Microsoft Excel I

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

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 http://office.microsoft.com/en-us/training/HA102295841033.aspx 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

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 http://www.microsoft.com/downloads/details.aspx? 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

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

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

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

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

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

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

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

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

Microsoft Excel I Charts Create charts with the data 13

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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