Introduction to MS Excel
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Microsoft Excel I
Bob HerringJune 2010
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Microsoft Excel I
Excel is a spreadsheet tool• Holds data (usually numeric)• Constantly recalculates output based on changing input• Think of it as a calculator that you can make notes on
What it isn’t• Not a word processor -- Use Word instead• Not a database -- Use Access• Not a presentation tool -- Use PowerPoint
Basics
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Microsoft Excel I
http://office.microsoft.com/en-us/training/HA102295841033.aspx
Microsoft has provided several useful tools to help you convertfrom the 2003 suite to the new 2007 version
Step one: Go to the URL below to find the tool you need
Step two: Download Adobe Flash player if it’s not already installed
Step three: Run the tool, either online or as downloaded to your computer
Step four: Assume your rightful place as the go-to guy on 2007!
Converting to the Newer Version
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Microsoft Excel I
• All documents are created as “web-ready” XML documents• The Excel file extension is now .xlsx, reflecting this• Excel 2007 can read all previous versions of Excel• Excel 2003 CANNOT read the 2007 version unless you go to the Microsoft website and download a converter• This converter is called FileFormatConverters.exe and is found at http://www.microsoft.com/downloads/details.aspx?FamilyId=941B3470-3AE9-4AEE-8F43-C6BB74CD1466&displaylang=en• Watch what version you are creating – you can choose to create documents in the old format to send to people who don’t have 2007
One Big Change
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Microsoft Excel IInitial View
Your initial view of the program, with the Home Ribbon selected
Quick Access Toolbar Home Ribbon
Document Window
Office Button
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Microsoft Excel IWorksheet Layout
Cells
E12
F6
Status Bar
Home Ribbon
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Microsoft Excel IWorksheet Layout
• Worksheet Layout, continued Formula Bar
Name Box
SheetTabs
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Microsoft Excel IThe Office Button
• This is sort of the old “File” Menu item• This is also where to come to set Excel options (more later)• Can be annoying to work with, but you can use keyboard shortcuts
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Microsoft Excel IHome Ribbon
Clipboard Section
Font Section
Alignment Section
Styles Section
Editing Section
Number Section
Cells Section
• This is called the Home ribbon for the same reason that the old Standard toolbar was called that – the most common actions are all here
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Microsoft Excel IEntering Data
Enter and edit some data ...
Text is Boldand
Centered
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Microsoft Excel IExcel Capabilities
AutoSum ToolFormula Bar
Formula in Cell
Use a function to analyze the data ...
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Microsoft Excel IExcel Capabilities
Obtain results …
RowHeadersAdded Columns
Totaled
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Microsoft Excel ICharts
Create charts with the data
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Microsoft Excel IFormulas
Start with some data ...
Data
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Microsoft Excel IFormulas, continued
Insert a formula ...
FormulaAppearsin Cell
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Microsoft Excel IExercise Formulas
• These are the formulas for the exercise• Use the numeric keypad for + , - , * , / operators• The caret ^ (over the 6) is the exponent operator
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Microsoft Excel IFormulas, continued
• Formulas may be combined• Use parentheses to change the order of operations
CombinedFormula
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Microsoft Excel ICopying Cells
• Cells can be copied and ranges extended with the Fill Handle• Cursor changes to plus sign ( + ) • Click and drag with the left mouse button
FillHandle
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Microsoft Excel ICopying and Pasting Formulas
SelectCell and
Click Copy
A copied formula will automatically apply itself to its new location
SelectDestinationAnd clickPaste
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Microsoft Excel IFormatting Rows and Columns
• Select the Home Ribbon, then click ‘Format’ and choose ‘Row Height’ (or ‘Column Width’) • Type the new height (or width)
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Microsoft Excel IFormatting Rows and Columns
• Select the Home Ribbon, then click ‘Format’ and choose ‘Hide & Unhide’• Click to hide (or unhide) rows or columns
Hide&
Unhide
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Microsoft Excel IInserting Rows and Columns
• Select the Home Ribbon, then click ‘Insert’ and choose ‘Insert Sheet Rows’ (or ‘Insert Sheet Columns’)• The new row appears above selected row; new column to the left
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Microsoft Excel IDeleting Rows and Columns
• Select the row or column by clicking on the number or letter• On the Home Ribbon, select ‘Delete’ and choose ‘Delete Sheet Rows’ or ‘Delete Sheet Columns
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Microsoft Excel IViewing Worksheet Tabs
• Sheet Tabs are controlled by buttons at the bottom left corner of the document window• If not all tabs are in view, use the buttons to make them visible
ShowFirstTab
ShowLastTab
MoveLeft
MoveRight 24
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Microsoft Excel INaming a Worksheet
• Double-click the Sheet Tab, or• Right-click the tab, Select ‘Rename’ and type the new name
Rename
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Microsoft Excel ICopying a Worksheet
• Right-click the Sheet Tab• Select ‘Move or Copy…’• Check the ‘Create a copy’ box and select the sheet’s new location
Move orCopy
SelectMove to End
Check theCopy box
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Microsoft Excel IUsing the Calculator
• Excel has a built-in calculator that you can use• Highlight the numbers that you want to add, and the sum appears in the status bar• Calculator can also average, count, and find the min or max• To change operations, right-click in the status bar
Highlighta group ofNumbers
Sum, Average, etc.Appear in Status Bar
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Microsoft Excel ICentering Across Columns
• Select the cell in which the text begins
Textto be
Centered
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Microsoft Excel ICentering Across Columns, 2
• Highlight the cells in the columns that the label will span• Select the Merge and Center Tool
Mergeand
CenterTool
ColumnsHighlighted
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Microsoft Excel ICentering Across Columns, 3
• Text is now centered in a merged cell• Merged cells behave differently from unmerged ones
CenteredText
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Microsoft Excel ISaving Excel Worksheets
• Remember to SAVE your work!• Click the disk icon on the toolbar , OR• Select the Office Button, then ‘Save’
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Microsoft Excel IUsing the Name Box
• Cells and ranges can be named• To got to a named cell, type it in the name box, or, select the dropdown
Type aName and
press ‘Enter’to go tothe Cell
Click ondropdownto selectdefinednames
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Microsoft Excel IUsing the Name Box, 2
• To name, select the cell or range of cells to be named• Select the Formulas Ribbon and click ‘Define Name’• Type a name for the cell(s) in the dialog box that appears
DefineName
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Microsoft Excel IUsing Names in Formulas
• Enter the table shown in the picture below. (Use the Fill Handle to help)• Use a formula to calculate the profit ( =B2-B3 )• Name cell B3 “Jan”, C3 “Feb”, D3 “Mar”, etc
Name thecells in this row
Use thenames tocalculatequartertotals 34
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Microsoft Excel IPage Setup, Page Size and Orientation
• Select the Page Layout Ribbon and click for the Page Setup dialog box• First Tab is for the page size and orientation• Many spreadsheets are printed as landscape (page sideways)• Use ‘Fit to:’ to squeeze data onto the page the way you want
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Microsoft Excel IPage Setup, Margins
• Select the Page Layout Ribbon and click for the Page Setup dialog box• Use this Tab to set standard margins -- Or, • Select Print Preview, then click ‘Show Margins’ to set them by eye
Text canalso becentered
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Microsoft Excel IPage Setup, Headers and Footers
• Select the Page Layout Ribbon and click for the Page Setup dialog box• Use this Tab to format page headers and footers
Automatic page numbering
Automatic date
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Microsoft Excel IPage Setup, Sheet Options
• Select the Page Layout Ribbon and click for the Page Setup dialog box• Use this Tab to print row and column headings and gridlines
GridlinesCheck box
Row and ColumnHeadings
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Microsoft Excel IList Options
• Select the Office Button, then ‘Excel Options’. In the ‘Popular’ section click the ‘Edit Custom Lists…’ button• Lists can be used to fill in values (e.g., Days and Months)• You can make your own lists to save time and typing• Type in a list and click ‘Add’, or ‘Import’ to get it from a worksheet
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Microsoft Excel IAdding a List
• Click in the ‘List entries’ window• Type each entry in the list. Press ‘Enter’ after each entry, OR• Separate entries with commas• Click ‘Add’ to add the list to the Custom lists pane
TypeList
Here
Add
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Microsoft Excel IImporting a List
• To begin, either type the list of cells to be imported into the dialog entry, or click the collapse dialog button• Highlighting cells will copy them into the collapsed dialog• Click the expand dialog button to return to Custom Lists• Click the ‘Import’ button to add the list
HighlightCells
ExpandDialogButtonCollapse
DialogBox
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Microsoft Excel ICorrecting Errors
• Generally Speaking • Beware of GIGO; or, a computer program is only as good as its inputs• Be cautious of the results -- know what answer to expect
• Errors in Data and Formulas• To fix bad data, click on the cell and retype the number• To fix bad formulas, click the cell containing the formula, then highlight the error in the formula bar and make corrections
• Excel Error Messages• The program can help spot errors• Excel error messages begin with “#”
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Microsoft Excel IRecognizing Errors
• Common Error Messages
• ##### Cell isn’t wide enough to show the data• #VALUE! Wrong type of data for a function• #DIV/0! Tried to divide by zero• #NAME? Cell name not defined or (usually) misspelled• #REF! Cell reference is not valid• #NUM! Function requires a number• #NULL! Called a non-intersecting range of cells
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Microsoft Excel IClearing an Entire Worksheet
• Select worksheet by clicking the row and column intersection• Select the Home Ribbon, then click the ‘Clear’ button (eraser symbol)• Choose All, or Formats, or Contents, or Comments
PlaceCursor atRow &ColumnIntersection
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Microsoft Excel IClearing Cell Contents
• Select cells to be cleared by clicking left mouse button and dragging• Select the Home Ribbon, then click the ‘Clear’ button• Choose All, or Formats, or Contents, or Comments
Cells to beCleared
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Microsoft Excel ICell Formatting -- Alignment
Vertical Controls
Horizontal Controls
Text Wrapping
Text Direction
• Set text location in cells by using the vertical and horizontal buttons• Set text direction by clicking the ‘Orientation’ button• Wrap text in cells by clicking the ‘Wrap Text’ button
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Microsoft Excel ICell Formatting -- Alignment Tab
• The Alignment tab sets the location of the text within cells• Text can be vertical as well as horizontal• Use the ‘Wrap text’ check box to keep column headers narrow
Wrap text
TextOrientation
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Microsoft Excel ICell Formatting -- Font
• Grow or shrink the text one size at a time with the ‘A’ arrow buttons• Set cell borders with the ‘Borders’ button• Set cell background colors with the ‘Fill Color’ button• Set text color with the ‘Font Color’ button
Grow/Shrink Text
CellBorders
Cell FillColor
Text Color
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Microsoft Excel ICell Formatting -- Font Tab
• The Font tab displays all the font commands in one dialog box• Allows users to make subscripts ( CO2 ) and superscripts ( X2 )• Underlines can be set for accounting (both single and double)
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Microsoft Excel ICell Formatting -- Number Tab
• Use the down arrow for quick formats; the right arrow for all formats
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Microsoft Excel ISorting
• Excel can quickly sort your data by column• Highlight all the data to be sorted (very important)• Select the Home Ribbon and click the ‘Sort & Filter’ button
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Microsoft Excel ISorting, 2
• Selecting ‘Sort A to Z’ or ‘Sort Z to A’ sorts by the leftmost column• Click ‘Custom Sort …’ to set up rule-based sorting• Click ‘Add Level’ to create more sorting rules
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Microsoft Excel ISorting, 3
• The ‘Options’ button lets you sort in a case-sensitive way• Checking ‘Case sensitive’ sorts in this order:• Symbols• Numbers• Lower Case• Upper Case
• You may also sort left to right instead of top to bottom
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Microsoft Excel IFreezing Panes
• Column and row headers can be immobilized on the screen • Click in the cell whose upper left corner will be the intersection of the frozen area • Select the View Ribbon and click the ‘Freeze Panes’ button• In the dropdown, click ‘Freeze Panes’
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Microsoft Excel IPanes Frozen
• Excel displays vertical and horizontal lines to mark the boundary of the frozen area • A new option in the 2007 version allows you to select only the top row or first column• “Unfreeze” the panes by repeating the operation
Vertical Pane Marker Horizontal Pane Marker
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Microsoft Excel IReview
• Using the Name Box• Page Setup• Custom Lists• Correcting Errors• Cell Formatting• Sorting• Freezing Panes
• Worksheets• Menus and Toolbars• Worksheet Cells• How to Enter and Edit Text and Numbers• Simple Formulas• Copying and Pasting Formulas• Formatting Rows and Columns• Worksheet Tabs• Copying and Renaming Worksheets• Excel’s Built-In Calculator• Centering Across Columns• Saving an Excel Workbook
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