Microsoft Excel 2007 Part I The Basics

Transcription

1 Microsoft Excel 2007 Part I The Basics Albert L. Scott Library th Street NW Alabaster, AL

2 Objectives: Active Cells Office Button Ribbon Borders Resizing Rows, Columns, and Cells Alphabetizing Find & Replace Cut/Copy/Paste Margins Spell Check Printing 2

3 Microsoft Excel 2007 can seem very intimidating at first. This class will go over the basic layout of all the functions and commands of Excel easily. By learning the basics of Excel first, you will be able to move onto the more advanced tasks with ease. What Excel Looks Like: 1 In 2007, Microsoft restructured their programs with the introduction of the Ribbon design. Instead of having commands listed in various drop down boxes, Microsoft wanted to have a more visual look. The same format was also implemented in newer versions of MS Word. The ribbon houses all of the commands with the use of groups and tabs, which we will go over later. Active Cell 1 Image from Louiseville Free Public Library Introduction to Microsoft Excel Excel.pdf 3

4 An active cell is the cell where your cursor is. Once a cell is active, there is a bold, black border around the cell. There are several ways to find the location of your active cell. Notice that the active cell is B4. The Column B is highlighted with an orange color, meaning that the active cell is in this column. Also note that the Row 4 has the same orange highlight, meaning that the active cell is in the Row 4. In the Name Box, it is showing that B4 is where the cursor is. The Name Box will always tell you where your cursor is, even if you have multiple cells highlighted. In the image below, note how the Name Box says that the active cell is C6, even though multiple columns and rows are highlighted. The reason that C6 is the active cell is because that is where the cursor was originally when the rest of the cells were highlighted. Note how the rows and columns on the sides are still highlighted with the orange coloring, indicating what cells are selected. The Office Button 4

5 Before we go into the various functions on the Ribbon, let s start with the Office Button. This feature is also in MS Word and it is pretty much exactly the same. The Office Button is where you will find all the key functions you will need for opening, saving, and starting a new spreadsheet/workbook in Excel. Office Button Features 5

6 New: Where you can open a new document. Excel also gives you the option to select from a list of preloaded templates that are available for your use. Use the toolbar on the left hand side of the New Workbook box that will appear when you select the New option. Open: Open a previously saved file, a downloaded workbook, or a spreadsheet on a thumb drive. A box will appear allowing you to search your computer for the previously saved workbook/document. Save: Easily and quickly save your workbook onto your computer Save As: Here you can name your workbook, but you can also save you file into older versions of MS Excel. Why would you do this? In case you are sending this file to someone who has another version of Excel or you are using another computer that might not have the same version of Excel that you have. Also note the PDF or XPS function under Save As. This gives you the option of saving your workbook in an easily published file like a PDF. 6

7 Print: Easily view how your workbook will look like when printed or only printed certain selections of your workbook. Prepare: Finalizing the workbook for work related issues. Send: Send the workbook to an address or send it as a PDF. Publish: Will allow for you to put the workbook on a shared server space or a website and allow for other users to update/change the file. In older versions of Excel, there was a Tools options that allowed you to various options in Excel. That option is now in the Office Button but under Excel Options. Within Excel Options is where you can see different formulas, proofing, display, and other resources. The Quick Access Toolbar 7

8 A list of commands that can be easily accessed. By clicking on any of these icons, you can execute a command quickly without having to search through the Office Button for it. To customize your Quick Access Toolbar, click on the small down pointing arrow which will show a list of commands that can be added to the quick access toolbar. What does each icon mean? If you see an icon on the Quick Access Toolbar, but you don t remember what that shape means, that is ok! Simply move the cursor over the shape and the definition of the icon will appear underneath the cursor. Is there a difference from the Office Button and the Quick Access Toolbar? Not really! The Quick Access Toolbar is just a simplified version of the Office Button. Why use the Quick Access Toolbar? If there is a particular function you use very frequently the Quick Access Toolbar makes it readily available. Example: You can customize the Quick Access Toolbar to include a Print Preview Icon, which you can click on to easily see what your spreadsheet will look like when printed. This is easier than clicking on the Office Button then Print then Print Preview. Undo/Redo Commands 8

9 To undo your last task: Click on the Undo button on the Quick Access Toolbar. Alternatively, hold down the CTRL key and type the letter Z. o To undo several actions at once: Click the drop-down arrow next to the undo button and select from the list. Word will reverse the selected action and all those actions above it. o To redo what you have just undone: Click on the Redo button on the Quick Access Toolbar. The Ribbon Like I mentioned earlier, the Ribbon is Microsoft s way of allowing for easy navigation through a visual process. The Ribbon is made up of 8 Tabs: Home, Insert, Page Layout, Formulas, Data, Review, View, and Developer. Each Tab has multiple Groups located within each Tab. Example: The Home Tab The Home Tab is going to house the most commonly used functions within Excel. Clipboard Group o Within the Clipboard group is where you can copy, paste, and cut into various cells within Excel. o The Clipboard can hold up to 24 pieces of information. o Format Painter allows copying of format of the cells without actually copying the text or formulas of those cells. 9

10 Font Group In the Font group, you can change the different font styles and size of the text. Here is also where you can bold, italicize, and underline. Another feature in the Font group, is the Fill Color command. This command allows you to change the color of a cell. If you want to change the color of the text, you can select the Font Color option. 10

11 Why would you want to change the color of a cell or the color of the font? Organization! One of the many reasons why people use Excel is to get budgets, lists, and other data information organized. By having the different color options, Excel is giving you more ways to organizing your data. Example: o Borders - Also within the Font Group is the option to create borders. By selecting one cell or multiple cells, you can create a full border or just a partial one. 11

12 Example: To Erase a border, select the Erase Border command from the Borders drop down box (see above). Your cursor will take the shape of an eraser, which will delete a border when you highlight it. The Alignment Group In the Alignment group, you can arrange the text in different locations within a cell. 12

13 The first row of commands in the alignment tab allows you to position the text in the top, middle, or lower part of a cell. The bottom row allows you to position the text either on the left, center, or right sides of a cell. The Orientation command allows you additional ways to format the text, including vertically. If you want to change the text even more, you can click on the small arrow in the bottom right corner of the Alignment Group, which will bring up more text format options. 13

14 Another command in the Alignment group is the Merge & Center command. This command allows you to merge several cells into one. 14

15 The Wrap Text function within the Alignment Group is a great way to wrap text that doesn t fit all the way in a cell. Example: Number Group In the Number group, you are able to see all the options of how numbers are displayed. 15

16 Example of changing number format: currencies. Another great resource within the Numbers Group is the option to use different Note: This command will not show currency rates, but given you the option of using currency formats. Example: 16

17 Styles Group Earlier, the use of coloring cells was mentioned as a way to stay organized. The Styles group is a great resource to stylize your spreadsheet. Example of stylized cells: Cells Group Within the cells group, you can add new cells, rows, or columns or delete any. You can also format the cells. 17

18 NOTE: When using the Insert and Delete functions, please note that when you move your cursor over the commands there are two parts to each command. Example: There is a small line that can only been seen when the cursor is placed over the text. If you click above the line (just on the image), either a cell will be inserted or deleted automatically wherever the cursor is. By clicking below the line (on the actual text with the down pointing arrow) a pop up box will appear giving you more options. It is important to pay attention to this because you do not want to click on the wrong command. The instructions below are for clicking below the line. To Insert A New Cell - Within the Cells Group, select Insert and from there you can select Insert Cells A new box will appear asking you to select which function you want. You can select the best option for you. NOTE: Before adding a new cell, place your cursor where you want the new cell to go. Example: 18

19 BEFORE: AFTER: To Delete A Cell - First, place your cursor in the cell you want to delete. - Within the Cells Group select Delete, this will bring up a box giving you the option to select how you want to format the cells. Example: BEFORE: AFTER: Optional Way to Delete or Insert Cells (quicker): - Select the cell you want to delete/insert - Right Click - Select Delete or Insert - New box will appear select best option for you. 19

20 Format Within the Cells Group, the Format command gives you the option to lock a spreadsheet, adjust the row height and column width, or move the current spreadsheet into another sheet. 20

21 Adjusting Column Width and Row Height Within the Format command, you are given the option of adjusting the size of the rows and columns. By selecting the command you want, a box will appear that gives you the option of editing the size. Unfortunately, this is a method that is time consuming and filled with lots of trial and errors. The simplest way to resize a column or row is to place your cursor at the top of the column bar or between a row. The cursor will take a new shape and simply left click and hold. By dragging the mouse, you can adjust the size. Left go of the mouse once you have the desired shape. Also in the Format command, you have the capability to use the Protect Sheet function. This function allows you to lock certain parts of the spreadsheet, where no one can change them. You can select the different commands that the other users can use. 21

22 Editing Group The last group on the Home Tab is the Editing Group. The main function that we will discuss in Excel Part 1 is the Sort and Filter command. This is a great function for putting cells into alphabetical order. 22

23 By selecting the cells or content you want to organize and selecting Sort and Filter you can choose from several options. Another function within the Editing Group is the Clear function, which allows you to erase the contents of a cell or cells. If you want to erase one or multiple cells, highlight the item(s) and select Clear All. Also within the Editing Group is the Find and Select function. This function allows you to search the whole spreadsheet for specific terms, words, or numbers with the Find function. You can also hit CTRL + F for this function. 23

24 You also have the option to replace words and numbers quickly using the Replace function. In Excel Part 1, we will mainly focus on the functions are that used most often, which are usually located in the Home Tab. Other functions that are not as simply, such as formulas, will be discussed in Excel Part 2. 24

25 Navigating Between and Around Cells There are several ways to navigate around a spreadsheet with ease. ENTER & TAB KEYS To move from Left to Right, use the Tab key on the keyboard. To move Up to Down, use the Enter key on the keyboard. ARROW KEYS The easiest way to navigate from cell to cell or row to row, is to use to arrow keys on the keyboard. 25

26 Changing the Row/Column Size Earlier, it was mentioned that the best way to change the size of a column/row was to use the cursor to drag row/column to the desired size. This is the easiest way to change the size. Sometimes you will type a spreadsheet or open a new one that someone has sent you and you will see this. When you see the repeated pound sign (######) it means that there is text in the cell, but row/column size is too narrow for the text to be displayed. If this ever happens, simply resize the column/cell/row until the whole text is visible. 26

27 Copy, Paste, and Cut In the Word Part 1 and 2 classes, we learned how to copy, paste, and cut information. Excel offers the same functions. Copying - To copy a cell or cells, simply highlight the desired cell(s), then right click and select copy. You will notice a blinking border appear around the copied text. This is just a notification to let you know it has been copied. Pasting - Once you have copied the cells, the original will stay in that location. Now you can Paste the same copied text into another location. Select the new desired locations, right click and select paste. Once you have pasted the text, the blinking border might still appear around the originally copied text. To remove the blinking border, simply double click anywhere in the spreadsheet. 27

28 Cutting - When you cut text, you remove the original and then paste it into another location. Select the text you wish to cut, right click and select cut. The black blinking border will appear around the cut text. To paste the text into another location, right click and select paste. The text will appear in the new location and be removed from the previously location. Copying/Cutting/ Pasting Links and Text From the Internet into Excel If you want to copy and paste data from a website into Excel, it is very simple. Step 1: Find the data you want to copy (highlight the data ->Right Click -> Copy) Step 2: Paste into Excel (Right click -> Paste) 28

29 In the images above, we can tell that the text we pasted is a link because of the blue coloring and underline. To access this website, simply click on the cell and an Internet browser window will pop up and connect to the website. If you decide that you don t want to copy the link, but still need the text, Excel allows you to complete this option. Before you paste, go to the Home Tab -> Clipboard Group -> Paste -> Paste Special Once you have clicked Paste Special, a new box will appear. As a default, the text was set to appear as HTML, which created the link. By changing to Text, the newly pasted text will appear normal (no link). 29

30 Spell Check Just like Microsoft Word, Excel also offers the wonderful feature of spell check. To access the Spell Check feature in Excel, click on the Review Tab -> Proofing Group -> Spelling. You can also access Spell Check by pressing the F7 key at the top of your keyboard. Header/Footer Another function that is available in Excel, is the Header & Footer options. The Header and Footer refers to the margins at the top and bottom of a document/workbook outside of the general area. Example: 30

31 The Header & Footer option is located in Insert Tab -> Text Group - > Header & Footer Unlike Microsoft Word, Excel doesn t have an easy close Header & Footer feature. When you are editing the header and footer, you Excel workbook will have a different view, like below. 31

32 To get back to the previously viewed format, click on the first option (normal view) in the view workbook area (in the red square). Page Numbers Another function available within the Header & Footer is the ability to insert Page Numbers By clicking on the Page Number command, the page number will be inserted into either the Header or Footer. Though it might not look like a page number, the formula &[Page] will display the page number once out of the Header or Footer. 32

33 Margins If you want to adjust the margins of your spreadsheet (not just the rows and columns), you can go to Page Layout Tab -> Page Setup Group -> Margins. By adjusting the margins of the whole workbook, you can print more on a page or less. Print Preview/Printing It is a good rule of thumb to always use the print preview option when printing, but especially when using Excel. You can go through the Office Button -> Print -> Print Preview or use the Print Preview Icon on the Quick Access Toolbar. 33

34 Usually, the first time you use the Print Preview command, you will see something like below. Notice anything? Gridlines? Maybe you need landscape style instead of portrait style? That is why Print Preview is important! When you are in Print Preview, you can adjust the print setting by clicking on Page Setup in the top left hand corner. You can access the Page Setup options also by going to the Page Layout Tab. A new box will appear giving you the option to change your settings. Under the Page tab, you can change the style from Portrait to Landscape, which will print the spreadsheet on the paper horizontally. By selecting the Sheet tab on the box, you can print the spreadsheet with gridlines. 34

35 You can also select different gridline options using the Page Layout Tab -> Sheet Options Group Printing a Certain Section of the Spreadsheet If you want to print just a certain part of a spreadsheet, highlight that section. Click Office Button -> Print. When the print box appears, under that Print What section, select Selection. This will tell the printer that you only want to print what you highlighted. 35

36 Printing Certain Rows or Titles on Every Page Since Excel is used a lot for data, it is a key function to have certain rows and/or columns to be printed on every page. This is especially helpful if there are Column Titles or Headings that might need to be on every page. To use this function go to the Page Layout Tab -> Page Setup Group -> Print Titles Once you have selected Print Titles a popup box will appear so you can indicate which rows/columns/cells need to be repeated. By selecting the icons that are highlighted in the red square box, Excel will give you the option to highlight the rows/cells/columns from the spreadsheet that you want to be repeated on every page when printed (either at the top or bottom of the spreadsheet). 36

37 THE END Excel 2007 Part 2 will cover: o Functions o Formatting o Editing o More of the Ribbon 37