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Microsoft Excel Tutorial (Mac 2008)

Microsoft Excel is a popular spreadsheet application that can be used on both Mac and PC platforms. The tutorial document provides guidance on getting started with Excel including how to open a new workbook, save documents, and use various toolbars. It also covers how to format spreadsheets by changing properties of cells such as font, alignment, borders, and orientation. Cut, copy, and paste functions allow for moving or duplicating data within and between spreadsheets.

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Vale RGlez
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0% found this document useful (0 votes)
328 views12 pages

Microsoft Excel Tutorial (Mac 2008)

Microsoft Excel is a popular spreadsheet application that can be used on both Mac and PC platforms. The tutorial document provides guidance on getting started with Excel including how to open a new workbook, save documents, and use various toolbars. It also covers how to format spreadsheets by changing properties of cells such as font, alignment, borders, and orientation. Cut, copy, and paste functions allow for moving or duplicating data within and between spreadsheets.

Uploaded by

Vale RGlez
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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MICROSOFT EXCEL TUTORIAL


 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
GETTING STARTED
 
Microsoft  Excel  is  one  of  the  most  popular  spreadsheet  applications  that  helps  you  
manage  data,  create  visually  persuasive  charts,  and  thought-­‐provoking  graphs.  Excel  
is  supported  by  both  Mac  and  PC  platforms.  Microsoft  Excel  can  also  be  used  to  
balance  a  checkbook,  create  an  expense  report,  build  formulas,  and  edit  them.  
 
 
CREATING A NEW DOCUM ENT
 

OPENING MICROSOFT EXCEL ON A MAC


To  begin  Microsoft  Excel,  Go  to  Macintosh  HD  >  Applications  >  Microsoft  Office  
2008  >  Microsoft  Excel  (Figure  1).  When  opened  a  new  spreadsheet  will  pop  up  on  
the  screen,  if  this  does  not  happen  click  File  >  New  Workbook.  
 

 
Figure  1.  Navigate  to  Microsoft  Excel  on  a  Mac.  
 

 
Figure  2.  Opening  a  new  workbook  
 
 
 
SAVING YOUR DOCUMENT
 
 
Computers  crash  and  documents  are  lost  all  the  time,  so  it  is  best  to  save  often.  
 
SAVING INITIALLY
 
Before  you  begin  you  should  save  your  document.  To  do  this,  go  to  File  >  Save  As.  
Microsoft  Excel  will  open  a  dialog  box  (Figure  3)  where  you  can  specify  the  new  
ˆ‹Ž‡ǯ•ƒ‡ǡlocation  of  where  you  want  it  saved,  and  format  of  the  document.  Once  
you  have  specified  a  name,  place,  and  format  for  your  new  file,  press  the  Save  
button.  
 
Note:  Specifying  your  file  format  will  allow  you  to  open  your  document  on  a  PC  as  
well  as  a  MAC.  To  do  this  you  use  the  drop  down  menu  next  to  the  Format  option.  
Also,  when  you  are  specifying  a  file  extension  (i.e.  .doc)  make  sure  you  know  what  
you  need  to  use.    

 
Figure  3.  Saving  dialog  box.  
 
SAVING LATER
 
After  you  have  initially  saved  your  blank  document  under  a  new  name,  you  can  
begin  your  project.  However,  you  will  still  want  to  periodically  save  your  work  as  
insurance  against  a  computer  freeze  or  a  power  outage.  To  save,  click  File  >  Save  or  
Command  S  for  a  shortcut  on  a  MAC.    
 
 
TOOLBARS
 
Microsoft  Excel  uses  toolbars  to  allow  you  to  modify  your  document.  When  you  first  
open  Excel,  usually  the  three  toolbars  discussed  below  will  open.  However,  each  
computer  may  set  up  these  toolbars  differently,  so  they  may  look  different  than  the  
toolbars  below.  If  you  do  not  see  these  toolbars,  or  to  open  up  other  toolbars,  go  to  
View  >  Toolbars  and  place  a  checkmark  by  the  toolbar  you  wish  to  open.  If  you  do  
not  see  an  icon  you  expect  on  a  toolbar,  click  on  the  arrow  at  the  end  of  the  toolbar  
to  reveal  hidden  icons.  Excel  will  also  allow  you  to  customize  your  toolbars  by  going  
to  View  >  Customize  Toolbars  and  Menus.  
 
 
THREE COMMONLY USED TOOLBARS
The  Menu  bar:  (Figure  4).  This  toolbar  is  constructed  of  word  commands  and  not  
icons  (pictures).  The  Menu  bar  contains  all  the  options  available  to  you  in  Microsoft  
Excel.  Using  this  toolbar  to  format  and  change  your  document  will  often  allow  you  
greater  control  than  using  the  icons  on  the  other  toolbars.  However,  the  other  
toolbars  may  be  more  convenient.  
 

Figure  4.  Menu  bar.  


 
The  Standard  toolbar:  (Figure  5).  This  toolbar  contains  icons  from  common  
commands  such  as  Save,  Print,  Copy,  and  Paste.  These  icons  are  convenient  but  
will  not  bring  up  the  dialogue  boxes  that  allow  you  to  change  the  settings  of  these  
actions.  You  should  use  whichever  method  works  the  best  for  you.    
 

 
Figure  5.  Standard  toolbar.  
 
The  Formatting  Palette:  (Figure  6).  This  palette  contains  icons  for  common  
formatting  actions,  such  as  Font  Style,  Font  Size,  Bold,  Italic,  Underline,  
Alignment,  Borders  and  Shading,  Orientation,  Gridlines,  and  Margins.  These  
icons  are  convenient  but  will  not  bring  up  dialogue  boxes  that  allow  you  to  change  
the  settings  of  these  actions.  You  should  use  whichever  method  works  the  best  for  
you.  
 

 
Figure  6.  Formatting  Palette.  
 
 
 
 
 
 
 
FORM ATTING
 
FORMATTING THE SPREADSHEET

The  default  page  view  for  Microsoft  Excel  spreadsheets  display  all  gridlines  and  
open  up  in  portrait  orientation.  To  change  the  gridlines  look  at  the  fifth  tab  on  the  
Formatting  Palette,  under  Sheet  uncheck  the  view  box.  This  will  eliminate  any  
gridlines  from  the  spreadsheet.  To  change  the  page  orientation  look  at  the  fifth  tab  
on  the  Formatting  Palette,  under  Orientation  and  check  Landscape  (Figure  7).    
 

                 
                     Figure  7.  Changing  Page  Orientation                        Figure  8.  Changing  Gridlines.  
 
 
WORKING WITH CELLS
 
Cells  are  an  important  part  of  any  project  being  used  in  Microsoft  Excel.  Cells  hold  
all  of  the  data  that  is  being  used  to  create  the  spreadsheet  or  workbook.  To  enter  
data  into  a  cell  you  simply  click  once  inside  of  the  desired  cell,  a  blue  border  will  
appear  around  the  cell  (Figure  9).  This  border  indicates  that  it  is  a  selected  cell.  You  
may  then  begin  typing  in  the  data  for  that  cell.  
 

 
Figure  9.  Entering  Data.  
 
CHANGING AN ENTRY WITHIN A CELL
 
You  may  change  an  entry  within  a  cell  two  different  ways:  
Click  the  cell  one  time  and  begin  typing.  The  new  information  will  replace  
any  information  that  was  previously  entered.  
Double  click  the  cell  and  a  cursor  will  appear  inside.  This  allows  you  to  edit  
certain  pieces  of  information  within  the  cells  instead  of  replacing  all  of  the  
data.  
 
 
CUT, COPY, AND PASTE
 
You  can  use  the  Cut,  Copy  and  Paste  features  of  Excel  to  change  the  data  within  
your  spreadsheet,  to  move  data  from  other  spreadsheets  into  new  spreadsheets,  and  
to  save  yourself  the  time  of  re-­‐entering  information  in  a  spreadsheet.  Cut  will  
actually  remove  the  selection  from  the  original  location  and  allow  it  to  be  placed  
somewhere  else.  Copy  allows  you  to  leave  the  original  selection  where  it  is  and  
insert  a  copy  elsewhere.  Paste  is  used  to  insert  data  that  has  been  cut  or  copied.  
 
To Cut or Copy:
 
Highlight  the  data  or  text  by  selecting  the  cells  that  they  are  held  within.  
Go  to  Edit  >  Copy  (Command  X)  or  Edit  >  Cut  (Command  C).  
Click  the  location  where  the  information  should  be  placed.  
Go  to  Edit  >  Paste  (Command  V).  

FORMATTING CELLS
 
There  are  various  different  options  that  can  be  changed  to  format  the  spreadsheets  
cells  differently.  When  changing  the  format  within  cells  you  must  select  the  cells  
that  you  wish  to  format.  
 
To  get  to  the  Format  Cells  dialog  box  select  the  cells  you  wish  to  change  then  go  to  
Format  >  Cells.  A  box  will  appear  on  the  screen  with  six  different  tab  options  
(Figure  10).  Explanations  of  the  basic  options  in  the  format  dialog  box  are  bulleted  
below.  
 

 
Figure  10.  Formatting  Cells  
 
Number:  Allows  you  to  change  the  measurement  in  which  your  data  is  used.  (If  
your  data  is  concerned  with  money  the  number  that  you  would  use  is  currency)  
Alignment:  This  allows  you  to  change  the  horizontal  and  vertical  alignment  of  your  
text  within  each  cell.  You  can  also  change  the  orientation  of  the  text  within  the  cells  
and  the  control  of  the  text  within  the  cells  as  well.  
Font:  Gives  the  option  to  change  the  size,  style,  color,  and  effects.  
Border:  Gives  the  option  to  change  the  design  of  the  border  around  or  through  the  
cells.  
 

FORMATTING ROWS AND COLUMNS

When  formatting  rows  and  columns  you  can  change  the  height,  choose  for  your  
information  to  autofit  to  the  cells,  hide  information  within  a  row  or  column,  un-­‐hide  
the  information.  To  format  a  row  or  column  go  to  Format  >  Row  (or  Column),  then  
choose  which  option  you  are  going  to  use  (Figure  11).  The  cell  or  cells  that  are  going  
to  be  formatted  need  to  be  selected  before  doing  this.  
 
 
 

 
Figure  11.  Formatting  Rows  and  Columns  
 
 
ADDING ROWS AND COLUMNS
 
When  adding  a  row  or  column  you  are  inserting  a  blank  row  or  column  next  to  your  
already  entered  data.  Before  you  can  add  a  Row  you  are  going  to  have  to  select  the  
row  that  your  wish  for  your  new  row  to  be  placed  in  its  place.  (Rows  are  on  the  left  
hand  side  of  the  spreadsheet)  once  the  row  is  selected  it  is  going  to  highlight  the  
entire  row  that  you  chose.  To  insert  the  row  you  have  to  go  to  Insert  >  Row  (Figure  
12).  The  row  will  automatically  be  placed  on  the  spreadsheet  and  any  data  that  was  
selected  in  the  original  row  will  be  moved  down  below  the  new  row.  
 

 
Figure  12.  Inserting  Rows  
 
 
Before  you  can  add  a  Column  you  are  going  to  have  to  select  a  column  on  the  
spreadsheet  that  is  located  in  the  area  that  you  want  to  enter  the  new  column.  
(Columns  are  on  the  top  part  of  the  spreadsheet.)  Once  the  column  is  selected  it  is  
going  to  highlight  the  entire  row  that  you  chose.  To  insert  a  column  you  have  to  go  
to  Insert  >  Column  (Figure  13).  The  column  will  automatically  be  place  on  the  
spreadsheet  and  any  data  to  the  right  of  the  new  column  will  be  moved  more  to  the  
right.  
 

 
Figure  13.  Inserting  Columns  

WORKING WITH CHARTS

Charts  are  an  important  part  to  being  able  to  create  a  visual  for  spreadsheet  data.  In  
order  to  create  a  chart  within  Excel  the  data  that  is  going  to  be  used  for  it  needs  to  
be  entered  already  into  the  spreadsheet  document.  Once  the  data  is  entered,  the  
cells  that  are  going  to  be  used  for  the  chart  need  to  be  highlighted  so  that  the  
software  knows  what  to  include.  Next,  click  on  the  Charts  Tab  that  is  located  right  
above  the  spreadsheet  (Figure  14).  Once  it  is  clicked  the  tab  will  highlight  green  and  
all  of  the  various  charts  within  Excel  will  appear.  
 

 
Figure  14.  Charts  Tab  
 
You  may  choose  the  chart  that  is  desired  by  clicking  the  icons  that  are  displayed.  
Once  the  icon  is  chosen  the  chart  will  appear  as  a  small  graphic  within  the  
spreadsheet  you  are  working  on.  To  move  the  chart  to  a  page  of  its  own  select  the  
border  of  the  chart  and  Ctrl  >  Click.  This  will  bring  up  a  drop  down  menu,  navigate  
to  the  option  that  says  Move  Chart.  This  will  bring  up  a  dialog  box  that  says  Chart  
Location.  From  here  you  will  need  to  select  the  circle  next  to  As  A  New  Sheet  and  
name  the  sheet  that  will  hold  your  chart.  The  chart  will  pop  up  larger  in  a  separate  
sheet  (Figure  15),  but  in  the  same  workbook  as  your  entered  data.  
 
Figure  15.  Chart  in  new  sheet  
 
 
 
CHART DESIGN
 
There  are  various  different  features  that  you  can  change  to  make  your  chart  more  
appealing.  To  be  able  to  make  these  changes  you  will  need  to  have  the  chart  selected  
or  view  the  chart  page  that  is  within  your  workbook.  Once  you  have  done  that  the  
Formatting  Palette  will  change  to  show  features  that  were  not  there  before  (Figure  
16).  These  features  include:  

 
Figure  16.  Formatting  Palette  for  chart  design  
 
CHART OPTIONS:
Titles:  Here  you  can  change  the  Chart  Title,  Vertical  Axis  Title,  and  Horizontal  Axis  
Title  by  clicking  the  drop  down  menu  and  selecting  which  one  you  will  change  and  
entering  the  name  into  the  empty  box  below.  
Axes:  You  may  change  which  axes  are  shown  on  the  charts  graph  and  which  are  not.  
Gridlines:  This  feature  allows  you  to  change  which  gridlines  (major  and  minor)  are  
shown  on  the  charts  graph  and  which  are  not.  
 
CHART STYLE:
Here  you  are  able  to  change  the  color  of  the  bars  that  are  within  your  chart.  
 
QUICK STYLES AND EFFECTS:
Here  you  can  add  gradients,  fill,  drop  shadows,  and  reflections  to  your  chart  
depending  on  what  is  desired.  
 
 
INSERTING SM ART ART GRAPHICS
 
GRAPHICS
 
Smart  Art  Graphics  are  pre-­‐made  graphics  that  can  be  inserted  into  a  spreadsheet  
or  workbook  to  display  relationships,  cycles,  diagrams,  pyramids,  and  lists.  These  
graphics  do  not  require  or  use  pre-­‐entered  data  from  your  spreadsheets.  All  
information  that  is  going  to  be  entered  into  them  will  be  entered  by  hand.  To  insert  
a  Smart  Art  Graphic  into  your  document  you  will  need  to  click  the  Smart  Art  
Graphics  Tab  that  is  located  directly  above  the  spreadsheet.  Once  clicked  the  tab  
will  highlight  green  and  all  of  the  different  graphic  options  will  appear  (Figure  17).  
 

 
Figure  17.  Smart  Art  Graphics  Tab  
 
 
To  be  able  to  use  a  graphic  you  can  click  on  the  icon  and  it  will  appear  on  the  
spreadsheet  you  are  currently  working  on.  A  small  dialog  box  will  also  appear  with  
the  graphic  that  gives  you  an  option  to  change  the  data  that  will  show  up  inside  of  
the  graphic  (Figure  18).  
 

 
Figure  18.  Graphics  dialog  box  
 
If  you  do  not  enter  data  in  this  dialog  box  then  the  default  text  will  remain  in  the  
graphic.  If  you  accidentally  close  out  the  dialog  box  all  you  need  to  do  is  click  the  
button  on  the  left  hand  side  of  the  graphic  to  bring  it  back  up  on  the  screen  (Figure  
19).  

 
Figure  19.  Dialog  box  icon  
 
 
To  insert  Images:  
Go  to  Insert  >  Picture  >  From  File,  and  then  select  the  desired  picture  from  the  
location  that  is  it  stored  (Figure  20).  The  picture  will  be  inserted  directly  onto  your  
document,  where  you  can  change  the  size  of  it  as  desired.  
 

 
Figure  20.  Inserting  a  picture  
 

CREATING FUNCTIONS
 
When  creating  a  function  in  Excel  you  must  first  have  the  data  that  you  wish  to  
perform  the  function  with  selected.    
Select  the  cell  that  you  wish  for  the  calculation  to  be  entered  in  (i.e.:  if  I  want  
to  know  the  sum  of  B1:B5  I  will  highlight  cell  B6  for  my  sum  to  be  entered  
into)  (Figure  21).  

 
Figure  21.  Choosing  calculation  cell  
Once  you  have  done  this  you  will  need  to  select    icon  located  on  the  
Formatting  Palette.    
The  Formatting  Palette  will  change  names  to  Formula  Builder.  
A  list  of  Most  Recently  Used  formulas  will  appear.  To  choose  one  of  the  
formulas  simply  double-­‐click  it  from  the  list.  
This  will  display  the  calculation  in  two  places  on  your  screen.  The  first  is  on  
your  spreadsheet  in  the  cell  that  you  selected.  (Figure  22)  
 

 
Figure  22.  First  calculation  display  
 
 
It  will  also  show  up  under  the  Most  Recently  Used  Formulas  list.  (Figure  23)  
 

 
Figure  23.  Second  calculation  display  
 
In  this  screen  it  lists  the  cells  that  are  being  calculated,  the  values  within  the  cells,  
and  the  end  result.  
 
To  accept  that  calculation  you  can  press  Enter  and  the  result  will  show  up  in  
the  selected  cell.  
 
 
PRINTING
 
It  is  important  to  always  save  your  document  before  you  print!  
 
PRINTING
 
To  print  your  document,  go  to  File  >  Print,  select  your  desired  settings,  and  then  
click  Print.  It  is  also  possible  to  print  by  using  the  Print  icon    on  the  Standard  
toolbar,  however  this  does  not  bring  up  the  Print  dialogue  box  that  allows  you  to  
change  your  printing  options,  so  it  is  advisable  to  use  the  other  method.  
 
To  be  able  to  change  the  orientation  of  your  page  for  printing  you  can  click  on  the  
Page  Setup  button  under  the  option  to  Print  (Figure  24).  
 

 
Figure  24.  Page  Setup  button  and  printing  
 
 
OTHER HELPFUL FUNCTIONS
 
UNDO AND REDO
 
In  order  to  undo  an  action,  go  to  Edit  >  Undo.  To  redo  an  action,  go  to  Edit  >  Redo.  
It  is  important  to  note  that  not  all  actions  are  undoable,  thus  it  is  important  to  save  
before  you  make  any  major  changes  in  your  document  so  you  can  revert  back  to  
your  saved  document.  
 
QUITTING
 
Before  you  quit,  it's  a  good  idea  to  save  your  document  one  final  time.  Then,  on  a  
Mac,  go  to  Excel  >  Quit.  This  is  better  than  just  closing  the  window,  as  it  insures  
your  document  quits  correctly.  

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