Quick Reference Guide for Microsoft Excel 2007

Transcription

1 Quick Reference Guide for Microsoft Excel 2007 Microsoft Excel is a powerful spreadsheet application consisting of Columns that are identified by Letters (A XFD) and Rows that are identified by Numbers (1 1,048,576). Spreadsheets provide an endless opportunity to create and analyze charts, graphs and data computations by using a combination of numbers and text. Excel Window Layout Tabs - Notice the Eight (8) Tabs available (Home, Insert, Page Layout, Formulas, Data, Review, View, & Get Started). The Home Tab is currently active. Tabs are organized by groups, buttons, and Dialog Boxes. The Fundamentals: Excel Fundamentals Video 1. When entering formulas always use the cell name such as A1 instead of the number inside of the cell. 2. Every formula must start off with an = sign. DiSora 08 Page 1

2 1. Add a Header or Footer a. Insert Tab b. Text Group c. Select Header & Footer d. Type your information and select your alignment, font size, color and style as you normally do e. To Close, go to the View Tab, Workbook Views and select Normal 2. Adding a Column a. If you want to add a new column in-between columns A & B click on the letter B at the top of the grid sheet (this will activate the whole column) b. Home Tab, Cells Group and select Insert, and Insert Sheet Columns 3. Adding a Row a. If you want to add a new Row in-between rows 1 & 2 click on the number 2 at the left of the grid sheet (this will activate the whole row) b. Home Tab, Cells Group and select Insert, and Insert Sheet Rows 4. Deleting a Column a. If you want to Delete Column in-between columns A & B click on the letter B at the top of the grid sheet (this will activate the whole column) b. Home Tab, Cells Group and select Delete, and Delete Sheet Columns 5. Deleting a Row a. If you want to Delete Row in-between Rows 1 & 2 click on the number 2 on the side of the grid sheet (this will activate the whole row) b. Home Tab, Cells Group and select Delete, and Delete Sheet Row 6. Format Number Style (General, Number, Currency, Accounting, Date, Time, Percentage, ) a. Highlight the cell range to be formatted b. Home Tab c. Number Group d. Click on the down arrow in the Number Format box to open the Format Cells Window e. Select the desired number style f. OK 7. Merge/Centering Cells (Used for centering titles over a range of cells, example A1:E1) a. Highlight the Text and cells across the designated cell range being used for centering b. Home Tab c. Alignment Group d. Click on the Merge and Center Icon DiSora 08 Page 2

3 8. Freeze Pane Used for viewing rows or columns when you need to scroll out of the viewing area a. Click on the Row or Column that you would like to Freeze b. View Tab c. Window Group d. Freeze Panes e. Select Freeze type 9. Make a Graph/Chart a. Highlight the cell range in the spreadsheet that you want represented in the graph (If creating a nonadjacent chart, hold down your Ctrl. Key when selecting the second cell range) b. Insert Tab c. Chart Group d. Select a Chart Type e. Select a Chart sub-type if desired by clicking on the down arrow f. In order to edit the chart click on the chart then click the Layout Tab g. Select the various modifications as desired h. If you want the chart to be displayed on a separate sheet click the Design Tab and Location Button 10. Display Formulas a. Formula Tab b. Formula Auditing c. Click Display Formulas Or d. Ctrl. & ` Grave Accent key (located to the left of the number 1 Key and above the Tab Key 11. Print Gridlines or Row & Column Headings a. Page Layout Tab b. Page Setup Group, click the Dialog Box c. Sheet Tab d. Print Section e. Click on the Gridlines or Row and Column Headings Box f. OK DiSora 08 Page 3

4 12. Print to One Page a. Page Layout Tab b. Page Setup Group, click the Dialog Box c. Page Tab d. Scaling Section e. Select the Fit To button and make sure the Pages Wide and Tall are both set to 1 f. OK 13. Display Rows at the Top or Columns to the Left a. Page Layout Tab b. Page Setup Group, click the Dialog Box c. Sheet Tab d. Rows to repeat at top or Columns to Left e. Select the rows needed by clicking here, then highlight the cell range f. OK 14. NOW Date (Current Date) a. Select the cell that you want your date to appear b. Type in the cell =NOW() c. Click your Enter key d. To change the format of your NOW Date Home Tab Number Group, click the Dialog Box Date and select the Type desired OK 15. Widen/Reduce Column Width To A Specific Size a. Select the Column that you want to adjust b. Home Tab c. Cells Group d. Click the Format Button down arrow e. Column Width f. Type in the desired size g. OK Or click between the columns and drag to the right to increase or to the left to decrease Or double click between the columns to auto fit the column to the larges cell DiSora 08 Page 4

5 16. Increase/Decrease Row Height To A Specific Size a. Select the Row that you want to adjust b. Home Tab c. Cells Group d. Click the Format Button down arrow e. Row Height f. Type in the desired size g. OK 17. Paste Special A Spreadsheet Into Microsoft Word a. Highlight the cell range in the spreadsheet b. Edit on the Menu Bar c. Copy d. Go into your desired Microsoft Word Document e. Place your cursor in the desired location to paste the graph f. Edit on the Menu Bar g. Paste Special h. Select Paste Link Button i. As: Microsoft Excel Worksheet Object j. OK 18. Sort Data a. Highlight the desired cell range to be sorted b. On the Standard Toolbar select the Sort Icon (either Ascending going from or Descending going from) Z A A Z 19. Locking a Formula in a Cell Range a. Select the entire worksheet by clicking the Select All button (the gray rectangle directly above the row number for row 1 and to the left of column letter A). b. Click Cells on the Format menu, click the Protection tab, and then clear the Locked check box. c. This unlocks all the cells on the worksheet d. Note If the Cells command is not available, parts of the worksheet may already be locked. On the Tools menu, point to Protection, and then click Unprotect Sheet. e. Select just the cells you want to lock and repeat step 2, but this time select the Locked check box. f. On the Tools menu, point to Protection, click Protect Sheet, and then click OK. * Note: In the Protect Sheet dialog box, you have the option to specify a password and select the elements that you want users to be able to change. DiSora 08 Page 5

6 20. Adding Comments a. Click on the cell that you would like to apply the comment b. Review Tab c. Comments Group d. Comment e. Type your comment into the comment box f. Notice the red triangle in the top right corner of the cell indicating a comment g. Use the Comments Group to make changes as needed DiSora 08 Page 6

7 Formulas * Always start formulas with an equals sign = * Formulas are NOT case sensitive * Do NOT use spaces when entering a formula * When typing in a formula to compute an answer try to always use cell identification instead of the numbers. Example: =A1+B1 Instead of = Adding Two Numbers =Cell+Cell 2. Adding More Than Two Numbers In A Cell Range =SUM(Cell:Cell) 3. Finding The Highest Number In A Cell Range =MAX(Cell:Cell) 4. Finding The Lowest Number In A Cell Range =MIN(Cell:Cell) 5. Finding The Average Of A Cell Range =AVERAGE(Cell:Cell) 6. Multiplication =Cell*Cell 7. Division =Cell/Cell 8. Percentage =Cell/Cell* Square Root of a Cell =SQRT(Cell) 10. Count the number of cells with data in a range =COUNT(Cell:Cell) 11. Absolute Cell Referencing: by using a $ sign you can fill formulas and keep a cell constant. DiSora 08 Page 7

8 12. Future Value of a Loan (Returns the future value of an investment based on periodic, constant payments and a constant interest rate). Identifies the Type of Formula =FV(5.75%/12,360,-500) Interest Rate # of Payments Per Year The Fixed Payment in the Annuity Total Number of Payments Over the Life of the Loan 13. Payment Formula paying back a loan (Calculates the payment for a loan based on constant payments and a constant interest rate). Identifies the Type of Formula =PMT(5.75%/12,360,225000) Interest Rate # of Payments Per Year The Fixed Amount That Must Be Paid Back Total Number of Payments Over the Life of the Loan DiSora 08 Page 8

9 14. If Statement: A formula that will produce an answer from the options given. Identifies the Type of Formula Ex) =If(Cell>=Cell,Cell of Correct Answer,Cell of Incorrect Answer) Cell to be Calculated Cell to be Compared Mathematical Calculation Cell of Correct Answer or Result Cell of Incorrect Answer or Result DiSora 08 Page 9