1. Microsoft Excel
Exam 1—Section 1

2. Does Excel Make You Feel Like This?

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

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

5. 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

6. 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

7. 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

8. 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

9. 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

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

11. 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]

12. 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

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

14. 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

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

16. 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

17. 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.

18. 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

19. 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

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

21. Exam 1—Section 2

22. Enter and edit text

23. 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.

24. 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.

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

26. Format cell data

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

28. 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

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

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

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

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

33. Cell Styles

34. 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

35. Edit Cell Data

36. 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

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

38. 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

39. 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

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

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

42. 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

43. Exam 1—Section 3

44. 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

45. 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

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

47. Printing

48. 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

49. Print Preview
Default printing does not include gridlines

50. Change Print settings

51. 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

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

53. 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.

54. Exam 1—section 4

55. insert and Delete cells, columns and rows

56. 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

57. 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

58. 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

59. Modify row Height and Column Width

60. 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

61. 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

62. 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.

63. 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.

64. Cut, copy, paste data and cell content

65. 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

66. The office clipboard

67. 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

68. 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)