workforce-ks.comworkforce-ks.com/wp-content/uploads/2015/05/...to-Exc… · Web viewClick on the...

INTRODUCTION TOMICROSOFT EXCEL 2010INTRODUCTION TO MICROSOFT EXCEL 2010

Business Skills Series: Introduction to Microsoft Excel 2010

WELCOME!Welcome to the Workforce Center’s Microsoft Excel 2010 INTRODUCTION training course! This course will focus on the basic features of Microsoft Excel in an interactive, instructor-led environment.

TABLE OF CONTENTS

I. Introduction to Microsoft Excel 20101. Opening the Program2. File Tab3. Closing the Program4. Tabs & Ribbons5. Cells, Sheets & Workbooks6. Document Views

II. Opening a Document7. New documents

a. Using templates8. Existing documents

a. Recent documents

III. Using Cells9. The keyboard10. Grouping and moving cells11. Rows & Columns 12. Building a Table13. Freeze Panes

IV. Formatting a Worksheet14. Simple formulas15. Formatting Cells16. Using Themes

V. Saving a Document17. How to Save your document18. Compatible vs. 2010 save files

VI. Printing a Document19. Print preview / Print

WFC424-0414 of 20 Issued “Equal Opportunity Employer/Program - Auxiliary aids and services are available upon request to individuals with disabilities.”

The hearing impaired may contact the Workforce Center by calling the Kansas Relay Center at 1-800-766-3777


SECTION I: INTRODUCTION TO MICROSOFT EXCEL 2010LESSON ITEM #1: OPENING THE PROGRAMREASON: The computer program must be activated before it can operate

Action 1: Locate the Microsoft Excel Icon on the desktop screen & double-click

Action 2: Click on the green “START” button, “All Programs”, “Microsoft Office”,

“Microsoft Office Excel 2010”

LESSON ITEM #2: FILE TABREASON: This menu helps you open, save, or print, and to see everything else you can do with your document

Action: Locate the File tab located at the top left corner of your screen Click on the tab to view the menu options

LESSON ITEM #3: CLOSING THE PROGRAM



Microsoft Excel 2010

By moving the mouse cursor over a part of the program and stopping it, a box will appear explaining what that item does.


REASON: Closing the program will allow the program to shut down, saving the computer’s resources for the other programs you’d like to run.

Action 1: Click on the “File” tab and click “Close” from the menu

Action 2:Locate and click the “X” button located at the top right-hand side of the program screen



If your document hasn’t been saved before closing, Excel will ask you to save it before shutting down!

CLOSE

CLOSE


LESSON ITEM #4: TABS AND RIBBONSREASON: Tabs and Ribbons contain all of the key tools for operating Microsoft Excel 2010 smoothly and efficiently.

Action 1: Ribbons are located near the top of the program. Locate the “Home” ribbon and note the

different tabs and tab sections.

DEFINITIONS: RIBBON – The area of Microsoft Excel 2010 that contains the operating tools TAB – A broad set of tools needed to perform a specific type of job for your document TAB SECTION – A specific set of tools needed to perform a more specific job for your

document

Action 2: Click on the different TABS and view the different ribbons

LESSON ITEM #5: CELLS, SHEETS, & WORKBOOKSREASON: Sheets and workbooks are the format in which all of the Excel spreadsheet information is contained.

DEFINITIONS: CELL – A cube-shaped unit of information contained on a sheet. CELL LOCATION – Designated by where the Row and Column intersect (Example: A2, E7) SHEET – The individual pages contained in a workbook of Microsoft Excel WORKBOOK – A collection of sheets within Microsoft Excel SPREADSHEET – A computer program that simulates a paper workbook containing a grid of

multiple columns and rows

LESSON ITEM #5: CELLS, SHEETS & WORKBOOKS, Cont’d



Ribbon buttons will change based on the type of tools you request for your document!

Quick Access ToolbarMini Toolbar

Tab Sections

Tabs


Action: Locate the sheets & cells on this particular workbook

LESSON ITEM #6: DOCUMENT VIEWSREASON: The views and zoom functions make it easier to view your document in a variety different ways.

DEFINITIONS: NORMAL – How your document should look when printed PAGE LAYOUT – Shows a “bird’s eye view” of your spreadsheet’s pages PAGE BREAK PREVIEW – Shows the page breaks (where one sheet of paper ends and a new

one begins) for your spreadsheet

The ZOOM feature allows you to magnify or shrink the view of the open document by either: Moving the ZOOM slide back and forth with the mouse cursor Clicking on the “Plus” and/or “Minus” buttons on the ZOOM bar



SHEETSS

CELL

HIGHLIGHTEDCELL


LESSON ITEM #6: DOCUMENT VIEWS, Cont’d

The SCROLL feature allows you to move the document to easily view certain sections: Moving the SCROLL slide up and down with the mouse cursor moves the page up & down Moving the SCROLL slide left & right moves the page left to right (when applicable)

Action #2: Practice selecting multiple VIEWS, SCROLLS, and ZOOM ranges. When finished, return VIEW to “Print Layout” and ZOOM to “100%”

SECTION I: COMPLETE!



SPREADSHEET VIEW ZOOM

SCROLL BAR


SECTION II: OPENING A DOCUMENTLESSON ITEM #7: NEW DOCUMENTSREASON: Learning how to open a new document is the first step to creating your own work. Templates can be used to make your new project even easier.

Action #1: Click on the “File” tab and locate the “New” button Click on the word “New”

DEFINITIONS: TEMPLATE – A pre-formatted document that allows you to simply “fill in the blanks” rather

than create a similar document from scratch SAMPLE TEMPLATE – A template that is already installed on your computer and ready to use ONLINE TEMPLATES – Templates found Online, typically through the Microsoft Office

Website

Action #1: Click on the “Sample Templates” Option Choose the Template “Personal Monthly Budget”; double-click to view it Close the file, do not save changes

LESSON ITEM #7: NEW DOCUMENTS, Cont’d



New Button

Sample Template


Action #2: Click on the “File” tab Click on the button labeled “New” Click the icon labeled “Blank Workbook”




LESSON ITEM #8: EXISTING DOCUMENTSREASON: Learning how to open an existing document is a key component to operating your Microsoft Excel files.

Action #1: Click on the “File” tab and locate the “Open” button Click on the word “Open”

DEFINITIONS: FILE – A document or item that can be opened with a specific program FOLDER – A small place where you store files DRIVE – A large place that stores many folders and programs

ICONS (BUTTONS):



Open Button

FOLDERFILE DRIVE

Microsoft Excel documents are often referred to as “Files”. Think of it as being the same as an important piece of paper. Don’t forget what folder you put it in!!

Microsoft Excel 2010 keeps track of which documents you have used the most recently. These files are stored under “Recent” and can be easily accessed from the “File Tab”.


LESSON ITEM #8: EXISTING DOCUMENTS, Cont’d

Action #2: Double-Click on button labeled “Local Disk (C:)”

Action #3: Double-Click the FOLDER labeled “Training Class Files – DO NOT REMOVE”

Action #4: Double-Click the FOLDER labeled “Intro to Excel”

Action #5: Double-Click the FILE labeled “Keyboard Practice”

Action #6: Leave the document OPEN for the next exercise.

SECTION II: COMPLETE!SECTION III: USING CELLSWFC424-0414 of 20 Issued

“Equal Opportunity Employer/Program - Auxiliary aids and services are available upon request to individuals with disabilities.”The hearing impaired may contact the Workforce Center by calling the Kansas Relay Center at 1-800-766-3777

Local Disk (C:)

Microsoft Excel 2010 documents cannot be opened by older Excel programs without first saving them in a special format


LESSON ITEM #9: THE KEYBOARDREASON: The TAB, ENTER, DELETE, and ARROW keys are the main keyboard tools used to navigate through a Microsoft Excel 2010 document.

Action #1: Locate the following keys on your keyboard

WHAT THESE KEYS WILL DO IN EXCEL: TAB KEY – Allows movement across cells from left to right ENTER – Allows movement down cells from top to bottom DELETE – Eliminates the contents within a cell ARROW KEYS – Allows movement across cells in all directions

Action #2: Follow the instructions at the top of the document “Keyboard Practice” to complete the activity

LESSON ITEM #10: GROUPING AND MOVING CELLSREASON: Grouping and moving cells is a key and critical skill required for creating and modifying Excel spreadsheets.

Action #1: Open the existing document file labeled “Moving Cells Practice” located in the Intro to Excel

folder stored on the C: drive in the folder labeled “Training Class Files – DO NOT REMOVE” Follow the instructions at the top of the document to complete the activity



TAB KEY ENTER

DELETEARROW KEYS


LESSON ITEM #11: ROWS AND COLUMNSREASON: Adding rows and columns is a critical skill needed to create and modify Excel spreadsheets

DEFINITIONS: ROW – A group of cells arranged horizontally across a spreadsheet COLUMN – A group of cells arranged vertically across a spreadsheet

Action #1: Open the existing document file labeled “Rows and Columns Practice” located in the Intro to

Excel folder stored on the C: drive in the folder labeled “Training Class Files – DO NOT REMOVE”

Follow the instructions at the top of the document to complete the activity



Column

Row

Microsoft Excel 2010 worksheets can be used for a variety of tasks. Everything from a simple shopping list to a company Profit and Loss statement!


LESSON ITEM #12: BUILDING A TABLE REASON: Tables are a very large part of the Excel program. Understanding how to create and

manipulate tables is a critical skill.

Action #1: Open the existing document file labeled “Building a Table Practice” located on the C: drive in the

folder labeled “Training Class Files – DO NOT REMOVE” Follow the instructions at the top of the document to complete the activity

LESSON ITEM #13: FREEZE PANESREASON: When working with very large spreadsheets, headings located at the top and down the left side of the worksheet often disappear if you scroll too far down or to the right. Without the headings, it’s tough to keep track of which column or row or date you are working with.

Action #1: Locate the “Freeze Panes” button located in the “Window” section of the “View” tab

Action #2: Open the existing document file labeled “Freeze Panes Practice” located in the Intro to Excel

folder stored on the C: drive in the folder labeled “Training Class Files – DO NOT REMOVE”. Select cell B3. Click on the Freeze Panes button from the View tab and choose “Freeze Panes”

from the drop-down menu. Notice how the row of table headings and column of team member names stay in place as you scroll.

Select “Unfreeze Panes” from the Freeze Panes button to remove the setting.

SECTION III: COMPLETE!




SECTION IV: FORMATTING A WORKSHEETLESSON ITEM #14: SIMPLE FORMULASREASON: Microsoft Excel can be a powerful mathematical tool if you understand how to create and manipulate formulas within the spreadsheet

DEFINITIONS: FORMULA – A calculation or set of calculations that are performed within a Microsoft Excel

spreadsheet FORMULA BAR – The area in which formulas are entered into a cell

Action #1: Locate the “Autosum” button located in the “Editing” section of the “Home” tab

Action #2: Open the existing document file labeled “Summary Formula Practice” located on the C: drive in

the folder labeled “Training Class Files – DO NOT REMOVE” Follow the instructions at the top of the document to complete the activity



Formula Bar

AutoSum


LESSON ITEM #15: FORMATTING CELLSREASON: Formatting cells properly can add a great deal of professionalism to a document as well as increasing effective communication.

Action #1: Locate & click the “FORMAT” button located in the “CELLS” tab section & review the options

Action #2: Open the existing document file labeled “Formatting Cells Practice” located on the C: drive in the

folder labeled “Training Class Files – DO NOT REMOVE” Follow the instructions at the top of the document to complete the activity



Format Button


LESSON ITEM #16: USING THEMESREASON: Themes can help to add a little extra flair to your document by changing colors and layouts at the touch of a button.

Action #1: Locate the “Themes” menu found in the “Themes” Tab Section of the “Page Layout” tab

Action #2: Click on the “Themes” menu button and view the different options

Action #3: Open the existing document file labeled “Themes Practice” located on the C: drive in the folder

labeled “Training Class Files – DO NOT REMOVE” Follow the instructions at the top of the document to complete the activity

SECTION IV: COMPLETE!



Themes


SECTION V: SAVING A DOCUMENTLESSON ITEM #16: HOW TO SAVE A DOCUMENTREASON: Saving a document is CRITICAL. Without saving your document you will lose ALL WORK you have done, up to and including the entire document itself.

Action #1: Locate the “Save” button, found to the right of the “Microsoft Excel” logo, in the “Quick Access

Toolbar”

LESSON ITEM #17: COMPATIBLE VS EXCEL 2010



Save

When saving a new document for the first time, a dialog box will appear asking what you want to name the file and where you want to store it.

STEP 2:Type the

document name

STEP 1:Note the FILE name

where the document is being stored

STEP 3:Click “Save”


REASON: This lesson is key because saving your document in the incorrect format can prevent some recipients from being able to see it.

DEFINITIONS: FORMAT – The form in which a file is stored COMPATIBLE –Designed to be used in another program VERSION – A program that was released to the public in a particular year. EXAMPLE:

Microsoft Excel 2003, or Microsoft Excel 2010.

Action #1: Locate and Left-Click the “Save As” menu button located in the “File” tab.

Action #2: Using the “Save As” menu, save the workbook as an “Excel 97-2003 Document” from the “Save

As Type” menu.o This will make it compatible with other versions of Microsoft Excel

SECTION V: COMPLETE!



Documents saved in the Microsoft Excel 2010 format cannot be opened by older versions of Microsoft Excel unless they are saved in “Compatibility Mode”

Save As


SECTION V: PRINTING A DOCUMENTLESSON ITEM #18: PRINT PREVIEW / PRINTREASON: Print preview allows you to see your document as it will appear when printed. This is important to check for any last minute issues before printing. Microsoft Excel 2010 has a built in Print Preview from the Print Menu

Action #1: Locate and left-click the “Print” menu button located in the “File” tab

o Note the various menu options for adjusting your document before it’s printed

Action #2: Become familiar with the following areas of this menu

o Print – This button starts the printing processo Pages – Controls which pages of the document will printo Copies – Select how many copies of each printed sheet you would like

SECTION VI: COMPLETE!

CONGRATULATIONS – YOU’VE FINISHED!!!



Print

Pages

Copies

workforce-ks.comworkforce-ks.com/wp-content/uploads/2015/05/...to-Exc… · Web viewClick on the...

Documents

Transcript of workforce-ks.comworkforce-ks.com/wp-content/uploads/2015/05/...to-Exc… · Web viewClick on the...