MICROSOFT EXCEL TUTORIAL HANDOUT

Opening Microsoft Excel

1. 2. 3. Click on the START button. Click on PROGRAMS. Click on MICROSOFT EXCEL.

The Excel Screen

Formula Bar Minimize Buttons Restore Buttons Close Button

Title Bar Menu Bar Standard Toolbar Close Window Button

Name Box Active Cell Worksheet Select All Button

Status Bar

Sheet Tabs

Tab Scrolling Buttons

Scroll Bars

Title Bar: Menu Bar: Standard: Toolbar Name Box: Formula Bar: Status Bar:

Displays the name of the current program and workbook. Displays the names of the Excel menus. Displays the buttons of the most frequently used functions.

Displays the coordinates of the active cell. Displays the contents of the active cell. Displays information about a selected command as well as the status of certain keys, such as CapsLock and NumLock Used to move through the worksheet. You can move up, down, left, and right. Selects every cell in a worksheet. Displays the names of the worksheets within a workbook. Used to scroll through the worksheets in a workbook.

Scroll Bars:

Select All Button Sheet Tabs: Tab Scrolling Buttons: Worksheet:

A single page in a workbook, divided into rows and columns. Columns and rows intersect to form cells. The cell surrounded by a border where you enter or edit data. Minimizes the window to a button on the Windows taskbar. Toggles (switches back and forth) between displaying a window in its maximum size and restoring a window to its previous size.

Active Cell:

Minimize button: Maximize/Restore: button

Close Window Button: Closes the current window. Close Button: Closes the current program.

Tip
Move the mouse pointer over a button on the toolbar and a ToolTip will appear. This is the name of the button which gives a brief description of its purpose.

OPENING AND CLOSING A WORKBOOK

Opening A New Workbook: 1. 2. 3. Click on the FILE menu. Click on NEW. Click OK OR 1. Click on the NEW button.

Existing Workbook: 1. 2. 3. 4. Click on the FILE menu. Click on OPEN. Once the explorer window opens, select the files you wish to open. Click OPEN. OR 1. 2. 3. Click on the OPEN button .

Once the explorer window opens, select the file you wish to open. Click OPEN.

Closing a Workbook: 1. Click on the CLOSE WINDOW button in the top-right corner of the window. OR 1. 2. Click on the FILE menu. Click CLOSE.
Close button

NAVIGATING THROUGH A WORKSHEET

TO MOVE Left one column Right one column To the first column in the worksheet To the last column in the worksheet To the last column in the row with data To the first column in the row with data Up one row Down one row To the next worksheet Page To the previous worksheet Page Up one screen Down one screen Beginning of worksheet To the last cell with data Left one screen Right One Screen

PRESS [ ] or Shift + Tab [ ] or Tab [Ctrl] [ ] [Ctrl] [ ] [Ctrl] [ ] [Ctrl] [ ] [ ] or Shift + Enter [ ] or Enter [Ctrl] [Page Down] [Ctrl] [Page Up] [Page Up] [Page Down] [Ctrl] [Home] [Ctrl] [End] [Alt] [Page Up] [Alt] [Page Down]

Moving Between Worksheets: 1. Click on the desired sheet tab at the bottom left of the Excel window.

Scrolling Through a Worksheet 1. Click on the left, right , up, or down scroll arrows to move one column/row. OR Drag the horizontal or vertical scroll box along the scroll bar to move the window in the corresponding direction. OR Click the scroll bar (either to the left or right of the horizontal scroll box, or above or below the vertical scroll box) to move the window in the direction of the mouse pointer.

Renaming Worksheets 1. 2. 3. Double-click the desired sheet tab. Type the new name. Press ENTER.

Tip
You can right-click a sheet tab to insert or delete worksheets.

Selecting Cells
Single Cell: 1. Click on the desired cell. The cell will have a black border, which indicates that this is the active cell.

A Range of Cells: Using the Mouse 1. Click on the cell in the upper, left-hand corner of the range. 2. Move the mouse pointer to the lower, right-hand corner and release.

Using the Keyboard 1. Click on the cell in the upper, left-hand corner of the range. 2. 3. Hold down the SHIFT key Click on the cell in the lower, right-hand corner of the range. OR 1. Hold down the SHIFT key while pressing the arrow keys.

Nonadjacent Cells 1. 2. 3. Click on the first cell. Hold down the CTRL key. Click on the remaining desired cells.

A Single Row or Column: 1. Click on the desired row or column heading.

More Than One Adjacent Column or Row: 1. Click and move the mouse pointer over the desired rows and columns.

Every Cell in A Worksheet: 1. Click on the SELECT ALL button.

Select All button

Column C is selected

CREATING A WORKSHEET
Entering Data: 1. 2. 3. Select a cell. Enter the data. Press ENTER or click on the in the formula bar

Entering a Range of Data: 1. 2. 3. 4. Select the cells. Enter the date Press ENTER. Continue until all cells are filled.

Editing Data: 1. Double-click the cell. OR 1. 2. Click on the cell. Click on the formula bar. OR 1. 2. Click on the cell Press F2. OR 1. Click on the CANCEL button in the formula bar to erase data before it is entered.
Cancel Enter

CREATING FOLDERS
You can create your own folders to organize your files. You can also create folders within folders.

1. 2. 3. 4.

Click on the FILE menu. Click SAVE AS. Click on the CREATE NEW FOLDER button .

Type the desired name for the folder in the space provided

SAVING A DOCUMENT
Use SAVE AS: when you are saving a new document and you need to name it or if you are opening a document and saving it with a new name. This does not replace the old file. Use SAVE: when you are saving changes made to an existing document. The old information will be overwritten.

Save As: 1. 2. Click the FILE menu. Click SAVE AS.

3.

Click on the SAVE IN drop down list to select the drive and folder where you wish to save this document. In the FILE NAME text box, type in the name you wish to give this document. Select Microsoft Excel Workbook from the FILE TYPE text box. Click SAVE

4. 5. 6. Save: 1.

Use the SAVE button

or press [Ctrl] [S]

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FORMATTING CELLS, ROWS, AND COLUMNS

Numbers:
Formatting can be done before or after data is entered.

1. 2. 3. 4.

Select the cell(s) Click on the FORMAT menu. Click on CELLS. Select a format from the CATEGORY list. Click on the number of decimal places to be used, if applicable. Click OK. OR

5.

6.

1. 2. 3.

Select the cell(s). Right-click Click on FORMAT CELLS and follow steps 4-6 from above.

Cell Alignment: 1. 2. 3. 4. Select the cell(s). Click on the FORMAT menu. Click the ALIGNMENT tab. Choose the desired alignment by clicking on the drop down menu in the horizontal section. Click OK.

5.

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Change Font: 1. 2. 3. 4. 5. Select the cell(s). Click on the FORMAT menu. Click on CELLS. Click on FONT. Make changes and click OK.

The Formatting Toolbar can also be used to make changes. 1. 2. Select the cell(s).
Italic Left Right Currency Increase Decimal

Click on the desired button.

Font

Font Size

Bold

Underline

Center

Merge/Center

Decrease Decimal

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Resize Columns And Rows: Adjust the width of a column: 1. Move the mouse pointer to the right of the column heading border until it turns into a double headed arrow Click and drag to the border to the right or left. Release the mouse at the desired width. OR 1. Move the mouse pointer to the right of the column heading border until it turns into a double headed arrow. Double-click. The column is automatically resized to fit the widest entry.

2.

3.

2.

Adjust the width of Multiple Columns: 1. 2. 3. 4. 5. 6. Select desired columns. Click on the FORMAT menu. Click on COLUMN. Click on WIDTH. Enter the desired width. Click OK.

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INSERTING, DELETING, AND MERGING CELLS

Inserting Cells: 1. Select the cell(s) above or to the left of the cells you want to move. Click on the INSERT menu. Click on CELLS. Click on appropriate selection. Click OK. OR 1. 2. 3. 4. Select the cell(s) above or to the left of the cells you want to move. Right-click. Click on INSERT. Follow steps 3-5 from above.

2. 3. 4. 5.

Inserting Rows and Columns: 1. 2. 3. Select a cell to the left of the column or above the row that will be moved. Click on the INSERT menu. Click on COLUMNS or ROWS OR 1. 2. Right-click the column or row heading. Follow steps 2-3 from above.

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Deleting Cells: 1. 2. 3. 4. 5. Select the cell(s) to delete. Click on the EDIT menu. Click on DELETE. Click on appropriate selection. Click OK. OR 1. 2. 3. Select the cell(s) to delete. Right-click. Follow steps 3-5 from above.

Deleting Rows and Columns: 1. 2. 3. 4. 5. Select at least one cell in the column or row. Click on the EDIT menu. Click on DELETE Click on appropriate selection. Click OK.

Merging Cells: 1. 2. Select the cells you want to merge. Click the MERGE AND CENTER button on the toolbar.

Tip Click the Undo button to reverse the last change made. To .

undo the undo click the Redo button

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PRINTING WORKSHEETS AND WORKBOOKS

Previewing a Worksheet: To preview the worksheet before you print it, click the PRINT PREVIEW button To exit the Print Preview screen, click on CLOSE. Setting the Print Area: 1. 2. 3. 4. Select the area of the worksheet that is to be printed. Click on the FILE menu. Click on PRINT AREA. Click on SET PRINT AREA. .

Clearing the Print Area: 1. 2. 3. Click on the FILE menu. Click on PRINT AREA. Click on CLEAR PRINT AREA.

Printing: 1. 2. Click on the FILE menu. Click on PRINT. A dialog box will appear. Select the options you wish to change (page name, name of printer, etc.) Select the number of copies. Click OK.

3.

4. 5.

OR 1. Click the PRINT button on the toolbar.

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CREATING FORMULAS
The following mathematical operators can be used in a formula: ^ * / + Exponentiation Multiplication Division Addition Subtraction

***Operations should be performed in the order listed above. Entering a Formula: 1. 2. 3. OR 1. 2. 3. 4. Click on the desired cell. Type = Click on the appropriate cell. Enter the desired mathematical operator. Repeat steps 3 & 4 until the formula is complete. Press ENTER or click on t he on the FORMULA BAR. Click on the desired cell. Type = and the cell names. Press ENTER.

5.

6.

Tip
You can use lowercase or uppercase letters when typing cell references.

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Copying a Formula: 1. 2. 3. Select the cell with the formula you want to copy. Point to the fill handle. Move the fill handle to the last cell in the range.

Fill Handle

Tip
The fill handle can be used to complete a series of years, dates, days, etc.

Editing a Formula: 1. 2. Click on the appropriate cell. Position the insertion point in the FORMULA BAR, or click on the on the formula bar. EDIT FORMULA button Make the changes and press ENTER.

3.

Deleting a Formula: 1. 2. Click on the appropriate cell Press DELETE.

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USING FUNCTIONS
A function is a special formula, built-in to Excel, that performs a specific task

1. 2, 3. 4.

Click on a cell. Click the PASTE FUNCTION button on the toolbar.

Select the desired function and enter necessary information. Click OK.

Using Autosum:
Autosum is a button on the toolbar which allows you to total adjacent cells.

1. 2.

Select the cell that will contain the total. Click on the AUTOSUM button on the toolbar. Modify the formula if needed. Press ENTER

3. 4.

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MOVING DATA
Cutting, Copying, and Pasting :
Cutting text removes data from a cell while copying duplicates the data so that it can be pasted to another location.

1. 2. 3. 4.

Select the cell(s) that contain the data to be cut or copied. Click on the CUT or COPY button. Select the cell(s) where the data will be pasted. Click on the PASTE button.

Copying Data Using the Fill Handle: 1. 2. Select the cell(s) that contain the data to be copied. Drag the fill handle to the desired cells.

Paste Special:
Paste Special allows you to choose which parts of a cell you want to paste. You can paste only the cells formatting, formula, or width if desired.

1.

Select the cells that you want to cut or copy. Click on the CUT or COPY button.

2.

3.

Select the cell(s) where the data will be pasted. Click on the EDIT menu. Click on PASTE SPECIAL Click on the desired pasteoption. Click OK.

4. 5. 6. 7.

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FIND AND REPLACE

Find: 1. Go to the beginning of the document by pressing [Ctrl] [Home]. Click on the EDIT menu. Click on FIND. Click on the FIND tab in the dialog box that opens. Enter the word or number you wish to find in the FIND WHAT text box. Click on the SEARCH drop-down menu and click on rows or columns. Click on the LOOK IN drop-down menu and click on formulas, values, or comments. Click on FIND NEXT. Click OK when finished.

2. 3. 4.

5.

6. 7.

8. 9.

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Replace: 1. 2. Repeat steps 1thru 3 from above. Click on the REPLACE TAB in the dialog box that opens. Enter the word or number you wish to find in the FIND WHAT text box. Enter the word or number you wish to replace it with in the REPLACE WITH text box. Click on the SEARCH drop-down menu and click on rows or columns. Click on REPLACE ALL to replace every occurrence.

3.

4.

5.

6.

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BORDERS AND SHADING

Adding Borders to Cells:
Borders can be placed around a cell, a range of cells, or an entire worksheet. 1.

Select the cell(s). Click on the FORMAT menu.

2.

3. 4. 5.

Click on CELLS. Click on the BORDER tab. Choose which edges you want to add the border to in the PRESETS and BORDER sections. Select the desired border line type and color. Click OK.
Border Preview Box

6.

7.

OR
1. Click on the BORDERS drop-down menu on the toolbar. Select the desired options.

2.

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Adding Shading: 1. 2. Select the cell(s). Click on the FORMAT menu. Click on CELLS. Click the PATTERNS tab. Select the desired color and pattern. Click OK. OR 1. Click on the FILL COLOR drop-down menu on the toolbar. Click on the desired color.

3. 4.

5.

6.

2.

Clearing Cell Contents and Formats:

The delete key deletes values, but does not delete formatting. The Clear command deletes contents, formatting, or both.

1. 2. 3. 4.

Select the cell(s). Click on the EDIT menu. Click on CLEAR. Click on the desired option.

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Displaying the Drawing Toolbar: 1. 2. 3. Click on the VIEW menu. Click on TOOLBARS. Click on DRAWING. OR 1. Click on the DRAWING button on the toolbar.
Rectangle Oval

Line

Arrow

Text Box

Creating Lines and Objects: 1. Click the button on the DRAWING toolbar for the line or object you want to create. Drag to the desired location in the worksheet.

2.

Resizing Lines and Objects: 1. 2. 3. Click on the line or object to select it. Move the mouse pointer over a sizing handle. Move the sizing handle until the desired size is reached.

Deleting Lines and Objects: 1. 2. Click on the line or object. Press the DELETE key.

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ADDING HEADERS AND FOOTERS

1. 2. 3. Click on the VIEW menu. Click on HEADER AND FOOTER. Click on the header or footer dropdown menu and select the desired header and footer. Click OK.

4.

Customizing Headers and Footers: 1. 2. Repeat steps 1 & 2 from above. Click on the CUSTOM HEADER or CUSTOM FOOTER button.
Font Button Total Pages Button Time Button Sheet Name Button

Page Number Button

Date Button

File Name Button

3. 4. 5.

Type desired text and field codes into the appropriate sections. Click OK in the Header/Footer dialog box. Click OK in the Page Setup dialog box.

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MAKING CHANGES TO THE PAGE LAYOUT

Changing Margins: 1. 2. 3. 4. Click on the FILE menu. Click on PAGE SETUP. Click on the MARGINS tab. Change the margins by clicking on the arrows or typing a new setting into the text box. Click OK.

5.

Inserting and Deleting Page Breaks: Insert 1. Select a cell below and to the right of where you want the page break to be added. 2. 3, Click on the INSERT menu. Click on PAGE BREAK.

Delete 1. Follow steps 1 & 2 from above. 2. Click on REMOVE PAGE BREAK.

Previewing Page Breaks: 1. 2. Click on the VIEW menu. Click on PAGE BREAK PREVIEW.

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CREATING CHARTS
Creating a Chart with the Chart Wizard 1. 2. Select the desired data. Click on the Chart Wizard button on the toolbar 3. Click on the desired chart type and sub-type in the Step 1 of 4 dialog box and click NEXT. Click ROWS or COLUMNS in the Step 2 of 4 dialog box. Enter titles for the chart and axes in Step 3 of 4 dialog box click NEXT. Click on AS NEW SHEET to create a chart sheet in the STEP 4 of 4 dialog box. Click on AS OBJECT IN to create an embedded chart. Click FINISH.

4.

5.

6.

7.

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Deleting a Chart Sheet: 1. 2. 3. 4. Select the desired chart sheet tab. Click on the EDIT menu. Click on DELETE SHEET. Click OK.

Previewing and Printing a Chart Sheet: 1. 2. 3. Click the desired chart sheet tab. Click on the PREVIEW button on the toolbar. Click the PRINT button on the preview toolbar.

Tip
You can move and resize a chart the same way you move objects.

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HELP
Getting Help: There are two types of help within Word. One is the Screen Tips and the other is the Office Assistant. Screen Tip: A brief explanation about an item on the screen. It is used when you are unsure about what an item is or what it does.. To Activate Screen Tips: 1. 2. 3. Click on HELP on the Menu bar. Click on WHATS THIS? Click on the item you want to know about.

OFFICE ASSISTANT Office Assistant: An animated icon displayed on the screen. When activated, it offers tips on how to use Words features or you can search a topic for stepby-step instructions for completing a specific task. If the Office Assistant is not visible, click on the OFFICE ASSISTANT button the MENU bar. on

To Activate Office Assistant:

1. Click on the ASSISTANT. A window opens asking What Would You Like To Do? The assistant automatically tries to guess what you need help on. If you do not see the topic you are looking for, type your question in the text box and click on the SEARCH button. To view topic instructions click on the bullet of that topic.

2.

3.

To Deactivate Office Assistant: 1. Right click on the ASSISTANT and click HIDE.

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