Title Bar. It has the Title of the Programme and the Workbook title. There are also three buttons at the right hand side

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1 Microsoft Excel To start Microsoft Excel, there are myriad choices of options. Choose any of the following 1. Left Click on the Start button, Left Click on Programs, Left Click on Microsoft Excel 2. Double Click on the Microsoft Excel icon on the desktop 3. Left Click on Microsoft Excel on the Office shortcut bar (if present) 4. Right Click on the desktop, Left Click on New, Left Click on Microsoft Excel D:\Computer Lessons\ITF207 Excel\Microsoft Excel.doc John O'Connell Page 1 9/03/2007

2 Title Bar It has the Title of the Programme and the Workbook title There are also three buttons at the right hand side These are Minimise, Maximise and Close. Sometimes the button look like this The middle button is Restore Menu Bar Contains all the commands. Left Click on any one and a menu drops down and there are more choices Hold down the Alt key and click an underlined character and the same happens The indicates we have more choices after The arrow shows there are more options in the direction of the arrow Standard Toolbar The Ctrl+K is a shortcut for the keyboard. Other well known (soon to be) shortcuts are Ctrl+S = Save Ctrl+C = Copy Common commands from left to right : New, Open, Save, , Print, Print Preview, Spelling, Cut, Copy, Paste, Format Painter, Undo, Redo, Insert Hyperlink, Dollars, Autosum, Paste Function, Sort Ascending, Sort Descending, Chart, Drawing, Zoom, Help D:\Computer Lessons\ITF207 Excel\Microsoft Excel.doc John O'Connell Page 2 9/03/2007

3 Formatting Toolbar This contains most of the commands to format text, that is to change its font, size, bold bullets etc. This is where we change the look of our sheets. Status Bar Tells us what the Status is. Scroll Bars One horizontal and one vertical. You can use the arrows or click and drag. Almost time for an exercise but first D:\Computer Lessons\ITF207 Excel\Microsoft Excel.doc John O'Connell Page 3 9/03/2007

4 Getting Around In Excel We refer to the little boxes in Excel as cells. They are all referenced so we don t get lost. Each cell has an alphabetical and numerical reference. The very first cell in the top left-hand corner is A1. This means it is in Column A and Row 1. If it is the active cell it will have a black border around it and a small black square in the bottom right hand corner of the cell. The Name Box above A1 tells us which is the active cell as well. This makes more sense when we are using a larger worksheet and our active cell is at say BB6552. If you think that is a big worksheet remember that a worksheet can have a mamimun of 65,536 rows and 256 columns. ( the last cell would be IV65536) Try that by clicking in the name box and typing IV65536 and press <Enter> on your keyboard. Rows run across the worksheet and columns climb up and down To enter data in a cell Click on the required cell Type the text, formula or other data Press <Enter> or Click on the tick or Use an Arrow key on the keyboard Note that the text also appears in the Formula Bar for reasons that will become more apparent as we progress The Cross and Tick buttons on the Formula Bar are the equivalent of Esc and <Enter> Exercise 1a We are going to create a budget for the family and we need to record all of our income and expenditure Open a new workbook by pressing the New Icon and don t save any changes to the one we have been fiddling with. Type the data as it appears below D:\Computer Lessons\ITF207 Excel\Getting Around In Excel.doc

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6 Modifying Data To change the data in a cell we can double click on the cell and our cursor appears in the cell. We can change all the contents of the cell or just part of it. We can move in the cell by the use of the arrow keys. We can also edit our cell contents in the Formatting Toolbar To delete the contents of a cell select the cell(s) and press <Delete> If you make a mistake we can use the Undo button or Click on the tiny drop down arrow to the right and choose how far you want to undo to. You can Undo up to 16 times in Excel Conversely there is the Redo button which redoes actions. (Especially useful for us indecisive types) Exercise 1b Make sure we have the last exercise on screen Change cell A1 to read O Connell Family Change cell A2 to read Monthly Income for July What method did you use to adopt these changes? Delete typing in cell B3 Which method did you use? Change B7 to 3500 Change B9 to 2125 Undo the last change. Oh no the first figure was correct, better do a Redo Add the details for Tara as shown below and your sheet should look the same D:\Computer Lessons\ITF207 Excel\Getting Around In Excel.doc

7 Saving Excel.doc Saving allows workbooks to be stored on our computer so that we can access the file another day or we can take the file with us. Please, please, please make a habit of saving regularly because if you don t save and a power cut occurs or the dog pulls out the cord, your work may disappear into the ether. By saving often, we will only lose information from the last save. When you save you need to the file a name. Make it meaningful and remember you can have up to 256 characters in the filename. If it is a workbook to your friend Phoebe, maybe the file name could be Workbook2Phoebe 12Mar01. It is your decision. Do not use these things (or operators to use the correct terminology) in the filename \ / : *? < > When Excel is launched it opens a new workbook which it calls Book 1 See below If you click on the New Workbook icon, another workbook will open and it will be named Book 2, and so on and so forth. These temporary file names will not change until you do so when you save the workbook. When you need to save your work and it is the first time for the file you are working on, Excel will display the Save As dialogue box. In the dialogue box we can rename our file, decide where we will place the file and we can also change the type of file (not covered in this class) VIN (Very Important Note) These dialogue boxes do look similar so make sure you have the correct dialogue box in front of you. It should have Save As on the Title Bar. Once we have saved the file, when we click on the Save icon Excel will save any further changes without prompting for names etc. JOConnell Page 1 9/03/2007

8 Saving Excel.doc Look Save As Where What name When you have given the file a name and location click on save and from now on Excel will save without prompting. Remember you have to tell it to save though!! The active workbook is shown on the Title Bar If you have not maximised the workbook window, your screen may look like this below with the filename in the workbook title bar See the difference JOConnell Page 2 9/03/2007

9 Saving Excel.doc Sometimes you do not want to save with the same name. Maybe after 4 hours of typing you have written a workbook for a family member. So you could save it with a different filename and enter the required details on that file. This can be tricky so keep alert. We could now have Workbook2Phoebe 13Mar01 and Workbook2Snow 13Mar01. To reiterate and clarify If we are working on a saved workbook and we press Save or (CTRL + S) Excel will save the file with all the changes to date. If we are working on a saved workbook and go to FILE and CLICK on Save As then Excel will save the workbook with the new name you give it with all the changes since your last save TO SAVE Click on the Icon Go to File and click on Save Hold down Ctrl key and press the letter S TO SAVE AS Go to File and click on Save As Exercise 1c We will save our workbook because it is so good and we will need it for later reference. We will save, update and re-save our workbook. We may be able to use it next month as well. Ensure the workbook is still on your screen Save your workbook as O Connell Income for July (on your desktop please) Add the additional information as shown in cell A14 JOConnell Page 3 9/03/2007

10 Saving Excel.doc Save your changes and what method did you use? Edit cell A2 to read Monthly Income for August Save the workbook as O Connell Income for August (on your desktop please) Close the workbook and Excel JOConnell Page 4 9/03/2007

11 Multiple File Open We can open more than one workbook at a time. They are layered one on top of each other and we can switch between them. Opening multiple consecutive files Click on the Open button on the Standard Toolbar Pint to a blank area beside the first file required and drag to draw a rectangular shape around the required files to select them Click on Open Opening multiple non-consecutive files Click on the Open button on the Standard Toolbar Click on the first file to be opened Hold down <Ctrl> Click on the remaining files to be opened Click on Open Switching between workbooks From the Window menu, click on the required workbook Switch to the next workbook: <Ctrl> + F6 Switch to the previous workbook: <Ctrl> + <Shift> + F6 D:\Computer Lessons\ITF207 Excel\Multiple File Open.doc John O'Connell Page 1 9/03/2007

12 Adjusting Cell Widths.doc As we type in data, whether it be alphabetical or numeric, Excel looks after the presentation as best it can. If there is no information in the adjacent cell it allows the data to flow across the cell. It removes the grid between the cells so we can see which cell it is emanating from. In the example here it is showing that A1 contains the words O Connell Family and cell A2 contains Monthly Income for July. If there is information in the adjacent cell it does NOT allows the data to flow across the cell. In the example here it is showing that A6 contains the words Bernadette and cell B6 contains Which cell is NOTE: Figures valid as at 2/7 contained in?.. To see all the detail in column A we need to adjust the column width. As usual there are a couple of ways of doing it. 1. Move your cursor until it is in the gray area and on the gridline mark. The cursor will change to a double headed arrow. Click and drag and the column width will change 2. You can also double click and Excel will widen the column based on the longest entry in the column. 3. With the active cell in the column, go to Format, down to Column and take your pick from the options shown. Autofit Selection will widen the column based on the cell that is active. Width allows us to specify a width D:\Computer Lessons\ITF207 Excel\Adjusting Cell Widths.doc John O'Connell Page 1 9/03/2007

13 Adjusting Cell Widths.doc 4. If we have many columns with hidden data we can double click the gray column edges or we can select all the spreadsheet and double click the edge between A and B. This will be covered later so remind me to show you then. Exercise Time Open the Excel workbook Column Width Exercise In cell A2, respond to A1 Substitute Adam for (Your Name) Adjust the column widths so all words are visible Follow the instruction in cell D13 D:\Computer Lessons\ITF207 Excel\Adjusting Cell Widths.doc John O'Connell Page 2 9/03/2007

14 Keys for moving and scrolling in a worksheet or workbook mk:@msitstore:c:\program%20files\microsoft%20office\office\1033\xlmain9.chm... Page 1 of 2 9/03/2007 Keys for moving and scrolling in a worksheet or workbook Note To enlarge the Help window to fill the screen, press ALT+SPACEBAR and then press X. To restore the window to its previous size and location, press ALT+SPACEBAR and then press R. To print this topic, press ALT+O and then press P. This topic lists: Keys for moving and scrolling in a worksheet or workbook Keys for moving in a worksheet with End mode on Keys for moving in a worksheet with SCROLL LOCK on Keys for moving and scrolling in a worksheet or workbook Press Arrow keys CTRL+arrow key HOME CTRL+HOME CTRL+END PAGE DOWN PAGE UP ALT+PAGE DOWN ALT+PAGE UP CTRL+PAGE DOWN CTRL+PAGE UP CTRL+F6 or CTRL+TAB CTRL+SHIFT+F6 or CTRL+SHIFT+TAB F6 SHIFT+F6 CTRL+BACKSPACE F5 SHIFT+F5 SHIFT+F4 TAB To Move one cell up, down, left, or right Move to the edge of the current data region Move to the beginning of the row Move to the beginning of the worksheet Move to the last cell on the worksheet, which is the cell at the intersection of the rightmost used column and the bottom-most used row (in the lower-right corner), or the cell opposite the home cell, which is typically A1 Move down one screen Move up one screen Move one screen to the right Move one screen to the left Move to the next sheet in the workbook Move to the previous sheet in the workbook Move to the next workbook or window Move to the previous workbook or window Move to the next pane in a workbook that has been split Move to the previous pane in a workbook that has been split Scroll to display the active cell Display the Go To dialog box Display the Find dialog box Repeat the last Find action (same as Find Next) Move between unlocked cells on a protected worksheet Return to top Keys for moving in a worksheet with End mode on Press END END, arrow key END, HOME To Turn End mode on or off Move by one block of data within a row or column Move to the last cell on the worksheet, which is the cell at the intersection of the rightmost used column and the bottom-most

15 Keys for moving and scrolling in a worksheet or workbook mk:@msitstore:c:\program%20files\microsoft%20office\office\1033\xlmain9.chm... Page 2 of 2 9/03/2007 used row (in the lower-right corner), or the cell opposite the home cell, which is typically A1 END, ENTER Move to the last cell to the right in the current row that is not blank; unavailable if you have selected the Transition navigation keys check box on the Transition tab (Tools menu, Options command) Return to top Keys for moving in a worksheet with SCROLL LOCK on Press SCROLL LOCK HOME END UP ARROW or DOWN ARROW LEFT ARROW or RIGHT ARROW To Turn SCROLL LOCK on or off Move to the cell in the upper-left corner of the window Move to the cell in the lower-right corner of the window Scroll one row up or down Scroll one column left or right Tip When you use scrolling keys (such as PAGE UP and PAGE DOWN) with SCROLL LOCK turned off, your selection moves the distance you scroll. If you want to preserve your selection while you scroll through the worksheet, turn on SCROLL LOCK first. Return to top

16 Operators.doc Calculation operators in formulas Operators specify the type of calculation that you want to perform on the elements of a formula. Microsoft Excel includes four different types of calculation operators: arithmetic, comparison, text, and reference. Arithmetic operators perform basic mathematical operations such as addition, subtraction, or multiplication; combine numbers; and produce numeric results. Arithmetic operator Meaning Example + (plus sign) Addition 3+3 (minus sign) Subtraction Negation * (asterisk) Multiplication 3*3 / (forward slash) Division 3/3 % (percent sign) Percent 20% ^ (caret) Exponentiation 3^2 (the same as 3*3 Comparison operators compare two values and then produce the logical value TRUE or FALSE. Comparison operator Meaning Example = (equals sign) Equal to A1=B1 > (greater than sign) Greater than A1>B1 < (less than sign) Less than A1<B1 >= (greater than or equal to Greater than or equal to A1>=B1 sign) <= (less than or equal to sign) Less than or equal to A1<=B1 <> (not equal to sign) Not equal to A1<>B1 The text operator "&" combines one or more text values to produce a single piece of text. Text operator Meaning Example & (ampersand) Connects, or concatenates, two values to produce one continuous text value "North" & "wind" produce "Northwind" Where do we find all these operators? / * - + are around the numbers at the right of the keyboard. The others are above the top row of numbers and accessed by holding down the <Shift> key, eg & is typed by holding down the <Shift> key and pressing 7. D:\Computer Lessons\ITF207 Excel\Operators.doc Page 1 of 2

17 Operators.doc Reference operators combine ranges of cells for calculations Reference operator Meaning Example : (colon) Range operator, which B5:B15 produces one reference to all the cells between two references, including the two references, (comma) Union operator, which SUM(B5:B15,D5:D15) combines multiple references into one reference (single space) Intersection operator, which produces one reference to cells common to two references SUM(B5:B15 A7:D7) In this example, cell B7 is common to both ranges. The order in which Microsoft Excel performs operations in formulas If you combine several operators in a single formula, Microsoft Excel performs the operations in the order shown in the following table. If a formula contains operators with the same precedence ¾ for example, if a formula contains both a multiplication and division operator ¾ Microsoft Excel evaluates the operators from left to right. To change the order of evaluation, enclose the part of the formula to be calculated first in parentheses. Operator Description : (colon), (comma) (single space) Reference operators Negation (as in 1) % Percent ^ Exponentiation * and / Multiplication and division + and Addition and subtraction & Connects two strings of text (concatenation) = < > <= >= <> Comparison 6-4/2=4 Division is calculated first, therefore 4/2=2 and so 6-2 does equal 4 Not 6-4=2, 2/2=1. If this was the answer you required the formula would be (6-4)/2 as the brackets take precedence 7*2-3^2=5 Exponention is calculated first, 3^2=9, then the multiplication 7*2=14, then 14-9=5. (121 is incorrect!!!) D:\Computer Lessons\ITF207 Excel\Operators.doc Page 2 of 2