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Beginning ExcelBeginning Excel

Beginning ExcelBeginning Excel

About ExcelAbout ExcelCreating a workbookCreating a workbookFormulasFormulasDatabase FeaturesDatabase FeaturesFormatting and Formatting and PrintingPrinting

About Excel

Some uses for a spreadsheet Some uses for a spreadsheet include:include:

Perform Perform calculationscalculations

Create charts Create charts and graphsand graphs

Analyze Analyze numerical datanumerical data

Organize dataOrganize data

About Excel

Use an excel spreadsheet when:Use an excel spreadsheet when:limited number (<500) of recordslimited number (<500) of records

limited sorting needs limited sorting needs

limited updating necessarylimited updating necessary

table formatting is appropriate for datatable formatting is appropriate for data

Use a database when:Use a database when:data (>500 records).data (>500 records).

extensive sortingextensive sorting

data will be frequently updated and/or multiple data will be frequently updated and/or multiple users will be updatingusers will be updating

reports need to be generatedreports need to be generated

ScreenTipsScreenTips

What’s This?What’s This?

1.1. Select Select Tools/CustomizeTools/Customize. .

2.2. Click the Click the OptionsOptions tab. tab.

3.3. Ensure the Ensure the Show ScreenTips Show ScreenTips on toolbarson toolbars checkbox has a checkbox has a checkmark in it. If it does not, checkmark in it. If it does not, click the box and then click click the box and then click CloseClose. ScreenTips should . ScreenTips should appear now.appear now.

About Excel

1.1. If you don’t have a dialog If you don’t have a dialog box open, select box open, select Help/What’s This?Help/What’s This? If you If you do have a dialog box open, do have a dialog box open, click the question mark click the question mark button in the upper right button in the upper right corner of the box. Note corner of the box. Note that not all dialog boxes that not all dialog boxes have this feature.have this feature.

2.2. The cursor changes. It now The cursor changes. It now has a large question mark has a large question mark next to it.next to it.

ScreenTipsScreenTips

What’s This?What’s This?

About Excel

Creating a Workbook

Create a new Create a new workbook based on a workbook based on a templatetemplate

View, Add, Move, View, Add, Move, Copy, Name, and Copy, Name, and Delete worksheetsDelete worksheets

PanesPanes

Launch Excel to create a Launch Excel to create a new, blank workbook.new, blank workbook.

To create a new workbook To create a new workbook from a template:from a template:

1.1. Select Select File/NewFile/New..

2.2. Choose template from Choose template from your computer or you can your computer or you can download additional download additional templates from the web.templates from the web.

Creating a Workbook

Create a new workbook Create a new workbook based on a templatebased on a template

View, Add, Move, Copy, View, Add, Move, Copy, Name, and Delete Name, and Delete worksheetsworksheets

PanesPanes

To view a specific To view a specific worksheet, click one the worksheet, click one the correct labeled file tab at correct labeled file tab at the bottom of the screenthe bottom of the screen

To affect worksheets, right-To affect worksheets, right-click any of the tabs.click any of the tabs.

Create a new workbook Create a new workbook based on a templatebased on a template

View, Add, Move, Copy, View, Add, Move, Copy, Name, and Delete Name, and Delete worksheetsworksheets

PanesPanes

To split your screen into To split your screen into panes, select panes, select Window/SplitWindow/Split..

After you’ve arranged the After you’ve arranged the split, select split, select Window/Freeze PanesWindow/Freeze Panes to to keep the split in place.keep the split in place.

To move the splits after To move the splits after you’ve frozen them, select you’ve frozen them, select Window/ Unfreeze Panes.Window/ Unfreeze Panes.

To get rid of the splits To get rid of the splits altogether, select altogether, select Window/ Window/ Remove SplitRemove Split..

Creating a Workbook

Creating a Workbook

Save and AutoSaveSave and AutoSave

Creating backup files Creating backup files automaticallyautomatically

Password protectionPassword protection

Summary informationSummary information

To save your workbook, To save your workbook, select select File/ SaveFile/ Save..

To save your workbook as a To save your workbook as a different workbook, select different workbook, select File/Save AsFile/Save As. Rename the . Rename the file and click file and click SaveSave..

To set Excel to save your To set Excel to save your files automatically, select files automatically, select Tools/AutoSaveTools/AutoSave..

Creating a Workbook


Creating backup Creating backup files automaticallyfiles automatically

Password Password protectionprotection

Summary Summary informationinformation

1.1. Go to Go to File/Save AsFile/Save As..

2.2. Choose Choose OptionsOptions..

3.3. Choose Choose Always Create Always Create BackupBackup and then and then OKOK..

Creating a Workbook





1.1. Go to Go to File /Save AsFile /Save As..

2.2. Choose Choose OptionsOptions..

3.3. Choose the appropriate Choose the appropriate protection options, protection options, entering passwords if entering passwords if necessary, and then necessary, and then OKOK..

Creating a Workbook





It is a good idea to enter summary It is a good idea to enter summary information about the current information about the current workbook. Choose workbook. Choose File/PropertiesFile/Properties

Creating a Workbook

Copy and Copy and Paste/InsertPaste/Insert

AutoFillAutoFill

Insert blank cells, Insert blank cells, rows, and columnsrows, and columns

Using forms to Using forms to enter dataenter data

Copy allows you to move Copy allows you to move data without deleting it data without deleting it from it’s current positionfrom it’s current position

Paste allows you to put the Paste allows you to put the copied data in a new copied data in a new location. It will overwrite location. It will overwrite data.data.

Insert will createInsert will create new cells new cells andand movesmoves the old cells the old cells over to make room. Your over to make room. Your existing data is saved.existing data is saved.

Creating a Workbook


AutoFillAutoFill



1.1. Select data to copy.Select data to copy.

2.2. Go to Go to File/CopyFile/Copy..

3.3. Move the cursor to where Move the cursor to where you want to place the data.you want to place the data.

4.4. To paste the material once, To paste the material once, press Enter on your press Enter on your keyboard.keyboard.

5.5. To paste the material in To paste the material in several places, Go to several places, Go to File/PasteFile/Paste..

6.6. To insert the material, To insert the material, select select Insert/Copied CellsInsert/Copied Cells..

Creating a Workbook


AutoFillAutoFill



To use the AutoFill feature to To use the AutoFill feature to copy cell contents:copy cell contents:

1.1. Select the cells Select the cells

2.2. Right-click and drag Right-click and drag the the to cover the area toto cover the area to

fill with data.fill with data.

3.3. Release the mouse Release the mouse button and the button and the

select select Copy cellsCopy cells..

Creating a Workbook

Copy and Paste/InsertCopy and Paste/Insert

AutoFillAutoFill


Using forms to enter Using forms to enter datadata

To use AutoFill feature to add To use AutoFill feature to add a series value to a cell a series value to a cell groupgroup::

1.1. Enter the first unit Enter the first unit in the in the series in a cell.series in a cell.

2.2. Right-click and drag Right-click and drag the the cell’s fill handle to cell’s fill handle to cover cover the area you want the area you want to fill to fill with data.with data.

3.3. Release the mouse Release the mouse button and then button and then

select select

Fill SeriesFill Series..

Creating a Workbook


AutoFillAutoFill



1.1. Select a cell or set of cellsSelect a cell or set of cells

2.2. Choose Choose Insert Insert then then Cells, Cells, Rows,Rows, or or ColumnsColumns

Creating a Workbook


AutoFillAutoFill Insert blank cells, Insert blank cells,

rows, and columnsrows, and columns Using forms to Using forms to

enter dataenter data

1.1. Click the upper left header Click the upper left header cell on your worksheet.cell on your worksheet.

2.2. Go to Go to Data/FormData/Form..

3.3. Click Click NewNew to enter a new to enter a new row of data.row of data.

Creating a Workbook

Changing Data in a Changing Data in a CellCell

MoveMove

Cut and Cut and Paste/InsertPaste/Insert

DeleteDelete

You can type in the cell itself, You can type in the cell itself, or in the formula bar at the or in the formula bar at the top of the screen.top of the screen.

Creating a Workbook


MoveMove


DeleteDelete

1.1. Select the cell or cell range Select the cell or cell range to move. Move the cursor to move. Move the cursor to the outer edge of the to the outer edge of the selection. When you do selection. When you do this the cursor will change this the cursor will change from a plus sign to an from a plus sign to an arrow.arrow.

2.2. Click the selection’s border Click the selection’s border and drag the selection to and drag the selection to another area on the another area on the worksheet.worksheet.

Creating a Workbook


MoveMove


DeleteDelete

11.. Select the data to be cut Select the data to be cut and go to and go to File/CutFile/Cut..

2.2. Move the cursor to where Move the cursor to where you want to place the data you want to place the data and click and click EnterEnter on your on your keyboard or keyboard or File/PasteFile/Paste. .

3.3. To insert go to To insert go to Insert/ Insert/ Copied CellsCopied Cells..

Creating a Workbook


MoveMove


DeleteDelete

To delete data:To delete data:

1.1. Select the data to be Select the data to be deleted and click deleted and click DeleteDelete on on

your keyboard.your keyboard.

To delete cells, rows, or To delete cells, rows, or columns:columns:

1.1. Select the cells, Select the cells, rows, or rows, or columns to columns to be deleted be deleted

and go to and go to Edit/DeleteEdit/Delete..

Components of a basic Excel formulaComponents of a basic Excel formula

FormulasFormulas

The desired equation follows (1b+2c+5b)The desired equation follows (1b+2c+5b)

Most formulas contain an equals sign (=)Most formulas contain an equals sign (=)

FormulasFormulas

OperatorOperator MeaningMeaning ExampleExample

++ addadd 2+52+5

-- subtractsubtract 8-48-4

** MultiplyMultiply 8*88*8

// DivideDivide 9/49/4

Some popular calculation Some popular calculation operatorsoperators

FormulasFormulas

Popular functionsPopular functions

SumSum adds all numbers chosenadds all numbers chosen

AveragAveragee

adds all the numbers chosen then divides adds all the numbers chosen then divides by the number of numbers.by the number of numbers.

ProducProductt

multiplies all numbers chosenmultiplies all numbers chosen

FormulasFormulas

AutoSumAutoSum Put the cursor in the Put the cursor in the cell where you want cell where you want the total to appear and the total to appear and then click the then click the AutoSumAutoSum button. If button. If Excel chose the cells Excel chose the cells correctly then click correctly then click EnterEnter. .

Database FeaturesDatabase Features

SortSort 1.1. To sort all of the data, click To sort all of the data, click a single cell containing a single cell containing data.data.

2.2. To sort only part of the To sort only part of the data, select the range of data, select the range of cells you want to affect.cells you want to affect.

3.3. Go to Go to Data/Sort Data/Sort and and choose the options choose the options desired.desired.

DatabaseDatabase FeaturesFeatures

FiltersFilters Click on a cell and go to Click on a cell and go to Data/Filter/Autofilter. Click Data/Filter/Autofilter. Click the drop-down arrow in the the drop-down arrow in the column you wish to sort by. column you wish to sort by. Select the criteria you Select the criteria you desire. desire.

Filters can be removed by Filters can be removed by selecting (All) from the filter selecting (All) from the filter drop-down menus.drop-down menus.

To remove the drop-down To remove the drop-down arrows from your arrows from your spreadsheet altogether, go spreadsheet altogether, go to Data/Filter/Autofilter.to Data/Filter/Autofilter.

Formatting and PrintingFormatting and Printing

AutoFormatAutoFormat

Cell formattingCell formatting

Column and row Column and row formattingformatting

Borders and Borders and shadingshading

1.1. Click on cell or select the Click on cell or select the range of cells desired and range of cells desired and go to go to Format/AutoFormatFormat/AutoFormat....

2.2. Choose the table format Choose the table format you want and click you want and click OKOK. .






Go to Go to Format/Cells. Format/Cells. Choose Choose the formatting you desire.the formatting you desire.






Select what you want to Select what you want to format and go to format and go to Format/ Format/ RowRow or or Format/ColumnFormat/Column..






Choose the cells you want Choose the cells you want to affect the borders and to affect the borders and go to go to Format/Cells Format/Cells and then and then Borders tabBorders tab..

Choose the cells you want Choose the cells you want

to affect the shading and to affect the shading and

go to go to Format/Cells Format/Cells and and

then then Patterns tab.Patterns tab.


PreviewPreview

Page layoutPage layout

Fitting it on a pageFitting it on a page

Go to Go to File/Print PreviewFile/Print Preview


PreviewPreview



Go to Go to File/Page Setup File/Page Setup to be to be able to set margins, headers able to set margins, headers and footers, and gridlines etc.and footers, and gridlines etc.


PreviewPreview



1.1. Go to Go to File/Page Setup File/Page Setup then click on the then click on the Page tab.Page tab.

2.2. Choose Choose Fit toFit to and choose and choose the number of pages wide the number of pages wide and long for printing.and long for printing.

beginning excel to insert your company logo on this slide from the insert menu select “picture”...

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