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Excel 2002
Training Courseware
Level One
Contents
What is a Spreadsheet? ...................................................................................................3
Workbook and Worksheet ........................................................................................................... 3
Workbook andWorksheet
When you open Excel, you are presented with a blankworkbook which consists of three
worksheets, a grid into which you can enter figures, formulae, text and even place graphics and
multimedia objects.
Starting Excel
There are many ways to start any application within Windows. Here is one for beginners.
Click on Startð Programesð Microsoft Officeð select Microsoft Excel.
Scroll buttons
Select All button
Active cell Column border/title Scroll arrows
Row border/title
Scroll bars
a) Click File ð New ð click a template list to see options ð click on a template ð
OK.
b) If a template contains macros, it will ask you whether you want them enabled. If
you do not suspect that they contain a virus, enable them.
c) Now by following the design and instructions of the template, you can save a lot of
valuable time by modifying it and adapting it to you own needs.
d) Now close the workbook: click Fileð Close. Do not save, when prompted.
Standard Help
What's This?
The Office Assistant is a little tyrant, which watches your movements and
actions and from time to time pops up, often uninvited, offering "a quicker"
or "better way" of doing a particular task. If you are stuck and it has for some
reason fallen asleep, you can do the following:
1. Press F1 or click to call it ð type How do I get rid off you? ð click Search ð click
Hide or show the Office Assistant ð read info ð close the info box.
2. Right-clickAssistant (make sure it is on the screen somwhere) ð Options ð Options tab
ð from there you can select other options ð click on Gallery tab ð use the Next and
Back buttons to view other characters available ð clickOK/Cancel to confirm/cancel
changes and exit.
3. Right-clik the Assistant icon ð select any other options (Animate, See tips, Hide Assist-
ant) ð close the Assistant.
May 2002 Page 5
MICROSOFT EXCEL 2002
ENTERING & FORMATTING DATA
Worksheet cells can contain either numbers (Values) or text (Labels). To enter num-
bers or text in a selected cell, type it, then press either Enter,
press an arrow, click the Enter box in the formular bar or
simply click on another cell.
You can change the direction of the next entry by selecting
Tools ð Options ð Edit ð then check Move selection
after Enter and select its trend from the list box.
1. Start Excel if necessary.
2. Click on cellA1 and complete the table by entering the data as
on the right.
By default a formula is initiated by an equal sign (=). While a formula is being entered, it
will be displayed in the Formula Bar.
To calculate the Operating Income, in our case, we will need a formula which will add-up
expenses and subtract revenues.
Entering formulas
Formular Bar
1. Click on cellB5 and type=b1+b2+b3.
2. Press Enter or click theEnter box.
3. Click onB9 and write a formula to calculate
Operating Income, then press Enter key.
4. Click File ðSave As ðtype Operating ðOK.
Updating a Worksheet Automatically
INTRODUCING FUNCTIONS
To increase the efficiency and speed the process up, we should use the Excel's built-in
functions, e.g. we can replace our expenses formula with the SUM function.
1. Right click on cellB5 ð from the shortcut menu selectClear Contents.
2. On the Standard toolbar click the AutoSum function icon .
4. To correct the range referenceleft-press on the cellB1 and drag down to cellB3 ð click or press
Enter.
To achieve the same results you can choose Insert on the Main Menu to insert any
available function into your spreadsheet. This method we will try later.
5. Make a copy of the file by saving it with a different name: clickFile ð Save As ð type
Operating 2 ð click Save.
Linking Documents
Documents are linked through a formula reference in one (the container) to another
(source) document. Thus one worksheet could contain the results from several related
documents. The source document must be
saved before being linked.
1. Open the 2002 actual.xls workbook and
copy the rangeB2:B10.
2. Change toOperating 2 workbook (click
Window ð Operating 2).
3. Right-click onC2 and selectPaste Special
ð Paste Link.
4. Click on C5, then press and hold Ctrl key
while clickingC7 and thenC9.
5. Press Delete key(or right-click on any of
these selected cells and chooseClear Con-
tents form the shortcut menu).
6. Click onWindow ð Arrange ð Vertical ð OK.
7. Click B3 on 2002 actual workbook and change value to 60 000 and press Enter. (Note the
automatic update in theoperating2.xlsworksheet).
8. Save the workbook.
Linking Worksheets
1. Make sure you within theOperating 2workbook.
2. Double-click Sheet1 ð type Budget ð double-
click Sheet2 ð type Extract ð press Enter.
3. Click on A1 on the Extract worksheet ð type =.
4. Click on Badget sheet tab ð click on A6 ð
Enter.
5. Place the pointer over the fill handle at the
bottom right hand corner of the cellA1, then
press and drag to C1.
6. Select the rangeA1:C1 and drag the fill handle
down to C5.
7. Click on the Row 2 header ð press and hold
Ctrlkey while clicking theRow 4 header.
8. Right click anywhere on the selection and select
Deletefrom the shortcut menu.
9. Insert a row at the top of the worksheet and link
the BudgetB & C column titles to the columns
B and C in the Extract sheet.
10. Adjust width of all columns and format columnsB andC in currency integer format.
Page 10 © College of Continuing Education
FOR BEGINNERS
Creating a Spreadsheet Chart
1. Open Operating 2.xls, if not
open already, and on theBudget Admirabilis Ltd
worksheet select the range
£300,000
A1:C4.
£250,000
2. Click the Chart Wizard on £200,000
the Standard toolbar and select £150,000
2002 Forecas t
£0
4. TypeAdmirabilis Ltd into the
Salary Inv entory Ov erhead
Chart title box andExpenses into
the Category (X) axis box. Ex pe nses
workbook). £50,000
12. In Operating 2 click on C4 and £0
use the cell's fill handle to copy the Salary Inv entory Ov erhead Other
formula intoC5. Expenses
13. In the Budget sheet, select the
rangeA5:C5. Right-click on the selection and chooseCopy.
14. Right-click on the chart area and select Paste. Press Esc key and click anywhere on the
spreadsheet.
15. SelectA6:C6 ð apply single line above and double line below the selectionð fill the selec-
tion background with a colour of your choice.
the right
printer is
selected.
11. Make any
other appropri-
ate selections,
if you wish,
and click OK.
12. Switch to the
Extract
worksheet and
make similar
printout.
13. Explore the
Print dialogue
box and all its
options.
Printing Graphs
1. Make the Budget sheet active again and click once on the graph area to select it.
2. Click on the Print preview button . Excel displays a graph on its own occupying the
whole page.
3. Click on the page to zoom in and view a graph in detail and click again to zoom out and
view the whole page.
4. Click on the Setup tab to add your name and today's date to the graph in the footer
area.
6. In similar way prepare the chart on theExtract sheet for printing and print it with your per-
sonal details and today's date.
Max, Min
1. Click on the “Max, Min, Average” sheet tab in the same worksheet.
2. Calculatesum-total, maximum, minimumand avaragesale figures for January, February
and March, following the learned procedures above.