SBCUSD IT Training Program. Excel Introduction. Data Range Development, Formatting and Basic Formulas

Transcription

1 SBCUSD IT Training Program Excel Introduction Data Range Development, Formatting and Basic Formulas Revised 11/1/2018

2 TABLE OF CONTENTS Building Tables/Ranges...4 Range Creation...4 First Record Row#? Row 2!...4 Header Row...4 Data Entry...4 Formatting...4 Cell/Cursor Movement...5 Cell Selection...6 Selecting Entire Rows...6 Selecting Entire Columns...6 Multiple range Selection...6 Adding Rows and Columns...7 Adding Rows...7 Adding Columns...7 Adding Multiple Rows...7 Adding Multiple Columns...7 Deleting Rows, Columns, Cells...8 Deleting Rows...8 Deleting Columns...8 Deleting Multiple Rows...8 Deleting Multiple Columns...8 Clear Cells...9 Delete Cells...9 Clear Content...9 Clear Formats...9 Clear All...9 Sizing Rows and Columns Sizing Rows Row Height Sizing Multiple Rows Identically Sizing Columns Column Height

3 Sizing Multiple Columns Identically Auto Fit Column Auto Fit Multiple Columns Show and Hide Rows and Columns Hide Row Hide Rows Hide Column Hide Columns Show Row(s) Show Column(s) Cell Formatting Cell Borders Cell Shading Format Painting Cut, Copy, Paste Cut Copy Cut/Drag/Paste Freeze Panes Freeze Left Column(s) Freeze Top Row(s) Freeze Row(s) and Column(s) Unfreeze Panes Basic Functions and Formula Development Formula Basics Formula Syntax Using Common Formulas Trim Average If Printing Hiding Columns View Page Breaks

4 Print Preview Print Data Range Repeat Rows on Each Printed Page Repeat Columns on Each Printed Page Headers and Footers Header Footer Print Preview Shrink to Fit Support for Microsoft Excel Recent Changes to the Document 11/1/ minor 10/18/2018 Page reorder 11/21/ Printing pages added. 3

5 BUILDING TABLES/RANGES RANGE CREATION Place your headings across columns and your data in rows directly underneath. Remember that Excel has far more rows than columns. Excel expects your data to be laid out this way. FIRST RECORD ROW#? ROW 2! Leave row 1 for your column headings. Excel is designed to work when harboring headings in row 1. HEADER ROW Use row 1 as a heading row. Enter field names/criteria along the first row. When developing headings in row 1 format the font with bold. This will help Excel recognize them as headings when you use one of its functions, such as Sorting, Filtering, etc.. DATA ENTRY Be sure to enter data properly. Entering Mar. for March is not a good idea. Entering 54 rather than.54 for a percent is not a good idea. FORMATTING Keep formatting to a minimum. Less is more often better than more. Provide a few formats for the header row and perhaps for a totals row. Fisrt Name Middle Last Name Phone Category Product Name Purchase Date Price Cost Units Sold Total Sale Total Cost Profit Status Carlos Ryan Zendejas Meat Beef 5/31/ get product * get product get dif Handling Vigen Ann Nikol Soda Coke 4/11/ Transit Martin B GuardadoPaz Meat Chicken 10/1/ Delivered Carla A Velarde Fruit Apples 5/14/ Handling Teryl Lynn Reese Fruit Apples 3/1/ Handling John Lynn Ramirez Fruit Apples 10/10/ Handling Marta A DuronTalavera Fruit Apples 1/22/ Handling Gabriel Beth Perez Soda Pepsi 3/11/ Delivered Calvin Lynn Gordon Meat Beef 9/21/ Transit Manuel Alan Macias Meat Beef 8/8/ Transit Edward Ann Norris Vegetables Corn 11/3/ Handling Sarita Lynn Wood Meat Beef 3/6/ Returned Eulalia B Rosiles Meat Chicken 1/20/ Returned Richard Carry Duncan Fruit Banannas 4/25/ Delivered Donovan B Silas Meat Chicken 6/19/ Transit Leopoldo P Parra Soda Coke 8/31/ Handling Raul Ryan Marmolejo Meat Beef 1/20/ Handling Alejandro Ann Munoz Soda Coke 11/11/ Delivered Sheik Alan Sahadat Meat Beef 5/23/ Handling Jorge Tom Lara Soda Pepsi 7/7/ Handling William Carry Miller Jr Fruit Banannas 7/30/ Delivered John Lynn Lawler Fruit Apples 5/31/ Transit Sonia Beth Toscano Soda Pepsi 6/27/ Delivered Lester A Moten Fruit Apples 3/21/ Delivered Richard Lynn McDowell Fruit Apples 9/14/ Delivered Jonathan Lynn Willits Meat Beef 9/24/ Returned Jose Ann Pelicula Fruit Apples 7/28/ Transit Kenneth Ben Soto Vegetables Peas 12/13/ Handling Ignacio P Toscano Soda Coke 5/11/ Delivered Jason Carry Pederson Fruit Banannas 6/3/ Transit Iris Beth Lopez Soda Pepsi 5/5/ Delivered Victor Tom Yonkey Soda Pepsi 5/25/ Delivered Christian Ann Stringham Soda Coke 3/7/ Transit Note: When entering data into cell, if the cell already maintains an entry, that entry will be overwritten. 4

6 CELL/CURSOR MOVEMENT Using the mouse for cursor placement is often cumbersome and slow. Learn the following keystrokes to make cursor movement much quicker. One cell in the direction of the arrow One cell to the right One cell to the left To the edge of the current data region (the first or last cell that isn t empty) in the direction of the arrow To the last cell in the worksheet, in the lowest used row of the rightmost used column To the beginning of the row To the beginning of the worksheet (cell A1) One screen down One screen up One screen to the right One screen to the left To the next sheet in the workbook To the previous sheet in the workbook Arrow Keys Tab Shift+Tab Ctrl+Arrow Key Ctrl+End Home Ctrl+Home Page Down Page Up Alt+Page Down Alt+Page Up Ctrl+Page Down Ctrl+Page Up 5

7 CELL SELECTION SELECTING ENTIRE ROWS 1. Click and drag across the row numbers of the rows you wish to highlight SELECTING ENTIRE COLUMNS 1. Click and drag across the column letters of the columns you wish to highlight MULTIPLE RANGE SELECTION 1. Click and drag across the cells you wish to highlight 2. Hold the Control Key 3. Click and drag across another range of cells 4. Continue to hold the Control Key 5. Click and drag across another range of cells 6. Continue to repeat this until you have all the ranges you wish highlighted 6

8 ADDING ROWS AND COLUMNS ADDING ROWS 1. Right-click in the row where you wish the new row to appear above 2. Choose Insert and choose Entire row 3. Click on OK ADDING COLUMNS 1. Right-click in the column where you wish the new column to appear to the left 2. Choose Insert and choose Entire column 3. Click on OK ADDING MULTIPLE ROWS 1. Highlight as many cells or rows as you wish to add below where you wish the new rows to appear 2. Right-click on the highlighted cells 3. Choose Insert and choose Entire row 4. Click on OK ADDING MULTIPLE COLUMNS 1. Highlight as many cells or rows as you wish to add below where you wish the new rows to appear 2. Right-click on the highlighted cells 3. Choose Insert and choose Entire column 4. Click on OK 7

9 DELETING ROWS, COLUMNS, CELLS DELETING ROWS 1. Right-click in the row you wish to delete 2. Choose Delete and choose Entire row 3. Click on OK DELETING COLUMNS 1. Right-click in the column you wish to delete 2. Choose Delete and choose Entire column 3. Click on OK DELETING MULTIPLE ROWS 1. Highlight as many cells across the rows or the entire rows you wish to delete 2. Right-click on the highlighted cells 3. Choose Delete and choose Entire row 4. Click on OK DELETING MULTIPLE COLUMNS 1. Highlight as many cells across the columns or the entire columns you wish to delete 2. Right-click on the highlighted cells 3. Choose Delete and choose Entire column 4. Click on OK 8

10 CLEAR CELLS DELETE CELLS 1. Right-click in a cell or selected range of cells and choose Delete 2. In the Delete window, choose which way to shift the remaining cells in the sheet CLEAR CONTENT 1. To delete content but not physically remove cells from the sheet, right-click in a cell or selected range of cells 2. Click on the Home tab and click on the Clear button 3. Choose Clear Contents CLEAR FORMATS 1. To delete formats but not the contents from the selected cells, right-click in a cell or selected range of cells 2. Click on the Home tab and click on the Clear button 3. Choose Clear Formats CLEAR ALL 1. To delete cell content and cell formats, right-click in a cell or selected range of cells 2. Click on the Home tab and click on the Clear button 3. Choose Clear All 9

11 SIZING ROWS AND COLUMNS SIZING ROWS 1. Point to the line below the row number you wish to size 2. Click and drag up or down to size the row as you wish ROW HEIGHT 1. Highlight the entire row you wish to define a specific height for 2. Right-click on the highlighted selection and choose Row Height 3. Enter a specific row height and click on OK SIZING MULTIPLE ROWS IDENTICALLY 1. Click and drag across the row numbers of the rows you wish to size together 2. Point to any one of the lines between the row numbers in your selection 3. Click and drag up or down to adjust the row heights as you wish SIZING COLUMNS 1. Point to the line to the right of the column letter you wish to size 2. Click and drag right or left to size the column as you wish COLUMN HEIGHT 1. Highlight the column you wish to define a specific width for 2. Right-click on the highlighted selection and choose Column Height 3. Enter a specific column width and click on OK SIZING MULTIPLE COLUMNS IDENTICALLY 1. Click and drag across the column letters of the columns you wish to size together 2. Point to any one of the lines between the column letters in your selection 3. Click and drag left or right to adjust the column widths as you wish AUTO FIT COLUMN 1. Point to the line to the right of the column you wish to auto fit 2. Double-click on the line AUTO FIT MULTIPLE COLUMNS 1. Click and drag across the column letters to highlight the columns you wish to auto fit 2. Double-click on any one of the lines between column letters in your selection 10

12 SHOW AND HIDE ROWS AND COLUMNS HIDE ROW 1. Click on the row number to highlight the row you wish to hide 2. Right-click on the highlighted selection and choose Hide HIDE ROWS 1. Click and drag across row numbers you wish hide 2. Right-click on the highlighted selection and choose Hide HIDE COLUMN 1. Click on the column letter to highlight the column you wish to hide 2. Right-click on the highlighted selection and choose Hide HIDE COLUMNS 1. Click and drag across column letters you wish hide 2. Right-click on the highlighted selection and choose Hide SHOW ROW(S) 1. Click and drag down across from the row number above the hidden row or rows to the row number below the hidden row or rows 2. Right-click on the highlighted selection and choose Unhide SHOW COLUMN(S) 1. Click and drag down across from the column letter left of the hidden column or columns to the column letter to the right of the hidden column or columns 2. Right-click on the highlighted selection and choose Unhide 11

13 CELL FORMATTING CELL BORDERS 1. Highlight the range of cells you wish to format borders for 2. Right-click on the highlighted range and choose Format Cells 3. In the Format Cells window, Click on the Border Tab 4. Choose the border options you wish to apply to the range of cells you have selected 5. Choose the border style and border color 6. Click on OK CELL SHADING 1. Highlight the range of cells you wish to format shading for 2. Right-click on the highlighted range and choose Format Cells 3. In the Format Cells window, Click on the Fill Tab 4. Choose the color you wish to fill into the range of cells you have selected 5. Click on OK FORMAT PAINTING 1. Place your cursor in a cell which maintain the formats you wish to replicate to other cells 2. Click on the home tab and click on the Format Painter button 3. Click on the cell or click and drag across a range of cells wish to apply the formats to Note: If you double-click on the Format Painter button the mouse will hold onto the Format Painter and allow you to continue to highlight other ranges you wish to add the formats to. Clicking on the Format Painter button or pressing the Escape key will end the format painting session. 12

14 CUT, COPY, PASTE CUT 1. Highlight a range of cells you wish to move 2. Right-click on the selected cells and choose Cut 3. Place your cursor in the cell where the upper left of the range you have selected will fall 4. Right-click and under Paste, choose Paste Values COPY 1. Highlight a range of cells you wish to copy 2. Right-click on the selected cells and choose Copy 3. Place your cursor in the cell where the upper left of the range you have selected will fall 4. Right-click and under Paste, choose Paste Values CUT/DRAG/PASTE 1. Highlight a range of cells you wish to move 2. Place your mouse pointed directly over the border/edge of the cells selected 3. Drag the mouse to move the cells 4. Release the mouse button where you wish to drop the range of cells Note: the paste feature maintains a number of paste choices including; Values, Formats, Formuals 13

15 FREEZE PANES When working with a large data range, you may often wish to move through the range while still being able to see the far left column or the first row of column headings. FREEZE LEFT COLUMN(S) 1. Click on the top cell (row 1) in the column immediately right of the column(s) you wish to freeze 2. Click on the View tab 3. Click on the Freeze Panes button and choose Freeze Panes As you scroll right through your range, you ll see you have frozen the column(s) at the left. They will remain visible as you scroll far right. FREEZE TOP ROW(S) 1. Click on the cell in the far left column (Column A) just below the row(s) you wish to freeze 2. Click on the View tab 3. Click on the Freeze Panes button and choose Freeze Panes As you scroll down your range, you ll see you have frozen the row(s) at the top. They will remain visible as you scroll far down in your range. FREEZE ROW(S) AND COLUMN(S) 1. Click on the cell which falls directly under the row(s) and also falls immediately to the right off the column(s) you wish to freeze 2. Click on the View tab 3. Click on the Freeze Panes button and choose Freeze Panes As you scroll right and down through your range, you ll see you have frozen both the row(s) and column(s) to the left and at top. They will remain visible no matter where you locate yourself in this sheet. UNFREEZE PANES 1. From any cell within the sheet which has frozen panes, Click on the View tab 2. Click on the Freeze Panes button and choose Unfreeze Panes 14

16 BASIC FUNCTIONS AND FORMULA DEVELOPMENT At its heart, Excel is a giant calculator. In fact, a simple way to think about Excel is to consider each cell in a worksheet like an individual calculator. An Excel spreadsheet has millions of cells, which means you have millions of individual calculators to work with. Not only that, but you can create formulas that link different cells together (e.g. add the value in this cell to the value in that cell = FORMULA BASICS All formulas begin with the = character. This alerts excel the entry is a formula, not a value entered. Example - Adding: =SUM(5,5) The resulting cell value will be 10 Example - Subtraction: =SUM(a4,-a3), Multiplication =SUM(a3,*a4), Division =SUM(a3,/a4) FORMULA SYNTAX A formula can also contain any or all of the following: functions, references, operators, and constants. Functions: The SUM Function allows you to do basic arithmetic within it s parentheses References: D45 returns the value currently in cell D45, E45 returns the current value of cell E45 Constants: Numbers or text values entered directly into a formula, such as.0825 Operators: The * (asterisk) operator multiplies numbers. Note: Wherever your cursor is located in the sheet, the Formula Bar will show you it s true contents. This will confirm whether or not the value in the cell is a static value entered in the cell or a value that is the result of a formula otherwise hiding in the cell. 15

17 USING COMMON FORMULAS TRIM Trim Removes all spaces in the cell except for spaces between words or values. Effectively removes errant spaces entered before or after the typed data. Formula: =TRIM(A1:J342) AVERAGE The AVERAGE function finds an average, or arithmetic mean, of numbers. Formula: =AVERAGE(d2:d45) IF The an IF formula to ask Excel to test a certain condition and return one value or perform one calculation if the condition is met, and another value or calculation if the condition is not met. IF(A1 <= 25; "order", "in stock") 16

18 PRINTING When working with a large data range that is much wider and taller than your standard 8.5 x 11 print job, you ll need to go through some extra steps in order to properly print the sheet. The page setup feature in excel maintains a lot of printing options. HIDING COLUMNS 1. Hold the Control key and click on the columns you don t wish to display in the print job 2. Right-click on one of the selected columns and choose Hide 3. Unhide Columns 4. Click and drag across the column letters in order to highlight the columns to the left and right of the column you re hiding Now you have the column to left and right as well as the hidden column in-between selected. 5. Right-click anywhere on the selection and choose Unhide VIEW PAGE BREAKS Before printing in Excel you should always look at the page break preview. This gives you a good visual on how many pages and where the data range is falling on those pages. 6. Click on the View tab 7. Click on the Page Break Preview button The page breaks are now visible and denoted with a blue line. This view will give you an idea on how you wish to further use Page Setup features. 8. Click on the View tab 9. Click on the Normal View button PRINT PREVIEW 10. Click on the File tab and choose Print 11. Scroll through the pages to het and idea of what things are looking like 17

19 PRINT DATA RANGE 12. Click on the Page Layout tab 13. Click on the Show/Hide Page Setup button and click on the Sheet tab 14. Click on the Data Range button at the right of the Print area field 15. Now, click and drag to highlight and select the entire data range you wish to print 16. Click on the Data Range button again You are now back in the Page Setup window. And you have defined the cell range which you wish to print. REPEAT ROWS ON EACH PRINTED PAGE 17. Click on the Page Layout tab 18. Click on the Show/Hide Page Setup button and lick on the Sheet tab 19. Click on the Data Range button at the right of the Rows to repeat at top field 20. Now, click or click and drag on the row number(s) that maintain the row(s) you wish to repeat at the top of each printed page 21. Click on the Data Range button again You are now back in the Page Setup window. And you have defined which row(s) you wish to repeat on each printed page. REPEAT COLUMNS ON EACH PRINTED PAGE 22. Click on the Page Layout tab 23. Click on the Show/Hide Page Setup button and click on the Sheet tab 24. Click on the Data Range button at the right of the Columns to repeat at left field 25. Now, click or click and drag on the column letter(s) that maintain the columns(s) you wish to repeat at the left of each printed page 26. Click on the Data Range button again You are now back in the Page Setup window. And you have defined which column(s) you wish to repeat on each printed page. 18

20 HEADERS AND FOOTERS Rather than building and formatting a number of rows above your column headings in order to develop a header, you can take care of this with the custom header feature. You can also aid your printed pages with repeated footer information. HEADER 27. Click on the Page Layout tab 28. Click on the Show/Hide Page Setup button 29. Click on the Header/Footer tab 30. Click on the Custom Header button You have to ability to enter any text/information you wish per the upper left, the middle and the upper right of each printed page. A good example of this may be, your department name in the left, the project name in the middle and the date in the right FOOTER 31. Click on the Page Layout tab 32. Click on the Show/Hide Page Setup button 33. Click on the Header/Footer tab 34. Click on the Custom Footer button You have to ability to enter any text/information you wish per the upper left, the middle and the upper right of each printed page. A good example of this may be, the file name and location in the left, the sheet name in the middle and the page number in the right. Note: For both custom headers and footers you may wish to enter a dynamic code entree via the buttons that are provided. So in the right hand side of the custom footer, you could click on the Insert Page Number button, or for the right hand side of your custom header, you can use the Insert Date button. 19

21 PRINT PREVIEW Once you have completed your print setup with the above techniques, it is important to use the Print Preview feature. 35. Click on the Page Layout tab 36. Click on the Show/Hide Page Setup button 37. Click on the Print Preview button This is how your printed pages will be structured. SHRINK TO FIT You may shrink (scaling of entire data range) your data range in order to rid the print job of pages which are on the far right and or along the bottom, that carry only a column or two or a few rows. 38. Click on the File tab and click on Print 39. Below all the print options, click on Page Setup 40. Under Scaling, choose Fit to and enter the amount of rows and columns of pages you have ready to print, minus 1 This allows you to clip off the far right pages and the bottom pages which are maintaining very little content. Note: In order to shrink your print area down by one page on the right and one page along the bottom, Excel will do this by shrinking the content. 20

22 SUPPORT FOR MICROSOFT EXCEL You may contact the following offices for assistance with Microsoft Excel: Training Training Specialists (909) OR Check out the Microsoft Excel Self Help Video Library 21