fastcourse excel 2007: level 2 quick reference tables · fastcourse excel 2007: level 2 quick...

FastCourse Excel 2007: Level 2 Quick References

Quick Reference tables provide generic instructions for key tasks. This document contains various Quick Reference tables for tasks you have learned in this course. You may want to print this document or save it to your Desktop to use as a reference.

MANAGING WORKSHEETS Task Procedure

Activate a worksheet

■ Click the desired worksheet tab.

Rename a worksheet

■ Double-click the worksheet tab to be renamed.

■ Type a new name and tap [Enter].

Change the worksheet tab color

■ Right-click the desired sheet tab.

■ Choose Tab Color, and then trace your mouse over and click the desired color.

Insert a worksheet

■ Click the Insert Worksheet button to the right of the last tab displayed.

Delete a worksheet

■ Right-click the tab of the worksheet you wish to delete.

■ Choose Delete.

■ Remember, once a sheet is deleted, it cannot be undone.

Move a worksheet

■ Drag the worksheet tab to the desired position in the worksheet order.

Copy a worksheet ■ Hold down (Ctrl) while dragging the tab of the sheet you wish to copy.

■ Release (Ctrl) and the mouse button when the new tab is in the desired position.

FastCourse Excel 2007: Level 2 Quick References 1

CREATING A CHART Task Procedure

Create a chart ■ Enter the data you wish to chart into Excel.

■ Select the data range for the chart.

■ Display the Insert tab of the Ribbon.

■ Choose the type of chart from the Charts group.

Add a title to a chart

■ Select the chart to which you wish to add a title.

■ Choose Layout→Labels→Chart Title from the Ribbon to display the title options.

■ Choose how you wish the title to appear.

■ Select the default title “Chart Title,” and type in the title you wish for your chart.

Add axis titles to a chart

■ Select the chart to which you wish to add an axis title.

■ Choose Layout→Labels→Axis Titles from the Ribbon to display the axis options.

■ Choose whether you wish to apply a horizontal or vertical axis title.

■ Choose how you wish the title to appear.

■ Select the default title “Axis Title,” and type in the title you wish for your axis.

■ Repeat these steps for the other axis.

MOVING AND SIZING EMBEDDED CHARTS Task Procedure

Move an embedded chart

Drag the selected chart to a new location with the move pointer while it is positioned over the chart area.

Change the chart size

Drag any sizing handle.

Delete a chart Embedded Chart: Select the chart, and then tap the [Delete] key.

Worksheet Chart: Delete the worksheet.

PRINTING CHARTSTask Procedure

Preview how a chart will look when printed

■ Select the chart by either clicking it if it is embedded or clicking the tab on which it is placed.

■ Choose Office→Print menu →Print Preview.

Print a chart ■ Ensure that the chart you wish to print is selected.

■ Choose Office→Print.

▼

2 FastCourse Excel 2007: Level 2 Quick References


USING CHART TOOLS ON THE RIBBON Contextual Tab Command Groups on the Tab

Design ■ Type allows you to change the type of chart, set the default chart type, and save a chart as a template.

■ Data allows you to switch the data displayed on rows and columns and to reselect the data for the chart.

■ Chart Layouts allows you to change the overall layout of the chart.

■ Chart Styles allows you to choose a preset style for your chart.

■ Location allows you to switch a chart from being embedded to being placed on a sheet and vice versa.

Layout ■ Current Selection allows you to select a specific chart element and apply formatting to it.

■ Insert allows you to insert objects into your chart.

■ Labels allows you to make changes to various labels on your chart such as the title and data labels.

■ Axes allows you to choose whether to display axes and gridlines, as well as to set the properties for them.

■ Background allows you to change the background formatting, such as fill color, for the chart.

■ Analysis allows you to analyze the data displayed within the chart.

■ Properties allows you to change the name of the chart.

Format ■ Current Selection allows you to select a specific chart element and apply formatting to it.

■ Shape Styles allows you to visually make changes to the selected chart element.

■ WordArt Styles allows you to apply WordArt to text labels in your chart.

■ Arrange allows you to change how your chart is arranged in relation to other objects in your worksheet.

■ Size allows you to change the size of your chart by typing in exact values.

MODIFYING EXISTING CHARTSTask Procedure

Change the chart type

■ Select the chart you wish to change to a different type.

■ Choose Design→Change Chart Type from the Ribbon.

■ Browse the types available and double-click the type you wish.

Format an existing chart

■ Select the chart that you wish to format.

■ Choose the Format tab of the Ribbon.

■ Apply formatting as appropriate.

APPLYING A STYLE TO A CHART Task Procedure

Apply a style to a chart

■ Select the chart to which you wish to apply a style.

■ Choose the Design tab from the Ribbon.

■ Click the More button to display the full array of available styles.

■ Click to choose the style you wish to apply.

SORTING WORKSHEET DATATask Procedure

Sort by a single column

■ Select one cell in the desired column on or under the header row.

■ Choose Data→Sort & Filter and choose one of the following from the Ribbon:

◆ Sort A to Z

◆ Sort Z to A

Sort selected rows by a single column

■ Select a cell in the sort key column.

■ Select the rows to be sorted.

■ Choose Data→Sort & Filter and choose one of the following from the Ribbon:

◆ Sort A to Z

◆ Sort Z to A

Sort by multiple columns

■ Choose Data→Sort & Filter→Sort from the Ribbon.

■ Choose the first column to be sorted from the Sort By list and change the Sort On and Order settings, if necessary.

■ Click the Add Level button to add a second sort category and change its settings, if necessary.

■ If desired, add a third sort category.

■ If the list to be sorted has a header row, place a checkmark next to My Data Has Headers.

■ Click OK.


CONTROLLING WORKSHEET VIEWS Task Procedure

Freeze columns and rows

■ Select the cell below and to the right of the area to be frozen.

■ Choose View→Window→Freeze Panes menu ▼→Freeze Panes from the Ribbon.

Freeze columns ■ Select the first cell in the column to the right of the column(s) to be frozen.


Freeze rows ■ Select the first cell in the row below the row(s) to be frozen.


Unfreeze all ■ Choose View→Window→Freeze Panes menu ▼→Unfreeze Panes from the Ribbon.

Split window between columns or rows

■ Select the first cell in the column or row in which the split is to occur.

■ Choose View→Window→Split from the Ribbon.

Adjust split ■ Drag the split bar that divides the window panes.

Remove split ■ Choose View→Window→Split from the Ribbon.

Enlarge or shrink worksheet view

■ Drag the Zoom slider at the bottom right of the worksheet window.


SETTING PRINT OPTIONS Task Procedure

Display Page Layout view

■ Choose View→Workbook Views→Page Layout from the Ribbon or click the Page Layout view button in the lower-right corner of the window.

Change to preset margins

■ Choose Page Layout→Page Setup→Margins menu ▼ and choose Normal, Narrow, or Wide from the Ribbon.

Change specific margins

■ Choose Page Layout→Page Setup→Margins menu ▼ and choose Custom Margins from the Ribbon.

■ Change the Top, Bottom, Left, or Right margin in the Page Setup dialog box.

Center the worksheet on printed page(s)

■ Click the dialog box launcher button in the bottom-right corner of the Page Setup command group of the Page Layout Ribbon.

■ Choose the Margins tab in the Page Layout dialog box.

■ Under Center on Page, place a checkmark next to Horizontally to center between the left and right margins.

■ Under Center on Page, place a checkmark next to Vertically to center between the top and bottom margins.

Change the orientation

■ Choose Page Layout→Page Setup→Orientation menu ▼ and choose Portrait or Landscape from the Ribbon.

Change paper size ■ Choose Page Layout→Page Setup→Size menu ▼ and choose a paper size from the Ribbon.

Scale the worksheet to fit on fewer pages

■ Choose Page Layout→Scale to Fit, select 100% in the Scale box, type the desired percentage, and tap [Enter].

Scale the worksheet width or height

■ Choose Page Layout→Scale to Fit→Width menu ▼ or Height menu ▼ and set the desired number of pages.

Set a print range ■ Select the desired cells.

■ Choose Page Layout→Page Setup→Print Area menu ▼→Set Print Area from the Ribbon.

Remove the print range

■ Choose Page Layout→Page Setup→Print Area menu ▼→Clear Print Area from the Ribbon. The entire worksheet area containing data is restored as the print area.


CREATING HEADERS AND FOOTERSTask Procedure

Display Page Layout view

■ Choose View→Workbook Views→Page Layout from the Ribbon or click the Page Layout view button from the status bar at the lower-right corner of the window.

Select a predesigned page header or footer

■ Display Page Layout view from the status bar.

■ Select Click to Add Header above the worksheet or Click to Add Footer below the worksheet.

■ Choose Design→Header & Footer→Header menu ▼ or Footer menu ▼, and then choose a predesigned item in the Ribbon.

Create a custom page header or footer

■ Display Page Layout view from the status bar.

■ Select the left, center, or right header section above the worksheet or footer section below the worksheet.

■ Type text and set options from the Header & Footer Elements command group on the Ribbon.

Set header and footer margins

■ Click the dialog box launcher button in the bottom-right corner of the Page Setup command group of the Page Layout Ribbon.

■ Choose the Margins tab in the Page Setup dialog box.

■ Change the Header or Footer margin.

Remove a header or footer

■ Select any section of the header or footer, choose Design→Header & Footer→Header menu ▼ or Footer menu ▼, and choose (None) from the Ribbon.

SETTING TITLES, GRIDLINES, AND HEADINGS Task Procedure

Print title rows on every page

■ Choose Page Layout→Page Setup→Print Titles from the Ribbon.

■ Click in the Rows to Repeat at Top box.

■ Drag to select the desired rows in the worksheet.

■ Click Print Preview or OK.

Print title columns on every page

■ Choose Page Layout→Page Setup→Print Titles from the Ribbon.

■ Click in the Columns to Repeat at Left box.

■ Drag to select the desired columns in the worksheet.

■ Click Print Preview or OK.

Print gridlines ■ Choose Page Layout→Sheet Options→Gridlines→Print from the Ribbon.

Print Excel column and row headings

■ Choose Page Layout→Sheet Options→Headings→Print from the Ribbon.


SETTING PAGE BREAKSTask Procedure

Adjust an automatic page break

■ Choose the Page Break Preview button from the status bar at the bottom right of the window.

■ Drag a vertical dashed automatic page break line to the left or a horizontal page break line up.

■ Observe the page break change to a solid line to indicate a manual page break.

Add a manual page break


■ Select a cell below or to the right of the desired page break location.

■ Choose Page Layout→Page Setup→Breaks →Insert Page Break from the Ribbon, or right-click the cell and choose Insert Page Break from the context menu.

Remove a manual page break


■ Select the cell to the right of the desired vertical page break line or below a horizontal page break line.

■ Choose Page Layout→Page Setup→Breaks →Remove Page Break from the Ribbon, or right-click the cell and choose Remove Page Break from the context menu.

INSERTING IMAGESTask Procedure

Insert a picture

■ Select a cell in the worksheet.

■ Choose Insert→Illustrations→Picture from the Ribbon.

■ In the Insert Picture dialog box, drop down the Look In list and navigate to the folder that contains the picture file.

■ Select the picture file and choose Insert.

Insert clip art ■ Select a cell in the worksheet.

■ Choose Insert→Illustrations→Clip Art from the Ribbon to display the Clip Art task pane.

■ Type a keyword in the Search For box.

■ Choose the Search In menu ▼ and place a checkmark next to Everywhere or the desired collection(s). Click on the task pane to collapse the menu.

■ Choose the Results Should Be menu ▼ and place a checkmark next to the desired media types. Click on the task pane to collapse the menu.

■ Click Go.

■ Scroll through the clips that appear and click or drag to move a clip to the worksheet.


EDITING IMAGES Task Procedure

Scale an image ■ Select the image and do one of the following:

◆ Choose Format→Size→Shape Height or Shape Width from the Ribbon and edit the size or use the spinner arrows.or

◆ Launch the Size and Properties dialog box from the Format Ribbon, choose Height or Width under Scaling, and change the percentage.

Rotate an image ■ Select the image and drag its rotation handle.

Crop an image ■ Select the image and choose Format→Size→Crop from the Ribbon and drag a cropping handle on the image.

Adjust image brightness

■ Select the image, choose Format→Adjust→Brightness menu ▼ from the Ribbon, and select a brightness level.

Adjust image contrast

■ Select the image, choose Format→Adjust→Contrast menu ▼ from the Ribbon, and select a contrast level.

Recolor an image ■ Select the image, choose Format→Adjust→Recolor menu ▼ from the Ribbon, and select a color option.

Apply a picture style to an image

■ Select the image, choose Format→Picture Styles, and choose a style from the Ribbon.

Apply a picture effect to an image

■ Choose Format→Picture Styles→Picture Effects menu ▼ from the Ribbon and choose a preset or other effect while the image is selected.

Reset an image to its original properties

■ Choose Format→Adjust→Reset Picture from the Ribbon while the image is selected.


INSERTING AND EDITING SHAPESTask Procedure

Insert a shape ■ Choose Insert→Illustrations→Shapes menu ▼, and choose a shape tool from the Ribbon.

■ Click on the worksheet to create the shape or drag to control the shape’s size.

■ Hold down [Shift] while dragging to constrain the shape to a perfect square, circle, or 90- or 45-degree line.

Insert a text box ■ Choose Insert→Text→Text Box from the Ribbon.

■ Click in the worksheet and type the text.

Apply an outline or fill to a shape

■ Select the image, choose Format→Shape Styles, and choose a predesigned style from the Ribbon or choose Shape Fill or Shape Outline for custom settings.

Apply a shape effect ■ Choose Format→Shape Styles→Shape Effects menu ▼ from the Ribbon and choose a Preset or other effect while the shape is selected.

WORKING WITH SMARTARTTask Procedure

Insert a SmartArt chart

■ Choose Insert→Illustrations→SmartArt from the Ribbon.

■ In the Choose a SmartArt Graphic dialog box, choose a chart category, choose a specific chart type, and click OK.

Edit a SmartArt chart

■ Select a graphic in the chart and type text.

■ To type text for all chart graphics at one time, click the expand button on the left of the chart frame to display the text pane, select all text, tap [Delete], and then type the new text.

■ Use [Tab] to demote text to the next lower level and [Shift]+[Tab] to promote text to the next higher level.


CREATING AND USING TEMPLATESTask Procedure

Create a workbook based on an existing workbook

■ Choose Office →New .

■ Choose New from Existing, navigate to the template’s location, select the template, and click Create New.

Create a workbook based on an Excel installed template


■ Choose Installed Templates, select a template, and click Create.

Create a workbook based on an Office Online template


■ Choose a category under Microsoft Office Online, select a template, and click Download.

■ Respond to any message requiring verification of Office.

Reuse a downloaded Office Online template


■ Choose My Templates and select a template.

View the path to the Templates folder

■ Choose Office →Save As .

■ Change the Save as Type option to Excel Template.

■ Now you can drop down the Look In list in the Save As dialog box. This displays the path to the Templates folder.

■ Cancel the Save As command.


USING CUSTOM TEMPLATESTask Procedure

Create a custom template

■ Create the workbook as usual.

■ Choose Office →Save or Save As to display the Save As dialog box.

■ Type the filename, choose Excel Template in the Save as Type list, and click Save to store the template in the Templates folder. If you do not have user privileges to save in that folder, use a file storage location of your choice.

Create a new workbook based on a custom template saved in the Templates folder



Create a new workbook based on a custom template saved outside the Templates folder


■ In the New Workbook dialog box, select New from Existing, navigate to the template’s location, select the template, and click Create New.

Modify a custom template



■ Make the desired changes in the template.

■ Choose Office →Save or Save As.

■ Choose Excel Template in the Save as Type list, select the original filename, click Save, and click Yes to confirm.


PROTECTING WORKBOOKS, WORKSHEET ELEMENTS, AND CELLS Task Procedure

Set workbook level protection

■ Choose Review→Changes→Protect Workbook from the Ribbon.

■ In the Protect Structure and Windows dialog box, place a checkmark in the Structure box and/or Windows box.

■ (Optional) Enter a password if you wish to password-protect the protection settings. Then type the password again when prompted.

Unprotect a workbook

■ Choose Review→Changes→Unprotect Workbook from the Ribbon.

■ Enter the workbook protection password if prompted.

Protect a worksheet ■ Choose Home→Cells→Format→Protect Sheet from the Ribbon.

■ Place a checkmark by any items that users should have permission to change.

■ (Optional) Type a password in the Password box. Retype the password when prompted.

Unprotect a worksheet

■ Choose Home→Cells→Format→Unprotect Sheet from the Ribbon.

■ Enter the workbook protection password if prompted.

Unlock ranges of cells in a worksheet and protect all other cells

■ Select the desired cell range(s) in the worksheet to be unprotected/unlocked.

■ Choose Home→Cells→Format→Lock Cell from the Ribbon to toggle the lock setting to off.

■ Choose Home→Cells→Format→Protect Sheet from the Ribbon.

Unlock one or more graphics in a worksheet and protect all other graphics

■ Select the graphic(s) in the worksheet to be unlocked.

■ Choose Format→Size dialog box launcher from the Ribbon.

■ Display the Properties tab.

■ Remove the checkmark from the Locked box and Lock Text box, if applicable.

■ Choose Home→Cells→Format→Protect Sheet from the Ribbon.


CREATING A DIGITAL CERTIFICATE AND DIGITAL SIGNATURESTask Procedure

Create a self-signature certificate on the local computer and create an invisible digital signature

■ Choose Office →Prepare→Add a Digital Signature.

■ If the Microsoft Office Excel dialog box displays, click OK.

■ If the Get a Digital ID dialog box displays, choose Create Your Own Digital ID and click OK.

■ Type your information in the Create a Digital ID dialog box and click OK.

■ Fill in the Purpose for Signing This Document box, if desired, and click Sign.

Remove a digital certificate

■ Launch Internet Explorer. (Depending on your browser version, you may need to modify the next steps.)

■ Choose Tools→Internet Options, and display the Content tab.

■ Under Certificates, click the Certificates button.

■ Display the Personal tab, choose the certificate, click Remove, click Yes, and then click Close.

Apply an invisible digital signature (digital certificate installed)

■ Choose Office →Prepare→Add a Digital Signature.

■ Fill in the Purpose for Signing This Document box, if desired, and click Sign.

Remove a digital signature

■ Choose Office →Prepare→View Digital Signatures if the Signatures task pane is not already displayed.

■ Drop down the menu on the signature name and choose Remove Signature.

Add a visible signature line to a worksheet

■ Choose Insert→Text→Signature Line menu ▼→Microsoft Office Signature Line from the Ribbon.

■ In the Signature Setup dialog box, type the text to appear under the signature line, and select any desired options.

Sign a signature line ■ Double-click the signature line in the worksheet.

■ In the Sign dialog box, do one of the following:

◆ Type your name next to the X.

◆ Click Select Image, navigate to the folder containing the image file, select the file, and click Select.

◆ Write a handwritten signature next to the X using a tablet PC.


COPYING AND MOVING WORKSHEETSTask Procedure

Copy or move a worksheet using the Ribbon

■ Select the desired sheet tab to be copied or moved.

■ Choose Home→Cells→Format →Move or Copy Sheet from the Ribbon.

or

■ Right-click the sheet tab and choose Move or Copy from the pop-up (or context) menu.

■ Choose the destination workbook or (New Book) for a new blank workbook from the To Book list.

■ Select the worksheet position from the Before Sheet list.

■ To copy, place a checkmark in the Create a Copy box. To move, leave the box empty.

Copy or move a worksheet in the same workbook using the mouse

■ To move, drag the sheet tab to the desired location within the tabs.

■ To copy, hold down [Ctrl] and drag the sheet tab.


USING NAMED CELLS AND RANGES Task Procedure

Name cells ■ Select the range of cells, type a name in the Name box on the Formula Bar, and tap [Enter].

Create names from existing row or column titles

■ Select the labels and the cells to which they will refer.

■ Choose Formulas→Defined Names→Create from Selection from the Ribbon.

■ Place a checkmark to indicate the location of the labels.

Change a defined name

■ Choose Formulas→Defined Names→Name Manager from the Ribbon.

■ In the Name Manager dialog box, choose an existing name and click Edit.

■ Edit the name.

Change the range to which a name refers


■ In the Name Manager dialog box, choose an existing name.

■ Click the Collapse button next to Refers To, select the new range in the worksheet, and click the Expand button.

■ Close the Name Manager dialog box, and click Yes to confirm the change.

Delete a defined name


■ Choose an existing name, click Delete, and click OK to confirm the change.

Navigate to a defined range

■ Choose the name from the Name list in the Formula Bar.

Use a defined name in a linking formula

■ Select the cell to contain the summary formula.

■ Choose Formulas→Defined Names→Use in Formula from the Ribbon, choose the defined name, and tap [Enter] to complete the formula.

Use one or more defined names in a calculation formula

■ Select the cell to contain the formula.

■ Type the function beginning, such as =SUM(.

■ Choose Formulas→Defined Names→Use in Formula from the Ribbon, choose the defined name, continue typing the formula and choosing defined names as needed, and tap [Enter] to complete the formula.



CREATING, EDITING, AND REMOVING HYPERLINKS Task Procedure

Insert a hyperlink to a cell reference in the same workbook

■ Select the cell or graphic to contain the hyperlink.

■ Choose Insert→Links→Hyperlink from the Ribbon or use [Ctrl]+[K] from the keyboard.

■ Choose the Place in This Document option.

■ Type a brief description in the Text to Display box.

■ Type the desired target cell in the Type the Cell Reference box.

■ Choose the desired worksheet from the Cell Reference list.

Insert a hyperlink to a named cell or range in the same workbook



■ Choose the Place in This Document option.


■ Choose the desired name from the Defined Names list.

Insert a hyperlink to a cell reference in a different workbook



■ Choose the Existing File or Web Page option.


■ Navigate to the desired file storage location and choose the desired file.

■ Click Bookmark to display the Select Place in Document dialog box.

■ Type the desired target cell in the Type in the Cell Reference box.

■ Choose the desired worksheet from the Cell Reference list and click OK.

Insert a hyperlink to a non-Excel file





■ Navigate to the desired file storage location and choose the desired file.

Insert a hyperlink to a web page





■ Click the Browse the Web button.

■ Navigate to the desired web page for the link.

■ Activate the Excel window, and the URL appears automatically in the Address text box of the Insert Hyperlink dialog box.

Edit an existing hyperlink

■ Right-click the hyperlink you wish to edit and choose Edit Hyperlink from the context menu.

■ Make the desired changes in the Edit Hyperlink dialog box and click OK.

Delete a hyperlink

■ Select the cell or graphic containing the hyperlink.

■ Right-click, and then choose Remove Hyperlink from the context menu.

fastcourse excel 2007: level 2 quick reference tables · fastcourse excel 2007: level 2 quick...

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