Excel Simple Worksheets (with Functions)

Transcription

1 Excel 2007 Simple Worksheets (with Functions)

2 Contents The Excel 2007 Window 4 Navigating in Excel... 7 Entering Data 8 Working with Ranges of Cells... 9 Selecting Ranges of Cells 9 Copy and Moving Cell Contents Autofill Inserting Columns and Rows Inserting rows 13 Inserting Columns 13 Changing Column Widths & Row Heights Changing column widths 14 Changing Row heights 15 Creating Simple Formulae The Order of Precedence 16 Some common formulae 17 Calculation with dates 17 Editing a formula 18 Copying formulae 19 Functions Functions and arguments 21 The Sum function 21 Other Functions 23 Using the Formulas Tab 23 View Formulas 24 Function Box 25 Basic Statistical Functions Cell references 26 Absolute cell referencing Making a reference absolute 27 Formatting Number formatting 29 Text Formatting 30 Text Alignment 31 Format Painter 32 Borders and Shading 32 Printing Useful Shortcuts

3 Introduction Excel is a spreadsheet application that enables you to perform calculations quickly and which will update automatically. It can be used for financial applications such as budgets, balance sheets, statistics or any application that involves manipulating figures. The Excel 2007 Window 4

4 Workbooks The Excel files are called workbooks and consist of worksheets, the number of which is only limited by the available resources of your computer. The default number of worksheets is 3, but this can be changed (through Office Button, Excel Options, When creating new workbooks, Include this many sheets...) Worksheet dimensions Each worksheet is a grid of columns and rows. Each sheet has 16,384 columns which are lettered from A to Z then AA, AB and so on until XFD and 1,048,576 rows numbered from 1 to 1,048,576. You can check this by pressing Ctrl+Right arrow and Ctrl+Down arrow! Worksheet tabs Each sheet in a workbook has a unique name. The default names are Sheet1, Sheets2, etc. The name is displayed on the tab at the bottom of the sheet. To change the tab name, double-click on the tab and start typing or right-click on the tab, and choose Rename. 5

5 Excel Mouse Pointers The mouse pointer in Excel takes on a variety of shapes depending on the area of the screen it is pointing at. Cross Pointer Used for selecting ranges of cells Fill Handle Arrow Pointer Horizontal Resizing Arrows Vertical Resizing Arrow I-Beam Move Copy Used to copy cell contents to adjacent cells (called AutoFill) Used to move cell contents Used to change column widths Used to change row heights Appears when in editing cell contents in Formula Bar Appears when on the edge of a selection. Will move contents when dragging As above, but hold down the Ctrl key whilst dragging. Will copy the contents of the range. Select entire rows Appears when clicking on a row number Select entire columns Appears when clicking on a column number 6

6 Navigating in Excel Ctrl+Home To first cell A1 on current sheet Home To column A in current row Ctrl+End Locates the last used row and column Page Down Move down one screen Page Up Move up one screen Ctrl+ any arrow key Moves in the direction of the arrow key, until there is a change from an occupied cell to unoccupied or vice-versa Alt+Page Down Move right one screen Alt+Page Up Move left one screen F5 (function key) [Go To] To go to a specific cell : type in the cell reference Moving between worksheets To move to a sheet within a workbook, just click on the tab at the bottom of the sheet. If all sheets aren t visible, use the navigation arrows or right-click on the arrows for a list of sheet names. You can also use the following keys to move between sheets: Ctr+Page Down Move to the next sheet Ctrl+Page Up Move to the previous sheet 7

7 Entering Data To enter data in a cell, first select the cell in which you want to enter it and then type the data. As you type, the information appears in the formula bar and in the current cell. Press Enter or click on the tick to the left of the formula bar to confirm your entry. Alternatively if you don t want the data you have typed, you can press the Esc key or click on the cross to the left of the formula bar. Editing cell contents To replace the whole entry in a cell, just begin typing and press Enter (or click on the tick). To change just part of a cell s contents, you need to be in Edit Mode. You can use any of the following ways to change the cell content (just remember to click on the cell which you want to alter first!): 1. Click in the formula bar you can use backspace, delete and any other editing technique. 2. Double-click in the cell 3. Press F2 [Edit] function key Deleting cell contents To remove all data in a cell, first select the cell and then press the Delete key. You can also right-click on the cell (or range of cells), and select Clear Contents. This will remove the cell contents only, not any formatting. To clear everything, click on the clear button on the Home tab, select Clear All Entering data into a range Select the range first before typing. Use the Enter key to move to the next cell in the range. Use Shift+Enter to move to the previous cell 8

8 Working with Ranges of Cells A range of cells is more than a single cell. You would normally work with a collection of adjacent cells call a contiguous range. You can also work with a range of non-adjacent cells called anon-contiguous range. A contiguous range is reference by the address of the cell in the top left-had corner of the range and finish in the bottom right-hand corner. An example could be A1:B6 which means all cells from A1 to B6 inclusive are selected. A non-contiguous range could be A1:B6,D1:D6. The contiguous ranges are separated by a comma. Selecting Ranges of Cells Select a single range To select using the mouse: Point to the top left cell (ensure that your mouse pointer is a white cross), hold down the left mouse button and drag it down to the bottom right cell. click and When the range is selected, it will appear grey. The top left cell will be remain white but will still be part of the range. Tip: For more speed and precision: Click in the first cell in you selection, then press and hold the Shift key and click in the bottom right corner of your selection. Select non-adjacent ranges 1. Select the first range as above. 2. Hold down the Ctrl key as you select the remaining contiguous ranges. Select the entire worksheet Click in the top left-hand corner of the worksheet grid Or with keyboard: Ctrl +A Selecting with the Keyboard Select the top left cell of the range, hold down the Shift key and use the arrow keys to move to the bottom right cell of the range. To select an entire column: Select the first cell, then press and hold Ctrl+Shift, then press the down arrow key to highlight to the bottom of a column To select an entire row: Select the first cell, then press and hold Ctrl+Shift, then press the right arrow to highlight to the end of a row To select the current range: Click into the range, press Ctrl+* 9

9 Copy and Moving Cell Contents Select the cell or cells To Copy: On the Home tab, Select the Copy button in the Clipboard category Or Right-click and choose Copy Or Ctrl+C Click into the destination cell (which can be another worksheet or even another workbook) and select Paste in the Clipboard category. Or Right-click and choose Paste Or Ctrl+V Notice that when you Copy and Paste, you will see the Paste Options icon appearing next to the pasted data Clicking on the button will give you some useful options as to how your pasted data will look. Some useful options are: Keep Source Formatting (Data will look like the original) Match Destination Formatting (Copied cells will match formatting at the pasted location) Keep Source Column Widths (cell contents will be displayed as in the original) To move cell contents using the mouse: Select the cell or cells Position the mouse pointer on the edge of the selection (the mouse pointer will look like this Hold the mouse button down and drag the range to the destination. To copy cell contents using the mouse: Follow the method for moving, but As you drag the range of cells to the new position, hold down the Ctrl key. The pointer will change look like this Keep the Ctrl key held down until you have let go of the left mouse button. 10

10 Autofill To fill a range with the same data using the mouse: Type the data in first cell and make sure that the cell is highlighted Point to the black square on the bottom right corner of the cell pointer (the fill handle). The mouse pointer will change to a small black cross Keeping the mouse steady, click and hold the left button down dag across the cells you want to fill with the same data. You will see an Autofill Options button alternative to the default series. which will allow you to choose an Autofill is context sensitive, and you will get different results depending on what data the first cell contains. You can create series of numbers, months, days of the week and dates using Autofill. If you typed a month e.g. Jan in the first cell and Autofilled down or across, you will get the other months in the series. If you type this and Autofill: Monday or Mon (or any day of the week) You get this: 11

11 If you type this and Autofill: January or Jan (or any month) You get this: 1 A date e.g.: 1/1/2012 If you want another series of numbers or dates other than the ones offered by Autofill Options, type in your interval in the first two cells. For example, if you want to 10,20,30 etc, type in 10 in the first cell and 20 in the second cell, select them both and then use Autofill to complete the series: This also works for dates, so you can have a series of dates for each Monday of the year, for example. 12

12 Inserting Columns and Rows Inserting rows New rows are inserted above the one you select. 1. If you want to insert just one row, click in the row where you want the new one to be 2. Select the Insert button on the Home tab 3. Click on Insert Sheet Rows Tip: You can also right-click on a row number and choose Insert If you want to insert more than one row, then select the number of rows that you want (select the row numbers) and then repeat Step 2. Inserting Columns Columns are inserted to the left of the one you select. 1. If you want to insert just one column, click in the column where you want the new one to be 2. Select the Insert button on Home tab 3. Click on Insert Sheet Columns Tip: You can also right-click on a column letter and choose Insert If you want to insert more than one column, then select the number of columns that you want (select the column letters) and then repeat Step 2. 13

13 Changing Column Widths & Row Heights Changing column widths In a worksheet, all columns have a default width of 9 (points) and frequently your data may be too wide too display fully in the column. If a text entry is too wide for the column, it will be hidden behind the column to the right of it. You can change the standard width setting to adjust all columns on the sheet, or you can adjust selected columns. To change the width of one column: 1. With the mouse, select the intersection between the two column letters (in the border area). The mouse pointer shape changes to a horizontal arrow. 2. Hold the left mouse button down, and drag to the right/left o increase/decrease the column width. AutoFit Double-click, again in the border area between two column letters, to fit the column to the widest entry. The column to the left of the mouse pointer will be changed. Changing the width of several columns Select all the columns you want to change (click and drag over the column letters) and when you change the width of one column, the others will adjust to be the same width. If you use AutoFit (double-click in the intersection between two column letters), then all columns will adjust the fit the widest entry in the column. Changing width using the menu Or Or 1. Select the columns to change 2. Click on the Format button on the Home tab 3. Select Column Width and type in the width required 4. Select AutoFit 5. Default Width to change the width of all columns In the worksheet 14

14 Changing Row heights In a new worksheet the rows automatically adjust to the font size if larger than the default height. However you want to change the height to separate your data for easy of To change the height of one row: 3. With the mouse, select the intersection between the two row numbers (in the border area). The mouse pointer shape changes to a vertical arrow. 4. Hold the left mouse button down, and drag down/up to increase/decrease the row height. Changing the width of several rows Select all the rows you want to change (click and drag over the row numbers) and when you change the height of one row, the others will adjust to be the same height. Changing width using the menu Or Or 6. Select the rows to change 7. Click on the Format button on the Home tab 8. Select Row Height and type in the height required 9. Select AutoFit 10. Default Height to change the height of all rows In the worksheet 15

15 Creating Simple Formulae Formulae allow the calculation of data or values. These calculations range from simple arithmetic (addition, multiplication etc.) to more complex statistical, logical and database functions. You enter a formula by typing it in the cell where you want its result to appear. When you confirm entry of a formula, Excel will display the result on the worksheet, but the underlying calculation appears in the formula bar. Formulae always start with an = (equals) sign. Place the formula in the cell where the result is to be displayed. Formulae should refer to the cell address not the contents of the cells, i.e. to add the two numbers shown above the correct formula is: =A1+B1 not =10+15 The result is displayed in the cell when the Tick button on the formula bar is clicked, or the Return key is pressed. You can cancel a formula if necessary by clicking on the X button on the formula bar or pressing the Esc key. When the contents of a cell referred to in a formula change, the formula automatically calculates and displays the new result. I.e. if the value in cell A1 is changed to 15 in the example above, the formula automatically recalculates to display the result 30. The Order of Precedence Excel evaluates operators following the conventional rules it will apply the calculations in a formula in the following order: BODMAS: Brackets Of Division Multiplication Addition Subtraction ( ) brackets first ^ power of / and * + and - division and multiplication addition and subtraction Formula Result =3+2*4 11 =(3+2)*4 20 Take care to observe these rules when creating your own formulae. Incorrect syntax will result in error. 16

16 Some common formulae Operator Description Excel Formula + Addition =A1+A2 add A1 and A2 - Subtraction =A1-A2 subtract A2 from A1 * Multiplication =A1*A2 multiply A1 by A2 / Division =A1/A2 divide A1 by A2 ^ Exponential =A1^A2 raise A1 to the power A2 % Percentage =A1 % express A1 as a percentage =A1*10% returns 10% of A1 These operations can also be combined together. For example: or =A1-A2/(A1+A2) =(A1+B2 D4)*50 Use brackets to ensure that the different parts of the formula are calculated in the correct order. For example: =(3+2)*4 is not the same as =3+2*4. Calculation with dates Excel also allows you to perform calculations with dates. All dates are stored in Excel as sequential numbers. By default, January is serial number 1, and January 1, 2004 is serial number because it is 37,987 days after January 1, Excel stores times as decimal fractions because time is considered a portion of a day. Because dates and times are values, they can be added, subtracted, and included in other calculations. You can view a date as a serial value and a time as a decimal fraction by changing the format of the cell that contains the date or time to General format. Viewing dates as numbers To view dates as numbers: 1. Select the cell and click Cells on the Format menu. 2. Click the Number tab, and then click Number in the Category box. 17

17 Calculating the difference between two dates In the following example the date in cell B1 has been subtracted from the date in cell B2. The result in cell B3 has been formatted to display a number (the number of days between two dates) with no decimal places. NB: You will need to format the result of the formula to a number format, as it may display as a date. Editing a formula 1. Double-click on the cell containing the formula. The cell will switch from displaying the result of the formula to the formula itself. 2. Click the mouse over the part of the formula you wish to change to insert the cursor there. Type any new character or use the Backspace or Delete keys to remove characters. 3. Press Enter to confirm your changes, or Esc to exit the cell without saving your changes. or 1. Move to the cell containing the formula you wish to change. 2. The formula will be displayed in the formula bar. 3. Click into the formula bar and make the necessary changes. 4. Click on the tick to the left of the formula to confirm your change, or the cross to close the formula without saving your changes. or 1. Move to the cell containing the formula you wish to change and press the F2 key. 2. Use the arrow keys to move the cursor to the edit position. Make your changes and exit the cell as explained above. 18

18 Copying formulae Formulae can be copied using the Copy and Paste buttons in the same way as data can be copied in a worksheet. 1. Select the cell containing the formula to be copied. 2. From the Home tab, click on the Copy icon 3. Move the cursor to the new location. 4. From the Home tab, click on the Paste icon The formula will be copied relatively, i.e. the cell references will change to the relative position to where they are copied. For example, if you had a formula in C1 which contained the formula A1+B1, and then copied the formula to C2 and C3, then the formula in C2 would read A2+B2, in C3 would be A3+B3, and so on. This is because the formula in C1 is adding the 2 cells to the left, and will do so wherever you copy the formula to it will always add the 2 cells to the left of it. Using the fill handle As formulae are copied to adjacent cells most of the time, it is much quicker and easier to use the Fill Handle to copy one formula to many cells. 1. Move to the cell that has the formula that you want to fill. 2. Position your mouse pointer over the fill handle. It will change to a black plus. 3. Drag the black plus down or right over the cells where you want your copied formula to generate results. You will see an outline around those cells. 4. Release the mouse when the outline includes all the cells where you want results. 19

19 Using keystrokes You can fill a column or a row of formulae using the keyboard. 1. Select the cell containing the formula to fill and the cells where you want to copy to: 2. Press Ctrl+D to fill down. or Press Ctrl+R to fill right. There are no keystrokes to fill up or left. Instead, repeat step one above and then click Edit on the menu bar, choose Fill and select the direction for the fill from the resulting sub-menu. The Fill Handle can also be used to fill up and left. 20

20 Functions As well as performing your own arithmetic operations on values in a worksheet. Excel also provides many built-in functions which automate a number of types of calculation. Functions are pre-programmed formulae you are probably already familiar with the use of functions on a calculator (for example, the square-root function, trigonometric functions, logarithms etc.). Excel has more than 300 functions covering a range of statistical, mathematical, financial and logical operations. If you have many numbers in a group of cells that you wish to combine in a formula, typing the formula becomes laborious. Using a function offers a shortcut method. Examples of the most commonly used functions include the Average function, which calculates the mean of a group of cell values, the Sum function, which adds together a group of cell values, and the Min and Max functions, which determine the lowest and highest values in a group of cells. Functions and arguments Functions are usually written with the equals sign (=) followed by the function name and then parentheses containing the argument. Usually the argument just contains the range of cells which the function will operate on. For example, the Average function is written as: Function Name = AVERAGE(A1:A4) The argument of a function is placed in brackets. To specify a range of cells a colon is used between the first and the last cell address. For example, (A1:A4) will specify cells A1, A2, A3 and A4. The Sum function The Sum function is a useful function and popular. It simply adds together a range of cell values. The formula: =A1+A2+A3+A4+A5+A6+A7+A8 can be replaced by: =SUM(A1:A8) This adds up the contents of the cells A1 to A8. Argument The function can be typed at the keyboard like any other formula. The function can be created using the Insert Function dialog box by selecting the Formulas tab and clicking on the Insert Function button The SUM function can be created using the AutoSum button (this is the easiest method). 21

21 AutoSum The AutoSum feature allows you to add all numbers in a contiguous row or column. To use AutoSum: 1. Click a cell below the column of numbers or to the right of the row of numbers. 2. Click the AutoSum button on the Home tab. The same button also appears on the Formulas tab. 3. Excel automatically guesses the range of cell references that you wish to sum (these can be amended if necessary). 4. If Excel doesn t select the correct range, highlight the cells that want to calculate with the mouse. 5. Confirm the formula entry by clicking on the tick (to left of the formula bar). Note: Always check automatically generated formulae before accepting them, as Excel doesn t always guess correctly. You can add several ranges, or cells, together by inserting a comma to separate them. For example: =Sum(B4:B6,B9,C8:C12,D5) Adds up cells B4,B5,B6,B9,C8,C9,C10,C11,C12 and D5 22

22 Other Functions Clicking on the arrow at the side of the AutoSum button, will give you a list of other popular functions: Average, Count Numbers, Max, Min. They are entered in exactly the same way as the Sum function. Using the Formulas Tab If you know the name of a function, you can simply type it in together with the argument or range of cells you want to apply it to. However, an easy way to work with functions is to use the Formulas tab. (The AutoSum button here is the same as the one on the Home tab.) 1. Position the cursor in the cell which is to contain the result, and click on the on the Formulas tab. 2. The Insert Function dialog box is displayed: 3. Using the Search for a function box, you can type a description of what you want to do. The Most Recently Used category often offers the most likely choices. Select an appropriate category. The functions in that category are shown in the lower half of the window. 23

23 If in this example we choose AVERAGE and click on OK, the Function Arguments dialog box will display as shown below. It may well obscure the part of the worksheet you want to work on. However it can be moved simply by clicking and dragging anywhere in the grey shaded box. It can also be shrunk by clicking on the Shrink/Enlarge buttons. Note that Insert Function guesses the range of cells to be used in the calculation (B4:B10 in the example). Click OK if this is correct. Alternatively type the range in, or highlight the cells required in the worksheet. Notice that a moving border appears around the specified cells as the range is entered in the dialog box. Click OK. You can view the completed formula by clicking in the cell, and looking at the contents of the Formula bar. View Formulas It can be very useful to view the formulas on the worksheet rather than the results. You can then print them off or just check that they are correct. On the Formulas tab click on the Show Formulas button. This is a toggle button, so click on it again to go back to seeing the results of formulas. You can also use a quick key combination: You can use the shortcut keyboard keys: CTRL + ` [Grave Accent Key] to show formulas in Excel. (The ` Grave Accent key is the one below the Escape key on the far upper left side of the keyboard). This will toggle, so pressing the same combination will turn of showing formulas. 24

24 Function Box The Function Box groups the most commonly used functions for quick and easy access. When you become more familiar with functions, you may prefer to type them directly into a cell. Excel helps you to remember the syntax of the function by displaying a dropdown list of functions and also the Function Box becomes active: 1. Position the cursor where you want to insert the function. Type in the equals sign and start typing the function name you want to use into the cell. 2. Excel will present a list of functions beginning with the letters you type in. 3. Excel also displays the Function Box to the left of the Formula bar. Click the drop-down list arrow to the right of the Function box to display a list of function names. 4. Select the function you require by clicking its name from the list. 5. If your function isn t listed, click the More Functions option to access the Insert Function dialog box. 6. Excel will place the chosen function on the worksheet in the selected cell. You can see the selected function being built on the Formula bar. With some functions, Excel tries to guess which cells you want included as the function arguments. Click OK to accept Excel s guess and confirm the function, or select the correct cells as described above. 25

25 Basic Statistical Functions Some of the most commonly used statistical and mathematical functions are shown below. Function Example Description MAX MIN AVERAGE MAX(C1:C10) MIN(C1:C10) AVERAGE(C1:10) Finds the highest cell value in the specified range of cells. Finds the lowest cell value in the specified range of cells. Finds the average cell value in the specified range of cells. COUNT COUNT(C1:C10) Counts the number of cells containing numbers. COUNTA COUNTA(C1:C10) Counts the number of cells containing numbers or letters (i.e. the number of non-blank cells). COUNTBLANK COUNTBLANK(C1:C10) Counts the number of blank cells. Cell references In functions, you often need to refer to a range of cells. The way Excel displays cell references in functions depends on whether the cells you want the function to act upon are together in a block, or in several non-adjacent cells or blocks. The table below explains how to use different operators to refer to cells: Operator Example Description Reference operator : (colon) B5:B15 Range operator that produces one reference to all the cells between two references, including the two references., (comma) SUM(B5:B15,D5:D15) Union operator that combines multiple references into one reference. (single space) =B5:B15 A7:D7 Intersection operator that produces one reference to cells common to two references. In this example, cell B7 is common to both ranges; therefore the result would be the contents of cell B7. 26

26 Absolute cell referencing The ability to copy formulae from one location to another in a spreadsheet can save you a significant amount of work. Normally, if you copy a formula involving a cell reference to another location, the cell reference is adjusted relative to its starting point. So, for example, if you copy a formula which multiplies two cells to the left of it, the formula will adjust to the new location by multipling the two cells to the left at the new position. Ie if you start a formula in C1 and multiply A1 by B1, and you then copy the formula to C2, the formula will become A2 multiplied by B2, as these are the two cells to the left of C2. The formula has updated automatically to refer to adjacent cells. This is an example of a relative referencing system. Sometimes we may need to refer to a specific cell location in a worksheet, and so we want that cell reference to remain unchanged, regardless of where the formula is placed. We need a method to fix our cell reference so that it does not update when we copy the formula to another location we need an absolute cell reference. Making a reference absolute If you type a $ sign before both the column letter and the row number of the cell reference then the relative reference A1 becomes the absolute reference $A$1. This absolute reference won t change if you copy the formula. A better method is the keyboard shortcut, function key F4. This is quicker and more accurate. When constructing a formula and the cell which you want to make absolute is selected, press the F4 key. $ signs are automatically placed in front of the column and row references. Absolute references explained The data on the left show the basic earnings for a group of staff. Their manager has decided to award them a bonus payment, and wishes to store the total pay in column C. The formula for cell C6 is =B6+$B$3. Here the $ is used to make the reference to cell B3 absolute. When this formula is copied into cells C7:C12, the formula updates as shown. Cell B6 in the initial formula is relative, therefore this reference will change when copied, but B3 is absolute and will not change to another reference when copied. 27

27 Mixed references If only the column reference or the row reference is to be absolute, prefix one or other of these with a $ sign. For example, if the column is to be absolute and the row relative A1 becomes $A1, if the row is to be absolute and the column relative A1 becomes A$1. 1. Double-click in the cell as if to edit it. 2. Highlight the cell reference to be made absolute and press F4. Note that by pressing F4 a number of times you cycle through different options for creating a mixed reference. A1 Relative $A$1 Absolute $A1 Mixed (Column Absolute, Row Relative) A$1 Mixed (Column Relative, Row 28

28 Formatting Number formatting Excel will display the results of calculations with an accuracy of up to 15 decimal places. The default format is General which displays as standard mathematical result. Most of the time you will will need to adjust the cell format to, perhaps, one or two decimal places. You can also display your figures as currency. 1. Select the cells you want to format using the usual methods 2. Click on the drop-down on the Number Format button on the Number category (on the Home tab). 3. You can then choose your number format: Use this for a specific number of decimal places Use this for a specific currency format Also used for currency format with aligned Only use percentage format to change decimals for percent. Will multiply by 100! You can click also click on the short-cut buttons in the Number category 29

29 Care must be taken when working with formatted numbers. It is important to remember that formatted numbers, i.e. the numbers which appear on the screen, may not be the same as the value stored in the cell or the numbers used in calculations. The discrepancy can cause the results displayed to be different from the manually calculated answers. Text Formatting All the font formatting features are on the Home tab in the Font and Alignment groups. To change font formats: 1. Select the cells you want to format 2. Choose from the buttons in the Font group: For more options, click on the dialog box launcher button: 30

30 Text Alignment The Alignment category on the Home tab contains all the features for changing the look and position of text in your worksheet. Useful features include Wrap Text, Horizontally and Vertically aligning text and even diagonal text To centre the heading: Select the cells in which you want to centre the heading first. Click on the Merge & Centre button. As with the Font category, if you click on the dialog box launcher button, you will get more Text Alignment options: 31

31 Format Painter A very useful and time saving feature to copy the formatting only, from cell to cell (or range to range): 1. Select the cell or cells from which you want to copy the format 2. Click on the Format Painter button (or double-click to keep it switched on, so you can copy to more than one location). 3. Then paint over the cells that you want to copy to. Just click and drag. Borders and Shading 1. Select the cells you want to apply borders and shading to 2. Click on the More Borders button in the Font group 3. You will then see a dialog box from where you can choose the line styles, colours and position of your borders: 4. Select the colour of the border first (if you want to change it from grey), then select the line Style and then choose Outline or/and Inside to apply 32

32 You can also click on the arrow at the side of the More Borders button for a list of preset borders that you can apply quickly: Tip: Click on No Border to remove all borders 33

33 Printing Excel defaults to printing your entire worksheet to it is advisable to always look at a preview first! Just click on the Office button, then Print and then select Print Preview: You will then see if your print range will fit onto one page the Status bar at the bottom of the screen will show the number of pages for print, and you can use the Next Page/Previous Page button to view them. 34

34 If you need to make some adjustments to the print settings, click on Page Setup and from here you will be able to the Orientation (Landscape/Portrait), Scaling, Margin Settings etc. Some useful options: Scaling: You can increase or decrease the size of range: Adjust to: 75% normal size will print at 75% of the original size if. Anything over 100% will be larger than the original. Click on Fit to: 1 page wide by 1 tall to fit everything onto one page. The percentage will change accordingly. 35

35 The Margins tab will allow you to change margins and also centre your print range on the page: Use the spinner arrows to adjust the width of the margin. The figure is the position from the edge of the paper (in centimetres). More Print setup options are covered in Excel Step 2 36

36 Useful Shortcuts Today s date: Ctrl +; [semi-colon] Current Time: Ctrl +: [colon] Copy the contents of the cell above: Ctrl + [apostrophe] Go to first cell (A1): Ctrl + Home Go to last cell used: Ctrl + End To copy a formula to cells below: Double-click on fill-handle: Show/hide formulae: Ctrl + ` [accent key] To left of number 1 on keyboard Select current range: Ctrl + * 37