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Microsoft Excel 2007Microsoft Excel 2007Foundation Level

© 1995-2008 Cheltenham Courseware Pty. Ltd.www.cheltenhamcourseware.com.au

SAMPLE

A FIRST LOOK AT EXCEL

Slide No 2© 1995‐2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au

SAMPLE

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Starting ExcelStarting Excel

Slide No 3© 1995‐2008 Cheltenham Courseware www.cheltenhamcourseware.com

SAMPLE

What is the Active Cell?What is the Active Cell?

• Excel identifies the active cell with a bold outline around the cell and highlighting the g g gcolumn heading letter and row heading number of the cellnumber of the cell. – In the example, B2 is the active cell:


SAMPLE

The Excel Cell Referencing SystemThe Excel Cell Referencing System

• An Excel worksheet is made up of individual cells, each of which had a unique reference. qLook at the illustration below. We have clicked on cell B3 which means that the cell isclicked on cell B3, which means that the cell is in column B, row 3.


SAMPLE

Entering Numbers and TextEntering Numbers and Text


SAMPLE

Default Text and Number AlignmentDefault Text and Number Alignment

f l k f ll h h d i• If you look carefully at what you have typed in you will see that by default text is aligned within

ll t th l ft hil b li da cell to the left, while numbers are aligned within the cell to the right.

hi k ll f h l f– This makes sense, as normally text starts from the left of a page and it is the same within a cell. Numbers on the other hand normally align to the– Numbers on the other hand normally align to the right.

– Think how you would write down a column of– Think how you would write down a column of numbers on a page that you want to add up. Numbers align to the right.


SAMPLE

Adding Up a Column of NumbersAdding Up a Column of Numbers

• Use AutoSum


SAMPLE

Worksheets and WorkbooksWorksheets and Workbooks

• Look at the bottom‐left of your screen and you will see the worksheet tabs displayed.y p y

• By default each workbook contains three worksheetsworksheets. – This is similar to a notebook that contains separate pages.


SAMPLE

Saving a WorkbookSaving a Workbook


SAMPLE

Closing a WorkbookClosing a Workbook

• To close the workbook, click on the Microsoft Office Button (top‐left of your screen), from the drop down optionsthe drop down options displayed, click on the Close commandcommand.


SAMPLE

Creating a NewWorkbookCreating a New Workbook

• To create a new workbook, press Ctrl+N.

• This is the keyboard shortcut for creating aThis is the keyboard shortcut for creating a new file.

A kb k ill b t d t i i th– A new workbook will be created containing three worksheets.


SAMPLE

Opening a WorkbookOpening a Workbook

• Press Ctrl+O the keyboard shortcut to open an existing file.g

O li k h Mi f Offi B (• Or click on the Microsoft Office Button (top‐left) and then click on the Open command.


SAMPLE

Switching Between WorkbooksSwitching Between Workbooks

• To switch to a particular Excel workbook, click on the relevant Excel workbook icon displayed p ywithin the Windows Taskbar (across the bottom of the screen)bottom of the screen).

TIP: You can use the Alt+Tab keyboardTIP: You can use the Alt+Tab keyboard shortcut to switch between open programs.


SAMPLE

Saving a Workbook Using Another Name


SAMPLE

Saving a Workbook Using a Different File Type


SAMPLE

HELP


SAMPLE

Getting HelpGetting Help

• Click on the Microsoft Office Excel Help icon (towards the top‐right of the screen).( p g )

Or press the F1 help keyOr press the F1 help key.


SAMPLE

Searching for HelpSearching for Help

• You can search for help on a topic of particular interest. Press F1 to display the Excel Help p y pwindow. Within the text box near the top of the Excel Help window type in a word orthe Excel Help window, type in a word or words relating to the help you need.


SAMPLE

The Help 'Table of Contents'The Help Table of Contents

• Press F1 to display the Excel Help window. Click on the Table of Contents icon


SAMPLE

Printing a Help TopicPrinting a Help Topic

• Display an item of interest within the Excel Help window. Click on the Print icon p


SAMPLE

Alt Key HelpAlt Key Help

• Press the Alt key and you will see numbers and letters displayed over icons, tabs or p ycommands


SAMPLE

USING EXCEL


SAMPLE

SELECTION TECHNIQUES


SAMPLE

Why Are Selection Techniques Important?

• Often when you want to do something within Excel you need to select an item first. y– This could involve selecting a cell or multiple cells.

It many need you to select a row a column or– It many need you to select a row, a column or even the entire table.


SAMPLE

Selecting a CellSelecting a Cell

• Open a workbook called Selection techniques.

• To select a cell simply click on that cell.To select a cell simply click on that cell.

• Thus to select cell B3, click on cell B3.


SAMPLE

Selecting a Range of Connecting CellsSelecting a Range of Connecting Cells

• We want to select the cells from C3 to G3. – To do this click on the first cell within the range, g ,i.e. C3. Then press down the Shirt key (and keep it held down). Click on cell G3. When you release ) ythe Shift key the cell range will remain selected, as illustrated.


SAMPLE

Selecting a Range of Non‐connecting Cells

• Click on the first cell, i.e. C3. Then while keeping the Ctrl key pressed click on the cells p g y pE3 and G3. When you release the Ctrl key the cells will remain selectedcells will remain selected.


SAMPLE

Selecting the Entire WorksheetSelecting the Entire Worksheet

l h i k h li k h• To select the entire worksheet, click on the intersection between the column and row referencing numbers.


SAMPLE

Selecting a RowSelecting a Row

• To select a row, say the row relating to Canada, click on the relevant row number displayed down the left side of the worksheet.


SAMPLE

Selecting a Range of Connecting RowsSelecting a Range of Connecting Rows

– First click on the row number next to Canada. Press down the Shift key and keep it pressed. Click on the row number relating to Australia. When you release the Shift key the multiple rows remain selected.


SAMPLE

Selecting a Range of Non‐connected Rows

• Click on the row number 3 and press down the Ctrl key. Click on row number 5, then row ynumber 7 and finally number 9. Release the Ctrl key and the rows will remain selectedCtrl key and the rows will remain selected.


SAMPLE

Selecting a ColumnSelecting a Column

l h l i i d l i• To select the column containing data relating to 2003, click on the column header C, as illustrated.


SAMPLE

Selecting a Range of Connecting Columns

• First select column C. Press the Shift key and while keeping it pressed select column F. p g pWhen you release the Shift key the columns will remain selectedwill remain selected.


SAMPLE

Selecting a Range of Non‐connecting Columns

• First select the column C. Press the Ctrl key and keep it pressed. Select column E and then p pselect column G. Release the Ctrl key and the columns remain selectedcolumns remain selected.


SAMPLE

MANIPULATING ROWS ANDMANIPULATING ROWS AND COLUMNS


SAMPLE

Inserting RowsInserting Rows

• Right click over the selected row and from the popup menu displayed select the Insert p p p p ycommand.


SAMPLE

Inserting ColumnsInserting Columns

• Right click over the selected column and from the popup menu displayed select the Insert p p p p ycommand.


SAMPLE

Deleting RowsDeleting Rows

• Select the row you want to delete and right click over the selected row. From the popup p p pmenu displayed select the Delete command.


SAMPLE

Deleting ColumnsDeleting Columns

• Right click over the selected column and from the popup menu displayed select the Delete p p p p ycommand. The column is deleted without any additional warningadditional warning.


SAMPLE

Modifying Column WidthsModifying Column Widths

i h li k h l d l d f• Right click over the selected column and from the popup menu displayed select the Column Width command.


SAMPLE

Modifying Column Widths Using ‘Drag and Drop'

• Move the mouse pointer to the line between the header for column B and column C, as illustrated below.– Press the mouse button and keep it pressed– Press the mouse button and keep it pressed. Move the mouse pointer left or right to make the column narrower or wider Release the mousecolumn narrower or wider. Release the mouse button and the column width will change as requiredrequired.


SAMPLE

Automatically Resizing Column Width to Fit Contents

• To automatically resize each column width to fit the contents, select all the columns containing data. Double click on the junction between one of the column header headersbetween one of the column header headers within the selected columns.


SAMPLE

Modifying Row HeightsModifying Row Heights

l d h i h li k• Select one or more rows and then right click over the selected row(s). From the popup menu displayed select the Row Height command.


SAMPLE

COPYING MOVING ANDCOPYING, MOVING AND DELETING


SAMPLE

Copying the Cell or Range Contents

• Select a cell, range, row or column to copy.

• Press Ctrl+C to copy the selected range to thePress Ctrl+C to copy the selected range to the Clipboard

Cli k h l i i h h d• Click at the location you wish to paste the data to and press the Ctrl+V keys to paste the data from the Clipboard.


SAMPLE

Deleting Cell ContentDeleting Cell Content

• Select the range that you wish to delete the contents of. Press the Del key and the cell ycontents will be deleted.– TIP: You can use the same technique to delete– TIP: You can use the same technique to delete entire rows or columns.

P i Ct l+A ill l t thi ithi– Pressing Ctrl+A will select everything within a worksheet will allow you to delete the entire

k h t t t h th D l kworksheet contents when you press the Del key.


SAMPLE

Moving the Contents of a Cell or Range

• Select the range to wish to move and then cut it to the Clipboard. In this case select the pdata, as illustrated. Press the Ctrl+X keys to cut the selected data to the Clipboardthe selected data to the Clipboard.

• Click at the location you wish to move the l l hselected data to and press Ctrl+V, to paste the

data.


SAMPLE

Editing Cell ContentEditing Cell Content

• It is easy to edit existing data within a cell or to replace existing data within a cell. p g


SAMPLE

Undo and RedoUndo and Redo

• Click on the Undo icon (top‐left of your screen) to reverse the last action. Try it now.) y

• Click on the Redo icon (top‐left of your screen) to reapply the last actionto reapply the last action.


SAMPLE

AutoFillAutoFill

• Use AutoFill to extend a series across a range


SAMPLE

Sorting a Cell RangeSorting a Cell Range

• Click on the Data tab, and from within the Sort & Filter section, click on Sort A to Z icon.


SAMPLE

Searching and Replacing DataSearching and Replacing Data

• Press Ctrl+F to start the Search utility


SAMPLE

WORKSHEETS


SAMPLE

MANIPULATING WORKSHEETS


SAMPLE

Switching Between WorksheetsSwitching Between Worksheets

• To switch to another worksheet click on either the sheet tab.


SAMPLE

Renaming a WorksheetRenaming a Worksheet

• Double click on the Sheet tab and you will be able to type in a new name. yp


SAMPLE

Inserting a NewWorksheetInserting a New Worksheet

• Click on a worksheet tab to select it. Right click over the tab and from the popup menu p p pdisplayed, click on the Insert command.


SAMPLE

Deleting a WorksheetDeleting a Worksheet

• Right click on the tab and from the popup menu displayed select the Delete command. p y


SAMPLE

Copying a Worksheet Within a Workbook

Ri h li k h b d• Right click on the tab and from the popup menu displayed select the Movedisplayed select the Move or Copy command. The Move or Copy dialog box is py gdisplayed. As we want to copy rather than move, l k h ‘ ’click on the ‘Create a copy’ check box.


SAMPLE

Moving a Worksheet Within a Workbook

• Right click on the tab and from the popup menu displayed select the Move or Copy p y pycommand. The Move or Copy dialog box is displayed As we want to move rather thandisplayed. As we want to move rather than copy, do NOT click on the ‘Create a copy’ check boxcheck box.


SAMPLE

Moving a Worksheet Within a Workbook

• In the Before sheet section of the dialog box, select which worksheet you wish to insert the ymoved worksheet in front of.


SAMPLE

Formatting


SAMPLE

Font Formatting


SAMPLE

Font TypeFont Type

• Click on the down arrow within the Font section and select a differentselect a different font type, such as ArialArial.


SAMPLE

Font SizeFont Size

• Click on the down arrow within the Font Size section and select a different font size.


SAMPLE

Bold, Italic & Underline Formatting


SAMPLE

Cell Border FormattingCell Border Formatting

li k h• Click on the down arrow next to the Border icon. A drop down is displayed from which you can select the required border.


SAMPLE

Formatting the Background ColourFormatting the Background Colour

• Click on the Fill Color icon. Move the mouse over a colour and you will see the colour yformatting previewed within your data. Click on a colour to apply iton a colour to apply it.


SAMPLE

Formatting the Font ColourFormatting the Font Colour

• Click on the down arrow next to the Font Colour icon. This will display a drop down p y pfrom which you can select the required colour.


SAMPLE

ALIGNMENT FORMATTING


SAMPLE

Aligning Contents in a Cell RangeAligning Contents in a Cell Range

• Select a range. Use the alignment icons


SAMPLE

Centering a Title Over a Cell RangeCentering a Title Over a Cell Range


SAMPLE

Cell OrientationCell Orientation

• Click on the Orientation icon. You will see a drop down menu allowing you to format the p g ycell orientation.


SAMPLE

Text WrappingText Wrapping


SAMPLE

Format PainterFormat Painter

• Paint formatting from one place to another


SAMPLE

NUMBER FORMATTING


SAMPLE

Number FormattingNumber Formatting

• Click on the down arrow next to the Number Format control. You will see a drop down menu from which youdown menu from which you can select the format.


SAMPLE

Decimal Point DisplayDecimal Point Display

• Click on the Decrease Decimal icon or the Increase Decimal icon


SAMPLE

Comma FormattingComma Formatting

• Click on the Comma Style icon to format the number using commas.g


SAMPLE

Currency SymbolCurrency Symbol

• Click on the down arrow next to the Currency icon and select the required option.q p


SAMPLE

Date StylesDate Styles


SAMPLE

PercentagesPercentages


SAMPLE

FREEZING ROW AND COLUMNFREEZING ROW AND COLUMN TITLES


SAMPLE

Freezing Row and Column TitlesFreezing Row and Column Titles


SAMPLE

FORMULAS AND FUNCTIONS


SAMPLE

FORMULAS


SAMPLE

Creating FormulasCreating Formulas

• All formulas within Excel start with the 'equals' symbol. Type in the following q y yp gformula.

=C3*D3

• Press the Enter key and you will see the result of the calculation in the cell.


SAMPLE

Easy Way to Create FormulasEasy Way to Create Formulas

• You can use the mouse to help create formula references


SAMPLE

Copying FormulasCopying Formulas

Cli k ll E4 M th i t t th– Click on cell E4. Move the mouse pointer to the bottom‐right border of this cell and you will notice that the mouse pointer changes to the shape of a p g psmall, solid black cross. Press the mouse button and while keeping the mouse button depressed, drag down to cell E9 Release the mouse button and youdown to cell E9. Release the mouse button and you will see the formula copied down this range.


SAMPLE

OperatorsOperators

• Operators sound complicated. In reality they are items such as:

+ (plus)+ (plus)‐ (minus)/ (divide)/ (divide)* (multiply)


SAMPLE

Formula Error MessagesFormula Error Messages

Th f h ll b di l d l– The contents of the cell cannot be displayed correctly as the column is too narrow.

– Indicates that a cell reference is invalid. This is often displayed when you delete cells which are involved in p y ya formula

– Excel does not recognise text contained within a formula.


SAMPLE

RELATIVE MIXED ANDRELATIVE, MIXED AND ABSOLUTE CELL REFERENCING


SAMPLE

Relative Cell Referencing Within Formulas

• Relative addressing means that a cell or range is references using a coordinate system, not an g yabsolute system


SAMPLE

Absolute Cell Referencing Within Formulas

• An absolute address is an address using an specified column and row address, such as:p

$A$8$A$8

h $ b l• The $ indicates an absolute address


SAMPLE

FUNCTIONS


SAMPLE

What is a Function?What is a Function?

• A function allows you to calculate a result such as adding numbers together, or finding g g gthe average of a range of numbers.


SAMPLE

Common FunctionsCommon Functions• AVERAGE Used to determine the average value of the selected cells• AVERAGE: Used to determine the average value of the selected cells

contents.

• COLUMNS: Used to return the number of columns within a reference• COLUMNS: Used to return the number of columns within a reference.

• COUNT: Used to count how many numbers are in the list.

• MAX: Used to return the maximum number from a list.

• MIN: Used to return the minimum number from a list.

• ROUND: Used to round off numbers to a specified number of decimal ppoints.

• SUM: Used to add the contents of selected cells.


SAMPLE

Sum FunctionSum Function

• Used to sum a range


SAMPLE

Average FunctionAverage Function

• Used to average a range


SAMPLE

Max FunctionMax Function

• Used to find the maximum number within a range.g


SAMPLE

Min FunctionMin Function

• Used to find the minimum number within a range.g


SAMPLE

Count FunctionCount Function

• The Count function will count up the number of cells which contain numbers.


SAMPLE

What Are 'IF Functions'?What Are IF Functions ?

• Excel has a number of functions which allow us to evaluate values and make decisions based on the result of the evaluation. The IF( ) FUNCTION is one of theseFUNCTION is one of these.

IF(LOGICAL TEST ACTION IF TRUEIF(LOGICAL_TEST, ACTION_IF_TRUE, ACTION_IF_FALSE)


SAMPLE

Using the IF FunctionUsing the IF Function


SAMPLE

CHARTS


SAMPLE

USING CHARTS


SAMPLE

Inserting a Column ChartInserting a Column Chart


SAMPLE

Inserting a Line ChartInserting a Line Chart


SAMPLE

Inserting a Bar ChartInserting a Bar Chart


SAMPLE

Inserting a Pie ChartInserting a Pie Chart


SAMPLE

Resizing a ChartResizing a Chart

T i h t li k it t l t it• To resize a chart click on it to select it.• Move the mouse pointer to one of the four corners of the

chart. You will notice that the mouse pointer changes to p gthe shape of a diagonal line with an arrow at each end.

• When you see the mouse pointer change, press the mouse button and while keeping the button pressed movebutton and while keeping the button pressed move diagonally across the screen.

• Move away from the centre of the chart to make the chart ylarger and toward the centre of the chart to make the chart smaller.

• When you release the mouse button the chart will be• When you release the mouse button the chart will be resized.


SAMPLE

Deleting a ChartDeleting a Chart

• Select the chart and press the Del key.


SAMPLE

Chart Title or LabelsChart Title or Labels


SAMPLE

Chart Background ColourChart Background Colour


SAMPLE

Changing Column, Bar, Line or Pie Slice Colours


SAMPLE

Changing the Chart TypeChanging the Chart Type


SAMPLE

Modifying Charts Using the Layout Tab


SAMPLE

Copying and Moving Charts Within a Worksheet

• Use the Windows Clipboard


SAMPLE

Copying and Moving Charts Between Worksheets

• Use the Windows Clipboard


SAMPLE

Customizing Excel


SAMPLE

Modifying Basic OptionsModifying Basic Options


SAMPLE

Minimising the RibbonMinimising the Ribbon

• Sometimes you want ‘more writing space’. To help achieve this you can right click over the p y gRibbon and from the popup menu displayed, click on the Minimize the Ribbon commandclick on the Minimize the Ribbon command.


SAMPLE

AutoCorrect OptionsAutoCorrect Options

Mi f E l h• Microsoft Excel has an AutoCorrect facility that allows commonthat allows common typing errors to be automatically ycorrected. For instance if you type in ' h' d f ' h ''teh' instead of 'the', Microsoft Excel will automatically correctautomatically correct your spelling error.


SAMPLE

PRINTING


SAMPLE

WORKSHEET SETUP


SAMPLE

Worksheet MarginsWorksheet Margins


SAMPLE

Worksheet OrientationWorksheet Orientation


SAMPLE

Worksheet Page SizeWorksheet Page Size


SAMPLE

Headers and FootersHeaders and Footers


SAMPLE

Header and Footer FieldsHeader and Footer Fields


SAMPLE

Scaling a Worksheet to Fit a Page(s)Scaling a Worksheet to Fit a Page(s)


SAMPLE

PREPARING TO PRINT APREPARING TO PRINT A WORKSHEET


SAMPLE

Visually Check Your CalculationsVisually Check Your Calculations

• Always visually check over worksheet data and try to look for formula calculation results that ydo not make sense.


SAMPLE

Gridline Display When PrintingGridline Display When Printing

• To see how the worksheet will look when printed view the worksheet in Print Preview pview. To do this click press Ctrl+F2.


SAMPLE

Printing Titles On Every Page when Printing

• You can force titles to print on every page when printing.p g


SAMPLE

Printing the Excel Row and Column Headings


SAMPLE

Spell CheckingSpell Checking

• Press F7 to start the spell checker (or click on the Review tab and click the Spelling icon).p g )


SAMPLE

Previewing a WorksheetPreviewing a Worksheet

• Always view a workbook in Print Preview mode prior to printing it. It allows you a quick p p g y qvisual check over how the worksheet will look when printedwhen printed.

• Click on the Microsoft Office Button and then l k h hclick on the arrow next to the Print command. From the submenu, select Print Preview.


SAMPLE

Comparing Workbooks Side by SideComparing Workbooks Side by Side

• This feature allows you to compare two versions of a workbook, side by side. y


SAMPLE

Zooming the ViewZooming the View


SAMPLE

Printing OptionsPrinting Options


SAMPLE

Documents

Foundation Level - site.iugaza.edu.pssite.iugaza.edu.ps/habuamer/files/2010/02/sample_excel_2007...• Choose the ECDL/ICDL courseware library or the IT courseware ... exercise files,