Excel Level One. Introduction. Contents. Starting Excel. Reviewing the Excel Screen

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1 Introduction Excel Level One This workshop introduces you to introductory Excel. You will learn about the menus, create a worksheet, enter values, edit a worksheet, and spell check. Contents Introduction Contents Starting Excel Reviewing the Excel Screen Exploring the Workbook Window Moving the Active Cell Viewing Cell Contents Using Help Creating and Planning a Worksheet Entering Constant Values Selecting Multiple Cells Saving, Opening, and Closing Files Editing Worksheet Data Reversing Actions Editing and Removing Cell Contents Using AutoComplete and AutoCorrect Checking Spelling Starting Excel Start, Programs, Microsoft Excel. Many times, network administrators will put shortcuts on users desktops also. Reviewing the Excel Screen The Excel screen is similar in design to other Microsoft products such as Word. There are toolbars, menus, and the status bar, just like in other Microsoft Programs. You will also see the Name Box, Entry Buttons, Formula Bar, Workbook Title Bar, and the Workbook Window. Page 1

2 Excel Level One There are two main toolbars, but these can be customized in Excel to better suit your needs. The Menu bar is on top, the Standard Toolbar in the center, and the Formatting Toolbar on the bottom. There are also the Auditing Toolbar, Chart Toolbar, and Drawing Toolbar. You will also see additional toolbars appear depending on the function you are trying to perform. Exploring the Workbook Window The workbook window displays the file that is being displayed in Excel. There are columns across the top represented by letters of the alphabet and there are rows across the left side represented by numbers. There are 256 columns in each sheet, which are labeled A to Z, AA to AZ, BA to BZ, etc. There are 65,536 rows in a worksheet. The cells are represented by each box where active cells are represented by the highlighted area in the below illustration. The Fill Handle is the little black box in the lower right hand corner of an active cell. Moving the Active Cell You can move an active cell by either clicking and dragging the selected cell or by selecting the cell and then inputting the new cell location in the Name Box. The following is a listing of all the ways to highlight cells. When the cursor is within a cell the mouse pointer looks like and the cell is selected. Click the left mouse button and drag across cells to highlight (select) a group of cells. Move the mouse pointer to the first cell in a range of cells and click the left mouse button. Hold down the shift key and move the mouse to the last cell in the range of cells and click the left mouse button. Move the mouse pointer to the first cell in a range of cells and click the left mouse button. Hold down the shift key and use the arrow keys to select the desired cells. Move the cursor to the gray column headings (A, B, C). Click the left mouse button to select a column and drag across a number of columns to select columns. This also works to select rows. Page 2

3 Excel Level One Move the cursor to the gray column headings (A, B, C). Click the left mouse button to select a column. Hold down the [shift] key and select another column (all columns between the first and last column will be selected. This also works to select rows. Move the cursor to the gray column headings (A, B, C). Click the left mouse button to select a column. Hold down the [Ctrl] key and select another column or a row. Move the cursor using the arrow keys on the keyboard. Go up one screen with the [Page Up] key and down one screen with the [Page Down] key. Move to the beginning of a block of data with the [Ctrl][ ], [Ctrl] ], [Ctrl][ ] or [Ctrl][ ] key combinations. Move from the beginning to the end of the table with the [Ctrl][End] key combination and to the beginning with the [Ctrl][Home] key combination. There are also many keyboard shortcuts that can be used to move active cells. These can be found in the Help Menu of Excel. Viewing the Cell Contents The data that is in the cell worksheet is not necessarily always what is stored in the cell. For instance, if you have created a formula and want the result of that formula to display in the cell, you may need to enter the formula in the Formula Bar at the top of the worksheet. The =SUM(A1+A2) is in the Formula Bar while the result (79) is in the cell worksheet. Using Help Using the Help option in Microsoft Excel will be very helpful. More so than most other programs. As you will see later, learning how to use formulas and functions can be very difficult to understand, but the Help menu gives you examples and direction on how to do so. Page 3

4 Creating and Planning a Worksheet Excel Level One When planning a worksheet it is important to take the following steps: Determine the goal, list the items to be tracked, identify the source of your data, and write relationships between items in words or write down what the relationships for the formulas will be. Entering Constant Values Constant values are values that are entered into a cell directly and does not change by using a formula or function. For example, the 45 and 34 in cells A1 and B1 are constant values, while the 79 in C1 is a relative value. To enter constant values, you can select the cell and either enter it directly into the cell or select the cell and enter the data in the Name Box at the top of the worksheet. There are several types of data that can be entered and will adjust according to how the data is entered. Text can be either numeric (phone number) or alphabetic. Numeric data consists of data that can be used for calculations such as dollar amounts or numbers. You can also enter dates and times. Text entries are left-aligned, numeric are right-aligned by default. Ctrl + ; inserts the current date and Ctrl + Shift + ; inserts the current time. These do not automatically update. Selecting Multiple Cells A group of cells in referred to as a range of cells. You can select multiple cells using the mouse by clicking and dragging across the cells you want to select. You can select multiple cells using the keyboard by clicking on one cell and then holding your shift key and using the arrow keys to select more cells. You will know when you have multiple cells selected because the selected cells will turn a light shade of gray. Saving Files It is best to save files early and often. Although Excel has a feature that can be set in the options menu to automatically save every so many minutes, this only works if the file has been saved from the beginning. Use File, Save As and name your file and place the file where you want it to be saved. Page 4

5 Opening Files Excel Level One File, Open, and point to the file you want to open. Closing Files You can close an Excel file by either File, Close or clicking on the X in the top right hand corner. If you have made changes to the file and have not saved them, Excel will ask you if you want to save changes. Reversing Actions Excel comes with the ability to multiple undo and redo. This comes in very handy if you have made some changes and then decide to undo a couple of steps. The multiple undo and redo are represented with curly arrows in the standard toolbar. You must be careful using this because if you select an undo or redo further down on the drop down list, it will undo or redo every action inbetween. Editing Cell Contents There are several ways to make changes to cell content. You can select the cell and then just click and drag over what you want to change and then type the new entry. You can also double click on the cell and then click and drag the entry you want to change. You can also select the cell and make changes within the name box at the top of the screen. Removing Cell Contents The Edit, Clear command allows you to remove the cell data, cell formatting, and comments of the cell. If you have a constant value entered into a cell, you can simply click to highlight and hit delete on your keyboard. If you have relative entries, you may want to use the Edit, Clear option. Using AutoComplete This feature stores text entries you have previously typed a certain area. For example, if you typed North, South, East, West. The next time you type North, South, it will automatically finish with East, West. Page 5

6 Excel Level One Using Auto Correct Auto Correct allows you to automatically make corrections to your typing with words that normally would come up as misspelled words in Microsoft Word. Many people will enter their company name or words their company uses all of the time so Spell Check does not come up every time the word appears. Spell and Grammar Checking If a red, wavy underline appears below a word, it means the automatic spell checking feature is enabled and the word is not recognized in the dictionary. If a similar, green line appears, then the automatic grammar checker has detected a grammatical error in your sentence or phrase. Check your document using one of the 4 following methods: Right-click on a word with a wavy underlining to access the Spelling/Grammar Shortcut Menu. If the desired word or phrase is listed, click on that word. If not, click on the Spelling (or Grammar) option. A dialogue box appears that allows to manual changes to the word or phrase. Go to the Menu bar and select Tools and Spelling and Grammar (spell check the entire document) Press the [F7] key. Click on the Spelling and Grammar button on the Standard toolbar. Page 6

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