Using Microsoft Excel

1
Using Microsoft Excel

• Please read the materials on Excel from
  Mastering Office. It is on reserve at the
  circulation desk.
• Please, do the Excel Assignment

2
Excel Window
Formula Bar
Column H
Active Cell
Row 8
Cell H8
Sheet Tabs
3
Excel Vocabulary

• workbook a multiple page Excel document
• worksheet each page in an excel workbook
• formula arithmetic expression that calculates
  an answer
• formula bar the bar located just below the
  toolbar in Excel. This is where you would type in
  the formula.

4
Excel Vocabulary(page 2)

• columns data organized in vertical groupings
  (denoted by a letter)
• rows data organized in horizontal groupings
  (denoted by a number)
• cells an individual piece of data (denoted by a
  letter and number)
• active cell By clicking on a cell, the cell
  becomes active. When you type in data, it will be
  placed in the active cell.

5
Navigating in Excel

• sheet tabs - allow you to move to different
  sheets within the workbook
• for example, in a workbook of student grades, you
  would have separate sheets for each class - LIST
  1101, 1103, and 2005.

6
Navigating in Excel(page 2)

• Scrolling in a worksheet
• Because you may have many columns in a
  worksheet, you may have to scroll across the
  page. This can be done using the scroll bar at
  the bottom of the screen
• Because you may have many rows in a worksheet,
  you may have to scroll down the page. This can be
  done using the scroll bar on the right side of
  the screen.

7
Autocomplete

• Feature that tries to complete an entry for you
• If you have already entered data into a cell that
  begins with the same letters, excel will
  automatically fill in the remaining letters.
• For example, if you have already typed Jones into
  a cell, when you type Jo into another cell, Excel
  will automatically fill in the remaining letters
  to complete the word Jones.
• To allow the autocomplete to finish the text,
  simply press Enter.
• If the autocomplete is not what you want entered,
  simply continue to type.

8
Revising Data in Cells

• Two ways to change data in a cell
• 1) Type over - Click on the cell that you want to
  change. Type what you want in the cell. The new
  data will erase and write over the old data.
• 2) Edit - Click on the cell that you want to
  edit. Move your cursor to the formula bar. You
  can edit the data in the formula bar. Once you
  are done, press Enter.

9
Deleting the Contents of a Cell

• To delete just the contents of a cell, simply
  activate it by clicking on it. Then use the
  Delete key.
• Note This does not make the cell disappear from
  the sheet, but only clears the content from the
  cell. If you remove both the contents and the
  cell itself, the surrounding cells will try to
  fill in the space. This may distort the structure
  of your worksheet.

10
Mathematical Operators in Excel

• Operation Symbol

11
Creating Formulas

• 1. Activate the cell where you want the result to
  appear.
• 2. Type an sign. You must type an equal sign
  before entering a formula. The equal sign tells
  the program that you are entering a formula for
  it to calculate and not entering data in a cell.
• 3. Type in your formula
• a) You can refer to other cells in your
  spreadsheet by entering their letter and number
  combination.
• b) Or, you can click on the cell containing the
  data you want entered into your formula. Excel
  will automatically enter the letter and number
  combination for you.
• 4. Press Enter to finish the formula.

12
Adjusting Column Width

• If the data that you enter is wider than the
  column, the text will not be visible.
• 1) Select the column you want to adjust by
  clicking on its letter at the top of the sheet.
• 2) Place the mouse pointer to the right edge of
  the column. The pointer will change into a
  double-headed arrow.
• 3a) You can manually adjust the width by clicking
  and then dragging the edge.
• 3b) Or, double click and Excel will automatically
  adjust the column width to fit the contents.

13
Adjusting Row Height

• You can adjust the row height in the same ways
  that you can adjust the column width.
• 1) Select the row you want to adjust by clicking
  on its number on the left of the sheet.
• 2) Place the mouse pointer to the bottom edge of
  the row. The pointer will change into a
  double-headed arrow.
• 3a) You can manually adjust the height by
  clicking and then dragging the edge.
• 3b) Or, double click and Excel will automatically
  adjust the row height to fit the contents.

14
Adding Rows and Columns

• To add a new column between other columns
• 1) select the column to the right of where you
  want to add the column
• 2) in the insert menu, choose columns
• 3) a new column to the left of the selected
  column will be added
• To add a new row between other rows
• 1) select the row below the location you want to
  add the row
• 2) in the insert menu, choose rows
• 3) a new row above the selected row will be added

15
Deleting Rows and Columns

• 1) Select the rows and/or columns that you want
  to delete.
• 2a) If you want to delete only the contents,
  press the Delete key.
• 2b) If you want to delete the contents and remove
  the rows and/or columns, choose Delete from the
  Edit menu. The other rows and columns will move
  to fill in the removed space.

16
Moving and Copying Cell Contents

• You can copy and cut the content of cells and
  move them to other cells.
• 1) Select the cells you want to copy or cut
• 2) Under the Edit menu, select Copy or Cut. Or,
  use the CtrlC or CtrlX shortcut.
• 3) The cells you copy or cut will have a moving
  border around them.
• 4) Select the first cell where you want the data
  to be pasted
• 5) Under the Edit menu, select Paste. Or use the
  CtrlV shortcut.
• 6) The cells will fill in. If there is already
  data in the cells, Excel will delete the old data
  and put the new data in its place.

17
Copying Data from One Sheet into Another

• Within the same workbook, you can copy or cut
  data from one sheet to paste to another.
• 1) Select the cells you want to copy or cut
• 2) Under the Edit menu, select Copy or Cut. Or
  use CtrlC or CtrlX.
• 3) The cells you copy or cut will have a moving
  border around them.
• 4) Move to the other sheet by clicking on its
  tab.
• 5) Select the first cell where you want the data
  to be pasted
• 6) Under the Edit menu, select Paste. Or use the
  CtrlV.
• 7) The cells will fill in. If there is already
  data in the cells, Excel will delete the old data
  and put the new data in its place.

18
Linking Data between Sheets

• Within the same workbook, you can share data
  between worksheets.
• When you change the data in the originating sheet
  it is changed in destination sheet.

19
Linking Data between Sheets (pg 2)

• 1) Select the cells you want to link from the
  originating sheet
• 2) Under the Edit menu, select Copy or use CtrlC
• 3) The cells you copy or cut will have a moving
  border around them.
• 4) Move to the other sheet by clicking on its
  tab.
• 5) Select the first cell where you want the data
  to be pasted
• 6) Under the Edit menu, select Paste Special. Do
  not use
• the shortcut.
• 7) Click on Paste Link in the dialog box.
• 8) The cells will fill in. When you change the
  data in the originating sheet, the data will be
  automatically changed
• in the destination sheet.

20
Aligning Text in Cells

• You can align the text in the cells both
  horizontally and vertically.
• 1) Select the cells, rows, and/or columns that
  you want to align
• 2) Under the Format menu, choose Cells
• 3) Click on the Alignment Tab
• 4) Under the Horizontal drop down menu, you can
  select left, right, center, etc.
• 5) Under the Vertical drop down menu, you can
  select top, center, bottom, etc.

21
Merging Cells

• You can merge two or more cells into one larger
  cell.
• 1) Select the cells you want to merge
• 2) Under the Format menu, choose Cells
• 3) Click on the Alignment Tab
• 4) Click on the check box next to Merge Cells.

22
Merging Cells (page 2)

• Shortcut After selecting the cells, simply click
  on the Merge button in the toolbar
• Beware Do not merge multiple cells that each
  contain data. Excel can not paste the cell
  contents together and may delete your data.

23
Wrap Text in Cells

• You can have text in a cell wrap into other lines
  in the same cell.
• 1) Select the cells you want to wrap text
• 2) Under the Format menu, choose Cells
• 3) Click on the Alignment Tab
• 4) Click on the check box next to Wrap Text

24
Wrap Text in Cells(page 2)

• Example
• Wrap Text No Wrap Text

25
Printing Page Setup

• Change orientation Portrait or Landscape
• Scaling scale the worksheet to fit the paper
• 1) Under the File menu, choose Page Setup
• 2) Select the Page Tab
• 3) Change the page settings
• 4) Click OK to apply

26
Printing Changing the Area to Print

• 1) Under the File menu, choose Page Setup
• 2) Select the Sheet Tab
• 3) Change the Print Area
• To print a selection instead of the entire
  sheet, click on the icon in the print selection
  text box. Click and drag to select the cells you
  want printed.
• 4) Click OK to apply
• Shortcut Select the cells you want to print.
  Under the File menu, select Print Area then Set
  Print Area.

27
Printing Print Gridlines

• To print gridlines between the cells
• 1) Under the File menu, choose Page Setup
• 2) Select the Sheet Tab
• 3) Check the Checkbox for Print Gridlines
• 4) Click OK to apply