Microsoft Excel 2010 Basics

Microsoft Excel 2010 Basics Starting Word 2010 with XP: Click the Start Button, All Programs, Microsoft Office, Microsoft Excel 2010 Starting Word 2010 with 07: Click the Microsoft Office Button with the Windows flag logo Start Button, All Programs, Microsoft Office, Microsoft Excel 2010 Introduction to Excel: Things to Remember When Excel opens you will notice there are some new features. Once you get used to the new 2010 features, you will find it much easier to use as you create and edit your Excel file. There are three features that you should remember as you work within Excel 2010: the Quick Access Toolbar, the Ribbon, and the File Window Quick Access Toolbar: The Quick Access Toolbar is a customizable toolbar that contains commands that you may want to use. You can place the quick access toolbar above or below the ribbon. To change the location of the quick access toolbar, click on the arrow at the end of the toolbar and click Show Below the Ribbon. You can also add items to the quick access toolbar, simply right click on any item and it will be added to your toolbar. Ribbon: The ribbon is the panel at the top portion of the document. It has nine tabs: File, Home, Insert, Page Layout, Formulas, Data, Review, View and Add-Ins. Each tab is divided into groups. To view features in each tab, click the tab name. Below is the list of groups within each tab. File: See below for more details (File Window) Home: Clipboard, Font, Alignment, Number, Styles, Cells, Editing Insert: Tables, Illustrations, Charts, Sparklines, Filter, Links, Text, Symbols Page Layout: Themes, Page Setup, Scale to Fit, Sheet Options, Arrange Formulas: Function Library, Defined Names, Formula Auditing, Calculation Data: Get External Data, Connections, Sort and Filter, Data Tools, Outline Review: Proofing, Language, Comments, Changes, Ink View: Workbook Views, Show, Zoom, Window, Macros Add-Ins: Educator tools, Student tools (This tab only available on LPSS imaged machines. 1

To view additional features within each group, click the dialog box launcher (arrow) at the bottom right corner of each group. File Window: When you click on the File tab, you are brought to the Recent screen. It looks like your document is gone, but it is not. As you click on the options in the File tab, the screen will change accordingly. Save: Saves the file as a 2010 file Save As: Allows you to choose a different file type (i.e. PDF, CSV) Open: Browse to an Excel file Close: Closes the file but keeps Excel running Info: Permissions, Prepare for Sharing, Versions Recent: List of your Recently used Excel files New: New Excel File Screen (templates are here) Print: Print Options Save & Send: Options for emailing the file Help: Microsoft Help Options: Set default options Exit: Closes Excel (file and program) To go back to your doucment, click on the Home tab. Excel Worksheets: A worksheet (spreadsheet) is an electronic document that stores various types of data. There are vertical columns (Labeled A, B, C, D, etc.) and horizontal rows (Labeled 1, 2, 3, 4, etc.). There are 16,384 columns and 1,048,576 rows in a worksheet. Move from cell to cell by: Tab key- moves cursor to right Enter key- moves cursor down Arrow keys- moves cursor in direction of arrows Mouse clicking in desired cell A cell is the intersection of a column and a row. A cell can contain data and can be used in calculations of data within the spreadsheet. In the image below the cursor is on cell A1. Row 1 and Column A are bold and orange. Right above cell A1, A1 is displayed in a small box called the Name Box. Whenever you click on a cell, the name of that cell will display in the Name Box. 2

An Excel workbook is the holder for worksheets. The default workbook contains three worksheets (bottom left of the screen). A worksheet is where data is stored. To view the data in each sheet, click on the sheet name. Adding Worksheets: There are two ways sheets can be added to your Excel workbook. 1. Click the Insert Worksheet Icon. 2. From the Home tab in the Cells group, click the drop down arrow on Insert and select Insert Sheet. Renaming Worksheets: 1. Right click on the Worksheet Name. 2. Select Rename. 3. The worksheet tab will turn black. Type a name for that worksheet. 4. Press Enter on your keyboard. Entering Data in the Worksheet: As you enter data in a cell, you will see the data in the formula bar. The first character entered determines the status of a cell. Label Status- when an alphabetical character or one of the following symbols ` ~! # % & * ( ) _ \ [ ] { } ; : < >,? are entered as the first character in a cell, a label is genurally text data. o The characters entered will align to the left o The cell default is 9 characters. o If the data entered into a label status cell is longer than 9 characters, you will see all of the characters if the cell to the right is blank. o If you then enter information into the cell on the right of the original cell, the information in the original cell will be hidden except fo the first 9 characters. This can be fixed by widening the cell. Value Status: when a number or one of the following symbols + -. = $ is entered as the first character in a cell, the value is generally numeric data. o The characters entered will align to the right. o o Excel will accept up to eleven numbers in a cell by automatically widening the cell. If a value is longer than eleven characters, Excel displays the number in scientific notation or number signs (######) appear in the cell. To view the number, widen the cell A label or value is entered in a cell after you do one of the following: Press the Enter key. Press the Tab key. Press an arrow key. Click another cell. Click the Enter check on the formula bar. 3

A numberic label is a number that will not be used in calculation. Examples of numberic labels are social security numbers or identification numbers. To indicate that such numbers are to be treated as labels (text) and not values, it is necessary to begin the entry with an apostrophe ( ) which is called a label prefix. The label prefix is not displayed on the worksheet but is shown on the formula bar. Editing Data in a Cell: Before you leave a cell: o Use the backspace, delete, and arrow keys to make corrections. o To delete the entire entry, select the cell and then press the Esc key or click the Cancel box on the forumla bar. After you leave the cell: o Select the cell by clicking on it. You can edit the information in the cell from the Formula Bar. o Double click the cell. You can edit the information from the cell. o To delete the entire entry, select the cell and then press delete on the keyboard. If you highlight text in a cell, you will notice there is a floating mini toolbar that will appear. This floating toolbar also appears when you right click text. This toolbar displays common formatting tools (ex. Fonts, size, bold, italics, etc.). Creating a Table: 1. Enter a title in cell A1 (Computer Discount Daily Sales). 2. Column Titles: a. In cell B2, enter the first column s title (Computers). b. Prese tab or use the right arrow key to go to the next cell. c. Repeat for all column titles (Monitors, Printers, Software, Total). 3. Row Titles: a. In cell A3, enter the first row s title (Mail Order). b. Press enter or use the down arrow key to go to the next cell. c. Repeat for all row titles (Telephone, Web, Total). 4. Enter your data in the corresponding cells. Use the following table to add numbers to the worksheet: Computers Monitors Printers Software Mail Order 32721.59 14012.47 17103.45 19364.32 Telephone 33329.53 15371.75 24823.87 23987.33 Web 39398.30 19015.41 31925.49 35752.30 4

Saving Your Workbook: 1. Click on the File tab. 2. Select Save As. 3. Browse to the location to which you would like to save the file. 4. In the File Name box, name your file. 5. In the Save as type box, select Excel 97-2003 Workbook from the drop down list. This allows the file to be opened on computers with older versions of Excel. 6. Click Save. Using Functions (Calculations): A function is a built-in formula that performs a calculation automatically. For example, the SUM function can be used with a range of cells to add all values in the range specified. Functions appear in formulas in the following order: FUNCTIONNAME(CELLNAME:CELLNAME). A function may be used by istself, or it may be combined with other functions. You can type or insert functions into formulas. The following keys are used to perform calculations: + (plus sign) for addition; - (minus sign) for subtraction; *(asterisk) for multiplication, and / (forward slash) for division. Sum Function: 1. AutoSum: Select the cell that represents the total of the column (B6 for Computers) From the Formulas tab in the Function Library group, click the Auto Sum button (Also accessible from the Home tab in the Editing group) o NOTE: The auto sum feature can only be used when calculating adjacent cells. Cells that will be summed are outlined, allowing you to verify the range. Press the Enter key and values in those cells will be added. 2. Typing the Formula: Adding a Range of Cells: Select the cell that represents the total of the column (C6 for Monitors). Type in =sum(c3:c5) Press Enter NOTE: a new feature in Excel 2010: As you are typing SUM in the cell, a pop-up menu appears under the cell. These are mathematical functions. One of these is SUM. Functions in Excel can be selected without typing in the entire function. Adding specific cells: Select the cell that represents the total of the column (D6 for Printers). Type =D3+D4+D5 Press Enter. 5

3. Inserting a Function: Select the cell that represents the total of the column (E6 for Software). From the Formulas tab in the Function Library group, click fx Insert Function button (also accessible from the fx link on the function bar). The default window that appears displays the category of Most Recently Used (The functions that have been used most recently appear in the box). Cick the drop down arrow in the Category box to view all functions available in Excel. Click OK. The Function Arguments window opens with the range of cells automatically filled in. Click OK to apply the formula to the cell. 4. Non Adjacent Cells Funtion: Click on a different worksheet. Type the following numbers in the respective cells: o A5-3598 o B9-8952 o C3-6591 In cell A11, type Total Select cell A12 and type =. Click cell A5 and type +, click cell B9 and type +, click cell C3. Press Enter Values in the selected cells have been totaled in cell A12. Total: 19141 5. Fill Handle: Select a cell that has a function already entered. In the lower right hand corner of the cell, notice the small black square. This is called the Fill Handle. Move the cursor over the fill handle until cursor changes to crosshair Click and drag the fill handle to include the cells to which you would like to apply the same function. The totals for all values in each column have been automatically calculated. NOTE: When you click on a cell that has a formula, the result of the calculation appears in the cell but the function will show in the function bar. Complete the chart by adding the SUM Function for the Mail Order, Telephone, and Web Totals. 6

Change the number in cell C4 to 23458.45 and press Enter. See how all totals AUTOMATICALLY recalculate! Click Undo. THIS IS THE TRUE POWER OF THE SPREADSHEET! Whenever a new number is entered in a cell, the entire spreadsheet will automatically recalculate. Fill Handle: The fill handle can also be used for creating various sequences (days of the week, months, or dates). 1. Type in the starting term (i.e. Monday, January, August 27). 2. Click the fill handle and drag down (columns) or across (rows) the cells. 3. The sequence will then fill the cells. Excel can also repeat sequencing patterns using the fill handle. 1. Type in the first 3 or 4 terms. 2. Highlight all of the cells that include the pattern. 3. Drag the fill handle down or across (same direction as the original pattern). 4. The pattern will then fill the cells. The fill handle can also be used to copy contents of cells more quickly that using copy and paste. 1. Type in the term that needs to be copied (Ex. School Name). 2. Drag the fill handle down or across. 3. The term will be copied into the cells. Formatting the Worksheet: Changing the Column Width: 1. Place the cursor between the columns (the cursor will look like a line with a double arrow). 2. Click and drag to widen or shrink the column width. OR 1. Click on the column letter to highlight the entire column 2. Place your cursor in between the column and the next column (the cursor will look like a line with a double arrow). 3. Double click. 4. The column will automatically format to the width of the cell with the most characters. OR 1. Highlight the columns you would like to format (for the entrie worksheet, click the folded paper icon in the top, left corner of the columns and rows). 2. From the Home tab in the Cells group, click Format and select Column Width. 3. Enter a number (number of characters to be displayed). 4. Click OK. 7

Formatting the Font: 1. Click on the cell. 2. From the Home tab in the Font group, choose your formatting: a. Font b. Text Size c. Bold, Italics, Underline d. Color Merge & Center: This option allows you to join multiple cells and center the contents across the joined cells. 1. Highlight the cells that you would like to merge and center 2. From the Home tab in the Alignment group, click on the Merge & Center icon. 3. For more options, click the Dialog Box Launcher in the bottom, right corner of the Alignment group. Formatting the Body of the Worksheet: 1. Click and drag to highlight the cells (Ex. the cells in the table that you would like to format). 2. From the Home tab in the Styles group, click Format as Table. 3. Choose a format from the designs that appear. 4. If Excel recognizes labels in the first row, the program will automatically add a check. If no labels are present, this box will remain unckecked. Verify that the information is correct before you click OK. After you have formatted the Table, you can change the Style: 1. Click on any cell in the table. 2. Click on the Table Tools Design tab that appears. 3. You can format the style and more. Formatting Cells: 1. Highlight the cell(s) that you would like to format. 2. From the Home tab in the Styles group, click Cell Styles. 3. Select a style from the designs that appear. 4. For more options, click the Dialog Box Launcher in the bottom, right corner of the Styles group. a. Number Tab: Allows for the display of different number types and decimal places (i.e. Date, Currency). b. Alignment Tab: Allows for the horizontal and vertical alignment of text, wrap text, shrink text, merge cells and the direction of the text. c. Font Tab: Allows you to format the font, size, color, and more d. Border Tab: Allows you to edit the borders, styles, and colors of selected cells. e. Fill Tab: Allows you to format the cell fill color and styles 8

Sorting the Data in a Table: 1. Click on the drop down arrow that appears on the heading of a column. 2. You can sort the data by Smallest to Largest or Largest to Smallest (numeric cells) or A to Z or Z to A (label cells). 3. To remove the sort, select the cell that is being filtered. 4. Click the Data tab. 5. In the Sort & Filter group, click the Filter icon. Inserting a Chart: Charts are a way of presenting and comparing data in a graphic format. Excel offers many types of charts including: Column, Line, Pie, Bar, Area, Scatter and more. To view the charts available click the Insert Tab on the Ribbon. Basic Layout (Graphys with X andy Axis) The y-axis typically representst the vertical scale. The scale values are entered automatically, based on the values being charted. The x-axis is the horizontal scale and typically represents the type of data being charted. Creating the Chart The basic steps to creating a chart are: (1) Select the worksheet data to chart; (2) Select the chart type to display data. Excel will format the data to appear in a chart. For Data in Adjacent Cells: 1. Select the range to be charted. Omit the title. 2. From the Insert tab in the Charts group, click the drop down arrow on one of the Chart types. 3. Click all chart types to see all styles of charts available in each group. 4. Move cursor over each chart style to view name and description 5. Select a chart type. Excel will convert the data to a chart. Note how the data is highlighted in the spreadsheet. 9

If the chart covers the data, place cursor on an open area of the chart until it turns to a four headed arrow, left click and drag to a different area in the worksheet. The chart can be resized just as any other graphic. To Display Chart in a separate sheet: 1. Highlight the chart 2. From the Chart Tools tabs that appear, click the Design Tab. 3. Click Move Chart icon. 4. In the pop-up window that appears, select New Sheet. 5. Rename the chart. 6. Click OK. Page Layout: You can change the Margins, Orientation, and Page Size of your worksheets. Margins 1. From the Page Layout tab in the Page Setup group, click on Margins. 2. Select one of the Defaults a. Normal b. Wide c. Narrow 3. If the margins that you need are not listed, click Custom Margins. 4. Here you can set the top, bottom, left, and right margins as well as the header and footers. 5. Click OK. 10

Orientation 1. From the Page Layout tab in the Page Setup group, click on Orientation. 2. Select either Portrait or Landscape. 3. Page break lines will then appear on the worksheet. Size 1. From the Page Layout tab in the Page Setup group, click on Size. 2. Select one of the Defaults. 3. If the paper size you need is not listed, click More Paper Sizes. 4. Click on the drop down arrow next to Page Size. 5. Select on of the sizes (scroll for more options). 6. Click OK. Protecting the Worksheet: You can protect elements on a worksheet- such as cells with formulas- from being changed by users. By default all cells on a worksheet are locked. Protecting the worksheet takes two steps. First you must unlock cells where you want users to enter and change data. Then you will protect the worksheet so that changes can be made only to the cells you have unlocked. Unlocking Cells: 1. Highlight the cells you want to allow changes by users. 2. From the Home tab in the Font group, click the Format Cell Font dialog box launcher in the lower right hand corner 3. On the Protection tab, take the check mark off of Locked. 4. Click OK. Protecting the Worksheet: 1. From the Review tab in the Changes group, click the Protect Sheet icon. 2. Leave the defaults checked. 3. To password protect the sheet, type in a password. 4. In the pop-up window that opens, retype the password to verify. 5. Click OK. Unprotecting a Worksheet to Edit: 1. From the Review tab in the Changes group, click Unprotect Sheet. 2. Type in the password. 3. Click OK. 11

Printing a Worksheet: Excel offers many print options. 1. Click on the File tab. 2. Click Print. 3. Select the number of copies. 4. Choose your Print Settings: a. What you want to print: Active Sheet(s): Default is to print active sheet (the sheet displayed in the workbook). Selection: Choosing this option will print only the highlighted cells. Entire Workbook: Produces a print out of every page in the workbook. Ignore Print Area: If a print area is set, it will be ignored and the entire sheet will be printed. b. Manually enter page numbers that you want printed c. Print 1-sided or 2-sided d. Collation Options e. Orientation f. Paper Size g. Margins h. Scaling (how many sheets per page) 5. Click Print. 12

Setting a Print Area: If only a specific selection on the worksheet is printed frequently, a print area can be set. By setting a print area Excel will always print only the data in the print area and not the entire worksheet. Cells can be added to expand the print area as needed. NOTE: To print the entire worksheet, the print area will have to be cleared. 1. Highlight cells that should be included in the print area. 2. From the Page Layout tab in the Page Setup group, click the Print Area icon. 3. Select Set Print Area. To clear the print area: 1. From the Page Layout tab in the Page Setup group, click the Print Area icon. 2. Select Clear Print Area. Ignoring the Print Area: This allows you to leave the print area set but print the entire page. 1. Click on the File tab. 2. Select Print. 3. Click the first drop down under Setting. 4. Select Ignore Print Area. Help in Microsoft Excel Scrolling your mouse over an icon will give a short description of the tool as well as any shortcut keystrokes. To get detailed help on how to perform a task, click the help button in the upper right hand corner. To narrow your search, you can use the Table of Contents, Browse Excel Help. or type in a search term. Some of the help items are built into Microsoft Excel and other items access Microsoft Office Help Online. This document was created and developed by Instructional Technology Department, Lafayette Parish School System. Information was adapted with permission from the following sources: Florida Gulf Coast University: (2007). PowerPoint 2007 Tutorial Homepage. Retrieved April 1, 2008, from Florida Gulf Coast University Web site: http://www.fgcu.edu/support/office2007/excel/index.asp Lynchburg College: Office Tutorials. Retrieved April 1, 2008, from Microsoft-Lynchburg College Tutorials Web site: http://www.officetutorials.com/ 13