AGENDA What is Excel

Navigation - 2007

Shortcuts

Creating a spreadsheet – use of Formulas

Tabs/additional sheets in a workbook

Saving a spreadsheet

What is Excel

Excel is a spreadsheet which represents a table

used to store and manipulate various types of data.

The data is arranged in rows and columns to make it

easier to store, organize and analyze the

information.

The data is entered and stored in cells.

Navigation Components

Office Button

Quick Access toolbar (customize)

Ribbon

Formula Bar

Status Bar

Worksheet area

Spreadsheet

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Office buttonQuick Access Bar Formula Bar Ribbon

Status Bar Worksheet area

Office Button Opens the Office pull-down menu containing all the

file related commands including –

SAVE

OPEN

PRINT

EXIT

EXCEL OPTIONS – Allows you to change Excel’s

default settings

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Quick Access Toolbar Contains buttons you can click to perform common

tasks such as saving your work and undoing and

redoing edits and which you can customize by

adding command buttons. Allows easy and quick

access to most commonly used features.

Click arrow (drop down menu) on right side of

toolbar to add or delete commands. You can also

customize how it is seen on the page.

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Ribbon

Contains the bulk of the Excel commands arranged

into a series of tabs ranging from Home through

View. The Ribbon radically changes the way you

work in Excel.

Ribbon – cont’d

Instead of having to memorize (or guess) on which

pull-down menu or toolbar Microsoft put the

particular command you want to use, their designers

and engineers came up with the Ribbon that always

shows you all the most commonly used options

needed to perform a particular Excel task.

The Ribbon is made up of 4 components.

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Ribbon Components Tabs – Used for each of Excel’s main tasks that

bring together and display all the commands

commonly needed to perform that core task

Groups – Will organize related command buttons

into subtasks normally performed as part of the tab’s

larger core task.

Command buttons – within each group that you

select to perform a particular action or to open a

gallery from which you can click a particular

thumbnail

Ribbon Components (cont’d) Dialog Box launcher – in the lower-right corner of

certain groups that opens a dialog box containing a

bunch of additional options you can select

Ribbon TabsThe very first time you launch Excel 2007 the ribbon

will contain the following 7 tabs.

Home – command buttons normally used when

creating, formatting and editing a spreadsheet.

Insert – Used when adding particular elements to a

spreadsheet.

Page Layout – Used when preparing a spreadsheet

for printing or re-ordering graphics on the sheet.

Ribbon Tabs – Cont’d Formulas – Used when adding formulas and

functions to a spreadsheet or checking a worksheet

for formula errors.

Data – Used when importing, querying, outlining and

subtotaling the data placed into a worksheet’s data

list.

Review – Used when proofing, protecting and

marking up a spreadsheet for review by others.

View – Used when changing the display of the

worksheet area and the data it contains.

Formula Bar Displays the address of the current cell along with

the contents of that cell. The address of this cell is

determined by its column letter(s) followed

immediately by the row number as in cell “A1” – the

very first cell of each worksheet at the intersection of

column A and row 1.

Formula Bar – Cont’d The contents of the current cell are determined by

the type of entry you make there: text or numbers if

you just enter a heading or particular value and the

nuts and bolts of a formula if you enter a calculation

there.

Formula bar is divided into 3 sections.

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Formula Bar Sections Name box – The left most section that displays the

address of the current cell address

Formula bar buttons - The second, middle section

that appears as a rather nondescript button

displaying only an indented circle on the left will

increase or decrease size of the Name box.

Once you start entering data in a cell the middle

section will then display a cancel and an enter button

in addition to what is already there.

Formula Bar Sections cont’d Cell contents – The third, right-most white area to

the immediate right of the Function Wizard button

that takes up the rest of the bar and expands as

necessary to display really, really long cell entries

that won’t fit the normal area.

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Status Bar

Located at the very bottom of the spreadsheet the

status bar keeps you informed of the program’s

current mode, any special keys you engage, and

enables you to select a new worksheet view and to

zoom in and out on the worksheet. The Status Bar

contains 5 areas of functionality.

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Worksheet Area Contains all the cells of the current worksheet

identified by column headings using letters along the

top and row headings using numbers along the left

edge. There are tabs for selecting new worksheets

on the bottom. Also a horizontal scroll bar to move

left and right through the sheet on the bottom and a

vertical scroll bar to move up and down through the

sheet on the right edge.

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Worksheet – Moving around In order to be able to enter or edit data in a cell that

cell must be current.

3 ways to know a cell is current:

The cell cursor – dark black border surrounding the cell

Address – appears in the Name box of the formula bar

Row and Column – will become shaded if you are in a cell.

To move to another cell:

Click on desired cell if in view

Enter location in Name box

F5 to open the Go To dialog box

Worksheet – Moving around cont’d

Use cursor keys to get to cell

Use horizontal and vertical scroll bars at the

bottom and right edge of the worksheet area to

move to the part of the worksheet desired – then

click on the cell.

Navigation Exercise Office button - change options for the font size and

the color scheme

Quick Access Bar – add the Quick Print and Open

options

Ribbon – minimize the ribbon line.

Formula Bar – Create a column of 6 numbers and

autosum them at the bottom of the column.

Most used Shortcuts General

CTRL+N Creates a New, blank workbook.

CTRL+O Displays the Open dialog box to open or find a file.

CTRL+S Saves the active file with its current file name, location, and file format.

CTRL+P Displays the Print dialog box.

CTRL+W Closes the selected workbook window.

F1 Displays the Microsoft Office Excel Help task pane.

F7 Displays the Spelling dialog box to check spelling in the active worksheet or selected range.

Most Used Shortcuts – cont’d Navigation

ARROW KEYS Move one cell up, down, left, or right in a worksheet.

TAB Moves one cell to the right in a worksheet.

SHIFT+TAB moves to the previous cell in a worksheet or the previous option in a dialog box.

ENTER Completes a cell entry from the cell or the Formula Bar, and selects the cell below (by default).

SHIFT+ENTER completes a cell entry and selects the cell above.

PAGE UP Moves one screen up in a worksheet.

Most Used Shortcuts – cont’d Navigation – cont’d

PAGE DOWN Moves one screen down in a

worksheet.

CTRL+HOME moves to the beginning of a

worksheet.

CTRL+END moves to the last cell on a worksheet,

in the lowest used row of the rightmost used

column.

F5 Displays the Go To dialog box.

Most Used Shortcuts – cont’d Editing

CTRL+X Cuts the selected cells.

CTRL+C Copies the selected cells.

CTRL+V Inserts/Pastes the contents of the Clipboard at the insertion point and replaces any selection. Available only after you have cut or copied an object, text, or cell contents.

CTRL+Z Uses the Undo command to reverse the last command or to delete the last entry that you typed.

CTRL+Y Repeats/Redo the last command or action, if possible.

Most Used Shortcuts – cont’d Editing – cont’d

CTRL+F Displays the Find and Replace dialog

box, with the Find tab selected.

CTRL+H Displays the Find and Replace dialog

box, with the Replace tab selected.

CTRL+A Selects the entire worksheet.

Most Used Shortcuts – cont’d Formatting

CTRL+B Applies or removes Bold formatting.

CTRL+I Applies or removes Italic formatting.

CTRL+U Applies or removes Underlining.

CTRL+SHIFT+F opens the Format Cells dialog

box with the Font tab selected.

Creating a Spreadsheet Starting a new workbook – opens with 3 sheets

Entering the three different types of data – text,

value or fomula.

Creating simple formulas by hand : (=) +,-,*,/

Fixing your data-entry errors

Using the AutoCorrect feature

Using the AutoFill feature to complete a series of

entries

Creating a Spreadsheet – cont’d Entering and editing formulas containing built-in

functions

Totaling columns and rows of numbers with the

autosum button

Add/delete sheets to workbook

Adding a worksheet Tabs at bottom of sheet

Name/Rename/Insert/Delete

Ways to link all sheets in a workbook

Creating Formulas Create a data table

Select cell for the formula

Type “=“

Type expression representing the calculation you

want to perform

Press “enter”

OR Autosum for quick total

Saving your spreadsheet When you have finished entering and calculating

data – Click on Office Button Icon

Select the Save as option and name your workbook

It will be saved as a file in the folder you have

selected.

Can be opened and changes made and resaved.

Worksheet exercise Add a new worksheet to your workbook and put your

name on it.

Create a data table with 12 elements

Find the average of your table and put number in a

cell

Add 10 of the elements and subtract 2 in the total

line

Save your workbook

Things I have learned

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