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excel 2010

Chapter 1Chapter 1

Getting Started Getting Started with Excel 2010with Excel 2010

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Getting Started with Excel 2010Getting Started with Excel 2010

• Skill 1.1 Introduction to Microsoft Excel 2010

• Skill 1.2 Entering and Editing Text and Numbers in Cells

• Skill 1.3 Wrapping Text in Cells

• Skill 1.4 Inserting Data Using AutoFill

• Skill 1.5 Inserting and Deleting Cells

• Skill 1.6 Applying Formatting to Cells

• Skill 1.7 Changing Fonts

• Skill 1.8 Applying Cell Styles

• Skill 1.9 Applying Number Formats

• Skill 1.10 Applying Date Formats

• Skill 1.11 Entering Simple Formulas

• Skill 1.12 Adding Borders

• Skill 1.13 Adding Shading

• Skill 1.14 Using Format Painter with Excel

• Skill 1.15 Using Paste Options

• Skill 1.16 Using Find and Replace in Excel

• Skill 1.17 Clearing Cell Content

• Skill 1.18 Changing the Zoom Level

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Excel Skill 1.1Excel Skill 1.1

Introduction to Microsoft Excel 2010Introduction to Microsoft Excel 2010

• Microsoft Excel 2010 is a spreadsheet program in which you enter, manipulate, calculate, and chart numerical and text data.

• An Excel file is referred to as a workbook.

• A workbook is a collection of worksheets. • Each worksheet (also called a “sheet”) is made up of rows

and columns of data on which you can perform calculations.

• It’s these calculations that make Excel such a powerful tool.

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Basic Elements of a Microsoft Excel WorkbookBasic Elements of a Microsoft Excel Workbook

• Worksheet —an electronic ledger where you enter data. • Row —a horizontal group of cells. Rows are identified by numbers. • Column —a vertical group of cells. Columns are identified by letters. • Cell —the intersection of a column and a row. • Formula Bar —data entry area.• Name Box — displays the address of the selected cell. • Status Bar —displays information about the selected data.

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Excel Skill 1.2Excel Skill 1.2

Entering and Editing Text and Numbers in CellsEntering and Editing Text and Numbers in Cells

• The most basic task in Excel is entering data in your workbook. – Entering numerical data is as easy as typing a number in a cell.

Numbers can be displayed as dates, currency values, percentages, and other formats.

– Adding text headers to your rows and columns creates the structure for you to enter data into your workbook.

• Excel gives you different ways to edit the data in your worksheet. – If you want to change the contents of the entire cell, use Ready

mode. – If you want to change only part of the cell data, use Edit mode. – The status bar, located at the lower-left corner of the Excel

window, displays which mode you are in—Ready or Edit.

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1. Click the cell where you want the data to appear.

2. Type the number or text.

3. Press the Enter key or the Tab key to move between cells.

• Press Enter to move the cursor down one cell.

• Press Tab to move the cursor to the right one cell.

If there were any old contents in the cell, the old contents are completely removed and replaced with what you’ve typed.

To Enter or Edit Data in a Cell Using the Ready ModeTo Enter or Edit Data in a Cell Using the Ready Mode

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1. Double-click the cell you want to change.

2. You should now see a blinking cursor in the cell.

3. Move the cursor to the part of the entry you want to change and make your changes. • Use the Backspace key to delete characters to the left of

the cursor. • Use the Delete key to delete characters to the right of

the cursor. • Click-and-drag your mouse to select a section of text to

delete.

4. Press Enter or Tab when you are finished making changes.

To Change Data in a Cell Using the Edit ModeTo Change Data in a Cell Using the Edit Mode

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Excel Skill 1.3Excel Skill 1.3

Wrapping Text in CellsWrapping Text in Cells

• When you type text in a cell, the text will appear to continue to the right as far as it can until there is another cell that contains data. At that point, the text will appear to be cut off.

• If your worksheet includes cells with more text than will comfortably fit in the cell, you should use the wrap text feature. – When wrap text is enabled for a cell, the text in the cell will

automatically wrap to multiple lines, just as a paragraph would.– The text wrapping feature only works for cells that contain text. – If a column is too narrow to display its numerical data, Excel will

not wrap it. Instead, the cell will show a series of # symbols, indicating that the cell contains numerical data, but the column is too narrow to display it.

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1. On the Home tab, in the Alignment group, click the Wrap Text button.

2. Notice the button appears selected when text wrapping is active for the cell.

3. To turn off text wrapping in a cell, click the Wrap Text button again to deselect it.

To Wrap Text in a CellTo Wrap Text in a Cell

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Excel Skill 1.4Excel Skill 1.4

Inserting Data Using AutoFillInserting Data Using AutoFill

• Use the AutoFill feature to fill a group of cells with the same data or to extend a data series. – AutoFill copies the same value or formula to a group of cells at once.

– AutoFill is much more efficient than using copy-and-paste over and over.

• If you have a group of cells with similar data in a series, AutoFill can extend the series automatically. A data series is any sequence of cells with a recognizable pattern:

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1. Enter the data you want in the first cell.

2. If you want to fill a series of cells with that same value, skip to step 5.

3. Enter the second value of the series in an adjacent cell.

4. Select the cell(s) to base the series on. (Click the first cell. Then holding S click the last cell you want to select.)

5. Click and drag the Fill Handle in the direction you want to fill the series.

6. Release the mouse button when you have highlighted the last cell you want to fill.

To Use the To Use the Fill Handle Fill Handle ToolTool

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Excel Skill 1.5Excel Skill 1.5

Inserting and Deleting CellsInserting and Deleting Cells

• When you insert a new cell, you have the option to shift the existing cells to the right or down, allowing you to place the new cell exactly where you want it.

• Inserting and deleting cells may have unexpected consequences. – Be careful not to delete cells that are referenced in formulas. Even

though a new value may shift into the original cell’s position, the formula will still be looking for the original cell (now deleted), causing an invalid cell reference error.

– When you insert a cell, any formulas referencing the cell address will update to reflect the new position of the original cell. Even if the formula uses absolute cell references, it will still update to reflect the updated cell reference

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To insert a cell:

1.On the Home tab, in the Cells group, click the Insert button arrow.

2.Click Insert Cells. . .

3.Click the Shift cells right or Shift cells down radio button.

4.Click OK.

To delete a cell:

1.On the Home tab, in the Cells group, click the Delete button arrow.

2.Click Delete Cells. . .

3.Click the Shift cells left or Shift cells up radio button.

4.Click OK.

To Insert or Delete a CellTo Insert or Delete a Cell

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Excel Skill 1.6Excel Skill 1.6

Applying Formatting to CellsApplying Formatting to Cells

• Well-formatted spreadsheets have consistent formatting.

• You can apply common formatting to cells, such as bold, italic, and underline, to emphasize cells in your workbook.

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To apply bold formatting:

•On the Home tab, in the Font group, click the Bold button.

To apply italic formatting:

•On the Home tab, in the Font group, click the Italic button.

To apply underline formatting:

•On the Home tab, in the Font group, click the Underline button.

•You can also click the arrow next to the Underline button to expand the underline options and apply the double-underline style.

To Apply Bold, Italic, or Underline FormattingTo Apply Bold, Italic, or Underline Formatting

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1. Click the dialog box launcher in the Font group.

2. In the Format Cells dialog box box, in addition to bold, italics, and underline, you can apply additional character effects, including strikethrough, superscript, and subscript.

3. Choose the character effects you want.

4. Click OK.

To Apply Additional Character EffectsTo Apply Additional Character Effects

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To change the font,

1.On the Home tab, in the Font group, click the arrow next to the Font box to expand the list of available fonts.

2.Select the font you want.

To change the font size,

1.On the Home tab, in the Font group, click the arrow next to the Font Size box.

2.Select the size you want.

To change the font color,

1.On the Home tab, in the Font group, click the arrow next to the Font Color button to expand the color palette.

2.Select the color you want.

Excel Skill 1.7Excel Skill 1.7

Changing FontsChanging Fonts

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The font color palette is divided into three parts:

•Top Part - Automatic color choice (black or white, depending on the color of the background).

•Middle Part - the colors included in the theme that is applied to the workbook. These colors are designed to work together and complement each other.

•Bottom Part - the standard colors (dark red, red, orange, etc.) These colors are always available, no matter what theme is in use.

You can pick a custom color by clicking More Colors . . . from the bottom of the font color palette.

The Font Color PaletteThe Font Color Palette

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Excel Skill 1.8Excel Skill 1.8

Applying Cell StylesApplying Cell Styles

• A style is a combination of effects that can be applied at one time.

• Styles can include formatting such as:– Character effects– Background color– Typefaces– Number formatting

• Excel 2010 includes an extensive gallery of prebuilt cell styles.

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1. Select the cell or cells you want to apply the style to.

2. On the Home tab, in the Styles group, click the Cell Styles button.

3. Click the style you want to apply to your cells.

To Apply a Cell StyleTo Apply a Cell Style

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1. On the Home tab, in the Styles group, click the Cell Styles button.

2. Click New Cell Style . . .

3. Type the name of your style in the Style name: box.

4. Click the Format . . . button to open the Format Cells dialog box.

5. In the Format Cells dialog box, set the formatting for your new style, and then click OK.

6. In the Style dialog box, click check boxes for formatting types to include in your style (number format, alignment, etc.).

7. Click OK to save the new cell style. The style will appear in the Cell Styles gallery.

To Create Your Own Customer Cell StyleTo Create Your Own Customer Cell Style

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Excel Skill 1.9Excel Skill 1.9

Applying Number FormatsApplying Number Formats

• Formatting numbers changes the appearance of the data but doesn’t change the numerical values.

• The formatted number is displayed in the cell; the actual value is displayed in the formula bar.

• The Number Group– Comma Style button - display value with a thousands separator.

– Accounting Number Format button - choose an alternate currency format.

– Percent Style button - display the value as a percentage.

– Increase Decimal and Decrease Decimal buttons - increase or decrease the number of digits that appear to the right of the decimal point.

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Applying Number FormatsApplying Number Formats

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• In the Number group, click the Number Format arrow above the buttons to display the Number Format menu.

• Click the More Number Formats . . . to open the Format Cells dialog box to the Number tab.

• Select from even more number formats & customize any format, including:

• adding color

• specifying the number of decimal places to display

• setting whether or not negative numbers should be enclosed in parentheses

Common Number FormatsCommon Number Formats

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Excel Skill 1.10Excel Skill 1.10

Applying Date FormatsApplying Date Formats

Two number formats available from the Number Format menu:

•Short Date —Applies a simple format displaying the one or two-digit number representing the month, followed by the one- or two-digit number representing the day, followed by the four-digit year (9/5/2011).

•Long Date —Applies a longer format displaying the day of the week, and then the name of the month, the two-digit date, and the four-digit year (Monday, September 05, 2011).

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1. Select More Number Formats . . . from the Number Format list.

2. In the Format Cells dialog box, from the Number tab, if necessary, click Date in the Category: list. Excel offers a variety of prebuilt date formats to choose from.

3. Notice that as you click each format in the Type: list, the Sample box shows how the active cell will display with the selected format.

4. Click the date format you would like, and click OK.

To Use a Different Date FormatTo Use a Different Date Format

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Excel Skill 1.11Excel Skill 1.11

Entering Simple FormulasEntering Simple Formulas

• A formula is an equation used to calculate a value.

• A formula can:– Perform a mathematical calculation (e.g., displaying the sum of 35

+ 47)– Calculate a value using cell references:

• Displaying the sum of the values of cells A3 + B3 or

• Calculating the product of the value of cell A3 * 3.

• Formulas always begin with an equal sign ( = ).

• Formulas may include functions. – Functions are preprogrammed shortcuts for calculating complex

equations. – Most functions require you to provide input called arguments. – Arguments are the parts of the formula that the function uses to

calculate the value.

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1. Click the cell in which you want to enter the formula.

2. Type = .

3. Type the formula.

4. To add a cell reference to a formula, you can type the cell address or click the cell.

5. Press Enter.

To Enter a FormulaTo Enter a Formula

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Excel Skill 1.12Excel Skill 1.12

Adding BordersAdding Borders

• Add borders to your workbook to emphasize a cell or group of cells.

• Use borders to make your workbook look more like a desktop publishing form, or to follow accounting conventions such as using a double-underline for cells displaying totals.

• The Borders button displays the most recently used border style.

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To add borders:

1.Select the cell(s) you want to add a border to.

2.On the Home tab, in the Font group, click the Borders button arrow and select the border style you want.

To remove borders:

1.Select the cell(s) you want to remove the borders from.

2.On the Home tab, in the Font group, click the Borders button arrow and select No Border from the list of border styles.

To Add or Remove BordersTo Add or Remove Borders

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Excel Skill 1.13Excel Skill 1.13

Adding ShadingAdding Shading

• Another way to emphasize cells in your workbook is to add shading.

• Shading is often used to:– Differentiate alternating rows in a large table.

– Make the heading row stand out.

• If you use a dark color for shading, change the font color to white or another light color.

• Avoid overusing shading and using too many colors in your workbook.

• Shading should be used for emphasis and to make the workbook easier to read, not just to make the workbook more colorful.

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To add shading:

1.Select the cell(s) you want to add shading to.

2.On the Home tab, in the Font group, click the Fill Color button arrow to display the color palette.

3.Click the color you want.

To remove shading:

1.Select the cell(s) you want to remove shading from.

2.On the Home tab, in the Font group, click the Fill Color button arrow to display the color palette.

3.Click No Fill to remove the fill color from the selected cells.

To Add Shading to Your WorkbookTo Add Shading to Your Workbook

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Excel Skill 1.14Excel Skill 1.14

Using Format Painter with ExcelUsing Format Painter with Excel

• A professional, well-organized workbook uses consistent formatting.

• Use the format painter tool to copy formatting from one part of a worksheet to another, rather than trying to recreate the exact combination of font color and size, number formatting, borders, and shading to reuse.

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1. Select the cell that has the formatting you want to copy.

2. On the Home tab, in the Clipboard group, click the Format Painter button.

3. Click the cell where you want to apply the formatting.

• To apply the formatting to a range of cells,

1. Click the first cell in group.

2. Hold down the left mouse button and drag across the cells.

3. Release when you reach the last cell.

4. The formatting is automatically applied to the selected cell(s).

To Use To Use Format PainterFormat Painter

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When pasting data into Excel,

•Use the default Paste option to insert the copied data (including formulas and formatting) into the selected cell, or

•Select from the paste options to control more precisely what is pasted.

Excel Skill 1.15Excel Skill 1.15

Using Paste OptionsUsing Paste Options

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When your source includes formulas, you also have the option to paste the calculated cell values without pasting the underlying formulas.

Pasting the Calculated Cell ValuesPasting the Calculated Cell Values

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The final group of paste options provides alternatives to pasting the actual contents of one cell into another.

Pasting the Actual Contents of a CellPasting the Actual Contents of a Cell

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1. On the Home tab, in the Clipboard group, click the bottom part of the Paste button (the Paste button arrow ) to expand the Paste Options menu.

2. Move your mouse over the icon for each paste option to see a preview of how the paste would look, and then click the icon for the paste option you want.

To Use the To Use the PastePaste button on the Ribbon button on the Ribbon

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Excel Skill 1.16Excel Skill 1.16

Using Find and Replace in ExcelUsing Find and Replace in Excel

• All of the Microsoft Office applications include Find and Replace commands that allow you to search for and replace data in your file.

• In Excel, these commands can be used to not only find and replace text, but also numbers in values and formulas in a single worksheet or across an entire workbook.

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1. On the Home tab, in the Editing group at the far right side of the Ribbon, click the Find & Select button.

2. From the Find & Select menu, click Find . . .

3. The Find and Replace dialog box opens, with the Find tab on top.

4. Type the word, phrase, or number to find in the Find what: box.

5. Click the Find All button. When you click Find All, Excel displays a list detailing every instance of the data— worksheet, cell address, the value of the cell, and the formula (if there is one).

To Find the Data You Want to ReplaceTo Find the Data You Want to Replace

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1. Click the Replace tab.

2. Excel keeps the data you typed in the Find what: box. Now type the replacement text or values in the Replace with: box.

3. Click the Replace button to replace one instance of the data at a time, or click Replace All to replace all instances at once.

4. Excel displays a message telling you how many replacements were made. Click OK to dismiss the message.

5. Click Close to close the Find and Replace dialog box.

To Replace the DataTo Replace the Data

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Excel Skill 1.17Excel Skill 1.17

Clearing Cell ContentClearing Cell Content

• To remove the contents of a cell without removing the cell from the structure of your workbook, you will need to clear the cell.

• In Excel, when you clear a cell, you remove its contents, formats, comments, and hyperlinks, but the blank cell remains in the worksheet.

• Clearing a cell does not affect the layout of your worksheet.

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1. Select the cell you want to clear of formats or contents.

2. On the Home tab, in the Editing group, click the Clear button.

3. Click the command for the type of formatting or contents you want to remove from the cell.

To Clear a CellTo Clear a Cell

• Clear All —clears all cell contents and formatting & deletes any comments or hyperlinks attached to cell.

• Clear Formats —clears only cell formatting & leaves cell contents, comments, and hyperlinks.

• Clear Contents —clears only contents (including hyperlinks) & leaves cell formatting and comments.

• Clear Comments —deletes any comments attached to cell while leaving cell contents, formatting, and hyperlinks intact.

• Clear Hyperlinks —removes hyperlink action from cell without removing content or hyperlink style of formatting.

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Excel Skill 1.18Excel Skill 1.18

Changing the Zoom LevelChanging the Zoom Level

• Use the zoom slider in the lower-right corner of the window to zoom in and out of a worksheet, changing the size of text and images on screen.

• As you move the slider, the zoom level displays the percentage the worksheet has been zoomed in or zoomed out.

• Zooming a worksheet only affects how the worksheet appears on screen. It does not affect how the worksheet will print.

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To zoom in on a worksheet, making the text and graphics appear larger:

•Click and drag the zoom slider to the right.

•Click the Zoom In button on the slider.

To zoom out of a worksheet, making the text and graphics appear smaller:

•Click and drag the zoom slider to the left.

•Click the Zoom Out button on the slider.

To Zoom In or Out on a WorksheetTo Zoom In or Out on a Worksheet

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On the View tab, the Zoom group includes buttons for two of the most common zoom options:

•Click the Zoom to Selection button to zoom in as close as possible on the currently selected cell(s).

•Click the 100% button to return the worksheet back to 100% of the normal size.

The Zoom Group buttonsThe Zoom Group buttons

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Getting Started with Excel 2010 RecapGetting Started with Excel 2010 Recap

• Skill 1.1 Introduction to Microsoft Excel 2010

• Skill 1.2 Entering and Editing Text and Numbers in Cells

• Skill 1.3 Wrapping Text in Cells

• Skill 1.4 Inserting Data Using AutoFill

• Skill 1.5 Inserting and Deleting Cells

• Skill 1.6 Applying Formatting to Cells

• Skill 1.7 Changing Fonts

• Skill 1.8 Applying Cell Styles

• Skill 1.9 Applying Number Formats

• Skill 1.10 Applying Date Formats

• Skill 1.11 Entering Simple Formulas

• Skill 1.12 Adding Borders

• Skill 1.13 Adding Shading

• Skill 1.14 Using Format Painter with Excel

• Skill 1.15 Using Paste Options

• Skill 1.16 Using Find and Replace in Excel

• Skill 1.17 Clearing Cell Content

• Skill 1.18 Changing the Zoom Level

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