excel for beginners: part ii

EXCEL FOR BEGINNERS: PART II

Formatting Cells, Columns, Rows,Selecting Multiple Cells, Entering Data, Simple Formulas, Inserting Comments, Creating formulas,

Inserting a Row

Sometimes you will want to insert a row in between already existing rows, if you need to put in more data or if you forgot something.

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Lab: Inserting a row

Entering the data1. Click cell A12. Type: Names3. Move to cell A24. Type: Adam5. Move to cell A36. Type: Charlie7. Move to cell A48. Type: Jennifer

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Lab: Inserting a row cont.Inserting a row1. Click on row 3 (in the gray

area, right on the number 3)2. Row should be gray3. Home tab, Cells group, select

Insert4. Click Insert Cells, then select

Entire Row5. REMEMBER: The row is always

inserted above the row you click. In this case, we click on row 3, the row we add will go ABOVE row 3.

6. Click cell A37. Type: BradNote: If you want to insert multiple

rows, keep clicking Insert then Rows off the Insert menu

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Inserting a Column

Sometimes youneed to insert acolumn in betweencolumns after youhave alreadyentered the data.

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Lab: Inserting a ColumnTwo Ways to Insert a ColumnFirst Way1. Click on Column B (in the gray area

on the letter B itself)2. Home tab, Cells group, select Insert3. Click Insert Cells4. Select Entire Row, click OKNote: The column will always be

inserted to the left. 4. Click in cell B15. Type: AddressesSecond Way1. Click on column B 2. Right Click3. Click Insert4. Select Entire Row, click OK

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Deleting a RowSometimes yourealize you needto delete a row ormultiple rows.

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Lab: Deleting a RowTwo Ways to Delete a Row

First Way1. Click on row 42. Home tab, Cells group, select

Delete Cells3. Select Entire Row and OKDon’t forget about the Undo button, if

you feel you’ve made a mistake.(see picture to the bottom left)

Second Way1 Click on row 42 Right Click3 Click Delete off the menu

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Deleting a Column

Sometimes youneed to delete acolumn in betweencolumns after youhave alreadyentered the data.

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Lab: Deleting a Column

Deleting a columnFirst Way1. Click on column B (on the letter

B itself in the gray area)2. Home tab, Cells group, select

Delete3. Click Delete ColumnNote: the column you clicked on

will be deleted.Second Way1. Click on column B2. Right Click3. Click Delete

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Copying One CellYou can copy one cell or multiple cells.Start a new worksheet by clicking the little

piece of paper in the top left hand corner

1. Click cell A12. Type: 453. Move to cell B14. Type: 575. Move to cell A26. Type: 787. Click on cell A19. Home tab, Clipboard group, select

CopyNotice cell A1 has “marching ants”

around it.9. Click cell B210. Home tab, Clipboard group, select

Paste

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Copying and Pasting in ExcelThree ways to copy and paste1. Click on the cell you to copy2. Click Copy (Home tab Clipboard group)3. Click in the cell you want to paste the copied

cell4. Click Paste (Home tab, Clipboard group)Second Way1. Click on the cell you want to copy2. On the keyboard, hold down CTRL+ C3. Move to the cell you want to paste the copied

cell4. On the keyboard, hold down the CTRL+ V

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Copying Multiple cellsYou can copy as many cells as

you need. The cells must be highlighted.

1. Click on cell A12. Hold down the left mouse

button and drag the mouse to cell B2

(2nd cell should be gray) 3. Now the cells are highlighted4. Copy the cells using CTRL+

C or the copy button

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Pasting the Multiple cellsTo paste the cells1. Click on the cell you want the

copied cells to go2. You can just click one cell

and all the cells you copied will be pasted.

3. Paste the cells by clicking Paste or CTRL+ V

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Open a blank Sheet or new Workbook

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Simple MathYou can do addition,

subtraction, multiplication, division

Symbols for function:Add +Subtract - Multiply * Divide /The = sign signifies the beginning

of math, you can use cell coordinates or numbers.

For example:=A1+A3=4*4/2

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Simple to more complex mathFor example:=3*(4+4/2)=3*4+4/2( )Parenthesis are necessary if

you need to do multiple steps that don’t follow the order of operations.

Review: Order of Operations1. First do all operations that lie

inside parentheses. 2. Next, do any work with exponents

or radicals3. Working from left to right, do all

multiplication and division. 4. Finally, working from left to right,

do all addition and subtraction.

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Lab: AdditionTwo Ways to do Simple Addition1. Click Cell A12. Type: =3+33. Press Enter

Second Way1. Click on cell B12. Type: 33. Move to cell B24. Type: 35. Move to cell B36. Type: =7. Click on cell B18. Type: +9. Click on cell B210. Press Enter11. Click on cell B3

You can see the formula is =B1+B2You can see there are two ways to get the same answer.

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Lab: Math with parenthesisMath with parenthesis1. Click in cell C12. Type:=3*(3+4*2)3. Press EnterNow you can do this by clicking the cells1. Click in cell D12. Type: 33. Move to cell D24. Type: 45. Move to cell D36. Type: =3*(7. Click cell D18. Type: +9. Click D210. Type *2)11. Press Enter12. Click on another cell

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Lab: Copying the formula

Once you have the formula the way you like it, you can copy it.

1. Click in cell E12. Type: 53. Move to cell E24. Type: 75. Click cell D36. Click the word Edit at the top

left side of the screen, then click copy (see picture to the left)

7. Click cell E38. Click Edit, then click Paste

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Entering Data

You can enter numbers as well as text into the cells.

You can change the format of the numbers so that they have decimal points and dollar signs.

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Lab: Review Entering Column Headings

Entering Column Headings1. In cell A1, Type: Checking2. Press right arrow key3. In cell B1: Type: Credit Card4. Click on the gray B heading above

credit card5. Move your mouse in the gray area

on the line dividing columns B and C, when you see the plus sign with the arrows on the left and right, double click your mouse

6. Column B should adjust to fit “Credit Card”

7. Click in cell C18. Type: Total Deductions9. Perform steps 4-6 to adjust the

column width

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Lab: Selecting Multiple CellsAs you remember each cell has its

own coordinate. Two ways to select cellsFirst Way1. Click cell A1 You can see A1 up in the Name Box2. Hold down left mouse button3. Drag your mouse to the right to cell C14. Let go of the mouse5. Notice the cells that you selected are

gray. Second Way1. Click in cell A12. Hold down the left Shift Key3. Press the right arrow key until you

select the cells B1-C1.

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Lab: Manipulating Selected Cells

Now that you have the cells selected you can format them.

1. Click the B off the standard menu to bold your headings

You can also use I for Italics and U for underlining if you want.

2. Adjust the column headingsTo fit Credit Card and Total Deductions (see page 4, steps 4-6)

3. Select cells A1-C1

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Lab: Fill in the background colorWhile you have cells A1-C1 selected

lets change the background color1. On the top right hand side of the screen,

Roll your mouse to the bucket that has yellow underneath it. Hold your mouse there.

2. A small window should pop up called Fill Color (Yellow)This is the fill color button that allows you to fill the cells with color.

(see picture to the top left)3. Click the tiny down arrow4. Roll your mouse down to the light gray

square on the right side. Hold your mouse on it, it should say Gray – 25%

(see picture to the middle left)5. Click the Gray-25% color

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Lab: Adding Borders to the Headings

Adding Borders to the Headings1. Select cells A1-C12. Roll mouse slowly across the top

along the standard toolbar toward the right side until you see Borders pop-up window

3. Click on the border down arrow(see picture to the top left)4. Roll mouse down to the border

that has 4 small boxes (All Borders)

5. Click on All Borders(see picture to the bottom left)6. Click in any cell

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Lab: Entering numbersNow that we have created the

headings, let’s add the data.1. Click cell A22. Type: 23.45Remember the Undo Button

If you make a mistake, just click it once and it takes you back one step or many. (See picture on the bottom left)

3. Move to cell A3 (by either pressing the down arrow key or clicking A3 with your mouse.

4. Type: 15.435. Move to cell A46. Type: 24.12And so on until the numbers look like the

picture to the left.28

Lab: Selecting CellsSelecting Multiple CellsFirst we have to select the cellsTwo ways to do it.First Way1. Click in cell A22. Hold down the left mouse button and drag

the mouse diagonally across and down until you get to cell B5.

3. Let go of the mouse

Second Way1. Click in cell A22. Hold down the left Shift Key3. Press the right arrow key until you get to

cell B24. Press the down arrow key until you cell B5. 5. Let go of the shift key and down arrow key

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Lab: Adding Dollar Sign and Decimal PointTwo ways to add a dollar signAfter you have selected the cellsFirst Way1. Home tab, Number group2. Click the dollar sign:

The dollar sign button allows you to add a dollar sign and a decimal point with two zeros.

Second Way1. Right Click the cell2. Click Format Cells3. Under Number tab, select Currency

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Common Function: Auto Sum

Auto Sum is the most handy function.

It simply adds all the numbers in column or a row,

or specified cells.

Home tab, Editing group

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Lab: Using AutoSumUsing AutoSumTo sum up the row1. Click in cell C22. Click the AutoSum button3. See picture to the leftNotice that the numbers in row 2 are

highlighted and at the bottom in cell C2 there is =SUM(A2:B2)

Dissecting =SUM(A2:B2)1. = Equal sign signifies the beginning

of a formula2. SUM is the function that adds the

cells3. (A2:B2) is the range of cells being

added. A2 is the beginning cell, the colon : signifies that it is a range or every cell in between A2 and B2and B2 is the ending cell

4. Press Enter 32

Lab: Using AutoSum continuedUsing AutoSum to add up more rows. 1. Click in cell C32. Click the AutoSum button3. Notice that the 2nd row of numbers A3-B3

are being added.4. Press Enter to confirm the AutoSum 5. Click in cell C46. Click the AutoSum7. Notice the cell range is C2:C3, we want it to

be A4:B4, so let’s change it. 8. Click on cell C49. Click after the )10. Backspace so that you have =SUM( 11. Click on cell A412. Create a colon 13. Click on cell B414. Type a )15. Your formula should be =SUM(A4:B4)16. Press Enter

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Lab: Using AutoSum continuedCreating AutoSum from Scratch.1. Click in cell C52. Type: =SUM(A5:B5) (doesn’t make

any difference if it is a capital or lower case letter)

3. Notice how the cell A5 is outlined in blue and when you type A5 and the same thing with B5.

4. Press EnterNow let’s sum up the Total Deductions• Click cell C6• Click the AutoSum button• Cell C6 should have =SUM(C2:C5)• Press EnterNow you have summed the entire column.

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Lab: AutoSum and selecting cells

You can select the cells you want to add which is probably the easiest way to add data.

1. Click on cell A22. Hold down left mouse button

while you drag down to cell A5. Now let go of the left mouse button.

3. Click the AutoSum button4. Cells A2 through A5 will be

added.5. Your total will be in cell A6.

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Inserting Comments

If you want to insert a comment on cell to explain why a number is in there, you can add it.

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Lab: Inserting Comments

Inserting Comments1. Click on cell B22. Right Click3. Left click on Insert Comment4. Type: George’s Shoes at

Macy’s5. Click in any other cell6. To see the comment click or

roll your mouse over cell B2

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Lab: Editing Comments

Editing Comments1. Click in cell B22. Right click3. Click Edit Comment 4. Change the comment to

Wendy’s dress at Kohl’s5. Click in any other cell6. Roll your mouse over B2 or click

on it.

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Lab: Deleting Comments

Deleting Comments

1. Click on cell B22. Right click3. Left click on Delete

Comment Now your comment is gone.

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Lab: Creating the Headings

Creating data to play with

1. Click cell A12. Type: Retail3. Move to cell B14. Type: Sale Price5. Move to cell C16. Type: # of Purchases7. Adjust the column widths

Review: Adjusting column widths:Put your mouse next to the line between column A & Column B until you see a plus sign with arrow tips on either side (see picture to the bottom left) now double click your mouse. Do the same for columns B & C and C & D.

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Lab: Entering the Numbers

Entering in the numbers1. Move to cell A22. Type: 34.563. Move to cell A34. Type: 45.675. Move to cell A46. Type: 12.897. Move to cell B28. Type: 29.999. Move to cell B310. Type: 39.9811. Move to cell B412. Type: 9.99

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Lab: Entering the Numbers cont.

Entering the numbers1. Move to cell C22. Type: 153. Move to C34. Type: 295. Move to C46. Type: 104

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Average Function

The Average Function adds all the numbers of the specified cells and then divides the total by the number of entries. All of this is built into the Average function.

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Lab: Using the Average Function

Using the Average Function1. Click in cell C52. On top toward the left side, Put

your mouse arrow on the fx (see picture at the top left)You should see a pop-up window that says Insert Function

3. Click on fx4. Click on AVERAGE5. Read the description of Average

at the bottom of the Insert Function window

6. Click OK at the bottom of the Insert Function pop-up window

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Lab: Using the Average Function Cont.Using the Average Function

cont.1. Look at the pop-up window,

notice C2:C4 is in black in the first box. These are the cells that Excel thinks you want to Average. It is correct this time. Had you wanted to change this you could have given the function new range.

2. Look at the formula bar (just to the right of fx, the formula is =AVERAGE(C2:C4)

3. Click OK on the bottom of the pop-up window

4. Should look like the picture on the bottom left

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Lab: Decreasing the numbers after the Decimal point

Decreasing the numbers after the Decimal point

1. Click on cell C52. Home tab, Number group3. Place your mouse arrow on

the .00 icons. 4. Arrow pointing left is Increase

Decimal. 5. Arrow pointing right is Decrease

Decimal.5. Click on Decrease Decimal until

you have just two numbers past the decimal point.

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Questions

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excel for beginners: part ii

Education