Microsoft Excel 2010

Transcription

1 Application Window for Excel 2010: Microsoft Excel Clipboard Tool Box: enables you to cut, copy, and paste text. 2. Font Tool Box: for changing the size, colour, and style of letters 3. Alignment: for changing the alignment of words in cells 4. Column Header Column 5. Row Header Row 6. Cell 7. Cell Coordinates 8. Worksheet Tab MS Excel is a computer program/application that helps the user to create spreadsheets. A collection of spreadsheets is called a workbook. A spreadsheet (or worksheet) is a document that stores data in a grid made up of vertical columns and horizontal rows. The place where a column and a row intersect is called a cell. Columns are represented by letters in the column header and rows are represented by numbers in the row header. Because a cell is an intersection of a column and a row, it is represented by a combination of a letter and a number, much like a map coordinate. Exercise 1: Double click on the icon to open Microsoft Excel and save a new spreadsheet under a new name. Excel 2010 Page 1 of 7 Updated: June 2014 EC/KG

2 Cells Cells can hold three types of information: Text is usually used to label a column or a row of data, or in lists. Numbers are the data that is entered in a cell. Formulas are the calculations that will be performed using the numbers in a cell. Navigating Between Cells on a Spreadsheet There are a few different way to navigate between cells, columns, and rows in a spreadsheet. Tab will move you to the next cell to the right Enter will move you to the next cell down The arrow keys will move you in the direction in which they point. You can always use your mouse to point to a new cell. Click the left mouse button to highlight it. Exercise 2: 1. Click on a cell. 2. Use Tab, Enter, and the arrow keys to move around the spreadsheet. Highlighting Multiple Cells To highlight multiple cells in a row or column, click on a row or column header. This will select all of the cells in the row or column. To select multiple columns or rows, click on the header and hold your mouse button down. Drag your mouse across or down until everything that you want to select is highlighted, then release the mouse button. You can also highlight an area within the spreadsheet by clicking on a cell, holding the mouse button down, and dragging your mouse up, down, or diagonally to highlight an area. Once it s highlighted, release the mouse button. To highlight the entire worksheet, click the upper left hand corner where the row and column headers meet. Formatting Cells Cells can display data in many different ways. When you first open a spreadsheet, the cells are formatted to display numbers in a general format. If you are working with dollar amounts or dates you may want to change the way they display. To do that, do the following: 1. Click on the cell you want to format. 2. In the Number area of the toolbar, click on the arrow in the drop down menu that begins with General. Excel 2010 Page 2 of 7

3 3. Click on Long Date or Short Date. This will format the cell to display a date. If you want more options than long or short, click More number formats at the bottom of the list. 4. You can do the same thing to get your cells to display currency. If you click More number formats and lick on Currency, you will have even more options. Exercise 3: 1. Select a cell. 2. Change the format so that it will display a date in the format you choose. 3. Select a column. 4. Change the format so that it will display a currency in the format you choose. Text There are formatting options for text entries as well. You can use a lot of the same MS Word Font tools, but the Paragraph tools will be found under Alignment and will be applied to a cell or an area of selected cells. With the alignment tools you can centre text or justify it to the left or right; align it to the top, center or bottom of a cell; merge and centre cells; or set your text to wrap. To make longer text fit into a cell you can: Manually adjust the column width or row height by clicking and dragging the edge of the header Double-lick the column/row header border Format the cell to auto fit the text Format the cell to wrap the text Format the cell to shrink the text Merge the cells together by highlighting 2 or more cells in the same row Exercise 4: 1. Type the following sentence: I am learning about Excel today. Hit Enter. 2. Select the cell with the sentence in it. You ll notice that the text runs over into the next cells. 3. Click on Format in the Cells area. Select Format Cells from the list. 4. Select the Alignment tab. 5. Select Wrap Text to see what happens. Click Undo. 6. Select Shrink to fit to see what happens. Click Undo. 7. Select Merge Cells to see what happens. Click Undo. Excel 2010 Page 3 of 7

4 Copying and Pasting in Excel You can use the same copy and paste functions in Excel that you use in Word; however, Excel has more options because cells can contain three types of information. When copying and pasting in Excel, it is best to right-click and decide what information you want to paste, either: Everything (all the information in the cell) The values (also called data or numbers) The formulas Transpose (changes the orientation of your values) Formatting Paste Special (contains different combinations of all the different paste options) Copying a Worksheet In Excel you can copy an entire spreadsheet and paste it into a new tab in the workbook that is open, or paste it into an entirely different workbook. This way you don t have to duplicate your work. For example, if you set up a monthly budget spreadsheet, you can make a template and then copy it 12 times to tabs in your workbook so that you can have the entire year in one file. At the end of the year you could then move or copy your template to another workbook and start all over again. You can also rename each sheet in your workbook to make distinguishing between them easier. Exercise 5: 1. Right click on Sheet 1 and then click Rename and give your sheet a different name. Hit Enter. 2. Right click on the newly named sheet and then select Move or Copy 3. Click on the box by Create a copy. 4. Choose Sheet2 as the destination. 5. Click OK. 6. Save your work. Excel 2010 Page 4 of 7

5 Drawing Borders You can use Excel to create forms in many different styles and colours. You can create them by hand using the Border tools in the Font area. To outline areas yourself, click on the drop down menu in the Font area, circled in red below. You then have a bunch of tools that you can use to create your own form. Exercise 6: 1. Select a section of cells 3 cells wide and 12 cells long. 2. Click on the Borders tool in the Font area and then select All Borders to outline every cell that you ve selected. 3. Deselect your cells by clicking anywhere else on the spreadsheet. 4. Select just the top row of your outlined cells. 5. Click on the Borders tool then select Thick Bottom Border. 6. Save your work. Inserting and Deleting Rows and Columns If you find that you ve done some work and forgotten to include a column, or you have a row that you don t need, it is easy to add or remove a column or row. Simply right-click on the row or column header that you want to delete, and click Delete. To add a column or row, right-click on the header after the spot you intend to insert a new column or row and click Insert. To insert multiple columns or rows you can hit the Re-do button in the top left hand corner, or copy an paste entire columns or rows. Creating Tables Tables make working with data easier; they can later be used to make charts. To insert a readymade table, you need to click on the Insert tab. Then when you click on the Table button, a box will pop up asking you where the data for your table is. Excel will build a table around data you have already input into your spreadsheet, or you can leave it blank and enter it after the table is created. Excel 2010 Page 5 of 7

6 Exercise 7: 1. Select a section of cells 3 cells wide and 12 cells long beside the first form that you created. 2. Click on the Insert tab then select the Table button. 3. Click the box that says My table has headers beside it. 4. Click OK. You ll notice that Excel has given your table a colour scheme, headers, and filters by the headers. 5. In the Table Style Options area, select a new colour scheme for your table. 6. Save your work. Filters and Sorting The other thing that happens when you insert a table into your spreadsheet is that Excel automatically adds some useful functions. You should notice in your inserted table that there are arrows indicating drop down menus next to your table headers. With these you can perform sorting and filtering functions. You can sort each column from smallest to largest or vice versa. With filters you can limit what data you are viewing at one time. You can also put your own filters on a spreadsheet or table: 1. Click on the Data tab. 2. Select the columns you would like to apply sorting filters to. 3. Click Filter. Other great functions in the Sort & Filter area are the ascending and descending Sort buttons. You can use those to sort in a table, or you can use them to sort a column of numbers or text that you select. Exercise 8: 1. Select the numbers 1-12 that you typed in a previous exercise. 2. Click Data and then click ZA to sort the numbers from biggest to smallest. Excel 2010 Page 6 of 7

7 Exercise 9: 1. Type the numbers 1 through 12 in a single column somewhere on your spreadsheet. 2. Select all the cells that you put numbers in, and copy them. 3. Right click to paste values to put them in to Column 1 and then into Column 2 of your inserted table. Pick the Values option to paste only the data and nothing else. 4. Click on the drop down menu of Column 2 and select Sort largest to smallest. 5. Save your work. Calculations One of the best basic features of Excel is its basic calculation function. You can type out your own formulas, or use the autosum button to have Excel perform some simple calculations for you. To total a column or row of numbers, select the cell where you want the result to be and then click the autosum button. In a table that you ve inserted, the change you make to one row or column will affect the entire table. Exercise 10: 1. Select the cell at the bottom of your first column. 2. Click Autosum. Because it s an inserted table, it wil autotomatically apply the calculation across every column. 3. Now select the cell at the end of the first row of your table. 4. Click Autosum. Notice that the entire column has been filled with the same calculation. 5. Save your work. Review To help you review the basics, check out this Youtube video: This work is licensed under an Attribution-Noncommercial-Share Alike 2.5 license. You may share and adapt it for non-commercial use if the original is cited. ( Excel 2010 Page 7 of 7