Excel 2016: Part 1. Updated January 2017 Copy cost: $1.50

Excel 2016: Part 1 Updated January 2017 Copy cost: $1.50

Getting Started Please note that you are required to have some basic computer skills for this class. Also, any experience with Microsoft Word is beneficial. Starting up the program You will start Excel just like any other program, using either a shortcut on your desktop (see above), or by the start menu. 1. Go to the Start menu. 2. On the left side, scroll down. 3. Click Microsoft Excel. 4. Or, find the tile on the right side. Microsoft Excel Microsoft Excel is a spreadsheet application. A spreadsheet application allows you to create tables of text, numbers, and formulas. Excel makes it easier to manage a large amount of data. Spreadsheets are made up of columns and rows. In Excel, the rows are numbered and the columns are marked by a letter. A cell is the small square where the row and column intersect. You type data into the cells. The Excel Window Worksheet These are individual spreadsheets, that are contained in the same file. An Excel file is also called a Workbook. Shown to the left is a blank worksheet. 2

Excel, like the other Office programs, uses ribbons to organize the commands. Some of these commands are prevalent in the other programs, such as: bold, italics, underline, font selections, and spell checker. Other commands are unique to Excel, such as the formula commands. NOW YOU TRY: Identify the parts of the Excel window based on their descriptions. o File Tab: Click this tab to find the Save, Print, and Open commands. o Ribbons: Ribbons are the horizontal bands across the top, which contains the commands and options. o Formula bar: Found beneath the ribbon, it allows you to view or edit a cell s contents. Navigating Cells Active Cells The cell you are typing your data or formula into is the active cell. In order to type data into a cell, you need to activate it by clicking on that cell. You can identify the active cell because it will have a dark or green border. Cells are created by a row and column crossing. These are identified by their column letter and row number, which is called their cell reference. The active cell right is B3 (also seen in the Name Box). Using the keyboard to change the active cell The keyboard allows you to select cells without using a mouse. The arrow keys will move the active cell up, down, left, and right. The Tab key will move the active cell one column to the right. The Enter key will move the active cell one row down. There are some additional keyboard shortcuts in the table below: Key Command Effect F5 Gives you the GoTo command to skip to any cell in the spreadsheet. Page Up Moves the active cell one screen up. Page Down Moves the active cell one screen down. Alt-Page Up Moves the active cell one screen to the left. Alt-Page Down Moves the active cell one screen to the right. Home Moves the active cell to the first column in the current row. Ctrl-Home Moves the active cell to cell A1. 3

Using the mouse to change the active cell Place the mouse pointer of the cell you wish to make active. Click the left mouse button. Name Box You can also click into the Name Box in the upper left side of the screen, and type a cell location there. When you hit Enter, you will move to the cell whose name you typed. NOW YOU TRY: Making individual cells active. o With Your Mouse: Select a cell and, using your mouse, click on it to activate it. o Using the Keyboard: Find the directional arrows on your keyboard. Use these to change which cell is currently active. o With the Name Box: Find the name box in the upper left side of the screen. Type a cell reference into it and hit enter. Does it matter how far down a column the cell reference is? Entering and Editing Data Typing Data in a Worksheet You type data into the active cell. As you type your information, you can edit it directly into the active cell or in the formula bar (found at the top of the screen). NOTE: The formula bar is primarily used to create formulas but it also shows the entire contents of a cell. When there is a large amount of information in a cell, it will be easier to edit using the formula bar. Categories of Data There are three categories of data (for the purposes of Excel). They are: labels, constants, and formulas. Data Type Description Examples Labels Anything that is just text; meant to help a person understand the spreadsheet Constant Numbers not part of a calculation $5.75 1,047 Formulas Equations/calculations. Could be numbers, cell references, functions, or a combination. Always starts with an = Check Number Recipient Address Line 1 =5+3 = C2 * D12 = SUM(B23:B25) 4

NOW YOU TRY: In your budgeting spreadsheet input the following information into the first worksheet: Heat: actual dollar amount - $35 Electric: actual dollar amount - $42 Food: actual dollar amount - $198 Gym Membership: actual dollar amount - $75 Restaurants: actual dollar amount - $53 Coffee: actual dollar amount - $16 o Try inputting the data using both methods discussed above: typing directly into a cell and using the formula bar. Resizing, Adding, Deleting Columns and Rows Resizing a column To resize a column, position your mouse pointer on the right edge of the column header. Your pointer will change to a vertical bar with two arrows on it. You can now left-click and drag the column to be wider (move right) or narrower (move left). NOW YOU TRY: Change a couple of columns to be various widths. NOTE: If your column already had data, you could double-click on the header to automatically adjust the column to fit the data. Resizing a row The technique to resize a row height is almost identical to changing a column width. Position your mouse pointer on the bottom edge of the row header; it will change to the horizontal bar with two arrows. Left-click and drag the row to be taller (move down) or shorter (move up). NOTE: Double-click the row header to automatically adjust the size. NOW YOU TRY: Change a couple of rows to be various heights. Resizing Multiple Columns or Rows NOTE: The same methods can be used on rows and columns. For illustration, we will only talk about columns. 5

You can resize multiple columns at once. There are two methods: Method 1: 1. Left-click above the column header. 2. Hold down the left button and move your mouse to highlight the rows. 3. Then use the method above to size a column. The rest of the selected columns will also be changed. Method 2: 1. Select the first column (by left-clicking above the header). 2. Press and hold down the SHIFT key on the keyboard. 3. Click the last column you want to highlight. 4. Release the SHIFT key. Resizing Non-Adjacent Columns or Rows If you need to resize non-adjacent columns, hold down the Ctrl key and click the columns. Selected columns (or rows) will be highlighted. Resize one of the highlighted columns (as you just previously learned). Once you resize one column, the rest will automatically adjust to that size. NOW YOU TRY: Practice selecting and resizing multiple columns, both side-by-side and spaced out. Adding a Column or Row You may need to add a column between existing columns. Select the column to the RIGHT of where you want to place the new column. Example: If you want a column between B & C, you would click on the header for column C. To add a column: 1. Right-click on the column header to the right of where you want your new column. 2. Choose Insert. Excel will automatically add a column to the left of your current location. *Rows are added the same way. New rows are added above the selected row. NOW YOU TRY: Add a row beneath the current Row 1. Resize this row to be slightly smaller than the rest. 6

Deleting a Column or Row To delete a column: 1. Click the column header to highlight it. 2. Right-click on the highlighted column s header. 3. Click Delete. The columns are shifted to the left. You ll notice the columns are automatically re-alphabetized. *Rows are deleted the same way. Right-click the header and select Delete from the menu that appears. Worksheet Maintenance Excel allows you to have multiple worksheets in one workbook. A workbook is a single computer file. In the example we ll be working through today, we ll be making a workbook called Excel Practice 1, and have a separate worksheet for each month of the year. Renaming a worksheet 1. Right-click on the worksheet s tab at the bottom of the window. 2. Choose Rename. 3. The worksheet name will be highlighted; type in the new name. NOW YOU TRY: Rename the first three spread sheets in your workbook to January, February, and March. Adding a worksheet Click on the New Sheet plus symbol. After you add a worksheet, you can rename it as you did the others. For our class, let s name it April. Deleting a worksheet You can also delete extra worksheets. 1. Open the worksheet you want to delete. WARNING: This is VERY important, as Excel will automatically delete whichever worksheet is currently open! 2. Right-click on the sheet tab you wish to delete, and choose Delete. 7

Formatting Data and the Sheet Now that you ve gotten the basics of entering information, let s take a look at what you can do to make the important things really stand out. Formatting Text All of the formatting techniques you already know from Microsoft Word will still work in Excel. B will bold your text. Highlight text and click the B to make it bold. I will italicize your text. Highlight the text and click the I to make it italic. U will underline the text. Highlight the text and click the U to underline it. To change the font style, you can use the drop down box at the top. Calibri is the default font. To change the size of the font, use the drop down box. Or, use the large A to make text larger by a point size, or use the small A to make text smaller by a point size. To add borders to the cell wall, click the borders command. Select the style you prefer. To change the font color, choose the A over the colored bar. Select the color you prefer from the palette that appears. To add background color to a cell or group of cells, click the fill bucket icon. Make sure you first highlight the cells that you would like to see given a background color. Under the Alignment group on the Home ribbon, you can change the alignment, both vertically and horizontally, of your text (centered, left, right and top, middle, bottom). 8

You can select multiple cells to format at once. Click and drag to highlight multiple cells. You can also hold down the Ctrl or the Shift key and click cells to select multiple ones. NOW YOU TRY: Highlighting multiple cells at once. o Click & Drag: Click on an individual cell. While maintaining this click, drag the mouse across any cells you wish to highlight. o Ctrl & Click: Click on an individual cell. Now press and hold the Ctrl key on your keyboard. Click on another cell while holding this key. o Shift & Click: Click on an individual cell. Now press and hold the Shift key on your keyboard. Click on another cell while holding this key. How is this different than using the Ctrl key? Formatting Numbers You can change the number formatting to resemble currency, dates, fractions, or many other styles of numbering. 1. Select the cell(s) you wish to format. 2. Click the Home tab. 3. In the Number group, select the formatting style from the drop menu (see right). NOTE: The most common formats you will use will be currency, dates, and general (which has no formatting). NOW YOU TRY: Apply the accounting format to the columns Expected and Actual. Merge and Center You can also make headers or individual cells that span more than one column or row, using Merge and Center. It will combine multiple cells into a single cell. The new merged cell will span multiple columns/rows. To use merge and center: 1. Select the cells you wish to merge. 2. Click the Merge and Center icon in the Home ribbon. You can edit data in merged cells the same way as normal cells. 9

NOW YOU TRY: Click on cell B24 and type: This class is really fun! o Notice how the phrase spills over into the next row. If you do not want to widen column B, you can Merge and Center these two cells. o Select both cells (B24 and C24). Now click the Merge and Center icon. NOW YOU TRY: What happens if you merge and center two cells with data? Search and Replace If you are looking for a specific piece of data, use the Find & Select command. You can either find the information or replace the information with new data. For example, you can replace all occurrences of August with September in a sheet. To find data: 1. Click or select cell A1 (to make it the active cell). 2. Click on the Find & Select command (located on the Home tab). 3. Choose either Find or Replace, depending on your need. 4. In the Find and Replace window, type the information you need to locate (word, phrase or number), and click the Find Next button. That will search for the next occurrence of the information. NOTE: The Find All button will list all instances of the information. A new section will appear in the window; it will list each cell location where your search term appears. Click on each listing to go to that particular cell in the spreadsheet. 10

NOW YOU TRY: Locate all purchases made by credit card on your spreadsheet. Does capitalization matter? In the Find & Select window, you will see a Replace tab. Click on this tab to replace a specific term with another. In the example to the left, Giant Eagle will be replaced with the word food. NOW YOU TRY: Find all purchases made by check on your spreadsheet. Replace this payment method with cash. Basic calculations The real power of Excel is its formulas and functions. These allow you to calculate, manipulate, and analyze data. More about formulas and functions are taught in Excel 2016 Part 2 and Advanced Excel: Formulas and Functions, but we ll cover a few basic ones to get you started. What are formulas and functions? In Excel, a formula is an equation to perform some sort of calculation in your worksheet. It could contain any combination of numbers, cell references, mathematical operators, and functions. Excel will only compute an equation when it starts with the equal sign. NOTE: Formulas and functions in Excel will always start with an equals sign (=). Formula Description Example =7-5+9 Subtracts 5 from 7, then adds 9 to the result. The cell would display 11 =A2+B9 Adds whatever number is in cell A2 to the number in cell B9 and displays the result. =C3*(D4-4) Subtracts 4 from the value of D4, multiplies by the number in cell C3 and displays the resulting number. A function is a prewritten/saved formula you can include in your sheet. Basically, you would only need to insert the appropriate values. Most common formulas (like sum, average, and many others) are already preprogrammed into Excel. Function Example Description =SUM =SUM(C7:C22) Adds together all the values in every cell from C7 through C22 and displays it. =AVERAGE =AVERAGE(2,3,4,5,6) Finds the average of 2, 3, 4, 5, 6 and displays it. 11

Basic math functions (add, subtract, multiply, divide) You can make use of the basic math operands to do addition, subtraction, multiplication, and division on the data in your spreadsheet. These don t require anything special; just use the appropriate key on the keyboard: Symbol Function Example + Addition A5+5 - Subtraction 100-D4 * Multiplication F4*H4 / Division 25/E3 The actual cell where you put the formula will show the result of the calculation. The formula bar at the top will show the formula itself. If you wish to change a formula that you have already entered, click the formula bar and make your changes there. Example: Formula Bar shows the formula. Cell shows the result. In addition to using plain numbers, remember that you can use cell references. That will allow you to perform calculations on data you have already entered and have the formula update as you change the data. Sum and Average The next level is to take advantage of the preexisting formulas. We will talk about: SUM (adds up all the numbers) and AVERAGE (finds the average of the numbers). There are two ways to enter a function. The first is to type it in by hand like a formula; the second is to use the Formulas ribbon. Example: Add the contents of the cells A1 and B1. 1. Always start with an equals sign, = 2. Next, type the name of the function, followed by an open parenthesis, SUM( 3. Enter the numbers or cells, separated by commas; and finally, put the closing parenthesis: A1, B1) =SUM (A1, B1) As you start to type, you will get a little yellow prompt box, reminding you of the proper format. 12

NOW YOU TRY: Use the SUM and AVERAGE functions. o In cell G1, add the numbers 4 & 5. Remember to start with =SUM o In cell G2, type the following =SUM(C2, C3). What happens? o In cell G3, average the numbers 6,7,10, and 12. Remember to start with = AVERAGE Entering a Range of Numbers If you are applying a formula or function to a range of adjacent cells, you don t have to type each cell reference individually. Instead, you can enter the range of cells. To enter a range of cells: 1. Type the first number in the set (the upper left-most). 2. Type a colon (:). 3. Type the last number in the set (the bottom right-most). (A3:A6) is the same as (A3, A4, A5, A6) NOW YOU TRY: o In cell C15, next to the cell that says total add cells C2 through C14. Start with =SUM( and then select each cell individually. After you have selected the last cell, remember to close the parenthesis. o In cell D15, next to the total you have just created, add cells D2 through D14 as a range. Start with =SUM( before typing the first and last cell references, separated by a colon (:). Remember to close the parenthesis when the last cell reference is entered. Page Margins, Headers and Footers You can also control how your file will look when printed. We ll cover the basics, but we recommend you play with these settings to see how many ways Excel can print a document. Page margins refer to how much white space is between text and the page borders. You can modify page margins if you would like the pages to have more white space (make the margins larger) or less (make the margins smaller). To change the margins: 1. Select the Page Layout ribbon 2. Choose Margins. NOTE: Click Custom Margins to set your own options. 13

Gridlines Excel will not print the cell gridlines. Any document you print will not display the cell borders. If you would like the cell borders to show when printed: 1. Click Page Layout tab. 2. Find the Sheet Options command group. 3. Check the Print box under Gridlines. Header and Footer The Header of a document is text/data that prints above the page margin. Usually, the header is a title or date. The Footer is found under the bottom page margin, and it usually contains the page number. To create a header or footer: 1. Click the Page Layout tab. 2. Select the Page Setup More Options arrow. 3. In the window that appears, choose the Header/Footer tab. You can make use of predefined headers/footers by choosing from the drop down lists. 14

Printing Options Under the File tab, locate the Print option. Printer Selection You will use this to tell the computer which printer it should use to print your document. Sheet Selection You can print the worksheet you are currently working, the entire workbook, or only a selected series of cells from within a given worksheet. Page Orientation Excel allows you to change the page orientation for printing. There are two page orientations: Landscape and Portrait. Landscape: You view the page sideways (many Excel files look better with this orientation). Portrait: The page is vertical. Typically, this style looks better for letters or books. If your spreadsheet is narrow and long, you may prefer this orientation. Print Preview The print preview is shown once you click the Print options. You will see your document on the right side. Print Preview can be used to see how your print selections alter the documents appearance. If you change the page orientation or the page scaling, for example, these changes will immediately show in your Print Preview screen. 15