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Microsoft Excel Essentials
Table of Contents
Chapter 1
Using the Office Assistant and Help ...............................4
Understanding the Office Assistant .............................. 5
Getting Help Using the Office Assistant ........................5
Customising the Office Assistant .................................. 6
Using the Help Window ................................................. 7
Chapter 2
Using Menus and Toolbars ............................................10
Understanding Menus and Toolbars ........................... 11
Using Menus ............................................................... 11
Using Toolbars ............................................................ 13
Chapter 4
The Excel Window .........................................................17
Understanding the Spreadsheet Concept ...................18
Launching Excel 2003 ................................................. 18
Exploring the Screen Layout ....................................... 19Moving Around the Cells Range .................................. 19
Moving Around the Worksheet .................................... 22
Exiting Excel 2003 ...................................................... 22
Chapter 4
Understanding File Procedures .....................................25
Saving a New Workbook ............................................. 26
Closing a Workbook .................................................... 27
Opening an Existing Workbook ................................... 27
Creating a New Workbook .......................................... 29
Chapter 5
Creating and Working with Worksheet ..........................31
Entering Data ............................................................. 32
Editing Data ................................................................ 33
Selecting Ranges of Cells ............................................ 34
Entering a Range of Data ........................................... 35
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Erasing Data ............................................................... 36
Using the Undo and Redo Facility ............................... 36
Using AutoCorrect Entries ........................................... 37
Adding an AutoCorrect Entry ...................................... 38
Using AutoComplete ................................................... 39
Creating and Working with Smart Tags ...................... 40
Zooming Worksheet View ........................................... 41
Renaming Worksheet ................................................. 42
Changing Worksheet Tab Color .................................. 44
Inserting, Reordering and Deleting Worksheets .... .....44
Chapter 6
Moving and Copying Data .............................................47
Moving Data ............................................................... 48
Copying Data .............................................................. 49
Collecting and Pasting Multiple Items ......................... 51
Using the Fill Handle ................................................... 52
Chapter 7
Working with Formulae .................................................56
Creating Formulae ...................................................... 57Editing a Formula ........................................................ 58
Changing the Order of a Calculation ...........................59
Chapter 8
Functions and Absolute Referencing .............................61
Using Statistical Functions .......................................... 62
Using AutoSum ........................................................... 65
Working with AutoCalculate ........................................ 65
Absolute Cell Referencing ........................................... 66
Understanding Conditional Logic ................................ 66
Chapter 9
Enhancing a Spreadsheet .............................................69
Inserting and Deleting Rows ....................................... 70
Adjusting the Column Width ....................................... 72
Modifying the Row Height ........................................... 74
Hiding Columns and Rows .......................................... 75
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Changing the Alignment of Data ................................. 76
Changing the Font, Size and Type .............................. 81
Number Display .......................................................... 83
Borders and Shadings ................................................. 85
Applying AutoFormat .................................................. 88
Extend Formats and Formulae in a List ...................... 89
Spell Checking ............................................................ 89
Using Text to Speech .................................................. 91
Chapter 10
Printing ..........................................................................93
Viewing a Spreadsheet ............................................... 94
Naming Cells ............................................................. 109
Creating Cell Comments ........................................... 112
Splitting and Freezing Panes .................................... 115
Protecting Worksheets .............................................. 117
Chapter 12
Manipulating Multiple Sheets/Files ..............................124
Working with Multiple Worksheets ............................ 125
Cut, Copy and Paste Between Worksheets ...............125Creating Templates .................................................. 130
Working with Multiple Workbooks ............................. 133
Hiding Workbooks and Worksheets .......................... 139
Lesson 13
Producing Charts .........................................................142
Creating an Embedded Chart ................................... 143
Creating a Chart on a Separate Sheet ...................... 150
Formatting the Chart ................................................ 151
Changing the 3-D View ............................................. 158
Printing Charts .......................................................... 159
Exercises .....................................................................164
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Chapter 1Using the Office
Assistant and Help
Topics
The following are covered in this chapter:
Understanding the Office Assistant
Getting Help Using the Office Assistant
Customising the Office Assistant
Using the Help Window
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Understanding the Office AssistantThe Office Assistant provides help and is available in all Office applications. Itoffers quick ways to find information on performing particular tasks. The user cantype a help request in plain English and Office Assistant will supply the relevant
guidance.
To Display the Office Assistant
Using the Mouse:
1. In the Help menu, select Show the Office Assistant.
The Office Assistant and balloon displays.
To Hide the Office Assistant
Using the Menu:
1. Choose Help, Hide the Office Assistant
or
Click the right mouse button on the Office Assistant,
choose Hide
Getting Help Using the OfficeAssistant
The Office Assistant can answer questions, offer tips and provide Help topics for a
variety of features specific to the application being used.
To Get Help Using the Office Assistant
Using the Mouse:
1. Click on the Office Assistant
The Office Assistant balloon displays.
2. Type the help topic required, e.g.printing
3. Choose Search
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A list of help topics displays relating to the feature the user
typed or selected.
4. Choose the help topic required, e.g. Set up a new printer
The Microsoft Excel Help window displays offering help on the
selected topic.
Customising the Office AssistantThe Office Assistant can be customised to take on a different appearance. Theuser can select from a number of Assistants and options that can be altered tomatch the way the user works. All Office applications share the Assistant; sochanging any of the options will affect the Assistant in all of the Officeapplications installed.
To Change the Office Assistant
Using the Menu:
1. Help, Show the Office Assistant
2. Click the right mouse button on the Office Assistant,
Choose Options
The Office Assistant dialogue box displays.
3 Choose the Gallery tab
Choose the Next and Back buttons to display the different
Assistants available4 Choose the Assistant required, choose OK
To Change the Office Assistant Options
Using the Mouse:
1. Click on the Office Assistant
The Office Assistant balloon displays.
2. Choose Options
The Office Assistant dialogue box displays the options
available.
3. Choose the options required
Options Description
Use the Office Assistant Enables/disables the Office Assistant feature.
Help with wizards Provides Help from the Office Assistant for most
wizards in Microsoft Office.
Display alerts Shows messages from the Office Assistant.
Search for both product Searches for both programming and product Help
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and programming help
when programming
topics when the user works with Visual Basic for
Applications in their application.
Move when in the way Automatically moves the Office Assistant out of the
way of screen elements, such as dialogue boxes.
Make sounds Turns on sounds for the Office Assistant. Clear the
check box to turn off the sounds made by the
Assistant.
Using features more
effectively
Displays tips for features the user may not know about
and suggests how to better use features already
known.
Using the mouse more
effectively
Shows tips about how to use the mouse to get work
done quickly.
Keyboard shortcuts Shows the shortcut keys that can be used to get work
done quickly.
Only show high priority
tips
Displays only tips that are important, such as those
that alert the user to time saving features.
Show the Tip of the Day
at startup
As an easy way to familiarise users with features, a Tip
of the Day is shown when an Office application starts.
Reset my tips Resets the tips so that tips already seen by the user
can appear again.
4. Choose OK
Using the Help WindowAlthough the Office Assistant offers help to the user, help is also available using
the Help window. When the Office Assistant is turned off, the Help window
automatically displays when the [F1] key is pressed or the Help button is chosen.
Altering the Office Assistant options turns off the Office Assistant. If the Office
Assistant is turned on, the user can access the Help window by choosing a topic
from the Office Assistant balloon. The Help window has:
Table of Contents Displays as a table of contents, which allows the user
to scroll through the Help topics.
The Help window contains buttons that allow the user to show or hide the help
tabs, move forward or backwards between help topics and print help topics.
To Open the Help Window
Using the Menu:
1. Choose Help, Microsoft Office Excel Help
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The Excel Help Task Pane appear.
2. In the Task Pane Help window, choose the Table of Content
3. Click on a book the contain topic and sub topic that user may
wish to know about.
The Help window displays the help contents to the right of
the window.
Using the Keyboard:
1. Press the [F1] key
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Help Task
Pane
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Notes
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Chapter 2Using Menus and Toolbars
Topics
The following are covered in this chapter:
Understanding Menus and Toolbars
Using Menus
Using Toolbars
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Understanding Menus and ToolbarsMenus display a list of commands. Some menu commands have images next to
them so that the user can quickly associate the command with the corresponding
toolbar button. A toolbar contains buttons, menus or a combination of both.
Some of the toolbar buttons contain the same images as those appearing next to
menu commands in the Menu bar.
When the application is first started, Short menus and toolbars are displayed.
Only basic menu commands display in Short menus and only the most popular
buttons display in the toolbars. As the user works with the application, other
menu commands and toolbar buttons used are often automatically added to the
visible set of menus and toolbars.
Using MenusThe Menu bar is a special type of toolbar that displays at the top of the screen
and is used to access any function or feature available within the application.
Menus are accessed using the left mouse button.
Each menu contains an Expandbutton which, when clicked, expands the menu
displaying additional commands. When a command is chosen from the expanded
menu, it is added to the short version of the menu. If the user does not use a
menu command in the Short menu, Excel stops showing it on the Short menu.
When a menu is expanded, all of the menus are expanded until the user chooses
a command or clicks away from the menu.
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Excel also has Shortcutmenus, which display some of the more frequently used
options, such as formatting. These menus are accessed via the right mouse
button. Shortcut menus tend to be context sensitive, that is, they display options
relating to the object that the right mouse button has been clicked on.
To Select a Menu Option
Using the Mouse:
1. In the Menu bar, click on the menu required
A Short menu displays.
2. Choose the required menu option
Using the Keyboard:
1. Press the [Alt] key + the underlined letter of the menu
required
2. Press the underlined letter relating to the required menuoption
To Exit a Menu
Using the Mouse:
1. Click away from the menu
Using the Keyboard:
1. Press the [Esc] key
2. Press the [Esc] key again to cancel the selected menu
To Expand a Menu Option
Using the Mouse:
1. In the Menu bar, click on the menu required
A Short menu displays.
2. In the Short menu, click
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The Short menu expands to show hidden options.
Choose the required option
The option is assigned to the Short menu listing.
To Access a Shortcut Menu
Using the Mouse:
1. Click the right mouse button on the required object
The Shortcut menu displays.
Choose the required menu option
Using ToolbarsToolbars are a form of Shortcut menu. They allow the user to carry out some of
the most commonly used functions quickly. Buttons on the toolbar display a
graphical representation of the tasks the tools carry out, such as saving a
document, printing and simple formatting of text. Toolbars can contain buttons,
menus or a combination of both. There are many built-in toolbars available. The
user can show or hide these as required.
By default, the Standard and Formatting toolbars are displayed docked, side by
side, below the Menu bar. A docked toolbar is a toolbar that is attached to one
edge of the application window. Docked toolbars can be placed below the Title
bar or at the left, right or bottom edge of the application window. When several
toolbars are docked on the same row, there may not be room to display all of the
buttons available. In this case, the most recent buttons are displayed. To locate
a button that does not fit on a docked toolbar, the More Buttons button, which
displays at the end of the toolbar, is used to display the hidden buttons.
When a button that is not displayed on the toolbar is used, the button is moved to
the toolbar, and a button that has not been used recently is moved to the More
Buttons list. Users can create or customise toolbars by adding, removing or re-
organising buttons and built-in menus on the toolbar.
When the mouse pointer is left stationary over a button, a ScreenTip appears
stating the tools function and the keyboard method to carry out the command.
ScreenTips are notes that appear on screen to provide information about a toolbar
button and shortcut keys. The ScreenTip disappears as soon as the mouse
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pointer is moved away from the button.
To View a ScreenTip
Using the Mouse:
1. In the toolbar, position the mouse pointer over the required
tool
The ScreenTip displays below the chosen tool.
To Show/Hide Toolbar ScreenTips
Using the Menu:
2. Choose Tools, Customise
3. Choose the Options tab
4. Choose Show ScreenTips on toolbar
If the Show ScreenTips on toolbars box is ticked, the
ScreenTips will display. If the box is unchecked the
ScreenTips will not display.
To Activate a Tool on a Toolbar
Using the Mouse:
1. Click the left mouse button on the required tool
To View More Buttons on the Toolbar
Using the Mouse:
1. In the required toolbar, click
The hidden buttons display.
2. Click the required button
To Add a Button to a Toolbar
Using the Mouse:
1. In the required toolbar, click
2. Choose Add or Remove Buttons
3. Choose the button to add to the toolbar
The button displays on the toolbar.4. Click away from the More Buttons list
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To Remove a Button From the Toolbar
Using the Mouse:
1.
In the required toolbar, click2. Choose Add or Remove Buttons
3. Click on the button to be removed from the toolbar
Click way from the More Buttons list
To Display Other Built-in Toolbars
Using the Mouse:
1. Click the right mouse button on a toolbar
A list of the available toolbars display.
To Select the required toolbar
Using the Menu:
1. Choose View, Toolbars
2. Select the required toolbar
To Remove a Built-in Toolbar
Using the Mouse:
1. Click the right mouse button on a toolbar
2. Click on the toolbar name no longer required
Using the Menu:
1. Choose View, Toolbars
2. Select the toolbar name no longer required
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Notes
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Chapter 4The Excel Window
Topics
The following are covered in this chapter:
Understanding the Spreadsheet Concept
Launching Excel 2003
Exploring the Screen Layout
Moving Around the Worksheet
Moving Around the Workbook
Exiting Excel 2003
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Understanding the SpreadsheetConcept
A computer spreadsheet is similar to a very large piece of paper that is ruled into
rows and columns. The intersection of a row and a column is called a cell and
each cell has its own unique reference, similar to a map reference.
A spreadsheet can hold a variety of different data types, and is generally used
when calculations need to be performed. The power of a computer spreadsheet
lies in its ability to automatically recalculate formulae whenever data is changed.
This saves a great deal of time and allows the user to create different results
easily. Operations such as copying data, formatting numbers and creating graphs
can be performed simply and quickly.
Launching Excel 2003Programs can be launched from the Start button or, depending on the users
Windows set-up, directly from the Desktop. Launching an application means the
application runs in its own window. Each time Excel 2003 is launched a new blank
spreadsheet is automatically created.
To Launch Excel 2003 from the Start Button
Using the Mouse:
1. In the Taskbar, click
Point to Programs
2. Choose Microsoft Office Excel 2003
or
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If Excel 2003 has been installed in a different location,
choose the relevant location
The Microsoft Excel application is launched after a few
seconds.
To Launch Excel 2003 from the Desktop
Using the Mouse:
1. In the Desktop, double-click
The Microsoft Excel application is launched after a few
seconds.
Exploring the Screen LayoutAn Excel 2003 spreadsheet initially contains 3 worksheets bound within a
workbook. Each worksheet consists of a grid 256 columns wide (labelled along
the top with letters A through to IV) by 65,536 rows long (labelled down the left
side with numbers). Each intersection of a row and a column is known as a cell.
Only a small section of the worksheet can be viewed at any one time. Excel 2003
makes use of 3D workbooks. Although the default number of worksheets in a
workbook is 3, this can be changed.
Moving Around the Cells RangeIt is important to be able to move around the worksheet efficiently as information
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can only be entered or changed at the position of the cell cursor.
Moving can be achieved using the mouse, menu or keyboard.
To Move Around the Cells Range
Using the Mouse:
1. Click in the appropriate cell
Using the Menu:
1. Choose Edit, Go To
The Go To dialogue box displays.
2. In the Reference box, type the cell reference required
3. Choose OK
Using the Keyboard:
Key Action
[] Right one cell
[] Left one cell
[] Up one cell
[] Down one cell
[Home] Beginning of row
[Ctrl]+[Home] Cell A1/beginning of worksheet
[Ctrl]+[End] Last occupied cell on the worksheet
[Page Up] Up one screen
[Page Down] Down one screen
[Alt]+[Page Up] Left one screen
[Alt]+[Page Down] Right one screen
[Ctrl]+[G] Go to a specific cell
Note: When moving around a worksheet it can be very difficult to see exactly
which cell the cell cursor is positioned in. Excel 2003 offers two ways to quickly
identify the active cell: the row number and column letter light up as the user
moves the cell cursor to a different location; the Name box at the left hand side of
the Formula bar identifies the cell address and updates every time the user
moves the cell cursor to a different location. The Name box can be used to
quickly go to a particular cell.
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Scroll Bars
If a cell is not in view, the Horizontal and Vertical Scroll bars can be used to
display it. The user can click on Scroll arrows in the direction required or drag the
Scroll box to the relevant position. When dragging the Scroll box a Scroll Tip will
display, showing the row or column the user will move to. If the user wishes to
scroll long distances the [Shift] key can be held down whilst dragging the Scrollbox.
When using the Scroll bars, it is important to note that the cell cursor does not
move, it remains in the current location. This is because the cell cursor has not
been physically moved to a new location.
To Use the Scroll Bars
Using the Mouse:1. Click the Scroll arrows up/down or left/right
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or
Click and drag the Scroll box until the relevant cell
becomes visible
Moving Around the WorksheetEach time Excel 2003 starts, a blank workbook is displayed named Book1. Each
workbook initially contains three worksheets, named Sheet1 to Sheet3. The sheet
name appears on a tab at the bottom of the Workbook window.
To Move Between Worksheets
Using the Mouse:
1. Click on the appropriate worksheet tab
If the sheet tab required is not in view, use the tab scroll
buttons to display it.
Note: If the workbook contains many sheets and the user wants to quickly move
to a specific sheet, they can click the right mouse button on the tab scrolling
buttons and choose the sheet required.
Using the Keyboard:
1. To move to the next sheet, press the [Ctrl]+[Page
Down] keys
or
To move to the previous sheet, press the [Ctrl]+[Page Up]
keys
Exiting Excel 2003Once the user has finished working with Excel 2003 they can exitthe application.
On closing Excel 2003, any open workbooks will also be closed.
To Exit Microsoft Excel 2003
Using the Mouse:
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1. In the Excel window Title bar, click
Using the Menu:
1. Choose File, Exit
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Notes
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Chapter 4Understanding FileProcedures
Topics
The following are covered in this chapter:
Using File Operations
Saving, closing and opening files
Creating a new workbook
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Using File OperationsSaving, Closing, Opening and creating New workbooks are options that allow the
user to store their work, clear it from screen, re-open it at a later date and
produce a new workbook.
Saving a File
Workbooks may be saved at any time. It is important to save work at regular
intervals not just at the end of data input. When saving a workbook, a filename
and location must be specified.
There are two ways to save a workbook: Save and Save As. The Save As option
allows the user to save a new workbook specifying the filename and location
required. The Save command resaves an existing workbook using the filename
and location specified when previously saved. When a workbook is saved, allworksheets contained within the workbook are saved.
Apart from being reasonably descriptive, there are a few rules governing the
choice of filename:
The complete path to the file, including drive letter, server name, folder path and
filename can contain up to 218 characters
filenames cannot include forward slash (/), back slash (\), greater than sign (>),
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Using the Menu:
1. Choose File, Save As
Follow steps 2 to 5 as mouse method
To Resave an Existing Workbook
Using the Mouse:
1. In the Standard toolbar, click
Using the Menu:
1. Choose File, Save
Note: When resaving a workbook, Excel automatically saves the workbook with
the current name with no further prompting. A blue bar flashes across the Status
bar as the workbook is saved.
Closing a WorkbookWhen a workbook is complete, it can be closed. When closing, if a workbook has
not been saved, a message displays prompting the user to save the changes
made.
To Close a Workbook
Using the Mouse:
1. In the Menu bar, click
Using the Menu:
1. Choose File, Close
Opening an Existing WorkbookA workbook that has been saved can be re-opened so that further data can be
added or amendments made. Before a workbook can be opened, the location it
was saved in must be specified.
In the Open dialogue box, the Places bar can be used to quickly get to folders and
locations used most often. Choosing History in the Places bar allows the user to
see the last 20-50 documents and folders worked with. To quickly return to the
folders recently visited, click in the Open dialogue box.
To Open an Existing Workbook
Using the Mouse:
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1. In the Standard toolbar, click
The Open dialogue box displays.
2. In the Look in box, click and select the area (path)
required, e.g. (C:)A folder list of the selected drive displays.
3. In the folder list, double-click on the folder required
or
In the Places bar, select the required folder, e.g. My
Documents
4. Select the filename required
5. Choose Open
Using the Menu:
1. Choose File, Open
2. Follow steps 2 to 5 as mouse method
Note: Excel lists the last 4 workbooks used at the bottom of the File menu. To
open one of these workbooks, simply select the filename from the list.
pen Several Workbooks at Once
Using the Mouse:
1. In the Standard toolbar, click
The Open dialogue box displays.
2. Open the folder that contains the required workbooks
3. To select non-adjacent files, click on the name of the file,
hold down the [Ctrl] key and click on the name of each
additional file
orTo select adjacent files, click on the name of the first file in
the sequence, hold down the [Shift] key and click on the
name of the last file in the sequence
If a workbook is accidentally selected, to cancel the
selection, hold down the [Ctrl] key and click on the
filename again.
4. Choose Open
Using the Menu:
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1. Choose File, Open
Follow steps 2 to 4 as mouse method
Creating a New WorkbookEvery time a new Workbook window is created, a Template is used to establish
specific formats such as margins, paper size, font type and character size. There
are several different templates available in Excel, ranging from blank templates to
templates that contain data. When a template is selected, Excel automatically
creates a new Workbook window based on the selected template.
To Create a New Workbook
Using the Mouse:
1. In the Standard toolbar, click
Note: Using the mouse method, Excel will automatically produce a new workbook
based on the Blank Workbook template.
Using the Menu:
1. Choose File, New
The New Task Pane dialogue box displays.
2. Choose Template from my computer Select the required
tab, e.g. Spreadsheet Solutions
3. Choose the required template, e.g. Invoice
4. Choose OK
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Notes
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Chapter 5Creating and Workingwith Worksheet
Topics
The following are covered in this chapter:
Entering Data
Editing Data
Selecting Ranges of Cells
Entering a Range of Data
Erasing Data
Using the Undo/redo Facility
Using AutoCorrect Entries
Creating and Deleting Autocorrect Entries
Using AutoComplete
Creating and Working with Smart Tags
Zooming Worksheet View
Renaming Worksheets
Changing Worksheets Tab Color
Inserting, Reordering and DeletingWorksheets
Customising Worksheet Views
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Entering DataData will appear in the cell where the cell cursor is located. When the cell cursor
is positioned on a cell, this makes that cell the current cell. As data is typed into a
cell, an insertion pointautomatically displays and all data will appear to the left of
the insertion point. As data is typed, it displays in both the current cell and in the
Formula bar.
When data is entered into a cell, the data is stored in that single cell even though
it may appear to have extended into the next cell. Up to 32,000 characters can
be entered into a single cell.
Types of DataExcel distinguishes between two main types of data: textand numbers.
Types of data Description
Text Any characters which are not to be used in
calculations.
Numbers Data to be used in calculations, e.g. numbers,
formulae and characters such as + - / * % etc.
By default, when data is entered into a cell, text is automatically left aligned and
numbers right aligned.
To Enter Data
Using the Mouse:
1. Position the cell cursor in the required cell
Type text required
2. In the Formula bar, click
or
Click in another cell
Using the Keyboard:
1. Position the cell cursor in the required cell
Type text required
2. Press the [Enter] key
Entering Date and Time Formats
Excel allows the user to quickly enter the current date and current time using
keyboard shortcuts.
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To Enter Todays Date
Using the Keyboard:
1. In the required cell, press the [Ctrl]+[;] keys
2. Press the [Enter] key
To Enter the Current Time
Using the Keyboard:
1. In the required cell, press the [Ctrl]+[Shift]+[;] keys
2. Press the [Enter] key
Editing DataExisting cell entries can be edited, enabling characters to be inserted or deleted.If required, data in a cell can be completely overtyped. It is also possible to
completely erase cell contents.
Insertion Point Control Keys and Editing Keys
When amending data, the insertion point can be moved around a cell entry in
several ways. Data is removed using the editing keys.
Insertion point keys Action
[] Move right one character
[] Move left one character
[Home] Move to the beginning of cell contents
[End] Move to the end of cell contents
[Ctrl]+[] Move right one word
[Ctrl]+[] Move left one word
Editing keys Action
[Backspace] Delete characters to the left of the insertion point
[Delete] Delete characters to the right of the insertion
point
[F2] Displays the insertion point in the current cell
To Edit Cell Entries
Using the Mouse:
1. Double-click in the cell to edit
The insertion point displays.
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2. Position the insertion point as required
3. Make changes required
4. In the Formula bar, click
Using the Keyboard:
1. Position the cell cursor in the cell to edit
2. Press the [F2] key
The insertion point displays.
3. Position the insertion point as required
4. Make changes required
5. Press the [Enter] key
To Overtype Cell Entries
Using the Keyboard:
1. Position the cell cursor in the required cell
Type new data
2. Press the [Enter] key
Editing Whilst TypingWhen typing data into a cell, if any errors are made before the [Enter] key is
pressed, there are several ways to remove the mistake: cancel the data entry
completely or press the [Backspace] key to erase the previous character typed.
To Cancel Data Entry
Using the Mouse:
1. In the Formula bar, click X
Using the Keyboard:1. Press the [Esc] key
Selecting Ranges of CellsA block of data is known as a range. To enter or edit data in several rows or
columns, it is necessary to selectthe range of cells.
To Select Cells
Using the Mouse:
Action DescriptionClick in a cell Selects the cell
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Click and drag over
several cells
Selects the range of cells
Click in one cell, hold
down the [Shift] key
and click in another
cell
Selects the range of cells
Hold down the [Ctrl]
key and click and drag
over the ranges
required
Selects multiple ranges
Click row number Selects the whole row
Click column letter Selects the whole column
Click to left of column
A
Selects entire worksheet
A selection can be cancelled by clicking in another cell.
Using the Keyboard:
Action Description
[Arrow] keys Selects one cell
[Shift]+[Arrow] keys Selects a range of cells
[Shift]+[Spacebar]
keys
Selects current row
[Ctrl]+[Spacebar] keys Selects current column
[Ctrl]+[A] keys Selects the whole worksheet
A selection can be cancelled by moving to another cell.
Entering a Range of DataData can be entered quickly into a range of cells.
To Enter Data into a Range
Using the Mouse:
1. Select the range
2. Type data required
3. Press the [Enter] key
4. Repeat steps 2 and 3 until range is complete
5. On completion, click in any cell to cancel the selection
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Keys for Entering Data in a Range
There are several keys that allow the user to move through a selected range of
cells.
Action Description
[Enter] key Moves the cell cursor to the next cell
[Shift]+[Enter] keys Moves the cell cursor to the previous cell
[Tab] key Moves the cell cursor to the next cell to the right
[Shift]+[Tab] keys Moves the cell cursor to the next cell to the left
Erasing DataData can be erasedin several ways:
erasing the contents of a cell, leaving the cell blank (deleting text,
numbers and formulae)
clearing the formats of a cell, leaving the contents as entered with
no formatting
clearing all, which removes both contents and formatting
To Clear Contents
Using the Menu:
1. Select cell(s) to clearClick the right mouse button in the selected area, choose
Clear Contents
Using the Keyboard:
1. Select cell(s) to clear
2. Press the [Delete] key
To Clear Contents, Formats, or All
Using the Menu:
1. Select cell(s) to clear
2. Choose Edit, Clear
3. Choose the required option, e.g. All
Using the Undo and Redo FacilityExcel keeps track of all editing and formatting changes that are made to a
worksheet. If a mistake is made, Excel allows the user to Undo/Redo that action
or command. Undo reverses the last action. Redo reverses the last undo
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command. By clicking on the arrow to the right of the Undo and Redo buttons, a
list displays the last 16 actions the user has carried out. When undoing an action
using this method, all actions above the chosen action are also undone.
To Undo
Using the Mouse:
1. In the Standard toolbar, click
Using the Menu:
1. Choose Edit, Undo Action
To Redo
Using the Mouse:1. In the Standard toolbar, click
Using the Menu:
1. Choose Edit, Redo Action
Using AutoCorrect EntriesAutoCorrect corrects common typing errors automatically if the words that are
often mistyped are specified in advance. AutoCorrect can also be used to store
and re-use text or graphics that are used regularly, e.g. a company or persons
name. When entering data into a cell, if a typing error occurs that Excels
AutoCorrect list recognises, the error is corrected when the [Spacebar] or [Enter]
keys are pressed. AutoCorrect entries are created by typing the required data
and assigning a name to it in the AutoCorrect dialogue box.
AutoCorrect options Description
Correct Two Initial
Capitals
Changes two consecutive uppercase letters in a
word so that the second uppercase letter
becomes a lowercase letter.
Capitalise first letter of
sentence
Capitalises the first letter of each sentence.
Capitalise names of
days
Capitalises the first letter of the days of the week.
Correct accidental
usage of CAPS LOCK
key
Corrects capitalisation of typed words and turns
off the Caps Lock key.
Replace text as youtype
Corrects text automatically when typing.
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Replace Displays the name or abbreviation of the
AutoCorrect entry that will be automatically
replaced as the user types.
With Displays the text or graphic that Excel is to use as
a replacement for the word or abbreviation in the
Replace box.
Add/Replace Adds or replaces the AutoCorrect entry displayed.
Delete Deletes the selected AutoCorrect entry.
Exceptions Stores abbreviations or terms with mixed
capitalisation that Excel is not to correct
automatically.
To Use AutoCorrect
Using the Keyboard:
1. In the required cell, type the name of the AutoCorrect
entry
Press the [Spacebar] key
or
Press the [Enter] key
Adding an AutoCorrect EntryUsing the Menu:
1. Choose Tools, AutoCorrect Options
The AutoCorrect dialogue box displays. The insertion point
automatically displays in the Replace box.
In the Replace box, type a word or phrase that is often
mistyped or misspelled
In the With box, type the correct word or spelling
2. Choose Add
The entry is added to the AutoCorrect listing.
3. Choose OK
Note: Type text in the Replace box and With box in lowercase. If the user types
text in uppercase, AutoCorrect will only correct uppercase typed errors.
To Change the Contents of an AutoCorrect Entry
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Using the Menu:
1. Choose Tools, AutoCorrect Options
In the Replace box, type the name of the AutoCorrect entry
orSelect the entry to change from the list
2. In the With box, type the new entry
3. Choose Replace
Excel prompts the user to confirm replacement of the
redefined AutoCorrect entry.
In the Prompt box, choose Yes
4. Choose OK
To Delete an AutoCorrect Entry
Using the Menu:
1. Choose Tools, AutoCorrect Options
In the AutoCorrect listing, select the entry no longer required
2. Choose Delete
3. Choose OK
To Turn Off the AutoCorrect Feature
Using the Menu:
Choose Tools, AutoCorrect Options
Choose Replace text as you type
Ensure the tick box is not ticked.
2. Choose OK
Using AutoCompleteWhen a user types the first few letters of an entry into a cell, Excel can sometimes
complete the entry automatically by using a feature known as AutoComplete.
Excel builds a list of entries based on entries already entered in a column. If Excel
makes an inappropriate suggestion, the user can pick a different entry from the
list or simply type over it.
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To Pick a Different Entry from the AutoComplete List
Using the Menu:
1. Click the right mouse button in the required cell, choose
Pick from List
A list of entries typed in the current column display.
2. In the Entries list, select the entry required
Creating and Working with SmartTags
Save time by using smart tags to perform actions in Microsoft Excel that you'd
usually open other programs to perform. For example, For example, if you type a
financial symbol such as STI in a cell, the Smart Tag Actions button provides a list
of smart tag actions you can perform. The purple triangle in the corner of a
worksheet cell indicates smart tags..
When Excel recognizes types of data, the data is marked with a smart tag
indicator --a purple triangle in a worksheet cell. To find out what actions you can
take with a smart tag, move the insertion point over the text with a smart tag
indicator.
Note Smart tags are turned off by default in Excel.
Creating Smart Tags
1. Choose Tools menu, click AutoCorrect Options,
2. Click the Smart Tags tab.
3. Select Label data with snart tags check box
4. Click OK
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Woking with Smart Tags
1. Type in STI in the cell of A4 in a new worksheet ,
2. Press [Enter[
The purple triangle in the corner of a worksheet cellindicates smart tags.
Move cursor over the purple triangle in a cell until SmartTag Actions appears.
3. Click the arrow next to Smart Tag Actions to see the
actions you can perform, and then select an action.
Zooming Worksheet ViewZoom controls how large or small a worksheet appears on the screen. Zoom
changes the magnification for the active worksheet only. Changing the
magnification does not affect printing.
Options Description
200% Displays the worksheet at twice its normal size.
100% Displays the worksheet at its original size.
75% Displays the worksheet at three-quarters its
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normal size.
50% Displays the worksheet at half its normal size.
25% Displays the worksheet at a quarter of its normal
size.
Fit selection Reduces or enlarges the selection to fit within the
current window size.
Custom Allows the user to type a percentage to reduce or
enlarge the display of their worksheet.
To Zoom In and Out
Using the Mouse:
1. In the Standard toolbar, click the arrow to the right of
A Zoom list displays.
Choose the magnification required
Using the Menu:
1. Choose View, Zoom
The Zoom dialogue box displays.
2. Choose the magnification required3. Choose OK
Renaming WorksheetWorksheets can be renamed, e.g. Sheet1 renamed as Budget Plan. A sheet name
can be up to 31 characters in length and can include spaces.
Using the Mouse:1. Double-click on the required sheet tab
The current sheet name is automatically highlighted.
2. Type the new name
3. Press the [Enter] key
Using the Menu:
1. Choose Format, Sheet, Rename
or
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Click the right mouse button in the sheet tab to rename,
choose Rename
2. Type the new name
3. Press the [Enter] key
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Changing Worksheet Tab ColorDifferent worksheet can be identified easily using tab colors set to the worksheet.
The tab for the active sheet is underlined in the color you choose; tabs for inactive
sheets are fully colored
To Change Worksheets Tab color
Using the Menu:
1. Choose Format, Sheet, Tab Color
2. Select a color from the dialog, Click OK
Using the Mouse:
1. Right mouse click on the worksheet tab
2. Click Tab Color
3. Select a color from the dialog, Click OK
Inserting, Reordering and DeletingWorksheets
Additional worksheets can be inserted into a workbook. New worksheets are
inserted before the selected worksheet.
To Insert Additional Worksheets
Using the Menu:
4. Choose Insert, Worksheetor
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Click the right mouse button in the required sheet tab,
choose Insert, Worksheet, OK
A new sheet displays on screen to the left of the original
sheet. When new sheets are inserted, each new sheet is
assigned a sheet name, e.g. Sheet4, Sheet5, Sheet6, etc.
Reordering Worksheet
Users can re-arrange the order of sheets in a workbook to reflect the way in which
they want to work. Users may also want to adjust the structure of their workbook
if inserted sheets are in the wrong place.
To Move a Worksheet within a WorkbookUsing the Mouse:
1. Click and drag the sheet tab to the new location
Whilst dragging, an icon displays indicating that the
sheet is being moved to another location
2. Release the mouse button
Deleting WorksheetsEntire worksheets can be deleted from a workbook. Once a worksheet has been
deleted, it cannot be undone as the Undo facility will not be available.
To Delete a Worksheet
Using the Menu:
1. In the required sheet, choose Edit, Delete Sheet
or
Click the right mouse button in the sheet tab to delete,choose Delete
Excel prompts the user to confirm deletion.
2. Choose OK
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Notes
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Chapter 6Moving and CopyingData
Topics
The following are covered in this chapter:
Moving Data
Copying Data
Collecting and Pasting Multiple Items Using the Fill Handle
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Moving DataData can be easily moved from one location to another, and if required from one
worksheet or workbook to another using the Cutand Paste features.
To Move Data
Using the Mouse:
1. Select the data to move
2. In the Standard toolbar, click
A dotted outline displays around the selected area and
the Status bar describes the next steps to take.
3. Select the first cell of the new location4. In the Standard toolbar, click
Using the Menu:
1. Select the data to move
2. Choose Edit, Cut
or
Click the right mouse button on the selected data,
choose Cut
A dotted outline displays around the selected area and
the Status bar describes the next steps to take.
3. Select the first cell of the new location
4. Choose Edit, Paste
or
Click the right mouse button in the cell required, choose
Paste
or
5. Press the [Enter] key
Moving Data Using the Drag and Drop Feature
Data can be moved to another location using Drag and Drop. This method allows
the user to drag the data to the required location using the mouse.
To Drag and Drop Data
Using the Mouse:1. Select the data to move
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2. Position the mouse on any edge of the selected data
The mouse changes to an arrow shape.
3. Click and drag to new location
Whilst dragging, a navigation tip and outline displaysindicating where the data will be placed.
4. Release the mouse button
Note: To insert cells between existing cells, hold down the [Shift] key whilst
dragging.
Copying DataCopying is used to duplicate data in one part of the spreadsheet to another.
When using the Copy command, Excel allows the user to paste data as manytimes as required. Unlike the Cut feature, the dotted outline continues to display
around the selected data and the Status bar continues to describe the next steps
to take. This allows the user to paste data repeatedly. Once data has been
duplicated as required, the user can press the [Esc] key to cancel any further
copies.
To Copy Data
Using the Mouse:
1. Select the data to copy
2. In the Standard toolbar, click
A dotted outline displays around the selected area and
the Status bar describes the next steps to take.
3. Select the first cell of the new location
4. In the Standard toolbar, click
5. Repeat steps 3 and 4 for more copies
6. On completion, press the [Esc] key to cancel any
further copies
Using the Menu:
1. Select the data to copy
2. Choose Edit, Copy
or
Click the right mouse button on the selected data,
choose Copy
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A dotted outline displays around the selected area and
the Status bar describes the next steps to take.
3. Select the first cell of the new location
4. Choose Edit, Paste
or
Click the right mouse button in the cell required, choose
Paste
5. Repeat steps 3 and 4 for more copies
6. On completion, press the [Esc] key to cancel any
further copies
Note: The [Enter] key can also be used to paste copied data. If the [Enter] key
has been pressed to paste the copy, no further copies can be placed without first
repeating steps 1 to 3.
Copying Data Using the Drag and Drop Feature
Data can be copied to another location using Drag and Drop.
To Copy Using Drag and Drop
Using the Mouse:
1. Select the data to copy
2. Position the mouse on any edge of the selected data
The mouse changes to an arrow shape.
3. Press the [Ctrl] key + click and drag to new location
Whilst dragging, a navigation tip and outline displays
indicating where the data will be placed. The mouse
pointer has a + sign attached to it, indicating that thedata will be copied, not moved.
4. Release the mouse button then the [Ctrl] key
Note: To insert cells between existing cells, hold down the [Shift] key whilst
following step 3.
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Collecting and Pasting Multiple
ItemsThe Clipboardtoolbar can be used to collect and paste multiple items. It allowsthe user to copy multiple items between Microsoft Office applications, e.g. the
user can copy text in a Microsoft Word document, switch to Excel and copy a
drawing object, switch to PowerPoint and copy a bulleted list, switch to Access
and copy a datasheet, and then switch back to Word and paste the collection of
copied items. The Edit, Paste menu commands and the Paste button in the
Standard toolbar, only paste the contents of the last item copied. To paste
multiple items the buttons in the Clipboard toolbar must be used.
The Clipboard toolbar automatically displays when the user: cuts or copies two different items consecutively in the
same application
copies one item, pastes the item, and then copies anotheritem in the same application
copies one item twice in succession
The Clipboard can hold up to 24 items.
Note: If the Clipboard toolbar is closed three times consecutively without pasting
any of its items, the toolbar will no longer appear automatically. To redisplay the
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toolbar, choose View, Task Pane, Clipboard in the Menu bar. The count is reset
and the toolbar will automatically appear again.
To Collect and Paste Multiple Items into Excel
Using the Mouse:
1. Select the first item to copy
2. In the Standard or Clipboard toolbar, click
3. If the next item to copy is in another Office
application, switch to that application
4. Select the next item to copy
5. In the Standard or Clipboard toolbar, click
6. Repeat steps 3 and 5 for each item required
7. Select the first cell of the new location
8. To paste all items, in the Clipboard toolbar, click
or
To paste a specific item, in the Clipboard toolbar, click on
the required items icon
Note: When copying and pasting multiple ranges in Excel, the ranges are pasted
in one column, from top to bottom.
To Empty the Clipboard
Using the Mouse:
1. In the Clipboard toolbar, click
Note: Collected items remain in the Clipboard until all open Office applications are
closed.
Using the Fill HandleThe Fill Handle is especially useful when copying formulae across a range. It
allows the formulae to be created only once and then copied into the relevant
adjacent cells. When a formula is copied in Excel the references used are
adjusted. This is because Excel does not record the actual references, but the
position the cells refer to in relation to the cell containing the formula. This isknown as Relative Cell Referencing.
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To Copy Data to an Adjacent Range
Using the Mouse:
1. Select the data to copy
2. Position the mouse pointer on the fill handle
The mouse pointer shape changes to a crosshair.
3. Click and drag over the adjacent range
Whilst dragging, a tip displays a sample of the data being
copied and an outline displays indicating where the data
will be placed.
4. Release the mouse button
Using the Menu:
1. Select the data to copy and the adjacent cells to
copy to
2. Choose Edit, Fill
3. Choose the required direction, e.g. Right
Entering a Sequence of Data Using the Fill Handle
When using the fill handle, if the cell contains a number, date or time period that
Excel can extend in a series, the values are incremented instead of copied.
However, if the user wishes to copy values such as dates or times and not
increment them, they should hold the [Ctrl] key whilst dragging the fill handle.
The [Ctrl] key can also be used whilst dragging the fill handle to increment a
single number. It is possible to create a custom fill series for frequently used data
entries.
To Enter a Series Using the Fill Handle
Using the Mouse:
1. Type the first entry of the series, e.g. Monday
2. Click and drag the fill handle over the required area
3. Release the mouse button
To Create Custom Fill Series
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Using the Menu:
1. Choose Tools, Options
The Options dialogue box displays.
2. Choose the Custom Lists tab3. In the Custom lists box, choose NEW LIST
4. In the List entries box, type the first entry required
and press the [Enter] key
5. Repeat step 4 for each entry required
6. Choose Add
The data is added as a custom list to the bottom of the
Custom lists box.
7. On completion, choose OK
To Create Custom Fill Series from Existing Data
Using the Menu:
1. Choose Tools, Options
The Options dialogue box displays.
2. Choose the Custom Lists tab
3. In the Import list from cells box, click
The Options dialogue box collapses allowing the user to
view the worksheet.
4. Select the data required
Reference to the selected cells displays in the Options
dialogue box.
5. In the Options dialogue box, click
The dialogue box expands to its original size.
6. Choose Import
The data is added as a custom list to the bottom of the
Custom lists box
7. On completion, choose OK
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Chapter 7Working with Formulae
Topics
The following are covered in this chapter:
Creating Formulae
Editing a Formula
Changing the Order of a Calculation
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Creating FormulaeAll formulae start with =, e.g. 10-6 would be =10-6. Normally, formulae contain
cell references instead of actual numbers, so that they recalculate whenever the
numbers in the cells referred to are changed. A typical formula could be =B11-
B12. When creating a formula several arithmetic operators are used.
Operator Description
+ Addition
- Subtraction
* Multiplication
/ Division
% Percent
^ Exponentiation
To Create a Formula
Using the Mouse:
1. Select the answer cell
2. Type =
3. Select the first cell in the calculation
A dotted outline displays around the selected cell. If thewrong cell is selected it can be changed by simply
selecting another cell.
4. Type an arithmetic operator, e.g. +
Repeat steps 3 and 4 until the calculation is complete
5. In the Formula bar, clickor
Press the [Enter] key
Using the Keyboard:
1. Select the answer cell
2. Type the formula required, e.g. =B2-B3
3. Press the [Enter] key
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Using the Formula Palette
The Formula Palette makes it easier to create formulae by offering help to the
user as they work and automatically offering to correct common mistakes, e.g. if
the user types =B1/*B2, the Formula palette will display a message allowing theuser to edit the formula if required.
To Create a Formula Using the Formula Palette
Using the Mouse:
1. In the ActiveCell type =
2. Select Cell B2.
The Formula palette displays and can be moved to a new
location on the worksheet by simply clicking and dragging
it as required.A dotted outline displays around the selected cell. If the
wrong cell is selected it can be changed by simply
selecting another cell.
3. Type an arithmetic operator, e.g. +
Repeat steps 2 and 3 until the calculation is complete
4. The formula result displays in the Formula palette.
5. Press [Enter] to confirm
Editing a FormulaA formula can be edited in the same way as any other data. However, when
editing a formula, all cells and ranges referred to display in a different colour and
matching borders are applied to the cells and ranges, allowing the user to quickly
identify the cells referred to in the formula.
To Edit a FormulaUsing the Mouse:
1. Double-click on the formula to edit
The cells that the formula refers to display in a different
colour and borders are applied to the cells.
2. Edit the formula as required
3. In the Formula bar, click
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Understanding Circular References
When a formula refers to its own cell, either directly or indirectly, it is called a
circular reference. If the user creates a circular reference or opens a workbook
that contains a circular reference, an error message will display and may contain
suggestions for action.
Changing the Order of aCalculation
Brackets can be used to change the order of arithmetic precedence. A term
known to many users as BODMAS explains the order of precedence used in
calculations.
BODMAS Description
Brackets ()
Order ^ (Exponential)
Division /
Multiplication *
Addition +
Subtraction -
If a calculator was used to input the calculation 10+5*2, the answer would be 30.
However, in Excel the answer given to =10+5*2 would be 20, as multiplication iscalculated before addition. Using brackets will change the order of the
calculation, e.g. =(10+5)*2, would give the answer 30.
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Notes
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Chapter 8Functions and AbsoluteReferencing
Topics
The following are covered in this chapter:
Using Statistical Functions
Using AutoSum
Working with AutoCalculate
Absolute Cell Referencing
Understanding Conditional Logic
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Using Statistical FunctionsFunctions are predefined formulae that perform calculations by using specific
values, called arguments, in a particular order, called the syntax.
The syntax of a function begins with the function name, followed by opening
parenthesis, the range for the function and a closed parenthesis. When several
arguments are to be included in a single function, separate them with commas. If
the function starts a formula, type an = before the function name, e.g.
=Sum(A1:A8), =Sum(A1:A8,B1:B8).
Some of the most frequently used functions are:
Function Description
=Sum(range) Calculates the total of a range of numbers
=Average(range) Calculates the average of a range of numbers
=Max(range) Calculates the maximum number in a range
=Min(range) Calculates the minimum number in a range
=Count(range) Calculates the number of entries in a range
All of the above functions are created in a similar way. Once a function has been
created, use the fill handle to copy it across/down to the required range.
Remember formulae only need to be created once.
The user can create functions themselves or use the Function box and Formula
palette to assist them.
To Manually Create a Function
Using the Keyboard:
1. Select the answer cell
2. Type the function required, e.g. =Sum(
3. Select the range of cells required
Whilst dragging, a tip displays the row and column number
of the selected range and a dotted outline surrounds the
range.
4. Type )
5. Press the [Enter] key
The result of the formula displays in the answer cell and
the calculation displays in the Formula bar.
Note: If the user omits the closing parenthesis when entering a function that
needs only one pair of parenthesis, Excel will automatically enter the closingparenthesis for them.
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Using the Formula Palette
The Formula palette can be used to create formulae that contain functions so that
syntax errors are avoided. The user can choose one of the most commonly used
functions or choose another function category. As the function is created, the
Formula palette displays details of the function and its properties.
To Create a Function Using the Formula Palette
Using the Mouse:
1. Select the answer cell
2. In the Formula bar, type
The Formula palette displays and the Functions box
replaces the Name box.
3. In the Functions box, click
A list of the most commonly used functions displays.
4. Choose the function required, e.g. Average
The Formula palette expands to help the user create theformula.
5. In the Number1 box, click
The Formula palette collapses to display the worksheet.
6. Select the range required
A dotted outline displays around the selected range.
7. In the Formula palette, click
The Formula palette expands to its original size. Theformula result displays in the Formula palette.
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8. On completion, choose OK
The result of the formula displays in the answer cell and
the calculation displays in the Formula bar.
Insert FunctionsWhen creating a formula, if the function required is not listed in the Functions
box, the More Functions option can be selected. On choosing Insert Functions,
the Paste Function dialogue box displays allowing the user to choose the function
required and create the formula.
To Create a Formula Using Paste Functions
Using the Mouse:
1. Select the answer cell
2. In the Formula bar, click
The Formula palette displays and the Functions box replaces
the Name box.
The Insert Function dialogue box displays.
3. In the Function category box, choose the category
required, e.g. Statistical
4. In the Function name box, choose the function required,
e.g. Max
5. Choose OK
The Formula palette expands describing the usage of the
chosen function.
6. In the Number1 box, click
The Formula palette collapses to display the worksheet.
7. Select the range required
A dotted outline displays around the selected range.
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8. In the Formula palette, click
The Formula palette expands to its original size. The
formula result displays in the Formula palette.
9. On completion, choose OKThe result of the formula displays in the answer cell and
the calculation displays in the Formula bar.
Using AutoSumAny totals on a spreadsheet may be calculated very quickly using the AutoSum
button, instead of typing the =Sum function or using the Formula palette. The
AutoSum function will always suggest a range based on values above or to the
left of the answer cell, the range above takes priority. If the suggested range is
not correct, the user can select their preferred range.
To Use AutoSum
Using the Mouse:
1. Select the answer cell
2. In the Standard toolbar, click
The formula is automatically written and a range is
selected. If the range is not correct, an alternative can beselected in the normal way.
3. In the Standard toolbar, click to complete the
formula
Working with AutoCalculateTheAutoCalculate feature automatically sums selected data together, and can be
set to use other statistical functions such as Average or Count. Using
AutoCalculate means using a calculator or entering a temporary formula on aworksheet to quickly check a statistical calculation is no longer needed.
To Use AutoCalculate
Using the Mouse:
1. Select the range required
Excel automatically sums the selected range and displays
the answer in the Status bar at the bottom of the screen.
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2. Click the right mouse button in the Status bar
A list of available functions displays.
3. Choose the required function, e.g. Average
The result displays in the Status bar.
Absolute Cell ReferencingSometimes when copying a formula that contains a cell reference, it is important
that the reference is not relative, e.g. does not change as it is copied to other
cells. This means that the cell reference in the formula must be made Absolute
(fixed). An absolute cell reference contains $ symbols, e.g. $A$1. The $
symbol means fix. Any part of the cell reference can be made absolute. The user
can manually type the $ symbol into the formula or press the [F4] key. The [F4]
key offers four options if pressed repeatedly, e.g. A$1, $A1, A1, $A$1.
To Absolute a Cell
Using the Mouse:
1. Create the formula in the normal way, selecting the
cells to include
2. Press the [F4] key whilst selecting the cell that is to be
absolute
An absolute reference appears, e.g. $A$1.
Complete the formula in the normal way
Understanding Conditional LogicHaving the ability to test cells, and automate decisions based on the results of
those tests is one of the most valuable functions in Excel 2003. Logical functions
can be used either to see whether a single condition is true or false or to check
multiple conditions. A conditional logic function known as the IF function is used to
make decisions based on a logical test. The IF function can be used to determine
whether a condition is true or false. One value is returned if the condition is true
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and a different value is returned if the condition is false.
E.g. =IF(Condition,Action If True,Action If False)
Conditions can contain any of the following logical operators:
Symbol Meaning
= Equal to
> Greater than
< Less than
>= Greater than or equal to
0,Credit,
O/D)
If the value in cell B4 is greater than
zero, then the text CREDIT is displayed
in the answer cell, otherwise the text
O/D is displayed.
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Notes
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Chapter 9Enhancing aSpreadsheet
Topics
The following are covered in this chapter:
Changing the Appearance of aSpreadsheet
Inserting and deleting columns and rows
Modifying row height/column widths Alignment of data
Changing the font size and type
Number display
Borders & shading
Applying AutoFormats
Extend formats and formulae in a list
Spell Checking Feature
Using Text to Speech
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Changing the Appearance of aSpreadsheetThe appearance of a spreadsheet may be altered to make it easier and clearer to
understand. The range to change must always be selected first before formats
are added. Formats can be applied using the menu, toolbars, mouse or shortcut
menus. Usually the quickest way to format cells is to use buttons from the
toolbar.
Inserting and Deleting RowsRows can be insertedor deletedin a spreadsheet wherever necessary. To insert
a single row, select a cell in the row immediately below where the new row is to
be inserted, e.g. to insert a new row above row 3, select a cell in row 3. To insertmultiple rows, select rows immediately below where the new rows are to be
inserted. Select the same number of rows as the number to insert. When
inserting and deleting, Excel keeps formulae correct by adjusting references to
the cells that have moved to reflect their new location. However, when deleting,
a formula that refers to a deleted cell displays the #REF error value.
To Insert a Row
Using the Menu:
1. Select the row(s) as required
2. Choose Insert, Rows
or
Click the right mouse button in the selected area, choose
Insert
To Delete a Row
Using the Menu:
1. Select the row(s) to delete
2. Choose Edit, Delete
or
Click the right mouse button in the selected area, choose
Delete
The surrounding cells move to fill the space.
Inserting and Deleting ColumnsTo insert a column, select a cell in the column immediately to the right of where
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the new column is to be inserted, e.g. to insert a new column to the left of column
F, select a cell in column F. To insert multiple columns, select columns
immediately to the right of where the new columns are to be inserted. Select the
same number of columns as the number to insert.
To Insert a Column
Using the Menu:
1. Select the column(s) as required
2. Choose Insert, Columns
or
Click the right mouse button in the selected area, choose
Insert
To Delete a Column
Using the Menu:
1. Select the column(s) to delete
2. Choose Edit, Delete
or
Click the right mouse button in the selected area, choose
Delete
The surrounding cells move to fill the space and related
formulae update.
Inserting and Deleting a Range
When inserting and deleting, if the user does not want to affect the entire
worksheet, they can choose to insert or delete cells within a range and shift other
cells down, up, left or to the right.
To Insert a Range of Cells
Using the Menu:
1. Select the range in which to insert blank cells
2. Choose Insert, Cells
or
Click the right mouse button in the selected area, choose
Insert
The Insert dialogue box displays.
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3. Choose Shift cells right
or
Choose Shift cells down
4. Choose OK
To Delete a Range of Cells
Using the Menu:
1. Select the range in which to delete cells
2. Choose Edit, Delete
or
Click the right mouse button in the selected area, choose
Delete
3. The Delete dialogue box displays.
4. Choose Shift cells left
or
Choose Shift cells up
5. Choose OK
Adjusting the Column WidthIf data appears to have extended into another cell and the user wishes to display
it in one cell, the width of the column can be altered to accommodate the data.
The standard column width in a new Excel worksheet is set to 8.43. By double
clicking on a column boundary, Excel will automatically adjust the width of that
column to fit the longest entry. Alternatively, the user can specify a particular
measurement by dragging the boundary with the mouse.
To Change the Column Width
Using the Mouse:
1. To change the width of a single column, position the
mouse on the column boundary to the right of the
required column
or
To change the width of several columns, select the
columns required and position the mouse on the columnboundary to the right of any of the selected columns
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The mouse pointer changes shape.
2. Click and drag right to increase the width
or
Click and drag left to decrease the width
Whilst dragging, a column width tip displays the width.
Using the Menu:
1. Select the column(s) to alter
2. Choose Format, Column, Width
or
Click the right mouse button in the selected area,
choose Column WidthThe Column Width dialogue box displays.
3. In the Column width box, type the width required
4. Choose OK
To Change the Column Width to the Longest Entry
Using the Mouse:
1. Select the column(s) to alter
2. Position the mouse on the column boundary required
The mouse pointer changes shape.
3. Double-click
The width of the column alters to the size of the longest
entry in the column.
Using the Menu:
1. Select the column(s) to alter
2. Choose Format, Column, AutoFit Selection
To Change the Column Width for the Entire Worksheet
Using the Menu:
1. Choose Format, Column, Standard Width
The Standard Width dialogue box displays.
2. In the Standard column width box, type the width
required
3. Choose OK
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All columns in the current worksheet adjust to the same
width, except those columns that have previously been
changed.
Modifying the Row HeightThe standard row height in a new Excel worksheet is set to 12.75. This may bealtered through the menu or with the mouse. To make the row height fit the
contents, the user can double-click on the boundary below the row required.
To Modify the Row Height
Using the Mouse:
1. To change the height of a single row, position the
mouse on the row boundary below the required rowor
To change the height of several rows, select the rows
required and position the mouse on the row boundary
below any of the selected rows
or
To change the height of the entire worksheet, select all
of the worksheet and position the mouse on any row
boundary2. The mouse pointer changes shape to a double-headed
arrow.
3. Click and drag down to increase the height
or
Click and drag up to decrease the height
or
Double-click to accommodate the largest font size in therow
4. Whilst dragging, a row height tip displays the height.
Using the Menu:
1. Select the rows to alter
2. Choose Format, Row, Height
or
Click the right mouse button in the selected area,
choose Row Height
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The Row Height dialogue box displays.
3. In the Row height box, type the height required
4. Choose OK
Hiding Columns and RowsColumns and rows that still exists in the worksheet, but are not visible to the user.
To Hide Column
Using the Mouse:
1. Select the column(s) to hide
2. Right mouse click, Select Hide
Using the Menu:1. Select the column(s) to hide
2. Choose Format, Column, Hide.
To UnHide Column
Using the Mouse:
1. Select the column(s) to unhide
2. Right mouse click, Select Unhide
Using the Menu:
1. Select the column(s) to hide
2. Choose Format, Column, unhide.
To Hide Row
Using the Mouse:
3. Select the row(s) to hide
4. Right mouse click, Select HideUsing the Menu:
1. Select the row(s) to hide
2. Choose Format, Row, Hide.
To UnHide Row
Using the Mouse:
1. Select the row(s) to unhide
2. Right mouse click, Select Unhide
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Using the Menu:
1. Select the row(s) to hide
2. Choose Format, Row, unhide.
Changing the Alignment of DataWhen entering data into a cell, Excel horizontally and vertically aligns it
accordingly to the default alignment. Horizontal alignment defaults to General
which right aligns numbers, formulae and dates and left aligns text. Excel also
automatically aligns data vertically at the bottom of a cell.
Horizontal alignment Description
Left (Indent) Aligns contents at the left edge of the cell. Thisoption can also be used to indent the contents of
a cell from the left by a specified number of
character spaces.
Center Centres the contents in the cell.
Right Aligns the contents at the right edge of the cell.
Fill Repeats the characters in the left-most cell across
the selected range. All cells to be filled in the
selected range must be empty.
Justify Breaks the cell contents into multiple lines within
the cell and adjusts the spacing between words so
that all lines are as wide as the cell.
Center Across
Selection
Centres the contents of the left-most cell across
the selected range. All other cells in the selected
range must be empty. The cells are not merged.
The data remains in the left-most cell although it
may appear otherwise.
To Change the Horizontal Alignment
Using the Mouse:
1. Select the cells to format
2. In the Formatting toolbar, click the required
alignment button
Using the Menu:
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1. Select the cells to format
2. Choose Format, Cells
or
Click the right mouse button in the selected area, chooseFormat Cells
3. The Format Cells dialogue box displays.
4. Choose the Alignment tab
5. In the Horizontal box, click
A list of available alignment displays.
6. Choose the alignment required
7. Choose OK
To Change the Vertical Alignment
Using the Menu:
1. Select the cells to format
2. Choose Format, Cells
or
Click the right mouse button in the selected area,
choose Format Cells
The Format Cells dialogue box displays.
3. Choose the Alignment tab
4. In the Vertical box, click
A list of available alignment displays.
5. Choose the alignment required, e.g. Center
6. Choose OK
Merging Cells
To align data that spans several columns or rows, e.g. column and row labels, the
user can merge the range of cells and align the text within the resulting merged
cell.
To Merge Cells
Using the Menu:
1. Select the cells to merge2. Choose Format, Cells
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or
Click the right mouse button in the selected area,
choose Format Cells
The Format Cells dialogue box displays.
3. Choose the Alignment tab
4. Choose Merge cells
If required change the horizontal and vertical alignment
5. Choose OK
The selected cells combine into a single cell. The cell
reference for a merged cell is the upper left cell in the
original selected range.
To Merge Cells and Centre the Contents
Using the Mouse:
1. Select the cells to merge
2. In the Formatting toolbar, click
Indenting Text
Excel can indent the contents of a cell from the left by a specified number of
character spaces. The character spaces are based on the standard font and font
size.
To Indent Text
Using the Mouse:
1. Select the cells to indent
2. In the Formatting toolbar, click to increase the
indent
or
In the Formattin