CA1-Excel 2007

CA1-Excel 2007Lesson 2- Editing and Formatting Text

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In this lesson, you will learn how to:◦ Edit a worksheet.◦ Enter labels.◦ Change the font.◦ Select cell ranges.◦ Modify column width and row height.◦ Rename worksheets.

Excel 2007Lesson 2-Editing and Formatting Text

CA1-Excel 2007 Lesson 2-Editing and Formatting Text

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Worksheet cells contain text (labels), numbers (values), or formulas. A simple formula calculates an arithmetic result. So simply by viewing the worksheet itself you might not know if the cell contains a number or a formula. However, you can determine a cell’s content by using the formula bar. You can use the formula bar to change the contents of cells by retyping or editing the current contents of the cell.

Part 1-Editing Editing a Worksheet

Formula bar

Active cell


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Complete Exercise 2-1

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When the workbook is in Ready mode, you can edit or replace the contents of a cell. To replace a cell’s contents you, 1) make it the active cell, 2) key the new data, and 3) press Enter. You can also click on another cell in the worksheet or press any arrow key on the keyboard to complete the replacement. If you replace a number used in a formula, the result of the formula changes because Excel automatically recalculates it when you complete your change.

Part 1-Editing Replacing Cell Contents

Active Cell

Contents of Active Cell

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If a cell contains a long or complicated entry, you can edit it rather than rekeying the entire entry. When you edit a cell’s contents, the worksheet changes to Edit mode. Edit mode starts if you:

◦Double-click the cell.◦Click the cell and press F2.◦Click the cell and then click anywhere in the formula bar.

Part 1-Editing Editing Cell Contents

Key To Do ThisEnter Completes the edit.Esc Cancels the edit.Home Moves the insertion point to the beginning of the data.End Moves the insertion point to the end of the data.Delete Deletes one character to the right of the insertion point. or Moves the insertion point one character left or right.Ctrl + Moves the insertion point one word left.Ctrl + Moves the insertion point one word right.


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Complete Exercises 2-3 and 2-4

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The Undo and Redo commands enable you to quickly recover from errors. The Undo command reverses the last action you performed in the worksheet. For example, if you delete the contents of a cell, the Undo command restores what you deleted. The Redo command reverses the action of the Undo command. It “undoes” your Undo. To use the Undo command, you can:

◦Click the Undo button on the Quick Access Toolbar.◦Press Ctrl + Z.

To use the Redo command, you can:◦Click the Redo button on the Quick Access Toolbar.◦Press Ctrl + Y

Excel keeps a history or list of your editing commands, and you can undo or redo several at once.

Part 1-Editing Editing Cell Contents


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Every time you want to gather and store data that isn’t closely related to any of your other existing data, you should create a new workbook. As mentioned before, the default new workbook in Excel 2007 has three worksheets, although you can add more worksheets or delete existing worksheets if you want. Creating a new workbook is a straightforward process—you just click the Microsoft Office Button, click New, and identify the type of workbook you want to create.

Part 2-FormattingCreating Workbooks


When you start Excel 2007, the program displays a new, blank workbook. You can then begin to enter data in the worksheet’s cells.

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◦When you use the Save command, you overwrite the previous copy of the file. If you have made changes that you want to save, but you also want to keep a copy of the file as it was previously, you should then use the Save as command to specify a name for the new file.

◦You can also use the controls in the Save As dialog box to specify a different format for the new file and a different location in which to save the new version of the file.

◦In this lesson, you will save your workbook as a 2007 Excel Workbook.

Part 2-FormattingSaving Workbooks


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If you key data that begins with a letter in a blank cell, Excel recognizes it as a label. Labels are aligned at the left edge of the cell and are not use in arithmetic calculations.As you key data, it appears in the active cell and in the formula bar. If you change your mind, you can press Esc to start over. You can also press Backspace to edit the entry. There are several ways you can complete an entry, shown in the following table.

Part 2-FormattingEntering Labels


Key or Button

Result

Press Enter Completes entry and moves the pointer to the cell below.Press Tab Completes entry and moves the pointer to the cell to the

right.Press Shift + Tab

Completes entry and moves the pointer to the cell to the left.

Press any arrow key

Completes entry and moves the pointer one cell in the direction of the arrow.

Click another cell

Completes the entry and moves the pointer to the clicked cell.

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Command Tabs (such as Home, Insert, Page Layout, Formulas, Data, Preview, and View) stretch across the screen just below the window title bar.

Part 2-Formatting Using the “Ribbon” Commands

Command Tabs

◦The command tabs are designed to provide you with selections that follow the lifecycle of your document. For example, the Home tab contains general formatting commands that relate to how your text will be formatted and placed on the page. The Home tab contains the first command sets you will learn.


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Part 2-Formatting Using the “Ribbon” Commands

◦ Command Sets are the commands available for the selected tab that relate to what you’re trying to do. The name of the command set appears below the commands (for example, Clipboard, Font, Alignment, etc. in the above figure).

Command Sets


◦ The Ribbon displays more frequently used commands first (on the left) and displays groups of secondary features that are less frequently used last (on the right). Notice in the figure above, there are seven separate command sets in Excel.

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◦ Contextual commands appear only when an object (a table, chart, or picture) is selected. For example, when you select a table, chart, or picture Excel, the Picture Tools contextual tools appear in the Ribbon. The Picture Tools command in the Format Tab allows you to choose the way you want your picture to be formatted.

Part 2-Formatting Using the “Ribbon”


Selected object

Contextual Command

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The first thing you will do in your new worksheet is add text. The text will need to be formatted. The default font for data keyed in a new workbook is black,11-point Calibri. You can change the font style and font size by using the Command sets for Font contained in the 2007 Ribbon, or you can right-click highlighted text. Another option is to use the Mini Toolbar that appears when text is highlighted.

Part 2-FormattingChanging the Font


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There are 5 ways to access font formatting.◦ Click the cell or cells to be formatted. Then click the

arrow at the bottom right of the Font Command Set to open the Font dialog box.

◦ Right click on the cell to be formatted. The Font Command Set opens above the cell.

◦ Highlight the text in the formula bar. The Mini Toolbar shows in faded mode above the text. Move the mouse toward the Mini Toolbar to brighten it.

◦ Click on the Home tab. Use the commands on the open Command Set on the Ribbon.

◦ Open the font formatting dialog box by using the keyboard shortcut Ctrl + Shift + F.

Part 2-FormattingChanging the Font


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With Format Painter, you can copy cell formats from one cell to another. This is often faster than applying formats individually to a cell that is unformatted.

To use Format Painter, you have to do these steps in this order.◦ Locate the cell with the formatting you want to copy ◦ Click on it to make it the active cell. ◦ Then click the Format Painter command in the Clipboard

Command Set on the Home tab. ◦ Finally, while the pointer is a white cross with a small

paintbrush, click the cell to be formatted.

Part 2-FormattingUsing Format Painter


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Complete Exercises 2-8 & 2-9

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The next thing you will work with is a range of cells. A range is a group of cells that form a rectangle on the worksheet. It can be anywhere from two to many cells. For example, you might need to format all the cells in rows 3 through 7 of a worksheet. When a range is active (highlighted), it is surrounded by a black line. Like an individual cell, a range has an address. A range address shows the upper left cell address and the lower right cell address, separated by a colon (see examples below).

Part 2-FormattingSelecting Cell Ranges


Range Address

Cells in the Range

A1:B3 Includes 6 cells in columns A and B, rows 1-3B1:B100 Includes 100 cells, all in column B, rows 1-100C3:M3 Includes 11 cells, in columns C-M, all in row 3D4:F12 Includes 27 cells, in columns D-F, rows 4-12

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When you start to select a range of cells, you will see a thick white, cross-shaped pointer. This is called the selection pointer because it is used to select ranges of cells on the worksheet. There are several ways to select a range of cells by using the mouse:

◦ Drag across adjacent cells to select the range.◦ Hold down Shift and click a cell to identify a range that

extends from the active cell to the cell in which you pressed Shift + click.

◦ Click a column heading letter to select an entire column. Or click a row heading number to select an entire row.

◦ Drag across adjacent column heading letters or row heading numbers to select multiple columns or rows.

Part 2-FormattingSelecting Cell Ranges


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Excel makes all columns 8.43 spaces wide in a new workbook. Many labels do not fit in a column this wide. So, as you’ve seen, if the column on the right is empty, the label spills into it so you can still see the label on the screen. However, if the column on the right is not empty, you need to widen the column so the label is not cut off.

Rows in a new workbook are 15.00 points high to fit the default 11-point Calibri font. Although Excel resizes the height of the row for some changes you make, there are times when Excel might not resize the row height and you will need to do it.

Part 2-FormattingChanging Column Width and Row Height


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There are several ways you can resize column widths and row heights.◦ Drag a column or row border to a different size.◦ Double-click a column’s right border to AutoFit the column. AutoFit

means the column is widened to fit the longest entry in the column. ◦ Right-click the column header and enter the desired width into the

dialog box.◦ Double-click a row’s bottom border to AutoFit the row height. A row

is AutoFitted to fit the largest font size. ◦ Right-click the row header and enter the desired height into the

dialog bos.◦ Use the commands in the Cells command set on the Home tab.

When you use the mouse to change the row height or column width, you will see the size in a ScreenTip.

Part 2-FormattingChanging Column Width and Row Height


ScreenTip

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When you key an entry that starts with a number or an arithmetic symbol, Excel assumes it is a value. A value is right-aligned in the cell and is included in calculations. Arithmetic symbols include =, -, and +.

You can format a number as a label by keying an apostrophe before the number. The number is then not used in calculations for example: ‘6.

Excel recognizes dates if you key them in a typical date style. For example, if you key “1/1/06,” Excel formats it as a date. Dates have special formats and can be used in date arithmetic.

Part 2-FormattingEntering Values and Dates


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Complete Exercises 2-13, 2-14, 2-15, & 2-16

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As you have learned, each new workbook opens with three sheets named Sheet1 through Sheet3. You can rename a worksheet with a more descriptive name, which is often a good idea. It helps you remember a worksheet’s purpose. If others are using the worksheet, renaming also helps them identify the worksheet’s purpose.

Part 2-FormattingRename a Worksheet and Change Tab Color


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When you create a new workbook or make changes to an existing one, you must save the workbook to keep your changes. Until you save your changes, your work can be lost if there is a power failure or computer problem. To save a workbook, you must first give it a filename. A filename is the file identifier you see in the Open dialog box, My Computer, or Windows Explorer. Generally it is a good idea to keep your filenames as short as possible. You can use uppercase or lowercase letters, or a combination. You can use spaces too. However, you cannot use the following characters in a filename: \ ? : * “ < > |Filenames are followed by a period and a three- or four-letter extension. In Excel 2007 for example, workbook files are given the extension .xlsxExcel saves workbooks in the current drive or folder unless you specify a different location. You will need to save your work as instructed by your teacher.

Part 2-FormattingSaving a Workbook


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CA1-Excel 2007

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