INTRODUCTION TO EXCEL 2010

Transcription

1 INTRODUCTION TO EXCEL 2010

2 Contents Page No OPENING EXCEL... 3 USEFUL ICONS ON THE RIBBON IN EXCEL... 3 SUM IS THE EASIEST WAY TO CALCULATE STRAIGHTFORWARD ADDITIONS... 3 USING HELP... 4 MERGE AND CENTRE A HEADING... 4 CHANGE FIGURES TO CURRENCY... 5 ADD A COLUMN... 5 DELETE A COLUMN... 5 ADD A ROW... 6 DELETE A ROW... 6 RESIZE ROWS AND COLUMNS... 6 FREEZE ROWS AND COLUMNS... 7 HIDE COLUMN(S) OR ROW(S)... 8 UNHIDE COLUMN(S) OR ROW(S)... 8 PERCENTAGES... 9 CLEARING FORMATTED CELLS... 9 INSERT A NEW WORKSHEET... 9 RENAME A WORKSHEET MOVING A WORKSHEET DELETE A WORKSHEET USE SUM USE AUTOFILL BASIC FORMULAS ADD A COMMENT TO A CELL TO HIDE THE COMMENT EDIT A COMMENT DELETE A COMMENT INSERT A HEADER AND FOOTER PRINT AND PRINT GRIDLINES SAVING AS A NEW WORKBOOK P a g e

3 Opening Excel Open Microsoft Excel from the Start Menu 1. From the desktop click on the Start button 2. Then select Microsoft Office Excel 2010 from list. 3. However if you don t see Microsoft Office Excel 2010 on list, write Excel in the Search programs and files box Or Open Microsoft Excel from the Desktop Double click (or right click and select open) on the Excel icon Useful Icons on the Ribbon in Excel Sum is the easiest way to calculate straightforward additions Merge & Centre Currency Percentage Sort Decimal Place Sort Navigating the screen - Using the keyboard Up one cell Down one cell 3 P a g e

4 Ctrl Ctrl Ctrl Ctrl Home Ctrl, Home Ctrl, End Page Up Page Down Left a cell Right a cell Goes to the furthest right column of the current spreadsheet Goes to the furthest left column of the current spreadsheet Goes to the top row of the sheet Goes to the bottom row of the sheet Goes to column A Goes to cell A1 Moves to the bottom right cell of the current spreadsheet Moves active cell up one screen Moves active cell down one screen Using Help 1. Press F1 2. Type your question 3. Click Search Or 1. Click on the Help menu 2. Type your question 3. Click Search Merge and Centre a Heading To Merge cells, click and drag on the required cells, then click on the Merge and Centre icon Merge and Centre icon on the Home tab 4 P a g e

5 Change figures to Currency Select figures to be changed, then in the Home tab and click the Currency icon on the toolbar Add a Column 1. Highlight the column to the right of where the new column is to be inserted. 2. In the Home tab, click on Insert on the Cells section 3. Or Right Click on the selected column and select Insert Delete a Column 1. Highlight column to be deleted, 2. In the Home tab Click on Delete in the Cells section Or Right Click on the selected column and select Delete. 5 P a g e

6 Add a Row 1. Highlight the row beneath where you want the new row to be inserted 2. In the Home tab Click on Insert in the Cells section Or Right Click on the selected Row and Click on Insert Delete a Row 1. Highlight the row to be deleted 2. In the Home tab Click Delete or Right click on the selected Row and Click on Delete. Resize Rows and Columns Columns Position your mouse to the right of the Column letter you want to resize and double click to Autofit to the column data or Click and drag to required size. Rows Position your mouse below the row number you want to resize and click and drag to required size This will resize column A This will resize row 3 If you make a column too narrow for the text it contains, you will see hash signs inside the cells by increasing the size it enables you to read the text clearly again. 6 P a g e

7 To select rows or columns adjacent to each other 1. Click on the first row number or column letter you require 2. Hold down the Shift key 3. Click on the last row number or column letter you require To select rows or columns not adjacent to each other 1. Click on the number or letter of the first row or column 2. Hold down the Ctrl key 3. Click on the row number or the column letter that you require Freeze Rows and Columns Why Freeze Rows and Columns By freezing rows and columns, you can keep titles visible on the screen at all times. For example, in the spreadsheet below, column A and row 2 will remain on screen when you scroll through the spreadsheet. Freeze panes This is useful if you have a large spreadsheet, which you have to scroll through to see all the details. No matter which area of the spreadsheet you are working on, you will always be able to see the titles for the sheet. Freeze Rows 1. Select the row below where you want the split to appear 2. Click the View tab 3. Click Freeze Panes 7 P a g e

8 Freeze Columns 1. Select the column to the right of where you want the split to appear 2. Click the View tab 3. Click Freeze Panes Freeze Rows and Columns 1. Click the cell that is below and to the right of where you want the split to appear. (The picture is showing that row 8 and column A will freeze) 2. Click the View tab 3. Click Freeze Panes Unfreeze Rows and/or Columns 1. Click the View tab 2. Click Unfreeze Panes Hide Column(s) or Row(s) 1. Select the Column(s) or Row(s) you want to hide. 2. Click on the Home tab 3. Click on the Format icon 4. Click on Hide & Unhide 5. Click on Hide Column (Row if you have selected row(s)) Unhide Column(s) or Row(s) 1. Click on the Home tab 2. Click on the Format icon 8 P a g e

9 3. Click on Hide & Unhide 4. Click on Unhide Percentages It is important to make the cell(s) a percentage before entering data 1. Click in the cell(s) 2. Click on the Home tab 3. Click on the percentage icon Clearing formatted cells It is just as important to clear the percentage format from the cells if they are to be used for other data 1. Click in the cells to be formatted In the Home tab 2. Click on the Clear arrow in the Editing group 3. Click on Clear Formats Insert a New Worksheet 1. In the Home tab 2. Click on Insert pointer 3. Click on Insert sheet 9 P a g e

10 Your new Worksheet will be inserted to the left of your active worksheet. Rename a Worksheet Double click on the appropriate tab and type name as appropriate. Moving a Worksheet Click on the appropriate tab and whilst holding the left mouse button down drag the worksheet to the desired position. (The cursor will appear to be holding a piece of paper and a small black arrowhead will indicate each insertion point) Delete a Worksheet Right click on the appropriate sheet and select Delete or In the Home tab Click on Delete Click on Delete Sheet Use Sum AutoSum is a quick and easy way to add up a list of figures. 1. Click in the cell where you want your totals to appear. 2. From the Home tab in the Editing section click on the Sum icon A flashing border will appear around the cells 10 P a g e

11 If the selected cells do not include all the figures needed for the addition, click on one of the blue squares (positioned in each corner of the flashing border) and drag the border to incorporate required cells. Press Enter or click on the Tick to accept the calculation Use AutoFill AutoFill is a quick and easy way to continue a sequence. Following the use of Autosum (see previous page) 1. Select the square in the bottom, right hand corner of your total cell 2. Click and drag across the cells you wish this formula to apply too a border will appear around the selected cells 3. On release of your mouse, the cells selected will be calculated Use AutoFill to produce a sequence within your spreadsheet 1. Type the required information, eg first month or day 2. Place your cursor over the square in the bottom, right hand corner of the highlighted cell your cursor will change to a small plus sign 3. Click and drag over the cells you wish this sequence to appear. You will see a mouse tip indication 11 P a g e

12 4. A black border will appear around the Autofilled cells When autofilling anything other than days or months, it is necessary to select 2 or more cells before autofilling, for Excel to follow the sequence Basic Formulas Multiplication 1. Click in the cell where you want your answer to appear and click = 2. Click into the first cell containing the figures for your calculation (Note that the cell reference now appears in next to the = sign and on the formula bar) 3. Press the * symbol from the numeric pad 4. Click on the second cell containing the figures for your calculation (You will now see that the symbol and cell reference has been entered into your total cell and formula bar) 5. Press Enter or click on the Green Tick to accept. Subtraction Follow the steps as above but use the symbol from the numeric pad. Division Follow the previous steps but use the / symbol from the numeric pad. 12 P a g e

13 Addition Follow the steps as above but use the + symbol from the numeric pad. Add a comment to a cell 1. Click in the cell you want to add a comment to 2. Click on the Review tab 3. Click on New Comment Or Click in the cell you want to add a comment to Right Click and Insert Comment To view a comment, place your mouse over the cell For the comment to appear on the spreadsheet all the time 1. Right click on the cell which has the comment 2. Click on Show/Hide Comment To Hide the comment 1. Right click on the cell 2. Click on Hide Comment Edit a comment 1. Click in the cell that contains the comment 2. Right click 3. Click on Edit Comment 13 P a g e

14 Delete a comment 1. Right click on the cell that contains the comment 2. Click on Delete Comment or Click on the Review tab and select the required icons from the Comments group Insert a Header and Footer 1. Click on the Insert tab 2. Click on Header & Footer icon 3. Click on the required information on the Design tab To View worksheet 1. Click on the File tab 2. Go to Print 3. On the right hand side you will see a Print Preview 14 P a g e

15 Print and Print Gridlines To print the Gridlines in your worksheet: - 1. Click on the Page Layout tab 2. Click on Sheet Options group (or click on the View checkbox under Gridlines) 3. In the Sheet tab click in the Gridlines checkbox. 4. Click on the Print 5. Select Printer 6. Select appropriate option from Print 7. Click Print Saving as a New Workbook Click on File Click on Save As 15 P a g e

16 1. In the Save In box click on required drive from your list 2. Select the required folder 3. Name your spreadsheet 4. Click Save Print Headings on all Pages To allow your column headings to appear on each printed page Click on Page Layout tab Click on arrow next to Page Set up or Sheet Options 16 P a g e

17 Select the Sheet tab Select icon in the Rows to repeat at the top field Highlight appropriate row headings Click on the icon NOTE: Formula entered into the field Select OK Print as usual using File Print 17 P a g e