1. Microsoft® Office 2010: Illustrated Introductory
MSOffice EXCEL
Part 1®
Microsoft® Office 2010: Illustrated Introductory

2. Microsoft® Office 2010: Illustrated Introductory
Objectives
Understand the use of spreadsheets and Excel
Learn the parts of the Excel window
Scroll through a worksheet and navigate between worksheets
Create and save a workbook file
Enter, analyze, and present data
Enter text, numbers, and dates into a worksheet
Microsoft® Office 2010: Illustrated Introductory

3. Microsoft® Office 2010: Illustrated Introductory
Objectives
Resize, insert, and remove columns and rows
Select and move cell ranges
Insert formulas and functions
Insert, delete, move, and rename worksheets
Insert and format custom borders
Preview and print a workbook 3
Microsoft® Office 2010: Illustrated Introductory

4. Microsoft® Office 2010: Illustrated Introductory
Objectives
Change fonts, font style, and font color
Add fill colors and a background image
Create formulas to calculate sales data
Apply Currency and Accounting formats and the Percent style
Format dates and times
Align, indent, and rotate cell contents
Merge a group of cells
Microsoft® Office 2010: Illustrated Introductory

5. Microsoft® Office 2010: Illustrated Introductory
Objectives
Use the AVERAGE function
Apply cell styles
Copy and paste formats with the Format Painter
Find and replace text
Change workbook themes
Microsoft® Office 2010: Illustrated Introductory

6. Microsoft® Office 2010: Illustrated Introductory
Objectives
Highlight cells with conditional formats
Format a worksheet for printing
Set the print area, insert page breaks, add print titles , create headers and footers, and set margins
Microsoft® Office 2010: Illustrated Introductory

7. Microsoft Excel Program
Microsoft Excel is the electronic spread sheets program within the Microsoft Office suite.
An electronic spread sheets is an application you use to perform numeric calculations and to analyse and present numeric data. 3
Microsoft® Office 2010: Illustrated Introductory

8. Microsoft® Office 2010: Illustrated Introductory
The Excel Window
Microsoft® Office 2010: Illustrated Introductory

9. Microsoft® Office 2010: Illustrated Introductory
Worksheet Navigation
A workbook can have two kinds of sheets:
–Worksheet contains a grid of rows and columns into which user enters data
–Chart sheet provides visual representation of data
Cell reference identifies column/row location
Microsoft® Office 2010: Illustrated Introductory

10. Microsoft® Office 2010: Illustrated Introductory
Planning a Workbook
Use a planning analysis sheet to define:
–Goal or purpose of workbook
–Type of data to collect
–Formulas needed to apply to data you collected and entered
–Appearance of workbook content
Microsoft® Office 2010: Illustrated Introductory

11. Creating a New Work Book
You create new workbooks from the New screen in Backstage view from the Blank workbook template
On the ribbon, click the File tab to display Backstage view.
Click New in the navigation bar to display the New screen
Click the Blank workbook Ale.
Microsoft® Office 2010: Illustrated Introductory

12. Working with Worksheets
Inserting a worksheet
–Name of new worksheet is based on number and names of other sheets in the workbook
Deleting a worksheet
Renaming a worksheet
Microsoft® Office 2010: Illustrated Introductory

13. Working with Worksheets
Moving and copying a worksheet
–To move:
Click and drag
–To copy:
Ctrl + drag and drop
Microsoft® Office 2010: Illustrated Introductory

14. Entering Text, Numbers, and Dates
Text data
Combination of letter, numbers, and symbols
referred to as a text string
Number data
Numerical value to be used in a mathematical calculation
Date and timedata
Commonly recognized formats for date and time values
Microsoft® Office 2010: Illustrated Introductory

15. Entering Text, Numbers, and Dates
Microsoft® Office 2010: Illustrated Introductory

16. Microsoft® Office 2010: Illustrated Introductory
Editing Cell Content
As you work, you might find entries you need to change or correct.
If you want to replace all of the content in a cell, you simply select the cell and then type the new entry to overwrite the previous entry.
If you need to replace only part of a cell’s content, you can work in Edit mode.
Microsoft® Office 2010: Illustrated Introductory

17. Working with Columns and Rows
To make data easier to read:
–Modify size of columns and rows in a worksheet
To modify size of columns or rows:
–Drag border to resize
–Double-­‐click border to autofit
–Format the Cells group to specify
Microsoft® Office 2010: Illustrated Introductory

18. Working with Columns and Rows
Column width
–Expressed in terms of number of characters or pixels (8.43 characters equals 64 pixels)
–Note: Pixel size is based on screen resolution Row height
–Measured in points (1/72 of an inch) or pixels
–Default row height: 15 points or 20 pixels
Microsoft® Office 2010: Illustrated Introductory

19. Working with Columns and Rows
Microsoft® Office 2010: Illustrated Introductory

20. Working with Columns and Rows
Deleting and clearing a row or column
–Deleting removes both the data and the cells
–Clearing removes the data, leaving blank cells where data had been
Microsoft® Office 2010: Illustrated Introductory

21. Working with Cells and Ranges
Range reference indicates location and size of a cell range
–Adjacent (A1:G5)
–Nonadjacent (A1:A5;F1:G5)
Selecting a range
–Work with all cells in the range as a group
Moving and copying a range
–Drag and drop
–Cut and paste
Microsoft® Office 2010: Illustrated Introductory

22. Working with Cells and Ranges
Inserting and deleting a range
Microsoft® Office 2010: Illustrated Introductory

23. Moving a cell or a Range of Cells
Select the cell or range you want to move or copy
Move the pointer over the border of the selection until the pointer changes shape
To move the range, click the border and drag the selection to a new location
Microsoft® Office 2010: Illustrated Introductory

24. Copying a Cell or Range of Cells
Select the cell or range you want to move or copy
On the Home tab, click the Cut or Copy button
– Or right-­‐click the selection, and then click Cut or Copy on the shortcut menu
Select the cell or the upper-left cell of the range where you want to paste the content
Click the Paste button
Microsoft® Office 2010: Illustrated Introductory

25. Microsoft® Office 2010: Illustrated Introductory
Worksheet Data
Microsoft® Office 2010: Illustrated Introductory

26. Microsoft® Office 2010: Illustrated Introductory
Working with Formulas
Formula
An expression that returns a value
Written using operators that combine different values, resulting in a single displayed value
Microsoft® Office 2010: Illustrated Introductory

27. Microsoft® Office 2010: Illustrated Introductory
Working with Formulas
Entering a formula
–Click cell where you want formula results to appear
–Type = and an expression that calculates a value using cell references and arithmetic operators
Cell references allow you to change values used in the calculation without having to modify the formula itself
–Press Enter or Tab to complete the formula
Microsoft® Office 2010: Illustrated Introductory

28. Microsoft® Office 2010: Illustrated Introductory
Working with Formulas
Microsoft® Office 2010: Illustrated Introductory

29. Microsoft® Office 2010: Illustrated Introductory
Working with Formulas
Copying and pasting formulas
–Cell references adjust to reflect new location of the formula in the worksheet
Microsoft® Office 2010: Illustrated Introductory

30. Introducing Functions
Named operation that returns a value
Simplifies a formula, reducing a long formula into a compact statement; for example, to add values in the range A1:A10:
Enter the long formula:
=A1+A2+A3+A4+A5+A6+A7+A8+A9+A10
Use the SUM Function to accomplish the same thing:
=SUM(A1:A10)
Microsoft® Office 2010: Illustrated Introductory

31. Entering Function with AutoSum
Fast, convenient way to enter commonly used Function
Includes buttons to quickly insert/generate:
Sum of values in column or row (SUM)
Average value in column or row (AVERAGE)
Total count of numeric values in column or row (COUNT)
Minimum value in column or row (MIN)
Maximum value in column or row (MAX)
Microsoft® Office 2010: Illustrated Introductory

32. Entering Function with AutoSum
Microsoft® Office 2010: Illustrated Introductory

33. Microsoft® Office 2010: Illustrated Introductory
Previewing a Workbook
Changing worksheet views
–Normal view
–Page Layout view
–Page Break Preview
Microsoft® Office 2010: Illustrated Introductory

34. Microsoft® Office 2010: Illustrated Introductory
Page Layout View
Microsoft® Office 2010: Illustrated Introductory

35. Microsoft® Office 2010: Illustrated Introductory
Page Break Preview
Microsoft® Office 2010: Illustrated Introductory

36. Microsoft® Office 2010: Illustrated Introductory
Previewing a Workbook
Working with page orientation
–Portrait orientation(default)
Page is taller than wide
–Landscape orientation
Page is wider than tall
Microsoft® Office 2010: Illustrated Introductory

37. Microsoft® Office 2010: Illustrated Introductory
Printing a Workbook
Print tab provides options for choosing what to print and how to print
–Printout includes only the data in the worksheet
–Other elements (e.g., row/column headings, gridlines) will not print by default
Microsoft® Office 2010: Illustrated Introductory

38. Microsoft® Office 2010: Illustrated Introductory
Printing a Workbook
Microsoft® Office 2010: Illustrated Introductory

39. Viewing Worksheet Formulas
Switch to formula view
Microsoft® Office 2010: Illustrated Introductory

40. Microsoft® Office 2010: Illustrated Introductory
Scaling Worksheet
Scaling the printout of a worksheet forces contents to fit on a single page
Microsoft® Office 2010: Illustrated Introductory

41. Microsoft® Office 2010: Illustrated Introductory
Worksheet Formatting
Microsoft® Office 2010: Illustrated Introductory

42. Microsoft® Office 2010: Illustrated Introductory
Formatting Cell Text
Formatting
Process of changing workbook’s appearance by defining fonts, styles, colors, and graphical effects
Only the appearance of data changes, not data itself
Themes
Named collections of Formatting effects
Microsoft® Office 2010: Illustrated Introductory

43. Microsoft® Office 2010: Illustrated Introductory
Formatting Cell Text
You can add Formatting to a workbook by choosing its fonts, styles, colors, and decorative features through the use of themes.
– A theme is a collection of Formatting for text, colors, and graphical effects that are applied throughout a workbook to create a specific look and feel.
Microsoft® Office 2010: Illustrated Introductory

44. Applying Fonts and Font Styles
Theme fonts and non-­‐theme fonts
Character styles (serif fonts and
sans serif fonts)
Font styles, special effects, font size
Microsoft® Office 2010: Illustrated Introductory

45. Microsoft® Office 2010: Illustrated Introductory
Applying a Font Color
Microsoft® Office 2010: Illustrated Introductory

46. Working with Colors and Backgrounds
Changing a fill color
Microsoft® Office 2010: Illustrated Introductory

47. Working with Colors and Backgrounds
Background images do not print
Microsoft® Office 2010: Illustrated Introductory

48. Microsoft® Office 2010: Illustrated Introductory
Changing a Fill Color
Select the range you wish to apply a fill color to
On the Home tab, in the Font group, click the Fill Color button arrow, and then click the specific color you wish to use in the Standard Colors selection.
Microsoft® Office 2010: Illustrated Introductory

49. Adding a Background Image
On the ribbon, click the Page Layout tab to display the page layout options.
In the Page Setup group, click the Background button.
Click the Browse button. The Sheet Background dialog box opens allowing you to navigate to the file location
Click the file, and then click Insert. The image is added to the background
Microsoft® Office 2010: Illustrated Introductory

50. Using Function and Formulas
A primary feature of Excel is the ability to easily perform many mathematical and calculations through functions and formulas.
A functions is a formula pre-­‐established by Excel
A formula is created by the Excel user as needed
Microsoft® Office 2010: Illustrated Introductory

51. Formatting Calculated Values
Create formulas to add, subtract, and divide values
Microsoft® Office 2010: Illustrated Introductory

52. Formatting Calculated Values
Applying number formats
Use General number format for simple calculations
Apply Excel’s additional Formatting to make numbers easier to interpret
Accounting style
Microsoft® Office 2010: Illustrated Introductory

53. Applying Number Formats
Microsoft® Office 2010: Illustrated Introductory

54. Applying Number Formats
Microsoft® Office 2010: Illustrated Introductory

55. Formatting Calculated Values
Formatting dates and times
Dates/times are stored as numbers, not as text
Microsoft® Office 2010: Illustrated Introductory

56. Formatting Dates and Times
Excel provides many formats for dates and
Times in the worksheets depending on user requirements
Select the cell in which the date and time should appear
On the ribbon, select the HOME tab
In the Number group, click the Number Format button arrow to display a list of number formats, and then select the preferred format.
The date is displayed with the selected format
Microsoft® Office 2010: Illustrated Introductory

57. Formatting Worksheet Cells
Format appearance of individual cells by:
–Modifying alignment of text within the cell
–Adding borders of different styles and colors to individual cells or ranges
Microsoft® Office 2010: Illustrated Introductory

58. Formatting Worksheet Cells
Aligning cell content
Default:
Cell text aligned with left bottom borders
Cell values aligned with right bottom borders
Button to set alignment options are in Alignment group on Home tab
Microsoft® Office 2010: Illustrated Introductory

59. Formatting Worksheet Cells
Merging cells
–Retains only content (and cell reference) from upper-left cell in the range
–Merge options: Merge & Center, Merge Across, Merge Cell, and Unmerge Cells
Microsoft® Office 2010: Illustrated Introductory

60. Formatting Worksheet Cells
Rotating cell contents saves space and provides visual interest
Microsoft® Office 2010: Illustrated Introductory

61. Formatting Worksheet Cells
Adding cell borders enhances readability of rows and columns or data
–Add borders to left, top, right, or bottom of cell or range; around an entire cell; or around outside
edges of a range
–Specify thickness and number of lines in border
Microsoft® Office 2010: Illustrated Introductory

62. Options in the Format Cells Dialog Box
Border tab
Microsoft® Office 2010: Illustrated Introductory

63. Finding and Replacing Text
The Find and Replace commands let you make content and design changes to a Worksheet or the entire workbook quickly.
The Find command searches through the current worksheet or workbook for the content or formatting you want to locate
The Replace command then substitutes it with the new content or formatting you specify.
Microsoft® Office 2010: Illustrated Introductory

64. Finding and Replacing Text
Microsoft® Office 2010: Illustrated Introductory

65. Microsoft® Office 2010: Illustrated Introductory
Working with Themes
Appearance of fonts, colors, and cell styles depends on workbook’s current theme
If theme is changed, formatting of fonts, colors, and cell styles changes throughout entire workbook
Only elements directly tied to a theme change when you select a different theme
Microsoft® Office 2010: Illustrated Introductory

66. Microsoft® Office 2010: Illustrated Introductory
Working with Themes
Microsoft® Office 2010: Illustrated Introductory

67. Highlighting Cells with conditional Formats
Goal of Highlighting: Provide strong visual clue of important data or results
Format applied to a cell depends upon value or content of the cell
Dynamic: If cell’s value changes, cell’s format also changes as needed
Excel has four conditional formats: data bars, highlighting, color scales, and icon sets
Microsoft® Office 2010: Illustrated Introductory

68. Microsoft® Office 2010: Illustrated Introductory
Highlighting Rules
Each conditional format has a set of rules that define how formatting should be applied and under what conditional format will be changed
Microsoft® Office 2010: Illustrated Introductory

69. Highlighting Cells with conditional Formats
Microsoft® Office 2010: Illustrated Introductory