Excel Beginning 07

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MarshallSchoolofBusiness WayneWilmeth ExcelBeginning_07.docx 10/3/08 Page1of44

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Excel 2007

Introduction to Excel

OVERVIEWOFTHEEXCELENVIRONMENT............................................................................................................................. 4

AbouttheTabbedRibbons................................................................................................................................................. 5

AccessingMore

Options

.....................................................................................................................................................

6

KeyboardShortcuts............................................................................................................................................................. 6

SplitButtons........................................................................................................................................................................ 6

RightClickforQuickCommands......................................................................................................................................... 6

QuicklyBrowseThroughTabs............................................................................................................................................. 6

TheQuickAccessToolbar................................................................................................................................................... 7

NAVIGATION........................................................................................................................................................................... 8

ENTERINGDATA...................................................................................................................................................................... 9

WordWrapTextinaCell.................................................................................................................................................... 9

TheNumberPadandNumLock......................................................................................................................................... 9

DELETINGDATA..................................................................................................................................................................... 10

REMOVINGFORMATTING..................................................................................................................................................... 10

EDITINGCELLS....................................................................................................................................................................... 10

UsingtheFormulaBartoEditCells................................................................................................................................... 10

UsingF2toToggleBetweenPoint&EditModewhileEditing.................................................................................. 10

USINGESCAPE&UNDOTOGETOUTOFTROUBLE.............................................................................................................. 11

SELECTINGMULTIPLECELLS.................................................................................................................................................. 11

UsingtheKeyboardtoHighlightCells(UsingSHIFTtoAnchor)....................................................................................... 11

UnHighlightCells.............................................................................................................................................................. 11

UsingtheMousetoHighlightCells................................................................................................................................... 12

UsingtheMouse&KeyboardTogethertoHighlight........................................................................................................ 12

THEAUTOFILLHANDLE......................................................................................................................................................... 13

UseAutofilltoCompleteaKnownSeries......................................................................................................................... 13

UseAutofilltoCompleteaPattern................................................................................................................................... 13

UseAutoFilltoApplyaFormulatoAdjacentCells........................................................................................................... 13

ADJUSTINGCOLUMN

(OR

ROW)

WIDTH

..............................................................................................................................

14

UsingtheGroovetoAdjustWidth.................................................................................................................................... 14

SpecifyanExactWidth...................................................................................................................................................... 14

The######SymbolsInCells............................................................................................................................................. 14

RoundingandUnformattedCells...................................................................................................................................... 14

EQUATIONS........................................................................................................................................................................... 15

Equations TheBasics....................................................................................................................................................... 15


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FormulaExamples............................................................................................................................................................. 15

StandardMathematicalOperators(inorderofoperation).............................................................................................. 15

EXERCISE1: USINGBASICFORMULAS.............................................................................................................................. 16

NoteaboutRelativeReferencing...................................................................................................................................... 17

ABSOLUTEADDRESSES.......................................................................................................................................................... 19

AbsoluteAddressing......................................................................................................................................................... 19

Overviewof

Absolute

Addresses

......................................................................................................................................

20

USINGFUNCTIONS................................................................................................................................................................ 22

Example: UsingtheSum()Function............................................................................................................................. 22

MoreFunctions................................................................................................................................................................. 23

THEFUNCTIONLIBRARY........................................................................................................................................................ 25

TipsonWorkingwithFunctions........................................................................................................................................ 26

INSERTING/DELETINGENTIRECOLUMNSANDROWS........................................................................................................ 27

InsertingEntireColumns................................................................................................................................................... 27

Inserting

Entire

Rows

........................................................................................................................................................

27DeletingEntireColumns/Rows......................................................................................................................................... 27

MOVINGCELLS...................................................................................................................................................................... 28

MoveCellsUsingCut&Paste........................................................................................................................................... 28

MovingCellsUsingDrag&Drop....................................................................................................................................... 28

ShiftingCellsUsingInsert.................................................................................................................................................. 29

MovingColumns(orRows)............................................................................................................................................... 30

FORMATTINGCELLS.............................................................................................................................................................. 31

MethodsofAccessingFormattingCommands................................................................................................................. 31

NumberFormatting.......................................................................................................................................................... 32

Alignment.......................................................................................................................................................................... 33

CenterAcrossColumns(Merge&Center)........................................................................................................................ 33

Borders.............................................................................................................................................................................. 34

FormatPainter(CopyFormatting).................................................................................................................................... 35

ClearFormatting............................................................................................................................................................... 35

PRINTING............................................................................................................................................................................... 36

QuickPrintUsingtheDefaultSettings.............................................................................................................................. 36

UsingPrint

Preview

...........................................................................................................................................................

36

MakingYourDataFitonaPage........................................................................................................................................ 37

PrintingaSpecificArea..................................................................................................................................................... 38

PrintingNonAdjacentAreas............................................................................................................................................. 38

HidingColumnsorRowsfromtheSpreadsheetandthePrintout................................................................................... 39

UnhideColumns/Rows.................................................................................................................................................... 39

WorkingwithPageBreaks................................................................................................................................................ 40


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SetPageOrder.................................................................................................................................................................. 41

UsingPageBreakPreviewtoSetPageBreaks.................................................................................................................. 41CenteringDataonthePrintedPage................................................................................................................................. 42

PrintGridlinesand/orRowNumbersandColumnLetters............................................................................................... 42

RepeatingColumnorRowTitles....................................................................................................................................... 43

HeadersandFooters......................................................................................................................................................... 44


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OVERVIEWOFTHEEXCELENVIRONMENT

TheimagebelowandthenextfewpageswillgiveyouanoverviewoftheExcelenvironment.

Mostofyourworkwilltake

placein

the

small

boxes

knowasCells. Thecell

gridismadeupof1,048,576

rowsby16,384columns.

CellAddressBox

Acellsaddressismadeupofits

columnletterandrownumberin

thatorder. Thecurrentpositionofthecursorisalwayslistedhere.

SheetTabs

Thetabsatthebottomcontainmoresheetsofcellsallofwhichare

ofthesamefile. Youcanaddasmanysheetsasyourcomputers

memorywillallow. Usethearrowstoscrolltotabswhicharecreat

notcurrentlyvisible.

Tabs/Ribbons

Clickatabtoviewitsrib

QuickAccessToolbar

Thisisacustomizabletoolbar.

MSButton

ContainsSaveAs,

Print,Options,Open,Close,etc.

FormulaBar

Allowsyoutoviewan

answerisdisplayedin

SelectAll

Selectsallcellsonthe

currentsheet.

ChangeViews

Clicktochangeviews


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AbouttheTabbedRibbonsCommandsareorganizedintoribbonsandaribbonisaccessesbyclickingitstab. UnlikeolderversionsofExcel,

youcannotaddorremovebuttonsfromaribbon;however,youcancustomizetheQuickAccesstoolbar.

ChangingRibbons

Clickatabtoviewadifferentsetofbuttons.

Clickthe

Microsoftbutton

inthe

upper

left

todisplaythis

menu

SpecialTabs

Whenyouclickcertainobjectssuchaschartsorpivottables,new

tabswillappearwhichpertaintotheobjectyouselected. Ifyou

doubleclicktheobjectthetabwillappearanditsribbonwill

display.

Hidingthe

Ribbon

Ifyoudoubleclickatab,itsribbonwilldisappear,makingmore

roomforthegrid. Theribbonwilltemporarilyreappearwhenyou

clickitstab.

Ifyoudoubleclickahiddenribbonstabagain,theribbonwill

remainvisible.


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Somesections

on

the

ribbonhaveaMore

arrowwhichwillbringupa

windowwithmoreoptions.

AccessingMoreOptions

KeyboardShortcutsMostshortcutkeysstillwork(forexample,Control+Ssaves).

HoweverifyouusedtonavigatethemenubypressingtheALT

key,thelettersornumbersyouhavetopressnowwillbea

differentsequence.

SplitButtonsSomebuttonshavetwo

halves.

Thetop

half

executes

its

mostcommonlyused

command.

Itsbottomhalfbringsup

alistofoptions.

RightClickforQuickCommandsIfyourightclickanareaorobjectinExcel,youwillgetapopup

menuandusuallyasmallformattingtoolbar. Thepopupmenu

commandswillchangetoreflecttheareaortypeofobjectyou

rightclicked.

QuicklyBrowseThroughTabsIfyouhoveryourmousewithintheribbonareaandspinyourmousewheel,youcan

quicklyscrollthroughthetabs.


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AddingButtonstotheQuickAccessToolbar

ThereareseveralmethodsofaddingbuttonstotheQuickAccessToolbar:

Toviewallavailablebuttons

andorganizetheQuick

AccessToolbar:

a. Rightclickanybutton.

b. ClickCustomizeQuick

AccessToolbar.

c. Selectaniconfromthe

listthenclicktheAdd

button.

d. Organizethetoolbarby

usingtheup/down

arrows.

ToRemoveButtonsfromtheQuickAccessToolbar

1. Rightclickthebuttontoberemoved.

2. SelectRemovefromQuickAccessToolbar.

Movethe

Quick

Access

Toolbar

Below

the

Ribbon

Thiswillgiveyouroomformorebuttons

withoutcuttingoffyourfileonthetitlebar.

1. RightclickanybuttonontheQuickAccess

Toolbar.

2. SelectShowQuickAccessToolbarBelow

theRibbon.

TheQuickAccessToolbarThisistheonlycustomizabletoolbarinExcel. Youcanaddand

removebuttonsfromitandifdesired,moveitslocationtobelowthe

ribbonratherthanabove.

Rightclickanybuttononanytabandselect

AddtoQuickAccessToolbar.

Clickthedropdownarrowonitsrightand

thenclickthecommandyouwishto

appearonthetoolbar. Clickitagainto

removethecommand.

or


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NAVIGATION

Thissectioncoversvariousmethodsavailableformovingthecursoraboutonthegrid. Itincludesbothusingyour

keyboardandthemouse.

ActiontobePerformed UsingtheKeyboard Usingthemouse

Movethecursortoanother

cell:

PresstheUp/Down,Left/Rightarrowson

yourkeyboard.

Clickinthecellyouwishtogoto.

PlacethecursorincellA1: CONTROL+HOME ClickincellA1

Movetotheleftmostcolumn

inarow.HOME

Gotoaspecificcell: PressF5,typethecelladdresstogoto

andthenpressEnter.

Clickinthecellcontentsindicator

(upperleftofscreen),typethecell

addresstogotoandpressEnter.

Move25

rows

up/down:

PAGEUP

moves

the

cursor

up

25

rows.

PAGEDOWNmovesthecursordown25

rows.

Usethe

vertical

scroll

bar

at

the

right

sideofthescreen.

Moveonescreenleftorright: ALT+PAGEUPmovesthecursorone

pagetotheleft.

ALT+PAGEDOWNmovesthecursorone

pagetotheright.

Usethehorizonalscrollbaratthe

bottomofthescreen.

Movebetweensheets: CONTROL+PAGEUP togoonesheetto

theleft.

CONTROL+PAGEDOWN togoone

sheettotheright.

Clickonthenameofthesheetyou

wishtogoto. Usethearrowsinthe

lowerleftcornertoscrolltosheetsnot

currentlyvisible.

Shiftthescreentodisplaythe

activecell. (Theactivecellis

thecellwherethecursoris)

CONTROL+BACKSPACE

Thisisusefulwhenyouhaveusedthescrollbarstoshiftthescreenandyouwishto

returnthescreentodisplaytheactivecell.

JumptotheTop/BottomofaList

Thisisaquickmethodtomovethe

cursortothetoporbottom,leftor

rightsideofalist.

a. Clickanywherewithinthelist.

b.

HoldCONTROL

and

then

tap

the

LEFT,RIGHT,UP,orDOWNarrow

dependinguponthedirectionyou

wishtogo.


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ENTERINGDATA

Datatypedintoacellfallsintooneofthreecategories: Labels,Numbers,andFormulas.

LABEL: Anycellthatstartswithtextisalabelcell. Inmostcases,youcannotperformmathematical

operationswithlabelcellsalthoughsomefunctionssuchasCountA(),textfunctionssuchas

Left(),Right(),andBooleanfunctionssuchasIf(),aredesignedtoworkwithlabelcells.

NUMBER: Acellisconsideredtobeanumbercellwhenitcontainsonlynumbersordates. (Notethat$,

%,and

,

are

allowed

because

they

are

formatting

characters.)

FORMULA: Whenacelldisplaystheanswertoanequation,itisconsideredaformulacell. Formulasalways

beginwithan=signandcancontainnumbers,cellreferences,functions,andrangenames.

BasicStepsforEnteringData:

a. Placethecursorintothecellthatwillcontainthedata.

b. Typethedata.

c. Onthekeyboard,pressENTERorTAB.

Whenconstructingaspreadsheet,enterdatathatyouwishtoperformmathematicaloperationsonintoseparatecells.

WordWrapTextinaCell

Thereare

acouple

of

methods

you

can

use

to

word

wrap

text

within

acell.

ALT+ENTERwillwraptextwithinthecell. Thismethodisusefulwhenyouwishtocontrolexactlywhereinasentencewrappingtakesplace.

Formattingcellstowrap. Thismethodallowsyoutoformatmultiplecellssimultaneouslytoallowwrapping.Wherethesentencewrapsdependsuponthewidthofthecolumn. Itisfoundunder: Home Alignment

TheNumberPadandNumLock

ThestandardWindowskeyboardcontainsapadwhosekeyshaveboth

numbersanddirectionalsymbolsonthem. Tospecifywhetherakey

willtypeanumberorcauseadirectionalmovement,youwillneedto

usetheNumLockbutton. WhenNumLockispressed,thepadwillproducenumbers. WhenNumLockisnotpressed,thepadwillproduceadirectional

movement.

Notethatmostkeyboardsrepeatthedirectionalarrowsnexttothe

numberpad. Thisallowsuserstousethenumberpadstrictlyfor

numbersandtheadditionalpadfordirectionalmovement.

INCORRECTThenumbersaremixedinwithlabels

soyouwillnotbeabletousetheminequations.

CORRECTThenumbersareisolatedsoyouwill

beabletousetheminequations.


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DELETINGDATA

Toerasethecontentsofacell:

1. Placethecursorinthecelltobedeleted. (Noteyoucanalsohighlightmultiplecells.)2. PressDELETEonyourkeyboard.

REMOVINGFORMATTING

EDITINGCELLS

Whenacellcontainssomethingthatneedstobemodified,ratherthandeletingthecellandretypingallofthe

information,youcansavetimebyeditingspecificcharacterswithinthecell.

BasicStepsforeditingacell:

a. Selectthecelltobeedited.b. ActivateEditmodeandmakeyourchanges.(Seetotheright)c. PressEntertokeepyourchangesorpressEscapetothrowaway

yourchangesandgetoutofeditmode.

Using

the

Formula

Bar

to

Edit

Cells

Forlengthyformulas,theformulabarisoftenthepreferredmethodofeditingbecauseyoucanmoreeasilyexpanditto

viewtheentireformula.

UsingF2toToggleBetweenPoint&EditModewhileEditingWhentypingaformulainacell,ifyoutapakeyboardarrowtogobackandmakeachange,Excelautomaticallygoesinto

Pointmodeandbeginsinsertingthecurrentcelladdressintotheformula;toavoidthis,pressF2onyourkeyboard

priortotapinganarrowkey. F2togglesyoubetweenPointandEditmodewhiletypingaformulaorinEditmode.

ClicktheExpandbuttonto

expandtheareavertically.

Dragthecircletoexpandtheareahorizontally.

ToremoveanyformattingyouorExcelhasappliedtoacell,followthestepsbelow:

1. Selectthecell(s)whoseformatyouwishtoremove.

2. ClicktheHometab.

3. ClicktheClearbuttonandthenselectClearFormatsfromthelist.

ActivatingEditMode: 3Methods:

TherearethreewaystogointoEditMode:

PressingF2onthekeyboard. Doubleclickingacell. ClickingintheFormulaBar.


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USINGESCAPE&UNDOTOGETOUTOFTROUBLE

Bothofthesecommandscangetyououtoftrouble.

ESCAPE PresstheESCAPEkeywhenyouseemtobecaughtinaloopoferrormessages,thespreadsheetseems

tobefrozen,orneedtobackoutofEditmode.

UNDO Eachtimeyoupressthisbutton,Excelwillreversethelastthingyoudid. Youcanreverseupto100

actionsduring

the

current

session.

You

can

also

press

CONTROL

+Z

to

undo.

SELECTINGMULTIPLECELLS

ManytasksperformedinExcelrequirethatyouselectmultiplecells. Thesemightinclude: formattingcells,deletinga

rangeofcells,printingaspecificarea,creatingcharts,movingcells,etc. Boththekeyboardand/orthemousecanbe

usedforselectingmultiplecells.

UsingtheKeyboardtoHighlightCells(UsingSHIFTtoAnchor)The

keyboard

is

usually

preferred

over

the

mouse

when

the

area

needed

to

be

highlighted

extends

to

areas

not

currentlyvisibleonthescreen. Typically,holdingdowntheSHIFTkeyonthekeyboardtoanchorthecurrentposition

andthenusingoneofthenavigationalkeysdiscussesearlierwillgetthejobdone. Someofthemorecommonlyused

combinationsarelistedbelow.

Effect Keystrokes

Highlightsfromthecurrentpositioninthedirectionofthe

arrowyoupress.

SHIFT+anyARROWkey.

Highlightfromthecurrentpositiontotheedgeofalist. SHIFT+CONTROL+anARROWkeyinthedirectiontogo.

HighlighttherowfromthecurrentpositiontocolumnA. SHIFT+HOME

HighlightablockfromthecurrentpositiontocellA1. SHIFT+CONTROL+HOME

Highlightan

entire

list.

SHIFT

+CONTROL

+*

(Usethe

*above

the

8)

Highlightanentirecolumn. CONTROL+SPACEBAR

Highlightanentirerow. SHIFT+SPACEBAR

Highlighttheentiresheet. CONTROL+ SHIFT+SPACEBARorCONTROL+A

Highlightnonadjacentcells. HighlightthefirstrangethenholddownyourControlkey

whileusingthemousetohighlightthesecondrange.

Un-HighlightCellsTodeselectmultiplehighlightedcellsdooneofthefollowing:

Clickinanydesiredcell. Tapanyarrowonyourkeyboard.

SelectaList(AlladjacentCellswithData)

Thisisinthelistabovebutisworthrepeating. Whenthecursoriswithinatableofdata,

itwillinstantlyhighlighttheentirelist.

a. Placethecursorinanynonblankcellinitintheareatobehighlighted.

b. Onthekeyboard,press: Control+Shift+*(Note: Usetheasteriskabovethe8,nottheoneonthenumberpad.)


12/44


UsingtheMousetoHighlightCellsWhenusingthemousetohighlightcells,youmustpaycloseattentiontowhereyourmouseisinrelationtoacellprior

toclickinganddragging. Ifyouarenotcareful,youwillendupcopyingormovingdataratherthansimplyhighlightingit.

Theplacementofthemouseinthecelldetermineswhatwillhappenwhenyouclickanddrag.

UsingtheMouse&KeyboardTogethertoHighlightThereareseveralwaystohighlightcellsusingthemouseandkeyboardcombinations.

HighlightingNonadjacentCells:

a.

Click

&

drag

to

highlight

the

first

area.

b. HolddowntheCONTROLkeyandkeepithelddown.c. Click&dragtohighlightmorecells.Click,thenShift+Click

ThismethodallowsyoutohighlightablockofcellsbypressingSHIFTthenclickingthe

mouse.

a. Clickinonecorneroftheblockofcellstobehighlighted.b. HolddowntheSHIFTkeyandclickintheoppositecorneroftheblock.

Selectan

Entire

Column

or

Row

Toselectanentirecolumnorrow,clicktherownumberorcolumnletter.

Clickanddragacrossthenumbersorletterstoselectmultiplerowsorcolumns.

SelectAllCellsonaSheet

Toselectallcellsonasheet,clickonthegraysquarewhererow1andcolumnAintersect.

(OrpressControl+Aonyourkeyboard)

HIGHLIGHTSYMBOL:

Whenyourmouseisinthecenterofacellyouwillseeawhitecross.Ifyouclick&drag,cells

willbehighlighted.

MOVESYMBOL:

Whenyourmouseisattheedgeofacell,youwillseeawhitearrow. Thisindicatesthatif

youclick&drag,thecontentsofthecell(s)willbemoved.

Tip: HolddowntheControlkeytoturnamoveintoacopy.

AUTOFILLHANDLE:

Whenyourmouseisinthelowerrightcornerofacell,youwillseeablackcross. This

indicatesthatifyouclick&drag,youwitheithercopythecontentsofthecell(s)tothecells

youdragacrossorcompleteaseries.


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THEAUTOFILLHANDLE

TheAutofillhandleisthesmallblackboxwhichappearsinthelowerrightcornerofaselectedcellorrange. Generally,it

isusedinthreeways: tocompleteaseriesorpattern,tocopycellcontents,andtoapplyaformulatoadjacentcells.

UseAutofilltoCompleteaKnownSeriesIfyouuseAutofillonacellcontainingthenameofadayor

month,Autofill

will

automatically

enter

the

remaining

days

or

monthsinthesequenceforyou.

a. TypeanydayoftheweekinacellandpressEnter.

b. Clickcellyoutypedinabove.

c. DragitsAutofillhandleeitherdownortotheright.

UseAutofilltoCompleteaPatternIfyouneedanumber,date,orquartersequence,ifyougiveExcel

twoexamples,Autofillcancompletethesequenceforyou.

a. Typeinthefirsttwoentriesoftheseries.

b. Highlightbothentries.

c. Dragthehighlightedareasautofillhandledown(inthiscase).

NotethatpatterncompletionusingAutofillalsoworkswithdates

andfromlefttorightasshownbelow.

TIP CreatingCustomLists

YoucancreateyourownlistseriesbyclickingtheOfficebuttonand

thenselecting: ExcelOptionsPopular EditCustomLists

UseAutoFilltoApplyaFormulatoAdjacentCells

Asyou

will

see

later

in

greater

detail,

you

can

also

use

Autofill

to

copy

and

apply

aformula

to

other

cells.

In

the

examplebelow,wetypedourformulaincellC2andthenuseAutofilltocopyittocellsC3&C4.


14/44


ADJUSTINGCOLUMN(ORROW)WIDTH

Acolumnswidthcanrangefrom0to255charactersandthereareseveralmethodsofadjustingitswidth.

UsingtheGroovetoAdjustWidthThereareseveralmethodsavailabletoadjust

columnwidthusingthegroovebetweenletters.

Placeyourmouseinthegroovebetweencolumnlettersandclickanddragleftorright

tothedesiredwidth.

Doubleclickthegroovetogojustwideenoughforthecolumnswidestentry.

Ifyouwouldliketoresizeseveralcolumnsatonce,highlightthecolumnlettersfirstandthendoubleclick

ordragthegroovebetweenanyofthehighlighted

columns.

Tosetallcolumnsonthesheettothesamesize,clicktheSelectAllbuttonbeforeresizing.

SpecifyanExactWidthIfyouneedtosetacolumnorcolumnstoanexactwidth,youmaypreferthis

method.

a. Highlightthecolumnstobeaffected.

b. ClicktheHometab.

c.

SelectFormat

and

then

Column

Width.

d. Typeinawidth(0255)andclickOK.

The######SymbolsInCellsIfpoundsignseverappearinyourcellsinsteadofnumbers,simply

widenthecolumnandyournumberswillreappear. #appearswhen

thenumbersaretoolongtofitinthecolumnscurrentwidth. Itis

actuallyagoodthingbecauseifitweretocutoffnumbersinsteadof

displayingpoundsigns,youmightthink5000isonly50.

RoundingandUnformattedCellsUntilyouformatyourcells(coveredlater),numeric

roundingwillbeafunctionofthecolumnswidth.


15/44


EQUATIONS

TherearetwotypesofequationsinExcel: FormulasandFunctions. *

Formulas

Theseareequationscreatedentirelybytheuserusingstandardmathematical

operatorsandprocedures. Forexample,thisformulawouldfindtheaverageofthe

numbersincellsA1throughA5: =(A1+A2+A3+A4+A5)/5 yields 3.2

Notethat

this

would

also

work:

=(2+3+4+5+2)/5

Functions

ThesearepremadeequationswhichareprovidedbyExcelthatallowtheuserto

simplyplugdataintotheproperplaceintheequationwhileExceldoesfurther

mathematicalprocessing. Thepurposeoffunctionsistosavetheusertimeand

reducethelevelofexpertisenecessarytoarriveatmathematicalsolutions.

Forexample,thisfunctionwouldfindtheaverageofthenumbersincellsA1through

A5: =Average(A1:A5) yields3.2

Equations-The

Basics

AllequationsinExcel(formulasandfunctions)mustbeginwiththe=sign. Anequationmayinclude: formulas,functions,numbers,celladdresses,rangenames,andmathematical&

comparisonoperators.

Formulasandfunctionscanbecombinedornestedintothesameequation. Forexample: =30/Sum(A1:A5)+G10 Itispreferabletocreateequationsbyusingcelladdressesratherthanthecontentsofthecell. Thisallowsyouto

updatethedatawithouthavingtoretypetheequationandtocopyequations.

FormulaExamplesBelowaresomeexamplesofformulasyoumightfindinExcel:

=(4+2)/3

=A5*1.3

=A5+C5+D5

=(A5+C5+D5)*.0775

=sum(a5:a8)/4

StandardMathematicalOperators(inorderofoperation)Thefollowingmathematicaloperatorsareallowableinanequation. Theyarepresentedintheorderofoperationfrom

lefttoright.

Parenthesis Exponent Multiplication Division Addition Subtraction

() ^ * / +

WhatisorderofOperation?

Orderof

operations

is

the

order

Excel

processes

different

parts

of

an

equation

and

it

is

based

upon

the

mathematical

operatorused. Forexample,Excelperformsdivisionbeforeitperformsaddition,sothisequationwouldyield:

=3+6/2 evaluatesto =3+3 yields 6

However,Exceldoeswhatisinparenthesispriortowhatisoutsideofparenthesisso,ifweaddedparenthesistothe

equationabove,theorderofoperations(andtheresult)wouldchange:

=(3+6)/2 evaluatesto =9/2 yields 4.5

*ExcelalsodoessomethingcalledanArrayfunctionbutitismoreadvancedandnotcovereduntillaterguides.


16/44


EXERCISE1: USINGBASICFORMULAS

Inthisexercise,wewilluseformulasandfunctionstocomputeouremployeespay.

GettingtheOvertimeRateInthisstep,wewillcalculatethe

OvertimeRate. Atourcompany,employeesgettimeandahalffor

overtimesoweneedtomultiply

theRegularRate(D6)by1.5.2.

Click

in

cell

E6.

3. Type: =D6*1.5

4. PressEnter.

1. OnafreshExcelworksheet,typethedatashownbelow. WordWrap

Towordwraptextinacell,press

ALT+ENTERtomovethecursor

tothenextlineinacell. Then

continuetyping.

When

done

typing,pressENTER.

CopytheOvertimeRateFormula

Wealsowishtocalculatetheremaining

employeeOvertimeRates. Ratherthantypingtheformulaagain,wewillcopytheoneinE6to

E7,E8,andE9usingAutofill.

5. ClickincellE6. 6. DragtheAutofillhandle

downtocellE9.

Notethatasyoucopy

down,Excelwilladjust

thecelladdressesusedin

theformulatoreflectthe

directionyoudrugthe

mouse. D6changesto

D7,D8,andD9.


17/44


CalculateGrossPay

GrossPayiscalculatedasfollows: RegularHours*RegularRate+OvertimeHours*OvertimeRate7. ClickincellF6.

8. Type: =B6*D6+C6*E6andpressEnter.

CopytheGrossPayFormula

Again,rather

than

typing

each

employeesgrosspayformula,wewill

copySusans. Thistime,ratherthan

draggingtheAutofillhandle,wewill

doubleclickit(bothwork).

9. ClickincellF6.(SusansGrossPay.)

10. DoubleclicktheAutofillhandle.

NoteaboutRelativeReferencingIfyouarescratchingyourheadwonderingwhycopyingaformulaworks,thesecretisRelativeReferencing.Essential,whenyouuseCopy&PasteorAutoFilltocopyaformula,Excelwillshiftcelladdressusedintheformulatoreflectthedirectionofthecopy.

VerticalCopyChangesRowNumbers

Whenyoucopyvertically,Excelupdates

therownumbers. Intheformulastothe

right,thecolumnletterremainsDbut

therownumberschange.

HorizontalCopy

Changes

Column

Letters

Whenyoucopyhorizontally,Excel

updatesthecolumnletters. Inthe

formulastotheright,therownumber

remains4butthecolumnletters

change.


18/44


UsingaVariableCelltoCalculateTaxes

Nextwewishtocalculatehowmuchouremployeespayintaxes. Forsimplicity,we

willassume30%ofeveryonesGrossPaygoestotaxes.Wecoulddothisasshowntotherightbyincludingthe.3intheequation: =F6*.3

WedidsomethingsimilartothiswhenwecalculatedtheOvertimeRate;however,

wewilltakeadifferentapproach.

Letsassumeweliveinsomestrangeunstablestatewherethetaxratechanges

daily.

Whenthe

rate

changes,

we

would

have

to

edit

our

equation

and

then

copy

it

downagaintoapplyittotheremainingemployees. Ratherthanusingthismethod,

wewilldothefollowing:

Wewillplaceourrateinacellbyitselfandtheninourequation,refertothecellsaddressratherthantheactual

rate. Thatway,allwehavetodoischangetherateinthevariablecell(B3)andallofourformulasusingthatcells

addresswillautomaticallyupdate. ThistechniqueiscalledusingaVariableCellandisoftenusedwhennumbers

andrateschangeconstantlysuchasinterestrates,exchangerates,etc.

11. ClickincellA3.

12. TypeTaxRateand

pressenter.

13.

Click

in

cell

B3.

14. Type.03andpress

enter.

15. ClickincellG6.

16. Type: =B3*F6

17. PressENTER.

Notethatifyouchange

thevalueincellB3,the

resultincellG6will

updateautomatically.

CopytheTaxesFormula

Now,aswehavedonebefore,wewillcopytheformulaincellG6toapplyittotheremainingemployees.

18. ClickincellG6.

19. DoubleclickitsAutofillhandle.

Youmayhavenoticedthatsomethingwenttragicallywrong. Notonlyare

yougettingtheincorrectanswersinthecellsyoucopiedittobutinoneyou

aremostlikelygettinganerrormessage!

Seethe

next

page

for

adiscussion

on

Absolute

Addresses

and

how

to

fix

thisproblem.


19/44


ABSOLUTEADDRESSES

AswesawtwopagesagointheNoteaboutRelativeReferencing,thatwhenyoucopyaformulatoanewlocation,anycelladdressesin

thedestinationcellswillupdateinthedirection

ofthecopy. ThisisknownasRelativeReferencing. Forexample,intheimagetothe

rightwetypedthisformulaincellE6: =D6*1.5

Whenwecopieditdown,therownumbers

updatedtoD7,D8,andD9.

AbsoluteAddressingInsomecasesyoumaynotwishthecellreferencestoupdatewhenyoucopyaformula. Onthepreviouspage,

whenwecopiedourTaxesformula,wegotwronganswersandanerror. Thisisbecausethecelladdressesinthe

copiedformulasshiftedawayfromourmultiplierincellB3.

20. Onyourkeyboard,press: Control+~ (Thiswilldisplaytheformulasratherthanthesolutions)

Wewantedtomultipleeachpersonsgrosspayby.30

whichisincellB3;however,whenwecopieddown,

B3updatedtoB4,B5,andB6.

Usingthe$tolockaCellAddress

Ifyouneedtopreventtheaddressofacellfromshifting

whenyoucopyit,thentypeadollarsign($)infrontofthe

rownumberorcolumnletteryouwishtofreeze.

21. PressControl+~againtodisplaythesolutionsrather

thantheformulas.

22. DoubleclickcellG6togointoEditmode.

23. Typea$intotheleftofthe3andpressENTER.

24. CopytheformuladownthroughG9.

YoushouldnowhavethecorrectanswersincellsG7:G9andifyoupressControl+~ youwill

seethattheB3didnotshift! (PressControl+~againtogetyoursolutionsback).


20/44


OverviewofAbsoluteAddressesBelowaresomeguidelinesofwhentouseabsoluteaddresses.

Useabsoluteaddresseswhenyouarecopyingaformulaandyoudonotwantthecellreferencestochange. Placethe$infrontofthecolumnletterorrownumberyouwishtolockin. FunctionKey4(F4)willplacethe$incellsreferenceswhenineditordataentrymode. PressingF4repeatedlyshifts

wherethe$willappear.

Examples:

CopyingHorizontally:

Placethe$signinfrontofthecolumnletterwhencopyinghorizontally. Inthisexample,theformulain

cellB5iscopiedtotherightandcellB1isanabsoluteaddress.

CopyingVertically:

Placethe$signinfrontoftherownumberwhencopyingvertically. Inthisexample,theformulain

cellC4

is

copied

down

and

cell

B1

is

an

absolute

address.

CopyingVertically&

Horizontally:

Placethe$signinfrontof

boththerownumberandthe

columnletterwhencopyinga

formulabothverticallyand

horizontally.

Inthisexample,theformulain

cellD4iscopieddown,then

cellsD4:D6arecopiedtothe

rightonecolumn.


21/44


CalculateNetPay

NetpayissimplyGrossPayTaxes.25. ClickincellH6.

26. Type: =F6G6 andpressEnter.

CopyNet

Pay

Down

27. ClickincellH6.

28. DoubleclicktheAutofillhandleinH6tocopythe

formuladowntotheremainingemployees.

CalculateTotalGrossPay

WeneedaTotalGrossPaybecause

in

the

next

section,

we

willbeusingitinanequation.

29. ClickincellF10.

30. Type: =F6+F7+F8+F9

31. PressEnter.

Notewewilllookatafaster

methodtosumlater.

CalculatePercent

Inthis

section,

we

wish

to

divide

each

employees

Gross

pay

by

the

TotalGrosspaytofindwhatpercentofthe

TotalGrosspayeachemployeereceives. NotethatweneedtomakeTotalGrosspay(F10)anabsoluteaddress.

32. ClickincellI6andtype: =F6/F$10 andpressEnter.

33. ClickagainincellI6.

34. DoubleclickitsAutofillhandletocopytheformuladown.

Youshouldseeresultssimilartotheimageontheright. We

willcoverconvertingittoapercentlater.


22/44


USINGFUNCTIONS

Upuntilnow,allofourequationshavebeenformulas.Wewillnowbeginusingfunctions. Functionsarebuiltin

formulasthatallowtheusertoplugcelladdressesornumbersintotheproperslotsofapremadeequationwhichExcel

willusetoarriveatananswer.Theirbenefitisthattheyaretypicallyshortertotypethanformulas. Excelhashundreds

offunctionsavailablewhichcoversuchtopicsasstatistics,trigonometry,engineering,etc.

Functionsareinthefollowingformat: =FunctionName(arguments)

Example: UsingtheSum()FunctionEarlier,wecalculatedTotalGrosspaybytyping: =F6+F7+F8+F9toarriveatoursolution. Thisisfineforjust4employeesbutwhatifwehad500employees? Notonlywouldthatbealotoftypingbutitwouldbewelloverthe255character

maximumyouareallowedtotypeinacell. WewillusetheSum()functioninstead.

TheSUMfunctionaddsallcellstogetherbetweentwopoints. Itcanbeusedtoaddnumbersinarow,column,orifyou

nametwodiagonalcornersofablockofcells,itwilladduptheentireblock.

Syntax:=Sum(Startingcelladdress:EndingCellAddress) (Notethatthecolon:isarangeseparator.)1. ClickincellF10andpressDeletetoeraseitscontents.

2. InF10,typethefollowing: =Sum(F6:F9)

3. PressEnter.

ThisfunctiontellsExceltosumupeverything

betweenF6andF9. (IncludingF6&F9)

UsingSumonaBlockofCells

Youcansum(orcount,average,max,ormin)ablockofcellsifyounametwocellswhichareatoppositecornersof

theblock;specifically,theupperleftcornerandthelowerrightcorner. Forexample,ifyouwantedthetotal

RegularandOvertimehours,youcouldtype: =sum(B6:C9)UsingSumwithMultipleRanges

Youarenotlimitedtoasinglerangewhenusingsum,count,average,max,ormin. Tospecifymultipleranges,

separateeachrangewithacomma. Forexample: =Sum(A1:A12,F2:F5,G10,B1:G1)

Noteyoucanalsojustnameasinglecell;

itdoesnothavetobearange.


23/44


MoreFunctionsThespreadsheetbelow

coversafewmorefunctions

youmightfinduseful.

1. Createthelabelsshown

incellsA12throughA15.

Average()Function

Thisfunctionreturnsthe

average

of

the

numbers

in

the

rangespecified.

2. ClickincellB12.

3. Type: =Average(F6:F9)

4. PressEnter

Youshouldget436.875

Count()Function

Thisfunctionreturnsthenumberofcellswhichhave

numbersinthemforthegivenrange. Notethatcellswith

textandblankcellswillnotbecountedbutcells

containingazero(0)willbe.

5. ClickincellB13.

6. Type: =Count(B6:B9)

7.

Press

Enter

Youshouldget4.


24/44


Min()Function

Thisfunctionreturnsthesmallestvalueinarangeofcells.

Inthisexample,wewishtoknowtheleastnumberof

RegularHoursworked.8. ClickincellB14.

9. Type: =Min(B6:B9)

10. PressEnter.

Youshouldget10because10isthesmallestnumberin

therange.

Max(

)

Function

Thisfunctionreturnsthelargestvalueinarangeofcells.

Inthisexample,wewishtoknowthelargestnumberof

OvertimeHoursworked.

11. ClickincellB15.

12. Type: =Max(C6:C9)

13. PressEnter.

Youshouldget12because12isthelargestnumberinthe

range.


25/44


THEFUNCTIONLIBRARY

TheFunctionLibrarycanbeusefulforbothlearningfunctionsandinsertingthem.1. ClicktheFormulastabtoseethetoolbarshownbelow.

fx Thisbuttonallowsyoutobrowse

allfunctionsby

openingthewindow

above. Ifyouclickok

ontheselected

function,Excelwill

helpyou

build

it.

ClickHelptogetinstructionson

usingthe

highlighted

function.

Selectacategorytoview

functionsbytheirtype.

Thisbutton

willinstantlytype

theselected

functionfor

you.

Useyourmouse

tospecifywhich

cellsshouldbe

includedafter.

FunctionCategories Thesearecategoriesoffunctions. Clickoneto

getalistoffunctionsinthatcategory. Clickafunctiontobringupits

argumentswindow(shownbelow).

Clickthecollapsebuttonstoviewtheworksheetandhighlightcell

addresses.

InsertFunctionis

alsolocatedon

theformulabar.


26/44


TipsonWorkingwithFunctionsBelowaresomemethodsyoucanutilizetocreatefunctionsmorequickly.

AutoCompleteFunctions

Whenyoubegintypingafunction,Excelwillbring

upalistoffunctionswhichmatchthelettersyou

aretyping. Asyoucontinuetotype,thelistwillbe

narroweddown.

Youcantapyourdownarrowtohighlighta

functionandthenpressTABtomakeExcelfinish

typingthehighlightedoneforyou.

SyntaxTags

Asyoutypeaformula,Excelwilldisplaythesyntaxoftheformula. Itisalso

givingyousomeclues:

BoldText Formultiargumentformulas,thetextinboldindicatesthesectionoftheformulayouarecurrentlyin.

[bracketedText]Bracketedargumentsareoptionalandcanbeleftoutifdesired.

For

example,

with

Sum(

),

you

must

have

one

argument

but

can

havemoreifyouwishasindicatedby[number2]

UsingtheMousetoSelecttheRange

Youcanuseyourmousetohighlightarangeratherthantyping.

a. Clickinacellandtype: =Sum(

b. Clickanddragthecellswhichwillbeincludedintherange.

c. PressEnter. Excelwilladdtheclosing)foryou.

ALT+=

HoldingdownyourALTkeyandpressingthe=buttonwilltypethe=Sum()

functionforyou. Ifnecessary,beforehittingenteryoucanuseyourmouseto

redefinetheareatobesummed.

NestingFunctions

Anequationcancontainmultiplefunctionsaswellasfunctionscombinedwithmathematicalformulas.

Inthisequation,wewishtodivideeachpersonstotalhours(RegHrs+OTHrs)bythetotalhoursofall

employees.

Thefirst

sum()

function

gets

an

individuals

total

hours.

We

then

divide

that

by

the

total

hours

of

all

employeeswhichis

calculatedbythesecond

Sum()function. Afterthat,

wemultipliedthesolution

by100.


27/44


INSERTING/DELETINGENTIRECOLUMNSANDROWS

WhenyouinsertordeleteacolumnorrowinExcel,dataandformulaswillautomaticallyshifttoanewlocationandany

cellreferencesusedinformulaswillautomaticallyupdatetoreflectthenewlocation. Thisistrueforformulasusing

absoluteaddressesaswell.

InsertingEntireColumns

Whenyou

insert

acolumn,

the

new

column

will

appear

to

theleftofthecurrentcolumn.

Toinsertanewcolumn:

a. Rightclickanexistingcolumnletter.

b. SelectInsertfromthepopupmenu.

InsertingEntireRowsWhenyouinsertarow,thenewrowwillappearabovethecurrentrow. Aswith

insertingcolumns,formulaaddresseswillautomaticallyupdateshouldtheir

locationbeaffectedbytheinsert. Toinsertarow:

a. Rightclickanexistingrownumber.

b. SelectInsertfromthepopupmenu.

DeletingEntireColumns/RowsNotethatwhenyoudeleteacolumnorrow,alldatainthatcolumnorrowisalso

deleted. Anyformulaaddressesaffectedbythedeletewillupdatetothenew

location. Todeleteacolumnorrow:

a. Rightclicktherownumberorcolumnletteroftheroworcolumntobedeleted.

b. SelectDelete.


28/44


MOVINGCELLS

Becauseinserting/deletingcolumns&rowsaffecttheentireroworcolumn,youmayjustwishtomustmovecells.

Thereareseveralmethodsyoucanusetoaccomplishthis. Notethataddressesusedinformulaswillautomatically

updateforthemethodsshown.

CuttingandPastingthecells DraggingtheCells

Shifting

Cells

Using

Insert

MovingColumns/Rows

MoveCellsUsingCut&PasteThismethodutilizestheWindowsclipboardtocutandpastecellstotheirnewlocation. Itisausefulmethod

whenyourdestinationisnotneartheoriginallocationoronanothersheet.

a. Highlightthecellstobemoved.

b. ClicktheHometabandthenCut . (Alternately,youcanpressCONTROL+Xonyourkeyboard).

c. Clickincellinthenewlocation. Theblocksupperleftcornerwillbelocatedinthecellyouselect.

(C5inthisexample).

d.

Clickthe

Home

tab

and

then

click

Paste.

(Alternately,

you

can

press

CONTROL

+V

on

your

keyboard).

a.

Highlight

the

cells

to

be

moved.

b. Grabtheedgeoftheblock.

MovingCellsUsingDrag&DropForthismethodyousimplydragacellorblockofcellsbytheiredge. Itisusefulwhenthedestinationisnearthe

originallocation.

Thissymbolwillappearwhen

yourmouseisinthecorrect

position.

c. Click&dragtheblocktothenew

locationandreleasethemouse.


29/44


a. Highlightanareawhere

blankcellswillbe

inserted.

(Inthis

example:

B5:C10. Everythingto

therightoftheblockwill

beshiftedtocolumnsto

theright.)

b. Rightclickwithinthe

block.

c. SelectInsert.

ShiftingCellsUsingInsertThismethodinsertsblankcellsinthelocationindicated,shiftinganyexistingcontentoutoftheway. Itcanshift

cellsrightordownandisusefulwhenyoujustwanttoshiftthecellsafewcolumnsorrowsfromtheiroriginal

location. Inthisexample,wewillshiftourdatatwocolumnstotheright.

d. SelectShiftcellsright.

e. ClickOK.

NotewearealsoincludingB10&C10. Ifwedidnt,theTotalGrosswould

not

shift

and

would

be

totaling

the

RegularRateratherthan

theGross.

Theblankcellsareinsertedintheareayouhighlightedandin

thisexample;

anything

to

the

right

is

scooted

over

to

the

right.


30/44


MovingColumns(orRows)Ifyouneedmoveanentirecolumnorrow,onemethodisto

cutthecolumnandtheninsertthecutcells. Wheninserting,

thecolumnwillbeinsertedtotheleftofyourtargetcolumn

androwswillbeinsertedaboveyourtargetrow.

Inthisexample,wewishtoplacetheOvertimeRateadjacenttotheRegularRate.(OnRegularRatesleft.)

a. Rightclickthecolumnletterto

bemoved(E).

b. SelectCut.

c. Rightclickthecolumnletterwherethecutcolumnwill

beinsertedtotheleftof(D).

b. SelectInsertCutCells.

OTRateshouldnowbeadjacenttoRegRateonitsleft.


31/44


FORMATTINGCELLS

Whenyouformatcells,youarespecifyingthewayacellscontentisdisplayed. Forexample,displayingdollarsigns,

commas,percentsymbolsonnumbers;aligningcontentinthecenterorleftofacell;changingacellscolor,etc. Itis

importanttounderstandthatyouarenotchangingtheactualdatainthecell,justhowExceldisplaysit. Ifyouclearthe

formattingyouhaveapplied,thedatawilldisplayasitdidpriortoapplyingtheformatting. Someofthemorecomplex

formattingoptionsareshownoverthenextfewpages.

Methodsof

Accessing

Formatting

Commands

Thereareseveralwaysofaccessingformattingcommands. Mostareshownbelow.

RightClickforFormattingToolbar

Ifyourightclickcellsyouhavehighlighted,asmall

formattingtoolbarwillappear. Thiscontainsthemost

commonlyusedformattingoptions.

Font

Mostofthese

optionsarefor

formattingtext;

however,borders

andbackground

colorarealsohere.

Number

Usethese

optionsto

formatnumbers

withcommas,

dollarsigns,etc.

Styles

Theseare

combinations

offormatting

&conditional

formatting.

Alignment

Usethese

optionsto

controlcell

contents

alignment,

rotation,and

indention.

HomeTab

ThemostcommonlyusedformattingoptionsarelocatedontheHometab.

Cells

Mostof

thesearefor

either

column

widthortab

sheets.

FormatCellsDialogueBox

Thisbox

contains

acomplete

inventory

of

all

formattingcommands. Youcanaccessitin

severalways:

RightclickacellandselectFormatCells. PressingControl+Shift+F Clickoneofthedialogueboxbuttonson

theHometab.


32/44


a. ClicktheHometab.

b. Highlightthecellstobeaffected

(Theymustcontainsnumbersorformulas).

c. Selectanumberformat.

NumberFormattingThisincludesdisplayingnumberswithpercentsymbols,dollarsigns,commas,andthenumberofplacestodisplayto

therightofthedecimalpoint.

DecimalPrecision

Controlthenumberofplacestotherightofthedecimalpoint,

dothefollowing:

a. Formatthecellsusingoneofthenumberformats.

b. ClickeithertheIncreaseDecimalorDecreaseDecimal

buttonslocated

in

the

Number

area

of

the

Home

tab.

FormatCellsDialogueBox

YoucanalsoopentheFormatCellsDialogueBoxbyclickingMoreNumberFormats.

Formorechoices,clickeitherthedialogue

boxbuttonorthedropdownarrow.

Thesecellswere

formattedas

Percentage.

Thesecellswere

formattedas

Currency.

ThesecellswereformattedasComma.


33/44


HorizontalAlignment

Use

these

buttons

to

align

the

contentsofcellshorizontally.

VerticalAlignment

Usethesebuttonstoalignthe

contentsofcellsvertically.

(Noteyoumayhavetowiden

yourrowwidthtoseeany

affect.)

Merge&Center

Centerstextacrossmultiple

columns.

WrapText

Wrapstexttoolongtoappear

inthecurrentcolumnwidth

onmultiplelines.

TextAngle

Clickthedown

arrowtoselecta

textangle.

Increase/DecreaseIndent

Indents/UnIndentscontent

withinthecell.

FormattingDialogueWindow

Showsallformattingcommands

availableinExcel.

AlignmentThissectioncovershowtoalignthecontentsofacellwithinthecellandacross

multiplecells. Bydefault,Excelalignstextcellstotheleftandnumberandformula

cellstotherightwhichdoesnotalwayslookgoodsomostuserswillchangethe

alignmentofthetextcells. (Youcanchangethealignmentofnumbersbuttheir

decimalpointsmaynolongerlineup.)

1. ClicktheHometabtoseetheAlignmentbuttonsshownbelow.

CenterAcrossColumns(Merge&Center)

Thisfeature

allows

you

to

center

acells

content

across

multiple

columns.

It

is

useful

when

you

wish

to

have

atitle

overyourspreadsheet. Notethatyoucanonlymergeonerowatatime.

1. Highlightthecellyouwishtocenterandtheareayouwishtocenteritwithin.

2.

Click

the

Merge

and

Center

button

located

on

the

Home

toolbar.


34/44


BordersBordersallowyoutoplacelinesaroundacellorgroupofcells. Youcanplacetheminanycombinationabove,below,

left,right,ordiagonallythroughacells. Youcanalsospecifyaborderscolor,thickness,andstyle(double,dashed,etc.).

Toapplyborders,youcanworkintwodifferentways:

Highlightthecellstobeaffectedandthenselectoneoftheborderplacementbuttons. UsetheDrawBorderbuttontoclickdrawtheborderusingyourmouse.

Highlight&PlaceMethod

Usingthismethod,wewillhighlightthecellstobeaffectedandtheselectaborderbuttonwhichwillplacethe

borderontheleft,right,top,orbottomoftheselectedcells. Excelwillusethedefaultcolorwiththismethod.

1. Highlightthecellsto

beaffected.

2. ClicktheHometab.

(Orrightclickthe

highlightedarea.)

3. ClicktheBorders

dropdown.

4. Selectwhichsideofthehighlightedcellsyouwouldlike

toplacetheborder. (InthisexampleweselectedThickBottomBorder.)

5. Clickawayfromthehighlightedareatoseetheaffect.

DrawBordersMethodTousethismethod:

a.

Select

a

LineColor,

LineStyle,

or

the

Draw

Border

button.

b. Clickanddragwhereyouwouldliketoplacethe

border.

c. Tostopdrawing,pressEscapeonyourkeyboard.

MoreBorders

Seethenextpageforinfoonhowtousetheseoptions.


35/44


Format

Painter

(Copy

Formatting)

TheFormatPainterallowsyoutocopyacellsformattingtoothercells. Itisusefulwhenyouhaveapplieda

combinationofformatstoacellandwishtoalsoapplythesameformatstoothercells.Thecellscontentswillnotbe

copied,onlyitsformat. UsetheFormatPainterasfollows:

1. Selectacellwhoseformatyouwishtocopy.

2. ClicktheFormatPainterbuttonlocatedontheHometab.

3. Clickanddragoverthecell(s)youwishtoapplycellformattingto.

Note: Theformatpainterwillautomaticallyshutoffafteroneuse. TomaketheFormatPainterstayon,DOUBLEclick

it.Toshutitoff,singleclickitorpressESCAPEonyourkeyboard.

ClearFormattingThesestepswillremoveanyformattingfromtheselectedcells:

1. Highlightthecellswhoseformattingwillberemoved.

2. ClicktheHometab.

3. ClicktheCleardropdownandselectClearFormats.

UsingtheMoreBordersWindow

Thismethodisusefulwhenyouhaveaveryspecifyideaofwhatcolor,weight,andstyleyourbordersshouldbe.

1. Highlightthecellstobeaffected.

2. PressCONTROL+1toopenthe

FormatCellswindow.3.

Click

the

Borders

tab.

4. SelectaStyle.

5. SelectaColor.

6. Useeithertheplacementbuttons

orclickthediagramtocontrol

wheretheborderisplaced

aroundthehighlightedcells.

7. ClickOK.


36/44


PRINTING

UnlikeapplicationssuchasWordorPowerPointwhichforceyourworktofitonan81/2x11page,Excelallowsyouto

createworksheetsofalmostanydimension. Whenprinting,thiscancreateachallengeincontrollingwhereExcelbreaks

upyoursheetintodifferentpages. Thereareseveraldifferentwaystoprintandseveraloptionstohelpyouprintyour

workasyouwishittoappear. Thenextfewpagescoverthemostcommonlyusedprintingoptions.

QuickPrint

Using

the

Default

Settings

Ifyousimplywishtoprintoutyoursheetusing

thedefaultsettings,followthestepsbelow.

1. ClicktheMSOfficebutton.

2. HoveroverPrint.

3. SelectQuickPrint.

Yourjobwillbesentdirectlyto

theprinterusingdefaultsettings.

UsingPrintPreviewIfyouwishtopreviewyourworkpriortosendingittotheprinter,followthestepsbelow.

1. ClicktheMSOfficebutton.

2. HoveroverPrint.

3. SelectPrintPreview.

Print

OpensthePrint

windowsoyoucan

selectaprinterand

printthejob.

PageSetup

OpensthePageSetupdialogueboxwhich

containsmanyprint

options.

NextPage/

PreviousPage

Showsthenextor

previouspage.

(Iftherearenoother

pagesthebuttonswill

not

be

available.)

ClosePrintPreview

Returnstheviewto

thespreadsheet.

ShowMargins

When

checked,

you

candragthemargin

linestosetthemargin

fromprintpreview.

Zoom

Clickto

magnifythe

preview.


37/44


MakingYourDataFitonaPageForlargespreadsheets,therearenoviableoptionstoprintalldataonasinglepage;however,ifjustafewcolumns

orrowsofdataspillovertothenextpage,thereareseveralsolutionsyoucantry. Theycanbeaccomplishedfrom

thePageSetupbuttonshownonthepreviouspageoronthePageLayouttabshownbelow. Someoftheoptionsare: Selectingalargerpapersize,decreasingthemargins,formattingyourdatawithasmallertypesize,

printinglandscape,andfinally,compressingtheprintout.

1. ClickthePageLayouttab. ScaletoFit

Theseoptions

will

force

thedatatofitonthe

numberofpagesyou

specify. Notethat

legibilitycansufferat

extremecompressions.

Orientation

Printingsideways

(landscape)canhelp

fitatoowide

spreadsheettoa

singlepage.

Margins

Ifapagealmostfitsononepage,

decreasingthemarginsmaygiveit

enoughroomtofitcompletely.

CustomMarginsallowyousomakeyourownmarginsettings.

Size

Selectinga

largerpaper

sizesuchas

legalmayallow

thedata

to

fit

onasingle

page.


38/44


PrintingaSpecificAreaBydefault,whenyouclickPrint,Excelwillprintalldataontheactivesheet;however,youcaninstructExceltoprint

justaspecifyareaofasheet. Thetwomethodsyoucanuseforthisareshownbelow.

PrintSelectionMethod

Thismethodisusefulifyouintendtoprinttheareaspecifiedjustonce;

forallotherprints,youwillbeprintingouttheentiresheet.

1.

Highlightthe

area

to

be

printed.

2. ClicktheOfficebutton.

3. ClickPrint.

4. ClickSelection.

5. ClickOKtoprint.

(OrPreviewto

previewtheprintout

beforeprinting).

SetPrintAreaMethod

Thismethodisusefulifwheneveryouprint,youwillalwaysbeprinting

justaspecifiedarearatherthantheentiresheet.

1. Highlighttheareatobeprinted.

2. ClickthePageSetuptab.

3. ClickthePrintAreabutton.

4. ClickSetPrintArea.

5. ClicktheOfficebuttonandthenclickPrint.

6. SelectActiveSheet s andclickOKorPrintPreview.

Notethatoncetheprintareahasbeenset,younolongerhavetohighlighttheareayouwish

toprint. NowwhenyouclickActiveSheettoprint,onlythesetprintareawillprint. NotethatspecifyingSelectionasshownabovewilltemporarilyoverridetheSetPrintArea.

ClearingthePrintArea

Ifyou

wish

to

clear

the

print

area,

click

Clear

Print

Area

as

shown.

Tip

Totemporarilyprinttheentiresheet

again,selectIgnoreprintareas.

PrintingNon-AdjacentAreasIfyouareusingtheSetPrintAreamethodtoprintaspecificarea,youcanaddtotheprintedareabyselectinganotherareaandthenselectingAddtoPrintArea.

NotethatExcelwillprinteachnonadjacentareaonaseparatepage.

Alternately,youcanalsoholddownyourControlkeyonyourkeyboardtoselectnon

adjacentareasandthenchooseprintSelectionaswedidabove.


39/44


HidingColumnsorRowsfromtheSpreadsheetandthePrintoutIfyouwishtohidespecificcolumnsorrowsorprintdatainnonadjacentrowsadjacently,onemethodistohide

columnsorrows. Inthisexample,wewishtohidethecolumnsindicatedbytheshading.

4. Printasdesired.

1.

Click

and

drag

your

mouse

across

the

column

letters

you

wish

to

hide.

(Tip: HolddownyourCONTROLkeytoaddadditionalnonadjacentcolumnstotheselection.)

2. Rightclickanyoneoftheselectedcolumnletters.

3. SelectHidefromthepopupmenu.

UnhideColumns/RowsTounhidecolumns/rows,youmustfirstselectthecolumnorrowyouwouldliketounhidebyeither

clickingtheSelectAllbuttonorselectingcolumnsoneithersideofthehiddencolumnsorrows.

Then,rightclickoneofthehighlightedcolumnletters(orrownumbersifyou

hidrows),andselectUnhide.


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WorkingwithPageBreaksWhenyourprintoutrequiresmultiplepages,Excelwillautomaticallydeterminewheretobreakthedata. Ifyou

wouldliketospecifyyourselfwherethebreaksshouldappear,followthestepsbelow.

InsertingaNewPageBreak

WhereExcelinsertsabreakdependsuponthelocationofthecursor.

1. Specifywherethebreakshouldoccurbypositioningthecursor. (Seebelow).

Horizontal&VerticalBreakIfyourcursorisinacellwhenyouinserta

pagebreak;Excelwillplaceahorizontal

breakintherowdirectlyabovethecellanda

verticalbreakinthecolumndirectlytothe

leftofthecell.

HorizontalBreakOnlyIfyouclickarownumber

when

you

insert

apage

break;

Excel

willplaceahorizontalbreak(only)acrossthe

rowabovetheselectedrow.

VerticalBreakOnly Ifyouclickacolumnletterwhenyouinsertapagebreak;Excel

willplaceaverticalbreak(only)inthe

columntotheleftoftheselectedcolumn.

2. ClickthePageLayouttab.

3. ClicktheBreaksbutton.

4. SelectInsertPageBreak.

RemoveaPageBreak

Toremoveasinglepagebreak,

placethecursorintherow

belowthebreakorthecolumn

toitsrightandthenclick

RemovePageBreak.

RemoveallManuallySetPageBreaks

Toremoveallpagebreaksyouhave

manuallysetclickResetAllPage

Breaks. Notethatanypagebreaksthat

Excelhasplacedwillstillbethere.

Notethatbreaksmay

notfunctionas

expectedifWidthand

Heightarenotsetto

Automatic.


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SetPageOrder

Whenyour

data

is

to

be

printed

on

multiple

pages

as

shownintheimageabove,youcanspecifytheorder

thepageswillprint. Therearetwochoices:

1 2

43

1 3

42

Down,thenoverOver,thendown

1.

Clickthe

Page

Layout

tab.

2. ClickthePageSetupbutton.

3. ClicktheSheettab.

4. SetthedesiredPageOrder.5. ClickOK.

1. ClicktheViewtab.

2. ClickPageBreakPreview.

(Whenyouaredone,clickNormal

toreturntonormalviewing.)

3. Thebluelinesarepagebreaks. Clickanddragthemtomovethelocationofapagebreak.

4. Seethepreviouspageforinstructionsonhowtoinsetmorepagebreaks.

UsingPageBreakPreviewtoSetPageBreaksThisviewallowsyoutomoreeasilysetpagebreaksandpreviewhowthepageswillprintout.


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CenteringDataonthePrintedPageProvidingthatthereiswhitespacearoundyourdataonthepaper,youcanhaveExcelautomaticallycenterit

horizontallyand/orverticallyonthepage.



3. ClicktheMarginstab.

4. CheckHorizontallytocenterthedata

leftandrightonthepage.

5. CheckVerticallytocenterthedataup

anddownonthepage.

6. MakemoresettingsorclickPrint,Print

Preview,orOKdependinguponwhat

youwish

to

do

next.

PrintGridlinesand/orRowNumbersandColumnLettersSometimesitisdesirabletoincludetheworksheetgridlinesand/orcolumnlettersandrownumbers. Notethat

thisisindependentofanylinesyouplacedusingBorders.

1. Followsteps12above.

2. ClicktheSheettab.

3.

CheckGridlines

ifyou

would

like

to

printouttheworksheetgridlines.

4. CheckRowandcolumnheadingsif

youwouldliketoprintouttherow

numbersandcolumnletters.

5. MakemoresettingsorclickPrint,

PrintPreview,orOKdepending

uponwhatyouwishtodonext.


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RepeatingColumnorRowTitlesIfyouhavealongtablewherethedataflowsintothenextpage,itisuseful

torepeatanytitlesabovethedataonthesuccessivepages. Thisisthefirstpage.

Thisisthesecondpage. Withoutthecolumntitles,itisdifficultto

keeptrackofthemeaningofthedatayouareseeing.

Inthisexample,wewillrepeatrow1whichcontainsthecolumntitlesonallsuccessivepagesoftheprintout.


2. ClickthePrintTitlesbutton.

3. ClicktheCollapsebuttonforRowsto

repeatattoptotemporarilycontract

thedialoguebox.

4. Clickanywhereintherowyouwishto

repeatat

the

top

of

every

printed

page.

(Inthisexample,weclickedinrow1.)

5. ClicktheExpandbutton

toreturntothedialogue

box.

6. ClickOK.

Whenyouprint,yourtitleswill

nowappear

at

the

top

of

each

page.

NotethatTitlesaredifferentthanHeaders(whichiscoveredonthenextpage). Titlesemanatefromdataon

yourspreadsheetandwilllinewithanydatabeneathitinthesamecolumn. Titlesarealmostalwaysusedtorepeat

columnheadingsonthenextpageoflonglistsforthepurposeofclarity. Headersaretypedorcodedanddonot

automaticallylineupwithanycolumnsonyourspreadsheet. Headersaregenerallyusedtodisplaythenameofthe

file,author,pagenumber,date,etc.


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HeadersandFootersHeadersandfootersareusedtodisplaydates,filenames,pagenumbers,images,orjustaboutanythingelseyou

wouldlikeatthetop(header)orbottom(footer)ofeachprintedpage. Tocreateheaders&footers,youcanselect

frompremadeoptionsorcreateyourown.



3. ClicktheHeader/Footertab.

SelectingfromPremadeChoices

ClickeithertheHeaderorFooter

dropdowntoselectfrompremade

combinationsofdata.

CustomHeaders&Footers

Ifyou

would

like

to

create

your

own

headers

orfooters,clickeithertheCustomHeader

orCustomFooterbutton.

Thethreesections

(Left,Center,&

Right)controlwhere

codeortextyoutype

willalignatthe

bottomortopofthe

page.

Youcan

click

in

the

sectionsandtypeor

clickoneofthecode

buttons.

Hoveryourmouseon

InsertCode Clickingthesewill

insertcodeforthepage

number,date,etc.,intothe

currentlyselectedsection.Formatting

Clickthisto

formattext.InsertImage

Excel Beginning 07

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