Basic Microsoft Excel 2008

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1 Basic Microsoft Excel 2008 Table of Contents Excel Window Properties... 2 Creating a New Workbook... 3 Creating New Worksheets... 3 Renaming a Worksheet... 3 Deleting a Worksheet... 3 Selecting Cells... 4 Working with Data... 4 Entering Data... 4 Editing and Deleting Data... 5 Cutting & Copying Data... 5 Basic Formatting... 6 AutoFitting... 7 Basic Sorting... 7 Basic Mathematical Operations... 8 The AutoSum Feature... 9 Dianne Harrison Ferro Mesarch

2 Excel Window Properties The Microsoft Excel 2008 window has many of the same attributes as other windows in the Microsoft Office Suite The table below lists some of Excel s features and provides a brief description of each one. Attribute The Apple Menu Bar The Formula Bar The Name Box The Standard Toolbar Column Headings Row Headings The Sheet Tabs Description The words listed atop the application window from where you can access the application commands. Located immediately underneath the Apple Menu Bar, it displays the constant value or formula used in an active cell. The box at the left end of the Formula Bar that identifies the selected cell, chart item or drawing object. The row of icons underneath the Formula Bar and Name Box, which provide quick access to commonly used commands. The lettered gray areas at the top of each column. The numbered gray areas to the left of each row. The tabs at the bottom of a workbook window that display the name of the various worksheets. The Apple Menu Bar The Formula Bar The Standard Toolbar The Name Box Column Headings Row Headings The Sheet Tabs Note: If you do not see the Formula Bar, click on the word View in the Apple Menu Bar and enable the Formula Bar option. You can also switch between the Normal View (pictured above) and the Page Layout View through the View menu. 2

3 Creating a New Workbook When you open Microsoft Excel, the application automatically opens a new workbook for you. Workbook 1 will be displayed above the Standard Toolbar to indicate this. To create another new workbook, click on the New icon within the Standard Toolbar. Creating New Worksheets By default, each workbook contains one worksheet, which is indicated by the sheet tab that reads Sheet 1. To add a new worksheet, click on the Insert Sheet icon, located to the right of the worksheet tab. The Insert Sheet icon When you add worksheets, they appear to the left of the Insert Sheet icon. The newly added worksheets To change the location of a worksheet, select it and drag the worksheet to its new location. Renaming a Worksheet 1. CTRL+click on the worksheet tab that you want to rename. 2. Choose the option Rename from the submenu that appears. 3. The worksheet tab s current name will be selected. 4. Type the worksheet s new name. (Typing replaces selection.) Deleting a Worksheet 1. CTRL+click on the tab of the worksheet that you want to delete. 2. Choose the option Delete from the submenu that appears. 3. Click on the OK button within the prompt. 4. The worksheet will be deleted. Note: To right click on a Mac, press the CTRL+click keys on your Apple keyboard. 3

4 Selecting Cells In order to add data to your worksheet, you need to select cells. Selected cells have a thick line around them. There are many ways to select cells. The table below lists some of them. Action Click on a cell Click on a Column Heading Click on a Row Heading Shift click +Click Click on the Select All button Selection Selects that cell Selects that entire column Selects that entire row Selects the cells between the original mouse click and where you placed the cursor after holding down the Shift key Selects non contiguous cells Selects all of the cells within a worksheet Note: To deselect any cell(s), click once on another cell. Working with Data Entering Data 1. Select the cell in which you want to enter data. 2. Start typing the data. 3. Notice that your data appears in the Formula bar as you type. Data within the formula bar 4. When you have finished entering the data, press the Return key, the Tab key, or one of the Arrow keys on your Apple keyboard. 5. The data displayed in the Formula bar will be entered into the selected cell on your worksheet. Note 1: You must press the Enter, Tab or an Arrow key to validate your data entry. Otherwise, Excel will not recognize the data that you are trying to enter in a cell. Note 2: By default, text is always left aligned and numbers are always right aligned. Note 3: Excel should automatically increase the width of the cell to accommodate your data. However, you can always increase the width of the column manually by dragging the boundary on the right side of the Column Heading. 4

5 Editing and Deleting Data There are two ways to edit data in a cell. 1. Click in the cell that contains the data and start typing. The original data will be deleted and what you are typing will take its place. When making edits to single words and numbers, this is often the easiest method. or 2. You can edit from the formula bar. a. Click once in the cell that contains the data you want to edit. b. The cell contents will appear in the formula bar. c. Place your cursor where you want to make the change within the formula bar. d. Make your changes and press the Return key on your Apple keyboard. Cell contents within the formula bar To delete data, simply select the cell that contains the data you want to delete and press the Delete key on your Apple keyboard. Cutting & Copying Data Cutting Data 1. Select the cells that contain the information you want to move. 2. Simultaneously press the and the X keys on your Apple keyboard. 3. Animated lines will surround the cell(s) containing the data. 4. Move the cursor to the desired new location and click once. 5. Simultaneously press the and the V keys on your Apple keyboard. 6. Your data will reappear at the new location. Copying Data 1. Select the cells that contain the information you want to copy. 2. Simultaneously press the and the C keys on your Apple keyboard. 3. Animated lines will surround the cell(s) containing the data. 4. Move the cursor to the desired new location and click once. 5. Simultaneously press the and the V keys on your Apple keyboard. 6. Your data will reappear at the new location. 7. The animated lines will still surround the original cell(s). 8. Press once on the Esc key on your Apple keyboard to make the animated lines disappear. Note: You can copy the selected data over and over again, until you press the Esc key on your Apple keyboard to make the animated lines disappear. 5

6 Basic Formatting You can format cells by using the Formatting Toolbar. To display the Formatting Toolbar, click on the word View in the Apple Menu Bar, hold your cursor over the Toolbars option and click on the Formatting option. The Formatting Toolbar will appear below the Standard Toolbar. To format cells follow the instructions below. 1. Select the cells you would like to format. 2. The selected cell(s) will appear within a dark frame. The Formatting Toolbar 3. Use the appropriate icons on the Formatting Toolbar to format the cells. Note: You MUST select your cells before you can format them. Otherwise, the formatting commands will not work. Some commonly used formatting icons are listed below. Click on the Accounting Number Format icon to apply the US monetary format. Click on the Percent Style icon to apply a percentage format. Click on the Increase Decimal or Decrease Decimal icon to add or remove decimal points. Click on the Fill Color icon to add color to the cell s background. You can click on the dropdown arrow to its right for more color choices. Click on the Font Color icon to change the color of the text or numbers within a cell. You can click on the dropdown arrow to its right for more color choices. 6

7 AutoFitting Normally, Excel automatically adjusts the width of a column to fit the column s widest entry. However, every once and a while, when a cell contains a number that is wider than it is, Excel will display a series of pound signs (####) instead of the number. This indicates that the column is too narrow. You can easily readjust the width of the column to fit the cell value using the AutoFit function. 1. Move your cursor to the right side of the cell s column heading. For example, if the cell s address is B4, then move your cursor on top of the line separating the column headings B and C. 2. The cursor will become a double headed arrow. The double headed arrow 3. With the double headed arrow between the two column headings, double click. 4. The column to the left of the double headed arrow will automatically increase in width to accommodate the longest cell value in that column. Basic Sorting You can sort columns of data alphabetically or numerically, either in ascending or descending order, with a click of the mouse. To do so, follow the instructions below. 1. Enter your data in a column. 2. Select the cells containing the data to be sorted. 3. Click on the Sort A Z icon in the Standard Toolbar to sort your data in ascending order. 4. Click on the Sort Z A icon in the Standard Toolbar to sort your data in descending order 5. The data will be sorted accordingly. 7

8 Basic Mathematical Operations There will be times when you want to perform basic mathematical operations such as addition, subtraction, multiplication or division. To do so, you need to use the = sign and one of the arithmetic operators displayed in the table below. Arithmetic Operator Meaning Example + (Plus sign) Addition =3+3 (Minus sign) Subtraction =3 1 * (Asterisk) Multiplication =3*3 / (Forward slash) Division =3/3 1. Open a spreadsheet. 2. Select the cell in which you want to see your mathematical result. 3. Type the = sign. 4. Type the arithmetic operation. 5. Press the Return key on your Apple keyboard. 6. The result of your formula will be displayed in the worksheet cell, but you can view and edit your mathematical operation from within the Formula Bar. View and edit your formula from within the Formula Bar. 8

9 The AutoSum Feature The AutoSum feature lets you add numbers automatically. It will suggest a range of cells whose contents are to be added. If the suggested range is incorrect, you can select different cells that contain the numbers you want to add. 1. Open a spreadsheet. 2. Type your data into a range of cells. 3. Select the cell in which you want to see the outcome of the auto sum formula. (The cell that contains the formula CANNOT be in the range of cells that you want to add.) 4. Click on the AutoSum icon in the Standard Toolbar. 5. Animated lines will surround a suggested range of cells. Animated lines surrounding a suggested range of cells The selected cell in which I want to see the outcome of the auto sum formula 6. If the range is correct, press the Return key on your Apple keyboard. 7. The outcome of the auto sum formula will appear in the selected cell. 8. If the range is not correct, select a new range of cells and press the Return key on your Apple keyboard. 9. The formula outcome will appear in the originally selected cell. The outcome of the auto sum formula Note: The cell that you choose to contain the outcome of a formula CANNOT be included in the formula itself. If it is, you will receive a Circular Reference error that will prevent Excel from properly calculating your formula. The best way to deal with this error is to delete the offending formula and start afresh. 9

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