Basic Excel Basic Terms and Screen Parts. Quick Access Toolbar. Quick Access Toolbar. Navigating

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1 Basic Terms and Screen Parts Quick Access Toolbar Click Customize Quick Access Toolbar drop-down list box, click More Commands, or right click any icon and click Add to Quick Access Toolbar. Quick Access Toolbar Click File, Option to customize Excel to your preferences. Navigating Enter - moves down one cell Tab moves across one cell to the right Shift Enter moves up one cell Shift Tab moves across one cell to the left Arrow Keys moves one cell in the direction of the arrow Control or Control moves to next cell with information or to far edge Page Up and Page Down moves one full screen at a time up or down Control Page Up and Control Page Down moves from worksheet to worksheet Home Key moves the cursor to the first column (A) of the row in Control Home moves the cursor to cell A1 or first cell in worksheet Control End moves cursor to bottom right of the worksheet or last cell with formatting To select adjacent cells, click the first cell, hold the Shift key, and click the last cell. To select non-adjacent items, hold the Ctrl key while clicking cells, columns or rows. To select the all the contents, click the Select All button at the intersection of columns and rows or click Control and the letter A. 1

2 Wrap Text Highlight the desired information From the Home Ribbon, click Wrap Text. Best Fit - Automatically Place mouse between column/row marker. Cursor will be double-headed black arrow. Double-click to automatically adjust size accommodating largest information at this time. Note: If a number is too long to be displayed in a cell, a series of number signs (######) will be displayed in the cell. You will need to change the cell width to accommodate the information. Formatting Highlight the cells From the Home Ribbon, click Format, click Format Cells Click the Number tab Select desired formatting o General Cells have no specific number format o Number General display of numbers o Currency General monetary values o Accounting Lines up currency symbols and decimal places in a column o Date Displays date in selected format o Time Displays time in selected format o Percentage Multiplies the cell value by 100 and displays with a percent sign o Fraction Display as a fraction with rounding o Scientific Displays in scientific notation o Text Sets to text format o Special Formats for zip codes, phone numbers or social security number o Custom User defined formats Click OK Formatting Toolbar Highlight the cells to be formatted Click the desired button from the Number grouping area on the Home Ribbon o $ for Currency o % for Percentage o, to add a comma separating periods o Increase decimal to increase the number of decimals o Decrease decimal to decrease the number of decimals Center across columns Click and drag to highlight the title and cells you want to merge Click the Merge and Center icon on the Home Ribbon 2

3 Freeze Panes Click the cell under and to the right of what you want to see when scrolling From the View Ribbon, click Freeze Panes, click Freeze Panes To Unfreeze panes, from the View Ribbon, click Freeze Panes, click Unfreeze Panes. Text to Columns AutoFill Highlight text you want to separate Click the Data Ribbon, click Text to Columns Select desired options Click Finish Filling Information Enter the first piece of information to fill from (Day, Month, Date, Quarter, etc.) Place mouse over the Fill Handle (the little black square at the bottom right) Click and drag to fill in desired information Note: When filling number patterns, highlight enough for Excel to know fill pattern Custom AutoFill Highlight the information you want for the custom autofill list Click the File Ribbon, click Options, click Advanced, click Edit Custom Lists Click Import Click OK Click OK Concatenate Joins several text strings into one text string; =concatenate (text1,text2, Text1, text2,...are 1 to 30 text items to be joined into a single text item. The text items can be text strings, numbers, or single-cell references. Page Breaks Click in the row or column heading where you want the new page to begin From the Page Layout Ribbon, click Breaks, click Insert Page Break To Delete a page break, click below or to the right of the break, from the Page Layout Ribbon, click Breaks, click Remove Page Break To view all page breaks, click the View tab then Page Break Preview. Drag the lines to move page breaks. Click the View tab then Normal to return to normal view Note: When using Page Break Preview, solid blue lines are manually inserted page breaks. Dotted blue lines are Excel automatically inserted page breaks. 3

4 Printing Page Setup From the Page Layout Ribbon, click the Page Setup dialog box Click the Sheet tab o Heading to be repeated on every page Click the red arrow at the right of Rows to repeat at top and/or Columns to repeat at left Click the rows or columns you want repeated Press Enter, Click OK To Print the Entire Workbook (All Worksheets) Click the File Ribbon, click Print Select Print Entire Workbook in the Settings drop-down list box, Click OK Transpose Copy the range of cells to be transposed, click where the transposed range is to be pasted. Click the Paste drop-down list box from the Clipboard group and click Transpose. Format Painter 1. Select a cell or range that has the formatting you want to copy. 2. Do one of the following: To copy formatting to a cell or range, click Format Painter on the Home toolbar. To copy formatting in the selected cell or range to several locations, double-click the Format Painter button. When you finish click the button again. To copy column widths, select the heading of the column that is the width you want to copy, click the Format Painter button, and then click the heading of the column you want to copy the width to. Finding Data 1. Select the range of cells to search. Note: To search the entire worksheet, click any cell. 2. From the Home tab, click Find & Select in the Editing group. Click Find. 3. In the Find what box, enter the text or numbers you want to search for or choose a recent search from the Find what drop down box. 4. Click the Options button to expand the dialog box and specify any desired options. Tip: Change the Within option to Workbook to search more than current worksheet. 5. Click Find All or Find Next. 6. Click Find Next. The first match will be shown, click Find Next for other matches. 7. Click Close when you've located the entry you want. Note: You can use wildcards to search for data in your worksheets. Use the? (question mark) to indicate a single unknown character, or the * (asterisk) to indicate multiple unknown characters. Note: To cancel a search in progress, press ESC. 4

5 Replacing Data 1. Follow the Finding Steps selecting Replace instead of Find. Note: If you want to delete the characters in the Find what box, leave the Replace with box blank. Conditional Formatting 1. Select cell(s) to format, click the Home tab, click Conditional Formatting button. 2. Point to Highlight Cells Rules and then select the criteria you want to use. 3. Enter the values you want to reference in the text box. 4. Click the drop-down arrow next to the format options and select the desired formatting. 5. Click OK. Note: To clear conditional formatting, select formatted cells, Home tab, click Conditional Formatting button. Point to Clear Rules and click Clear Rules from Selected Cells. 3-D Calculate Data across Worksheets 3-D cell reference is used to refer to the same location on multiple worksheets within the same workbook. A 3-D reference contains a starting point, end point (the last worksheet) and a cell reference. Example: =SUM( Sheet1:Sheet4!B4:C7) Sorting Click in the list. (Do not highlight an area unless you verified all is highlighted) From the Data Ribbon, click Sort The Names of the fields are in the Sort by box, or click My data has headers Click the drop-down list box to select desired field to sort first by Add Levels as needed Click OK Select Visible Rows Hiding rows/columns is done when filtering data, collapsing sub-totaled lists, or when certain parts are not desired. Use Select Visible Rows to copy only the displayed information. 1. Select the range. 2. On the Home tab, click Find and Select, click Go To Special. 3. Click Visible Cells Only and click OK. Or add Select Visible Cells to the Quick Access Toolbar. Note:.Look in Commands Not in the Ribbon. 5

6 Formulas All Excel formulas begin with an equal sign (=). Additionally, you can write formulas using cell references rather than numbers. If cell A1 contains the value 2, and cell A2 contains the value 5, you can write a formula that reads =A1+A2 in any cell and that new cell will contain the result of the calculation: 7. References Relative Reference the formula changes when copied, it is not fixed. = SUM (C5 :C8) Absolute Reference the formula does not change when copied, it is constant. = H7 * $H$3 Functions =Now()is today s date and will be automatically updated each day =Proper will change UPPER CASE letters to Capital letter for first letter =Right returns a specific number of characters from the right of the cell reference =Left returns a specific number of characters from the left of the cell reference =Len is used to find the length of information in a cell. =Countif is used to find the number of cells in a given range that meets the criteria. =Month is used to find the number of the month =Trim is used to remove all spaces from a text string except the single space between words Hide Errors For example, the formula =1/0 returns #DIV/0. Error values include #DIV/0!, #N/A, #NAME?, #NULL!, #NUM!, #REF!, and #VALUE!. 1. Select the cells that contain the error value. 2. On the Home tab, click Conditional Formatting, click New Rule. 3. Click Format only cells that contain from the top of the window. 4. In the Format only cells with box, select Errors. 5. Click Format, and then click the Font tab. 6. In the Color box, select white. 7. Click OK. Click OK. Use the IF, ISERROR, and NA functions to do this task. 1. Select the cells that contain the error value. 2. Wrap the following formula around the formula in the cell, where old_formula is the formula that was previously in the cell. =IF(ISERROR(old_formula),"",old_formula) 6

7 In Microsoft Excel the mouse changes shape to indicate available functions. General pointer for selecting cells Pointing at Ribbons and Icons Insertion Point Column/Row Selected Vertical Resize Horizontal Resize Diagonal Resize Move Best Fit to adjust size of Columns/Rows Fill Data Series Note: Rest the mouse on the detached square at the bottom right corner of a cell to display the Fill Data pointer. 7