Microsoft Office Lesson 3

1
Microsoft Office Lesson 3

• Lexington Technology Center
• October 11, 2004
• Bob Herring
• On the Web at www.lexington1.net/adulted/computer/
  office.htm

2
Office Lesson 3
Review of the Previous Lesson

• Paragraph Alignment
• Indentation
• Line Spacing
• Tab Settings
• Working with Clip Art
• Page Setup
• Printing
• Find, Replace, and GoTo
• Automatic Lists
• Tables
• Columns
• Envelopes and Labels
• Class Project

2
3
Office Lesson 3
Basics

• 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 isnt
• Not a word processor -- Use Word instead
• Not a database -- Use Access
• Not a presentation tool -- Use PowerPoint

3
4
Office Lesson 3
Worksheet Layout
Standard Toolbar
Formatting Toolbar
Cells
C6
Status Bar
B12
4
5
Office Lesson 3
Worksheet Layout
Formula Bar

• Worksheet Layout, continued

Name Box
Sheet Tabs
5
6
Office Lesson 3
Standard Toolbar
Drawing Toolbar
Auto Sum
Spell Check
Custom Tools
Sort Ascending
Insert Chart
Paste
Print
Cut
Open
Hyperlink
Help
Undo
New
Print Preview
Save
Zoom
Copy
Redo
Web Toolbar
Sort Descending
Insert Map
Format Painter
Insert Function
6
7
Office Lesson 3
Formatting Toolbar
Comma Style
Decrease Indent
Right
Currency Style
Text Color
Decrease Decimal
Borders
Italics
Left
Fill Color
Percent Style
Underline
Font Size
Center
Increase Indent
Font
Bold
Merge Center
Increase Decimal
7
8
Office Lesson 3
Menus
Icon Same as Toolbar
Horizontal Rule
Keyboard Shortcut
Recently Used File List
8
9
Office Lesson 3
Comparison of Word and Excel Menus
9
10
Office Lesson 3
Entering Data
Enter and edit some data ...
Text is Bold and Centered
10
11
Office Lesson 3
Excel Capabilities
Use a function to analyze the data ...
AutoSum Tool
Formula Bar
Formula in Cell
11
12
Office Lesson 3
Excel Capabilities
Obtain results
Row Headers Added
Columns Totaled
12
13
Office Lesson 3
Charts
Create charts with the data
13
14
Office Lesson 3
Formulas

• Start with some data ...

Click the Equals Sign in the Formula Bar
Data
14
15
Office Lesson 3
Formulas, continued

• Insert a formula ...

Type Desired Formula
Formula Appears in Cell
15
16
Office Lesson 3
Formulas, continued

• Apply formulas to obtain results

Formula Shown in Formula Bar
Result Appears in Cell
16
17
Office Lesson 3
Copying 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

Fill Handle
17
18
Office Lesson 3
Copying and Pasting Formulas

• A copied formula will automatically apply
  itself to its new location

Select Cell and Click Copy
18
19
Office Lesson 3
Formatting Rows and Columns

• Select Format, then choose Row (or Column)
• Adjust the Height (Width), or Hide/Unhide

Row Height
19
20
Office Lesson 3
Inserting Rows and Columns

• Select Insert, then choose Row (or Column)
• The new row appears above selected row new
  column to the left

20
21
Office Lesson 3
Deleting Rows and Columns

• Select the row or column by clicking on the
  number or letter
• Select Edit, then choose Delete

21
22
Office Lesson 3
Viewing 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

Show First Tab
Show Last Tab
Move Left
Move Right
22
23
Office Lesson 3
Naming a Worksheet

• Right-click the Sheet Tab
• Select Rename, then type the new name

Rename
23
24
Office Lesson 3
Copying a Worksheet

• Right-click the Sheet Tab
• Select Move or Copy
• Check the Create a copy box and select the
  sheets new location

Select Move to End
Check the Copy box
Move or Copy
24
25
Office Lesson 3
Using 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

Highlight a group of Numbers
Sum Appears in Status Bar
Right-Click to get the Operation Popup
25
26
Office Lesson 3
Centering Across Columns

• Select the cell in which the text begins

Text to be Centered
26
27
Office Lesson 3
Centering Across Columns

• Highlight the cells in the columns that the
  label will span
• Select the Merge and Center Tool

Merge and Center Tool
Columns Highlighted
27
28
Office Lesson 3
Centering Across Columns

• Text is now centered in a merged cell
• Wait to center until presentation is almost
  complete
• Merged cells behave differently from unmerged
  ones

Centered Text
28
29
Office Lesson 3
Saving Excel Worksheets

• Remember to SAVE your work!
• Click the disk icon on the toolbar, OR
• Select File, then Save

29
30
Office Lesson 3
REVIEW

• Worksheets
• Menus and Toolbars
• Worksheet Cells
• How to Enter and Edit Text and Numbers
• Simple Formulas
• Copying and Pasting Formulas
• Formatting, Inserting, and Deleting Rows and
  Columns
• Worksheet Tabs
• Copying and Renaming Worksheets
• Excels Built-In Calculator
• Centering Across Columns
• Saving an Excel Workbook

30