warpct.com Introduction to MS Excel 2003 Workbook courseware by WARP! Computer Training

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1 warpct.com courseware by WARP! Computer Training Introduction to MS Excel 2003 Workbook

2 Welcome! Thank you for evaluating a portion of this workbook. If you have any questions or comments regarding our training materials please send us at: support@warpct.com TrainPack: US$595 Purchase now and get every warpct.com workbook! More than 40 courseware titles covering Internet Skills, Basic Windows (XP/2000/98/95), MS Office titles, including Basic and Advanced Word, Basic and Advanced Excel, PowerPoint and Access (2003/XP/2000/97/4.3). Legacy manuals covering Lotus Smartsuite 97 and Corel WordPerfect Suite 8 are also included. Available for download as PDF documents directly from our server. To order your fully printable TrainPack bundle visit our SECURE Order Form: You ll be ready to start training within 24 hours WARP! Computer Training. All rights reserved. This workbook may only be used by the organization listed at the top of each page and may only be distributed as a printed hard-copy. Do not distribute the electronic version of this document. WARP! Computer Training assumes no responsibility or liability for any errors or inaccuracies that may appear in this workbook. Microsoft and Windows are registered trademarks of Microsoft Corporation in the U.S. and other countries. Microsoft Office, Word, Excel, PowerPoint, Access and Outlook are trademarks of Microsoft Corporation. All other products and brand names are trademarks of their respective owners. The stock market trading examples contained in this workbook are to be used for educational purposes only and should not be considered financial advice.

3 Contents INTRODUCTION...3 CHAPTER 1 - Getting Started Starting Excel & Task Pane... 4 Menu Bar & Title Bar... 5 Minimizing, Maximizing, Restoring, Moving & Resizing a Window... 5 Introduction to Menus - Opening a File & Status Bar... 6 Introduction to Toolbars... 7 Scrollbars & Dialog Boxes... 9 For Full Screen evaluation & Normal view... purposes only 10 Adding Toolbars & Customizing the Toolbar Tools Options CHAPTER 2 - Customizing Excel CHAPTER 3 - Creating a new Spreadsheet What is a Spreadsheet? Working with Numbers & Creating a New Spreadsheet Saving a spreadsheet CHAPTER 4 - Formatting Text Adding text Formatting text - Font, Size, Bold & Centering Text Alignment CHAPTER 5 - Formatting Numbers Adding and Formatting Currency Multiply Formula & Copying & Pasting a Formula & Smart Tags The Office Clipboard & Paste Special Resizing a column using the mouse & Minus Formula Formatting Values & AutoSum Sum Formula Divide Formula & Percentages Calculation operators in formulas CHAPTER 6 - Columns and Rows Deleting Rows & Column Width Row Height CHAPTER 7 - Borders and Shading Borders & Shading Undo & Redo Last Action Introduction to MS Excel WARP! Computer Training 1

4 CHAPTER 8 - Word Tools Spell Check AutoCorrect Finding & Replacing text Go To CHAPTER 9 - Page Formatting Headers & Footers Page Setup CHAPTER 10 - Charts & Graphs Creating a Chart & Chart Type Chart Title Chart Data Labels Rotating the pie slices Exploding a slice of pie An extra charting exercise CHAPTER 11 - Clip Art and WordArt For Clip evaluation Art & Clip Organizer... purposes only 50 WordArt CHAPTER Do 12 - not Printing use for training Print Preview Printing Closing a spreadsheet & Exiting Excel CHAPTER 13 - AutoFill, AutoFormat & Styles AutoFill Series AutoFormat Styles CHAPTER 14 - Formulas & Functions Adding Formulas to a spreadsheet Formatting Values Introduction to Logical Functions IF - Logical Function Copying and Pasting a Logical Function Protection CHAPTER 15 - Using Help Starting Help & Table of Contents Assistance Search Help [F1] Help Office Assistant Ask a Question Copyright 2003 Elizabeth Daffin & Mark Hampsey 2 WARP! Computer Training

5 Introduction Welcome to the WARP! Computer Training MS-Excel 2003 workbook. MS-Excel 2003 is a powerful Spreadsheet application program for Windows 2000/XP or later. It is part of Microsoft Office 2003, a professional integrated office suite. Spreadsheets are applications which allow you to work with numbers. Detailed and complex numerical analyses can be executed with these tools. You can use spreadsheets to calculate your family budgets, do the bookkeeping for a small business and analyze the repayments for your home loan. This course will introduce you to working with spreadsheets, and show you how to produce interesting graphs. The workbook leads you step-by-step through all of the fundamental skills you will need to use Excel 2003 effectively. Good luck and happy learning. We hope you enjoy this workbook. Introduction to MS Excel WARP! Computer Training 3

6 Getting Started 1 Follow these steps to start Excel: Starting Excel Select Microsoft Excel 2003 from the Start Menu You will be placed into a new blank workbook with the Getting Started task pane at the right of your screen: You can create new workbooks or open an existing workbook directly from this task pane. If the task pane is unavailable, select the View Task Pane or the View Toolbars Task Pane menu item. Click the Close button on the Getting Started task pane title bar 4 WARP! Computer Training

7 Excel is an application program written to be used specifically with the Windows operating system. As such the Excel interface includes many standard Windows features: Menu Bar and Title Bar Menu Bar Title Bar Minimize button Close button Restore Down/Maximize button The Menu Bar gives you access to lists of options to help you work with the program. They are organized into categories depending on their function. The Title Bar indicates the name of the Application Program running and the name of any document open in that Application. The Minimize button and the Restore Down/Maximize button change the size of the screen. Try this: In Excel, click the Minimize Button. The Excel screen will minimize; that is, it will disappear from your screen, but will still be running. Click on the Microsoft Excel button on the Taskbar to restore the window to normal. Click the Restore Down/Maximize Button. The Excel window will change. If the window was previously maximized, it will revert to a non-maximized state. You can move and resize this smaller window. The look of the Restore Down/Maximize Button will change when you click on it. If the button was not previously maximized, clicking on it will cause the window to maximize, that is, fill the entire screen. Clicking on the Close Button will close down the application. (For this exercise, do not bother to close the application. If Excel is closed, follow the Starting Excel steps on Page 4.) Minimizing, Maximizing, Restoring, Moving & Resizing a Window Introduction to MS Excel WARP! Computer Training 5

8 Introduction to Menus You can access lists of the options available in an application program by using the Menu Bar. Try this exercise using the Excel Menu Bar: Using the Menu Bar Insert your Sample Disk into drive A: Select the File Open menu item Click on the arrow in the Look in: box Click on My Computer Double-click on 3½ Floppy (A:) Double-click on Tax.xls You have just opened a spreadsheet file using the Excel File Open menu item. Note: Excel 2003 menus (and toolbars) automatically display frequently used commands. When using Excel for the first time, only basic commands will appear. You may need to click on the double arrows at the bottom of a menu list (eg, Edit) to display all of the commands and then select the menu item that you require (eg, Replace). Status Bar Most programs will have a Status Bar at the very bottom of their screens. The Excel Status Bar looks like this: Number Lock Indicator Status Indicator Window Resizing Tab 6 WARP! Computer Training

9 The Status Indicator and the Window Resizing Tab appear in most Windows programs. The Status Indicator gives a description of the action currently being performed. Watch the Status Indicator when you click on buttons and menu items to see what that item is used for. The Window Resizing Tab is used to resize windows that have not been maximized. If a window does not have a resizing tab in the lower-right corner and it is not maximized, then you can probably still resize the window. In any case, follow these instructions: Move your mouse to the lower right-hand of the window you want to resize until the mouse pointer changes to a diagonal arrow: Click and hold down the left mouse button Drag the window to the size you would like it to be Restore the Window to fill the screen (click the Maximize For evaluation button ) purposes only Introduction to Toolbars Now that you have opened a file using Excel, let s study some of the features that Excel makes available to you. Let s look at Toolbars. Some programs provide users with toolbars to make working with frequently used program options faster. So instead of going to the pull-down menus and finding the action you want, now you can access the desired action with one-click of the mouse. If the toolbars do not appear where you can view all of the buttons, use the mouse to move the toolbar you can always replace it later. Place the mouse pointer near the beginning of a toolbar and click and drag when the cursor changes to the Move pointer:. Or, use the Toolbar Options button at the end of the toolbar to view the hidden buttons. Resizing a Window Toolbar Introduction to MS Excel WARP! Computer Training 7

10 Labeling the Toolbar Move the mouse pointer over all the buttons slowly, one at a time. You will see small yellow labels appear which tell you what each button is for. Write down what you read here: 8 WARP! Computer Training

11 Scrollbars Scrollbars, Scroll Boxes and Scroll Arrows are devices which allow you to view portions of your workspace that are too large to fit in the window you are working in. Scroll Arrow Scroll Box Scroll Bar You can click on the scroll arrows to scroll through different areas of your workspace. You can also Drag the scroll box up or down (or left or right) to accomplish the same action. Clicking the scroll bar at different points will also let you move to different parts of your workspace. Dialog Boxes If you have worked with other Windows programs before you will have used a few of the devices called Dialog Boxes. The Open feature of all programs is an example of a dialog box. As the name suggests, Dialog Boxes are used by the computer to ask you to do something. Your computer will present you with different types of dialog boxes when it needs you to make certain types of decisions. Introduction to MS Excel WARP! Computer Training 9

12 Customizing Excel 2 You can customize the way Excel looks and works in a number of ways: Full Screen & Normal View Full Screen view Select the View Full Screen menu item to view the spreadsheet in Full Screen mode Full Screen view simply uses the whole elements that take up space on the screen, Do not use like toolbars, for will be training hidden. window to display your spreadsheet. Windows Select the View Full Screen menu item again to toggle the Full Screen off Normal view Select the View Normal menu item to view the spreadsheet in Normal mode Normal view displays the Excel window and includes all Windows elements that were hidden by Full Screen mode. View Page Break Preview allows you to view your worksheet pages as they will print. You can move the page breaks in this view by dragging them WARP! Computer Training

13 Toolbars Toolbars give you access to commonly used functions. You can choose to display or remove any of the Excel toolbars on your workspace. Select the View Toolbars Drawing menu item to display the Drawing toolbar at the bottom of your workspace. (Alternatively, click the Drawing button on the Standard toolbar, to toggle the Drawing toolbar on and off.) Adding Toolbars Customizing the Toolbar If you find you are using a particular menu item very frequently, you can add its button to the toolbar using several different methods: Select the Tools Customize menu item (alternatively, select the View Toolbars Customize menu item) Click on the Commands tab Click on File in the Categories: list Scroll down and click on the Set Print Area icon in the Commands: list box Set Print Area specifies a selected area of the worksheet to print. Customizing the Toolbar Drag and Drop the new button onto the top toolbar (between the Print and Print Preview buttons) Click the Close button on the Customize dialog box Introduction to MS Excel WARP! Computer Training 11

14 Alternatively, click on the Toolbar Options button at the end of the Standard toolbar and place the mouse pointer over Add or Remove Buttons and then over the Standard menu. Use the scroll arrow at the bottom of the list of icons to select the button you want to add. The new button will then be displayed at the end of the toolbar. If the button does not appear in this menu, click on Customize at the end of the list under the Standard item. Options The Tools Options menu item allows you to modify the way Excel works in a great many ways. Let s explore one option you may want to change and then you can experiment with the others: Changing Tool Options Select the Tools Options menu item For evaluation Click the General purposes tab only Select 10 from the font Size: pull-down list box Click the OK button This will set the default font size for your new worksheets to 10-point type WARP! Computer Training