Rev. B 12/16/2015 Downers Grove Public Library Page 1 of 40

Objectives... 3 Introduction... 3 Excel Ribbon Components... 3 File Tab... 4 Quick Access Toolbar... 5 Excel Worksheet Components... 8 Navigating Through a Worksheet... 9 Downloading Templates... 9 Using Page Layout...12 Themes...12 Page Set Up...12 Adding a Header Row...20 Freezing Rows...21 Unfreezing a Column or Row...22 Formatting a Worksheet...23 Making Columns or Rows Wider...25 Inserting Cells, Rows, and Columns...26 Copying Cells...27 Replacing Contents...27 Moving Contents...28 Adding a Total Row...28 Using AutoSum to Total a Column or Row...29 Order of Operations...30 Mathematical Operations...30 Inserting Formulas Manually...30 Rev. B 12/16/2015 Downers Grove Public Library Page 1 of 40

Inserting Formulas Using the Insert Function Icon...31 Renaming a Worksheet...33 Adding a Worksheet...33 Using Autofill...34 Copying Formulas...34 Adding Numbers and Years, Days and Months in Sequence...35 Numbers...35 Days and Months...36 Setting a Print Area...36 Sorting a Worksheet...37 Sort A to Z or Z to A...37 Custom Sort...38 Hiding Columns and Rows...38 Unhiding Columns and Rows...39 Printing...40 Page 2 of 40 Rev. B 12/16/2015

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. Microsoft Excel is a spreadsheet program used to calculate and/or sort data. 1 2 3 4 1 = Quick Access Toolbar 2 = File Tab 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. Rev. B 12/16/2015 Page 3 of 40

Click to return to the document. Click the File Tab to view recent documents, create new documents, open existing files, save, save as, etc. Page 4 of 40 Rev. B 12/16/2015

1. Click the down arrow 2. From the drop-down menu, click More Commands. Rev. B 12/16/2015 Page 5 of 40

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 40 Rev. B 12/16/2015

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 You can also RIGHT click a tool to add it to the Quick Access Toolbar. Rev. B 12/16/2015 Page 7 of 40

Active Cell Status Window Insert Function Formula Bar Worksheet 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. Page 8 of 40 Rev. B 12/16/2015

Tab = Moves the cursor to the right. Shift + Tab = Moves the cursor to the left. Home = Moves the cursor to the first cell of a row. Ctrl + Home = Moves the cursor to cell A1. Ctrl + End = Moves the cursor to the last cell of the worksheet. Press the cursors keys to navigate through a worksheet. Make it a habit to click in A1 to make it the active cell. You can create a document or use an existing template. 1. Click the File Tab. Rev. B 12/16/2015 Page 9 of 40

Search Bar 2. Click New from the menu on the left. 3. Scroll through the templates on the right or type a keyword in the search bar and press the Enter key on the keyboard. Page 10 of 40 Rev. B 12/16/2015

4. Click a template. 5. Click 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 or the download folder by default. Click the File tab to find Save As. Rev. B 12/16/2015 Page 11 of 40

Themes are coordinating fonts and colors. Themes are in all Office 2016 products. 1. Click the Page Layout tab. 2. Under the Themes group, click 3. Click a theme from the drop-down menu. Dialog Launcher 1. Launch the Page Set Up screen by clicking the Dialog Launcher under the Page Layout Tab. Page 12 of 40 Rev. B 12/16/2015

2. On the Page tab, usually change the Orientation to Landscape by clicking in the circle next to Landscape. 3. Click the Margins tab. Rev. B 12/16/2015 Page 13 of 40

4. Use the arrow buttons to make the header, margins, etc., larger or smaller. 5. Click the Header/ Footer tab. Page 14 of 40 Rev. B 12/16/2015

6. Click Rev. B 12/16/2015 Page 15 of 40

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 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 16 of 40 Rev. B 12/16/2015

11. Click 12. Click Rev. B 12/16/2015 Page 17 of 40

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 18 of 40 Rev. B 12/16/2015

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. Rev. B 12/16/2015 Page 19 of 40

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 once it is indicated on the Page Layout on the Sheet tab. Make it standout by highlighting the row and using the tools under the Font and Alignment Groups under the Home tab. Page 20 of 40 Rev. B 12/16/2015

If an Excel worksheet is large, you sometimes lose track of what the. A good way to keep your header row always on top is to freeze the top row. 1. Select a row or column. Excel freezes the areas above or to the left of where you will apply the Freeze Panes command. 2. Click the View tab. 3. Click 4. Select Freeze Panes. To freeze both rows and columns, click the cell below and to the right of the rows and columns that you want to keep visible when you scroll. Repeat steps 2 through 4 above. Rev. B 12/16/2015 Page 21 of 40

1. Click the View tab. 2. Click 3. From the drop-down screen, click Unfreeze Panes. Page 22 of 40 Rev. B 12/16/2015

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. Rev. B 12/16/2015 Page 23 of 40

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 Page 24 of 40 Rev. B 12/16/2015

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 a row heading. The cursor appears as [column] or [row]. 2. Double click with the LEFT mouse button. 3. You can also highlight multiple columns/rows and double click any highlighted column/row and all will be adjusted. When you see the pound sign # displayed in a spreadsheet, it means that the column or row is too narrow. Rev. B 12/16/2015 Page 25 of 40

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 26 of 40 Rev. B 12/16/2015

1. Click the row number or column heading. 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. Rev. B 12/16/2015 Page 27 of 40

1. Repeat Replace Contents steps 1 3 2. RIGHT click the mouse 3. Click Insert Copied Cells. Cells are moved down. Contents are not replaced. IMPORTANT! This is only time you will ever need to have a blank row in your spreadsheet is when you add a Total Row. 1. After entering the last row of data, skip a row Page 28 of 40 Rev. B 12/16/2015

2. Type Total. You may also want to format the row. (See Adding a Header Row.) 1. Click a cell in the column or row you wish to total, for example, F7 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 or click the check mark. Rev. B 12/16/2015 Page 29 of 40

Order of mathematical operations is very important. If you enter a formula that contains several operations, Excel will work those operations in a specific order. The order of operations is: 1. Operations enclosed in parenthesis 2. Exponential calculations (to the power of) 3. Multiplication and division, whichever comes first 4. Addition and subtraction, whichever comes first. A mnemonic that can help you remember this is Please Excuse My Dear Aunt Sally (P.E.M.D.A.S.) Addition + Subtraction - Multiplication * Division / Sometimes you won t be able to use AutoSum. You ll have to type formulas. Below are simple formulas. Add Subtract =C2 + C6 =C6 C2 Add a column or row Average a column or row Multiply Divide Divide a Formula Column Row Column Row =sum(c2:c14) = sum(c1:f1) =average(c2:c14) =average (C2:F2) = C2*C14 =C2/D2 =sum(c2:c14)/3 Page 30 of 40 Rev. B 12/16/2015

Multiply a Formula Repeat a Cell from a Different Sheet within a Workbook =sum(c2:c14)*3 = Age Date 2009!K15 =Name of Worksheet!Cell 1. Click from the formula bar. 2. Click the down arrow next to Most Recently Used. Rev. B 12/16/2015 Page 31 of 40

3. Select formulas that meet the criteria of what you re trying to do, for example PMT. Page 32 of 40 Rev. B 12/16/2015

S H E E T T A B 1. Double-click the sheet tab. 2. Type a new name. 1. RIGHT on a sheet tab. 2. From the pop-up menu, click Move or Copy. Rev. B 12/16/2015 Page 33 of 40

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. 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 1. Enter a formula, and then double click on the Auto Fill Handle. 2. The formula is repeated until a blank line appears. Page 34 of 40 Rev. B 12/16/2015

To have the date automatically appear on a spreadsheet, type =TODAY(); to have the date and time, appear type =NOW() Numbers 1. Enter a sequence of numbers, for example, 100, 110. 2. 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. Rev. B 12/16/2015 Page 35 of 40

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. 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. Page 36 of 40 Rev. B 12/16/2015

A grey line appears around the print area. Sorting rearranges a column data alphabetically or numerically. 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. Rev. B 12/16/2015 Page 37 of 40

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 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. Page 38 of 40 Rev. B 12/16/2015

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 Rev. B 12/16/2015 Page 39 of 40

1. Click the print icon or hold down the Ctrl key on the keyboard and click the P key on the keyboard. 1 2 3 1 Click to return to close the print preview and return to the document. 2 Set printing preferences. 3 Print preview. Click to print the document. Page 40 of 40 Rev. B 12/16/2015