EXCEL
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Transcript of EXCEL
TUTORIAL 1GETTING STARTED WITH EXCEL
EXCEL
Understanding Spreadsheets
Spreadsheet – A collection of text and numbers laid out in a rectangular grid
Exploring the Excel Window
Workbook – spreadsheet fileWorkbook window – where contents of a
workbook are shownActive workbook – workbook currently being
usedSheets – make up a workbook
Worksheet – contains data in rows and columns Chart sheet – contains an Excel chart
Excel Window Continued -
Sheet name identifies each sheetSheet tabs – where sheet name is displayed,
lower left corner of workbook windowActive sheet – currently on the window and
sheet tab is white
Layout of Workbook
Columns – Run vertically on the worksheet Column headings begin with a letter
Rows – Run horizontally on the worksheet Row headings begin with a number
Cell – intersection of a Column and a Row Cell is identified by a cell reference Ex: B6
Layout - continued
Active Cell – Cell you are working in Outlined with a thick border
Name Box – displays the cell reference for the active cell appears
Navigating a Worksheet
↑, ↓, ←, → Up, down, left, or right one cellHome To column A of the current rowCtrl + Home To cell A1Ctrl + End To the last cell in the worksheet that
contains dataEnter Down one row or start next row of dataShift + Enter Up one rowTab One column to the rightShift + Tab One column to the leftPage Up, Page Down Up or down one screenCtrl + Page Up, To the previous or next sheet Ctrl
+ Page Down in the workbook
Entering Text, Numbers, and Dates in Cells
Data entry appears in two locations Within the active cell Within the formula bar
Formula bar – Displays the contents of the active cell Shows formulas used to create calculated values
Continued
Three categories of data Text data – combination of letters, numbers and some
symbols Number data – numerical value used in a
mathematical calculation Date and time data – common formats for date and
time
Text – left-aligned in cellsNumbers, dates, and times are right-aligned
in cells
Entering Text
Select cell to make activeKey dataPress tab key to move to next cellPress enter to move down to next row
If text is larger than a cell, text spills into next cell if empty
If cell contains data, data is cut off or truncating (complete text is entered, but not displayed)
Entering Multiple Lines of Text Within a Cell
Click cell to make activeType first line of textPress Alt + Enter key and type text
Called Wrapping Text within a cell
Entering Dates
Different standard formats for dates 4/6/2010 4/6/10 4-6-2010 April 6, 2010 6-Apr-10
Entering Numbers
Can be integers, decimals, or negativesCan include Percentage (%) or currency ($)
symbolsNumbers are right-aligned in the cellIf the number exceeds the cell width,
##### appears for the truncated numeric value
Increase column width to see entire number
Working with Columns and Rows
Columns and rows come with a default width and height
Column and row size may be changed to accommodate text entered into them
Column width and height – determined by number of characters the column can contain. Measured in Pixel – single point on a computer monitor or printout Points – font size of characters.
1 point = 1/72 of an inch
Inserting a Column or Row
Inserting a new column – shifts the existing columns to the right and inserts the new column to the left
Inserting a new row – shifts the existing rows down and the new row is inserted above
The inserted rows are the same width and height and the adjacent column or row
Insert button is found on the Home Tab in the Cells group
Right click a column or row heading and click Insert on the short-cut menu
Deleting and Clearing a Row or Column
2 ways to remove data Clearing – Removes the data but leaves the blank cells
To clear contents – right click on column or cell and choose clear contents from short-cut menu
Deleting – Removes both the data and the cells To delete rows or columns – use the delete button in the
Cells group on the Home tab
SESSION 1 .2
Working with Cells and Cell Ranges
Working with Cells and Cell Ranges
Cell range or range – a groups of cellsAdjacent range – single rectangle block of
cells EX: A1:G5 (Range Reference)
Nonadjacent range – consists of two or more distinct adjacent ranges EX: A1:A5;F1:G5 (Range Reference)
Cell Ranges can be selected with the mouseHold down the CTRL key to select
nonadjacent ranges
Moving and Copying a Cell Range
Drag and DropSelect the cell or range you want to move or copyMove mouse pointer over border of the selection
until the pointer changes shapeClick border and drag to new location to moveTo copy (click border, hold down the Ctrl key, and
drag to new location) and releaseOR
Home tab, Clipboard group, click Cut or Copy Button, select new cell, click Paste button
Working with Formulas
Calculations are added to a worksheet using formulas and functions
Formula – an expression that returns a valueFormulas begin with an equal sign (=)Operators (arithmetic operators) performs
addition, subtraction, multiplication, division, and exponentiation EX: = A2 + A4
Formulas - continued
Order of precedence – determines the sequence in which operators are applied Parenthesis Exponentiation Multiplication Division Addition Subtraction
Operators with the same level – begin at the leftmost side
Entering a Formula
Click the cell in which you want the formula to appear
Type = and an expression that calculates a value using cell references and arithmetic operators
Press the Enter key or press the Tab key to complete the formula
Copying and Pasting Formulas
Excel adjust the formula’s cell references to reflect the new location of the formula in the worksheet
Does not copy the value of the cell
Introducing Functions
Function – A named operation that returns a value
Used to simplify formulas300 different functionsUse the Sum button (also called AutoSum)Use Sum Button to insert a function (Σ)
SUM AVERAGE COUNT MINIMUM VALUE MAXIMUM VALUE
Working with a Worksheet
Workbooks come with three worksheetsWorksheets are separate pages of a workbookLabeled as Sheet 1, Sheet 2, Sheet 3 on the
sheet tabsWorksheets can be added or deleted
Working with a Worksheet - continued
To insert a new worksheetRight-click a sheet tabClick insert on the shortcut menuSelect a sheet typeClick the OK buttonInserted to the LEFT of the active
sheet
Working with Worksheets - continued
To delete a worksheetRight-click the sheet tab, click delete
on the Shortcut menuOR
Click delete button arrow in the Cells group on the Home tab, then click Delete Sheet.
Renaming a Worksheet
Double-click the sheet tabType a new name for the sheetPress the enter keySheet names no longer than 31 characters including spaces
Moving and Copying a Worksheet
Most important worksheets first (leftmost sheet tabs)
Least important worksheets at the end (rightmost sheet tabs)
To move, click and drag the sheet tab to a new location
To copy, hold Ctrl key as you drag the sheet tab to new location
Editing your Work
Editing mode – edit the contents of a cell
3 ways to enter editing modeDouble-clicking the cellSelecting the cell and pressing the
F2 keySelecting the cell and click in the
formula bar
Changing Worksheet Views
3 Ways Normal View – shows content of the worksheet Page Layout View – Shows how the page will appear
on the page or pages sent to the printer Page Break Preview – Displays the location of the
different page breaks within the worksheet
Working with Portrait and Landscape Orientation
Portrait Orientation – Page is taller than it is wide
Landscape Orientation – the page is wider than it is taller
Change Orientation
Page Layout TabPage setup group, Orientation button, click
Landscape
Viewing and Printing Formulas
Switch to Formula View Displays formula instead of values Click the Ctrl + ~ (tilde key)
Scaling – Forces the contents to fit on a single page