Excel 2010 Level 1 - LearnFlexsharedhealthmb.learnflex.net/.../CTS/Excel-2010_Level1.pdf ·...

Excel 2010 – Level 1 Student Guide

Version 1.2

Revision Date April 9, 2019

Course Length 6 hours

Excel 2010 – Level 1 SSttuuddeenntt GGuuiiddee

Computer Training Solutions 1 of 22

Table of Contents

Quick Reference .................................................................................................................................. 2

Frequently Used Commands ............................................................................................................................................... 2

Shared Health Learning Management System ................................................................................................................... 2

General Keyboard Shortcuts ............................................................................................................................................... 2

Navigation Keyboard Shortcuts ........................................................................................................................................... 2

Editing Keyboard Shortcuts ................................................................................................................................................. 3

Mouse Pointer Shapes ........................................................................................................................................................ 3

Mathematical Order of Operations ...................................................................................................................................... 3

Using AutoSum .................................................................................................................................................................... 3

Functions ............................................................................................................................................................................. 3

Creating and Editing Worksheets ...................................................................................................... 4

Introduction to Excel 2010 ................................................................................................................................................... 4

Setting Excel Options .......................................................................................................................................................... 4

Creating a New Workbook................................................................................................................................................... 5

Adding & Moving Data in a Worksheet ................................................................................................................................ 5

Modifying a Worksheet ........................................................................................................................................................ 8

Working with Worksheets .................................................................................................................................................. 10

Printing a Worksheet ......................................................................................................................................................... 11

Adding Formulas .............................................................................................................................. 12

Working with Calculations ................................................................................................................................................. 12

Using Functions ................................................................................................................................................................. 12

Working with Relative & Absolute References .................................................................................................................. 14

Formatting Worksheet Data ............................................................................................................. 15

Modifying the Formatting of Cells ...................................................................................................................................... 15

Using Excel Table Styles ................................................................................................................................................... 17

Exercises ........................................................................................................................................... 18

Exercise 1 – Creating a Workbook .................................................................................................................................... 18

Exercise 2 – Working with Formulas ................................................................................................................................. 19

Exercise 3 – Using Absolute References .......................................................................................................................... 20

Exercise 4 – Formatting ..................................................................................................................................................... 21

Appendix............................................................................................................................................ 22

Working with Comments .................................................................................................................................................... 22

Working with Charts and Graphics .................................................................................................................................... 22



QUICK REFERENCE

Frequently Used Commands

Location Commands

File Tab

Home Tab

View Tab

Quick Access Toolbar Undo Redo

Shared Health Learning Management System

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General Keyboard Shortcuts

New workbook ..................................... Ctrl + N

Open a workbook ................................ Ctrl + O

Save a workbook ................................. Ctrl + S

Undo .................................................... Ctrl + Z

Redo .................................................... Ctrl + Y

Repeat last action ............................... F4

Cancel ................................................. Esc

Help ..................................................... F1

New chart ............................................ F11

Show formulas in cells ........................ Ctrl + `

Navigation Keyboard Shortcuts

Beginning of worksheet ......................... Ctrl + Home

Last cell with data .................................. Ctrl + End

Beginning of row ................................... Home

Go to a specific cell ............................... F5 or Ctrl + G

One cell down ....................................... Enter

One cell right ......................................... Tab

One cell left, right, up, down ................. Arrow keys

One screen down .................................. Page Down

One screen up ....................................... Page Up

One screen right .................................... Alt + Page Down

One screen left ...................................... Alt + Page Up

Next sheet ............................................. Ctrl + Page Down

Previous sheet ...................................... Ctrl + Page Up

Active cell .............................................. Ctrl + Backspace

Edge of range ........................................ Ctrl + Arrow

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Editing Keyboard Shortcuts

Edit active cell ....................................... F2

Absolute Reference ............................... F4

Cut ......................................................... Ctrl + X

Copy ...................................................... Ctrl + C

Paste ..................................................... Ctrl + V

Select all ................................................ Ctrl + A

Format selected cell(s) .......................... Ctrl + 1

Mouse Pointer Shapes

Shape Description

Select cell(s)

Select row(s)

Select column(s)

Resize rows(s)

Resize column(s)

Fill

Move

Mathematical Order of Operations

B Brackets ()

E Exponents ^

D Division /

M Multiplication *

A Addition +

S Subtraction -

Using AutoSum

1. Select the cell where you want the formula to be created.

2. Click the arrow beside the AutoSum button.

3. Select the function that you want to use.

The formula is inserted into the active cell.

4. If necessary, adjust the formula range.

5. Press Enter.

Functions

Function Description Example

SUM Adds all the numbers in a range of cells. =SUM(A5:G20)

AVERAGE Adds a group of numbers and then divides by the count of those numbers. =AVERAGE(A5:G20)

COUNT Counts the number of cells in a range that contain numbers. = COUNT (A5:G20)

COUNTA Counts the number of cells in a range that are not empty. = COUNTA (A5:G20)

MAX Returns the largest number in a set of values. = MAX (A5:G20)

MIN Returns the smallest number in a set of values. = MIN (A5:G20)

Excel formulas start with an equal (=) sign.



CREATING AND EDITING WORKSHEETS

Introduction to Excel 2010

*A cell is named according to the column and row in which it intersects. In the image above, cell H12 is selected.

Setting Excel Options

To set options in Excel, select File > Options.

Row Headings

Column Headings

Scroll Bars Sheet

Tabs

Cell*

Ribbon

Status Bar

Name Box Formula Bar Quick Access

Toolbar

Zoom Controls



Creating a New Workbook

Description Instructions

To create a blank workbook 1. Select File > New.

2. Select Blank workbook.

3. Click Create.

To save a workbook Click the Save button.

To save a copy of a workbook 1. Select File > Save As.

The Save As dialog box appears.

2. Select the folder in which you want to save the file.

3. Type a name in the File name field.

4. Click Save.

To close a workbook Click the X in the top right corner of the window.

To open a workbook Select File > Open.

Adding & Moving Data in a Worksheet

ENTERING & EDITING DATA


To enter data in a cell Type in the cell and press Enter or click the Enter button.

To edit data in a cell Do any of the following:

Double-click the cell

Select the cell and press F2

Select the cell and edit the entry in the Formula Bar

To clear data from a cell Select the cell and press the Delete key.

To undo the last action Click the Undo button.

To reverse the last undo Click the Redo button.

To find or replace data Click the Find & Select button and select the appropriate option.

To check spelling Select the Review tab and click the Spelling button.



SELECTING DATA

To select this Do this Mouse pointer shape

Example

Single cell Click in the cell.

Adjacent cells Drag over the cells.

Non-adjacent cells 1. Select the first cell(s).

2. Hold down the Ctrl key.

3. Select the next cell(s).

Row Click in the row heading.

Column Click in the column heading.

Entire worksheet Click where the row and column headings intersect.

You may also select adjacent cells by holding down the Shift key and then using the arrow keys.

Range A1:C3



MOVING DATA

1. Select the data to be moved.

2. Click the Cut button.

3. Select the cell where the data is to be moved to.

4. Click the Paste button.

You may also move data by placing the mouse pointer on the selection border and then dragging and dropping.

COPYING DATA

1. Select the data to be copied.

2. Click the Copy button.

3. Select the cell where the data is to be copied to.

4. Click the Paste button.

Click the arrow at the bottom of the Paste button to view Paste options.

FILLING A SERIES

1. Type the first item in the series into a cell. E.g. Day of week, month, date

2. Position the mouse pointer in the lower right corner of the cell.

The Fill Handle appears.

3. Drag to the desired number of cells.

E.g.



Modifying a Worksheet

RESIZING ROWS & COLUMNS

Description Instructions Example

Resize a column by dragging

1. Place your mouse pointer on the right border of the column heading to be resized.

2. Drag to the desired width.

In this example, column E was resized.

Resize a column using AutoFit

1. Place your mouse pointer on the right border of the column heading to be AutoFit.

2. Double-click.

In this example, AutoFit was applied to column I.

Resize a row by dragging

1. Place your mouse pointer on the bottom border of the row heading to be resized.

2. Drag to the desired height.

In this example, row 2 was resized.

You may also resize rows or columns by selecting the rows/columns to be resized and then selecting the appropriate option from the Format button.

You may resize several rows/columns at the same time by selecting them first and then applying one of the resizing methods above.



INSERTING ROWS & COLUMNS

Description Instructions Example

To insert a row 1. Select the row below where you want the new row to be inserted.

2. Click the Insert button.

In this example, the new row will be inserted above the Equipment row.

To insert a column

1. Select the column to the right of where you want the new column to be inserted.

2. Click the Insert button.

In this example, the new column will be inserted to the left of the DEPT column.

DELETING ROWS & COLUMNS

1. Select the rows/columns to be deleted.

2. Click the Delete button.

HIDING & UNHIDING ROWS AND COLUMNS

1. Select the rows/columns to be hidden/unhidden.

2. Click the Format button.

3. Select Hide & Unhide and then click the appropriate option.

Hide Rows/Hide Columns

Unhide Rows/Unhide Columns



Working with Worksheets

VIEWING WORKSHEETS


Keep rows/columns visible while scrolling through the worksheet

1. Select the View tab

2. Click the Freeze Panes button.

3. Select the appropriate option

Zoom in/out Use the options in the bottom right corner of the window.

-OR-

Select the View tab and use the options in the Zoom group.

WORKING WITH SHEET TABS

Right-click a sheet tab to perform the following actions:

Insert a new worksheet

Delete a worksheet

Rename a worksheet

Move/copy a worksheet

Change the color of the sheet tab



Printing a Worksheet

PRINT PREVIEW

To see what your worksheet will look like when it prints, select File > Print.

PRINT SETTINGS

Print Settings may be selected from the drop down menus in the Settings section or by selecting the Page Setup link.

Print settings may also be set from the Page Layout tab.



ADDING FORMULAS

Working with Calculations

OVERVIEW

A formula performs calculations on the data in your worksheet. A formula always starts with an equal sign (=), which can be followed by numbers, math operators (such as a plus or minus sign), and functions.

Examples: =B4+C4-W10 =C20*.07 =D5/12 =(B6-C6)*D20/E4

To automatically enter a cell reference into a formula, click the cell and Excel will enter the reference.

ORDER OF OPERATIONS

Mathematical calculations are always performed in the following order (BEDMAS):

() Brackets (parentheses)

^ Exponents

/ * Division and Multiplication

+ - Addition and Subtraction

Examples: 5+2*10-3=22 (5+2)*10-3=67

COPYING FORMULAS

To copy a formula from one cell to another, you may

Use Copy/Paste

Drag the Fill Handle

Using Functions

OVERVIEW

A function calculates a result based on one or more input values. Some commonly used functions:

Function Description Example

SUM Adds all the numbers in a range of cells. =SUM(A5:G20)

AVERAGE Adds a group of numbers and then divides by the count of those numbers. =AVERAGE(A5:G20)

COUNT Counts the number of cells in a range that contain numbers. = COUNT (A5:G20)

COUNTA Counts the number of cells in a range that are not empty. = COUNTA (A5:G20)

MAX Returns the largest number in a set of values. = MAX (A5:G20)

MIN Returns the smallest number in a set of values. = MIN (A5:G20)



AUTOSUM

To create a formula using the AutoSum button:

1. Select the cell where you want the formula to be created.

2. Click the arrow beside the AutoSum button.

3. Select the function that you want to use.

The formula is inserted into the active cell.

4. If necessary, adjust the formula range.

5. Press Enter.

INSERT FUNCTION

A function may also be inserted by clicking the Insert Function button.

This will display the following dialog box in which you can search for a function, get help on a function and select the function that you want to use.



FUNCTION LIBRARY

Functions may also be inserted from the Function Library on the Formulas tab.

Working with Relative & Absolute References

RELATIVE REFERENCES

By default, a cell reference is relative meaning that if you copy the formula, the reference automatically adjusts to its new position. Example:

ABSOLUTE REFERENCES

An absolute reference is one that does not change when the formula is copied. Dollar signs ($) are used to make a reference absolute. Example:

When inserting or editing a formula, you can make a reference absolute by pressing the F4 key.

When the formula in cell B6 was copied to the right, the references adjusted.

When the formula in cell C3 was copied down, the first reference adjusted but the second did not.



FORMATTING WORKSHEET DATA

Modifying the Formatting of Cells

USING BUTTONS

Button(s) Description

Font, Font Size

Bold, Italic, Underline

Font Color

Borders, Fill Color (shading)

Alignment

Indent

Displays text on multiple lines

Joins selected cells & centers contents

Displays a list of number formats

Accounting, Percent, Comma Styles

Increase/Decrease Decimal

Copies formatting from one place to another

Displays a list of pre-defined cell formats

To clear formatting from a selected range, click the Clear button and select Clear Formats.



USING DIALOG BOXES



Using Excel Table Styles

Table Styles allow you to quickly format a list of data. To apply a Table Style:

1. Click in the list to be formatted.

2. Select the Format as Table button.

A list of styles appears.

3. Select the Style that you want to use.

The Format As Table dialog box appears.

4. If necessary, adjust the data range to be included in the table.

5. Click OK.

The list is formatted with the selected style.

The drop down arrows that appear at the top of each column in a Table, may be used to sort and filter the data.

To convert a Table back to a normal range, click in the table, select the Design tab and click Convert to Range.



EXERCISES

Exercise 1 – Creating a Workbook

1. Create a new workbook.

2. Enter the information shown below:

3. Change the text in cell D4 to HOURLY RATE.

4. Move the row containing Shirley’s information (row 8) above the row containing Robert’s information (row 6).

5. Delete row 11 (MIN).

6. Insert a new column between columns B (LAST) and C (HRS). (Hint: Select column C.)

7. Enter information into the new column (HIRE DATE) as shown below:



8. Select columns A:F and set the column width to 13.5.

Your worksheet should look similar to the image shown below.

9. Rename Sheet1 to Payroll.

10. Delete Sheet2 and Sheet3.

11. Save the file as Practice Payroll and close the file.

Exercise 2 – Working with Formulas

1. Open the Practice Calculations workbook.

2. Verify Sheet 1 is selected.

3. Calculate Gross Pay:

a. Select cell E5 and enter a formula to calculate the Gross Pay for Kathy. (Hint: Multiply HRS by HOURLY RATE)

b. Copy the formula down to Cell E8.

4. Calculate Totals:

a. Select cell C9 and enter a formula to calculate the total number of hours worked for the whole department. (Hint: Use the AutoSum button.)

b. Copy the formula to cells D9 and E9.

5. Similarly, create formulas to calculate the Average, Minimum, and Maximum values in each of the corresponding rows. (Hint: Use the arrow beside the AutoSum button and modify the formula range.)

Your spreadsheet should look similar to the image shown below.



6. Select Sheet 2.

7. In cells D5:D8, create formulas to calculate the difference between the Actual and Projected costs.

8. In cells B9:D9, create formulas to calculate the total for each column.


9. Save and close the file.

Exercise 3 – Using Absolute References

1. Open the Practice Absolute Reference workbook.

2. Select cell C11 and enter a formula that will calculate the projected cost for Pediatrics in 2012. (Hint: Multiply the growth rate by the cost from the previous year.)

3. Copy the formula into D11:F11. (Hint: Use an absolute reference for the Growth Rate.)

4. Copy the formula into C12:F14.

5. Create total formulas in B15:F15.





Exercise 4 – Formatting

1. Open the Practice Formatting workbook.

2. Format the worksheet as shown below.

3. View the worksheet in Print Preview.

4. Set the following Page Setup options:

1” margins all the way around

Center on page horizontally

Center Header = &[Date] (Hint: )

Center Footer = &[Page] of &[Pages] (Hint: )




APPENDIX

Working with Comments

To insert a comment into a cell, select the Review tab and click the New Comment button.

When a cell containing a Comment is selected, the following options appear on the Review tab.

Working with Charts and Graphics


To insert a chart 1. Select the data to be included in the chart.

2. Select the Insert tab.

3. Select the desired chart type from the Charts group.

To format a chart 1. Select the chart to be formatted.

2. Select the desired options from the Chart Tools tabs.

To insert a graphic object or shape 1. Select the Insert tab.

2. Select the desired option from the Illustrations group.

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Excel 2010 Level 1 - LearnFlexsharedhealthmb.learnflex.net/.../CTS/Excel-2010_Level1.pdf ·...

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