Excel 2007 Tutorial I

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1 This tutorial was adapted from a tutorial by see its complete version at Excel 2007 Tutorial I Contents Screen Layout... 3 Ribbon user interface... 3 Tabs that appear only when you need them... 4 Menus, toolbars and other familiar elements... 5 Page Layout View... 6 Worksheet Terms... 6 Getting started with Excel... 7 Opening Excel... 7 Creating a Workbook... 7 Entering Text... 8 Entering Numbers... 8 Saving Your Work... 9 Working with Rows and Columns Adjusting Row Height and Column Width Using AutoFit to Adjust Rows and Columns Adding and Removing Rows and Columns Hiding Columns Redisplaying Columns Editing Cell Contents Selecting Cells Moving Information Using the Fill Command Freeze panes to lock specific Rows or Columns Formatting Cells Applying Cell Styles Formatting Borders Merging Cells Wrapping Text Clearing Cell Formatting Formatting Numbers Formulas And Functions Create or delete a formula Basic Functions... 20

2 AutoSum Comparing Side By Side Sorting Data Printing Basics Printing the Active Worksheet(s) Printing the Entire Workbook About the Page Setup Dialog Box Adding Headers and Footers Using Preset Headers and Footers Header and Footer Elements Preview Previewing a Sheet Print Preview Commands of 29

3 Microsoft EXCEL is a spreadsheet program that you can use to organize, analyze and attractively present data such as a budget or sales report. Each Excel file is a workbook that can hold many worksheets. The worksheet is a grid of columns, designated by letters, and rows, designated by numbers. The letters and numbers of the columns and row called labels are displayed in gray buttons across the top and left side of the worksheet. The intersection of a column and a row is called a cell. Each cell on the spreadsheet has a cell address that is the column letter and the row number. Cells can contain text, numbers, or mathematical formulas. Screen Layout Ribbon user interface Designed for easy browsing, the Ribbon consists of tabs that are organized around specific scenarios or objects. The controls on each tab are further organized into several groups. The Ribbon can host rich content including buttons, galleries, and dialog box content. 3 of 29

4 1. Tabs are designed to be taskoriented. 2. Groups within each tab break a task into subtasks. 3. Command buttons in each group carry out a command or display a menu of commands. The principal commands in EXCEL are gathered on the first tab, the Home tab that contains the most commonly used basic tasks with worksheets. Tabs that appear only when you need them Instead of showing every command all the time, Excel 2007 shows some commands when you may need them, in response to an action you take. In addition to the standard set of tabs that you see on the Ribbon whenever you start OFFICE EXCEL 2007, there are two other kinds of tabs, which appear in the interface only when they are useful for the type of task you are currently performing. 1- Contextual tools: Contextual tools enable you to work with an object that you select on the page, such as a table, picture, or drawing. When you click the object, the pertinent set of Contextual tabs appears in an accent color next to the standard tabs. 1. Select an item in your document. 2. The name of the applicable Contextual tools appears in an accent color, and the Contextual tabs appear next to the standard set of tabs. 3. The Contextual tabs provide controls for working with the selected item. 4 of 29

5 2- Program tabs: Program tabs replace the standard set of tabs when you switch to certain authoring modes or views, including Print Preview. Menus, toolbars and other familiar elements In addition to tabs, groups, and commands, OFFICE EXCEL 2007 uses other elements that also provide paths for accomplishing your tasks. The following elements are more like the menus and toolbars that you are already familiar with from earlier versions of Excel. Microsoft Office Button : This button is located in the upper-left corner of the Excel window and opens the menu shown here. Quick Access toolbar: The Quick Access toolbar is located by default at the top of the Excel window and provides quick access to tools that you use frequently. You can customize the Quick Access toolbar by adding commands to it. 5 of 29

6 Dialog Box Launchers: Dialog Box Launchers are small icons that appear in some groups. Clicking a Dialog Box Launcher opens a related dialog box or task pane, providing more options related to that group. Page Layout View To see the new view, click Page Layout View on the View toolbar on the bottom right of the window. Or click the View tab on the Ribbon, and then click Page Layout View in the Workbook Views group. In Page Layout view there are page margins at the top, sides, and bottom of the worksheet, and a bit of blue space between worksheets. Rulers at the top and side help you adjust margins. You can turn the rulers on and off as you need them (click Ruler in the Show/Hide group on the View tab). With this new view, you don't need print preview to make adjustments to your worksheet before you print. You'll see more about that in the last section. It's easy to add headers and footers in Page Layout view. When you type in the new header and footer area at the top or bottom of a page, the Design tab opens with all the commands you need to create your headers and footers. You can see each sheet in a workbook in the view that works best for that sheet. Just select a view on the View toolbar or in the Workbook Views group on the View tab, for each worksheet. Normal view and Page Break preview are both there. Worksheet Terms Like all other areas of computer technology, Microsoft Excel worksheets have their own "language." This list of common terms is provided to serve as a reference for you as you work in Excel. Cell: The intersection of a column and row. Information is stored in cells. Cell References: The address, consisting of the column and row IDs, of a specific cell. The current cell location is displayed in the upper left corner of the worksheet. 6 of 29

7 Column: A vertical group of cells within a worksheet. Formula: A set of instructions which perform a calculation based on numbers entered in the cell or numbers entered in other cells (referred to by cell references). All formulas begin with the equal sign (=). Function: A pre-programmed formula. The function performs the calculation based on the cells referenced in the function. All functions begin with the equal sign (=). Range: A group of cells. Ranges are often referenced for formulas, printing, and designating information to be copied or cut. Ranges can be selected by clicking and dragging over the cells. Row: A horizontal group of cells within a worksheet. Value: A number that can be used in an Excel calculation. Workbook: A collection of worksheets contained within a single file. Worksheet: A single layer or single sheet within the workbook. A worksheet can contain data, charts, or both. Instead of compiling all of your information into one worksheet, you can create several worksheets within the one workbook file. With this organization, similar information is grouped together to make it easier to locate and use. The worksheets for your workbook will vary based on its content and purpose. EXAMPLE: If you want one file containing the gradebooks for all sections you teach, each section can be on a separate sheet. Note: The terms worksheet and spreadsheet are often used interchangeably. Getting started with Excel Opening Excel To open Excel 2007, from the Start menu, select All Programs» Microsoft Office» MICROSOFT OFFICE EXCEL 2007 Creating a Workbook An Excel file is called a workbook. By default, workbooks open with three blank worksheets, although you can add or delete worksheets at any time. The advantage of having multiple worksheets, or layers, is that a variety of data can be compiled, analyzed, and integrated in a single file. Worksheets can contain data, charts, or both. 7 of 29

8 1. In the top left corner of the Excel window, click Office Button 2. Select New The New Workbook dialog box appears. 3. Under New Blank, double click BLANK WORKBOOK A new workbook appears. Entering Text Excel allows you to enter text into cells. 1. Select the cell where you want to enter text 2. Type text into the cell 3. To accept the text, press [Enter] or an [Arrow] To force text to wrap at a specific point in a cell, press [Alt] + [Enter] Entering Numbers Numeric cells can be used for calculations and functions. A numeric cell may contain numbers, a decimal point (.), plus (+) or minus (-) signs, and currency ($). 1. Select the cell where you want to enter numbers 2. Type the numeric information that should be in the cell HINT: To enter a fraction, type 0 and press [Space] before the fraction; otherwise, Excel will interpret the fraction as a date. 3. To accept the information, press [Enter] or an [Arrow] Note: Excel automatically right-aligns numerical values and left-aligns text. 8 of 29

9 Do not include spaces or alphabetical characters in a calculation cell. Saving Your Work Saving for the First Time The following steps should be used when you are saving a worksheet for the first time, when you want to save it to a new location (e.g., as a backup), or when you want to save a copy with a different name. 1. In the top left corner of the Excel window, click FILE The File menu appears 2. From the File menu, select Save As... OR Press [Ctrl] + [S].The Save As dialog box appears. 3. From the Save in pull-down list, select the appropriate save location 4. In the File name text box, type a filename 5.OPTIONAL: To save your workbook in a format other than the default (.xlsx), from the Save as type pull-down list, select the desired format Note: This is an important consideration if you want your document to be able to open in Excel Click SAVE The file is saved. Saving Subsequent Times 1. In the top left corner of the Excel window, click FILE The File menu appears 2. From the File menu, select Save OR Press [Ctrl] + [S] OR From the Quick Access toolbar, click SAVE The file is saved. 9 of 29

10 Working with Rows and Columns Excel allows you to adjust your worksheets to achieve the desired look. Rows and columns can be resized either automatically or manually to fit your information, and you can add or delete rows and columns if necessary. Adjusting Row Height and Column Width When you start working on a worksheet, all columns are 8.43 characters wide (in default font) and row heights are set to fit the content of the cell with a maximum of 15 points. Excel may widen the column or increase the row height to fit the cell content. Adjusting the width or height is easy to do and can be done using the Ribbon option or the Mouse option. Since columns and rows extend throughout the worksheet, the setting applies to the entire column or row. If you need to have two settings, you will have to move some of your information to another row or column with the correct settings. Adjusting Row Height: Ribbon Option 1. To adjust a single row, select any cell from the row to be adjusted To adjust multiple non-contiguous rows, press [Ctrl] + select cells from each row to be adjusted 2. From the Ribbon, select the Home command tab 3. In the Cells group, click FORMAT 4. In the Cell Size section, select Height... The Row Height dialog box appears. 5. In the Row height text box, type the desired height 6. Click OK, The row height is adjusted. Adjusting Row Height: Mouse Option If you choose to adjust multiple rows at once, all selected rows will be adjusted the same amount no matter which row border you move. 1. Select the cells that you need to adjust their Row Heights. 2. Along the row ID (e.g., 1, 2, 3...), point to the border below the row to be adjusted a. When the pointer turns into a double-arrow, click and drag.a box appears next to the pointer, indicating the current row height as you drag it. b. When the row reaches the desired height; release the mouse button The row height is adjusted. Note: For adjusting column width, we apply a very similar way in both options of adjusting row height. 10 of 29

11 Using AutoFit to Adjust Rows and Columns To adjust the column width or the row height, Excel can determine the best width and height based on the information in the column or row. Using AutoFit to Adjust Row Height: Mouse Option 1. Along the row ID (e.g., 1, 2, 3,...), point to the border below the row to be adjusted 2. When the pointer turns into a double-arrow, double click The row height adjusts so the tallest item in the row is displayed in full. Using AutoFit to Adjust Row Height: Ribbon Option 1. To select a row to be adjusted, click the ROW ID (e.g., 1, 2, 3...) The entire row is selected. 2. From the Ribbon, select the Home command tab 3. In the Cells group, click FORMAT 4. In the Cell Size section, select AutoFit The row height adjusts so the tallest item in the row is displayed in full. Note: We apply the same method to Auto-Fit column height. Adding and Removing Rows and Columns When working with worksheets, you will often need to make changes to the original worksheets, such as deleting old information or adding new information. To make this task easier, you can add new rows and columns or delete existing rows and columns. Adding Rows 1. Select a cell below where you want to add a new row 2. From the Ribbon, select the Home command tab 3. In the Cells group, click the arrow on the Insert button» select Insert Sheet Rows A new row is added above the selected cell. Adding Columns 1. Select a cell to the right of where you want to add a new column 2. From the Ribbon, select the Home command tab 3. In the Cells group, click the arrow on the INSERT button» select Insert Sheet Columns A new column is added left of the selected cell. 11 of 29

12 Deleting Rows WARNING: When you delete a row, everything in the row is deleted. If you do not want to delete the whole row, delete information from specific cells instead. 1. From the Ribbon, select the Home command tab 2. In the Cells group, click the arrow on the DELETE button» select Delete Sheet Rows The row(s) are deleted. Deleting Columns WARNING: When you delete a column, everything in the column is deleted. If you do not want to delete the whole column, delete information from specific cells instead. 1. From the Ribbon, select the Home command tab 2. In the Cells group, click the arrow on the DELETE button» select Delete Sheet Columns The column(s) are deleted. Hiding Columns You can hide columns of your worksheet containing information that you do not need to view or do not want to print. 1. Select a cell within the column(s) to be hidden 2. On the Home command tab, in the Cells group, click FORMAT 3. From the Format menu, in the Visibility section, select Hide & Unhide» Hide Columns The column is hidden. Hiding Columns: Quick Menu Option Right click the column ID» select Hide Redisplaying Columns 1. Select at least one cell from both of the columns around the hidden column(s) to be redisplayed EXAMPLE: If column B is hidden, select a cell from both columns A and C. 12 of 29

13 2. On the Home command tab, in the Cells group, click FORMAT 3. From the Format menu, in the Visibility section, select Hide & Unhide» Unhide Columns The column reappears. Note: This applies to Rows also. Editing Cell Contents After creating part of an Excel worksheet, you may discover that the information needs to be changed, moved, or repeated. Excel allows you to edit cell contents in a variety of ways that can make creating your document easier. Functions and formulas can be copied or moved, lists can be automatically continued, and formulas can be applied to different data. This document will cover various editing techniques you can use in Excel. Selecting Cells Before a cell can be modified or formatted, it must first be selected (highlighted). Refer to the table below for selecting groups of cells. Cells to select One cell Entire row Entire column Entire worksheet Cluster of cells Mouse action click once in the cell click the row label click the column label click the whole sheet button (upper left corner of the labels empty label ) drag mouse over the cells or hold down the SHIFT key while using the arrow keys To activate the contents of a cell or to edit it, double-click on the cell. Moving Information Often, your first approach at organization will not be the same as your final ideas. For this reason, you may want to reorganize information. You may also want to duplicate an established formula for use in another cell. The Drag and Drop, Cut and Paste, and Copy and Paste options will help you do this without having to recreate the entire worksheet. Drag and Drop vs. Cut and Paste Drag and Drop allows you to move the information from a single cell or a range of cells. Drag and Drop is great for moving short distances but challenging for moving to cells not displayed on the current screen. Cut and Paste is the better method when moving information over long distances. 13 of 29

14 Moving Information: Drag and Drop 1. Select the cell(s) to be moved HINTS: To select an individual cell, click that cell. To select multiple contiguous cells, click and drag across the desired cells. 2. Point to the heavy border surrounding the cell(s) The cursor changes to a four-headed arrow. 3. Click and hold the mouse button 4. Drag the cell(s) to the new location Note: An outline of the cell(s) you are moving will appear over the new location. As you move the cell(s), a box appears next to the pointer, indicating the cell location. 5. When you reach the desired location, to drop the cell(s), release the mouse button The cell(s) are inserted into the selected location. WARNING: If information already exists at the new location, a dialog box will appear to confirm that you want to replace the information. Note: To go a step backwards, click the undo typing arrow found in the Quick access toolbar or press [Ctrl] + [z] Moving Information: Cut and Paste 1. Select the cell(s) to be moved HINTS: To select an individual cell, click that cell. To select multiple contiguous cells, click and drag across the desired cells. 2. Press [Ctrl] + [X] OR a. From the Ribbon, select the Home command tab b. In the Clipboard group, click CUT A moving border appears around your selection. 3. Select the cell where you want the cell(s) to be pasted 4. Press [Ctrl] + [V] Using the Fill Command Excel provides many ways to repeat information in many cells throughout a worksheet. The most convenient way to repeat information in contiguous cells is by using the Fill command. If the first cell contains a formula, the formula will be repeated in the additional cells. If the first cell contains text, the text will be repeated in the additional cells. You can allow Excel to automatically fill in the information for you, or you may choose to create custom patterns of information. 14 of 29

15 Note: If Excel recognizes a pattern in the information you entered, the additional cells will contain the next item in the pattern. For example, if the first cell contains the day Sunday, Excel will fill the following cells with Monday, Tuesday, etc. Other examples include filling months of the year and hours of the day. Filling Cells Using this option will extend the data in the series to the selected cells. 1. Type the information (cell contents or formula) in the first cell of the group 2. In this cell, move your pointer over the fill corner so your pointer changes into crosshairs Note: For this option to work, you must ensure that the pointer changes into a crosshairs before filling. 3. Click and hold the crosshairs Drag the mouse in the direction you want the information to be copied Note: You can drag the corner in any one direction; left, right, up, or down. 4. Release the mouse button The fill is applied. Freeze panes to lock specific Rows or Columns 1. On the worksheet, do one of the following: To lock rows, select the row below where you want the split to appear. To lock columns, select the column to the right of where you want the split to appear. To lock both rows and columns, click the cell below and to the right of where you want the split to appear. 2. On the View tab, in the Window group, click Freeze Panes, and then click the option that you want. Note: When you freeze panes, the Freeze Panes option changes to Unfreeze Panes so that you can unlock frozen rows or columns. Split panes to lock rows or columns in separate worksheet areas 1. To split panes, point to the split box at the top of the vertical scroll bar or at the right 15 of 29

16 end of the horizontal scroll bar. 2. When the pointer changes to a split pointer or, drag the split box down or to the left to the position that you want. 3. To remove the split, double-click any part of the split bar that divides the panes Formatting Cells In Excel, every cell can be formatted differently. There are many options available to customize your Excel workbook, which can make the worksheet easier to read. Excel also provides many number formats, allowing you to standardize how numbers will appear in your document. Applying Cell Styles Cell Styles are a combination of fill and font color designed to highlight or emphasize cell contents. They are easily applied to your workbook. 1. Select the cell(s) whose style you want to change 2. From the Home command tab, in the Styles group, click CELL STYLES A pull-down list appears. Note: When you hover your mouse over different styles, a preview of the style will appear in the selected cells. 3. From the Good, Bad and Neutral; Data and Model; or Titles and Headings group, select the desired cell style The style is applied to the selected cells. Formatting Borders To make certain cells stand out in the worksheet, you may want to format a cell's borders. Changing Borders 1. Select the cell(s) whose borders you want to format 16 of 29

17 2. From the Home command tab, in the Font group, click the next to BORDER» select the desired border The border is applied. Changing Border Color 1. From the Home command tab, in the Font group, click the next to BORDER» select Line Color» select the desired color The cursor changes to the shape of a pencil. 2. To format individual borders, click the borders you want changed To format multiple cells, click and drag across the desired cells 3. To quit formatting border colors, press [Esc] Changing Border Style 1. From the Home command tab, in the Font group, click the next to BORDER» select Line Style» select the desired line style 2. To format individual borders, click the borders you want changed To format multiple cells, click and drag across the desired cells 3. To quit formatting border styles, press [Esc] Deleting Borders 1. From the Home command tab, in the Font group, click the next to BORDER» select Erase Border The cursor changes to the shape of an eraser. 2. To delete individual borders, click the borders you want changedto delete multiple cell borders, click and drag across the desired cells 3. To quit deleting borders, press [Esc] Merging Cells A cell merge converts selected cells into a single cell. This can be useful for creating titles. Creating a Cell Merge WARNING: After a cell merge, if two or more selected cells have data in them, Excel will display the information from the cell closest to the upper left corner, deleting all other data. 17 of 29

18 1. Select the cells you want to merge 2. From the Home command tab, in the Alignment group, click MERGE & CENTER The cells are merged and the text aligns to the center Customizing a Cell Merge 1. Select the cells you want to merge 2. Click the next to MERGE & CENTER A pull-down list appears. 3. To merge cells and align text to the center, click MERGE & CENTER To merge cells only as rows (i.e., columns do not merge), click MERGE ACROSS To merge cells without setting an alignment, click MERGE CELLS Removing a Cell Merge 1. Select the cell you want to unmerge 2. Click the next to MERGE & CENTER» select UNMERGE CELLS The cell merge is removed. Wrapping Text If you have text that appears in a single cell and you want to increase the height of the cell without expanding the row or column, you can use the Wrap text option. 1. Select the appropriate cells 2. From the Home command tab, in the Alignment group, click WRAP TEXT The text wrap is applied. Note: To remove the text wrap, click WRAP TEXT again. Clearing Cell Formatting You can remove all cell formatting while preserving text formatting in selected cells (e.g., fill color, alignment, and borders will be cleared, but text color, font size, and font face will not be cleared). 1. Select the cell(s) containing the formatting to be cleared 2. From the Home command tab, in the Editing group, click CLEAR» select Clear Formats The cell formatting is removed. 18 of 29

19 Formatting Numbers Excel provides preset number formats to help you standardize how numbers will appear in your worksheet. You may also customize number formats to fit your needs. EXAMPLES: When formatted as Currency, the number 9.27 will appear as $9.27. When formatted as Fraction, the number 9.27 will appear as 9 1/4. Formatting Numbers: Dialog Box Option The Format Cells dialog box can help you customize your number formatting. 1. Select the cell(s) you want to format 2. In the Home command tab, in the Number group, click FORMAT CELLS: NUMBER The Format Cells dialog box appears with the Number tab displayed. 3. From the Category list, select the desired number format HINT: You can preview the formatting in the Sample section. EXAMPLE: Select Currency. 4. If the format offers additional options, select the preferred options EXAMPLE: Format the number of decimal places, the desired symbol, and negative numbers. 5. Click OK The selected cells are formatted. 19 of 29

20 Formulas And Functions The unique feature of a spreadsheet program such as Excel is that it allows you to create mathematical formulas and execute functions. Otherwise, it is not much more than a large table for displaying text. This page will show you how to create these calculations. Create or delete a formula Formulas are equations that perform calculations on values in your worksheet. A formula starts with an equal sign (=). For example, the following formula multiplies 2 by 3 and then adds 5 to the result. =5+2*3 A formula can also contain any or all of the following: Functions (function: A prewritten formula that takes a value or values, performs an operation, and returns a value or values. Use functions to simplify and shorten formulas on a worksheet, especially those that perform lengthy or complex calculations.), references, operators (operator: A sign or symbol that specifies the type of calculation to perform within an expression. There are mathematical, comparison, logical, and reference operators.), and constants (constant: A value that is not calculated and, therefore, does not change. For example, the number 210, and the text "Quarterly Earnings" are constants. An expression, or a value resulting from an expression, is not a constant.). Parts of a formula 1. Functions: The PI () function returns the value of pi: References: A2 returns the value in cell A2. 3. Constants: Numbers or text values entered directly into a formula, such as Operators: The ^ (caret) operator raises a number to a power, and the * (asterisk) operator multiplies. Basic Functions Functions can be a more efficient way of performing mathematical operations than formulas. For example, if you wanted to add the values of cells D1 through D10, you would type the formula "=D1+D2+D3+D4+D5+D6+D7+D8+D9+D10". A shorter way would be to use the SUM function and simply type "=SUM (D1:D10)". Several other functions and examples are given in the table below. Function Example Description SUM =SUM (A1:A100) finds the sum of cells A1 through A100 AVERAGE =AVERAGE (B1:B10) finds the average of cells B1 through B10 MAX =MAX (C1:C100) returns the highest number from cells C1 through C100 MIN =MIN (D1:D100) returns the lowest number from cells D1 through D100 SQRT =SQRT (D10) finds the square root of the value in cell D10 TODAY =TODAY () returns the current date (leave the parentheses empty) Function Wizard You can view all functions available in by using the Function Wizard. 20 of 29

21 1. Select the cell where the function will be placed and click the INSERT FUNCTION button INSERT > FUNCTION). next to the Formula bar (or go to 2. From the Insert Function dialog box, browse through the functions and select a category from the drop-down menu, and select the function from the Select a Function choices below. As each function name is highlighted a description and example is provided below the two boxes. 3. Click OK to select a function. 4. The next window allows you to choose the cells that will be included in the function. In the example below, cells A1, A2 and A3 were automatically selected for the sum function by EXCEL. 5. The cell values {1; 2; 3} are located to the right of the 6. Number 1 field where the cell addresses are listed. 7. If another set of cells, such as 8. B1, B2 and B3, needed to be added to the function, those cells would be added in the format B1:B3 to the Number 2 field. 9. Click OK when all the cells for the function have been selected. AutoSum Use the AutoSum functions to add the contents of a cluster of adjacent cells. 1. Select the cell where you want the sum to appear. This cell should be outside the cluster of cells that you will select. Cell C2 was used in this example. 2. Click the AutoSum button (Greek letter sigma) on the found on the Editing group in the Home tab. 3. By default, the group of cells that will be summed will be highlighted, in this example cells A2 through B2. Press the ENTER key on the keyboard or click the green check mark button on the Formula Bar. Comparing Side By Side 1. Open both of the files that you want to compare. 2. On the View tab, in the Window group, click VIEW SIDE BY SIDE. To scroll both documents at the same time, click SYNCHRONOUS SCROLLING in the Window group on the View tab. If you don't see Synchronous Scrolling, click WINDOW on the View tab, and then click SYNCHRONOUS SCROLLING. 21 of 29

22 To close Side by Side view, click VIEW SIDE BY SIDE in the Window group on the View tab. If you don't see View Side by Side, click WINDOW on the View tab, and then click VIEW SIDE BY SIDE. Sorting Data The Sort command arranges worksheet data by text (i.e., A to Z, Z to A), numbers (i.e., smallest to largest, largest to smallest), dates, or times (oldest to newest, newest to oldest). Sorting Data: Sort Button If you simply want to sort your data by one column from smallest to largest or largest to smallest, you can do so with one click. 1. Select a cell in the column used to sort 2. From the Data command tab, in the Sort & Filter group, click SORT SMALLEST TO LARGEST or SORT LARGEST TO SMALLEST The selected column is sorted. Sorting Data: Sort Dialog Box Using the Sort dialog box, you can create multi-level sorts that meet a variety of specifications. 1. Select a cell in the column you want to use to sort 2. From the Data command tab, in the Sort & Filter group, click SORT. The Sort dialog box appears. 22 of 29

23 3. To sort by ascending or descending values (i.e., alphabetically, numerically, time, or date) a. In the Sort by pull-down list, select the column you want to use to sort b. In the Sort On pull-down list, select Values c. In the Order pull-down list, select A to Z or Z to A The data is sorted according to the selected order. 4. To sort according to a custom list a. In the Sort by pull-down list, select the column you want to use to sort EXAMPLE: select a column containing days of the week b. In the Sort On pull-down list, select Values c. In the Order pull-down list, select CUSTOM LIST. The Custom Lists dialog box opens d. Select the custom list by which you want to sort EXAMPLE: select Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday e. Make necessary changes f. Click OK The data is sorted. Printing Basics When printing in Excel 2007, you can print all or part of the current workbook or worksheet. This document introduces some helpful printing options and techniques. Printing the Active Worksheet(s) Excel lets you print the active sheet(s) in your workbook without having to print the rest of the workbook. Unless you select multiple worksheets, the active worksheet is the visible worksheet (i.e., the top worksheet; the worksheet whose tab is selected). As explained below, however, it is possible to activate specific multiple worksheets for printing. 1. To activate the worksheet you want printed, click the tab of that worksheet The worksheet is active. 2. OPTIONAL: To make more than one worksheet active a. Click the tab of the first sheet you want to activate The worksheet is active. b. To activate sheets adjacent to the first one you selected, press [Shift] while you click the tab of the last sheet you want selected All sheets between the first and last tabs selected are active. To activate sheets that are not adjacent to the first one you selected, press [Ctrl] while you click the tabs of all sheets you want selected All selected sheets are active. 23 of 29

24 3. In the top left corner of the Excel window, click the OFFICE BUTTON» select PRINT OR Press [Ctrl] + [P] The Print dialog box appears. 4. In the Print what section, select ACTIVE SHEET(S) 5. Click PRINT The active worksheets are printed. Printing the Entire Workbook Printing the entire workbook will print all worksheets that contain data. 1. In the top left corner of the Excel window, click the OFFICE BUTTON» select PRINT OR Press [Ctrl] + [P] The Print dialog box appears. 2. In the Print what section, select ENTIRE WORKBOOK 3. Click PRINT The entire workbook is printed. About the Page Setup Dialog Box In addition to the Print dialog box, the Page Setup dialog box provides many options to help you print your Excel worksheets. Accessing the Page Setup Dialog Box 1. From the Page Layout command tab, in the Page Setup group, click PAGE SETUP The Page Setup dialog box appears. Page Setup Dialog Box Tabs The Page Setup dialog box consists of four tabs: Page, Margins, Header/Footer, and Sheet. Each tab lets you customize elements of your Excel worksheet. 24 of 29

25 Note: The following buttons are found on all tabs: PRINT... (Opens the Print dialog box), PRINT PREVIEW (opens Print Preview), OPTIONS... (Opens the (printer name) on print Properties dialog box), OK, and CANCEL. Page Setup Dialog Box Tabs: Margins The Margins tab lets you set your margins and center your data vertically, horizontally, or both. Note: All margin values are measured in inches. Page Setup Dialog Box Tabs: Header/Footer Headers and footers are the text printed at the top and bottom of pages, such as the date, page number, the filename, or other text. The Header/Footer tab provides options to customize page headers or footers. Option Header Footer Custom Header... Custom Footer... Description Provides several pre-written headers Provides several pre-written footers Lets you create your own header using the Header dialog box. Lets you create your own footer using the Footer dialog box. Customizing Page Layout In order to fit information on a page or change the appearance of a page, you may want to customize your page layout. Several different aspects of your page layout may be altered to customize the way your printed worksheet appears, including: 25 of 29

26 Changing the Orientation Changing the Paper Size Adjusting the Scale Adjusting the Margins Centering the Worksheet on the Page Changing the Orientation Most documents are portrait (tall) oriented, but many worksheets may be easier to read with a landscape (wide) orientation. In addition, changing the orientation can also help you fit a large worksheet onto one sheet of paper. After changing the orientation, you may need to change the paper size. 1. From the Ribbon, select the Page Layout command tab 2. In the Page Setup group, click ORIENTATION» select the desired orientation (i.e., Portrait or Landscape) Adding Headers and Footers Headers and Footers can be useful tools for organizing and identifying a document. A header is a section of information that is printed above the body of the document, and a footer is a section of information that is printed below the body of the document. Information in headers and footers is often static throughout a document (e.g., identifying the name of the document or supplying a page number).you may choose to add a preset header or footer to your document, or to create a custom header and footer. Using Preset Headers and Footers Creating Custom Headers and Footers Custom Header and Footer Elements Using Preset Headers and Footers Preset headers and footers are provided by Microsoft, or can be taken from documents you have used in the past. 1. From the Ribbon, select the Page Layout command tab 2. In the Page Setup group, click PAGE SETUP The Page Setup dialog box appears. 26 of 29

27 3. Select the Header/Footer tab The Page Setup dialog box refreshes to display the Header/Footer options. 4. From the Header or Footer pull-down list, select a preset header or footer 5. Clicks OK The header or footer is applied to the document. Note: The header or footer may display the header or footer code on your screen, but the text will be visible when the worksheet is printed Header and Footer Elements Excel allows you to create custom headers and footers by either typing your own text or adding specific text fields. The buttons available in the Header & Footer elements group provide you with text fields that will automatically update the information displayed as your document changes. These elements can also be added to preset headers and footers to customize your document. The Code column in the table below shows the command that Excel will insert when the option is selected. Although you may see only the code when looking at your document, the code will be translated to the corresponding information when the sheet is printed Note: If you choose to create a custom header or footer using the dialog box option, note that these buttons are also available in the Header and Footer dialog boxes. However, only the graphic part of the button will be visible in these dialog boxes. 27 of 29

28 Button Code Action &[Page] Inserts the page number Note: Excel will count only the pages that have data in at least one cell. &[Pages] Inserts the total number of pages Note: Excel will count only the pages that have data in at least one cell. &[Date] Inserts the current date &[Time] Inserts the current time &[File] Inserts the filename of the workbook &[Tab] Inserts the name of the current worksheet &[Path]&[File] Inserts the path and filename &[Picture] Displays the Insert Picture dialog box so you can insert a picture None Displays the Format Picture dialog box so you can adjust picture properties None Available only in the Header and Footer dialog boxes; displays the Font text box to adjust text formatting Preview Using Print Preview allows you to view what your work will look like once it is printed. Previewing a Sheet Print Preview Commands 28 of 29

29 Previewing a Sheet 1. In the top left corner of the Excel window, click OFFICE BUTTON 2. From the drop-down menu, click the next to PRINT...» select Print Preview The window changes to Print Preview. The Print Preview command tab appears. 3. When finished previewing, click CLOSE PRINT PREVIEW Print Preview Commands Button Returns to Normal view Command Previews the next page of your sheet Previews the previous page of your sheet Displays or hides sheet margins Note: When sheet margins are displayed, you can adjust them by dragging Alters the size at which your sheet is previewed Note: There are two possible sizes; the Zoom button toggles between these two sizes. Opens the Page Setup dialog box. Opens the Print dialog box Note: Clicking PRINT while in Print Preview returns you to Normal view. 29 of 29

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