the esl computer book

TThhee EESSLL CCoommppuutteerr BBooookk

Microsoft Excel 2002

Acknowledgments Developed by Kathy Burnett, Jim Cooke & Gerry Mills Halifax Immigrant Learning Centre For more information or comments contact: Halifax Immigrant Learning Centre Suite 201 7105 Chebucto Road Halifax, Nova Scotia Canada B3L 4W8 Phone: (902) 443-2937 Fax: (902) 423-3154 Website: www.hilc.ns.ca

Thank you to TESL Nova Scotia for their financial contribution.

Available at www.hilc.ns.ca/aboutus.htm

Reproducible for educational use only.

September 2004 © Halifax Immigrant Learning Centre

2 The ESL Computer Book – Microsoft Excel 2002

http://www.hilc.ns.ca

http://www.hilc.ns.ca/aboutus.htm

Table of Contents

AAcckknnoowwlleeddggmmeennttss .................................................................................................................................................................................................................................................. 22 IInnttrroodduuccttiioonn ...................................................................................................................................................................................................................................................................... 55 EExxcceell BBaassiiccss.................................................................................................................................................................................................................................................................... 66 GGeettttiinngg SSttaarrtteedd ............................................................................................................................................................................................................................................................ 77 SSeelleecctt aanndd DDeesseelleecctt ............................................................................................................................................................................................................................................ 88 WWoorrkkbbooookkss aanndd WWoorrkksshheeeettss .................................................................................................................................................................................................................. 99 CCeellllss ........................................................................................................................................................................................................................................................................................ 1100 MMeennuu BBaarr aanndd TToooollbbaarrss ............................................................................................................................................................................................................................ 1111 DDrraawwiinngg TToooollbbaarr.................................................................................................................................................................................................................................................... 1122 AAdddd DDaattaa .......................................................................................................................................................................................................................................................................... 1133 EEddiitt aa CCeellll........................................................................................................................................................................................................................................................................ 1133 NNeeww WWoorrkkbbooookk........................................................................................................................................................................................................................................................ 1144 SSaavvee ........................................................................................................................................................................................................................................................................................ 1144 EExxiitt ............................................................................................................................................................................................................................................................................................ 1144 DDeelleettee,, CCooppyy aanndd PPaassttee ............................................................................................................................................................................................................................ 1166 SSeelleecctt RRoowwss aanndd CCoolluummnnss .................................................................................................................................................................................................................... 1188 AAdddd aanndd DDeelleettee RRoowwss aanndd CCoolluummnnss ...................................................................................................................................................................................... 2200 AAuuttooffiillll .................................................................................................................................................................................................................................................................................. 2222 AAdddd aanndd MMoovvee aa WWoorrkksshheeeett................................................................................................................................................................................................................ 2244 DDeelleettee aa WWoorrkksshheeeett ........................................................................................................................................................................................................................................ 2266 CChhaannggee tthhee NNaammee ooff aa WWoorrkksshheeeett............................................................................................................................................................................................ 2266 SSiizzee ooff RRoowwss aanndd CCoolluummnnss .................................................................................................................................................................................................................. 2288 FFoonntt .......................................................................................................................................................................................................................................................................................... 3300 FFoonntt SSiizzee .......................................................................................................................................................................................................................................................................... 3322 FFoonntt CCoolloorr ...................................................................................................................................................................................................................................................................... 3344 FFoonntt SSttyyllee ........................................................................................................................................................................................................................................................................ 3366 CCeellll AAlliiggnnmmeenntt .......................................................................................................................................................................................................................................................... 3388 UUnnddoo aanndd RReeddoo ...................................................................................................................................................................................................................................................... 4400 DDaattee aanndd NNuummbbeerr SSttyyllee.............................................................................................................................................................................................................................. 4422 BBoorrddeerrss .............................................................................................................................................................................................................................................................................. 4444 CCeellll CCoolloorr ........................................................................................................................................................................................................................................................................ 4466 HHiiddee aanndd UUnnhhiiddee RRoowwss aanndd CCoolluummnnss .................................................................................................................................................................................. 4488 MMeerrggee CCeellllss .................................................................................................................................................................................................................................................................. 5500 PPrriinntt PPrreevviieeww.............................................................................................................................................................................................................................................................. 5522


MMaarrggiinnss iinn PPrriinntt PPrreevviieeww .......................................................................................................................................................................................................................... 5544 FFoorrmmaatt PPaaiinntteerr ........................................................................................................................................................................................................................................................ 5566 AAuuttooffoorrmmaatt .................................................................................................................................................................................................................................................................... 5588 FFoorrmmuullaass .......................................................................................................................................................................................................................................................................... 6611 NNeesteedd FFoorrmmuullaass.................................................................................................................................................................................................................................................. 6655 AAuuttoossuumm............................................................................................................................................................................................................................................................................ 6688 AAvveerraaggee FFuunnccttiioonn................................................................................................................................................................................................................................................ 7700 TTooddaayy FFuunnccttiioonn ...................................................................................................................................................................................................................................................... 7722 CCooppyy aa FFoorrmmuullaa uussiinngg aann AAbbssoolluuttee RReeffeerreennccee ...................................................................................................................................................... 7744 IInnsseerrtt CCoommmmeennttss.................................................................................................................................................................................................................................................. 7788 IIFF FFuunnccttiioonn .................................................................................................................................................................................................................................................................... 8800 CChhaarrttss .................................................................................................................................................................................................................................................................................. 8866 RReessiizzee aa CChhaarrtt ........................................................................................................................................................................................................................................................ 8888 MMoovvee CChhaarrttss................................................................................................................................................................................................................................................................ 8899 CChhaannggee CChhaarrtt LLooccaattiioonn .............................................................................................................................................................................................................................. 9900 CChhaarrtt TTyyppee .................................................................................................................................................................................................................................................................... 9922 CCooppyy aa CChhaarrtt ttoo MMiiccrroossoofftt WWoorrdd.................................................................................................................................................................................................... 9933

TTaabb CCoolloorr ........................................................................................................................................................................................................................................................................ 9944 HHeeaaddeerr aanndd FFooootteerr ............................................................................................................................................................................................................................................ 9966 SSppeellll CChheecckk .................................................................................................................................................................................................................................................................. 9988 PPaaggee OOrriieennttaattiioonn .............................................................................................................................................................................................................................................. 110000

PPaaggee SSccaalliinngg .......................................................................................................................................................................................................................................................... 110022

PPaappeerr SSiizzee ................................................................................................................................................................................................................................................................ 110044 MMaarrggiinnss .......................................................................................................................................................................................................................................................................... 110066 GGrriiddlliinneess ........................................................................................................................................................................................................................................................................ 110088 PPaaggee BBrreeaakk .............................................................................................................................................................................................................................................................. 111100 PPrriinntt...................................................................................................................................................................................................................................................................................... 111122 CChheecckk uupp!! .................................................................................................................................................................................................................................................................... 111133


Introduction Welcome to The ESL Computer Book - Microsoft Excel 2002. This workbook is one in a series of computer skills workbooks designed for ESL learners. The series now includes: The ESL Computer Book – Microsoft Word 2000

The ESL Computer Book - Microsoft Word ‘97 The ESL Computer Book - Corel Word Perfect 8 The ESL Computer Book - The Internet The ESL Computer Book – Microsoft Excel 2002 This workbook is a basic introduction to Microsoft Excel 2002 and was developed for English as a Second Language learners both in a classroom setting with an instructor and as a self-teaching guide. It is important to note that learners need to understand math equations and calculations to use this workbook. Typing and familiarity with the keyboard enhances successful computer skills learning. Although this workbook introduces the keyboard, no typing instruction is included. There are several good typing programs available for purchase and it is recommended that learners have a basic understanding of keyboarding before they begin to study Microsoft Excel 2002. Each computer skill is followed by practice activities. The activities are designed to practice both the recently learned skill and control of the keys and mouse. Following a group of learned skills, there is a review. Learners can use these activities to practice their skills. Learners can use these activities to practice their skills. The learned computer skills build on each other so it is suggested that learners follow the workbook in order. Learners should review pages as many times and as often as they wish. Repetition is crucial in remembering how to do something. Instructors should develop other practice activities that reflect learners' needs and life experiences. If possible, it is suggested that instructors copy some of the activities on a disk for learners to complete. This provides the opportunity to practice locating, opening and revising a file. Learners have different learning styles. Some may want to 'jump in' while others may need to read carefully and understand the instructions before proceeding. This workbook has been designed to address both styles by offering, where possible, different ways to accomplish a task. Computers are complex machines and there are often many ways to accomplish the same task. This workbook includes only one or two ways and as learners become more familiar with the computer, they will add to the skills and knowledge taught in this workbook. It's very difficult in any workbook to adequately describe some vocabulary items eg. 'click', 'drag', 'select', 'deselect', ‘scroll down’. Learners may need some initial assistance with vocabulary items.

Available in PDF at http://www.hilc.ns.ca/aboutus.htm


Excel Basics Why do I use Excel? 1. Excel lets you keep information (or data) in columns and rows, which you can

organize. Excel works well with numbers but often includes words. 2. Excel lets you organize data, do mathematical and other calculations, add style to

the data and put the data in charts. 3. Excel lets you create budgets, balance checkbooks, record enrolment, record stock

or inventory, collect research data, keep financial and accounting records. 4. Excel lets you calculate data to do "what if" calculations. For example, What if the

interest rate went up one percent? Just enter the new interest rate and Excel will calculate the new totals.


Getting Started How do I open Microsoft Excel 2002?

1. On the desktop, double-click:

1. Click Start.

:

Scroll U This is a computer screen in Excel 2 You don’t see the full workbook on y

There are two scroll bars.

The scroll bars are on the right side

The scroll bar helps you to scroll up

To scroll down, click .

To scroll up, click .

To scroll right, click .

To scroll left, click .

Scroll down or to the right to see mo

7

or

scroll bar

2. Click Programs.

3. Click Microsoft Excel.

p and Scroll Down

002:

scroll bar

our screen.

and on the bottom of the screen.

or down, right or left.

re.

The ESL Computer Book – Microsoft Excel 2002

Select and Deselect In Excel, you can move, change the size, the color of words and numbers. Select words before you change them. How do I select words or numbers?

1. Put the cursor at the beginning of the words or numbers you want to select.

2. Put your first finger on the left mouse button.

3. Hold down the left mouse button.

4. Move the mouse across the words or numbers.

5. Lift up your finger.

6. You see this:

How do I deselect words or numbers? After you make changes to a word, click on the white part of the screen. When you deselect words, they look like this:

Helpful Hint!

• You use Deselect almost every time you type something or make

changes in Excel. • When you first use Excel, you might find that Excel does not let you

type anything. If this happens, Deselect by clicking on the white part of the screen.


Workbooks and Worksheets

What is a workbook? A workbook is the same as a spreadsheet. It keeps data in columns and rows. A workbook has many pages. These pages are called worksheets. What is a worksheet? A workbook has many worksheets. When you open a new workbook, you see three worksheets at the bottom of the screen. These worksheets are called Sheet1, Sheet2, and Sheet3. Click on Sheet2 to see it.

Click on Sheet3 to see it.

Rows and Columns A worksheet has rows and columns. This is a column.

This is a row.


Cells A workbook has many cells. You type numbers and letters (data) in cells. This is a cell.

Cell Names The letters across the top of the worksheet A, B, C etc. are called column headings. The numbers down the left side of the worksheet are called row headings. Each cell has a name. The cell name is the column letter and the row number. When you click in a cell, you can see the cell name in the cell name box. Below you can see the cell is C2. Cell Name Box


Menu Bar and Toolbars When you open Excel, you see the Menu Bar, the Standard toolbar, the Formatting toolbar and the Drawing toolbar. Menu Bar

Standard Toolbar

Formatting Toolbar

Drawing Toolbar

How do I know what the pictures (buttons) on the toolbars mean?

1. The mouse helps you see what each toolbar button does.

2. Move the mouse over the toolbar button.

3. Wait.

4. You see what the button does.


Drawing Toolbar

How do I find the drawing toolbar?

1. Click View on the menu toolbar.

2. Click Toolbars.

3. Click Drawing.

4. You see the drawing toolbar at the

bottom of the screen.


Add Data How do I put data in a cell?

1. Click a cell. 2. Type a word or a number. 3. Press Enter. 4. The cursor moves to the cell below.

5. Type another word.

6. Press the arrow keys on the keyboard to move to the cell beside.

7. Type another word.

Edit a Cell How do I change something I typed in a cell?

1. Click the cell with the data you want to change.

2. Type different data in the same cell. 3. Press Enter.

How do I change just one or two letters or numbers in the cell?

1. Double click the cell with the letter(s) or number(s) you want to change.

2. Click before or after the letter(s) or number(s) you want to change.

3. Backspace or delete what you want to change.

4. Type the new letter(s) or number(s). 5. Press Enter.

How • Click quickly tw

13

Helpful Hint!

do I double click?

ice on the left button of the mouse.


New Workbook

How do I open a new workbook?

1. Click New .

Save How do I save a workbook for the first time?

1. Click Save . 2. Look in the Save in box.

3. You see My Documents. This saves your workbook in My Documents in the

computer.

4. At the bottom of the box you see File name.

5. Click in the File name box.

6. Select all the words in the File name box.

7. Press Delete on the keyboard.

8. Type a file name for your workbook.

9. Click Save.

How do I save a document that already has a name?

1. Click Save .

Exit I am finished working with Excel. How do I turn off the program?

1. Click in the top right corner.

2. You might see this box:

3. Click No if you don’t want to save the workbook.

4. Click Yes if you want to save the document. See above for more information

about how to save a workbook.


Practice Activity

Add, Edit and Save

Activity #1

1. Type your first name in cell A1.

2. Type your last name in cell A2.

3. Type a friend’s first name in cell B1.

4. Type the friend’s last name in cell B2.

5. Save as Edit1.

6. Close.

Activity #2

1. Open a new worksheet.

2. Type Monday in cell A1.

3. Type Wednesday in cell B2.

4. Change the word in cell A1 to Tuesday.

5. Type Thursday in cell B3.

6. Save as Edit2.

7. Close.


Delete, Copy and Paste

How do I delete?

1. Click the cell with information you want to delete.

2. Press Delete on the keyboard.

How do I copy?

1. Type data in a cell.

2. Click somewhere else.

3. Click the cell with the information you want to copy.

4. Click .

5. Click where you want to put it.

6. Click .

OR

1. Right click the cell. 2. Click Copy. 3. Click where you want to put it.

4. Right click.

5. Click Paste.

Ho

• Put the mouse o

• Click the right m

• You see a box.

• Click on the word

16

Helpful Hint!

w do I right click?

n the cell you want to change.

ouse button.

that you want to do.


Practice Activity

Delete, Copy and Paste

Activity #1

1. Open a new workbook.

2. Type your first name in cell A1.

3. Type your last name in cell A2.

4. Type a friend’s name in cell A3

5. Delete your first name.

6. Delete your last name.

7. Save as Delete.

8. Close.

Activity #2


2. Type a city in cell A1.

3. Type a country in cell A2.

4. Copy the city and paste it in cell B1.

5. Copy the country and paste it in cell B2.

6. Save as Copy and Paste.

7. Close.


Select Rows and Columns How do I select a row?

1. Put your mouse on the Row Heading.

This is a Row Heading.

2. You see a small arrow.

3. Click the Row Heading.

How do I select two or more rows?

1. Put your mouse on the Row Heading.


3. Drag the mouse up or down to select the rows you want.

How do I select a column?

1. Put your mouse on the Column Heading.

2. This is a Column Heading.

You see a small arrow.

3. Click the Column Heading.

How do I select two or more columns?

1. Put your mouse on the Column Heading.


3. Drag the mouse across to select the columns you want.

Wha

• Drag means you press the mous mouse down or across to include

• Lift your finger.

18

Helpful Hint!

t does drag mean?

e button down, do not lift your finger and move the as much data as you want.


1. Copy this using what you

2. Save as Test 1.

3. Close.

What do I do if

• This means thechange the size

19

Let’s Practice!

have learned:

Helpful Hint!

the data in the cell changes to ###?

column is too narrow. See page 28 on how to of a column.


Add and Delete Rows and Columns

How do I add a row?

1. Choose where you want to add a row.

2. Click on the Row Heading.

3. Click Insert on the toolbar.

4. Click Rows.

How do I add a column?

1. Choose where you want to add a column.

2. Click on the Column Heading.

3. Click Insert. 4. Click Columns.

How do I delete a row?

1. Choose where you want to delete a row.


3. Drag the mouse up or down if you want to delete more than one row.

4. Click Edit. 5. Click Delete.

How do I delete a column?

1. Choose where you want to delete a column.


3. Drag the mouse across if you want to delete more than one column.

4. Click Edit. 5. Click Delete.


Practice Activity

Add and Delete Rows and Columns

Activity #1


2. Type the letters the same as this:

3. Select row 6.

4. Add a new row.

5. Type the letter f in cell A6.

6. Select row 8.

7. Delete row 8.

8. Save as Rows.

9. Close.

Activity #2


2. Type the days the same as this:

3. Select column C.

4. Add a new column.

5. Type the word Wednesday in the new column.

6. Select column D.

7. Delete column D.

8. Save as Delete Columns.

9. Close.


Autofill

You can put data in cells with Autofill. Autofill helps you add days, numbers and dates quickly.

How do I use Autofill with days?


2. Click the bottom right corner of cell A1.

3. You see the Fill Handle . 4. Drag the Fill Handle across to cell G7.

5. Autofill adds the days automatically.

How do I use Autofill with dates?

1. Type 01-Jan-04 in cell B1.

2. Click the bottom right corner of cell B1.

3. You see the Fill Handle . 4. Drag the Fill Handle down to cell B7.

5. Autofill adds the dates automatically.

How do I use Autofill with numbers?

1. Type 1 in cell C1.

2. Click the bottom right corner of cell C1.

3. You see the Fill Handle . Drag the Fill Handle down to C7.

4. Autofill puts 1 in all the cells.

How do I use Autofill with sequential (1,2,3,4,5,6) numbers?

1. Type 1 in cell C1. Type 2 in cell C2.

2. Select C1:C2.

3. Click the bottom right corner of cell C2.

4. You see the Fill Handle . Drag the Fill Handle down to C7.

5. Autofill puts 1-7 in the cells.


Practice Activity

Autofill

Activity #1


2. Type today’s date (use 01-Jan-06 format) in cell A1.

3. Drag the fill handle down to cell A7.

4. Save as Autofill1.

5. Close.

Activity #2


2. Type January in cell A1.

3. Drag the fill handle across to cell L1.


5. Close.

Activity #3


2. Type the number 10 in cell A1.

3. Drag the fill handle down to cell A16.

4. Click on Autofill Options to change these numbers to series of numbers.


6. Close.


Add and Move a Worksheet

How do I add a worksheet?

1. Look at the bottom of the workbook.

2. You see this:

3. Click the worksheet tab where you would like to add another worksheet.

4. Click Insert.

5. Click Worksheet.

How do I move a worksheet?

1. Click the worksheet tab you want to move.

2. Drag the worksheet tab to the new place.

3. The worksheet moved to the new place.

OR…

Right click

• Right click on the worksheet tab you want to move.

• Click Move or Copy.

• Choose where you want to put the worksheet.

• Click OK.


Practice Activity

Add & Move Worksheet

Activity #1


2. Add a worksheet.

3. Put Sheet4 to the right of Sheet3.

4. Save as Add Worksheet1.

5. Close.

Activity #2


2. Insert 3 new worksheets.

3. Put the worksheets in order from left to right 1-6.

4. Save as Add Worksheet2.

5. Close.


Delete a Worksheet How do I delete a worksheet?

1. Right click on the worksheet tab or name you want to delete.

2. Click Delete.

Change the Name of a Worksheet How do I change the name of a worksheet?

1. Right click on the worksheet name you want to change.

2. Click Rename.

3. The worksheet name is highlighted.

4. Type the new name.

5. Press Enter.


Practice Activity

Delete and Change the Name of a Worksheet

Activity #1


2. Delete sheet2.

3. Delete sheet3.

4. Save as Delete Worksheet.

5. Close.

Activity #2


2. Insert 3 new worksheets.

3. Change the names of all the worksheets the same as this:

4. Save as Change Name.

5. Close.


Size of Rows and Columns How do I change row size?

1. Click on the bottom line of the row in the Row Heading.

2. You see this:

3. Drag the mouse down to make the row wider.

4. You see the height of the row.

5. Lift your finger.

How do I change column size?

1. Click on the right line of the column in the Column Heading.

2. You see this:

3. Drag the mouse across to make the column wider.

4. You see the width of the row.



Practice Activity

Change the Size of Rows and Columns

Activity #1


2. Type your first and last name in cell A1.

3. Change the column size so the words fit.

4. Type your street address in cell B1.


6. Type your city in cell C1.


8. Type your province in cell D1.


10. Save as Change Size1.

11. Close.

Activity #2


2. Change the size of row 1 to 30.75.

3. Change the size of rows 2, 3, 4 and 5 to 30.75.

4. Save as Change Size2.

5. Close.


Font

Font is the way the letters look.

This is Arial font.

This is Comic Sans MS font. This is Times New Romans font.

How do I change the font?

1. Click on the cell or select the cells you want to change.

2. Click in the Font box.

3. You see the names of many fonts.

4. Click or to see more font names.

5. Click a font.

6. Deselect.


Practice Activity

Font

Activity #1


2. Type 4 different countries in cells A1-A4.

3. Change the font of A1 to Book Antiqua.

4. Change the font of A2 to Century Gothic.

5. Change the font of A3 to Impact.

6. Change the font of A4 to Arial.

7. Save as Fonts1.

8. Close.

Activity #2


2. Type the names of 8 cities. Type each city in a different cell.

3. Change each city to a different font.

4. Save as Fonts2.

5. Close.


Font Size

This is size 12.

This is size 16. This is size 22.

This is size 36. How do I change the font size?


2. Click in the Font Size box.

3. You see many sizes.

4. Click or to see more sizes.

5. Click a size.

6. Deselect.


Practice Activity

Font Size

Activity #1


2. Type the names of 8 animals, each in a different cell.

3. Change the font for each animal to a different font.

4. Change the font size for each name to a different size.

5. Save as Font Size1.

6. Close.

Activity #2


2. Type the words for numbers one to fifteen, each in a different cell.

3. Change each number to a different font.

4. Change each number to a different font size.

5. Save as Font Size2.

6. Close.


Font Color

How do I change the font color?


2. Click beside .

3. You see many colors:

4. Click a color.

5. Deselect.

Ri

• Click on the cell or selec

• Right click.

• Click Format Cells.

• Click Patterns (or Font

• Click a color (or Font or

34

OR…

ght click

t the cells you want to change.

and Font size, click Font).

Font size).


Practice Activity

Font Color

Activity #1


2. Type the names of 8 colors, each in a different cell.

3. Change each word to a different font.

4. Change each word to a different size.

5. Change each word to a different color.

6. Save as Color1.

7. Close.

Activity #2


2. Type the names of 6 friends, each in a different cell.

3. Change each name to a different font.

4. Change each name to a different size.

5. Change each name to a different color.

6. Save as Color2.

7. Close.


Font Style

This is bold. This is Italics.

This is underline. How do I change the font to bold?


2. Click .

How do I cancel bold?

1. Click on the cell or select the cells you want to change. 2. Click .

How do I change the font to italics?


2. Click .

How do I cancel italics?

1. Click on the cell or select the cells you want to change. 2. Click .

How do I underline?


2. Click .

How do I cancel underline?


2. Click .


Practice Activity

Font Style

Activity #1


2. Type your name in cell A1.

3. Change the font of your name to Comic Sans MS.

4. Change the font of your name to size 36.

5. Underline your name.

6. Save as Font Style1.

7. Close.

Activity #2


2. Type the name of a country in cell A1.

3. Change the font of the country to Monotype Corsiva.

4. Change the color of the country to green.

5. Change the country to italics and bold.

6. Save as Font Style2.

7. Close.


Cell Alignment

How do I put data in the center of the cell?

1. Click the cell where you want to center the data.

2. Click Center .

How do I put data on the left in the cell?

1. Click the cell where you want to put data on the left.

2. Click Left Align .

How do I put data on the right in the cell?

1. Click the cell where you want to put data on the right.

2. Click Right Align .


Practice Activity Cell Alignment

Activity #1

1. Type the days of the week in cells A1-A7.

2. Centre the data in each cell.

3. Save as Alignment1.

4. Close.

Activity #2

1. Type the months of the year in cells A1-A12.

2. Right align the data in each cell.

3. Save as Alignment2.

4. Close.


Undo and Redo

I made a mistake. How do I change it back?

1. Click undo . I changed my mind. I like the mistake! How do I change it again?

1. Click redo .


Practice Activity Undo & Redo

Activity #1


2. Type your name in size 36 in cell A1.

3. Change the color of your name.

4. Undo.

5. Close.

6. Don’t save.

Activity #2


2. Type the name of a country in size 14 in cell A1.

3. Change the name of a country to size 28.

4. Undo.

5. Close.

6. Don’t save.

Activity #3


2. Type your address in size 20 in cell A1.

3. Change the color of your address.

4. Change your address to size 36.

5. Change your address to a different font.

6. Undo.

7. Undo.

8. Redo.

9. Undo.

10. Close.

11. Don’t save.


Date and Number Style

How do I change the date style?


2. Click Format. 3. Click Cells.

4. Click the Number tab.

5. Find the word Category.

6. In the box under Category, click Date.

7. Find the word Type.

8. Under Type, you see many different date styles.

9. Click the date style you like.

10. Click OK.

How do I change the number style to look like currency (money)?


2. Click Format. 3. Click Cells.

4. Click the Number tab.

5. Find the word Category. 6. In the box under Category, click Currency.

7. Click OK.

Ri

• Right click on the cell or

• Click Format Cells.

• In the box under Categ

• Click OK.

42

OR…

ght click

select the cells you want to change.

ory click Currency.


Practice Activity

Date and Number Style

Activity #1


2. Type today’s date in cell A1.

3. Change the date style to a long date style (eg. April 25, 2005).

4. Type yesterday’s date in cell A2.

5. Change the date style to month/day/year (eg. 24/04/04).

6. Save as Date Style.

7. Close.

Activity #2


2. Copy this:

3. Change the number style to look like money.

4. Save as Number Style1.

5. Close.

Activity #3


2. Create this using what you have learned:

3. Save as Number Style2.

4. Close.


Borders

How do I put borders around cells?

1. Click on the cell or select the cells you want to put a border around.

2. Click Format.

3. Click Cell.

4. Click the Border tab.

5. Look for the word Style on the right side of the box.

6. Click a line style.

7. Find the word Color.

8. Click the box under Color.

9. Click a color.

10. Click Outline if you want a border with four sides.

11. Click if you want the top line of a border.

12. Click if you want the bottom line of a border.

13. Click or if you want diagonal lines through the middle.

14. Click if you want the left line of a border.

15. Click if you want the right line of a border.

16. Click OK.


Practice Activity

Borders

Activity #1


2. Type your name in cell B2.

3. Put a border around your name.

4. Save as Border1.

5. Close.

Activity #2



3. Copy the borders you see here.

4. Save as Border2.

5. Close.


Cell Color

How do I put color in the cells?


2. Click Format.

3. Click Cell.

4. Click the Patterns tab.

5. Click a color.

6. Click OK.


Practice Activity

Cell Color

Activity #1


2. Type your name in cell B2.

3. Put a border around your name.

4. Change the cell color to blue.

5. Save as Cell Color1.

6. Close.

Activity #2



3. Change the cells with names to grey.

4. Change the cells with days to blue.

5. Save as Cell Color2.

6. Close.


Hide and Unhide Rows and Columns

How do I hide rows?

1. Choose a row you want to hide.


3. Right click.

4. Click Hide.

How do I unhide rows?

1. Select rows on both sides of the hidden row.

2. Right click.

3. Click Unhide.

How do I hide columns?

1. Choose a column you want to hide.


3. Right click.

4. Click Hide.

How do I unhide columns?

1. Select columns on both sides of the hidden column.

2. Right click.

3. Click Unhide.


Practice Activity

Hide and Unhide Rows and Columns

Activity #1


2. Hide columns B, D, and F.

3. Hide rows 2, 5, and 7.

4. Unhide rows 2, 5 and 7.

5. Save as Hide1.

6. Close.

Activity #2



3. Hide the Sales ID column.

4. Unhide the Sales ID column.

5. Save as Hide2.

6. Close.


Merge Cells How do I join two or more cells together? 1. Select the cells you want to join together.

2. Click Merge cells . .

How do I unmerge cells? 1. Right click on the merged cell(s).

2. Click Format cells.

3. Click on the Alignment tab.

4. Find the words Text control.

5. You see a check in the box beside Merge cells.

6. Click in the box so there is no check.

7. Click OK.


Practice Activity

Merge Cells

Activity #1


2. Type the date in cell A1.

3. Merge cells A1, B1, C1, and D1.

4. Centre the date.

5. Type your name in cell A2.

6. Merge cells A2, B2, and C2.

7. Centre your name.

8. Save as Merge1.

9. Close.

Activity #2



3. Save as Merge2.

4. Close.


Print Preview

How do I see what my worksheet will look like when I print it?

1. Click Print Preview . I am in Print Preview. How do I get out?

1. Click . I am in Print Preview. How do I open Page Setup?

1. Click . I am in Print Preview. How do I print my worksheet?

1. Click .

2. You see the print box.

3. Click OK.

I am in Print Preview. My worksheet is very small. How can I make it bigger so I can see it?

1. Click .


Practice Activity Print Preview

Activity #1

1. Open three different workbooks.

2. Click Print Preview.

3. Close.


Margins in Print Preview

How can I change the margins in Print Preview?

1. Click Print Preview .

2. Click at the top of the page.

3. See the margins around the page.

4. Click on one of the margins.

5. You see this:

6. Drag the margin to a new place.


Practice Activity

Margins in Print Preview

Activity #1


2. Change Margins in Print Preview to centre the data on the worksheet when

it is printed.

3. Save as Margins in Print Preview.

4. Close.


Format Painter

How do I copy a style already in the worksheet?

1. Click a cell that has style you want to copy.

2. Click .

3. Click on the cell or select the cells you want to add the new style to.


Practice Activity Format Painter

Activity #1


2. Type the name of your bank in cell A1.

3. Change the font in cell A1 to Monotype Corisva.

4. Change the font size to 16.

5. Change the font color to blue.

6. Type the name of your doctor in cell A2.

7. Use Format Painter to change cell A2 to the same style as cell A1.

8. Save as Format Painter1.

9. Close.

Activity #2



3. Make cell A1 bold, underlined, and blue.

4. Type Tuesday in cell A2.

5. Change the cell color in cell A2 to yellow.

6. Type Wednesday in cell B1.

7. Use Format Painter to change cell B1 to the same style as cell A1.

8. Type Thursday in cell B2.

9. Use Format Painter to change cell B2 to the same style as in cell A2.

10. Save as Format Painter2.

11. Close.


Autoformat

How do I easily change the format (color and style) of a worksheet?

1. Select the cells in your worksheet with words or numbers in them.

2. Click Format.

3. Click Autoformat.

4. You see many worksheets with color and style already in them.

5. Click a worksheet.

6. Click OK.

7. The cells in your worksheet change to the format you clicked.


Practice Activity

Autoformat

Activity #1



3. Use Autoformat to change the table.

4. Save as Autoformat1.

5. Close.

Activity #2



3. Use Autoformat to make the table the same as this:

4. Save as Autoformat2.

5. Close.


Let’s Practice!


2. Type your name and school in Column A of the first two rows.

3. Format them with a color.

4. In the next row, enter the date.

5. Select a different date style.

6. Type the following row headings:

Fruit Vegetables Things in this room

Make the text Bold, Left align and Underlined.

7. Type the following column headings:

Green Orange Yellow

Purple Red White

Make the text Bold, Centered, and fill the cells with the same color as the

word.

8. Under each column heading type 3 fruit, 3 vegetables and 3 things in this

room of the right color. Add rows if you need to.

9. Format the cells so the data is centered.

10. Change the font.

11. Add a border to your worksheet.

12. Save as Test 2.

13. Close.


Formulas

A Formula is a group of numbers and letters that make a calculation.

A B 1 5 3 2 7 4 3 8 6

Look at the data above. Then look at these formulas:

Symbol Formula Calculation

Multiply

* 5 x 3 = A1 * B1 15

Divide

/ 8 / 4 = A3 / B2 2

Add

+ 4 + 8 = B2 + A3 12

Subtract

- 8 - 6 = A3 – B3 2

Percentage

% 8 x 50% = A3*50% 4

Add many cells

if they are together in a

row or column.

: 5 + 7 + 8 = A1:A3 20


How do I type a formula in a cell?

You type Formulas in cells where you want the calculation to be.

All Formulas start with =

1. When you have numbers in a cell(s), type a Formula in the cell where you want

the calculation.

2. Press Enter.

3. Now you don’t see the Formula, you see the answer.

4. Click in the cell where you typed the Formula.

5. Look in the formula bar beside fx. You see the Formula .

OR

1. When you have numbers in a cell(s), click in the cell where you want the

calculation.

2. Type =

3. Click in the cell of the first number for the formula.

4. Type + or * or / or -

5. Click in the cell of the next number for the formula.

6. Press Enter.

7. Look in the formula bar beside fx. You see the Formula.


Practice Activity

Formulas

Activity #1

1. Open a new workbook and create this using what you have learned:

2. Type formulas in Column G to find the answers.

• Add Row 3 • Subtract Row 4 • Divide Row 5

• Multiply Row 6 • Find the percentage of Row 7 • Add Row 8

3. Save as Formula1.

4. Close.

Activity #2



3. Type a formula in Column D to find the

Item Total for each item.

4. Type a formula in cell D9 to find the

Subtotal.

5. Type a formula in cell D10 to find the Tax total.

6. Type a formula in cell D11 to find the Total.


8. Close.


Practice Activity Formulas continued…

Activity #3



3. Type a formula in each row of Column F to add the totals.

4. Type a formula in each column of Row 6 to add the totals.


6. Close.

Activity #4

1.

2.

3.

4.

5.

6.

Open a new workbook.

Create this using what you have learned:

Type a formula in Row 10 to add the expenses for each month.

Type a formula in Row 12 to subtract the income from the expenses to find

the saving for each month.

Save as Formula4.

Close.


Nested Formulas When do I use Nested Formulas? You use Nested formulas when you have more than one calculation and you need to group formulas. Example: To find the total cost of 4 apples and 2 bread, first multiply the number of items and the cost of each item. Then, add the two. The formula is in cell D6.

(4 x $0.25) + (2 x $1.25) = Total Cost = (B4*C4) + (B5*C5) 1. In this example, we want to see the total cost in cell D6.

2. Multiply how many apples by the cost of each: B4*C4

3. Multiply how many bread by the cost of each: B5*C5

4. Add the two items together in a nested formula: =(B4*C4)+(B5*C5)

5. The result of the formula is in cell D6.

6. We see the formula in the formula bar as =(B4*C4)+(B5*C5)


Practice Activity Nested Formulas

Activity #1



3. Type a nested formula in each row of Column H to calculate the weekly wage

for each person.

4. Save as Nested Formulas1.

5. Close.

Activity #2



3. Type a nested formula in each row of Column I to calculate the weekly wage

minus the tax for each person.


5. Close.


Practice Activity Nested Formulas continued…

Activity #3



3. Type a formula in each column of Row 11 to find the Total Sales for each

month.

4. Type a nested formula in each row of Column I to find the money earned by

each member of the Canada Wide Furniture Company Sales team.


6. Close.


Autosum

Autosum is a function. A Function is a calculation Excel gives you. Autosum adds numbers in different cells.

How do I use Autosum?

1. Select all of the cells you want to add together plus the last cell where you want

to put the answer.

2. Click Autosum .

3. Excel adds the numbers.

4. Click in the cell that has the total.

5. Look in the box beside fx. You see the Formula.


Practice Activity

Autosum

Activity #1



3. In cell B9 find the total of Column B.

4. In cell C9 find the total of Column C.

5. In cell D9 find the total of Column D.

6. In cell E3 find the total of Row 3.

7. Find the total of rows 4, 5, 6, 7 and 8.

8. In cell E9 find the total of column E.

9. Save as Autosum.

10. Close.


Average Function The Average Function allows you to calculate the average of several numbers. How do I use the Average Function?

1. Click in the cell where you want to see the average. (eg. F4)

2. Click on Insert Function .

3. Find the words Or select a category.

4. In the box beside Or select a category, click Statistical.

5. Find the words Select a function.

6. In the box under Select a function, click Average.

7. Click OK.

8. You see the Function Arguments window:

9. In the box beside Number 1, type the first cell, then a colon: then the last cell

where you want to calculate the average. In this example, it is B4:E4.

10. Click OK. The average function calculates the average snowfall.

11. Click OK.


Practice Activity Average Function

Activity #1


2. Type a different number in cells A1, A2, A3, A4, A5, and A6.

3. Find the average of these 6 numbers in cell A10.

4. Save as Average Function1.

5. Close.

Activity #2



3. For each week in August, find the average temperature.

4. Save as Average Function2.

5. Close.


Today Function I want to put the date in my worksheet. I want the date to change to the current date when I open the worksheet. How do I do this?

1. Click the cell where you want to put today’s date.

2. Click Insert Function .

3. Find the words Or select a category.

4. In the box beside Or select a category, click Date & Time.

5. Find the words Select a function.

6. In the box under Select a function, click Today.

7. Click OK.

8. You see the Function Arguments window.

9. Click OK.


Practice Activity Today Function

Activity #1

1. Open 5 workbooks that you saved.

2. Add Today Function at the bottom of each worksheet.

3. Save each workbook.

4. Close.


Copy a Formula using an Absolute Reference

What is an Absolute Reference? When a Formula uses Relative Reference and you copy it from one cell to another, Excel does not create an exact copy of the formula. It changes the formula to fit the row and column you move it to. For example, if the formula in C1 is =(A1+B1) and you copy the formula from C1 to C2, the formula is =(A2+B2). If you don’t want the formula to change, you use Absolute Reference. To do this you type a $ before the column and $ before the row. eg. =($A$2+$B$2). How do I copy a Formula using an Absolute Reference?

1. In the worksheet below the formula to find the percentage sales of cars sold in

the Halifax Car Company by Farhar in January is 5 x 100% /21. In cell G10 the

formula is =(G4*100%)/$H$4

2. You do not want the cell for total car sales in January (cell H4) to change when

you copy and paste the formula for the other car sellers in January.

3. Click cell G10.

4. Click to copy the formula.

5. Select the cells where you want to copy the formula (B10:F10).

6. Click . 7. Look at the formulas for percentage sales for January for each person.

8. The formulas, that Excel copied, changed for each person but did not change for

the total sales because you typed $$ around the cell column ($H$4).


Copy a Formula using an Absolute Reference continued… How do I change the formula for each row?

When you use Absolute Reference you type a formula that does not change but

sometimes you want to change the formula for each row or column.

•

•

•

In the Halifax Car Company worksheet you added the formulas for percentage car

sales for January.

You now want to add formulas for percentage car sales for each month February to

April:

1. Click cell B10.


3. Click cell B11.

4. Click .

5. The formula you pasted is =(B5*100%)/$H$4

6. Click in the formula bar and change $H$4 (January) to $H$5 (February).

7. Press Enter.

8. Click cell B11.


10. Select the cells (C11:G11) where you want to paste the formula.

11. Click .

12. Look at the formulas for percentage sales for February each person.

13. The formulas, that Excel copied, changed for each person but did not change for

the total sales because you typed $$ around the cell column ($H$5).

14. Repeat the above steps for March and April.


Practice Activity

Copy a Formula using an Absolute Reference

Activity #1


2. In each class the teacher asked the students what ice cream they liked.


3. Type the formulas to add the total number of students who were asked in

each class.

4. Type the formulas to find what percentage of the students in Class 1 liked

each ice cream.

5. Copy the formula using Absolute Reference to find what percentage of the

students in Class 2-4 liked each ice cream.

6. Save as Copy Formulas2.

7. Close.


Activity #2


2. Create this using what you have learned: 3. Type the formulas to add the total number of students enrolled in the First

University.

4. Type the formula to find what percentage of the total number of students are

enrolled in Business.

5. Copy the formula using Absolute Reference to find what percentage of the

total number students are enrolled in Canadian Studies, French, Computer

Science and Medicine.

6. Save as Copy Formulas3.

7. Close.


Insert Comments How do I add a comment to a cell?

1. Right click on the cell where you want to add the comment. 2. Click Insert Comment.

3. You see the name of the person who has the license for Excel on this computer.

4. If you want to change the name, delete it and type another.

5. Click in the comment box and type a comment.

How do I hide the comment?

1. Right click in the cell where you added the comment.

2. You will see a small red flag in the top right corner of the cell. This tells you there is a comment added to the cell.

How do I read the comment?

1. Click in the cell with the small red flag. How do I delete the comment?

1. Right click in the cell with the comment that you want to delete. 2. Click Delete comment.


Practice Activity Insert Comment

Activity #1

1. Open three different workbooks and add comments to some of the cells.


IF Function

The IF Function checks a cell to see if something is true or false. If it is true, Excel automatically puts data in the cell. If it is false, Excel automatically puts different data in

the cell. How do I use the IF Function?

Equal = IF(B6=0, “Out of Stock”, “In Stock”)

If B6=0 is true, apples are out of stock. If B6=0 is false, apples are in stock.

1. Click on cell C6.

2. Click .

3. In the box under Function name, Click IF.

4. Click OK.

5. You see this box:

6. Click in the box beside Logical_test.

7. Type B6=0

8. Click in the box beside Value_if_true.

9. Type Out of Stock.


IF Function continued…

0. Click in the box beside Value_if_false.

ula bar, you will see the function:

k”).

7:C8.

In the example above you used =(equal) sign with the If Function. You can use other signs with the If Function to compare and automatically enter data in cells.

1

11. Type In Stock.

12. Click OK.

13. In the form

=IF(B6=0, “Out of Stock”, “In Stoc

If B6=0 is true, apples are out of stock.

If B6=0 is false, apples are in stock.

14. Right click on cell C6.

15. Click Copy.

16. Select cells C

17. Click Paste.

Sign Sign means: Example Example means:

= equal (A1=B1) A1 equals B1

> greater than (A1>B1) A1 is greater than B1

< less than (A1<B1) A1is less than B1

>= greater than or equal to (A1>=B1) A1 is greater than or equal to B1

<= less than or equal to (A1<=B1) A1 is less than or equal to B1

<> not equal to (A1<>B1) A1 is not equal to B1


IF Function continued…

Greater than >

1. Click on cell G6.

. Click . , click IF.

6. Click in the box beside

7. Type F6>60

2

3. In the box under Function name4. Click OK.

5. You see this box:

Logical_test.

8. This means if F6 is more than(>) 60.

9. Click in the box beside Value_if_true.

bar, you will see the function:

, “passed”, “failed”).

10. Type passed.

11. Click in the box beside Value_if_false.

12. Type failed.

13. Click OK.

14. In the formula

15. =IF(F6>6016. If F6>60 is true, Luis passed. 17. If F6>60 is false, Luis failed. 18. Right click on cell G6. 19. Click Copy. 20. Select G7:G9. 21. Click Paste.


Practice Activity

IF Func on

Activity #1

kbook.


ti

1. Open a new wor

2.

3. Type a formula in cells G4:G7 to find the total house sales of each person.

4. Type an IF Function in cells H4:H7. First in the box beside Logical Test, type

6. In the box beside Value_if_false, type No.

7. Copy the function and paste it in cells H5:H7.

8. Save as IF Function1.

G4>=1,000,000

5. In the box beside Value_if_true, type The winner.

9. Close.


Practice Activity

IF Func on

Activity #2

kbook.

you have learned:

ti

1. Open a new wor

2. Create this using what

3. Type a formula in cell G5 to find the average number of cars a day on Robie

4. paste the formula to find the average number of cars a day on the

5. tion in cell H5. In the box beside Logical Test, type G5<600

Street.

Copy and

other streets.

Type an IF Func

6. In the box beside Value_if_true, type No.

7. In the box beside Value_if_false, type Yes.

8. Copy the function and paste it in cells H6:H9.

9. Save as IF Function2.

10. Close.



you ha

. In Column E type formulas to find the savings for each item.

Let’s Practice!

2. Create this using what ve learned:

3

4. Save as Test3.

5. Close.


Charts

e a chart you need a worksheet with information in it.

How do I make a chart?

1. Before you can mak

2. Select the information you want to put in the Chart. The example above uses

3. izard

ain.

ords, Chart title.

.

) axis.

xis.

type a

19.

.

cells A3:E7.

Click Chart W . 4. Find the words Chart type.

5. In the box under Chart type, you see many types of charts. Click one.

6. Find the words Chart sub-type.

7. In the box under Chart sub-type, you see many styles. Click one.

8. Click Next. 9. Click Next ag

10. You see this:

11. Look for the w

12. Click in the box under Chart title13. Type a name of the chart.

14. Find the words, Category (X15. Click in the box under Category (X) a16. Type a name for the X axis.

17. Find the words, Value (Y) axis.

18. In the box under Value (Y) axis, name for the Y axis.

Click Next. 20. Click Finish


Practice Activity

Charts

Activity #1



3. Select the information to make a chart (A3:G6). Use Chart Wizard.

4. Under Chart Type select Line and under Chart sub-type select the first

chart.

5. When you finish, the chart looks the same as this:

6. Save as Chart.

7. Close.


Resize a Chart

How do I change the size of a chart?

1. Click in the white area of the chart. 2. You see small black squares around the chart.

3. To make the chart bigger or smaller, put the mouse on a small black square in

the corner and drag diagonally outward or inward. 4. To make the chart wider, put the mouse on a small black square on the sides

and drag outward.

5. To make the chart taller, put the mouse on a small black square at the top or

bottom and drag outward.


Move Charts

How do I move a chart on the same worksheet?

1. Click the chart in the white area.

2. You see small black squares around the chart.

3. Click on the line around the chart.

4. Drag the chart to another place.

5. You see this when you drag the chart:



Change Chart Location

How do I move a chart to another worksheet?

1. Click on a chart.

2. Click Chart.

3. Click Location.

4. Click As new sheet.

5. Click in the box beside As new sheet.

6. Type a name for the worksheet.

7. Click OK.

8. Look at the Worksheet tab at the bottom of the page. You see the name of your

worksheet.


Practice Activity

Resize, Move, and Change the Chart Location

Activity #1

1. Open the workbook called Chart.

2. Make the chart bigger.

3. Make the chart smaller.

4. Watch how the chart changes.

5. Move the chart to the top left corner of the worksheet.

6. Move the chart to the bottom right corner of the worksheet.

7. Move the chart to Sheet2.

8. Name a new worksheet called Monthly Sales.

9. Move the chart to the Monthly Sales worksheet.

10. Save as Move Charts.

11. Close.


Chart Type

How do I change the type of my chart?

1. Click on a chart.

2. Click on Chart Wizard on the toolbar.

3. Under the words Chart type you see different

types of charts.

4. Click a type.

5. Put the mouse on Press and Hold to View

Sample. Hold the left mouse button down to see your chart. In the box above

Press and Hold to View Sample there is information about the chart type.

6. Click on different types of charts and use Press and Hold to View Sample until

you find the chart you want.

7. Click OK.

This is a Column Chart.

This is a Line Chart. This is a Pie Chart.

1234

0

50

100

150

200

250

300

350

1 2 3 4

Series1

0

50

100

150

200

250

300

350

1 2 3 4

Series1


Copy a Chart to Microsoft Word

How do I copy a chart to Microsoft Word?

1. Click a chart.

2. Click .

3. Open a Microsoft Word document.

4. In the Microsoft Word document, click where you want to put the chart.

5. Click .

Helpful Hint!

•

•

You can add clip art, pictures and images to your worksheet in Excel in the same way as you do with Microsoft Word.

Move and resize the pictures in the same way as you do with charts.


Tab Color

How do I change the color of the worksheet tabs?

1. Worksheet tabs usually look like this:

2. Click the tab you want to change.

3. Click Format.

4. Click Sheet.

5. Click Tab Color.

6. Click a color.

7. Click OK.

8. Click another worksheet tab.


Practice Activity

Tab Color

Activity #1


2. Add two more worksheets. There are now five worksheets.

3. Change the tab for Sheet 1 to blue.

4. Change the tab for Sheet 2 to yellow.

5. Change of the tab for Sheet 3 to green.

6. Change the tab for Sheet 4 to red.

7. Change the tab for Sheet 5 to purple.

8. Save as Tab Color.

9. Close.


Header and Footer

A header is at the top of every page in a worksheet. A footer is at the bottom of every page in a worksheet.

How do I make a header?

1. Click View.

2. Click Header and Footer.

3. Click Custom Header.

4. The header can be on the left, in the center, or on the right.

5. To put the header on the left, click in the box under Left section.

6. To put the header in the center, click in the box under Center section.

7. To put the header on the right, click in the box under Right section.

8. Type words you want to see in the header.

9. Click OK.

How do I make a footer?

1. Click View.

2. Click Header and Footer.

3. Click Custom Footer.

4. The footer can be on the left, in the center, or on the right.

5. To put the footer on the left, click in the box under Left section.

6. To put the footer in the center, click in the box under Center section.

7. To put the footer on the right, click in the box under Right section.

8. Type words you want to see in the footer.

9. Click OK.


Practice Activity

Header and Footer

Activity #1

1. Open the workbook called Copy Formulas1.

2. Delete the company name.

3. Type this information in a header:

Smith Medical Supplies 6075 Main Street, Halifax NS 902-555-6854

4. Save.

5. Close.


Spell Check

How do I check my spelling?

1. Type breadd.

2. Click .

3. Find the words Not in Dictionary.

4. In the box under Not in Dictionary, you

see your word.

5. You spelled this word wrong.

6. Find the word Suggestions.

7. In the box under Suggestions, Excel

gives you some words to choose from.

8. Click a word.

9. Click .

10. Now you see the next word that is spelled wrong.

11. Continue until you change all the wrong words.

12. When Excel finishes checking your spelling, you see this:

13. Click OK.

If Spell Check finds a wthe right

98

Helpful Hint!

ord Not in Dictionary and you know it is spelling, click Ignore All.


Practice Activity

Spell Check

Activity #1

1. Open the workbook called Test 2.

2. Check for spelling mistakes.

3. Save.

4. Close.

Activity #2

1. Open five more workbooks.

2. Check for spelling mistakes.

3. Save.

4. Close.


Page Orientation

There are two kinds of page orientations: Portrait and Landscape.

This is Portrait This is Landscape How do I change the page orientation?

1. Click File.

2. Click Page Setup.

3. Click the Page tab.

4. Click Portrait or Landscape.

5. Click OK.


Practice Activity Page Orientation

Activity #1

1. Open the workbook called Copy Formulas1.

2. Change the page orientation to landscape.

3. Save.

4. Close.


Page Scaling

What is Page Scaling?

Sometimes your worksheet is too big to fit on one page. You can change the size of your worksheet to fit on one page. This is called Page Scaling.

How do I fit my worksheet on one page?

1. Click File.


3. Click the Page tab.

4. Find the words Fit to.

5. Click in the circle beside Fit to:

6. Check that there is a 1 in both boxes

beside Fit to.

7. Click OK.


Practice Activity

Page Scaling

Activity #1


2. Type numbers 1-60 in Column A.

3. Click on Print Preview.

4. Only numbers 1 to 52 fit on the page.

5. Change the Page Scaling so all numbers fit on one page.

6. Save as Page Scaling.

7. Close.

It is a good idea to always click your works

103

Helpful Hint!

on Print Preview before you print, to check whatheet looks like if you print it.


Paper Size

There are two common sizes of paper. They are Letter paper and Legal paper. You can change your worksheet to fit on Letter paper or Legal paper.

Letter Paper Legal Paper

8.5“ wide x 11” long (21.6 cm x 28 cm)

8.5” wide x 14” long (21.6 cm x 35.6 cm)

How do I change the size of the paper?

1. Click File.


3. Find the words Paper size.

4. Click in the box beside Paper size.

5. Click a paper size.

6. Click OK.


Practice Activity

Paper Size

Activity #1

1. Open the workbook called Alignment2.

2. Change the Paper size to Legal.

3. Save.

4. Close.


Margins

The white spaces around the paper are margins.

How do I change the margins?

1. Click File.


3. Click the Margins tab.

4. You see this:

5. Click to make the margins smaller.

6. Click to make the margins bigger.

7. Click OK.


Practice Activity

Margins

Activity #1

1. Open the workbook called Number Style2.

2. Increase the margins for left, right, and header.

3. Save.

4. Close.

Activity #2



3. Increase the left and right margins to 1.5 inches.

4. Increase the top margin to 2 inches.

5. Save as Margins.

6. Close.


Gridlines

Gridlines are the lines you see around cells on a worksheet when you print it. You do not see gridlines on the screen.

No Gridlines

Gridlines

How do I print gridlines?

1. Click File.


3. Click the Sheet tab.

4. Find the word Gridlines.

5. Click on the square beside Gridlines.

6. Click OK.

You ca to check if you

108

Helpful Hint!

n click on Print Preview have gridlines on your worksheet.


Practice Activity

Gridlines

Activity #1

1. Open the workbook called Margins.

2. Add gridlines to the workbook.

3. Click Print Preview to check the worksheet.

4. Save.

5. Close.

Activity #2

1. Open the workbook called Formula4.

2. Add gridlines.


4. Save.

5. Close.


Page Break

You can put Page Breaks in a worksheet when you want a new page to begin.

How do I put in a page break?

1. Click a Row Heading where you want the page to stop.

2. Click Insert.

3. Click Page Break.

4. You see a dotted line.

5. The dotted line shows the Page Break.

6. When you print the worksheet, the information before the dotted line is on one

page and the information after the dotted line is on another page.

You cato c

110 The ESL Computer

page break

Helpful Hint!

n click on Print Preview heck the Page Break.

Book – Microsoft Excel 2002

Practice Activity

Page Break

Activity #1

1. Open the workbook called Autoformat1.

2. Put a Page break in the middle of the worksheet.


4. Save.

5. Close.

Activity #2

1. Open the workbook called Nested Formulas1.

2. Put a Page break in the middle of the worksheet.


4. Save.

5. Close.


Print

How do I print my worksheet?

1. Click File.

2. Click Print.

3. You see this:

4. Click OK.

How do I print only part of my worksheet?

1. Select the area you want to print.

2. Click File.

3. Click Print Area.

4. Click Set Print Area.

5. Click File.

6. Click Print.

7. Click OK.

How do I clear Print Area?

1. Select the area you already printed.

2. Click File.

3. Click Print Area.

4. Click Clear Print Area.


CChheecckk uupp!!

What can you do using Excel? Put a check beside the things you can do.

I can… _____ select and deselect _____ add data _____ edit a cell _____ make a new workbook _____ save _____ exit _____ delete, copy and paste _____ select rows and columns _____ add and move a worksheet _____ delete a worksheet _____ change the name of a worksheet _____ copy a formula using a relative reference _____ copy a formula using an absolute reference _____ hide and unhide rows and columns _____ change size of rows and columns _____ use the average function _____ copy a chart to Microsoft Word _____ add a header and footer _____ change the cell alignment _____ change the page orientation _____ change the date and number style _____ add borders _____ change the cell color _____ see margins in print review _____ use autoformat _____ make formulas _____ use nested formulas

_____ use autosum _____ use autofill _____ use the Today Function _____ copy a function _____ change the font _____ change the font size _____ change the font color _____ change the font style _____ make charts _____ resize a chart _____ move the chart _____ change chart location _____ change tab color _____ use spell check _____ undo and redo _____ use the IF Function _____ merge cells _____ use page scaling _____ change the paper size _____ change margins _____ add gridlines _____ insert comments _____ use page break _____ use print preview _____ use format painter _____ print
