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TheMouseTrainingCompany
MSExcel2007
Introduction
Tel:+44(0)2079209500
http://www.mousetraining.co.uk
MSOffice
Training
Specialists
http://www.mousetraining.co.uk/http://www.mousetraining.co.uk/ -
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TABLEOFCONTENTS
INTRODUCTION ....................................................................................................... 1
HowTo
Use
This
Guide .................................................................................................................. 1
Objectives....................................................................................................................................... 1Instructions .................................................................................................................................... 1
SECTION1THEBASICS............................................................................................. 3WINDOWSCONCEPTS.................................................................................................................3
Menus ............................................................................................................................................ 4Ribbons .......................................................................................................................................... 4OfficeButton.................................................................................................................................. 6Toolbars ......................................................................................................................................... 6NameBox....................................................................................................................................... 7FormulaBar.................................................................................................................................... 7Worksheets .................................................................................................................................... 7StatusBar....................................................................................................................................... 7TaskPane ....................................................................................................................................... 8SmartTags...................................................................................................................................... 8
GETTINGHELP ............................................................................................................................9MICROSOFTEXCELHELP..............................................................................................................9
SECTION2MOVEAROUNDANDENTERINFORMATION ........................................ 11MOVING...................................................................................................................................11
MovingAroundWorkbook........................................................................................................... 11Scrolling........................................................................................................................................ 11
USEFULKEYSFORMOVING .......................................................................................................12WorkbookSheets......................................................................................................................... 13MovingAroundSheet .................................................................................................................. 13
DATAENTRY.............................................................................................................................14EnterTextAndNumbers.............................................................................................................. 14CancellingAndEditingDataEntries............................................................................................. 14EnterDates................................................................................................................................... 15Autocomplete .............................................................................................................................. 16PickFromList ............................................................................................................................... 16
EDITING....................................................................................................................................17TypingReplacesSelection............................................................................................................ 17UseTheMouseToEdit ................................................................................................................ 17UsingTheKeyboard ..................................................................................................................... 18SelectInformation........................................................................................................................ 18Select
Multiple
Sheets.................................................................................................................. 19SelectNonAdjacentSheets......................................................................................................... 19
CLEARCONTENTS,FORMATSANDCOMMENTS .........................................................................20THEFILLHANDLE.......................................................................................................................21USEFULINFORMATION.............................................................................................................21
Scrolling........................................................................................................................................ 21DataEntry .................................................................................................................................... 21SelectCellsToLimitDataEntry.................................................................................................... 22SelectCellsForMultipleEntry ..................................................................................................... 22
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SECTION3FORMULAEANDFUNCTIONS................................................................ 23FORMULAE...............................................................................................................................23
TypingFormulae .......................................................................................................................... 23EnteringFormulaeByPointing..................................................................................................... 24ErrorsInFormulae ....................................................................................................................... 25FillingFormulae............................................................................................................................ 25TheFillHandleAndFormulae...................................................................................................... 26FillFormulaeUsingKeystrokes .................................................................................................... 27BODMASWithFormulae.............................................................................................................. 27
FUNCTIONS ..............................................................................................................................28SumFunction ............................................................................................................................... 28Autosum....................................................................................................................................... 28OtherCommonFunctions............................................................................................................ 29FunctionLibrary ........................................................................................................................... 29InsertFunction............................................................................................................................. 30FunctionBox ................................................................................................................................ 31TypeFunctions............................................................................................................................. 31FunctionArgumentToolTips....................................................................................................... 31
CELLREFERENCES......................................................................................................................32CountingAndTotallingCellsConditionally .................................................................................. 32UseSumif()................................................................................................................................... 33UseCountif................................................................................................................................... 34
ABSOLUTEANDRELATIVEREFERENCES .....................................................................................35RelativeReferences...................................................................................................................... 35AbsoluteReferences .................................................................................................................... 35FillHandle..................................................................................................................................... 36AbsoluteReferences .................................................................................................................... 36
SECTION4FILEOPERATIONS ................................................................................. 37SaveFiles...................................................................................................................................... 37File
Types
And
File
Names............................................................................................................ 38
SavingChangesToFiles................................................................................................................ 39SavingAsADifferentTypeOrDifferentName ............................................................................ 39CloseFiles..................................................................................................................................... 40OpenFiles..................................................................................................................................... 41NewFiles...................................................................................................................................... 41
SECTION5.............................................................................................................. 43MOVINGANDCOPYINGDATA...................................................................................................43
MovingItems ............................................................................................................................... 43CopyingItems............................................................................................................................... 44Clipboard...................................................................................................................................... 44DragAndDrop.............................................................................................................................. 45Shortcut
Menus............................................................................................................................ 46
MovingAndCopyingBetweenFiles............................................................................................. 47InsertPaste .................................................................................................................................. 47MovingAndCopyingBetweenWorksheets................................................................................. 48PasteSpecial ................................................................................................................................ 48
SECTION6FORMATTING ....................................................................................... 51FormattingGroupsOnHomeRibbon .......................................................................................... 51
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Font.............................................................................................................................................. 51PointSize...................................................................................................................................... 52Bold,ItalicAndUnderline ............................................................................................................ 52FontColour................................................................................................................................... 53BackgroundFillColour ................................................................................................................. 54Borders......................................................................................................................................... 54Alignment..................................................................................................................................... 55MergeCells .................................................................................................................................. 55Indents ......................................................................................................................................... 56NumberFormats.......................................................................................................................... 56AdvancedFormats ....................................................................................................................... 58FormatCellsDialog ...................................................................................................................... 58CustomNumberFormats............................................................................................................. 66
FORMATTINGCOLUMNSANDROWS.........................................................................................67ColumnWidth .............................................................................................................................. 67RowHeight................................................................................................................................... 69HideColumns,RowsAndSheets.................................................................................................. 70
INSERTANDDELETECELLS,ROWS,COLUMNSORSHEETS...........................................................72AddCells....................................................................................................................................... 72Delete
Cells .................................................................................................................................. 74
FORMATPAINTER.....................................................................................................................75ShortcutKeysForFormatting ...................................................................................................... 75
SECTION7NAMES................................................................................................. 77RulesWhenNamingCells ............................................................................................................ 77Todefineaname ......................................................................................................................... 78SelectingNames(Navigation)...................................................................................................... 79ManageNamesByUsingTheNameManager............................................................................. 80NamesInFunctions...................................................................................................................... 82PasteListOfNames ..................................................................................................................... 83IntersectingNames ...................................................................................................................... 83
SECTION8WORKINGWITHMULTIPLESHEETS ...................................................... 85MULTIPLEWORKSHEETS ...........................................................................................................85
MovingBetweenTheWorkbookSheets...................................................................................... 85WorksheetNames........................................................................................................................ 85MoveAndCopyWorksheets........................................................................................................ 86InsertAndDeleteWorksheets..................................................................................................... 86
ACTIVATEGROUPMODE...........................................................................................................88GroupAdjacentSheets ................................................................................................................ 88GroupNonAdjacentSheets ........................................................................................................ 88DeactivateGroupMode............................................................................................................... 88
FILLDATAACROSSWORKSHEETS ..............................................................................................893
D
Formulae................................................................................................................................ 89
ExternalReferences ..................................................................................................................... 90PROTECTWORKSHEETDATA.....................................................................................................92
UnlockCells.................................................................................................................................. 92WorksheetProtection.................................................................................................................. 93UnprotectSheets ......................................................................................................................... 94ViewWorksheetsSideBySide..................................................................................................... 94HideWindows.............................................................................................................................. 95WatchWindow ............................................................................................................................ 96
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ChangeColourOfWorksheetTab................................................................................................ 97SECTION9PRINTING ............................................................................................. 99
PRINTPREVIEW ........................................................................................................................99PAGESETUP............................................................................................................................100
MarginsTab................................................................................................................................ 103Header/Footer
Tab..................................................................................................................... 105NewMethodsForHeadersAndFootersIn2007....................................................................... 106
InsertSpecificElementsInAHeaderOrFooter......................................................................... 106HeaderOrFooterForAChart.................................................................................................... 107AddAPredefinedHeaderOrFooter.......................................................................................... 108ChooseTheHeaderAndFooterOptions ................................................................................... 109SheetTab ................................................................................................................................... 111PrintTitles .................................................................................................................................. 113PageBreaks................................................................................................................................ 116PrintData ................................................................................................................................... 117Copies......................................................................................................................................... 118
SECTION10MANIPULATINGLARGEWORKSHEETS.............................................. 119SplitScreen................................................................................................................................. 119FreezePanes .............................................................................................................................. 120Zoom .......................................................................................................................................... 121
SECTION11SORTING&SUBTOTALLINGDATA..................................................... 123LISTS.......................................................................................................................................123
Do............................................................................................................................................... 123DoNot........................................................................................................................................ 123
SORTINGLISTDATA ................................................................................................................123QuickSort................................................................................................................................... 123MultiLevelSort.......................................................................................................................... 124
SUBTOTALS ............................................................................................................................125Organising
The
List
For
Subtotals............................................................................................... 125
Example:..................................................................................................................................... 126SummarisingASubtotalledList.................................................................................................. 126ShowAndHideByLevel............................................................................................................. 128RemoveSubtotals ...................................................................................................................... 129
SECTION12CUSTOMISINGEXCEL........................................................................ 131SETEXCELOPTIONS ................................................................................................................131
Popular....................................................................................................................................... 131Proofing...................................................................................................................................... 132Save............................................................................................................................................ 133Resources................................................................................................................................... 133ADVANCED
OPTIONS.................................................................................................................. 134CustomiseQuickAccessToolbar................................................................................................ 135
EXCEL2007SPECIFICATIONSANDLIMITS ............................................................ 137
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Excel2007Introduction
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INTRODUCTION
Excel2007isapowerfulspreadsheetapplicationthatallowsuserstoproducetablescontainingcalculations
and graphs. These can range from simple formulae through to complex functions and mathematical
models.
HowToUseThisGuide
This manual should beused as a point of reference following attendance of the introductory level Excel
2007trainingcourse. Itcoversallthetopicstaughtandaimstoactasasupportaidforanytaskscarriedout
bytheuserafterthecourse.
Themanualisdividedintosections,eachsectioncoveringanaspectoftheintroductorycourse. Thetable
ofcontents liststhepagenumbersofeachsectionandthetableoffigures indicatesthepagescontaining
tablesanddiagrams.
Objectives
Sectionsbegin
with
alist
of
objectives
each
with
its
own
check
box
so
that
you
can
mark
off
those
topics
thatyouarefamiliarwithfollowingthetraining.
Instructions
Those who have already used a spreadsheet before may not need to read explanations on what each
commanddoes,butwouldratherskipstraighttotheinstructionstofindouthowtodoit. Lookoutforthe
arrowiconwhichprecedesalistofinstructions.
Keyboard
Keysarereferredtothroughoutthemanualinthefollowingway:
[RETURN]Denotesthereturnorenterkey,[DELETE]denotestheDeletekeyandsoon.
Whereacommandrequirestwokeystobepressed,themanualdisplaysthisasfollows:
[CTRL] [P]thismeanspresstheletterpwhileholdingdowntheControlkey.
Commands
Whenacommandisreferredtointhemanual,thefollowingdistinctionshavebeenmade:
WhenRibboncommandsare referredto,themanualwillreferyoutotheRibbonE.g.ChooseHOME
fromtheRibbonsandthenBforbold.
When dialogbox optionsare referred to, the following stylehas beenused for the textIn thePAGE
RANGEsectionofthePRINTdialog,clicktheCURRENTPAGEoption
DialogboxbuttonsarealsoinboldtextClickOKtoclosethePRINTdialogandlaunchtheprint.
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Notes
Within each section, any items that need further explanation or extra attention devoted to them are
denotedbyshading. Forexample:
Excelwillnotletyoucloseafilethatyouhavenotalreadysavedchangestowithoutprompting
youtosave.
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SECTION1THEBASICS
Bytheendofthissectionyouwillbeableto:
UnderstandandusecommonWindowselements
LaunchExcel
Understandtheconceptofaspreadsheet
RecogniseExcelscreenelements
WorkwithToolbars
UseMenus
GetHelp
WINDOWSCONCEPTS
Excel
is
an
application
that
runs
under
the
Windows
graphical
user
interface.
When
launched,
Excel
sits
in
itsownwindow thebox thatsurrounds theapplicationelements. Thewindowcanbemoved,sized,
closed, minimised and maximised using the features common to the Windows environment these are
listedbelow:
WINDOWBORDERTheboxthatsurroundstheExcelscreenwhenitisnotmaximisediscalledthewindowborder. Whenthemouseisovertheborder,thepointerchangesfromasingletoadoubleheadedarrow
clickinganddraggingwiththisshapeallowsthewindowtoberesized.
TITLEBARThecolouredbar thatappearsat the topof theExcel window. The titlebar tellsyouwhichapplicationyouareusingandiftheworkbookyouareinismaximised,itwillalsocontainthenameofthe
workbook. IftheExcelwindow isnotmaximised,bypositioningthemouseoverthetitlebarandclicking
anddragging,youcanmovetheExcelwindowtoanewlocationonthescreen.
MAXIMISEBUTTON
Whenworking
in
aworkbook,
the
Excel
screen
contains
two
windows,
an
application
windowandaworkbookwindow. Youcanmaximisebothwindowstocapitaliseonthespaceyouhaveon
screen. Ifyouwould likethewindowthatyourExcelapplication is intofillupthewholescreen,clickthe
outermostmaximisebutton. Youmayfindthattheworkbookyouareincanstillbebiggerclicktheinner
maximisebuttontofilltheremainingspacewithintheExcelapplicationwindow.
MINIMISEBUTTONThisbutton isveryuseful ifyouneedtotemporarilyswitchfromExcel intoanotherapplicationwithoutclosingExceldowncompletely. ClicktheminimisebuttontoshrinkExceltoaniconon
thetaskbar;youwillthenbeabletoviewothericonsandapplicationsyoumaywishtoaccess. Whenyou
are finished and ready to continue, click the Excel icon from the task bar to resume. The innermost
minimisebuttonwillminimisethecurrentworkbookwindow.
RESTOREBUTTONThisbuttononlyappearswhenawindowismaximised. Amaximisedwindowhasnoborder
and
you
cannot
see
what
is
behind
it.
If
you
want
to
put
the
window
back
inside
its
border
so
that
youcanmoveandsizeit,clicktherestorebutton.
CLOSEBUTTON This button is used to close a window. If you click the close button for a workbookwindowyouclosethedocument. ThelastbuttonwillclosetheExcelapplication.
DIALOGBOXLAUNCHERthisbuttonlaunchesdialogboxesspecifictothepartoftheribbonyouseethem
the category will be named such as FONT, CLIPBOARD, etc
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Menus
Menus are no longer used in Excel they have been replaced by Ribbons and will be referred to as such
throughoutthemanual
Ribbons
Ribbonsaretabsthatshowdifferentcommandswithrespecttowhatyouwishtodo. TheHOMEribbonshowsbasicformattingoptions.
The INSERT ribbon allows the insertion of any object. Just click on the named ribbon to see list ofcommandsthatyoucanperformbyclickingontheappropriateicon.
Byholdingyourmouseoveran icon,ahelpfulhintwillappeartoshowyouwhatthatcommandwilldo.
Clickingwillapplythatcommand
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AnyIconontheribbonwithadownarrowoffersotheroptionsandsometimesadialogbox.
E.G.choosingacolumnchartwillofferanumberofvarietiesofcolumnchartstoinsert. Clickingrightatthe
bottomwhereitoffersallcharttypeswillbringupadialogboxtoinsertanycharttype
DialogBox
To open a dialog box use dialog box launcher when the dialog box is open, make a choice from the
various
options
and
click
OK
at
the
bottom
of
the
dialog
box.
If
you
wish
to
change
your
mind
and
close
the
dialogboxwithoutmakingachoicethenclickonCANCEL. Thedialogboxwillclosewithoutanychoicebeingapplied. Ifyouwouldlikehelpwhilethedialogboxisopenthenclickonthe?inthetoprighthand
cornerthiswillbringupahelpwindowthatwilldisplaytherelevanttopics.
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LookatagrouptypeontheribbonsuchasFONTand inthebottomrighthandcornerofthatgroupyoumayseeasmallboxwithanarrow,clickingthisisanothermethodtocallupadialogbox,thistime,directly
fromtheribbon. ManydialogboxesmaybemorefamiliarifyouhaveusedEXCELbefore.
OfficeButton
TheOFFICEBUTTON isthestartofexcelandhasmany importantcommandsandoption. Suchasexcelsettings,opening,saving,printingandclosingfiles. Thiswillbeexploredfurtherlaterinthemanual.
Toolbars
ThereareonlytwotoolbarswithinthenewversionofOffice2007thereistheQUICKACCESSTOOLBAR
seenherenexttotheOFFICEBUTTON,andthereistheMINITOOLBAR
QuickAccessToolbar
By default there are only three buttons on the QUICKACCESSTOOLBAR but these can be edited and
otherregularlyusedbuttonscanbeplacedthere. UsingthedropdownmenunesttotheQUICKACCESS
TOOLBARwillallowthecustomisationofthistoolbaraddingyourmostoftenusedcommands.
MiniToolbar
Whenevertextisselectedwithinexcelasmallformattingtoolbarwillappearabovethehighlightedtextit
will
disappear
if
the
mouse
cursor
is
moved
away
from
the
toolbar
and
will
reappear
when
the
mousecursorismovedoverthehighlightedtextagain.
Office
Button
Quick
Access
Toolbar
Customising
menufor
toolbar
MiniToolbar
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NameBox
The NAMEBOX is the small white box to the left of the FORMULABAR. It has a number of usefulfeaturessuchasnavigation,thecreationandselectionofnamedcellsandranges. Enteringacellreference
andpressingreturnwillnavigateyoutothespecificcellentered. Usingthedropdownarrowtotherightof
itwillallowyoutoselectanyspecifiednamesintheworkbook. Whencreatingfunctionstheboxwillhavea
differentappearance
and
will
allow
you
to
choose
the
most
popular
functions
used
in
that
workbook.
FormulaBar
TheFORMULABAR isthewhitebartotherightoftheNAMEBOXand isusedforenteringandediting
data,creating
and
editing
functions
and
formulae.
The
construction
of
formulae
and
functions
can
be
seen
inthisbarevenwhenthecellcontainingtheformulaisshowingacalculatedvalue. (Unlesscellisformatted
toHIDDENandthesheetprotected). Thefxbuttonontheleftofthebarisatooltocreatefunctionsandformulae.
Worksheets
You
use
worksheets
to
list
and
analyse
data.
You
can
enter
and
edit
data
on
several
worksheets
simultaneously and perform calculations based on data from multiple worksheets. When you create a
chart,youcanplace thecharton theworksheetwith its relateddataoronaseparatechartsheet. The
namesoftheworksheetsappearontabsatthebottomoftheworkbookwindow. Thenameoftheactive
sheetisbold.
StatusBar
TheStatusbar,acrossthebottomofthescreen,displaysdifferent informationatdifferenttimes. Tothe
leftisanindicator,whichwilldisplayReady,Editetc.dependingonthemodeinwhichtheuseriscurrently
working. Ifmenusarebeingaccessed,thisareawillusuallygivedetailsonthecurrentlyhighlightedmenu
option. Ifyouareinthemiddleofataskcopyingdataforexamplethisareawilloftendisplaymessages
andpromptsinstructingyouonwhattodonext.
TotherightoftheStatusbar,keyboardstatusindicatorsrevealwhethertheNumLocketc.areswitchedon.
Name
Box
Formula
bar
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TaskPane
A task pane is a window that collects commonly used actions in one place.
Thetaskpaneenablesyoutoquicklycreateormodifyafile,performasearch,
orviewtheclipboard.
Itis
aWeb
style
area
that
you
can
either,
dock
along
the
right
or
left
edge
of
the window or float anywhere on the screen. It displays information,
commandsandcontrolsforchoosingoptions. Like linksonaWebpage,the
commands on a task pane are highlighted in blue text, they are underlined
whenyoumovethemousepointeroverthem,andyourunthemwithasingle
click.
A task pane is displayed automatically when you perform certain tasks, for
examplewhenyouchooseINSERT,CLIPARTRibbonstoinsertapicture
SmartTags
SmartTags, first introduced inMicrosoftOfficeXP,make iteasier foryoutocompletesomeofthemore
commontasks
and
provide
you
with
control
over
automatic
features.
YoudonothavetocompleteanyadditionalstepstomaketheSmartTagsappearordisappearinExcel. The
Paste Options, AutoFill Options, Trace Error and Insert smart tags appear automatically to allow you to
quickly choose actions and remain in place until you begin another action. For example, when you
completeapasteoperation,thePasteOptionsbuttonremainsinplacealongsideyourtextuntilyoubegin
typingnewtext.
ThisfeaturealertsyouviaasmartTagofapossibleerrorinacell. Youcanselectacommandtoresolvethe
error,ignoreit,oraccessfurtherErrorCheckingoptions.
Theexampleaboverightshowstheuseofasmarttagwhereaformulahasbeenwrittenintoacellwitha
possible
error
i.e.
=Sum
(A1:A2)
may
need
to
read
=Sum
(A1:A3).
If
you
hover
over
the
tag,
the
message,
theformulainthiscellreferstoarangethathasadditionalnumbersadjacenttoit,appearsthentheoptionsdropdown.
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GETTINGHELP
Exceloffersseveralquickwaystogethelpwhenperformingparticulartasks. Youcanselectfroma listof
topics provided by Help, or you can even type a help request in plain English, and Excel will supply the
answerusingtheAnswerWizard.MICROSOFTEXCELHELP
Toaccesshelp:
i. Click? OnthetitlebarORpressF1. TheHelpwindowwillopen:
ii. Thisisverysimilartoawebpage
iii. Youmayentersearchcriteriaandpress[RETURN](likeasearchwhenontheinternet)
iv. Thewindowwilldisplaythetopicsthatmatchyoursearch. Clickonatopicinorderforittobedisplayed
Findaspecifictopic
i. Thecontentspageallowsyoutoselectfromalistoftopicheadings. Likesearchresultsontheinternet
theseareHYPERLINKStohelpfiles.
ii. Youmayneedtobeonlinetoaccesssomeofthehelplinks. Thesearchwillbemoreextensiveifyouare
onlineasitwillsearchonlinehelpfilesfromMicrosoft.
Figure1 Searchresults
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SECTION2MOVEAROUNDANDENTERINFORMATION
MOVING
MovingAroundWorkbookWithsuchalargeworkingareaavailable,youneedtobeawareofsomeofthetechniquesusedformoving
aroundtheworkbook. Itispossibletomoveusingeitherthekeyboardorthemouse.
Mouse
i. Themouseisgoodifyouwanttomovesmalldistances. Clickthewhiteplusonanycellthatyouwantto
moveto. Thecellyouclickedonbecomestheselectedcell.
Depending on theposition of the mouse in relation to the active cell, Excel displays different
pointershapes. Theshapethatmustbedisplayingwhenmovingtoacellorselectingcellsis
Keyboard
i. Youcanselectacellbymovingaroundwithyourcursorkeys. (Arrowkeysonyourkeyboard).
ii. Havingselectedacell,bydoubleclickingthecell itbecomestheactivecellwithaflashingcursor. You
canalsomakeacellactivebyclickingintheFORMULABARorbypressingtheF2key
Pleasenotethatwhileanycellisactivevariouscommandswillnotbeavailableuntilthecellisno
longeractive. YoumayclosethecellbypressingRETURNorcancellingwhateverwasenteredbypressingESC.
Scrolling
Theverticalandhorizontalscrollbarsdonotmovetheactivecellbuttheydoallowyoutoseeareasofthe
worksheetthatarenotcurrentlyvisible. Havingscrolledtoanareaoftheworksheet, ifyouthenneedto
movetheactivecellintothatregion,clickthemouseontoacellofyourchoice.
Tousethescrollbars:
i. Click
on
the
scroll
arrows
up/down
or
left/right.
ii. Dragthescrollboxuntiltherelevantcellbecomesvisible.
The size of a scroll box indicates theproportional amount of the used area of the sheet that is
visibleinthewindow. Thepositionofascrollboxindicatestherelativelocationofthevisiblearea
withintheworksheet.
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USEFULKEYSFORMOVING
Thetablebelowlistssomeusefultipsforscrolling:
Toscroll DothisOnerowupordown Clickthearrowsintheverticalscrollbar.
Onecolumnleftorright Clickthearrowsinthehorizontalscrollbar.
Onewindowupordown Click above or below the scroll box in the vertical
scrollbar.
Onewindowleftorright Click to the left or right of the scroll box in the
horizontalscrollbar.
Whendraggingthescrollboxascrolltipwilldisplay,showingtheroworcolumnyouwillmoveto
whenyoureleasethemouse.
Keyboard
Whenyouneedtomovefurther, it isbettertousethekeyboard. Thetablebelow listsusefulmovement
keys.
ToMove DoThis
OneCellUp,Down,LeftorRight [][][][]UpOneScreen [PAGEUP]
DownOneScreen [PAGEDOWN]
LeftOneScreen [ALT][PAGEUP]
RightOneScreen [ALT][PAGEDOWN]
ToEdgeofWorksheet
(orcurrentblockofdata)
[CTRL][RELEVANTARROWKEY]
ToaParticularCell [F5]thentypethereferenceforthecellrequiredandpressReturn
TocolumnAinthecurrentrow [HOME]
TocellA1 [CTRL][HOME]
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WorkbookSheets
Tomovebetweensheets
Eachnewworkbookcontainsworksheets,namedSheet1toSheet3. Thesheetnameappearsonatabat
thebottomoftheworkbookwindow.
Mouse
i. Youmayclickonanysheettabtogotothatsheet
Keyboard
i. Press[CTRL][PAGEDOWN]tomovetothenextsheet,or[CTRL][PAGEUP]tomovetotheprevioussheet.
Ifthesheetrequiredisnotinview,usethetabscrollingbuttonstodisplaythesheet.
Thelasttabistocreateanewworksheet,becarefuloranynewsheetsmayneedtobedeleted
MovingAroundSheet
Tomovetoaspecificcell:
Go
To
Youcanuse[F5]totellExceltomovetoaspecificcell. [F5]istheMicrosoftOfficeGoTokey. Whenyou
press[F5]inExceladialogboxisdisplayedwhereyoucantypeinacellreference.
Keyboard
i. Press[F5]onthekeyboard. Thefollowingdialogboxwillappear.
ii. TypethecellreferencethatyouwanttomovetointheREFERENCEbox
andpress[RETURN].
iii. Youcanuse[F5]tomovetoacell inadifferentsheet. E.G. Togoto
Sheet7 cell A1 you can press [F5] and then type Sheet7!A1. (The
exclamation
mark
tells
excel
that
the
text
immediately
before
it,
is
a
sheetname. Thesheetnamemustexistintheworkbook)
iv. Excelkeepsa logofthecellsyouhavevisitedusingthe 'Goto'key,and
liststhem in the 'GOTO' listareaof thedialog. Youcangoback toa
previously visited cell by pressing [F5] and doubleclicking on the cellreferenceyouwantfromthelist.
v. NamedrangesarealsolistedintheGOTOlistiftheyhavebeensetup.
Sheettabs
SheetTab
scrolling
buttons
New
worksheet
tab
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DATAENTRY
EnterTextAndNumbers
Therearevariousaspectstonoteandbeawareof,bothintermsofenteringdata,andalsotodowiththe
natureof
the
data
being
entered.
You
can
enter
data
into
acell
by
positioning
the
cursor
in
the
cell
and
typingtheinformation. Themaximumnumberofcharactersthatacellcancontainis32,000.
Excelrecognisestextandnumericentriesandinitiallydisplaysthemwithdifferentalignmentsleftfortext
andrightfornumbers. Youcanoverridethesewithotherformatsifrequired.
Toenterinformation:
Mouse
i. Movetothecellwhereyouwanttheentryandtypeaword(forexampleNAMEincellA1). Thetextwill
appearintheFormulabaraswellasinthecurrentcell. Thecursorwillbevisibleasaflashinginsertion
pointintheformulabar.
ii. Clickon
the
green
tick
mark
on
the
formula
bar
to
confirm
the
entry.
OR
Keyboard
i. Press[RETURN]toconfirmtheentry.
Untilyouconfirmanentry,Excelremainsin"Enter"mode,andthecell isactive(seeStatusbar).
Excelwillreturntothe"Ready"mode,andthetextwillappearinthecell.
Whenyoupress[RETURN]toconfirmanentry,Excelwillbydefaultmovetheselectedcelldownto
the cell below. You can disable this setting or choose to move the selected cell in a different
directionusingtheEXCELOPTIONSdialogbox(OFFICEBUTTON). SeetheCustomisationsectionfor
more
information.
CancellingAndEditingDataEntries
Youmayfindthatyouhavetypedanentryintothewrongcell. Providedyouhavenotconfirmedtheentry
bypressing[RETURN]orclickingthegreentickfromtheformulabar,youcanabandonit.
Toabandonorcancelanentry:
Mouse
i. ClicktheredcrossfromtheFormulaBar.
OR
Keyboard
i. Press[ESC]tocancelentry
When you have confirmed an entry, while the cell is still selected, the current cell reference will be
displayed in theNameboxand thecell contentsare displayed in the Formula bar. Text information, as
opposedtonumeric information,willinitiallyappearleftalignedwithinthecell. Ifyouentertextwhichis
longerthanthecolumnwidth,thedisplayontheworksheetwillseemtooverlap intothenextcelltothe
right(ifthatcellisempty).
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Toeditanunconfirmedentry
Occasionally,youmaymakeatypingerrorpriortoconfirminganentry. Youcannotusethearrowkeysto
movebackwardyouMUSTusetheformulabaratthatpointusingthearrowkeysmerelyconfirmstheentry
andmovesthefocusoftheselectedcell.
To
edit
aconfirmed
entry
i. Doubleclickonthecellcontainingthedatatobeedited
OR
i. Press[f2]key
OR
i. Editdirectlyinformulabar
Usinganyofthesemethodsabovewillallowchangethecelltoanactivecellandallowyoutousethecursor
keys[][]tomovearoundthedatayouwishtoedit. Use[BACKSPACE]todeletecharactersbehindthe cursor or [DELETE] to delete characters in front of the cursor within the data or you may add
informationto
the
entry
before
confirming
it.
EnterDates
It ispossibletoenterdates intoExcelandhavethemacceptedanddisplayedassuchprovidedyouusea
recognisedformat. Excel2003willallowentryofdatesfrom1900onward.
Recognisedformatsfordates
Useaforwardslash(/)astheday/month/yearseparator:01/01/01
Useadash(hyphen)asthedaymonthyearseparator:1101
Donotusefullstopsasadateseparatorasexcelwillreadthisastextandthevaluewillnotbe
enteredas
atrue
date
Datesentered inexcelappearasdatesbutareactuallynumbersformattedtoappearasdatesthisallows
calculationwiththemsoitisimportanttoenterthemcorrectly. AdateonceenteredcorrectlywillALWAYS
have a four digit year in the formula bar however that date may appear in the cell. Dates start at the
number1whichrepresentsthedate111900. Datesbeingnumbersaligntotheright. Anydateentered
beforethatdatewillnotberecognisedasatruedatetoexcelbutwillbeseenastextandthereforealignto
theleftaswithalltext.
Ifyouomittheyearfromadate,Excelwillassumethecurrentyear. Youwillnotseetheyearinthecellbut
ifyoulookatthecellcontentsontheFormulabar,youwillseethatExcelhasaddedit.
Withsomerecogniseddatestyles,Excelwillautomaticallyformatthedatetodisplayinacertainway. You
canchoosehowyourdatesaredisplayedbyformattingthemyourself(seethesectiononformatsformore
information).
SomeentriesarerecognisedbyExcelandareformattedautomatically. Datesareonesuchentry
(asdescribedabove),percentagesareanother. Whenyoudeletedatafromsuchcellsandreplace
itwithotherentries,youmayfind thatyougetsurprisingresults. This isbecausealthoughyou
cleared thedatafrom thecells, theformatsstill remainandarecausing thenewdata thatyou
typedtodisplayinacertainway. Formoreinformationonclearingcelldata,seetheclearingcells
laterinthissection.
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Autocomplete
Whenyoutypethefirstfewlettersofanentryintoacell,Excelcancompletetheentryautomaticallyusing
anoptionknownasAutoComplete. Itdoesthisbybuildingalistbasedontheentriesalreadyenteredina
column. IfExcelsuggestsaninappropriateentry,youcanpickadifferententryfromthelist.
TouseAutoComplete:
Keyboard
i. Positionyourselfoverthenextblankcell in
acolumn.
ii. Begin typing the entry Excel will try to
match what you type with other items
alreadyentered in thecurrentcolumnand
will automatically complete the entry for
you.
iii. Press[RETURN]
to
accept
Excels
proposed
entry.
OR
Continue typing to replace Excels proposed entry with your own entry. Press [RETURN] to confirmcompletion.
PickFromList
YoucangetAutoCompletetodisplayalistofpossibleentriesbuiltupfrompreviouslyenteredcolumndata
andselecttheoneyouwantwithouttypinganything.
TopickfromanAutoCompletelist:
Mouse
i. Clicktherightmousebuttonintherequiredcell.
ii. ChoosePickfromList.
iii. Choosetheentryrequired.
OR
Keyboard
I. Use keys to move to required cell then use [ALT] [] to show list and then cursor keys to move
throughlist[RETURN]confirmsselection
ExcelcanonlyAutoCompletecolumnentriesiftherearenogapsinyourdata. Ifyouleaveagap,
thenextcellthatyoutypein,willnotAutoComplete,neitherwillyoubeabletopickfromalist.
YoucanstopExcelfromAutoCompletingcolumnentriesbyswitchingthesettingoff.
TodisableAutoComplete
OFFICEBUTTON,ADVANCED,unticktheUSEAUTOCOMPLETEcheckbox.
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EDITING
There are various ways in which you can change or remove data you have entered in cells on the
worksheet.
TypingReplacesSelection
Thisoption isafeaturethat isstandardthroughouttheMicrosoftOfficesuite. Itensuresthat ifyoutype
whenan item isselected,yourtypingreplacestheselected item. This isextremelyuseful inanumberof
instances. Whenyouwanttochangeashortcellentry, itmightbequickertomakeuseofthisoptionto
overwritetheentrywiththenewone.
Tooverwriteacellentry:
Keyboard
i. Move
to
the
cell
you
want
to
change.
ii. Typeinthenewentry(theformeronewilldisappearassoonasyoustarttyping).
iii. Press[RETURN]toconfirmthechangedentry.
UseTheMouseToEdit
Perhaps one character has been omitted, or two characters have been transposed, and only a slight
adjustmentneedstobemade. Ifthisisthecase,youcanaddorchangecharactersusingeditmode. You
caneditdirectlyinthecellorontheFormulabar.
Toeditincell:
i. Doubleclick
the
cell
to
change
this
will
access
Edit
mode
(the
prompt
on
the
Status
bar
will
say
Edit).
ii. Use the arrow keys to move the cursor to the edit position within the entry and the [DELETE] and
[BACKSPACE]keystoremovecharactersifnecessary.
iii. Press[RETURN]toconfirmthechanges.
ToeditintheFormulabar:
i. Movetothecelltochange.
ii. ClickintheFormulabarwherethecellcontentsappear. ThiswilldropyoustraightintoEditMode(see
Statusbar)andacursorappearsintheFormulabar.
iii. Usethe
arrow
keys
to
move
the
cursor
to
the
edit
position
within
the
entry
and
the
[DELETE]
and
[BACKSPACE]keystoremovecharactersifnecessary.
iv. Press[RETURN]toconfirmthechanges.
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UsingTheKeyboard
Youcanaccesseditmodeusingafunctionkey.
Toeditacell:i. Selectthecelltobeedited.
ii. Tapthe[F2]functionkey. ExcelwillgointoEditmode. Acursorwillappearattheendoftheactivecell.
iii. Use the arrow keys to move the cursor to the edit position within the entry and the [DELETE] and
[BACKSPACE]keystoremovecharactersifnecessary.
iv. Press[RETURN]toconfirmthechanges.
SelectInformation
When
you
want
to
issue
a
command
that
will
affect
several
cells,
you
should
select
those
cells
first.
Whenyouselectablockofcells,Excelshowsyouwhichcellistheactivecellwithinthatselectionbyleaving
itwhite,whiletherestofthecellsarehighlightedblack. Thereareavarietyofwaysyou
canselectdifferentitemsontheworksheetandthesearedescribedbelow.
Toselectcellswiththemouse
When you select with the mouse, you need to make sure that the selectionpointer is
displayed. This is the white plus that appears when the mouse is positioned over the
middleofacell.
Toselect Dothis
Asinglecell Clickthecell,orpressthearrowkeystomovetothecell.
Arangeofcells Clickthefirstcelloftherange,andthendragtothelastcell.
Allcellsonaworksheet ClicktheSelectAllbutton.
Nonadjacentcellsorcellranges Selectthefirstcellorrangeofcells,andthenholddown[CTRL]and
selecttheothercellsorranges.
Alargerangeofcells Clickthefirstcellintherange,andthenholddown[SHIFT]andclickthelastcellintherange. Youcanscrolltomakethelastcellvisible.
Anentirerow Clicktherownumber.
Anentirecolumn Clickthecolumnletter.
Adjacentrowsorcolumns Drag across the row or column headings. Or select the first row or
column;
then
hold
down
[SHIFT]
and
select
the
last
row
or
column.
Nonadjacentrowsorcolumns Selectthefirstroworcolumn,andthenholddown[CTRL]andselecttheotherrowsorcolumns.
Moreorfewercellsthantheactive
selectionHolddown [SHIFT]andclickthe lastcellyouwantto include inthenewselection
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Selectcellswiththekeyboard
Sometimes,selectingwiththekeyboardgivesyoumorecontrolovertheamountofdatayouselect. The
tablebelowliststhemoreusefulkeysforselecting:
Toselect Dothis
The
active
cell
plus
one
Cell
up,
down,leftorright
[SHIFT][],[SHIFT][],[SHIFT][],[SHIFT][]ToEdgeofWorksheet
(Orcurrentblockofdata)
[SHIFT][CTRL][RELEVANTARROWKEY]
Thecurrentregion [CTRL][*] (Use the asterisk from the numberpad)
WholeColumn [CTRL][SPACEBAR]
WholeWorksheet [CTRL][A]
Mouse
i. Youcan
cancel
aselection
by
moving
somewhere
else.
Click
the
white
plus
on
any
cell
outside
the
selection.
I. Byusingoneofthearroworcursorkeys[]or[]or[]or[].SelectMultipleSheets
There are some situations where you need to select more than one worksheet. The active sheet in a
workbookcanbedeterminedbyitswhitetabwhereitsnameappearsinbold.
Toselectadjacentworksheets:
Mouse
i. Clickthetabofthefirstworksheetthatyouwanttoincludeinyourselection.
ii. Holddownthe[SHIFT]keyandclickonthetabofthe lastworksheetthatyouwant included inyourselection. Allthesheetsbetweenthefirstandthelastwillbeselected. Theselectedsheettabswillturn
whiteandthewordGroupwillappearonthetitlebar.
SelectNonAdjacentSheets
Toselectnonadjacentworksheets:
Mouse
i. Clicktheonthefirstworksheetstabthatyouwanttoincludeinyourselection.
ii. Hold down the [CTRL] key and click each other worksheets tab that you want included in yourselection. Theselectedsheettabswillturnwhiteandtheword[group]willappearonthetitlebar.
You can cancel sheet selection by clicking on a sheet tab that is not included in the current
selection. For more information on working with multiple worksheets, see the relevant section
laterinthismanual.
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CLEARCONTENTS,FORMATSANDCOMMENTS
Ifyouwanttoremoveanentrycompletelyfromacell,youneedtoclearthecell. Thereareavarietyof
waysyoucandothisandthemethodyouchoosedependsonwhatyouwanttoremovefromthecell. You
canremovedatafromcellsusingtheribbonsorthekeyboard. Thiscommandwouldonlyremovecelldata
(numbers,text,dates,formulae). Ifyouhaveformattedthecells,clearingtheircontentswould leavethe
formatsintactsothatnewdatayoutypeintheclearedcellswouldkeeptheolddatasformats.
Toclearcontents:
Mouse
i. Selectthecellorcellsyouwanttoclear.
ii. Rightclickonthecell/selection.
iii. ChooseClearcontentsfromtheshortcutmenu.
OR
Keyboard
i. Move to the cell or select the cells whose contents you
wanttoclear.
ii. Tapthe[DELETE]key.
iii. Ifyouneedtobeabletochoosewhatgetsremovedwhen
youclearacell,youshouldusetheClearcommandunder
theEditmenu.
Toclearformats
Mouse
i. Makeselection
ii. GototheHOMERibbon
iii. ClickonTHEERASERtotherightoftheribbon
iv. ClickonCLEARFORMATStoclearformatsORCONTENTStoclearthedatainthecell(sameasrightmouseclick)
v. AllFORMATSwillberemovedfromselection
Toclearcomments
Mouse
i. Repeatsteps13asabovethenClickonCLEARCOMMENTS
Donotclearcellsbysimplytypingaspaceinthemasthiscouldgivefalseresultswithsomeofthe
advancedExcelfeatures. Alwaysclearcellsproperly.
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THEFILLHANDLE
ThefillhandleisaveryusefultoolinExcel. Itallowsyoutocopyandcleardatabutalsotofillinseriesof
data (dates,weekdaysetc.). Thoseaspectsof the fillhandlearedealtwith later in thismanual. The fill
handleappearsinthebottomrighthandcorneroftheactivecellorselection. Whenyourmouseisoverthe
fillhandle,thewhitepluspointerchangestoablackplus.
Youcanusethefillhandletoclearthedatafromacell.
Toclearcellcontentswiththefillhandle:Mouse
i. Selectthecellswhosecontentsyouwanttoclear.
ii. Positionyourmouseoverthefillhandletodisplaytheblackplus.
iii. Dragthefillhandlebackovertheselectedcells. Releasethemousewhen
allcellshavebeenincluded.
Youcanusethefillhandletoclearmorethanjustcontents. Byholdingdownthe[CTRL]key,thefillhandlecanbeusedtoclearbothcontentsandformatsfromcells.
USEFULINFORMATIONScrolling
Toscrolllongdistancesholddownthe[SHIFT]keywhiledraggingthescrollbox
Whenyouusethescrollingkeys(suchas[PAGEUP]and[PAGEDOWN])withSCROLLLOCKturnedoff,your selection moves the distance you scroll. If you want to preserve your selection while you scroll
throughtheworksheet,turnonSCROLLLOCKfirst.
DataEntry
You
can
enter
the
current
date
into
a
cell
by
pressing
[CTRL][;].
Ifyouwanttobreakalinewithinacell,press[ALT][RETURN].
Fill HandleMouse pointer when
positioned over fill handle
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SelectCellsToLimitDataEntry
Whenyouwanttolimitthecellsthatdatashouldbetypedin,youcandothisbyselectingthem. Whenyou
typeinaselection,theentryappearsintheactivecell(thecellthatremainswhite). Youcanthenmovethe
activecell
down
or
right
within
the
selection
to
continue.
When
Excel
hits
the
edge
of
the
selected
block,
pressing[RETURN]or[TAB]wouldmoveyoutothenextcolumnorrowwithintheselection.
Tosetlimitsfordataentry:(selectarange)
Mouse
i. Selectthecellswheretheentriesshouldbemade.
ii. Typethefirstentry. Theentrywillappearintheactivecell.
iii. Press[RETURN]tomovetheactivecelldown.
OR
iv. Press[TAB]tomovetheactivecellright.
You can continue using [RETURN] or [TAB] to move the active cell to the next cell within the
selection where you want data. If you need to go back up or left, use [SHIFT][RETURN] or
[SHIFT][TAB].
Donotusearrowkeystomovewithintheselectionastheywilldeselecttheblock.
SelectCellsForMultipleEntry
Whenthesamedataneedstobeentered into lotsofcells,youcando itbyselectingthemfirst,typing in
thedataandthenconfirmingtheentrywithaspecialkeycombination.
Tomakemultipleentries:
Mouse
i. Select the cells where you want the entries to appear (use the [CTRL] key if there are several nonadjacentblockstofillin).
ii. Typetheentryitwillinitiallyappearintheactivecell.
iii. Press[CTRL][RETURN].
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SECTION3FORMULAEANDFUNCTIONS
FORMULAE
Inaspreadsheet
application,
at
avery
basic
level,
values
often
need
to
be
added,
subtracted,
multiplied
and
divided. Toallowforthefactthatindividualvaluesmightchange,spreadsheetformulaegenerallyrefernot
toactualvalues,buttothecellswherethosevaluesarebeingheld. IfvalueshavebeenenteredintoA1and
A2,thenA1A2willreturnananswerwhichwillautomaticallyrecalculateifthevalueofA1shouldchange. It
isthisautomaticrecalculationwhichmakesspreadsheetsinvaluable.
Excelrecognisesformulaebecausetheyareprecededbyanequalssign(=).
Whenenteringbasicformulae,themathematicaloperatorsdefiningtheoperationtobecarriedoutareas
follows:
Addition
Subtraction
Multiplication
*
Division /
Exponentiation ^
Youwillfindallofthesemathematicaloperatorsrangedacrossthetopanddowntherighthandsideofthe
numerickeypad.
TypingFormulae
Youenterformulaebytypingthem inthecellwhereyouwanttheformulasresulttoappear. Whenyou
confirmentryof a formula,Excelwilldisplay the resulton the worksheet, but theunderlyingcalculation
appearsontheFormulabar.
Toenteraformula:
Keyboard
i. Moveto
the
cell
where
you
want
to
enter
the
formula.
ii. Typeanequalssign(=).
iii. Typetheformula(e.g.d2*e2).
iv. Press[RETURN]toconfirmtheentry.
v. Excelautomaticallyrecalculatesformulae. Ifyouchangeoneofthecellsreferencedinyourformula,as
soonasyoupress[RETURN]toconfirmthechangedvalue,yourformularesultwillupdate.
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EnteringFormulaeByPointing
It ispossibletoenterformulaewithoutactuallytypingtheequalssign(=)orthecellreferences. Instead,
you can make use of a pointing technique to indicate which cells are to be included. As with typing
formulae,itisimportanttostartoffinthecellwheretheansweristobedisplayed.
Pointingcan
be
quicker
and
more
efficient
than
typing
cell
references
as
it
reduces
the
chances
of
errors.
ToenteraformulausingkeyboardANDmouse:
i. Positionthecursorinthecellwhereyouwanttheformula.
ii. Typeanequalssign(=).
iii. Clickthefirstcellwhosereferenceshouldbeincludedinyourformula. Amovingdottedline,knownin
Excelasamarquee,willappeararoundthatcellandthecellreferencewillappearintheformulabar
immediatelyaftertheequalssign.
OR
iv. Use an arrow key to move there. A moving dotted line, known in Excel as a marquee, will appear
aroundthatcellandthecellreferencewillappearintheformulabarimmediatelyaftertheequalssign.
v. Typeinthemathematicalsymbolyouwanttouseinyourcalculation,thenclickon(ormoveto)thenext
celltobeincludedintheformula.
vi. Continuebuildingtheformulainthisway.
vii. Press[RETURN]tocompletetheformula.Marquee
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ErrorsInFormulae
Sometimesyoumaygetsurprisingresultsfromaformula. Thisismostoftenbecauseyouhavereferenced
thewrong
cell,
but
it
could
also
be
that
you
have
multiplied
where
you
should
have
added
and
so
on.
You
cancorrectformulaeusingtheeditingtechniquesdescribedearlierinthismanual.
Toeditaformula:
Mouse
i. Doubleclickon thecellcontaining the formula. Thecellwillswitch fromdisplayingthe result of the
formulatotheformulaitself.
ii. Click the mouse over the part of the formula to change to anchor the cursor there. Type any new
charactersorusethe[BACKSPACE]and[DELETE]keystoremovecharacters.
iii. Press[RETURN]toconfirmthechanges.
OR
i. Movetothecellcontainingtheerroneousformula.
ii. ClickontheFormulabarwhichwillshowyoutheformulawhereyouwanttomakethechange.
iii. Typeanynewcharactersorusethe[BACKSPACE]and[DELETE]keystoremovecharacters.
iv. Press[RETURN]toconfirmthechanges.
OR
Keyboard
i. Press[F2]
to
access
edit
mode.
ii. Use the arrow keys to move the cursor to the edit position. Type any new characters or use the
[BACKSPACE]and[DELETE]keystoremovecharacters.
iii. Press[RETURN]toconfirmthechanges
FillingFormulae
Having entered an initial formula in the first cell of a column or row, you often find that you want to
generateresultsfortheothercellsinthatcolumnorrow. Intheexamplebelow,youwouldprobablywant
yourformulatoworkouttotalsforalltheorders.
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ThereareavarietyofwaysthatyoucangetExceltocopyaformulasothat itgeneratesresultsforother
cellsinacolumnorrow.
TheFillHandleAndFormulae
Thefillhandlehasalreadybeendescribedearlierinthismanual. Itcanbeusedtoclearcellsbuthasother
usesas
well,
one
of
which
is
filling
formulae.
Tousethefillhandletocopyformulae:
Mouse
i. Movetothecellthathastheformulathatyouwanttofill.
ii. Positionyourmousepointeroverthefillhandle. Itwillchangetoablackplus.
iii. Drag the black plus down, up, left or right over the cells where you want your
copiedformulatogenerateresults. Youwillseeanoutlinearoundthosecells.
iv. Releasethemousewhentheoutlineincludesallthecellswhereyouwantresults.
v. ASmartTagwillbeproduced. Theoptionsitoffersarenotneededatthemoment.
Youcanalsodoubleclickthefillhandletofilldown asfarastheentriesintheadjacentcolumns
OR
i. Insteadofusingthe leftmousebuttonto
fill down, try using the right mouse
button. When released after dragging a
menu will appear offering numerous
optionsastohowthedatashouldbefilled
Fill HandleMouse pointer when
positioned over fill handle
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FillFormulaeUsingKeystrokes
Youcanfillacolumnorarowofformulaeusingthekeyboard.
Tofillusingkeystrokes:
Keyboard
i. Selectthecellcontainingtheformulatofillandthecellswhereyouwanttocopyit.
ii. Press[CTRL][D]tofilldown.
OR
iii. Press[CTRL][R]tofillright.
Therearenokeystrokestofilluporleft. Instead,repeatstep1aboveandthenclickEditfromthe
menubar,chooseFillandselectthedirectionforthefillfromtheresultingsubmenu.
BODMASWithFormulae
BoDMAS isamathematicalacronymthatsimplyremindsusoftheorderofoperationsthatmathematics
usestostepthroughmorecomplicatedformulae. (Brackets,Division,Multiplication,Addition,Subtraction).
Excelfollowstheserulestoapointpleasetakenoteofthefollowingtabletoseetheorderofpreference
thatexceluseswhenworkingoutcalculations
Tochangetheorderofevaluation,encloseinbracketsthepartoftheformulatobecalculatedfirst.
1st Negation(asin1)
2nd % Percent
3rd ^ Exponentiation
4th
*and
/
Multiplicationand
division
5th and Additionandsubtraction
6th & Connectstwostringsoftext(concatenation)
7th =
=
Comparison
UsingBODMAS
E.G. The following formula produces 11 because Excel calculates multiplication before addition. The
formula
multiplies
2
by
3
and
then
adds
5
to
the
result.
Type=52*3press[RETURN]Result=11
Incontrast, ifyouuseparenthesestochangethesyntax,Exceladds5and2togetherandthenmultiplies
theresultby3toproduce21.
Type=(52)*3press[RETURN]result=21
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FUNCTIONS
SumFunctionHavingmasteredhowtosetupyourowncustomformulae,youwillbeabletocarryoutanycalculations
you wish. However, some calculations are complicated or involve referring to lots of cells making entry
tediousandtimeconsuming. Forexample,youcouldconstructaformulatogenerateatotalatthebottom
ofacolumn(ortheendofarow),likethis:
=D2D3D4D5
Theaboveformulawouldwork,butiftherewere400cellstototalandnotjust4,youwouldgetboredwith
enteringtheindividualcellreferencesandwouldrunoutofspace(formulaearelimitedto1024characters
only).
Whenformulae
become
unwieldy
or
complex,
Excel
comes
to
the
rescue
with
its
own
built
in
formulae
knownasfunctions.
Functionsalwaysfollowthesamesyntax:
ThenameoftheselectedfunctiontellsExcelwhatyouwanttodoandtheargumentsgenerallytellExcel
wherethedataisthatyouwanttocalculate.
Excel has a huge number of functions, not all of them are relevant to everyone. The functions are
categorisedaccordingtowhattheydo. Inthismanual,weoutlinesomeofthefunctionsthatcanbeusedat
agenerallevel.
Autosum
usingAutosum
Mouse
i. Moveselectedcelltobottomofcolumnorendofrowoffigures.
ii. Click on the FORMULAS Ribbon, then click on
AUTOSUM. FromthemenuselecttheSUMfunction
=SUM(D2:D5)
Equals sign(Functions are
formulae)
Opening andclosing brackets
FunctionargumentsFunction
name
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iii. A marquee will appear around the suggested range to sum and a prebuilt function will appear in
selectedcell.
iv. Ifsuggestedrange iscorrectthenpress [RETURN]. Ifnotredefinerangebyselectedthe figuresyou
wishtoincludeinthefunctionandpress[RETURN].
TheShortcutKeyForTheSumFunctionIs[ALT][=]OtherCommonFunctions
The Sum function is very useful, but the AutoSum icon can also be used to for some other common
functions: Average (of the selected figures), Count (the number of selected figures), Max (the largest
selectedfigure)andMin(thesmallestselectedfigure).
Touseothercommonfunctions:
Mouse
i. Select the cell immediately below a column
offigures(ortotherightofarowoffigures)
tobe
totalled.
ii. Click on the dropdown arrow next to the
AutoSum icon and select the function that
youwanttousefromthelist.
iii. The selected function will automatically
appear in the Formula bar and Excel will
makeaguessatwhichcellsyouwanttouse
(youwillseeamarqueearoundthecellsand
their references will be the function
arguments).
iv. Press[RETURN]toacceptthecellsthatExcelproposes.
FunctionLibrary
On the formulas ribbon you will find the function library which is dedicated to functions AUTOSUMfunctionsarejustafewofthemostregularlyusedfunctions.
The functions are broken down in to categories and grouped accordingly to make it easy to access the
specificfunctionyoudesiretouse. InmanyplacesyouwillseetheMOREFUNCTIONScommandwhich
allowsaccesstothewholerangeoffunctionsavailabletoexcel. ThisbringsustotheINSERTFUNCTIONutility.
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InsertFunction
If after looking through all categories you do not find, or find it difficult to locate a specific
functionthenwecanusetheINSERTFUNCTIONfacility. Whichcontainsallfunctionsavailable
inexcel
Toinsertfunction
Mouse
i. Clickthecellwhereyouwantaresult
ii. Go to the FORMULAS ribbon and click on the
INSERTFUNCTIONicononthefarleft
iii. TheINSERTFUNCTIONdialogboxappears
EITHER
i. Typeadescriptionofthefunctionyouwishtouse in
thetopmostboxandclickongoORselectacategory
fromthedropdownbox
ii. Results will appear in the bottom box then select a
specificfunctionwithasingleclickofthemouse
iii. A description will appear underneath the white box
andthesyntaxofhowitisconstructed
iv. If further explanation is required on a specific
function then click on the blue hyperlink in the
bottomleftcornertogetmoreinformation.
V. Whenthefunctionyouwant isselected(inthiscase
COUNTA)clickOK.
vi. Adialogboxappears (belowright)withasuggested
range forthefunction. Excelwillplacethe function
on the worksheet in the selected cell. You can see
theselected functionbeingbuilton the formula bar. If this is incorrect reselect the rangeandpress
[RETURN].
OR
vii. Click
the
Range
selector
button.
This
will collapse the dialog box shown
above.
viii. Drag across the cells to replace
Excelspreselectedguesswithyour
owncellreferences. Clickthebutton
marked on the picture below to
returntothedialog.
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FunctionBox
TherearesomefunctionsthatareaccessedmorethanothersandforthatreasonExcelgivesyouaslightly
quicker method for entering them than the Paste function dialog. The Function box, groups the most
commonlyusedfunctionsforquickandeasyaccess.
ToenterafunctionusingtheFunctionbox:
Mouse
i. Typetheequalssign(=)ontheformulabar(ordirectly
intoyourcell). Exceldisplays the functionboxto the
leftoftheFormulabar.
ii. Click the dropdown list arrow to the right of the
functionboxtodisplayalistoffunctionnames.
iii. Select the function you require by clicking its name
fromthelist.
OR
i. Ifyourfunctionisnotlisted,clicktheMoreFunctions...
option to access the Paste function dialog (seeaboveforinstructions).
TypeFunctions
Whenyougetmorefamiliarwithfunctionsandstarttorememberhowtheyareconstructed,youcantype
themratherthanselectingthemusingthepreviouslydescribedmethods.
Totypeafunction:
Keyboard
i. Movetothecellwhereyouwantthefunction.
ii. Typeanequalssign(=)followedimmediatelybythefunctionnameandanopenbracket.
iii. Atooltipappearstoindicatetheargumentsthefunctionneeds.
iv. Select(ortype)thecellsyouwantthefunctiontoactuponusingthemouseorarrowkeys.
v. Press[RETURN]toconfirmtheentry.
As longasyourformulaonlycontainsonefunction,youdonotneedtotypetheclosingbracket.
Pressing[RETURN]makesExcelclosethebracketautomatically.
FunctionArgumentToolTipsExcel 2007 displays information about
function arguments as you build a new
formula. Thetooltipsalsoprovideaquick
path to HELP. You click any function or
argumentnamewithinthetooltip.
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CELLREFERENCES
Infunctions,youoftenneedtorefertoarangeofcells. ThewayExceldisplayscellreferencesinfunctions
dependson
whether
the
cells
you
want
the
function
to
act
upon
are
together
in
ablock
or
in
several
non
adjacentcellsorblocks.
Thetablebelowexplainshowyoucanusedifferentoperatorstoreferencecells:
Operator Description Example
Reference operator:
(colon)
Rangeoperator,whichproducesonereference
toallthecellsbetweentworeferences,including
thetworeferences
B5:B15
,(comma) Unionoperator,whichcombinesmultiple
referencesintoonereference
SUM(B5:B15,D5:D15)
(singlespace) Intersectionoperator,whichproducesone
referencetocellscommontotworeferences In
thisexample,cellB7iscommontobothranges
SUM(B5:B15A7:D7)
CountingAndTotallingCellsConditionally
Occasionallyyoumayneedtocreateatotalthatonlyincludescertaincells,orcountonlycertaincellsina
columnorrow.
Theexample
above
shows
alist
of
orders.
There
are
two
headings
in
bold
at
the
bottom
where
you
need
to
generatea)thetotalamountofmoneyspentbyVikingSuppliesandb)thetotalnumberofordersplacedby
Bloggs&Co.
Theonlywayyoucoulddothis isbyusing functionsthathaveconditionsbuilt intothem. Acondition is
simplyatestthatyoucanaskExceltocarryouttheresultofwhichwilldeterminetheresultofthefunction.
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UseSumif()
YoucanusethisfunctiontosaytoExcel,Onlytotalthenumbers intheTotalcolumnwheretheentry in
theCustomercolumnisVikingSupplies. ThesyntaxoftheSUMIF()functionisdetailedbelow:
=SUMIF(range,criteria,sum_range)
Rangeistherangeofcellsyouwanttotest.
Criteria isthecriteria intheformofanumber,expression,ortextthatdefineswhichcellswillbeadded.
Forexample,criteriacanbeexpressedas32,"32",">32","apples".
Sumrangethesearetheactualcellstosum. Thecellsinsumrangearesummedonlyiftheircorresponding
cellsinrangematchthecriteria. Ifsumrangeisomitted,thecellsinrangearesummed.
=SUMIF(B2:B11,VikingSupplies,F2:F11)
With the example above, the SUMIF function that you would use to generate the VikingSuppliesTotal
wouldlookasabove.
Usingthe INSERTFUNCTIONtoolthe dialog would look like this and
show any errors in entering the
values
or
ranges
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UseCountif
TheCOUNTIFfunctionallowsyoutocountthosecellsthatmeetacertaincondition.
Thefunction
syntax
is
as
follows:
=COUNTIF(range,criteria)
Rangeistherangeofcellsfromwhichyouwanttocountcells.
Criteriaisthecriteriaintheformofanumber,expression,ortextthatdefineswhichcellswillbecounted.
Forexample,criteriacanbeexpressedas32,"32",">32","apples".
Withourexample (shownabove), theCOUNTIF functionthatyoucouldusetodetermine thenumberof
ordersplacedbyBloggs&Co.wouldlooklikethis:
=COUNTIF(B2:B11,Bloggs&Co.)
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ABSOLUTEANDRELATIVEREFERENCES
RelativeReferencesWhen you fill formulae, you tell Excel to base the formulae it creates on the one you have entered by
startingfromthecellthatcontainsit.
In the example shown right, the formula being copied says =D2*E2.
However, once copied, if you click on any of the copies, Excel will have
updated the references to keep the row numbers current (D3*E3, D4*E4
andsoon).
ThisisbecauseExcel,bydefault,usesrelativereferencing. Whenyouentera formula, you enter specific cell references. Behind the scenes, Excel
translatesthosereferencesintopositionsrelativetotheresultcell. So,in
ourexampleshownleft,Excelwouldtaketheformula:
=D2*E2
Translateitasfollows:
=[twocellstotheleft]*[onecelltotheleft].
Itthereforedoesnotmatterwhichrowyoucopytheformulainto,Excelwillalwaysuse[twocellstothe
left]multipliedby[onecelltotheleft]togeneratetheresult.
Most of the time, this is what you would want, but there are occasions where you need to stop Excel
updatingcellreferenceswhenyoucopyformulae.
AbsoluteReferencesTheexamplebelowshowsaformulabeingcreatedtoworkouttheamountofdiscounteachorderwould
receive. TheordertotalsareincolumnFandthediscountrateisinB13. Theinitialformulahastherefore
beensetupas:
=F2*B13
Theformulawillgeneratearesultforthefirstorder. However,whencopied,youwillgetzerosagainstthe
discount amounts for the other orders. This is due to the relative referencing that Excel applies to all
formulaebydefault.
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Havingcopiedtheaboveformula,ifyouclickedonanyformulaintheDiscountamountcolumnbelowthe
first one, you would see that Excel has updated the references (=F3*B14, F4*B15). This is where the
problemliesyouwantExceltochangethefirstreferenceasyourformulaneedstorefertothedifferent
ordertotals,butthediscountrateshouldremainconstant. Youneedtomakethatreferenceabsolute.
Tomakeareferenceabsolute:
Keyboard
i. Movetothecellwhereyouhavetypedtheformulaandpress[F2]toaccessEditmode.
ii. Movethecursorwiththearrowkeyssothatitisnexttothereferencewewanttofix.
iii. Press[F4]. Dollarsignswillappearagainstthecolumnletterandtherownumber.
iv. Press[RETURN]toconfirmthechange.
v. Inourexample,amendingtheformulatoread:
=F2*$B$13
vi. Thiswould
prevent
Excel
from
changing
the
B13
reference
when
the
formula
is
copied.
FillHandle
Youcangetthefillhandletofillformulasdowntothesamelevelastheentriesinthepreviouscolumnby
doubleclickingonit.
AbsoluteReferencesPressing[F4]repeatedlyoverareferenceallowsyoutotogglebetweenmakingboththerowandcolumn
absolute($A$1),justthecolumnabsolute($A1),justtherow(A$1),ornothingabsolute(A1).
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SECTION4FILEOPERATIONS
YoucansaveanyinformationenteredinExcelsothatyoumaycallitbackatalaterstageeithertoadd,edit
orprintthecontents. Itsagood ideatosaveworkfrequentlyasthiswillminimisetheriskofworkbeing
lostintheeventofapowercutorsystemfault.
SaveFiles
ExcelgivesanynewdocumentyoucreateatemporarynamethewordBookfollowedbyanumber. The
numberincreasesbyoneforeachnewworkbookyoucreateinanyoneworksession.
PartsoftheSAVEASdialogbox
PREVIOUSFOLDERAsyoumovethroughthefolderstructureintheFileslist,thisbuttonallowsyoutogobacktothepreviousfolderthatyouviewed.
UPONELEVEL Clickthisbuttontolookinthefolderthatisuponelevelinthecurrentfolderstructure.
DELETEClickthisbuttontodeletetheselectedfileorfolder.
CREATENEWFOLDERClickthisbuttontocreateanewfolderwithinthecurrentfolder.
VIEWS Clickthearrownexttothisbuttontodisplayfileandfolderviewoptions.
FILENAMETypeorselectafilenameforthefilethatyouaresaving.
SAVEASTYPE Inthe list,clickthe fileformat inwhichyouwanttosavethefile. Most2007MicrosoftOfficesystemprogramscansavefilesinmorethanoneformat,soyoumayneedtoselecttheformatthat
youwant.
MYPLACES ClickashortcutontheFAVORITELINKSbartosavethefiletothe locationrepresentedbytheshortcut.
TOOLS Click TOOLS to display a list of tasks that you can perform. The tools that are available varydependingontheprogramthatyouareusing.
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SAVE Afteryoudeterminethelocation,filename,andformatofthefilethatyouaresaving,clickSAVEtosavethefile.
CANCEL Togobacktothefilewithoutsavingit,clickCANCEL.
YourFAVORITE
LINKSbarmightbedifferentfromwhatisshownbecauseyoucanadd,remove,
orrearrangetheshortcuts.
Tosaveafile:
Mouse
i. ClicktheSAVEbutton. OntheQUICKACCESStoolbar. Ifyouhavenotsavedtheworkbookpreviously,
theSAVEASdialogboxwillappearaskingyouforadocumentnameandlocation.
ii. Thefirst listboxmarkedSAVEINallowsyoutodeterminethedriveandfolderthatyouwanttosave
thedocumentin. TheareabelowtheSAVEINlistallowsyoutoseewhichfilesarestoredintheareacurrentlydisplayed.
Tochangethelocation:
Mouse
i. Click the dropdown list arrow to the right of the SAVE IN list box and choose the desired drive orfolder.
Ifyouchooseadrive,youwillseealistoffolderswithinthatdriveinsidethedialogbox. Ifthelist
isverylong,Excelprovidesyouwithahorizontalscrollbartoaccessfoldersthatarenotcurrently
visible. Onceyoucanseeyourfolder,youcandoubleclicktoopenit.
ii. Atthebottomofthedialogboxaretwolistboxes,oneforthefilenameandoneforthedocumenttype.
Excelautomaticallyassignsthefirstfewwordsyoutypedastheworkbookname.
FileTypesAndFileNames
Excelingeneralhasalwayssavedfileswiththreeletterfiletypessuchasbook1.xlsoraccounts.xltthe last
three lettersalwaysbeingthetypeoffilethatitissavedas. In2007,however,thishasnowchangedand
thedefaultfiletypeforallexcelfilesisnowbook1.xlsxafourcharacterfiletype. Thisisbecausethenatureofthecontentsofthefilehaschangedradicallyandisinnowaycomparabletoearlierversions.
Namingafile:
Mouse
i. ClickintheFILENAMEboxanddragyourmouseoverthecurrentfilenamethiswillhighlightit.
ii. Typethe
new
name.
iii. ChoosefromtheSAVEASTYPEboxwhichversionofexcelyouwishtosavethisfileas. (Ifsomebodyusingapreviousversionneedstoaccessthisfilethisisessential)
iv. Finally, when the location, name and filetype have been entered, save the workbook by clicking the
buttonmarkedSAVE. Thisclosesthedialogbox. BackintheExcelscreenyouwillnoticethatthename
youallocatedtoyourworkbookappearsontheTITLEBARatthetopofthescreen
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v. IFyousavedthisfileasanearlierversionyouwillseeCOMPATIBILITYMODEnexttothefilenamein
theTITLEBAR
Workbook names can beup to 255 characters. File names cannot include any of thefollowing
characters:forward slash (/),backslash (\),greater than sign (>), less than sign (
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iii. Makethenecessarychangesandclickonsave
CloseFiles
Whenyoufinishworkingonafile,youcancloseitdownusingthefollowingmethods:
Toclosethecurrentfile:
Mouse
i. ClickonOFFICEBUTTONandchooseCLOSEnearthebottomofmenu.
OR
ii. Clickonceonthecross(situatedontherighthandsideofthescreen)
Youwillseetwooftheabovebuttonsonscreenonewillclosethecurrentfi