Excel 2007 Basics PDF

Excel 2007 Basics
Table of Contents
Familiarize yourself with the Excel 2007 window. ......................................................................................... 3
Procedures for Opening Excel 2007 ............................................................................................................. 4
Create a New Workbook. .............................................................................................................................. 5
Moving Around a Worksheet and Selecting Cells ......................................................................................... 6
Entering Text ................................................................................................................................................. 8
Entering Numbers ......................................................................................................................................... 9
Entering Formulas and Functions ............................................................................................................... 10
Order of Operations .................................................................................................................................... 11
Entering Formulas and Functions ............................................................................................................... 12
Relative and Absolute Cell References ...................................................................................................... 14
Copying Cells .............................................................................................................................................. 15
Saving a Workbook ..................................................................................................................................... 17
Calculating Weighted Grades ..................................................................................................................... 19
Calculating Weighted Grades Solutions ..................................................................................................... 20
Formatting Cells .......................................................................................................................................... 21
Additional Documentation and Help ............................................................................................................ 22
excel 2007 basics.mht
R. Sibulkin
Technical Training & Support
Worcester State College
Microsoft Excel is a very powerful spreadsheet application that is designed, primarily, to perform
mathematical calculations. It also can be used to create a simple (non-relational) database or to create
charts and graphs. The power behind Excel is that once formulas are entered into a worksheet,
calculations can be performed on data entered into the worksheet.
Each new Excel file is referred to as a workbook.
Initially, each new workbook contains three separate pages
called worksheets (Sheet1, Sheet2, Sheet3).
Data is entered into a worksheet grid consisting of horizontal rows and vertical columns.
The intersection of each row and column is called a cell.
Each cell can hold a text string, numbers, or a formula that performs calculations on one or more
other cells.
The cell name, or cell reference, is a combination of the cells column and row number. For example:
A1.
There are a total of 16,384 columns in each worksheet and 1,048,576 rows.
th
Columns are identified by the letters A-Z. After the 26 column, column headings become double
letters (A-Z, AA-AZ, BA-BZ etc.), until 16, 384
columns ending at XFD.
Excel 2007 (as do the other Office 2007 applications), uses Extensible Markup Language (XML) as
the basic file format. Files in this format integrate easily into other applications and platforms.
The new default file extension is .xlsx.
If an .xls file is opened in Excel 2007, a Convert option is added to the Office button.
Choose Convert to upgrade the workbook to the Excel 2007 file format.
If you need to save an Excel 2007 .xlsx workbook as a .xls spreadsheet to use in an earlier version of
Excel (Perhaps, a user with whom you share the file only has Office XP, for example), some of the
new features may not be supported.
The Compatibility checker can check a workbook for compatibility issues that might cause a
significant loss in functionality. It also creates a report, so issues can be resolved.
Workbooks can be saved in the .Excel 97-2003 format if people with whom you work or share files
are not running Office 2007.
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Familiarize yourself with the Excel 2007 window.

Learn about the Ribbon, a new user interface, and the Microsoft Office button. The Ribbon eliminates
toolbars and menus and is used in Office Access, Excel, PowerPoint, Word, and Outlook 2007
applications. Click task orientated tabs at the top of the Ribbon to view additional features.
Double-click on a tab and minimize the Ribbon. Double-click again and maximize the Ribbon.
Double-clicking on the small down arrow that appears on the lower right-hand side of a group (Font,
Paragraph, Styles, or Editing) opens the corresponding dialog box.
The Ribbon
Clicking the Microsoft Office button (found in the upper left-hand corner of the Ribbon) makes it possible
to access many Office features, such as saving, opening, or printing a document, from one entry point.
Microsoft Office button
Click the Help button or the <F1> function key to obtain assistance.
Microsoft Office Help button
One toolbar is provided to help users customize their Office experience. Commands can be added or
removed to the Quick Access Toolbar (located in the upper left-hand corner of the application window) by
selecting additional commands from the drop-down list on the right-hand side of the toolbar.
The Quick Access Toolbar
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Procedures for Opening Excel 2007

1. From the Start menu, select Programs>Microsoft Office>Microsoft Excel 2007 or
double-click an Excel icon on your Desktop.
The application opens and a workbook titled Book 1 displays.
Title bar
A blue border at the top of the workbook that displays the workbook name
Name box
An area of the workbook that displays the cell reference, or name, for the active cell.
Formula bar An area at the top of the worksheet that allows entering and editing of formulas in the
active cell or displays existing formulas in the selected cell
Active cell
A black border surrounds the currently selected,

or active, cell.
Sheet tabs
Tabs that appear at the bottom of the workbook that allow you to switch between
different worksheets contained in the workbook
Status bar
Bottom line of the workbook window that displays information regarding the workbook
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A template is a document from which new workbooks are based. The template can contain text,
formulas, formatting, etc. Office applications provide a default template from which new documents are
based. Each time a new workbook is opened, a blank copy of the template opens and is given the name
Book #. Microsoft Office Online also provides many templates which can be downloaded and used to
create new workbooks. Users also can create their own 97-2003 or 2007 templates.
Consecutive numbers are assigned to each new workbook (Book 1, Book 2) until the current session
of Excel ends by exiting the application. The next time Excel is opened, workbook numbering starts over
with Book 1.
By default, each new workbook already is formatted
Create a New Workbook.
1. Click the Office button and select New.
The New Workbook dialog opens.
2. Select Blank and recent to open new workbooks based on Excels default template or choose from
recently used templates.
OrUnder Microsoft Office Online, choose a template type that closely resembles the type of
workbook you want to create.
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Moving Around a Worksheet and Selecting Cells

In order to enter information into a worksheet, a cell needs to be selected.
Procedures for selecting a single cell:

1. Point to the desired cell and click with the left mouse button.
A marquee should surround the active cell.
Procedures for selecting a range of cells:

1. Point to the upper left-hand corner of the desired cell range, press the left mouse button, and drag to
the lower right-hand corner of the desired range.
Or
Select the Home tab, click the drop-down menu on the Select and Find button, and choose Go to
2. In the Reference box, enter the cell range you wish to select.
Make certain to separate the beginning and ending cell references (column header plus row number)
with a colon. Then, finalize the selection by clicking on the OK button.
For example: B3:C5
Move to the right within the selected range by pressing <Tab>

Move to the left within the selected range by pressing <Shift + Tab>
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Moving Around a Worksheet and Selecting Cells
Practice Exercise
1. Select cell c5.
2. Select cell d15
3. Select the cell range B2:E5.
4. Use the Edit GoTo dialog box to select the cell range D25:G42.
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Entering Text
Text or cell entries that Excel cannot interpret as numbers are treated as text.
Text is aligned to the left side of a cell.
Entries can be from 1-255 characters in length.
A combination of text and numbers is considered text.
Information that exceeds the width of a column flows into the next empty column.
If the adjacent column contains data, information displays truncated.
In order to learn the basics of using Excel, create a worksheet that will calculate student grades. The
worksheet will contain text, numbers, and formulas that calculate both weighted and unweighted grades.
1. Beginning in cell A1, enter the following information into Sheet 1.
A
Fname
B
Lname
2
3
4
5
John
Roberta
Michael
Alice
Smith
Jones
Stein
Benson
C
Exam 1
D
Exam 2
E
Midterm
F
Final
G
Total
Points
H
Average
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Entering Numbers
Numbers are aligned to the right of a cell.
Numbers include 0-9 as well as + - E $ , . % ( ).
By default, numbers display without commas or decimals (General format).
If the typed values exceed the width of the cell, the column width may widen to accommodate them.
1. Enter values into the worksheet.
A
Fname
B
Lname
2
3
4
5
John
Roberta
Michael
Alice
Smith
Jones
Stein
Benson
C
Exam 1
80
73
62
100
D
Exam 2
E
Midterm
92
88
95
92
F
Final
85
82
85
84
G
Total
Points
H
Average
88
93
76
98
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Entering Formulas and Functions

Formulas are used to perform calculations on the values entered into a worksheet.
Formulas always begin with an equal sign (=).
Indicate a range of cells in a formula by separating the beginning and ending cell references with a
colon (For example: A1:D4).
Indicate a list of cells, by separating them with a comma (,).
Formulas can include the following:
Operators
Examples
Values
80
Cell References
=A5+A4
Names
Revenues-Expenses
Functions
=sum(A1:A5)
Arithmetic Operators
+-*/
B5*.05
Concatenation
&
=E1&E2
Logical Operators
<>
=B10<50
Functions are predefined formulas that are designed to perform specialized types of calculations. For
example, the Sum function is designed to add values in the cells specified.
For example =Sum(A1:A5) or =Average(C2:E2)
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Order of Operations
When Excel performs calculations in a formula, it performs its calculations in a particular order.
Operator
Description
Negation (as in negative 10)
Percent
Exponentiation
* and /
Multiplication and Division
+ and -
Addition and Subtraction
&
Text Joining
= < > <= >= <>
Comparison
If a formula contains operators with the same priority, Excel evaluates the operators from left to right.
Use parentheses to group expressions and alter the order. The operations within the parentheses will be
performed first.
Note: Do not use parentheses to indicate negative numbers within a formula. Precede the number with a
minus sign. For example, =5*10 produces the value -50.
Examples of formulas:
=2+4*5
22
=(2+4)*5
30
*This information originally was obtained from a Microsoft Excel Users Guide.
To read more about this topic, open the Office Assistant in Excel
and type Order of Operations
11
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Entering Formulas and Functions

Grades can be calculated as unweighted or weighted. Grades that are unweighted all carry the same
weight percentage of the total grade. In other words, if a student has four grades at the completion of a
course, all of the grades would be added and divided by four. Each grade would carry the same weight
as all of the other grades.
To calculate unweighted point totals for John Smith, the following formula could be entered:
Inefficient
= C2+D2+E2+F2
Although the formula above is correct, it is an inefficient method to use for calculating the sum of the
specified values.
If a row is added to the worksheet after the formula is created, the current formula will not include the
new values.
Efficient
=sum(C2:F2)
Using the Sum function, as shown above, is much more efficient. If new data is entered between
columns C and F, Excel automatically will adjust to include the new values.
Procedures for entering a function:
1. Select the cell in which you want to place the formula.
2. Type an equal sign (=) to begin the formula.
3. Type the formula
4. Click in the Enter box
or Press <Enter> to finalize the selection.
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Entering Formulas and Functions (Continued)

1. Use the graphic below to help you understand how to enter a formula or the Sum function to calculate
the total points for John Smith.
Remember to begin a function with an equal sign.
The AutoSum button
may be used.
The first click of a double-click automatically selects a vertical or horizontal series of numbers.
View the selected range to make certain that the correct range of cells is selected. Edit, if
necessary.
Complete the second click to accept and finalize the entry.
Your worksheet should look like the one below:
13
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Relative and Absolute Cell References

Formulas can be copied to other cells. When formulas are copied to other cells in the worksheet, Excel
adjusts the cell references relative to their location in the original formula.
In other words, in the formula calculating John Smiths total points on the preceding page, the formula
=sum(c2:f2) would become =sum(c3:f3) if it was copied to row three to calculate the total points for
Roberta Jones.
Absolute references occur when it is necessary for a cell reference in a formula to refer to a specific cell
address. This could occur in a formula that needs to refer to a specific cell containing an interest rate.
A dollar sign ($) in a formula ($c$2) indicates an absolute cell reference. If a formula containing an
absolute cell reference, such as $c$2, is copied to another area of a worksheet, the formula still will
contain the $c$2 cell reference. The row and column references will not change.
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Copying Cells
Data contained in a cell or range of cells can be selected and copied to other locations in a worksheet by
using the Copy command from the Clipboard group or by pressing the <Ctrl + C> key combination. Data
can be retrieved from the Clipboard and Pasted into other locations by clicking the Paste button from the
Clipboard group, using the drop-down list from the Clipboard dialog box, or by using the <Ctrl + V> key
combination.
Copied information remains in the computers Clipboard (computer memory) until it is retrieved by
clicking the Paste icon in the Clipboard group.
A marquee surrounds the selected data.
Or
Procedures for copying data:

1. Select the cell (or range of data) that you wish to copy.
2. Select Copy button in the Clipboard group.
3. Move the cursor to the location in the worksheet where the data is to be pasted.
4. Click the Paste button from the Clipboard group, Press the <Ctrl + V> key combination, or open
the Clipboard dialog box and select Paste from the drop-down list.
Copy the formula in cell G2 to cell G3.

1. Select cell G2.
2. Select Copy from the Clipboard group.
3. Click in cell G3.
4. Select Paste from the Clipboard group.
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Copying Cells
When data needs to be copied to a series of cells, the Fill handle can be used or the Fill Series
command can be selected from the Editing group.
A quick method for copying a formula to a series of adjacent cells is to drag on the fill handle (a
square box found on the lower right-hand corner of a cell).
It always is a good idea to check your formulas to make certain that the results match your
expectations.
Use the fill handle to copy the formula in cell G3 down to cells G4 and G5.
1.
Click in cell G3.
2.
Drag the Fill Handle down to cell G5.
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Saving a Workbook
Files can be saved using either the Save or Save As commands found under the Microsoft Office
button.
Use Save, when saving files for the first time.
Use Save As to save a file to a location other than the location from which the file was opened.
The file will be saved in the Excel 2007 workbook format (.xlsx extension) unless the Save as type
drop-down list is used to select a different format.
Procedures for saving a workbook for the first time:
1. Click the Microsoft Office button and choose Save.
The Save As dialog box opens.
2. Beside Save in, browse to the disk location where the file is to be saved (if different than the
current location).
3. Beside File name, type a name for the file.
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Saving a Workbook (Continued)

4. Beside Save as type, leave Excel Workbook (*xlsx) selected if you want to save the
document in the new XLSX format or use the drop-down list to a choose a different format
type (such as Excel 97-2003 workbook format).
5. Click the Save button.

6. Click OK.
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Calculating Weighted Grades

Weighted grades carry varying weight percentages of the total.
To assign varying weights to particular tests, each score must be multiplied by the desired weight (the
total for all of the grades should add up to 100%). This could be done using a calculator or by entering a
formula into an Excel spreadsheet.
Example:
If tests 1 and 2 each count 15% of the total grade and the Midterm and Final each count 35% of the total
grade, each grade would need to be multiplied by the appropriate weight percentage, then added
together, to obtain a final course grade.
Weighted Examples:
1
2
3
4
5
A
Name
Doe, John
Doe, Jane
Apple, Robert
Banana, Sally
B
Test 1
80
73
62
100
C
Test 2
92
88
95
92
D
Midterm
85
82
85
84
E
Final
95
93
76
98
F
Average
Using the sample grades above, John Does weighted grade could be calculated in either of the following
ways:
A.
By Calculator:
(80 X .15) + (92 X .15) + (85 X .35) + (95 X .35)
B.
Excel Formula:
=(B2*.15)+(C2*.15)+(D2*.35)+(E2*.35)
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Calculating Weighted Grades Solutions
Unweighted Grades:
Weighted Grades:
Using the General format (default), Excel adds a leading zero to .15 and .35.
20
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Formatting Cells
Cells can be formatted to change the way data displays in the worksheet. The default format for a cell
containing numeric data is General. This format displays the data to the greatest precision possible
without adding commas, dollar signs, or other formatting.
Additional formatting can be applied before or after data is entered by selecting the cells and/or data you
wish to format and choosing desired formats from the Format Cells dialog box that opens from the
Alignment group.
Many formatting styles are available.
21
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Additional Documentation and Help
Go to http://it.worcester.edu
Additional Free Online Training Demos from Microsoft

Get started with the 2007 Office system
http://office.microsoft.com/en-us/getstarted/default.aspx?ofcresset=1
This one-stop-shop has great resources to help get you acquainted with the latest version of Office
applications with the Ribbon.
Find commands in the 2007 Office system
http://office.microsoft.com/en-us/training/HA102295841033.aspx
Find where your favorite Office 2003 commands are located in the new 2007 Office system interface.
Online Excel 2007 Training Demos
http://office.microsoft.com/en-us/excel/CH102248301033.aspx
R. Sibulkin
11/4/07
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Excel 2007 Basics

excel 2007 basics.mht

excel 2007 basics.mht

Familiarize yourself with the Excel 2007 window.

excel 2007 basics.mht

Procedures for Opening Excel 2007

A black border surrounds the currently selected,

excel 2007 basics.mht

excel 2007 basics.mht

Moving Around a Worksheet and Selecting Cells

Procedures for selecting a single cell:

Procedures for selecting a range of cells:

Move to the right within the selected range by pressing <Tab>

excel 2007 basics.mht

Moving Around a Worksheet and Selecting Cells

excel 2007 basics.mht

excel 2007 basics.mht

1. Enter values into the worksheet.

excel 2007 basics.mht

Entering Formulas and Functions

excel 2007 basics.mht

Negation (as in negative 10)

Multiplication and Division

Addition and Subtraction

= < > <= >= <>

excel 2007 basics.mht

Entering Formulas and Functions

excel 2007 basics.mht

or Press <Enter> to finalize the selection.

Entering Formulas and Functions (Continued)

The AutoSum button

Your worksheet should look like the one below:

excel 2007 basics.mht

Relative and Absolute Cell References

excel 2007 basics.mht

Procedures for copying data:

Copy the formula in cell G2 to cell G3.

excel 2007 basics.mht

Click in cell G3.

Drag the Fill Handle down to cell G5.

excel 2007 basics.mht

excel 2007 basics.mht

Saving a Workbook (Continued)

5. Click the Save button.

excel 2007 basics.mht

Calculating Weighted Grades

(80 X .15) + (92 X .15) + (85 X .35) + (95 X .35)

excel 2007 basics.mht

Calculating Weighted Grades Solutions

excel 2007 basics.mht

excel 2007 basics.mht

Additional Documentation and Help

Additional Free Online Training Demos from Microsoft

excel 2007 basics.mht

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