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BYU-Idaho Continuing Education: Microsoft Excel 101

Table of ContentsLesson 1...............................................................................................................................2

Introduction & Overview.................................................................................................2Excel Screen Components...........................................................................................2

Quick Reference (Excel 2007).........................................................................................5Lesson 2...............................................................................................................................7

Insertion Point Movement, Making Selections, and Cell Pointer Tools.........................7Keyboard Movements..................................................................................................7Mouse Movements.......................................................................................................8Making Selections.....................................................................................................12Cell Pointer Tools......................................................................................................20

Lesson 3.............................................................................................................................28Data Entry......................................................................................................................28

Performing Data Entry...............................................................................................28Text Entry......................................................................................................................30

Performing Text Entry...............................................................................................33Lesson 4.............................................................................................................................35

Formatting & Layout.....................................................................................................35Changing Data Orientation........................................................................................37Additional Formatting...............................................................................................39Currency Formatting..................................................................................................41Comma Style Formatting...........................................................................................42Formatting Layout.....................................................................................................43

Lesson 5.............................................................................................................................45Formulas........................................................................................................................46

Formula Basics..........................................................................................................46Creating an Addition Formula by Pointing...............................................................46Defining a Relative Copy..........................................................................................48Using the SUM Formula Function............................................................................49Using the “AutoSum” and “Enter” Buttons...............................................................51Entering the Net Income Formula.............................................................................53

Extras.................................................................................................................................56Sorting............................................................................................................................56Inserting into Word........................................................................................................56

Linking.......................................................................................................................56Double-Click Tricks......................................................................................................58AutoSave........................................................................................................................58Top Row Stay................................................................................................................58Printing Tips..................................................................................................................58What’s Next?.................................................................................................................58

Spring Semester : 2009/07/06 Printing

Tony Derricott, Instructor ([email protected])

mailto:[email protected]


Lesson 1

Introduction & Overview

Let’s begin by discussing the theory of a spreadsheet as it relates to Excel. The primary task of Excel is to create and manipulate data on spreadsheets, which are referred to as worksheets. Worksheets arrange data into columns and rows. Before electronic worksheets such as Excel, there were manual worksheets known as ledger cards.

Worksheets are called “Sheets”, and multiple sheets make up a workbook. The workbook has the name attached to it when the file is saved. The default is two or three sheets per workbook when a new workbook is started (depends on which version of Excel being used).

Excel has four major tools: Worksheet – to create powerful worksheets with precision and accuracy Database – to track large amounts of data that can be sorted or extracted Charts – to visualize values in a worksheet and/or workbook Macro – to automate tasks performed frequently, as well as customize

applications

Excel Screen Components

Locate the following Excel screen components:1. Title Bar – indicates the name of the application and the name of the workbook.

It currently displays the title: “Microsoft Excel – Book1”.2. Minimize button – located in the upper right corner of a window, shrinks the

current or active window to the Taskbar.3. Maximize/Restore button – located in the upper right corner of a window,

restores the current or active window to mid-size, or enlarges the window to fill the desktop area.

4. Close button – located in the upper right corner of a window, can be used to close the current or active window.

5. Menu Bar – displays the Excel command menus.6. Standard Toolbar (2003 and earlier) – located below the Menu Bar and contains

button that represent shortcuts for the tasks used most commonly.7. Formatting Toolbar (2003 and earlier) – used to modify text, change the

alignment of text, create number formats, and change borders and colors.8. Formula Bar – displays the current cell location and contents of the current cell

location.




BYU-Idaho Continuing Education: Microsoft Excel 1019. Vertical Scrollbar – moves rows into view by moving the workspace up and

down.10. Horizontal Scrollbar – moves columns into view by moving the workspace left

and right.11. Sheet Tabs – located left of the horizontal scrollbar, allow movement from one

worksheet to another.12. Sheet View Arrow buttons – located left of the sheet tabs, allow viewing of

additional sheet tabs.13. Status Bar – located at the bottom of the screen, will display the status of READY

for input and other indicators such as NUM for the calculator pad, etc.14. Select All button – used to select or deselect an entire sheet.15. Column buttons – used to select columns.16. Row buttons – used to select rows.17. Cell Pointer – used to highlight, copy, move, AutoDelete, and AutoFill cells.





Quick Reference (Excel 2007)

Wondering where your favorite Excel 2003 commands are located in the new Excel 2007 interface? You're in the right place. Microsoft has developed a visual, interactive reference guide to help you quickly learn where things are.

When you click the link, the interactive guide will start. Once you're there, rest the mouse pointer over an Excel 2003 menu or button to learn its new location in Excel 2007. To see an animation of the location of the command or button in Excel 2007, just click it.

http://office.microsoft.com/assistance/asstvid.aspx?assetid=XT101493291033&vwidth=1044&vheight=788&type=flash&CTT=11&Origin=HA101491511033




http://office.microsoft.com/assistance/asstvid.aspx?assetid=XT101493291033&vwidth=1044&vheight=788&type=flash&CTT=11&Origin=HA101491511033


Lesson 2

Insertion Point Movement, Making Selections, and Cell Pointer Tools

Each worksheet is made up of columns and rows. Columns have letter headings of A, B, C, through IV for a total of 256 columns. Rows buttons are numbered down the left side of each sheet for a total of 65,536 rows. The Excel 2007 "Big Grid" increases the maximum number of rows per worksheet from 65,536 to over 1 million, and the number of columns from 256 (IV) to 16,384 (XFD).

Definition of a Cell - Information is entered into Cells on the worksheet. A cell is the intersection of a row and a column.

Worksheets can be large and it is important to understand how to move efficiently and quickly to particular cells or places in a worksheet or workbook.

All movement can be performed using the keyboard and/or a mouse.

Keyboard Movements

Using only the keyboard, perform the following movements:1. In cell A1 type: 12. Press 5 times to move down 5 rows.3. In cell A6 type: 14. Press 5 times to move right 5 columns.5. In cell F6 type: 16. Press 5 times to move up 5 rows.7. In cell F1 type: 1





8. Press 5 times to move left 5 columns.9. Press End, then press to move right to the next active cell.10. Press End, then press to move down to the next active cell.11. Press End, then press to move left to the next active cell.12. Press End, then press to move up to the next active cell.13. Press Ctrl and End to move to the last active cell.14. Press Ctrl and Home to move to cell A1.15. Press PgDn to move down a full screen of rows.16. Press PgUp to move up a full screen of rows.17. Press Tab to move to the right, one column at a time.18. Press Shift and Tab to move left one column at a time.

The keyboard can also be used to move from one sheet to another:19. Press Ctrl and PgDn to move to the next sheet.20. Press Ctrl and PgUp to move back to the previous sheet.

Mouse Movements

Using the mouse for cell selection – the mouse can be used to locate and select a cell by movement of the mouse on the pad. To select to activate a cell, simply point to the cell and then click the left mouse button.

1. Click the left mouse button in cell D5.





To move from sheet to sheet using the mouse:2. Click on Sheet2 Tab.

3. Click on Sheet1 Tab.





The horizontal and vertical scroll bars are used with the mouse:4. Click several times on the Down Arrow button located at the bottom of the

Vertical Scroll Bar.




BYU-Idaho Continuing Education: Microsoft Excel 101Notice how the worksheet moves down one row at a time. To move left and right, the horizontal scroll bar is utilized:

5. Click several times on the Right Arrow button at the end of the Horizontal Scroll Bar.

6. Press Ctrl and Home to move back to cell A1.

The “Go To” key is F5 and can be used to quickly move to a specific cell or named range of cells within a worksheet:

7. Press F5 to activate the Go To box8. Type: Z100

9. Click on OK to move to cell Z100





10. Press Ctrl and Home to move back to cell A1.

Making Selections

In addition to moving around the worksheet, we will also need to know how to select various items. When using the mouse, the mouse pointer needs to be a “hollow plus sign” in order to select cells, columns, rows, or an entire worksheet. Let’s take a look at how we can select the various areas of a worksheet.

Selecting Entire Columns:1. Click in cell B3 (or any cell in Column B).2. Press Ctrl and SpaceBar





Notice now that all of column B is “highlighted” or selected. The entire column is selected from row 1 to row 65,536. Pressing an arrow key or clicking on another cell will remove the highlighting and deselect the column.

Now let’s select Column B using the mouse:3. Click in any cell to deselect column B.4. Point to the Column B button at the top of the worksheet, making sure to have a

black down arrow visible.

5. Click on the Column B button with the left mouse button.





Selecting Entire Rows:6. Click in cell B3 (or any cell in Row 3).7. Press Shift and SpaceBar

The entire Row 3 is selected from column A to column IV. Now let’s select Row 3 using the mouse:

8. Click in any cell to deselect row 3.9. Point to the Row 3 button in front of row 3 making sure the black arrow is

visible.

10. Click on the Row 3 button.





Selecting Ranges of Cells:A range is defined as any rectangular area on the worksheet. The smallest range is a single cell. To select a range of cells:

1. Place the hollow plus sign in cell A1.2. Hold down the left mouse button and move the mouse down and over to cell F6.3. Stop mouse movement at cell F6 and release mouse button.

The cells that contain a “1” and all cells between them are now selected.

There is a handy keyboard combination that will automatically highlight all active cells.4. Press Ctrl and Home5. Press Ctrl, Shift, and End to automatically highlight all active cells and those cells

between them.

The keyboard can be used another way to select a range of cells:




BYU-Idaho Continuing Education: Microsoft Excel 1016. Click in cell A17. Hold down the Shift key, then press , , , and to vary the range of cells

selected.

Selecting Multiple Columns and Rows:1. Click in any cell to remove any highlighting or deselect any cells.2. Point to the Column B button with the mouse, again making sure the black

arrow is visible.3. Hold down the left mouse button and drag (move the mouse) over to the

Column G button.

Columns B through G are now selected.4. Click in any cell to deselect the columns.

Selecting multiple rows is very similar to selecting multiple columns:5. Point to the Row 3 button with the black arrow.

6. Hold down the left mouse button and drag down to the Row 11 button.

Spring Semester : 2009/07/06 PrintingTony Derricott, Instructor ([email protected])



Rows 3 through 11 are now selected.7. Click in any cell to deselect the rows.

Selecting an Entire Worksheet:1. Point to the Select All button located above row 1 and to the left of column A

with the hollow plus sign.2. Click on the Select All button.

The entire worksheet is now selected. We can do the same thing using the keyboard:3. Click in any cell to deselect the worksheet cells.4. Press Ctrl, Shift, and SpaceBar

Selecting Unconnected Columns and Rows:




BYU-Idaho Continuing Education: Microsoft Excel 101There will be times when unconnected columns and rows will need to be selected. Pressing and holding the Ctrl button will allow selection of unconnected columns, rows, cell ranges, and cells.

1. Click on the Column B button.2. Hold down the Ctrl key.3. Click on the Column D button.4. Make sure Ctrl is still held down.5. Click on the Column F button.6. Make sure Ctrl is still held down.7. Click on the Column H button.

We now have multiple, unconnected columns selected. Now let’s add to this and select multiple, unconnected rows:

8. Make sure the Ctrl is still held down.9. Click on the Row 3 button.10. While continuing to hold down the Ctrl key, click on the following rows: 5, 7, and

9.

11. Release the Ctrl key and click in any cell to deselect the columns and rows.





Selecting Unconnected Ranges:1. Place the hollow plus sign in cell C9.2. Hold down the left mouse button and drag down and over to cell E14.

3. Release the left mouse button.4. Hold down the Ctrl key.5. Place the hollow plus sign in cell B16.6. With the Ctrl key still held, click the left mouse button on cell B16 and drag down

and over to cell C18.

7. Release the left mouse button.8. Release Ctrl.




BYU-Idaho Continuing Education: Microsoft Excel 101Continuing this process allows for the selection of many ranges. This type of selection creates the flexibility of formatting various unconnected portions of a worksheet in one easy step.

Cell Pointer Tools

There are five parts to the Cell Pointer Tool:Hollow Plus Sign used as a selection toolArrow used as the Drag and Drop toolArrow & Plus Sign used with Ctrl held down as the Drag and Drop Copy tool

Thin Black Plus Sign used as the AutoFill tool when dragged to the rightused as the AutoDelete tool when dragged to the left

The Hollow Plus Sign tool has already been utilized during the selection exercises. The remaining tools will be gone over next.

AutoFill Tool:1. Press Ctrl and Home to move to cell A1.2. Type: January




BYU-Idaho Continuing Education: Microsoft Excel 1013. Point to the Black Box (located in the lower right corner of the cell) with the Cell

Point Tool until the Thin Black Plus Sign (AutoFill Tool) is visible on cell A1.4. Hold down the left mouse button and drag to cell F1.5. Release the mouse button.

The AutoFill pattern of “January” through “June” is completed; most combinations of alpha and numerical characters will AutoFill if there is a pattern. With regard to number patterns, it may require one to three cells entered manually before the AutoFill can pick up the desired pattern.

AutoDelete Tool:Now let’s delete the cells “January” through “June”:

1. Make sure that cell A1 through F1 are selected.2. Point to the Black Box in the lower right corner of the cell until the Thin Black

Plus Sign is visible in cell F1.3. Hold down the left mouse button and drag to the beginning of cell A1.





4. Release the mouse button.

The data is now deleted.

Drag & Drop Move Tool:Let’s move data from one cell location to another:

1. Click in cell C32. Type: Hello

3. Point to any edge of cell C3 with the Cell Pointer Tool (except the Black Box in the lower right corner) until the Drag & Drop Move Tool Arrow is visible.

4. Hold down the left mouse button and move to cell D6.

5. Release the mouse.

The data has been moved to another cell.




BYU-Idaho Continuing Education: Microsoft Excel 101Drag & Drop Copy Tool:When performing a Drag & Drop Copy, the Ctrl key is used in combination with the mouse.

1. Hold down the Ctrl key2. Point to any edge of cell D6 (except the Black Box in the lower right corner) until

the Arrow and Plus Sign (Drag & Drop Copy Tool) is visible3. Hold down the left mouse button as well as the Ctrl key and move to cell C34. Release the mouse5. Release the Ctrl key

The data in cell D6 has now been copied and moved to C3.

Selection (Highlighter) Tool:The Selection tool has already been used to select or highlight data, columns, rows, and so on. As a review:

1. Point to the middle of cell C3 until the Hollow Plus Sign is visible2. Highlight cell C3 through D6





3. Press Delete

The data is now deleted.

Column Width ( ) Tool and Row Height ( ) ToolThe Column Width Tool is used to adjust the width of the columns. By double-clicking on the Column Width Tool, a column width can be adjusted to the “best-fit” for the widest data in the column.

The Row Height Tool is used to adjust the height of the rows. Both of these tools can be activated directly from a worksheet.

1. Click in cell B42. Type: Let’s adjust Column Width3. Press Enter4. Press to cell B4

5. Point between the Column B button and Column C button until the Column Width Tool is visible




BYU-Idaho Continuing Education: Microsoft Excel 1016. Hold down the left mouse button

Notice the default column width of 8.43 above the Column C button.7. Drag to the right until the column width is 21.71

8. Release the mouse

The column width has been manually adjusted. The column width can be automatically adjusted to the widest data in a column as well:

9. Click in cell C410. Type: Adjust Column Width11. Point between the Column C button and the Column D button until the Column

Width Tool is visible (this is also the AutoFit Tool)




BYU-Idaho Continuing Education: Microsoft Excel 10112. Double click the left mouse button

The column is automatically adjusted. Now, let’s demonstrate the Row Height Tool:13. Point between the Row 4 button and Row 5 button until the Row Height Tool is

visible14. Hold down the left mouse button.

Notice the default row height of 12.75 above the Row 4 button.




BYU-Idaho Continuing Education: Microsoft Excel 10115. Drag down until the row height is 40.5016. Release the mouse button

The row height has been adjusted.17. Choose File/Close to close the workbook18. When asked to “Save Changes”, click on No





Lesson 3

Data Entry

There are three types of data that can be entered on a worksheet: Text – consists of letters, numbers, and special characters Numbers – (values) are used to create calculations Calculations – are arranged in formulas that dictate how numbers (values) will

be manipulated

Performing Data EntryBegin by opening a new workbook file:

1. Choose File/New… and click on OK to start a new workbook2. Type: Jones in cell A13. Press Enter4. Click in cell B15. Type: Smith6. Press

Remember that the arrow keys can be used to enter data on a worksheet and move to the next cell with only one keystroke.




BYU-Idaho Continuing Education: Microsoft Excel 1017. Type: Douglas

There is an easier way to perform data entry. We can highlight the data entry area and press Enter to move from cell to cell within the data entry area. However, we must make sure that any arrow keys or mouse clicks are not performed during this process, since this would reverse the highlighting.

Let’s practice the new method of data entry:8. Click on cell A29. Hold down the left mouse button10. Drag down and over to cell C311. Release the mouse button




BYU-Idaho Continuing Education: Microsoft Excel 101Cell A2 is the first cell ready for data entry:

12. In cell A2, type: 150013. Press Enter

We are automatically moved to cell A3:14. In cell A3, type: 140015. Press Enter16. In cell B2, type: 100017. Press Enter18. In cell B3, type: 135019. Press Enter20. In cell C2, type: 125021. Press Enter22. In cell C3, type: 100023. Press Enter24. Press Ctrl and Home to cell A1

The highlighting is reversed and we are back in cell A1. Notice how the text entries are justified to the left edge of the cells and the numeric (values) are justified to the right edge of the cells. This is the default for these types of entries. Later we will learn how to change the alignment of data.

25. Choose File/Save26. Next to File name, type: Practice File27. Click on Save to save the workbook28. Choose File/Close to close the workbook

Text Entry

To begin, we will create a Home Budget:




BYU-Idaho Continuing Education: Microsoft Excel 1011. Choose File/New2. In cell A1, type: Home Budget3. In cell B2, type: January4. In cell A3, type Income

Now, let’s extend the monthly heading to include “February” and “March”, and input the three sources of income. We could just type the titles, however, let’s use the AutoFill feature instead:

5. Click in cell B2, where “January” is currently located6. Point to the Black Box (in the lower right corner of the cell) until the AutoFill

Black Plus Sign is visible in cell B27. Press the left mouse button and drag right to cell D2

8. Release the mouse





AutoFill has automatically inserted the monthly text pattern of “February” and “March”. Note, AutoFill box won’t go away until you start typing.

9. Click in cell A410. Type: Job 111. Press Enter and move back to cell A4

12. Point to the Black Box until the AutoFill Black Plus Sign is visible in cell A413. Press the left mouse button and drag down to cell A6




BYU-Idaho Continuing Education: Microsoft Excel 10114. Release the mouse

Performing Text EntryThe titles of “Job 2” and Job 3” have been automatically input due to the character pattern of the title. Next we will insert numbers (values) into the Home Budget worksheet. Remember, the easiest way to enter data is to highlight the data entry are and just press Enter between each entry.

15. Highlight cell B4 through cell D616. In cell B4, type: 2000, press Enter17. In cell B5, type: 700, press Enter18. In cell B6, type: 0, press Enter19. In cell C4, type: 2000, press Enter20. In cell C5, type: 500, press Enter21. In cell C6, type: 50, press Enter22. In cell D4, type: 2000, press Enter23. In cell D5, type: 650, press Enter24. In cell D6, type: 75, press Enter

Now let’s enter the Monthly Expense titles for the Home Budget:25. In cell A10, type: Monthly Expenses, press Enter26. In cell A11, type: Mortgage, press Enter27. In cell A12, type: Taxes/Ins, press Enter28. In cell A13, type: Auto Needs, press Enter29. In cell A14, type: Utilities, press Enter30. In cell A15, type: Household, press Enter31. In cell A16, type: Retirement Fund, press Enter





Notice that some of the Expense titles will be overlaid by the Expense values that we are about to enter. We will correct this later with the column width feature.

Enter the Expense values for each of the categories as shown below. Highlight cells B11 through D16 and enter the values.

The Home Budget worksheet is really starting to take shape. Next, it is a good idea to save your work periodically to prevent accidental loss of data later.

1. Choose File/Save (or click on the Save button on the toolbar)2. Title the workbook: Home Budget





Lesson 4

Formatting & LayoutNow that we have our data entered, it is now time to turn attention to formatting the data and adjusting the layout.

Column A is not wide enough to display all of the Expense categories. The title of “Retirement Fund” is not completely displayed. Let’s adjust the column width, in order to correct this problem.

1. Click in cell A9 to place the Cell Pointer somewhere in Column A2. Choose Format/Column/Width… (in 2007 find the Cells box)3. Next to Column width, type: 154. Click on OK to apply the new column width

The title of “Retirement Fund” is now completely displayed. Column A could also be adjusted with the mouse directly from the worksheet. Now let’s automatically adjust the column width of Column A by using the AutoFit feature. AutoFit will automatically adjust Column A to the width necessary to display the widest entry in that column.

5. Point between the Column A button and the Column B button until the Column Width Tool is visible.

6. Double-click the left mouse button.

The column width has been automatically adjusted to accommodate the widest entry of that particular column.




BYU-Idaho Continuing Education: Microsoft Excel 101Next, we will change the alignment of some of the cell entries. Text entries are left aligned as a default. Let’s change the alignment of the titles under “Income” and the categories under “Monthly Expenses” to be right aligned:

7. Highlight cells A4 through A68. Hold down the Ctrl key9. Highlight cells A11 through A1610. Release the Ctrl key and the mouse button

First, we’ll use the menus to format the highlighted cells:11. Choose Format/Cells… (in 2007 choose Cells Format)12. Click on the Alignment Tab13. Click on the Down Arrow under Horizontal:, then select: Right14. Click on OK to apply the new alignment

Now we’ll perform some more formatting by utilizing the Formatting Toolbar. The Formatting Toolbar contains four alignment buttons; one each for Left, Center, Right,




BYU-Idaho Continuing Education: Microsoft Excel 101and Full Justification. The alignment buttons can be an easier method for adjusting data on the spreadsheet. Let’s try out the alignment buttons:

1. Click on cell A32. Hold down the Ctrl button3. Click on cell A104. Release the Ctrl key and the mouse button5. Click on the Align Left button from the Formatting Toolbar6. Click on the Center button from the Formatting Toolbar7. Click on the Align Right button from the Formatting Toolbar

Changing Data OrientationChanging the orientation of data is a way of formatting. By default, text entries are horizontally orientated but we can change this; let’s change the orientation of “Income” to vertical:

1. Click in cell A32. Choose Format/Cells…3. If necessary, click on the Alignment Tab4. Press Alt and D on the keyboard to access the Degrees area under Orientation5. Type: 90





Notice how the text meter has moved to a 90-degree position.6. Click on OK to apply the new text orientation

The title “Income” is now vertically aligned.

At any point, there is an opportunity for a mistake or you may not want to keep a change you made. The Edit/Undo feature allows us to reverse prior commands. However, do no always rely on this feature, as there are certain commands that cannot be reversed, such as saving a file. Let’s use the Undo feature to change the “Income” title from vertical back to horizontal:

7. Make sure you are still in cell A38. Choose Edit/Undo Format Cells (or click on the Undo button on the Standard

Toolbar)a. Choose Edit/Redo

Again, it’s always a good idea to save work often, so:9. Click on the Save button from the Standard Toolbar





Additional FormattingThe Home Budget is now ready to be formatted for an organized, effective appearance. Let’s add single and double lines where formulas and totals will be inserted later.

1. Highlight cells B7 through D72. Choose Format/Cells…3. If necessary, select the Alignment Tab4. Click on the Down Arrow under Horizontal:, then select Fill

5. Click on OK to apply the Fill attribute

We are now back to the worksheet, however, it is now waiting for a character to fill the cell with:

6. In cell B7, press -, then press Enter





The cell is filled with a line of dashes. Next, use the Drag and Drop Copy Tool to copy the lines in row 7 to row 17:

7. Highlight cells B7 through D78. Hold down the Ctrl key9. Point to any edge of the highlighted cells, except the black box, until the Drag

and Drop Copy Tool, indicated by an Arrow with Plus Sign, is visible

10. Hold down the left mouse button and drag the Shadow Box to cell B17, C17, and D17

11. Release the mouse12. Release the Ctrl key

We now have lines in row 7 and row 17. Next, let’s create equal lines from cell B19 through cell D19:

13. Highlight cell B19 through D19

Spring Semester : 2009/07/06 PrintingTony Derricott, Instructor ([email protected])


BYU-Idaho Continuing Education: Microsoft Excel 10114. Choose Format/Cells…15. If necessary, click on the Alignment Tab16. Click on the Dow Arrow under Horizontal:, then select Fill17. Click on OK to apply the Fill attribute18. In cell B19, press = key, and then press Enter

There are now equal lines in row 19.

Currency FormattingDecimal points and currency formatting symbols can be added to enhance the values of the worksheet and make them easier to read:

1. Press Ctrl and Home to display the top of the worksheet2. Highlight cell B4 through cell D43. Hold down the Ctrl key4. Highlight cell B11 through cell D11





5. Release the Ctrl key and the mouse6. Choose Format/Cells…7. Click on the Number Tab8. Under Category:, select Currency

This will display four different types of currency formats.

9. Under Negative numbers:, select the black text of ($1234.10)

This selection will display negative numbers in parenthesis.

10. Click on OK to apply the currency format

Do not worry if some of the cells are filled with pound signs (####), this indicates that the column width is not wide enough for the display of values, including the currency format with decimal points. Simply adjust the column width to correct the display problem.

Comma Style FormattingNumbers (values) can also be formatted as Fixed, with a fixed number of decimal places without the dollar sign. Let’s activate the fixed decimal format using a button from the Formatting Toolbar.

1. Highlight cells B5 through D62. Hold down Ctrl3. Highlight cells B12 through D164. Release the Ctrl key and the mouse5. Click on the Comma Style button from the Formatting Toolbar





Notice that all of the values are now set as a Currency or Fixed Format with two decimal places.

Formatting is easy when you remember: Highlight or select the cells or ranges of cells to be formatted Use the Format menu or the Formatting Toolbar

Formatting LayoutWe are now ready to modify the layout of the Home Budget by inserting a row and a column into the worksheet. Let’s insert a blank row below the worksheet title of “Home Budget”:

1. Click on the Row 2 button to select the entire row2. Choose Insert/Rows




BYU-Idaho Continuing Education: Microsoft Excel 101The new row is inserted as Row 2 and the rest of the worksheet data shifts down one row. Now let’s insert a column between Column A and Column B:

3. Click on the Column B button to select the entire column4. Choose Insert/Columns.

The new column is inserted as Column B, and the existing columns of data are pushed to the right. However, notice that Column B has taken the column width of the column to its left, which is too wide. Let’s adjust and pull back the column width of Column B.

5. Point between the Column B button and the Column C button until the Column Width Tool is visible.

6. Hold down the left mouse button and drag left until you see the width of 8.71 displayed.

7. Release the mouse to adjust the column width.





Let’s save the Home Budget.xls.8. Click on the Save button from the Standard Toolbar.

Lesson 5





Formulas

Now, we will take a look at how to create formulas in a worksheet. A formula is placed in a cell where you want to see the resulting answer of a calculation (a new value based on existing values of a worksheet).

Formula BasicsFormulas always begin with an equal sign (=). The basic arithmetic operators or symbols used in formulas are listed. Locate each of these symbols on the keyboard:

+ Plus Sign (addition)- Minus Sign (subtraction)* Asterisk (multiplication)/ Forward Slash (division)

Example FormulasListed below are some examples of simple formulas used in Excel.

=A5+B5 This formula adds the contents of cell A5 to the contents of cell B5

=(D4/10)*.06 This formula will take the contents of cell D4 and divide by the constant number of “10”. The resulting answer

is then multiplied by the constant number of “.06”

=SUM(C3:C12) This formula shows the worksheet formula function of SUM which is totaling the range of values from cell

C3 through cell C12 with the colon “:” indicating “through”

Creating an Addition Formula by PointingThe Total Income for January will be calculated in cell C9 with a formula that totals the values of cell C5, cell C6, and cell C7.

1. Click in cell A92. In cell A9 type: Total3. Press twice to cell C94. In cell C9, press =5. Press four times to cell C5





When the Cell Pointer is on cell C9 (where we want the answer to the formula), the Formula Bar displays the creation of the formula. By using the “Point” method we will create the rest of the formula of: “=C5+C6+C7”. We could also type the entire formula, but the “Point” method is more efficient.

6. With the marquee in cell C5, press +7. Press three times, to cell C6

This will pick up the value in cell C6. Notice the formula that is compiling in the Formula Bar.

8. With the marquee in cell C6, press +9. Press twice to cell C710. Press Enter



Formula Bar



Pressing Enter tells Excel that we have finished designing the formula and to place the answer to the formula in the worksheet cell where the formula was created. The answer of $2,700.00 appears in cell C9. Excel automatically formats the answer for currency since the format of currency was connected to at least one of the value cells referenced within the formula.

Defining a Relative CopyA similar formula is needed to add the totals for February and March. We can copy the formula from January instead of manually creating the formulas for February and March. When a formula is copied, Excel will adjust the formula relative to the new location of the formula. When we copy the formula from Column, the formula will automatically change the cell references to add the numbers in Column D and Column E, respectively. Let’s see how copying a formula works.

1. Click in cell C92. Point to the Black Box, until the AutoFill Black Plus Sign is visible in cell C93. Press the left mouse button and drag over to cell E94. Release the mouse to AutoFill copy the formula.





Notice the answers in cell D9 and E9 are each relative to their own columns.

Using the SUM Formula FunctionAdding individual numbers in a formula was great, but if we had to cell reference many numbers, we would waste a lot of time entering each cell into the formula. Let’s use the SUM function to create the next formula, which will allow a range of cell references to be included all at once. We will create a formula in cell C19 to total the expenses for January.

1. Click in cell A192. In cell A19 type: Total3. Press twice to cell C194. In cell C19 type: =SUM(




BYU-Idaho Continuing Education: Microsoft Excel 101The opening parenthesis “(“ will allow us to use the point method to create the rest of the formula.

5. Press seven times, to cell C12

This will be the location of the first value we would like to include in the formula.6. Hold down the Shift button

Holding down the Shift button allows us to extend the cell reference to include many cells. Excel will know what we are doing by automatically placing a colon (:) in the formula.

7. Press five times8. Release Shift





9. Press Enter

The answer of $954.00 appears in cell C19. Whenever we use an opening parenthesis “(“ in a formula, we much have a closing parenthesis “)” in the formula as an offset.

10. Press , to cell C19

Notice how Excel automatically finished our formula by inserting the closing parenthesis “)” for us.

Using the “AutoSum” and “Enter” ButtonsThere is an easier way to create a SUM formula with the AutoSum button from the Standard Toolbar.

1. Press to cell D192. Click on the AutoSum button from the Standard Toolbar





3. Click on the Green Check Mark from the Formula Bar

We have created a SUM formula without touching the keyboard. Now we can copy the formula from cell D19 to cell E19. Let’s use the AutoFill feature to copy the formula.

4. Make sure that the Cell Pointer is still in cell D195. Point to the Black Box until the AutoFill Black Plus Sign is visible6. Press the left mouse button and drag over to cell E19




BYU-Idaho Continuing Education: Microsoft Excel 1017. Release the mouse to AutoFill copy the formula

Entering the Net Income Formula

Next, let’s create a formula to calculate Net Income. Net Income represents the difference between the monthly Income and Expense items.

1. Click in cell A212. In cell A21 type: Net Income3. Press twice to cell C214. Make sure that the Cell Pointer is still in cell C215. Press =6. Click in cell C9 (which contains the Total Income value of $2,700.00)





7. Press -8. Click in cell C19 (which contains the Total Expense value of $954.00)

9. Press Enter10. Press to cell C21

The result of $1,746.00 is in cell C21 and the formula is displayed in the Formula Bar.11. Make sure that the Cell Pointer is still in cell C2112. Point to the Black Box until the AutoFill Black Plus Sign is visible13. Press the left mouse button and drag over to cell E21




BYU-Idaho Continuing Education: Microsoft Excel 10114. Release the mouse to AutoFill copy the formula

The Net Income formula has been copied to cell D21 and cell E21. Let’s save and close the workbook.

15. Click on the Save button from the Standard Toolbar to save the workbook16. Choose File/Close to close the workbook





Extras

Sortinghttp://www.online-tech-tips.com/ms-office-tips/sort-data-excel/

Inserting into Word

Ever need to insert an Excel worksheet into a Word document and have them linked so that when you update the main Excel worksheet, it automatically updates the one in the Word document?

There are actually two ways to insert an Excel object into Word, linking and embedding. When you embed an Excel worksheet, the worksheet will not be updated when you update the main Excel file.

When you insert a linked worksheet, whenever you open the Word file, the linked Excel sheet will update it’s values to match the main external Excel file.

In this article, I will show you how to do it using both methods.

Linking

There are actually two ways to insert and link an Excel worksheet in Word. You can either copy and paste or go to Insert on the ribbon and choose Object.

Copy and Paste

Step 1: Select the area in your Excel spreadsheet that you want to include in Word and then press Ctrl + C to copy the contents.

Step 2: Now go to your Word document and press Ctrl + V to paste the contents into the Word file. In order to link, you have to click on the Paste Options button at the bottom right and choose Match Destination Table Style and Link to Excel.




http://www.online-tech-tips.com/ms-office-tips/link-excel-worksheet-to-word-doc/




http://www.online-tech-tips.com/ms-office-tips/sort-data-excel/

http://www.online-tech-tips.com/wp-content/uploads/2009/05/insertexcelintoword.png


Step 3: That’s it, now your table will be linked to the original Excel file. Whenever you update the Excel file and reopen Word, it will ask you if you want to update the doc with the data from the linked files.

Step 4: Click Yes and your table will reflect the new values. If you have both files open at the same time, you’ll see the changes live.

Insert

The second way to link an Excel spreadsheet to Word is by using the Insert menu.

Step 1: In Word 2007, click on the Insert ribbon and choose Object.

Step 2: Click on the Create from File tab and click on the Browse button to choose your file.




http://www.online-tech-tips.com/wp-content/uploads/2009/05/insertspreadsheetintoword.png

http://www.online-tech-tips.com/wp-content/uploads/2009/05/updatefromlinkedfilesword.png

http://www.online-tech-tips.com/wp-content/uploads/2009/05/insertobjectword.png


Step 3: Once you choose the file, you will see two check boxes at the right side. If you want to link the Excel spreadsheet, you need to check Link to file. If you want to embed the Excel spreadsheet, don’t check it.

That’s it! This does the same thing as the first method I described. Like I said, if you want to embed the worksheet, just don’t check the box. Enjoy!

Double-Click Tricks

http://lifehacker.com/5288578/save-time-with-excels-double+click-tricks

AutoSave

http://office.microsoft.com/en-us/help/HP101407291033.aspx

Top Row Stay

View Freeze Panes Freeze Top Row

Printing Tips

http://www.makeuseof.com/tag/excel-secrets-discovered-6-steps-for-perfect-printing/

What’s Next?

1. Use Excel Help (Press F1)2. Type your specific help question – including the version of Excel you’re using –

into Google.




http://www.makeuseof.com/tag/excel-secrets-discovered-6-steps-for-perfect-printing/

http://office.microsoft.com/en-us/help/HP101407291033.aspx

http://lifehacker.com/5288578/save-time-with-excels-double+click-tricks

http://www.online-tech-tips.com/wp-content/uploads/2009/05/linkexceltoword.png

http://www.online-tech-tips.com/wp-content/uploads/2009/05/linktofileword.png

BYU-Idaho Continuing Education: Microsoft Excel 1013. Search Google for “Microsoft Excel 2007 (or your version) Tutorials”

4. Keep in touch

a. Tony Derricott – [email protected]





farmers state bankemp.byui.edu/derricottt/excel 101 (byu-i version).doc · web viewwhen you insert...

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