Microsoft Excel I - Massey University

MS Excel I

Microsoft Excel I General Spread sheeting

MS Excel I

Table of Contents

Table of Contents ............................................................................................... 2

Shortcut keys ..................................................................................................... 3

Worksheet Overview ......................................................................................... 4

What’s the difference between a workbook and a worksheet? ............................................ 4

Navigating within a worksheet ........................................................................... 5

Selecting a cell ................................................................................................... 7

AutoFill working with fill handle ...................................................................... 10

Selecting a large area of data ........................................................................... 11

Basic format in cells ......................................................................................... 14

Cell alignment ....................................................................................................................... 14

Wrap text in cell .................................................................................................................... 15

Merge & centre .................................................................................................................... 15

Viewing all tabs ..................................................................................................................... 16

Inserting a new worksheet ................................................................................................... 17

Deleting a worksheet ............................................................................................................ 17

Naming the worksheets ........................................................................................................ 18

Moving a worksheet – Drag and drop .................................................................................. 19

Moving/Copying a worksheet - Different workbook (file) ................................................... 20

Selecting continuous sheets ................................................................................................. 20

Selecting non-continuous sheets ......................................................................................... 20

Format painter ................................................................................................. 30

Example Questions .......................................................................................... 31

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Shortcut keys The following are common shortcut keys, and you can also use them for other Microsoft Office suits.

Copy

Paste

Cut (“X” looks like a pair of scissors)

Select All

Undo

Bold

Italic

Show Desktop (Minimise all windows)

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Worksheet Overview

What’s the difference between a workbook and a worksheet?

Workbook It’s a Microsoft Excel file and one workbook can contain multiple worksheets. Worksheet It’s also known as a spreadsheet. There can be up to 256 worksheets in one workbook.

Function Bar

Row Column

Cell

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Navigating within a worksheet When you work with the keyboard, it will give you more control and work more efficiently.

Navigation keys (right, left, top or down)

Navigation keys move one cell in a worksheet.

Page Up Scrolling the document up one screen in a worksheet.

Page Down Scrolling the document down one screen in a worksheet.

Home

Moves to the beginning of row in a worksheet

CTRL + Home

CTRL (control) and HOME keys will take you back to the beginning of the spreadsheet (A1).

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CTRL + End

CTRL (control) and END keys will bring you to the last cell with data (the bottom right corner of worksheet).

CTRL + RIGHT arrow key

CTRL (control) and RIGHT navigation keys will bring you to the last cell of the row.

CTRL + DOWN arrow key

CTRL (control) and DOWN navigation keys will bring you to the last cell of the column.

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Selecting a cell When you select a cell with your mouse, remember to mouse over the centre of the cell rather than the edge of it.

Correct

Incorrect

Tip Your mouse cursor should be the Selection pointer – a thick white cross sign.

When you have four arrows and pointer, it will move the cell, i.e., dragging and dropping cell(s).

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Entering data

ENTER

The cell below becomes the active cell.

TAB

The cell to the right becomes the active cell.

F2 to edit the cell

After you type something in the cell and want to edit it, select it and press the F2 key to edit the cell. Your cursor will be put at the end of the figure/text. Or you can click on the cell you wish to edit and click in the formula bar and edit the contents of the cell Or you can double click in a cell

Do

wn

To the right

The cursor will be placed at the end of the figure.

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Highlighting an Area and then typing with the TAB key 1. Select the area where you are going to enter data

2. Type the first data in the cell (B2)

3. Press the TAB key which brings you to the next cell (the active cell goes to the cell C2)

4. Keep tabbing as you type.

TAB moving

Tips:

This is only useful if you have a certain area where you are expecting to input some data, eg. Timetable, data

table. You can keep typing until the last cell.

If you make any mouse actions, e.g. click anywhere on the spreadsheet, you will lose the highlighted area. In that case, you have to go back to step 1.

Pressing the SHIFT and TAB key together will bring you back to the previous cell within the highlighted area.

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AutoFill working with fill handle Remember to use the Fill Handle if you are repeating the same function. 1. Perform the calculation (eg. Place the result in the cell, G2) 2. Click and Drag the Fill Handle at the bottom right corner of the cell (eg. G2). (When you mouse over the

corner, the cursor changes to a black cross sign.)

3. The result appears.

(Formula view version)

Click and drag the fill handle

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Selecting a large area of data

This is useful when you are dealing with a large area of data and you cannot see all of the data on the screen. You have to scroll down to the bottom. When you wish to select large amounts of data using the mouse, you could go over the border and lose control of your mouse.

1. Select the top left cell where the data starts

2. Scroll down to the last data entry (but don’t click anywhere yet!)

Last line

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3. Keep holding the SHIFT key

4. Click the last data entered cell with your mouse (still holding the SHIFT key at this point)

5. Release your mouse and SHIFT key

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Other Keyboard Shortcuts to help select large amounts of data CTRL + Home

CTRL (control) and HOME keys will take you back to the beginning of the spreadsheet (A1).

CTRL + Shift + End

CTRL (control) and END keys will bring you to the last cell with data (the bottom right corner of worksheet).

CTRL + Star

CTRL (control) and Star will select all cells that contain data in the worksheet.

Basic format in cells Cell alignment

1. Select a cell, cells, column or row that you wish to apply alignment 2. Click on the options within the Alignment group on the Home tab. There are several options for

alignment of cell contents:

Top Align: Aligns text to the top of the cell Middle Align: Aligns text between the top and bottom of the cell Bottom Align: Aligns text to the bottom of the cell Align Text Left: Aligns text to the left of the cell Center: Centres the text from left to right in the cell Align Text Right: Aligns text to the right of the cell Decrease Indent: Decreases the indent between the left border and the text Increase Indent: Increase the indent between the left border and the text Orientation: Rotate the text diagonally or vertically

*

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Wrap text in cell

1. Select the cell or cells where you wish text to be wrapped.

2. Click on the Wrap text within the Alignment group on the Home tab.

3. Done!

Merge & centre

Merging cells is often used for headings or titles. The quick way to merge two or more cells and centre the text is to use the Merge & Centre button on the Alignment group of the Home tab.

The four choices for merging cells are:

Merge & Center: Combines the cells and centres the contents in the new, larger cell Merge Across: Combines the cells across columns without centring data Merge Cells: Combines the cells in a range without centring Unmerge Cells: Splits the cell that has been merged

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Working with multiple worksheets

Microsoft Excel You can have up to 256 worksheets within the same workbook (file), and each new file automatically contains 3 worksheets.

Viewing all tabs

When you have many worksheets, some of them are hidden by the horizontal scroll bar. Use the button at the left bottom corner of the worksheets to view hidden ones.

Or Stretch out the horizontal scroll bar at the bottom right corner of the worksheet.

1. Mouse over the border of the scroll bar and tab. 2. Hold the mouse down when the cursor becomes

3. Drag it out to the right.

Move to the first worksheet

Move to the last worksheet

Move to the previous worksheet

Move to the next worksheet

Keyboard shortcuts to move between the worksheets are:

Move to previous sheet

Move to next sheet

Horizontal scroll bar

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Inserting a new worksheet

1. RIGHT click on a worksheets > Insert

2. Click OK (Worksheet is selected as default)

Or, Home > Insert > Insert Sheet

Deleting a worksheet

RIGHT click on a worksheet > Delete Note: Keyboard shortcut for Insert Worksheet Shit +F11

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Or, Home > Delete > Delete Sheet

Naming the worksheets

1. RIGHT click on the worksheet 2. Click on Rename 3. Enter the new name 4. Press ENTER key to complete renaming.

1. Double click on the worksheet tab to rename 2. Enter the new name 3. Press ENTER key to complete renaming.

OR

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Moving a worksheet – Drag and drop

1. Click the tab of the sheet to be moved 2. Drag the selected tab to a new location

Copying a worksheet (a quick way)

1. Click the sheet tab to be copied 2. Hold the CTRL key down 3. Drag the sheet to a different location. 4. Release the mouse button 5. Release the CTRL key.

Insertion Marker

Mouse Pointer

Tip: When copying, a plus sign will appear in the worksheet picture of the mouse pointer

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Moving/Copying a worksheet - Different workbook (file)

1. RIGHT click on the worksheet 2. Choose Move or Copy 3. Click on the To book drop down box 4. Choose the workbook name 5. Click on the OK button

Selecting continuous sheets

1. Click the first sheet tab to be included in the group 2. Hold the SHIFT key down and click on the last tab to be

included.

Selecting non-continuous sheets

1. Click the first sheet tab to be included in the group 2. Hold the CTRL key down and click on each tab to be

included.

Grouping worksheets is a quick way of moving, copying, inserting and deleting tabs in some cases For example, you can insert more than one tab at the same time if you use this tip!

Click here to choose a different workbook to move or copy

Tick this box if you want to copy

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Dragging & dropping cells

Microsoft Excel This is a quicker way to move a group of cells, rather than cutting and pasting cells to the new location within the same spreadsheet. 1. Highlight the cells to be moved

2. Mouse over on the outer borders of the selected block. The mouse cursor should change to a 4-way arrow ( ).

3. Drag the block out to the new location

Tip: Quick Cells Copy!

Hold the CTRL key and you will see plus sign will come up next to the mouse cursor. . Then drag the block of cells. This will quickly make a copy of the data.

An outline of the cells will move with you!

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Inserting & deleting row and column

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Inserting a new row

1. Click on the row number below where you wish to insert a new row 2. RIGHT click > Insert 3. Done

Tip Don’t click on the cell. You need to click on the row number on the left side. Your mouse cursor changes to a thick black arrow.

Tip RIGHT click on the shadow part, not on empty cells.

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Deleting a row 1. Click on the row number that you wish to delete

2. RIGHT click > Delete 3. Done

Tip Don’t click on the cell. You need to click on the row number on the left side. Your mouse cursor changes to a thick black arrow.

Tip RIGHT click on the selected area, not on empty cells.

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Inserting and deleting a column Perform exactly the same as you do for row but click on the column heading. Your mouse cursor changes to a thick black arrow.

Tip: Inserting / Deleting multiple rows or columns at once – QUICKER & EASIER!!

1. Select multiple rows / columns 2. Insert

e.g. If you wish to insert 5 new rows at once, first select 5 rows and then insert rows.

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Tip: Deleting multiple non-sequential rows or columns at once

1. Select multiple non-sequential rows / columns 2. Hold CTRL key and select rows/columns to be deleted

e.g.) If you wish to delete row 2-3,5-6, and 8 at once, first hold CTRL key and click those 5 rows and then delete them.

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Adjusting the row / column width and height

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Resizing a single column width 1. Place your cursor over the dividing line, i.e., between column headers

2. Click and drag the dividing line.

3. Release your mouse

Resizing multiple columns simultaneously 1. Select columns that you wish to alter (click on the column header)

2. Click and drag one of the selected columns’ header

Tip

Your mouse pointer should become (Resize Column shape).

Tip When you double click in the same spot (the right edge of the column), it will fit to the longest text in any cell in the column.

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3. Release your mouse when you reach the desired column width.

Resizing multiple columns to fit individual cell contents - AutoFit Selection 1. Select columns that you wish to fit the column size according to the cell contents

2. Home > Format

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Done!

Resizing Row or Columns Numerically To adjust the size of Rows or Columns numerically right click on the row or column and select Row Height or Column Width, enter desired value in window. You can also select multiple Rows or Columns to adjust multiple cells height or width at once. Note: if the Row Height or Column Width box is empty the current selection contains different values, enter a value to make the cell sizes uniform.

Note: Column width fit to the longest text in the column

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Format painter

Microsoft Excel The format painter is a very useful tool! It appears in most Microsoft Office applications such as Word and PowerPoint. It copies the formatting (font size, font colour, font style, borders, shadows, alignments, AutoShape etc...) and applies it to the next text or object you click.

1. Select the cell that you want to copy the format from.

2. Click on the Format Painter on the tool bar (Your mouse pointer will look like a paint-brush and the cell border will have a running marquee.)

3. Click the cell that you want to apply the format to

Format Painter

Flashing dots are called Running Marquee.

Paint-brush

Tip If you are going to perform more than one block of cells to format, double-click on the Format Painter icon at the Step 2. It will retain the formatting until you click on the Format Painter icon once again or press the ESC key on the keyboard.

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Example Questions Q1 Open “Q1.xlsx” Choose the whole table by holding “shift” key Click “Format as Table” on the Home tab Add a new column called “Population (million) (2010 estimates)” to the right of the “Population (million) (2005 Estimates) column Find the entry of New Zealand and complete the record by using the information below:

Q2 Open “Q2.xlsx”, choose worksheet “31 Mar”. Calculate the totals for each category (in blue) Hint use Auto Sum. Complete the weekdays and total by using auto fill. Create a new excel workbook called “Stats 2009” under same folder Copy “31 Mar” worksheet from “Q2.xlsx” workbook to “Stats 2009” workbook Rename “31 Mar” worksheet to “Wk4Mar2009”.

Continental Region

Country Population (million) (2010 estimates)

Population (million) (2005 estimates)

No. of native spoken languages

Main Spoken Languages/Language Groups (with estimated % of first language speakers if over 10% of population)

Languages with official status

Languages with national or regional status

Oceania New Zealand

4.3 4.0 <10 English (80%), Maori English (de facto), Maori

Niuean, Tokelauan

Microsoft Excel I - Massey University

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