Microsoft Excel 2003 Easy Guide

Microsoft Excel 2003

Excel is a spreadsheet program that organizes and keeps track of data, which
can be used to create charts, worksheets, and databases. Excel is frequently used
for its ability to perform mathematical calculations with large volumes of data. It
also produces graphs and charts with ease. This manual aims to help people of
any experience level become familiar with working in Excel and to provide
direction in employing some of Excel’s more sophisticated features.

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Microsoft Excel 2003 Easy Guide

Introduction This document explains some features and capabilities of the Microsoft Excel
application.

Excel
Navigation

Part Description
1 Menu Bar. This bar provides you with menu options.
2 Tool Bar. This bar provides you with shortcuts to the most
commonly used menu options. The tool bar is discussed in
more detail in the next section.
3 Name Box. This field shows the cell that is currently selected.
4 Formula Bar. This field shows the contents of the selected
cell. You can input, edit, or delete the contents from here.
5 Cell. This is a cell. The name of this cell is A1. The name is
made up of the column name and the row name.
6 Column. This is a column. The name of this column is E.
7 Row. This is a row. The name of this row is 6.
8 Worksheet selector tabs.

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Managing Workbooks
The most effective menu for managing your workbooks is the FILE menu, under
which you will find the following useful commands: using the most.
Although there are additional options under the FILE menu, the ones discussed in this
manual are those which you will probably find yourself

NEW – asks what type of new workbook you want to create

OPEN – brings up a dialog box so you can select an already-existing workbook to
work with
CLOSE – closes the workbook you are currently working in
SAVE – saves current workbook under the name it has already been given **
SAVE AS – brings up a dialog box so you can enter a name and location for the
workbook
PAGE SETUP – allows you to adjust page settings, margins, the header and footer,
titles, and other print options
PRINT AREA – sets the selected cells as the only area to be printed
PRINT PREVIEW – displays the workbook as it will appear on paper
PRINT – brings up a dialog box asking which printer to send workbook to
EXIT – closes all workbooks and exits Excel

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Tool Bar
Note: I have only described the icons we will be using in training today.

Icon Description
New. This icon opens a new Excel document.
Open. This icon brings up the Open box allowing the user to
open a file.
Print. This icon prints the currently selected worksheet.
Copy. This icon copies whatever has been selected.

Hint: The hotkeys for “Copy” are Ctrl + C.

Paste. This icon pastes whatever has been cut or copied into the
selected cell.

Hint: The hotkeys for “Paste” are Ctrl + V.

AutoSum. This icon automatically adds the selected cells
together, or adds the cells above it together.
Center. This icon centers the contents of the cell(s) currently
selected.
Merge and Center. This icon merges the selected cells and
centers the contents in them.
Currency Style. This icon formats all of the contents of the
selected cell(s) to currency.
Ex. $ 5.00
Borders. This icon gives you a list of the choices of borders for
a selected area.

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Mathematical
Operators
Operator Function
() Parenthesis. Used for grouping sections of an equation
or formula that must be completed before the rest.
Ex. (90+70+87+53)/4 = 75
90+70+87+53/4 = 260.25
* Multiplication. Used to multiply two values together.
/ Division. Used to divide one value by another.
+ Addition. Used to add two values together.
- Subtraction. Used to subtract one value from another.
= Equals. Used to show two values or equations or a value
and an equation are equal to each other.
Ex. 3+5=8
3+5=4+4
3+5=2*4
^ Exponent. Used to show that one value is multiplied by
itself the number of times that follows the symbol.
Ex. 3^5
3*3*3*3*3
243

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Cursor
Functions
Cursor Use
Used to select a cell, or a range of cells.
Used to select a row.
Used to select a column.
Used to modify the width of the column to the left of the
cursor.
• You can click and hold the mouse button and drag it to
the appropriate width.
OR
• You can double click which autosizes the column
(column automatically adjusts its size according to the
longest value in any of the cells in that column).
Used to modify the height of the row above the cursor.
• You can click and hold the mouse button and drag it
down to the appropriate height.
OR
• You can double click which autosizes the row (row
automatically adjusts its size according to the largest
font or contents in any of the cells in that row).
Used to drag the value or function contained in the
current cell to a section of consecutive cells.
Used to move the cell, row, or column to another
location. When you move the cell, row, or column it
will show the shape of it with a dotted line around it.

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Entering Data
Cells can contain text, numerical values, formulas, or functions. To enter data into a
cell, select the cell by clicking on it, and begin typing. The text will appear in the
formula bar. When the entry is complete, press Enter. If the text does not fit in the
cell, it will overlap if the adjacent cells are empty. If the adjacent cells are not empty,
part of the entry remains covered, and the complete entry must be viewed from the
formula bar. This can be resolved by resizing the column width (see Cell
Manipulation below). Text is automatically left aligned, whereas numerical values are
right aligned.

− The EDIT menu contains commands that you may find

helpful when changing information in cells.
− UNDO – reverses your last command or deletes typing
− REPEAT – repeats your last command, if possible
− CUT – removes selected text and temporarily saves it on the
clipboard
− COPY – places a copy of selected text on the clipboard
− PASTE – inserts contents of clipboard at insertion point
− PASTE SPECIAL – pastes the contents of clipboard in
format you specify
− FILL – see AutoFill, below
− CLEAR – removes the specified data without placing it on
the clipboard
− DELETE – removes selected data
− DELETE SHEET – removes entire spreadsheet from the
workbook
− MOVE OR COPY SHEET – moves/copies an entire
spreadsheet within a workbook
− FIND – searches for text/formatting you specify
− REPLACE – finds and replaces specified text/formatting

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Modifying Workbooks
Excel allows you to alter the sizes and locations of rows, columns, and cells in a
spreadsheet. You can also add, remove, and reorganize worksheets in your workbook
to create an accommodating workbook.
Cell Manipulation
− Adding/Removing: A cell may be added or removed by using:
ƒ The mouse by right-clicking on the desired cell then choosing
o Insert: An additional cell, row or column will be added before the
corresponding selection. If a cell is inserted an additional options will
appear asking in which direction to shift the existing cells.
o Delete: The selected cell, column or row will be removed along with
all values and formulas existing in it.
ƒ The INSERT menu option and choosing Cells/Rows/Columns: An additional
cell, row or column will be added before the corresponding selection. If a cell
is inserted an additional options will appear asking in which direction to shift
the existing cells.
− Merging: Two or more adjacent cells may be merged by selecting the desired
cells then clicking the Merge and Center button on the formatting toolbar.
− Resizing: A cell may be resized by adjusting the width of the column or the
height of the row using:
ƒ The mouse to left-click on the appropriate divider in the row or column label
and then dragging it to the desired size.
ƒ The FORMAT menu option and choosing:
o Size: A manual setting for the desired height or width.
o AutoFit: An automatic adjustment to fit the largest item in the selected
row or column.
− Freeze Pane/Split Screen: Creates a portion of the worksheet that remains on the
screen while the rest of the worksheet scrolls. This is useful when you have a long
list and want to simultaneously view the headings and the values that are toward
the end of the list. To use Freeze Pane/Split Screen select the desired row, column
or cell(s) and then choose WINDOW > FREEZE PANE or WINDOW > SPLIT.
The difference between Freeze Pane and Split Screen is that Freeze Pane keeps all
the data in one window whereas Split Screen creates smaller separate windows for
each split data.

Worksheet Manipulation
− Renaming: An worksheet may be renamed by:
ƒ Right-clicking on the desired worksheet tab and selecting Rename, or
ƒ Double-clicking on the worksheet name and typing in a new one.
− Adding: Additional worksheets may be added by:
ƒ Choosing INSERT > WORKSHEET, or
ƒ Right-clicking on the worksheet tabs and selecting Insert.
− Removing: A worksheet may be removed by:
ƒ Choosing EDIT > DELETE SHEET, or
ƒ Right-clicking on the worksheet tabs and selecting Delete.
− Reorganizing: The order in which the worksheets are arranged can be changed
by:

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ƒ Left-clicking on the desired worksheet tab and dragging it to the new location
in the worksheet order, or
ƒ Right-clicking on the worksheet tab and selecting Move or Copy…, then
choose a location
− Copying: A worksheet may be copied by:
ƒ Choosing EDIT > MOVE OR COPY SHEET and checking “Create a copy” in
the dialog box
ƒ Right-clicking the worksheet tab, selecting Move or Copy…, and checking
“Create a copy”

Formatting Cells
The appearance of cells can be formatted to create an attractive workbook. Cells may
be formatted using various pre-defined options that Excel provides. To format cells,
first select the desired cells, then either:
− Right-click on the selection and choose Format Cells… or · choose FORMAT >
CELLS from the menu bar.
The Format Cells dialog box contains options Excel provides for cell formatting are:

ƒ Number: displays numerical values in a specific format using symbols,

decimal places or other commonly used formats.
ƒ Alignment: controls the vertical and horizontal positioning of the text, as well
as the way text appears in cells
ƒ Font: controls the font sizes, colors and styles cell(s).
ƒ Borders: controls if borders will exist around the selected cell(s) and how the
borders will be displayed.
Patterns: controls the background colors or for giving a background pattern to the
selected cell(s).
The formatting toolbar provides an easy way to apply some of the same
formatting:

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Conditional Formatting
To format only those cells that meet certain criteria, you can use Excel’s Conditional
Formatting feature. You might want to do this, for ex- ample, if you want to highlight
cells in a budgeting worksheet that contain values larger than 200.
To apply conditional formatting, select the range of cells you want to include in the
conditional formatting filters, and then follow these steps:
1. Choose the Format Conditional Formatting command. Excel displays the
Conditional Formatting dialog box (see Figure).

2. Enter the first criteria, using the drop-down list boxes and text boxes provided.
For example, if you want Excel to display values greater than 500 in red italic
boldface, indicate that you want to condition- ally format cells with values greater than
500.
3. Click Format to describe how you want Excel to format the cells with contents
that fit your criteria. When you do this, Excel displays a variant of the Format
Cells dialog box (see Figure). Use it specify the font, font size, font effects, and
font color you want to use for cells that contain labels or values meeting your
conditions. Click OK to close the Format Cells dialog box and return to the
Conditional Formatting dialog box.

4. Click Add, and Excel adds the conditional formatting rule. If you want to specify
multiple criteria, repeat steps 1 and 2 for the other criteria. .
5. Click OK, and Excel applies the conditional formatting.

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How to Create
Formulas in
Excel
Things to know…
• Formulas are entered in the cell (or the Formula Bar of the cell) where
you want Excel to put the answer.
• You must begin a formula with an equals sign “=”.
• In formulas, cell names function as variables.

Example:
In order to create a formula that will express the calculation:

12 units times $4.00 each equals $48.00 total

What should we enter in cell C2 in order to calculate the total?

= A2 * B2

This formula is instructing Excel to multiply the value in cell A2 by the value
in B2 and finally, to enter the solution (what the formula is equal to) in cell
C2.

Note: You can see the formula entered in cell C2 in the Formula Bar because
we are clicked in cell C2.

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How to Use the

Sum Function
in Excel

There are several ways we can add (or sum) the totals together.
1. Click in cell C9 and click the AutoSum icon. Then press the
Enter key.
2. Highlight cells C3 through C8 and click the AutoSum icon. Then
press the Enter key.

3. Enter a formula in cell C9 by entering “=SUM(“ and then highlighting

cells C3 through C8 and then entering “)” and pressing the Enter key.

4. Enter a formula in cell C9 by entering “=SUM(C3:C8)”. This formula

is saying take the sum of cells C3 through C8 and enter it in cell C9.

No matter how you choose to add (or sum) the totals together you will get the
correct answer. If you click in cell C9 after using one of the above methods,
the formula will appear as such: “=SUM(C3:C8)” in the formula bar.

5. Enter a basic formula in cell C9 by entering

“=C3 + C4 + C5 + C6 + C7 + C8” and pressing enter.

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Tips

Num Tip
1 To Insert a Row
• Select the row below where you want to insert a new one by
clicking in the number.
• Right click with your mouse still over that row number
• Click the “Insert” option.
2 To Insert a Column
• Select the column to the right of where you want to insert a new
one by clicking in the letter.
• Right click with your mouse still over that column letter
• Click the “Insert” option.
3 To Select Nonconsecutive Cells, Rows, or Columns
• Use your mouse to select the first consecutive range of cells,
rows, or columns.
• Press and hold the Ctrl key down.
• Use your mouse to select the other nonconsecutive ranges of
cells, rows, or columns.
• Release the Ctrl key.
• Format the selected cells, rows, or columns appropriately.

Note: The cell that the “4” is in is not shaded like the other
selected cells are, this just indicates that it was the last cell you
clicked in, it is selected so do not worry.

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Tips
(continued)
Num Tip
4 Wrap Text within a Cell
• Click the Format menu.
• Click the “Cells” option.
• Click the Alignment tab on the Format Cells box that pops up.
• Click in the Wrap Text check box to check it.

Before:

After:

5 Adding a Line Break within the Same Cell

• At the end of the first line press and hold the Alt key.
• Press the Enter key.
• Release the Alt key.
• Enter the second line.

Before:

After:

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Microsoft Excel 2003 Easy Guide

Creating a Chart or Graph

Step 1 - Launch Excel - If Excel is already open on your workstation open

a new Excel workbook, There are three ways to do that.
1. Go to the 2. Go to
Standard toolbar the File
and click on the menu and
New Workbook select
button. New.
3. Use a keyboard combination: on a Macintosh use Command + N
and on a Windows computer use Ctrl + N

Step 2 - Enter the data to be graphed. For the purpose of this lesson you
will use data from a Favorite Fruit Survey. Enter it as you see below:

Step 3 - Highlight data to be graphed. Do not include the row with

heading titles, only the names of fruit and the numbers. If your worksheet
looks like the one above; put your cursor in call A2, click hold the mouse
button down and drag to cell B7. Highlighted data should look like the
image below:

Note: Cell A2 is selected, the select color extends around the cell

Step 4 - Select the Chart Wizard. That is done by going to the Insert
menu and selecting Chart. You can also click on the Chart Wizard button
on the Standard toolbar.

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Step 5 - From the Chart Wizard box that opens select Chart type. For this
activity, I selected pie.

After you have selected the Chart type, click and hold your mouse pointer
down on the Press and Hold... button to see what your data looks like in the
chart type you selected. If you do not like the look, select another chart
type. After you have selected the chart type you will have two options:

• Select Next and let Chart Wizard show you a series of options
to make changes to your chart.
• Select Finish and Chart Wizard puts your completed chart on
the spreadsheet. You can see the finished product below.

The second step taken by Chart Wizard is to verify the range of data being
used for this chart. The Data range displayed below is read "all cells from
A2 to B7."

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Notice where the cursor is located in the dialog box above. It is pointing to
the small box at the end of the line where the Data range is displayed. If the
data range should be changed, click on the box the cursor is pointing to.

The dialog box shrinks allowing you to see your entire spreadsheet. You can
edit the data range in this small window. When you are finished, click the
same box at the end to restore the window.

Select Next to go to the dialog box below. This box allows you to add a title
to the chart, make changes on the legend, or make changes on the data
labels.

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Select Next to move to the final dialog box which allows you to see the
chart as a new sheet or place it on one of the sheets in your workbook.

If you let the Chart Wizard finish your chart after the first dialog box, or
work through each of the four steps, your chart will look something like the
one below.

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Animate an Excel Chart in PowerPoint (Office 2002)

Excel charts aid in the interpretation of data. If you are displaying the chart in a
PowerPoint show, an effective way to display the chart is one column at a time.

Step 1 - Create a chart in Excel.

Step 2 - After the chart has been created, click in the white area surrounding the chart
to select the entire chart. Copy the chart by holding down the Ctrl key before you tap
the C key. (Note: right-clicking to copy is not available to copy an Excel chart.) You
will know the chart has been copied when you see the "marching ants" around the
entire chart.

Step 3 - Open PowerPoint and select blank slide for slide one. Paste the copied chart
onto the slide by holding down the Ctrl key and tapping on the V key one time.

Step 4 - From the Slide Show menu on the Menu bar, select Custom Animation. A
Custom Animation pane opens on the right side of your screen. If Add Effect is
grayed out, the chart was not selected before you went to this step. Click on the chart
one time and Add Effect will be available. Select Entrance and then Dissolve In. If
you do not see Dissolve In click on More Effects. (Note: some animations will not
work for chart animation)

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Step 5 - After selecting the effect, a rectangle with a green star appears just below the
effect speed block. Click on the down arrow at the right end of the rectangle, and
choose Effect Options.

Step 6 - When the Effect Option dialog box pops-up, select the Chart Animation tab.
What you select next depends on how you want the columns to appear on the chart.
Using the chart seen below step 1 above, here is what the choices would mean:

By series would display all of the red bars at once, and then a click would display all
of the yellow bars
By category would display both bars in a month, and then a click would display the
next month
By element in series would display the January red bar and then a click would
display the February red bar
By element in category would display the January red bar and then a click would
display the January yellow bar

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Step 7 - Before you click OK in the window seen above, click in the box labeled
Animate Grid and Legend to deselect that option. You may try it both ways, but I
prefer to have the basic chart on the slide as soon as the slide is displayed. That is just
personal preference however.

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Drawing
Excel includes a drawing tool which you can use to add lines, arrows, shapes and
images to your workbooks. To begin drawing, display the Drawing toolbar by
choosing the View-Toolbars-Drawing command (see Figure).

Drawing lines, Arrows, Rectangles and Ovals

The Drawing toolbar includes buttons for drawing lines, arrows, rectangles (including
squares) and ovals (including circles):
− To draw a line or arrow, click the Line or Arrow button. When Excel opens a
drawing canvas, click at the point where your line or arrow should begin and drag
the mouse to the point where the line or arrow should end.
− To draw a rectangle, click the Rectangle button. When Excel opens a drawing
canvas, click at the point where the rectangle’s top left corner should be and drag
the mouse to the point where the rectangle’s bottom right corner should be.
− To draw an oval, click the Oval button. When Excel opens a drawing canvas, click
at the point where the oval’s top left corner should be and drag the mouse to the
point where the oval’s bottom right corner should be.
Drawing Auto shapes
− The Drawing toolbar includes an AutoShapes tool which lets you draw dozens and
dozens of common shapes such as hearts, stars, polygons, and flow chart symbols.
To draw an auto shape, click the AutoShapes tool and then select one of the
AutoShapes menu commands: Lines, Connectors (which are shapes that connect
lines), Basic Shapes, Block Arrows, Stars And Banners, Callouts or More Shapes.
When Excel displays a list of the autoshapes with the selected category, click the
one you want to add and then drag the mouse to size and position the autoshape
(see Figure).

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Working with the Draw Menus commands

The Draw menu, opened when you click the Draw button the Drawing toolbar,
displays a dozen commands you can use if use the Drawing toolbar to create more
complex drawings.
ƒ Group. The Group command groups the selected objects so they can be
moved, sized, and formatted as a group.
ƒ Ungroup. The ungroup command ungroup previously grouped items.
ƒ Regroup. The Regroup command groups previously ungrouped items.
ƒ Order. The Order command displays a submenu of commands you can use to
move the selected object or objects to the front or back of other objects in the
drawing.
ƒ Snap. The Snap command displays a submenu of commands you use to tell
Excel to move an object, or snap the object, so it aligns perfectly with
worksheet grid or another object.
ƒ Nudge. The Nudge command displays a submenu menu of commands you can
use to nudge, or slightly move, the selected object or objects up, down, right or
left.
ƒ Align Or Distribute. The Align Or Distribute command displays a submenu
of commands you can use to change the alignment (right versus left, for
example) or distribution (horizontal versus vertical) for the selected object or
objects.
ƒ Rotate Or Flip. The Rotate Or Flip command displays a submenu of
commands you can use to rotate an object and to horizontally or vertically flip
an object.
ƒ Reroute Connectors. The Reroute Connectors command lets you change
where connectors connect.
ƒ Edit Points. The Edit Points command lets you change the line used in a
curve, a freeform shape or a scribble.
ƒ Change AutoShape. The Change AutoShape command lets you change the
auto shape of the selected auto shape object.
ƒ Set AutoShape Default. The Set AutoShape Default command lets you pick
the default auto shape used within each auto shape category.

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Commonly used keyboard combinations

To use one of these combinations Hold the Ctrl or Alt key down and strike the letter
key
Cut- Removes the selection
Open a new workbook from the active document
Ctrl+N Ctrl+X
quickly. and places it on the
clipboard.
Opens a previously saved Copies the selection to the
Ctrl+O Ctrl+C
document. clipboard
Paste - Inserts the contents of
Closes the active
the clipboard at the insertion
Ctrl+W window, but does not Ctrl+V
point (cursor) or whatever is
Exit Excel.
selected.
Saves the active
document with its current Selects all on the active
Ctrl+S Ctrl+A
file name, location and worksheet.
format.
Prints the active file, also
Find - Searches for specified
Ctrl+P gives the opportunity to Ctrl+F
text in the active document
change print options
Bold - Formats selected text;
Exit - Closes Microsoft
Alt+F4 Ctrl+B make text bold, or remove
Excel.
bold formatting
Undo the last action. Italic - Formats selected text;
Ctrl+Z This selection can be Ctrl+I make text italic or remove
repeated several times. italic
Redo - After an action
Underline - Formats selected
has been undone, it can
Ctrl+Y Ctrl+U text; make text underlined or
be reinstated in the
remove underline
document.

Less commonly used keyboard combinations

To use any of these combinations hold down the first key(s) and tap the last
key one time.
Release the held keys when the action is completed
Move to
Select the Select the
the
next sheet previous
previous
in the sheet in the
workbook
workbook workbook
or window
Complete Complete a Move to
a cell cell entry the

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entry and and move previous

move to to the left workbook
the right in the or window
in the selection
selection
Complete
Move to
a cell entry
the next Start a new
and move
workbook line in the
down in
or same cell
the
window
selection
Move to
the next
Start a Cancel a
workbook
formula cell entry
or
window
In print
In print
preview, In print
preview,
move to preview,
move to
the first move to the
the last
page last page
page when
when when
zoomed
zoomed zoomed out
out
out
In print
preview, Move
Complete a
move to between
cell entry
the first unlocked
and move
page cells on a
up in the
when protected
selection
zoomed worksheet
out
Prints the
active file,
also gives
Insert a Insert a the
new new opportunit
worksheet worksheet y to
change
print
options
Create a
chart that Select the
Select the
uses the entire
entire row
current column
range

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Create a
chart that
Enter the Enter the
uses the
time date
current
range
Insert a Fill to the
Fill down
hyperlink right
In a cell
with a
hyperlink, Apply the Remove
this outline outline
activates border borders
the
hyperlink
Select the
Apply the Apply the current
percentag currency region
e format format around the
active cell
Insert the
Hide
Hide rows Auto Sum
columns
formula
Display
the
un hide un hide
Format
rows columns
Cells
dialog box
Complete
Create
a cell Show, or
names from
entry and hide, the
row and
move up Standard
column
in the toolbar
labels
selection
Displays all
formulas in
a
worksheet,
repeat to
hide
If text is already selected and you want to extend the selection area
Extend selection one Extend selection one
character to the left in the character to the right in the
formula bar, or one cell to formula bar, or one cell to
the left in the worksheet the right in the worksheet

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Extend selection to the last Extend selection to the to

non blank cell to the right the last non blank cell to
or above a selected cell. the left or below a selected
cell
If you want to move the cursor
One character to the right
One character to the left in
in the formula bar or one
the formula bar or one cell
cell to the right in the
to the left in the worksheet
worksheet
One word to the right in One word to the left in the
the formula bar formula bar
To the end of a document To the beginning of a
or to the right edge of the document or to the left
formula bar edge of the formula bar

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Using a Macro to perform a sequence of operations

The procedure for recording as macro is the same, regardless of how many steps are
involved in the action that will be performed. For that reason, this module will
demonstrate a simple macro. After data is entered into four boxes, each box will be
selected and the data will be cleared from the cells. The keystrokes which are used to
perform this will be recorded as a macro. Although a macro can be started by a
keystroke combination, the process is made more simple if a button is associated with
the macro. Therefore the first step will be the addition of a button maker on the
toolbar.

Step 1 - Launch Excel. From the View menu select Toolbars then select Customize.
When the Customize window opens, select the Commands tab.

Step 2 - In the Categories section of this window, select Forms. Button will be one
of the choices near the top of the Commands section of this window. Click and drag
the button icon from the Customize window to any spot on the toolbar. I decided to
drop the button icon just to the right of the Format Painter button.

From the Commands section of the Customize window seen above, you may use the
Check Box or the Option Button as the object which is used to initiate the action
recorded in your macro. That choice will be up to you.

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Next you create the Excel worksheet upon which the macro will be acting. I will set
up a series of four colored boxes in which data will be entered. When someone selects
the button which begins the macro, all entered data will be cleared from the colored
boxes. The order in which the operation will be accomplished is as follows; enter
data, start recording macro, clear data from the colored cells, then finally stop
recording the macro.

Create the worksheet - I typed four simple requests for information and provided
four colored blocks for the data.

Draw and label the button which will begin the macro - After writing the
worksheet, and entering data on the sheet, select the button tool that you added to the
toolbar. When you move the cursor back into the worksheet it will have changed to a
cross hair Decide where you want to place the button, then click and drag to draw the
size of the button. You can edit this button later. As soon as you are finished drawing
the button the Assign Macro windows will pop up. Name the macro (I named mine
clear_it) and use the pull down menu beside Macros in: to select This Workbook.

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Record the Macro - After you have named your macro and chosen whether you want
to associate it with all workbooks or just this workbook, it is time to click on
Record... to start recording the macro. You will be presented with a Record Macro
window

This window will allow you to associate the macro with a shortcut keystroke
combination. Several keystroke combinations of Ctrl and some other key already
exist. If you choose this option, stay away from those that you know and use often.
The advantage of using a button to initiate the macro is that you do not have to
remember the keystroke combination. You are now ready to click OK to begin
recording whatever keystrokes you want your macro to remember. This should be
done after you are sure exactly what you want to do. Any stray keystrokes will be
recorded in your macro.

Perform the action you want the macro to perform later - I selected each of the
colored blocks by holding down the Ctrl key and clicking on each block one at a
time. Mac users hold down the Command key while you click on the blocks one at a
time. After all blocks that are to be cleared have been selected, choose Clear then
Contents from the Edit menu.

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Stop recording the macro - When the colored cells have been cleared, stop the
macro. This can be accomplished in one of two ways.

1. When you start recording a control box should appear on your screen. If so,
select Stop Recording.

2. If you do not see the control box, select Macro then Stop Recording
from the Tools menu.

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Time for some housekeeping - If you followed these steps exactly, you now have a
button which will clear entered data from the colored blocks. However, the button is
named Button. You know what the button does, but no one else will know. Right-
click on the button and choose Edit Text. Highlight the current name of the button
and rename it.

If you want to change the font, size, color or style of the text, select Format Control.

Test your new macro - Enter data into each of the colored blocks. Click on the
button you drew to start the macro. The colored blocks should be clear, ready for the
next person. In my example the blocks are selected. That is because I stopped the
macro as soon as the data was cleared. If I had clicked into the starting cell before
stopping the macro recording the cursor would be back at the starting point for the
next person.

Before After

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See a sample worksheet - A sample of the workbook used in the production of this
tutorial is available. After selecting the link to download the workbook, select Save.
When you open the workbook choose Enable Macros.

Download a copy of the Excel workbook named macro_simple.xls

If you automatically get the message that the macros are disabled you must change the
security level in excel. From the Tools menu select Macro then Security. Change
your security setting from High to Medium.

Close the worksheet named macro_simple and do not save the changes. When you
open the worksheet the next time you will be given the opportunity to enable macros.

Be aware that the macro is very specific. I instructed mine to clear data from E4, E6,
E8 and E10. Anything typed in any other location would not be affected by this
macro. Good luck writing macros!

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