Getting Started: Microsoft Excel 2007
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1 Getting Started: Microsoft Excel 2007 Produced by the Humboldt Unified School District Information Services Department Page 0
2 Welcome This Getting Started guide was designed to help the staff of Humboldt Unified School District get acquainted with Microsoft Office Excel For information on how to search for self help, please refer to page 6. Should you need to put in a technology helpdesk request, please helpdesk@humbodltunified.com, or call Contents: Getting Comfortable...Page 2 The Office Button...Page 3 The Quick Access Toolbar...Page 4 The Ribbon...Page 5 The Help Button...Page 6 How to Determine What a Button Does...Page 7 Cross Reference Table File Menu...Page 8 Edit Menu...Page 9 View Menu...Page 10 Insert Menu...Page 11 Format Menu...Page 11 Tools Menu...Page 12 Data Menu...Page 13 Window Menu...Page 14 Page 1
3 Getting Comfortable As you may have already noticed, Excel 2007 has a different look and feel from Excel It is essential that you understand the various areas within Excel Each of these sections will be described in more detail in the following pages. The Office Button The Quick Access Toolbar The Ribbon The Help Button Page 2
4 The Office Button Think of the Office button the same way you would the File menu in Excel 2003, here you will find basic file manipulation commands. By default, when clicked the Office button displays recently opened documents to the right. If you hover your curser (don t click) over any of the buttons to the left, additional options will appear to the right. Below I have hovered over Print. Page 3
5 The Quick Access Toolbar The Quick Access Toolbar is located just to the right of the Office button and is an ideal place to store the buttons you will use the most. By default the Quick Access Toolbar shows the Save, Undo, and Redo buttons, however if you click on the drop down arrow just to the right, you can customize it to fit you needs. Page 4
6 The Ribbon The Ribbon is designed to replace the menus and toolbars of Office The goal of the Ribbon is to keep commands up front so that they are easy to access as you work. If you would like a cross reference guide to understand where the commands in the Office 2003 file menus have moved to within the ribbon, please refer to pages As you may have noticed, some sections of the ribbon (the alignment section, for example) have a triangular icon in the lower right hand corner, clicking this will bring up additional menu options. For example, clicking the triangle in the alignment section brings up the classic format cells window. Page 5
7 The Help Button Lets face it, nobody can know everything. When you need assistance with Excel 2007, click the Help button in the upper right hand corner. When you click the Help button a window will appear with links to common Excel 2007 tasks, as well as a search field to help you find answers to specific questions. Page 6
8 Tip: If you are unsure what a particular button does, hover your curser over it (don t click) and a description of the buttons function will appear. In the example below, I have hovered over the Header & Footer button on the Insert tab. Page 7
9 Translating Excel 2003 Menus to Excel 2007 Below are a few tables that will describe the location of various functions from Excel 2003, along with their new location in Excel A keyboard shortcut is also provided. File Menu Excel 2003 Location Excel 2007 Location Keyboard Shortcut File > New Office button > New Ctrl-N File > Open Office button > Open Ctrl-O File > Close Office button > Close Ctrl-W Office button > Save File > Save or Ctrl-S Quick Access tool bar > Save icon File > Save As Office button > Save As F12 In Excel 2003: Alt-F, G File > Save As Web Page File > Save Workspace Office button > Save As (in Save As dialog, choose Web Page from Save As Type drop-down) View > Window > Save Workspace In Excel 2007: F12 (in Save As dialog, choose Web Page from Save As Type drop-down) In Excel 2003: Alt-F, W In Excel 2007: Alt-W, K File > File Search Windows Start button > Search In Excel 2003: Alt-F, H In Excel 2007: Window key, C File > Permission File > Web Page Preview File > Page Setup Office button > Prepare > Restrict Permission Add to Quick Access tool bar: Office button > Excel Options > Customize > All Commands > Web Page Preview Page Layout > Page Setup (click dialog box launcher for more options) or Office button > Print > Print Preview > Page Setup icon File > Print Area Page Layout > Page Setup > Print Area File > Print Preview Office button > Print > Print Preview File > Print Office button > Print Ctrl-P Office button > Send File > Send To (for more Send options, see Office button > Excel Options > Customize > All Commands) Alt-F, D File > Most Recently Used Documents Office button > Recent Documents In Excel 2003: Alt-F, M In Excel 2007: Alt-F, E, R In Excel 2003: Alt-F, B In Excel 2007: Alt-[number of position in Quick Access tool bar] In Excel 2003: Alt-F, U In Excel 2007: Alt-P, SP In Excel 2003: Alt-F, T In Excel 2007: Alt-P, R In Excel 2003: Alt-F, V In Excel 2007: Alt-F, W, V Alt-F Page 8
10 Edit Menu Excel 2003 Location Excel 2007 Location Keyboard Shortcut Edit > Undo Quick Access tool bar > Undo Ctrl-Z icon Edit > Redo Quick Access tool bar > Redo Ctrl-Y icon Edit > Cut Home > Clipboard > Cut Ctrl-X Edit > Copy Home > Clipboard > Copy Ctrl-C Edit > Office Clipboard Home > Clipboard dialog box launcher In Excel 2003: Alt-E, B In Excel 2007: Alt-H, FO Edit > Paste Home > Clipboard > Paste Ctrl-V Edit > Paste Special Home > Clipboard > Paste > Paste Special Edit > Paste as Hyperlink Home > Clipboard > Paste > Paste as Hyperlink In Excel 2003: Alt-E, S In Excel 2007: Alt-E, S or Alt-Ctrl-V Alt-E, H Edit > Fill Home > Editing > Fill In Excel 2003: Alt-E, I In Excel 2007: Alt-H, FI Edit > Clear Home > Editing > Clear In Excel 2003: Alt-E, A In Excel 2007: Alt-H, E Edit > Delete Home > Cells > Delete In Excel 2003: Alt-E, D In Excel 2007: Alt-H, D Edit > Delete Sheet Edit > Move or Copy Sheet Edit > Find Edit > Replace Edit > Go To Home > Cells > Delete > Delete Sheet Home > Cells > Format > Move or Copy Sheet Home > Editing > Find & Select > Find Home > Editing > Find & Select > Replace Home > Editing > Find > Find & Select > Go To In Excel 2003: Alt-E, L In Excel 2007: Alt-H, D, S In Excel 2003: Alt-E, M In Excel 2007: Alt-H, O, M Ctrl-F Ctrl-H Ctrl-G Page 9
11 View Menu Excel 2003 Location Excel 2007 Location Keyboard Shortcut View > Normal View > Workbook Views > Normal In Excel 2003: Alt-V, N In Excel 2007: Alt-W, L View > Page Break Preview View > Task Pane View > Tool bars View > Workbook Views > Page Break Preview The overall task pane is gone in Excel 2007, but some dialog box launchers display task panes. Excel 2007 no longer has tool bars. In Excel 2003: Alt-V, P In Excel 2007: Alt-W, I In Excel 2003: Ctrl-F1 In Excel 2007: not available In Excel 2003: Alt-V, T In Excel 2007: not available View > Formula Bar View > Show/Hide > Formula Bar Alt-V, F View > Status Bar The Status Bar is always visible. In Excel 2003: Alt-V, S In Excel 2007: not available View > Header and Footer Insert > Text > Header & Footer Alt-V, H View > Comments Review > Comments > Show All Comments Alt-V, C View > Custom Views View > Workbook Views > Custom Views View > Full Screen View > Workbook Views > Full Screen View > Zoom View > Zoom > Zoom Alt-V, Z In Excel 2003: Alt-V, V In Excel 2007: Alt-W, C Alt-V, U Page 10
12 Insert Menu Excel 2003 Excel 2007 Location Keyboard Shortcut Location Insert > Cells Home > Cells > Insert > Insert Cells Alt-I, E Insert > Rows Home > Cells > Insert > Insert Sheet Alt-I, R Rows Insert > Columns Home > Cells > Insert > Insert Sheet Alt-I, C Columns Insert > Worksheet Home > Cells > Insert > Insert Sheet Alt-I, W Insert > Chart Insert > Charts Alt-I, H Insert > Symbol Insert > Text > Symbol In Excel 2003: Alt-I, S In Excel 2007: Alt-I, S or Alt-N, U Insert > Page Break Page Layout > Page Setup > Breaks > Insert Page Break Alt-I, B Insert > Function Formulas > Function Library > Insert Function In Excel 2003: Alt-I, F In Excel 2007: Alt-I, F or Alt-M, F Insert > Name Formulas > Defined Names In Excel 2003: Alt-I, N In Excel 2007: Alt-M, M Insert > Comment Review > Comments > New Comment In Excel 2003: Alt-I, M In Excel 2007: Alt-I, M or Alt-R, C Insert > Picture Insert > Illustrations In Excel 2003: Alt-I, P In Excel 2007: Alt-N, [letter depends on type of art inserted] Insert > Diagram Insert > Illustrations > SmartArt In Excel 2003: Alt-I, G In Excel 2007: Alt-N, M Insert > Object Insert > Text > Object Alt-I, O Insert > Hyperlink Insert > Links > Hyperlink Ctrl-K Format Menu Excel 2003 Location Excel 2007 Location Keyboard Shortcut Format > Cells Home > Cells > Format > Format Alt-O, E Cells Format > Row Home > Cells > Format In Excel 2003: Alt-O, R In Excel 2007: Alt-H, O Format > Column Home > Cells > Format In Excel 2003: Alt-O, C In Excel 2007: Alt-H, O Format > Sheet Home > Cells > Format In Excel 2003: Alt-O, H In Excel 2007: Alt-H, O Format > AutoFormat Home > Styles > Format as Table In Excel 2003: Alt-O, A In Excel 2007: Alt-O, A or Alt-H, T Format > Conditional Formatting Home > Styles > Conditional Formatting In Excel 2003: Alt-O, D In Excel 2007: Alt-O, D or Alt-H, L Format > Style Home > Styles > Cell Styles In Excel 2003: Alt-O, S In Excel 2007: Alt-O, S or Alt-H, J Page 11
13 Tools Menu Excel 2003 Location Excel 2007 Location Keyboard Shortcut Tools > Spelling Review > Proofing > Spelling F7 Tools > Research Review > Proofing > Research Alt-Click Tools > Error Checking Formulas > Formula Auditing > Alt-T, K Error Checking Tools > Speech Not in Excel 2007 In Excel 2003: Alt-T, H In Excel 2007: not available Tools > Shared Workspace Office button > Publish > Create Document Workspace Alt-T, D Tools > Share Workbook Tools > Track Changes Tools > Compare and Merge Workbooks Review > Changes > Share Workbook Review > Changes > Track Changes Add to Quick Access tool bar: Office button > Excel Options > Customize > All Commands > Compare and Merge Workbooks In Excel 2003: Alt-T, B In Excel 2007: Alt-T, B or Alt-R, W In Excel 2003: Alt-T, T In Excel 2007: Alt-R, G Alt-T, W In Excel 2003: Alt-T, P Tools > Protection Review > Changes In Excel 2007: Alt-R, [letter depends on type of protection] Tools > Online Collaboration Tools > Goal Seek Tools > Scenarios Not in Excel 2007 Data > Data Tools > What-If Analysis > Goal Seek Data > Data Tools > What-If Analysis > Scenario Manager In Excel 2003: Alt-T, N In Excel 2007: not available Alt-T, G Alt-T, E In Excel 2003: Alt-T, U Tools > Formula Auditing Formulas > Formula Auditing In Excel 2007: Alt-M, [letter depends on type of formula auditing] Tools > Macro View > Macros > Macros or Developer > Code > Macros Tools > Add-Ins Office button > Excel Options > Add-Ins Tools > AutoCorrect Options Office button > Excel Options > Proofing > AutoCorrect Options Tools > Customize Office button > Excel Options > Customize In Excel 2003: Alt-T, M In Excel 2007: Alt-W, M Alt-T, I Alt-T, A In Excel 2003: Alt-T, C In Excel 2007: Alt-F, I, C Tools > Options Office button > Excel Options In Excel 2003: Alt-T, O In Excel 2007: Alt-T, O or Alt-F, I Page 12
14 Data Menu Excel 2003 Location Excel 2007 Location Keyboard Shortcut Data > Sort Data > Sort & Filter > Sort or Home > Editing > Sort & Filter > Sort In Excel 2003: Alt-D, S In Excel 2007: Alt-A, S Data > Filter Data > Form Data > Sort & Filter > Filter or Home > Editing > Sort & Filter > Filter Add to Quick Access tool bar: Office button > Excel Options > Customize > All Commands > Form In Excel 2003: Alt-D, F In Excel 2007: Alt-A, T In Excel 2003: Alt-D, O In Excel 2007: Alt-[number of position in Quick Access tool bar] Data > Subtotals Data > Outline > Subtotal In Excel 2003: Alt-D, B In Excel 2007: Alt-D, B or Alt- A, B Data > Validation Data > Data Tools > Data Validation Data > Table Data > Data Tools > What-If Analysis > Data Table Data > Text to Columns Data > Data Tools > Convert Text to Table Data > Consolidate Data > Data Tools > Consolidate In Excel 2003: Alt-D, L In Excel 2007: Alt-D, L or Alt- A, V Alt-D, T In Excel 2003: Alt-D, E In Excel 2007: Alt-D, E or Alt- A, E In Excel 2003: Alt-D, N In Excel 2007: Alt-D, N or Alt- A, N Data > Group and Outline Data > Outline In Excel 2003: Alt-D, G In Excel 2007: Alt-A, [letter depends on group/outline selection] Data > PivotTable and PivotChart Report Insert > Tables > PivotTable > PivotTable/PivotChart Alt-D, P Data > Import External Data Data > Get External Data In Excel 2003: Alt-D, D In Excel 2007: Alt-A, [letter depends on data source] Data > List Data > Get External Data Ctrl-L Data > XML Developer > XML In Excel 2003: Alt-D, X In Excel 2007: Alt-L, X (when Developer tab is showing) Data > Refresh Data Data > Connections > Refresh All > Refresh All In Excel 2003: Alt-D, R In Excel 2007: Alt-A, R, A Page 13
15 Window Menu Excel 2003 Location Excel 2007 Location Keyboard Shortcut Window > New Window View > Window > New Window Alt-W, N Window > Arrange View > Window > Arrange All Alt-W, A Window > Compare Side by Side with View > Window > View Side by Side Alt-W, B Window > Hide View > Window > Hide Alt-W, H Window > Unhide View > Window > Unhide Alt-W, U Window > Split/Remove Split View > Window > Split/Remove Split Alt-W, S (toggle) Window > Freeze Panes/Unfreeze Panes Window > Currently Open Workbooks View > Window > Freeze Panes > Freeze Panes/Unfreeze Panes View > Window > Switch Windows In Excel 2003: Alt-W, F (toggle) In Excel 2007: Alt-W, F, F (toggle) In Excel 2003: Alt-W In Excel 2007: Alt-W, W Page 14
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