Microsoft Excel 2007 Foundation Level 1995-2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au
A FIRST LOOK AT EXCEL 1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au Slide No 2
Cheltenham Courseware Affordable - Customisable - Unbeatable NOT TO BE USED FOR TRAINING Established in 1994 with thousands of clients in over 60 countries. We offer you a complete library of quality, customizable and printon-demand computer courses inc. Windows Vista and Office 2007. Our training manuals are supplied in editable Microsoft Office format. You can edit and customise the training materials to suite your unique training requirements. You can print out as many copies as you require for use at your training site. There are no annual renewal fees and you can use the training materials for as long as you like. No restriction on the number of people that you train at your training site. The price even includes new courses developed by Cheltenham Courseware for a whole year from your date of purchase, all for a low, one-off fee with no annual renewal fees! Generous educational and charitable discounts available (email us for details). Choose the ECDL/ICDL courseware library or the IT courseware library. Buy both and get a discount! Fully customisable allowing you to add your organisation s name and logos to the training manuals. Includes training manuals, exercise files, slides and more! Choose from Standard or Professional editions to suit your requirements. Intranet versions available within the Professional Edition Courseware. Sample downloads available for all our courses, including Windows, Microsoft Office and many more. Suitable for tutor-led training, self teach, post-course reference or as part of a blended learning approach. Clients cover corporates, governments, schools, colleges, universities and commercial training companies including such well known organisations as Canon, IBM, Lloyds, Hertz, Royal Mail, Medical Research Council, NHS Executive South and West, Oxford University, Pen State University, University of Cambridge, University of Florida, UK Passport Service, US House of Representatives, the British Embassy in Washington and the London Fire Brigade. If you like this sample, please show it to your training department. We provide the training manuals so you can concentrate on the training delivery. Purchase your IT courseware from a company that has a proven track record.
Questions to ask our competitors Do they supply a library of training courses, at a price even remotely close to our low prices? Are complete samples of ALL the IT courses available for download so that you can judge the quality? If they offer courses on a site license basis, is the full range of courses are included? Is the site license an annual license or a one-off payment? Are the training materials fully editable and can you add your own name and logos? Are the manuals easy to edit using standard 'cut and paste' techniques and can the table of contents be easily updated, or do I have to use proprietary software to edit the materials? Are upgrades and new courses included free of charge for 12 months? Are Intranet versions available? Are PowerPoint slides included in the price? If you are unhappy with your current computer courseware supplier, please download our samples now and switch to our quality driven, cost effective courseware solution. Our commitment to ECDL / ICDL The European Computer Driving Licence (ECDL) is the internationally recognised qualification which enables people to demonstrate their competence in computer skills. The record breaking ECDL / ICDL certification is the fastest growing IT user qualification in over 125 countries. Our ECDL / ICDL training manuals are approved for the UK, Ireland, Australia, Cyprus, Middle East (UNESCO region), South Africa and the Asia Pacific region. Cheltenham Courseware was first courseware company to release ECDL courseware. We were first company to release ECDL Foundation approved Advanced Level courseware. We were one of the first companies in the world to release courseware for ECDL syllabus 4. We worked with the United Nations (UNESCO) to produce the first Arabic ICDL courseware. We were one of the first companies in to release approved courseware for ECDL/ICDL WebStarter Contact Details: UK/Ireland: USA/Canada: Australia/Rest of the world: www.cctglobal.com www.cheltenhamcourseware.com www.cheltenhamcourseware.com.au 1995-2007 Cheltenham Courseware Pty. Ltd. Phone: 1300 852 204 Fax: 1300 852 206 Email: info@cheltenhamcourseware.com.au Internet: http://www. cheltenhamcourseware.com.au
Starting Excel Slide No 3
What is the Active Cell? Excel identifies the active cell with a bold outline around the cell and highlighting g gthe column heading letter and row heading number of the cell. In the example, B2 is the active cell: Slide No 4
The Excel Cell Referencing System An Excel worksheet is made up of individual cells, each of which had a unique reference. Look at the illustration below. We have clicked on cell B3, which means that the cell is in column B, row 3. Slide No 5
Entering Numbers and Text Slide No 6
Default Text and Number Alignment If you look carefully at what you have typed in you will see that by default text is aligned within a cell to the lft left, while numbers are aligned within the cell to the right. This makes sense, as normally text starts from the left lf of a page and it is the same within a cell. Numberson theother handnormally normally align to the right. Think how you would write down a column of numbers on a page that you want to add up. Numbers align to the right. Slide No 7
Adding Up a Column of Numbers Use AutoSum Slide No 8
Worksheets and Workbooks Look at the bottom left of your screen and you will see the worksheet tabs displayed. By default each workbook contains three worksheets. This is similar to a notebook that contains separate pages. Slide No 9
Saving a Workbook Slide No 10
Closing a Workbook To close the workbook, click on the Microsoft Office Button (top left of your screen), from thedrop down options displayed, click on the Close command. Slide No 11
Creating a New Workbook To create a new workbook, press Ctrl+N. This is the keyboard shortcut for creating a new file. A new workbook k will be created containing i three worksheets. Slide No 12
Opening a Workbook Press Ctrl+O the keyboard shortcut to open an existing file. Or click on the Microsoft Office Button (topleft) and then click on the Open command. Slide No 13
Switching Between Workbooks To switch to a particular Excel workbook, click on the relevant Excel workbook icon displayed within the Windows Taskbar (across the bottom of the screen). TIP: You can use thealt+tab keyboard shortcut to switch between open programs. Slide No 14
Saving a Workbook Using Another Name Slide No 15
Saving a Workbook Using a Different File Type Slide No 16
1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au HELP Slide No 17
Getting Help Click on the Microsoft Office Excel Help icon (towards the top right of the screen). Orpress the F1 help key. Slide No 18
Searching for Help You can search for help on a topic of particular interest. Press F1 to display the Excel Help window. Within the text box near the top of the Excel Help window, type in a word or words relating to the help you need. Slide No 19
The Help 'Table of Contents' Press F1 to display the Excel Help window. Click on the Table of Contents icon Slide No 20
Printing a Help Topic Display an item of interest within the Excel Help window. Click on the Print icon Slide No 21
Alt Key Help Press the Alt key and you will see numbers and letters displayed over icons, tabs or commands Slide No 22
1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au USING EXCEL Slide No 23
SELECTION TECHNIQUES 1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au Slide No 24
Why Are Selection Techniques Important? Often when you want to do something within Excel you need to select an item first. This could involve selecting a cell or multiple cells. It many need you to select a row, a column or even the entire table. Slide No 25
Selecting a Cell Open a workbook called Selection techniques. To select a cell simply click on that cell. Thus to select cell B3, click on cell B3. Slide No 26
Selecting a Range of Connecting Cells We want to select the cells from C3 to G3. To do this click on the first cell within the range, g, i.e. C3. Then press down the Shirt key (and keep it held down). Click on cell G3. When you release the Shift key the cell range will remain selected, as illustrated. Slide No 27
Selecting a Range of Non connecting Cells Click on the first cell, i.e. C3. Then while keeping the Ctrl key pressed click on the cells E3 and G3. When you release the Ctrl key the cells will remain selected. Slide No 28
Selecting the Entire Worksheet To select the entire worksheet, click on the intersection between the column and row referencing numbers. Slide No 29
Selecting a Row To select a row, say the row relating to Canada, click on the relevant row number displayed down the left side of the worksheet. Slide No 30
Selecting a Range of Connecting Rows First click on the row number next to Canada. Press down the Shift key and keep it pressed. Click on the row number relating to Australia. When you release the Shift key the multiple rows remain selected. Slide No 31
Selecting a Range of Non connected Rows Click on the row number 3 and press down the Ctrl key. Click on row number 5, then row number 7 and finally number 9. Release the Ctrl key and the rows will remain selected. Slide No 32
Selecting a Column To select the column containing i data relating to 2003, click on the column header C, as illustrated. Slide No 33
Selecting a Range of Connecting Columns First select column C. Press the Shift key and while keeping it pressed select column F. When you release the Shift key the columns will remain selected. Slide No 34
Selecting a Range of Non connecting Columns First select the column C. Press the Ctrl key and keep it pressed. Select column E and then select column G. Release the Ctrl key and the columns remain selected. Slide No 35
MANIPULATING ROWS AND 1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au COLUMNS Slide No 36
Inserting Rows Right click over the selected row and from the popup p pmenu displayed select the Insert command. Slide No 37
Inserting Columns Right click over the selected column and from the popup p pmenu displayed select the Insert command. Slide No 38
Deleting Rows Select the row you want to delete and right click over the selected row. From the popup p p menu displayed select the Delete command. Slide No 39
Deleting Columns Right click over the selected column and from the popup p pmenu displayed select the Delete command. The column is deleted without any additional warning. Slide No 40
Modifying Column Widths Right ihclick over the selected column and from the popup menu displayed select the Column Width command. Slide No 41
Modifying Column Widths Using Drag and Drop' Move the mouse pointer to the line between the header for column B and column C, as illustrated below. Press the mouse button and keep it pressed. Move the mouse pointer left or right to make the column narrower or wider. Releasethe mouse button and the column width will change as required. Slide No 42
Automatically Resizing Column Width to Fit Contents To automatically resize each column width to fit the contents, select all the columns containing data. Double click on the junction between one of thecolumn header headers within the selected columns. Slide No 43
Modifying Row Heights Select one or more rows and then right click over the selected row(s). From the popup menu displayed select the Row Height command. Slide No 44
COPYING, MOVING AND 1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au DELETING Slide No 45
Copying the Cell or Range Contents Select a cell, range, row or column to copy. Press Ctrl+C to copy the selected range to the Clipboard Click at the location you wish to paste the data to and press the Ctrl+V keys to paste the data from the Clipboard. Slide No 46
Deleting Cell Content Select the range that you wish to delete the contents of. Press the Del key and the cell contents will be deleted. TIP: You can use the same technique to delete entire rows or columns. Pressing Ctrl+A will select everything within a worksheet will allow you to delete the entire worksheet kh contents t when you press the Del Dlkey. Slide No 47
Moving the Contents of a Cell or Range Select the range to wish to move and then cut it to the Clipboard. In this case select the data, as illustrated. Press the Ctrl+X keys to cut the selected data to the Clipboard. Click at the location you wish to move the selected data to and press Ctrl+V, to paste the data. Slide No 48
Editing Cell Content It is easy to edit existing data within a cell or to replace existing data within a cell. Slide No 49
Undo and Redo Click on the Undo icon (top left of your screen) to reverse the last action. Try it now. Click on the Redo icon (top left of your screen) to reapply the last action. Slide No 50
AutoFill Use AutoFill to extend a series across a range Slide No 51
Sorting a Cell Range Click on the Data tab, and from within the Sort & Filter section, click on Sort A to Z icon. Slide No 52
Searching and Replacing Data Press Ctrl+F to start the Search utility Slide No 53
1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au WORKSHEETS Slide No 54
MANIPULATING WORKSHEETS 1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au Slide No 55
Switching Between Worksheets To switch to another worksheet click on either the sheet tab. Slide No 56
Renaming a Worksheet Double click on the Sheet tab and you will be able to type in a new name. Slide No 57
Inserting a New Worksheet Click on a worksheet tab to select it. Right click over the tab and from the popup p pmenu displayed, click on the Insert command. Slide No 58
Deleting a Worksheet Right click on the tab and from the popup menu displayed select the Delete command. Slide No 59
Copying a Worksheet Within a Workbook Right click on the tab and from the popup menu displayed select the Move or Copy command. The Move or Copy dialog box is displayed. As we want to copy rather than move, click on the Create a copy check box. Slide No 60
Moving a Worksheet Within a Workbook Right click on the tab and from the popup menu displayed select the Move or Copy command. The Move or Copy dialog box is displayed. As we want to move rather than copy, do NOT click on the Create a copy check box. Slide No 61
Moving a Worksheet Within a Workbook In the Before sheet section of the dialog box, select which worksheet you wish to insert the moved worksheet in front of. Slide No 62
1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au Formatting Slide No 63
1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au Font Formatting Slide No 64
Click on the down arrow within the Font section and select a different font type, such as Arial. Font Type Slide No 65
Font Size Click on the down arrow within the Font Size section and select a different font size. Slide No 66
Bold, Italic & Underline Formatting Slide No 67
Cell Border Formatting Click on the down arrow next to the Border icon. A drop down is displayed from which you can select the required border. Slide No 68
Formatting the Background Colour Click on the Fill Color icon. Move the mouse over a colour and you will see the colour formatting previewed within your data. Click on a colour to apply it. Slide No 69
Formatting the Font Colour Click on the down arrow next to the Font Colour icon. This will display a drop down from which you can select the required colour. Slide No 70
ALIGNMENT FORMATTING 1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au Slide No 71
Aligning Contents in a Cell Range Select a range. Use the alignment icons Slide No 72
Centering a Title Over a Cell Range Slide No 73
Cell Orientation Click on the Orientation icon. You will see a drop down menu allowing you to format the cell orientation. Slide No 74
Text Wrapping Slide No 75
Format Painter Paint formatting from one place to another Slide No 76
NUMBER FORMATTING 1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au Slide No 77
Number Formatting Click on the down arrow next to the Number Format control. You will see a drop down menu fromwhich you can select the format. Slide No 78
Decimal Point Display Click on the Decrease Decimal icon or the Increase Decimal icon Slide No 79
Comma Formatting Click on the Comma Style icon to format the number using commas. Slide No 80
Currency Symbol Click on the down arrow next to the Currency icon and select the required option. Slide No 81
Date Styles Slide No 82
Percentages Slide No 83
FREEZING ROW AND COLUMN 1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au TITLES Slide No 84
Freezing Row and Column Titles Slide No 85
FORMULAS AND FUNCTIONS 1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au Slide No 86
1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au FORMULAS Slide No 87
Creating Formulas All formulas within Excel start with the 'equals' symbol. Type in the following formula. =C3*D3 Press the Enter key and you will see the result of the calculation in the cell. Slide No 88
Easy Way to Create Formulas You can use the mouse to help create formula references Slide No 89
Copying Formulas Click on cell E4. Move the mouse pointer to the bottom right border of this cell and you will notice that the mouse pointer changes to the shape of a small, solid black cross. Press the mouse button and while keeping the mouse button depressed, drag down to cell E9. Release themouse button and you will see the formula copied down this range. Slide No 90
Operators Operators sound complicated. In reality they are items such as: + (plus) (minus) / (divide) * (multiply) Slide No 91
Formula Error Messages The contents of the cell cannot be displayed d correctly as the column is too narrow. Indicates that a cell reference is invalid. This is often displayed when you delete cells which are involved in a formula Excel does not recognise text contained within a formula. Slide No 92
RELATIVE, MIXED AND ABSOLUTE CELL REFERENCING 1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au Slide No 93
Relative Cell Referencing Within Formulas Relative addressing means that a cell or range is references using a coordinate system, not an absolute system Slide No 94
Absolute Cell Referencing Within Formulas An absolute address is an address using an specified column and row address, such as: $A$8 The $ indicates an absolute address Slide No 95
1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au FUNCTIONS Slide No 96
What is a Function? A function allows you to calculate a result such as adding numbers together, or finding the average of a range of numbers. Slide No 97
Common Functions AVERAGE: Used to determine the average value of the selected cells contents. COLUMNS: Used to return the number ofcolumns within a reference. COUNT: Used to count how many numbers are in the list. MAX: Used to return the maximum number from a list. MIN: Used to return the minimum number from a list. ROUND: Used to round off numbers to a specified number of decimal points. SUM: Used to add the contents of selected cells. Slide No 98
Used to sum a range Sum Function Slide No 99
Average Function Used to average a range Slide No 100
Max Function Used to find the maximum number within a range. Slide No 101
Min Function Used to find the minimum number within a range. Slide No 102
Count Function The Count function will count up the number of cells which contain numbers. Slide No 103
What Are 'IF Functions'? Excel has a number of functions which allow us to evaluate values and make decisions based on the result of the evaluation. The IF( ) FUNCTION is one of these. IF(LOGICAL_TEST, ACTION_IF_TRUE, IF TRUE ACTION_IF_FALSE) Slide No 104
Using the IF Function Slide No 105
1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au CHARTS Slide No 106
1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au USING CHARTS Slide No 107
Inserting a Column Chart Slide No 108
Inserting a Line Chart Slide No 109
Inserting a Bar Chart Slide No 110
Inserting a Pie Chart Slide No 111
Resizing a Chart To resize a chart click on it to select tit. Move the mouse pointer to one of the four corners of the chart. You will notice that the mouse pointer changes to the shape of a diagonal line with an arrow at each end. When you see the mouse pointer change, press the mouse button and while keeping the button pressed move diagonally across the screen. Move away from the centre of the chart to make the chart larger and toward the centre of the chart to make the chart smaller. When you release the mouse button the chart will be resized. Slide No 112
Deleting a Chart Select the chart and press the Del key. Slide No 113
Chart Title or Labels Slide No 114
Chart Background Colour Slide No 115
Changing Column, Bar, Line or Pie Slice Colours Slide No 116
Changing the Chart Type Slide No 117
Modifying Charts Using the Layout Tab Slide No 118
Copying and Moving Charts Within a Worksheet Use the Windows Clipboard Slide No 119
Copying and Moving Charts Between Worksheets Use the Windows Clipboard Slide No 120
1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au Customizing Excel Slide No 121
Modifying Basic Options Slide No 122
Minimising the Ribbon Sometimes you want more writing space. To help achieve this you can right click over the Ribbon and from the popup menu displayed, click on the Minimize the Ribbon command. Slide No 123
AutoCorrect Options Microsoft Excel lhas an AutoCorrect facility that allows common typing errors to be automatically corrected. For instance if you type in 'teh' instead of 'the', 'h ' Microsoft Excel will automatically correct your spelling error. Slide No 124
1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au PRINTING Slide No 125
WORKSHEET SETUP 1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au Slide No 126
Worksheet Margins Slide No 127
Worksheet Orientation Slide No 128
Worksheet Page Size Slide No 129
Headers and Footers Slide No 130
Header and Footer Fields Slide No 131
Scaling a Worksheet to Fit a Page(s) Slide No 132
PREPARING TO PRINT A 1995 2008 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au WORKSHEET Slide No 133
Visually Check Your Calculations Always visually check over worksheet data and try to look for formula calculation results that do not make sense. Slide No 134
Gridline Display When Printing To see how the worksheet will look when printed view the worksheet in Print Preview view. To do this click press Ctrl+F2. Slide No 135
Printing Titles On Every Page when Printing You can force titles to print on every page when printing. Slide No 136
Printing the Excel Row and Column Headings Slide No 137
Spell Checking Press F7 to start the spell checker (or click on the Review tab and click the Spelling icon). Slide No 138
Previewing a Worksheet Always view a workbook in Print Preview mode prior to printing it. It allows you a quick visual check over how the worksheet will look when printed. Click on the Microsoft Office Button and then click on the arrow next to the Print command. From the submenu, select Print Preview. Slide No 139
Comparing Workbooks Side by Side This feature allows you to compare two versions of a workbook, side by side. Slide No 140
Zooming the View Slide No 141
Printing Options Slide No 142