Excel 2000

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Your Organizations Name Her

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EExxcceell22000000Student EditionModule I

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2002 by CustomGuide, Inc. 1502 Nicollet Avenue South, Suite 1; Minneapolis, MN 55403

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Table of Contents

Introduction .......................................................................................................................... 5

Chapter One: The Fundamentals....................................................................................... 9Lesson 1-1: Starting Excel...................................................................................................10Lesson 1-2: Whats New in Excel 2000?.............................................................................12Lesson 1-3: Understanding the Excel Program Screen........................................................14Lesson 1-4: Using Menus....................................................................................................16Lesson 1-5: Using Toolbars and Creating a New Workbook...............................................18Lesson 1-6: Hiding, Displaying, and Moving Toolbars.......................................................20Lesson 1-7: Filling Out Dialog Boxes.................................................................................22Lesson 1-8: Keystroke and Right Mouse Button Shortcuts.................................................24Lesson 1-9: Opening a Workbook .......................................................................................26Lesson 1-10: Saving a Workbook........................................................................................28Lesson 1-11: Moving the Cell Pointer.................................................................................30Lesson 1-12: Navigating a Worksheet .................................................................................32Lesson 1-13: Entering Labels in a Worksheet......................................................................34Lesson 1-14: Entering Values in a Worksheet and Selecting a Cell Range..........................36Lesson 1-15: Calculating Value Totals with AutoSum.........................................................38Lesson 1-16: Entering Formulas..........................................................................................40

Lesson 1-17: Using AutoFill................................................................................................42Lesson 1-18: Previewing and Printing a Worksheet ............................................................ 44Lesson 1-19: Getting Help from the Office Assistant..........................................................46Lesson 1-20: Changing the Office Assistant and Using the Whats This? Button............... 48Lesson 1-21: Closing a Workbook and Exiting Excel ......................................................... 50Chapter One Review............................................................................................................52

Chapter Two: Editing a Workbook......... ........... .......... ........... ........... .......... ........... ......... 59Lesson 2-1: Entering Date Values and Using AutoComplete .............................................. 60Lesson 2-2: Editing, Clearing, and Replacing Cell Contents...............................................62Lesson 2-3: Cutting, Copying, and Pasting Cells ................................................................64Lesson 2-4: Moving and Copying Cells with Drag and Drop .............................................66Lesson 2-5: Collecting and Pasting Multiple Items.............................................................68

Lesson 2-6: Working with Absolute and Relative Cell References ..................................... 70Lesson 2-7: Using the Paste Special Command ..................................................................72Lesson 2-8: Inserting and Deleting Cells, Rows, and Columns...........................................74Lesson 2-9: Using Undo, Redo, and Repeat........................................................................76Lesson 2-10: Checking Your Spelling .................................................................................78Lesson 2-11: Finding and Replacing Information ...............................................................80Lesson 2-12: Advanced Printing Options............................................................................82Lesson 2-13: File Management............................................................................................84Lesson 2-14: Inserting Cell Comments ...............................................................................86Chapter Two Review ...........................................................................................................88

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4 Microsoft Excel 2000

2002 CustomGuide, Inc.

Chapter Three: Formatting a Worksheet.....................................................................95Lesson 3-1: Formatting Fonts with the Formatting Toolbar ................................................96Lesson 3-2: Formatting Values ............................................................................................98Lesson 3-3: Adjusting Row Height and Column Width.....................................................100Lesson 3-4: Changing Cell Alignment...............................................................................102Lesson 3-5: Adding Borders ..............................................................................................104

Lesson 3-6: Applying Colors and Patterns.........................................................................106Lesson 3-7: Using the Format Painter................................................................................108Lesson 3-8: Using AutoFormat..........................................................................................110Lesson 3-9: Creating a Custom Number Format ...............................................................112Lesson 3-10: Creating, Applying, and Modifying a Style..................................................114Lesson 3-11: Formatting Cells with Conditional Formatting.............................................116Lesson 3-12: Merging Cells, Rotating Text, and using AutoFit.........................................118Chapter Three Review .......................................................................................................120

Chapter Four: Creating and Working with Charts.....................................................127Lesson 4-1: Creating a Chart .............................................................................................128Lesson 4-2: Moving and Resizing a Chart.........................................................................130Lesson 4-3: Formatting and Editing Objects in a Chart.....................................................132Lesson 4-4: Changing a Charts Source Data ....................................................................134

Lesson 4-5: Changing a Chart Type and Working with Pie Charts....................................136Lesson 4-6: Adding Titles, Gridlines, and a Data Table.....................................................138Lesson 4-7: Formatting a Data Series and Chart Axis .......................................................140Lesson 4-8: Annotating a Chart .........................................................................................142Lesson 4-9: Working with 3-D Charts ...............................................................................144Lesson 4-10: Selecting and Saving a Custom Chart ..........................................................146Lesson 4-11: Using Fill Effects..........................................................................................148Lesson 4-12: Mapping Data...............................................................................................150Lesson 4-13: Modifying a Map..........................................................................................152Chapter Four Review.........................................................................................................154

Chapter Five: Managing Your Workbooks ........... .......... ........... ........... .......... ........... ....161Lesson 5-1: Switching Between Sheets in a Workbook.....................................................162

Lesson 5-2: Inserting and Deleting Worksheets.................................................................164Lesson 5-3: Renaming and Moving Worksheets................................................................166Lesson 5-4: Working with Several Workbooks and Windows ...........................................168Lesson 5-5: Splitting and Freezing a Window ...................................................................170Lesson 5-6: Referencing External Data .............................................................................172Lesson 5-7: Creating Headers, Footers, and Page Numbers ..............................................174Lesson 5-8: Specifying a Print Area and Controlling Page Breaks....................................176Lesson 5-9: Adjusting Page Margins and Orientation........................................................178Lesson 5-10: Adding Print Titles and Gridlines.................................................................180Lesson 5-11: Changing the Paper Size and Print Scale......................................................182Lesson 5-12: Protecting a Worksheet.................................................................................184Lesson 5-13: Hiding Columns, Rows and Sheets ..............................................................186Lesson 5-14: Viewing a Worksheet and Saving a Custom View........................................188Lesson 5-15: Working with Templates...............................................................................190

Lesson 5-16: Consolidating Worksheets ............................................................................192Chapter Five Review..........................................................................................................194

Index ...................................................................................................................................201

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IntroductionWelcome to CustomGuide: Microsoft Excel 2000. CustomGuide courseware allowsinstructors to create and print manuals that contain the specific lessons that best meet theirstudents needs. In other words, this book was designed and printed just for you.

Unlike most other computer-training courseware, each CustomGuide manual is uniquelydesigned to be three books in one:

Step-by-step instructions make this manual great for use in an instructor-led class or as aself-paced tutorial.

Detailed descriptions, illustrated diagrams, informative tables, and an index make thismanual suitable as a reference guide when you want to learn more about a topic orprocess.

The handy Quick Reference box, found on the last page of each lesson, is great for whenyou need to know how to do something quickly.

CustomGuide manuals are designed both for users who want to learn the basics of thesoftware and those who want to learn more advanced features.

Heres how a CustomGuide manual is organized:

ChaptersEach manual is divided into several chapters. Arent sure if youre ready for a chapter? Lookat the prerequisites that appear at the beginning of each chapter. They will tell you what youshould know before you start the chapter.

LessonsEach chapter contains several lessons on related topics. Each lesson explains a new skill ortopic and contains a step-by-step exercise to give you hands-on-experience.

Chapter ReviewsA review is included at the end of each chapter to help you absorb and retain all that you have

learned. This review contains a brief recap of everything covered in the chapters lessons, aquiz to assess how much youve learned (and which lessons you might want to look overagain), and a homework assignment where you can put your new skills into practice. If yourehaving problems with a homework exercise, you can always refer back to the lessons in thechapter to get help.

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How to Use the LessonsEvery topic is presented on two facing pages, so that you can concentrate on the lessonwithout having to worry about turning the page. Since this is a hands-on course, each lessoncontains an exercise with step-by-step instructions for you to follow.

To make learning easier, every exercise follows certain conventions:

Anything youre supposed to click, drag, or press appears like this.

Anything youre supposed to type appears like this.

This book never assumes you know where (or what) something is. The first time youretold to click something, a picture of what youre supposed to click appears either in themargin next to the step or in the illustrations at the beginning of the lesson.

Lesson 4-2: Formatting Values

Figure 4-3The Numbers tab of theFormat Cells dialog box.

Figure 4-4The Expense Reportworksheet values beforebeing formatted.

Figure 4-5The Expense Reportworksheet values after beingformatted.

Select a numbercategory

Select a numberformat

Preview of theselected numberformat

Figure 4-3

Figure 4-4 Figure 4-5

In this lesson, you will learn how to apply number formats. Applying number formattingchangeshow values are displayedit doesnt change the actual information in any way. Excel is oftensmart enough to apply some number formatting automatically. For example, if you use a dollarsign to indicate currency (such as $548.67), Excel will automatically apply the currency numberformat for you.

The Formatting toolbar has five buttons (Currency, Percent, Comma, Increase Decimal, andDecrease Decimal) you can use to quickly apply common number formats. If none of these buttonshas what youre looking for, you need to use the Format Cells dialog box by selecting Format Cells from the menu and clicking the Number tab. Formatting numbers with the Format Cellsdialog box isnt as fast as using the toolbar, but it gives you more precision and formatting options.

Well use both methods in this lesson.

Comma Stylebutton

1.1. Select the cell range D5:D17 and click the Comma Style button onthe Formatting toolbar.

Excel adds a hundreds separator (the comma) and two decimal places to the selected cellrange.

You can also formatvalues by using theFormatting toolbaror by selectingFormat Cellsfrom the menu andclicking theNumber tab.


Lesson 4-2: Formatting Values

Figure 4-3The Numbers tab of theFormat Cells dialog box.

Figure 4-4The Expense Reportworksheet values beforebeing formatted.

Figure 4-5The Expense Reportworksheet values after beingformatted.

Select a numbercategory

Select a numberformat

Preview of theselected numberformat

Figure 4-3


In this lesson, you will learn how to apply number formats. Applying number formattingchangeshow values are displayedit doesnt change the actual information in any way. Excel is oftensmart enough to apply some number formatting automatically. For example, if you use a dollarsign to indicate currency (such as $548.67), Excel will automatically apply the currency numberformat for you.

The Formatting toolbar has five buttons (Currency, Percent, Comma, Increase Decimal, andDecrease Decimal) you can use to quickly apply common number formats. If none of these buttonshas what youre looking for, you need to use the Format Cells dialog box by selecting Format Cells from the menu and clicking the Number tab. Formatting numbers with the Format Cells

dialog box isnt as fast as using the toolbar, but it gives you more precision and formatting options.Well use both methods in this lesson.

Comma Stylebutton

1.1. Select the cell range D5:D17 and click the Comma Style button onthe Formatting toolbar.Excel adds a hundreds separator (the comma) and two decimal places to the selected cellrange.

You can also formatvalues by using theFormatting toolbaror by selectingFormat Cellsfrom the menu andclicking theNumber tab.


Illustrations show what your

screen should look like as youfollow the lesson. They alsodescribe controls, dialog boxes,and processes.

An easy-to-understand

introduction explains the task ortopic covered in the lesson andwhat youll be doing in theexercise.

Clear step-by-step instructionsguide you through the exercise.

Anything you need to clickappears like this.

Icons and pictures appear in the

margin, showing you what toclick or look for.

Tips and traps appear in themargin.

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Introduction 7

Your Organizations Name Here

When you see a keyboard instruction like press + , you should press andhold the first key ( in this example) while you press the second key ( in thisexample). Then, after youve pressed both keys, you can release them.

There is usually more than one way to do something in Excel. The exercise explains themost common method of doing something, while the alternate methods appear in the

margin. Use whatever approach feels most comfortable for you.

Important terms appear in italicsthe first time theyre presented.

Whenever something is especially difficult or can easily go wrong, youll see a: NOTE:immediately after the step, warning you of pitfalls that you could encounter if youre notcareful.

Our exclusive Quick Reference box appears at the end of every lesson. You can use it toreview the skills youve learned in the lesson and as a handy referencewhen you needto know how to do something fast and dont need to step through the sample exercises.

Currency Stylebutton

Other Ways to ApplyCurrency Formatting:

Type the dollar sign ($)before you enter a number.

2.2. Click cell A4 and type Annual Sales.The numbers in this column should be formatted as currency.

3.3. Press to confirm your entry and overwrite the existinginformation.

4.4. Select the cell range G5:G17 and click the Currency Style button onthe Formatting toolbar.A dollar sign and two decimal places are added to the values in the selected cell r ange.

5.5. Select the cell range F5:F17 and click the Percent Style button onthe Formatting toolbar.

Excel applies percentage style number formatting to the information in the Tax column.Notice there isnt a decimal placeExcel rounds any decimal places to the nearest wholenumber. That isnt suitable hereyou want to include a decimal place to accurately showthe exact tax rate.

6.6. With the Tax cell range still selected, click the Increase Decimal

button on the Formatting toolbar.Excel adds one decimal place to the information in the tax rate column.

Next, you want to change the date format in the date column. There isnt a Format Datebutton on the Formatting toolbar, so you will have to format the date column using theFormat Cells dialog box.

The Formatting toolbar is great for quickly applying the most common formatting options tocells, but it doesnt offer every available formatting option. To see and/or use every possiblecharacter formatting option you have to use the Format Cells dialog box. You can open theFormat Cells dialog box by ei ther selecting FormatCells from the menu or right-clickingand selecting Format Cells from the shortcut menu.

7.7. With the Date cell range still selected, select Format Cells fromthe menu, select 4-Mar-97 from the Type list box and click OK.

Formatting a Worksheet 2525

Table 4-2: Number Formatting Buttons on the Formatting Toolbar

Button Name Example Formatting

Currency $1,000.00 Adds a dollar sign, comma, and two decimal places.

Percent 100% Displays the value as a percentage with no decimal places.

Comma 1,000 Separates thousands with a comma.

Increase Decimal 1000.00 Increases the number of digits after the decimal point by one

Decrease Decimal 1000.0 Decreases the number of digits after the decimal point by one

Quick ReferenceTo Apply NumberFormatting:

Select the cell or cell rangeyou want to format and clickthe appropriate numberformatting button(s) on theFormatting toolbar.

Or...

Select the cell or cell range youwant to format, select Format Cellsfrom the menu, clickthe Number tab, and specify

the number formatting you wantto apply.

Or...

Select the cell or cell range youwant to format, right-click thecell or cell range and selectFormat Cellsfrom the shortcutmenu, click the Number tab,and specify the numberformatting you want to apply.

Thats all there is to f ormatting valuesnot as difficult as you thought it would be, was it? Thefollowing table lists the five buttons on the Formatting toolbar you can use to apply numberformatting to the values in your worksheets.

Currency Stylebutton

Other Ways to ApplyCurrency Formatting:

Type the dollar sign ($)before you enter a number.

2.2. Click cell A4 and type Annual Sales.The numbers in this column should be formatted as currency.

3.3. Press to confirm your entry and overwrite the existinginformation.

4.4. Select the cell range G5:G17and click the Currency Style buttononthe Formatting toolbar.A dollar sign and two decimal places are added to the values in the selected cell range.

5.5. Select the cell range F5:F17and click the Percent Style buttononthe Formatting toolbar.

Excel applies percentage style number formatting to the information in the Tax column.Notice there isnt a decimal placeExcel rounds any decimal places to the nearest wholenumber. That isnt suitable hereyou want to include a decimal place to accurately showthe exact tax rate.

6.6. With the Tax cell range still selected, click the Increase Decimalbuttonon the Formatting toolbar.Excel adds one decimal place to the information in the tax rate column.

Next, you want to change the date format in the date column. There isnt a Format Datebutton on the Formatting toolbar, so you will have to format the date column using theFormat Cells dialog box.

The Formatting toolbar is great for quickly applying the most common formatting options tocells, but it doesnt offer every available formatting option. To see and/or use every possiblecharacter formatting option you have to use the Format Cells dialog box. You can open theFormat Cells dialog box by either selecting FormatCells from the menu or right-clickingand selecting Format Cells from the shortcut menu.

7.7. With the Date cell range still selected, select FormatCellsfromthe menu, select 4-Mar-97from the Type list box and click OK.

Formatting a Worksheet 2525

Table 4-2: Number Formatting Buttons on the Formatting Toolbar

Button Name Example Formatting

Currency $1,000.00 Adds a dollar sign, comma, and two decimal places.

Percent 100% Displays the value as a percentage with no decimal places.

Comma 1,000 Separates thousands with a comma.

Increase Decimal 1000.00 Increases the number of digits after the decimal point by one

Decrease Decimal 1000.0 Decreases the number of digits after the decimal point by one

Quick ReferenceTo Apply NumberFormatting:

Select the cell or cell rangeyou want to format and clickthe appropriate numberformatting button(s) on theFormatting toolbar.

Or...

Select the cell or cell range youwant to format, select Format Cellsfrom the menu, clickthe Number tab, and specifythe number formatting you wantto apply.

Or...

Select the cell or cell range youwant to format, right-click thecell or cell range and selectFormat Cells from the shortcutmenu, click the Number tab,and specify the numberformatting you want to apply.

Thats all there is to f ormatting valuesnot as difficult as you thought it would be, was it? Thefollowing table lists the f ive buttons on the Formatting toolbar you can use to apply numberformatting to the values in your worksheets.

Anything you need to typeappearslike this.

Whenever there is more thanone way to do something, themost common method ispresented in the exercise andthe alternate methods are

presented in the margin.

Tables provide summaries of theterms, toolbar buttons, orshortcuts covered in the lesson.

CustomGuides exclusive QuickReference is great for when you

need to know how to dosomething fast. It also lets youreview what youve learned inthe lesson.

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Chapter One: TheFundamentals

Chapter Objectives:

Starting Microsoft Excel

Giving commands to Excel

Entering labels and values into a workbook

Navigating a workbook

Naming and saving a workbook

Previewing, and printing a workbook

Closing a workbook and exiting Excel

Chapter Task: Create a simple income and expense report

Welcome to your first lesson of Microsoft Excel 2000. Excel is a powerful spreadsheetsoftware program that allows you to make quick and accurate numerical calculations.Entering data onto a spreadsheet (or worksheetas they are called in Excel) is quick and easy.Once data has been entered in a worksheet, Excel can instantly perform any type ofcalculation on it. Excel can also make your information look sharp and professional. The usesfor Excel are limitless: businesses use Excel for creating financial reports, scientists use Excelfor statistical analysis, families use Excel to help manage their investment portfolios.Microsoft Excel is by far the most widely used and, according to most reviews, the mostpowerful and user-friendly spreadsheet program available. Youve made a great choice bydeciding to learn Microsoft Excel 2000.

This chapter will introduce you to the Excel basicswhat you need to know to create, print,and save a worksheet. If youve already seen the Microsoft Excel program screen before, youknow that it is filled with cryptic-looking buttons, menus, and icons. By the time you have

finished this chapter, you will know what most of those buttons, menus, and icons are usedfor.

Prerequisites A computer with

Windows 95, 98, 2000

or NT and Excel 2000installed.

An understanding ofbasic computerfunctions (how to usethe mouse andkeyboard).

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Lesson 1-1: Starting Excel

Before starting Microsoft Excel 2000 you have to make sure your computer is onif its not,turn it on! You start Excel 2000 the same as you would start any other Windows program onyour computerwith the Start button. Because every computer is set up differently (somepeople like to rearrange their program menu) the procedure for starting Excel on yourcomputer may be slightly different from the one listed here.

11.. Make sure your computer is on and the Windows desktop is open.Your computer screen should look similar to the one shown in Figure 1-1.

22.. Use your mouse to point to and click the Start Button, located at thebottom-left corner of the screen.

The Windows Start menu pops up.

33.. Use the mouse to move the pointer over the word Programs.A menu similar to the one shown in Figure 1-2 pops out to the right of Programs. Theprograms and menus listed will depend on the programs installed on your computer, soyour menu will probably look somewhat different from the illustration.

Figure 1-1The Windows Desktop.

Figure 1-2

Programs located underthe Windows Start button.

Figure 1-3

The Microsoft Excelprogram screen.

Start button

Fi ure 1-1 Fi ure 1-2

Fi ure 1-3

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Chapter One: The Fundamentals 11


Quick ReferenceTo Start the MicrosoftExcel Program:

1. Click the WindowsStartbutton.

2.Select ProgramsMicrosoft Excel.

44.. On the Programs menu, point to and click Microsoft Excel.Depending on how many programs are installed on your computer and how they areorganized, it might be a little difficult to find the Microsoft Excel program. Once youclick the Microsoft Excel program, your computers hard drive will whir for a momentwhile it loads Excel. The Excel program screen appears, as shown in Figure 1-3.

Thats it! You are ready to start creating spreadsheets with Microsoft Excel. In the next lesson,

you will learn what all those funny-looking objects on your screen are.

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Lesson 1-2: Whats New inExcel 2000?

If youre upgrading from Excel 97 to Excel 2000 youre in luckin most respects Excel 2000looks and works almostthe same as your trusty version of Excel 97. Heres whats new inExcel 2000:

Table 1-1: Whats NewNew Feature Description

PersonalizedMenus

Office 2000 displays only the commands that you use most often on newpersonalized menus and toolbars. A menus more advanced commands arehidden from view, although you can easily expand a menu to reveal all of itscommands. After you click a command, it appears on your personalized menu.

Multiple Cut, Copy,and PasteClipboard

Office 2000 programs share a multiple clipboard, which can hold up to 12copied or cut objects instead of just one. The only problem with the newclipboard is only Office 2000 programs can access all 12 copied or cut objects.

See What YouHave Open

Use the Windows taskbar to switch between open Office documents. Eachdocument appears as an icon on the taskbar.

Improved OfficeAssistant

The Assistant uses less space on your screen, while still providing you with allthe help you need. If the Office Assistant can't answer your question, it can takeyou to the Web for more information.

See-ThroughSelection

Selected cells in Excel are easier to see and read, since Excel now uses a see-through color scheme to indicate selected cells.

Euro CurrencySymbol

Additional number formats are available with the Euro currency symbol: .

Figure 1-4

Creating interactive Webpages is just one of Excel2000s new abilities.

Now you can seethrough yourselections in Excel2000.

Figure 1-4

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New Feature Description

Detect and Repair If you find that your Excel program is getting buggy, instead of reinstalling theentire program, you can use Office 2000s new Detect and Repair feature todiagnose and fix the problem.

Create Web Pages Support for the Internet has been greatly improved in all Office 2000 programs.You can easily save your Excel workbooks as Web pages, and even createinteractive Web pages which have basic spreadsheet functionality and allowusers to add, change, calculate, and analyze data.

Keep Office-specificFormatting in WebPages

You can still use Excel features that arent supported on the Web. When yousave a workbook as a Web page, formatting options that arent supported onthe Web are still stored in the file, so when you open the Web page in Excel thenon-supported Web options are retained.

Start a Discussion In either your Web browser or in Excel, you and your colleagues can review aworkbook. You can place a discussion pane at the bottom of a workbook to addcomments or have conversations about the workbook, or you can add yourcomments right in the text of the workbook. (This feature requires that OfficeServer Extensions be installed on your Web server.)

ImprovedPivotTable Reports

PivotTable Reports have been completely revamped in Excel 2000. Instead ofusing a non-intuitive diagram to create a PivotTable report, now you can usedrop and drag to lay out a PivotTable directly on the worksheet. PivotTablereports can now easily be formatted with the AutoFormat command. Finally, row,column, and page fields now have drop-down arrows, which you can use toshow or hide items in the fields.

PivotCharts PivotCharts bring the power of PivotTable reports to your charts. Just likePivotTable reports, PivotCharts are interactive and have field buttons that youcan use to show and hide items in a chart.

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Lesson 1-3: Understanding theExcel Program Screen

You might find the Excel 2000 program screen a bit confusing and overwhelming the firsttime you see it. What are all those buttons, icons, menus, and arrows for? This lesson willhelp you become familiar with the Excel program screen. There are no step-by-stepinstructions in this lesson. All you have to do is look at Figure 1-5 then refer to Table 1-1: TheExcel Program Screen, to see what everything youre looking at means. And, most of all,relax! This lesson is only meant to help you get aquatinted with the Excel screen; you donthave to memorize anything.

Figure 1-5

Elements of the Excelprogram screen.

Worksheetwindow

Title bar Menu bar Standard toolbar

Cell pointer andcurrently activecell

Formattingtoolbar

Formula bar

Status bar Worksheettabs

Sheet tabscrolling buttons

Verticalscroll bar

Fi ure 1-5

Horizontalscroll bar

Columnheadings

Row headings

Name box

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Table 1-1: The Excel Program Screen

Element What its Used For

Title bar Displays the name of the program you are currently using (in this case,Microsoft Excel) and the name of the workbook you are working on. The title bar

appears at the top of all Windows programs.Menu Bar Displays a list of menus you use to give commands to Excel. Clicking a menu

name displays a list of commands. For example, clicking the Formatmenuname displays different formatting commands.

Standard toolbar Toolbars are shortcutsthey contain buttons for the most commonly usedcommands (instead of having to wade through several menus). The Standardtoolbar contains buttons for the Excel commands you use the most, such assaving, opening, and printing workbooks.

Formatting toolbar Contains buttons for the most commonly used formatting commands, such asmaking text bold or italicized.

Worksheet window This is where you enter data and work on your worksheets. You can have more

than one worksheet window open at a time, allowing you to work on severalworksheets.

Cell Pointer andActive Cell

This highlights the cell you are working on. The current cell in Figure 1-5 islocated at A1. To make another cell active just click the cell with the mouse orpress the arrow keys on the keyboard to move the cell pointer to a new location.

Formula Bar Allows you to view, enter, and edit data in the current cell. The Formula bardisplays any formulas a cell might contain.

Name Box Displays the active cell address. In Figure 1-5 A1 appears in the name box,indicating that the active cell is A1.

Worksheet Tabs You can keep multiple worksheets together in a group called a workbook. Youcan move quickly from one worksheet to another by clicking the worksheet tabs.

You can give worksheets your own meaningful names, such as Budget insteadof Sheet1. Excel workbooks contain three worksheets by default.

Scroll bars There are both vertical and horizontal scroll bars; you use them to view andmove around your spreadsheet. The scroll box shows where you are in theworkbook. For example, if the scroll box is near the top of the scroll bar, youreat the beginning of a workbook.

Status bar Displays messages and feedback.

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Lesson 1-4: Using Menus

This lesson explains one of the easiest ways to give commands to Excelby using the menus.

Menus for all Windows programs can be found at the top of a window, just beneath theprograms title bar. In Figure 1-6 notice the words File, Edit, View, Insert, Tools, Data,Window, and Help. The next steps will show you why theyre there.

11.. Click the word Fileon the menu bar.A menu drops down from the word File, as shown in Figure 1-6. The File menucontains a list of file-related commands such as New, which creates a new file; Open,which opens or loads a saved file; Save, which saves the currently opened file; andClose, which closes the currently opened file. Move on to the next step to try selectinga command from the File menu.

22.. Click the word Closein the File menu.The workbook window disappearsyou have just closed the current workbook. Notice

each of the words in the menu has an underlined letter somewhere in it. For example,the F in the File menu is underlined. Holding down the key and pressing theunderlined letter in a menu does the same thing as clicking it. For example, pressingthe key and then the key would open the File menu. Move on to the nextstep and try it for yourself.

33.. Press the key then press the key.The File menu appears. Once you open a menu you can navigate through the differentmenus using either the mouse, the arrow keys, or by typing the letter that is underlinedin the menu name.

44.. Press the Right Arrow Key .The next menu to the right, the Edit menu, appears. If you open a menu and thenchange your mind, its easy to close it without selecting any commands. Just click

anywhere outsidethe menu or press the key.55.. Click anywhere outside the menu to close the menu without issuing any

commands.

NOTE: The menus in Excel 2000 work quite a bit differently than in other Windowsprogramseven than previous versions of Excel. Microsoft Excel 2000displays its menu commands on the screen in three different ways:

Figure 1-6The File menu.

Figure 1-7

The Customize dialog box.

Open a menu by

clicking it or bypressing the keyand the underlinedletter in the menu.

The Tools menu withevery commanddisplayed.

The Tools menu withless frequently usedcommands hidden.

Figure 1-6

Figure 1-7

Check to hidemore advancedmenu commands.

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Quick ReferenceTo Open a Menu:

Click the menu name withthe mouse.

Or

Press and then theunderlined letter in menu.

To Display a MenusHidden Commands:

Click the downward-pointing arrow ( ) at thebottom of the menu.

Or

Open the menu and waita few seconds.

To Change How MenusWork:

1. Select View Toolbars Customizefrom the

menu.2. Check or clear either the

Menus Show RecentlyUsed Commands Firstand/or Show Full MenusAfter a Short Delayoptions, then click Close.

By displaying every command possible, just like most Windows programs,including earlier versions of Excel.

By hiding the commands you dont use as frequently (the more advancedcommands) from view.

By displaying the hidden commands by clicking the downward-pointing arrows( )at the bottom of the menu or after waiting a couple of seconds.

66.. Click the word Toolsin the menu.The most common menu commands appear first in the Tools menu. Some people feelintimidated by being confronted with so many menu options, so the menus in Office2000 dont display the more advanced commands at first. To display a menus

advanced commands either click the downward-pointing ( )at the bottom of the menu,or keep the menu open a few seconds.

77.. Click the downward-pointing arrow ( )at the bottom of the Tools menu.The more advanced commands appear shaded on the Tools menu.

If youre accustomed to working with earlier versions of Microsoft Office you mayfind that hiding the more advanced commands is disconcerting. If so, you can easily

change how Excels menus work. Heres how:88.. Select ViewToolbarsCustomizefrom the menu.

The Customize dialog box appears, as shown in Figure 1-7. Make sure the Options tabis selected. This is where you can change how Excels menus work. There are twocheck boxes here that are important:

Menus Show Recently Used Commands First:Clear this check box ifyou want to show all the commands on the menus, instead of hiding theadvanced commands.

Show Full Menus After a Short Delay:If checked, this option waits a fewseconds before displaying the more advanced commands on a menu.

99.. Click Close.

Table 1-2: Menus found in Microsoft Excel

File Description

File File-related commands to open, save, close, print, and create new files.

Edit Commands to copy, cut, paste, find, and replace text.

View Commands to change how the workbook is displayed on the screen.

Insert Lists items that you can insert into a workbook, such as graphics and charts.

Format Commands to format fonts, cell alignment, and borders.

Tools Lists tools such the spell checker and macros. You can also change Excelsdefault options here.

Data Commands to analyze and work with data information.

Window Commands to display and arrange multiple windows (if you have more than onefile open).

Help Get help on using the program.

The Tools menu withless frequently usedcommands is displayedafter clicking thedownward-pointingarrow ( ) at thebottom of the menu.

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Lesson 1-5: Using Toolbars andCreating a New Workbook

In this lesson we move on to another very common way of giving commands to Excelusingtoolbars. Toolbars are shortcutsthey contain buttons for the most commonly usedcommands. Instead of wading through several menus to access a command, you can click asingle button on a toolbar. Two toolbars appear by default when you start Excel for the firsttime: the Standard toolbarand theFormatting toolbar.

The Standard toolbar is the toolbar located either on the left or on the top and contains buttonsfor the commands youll use most often in Excel, such as Save and Print. The Formattingtoolbar is located either to the right or below the Standard toolbar bar and contains buttons for

quickly formatting fonts and paragraphs.

11.. Position the mouse pointer over the New buttonon the Standard toolbar(but dont click the mouse yet!)

A Screen Tip appears over the button briefly identifying what the button is, in this caseNew. If you dont know what a button on a toolbar does, simply move the pointerover it, wait a second, and a Screen Tip will appear over the button, telling you what itdoes.

Figure 1-8

The Standard andFormatting toolbarssquished together on thesame bar.

Figure 1-9

The Standard andFormatting toolbarsstacked as separatetoolbars.

Figure 1-10

The Customize dialog box.

New Workbookbutton

Other Ways to Create aNew Workbook:

Select FileNewfrom the menu.

Screen Ti

Click the to see additionalbuttons on the toolbar.

Standard toolbar Formatting toolbar Figure 1-8

Figure 1-9

Standard toolbar

Formatting toolbar

Fi ure 1-10

Clear this option to displaythe Standard andFormatting toolbarsstacked as separatetoolbars.

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Quick Reference

To Use a Toolbar Button:

Click the button you wantto use.

To Display a ToolbarButtons Description:

Position the pointer overthe toolbar button andwait a second. AScreenTip will appear

above the button.

To Create a NewWorkbook:

Click the New button onthe Standard toolbar.

Or

Select FileNew fromthe menu.

To Stack the Standard andFormatting toolbars inTwo Separate Rows:

Select View Toolbars Customize from themenu and remove thecheck from the Standardand Formatting toolbarsshare one row option.

22.. Click the New buttonon the Standard toolbar.A new, blank workbook appears. Not only have you learned how to use MicrosoftExcels toolbars, but youve also learned how to create a new, blank workbook.

Today many computers have larger monitors, so Microsoft decided to save space onthe screen in Office 2000 and squished both the Standard and Formatting toolbarstogether on the same bar, as shown in Figure 1-8. While squishing two toolbars

together on the same bar gives you more space on the screen, it also makes the twotoolbars look confusingespecially if youre used to working with a previous versionof Microsoft Office. If you dont like having both toolbars share the same bar you canseparate the Standard and Formatting toolbars and stack them on top of each other, asillustrated in Figure 1-9.

33.. Select ViewToolbarsCustomizefrom the menu.The Customize dialog box appears, as shown in Figure 1-10. This is where you canchange how Excels toolbars are displayed. To stack the Standard and Formattingtoolbars simply clear the Standard and Formatting toolbars share one row box.

44.. Click Close.The Customize dialog box closes.

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Lesson 1-6: Hiding, Displaying,and Moving Toolbars

When you first start Excel the Standard and Formatting toolbars appear by default. As youwork with Excel, you may want to display other toolbars, such the Drawing toolbar or theChart toolbar to help you accomplish your tasks. Soon your worksheet window is covered

with more buttons than NASAs mission control room. This lesson explains how to free upvaluable space by moving Excels toolbars to different positions on the screen, or byremoving them entirely.

11.. Select ViewToolbarsfrom the menu.A list of available toolbars appears, as shown in Figure 1-11. Notice check marksappear next to the Standard and Formatting toolbars. This indicates the toolbars arealready selected and appear on the Excel screen.

22.. Select Formattingfrom the toolbar menu.The Formatting toolbar disappears. You can hide a toolbar if you dont need to use anyof its commands or if you need to make more room available on the screen to view aworksheet.

33.. Select View ToolbarsFormattingfrom the menu.The Formatting toolbar reappears. Another way to add and remove toolbars is toright-click anywhere on a toolbar or menu.

44.. Right-click either the Standard toolbar or the Formatting toolbar.A shortcut menu appears with the names of available toolbars.

Figure 1-11

Selecting a toolbar toview.

Figure 1-12

Moving a toolbar.

Other Ways to Hide orDisplay a Toolbar:

Right-click any toolbarand select the toolbar

you want to hide ordisplay from theshortcut menu.

Figure 1-11

Figure 1-12

Move a toolbar bydragging its move handle.

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Quick ReferenceTo View or Hide a Toolbar

Select View Toolbarsfrom the menu and selectthe toolbar you want todisplay or hide.

Or

Right-click any toolbar ormenu and select thetoolbar you want todisplay or hide from theshortcut menu.

To Move a Toolbar to aNew Location Onscreen:

Drag the toolbar by itsmove handle (if thetoolbar is docked) or titlebar (if the toolbar isfloating) to the desiredlocation.

55.. Click Drawingfrom the Toolbar shortcut menu.The Drawing toolbar appears along the bottom of the Excel screen (unless someonehas previously moved it). You can view as many toolbars as you want, but the moretoolbars you display, the less of the worksheet window you will be able to see.

66.. Move the pointer to the move handle at the far left side of the Drawing

toolbar. Click and drag the toolbar to the middle of the screen, thenrelease the mouse button.

The Drawing toolbar is torn from the bottom of the screen and floats in the middle ofthe worksheet window. Notice a title bar appears above the Drawing toolbar. You canmove a floating toolbar by clicking its title bar and dragging it to a new position. If youdrag a floating toolbar to the edge of the program window, it becomes a docked toolbar.

77.. Click the Drawing toolbars title bar and drag the toolbar down until itdocks with the bottom of the screen.

The Drawing toolbar is reattached to the bottom of the Excel screen.

88.. Right-click any of the toolbars and select Drawingfrom the Toolbarshortcut menu.

The Drawing toolbar disappears.

Move handle

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Lesson 1-7: Filling Out DialogBoxes

Some commands are more complicated than others are. Saving a file is a simple processjust

select File Save from the menu or click the Save button on the Standard toolbar. Othercommands are more complex. For example, suppose you want to change the top margin of thecurrent workbook to a half-inch. Whenever you want to do something relatively complicated,you must fill out a dialog box. Filling out a dialog box is usually quite easyif youveworked at all with Windows, youve undoubtedly filled out hundreds of dialog boxes. Dialog

boxes usually contain several types of controls, including: Text boxes

List boxes

Check boxes

Combo boxes (also called drop down lists)

Its important that you know the names of these controls, because this book will refer to themin just about every lesson. This lesson gives you a tour of a dialog box, and explains each ofthese controls, so you will know what they are and how to use them.

11.. Click the word Formatfrom the menu.The Format menu appears. Notice the items listed in the Format menu are followed by

ellipses (). The ellipses indicate there is a dialog box behind the menu.22.. Select Cellsfrom the Format menu.

The Format Cells dialog box appears. The Format Cells dialog box is actually one ofthe most complex dialog boxes in Microsoft Excel, and contains several different typesof components you can fill out.

Figure 1-13

The Font dialog box.

Figure 1-14

Using a Scroll Bar.

Text Box

List Box

Tabs

Check box

Preview area: Seehow your changeswill appear beforeyou make them.

Combo box

List box

Text box

Tab

Figure 1-13

Scroll Up ButtonClick here to scrollup.

Scroll BoxIndicates your currentposition in the list (youcan also click and dragthe scroll box to scrollup or down).

Scroll Down ButtonClick here to scrolldown.

Figure 1-14

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Quick ReferenceTo Use a Text Box:

Simply type theinformation directly intothe text box.

To Use a List Box:

Click the option you wantfrom list box. Use thescroll bar to move up anddown through the listboxs options.

To Use a Combo Box:

Click the Down Arrow tolist the combo boxs

options. Click an optionfrom the list to select it.

To Check or Uncheck aCheck Box:

Click the check box.

To View a Dialog Box Tab

Click the tab you want toview.

To Save Your Changesand Close a Dialog Box:

Click the OK button orpress .

To Close a Dialog Boxwithout Saving YourChanges:

Click the Cancelbutton orpress .

First, lets look at the tabs in the Format Cells dialog box. Some dialog boxes have somany options that they cant all fit on the same screen. When this happens, Windowsdivides the dialog box into several related Tabsor sections. To view a different tab,simply click it.

33.. Click the Alignment tab.The Alignment tab appears in front.

44.. Click the Font tab.The Font tab of the Format Cells dialog box appears, as shown in Figure 1-13.Remember: the purpose of this lesson is to learn about dialog boxes, not how to formatfonts (well cover that later). The next destination on our dialog box tour is the textbox.

Look at the Font text box, located in the upper left corner of the dialog box. Text boxesare the most common component of a dialog box, and are nothing more than the oldfill-in-the-blank youre already familiar with if youve filled out any type of form. Touse a text box, click the text box or press the key until the insertion pointappears in the text box, then simply type what you want to appear in the text box.

55.. Make sure the Font text box is selected and type Arial.Youve just filled out the text boxnothing to it. The next stop in our dialog box tour

is the list box. Theres a list box located directly below the Font text box you just typedin. A list box is a way of listing several (or many) options into a small box. Sometimeslist boxes contain so many options that they cant all be displayed at once, and youmust use the list boxsscroll bar, as shown in Figure 1-14, to move up or down the list.

66.. Click and hold the Font list boxs Scroll Down buttonuntil Times NewRomanappears in the list, then click the Times New Romanoption toselect it.

Our next destination is the combo box. The combo box is the cousin of the list boxitalso displays a list of options. The only difference is you must click the combo boxsdownward pointing arrow to display its options.

77.. Click the Underline combo box down arrow.A list of underlining options appears below the combo box.

88.. Select Singlefrom the combo box.Sometimes you need to select more than one item from a dialog box. For example,what if you want to add Shadow formatting andSmall Caps formatting to the selectedfont? You use the check boxcontrol when youre presented with multiple choices.

99.. In the Effect section click the Strikethrough check box and click theSuperscriptcheck box.

The last destination on our dialog box tour is the button. Buttons found in dialog boxesare used to execute or cancel commands. Two buttons are in just about every dialogbox:

OK:Applies and saves any changes you have made and then closes this dialogbox. Pressing the key is usually the same as clicking the OK button.

Cancel:Closes the dialog box without applying and saving any changes.Pressing the key is the same as clicking the cancel button.

1100.. Click the Cancel buttonto cancel the changes and close the dialog box.

Check Box

Combo Box

Button

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Lesson 1-8: Keystroke and RightMouse Button Shortcuts

You are probably starting to realize that there are several methods to do the same thing in

Excel. For example, to save a file, you can use the menu (select File Save) or the toolbar(click the Save button). This lesson introduces you to two more methods of executingcommands: Right mouse button shortcut menus and keystroke shortcuts.

You know that the left mouse button is the primary mouse button, used for clicking anddouble-clicking, and its the mouse button you will use over 95 percent of the time when youwork with Excel. So whats the right mouse button for? Whenever you right-clicksomething,it brings up a shortcut menu that lists everything you can do to an object. Whenever youreunsure or curious about what you can do with an object, click it with the right mouse button.A shortcut menu will appear with a list of commands related to the object or area you right-clicked.

Right mouse button shortcut menus are a great way to give commands to Excel because youdont have to wade through several levels of unfamiliar menus when you want to dosomething.

11.. Click the right mouse buttonwhile the cursor is anywhere inside theworkbook window.

A shortcut menu appears where you clicked the mouse. Notice one of the items listedon the shortcut menu is Format Cells. This is the same Format Cells command you can

select from the menu (clicking Format Format Cells). Using the right mouse button

shortcut method is slightly faster and usually easier to remember than Excels menus. Ifyou open a shortcut menu and then change your mind, you can close it withoutselecting anything. Heres how:

22.. Move the mouse button anywhere outside the menu and click the leftmouse button to close the shortcut menu.

Remember that the options listed in the shortcut menu will be different, depending onwhat you right-clicked.

Figure 1-15

Hold down the keyand press another key toexecute a keystrokeshortcut.

Figure 1-16

Opening a shortcut menufor toolbars.

Shortcut menu

Right-click an objectto open a shortcutmenu that lists

everything you can doto the object.

Figure 1-15

Figure 1-16

Esc F1 F2 F3 F4 F5 F6 F7 F8 F9 F10 F11 F12

~`

!1

@2

$4

%5

^6

&7

*8

(9

)0

+=

#3

Q W E R T Y

A S D F G H

Z X C V B

U I O P

J K L

N M

{[

}]

:;

"'

.

?/

Tab

Shift

Ctrl Alt

CapsLock

Alt Ctrl

Shift

Enter

Backspace I ns er t H om e P ag eUp

Delete End PageDown

|\

7 8 9

4 5 6

1 2 3

0 .

NumLock

Home PgUp

End PgDn

Ins Delete

Enter

/ *

+

PrintScreen

ScrollLock Pause

ScrollLock

CapsLock

NumLock

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Quick ReferenceTo Open a Shortcut Menu:

Right-click the object.

To Use a KeystrokeShortcut:

Press + the letterof the keystroke shortcutyou want to execute.

33.. Position the pointer over either the Standard or Formatting toolbar andclick the right mouse button.

A shortcut menu appears listing all the toolbars you can view, as shown in Figure 1-16.

44.. Move the mouse button anywhere outside the menu in the workbookwindow and click the left mouse button to close the shortcut menu.

On to keystroke shortcuts. Without a doubt, keystroke shortcuts are the fastest way togive commands to Excel, even if they are a little hard to remember. Theyre great timesavers for issuing common commands that you do all the time. To issue a keystrokeshortcut press and hold the key, press the shortcut key, and release both buttons.

55.. Press + (the Control and I keys at the same time.)This is the keystroke shortcut for Italics. Note that theItalics buttonon the Formattingtoolbar is now depressed.

66.. Type Italics.The text appears in italics.

NOTE: Although we wont discuss it in this lesson, Excels default keystrokeshortcuts can be changed or remapped to execute other commands.

Table 1-3: Common Keystroke Shortcutslists the shortcut keystrokes youre likely to use themost in Excel.

Table 1-3: Common Keystroke Shortcuts

Keystroke Description

+ Toggles bold font formatting.

+ Toggles italics font formatting.

+ Toggles underline font formatting.

+ Returns the font formatting to the default setting.

+ Opens a workbook.

+ Saves the current workbook.

+

Prints the current workbook to the default printer.

+ Copies the selected text or object to the Windows clipboard.

+ Cuts the selected text or object from its current location to the Windowsclipboard.

+ Pastes any copied or cut text or object in the Windows clipboard to the currentlocation.

+ Moves the insertion point to the beginning of the workbook.

+ Moves the insertion point to the end of the workbook.

The Control key

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Lesson 1-9: Opening a Workbook

When you work with Excel you will sometimes need to create a new workbook from scratchbut more often youll want to work on an existing workbook that you or someone else haspreviously saved. This lesson explains how to open a saved workbook.

11.. Click the Open buttonon the Standard toolbar.The Open dialog box appears.22.. Navigate to and open your practice folder or floppy disk.

Your computer stores information in files and folders, just like you store information ina filing cabinet. To open a file, you must first find and open the folder where its saved.Normally new files are saved in a folder named My Documents but sometimes youwill want to save or open files in another folder.

Figure 1-17The Open dialog box.

Figure 1-18

The Lesson 1 workbookappears in the Excelprogram.

Open buttonOther Ways to Open aFile:

Select File Openfrom the menu.

Press + .

Fi ure 1-17

Files in the selectedfolder or drive.

File name

Currently selected

folder or drive.

Select the file youwant to open.

Change the type of files that aredisplayed in the Open dialog box.

Displays files in special

folders.

Name of the program youre using(Microsoft Excel) and the currentlyopened workbook (Lesson1).

Fi ure 1-18

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Quick ReferenceTo Open a Workbook:

Click the Open buttononthe Standard toolbar.

Or

Select File Open fromthe menu.

Or

Press + .

The Open and Save dialog boxes both have their own toolbars that make it easy tobrowse through your computers drives and folders. Two controls on this toolbar areparticularly helpful:

Look in list:Click to list the drives on yourcomputer and the current folder, then select the drive and/or folder with thecontents you want to display.

Up One Level button:Click to move up one folder.

If necessary, follow your instructors directions to select the appropriate drive andfolder where your practice files are located.

33.. Click the workbook named Lesson 1in the file list box and click Open.Excel opens the Lesson 1 workbook and displays it in the window, as shown in Figure1-18.

Table 1-4: Special Folders in the Open and Save As Dialog Boxes

Heading Description

History

Displays a list of files that youve recently worked on.

My Documents

Displays all the files in the My Documents folderthe default location whereMicrosoft Office programs save their files.

Desktop

Temporarily minimizes or hides all your programs so that you can see theWindows desktop.

Favorites

Display a list of your Favorite folders, although these are often used toorganize your favorite Web pages.

Web Folders

Displays all the files in any Web foldersspecial locations to save Web pages.

Look in list

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Lesson 1-10: Saving a Workbook

After youve created a worksheet, you need to save it if you intend on using it ever again.Savinga worksheet stores it in a file on your computers hard disksimilar to putting a fileaway in a filing cabinet so you can retrieve it later. Once you have saved a worksheet the firsttime, its a good idea to save it again from time to time as you work on it. You dont want tolose all your work if the power suddenly goes out, or if your computer crashes. In this lesson,you will learn how to save an existing workbook with a different name without changing theoriginal workbook. Its often easier and more efficient to create a workbook by modifying onethat already exists, instead of having to retype a lot of information.

You want to use the information in the Lesson 1 workbook that we opened in the previous

lesson to create a new workbook. Since you dont want to modify the original workbook,Lesson 1, save it as a new workbook named Income and Expenses.

11.. Select FileSave Asfrom the menu.The Save As dialog box appears. Here is where you can save the workbook with adifferent name. If you only want to save any changes youve made to a workbookinstead of saving them in a new fileclick the Save button on the Standard toolbar, or

select File Save from the menu, or press + .

22.. In the File name text box, type Income and Expenses.You also have to tell Excel where to save your workbook. Notice 3 Floppy (A:)appears in the Save in list boxthis is where Excel will save the workbook.

33.. Make sure the Save In box list box shows 3 Floppy (A:)and clickSave.The Lesson 1 workbook is saved with the new name, Income and Expenses. Now youcan work on our new workbook, Income and Expenses, without changing the originalworkbook, Lesson 1.

When you make changes to your workbook, you simply save your changes in the samefile. Go ahead and try it.

44.. Type Incomeand press the key.Now save your changes.

Figure 1-19The Save As dialog box.

Fi ure 1-19

Enter a file name.

You can save Excel workbooks in

different file formats by selectingthe format you want to save inhere.

Specify the drive orfolder where you want tosave your workbook.

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Quick ReferenceTo Save a Document:

Click the Save buttonon the Standard toolbar

Or

Select File Savefrom the menu.

Or

Press + .

Quick ReferenceTo Save a Workbook:

Click the Save buttononthe Standard toolbar.

Or

Select File Save fromthe menu.

Or

Press + .

To Save a Workbook in aNew File with a DifferentName:

1. Select File Save As

from the menu.2. Type a new name for the

worksheet and click Save

55.. Click the Save buttonon the Standard toolbar.Excel saves the changes youve made to the Income and Expenses workbook.

Congratulations! Youve just saved your first Excel workbook.Save button

Other Ways to Save:

Select File Savefrom the menu.

Press + .

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Lesson 1-11: Moving the CellPointer

Before you start entering data into a worksheet, you need to learn one very important task:how to move around in a worksheet. This lesson will teach you how to do just that. You mustfirst make a cell activebefore you can enter information in it. You can make a cell activeusing:

The Mouse:You can click any cell with the white cross pointer ( ).

The Keyboard:You can move the cell pointer using the keyboards arrow keys.

Worksheets can be confusing places for many people. To help you know where you are in aworksheet, Excel displays row headings, indentified by numbers, on the left side of theworksheet, and column headings, identified with letters on the top of the workbook (seeFigure 1-20). Each cell in a worksheet is given its own unique cell addressmade from itscolumn letter and row number, such as cell A1, A2, B1, B2, etc. You can immediately find theaddress of a cell by looking at the name box, which shows the current cell address.

11.. Click cell C3(located in column C and Row 3) with the pointer to makeit active.

Once you click C3 it becomes the active cell, and its cell address (C3) appears in thename box.

22.. Make cell E9active by clicking it.Now that youre familiar with moving the cell pointer with the mouse, try using thekeyboard.

Figure 1-20

Cells are referenced asA1, A2, B1, B2, and so on,with the letter representinga column and the numberrepresenting a row.

Figure 1-21

The cell reference for theactive cell in this examplewould be B2.

Figure 1-22

Use the keyboard or themouse to move the cellpointer.

Name box

Move the active cellwith the arrow keyson your computerskeyboard

or by using themouse to click thecell you want with

the pointer

so its cellreference wouldbe B2

row 2

column B

Name boxActive cell

A B C1 A1 B1 C12 A2 B2 C23 A3 B3 C4


Figure 1-22

The active cell is in:

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Quick ReferenceTo Move the Cell Pointer:

Click any cell with thecrosshair pointer ( )tomake it active.

Use the arrows keys tomove the active cell andto navigate theworksheet.

Pressing movesthe active cell down.

Pressing movesthe active cell to the right

Pressing + movesthe active cell to the left.

To Scroll the Worksheet:

Click the left and rightscroll button arrows onthe horizontal scroll bar to

scroll the worksheet to theleft or right.

Click the up and downscroll button arrows onthe vertical scroll bar toscroll the worksheet up ordown.

33.. Make cell D5active moving the cell pointer by pressing the arrowkey once and the arrow key four times.As you press the arrow keys, watch the name box. Notice it is updated to display thecurrent cell address.

44.. Press the key once.Pressing causes the cell pointer to move down to the next cell, D6. The Enterkey is a real time saver when youre entering data.

55.. Press the key twice.Pressing causes the cell pointer to move to the right, the same as pressing the

key.

66.. Press and hold the key as you press the key.Pressing the and keys at the same time is the same as pressing the

< > key. This may seem like an unusual, hard-to-remember keystroke, but it isactually used in many other Windows-based programs.

You have probably already guessed that the worksheet is larger than what you cancurrently see in the worksheet window. Actually, it is much, muchlarger: there are 256columns and 65,536 rows in a worksheet! To view the portions of the worksheet that

are currently located off-screen you can use the horizontal and vertical scroll bars,which are located at the bottom and far right of the worksheet screen.

77.. Click and hold the right-arrow scroll buttonon the horizontal scroll bar,until you can see columns X, Y, Z, and AA on your screen.

If you accidently go too far you can easily move back by clicking the left-arrow scrollbutton.

When you arrive at the AA column, notice that the cell pointer is not currently locatedon this screenyou left it way back in cell D8. Lets see if you remember how to makecell Z4 the active cell.

88.. Make cell Z4active by clicking it with the mouse.Scrolling up and down in a worksheet is just as easy as scrolling to the right and left.Try it!

99.. Click the down-arrow scroll buttonon the vertical scroll bar severaltimes.

You dont have to use the scroll button to move to worksheet areas that are hidden off-screenyou can do the same thing with the keyboard.

1100.. Press and hold down the key until you reach cell A4.Congratulations! In one brief lesson youve become familiar with moving the cell pointeraround in a worksheet. Turn the page to go on to the next lesson where you will learn how tobecome an expert on getting around in Excel.

Scroll Rightbutton

Scroll Downbutton

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Lesson 1-12: Navigating aWorksheet

The previous lesson introduced you to the basics of getting around in an Excel worksheet. Asworkbooks get larger it gets more difficult to find your way around in them. In largeworksheets, the simple navigation commands you learned in the previous lesson may take youlonger to get to a destination than you would like. This lesson covers the more advancedmethods of getting around in Excel.

11.. Click cell C15.You can quickly move up to the first occupied cell in the table by pressing and

then the .

22.. Press and hold the key, press the key, and release bothbuttons.

The cell pointer moves to the first cell that contains informationC10. Try anothershortcut keystrokethe key, which moves to column A of the current row.

33.. Press .Viola! Youre in the A column in the current row.

Table 1-5: Keyboard Shortcuts for Moving Around in a Worksheetdisplays all the more

advanced navigational keystrokes you can use to quickly get around a worksheet.

NOTE: When you refer to the shortcuts in the following table, remember the plus (+)sign between two keys ( + ) means you press and hold the firstkey while you press the other key at the same time.

Figure 1-23

Worksheets are actuallymuch larger than what youcan see on the screen atone time.

The worksheet extends to theright to cell IV.

Theworksheetextends downto cell 65,536.

Figure 1-23

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Quick ReferenceTo Use KeystrokeShortcuts to Navigate in aWorksheet:

Refer to Table 1-5:Keyboard Shortcuts forMoving Around in aWorksheet.

Table 1-5: Keyboard Shortcuts for Moving Around in a Worksheet

Press To Move

or One cell to the right. or +

One cell to the left.

Up one row. Down one row. To cell in column A in the current row.

+ To the first cell (A1) in the worksheet.

+ To the last cell with data in a worksheet.

Up one screen.

Down one screen.

Opens the Go To dialog box where you can go to a specified cell address.

+ or +

First occupied cell to the right that is either preceded or followed by a blankcell.

+ or +

First occupied cell to the left that is either preceded or followed by a blank cell.

+ or +

First occupied cell to the top that is either preceded or followed by a blank cell.

+ or +

First occupied cell to the bottom that is either preceded or followed by a blankcell.

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Lesson 1-13: Entering Labels in aWorksheet

Now that you are an expert on getting around in Excel, youre ready to start entering data.There are two basic types of information you can enter in a cell:

Labels:Any type of text or information not used in any calculations.

Values:Any type of numerical data: numbers, percentages, fractions, currencies,dates, or times, usually used in formulas or calculations.

This lesson focuses on labels. Labels are used for worksheet headings and make yourworksheets easy to read and understand. Labels usually contain text, but can also consist ofnumerical information not used in any calculations, such as serial numbers and dates. Exceltreats information beginning with a letter as a label and automatically left-aligns it inside thecell.

11.. Click cell A1to make it the active cell.This is where you want to add a title for your worksheet. Dont worry if the cellalready contains textanything you type will replace the old cell contents.

22.. Type Income and Expenses.If you make a mistake while youre typing a cell entry you can press the key to delete any characters, one at a time.

Notice as you start typing that the text appears in both the cell andin the formula bar.Also, look at the formula barthree new buttons have appeared: the Cancel button (thered X), the Enter button (the green check mark), and the Edit Formula button (the =sign), as shown in Figure 1-24. You can click the Enter button when youve finishedtyping to confirm the cell entry or the Cancel button to cancel the entry and return thecell to its previous state.

Figure 1-24

Entering text labels in aworksheet.

Formula bar

Labels

Enter andCancel buttons

Figure 1-24

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Quick ReferenceTo Confirm a Cell Entry:

Click the Enter buttononthe Formula bar.

Or

Press either the or key.

Or

Press any of the arrowkeys on keyboard.

To Cancel a Cell Entry:

Click the Cancel buttonon the Formula bar.

Or

Press the key.

To Enter a Label:

1. Select the cell you want tocontain the label.

2. Type the label Excel wilrecognize it as a label if itbegins with a letter. Typean ' (apostrophe) if yourlabel begins with anumber.

3. Confirm the entry.

33.. Click the Enter buttonon the Formula bar (see Figure 1-24 if you cantfind it).

Clicking the Enter button on the Formula bar confirms the cell entry. There are severalother, more efficient methods for entering and confirming data. Well take a look atthese methods in the next steps. Notice the text label is too large to fit in the currentcell and the text spills into the empty adjacent cells to the right. Excel will use adjacent

cells to display labels that are too long to fit in a single cell, so long as they are empty.If the adjacent cells arent empty, Excel truncates the texteverythings still there, butyou just cant see all of it.

Next, you need to add some labels to make the worksheet more meaningful.

44.. Click cell A7to make it the active cell.The series of numbers located directly to the right of the current cell are the basicmonthly expenses for North Shore Travel. Go ahead and enter the labels for theexpenses.

55.. Type Advertisingand press the key.Excel confirms your entry and moves down to the next cell, A8. You can also completean entry by pressing any of the arrow keys, , or as youve already learned, by

clicking the Enter button on the formula toolbar. Notice the label Advertising doesntquite fit into the cell. Add the remaining expense labels.

66.. Type Officeand press .The cell pointer moves down to the next cell, A9. This row contains the monthlypayroll expenses.

77.. Type Payrollbut dont press this time.You decide you would rather use the label Salary instead of Payroll so cancel thechange and return the cell to its empty state.

88.. Click the Cancel buttonon the Formula bar.The Payroll label disappears from both the Formula bar and the current cell. Go on tothe next step to enter the new correct label, for this cell and the remaining labels.

99.. Type Salaryand press , type Rentand press , and thentype Totalsand press .

NOTE: Excel normally treats any information beginning with a letter as a label andany information beginning with a number as a value. If you want to create alabel that starts with a number, to prevent Excel from recognizing it as a valuetype an ' (apostrophe) before typing the number.

Congratulations! Youve finished entering the expense labels for the worksheet, making itmuch easier to read and understand. Compare your worksheet with the one in Figure 1-24,and then go on to the next lesson to enter some values into the worksheet.

Enter buttonOther Ways to Enter:

Press the key.

Press the key.

Press any of the arrowkeys.

Cancel buttonOther Ways to Cancel:

Press the key.

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Lesson 1-14: Entering Values in aWorksheet and Selecting a Cell

Range

In the previous lesson, you learned how to enter labels in a worksheet. In this lesson, you willbe working with the other basic type of worksheet information: values. Values are thenumbers, dates, and other numerical information in a worksheet that are usually used incalculations. A value can be any type of numerical data: numbers, percentages, fractions,currencies, dates, and times. Excel treats information that contains numbers, dates or times,and certain numerical punctuation as a value and automatically right-aligns it in the cell.Values dont have to contain only numbers. You can also use numerical punctuation including:the period (.) for a decimal point, the hyphen (-) for negative values, the dollar sign ($) forcurrencies, the percent sign (%) for percentages, and the comma (,) for separating numberslike 1,000.

Entering values in a worksheet is no different from entering labels: you simply type the valueand confirm the entry by clicking the Enter, Tab or any of the arrow keys. One more importantthing to know about entering values: You can use the numeric keypad on your keyboard tokey in values, which for most people is a very fast method to enter data once youre familiarwith it.

Figure 1-25

Entering values in aworksheet and selecting arange.

Figure 1-25

Click the first cell ofthe range you want toselect.

Drag the mousepointer to the last cellof the range.

Ranges are identifiedby the first and lastcells in the range, sothis range would beF7:G10.

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Quick ReferenceTo Select a Cell Range:

Click the first cell of therange, and then drag themouse pointer to the lastcell.

Or

Make sure the active cellis the first cell of the cellrange, then press andhold the key while

moving the cell pointer tothe last cell.

To Deselect a Cell Range:

Click any cell outside ofthe selected cell range.

11.. Click cell E7to make it the active cell, type 2500, and press tocomplete the entry and move the cell pointer to cell E8.

22.. Type 400, press , type 7000, press , type 3000, andpress .

Up until now, you have only worked with a single cell. In order to be proficient at

Excel you need to know how to select and work with multiple cells.

33.. Move the pointer over cell F7, click and hold down the mouse button,drag the pointer over cell G10, then release the mouse button.

You have just selected a rangeof cells. A range consists of two or more selected cellsand is identified by the first and last cells in the range, for example F7:G10. To select arange all you have to do is position the pointer over the first cell, click and hold themouse button, drag the pointer to the last cell you want in the range, then release themouse button.

Whenever you see that youre going to have to enter data in a block or range of cells, itis sometimes a good idea to select the range to make data entry easier and faster.Selecting a range of cells restricts the cell pointer so it can only move inside theselected range.

44.. Type 1500, press , type 400, press , type 7000, press, and then type 3000. Do not press after typing 3000.

By now, you know that pressing normally completes the cell entry and movesthe cell pointer down to the next cell. Remember, however, that right now you areworking in a selected cell range. Go on to the next step and see what happens whenyou press the key.

55.. Press .Instead of moving