MICROSOFT EXCEL TUTORIAL

G E T T I N G S T A R T E D MicrosoftExcelisoneofthemostpopularspreadsheetapplicationsthathelpsyoumanagedata,createvisuallypersuasivecharts,andthoughtprovokinggraphs.ExcelissupportedbybothMacandPCplatforms.MicrosoftExcelcanalsobeusedtobalanceacheckbook,createanexpensereport,buildformulas,andeditthem.C R E A T I N G A N E W D O C U M E N T

OPENING MICROSOFT EXCEL ON A PC TobeginMicrosoftExcel,GotoStart>AllPrograms>Applications>MicrosoftOffice>MicrosoftExcel(Figure1).Whenopenedanewspreadsheetwillpopuponthescreen,ifthisdoesnothappenclickontheOfficeIcon >New.Fromhereadialogboxwithvariousdifferenttemplateswillappearonthescreenthatyoucanchoosefrom.Onceatemplateischosen,clickCreate.

Figure1.NavigatetoMicrosoftExcelonaPC.

Figure2.Openinganewworkbook

S A V I N G Y O U R D O C U M E N T Computerscrashanddocumentsarelostallthetime,soitisbesttosaveoften.SAVING INITIALLY Beforeyoubeginyoushouldsaveyourdocument.Todothis,clickonthefloppydisklocatedatthetopofthescreen .ThenMicrosoftExcelwillopenadialogbox(Figure3)whereyoucanspecifythenewfilesname,locationofwhereyouwantitsaved,andformatofthedocument.Onceyouhavespecifiedaname,place,andformatforyournewfile,presstheSavebutton.Note:SpecifyingyourfileformatwillallowyoutoopenyourdocumentonaPCaswellasaMAC.TodothisyouusethedropdownmenunexttotheFormatoption.Also,whenyouarespecifyingafileextension(i.e..doc)makesureyouknowwhatyouneedtouse.

Figure3.Savingdialogbox. SAVING LATER Afteryouhaveinitiallysavedyourblankdocumentunderanewname,youcanbeginyourproject.However,youwillstillwanttoperiodicallysaveyourworkasinsuranceagainstacomputerfreezeorapoweroutage.Tosave,justclickonthefloppydisk,orforashortcutpressCTRL+S.

T O O L B A R S InMicrosoftExcel2007foraPC,thetoolbarsareautomaticallyplacedastabsatthetopofthescreen.Withinthesetabsyouwillfindallofyouroptionstochangetext,data,pagelayout,andmore.Tobeableaccessallofthecertaintoolbarsyouneedtoclickonacertaintabthatislocatedtowardsthetopofthescreen.THREE COMMONLY USED TABS TheHomeTab:(Figure4).ThisisoneofthemostcommontabsusedinExcel.Youareabletoformatthetextinyourdocument,cut,copy,andpasteinformation.Changethealignmentofyourdata,insert,delete,andformatcells.TheHomeTabalsoallowsyoutochangethenumberofyourdata(i.e.currency,time,date).

Figure4.HomeTab.TheInsertTab:(Figure5).Thistabismainlyusedforinsertingvisualsandgraphicsintoyourdocument.Therearevariousdifferentthingsthatcanbeinsertedfromthistabsuchaspictures,clipart,charts,links,headersandfooters,andwordart.Figure5.InsertTab.ThePageLayoutTab:(Figure6).Hereyouareabletoaddmargins,themestoyourdocument,changetheorientation,pagebreaks,andtitles.Thescalefitofyourdocumentisalsoincludedasafeaturewithinthistab,ifneeded.Figure6.PageLayoutTab.

F O R M A T T I N G

WORKING WITH CELLS CellsareanimportantpartofanyprojectbeingusedinMicrosoftExcel.Cellsholdallofthedatathatisbeingusedtocreatethespreadsheetorworkbook.Toenterdataintoacellyousimplyclickonceinsideofthedesiredcell,ablackborderwillappeararoundthecell(Figure7).Thisborderindicatesthatitisaselectedcell.Youmaythenbegintypinginthedataforthatcell.Figure7.EnteringData.

CHANGING AN ENTRY WITHIN A CELL Youmaychangeanentrywithinacelltwodifferentways: Clickthecellonetimeandbegintyping.Thenewinformationwillreplaceanyinformationthatwaspreviouslyentered. Doubleclickthecellandacursorwillappearinside.Thisallowsyoutoeditcertainpiecesofinformationwithinthecellsinsteadofreplacingallofthedata.

CUT, COPY, AND PASTE YoucanusetheCut,CopyandPastefeaturesofExceltochangethedatawithinyourspreadsheet,tomovedatafromotherspreadsheetsintonewspreadsheets,andtosaveyourselfthetimeofreenteringinformationinaspreadsheet.Cutwillactuallyremovetheselectionfromtheoriginallocationandallowittobeplacedsomewhereelse.Copyallowsyoutoleavetheoriginalselectionwhereitisandinsertacopyelsewhere.Pasteisusedtoinsertdatathathasbeencutorcopied.To Cut or Copy: Highlightthedataortextbyselectingthecellsthattheyareheldwithin.GototheHomeTab>Copy(CTRL+C)orHomeTab>Cut(CTRL+X).Clickthelocationwheretheinformationshouldbeplaced.GotoHomeTab>Paste(CTRL+V)tobeabletopasteyourinformation.

FORMATTING CELLS Therearevariousdifferentoptionsthatcanbechangedtoformatthespreadsheetscellsdifferently.Whenchangingtheformatwithincellsyoumustselectthecellsthatyouwishtoformat.TogettotheFormatCellsdialogboxselectthecellsyouwishtochangethengotoHomeTab>Format>FormatCells.Aboxwillappearonthescreenwithsixdifferenttaboptions(Figure8).Explanationsofthebasicoptionsintheformatdialogboxarebulletedbelow.

Figure8.FormattingCellsNumber:Allowsyoutochangethemeasurementinwhichyourdataisused.(Ifyourdataisconcernedwithmoneythenumberthatyouwoulduseiscurrency)Alignment:Thisallowsyoutochangethehorizontalandverticalalignmentofyourtextwithineachcell.Youcanalsochangetheorientationofthetextwithinthecellsandthecontrolofthetextwithinthecellsaswell.Font:Givestheoptiontochangethesize,style,color,andeffects.Border:Givestheoptiontochangethedesignoftheborderaroundorthroughthecells. FORMATTING ROWS AND COLUMNS Whenformattingrowsandcolumnsyoucanchangetheheight,chooseforyourinformationtoautofittothecells,hideinformationwithinaroworcolumn,unhidetheinformation.ToformataroworcolumngotoHomeTab>RowHeight(orColumnHeight),thenchoosewhichheightyouaregoingtouse(Figure9).Thecellorcellsthataregoingtobeformattedneedtobeselectedbeforedoingthis.When

changingtheroworcolumnvisibility(hidden,unhidden)orautofit,youwillgototheHomeTabandclickFormat.Thedropdownmenuwillshowtheseoptions

Figure9.FormattingRowsandColumnsHeightADDING ROWS AND COLUMNS Whenaddingaroworcolumnyouareinsertingablankroworcolumnnexttoyouralreadyentereddata.BeforeyoucanaddaRowyouaregoingtohavetoselecttherowthatyouwishforyournewrowtobeplaced.(Rowsareonthelefthandsideofthespreadsheet)oncetherowisselecteditisgoingtohighlighttheentirerowthatyouchose.ToinserttherowyouhavetogotoHomeTab>Insert>InsertSheetRows(Figure10).Therowwillautomaticallybeplacedonthespreadsheetandanydatathatwasselectedintheoriginalrowwillbemoveddownbelowthenewrow.

Figure10.InsertingRows

BeforeyoucanaddaColumnyouaregoingtohavetoselectacolumnonthespreadsheetthatislocatedintheareathatyouwanttoenterthenewcolumn.(Columnsareonthetoppartofthespreadsheet.)Oncethecolumnisselecteditisgoingtohighlighttheentirerowthatyouchose.ToinsertacolumnyouhavetogotoHomeTab>Insert>InsertSheetColumn(Figure11).Thecolumnwillautomaticallybeplaceonthespreadsheetandanydatatotherightofthenewcolumnwillbemovedmoretotheright.

Figure11.InsertingColumns WORKING WITH CHARTS Chartsareanimportantparttobeingabletocreateavisualforspreadsheetdata.InordertocreateachartwithinExcelthedatathatisgoingtobeusedforitneedstobeenteredalreadyintothespreadsheetdocument.Oncethedataisentered,thecellsthataregoingtobeusedforthechartneedtobehighlightedsothatthesoftwareknowswhattoinclude.Next,clickontheInsertTabthatislocatedatthetopofthescreen.(Figure12).

Figure12.ChartsTabYoumaychoosethechartthatisdesiredbyclickingthecategoryofthechartyouwilluse.Oncethecategoryischosenthechartswillappearassmallgraphicswithinadropdownmenu.Tochooseaparticularchartjustclickonitsiconanditwillbeplacedwithinthespreadsheetyouareworkingon.Tomovethecharttoapageofitsown,selecttheborderofthechartandRightClick.Thiswillbringupadropdownmenu,navigatetotheoptionthatsaysMoveChart.ThiswillbringupadialogboxthatsaysChartLocation.FromhereyouwillneedtoselectthecirclenexttoAsANewSheetandnamethesheetthatwillholdyourchart.Thechartwillpopuplargerinaseparatesheet(Figure13),butinthesameworkbookasyourentereddata.

Figure13.ChartinnewsheetCHART DESIGN Therearevariousdifferentfeaturesthatyoucanchangetomakeyourchartmoreappealing.Tobeabletomakethesechangesyouwillneedtohavethechartselectedorbeviewingthechartpagethatiswithinyourworkbook.OnceyouhavedonethattheDesignTabwillappearhighlightedwithvariousdifferentoptionstoformatyourgraphic(Figure14).

Figure14.DesignTabforchartdesign.CHART OPTIONS: Titles:ToaddtitlestoachartofgraphicyouhavetoclickontheInsertTab.Onceyouhavedonethis,clickontheTextBoxIcon.Thiswillinsertatextboxthatyoucantypethetitleandplaceanywhereyouwishonthechart.ChangeChartType:Youcanchangeyourcharteasilybyselectingthisiconandnavigatingtoamoredesirablechart.Thisfeatureisveryconvenientforsomeonewhochosethewrongchartanddoesntwishtoreselectalltheirdataandgothroughtheprocessasecondtime.FormatChartArea:Thisallowsforchangestobemadetothechardsborder,style,fill,shadows,andmore.TogetthisoptionyouwillneedtorightclickonthechartsborderandnavigatetotheFormatChartAreaoption.Oncethisisclickedadialogboxwillappear.

CHART STYLE: Hereyouareabletochangethecolorofthebarsthatarewithinyourchart.I N S E R T I N G S M A R T A R T G R A P H I C S

PICTURES ToinsertPictures:GototheInsertTab>Picture,adialogboxwillappearandthenyoucanselectthedesiredpicturefromthelocationthatisitstored(Figure15).Thepicturewillbeinserteddirectlyontoyourdocument,whereyoucanchangethesizeofitasdesired.

Figure15.InsertingapictureInsertingClipart:ToinsertClipArtyouwillneedtogototheInsertTab>ClipArt.Anavigationpanewillappearonthelefthandsideofthescreenwhereyoucansearchforwordsthatpertaintothepictureyouarelookingfor.

Figure16.ClipArt

CREATING FUNCTIONS WhencreatingafunctioninExcelyoumustfirsthavethedatathatyouwishtoperformthefunctionwithselected. Selectthecellthatyouwishforthecalculationtobeenteredin(i.e.:ifIwanttoknowthesumofB1:B5IwillhighlightcellB6formysumtobeenteredinto)(Figure17).

Figure17.Choosingcalculationcell OnceyouhavedonethisyouwillneedtoselecttheFormulasTablocatedatthetopofthescreen. AlistofMostRecentlyUsed,Financial,Logical,Text,DateandTime,

MathandTrigformulaswillappear.Tochooseoneoftheformulasclicktheiconthatholdstheformulayouarelookingfor. Onceyouhaveclickedyourformulathiswilldisplayadialogboxonyourscreen.(Figure18)

Figure18.FirstcalculationdisplayInthisscreenitliststhecellsthatarebeingcalculated,thevalueswithinthecells,andtheendresult. ToacceptthatcalculationyoucanpressOKandtheresultwillshowupintheselectedcell.

P R I N T I N G Itisimportanttoalwayssaveyourdocumentbeforeyouprint!PRINTING Toprintyourdocument,gototheOfficeIcon>Print,selectyourdesiredsettings,andthenclickOK.YoucanalsodothisbyusingtheshortcutCTRL+P

TobeabletochangetheorientationofyourpageforprintingyoucanclickonthePropertiesbuttonundertheoptiontoPrintthenclicktheLayoutTab(Figure19).

Figure19.PageSetupbuttonandprintingO T H E R H E L P F U L F U N C T I O N S

UNDO AND REDO Inordertoundoanaction,youcanclickonthebluearrowiconthatispointingtotheleftatthetopofthescreen.Toredoanaction,youcanclickonthebluearrowiconpointingtotheright.Itisimportanttonotethatnotallactionsareundoable,thusitisimportanttosavebeforeyoumakeanymajorchangesinyourdocumentsoyoucanrevertbacktoyoursaveddocument.QUITTING Beforeyouquit,it'sagoodideatosaveyourdocumentonefinaltime.YouwillneedtochoosetheOfficeIconandchooseExitExcel.Thisisbetterthanjustclosingthewindow,asitinsuresyourdocumentquitscorrectly.