Microsoft Excel 2007 User Guide

7/31/2019 Microsoft Excel 2007 User Guide

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Microsoft Excel 2007 User Guide

Opening Excel

To open Excel 2007, from the Startmenu, select All Programs Microsoft Office Microsoft Office Excel 2007

Creating a Workbook

An Excel file is called a workbook. By default, workbooks open with three blank worksheets, although you can add ordelete worksheets at any time. The advantage of having multiple worksheets, orlayers, is that a variety of data canbe compiled, analyzed, and integrated in a single file. Worksheets can contain data, charts, or both.

1. In the top left corner of the Excel window, click Ms Office Button and the Filemenu will be appeared.

2. From the Filemenu, click on Newin the left pane and the NewWorkbookdialog box appears.


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3. UnderBlank and Recent, double click Blank Workbookand thena new workbook will be appeared.

Entering Text

Excel allows you to enter text into cells.

1. Select the cell where you want to enter text2. Type text into the cell3. To accept the text, press [Enter] or an [Arrow]

To force text to wrap at a specific point in a cell, press [Alt] + [Enter]

Entering Numbers

Numeric cells can be used for calculations and functions. A numeric cell may contain numbers, a decimal point (.),plus (+) or minus (-) signs, and currency ($).

1. Select the cell where you want to enter numbers2. Type the numeric information that should be in the cell

(To enter a fraction, type0and press [Space] before the fraction; otherwise, Excel will interpret the fraction asa date)

3. To accept the information, press [Enter] or an [Arrow]

Entering Numbers Formatted as Text

When cells are formatted for text, all cell contentsletters, numerals, or alpha-numeric combinationsare treated astext. Information is displayed exactly as it is entered. There are two ways to enter numbers as text.


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Entering Numbers Formatted as Text: Apostrophe Character

1. Select the cell you want to enter information into2. Press ['], then type numeric information3. To accept the information, press [Enter] or an [Arrow]

Entering Numbers Formatted as Text: Dialog Box

This method is especially useful when formatting multiple cells to display text.

1. From the Ribbon, select the Homecommand tab

2. In the Numbergroup, click Format Cells and the Format Cellsdialog box appears.

3. Select the Numbertab4. From the Categoryscroll list, select Text5. Click OK6. Type the desired numbers and/or text in the cell

7. To accept the text, press [Enter] or an [Arrow]

Entering Dates and Times

Entering a Date and Time Manually

1. Select the cell where you want to enter the date or time2. To enter a date, type the date in one of the following formats: 8/14/2006, 8-14-2006, or August 14, 20063. To enter a time

a. Type the timeb. Press [Space]c. To indicate AM or PM, press [Shift] + [A] or [P], respectively

4. To accept the information, press [Enter]


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Formatting Cells

Applying Cell Styles

Cell Stylesare a combination of fill and font color designed to highlight or emphasize cell contents. They are easilyapplied to your workbook.

1. Select the cell(s) whose style you want to change

2. From the Homecommand tab, in the Stylesgroup, click Cell Styles and the pull-down list appears.(When you hover your mouse over different styles, a preview of the style will appear in the selected cells)

3. From the Good, Bad and Neutral; Data and Model; orTitles and Headingsgroup, select the desired cellstyle. The style is applied to the selected cells.

Formatting Borders

To make certain cells stand out in the worksheet, you may want to format a cell's borders.

Changing Borders

1. Select the cell(s) whose borders you want to format


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2. From the Homecommand tab, in the Fontgroup, click the next to BORDER

3. Select the desired border.

Changing Border Color

1. From the Homecommand tab, in the Fontgroup, click the next to BORDER and select Line Color

2. Select the desired color and the cursor will be changed to the shape of a pencil.3. To format individual borders, click the borders you want changed. To format multiple cells, click and drag

across the desired cells4. To quit formatting border colors, press [Esc]


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Changing Border Style

1. From the Homecommand tab, in the Fontgroup, click the next to BORDER and select Line Style

2. Select the desired line style.3. To format individual borders, click the borders you want changed. To format multiple cells, click and drag

across the desired cells4. To quit formatting border styles, press [Esc]

Deleting Borders

1. From the Homecommand tab, in the Fontgroup, click the next to BORDER and select Erase Borderand the cursor changes to the shape of an eraser.

2. To delete individual borders, click the borders you want changed. To delete multiple cell borders, click anddrag across the desired cells

3. To quit deleting borders, press [Esc]

Merging Cells

A cell merge converts selected cells into a single cell. This can be useful for creating titles.

Creating a Cell Merge

After a cell merge, if two or more selected cells have data in them, Excel will display the information from thecell closest to the upper left corner, deleting all other data.

1. Select the cells you want to merge

2. From the Homecommand tab, in the Alignmentgroup, click MERGE & CENTER The cells are merged and the text aligns to the center

Customizing a Cell Merge

1. Select the cells you want to merge.

2. Click the next to MERGE & CENTER and the pull-down list appears.3. To merge cells and align text to the center, click MERGE & CENTER.

To merge cells only as rows (i.e., columns do not merge), click MERGE ACROSS.To merge cells without setting an alignment, click MERGE CELLS.


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Removing a Cell Merge

1. Select the cell you want to unmerge.2. Click the next to MERGE & CENTER.3. Select Unmerge Cellsand the cell merge is removed.

Wrapping Text

If you have text that appears in a single cell and you want to increase the height of the cell without expanding the rowor column, you can use the Wrap textoption.

1. Select the appropriate cells.

2. From the Homecommand tab, in the Alignmentgroup, click WRAP TEXT and the text wrap isapplied.(To remove the text wrap, clickWRAP TEXTagain)

Copying Cell Formatting

If you want to copy only a cell's formatting you can use the Painteroption. This will format the destination cell thesame as the source cell without changing its content.

Formatting with the Painter

The typical copyand pastefunctions will copy text and all associated formatting; however, if you want to copy onlythe formatting, you can use the FormatPainter. The Format Painterwill format the destination text the same as thesource text but will not copy or paste any actual text.

Using the Format Painter: One Application

This method allows you to apply formatting to one instance of contiguous text.

1. Highlight the text containing the desired formatting

2. From the Homecommand tab, in the Clipboardgroup, click FORMAT PAINTER and thepointer changes shape to include a paintbrush.

3. Highlight the desired text to be formatted (OR) click the desired word to be formatted and the format youcopied is applied to that text.

Using the Format Painter: Multiple Applications

This method allows you to apply formatting to non-contiguous text.

1. Highlight the text containing the desired formatting

2. From the Homecommand tab, in the Clipboardgroup, double click FORMAT PAINTER .3. Click the desired word to be formatted and the format you copied is applied to that text.4. Repeat step 3 until all additional text is formatted.5. When finished, to turn off the Format Painter, press [Esc]

Clearing Cell Formatting

You can remove all cell formatting while preserving text formatting in selected cells (e.g., fill color, alignment, and

borders will be cleared, but text color, font size, and font face will not be cleared).

1. Select the cell(s) containing the formatting to be cleared

2. From the Homecommand tab, in the Editinggroup, click CLEAR 3. Select Clear Formatsand the cell formatting is removed.


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Formatting Numbers

Excel provides preset number formats to help you standardize how numbers will appear in your worksheet. (ForExample, when formatted as Currency, the number 9.27 will appear as $9.27. When formatted as Fraction, thenumber 9.27 will appear as 9 1/4.

Formatting Numbers: Toolbar Option

When you want to format numbers quickly, Excel allows you to do so from the Ribbon.

1. Select the cell(s) you want to format2. From the Homecommand tab, in the Numbergroup, click the desired toolbar option

Name Image Description

Number Format Displays the formatting style of the selected

cell

Accounting Number

Format

Changes the formatting to Accounting

You can insert foreign currency symbols by

clicking the .

Percentage Style Changes the formatting to Percentage

Comma Style Changes the formatting to include commas

and two decimal places

Increase Decimal Adds one decimal place to the selected cell

Decrease Decimal Removes one decimal place from the selected

cell

Format Cells:

Number

Accesses the Format Cellsdialog box

Formatting Numbers: Ribbon Option

The Ribbonoffers a simple way to apply number formatting.

1. Select the cell(s) you want to format


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2. From the Homecommand tab, in the Numbergroup, click NUMBER FORMAT

3. Select the desired number format and the cell is formatted.(The default category is General)

Formatting Numbers: Dialog Box Option

The Format Cellsdialog box can help you customize your number formatting.

1. Select the cell(s) you want to format


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2. In the Homecommand tab, in the Numbergroup, click FORMAT CELLS: NUMBER and the Format Cellsdialog box appears with the Numbertab displayed.

3. From the Categorylist, select the desired number format and you can preview the formatting in the Samplesection. (for example, selectCurrency)

4. If the format offers additional options, select the preferred options.

(for example, format the number of decimal places, the desired symbol, and negative numbers) 5. Click OK and the selected cells are formatted.

Clearing Number Formatting

The Generalnumber format is the default selection. Changing the formatting to Generalwill remove all other numberformatting for the selected cells.

1. Select the cell(s) you want to format2. From the Homecommand tab, in the Numbergroup, click NUMBER FORMAT 3. Select Generaland the formatting is cleared.

Editing Cell Contents

After creating part of an Excel worksheet, some information needs to be changed, moved, or repeated. Excel allowsyou to edit cell contents in a variety of ways that can make creating your document easier. Functions and formulascan be copied or moved, lists can be automatically continued, and formulas can be applied to different data.

Moving Information: Drag and Drop

Formulas using relative cell referencesare automatically updated when the cells they are referring to are moved usingthe Drag and Dropmethod.

1. Select the cell(s) to be moved. (To select an individual cell, click that cell. To select multiple contiguous cells,click and drag across the desired cells)


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2. Point to the heavy border surrounding the cell(s) and the cursor will change to a four-headed arrow .

3. Click and hold the mouse button.4. Drag the cell(s) to the new location.5. When you reach the desired location, to drop the cell(s), release the mouse button and the cell(s) are inserted

into the selected location. (If information already exists at the new location, a dialog box will appear to confirmthat you want to replace the information)

Moving Information: Cut and Paste

Formulas using relative cell referencesare automatically updated when the cells they are referring to are moved using

the Cut and Pastemethod.

1. Select the cell(s) to be moved.2. Press [Ctrl] + [X] and a moving border appears around your selection.3. Select the cell(s) where you want the cell(s) to be pasted and press [Ctrl] + [V]

Copying Formulas

When copying formulas, correct cell references are especially important to the result of the formula. Formulas that arecopied to a new location can use eitherrelativeorabsolutecell references. If you want to copy the formula and look

at cells with similar information one column over, a relative formula is the best choice. However, if you want to copythe formula and refer to the same cell, should be use with an absolute formula, not a relative formula. (Absolutereferences are automatically updated for column and row additions and deletions)

Example Description

=A12+B12 Formula with relative references

=$A$12+$B$12 Formula with absolute references

=$A12+$B12 Formula with absolute column references and relative row references

=A$12+B$12 Formula with absolute row references and relative column references

Copy and Paste

Copy and Pasteworks well for duplicating formulas, values, and labels without reentering them. The process forcopying information in Excel is similar to copying in Word or other Windows applications.

1. Select the cell(s) to be copied. (To select an individual cell, click that cell. To select multiple contiguous cells,

click and drag across the desired cells)2. Press [Ctrl] + [C] and select the cell(s) where you want the copied cell(s) to be pasted3. Then, press [Ctrl] + [V] and the information is pasted.4. To deselect the copied cells, press [Ctrl] + [D] (OR) press [Esc]


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Working with Rows and Columns

Rows and columns can be resized either automatically or manually to fit your information, and you can add or deleterows and columns if necessary.

Adjusting Row Height: Ribbon Option

1. To adjust a single row, select any cell from the row to be adjusted. To adjust multiple non-contiguous rows,press [Ctrl] + select cells from each row to be adjusted.

2. From the Ribbon, select the Homecommand tab and click Format in the Cellsgroup3. In the Cell Sizesection, select RowHeight... in Cell Size sectionand the Row Heightdialog box appears.

4. In the Row heighttext box, type the desired height and click OK. The row height will be adjusted.

Adjusting Column Width: Ribbon Option

1. In the Cell Sizesection, select ColumnWidth... and the Column Widthdialog box appears.

2. In the Column widthtext box, type the desired width and Click OK. The column width will be adjusted.

Using AutoFit to Adjust Rows and Columns

To adjust the column width or the row height, Excel can determine the best width and height based on the informationin the column or row.

Using AutoFit to Adjust Row Height: Mouse Option

1. Along the row ID (e.g., 1, 2, 3, ...), point to the border below the row to be adjusted.2. When the pointer turns into a double-arrow, double click and the row height adjusts so the tallest item in the

row is displayed in full.

Using AutoFit to Adjust Row Height: Ribbon Option

1. To select a row to be adjusted, click the ROW ID (e.g., 1, 2, 3, ...) and the entire row will be selected.2. From the Ribbon, select the Homecommand tab.

3. In the Cellsgroup, click Format4. In the Cell Sizesection, select AutoFit Row Height.


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Using AutoFit to Adjust Column Width: Mouse Option

1. Along the column ID (e.g., A, B, C, ...), point to the border right of the column to be adjusted2. When the pointer turns into to a double-arrow, double click and the column width adjusts so the widest item in

the column is displayed in full.

Using AutoFit to Adjust Column Width: Ribbon Option

1. To select a column to be adjusted, click the COLUMN ID (A, B, C, ...) and the entire column will be selected.2. From the Ribbon, select the Homecommand tab

3. In the Cellsgroup, click FORMAT 4. In the Cell Sizesection, select AutoFit Column Width

Adding Rows

1. Right click on a row below where you want to add a new row2. Then choose Insertand a new row is added above the selected row.

Adding Columns

1. Right click on a column to the right of where you want to add a new column2. Then choose Insertand a new column is added left of the selected column.

Deleting Rows

1. To delete a single row, right click on the desired row to be deleted and choose Delete.2. To delete multiple non-contiguous rows, press [Ctrl] + select the desired rows to be deleted and choose

Delete.

Deleting Columns

1. To delete a single column, right click on the desired column to be deleted and choose Delete.2. To delete multiple non-contiguous columns, press [Ctrl] + select the desired columns to be deleted and

choose Delete.


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Working with Comments

Adding Comments: Ribbon Option

1. Select the cell to which the comment will be added2. From the Ribbon, select the Reviewcommand tab

3. In the Commentsgroup, click New Comment and the Commentbox appears, displaying yourusername.

4. Type your comment in the comment box.5. When finished, click another cell. A red triangle appears in the upper right-hand corner of the cell indicating a

comment has been attached. When you place your mouse over the cell, the comment appears.

Cell with comment Text of comment revealed

Adding Comments: Mouse Option

1. Right click the cell to which you want to add a comment and select Insert Comment.2. Type your comment in the box.3. When finished, click another cell.

Editing Comments

Editing a comment allows you to change or add to the information you have placed within a cell as a comment.

Editing Comments: Ribbon Option

1. Select the cell that contains the comment to be edited2. From the Ribbon, select the Reviewcommand tab

3. In the Commentsgroup, click EDIT COMMENT and the Commentbox appears, containing the text ofthe comment.

4. Make the appropriate changes to the comment and click another cell when finished.

Editing Comments: Mouse Option

1. Right click the cell which contains the comment and select Edit Comment.2. Make the appropriate changes to the comment.3. When finished, click another cell.

Displaying/Hiding Comments: Single Cell

1. To display a comment, right click the cell which contains the comment and select Show/Hide Comments.That comment will be displayed.

2. To hide a comment which has been displayed, right click the cell which contains the comment and select HideComment.That comment is hidden until you place your mouse over the cell.


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Displaying/Hiding Comments: All Cells

1. From the Ribbon, select the Reviewcommand tab

2. In the Commentsgroup, click Show All Comments (This button acts as a toggle switch. Clicking the button once will display your comments: clicking it again willhide all comments)

Moving Comments

If your comments are overlapping text that you would like to read, you can move the comment to a more convenientplace. The comment will still remain attached to the cell it was originally created for, but you will be able to move it to amore suitable location.

1. Display the comment you would like to move2. Move your mouse over the border of the comment and the pointer becomes a four-headed arrow.

3. Click and hold the border of the comment4. Drag the comment to the desired position and an arrow will appear connecting the comment to the cell.5. Release the mouse button

Deleting Comments

Deleting comments allow you to either remove the comment you have placed within an individual cell, or to remove allof the comments you have placed within a document.

Removing Comments from a Single Cell: Mouse Option

Right click the cell which contains the comment and select Delete Comment.

Removing Comments from All Cells

1. Open the sheet with the comments to be deleted2. From the Ribbon, select the Homecommand tab

3. In the Editinggroup, click Find & Select and select Comments.All comments on the active sheet willbe selected.

4. From the Editinggroup, click CLEAR and select Clear Comments.All comments are cleared.

Printing Comments

Comments must be displayed before printing.

1. Open the worksheet that contains the comments you want to print2. From the Ribbon, select the Page Layoutcommand tab

3. In the Page Setupgroup, click PAGE SETUP and the Page Setupdialog box appears.


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4. Select the Sheettab

5. In the Printsection, from the Commentspull-down list, select the desired option and then click Print.

(At end of sheet:Prints all comments separately, as a group at the end of the printed document. These commentswill display a cell reference to inform you of which cell they are attached to)(As displayed on sheet:Prints all displayed comments as they appear in the document)

Creating a Table: From a Blank Cell Range

1. On your worksheet, select a range of cells you want to make into a Table

2. From the Insertcommand tab, in the Tablesgroup, click Table and the Create Tabledialog boxappears, displaying the selected cell range. Behind the Create Tabledialog box, the selected cell range ishighlighted with an animated border.

3. To specify a different cell range, in the Where is the data for your table?text box, type the desired cellrange.

4. If your selected cell range already has headers (i.e., column labels), select My table has headers.


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5. To accept the selected cell range for your table, click OK and the selected cell range is converted into aTable.

Creating a Table: From an Existing Data Range

1. Select the data that will make up yourTable

2. From the Insertcommand tab, in the Tablesgroup, click Table and the Create Tabledialog boxappears, displaying the selected data range. If Excel detects headers (i.e., column labels) in the selected datarange, the My table has headersoption is automatically selected.

3. If your table does not already have headers (i.e., column labels), deselect My table has headers

4. To specify a different cell range, in the Where is the data for your table?text box, type the desired cell range.5. To accept the selected cell range for yourTable, click OK and the selected cell range is converted into aTable.

To convert a Table back to a data range:

1. Select a cell within the Table

2. From the Designcommand tab, in the Toolsgroup, click Convert To Range3. In the confirmation dialog box, click YES and the Tableis converted to a range.

Using Forms to Enter Table Data

Once yourTablehas been created, Excel provides an easy way to enter data called the Formfeature. Instead ofmoving the cursor to each new cell, with the Formfeature you can add and edit Tabledata from a simple dialog box.The Formdialog box is also helpful for searching for records. The Find Nextand Find Prevoptions make locating aspecific record easier.

In Excel 2007, to access the Formfeature, the Formbutton must first be added to the Quick Access toolbar.

Adding the Form Button to the Quick Access Toolbar

1. At the top of the Excel window, to the right of the Quick Accesstoolbar, click Customize Quick AccessToolbar and select More Commands. The Excel Optionsdialog box appears, with Customizeselected.

2. From the Customize Quick Access Toolbarsection, in the Choose commands frompull-down list, selectCommands Not in the Ribbonand the scroll box under the pull-down list refreshes to display severalcommands not found on the Ribbon.

3. From the scroll box, select Form...4. Click ADD and click OK. The Formbutton is added to the Quick Accesstoolbar.

Accessing the Form Dialog Box

(TheForm feature cannot be accessed from a blank worksheet; you must have an existingTable)If you try to open the Formdialog box from empty cell range (i.e., not a Table), a dialog box will appear giving you theoption to either use the first row of the selection as labels and not as data (i.e., the Formdialog box opens), or tocancel and make any appropriate changes to your database (i.e., the Formdialog box does not open).

1. Select a cell within the Table

2. From the Quick Accesstoolbar, click Form and the Formdialog box appears displaying the sheet name,yourTable'sfield names (i.e., column labels), and any previously entered row data.


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Using Form Options

Adding a New Record

1. The current view in the Formdialog box always represents one Tablerow (i.e., a blank new row or an existingrow with previously entered data). The Formdialog box displays existing column labels with correspondingtext boxes representing the individual cells under each column.

2. Click NEW and the form is cleared and ready for you to enter a new record.3. In each text box, type the desired information4. To move between fields, press [Tab]5. To add the current data to yourTableand automatically open a blank form for a new record, press [Enter] or

[return]

6. Repeat steps 3

5 as needed.(YourTable will automatically expand if you enter more records than the number of rows you initially indicatedfor the table)

7. When you are finished entering data, click Close and the new rows appear at the bottom of yourTable.

Editing a Record

1. To move to the desired row, click Find Next orFind Prev2. In the appropriate Formdialog box text boxes, make the desired changes.3. When finished, click Close.

Deleting a Record

1. To select the existing record you want to delete, click and hold the scroll bar dragging up or down2. Click Delete and a confirmation dialog box will appear.3. Click OK4. Click Close and the record will be permanently deleted from your database.

Searching for a Record

The Criteriafeature allows you to search according to desired criteria.

1. Click Criteria

2. In the appropriate field(s), type your search criteria3. Click Find Next orFind Prev4. Repeat steps 3-4 as necessary5. Click Close


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Creating a Chart

In Excel, charts are visual representations of data on a spreadsheet. There are many types of charts available, so youshould find the appropriate one for your project.

1. Create the data to be charted2. Select the data to be charted (To select data from different areas of your worksheet or to select non-

contiguous cells: Hold down [Ctrl] and select the cells)

3. From theInsertcommand tab, in the Chartsgroup, click the type of chart you prefer and a pull-down menuwill appear. (for example, clickBARand various types of Bar charts appear)4. Click the specific chart you want and the chart will appear on the spreadsheet.

The Design, Layout, and Formatcommand tabs appear on the Ribbon.5. If the information is represented on the incorrect axes, in theDesigncommand tab, from the Datagroup, click

Switch Row/Column

Changing the Chart Type

If the chart you selected is not appropriate for the information you are charting, you can simply change it.

1. Right click your chart and select Change Chart Type...The Create Chartdialog box appears.

2. From the categories pane, select the type of chart you prefer3. On the right, in the chart type section, select the specific chart you want4. Click OK and the chart will be changed.

Positioning and Resizing a Chart

Moving Your Chart

The chart is an object on your worksheet. While your chart may be placed on top of some worksheet information, theinformation still exists. The chart can be moved anywhere on your worksheet.

1. Select the chart by clicking it and the cursor will change to include a four-headed arrow .


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2. Click and hold anywhere on the border except corners or centers(Clicking and dragging on a border's centers or corners will resize your chart. Clicking and dragginginside the chart will move the contents within the chart border, but will not move the entire chart)

3. Drag the chart to the appropriate location and release the mouse button.

Resizing Your Chart

As you resize the chart, the chart elements adjust proportionally.

1. Select the chart by clicking it2. Click and hold one of the border centers or corners and the cursor changes into a double arrow.3. Drag the mouse to resize the chart and release the mouse button.

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Microsoft Excel 2007 User Guide

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