Microsoft Excel 2007 Basics For Windows

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3 Create a Custom List Import an existing Custom List Editing Worksheet Data Edit cell contents Cancel, undo or redo an entry Clear contents, formats, or comments from cells Exercise - Module Module 4 Selecting and Navigating Selecting Grouping Worksheets Navigating Using the scroll bars [see page 9, Figure 7] Using the keyboard Exercise - Module Module 5 - Creating Formulas How formulas work How operators work Creating a simple formula Using functions Automatically sum a range of cells Sum multiple rows and columns Naming a cell or a range, or cells To name a cell or a range: Absolute versus relative values Exercise - Module Module 6 Formatting Basic Worksheet Formatting Applying Borders and Shading Number Formatting AutoFormat Using Styles Format Painter To apply the formatting to adjacent cells: Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 3 of 41

4 To apply the formatting to non-adjacent cells: Exercise Module Module 7 - Printing Before you print Modify the layout of the printed worksheet Change the worksheet area that appears on a printed page Print Preview Print the active sheets, a selected range, or an entire workbook Create custom headers and footers Change the font in header and footer text Print titles Rows to Repeat at Top of Each Worksheet Page Columns to Repeat at Left of Each Worksheet Page Page Break Exercise Module Module 8 Getting Help When you have a question Office Assistant tool Dialog Box Screen Tips Toolbar Screen Tips MIT Computing Help Desk MIT Excel User Group Exercise - Module Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 4 of 41

5 Module 1 Getting Started Starting Microsoft Excel There are several ways to start Excel. Here are a few. Double-click the Excel program icon or an existing Excel worksheet. Excel 2007 program icon Choose Microsoft Excel from the Microsoft Office Manager. Click on the Windows XP Start button, choose Programs, MS Office, MS Excel Start button Creating and Opening Workbooks Creating a new workbook 1) On the Office button menu, click New. 2) In the New Workbook dialog box, click Create. 3) It s much faster to click on the New Workbook tool on the Quick Access toolbar. Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 5 of 41

8 box would appear so that you could navigate to the workbook you d like to open. Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 8 of 41

10 Horizontal and Vertical Scroll Bars Excel has two scroll bars which enable you to navigate around your worksheet. The vertical scroll bar on the right side of the worksheet moves up or down the worksheet. The horizontal scroll bar is located on the bottom of the worksheet and allows you to navigate to the left or right. The size of the scroll button is an indicator of how close; or far, in proximity to what you are currently viewing that you will have to scroll to see more cells with data in them. Vertical scroll bar Horizontal scroll bar Name Box and Formula Bar The Name Box (see Figure 8 below) is part of the Formula Bar; it has several functions: to reference the active cell (e.g., A1) to go to a specific cell address to select a range of cells to name a cell or range of cells Name Box Formula Bar Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 10 of 41

11 The Formula Bar shows the data you have typed into the active cell, and is used to edit the data you enter. Later on you will learn how to edit data in the formula bar, as well as from within a cell. Row and Column Headings Columns are identified by letters (A, B, C) and rows by numbers (1, 2, 3). When you click on the column or row heading, you are selecting the entire column or row. Sheet Tabs, Tab Scrolling Buttons, Insert Worksheet button Near the bottom of the worksheet are Sheet Tabs (e.g., Sheet1, Sheet2) which enable you to access a worksheet by clicking on it. Each worksheet by default has 3 sheet tabs. Should you have more than 3 sheets and the one you d like to select is not visible, you must use the tab scrolling buttons to the left of the sheet tabs to navigate. There is also a button to the far right end of your tabs to insert a worksheet when needed. There are four tab scrolling buttons. The first two tab scrolling buttons have black triangles pointing to the left; the second two, black triangles pointing to the right ) Click on the first button to view (not select) the first sheet. 2) Click on the second button to view the previous sheet. 3) Click on the third button to view the next sheet. 4) Click on the fourth button to view the last sheet. 5) Click on the Insert Worksheet button to add a new worksheet Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 11 of 41

14 Module 2 Saving Naming workbooks To make it easier to find your workbooks, you can give them long, descriptive filenames. The complete path to the file, including drive letter, server name, folder path, and filename, can contain up to 218 characters. Filenames cannot include any of the following characters: forward slash (/), backslash (\), greater-than sign (>), less-than sign (<), asterisk (*), question mark (?), quotation mark ("), pipe symbol ( ), colon (:), or semicolon (;). Saving an unnamed workbook 1) Start a new workbook; from the Office button, click Save or Save As. 2) In the File Name box, type a name for the workbook (e.g., 1998 Budget). 3) Click the Save button. Saving an existing workbook On the Office button, click Save, or Click the Save tool on the Quick Access toolbar. Saving a copy of a workbook 1) On the Office Button, click Save As. 2) In the sub menu to the right, choose Excel Workbook 3) In the File Name box, type a new name for the workbook. 4) Click the Save button. Note that the other workbook is automatically closed. File name box Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 14 of 41

15 Saving a workbook to a new location 1) On the Office button, click Save As. 2) In the sub menu to the right, choose Excel Workbook 3) Navigate to the folder in which you wish to save a copy (e.g., Class folder). 4) Double-click on the folder, then click the Save button. Saving a workbook with a new name and to a new location 1) On the Office button, click Save As. 2) In the sub menu to the right, choose Excel Workbook 3) In the File Name box, type a new name for the workbook. 4) Navigate to the folder in which you wish to save a copy. 5) Double-click on the folder, then click the Save button. Note: When saving, ALL sheets in a workbook are saved. Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 15 of 41

16 Exercise - Module 2 Before you begin the exercise below, please review these key terms and make sure you understand them before beginning the next topic. Key Terms: save save as new name new location 1) Open the EX2 workbook. 2) Save the workbook as New Name. 3) Is EX2 still open? 4) Where is it? 5) Save the New Name workbook in the Practice folder. 6) Re-open the EX2 workbook from the Recent Files List. 7) Close all windows. 8) Is Excel still running? 9) How many workbooks are listed in the Recent Files List? 10) Re-open the EX2 workbook, type your full name in B2, and save the workbook again either by using the toolbar or a keyboard shortcut. Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 16 of 41

18 Enter and edit the same data on multiple worksheets Whenever you have data that is to be repeated on several sheets, you can group the sheets first and then type your data only once. To group adjacent sheets, click on the first sheet to be grouped (can be an assumed click if already there), then Shift+Click on the last sheet to be grouped. To select nonadjacent sheets, hold down the Ctrl key while you click on the sheets you would like to group. The figure below shows these two types of grouping. Sheet1 is the active sheet because it is highlighted and bold. Sheets 1-2, and 4 are in the grouping. Enter the same data into several cells at once If you are entering the same data into several cells, then you can use Excel s AutoFill feature. By typing the data into the cell, then pressing and dragging its fill handle, you can repeat the data. These two figures illustrate how dragging the fill handle of 1000 to Column E would result in 1000 being repeated in the included cells. Automatically fill in data based on adjacent cells By dragging the fill handle of a cell, you can copy the contents of that cell to other cells in the same row or column. The fill handle is a small box located at the bottom right corner of each cell. If the cell contains a number, date or time period that Excel can extend in a series, the values are incremented instead of copied. For example, if a cell contains "January," you can quickly fill in other cells in a row or column with February, March, and so on. Fill Handle Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 18 of 41

19 Create a Custom List In the example above, dragging the fill handle created a list of months. You can create your own custom lists. Here s how. 1) Select the Office button, the click Excel Options. 2) From the Popular index, choose, Edit Custom Lists 3) Type the entries in the List entries box, beginning with the first entry. 4) Press Enter after each entry. 5) When the list is complete, click Add (or OK). Import an existing Custom List If you've already entered the list of items you want to use as a series, select the list on the worksheet. 1) Select the Office button, the click Excel Options. 2) From the Popular index, choose, Edit Custom Lists 3) To use the selected list, click Import. Editing a custom list 1) Select the Office button, the click Excel Options. 2) From the Popular index, choose, Edit Custom Lists 3) Choose the list in the List entries box, add or delete text where needed. 4) Click the Add button to accept all changes. Editing Worksheet Data Edit cell contents 1) Double-click the cell that contains the data you want to edit. 2) Make changes to the cell contents. 3) To enter your changes, press Enter. Note: You can also edit in the formula bar. Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 19 of 41

20 Cancel, undo or redo an entry To cancel an entry before you press Enter, press Esc. To undo a completed entry, click Undo button on the Quick Access toolbar. To redo the previous entry, click the Redo button on the Quick Access toolbar. Clear contents, formats, or comments from cells 1) Select the cells, rows, or columns you want to clear. 2) From the Home tab, in the Editing button grouping, click the clear button, then click either All, Formats, Contents or Comments. Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 20 of 41

22 Module 4 Selecting and Navigating Selecting To select all sheets, right-click on one of the sheet tabs, then choose Select All Sheets from the shortcut menu. To select the entire row containing the selected cell, press Shift + Spacebar. To select the entire column containing the selected cells, press Control + Spacebar. To select nonadjacent sheets, Control key while you click the tabs for the sheets you want to select. To extend the selection from the active cell to another cell on the sheet, hold down the Shift key while clicking that cell. To more easily select a large range, select one corner of the range, scroll to the other corner, then depress the Shift key while you click the other corner. To select the entire sheet, press Control+A. To repeat the previous action once, press F4. Grouping Worksheets By grouping sheets, you save time by entering repetitive data only once. Here are some techniques for grouping and ungrouping sheets. To group adjacent sheets, click on the first sheet to be grouped, then shift-click on the last. To group non-adjacent sheets, use the Control key to click on the sheets you want grouped. To ungroup sheets, If One or more sheets are not selected: click the sheet tab of the active sheet in the group, then hold down the Shift key while you click the tab of the active sheet again. If All Sheets are selected: click on any other sheet tab. Another way to ungroup sheets is to right-click on the active sheet, then from the shortcut menu, left-click on Ungroup Sheets. Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 22 of 41

23 Navigating When you choose the Go To command from the Find and Select tool on the Home tab s Editing group, Excel adds a reference to your current location in the dialog box so you can go back easily. To move to the beginning of the sheet, press Control+Home. To move to the top of a block of data, double-click the top border of the selected cell. You can double-click the other borders to move in other directions. To move between cells of a worksheet, click any cell. Clicking a cell makes it the active cell. To bring a different area of the sheet into view, use the scroll bars. Using the scroll bars To scroll One row up or down One column left or right One window up or down One window left or right A large distance Do this Click arrows in vertical scroll bar. Click arrows in horizontal scroll bar. Click above or below scroll box in vertical scroll bar. Click to left or right of scroll box in horizontal scroll bar. Drag scroll box in either scroll bar. Using the keyboard To scroll One cell to the right One cell to the left One cell down One cell up Move down one screen Move up one screen Move right one screen Move left one screen Move to next sheet Move to previous sheet To previous workbook To next workbook To next instance of text Do this Press Tab Press Shift+Tab Press Enter Shift + Enter Page Down Page Up Alt + Page Down Alt + Page Up Control + Page Down Control + Page Up Control + Tab Shift-Control + Tab Control + arrow key in desired direction Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 23 of 41

24 Exercise - Module 4 Before you begin the exercise below, please review these key terms and make sure you understand them before beginning the next topic. Key Terms: select navigate scroll screen window left window right group ungroup 1) Open the EX4 workbook. 2) Group Q1 Data and Q2 Data. 3) Ungroup Q1 Data and Q2 Data. 4) Use the click, shift-click method to select cells A1 through F13 on Q1 Data. 5) What is another quick method for selecting a range of cells? 6) Use a shortcut for selecting Row 5. 7) Which shortcut did you use? 8) Use a shortcut for selecting Column A. 9) Which shortcut did you use? 10) Group Q1 Data and Q4 Data. 11) Group all four quarters. 12) Ungroup all sheets. 13) Move one screen to the right. Which shortcut did you use? 14) Move to the next worksheet. Which shortcut did you use? 15) Which shortcut key(s) do you think would be worth remembering? Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 24 of 41

26 Using functions The built-in functions in Microsoft Excel perform standard worksheet and macro sheet calculations. The values on which a function performs operations are called arguments. Syntax is the sequence of characters used in a formula. Formula bar The function is SUM. The argument is (B2:B7) in the formula bar. The values that the functions return are called results. You use functions by entering them into formulas on your worksheet. The sequence of characters used in a function is called the syntax. The syntax of a formula begins with an equal sign (=) and is followed by a combination of values and operators. If a function appears at the beginning of a formula, precede it with an equal sign, as with any formula. Parentheses tell Microsoft Excel where arguments begin and end. You must include both parentheses, with no spaces before or after them. Arguments can be numbers, text, logical values, arrays, error values, or references. The argument you designate must produce a valid value for that argument. Arguments can also be constants or formulas, and the formulas can contain other functions. When an argument to a function is itself a function, it is said to be nested. In Microsoft Excel, you can nest up to seven levels of functions in a formula. A formula does not always include a function or an argument. Consider these formulas: =A20+B25+C50 =D19-D18 =(D6*8)+(E1/20) Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 26 of 41

27 Automatically sum a range of cells 1) Select the cell where you want the results to appear. 2) Click the AutoSum tool on the Home Tab in the Editing tool grouping. 3) Press the Enter key (or click the AutoSum tool again). Sum multiple rows and columns 1) Select the rows and columns you want to sum. Make sure to add empty cells to contain the calculation results. 2) Click the AutoSum tool. Naming a cell or a range, or cells Normally, once you define a name on any sheet in a workbook, you can use that name on any other sheet in the workbook. You can also create sheet-level names that can be useful if you want to use a common name on several sheets in the same workbook. If you use the same name to define both a sheet-level name and a book-level name, the sheet-level name takes precedence on the sheet where it is defined. To name a cell or a range: 1) Select the cell, cell range, or nonadjacent selections you want to name. 2) Click the Name Box at the left end of the formula bar to activate it. 3) Type the name for the cell or range, then press Enter. Name box as it appears after clicking in cell A1. Note: Cell reference (A1) moves to far left when you click in the Name box. Name box as it appears after entering the name for the cell or range. Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 27 of 41

28 When you click the arrow next to the name box to view the list of names, you see the new cell or range name. If you select the name, Excel selects the cell or range. There are two names in figure to right. The is an example of using a name in a formula. Note that the formula is =SUM(Expenses) instead of =SUM(B2:B7). An example of a natural language formula. Absolute versus relative values Excel s default setting for formulas uses relative references. In other words, when a formula is copied to another cell, the cell references are automatically adjusted relative to their last position. Absolute references are more effective for formulas which repeatedly use the same value as in the 28% withholding rate example below. Absolute references are represented by dollar signs before column and/or row references. In the example below, E3 has been changed to \$E\$3. You can either type the dollar signs or press F4. This example shows a formula for computing taxes for each employee. Rather than typing 28% in each formula, one cell has been used to place this value. It is more Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 28 of 41

29 e fficient to refer to one cell than typing 28% each time. Another advantage besides not having to do as much typing is that, should the withholding percentage ever change, you would not have to rewrite the formulas in every cell. For example, if the formula in G6 was copied and pasted to G7, the formula in G7 would be =\$E\$3*F7. In other words, E3 would remain absolute, while F6 would be changed to F7. Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 29 of 41

30 Exercise - Module 5 Before you begin the exercise below, please review these key terms and make sure you understand them before beginning the next topic. Key Terms: formula function syntax equal sign argument operator value (result) sum function Name Box AutoSum range of cells absolute value 1) Open the EX5 workbook. 2) Click on the New Hampshire worksheet. 3) Select cells D6 through D13, then click the AutoSum tool once. 4) What happened? 5) Click in cell F6 and build a formula for the gross pay for each person. 6) Use the F6 fill handle to copy the formula down through D13. 7) What happened? 8) Click in cell G6 and create a formula for the taxes for each person. [Hint: When creating your formula, use the cell address that has the 28% withholding tax rate.] 9) Use the G6 fill handle to copy the formula down through G13. 10) Did you get what you expected? 11) If not, how would you solve this problem? 12) Click in cell H6 and build a formula for the net pay for each person. 13) Use the H6 fill handle to copy the formula down through H13. 14) Save and close your worksheet. 15) What feature will you probably use most often at work? Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 30 of 41

32 Using Styles To apply several formats in one step and ensure that cells have consistent formatting, you can apply a style to the cells. Excel provides styles to format numbers as currency, percentages, or with commas separating thousands. You can create your own styles to apply a font and font size, number formats, and cell borders and shading and to protect cells from changes. Format Painter If you've already formatted some cells on a worksheet the way you want, you can copy the formatting to other cells using the Format Painter tool in the Clipboard tool grouping, on the Home tab. To apply the formatting to adjacent cells: 1) Click in the cell that has the formatting you wish to duplicate. 2) Click on the Format Painter tool on the Home tab. 3) Click and drag the cell(s) that you wish to have the desired format. To apply the formatting to non-adjacent cells: 1) Click in the cell that has the formatting you wish to copy. 2) Double-click on the Format Painter. 3) Select the cell(s) you wish to have formatted. 4) When you have finished formatting, click the Format Painter tool again, or Esc. Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 32 of 41

33 Exercise Module 6 Before you begin the exercise below, please review these key terms and make sure you understand them before beginning the next topic. Key Terms: row height column width font style font size alignment cell borders cell shading patterns autoformat format painter 1) Open the EX6 workbook. 2) Verify that Q1 Data sheet is the active sheet. 3) Format cells A5, A8, A9, A12 and A13 as Arial, 16 Pt., Bold and Italic. 4) Click on cell A5, then double-click on the Format Painter tool. 5) Click on Q2 Data sheet, then click on cells A5, A8, A9, A12 and A13. 6) Click on the Format Painter tool. 7) Click on Q1 Data sheet. 8) Select cells A5 through F13. 9) Choose AutoFormat from the Quick Access Toolbar. 10) Select the Colorful 1 Table Format. 11) Click on Q2 Data sheet and click in cell A5. 12) Execute the keyboard shortcut Ctrl +Y to repeat AutoFormat. 13) What happened? Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 33 of 41

37 scaling options you set with the Page Setup command on the File menu. You can create manual page breaks by selecting Page Break from the Insert Menu. Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 37 of 41

40 They can be reached three ways: Phone at (617) on weekdays between 8 am and 6pm. Send to Access through the Web at MIT Excel User Group The Excel User Group meets on the first Tuesday of each month; September June, to share information. It is one of many user groups that meet on campus. To see a complete list of user groups at MIT, go to: For more information, contact John Fothergill, the Excel User Group coordinator, at (617) or send to the Excel User Group list The Excel User Group web page is at Exercise - Module 8 Before you begin the exercise below, please review these key terms and make sure you understand them before beginning the next topic. Key Terms: Getting Results Screen Tips User Group Help Desk World Wide Web Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 40 of 41

41 1) Open the EX8 workbook. 2) Use Screen Tips to learn what the tool with the triangle, square and circle does. What is the name of this tool? 3) What is the web address for the Excel User Group? 4) What is the address for the Excel User Group? 5) Write the Help Disk phone number for Excel for Windows here. 6) Click on the context sensitive help button, then choose Subtotals from the Data menu. 7) Close all open windows and Exit the Excel program. CONGRATULATIONS! YOU HAVE SUCCESSFULLY COMPLETED THIS COURSE. Copyright 2009 Massachusetts Institute of Technology All Rights Reserved 41 of 41

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