EXCEL 2007 TIP SHEET. Dialog Box Launcher these allow you to access additional features associated with a specific Group of buttons within a Ribbon.

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1 EXCEL 2007 TIP SHEET GLOSSARY AutoSum a function in Excel that adds the contents of a specified range of Cells; the AutoSum button appears on the Home ribbon as a. Dialog Box Launcher these allow you to access additional features associated with a specific Group of buttons within a Ribbon. Fill Handle the small black square that appears in the bottom right corner of the border of a selected Cell. It can be clicked upon and dragged to perform various functions. Formula Bar a toolbar that not only displays the number and content of the cell currently selected, but also is used for inputting Excel formulas. Opening a New Workbook 1. Click on the New button on Quick Access Toolbar; or, 2. Click the Office Button, and choose New ; or, 3. Press CRTL + N on the keyboard Inserting an Extra Column into a Worksheet 1. Position the mouse over the column heading immediately to the right of where you d like to add a column 2. Click the mouse to highlight the entire column 3. Click the Insert button in the Cells group on the Home ribbon Inserting an Extra Row into a Worksheet 1. Position the mouse over the row heading immediately below where you d like to add a column 2. Click the mouse to highlight that row 3. Click the Insert button in the Cells group on the Home ribbon To Insert Multiple Columns or Rows into a Worksheet 1. Highlight a number of columns or rows equal to the number of columns or rows you d like to add 2. Click the Insert button in the Cells group on the Home ribbon 3. Note: this action is very similar to the procedure for adding a single row (see above) except that you re highlighting more than one row or column To Adjust the Width of a Column Manually 1. Place the mouse over the border between the column headings so that you see a vertical bar with two arrows pointing to the left and right 2. Click the mouse, hold down the mouse button, and drag either to the left or right until the column is the desired width To Adjust the Width of a Column Automatically Using Best Fit 1. Place the mouse over the border between the column headings so that you see a vertical bar with two arrows pointing to the left and right 2. Double click the mouse Functions there are over 400 Functions that Excel can perform on data sets. The most common are SUM, AVERAGE, MAX, and MIN, which add, average, identify the largest number in a data set, and identify the smallest number in a data set respectively. Group a collection of buttons on a Ribbon. Each ribbon usually contains four or so groups of buttons. Office Button a round button bearing the Office logo in the top left corner of the Excel window. Click to access printing options, save options, and more. Quick Access Toolbar this is the small toolbar that appears at the top of the window just to the right of the Office button. It is customizable. Ribbon this is the large band of buttons along the top of the screen. The various ribbons are accessed via the tabs along the top edge of the displayed ribbon. Within a ribbon, buttons are grouped together into Groups. Shortcut Menu these are accessed by right clicking. Shortcut Menus allowing to access commonly used features associated with the document element on which you rightclicked. Choose options on the Shortcut Menus by leftclicking. Workbook an Excel document. A newly opened Workbook will contain three Worksheets. You can have up to 255 Worksheets in a Workbook. Worksheet a data sheet within an Excel Workbook containing cells in which one inputs data. Use separate Worksheets to organize data within a single Workbook.

2 To Correct Typing Errors 1. If you have not pressed Enter and/or moved on to a new cell, simply press the BACKSPACE key and retype the information 2. If you have pressed Enter and/or moved on to a new cell, click on the cell you want to correct, and then correct the error by modifying the text and/or numbers in the Formula Bar; or, double click the cell you want to edit and make your corrections within the cell Converting the Contents of a Worksheet into a Chart 1. Highlight the area of your worksheet that you want to convert to a Chart be sure this area contains no more than one horizontal axis and/or one vertical axis that contains text (these descriptive rows and columns should be positioned along the top and left side of the data 2. Go to the Insert ribbon, and choose chart type from the choices in the Charts group 3. The chart will appear on top of the spreadsheet from which it is pulling data. To move it to its own worksheet in the workbook, click the Move Chart button on the Design ribbon, which appears when the chart is selected (note: there are 3 chart specific ribbons that are only displayed when you re working with a chart; these allow you to modify the look of your chart) To Add the Numbers in a Column Using AutoSum 1. Click on the cell adjacent to the numbers you d like add 2. Click the AutoSum symbol [ ] in the Editing group on the Home ribbon once to see a preview (note: you can redefine the range to be added by dragging thru it 3. Click the AutoSum button a second time Entering a Formula Using the Insert Function Button 1. Click on the cell in which you want the result of a formula to appear 2. Click on Insert Function button [fx] on the Formula Bar 3. In the dialog box that appears, choose the Function of your choice, and click the OK button (note: if you re unsure which Function to choose, you can search for functions by keyword in the dialog box) 4. In the next dialog box, confirm that Excel has identified the range of cells you had in mind if it has not identified the correct range of cells, manually adjust the range by either typing in the correct range or by dragging your mouse through the correct range 5. Click the OK button Entering a Formula Using the Name Box 1. Click on the cell in which you want the result of a formula to appear 2. Type an equal sign (i.e. = ) 3. The Name Box, i.e. the left most portion of the Formula Bar, should now function as a dropdown menu that lists the 10 most recently used functions. 4. Select the appropriate function 6. In the dialog box that appears, confirm that Excel has identified the range of cells you had in mind if it has not identified the correct range of cells, manually adjust the range by either typing in the correct range or by dragging your mouse through the correct range 5. Click the OK button Copying a Formula to Adjacent Cells Using the Fill Handle 1. Click on the cell containing the Formula you want to copy 2. Place the mouse directly over the Fill Handle so that it appears as a solid, black cross 3. Click and drag the Fill Handle across the cells to which you d like to copy the Formula, then release the mouse button Changing Between the Values Version and Formulas Version of a Worksheet 1. Press CTRL + ACCENT MARK (`) on the keyboard 2. Repeat to revert back to the other version Selecting Cells that Are Not Adjacent to Each Other 1. Select one cell or range of cells 2. Hold down the CTRL key, and select another cell or range of cells 3. Repeat step 2 until you ve selected all the cells/cell ranges you wish to format Basic Formula Symbols + = add =a1+a2 adds contents of cell A1 to A2 = subtract =a1 a2 subtracts contents of cell A1 from A2 * = multiply =a1*a2 multiplies contents of cell A1 by A2 / = divide =a1/a2 divides contents of cell A1 by A2 Applying Formulas to Multiple Cells Longhand =a1+a2+a3+a4 adds cells A1, A2, A3, & A4 Easy Way use ranges by inserting a colon (:) =SUM(a1:a4) adds cells in the A1 to A4 range requires you to know the appropriate Function, e.g. SUM cell names are not case sensitive Common Functions SUM = adds the numbers in a specified range MIN = finds the smallest number in a specified range MAX = finds the largest number in a specified range AVERAGE = averages the numbers in a specified range To Force a Line Break Within a Cell 1. As you type text, press ALT + ENTER to force a line break within a cell Applying an Accounting Style 2. Click the $ button in the Number group on the Home ribbon 3. Note: the Accounting Style assigns a fixed dollar sign that will rest against the left side of the cell. if you want a floating dollar sign that snuggles up against your numbers, you need to apply a Currency Style. To do so, you have click the Format Cells button which is located in the Cells group on the Home ribbon. You could also right click on the cell in question and choose Format Cells, or you could press CTRL+1 Applying a Comma Style 2. Click the Comma Style button on the Formatting Toolbar 3. Note: the Comma Style button applies commas and decimals to numbers, but not a dollar sign

3 EXCEL 2007 TIP SHEET (CONTINUED) Applying a Percentage Style 2. Click the Percent Style button in the Number group on the Home ribbon Merging Cells in a Worksheet 1. Select the range of cells you d like to merge 2. Click on the Merge & Center button in the Alignment group on the Home ribbon 3. Note, if you right click on the selection, and choose Format Cells, you will open the Format Cells dialog box. Go to the Alignment tab to fine tune exactly how your text will be oriented in the newly merged cells. Aligning Text and/or Numbers in a Cell or Group of Cells 1. Highlight the cells you d like to format 2. Use the buttons in the Alignment group on the Home ribbon to adjust the placement of content both vertically and horizontally To Select the Fill Color for a Cell or Range of Cells 1. Select the range of cells you d like to format 2. Click on the small black triangle to the right of the Fill Color button in the Font group on the Home ribbon 3. Choose a color from the palette that appears, or click on the More Colors options to see a full spectrum of choices 4. Note: you can also apply a color scheme using the color schemes available under the Cell Styles button in Styles group on the Home ribbon To Place a Border Around a Cell or Group of Cells 1. Select the range of cells you d like to format 2. Click on the small black triangle to the right of the Borders button in the Font group on the Home ribbon 3. Choose a border style and orientation from the palette that appears 4. Note: you can also draw borders and adjust line style using the options at the bottom of the Border s button dropdown menu; once you ve manually inserted borders, press ESC to lose the pencil cursor Increasing and Decreasing the Number of Digits After the Decimal Point 2. Click either the Increase Decimal or Decrease Decimal button in the Number group on the Home ribbon Renaming a Worksheet 1. Double click on the tab you d like to rename; the text on the tab should now be highlighted 2. Type the new label for the tab, and press ENTER Assigning a Color to a Worksheet Tab 1. Right click on the tab to which you d like to assign a color 2. Choose the color of your choice, and click the OK button Order of Operations with Long Formulas Excel formulas are calculated in a specific order. The order of operations is as follows: first negation ( ), then all percentages (%), then all exponentiations (^), then all multiplications (*) and divisions (/), and finally, all additions (+) and subtractions ( ). You can use parentheses to override the order of operations. For example, if Excel follows the order of operations, 8 * equals 26. If you use parentheses, however, to change the formula to 8 * (3+2), the result is 40, because the parentheses instruct Excel to add 3 and 2 before multiplying by 8. Examples Formula =M5 = ^ 2 =6 * E22; or =E22 * 6; or =(6 * E22) =70% * 6 = (G7 * V67) =5 * (P4 G4) =K5 / Y7 D6 * L9 + W4 ^ V10 Meaning Assigns the value in cell M5 to the Assigns the sum of (or 21) to the Assigns six times the contents of cell E22 to the Assigns the product of 0.70 times 6 (or 4.2) to the Assigns the negative value of the product of the values contained in cells G7 and V67 to the Assigns the product of five times the difference between the values contained in cell P4 and G4 to the Instructs Excel to complete the following arithmetic operations, from left to right: first exponentiation (W4 ^ V10), then division (K5 / Y7), then multiplication (D6 * L9), then subtraction (K5 / Y7) (D6 * L9), and finally addition (K5 / Y7 D6 * L9) + (W4 ^ V10) Forcing a Worksheet to Print on One Page 1. Click on the Office Button, then choose Print > Print Preview 2. In the preview mode, click the Page Setup button 3. In the Page Setup dialog box, select the Sheet tab, then check the Gridlines box to have gridlines display when printing a worksheet Show Gridlines When Printing 4. Click on the Office Button, then choose Print > Print Preview 5. In the preview mode, click the Page Setup button 6. In the Page Setup dialog box, select the Page tab, then choose the Fit to: 1 page wide by 1 tall option under Scaling

4 Conditional Formatting You use Conditional Formatting to make certain numbers on a worksheet stand out. For example, if you want negative numbers to stand out, you can use Conditional Formatting to have Excel display these numbers in bold text or in cells with a specific Fill Color. The chart below summarizes the different types of conditions that Excel recognizes: Type of Formatting Highlight Cells Rules Top/Bottom Rules Data Bars Color Scales Icon Sets Display Allows you to highlight manually specified cell values (e.g. numbers below zero, or between 10 and 100) Allows you to highlight the top 10 numbers, or numbers above/below average Allows you to display a bar chart type color scheme that corresponds to the values in the cells Allows you to apply a color scheme that ranges between set colors depending on the cell value Allows you display small icons within the cells that correspond to the values within the cells Apply Conditional Formatting 1. Select the range of cells to which you d like to apply conditional formatting 2. Click Conditional Formatting button in the Styles group on the Home ribbon 3. Choose the type of conditional formatting you d like to apply from the options on the dropdown menu note: hovering over the options will display a preview of the formatting 4. You can also create your own conditional formatting rule by choosing the New Rule option on the dropdown menu Adding Another Worksheet to a Workbook 1. Click on the worksheet tab (located along the bottom edge or your workbook) to the right of where you d like to insert a new worksheet note: there is no way to add a worksheet to the far right of a row of worksheets; instead you have to insert it between two existing worksheets and move it later (see below) 2. On the menu that appears, choose Insert 3. In the dialog box that appears, click on the Worksheet icon, then click the OK button Moving a Worksheet Within a Workbook 1. Click on the tab of the worksheet you d like to move and hold the button down 2. A small black triangle will appear near the left upper edge of the tab you ve click on 3. Drag your mouse to the right or left to move the worksheet 4. When the black arrow appears to the between the two tabs where you d like to move the worksheet, release the mouse button; or, 5. Right click on the tab of the worksheet you d like to move, choose Move or Copy from the menu, define where you d like the worksheet moved in the dialog box that appears, and click the OK button Totaling Numbers in Separate Worksheets 1. Pick the worksheet and specific cell where you d like for the result to be displayed 2. Type an equal sign (i.e. = ), the appropriate function (e.g. SUM ), and an open parenthetical i.e. ( 3. Click on the cell contain the first value to be included in the equation, then hold down the SHIFT key and click on the last worksheet containing a value to be included in the final equation 4. Click the checkmark on the Formula Bar 5. Note: the above only works if all the numbers to be added are in the same cell on each worksheet. If they re not, you ll have to add the numbers manually by foregoing functions and inserting the appropriate mathematical operator between each variable Freezing Worksheet Panes So Column or Row Headings Stay Stationary While You Scroll Through Data 1. Use the bottom two presets under the Freeze Panes button in the Window group on the View ribbon; or, 2. Select the cell immediately below the row to be frozen and/or to the right of the column to be frozen 3. Click the Freeze Panes button in the Window group on the View ribbon 4. Choose the top option on the dropdown menu (i.e. Freeze Panes ) Sorting Data in Columns, e.g., Organize Data in a Column So It Appears in Order From Largest Number to Smallest Number 1. Select a column that you d like to sort 2. Click the Sort & Filter button in the Editing group on the Home ribbon 3. Choose the appropriate preset on the dropdown list 4. When prompted to Expand the selection, do so 5. Note: be sure you ve saved your work before doing this as Excel sometimes has a hard time sorting data if a worksheet contains merged cells EXCEL 2007 KEYBOARD SHORTCUTS CTRL + N CTRL + O CTRL + S CTRL + P CTRL + X CTRL + C CTRL + V CTRL + Z CTRL + Y CTRL + ; CTRL + F CTRL + 1 ALT + ENTER F4 Creates a new workbook Opens a workbook Saves the current workbook Prints the current worksheet or selection Cuts the current selection Copies the current selection Pastes what has been copied Undoes the last action Repeats the last action Inserts the date Opens the Find and Replace dialog box Opens the Format Cells dialog box Forces a carriage return in a cell Converts a cell reference to an absolute cell reference See also:

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