EXCEL SETTING UP. Moving around in the Excel worksheet

Transcription

1 EXCEL SETTING UP When you start working in Excel, you begin using a workbook that contains screens called worksheets. They are identified as Sheet1, Sheet2, and so on. (Screens may vary, depending on the Office package you have.) As you become more familiar with the available options in Excel, you can customize the menus and add buttons to the toolbars. Here is the initial screen you see when you open Excel. Menu bar Standard toolbar Formatting toolbar Formula bar Scroll bars Worksheet or chart name Moving around in the Excel worksheet Moving within a Window 1. To select any cell, click it. For example, click cell A1. 2. To move one cell to the right, press tab, or to move one cell to the left, press shift+tab. 3. To move one cell down, right, up, or left, use the arrow keys. 4. To move to the first column of the worksheet, press home. Moving from window to window 1. To move one window down, press page down. 2. To move one window up, press page up. 3. To move to the uppermost-left cell, A1; press ctrl+home. 4. To move to any cell, on the Edit Menu, click Go To, and type J18 or any cell number. 5. Press ctrl+home to return to cell A1. Keep row and column labels visible as you scroll 1. To freeze the top horizontal pane, select the row below where you want the split to appear. 2. To freeze the left vertical pane, select the column to the right of where you want the split to appear. 3. To freeze both the upper and left panes, click the cell below and to the right of where you want the split to appear. 4. On the Window menu, click Freeze Panes. Name a cell or a range of cells 1. Select the cell, range of cells, or nonadjacent selections that you want to name. 2. Click the Name box at the left end of the formula bar. 3. Type the name for the cells. 4. Press ENTER. Page 1 of 11

2 Creating an Excel workbook OR 1. On the File menu, click New. 2. On the General tab, double-click Workbook to open a new one. 1. Click the New File button on the Standard Toolbar Saving your work When you create a workbook, regardless of which method you use, you must save your work in a logical place on the computer. Just like filing a document in a file drawer, storing a computer document requires some attention to how you name the document and where you place it so you can easily find it again. Unless you specify otherwise, Excel saves all workbooks to a default folder on your computer called My Documents. Saving for the first time 1. On the File menu, click Save. 2. Click the Save As arrow, and choose a location for your workbook. 3. Type a name for you file in the File name box 4. Click Save Saving an existing workbook OR 1. On the File menu, click Save. 2. Click OK. 1. Click the Save Button on the Standard Toolbar Opening an Excel workbook Using the Start menu 1. Click the Start button on the desktop, and then move the mouse pointer to Documents. 2. Click a file to open it. Opening a workbook from inside Excel OR 1. On the File menu, click Open. or Press CTRL+O. 2. Double-click Book 1 (or any file you want to open). or Select the file name, and click Open. 1. Click the Open File button on the Standard Toolbar Page 2 of 11

3 Entering Data Enter numbers, text, a date, or a time 1. Click the cell where you want to enter data. 2. Type the data and press ENTER (move down) or TAB (move right) or SHIFT + TAB (move left). To enter a time based on the 12-hour clock, type a space and then a or p after the time; for example, 9:00 p. Otherwise, Microsoft Excel enters the time as AM. To enter today's date, press CTRL+; (semicolon). To enter the current time, press CTRL+SHIFT+: (colon). Enter the same data into several cells at once 1. Select the cells where you want to enter data. (The cells can be adjacent or nonadjacent) 2. Type the data and press CTRL+ENTER. Insert,,,, and other characters that are not on the keyboard 1. On the Windows Start menu, point to Programs, point to Accessories, and then click Character Map. 2. In the Font box, select the font that contains the character you want. 3. In the character grid, click the character you want. 4. Click Select, and then click Copy. Copy data within a row or column 1. Select the cells that contain the data you want to copy. 2. Drag the fill handle across the cells you want to fill, and then release the mouse button. 3. Existing values or formulas in the cells you fill are replaced, and formatting is copied. Quickly fill in repeated entries in a column If the first few characters you type in a cell match an existing entry in that column, Microsoft Excel fills in the remaining characters for you To accept the proposed entry, press ENTER. To replace the automatically entered characters, continue typing. To delete the automatically entered characters, press BACKSPACE. Notes To quickly fill in the active cell with the contents of the cell above it, press CTRL+D. To fill in with contents of the cell to the left, press CTRL+R. If you drag the fill handle up or to the left of a selection and stop in the selected cells without going past the first column or the top row, you delete the data in the selection but the formatting is preserved. If values such as numbers or dates are incremented through the selected range instead of copied, select the original values again and hold down CTRL as you drag the fill handle. Fill in a series from a formula 1. Select the first cell in the range you want to fill, and enter the starting formula for the series. 2. Select the cell that contains the starting formula. 3. Drag the fill handle over the range you want to fill. Editing Worksheet Data Edit cell contents 1. Double-click the cell that contains the data you want to edit. 2. Make any changes to the cell contents. 3. To enter your changes, press ENTER. Page 3 of 11

4 4. To cancel your changes, press ESC. Clear contents, formats, or comments from cells 1. Select the cells, rows, or columns you want to clear. 2. On the Edit menu, point to Clear, and then click All, Contents, Formats, or Comments. Delete cells, rows, or columns 1. Select the cells, rows, or columns you want to delete. 2. On the Edit menu, click Delete. 3. Surrounding cells shift to fill the space. Insert blank cells 1. Select a range of existing cells where you want to insert the new blank cells. Select the same number of cells as you want to insert. 2. On the Insert menu, click Cells. 3. Click Shift cells right or Shift cells down. Insert columns 1. To insert a single column, click a cell in the column immediately to the right of where you want to insert the new column. 2. To insert multiple columns, select columns immediately to the right of where you want to insert the new columns. Select the same number of columns as you want to insert. 3. On the Insert menu, click Columns. Insert rows 1. To insert a single row, click a cell in the row immediately below where you want the new row. 2. To insert multiple rows, select rows immediately below where you want the new rows. Select the same number of rows as you want to insert. 3. On the Insert menu, click Rows. Move or copy cell data When you copy a cell by dragging or by clicking Cut or Copy, and Paste, Microsoft Excel copies the entire cell, including formulas and their resulting values, comments, and cell formats. Switch rows of cells to columns or columns to rows Data from the top row of the copy area appears in the left column of the paste area, and data from the left column appears in the top row. 1. Select the cells that you want to switch. 2. Click Copy 3. Select the upper-left cell of the paste area. 4. The paste area must be outside the copy area. 5. On the Edit menu, click Paste Special. 6. Select the Transpose check box. Formatting Text and Cells Copy formats from one cell or range to another 1. Select a cell or range that has the formatting you want to copy. 2. On the Formatting toolbar, click Format Painter 3. Select the cell or range you want to copy the formatting to. Changing Fonts Use the Formatting Toolbar to complete most formatting changes. 1. Select the characters you want to format Page 4 of 11

5 Format 2. Click a button on the Formatting toolbar. Number 1. Select the cells you want to format. 2. Click Cells on the Format menu 3. Click the Number tab. 4. The formats appear in categories on the left, including accounting, date, time, fraction, scientific, and text. 5. The Special category includes formats for postal codes and phone numbers. Display multiple lines of text within a cell 1. Select the cells you want to format. 2. On the Format menu, click Cells, and then click the Alignment tab. 3. Under Text control, select the Wrap text check box. Rotate text in a cell 1. Select the cells in which you want to rotate text. 2. On the Format menu, click Cells, and then click the Alignment tab. 3. In the Orientation box, click a degree point, or drag the indicator to the angle you want. 4. To display text vertically from top to bottom, click the vertical Text box under Orientation. Align data at the top, center, or bottom of a cell 1. Select the cells you want to format. 2. On the Format menu, click Cells, and then click the Alignment tab. In the Vertical box, click the option you want. Merge cells to span several columns or rows 1. Select the cells you want to merge. 2. To merge cells in a row and center the cell contents, click Merge and Center on the Formatting toolbar. 3. Change the alignment of the cell if desired. Split a merged cell into separate cells 1. Click the merged cell. 2. On the Format menu, click Cells, and then click the Alignment tab. 3. Clear the Merge cells check box. Simple Formulas Create a total 1. You can insert a sum for a range of cells automatically by using AutoSum. When you select the cell where you want to insert the sum and click AutoSum, Microsoft Excel suggests a formula. To accept the formula, press ENTER. 2. To change the suggested formula, select the range you want to total and press ENTER. Enter a formula 1. Click the cell in which you want to enter the formula. 2. Type = (an equal sign). 3. Enter the formula. 4. Press ENTER. Page 5 of 11

6 Setting Up Print Options Page Setup To print row and column labels, gridlines, comments, change print order: 1. On the File menu, click Page Setup, and then click the Sheet tab. To change the page orientation, paper size, and page number: 1. On the File menu, click Page Setup, and then click the Page tab. To change the margins, headers and footers, and alignment of page: 1. On the File menu, click Page Setup, and then click the Margins tab. Print a specific area of a worksheet 1. On the View menu, click Page Break Preview. 2. Select the area you want to print. 3. Right-click a cell within the selection, and then click Set Print Area on the shortcut menu. Print the active sheets, a selected range, or an entire workbook 1. Select a range of cells to print 2. On the File menu, click Print. 3. Under Print what, select the option you want. Make a printed worksheet fit the paper width 1. Click the worksheet. 2. On the File menu, click Page Setup, and then click the Page tab. 3. Click Fit to. 4. In the first box beside Fit to, enter 1 (for 1 page wide). 5. In the second box beside Fit to, delete the value so that the number of pages tall is unspecified. Page 6 of 11

7 EXCEL ADVANCED FEATURES Using Numbers, Formulas and Functions Enter a formula 5. Click the cell in which you want to enter the formula. 6. Type = (an equal sign). If you click Edit Formula or Paste Function, Microsoft Excel inserts an equal sign for you. 7. Enter the formula. 8. Press ENTER. Tips You can enter the same formula into a range of cells by selecting the range first, typing the formula, and then pressing CTRL+ENTER. You can also enter a formula into a range of cells by copying a formula from another cell. Enter a formula that contains a function 1. Click the cell in which you want to enter the formula. 2. To start the formula with the function, click Edit Formula in the formula bar, or click the Function button. 3. Click the down arrow next to the Functions box. 4. Click the function you want to add to the formula. If the function does not appear in the list, click More Functions for a list of additional functions. 5. Enter the arguments by clicking the toggle button and highlighting desired ranges of cells (you can move the formula pallet out of the way). 6. In the formula pallet, the bold arguments are REQUIRED 7. When you complete the formula, press ENTER. Calculation Operators Change when a worksheet or workbook calculates 1. On the Tools menu, click Options, and then click the Calculation tab. 2. Under Calculation, select an option. Page 7 of 11

8 Move or copy a formula When you move a formula, the cell references within the formula do not change. When you copy a formula, absolute cell references do not change; relative cell references will change. 1. Select the cell that contains the formula you want to move or copy. 2. Point to the border of the selection. 3. To move the cell, drag the selection to the upper-left cell of the paste area. Microsoft Excel replaces any existing data in the paste area. 4. To copy the cell, hold down CTRL as you drag. Tip You can also copy formulas into adjacent cells by using the fill handle. Select the cell that contains the formula, and then drag the fill handle over the range you want to fill. The difference between relative and absolute references Relative references When you create a formula, references to cells or ranges are usually based on their position relative to the cell that contains the formula. In the following example, cell B6 contains the formula =A5; Microsoft Excel finds the value one cell above and one cell to the left of B6. This is known as a relative reference. When you copy a formula that uses relative references, Excel automatically adjusts the references in the pasted formula to refer to different cells relative to the position of the formula. In the following example, the formula in cell B6, =A5, which is one cell above and to the left of B6, has been copied to cell B7. Excel has adjusted the formula in cell B7 to =A6, which refers to the cell that is one cell above and to the left of cell B7. Absolute references If you don't want Excel to adjust references when you copy a formula to a different cell, use an absolute reference. For example, if your formula multiplies cell A5 with cell C1 (=A5*C1) and you copy the formula to another cell, Excel will adjust both references. You can create an absolute reference to cell C1 by placing a dollar sign ($) before the parts of the reference that do not change. To create an absolute reference to cell C1, for example, add dollar signs to the formula as follows: =A5*$C$1 Create a total 3. You can insert a sum for a range of cells automatically by using AutoSum. When you select the cell where you want to insert the sum and click AutoSum, Microsoft Excel suggests a formula. To accept the formula, press ENTER. 4. To change the suggested formula, select the range you want to total and press ENTER. Grand totals Subtotals If your worksheet contains multiple total values created with the SUM function, you can create a grand total for the values by using AutoSum AutoSum suggests the formula =SUM(E16,E11), which sums E16 (the June total) and E11 (the May total). 1. Sort the list by the column for which you want to calculate subtotals. For example, to summarize the units sold by each salesperson in a list of salespeople, sales amounts, and the number of units sold, sort the list by the salesperson column. 2. Click a cell in the list. 3. On the Data menu, click Subtotals. 4. In the At each change in box, click the column that contains the groups for which you want subtotals. This should be the same column by which you sorted your list in step In the Use function box, click the function you want to use to calculate the subtotals. 6. In the Add subtotal to box, select the check boxes for the columns that contain the values for which you want subtotals. Page 8 of 11

9 Sorting and Filtering Data Sort rows in ascending or descending order based on the contents of one column 1. Click a cell in the column you would like to sort by. 2. Click Sort Ascending or Sort Descending Sort rows based on the contents of two or more columns For best results, the list you sort should have column labels. 1. Click a cell in the list you want to sort. 2. On the Data menu, click Sort. 3. In the Sort by and Then by boxes, click the columns you want to sort. 4. Select any other sort options you want, and then click OK. Sort columns based on the contents of rows 1. Click a cell in the list you want to sort. 2. On the Data menu, click Sort. 3. Click Options. 4. Under Orientation, click Sort left to right, and then click OK. 5. In the Sort by and Then by boxes, click the rows you want to sort. Sort months, weekdays, or custom lists 1. Select a cell or range in the list you want to sort. 2. On the Data menu, click Sort. 3. Click Options. 4. Under First key sort order, click the custom sort order you want, and then click OK. 5. Click any other sorting options you want. Display a subset of rows in a list by using filters You can apply filters to only one list on a worksheet at a time. 1. Click a cell in the list you want to filter. 2. On the Data menu, point to Filter, and then click AutoFilter. 3. To display only the rows that contain a specific value, click the arrow in the column that contains the data you want to display. 4. Click the value. Display a subset of rows by comparing values with custom AutoFilter 1. To find specific values in rows in a list by using one or two comparison criteria for the same column, point to Filter on the Data menu, click AutoFilter, click the arrow in the column that contains the data you want to compare, and then click Custom. Remove filters from a list 1. To remove a filter from one column in a list, click the arrow next to the column, and then click All. 2. To remove filters applied to all columns in the list, on the Data menu point to Filter, and then click Show All. 3. To remove the filter arrows from a list, on the Data menu point to Filter, and then click AutoFilter. Using forms to edit lists 1. Click a cell in the list you want to add the record to. 2. On the Data menu, click Form. 3. Use this form to enter, edit, and manipulate data quickly. Page 9 of 11

10 Charts and Graphs Create a chart 1. Select the cells that contain the data that you want to appear in the chart. 2. If you want the column and row labels to appear in the chart, include the cells that contain them in the selection. 3. Click Chart Wizard. 4. Follow the instructions in the Chart Wizard. Create a chart from nonadjacent selections 1. Select the first group of cells that contain the data you want to include. 2. While holding down CTRL, select any additional cell groups you want to include. The nonadjacent selections must form a rectangle. 3. Click Chart Wizard. 4. Follow the instructions in the Chart Wizard. Change data labels or text To change legend text or data series names on the worksheet, click the cell that contains the data series name you want to change, type the new name, and then press ENTER. Change colors, patterns, lines, fills, and borders in charts Use this procedure to change colors, apply a texture or pattern, or change the line width or border style for data markers, the chart area, the plot area, gridlines, axes, and tick marks in 2-D and 3-D charts, trendlines and error bars in 2-D charts, and the walls and floor in 3-D charts. 1. Double-click the chart item you want to change. 2. If necessary, click the Patterns tab, and then select the options you want. 3. To specify a fill effect, click Fill Effects, and then select the options you want on the Gradient, Texture, or Pattern tabs. Change the font and size of text in a chart If a chart title or text box is linked to a worksheet cell, you can change the formatting of all characters in the title or text box at the same time, but you cannot change individual characters. 1. Click the chart text, or select the individual characters you want to format. To change the formatting for all of the text in the chart at the same time, click the blank area between the border of the chart and the plot area to select the chart area. 2. On the Formatting toolbar, click a button for the format you want. TIP: To open the formatting dialog box double click on the item you want to format. Add a text box to a chart 1. Click the chart to which you want to add a text box. 2. On the Drawing toolbar, click Text Box. 3. Click where you want one corner of the text box, and then drag until the box is the size you want. 4. Type the text you want in the box. The text will wrap inside the box. 5. To start a new line inside the box, press ENTER. 6. When you finish typing, press ESC or click outside of the text box. Page 10 of 11

11 Miscellaneous Features Limit viewing and editing of an individual worksheet When you protect the worksheet, the cells that you do not unlock are protected and cannot be changed. 1. Switch to the worksheet you want to protect. 2. Unlock any cells that you want to be able to change after you protect the worksheet. a. Select the cell range you want to unlock. b. On the Format menu, click Cells, and then click the Protection tab. c. Clear the Locked check box. 3. Hide any formulas that you don't want to be visible. a. On the Format menu, click Cells, and then click the Protection tab. b. Select the Hidden check box. c. Click OK. d. On the Tools menu, point to Protection, and then click Protect Sheet. e. Make sure the Contents check box is selected. 4. On the Tools menu, point to Protection, and then click Protect Sheet. 5. To prevent changes to cells on worksheets or to data and other items in charts, and to prevent viewing of hidden rows, columns, and formulas, select the Contents check box. Add a comment to a cell 1. Click the cell to which you want to add the comment. 2. On the Insert menu, click Comment. 3. In the box, type the comment text. 4. When you finish typing the text, click outside the comment box. Conditional Formatting 1. Select the cells you want to highlight. 2. On the Format menu, click Conditional Formatting. 3. Do one of the following: a. To use values in the selected cells as the formatting criteria, click Cell Value Is, select the comparison phrase, and then type a value in the appropriate box. You can enter a constant value or a formula. If you enter a formula, you must start it with an equal sign (=). b. To use a formula as the formatting criteria (to evaluate data or a condition other than the values in selected cells), click Formula Is in the box on the left, and then enter the formula in the box on the right. The formula must evaluate to a logical value of TRUE or FALSE. 4. Click Format. 5. Select the font style, font color, underlining, borders, shading, or patterns you want to apply. 6. To add another condition, click Add, and then repeat steps 3 through 5. Create a formula to calculate data on another worksheet or workbook 1. In the workbook that will contain the formula, select the cell in which you want to enter the external reference. 2. If you are creating a new formula, type = (an equal sign). 3. If you are entering the external reference elsewhere in the formula, type the operator or function that you want to precede the external reference. 4. If you want to create a link to another worksheet in the active workbook, click the worksheet that contains the cells you want to link to. 5. If you want to create a link to a worksheet in another workbook, switch to the other workbook, and then click the worksheet that contains the cells you want to link to. 6. Select the cells you want to link to. 7. Complete the formula. When you finish entering the formula, press ENTER. Page 11 of 11