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    Excel 2003 Beginner I Computing Resource CenterUniversity of Nevada, Las Vegas

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    Excel 2003 Beginner I

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    Introduction....................................................................................................................... 4What is Excel? ................................................................................................................... 5

    Layout ................................................................................................................................ 5Menu Bar ........................................................................................................................... 6Toolbars ............................................................................................................................. 8

    Standard Toolbar............................................................................................................. 8

    Formatting Toolbar ......................................................................................................... 8

    Task Pane........................................................................................................................... 8Exercise Opening Document Using Task Pane .......................................... 9

    Smart Tags....................................................................................................................... 10Entering Cell Values (Text)............................................................................................ 10

    Exercise Entering Cell Values .................................................................. 10

    Resizing Columns & Rows ............................................................................................. 11

    Exercise Resizing Columns ...................................................................... 11Modifying Cell Values (Text)......................................................................................... 11

    Exercise Modifying Cell Values............................................................... 12

    Inserting Columns / Rows .............................................................................................. 12Moving Around ............................................................................................................... 12

    Freeze Panes.................................................................................................................. 12

    Exercise Freezing Panes ........................................................................... 13

    Formatting Font (Text)................................................................................................... 13Font Type ...................................................................................................................... 13

    Exercise Formatting Font Type ................................................................ 13Font Size ....................................................................................................................... 14

    Exercise Formatting Font Size.................................................................. 14Font Style ...................................................................................................................... 14

    Exercise Formatting Font Styles............................................................... 15

    Font Color ..................................................................................................................... 15Exercise Formatting Font Color................................................................ 15

    Cell Background ........................................................................................................... 15

    Exercise Formatting Cell Backgrounds .................................................... 15

    Cell Border.................................................................................................................... 16Exercise Formatting Cell Borders............................................................. 16

    Formatting multiple cells ............................................................................................... 16Exercise Formatting Multiple Cells .......................................................... 17

    Painter tool .................................................................................................................... 17Exercise Painter Tool................................................................................ 17

    Alignment......................................................................................................................... 18Exercise Changing Cell Alignment & Orientation ................................... 18

    Indenting Cells ................................................................................................................ 19Merge Cells ...................................................................................................................... 19

    Exercise Merging Cells............................................................................. 20

    Table Of Contents

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    Number Formatting........................................................................................................ 20Exercise Number Formatting.................................................................... 20

    Renaming / Coloring Worksheets.................................................................................. 21Exercise Renaming Worksheets & Coloring Worksheet Tabs................. 21

    Inserting / Deleting Worksheets .................................................................................... 22

    Exercise Deleting Worksheets. ................................................................. 22Comments ........................................................................................................................ 22

    Exercise Adding Comments ..................................................................... 22

    Page Setup........................................................................................................................ 23Custom Headers/Footers............................................................................................... 23

    Printing ............................................................................................................................ 23Saving As Web Pages...................................................................................................... 24

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    IntroductionWelcome to the Computing Resource CentersMicrosoft Excel XP Beginner I: Tips & Tricks To Formattingworkshop. This workshop is centered on providing users with the means to format a cells within a Workbook

    with increased ease and efficiency. Even though this workshop is intended as an introductory course for users

    of Microsoft Excel, certain assumptions are made. Users should be able to:

    Determine which version of the Office product(s) is currently installed on their workstation.

    Distinguish between left-clicking and right-clicking the mouse.

    Highlight multiple cells using the mouse or keyboard.

    Open, save, and remember the location of files on their workstation.

    Operate a standard keyboard and understand the functions of the various keys.

    In order to follow along with this manual, its recommended you download the corresponding class file(s).

    The class file(s) may be found on the CRC web site at http://ccs.unlv.edu/cns/training. Simply select the ap-propriate topic, locate the appropriate workshop, and then click on the class files corresponding with your ver-

    sion of the Office suite.

    If you have any questions regarding this manual, please contact the Computing Resource Center by phone at895-0777 or by email at [email protected]

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    What is Excel?Microsoft Excel is a powerful spreadsheet program that enables users to create calculations, charts, and lists.

    Each Excel file is known as a Workbook. Inside the Workbookare the Worksheets, which are made up of col-

    umns and rows. The intersecting of these columns and rows, known as cells, which contain the cell values

    used to perform the calculations, create the graphs, and organize the lists.

    Layout

    Name Box

    Title Bar

    Menu Bar

    Help

    Standard Toolbar

    Formatting ToolbarFormula

    Columns

    Status Bar Scroll BarWorksheet Tabs

    Task PaneRows

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    Type DescriptionTitle Bar File name of current document.

    Menu Bar Series of menus for opening, saving, printing, formatting, and other functions

    used within side Microsoft Excel.

    Standard Toolbar Contains icons for common functions such as opening, printing, and saving

    Workbooks.

    Formatting Toolbar Contains icons for common formatting functions such as font size, font type, and

    font color.

    Formula Bar Displays the cell values or formulas.

    Help Launch Help for Microsoft Excel on text or phrases entered.

    Columns Columns are numbered left to right alphabetically.

    Rows Rows are numbered top to bottom numerically.

    Name Box Displays name of currently selected cell.

    Task Pane Provides one location for the actions used most when doing work in Microsoft

    Office.

    Sheet Tabs Displays the Worksheetnames.

    Status Bar Displays current selected cell, progress of the current task, and the status of cer-tain commands, keys, or functions.

    Scroll Bars Navigate the current view of your document up, down, left, or right.

    Menu BarThe menu bar contains access to every possible function which Microsoft Excel can perform. Below is a list-ing of the various menus and their more common submenus.

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    File Open, close, or save a document.

    Display Print Preview.

    View or modify Page Setup.

    Print the current Workbook / Work-

    sheet. Exit Microsoft Excel.

    Edit Cut, copy, or paste text and objects.

    Undo or redo recent actions.

    Find or replace text.

    Select the entire Worksheet.

    View View different Page Views.

    Show or hide Task Pane, Headers,Footers, or various toolbars.

    Insert Insert cells, rows, and columns.

    Insert Page breaks. Insert dates, time, or page numbers.

    Insert pictures or clip art.

    Insert files, charts, or other objects.

    Format Format cells, rows, and columns.

    Conditional Formatting.

    Tools Track Changes

    Workbook Protection.

    Scenarios

    Add-Ins

    Macros

    Auto-Correct Options

    Data Sort

    Filter

    Import external data

    Window Freeze Panes

    Switch between multiple Excel Work-

    books.

    Help Launch Help for Microsoft Excel.

    Launch Office Assistant.

    Determine Excel version.

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    ToolbarsThere are numerous toolbars available inside of Microsoft Excel. By default, the Standardand Formatting

    Toolbars are visible. To view one of the other toolbars available or to hide a toolbar, simple select View /Toolbarsfrom the Menu Bar.

    Standard Toolbar

    New Workbook Print Preview Cut | Copy | Paste

    Open Save Print Spell Check Undo | Redo Help

    Functions Zoom

    The StandardToolbar is made up of common actions such as opening, saving, copying, pasting, and printing.

    Nearly all of these actions can also be accessed via theMenu Bar.

    Formatting ToolbarThe FormattingToolbar is made up of common formatting options which provide users quick and easy access

    to these functions. Any button with a highlighted square around it indicates the formatting option is currently

    active or turned on. To turn off the active formatting option, simply click on highlighted button.

    Font Font Size Cell Alignment Indent Font Color

    Font Style Cell Format Borders

    Task PaneThe Task Paneis a new feature introduced in Windows XP and carried over to the Office 2003 suite. Whenlaunching one of the Office applications for the first time, you will notice a new window pane on the far left-

    hand side of your screen. While the Task Panecan be disabled when launching an Office application, it can-

    not be removed. Below are the Task Panesavailable inside of Microsoft Office Suite.

    Office Suite New Create new document.

    Office Suite Clipboard Clipboard contents.

    Office Suite Search Search for files containing specific text.

    Office Suite Insert Clip Art Insert Clip Art.

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    The Task Panecan be hidden by either selecting View / Task Paneor by clicking on the xin the upper righthand corner of the Task Pane. To make the Task Panereappear, either perform an action which requires the

    Task Paneto open (New Workbook, clip art, etc) or select View / Task Pane

    Exercise Opening Document Using Task Pane1. If the Task Pane is not visible, select View / Task Pane.2. If New Document Task Pane is not displayed, select New Workbookfrom the drop down arrow.

    3. Click From existing workbook

    4. Browse and open the Employee.xlsc You will need to download this file from the Class Files section fortheMicrosoft Excel Beginner I: Tips & Tricks To Formatting workshop (http://ccs.unlv.edu/training) ifyou havent already.

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    Smart TagsSmart Tagsare small flashing icons which appear when certain actions are executed such as copying and past-

    ing text. Once a Smart Tagis triggered, a Smart Tagicon will appear on the screen. Clicking on the icon will

    cause a menu to expand which will be comprised of menu options related to the command which was most re-

    cently performed. Depending on what caused the Smart Tagto appear will depend on what Smart Tagoptions

    are available. While you can install other smart tag functionality, youll find the default Smart Tagsavailablebelow.

    AutoCorrect Undo AutoCorrection.

    Stop specific AutoCorrection action.

    AutoOptions dialog box.

    Paste Keep source formatting.

    Match destination formatting.

    Keep text only.

    Apply style or formatting.

    Error

    Checking Error in formula result.

    Provide help on possible error.

    Walk through calculation steps.

    Ignore possible error.

    Entering Cell Values (Text)As mentioned earlier, Excel is composed of cells created by the intersection of rows and columns. Any text or

    images to be inserted must be inserted inside the cells. To add text to a cell, you may:

    Double-click on the cell and begin typing.

    Click once on the cell and begin typing. Click once on the cell, place your insertion point inside the Formula Bar, and begin typing.

    If the text entered is greater than the size of the cell, Excel will either appear to flow the text into the next cell

    if its unoccupied or appear to cut off the text if the next cell is occupied. To resolve either of these issues, youmay either change the Font Sizeor resize the Column.

    Exercise Entering Cell Values1. Select cell A1.

    2. Enter the following text: Employee Salaries3. Save the Workbook.

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    Resizing Columns & RowsYou may find cells overlapping one another causing text to be cut off, thus becoming ineligible. You may also

    notice a cell containing #### symbols instead of the cell values previously entered. This is due to the Column

    not being wide enough to display the numeric format (date, number, currency, etc.) Simply resizing a col-

    umn / row will resolve either of these two issues.

    Unfortunately, Excel is not able to resize individual cells. Instead, cells may be resized by resizing the col-

    umns or rows, which will result in the other cells contained within that column or row to also be resized.

    To manually resize a column or row, place your cursor in between the column / row heading so the cursor iconchanges to a bi-directional arrow. Once the cursor icon changes, click and drag your mouse left (up for rows)

    to decrease the column size or right (done for rows) to increase the column size.

    While manually resizing the size of a column or row provides the greatest flexibility, it can also become very

    tedious when resizing numerous columns of different sizes. To increase your efficiency, Excel can automati-

    cally resize the cell as needed so the cell size is just wide/tall enough to display the cell with the largest amount

    of text. As before, place your cursor in between the column / row heading so the cursor icon changes to a bi-directional arrow. Instead of clicking and then dragging your mouse, double-click on the border between the

    column / row headings. If double-clicking becomes too difficult, simply select the entire column / row and

    then choose Format / Column / Autofitselectionor Format / Row / Autofitselectionand Excel will adjustthe column size as need be.

    Exercise Resizing Columns1. Select cell B11.2. Select Format / Column / Autofitselection from the Menu Bar.3. Notice how Excel resizes the entire column so the entire B11cell value is visible, yet cells B20-B24are

    still not completely visible.4. Select the entire B columnby clicking on the Binside theB columnheading.5. Select Format / Column / Autofit selectionfrom theMenu Bar.6. Notice how Excel now resizes the entire column to make the largest cell value in the entire column visi-

    ble.7. Resize the remaining columns as necessary.

    Modifying Cell Values (Text)To modify an existing cell value,

    Double-click on the cell to place your insertion point inside. Modify the cell value as necessary.

    Click once on the cell and begin typing. This will remove the existing cell value completely and replace it

    with the new text as its entered.

    Click once on the cell and place your insertion point inside the Formula Bar. Modify the cell value as

    necessary.

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    Exercise Modifying Cell Values1. Select cell A6.2. Begin typing Darrelland watch Excel complete remove Dave Peersand then begin to add the text

    David.3. Press the Esckey on your keyboard.

    4. Change the A6 cell value to David Peers. Rather than replacing the cell value, modify the cell valueby either double-clicking on the cell or selecting the cell and then modifying the cell contents via the

    Formula Bar.

    Inserting Columns / RowsTo insert a new column or row, simply place your cursor below (row) or to the right (column) of the cell

    where you would like the insertion to take place. Then select Insert / Rows or Insert / Columnsfrom theMenu Bar.

    Moving AroundThere are numerous means by which to move from one cell to another. The most common means is simply to

    click on the appropriate cell using your mouse. Depending on the size of your Worksheet, you may find this

    to become more and more difficult as the Worksheetgrows in columns and rows. Therefore, you may find

    the following shortcuts to be a much easier means of navigation.

    Type DescriptionTab Moves right one cell.

    Shift+Tab Moves left one cell.

    Arrow Keys Moves up, down, left, or right one cell.

    Ctrl+End Moves to the lowest right-hand side cell containing a cell value.

    Ctrl+Home Moves to the highest left-hand side cell containing a cell value.

    Ctrl+Arrow Keys Moves to the top, bottom, beginning, or end of a column / row contain-ing a cell value.

    Freeze Panes

    Another trick to help with navigating around your Worksheetsis Freeze Panes. Freeze Paneswill lock orfreeze the row directly above and the column directly to the left of the currently select cell. This is great for

    keeping your column / row heading visible as you scroll down or to the right. To activate Freeze Panes, se-

    lect the appropriate cell and choose Window / Freeze Panes from theMenu Bar. To turn off Freeze Panes,select Window / Unfreeze Panes from theMenu Bar.

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    Exercise Formatting Font Type1. Select cell A1.2. Change the font type to Verdana.

    Exercise Freezing Panes1. Select Cell A4.2. Activate Freeze Panes.

    3. Scroll down. Notice how the entire Row 3 headings and everything above it stay on top, while the other

    cells scroll up and down.

    4. Disable Freeze Panes.

    Formatting Font (Text)There are many different attributes of a font (text) which can be changed: size, type, color, effects and more.You can set the attributes before you begin entering values into a cell, or you can enter your values, select the

    cell, and make changes at that point. Several of the attributes have keyboard shortcut keys so your hand does

    not have to leave the keyboard to format the text.

    Font TypeThere are literally dozens of font types available by default with Microsoft Excel. Users can also download

    and install other font types via the Internet. When selecting a font type, try to use a more common type such

    as Arial, Times New Roman, Courier, or Helvetica.

    To change the font type, simply select the cell youd like to change and then select the appropriate font type

    via the Formatting Toolbar or the Format / Cellsfrom theMenu Bar. Then select the Font tab.

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    Font SizeWhen selecting a font size, its important to understand we all have different needs when it comes to reading.

    Some of us are able to read fine print without any trouble, while others need the use of reading aids such as

    glasses in order to read small fonts. Then again, selecting too large of a font may cause cell values to be cutoff behind other cells, making it difficult to understand your Worksheet. Last but not least, each font type dis-

    plays the font size differently. As a guideline, try to keep your font sizes between 10pt and 12pt.

    To change the font size, simply select the cell youd like to change and then select the appropriate font type via

    the FormattingToolbar or the Format / Cellsfrom theMenu Bar. Then select the Font tab.

    Exercise Formatting Font Size1. Select cell A1.2. Change the font size to 12.

    Font StyleFont styles are a great way to add emphasis to your text. According to the Format / Cells / Fontoptions,there are four font styles available: Regular,Italic, Bold, andBold Italic. However, if you look at the Format-tingToolbar, youll notice one more font style, underline. Youll notice throughout this workshop manual andothers, we use italicsto emphasize windows or objects while we use the boldstyle to emphasize input or op-tions.

    To change the font style, simply select the cell youd like to change and then select the appropriate font typevia the FormattingToolbar or the Format / Cellsfrom theMenu Bar. Then select the Font tab.

    Keyboard Shortcuts

    Bold: Ctrl+B

    Italics: Ctrl+I

    Underline: Ctrl+U

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    Exercise Formatting Font Styles1. Select cell A1.2. Change the font style to boldand underline.

    Font ColorIn addition to changing the font style to add emphasis, changing the font color can also achieve the same ef-

    fect. While studies have shown the human eye reacts best to the color red, unless the document will be viewed

    on a workstation or printed in color, changing the color will be a mute point. Typically when working with

    spreadsheets, any cell values displayed in red indicate a negative value.

    To change the font color, simply select the cell youd like to change and then select the appropriate font typevia the FormattingToolbar or the Format / Cellsfrom theMenu Bar. Then select the Font tab.

    Exercise Formatting Font Color1. Select cell A1.2. Change the font color to red.

    Cell BackgroundTo modify the background color of a cell, select a color from the Fill icon on the Formatting Toolbar or select

    Format / Cells and then choose a color under the Patterns tab.

    Exercise Formatting Cell Backgrounds1. Select cell A3.

    2. Change the background color to a light yellow.

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    Cell BorderBy default, Excel provides a faded gray line to indicate the intersection of a column / row, i.e. the cell. Its a

    common mistake to assume these gray lines are the border for the cell, when in fact they are only there to serve

    as a visual identifier. Instead, a cells border by default does not have any pattern or color surrounding it. Toprove this point, simply select File / Print Previewfrom theMenu Bar. Notice how the gray lines are no

    longer visible. In order to make the Cell Bordervisible, you may change the Page Setupor add a Cell Borderof your choosing.

    To create a Cell Border, simply select the cell youd like to change and then select the appropriate border via

    the FormattingToolbar or the Format / Cellsfrom theMenu Bar. Then select the Border tab. If you decideto format the Cell Bordervia the Format Cellswindow, first select a color (if you want something other thanblack), then select a line style (if you want something other than the default), and finally click on the Cell Bor-

    derbuttons to add lines or click inside the white box to add the Cell Borderlines one at a time.

    Exercise Formatting Cell Borders

    1. Select cell A3.2. Change the Cell Borderto Outline.

    Formatting multiple cellsWhen formatting your Worksheet(s), you may soon find it extremely tedious to format one cell after another.

    To save yourself time and headaches, try formatting more than one cell at a time. Simply select the first celland then while holding down the Ctrlkey on your keyboard, select the other cells you wish to format. Onceyou have all the cells selected, perform your formatting and watch as Excel performs the formatting on all the

    cells selected, regardless of whether the cells are on the same row, column, or Worksheet.

    Other Methods

    Click and drag your mouse cursor (while holding down the left-mouse button) to select multiple cellsnext to each other.

    Select the first cell using your mouse. Holding down the Shiftkey, add to your selection by using thearrow keys.

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    Exercise Formatting Multiple Cells1. Select cells B3through E3.2. Change the background color to yellowand the Cell Borderto Outline.

    Painter tool

    So far weve discussed formatting single cells one at a time and formatting multiple cells at a time, both ofwhich involve first selecting the cell and then making the formatting selections. The Painter Toolenables a

    user to select a cell already preformatted and then apply that formatting to other cells, one at a time or multiple

    cells.

    To take advantage of the Painter Tool, first select the appropriately formatted cell. Then, click on the Painter

    Toolicon once, which can be found on the StandardToolbar, next to the Clipboardicon. Your cursor will

    then change to that of a paintbrush, indicating the Painter Toolis turned on. Next, select the cell youd likeformatted. Once you release your mouse button, you should see the cell suddenly take on the formatting of the

    cell selected before you turned on the Painter Tool. Your cursor should also return to that of a pointer, indicat-

    ing the Painter Tool is no longer turned on.

    To format multiple cells using the Painter Tool, you must double-click on the Painter Toolicon. Once this is

    done, the cursor should still remain that of a paint brush after you format your first cell, indicating the PainterToolis still turned on. To turn it off, simply click on the Painter Toolicon again or press the Esckey on yourkeyboard.

    Exercise Painter Tool1. Select cell A3.2. Format the cell as indicated below:

    Font Style: Bold, Underline Font Color: White

    Font Background : Dark Blue3. Make sure cell A3is still selected. Then click on the Painter Toolicon once.4. Click on cell B3. Notice how B3now retains the formatting properties of cell A3.5. Make sure cell B3is still selected. Then double-click on the Painter Toolicon.6. Select cells C3through E3one at a time or all together using your mouse cursor. Notice how all three

    cells now retain the formatting properties of cell B3.Continues on next page

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    Continued from previous page

    AlignmentThe term alignment typically refers to how a line of text or the text of a paragraph is placed horizontally betweethe margins. However, Microsoft Excel cannot align text or paragraphs since all text is contained within individ

    ual cells. Instead, only the contents of each cell may be aligned. There are three options to choose from when

    aligning cell values;Left,Right, Center. By default ExcelLeft aligns each cell.

    Type Description Button / Icon Shortcut

    LeftText is aligned on the left margin,but is uneven at the right margin

    Ctrl + L

    RightText is aligned on the right margin,but is uneven at the left margin

    Ctrl + R

    JustifyFull lines of text are aligned on both

    the left and right margins, much like

    a newspaper column.Ctrl + J

    To change the alignment for a cell(s), simply click on the appropriate alignment icon on the FormattingToolba

    Since each cell contains its own alignment properties and independent cell values, the cell values themselves

    can also change orientation. Rather than having the cell values displayed horizontally, the values can also be

    displayed at an angle, ranging from 90 to -90. To change the cell(s) orientation, first select the appropriatecell(s). Then select Format / Cellsfrom theMenu Bar. Once the Format Cellswindow appears, select theAlignment tab and enter a degree or move the orientation needle as needed.

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    Exercise Changing Cell Alignment & Orientation1. Select cell A3.2. Centeralign the cell.3. Change the orientation to -45.4. Repeat for cells B3through E3.

    5. CenterAlign cells A4through E28.

    Indenting CellsIn Microsoft Word, pressing the Tabkey will indent text a inch each time the Tabkey is pressed. How-ever, in Excel this is not the case. As mentioned earlier, pressing the Tabkey on your keyboard will select thenext cell, not indent the cells values. In order to indent text, you could press the spacebarrepeatedly in frontof any text contained within the cell. However, a more proper way to indent cell values would be to use theIndentbuttons, located on the FormattingToolbar.

    To indent or remove indenting, simply select the appropriate cell(s) and then click on the appropriateIndentbutton.

    Merge CellsIn order to apply a heading across your Worksheet which will be visible when the document is both opened

    and printed, you will need to merge several cells together. Merging cells simply takes one or more cells next

    to each and combines them into one larger cell. For example, if you wanted to create an Employee Salariesheading, you could first enter the text in cell A1, merge cells A1:G1, and then Centeralign the heading.

    To merge cells together, first select the cells to be merged. Then select Format / Cellsfrom theMenu Bar.Once the Format Cellswindow appears, select the Alignmenttab and check the option Merge Cells.

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    3. Notice how Excel automatically formats the Salaryvalue for E4by adding the dollar symbol, decimalpoint, and cents.

    4. Make sure cell E4is still selected.5. Select Format / Cellsfrom theMenu Barand then click on the Numbertab.6. Notice how Excel actually formatted the cell forAccounting, not Currency.

    7. Change the formatting to Currency. Notice how you could have Excel automatically color cells redand add parentheses for negative numbers.

    8. Format cells E5through E28as Currency.9. Format cells D4through D28using the eight digit MM\DD\YY (03/14/01)format.

    Continues on next page.

    Exercise Number Formatting

    1. Select cell E4.2. Format the cell for currency by clicking on the Currencybutton, located on the Formatting Toolbar.

    Exercise Merging Cells1. Select cells A1through E1.2. Merge the cells.

    3. Center the newly merged cell, A1.

    Number FormattingAs mentioned earlier, each cell contains its own formatting properties, such as the font properties and align-ment properties. The cells also contain their own number properties as well. Rather than entering in $sym-bols to denote currency, Excel can automatically format the cell to display the dollar and decimal symbols. If

    youre having trouble entering in values that begin with zeros (Excel removes the first zeros when the cellloses focus), simply change theNumberformatting to text. Numberformatting can also be used to format

    Date & Time values using a specific format. For example, entering 3/10/04can be formatted automatically toMarch 10, 2004and vice versa.

    To change a cell(s)Number formatting, first select the appropriate cell(s) to be formatted. Then select For-mat / Cellsfrom theMenu Bar. Once the Format Cellswindow appears, select the Numbertab and thenchoose the appropriate formatting.

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    Continued from previous page..

    Renaming / Coloring WorksheetsAs mentioned earlier, every Excel Workbookcreated will contain three Worksheetsnamed Sheet1, Sheet2, andSheet3. To rename one of these Worksheets, right-click on the appropriate Worksheet Taband then choose

    Rename from the drop-down menu.

    First introduced in Office XP, Excel now supports the ability to color Worksheet Tabs, providing a quick vis-

    ual indicator for the user. For example, if you were working on budgets over four quarters, you may color the

    quarter one Worksheetblue, the quarter two Worksheetgreen, the quarter three Worksheetbrown, and the

    quarter four Worksheetyellow. Instead of reading each Worksheetname, you would simply look for the ap-propriate colored Worksheet Tab.

    To apply a Worksheettab color, simply right-click on the appropriate WorksheetTaband choose Tab colorfrom the drop-down menu. After applying the color, you should notice the Worksheet Tabmatch the color se-

    lected. If you changed the currently selected WorksheetTab, you will only notice a colored underline beneath

    the Worksheetname. Select another Worksheet tab to view the full color change.

    Exercise Renaming Worksheets & Coloring Worksheet Tabs1. Rename Sheet1to Employees.2. Change the Tab Colorto red.

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    Inserting / Deleting WorksheetsTo add another Worksheetto your Workbook, simply select Insert / Worksheetfrom theMenu Bar. Excelwill then enter a new Worksheetdirectly in front of the current Worksheet. To remove an existing Worksheet,

    select the Worksheet to be deleted by clicking on the Worksheet Taband then choose Edit / Delete SheetfromtheMenu Bar.

    Exercise Deleting Worksheets.1. Delete Sheet2 and Sheet3.

    CommentsComments are very similar to Post-It notes, enabling users to leave notes contained within a specific cell. Any

    cell containing a comment will have a red triangle displayed in the upper right-hand corner of the cell. Select-

    ing the cell or moving your cursor over the red triangle will display the comment in its entirety.

    To edit the comment, select the cell and then choose Insert / Edit Comment from the Menu Bar. To remove

    the comment, right-click on the cell and choose Delete Comment from the drop-down menu.

    Exercise Adding Comments1. Select cell E4.2. Insert a comment and enter any text of your choice. Then press the Esckey on your keyboard twice to

    save the comment.

    3. If the comment displays another name other than your own, this is due to the fact the Office version hasa another name listed for the User Name. To change this, select Tools / Optionsfrom theMenu Bar.

    When the Optionswindow opens, select the Generaltab. Change the text entered for the User Namebox and click OK.

    4. Move your mouse cursor over the red triangle to display the comment you inserted.

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    Page SetupOne of the most widely under utilized options inside of Excel are the Page Setupoptions. To access the Page

    Setupoptions, select File / Page Setupfrom theMenu Bar.

    Under the Pagetab, youll find options to force the printer to fit the entire Worksheeton one page of paper and

    change the orientation of the Worksheet. Depending on the size of your Worksheet, fitting the entire Work-sheeton one page may not be the best option. Excel will shrink the font size down as much as necessary to fit

    the entire Worksheeton one page, thus making the text very hard to read.

    Under the Marginstab, users can force Excel to print the Worksheetaligned Centeredboth horizontally andvertically on the printed page. By default, Excel will always print Worksheetsboth horizontallyLeft aligned

    and vertically Top aligned.

    Under the Sheettab, users can select specific cells to be printed instead of printing the entire Worksheet. An-other userful option is the ability to repeat column / row headings on each page printed. If your Worksheetex-

    tends more than one printed page, youll notice on the first page will contain your column / row headings. By

    selecting your column / row headings to be repeated, every printed page will contain them. Finally, users canalso force Excel to print the gridlines, which indicate the cells borders.

    Custom Headers/FootersHeaders and footersare areas in the top and bottom margins of each Worksheet,but are only visible when

    printed. To access theHeaders and footers, select View / Headers and Footers from theMenu Bar. Whenthe Page Setupwindow appears, theHeader/Footertab should be automatically selected. To add text to theHeader, click on the drop-down menu and select one of the pre-definedHeaders. To add text to the Footer,

    click on the drop-down menu and select one of the predefined Footers. Once youve added text to yourHeader / Footer, you may view them by selecting File / Print Previewfrom theMenu Bar.

    Instead of choosing one of the predefinedHeaders / Footers, you may create your own customHeader /Footer. Under theHeader/Footertab for the Page Setupwindow, simply click on either the Custom Headeror Customer Footerbutton. Excel will then display a window complete with a series of buttons for addingsome common items to theHeader / Footer, such as page numbers or dates. Simply click in the appropriatebox and then press the appropriate button. You may also click inside any of the boxes and add any text of your

    choice.

    PrintingBy default, Excel will only print the current Worksheet. If youd like to print the entire Workbook, simply

    check the option Entire Workbook from the File / Printmenu.

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    Saving As Web PagesWhen moving your Workbooksto the World Wide Web, its important to consider whether or not those view-

    ing your Workbookswill have Microsoft Excel installed. If they dont, then the only means for them to view

    your Workbookwill be to save the file(s) as web pages. To save a Workbookas a web page, simply select

    File / Save as Web Pagefrom theMenu Bar.

    Once the Save As Web Page window appears, you may then choose to save the entire Workbookor only the

    currently selected Worksheetas a web page. In either case, the web page will not be interactive. If you chooseto save the entire Workbook, Excel will create a folder with the same name as your web page containing addi-

    tional files. Make sure to incorporate this folder onto your web server, else the Workbook will not be dis-played properly.