01 Excel Session 01-1

Swift Foundation - Excel
Objectives
In this session, you will learn to:

Explore the User Interface Explore the Ribbon Navigate in Excel Select and Enter Data Save a Workbook Manipulate Data Insert and Delete Cells, Columns, and Rows Search for Data in a Worksheet
Ver. 1.0
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Explore the User Interface
The User Interface of Excel consists of the following components:

Spreadsheets The Excel Application Window Worksheets Workbooks
Ver. 1.0
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Explore the User Interface (Contd.)
Spreadsheet:
Is a paper or an electronic document that stores various types of data, such as numbers, text, and non-alphanumeric symbols, in a tabular format. Consists of vertical columns and horizontal rows that intersect to form cells.
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The Excel Application Window:

Fills the entire screen and provides a place for you to interact with Excel.
Microsoft Office Button
Ribbon Name Box Task Pane Formula Bar Workbook Window
Microsoft Office Window Frame

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Worksheet:
Is a spreadsheet used to store data in the Excel application. Is a collection of 16,384 columns and 1,048,576 rows that intersect to form grids. Is comprised of gridlines that form rectangles called cells.
16384th Column Column Headings
Row Headings
1048576th Row
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Cell XFD1048576
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Workbook:
Is an Excel file that acts as a repository for related Excel worksheets. Contains, by default, three worksheets named Sheet1, Sheet2, and Sheet. Title Bar
Home Tab bar
Tab Scrolling Buttons

Ver. 1.0
Worksheet Tabs
Insert Worksheet Button
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Explore the Ribbon
Some of the important tools and functions that enable you to complete your tasks quickly and efficiently are:
The Page Layout Tab The Formulas Tab The Data Tab The Review Tab
Ver. 1.0
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Explore the Ribbon (Contd.)
The Page Layout Tab:

Is a command tab located on the Ribbon and is used for specifying page settings, layout, orientation, margins, and other related options.
Groups and Commands on the Home tab
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The Formulas Tab:

Is a command tab located on the Ribbon and has several options that allow you to work easily with formulas and functions.
Ver. 1.0
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The Data Tab:

Is a command tab located on the Ribbon that allow you to establish connections with external data sources and import data for use within Excel worksheets.
Groups and Commands on the Page Layout tab
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The Review Tab:

Is a command tab located on the Ribbon that allows you to ensure correctness of the language and insert comments, among other tasks.
Groups and Commands on the Review tab
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Navigate in Excel
The Open Dialog Box:

Has options to search for existing files to be opened. Has the Files Of Type drop-down list that provides options to select the format in which the file needs to be opened.
Ver. 1.0
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Navigate in Excel (Contd.)
Mouse Navigation Options:

Allow you to navigate to a specific cell, range of cells, or to the end of ranges by using the mouse.
Vertical Scroll Arrow
Scroll Box Vertical Scroll Bar Horizontal Scroll Bar Vertical Scroll Arrow
Horizontal Scroll Arrow
Horizontal Scroll Arrow
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Navigate in Excel (Contd.)
Keyboard Navigation Options:

Enable you to navigate to a specific cell, range of cells, or to the end of ranges in a worksheet by using the keyboard.
Ver. 1.0
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Select and Enter Data
The New Workbook Dialog Box:

Allows you to create either a blank workbook or a workbook based on a template.
Offline Template Categories
Online Template Categories
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Demo: Selecting and Entering Data
Problem Statement:
You need to document the companys sales and expenses information for the first quarter in a new Excel spreadsheet. Before that, you would like to practice the different ways of selecting data in Excel.
Ver. 1.0
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Demo: Selecting and Entering Data (Contd.)
Solution:
To solve the preceding problem, you need to perform the following task:
Select a single cell and its contents. Select a range of cells. Select an entire worksheet. Create a new, blank workbook. Enter the column headings Months, Sales, Expenses, and Totals. Enter the names of the months. Enter the sales values. Enter the expense values.
Ver. 1.0
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Save a Workbook
The Save Command:

Allows you to save a new workbook or save the changes made to an existing workbook without changing its name.
The Save As Command:

Allows you to save an existing file with a new name.
File Format:
Excel 2007 offers an extensive list of formats in which to save your workbook, such as:
Excel workbook (XLSX) Excel macro-enabled workbook (XLSM) Excel template (XLTX) Excel macro-enabled template (XLTM) Excel binary workbook (XLSB) Excel add-in (XLAM)
Ver. 1.0
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Demo: Saving a Workbook in XLS Format
Problem Statement:
You are working on the companys employee information spreadsheet, and you need to send it to your manager. Before sending the workbook for review, you find that there are a few empty columns and you would like to utilize the empty space. You have Excel 2007 installed on your system, but your manager is still using Excel 2003.
Ver. 1.0
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Demo: Saving a Workbook in XLS Format (Contd.)
Solution:
Paste the Total Hours column in column J. Save the file in XLS format.
Ver. 1.0
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Manipulate Data
The Cut, Copy, and Past Options:

Allows you to move, copy, and paste cells and cell content in worksheets. Can be accessed from the Clipboard group on the Home tab.
Ver. 1.0
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Manipulate Data (Contd.)
Undo and Redo Option:

Undo option allows to reverse most recent action. Redo option allows to cancel the recent Undo action.
Undo
Redo
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Manipulate Data (Contd.)
Auto Fill Feature:

Fills a cell data or a series of data in a worksheet into a selected range of cells.
The Fill Handle
Ver. 1.0
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Demo: Manipulating Data
Problem Statement:
You presented a draft copy of the worksheet that tracks sales data to your manager for her review, and she has a few suggested changes. She wants you to list all the months of the year for both Northeastern and Mideastern regions, and she wants you to align the dates in the same column for both locations and rename them with Fiscal 2006. She also wants you to take a closer look at the values and validate them, if necessary.
Ver. 1.0
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Demo: Manipulating Data (Contd.)
Solution:
Move the Totals column. Move the date text for the Northeastern Region one cell to the left. Copy the column headings, April and Totals, to the corresponding columns in the Mideastern Region section. Add the remaining months of the year to the Northeastern and Mideastern Region sections. Edit a sales value for the month of April in the Midwestern region. Change the date to Fiscal 2006. Save and close the workbook.
Ver. 1.0
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Demo: Copying Cells Using Auto Fill Options
Problem Statement:
You are updating your companys salary information worksheet for the Northeastern and the Midwestern regions. You want to categorize employee information by adding the project code of each employee against his/her ID number. Most of the employees belong to the Microsoft project that has project code MS15, and few of them belong to a project with project code AR30.
Ver. 1.0
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Demo: Copying Cells Using Auto Fill Options (Contd.)
Solution:
Insert a new column after the employee ID column. Add the column headings for the new column. In the Northeastern Region section, add the project code information. In the Midwestern Region section, add the project code information.
Ver. 1.0
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Insert and Delete Cells, Columns, and Rows
Insert Options:
Insert a row Insert a column Insert multiple rows or columns Insert a cell
Delete Options:
Delete a row Delete a column Delete multiple rows or columns Delete a cell
Ver. 1.0
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Demo: Inserting and Deleting Cells, Columns, and Rows
Problem Statement:
You are the sales executive of a company and have tracked the sales data for the first quarter. You want to add a title to the spreadsheet and require an empty column to add employee names after the employee ID data. By mistake, you entered last Decembers data in the January column, and the actual data for January is entered in the February column, the February data is entered in March column, and so on. You would like to correct this mistake and, for aesthetic appeal, you would like to eliminate unwanted rows add new rows, wherever required, and include a new column at the beginning of the spreadsheet.
Ver. 1.0
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Demo: Inserting and Deleting Cells, Columns, and Rows (Contd.)
Solution:
Insert two rows above the current row 1. Insert a new column before column A. Insert a block of cells after the employee ID column. Delete rows 4 and 14, that contain the text, Fiscal 2006. Delete the empty column between the December and Totals headings. Delete the sales data in the January column and shift the remaining monthly sales data one cell to the left. In the Northeastern and Midwestern Region sections, insert an empty row between the months and the first employee information.
Ver. 1.0
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Search for Data in a Worksheet
The Find Command:

Helps you locate specific data within a worksheet. Is present in the Find & Select menu, in the Editing group, on the Home tab, and displays the Find And Replace dialog box.
Specify text to be located Displays advanced find options
Locate every instance of search criteria
Locate next instance of the search criteria
Ver. 1.0
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Search for Data in a Worksheet (Contd.)
The Replace Command:

Helps you replace the existing data within a worksheet with new data. Is present in the Find & Select menu, in the Editing group, on the Home tab, and displays the Find And Replace dialog box.
Specify the text with which to replace
Displays advanced replace options
Replace every instance of search criteria
Replace selected instance of search criteria
Ver. 1.0
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Cell References:
Is the row and column address by which cells are often referred to in Excel. The address contains the column heading followed by the row heading.
Column Heading Row Heading
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Cell Name:
Can be used to search for data in a worksheet and to create formulas. Can be specified in the Name box to locate the data.
Cell Name
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The Go To Command:
Takes you to a specific cell either by a cell reference or by a cell name you have specified. Is listed along with the Find and Replace options in the Find & Select menu.
Ver. 1.0
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Demo: Locating a Cell in a Worksheet
Problem Statement:
The net totals of employees with IDs 4567 and 7890 from January to March have to be updated. You want to alter the total of these employees from the Northeastern and Midwestern regions.
Ver. 1.0
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Demo: Locating a Cell in a Worksheet (Contd.)
Solution:
Locate the Totals column in the Northeastern Region section. In the Northeastern Region section, alter the total salary of the fourth employee. Locate the Totals column in the Midwestern Region section. In the Midwestern Region section, alter the total salary of the third employee.
Ver. 1.0
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Test Your Understanding
Which window appears within the application window and is used for entering data? How many rows and columns are there in an Excel worksheet? Which tab on the Ribbon of the Excel User Interface is used for specifying page settings, layout, orientation, margins, and other related options? Which tab on the Ribbon of the Excel User Interface provides options that allow you to establish connections with external data sources and import data for use within Excel worksheets? Which feature of Excel fills a cell data or a series of data in a worksheet into a selected range of cells?
Ver. 1.0
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Summary
In this session, you leaned that:

Microsoft Office Excel 2007 helps you store and manage alphanumeric data. A spreadsheet is a paper or an electronic document that stores various types of data, such as numbers, text, and non-alphanumeric symbols, in a tabular format. A worksheet is a spreadsheet used to store data in the Excel application. A workbook is an Excel file that acts as a repository for related Excel worksheets. The Page Layout tab is used for specifying page settings, layout, orientation, margins, and other related options. The Formulas tab contains options to allow you to work easily with formulas and functions.
Ver. 1.0
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Summary (Contd.)
The Data tab provides options that allow you to establish connections with external data sources and import data for use within Excel worksheets. Excel 2007 offers an extensive list of formats in which to save your workbook, such as:
Excel workbook (XLSX) Excel macro-enabled workbook (XLSM) Excel template (XLTX) Excel macro-enabled template (XLTM) Excel binary workbook (XLSB) Excel add-in (XLAM)
The Auto Fill feature fills a cell data or a series of data in a worksheet into a selected range of cells. A cell reference is the row and column address by which cells are often referred to in Excel.
Ver. 1.0
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01 Excel Session 01-1

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01 Excel Session 01-1

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Swift Foundation - Excel

In this session, you will learn to:

Swift Foundation - Excel

The User Interface of Excel consists of the following components:

Swift Foundation - Excel

Swift Foundation - Excel

The Excel Application Window:

Ribbon Name Box Task Pane Formula Bar Workbook Window

Microsoft Office Window Frame

Swift Foundation - Excel

16384th Column Column Headings

Swift Foundation - Excel

Home Tab bar

Tab Scrolling Buttons

Insert Worksheet Button

Swift Foundation - Excel

Swift Foundation - Excel

The Page Layout Tab:

Groups and Commands on the Home tab

Swift Foundation - Excel

The Formulas Tab:

Swift Foundation - Excel

The Data Tab:

Groups and Commands on the Page Layout tab

Swift Foundation - Excel

The Review Tab:

Groups and Commands on the Review tab

Swift Foundation - Excel

The Open Dialog Box:

Swift Foundation - Excel

Mouse Navigation Options:

Vertical Scroll Arrow

Horizontal Scroll Arrow

Horizontal Scroll Arrow

Swift Foundation - Excel

Keyboard Navigation Options:

Swift Foundation - Excel

The New Workbook Dialog Box:

Offline Template Categories

Online Template Categories

Swift Foundation - Excel

Swift Foundation - Excel

Swift Foundation - Excel

The Save Command:

The Save As Command:

Swift Foundation - Excel

Swift Foundation - Excel

Swift Foundation - Excel

The Cut, Copy, and Past Options:

Swift Foundation - Excel

Undo and Redo Option:

Swift Foundation - Excel

Auto Fill Feature:

The Fill Handle

Swift Foundation - Excel

Swift Foundation - Excel

Swift Foundation - Excel

Swift Foundation - Excel

Swift Foundation - Excel

Swift Foundation - Excel

Swift Foundation - Excel

Swift Foundation - Excel

The Find Command: