Beginning Excel 2013 Adult Services Department Crystal Lake Public Library 126 Paddock Street Crystal Lake, IL , x7

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1 1 Beginning Excel 2013 Adult Services Department Crystal Lake Public Library 126 Paddock Street Crystal Lake, IL , x7

2 2 Agenda Overview: What is Excel used for? Basics of Excel Entering Data The Ribbon Formula Basics Creating a Budget File Tab Office Backstage Print Going Forward

3 3 Overview: What is Excel used for? Excel is an electronic spreadsheet program that can be used for storing, organizing and manipulating data. You can enter two basic kinds of data into worksheet cells: numbers and text. Excel can be used to create budgets, work with taxes, record student grades or attendance, or list the products you sell. You can even log daily exercise, follow your weight loss, or track the cost of your house remodel. The possibilities are endless.

4 4 Basics of Excel 1 When you start Excel, you open a file that s called a workbook. Each new workbook comes with worksheets into which you enter data. 2 Shown here is a blank worksheet in a new workbook. 1 The first workbook you ll open is called Book1. This title appears in the bar at the top of the window until you save the workbook with your own title. 2 Sheet tabs appear at the bottom of the window. It s a good idea to rename the sheet tabs to make the information on each sheet easier to identify.

5 5 Exercise: Renaming worksheets Each worksheet has a name on its tab at the bottom left of the workbook window: Sheet1, Sheet2, and Sheet3. To view a worksheet, you click on the corresponding tab. Renaming the sheet tabs makes the information on each sheet easier to identify. 1. Right click on the Sheet1 Tab 2. Select Rename on the pop-up menu 3. Type Practice, press Enter 4. Add a Worksheet 5. Rename the Sheet2 Tab to Budget Tip: Double-clicking on the name of the tab also activates the renaming feature.

6 Columns, rows, and cells Worksheets are divided into columns, rows, and cells. That s the grid you see when you open up a workbook. 1 Columns go from top to bottom on the worksheet, vertically. Each column has an alphabetical heading at the top. 1 2 Rows go across the worksheet, horizontally. Each row also has a heading. Row headings are numbers, from 1 through 1,048,

7 7 Cells A cell is the intersection of a column and a row When you first open Excel, the first cell in the upper-left corner of the worksheet is the active cell. It s outlined in green. Typed data will appear here. A cell is identified by the column letter and row number, e.g. A1 or D4 and is known as the cell reference or name box.

8 Navigating cells TAB vs. ENTER TAB ENTER The picture illustrates the process of typing the information and moving from cell to cell: 1. Pressing TAB accepts the information just typed and moves the cursor one cell to the right. For example, type Bill, then press TAB and the cursor moves from cell A1 to cell B1. 2. Pressing ENTER accepts the information just typed and moves the cursor down one cell. 8

9 9 Exercise: Entering Data When you select a cell (by clicking in it), the cell name is identified in the name box and the row and column are highlighted. Make sure you are on the Practice Worksheet 1. Start in cell A1 - type your full name 2. Hit ENTER to accept the information Text is automatically aligned left The cursor moves down one cell 3. In cell A2, type your age (or what you wish it was) 4. Hit TAB to accept the information Numbers are automatically aligned right The cursor moves to the right one cell

10 Resizing Columns Using the mouse, do one of the following: Sometimes to fit your data, you will need to resize a column: To change the width of one column, drag the boundary on the right side of the column heading until the column is the width that you want. To change the width of multiple columns, select the columns that you want to change, and then drag a boundary to the right of a selected column heading. To change the width of columns to fit the contents, select the column or columns that you want to change, and then double-click the boundary to the right of a selected column heading. To change the width of all columns on the worksheet, click the Select All button, and then drag the boundary of any column heading. 10

11 11 The Ribbon Home Tab The band at the top of the Excel window is called the Ribbon. Excel opens to the Home tab and contains the everyday commands that people use most. The Ribbon spans the top of the Excel window and is comprised of different tabs, each of which is related to specific kinds of work that people do in Excel. Commands on the Ribbon are organized in small related groups. For example, commands to work with the contents of cells are grouped together in the Editing group, and commands to work with cells themselves are in the Cells group.

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13 13 The Ribbon Page Layout Tab Page Setup Adjust Margins Change page orientation from portrait to landscape Change paper size Sheet Options Want the gridlines to print? Indicate that here.

14 14 Adding a Formula = Starts a formula + Addition Subtraction * Multiplication / Division Select the cell where you would like the formula Type = Type the cell reference (e.g. B4) Type the mathematical operator (+ - * /) Type a number or another cell reference for your calculation Press ENTER to calculate

15 15 Exercise: Formula Practice Start in cell A3 (Practice worksheet) Type the following formula: 1. =67-A2 2. Press ENTER 3. This will tell you how many years until your retirement age (or how many years have passed since you hit retirement age) 4. Now change the number in cell A2 to 52 and press ENTER

16 16 Exercise: Creating a simple Excel worksheet Let s create a simple household budget. The list will include normal monthly household expenses. Open the Budget Worksheet Starting in cell A1, type the following list, pressing Enter after each expense category: Mortgage Car Gas & Electric Groceries Cell phone

17 17 Insert a column or row After entering data, you may find that you need to add columns or rows to hold additional information. Do you need to start over? Of course not. To insert a single column: 1. Click any cell in the column immediately to the right of where you want the new column to go. 2. On the Home tab, in the Cells group, click the arrow on Insert. On the drop-down menu, click Insert Sheet Columns. A new blank column is inserted. To insert a single row: 1. Click any cell in the row immediately below where you want the new row [Click on Mortgage, Cell A1]. 2. In the Cells group, click the arrow on Insert. On the drop-down menu, click Insert Sheet Rows. A new blank row is inserted.

18 18 Quick ways to enter data Here are two time-savers you can use to enter data in Excel: AutoComplete and AutoFill. Drag the fill handle to copy data or to fill adjacent cells with a series of data. AutoComplete: If the first few characters that you type in a cell match an existing entry in that column, Excel automatically enters the remaining characters for you. To accept a proposed entry, press ENTER. AutoFill: Type one or more entries in an intended series, and then extend the series.

19 19 Exercise: Using the fill handle We ve already added expense categories, now let s add the months. Starting in cell B1, type January Then grab the fill handle and drag it to the right to fill in the rest of the months.

20 20 Exercise: Enter numbers Let s enter some budget amounts in our workbook. Starting in cell B2 B2 (Mortgage): 1000 (Enter) B3 (Car payment): 275 (Enter) B4 (Gas & Electric): 220 (Enter) B5 (Groceries): 350 (Enter) B6 (Cell phone): 100 (Enter)

21 21 Exercise: Adding the $ sign 1. To add the $ sign, select cells B2 through B6 2. On the Home Tab, click on the arrow next to General (found in Number Command Group) 3.In the box that opens, scroll down and select Currency or Accounting.

22 22 Exercise: Using AutoSum Let s add up the numbers in the January column. 1. Place the cursor in the last cell in the January column (cell B7) and then click the AutoSum button on the Home tab. (It s in the Editing group.) 2. Press ENTER to see the formula result. 3. Select cells B2 through B7 and use the fill handle to fill amounts across all the months. 4. Randomly change some of the amounts so that the total of each column is not the same.

23 23 File Tab Office Backstage Open Save Save As Print (including Print Preview) Share

24 24 File Tab Save Save As While you ll use Save to save an existing workbook in its current location, you need to use Save As to save your workbook in a different location or to create a copy of your workbook in the same or another location. Click File > Save As Pick the place where you want to save your workbook. For example, to save to your desktop or in a folder on your computer, click Computer. Select the desired location

25 25 File Tab - Open Click the File tab. Click Open to see a list of the recently used files. Here you can see your recent files and the places your account allows you to open a file from.

26 26 File Tab Print Print Preview Click on the File Tab and select Print You get a Preview of your worksheet and have access to Print Settings: Page Orientation Paper size Margins Scaling

27 27 File Tab Share

28 28 Excel Templates Microsoft offers templates for business, education and personal use One of the advantages is that all of the formatting has been done for you you just need to fill in the blanks. To see these templates, click on the File Tab and select New.

29 Going Forward More learning opportunities Learning Express Library lynda.com GCFLearnfree.org

30 Going Forward Learning Library Express and lynda.com online computer skills tutorials. The Crystal Lake Public Library subscribes to these services. Enter the tutorial through the Library s website or here in the Library. Set up your own personal account to manage your online courses. Take home a reminder card to find your way to these services. gcflearnfree.org free online tutorials on wide range of subjects