microsoft excel – intermediate topics april 14, 2008 abby wiertzema wiertzem@oswego.edu wiertzem
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Microsoft Excel – Intermediate Topics
April 14, 2008Abby Wiertzema
wiertzem@oswego.eduhttp://www.oswego.edu/~wiertzem
Topics
General Information Protecting your data Excel Tricks Formatting of cells Conditional formatting Functions – Mathematical, Text, Dates Multiple worksheets Error Handling Sorting
General Information A Cell is the intersection of one row & one column
Rows (1 - 65,536) & columns (A-IV, 256) A Worksheet is one tab within a Workbook A Workbook is a file saved with .xls extension To delete a cell(s), highlight and select Edit,
Delete – you may be prompted for more info Undo/Repeat – Undo only works for 16 steps Tools, Options – many ways to individualize your
installation and the open spreadsheet For HELP, select F1 or Help, Microsoft Excel Help
Protecting your Data
Multiple copies of different media and locations Local hard drive Server hard drive Diskette, CD, USB drive
Autosave – set a period of time you are willing to re-do your work (Tools, Options)
Save before attempting something new and unsure; undo may not work (macros & some sorts)
Trick 1 – Fill Handle and Ranges
Fill Handle Selecting a range
To select a range – use the mouse or keyboard
SHIFT key selects everything between clicks CTRL selects cells individually
Selecting several ranges To select multiple ranges, use mouse and hold
CTRL key
Trick 2 – Paste Special
Paste will copy the exact information from one cell to another.
Paste Special allows you to: Copy the values calculated from functions into
another cells Copy previously done formatting of cells Copy formulas Perform calculations between data of copy
area and paste area Transpose cells
Trick 3 – Print Area
To print only a portion of a worksheet, highlight the range of cells, then select File, Print Area, Set Print Area
To print multiple Print Areas, select different ranges before doing the Set Print Area command.
Multiple print areas print on different pages
To remove the print areas, select File, Print Area, Clear Print Area
Trick 4 – Multiple Ways to use Common Commands
Using a Menu Using keystrokes Using icons
Open Go to File, Open Ctrl-O
Save Go to File, Save or File, Save As Ctrl-S
Print Go to File. Print Ctrl-P
Cut Go to Edit, Cut Ctrl-X
Copy Go to Edit, Copy Ctrl-C
Paste Go to Edit, Paste Ctrl-V
Undo Go to Edit, Undo Ctrl-Z
Redo Go to Edit, Redo Ctrl-Y
Function Go to Insert, Function -
Chart Go to Insert, Chart -
Trick 5 – Page Setup
Select File menu Four tabs – printer options on each tab
Page – set portrait/landscape, adjust to fit Margins – set top/bottom/left/right margins, set
header/footer margins Header/Footer – add date/page#/text/title in a
header or a footer Sheet – set columns or rows to appear on
each printed sheet, set gridlines
Trick 6 – Row Height & Column Width
To change the Row Height Select Format, Row, Height & enter a value Drag the boundary below the row
To change the Column Width Select Format, Column, Width & enter a value Drag the boundary below the row Double-click right boundary to Auto-Fit
Highlight for multiple rows or column
Formatting of Cells
Select Format, Cells Number tab – specify the type of data Alignment tab – Center across selection,
Orientation, Wrap text Font tab – change the font, size, and style;
can select underline, color, and strikethrough
Border tab – place borders around cells Patterns tab – put color or texture in cells Center across selection – can use icon
Conditional Formatting
This is a format Excel automatically applies if a certain condition is encountered
Use Format, Conditional Formatting Can have 3 conditional formats on a set of cells
Functions (1 of 2)
Use Menu bar (Insert, Function) or or type “=“ Functions start with “=“ For a list of all functions, see
http://www.oswego.edu/~wiertzem/Excel_Functions.doc
Functions work on these types of data: Numerical Text Dates
Functions (2 of 2)
Function Arguments provides help in completing the function
Use then select a function, for example SUM
Multiple Worksheets (1 of 2)
One workbook can contain multiple worksheets.
Right-clicking on tab: Insert a new worksheet Delete a worksheet Rename the worksheet Rearrange tab order Change tab color
Multiple Worksheets (2 of 2)
"=SUM('c:\Documents and Settings\wiertzem\
My Documents\[Budget.xls]Annual'!a1:a6)"
Data from different worksheets can be used in calculations.
Use ‘ ‘ to identify the tab name and file name.
Use ! to separate tab name from cell (or cell range).
=SUM(‘Cell Formats’!F6:F8)
Error Handling (1 of 3)
If you make a mistake in a function, you will see an error displayed as: ###### - column too narrow to display data #VALUE! – wrong type of argument #NAME? – unrecognized text #REF! – cell in formula does not exist #DIV/0 – formula divides by zero
Error Handling (2 of 3)
Click on the error symbol for an explanation of what went wrong
Click on Help on this error to get Microsoft Help
Error Handling 3 of 3
To correct Error Indicators (Tools, Options, Error Checking tab)
Check Enable background error checking & Number stored as text
Highlight cell or range of adjacent cells that has an error indicator in the upper-left corner
Click the error button that appears and use the menu options
Sorting
Use icons for a simple sort Will do either ascending or descending For a more complicated sort, use Data, Sort Can sort on 3 columns at once
Online Help
Go to Help, Microsoft Excel Help or use the F1 key
Type your question Microsoft’s Office home page:
http://office.microsoft.com/en-us/default.aspx
The home page also contains clip art and templates
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