Copyright 2002, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-1 LINKS TO OBJECTIVES Worksheet...

Copyright 2002, Paradigm Publishing Inc.

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OBJECTIVES• Worksheet Elem

ents• Worksheet Area

Elements• Enter Data• Save• Print• Edit Data• Using Help• Commands Revi

ew

BENCHMARK SERIES

Preparing an

Excel Worksheet

Core Level Unit 1Excel 2002


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Performance Objectives

• Identify the various elements of an Excel worksheet

• Create, save, and print a worksheet

• Enter data in a worksheet• Edit data in a worksheet• Use the Help feature


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Opening Microsoft Excel


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Elements of a Worksheet

Title BarMenu BarStandard

ToolbarFormatting

ToolbarName Box

Formula Bar

Status Bar

Vertical Scroll Bar

Horizontal Scroll BarSheet Tabs

New Workbook Task Pane


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Arranging ToolbarsToolbars can be displayed in two lines…Toolbars can be displayed in two lines…

……or in one lineor in one line

hidden icons can be accessedusing the drop-down arrow


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Arranging Toolbars

turn the display of toolbarson/off by right-clickinganywhere on a toolbarand selecting toolbar- or View, Toolbars


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Elements of a Worksheet Area

a document is referred to as a a document is referred to as a workbookworkbook

individual sheets

the area containing the gridlinesthe area containing the gridlinesis called the is called the worksheet areaworksheet area

Name Boxdisplays cell reference (address) for active cell

Formula Bar

Column Header(lettered)

Row Header(numbered)

Select All ButtonActive Cell

Fill Handle

Cell Pointer Gridlines


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Moving the Insertion Point

TAB

takes insertion point to next cell

cell reference in Name Box changes

Shift +Tab

takes insertion point to previous cell

other keyboard commands…other keyboard commands…


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Moving the Insertion PointEnter down to the next cell

Shift + Enter up to the next cell

Home cell at beginning of row

Arrow Keys next cell in direction of arrow

Ctrl + End last cell in worksheet

Ctrl + Home first cell in worksheet

Page Down cell in next window (16-24 rows)

Page Up cell in previous window

Alt + Page Down cell in window to right (8-11 columns)

Alt + Page Up cell in window to left


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Edit, Go To Edit, Go To (Ctrl + G)(Ctrl + G)

key cell reference

click to moveinsertion point


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with the mousewith the mouse

position cell pointer on the desiredcell and click left mouse button

use scroll barsuse scroll barsdoes NOT move insertion point

- click to change active cell


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Entering Data in a Cell

key textkey text

notice notice ReadyReady changes changesto to Enter Enter as soon as youas soon as youbegin entering textbegin entering text

text being entered alsotext being entered alsoappears in Formula barappears in Formula bar


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Entering Data in a Cell

long text entrieslong text entriesoverlap the nextoverlap the nextcell to the rightcell to the rightdoes not becomepart of next cell

long number entrieslong number entriesmay appear asmay appear asnumber signsnumber signs

notice full numberstill appears inFormula bar


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Saving a Workbook

SaveSave

FileFile Ctrl + SCtrl + S

Save AsSave As

ororSave button on Standard toolbarSave button on Standard toolbar

key workbook name

press Enter or click Save


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Naming a File

• Up to 255 characters including drive letter, any folder names, and can include spaces

• Symbols that cannot be used:forward slash (/) question mark (?)

backslash (\) quotation mark (“)

greater than sign (>) colon (:)

less than sign (<) semicolon (;)

asterisk (*) pipe symbol (|)


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Opening a WorkbookOpen button on Standard toolbarOpen button on Standard toolbar

ororOpenOpenFileFile

Ctrl + OCtrl + O

double-click name

or click name once to selectand click Open


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Printing a Workbook

Print button on Standard toolbarPrint button on Standard toolbar

oror

Ctrl + PCtrl + PPrintPrint

FileFile

click OK


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Closing a Workbook

ororCloseCloseFileFile

click Close button


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Exiting Excel

ExitExitFileFile

click Close buttondouble-click Excel icon

oror


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Expanding Drop-Down Menus

only most popularonly most popularoptions displayoptions display

adaptive menu showsfirst-rank options

click down-pointingclick down-pointingarrows to displayarrows to display

second-rank optionssecond-rank optionsalso expands if you click

an option and pause

if you choose a second-rank option, it isif you choose a second-rank option, it ispromoted and becomes a first-rank optionpromoted and becomes a first-rank option

the next time the drop-down menu is displayedthe next time the drop-down menu is displayed


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Expanding Drop-Down Menus

to display all menu options…to display all menu options…

Tools, Customize


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Changing the Default Folder

for current session…for current session…

File, Open

click triangle to displaydrop-down list

select drive and/orfolder

click Cancel


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Changing the Default Folder

permanently…permanently…

Tools, Options

key desiredlocation


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Editing Data

click cell to make it activeclick cell to make it activeanything keyed will take the placeof existing data in an active cell

double-click cell to editdouble-click cell to editnotice Status bar

Backspace keyBackspace keydeletes character left of

the insertion point

Delete keyDelete keydeletes character rightof the insertion point

moving insertion pointmoving insertion pointarrow keys, mouse,Home key, End key

can use same keys to makecan use same keys to makechanges in Formula barchanges in Formula bar

when editing is completewhen editing is completechange out of Edit modechange out of Edit modemake another cell active,Enter, Tab, Shift + Tab orEnter on the Formula bar


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Using Automatic Entering Features

AutoCompleteAutoCompleteautomatically insertsautomatically inserts

data that begins the samedata that begins the sameas a previous cellas a previous cell

press Enter to acceptor continue typing

AutoCorrectAutoCorrectautomatically corrects manyautomatically corrects many

common typing errorscommon typing errorse.g. teh changes to the

view, add, or deleteview, add, or deletereplacements withreplacements with

Tools, AutoCorrect Options


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Using Automatic Entering Features

AutoFillAutoFillquickly fills a range of cellsquickly fills a range of cells

with the same datawith the same dataor with a seriesor with a series

drag fill handle to consecutive cells

can also be used forcan also be used forsequencessequences

select both cells(start and increment)

hold down Ctrl while dragging the fill handlehold down Ctrl while dragging the fill handleif you do not want a series to incrementif you do not want a series to increment


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Working with the Task Pane

click to open a blank workbookclick to open a blank workbookwill close Task Pane

click Close button to close task paneoror

View, Task Pane to close task pane


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drop-downtriangle

reveals othertask panes

use Back and/or Forward buttonsto maneuver within task panes


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undock Task Paneundock Task Panepoint and drag title bar

dock Task Panedock Task Panedouble-click title bar


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Selecting Cells

using the mouseusing the mouse

columncolumnpoint to header and click

rowrowpoint to header and click

adjacent cellsadjacent cellsdrag with mouse

nonadjacent cellsnonadjacent cellsCtrl + click header(s) or cell(s)

all cellsall cellsclick Select All button


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Selecting Cells

using the keyboardusing the keyboard

cells in direction of arrow Shift + arrow key

beginning of row Shift + Home

beginning of worksheet Shift + Ctrl + Home

last cell containing data Shift + Ctrl + End

entire column Ctrl + spacebar

entire row Shift + spacebar

entire worksheet Ctrl + A orCtrl + Shift + spacebar


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Selecting Cells

data within cellsdata within cells

double-click to edit cell contents

drag with mouse or useShift + arrow key

can also press F8 toturn on Extend mode


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Formatting with AutoFormat

to apply a variety of predesignedto apply a variety of predesignedformats to cells in a worksheetformats to cells in a worksheet

select cells (not Select All)

Format, AutoFormat

select format

click OK


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Using Help

type your question

select the desired topic

information about the topicis displayed in Help window

select a link for moreinformation

close


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Using Help

Help WindowHelp Window can also be displayedby clicking:

Microsoft ExcelMicrosoft ExcelHelp ButtonHelp Button

on Standard toolbar

Help, Microsoft Excel HelpHelp, Microsoft Excel Helpfrom menu

Microsoft Excel HelpMicrosoft Excel Help hyperlink hyperlinkin New Workbook Task Pane


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Using Help

Help Window Toolbar ButtonsHelp Window Toolbar Buttons

Auto TileShow

BackForward

PrintOptions

window expands


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Using Help

Meet the Office AssistantMeet the Office Assistant

To turn off display:To turn off display:Help, Hide the Office Assistant

To permanently turn off:To permanently turn off:click Options button and remove check mark

from Use the Office Assistant


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How do you display the Save As dialog box?

Commands Review

FileFile

Save AsSave As


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How do you display the Open dialog box?

Commands Review

Open button on Standard toolbarOpen button on Standard toolbar

ororOpenOpen

FileFile

Ctrl + OCtrl + O


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How do you display the Print dialog box?

Commands Review

oror

Ctrl + PCtrl + PPrintPrintFileFile


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How do you close a worksheet?

Commands Review

ororCloseCloseFileFile

click Close button


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How do you display the AutoFormat dialog box?

Commands Review

Format, AutoFormat


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How do you display the Help window?

Commands Review

Microsoft ExcelMicrosoft ExcelHelp ButtonHelp Button

on Standard toolbar

Help, Microsoft Excel HelpHelp, Microsoft Excel Helpfrom menu

Microsoft Excel HelpMicrosoft Excel Help hyperlink hyperlinkin New Workbook Task Pane


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How do you display the Office Assistant?

Commands Review


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How do you display the Office Assistant dialog box?

Commands Review

click the Options button


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Coming Next

Formatting anExcel Worksheet

Copyright 2002, Paradigm Publishing Inc. CHAPTER 1 BACKNEXTEND 1-1 LINKS TO OBJECTIVES Worksheet...

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