Microsoft Excel

Click on Start,
then Microsoft
Office Excel
2007.
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If Excel does not appear,

click on All Programs,
then Microsoft Office,
then Microsoft Office
Excel 2007.

When you first open Excel

or Word 2007, you may be
surprised by its new look.
Most of the changes are in
the Ribbon, the area that
spans the top of Word.
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Tabs sit across the top of the Ribbon. Each

one represents core tasks you do in a given
program.
Groups are sets of related commands. They
remain on display and readily available, giving
you rich visual aids.
Commands are arranged in groups. A
command can be a button, a menu, or a box
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where you enter information.

Sometimes an arrow,
called the Dialog Box
Launcher, appears in
the lower-right corner
of a group.
This means more
options are available
for the group.

On the Home tab, click the arrow

in the Font group.
The Font dialog box opens, with the full
selection of font commands.
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The Microsoft
Office Button
appears in the
upper-left corner of
the window in
several Microsoft
Office programs,
such as Word and
Excel.
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Lets examine the

different areas of
the Excel
worksheet

Each box
is called
a cell.

Column
headings

Row
headings
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Formula Bar
(information in
the active cell)
Name box
(active cell)

Worksheet (a sheet of cells)

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Workbook (the full Excel

file with all Worksheets).

Navigation buttons (for switching between

worksheets).
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Information can only be entered into

active cells. Click the cell you wish to add
information to and begin typing.

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Press the Enter key

to advance to the
next cell down.

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Press the Tab key

to go to the next
cell on the right.

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**Hitting enter and tab are

actually time savers. When
there is any action that you
can accomplish without taking
your hands off the keyboard,
you are actually saving a little
bit of time.
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First, click on the little button

where the left side of column
A and the top of row 1 meet.
This will highlight your whole
sheet.
Now go to your formatting
dropdown menu and choose
the NUMBER format.
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In Cell A1, type a

very long number
(16 digit number)

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If a number is too large to fit in a cell,

it may appear as several pound signs
or as scientific notation.

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To enlarge the cell so that all of the

data appears, simply double-click on
the right side of the cell, or place the
cursor on the right side of the cell
and drag it to the right. This cursor
must be visible to perform either
action.
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The height of a row may be

adjusted by placing the cursor
over the top or bottom of the
rows heading and dragging to
the desired height. This cursor
must be visible to perform either
action.

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21

Right Click cell A1

and select Clear
Contents to clear
the number we
typed.

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Click on Insert, then

Insert Sheet to add
another worksheet.

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New worksheet added.

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To rename a worksheet, right-click

on the tab, and select Rename.

Rename this sheet Practice

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Cells must be highlighted, or selected, for

Excel to perform a task. Simply click on a
cell, hold down the mouse button, drag the
mouse over all the cells you wish to select,
and release the mouse button.

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If the cells you need to select

are NOT next to each other,
hold down the Ctrl key as you
select each one.
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Click on a columns heading

to select the entire column.

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To select multiple
columns, click and drag
across the columns you
wish to select.
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To select columns that are not next

to each other, hold down the Ctrl
button and select the columns.

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Click on a rows heading to

select the entire row.

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To select multiple rows,

click and drag across the
rows you wish to select.
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To select multiple rows that are not

next to each other, hold down the
Ctrl key and select the rows.
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In the current spreadsheet, type in the

following categories across row 1.
(A1)

(B1)

(C1)

(D1)

Last Name

First Name Address City

(E1)

(F1)

(G1)

State Zip Code Email

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To insert a NEW column,

highlight the column that you
wish to place the new column
in front of, then click Insert,
then Insert Sheet columns.

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Please note that all the

headings in the columns
to the right of the new
column have shifted to
the next column over.
Add Unit Number
Heading to the new
column.

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Now in cell A5 type Hello

(tab) to cell B5 and type
Goodbye (tab) to cell C5
type Later (Enter)
In A6 type Hi (tab) in B6
type Bye (tab) and in C6
type Later

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To insert a NEW row, highlight the row

that you wish to place the new row on
top of, then click Insert then choose
Insert Sheet Rows

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Please note that all the

information in the rows
below the new row has
shifted down a row.
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To delete a row, select it,

then right click on
Delete.
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Highlight cells A5
through C7, right
click and select
Clear Contents to
clear the data we
added.

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HELPFUL HINT: Use the Undo

button to undo actions youve done
and want to undo
CTRL + Z

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Data can be moved around or

copied by using Cut, Copy, and
Paste.

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Cut

Paste

Copy
Format
Painter (will
discuss
later)

Cut, Copy, and Paste

Ctrl + X

Ctrl + C

Ctrl + V

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Go to Sheet 2, then fill in the following Information.

(A1) Lastname (B1) Hickerson (C1) VanNoy
(A2) Firstname (B2) Andrew
(C2) Julie
(A3) City
(B3) Indpls
(C3) Fishers
(A4) State
(B4) Indiana
(C4) Indiana

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Select the data

to be moved and
click on Cut.
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Place the cursor in the cell or

cells you want the data to be
placed in (A7) and click on
Paste.

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The data is deleted from

the original location and is
pasted in the new location.

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Now try to cut and paste again

replacing the info in the original
spot.

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Using Copy and Paste

does not delete the data
from the original location,
but instead keeps the
original and the replica.
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Select the data from before

(A7-C10) and click on
Copy.

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Put the
cursor where
you want the
data to be
copied, cell
A1 and click
Paste.

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Select the cells we

were working with
(A4-C16), right click
and select Clear
Contents. This
action clears all data
out of the highlighted
cells.
** Clearing contents
will not clear the cell
format.
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Using Autofill

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Using AutoFill can save

work by copying data or
repeating patterns.

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Go back to the
Worksheet we named
Practice

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Fill in the following

data into cells A2-B6.
Then highlight cells
A2-B6.

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The Fill Handle is

the square in the
lower right corner.

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Type the word

Fishers in cell E2
under City heading.

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Click on the Fill Handle in the cell and

drag it down to E6. The Autofill feature
fills in city as Fishers for all those cells
you selected.
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61

Excel can recognize some

common patterns when using
Autofill. Try typing January in A1
and auto fill until you reach K1.

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Try typing Almonds in A1

and Apples in B1. Now
highlight these 2 cells, then
grab the autofill handle and
drag across row 1 until you
reach L1.
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If Autofill doesnt
recognize a common
pattern, then it will copy
the original data.

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Try typing the

numbers 5 and
10 in cells A1
and B1.

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Highlight cells A1-B1 then drag

the Autofill Handle across. The
autofill will continue on a +5
pattern. Please note Autofill
requires at least two cells to
detect a numerical pattern.

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In Cell A10, Type Sunday, and

try to use Autofill feature to
fill out the rest of the days of
the week.
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68

Examples of
Recognized Autofill

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Now take a minute and try to autofill

on your own.
Any Questions?

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Formatting

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Data formatting is done

in a similar manner to
Microsoft Word.
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Click on the Font Color

icon to change the color.

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Excel automatically lines up text (letters)

on the left side of a cell, and numbers on
the right side of a cell.
Left alignment

Center alignment

Right alignment

Change the alignment by clicking on one of these.

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LETS TRY:
REMEMBER HOW TO?
Resize Row 1 to 100 pixels. If
you have any questions,
please ask.

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To align data vertically,

select cells and click on
Alignment palette

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Use the drop-down

menu under Vertical:
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Also shortcut in toolbar at top

To alignment use the formatting menu, and

selct which style you want. Select vertical
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The text is now centered vertically.

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Go to sheet 2, and type Alphabet soup is

very delicious! is cell A1.
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Excel can enlarge a cell to fit a lot of data.

Under Text control, click on Wrap text.
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The cell has enlarged enough

to fit the data entered.

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Go to sheet 3, and type

Bread and Butter is cell A1.
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Excel can also shrink data to fit a cell. Under

Text control, click on Shrink to fit.
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Excel can also shrink data to fit a cell. Under

Text control, click on Shrink to fit.
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The data fits

into one cell.
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LETS TRY:
REMEMBER HOW TO?
Add a new worksheet open it.
Now type January in cell A1 and
autofill across until L1.
Next resize row 1 to 100 pixels.
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Data can be rotated click

icon in alignment panel to
get format dialog box.

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Data may be rotated under Orientation.

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The data is rotated at a

45 degree angle.

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LETS TRY:
REMEMBER HOW TO?
Click undo until you have a
blank worksheet.
Type Kirkpatrick Document
Management System in cell A1.
Resize the font to size 36.

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Cells can be merged to form one

large cell - this is very helpful to
create a title for the worksheet.
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Select Cells A1-J1, and click the Merge

and Center button
Now you have one large cell that spans
across the top of your sheet.

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You can undo the cell merge

by clicking on the Merge
and Center button again.

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LETS TRY:
REMEMBER HOW TO?
Add another worksheet, and
start working in it.
In cells A1-B2 type Last Name,
First Name, Your Last name and
Your First Name.
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You may change the horizontal alignment

of data by clicking on the indent buttons.
Select the cell in which you wish to increase the
indent, and click the Increase Indent button.
Remember, text is automatically aligned to the
left, and numbers to the right.
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Select the cell in which you wish

to increase the indent, and click
the Increase Indent button.
Remember, text is automatically
aligned to the left, and numbers
to the right.
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LETS TRY:
REMEMBER HOW TO?
Add a new worksheet. Rename
it with your last name. Delete all
other worksheets.
On the new worksheet, in cell
A1, type a 1000000000 (one
billion)

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These buttons
format numbers.

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The Currency Style

button adds a dollar
sign and commas.

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The Percent Style button

adds a percent sign.

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The Comma Style button

adds commas to numbers
greater than one thousand.

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Every click of the Increase

Decimal button displays an
additional decimal space.

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LETS TRY:
REMEMBER HOW TO?
Now in cells A1-B4 type in a 4
digit number in each cell.

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To add a border
around your cells,
select the cells, then
click on the
Borders button
and choose the All
Borders style.
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Click on the Fill Color icon

to select different colors.

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Click on the Font Color button

to change the color of your data.

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Adjusting spreadsheets

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Click on Print Preview before

printing the worksheet. Dotted
lines will appear on the worksheet
after using Print Preview. The lines
indicate the page breaks.
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To get to the Page

Setup Menu, select
the Page Layout
Tab, then click the
small arrow in the
corner.
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You may
change the
Orientation,
adjust the
size of the
spreadsheet,
change the
margins, add
a
header/foote
r, and more.

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Various print options are

located on the Print
menu.
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Click on Print Preview before

printing the worksheet. Dotted
lines will appear on the worksheet
after using Print Preview. The lines
indicate the page breaks.
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Click on Print Preview before

printing the worksheet. Dotted
lines will appear on the worksheet
after using Print Preview. The lines
indicate the page breaks.
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Under the Page layout tab, you

can adjust the Print area. This is
the area that will be on the printed
copy of your spreadsheet.
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Under the Page

layout tab, click on
the arrow in the
bottom corner to get
the Page setup
menu.

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In the Page
setup menu
you can
choose Fit
to ___ pages
wide by ___
pages tall.

This is very helpful when

having issues getting
things to print correctly.

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Basic Formulas

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Delete everything out of cells

A1-B4 so that you are working
from a blank worksheet.

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Formulas always begin with

an equal (=) sign. Type =5+5
into a cell. Press enter to
move to the cell below.

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The answer appears

after you exit the cell.

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If you go back to the

original cell, you will
see the formula in the
Formula Bar.

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Symbols
To add, use +
To subtract, use
To multiply, use *
To divide, use /

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Excel calculates in
the following order:
Parentheses
Multiplication and
Division
Addition and
Subtraction
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Formulas can be
created based on
values in other cells.
The formula,
=A1+A2 adds the
values in A1 and A2.
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127

AutoSum

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In cells A1-A7 type a 3

digit number in each cell.

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AutoSum quickly adds the numbers in

cells. Simply highlight the numbers to be
added, then click on the AutoSum icon.
The answer will appear in the next cell.
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Click the small arrow

next to the AutoSum
icon to see other
functions available.
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132

Error Messages
#DIV/0 (Dividing by 0)
#NAME? (Formula name or cell
reference is not recognized)
#REF! (Cell does not exist)
#VALUE! (A cell with text can NOT
work with formula)
####### (Appears when column is too
narrow to display results)
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Circular Reference Error

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The Circular
Reference error
appears when a
formula or function
refers to its own cell.
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For additional help with Excel,

including formulas and
functions, be sure to access
the Help menu.
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Practice Test

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Lets create a fake budget for

a fake community.
Copy the following
information and try to get
formatting to match.

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139

Now try to create the

formulas needed to
finish the spreadsheet.

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You will use

=SUM(

) and XX*##

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142

All highlighted cells need to

be solved with basic formulas.

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