutoFill feature to copy and enter data into a range of cells.

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E 444 Identifying the Parts of the Excel Screen Spreadsheets are used to gather, organize, and summarize text and numeric data. Excel is an electronic application designed to replace the paper spreadsheet. – When using electronic spreadsheets, data changes are easy and require less time. – Useful when you need to organize and maintain large amounts of data.

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E 555 Identifying the Parts of the Excel Screen (continued) A spreadsheet is a grid of rows and columns into which you enter text/data (e.g., surnames, cities, states) and numerical data (e.g., dates, currency, percentages). Excel refers to a spreadsheet as a worksheet. The worksheet is always stored in a workbook that contains one or more worksheets.

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E 666 Identifying the Parts of the Excel Screen (continued) Columns appear vertically and are identified by letters at the top of the worksheet window. Rows appear horizontally and are identified by numbers on the left side of the worksheet window. – The top row of a worksheet is primarily used for explanatory text or headings.

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E Identifying the Parts of the Excel Screen (continued) 777

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E 888 Quick Recap  Spreadsheet software is used to do what? Gather, organize and summarize text and numeric  How are Rows and Columns identified? Rows = Numbers, Columns = Letters  A spreadsheet is also known as a __________. worksheet

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E 999 Navigating a Workbook A cell is the intersection of a single row and a single column. The cell reference is the column letter followed by the row number (for example, A1 or B4). When a cell is selected, it is called the active cell. – The active cell is identified in the Name box at the top of the worksheet window.

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E Navigating a Workbook (continued) 10

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E Changing the Workbook View and Magnification You can change the view by selecting options from the Workbook Views group on the View tab. 11

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E Changing the Workbook View and Magnification (continued) You also can change the view by clicking one of the view buttons in the status bar in the lower-right corner of the worksheet window. 12

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E 13 Entering Data You add data to the cells by entering text or a number, often referred to as a value, in the active cell. Inserting Data – To enter data in a cell, the cell must be active. – Values you enter are displayed in both the cell and the formula bar. – By default, Excel can fit up to (8) characters into a cell.

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E 14 Entering Data (continued) Using the AutoCorrect and AutoComplete Features – The AutoCorrect feature in Excel corrects common mistakes as you enter data. – With the AutoComplete feature, Excel compares the first few characters you enter in a cell with existing entries in the same column.

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E Quick Recap  What is a cell reference? What does it look like in the Name Box? column letter followed by row number A1  Where is data or values entered and displayed in Excel? the cell and the formula bar 15

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E 16 Modifying the Worksheet Structure Very similar to tables in Word, you can change the structure of a worksheet by adding and deleting rows and columns. Selecting Multiple Cells in the Worksheet – To select an entire row in a worksheet, click the row heading, which is the number at the left of the row. – To select an entire column, click the column heading, which is the letter at the top of the column. – When you select a group of cells, the group is called a range (Ex. A1:D4).

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E 17 Modifying the Worksheet Structure (continued) Inserting and Deleting Rows and Columns – When you insert or delete a row or column, it affects the entire worksheet. – To add or delete rows and columns, use the buttons in the Cells group on the Home tab. – To insert or delete multiple columns and rows in a single step, select the desired number of columns or rows before executing the command.

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E 18 Modifying the Worksheet Structure (continued) Changing Column Width and Row Height To change column width: – Drag the right column header boundary. – In the Cells group, click the Format button, and then click AutoFit Column Width. To change row height: – Click the Format button, and then click Row Height. In the Row Height dialog box, change the row height setting, and then click OK.

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E 19 Modifying the Worksheet Structure (continued) Editing the Worksheet Data – Sometimes after entering data in a worksheet, you need to reorganize it. You may even want to remove some of the data and not replace it. – You may want to move or copy existing data from one location to another.

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E 20 Modifying the Worksheet Structure (continued) Clearing, Replacing, and Copying Existing Data – To replace cell contents, you can select the cell and enter the new data. – The process for deleting data can be as simple as pressing Delete or Backspace. – Copying data saves you from having to enter the same data into another location.

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E 21 Modifying the Worksheet Structure (continued) Clearing, Replacing, and Copying Existing Data (continued) – Moving data is similar to copying, except that you cut the data from one location and paste it in a new location. – To copy or move, use Buttons in the Clipboard group on the Home tab. – Remember your keyboard shortcuts! (Ctrl + C = Copy, Ctrl + X = Cut, Ctrl + V = Paste)

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E 22 Modifying the Worksheet Structure (continued) Using the AutoFill Feature to Copy Data – The AutoFill feature enables you to repeat the same data in a column or row. – It’s faster than copying and pasting because Auto-filling requires one step. – The Fill command can only be used when the destination cells are adjacent to the original cell.

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E 23 Modifying the Worksheet Structure (continued) Using the AutoFill Feature to Copy Data – You use the mouse to automatically fill data up or down in the same column, or right or left in the same row.

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E 24 Modifying the Worksheet Structure (continued) Using the AutoFill Feature to Fill in a Series – Drag the fill handle to automatically fill in a series of numbers and dates. – To fill in a series, a pattern must be established in the initial selection of cells. When you drag the fill handle, the pattern is continued. – When you drag the fill handle down or right, the pattern is continued in ascending order.

Lesson 18 Morrison / WellsCLB: A Comp Guide to IC3 4E 25 Modifying the Worksheet Structure (continued) Using the AutoFill Feature to Fill in a Series – However, when you drag the fill handle up or to the left, the series is continued in descending order.