Excel 2010: Level 1 - Key Training · Book1. A workbook is a collection of individual : ... Sheet1,...

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MICROSOFT EXCEL VERSIONS 2007 & 2010

Level 1


NOTE

Unless otherwise stated, screenshots in this book were taken using Excel 2007 running on Windows 7. There may, therefore, be minor visual differences if you are using Excel 2010, or if you are running on a different version of Windows.

Separate screenshots and instructions are given where there is a significant difference.

In all other cases, concepts, discussions, procedures and functionality are the same.


Contents NOTE ................................................................................................................................................................2

CONTENTS .....................................................................................................................................................3

LESSON 1 - EXPLORING EXCEL ...............................................................................................................6

Overview ......................................................................................................................................................7 Launching Excel ...........................................................................................................................................7 Getting Help .................................................................................................................................................8 Working with the Excel Window ..............................................................................................................8 Working with Worksheets .......................................................................................................................10 The Ribbon ..................................................................................................................................................11 The Office Button - Excel 2007 only ........................................................................................................11 The File Tab (“Backstage”) - Excel 2010 only .........................................................................................12 The Mini Toolbar and Shortcut menu ....................................................................................................13 Keyboard Shortcuts ...................................................................................................................................14 The Quick Access Toolbar ........................................................................................................................14 Using Dialog Boxes ...................................................................................................................................17 Using Task Panes .......................................................................................................................................17 Exiting Excel ...............................................................................................................................................18 Exercise .......................................................................................................................................................20

Explore Excel ........................................................................................................................................................... 20

LESSON 2 – USING BASIC WORKBOOK SKILLS .............................................................................21

Selecting Cells ............................................................................................................................................22 Selecting a Cell Using the Keyboard .......................................................................................................22 Scrolling Using the Mouse .......................................................................................................................23 Using the Go To Dialog Box .....................................................................................................................23 Entering Text into Cells ............................................................................................................................24 Entering Numbers into Cells ...................................................................................................................25 Saving a New Workbook ..........................................................................................................................26 File Compatibility Issues ..........................................................................................................................29 Updating a File with Changes .................................................................................................................30 Closing a Workbook ..................................................................................................................................31 Creating a New Workbook ......................................................................................................................32 Opening an Existing Workbook ..............................................................................................................32 Using Data Entry Shortcuts ......................................................................................................................34 Editing Cell Entries....................................................................................................................................37 Checking the Spelling on a Worksheet ...................................................................................................38 Creating a New Folder ..............................................................................................................................39 Renaming An Existing Workbook ..........................................................................................................41 Exercise .......................................................................................................................................................43

Use basic workbook skills. ........................................................................................................................................ 43

LESSON 3 – WORKING WITH RANGES ..............................................................................................44

Selecting Cells and Ranges .......................................................................................................................45 Selecting Ranges with the Keyboard ......................................................................................................45 Selecting Ranges with the Mouse ............................................................................................................46 Selecting Non-Adjacent Ranges ..............................................................................................................46 Entering Values into A Range ..................................................................................................................48 Using the AutoFill Feature .......................................................................................................................49 Exercise .......................................................................................................................................................51

Microsoft Excel 2007/2010 - Level 1 Contents


Select and work with ranges. ................................................................................................................................... 51

LESSON 4 – CREATING SIMPLE FORMULAS ....................................................................................52

Concepts and Terminology ......................................................................................................................53 Entering Formulas .....................................................................................................................................54 Using Functions .........................................................................................................................................55 Using The AutoSum Button .....................................................................................................................56 Using The AutoSum List ..........................................................................................................................57 Entering Simple Functions .......................................................................................................................58 Inserting Functions In Formulas .............................................................................................................59 Editing Functions .......................................................................................................................................61 Using The AutoCalculate Feature ...........................................................................................................62 Using Range Borders To Modify Formulas ...........................................................................................63 Checking Errors .........................................................................................................................................64 Exercise .......................................................................................................................................................66

Create and work with formulas. ............................................................................................................................... 66

LESSON 5 – COPYING AND MOVING DATA ....................................................................................67

Concepts, Tools and Techniques .............................................................................................................68 Drag and Drop Editing .............................................................................................................................69 Using the Paste Options Button ...............................................................................................................70 Using The Paste List ..................................................................................................................................72 Using The Clipboard Pane .......................................................................................................................73 Absolute References ..................................................................................................................................75 Filling Cells .................................................................................................................................................76 Using Undo And Redo .............................................................................................................................77 Exercise .......................................................................................................................................................78

Copy and move formulas and data. .......................................................................................................................... 78

LESSON 6 - PRINTING ..............................................................................................................................79

Previewing a Worksheet ...........................................................................................................................80 Printing The Current Worksheet (Excel 2007) .......................................................................................82 Printing The Current Worksheet (Excel 2010) .......................................................................................83 Emailing a workbook ................................................................................................................................84 Printing A Selected Range ........................................................................................................................86 Printing Multiple Copies ..........................................................................................................................87 Exercise .......................................................................................................................................................88

Work with printing. ................................................................................................................................................. 88

LESSON 7 - PAGE SETUP ..........................................................................................................................89

Margins .......................................................................................................................................................90 Changing The Page Orientation ..............................................................................................................92 Creating Headers And Footers ................................................................................................................93 Print Titles ...................................................................................................................................................95 Scaling A Worksheet .................................................................................................................................96 Using Page Break Preview .......................................................................................................................97 Setting/Removing A Print Area ..............................................................................................................98 Exercise .....................................................................................................................................................100

Work with page setup. ........................................................................................................................................... 100

LESSON 8 - FORMATTING NUMBERS ..............................................................................................101

Concepts and Terms ................................................................................................................................102 Exercise .....................................................................................................................................................105

Microsoft Excel 2007/2010 - Level 1 Contents


Format the numbers in a worksheet. ...................................................................................................................... 105

LESSON 9 - FORMATTING CELLS .......................................................................................................106

Formatting Text........................................................................................................................................107 Changing The Font Colour .....................................................................................................................110 Rotating Text In A Cell ...........................................................................................................................111 Wrapping Text In A Cell ........................................................................................................................112 Shrinking Text In A Cell .........................................................................................................................114 Changing Cell Alignment .......................................................................................................................114 Changing Text Indentation ....................................................................................................................116 Exercise .....................................................................................................................................................117

Format text in a worksheet. .................................................................................................................................... 117

LESSON 10 - WORKING WITH COLUMNS AND ROWS...............................................................118

Concepts and Terms ................................................................................................................................119 Changing The Width Of Columns ........................................................................................................120 Changing The Height Of Rows .............................................................................................................121 Hiding Columns And Rows ...................................................................................................................123 Unhiding Columns And Rows ..............................................................................................................124 Inserting A Column .................................................................................................................................124 Inserting A Row .......................................................................................................................................125 Deleting A Column Or Rows .................................................................................................................126 Exercise .....................................................................................................................................................128

Work with columns and rows. ............................................................................................................................... 128

LESSON 11 - AUTOMATIC FORMATTING .......................................................................................129

Document Themes ...................................................................................................................................130 Colour Themes .........................................................................................................................................131 Theme Fonts .............................................................................................................................................132 Theme Effects ...........................................................................................................................................133 Cell Styles ..................................................................................................................................................134 Exercise .....................................................................................................................................................136

Use the automatic formatting features and styles to format a worksheet. ............................................................. 136

APPENDIX A - USING CHARTS ...........................................................................................................137

Concepts and Terms ................................................................................................................................138 Creating A Chart ......................................................................................................................................138 Moving And Resizing Charts ................................................................................................................139 Identifying Chart Objects .......................................................................................................................141 Changing The Chart Type ......................................................................................................................143 Removing/Adding A Legend ...............................................................................................................143 Editing Chart Data ...................................................................................................................................144 Printing A Chart ......................................................................................................................................145

INDEX ...........................................................................................................................................................147


LESSON 1 - EXPLORING EXCEL

In this lesson, you will learn how to:

• Launch Excel

• Work with Excel windows

• Work with worksheets

• Display ribbons

• Use commands

• Use the Quick Access toolbar

• Choose dialog box options

• Use the Status Bar

• Use Task Panes

• Exit Excel

Microsoft Excel 2007/2010 - Level 1 Exploring the Interface


OVERVIEW

Discussion Microsoft Excel is a software application that can be used as a spreadsheet, database, or graphing program.

Calculations

The electronic spreadsheet portion of Excel allows you to perform sophisticated calculations and create formulas that automatically calculate answers. The advantage of using formulas is that, when data in the worksheet changes, all the formulas recalculate automatically. This feature assists you in developing budgets, forecasting models, creating sales plans, making financial projections, calculating inventories, generating banking statements, and basically working with any format involving numbers. In addition, the AutoCalculate feature provides you with instant answers, using functions such as Sum, Count, and Average.

Database Tools

Excel’s data management capability allows you to manipulate lists of information such as names, addresses, inventory items, prices, etc. Excel can sort lists and select specific pieces of information based on specified conditions.

Charting

You can use information created in an Excel spreadsheet or database to create an Excel chart. Chart types include column, bar, line, pie, area, doughnut, radar, surface, and bubble. All charts can be formatted using styles provided by Excel.

LAUNCHING EXCEL

Discussion You can use the Start menu to start Excel. Once the program starts, a brief copyright screen appears, and then the application window opens. The first time you open Excel after installation, the User Name dialog box may appear. You can enter your name and initials if necessary, and then select OK.

Procedure 1. Click the Start button. 2. Point to All Programs. 3. Point to Microsoft Office. 4. Click Microsoft Office Excel 2007 (or Microsoft Excel 2010) in the side menu.



GETTING HELP

Discussion You can get help on an Excel task or feature in three main ways.

• By using the F1 key on your keyboard.

• By clicking on the Microsoft PowerPoint Help button in the top right hand corner of the main window.

Excel 2007

Excel 2010

• By clicking on the Help Question mark in any dialog box.

WORKING WITH THE EXCEL WINDOW

Discussion When Excel starts, the application window opens. Excel the files are called workbooks. Each new workbook contains a default setting of three worksheets where data can be entered. You can insert, or delete, worksheets.

Microsoft Excel is set up with a tab-based Ribbon and dialog boxes that enable you to access the tools you need.

A new, blank workbook appears in the worksheet area consisting of thousands of cells in which you can enter text, numbers or formula expressions. The worksheet area also contains the tab scrolling buttons, worksheet tabs, and scroll bars.

The status bar appears at the bottom of the application window and provides information on the current action you are performing or on a command you have selected.



The Excel 2007 Screen

The Excel 2010 Screen

Many of the objects in the Excel window (such as buttons) display ScreenTips, brief descriptions that pop up whenever you point to the object.

Quick Access Toolbar

Tabs (Home tab currently selected)

File Tab (Backstage)

Dialog launcher

Group

Selected cell (the “active”

Ribbon

Formula Bar

Status Bar

Worksheet tabs

Ribbon

Formula Bar

Status Bar

Worksheet tabs

Selected cell (the “active”

Groups

Office Button Quick Access Toolbar

Tabs (Home tab currently selected)

Dialog launcher



Screen Tip for Font Color Button showing feature description

Several workbooks can be open at the same time. Each workbook displays its own application title bar, Ribbon, scroll bars, and status bar.

WORKING WITH WORKSHEETS

Discussion An Excel file is called a workbook. The first new workbook created when you launch Excel is named Book1.

A workbook is a collection of individual worksheets. Each worksheet has a name that appears in a worksheet tab at the bottom of the screen. These names appear as Sheet1, Sheet2, Sheet3, etc. and can be changed, if desired.

A worksheet is a grid composed of columns and rows. The first 26 columns are labelled column A through column Z. Columns 27 through 52 are labelled column AA through column AZ. Column 53 is labelled BA. This pattern continues to a maximum of 16,384 columns. The rows are numbered sequentially down the left side of the worksheet, starting at 1 and ending at 1,048,576.

The intersection of a row and a column is called a cell, which is the basic unit of the worksheet. Cells are used to store data entries. Each cell is referred to by its cell address. A cell address consists of the column letter and the row number. For example, the address of the cell in the first column and first row of a worksheet is A1.

The active, or current, cell is where you enter and edit data. The active cell has a thick black border around it and its address appears in the Name box at the left of the formula bar.

The “active cell” (A3)

Only one cell can be active at a time. Excel also helps you identify the active cell by highlighting its corresponding column letter at the top of the worksheet and row number on the left side of the worksheet.

Often, you will want to select a range of cells or multiple cells. For example, you could select from cell A1 to cell A10 and format the data contained in those cells.

The scroll bars on the bottom and right side of the worksheet allow you to view parts of the worksheet that are not currently visible.



THE RIBBON

Discussion The Ribbon is located at the top of the workbook. It is made up of tabs (File, Home, Insert, etc.) with each tab divided into groups and with each group containing commands (usually buttons).

The Excel 2007 Ribbon

The Excel 2010 Ribbon

In each group are controls called command buttons that will display a menu of more commands, or display a list, or execute a command. Some groups have a small icon in their bottom right hand corner called a Dialog Box Launcher that open dialog boxes.

Double clicking on a tab name hides the ribbon. To display the ribbon again, double click any tab.

There are three types of Excel Ribbon.

• Standard – displays commonly used tabs, eg. Home, Insert, Page Layout, Formulas, Data, Review, View, and Add-ins. This is displayed as soon as Excel launches.

• Contextual - appear only when they might be necessary depending on the type of task you are performing, eg. such as Drawing, Table, or Picture Tools.

• Program - hides the standard Ribbon completely and shows another Ribbon of commands applicable to what you are doing.

Procedures 1. Click the Office button or the File tab. 2. Select the required command. 3. Carry out any associated commands and actions.

THE OFFICE BUTTON - EXCEL 2007 ONLY

Discussion The user interface has been significantly redesigned in most Office 2007 programs (viz. Word, Excel, PowerPoint, Access, and Outlook (in the composing and reading windows)).



The Office Button replaces the File menu in earlier versions of Excel but contains the same basic commands to open, save, and print your file.

The Excel 2007 Office Button

In the Office 2007, however, more commands are available, such as Finish and Publish. For example, in Word, Excel, and PowerPoint by pointing to Finish, and then clicking Inspect Document, you can check a file for hidden metadata or personal information.

Procedures 1. Click the Office button. 2. Hover the mouse pointer over or click the required command. 3. Carry out any associated commands and actions.

THE FILE TAB (“BACKSTAGE”) - EXCEL 2010 ONLY

Discussion The Microsoft Office Backstage view is a companion feature to the Ribbon. The Backstage view, which can be accessed from the File tab, helps you find frequently used features for

managing your Excel workbook files .

The File tab replaces the Office button (Office 2007) and the File menu (releases previous to 2007). Like its predecessors, however, Backstage view is used to manage files and data about files, such as creating and saving files, inspecting for hidden metadata or personal information, and setting file options.

The Backstage menu (File tab) – Excel 2010



Procedures 1. Click the File tab. 2. Click the required command. 3. Carry out any associated commands and actions.

THE MINI TOOLBAR AND SHORTCUT MENU

Discussion When you right click a cell, Excel has a good idea what you might want to do with it and displays a Mini Toolbar and shortcut menu offering a group of the more commonly used commands that you may want to use.

The Mini Toolbar and Shortcut Menu (Excel 2007)

The Mini Toolbar and Shortcut Menu (Excel 2010)

The Mini Toolbar is a good timesaver if the Home tab is not open and you want to perform some simple formatting tasks without having the inconvenience of switching to it.

Like the Mini Toolbar, the shortcut menu is a similar timesaver but contains a greater variety of commands and functionality.

Procedure 1. Select the screen area that you want to carry out a command on, this can be a

single cell, a group (range) of cells, one of more columns, one or more rows, etc. 2. Right click the selected area. 3. Select the required command from the Mini Toolbar or the shortcut menu.



KEYBOARD SHORTCUTS

Discussion Commands can be executed using the keyboard. If you press the Alt key, letters called KeyTips appear over items in the current view of the ribbon.

Excel 2010 Ribbon showing Key Tips

You press the letter to access the feature you want and then keep continuing pressing the appropriate key until the command you want is carried out. To remove the letters, press the Alt key again. If you have used an earlier version of Excel, you will find that the “classic” keystrokes continue to work as before (eg. CTRL C for copy; CRTL V for paste, etc).

Procedure 1. Press the ALT key on the keyboard. 2. Press the letter indicated over the required tab. 3. Press the letter(s) indicated over the required command.

THE QUICK ACCESS TOOLBAR

Discussion At the right of the Office button (Excel 2007) or just above the File / Home tab (Excel 2010) is the Quick Access Toolbar. This contains the most common commands such as Save, Undo, and Redo. In common with other commands, holding the mouse cursor over a command will display a ScreenTip for that command. Clicking on a command icon will execute that command.

To add, or remove common command buttons from the Quick Access Toolbar, click the drop-down arrow at the right hand side of the Quick Access Toolbar .



The Customise Quick Access Toolbar Menu The Customise Quick Access Toolbar Menu (Excel 2007) (Excel 2010)

Procedure 1. Click the Customize Quick Access Toolbar drop-down arrow. 2. Click an unticked item to display it in the toolbar. 3. Click a ticked item to remove it from the toolbar.

To add additional commands to the toolbar:

1. In the Customize Quick Access Toolbar menu, click More commands…. 2. In the Excel Options dialog box, click the list arrow in the Choose commands

from: box. 3. In the Customize Quick Access Toolbar list box, ensure For all documents

(default) is selected. 4. Locate the command you want in the left column and select it. 5. Click the Add>> button. 6. Use the Move Up or Move Down arrows to arrange the order of the buttons on

the toolbar. 7. Click the OK button to close the dialog box and apply the button to the toolbar.



The Quick Access Toolbar customise window (Excel 2007)

The Quick Access Toolbar customise window (Excel 2010)

You can also right click on any button or group on a Ribbon to display a shortcut menu that will allow you to add that item to the Quick Access Toolbar.

Command button shortcut menu



USING DIALOG BOXES

Discussion A dialog box is displayed when you click the small arrow button in the bottom right hand corner of some groups. You can see what sort of dialog box will be opened if you hold the mouse cursor over the Launcher.

Dialog Launcher and Help Tip (Excel 2007)

Dialog boxes may contain many options, including multiple pages, check boxes, list boxes, text boxes, and option buttons to assist you in carrying out the command you want.

Procedure 1. Click the dialog launcher for the required Ribbon group (NB not all groups have

dialog launchers). 2. Choose your settings for the command. 3. Click OK to execute the command or click Cancel (or press the Esc key on the

keyboard) to leave the dialog box without carrying out the command.

USING TASK PANES

Discussion These are small windows that appear when you select certain commands or dialog launchers, eg. Insert tab > Illustrations group > Clip Art.



The Clip Art Task Pane (Excel 2007)

Procedure 1. Click a dialog box launcher or command that opens a Task Pane. 2. Resize the Task Pane by moving the mouse cursor to the left-hand pane border

until it changes to a double-headed arrow. 3. Click and drag the edge until the size is suitable. 4. To close a Task Pane, click the Close button in the top right hand corner of the

pane.

EXITING EXCEL

Discussion When you have finished working with Excel, you should exit the application correctly thus allowing Excel to carry out necessary tasks before closing.

If you have been working on a workbook but have not saved it recently, an Excel dialog box appears prompting you to save the changes to the workbook, if required, before closing Excel.

Procedures Click the Close button at the very top right of the screen (if more than one workbook is open, this will only close the active workbook).

Excel 2010 Excel 2007



OR (Excel 2007)

Click the Office button and select Exit Excel in the bottom right hand corner of the menu.

NB. Clicking the Close command only closes the active workbook, not the Excel program.

OR (Excel 2010)

Click the File tab and select Exit at the bottom of the left-hand menu.

NB. Clicking the Close command only closes the active workbook, not the Excel program.



EXERCISE Explore Excel

1. Start Excel, if necessary. 2. Explore the Office menu (Excel 2007) or the File (“Backstage”) menu

(Excel 2010) until you find the New button. 3. Select and create a blank workbook. 4. Open the Formulas tab. 5. Hide the ribbon. 6. Display the ribbon. 7. Open the Font dialog box (use the dialog launcher in the Font group of

the Home tab). 8. Cancel the dialog box. 9. Open Excel Help. 10. Display information on formulas. 11. Close the Excel Help. 12. Exit Excel.


LESSON 2 – USING BASIC WORKBOOK SKILLS


• Select a cell using the keyboard

• Scroll using the mouse

• Use the Go To dialog box

• Enter text into cells

• Enter numbers into cells

• Save a new workbook

• Close a workbook

• Create a new workbook

• Use a template

• Open an existing workbook

• Use data entry shortcuts

• Edit cell entries

• Check worksheet spelling

• Create a new folder

• Rename an existing workbook

Microsoft Excel 2007/2010 - Level 1 Basic Workbook Skills


SELECTING CELLS

Overview When you open Excel, a blank workbook appears in the application window. You will notice a thick black border around the first cell in the upper left corner of the worksheet. This cell is known as the active cell. When data is entered, it appears in the active cell.

Cells on a worksheet can contain either labels (text), values, or a formula. The cell entries can be modified using either the keyboard or the mouse. If you accidentally make a change to a cell, you can use the Undo feature to remove your last change because Excel remembers your changes to the worksheet. You can also Redo and Undo.

Each cell has an address. The address for the cell in the upper left corner is A1. When A1 is the active cell, the column heading, the letter A, and the row heading, the number 1, are both highlighted. The address A1 appears in the Name box, located on the left side of the formula bar, just above the column.

You can use the keyboard to select a cell and make it the active cell. When you press certain arrow keys or a combination of keys, the cell pointer moves to a new cell, making it the active cell.

SELECTING A CELL USING THE KEYBOARD

Discussion In order to work in a cell, you must first select that cell so it becomes the active cell. When you open, or commence a new, workbook, cell A1 is selected by default. You can use the keyboard to move around the worksheet.

To move around with aid of the keyboard, the following keystrokes are used.

Procedure 1. Press [ ] to move one cell down. 2. Press [ ] to move one cell to the right. 3. Press [ ] to move one cell to the left. 4. Press [ ] to move one cell up. 5. Press [Ctrl+Home] to move to the upper, left cell in the worksheet. 6. Press [Page Down] to move down one screen. 7. Press [Page Up] to move up one screen. 8. Press [Alt+Page Down] to move one screen to the right. 9. Press [Alt+Page Up] to move one screen to the left.



SCROLLING USING THE MOUSE

Discussion You can use the mouse to move from the active cell to a new cell; however, the cell to which you want to move may not always be visible on the screen display. On larger worksheets, all the data may not fit on the screen display at once. The horizontal and vertical scroll bars allow you to scroll the display so that you can view other parts of the worksheet.

Scrolling with the mouse does not change the location of the active cell. You change the location of the active cell by selecting the desired cell. Any commands executed affect the active cell, not necessarily the cells in the part of the worksheet you are viewing. For example, if you click in cell A1, scroll to cell A50, and then press the [Delete] key, the contents of cell A1 will be deleted, not the contents of cell A50.

Vertical Scroll Bar shortcut menu

The horizontal and vertical scroll bars also provide shortcut menus, which allow you to scroll the worksheet. For example, the Top command on the vertical scroll bar shortcut menu scrolls the screen to row 1. Likewise, the Left Edge command on the horizontal scroll bar shortcut menu scrolls the screen to display column A.

USING THE GO TO DIALOG BOX

Discussion In addition to using the mouse to move the active cell, you can use the GoTo dialog box. You specify the cell to which you want to move, and Excel activates and displays that cell. This is especially helpful when moving around large worksheets containing data that is not always visible in the Excel window.

The Go to list in the GoTo dialog box displays the last four references accessed with the GoTo feature. You can use this list to quickly return to a recent Go To reference.

Excel allows you to name cells for easy reference. If you name cells, those names will appear in the GoTo list in the GoTo dialog box. You can use this list to go to a named cell or cell range.



Procedure

1. Click the Find & Select button in the Editing group . 2. You can also use the [Ctrl+G] key combination or the [F5] key to display the Go

To dialog box. 3. In the Go To dialog box, click in the Reference: text box. 4. Click on OK to go to the stated cell.

ENTERING TEXT INTO CELLS

Discussion In Excel, text is defined as letters or any combination of numbers and letters. For example, Expenses, 2nd Qtr, and BN9847 are all treated as text. Text automatically aligns to the left in a cell. If the text is too long to fit within a cell, the excess characters appear to carry on into the next cell to the right, as long as that cell is empty. If text has been entered into the adjacent cell, however, the long text entry appears truncated (i.e., as if the excess characters have been deleted). The characters are not actually deleted; they will appear if you widen the column containing the long text entry.

Text is always entered into the active cell. Therefore, you should be sure that the active cell is the appropriate cell before you start typing. If you press the [Enter] key when you finish typing an entry, the active cell automatically moves down one cell.

When you are entering or editing cell data, the worksheet is in Ready or Edit mode, respectively. Pressing the [Enter] key (to retain your changes to the cell) or the [Esc] key (to revert to the previous cell entry) returns the worksheet to ready mode. The current mode appears on the left hand side in the status bar.



You can also click the checkmark in the formula bar (to retain changes) or the X (to revert to the previous cell entry) instead of pressing the [Enter] or [Esc] key to exit enter or edit mode. Clicking the checkmark or the X, however, does not activate the next cell down.

Procedure 1. To enter text into a cell, first select the cell to make it active. 2. Type the desired text. 3. Press the [Enter] key. 4. Enter text into additional cells as required.

ENTERING NUMBERS INTO CELLS

Discussion Numeric entries contain only numbers (such as 75, 197, and 206) and are automatically aligned to the right side of the cell. An address such as 17 Maple Avenue is considered a text entry, even though it begins with a number. You can type a minus sign before a number or enclose a number in parentheses (brackets) to indicate a negative value. You can also type a period to indicate a decimal point and enter decimals. If you enter a decimal that ends in zero (0) such as 345.50, however, the ending zero is dropped, and the number displays as 345.5. A cell must be formatted to display a specific number of decimal places in order to display a decimal with ending zeroes.

Numbers can exist as independent values, or they can be used in formulas to calculate other values.

You can type dates into a worksheet. Excel treats dates as numbers so that it can perform calculations on them (such as determining how many days a bill is past due). When you enter a date into a cell, Excel formats the entry as a date, but stores it as a serial number that represents that date on the calendar.

You should be careful when using spaces with numbers. They are considered text and cannot be used in calculations. Dollar signs ($) and commas (,) are acceptable, as well as dashes, which are treated as minus signs.



You can force Excel to treat a number as text by typing an apostrophe (’) as the first character in the cell. The apostrophe appears only on the formula bar; it does not appear within the cell, nor does it print.

Procedure 1. To enter a number into a cell, first select the cell to make it active. 2. Type the desired value. 3. Press the [Enter] key. 4. Enter text into other cells as required.

SAVING A NEW WORKBOOK

Discussion After creating a new workbook, you can save it to disk so that you can retrieve it at another time.

When you save a workbook for the first time, Excel opens the Save As dialog box, in which you enter the desired file name and location. A file name can consist of multiple words and should be descriptive enough for you to recognize the contents.

When you are naming a workbook, the following characters cannot be used:

• forward slash (/)

• backslash (\)

• greater than symbol (>)

• less than symbol (<)

• asterisk (*)

• quotation marks (“, ”)

• question marks (?), pipe symbol ( | )

• colon (:) or

• semicolon (;)

When you save a new workbook, Excel 2007 / 2010 saves it in an XML (Extensible Markup Language) based file format designated .xlsx. The XML format significantly reduces file



sizes, provides enhanced file recovery, and allows increased compatibility, sharing, reuse, and transportability.

If you save a workbook with a file name that already exists in the same location, you will be prompted to confirm that you want the new file to replace the existing one.

Procedure 1. Click the Office Button (Excel 2007) or File tab (Excel 2010). 2. Click Save or Save As. 3. Select a location to save the file to; this will vary depending on which version of

Windows you are using. 4. Enter a name for the file. 5. Click OK.

The Save As dialog box (Windows XP)

The Save As dialog box (Windows Vista)



The Save As dialog box (Windows 7)

Hint

To change the default location to where you want your Excel files saved, click the Office Button or the File tab. Click the Excel Options button. In the left pane, click Save. In the Customize how workbooks are saved section, click in the Default file location: text box. Type the location you want to be the default. Click the OK button.



FILE COMPATIBILITY ISSUES

Discussion The new .xlsx format cannot be opened by versions 97–2003 of Excel. If this is attempted, the following message appears:

Microsoft offers on its website a “compatibility pack” download (approx. 37M) that will allow .xlsx files to be opened by earlier versions of Excel. Certain new Excel features, however, may not display correctly or in some cases not display at all, and some colours may not be the same. It is a good idea, therefore, to always try and save in Excel 2007 / 2010 format (.xlsx).

If you are not sure whether the person you are preparing the document for has Excel 2007 / 2010 on their computer or does not have the compatibility pack installed, then you should “back save” the workbook as an Excel 97-2003 file.

When you back save an Excel workbook, a compatibility window may appear warning you of features that are compatible with older versions and hence, will display incorrectly or not display at all.

Compatibility Checker window (Excel 2007)

Procedure


Click the Office button. Click the File tab

Hover the mouse pointer over Save As.

Click Save As.



The Save As menu (Excel 2007)

The File menu (Excel 2010)

Click Excel 97–2003 Workbook in the pane at the right.

Select a location to save the file to; how to do this this will vary depending on which version of Windows you are using.

Select a location to save the file to; how to do this this will vary depending on which version of Windows you are using.

Enter a name for the file in the File name: box.

Enter a name for the file in the File name: box.

Select Excel 97-2003 Workbook in the Save as type: box.

Click Save. Click Save.

UPDATING A FILE WITH CHANGES

Discussion Once a workbook has been saved from new as described above, its file name appears in the application title bar.

After making changes to the workbook, it is not necessary to “save as” again, it is sufficient to merely “save” the workbook in order to update it. Excel give you no confirmation that the file has been updated – you just have to take its word for it!

Procedure 1. Click the Office Button (Excel 2007) or the File tab (Excel 2010). 2. Click Save.



Or

Click the Save button on the Quick Access Toolbar.

CLOSING A WORKBOOK

Discussion When you have finished working on a workbook, you can close it to remove it from the Excel application window.

If you close a workbook without saving the most recent changes, Excel prompts you to save it. You can choose to save the changes made to the workbook, or you can close the workbook without saving the changes.

Procedure Click the Close window button in the upper right hand side of the screen.

OR

1. Click the Office button (Excel 2007) or the File tab (Excel 2010). 2. Click Close.

Close command (Excel 2010) Close command (Excel 2010)



CREATING A NEW WORKBOOK

Discussion When you start Excel, you begin with a new workbook. Excel labels this workbook as Book1 in the Excel title bar. Additional new workbooks can be created at any time.

When you create a new, blank workbook, it opens with pre-existing settings and formatting known as default settings. These defaults are saved in a template. All workbooks are based on templates. Template defaults include margin settings, numeric format, and font type and size.

A new Excel workbook is based on the Workbook template. This template is an all-purpose template used to create new workbooks, though there are also other templates that may be used.

Procedure


Click the Office button. Click the File tab.

Click New. Click New.

Click Blank Workbook. Click Blank Workbook

Click Create. Click Create.

The New Workbook pane (Excel 2007)

The New Workbook pane (Excel 2010)

OPENING AN EXISTING WORKBOOK

Discussion You can view or edit an existing workbook by opening it from disk. You do not need to remember the file name, because the Open dialog box displays a list of folders and files in the current drive and folder. You can select the desired workbook from the list, or you can type the name of the workbook you want to open.

If the workbook resides in a different drive or folder, you can use the Look in: list to select the correct location. The folders and files residing in the selected location appear in the list box below the Look in box. You can resize the Open dialog box to view more of its contents.



In addition to using the Look in list to open workbooks, the Open dialog box contains a Places Bar on the left side of the dialog box. The Places Bar provides shortcuts to various folders containing commonly used files, as well as desktop options and recently opened files.

If you want to protect the original version of a workbook from modifications, you can use the Open list to open a copy of a workbook or to open the workbook as read-only. You can use the Files of type: list in the Open dialog box to open a file created in another program which can be recognised by Excel. The Office menu lists the last seventeen files you have worked on, though this amount can be changed by you in the Excel Options dialog box.

You can also have more than one workbook open at a time.

Procedure 1. To open an existing workbook, click the Office button. 2. If the file is a recent one, it will be listed in the Office menu and you only need to

click on it to open it. 3. If the workbook is not listed, click the Open button in the Office menu to display

the Open dialog box. 4. Click in the Look in: box to locate the drive and folder where your workbook is

located. 5. Select the name of the file you want to open.

6. Click the Open button.

The Open dialog box (Windows XP)



The Open dialog box (Windows Vista)

The Open dialog box (Windows 7)

USING DATA ENTRY SHORTCUTS

Discussion Excel includes shortcuts to help you perform certain data entry tasks. The AutoComplete and Pick From List features are shortcuts that save you time entering labels into a worksheet.

The AutoComplete feature helps speed up entry into a column containing text by completing the entry after you have typed a few characters. It is common to have to repeat entries when



you are entering text into a column. For a column titled Cities, possible entries might include Berlin, London, Madrid, etc. These entries are likely to be repeated more than once. As you type entries into a column, Excel automatically compiles a list of the entries. When you type the first few letters of a repeated entry in the same column, Excel finishes typing the entry for you. If you do not want to use the entry that Excel suggests, you simply continue typing.

The Pick From List feature is a quick way to enter text into a column because it allows you to select an entry from a list. Excel automatically compiles a list of the text entries in a column. When activated, the Pick From List feature displays a list of the available entries for the active column in alphabetical order. You can then select an entry from the list instead of having to retype each entry.

AutoComplete

Pick From Drop-down List

The AutoComplete and Pick From Drop-down List features only work in columns containing text entries.

If there is a blank row between entries in a column, the AutoComplete and Pick From Drop-down List features for that column must be rebuilt for cells below the blank row by typing the entries again.

Procedure 1. To use the Pick From Drop-down List, click in the cell below the last entry and

click the right hand mouse button. 2. In the shortcut menu, select Pick From Drop-down List… 3. In the list, select the text you wish to use in that cell.



Cell shortcut menu

To disable the AutoComplete feature:

1. Click the Office button (Excel 2007) or the File tab (Excel 2010). 2. Click the Excel Options button to open the dialog box. 3. Click Advanced in the left hand pane and deselect the Enable AutoComplete for

cell values option. 4. Click the OK button.



EDITING CELL ENTRIES

Discussion If a cell contains numerous characters, and you only want to change a few of them, it is easier to edit the cell and change only the desired characters than to retype the entire entry. When you double-click a cell, the cell is placed in edit mode and its contents appear in the formula bar. You can then edit the contents in the formula bar or in the cell itself using the keyboard. You can use the following keys to navigate and edit a cell in a worksheet:

Keys Action

[Home] Moves the insertion point to the beginning of the cell entry.

[End] Moves the insertion point to the end of the cell entry.

[Right] Moves the insertion point one character to the right in the cell entry.

[Left] Moves the insertion point one character to the left in the cell entry.

[Backspace] Deletes selected text or the character to the left of the insertion point.

[Delete] Deletes selected text or the character to the right of the insertion point.

You can also use the mouse to position the insertion point and to select text.

If you type data into a cell that already has an entry, the new entry replaces the old one. You do not have to be in edit mode. You can use this method when it is easier to replace the entire contents of a cell, rather than to edit portions of it.

If you want to delete the entire entry in a cell, you can select the desired cell and press the [Delete] key to remove the entire cell entry. You do not have to be in edit mode. You can also select a range of cells and use the [Delete] key to delete the contents of multiple cells.

Procedure 1. To replace the contents of a cell, move to the cell with the data you want to replace. 2. Type the new data. 3. Press [Enter]. 4. To modify data in a cell, double-click the cell you want to edit. 5. Position the insertion point in the entry, either in the formula bar or in the cell. 6. Edit the entry as desired. 7. To empty the contents of a cell, move to the cell containing the entry you want to

delete. 8. Press [Delete] to delete the entire cell entry.



CHECKING THE SPELLING ON A WORKSHEET

Discussion Excel can check for misspelled words on a worksheet. Excel’s spelling checker flags words as misspelled if they do not appear in the dictionary or do not match the spelling in the dictionary. You can check the spelling of your text using an English dictionary or that of another language. The Dictionary language list box allows you to select the language for the dictionary you want to use.

You can check these errors as they occur or after you finish the entire workbook. You can use either the Spelling button on the Review tab to check the whole workbook, or enable the AutoCorrect feature to automatically correct words as you type.

You can check a complete worksheet, or just a range of selected cells. A word identified as misspelled appears in the Spelling dialog box, with possible correct spellings listed in the Suggestions list box.

The Review tab

Procedure 1. To check all spelling at once, click the Review tab. 2. Click the Spelling button. 3. If the Spelling dialog box opens it will display the incorrect spelling in the Not in

Dictionary: box.

The Spellcheck dialog box



Choose an option as follows:

1. Click Ignore Once to skip the word, 2. Click Ignore All to skip every occurrence of the word. 3. Click Add to Dictionary to add a word to your dictionary to ensure it does not

show up as a misspelled word in the future. 4. Click a word in the Suggestions: box, then click Change or Change All. 5. Select the correct word, then click AutoCorrect to add it to your AutoCorrect list. 6. If there is no appropriate suggestion, click in the Not in dictionary: box and edit

the text yourself. 7. When finished, Excel displays a message to inform you the spelling check is

complete.

Hint To change the spelling options for all Microsoft programs, click the Office Button or the File tab. In the left pane of the Excel Options dialog box, click on Proofing. Modify the settings as desired want. When finished, click the OK button.

Proofing Options

CREATING A NEW FOLDER

Discussion As you create and save different types of workbooks, you may want to organize them. Folders provide a method of organizing your workbooks, similar to using folders in a file cabinet. You can create folders that group together workbooks based upon different criteria, such as subjects, clients, or products.



You can create your folders within the My Documents folder or select another location to store your folders and workbooks.

The first time you open the Save As dialog box after starting Excel, the My Documents folder appears as the default folder. You can save documents to other folders or create new ones with the Create New Folder button.

New folders are created in the current (parent) folder. However, if you want to create a new folder in another location, you can use the Save As dialog box to navigate to that drive and folder before creating the new folder. For example, if you wish to create a folder named Second Quarter Expenses under the Current Year folder, you must first open the Current Year folder in the Save As dialog box.

You can create new folders using either the Save As or Open dialog box, all without leaving Excel.

Procedure 1. To create a new folder while in Excel, click the Office Button (Excel 2007) or the

File tab (Excel 2010), then select the Save As command. 2. In the Save As dialog box, navigate to the drive or folder in which you wish to

create the new folder and proceed as follows depending on your version of Windows.

Windows XP Windows Vista or 7

Click the Create New Folder button. Click the New folder button.

Type a name for the new folder. Enter a name for the folder

Click the OK button. Press Enter on the keyboard

Click the Save button to save the workbook in the new folder.

Double click the folder to open it.

Click the Save button to save the workbook in the new folder.

Creating a new folder (Windows XP)



Creating a new folder (Windows Vista)

Creating a new folder (Windows 7)

RENAMING AN EXISTING WORKBOOK

Discussion Once a file has been saved Excel updates the existing, saved file with any changes each time you subsequently save the workbook.

There may be times, however, when you want to save the current workbook with a different workbook name and/or to a different location. This option allows you to modify a workbook and save the changes, but still keep the original workbook intact. You can use the



Save As dialog box to save an existing workbook with a different file name or to a different location.

You can use the Save as type: list to save the document in a format that can be read by other applications, such as an earlier version of Excel, a text file, or to a Mac format.

When you save an existing file with a new name, the original file automatically closes, and the file appears in the worksheet area with its new name in the title bar.

Procedure 1. Click the Office button (Excel 2007) or File tab (Excel 2010). 2. Click Save As. 3. Select a location to save the file to; this will vary depending on which version of

Windows you are using. 4. Enter a name for the file. 5. Click OK.



EXERCISE Use basic workbook skills.

1. Create a new workbook. 2. Use the keyboard to move the active cell around the worksheet. 3. Use the mouse to move the active cell and to scroll the worksheet vertically and

horizontally. 4. Use the Go To dialog box to select cell M90. Then, return to cell A1. 5. Enter the text and numbers shown in the following table:

A B

1 2 Northern 50986 3 Southern 45284 4 Central 42436 5 Western 39675 6 Eastern 76644

6. Delete the entry in cell A6. 7. Save the workbook to the student data folder with the name Region. 8. Close the workbook. 9. Open Regsales. 10. Use the AutoComplete feature to enter the name Jones, P. in cell A9. 11. Use the Pick From List feature in cell A10 to enter the name Banes, M. 12. Edit cell C6; change the value from 3952.68 to 3932.68. 13. Enter the number 43567.50 in cell C9.

Note: Notice that the ending zero (0) is dropped. 14. Enter the number 33500.7 in cell C10. 15. Create a new folder named Regions under the student data folder and save the

workbook to the Regions folder with the new name Regsales1 then close the workbook.

16. Close the workbook.


LESSON 3 – WORKING WITH RANGES


• Work with ranges

• Select ranges with the keyboard

• Select ranges with the mouse

• Select non-adjacent ranges

• Enter values into a range

• Use the AutoFill feature

Microsoft Excel 2007/2010 - Level 1 Working with Ranges


SELECTING CELLS AND RANGES

Overview Many Excel commands are executed after selecting one or more cells. The command then affects all the selected cells. A group of selected cells is called a range. A range can contain adjacent or non-adjacent cells. A non-adjacent range consists of two or more separate blocks of cells that can be adjoining (contiguous), non-contiguous, or overlapping.

Ranges are identified by the addresses of the cells in the upper left and lower right corners of the selected block of cells, separated by a colon. For example, the range A4:C10 has cell A4 in the upper left corner and cell C10 in the lower right corner.

To identify non-adjacent ranges, you must separate the range addresses with a comma. For example, A4:A10,C4:C10 refers to the range A4:A10 as well as the range C4:C10.

Selecting a range before executing a command is especially useful if you are using a tool button or keyboard shortcut to perform an action.

If a dialog box opens when you execute a menu command, however, you can specify the desired range in the dialog box. In this case, you do not have to select a range before you execute the command.

A selected range has a heavy black border around it, and all the cells within the range, except for the active cell, are shaded.

SELECTING RANGES WITH THE KEYBOARD

Discussion You can select ranges with the keyboard. Keyboard selection techniques are useful when you are working with small ranges. You can select a large range of cells quickly by pressing the [Shift+Page Up] or [Shift+Page Down] key combination. A range remains selected until another cell or range is selected, though a range can be deselected by pressing any arrow key or by clicking any cell in the worksheet.

Procedure

1. To select a range of cells using the key board, use the arrows on the keyboard to select the first cell required in the range.

2. Hold down the [Shift] key and press the desired arrow key as necessary to extend the selection.



SELECTING RANGES WITH THE MOUSE

Discussion You can use the mouse to select a range. This method is especially effective when you are selecting large ranges in which you must scroll the display in order to see the last cell in the range. A range can be deselected by pressing any arrow key or by clicking any cell in the worksheet.

You can select a large range quickly by clicking the upper left cell in the range, pressing the [Shift] key, and clicking the lower right cell in the range. All cells between the two corner cells are selected.

Procedure To select a range of cells with the mouse, drag from the first cell in the required range to the last cell to be included in the range.

SELECTING NON-ADJACENT RANGES

Discussion You use the mouse in conjunction with the [Ctrl] key to add non-adjacent cells to a selected range. This method is useful when you want to execute a command that affects ranges in different sections of a worksheet.

You may want to apply the same format to the titles in column A and column B. By selecting the two non-adjacent ranges, you can apply the same format to both of the columns at once.

Procedures 1. To select a range of non-adjacent cells, use the mouse to click in the first cell

required in the range. 2. Drag from the first cell to the last adjacent cell. 3. Hold down the [Ctrl] key. 4. Drag to select the non-adjacent range. 5. Release the mouse button.





ENTERING VALUES INTO A RANGE

Discussion You can quickly enter data into a selected range using the shortcut method. As you type each entry into the range and press the [Enter] key, the active cell automatically moves vertically to the next cell in the range, even if the range spans several columns. When the active cell reaches the last selected cell in the current column, it automatically moves to the first selected cell in the next column. In a non-adjacent range, when the active cell reaches the last cell at the bottom right corner of the first block of cells, it advances to the first cell at the top left corner of the next non-adjacent block of cells.

The active cell in a selected range appears without shading. Any data you enter appears in the active cell.

You can use another data entry shortcut to enter data horizontally across a row, without selecting the cells in the range. Type the data and use the [Tab] key to move horizontally to the next cell in the same row. After entering data in the last cell in the row, press the [Enter] key and the active cell automatically moves to the first column in the next row.

Procedure 1. To insert data into a range of cells, first select the range of cells in which the data is

to be entered. 2. Type the data into the first cell of the range. 3. Press the [Enter] key. 4. Continue entering the data as desired. 5. After typing the last entry, the cell selection will return to the first cell.



USING THE AUTOFILL FEATURE

Discussion You can use the AutoFill feature in Excel to create a standard series of labels on a worksheet. Examples of standard series include months of the year, days of the week, and quarters of the year.

When you select a cell or range, a small, black box called the fill handle displays in the lower right corner of the cell or range. When the mouse pointer is positioned on the fill handle, it changes into a solid, black plus sign (+). If the cell contains a label that Excel recognizes as the first item in a standard series, a ScreenTip appears displaying the next item in the series as you drag the fill handle.

When you release the mouse button, Excel fills the range based on the contents of the first cell in the range, and the AutoFill Options button appears in the lower right corner of the last cell. Clicking the AutoFill Options button displays a list of available AutoFill options.

AutoFill options

AutoFill options include: Copy Cells, which copies the first cell in the selected range instead of filling it; Fill Formatting Only, which copies the formatting only from the first cell without the contents; and Fill Without Formatting, which excludes the formatting of the first cell when filling the range. Other options may appear depending upon the text in the first cell.

The AutoFill button will only appear if it has been made active in the Excel Options.

The AutoFill Options button automatically closes when you perform another action, such as entering data into another cell or saving the workbook.

If Excel does not recognize the label in the first cell as the beginning of a standard series, the cell contents are copied into the range instead.

Procedure 1. To insert consecutive days of the week into a column, click the first cell where the

information will commence. 2. Type the name of the day.



3. Move the mouse cursor to the fill handle at the bottom right corner of that cell. 4. Hold down the mouse button and drag in the required direction for the days you

want to display. 5. Release the mouse button when the correct and final day is shown. 6. Click the AutoFill Options button if it is necessary to set any conditions, and

choose accordingly.



EXERCISE Select and work with ranges.

1. Open Region02. 2. Use the keyboard to select B5:B8. 3. Use the mouse to select A5:C8. 4. Select the following non-adjacent ranges: A5:A8 and C5:C8. 5. Select the range D5:E8 and enter the numerical data in the following

table into the selected range:

D E 5 53875 57234 6 47122 48463 7 47383 49872 8 42348 45832

6. Type the text Qtr 1 in cell B4. 7. Use the fill handle to create a quarter label series in the range B4:E4. 8. Use the AutoFill Options list to copy cells. 9. Use the AutoFill Options list to revert back to the fill series. 10. Click anywhere in the workbook to deselect the cells. 11. Save and close the workbook.


LESSON 4 – CREATING SIMPLE FORMULAS


• Use formulas

• Enter formulas

• Use functions

• Use the AutoSum button

• Use the AutoSum List

• Enter basic functions

• Insert functions in formulas

• Edit functions

• Use the AutoCalculate feature

• Use range borders to modify formulas

• Check errors

•

Microsoft Excel 2007/2010 - Level 1 Creating Simple Formulas


CONCEPTS AND TERMINOLOGY

Discussion Formulas are used to perform calculations on values entered into the cells of a worksheet. They consist of the addresses of the cells containing the values and the appropriate mathematical operators. Formulas always begin with an equal sign (=) because they contain cell addresses. The equal sign prevents Excel from interpreting the formula as text, since cell addresses begin with letters. For example, to add the numbers in cells A1 and A2, you would type the formula =A1+A2.

You enter the formula in the cell where you want the result to appear. Since formulas use cell addresses, they automatically recalculate whenever the value in any cell used in the formula changes. When a cell containing a formula is selected, the formula appears in the formula bar and the calculated results of the formula appear in the cell.

The mathematical operators that can be used in a formula are listed in the following table:

Operator Performs

+ (plus sign) Addition

- (minus sign) Subtraction

* (asterisk) Multiplication

/ (slash) Division

( ) (parentheses) Controls the order of mathematical operations; calculations within parentheses are performed first

% (percent) Converts a number into a percentage; for example, when you type 10%, Excel reads the value as .10

^ (caret) Exponentiation; for example, when you type 2^3, Excel reads the value as 2*2*2

When more than one operator appears in a formula, it is calculated using the standard mathematical order of precedence. This order determines which operations are carried out first. The order of precedence is as follows:

1. parentheses, 2. exponentiation, 3. multiplication and division, 4. addition and subtraction.

For example, the result of 8 * 7 + 2 is 58, but the result of 8 * ( 7 + 2 ) is 72.

When multiplication and division or addition and subtraction appear in the same formula, they are evaluated from left to right as they appear in the formula. Hence, 10 * 2 / 5 equals 4 but 10 / 2 * 5 is 25. Similarly, 3 + 2 - 1 is 4, whereas 3 – 2 + 1 is 2.

Excel provides an AutoCorrect feature to help you correct formulas that contain errors. AutoCorrect identifies and offers suggestions on the most common mistakes made when entering formulas. For example, if a formula is entered as =A1 + B1 +, AutoCorrect will



suggest the formula =A1+B1. If an error is found, you can either accept the correction provided or correct the formula yourself.

AutoCorrect message offering to correct a formula

ENTERING FORMULAS

Discussion Formulas begin with an equal sign (=) because they contain cell addresses. The equal sign prevents Excel from interpreting the formula as text, since all cell addresses begin with letters. You enter a formula in the cell where you want the result to appear.

When you enter a formula into a cell, you can either type the cell addresses referenced or use the mouse to select the cells and allow Excel to enter the cell addresses into the formula automatically. If the cell addresses that comprise a formula are not visible, it is more accurate to use the mouse to select the cell references while creating a formula. You only need to type the equal sign (=) to start the formula and then each of the arithmetic operators in the formula when appropriate.

As you type or select cell addresses, Excel places a coloured border with squares at each corner around each referenced cell. Excel uses a different colour border for each cell referenced in the formula.

Procedure 1. To insert a formula into a cell, first select the cell into which you want to enter the

formula. 2. Type an equal sign (=) to begin the formula. 3. Enter the first cell referenced in the formula. 4. Enter the first mathematical operator. 5. Enter the next cell referenced in the formula. 6. Continue entering cell references and mathematical operators as needed. 7. When you have finished creating the formula, press [Enter].

Hint

You can display the actual text entry entered into a cell (whether it is a number, label, or formula) by clicking the Office button (Excel 2007) or the File tab (Excel 2010), selecting Excel Options, opening the Advanced page and putting a tick in the Show formulas in cells instead of their calculated results under the Display options for this worksheet section. This option is useful as a teaching tool or when auditing a worksheet for formula errors



USING FUNCTIONS

Discussions Excel has built-in functions that are shortcuts for formulas. Functions are special prewritten formulas that perform an operation on values or ranges of values and return the result to a cell in the worksheet. You can use functions to simplify and shorten formulas in your worksheets, especially those that perform lengthy or complex calculations. Examples of functions include:

=SUM(B5:B8)

=AVERAGE(B5:B8)

=PMT(.08,C8,85000)

=ROUND(B5,2)

A function always starts with an equals sign (=) followed by the function's name and enclosed in parentheses, its arguments. The function uses the arguments in its calculations. Arguments can be cell addresses, values, labels, or a combination of these; you can even use other functions or formulas as arguments. Functions are contained on the Formulas ribbon.

The Formulas tab on the Ribbon

Functions are most commonly used to perform calculations on a range of cells. For example, it is easier to use the =SUM(A1:A7) function to add the numbers in cells A1 through A7 than to type the formula =A1+A2+A3+A4+A5+A6+A7.

When you use a function, Excel provides help in the form of a function Tooltip. The Tooltip displays the structure of the function (i.e., the function name and the order of its required arguments).

Function Tooltip



USING THE AUTOSUM BUTTON

Discussion Excel has built-in functions that are shortcuts for formulas. The most commonly used function is the SUM function, which calculates the total of the values in a range of cells. Since the SUM function is used frequently, there is an AutoSum button in the Editing pane of the Home ribbon that enters the formula in the active cell for you (the pull down arrow allows you to access other functions as well). AutoSum is an easy way to sum values in a row or column of a worksheet.

When you click the AutoSum button, a suggested range for the function appears. A blinking, coloured border called a range finder defines the suggested range. When you click the AutoSum button at the end of a row, the row of values to the left of the active cell is suggested. If you click the AutoSum button at the bottom of a column, the column of values above the active cell is suggested. If there are values both above and to the left of the active cell, the column of values above the active cell is suggested. This suggested range can be changed as needed.

AutoSum automatically uses the cell range immediately adjacent to the active cell for the suggested range. If this suggested range is incorrect, you can change it by dragging to select the cells containing the values you want to calculate.

Another method of inserting a formula using the AutoSum list is to select the column or row of values, including the blank cell which will contain the formula. When you select a function from the AutoSum list, the formula is inserted without stopping to confirm the cell range.

Procedure 1. To use the AutoSum function, first select the cell where the answer is to be

displayed. 2. Click the AutoSum button. 3. If the range suggested by Excel is not the one you want, select the cells you do

want calculated. 4. When the range is correct, you can confirm the calculation entry in one of three

ways: 5. Press the [Enter] key on the keyboard

OR

Click again on the AutoSum button

OR

Click the green tick on the formula bar.



USING THE AUTOSUM LIST

Discussion The AutoSum button provides an arrow, which displays a list of other functions you can perform on consecutively filled cells in a column or row. For example, it is easier to use the Average function from the AutoSum list to average the numbers in cells B1 through B7 than to type the formula =AVERAGE(B1:B7).

Other commonly used functions in the AutoSum list are Count Numbers, Max, and Min. Count Numbers returns the number of cells in a given range containing numeric values, Max returns the highest value in the range, and Min returns the lowest.

Procedure 1. To use a function in the AutoSum list box, first select the cell where the result of

the function will be displayed. 2. Click the pull down arrow in the AutoSum button. 3. Select the function you want to use. 4. Drag to select the range you want to calculate, if necessary, otherwise Excel will

use the most convenient range left/above the target cell.

The AutoSum List(Home tab) The AutoSum list (Formulas tab)



ENTERING SIMPLE FUNCTIONS

Discussion Although the AutoSum list assists you in creating formulas for the most commonly used functions, you may want to enter a function manually.

The SUM, AVERAGE, MAX, MIN, and COUNT functions are entered with the same syntax, including beginning the function with an equal sign (=) and then typing the name of the function and an open parenthesis. You then enter the cell range by dragging to select the cells or by typing the first and last cells in the range. These functions are defined in the following table:

Function Syntax Description

SUM =SUM(A1:A20) Totals all the numbers in a range

AVERAGE =AVERAGE(A1:A20)

Returns the average of a range of numbers; if a cell in the range is empty, it is not used in calculating the average; if a cell in the range contains the number zero, it is used in calculating the average

MAX =MAX(A1:A20) Returns the highest value in a range of numbers

MIN =MIN(A1:A20) Returns the lowest value in a range of numbers

COUNT =COUNT(A1:A20) Returns the number of cells in the range that contain numbers

You can enter a full stop (.) in place of a colon (:) when you are typing a function into a cell. When you press the [Enter] key, Excel automatically replaces the full stop (.) with a colon (:).

The name of a function is not case-sensitive. For example, you can type SUM, Sum, or sum into a cell. If you do not type the ending parenthesis when entering a simple function, Excel will add it for you.

Procedure 1. To enter a function, first select the cell where you want to enter the formula. 2. Type = (an equal sign), then type the name of the function and then type (an

opening parenthesis). 3. While typing the function name, you can choose from the Formula AutoComplete

list then press the [Tab] key. 4. Type the argument, or select the cell(s) you want to insert in the function. 5. Type a closing bracket to complete the function. 6. Press the Enter button on the Formula bar, or press the Enter key on the keyboard.



Typing a Function manually

INSERTING FUNCTIONS IN FORMULAS

Discussion If you are not sure of the proper syntax of a function or if you need help entering a function into a formula, you can click the Insert Function button in the formula bar. The Insert Function button aids you in selecting the proper function.

The Insert Function Button

The functions in the Insert Function dialog box are grouped by category. Selecting a category displays only the functions within that category. If you do not know the category, you can select the All option to display all the available functions in alphabetical order. When you highlight a function, its structure and description appear below the Select a function list.

The Insert Function window



After you have selected the desired function, the Function Arguments dialog box opens and displays an edit box for each argument in the function. You can enter a cell address, cell range, or numerical value for each argument into the corresponding edit box. An explanation of the selected function and an explanation of the selected argument appear below the list of edit boxes. As you fill in the arguments, the result of the formula appears below these explanations.

The Function Arguments window

Each argument text box contains a Collapse Dialog button that can be clicked to collapse the Function Arguments dialog box to a single bar so that you can see the worksheet behind.

You can then select the desired cell range, which appears in the collapsed edit box. After selecting the range in the worksheet, you can then use the Expand Dialog button to redisplay the full dialog box.

You can request help by selecting the Help on this function button in the Insert Function or Function Arguments dialog box.

Procedure 1. To enter a function using the Insert Function feature, first select the cell where you

want to enter the function. 2. Click the Insert Function button on the Formula bar

OR

Click the Insert Function button on the Formulas Ribbon

OR

1. Click the AutoSum drop-down arrow on the Home or Formulas Ribbon, followed by More Functions…

2. If necessary, in the Insert Function dialog box, click a function category you want to use.

3. Click the function you want to use.



4. Click the OK button. 5. Enter the cell addresses in the text box(es) by either typing them or selecting them

(with or without using the Collapse Dialog button. 6. Click the OK button to finish.

Insert Function Button on Formula tab

EDITING FUNCTIONS

Discussion The Function Arguments dialog box simplifies creating functions by clearly listing each necessary argument. You can also open the Function Arguments dialog box to edit the arguments of an existing function.

Procedure 1. Select the cell containing the function you want to edit. 2. Click the Insert Function button in the formula bar 3. Select the Collapse button for the argument you want to edit. 4. Drag the range you want to use in the calculation. (This can be done without using

the Collapse Dialog box). 5. Click the Expand Arguments button 6. Click the OK button.



USING THE AUTOCALCULATE FEATURE

Discussion The AutoCalculate feature performs simple calculations on a selected range of cells without you having to supply a formula. The results of the calculations appear on the status bar though you can set which calculations you want to be displayed. They are temporary and are not placed in the worksheet. AutoCalculate is helpful when you want to spot-check your worksheet for accuracy or need a quick answer to a basic calculation.

The AutoCalculate area on the Status Bar

The AutoCalculate functions and their results are listed in the following table:

Function AutoCalculate Result

Average Displays the average of the cells in the selected range

Count Displays the number of cells in the selected range

Count Nums

Displays the number of cells in the selected range that contain numeric entries

Max Displays the highest cell value in the selected range

Min Displays the lowest cell value in the selected range

Sum Displays the sum of the cells in the selected range

Procedure 1. Select two or more cells containing numerical values. 2. To choose which AutoCalculate calculations are displayed, right click the

AutoCalculate area on the Status Bar. 3. Place a tick next to each calculation you want displayed on the Status Bar. Once

switched on, the calculations will display for any range(s) of cells you select.



AutoCalculate Options

USING RANGE BORDERS TO MODIFY FORMULAS

Discussion When you create or edit a formula, Excel identifies its range references by displaying them with differently coloured borders, with square handles at each corner.

You can change the arguments in a formula by dragging a range border to include a different group of cells.

You can move the range border to reference an entirely different range, or you can change the size of the border to include more or fewer cells.

When you modify a range border, the corresponding range reference(s) in the formula change accordingly.

Procedures 1. To modify the range border for a formula, first select the containing the formula

result you wish to change. 2. Double-click on either the formula in the formula bar or double-click the selected

cell. 3. To move a range reference, drag its coloured border to include the new range. 4. Change the range border as required to modify the formula in the cell containing

the result.



Click and drag blue border to adjust range used in function

CHECKING ERRORS

Discussion Excel provides an error checking feature that automatically checks your formulas against a pre-existing set of rules. If a formula breaks a rule, an error indicator appears in the form of a coloured triangle in the corner of the cell containing the suspect formula. However if you have written a formula incorrectly, and Excel cannot recognise what it is meant to be, a message box appears.

The error checking feature compares formulas to preset rules. The rules include checking to see if a number is stored as text, if a formula uses a range that is inconsistent with the formulas next to it, or if the formula omits a cell in a continuous range.

When you click a cell with a green triangle in the upper left corner, the Trace Error button appears next to the cell. Pointing to the Trace Error button displays the reason the formula was flagged. Clicking the Trace Error button displays a list of error checking options from which you can choose to correct the error. Error checking options include selecting a suggested option to correct the error.

Procedure 1. To investigate an indicated formula error, select the cell with the green triangle in

the upper, left corner. 2. Point to the Trace Error button to see why the formula was identified as an error.



3. Click the Trace Error button to view the error checking options. 4. Select the desired option.

Trace Error button and error handling options

You can switch off the Trace Error feature if you wish, by removing the check from the Enable background error checking option in the Formulas page of Excel Options.



EXERCISE Create and work with formulas.

1. Open Region03. 2. In cell B9, use the AutoSum button to total the sales for Qtr 1. 3. In cell F5, use the AutoSum button to total the sales for the Northern

region. 4. Select the blank cells in the range F6:F8 and use the AutoSum button to

total the sales for the three regions at the same time. Check each formula on the formula bar to make sure that the correct cells were calculated.

5. In cell H5, create a formula that subtracts the expenses in cell G5 from the total sales in cell F5 for the Northern region.

6. In cell I5, type a function that averages the Northern region sales for the four quarters in the range B5:E5.

7. In cell I6, use the AutoSum list to enter a function that averages the Southern region sales for the four quarters in the range B6:E6.

8. In cell I7, use the Insert Function button to average the Central region sales for the four quarters in the range B7:E7.

9. In cell I8, use any method to average the Western region sales for the four quarters in the range B8:E8.

10. In cell H1, use the AutoSum list to find the maximum quarterly sales for any region (the range B5:E8).

11. Use the AutoCalculate feature to verify the answer in cell H1. 12. Use the AutoCalculate feature to find the sum of all sales (the range

B5:E8). 13. In cell C14, create a formula that increases the total sales in cell B9 by

15%. (Hint: Try multiplying cell B9 by 1.15. Use the formula in cell C13 if you need an example.)

14. In cell C15, create a formula that increases the total sales in cell B9 by 20%. (Hint: Try multiplying cell B9 by 1.2.)

15. Use the range borders to edit the formula in cell B9. Drag the range border to include both the first and second quarter sales for all regions. Then, change the formula back to include only the original range of B5:B8.

16. Close the workbook without saving it.


LESSON 5 – COPYING AND MOVING DATA


• Cut /Copy and paste data

• Use the Paste button

• Using the Paste list

• Use the Clipboard task pane

• Create an absolute reference

• Fill cells

• Use drag-and-drop editing

• Use Undo and Redo

Microsoft Excel 2007/2010 - Level 1 Copying and Moving Ranges


CONCEPTS, TOOLS AND TECHNIQUES

Discussion When you are creating a worksheet, you can save time by copying cell contents from one location to another. The Copy feature copies the selected cell contents to the Office Clipboard. The Paste feature pastes the contents from the Office Clipboard into the current selection on the worksheet.

When you copy cells that contain text or numbers, Excel creates an exact copy of the contents when they are pasted to another location. When you copy cells containing formulas, Excel adjusts the cell references to the row or column where the formula is pasted. For example, if the formula =B1+B2+B3 calculates the total of three cells in column B and you copy that formula to the adjacent cell in column C, Excel adjusts the formula to =C1+C2+C3 so that the total of the three corresponding cells in column C are calculated.

Excel assumes that the paste range exactly matches the copied range. For example, if the copied range consists of three cells, Excel assumes that the paste range will consist of three cells. As a result, you need only select the cell in the upper, left corner of the desired paste range to paste the entire copied range. If the copied range is a single cell and you select a paste range of multiple cells, the contents of the copied cell are pasted into each cell in the paste range.

You can also use the Cut and Paste features to move cell contents on a worksheet. The Cut feature cuts the cell contents from the worksheet, placing them on the Office Clipboard. The Paste feature pastes the contents of the Office Clipboard into the current selection. The contents of the cut range are then deleted from the worksheet.

When you move cells containing formulas, Excel does not adjust the cell references in the formulas. The formulas still refer to the original cells for the calculation. If you move both the formula and the cells containing the data, the cell references in the formula adjust to the new location of the data.

Clipboard commands

The Paste button on the Clipboard pane provides a Paste list. Clicking the Paste arrow displays a list of paste options. You can choose to paste a formula, paste the resulting value of a formula, paste a link, paste data without border formatting, or transpose a range of cells from a horizontal range to a vertical range or vice versa.

A blinking outline, called a marquee, remains around the copied range after it has been pasted to let you know which cells were copied. Pressing the [Esc] key removes the marquee.

Procedure 1. To copy and paste data to the Office Clipboard, first click the Home tab.



2. Click the Clipboard Launcher which will open the Clipboard task pane. 3. Select the data to be copied. 4. Click the Copy button causing the data to be copied to the Clipboard. 5. Select the first cell where the data is to be pasted. 6. On the Clipboard, either click the item you want to paste.

OR

1. Click the list arrow and select Paste. 2. Close the Clipboard task pane.

The Clipboard task pane

DRAG AND DROP EDITING

Discussion Data can also be moved or copied by dragging and dropping. It is important to ensure that the mouse pointer changes to a white arrow before attempting to carry out this action. The white arrow only appears when you point at the edge of a selected cell or range.



Procedure 1. Select the cell or range of cells containing the data to be moved. 2. Move the mouse cursor to an edge of the selected cell(s) until the cursor changes to a

white arrow with a crosshair . 3. Click and drag the selection to the new position.

Moving cells using “drag and drop” editing

If the [Ctrl] key is held down while dragging, then the contents of the cell(s) will be copied, rather than moved. Make sure you release the mouse button before you release the [Ctrl] key.

The range that you drag and drop must be a single block of cells. You cannot drag non-adjacent ranges.

USING THE PASTE OPTIONS BUTTON

Discussion The Paste Options button appears on the worksheet adjacent to the pasted cell or range of cells after you have pasted a copied item. Paste options allow you to decide how formatting differences should be applied to the pasted cells. It also allows you to link the pasted data to the original copied cell, if desired.

The available commands are determined by the data being pasted. When copying formatted text, you can select the Keep Source Formatting option to paste the text with its original formatting. When the Match Destination Formatting option is selected, the formatting in the paste location is applied to the pasted text. When pasting numeric data or a copied formula, you have additional options, such as pasting both values and source formatting, formatting only, or values only.

You can hide the Paste Options button by pressing the [Esc] key.



Paste Options (Excel 2007) Paste Options (Excel 2010)

Procedure 1. To use the Paste Options list, first select the cell or range you want to move or copy. 2. Cut or copy the cells as desired. 3. Select the cell or range into which you want to paste the cut or copied contents. 4. Click the Paste button 5. Click the Paste Options button 6. Select the desired option. 7. To hide the Paste Options button, press [Esc].

To turn off the Paste Options button feature:

1. Click the Office button (Excel 2007) or the File tab (Excel 2010). 2. Click the Excel Options button. On the Advanced page, remove the check from the

Show Paste Options buttons in the Cut, copy and paste section. 3. Click the OK button.



USING THE PASTE LIST

Discussion When you copy text, numbers, or formulas, you can use the Paste button to paste the data into a new location. However, you can also use the Paste list to select other options for pasting text and formulas.

The Formulas command is the default paste command for the Paste button. Formulas are pasted into the new location and, if the referenced data is also copied, cell references are changed.

You can use the Values command to paste the results of a formula rather than the formula itself into a cell. This is useful if you want to paste just the current value of a formula and do not want the pasted data to be affected by new changes made to the original cell references.

The No Borders command allows you to copy a cell with borders and paste the contents of the cell without borders.

The Transpose command is used to switch a vertical range of cells to a horizontal range or visa versa. For example, you can copy the row headings in column A and transpose them to create column headings across row 15.

The Paste Link command pastes a link to the copied cell. If you paste cell B9 into cell D15 and select the Paste Link command, Excel pastes the link =$B$9 into cell D15. Thereafter, cell D15 will always display the same value as cell B9.

The Paste Special command in the Paste list opens the Paste Special dialog box, which provides additional options for pasting formats and data, and combining values.



Paste Options List (Excel 2007) Paste Options List (Excel 2010)

Procedure 1. To use commands in the Paste list, first select the cells you want to cut or copy. 2. Cut or copy the data as desired. 3. Select the cell or range into which you want to paste the cut or copied contents. 4. Click the arrow on the Paste button 5. Select the desired command from the list.

USING THE CLIPBOARD PANE

Discussion The Office Clipboard stores multiple cut or copied items, including graphics, from various worksheets or other Windows programs. You can then paste the items into one or more worksheets.

The Office Clipboard is accessed by opening the Clipboard task pane. When you first open the Clipboard task pane, it displays the last item cut or copied to the Windows Clipboard. As you continue to cut or copy items, they are collected on the Clipboard task pane and remain available to all Office XP products.

For each of the cut or copied items, the Clipboard task pane displays an icon and a portion of the text. You can click an item to paste it at the insertion point, or you can use the Paste All button to paste all the items at once. Right-clicking an item displays a shortcut menu containing options to paste or delete the item.

After pasting text, the Paste Options button appears in the worksheet, allowing you to control the formatting of the pasted item.

Once you have finished a particular copying sequence, you can clear the Office Clipboard of all items by clicking the Clear All button in the Clipboard task pane. In addition, the Office Clipboard clears automatically when you close all Office programs.



You can continue pasting text or numbers to different locations by clicking the item in the Clipboard task pane. Formulas, however, are not copied to the Office Clipboard; only the result of the formula is copied. Therefore, you can use the Clipboard task pane only to paste the resulting value into the destination cell, not the formula itself. The Clipboard task pane stores up to 24 items. If you cut or copy more than 24 items, the oldest item on the Clipboard is removed. Undo cannot restore items removed from the Clipboard.

The Clipboard Task Pane

Procedure 1. Click the dialog launcher at the bottom right of the Clipboard group on the Home

tab. 2. Select cells and other items (eg. pictures, graphs, shapes) as necessary. 3. Click Copy. 4. Continue selecting and copying cells and other items. 5. Select location to paste into. 6. Click the item in the Clipboard task pane.

To delete items from the Clipboard

1. Click the down arrow at the right of the Clipboard item that you want to delete. 2. Select Delete.

Or

1. Click the Clear All button at the top of the Clipboard Task Pane. 2. Click the Clipboard Task Pane close button.



ABSOLUTE REFERENCES

Discussion There are two basic types of cell references in Excel: relative and absolute. The difference between absolute and relative cell references becomes apparent when you copy formulas from one cell to another.

When you copy a formula containing relative references, the references are adjusted to the new location. For example, if you create a formula to total column A, and you then copy that formula to columns B and C, the cell references are adjusted to total the corresponding values in columns B and C. Relative references are the default.

Absolute references always refer to the same cell, regardless of where the formula is copied. Absolute cell references are useful when you do not want a cell reference to change whenever a formula is copied to another location. For example, if you create a formula to calculate the commission for a group of salespeople and the commission rate of 10% appears in cell C1, you want the formula to always refer to cell C1, no matter where it may be copied. Making the reference to cell C1 absolute ensures that the commission calculation is always based on cell C1, even if you copy the formula to another location. In addition, if the commission rate changes to 12%, you only have to change cell C1 from 10% to 12% and all commissions based on the formula will automatically update.

An absolute reference is designated by a dollar sign ($) before both the column letter and row number. You can also create a mixed reference by making only the column letter or only the row number absolute. You can type the dollar sign(s) ($) as you create the formula, or you can press the [F4] key after typing the cell reference and Excel will add both dollar signs ($) to make the cell reference absolute. You can continue to press the [F4] key to cycle through each of the four types of references.

The table below shows the entries made for the different types of absolute and relative references.

Cell Entry Type of Reference Result

C1 Relative Both the row number and column letter are adjusted when copied.

$C1 Mixed The column letter is not adjusted when copied.

C$1 Mixed The row number is not adjusted when copied.

$C$1 Absolute Neither the column letter nor the row number is adjusted when copied.

The cell B9 has to be made absolute to “fix” it into the formula when it is copied to the range C3:C7



Procedure 1. To make an existing cell reference absolute or mixed, first select the cell containing

the formula. 2. In the formula bar or in the cell itself, click anywhere in the cell reference you want

to change. 3. Press the [F4] key as necessary.

FILLING CELLS

Discussion If you want to copy the contents of a single cell to adjacent cells, you can fill the cells instead of copying and pasting. Filling cells combines the Copy and Paste features into one step. If the original cell contains text, the text is copied to the filled cells. If the original cell contains a formula, the cell references in the formula adjust to reflect the relative cell addresses.

To fill a column or a row, you drag the fill handle of the selected cell over the cell(s) you want to fill. When you drag the fill handle, the mouse pointer changes into a solid, black plus sign (+).

When the selected cells have been filled, the AutoFill Options button appears. The AutoFill Options button provides a list of available fill options.

You should be careful when you fill cells because, if the cells you are filling already contain data, that data will be overwritten.

Procedure 1. To copy data by filling, first select the cell containing the data you want to copy. 2. Point to the fill handle at the bottom right corner of the cell you want to copy. 3. Drag the fill handle over the range you want to fill. 4. Click the AutoFill Options button arrow. 5. From the list, choose the command you want.



USING UNDO AND REDO

Discussion The Undo feature allows you to reverse the results of the previous command or action.

Once you have used the Undo feature, the Redo feature becomes available. The Redo feature allows you to restore the results of the command or action you reversed with the Undo feature. Both features can be accessed on the Quick Access toolbar.

You can also use the list arrow on the Undo or Redo button to undo or redo multiple actions. This feature is useful if you want to reverse a previous action, but have performed a number of actions subsequent to it. When you select an action to undo or redo, however, all the items performed after the selected action in the list are also reversed or redone.

The Repeat feature is related to the Redo feature. You can use the Repeat feature to duplicate the previous action. You should note that the results of some actions or commands are permanent and cannot be undone.

Procedure

1. To undo the previous command or action, click the Undo button .

2. To redo the undone command or action, click the Redo button . 3. To undo or redo multiple consecutive actions, click the down-arrow on the Undo

or the Redo button. 4. From the list, select the action(s) you want to undo or redo.



EXERCISE Copy and move formulas and data.

1. Open Region04. 2. Copy the range A4:A8 and then copy the range B4:E4. The Clipboard

task pane should open. 3. Use the Clipboard task pane to paste the Region Northern... item to

cell A14. Use the Clipboard task pane to paste the Qtr 1 Qtr 2... item to cell B14.

4. Clear the Clipboard and close the Clipboard task pane. 5. Use the Copy and Paste buttons to copy the formula in cell H5 to the

range H6:H8. 6. Use the fill handle to copy the formula in cell I5 to the range I6:I8. 7. Use the fill handle to copy the formula in cell B9 to the range C9:I9. 8. In cell B15, enter a formula that multiplies the contents in cell B5 by the

projected increase in cell D12. Make cell D12 an absolute cell reference in the formula.

9. Use the fill handle to copy the contents in cell B15 to the range C15:E15. 10. Select the range B15:E15 and use the fill handle to copy the contents

down to rows 16, 17, and 18. 11. Change the projected increase in cell D12 from 1.08 to 1.12. Notice that

all the projected values update automatically when you enter the new value for cell D12. In cell A12, change the text from 8% to 12%.

12. Use drag-and-drop editing to move the cell contents in the range E14:E18 to the range G14:G18. Look at each of the cells G14:G18; notice that since you did not move the source data, the cell references did not change.

13. Use the Undo button to reverse the previous action. 14. Use drag-and-drop editing to copy the cell contents in the range F4:F8

to the range F14:F18. Look at each of the cells F14:F18; notice that the cell references changed to reflect the new location.

15. Copy the range H4:H9 and use the Paste list to paste the values to cell K4. View the contents of cells K5:K9 in the formula bar; notice that only the values of the formulas were pasted.

16. Change the expenses in cell G5 to 50000. Notice that cell H5 updates the net profit while cell K5 retains its original value.



LESSON 6 - PRINTING


• Preview a worksheet

• Print the current worksheet

• Print a selected range

• Print multiple copies

• Print a page range

Microsoft Excel 2007/2010 - Level 1 Printing


PREVIEWING A WORKSHEET

Discussion Before printing, you can preview a worksheet. The Print Preview feature displays the worksheet as it will appear when printed, including all aspects of the layout. You can use the Print Preview feature to preview the appearance of your printed worksheet before printing it; thereby allowing you to make any additional changes.

Excel 2007

The default view in print preview displays the full page, making the print difficult to read; however, you can increase the magnification of the worksheet by zooming print preview. This option makes the data easier to read. When the mouse pointer is positioned over the worksheet, it changes into a magnifying glass. When you click the worksheet with the magnifying glass, the magnification increases so that you can read the area of the worksheet you clicked. When you click the worksheet again, the magnification returns to full page view.

If your worksheet spans several pages, you can use the Next Page and Previous Page buttons in print preview to view the other pages.

Print Preview (Excel 2007)

You can print directly from print preview by clicking the Print button. You can also open print preview from the Print dialog box by selecting the Preview button.

Procedure (Excel 2007) 1. Click the Office button.



2. Hover the mouse pointer over Print. 3. Select Print Preview from the menu at the right 4. Click the area of the worksheet that you want to magnify or click the Zoom button. 5. Click anywhere in the worksheet to return to full page view or click the Zoom

button. 6. Select Next Page to view the next page in a multiple page printout. 7. Select Previous Page to view the previous page in a multiple page printout. 8. If you wish to modify the page setup, click the Page Setup button to open the dialog

box. 9. If you want to print the document, you can click the Print button to open the Print

dialog box. 10. Click the Close Print Preview button to return to the worksheet.

Excel 2010

Print Preview, Print and certain elements of Page Set Up have been merged into one single window that can be accessed from the File tab.

The File tab Print window (Excel 2010)

Buttons at the bottom right of the Preview pane allow you to view and adjust margins

and/or zoom in and out of the page . If your worksheet spans several pages,

you can use the Navigation Buttons in the bottom left corner to move between other pages.



Procedure (Excel 2010) 1. Click the File tab. 2. Click Print in the menu at the left. 3. Click the Zoom to Page button in the bottom right corner to magnify the preview

page. 4. Click the Zoom to Page button to return to full page view. 5. Click the Next Page navigation button in the bottom left to view the next page in a

multiple page printout. 6. Click the Previous Page navigation button to view the previous page in a multiple

page printout. 7. If you wish to modify the page setup, use the controls at the left hand side of the

Preview page, or click the underlined Page Setup link. 8. To print the document, click the Print button at the top left and use the controls to

the side and below it to select your print preferences. 9. Click any other Ribbon tab to return to the worksheet.

PRINTING THE CURRENT WORKSHEET (EXCEL 2007)

Discussion You can create a hard copy of the current sheet by using the Print command in the Office Button menu and selecting Quick Print.

If you want to change print settings, you must use the Print dialog box. Print settings include specifying which pages to print, what to print, and how many copies you want to be printed.

The Print dialog box(Excel 2007)

Procedure 1. Click the Office Button. 2. Select the Print command.



3. Modify print settings as desired. 4. Click OK.

PRINTING THE CURRENT WORKSHEET (EXCEL 2010)

Discussion Because Print Preview, Print and certain elements of Page Set Up have been merged into one single window, you can carry out most printing tasks in one place – the File tab, Print command.

If you want to change print settings, you use the pane at the right of the window. It contains all the print settings that were previously found in the Print dialog box, eg. What printer to use, which pages to print, what to print, how many copies you want printed, etc.



Procedure 1. Click the Office button. 2. Select the Print command. 3. Modify print settings as desired.

4. Click the Print button .

EMAILING A WORKBOOK

Discussion In addition to printing a worksheet, you can e-mail a copy of a worksheet or workbook to another person by selecting from the Office Button menu, the Send command. Depending upon your mail application, you can send the entire workbook as an attachment to an email, or you can send as a fax.

Previously found in Page Set up dialog box



Excel 2007

Excel 2010

Procedure Excel 2007 Excel 2010

Click the Office Button.

Hover the mouse pointer over the Send command

Select E-mail.

Complete the email message with body text, a subject and a recipient address.

Click Send on the email message.

Click the File tab.

Select Save and Send.

Click Send Using E-mail.

Select how to send your email from the list at the right, eg. as a file attachment, as a PDF, etc.

Complete the email message with body text, a subject and a recipient address.

Click Send on the email message.



PRINTING A SELECTED RANGE

Discussion You can print just a selected worksheet range. This option, available in the Print dialog box, is useful if you made changes only to a specific range after the entire worksheet had been printed. Other options in the Print dialog box allow you to print only the active sheet(s) or the entire workbook.

You can print multiple, non-adjacent ranges by holding the [Ctrl] key to select the desired cells. Each range, however, will print on a separate page.

You can print multiple, non-adjacent ranges on one page by first hiding the rows and columns you do not want to print. You can then select one contiguous print range that includes all the cells you do want to print.

Procedures Excel 2007 Excel 2010

Select the range to be printed.

Hold down the [Ctrl] key and select additional ranges if required.

Click the Office Button.

Hover the mouse pointer over the Print command.

Click Print.

Select the Selection option under Print what.

Select the range to be printed.

Hold down the [Ctrl] key and select additional ranges if required.

Click the File tab.

Select Print.

Click Print Active Sheets under Settings.

Select Print Selection.



Click Preview to see your printout on screen.

Click the OK button. Click the Print button .

PRINTING MULTIPLE COPIES

Discussion You may want to print multiple copies of a worksheet at one time. In the Print dialog box (Excel 2007) or the Print pane (Excel 2010) you can select the number of copies you want to print.

If the Collate option is enabled, Excel will print all pages of each copy before starting the next copy. Otherwise, Excel prints all copies of the first page of the printout, then all copies of the second page, etc.

The Page(s) option allows you to print only specified pages of a worksheet. This option is useful when you have made corrections only to certain pages, and you want to print only those corrected pages rather than the entire worksheet.

Procedures Excel 2007 Excel 2010

Click the Office button.

Hover the mouse pointer over the Print command.

Select Print.

In the Print dialog box, enter the number of copies you want to print in the Copies: spin box.

Click the OK button.

Click the File tab.

Click Print.

Enter the number of copies you want to print in the Copies: spin box (next to the Print button).

Click the Print button.



EXERCISE Work with printing.

1. Open District. 2. Preview the worksheet. 3. Zoom Print Preview; then return to full page view. 4. Close print preview. 5. Use the Print button to print the current worksheet. 6. Select the data for District 1 and 2 from January through the QTR 2

totals (A4:I16). 7. Print two copies of the selected range. 8. Print just pages 2 and 3 of the worksheet. 9. Close the workbook without saving it.


LESSON 7 - PAGE SETUP


• Set margin and centring options

• Change the page orientation

• Create headers and footers

• Customize headers and footers

• Change print gridlines

• Repeat row and column labels

• Scale a worksheet

• Use Page Break Preview

• Set/Remove a print area

•

Microsoft Excel 2007/2010 - Level 1 Page Setup


MARGINS

Discussion Margins define the printed area on a page. They control the amount of blank space between the printed data and the top, bottom, left, and right edges of the paper. By default, margins are measured in inches. The larger the margin measurement, the smaller the available area for printed data. For example, if all the margins are set to 2 cm, there is 1 cm of blank space around the printed data; but if all the margins are set to 0.5 cm, there is 0.25 cm of blank space around the printed data. You can select different dimensions for the top, bottom, left, and right margins, if desired.

The Page Setup group is to be found on the Page Layout ribbon.

The Page Layout tab

The Page Setup group

If the worksheet you are printing is smaller than the available area for printed data, the worksheet will not appear centred when printed. Rather than adjusting the top and left margins to centre the worksheet, you can use the Center options to centre a worksheet horizontally, vertically, or both horizontally and vertically, relative to the set margins.

You can set the margins in one of two ways, either by using the preset Margins list in the Page Layout tab, or by using the Margins page in the Page Setup dialog box.

Procedure Using the Margins list

1. Click the Page Layout tab. 2. Click the Margins button. The menu list displays:

• Last Custom Setting (only appears if margins have been changed before). • Normal • Wide • Narrow

3. From the list, select the required option.



The Margins List

Using the Page Setup dialog box

1. To set, or change, the margins using the Page Setup dialog box, first click on the Page Launcher button.

2. Select the Margins tab. 3. Enter the desired margin measurements. 4. To centre the worksheet between the left and right margin settings, select the

Horizontally option. 5. To centre the worksheet between the top and bottom margin settings, select the

Vertically option. 6. Click the OK button.

The Margins dialog box



CHANGING THE PAGE ORIENTATION

Discussion In Excel, you can print your worksheet in either portrait or landscape orientation. In portrait orientation (the default), the shorter edge of the paper is at the top of the page. In landscape orientation, the longer edge of the paper is at the top of the page.

Worksheet in landscape orientation

Since worksheets are often wider than they are long, they often fit better on a page with a landscape orientation.

Procedure 1. To change the page orientation, click the Page Layout tab. 2. Click the Orientation button. 3. The list shows the current orientation highlighted. 4. Select the required orientation



OR

You can also use the Page tab in the Page Setup dialog box, where other options also allow you to change the paper size and print quality.

CREATING HEADERS AND FOOTERS

Discussion Headers print at the top and footers print at the bottom of every page in a printout. Headers and footers usually contain descriptive text, such as titles, dates, and/or page numbers.

Worksheet header in Page Layout View



Excel has several built-in headers and footers from which you can choose. These standard options include the sheet name, date, time, page number, file name, and author’s name.

Using the Design tab under Header & Footer Tools, you can add predefined header or footer information, or you can insert individual elements such as text, logos, etc.

Excel 2007 and 2010 have a new “Page Layout” view that makes it easier to see and edit the headers and footers as they would actually appear in the printed document.

Procedures Creating predefined headers and footers

1. To add a predefined header or footer, click the Insert tab. 2. Click the Header & Footer button; this changes the view to Page Layout. 3. To insert predefined information, click the Header or Footer button. 4. Click the information to display. 5. Once information has been selected, Excel closes the Design tab. 6. You can add more header or footer information in the left, centre, or right header

and footer boxes.

The Header and Footer Tools contextual tab displaying

the predefined headers and footers list

Adding special elements to headers and footers

1. To insert elements in a header or footer, click the Insert tab. 2. Click the Header & Footer button. 3. In Page Layout view, click the left, center, or right header or footer text where you

intend to insert an element. 4. To insert individual elements, click the button you want to include in the Header &

Footer Elements group. 5. Select, or clear, the options you require from the Options group. 6. To close the headers/footers, click anywhere in the worksheet, or press the [Esc]

key.



7. You can return to the normal worksheet view by clicking on the View tab and selecting Normal.

The Header and Footer Elements group

Editing headers and footers

1. Click the Insert tab. 2. Click the Header & Footer button. 3. Select the text to change. 4. Type the new text that you want to appear or select a predesigned element from the

Header & Footer Tools Design tab. 5. To close the headers/footers, click anywhere in the worksheet or press the [Esc] key. 6. You can return to the normal worksheet view by clicking the View tab and selecting

Normal.

PRINT TITLES

Discussion When printing multiple pages of a worksheet, you may want the column or row labels to print on every printed page. For example, if the months of the year appear as row labels on a worksheet and the columns of numbers expand to more than one page, you may want the months of the year (row labels) to print on every page. Excel can repeat the row labels at the top or the column labels at the left side of every page. When selecting rows or columns to repeat, you can select a single row or column or several adjacent rows or columns.

Procedure 1. To print row and column titles on each page, click the Page Layout tab. 2. Click the Print Titles button. 3. In the Page Setup dialog box the Sheet page should be displayed. 4. Enter the number(s) of the row(s) or the letter(s) of the column(s) that contains the

titles. Important: Row numbers and column letters must be written in the correct format, eg:

• To print rows 1 to 3 as titles at the top of every page, you must enter $1:$3.



• To print column A at the left of every page, you must enter $A:$A.

OR

1. Click the Collapse Dialog button , select the row(s) or column(s) with the

mouse and then click the Expand Dialog button to restore the dialog box. 2. Click the OK button.

The Page Setup dialog box showing the Print Titles settings

SCALING A WORKSHEET

Discussion Excel automatically inserts horizontal and vertical page breaks as needed to accommodate the selected paper size. You can force Excel to fit more or less data on a page by scaling the font size of the data.

Excel provides two scaling methods you can use to adjust the amount of print on a page. You can adjust the font size to a percentage of its original size. The default percentage is 100%, which uses the font sizes you have selected for your data. By changing the scaling to 75%, Excel adjusts each font size used to 3/4 of its original size.

Another scaling method is to specify the number of horizontal and vertical pages on which the document should fit. Using this method, you can precisely control your printout. Excel then automatically selects the proper scaling percentage needed to fit the specified number of pages.

Scaling the worksheet does not affect the font size applied to the data; the worksheet data is scaled only for printing.



Procedure 1. To scale a worksheet for printing, click the Page Setup Launcher button. 2. If necessary, click the Page tab. 3. Select the required Scaling option. 4. Click the OK button.

The Page Setup dialog box showing the scaling options

USING PAGE BREAK PREVIEW

Discussion After viewing a worksheet in print preview, you may want to change where the automatic page breaks occur. The Page Break Preview feature allows you to move page breaks so that you can control which information is displayed on each page. You can manipulate both horizontal and vertical page breaks. If you adjust a page break to include more rows or columns on a page, Excel automatically scales the data on all the printed pages to fit the designated page.



Page Break Preview

Procedure 1. To preview the page breaks, first click on the View tab. 2. Select the Page Break Preview command in the Workbook Views group. 3. Select OK to close the Welcome to Page Break Preview dialog box. 4. Scroll to display the page break you want to change. 5. If necessary, drag the page break to the desired position. 6. Select the Normal command in the Workbook Views group.

SETTING/REMOVING A PRINT AREA

Discussion By default, Excel prints the entire worksheet. You can also designate a specific range of cells to print. This is called the print area. When you designate a print area, only the print area is printed.

A print area can contain multiple ranges. When you include multiple, non-adjacent ranges in a print area, each range prints on a separate page, in the order in which it was selected. As a result, you can use the Print Area feature to print districts 5 and 6 on the first page and districts 1 and 2 on the second page.

When using print areas, it is a good idea to set the row and/or column labels in the worksheet to repeat. You may also want to print page numbers in the header or footer. The print area is saved with the workbook.

You can specify print areas for each worksheet in a workbook and then print all the selected print areas by selecting the Entire workbook option in the Print dialog box.



You can also set the print area on the Sheet page in the Page Setup dialog box.

Procedure 1. To set the print area, first select the range of cells you want to print. 2. Click the Page Layout tab. 3. Click the Print Area button. 4. From the list, click on Set Print Area. 5. If you wish to add to an existing print area, click the cell(s) you wish to add. 6. Click the Page Layout tab. 7. Click the Print Area button. 8. In the menu, click on Add to Print Area.

Setting a Print Area on a worksheet



EXERCISE Work with page setup.

1. Open District Print. 2. Change all the margins to 1.5cm and the header and footer margins to

1cm. 3. Centre the worksheet horizontally on the page. 4. Change the orientation to landscape, and scale the worksheet to fit on 1

page wide by 3 pages tall. 5. Select the built-in footer Page 1 of ?. 6. Create a custom header by adding the title District Sales Report. Make

the title centred. 7. Create a custom footer. Add the file name at the left and the date at the

right. Do not remove the page numbers in the centre. 8. Set the option to print the gridlines. 9. Repeat the months of the year (row 4) at the top of each printed page. 10. Repeat the district and product names (column A) at the left of each

printed page. 11. Preview all pages of the worksheet. 12. Vertically centre the worksheet and return the scaling to 100%. 13. Set the vertical page break so that the last quarter (starting with

October) prints on a different page. (Hint: Drag the vertical page break to the left of column N.)

14. Set the horizontal page breaks so that only five districts print on each page.

15. Select a print area that prints the first quarter months and totals for districts 1-4. Add another print area that prints the last quarter months and totals and the yearly totals for the same districts.

16. Preview the worksheet. 17. Reset the print area and the page breaks. 18. Save and close the workbook.


LESSON 8 - FORMATTING NUMBERS


• Use number formats

• Format numbers quickly

• Use the Format Cells Dialog Box

• Use the Comma style

• Change decimal places

Microsoft Excel 2007/2010 - Level 1 Formatting Numbers


CONCEPTS AND TERMS

Discussion You can format cells to change the way numbers and text appear in the worksheet. Formatting does not change the underlying value of a cell. That underlying value appears on the formula bar when the cell is selected and is what is used in calculations.

Formatting improves the overall appearance of a worksheet and makes numbers easier to read. Using formatting, you can add features such as Euro signs (€), percent symbols (%), and commas (,), as well as specify a fixed number of decimal places.

You can apply formats to a cell before or after you enter the data. Formatting can be applied to one cell; a range of cells, columns, or rows; or the entire worksheet. Once applied, a format is attached to the cell and any number entered into that cell is formatted accordingly. Deleting the contents of a cell does not remove its formatting. However, you can apply another format to the cell or you can clear its format.

The General style is the default format for a cell with a numeric entry. This style displays the number to the greatest precision possible, with no additional formatting (such as commas or dollar signs).

If a number formatted with the General style is longer than the cell is wide, Excel rounds it to fit the width of the cell. Although the number is rounded in the cell, all calculations are performed using the entire number, which appears in the formula bar. If a number formatted with a style other than General is too long to fit into the cell, the cell entry appears as a series of hash signs (#); as always, the entire number appears in the formula bar. To view the number in the cell, you can point to it and the number will appear in a ScreenTip, or you can increase the column width or change the cell formatting as necessary.

You can use buttons available in the Number group on the Home ribbon to apply preset number styles. You can also use the Number page in the Format Cells dialog box to format numbers.

The Number page in the Format Cells dialog box provides various number categories, such as Fraction, Scientific, Date, and Time.

Some categories include options for selecting currency symbols, specifying the number of decimal places, and determining how negative numbers are displayed.

The Special category provides formats for numbers that are not calculated. These formats are used for numbers that are frequently found in lists, such as social security numbers, telephone numbers, and zip codes.

The Zip Code format is especially valuable when you want to enter codes with leading zeroes (such as 08003), since Excel normally removes leading zeros from a number.

The Text category is used for numbers that you want be treat as text (i.e., you do not want to use them for calculations).

Procedure Using the Ribbon

1. To format numbers quickly, first select the cell(s) you want to format.



2. Click on the Home tab. 3. Click on the Number Format list arrow. 4. Click on the format you require. 5. You can format further using the format buttons in the Number group to choose: 6. The type of currency 7. Percent style 8. Comma style 9. Use the Increase Decimal and Decrease Decimal buttons to display the number of

decimal places you want. NB Because the stored number is used in calculations, results displayed in the worksheet may appear to be incorrect. For example, if you sum two cells containing 1.25 and 1.45, the result is 2.7. However, if you format the cells to display only one decimal place, then 1.3 and 1.5 appear to incorrectly total 2.7.

Using the Format Cells Dialog Box

1. To format numbers using the Format Cells dialog box, first select the cell(s) containing the data you want to format.

2. Click on the Home tab. 3. Click on the Number group Launcher to open the Format cells dialog box at the

Number page. 4. In the Category: list, click to select the one you want. 5. Select any options to be applied from the Type: box. 6. Preview you selection in the Sample box. 7. Click on the OK button.



The Format Cells dialog box Number tab



EXERCISE Format the numbers in a worksheet.

1. Open Region06. 2. Format the range B4:E8 with the Comma style and decrease the

number of decimal places to none. 3. Format the range G4:I9 with the Comma style. (The cells displays

pound signs (#) because the columns are not wide enough to display the formatted numbers.) Decrease the number of decimal places to none.

4. Format the range F4:F8 with the Currency style. (The cells displays hash signs (#) because the column is not wide enough to display the formatted numbers.) Decrease the number of decimal places to none.

5. Format the range B9:F9 with the Currency style and decrease the number of decimal places to none.

6. Format the range J4:J8 with the Percent style and increase the number of decimal places to one.



LESSON 9 - FORMATTING CELLS


• Format cell text

• Change an existing font

• Modify the font size

• Use bold and italics

• Underline text

• Change the font colour

• Rotate text in a cell

• Wrap text in a cell

• Shrink text in a cell

• Change cell alignment

• Change text indentation

Microsoft Excel 2007/2010 - Level 1 Formatting Cells


FORMATTING TEXT

Discussion You can format text in a cell in various ways. You can change the font (the overall appearance); the font size (the amount of space the text occupies on the printed page); and the font style (bolding, italics, etc.).

In addition, you can also add underlining, colour, and special effects to text. Special effects include text orientation, wrapping text within a cell, shrinking text to fit into a cell, and merging text into a selected number of cells. These options can greatly enhance the overall appearance of a worksheet.

In addition to applying a format to the entire cell, you can apply formats to selected characters within a cell. As a result, the characters in a cell can appear in multiple fonts or font sizes, or you can bold just one word in a cell.

If a format has been applied to the entire cell, deleting the cell contents does not remove the format from the cell.


1. To change the font of text quickly, first select the text you want to format. 2. Click on the Home tab. 3. To change the font (typeface), click on the Font list arrow in the Font group. 4. In the list, point to the font you wish to use and see the live preview, before clicking

to accept that font. 5. To change the size of the text, click on the Font Size list arrow in the Font group. 6. In the list, point to the size you wish to use and see the live preview, before clicking

to accept that size. 7. The Font group also allows you to apply other formatting such as Bold, Italic,

Underline, and Font colour. 8. The Bold and Italic buttons are toggles. If you select a cell to which one of these

formats has been applied and then click the corresponding button, that format is removed.



Using the Format Cells Dialog Box

1. To format text using the Format Cells dialog Box, first select the text you wish to format.

2. Click on the Home tab. 3. Click on the Font Launcher button to open the Format Cells dialog box on the Font

page. 4. Select from the options until you have the settings you require. 5. Click on the OK button.



The Format Cells dialog box Font tab

You can change the default font used for new workbooks by opening the Office menu and clicking on the Excel Options button.

On the Popular page, in the When creating new workbooks section, you can select the font and size you want for all future workbooks.

The default font change will not become effective until you quit and reopen Excel.

Excel Options



CHANGING THE FONT COLOUR

Discussion Colour emphasizes words and numbers in cells. For example, the colour red can be used to emphasize all the cells that contain negative values.

Although colour appears on the screen, it does not print unless you have a colour printer. Colours print as shades of grey when you use a black and white printer.

You can change the font colour in a single cell or in a range of cells. After you have changed the font colour of a cell, any data entered into that cell appears in the selected colour.

The Font Color button has two components. The Font Color button always displays the most recently used colour. To apply that colour to selected cells, you only have to click the button. You can also use the Font Colour button arrow to display the colour palette and choose a different colour.

Procedure 1. To change the colour of text, first select the cell(s) whose text colour is

to be changed. 2. Click on the Font Color arrow. 3. Point to the colours in turn to see the live preview of your selection. 4. Select the colour you require

OR

Click on More Colors… to open the Colors dialog box and choose from a larger choice, or create custom colours.

Font colour list - Home tab



ROTATING TEXT IN A CELL

Discussion The orientation of text in a cell can be changed to enhance the appearance of a worksheet. If a column label is much wider than is necessary to fit the column data, you can rotate the column label text rather than widen the column to fit the data. Text can be rotated in one-degree increments, anywhere from +90 to -90 degrees.

Procedure Rotating text to predefined angles

1. To rotate text using the standard values, first select the cell(s) with text to be rotated.

2. In the Alignment group, click on the Orientation button arrow. 3. Select the rotation to be used.

The Text Orientation list - Home tab

Rotating text to any angle

1. To rotate text using the Format Cells dialog box, first select the cell(s) with the text to be rotated.

2. Click on the Alignment Launcher to open the Alignment page in the Format Cells dialog box.

3. In the Text Orientation section either type in the angle for the text

OR

1. Drag the text angle pointer to the angle you require. 2. When you have the angle you require, click on the OK button.



The Format Cells dialog box Alignment tab

Vertical cell borders applied to cells containing rotated text are rotated to the same degree as the text. This sometimes gives rise to unexpected formatting effects.

WRAPPING TEXT IN A CELL

Discussion When text is too long to fit into the cell, you can change the column width to accommodate the text. This type of change increases the total width of the worksheet, however, and takes up extra space on both the screen and the printed page. As an alternative to changing the column width, you can wrap the text in the cell. This option enables you to view all the text in the cell, without altering the column width.



Procedure 1. To wrap the text in a cell, first select the cell(s) with the text to be wrapped. 2. Click Wrap Text command on the Home tab.

The Wrap Text command on the Home tab

Or

1. Click the Alignment group Launcher. 2. In the Alignment page of the Format Cells dialog box, click to put a check in the

Wrap text check box. 3. Click on the OK button.

The Format Cells dialog box alignment tab



SHRINKING TEXT IN A CELL

Discussion When text does not fit into a cell, the column width or row height often has to be changed to accommodate the text. This type of change increases the total width or length of the worksheet, however, and takes up extra space. As an alternative to changing the column width or row height, you can shrink the text to fit the cell. This option reduces the size of the text, thereby enabling you to view all the text in the cell without altering the column width or height. The disadvantage is that Excel may shrink the text to the point where it cannot be read.

Procedure 1. To shrink text, first select the cell(s) where the text is to be shrunk. 2. Click on the Alignment group Launcher. 3. In the Alignment page of the Format Cells dialog box, click to put a

check in the Shrink to fit check box. 4. Click on the OK button.


CHANGING CELL ALIGNMENT

Discussion When you enter information into a cell, text is automatically aligned to the left edge of the cell and numbers are automatically aligned to the right. You can change the alignment of text and numbers to improve the appearance of your worksheet. You can also set the vertical alignment in the cells for a more balanced look to the data in your worksheet.



Text and numbers can be left-aligned, right-aligned, or centered in a cell. For example, you may want to right align text at the top of a column of numbers to match the alignment of the numbers. Alignment changes are attached to the cell and affect any data entered into it.

Certain number styles determine cell alignment. Therefore, you may not be able to change the way some formatted numbers are aligned, unless you remove the number style. If you format a number using the Currency Style or Comma Style button, you cannot change its alignment. These styles apply the Accounting style, which includes an alignment that cannot be changed. You can, however, change the alignment of numbers when the Currency or Number format has been applied from the Number page in the Format Cells dialog box.

24% Jan 1,942.88

A left-aligned cell A centred cell A right-aligned cell

Procedure 1. To change the alignment of data in a cell, first select the cell(s) where you intend to

change the alignment of the contents. 2. In the Alignment group, click on the appropriate alignment button.

You can also horizontally align text and numbers using the Horizontal list on the Alignment page in the Format Cells dialog box. You can use the Distribute (Indent) and Justify options to equally distribute text within a cell. The Fill option repeats a label across selected cells.




CHANGING TEXT INDENTATION

Discussion Excel allows you to change text indentation within a cell. You may want to increase the indent of cell text for emphasis or to indicate a level of less importance, such as a subtopic.

You can also decrease text indentation, or you can restore the indented text all the way to the left edge of the cell. For example, you may have a subtopic under a major topic that has itself become a major topic. You can decrease the indentation of the subtopic all the way to the left edge of the cell to make the subtopic a major topic.

You can use the Indent spin box on the Alignment page in the Format Cells dialog box to specify the number of characters to indent. To set a specific indent, you must select an Indent alignment option from the Horizontal list. The Distributed (Indent) option allows you to indent text from both the left and right edges of a cell.

Procedure 1. To set indentation of data in a cell, first select the cell(s) where the data is to be

indented. 2. In the Alignment group, click on the Increase Indent button or the Decrease

Indent button as required.

The Alignment group on the Home tab



EXERCISE Format text in a worksheet.

1. Open Region07. 2. Change the font in the range A1:J8 to MS Serif. 3. Change the font size of the range A1:J2 to 12. 4. Bold the ranges A1:J2 and A3:A8. 5. Italicize the range J3:J7. Left align the range J2:J7. Then, centre the

range J2:J7 instead. 6. Underline the range B7:I7. 7. Change the font colour of the range B2:J2 to red (third row, first

colour). 8. Apply the selected font colour to the range A3:A8. 9. Rotate the text in the range B2:G2 forty-five degrees. Then, right align

the range B2:E2. 10. Wrap the text in cell A1. Restore the text to its original format. 11. Shrink the text in cell A1. Restore the text to its original format. 12. Increase the indent of cell A8 three times. Then, decrease the indent of

cell A8 twice. 13. Close the workbook without saving it.


LESSON 10 - WORKING WITH COLUMNS AND ROWS


• Select columns and rows

• Change the width of columns

• Change the height of rows

• Adjust columns automatically

• Hide columns and rows

• Unhide columns and rows

• Insert a column

• Insert a row

• Delete a column

• Delete a row

•

Microsoft Excel 2007/2010 - Level 1 Working with Columns and Rows


CONCEPTS AND TERMS

Discussion Selecting a column selects the entire column, from row 1 to row 1,048,576, and selecting a row selects the entire row, from column A to column XFD, 16,384 rows. You can select columns and rows to perform functions such as formatting, changing the width of more than one column at a time or the height of more than one row at a time, hiding columns or rows, and inserting and deleting columns or rows. When a column or row is selected, every cell in the column or row is highlighted, except for the first cell. This cell is the active cell.

You can also select adjacent rows and columns by clicking the first row or column, holding the [Shift] key, and clicking the last row or column.

When you are selecting a column or row, make sure that the mouse pointer is a single, black arrow rather than the black, double-headed arrow used to adjust column width and row height.

Procedure 1. To select a single column or row, click the desired column or row heading. 2. To select a range of adjacent columns or rows, drag across the desired column or

row headings. 3. To select a non-adjacent range of columns or rows, select the first column or row to

be included in the range. Hold down the [Ctrl] key and select the additional columns or rows.

4. To select all the columns and rows in a worksheet, click the Select All button (located to the left of the first column and above the first row).



CHANGING THE WIDTH OF COLUMNS

Discussion When you create a new worksheet, approximately eight characters in the default font will fit within the default width of each column. You may need to adjust column width to accommodate the number of characters entered in the column cells or changes in the font size, as well as to save worksheet space.

If you change the font or number format in a worksheet, the text or numbers may become longer than the column is wide. Text will spill over into the next cell to the right, as long as that cell is empty. However, if there is an entry in the cell adjacent to a long text entry, the long text entry becomes truncated, and you must increase the column width in order to see the entire cell entry.

If, however, a cell contains a numeric entry that is longer than the column is wide, pound signs (#) appear. In other words, numeric entries do not spill over, and you must either increase the column width or decrease the font size in order to view the numeric entry.

When you increase or decrease column width, the column size and number of pixels appears in a ScreenTip to the right of the column you are resizing.


1. To adjust the column width, first select the column(s) whose width is to be changed.

2. Click on the Home tab. 3. In the Cells group, click on the Format button. 4. Click on Column width… 5. In the Column Width: box, type a new column width. 6. Click on the OK button.



Column width command Column width dialog box

Using the mouse

1. To adjust the column width using the mouse, position the mouse cursor on the right edge of the column header (the heading with the letter in it).

2. When the mouse pointer changes to a double-headed arrow, hold down the mouse button and drag the arrow to a new width.

CHANGING THE HEIGHT OF ROWS

Discussion The height of rows in a worksheet automatically adjusts to fit the largest font in that row. The standard row height is 12.75 points. You can, however, manually increase or decrease row height as needed. also you can decrease the height of a blank row to use it as a narrow separator row.

When you increase or decrease row height, the current row height in both points and pixels appears in a ScreenTip to the right of the row you are resizing, and when you click the line below any row heading, a ScreenTip displays the height of the row in both points and pixels.




1. To adjust the height of a row, first select a cell or cells in the row whose height you wish to change.

2. Note that it is not necessary to select the whole row. 3. Click on the Home tab. 4. In the Cells group, click on the Format button. 5. Click on Row Height… 6. In the Row Height: box, type a new row height. 7. Click on the OK button.

Row Height command - Home tab Row Height dialog box

Using the mouse

1. To adjust the row height using the mouse, position the mouse cursor on the bottom edge of the row header (the heading with the number in it).

2. When the mouse pointer changes to a double-headed arrow, hold down the mouse button and drag the arrow to a new height.

Using Autofit

1. To change column width or row height using the Autofit feature, position the mouse cursor on the right edge of the column header, or the bottom edge of the row header for the column or row you wish to change.

2. When the cursor changes to a double-headed arrow, double click the mouse.



3. The column or row will automatically adjust to accept the data in that column or row.

HIDING COLUMNS AND ROWS

Discussion You can hide columns or rows to conceal the entries in them. For example, you may want to hide columns or rows that contain salary data. Hidden columns and rows do not appear in the worksheet and do not print.

Any number in a hidden column or row is calculated, however, even though the column or row is hidden.

Procedure 1. To hide a column or row, click the column or row header of the column or row

you intend to hide. 2. Click on the Home tab 3. In the Cells group, click on the Format button arrow. 4. Move the cursor to Hide & Unhide. 5. In the list, click on Hide Columns or Hide Rows accordingly.

When you are selecting the columns or rows you want to hide, make sure that the mouse pointer is a single, black arrow rather than the black, double-headed arrow used to adjust column width and row height. You can also hide a column or row by dragging the line to the right of a column heading or below a row heading until the column or row is sized to 0.00.



UNHIDING COLUMNS AND ROWS

Discussion You can redisplay hidden columns and rows. For example, after making a presentation in which confidential information was hidden, you can unhide the columns or rows to work in your worksheet. Unhidden columns and rows are reset to the column width or row height prior to being hidden.

Procedure 1. To unhide a column or row, drag to select the column or row headers either side of

the hidden column or row. 2. Click on the Home tab. 3. In the Cells group, click on the Format button. 4. Move the cursor to Hide & Unhide. 5. Click on Unhide Columns or Unhide Rows.

INSERTING A COLUMN

Discussion You can insert blank columns, between existing data, into an existing worksheet to add new information or to create logical divisions in the worksheet data.

When you insert a column, any formulas with ranges that include cells on both sides of the new column expand automatically to include the new column.



Columns are inserted to the left of the currently selected column. By selecting an entire column before you insert a new one, Excel automatically moves the selected column to the right and inserts a new, blank one. If you select multiple columns, Excel inserts the same number of columns into the worksheet.

Once you have inserted one or more columns, the Insert Options button appears to the right of the top cell in the new column(s). Clicking the Insert Options button displays a list of available formatting options. You can choose to format the newly inserted column the same as either the column to the left or the column to the right, or you can clear all formatting.

Procedure 1. To insert a column, click in the column to the right of the location of the new

column you want to insert. 2. Click on the Home tab. 3. In the Cells group, click on the Insert button arrow. 4. Click on Insert Sheet Columns.

INSERTING A ROW

Discussion You can insert rows into an existing worksheet to add new information or to create logical divisions of worksheet data.

When you insert a row, any formulas with ranges that include cells both above and below the inserted row expand automatically to include the new row, and the new row will adopt the formatting of the cells in the row directly above the inserted row(s).

Rows are inserted above the currently selected row. By selecting an entire row before you insert a new one, Excel automatically moves the selected row down and inserts a new, blank one. If you select multiple rows, Excel inserts the same number of rows into the worksheet.

Procedure 1. To insert a row, click in the row immediately below the location of the new row

you want to insert. 2. Click on the Home tab. 3. In the Cells group, click on the Insert button arrow. 4. Click on Insert Sheet Rows.



DELETING A COLUMN OR ROWS

Discussion You can delete unwanted columns or rows from a worksheet. When you delete a column or row, the entire column or row and its contents are removed, therefore you should make sure that the column or row does not contain any data you want to keep. If you inadvertently delete a column or row, you can use the Undo button to undo the deletion.

When you delete a column or row, any formulas with ranges that include the deleted column or row adjust automatically. Formulas that refer to specific cells in a deleted column or row display the error message #REF!. The formula must be edited to remove the reference to cells in the deleted column or row.

Procedure Delete columns

1. To delete a row, select the row header of the column you intend to delete. 2. Click on the Home tab. 3. In the Cells group, click on the Delete button arrow. 4. Click on Delete Sheet Columns.

Delete rows

1. To delete a column, select the column header of the column you intend to delete. 2. Click on the Home tab. 3. In the Cells group, click on the Delete button arrow. 4. Click on Delete Sheet Rows.





EXERCISE Work with columns and rows.

1. Open Region08. 2. Select columns B through E. Change the width to 8.00. 3. Select rows 2 through 7. Change the height to 14.25. 4. Select column F. Use the AutoFit feature to make the column wide

enough to display the text in cell F1. AutoFit column I as well. 5. Select columns B through E and hide them. 6. Unhide columns B through E. 7. Insert a blank column before column I. 8. Insert three blank rows at the top of the worksheet. 9. Use the Format Painter to format the new rows the same as the row

below. 10. Type Worldwide Sporting Goods into cell A1, and type Regional

Sales into cell A2. 11. Insert two blank rows before row 10. 12. Delete the blank row 10 and the blank column I. 13. Close the workbook without saving it.


LESSON 11 - AUTOMATIC FORMATTING


• Apply a Document Theme

• Apply a Colour Theme

• Apply Theme Fonts

• Apply Theme Effects

• Apply a Cell Style

Microsoft Excel 2007/2010 - Level 1 Automatic Formatting


DOCUMENT THEMES

Discussion Although formatting data in a worksheet can give it a professional appearance, it can also be a time-consuming process. Excel includes automatic formatting features that you can use to save time.

There are Themes which allow you to apply a default them as an appropriate balance of colour and you can create your own custom themes if necessary.

You can also apply set Styles to your cells, or make your own. A theme is a set of unified design elements that provides a look for your document by using colour, fonts, and graphics. You can format all of a document to give it an appealing, consistent look by applying a document theme. A document theme is a set of formatting choices that include a set of theme colors, a set of theme fonts (including heading and body text fonts), and a set of theme effects (including lines and fill effects).

Programs such as Microsoft Office Word, Excel, and PowerPoint provide several predefined document themes, but you can also create your own by customizing an existing document theme, and then by saving it as a custom document theme. Document themes are shared across Office programs so that all of your Office documents can have the same, uniform look.

Procedure 1. To choose a document theme, click on the Page Layout tab. 2. In the Themes group, click on the Themes button to display the themes gallery. 3. The current theme is shown highlighted. 4. Point to a theme to see the live preview effect on your worksheet. 5. Click on the theme you intend to apply to the active worksheet.



COLOUR THEMES

Discussion The themes in Excel consist of a palette of twelve colours which appear on colour palettes when you click a colour related button, such as Fill Color or Font Color. The twelve colours are allocated as follows:

• The two complementary background colours are the colour of the worksheet;

• The two text colours are for typing text and drawing lines. They contrast with the background colours;

• The six accent colours are designed to provide a complementary colour palette for objects such as fills and shadows. They contrast with both background and text colours;

• One hyperlink colour;

• One followed hyperlink colour.

The Create New Theme Colours dialog box

The full display of colours can be displayed by clicking on Colors in the Themes group of the Page Layout ribbon, and then clicking on Create New Theme Colors…



Procedure 1. To view and apply a colour theme, click on the Page Layout tab. 2. In the Themes group, click on Colors to see the built-in colour themes. 3. Click on a colour theme to use it.

THEME FONTS

Discussion The theme fonts which may be used in a workbook theme include the heading and body text fonts which can be used.

When you view the theme fonts you can see if you like a particular font by holding the mouse cursor over it causing that font to be previewed on the current worksheet.

Procedure 1. To view and apply a theme font, click on the Page Layout tab. 2. In the Themes group, click on Fonts to see the built-in colour themes. 3. Click on a font theme to use it.



THEME EFFECTS

Discussion Theme effects are sets of fills, lines and other effect styles for graphics, shapes, charts, and SmartArt elements. By combining these effects styles with different formatting levels, Excel provides a variety of visual theme effects.

Each workbook uses a set of theme effects and when you open the Theme Effects list, the name of the current theme effects is highlighted in the gallery.

Procedure 1. To view and apply one of the theme effects, click on the Page Layout tab. 2. In the Themes group, click on Effects to see the built-in colour themes. 3. Click on a theme effect set to use it.



CELL STYLES

Discussion A cell style is a preset collection of formats for font, font size, numeric format, etc, which can be stored for later application to other cells. Excel has a considerable number of built-in cell styles which you can choose from. You can also create and store your own custom cell style set which may be used in every workbook.

Procedure View and apply a cell style

1. To view and apply a cell style, first select the cell(s) to which you intend to apply the style.

2. Click on the Home tab. 3. In the Styles group, click on the Cell Styles button. 4. As you move the cursor over the styles, the selected cells will preview the effect. 5. Click on the cell style you wish to apply.



Cell Themes gallery

Create a cell style

1. To create a custom cell style, first select a cell or range you want to apply the style to.

2. Click on the Home tab. 3. In the Styles group, click on the Cell Styles button. 4. Click on the New Cell Style… to open the dialog box. 5. In the Style dialog box, type a name for the new style. 6. Click on the Format… button to open the Format Cells dialog box. 7. Specify the settings you require. 8. Click on the OK button. 9. Click on the OK button to close the Style box. 10. Your style will now be displayed in the Custom section of the Cell Styles gallery.

Cell Styles dialog box



EXERCISE Use the automatic formatting features and styles to format a worksheet.

1. Open Region10. 2. Format the range A1:I1 with the Heading 3 Cell Style. 3. Create a new cell style named Sales Results with the following formats:

• Number as currency • Font as Century • Border as outline • Fill as a light green

4. Add the following data for row 8. A8: Mexico B8: 14545 C8: 18404 D8: 21300 E8: 24500 G8 22300

5. Delete the custom cell style named Sales Results. 6. Close the workbook without saving.


APPENDIX A - USING CHARTS


• Understand charts

• Create charts

• Move and resize charts

• Identify chart objects

• Change the chart type

• Change the data source

• Print a chart

Microsoft Excel 2007/2010 - Level 1 Using Charts


CONCEPTS AND TERMS

Discussion A chart uses values from a worksheet to create a graphic representation of their relationship to one another. You can use charts to make it easier to spot trends, highlight important changes, and compare individual figures. Using charts in reports and presentations displays numbers in a format that is easy to understand.

When you create a chart, each row or column of data on the worksheet becomes a data series. Each individual value within the row or column is called a data point.

The range you chart can include row and column headings. These headings are used as the category labels and legend text. If the range does not include headings, Excel creates default headings.

In Excel, you can either embed a chart in the worksheet, or you can create it on a chart sheet. An embedded chart is a chart object in the worksheet. When you want the chart and the worksheet data viewed or printed together, you should use an embedded chart.

A chart sheet is a separate worksheet in the workbook that contains only the chart. If you want to use the chart by itself (for example, in a presentation), you should use a chart sheet. Both types of charts are linked to the worksheet data and update automatically if the data is changed.

CREATING A CHART

Discussion Your chart will provide a visual, graphical representation of some or all of your numerical data.



A group of data values from a column or row form a data series. Each data series has a unique pattern or colour on the chart.

The data can be identified on a chart by the use of titles, legends, and axes.

Procedure 1. To insert and create a chart, first select the data you want to use to create your

chart. 2. Click on the Insert tab. 3. In the Charts group, click on one of the chart type buttons and choose from the

gallery.

OR

4. Click on the Chart group Dialog Launcher for the Insert Chart dialog box. 5. Click on the type of chart you want. 6. Click on the OK button.

Your chart is displayed on the worksheet as an embedded chart.

MOVING AND RESIZING CHARTS

Discussion After a chart has been placed on a worksheet, it can be moved and resized. You can move a chart to place it in a desired location. For example, if you have created an embedded chart that hides your data, you can move it to a more appropriate location.

Resizing a chart allows you to create a larger or smaller chart. For example, you may want to increase the size of a chart so that its labels are more legible.



To select a chart, click any blank area within the chart. If you click the legend or the title inside of a chart, only the object you clicked is selected, not the entire chart.

Procedure 1. To move an embedded chart, first select the chart. 2. Position the mouse cursor over the Chart Area and then click and drag the pointer

to move the outline of the chart to its new position. The pointer should have the

shape of a white arrow with a cross at its tip . 3. Release the mouse button.

Moving a chart

1. In order to resize the chart, position the mouse cursor over one of the sizing handles in the corners or along the edges. The shape of the pointer must be a

double headed white arrow or or or . 2. Click and drag the sizing handle until the chart is the size you want. 3. Release the mouse button.



Resizing a chart

IDENTIFYING CHART OBJECTS

Discussion Excel charts are composed of elements called objects. You can use chart tips to identify each object in a chart. A chart tip displays the name of an individual object. Being able to identify each object helps you when creating and editing charts.

The various chart objects and their descriptions are listed in the following table:

Object Description

Chart area The entire area within the chart border, including the chart itself and all related elements.

Plot area The area in which Excel plots data.

Category axis (x axis)

The axis that contains the categories being plotted. It is usually the horizontal axis.

Value axis (y axis)

The axis that contains the values being plotted. It is usually the vertical axis.



Chart title Text describing the chart; it is automatically centred and placed at the top of the chart.

Legend Describes the data series being plotted.

Series markers

Graphic elements that make up your data plot, such as bars or lines. The chart tip names each series using the name displayed in the legend.

Data points

The individual parts of a data series. Data points can be bars, points on a line, a slice of a pie, a circle, etc. Data points are identified in chart tips by the series name and the value of the data point.

Gridlines Lines that extend from an axis across the plot area to help guide the eye from the data point to its corresponding value.

Not all objects appear in every chart type. For example, pie charts do not have axes.

Procedure 1. To select a chart element, first select the chart you want to change. 2. Click on either the Format or Layout tab under Chart Tools. 3. In the Current Selection group, click on the Chart Elements drop down arrow. 4. Click the chart element you want to select.

Or

1. Click on an item in the chart to select it, though it is better to zoom in before doing so as it possible to select the wrong element.

2. The selected element will display selection handles.



CHANGING THE CHART TYPE

Discussion You can change the chart type to one of a number of types, many in 2-D and 3-D format, including column, bar, line, pie, XY (scatter), area, doughnut, radar, surface, bubble, stock, cylinder, cone, and pyramid.

Changing the chart type changes the way your data is represented. For example, if your sales data appears in a line chart, it clearly demonstrates sales trends. Using the same data in a pie chart provides a clear picture of what percentage of the total sales each amount represents.

Procedure 1. To change the chart type for an entire chart, first select the chart which is to be

changed. 2. Click on the Design tab under Chart Tools. 3. In the Type group, click on the Change Chart Type button.

4. Click on the chart type you want in the Change Chart Type dialog box.

5. When you have chosen the chart type you want, click on the OK button.

REMOVING/ADDING A LEGEND

Discussion In a chart, a legend is used to label the data series. When you create a chart the legend automatically appears. However, you can remove the legend if you want more room in the



chart, if you want to make the chart smaller, or if you want to identify the data series in some other way.

Procedure 1. To remove or add a legend, first select the chart you wish to work on. 2. Click on the Layout tab below the Chart Tools tab. 3. In the Labels group, click on the Legend button. 4. Select the setting you want.

EDITING CHART DATA

Discussion Chart data can be edited from the worksheet one cell at a time or as a whole range of data. In the Select Data Source dialog box, you can work with either legend or horizontal data ranges. A legend series is the data range displayed on the axis with the legend. The horizontal series is the data range shown on the other axis.

Sometimes, you realise you have not included enough data on a chart, or need to add some more. It may even be necessary to remove, or rearrange, a data series. This can be easily done using the Select Data command.



Procedure 1. To edit the data source, first click on the chart you want to edit. 2. Click on the Design tab. 3. In the Data group, click on the Select Data button. 4. In the Select Data Source dialog box, choose any of the following to modify your

data source for that chart. 5. Chart data range for the data range in the worksheet of the plotted chart. 6. Switch Row/Column to switch plotting the data series in the chart from rows or

columns. 7. Add to add a new legend data series to the chart. 8. Edit to make changes to a legend or horizontal series. 9. Remove to remove the selected legend data series. 10. Move Up and Move Down buttons to move a legend data series up or down in

the list. 11. Hidden and Empty Cells to plot hidden worksheet data in the chart and to

determine what to do with empty cells. 12. When finished, click on the OK button.

PRINTING A CHART

Discussion Charts embedded in a worksheet print automatically when you print the worksheet. If you want to print just the chart, you can select it before you print. For example, you may want to print the chart to use as a slide overhead for a presentation.

You can also print a chart from the Print dialog box. When a chart is selected, the Selection option in the Print dialog box changes to Selected Chart.

Procedure 1. To print an embedded chart without the worksheet data, first select the chart. 2. Click the Office button or the File tab. 3. Click the Print command and follow the procedure relevant to your version of

Excel.



Excel 2007 Excel 2010 Specify your preferred settings.

Specify your preferred settings.

Click OK. Click the Print button.

To print an embedded chart with the worksheet data, first select a cell on the worksheet and then follow the procedure above.

The printed sheet will include the chart with the worksheet data.


INDEX

A

Absolute cell references ............................................. 75 Active cell .................................................................. 11 AutoCalculate ............................................................ 62 AutoComplete ............................................................ 35 AutoCorrect ............................................................... 53 AutoFill ...................................................................... 49 AutoSum .............................................................. 56, 57 AVERAGE ................................................................ 58

C

Cell address................................................................ 11 Cells ........................................................................... 11

absolute references ................................................ 75 aligning data ........................................................ 114 automatic formatting features .............................. 130 calculating data ...................................................... 53 changing font color .............................................. 110 changing text appearance .................................... 107 data entry shortcuts ................................................ 35 deleting entries ...................................................... 38 editing .................................................................... 38 entering numbers ................................................... 26 entering text ........................................................... 25 entering values into a range ................................... 48 filling ..................................................................... 76 indenting data ...................................................... 116 mixed references ................................................... 75 navigating ........................................................ 24, 38 number formats ................................................... 102 relative references ................................................. 75 rotating data ......................................................... 111 selecting ................................................................. 23 shrinking data to fit ............................................. 114 wrapping text ....................................................... 112

Chart tips.................................................................. 141 Charts ....................................................................... 138

adding the legend ................................................ 143 changing the chart type........................................ 143 identifying chart objects ...................................... 141 moving................................................................. 139 printing ................................................................ 145 removing the legend ............................................ 143 resizing ................................................................ 139

Clipboard task pane pasting data ............................................................ 73

Columns changing column width ....................................... 120 deleting ................................................................ 126 hiding................................................................... 123 inserting ............................................................... 124 selecting ............................................................... 119 unhiding ............................................................... 124

Contextual tabs .......................................................... 12 COUNT ..................................................................... 58

D

Data aligning ................................................................ 114 changing font color .............................................. 110 copying .................................................................. 68 creating absolute cell references ............................ 75 creating relative cell references ............................. 75 cutting .................................................................... 68 filling cells ............................................................. 76 indenting .............................................................. 116 pasting ........................................... 68, 70, 71, 72, 73 rotating................................................................. 111 shrinking to fit ..................................................... 114

Data entry shortcuts ................................................... 35 Dialog Box Launcher ................................................. 12

E

Edit mode ................................................................... 38 Error checking ............................................................ 64 Excel

starting ..................................................................... 8 working with windows ............................................ 9

F

Folders creating new .......................................................... 40

Footers creating .................................................................. 93

Formulas .................................................................... 53 checking for errors ................................................. 64 copying .................................................................. 68 editing .................................................................... 63 entering .................................................................. 54 moving ................................................................... 68 using AutoCalculate .............................................. 62 using AutoSum ................................................ 56, 57 using basic functions ............................................. 58 using functions ...................................................... 55

Formulas ribbon ................................................... 21, 55 Functions

built-in ................................................................... 55 creating .................................................................. 61 editing .................................................................... 61 inserting into formulas ........................................... 59

G

Go To cell navigation ....................................................... 24

H

Headers creating .................................................................. 93

K

KeyTips ...................................................................... 15

Microsoft Excel 2007/2010 - Level 1 Index


L

Labels repeating ................................................................ 95

Landscape orientation ................................................ 92 Legend

adding .................................................................. 143 removing ............................................................. 143

M

Margins setting .................................................................... 90

Mathematical operators ............................................. 53 MAX .......................................................................... 58 MIN ........................................................................... 58 Mixed cell references ................................................. 75

N

Number formats ....................................................... 102 Numbers

entering into cells .................................................. 26 formatting ............................................................ 102

O

Office button .............................................................. 15 Office Button ............................................................. 13 Office Clipboard

pasting data ............................................................ 73 Operators

mathematical ......................................................... 53

P

Page Break Preview ............................................. 97, 98 Page breaks

viewing .................................................................. 97 Page Layout ribbon ............................................ 90, 131 Page orientation

landscape ............................................................... 92 portrait ................................................................... 92

Page setup centering ................................................................ 91 centering pages ...................................................... 90 headers and footers ................................................ 93 margins ............................................................ 90, 91 Page break preview ......................................... 97, 98 page orientation ..................................................... 92 repeating row and column labels ........................... 95 scaling pages ......................................................... 96 setting a print area ................................................. 98

Paste Options button......................................................... 70, 71, 73

Pasting data .................................................... 70, 72, 73 Pick From List ........................................................... 36 Portrait orientation ..................................................... 92 Print area .................................................................... 98 Print preview .................................................. 80, 81, 82 Printing

multiple copies ...................................................... 87 page ranges ............................................................ 87 previewing a worksheet ......................................... 80 scaling pages ......................................................... 96 selected ranges....................................................... 86

setting a print area ................................................. 98

Q

Quick Access Toolbar .................................... 15, 17, 32

R

Range borders ............................................................ 63 Range references ........................................................ 63 Ranges

adjacent .................................................................. 46 contiguous ............................................................. 46 entering values ....................................................... 48 identifying ............................................................. 46 non-adjacent .......................................................... 46 non-contiguous ...................................................... 46 printing .................................................................. 86 selecting ........................................................... 46, 47 selecting non-adjacent ........................................... 47 using AutoFill ........................................................ 49

Redo ........................................................................... 77 Relative cell references .............................................. 75 Repeat ........................................................................ 77 Ribbon .................................................................... 9, 12

commands .............................................................. 12 groups .................................................................... 12 hiding ..................................................................... 12 tabs ........................................................................ 12

Rows adjusting the height .............................................. 121 hiding ................................................................... 123 inserting ............................................................... 125 selecting ............................................................... 119 unhiding ............................................................... 124

S

ScreenTips ................................................................. 10 Scrolling ..................................................................... 24 Spelling checker

running................................................................... 39 Status bar ..................................................................... 9 SUM ........................................................................... 58

T

Task pane Clipboard ............................................................... 73

Text entering into cells .................................................. 25 wrapping .............................................................. 112

U

Undo .......................................................................... 77

W

Workbooks ............................................................... 11 closing ................................................................... 32 creating .................................................................. 33 navigating ........................................................ 23, 24 opening .................................................................. 33 renaming ................................................................ 42 saving .................................................................... 27

Worksheets................................................................. 11

Microsoft Excel 2007/2010 - Level 1 Index


print preview ............................................. 80, 81, 82 tabs ........................................................................ 11

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