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Transcript of Microsoft® Office E1
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Microsoft Office
Excel 2003 Training
Create your first workbook
[Your company name] presents:
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Create your first workbook
Course contents
Overview: Creating a workbook
Lesson 1: Meet the workbook
Lesson 2: Enter data
Lesson 3: Edit data and revise worksheets
Each lesson includes a list of suggested tasks and a set oftest questions.
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Create your first workbook
You've been asked to enter data inExcel, but you're not familiar with theprogram and wonder how to do someof the basics.
Overview: Creating a workbook
This is the place to learn the skills youneed to work in Excelhow to create aworkbook, enter and edit differentkinds of data, and add and delete
columns and rowsquickly and withlittle fuss.
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Course goals
Create a new workbook.
Enter text and numbers.
Edit text and numbers.
Insert and delete columns and rows.
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Lesson 1
Meet the workbook
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Create your first workbook
Meet the workbook
When you start Excel you're facedwith a big empty grid. There areletters across the top, numbersdown the left side, tabs at thebottom named Sheet1 and so forth.
If you're new to Excel, you maywonder what to do next.
We'll begin by helping you get
comfortable with some Excel basicsthat will guide you when you enterdata in Excel.
How do you get startedin Excel?
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Workbooks and worksheets
When you start Excel, you open afile called a workbook. Each newworkbook comes with threeworksheets, like pages in adocument. You enter data into the
worksheets.
A blank worksheet in a
new workbook
Each worksheet has a name on itssheet tab at the bottom left of theworkbook window: Sheet1, Sheet2,and Sheet3. You view a worksheetby clicking its sheet tab.
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Workbooks and worksheets
A blank worksheet in a
new workbookIts a good idea to rename the sheettabs to make the information oneach sheet easier to identify.
1. The first workbook you open iscalled Book1 in the title bar at thetop of the window until you saveit with your own title.
2. Sheet tabs are at the bottom ofthe workbook window.
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Workbooks and worksheets
You can add additional worksheets ifyou need more than three. Or if youdont need as many as three, youcan delete one or two (but you donthave to).
A blank worksheet in a
new workbook
You can also use keyboard shortcutsto move between sheets.
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Create your first workbook
Workbooks and worksheets
You may be wondering how tocreate a new workbook if youvealready started Excel. Heres how:On the File menu, clickNew. In theNew Workbooktask pane, click
Blank workbook.
A blank worksheet in a
new workbook
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Create your first workbook
Columns, rows, and cells
Columns go from top to bottom onthe worksheet, vertically. Rows gofrom left to right on the worksheet,horizontally. A cell is the place
where one column and one rowmeet.
Columns and rows
Columns, rows, and cells: Thatswhat worksheets are made of, andthats the grid you see when youopen up a workbook.
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Columns, rows, and cells
Columns and rows
Columns and rows have headings:
1. Each column has an alphabeticalheading at the top.
2. Each row has a numeric heading.
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Columns, rows, and cells
The first 26 columns have the lettersfrom A through Z. Each worksheetcontains 256 columns in all, so afterZ the letters begin again in pairs, AAthrough AZ, as the picture shows.
Column and rowheadings
Row headings go from 1 through65,536.
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Create your first workbook
Columns, rows, and cells
The alphabetical headings on thecolumns and the numerical headingson the rows tell you where you arein a worksheet when you click a cell.
Column and rowheadings
The headings combine to form thecell address, also called the cellreference. There are 16,777,216cells to work in on each worksheet.
You could get lost without the cellreference to tell you where you are.
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Cells are where the data goes
Cells are where you get down tobusiness and enter data in aworksheet.
The active cell isoutlined in black.
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Cells are where the data goes
The active cell isoutlined in black.
When you open a new workbook,the first cell in the upper-left cornerof the worksheet you see is outlinedin black, indicating that any data youenter will go there.
You can enter data wherever youlike by clicking any cell in theworksheet to select the cell. But thefirst cell (or nearby) is not a badplace to start entering data in mostcases.
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Cells are where the data goes
The active cell isoutlined in black.
When you select any cell, it becomesthe active cell. When a cell isactive, it is outlined in black, and theheadings for the column and the rowin which the cell is located are
highlighted.
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Cells are where the data goes
Cell C5 is selected and isthe active cell.
For example, if you select a cell incolumn C on row 5:
1. Column C is highlighted.
2. Row 5 is highlighted.3. The active cell is shown in the
Name Box in the upper-leftcorner of the worksheet.
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Cells are where the data goes
Cell C5 is selected and isthe active cell.
The selected cell has a black outlineand is known as C5, which is thecell reference.
You can see the cell reference of the
active cell by looking in theNameBox in the upper-left corner.
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Cells are where the data goes
Cell C5 is selected and isthe active cell.
All of these indicators are not tooimportant when youre right at thevery top of the worksheet in thevery first few cells. But when youwork further and further down or
across the worksheet, they canreally help you out.
And its important to know the cellreference if you need to tellsomeone where specific data islocated in a worksheet.
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Suggestions for practice
1. Rename a worksheet tab.
2. Move from one worksheet to another.
3. Add color to sheet tabs.
4. Add, move, and delete worksheets.
5. Review column headings and use the Name Box.
6. Save the workbook.
Online practice (requires Excel 2003)
http://office.microsoft.com/training/training.aspx?AssetID=RP012005481033&CTT=6&Origin=RP012005591033http://office.microsoft.com/training/training.aspx?AssetID=RP012005481033&CTT=6&Origin=RP012005591033 -
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Create your first workbook
Test 1, question 1
You need a new workbook. How do you createone? (Pick one answer.)
1. On the Insert menu, clickWorksheet.
2. On the File menu, clickNew. In the NewWorkbooktask pane, clickBlank workbook.
3. On the Insert menu, clickWorkbook.
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Create your first workbook
Test 1, question 1: Answer
On the File menu, clickNew. In the New Workbooktaskpane, clickBlank workbook.
Now youre ready to start.
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Test 1, question 2
The Name Box shows you the contents of theactive cell (Pick one answer.)
1. True.
2. False.
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Test 1, question 2: Answer
False.
The Name Box gives you the cell reference of the active cell.You can also use the Name Box to select a cell, by typingthat cell reference in the box.
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Test 1, question 3
In a new worksheet, you must start by typing in
cell A1. (Pick one answer.)
1. True.
2. False.
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Test 1, question 3: Answer
False.
Youre free to roam and type wherever you want. Click inany cell and start to type. But dont make readers scroll tosee data that could just as well start in cell A1 or A2.
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Lesson 2
Enter data
d
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Enter data
You can enter two basic kinds of
data into worksheet cells: numbersand text.
You can use Excel to create
budgets, work with taxes, recordstudent grades, or even track dailyexercise or the cost of a remodel.Professional or personal, thepossibilities are nearly endless.
Now lets dive in to data entry.
You can use Excel to
enter all sorts of data.
h l l (b k d d )
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Start with column titles (be kind to readers)
When you enter data, its a goodidea to start by entering titles at thetop of each column, so that anyonewho shares your worksheet canunderstand what the data means
(and so that you can understand ityourself, later on).
Youll often want to enter row titles
too.
Worksheet with columnand row titles
S i h l i l (b ki d d )
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Create your first workbook
Start with column titles (be kind to readers)
In the picture:
Worksheet with columnand row titles
1. The column titles are the monthsof the year, across the top of theworksheet.
2. The row titles down the left sideare company names.
S i h l i l (b ki d d )
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Create your first workbook
Start with column titles (be kind to readers)
Worksheet with columnand row titles
This worksheet shows whether ornot a representative from eachcompany attended a monthlybusiness lunch.
St t t i
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Create your first workbook
Start typing
Say that youre creating a list of
salespeople names. The list will alsohave the dates of sales, with theiramounts.
So you will need these column titles:Name, Date, and Amount.
Press TAB and ENTER to
move from cell to cell.
St t t i
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Create your first workbook
Start typing
You dont need row titles down the
left side of the worksheet in thiscase; the salespeople names will bein the leftmost column.
You would type Date in cell B1 andpress TAB. Then youd typeAmount in cell C1.
Press TAB and ENTER to
move from cell to cell.
St t t i
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Start typing
After you typed the column titles,
youd click in cell A2 to begin typingthe names of the salespeople.
You would type the first name, and
then press ENTER to move theselection downone cell to cell A3(down the column), and then typethe next name, and so on.Press TAB and ENTER to
move from cell to cell.
E t d t d ti
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Enter dates and times
To enter a date in column B, theDate column, you should use a slashor a hyphen to separate the parts:7/16/2005 or 16-July-2005. Excelwill recognize this as a date.
Text aligned on the leftand dates on the right
E t d t d ti
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Enter dates and times
Text aligned on the leftand dates on the right
If you need to enter a time, youwould type the numbers, a space,and then a or p for example,9:00 p. If you put in just thenumber, Excel recognizes a time and
enters it as AM.
Tip: To enter todays date, pressCTRL and the semicolon together. To
enter the current time, press CTRLand SHIFT and the semicolon all atonce.
E t b
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Enter numbers
To enter the sales amounts in
column C, the Amount column, youwould type the dollar sign, followedby the amount.
Excel aligns numbers onthe right side of cells.
Ente n mbe
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Create your first workbook
Enter numbers
Other numbers and how to
enter them:
Excel aligns numbers onthe right side of cells.
To enter fractions, leave a spacebetween the whole number andthe fraction. For example, 1 1/8.
To enter a fraction only, enter azero first. For example, 0 1/4. Ifyou enter 1/4 without the zero,
Excel will interpret the number asa date, January 4.
Enter numbers
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Create your first workbook
Enter numbers
Other numbers and how to
enter them:
Excel aligns numbers onthe right side of cells.
Enter a negative number byenclosing it in parentheses. If youtype (100), Excel will display thenumber as -100.
Quick ways to enter data
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Quick ways to enter data
Here are two timesavers you can
use to enter data in Excel:
AutoFill. Enter the months of theyear, the days of the week, multiplesof 2 or 3, or other data in a series.As the animation shows, you typeone or more entries, and thenextend the series.
Animation: Right-click, and clickPlay.
A quick way to enterdata
Quick ways to enter data
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Create your first workbook
Quick ways to enter data
Here are two timesavers you can
use to enter data in Excel:
AutoFill. Enter the months of theyear, the days of the week, multiplesof 2 or 3, or other data in a series.You type one or more entries, andthen extend the series.
A quick way to enter
data
Quick ways to enter data
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Create your first workbook
Quick ways to enter data
Here are two timesavers you can
use to enter data in Excel:
AutoComplete. If the first fewletters you type in a cell match anentry youve already made in thatcolumn, Excel will fill in theremaining characters for you. Justpress ENTER when you see themadded.A quick way to enter
data
Suggestions for practice
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Create your first workbook
Suggestions for practice
1. Enter data using TAB and ENTER.
2. Fix mistakes as you type.
3. Enter dates and times.
4. Enter numbers.5. Use AutoFill.
6. Use AutoComplete.
7. Fix text thats too long for a cell.
Online practice (requires Excel 2003)
Test 2 question 1
http://office.microsoft.com/training/training.aspx?AssetID=RP012005491033&CTT=6&Origin=RP012005641033http://office.microsoft.com/training/training.aspx?AssetID=RP012005491033&CTT=6&Origin=RP012005641033 -
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Test 2, question 1
Pressing ENTER moves the selection one cell to
the right. (Pick one answer.)
1. True.
2. False.
Test 2 question 1: Answer
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Test 2, question 1: Answer
False.
ENTER moves down. Press TAB to move to the right.
Test 2 question 2
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Test 2, question 2
To enter a fraction such as 1/4, the first thing
you enter is _____. (Pick one answer.)
1. One.
2. Zero.
3. Minus sign.
Test 2 question 2: Answer
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Test 2, question 2: Answer
Zero.
Enter 0 1/4. That will appear as 0.25 in the formula bar.
Test 2 question 3
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Test 2, question 3
To enter the months of the year without typing
each month yourself youd use: (Pick oneanswer.)
1. AutoComplete.
2. AutoFill.
3. CTRL+ENTER.
Test 2 question 3: Answer
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Test 2, question 3: Answer
AutoFill.
Use AutoFill to complete lists that youve begun, such asdays, weeks, or times tables.
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Lesson 3
Edit data and reviseworksheets
Edit data and revise worksheets
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Create your first workbook
Edit data and revise worksheets
Everyone makes mistakes
sometimes, and sometimes datathat you entered correctly needs tobe changed later on. Sometimesthe whole worksheet needs a
change.
In this lesson we'll learn how toedit data and how to add anddelete worksheet columns androws.
Edit data, insert columns,and insert rows.
Edit data
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Edit data
Say that you meant to enter
Peacocks name in cell A2, but youentered Buchanans name bymistake. Now you spot the error andwant to correct it.
Two ways to select a cell
Edit data
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Edit data
You need to select the cell, and
there are two ways:
Two ways to select a cell
1. Double-click a cell to edit the datain it.
2. Click the cell, and then edit thedata in the formula bar.
Edit data
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Edit data
Whats the difference? Your
convenience. You may find theformula bar, or the cell itself, easierto work with.
Two ways to select a cell
If youre editing data in many cells,you can keep your pointer at theformula bar while you move fromcell to cell by using the keyboard.
Edit data
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Edit data
As the picture shows, after you
select the cell:
The worksheet now saysEdit in the status bar.
If you dont see the status bar, clickStatus Bar on theView menu.
3. The worksheet says Edit in thelower-left corner, on the statusbar.
Edit data
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Edit data
While the worksheet is in Edit mode,
many commands are temporarilyunavailable (these commands aregray on the menus).
The worksheet now saysEdit in the status bar.
What can you do? Well, you candelete letters or numbers bypressing BACKSPACE, or by selectingthem and then pressing DELETE.
Edit data
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Edit data
You can edit letters or numbers by
selecting them and then typingsomething different.
You can insert new letters or
numbers into the cells data bypositioning the insertion point andtyping them.
The worksheet now saysEdit in the status bar.
Edit data
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Edit data
Whatever you do, when youre allthrough, remember to press ENTERor TAB so that your changes stay inthe cell.
The worksheet now saysEdit in the status bar.
Remove data formatting
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Remove data formatting
Surprise! Someone else has used
your worksheet, filled in some data,and made the number in cell C6 boldand red to highlight the fact thatPeacock made the highest sale.
But that customer changed hermind, so the final sale was muchsmaller.
Formatting stays with thecell.
Remove data formatting
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Remove data formatting
You go to make the fix.
Formatting stays with thecell.
1. The original number is formattedbold and red.
2. You delete the original figure.
3. You enter a new number. Boldand red again!
What gives here?
Remove data formatting
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Remove data formatting
Whats going on is that its the cell
that is formatted, not the data in thecell. So when you delete data thathas special formatting, you alsoneed to delete the formatting from
the cell.
Until you do, any data you enter inthat cell will have the specialformatting.
Formatting stays with thecell.
Remove data formatting
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Create your first workbook
Remove data formatting
To remove formatting, select the cell
and point to Clear on the Editmenu. The Formats commandremoves the format from the cell.
Or you can clickAll to remove boththe data and the formatting at thesame time.
You can remove cellformatting.
Insert a column or a row
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Insert a column or a row
After youve entered data, you may
find that you need another columnto hold additional information.
Or maybe you need another row, or
rows.
Do you have to start over? Of coursenot.You can easily insert new
columns and rows.
Insert a column or a row
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Insert a column or a row
To insert a single column, click any
cell in the column immediately to therightof where you want the newcolumn to go.
So if you want an order-ID columnbetween columns B and C, youdclick a cell in column C, to the rightof the new location. Then on theInsert menu, clickColumns.
You can easily insert newcolumns and rows.
Insert a column or a row
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To insert a single row, click any cell
in the row immediately belowwhereyou want the new row to go.
For example, to insert a new row
between row 4 and row 5, click acell in row 5. Then on the Insertmenu, clickRows.
You can easily insert newcolumns and rows.
Insert a column or a row
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As the animation shows, Excel gives
a new column or row the heading itsplace requires, and changes theheadings of later columns and rows.
Animation: Right-click, and clickPlay.
You can easily insert newcolumns and rows.
Insert a column or a row
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Excel gives a new column or row the
heading its place requires, andchanges the headings of latercolumns and rows.
You can easily insert newcolumns and rows.
Suggestions for practice
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gg p
1. Edit data.
2. Delete formatting from a cell.
3. Work in Edit mode.
4. Insert and delete columns and rows.
Online practice (requires Excel 2003)
Test 3, question 1
http://office.microsoft.com/training/Training.aspx?AssetID=RP012005501033&CTT=6&Origin=RC012005461033http://office.microsoft.com/training/Training.aspx?AssetID=RP012005501033&CTT=6&Origin=RC012005461033 -
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, q
To delete the formatting from a cell, you would:
(Pick one answer.)
1. Delete the cell contents.
2. Click the Format menu.
3. Click the Edit menu.
Test 3, question 1: Answer
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, q
Click the Edit menu.
Then point to Clear and clickFormats.
Test 3, question 2
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, q
To add a column, click a cell in the column to the
right of where you want the new column. (Pickone answer.)
1. True.
2. False.
Test 3, question 2: Answer
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, q
True.
Then on the Insert menu, clickColumns to insert thecolumn.
Test 3, question 3
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q
To add a new row, click a cell in the row
immediately above where you want the newrow. (Pick one answer.)
1. True.
2. False.
Test 3, question 3: Answer
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Create your first workbook
False.
To insert a new row, click a cell in the row immediatelybelowwhere you want the new row. Then on the Insert
menu, clickRows.
Quick Reference Card
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For a summary of the tasks covered in this course, view the
Quick Reference Card.
http://office.microsoft.com/training/Training.aspx?AssetID=RP012005541033&CTT=6&Origin=RC012005461033http://office.microsoft.com/training/Training.aspx?AssetID=RP012005541033&CTT=6&Origin=RC012005461033