Microsoft Excel I

Microsoft Excel I

Excel is a spreadsheet tool• Holds data (usually numeric)• Constantly recalculates output based on changing input• Think of it as a calculator that you can make notes on

What it isn’t• Not a word processor -- Use Word instead• Not a database -- Use Access• Not a presentation tool -- Use PowerPoint

Basics

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Microsoft Excel I

http://office.microsoft.com/en-us/training/HA102295841033.aspx

Microsoft has provided several useful tools to help you convertfrom the 2003 suite to the new 2007 version

Step one: Go to the URL below to find the tool you need

Step two: Download Adobe Flash player if it’s not already installed

Step three: Run the tool, either online or as downloaded to your computer

Step four: Assume your rightful place as the go-to guy on 2007!

Converting to the Newer Version

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Microsoft Excel I

• All documents are created as “web-ready” XML documents• The Excel file extension is now .xlsx, reflecting this• Excel 2007 can read all previous versions of Excel• Excel 2003 CANNOT read the 2007 version unless you go to the Microsoft website and download a converter• This converter is called FileFormatConverters.exe and is found at http://www.microsoft.com/downloads/details.aspx?FamilyId=941B3470-3AE9-4AEE-8F43-C6BB74CD1466&displaylang=en• Watch what version you are creating – you can choose to create documents in the old format to send to people who don’t have 2007

One Big Change

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Microsoft Excel IInitial View

Your initial view of the program, with the Home Ribbon selected

Quick Access Toolbar Home Ribbon

Document Window

Office Button

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Microsoft Excel IWorksheet Layout

Cells

E12

F6

Status Bar

Home Ribbon

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Microsoft Excel IWorksheet Layout

• Worksheet Layout, continued Formula Bar

Name Box

SheetTabs

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Microsoft Excel IThe Office Button

• This is sort of the old “File” Menu item• This is also where to come to set Excel options (more later)• Can be annoying to work with, but you can use keyboard shortcuts

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Microsoft Excel IHome Ribbon

Clipboard Section

Font Section

Alignment Section

Styles Section

Editing Section

Number Section

Cells Section

• This is called the Home ribbon for the same reason that the old Standard toolbar was called that – the most common actions are all here

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Microsoft Excel IEntering Data

Enter and edit some data ...

Text is Boldand

Centered

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Microsoft Excel IExcel Capabilities

AutoSum ToolFormula Bar

Formula in Cell

Use a function to analyze the data ...

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Microsoft Excel IExcel Capabilities

Obtain results …

RowHeadersAdded Columns

Totaled

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Microsoft Excel ICharts

Create charts with the data

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Microsoft Excel IFormulas

Start with some data ...

Data

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Microsoft Excel IFormulas, continued

Insert a formula ...

FormulaAppearsin Cell

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Microsoft Excel IExercise Formulas

• These are the formulas for the exercise• Use the numeric keypad for + , - , * , / operators

• The caret ^ (over the 6) is the exponent operator

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Microsoft Excel IFormulas, continued

• Formulas may be combined• Use parentheses to change the order of operations

CombinedFormula

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Microsoft Excel ICopying Cells

• Cells can be copied and ranges extended with the Fill Handle• Cursor changes to plus sign ( + ) • Click and drag with the left mouse button

FillHandle

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Microsoft Excel ICopying and Pasting Formulas

SelectCell and

Click Copy

A copied formula will automatically apply itself to its new location

SelectDestinationAnd clickPaste

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Microsoft Excel IFormatting Rows and Columns

• Select the Home Ribbon, then click ‘Format’ and choose ‘Row Height’ (or ‘Column Width’) • Type the new height (or width)

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Microsoft Excel IFormatting Rows and Columns

• Select the Home Ribbon, then click ‘Format’ and choose ‘Hide & Unhide’• Click to hide (or unhide) rows or columns

Hide&

Unhide

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Microsoft Excel IInserting Rows and Columns

• Select the Home Ribbon, then click ‘Insert’ and choose ‘Insert Sheet Rows’ (or ‘Insert Sheet Columns’)• The new row appears above selected row; new column to the left

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Microsoft Excel IDeleting Rows and Columns

• Select the row or column by clicking on the number or letter• On the Home Ribbon, select ‘Delete’ and choose ‘Delete Sheet Rows’ or ‘Delete Sheet Columns

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Microsoft Excel IViewing Worksheet Tabs

• Sheet Tabs are controlled by buttons at the bottom left corner of the document window• If not all tabs are in view, use the buttons to make them visible

ShowFirstTab

ShowLastTab

MoveLeft

MoveRight 24

Microsoft Excel INaming a Worksheet

• Double-click the Sheet Tab, or• Right-click the tab, Select ‘Rename’ and type the new name

Rename

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Microsoft Excel ICopying a Worksheet

• Right-click the Sheet Tab• Select ‘Move or Copy…’• Check the ‘Create a copy’ box and select the sheet’s new location

Move orCopy

SelectMove to End

Check theCopy box

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Microsoft Excel IUsing the Calculator

• Excel has a built-in calculator that you can use• Highlight the numbers that you want to add, and the sum appears in the status bar• Calculator can also average, count, and find the min or max• To change operations, right-click in the status bar

Highlighta group ofNumbers

Sum, Average, etc.Appear in Status Bar

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Microsoft Excel ICentering Across Columns

• Select the cell in which the text begins

Textto be

Centered

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Microsoft Excel ICentering Across Columns, 2

• Highlight the cells in the columns that the label will span• Select the Merge and Center Tool

Mergeand

CenterTool

ColumnsHighlighted

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Microsoft Excel ICentering Across Columns, 3

• Text is now centered in a merged cell• Merged cells behave differently from unmerged ones

CenteredText

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Microsoft Excel ISaving Excel Worksheets

• Remember to SAVE your work!• Click the disk icon on the toolbar , OR• Select the Office Button, then ‘Save’

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Microsoft Excel IUsing the Name Box

• Cells and ranges can be named• To got to a named cell, type it in the name box, or, select the dropdown

Type aName and

press ‘Enter’to go tothe Cell

Click ondropdownto selectdefinednames

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Microsoft Excel IUsing the Name Box, 2

• To name, select the cell or range of cells to be named• Select the Formulas Ribbon and click ‘Define Name’• Type a name for the cell(s) in the dialog box that appears

DefineName

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Microsoft Excel IUsing Names in Formulas

• Enter the table shown in the picture below. (Use the Fill Handle to help)• Use a formula to calculate the profit ( =B2-B3 )• Name cell B3 “Jan”, C3 “Feb”, D3 “Mar”, etc

Name thecells in this row

Use thenames tocalculatequartertotals 34

Microsoft Excel IPage Setup, Page Size and Orientation

• Select the Page Layout Ribbon and click for the Page Setup dialog box• First Tab is for the page size and orientation• Many spreadsheets are printed as landscape (page sideways)• Use ‘Fit to:’ to squeeze data onto the page the way you want

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Microsoft Excel IPage Setup, Margins

• Select the Page Layout Ribbon and click for the Page Setup dialog box• Use this Tab to set standard margins -- Or, • Select Print Preview, then click ‘Show Margins’ to set them by eye

Text canalso becentered

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Microsoft Excel IPage Setup, Headers and Footers

• Select the Page Layout Ribbon and click for the Page Setup dialog box• Use this Tab to format page headers and footers

Automatic page numbering

Automatic date

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Microsoft Excel IPage Setup, Sheet Options

• Select the Page Layout Ribbon and click for the Page Setup dialog box• Use this Tab to print row and column headings and gridlines

GridlinesCheck box

Row and ColumnHeadings

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Microsoft Excel IList Options

• Select the Office Button, then ‘Excel Options’. In the ‘Popular’ section click the ‘Edit Custom Lists…’ button• Lists can be used to fill in values (e.g., Days and Months)• You can make your own lists to save time and typing• Type in a list and click ‘Add’, or ‘Import’ to get it from a worksheet

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Microsoft Excel IAdding a List

• Click in the ‘List entries’ window• Type each entry in the list. Press ‘Enter’ after each entry, OR• Separate entries with commas• Click ‘Add’ to add the list to the Custom lists pane

TypeList

Here

Add

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Microsoft Excel IImporting a List

• To begin, either type the list of cells to be imported into the dialog entry, or click the collapse dialog button• Highlighting cells will copy them into the collapsed dialog• Click the expand dialog button to return to Custom Lists• Click the ‘Import’ button to add the list

HighlightCells

ExpandDialogButtonCollapse

DialogBox

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Microsoft Excel ICorrecting Errors

• Generally Speaking • Beware of GIGO; or, a computer program is only as good

as its inputs• Be cautious of the results -- know what answer to expect

• Errors in Data and Formulas• To fix bad data, click on the cell and retype the number• To fix bad formulas, click the cell containing the formula, then

highlight the error in the formula bar and make corrections • Excel Error Messages• The program can help spot errors• Excel error messages begin with “#”

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Microsoft Excel IRecognizing Errors

• Common Error Messages

• ##### Cell isn’t wide enough to show the data• #VALUE! Wrong type of data for a function• #DIV/0! Tried to divide by zero• #NAME? Cell name not defined or (usually) misspelled• #REF! Cell reference is not valid• #NUM! Function requires a number• #NULL! Called a non-intersecting range of cells

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Microsoft Excel IClearing an Entire Worksheet

• Select worksheet by clicking the row and column intersection• Select the Home Ribbon, then click the ‘Clear’ button (eraser symbol)• Choose All, or Formats, or Contents, or Comments

PlaceCursor atRow &ColumnIntersection

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Microsoft Excel IClearing Cell Contents

• Select cells to be cleared by clicking left mouse button and dragging• Select the Home Ribbon, then click the ‘Clear’ button• Choose All, or Formats, or Contents, or Comments

Cells to beCleared

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Microsoft Excel ICell Formatting -- Alignment

Vertical Controls

Horizontal Controls

Text Wrapping

Text Direction

• Set text location in cells by using the vertical and horizontal buttons• Set text direction by clicking the ‘Orientation’ button• Wrap text in cells by clicking the ‘Wrap Text’ button

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Microsoft Excel ICell Formatting -- Alignment Tab

• The Alignment tab sets the location of the text within cells• Text can be vertical as well as horizontal• Use the ‘Wrap text’ check box to keep column headers narrow

Wrap text

TextOrientation

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Microsoft Excel ICell Formatting -- Font

• Grow or shrink the text one size at a time with the ‘A’ arrow buttons• Set cell borders with the ‘Borders’ button• Set cell background colors with the ‘Fill Color’ button• Set text color with the ‘Font Color’ button

Grow/Shrink Text

CellBorders

Cell FillColor

Text Color

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Microsoft Excel ICell Formatting -- Font Tab

• The Font tab displays all the font commands in one dialog box• Allows users to make subscripts ( CO2 ) and superscripts ( X2 )• Underlines can be set for accounting (both single and double)

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Microsoft Excel ICell Formatting -- Number Tab

• Use the down arrow for quick formats; the right arrow for all formats

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Microsoft Excel ISorting

• Excel can quickly sort your data by column• Highlight all the data to be sorted (very important)• Select the Home Ribbon and click the ‘Sort & Filter’ button

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Microsoft Excel ISorting, 2

• Selecting ‘Sort A to Z’ or ‘Sort Z to A’ sorts by the leftmost column• Click ‘Custom Sort …’ to set up rule-based sorting• Click ‘Add Level’ to create more sorting rules

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Microsoft Excel ISorting, 3

• The ‘Options’ button lets you sort in a case-sensitive way• Checking ‘Case sensitive’ sorts in this order:• Symbols• Numbers• Lower Case• Upper Case

• You may also sort left to right instead of top to bottom

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Microsoft Excel IFreezing Panes

• Column and row headers can be immobilized on the screen • Click in the cell whose upper left corner will be the intersection of the frozen area • Select the View Ribbon and click the ‘Freeze Panes’ button• In the dropdown, click ‘Freeze Panes’

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Microsoft Excel IPanes Frozen

• Excel displays vertical and horizontal lines to mark the boundary of the frozen area • A new option in the 2007 version allows you to select only the top row or first column• “Unfreeze” the panes by repeating the operation

Vertical Pane Marker Horizontal Pane Marker

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Microsoft Excel IReview

• Using the Name Box• Page Setup• Custom Lists• Correcting Errors• Cell Formatting• Sorting• Freezing Panes

• Worksheets• Menus and Toolbars• Worksheet Cells• How to Enter and Edit Text and Numbers• Simple Formulas• Copying and Pasting Formulas• Formatting Rows and Columns• Worksheet Tabs• Copying and Renaming Worksheets• Excel’s Built-In Calculator• Centering Across Columns• Saving an Excel Workbook

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