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Excel Lesson 1 Excel Basics

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Define the terms spreadsheet and worksheet. Identify the parts of a worksheet. ... by clicking the cell with the pointer, pressing keys, or using the scroll bars. ... – PowerPoint PPT presentation

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Title: Excel Lesson 1 Excel Basics


1
Excel Lesson 1Excel Basics
  • Microsoft Office 2007 Introductory

2
Objectives
  • Define the terms spreadsheet and worksheet.
  • Identify the parts of a worksheet.
  • Open an existing workbook.
  • Save a workbook.
  • Move the active cell in a worksheet.
  • Select cells and enter data in a worksheet.

3
Objectives (continued)
  • Edit data in cells.
  • Find and replace data.
  • Zoom in a worksheet.
  • Preview and print a worksheet.
  • Close a workbook.

4
Vocabulary
  • Name Box
  • Range
  • Range reference
  • Row
  • Sheet tab
  • Spreadsheet
  • Workbook
  • Worksheet
  • Active cell
  • Active worksheet
  • Cell
  • Cell reference
  • Column
  • Formula
  • Formula Bar
  • Microsoft Office Excel 2007 (Excel)

5
Introduction to Spreadsheets
  • Microsoft Office Excel 2007 (or Excel) is a
    spreadsheet program. A spreadsheet is a grid of
    rows and columns in which you enter text,
    numbers, and the results of calculations.
  • The purpose of a spreadsheet is to solve problems
    that involve numbers. Computer spreadsheets have
    the ability to complete complex and repetitious
    calculations quickly and accurately.
  • In Excel, a computerized spreadsheet is called a
    worksheet. The file used to store worksheets is
    called a workbook. Usually, workbooks contain a
    collection of related worksheets.

6
Starting Excel
  • You start Excel from the Start menu in Windows.
    Click the Start button, click All Programs, click
    Microsoft Office, and then click Microsoft Office
    Excel 2007.
  • When Excel starts, the program window displays a
    blank workbook titled Book1, which includes three
    blank worksheets titled Sheet1, Sheet2, and
    Sheet3.

7
Exploring the Parts of the Worksheet
  • The name of each worksheet appears in the sheet
    tab at the bottom of the worksheet window.
    Columns appear vertically and are identified by
    letters. Rows appear horizontally and are
    identified by numbers.
  • A cell is the intersection of a row and a column.
    Each cell is identified by a unique cell
    reference, which is formed by combining the
    cells column letter and row number. For example,
    the cell that intersects at column C and row 4
    has the cell reference C4.

8
Exploring the Parts of the Worksheet (continued)
  • The cell in the worksheet in which you can type
    data is called the active cell. The Name Box, or
    cell reference area located below the Ribbon,
    displays the cell reference of the active cell.
  • The Formula Bar appears to the right of the Name
    Box and displays a formula when the cell of a
    worksheet contains a calculated value (or the
    results of the formula).
  • A formula is an equation that calculates a new
    value from values currently in a worksheet, such
    as adding the numbers in cell A1 and A2.

9
Opening an Existing Workbook
  • Opening a workbook means loading an existing
    workbook file from a disk into the program
    window. You can open a workbook stored on any
    available disk or folder.
  • To open an existing workbook, you click the
    Office Button to display the Office menu, and
    then click Open. The Open dialog box appears. The
    Open dialog box shows all the workbooks in the
    displayed folder that were created with Excel.

10
Saving a Workbook
  • Saving is done two ways.
  • The Save command saves an existing workbook on a
    disk, using its current name and save location.
  • The Save As command lets you save a workbook with
    a new name or to a new location.

11
Moving the Active Cell in a Worksheet
  • The easiest way to change the active cell in a
    worksheet is to move the pointer to the cell you
    want to make active and click.
  • You can change the active cell by pressing the
    keys or by using keyboard shortcuts.
  • You might want to change the active cell to a
    cell in a part of the worksheet that you cannot
    see in the work area. The fastest way to move to
    that cell is with the Go To dialog box.

12
Selecting a Group of Cells
  • A group of selected cells is called a range. In
    an adjacent range, all cells touch each other and
    form a rectangle. The range is identified by its
    range reference, which is the cell in its
    upper-left corner and the cell in its lower-right
    corner, separated by a colon (for example,
    A3C5).
  • To select an adjacent range, click the cell in
    one corner of the range, drag the pointer to the
    cell in the opposite corner of the range, and
    then release the mouse button.

13
Selecting a Group of Cells (continued)
  • A non-adjacent range includes two or more
    adjacent ranges and selected cells. The range
    reference for a nonadjacent range separates each
    range or cell with a semicolon (for example,
    A3C5E3G5).
  • To select a non-adjacent range, select the first
    adjacent range or cell, press the Ctrl key as you
    select the other cells or ranges you want to
    include, and then release the Ctrl key and the
    mouse button.

14
Entering Data in a Cell
  • Worksheet cells can contain text, numbers, or
    formulas.
  • Text is any combination of letters and numbers
    and symbols, such as headings, labels, or
    explanatory notes. Numbers are values, dates, or
    times. Formulas are equations that calculate a
    value.
  • You enter data in the active cell. First, type
    the text, numbers, or formula in the active cell.
    Then, click the Enter button on the Formula Bar
    or press the Enter or Tab key on the keyboard.

15
Changing Data in a Cell
  • When you need to make a minor change to data in a
    cell, you can edit it in the Formula Bar or in
    the cell.
  • When you need to make significant changes to cell
    data, you can replace the entire cell contents.
    To replace cell contents, select the cell, type
    the new data, and then enter the data by clicking
    the Enter button on the Formula Bar or by
    pressing the Enter or Tab key.
  • Clearing a cell removes all the data in the cell.
    To clear the active cell, you can use the Ribbon,
    the keyboard, or the mouse.

16
Searching for Data
  • The Find command locates data in a worksheet,
    which is particularly helpful when a worksheet
    contains a large amount of data.
  • The Replace command is an extension of the Find
    command. Replacing data substitutes new data for
    the data found.
  • In the Editing group on the Home tab of the
    Ribbon, click the Find Select button, and then
    click either Find or Replace.

17
Zooming Worksheets
  • You can magnify or reduce the view of a worksheet
    with the Zoom controls on the status bar.
  • The default magnification for the workbooks is
    100.
  • For a closer view of a worksheet, click the Zoom
    In button or drag the Zoom slider to the right to
    increase the zoom percentage.
  • If you want to see more cells in the work area,
    click the Zoom Out button or drag the Zoom slider
    to the left to decrease the zoom percentage.

18
Previewing and Printing a Worksheet
  • You can print a worksheet by clicking the Office
    Button, and then clicking Print to open the Print
    dialog box
  • Before you use the resources to print a
    worksheet, you should use Print Preview to see
    how the printed pages will look. To switch to
    Print Preview, click Preview in the Print dialog
    box.

19
Closing a Workbook
  • You can close a workbook by clicking the Office
    Button to display the Office menu and clicking
    Close.
  • If you use the Close command on the Office menu
    to close a workbook, Excel remains open and ready
    for you to open or create another workbook.
  • If you try to close a workbook that contains
    changes you havent saved, a dialog box opens,
    asking whether you want to save the file.

20
Summary
  • The purpose of a spreadsheet is to solve problems
    involving numbers. The advantage of using a
    computer spreadsheet is that you can complete
    complex and repetitious calculations quickly and
    accurately.
  • A worksheet consists of columns and rows that
    intersect to form cells. Each cell is identified
    by a cell reference, which combines the letter of
    the column and the number of the row.
  • The first time you save a workbook, the Save As
    dialog box opens so you can enter a descriptive
    name and select a save location. After that, you
    can use the Save command on the Office menu or
    the Save button on the Quick Access Toolbar to
    periodically save the latest version of the
    workbook.

21
Summary (continued)
  • You can change the active cell in the worksheet
    by clicking the cell with the pointer, pressing
    keys, or using the scroll bars. The Go To dialog
    box lets you quickly move the active cell
    anywhere in the worksheet.
  • A group of selected cells is called a range. A
    range is identified by the cells in the
    upper-left and lower-right corners of the range,
    separated by a colon.
  • To select an adjacent range, drag the pointer
    across the rectangle of cells you want to
    include. To select a nonadjacent range, select
    the first adjacent range, hold down the Ctrl key,
    select each additional cell or range, and then
    release the Ctrl key.

22
Summary (continued)
  • Worksheet cells can contain text, numbers, and
    formulas. After you enter data or a formula in a
    cell, you can change the cell contents by
    editing, replacing, or deleting it.
  • You can search for specific characters in a
    worksheet. You can also replace data you have
    searched for with specific characters.
  • Zoom enables you to enlarge or reduce the view of
    the worksheet in the worksheet window.
  • You can print a worksheet to create a hard copy.
    Before you print, you should use Print Preview to
    see how the printed pages will look.
  • When you finish your work session, you should
    save your final changes and close the workbook.
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