Mary Ann Wallner Contact information: walln003@csusm.edu

ESSENTIALS FOR

MICROSOFT EXCEL

PRESENTING EXCEL 2007

Excel can be used for a wide variety of tasks: Creating and maintaining detailed budgets

Tracking customer lists

Determining business profitability

Creating tables to organize information

Tracking all types of information

Producing charts to graphically display information

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NEW FEATURES

New features

Number of rows on a worksheet has gone from 65,536 to

1,048,576

Number of columns has increased from 256 to 16,384

You can write longer formulas in the new resizable

Formula Bar

Improved ability to open corrupt files and recover some of

your files

Workbooks are more compressed; file size is

approximately 50 percent to 75 percent smaller than in

previous versions of Excel

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EXPLORING THE EXCEL PROGRAM WINDOW

Title bar Quick Access toolbar

Rib

bo

n

Worksheet area

WORKING WITH TABS AND THE RIBBON

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Tabs

Arrangement of buttons can vary

Groups Commands

There are three basic components to the

Ribbon:

Tabs There are 7 located across the top each

representing a core tasks.

Groups Each tab has groups that show

related items together.

Commands A command is a button, a box to

enter information, or a menu.

THE FILE TAB

The File tab gives you

access to commands

that allow you to:

Perform file management

tasks

Choose options to control

how you work with Excel

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CONTEXTUAL TABS

Contextual Tabs appear in context with

the task being performed

NOTE: These tabs will appear only when you are IN

THE TABLE

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DIALOG BOX LAUNCHER

When you see this arrow in the lower-right

corner of a group, there are more options

available for the group

HIDE THE RIBBON

Create more room on the screen to work . . .

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Expanded view

Collapsed view

ADDING BUTTONS TO THE QUICK ACCESS TOOLBAR

Click the arrow next to the Quick Access

Toolbar

Then click each of the commands you want to

add

Don’t add too many that it

overtakes the title bar

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UNDERSTANDING WORKBOOKS AND WORKSHEETS

Insert and delete worksheets

By default, you start with one worksheet per

workbook

Rearranging, renaming, and formatting

worksheets

Move worksheet tabs in any order you wish

Change the color of your tabs

The navigation buttons allow you to move

through the tabs if they are not all visible.

WORKSHEETS CONTAIN

Each worksheet consists of a series of:

Columns

Identified by the letters A, B, C… which appear across the

top of the window

Rows

Identified by the numbers 1, 2, 3… which appear down

the left side of the window

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NAMING CELLS

These rows and columns together form a large

grid

The intersection of each row and column is

call a CELL

Each cell has its own name (reference)

Active cell is where data entered is displayed

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The active cell’s

reference is H4, as

displayed in the

Name Box

The cell name is derived

from the column and row

headings

MOSEYING AROUND A WORKSHEET

You can move around a worksheet in a variety of

ways:

Using the mouse click anywhere in the worksheet

Use the arrow keys (←↑→↓)

Use (Tab) and (Enter)

Use keyboard shortcuts

By using the scroll bars

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Highlight

When you use the scroll bars, the active cell will

remain the same as you travel the worksheet.

When you move by keyboard or mouse, the active

cell will change as you move.

MOUSE POINTER CHANGES AS YOU MOVE IN EXCEL

There are a wide variety of mouse pointer shapes,

each with a different purpose

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ENTERING DATA IN EXCEL

When you type, data is entered into the active

cell

Constant values

Does not change as other cells are updated

Formulas

Causes values displayed in the cell to change when

data in the referenced cells change

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Text is an example of a constant value

Example of a Formula

ACCEPTING DATA INTO CELLS

Completing the entry

Click in another cell

Click the Enter button on the Formula Bar

Use a keystroke:

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DATA IN A WORKSHEET

3 general classifications:

1. Labels ~ can be text, numbers or a

combination

2. Values ~ Consists of numbers only

3. Formulas ~ specify the calculations

that are to be performed

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EDITING ENTRIES

Editing the active cell:

To change the contents of a cell completely ~ select

the cell and type

Single-click: edit in formula bar

Double-click: edit inside the cell

Select the cell and tap the F2 button

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Insertion point

Reposition the insertion point in the Formula Bar to edit

the contents of the active cell

Let’s complete the “Changing

Data Exercise”

EXCEL RANGES

Range

Named by taking the top-left cell and the bottom-

right cell

Cell references separated by a colon (:)

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Range

A1:A2

Range

A6:D10

Range

A4:E4

SELECTING CELLS AND RANGES

You must select a cell or range before you can

edit it!

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There are many selection techniques; use the one

that works best for your situation

CONSTANT VALUES

There are two types of constant values:

numbers and text.

Numbers: which are right-aligned, and

include digits between 0 and 9

Text: contains any other character, and is

usually left-aligned

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WORKING WITH NUMBERS

Numbers can be used in formulas and

functions

Number entries can include the digits 0-9

and + - ( ) , / $ % . *

Enter numbers without formatting and apply

the formatting later, except…

You must enter a decimal or indicate a

negative number with a minus sign or

parentheses

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DECIMALS AND NEGATIVE NUMBERS

Always type a decimal point if the number you

are entering requires one.

Precede a negative number entry with a

minus (–) sign or enclose it in parentheses ( ).

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WORKING WITH NUMBERS

The Number group on the Home tab allows you to choose

how numbers in selected cells will appear.

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The dialog box launcher opens a window

where you can choose from additional options

to format your numbers.

AUTOCOMPLETE

If the first few characters you type match

another entry in the column—

AutoComplete will offer to complete the entry

for you

Accept by tapping [Enter]

Reject by typing the remainder of the entry

yourself

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AUTOFILL

Quickly extend a series, copy data, or copy a

formula into adjacent cells with the fill handle

Copy an entry

Expand a repeating series of numbers

AutoFill of date entries

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FILL DATA INTO ADJACENT CELLS

USING AUTO FILL

Select the cells that contain the data that you

want to fill into adjacent cells

Drag the fill handle across the cells that you want

to fill

Small black square in the lower-right corner of the

selection

When you point to the fill handle, the pointer

changes to a black cross

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USING CELL REFERENCES IN FORMULAS

Relative: When you copy a formula, the cell references

update automatically and refer to new cells relative to the new

formula cell

Absolute: Absolute references always refer to the same cell,

regardless of which cell the formula is moved or copied to

Note! Absolute cell references are denoted with $ signs.

Relative cell

reference

Absolute cell

reference

THE FILL HANDLE

Use the Fill Handle to:

Copy text or numbers into adjacent cells

Expand a repeating number series

Automatically fill a date series

Copy formulas

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Fill Handle

INSERTING ROWS AND COLUMNS

Highlight what and where you wish the new row or

column to appear

From the Home tab > Cells group

Choose Insert command button

If you have a row selected the Insert Sheet Rows can be

selected

If you have a column selected the Insert Sheet Columns can be

selected

The old data will move down or right depending upon

what you inserted

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Excel automatically adjusts all of your formulas to

take account of the new row or column

CHANGING COLUMN WIDTH OR ROW HEIGHT

Select the Column(s) or Row(s) that

you want to change

From the Home Tab

In the Cells group

Choose Format command button

Autofit Row Height or AutoFit Column

Width

Or set Row Height and Column Width

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Note: Also try double-clicking between the

column/row

UNDO AND REDO

Undo

Reverses last command

Can undo multiple actions

Redo

Reverses Undo

Not available until Undo has been used

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Shortcuts keys are:

Undo - Ctrl + Z

Redo – Ctrl + Y

CLEARING STUFF FROM CELLS

Contents

Formatting

Comments

Everything

When you click the Clear button in

the Editing group on the Home tab

of the Ribbon you will see a menu

that allows you to choose what you

want to clear

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NAVIGATING WITH THE SCROLL BAR Arrows let you scroll line

by line.

Drag the scroll box to

control your scroll.

Click the scroll bar to

move one screen view at

a time.

Tip! Remember that when you navigate with the scroll bar,

the active cell does not change.

The vertical and horizontal scroll

bars both work the same way.

WHAT ABOUT YOUR FAVORITE KEYBOARD

SHORTCUTS?

The Ribbon design comes with 2 new shortcuts advantages: 1. Shortcuts for every single button on the Ribbon

2. Shortcuts that often require fewer keys

Centering Text

Press ALT to make the Key Tips appear

Then press H to select the Home tab

Press A, then C in the Alignment group to center the selected text

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ZOOMING THROUGH YOUR WORKSHEET

Zoom in to get a close-up view of a worksheet

Zoom out to see the full view

Zoom group on the

View tab of the Ribbon

Zoom commands at the bottom-

right corner of the Excel window

Note! Zooming does not affect how a worksheet will print.

A NEW VIEW

Page Layout View can now be seen on the

bottom right of the window.

In this new Page Layout view you see: Page Margins

Blue space between worksheets

Rulers at the top and side help you adjust margins

Easy way to add headers and footers

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FORMULAS AND FUNCTIONS

Formula

Simply a math problem done in Excel

Function

Prewritten formula that helps simplify complex

procedures (for numbers and text)

ENTERING A FORMULA

Formulas ~ specify the calculation that are

about to be performed

Formulas ~ which always begin with “=“ contain

2 elements

Operand which is the data about to be

calculated

Operator which indicates what is to be done

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HOW TO ENTER A FORMULA

Select the cell in which the formula is to

appear

Type “=“ sign

Specify a constant or operator by typing it

Specify a cell reference by pointing to it

Click the enter button next to the formula bar,

or press [ENTER]

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FORMULAS CAN CONTAIN

Numbers 1234567

Text ABCDEF

Operations + - * / %

Range Names 3rd Quarter Revenue

Range Addresses $A$1,Data!B:3

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FORMULAS

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PLEASE EXCUSE MY DEAR AUNT SALLY

Determines the Order of Operations in formulas:

Parentheses

Exponents

Multiplication

Division

Addition

Subtraction

Tip! To remember the order of operations, use the

pseudonym “Please excuse my dear Aunt Sally.”

FUNCTION CATEGORIES

Categories Function

Math Computes totals, square roots,

logarithms, tangents, etc.

Statistical Computes averages, maximums,

minimums, variances, etc.

Financial Computes loan repayments, rates of

return, depreciation, etc.

Date and Time Computes the number of days in a

specific date interval, number of hours

in a specific time interval, etc.

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USING EXCEL FUNCTIONS

Most Used Functions

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Function Accomplishes

SUM Computes subtotals & grand

totals

AVERAGE Computes the arithmetic

means of a group of entries

MAX Computes the maximum of a

group of entries

MIN Computes the minimum of a

group of entries

COUNT Computes the number of

numeric entries

INSERT FUNCTION

Clicking the Insert Function button displays the

Insert Function dialog box

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The Function Arguments dialog box allows you to determine

the cell or range of cells to be included in the function.

AUTOSUM

Automatically sums a column or row of numbers

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Here, cell I16 was active and then the AutoSum

command was issued; Excel will propose to add

the numbers above the cell.

APPLYING NUMBER FORMATS

Format numbers to change how they display

Formatting does NOT change the actual number

Can use the command buttons

More formatting options click on General from the

Number group

General

Dollar

Percentage

Comma

More decimals

Fewer decimals 49

FORMATTING DATA: APPLYING FILL COLORS &

PATTERNS

Tell people where to look

Color-code cell background

Provide a texture to make it stand out

Home tab >

Font group

Home tab > Cells

group > Format

command button

then choose Format

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FORMATTING DATA: APPLYING BORDERS AND COLORS

Get more styles from

Format Cells

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FORMATTING DATA: USING THE FORMAT PAINTER

Copy formatting from one place to another

Single-click copies number and text formatting

to one place

Double-click copies number and text formatting

to more than one place

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Single-

click

Double-

click

APPLYING QUICK STYLES

To apply a Quick Style

Select the destination cells.

Choose Home > Styles > Cell Styles.

Select the desired style from the list.

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AUTO FORMAT

Built-in collection of cell formats that can be applied to a range of data.

Select the cells that you want to format.

On the Home tab, in the Styles group click Cell Styles

hen pause on the various styles to see the styles

When you finish previewing the formatting choices, do one of the following:

To apply the previewed formatting, click the selected style in the list

To cancel live previewing without applying any changes, press ESC

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UNDERSTANDING STYLES

Cell style is a defined set of formatting characteristics, such as fonts and alphabetic characters

Cell styles are based on the file theme which is a combination of colors, fonts, and effects

A theme may be applied to a file as a single selection or the entire workbook

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USING THEMES IN EXCEL

Easily apply formatting to

your entire workbook

Choose matching fonts

and styles if you are

design-challenged!

MANEUVERING AROUND SHEETS

From the Tab Section

Add/Delete Sheets

Moving Sheets

Color Code

Copy

Select All Sheets

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COPY AND MOVE WORKSHEETS

Move a worksheet from one workbook to another.

Or create an exact duplicate of the original

worksheet.

Remember to check the Create a copy box!

58 Check to copy;

leave blank to move.

MANAGING LARGE AMOUNTS OF DATA

To keep an area of a worksheet visible

while you scroll to another area of the

worksheet

Locks specific rows or columns in one

area by freezing or splitting panes

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HOW TO LOCK ROWS AND COLUMNS

On the worksheet, do one of the following:

To lock rows, select the row below the row or rows

that you want to keep visible when you scroll

To lock columns, select the column to the right of

the column or columns that you want to keep

visible when you scroll

To lock both rows and columns, click the cell below

and to the right of the rows and columns that you

want to keep visible when you scroll

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FREEZING ROWS AND COLUMNS

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Leaves column A visible

when scrolling right

Leaves row 1 visible when

scrolling down

Tip! Use Freeze Panes to lock the headings in worksheets

containing more rows or columns than can fit on one screen.

VIEW MULTIPLE SHEETS/WORKBOOKS AT THE

SAME TIME

To view multiple sheets in the active workbook

On the View tab, in the Window group

Click New Window or

Click View Side by Side

In the workbook window, click the worksheets that

you want to compare.

To scroll both worksheets at the same time, click

Synchronous Scrolling in the Window group on the View

tab Don’t forget to

use Arrange

All command

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CREATING CUSTOM WORKSHEET VIEWS

Save certain display settings and print settings

as custom views to redisplay later.

Create multiple custom views in a worksheet.

Custom views only apply to the worksheet for

which you created the custom view.

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HOW TO FREEZE PANES

On the View tab, in the Window group, click the

arrow below Freeze Panes

Then do one of the following:

To lock one row only, click Freeze Top Row

To lock one column only, click Freeze First Column

To lock more than one row or column, or to lock

both rows and columns at the same time, click

Freeze Panes

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DATABASES

Databases consists of:

Several rows

Each row is a record

1st row consist of headings

Each record must be written using the same type of

abbreviations or “look”

Do not leave spaces before the text or at the end

Columns of data

Each column is a field

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INSTRUCTIONS FOR SORTING

On the Home tab, in the Editing group, and

then click Sort & Filter.

Do one of the following:

To sort in ascending alphanumeric order,

click Sort A to Z.

To sort in descending alphanumeric order,

click Sort Z to A.

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Descending Ascending

SORTING SELECTED ROWS

Select rows to sort if:

No blank row separates the list from a total row

The list contains other rows that should not be

sorted

Select entire rows, not individual cells

Sort if based on column A

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SORTING BY MULTIPLE COLUMNS

On the Home tab, in the Editing group, click Sort &

Filter, and then click Custom Sort

The Sort dialog box is displayed

Under Column, in the Sort by or Then by box, select the

column that you want to sort by a custom list

Under Order, select Custom List then click OK

Any same last names are

then sorted by first name

Sort by any

number of

columns

Sort each column in

ascending or descending order

WHY USE CHARTS

Charts are used to make your

information more visually appealing

Make it easy for users to see

comparisons, patterns, and trends in

data

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CHART CREATION IN EXCEL

Charts are linked to the

data they are based on

Two locations for charts:

Embedded in a

worksheet with the

data

On a separate sheet

called a chart sheet

Tip! If you create a chart and then tap [F11],

the chart will be placed on its own chart sheet.

SOURCE DATA FOR CHARTS

Select the correct data as the source for the chart.

The ranges A4:A8 and

F4:F8 have been

selected as source

data for the chart.

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CHART TYPES

Excel has ten major chart types.

Each has many subtypes.

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CHART AND AXIS TITLES

Creates titles for charts and their

vertical/horizontal axes

Chart title

Vertical

axis title

Horizontal axis title

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CHART TOOLS

Chart Tools appear on contextual tabs of the

Ribbon.

Contextual tabs only appear when a chart is selected.

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EMBEDDED CHARTS: MOVING & SIZING

Embedded charts can be moved around the

worksheet in which they are embedded.

Can be resized too

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When you see a double-arrow,

click and drag to resize the

chart.

Click in the chart area and

drag with a four-way arrow to

move the chart to a new

location.

MOVING A CHART

Charts can exist on their own sheets.

These are called chart sheets.

Right-click the Chart Area of a chart and choose

Move Chart.

Choose New Sheet, optionally rename the sheet,

and click OK.

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LINE CHARTS

Compare trends over a period of time.

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PIE CHARTS

Graphically display how parts contribute to a

whole.

Each pie wedge represents one of the categories

that collectively make up the total.

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MODIFYING EXISTING CHARTS

Modify any chart object after the chart has

been created:

Size, font, color

Placement of title

Number formatting

Background color

Add/remove chart elements such as legends

CHANGING THE CHART TYPE

Select the chart whose type you want

to change.

Click the Change Chart Type button on

the Design tab.

Select the new chart type.

Click OK.

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FORMATTING CHART ELEMENTS

Select an element before making

changes.

Changes can be made on the Chart

Tools tabs or with formatting commands

on the Home tab.

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CHART STYLES

Chart styles are displayed on the Design tab of

the Ribbon.

Styles are based on the type of chart selected.

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CHART LAYOUTS

Designs that contain various preset

chart elements

Layouts save time.

No need to format chart elements

one at a time

Based on the theme applied to your

workbook

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TREND LINES

Trend lines display the trend (increasing or

decreasing) of one data series in a chart.

Used on charts for data analysis and prediction

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Telephone

trend line

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MOST COMMON TYPE OF CHARTS

Column – organizes the information on

a vertical scale

Bar – organizes the information on a

horizontal scale

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NEXT

Line – Shows data over a

period of Time

Pie – Shows the relationship of

the data to the whole

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NEXT

Area – shows relative

importance of the values

over a period of time,

showing peaks and values

in data

0

5000

10000

15000

20000

25000

30000

35000

40000

1 2 3 4 5 6 7

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CHANGING CHART DATA

When you add a chart to your worksheet, Excel

creates a link and any changes made are

automatically reflected

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TO CHANGE CHART VALUES

Open the worksheet that contains the chart to be

changed

Click in the cell whose value will change and type

the new value

Press Enter to accept the new value

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TO ADD DATA TO AN EXISTING CHART

Rows or columns of data can be added to an

existing chart by selecting the Select Data option

on the Chart ribbon

Input any new Source Data into the worksheet

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PREVIEWING CHARTS

Preview how charts will appear when printed

Viewed on the Print tab of Backstage view

Use same procedures as you would for

previewing any worksheet

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Note! A print previewed chart will display in black and white

or in color, depending on the type of printer selected.

Tip! Color fills and borders may not provide

good contrast in charts printed in grayscale.

Consider using shades of gray or patterns.

PRINTING CHARTS

Charts may be printed with or without worksheet

data on which they are based.

To print a chart by itself

Move a chart to a chart sheet and print.

Click an embedded chart and print.

To print a chart and the data it’s based on, click

in the worksheet (outside the chart) that has the

embedded chart and print.

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PRINTING WORKSHEETS

There is no

longer a Print

dialog box; in

Excel 2013 it is

a tab in

Backstage view

You can change your print

options on the Print tab of

Backstage view

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PRINT PREVIEW

The print preview displays one page at a

time.

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PRINTING SELECTIONS

May want to print

Only a single range of cells

Multiple nonadjacent ranges within a worksheet

Select the desired cells

Use the Control key to select non-adjacent ranges

Choose the Print Selection option in

Backstage view

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PAGE LAYOUT TAB

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Choose

Portrait/Landscape

Paper size

Page Setup

dialog

box launcher

Page Setup options on the Page Layout Tab

Create Page Breaks

Set a Print Area

SET PAGE MARGINS

By setting the margins, you can specify:

How worksheets appear on a printed page

Go to Page Layout Tab

In the Page Setup Group

Click on Margins command button

Select one of the preset margins

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CENTER THE PAGE

Centering the page can be done both horizontally

or vertically

Be careful though, if the information is too small

do not center vertically

Under Custom Margins found in the Margins

command button choose Center on page, select

the Horizontally or Vertically check box

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ORIENTATION

Indicates the direction of printing

Portrait is the default.

Prints across the narrow edge of the paper

Landscape prints across the wide edge of the

paper.

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PRINT AREA

Set any range of cells as the print area to print

only a specific portion of your worksheet.

The range is saved with the workbook.

Remains until you set a different range or

choose Clear Print Area to restore the entire

worksheet for printing

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SCALING OPTIONS

Shrink data to fit on fewer printed pages.

Change width and height in proportion

Change just the height when the worksheet is very

wide

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PREDESIGNED HEADERS AND FOOTERS

Header

Prints at the top of every

page.

Footer

Prints at the bottom of

every page.

Create custom

Headers/Footers

CUSTOM HEADERS AND FOOTERS

103

Text only Combination of

text and codes Code only

Predefined code

options

PRINTING MULTIPLE-SHEET WORKBOOKS

Select multiple worksheets

(Shift) – Select adjacent sheets.

(Ctrl) – Select nonadjacent sheets.

Apply page setup options to multiple worksheets.

Print selected sheets.

Print all sheets in the workbook.

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PRINTING MULTIPLE-SHEET WORKBOOKS

Select multiple worksheets

Page setup options chosen apply to all selected

worksheets

Print selected sheets

Print all sheets in the workbook

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SAVING WORKBOOKS

Save: Used for files that have already been

saved, replaces a copy in the same place

with the same name

Save As: Used to save a file for the first

time, save a file with a new name or in a

new location

These commands are accessed

via the File tab of the Ribbon.

106

CLOSING DOCUMENTS

The File Tab menu contains the Close command

Close command closes a workbook window but

leaves Excel open.

Note! If changes were made since the last

Save, Excel asks to save before closing. 107

HOW TO WORK WITH PEOPLE WHO DON'T HAVE EXCEL

2013 YET?

Saving ‘older” files the computer

set to use the Save As dialog box

(stays in its original format)

If you use any of the new features

to update this file a Compatibility

Checker warns you if these

features are not compatible

To keep a new features just use

Save As and tell Excel you want an

Excel Workbook 108

SHARING DOCUMENTS BETWEEN VERSIONS

109

You can share documents

between versions

If your colleagues have

Excel 97 to 2003 files

must be saved as this

file type

NEW 2007-2013 FILE TYPES

Excel Workbook (*.xlsx) – used to save a

workbook without macros

Excel Macro-Enabled Workbook (*.xlsm) – is

used for workbooks with macros

Excel Template (*.xltx) – is used for templates

Excel Macro-Enabled Template (*.xltm) – is

used for templates with macros

Excel Binary Workbook (*.xlsb) – is used for

especially large workbooks

110

EXITING FROM EXCEL

The Close button can be found at the top-right corner of the

Excel window.

Closes the Excel program

and all open workbooks

Prompts you to save if

you have unsaved edits

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The Close button