ENTERING DATA & FORMULAS...

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1 Overview NOTESOVERVIEW... 2 VIEW THE PROJECT... 5 NAVIGATING... 6 TERMS... 6 USING KEYBOARD VS MOUSE... 7 The File Tab... 7 The Quick-Access Toolbar... 8 Ribbon and Commands... 9 Contextual Tabs Scroll bars Tabs Keyboard Shortcuts Additional Keyboard shortcuts Selecting cells and ranges Selecting All Selecting Multiple Cells and Ranges ADDITIONAL VIEWING TOOLS Freezing panes Splitting panes Sorting by column Sorting by multiple columns Zoom Options Hiding columns & rows REVIEW ENTERING DATA & FORMULAS ENTERING AND MODIFYING DATA IN SPREADSHEETS Entering Basic Data Entering Data in a Cell Block Formatting Dates and Times Deleting and Editing Data Inserting and Deleting Rows Spell Check Using the Undo and Redo Buttons TABLES ADDITIONAL TERMS Creating Tables Modifying Tables Sorting and Filtering Table Data CREATING BASIC FORMULAS Typing formulas Clicking to insert cell references Subtraction Notations Division Multiplication Using a Simple Cell Reference Using Parenthesis for Complex Formulas USING FUNCTIONS Typing Manually Using AutoSum Selecting Ranges in AutoSum Excel 2010 Basic Version MCS

2 Using AutoCalculate REVIEW MOVING AND COPYING DATA TERMS CUT, COPY & PASTE DATA Cutting & Pasting Data Copying & Pasting a Formula Pasting a Formula Into a Range Pasting a Value Copying and Pasting a Row FILLING Copy a Formula Using the Fill Handle Changing a Number Format Filling a series with AutoFill Filling by example Smart Tags REVIEW WORKING WITH WORKSHEETS ORGANIZING WORKSHEETS Renaming Worksheets Changing Worksheet Tab Color Moving Worksheets Copying Worksheets Inserting New Worksheets Hiding Worksheets WORKSHEET LAYOUT OPTIONS Spreadsheet Layout Margins Headers and Footers Printing and Viewing Options Repeating Row or Column Headings Setting Print Area REVIEW FORMATTING BUTTONS USED IN THIS SECTION: ADJUSTING WIDTH & ALIGNMENT Adjusting Column Width by Dragging Adjusting Column Width by Double-Clicking FORMATTING TEXT IN CELLS Text Alignment Merge Cells and Center Text Wrap Text Within a Cell Paragraph Returns in a Cell Using Themes Applying Color FORMATTING NUMBERS Currency Decimal Placement Borders Templates REVIEW MCS Excel 2010 Basic Version 1.0 4

3 View the Project Jordan Production is a company that sells marketing materials to businesses. Today we will be working on a National Sales sheet that views their regional and individual sales, sales events, and national sales for the month of March. Currently they have completed the first 3 weeks of March and will be looking at their numbers to see if they are on pace to meet their goals by the end of the month. We will learn how to navigate through the spreadsheets, how to write basic formulas, and general data and worksheet formatting. File Tab Quick Access Toolbar Command Tabs Formula Bar Ribbon Active Cell Name Column Heading Row Heading Workbook Window Worksheet Tab Status Bar 5 Excel 2010 Basic Version MCS

4 Section II Entering Data & Formulas Entering and Modifying Data in Spreadsheets Excel provides numerous ways for you to be able to quickly enter and manipulate data in a worksheet. Entering Basic Data To enter data into a cell, you simply type your information in a selected cell. Be sure to press Enter whenever you are finished. 1. Open the Q2 Sales document 2. Click on the Sheet2 tab so it is the active worksheet 3. Click cell A1 to select it 4. Type: Jordon Productions - March Sales and press Enter Entering Data in a Cell Block If you need to enter data in a group of cells, it is often quicker to just select the cells, and then you can navigate to the next one quickly by pressing Enter on your keyboard after you have entered your data in the previous cell. 1. Click on the Sheet3 tab to make it the active worksheet 2. Click and drag-select cells C30 through D32 3. Type the following information (and press Enter after each comma): Table Top, Round Robin, Trade Show, West, East, North 4. Click on a blank cell to deselect and view your entered data Tip: As you type a word that is already contained in a previous cell in the same column, Excel will suggest the word, and you can just press Enter to accept the suggestion. This saves you time in typing duplicate info MCS Excel 2010 Basic Version

5 Formatting Dates and Times You can choose the specific format you want dates, times and numbers to display in your spreadsheet. 1. On the Sheet3 sheet, click in cell A30 2. Type 3/15/07 and press Enter 3. Type 3/20/07 in cell A31 and 3/21/07 in cell A32 4. Drag-select cells A30 through A32 5. Right-click on the selected cells and select Format Cells from the popup menu 6. In the Format Cells dialog box, be sure you are on the Number tab 7. Select Date from the Category list 8. Select 14-Mar from the Type list, then click OK 9. View how your date format has now changed Tip: You can format an entire column at once by rightclicking on the column header to select the entire column. Note: There is another way to format cells by clicking on the Home tab and using the drop-down menu within the Number group Deleting and Editing Data Deleting and Editing Data is as simple as entering data. Let s correct some of the capitalization of our cities. 1. Click on cell E26 2. Press the Delete key on your keyboard 3. Type in NY, NY and press Enter 4. Click on cell E12 5. Press F2 on your keyboard 6. Use your left arrow on your keyboard or use your mouse to move to the beginning of sacramento. Change the lower case s to a capital S. 7. Press the Enter key to move out of edit mode in that cell Tip: You can also edit contents of the cell by clicking in the cell you want to edit and then clicking in the format bar to edit the contents there, or by double-clicking a cell to edit the contents from within the cell. Inserting and Deleting Rows It is easy to add rows or columns if you need more cells for data. You can also just as easily delete excess and unwanted rows or columns. 1. Right-click Row heading 1 2. Trace to and click Insert from the shortcut menu 3. Right-click on Row heading 6 4. Trace to and click Delete Note: The inserted row will always be above of where you click to insert. 19 Excel 2010 Basic Version MCS

6 Spell Check Excel s spell check is not automatic by default like Word. So it is important to run spell check prior to finalizing a spreadsheet. 1. In Sheet3, click on the Review tab. Click on Spelling on the Proofing group 2. Click the Change All button in the spelling dialog box to accept the recommended Sacramento spelling 3. Click Yes at the prompt to continue spell check for the entire document 4. Click OK at the prompt noting that spell check is complete Using the Undo and Redo Buttons If you make a mistake when working on a spreadsheet, the quickest way to erase it is to immediately use the undo command right after you have made the mistake. 1. Click in cell B6 2. Type Training, then press Enter 3. Click the Undo button in the Quick Access Toolbar, then view the cell Note: Some actions, such as saving a workbook, cannot be undone. Once you save your spreadsheet, you cannot undo anything prior to that save. Tip: You can undo several actions at once by selecting the actions from the Undo drop-down list. You can undo and redo up to 100 actions in Excel! You can also access the Undo and Redo options using your keyboard, Ctrl+Z (Undo) and Ctrl+Y (Redo) 2010 MCS Excel 2010 Basic Version

7 Tables A table is a section of rows and columns within a spreadsheet that Excel treats as an independent data set. There are different components in a table: Table Title Header Row Total Row Banded Row Banded Column The name of the table which can be edited so you can refer to the table in a formula The first row in a table that contains labels. Column header cells have filter drop-down arrows to allow you to sort and filter data The last row in a table that displays totals or other summary data for each column. Cells in this row have a drop-down list that allow you to select common table formulas. The formatting of rows differentiating even rows from odd rows The formatting of columns differentiating even columns from odd columns Additional Terms Some additional terms that will be used in this section: Live Preview Gallery When formatting a table, you can preview any formatting prior to committing to it by hovering over the style with your mouse. This will display the formatting on your document so you can see what it would look like if you applied that format. Different types of formatting can be viewed in a Gallery to see all styles. For example, to view all Table Styles, you can click the More button in the group to view the entire Gallery of styles. Creating Tables It is simple to create a table from existing data in a worksheet. The Create Table dialog box allows you to select a range of data to create the table. 1. Click on the Sheet1 tab to make it the active worksheet 2. Click on any cell within the table 3. Click on the Insert tab, then select Table from the Tables group 4. In the Create Table dialogue box, ensure that it displays: $A$3:$D$55 as shown in the picture 5. Check the box My table has headers. Click OK 21 Excel 2010 Basic Version MCS

8 Modifying Tables There are a variety of customization options within a table, such as adding a total row and changing the color of the table. 1. Make sure at least one cell in the table is selected, then click on the Table Tools Design contextual tab 2. In the Table Style Options group, check the box next to Total Row 3. Notice that Row 56 now has a total row. Note that the default value is the subtotal of the Sales (Column D). 4. Click on cell D56. Use the drop-down list to view the various table formulas, then choose Average 5. In the Table Styles group, click the More button to view the Styles Gallery 6. Place your mouse over each style (but don t click on it) to view the different styles 7. Select a desired style Sorting and Filtering Table Data It is simple to sort and filter table data using Header Rows 1. Using your keyboard, press Ctrl+Home to go to the top of the spreadsheet 2. Click on the drop-down arrow in cell D3 and select Sort Smallest to Largest. Notice how the data is automatically rearranged MCS Excel 2010 Basic Version

9 Creating Basic Formulas Excel can perform calculations for you so that when you update your spreadsheet with new numbers, it will automatically re-calculate without having to write new formulas. This can save a lot of time on your manual calculator battery! Formulas in Excel always begin with an equal (=) sign. This is what tells excel that you are entering a formula in a cell rather than text or just a number. The following symbols you can type from your keyboard, tell the formula to perform different functions: + Add - Subtract * Multiply / Divide So, to type an excel formula to multiply 1 times 2 you would type the following: =1*2 Excel will calculate a formula from left to right but it will perform calculations in a formula in the following order: 1. Items in Parentheses (2*3) 2. Exponents Multiplication 3*4 4. Division 12/3 5. Addition Subtraction 7-2 So to add 1 plus 2 and then multiply that times 3, you would type the following formula: = (1+2)*3 Tip: If there are certain items that you want calculated first, in your formula, you will always want to use parentheses around those items. There are two ways to enter formulas, either by typing in the formula or by clicking on cells to insert cell references. Typing formulas By using the keyboard, we can write a formula that adds all of the Regional Sales Goals to calculate the National Sales Goal. 1. Click on the Sheet2 tab so it is the active worksheet 2. Click cell B5 3. Type =B14+B15+B16+B17 4. Press Enter 5. To view how cell B5 is now automatically updated, click cell B14, then type and press Enter 6. View the new number in cell B5, then click the Undo button 23 Excel 2010 Basic Version MCS

10 Clicking to insert cell references Excel also allows you to use your mouse to select the cell references you want to use in your formula by clicking on the desired cells, rather than having to type them. Let s write a similar formula that will add our actual sales, by using the mouse. 1. Click cell C5 2. Type = 3. Click cell C14, then type + 4. Click cell C15, then type + 5. Click cell C16, then type + 6. Click cell C17 7. Click on the green box in front of the formula on the formula bar to finish the formula Tip: You can simply change formulas by deleting or editing the data from the formula bar Subtraction Let s calculate the difference in our National Goal vs. Actual. To do that we want to subtract the goal from the actual. 1. Click cell H5 2. Type = and click cell G5 3. Type and click cell F5, then press Enter Notations When a column is too narrow to display the results of a formula, then you will see #### notations in the cell rather than an actual number. To eliminate this, you just need to expand the column. 1. Note that the cell E5 now displays the numeric hash marks #### indicating that the column is too narrow to display the data. 2. Place your mouse pointer between column headings E & F, then double-click 3. Now view your data in cell E MCS Excel 2010 Basic Version

11 Division We can also figure out what our monthly National sales average has been based on YTD sales by dividing the YTD Actual by the current number of months (3). 1. Click cell I5 2. Type = and click cell G5 3. Type / and type 3 4. Press Enter Multiplication We can write a formula to calculate what our year to date Sales Call Goal will be based on our monthly goal, by multiplying it by 3 (months) for our formula. 1. Click cell F6 2. Type = and click cell B6 3. Type *3 and press Enter 4. Notice that the result in cell F6 is 0 because there is currently no data to cell B6, however when we add data later to cell B6, you will notice that F6 will automatically update Using a Simple Cell Reference We can tie cells together so that one cell will always show the same data as another. That way, if we update our original cell s number, it will also update the others. 1. Click cell B22 2. Type =C5 and press Enter Using Parenthesis for Complex Formulas When entering formulas that have multiple calculations in them, you want to use parenthesis. Excel will calculate anything within parenthesis first and then move outward. Let s enter a formula that calculates if sales are on track for the month for the North Region based on the 3 weeks of current sales and then estimate what it would be if the same average was used for the 4 th week. 1. Click in cell D14 2. Type =(C14/3)*4, then press Enter 3. View the resulting number in the cell 25 Excel 2010 Basic Version MCS

12 Using Functions A function is a preset formula in Excel. Some examples: Sum: Average: Count: Max: Min: Adds the values of the cells chosen Gives the average of the values of the cells chosen Gives the count of the number of items/cells chosen Gives the largest value in the cells chosen Gives the smallest value in the cells chosen Example of a formula to give you the Average of select cells: =Average (B6+B9+B10) When using most functions you will define a range of adjacent cells. A range of adjacent cells is defined by using a colon ( : ). An easy way to remember this is to think of a colon ( : ) as saying through; Cells B6 through D10 or B6:D10. Typing Manually Let s add all of the Regional Sales Call Goals to calculate the National Sales Call Goal 1. Click cell B6 2. Type =SUM (F14:F17) 3. Press Enter 4. Notice that the data in cell F6 also updated based on our previous formula we created there Using AutoSum We can also add a series of numbers by using the AutoSum function. Let s use this to calculate the total number of events across all regions. 1. Click cell H18 to add the total number of sales events 2. Click on the Formulas Tab 3. In the Function Library group, click the AutoSum button on the toolbar and note the data, surrounded by the dotted line, on your spreadsheet 4. Press Enter on your keyboard 2010 MCS Excel 2010 Basic Version

13 Selecting Ranges in AutoSum If Excel doesn t pick the exact cells you want calculated when using the AutoSum function, you can tell it which cells you would like it to add. Let s now calculate the National Actual Sales Calls by adding all of the Regional Actual Sales Calls. 1. Click on cell C6 2. Click the AutoSum button from the Function Library group on the Formula tab 3. Drop-down the list and click on Sum 4. Drag-select cells G14 through G17 5. Press Enter Using AutoCalculate You can quickly view the results of some hypothetical functions without having to make it a permanent part of your spreadsheet by using AutoCalculate. There are: Average Count Count Numerical Max Min Sum - Is the average amount of the selected cells - Is the number of cells selected - Is the number of cells selected that actually have numbers in them rather than text - The largest number in the selected cells - The smallest number in the selected cells - The sum of all of the numbers in the selected cells 1. Drag-select cells C14 through C17 2. Look at the status bar at the lower right hand corner of your screen. Based on the data within the selected range of cells, Excel will show you the Average, Count, and Sum by default. Tip: You can expand the displayed list of auto-calculate functions by right-clicking on the status bar. This allows you to customize the status bar. Simply check the box next to the item(s) you wish to display. 27 Excel 2010 Basic Version MCS

14 Review 1. On Sheet3 select cells B30 through B32 and enter the following 3 event names into the 3 cells: Hotel Fair, Printers Plus, Event Planners Show (page 18) 2. Sort the list ascending by date. (page 14) 3. On Sheet2, type the number: 601 into cell G6 for the YTD Actual Sales Calls. (page 18) 4. Write a formula in cell D6 to calculate the Pace of National Sales Calls by dividing C6 by 3 then multiplying that number by 4. (page 25) 5. Enter a simple cell reference in cell B23 (East Sales Calls) that equals cell G15 (East Sales Calls listed under the Regional numbers). (page 25) 6. Write a formula in cell E6 that calculates if the National Sales are over or under the current Pace to Goal by writing a formula that is the Pace (cell D6) minus the Goal (cell B6). (page 24) 7. In cell G18, use AutoSum to create a formula for the total sum of all of the Actual # of Calls for the Regions (cells G14:G17). (page 24) 8. On Sheet1, without writing a formula - using AutoCalculate view the Average of the Sales Numbers by Rep in column D, excluding the Total row. (page 27) 9. Click the Save button. Completed review project for Sheet2 should look like the diagram 1.1 below. Diagram MCS Excel 2010 Basic Version