råáîéêëáíó=çñ=pçìíüéêå=`~äáñçêåá~ Academic Information Services Excel 2007 Introduction to Excel

råáîéêëáíó=çñ=pçìíüéêå=`~äáñçêåá~ Academic Information Services Excel 2007 Introduction to Excel OVERVIEW OF THE EXCEL ENVIRONMENT... 4 About the Tabbed Ribbons... 5 Accessing More Options... 6 Keyboard Shortcuts... 6 Split Buttons... 6 Right Click for Quick Commands... 6 Quickly Browse Through Tabs... 6 The Quick Access Toolbar... 7 NAVIGATION... 8 ENTERING DATA... 9 Word Wrap Text in a Cell... 9 The Number Pad and Num Lock... 9 DELETING DATA... 10 REMOVING FORMATTING... 10 EDITING CELLS... 10 Using the Formula Bar to Edit Cells... 10 Using F2 to Toggle Between Point & Edit Mode while Editing... 10 USING ESCAPE & UNDO TO GET OUT OF TROUBLE... 11 SELECTING MULTIPLE CELLS... 11 Using the Keyboard to Highlight Cells (Using SHIFT to Anchor)... 11 Un Highlight Cells... 11 Using the Mouse to Highlight Cells... 12 Using the Mouse & Keyboard Together to Highlight... 12 THE AUTOFILL HANDLE... 13 Use Autofill to Complete a Known Series... 13 Use Autofill to Complete a Pattern... 13 Use AutoFill to Apply a Formula to Adjacent Cells... 13 ADJUSTING COLUMN (OR ROW) WIDTH... 14 Using the Groove to Adjust Width... 14 Specify an Exact Width... 14 The ###### Symbols In Cells... 14 Rounding and Unformatted Cells... 14 EQUATIONS... 15 Equations The Basics... 15 Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 1 of 44

Formula Examples... 15 Standard Mathematical Operators (in order of operation)... 15 EXERCISE 1: USING BASIC FORMULAS... 16 Note about Relative Referencing... 17 ABSOLUTE ADDRESSES... 19 Absolute Addressing... 19 Overview of Absolute Addresses... 20 USING FUNCTIONS... 22 Example: Using the Sum( ) Function... 22 More Functions... 23 THE FUNCTION LIBRARY... 25 Tips on Working with Functions... 26 INSERTING / DELETING ENTIRE COLUMNS AND ROWS... 27 Inserting Entire Columns... 27 Inserting Entire Rows... 27 Deleting Entire Columns/Rows... 27 MOVING CELLS... 28 Move Cells Using Cut & Paste... 28 Moving Cells Using Drag & Drop... 28 Shifting Cells Using Insert... 29 Moving Columns (or Rows)... 30 FORMATTING CELLS... 31 Methods of Accessing Formatting Commands... 31 Number Formatting... 32 Alignment... 33 Center Across Columns (Merge & Center)... 33 Borders... 34 Format Painter (Copy Formatting)... 35 Clear Formatting... 35 PRINTING... 36 Quick Print Using the Default Settings... 36 Using Print Preview... 36 Making Your Data Fit on a Page... 37 Printing a Specific Area... 38 Printing Non Adjacent Areas... 38 Hiding Columns or Rows from the Spreadsheet and the Printout... 39 Unhide Columns / Rows... 39 Working with Page Breaks... 40 Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 2 of 44

Set Page Order... 41 Using Page Break Preview to Set Page Breaks... 41 Centering Data on the Printed Page... 42 Print Gridlines and/or Row Numbers and Column Letters... 42 Repeating Column or Row Titles... 43 Headers and Footers... 44 Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 3 of 44

OVERVIEW OF THE EXCEL ENVIRONMENT The image below and the next few pages will give you an overview of the Excel environment. Quick Access Toolbar This is a customizable toolbar. Tabs / Ribbons Click a tab to view its ribbon of commands. MS Button Contains Save As, Print, Options, Open, Close, etc. Select All Selects all cells on the current sheet. Most of your work will take place in the small boxes know as Cells. The cell grid is made up of 1,048,576 rows by 16,384 columns. Cell Address Box A cell s address is made up of its column letter and row number in that order. The current position of the cursor is always listed here. Formula Bar Allows you to view and edit the formula whose answer is displayed in the selected cell. Sheet Tabs The tabs at the bottom contain more sheets of cells all of which are part of the same file. You can add as many sheets as your computer s memory will allow. Use the arrows to scroll to tabs which are created but not currently visible. Change Views Click to change views. Zoom Zoom in and out of the grid. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 4 of 44

About the Tabbed Ribbons Commands are organized into ribbons and a ribbon is accesses by clicking its tab. Unlike older versions of Excel, you cannot add or remove buttons from a ribbon; however, you can customize the Quick Access toolbar. Changing Ribbons Click a tab to view a different set of buttons. Click the Microsoft button in the upper left to display this menu Special Tabs When you click certain objects such as charts or pivot tables, new tabs will appear which pertain to the object you selected. If you double click the object the tab will appear and its ribbon will display. Hiding the Ribbon If you double click a tab, its ribbon will disappear, making more room for the grid. The ribbon will temporarily reappear when you click its tab. If you double click a hidden ribbon s tab again, the ribbon will remain visible. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 5 of 44

Quickly Browse Through Tabs If you hover your mouse within the ribbon area and spin your mouse wheel, you can quickly scroll through the tabs. Split Buttons Some buttons have two halves. The top half executes its most commonly used command. Its bottom half brings up a list of options. Accessing More Options Some sections on the ribbon have a More arrow which will bring up a window with more options. Right Click for Quick Commands If you right click an area or object in Excel, you will get a pop up menu and usually a small formatting tool bar. The pop up menu commands will change to reflect the area or type of object you right clicked. Keyboard Shortcuts Most shortcut keys still work (for example, Control + S saves). However if you used to navigate the menu by pressing the ALT key, the letters or numbers you have to press now will be a different sequence. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 6 of 44

The Quick Access Toolbar This is the only customizable toolbar in Excel. You can add and remove buttons from it and if desired, move its location to below the ribbon rather than above. Adding Buttons to the Quick Access Toolbar There are several methods of adding buttons to the Quick Access Toolbar: Right click any button on any tab and select Add to Quick Access Toolbar. or Click the drop down arrow on its right and then click the command you wish to appear on the toolbar. Click it again to remove the command. To view all available buttons and organize the Quick Access Toolbar: a. Right click any button. b. Click Customize Quick Access Toolbar. c. Select an icon from the list then click the Add button. d. Organize the toolbar by using the up/down arrows. To Remove Buttons from the Quick Access Toolbar 1. Right click the button to be removed. 2. Select Remove from Quick Access Toolbar. Move the Quick Access Toolbar Below the Ribbon This will give you room for more buttons without cutting off your file on the title bar. 1. Right click any button on the Quick Access Toolbar. 2. Select Show Quick Access Toolbar Below the Ribbon. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 7 of 44

NAVIGATION This section covers various methods available for moving the cursor about on the grid. It includes both using your keyboard and the mouse. Action to be Performed Using the Keyboard Using the mouse Move the cursor to another Press the Up/Down, Left/Right arrows on Click in the cell you wish to go to. cell: your keyboard. Place the cursor in cell A1: CONTROL + HOME Click in cell A1 Move to the left most column in a row. HOME Goto a specific cell: Press F5, type the cell address to goto and then press Enter. Click in the cell contents indicator (upper left of screen), type the cell address to goto and press Enter. Move 25 rows up/down: Move one screen left or right: Move between sheets: PAGEUP moves the cursor up 25 rows. PAGEDOWN moves the cursor down 25 rows. ALT + PAGEUP moves the cursor one page to the left. ALT + PAGEDOWN moves the cursor one page to the right. CONTROL + PAGE UP to go one sheet to the left. CONTROL + PAGE DOWN to go one sheet to the right. Use the vertical scroll bar at the right side of the screen. Use the horizonal scroll bar at the bottom of the screen. Click on the name of the sheet you wish to go to. Use the arrows in the lower left corner to scroll to sheets not currently visible. Shift the screen to display the active cell. (The active cell is the cell where the cursor is) CONTROL + BACKSPACE This is useful when you have used the scroll bars to shift the screen and you wish to return the screen to display the active cell. Jump to the Top/Bottom of a List This is a quick method to move the cursor to the top or bottom, left or right side of a list. a. Click anywhere within the list. b. Hold CONTROL and then tap the LEFT, RIGHT, UP, or DOWN arrow depending upon the direction you wish to go. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 8 of 44

ENTERING DATA Data typed into a cell falls into one of three categories: Labels, Numbers, and Formulas. LABEL: Any cell that starts with text is a label cell. In most cases, you cannot perform mathematical operations with label cells although some functions such as CountA(), text functions such as Left(), Right(), and Boolean functions such as If(), are designed to work with label cells. NUMBER: A cell is considered to be a number cell when it contains only numbers or dates. (Note that $, %, and, are allowed because they are formatting characters.) FORMULA: When a cell displays the answer to an equation, it is considered a formula cell. Formulas always begin with an = sign and can contain numbers, cell references, functions, and range names. Basic Steps for Entering Data: a. Place the cursor into the cell that will contain the data. b. Type the data. c. On the keyboard, press ENTER or TAB. When constructing a spreadsheet, enter data that you wish to perform mathematical operations on into separate cells. INCORRECT The numbers are mixed in with labels so you will not be able to use them in equations. CORRECT The numbers are isolated so you will be able to use them in equations. Word Wrap Text in a Cell There are a couple of methods you can use to word wrap text within a cell. ALT + ENTER will wrap text within the cell. This method is useful when you wish to control exactly where in a sentence wrapping takes place. Formatting cells to wrap. This method allows you to format multiple cells simultaneously to allow wrapping. Where the sentence wraps depends upon the width of the column. It is found under: Home Alignment The Number Pad and Num Lock The standard Windows keyboard contains a pad whose keys have both numbers and directional symbols on them. To specify whether a key will type a number or cause a directional movement, you will need to use the Num Lock button. When Num Lock is pressed, the pad will produce numbers. When Num Lock is not pressed, the pad will produce a directional movement. Note that most keyboards repeat the directional arrows next to the number pad. This allows users to use the number pad strictly for numbers and the additional pad for directional movement. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 9 of 44

DELETING DATA To erase the contents of a cell: 1. Place the cursor in the cell to be deleted. (Note you can also highlight multiple cells.) 2. Press DELETE on your keyboard. REMOVING FORMATTING To remove any formatting you or Excel has applied to a cell, follow the steps below: 1. Select the cell(s) whose format you wish to remove. 2. Click the Home tab. 3. Click the Clear button and then select Clear Formats from the list. EDITING CELLS When a cell contains something that needs to be modified, rather than deleting the cell and retyping all of the information, you can save time by editing specific characters within the cell. Basic Steps for editing a cell: a. Select the cell to be edited. b. Activate Edit mode and make your changes. (See to the right ) c. Press Enter to keep your changes or press Escape to throw away your changes and get out of edit mode. Activating Edit Mode: 3 Methods: There are three ways to go into Edit Mode: Pressing F2 on the keyboard. Double clicking a cell. Clicking in the Formula Bar. Using the Formula Bar to Edit Cells For lengthy formulas, the formula bar is often the preferred method of editing because you can more easily expand it to view the entire formula. Click the Expand button to expand the area vertically. Drag the circle to expand the area horizontally. Using F2 to Toggle Between Point & Edit Mode while Editing When typing a formula in a cell, if you tap a keyboard arrow to go back and make a change, Excel automatically goes into Point mode and begins inserting the current cell address into the formula; to avoid this, press F2 on your keyboard prior to taping an arrow key. F2 toggles you between Point and Edit mode while typing a formula or in Edit mode. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 10 of 44

USING ESCAPE & UNDO TO GET OUT OF TROUBLE Both of these commands can get you out of trouble. ESCAPE Press the ESCAPE key when you seem to be caught in a loop of error messages, the spreadsheet seems to be frozen, or need to back out of Edit mode. UNDO Each time you press this button, Excel will reverse the last thing you did. You can reverse up to 100 actions during the current session. You can also press CONTROL + Z to undo. SELECTING MULTIPLE CELLS Many tasks performed in Excel require that you select multiple cells. These might include: formatting cells, deleting a range of cells, printing a specific area, creating charts, moving cells, etc. Both the keyboard and/or the mouse can be used for selecting multiple cells. Using the Keyboard to Highlight Cells (Using SHIFT to Anchor) The keyboard is usually preferred over the mouse when the area needed to be highlighted extends to areas not currently visible on the screen. Typically, holding down the SHIFT key on the keyboard to anchor the current position and then using one of the navigational keys discusses earlier will get the job done. Some of the more commonly used combinations are listed below. Effect Keystrokes Highlights from the current position in the direction of the SHIFT + any ARROW key. arrow you press. Highlight from the current position to the edge of a list. SHIFT + CONTROL + an ARROW key in the direction to go. Highlight the row from the current position to column A. SHIFT + HOME Highlight a block from the current position to cell A1. SHIFT + CONTROL + HOME Highlight an entire list. SHIFT + CONTROL + * (Use the * above the 8) Highlight an entire column. CONTROL + SPACEBAR Highlight an entire row. SHIFT + SPACEBAR Highlight the entire sheet. CONTROL + SHIFT + SPACEBAR or CONTROL + A Highlight non adjacent cells. Highlight the first range then hold down your Control key while using the mouse to highlight the second range. Select a List (All adjacent Cells with Data) This is in the list above but is worth repeating. When the cursor is within a table of data, it will instantly highlight the entire list. a. Place the cursor in any non blank cell in it in the area to be highlighted. b. On the keyboard, press: Control + Shift + * (Note: Use the asterisk above the 8, not the one on the number pad.) Un Highlight Cells To deselect multiple highlighted cells do one of the following: Click in any desired cell. Tap any arrow on your keyboard. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 11 of 44

Using the Mouse to Highlight Cells When using the mouse to highlight cells, you must pay close attention to where your mouse is in relation to a cell prior to clicking and dragging. If you are not careful, you will end up copying or moving data rather than simply highlighting it. The placement of the mouse in the cell determines what will happen when you click and drag. HIGHLIGHT SYMBOL: When your mouse is in the center of a cell you will see a white cross. If you click & drag, cells will be highlighted. MOVE SYMBOL: When your mouse is at the edge of a cell, you will see a white arrow. This indicates that if you click & drag, the contents of the cell(s) will be moved. Tip: Hold down the Control key to turn a move into a copy. AUTOFILL HANDLE: When your mouse is in the lower right corner of a cell, you will see a black cross. This indicates that if you click & drag, you with either copy the contents of the cell(s) to the cells you drag across or complete a series. Select an Entire Column or Row To select an entire column or row, click the row number or column letter. Click and drag across the numbers or letters to select multiple rows or columns. Select All Cells on a Sheet To select all cells on a sheet, click on the gray square where row 1 and column A intersect. (Or press Control + A on your keyboard) Using the Mouse & Keyboard Together to Highlight There are several ways to highlight cells using the mouse and keyboard combinations. Highlighting Nonadjacent Cells: a. Click & drag to highlight the first area. b. Hold down the CONTROL key and keep it held down. c. Click & drag to highlight more cells. Click, then Shift + Click This method allows you to highlight a block of cells by pressing SHIFT then clicking the mouse. a. Click in one corner of the block of cells to be highlighted. b. Hold down the SHIFT key and click in the opposite corner of the block. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 12 of 44

THE AUTOFILL HANDLE The Autofill handle is the small black box which appears in the lower right corner of a selected cell or range. Generally, it is used in three ways: to complete a series or pattern, to copy cell contents, and to apply a formula to adjacent cells. Use Autofill to Complete a Known Series If you use Autofill on a cell containing the name of a day or month, Autofill will automatically enter the remaining days or months in the sequence for you. a. Type any day of the week in a cell and press Enter. b. Click cell you typed in above. c. Drag its Autofill handle either down or to the right. TIP Creating Custom Lists You can create your own list series by clicking the Office button and then selecting: Excel Options Popular Edit Custom Lists Use Autofill to Complete a Pattern If you need a number, date, or quarter sequence, if you give Excel two examples, Autofill can complete the sequence for you. a. Type in the first two entries of the series. b. Highlight both entries. c. Drag the highlighted area s autofill handle down (in this case). Note that pattern completion using Autofill also works with dates and from left to right as shown below. Use AutoFill to Apply a Formula to Adjacent Cells As you will see later in greater detail, you can also use Autofill to copy and apply a formula to other cells. In the example below, we typed our formula in cell C2 and then use Autofill to copy it to cells C3 & C4. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 13 of 44

ADJUSTING COLUMN (OR ROW) WIDTH A column s width can range from 0 to 255 characters and there are several methods of adjusting its width. Using the Groove to Adjust Width There are several methods available to adjust column width using the groove between letters. Place your mouse in the groove between column letters and click and drag left or right to the desired width. Double click the groove to go just wide enough for the column s widest entry. If you would like to resize several columns at once, highlight the column letters first and then double click or drag the groove between any of the highlighted columns. To set all columns on the sheet to the same size, click the Select All button before resizing. Specify an Exact Width If you need to set a column or columns to an exact width, you may prefer this method. a. Highlight the columns to be affected. b. Click the Home tab. c. Select Format and then Column Width. d. Type in a width (0 255) and click OK. The ###### Symbols In Cells If pound signs ever appear in your cells instead of numbers, simply widen the column and your numbers will reappear. # appears when the numbers are too long to fit in the column s current width. It is actually a good thing because if it were to cut off numbers instead of displaying pound signs, you might think 5000 is only 50. Rounding and Unformatted Cells Until you format your cells (covered later), numeric rounding will be a function of the column s width. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 14 of 44

EQUATIONS There are two types of equations in Excel: Formulas and Functions. * Formulas These are equations created entirely by the user using standard mathematical operators and procedures. For example, this formula would find the average of the numbers in cells A1 through A5: =(A1+A2+A3+A4+A5)/5 yields 3.2 Note that this would also work: =(2+3+4+5+2)/5 Functions These are premade equations which are provided by Excel that allow the user to simply plug data into the proper place in the equation while Excel does further mathematical processing. The purpose of functions is to save the user time and reduce the level of expertise necessary to arrive at mathematical solutions. For example, this function would find the average of the numbers in cells A1 through A5: =Average(A1:A5) yields 3.2 Equations The Basics All equations in Excel (formulas and functions) must begin with the = sign. An equation may include: formulas, functions, numbers, cell addresses, range names, and mathematical & comparison operators. Formulas and functions can be combined or nested into the same equation. For example: =30/Sum(A1:A5)+G10 It is preferable to create equations by using cell addresses rather than the contents of the cell. This allows you to update the data without having to retype the equation and to copy equations. Formula Examples Below are some examples of formulas you might find in Excel: =(4+2)/3 =A5*1.3 =A5+C5+D5 =(A5+C5+D5)*.0775 =sum(a5:a8)/4 Standard Mathematical Operators (in order of operation) The following mathematical operators are allowable in an equation. They are presented in the order of operation from left to right. Parenthesis Exponent Multiplication Division Addition Subtraction ( ) ^ * / + What is order of Operation? Order of operations is the order Excel processes different parts of an equation and it is based upon the mathematical operator used. For example, Excel performs division before it performs addition, so this equation would yield: =3+6/2 evaluates to =3+3 yields 6 However, Excel does what is in parenthesis prior to what is outside of parenthesis so, if we added parenthesis to the equation above, the order of operations (and the result) would change: =(3+6)/2 evaluates to =9/2 yields 4.5 * Excel also does something called an Array function but it is more advanced and not covered until later guides. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 15 of 44

EXERCISE 1: USING BASIC FORMULAS In this exercise, we will use formulas and functions to compute our employee s pay. 1. On a fresh Excel worksheet, type the data shown below. Word Wrap To word wrap text in a cell, press ALT + ENTER to move the cursor to the next line in a cell. Then continue typing. When done typing, press ENTER. Getting the Overtime Rate In this step, we will calculate the Overtime Rate. At our company, employees get time and a half for overtime so we need to multiply the Regular Rate (D6) by 1.5. 2. Click in cell E6. 3. Type: =D6*1.5 4. Press Enter. Copy the Overtime Rate Formula We also wish to calculate the remaining employee Overtime Rates. Rather than typing the formula again, we will copy the one in E6 to E7, E8, and E9 using Autofill. Note that as you copy down, Excel will adjust the cell addresses used in the formula to reflect the direction you drug the mouse. D6 changes to D7, D8, and D9. 5. Click in cell E6. 6. Drag the Autofill handle down to cell E9. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 16 of 44

Calculate Gross Pay Gross Pay is calculated as follows: Regular Hours * Regular Rate + Overtime Hours * Overtime Rate 7. Click in cell F6. 8. Type: =B6*D6+C6*E6 and press Enter. Copy the Gross Pay Formula Again, rather than typing each employee s gross pay formula, we will copy Susan s. This time, rather than dragging the Autofill handle, we will double click it (both work). 9. Click in cell F6. (Susan s Gross Pay.) 10. Double click the Autofill handle. Note about Relative Referencing If you are scratching your head wondering why copying a formula works, the secret is Relative Referencing. Essential, when you use Copy & Paste or AutoFill to copy a formula, Excel will shift cell address used in the formula to reflect the direction of the copy. Vertical Copy Changes Row Numbers When you copy vertically, Excel updates the row numbers. In the formulas to the right, the column letter remains D but the row numbers change. Horizontal Copy Changes Column Letters When you copy horizontally, Excel updates the column letters. In the formulas to the right, the row number remains 4 but the column letters change. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 17 of 44

Using a Variable Cell to Calculate Taxes Next we wish to calculate how much our employees pay in taxes. For simplicity, we will assume 30% of everyone s Gross Pay goes to taxes. We could do this as shown to the right by including the.3 in the equation: =F6*.3 We did something similar to this when we calculated the Overtime Rate; however, we will take a different approach. Let s assume we live in some strange unstable state where the tax rate changes daily. When the rate changes, we would have to edit our equation and then copy it down again to apply it to the remaining employees. Rather than using this method, we will do the following: We will place our rate in a cell by itself and then in our equation, refer to the cell s address rather than the actual rate. That way, all we have to do is change the rate in the variable cell (B3) and all of our formulas using that cell s address will automatically update. This technique is called using a Variable Cell and is often used when numbers and rates change constantly such as interest rates, exchange rates, etc. 11. Click in cell A3. 12. Type Tax Rate and press enter. 13. Click in cell B3. 14. Type.03 and press enter. 15. Click in cell G6. 16. Type: =B3*F6 17. Press ENTER. Note that if you change the value in cell B3, the result in cell G6 will update automatically. Copy the Taxes Formula Now, as we have done before, we will copy the formula in cell G6 to apply it to the remaining employees. 18. Click in cell G6. 19. Double click its Autofill handle. You may have noticed that something went tragically wrong. Not only are you getting the incorrect answers in the cells you copied it to but in one you are most likely getting an error message! See the next page for a discussion on Absolute Addresses and how to fix this problem. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 18 of 44

ABSOLUTE ADDRESSES As we saw two pages ago in the Note about Relative Referencing, that when you copy a formula to a new location, any cell addresses in the destination cells will update in the direction of the copy. This is known as Relative Referencing. For example, in the image to the right we typed this formula in cell E6: =D6*1.5 When we copied it down, the row numbers updated to D7, D8, and D9. Absolute Addressing In some cases you may not wish the cell references to update when you copy a formula. On the previous page, when we copied our Taxes formula, we got wrong answers and an error. This is because the cell addresses in the copied formulas shifted away from our multiplier in cell B3. 20. On your keyboard, press: Control + ~ (This will display the formulas rather than the solutions) We wanted to multiple each person s gross pay by.30 which is in cell B3; however, when we copied down, B3 updated to B4, B5, and B6. Using the $ to lock a Cell Address If you need to prevent the address of a cell from shifting when you copy it, then type a dollar sign ($) in front of the row number or column letter you wish to freeze. 21. Press Control + ~ again to display the solutions rather than the formulas. 22. Double click cell G6 to go into Edit mode. 23. Type a $ in to the left of the 3 and press ENTER. 24. Copy the formula down through G9. You should now have the correct answers in cells G7:G9 and if you press Control + ~ you will see that the B3 did not shift! (Press Control + ~ again to get your solutions back). Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 19 of 44

Overview of Absolute Addresses Below are some guidelines of when to use absolute addresses. Use absolute addresses when you are copying a formula and you do not want the cell references to change. Place the $ in front of the column letter or row number you wish to lock in. Function Key 4 (F4) will place the $ in cells references when in edit or data entry mode. Pressing F4 repeatedly shifts where the $ will appear. Examples: Copying Horizontally: Place the $ sign in front of the column letter when copying horizontally. In this example, the formula in cell B5 is copied to the right and cell B1 is an absolute address. Copying Vertically: Place the $ sign in front of the row number when copying vertically. In this example, the formula in cell C4 is copied down and cell B1 is an absolute address. Copying Vertically & Horizontally: Place the $ sign in front of both the row number and the column letter when copying a formula both vertically and horizontally. In this example, the formula in cell D4 is copied down, then cells D4:D6 are copied to the right one column. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 20 of 44

Calculate Net Pay Net pay is simply Gross Pay Taxes. 25. Click in cell H6. 26. Type: =F6 G6 and press Enter. Copy Net Pay Down 27. Click in cell H6. 28. Double click the Autofill handle in H6 to copy the formula down to the remaining employees. Calculate Total Gross Pay We need a Total Gross Pay because in the next section, we will be using it in an equation. 29. Click in cell F10. 30. Type: =F6+F7+F8+F9 31. Press Enter. Note we will look at a faster method to sum later. Calculate Percent In this section, we wish to divide each employee s Gross pay by the Total Gross pay to find what percent of the Total Gross pay each employee receives. Note that we need to make Total Gross pay (F10) an absolute address. 32. Click in cell I6 and type: =F6/F$10 and press Enter. 33. Click again in cell I6. 34. Double click its Autofill handle to copy the formula down. You should see results similar to the image on the right. We will cover converting it to a percent later. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 21 of 44

USING FUNCTIONS Up until now, all of our equations have been formulas. We will now begin using functions. Functions are built in formulas that allow the user to plug cell addresses or numbers into the proper slots of a premade equation which Excel will use to arrive at an answer. Their benefit is that they are typically shorter to type than formulas. Excel has hundreds of functions available which cover such topics as statistics, trigonometry, engineering, etc. Functions are in the following format: =FunctionName(arguments) Example: Using the Sum( ) Function Earlier, we calculated Total Gross pay by typing: =F6+F7+F8+F9 to arrive at our solution. This is fine for just 4 employees but what if we had 500 employees? Not only would that be a lot of typing but it would be well over the 255 character maximum you are allowed to type in a cell. We will use the Sum() function instead. The SUM function adds all cells together between two points. It can be used to add numbers in a row, column, or if you name two diagonal corners of a block of cells, it will add up the entire block. Syntax: =Sum( Starting cell address : Ending Cell Address ) (Note that the colon : is a range separator.) 1. Click in cell F10 and press Delete to erase its contents. 2. In F10, type the following: =Sum(F6:F9) 3. Press Enter. This function tells Excel to sum up everything between F6 and F9. (Including F6 & F9) Using Sum on a Block of Cells You can sum (or count, average, max, or min) a block of cells if you name two cells which are at opposite corners of the block; specifically, the upper left corner and the lower right corner. For example, if you wanted the total Regular and Overtime hours, you could type: =sum(b6:c9) Using Sum with Multiple Ranges You are not limited to a single range when using sum, count, average, max, or min. To specify multiple ranges, separate each range with a comma. For example: =Sum(A1:A12,F2:F5,G10,B1:G1) Note you can also just name a single cell; it does not have to be a range. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 22 of 44

More Functions The spreadsheet below covers a few more functions you might find useful. 1. Create the labels shown in cells A12 through A15. Average( ) Function This function returns the average of the numbers in the range specified. 2. Click in cell B12. 3. Type: =Average(F6:F9) 4. Press Enter You should get 436.875 Count( ) Function This function returns the number of cells which have numbers in them for the given range. Note that cells with text and blank cells will not be counted but cells containing a zero (0) will be. 5. Click in cell B13. 6. Type: =Count(B6:B9) 7. Press Enter You should get 4. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 23 of 44

Min( ) Function This function returns the smallest value in a range of cells. In this example, we wish to know the least number of Regular Hours worked. 8. Click in cell B14. 9. Type: =Min(B6:B9) 10. Press Enter. You should get 10 because 10 is the smallest number in the range. Max( ) Function This function returns the largest value in a range of cells. In this example, we wish to know the largest number of Overtime Hours worked. 11. Click in cell B15. 12. Type: =Max(C6:C9) 13. Press Enter. You should get 12 because 12 is the largest number in the range. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 24 of 44

THE FUNCTION LIBRARY The Function Library can be useful for both learning functions and inserting them. 1. Click the Formulas tab to see the toolbar shown below. Select a category to view functions by their type. fx This button allows you to browse all functions by opening the window above. If you click ok on the selected function, Excel will help you build it. Click Help to get instructions on using the highlighted function. This button will instantly type the selected function for you. Use your mouse to specify which cells should be included after. Function Categories These are categories of functions. Click one to get a list of functions in that category. Click a function to bring up its arguments window (shown below). Click the collapse buttons to view the worksheet and highlight cell addresses. Insert Function is also located on the formula bar. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 25 of 44

Tips on Working with Functions Below are some methods you can utilize to create functions more quickly. Auto Complete Functions When you begin typing a function, Excel will bring up a list of functions which match the letters you are typing. As you continue to type, the list will be narrowed down. You can tap your down arrow to highlight a function and then press TAB to make Excel finish typing the highlighted one for you. Syntax Tags As you type a formula, Excel will display the syntax of the formula. It is also giving you some clues: Bold Text For multi argument formulas, the text in bold indicates the section of the formula you are currently in. [bracketed Text] Bracketed arguments are optional and can be left out if desired. For example, with Sum( ), you must have one argument but can have more if you wish as indicated by [number2] Using the Mouse to Select the Range You can use your mouse to highlight a range rather than typing. a. Click in a cell and type: =Sum( b. Click and drag the cells which will be included in the range. c. Press Enter. Excel will add the closing ) for you. ALT + = Holding down your ALT key and pressing the = button will type the =Sum( ) function for you. If necessary, before hitting enter you can use your mouse to redefine the area to be summed. Nesting Functions An equation can contain multiple functions as well as functions combined with mathematical formulas. In this equation, we wish to divide each person s total hours (Reg Hrs + OT Hrs) by the total hours of all employees. The first sum() function gets an individual s total hours. We then divide that by the total hours of all employees which is calculated by the second Sum() function. After that, we multiplied the solution by 100. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 26 of 44

INSERTING / DELETING ENTIRE COLUMNS AND ROWS When you insert or delete a column or row in Excel, data and formulas will automatically shift to a new location and any cell references used in formulas will automatically update to reflect the new location. This is true for formulas using absolute addresses as well. Inserting Entire Columns When you insert a column, the new column will appear to the left of the current column. To insert a new column: a. Right click an existing column letter. b. Select Insert from the pop up menu. Inserting Entire Rows When you insert a row, the new row will appear above the current row. As with inserting columns, formula addresses will automatically update should their location be affected by the insert. To insert a row: a. Right click an existing row number. b. Select Insert from the pop up menu. Deleting Entire Columns/Rows Note that when you delete a column or row, all data in that column or row is also deleted. Any formula addresses affected by the delete will update to the new location. To delete a column or row: a. Right click the row number or column letter of the row or column to be deleted. b. Select Delete. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 27 of 44

MOVING CELLS Because inserting/deleting columns & rows affect the entire row or column, you may just wish to must move cells. There are several methods you can use to accomplish this. Note that addresses used in formulas will automatically update for the methods shown. Cutting and Pasting the cells Dragging the Cells Shifting Cells Using Insert Moving Columns/Rows Move Cells Using Cut & Paste This method utilizes the Windows clipboard to cut and paste cells to their new location. It is a useful method when your destination is not near the original location or on another sheet. a. Highlight the cells to be moved. b. Click the Home tab and then Cut. (Alternately, you can press CONTROL + X on your keyboard). c. Click in cell in the new location. The block s upper left corner will be located in the cell you select. (C5 in this example). d. Click the Home tab and then click Paste. (Alternately, you can press CONTROL + V on your keyboard). Moving Cells Using Drag & Drop For this method you simply drag a cell or block of cells by their edge. It is useful when the destination is near the original location. a. Highlight the cells to be moved. b. Grab the edge of the block. This symbol will appear when your mouse is in the correct position. c. Click & drag the block to the new location and release the mouse. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 28 of 44

Shifting Cells Using Insert This method inserts blank cells in the location indicated, shifting any existing content out of the way. It can shift cells right or down and is useful when you just want to shift the cells a few columns or rows from their original location. In this example, we will shift our data two columns to the right. a. Highlight an area where blank cells will be inserted. (In this example: B5:C10. Everything to the right of the block will be shifted to columns to the right.) b. Right click within the block. c. Select Insert. Note we are also including B10 & C10. If we didn t, the Total Gross would not shift and would be totaling the Regular Rate rather than the Gross. d. Select Shift cells right. e. Click OK. The blank cells are inserted in the area you highlighted and in this example; anything to the right is scooted over to the right. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 29 of 44

Moving Columns (or Rows) If you need move an entire column or row, one method is to cut the column and then insert the cut cells. When inserting, the column will be inserted to the left of your target column and rows will be inserted above your target row. In this example, we wish to place the Overtime Rate adjacent to the Regular Rate. (On Regular Rate s left.) a. Right click the column letter to be moved (E). b. Select Cut. c. Right click the column letter where the cut column will be inserted to the left of (D). b. Select Insert Cut Cells. OT Rate should now be adjacent to Reg Rate on its left. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 30 of 44

FORMATTING CELLS When you format cells, you are specifying the way a cell s content is displayed. For example, displaying dollar signs, commas, percent symbols on numbers; aligning content in the center or left of a cell; changing a cell s color, etc. It is important to understand that you are not changing the actual data in the cell, just how Excel displays it. If you clear the formatting you have applied, the data will display as it did prior to applying the formatting. Some of the more complex formatting options are shown over the next few pages. Methods of Accessing Formatting Commands There are several ways of accessing formatting commands. Most are shown below. Right Click for Formatting Toolbar If you right click cells you have highlighted, a small formatting toolbar will appear. This contains the most commonly used formatting options. Format Cells Dialogue Box This box contains a complete inventory of all formatting commands. You can access it in several ways: Right click a cell and select Format Cells. Pressing Control + Shift + F Click one of the dialogue box buttons on the Home tab. Home Tab The most commonly used formatting options are located on the Home tab. Font Most of these options are for formatting text; however, borders and background color are also here. Alignment Use these options to control cell contents alignment, rotation, and indention. Number Use these options to format numbers with commas, dollar signs, etc. Styles These are combinations of formatting & conditional formatting. Cells Most of these are for either column width or tab sheets. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 31 of 44

Number Formatting This includes displaying numbers with percent symbols, dollar signs, commas, and the number of places to display to the right of the decimal point. a. Click the Home tab. b. Highlight the cells to be affected (They must contains numbers or formulas). c. Select a number format. For more choices, click either the dialogue box button or the drop down arrow. Decimal Precision Control the number of places to the right of the decimal point, do the following: a. Format the cells using one of the number formats. b. Click either the Increase Decimal or Decrease Decimal buttons located in the Number area of the Home tab. Format Cells Dialogue Box You can also open the Format Cells Dialogue Box by clicking More Number Formats. These cells were formatted as Percentage. These cells were formatted as Currency. These cells were formatted as Comma. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 32 of 44

Alignment This section covers how to align the contents of a cell within the cell and across multiple cells. By default, Excel aligns text cells to the left and number and formula cells to the right which does not always look good so most users will change the alignment of the text cells. (You can change the alignment of numbers but their decimal points may no longer line up.) 1. Click the Home tab to see the Alignment buttons shown below. Vertical Alignment Use these buttons to align the contents of cells vertically. (Note you may have to widen your row width to see any affect.) Horizontal Alignment Use these buttons to align the contents of cells horizontally. Increase / Decrease Indent Indents / Un Indents content within the cell. Text Angle Click the down arrow to select a text angle. Formatting Dialogue Window Shows all formatting commands available in Excel. Wrap Text Wraps text too long to appear in the current column width on multiple lines. Merge & Center Centers text across multiple columns. Center Across Columns (Merge & Center) This feature allows you to center a cell s content across multiple columns. It is useful when you wish to have a title over your spreadsheet. Note that you can only merge one row at a time. 1. Highlight the cell you wish to center and the area you wish to center it within. 2. Click the Merge and Center button located on the Home toolbar. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 33 of 44

Borders Borders allow you to place lines around a cell or group of cells. You can place them in any combination above, below, left, right, or diagonally through a cells. You can also specify a border s color, thickness, and style (double, dashed, etc.). To apply borders, you can work in two different ways: Highlight the cells to be affected and then select one of the border placement buttons. Use the Draw Border button to click draw the border using your mouse. Highlight & Place Method Using this method, we will highlight the cells to be affected and the select a border button which will place the border on the left, right, top, or bottom of the selected cells. Excel will use the default color with this method. 1. Highlight the cells to be affected. 2. Click the Home tab. (Or right click the highlighted area.) 3. Click the Borders drop down. 4. Select which side of the highlighted cells you would like to place the border. (In this example we selected Thick Bottom Border.) 5. Click away from the highlighted area to see the affect. Draw Borders Method To use this method: a. Select a Line Color, Line Style, or the Draw Border button. b. Click and drag where you would like to place the border. c. To stop drawing, press Escape on your keyboard. More Borders See the next page for info on how to use these options. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 34 of 44

Using the More Borders Window This method is useful when you have a very specify idea of what color, weight, and style your borders should be. 1. Highlight the cells to be affected. 2. Press CONTROL + 1 to open the Format Cells window. 3. Click the Borders tab. 4. Select a Style. 5. Select a Color. 6. Use either the placement buttons or click the diagram to control where the border is placed around the highlighted cells. 7. Click OK. Format Painter (Copy Formatting) The Format Painter allows you to copy a cell s formatting to other cells. It is useful when you have applied a combination of formats to a cell and wish to also apply the same formats to other cells. The cell s contents will not be copied, only its format. Use the Format Painter as follows: 1. Select a cell whose format you wish to copy. 2. Click the Format Painter button located on the Home tab. 3. Click and drag over the cell(s) you wish to apply cell formatting to. Note: The format painter will automatically shut off after one use. To make the Format Painter stay on, DOUBLE click it. To shut it off, single click it or press ESCAPE on your keyboard. Clear Formatting These steps will remove any formatting from the selected cells: 1. Highlight the cells whose formatting will be removed. 2. Click the Home tab. 3. Click the Clear drop down and select Clear Formats. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 35 of 44

PRINTING Unlike applications such as Word or PowerPoint which force your work to fit on an 8 1/2 x 11 page, Excel allows you to create worksheets of almost any dimension. When printing, this can create a challenge in controlling where Excel breaks up your sheet into different pages. There are several different ways to print and several options to help you print your work as you wish it to appear. The next few pages cover the most commonly used printing options. Quick Print Using the Default Settings If you simply wish to print out your sheet using the default settings, follow the steps below. 1. Click the MS Office button. 2. Hover over Print. 3. Select Quick Print. Your job will be sent directly to the printer using default settings. Using Print Preview If you wish to preview your work prior to sending it to the printer, follow the steps below. 1. Click the MS Office button. 2. Hover over Print. 3. Select Print Preview. Page Setup Opens the Page Setup dialogue box which contains many print options. Zoom Click to magnify the preview. Next Page / Previous Page Shows the next or previous page. (If there are no other pages the buttons will not be available.) Close Print Preview Returns the view to the spreadsheet. Print Opens the Print window so you can select a printer and print the job. Show Margins When checked, you can drag the margin lines to set the margin from print preview. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 36 of 44

Making Your Data Fit on a Page For large spreadsheets, there are no viable options to print all data on a single page; however, if just a few columns or rows of data spill over to the next page, there are several solutions you can try. They can be accomplished from the Page Setup button shown on the previous page or on the Page Layout tab shown below. Some of the options are: Selecting a larger paper size, decreasing the margins, formatting your data with a smaller type size, printing landscape, and finally, compressing the printout. 1. Click the Page Layout tab. Scale to Fit These options will force Orientation Printing sideways (landscape) can help fit a too wide spreadsheet to a single page. the data to fit on the number of pages you specify. Note that legibility can suffer at extreme compressions. Margins If a page almost fits on one page, decreasing the margins may give it enough room to fit completely. Custom Margins allow you so make your own margin settings. Size Selecting a larger paper size such as legal may allow the data to fit on a single page. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 37 of 44

Printing a Specific Area By default, when you click Print, Excel will print all data on the active sheet; however, you can instruct Excel to print just a specify area of a sheet. The two methods you can use for this are shown below. Print Selection Method This method is useful if you intend to print the area specified just once; for all other prints, you will be printing out the entire sheet. 1. Highlight the area to be printed. 2. Click the Office button. 3. Click Print. 4. Click Selection. 5. Click OK to print. (Or Preview to preview the printout before printing). Set Print Area Method This method is useful if whenever you print, you will always be printing just a specified area rather than the entire sheet. 1. Highlight the area to be printed. 2. Click the Page Setup tab. 3. Click the Print Area button. 4. Click Set Print Area. 5. Click the Office button and then click Print. 6. Select Active Sheet(s) and click OK or Print Preview. Tip To temporarily print the entire sheet again, select Ignore print areas. Note that once the print area has been set, you no longer have to highlight the area you wish to print. Now when you click Active Sheet to print, only the set print area will print. Note that specifying Selection as shown above will temporarily override the Set Print Area. Clearing the Print Area If you wish to clear the print area, click Clear Print Area as shown. Printing Non Adjacent Areas If you are using the Set Print Area method to print a specific area, you can add to the printed area by selecting another area and then selecting Add to Print Area. Note that Excel will print each non adjacent area on a separate page. Alternately, you can also hold down your Control key on your keyboard to select nonadjacent areas and then choose print Selection as we did above. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 38 of 44

Hiding Columns or Rows from the Spreadsheet and the Printout If you wish to hide specific columns or rows or print data in non adjacent rows adjacently, one method is to hide columns or rows. In this example, we wish to hide the columns indicated by the shading. 1. Click and drag your mouse across the column letters you wish to hide. (Tip: Hold down your CONTROL key to add additional non adjacent columns to the selection.) 2. Right click any one of the selected column letters. 3. Select Hide from the pop up menu. 4. Print as desired. Unhide Columns / Rows To unhide columns / rows, you must first select the column or row you would like to unhide by either clicking the Select All button or selecting columns on either side of the hidden columns or rows. Then, right click one of the highlighted column letters (or row numbers if you hid rows), and select Unhide. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 39 of 44

Working with Page Breaks When your printout requires multiple pages, Excel will automatically determine where to break the data. If you would like to specify yourself where the breaks should appear, follow the steps below. Inserting a New Page Break Where Excel inserts a break depends upon the location of the cursor. 1. Specify where the break should occur by positioning the cursor. (See below). Horizontal & Vertical Break If your cursor is in a cell when you insert a page break; Excel will place a horizontal break in the row directly above the cell and a vertical break in the column directly to the left of the cell. Horizontal Break Only If you click a row number when you insert a page break; Excel will place a horizontal break (only) across the row above the selected row. Vertical Break Only If you click a column letter when you insert a page break; Excel will place a vertical break (only) in the column to the left of the selected column. 2. Click the Page Layout tab. 3. Click the Breaks button. 4. Select Insert Page Break. Remove a Page Break To remove a single page break, place the cursor in the row below the break or the column to its right and then click Remove Page Break. Remove all Manually Set Page Breaks To remove all page breaks you have manually set click Reset All Page Breaks. Note that any page breaks that Excel has placed will still be there. Note that breaks may not function as expected if Width and Height are not set to Automatic. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 40 of 44

Using Page Break Preview to Set Page Breaks This view allows you to more easily set page breaks and preview how the pages will print out. 1. Click the View tab. 2. Click Page Break Preview. (When you are done, click Normal to return to normal viewing.) 3. The blue lines are page breaks. Click and drag them to move the location of a page break. 4. See the previous page for instructions on how to inset more page breaks. Set Page Order When your data is to be printed on multiple pages as shown in the image above, you can specify the order the pages will print. There are two choices: 1 2 1 3 3 4 2 4 Over, then down Down, then over 1. Click the Page Layout tab. 2. Click the Page Setup button. 3. Click the Sheet tab. 4. Set the desired Page Order. 5. Click OK. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 41 of 44

Centering Data on the Printed Page Providing that there is white space around your data on the paper, you can have Excel automatically center it horizontally and/or vertically on the page. 1. Click the Page Layout tab. 2. Click the Page Setup button. 3. Click the Margins tab. 4. Check Horizontally to center the data left and right on the page. 5. Check Vertically to center the data up and down on the page. 6. Make more settings or click Print, Print Preview, or OK depending upon what you wish to do next. Print Gridlines and/or Row Numbers and Column Letters Sometimes it is desirable to include the worksheet gridlines and/or column letters and row numbers. Note that this is independent of any lines you placed using Borders. 1. Follow steps 1 2 above. 2. Click the Sheet tab. 3. Check Gridlines if you would like to print out the worksheet gridlines. 4. Check Row and column headings if you would like to print out the row numbers and column letters. 5. Make more settings or click Print, Print Preview, or OK depending upon what you wish to do next. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 42 of 44

Repeating Column or Row Titles If you have a long table where the data flows into the next page, it is useful to repeat any titles above the data on the successive pages. This is the first page. This is the second page. Without the column titles, it is difficult to keep track of the meaning of the data you are seeing. In this example, we will repeat row 1 which contains the column titles on all successive pages of the printout. 1. Click the Page Layout tab. 2. Click the Print Titles button. 3. Click the Collapse button for Rows to repeat at top to temporarily contract the dialogue box. 4. Click anywhere in the row you wish to repeat at the top of every printed page. (In this example, we clicked in row 1.) 5. Click the Expand button to return to the dialogue box. 6. Click OK. When you print, your titles will now appear at the top of each page. Note that Titles are different than Headers (which is covered on the next page). Titles emanate from data on your spreadsheet and will line with any data beneath it in the same column. Titles are almost always used to repeat column headings on the next page of long lists for the purpose of clarity. Headers are typed or coded and do not automatically line up with any columns on your spreadsheet. Headers are generally used to display the name of the file, author, page number, date, etc. Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 43 of 44

Headers and Footers Headers and footers are used to display dates, file names, page numbers, images, or just about anything else you would like at the top (header) or bottom (footer) of each printed page. To create headers & footers, you can select from premade options or create your own. 1. Click the Page Layout tab. 2. Click the Page Setup button. 3. Click the Header/Footer tab. Selecting from Pre made Choices Click either the Header or Footer drop down to select from pre made combinations of data. Custom Headers & Footers If you would like to create your own headers or footers, click either the Custom Header or Custom Footer button. The three sections (Left, Center, & Right) control where code or text you type will align at the bottom or top of the page. You can click in the sections and type or click one of the code buttons. Hover your mouse on a button to view a description of it. Formatting Click this to format text. Insert Code Clicking these will insert code for the page number, date, etc., into the currently selected section. Insert Image Marshall School of Business Wayne Wilmeth Excel Beginning_07.docx 10/3/08 Page 44 of 44