Lesson 12 Getting Started with Excel Essentials Computer Literacy BASICS: A Comprehensive Guide to IC3, 3rd Edition Morrison / Wells

Objectives Identify the parts of the Excel screen. Navigate through a worksheet and a workbook. Change views and magnification in the worksheet window. Enter data. Insert and delete rows and change column width and row height. Copy, clear, move, and delete data. 2 2

Objectives (continued) Use the Undo and Redo features. Use the AutoFill feature to copy and enter data into a range of cells. 3 3

Vocabulary active cell AutoFill cell cell reference column heading range row heading spreadsheet value workbook worksheet 4 4

Introduction 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 is an electronic application designed to replace the paper spreadsheet. 5 5

Class Room Activity What types of jobs require experience with spreadsheets? Brainstorm some examples of different types of spreadsheets.

Identifying the Parts of the Excel Screen Excel refers to a spreadsheet as a worksheet. The worksheet is always stored in a workbook. 7 7

Identifying the Parts of the Excel Screen (continued) Columns appear vertically and are identified by letters at the top of the worksheet. Rows appear horizontally and are identified by numbers on the left side of the worksheet. The intersection of a single row and a single column is called a cell. The cell reference is the column letter followed by the row number (for example, A1 or B4). 8 8

CLASSROOM ACTIVITIES True or False? B4 is a cell reference. Answer: True. True or False? Workbooks are stored in worksheets. Answer: False. Worksheets are stored in workbooks.

Navigating a Worksheet Before you can enter data into a cell, you must first select the cell. When the cell is selected, a dark border appears around the cell, and the column and row headings for the selected cell are highlighted. You can select a cell using either the mouse or the keyboard. A selected cell is called the active cell. 10 10

Navigating a Worksheet (continued) Moving through a Workbook: To move around in a worksheet, you can use the scroll bars or keyboard shortcuts. 11 11

CLASSROOM ACTIVITIES 1) True or False? You can select a cell using either the mouse or the keyboard. Answer: True. 2) True or False? The active cell is identified in the Name box at the top of the worksheet screen.

Changing the Workbook View and Magnification You can change the view by selecting options from the Workbook Views group on the View tab or by clicking the window. 13 13

Changing the Workbook View and Magnification (continued) You can also change the zoom settings to adjust the view on the screen. 14 14

CLASSROOM ACTIVITIES 1) Which view shows how the worksheet will appear when printed? Answer: Page Layout view 2) Which view is the default view? Answer: Normal view

Entering Data You add data to the cells by entering text or numbers in the active cell. The text and numbers are often referred to as a value. 16 16

Entering Data (continued) Inserting Data: As you enter text, you see the insertion point indicating where the next character will appear. 17 17

Entering Data (continued) Using the AutoCorrect and AutoComplete Features: The AutoCorrect feature 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. If the characters match an existing entry, Excel proposes the existing entry. Press enter to accept or continue entering text. 18 18

CLASSROOM ACTIVITIES 1) The text or numbers entered in a cell are often referred to as a(n) ____. Answer: value 2) True or False? When you enter more numbers than can fit in the cell, a series of number signs (####) appears in the cell. Answer: True.

CLASSROOM ACTIVITIES 3) True or False? The selected cell is called the active cell. Answer: True. 4) How do you accept the entry proposed by Excel’s AutoComplete feature? Answer: Press the Enter key.

Modifying the Worksheet Structure 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. 21 21

Modifying the Worksheet Structure (continued) Inserting and Deleting Rows and Columns: When you insert or delete a row or a column in Excel, all existing data is shifted in some direction. To add or delete rows and columns, use the buttons in the Cells group on the Home tab. 22 22

Modifying the Worksheet Structure (continued) Changing Column Width and Row Height: To accommodate data, you can widen the column and change the height of a row. 23 23

CLASSROOM ACTIVITIES 1) True or False? The column heading is the number at the top of the column. Answer: False. The column heading is the letter at the top of the column. 2) True or False? A range is a group of cells that touch each other. Answer: True.

Editing the Worksheet Data Clearing, Replacing, and Copying Existing Data: To replace cell contents, you can select the cell and enter new data. You can use the Delete or Backspace keys to delete data. Moving data is similar to copying data, except that you cut the data from one location and paste it in the destination location. When you past data to a cell that already contains data, the existing data in the cell is replaced. 25 25

Editing the Worksheet Data (continued) Using AutoFill to Copy Data: AutoFill enables you to repeat the same data in a column or row. 26 26

Editing the Worksheet Data (continued) Using AutoFill to Fill in a Series: You can use AutoFill to quickly 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. 27 27

CLASSROOM ACTIVITIES 1) True or False? You can clear cell contents using the Delete or Backspace keys. Answer: True. 2) Where are the Undo and Redo commands located? Answer: The Undo and Redo commands are located on the Quick Access Toolbar. 3) True or False? The Fill command can only be used when the destination cells are adjacent to the original cell.

Summary In this lesson, you learned: Excel uses the Microsoft Office Fluent user interface, and the Excel application window shows the Quick Access Toolbar, status bar, task bar, and other similar features. The Excel document window shows the worksheet. To navigate the workbook, you can use keyboard shortcuts and the scroll bars. 29 29

Summary (continued) You can choose from several options to view the worksheet, and you can change the zoom settings to specify the level of magnification. To enter data in a cell, the cell must be active. As you enter data, the AutoCorrect feature automatically corrects some of your keyboarding errors. If the data you are entering matches characters of existing entries in the column, the AutoComplete feature proposes the existing entry to save you time. 30 30

Summary (continued) When you insert or delete cells, rows, and columns, all existing data is shifted up, down, left, or right. To reorganize a worksheet, you can add and delete columns and rows; and you can delete, clear, copy, or move the data. There are several options for changing the column width. You can drag a column boundary, use the AutoFit feature, or specify an exact measurement. 31 31

Summary (continued) Copying and pasting data in Excel is similar to copying and pasting text in Word. The AutoFill feature enables you to copy data from one cell to another, and it can save you time by quickly filling in a series of data. 32 32

Key Terms Active cell: The cell that is selected. AutoFill: A feature that enables you to repeat the same data in a column or row. Cell: The intersection of a single row and a single column. Cell reference: The column letter followed by the row number. Column heading: The letter at the top of the column.

Key Terms(continued) Range: A group of cells that all touch each other. Row heading: The number at the left of the row. Spreadsheet: A grid of rows and columns into which you enter text data and numerical data. Value: The text or numbers in a cell. Workbook: Location where worksheets are stored in Excel. Worksheet: An Excel spreadsheet.