Author(s): Linda Powles. Owner: NWIS. Document Ref: Document Review Date:

Transcription

1 Microsoft Excel 2007 A Quick Reference Guide Author(s): Linda Powles Owner: NWIS Document Ref: Document Review Date:

2 Training Document History Document Location This document is located in P:\Health Informatics Development\Systems Training\WCCG\Office 2007 Revision History Version Revision Date Summary of Changes Author Version th January 2013 Linda Powles Useful Contacts Contact Name Contact Details Primary Care Service Desk Learning & Professional Development Department Learning&Professional.Development@wales.nhs.uk Microsoft Excel 2007 A Quick Reference Guide 1

3 Contents Introduction Excel The Office Button... 4 Customising the Toolbar... 5 Navigating Excel using the Keyboard... 6 Microsoft Help Tool... 7 Creating a New File... 8 Open an Existing File... 9 Formula Number Formats Creating Charts Printing in Excel Terminology Useful Tips Tabs - HOME Tabs - INSERT Tabs PAGE LAYOUT Tabs - FORMULAS Tabs - DATA Tabs - REVIEW Tabs - VIEW Using the CTRL key Microsoft Excel 2007 A Quick Reference Guide 2

4 INTRODUCTION EXCEL 2007 Microsoft Excel uses an assortment of windows, ribbon tabs, toolbars, menus and other features that enable you to make use of all the functions available. The main difference in Excel 2007 is the use of the ribbon which replaces the old familiar toolbars and menus. The ribbon is the container at the top of the window and holds all the tools and features that you may wish to use. Tools for given tasks are grouped together and these groups are then organised into Tabs. When a tab cannot hold all the choices available there is a link to a list of commands, a dialog box, task pane or galleries of options. Additional contextual tabs appear as the context of your work changes, so if you have a picture selected a relevant tab option will appear. Tab(s) Ribbon Tool Groups (Font, Alignment & Styles) Microsoft Excel 2007 A Quick Reference Guide 3

5 THE OFFICE BUTTON Situated in the top left hand corner of the screen in Excel 2007, the Office Button is used where the File Menu was used in Excel 2003, but there are additional functions that can now be carried out within this section File menu 2007 Office Button The above 2 images show the differences between Microsoft Excel s 2003 File menu and the Excel s 2007 s Office button. Both provide the user with a number of similar actions or tasks, but the 2007 version displays a greater list of Recent Documents and additional or new functionality added. Where a task has a rightpointing arrow displayed, a sub-menu in 2007 provides a greater description of the options available. Microsoft Excel 2007 A Quick Reference Guide 4

6 CUSTOMISING THE TOOLBAR Additional functionality in the Office button allows the user to customise Microsoft Excel in many ways. Tasks and functions may be added or removed from the window; using either the Office button and navigating to the Excel Options button or the drop-down button as indicated next to the Quick Access Toolbar, the user may customise the Quick Access Toolbar to suit their needs. Quick Access Toolbar Customise menu By right-clicking on any icon on the toolbar, the user will be able to add the icon to the Quick Access Toolbar. At any time, the user may switch the ribbon view off; this will allow for the user to have a greater view of the document. By right-clicking on the Tab toolbar, the user may click on Minimize the Ribbon. This may be returned to the original view by removing the tick from the check box. Microsoft Excel 2007 A Quick Reference Guide 5

7 NAVIGATING EXCEL USING THE KEYBOARD If users wish to navigate their way around Excel using the keyboard, then the following steps may be taken. On using the ALT key, the tools and tasks will have numbers/letters overlaid that will act as shortcuts to that task. For example, if the user selected ALT + N, then the ribbon will change to the INSERT tasks. Using ALT + N again will display the keyboard shortcuts to the different options available within this ribbon. To use a specific task, use the ALT key and the respective key/keys to use the function, for example ALT + S + H together will open the Shapes dialogue box to insert a shape. As with Office 2003, the CTRL key may still be used to carry out specific functions such as saving documents (CTRL + S) etc. A list of these functions may be found at the end of this guide. As with all Microsoft applications, HELP may also be used for guidance and support. In Microsoft 2007, this can be found at the top right hand corner of the screen, below the Close X. Microsoft Excel 2007 A Quick Reference Guide 6

8 MICROSOFT HELP TOOL To use the offline support, the user may click on the link below the loading bar displayed in the Excel Help window. The offline support allows the user to search the database installed with Excel Type the query in the Search text box at the top of the page and click on the magnifying glass to begin the search for that topic. The example here shows 100 results returned with the first 25 displayed on the first page. The toolbar at the top allows the user to: Stop the current search Refresh the search Return to HELP Home Print page Change the Font size Display Table of Contents Keeps HELP screen on top Microsoft Excel 2007 A Quick Reference Guide 7

9 CREATING A NEW FILE On opening the Excel 2007 application, a new blank document will be displayed. To create a new document while in the application, the user may either: 1. Click on the Office Button and select or 2. Use the CTRL key and N or 3. Use ALT then F then N then click on the Create button. In addition to creating new files from blank documents, a number of templates are also provided, both built in to the Excel application as well as being available online to download. Microsoft Excel 2007 A Quick Reference Guide 8

10 OPEN AN EXISTING FILE As with creating a new document, there are a number of ways to open an existing document. If the document has recently been accessed, it will be displayed in the Recent Documents list that may be found in the START menu or in the Office Button menu in Excel To locate a document that has not recently been accessed, the user will need to navigate to the location where the document has been stored. On selecting Open from the Office Button menu, the user will be provided with a dialogue box in which to search the computer for the required file. Microsoft Excel 2007 A Quick Reference Guide 9

11 Using the Look in drop down list or the locations identified in the left hand panel of the dialogue box, navigate to the drive or folder where the document has been stored. To assist with file identification, the view of how the files are displayed may be changed. When using Details, the file list may be sorted by Name (Alphabetically: A-Z or Z-A) File size (E.g. 602kb, 710kb) Date Modified (E.g. earliest to latest) By clicking on the description headers, the list order is reversed. On locating the file, the user may either double-click the mouse to open the file or using a single click, highlight the file and click on Open. Microsoft Excel 2007 A Quick Reference Guide 10

12 FORMULA Displayed in the screenshot below is a simple formula for calculating a column of numbers. By using the Autosum function, located on the top right hand corner of the Home ribbon users are able to quickly add up a column or row of numbers. The formula is displayed in both the formula toolbar and in the cell that the sum of the numbers will appear in; in this example, B4. Formula Toolbar Cell B4 To add up a column of numbers, click in the cell BELOW the numbers to be added. Now click on the Formula icon, the column of the three figures will be highlighted. Use your Enter key to complete the task. Other calculations may also be undertaken; the formula icon is situated at the top right hand corner of the window. Microsoft Excel 2007 A Quick Reference Guide 11

13 NUMBER FORMATS As with previous Excel versions, users are able to change the number format they wish to use. This may be achieved either by using the drop down menu located to the right of the format description or the drop down arrow to the right of the Number label. CREATING CHARTS To create charts in Excel, data must exist in a worksheet. Where data exists, the user must select the Insert tab, and from the Charts section, (with the data highlighted) select the type of chart required. Microsoft Excel 2007 A Quick Reference Guide 12

14 The chart will be displayed within the worksheet; this chart may be moved to any location in the Worksheet by also be copied and pasted into a Word document (right click on the graph and from the menu that appears select Copy. Open the Word document you wish to add the graph to and right click again and select Paste ). If the user wishes to hide the legend (the descriptor on the right hand side of the graph (Series1 in the above example), the user may right click on the legend and select Delete from the menu. Microsoft Excel 2007 A Quick Reference Guide 13

15 PRINTING IN EXCEL 2007 Users of Excel 2003 will be familiar with a Print icon being displayed in the toolbar at the top of the screen. In Excel 2007, the Print icon may not be immediately visible, but by adding the function to the Quick Access Toolbar, the default printer may be displayed. To add the printer from the drop down menu, highlight the Quick Print function; this will place a tick alongside the description. The Quick Access Toolbar will then display the default printer icon. To remove a function from the Quick Access Toolbar, remove the tick displayed against the task. To print from the Office Button menu: Selecting Print will open the standard dialogue box that enables the user to make adjustments (number of copies etc); Quick Print sends the document straight to the default printer without further prompting. Print Preview allows the user to make changes prior to printing (margins, orientation, size etc). Microsoft Excel 2007 A Quick Reference Guide 14

16 TERMINOLOGY Cell the area into which data is entered Column vertical group of cells Row horizontal group of cells Range a selection of cells. In this example the cell range coloured in is A1 to C4 Worksheet. A collection of Worksheets is called a Workbook. =SUM(A1:A5) or Formula a tool for calculating a column or row of numbers. =SUM(A1:F1) Microsoft Excel 2007 A Quick Reference Guide 15

17 USEFUL TIPS 1. Where text has been entered into a cell and over-runs into the next, the quickest way to display it is to move the cursor to the immediate line that separates the two columns; When the cursor changes to a double ended arrow with a line through it - Double click on the arrow to automatically re-size the column. 2. To auto-fill a column or row with months, enter the first month in the first cell Move the mouse to the indicated area. When the cursor changes to a cross (+) drag the mouse in a downwards or sidewards movement A tooltip text box will appear indicating what will be filled into the next cells. Release the mouse button when the column or row is complete. Microsoft Excel 2007 A Quick Reference Guide 16

18 TABS - HOME Left Align Font size Centre Font style Right Align Number Format Sort/Filter Columns Merge cells Bold Underline Italics Wrap Text Angle of Text Cell Formatting Auto-sum Cut/Copy/Paste Microsoft Excel 2007 A Quick Reference Guide 17

19 TABS - INSERT Insert Textbox Add Headers/Footers Insert WordArt Insert symbol - Insert an object Insert images/shapes Create graphs Insert Hyperlink Add Signature Line Create tables/pivot charts Microsoft Excel 2007 A Quick Reference Guide 18

20 TABS PAGE LAYOUT Change page format Tick to select Viewing/Printing Options Customise the margins Insert a background image Set scale for printing Change the style Set up duplicates Select Paper size Arrange how the page is displayed Set the Print Area Microsoft Excel 2007 A Quick Reference Guide 19

21 TABS - FORMULAS Search for data in tables Provides a menu of functions available Maths & Trigonometry Displays formula not result Change Text functions Assign names to formulas etc Monitors changes result Logical (Boolean) functions Financial functions Recently used functions Autosum Microsoft Excel 2007 A Quick Reference Guide 20

22 TABS - DATA Splits text in fields Update the data from the external source Removes duplicate Rows Set rules on cell content Import data from an external source; i.e. outside of Excel Sort and filter columns Group Data Create Scenarios Microsoft Excel 2007 A Quick Reference Guide 21

23 TABS - REVIEW Dictionaries, encyclopaedias etc Translate Text Display Comments Share the workbook Thesaurus Add comments when reviewing Protect/Share Workbook Allow & Monitor Changes Protect the document Check Spelling Microsoft Excel 2007 A Quick Reference Guide 22

24 TABS - VIEW Switch between Workbooks Create/Edit Macros Screen layout of document Hide/Display Tools Zoom Tools Change Window display Freeze panes Split/Hide Screen Microsoft Excel 2007 A Quick Reference Guide 23

25 USING THE CTRL KEY CTRL + A CTRL + B CTRL + C CTRL + F CTRL + G CTRL + H CTRL + I CTRL + K CTRL + N CTRL + O CTRL + P CTRL + S CTRL + U CTRL + W CTRL + V CTRL + Y CTRL + Z Selects all Makes text bold Copies to Clipboard Find Go To (cell) Find & Replace Italicises text Insert Hyperlink Opens a new document Open an existing file Print the current document Saves a document/file Underlines text Closes Microsoft Excel Pastes Redo Undo Microsoft Excel 2007 A Quick Reference Guide 24