TUTORIAL 1GETTING STARTED WITH EXCEL

EXCEL

Understanding Spreadsheets

Spreadsheet – A collection of text and numbers laid out in a rectangular grid

Exploring the Excel Window

Workbook – spreadsheet fileWorkbook window – where contents of a

workbook are shownActive workbook – workbook currently being

usedSheets – make up a workbook

Worksheet – contains data in rows and columns Chart sheet – contains an Excel chart

Excel Window Continued -

Sheet name identifies each sheetSheet tabs – where sheet name is displayed,

lower left corner of workbook windowActive sheet – currently on the window and

sheet tab is white

Layout of Workbook

Columns – Run vertically on the worksheet Column headings begin with a letter

Rows – Run horizontally on the worksheet Row headings begin with a number

Cell – intersection of a Column and a Row Cell is identified by a cell reference Ex: B6

Layout - continued

Active Cell – Cell you are working in Outlined with a thick border

Name Box – displays the cell reference for the active cell appears

Navigating a Worksheet

↑, ↓, ←, → Up, down, left, or right one cellHome To column A of the current rowCtrl + Home To cell A1Ctrl + End To the last cell in the worksheet

that contains dataEnter Down one row or start next row of dataShift + Enter Up one rowTab One column to the rightShift + Tab One column to the leftPage Up, Page Down Up or down one screenCtrl + Page Up, To the previous or next sheet

Ctrl + Page Down in the workbook

Entering Text, Numbers, and Dates in Cells

Data entry appears in two locations Within the active cell Within the formula bar

Formula bar – Displays the contents of the active cell Shows formulas used to create calculated values

Continued

Three categories of data Text data – combination of letters, numbers and some

symbols Number data – numerical value used in a

mathematical calculation Date and time data – common formats for date and

time

Text – left-aligned in cellsNumbers, dates, and times are right-aligned

in cells

Entering Text

Select cell to make activeKey dataPress tab key to move to next cellPress enter to move down to next row

If text is larger than a cell, text spills into next cell if empty

If cell contains data, data is cut off or truncating (complete text is entered, but not displayed)

Entering Multiple Lines of Text Within a Cell

Click cell to make activeType first line of textPress Alt + Enter key and type text

Called Wrapping Text within a cell

Entering Dates

Different standard formats for dates 4/6/2010 4/6/10 4-6-2010 April 6, 2010 6-Apr-10

Entering Numbers

Can be integers, decimals, or negativesCan include Percentage (%) or currency ($)

symbolsNumbers are right-aligned in the cellIf the number exceeds the cell width,

##### appears for the truncated numeric value

Increase column width to see entire number

Working with Columns and Rows

Columns and rows come with a default width and height

Column and row size may be changed to accommodate text entered into them

Column width and height – determined by number of characters the column can contain. Measured in Pixel – single point on a computer monitor or printout Points – font size of characters.

1 point = 1/72 of an inch

Inserting a Column or Row

Inserting a new column – shifts the existing columns to the right and inserts the new column to the left

Inserting a new row – shifts the existing rows down and the new row is inserted above

The inserted rows are the same width and height and the adjacent column or row

Insert button is found on the Home Tab in the Cells group

Right click a column or row heading and click Insert on the short-cut menu

Deleting and Clearing a Row or Column

2 ways to remove data Clearing – Removes the data but leaves the blank cells

To clear contents – right click on column or cell and choose clear contents from short-cut menu

Deleting – Removes both the data and the cells To delete rows or columns – use the delete button in the

Cells group on the Home tab

SESSION 1 .2

Working with Cells and Cell Ranges

Working with Cells and Cell Ranges

Cell range or range – a groups of cellsAdjacent range – single rectangle block of

cells EX: A1:G5 (Range Reference)

Nonadjacent range – consists of two or more distinct adjacent ranges EX: A1:A5;F1:G5 (Range Reference)

Cell Ranges can be selected with the mouseHold down the CTRL key to select

nonadjacent ranges

Moving and Copying a Cell Range

Drag and DropSelect the cell or range you want to move or

copyMove mouse pointer over border of the selection

until the pointer changes shapeClick border and drag to new location to moveTo copy (click border, hold down the Ctrl key, and

drag to new location) and releaseOR

Home tab, Clipboard group, click Cut or Copy Button, select new cell, click Paste button

Working with Formulas

Calculations are added to a worksheet using formulas and functions

Formula – an expression that returns a valueFormulas begin with an equal sign (=)Operators (arithmetic operators) performs

addition, subtraction, multiplication, division, and exponentiation EX: = A2 + A4

Formulas - continued

Order of precedence – determines the sequence in which operators are applied Parenthesis Exponentiation Multiplication Division Addition Subtraction

Operators with the same level – begin at the leftmost side

Entering a Formula

Click the cell in which you want the formula to appear

Type = and an expression that calculates a value using cell references and arithmetic operators

Press the Enter key or press the Tab key to complete the formula

Copying and Pasting Formulas

Excel adjust the formula’s cell references to reflect the new location of the formula in the worksheet

Does not copy the value of the cell

Introducing Functions

Function – A named operation that returns a value

Used to simplify formulas300 different functionsUse the Sum button (also called AutoSum)Use Sum Button to insert a function (Σ)

SUM AVERAGE COUNT MINIMUM VALUE MAXIMUM VALUE

Working with a Worksheet

Workbooks come with three worksheetsWorksheets are separate pages of a workbookLabeled as Sheet 1, Sheet 2, Sheet 3 on the

sheet tabsWorksheets can be added or deleted

Working with a Worksheet - continued

To insert a new worksheetRight-click a sheet tabClick insert on the shortcut menuSelect a sheet typeClick the OK buttonInserted to the LEFT of the active

sheet

Working with Worksheets - continued

To delete a worksheetRight-click the sheet tab, click delete

on the Shortcut menuOR

Click delete button arrow in the Cells group on the Home tab, then click Delete Sheet.

Renaming a Worksheet

Double-click the sheet tabType a new name for the sheetPress the enter keySheet names no longer than 31 characters including spaces

Moving and Copying a Worksheet

Most important worksheets first (leftmost sheet tabs)

Least important worksheets at the end (rightmost sheet tabs)

To move, click and drag the sheet tab to a new location

To copy, hold Ctrl key as you drag the sheet tab to new location

Editing your Work

Editing mode – edit the contents of a cell

3 ways to enter editing modeDouble-clicking the cellSelecting the cell and pressing the

F2 keySelecting the cell and click in the

formula bar

Changing Worksheet Views

3 Ways Normal View – shows content of the worksheet Page Layout View – Shows how the page will appear

on the page or pages sent to the printer Page Break Preview – Displays the location of the

different page breaks within the worksheet

Working with Portrait and Landscape Orientation

Portrait Orientation – Page is taller than it is wide

Landscape Orientation – the page is wider than it is taller

Change Orientation

Page Layout TabPage setup group, Orientation button, click

Landscape

Viewing and Printing Formulas

Switch to Formula View Displays formula instead of values Click the Ctrl + ~ (tilde key)

Scaling – Forces the contents to fit on a single page