Excel Beginning 07

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Excel 2007
Introduction to Excel
Academic Information Services
OVERVIEWOFTHEEXCELENVIRONMENT.............................................................................................................................4
AbouttheTabbedRibbons.................................................................................................................................................5
AccessingMoreOptions.....................................................................................................................................................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(ORROW)WIDTH..............................................................................................................................14
UsingtheGroovetoAdjustWidth....................................................................................................................................14
SpecifyanExactWidth......................................................................................................................................................14
The######SymbolsInCells.............................................................................................................................................14
RoundingandUnformattedCells......................................................................................................................................14
EQUATIONS...........................................................................................................................................................................15
EquationsTheBasics.......................................................................................................................................................15
MarshallSchoolofBusiness
WayneWilmeth
ExcelBeginning_07.docx
10/3/08
Page1of44
FormulaExamples.............................................................................................................................................................15
StandardMathematicalOperators(inorderofoperation)..............................................................................................15
EXERCISE1:
USINGBASICFORMULAS..............................................................................................................................16
NoteaboutRelativeReferencing......................................................................................................................................17
ABSOLUTEADDRESSES..........................................................................................................................................................19
AbsoluteAddressing.........................................................................................................................................................19
OverviewofAbsoluteAddresses......................................................................................................................................20
USINGFUNCTIONS................................................................................................................................................................22
Example:
UsingtheSum()Function.............................................................................................................................22
MoreFunctions.................................................................................................................................................................23
THEFUNCTIONLIBRARY........................................................................................................................................................25
TipsonWorkingwithFunctions........................................................................................................................................26
INSERTING/DELETINGENTIRECOLUMNSANDROWS........................................................................................................27
InsertingEntireColumns...................................................................................................................................................27
InsertingEntireRows........................................................................................................................................................27
DeletingEntireColumns/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
UsingPrintPreview...........................................................................................................................................................36
MakingYourDataFitonaPage........................................................................................................................................37
PrintingaSpecificArea.....................................................................................................................................................38
PrintingNonAdjacentAreas.............................................................................................................................................38
HidingColumnsorRowsfromtheSpreadsheetandthePrintout...................................................................................39
UnhideColumns/Rows....................................................................................................................................................39
WorkingwithPageBreaks................................................................................................................................................40
WayneWilmeth
10/3/08
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SetPageOrder..................................................................................................................................................................41
UsingPageBreakPreviewtoSetPageBreaks..................................................................................................................41
CenteringDataonthePrintedPage.................................................................................................................................42
PrintGridlinesand/orRowNumbersandColumnLetters...............................................................................................42
RepeatingColumnorRowTitles.......................................................................................................................................43
HeadersandFooters.........................................................................................................................................................44
WayneWilmeth
10/3/08
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OVERVIEWOFTHEEXCELENVIRONMENT
TheimagebelowandthenextfewpageswillgiveyouanoverviewoftheExcelenvironment.
QuickAccessToolbar
Thisisacustomizabletoolbar.
Tabs/Ribbons
Clickatabtoviewitsribbonofcommands.
MSButton
ContainsSaveAs,
Print,Options,
Open,Close,etc.
SelectAll
Selectsallcellsonthe
currentsheet.
Mostofyourworkwilltake
placeinthesmallboxes
knowasCells.Thecell
gridismadeupof1,048,576
rowsby16,384columns.
FormulaBar
Allowsyoutoviewandedittheformulawhose
answerisdisplayedintheselectedcell.
CellAddressBox
Acellsaddressismadeupofits
columnletterandrownumberin
thatorder.Thecurrentposition
ofthecursorisalwayslistedhere.
SheetTabs
Thetabsatthebottomcontainmoresheetsofcellsallofwhicharepart
ofthesamefile.Youcanaddasmanysheetsasyourcomputers
memorywillallow.Usethearrowstoscrolltotabswhicharecreatedbut
notcurrentlyvisible.
ChangeViews
Clicktochangeviews.
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10/3/08
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Zoom
Zoominandoutofthegrid.
AbouttheTabbedRibbons
Commandsareorganizedintoribbonsandaribbonisaccessesbyclickingitstab.UnlikeolderversionsofExcel,
youcannotaddorremovebuttonsfromaribbon;however,youcancustomizetheQuickAccesstoolbar.
ChangingRibbons
Clickatabtoviewadifferentsetofbuttons.
SpecialTabs
Whenyouclickcertainobjectssuchaschartsorpivottables,new
tabswillappearwhichpertaintotheobjectyouselected.Ifyou
doubleclicktheobjectthetabwillappearanditsribbonwill
display.
Clickthe
Microsoftbutton
intheupperleft
todisplaythis
menu
HidingtheRibbon
Ifyoudoubleclickatab,itsribbonwilldisappear,makingmore
roomforthegrid.Theribbonwilltemporarilyreappearwhenyou
clickitstab.
Ifyoudoubleclickahiddenribbonstabagain,theribbonwill
remainvisible.
WayneWilmeth
10/3/08
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QuicklyBrowseThroughTabs
Ifyouhoveryourmousewithintheribbonareaandspinyourmousewheel,youcan
quicklyscrollthroughthetabs.
SplitButtons
Somebuttonshavetwo
halves.
Thetophalfexecutesits
mostcommonlyused
command.
Itsbottomhalfbringsup
alistofoptions.
AccessingMoreOptions
Somesectionsonthe
ribbonhaveaMore
arrowwhichwillbringupa
windowwithmoreoptions.
RightClickforQuickCommands
IfyourightclickanareaorobjectinExcel,youwillgetapopup
menuandusuallyasmallformattingtoolbar.Thepopupmenu
commandswillchangetoreflecttheareaortypeofobjectyou
rightclicked.
KeyboardShortcuts
Mostshortcutkeysstillwork(forexample,Control+Ssaves).
HoweverifyouusedtonavigatethemenubypressingtheALT
key,thelettersornumbersyouhavetopressnowwillbea
differentsequence.
WayneWilmeth
10/3/08
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TheQuickAccessToolbar
ThisistheonlycustomizabletoolbarinExcel.Youcanaddand
removebuttonsfromitandifdesired,moveitslocationtobelowthe
ribbonratherthanabove.
AddingButtonstotheQuickAccessToolbar
ThereareseveralmethodsofaddingbuttonstotheQuickAccessToolbar:
Rightclickanybuttononanytabandselect
AddtoQuickAccessToolbar.
or
Clickthedropdownarrowonitsrightand
thenclickthecommandyouwishto
appearonthetoolbar.Clickitagainto
removethecommand.
Toviewallavailablebuttons
andorganizetheQuick
AccessToolbar:
a. Rightclickanybutton.
b. ClickCustomizeQuick
AccessToolbar.
c. Selectaniconfromthe
listthenclicktheAdd
button.
d. Organizethetoolbarby
usingtheup/down
arrows.
ToRemoveButtonsfromtheQuickAccessToolbar
1. Rightclickthebuttontoberemoved.
2. SelectRemovefromQuickAccessToolbar.
MovetheQuickAccessToolbarBelowtheRibbon
Thiswillgiveyouroomformorebuttons
withoutcuttingoffyourfileonthetitlebar.
1. RightclickanybuttonontheQuickAccess
Toolbar.
2. SelectShowQuickAccessToolbarBelow
theRibbon.
WayneWilmeth
10/3/08
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NAVIGATION
Thissectioncoversvariousmethodsavailableformovingthecursoraboutonthegrid.Itincludesbothusingyour
keyboardandthemouse.
ActiontobePerformed
Movethecursortoanother
cell:
PlacethecursorincellA1:
Movetotheleftmostcolumn
inarow.
Gotoaspecificcell:
Move25rowsup/down:
Moveonescreenleftorright:
Movebetweensheets:
Shiftthescreentodisplaythe
activecell.(Theactivecellis
thecellwherethecursoris)
UsingtheKeyboard
Usingthemouse
PresstheUp/Down,Left/Rightarrowson Clickinthecellyouwishtogoto.
yourkeyboard.
CONTROL+HOME
ClickincellA1
HOME
PressF5,typethecelladdresstogoto
andthenpressEnter.
Clickinthecellcontentsindicator
(upperleftofscreen),typethecell
addresstogotoandpressEnter.
PAGEUPmovesthecursorup25rows.
PAGEDOWNmovesthecursordown25
rows.
ALT+PAGEUPmovesthecursorone
pagetotheleft.
ALT+PAGEDOWNmovesthecursorone
pagetotheright.
CONTROL+PAGEUPtogoonesheetto
theleft.
CONTROL+PAGEDOWNtogoone
sheettotheright.
Usetheverticalscrollbarattheright
sideofthescreen.
Usethehorizonalscrollbaratthe
bottomofthescreen.
Clickonthenameofthesheetyou
wishtogoto.Usethearrowsinthe
lowerleftcornertoscrolltosheetsnot
currentlyvisible.
CONTROL+BACKSPACE
Thisisusefulwhenyouhaveusedthescrollbarstoshiftthescreenandyouwishto
returnthescreentodisplaytheactivecell.
JumptotheTop/BottomofaList
Thisisaquickmethodtomovethe
cursortothetoporbottom,leftor
rightsideofalist.
a. Clickanywherewithinthelist.
b. HoldCONTROLandthentapthe
LEFT,RIGHT,UP,orDOWNarrow
dependinguponthedirectionyou
wishtogo.
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10/3/08
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ENTERINGDATA
Datatypedintoacellfallsintooneofthreecategories:Labels,Numbers,andFormulas.
LABEL:
Anycellthatstartswithtextisalabelcell.Inmostcases,youcannotperformmathematical
operationswithlabelcellsalthoughsomefunctionssuchasCountA(),textfunctionssuchas
Left(),Right(),andBooleanfunctionssuchasIf(),aredesignedtoworkwithlabelcells.
NUMBER:
Acellisconsideredtobeanumbercellwhenitcontainsonlynumbersordates.(Notethat$,
%,and,areallowedbecausetheyareformattingcharacters.)
FORMULA: Whenacelldisplaystheanswertoanequation,itisconsideredaformulacell.Formulasalways
beginwithan=signandcancontainnumbers,cellreferences,functions,andrangenames.
BasicStepsforEnteringData:
a. Placethecursorintothecellthatwillcontainthedata.
b. Typethedata.
c. Onthekeyboard,pressENTERorTAB.
Whenconstructingaspreadsheet,enterdatathatyouwishtoperformmathematicaloperationsonintoseparatecells.
INCORRECTThenumbersaremixedinwithlabels
soyouwillnotbeabletousetheminequations.
CORRECTThenumbersareisolatedsoyouwill
beabletousetheminequations.
WordWrapTextinaCell
Thereareacoupleofmethodsyoucanusetowordwraptextwithinacell.
ALT+ENTERwillwraptextwithinthecell.Thismethodisusefulwhenyouwishtocontrolexactlywhereina
sentencewrappingtakesplace.
Formattingcellstowrap.Thismethodallowsyoutoformatmultiplecellssimultaneouslytoallowwrapping.
Wherethesentencewrapsdependsuponthewidthofthecolumn.Itisfoundunder:HomeAlignment
TheNumberPadandNumLock
ThestandardWindowskeyboardcontainsapadwhosekeyshaveboth
numbersanddirectionalsymbolsonthem.Tospecifywhetherakey
willtypeanumberorcauseadirectionalmovement,youwillneedto
usetheNumLockbutton.
WhenNumLockispressed,thepadwillproducenumbers.
WhenNumLockisnotpressed,thepadwillproduceadirectional
movement.
Notethatmostkeyboardsrepeatthedirectionalarrowsnexttothe
numberpad.Thisallowsuserstousethenumberpadstrictlyfor
numbersandtheadditionalpadfordirectionalmovement.
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10/3/08
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DELETINGDATA
Toerasethecontentsofacell:
1. Placethecursorinthecelltobedeleted.(Noteyoucanalsohighlightmultiplecells.)
2. PressDELETEonyourkeyboard.
REMOVINGFORMATTING
ToremoveanyformattingyouorExcelhasappliedtoacell,followthestepsbelow:
1. Selectthecell(s)whoseformatyouwishtoremove.
2. ClicktheHometab.
3. ClicktheClearbuttonandthenselectClearFormatsfromthelist.
EDITINGCELLS
Whenacellcontainssomethingthatneedstobemodified,ratherthandeletingthecellandretypingallofthe
information,youcansavetimebyeditingspecificcharacterswithinthecell.
BasicStepsforeditingacell:
ActivatingEditMode:3Methods:
a. Selectthecelltobeedited.
TherearethreewaystogointoEditMode:
b. ActivateEditmodeandmakeyourchanges.(Seetotheright)
PressingF2onthekeyboard.
c. PressEntertokeepyourchangesorpressEscapetothrowaway
Doubleclickingacell.
yourchangesandgetoutofeditmode.
ClickingintheFormulaBar.
UsingtheFormulaBartoEditCells
Forlengthyformulas,theformulabarisoftenthepreferredmethodofeditingbecauseyoucanmoreeasilyexpanditto
viewtheentireformula.
ClicktheExpandbuttonto
expandtheareavertically.
Dragthecircletoexpandtheareahorizontally.
UsingF2toToggleBetweenPoint&EditModewhileEditing
Whentypingaformulainacell,ifyoutapakeyboardarrowtogobackandmakeachange,Excelautomaticallygoesinto
Pointmodeandbeginsinsertingthecurrentcelladdressintotheformula;toavoidthis,pressF2onyourkeyboard
priortotapinganarrowkey.F2togglesyoubetweenPointandEditmodewhiletypingaformulaorinEditmode.
WayneWilmeth
10/3/08
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USINGESCAPE&UNDOTOGETOUTOFTROUBLE
Bothofthesecommandscangetyououtoftrouble.
ESCAPE
PresstheESCAPEkeywhenyouseemtobecaughtinaloopoferrormessages,thespreadsheetseems
tobefrozen,orneedtobackoutofEditmode.
UNDO Eachtimeyoupressthisbutton,Excelwillreversethelastthingyoudid.Youcanreverseupto100
actionsduringthecurrentsession.YoucanalsopressCONTROL+Ztoundo.
SELECTINGMULTIPLECELLS
ManytasksperformedinExcelrequirethatyouselectmultiplecells.Thesemightinclude:formattingcells,deletinga
rangeofcells,printingaspecificarea,creatingcharts,movingcells,etc.Boththekeyboardand/orthemousecanbe
usedforselectingmultiplecells.
UsingtheKeyboardtoHighlightCells(UsingSHIFTtoAnchor)
Thekeyboardisusuallypreferredoverthemousewhentheareaneededtobehighlightedextendstoareasnot
currentlyvisibleonthescreen.Typically,holdingdowntheSHIFTkeyonthekeyboardtoanchorthecurrentposition
andthenusingoneofthenavigationalkeysdiscussesearlierwillgetthejobdone.Someofthemorecommonlyused
combinationsarelistedbelow.
Effect
Keystrokes
Highlightsfromthecurrentpositioninthedirectionofthe SHIFT+anyARROWkey.
arrowyoupress.
Highlightfromthecurrentpositiontotheedgeofalist.
SHIFT+CONTROL+anARROWkeyinthedirectiontogo.
HighlighttherowfromthecurrentpositiontocolumnA.
SHIFT+HOME
HighlightablockfromthecurrentpositiontocellA1.
SHIFT+CONTROL+HOME
Highlightanentirelist.
SHIFT+CONTROL+*(Usethe*abovethe8)
Highlightanentirecolumn.
CONTROL+SPACEBAR
Highlightanentirerow.
SHIFT+SPACEBAR
Highlighttheentiresheet.
CONTROL+SHIFT+SPACEBARorCONTROL+A
Highlightnonadjacentcells.
HighlightthefirstrangethenholddownyourControlkey
whileusingthemousetohighlightthesecondrange.
SelectaList(AlladjacentCellswithData)
Thisisinthelistabovebutisworthrepeating.Whenthecursoriswithinatableofdata,
itwillinstantlyhighlighttheentirelist.
a. Placethecursorinanynonblankcellinitintheareatobehighlighted.
b. Onthekeyboard,press:Control+Shift+*
(Note:Usetheasteriskabovethe8,nottheoneonthenumberpad.)
UnHighlightCells
Todeselectmultiplehighlightedcellsdooneofthefollowing:
Clickinanydesiredcell.
Tapanyarrowonyourkeyboard.
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10/3/08
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UsingtheMousetoHighlightCells
Whenusingthemousetohighlightcells,youmustpaycloseattentiontowhereyourmouseisinrelationtoacellprior
toclickinganddragging.Ifyouarenotcareful,youwillendupcopyingormovingdataratherthansimplyhighlightingit.
Theplacementofthemouseinthecelldetermineswhatwillhappenwhenyouclickanddrag.
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.
SelectanEntireColumnorRow
Toselectanentirecolumnorrow,clicktherow
numberorcolumnletter.
Clickanddragacrossthenumbersorletterstoselect
multiplerowsorcolumns.
SelectAllCellsonaSheet
Toselectallcellsonasheet,clickonthegraysquarewhererow1andcolumnAintersect.
(OrpressControl+Aonyourkeyboard)
UsingtheMouse&KeyboardTogethertoHighlight
Thereareseveralwaystohighlightcellsusingthemouseandkeyboardcombinations.
HighlightingNonadjacentCells:
a. Click&dragtohighlightthefirstarea.
b. HolddowntheCONTROLkeyandkeepithelddown.
c. Click&dragtohighlightmorecells.
Click,thenShift+Click
ThismethodallowsyoutohighlightablockofcellsbypressingSHIFTthenclickingthe
mouse.
a. Clickinonecorneroftheblockofcellstobehighlighted.
b. HolddowntheSHIFTkeyandclickintheoppositecorneroftheblock.
WayneWilmeth
10/3/08
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THEAUTOFILLHANDLE
TheAutofillhandleisthesmallblackboxwhichappearsinthelowerrightcornerofaselectedcellorrange.Generally,it
isusedinthreeways:tocompleteaseriesorpattern,tocopycellcontents,andtoapplyaformulatoadjacentcells.
UseAutofilltoCompleteaKnownSeries
IfyouuseAutofillonacellcontainingthenameofadayor
month,Autofillwillautomaticallyentertheremainingdaysor
monthsinthesequenceforyou.
a. TypeanydayoftheweekinacellandpressEnter.
b. Clickcellyoutypedinabove.
c. DragitsAutofillhandleeitherdownortotheright.
TIPCreatingCustomLists
YoucancreateyourownlistseriesbyclickingtheOfficebuttonand
thenselecting:ExcelOptionsPopularEditCustomLists
UseAutofilltoCompleteaPattern
Ifyouneedanumber,date,orquartersequence,ifyougiveExcel
twoexamples,Autofillcancompletethesequenceforyou.
a. Typeinthefirsttwoentriesoftheseries.
b. Highlightbothentries.
c. Dragthehighlightedareasautofillhandledown(inthiscase).
NotethatpatterncompletionusingAutofillalsoworkswithdates
andfromlefttorightasshownbelow.
UseAutoFilltoApplyaFormulatoAdjacentCells
Asyouwillseelateringreaterdetail,youcanalsouseAutofilltocopyandapplyaformulatoothercells.Inthe
examplebelow,wetypedourformulaincellC2andthenuseAutofilltocopyittocellsC3&C4.
WayneWilmeth
10/3/08
Page13of44
ADJUSTINGCOLUMN(ORROW)WIDTH
Acolumnswidthcanrangefrom0to255charactersandthereareseveralmethodsofadjustingitswidth.
UsingtheGroovetoAdjustWidth
Thereareseveralmethodsavailabletoadjust
columnwidthusingthegroovebetweenletters.
Placeyourmouseinthegroovebetween
columnlettersandclickanddragleftorright
tothedesiredwidth.
Doubleclickthegroovetogojustwide
enoughforthecolumnswidestentry.
Ifyouwouldliketoresizeseveralcolumnsatonce,
highlightthecolumnlettersfirstandthendoubleclick
ordragthegroovebetweenanyofthehighlighted
columns.
Tosetallcolumnsonthesheettothesamesize,click
theSelectAllbuttonbeforeresizing.
SpecifyanExactWidth
Ifyouneedtosetacolumnorcolumnstoanexactwidth,youmaypreferthis
method.
a. Highlightthecolumnstobeaffected.
b. ClicktheHometab.
c. SelectFormatandthenColumnWidth.
d. Typeinawidth(0255)andclickOK.
The######SymbolsInCells
Ifpoundsignseverappearinyourcellsinsteadofnumbers,simply
widenthecolumnandyournumberswillreappear.#appearswhen
thenumbersaretoolongtofitinthecolumnscurrentwidth.Itis
actuallyagoodthingbecauseifitweretocutoffnumbersinsteadof
displayingpoundsigns,youmightthink5000isonly50.
RoundingandUnformattedCells
Untilyouformatyourcells(coveredlater),numeric
roundingwillbeafunctionofthecolumnswidth.
WayneWilmeth
10/3/08
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EQUATIONS
TherearetwotypesofequationsinExcel: FormulasandFunctions.*
Formulas
Theseareequationscreatedentirelybytheuserusingstandardmathematical
operatorsandprocedures.Forexample,thisformulawouldfindtheaverageofthe
numbersincellsA1throughA5:=(A1+A2+A3+A4+A5)/5 yields3.2
Notethatthiswouldalsowork:=(2+3+4+5+2)/5
Functions
ThesearepremadeequationswhichareprovidedbyExcelthatallowtheuserto
simplyplugdataintotheproperplaceintheequationwhileExceldoesfurther
mathematicalprocessing.Thepurposeoffunctionsistosavetheusertimeand
reducethelevelofexpertisenecessarytoarriveatmathematicalsolutions.
Forexample,thisfunctionwouldfindtheaverageofthenumbersincellsA1through
A5:=Average(A1:A5) yields3.2
EquationsTheBasics
AllequationsinExcel(formulasandfunctions)mustbeginwiththe=sign.
Anequationmayinclude:formulas,functions,numbers,celladdresses,rangenames,andmathematical&
comparisonoperators.
Formulasandfunctionscanbecombinedornestedintothesameequation.Forexample:=30/Sum(A1:A5)+G10
Itispreferabletocreateequationsbyusingcelladdressesratherthanthecontentsofthecell.Thisallowsyouto
updatethedatawithouthavingtoretypetheequationandtocopyequations.
FormulaExamples
BelowaresomeexamplesofformulasyoumightfindinExcel:
=(4+2)/3
=A5*1.3
=A5+C5+D5
=(A5+C5+D5)*.0775
=sum(a5:a8)/4
StandardMathematicalOperators(inorderofoperation)
Thefollowingmathematicaloperatorsareallowableinanequation.Theyarepresentedintheorderofoperationfrom
lefttoright.
Exponent
Multiplication
Division
Addition
Subtraction
Parenthesis
()
WhatisorderofOperation?
OrderofoperationsistheorderExcelprocessesdifferentpartsofanequationanditisbaseduponthemathematical
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.
WayneWilmeth
10/3/08
Page15of44
EXERCISE1: USINGBASICFORMULAS
Inthisexercise,wewilluseformulasandfunctionstocomputeouremployeespay.
1. OnafreshExcelworksheet,typethedatashownbelow.
WordWrap
Towordwraptextinacell,press
ALT+ENTERtomovethecursor
tothenextlineinacell.Then
continuetyping.Whendone
typing,pressENTER.
GettingtheOvertimeRate
Inthisstep,wewillcalculatethe
OvertimeRate.Atourcompany,
employeesgettimeandahalffor
overtimesoweneedtomultiply
theRegularRate(D6)by1.5.
2. ClickincellE6.
3. Type:=D6*1.5
4. PressEnter.
CopytheOvertimeRateFormula
Wealsowishtocalculatetheremaining
employeeOvertimeRates.Ratherthantyping
theformulaagain,wewillcopytheoneinE6to
E7,E8,andE9usingAutofill.
Notethatasyoucopy
down,Excelwilladjust
thecelladdressesusedin
theformulatoreflectthe
directionyoudrugthe
mouse.D6changesto
D7,D8,andD9.
5. ClickincellE6.
6. DragtheAutofillhandle
downtocellE9.
WayneWilmeth
10/3/08
Page16of44
CalculateGrossPay
GrossPayiscalculatedasfollows:RegularHours*RegularRate+OvertimeHours*OvertimeRate
7. ClickincellF6.
8. Type: =B6*D6+C6*E6andpressEnter.
CopytheGrossPayFormula
Again,ratherthantypingeach
employeesgrosspayformula,wewill
copySusans.Thistime,ratherthan
draggingtheAutofillhandle,wewill
doubleclickit(bothwork).
9. ClickincellF6.(SusansGrossPay.)
10. DoubleclicktheAutofillhandle.
NoteaboutRelativeReferencing
Ifyouarescratchingyourheadwonderingwhycopyingaformulaworks,thesecretisRelativeReferencing.
Essential,whenyouuseCopy&PasteorAutoFilltocopyaformula,Excelwillshiftcelladdressusedintheformula
toreflectthedirectionofthecopy.
VerticalCopyChangesRowNumbers
Whenyoucopyvertically,Excelupdates
therownumbers.Intheformulastothe
right,thecolumnletterremainsDbut
therownumberschange.
HorizontalCopyChangesColumnLetters
Whenyoucopyhorizontally,Excel
updatesthecolumnletters.Inthe
formulastotheright,therownumber
remains4butthecolumnletters
change.
WayneWilmeth
10/3/08
Page17of44
UsingaVariableCelltoCalculateTaxes
Nextwewishtocalculatehowmuchouremployeespayintaxes.Forsimplicity,we
willassume30%ofeveryonesGrossPaygoestotaxes.
Wecoulddothisasshowntotherightbyincludingthe.3intheequation:=F6*.3
WedidsomethingsimilartothiswhenwecalculatedtheOvertimeRate;however,
wewilltakeadifferentapproach.
Letsassumeweliveinsomestrangeunstablestatewherethetaxratechanges
daily.Whentheratechanges,wewouldhavetoeditourequationandthencopyit
downagaintoapplyittotheremainingemployees.Ratherthanusingthismethod,
wewilldothefollowing:
Wewillplaceourrateinacellbyitselfandtheninourequation,refertothecellsaddressratherthantheactual
rate.Thatway,allwehavetodoischangetherateinthevariablecell(B3)andallofourformulasusingthatcells
addresswillautomaticallyupdate.ThistechniqueiscalledusingaVariableCellandisoftenusedwhennumbers
andrateschangeconstantlysuchasinterestrates,exchangerates,etc.
11. ClickincellA3.
12. TypeTaxRateand
pressenter.
13. ClickincellB3.
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!
SeethenextpageforadiscussiononAbsoluteAddressesandhowtofix
thisproblem.
WayneWilmeth
10/3/08
Page18of44
ABSOLUTEADDRESSES
AswesawtwopagesagointheNoteabout
RelativeReferencing,thatwhenyoucopya
formulatoanewlocation,anycelladdressesin
thedestinationcellswillupdateinthedirection
ofthecopy.ThisisknownasRelative
Referencing.Forexample,intheimagetothe
rightwetypedthisformulaincellE6:=D6*1.5
Whenwecopieditdown,therownumbers
updatedtoD7,D8,andD9.
AbsoluteAddressing
Insomecasesyoumaynotwishthecellreferencestoupdatewhenyoucopyaformula.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).
WayneWilmeth
10/3/08
Page19of44
OverviewofAbsoluteAddresses
Belowaresomeguidelinesofwhentouseabsoluteaddresses.
Useabsoluteaddresseswhenyouarecopyingaformulaandyoudonotwantthecellreferencestochange.
Placethe$infrontofthecolumnletterorrownumberyouwishtolockin.
FunctionKey4(F4)willplacethe$incellsreferenceswhenineditordataentrymode.PressingF4repeatedlyshifts
wherethe$willappear.
Examples:
CopyingHorizontally:
Placethe$signinfrontofthecolumnletterwhencopyinghorizontally.Inthisexample,theformulain
cellB5iscopiedtotherightandcellB1isanabsoluteaddress.
CopyingVertically:
Placethe$signinfrontoftherownumberwhencopyingvertically.Inthisexample,theformulain
cellC4iscopieddownandcellB1isanabsoluteaddress.
CopyingVertically&
Horizontally:
Placethe$signinfrontof
boththerownumberandthe
columnletterwhencopyinga
formulabothverticallyand
horizontally.
Inthisexample,theformulain
cellD4iscopieddown,then
cellsD4:D6arecopiedtothe
rightonecolumn.
WayneWilmeth
10/3/08
Page20of44
CalculateNetPay
NetpayissimplyGrossPayTaxes.
25. ClickincellH6.
26. Type:=F6G6andpressEnter.
CopyNetPayDown
27. ClickincellH6.
28. DoubleclicktheAutofillhandleinH6tocopythe
formuladowntotheremainingemployees.
CalculateTotalGrossPay
WeneedaTotalGrossPay
becauseinthenextsection,we
willbeusingitinanequation.
29. ClickincellF10.
30. Type:=F6+F7+F8+F9
31. PressEnter.
Notewewilllookatafaster
methodtosumlater.
CalculatePercent
Inthissection,wewishtodivideeachemployeesGrosspaybytheTotalGrosspaytofindwhatpercentofthe
TotalGrosspayeachemployeereceives.NotethatweneedtomakeTotalGrosspay(F10)anabsoluteaddress.
32. ClickincellI6andtype:=F6/F$10andpressEnter.
33. ClickagainincellI6.
34. DoubleclickitsAutofillhandletocopytheformuladown.
Youshouldseeresultssimilartotheimageontheright.We
willcoverconvertingittoapercentlater.
WayneWilmeth
10/3/08
Page21of44
USINGFUNCTIONS
Upuntilnow,allofourequationshavebeenformulas.Wewillnowbeginusingfunctions.Functionsarebuiltin
formulasthatallowtheusertoplugcelladdressesornumbersintotheproperslotsofapremadeequationwhichExcel
willusetoarriveatananswer.Theirbenefitisthattheyaretypicallyshortertotypethanformulas.Excelhashundreds
offunctionsavailablewhichcoversuchtopicsasstatistics,trigonometry,engineering,etc.
Functionsareinthefollowingformat: =FunctionName(arguments)
Example:
UsingtheSum()Function
Earlier,wecalculatedTotalGrosspaybytyping:=F6+F7+F8+F9toarriveatoursolution.Thisisfineforjust4employees
butwhatifwehad500employees?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.
WayneWilmeth
10/3/08
Page22of44
MoreFunctions
Thespreadsheetbelow
coversafewmorefunctions
youmightfinduseful.
1. Createthelabelsshown
incellsA12throughA15.
Average()Function
Thisfunctionreturnsthe
averageofthenumbersinthe
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. PressEnter
Youshouldget4.
WayneWilmeth
10/3/08
Page23of44
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.
WayneWilmeth
10/3/08
Page24of44
THEFUNCTIONLIBRARY
TheFunctionLibrarycanbeusefulforbothlearningfunctionsandinsertingthem.
1. ClicktheFormulastabtoseethetoolbarshownbelow.
Selectacategorytoview
functionsbytheirtype.
Thisbutton
willinstantlytype
theselected
functionforyou.
Useyourmouse
tospecifywhich
cellsshouldbe
includedafter.
ClickHelptogetinstructionson
usingthehighlightedfunction.
fxThisbutton
allowsyoutobrowse
allfunctionsby
openingthewindow
above.Ifyouclickok
ontheselected
function,Excelwill
helpyoubuildit.
FunctionCategoriesThesearecategoriesoffunctions.Clickoneto
getalistoffunctionsinthatcategory.Clickafunctiontobringupits
argumentswindow(shownbelow).
Clickthecollapsebuttonstoviewtheworksheetandhighlightcell
addresses.
InsertFunctionis
alsolocatedon
theformulabar.
WayneWilmeth
10/3/08
Page25of44
TipsonWorkingwithFunctions
Belowaresomemethodsyoucanutilizetocreatefunctionsmorequickly.
AutoCompleteFunctions
Whenyoubegintypingafunction,Excelwillbring
upalistoffunctionswhichmatchthelettersyou
aretyping.Asyoucontinuetotype,thelistwillbe
narroweddown.
Youcantapyourdownarrowtohighlighta
functionandthenpressTABtomakeExcelfinish
typingthehighlightedoneforyou.
SyntaxTags
Asyoutypeaformula,Excelwilldisplaythesyntaxoftheformula.Itisalso
givingyousomeclues:
BoldTextFormultiargumentformulas,thetextinboldindicatesthe
sectionoftheformulayouarecurrentlyin.
[bracketedText]Bracketedargumentsareoptionalandcanbeleftoutif
desired.Forexample,withSum(),youmusthaveoneargumentbutcan
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.Thefirstsum()functiongetsanindividualstotalhours.Wethendividethatbythetotalhoursofall
employeeswhichis
calculatedbythesecond
Sum()function.Afterthat,
wemultipliedthesolution
by100.
WayneWilmeth
10/3/08
Page26of44
INSERTING/DELETINGENTIRECOLUMNSANDROWS
WhenyouinsertordeleteacolumnorrowinExcel,dataandformulaswillautomaticallyshifttoanewlocationandany
cellreferencesusedinformulaswillautomaticallyupdatetoreflectthenewlocation.Thisistrueforformulasusing
absoluteaddressesaswell.
InsertingEntireColumns
Whenyouinsertacolumn,thenewcolumnwillappearto
theleftofthecurrentcolumn.
Toinsertanewcolumn:
a. Rightclickanexistingcolumnletter.
b. SelectInsertfromthepopupmenu.
InsertingEntireRows
Whenyouinsertarow,thenewrowwillappearabovethecurrentrow.Aswith
insertingcolumns,formulaaddresseswillautomaticallyupdateshouldtheir
locationbeaffectedbytheinsert.Toinsertarow:
a. Rightclickanexistingrownumber.
b. SelectInsertfromthepopupmenu.
DeletingEntireColumns/Rows
Notethatwhenyoudeleteacolumnorrow,alldatainthatcolumnorrowisalso
deleted.Anyformulaaddressesaffectedbythedeletewillupdatetothenew
location.Todeleteacolumnorrow:
a. Rightclicktherownumberorcolumnletteroftheroworcolumntobedeleted.
b. SelectDelete.
WayneWilmeth
10/3/08
Page27of44
MOVINGCELLS
Becauseinserting/deletingcolumns&rowsaffecttheentireroworcolumn,youmayjustwishtomustmovecells.
Thereareseveralmethodsyoucanusetoaccomplishthis.Notethataddressesusedinformulaswillautomatically
updateforthemethodsshown.
CuttingandPastingthecells
DraggingtheCells
ShiftingCellsUsingInsert
MovingColumns/Rows
MoveCellsUsingCut&Paste
ThismethodutilizestheWindowsclipboardtocutandpastecellstotheirnewlocation.Itisausefulmethod
whenyourdestinationisnotneartheoriginallocationoronanothersheet.
a. Highlightthecellstobemoved.
b. ClicktheHometabandthenCut
.(Alternately,youcanpressCONTROL+Xonyourkeyboard).
c. Clickincellinthenewlocation.Theblocksupperleftcornerwillbelocatedinthecellyouselect.
(C5inthisexample).
d. ClicktheHometabandthenclickPaste.(Alternately,youcanpressCONTROL+Vonyourkeyboard).
MovingCellsUsingDrag&Drop
Forthismethodyousimplydragacellorblockofcellsbytheiredge.Itisusefulwhenthedestinationisnearthe
originallocation.
a. Highlightthecellstobemoved.
b. Grabtheedgeoftheblock.
Thissymbolwillappearwhen
yourmouseisinthecorrect
position.
c. Click&dragtheblocktothenew
locationandreleasethemouse.
WayneWilmeth
10/3/08
Page28of44
ShiftingCellsUsingInsert
Thismethodinsertsblankcellsinthelocationindicated,shiftinganyexistingcontentoutoftheway.Itcanshift
cellsrightordownandisusefulwhenyoujustwanttoshiftthecellsafewcolumnsorrowsfromtheiroriginal
location.Inthisexample,wewillshiftourdatatwocolumnstotheright.
a. Highlightanareawhere
blankcellswillbe
inserted.
(Inthisexample:
B5:C10.Everythingto
therightoftheblockwill
beshiftedtocolumnsto
theright.)
b. Rightclickwithinthe
block.
c. SelectInsert.
NotewearealsoincludingB10&C10.Ifwedidnt,theTotalGross
wouldnotshiftandwouldbetotalingtheRegularRateratherthan
theGross.
d. SelectShiftcellsright.
e. ClickOK.
Theblankcellsareinsertedintheareayouhighlightedandin
thisexample;anythingtotherightisscootedovertotheright.
WayneWilmeth
10/3/08
Page29of44
MovingColumns(orRows)
Ifyouneedmoveanentirecolumnorrow,onemethodisto
cutthecolumnandtheninsertthecutcells.Wheninserting,
thecolumnwillbeinsertedtotheleftofyourtargetcolumn
androwswillbeinsertedaboveyourtargetrow.
Inthisexample,wewishtoplacetheOvertimeRateadjacent
totheRegularRate.(OnRegularRatesleft.)
a. Rightclickthecolumnletterto
bemoved(E).
b. SelectCut.
c. Rightclickthecolumnletterwherethecutcolumnwill
beinsertedtotheleftof(D).
b. SelectInsertCutCells.
OTRateshouldnowbeadjacenttoRegRateonitsleft.
WayneWilmeth
10/3/08
Page30of44
FORMATTINGCELLS
Whenyouformatcells,youarespecifyingthewayacellscontentisdisplayed.Forexample,displayingdollarsigns,
commas,percentsymbolsonnumbers;aligningcontentinthecenterorleftofacell;changingacellscolor,etc.Itis
importanttounderstandthatyouarenotchangingtheactualdatainthecell,justhowExceldisplaysit.Ifyouclearthe
formattingyouhaveapplied,thedatawilldisplayasitdidpriortoapplyingtheformatting.Someofthemorecomplex
formattingoptionsareshownoverthenextfewpages.
MethodsofAccessingFormattingCommands
Thereareseveralwaysofaccessingformattingcommands.Mostareshownbelow.
RightClickforFormattingToolbar
Ifyourightclickcellsyouhavehighlighted,asmall
formattingtoolbarwillappear.Thiscontainsthemost
commonlyusedformattingoptions.
FormatCellsDialogueBox
Thisboxcontainsacompleteinventoryofall
formattingcommands.Youcanaccessitin
severalways:
RightclickacellandselectFormatCells.
PressingControl+Shift+F
Clickoneofthedialogueboxbuttonson
theHometab.
HomeTab
ThemostcommonlyusedformattingoptionsarelocatedontheHometab.
Font
Mostofthese
optionsarefor
formattingtext;
however,borders
andbackground
colorarealsohere.
Alignment
Usethese
optionsto
controlcell
contents
alignment,
rotation,and
indention.
Number
Usethese
optionsto
formatnumbers
withcommas,
dollarsigns,etc.
Styles
Theseare
combinations
offormatting
&conditional
formatting.
Cells
Mostof
thesearefor
either
column
widthortab
sheets.
WayneWilmeth
10/3/08
Page31of44
NumberFormatting
Thisincludesdisplayingnumberswithpercentsymbols,dollarsigns,commas,andthenumberofplacestodisplayto
therightofthedecimalpoint.
a. ClicktheHometab.
b. Highlightthecellstobeaffected
(Theymustcontainsnumbersorformulas).
c. Selectanumberformat.
Formorechoices,clickeitherthedialogue
boxbuttonorthedropdownarrow.
DecimalPrecision
Controlthenumberofplacestotherightofthedecimalpoint,
dothefollowing:
a. Formatthecellsusingoneofthenumberformats.
b. ClickeithertheIncreaseDecimalorDecreaseDecimal
buttonslocatedintheNumberareaoftheHometab.
FormatCellsDialogueBox
YoucanalsoopentheFormatCellsDialogueBoxbyclicking
MoreNumberFormats.
Thesecellswere
formattedas
Percentage.
Thesecellswere
formattedas
Currency.
ThesecellswereformattedasComma.
WayneWilmeth
10/3/08
Page32of44
Alignment
Thissectioncovershowtoalignthecontentsofacellwithinthecellandacross
multiplecells.Bydefault,Excelalignstextcellstotheleftandnumberandformula
cellstotherightwhichdoesnotalwayslookgoodsomostuserswillchangethe
alignmentofthetextcells.(Youcanchangethealignmentofnumbersbuttheir
decimalpointsmaynolongerlineup.)
1. ClicktheHometabtoseetheAlignmentbuttonsshownbelow.
TextAngle
Clickthedown
arrowtoselecta
textangle.
VerticalAlignment
Usethesebuttonstoalignthe
contentsofcellsvertically.
(Noteyoumayhavetowiden
yourrowwidthtoseeany
affect.)
WrapText
Wrapstexttoolongtoappear
inthecurrentcolumnwidth
onmultiplelines.
HorizontalAlignment
Usethesebuttonstoalignthe
contentsofcellshorizontally.
Increase/DecreaseIndent
Indents/UnIndentscontent
withinthecell.
FormattingDialogueWindow
Showsallformattingcommands
availableinExcel.
Merge&Center
Centerstextacrossmultiple
columns.
CenterAcrossColumns(Merge&Center)
Thisfeatureallowsyoutocenteracellscontentacrossmultiplecolumns.Itisusefulwhenyouwishtohaveatitle
overyourspreadsheet.Notethatyoucanonlymergeonerowatatime.
1. Highlightthecellyouwishtocenterandtheareayouwishtocenteritwithin.
2. ClicktheMergeandCenterbuttonlocatedontheHometoolbar.
WayneWilmeth
10/3/08
Page33of44
Borders
Bordersallowyoutoplacelinesaroundacellorgroupofcells.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.(InthisexampleweselectedThick
BottomBorder.)
5. Clickawayfromthehighlightedareatoseetheaffect.
DrawBordersMethod
Tousethismethod:
a. SelectaLineColor,LineStyle,ortheDrawBorder
button.
b. Clickanddragwhereyouwouldliketoplacethe
border.
c. Tostopdrawing,pressEscapeonyourkeyboard.
MoreBorders
Seethenextpageforinfoonhowtousetheseoptions.
WayneWilmeth
10/3/08
Page34of44
UsingtheMoreBordersWindow
Thismethodisusefulwhenyouhaveaveryspecifyideaofwhatcolor,weight,andstyleyourbordersshouldbe.
1. Highlightthecellstobeaffected.
2. PressCONTROL+1toopenthe
FormatCellswindow.
3. ClicktheBorderstab.
4. SelectaStyle.
5. SelectaColor.
6. Useeithertheplacementbuttons
orclickthediagramtocontrol
wheretheborderisplaced
aroundthehighlightedcells.
7. ClickOK.
FormatPainter(CopyFormatting)
TheFormatPainterallowsyoutocopyacellsformattingtoothercells.Itisusefulwhenyouhaveapplieda
combinationofformatstoacellandwishtoalsoapplythesameformatstoothercells.Thecellscontentswillnotbe
copied,onlyitsformat.UsetheFormatPainterasfollows:
1. Selectacellwhoseformatyouwishtocopy.
2. ClicktheFormatPainterbuttonlocatedontheHometab.
3. Clickanddragoverthecell(s)youwishtoapplycellformattingto.
Note:Theformatpainterwillautomaticallyshutoffafteroneuse.TomaketheFormatPainterstayon,DOUBLEclick
it.Toshutitoff,singleclickitorpressESCAPEonyourkeyboard.
ClearFormatting
Thesestepswillremoveanyformattingfromtheselectedcells:
1. Highlightthecellswhoseformattingwillberemoved.
2. ClicktheHometab.
3. ClicktheCleardropdownandselectClearFormats.
WayneWilmeth
10/3/08
Page35of44
PRINTING
UnlikeapplicationssuchasWordorPowerPointwhichforceyourworktofitonan81/2x11page,Excelallowsyouto
createworksheetsofalmostanydimension.Whenprinting,thiscancreateachallengeincontrollingwhereExcelbreaks
upyoursheetintodifferentpages.Thereareseveraldifferentwaystoprintandseveraloptionstohelpyouprintyour
workasyouwishittoappear.Thenextfewpagescoverthemostcommonlyusedprintingoptions.
QuickPrintUsingtheDefaultSettings
Ifyousimplywishtoprintoutyoursheetusing
thedefaultsettings,followthestepsbelow.
1. ClicktheMSOfficebutton.
2. HoveroverPrint.
3. SelectQuickPrint.
Yourjobwillbesentdirectlyto
theprinterusingdefaultsettings.
UsingPrintPreview
Ifyouwishtopreviewyourworkpriortosendingittotheprinter,followthestepsbelow.
1. ClicktheMSOfficebutton.
2. HoveroverPrint.
3. SelectPrintPreview.
PageSetup
OpensthePageSetup
dialogueboxwhich
containsmanyprint
options.
Zoom
Clickto
magnifythe
preview.
NextPage/
ClosePrintPreview
PreviousPage
Returnstheviewto
thespreadsheet.
Showsthenextor
previouspage.
(Iftherearenoother
pagesthebuttonswill
notbeavailable.)
Print
OpensthePrint
windowsoyoucan
selectaprinterand
printthejob.
ShowMargins
Whenchecked,you
candragthemargin
linestosetthemargin
fromprintpreview.
WayneWilmeth
10/3/08
Page36of44
MakingYourDataFitonaPage
Forlargespreadsheets,therearenoviableoptionstoprintalldataonasinglepage;however,ifjustafewcolumns
orrowsofdataspillovertothenextpage,thereareseveralsolutionsyoucantry.Theycanbeaccomplishedfrom
thePageSetupbuttonshownonthepreviouspageoronthePageLayouttabshownbelow.Someofthe
optionsare:Selectingalargerpapersize,decreasingthemargins,formattingyourdatawithasmallertypesize,
printinglandscape,andfinally,compressingtheprintout.
1. ClickthePageLayouttab.
ScaletoFit
Theseoptionswillforce
thedatatofitonthe
Orientation
numberofpagesyou
Printingsideways
specify.Notethat
(landscape)canhelp
legibilitycansufferat
fitatoowide
extremecompressions.
spreadsheettoa
singlepage.
Margins
Ifapagealmostfitsononepage,
decreasingthemarginsmaygiveit
enoughroomtofitcompletely.
CustomMarginsallowyousomake
yourownmarginsettings.
Size
Selectinga
largerpaper
sizesuchas
legalmayallow
thedatatofit
onasingle
page.
WayneWilmeth
10/3/08
Page37of44
PrintingaSpecificArea
Bydefault,whenyouclickPrint,Excelwillprintalldataontheactivesheet;however,youcaninstructExceltoprint
justaspecifyareaofasheet.Thetwomethodsyoucanuseforthisareshownbelow.
PrintSelectionMethod
Thismethodisusefulifyouintendtoprinttheareaspecifiedjustonce;
forallotherprints,youwillbeprintingouttheentiresheet.
1.
2.
3.
4.
5.
Highlighttheareatobeprinted.
ClicktheOfficebutton.
ClickPrint.
ClickSelection.
ClickOKtoprint.
(OrPreviewto
previewtheprintout
beforeprinting).
SetPrintAreaMethod
Thismethodisusefulifwheneveryouprint,youwillalwaysbeprinting
justaspecifiedarearatherthantheentiresheet.
1.
2.
3.
4.
5.
6.
Highlighttheareatobeprinted.
ClickthePageSetuptab.
ClickthePrintAreabutton.
ClickSetPrintArea.
ClicktheOfficebuttonandthenclickPrint.
SelectActiveSheet(s)andclickOKorPrintPreview.
Tip
Totemporarilyprinttheentiresheet
again,selectIgnoreprintareas.
Notethatoncetheprintareahasbeenset,younolongerhavetohighlighttheareayouwish
toprint.NowwhenyouclickActiveSheettoprint,onlythesetprintareawillprint.Notethat
specifyingSelectionasshownabovewilltemporarilyoverridetheSetPrintArea.
ClearingthePrintArea
Ifyouwishtocleartheprintarea,clickClearPrintAreaasshown.
PrintingNonAdjacentAreas
IfyouareusingtheSetPrintAreamethodtoprintaspecificarea,youcanaddtothe
printedareabyselectinganotherareaandthenselectingAddtoPrintArea.
NotethatExcelwillprinteachnonadjacentareaonaseparatepage.
Alternately,youcanalsoholddownyourControlkeyonyourkeyboardtoselectnon
adjacentareasandthenchooseprintSelectionaswedidabove.
WayneWilmeth
10/3/08
Page38of44
HidingColumnsorRowsfromtheSpreadsheetandthePrintout
Ifyouwishtohidespecificcolumnsorrowsorprintdatainnonadjacentrowsadjacently,onemethodistohide
columnsorrows.Inthisexample,wewishtohidethecolumnsindicatedbytheshading.
1.
2.
3.
Clickanddragyourmouseacrossthecolumnlettersyouwishtohide.
(Tip:HolddownyourCONTROLkeytoaddadditionalnonadjacentcolumnstotheselection.)
Rightclickanyoneoftheselectedcolumnletters.
SelectHidefromthepopupmenu.
4. Printasdesired.
UnhideColumns/Rows
Tounhidecolumns/rows,youmustfirstselectthecolumnorrowyouwouldliketounhidebyeither
clickingtheSelectAllbuttonorselectingcolumnsoneithersideofthehiddencolumnsorrows.
Then,rightclickoneofthehighlighted
columnletters(orrownumbersifyou
hidrows),andselectUnhide.
WayneWilmeth
10/3/08
Page39of44
WorkingwithPageBreaks
Whenyourprintoutrequiresmultiplepages,Excelwillautomaticallydeterminewheretobreakthedata.Ifyou
wouldliketospecifyyourselfwherethebreaksshouldappear,followthestepsbelow.
InsertingaNewPageBreak
WhereExcelinsertsabreakdependsuponthelocationofthecursor.
1. Specifywherethebreakshouldoccurbypositioningthecursor.(Seebelow).
Horizontal&VerticalBreak
Ifyourcursorisinacellwhenyouinserta
pagebreak;Excelwillplaceahorizontal
breakintherowdirectlyabovethecellanda
verticalbreakinthecolumndirectlytothe
leftofthecell.
HorizontalBreakOnlyIfyouclickarow
numberwhenyouinsertapagebreak;Excel
willplaceahorizontalbreak(only)acrossthe
rowabovetheselectedrow.
VerticalBreakOnlyIfyouclickacolumn
letterwhenyouinsertapagebreak;Excel
willplaceaverticalbreak(only)inthe
columntotheleftoftheselectedcolumn.
3. ClicktheBreaksbutton.
4. SelectInsertPageBreak.
RemoveaPageBreak
Toremoveasinglepagebreak,
placethecursorintherow
belowthebreakorthecolumn
toitsrightandthenclick
RemovePageBreak.
RemoveallManuallySetPageBreaks
Toremoveallpagebreaksyouhave
manuallysetclickResetAllPage
Breaks.Notethatanypagebreaksthat
Excelhasplacedwillstillbethere.
Notethatbreaksmay
notfunctionas
expectedifWidthand
Heightarenotsetto
Automatic.
WayneWilmeth
10/3/08
Page40of44
UsingPageBreakPreviewtoSetPageBreaks
Thisviewallowsyoutomoreeasilysetpagebreaksandpreviewhowthepageswillprintout.
1. ClicktheViewtab.
2. ClickPageBreakPreview.
(Whenyouaredone,clickNormal
toreturntonormalviewing.)
3. Thebluelinesarepagebreaks.Clickanddragthemtomovethelocationofapagebreak.
4. Seethepreviouspageforinstructionsonhowtoinsetmorepagebreaks.
SetPageOrder
Whenyourdataistobeprintedonmultiplepagesas
shownintheimageabove,youcanspecifytheorder
thepageswillprint.Therearetwochoices:
1
Over,thendown
1.
2.
3.
4.
5.
Down,thenover
ClickthePageLayouttab.
ClickthePageSetupbutton.
ClicktheSheettab.
SetthedesiredPageOrder.
ClickOK.
WayneWilmeth
10/3/08
Page41of44
CenteringDataonthePrintedPage
Providingthatthereiswhitespacearoundyourdataonthepaper,youcanhaveExcelautomaticallycenterit
horizontallyand/orverticallyonthepage.
2. ClickthePageSetupbutton.
3. ClicktheMarginstab.
4. CheckHorizontallytocenterthedata
leftandrightonthepage.
5. CheckVerticallytocenterthedataup
anddownonthepage.
6. MakemoresettingsorclickPrint,Print
Preview,orOKdependinguponwhat
youwishtodonext.
PrintGridlinesand/orRowNumbersandColumnLetters
Sometimesitisdesirabletoincludetheworksheetgridlinesand/orcolumnlettersandrownumbers.Notethat
thisisindependentofanylinesyouplacedusingBorders.
1. Followsteps12above.
2. ClicktheSheettab.
3. CheckGridlinesifyouwouldliketo
printouttheworksheetgridlines.
4. CheckRowandcolumnheadingsif
youwouldliketoprintouttherow
numbersandcolumnletters.
5. MakemoresettingsorclickPrint,
PrintPreview,orOKdepending
uponwhatyouwishtodonext.
WayneWilmeth
10/3/08
Page42of44
RepeatingColumnorRowTitles
Ifyouhavealongtablewherethedataflowsintothenextpage,itisuseful
torepeatanytitlesabovethedataonthesuccessivepages.
Thisisthefirstpage.
Thisisthesecondpage.Withoutthecolumntitles,itisdifficultto
keeptrackofthemeaningofthedatayouareseeing.
Inthisexample,wewillrepeatrow1whichcontainsthecolumntitlesonallsuccessivepagesoftheprintout.
2. ClickthePrintTitlesbutton.
3. ClicktheCollapsebuttonforRowsto
repeatattoptotemporarilycontract
thedialoguebox.
4. Clickanywhereintherowyouwishto
repeatatthetopofeveryprintedpage.
(Inthisexample,weclickedinrow1.)
5. ClicktheExpandbutton
toreturntothedialogue
box.
6. ClickOK.
Whenyouprint,yourtitleswill
nowappearatthetopofeach
page.
NotethatTitlesaredifferentthanHeaders(whichiscoveredonthenextpage).Titlesemanatefromdataon
yourspreadsheetandwilllinewithanydatabeneathitinthesamecolumn.Titlesarealmostalwaysusedtorepeat
columnheadingsonthenextpageoflonglistsforthepurposeofclarity.Headersaretypedorcodedanddonot
automaticallylineupwithanycolumnsonyourspreadsheet.Headersaregenerallyusedtodisplaythenameofthe
file,author,pagenumber,date,etc.
WayneWilmeth
10/3/08
Page43of44
HeadersandFooters
Headersandfootersareusedtodisplaydates,filenames,pagenumbers,images,orjustaboutanythingelseyou
wouldlikeatthetop(header)orbottom(footer)ofeachprintedpage.Tocreateheaders&footers,youcanselect
frompremadeoptionsorcreateyourown.
2. ClickthePageSetupbutton.
3. ClicktheHeader/Footertab.
SelectingfromPremadeChoices
ClickeithertheHeaderorFooter
dropdowntoselectfrompremade
combinationsofdata.
CustomHeaders&Footers
Ifyouwouldliketocreateyourownheaders
orfooters,clickeithertheCustomHeader
orCustomFooterbutton.
Thethreesections
(Left,Center,&
Right)controlwhere
codeortextyoutype
willalignatthe
bottomortopofthe
page.
Youcanclickinthe
sectionsandtypeor
clickoneofthecode
buttons.
Hoveryourmouseon
abuttontoviewa
descriptionofit.
InsertCodeClickingthesewill
insertcodeforthepage
number,date,etc.,intothe
currentlyselectedsection.
Formatting
Clickthisto
formattext.
InsertImage
WayneWilmeth
10/3/08
Page44of44

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