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Excel 2007

Basics

Project

PRESENTED BY THE TECHNOLOGY TRAINERS OF THE MONROE COUNTY LIBRARY SYSTEM

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MONROE COUNTY LIBRARY SYSTEM

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mailto:[email protected]

Intro to Microsoft Office Excel 2007

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http://monroe.lib.mi.us Monroe County Library System

Contents Open Excel .......................................................................................................................................................................... 4

Entering Text ....................................................................................................................................................................... 4

Resize cells .......................................................................................................................................................................... 4

Column width ...................................................................................................................................................................... 4

Row height ........................................................................................................................................................................... 5

Changing Text ...................................................................................................................................................................... 5

Selecting Cells ..................................................................................................................................................................... 5

Contiguous (selecting cells are adjacent to each other) ....................................................................................................... 5

Add Column and Row Headings ......................................................................................................................................... 5

Enter data into cells ............................................................................................................................................................. 6

Format Numbers .................................................................................................................................................................. 6

Calculating Sums ................................................................................................................................................................ 7

Copy and Paste .................................................................................................................................................................. 10

On same worksheet ............................................................................................................................................................ 10

Between worksheets .......................................................................................................................................................... 10

Formatting Cells ................................................................................................................................................................ 11

Merge and center ............................................................................................................................................................... 11

Bold key ............................................................................................................................................................................. 11

Fill colors ........................................................................................................................................................................... 11

Line options ....................................................................................................................................................................... 12

Insert chart ......................................................................................................................................................................... 12

Chart on the same worksheet ............................................................................................................................................. 12

Move Chart to a different worksheet ................................................................................................................................. 13

Name a worksheet (tab) ..................................................................................................................................................... 13

Headers & Footers ............................................................................................................................................................. 14


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Round Office Button Opens a menu with options: create new, open, save, print, prepare, publish, send and

close and Excel options.

Tabs Instead of menus there are ribbons with tab names, Home, Insert, Page Layout,

Formulas, Data, Review, View options. Design, Layout and Format tabs open when

you click on or select part of the document.

Tools Point to the tools to see the screen tip describing what they are and what they do on each

ribbon.

Groups Tools are put into groups related to same type of tasks. Some groups have a small

launcher arrow on the right bottom corner in that group.

Formula Bar Contains the Cell name box (Column Letter first, row number second, ex. A1), Insert

Function wizard fx, and white formula bar-formulas are visible here when you click

on a cell that contains a formula.

Row Numbers Each row number is listed at the left of the spreadsheet

Cells The white rectangular boxes in the columns and rows. Active cell(s) will have the

column letter and row number highlighted in orange.

Worksheet Navigation

Tools

Forward and Back Arrows-click on these to make worksheets visible if there are more

sheets than you can see. Sheet tabs-new workbooks open with a default of three

worksheets. Add worksheet button will add a new worksheet for each time you click

on it. Scroll bar to scroll across the page if you use more columns than are visible.

View Buttons Normal, Page Layout, Page Break. These tools are also on the View Tab ribbon.

Zoom Options Zoom in or out of a worksheet for ease of reading or to preview document. – or + signs

at bottom right corner of screen. Also on View tab.

Round Office Button

Tabs

Tools

Groups

Formula Bar

Column Headings

Row Numbers

Cells

Worksheet navigation

View buttons Zoom options


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Open Excel 1. Go to Start menu

2. In All Programs point to Microsoft Office

3. In the sub menu choose the Excel 2007 program

Entering Text 1. Click in cell A1

a. This is the active cell-designated by the heavy black border, column and row headings

are highlighted in orange color

b. DO NOT resize cell A1. You will do a merge and center later.

2. Type Office Expenses

3. Press Enter key

a. Active cell should be A2

Resize cells – allows you to change the width of a column or row

Column width

###### means the cell is too narrow and the numbers will not show

Only partial words are visible in a cell it means the cell is too narrow

1. Place the mouse pointer on the line between the column headings designated with the alphabet

until you see a bold plus sign with arrows pointing left and right.

2. Click and drag to the desired width for the column.

a. Watch the data in the cells that need to be visible for correct width

b. You can make columns narrower or wider

3. If you need to expand or contract multiple columns, select those columns. You will only need to

drag between two columns and the rest will auto adjust to the same width.

a. To select more than one column, click in the lettered column head and drag across the

amount of columns you want to change

All Programs & Back

Windows Start Button


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b. To select columns that are not contiguous (together) hold the ctrl key and click on the

various column choices

c. To select a group of columns click on the first column, hold the shift key down and click

on the last column. All columns in between will be selected. Row height

1. To adjust the height of a row, place the pointer between the row numbers at the left of the screen

until you see the bold plus sign with arrows going up and down.

2. Click and drag to adjust the height of the row

3. Select multiple rows by clicking and dragging the mouse down the row numbers to adjust

multiple rows

4. Place pointer in between two row numbers and drag to the desired height to adjust the multiple

rows at the same time.

Tip – Remember to always select cells for changing, editing and formatting tasks.

Changing Text 1. Click in the cell you want to change and enter new text.

a. To only change one word, you will need to double click that word, double click it type

new text. When you double click text it will be highlighted. As you type it will delete the

original text.

2. Change the text in cell A1 to read January Expenses.

Selecting Cells Contiguous (selecting cells are adjacent to each other)

1. The first selected cell will not have highlighting in it.

2. Click in a cell to select it.

3. Click and drag across rows and columns to select range of cells. Release mouse when you have

selected the desired amount of cells.

4. To deselect a cell, click away from it in a blank cell.

Non-Contiguous (selecting cells that are not adjacent to each other) 1. Click in the first cell(s)

2. Hold the Ctrl key down and select all cells by clicking in various single cells or select groups of

cells

3. Release mouse

4. Format all selected cells at the same time

Add Column and Row Headings 1. Type following column headings – use tab key to go to the next cell

Contiguous Selection

Non-contiguous

selection


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a. Cell B2 Seattle

b. Cell C2 Boston

c. Cell D2 Atlanta

d. Cell E2 Total

2. Type following row headings – use Enter key to go down the column

a. Cell A3 Rent

b. Cell A4 Utilities

c. Cell A5 Supplies

d. Cell A6 Total

Enter data into cells

1. Enter the following data into the cells listed. Numbers with no cents will not show the decimals

yet. You will add that in the next step.

a. B3 675.00

b. B4 235.25

c. B5 160.40

d. C3 600.00

e. C4 325.76

f. C5 170.57

g. D3 780.00

h. D4 363.49

i. D5 153.21

Tip – Remember to always select cells for changing, editing and formatting tasks.

Format Numbers Whenever you format any part of the spreadsheet, you must select the cells you want to format.

1. Select cells B3 to D5.


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2. On the Home tab, in the Number group click on the comma. This will add the two-place

decimal.

3. Another option is to click on the Add decimal tool until two places are visible.

Calculating Sums – all formula tasks can be used for rows and columns, contiguous and

non-contiguous cells

You will be adding columns (down) using these techniques

There are multiple formulas you can use to add a column or row of numbers. You will use five different

ways to add formulas to a cell.

1

1. In cell B6 type =B3+B4+B5

2. Press the Enter key

2

1. In cell C6 type =Sum(C3:C5) exactly as shown

2. Press the Enter key.


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3 Auto Sum 1. Select cells D3 through D6

2. In the Editing group on the Home tab click on the Auto Sum option

3. Press the Enter key.

You will be adding the rows (across) using these techniques

4 Insert Function

1. Click in cell E3 (where you want the answer)

2. On the Formula bar, click on the Insert Function button.

3. Insert function dialog box will open

4. In the Select a Function box, the Sum option should be selected, if not, scroll until you find Sum

and click on it.

5. Click on the OK button.


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6. Function Arguments dialog box will open

7. Select cells B3 C3 D3 You should see B3:D3 in the Function Argument window Number 1 box

8. Click the OK button

5 Auto Fill 1. Click on cell E3

2. Place the pointer on the square on the lower right corner of the cell border until you see a +

3. Click and drag down to include cells E4 and E5

4. Release mouse and both answers should be visible


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Tip – Remember to always select cells for changing, editing and formatting tasks. Copy and Paste After you practice the copy and paste, use the undo button on the quick access tool bar (next to the Office

button) to remove it.

On same worksheet

1. Select the cell/cells to be copied

2. Click on the Copy tool on the Home tab in the Clipboard group

3. After clicking on the copy button, the selected cells will have a moving border around it.

4. Click in the cell where you want to paste the data


Between worksheets

1. Select the cell/cells to be copied

2. Click on the Copy tool on the Home tab in the Clipboard group

3. After clicking on the copy button, the selected cells will have a moving border around it.

4. Go to the sheet where you want to paste the data

5. Click in the cell where you want to paste the data



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Tip – Remember to always select cells for changing, editing and formatting tasks. Formatting Cells Merge and center – makes multiple cells in one cell and centers the text

1. Select cells A1 through E1

2. Click on the Merge and Center button on the Home tab in the Alignment Group

Bold key – This puts text in selected cells in a Bold text format

1. Select cells A3 through A6 and cells B2 through E2 (remember to hold the Ctrl key down while

you drag down and across, this allows you to select non-contiguous cells)

2. Click on the B in the Font group on the Home tab, OR

3. Use shortcut keys Ctrl + B keys

Fill colors – allows you to fill in color or patterns in selected cells

1. Select Column Headings in cells B2 through E2

2. Click on the Fill Color in the Font Group on the Home tab

3. Choose the color you like

a. When you hover over a color, you will see it in the document before you select the color.

b. If you choose a dark color, you may need to change text color with the Text Color tool in

the Font Group on the Home tab

c. You can get more fill colors by clicking the More Colors option on the Fill Color menu.

4. Select Row headings in A3 through A6

5. Choose another color for the column headings


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Tip – Remember to always select cells for changing, editing and formatting tasks. Line options – allows you to draw or choose lines styles around table or selected cells

1. Select the Total Row cells A6 through D6

2. In the Font Group on the Home tab, click on the Border Menu

3. Click on the Thick Box Border

a. Select table A6 to D6 to change format

b. To format the border, click on More Borders at the bottom of the Border Menu

c. A dialog box will open for you to choose the weight, color, and style of lines

Insert chart Chart on the same worksheet

1. Select cells A2 to D5 – Do not include totals.

a. Click in cell A2 and drag down and across to D5

2. Click on the Insert tab

3. Click on the Colum Chart option in the Charts group

4. Choose a column style by clicking on it

a. It will immediately place a chart on the page

b. Place pointer on the edge, when you see the four sided arrow drag it to an appropriate

place on the page

c. You can change the size by clicking on a corner and dragging toward the center or out

5. If you change the numbers in the table, you will see the chart data change after you press the enter

key


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Move Chart to a different worksheet

1. Click on the chart

2. Design tab is visible-click on it

3. Click on Move Chart tool at the far right on the Design ribbon

4. Move Chart window will open

a. Choose New Sheet or

b. Choose from a list

c. You can change the name of the Chart tab by putting a new name in the text box.

5. Click on OK

Name a worksheet (tab) 1. Double click on the Sheet 1 tab at the bottom the worksheet

2. Type January

3. Double click on the Sheet 2 tab next to the January tab you edited.

4. Type February

5. Double click on the Sheet 3 tab next to the February tab you edited.

6. Type March

7. Click OK


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Headers & Footers 1. Click on the Insert tab on the ribbon

2. Click on Header & Footer in the Text Group

3. Click on the Design tab that becomes visible when you clicked on the Header & Footer Option

4. The Header and the Footer is divided into three sections each.

a. If you click in the left section text will align to the left

b. If you click in the center section text will align in the center

c. If you click in the right section text will align right

5. Click in each section to add the information desired by clicking on the options in the Header &

Footer Elements

a. All elements will automatically be added to all pages in the document

b. You can also type in information in any of the sections of the header or footer

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