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Microsoft Excel I

Bob Herring
June 2010
Microsoft Excel I
Excel is a spreadsheet tool
Holds data (usually numeric)
Constantly recalculates output based on changing input
Think of it as a calculator that you can make notes on

What it isnt
Not a word processor -- Use Word instead
Not a database -- Use Access
Not a presentation tool -- Use PowerPoint
Basics
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Microsoft Excel I
http://office.microsoft.com/en-us/training/HA102295841033.aspx
Microsoft has provided several useful tools to help you convert
from the 2003 suite to the new 2007 version

Step one: Go to the URL below to find the tool you need
Step two: Download Adobe Flash player if its not already installed
Step three: Run the tool, either online or as downloaded to your
computer
Step four: Assume your rightful place as the go-to guy on 2007!
Converting to the Newer Version
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All documents are created as web-ready XML documents
The Excel file extension is now .xlsx, reflecting this
Excel 2007 can read all previous versions of Excel
Excel 2003 CANNOT read the 2007 version unless you go to
the Microsoft website and download a converter
This converter is called FileFormatConverters.exe and is found at
http://www.microsoft.com/downloads/details.aspx?
FamilyId=941B3470-3AE9-4AEE-8F43-C6BB74CD1466&displaylang=en
Watch what version you are creating you can choose to
create documents in the old format to send to people who
dont have 2007
One Big Change
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Initial View
Your initial view of the program, with the Home Ribbon selected
Quick Access Toolbar
Home Ribbon
Document Window
Office Button
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Worksheet Layout
Cells
E12
F6
Status Bar
Home Ribbon
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Worksheet Layout
Worksheet Layout, continued
Formula Bar
Name
Box
Sheet
Tabs
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The Office Button
This is sort of the old File Menu item
This is also where to come to set Excel options (more later)
Can be annoying to work with, but you can use keyboard shortcuts
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Microsoft Excel I
Home Ribbon
Clipboard
Section
Font Section
Alignment
Section
Styles
Section
Editing
Section
Number
Section
Cells Section
This is called the Home ribbon for the same reason that the old
Standard toolbar was called that the most common actions
are all here
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Microsoft Excel I
Entering Data
Enter and edit some data ...
Text is
Bold
and
Centered
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Excel Capabilities
AutoSum Tool
Formula Bar
Formula
in Cell
Use a function to analyze the data ...
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Excel Capabilities
Obtain results
Row
Headers
Added
Columns
Totaled
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Charts
Create charts with the data
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Formulas
Start with some data ...
Data
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Formulas, continued
Insert a formula ...
Formula
Appears
in Cell
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Exercise Formulas
These are the formulas for the exercise
Use the numeric keypad for + , - , * , / operators
The caret ^ (over the 6) is the exponent operator
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Formulas, continued
Formulas may be combined
Use parentheses to change the order of operations
Combined
Formula
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Copying Cells
Cells can be copied and ranges extended with the Fill Handle
Cursor changes to plus sign ( + )
Click and drag with the left mouse button
Fill
Handle
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Copying and Pasting Formulas
Select
Cell and
Click Copy
A copied formula will automatically apply itself to its new location
Select
Destination
And click
Paste
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Formatting Rows and Columns
Select the Home Ribbon, then click Format and choose Row Height
(or Column Width)
Type the new height (or width)
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Formatting Rows and Columns
Select the Home Ribbon, then click Format and choose Hide &
Unhide
Click to hide (or unhide) rows or columns
Hide
&
Unhide
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Microsoft Excel I
Inserting Rows and Columns
Select the Home Ribbon, then click Insert and choose
Insert Sheet Rows (or Insert Sheet Columns)
The new row appears above selected row; new column to the left
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Deleting Rows and Columns
Select the row or column by clicking on the number or letter
On the Home Ribbon, select Delete and choose Delete Sheet
Rows or Delete Sheet Columns
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Viewing Worksheet Tabs
Sheet Tabs are controlled by buttons at the bottom left corner
of the document window
If not all tabs are in view, use the buttons to make them visible
Show
First
Tab
Show
Last
Tab
Move
Left
Move
Right
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Microsoft Excel I
Naming a Worksheet
Double-click the Sheet Tab, or
Right-click the tab, Select Rename and type the new name
Rename
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Microsoft Excel I
Copying a Worksheet
Right-click the Sheet Tab
Select Move or Copy
Check the Create a copy box and select the sheets new location
Move or
Copy
Select
Move to End
Check the
Copy box
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Microsoft Excel I
Using the Calculator
Excel has a built-in calculator that you can use
Highlight the numbers that you want to add, and the sum appears in
the status bar
Calculator can also average, count, and find the min or max
To change operations, right-click in the status bar
Highlight
a group of
Numbers
Sum, Average, etc.
Appear in Status Bar
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Centering Across Columns
Select the cell in which the text begins
Text
to be
Centered
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Centering Across Columns, 2
Highlight the cells in the columns that the label will span
Select the Merge and Center Tool
Merge
and
Center
Tool
Columns
Highlighted
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Centering Across Columns, 3
Text is now centered in a merged cell
Merged cells behave differently from unmerged ones
Centered
Text
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Saving Excel Worksheets
Remember to SAVE your work!
Click the disk icon on the toolbar , OR
Select the Office Button, then Save
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Using the Name Box
Cells and ranges can be named
To got to a named cell, type it in the name box, or, select the dropdown
Type a
Name and
press Enter
to go to
the Cell
Click on
dropdown
to select
defined
names
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Using the Name Box, 2
To name, select the cell or range of cells to be named
Select the Formulas Ribbon and click Define Name
Type a name for the cell(s) in the dialog box that appears
Define
Name
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Using Names in Formulas
Enter the table shown in the picture below. (Use the Fill Handle to help)
Use a formula to calculate the profit ( =B2-B3 )
Name cell B3 Jan, C3 Feb, D3 Mar, etc
Name the
cells in
this row
Use the
names to
calculate
quarter
totals
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Page Setup, Page Size and Orientation
Select the Page Layout Ribbon and click for the Page Setup dialog box
First Tab is for the page size and orientation
Many spreadsheets are printed as landscape (page sideways)
Use Fit to: to squeeze data onto the page the way you want
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Microsoft Excel I
Page Setup, Margins
Select the Page Layout Ribbon and click for the Page Setup dialog box
Use this Tab to set standard margins -- Or,
Select Print Preview, then click Show Margins to set them by eye
Text can
also be
centered
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Page Setup, Headers and Footers
Select the Page Layout Ribbon and click for the Page Setup dialog box
Use this Tab to format page headers and footers
Automatic page numbering
Automatic date
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Page Setup, Sheet Options
Select the Page Layout Ribbon and click for the Page Setup dialog box
Use this Tab to print row and column headings and gridlines
Gridlines
Check box
Row and
Column
Headings
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List Options
Select the Office Button, then Excel Options. In the Popular section
click the Edit Custom Lists button
Lists can be used to fill in values (e.g., Days and Months)
You can make your own lists to save time and typing
Type in a list and click Add, or Import to get it from a worksheet
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Adding a List
Click in the List entries window
Type each entry in the list. Press Enter after each entry, OR
Separate entries with commas
Click Add to add the list to the Custom lists pane
Type
List
Here
Add
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Importing a List
To begin, either type the list of cells to be imported into the dialog
entry, or click the collapse dialog button
Highlighting cells will copy them into the collapsed dialog
Click the expand dialog button to return to Custom Lists
Click the Import button to add the list
Highlight
Cells
Expand
Dialog
Button
Collapse
Dialog
Box
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Correcting Errors
Generally Speaking
Beware of GIGO; or, a computer program is only as good
as its inputs
Be cautious of the results -- know what answer to expect

Errors in Data and Formulas
To fix bad data, click on the cell and retype the number
To fix bad formulas, click the cell containing the formula, then
highlight the error in the formula bar and make corrections

Excel Error Messages
The program can help spot errors
Excel error messages begin with #
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Recognizing Errors
Common Error Messages

##### Cell isnt wide enough to show the data
#VALUE! Wrong type of data for a function
#DIV/0! Tried to divide by zero
#NAME? Cell name not defined or (usually) misspelled
#REF! Cell reference is not valid
#NUM! Function requires a number
#NULL! Called a non-intersecting range of cells
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Clearing an Entire Worksheet
Select worksheet by clicking the row and column intersection
Select the Home Ribbon, then click the Clear button (eraser symbol)
Choose All, or Formats, or Contents, or Comments
Place
Cursor at
Row &
Column
Intersection
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Clearing Cell Contents
Select cells to be cleared by clicking left mouse button and dragging
Select the Home Ribbon, then click the Clear button
Choose All, or Formats, or Contents, or Comments
Cells to be
Cleared
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Cell Formatting -- Alignment
Vertical Controls
Horizontal Controls
Text Wrapping
Text Direction
Set text location in cells by using the vertical and horizontal buttons
Set text direction by clicking the Orientation button
Wrap text in cells by clicking the Wrap Text button
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Cell Formatting -- Alignment Tab
The Alignment tab sets the location of the text within cells
Text can be vertical as well as horizontal
Use the Wrap text check box to keep column headers narrow
Wrap text
Text
Orientation
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Microsoft Excel I
Cell Formatting -- Font
Grow or shrink the text one size at a time with the A arrow buttons
Set cell borders with the Borders button
Set cell background colors with the Fill Color button
Set text color with the Font Color button
Grow/Shrink Text
Cell
Borders
Cell Fill
Color
Text Color
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Microsoft Excel I
Cell Formatting -- Font Tab
The Font tab displays all the font commands in one dialog box
Allows users to make subscripts ( CO
2
) and superscripts ( X
2
)
Underlines can be set for accounting (both single and double)
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Cell Formatting -- Number Tab
Use the down arrow for quick formats; the right arrow for all formats
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Sorting
Excel can quickly sort your data by column
Highlight all the data to be sorted (very important)
Select the Home Ribbon and click the Sort & Filter button
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Sorting, 2
Selecting Sort A to Z or Sort Z to A sorts by the leftmost column
Click Custom Sort to set up rule-based sorting
Click Add Level to create more sorting rules
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Sorting, 3
The Options button lets you sort in a case-sensitive way
Checking Case sensitive sorts in this order:
Symbols
Numbers
Lower Case
Upper Case
You may also sort left to right instead of top to bottom
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Freezing Panes
Column and row headers can be immobilized on the screen
Click in the cell whose upper left corner will be the intersection
of the frozen area
Select the View Ribbon and click the Freeze Panes button
In the dropdown, click Freeze Panes
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Panes Frozen
Excel displays vertical and horizontal lines to mark the boundary
of the frozen area
A new option in the 2007 version allows you to select only the top
row or first column
Unfreeze the panes by repeating the operation
Vertical Pane Marker
Horizontal Pane Marker
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Review
Using the Name Box
Page Setup
Custom Lists
Correcting Errors
Cell Formatting
Sorting
Freezing Panes
Worksheets
Menus and Toolbars
Worksheet Cells
How to Enter and Edit Text and Numbers
Simple Formulas
Copying and Pasting Formulas
Formatting Rows and Columns
Worksheet Tabs
Copying and Renaming Worksheets
Excels Built-In Calculator
Centering Across Columns
Saving an Excel Workbook
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