If you are comfortable working with Excel, you will be comfortable working with FAST and other provided Excel workbooks.

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1 Excel is a spreadsheet program that allows users to organize data, complete calculations, make decisions, graph data, develop professional reports, etc. Unlike a paper spreadsheet, you can set up an Excel workbook as a responsive work environment. Excel will allow you to: Create formulas that are automatically updated when you change your data. Organize lists of data by sorting, filtering, and summarizing data. Plot numeric data in charts As an Annie s Project participant, you will learn the very basics of Excel as well as become comfortable working with developed workbooks such as balance sheets, income statements, etc., in a program called FAST, Farm Analysis Solution Tools. The FAST software program that you will be receiving is basically a set of Excel workbooks that have already been created and formatted, and consist of working formulas and hyperlinks permitting users to perform financial analysis, assess investment decisions and evaluate the economic impact of various management decision. If you are comfortable working with Excel, you will be comfortable working with FAST and other provided Excel workbooks. Open Excel Click the Start button 2. Slide the pointer to Programs then slide to Microsoft Office. 3. Click on Microsoft Office This will open the Excel program. Note: We are using the Office 2003 version. Other versions you may have might be: Excel XP, 2000, Version 8, 7, or 5 To check to see which version you have, click on Help About Excel Note: If you have an older version of Excel, it may be listed as a separate program under Programs. Excel Basics Page 1 of 38 Central Iowa Annie s Project

2 Alternative ways to open Excel Excel may already be listed in your Start menu. If so, click on Program, then click on. To quickly identify an Excel spreadsheet, look for the green. If using Windows ME or Windows 98 with an older version of Excel, you may also click on Start then click on New Office Document select Excel Spreadsheet. The Excel Screen An Excel file is called a workbook. A workbook containing 3 sheets opens when you start Excel. You may insert additional worksheets for a total of up to 255 worksheets in a workbook. The worksheet is where you enter text, numbers, and formulas. Excel Basics Page 2 of 38 Central Iowa Annie s Project

3 Each worksheet contains 256 columns and 65,326 rows. Only a small fraction of the worksheet displays on the screen at one time. The mouse pointer has the shape of a block plus sign whenever it is located in a cell in a worksheet. The active cell is outlined with a dark border. Workbook Name Rows Up to 65,326 Active Cell A1 Block Plus Columns Up to 256 Worksheet Names The intersection of a column and row is a cell and cells may contain text, numbers, formulas, or a combination of all three. Every cell has its own unique location or cell address, which is identified by the coordinates of the intersecting column and row. For example, the cell address of the active cell in the figure below is A1. An active cell may be identified three different ways. 1. Name box contains the cell reference 2. Highlighted row and column headings 3. Heavy border surrounds the active cell Other parts of an Excel window are: Title Bar = displays the name of the program and the name of the workbook. Excel Basics Page 3 of 38 Central Iowa Annie s Project

4 Menu Bar = contains menus from which you choose Excel commands. Choose a menu command by clicking it with the mouse. A short list of commonly used commands may appear at first; you can wait or click the double arrows at the bottom of the menu to see expanded menus. Excel consists of several toolbars. The most commonly used toolbars are: Standard Toolbar = contains buttons that affect standard operations within the worksheet such as new, open, save, print, spell check, cut, copy, paste, etc. Formatting Toolbar = contains buttons that change the worksheet s appearance such as Bold, Italic, Underline, Alignment, Bullets, Font color, etc. Formula Bar = allows you to enter or edit data in the worksheet. In the Formula Bar: The first area is the Name Box The is a cancel button and would be the same as pressing Esc The is an Enter button and would be the same as pressing Enter The opens the Insert Function dialog box The last area is where the contents of the cell or the formula of the cell will be displayed. Excel Basics Page 4 of 38 Central Iowa Annie s Project

5 At the bottom of the Excel window, you will find the following: Sheet Tab Scrolling Buttons = help you move from one worksheet to another. Sheet Tabs = Actual worksheets that may be given meaningful names. Note: Income Statement is currently the active worksheet. Horizontal Scroll Bar = allows you to scroll horizontally through your worksheet. Note: Another scrollbar, the vertical scroll bar, is located along the right side of the window. Task Pane = A pane displayed on the right side of the application window that allows you to easily access frequently used commands such as clipart, help, clipboard, new worksheets, etc. This was new in Versions XP & To close it, click on the x in the upper right corner. To view additional task panes, click on the drop down arrow. To open it up, click on View Task Pane or press Ctrl F1. Open a Saved Workbook FYI 1. Click or choose File Open or press Ctrl + O 2. Select (click on) desired file name 3. Press Enter or click Open Note: If you do not see the document you wish to open, check to see if the correct folder appears in the Look in window. If you need to change drives, click the drop down arrow to the right of the Look in window. To open a folder to reveal its contents, double-click the folder. Excel Basics Page 5 of 38 Central Iowa Annie s Project

6 Entering Data Now, let s start entering some data. In Excel, it is very important to correctly enter the data because one wrong number can generate many additional wrong numbers, especially when using formulas and if others are using your data. FAST provides many useful workbooks already created for you, but if designing your own, sometimes the best way to start creating a workbook is with a plain piece of scratch paper or by looking at your old reports. Plan ahead as to how you will use the information and how it will be manipulated. And most importantly, proofread, proofread, proofread. Remember: Annie s Project Exercise Part 1 Complete the steps below: Entering Data 1. Check to make sure you have opened Excel and the Title Bar says Book Click in cell B2. Notice B2 is now the active cell. 3. Type 2004 Expenses then press Enter or down arrow. 4. Click in cell B5; type January, press Tab. You should now be in cell C5. 5. In C5, type February, press Tab. 6. In D5, type March, press Tab. 7. In E5, type April, press Enter. You now want A6 to be the active cell. You may move there different ways: Tab Shift +Tab Directional arrows Enter Point & click Move one cell to the right Move one cell to the left Move up, down, right, left This key tries to analyze the pattern according to the user. Excel Basics Page 6 of 38 Central Iowa Annie s Project

7 8. Check to make sure A6 is the active cell and type Rent. 9. Press Tab and type 500 When correcting data as you enter it: 10. Press Enter and check to see what the active cell is. If in A7, type Electricity. 11. Continue to fill in the remaining cells as illustrated below. Backspace = deletes character to the left Delete = deletes character to the right Notice alignment of cells Text = left aligned Numbers = right aligned The first time a Workbook is saved, the Save As dialog box appears. You can name the workbook and choose a disk drive and a folder in the Save in drop-down list. Annie s Project Exercise Part 2 Save a Workbook 1. Click or Choose File Save, or Press Ctrl + S Be sure to notice the default folder displayed. 2. Click on the drop down arrow in the Save in box and choose. You will now be saving the workbook on your floppy disk. 3. The file can be saved in the folder you desire. To create a new folder, click the Create New Folder icon. Excel Basics Page 7 of 38 Central Iowa Annie s Project

8 4. Click in the File name text box and type in 2005 Income and Expenses. 5. Click on Save Rules for naming documents: File names can be up to 255 characters. Do not use a period or any 3 character extension. Do not use these characters: / \ < > *? : ; After the first Save, click on the when wanting to save with same workbook name and in same location. If wanting to make any changes to workbook name or to change to a different location, you must click on File Save As Annie s Project Exercise Part 3 Now that we have our workbook saved, let s make some changes. Name the Worksheet Tab 1. Double-click on the worksheet tab, Sheet 1. a. Located at the bottom of the workbook. 2. Type Expenses 3. Press Enter Edit a Cell Notes: You may have up to 31 characters in a tab name. You may also right-click on a sheet tab, and click on Rename. By right-clicking you may also insert a worksheet, delete a worksheet, move or copy a worksheet, color code the tab, etc. There are several methods of editing a cell. Overwrite the contents Click on the desired cell and start typing. There is no need to first delete existing cell contents Double-click on the desired cell Select a cell, then press the F2 keyboard function key Select a cell, then click the I mouse pointer in the formula bar Excel Basics Page 8 of 38 Central Iowa Annie s Project

9 1. Using any of the methods above, make the following changes to 2005 Rent amount to 750 Electricity amount to 150 Insert word Cell before the word Phone Payroll to 2000 Undo (Reverse) Command Redo (Repeat) Command Continue Entering Data Excel remembers the last 16 actions you have completed. Thus, you can undo up to 16 previous actions by: Choose Edit Undo on the Menu Bar Click the icon in the Standard Toolbar Press Ctrl + Z Once you use the Undo feature, the Redo feature then becomes available. Choose Edit Redo on the Menu Bar Click the icon in the Standard Toolbar Press Ctrl + Y 1. Continue filling out your worksheet by entering the following data: 2. Save your changes by clicking on the Save icon Excel Basics Page 9 of 38 Central Iowa Annie s Project

10 Formatting Data Uses of Excel formatting features make a worksheet more attractive and easier to read. Annie s Project Exercise Part 4 Select Cells In order to change the appearance of the contents of cells, the cells must first be selected. 1. Click in cell B5. 2. Hold down the left mouse button while dragging the mouse pointer over the desired cells. a. Make sure you have the when you start dragging. 3. Drag through E5. a. All except the cell first clicked will appear translucent blue. Apply Bold Change to Center Alignment Merge and Center Cells On the Formatting Toolbar 4. Click on for Bold. 5. While still selected, click on for Center Alignment. 6. To deselect the cells, click elsewhere. Usually you want the title of your worksheet to be centered over the width of the worksheet. 1. By using the selection method from above, select cells A1 through E1. 2. Click, the Merge & Center button on the Formatting Toolbar. Tip: To unmerge click on the icon (Merge and Center) once or go through the Format Dialog Box. While still selected, perform the following: 3. Click for Bold. Excel Basics Page 10 of 38 Central Iowa Annie s Project

11 Change Font Style The Font size and Font style can be changed in the following area of the Formatting Toolbar. Drop down arrow 4. To change the Font size, click on the drop down arrow next to the default 10 and choose 16. Change Font Size Change Column Width 5. To change the Font style, click on the drop down arrow next to the default of Times New Roman. Choose something you like. In our example, Column A is not long enough for Cell Phone. 1. Click in the heading for Column A. The entire column will become highlighted or selected. 2. When placing the mouse pointer over the right border of the column, it will turn into a double arrow. At this point, click and drag and border to the right. Other ways to change Column Width Double-click the right column indicator border to auto fit width to accommodate the longest line. Select desired column(s) and choose Format Column Change Row Height Row heights are usually adjusted automatically according to the height of the font, but sometimes you may want to adjust it. Ways to adjust row height are: Drag the bottom border of the row indicator to adjust height of the row. Double-click bottom border of row indicator to auto fit height. Select desired row(s) and choose Format Rows and make desired changes. Excel Basics Page 11 of 38 Central Iowa Annie s Project

12 Cells can be formatted before OR after text and numbers are entered. To format cells, first select the cell(s), then choose the desired formatting option from the Formatting Toolbar. Another way to format cells is by right-clicking the mouse button and then click Format Cells. This will open up the Format Cells dialog box where you will have many options such as number formats, font changes, vertical and horizontal alignment, border, patterns of cells, etc. Annie s Project Exercise Part 5 Apply Currency Style to one cell 1. Click in cell B6 to make it active 2. Click on the currency style button on the Formatting Toolbar. Excel Basics Page 12 of 38 Central Iowa Annie s Project

13 Apply Currency Style to several cells You can also apply formatting to several cells at one time. To apply the Currency Style for all of the numbers, range B6:E10: 1. Click in cell B6. 2. Hold down the left mouse button while dragging the mouse pointer over the desired cells. a. Make sure you have the when you start dragging. 3. Drag through cell E10 a. All except the cell first clicked will appear translucent blue. Decrease Decimal Places 4. Click on the currency style button on the Formatting Toolbar. Use the Increase Decimal or Decrease Decimal buttons to adjust the number of decimals seen in the cell. 1. With range B6:E10 still selected, click on the Decrease Decimal two times. It is wise to plan ahead in designing your worksheet but also very easy to insert rows and columns as necessary. You may add one row or column at a time, or add multiple rows or columns. Annie s Project Exercise Part 6 Insert a Column Insert a Row (To insert a row, complete the steps at right except click on the row heading instead of the column heading.) To insert a new column between March and April: 1. Click on the column heading for April, column heading E. The entire column will appear selected. 2. Choose Insert Columns You may also right-click and select Insert. 3. Click in cell E5 and type Average Excel Basics Page 13 of 38 Central Iowa Annie s Project

14 Insert Rows Insert Columns (For columns, complete the steps at right except click on the column headings instead of the row headings.) To insert two rows between Electricity and Phone: 1. Select rows 8 and 9 by clicking in the row heading of row 8 and dragging down to row 9. a. Important: You should be dragging with a right pointed arrow. 2. Choose Insert Rows You may also right-click and select Insert. 3. In cell A8, type in Daycare 4. In cell A9, type in Preschool Tuition 5. Adjust the column width for Column A so that Preschool Tuition fits in the cell. 6. Fill in cell range B8:D9 and range F8:F9 with numbers of your choice. If you want your worksheet to have the same numbers as mine, refer to the illustration below. 7. Click on the Save icon. Your worksheet should now look comparable to the one displayed below. Excel Basics Page 14 of 38 Central Iowa Annie s Project

15 Clear a Row or Column Delete a Row or Column Cut and Paste Rows or Columns Copy and Paste Rows or Columns (Complete the steps at right except choose Copy instead of Cut.) Shortcut Keys Select Non-adjacent Cells FYI To clear a row or column, select the cell heading and press Delete. Note: This will clear the contents of the row or column but leave the actual row or column. To delete a row or column, select the heading and perform one of the following: 4. Choose Edit Delete 5. Click the right mouse button and choose Delete Select row or column to be cut and select one of the following: Choose Edit Cut Click the Cut Tool from the Standard Toolbar Click the right mouse button and click Cut Press Ctrl + X on your keyboard To Paste, activate the row beneath or the column to the right of where the paste is to occur and perform one of the following: Choose Edit Paste Click the Paste Tool from the Standard Toolbar Click the right mouse button and click Paste Press Ctrl + V on your keyboard Many keyboard shortcuts available in Excel will be listed in the pull-down menus. Example: Ctrl + B is the same as clicking on in the Formatting Toolbar. Note: All menus must be closed before shortcut keys will work. Excel enables the user to select non-adjacent cells. This is valuable when adding formatting to various rows or columns. 1. Select the first cell or cells 2. Hold down the Ctrl key and select each additional cell or group of cells. Excel Basics Page 15 of 38 Central Iowa Annie s Project

16 Performing Calculations Now that you know how to enter and edit data in your worksheet, you are ready to begin performing calculations on the data. By using formulas in Excel, the calculations are automatic and free of calculation errors, even if you change a number or add new data to the formula. A formula is a set of instructions that you enter in a cell to perform calculations. You can build complex formulas and for simple addition you can use a feature that Excel provides called AutoSum. AutoSum can be used to add the sum of all numbers in a contiguous row or column. Annie s Project Exercise Part 7 AutoSum 1. Click in cell B Click the AutoSum button on the Standard Toolbar. A flashing marquee should appear around the numbers above cell B13, assuming that those are the cells you would like to sum. 3. Press Enter or click on the in the Formula Bar. 4. Click in cell B13 and notice the information in the Formula Bar at the top. It should be To use the AutoSum feature for several columns or rows at a time, select the empty cells before clicking on the AutoSum button. You can also always type the formula in the cell and not use the AutoSum feature. Excel Basics Page 16 of 38 Central Iowa Annie s Project

17 Fill Handle Fill Handle The Fill Handle is located in the lower right corner of the active cell or range of selected cells. You can use it to: Copy the contents of a cell, text or formulas Create a series such as days of the week, numbers, etc. Clear a cell or range of cells. Annie s Project Exercise Part 8 For other ways to use the Fill Handle, refer to FYI Section We are now going to copy the formula we just created over through cell D Click in cell B Position the mouse pointer on top of the Fill Handle. The pointer should change into a small cross hair. 3. Click and drag through cell D The formula should be copied over. To check the formula, you can always click on the cell and look in the Formula Bar at the top of the window. 5. Use the AutoSum feature to calculate the sum of range F6:F12. To create your own formula and enter it into a cell, sometimes it is best to start out with a piece of paper, pencil and a calculator to figure out exactly how you want to state the formula. Excel has a specific sequence that it follows when it performs calculations. This sequence is known as the order of operations and it s performed as follows: 1. Parentheses: Computations enclosed in parentheses are performed first, no matter where they appear in the formula. 2. Exponents: Computations involving exponents are performed second. Excel Basics Page 17 of 38 Central Iowa Annie s Project

18 3. Multiplication and division: Excel performs these operations next. Because they are equal with regard to the order in which Excel performs them, Excel performs them in the order in which it encounters them (from left to right). 4. Addition and subtraction: Excel performs these operations last. Excel also performs them in the order in which it encounters them (from left to right.) For each of the steps in the order of operations, if there is more than one of each, Excel calculates them in the order in which it encounters them in the formula. For example, if there are two sets of parentheses, Excel calculates them in the order in which it encounters them in the formula from left to right. If parentheses are within another set of parentheses, Excel calculates them from the inside out. When you are building formulas, use: The plus sign (+) for addition The minus sign (-) for subtraction The asterisk (*) for multiplication (shift of 8) The front slash (/) for division (lowercase of?) The caret symbol (^) for exponents (shift of 6) The open and close parentheses ( ) to group computation instruction Here are some examples of formulas followed by the order in which Excel would computer them: Formula Example #1 What is * 3? How do you want Excel to calculate this? Do you want it to add the 6 to the 4 and then multiply it by 3? If so, then the formula should read: (6+4) * 3. The result would be 30. If you want Excel to multiply the 4 * 3 first and then add the 6, the formula would read 6+4 * 3 for a result of 18. Remember, Excel performs multiplication before addition so you don t need the parentheses. Excel Basics Page 18 of 38 Central Iowa Annie s Project

19 Formula Example #2 What is *10? The answer would be 24. According to Excels order of operation, it would compute the multiplication and then go back and work its way across from left to right. So, as it worked to rewrite the formula, it would be: = 24 2a What about (2 + 2) * 10? Answer = -34 Parentheses first so * 10 Then multiplication so = -34 2b What about ((2 + 4) (2 + 2)) * 10? Answer = 20 When Excel has parentheses within parentheses, it solves the deepest nested set first so the formula would now read: (6 4) * 10 Excel would then compute the parentheses, so now the formula reads: 2 * 10 = 20 Looking at the worksheet we have been working on, we now want Excel to average the months of January, February, and March for each category and place the answer in the Average column. Excel Basics Page 19 of 38 Central Iowa Annie s Project

20 Formula for our worksheet If we had the formula as: / 3, the answer would be 1,750 because it would compute it as: (remember Excel did the division first) We need to force it to do the addition first, so the formula should read as: ( ) / 3 for an answer of 750. Since Excel will automatically recalculate the amount incase we change the numbers, the formula should consist of cell references and not the numbers. So, the formula for our example should actually read: (B6 + C6 + D6) / 3. This formula should be placed in Cell E6. Also, there should be no spaces within the formula. A formula always begins with an Equal (=) sign. This signals Excel that you are ready to enter a formula. Formulas may be entered in different ways: You may use any of the following: Typed in using the keyboard and typing in the cell addresses in the cell By using the keyboard for the operator symbols and then clicking in the appropriate cell By entering the formula in the Formula Bar located at the top of the window Annie s Project Exercise Part 9 Entering a Formula to figure an average =(B6+ C6+D6)/3 Relative Formula 1. Click in E6. 2. Type the = (equal sign) 3. Type the ( (left parentheses) 4. Click in cell B6 or type B6 5. Type the + (plus sign) 6. Click in cell C6 or type C6 7. Type the + (plus sign) 8. Click in cell D6 or type D6 9. Type the ) (right parentheses) 10. Type the / (front slash) 11. Type the number 3 (average of 3 numbers) 12. Press Enter Correct average for Rent should be 750. Excel Basics Page 20 of 38 Central Iowa Annie s Project

21 Use Fill Handle to Copy Down a Formula Fill Handle Instead of having to figure the formula for each category, use the Fill Handle to copy the formula down. 1. Position the mouse pointer on top of the Fill Handle. The pointer should change into a small cross hair. 2. Click and drag down through cell E The formula should be copied over. Does your worksheet looking something like this? Tips on Formulas Since the results will be displayed in the cell, to verify the formula, look in the Formula Bar. Sometimes it is easier to edit a formula in the Formula Bar instead of in the cell. Work through a formula and double check it in your head or with a calculator to make sure you are getting the results you want. THEN copy the formula down or over. To copy a formula into a non-adjacent cell, use the Copy and Paste procedure. You can switch to formula view to see the formulas in the cell or to print them out. To switch back and forth between formula view and values view Shift + ` (accent mark) The accent mark is located above the Tab key on the left side of the keyboard. If you have decreased decimals, Excel will still calculate on the full number of digits, not just the number of digits displayed. Excel Basics Page 21 of 38 Central Iowa Annie s Project

22 The formulas we have worked with so far have been called relative formulas, meaning that when copied to another cell, the formula is relative to the row and column is has been copied into. It adjusts itself to its location. If you don t want Excel to adjust a reference to a cell, then you use an absolute reference, meaning it will absolutely always go back to a certain cell to find its value. To create an absolute reference, place a $ (dollar sign) before both the column letter and row number. You may do this by typing it in or by pressing the F4 key to cycle through all the possible combinations of relative, absolute, and mixed references. Annie s Project Exercise Part 10 Let s say in our example, that in 2006, we are going to see an increase in living expenses of 3%. Entering an Absolute Formula Tip: Another way to wrap within the same cell is by pressing Alt Enter to move down to the next line. 1. Click in A16 and type in Increase in Living Expenses The name is too long so to have it wrap down to the next line within the same cell, you will turn on the wrap feature. 2. To change to wrap in the cell, Right-click on cell A16 Click on Format Cells Select the Alignment Tab Click on Wrap Text 3. Click in B16 and type in.03 or click on in the Formatting Toolbar and type in 3 (the % should automatically appear.) 4. Click in A14 and type in 2006 Increase 5. Click in B14, where our formula will be placed. 6. Type in the formula as follows: =B13*$B$16 7. Press Enter. If you are using the exact numbers as I am, the results should be Excel Basics Page 22 of 38 Central Iowa Annie s Project

23 Copy the Absolute Formula Instead of having to figure the formula for each column, use the Fill Handle to copy the formula across. 4. Click in B Position the mouse pointer on top of the Fill Handle. The pointer should change into a small cross hair. 6. Click and drag across through cell F Click in the various cells and look in the Formula Bar to verify the formulas. Annie s Project Exercise Finished Product Complete the following to finalize your worksheet like the one that appears below. Remember, your numbers may be different if you entered in different values in the Daycare row and the Preschool Tuition row. Excel Basics Page 23 of 38 Central Iowa Annie s Project

24 Edit Your Worksheet 1. Merge & Center 2005 Expenses over cells A2:E2. 2. Delete out the blank row above 2005 Expenses and the blank rows after 2005 Expenses. 3. Delete out the April column. 4. Change the format of cells B7:E12 from currency to comma style. 5. Increase the decimal of cells B6:E6 to two. 6. Apply Currency formatting to B14:E Experiment and make any other changes such as color of font, apply underlines, etc. Charting in Excel Worksheets provide an effective way to organize information, but sometimes it is better to graphically communicate the relationships of the data in the form of a chart. This can easily be done in Excel by using the Chart Wizard. Excel offers 14 types of standardized charts from which to choose: pie charts, column charts, bar charts, line charts, etc. Within each chart type, there are also subtypes such as 3-D Pie, Exploded Pie, Clustered Column or Bar, Stacked Column or Bar, etc. For Annie s Project we will concentrate on the Pie Chart which is used to show the relationship or proportion of parts to a whole. Each slice (or wedge) of the pie shows what percent that slice contributes to the total of 100%. Excel Basics Page 24 of 38 Central Iowa Annie s Project

25 Select Data to be included in chart To select the range of the data to be displayed in your Pie Chart: 1. Select range A3:B10. Tip: If wanting to select non-adjacent areas, select a range then while holding down on the Ctrl key, select another range. 2. To start the Chart Wizard, click on the Chart Wizard button in the Standard Toolbar. As soon as the mouse button is released, the Chart Wizard dialog box appears starting a 4-step process in creating your chart. Excel Basics Page 25 of 38 Central Iowa Annie s Project

26 3. In the Chart type column, click on Pie and notice that the Chart sub-type preview window will adjust to the variety of sub-types available. 4. Select Pie with 3-D Visual effect. Tip: To see if you have the correct range selected, click on box. located at the bottom of the dialog Step 2 of 4, Chart Source Data dialog box, shows a sample of the 3-D Pie chart and the chart data range. A marquee surrounds the selected range on the worksheet. 5. Click the Next button. Excel Basics Page 26 of 38 Central Iowa Annie s Project

27 Step 3 of 4, Chart Options dialog box, will display. In this dialog box, you may enter a Title for the chart, make decisions about the Legend by clicking on the Legend tab and determine what will display in the Data Labels areas by clicking on the Data Labels tab. 6. In the Chart title area, click after the word January and type 2005 Expenses. Notice the updated preview of your title. 7. Click on the Legend tab. 8. Turn off the Legend by removing the next to Show Legend. Excel Basics Page 27 of 38 Central Iowa Annie s Project

28 9. Click on the Data Labels tab. 10. Click on Percentage. Notice other options that are available by turning them on or off with the. 11. Click on Next In Step 4 of 4, you will determine where your chart will be placed: As object in = becomes an embedded chart in same worksheet as data. As new sheet = creates a new worksheet within the same workbook. 12. Select As object in. Excel Basics Page 28 of 38 Central Iowa Annie s Project

29 Your chart should now be embedded within your worksheet and the 4-step process has been completed. Move an Embedded Chart 1. Select chart by clicking anywhere in the chart. Black handles appear around the perimeter. On the worksheet, the data range included in your chart will be identified with colored borders. The Chart toolbar will also display. To move the toolbar out of the way, click in the title bar of the toolbar and drag to its new location. Resize an Embedded Chart 2. Click inside the chart with the white arrow pointer and drag to relocate the chart. Note: When dragging, your mouse pointer should turn into a 4- directional arrow. 1. Select chart by clicking anywhere in the chart. Black handles appear around the perimeter. 2. Position pointer ON top of chart handles until a 2-pronged arrow appears. 3. Click and drag the 2-pronged arrow to size the chart. Excel Basics Page 29 of 38 Central Iowa Annie s Project

30 Activate an Embedded Chart When a chart is active, it can be formatted and modified through the menu bar Menu Bar Menu Bar when Chart is active Or modified by using the Chart toolbar. Note: If toolbar doesn t appear, click on View Toolbars Chart 1. Single-click within the chart. A black border with black handles indicates the chart is active. De-Activate an Embedded Chart Delete an Embedded Chart Print an Embedded Chart Editing the Chart Data Click anywhere outside the chart. 1. Select chart by clicking anywhere in the chart 2. Tap the Delete key or Edit Clear All If chart is active, only the embedded chart will print. If chart is NOT active, the entire worksheet with chart will print. The data in the chart is linked to the data in the worksheet. When adjusting the data, the chart will automatically update to the new figures. 1. In the worksheet, change the Payroll figure for January from 2, to The chart should automatically update itself. Excel Basics Page 30 of 38 Central Iowa Annie s Project

31 Enhancing a Chart Explode a Slice There are many ways to enhance a chart to make it easier to read and understand. You can create titles for the x-axis and y-axis, add graphics, or add background color. You can even format the text you use in a chart. Right-click in the area of the chart you would like to change. Check for options in the Menu Bar or the Chart Toolbar. A Pie chart with one or more slices offset is called an exploded Pie chart. This option can be chosen as a chart subtype but can also be created after the chart has been made. To explode or pull out a slice: 1. Click on the slice until there are selection handles only on the slice. This may take two clicks. Handles only surrounding Payroll slice, not around entire pie. 2. Click and drag the slice away from the pie. Excel Basics Page 31 of 38 Central Iowa Annie s Project

32 Other Changes The possibilities are endless!!!! Tip: Use the Right- Mouse for options on the context sensitive menu. In the illustration below, the following was done after the chart was created. Legend was turned on by using the Chart Toolbar Leader lines from slices to label became more apparent by pulling the % labels farther away from the pie. Title area was changed by right-clicking on January 2005 Expenses and selecting Format Chart Title. Color of some of the slices were changed by selecting the slice, right-clicking, and then selecting Format Data Point. Excel Basics Page 32 of 38 Central Iowa Annie s Project

33 Print a Workbook/Worksheet Print a Worksheet or Workbook A workbook or worksheet may be printed two different ways: By clicking on the printer icon Toolbar By choosing File Print on the Standard There is a difference between which one you choose. If you go through the icon on the Standard Toolbar, the worksheet will be sent to the printer with the same settings as the last print job. If you want to make any changes such as number of copies, what it is you want to print, etc., then you should use the File Print option. How many copies?? Print what?? If more than one page, collate?? If you want to make any appearance changes to your worksheet such as changing margins, orientation, turning on gridlines, applying headers & footers, etc., go to the Page Setup dialog box. File Page Setup Excel Basics Page 33 of 38 Central Iowa Annie s Project

34 Orientation Orientation is how the paper lays when it is printed on. 1. Click on File Page Setup Page tab Portrait = displays the data with the paper positioned vertically Landscape = displays the data with the paper positioned horizontally Margins 1. Click on File Page Setup Margins tab Make desired changes to default margins for Top, Bottom, Left, or Right OR Center Vertically and/or Horizontally Headers & Footers 1. Click on File Page Setup Header/Footer 2. Click Custom Footer or Custom Header button 3. Type in text or insert date, time, workbook name, worksheet name, etc., by clicking on icons. Excel Basics Page 34 of 38 Central Iowa Annie s Project

35 Printing with Gridlines or without Gridlines The horizontal and vertical lines on the worksheet itself are called gridlines. As you enter data, the gridlines make it easier to see and identify each cell in the worksheet. There may be times where you also want the gridlines to print so the hardcopy is easier to read. To turn them on: 1. File Page Setup Sheet tab 2. Click or place an next to Gridlines Gridlines turned on Gridlines NOT turned on Excel Basics Page 35 of 38 Central Iowa Annie s Project

36 Other Fill Handle & Series Excel can recognize certain types of information (months, days of the week, numbers, etc.) and you can let Excel complete the series. 1. Click in the active cell, type the first entry of the data series and press Enter 2. Position the mouse pointer on the fill handle until the crosshair appears 3. Click and drag the black cross the direction desired until the series is complete 4. Release the left mouse button Fill Handle and Series in Increments 1. Type the first entry of the data series in the active cell 2. Type the second entry of the data series in the second row or column 3. Select both cells 4. Drag the fill handle down or across to extend the series. 5. Release the mouse button Using Fill Handle to Clear Cell(s) 1. Select the cell(s) you would like to have cleared 2. Position the mouse pointer on the fill handle until the crosshair appears 3. Click and drag the black cross back INTO the cell(s) 4. Release Excel Basics Page 36 of 38 Central Iowa Annie s Project

37 Drag & Drop to Move Contents of a Cell Drag & Drop to Copy Contents of a Cell AutoFormat Command Clear an AutoFormat Select an Entire Worksheet 1. Click to make the cell or range active 2. Point to the border of the cell or range a. A solid block arrow should appear with a fourdirectional arrow behind it. b. When clicking on the border, it should turn into just the arrow. 3. Click and drag the selection to the destination area 1. Complete the steps from above, except hold down the Ctrl key when dragging. An AutoFormat is a built-in collection of formats such as font style, font color, borders, and alignment, which you can apply to a range of cells. There are 16 of them. To apply one: 1. Click anywhere within the data range or select the range 2. Choose Format AutoFormat 3. Choose the format you would like to apply 4. Click OK or Enter 1. Select any cell within the formatted range 2. Choose Format AutoFormat 3. Choose None 4. Click Ok or Enter To select the entire worksheet: Click on the Select All button in the upper left corner of the worksheet. Help Enter a question in the Ask a Question box on the Menu Bar and then press Enter and see a list of choices Press function key F1 Click on Help Microsoft Excel Help Excel Basics Page 37 of 38 Central Iowa Annie s Project

38 Shortcut Keys to Move the Active Cell Border or to Move Around in a Worksheet Directional arrows Tab Shift + Tab Home Ctrl + Home Ctrl + End Ctrl + arrow Page Up Page Down Scroll arrows Scroll boxes F5, then type cell address in name box Ctrl + Page Up Ctrl + Page Down Find Alt + Page Down Alt + Page Up Switch between open workbooks Move up, down, right, left one cell at a time Move one cell to the right Move one call to the left Move to the start of the active row To cell A1 To last cell containing data in current sheet To the left or right edge of the data block Up one screen Down one screen Click to move up or down (left or right) Go To exact cell or range of cells specified To previous sheet in workbook To next sheet in workbook Finds and selects a cell that contains specific contents that you enter in the Find dialog box Selects the cell one window to the right and moves the window accordingly Selects the cell one window to the left and moves the window accordingly Choose Window in the Menu Bar; select the filename from the bottom of the menu The above material is only a very small fraction of what can be done in Excel. Excel is a powerful program and can be used for simple to complex projects. To go into more detail about Excel Browse the local bookstore for textbooks or manuals on Excel Search for Internet Tutorials about Excel Take a class through continuing education Excel Basics Page 38 of 38 Central Iowa Annie s Project