Workbook - A workbook is an entire file which is made up of many worksheets.

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1 Introduction to Excel Excel Lingo In order to understand some of the explanations in this handout, you must be familiar with some of the terms used within Excel. See Figure 1 and the definitions below. Worksheet - A worksheet is an individual page which can be accessed using the tabs across the bottom of the Excel window. To move about the different worksheets, click on the corresponding tab. Workbook - A workbook is an entire file which is made up of many worksheets. Cell - A cell contains information which you have entered. An Excel worksheet is built upon cells. Active Cells - The active cell is the darkly bordered cell as shown in Figure 1. When you type, the newly entered text will be placed in this cell. In addition, the active cell address is shown in the Name Box. Cell Addresses - Cell addresses are the location of the cells within your worksheet. The format of the address is the column followed by the row. For example, the circled cell in Figure 1 is H2. This cell is found in column H, row 2. Like a world map, it denotes where cells are found within your sheet. These addresses are very important when using functions. Figure 1: Excel Application

2 Page 2 Introduction to Excel Creating & Editing New Workbooks Entering Text When you first start Excel, you are presented with an empty workbook. To enter text, click in the cell in which you wish to enter information. After you have highlighted the cell, begin to type. When you are finished, press Enter. The text will then appear in the box you selected. Adding Rows and Columns Once you have entered all of your information in your worksheet, you may realize that you need to add an extra row or column in your data. This is an easy process in which both rows and columns are added in the same manner. Just substitute the word column for row in the following steps to add an extra column. 1. Click on a Row number to highlight the entire row; right-click and choose Insert from the pull-down menu or click Insert on the Home tab, Cells section. 2. Continue editing your worksheet. Editing Cells You can select cells and copy and paste them as in any other windows application. Cells To select a single cell, simply point the arrow and click. Click, hold, and drag the mouse if you wish to select multiple cells at once. Row and Columns To select an entire row or column, click on the appropriate row or column header. Cutting and Pasting While the desired cells are selected, choose Cut from the Home tab. Next, place your cursor in the cell into which you want to paste. Choose Paste from the Edit tab. You can also drag a cell to a new location by clicking on the cell, move the mouse over the black border, you should get a four-headed arrow on the mouse pointer, click and drag to new cell.

3 Introduction to Excel Page 3 Copying and Pasting Copying works on the same principle as cutting, except that the original will still exist. From the Edit menu, choose Copy. Next, place your cursor in the cell into which you want to paste. From the Edit menu, choose Paste. Undo The undo command will allow you to erase the most recent entry into the cell. From the Edit menu, choose Undo. Formatting Cells You can change the format of the content of the cells found in your worksheets. This includes the number style, alignment, fonts, borders and patterns, and protection applied to those cells. 1. Highlight the cell or cells that you wish to format. 2. From the Home tab, click on the Font attribute, Alignment, Number or Style. You can also click the arrow in the lower right-corner of any of these sections to open the Format Cells dialog box. 3. Click OK as instructed when you are completely done formatting your cells. Number style Changing the number style of a cell is useful when dealing with numbers. You can specify what type of number the cell should be displayed as. Such examples are the date, currency, and the number of decimal places. Click on the Number tab of the Format Cells dialog box. Make your changes and then click on OK to take you back to your worksheet. Alignment You can change the alignment of the cell as well. Click on the Alignment tab of the Format Cell dialog box. Make your changes and then click on OK to take you back to your worksheet. Font, size, style, color You can change the font as well as its size, style, and color. Click on the Font tab of the Format Cell dialog box. Make your changes and then click on OK to take you back to your worksheet.

4 Page 4 Introduction to Excel Borders and Patterns You may also change the border and patterns of any cells you have selected. In the Format Cells dialog box, click on either the Border or Patterns tab. Make your changes and then click on OK to take you back to your worksheet. Protection The protection feature found in the Format Cells dialog box allows you lock cells and hide formulas. Select the type of protection you want. Headers and Footers To create custom headers and footers. From the Insert tab choose Header & Footer. Your screen will change to Page Layout View with the Headers & Footer Tools ribbon available. See below. Notice that the Header is divided into three distinct areas with the following alignments: left-aligned, center-aligned and right-aligned. In the example below, the center section, which is center-aligned, is selected. (After you have completed the header and footer, you can return to the normal view by clicking on the spreadsheet, outside the header of footer, and going to the View tab and clicking Normal on the ribbon.) You can also add Elements by clicking in the section and then clicking on the Element. Element Header & Footer Tools ribbon Three Sections Header and Footer properties can also be set in the Print Preview; Page Layout dialog box.

5 Introduction to Excel Page 5 Saving and Printing Workbooks Saving your Work Now that you have created an Excel file for your use, you must save it if you wish to use it at a later date. Otherwise, when you exit Excel, you will lose all the data that you have entered. To save your workbook, 1. From the Quick Access menu of Office Button, choose Save. 2. In the File name field, type in a name for the file. Also check/verify the location to where you are saving. 3. Click on the Save button. Printing your Work You can print your work to an attached or networked printer. Best Practice: Use Print Preview prior to printing. 1. From the Office Button, choose Print, Print Preview. 2. Click on Page Layout to modify settings (e.g., Portrait or Landscape; Scaling to Fit to page:. Margins; Header /Footer; and Sheet for gridlines.) and then click OK. Changes you have made to the page layout will be displayed. sure that the settings reflect what you want to print. 3. Click Print and check the following items: Is the correct printer selected? What would you like printed? Do you want only a specific page range printed? 4. Click the OK button when you are finished making your selections.

6 Page 6 Introduction to Excel Functions/Formulas Formulas (formula: A sequence of values, cell references, names, functions, or operators in a cell that together produce a new value.) are equations that perform calculations on values in your worksheet. A formula always starts with an equal sign (=). Excel follows the standard order of mathematical operations: Please Excuse My Dear Aunt Sally. ( ), ^ Parentheses; Exponentiation *;/ Multiplication; Division +, - Addition; Subtraction You can create a simple formula by using constants and calculation operators. For example, the formula =5+2*3, multiplies two numbers and then adds a number to the result. In the preceding example, the multiplication operation (2*3) is performed first, and then 5 is added to its result. You can also create a formula by using a function (function: A prewritten formula that takes a value or values, performs an operation, and returns a value or values. Use functions to simplify and shorten formulas on a worksheet, especially those that perform lengthy or complex calculations.). For example, the formulas =SUM(A1:A2) and SUM(A1,A2) both use the SUM function to add the values in cells A1 and A2. Depending on the type of formula that you create, a formula can contain any or all of the following parts. 1. Functions A function, such as PI(), starts with an equal sign (=), and you can enter arguments for the function within its parentheses. There are over 200 built-in functions, and each function has a specific argument syntax. 2. Cell references You can refer to data in worksheet cells by including cell references in the formula. For example, the cell reference A2 returns the value of that cell or uses that value in the calculation. 3. Constants You can also enter constants, such as numbers (such as 2) or text values, directly into a formula. 4. Operators Operators are the symbols that are used to specify the type of calculation that you want the formula to perform. For example, the ^ (caret) operator raises a number to a power, and the * (asterisk) operator multiplies numbers.

7 Introduction to Excel Page 7 Manually Entering Formulas Division / = A1/A2 Multiplication * = A1*A2 Addition + = A1+A2 Subtraction - = A1-A2 Exponential ^ = A1^2 Click on the cell in which you wish to enter your function. You must first type an equal (=) sign to designate this cell as a function. Next, you must enter the function using cell addresses. Parentheses can be used within a function to change the order of operations. Insert Function

8 Page 8 Introduction to Excel Creating Charts/Graphs Charts and graphs are both graphic representations of worksheet data. In this handout, the term chart will be used instead of graph since Excel uses this term. Used as a tool, charts can be helpful in data comparison and analysis without the headaches of troublesome deciphering. They make data easy to read and evaluate. When a chart is created in Excel, the worksheet values are used and displayed as data points on the particular chart type which one has chosen. Some common examples are area, bar, column, line, and pie. Since Excel uses the worksheet data, the chart will automatically be updated as the worksheet is updated. Data series are distinguishable from one another on a chart by unique color or pattern. Charts can also be enhanced by adding chart items, such as data labels, legends, titles, and text. Most chart items may be moved, sized, and formatted using formatting attributes. Charts I: How to create a chart in Excel 2007 (You can get to this demonstration from Help and search Chart. After watching the training video, click the Practice in Excel button to do the exercise with step-by-step instruction.) Chart Tools

9 Sample Problem 1 This simple problem will reinforce what you have read in this handout. Getting Started Start a new workbook and enter the following information. Complete the following additional steps 1. Change the width of Column A to accommodate Avg. Monthly Sales. 2. Merge & Center the title Northwind Traders Tea Sales Report over columns A to E. Change the cell style to Accent Create a formula to add the sales across to the Total column (Column E). 4. Use Autofill to copy the formula down the Total column (Column E). 5. In Column B, create a formula to Average the sales down the column. 6. Use Autofill to copy across the columns to March (Column D). i. Format Cells; 0 decimal places 7. Create a Chart of the data; 3-D Column Chart. Hint: when selecting the data, do not include the Avg. Monthly Sales row or Total column. 8. Change the Chart Style. 9. Add Chart Titles from the Layout tab. 10. Save with workbook. Finished Workbook

10 Page 10 Introduction to Excel Table of Contents Excel Lingo... 1 Worksheet... 1 Workbook... 1 Cell 1 Creating & Editing New Workbooks... 2 Entering Text... 2 Adding Rows and Columns... 2 Editing Cells... 2 Cells... 2 Row and Columns... 2 Cutting and Pasting... 2 Copying and Pasting... 3 Undo... 3 Formatting Cells... 3 Number style... 3 Alignment... 3 Font, size, style, color... 3 Borders and Patterns... 4 Protection... 4 Headers and Footers... 4 Saving and Printing Workbooks... 5 Saving your Work... 5 Printing your Work... 5 Functions/Formulas... 6 Manually Entering Formulas... 7 Insert Function Creating Charts/Graphs... 8 Chart Tools... 8 Sample Problem Getting Started... 9 Complete the following additional steps... 9 Finished Workbook... 9