Excel 2007 Intro

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TheMouseTrainingCompany

MSExcel2007

Introduction

Tel:+44(0)2079209500

http://www.mousetraining.co.uk

MSOffice

Training

Specialists
http://www.mousetraining.co.uk/http://www.mousetraining.co.uk/

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TABLEOFCONTENTS

INTRODUCTION ....................................................................................................... 1

HowTo

Use

This

Guide .................................................................................................................. 1

Objectives....................................................................................................................................... 1Instructions .................................................................................................................................... 1

SECTION1THEBASICS............................................................................................. 3WINDOWSCONCEPTS.................................................................................................................3

Menus ............................................................................................................................................ 4Ribbons .......................................................................................................................................... 4OfficeButton.................................................................................................................................. 6Toolbars ......................................................................................................................................... 6NameBox....................................................................................................................................... 7FormulaBar.................................................................................................................................... 7Worksheets .................................................................................................................................... 7StatusBar....................................................................................................................................... 7TaskPane ....................................................................................................................................... 8SmartTags...................................................................................................................................... 8

GETTINGHELP ............................................................................................................................9MICROSOFTEXCELHELP..............................................................................................................9

SECTION2MOVEAROUNDANDENTERINFORMATION ........................................ 11MOVING...................................................................................................................................11

MovingAroundWorkbook........................................................................................................... 11Scrolling........................................................................................................................................ 11

USEFULKEYSFORMOVING .......................................................................................................12WorkbookSheets......................................................................................................................... 13MovingAroundSheet .................................................................................................................. 13

DATAENTRY.............................................................................................................................14EnterTextAndNumbers.............................................................................................................. 14CancellingAndEditingDataEntries............................................................................................. 14EnterDates................................................................................................................................... 15Autocomplete .............................................................................................................................. 16PickFromList ............................................................................................................................... 16

EDITING....................................................................................................................................17TypingReplacesSelection............................................................................................................ 17UseTheMouseToEdit ................................................................................................................ 17UsingTheKeyboard ..................................................................................................................... 18SelectInformation........................................................................................................................ 18Select

Multiple

Sheets.................................................................................................................. 19SelectNonAdjacentSheets......................................................................................................... 19

CLEARCONTENTS,FORMATSANDCOMMENTS .........................................................................20THEFILLHANDLE.......................................................................................................................21USEFULINFORMATION.............................................................................................................21

Scrolling........................................................................................................................................ 21DataEntry .................................................................................................................................... 21SelectCellsToLimitDataEntry.................................................................................................... 22SelectCellsForMultipleEntry ..................................................................................................... 22

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SECTION3FORMULAEANDFUNCTIONS................................................................ 23FORMULAE...............................................................................................................................23

TypingFormulae .......................................................................................................................... 23EnteringFormulaeByPointing..................................................................................................... 24ErrorsInFormulae ....................................................................................................................... 25FillingFormulae............................................................................................................................ 25TheFillHandleAndFormulae...................................................................................................... 26FillFormulaeUsingKeystrokes .................................................................................................... 27BODMASWithFormulae.............................................................................................................. 27

FUNCTIONS ..............................................................................................................................28SumFunction ............................................................................................................................... 28Autosum....................................................................................................................................... 28OtherCommonFunctions............................................................................................................ 29FunctionLibrary ........................................................................................................................... 29InsertFunction............................................................................................................................. 30FunctionBox ................................................................................................................................ 31TypeFunctions............................................................................................................................. 31FunctionArgumentToolTips....................................................................................................... 31

CELLREFERENCES......................................................................................................................32CountingAndTotallingCellsConditionally .................................................................................. 32UseSumif()................................................................................................................................... 33UseCountif................................................................................................................................... 34

ABSOLUTEANDRELATIVEREFERENCES .....................................................................................35RelativeReferences...................................................................................................................... 35AbsoluteReferences .................................................................................................................... 35FillHandle..................................................................................................................................... 36AbsoluteReferences .................................................................................................................... 36

SECTION4FILEOPERATIONS ................................................................................. 37SaveFiles...................................................................................................................................... 37File

Types

And

File

Names............................................................................................................ 38

SavingChangesToFiles................................................................................................................ 39SavingAsADifferentTypeOrDifferentName ............................................................................ 39CloseFiles..................................................................................................................................... 40OpenFiles..................................................................................................................................... 41NewFiles...................................................................................................................................... 41

SECTION5.............................................................................................................. 43MOVINGANDCOPYINGDATA...................................................................................................43

MovingItems ............................................................................................................................... 43CopyingItems............................................................................................................................... 44Clipboard...................................................................................................................................... 44DragAndDrop.............................................................................................................................. 45Shortcut

Menus............................................................................................................................ 46

MovingAndCopyingBetweenFiles............................................................................................. 47InsertPaste .................................................................................................................................. 47MovingAndCopyingBetweenWorksheets................................................................................. 48PasteSpecial ................................................................................................................................ 48

SECTION6FORMATTING ....................................................................................... 51FormattingGroupsOnHomeRibbon .......................................................................................... 51

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Font.............................................................................................................................................. 51PointSize...................................................................................................................................... 52Bold,ItalicAndUnderline ............................................................................................................ 52FontColour................................................................................................................................... 53BackgroundFillColour ................................................................................................................. 54Borders......................................................................................................................................... 54Alignment..................................................................................................................................... 55MergeCells .................................................................................................................................. 55Indents ......................................................................................................................................... 56NumberFormats.......................................................................................................................... 56AdvancedFormats ....................................................................................................................... 58FormatCellsDialog ...................................................................................................................... 58CustomNumberFormats............................................................................................................. 66

FORMATTINGCOLUMNSANDROWS.........................................................................................67ColumnWidth .............................................................................................................................. 67RowHeight................................................................................................................................... 69HideColumns,RowsAndSheets.................................................................................................. 70

INSERTANDDELETECELLS,ROWS,COLUMNSORSHEETS...........................................................72AddCells....................................................................................................................................... 72Delete

Cells .................................................................................................................................. 74

FORMATPAINTER.....................................................................................................................75ShortcutKeysForFormatting ...................................................................................................... 75

SECTION7NAMES................................................................................................. 77RulesWhenNamingCells ............................................................................................................ 77Todefineaname ......................................................................................................................... 78SelectingNames(Navigation)...................................................................................................... 79ManageNamesByUsingTheNameManager............................................................................. 80NamesInFunctions...................................................................................................................... 82PasteListOfNames ..................................................................................................................... 83IntersectingNames ...................................................................................................................... 83

SECTION8WORKINGWITHMULTIPLESHEETS ...................................................... 85MULTIPLEWORKSHEETS ...........................................................................................................85

MovingBetweenTheWorkbookSheets...................................................................................... 85WorksheetNames........................................................................................................................ 85MoveAndCopyWorksheets........................................................................................................ 86InsertAndDeleteWorksheets..................................................................................................... 86

ACTIVATEGROUPMODE...........................................................................................................88GroupAdjacentSheets ................................................................................................................ 88GroupNonAdjacentSheets ........................................................................................................ 88DeactivateGroupMode............................................................................................................... 88

FILLDATAACROSSWORKSHEETS ..............................................................................................893

D

Formulae................................................................................................................................ 89

ExternalReferences ..................................................................................................................... 90PROTECTWORKSHEETDATA.....................................................................................................92

UnlockCells.................................................................................................................................. 92WorksheetProtection.................................................................................................................. 93UnprotectSheets ......................................................................................................................... 94ViewWorksheetsSideBySide..................................................................................................... 94HideWindows.............................................................................................................................. 95WatchWindow ............................................................................................................................ 96

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ChangeColourOfWorksheetTab................................................................................................ 97SECTION9PRINTING ............................................................................................. 99

PRINTPREVIEW ........................................................................................................................99PAGESETUP............................................................................................................................100

MarginsTab................................................................................................................................ 103Header/Footer

Tab..................................................................................................................... 105NewMethodsForHeadersAndFootersIn2007....................................................................... 106

InsertSpecificElementsInAHeaderOrFooter......................................................................... 106HeaderOrFooterForAChart.................................................................................................... 107AddAPredefinedHeaderOrFooter.......................................................................................... 108ChooseTheHeaderAndFooterOptions ................................................................................... 109SheetTab ................................................................................................................................... 111PrintTitles .................................................................................................................................. 113PageBreaks................................................................................................................................ 116PrintData ................................................................................................................................... 117Copies......................................................................................................................................... 118

SECTION10MANIPULATINGLARGEWORKSHEETS.............................................. 119SplitScreen................................................................................................................................. 119FreezePanes .............................................................................................................................. 120Zoom .......................................................................................................................................... 121

SECTION11SORTING&SUBTOTALLINGDATA..................................................... 123LISTS.......................................................................................................................................123

Do............................................................................................................................................... 123DoNot........................................................................................................................................ 123

SORTINGLISTDATA ................................................................................................................123QuickSort................................................................................................................................... 123MultiLevelSort.......................................................................................................................... 124

SUBTOTALS ............................................................................................................................125Organising

The

List

For

Subtotals............................................................................................... 125

Example:..................................................................................................................................... 126SummarisingASubtotalledList.................................................................................................. 126ShowAndHideByLevel............................................................................................................. 128RemoveSubtotals ...................................................................................................................... 129

SECTION12CUSTOMISINGEXCEL........................................................................ 131SETEXCELOPTIONS ................................................................................................................131

Popular....................................................................................................................................... 131Proofing...................................................................................................................................... 132Save............................................................................................................................................ 133Resources................................................................................................................................... 133ADVANCED

OPTIONS.................................................................................................................. 134CustomiseQuickAccessToolbar................................................................................................ 135

EXCEL2007SPECIFICATIONSANDLIMITS ............................................................ 137

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Excel2007Introduction

TheMouseTrainingCompany1

INTRODUCTION

Excel2007isapowerfulspreadsheetapplicationthatallowsuserstoproducetablescontainingcalculations

and graphs. These can range from simple formulae through to complex functions and mathematical

models.

HowToUseThisGuide

This manual should beused as a point of reference following attendance of the introductory level Excel

2007trainingcourse. Itcoversallthetopicstaughtandaimstoactasasupportaidforanytaskscarriedout

bytheuserafterthecourse.

Themanualisdividedintosections,eachsectioncoveringanaspectoftheintroductorycourse. Thetable

ofcontents liststhepagenumbersofeachsectionandthetableoffigures indicatesthepagescontaining

tablesanddiagrams.

Objectives

Sectionsbegin

with

alist

of

objectives

each

with

its

own

check

box

so

that

you

can

mark

off

those

topics

thatyouarefamiliarwithfollowingthetraining.

Instructions

Those who have already used a spreadsheet before may not need to read explanations on what each

commanddoes,butwouldratherskipstraighttotheinstructionstofindouthowtodoit. Lookoutforthe

arrowiconwhichprecedesalistofinstructions.

Keyboard

Keysarereferredtothroughoutthemanualinthefollowingway:

[RETURN]Denotesthereturnorenterkey,[DELETE]denotestheDeletekeyandsoon.

Whereacommandrequirestwokeystobepressed,themanualdisplaysthisasfollows:

[CTRL] [P]thismeanspresstheletterpwhileholdingdowntheControlkey.

Commands

Whenacommandisreferredtointhemanual,thefollowingdistinctionshavebeenmade:

WhenRibboncommandsare referredto,themanualwillreferyoutotheRibbonE.g.ChooseHOME

fromtheRibbonsandthenBforbold.

When dialogbox optionsare referred to, the following stylehas beenused for the textIn thePAGE

RANGEsectionofthePRINTdialog,clicktheCURRENTPAGEoption

DialogboxbuttonsarealsoinboldtextClickOKtoclosethePRINTdialogandlaunchtheprint.

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Notes

Within each section, any items that need further explanation or extra attention devoted to them are

denotedbyshading. Forexample:

Excelwillnotletyoucloseafilethatyouhavenotalreadysavedchangestowithoutprompting

youtosave.

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SECTION1THEBASICS

Bytheendofthissectionyouwillbeableto:

UnderstandandusecommonWindowselements

LaunchExcel

Understandtheconceptofaspreadsheet

RecogniseExcelscreenelements

WorkwithToolbars

UseMenus

GetHelp

WINDOWSCONCEPTS

Excel

is

an

application

that

runs

under

the

Windows

graphical

user

interface.

When

launched,

Excel

sits

in

itsownwindow thebox thatsurrounds theapplicationelements. Thewindowcanbemoved,sized,

closed, minimised and maximised using the features common to the Windows environment these are

listedbelow:

WINDOWBORDERTheboxthatsurroundstheExcelscreenwhenitisnotmaximisediscalledthewindowborder. Whenthemouseisovertheborder,thepointerchangesfromasingletoadoubleheadedarrow

clickinganddraggingwiththisshapeallowsthewindowtoberesized.

TITLEBARThecolouredbar thatappearsat the topof theExcel window. The titlebar tellsyouwhichapplicationyouareusingandiftheworkbookyouareinismaximised,itwillalsocontainthenameofthe

workbook. IftheExcelwindow isnotmaximised,bypositioningthemouseoverthetitlebarandclicking

anddragging,youcanmovetheExcelwindowtoanewlocationonthescreen.

MAXIMISEBUTTON

Whenworking

in

aworkbook,

the

Excel

screen

contains

two

windows,

an

application

windowandaworkbookwindow. Youcanmaximisebothwindowstocapitaliseonthespaceyouhaveon

screen. Ifyouwould likethewindowthatyourExcelapplication is intofillupthewholescreen,clickthe

outermostmaximisebutton. Youmayfindthattheworkbookyouareincanstillbebiggerclicktheinner

maximisebuttontofilltheremainingspacewithintheExcelapplicationwindow.

MINIMISEBUTTONThisbutton isveryuseful ifyouneedtotemporarilyswitchfromExcel intoanotherapplicationwithoutclosingExceldowncompletely. ClicktheminimisebuttontoshrinkExceltoaniconon

thetaskbar;youwillthenbeabletoviewothericonsandapplicationsyoumaywishtoaccess. Whenyou

are finished and ready to continue, click the Excel icon from the task bar to resume. The innermost

minimisebuttonwillminimisethecurrentworkbookwindow.

RESTOREBUTTONThisbuttononlyappearswhenawindowismaximised. Amaximisedwindowhasnoborder

and

you

cannot

see

what

is

behind

it.

If

you

want

to

put

the

window

back

inside

its

border

so

that

youcanmoveandsizeit,clicktherestorebutton.

CLOSEBUTTON This button is used to close a window. If you click the close button for a workbookwindowyouclosethedocument. ThelastbuttonwillclosetheExcelapplication.

DIALOGBOXLAUNCHERthisbuttonlaunchesdialogboxesspecifictothepartoftheribbonyouseethem

the category will be named such as FONT, CLIPBOARD, etc

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Menus

Menus are no longer used in Excel they have been replaced by Ribbons and will be referred to as such

throughoutthemanual

Ribbons

Ribbonsaretabsthatshowdifferentcommandswithrespecttowhatyouwishtodo. TheHOMEribbonshowsbasicformattingoptions.

The INSERT ribbon allows the insertion of any object. Just click on the named ribbon to see list ofcommandsthatyoucanperformbyclickingontheappropriateicon.

Byholdingyourmouseoveran icon,ahelpfulhintwillappeartoshowyouwhatthatcommandwilldo.

Clickingwillapplythatcommand

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AnyIconontheribbonwithadownarrowoffersotheroptionsandsometimesadialogbox.

E.G.choosingacolumnchartwillofferanumberofvarietiesofcolumnchartstoinsert. Clickingrightatthe

bottomwhereitoffersallcharttypeswillbringupadialogboxtoinsertanycharttype

DialogBox

To open a dialog box use dialog box launcher when the dialog box is open, make a choice from the

various

options

and

click

OK

at

the

bottom

of

the

dialog

box.

If

you

wish

to

change

your

mind

and

close

the

dialogboxwithoutmakingachoicethenclickonCANCEL. Thedialogboxwillclosewithoutanychoicebeingapplied. Ifyouwouldlikehelpwhilethedialogboxisopenthenclickonthe?inthetoprighthand

cornerthiswillbringupahelpwindowthatwilldisplaytherelevanttopics.

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LookatagrouptypeontheribbonsuchasFONTand inthebottomrighthandcornerofthatgroupyoumayseeasmallboxwithanarrow,clickingthisisanothermethodtocallupadialogbox,thistime,directly

fromtheribbon. ManydialogboxesmaybemorefamiliarifyouhaveusedEXCELbefore.

OfficeButton

TheOFFICEBUTTON isthestartofexcelandhasmany importantcommandsandoption. Suchasexcelsettings,opening,saving,printingandclosingfiles. Thiswillbeexploredfurtherlaterinthemanual.

Toolbars

ThereareonlytwotoolbarswithinthenewversionofOffice2007thereistheQUICKACCESSTOOLBAR

seenherenexttotheOFFICEBUTTON,andthereistheMINITOOLBAR

QuickAccessToolbar

By default there are only three buttons on the QUICKACCESSTOOLBAR but these can be edited and

otherregularlyusedbuttonscanbeplacedthere. UsingthedropdownmenunesttotheQUICKACCESS

TOOLBARwillallowthecustomisationofthistoolbaraddingyourmostoftenusedcommands.

MiniToolbar

Whenevertextisselectedwithinexcelasmallformattingtoolbarwillappearabovethehighlightedtextit

will

disappear

if

the

mouse

cursor

is

moved

away

from

the

toolbar

and

will

reappear

when

the

mousecursorismovedoverthehighlightedtextagain.

Office

Button

Quick

Access

Toolbar

Customising

menufor

toolbar

MiniToolbar

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NameBox

The NAMEBOX is the small white box to the left of the FORMULABAR. It has a number of usefulfeaturessuchasnavigation,thecreationandselectionofnamedcellsandranges. Enteringacellreference

andpressingreturnwillnavigateyoutothespecificcellentered. Usingthedropdownarrowtotherightof

itwillallowyoutoselectanyspecifiednamesintheworkbook. Whencreatingfunctionstheboxwillhavea

differentappearance

and

will

allow

you

to

choose

the

most

popular

functions

used

in

that

workbook.

FormulaBar

TheFORMULABAR isthewhitebartotherightoftheNAMEBOXand isusedforenteringandediting

data,creating

and

editing

functions

and

formulae.

The

construction

of

formulae

and

functions

can

be

seen

inthisbarevenwhenthecellcontainingtheformulaisshowingacalculatedvalue. (Unlesscellisformatted

toHIDDENandthesheetprotected). Thefxbuttonontheleftofthebarisatooltocreatefunctionsandformulae.

Worksheets

You

use

worksheets

to

list

and

analyse

data.

You

can

enter

and

edit

data

on

several

worksheets

simultaneously and perform calculations based on data from multiple worksheets. When you create a

chart,youcanplace thecharton theworksheetwith its relateddataoronaseparatechartsheet. The

namesoftheworksheetsappearontabsatthebottomoftheworkbookwindow. Thenameoftheactive

sheetisbold.

StatusBar

TheStatusbar,acrossthebottomofthescreen,displaysdifferent informationatdifferenttimes. Tothe

leftisanindicator,whichwilldisplayReady,Editetc.dependingonthemodeinwhichtheuseriscurrently

working. Ifmenusarebeingaccessed,thisareawillusuallygivedetailsonthecurrentlyhighlightedmenu

option. Ifyouareinthemiddleofataskcopyingdataforexamplethisareawilloftendisplaymessages

andpromptsinstructingyouonwhattodonext.

TotherightoftheStatusbar,keyboardstatusindicatorsrevealwhethertheNumLocketc.areswitchedon.

Name

Box

Formula

bar

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TaskPane

A task pane is a window that collects commonly used actions in one place.

Thetaskpaneenablesyoutoquicklycreateormodifyafile,performasearch,

orviewtheclipboard.

Itis

aWeb

style

area

that

you

can

either,

dock

along

the

right

or

left

edge

of

the window or float anywhere on the screen. It displays information,

commandsandcontrolsforchoosingoptions. Like linksonaWebpage,the

commands on a task pane are highlighted in blue text, they are underlined

whenyoumovethemousepointeroverthem,andyourunthemwithasingle

click.

A task pane is displayed automatically when you perform certain tasks, for

examplewhenyouchooseINSERT,CLIPARTRibbonstoinsertapicture

SmartTags

SmartTags, first introduced inMicrosoftOfficeXP,make iteasier foryoutocompletesomeofthemore

commontasks

and

provide

you

with

control

over

automatic

features.

YoudonothavetocompleteanyadditionalstepstomaketheSmartTagsappearordisappearinExcel. The

Paste Options, AutoFill Options, Trace Error and Insert smart tags appear automatically to allow you to

quickly choose actions and remain in place until you begin another action. For example, when you

completeapasteoperation,thePasteOptionsbuttonremainsinplacealongsideyourtextuntilyoubegin

typingnewtext.

ThisfeaturealertsyouviaasmartTagofapossibleerrorinacell. Youcanselectacommandtoresolvethe

error,ignoreit,oraccessfurtherErrorCheckingoptions.

Theexampleaboverightshowstheuseofasmarttagwhereaformulahasbeenwrittenintoacellwitha

possible

error

i.e.

=Sum

(A1:A2)

may

need

to

read

=Sum

(A1:A3).

If

you

hover

over

the

tag,

the

message,

theformulainthiscellreferstoarangethathasadditionalnumbersadjacenttoit,appearsthentheoptionsdropdown.

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GETTINGHELP

Exceloffersseveralquickwaystogethelpwhenperformingparticulartasks. Youcanselectfroma listof

topics provided by Help, or you can even type a help request in plain English, and Excel will supply the

answerusingtheAnswerWizard.MICROSOFTEXCELHELP

Toaccesshelp:

i. Click? OnthetitlebarORpressF1. TheHelpwindowwillopen:

ii. Thisisverysimilartoawebpage

iii. Youmayentersearchcriteriaandpress[RETURN](likeasearchwhenontheinternet)

iv. Thewindowwilldisplaythetopicsthatmatchyoursearch. Clickonatopicinorderforittobedisplayed

Findaspecifictopic

i. Thecontentspageallowsyoutoselectfromalistoftopicheadings. Likesearchresultsontheinternet

theseareHYPERLINKStohelpfiles.

ii. Youmayneedtobeonlinetoaccesssomeofthehelplinks. Thesearchwillbemoreextensiveifyouare

onlineasitwillsearchonlinehelpfilesfromMicrosoft.

Figure1 Searchresults

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SECTION2MOVEAROUNDANDENTERINFORMATION

MOVING

MovingAroundWorkbookWithsuchalargeworkingareaavailable,youneedtobeawareofsomeofthetechniquesusedformoving

aroundtheworkbook. Itispossibletomoveusingeitherthekeyboardorthemouse.

Mouse

i. Themouseisgoodifyouwanttomovesmalldistances. Clickthewhiteplusonanycellthatyouwantto

moveto. Thecellyouclickedonbecomestheselectedcell.

Depending on theposition of the mouse in relation to the active cell, Excel displays different

pointershapes. Theshapethatmustbedisplayingwhenmovingtoacellorselectingcellsis

Keyboard

i. Youcanselectacellbymovingaroundwithyourcursorkeys. (Arrowkeysonyourkeyboard).

ii. Havingselectedacell,bydoubleclickingthecell itbecomestheactivecellwithaflashingcursor. You

canalsomakeacellactivebyclickingintheFORMULABARorbypressingtheF2key

Pleasenotethatwhileanycellisactivevariouscommandswillnotbeavailableuntilthecellisno

longeractive. YoumayclosethecellbypressingRETURNorcancellingwhateverwasenteredbypressingESC.

Scrolling

Theverticalandhorizontalscrollbarsdonotmovetheactivecellbuttheydoallowyoutoseeareasofthe

worksheetthatarenotcurrentlyvisible. Havingscrolledtoanareaoftheworksheet, ifyouthenneedto

movetheactivecellintothatregion,clickthemouseontoacellofyourchoice.

Tousethescrollbars:

i. Click

on

the

scroll

arrows

up/down

or

left/right.

ii. Dragthescrollboxuntiltherelevantcellbecomesvisible.

The size of a scroll box indicates theproportional amount of the used area of the sheet that is

visibleinthewindow. Thepositionofascrollboxindicatestherelativelocationofthevisiblearea

withintheworksheet.

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USEFULKEYSFORMOVING

Thetablebelowlistssomeusefultipsforscrolling:

Toscroll DothisOnerowupordown Clickthearrowsintheverticalscrollbar.

Onecolumnleftorright Clickthearrowsinthehorizontalscrollbar.

Onewindowupordown Click above or below the scroll box in the vertical

scrollbar.

Onewindowleftorright Click to the left or right of the scroll box in the

horizontalscrollbar.

Whendraggingthescrollboxascrolltipwilldisplay,showingtheroworcolumnyouwillmoveto

whenyoureleasethemouse.

Keyboard

Whenyouneedtomovefurther, it isbettertousethekeyboard. Thetablebelow listsusefulmovement

keys.

ToMove DoThis

OneCellUp,Down,LeftorRight [][][][]UpOneScreen [PAGEUP]

DownOneScreen [PAGEDOWN]

LeftOneScreen [ALT][PAGEUP]

RightOneScreen [ALT][PAGEDOWN]

ToEdgeofWorksheet

(orcurrentblockofdata)

[CTRL][RELEVANTARROWKEY]

ToaParticularCell [F5]thentypethereferenceforthecellrequiredandpressReturn

TocolumnAinthecurrentrow [HOME]

TocellA1 [CTRL][HOME]

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WorkbookSheets

Tomovebetweensheets

Eachnewworkbookcontainsworksheets,namedSheet1toSheet3. Thesheetnameappearsonatabat

thebottomoftheworkbookwindow.

Mouse

i. Youmayclickonanysheettabtogotothatsheet

Keyboard

i. Press[CTRL][PAGEDOWN]tomovetothenextsheet,or[CTRL][PAGEUP]tomovetotheprevioussheet.

Ifthesheetrequiredisnotinview,usethetabscrollingbuttonstodisplaythesheet.

Thelasttabistocreateanewworksheet,becarefuloranynewsheetsmayneedtobedeleted

MovingAroundSheet

Tomovetoaspecificcell:

Go

To

Youcanuse[F5]totellExceltomovetoaspecificcell. [F5]istheMicrosoftOfficeGoTokey. Whenyou

press[F5]inExceladialogboxisdisplayedwhereyoucantypeinacellreference.

Keyboard

i. Press[F5]onthekeyboard. Thefollowingdialogboxwillappear.

ii. TypethecellreferencethatyouwanttomovetointheREFERENCEbox

andpress[RETURN].

iii. Youcanuse[F5]tomovetoacell inadifferentsheet. E.G. Togoto

Sheet7 cell A1 you can press [F5] and then type Sheet7!A1. (The

exclamation

mark

tells

excel

that

the

text

immediately

before

it,

is

a

sheetname. Thesheetnamemustexistintheworkbook)

iv. Excelkeepsa logofthecellsyouhavevisitedusingthe 'Goto'key,and

liststhem in the 'GOTO' listareaof thedialog. Youcangoback toa

previously visited cell by pressing [F5] and doubleclicking on the cellreferenceyouwantfromthelist.

v. NamedrangesarealsolistedintheGOTOlistiftheyhavebeensetup.

Sheettabs

SheetTab

scrolling

buttons

New

worksheet

tab

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DATAENTRY

EnterTextAndNumbers

Therearevariousaspectstonoteandbeawareof,bothintermsofenteringdata,andalsotodowiththe

natureof

the

data

being

entered.

You

can

enter

data

into

acell

by

positioning

the

cursor

in

the

cell

and

typingtheinformation. Themaximumnumberofcharactersthatacellcancontainis32,000.

Excelrecognisestextandnumericentriesandinitiallydisplaysthemwithdifferentalignmentsleftfortext

andrightfornumbers. Youcanoverridethesewithotherformatsifrequired.

Toenterinformation:

Mouse

i. Movetothecellwhereyouwanttheentryandtypeaword(forexampleNAMEincellA1). Thetextwill

appearintheFormulabaraswellasinthecurrentcell. Thecursorwillbevisibleasaflashinginsertion

pointintheformulabar.

ii. Clickon

the

green

tick

mark

on

the

formula

bar

to

confirm

the

entry.

OR

Keyboard

i. Press[RETURN]toconfirmtheentry.

Untilyouconfirmanentry,Excelremainsin"Enter"mode,andthecell isactive(seeStatusbar).

Excelwillreturntothe"Ready"mode,andthetextwillappearinthecell.

Whenyoupress[RETURN]toconfirmanentry,Excelwillbydefaultmovetheselectedcelldownto

the cell below. You can disable this setting or choose to move the selected cell in a different

directionusingtheEXCELOPTIONSdialogbox(OFFICEBUTTON). SeetheCustomisationsectionfor

more

information.

CancellingAndEditingDataEntries

Youmayfindthatyouhavetypedanentryintothewrongcell. Providedyouhavenotconfirmedtheentry

bypressing[RETURN]orclickingthegreentickfromtheformulabar,youcanabandonit.

Toabandonorcancelanentry:

Mouse

i. ClicktheredcrossfromtheFormulaBar.

OR

Keyboard

i. Press[ESC]tocancelentry

When you have confirmed an entry, while the cell is still selected, the current cell reference will be

displayed in theNameboxand thecell contentsare displayed in the Formula bar. Text information, as

opposedtonumeric information,willinitiallyappearleftalignedwithinthecell. Ifyouentertextwhichis

longerthanthecolumnwidth,thedisplayontheworksheetwillseemtooverlap intothenextcelltothe

right(ifthatcellisempty).

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Toeditanunconfirmedentry

Occasionally,youmaymakeatypingerrorpriortoconfirminganentry. Youcannotusethearrowkeysto

movebackwardyouMUSTusetheformulabaratthatpointusingthearrowkeysmerelyconfirmstheentry

andmovesthefocusoftheselectedcell.

To

edit

aconfirmed

entry

i. Doubleclickonthecellcontainingthedatatobeedited

OR

i. Press[f2]key

OR

i. Editdirectlyinformulabar

Usinganyofthesemethodsabovewillallowchangethecelltoanactivecellandallowyoutousethecursor

keys[][]tomovearoundthedatayouwishtoedit. Use[BACKSPACE]todeletecharactersbehindthe cursor or [DELETE] to delete characters in front of the cursor within the data or you may add

informationto

the

entry

before

confirming

it.

EnterDates

It ispossibletoenterdates intoExcelandhavethemacceptedanddisplayedassuchprovidedyouusea

recognisedformat. Excel2003willallowentryofdatesfrom1900onward.

Recognisedformatsfordates

Useaforwardslash(/)astheday/month/yearseparator:01/01/01

Useadash(hyphen)asthedaymonthyearseparator:1101

Donotusefullstopsasadateseparatorasexcelwillreadthisastextandthevaluewillnotbe

enteredas

atrue

date

Datesentered inexcelappearasdatesbutareactuallynumbersformattedtoappearasdatesthisallows

calculationwiththemsoitisimportanttoenterthemcorrectly. AdateonceenteredcorrectlywillALWAYS

have a four digit year in the formula bar however that date may appear in the cell. Dates start at the

number1whichrepresentsthedate111900. Datesbeingnumbersaligntotheright. Anydateentered

beforethatdatewillnotberecognisedasatruedatetoexcelbutwillbeseenastextandthereforealignto

theleftaswithalltext.

Ifyouomittheyearfromadate,Excelwillassumethecurrentyear. Youwillnotseetheyearinthecellbut

ifyoulookatthecellcontentsontheFormulabar,youwillseethatExcelhasaddedit.

Withsomerecogniseddatestyles,Excelwillautomaticallyformatthedatetodisplayinacertainway. You

canchoosehowyourdatesaredisplayedbyformattingthemyourself(seethesectiononformatsformore

information).

SomeentriesarerecognisedbyExcelandareformattedautomatically. Datesareonesuchentry

(asdescribedabove),percentagesareanother. Whenyoudeletedatafromsuchcellsandreplace

itwithotherentries,youmayfind thatyougetsurprisingresults. This isbecausealthoughyou

cleared thedatafrom thecells, theformatsstill remainandarecausing thenewdata thatyou

typedtodisplayinacertainway. Formoreinformationonclearingcelldata,seetheclearingcells

laterinthissection.

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Autocomplete

Whenyoutypethefirstfewlettersofanentryintoacell,Excelcancompletetheentryautomaticallyusing

anoptionknownasAutoComplete. Itdoesthisbybuildingalistbasedontheentriesalreadyenteredina

column. IfExcelsuggestsaninappropriateentry,youcanpickadifferententryfromthelist.

TouseAutoComplete:

Keyboard

i. Positionyourselfoverthenextblankcell in

acolumn.

ii. Begin typing the entry Excel will try to

match what you type with other items

alreadyentered in thecurrentcolumnand

will automatically complete the entry for

you.

iii. Press[RETURN]

to

accept

Excels

proposed

entry.

OR

Continue typing to replace Excels proposed entry with your own entry. Press [RETURN] to confirmcompletion.

PickFromList

YoucangetAutoCompletetodisplayalistofpossibleentriesbuiltupfrompreviouslyenteredcolumndata

andselecttheoneyouwantwithouttypinganything.

TopickfromanAutoCompletelist:

Mouse

i. Clicktherightmousebuttonintherequiredcell.

ii. ChoosePickfromList.

iii. Choosetheentryrequired.

OR

Keyboard

I. Use keys to move to required cell then use [ALT] [] to show list and then cursor keys to move

throughlist[RETURN]confirmsselection

ExcelcanonlyAutoCompletecolumnentriesiftherearenogapsinyourdata. Ifyouleaveagap,

thenextcellthatyoutypein,willnotAutoComplete,neitherwillyoubeabletopickfromalist.

YoucanstopExcelfromAutoCompletingcolumnentriesbyswitchingthesettingoff.

TodisableAutoComplete

OFFICEBUTTON,ADVANCED,unticktheUSEAUTOCOMPLETEcheckbox.

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EDITING

There are various ways in which you can change or remove data you have entered in cells on the

worksheet.

TypingReplacesSelection

Thisoption isafeaturethat isstandardthroughouttheMicrosoftOfficesuite. Itensuresthat ifyoutype

whenan item isselected,yourtypingreplacestheselected item. This isextremelyuseful inanumberof

instances. Whenyouwanttochangeashortcellentry, itmightbequickertomakeuseofthisoptionto

overwritetheentrywiththenewone.

Tooverwriteacellentry:

Keyboard

i. Move

to

the

cell

you

want

to

change.

ii. Typeinthenewentry(theformeronewilldisappearassoonasyoustarttyping).

iii. Press[RETURN]toconfirmthechangedentry.

UseTheMouseToEdit

Perhaps one character has been omitted, or two characters have been transposed, and only a slight

adjustmentneedstobemade. Ifthisisthecase,youcanaddorchangecharactersusingeditmode. You

caneditdirectlyinthecellorontheFormulabar.

Toeditincell:

i. Doubleclick

the

cell

to

change

this

will

access

Edit

mode

(the

prompt

on

the

Status

bar

will

say

Edit).

ii. Use the arrow keys to move the cursor to the edit position within the entry and the [DELETE] and

[BACKSPACE]keystoremovecharactersifnecessary.

iii. Press[RETURN]toconfirmthechanges.

ToeditintheFormulabar:

i. Movetothecelltochange.

ii. ClickintheFormulabarwherethecellcontentsappear. ThiswilldropyoustraightintoEditMode(see

Statusbar)andacursorappearsintheFormulabar.

iii. Usethe

arrow

keys

to

move

the

cursor

to

the

edit

position

within

the

entry

and

the

[DELETE]

and


iv. Press[RETURN]toconfirmthechanges.

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UsingTheKeyboard

Youcanaccesseditmodeusingafunctionkey.

Toeditacell:i. Selectthecelltobeedited.

ii. Tapthe[F2]functionkey. ExcelwillgointoEditmode. Acursorwillappearattheendoftheactivecell.

iii. Use the arrow keys to move the cursor to the edit position within the entry and the [DELETE] and



SelectInformation

When

you

want

to

issue

a

command

that

will

affect

several

cells,

you

should

select

those

cells

first.

Whenyouselectablockofcells,Excelshowsyouwhichcellistheactivecellwithinthatselectionbyleaving

itwhite,whiletherestofthecellsarehighlightedblack. Thereareavarietyofwaysyou

canselectdifferentitemsontheworksheetandthesearedescribedbelow.

Toselectcellswiththemouse

When you select with the mouse, you need to make sure that the selectionpointer is

displayed. This is the white plus that appears when the mouse is positioned over the

middleofacell.

Toselect Dothis

Asinglecell Clickthecell,orpressthearrowkeystomovetothecell.

Arangeofcells Clickthefirstcelloftherange,andthendragtothelastcell.

Allcellsonaworksheet ClicktheSelectAllbutton.

Nonadjacentcellsorcellranges Selectthefirstcellorrangeofcells,andthenholddown[CTRL]and

selecttheothercellsorranges.

Alargerangeofcells Clickthefirstcellintherange,andthenholddown[SHIFT]andclickthelastcellintherange. Youcanscrolltomakethelastcellvisible.

Anentirerow Clicktherownumber.

Anentirecolumn Clickthecolumnletter.

Adjacentrowsorcolumns Drag across the row or column headings. Or select the first row or

column;

then

hold

down

[SHIFT]

and

select

the

last

row

or

column.

Nonadjacentrowsorcolumns Selectthefirstroworcolumn,andthenholddown[CTRL]andselecttheotherrowsorcolumns.

Moreorfewercellsthantheactive

selectionHolddown [SHIFT]andclickthe lastcellyouwantto include inthenewselection

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Selectcellswiththekeyboard

Sometimes,selectingwiththekeyboardgivesyoumorecontrolovertheamountofdatayouselect. The

tablebelowliststhemoreusefulkeysforselecting:

Toselect Dothis

The

active

cell

plus

one

Cell

up,

down,leftorright

[SHIFT][],[SHIFT][],[SHIFT][],[SHIFT][]ToEdgeofWorksheet

(Orcurrentblockofdata)

[SHIFT][CTRL][RELEVANTARROWKEY]

Thecurrentregion [CTRL][*] (Use the asterisk from the numberpad)

WholeColumn [CTRL][SPACEBAR]

WholeWorksheet [CTRL][A]

Mouse

i. Youcan

cancel

aselection

by

moving

somewhere

else.

Click

the

white

plus

on

any

cell

outside

the

selection.

I. Byusingoneofthearroworcursorkeys[]or[]or[]or[].SelectMultipleSheets

There are some situations where you need to select more than one worksheet. The active sheet in a

workbookcanbedeterminedbyitswhitetabwhereitsnameappearsinbold.

Toselectadjacentworksheets:

Mouse

i. Clickthetabofthefirstworksheetthatyouwanttoincludeinyourselection.

ii. Holddownthe[SHIFT]keyandclickonthetabofthe lastworksheetthatyouwant included inyourselection. Allthesheetsbetweenthefirstandthelastwillbeselected. Theselectedsheettabswillturn

whiteandthewordGroupwillappearonthetitlebar.

SelectNonAdjacentSheets

Toselectnonadjacentworksheets:

Mouse

i. Clicktheonthefirstworksheetstabthatyouwanttoincludeinyourselection.

ii. Hold down the [CTRL] key and click each other worksheets tab that you want included in yourselection. Theselectedsheettabswillturnwhiteandtheword[group]willappearonthetitlebar.

You can cancel sheet selection by clicking on a sheet tab that is not included in the current

selection. For more information on working with multiple worksheets, see the relevant section

laterinthismanual.

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CLEARCONTENTS,FORMATSANDCOMMENTS

Ifyouwanttoremoveanentrycompletelyfromacell,youneedtoclearthecell. Thereareavarietyof

waysyoucandothisandthemethodyouchoosedependsonwhatyouwanttoremovefromthecell. You

canremovedatafromcellsusingtheribbonsorthekeyboard. Thiscommandwouldonlyremovecelldata

(numbers,text,dates,formulae). Ifyouhaveformattedthecells,clearingtheircontentswould leavethe

formatsintactsothatnewdatayoutypeintheclearedcellswouldkeeptheolddatasformats.

Toclearcontents:

Mouse

i. Selectthecellorcellsyouwanttoclear.

ii. Rightclickonthecell/selection.

iii. ChooseClearcontentsfromtheshortcutmenu.

OR

Keyboard

i. Move to the cell or select the cells whose contents you

wanttoclear.

ii. Tapthe[DELETE]key.

iii. Ifyouneedtobeabletochoosewhatgetsremovedwhen

youclearacell,youshouldusetheClearcommandunder

theEditmenu.

Toclearformats

Mouse

i. Makeselection

ii. GototheHOMERibbon

iii. ClickonTHEERASERtotherightoftheribbon

iv. ClickonCLEARFORMATStoclearformatsORCONTENTStoclearthedatainthecell(sameasrightmouseclick)

v. AllFORMATSwillberemovedfromselection

Toclearcomments

Mouse

i. Repeatsteps13asabovethenClickonCLEARCOMMENTS

Donotclearcellsbysimplytypingaspaceinthemasthiscouldgivefalseresultswithsomeofthe

advancedExcelfeatures. Alwaysclearcellsproperly.

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THEFILLHANDLE

ThefillhandleisaveryusefultoolinExcel. Itallowsyoutocopyandcleardatabutalsotofillinseriesof

data (dates,weekdaysetc.). Thoseaspectsof the fillhandlearedealtwith later in thismanual. The fill

handleappearsinthebottomrighthandcorneroftheactivecellorselection. Whenyourmouseisoverthe

fillhandle,thewhitepluspointerchangestoablackplus.

Youcanusethefillhandletoclearthedatafromacell.

Toclearcellcontentswiththefillhandle:Mouse

i. Selectthecellswhosecontentsyouwanttoclear.

ii. Positionyourmouseoverthefillhandletodisplaytheblackplus.

iii. Dragthefillhandlebackovertheselectedcells. Releasethemousewhen

allcellshavebeenincluded.

Youcanusethefillhandletoclearmorethanjustcontents. Byholdingdownthe[CTRL]key,thefillhandlecanbeusedtoclearbothcontentsandformatsfromcells.

USEFULINFORMATIONScrolling

Toscrolllongdistancesholddownthe[SHIFT]keywhiledraggingthescrollbox

Whenyouusethescrollingkeys(suchas[PAGEUP]and[PAGEDOWN])withSCROLLLOCKturnedoff,your selection moves the distance you scroll. If you want to preserve your selection while you scroll

throughtheworksheet,turnonSCROLLLOCKfirst.

DataEntry

You

can

enter

the

current

date

into

a

cell

by

pressing

[CTRL][;].

Ifyouwanttobreakalinewithinacell,press[ALT][RETURN].

Fill HandleMouse pointer when

positioned over fill handle

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SelectCellsToLimitDataEntry

Whenyouwanttolimitthecellsthatdatashouldbetypedin,youcandothisbyselectingthem. Whenyou

typeinaselection,theentryappearsintheactivecell(thecellthatremainswhite). Youcanthenmovethe

activecell

down

or

right

within

the

selection

to

continue.

When

Excel

hits

the

edge

of

the

selected

block,

pressing[RETURN]or[TAB]wouldmoveyoutothenextcolumnorrowwithintheselection.

Tosetlimitsfordataentry:(selectarange)

Mouse

i. Selectthecellswheretheentriesshouldbemade.

ii. Typethefirstentry. Theentrywillappearintheactivecell.

iii. Press[RETURN]tomovetheactivecelldown.

OR

iv. Press[TAB]tomovetheactivecellright.

You can continue using [RETURN] or [TAB] to move the active cell to the next cell within the

selection where you want data. If you need to go back up or left, use [SHIFT][RETURN] or

[SHIFT][TAB].

Donotusearrowkeystomovewithintheselectionastheywilldeselecttheblock.

SelectCellsForMultipleEntry

Whenthesamedataneedstobeentered into lotsofcells,youcando itbyselectingthemfirst,typing in

thedataandthenconfirmingtheentrywithaspecialkeycombination.

Tomakemultipleentries:

Mouse

i. Select the cells where you want the entries to appear (use the [CTRL] key if there are several nonadjacentblockstofillin).

ii. Typetheentryitwillinitiallyappearintheactivecell.

iii. Press[CTRL][RETURN].

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SECTION3FORMULAEANDFUNCTIONS

FORMULAE

Inaspreadsheet

application,

at

avery

basic

level,

values

often

need

to

be

added,

subtracted,

multiplied

and

divided. Toallowforthefactthatindividualvaluesmightchange,spreadsheetformulaegenerallyrefernot

toactualvalues,buttothecellswherethosevaluesarebeingheld. IfvalueshavebeenenteredintoA1and

A2,thenA1A2willreturnananswerwhichwillautomaticallyrecalculateifthevalueofA1shouldchange. It

isthisautomaticrecalculationwhichmakesspreadsheetsinvaluable.

Excelrecognisesformulaebecausetheyareprecededbyanequalssign(=).

Whenenteringbasicformulae,themathematicaloperatorsdefiningtheoperationtobecarriedoutareas

follows:

Addition

Subtraction

Multiplication

*

Division /

Exponentiation ^

Youwillfindallofthesemathematicaloperatorsrangedacrossthetopanddowntherighthandsideofthe

numerickeypad.

TypingFormulae

Youenterformulaebytypingthem inthecellwhereyouwanttheformulasresulttoappear. Whenyou

confirmentryof a formula,Excelwilldisplay the resulton the worksheet, but theunderlyingcalculation

appearsontheFormulabar.

Toenteraformula:

Keyboard

i. Moveto

the

cell

where

you

want

to

enter

the

formula.

ii. Typeanequalssign(=).

iii. Typetheformula(e.g.d2*e2).

iv. Press[RETURN]toconfirmtheentry.

v. Excelautomaticallyrecalculatesformulae. Ifyouchangeoneofthecellsreferencedinyourformula,as

soonasyoupress[RETURN]toconfirmthechangedvalue,yourformularesultwillupdate.

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EnteringFormulaeByPointing

It ispossibletoenterformulaewithoutactuallytypingtheequalssign(=)orthecellreferences. Instead,

you can make use of a pointing technique to indicate which cells are to be included. As with typing

formulae,itisimportanttostartoffinthecellwheretheansweristobedisplayed.

Pointingcan

be

quicker

and

more

efficient

than

typing

cell

references

as

it

reduces

the

chances

of

errors.

ToenteraformulausingkeyboardANDmouse:

i. Positionthecursorinthecellwhereyouwanttheformula.

ii. Typeanequalssign(=).

iii. Clickthefirstcellwhosereferenceshouldbeincludedinyourformula. Amovingdottedline,knownin

Excelasamarquee,willappeararoundthatcellandthecellreferencewillappearintheformulabar

immediatelyaftertheequalssign.

OR

iv. Use an arrow key to move there. A moving dotted line, known in Excel as a marquee, will appear

aroundthatcellandthecellreferencewillappearintheformulabarimmediatelyaftertheequalssign.

v. Typeinthemathematicalsymbolyouwanttouseinyourcalculation,thenclickon(ormoveto)thenext

celltobeincludedintheformula.

vi. Continuebuildingtheformulainthisway.

vii. Press[RETURN]tocompletetheformula.Marquee

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ErrorsInFormulae

Sometimesyoumaygetsurprisingresultsfromaformula. Thisismostoftenbecauseyouhavereferenced

thewrong

cell,

but

it

could

also

be

that

you

have

multiplied

where

you

should

have

added

and

so

on.

You

cancorrectformulaeusingtheeditingtechniquesdescribedearlierinthismanual.

Toeditaformula:

Mouse

i. Doubleclickon thecellcontaining the formula. Thecellwillswitch fromdisplayingthe result of the

formulatotheformulaitself.

ii. Click the mouse over the part of the formula to change to anchor the cursor there. Type any new

charactersorusethe[BACKSPACE]and[DELETE]keystoremovecharacters.

iii. Press[RETURN]toconfirmthechanges.

OR

i. Movetothecellcontainingtheerroneousformula.

ii. ClickontheFormulabarwhichwillshowyoutheformulawhereyouwanttomakethechange.

iii. Typeanynewcharactersorusethe[BACKSPACE]and[DELETE]keystoremovecharacters.


OR

Keyboard

i. Press[F2]

to

access

edit

mode.

ii. Use the arrow keys to move the cursor to the edit position. Type any new characters or use the

[BACKSPACE]and[DELETE]keystoremovecharacters.

iii. Press[RETURN]toconfirmthechanges

FillingFormulae

Having entered an initial formula in the first cell of a column or row, you often find that you want to

generateresultsfortheothercellsinthatcolumnorrow. Intheexamplebelow,youwouldprobablywant

yourformulatoworkouttotalsforalltheorders.

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ThereareavarietyofwaysthatyoucangetExceltocopyaformulasothat itgeneratesresultsforother

cellsinacolumnorrow.

TheFillHandleAndFormulae

Thefillhandlehasalreadybeendescribedearlierinthismanual. Itcanbeusedtoclearcellsbuthasother

usesas

well,

one

of

which

is

filling

formulae.

Tousethefillhandletocopyformulae:

Mouse

i. Movetothecellthathastheformulathatyouwanttofill.

ii. Positionyourmousepointeroverthefillhandle. Itwillchangetoablackplus.

iii. Drag the black plus down, up, left or right over the cells where you want your

copiedformulatogenerateresults. Youwillseeanoutlinearoundthosecells.

iv. Releasethemousewhentheoutlineincludesallthecellswhereyouwantresults.

v. ASmartTagwillbeproduced. Theoptionsitoffersarenotneededatthemoment.

Youcanalsodoubleclickthefillhandletofilldown asfarastheentriesintheadjacentcolumns

OR

i. Insteadofusingthe leftmousebuttonto

fill down, try using the right mouse

button. When released after dragging a

menu will appear offering numerous

optionsastohowthedatashouldbefilled

Fill HandleMouse pointer when

positioned over fill handle

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FillFormulaeUsingKeystrokes

Youcanfillacolumnorarowofformulaeusingthekeyboard.

Tofillusingkeystrokes:

Keyboard

i. Selectthecellcontainingtheformulatofillandthecellswhereyouwanttocopyit.

ii. Press[CTRL][D]tofilldown.

OR

iii. Press[CTRL][R]tofillright.

Therearenokeystrokestofilluporleft. Instead,repeatstep1aboveandthenclickEditfromthe

menubar,chooseFillandselectthedirectionforthefillfromtheresultingsubmenu.

BODMASWithFormulae

BoDMAS isamathematicalacronymthatsimplyremindsusoftheorderofoperationsthatmathematics

usestostepthroughmorecomplicatedformulae. (Brackets,Division,Multiplication,Addition,Subtraction).

Excelfollowstheserulestoapointpleasetakenoteofthefollowingtabletoseetheorderofpreference

thatexceluseswhenworkingoutcalculations

Tochangetheorderofevaluation,encloseinbracketsthepartoftheformulatobecalculatedfirst.

1st Negation(asin1)

2nd % Percent

3rd ^ Exponentiation

4th

*and

/

Multiplicationand

division

5th and Additionandsubtraction

6th & Connectstwostringsoftext(concatenation)

7th =

=

Comparison

UsingBODMAS

E.G. The following formula produces 11 because Excel calculates multiplication before addition. The

formula

multiplies

2

by

3

and

then

adds

5

to

the

result.

Type=52*3press[RETURN]Result=11

Incontrast, ifyouuseparenthesestochangethesyntax,Exceladds5and2togetherandthenmultiplies

theresultby3toproduce21.

Type=(52)*3press[RETURN]result=21

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FUNCTIONS

SumFunctionHavingmasteredhowtosetupyourowncustomformulae,youwillbeabletocarryoutanycalculations

you wish. However, some calculations are complicated or involve referring to lots of cells making entry

tediousandtimeconsuming. Forexample,youcouldconstructaformulatogenerateatotalatthebottom

ofacolumn(ortheendofarow),likethis:

=D2D3D4D5

Theaboveformulawouldwork,butiftherewere400cellstototalandnotjust4,youwouldgetboredwith

enteringtheindividualcellreferencesandwouldrunoutofspace(formulaearelimitedto1024characters

only).

Whenformulae

become

unwieldy

or

complex,

Excel

comes

to

the

rescue

with

its

own

built

in

formulae

knownasfunctions.

Functionsalwaysfollowthesamesyntax:

ThenameoftheselectedfunctiontellsExcelwhatyouwanttodoandtheargumentsgenerallytellExcel

wherethedataisthatyouwanttocalculate.

Excel has a huge number of functions, not all of them are relevant to everyone. The functions are

categorisedaccordingtowhattheydo. Inthismanual,weoutlinesomeofthefunctionsthatcanbeusedat

agenerallevel.

Autosum

usingAutosum

Mouse

i. Moveselectedcelltobottomofcolumnorendofrowoffigures.

ii. Click on the FORMULAS Ribbon, then click on

AUTOSUM. FromthemenuselecttheSUMfunction

=SUM(D2:D5)

Equals sign(Functions are

formulae)

Opening andclosing brackets

FunctionargumentsFunction

name

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iii. A marquee will appear around the suggested range to sum and a prebuilt function will appear in

selectedcell.

iv. Ifsuggestedrange iscorrectthenpress [RETURN]. Ifnotredefinerangebyselectedthe figuresyou

wishtoincludeinthefunctionandpress[RETURN].

TheShortcutKeyForTheSumFunctionIs[ALT][=]OtherCommonFunctions

The Sum function is very useful, but the AutoSum icon can also be used to for some other common

functions: Average (of the selected figures), Count (the number of selected figures), Max (the largest

selectedfigure)andMin(thesmallestselectedfigure).

Touseothercommonfunctions:

Mouse

i. Select the cell immediately below a column

offigures(ortotherightofarowoffigures)

tobe

totalled.

ii. Click on the dropdown arrow next to the

AutoSum icon and select the function that

youwanttousefromthelist.

iii. The selected function will automatically

appear in the Formula bar and Excel will

makeaguessatwhichcellsyouwanttouse

(youwillseeamarqueearoundthecellsand

their references will be the function

arguments).

iv. Press[RETURN]toacceptthecellsthatExcelproposes.

FunctionLibrary

On the formulas ribbon you will find the function library which is dedicated to functions AUTOSUMfunctionsarejustafewofthemostregularlyusedfunctions.

The functions are broken down in to categories and grouped accordingly to make it easy to access the

specificfunctionyoudesiretouse. InmanyplacesyouwillseetheMOREFUNCTIONScommandwhich

allowsaccesstothewholerangeoffunctionsavailabletoexcel. ThisbringsustotheINSERTFUNCTIONutility.

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InsertFunction

If after looking through all categories you do not find, or find it difficult to locate a specific

functionthenwecanusetheINSERTFUNCTIONfacility. Whichcontainsallfunctionsavailable

inexcel

Toinsertfunction

Mouse

i. Clickthecellwhereyouwantaresult

ii. Go to the FORMULAS ribbon and click on the

INSERTFUNCTIONicononthefarleft

iii. TheINSERTFUNCTIONdialogboxappears

EITHER

i. Typeadescriptionofthefunctionyouwishtouse in

thetopmostboxandclickongoORselectacategory

fromthedropdownbox

ii. Results will appear in the bottom box then select a

specificfunctionwithasingleclickofthemouse

iii. A description will appear underneath the white box

andthesyntaxofhowitisconstructed

iv. If further explanation is required on a specific

function then click on the blue hyperlink in the

bottomleftcornertogetmoreinformation.

V. Whenthefunctionyouwant isselected(inthiscase

COUNTA)clickOK.

vi. Adialogboxappears (belowright)withasuggested

range forthefunction. Excelwillplacethe function

on the worksheet in the selected cell. You can see

theselected functionbeingbuilton the formula bar. If this is incorrect reselect the rangeandpress

[RETURN].

OR

vii. Click

the

Range

selector

button.

This

will collapse the dialog box shown

above.

viii. Drag across the cells to replace

Excelspreselectedguesswithyour

owncellreferences. Clickthebutton

marked on the picture below to

returntothedialog.

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FunctionBox

TherearesomefunctionsthatareaccessedmorethanothersandforthatreasonExcelgivesyouaslightly

quicker method for entering them than the Paste function dialog. The Function box, groups the most

commonlyusedfunctionsforquickandeasyaccess.

ToenterafunctionusingtheFunctionbox:

Mouse

i. Typetheequalssign(=)ontheformulabar(ordirectly

intoyourcell). Exceldisplays the functionboxto the

leftoftheFormulabar.

ii. Click the dropdown list arrow to the right of the

functionboxtodisplayalistoffunctionnames.

iii. Select the function you require by clicking its name

fromthelist.

OR

i. Ifyourfunctionisnotlisted,clicktheMoreFunctions...

option to access the Paste function dialog (seeaboveforinstructions).

TypeFunctions

Whenyougetmorefamiliarwithfunctionsandstarttorememberhowtheyareconstructed,youcantype

themratherthanselectingthemusingthepreviouslydescribedmethods.

Totypeafunction:

Keyboard

i. Movetothecellwhereyouwantthefunction.

ii. Typeanequalssign(=)followedimmediatelybythefunctionnameandanopenbracket.

iii. Atooltipappearstoindicatetheargumentsthefunctionneeds.

iv. Select(ortype)thecellsyouwantthefunctiontoactuponusingthemouseorarrowkeys.

v. Press[RETURN]toconfirmtheentry.

As longasyourformulaonlycontainsonefunction,youdonotneedtotypetheclosingbracket.

Pressing[RETURN]makesExcelclosethebracketautomatically.

FunctionArgumentToolTipsExcel 2007 displays information about

function arguments as you build a new

formula. Thetooltipsalsoprovideaquick

path to HELP. You click any function or

argumentnamewithinthetooltip.

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CELLREFERENCES

Infunctions,youoftenneedtorefertoarangeofcells. ThewayExceldisplayscellreferencesinfunctions

dependson

whether

the

cells

you

want

the

function

to

act

upon

are

together

in

ablock

or

in

several

non

adjacentcellsorblocks.

Thetablebelowexplainshowyoucanusedifferentoperatorstoreferencecells:

Operator Description Example

Reference operator:

(colon)

Rangeoperator,whichproducesonereference

toallthecellsbetweentworeferences,including

thetworeferences

B5:B15

,(comma) Unionoperator,whichcombinesmultiple

referencesintoonereference

SUM(B5:B15,D5:D15)

(singlespace) Intersectionoperator,whichproducesone

referencetocellscommontotworeferences In

thisexample,cellB7iscommontobothranges

SUM(B5:B15A7:D7)

CountingAndTotallingCellsConditionally

Occasionallyyoumayneedtocreateatotalthatonlyincludescertaincells,orcountonlycertaincellsina

columnorrow.

Theexample

above

shows

alist

of

orders.

There

are

two

headings

in

bold

at

the

bottom

where

you

need

to

generatea)thetotalamountofmoneyspentbyVikingSuppliesandb)thetotalnumberofordersplacedby

Bloggs&Co.

Theonlywayyoucoulddothis isbyusing functionsthathaveconditionsbuilt intothem. Acondition is

simplyatestthatyoucanaskExceltocarryouttheresultofwhichwilldeterminetheresultofthefunction.

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UseSumif()

YoucanusethisfunctiontosaytoExcel,Onlytotalthenumbers intheTotalcolumnwheretheentry in

theCustomercolumnisVikingSupplies. ThesyntaxoftheSUMIF()functionisdetailedbelow:

=SUMIF(range,criteria,sum_range)

Rangeistherangeofcellsyouwanttotest.

Criteria isthecriteria intheformofanumber,expression,ortextthatdefineswhichcellswillbeadded.

Forexample,criteriacanbeexpressedas32,"32",">32","apples".

Sumrangethesearetheactualcellstosum. Thecellsinsumrangearesummedonlyiftheircorresponding

cellsinrangematchthecriteria. Ifsumrangeisomitted,thecellsinrangearesummed.

=SUMIF(B2:B11,VikingSupplies,F2:F11)

With the example above, the SUMIF function that you would use to generate the VikingSuppliesTotal

wouldlookasabove.

Usingthe INSERTFUNCTIONtoolthe dialog would look like this and

show any errors in entering the

values

or

ranges

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UseCountif

TheCOUNTIFfunctionallowsyoutocountthosecellsthatmeetacertaincondition.

Thefunction

syntax

is

as

follows:

=COUNTIF(range,criteria)

Rangeistherangeofcellsfromwhichyouwanttocountcells.

Criteriaisthecriteriaintheformofanumber,expression,ortextthatdefineswhichcellswillbecounted.

Forexample,criteriacanbeexpressedas32,"32",">32","apples".

Withourexample (shownabove), theCOUNTIF functionthatyoucouldusetodetermine thenumberof

ordersplacedbyBloggs&Co.wouldlooklikethis:

=COUNTIF(B2:B11,Bloggs&Co.)

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ABSOLUTEANDRELATIVEREFERENCES

RelativeReferencesWhen you fill formulae, you tell Excel to base the formulae it creates on the one you have entered by

startingfromthecellthatcontainsit.

In the example shown right, the formula being copied says =D2*E2.

However, once copied, if you click on any of the copies, Excel will have

updated the references to keep the row numbers current (D3*E3, D4*E4

andsoon).

ThisisbecauseExcel,bydefault,usesrelativereferencing. Whenyouentera formula, you enter specific cell references. Behind the scenes, Excel

translatesthosereferencesintopositionsrelativetotheresultcell. So,in

ourexampleshownleft,Excelwouldtaketheformula:

=D2*E2

Translateitasfollows:

=[twocellstotheleft]*[onecelltotheleft].

Itthereforedoesnotmatterwhichrowyoucopytheformulainto,Excelwillalwaysuse[twocellstothe

left]multipliedby[onecelltotheleft]togeneratetheresult.

Most of the time, this is what you would want, but there are occasions where you need to stop Excel

updatingcellreferenceswhenyoucopyformulae.

AbsoluteReferencesTheexamplebelowshowsaformulabeingcreatedtoworkouttheamountofdiscounteachorderwould

receive. TheordertotalsareincolumnFandthediscountrateisinB13. Theinitialformulahastherefore

beensetupas:

=F2*B13

Theformulawillgeneratearesultforthefirstorder. However,whencopied,youwillgetzerosagainstthe

discount amounts for the other orders. This is due to the relative referencing that Excel applies to all

formulaebydefault.

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Havingcopiedtheaboveformula,ifyouclickedonanyformulaintheDiscountamountcolumnbelowthe

first one, you would see that Excel has updated the references (=F3*B14, F4*B15). This is where the

problemliesyouwantExceltochangethefirstreferenceasyourformulaneedstorefertothedifferent

ordertotals,butthediscountrateshouldremainconstant. Youneedtomakethatreferenceabsolute.

Tomakeareferenceabsolute:

Keyboard

i. Movetothecellwhereyouhavetypedtheformulaandpress[F2]toaccessEditmode.

ii. Movethecursorwiththearrowkeyssothatitisnexttothereferencewewanttofix.

iii. Press[F4]. Dollarsignswillappearagainstthecolumnletterandtherownumber.

iv. Press[RETURN]toconfirmthechange.

v. Inourexample,amendingtheformulatoread:

=F2*$B$13

vi. Thiswould

prevent

Excel

from

changing

the

B13

reference

when

the

formula

is

copied.

FillHandle

Youcangetthefillhandletofillformulasdowntothesamelevelastheentriesinthepreviouscolumnby

doubleclickingonit.

AbsoluteReferencesPressing[F4]repeatedlyoverareferenceallowsyoutotogglebetweenmakingboththerowandcolumn

absolute($A$1),justthecolumnabsolute($A1),justtherow(A$1),ornothingabsolute(A1).

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SECTION4FILEOPERATIONS

YoucansaveanyinformationenteredinExcelsothatyoumaycallitbackatalaterstageeithertoadd,edit

orprintthecontents. Itsagood ideatosaveworkfrequentlyasthiswillminimisetheriskofworkbeing

lostintheeventofapowercutorsystemfault.

SaveFiles

ExcelgivesanynewdocumentyoucreateatemporarynamethewordBookfollowedbyanumber. The

numberincreasesbyoneforeachnewworkbookyoucreateinanyoneworksession.

PartsoftheSAVEASdialogbox

PREVIOUSFOLDERAsyoumovethroughthefolderstructureintheFileslist,thisbuttonallowsyoutogobacktothepreviousfolderthatyouviewed.

UPONELEVEL Clickthisbuttontolookinthefolderthatisuponelevelinthecurrentfolderstructure.

DELETEClickthisbuttontodeletetheselectedfileorfolder.

CREATENEWFOLDERClickthisbuttontocreateanewfolderwithinthecurrentfolder.

VIEWS Clickthearrownexttothisbuttontodisplayfileandfolderviewoptions.

FILENAMETypeorselectafilenameforthefilethatyouaresaving.

SAVEASTYPE Inthe list,clickthe fileformat inwhichyouwanttosavethefile. Most2007MicrosoftOfficesystemprogramscansavefilesinmorethanoneformat,soyoumayneedtoselecttheformatthat

youwant.

MYPLACES ClickashortcutontheFAVORITELINKSbartosavethefiletothe locationrepresentedbytheshortcut.

TOOLS Click TOOLS to display a list of tasks that you can perform. The tools that are available varydependingontheprogramthatyouareusing.

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SAVE Afteryoudeterminethelocation,filename,andformatofthefilethatyouaresaving,clickSAVEtosavethefile.

CANCEL Togobacktothefilewithoutsavingit,clickCANCEL.

YourFAVORITE

LINKSbarmightbedifferentfromwhatisshownbecauseyoucanadd,remove,

orrearrangetheshortcuts.

Tosaveafile:

Mouse

i. ClicktheSAVEbutton. OntheQUICKACCESStoolbar. Ifyouhavenotsavedtheworkbookpreviously,

theSAVEASdialogboxwillappearaskingyouforadocumentnameandlocation.

ii. Thefirst listboxmarkedSAVEINallowsyoutodeterminethedriveandfolderthatyouwanttosave

thedocumentin. TheareabelowtheSAVEINlistallowsyoutoseewhichfilesarestoredintheareacurrentlydisplayed.

Tochangethelocation:

Mouse

i. Click the dropdown list arrow to the right of the SAVE IN list box and choose the desired drive orfolder.

Ifyouchooseadrive,youwillseealistoffolderswithinthatdriveinsidethedialogbox. Ifthelist

isverylong,Excelprovidesyouwithahorizontalscrollbartoaccessfoldersthatarenotcurrently

visible. Onceyoucanseeyourfolder,youcandoubleclicktoopenit.

ii. Atthebottomofthedialogboxaretwolistboxes,oneforthefilenameandoneforthedocumenttype.

Excelautomaticallyassignsthefirstfewwordsyoutypedastheworkbookname.

FileTypesAndFileNames

Excelingeneralhasalwayssavedfileswiththreeletterfiletypessuchasbook1.xlsoraccounts.xltthe last

three lettersalwaysbeingthetypeoffilethatitissavedas. In2007,however,thishasnowchangedand

thedefaultfiletypeforallexcelfilesisnowbook1.xlsxafourcharacterfiletype. Thisisbecausethenatureofthecontentsofthefilehaschangedradicallyandisinnowaycomparabletoearlierversions.

Namingafile:

Mouse

i. ClickintheFILENAMEboxanddragyourmouseoverthecurrentfilenamethiswillhighlightit.

ii. Typethe

new

name.

iii. ChoosefromtheSAVEASTYPEboxwhichversionofexcelyouwishtosavethisfileas. (Ifsomebodyusingapreviousversionneedstoaccessthisfilethisisessential)

iv. Finally, when the location, name and filetype have been entered, save the workbook by clicking the

buttonmarkedSAVE. Thisclosesthedialogbox. BackintheExcelscreenyouwillnoticethatthename

youallocatedtoyourworkbookappearsontheTITLEBARatthetopofthescreen

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v. IFyousavedthisfileasanearlierversionyouwillseeCOMPATIBILITYMODEnexttothefilenamein

theTITLEBAR

Workbook names can beup to 255 characters. File names cannot include any of thefollowing

characters:forward slash (/),backslash (\),greater than sign (>), less than sign (

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iii. Makethenecessarychangesandclickonsave

CloseFiles

Whenyoufinishworkingonafile,youcancloseitdownusingthefollowingmethods:

Toclosethecurrentfile:

Mouse

i. ClickonOFFICEBUTTONandchooseCLOSEnearthebottomofmenu.

OR

ii. Clickonceonthecross(situatedontherighthandsideofthescreen)

Youwillseetwooftheabovebuttonsonscreenonewillclosethecurrentfi

Documents

Excel 2007 Intro