Microsoft Excel Exam 1—Section 1

Does Excel Make You Feel Like This?

About Excel Powerful spreadsheet tool you can use to complete the following: analyze Chart Share Manage data for personal, business, financial use

Starting Excel Double-click the Excel icon—be sure you have select Excel 2007 Excel 2003 Excel 2007 Or Start All Programs Microsoft Excel

Explore the Excel Screen Top Bottom Office Button Quick Access Toolbar—customizable Title Bar Ribbon—made up of tabs Tabs—each represents a core task you perform Name Box Function Wizard button Formula bar Status bar Workbook View button Normal- Page Layout—shows worksheet as it will print Zoom slider, Zoom In, Zoom Out

Explore the Excel Workbook An Excel file is called a workbook. Each workbook contains one or more worksheets—separate documents within your workbook. Default—Book 1 with three sheet tabs

Explore Worksheet Elements Columns—vertical, alphabetical Up to 16,384 columns Rows—horizontal, numbered Up to 1,048,567 rows Cell—intersection of a column and a row Over 17 billion cells are available for data Cell Address—unique cell reference, column letter and row number (A1) Active Cell Reference—cell address of the active cell

Change Workbook Views Use the View tab to set display options Workbook View group— Five views—three are available on the status bar Normal Page Layout Page Break Custom Full Screen—hides all the commands, provides a full view of just the worksheet, use Restore Down to restore

Show/Hide group—checked items are displayed, deselect to remove from display Gridlines Formula Bar Heading Zoom group Set Zoom magnification Zoom to Selection to magnify the cells selected Window group Create a New Window (copy of the worksheet) Arrange All—arrange the two files on the screen

Split tool to create a split screen Multiple resizable panes Can resize the panes by dragging the frame

Navigating in Excel Many ways to move effectively Arrow keys Arrow keys and [CTRL] for express movements Notice cell reference in Name Box Navigate To: Keystroke Shortcuts: One cell in any direction The left arrow key, right arrow key, up arrow, or down arrow keys One screen up or down [Page Up] or [Page Down] First cell in current row [Home] First cell in current column [CTRL] + [Up Arrow] Last cell in current row [End] Last cell in current column CTRL] + [Down Arrow]

Use the Scroll Bars Use the mouse pointer and the scroll bars at the right and bottom of the worksheet window To Scroll Do This: One column left or right Click the left or right scroll arrows One row up or down Click the up or down scroll arrows Scroll quickly Press and hold [SHIFT] while dragging the scroll bar

Go To a Specific Cell Enter the cell address in the Name Box Or use the Go To dialog box—press [F5]

Selection Cells You can print, format, or apply styles to cell data. Must first select the cell or cell range that contains data Range—group of cells in a row, column, or block

Corner Box—select entire worksheet Selected range: A5:C5 Corner Box—select entire worksheet Beginning of range: A2 End of range: C5

Click and drag while holding the left mouse button—dark border outlines the range. To Select: Do This: Cell Click the cell Row Press [SHIFT]+[SPACE ] anywhere in the row to be selected Column Press [CONTROL]+[SPACE] anywhere in the column to be selected Worksheet Press [CONTROL]+[A], or click the corner box Range Click the first cell in the range, press and hold the left mouse button, and drag until all the cells in the range are selected

Use Save and Save As Excel automatically assigns workbooks names—Book1, Book2, Book3, etc. Save—save a new file or overwrite an existing file Save button on the QAT CTRL + S An Excel 2007 file will be created with an .xlsx extension.

Use Save As for many purposes: Different name Different locations Different file formats Office Button Save As Enter the file name Choose the appropriate setting OK Or F12 See handout

Opening with Excel You can open a recently saved document from the list on Office button Can display the Open dialog box to locate other files Use the Open list arrow and click Open as Copy—use a copy as basis for new worksheet CTRL + O

Open a New Workbook Use the Office button New Blank Workbook CTRL + N

Exam 1—Section 2

Enter and edit text

Enter Text, Dates, and Numbers Labels—cells that contain text Alphabetic character Non-mathematical symbols Left-aligned by default Value—enter a number as a date or as the first character of a cell Right-aligned Default cell width is approximately nine characters You can enter over 32,000 characters in each cell.

If you enter text beyond the default cell width, it appears in the next cell’s space as long as no other data is there.

Proof Data and Check Spelling Use the Proofing group in the Review tab Check spelling Research materials Refer to a thesaurus Translate data

Format cell data

Apply Number Format Formats change the appearance of numbers without changing the values used in calculation. 1234.5678 and format it for two decimal place it appears as 1234.57— full number remains in cell’s memory used in calculation.

By default, numbers will be displayed with no specific format (General) Accounting format: $ aligned in the column Currency format: $ aligned to the immediate left of the number Comma format: 2 decimal places and commas Number format: 2 decimal places See handout

Numbers Format Gallery Displayed when you click on the Number Format Arrow

Format Cells Dialog Box Right-click on cell Select Format Cells [CTRL] + 1

Format Dates Enter a date in any format and reformat it in one of the 17 data formats Date format style

Format Text Default font—Calibri, 11-point To change: Select the cell(s) use the Font Group

Cell Styles

Cell Style—defines a set of formats Font size, font color Applied to cells Cells Style button—on Home tab The Cell Styles gallery will display Right-click to modify

Edit Cell Data

To edit after incorrect data is entered, use one of these methods: To edit before you complete an incorrect entry, press the BACKSPACE key. To edit after incorrect data is entered, use one of these methods: Redo the entry to overwrite the original data Press F2 key—enter Edit mode Double-click in the cell

Align Cell Data Default alignment: Label—left Value—right Alignment can be changed to improve appearance of the work sheet On Home tab

Wrapping Text in a Cell The cell wraps it fit the column width If the column width changes, text wrapping adjusts automatically. Row height is also adjusted to accommodate the wrap Manual Line Break— ALT + ENTER

Merging and Split Merged Cells Merged cell—combining two or more adjacent horizontal or vertical cells. The selected cell become one large cell that spans multiple columns or rows Can split cells which have been merged cells

Clear Cell Content Press the Delete key Right-click the data Click Clear Contents

Clear Number Formats Return the number to the General format—no specific formatting

Save and Save As Excel Workbooks are name Book1, Book2, Book3 until saved with a descriptive filename Use the QAT for the Save button CTRL + S Will get the Save As dialog box for first save Can save Excel file with different names, in different locations, in different file formats with Save As Office Button Save As F12

Exam 1—Section 3

Insert Cell Data AutoComplete Enters labels automatically if you have previously entered them in the same column When you enter the first letter or letters of repeated detail, Excel completes the label from previously entered data Label correct—press the ENTER key to confirm Label incorrect—continue entering the new label or edit the AutoCorrect text

AutoFill Use the fill handle to automatically continue a series based on a pattern you establish Fill handle—small black square in the lower-right corner of a selection. When you point to the fill handle, the pointer changes to a black cross ( + ). Number series, unusual sequence—select first two items first

Fill Handle Initial Selection Extended Series 8:00 9:00, 10:00, 11:00 . . . Monday Tuesday, Wednesday, . . . Jan Feb, Mar, Apr, . . . Qtr 1 Qtr 2, Qtr 3, Qtr 4 10, 20 * 30, 40, 50, . . . March, June * September, December

Printing

The worksheet prints immediately From the Print gallery on the Office button menu, you can select Print, Quick Print, or Print Preview The worksheet prints immediately

Print Preview Default printing does not include gridlines

Change Print settings

Default printer settings: When you use Quick Print or do not customize print settings, the worksheet prints with default settings. Default printer settings: Portrait orientation Without gridline Without row and column headings Use Page Setup on the Print Preview screen to customize print settings

To view settings as you make change, work in Page Layout view, and use the Page Layout tab

Set Print Area To print only part of a worksheet, you must define the print area (as shown). If you wish to print any other selection, you must clear the print area.

Exam 1—section 4

insert and Delete cells, columns and rows

You can insert or delete cells, columns, or rows to change the layout of data on a worksheet Use the Insert or Delete buttons on the Home tab

Insert When you make insertions, existing data shifts to allow for new space If you want to insert more than one cell, column, or row, select that number of locations An Insert Options button will appear with format options

Delete When you delete a cell, column, or row, all data in that space is eliminated and existing data shifts to fill in the space Always save a workbook before doing this to avoid deleting data in error. If you attempt to delete data by selecting cells, and not the entire row or column, the Delete dialog box opens

Modify row Height and Column Width

Columns are set for a standard width of 8.43 long labels will display as long as the next cell is empty When you enter numbers or values, Excel fill the cell with number signs ( ######) or displays the number in scientific notation—indicates the need to widen the column Drag the column header to a specific width or until the longest line is visible

By default, row height is 15 Automatically determined by the font point size Change row height by dragging the row to the desired size or by double-clicking to AutoFit

AutoFit Most efficient way to adjust column width Double-click the right edge of the column header Column will AutoFit (widen) to fit the data in that column.

Aligning Text Vertically Once row height is larger, data can be aligned to the top, middle, or bottom of a row. Use the Alignment group on the Home tab to align data horizontally and vertically.

Cut, copy, paste data and cell content

Tools to move or copy data from one location and place it in another. Shortcut menu Keystrokes Home tab buttons Cut—removes data from the location— CTRL +X Copy—copies the data in the location— CTRL + C Paste—places the data in a new location— CTRL + V

The office clipboard

When you copy data in Excel, it is stored in memory location called the Office Clipboard. If copying more than one group of data, display the Clipboard task pane Home tab Clipboard Group Task pane launcher

Page Breaks Divider that breaks a worksheet into separate pages for printing Excel inserts automatic vertical page breaks based on paper size, margin settings, scaling options, positions of manual page breaks The Page Break Preview window (handout)allows you to adjust automatic breaks for a more desirable print document—simply drag the automatic page break (makes it a hard page break)