UC Excel 2007 Module 1 - Essentials

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Microsoft Excel 2007 Essential Workbook Techniques For

DASH DESIGNS CONSULTING Technology Training and Consulting Services

Excel 2007 Essential Workbook Techniques For The Haas School, UC Berkeley Dash Designs Consulting

Microsoft Excel 2007 Essential Workbook Techniques For The Haas School of Business, University of CaliforniaRevised: July 18, 2007

Copyrights and Trademarks 2007, Dash Designs, Jerry Maletsky San Rafael, CA 94903 web site: www.dashdesignsconsulting.com email: [email protected] fax (415) 491-1490

Dash Designs Consulting gives permission to the Haas School of Business of the University of California at Berkeley to reprint this training manual for internal use only. No re-sale of this material or renunciation of copyrights are granted by this author.

Any mention or use of Microsoft, University of California, or any third party products is hereby acknowledged by Dash Designs Consulting to be for the sole purpose of editorial and educational use of this training manual and for the benefit of the mentioned parties.Excel 2007 Essential Workbook Techniques For The Haas School, UC Berkeley Dash Designs Consulting

Table of Contents The Excel Workbook ....................... 2 Data Entry Rules ............................ 6 Copy/Move Data .......................... 18 Worksheet Tools ........................... 24 Formatting Worksheet Data ........... 32 Printing Workbooks ...................... 50 Shortcut Keys .............................. 62Reference Workbook: UC Excel 2007- Essentials Workbook.xls

Excel 2007 Essential Workbook Techniques For The Haas School, UC Berkeley Dash Designs Consulting

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Microsoft Excel 2007 Essential Workbook Techniques

Jerry Maletsky Dash Designs Consulting Technology Training and ConsultingExcel 2007 Essential Workbook Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting

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Creating An Excel WorkbookReference Worksheet: New Worksheet

The Excel 2007 WorkbookAn Excel Workbook (also called a file) consists of a collection of worksheets (also called spreadsheets) that are used to enter and work with data. An Excel workbook can contain as many worksheets as the amount of RAM (memory) and Hard Drive space that the computer contains. There are 2 different types of sheets available in an Excel workbook. They are Worksheets and Chart Sheets (for graphing). Each worksheet is named Sheet1, Sheet2, Sheet3, etc. but custom names can be given to the worksheets. An Excel 2007 worksheet consists of a grid of columns and rows. There are 16,384 columns in each worksheet, lettered consecutively from A to XFD. The rows are numbered consecutively from 1 to 1,048,576 . The intersection of each column and row form a cell. The cell is designated by the column letter and then the row number. For example, you might be in cell D5, that is the intersection between column D and row 5. Cells are where data is entered. The selected cell is known as the Active Cell.

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Excel 2007 Essential Workbook Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting

Creating An Excel Workbook

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1Formula Bar

The Excel 2007 Workbook Screen

Name Box

Cell Column

Row

New Worksheet Tab Worksheet View Buttons and Zoom Slider on Status Bar


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1Starting An Excel Workbook


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Every Excel Workbook is based on the default Template. The default template contains basic settings for entering data, formatting data such as font and size, and printing data including margins, orientation, and headers and footers (there are none by default). Each new workbook is named Book1, Book2, etc. until that file has been saved. There are several methods for starting a workbook.

Use the default workbook that opens when you start Excel. Use the Office button in the top left corner of the Program Window to start new workbooks. Use Office button: New command choose the Blank (default) Workbook or one of the other built-in Excel Workbook Templates (Installed Templates option) such as the Billing Statement or templates on Microsoft Office Online.

Microsoft Office Button

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The New Workbook Template Dialog Box

Installed Templates


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Great Tip!

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Data Entry RulesReference Worksheet: Entering Data

Entering Data In An Excel Worksheet Data is a term used to describe the information that is entered into an Excel worksheet cell. There are several types of data:

Labels Values Formulas Dates

Each type of data has different rules that govern its entry. The universal rule for entering data is that all data lives in the cell into which it is typed regardless of its visual location on the worksheet. The Formula Bar will display the actual contents of the active cell. By default, the data is not formatted but that can be modified afterwards. When you are finished entering or editing data you can do one of the following:

Press the key (this will also move your cursor down one cell) Click the checkmark on the formula bar

Note: that the on the formula bar will cancel what you are currently typing in the cell. The key will also cancel your entry.

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Data Entry Rules

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Entering Data In An Excel Worksheet Labels: Labels (or Text) are any alphanumeric entry. A label can be up to 32,767 characters long including spaces, although only the first 1,024 characters will display in the cell. Labels are left-aligned by default. Most importantly, labels can overlap into adjacent cells as long as there is no other data in those cells. Examples: Joe Smith 123 Main Street 555-12-3456 (415) 555-1212


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1Values:

Data Entry Rules

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Reference Worksheet:

Data Entry

Entering Data In An Excel Worksheet

Values (or numbers) are any numeric entry. Values can not contain spaces, dashes, slashes, etc. Values should be entered without any formatting (currency, etc.). Values dont show decimal places unless they are required. That is, they dont show trailing zeros. They can be formatted afterwards. Values are right-aligned by default. Examples: 10000 125.75 55.05 7025.5

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Data Entry Rules

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Entering Data In An Excel Worksheet When Values Exceed The Column Width: Unlike labels, values must fit into the cell they are entered, otherwise a series of numeric symbols (#####) will appear in the cell until that column is made wider. In order to fix this situation, the column width (the separator between columns) needs to be adjusted wider to accommodate that value. Steps: To change the width of one column, drag the boundary on theright side of the column heading until the column is the width that you want.

To change the width of multiple columns, select the columns thatyou want to change, and then drag a boundary to the right of a selected column heading.

To change the width of columns to fit the contents, select thecolumn or columns that you want to change, and then doubleclick the boundary to the right of a selected column heading.

To change the width of all columns on the worksheet, click theSelect All button, and then drag the boundary of any column.


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1Dates:

Data Entry Rules

Examples of Acceptable Date Entries: 7/25/2005 25-Jul-2005 July 25, 2005 July-2005

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Entering Data

Entering Data In An Excel Worksheet

Dates are numeric values that are automatically formatted as a readable date entry. Dates follow the same rules as entering values. Because dates and times are values, they can be added, subtracted, and included in other calculations. Microsoft Excel stores dates as sequential numbers which are called serial values. By default, January 1, 1900 is serial number 1, and January 1, 2008 is serial number 39448 because it is 39,448 days after January 1, 1900. Excel stores times as decimal fractions because time is considered a portion of a day. When you enter a date as a text value, Excel interprets the year as follows: 00 through 29: Excel interprets the two-digit year values 00 through 29 as the years 2000 through 2029. For example, if you type the date 5/28/19, Excel assumes the date is May 28, 2019. 30 through 99: Excel interprets the two-digit year values 30 through 99 as the years 1930 through 1999. For example, if you type the date 5/28/98, Excel assumes the date is May 28, 1998.


Data Entry Rules

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Creating Calculations

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Entering Data In An Excel Worksheet Formulas: Formulas let users perform simple and complex calculations in an Excel worksheet. All formulas start with an equal (=) sign. When writing formulas, it is important to use the cell addresses of the values and not the values themselves. This way, the result of the calculation is linked to those cells and will update as the values change in those cells. Formulas follow the same data entry rules as values, and similarly, they must fit into the cell in which they were entered. Importantly, formulas must not include their own cell in their formula or it will result in an error called Circular Reference. Examples: =C1+C2+C3+C4+C5 =D5*F6 =B4-C7 =D6/G15


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Data Entry Rules

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Data Entry

Editing Data In An Excel WorksheetOnce data has been entered into a prospective cell it can be edited, replaced, or deleted. To Delete Existing Data: There are several ways to delete data in cells. The key is the most efficient method to do this. The Home tab: Clear command button: Clear Contents is equivalent to the key. The Home Clear All Clear Formats Clear Contents

Tab: Clear

command has several options:

deletes data and formatting in the selected cells, leaving that cell empty deletes just the formatting in selected cells (leaves data) deletes the data but not the formatting in the cells.

Clear Comments deletes the comment associated with that cell, leaving the data and the formatting intact.

To Edit Existing Data: Steps: Click on preferred cell Click into the Formula Bar Edit existing entry Press Enter (or click the checkmark )

To Replace Existing Data: Steps: Click on preferred cell Type new entry Press Enter (or click the checkmark )


Data Entry Rules

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Editing Data In An Excel Worksheet Note: the Home tab: Delete command is NOT the same as the Home tab: Clear command. The command, Home: Delete, physically removes the selected cells and moves the surrounding cells up or over to replace the deleted cells. This could cause your data to become misaligned. Use Home tab : Clear command to remove data and/or formatting from selected cells without changing the structure and symmetry of the worksheet. Use Home tab : Delete command to delete not just the data but the selected cell range from the worksheet and re-adjust the physical alignment of the cell structure.

Example of using Home tab: Delete command to remove cells


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Data Entry Rules

Great Tip! Note: You can also use the keyboard to navigate between worksheets:

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Data Entry

Navigating In An Excel Worksheet There are a variety of methods that can be used to navigate around an Excel Worksheet or Workbook. The keyboard is a very efficient method that can be used to navigate. Basic Navigation keys

Ctrl + Home Ctrl + End or or Ctrl + Ctrl + PageDown PageUp

goes to cell A1 goes to the intersection of last used column/row one cell right or left at a time one cell up or down at a time moves cursor right to beginning or end of cell range moves cursor left to the beginning or end of cell range one screen down at a time one screen up at a time

Navigating Between Worksheets

Right-click on the Triangular buttons in the bottom left of the worksheet screen Click the worksheet name and you will navigate to that sheet

Ctrl+PageDown Ctrl+PageUp

navigates to the next worksheet navigates to the previous worksheet


Data Entry Rules

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Selecting Cells In An Excel Worksheet There are a variety of methods that can be used to select cells in an Excel Worksheet. The mouse as well as the keyboard can be very efficient in selecting cells.

Selecting cells with the Keyboard Holding down the Shift key when navigating with the keyboard will result in selecting the cells being navigated. Holding Shift key and Navigation keys

Shift+Ctrl + End Shift+ Shift+ Shift + Shift+Ctrl + Shift+Ctrl + Shift+PageDown Shift+PageUp

selects cells from active cell to end of worksheet selects one cell right at a time selects one cell left at a time selects one cell down at a time selects cells to the right to the end of a cell range selects cells to the left to the end of a cell range selects cells one screen down at a time select cells one screen up at a time


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Data Entry Rules

Contiguous Range: To Select Click Cell C5 and Shift-Click Cell F12 (No Dragging with the mouse)

Great Tip! You can also enter data into these selected cells without using your

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Data Entry

Using the Shift key to Select Cells/Enter Data Using the Shift Key allows you to select cells without dragging through them.

Select the first cell you want in your selection Place your mouse over the last cell you want in your selection Hold the Shift key down and click on that cell All the cells between the first and last cell will be selected

mouse.

With the cells selected, simply type the data and press the key to move from one cell to the next. While the cells are still selected, the key will move to the top of the selected column of cells when you are at the bottom of the previous selection.Excel 2007 Essential Workbook Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting

Data Entry Rules

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Using the Control key to Select Cells/Enter Data Using the Control Key allows you to select cells that are not contiguously connected. Steps: Select the first cell range you want in your selection Place your mouse over the beginning of the next cell range you want in your selection Hold the Control key down and drag through those cells Repeat the above steps until all the required cells are selected

Non-Contiguous Range: To Select Click Cell A4 and Ctrl-Click and Drag E6 through Cell F10


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Copy/Move DataReference Worksheet: Data Entry

Copying and Moving Worksheet Data When the same data is required in another location in the workbook (or another workbook), that data can be copied or moved to that location. That way, the data doesnt have to be retyped in the new location. The Edit menu: Copy command copies the data in the selected cell range. The Edit menu: Cut command removes the data from the selected cell range. The Edit menu: Paste command pastes the data in the new location. When data is selected and Copied or Cut, Excel places a blinking border around that cell range temporarily to mark the data that will be pasted. Pressing the Esc key will remove the border once the data has been pasted. It is important to note that, unlike other applications, Excel will not keep the selected data stored in its Clipboard feature (Paste) once it is pasted and another process has been executed. Excel will want to regain the resources that the Clipboard would need to store that selected data to use for its own processing. There are a variety of methods that can be used to copy or move data in an Excel worksheet. They include:

Copy and Paste Cut and Paste Drag and Drop Drag the AutoFill handle


Copy/Move Data

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Copying and Moving Worksheet Data Copy and Paste Data Steps: Select the required cell range Click Home Tab: Copy Button Click into the first cell of the worksheet that you want to begin pasting the data Click Home tab: Paste Button

Cut and Paste Data Steps: Select the required cell range Click Home tab: Cut Button Click into the first cell of the worksheet that you want to begin pasting the data Click Home tab: Paste Button


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Copy/Move Data

Drag and Drop Mouse Arrow

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Data Entry

Copying and Moving Worksheet Data Drag and Drop Data (to Move)

Select the required cell range Drag the edge of the border around the cell range to the new location on that worksheet

Before Dragging Data

After Dragging Data


Copy/Move Data

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Copying and Moving Worksheet Data Drag and Drop Data (to Copy) Steps: Select the required cell range Hold the Control Key and Drag the edge of the border around the cell range to the new location on that worksheetDrag and Drop Mouse Arrow

Before Dragging Data

After Dragging Data


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Copy/Move Data

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AutoFill

Using the AutoFill Handle To Copy Data A very efficient method of copying data in a cell to adjacent cells is the Autofill handle. The AutoFill handle is located at the bottom right corner of the selected cell range. Dragging the handle will automatically copy the contents of the selected cell to the adjacent cells in that direction. Text and Values will be copied as they appear. Although, if Excel senses a sequence in the text or value to be copied, it will do so in an incremental fashion. Formulas will have their instructions (not the values) copied. Steps: Select the preferred cell(s) Drag the AutoFill handle in the preferred direction


Copy/Move Data

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Using the AutoFill Handle To Enter Sequential Data When data is needed to be entered in a sequential fashion, the AutoFill handle can be used to accomplish that process. When Excel sees that the data to be copied is either a month, day, date, or many combinations of text and numbers together, it will automatically see it as a sequential increase as that data is copied using AutoFill. In addition, the user can input an example of data in 2 or more cells and Excel will use an incremental sequence to match that selected data when it is copied using AutoFill.

Sequence built on combination of entry with text and numbers.

Sequence built on recognition of month entry.

Sequence built on entry of two values, then with both cells selected the AutoFill handle was dragged.


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Worksheet ToolsReference Worksheet: Data Entry

Add/Delete Sheets Within A Workbook The default Workbook opens with three worksheets (Sheet1, Sheet2, and Sheet3). Additional worksheets can be inserted as necessary. The new worksheet is always inserted to the left of the selected worksheet but can be moved afterwards. In addition, worksheets that are no longer required can be deleted from the workbook. If there is existing data on that worksheet, this process will confirm the deletion of that specific workbook but will not allow the user to undo that process. Adding Worksheets To A Workbook Steps: Click the Insert Worksheet command tab

Deleting Worksheets From A Workbook Steps: Click on an existing worksheet Click Home tab: Delete button: Delete Sheet command


Worksheet Tools

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Renaming Worksheets By default, each worksheet is named Sheet1, Sheet2, Sheet3, etc.. However, worksheets can be renamed to give them more recognizable names that can correspond to the data stored on them. A worksheet name is limited to 31 characters and can not include certain characters such as brackets ([ ]), asterisks (*), or question marks (?). Steps: Double-Click on preferred worksheet Type the new worksheet name Press Enter

Renamed Worksheet


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1Moving Worksheets Steps: Select the preferred worksheet

Worksheet Tools

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Excel provides the ability to re-arrange worksheets into a preferred order regardless of where they were created in that workbook.

Drag the worksheet tab to its new location in that workbook

Before

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Copying Worksheets A very efficient method of duplicating the data layout on a worksheet is to make a copy of that worksheet. Excel provides a process in which the user can create exact duplicates of existing worksheets. Steps: Select the preferred worksheet Hold Control Key and Drag the worksheet tab to its new location in that workbook

Before

After


Worksheet Tools

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Moving or Copying Worksheets To Other Workbooks Within Excel, a user can move or copy worksheets from one workbook to another. Steps: Open the destination workbook before starting this process In the source workbook, select the preferred worksheet Right-Click the selected worksheet tab Click Move or Copy... command In the dialog box, select the destination workbook Select the placement of that worksheet in the destination If copying, activate the Create A Copy checkbox Click OK

Must check this box if the worksheet is to be copied , not moved!


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Worksheet Tools

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New Worksheet

Color Coding Worksheets In order to improve the organization of the data in the workbook, Excel allows the user to color code data-related worksheets. In a large workbook environment this might allow the user to locate the appropriate worksheets more effectively. Once color-coded, the user will see a narrow strip of color when that worksheet is selected and being worked on. When the worksheet is not selected, the entire tab will display the chosen color. Steps: Right-Click on preferred worksheet tab Select Tab Color command Select the preferred color and press Enter

Worksheet Short-Cut Menu (right-click on tab)

Tab Color Options List

Worksheet Tab Color Example


Worksheet Tools

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1Saving Workbooks

Worksheet Tools

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Just as with all programs, the first time you save your presentation, you can use the Save or the Save As commands. After the file has been saved, future updates can be accomplished efficiently with the Save command. It is important to note that, as do all the Microsoft Office programs, Excel 2007 has a feature called AutoRecover that saves your presentation automatically. It is set to activate every 10 minutes. This will help prevent accidental loss of a majority of your work. It is just as important to remember to save your presentation as often as you can.

Remember:Steps:

Save Early! Save Often!

Click Office Button: Save (or Save As) command Type the appropriate filename Navigate to the appropriate drive and folder (if necessary) Click Save


Worksheet Tools

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Saving PresentationsIt is important to note that Office 2007 uses a new file format for its files. The new format is called XML (Xtensible Markup Language) which is a web -based format that should provide some benefits to users. These include smaller file sizes, more compatibility with other operating system platforms, and more recoverable if there are file corruptions. Office 2007 files are not directly compatible with older versions. That means these files may not be readable in older versions. However, one of the options that Office 2007 provides is the ability to save the file as a 97-2003 file format. There will be some features and formatting from the 2007 version that will not be able to be edited in the older versions. Former versions of Excel applied a .xls extension to its files. Excel 2007 applies an extension of .xlsx.Important!

Save As - Excel Workbook is the 2007 file format

Save As - Excel 97-2003 Workbook is the older file format


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Formatting WorksheetsReference Worksheet: Sales Summary

Inserting Rows/Columns/Cells Excel provides the ability to insert additional space within the working area of the worksheet. That is, additional columns, rows, and cells can be inserted within the frame of the worksheet. Columns are inserted to the left of the selected column. Rows are inserted above the selected row. Cells can be inserted to the right or below the selected cells. The inserted space takes on the formatting as follows:

Columns take formatting from column to the left Rows take formatting from row above Cells take formatting from cell above

When worksheet space is inserted, Excel does provide options for choosing the formatting of the inserted space through the Insert Options button that displays in the bottom right of the inserted area. It is important to note that existing formulas will adjust according to the additional space added to the worksheet. Steps: Right-Click over the column letter, row number, or cell Select Insert command Or Select the column, row, or cell Click Home Tab: Insert Button Insert Cells... Or... Insert Sheet Rows Or... Insert Sheet Columns Or Insert Sheet If necessary, click the Insert Options button and select the appropriate formatting


Formatting Worksheets

CHAPTER

2Insert Options Button

Inserting Rows/Columns/Cells

Home Tab: Insert Button

Insert Cells Dialog Box


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Sales Summary

Deleting Rows/Columns/Cells Excel allows the user to delete no longer required columns, rows, or cells. Any data in that deleted space is deleted as well. If the entire column or row is not selected, then the Edit menu: Delete dialog box will appear and by default it is set to delete only the selected cell. Hence, it is more efficient to select the column letter or the row number that is to be deleted. It is important to note that existing formulas will adjust according to the space deleted to the worksheet and may show error messages (i.e., #REF) if that formula can not reconcile that lost data.

Steps: Right-Click over the column letter, row number, or cell Select Delete command Or Select the column, row, or cell Click Home Tab: Delete Button Delete Cells... Or... Delete Sheet Rows Or... Delete Sheet Columns Or Delete Sheet



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2Right-Click Menu

Deleting Rows/Columns/Cells

Edit: Delete Dialog Box


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Great Tip!

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Sales Summary

Adjusting Column WidthWhen the data in a cell does not fit within the default column width (approximately 8 characters), the width of that column can be adjusted to fit its contents. Text entries can overlap into adjacent cells, however, that is not available to number entries. By default, they must fit into their cell or Excel will display number signs (######). . There are various methods in which to set the column width.

Steps: Position the mouse on the gridline just to the right ofthe column letter

Drag the column separator left or right todecrease or increase the width Or

Position the mouse on the gridline just to the right of the columnletter

Double-Click the separator between the column letters(This will automatically set the column width to the widest entry in that column) Or

Select the column Click Home Tab: Format Button: ColumnWidth...

Enter the preferred column width value Click OKOr

Select the column Click Home Tab: Format Button:AutoFit Column Width(Automatically sets the column to the size of the largest number of characters)



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Adjusting Row HeightAlthough row heights in an Excel worksheet automatically adjust to fit the font size for the data in that row, a user can adjust the row height manually similar to adjusting the width of a column. There are various methods in which to set the height of a row.

Steps: Position the mouse on the gridline just to the below of the rownumber

Drag the row separator up or down to decrease or increase the height Or

Position the mouse on the gridline just to below of the rownumber

Double-Click the separator between the column letters(This will automatically set the row height to the tallest entry in that row) Or

Select the row Click Home Tab: Format Button: Row Height... Enter the preferred row height value Click OKOr

Select the row Click Home Tab: Format Button: AutoFit Row Height(This will automatically set the row to the size of the data in the selected row)


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Sales Summary

Inserting Comments A Comment is an Excel tool used to add notations to entries in a worksheet without using up actual cell space. Comments attached to cells will pop up automatically when the mouse is moved over that cell. A small red triangle will appear in the upper right corner of a cell that contains a comment. Comments can be formatted as well as printed (see page 60).Inserting A Comment

Steps: Click on the cell for which the comment will be added Select Review Tab: New Comment command Type the content for the comment If preferred, select the text and format with font, etc. Click away from the comment box when finished

Editing A Comment

Steps: Right-Click on the cell with the comment to be edited Select Edit Comment command Edit or add text as preferred Click away from the comment box when finished

Deleting A Comment

Steps: Click on the cell with the comment to be deleted Select Review Tab: Delete Comment command



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Inserting CommentsReview Tab: Comment command

Comment Short-Cut (Right-Click) Menu

Example of Comment in Worksheet


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Sales Summary

Text Formatting There are a variety of methods in which text can be formatted within an Excel worksheet. This includes font, size, text color, bold, italics, underline, vertical and diagonal orientation, and wrapping text in a cell. Steps: Select the cell range to format Click Home Tab Select the appropriate command in the Font Group, Alignment Group, and/or Cell Styles Button

Cells Style Button on the Home Tab



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Number Formatting There are a variety of methods in which numbers can be formatted within an Excel worksheet. This includes currency, percent, date, time, scientific, and decimal places. To reset the number format, click General in the Category list. Cells that are formatted with the General format have no specific number format. Steps: Select the cell range to format Click Home Tab Select the appropriate command in the Number Group, Alignment Group, and/or Cell Styles Button

Home Tab: Alignment, Number, and Styles Groups


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Note: Currency toolbar button actually applies the Accounting style formatting. Currency style is available in Format: Cells on the Number tab.

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Sales Summary

Currency Formatting There are two types of currency formatting available in Excel. They are Currency and Accounting style formatting. In Accounting style, the dollar signs ($) are all left justified. In Currency style, the dollar signs ($) are flush with the values. By default, both display two decimal places (can be increased or decreased).

Accounting Style

Currency Style



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Standard Formatting The Standard style formatting is very much like Currency and the Accounting styles except that it does not display a dollar sign ($).

Standard Style

Decimal Formatting Decimals can be increased or decreased using either the Increase Decimal or the Decrease Decimal toolbar buttons. They can also be adjusted in the Format menu: Cells command on the Number tab within the appropriate category.

Decimal Places Buttons


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Sales Summary

Percent Formatting Percent formatting can be applied using the Formatting toolbar or within the Format menu: Cells command on the Number tab. By default, Percent style formatting does not display decimal places. However, the number of decimal places can be adjusted as mentioned on the previous page.

Percent Style

Formatting Gallery Excel 2007 includes a number format gallery with several pre-set formatting options. This option is found on the Home Tab: Number Group: General List



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Date Formatting When a date or time is typed in a cell, it appears either in a default date or time format or in a format that was applied to the cell before the date or time was typed. The default date or time format is based on settings in the regional settings in Control Panel.Date Styles - Format Cells Dialog Box

Clicking the Group More Options button will open up the Dialog Box (i.e. Format Cells) for that area.


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Sales Summary

Merging Data Across CellsVery often, a user might want to center the worksheet title across the top of the worksheet data. Excel provides a toolbar button, the Merge and Center button, that accomplishes that task. In addition, within the worksheet, data can be selected and merged into adjacent cells in order to present a large amount of data within one cell. By default, Excel will center the selected cell data but the alignment can be altered afterwards.

Merge and Center Button

Steps: Select the cell that contains the data and the adjacent cells to which you want to merge. (Note: if two or more cells with data are selected, Excel will warn the user that some of the data will be lost) Click the Merge and Center button To change the alignment of the merged cell data, click the Align Left button or the Align Right button

Text merged into several cells with the Wrap Text format applied.



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Border And Shade Cells For presentation purposes, data in cells can be made more prominent through the use of Borders and Shading styles. Steps: Select the cell that contains the data as well as the cells over whichthe data appears (i.e. a text entry can appear across several cells)

Click the Home Tab: Fonts Group: Borders button and selectpreferred option

Open Fill Color button and select preferred optionOr...

Click the More Options button in the Font Group.That will open the Format Cells dialog box

Click the Border tab and select available options Click the Fill tab for shading and select color


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Conditional Formatting

Formatting Data Conditionally Analyzing data in a large worksheet to find trends and important results can be a time-consuming process, especially if you have to share that information for review by other users. With Conditional Formatting, you can quickly draw attention to meaningful values and results by applying automatic formatting based on settings that are established. This automatic formatting makes it easy for anyone to scan the information and quickly find areas that need attention. Conditional Formatting is a process that automatically applies formatting, such as cell shading or font color, to cells if specified conditions are met. For example, sales that exceed $100K can automatically be highlighted in bold, blue shading, and bordered. In addition, sales in that cell range that do not exceed a minimum range can be formatted differently at the same time. A user can establish multiple conditions on any given cell range. Steps: Select cell range for which formatting will be applied Click the Home Tab: Conditional Formatting button Select Highlight Cell Rules (if condition refers to values in cells)Or

Select Top and Bottom Rules (if condition refers to values at thetop or bottom comparably in a cell range) Or Select

Data BarsColor Scales Icon Sets

Or Or

(Excel 2007 will automatically format the cells based on the values relationship to each other)



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Formatting Data ConditionallyCreating Conditional Formatting

Conditional Formatting With Data Bars


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Printing WorkbooksReference Worksheet: Monthly Figures

Previewing Worksheets Print Preview will display the worksheet as it appears for printing. This includes page breaks, orientation, margins, headers and footers. The user can view the worksheet prior to printing and make adjustments to the above settings (through the Page Setup dialog box) as needed. Excel allows the user to Zoom In or Zoom Out to increase or decrease the magnification for viewing purposes. When the mouse is clicked on a particular part of the worksheet in Print Preview Excel activates the zooming process. Steps: Click on Office Button: Print: Print Preview Click Next and/or Previous Page buttons to view pages Click the mouse to Zoom in/out of the worksheet Click Page Setup button to set printing options Click Print button to go to Print dialog box Click Close button to return to worksheet


Printing Workbooks

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Previewing WorksheetsPrint Preview Screen


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Printing Workbooks

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Monthly Figures

Applying Page Setup Commands The Page Setup dialog box provides a variety of printing options including margins, orientation, scaling, headers & footers, and repeating worksheet titles. The Page Setup dialog box can be accessed through the File menu or directly from Print Preview so that changes to the worksheet can be viewed as options are set.

Page Setup: Page Tab

Options include: Orientation, Scaling, Paper Size, First Page Number


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Applying Page Setup Commands

Page Setup: Margins Tab

Options include: Margins Center On Page


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Font

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Applying Page Setup CommandsPage Setup: Header/Footer Tab

Options include: Built-in Header/Footer list, Custom Header/Footer boxNote: By default, worksheets do not contain a header or footer.

Custom Header/Footer Toolbar

Page Number

Total Pages

Date

Time

Filename

Sheet Name

Insert Picture

Format Picture


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Applying Page Setup CommandsCustom Header Box

Custom Footer Box


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Applying Page Setup CommandsPage Setup: Sheet Tab Options include: Setting A Print Area, Repeating Worksheet Titles, Printing Gridlines, Row & Column Headings, Comments, and Print Order of Pages.


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Applying Page Setup CommandsPrint Titles on Every Page

When printing a large worksheet that consists of several pages, it would be very efficient to repeat the top row labels and left column labels (if necessary) so that each page displays the same titles as the previous pages. This allows the user to distinguish the data they are looking at on succeeding printed pages.

Steps: Close Print Preview (if necessarycant do this process in Print Preview) Click Page Layout Tab In the Page Setup Group, click the More Options button In the Page Setup Box, click the Sheet tab (if necessary) Click into the box Rows to repeat at the top Drag down the rows to repeat on each printed page Click into the box Columns to repeat at left Drag across the columns to repeat on each printed page Click OK or Print Preview to view worksheet


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Applying Page Setup Commands

Print Titles on Every Page Example of Setting Print Titles


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Applying Page Setup Commands Page Break PreviewPage Break Preview gives the user the ability to adjust page breaks prior to printing. In this view, page breaks can be moved using the mouse to adjust where a printed page breaks. Additional page breaks can be inserted using the Page Layout Tab: Breaks command.

Page Break Preview can be accessed from the View Tab: Page Break Preview command or the View Button on the Excel Status Bar (Pg. 3). To turn off Page Break Preview, click the View Tab: Normal command or the View Button on the Excel Status Bar (Pg. 3).

Page Breaks

Note: This dialog box may appear on the screen as well. Click OK to close.


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Applying Page Setup CommandsPrinting Comments Comments can be printed as they appear in the worksheet. However, they print more efficiently on a separate printed page, at the end of the worksheet. This option is set in the Page Setup dialog box on the Sheet tab.


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Printing the Workbook The Print dialog box in Excel provides several options that can control which printer to select, what part of the workbook prints, which pages to print, and how many copies to print. Steps: Click Office Button: Print command Or Click the Print button in the Print Preview screen Select the appropriate options Click OK button


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Addendum

Using Shortcut Keys In Excel 2007

Pressing the Alt Key will activate the shortcut key symbols in Excel 2007. Each shortcut key is located under the Tab or command.


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4Description Save File Print File Copy Cut Paste Undo Redo Select All Bold (selected text) Italicize (selected text)

Using Shortcut Keys In Excel 2007

Keyboard Shortcut Ctrl+S Ctrl+P Ctrl+C Ctrl+X Ctrl+V Ctrl+Z Ctrl+Y Ctrl+A Ctrl+B Ctrl+I Ctrl+U

Underline (selected text)


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Documents

UC Excel 2007 Module 1 - Essentials