Microsoft Excel Basics Building Spreadsheets March 10, 2015

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1 Microsoft Excel Basics Building Spreadsheets March 10, 2015 Ways to use Excel Organize and track data Non mathematical tasks: track birthdays, anniversaries, contact lists, frequently called numbers, Christmas card/holiday card list, CD/DVD collection, and more! Number-crunching tasks: track budgets, sales, and forecasts using formulas BUILD A SPREADSHEET Exercise 1: Open Excel Create a contact list Automatically opens to a new worksheet. Small squares are cells. Click on the cell where you want to enter data. That s now an active cell; it s highlighted. Type the first word in the cell, then press tab to go to the next cell. After the phone number, click on the cell under Joe s name. Joe Smith Amy Brown Bob Moore Exercise 2: Save your worksheet Go up to your File Tab. Click Save As. Type: Phone list. Click Save. Exercise 3: Rows and columns Rows go across (horizontal) Columns go up & down (vertical) 1

2 Add a contact to your phone list Traci Barnett Hone Notice that the last name is too big for the cell. To expand the cell, move the cursor between the B and C column, until it becomes a four-side arrow. Double-click. Exercise 4: Magnify your view To magnify your view of the worksheet, click and drag the Zoom slider. Exercise 5: Make edits/corrections Bob wants to be called Bobby. Click on the cell with Bob s name on it. Bob s name also appears on the formula bar. Click on all the cells to see that they each appear on the formula bar. There s two ways to change Bob to Bobby, click on the cell. Once the cell is highlighted, type Bobby. Now, he wants to be called Bob, go up to the Formula bar, click at the end of his name, and make the edits. Exercise 6: Format text Highlight the cell/cells: Use the tool bar to make any changes to the font. Click on Joe: Increase the font to 14 and make all the text bold. To change the entire line, click and drag. Exercise 7: Add a column Click on column C, by getting on top of the C and clicking on it. While it s highlighted, right click and choose insert. Click off (click anywhere in the white space) Add addresses to the new column (you can click to type or use arrow down key) 1 Main St 2 Main St 3 Main St 4 Main Street 2

3 Exercise 8: Add borders/grid lines Select the cells you want to format (make sure you re on the Home Tab) In one corner, click and drag so all your text is highlighted. Click the key next to the borders button. Choose all borders. Explore your options, select/highlight the cells again, choose no border. Select/highlight the cells again, choose a thick border. Go back, select the cells again and, choose all borders. Exercise 9: Sort the columns Click in the left corner to highlight the worksheet On the far right ribbon, by Editing, click on Sort and Filter. Click Sort A-Z. This sorts the first column by alpha order. To sort by last name, click Custom Sort, Sort by Column B. Exercise 10: Add a row Click on row 1. Right click and choose insert. Type your headings: First Last Address Phone What s missing? Highlight the text, add borders. To make the headings stand out, increase the size/bold. Exercise 11: Auto numbering Add a column to the far right. Add 1, 2. Highlight 1 and 2. Place your cursor at the bottom right hand corner of the 2. It becomes a black cross. Click and drag. When you let go, the numbers have been added. 3

4 Exercise 12: Make a new worksheet: Create a birthday list First Last Date Format #, Choose Date (Month/Day) Joe Brown May 4 Tony Hickman January 8 Barb Lewis February 27 Exercise 13: Create a sample budget Automatically opens to a new worksheet. Small squares are cells. Click on the cell where you want to enter data. That s now an active cell; it s highlighted. The location of the active cell is with a column/row combination. (Ex: B3) Move your cursor to B3, Type January in the cell. Press tab to go to the next cell. To go from cell to cell, you can tab, click the mouse, or use the arrow keys on your keyboard. Jan Feb Mar Mortgage 1000 Cable 200 Electric 73 Water 50 Car 425 Auto Insurance 50 Credit Card 500 Exercise 14: Save your worksheet Go up to your File Tab. Click Save As. Type: Budget Click Save. Exercise 15: Rows and columns Rows go across (horizontal) 4

5 Columns go up & down (vertical) Exercise 16: Resize columns and rows Notice that auto insurance is too big for the cell. To expand the cell, move the cursor between the B and C column, until it becomes a four-side arrow. Double-click. Position the mouse over the border of the heading of the column/row you want to size (lettered A-Z). Click and drag the border to the desired size. Release the mouse. Exercise 17: Make edits/corrections Change mortgage to rent. Click on the cell with mortgage in it. Mortgage also appears on the formula bar. Click on all the cells to see that they each appear on the formula bar. Note that they each have a cell location. To change Mortgage to Rent, click on the cell. Once the cell is highlighted, type Rent. Exercise 18: Format text Highlight the cell/cells. Jan, Feb, Mar: Increase the font to 14 and make all the text bold. To change the entire line, click and drag. Place the cursor to the right side of the line, when it becomes an arrow, click your mouse. To select the entire text, click in top left corner. Use the tool bar to make any changes to the font. Exercise 19: Text Wrapping Change the cell A9 to Auto Insurance for my daughter. 5

6 To wrap the text vs making the column wider, you can wrap the text. In the Alignment Section, click Wrap Text. This will resize the data to fit the cell. Exercise 20: Add borders/grid lines Select the cells you want to format. In one corner, click and drag so all your text is highlighted. In the Font area, click the key next to the borders button. Choose all borders. Explore your options, select/highlight the cells again, choose no border. Select/highlight the cells again, choose a thick border. Go back, select the cells again and, choose all borders. Exercise 21: AutoSum a row You can sum/total rows and columns easily. Click and drag all the numbers listed in Jan: B2:B8 This will highlight the selected cells. Click the Autosum button; the sum will appear in the cell below. Exercise 22: AutoSum a column Click on January, drag through Feb, Mar. Click on the Autosum button. Exercise 23: Add a column In the E column, type TOTAL. Add grid lines. Exercise 24: Sort the data alphabetically Click in the top left corner to highlight the worksheet. On the far right ribbon, by Editing, click on Sort and Filter button. Click Sort A-Z. This sorts the first column by alpha order. 6

7 Exercise 25: Add a row Click on row 3 Click Insert Click Insert Sheet. Right click and choose insert. Type Donations. Exercise 26: Add a column Click on column B. Click Insert Click Insert Sheet Column. Click on column C, by getting on top of the C and clicking on it. While it s highlighted, right click and choose insert. Click off (click anywhere in the white space). Exercise 27: Auto fill/auto numbering Add a column to the far left. Let s number the items. Just type 1, 2. Highlight 1 and 2. Place your cursor at the bottom right hand corner of the 2. It becomes a black cross. Click and drag. When you let go, the numbers have been added. 7