Lesson 1 – Microsoft Excel 2010

The goal of this lesson is for students to successfully explore and describe the Excel window and to create a new worksheet. The student will learn to edit a worksheet, save the workbook and properly exit the program. LEARNING GOALS

STARTING EXCEL Clicking on an Icon on the Desktop Using the Start Menu What else???

MORE SPREADSHEET TERMS Formula Bar Row Headers Column Headers Active Cell Name Box Title Bar

When you first open Excel, you see one blank worksheet. The visible worksheet is actually part of a workbook that contains three sheets. (Sheet1, Sheet2, Sheet3). OPENING AND CLOSING WORKSHEETS Close a worksheet Open a blank worksheet or use CTRL N

CREATE A WORKBOOK INDEX.HTM Go to the Backstage View and click on New Select Blank Workbook

For spreadsheets that have already been set up for specific purposes, use a template You can save spreadsheets that you create to use as templates later. TEMPLATES What would be the benefit of using a template?

A filename and location should be assigned the first time a workbook is saved. Save often!!! The file name can be up to 255 characters in length. The / \ * ? " | : ; characters may not be used when naming a workbook. Save a workbook for the first time using either the Save option in Backstage view or by clicking the Save icon on the Quick Access Toolbar. Save it with a new name or new file type by clicking “Save As” in the Backstage view. NAMING AND SAVING A WORKBOOK

CREATE A WORKSHEET INDEX.HTM Insert New Worksheet Shift+F11

HEADER & FOOTER The insert ribbon contains the Header & Footer Command The header is repeated at the top of every page. The footer is repeated at the bottom of every page.

SELECTING CELLS You can select 1 cell or a group of cells (a range). Use the “select all” button to select all cells. Cell ranges are identified by the first cell address and the last cell address, separated by a colon. How would you identify the cell range shown?

CELL SELECTION, CONTINUED. The “Name Box” shows the address of the active cell. Click the row or column header to select an entire row or column. Select non-adjacent cells by holding down CTRL.

ENTERING DATA INTO A WORKSHEET Text (sometimes called labels) – words or numbers that won’t be used in math calculations. Values – Numbers used in math calculations. Formula - a mathematical equation used to calculate a value. Notice that anything typed in the active cell appears in the formula bar.

By default, text is left aligned and values are right aligned. You can also adjust vertical alignment. CELL ALIGNMENT

WHAT IF IT DOESN’T FIT? Non-formatted values (numbers) are shown in scientific notation. Text spills over if there is room, cuts off if there isn’t. Formatted numbers are replaced by ####.

To enter data in a range more easily select the range and start typing. Press “Enter” or “Tab” to move to the next cell in the range. ENTERING A RANGE OF DATA What is a range???

NUMERIC DATA IN A SPREADSHEET Consists of – Currency (money!) Percentages Decimals Fractions Exponents Which are negative???

Dates can be entered using a combination of text and numbers, or just numbers. Change the format on the Home tab in the Number group. Regardless, dates are serial numbers and can added, subtracted, and used in other calculations. ENTERING DATES IN A WORKSHEET When might you use dates in a calculation?

EDITING DATA IN A CELL Double click on a cell or click in a cell and then in the formula bar to edit its contents. You can click the Enter button or the Enter key to complete an entry. Use the “cancel” or the ESC key to cancel an entry before it is actually entered in the worksheet, restore the cell’s contents, and exit Edit mode.

PASTE SPECIAL Paste Special allows the user to specify what part of the information they want to keep. Paste Options

A worksheet contains more than 65,000 rows and 256 columns. The Find and Replace option can quickly search a large worksheet and replace erroneous data with correct data. FINDING AND REPLACING CELL CONTENTS A formula can be typed into a search string by choosing formulas in the Look In drop down option. Data can be searched for by using a search string as well as matching the case of the data or matching the entire contents of the cell.

ROWS & COLUMNS Rows run horizontally Columns are vertical Rows run horizontally Columns are vertical Name box The name box is the intersection of the column and row

Insert or delete rows or columns by Right clicking on the heading and choosing your option. Using the Cell group on the Home tab. New rows are inserted about the selected row, new columns to the left. INSERTING AND DELETING CELLS, ROWS, AND COLUMNS

Row height is measured in points. A point is a unit of measurement that determines the height of a character. A point is approximately 1/72 of an inch How tall is 72 point font? Excel’s default column width is 8.43 characters wide A cell can contain up to 32,000 characters. ROW AND COLUMN SIZE

Mouse over the border between rows or columns until the cursor changes as shown. To resize- Hold down the left mouse button and drag to the desired size. Double click to autofit the size to the cell’s contents. Which do you prefer? ADJUSTING ROW AND COLUMN SIZE You can resize several rows or columns at once by selecting them all and the resizing using the same methods.

INSERTING AND DELETING ROWS AND COLUMNS Home Ribbon Shortcut Menu

Remember that each workbook is made up of three worksheets by default. Click the Sheet Tabs at the bottom of the page to change the active worksheet. You can move data between worksheets. MOVING TO A NEW WORKSHEET

COPYING & MOVING WORKSHEETS INDEX.HTM Right click on the sheet name and select Move or Copy

HIDING AND DELETING THE WORKSHEET 10/INDEX.HTM Select Delete to remove the worksheet

Worksheets are named Sheet1, Sheet2, etc. by default, according to their location in the workbook. Workbooks should be named appropriately based upon their contents. Double-click the sheet tab and enter the new sheet tab name to rename the sheet. You can change the tab color by right clicking on the tab. RENAMING A WORKSHEET

Viewing a spreadsheet prior to printing it is important to pinpoint errors in a worksheet. Clicking anywhere on the preview will toggle the zoom. An entire worksheet, a selected range in a worksheet, or an entire workbook can be printed. PREVIEWING AND PRINTING A WORKSHEET

CLOSING A WORKBOOK AND QUITTING EXCEL Closing the file and quitting Excel will keep the task bar uncluttered. Closing a workbook window will not close the Excel window. Close a workbook window by choosing Close found under the File Tab. Close Excel by choosing Exit from the File Tab menu list.