Rev. C 11/09/2010 Downers Grove Public Library Page 1 of 41

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1 Table of Contents Objectives... 3 Introduction... 3 Excel Ribbon Components... 3 Office Button... 4 Quick Access Toolbar... 5 Excel Worksheet Components... 8 Navigating Through a Worksheet... 8 Making Columns or Rows Wider... 9 Inserting Cells, Rows, and Columns Copying Cells Replacing Contents Moving Contents Downloading Templates Using Page Layout Themes Page Set Up Adding a Header Row Splitting a Worksheet Formatting a Worksheet Adding a Total Row Using AutoSum to Total a Column or Row Inserting Formulas Renaming a Worksheet Adding a Worksheet Rev. C 11/09/2010 Downers Grove Public Library Page 1 of 41

2 Using Autofill Copying Formulas Adding Numbers and Years, Days and Months in Sequence Numbers Days and Months Setting a Print Area Sorting a Worksheet Sort A to Z or Z to A Custom Sort Filtering a Worksheet Hiding Columns and Rows Unhiding Columns and Rows Printing Charting Page 2 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

3 Objectives By the end of class, you will be able to: Create a spreadsheet Format a spreadsheet Use formulas to do simple calculations Sort and filter data Introduction Microsoft Excel is a spreadsheet program used to calculate and/or sort data. Excel Ribbon Components = Office Button 2 = Quick Access Toolbar 3 = Fluid User Interface, aka the Ribbon Tabs Groups 4 = Dialog launcher and sample Dialog screen In Excel, make it a habit to always click on the Home tab. Most of the tools that you need are on the Home tab. Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 3 of 41

4 Office Button Click the Office Button to view recent documents, create new documents, open existing files, save, save as, etc. Note: Look for a right arrow to view other options. Page 4 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

5 Quick Access Toolbar 1. Click the down arrow 2. From the drop-down menu, click More Commands Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 5 of 41

6 3. Click the down arrow next to Popular Commands 4. Click All Commands 5. To add commands, click the command from the left screen and then click Page 6 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

7 6. To customize the use of the Quick Access Toolbar, click a command from the right screen and move it up or down by clicking the navigation keys 7. To remove a commands from the Quick Access Toolbar, click a command, and then click Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 7 of 41

8 Excel Worksheet Components Status Window Active Cell Formula Bar Worksheet Sheet 1, Sheet 2 and Sheet 3 are a workbook. The Active Cell has a border around it. The Active Cell name appears in the Status Window above column heading A. Columns are letters and rows are numbers. A workbook is a collection of one or more worksheets that are stored in the same file. Each worksheet is part of a workbook. The default workbook has three worksheets. A worksheet is comprised of cells, rows and columns. Each worksheet is a grid of cells consisting of 16,000 columns and 1,048,576 rows. If you wish to see where you are entering information, look at the Status Window. Navigating Through a Worksheet Tab = Moves the cursor to the right Shift + Tab = Moves the cursor to the left Home key = Moves the cursor to the first cell of a row Press the cursors keys to navigate through a worksheet Make it a habit to click in A1 to make it the active cell. Page 8 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

9 Making Columns or Rows Wider Ideally, Excel automatically widens a column or row. If it doesn t, users can do so manually. 1. Position the cursor between a column or row heading. The cursor appears as [column] or [row]. 2. Double click with the LEFT mouse button When you see the pound sign # displayed in a spreadsheet, that means that the column or row is too narrow. Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 9 of 41

10 Inserting Cells, Rows, and Columns 1. Position the cursor in the cell where you wish to insert another cell 2. Click 3. From the drop-down screen, click Insert Cells 4. Click in the box next to your preference. Remember, you can always click undo from the Quick Access Toolbar if there is an error. An easy way to insert columns or rows is to click the column letter or the row number. You can highlight more than row or column. Just drag the cursor across or down. Click Page 10 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

11 Copying Cells Replacing Contents 1. Click the row number or column heading or highlight the contents you wish to copy by holding down the LEFT mouse button 2. RIGHT click the mouse button and select Copy from the pop-up screen or hold down the Ctrl key from the keyboard and click C for copy 3. Position the cursor in the cell you wish to insert the copied text 4. RIGHT click the mouse button and select Paste from the pop-up screen or hold down the Ctrl key from the keyboard and click V for view. All the contents in the cells are replaced with the copied contents. If you highlight cells instead of clicking the row or column headings you ll see this screen: Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 11 of 41

12 Moving Contents 1. Repeat Replace Contents steps RIGHT click the mouse 3. Click Insert Copied Cells. Cells are moved down. Contents are not replaced. Page 12 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

13 Downloading Templates You can create a document or use an existing template. 1. Click the Office Button 2. Click Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 13 of 41

14 3. Scroll through the templates on the left or click on recently used templates in the middle screen. You may have to drill down to find a template. The first time you download templates, you ll see a legal agreement on the right screen. Accept the agreement. 4. Click a template 5. Click Page 14 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

15 When downloading to your computer, always Save As instead of Save. The reasons are: You ll be able to change the file name You ll know where the file is being saved to. Some files are saved to a temporary folder by default. Click the Office Button to find Save As. Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 15 of 41

16 Using Page Layout Themes Themes are coordinating fonts and colors. Themes are in all Office 2007 products. Download more themes by clicking More Themes on Microsoft Office Online from the Themes drop-down menu above. 1. Click the Page Layout tab 2. Under the Themes group, click 3. Click a theme Page 16 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

17 Page Set Up Dialog Launcher 1. Launch the Page Set Up screen by clicking the Dialog Launcher under the Page Layout Tab. 2. On the Page tab, usually change the Orientation to Landscape by clicking in the circle next to Landscape. 3. Click the Margins tab Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 17 of 41

18 4. Use the arrow buttons to make the header, margins, etc., larger or smaller 5. Click the Header/ Footer tab Page 18 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

19 The Header/ Footer options have been enhanced in Excel You can now have different first, even and odd headers and footers, and also the headers and footers can grow or shrink with the page and align with the page margins. 6. Click Tool Purpose Tool Purpose Format text Insert page number Insert number of pages Insert date Insert time Insert file path Insert file name Insert sheet name Insert picture Format picture Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 19 of 41

20 Click the tabs to add different first page, odd and even page headers to the worksheets 7. Click in the section where the title of the worksheet should appear. A flashing cursor will appear. 8. To format the text, highlight it and click 9. Click Font, Font style, Size, etc. to change the way the text is displayed 10. Click Page 20 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

21 11. Click 12. Click Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 21 of 41

22 Make it easy on yourself; have one footer for first, odd and even pages. 13. Click in the Left section 14. Click which inserts a formula that gives the date on which the spreadsheet is printed. If a fixed date is required, type it. 15. Click in the Right section 16. Click to insert the page number 17. Type the word of 18. Click to insert the number of pages. The footer will display page x of x 19. Click 20. Click to close Page 22 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

23 21. Click the Sheet tab 22. Click the boxes next to Gridlines and Row and column headings to add them. You can always remove them in Print Preview. 23. Click 24. Click the Home tab on the Ribbon. Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 23 of 41

24 Adding a Header Row In order to sort a worksheet, there needs to be a header row. In Row 1 type a column heading, sometimes called a field name, for example, Title, FirstName, Surname, etc. The header row appears on each page of the worksheet. Make it standout by highlighting the row and using the tools under the Font and Alignment Groups under the home tab. Page 24 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

25 Splitting a Worksheet If an Excel worksheet is large, you sometimes lose track of what the columns mean, that is the header row. A good way to keep your header row always on top is to split the screen. Formula Bar 1. Position the cursor on the scrollbar between the Formula Bar and the down arrow. The cursor should look similar to this: 2. Hold down the LEFT mouse button and drag the cursor to the bottom of the header row. 3. Release the mouse button. Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 25 of 41

26 Formatting a Worksheet Cells can be formatted to automatically display numbers. Dialog Launcher 1. Click a column or row. To select more than one column or row do as follows: Select more than one column or row in succession: Click the first column or row heading, the cursor will look like a down arrow Position the cursor on the last column or row heading of the series, hold down the Shift key on the keyboard and click at the same time. All columns or rows in a range will be highlighted. Select more than one column or row: Position the cursor on the first column or row heading, the cursor will look like a down arrow Hold down the Ctrl key from the keyboard and click the mouse button. Repeat the steps to select other columns and rows. All columns or rows that were selected by holding down the Ctrl key and clicking the mouse button will be highlighted. 2. Click the Dialog Launcher from the Home tab, Number group Page 26 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

27 3. Click the Number tab 4. Click Currency 5. Format how you would like the currency displayed, for example, decimal places, currency symbol and/or negative numbers 6. Click Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 27 of 41

28 Adding a Total Row IMPORTANT! This is only time you will ever have a blank row in your spreadsheet is when you add a Total Row. You may want to add blank row for aesthetic value DON T! Use Pivot Tables instead. 1. After entering the last row of data, skip a row 2. Type Total. You may also want to format the row. (See Adding a Header Row.) Using AutoSum to Total a Column or Row 1. Click a cell in the column or row you wish to total, for example, C6 2. Click Note: Click the down arrow next to AutoSum to see additional functions, for example, Average, Max, Min, etc. 3. A marquee appears around the cells to be summed. If the marquee is around incorrect cells, manually highlight the correct cells. 4. If these are the cells you wish to sum, press the Enter key on the keyboard Page 28 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

29 Inserting Formulas Sometimes you won t be able to use AutoSum. You ll have to type formulas. Below are simple formulas. For anything complicated, click the Formula tab or click from the upper right-hand corner of the screen. Add a column or row Average a column or row Multiply Divide Divide a Formula Multiply a Formula Repeat a Cell from a Different Sheet within a Workbook Column Row Column Row =sum(c2:c14) = sum(c1:f1) =average(c2:c14) =average (C2:F2) =sum(c2*c14) =sum(c2/d2) =sum(c2:c14)/3 =sum(c2:c14)*3 = Age Date 2009!K15 =Name of Worksheet!Cell Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 29 of 41

30 Renaming a Worksheet 1. Double-click the sheet tab 2. Type a new name Adding a Worksheet 1. RIGHT on a sheet 2. From the pop-up menu, click Move or Copy Page 30 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

31 3. Click where you want to move the sheet, for example before Sheet 3 4. Click To create a copy of a worksheet, click in the box next to Create a copy. Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 31 of 41

32 Using Autofill Use Auto fill to copy a cell's contents. The Auto Fill Handle appears as a box at the bottom of an Active Cell. The active cell is the one that has a border around it. Active Cell Auto Fill Handle Copying Formulas Enter a formula, and then double click on the Auto Fill Handle. The formula is repeated until a blank line appears. To have the date automatically appear on a spreadsheet, type =TODAY(); to have the date and time, appear type =NOW() Page 32 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

33 Adding Numbers and Years, Days and Months in Sequence Numbers 1. Enter a sequence of numbers, for example, 100, Hold down the LEFT mouse button and drag the cursor over both of the cells. 3. Position the cursor on the Auto Fill Handle 4. Hold down the LEFT mouse button and drag it down Note: This would also work with 1, 2, 3, or years, etc. Days and Months 1. Type Monday in the active cell 2. Position the mouse on the Auto Fill Handle 3. Drag the down. You ll see a faint pop-up of days of the week when dragging. Note: To automatically add months, type a month, for example, January, and follow steps 2 and 3. Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 33 of 41

34 Setting a Print Area You really don t have to set a print area unless you want to print different portions of a worksheet. Do it once and add rows into the worksheet. 1. Highlight the area you wish to print 2. Click the Page Layout tab 3. Under the Page Setup group, click 4. From the drop-down menu click Set Print Area A broken line appears around the print area. Page 34 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

35 Sorting a Worksheet Sorting rearranges a column data alphabetically or numerically. Sort A to Z or Z to A 1. Click in the column heading of the column you want to sort 2. From the Home tab, Editing group, click 3. Click either Sort A to Z or Sort Z to A Custom Sort 1. Click 2. Click Custom Sort IMPORTANT Make sure that there is a check mark in the box next to My data has headers 3. Click the down arrow to see column headings 4. To add more fields, click 5. Click Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 35 of 41

36 Filtering a Worksheet You can use Word tables to sort information, but you cannot filter in Word. That s why if you have a lot of data to manipulate, use Excel. 1. Click in A1 2. Click 3. From the drop-down menu, click Filter 4. Arrows appear next to all the columns 5. Click the down arrow in the column you wish to filter, for example, Salesman. 6. Click the check next to Select All. It will disappear. 7. Click the boxes next to the Salesman you would like to see. Page 36 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

37 To get rid of the filter, click From the drop-down menu, click Filter. Filter is a toggle key, when it s on, it s on; when it s off, it s off. Hiding Columns and Rows 1. Select the columns or rows you wish to hide 2. From the Home tab, Cells group, click 3. From the drop-down menu, click Hide & Unhide/Hide Columns Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 37 of 41

38 Unhiding Columns and Rows 1. Click in the square above row 1 heading. This blank square is called Select All. The entire sheet is highlighted. 2. From the Home tab, Cells group, click 3. Click Hide & Unhide/Unhide Columns Printing 1. Click the print icon or hold down the Ctrl key on the keyboard and click the P key on the keyboard 2. Click Page 38 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

39 3. To see the margins, click in the box next to Show Margins. You can position the cursor and drag the margins back and forth, up and down. 4. To adjust the page to print on one page, change or add a header or footer, etc., click 5. After the page is adjusted, click If you ve made it bigger or smaller, it s a good idea to return the scaling to 100%. Unless you ll always need to print the sheet larger or smaller. Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 39 of 41

40 Charting 1. Highlight the text to chart. 2. LEFT click the Insert tab. 3. From the Chart group, LEFT click either the picture of a chart, for example, Column. Or LEFT click the diagonal arrow in the square. 4. From the Chart group, LEFT click either the picture of a chart, for example, Column. Or LEFT click the diagonal arrow in the square. Page 40 of 41 Easy Microsoft Excel 2007 Rev. C 11/09/2010

41 5. Click a chart type, for example, Column 6. Click 7. A chart is embedded in the spreadsheet. Also Chart Tools automatically appear. To change the looks of the spreadsheet, explore the Chart Tools. Another way to change the chart is to RIGHT click on the chart. From the pop-up menu, select: Change Chart Type Select Data 3-D Rotation Format Chart Easy Microsoft Excel 2007 Rev. C 11/09/2010 Page 41 of 41