Excel 2010 Window Overview. File Tab and Quick Access Toolbar. Page 1 of 8. Ribbon Tabs Formula Bar. Name Box (shows reference of Active Cell)

Transcription

1 Excel 2010 Window Overview Name Box (shows reference of Active Cell) Ribbon Tabs Formula Bar Zoom Slider Fill Handle Active Cell Row Numbers and Column Letters File Tab and Quick Access Toolbar Quick Access Toolbar (can be customized) File Tab replaces the Office Button in Office 2007 Opens the Save As dialog box, to save a new version of a spreadsheet Displays the properties of the current document Displays a list of recently opened files Displays shortcuts to available templates Click to access printer settings, choose printers and to use Print Preview Click to access advanced options and settings Page 1 of 8

2 Home Ribbon Click icon to paste normally; click dropdown arrow for Paste Special Dialog Box Launcher: Click to open dialog boxes giving additional options Allow text to appear on multiple lines in a cell Choose how values in cell are displayed; contains shortcuts to most popular number formats Insert or delete whatever entity (cell, row, column) is selected; use dropdown arrows to select other options Font controls: Font, Font Size, Grow Font, Shrink Font Bold, Italic, Underline, Border, Fill Color, Font Color Adjust horizontal and vertical alignment of text in cells Combine several cells into one large cell and center its contents Change number of decimal places shown Turn comma separator on/off Display numbers as percentages Choose currency symbol Click to select sort options Quick access to find and replace tools Workbook Basics Create a new workbook Click the File tab, then click New. Double click the Blank Workbook button for a basic workbook, or double click a folder, e.g. Calendars to see the available templates in that category. Excel shows a preview of the template when you open the folder. Shortcut: type Ctrl+N. Save your workbook (for the first time) 1. Click the Save icon ( ) on the Quick Access toolbar, or type Ctrl+S. The Save As box will appear. 2. Choose where you want to save the file: Excel will save in the My Documents folder (or the Documents folder if you have Windows Vista) by default. Change to another location, if desired, by clicking the drop-down arrow marked Browse Folders, and browsing to your location among the folders displayed at the left side of the box. 3. Choose a descriptive name for your document and type it in the box labeled File Name. 4. If your file needs to be shared with someone using an older version of Excel, click the dropdown arrow marked Save as type and choose Excel from the list. 5. Click the Save button in the lower right corner of the box, or press Enter. Page 2 of 8

3 Update your saved workbook Click the Save icon ( ) on the Quick Access toolbar, or type Ctrl+S. Excel will replace the previously saved document with the current version. We recommend that you do this often!! Open a saved workbook 1. Click the File tab, then click Open ( ), or type Ctrl+O. The Open box will appear. 2. Find the location where you saved your workbook. If you saved it somewhere other than the My Documents folder, browse to its location using the folder pane at the left side of the box. (You may need to click the Browse Folders button to see this pane.) 3. Click on the workbook to select it. To open, double click the file s icon, or click the button labeled "open" at the lower right of the Open box. Switch between open workbooks Windows XP or Vista: The taskbar (bottom of the screen) displays a button for each open workbook; clicking a button makes that workbook active. Windows 7: The taskbar displays icons for each active program. When the mouse is placed above any program icon, a thumbnail of each open file from that program appears. Click the file you want to use. Alternate: Click View to display the View Ribbon and choose Switch Windows. Switch between worksheets in a workbook Each worksheet has a tab at the bottom with its name on it. Click on a tab to make that worksheet active. The tab of the active worksheet will be bright white; tabs for the inactive worksheet(s) will be shaded gray. Add a new worksheet by clicking the tab showing a workbook and an asterisk (to the right of the sheet tabs). Find the active cell Look for the cell with the dark border around it. This is the active cell; it is ready to receive data. The cell reference of the active cell always appears in the name box to the left of the Formula Bar. If the active cell is not visible, scroll until you can see the correct row and column. Page 3 of 8

4 Move the active cell around the worksheet Click a cell and it will become the active cell. Press Tab to move to the right; Shift+Tab to move to the left. Press Enter to move the active cell down one row, and back underneath the cell in which typing began. Arrow keys move the active cell one row or column in the arrow direction; page up/page down moves the active cell one full screen height up or down; Alt+Page up/page down moves the active cell one full screen width to the left or right Home moves the active cell to Column A but keeps it in the same row; Ctrl+Home moves the active cell to A1 F5 brings up the GO TO menu; type in any cell reference to go there. Mouse Pointers and What They Mean Appears when pointer floats over text in the Formula Bar, or when you are editing text; click to place the insertion point at a particular position in the text. Appears when pointer is over a column border at top of spreadsheet; drag to make columns wider or narrower. For rows, use: Appears when pointer is over a column letter; click to select column. For rows, it looks like this: Appears when pointer is on the edge of the active cell or a highlighted group of cells; press and hold to drag cell(s) to a new position. Appears when pointer is over the inside of a cell; drag to select (highlight) a group of cells. Appears when pointer is over the fill handle; drag to copy cell contents. Select (highlight) a group of cells Move mouse pointer over the first cell you want to select. Press left mouse button; drag mouse to highlight all the cells you want; release mouse. To highlight complete rows or columns, click on the row number or the column letter. Click and drag to select several rows or columns. Move a block of cells from one place to another using Cut & Paste or Copy & Paste 1. Select the cells to be moved. 2. On the Home Ribbon, in the Clipboard group, click the Cut icon ( ) if you want to delete ( cut out ) the original cells; click the Copy icon ( ) if you want to leave the original cells in place. The selected cells are now surrounded by "marching ants". 3. Click to place the active cell where you want the copied cells to appear, and then click the Paste icon ( ) in the Clipboard group on the Home Ribbon. The new cells will appear, writing over any data in their way. If you used Cut, the original cells will also vanish. Page 4 of 8

5 4. If you used Copy, the original cells still have their marching ants. You can paste these cells as many times as you want by clicking the Paste icon again. To remove the marching ants, press the Esc key or begin typing something. Keyboard shortcuts: Cut is Ctrl+X, Copy is Ctrl+C, and Paste is Ctrl+V. Enter data (text [labels] or numbers [values]) 1. Click to place active cell where you want to begin entering data. 2. Type the first piece of information. Press the Tab key to accept that data into the cell and move to the next cell to the right; repeat steps to enter the first row of data. 3. Press the Enter key to move down one row and return to the column where you started. Note: Labels (text) will be left-aligned by default, while values (numbers) will be right-aligned. Change previously entered data in spreadsheets To remove the contents of the active cell or group of highlighted cells, press the Delete key. To replace a cell's contents with new information, click on the cell and begin typing. To edit data in a cell without erasing the cell's contents, click the cell and then do one of the following: click in the Formula Bar, double click in the cell OR press the F2 key to enter edit mode. You now have an insertion point. Make the desired changes, then accept changes by pressing Enter or clicking on the check mark ( ) between the Name Box and the Formula Bar. Undo a Change Click the Undo button ( ) on the Quick Access toolbar, or type Ctrl+Z. This undoes your previous actions in reverse sequence (most recent first). Excel s undo memory holds up to 100 steps. Change the width or height of a row or column For Columns: Place the mouse pointer at the junction between any two column letters. It will look like this:. Hold down the left mouse button and drag to the desired width, or double click to size the column to the largest entry in it. To format several columns at once, select them and click the Format button in the Cells group on the Home Ribbon. On the drop-down list, click AutoFit Column Width. For Rows: use the same steps with the row numbers rather than the column letters. Insert a row or column Select the one or more rows or columns where you want new ones inserted. Click the Insert button in the Cells group. The rows or columns selected will be moved down or to the right, and the same number of blank rows or columns will be inserted in the original location. Page 5 of 8

6 Delete rows or columns Select the rows or columns to be deleted by using the row numbers or column letters. Click the Delete button in the Cells group. View Ribbon Use the main Zoom button to set custom zoom (or use slider at lower right of Excel window); use other buttons to choose preset zoom amounts. Keep selected area of sheet (ex: the top row) visible at all times while scrolling through the sheet Make page breaks visible; reposition them by dragging View workbook as it will appear when printed Tile multiple documents in window to view simultaneously; use Synchronous Scrolling to look through two documents in parallel. Zoom your worksheet Click View to display the View Ribbon, and use the tools in the Zoom group. Alternate: use the zoom slider ( ) at the lower-right corner of the Excel window. Note: Zooming only affects how the workbook appears on the screen; it does not change the size of type in printouts. Use the Fill Handle to fill in a series of data 1. Type the first entry in a series (such as Monday, or 2/1/99, or Jan.) and press Enter. 2. Make that cell active again by clicking it or using the arrow keys. 3. Move the mouse over the small black square in the bottom right-hand corner of the active cell (the fill handle). The pointer will change from a fat white plus ( ) to a skinny black plus with no arrowheads ( ). 4. Press and hold the left mouse button and drag down or to the right. A gray border shows you how many cells you are filling. 5. Release the mouse button when the right number of cells is enclosed in the gray border. Note: If you highlight a group of cells, you can use the fill handle to copy the entire series at once. Create a custom series with the Fill Handle 1. Type the first two entries in a series in adjacent cells. 2. Select the two cells. 3. Place the mouse over the fill handle in the bottom right-hand corner of the selected cells. It will look like this: Page 6 of 8

7 4. Drag down or to the right to fill cells as usual. The new series will use the first two entries to define its pattern; in this example, the result would be a series of Wednesdays: 12/24/2008, 12/31/2008, 1/7/2009, 1/14/2009, 1/21/2009 Sort a data table: Simple Sort 1. Enter your data, including a header row containing descriptions of the data in each column. Make sure that you have no blank rows or columns. 2. Click any one cell in the column you want to sort by. 3. On the Home Ribbon, click the Sort & Filter button in the Editing group. 4. From the drop-down list, choose this button: to sort into ascending order. Depending on the kind of data you are sorting by, this button may be labeled Sort A to Z, Sort Smallest to Largest, or Sort Oldest to Newest. Click this button: to sort into descending order. If you only highlight part of your data and try to sort, Excel will ask you if you want to expand the selection to include adjacent rows, or continue with the previous selection to sort selected cells without including others on the same row. Sort a data table: Advanced Sort 1. Enter your data, including a header row containing descriptions of the data in each column. Make sure that you have no blank rows or columns. 2. Click on any cell in your data, then click the Sort & Filter button in the Editing group. 3. From the drop-down list, choose Custom Sort. The sort box will appear. 4. In the first Sort By box, use the drop down arrow to select a category to sort by. These categories are taken from the header row. Choose the order to sort into in the Order box. The data will be primarily arranged by this category.[ Normally the default Values option is used in the middle (Sort On) box, but you have options there too.] 5. Click the Add a Level button to obtain a Then By box. Choose a field to sort by and an order to sort the same way you did before. Where entries in the Sort By box match, data will be further sorted by this Then By field. 6. Repeat until you have all the sort fields you need. (Maximum: 64) 7. Click OK to sort the data. Page 7 of 8

8 About Smart Tags Smart Tags are small, context-sensitive menus that pop up when you are performing common operations and tell you what features are available. After doing many tasks such as cut and paste, inserting rows or columns, or using the fill handle, a small symbol may appear (for example, this the Autofill Options Smart Tag). A drop-down button appears when you float your mouse pointer over it; click this button to see options for each task. is Practice Exercises 1. Practice typing, inserting, cutting, copying and pasting: a. Starting at cell A1, type a column of five two-digit numbers (use the Enter key to move from cell to cell). b. Starting at cell C6, type a row of five three-digit numbers (use the Tab key to move from cell to cell). c. Insert a new row in the middle of your column of data (select row number 3, then click the Insert button in the Cells group.) What happens if you highlight rows 3 and 4 at the same time, and click the Insert button? Type two-digit numbers in each of the three new cells you inserted in column A. d. Using the Cut icon ( ), cut out cells A1 through A3. Paste them into cell E1 (click in cell E1, and then click Paste). Where do the cut cells land? What happened to the original cells? e. Copy the contents of cells C9 through E9 and paste them into cell A1 (click cell A1 and then click Paste). Where do they land? What happened to the original cells? 2. Set up a household budget using the fill handle: a. On a blank sheet, type January in cell B1. Use the fill handle to fill in the rest of the months across the top of the page in row 1. If necessary, adjust the widths of the columns. b. Beginning in cell A2, type categories such as Electricity, Telephone, and Internet in the cells in column A. Use whatever categories you like. c. Fill in numbers for the dollar amounts spent on those expenses. Don t worry about formatting (dollar signs and decimal places). d. Save your budget; we will do more with it in the next class. 3. Practice sorting: a. Type the data table shown at the right. b. Sort into ascending order by Name. Now sort into descending order by Job Cost. Did each job name, cost and commission stay together? What happens if you highlight the Job Cost column and then try sorting into descending order? Job Name Job Cost Commission Smith Jones Walters Abraham Page 8 of 8