Basic Microsoft Excel 2007

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1 Basic Microsoft Excel 2007 The biggest difference between Excel 2007 and its predecessors is the new layout. All of the old functions are still there (with some new additions), but they are now located on tabs instead of menus. The Microsoft Office Button has replaced the File menu in Excel You will find many basic commands after clicking on the Microsoft Office button such as New File, Open a file, Save, Save As, or Print. The Microsoft Office Button is where you will go to set Excel Options (formerly Tools>Options). You will also find a list of your Recently opened Excel documents. Microsoft Office Button menu Use the Quick Access Toolbar as a shortcut to standard commands in Microsoft Excel such as Save a File, Undo the last action, or Print. The Quick Access toolbar can be customized to contain shortcuts to Beloit College ISR

2 almost any command you choose. Click the drop down arrow at the end of the Quick Access Toolbar to add more commands. The Microsoft Office Ribbon has replaced the menu bar in previous versions of Excel. The ribbon consists of tabs called Home, Insert, Page Layout, Formulas, Data, Review, and View. All of the commands that existed on menus in previous versions of Excel will now be stored on each of the tabs on the ribbon. Home Tab Home tab Use the Home tab to format text and/or cells in your Excel spreadsheet. o Cut, copy, and paste text o Change font type and size o Bold, Italics, Underline o Add a border, change fill color or font color o Change vertical and horizontal alignment of cells o Wrap text or Merge & Center cells o Specify number formatting o Format cell styles, set conditional formatting of cells, format a table o Insert or Delete rows, columns, cells, or worksheets o Auto Sum or Fill data o Sort & Filter data o Find & Select or Replace data Use Format Painter to quickly copy formatting from one section of your spreadsheet to another o Highlight the cell or cells you wish to copy the format of o Click the Format Painter icon on the Home tab. o Drag the brush over the text you wish to format Insert Tab Insert tab The Insert tab is used to: o Insert a Pivot Table, Pivot Chart, or Table o Insert a picture, clip art, shape, or SmartArt o Insert and format Charts o Insert hyperlinks o Insert a text box, Header & Footer, Word Art, Signature Line, Object, or Symbol Beloit College ISR

3 Page Layout Tab Page layout tab The Page Layout tab is used to format the layout of your spreadsheet o Set a theme for the spreadsheet o Change colors, fonts, or effects o Change page setup (margins, orientation, etc) o Set print area o Format page breaks o Format the page background o Scale the width and/or height of your spreadsheet to fit to a specified number of pages (new feature) o Turn Gridlines and Headings on or off and choose to print either or both o Arrange objects Setting Print Area o Setting print area can be useful if you have a large spreadsheet, but only need to print part of it. o Select all of the cells you wish to print o Go to the Page Layout tab o Pull the Print Area drop down menu and choose Set Print Area o To clear the print area, go to Page Layout Tab>Print Area>Clear Print Area o The Scale to Fit area on the Page Layout Tab can also be used to set the spreadsheet to print a certain number of pages wide by a certain number of pages tall. Formula Tab Formula tab The Formula tab is where you will insert formulas into your spreadsheet. o Insert a pre-defined function or create your own o Use basic Excel functions (AutoSum, Average, Max, Min) o Define Names for a cell or range of cells o Audit formulas o Calculation options Basic functions AutoSum o Position your cursor in the cell below or to the right of the list of numbers you wish to sum Beloit College ISR

4 o Click the AutoSum icon on the Formula tab o Excel will highlight the series of numbers that it believes you wish to Sum o Press enter to accept Excel s suggestion and have the numbers summed o Or, change the cells to be summed by changing the range (B2:B7) o The Sum will be placed in the cell below or to the right of the list of numbers Average o Position your cursor in the cell below the list of numbers o Pull the drop down menu below the AutoSum icon on the Formula tab o Choose Average o Excel will highlight the of numbers that it believes you wish to Average o Press enter to accept Excel s suggestion to determine the average o Or, change the cells to determine the average of by changing the range (B2:B7) o The Average will be placed in the cell below or to the right of the list of numbers Maximum o Position your cursor in the cell below the list of numbers o Pull the drop down menu below the AutoSum icon on the Formula tab o Choose Maximum o Excel will highlight the of numbers that it believes you wish to find the Maximum for o Press enter to accept Excel s suggestion and determine the maximum o Or, change the cells to determine the maximum of by changing the range (B2:B7) o The Maximum will be placed in the cell below or to the right of the list of numbers Minimum o Position your cursor in the cell below the list of numbers o Pull the drop down menu below the AutoSum icon on the Formula tab o Choose Minimum o Excel will highlight the of numbers that it believes you wish to find the Minimum for o Press enter to accept Excel s suggestion and determine the minimum o Or, change the cells to determine the minimum of by changing the range (B2:B7) o The Minimum will be placed in the cell below or to the right of the list of numbers Data Tab Data tab The Data tab is used to add and manipulate data o Get external data (from Access, from the Web, from Text, from Other sources Beloit College ISR

5 Review Tab o Sort and filter data o Data tools such as: change text to columns, remove duplicate data, data validation tools o Group data or create Subtotals Review tab The Review tab is used for: o Checking spelling and grammar in the spreadsheet o Opening the research task pane o Using the thesaurus for different word suggestions o Translating selected text into another language o Adding comments o Tracking, accepting, and rejecting changes to the workbook o Protecting a worksheet or workbook from being edited or from being viewed View Tab View tab The View tab is used to: o Change the view of the document on your screen (Normal, Page Layout, Page Break Preview, use a Custom view, or view Excel in Full Screen mode) o Show or Hide the ruler, gridlines, Formula bar, or headings o Zoom in or out on your spreadsheet o Arrange windows containing your spreadsheet o Hide or unhide a worksheet o Switch to other open Excel workbooks o View or record Macros Workbook vs. Worksheet A Worksheet is a single spreadsheet in Excel. It is the main area of work in Excel. A Workbook is a file containing multiple worksheets. Entering Data Position your cursor over the cell you wish to enter information into and left mouse click to select it. Enter your text or number into the cell. Press enter to move a cell down or right arrow to move a cell to the right. Text will left align (begin at the left edge of the cell) by default while numbers will right align (end at the right edge of the cell) by default. To wrap the text, highlight the cell you need the text to wrap in, go to the Home tab, and click the Wrap text button (you can leave this button on to wrap all the text you type) Beloit College ISR

6 o OR, right click on the cell and choose Format Cells o Click the Alignment tab o In the Text Control section, check the Wrap Text box and click OK You can copy data into multiple cells by using the fill handle o Position your cursor over the black square in the bottom right of the selected cell o Your cursor will become a + drag down or to the right to copy data or formulas o You can also use the new Fill button on the Home tab Formatting cells, columns, and rows Use the Home tab to change font or font size, to bold, underline, or italicize text, change text alignment You can also right click on a cell, row heading, or column heading, and choose Format Cells for more formatting options Moving around a Workbook Use the Worksheet tabs to switch between worksheets in a workbook. You can right click on the worksheet tabs to insert a new sheet, delete a sheet, rename a sheet, or move/copy a sheet. You can also use the Scrolling buttons to navigate quickly between sheets if your workbook contains several sheets. Moving around a Worksheet To move One cell left One cell right One cell up One cell down To top of worksheet (cell A1) To last cell containing data To end of data in a column Press this key Left Arrow Right Arrow Up Arrow Down Arrow Control Home Control End Control Down Arrow To beginning of data in a column Control Up Arrow To end of data in a row To beginning of data in a row Control Right Arrow Control Left Arrow Switching between Workbooks Use the Switch Window drop down menu on the View tab to switch between open Workbooks. Beloit College ISR

7 The Workbook with the checkmark next to it is the active workbook. Simply click the name of the other open Workbook to switch between them. You can also use the View Side by Side option on the View tab when you have two Workbooks open. Renaming a worksheet To rename a worksheet, right click on the worksheet tab and choose Rename You can also double click on the worksheet tab to rename it Selecting cells To select one cell, position your cursor over the cell and left click to select it. To select multiple cells, click to select one cell and hold in the left mouse button while dragging over the rest of the cells to select. Release the left mouse button when done with selection. Inserting rows Insert menu Select the cell you wish to insert the row above and click Insert>Insert Sheet Rows from the Home tab. Or, click the Row heading where you would like to insert a new row above. Right mouse click, and select Insert. New rows will be inserted above the location you have highlighted. Inserting columns Insert menu Select the cell you wish to insert the column to the left of and click Insert>Insert Sheet Columns from the Home tab. Beloit College ISR

8 Or, click on the Column heading where you would like to insert a new column to the left of. Right mouse click, and select Insert. New columns will be inserted to the left of the location you have highlighted. Inserting Cells Select the cell that you wish to insert a new cell above or to the left of. Go to Insert>Insert Cells from the Home tab. Or, right click on the cell and choose Insert. An Insert dialog box will appear and ask if you want to shift cells right (meaning insert a cell to the left) or shift cells down (meaning insert a cell above). You can also choose to insert an Entire Row above the cell or an Entire column to the left of the cell. If you wish to insert many cells at once, just highlight the number of cells that you wish to insert, right click and choose Insert. You will be prompted with the same Insert box shown above. After making a selection and clicking OK, the number of cells you had highlighted will be inserted into the worksheet. Deleting rows, columns, cells To delete the contents of a cell, simply select the cell and press the Delete key on your keyboard. To delete a cell(s), row(s), or column(s), select the cell(s), row(s), or column(s) that you wish to delete, right click and choose Delete. A Delete dialog box will appear and ask if you want to shift the remaining cells left or shift the remaining cells up. You can also choose to delete an entire Row or an entire column. Make your selection and click OK. If you wish to delete many cells/rows/columns at once, just highlight the cells/rows/columns, right click and choose Delete. You will be prompted with the same Delete dialog box show above. Hiding/Unhiding Rows and Columns To hide rows or columns, click on the Row or Column heading to select what you wish to hide (note that multiple rows or columns can be selected at once) Right click and choose Hide Beloit College ISR

9 You should notice that your rows or columns are missing from the spreadsheet, but that the rows/columns are still in the same order o For instance, if I ve chosen to hide Columns C & D, my columns will reflect A B E F To unhide a row or columns, highlight the rows/columns around what you have hidden, right click and choose Unhide o For instance, if I ve chose to hide Columns C & D, I would need to highlight columns B & E, right click, and choose Unhide This can be useful for only showing relevant data in a spreadsheet or to hide your calculation columns, etc Freeze Panes Freezing panes will allow column and row headings to stay visible as your scroll through the spreadsheet. This can be especially helpful if your spreadsheet data is bigger than your on screen view. Select the cell to the right of or below the one you wish to freeze. o For example, if you want the contents in Row 1 to be frozen, select a cell in Row 2. If you wish to freeze the contents of Column C, select a cell in Column D. On the View tab, pull the Freeze Panes drop down menu Freeze Panes menu To unfreeze the panes, on the View tab, pull the Freeze Panes drop down menu and choose Unfreeze Panes Adding Comments To add a comment to a cell, right click on that cell and choose Insert Comment A text box will appear with the name of the person Excel is registered to (if this copy of Excel is not registered to you, simply append your name or initials to the end of your comment) Enter your comments into the box and press Enter when complete A red flag will appear on any cell that has a comment on it The comment box will appear when the red flag is hovered over To Edit or Delete a comment, right click on the Comment flag and choose either Edit Comment or Delete comment Comments can also be added, edited, or deleted from the Review tab Use Microsoft Office Help o Click the icon on the right hand side of the ribbon. o Enter keywords for what you would like help with o Click the Search button to begin searching Beloit College ISR

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