Excel Introduction: Academic Computing Services A Division of Information Services
Excel Introduction: Academic Computing Services A Division of Information Services
Contents
Introduction ....................................................................................................................... 2
Objectives ......................................................................................................................... 2
Prerequisites ..................................................................................................................... 2
Related Training Available from ACS................................................................................ 2
Definitions ......................................................................................................................... 3
Creating and Opening Excel Workbooks .......................................................................... 3
Inside an Excel Worksheet................................................................................................ 5
Creating Formulas........................................................................................................... 10
Editing & Deleting Formulas............................................................................................ 12
Copying Formulas and Values ........................................................................................ 13
Changing the Workbook or Worksheet Appearance....................................................... 16
Getting Additional Help ................................................................................................... 22
Introduction
Excel is a spreadsheet program that allows users to create worksheets that store
information in workbook files. The built-in functions allow users to create and edit
formulas; copy and move data; format worksheets; and set up worksheets for printing.
Objectives
The goal of this workshop is to introduce participants to the introductory commands and
features of the Excel program. After today's workshop, participants will be able to:
• Create, open, and save Excel workbooks
• Select, copy, and move data
• Create formulas using relative and absolute references
• Format worksheets
• Use Page Setup to set up worksheets for printing
Prerequisites
It is assumed that the participants in this workshop have basic computing skills and know
how to use the Macintosh or Windows operating system to maintain files and
directories/subdirectories, open, close, and save files.
Definitions
Term Definition
Cell Cells form where rows and columns intersect. To refer to a cell, enter
the column letter followed by the row number. For example, C15 refers
to the cell at the intersection of column C and row 15.
Workbook In Excel, a workbook is the file in which you work and store your data.
Because each workbook can contain many sheets, you can organize
various kinds of related information in a single file. By default, all new
workbooks contain three worksheets.
Worksheet Worksheets consist of cells that are organized into alphabetical labeled
(Spreadsheet) columns and numerically labeled rows and are always located within
workbooks. They are used to list, organize, and calculate data.
Information can be linked from one worksheet to another in the same
workbook or in different workbooks.
2. Change the folder (if needed) to find the file you want.
3. Select the file name and double click on it or click on the Open button.
letters.
Key Direction
Ctrl/End Moves the active cell the last cell that contains
data.
F2 key (function Opens the active cell for you to edit the data in it.
key)
Cell Contents
Cells can contain one of four types of values: text, numbers, dates and times, and
formulas. Each cell can hold up to 32,767 characters.
Text
Text is any combination of numbers, spaces, and nonnumeric characters. All cells that
Excel considers to be text will be left aligned. In the following example, these entries
would be treated as text:
1025A63N (this has numbers and letters)
123XYZ (this has numbers and letters)
10[72 (contains a non-numeric character )
123 456 (contains a space)
Numbers
Numbers include the numeric characters 0-9 and the following special characters:
,+-()/Ee$%.
If a number is wider than the cell, ######## is displayed. To display the cell contents,
resize the column. Excel stores numbers up to 15 digits of accuracy (but fewer digits
may be displayed at any time). The largest positive number is 9.99999999999999E307
and the smallest positive number is 1E-307. By default, negative numbers are preceded
by a minus sign. However, they can be formatted to be enclosed in parenthesis or
displayed in red. Entering a dollar sign ($) before a number or a percent (%) symbol after
changes the display of the number.
6/9/01 m/d/y
9-June-01 dd-mmmm-yy
June-01 mmmm-yy
9-June dd-mmmm
18:00 h:mm
Formulas
A formula calculates a new value from existing values. An Excel formula can contain a
combination of constant values, cell references, range names, functions, and/or operators.
Cell references are merely the address of a cell, expressed in the form a column label and
then a row label. For example, A1 is the address of the first cell in a worksheet. Ranges
names are covered in more advanced Excel workshops. Formulas always begin with an
equal sign (=). Here are a few examples:
Constant Values
=(456+57)*32
Cell References
=D3/F13
Range Names
=D3*Tax
Functions
Excel contains many predefined, or built-in functions. Functions can be used to perform
simple or complex calculations. Some of the most frequently used function are the SUM,
AVERAGE, PMT, DLOOKUP, and IF functions. Here is an example of the sum function
using the cell range operator : (see the Reference
operators below).
=SUM(D3:D7)
Operators
Operators specify the type of calculation that you want to perform on the elements of a
formula. Microsoft Excel includes four different types of calculation operators:
Academic Computing Services -8- © 2003 The University of Kansas
A Division of Information Services
ACS Computer Training
Excel Introduction
Arithmetic
Operator Meaning
* Multiplication
/ Division
+ Addition
- Subtraction
% Percent
^ Exponentiation
Comparison
Operator Meaning
= Equality
<> Inequality
Text
Operator Meaning
Reference
Operator Meaning
Creating Formulas
There are a couple of ways in which you can create a formula: type the formula into the
formula bar or directly into the cell; use Excel’s built in Insert Function utility; or use
AutoSum to have Excel automatically create a summation formula to add a group or
range of numbers.
Alternatively: You can achieve the same results by typing the formula into the
Formula Bar. Anything you type here will become the contents of
the active cell.
Insert Function
The Insert Function utility (which comes up when you click on the Insert Function
button on the Formula Bar) can help you enter worksheet functions. The Insert
Academic Computing Services - 10 - © 2003 The University of Kansas
A Division of Information Services
ACS Computer Training
Excel Introduction
Function utility provides such information as what functions calculate, what data they
need to perform that calculation (called the arguments), and what the intermediate
results are as you build the function. To display the Insert Function utility:
1. Make active by clicking on it the cell in which you want the results to appear.
2. Click on the Insert Function button .
• The value of each individual argument is calculated and displayed to the right of
the argument’s input field, and the overall result of the function is displayed at
the bottom next to Formula Result =.
The Function Arguments window for the Average function. Note that the three
arguments entered take the form of a number, a range reference, and a formula result,
respectively. The value of each argument is displayed to the right of the input field.
6. Fill in the arguments and click OK. The Function Arguments window will close
and return you to your spreadsheet with the results in the active cell. The formula
will appear in the Formula Bar.
Using AutoSum
Excel’s AutoSum feature is a quick and easy way to build a summation formula for a group
of numbers or range of cells. It is most commonly used to sum a contiguous set of cells on
the same row or in the same column. To do this, simply make active the last cell after the
contiguous set of cells to sum. Then click the AutoSum button . Excel will make some
reasonable assumptions about what you want to sum and will create the summation formula
for you, placing the result in the cell you selected.
• You can make edits in the Formula Bar by changing the contents directly, or
you can make edits in the cell by clicking once more into the contents. This is
the best method to edit formulas that don’t make use of built-in Excel functions.
Be sure to press Enter or click on the green checkmark in the Formula Bar to
commit the changes.
• Or you can click on the Insert Function button. This is the best method for cells
that contain built-in Excel functions. This will take you directly to the Function
Arguments window for the function you are editing, with the current argument
values already in place for you to edit.
Note: If you click on the Insert Function button for an active cell that does
not contain any built-in Excel functions, the Insert Function utility
will appear, allowing you to choose a new function to add to the cell.
The function will be combined with the current formula with the
addition operator (i.e. its result will be added to the current result).
AutoFill
AutoFill is a quick and easy way to copy a formula to adjacent cells. To use the
AutoFill feature, do the following:
1. Click on the cell whose formula you want to copy.
Place your mouse in the lower right corner of the cell. Your selection cross will turn
into the AutoFill cross.
2. Click and drag with the AutoFill cursor to the adjacent cells where you want the
formula to be copied.
3. When you release the click, the results will appear in each cell.
When you copy a formula to other cells using the AutoFill method, Excel may adjust the
formula’s references to data based on the relative position of the new copy. Excel only
Relative References
In relative references, the address used to refer to a cell or range of cells is based upon
that cell’s or range’s position relative to the cell that contains the formula. When you
copy a formula that uses relative references, Excel automatically adjusts the references in
the pasted formula to refer to different cells that have the same position relative to the
newly created formula. For example, the figure below shows the formula =SUM(A1:A5)
located in cell B2. If you were to copy that formula to, say, cell D2, the references in the
formula would be adjusted automatically by Excel and the new formula would read
=SUM(C1:C5). The adjustment made by Excel is to keep the range reference (originally
A1:A5) in the same position relative to the new location of the formula. Thus, since the
formula has been moved to the right two cells (from B2 to D2), the cell range should be
adjusted to the right by the same amount (from A1:A5 to C1:C5). Note that since the
formula remains in the same row (row 2) there is no need to adjust the row references in
the range reference, and this is why the 1 and 5 (in A1:A5) do not change upon copying.
Relative references are used most commonly on data that is continuous. That is, if you
have 20 numbers in column A and 20 in column B and you want column C to be the sum
of each pair of numbers as you go down the row, then it is appropriate to use relative
references in the summation formula. This is because the data change location in the
same manner that the formulas will change location as you go down column C.
Absolute References
It may not be desirable to have Excel adjust the references in your formula, however. For
example, if you have a single value that you want to add to every number in a column,
then relative references will not work upon copying the formula for the addition. To see
why, consider: you type in the first formula in cell C1 to read =SUM(B1,A1); this
formula has no problems, yet. When you copy the formula down the column, however,
problems arise. Excel automatically adjusts the relative reference in this formula to read
= SUM(B2,A2), =SUM(B3,A3), and so on down the column as you copy the formula.
This is not what is desired; what is desired is to have the references to numbers in column
B change as the formula is copied down, but the reference to cell A1 to remain the same,
since is must be used in every formula.
To keep Excel from altering references when formulas are copied, you can insert a dollar
signe ($) before either or both of the column or row number in the address of the cell. In
the preceding example, we would change the reference in the formula to the 5 in cell A1
to be A$1, and thus the 1 would not be changed by Excel upon copying the formula.
(You could put $ in front of the A as well, but it is not necessary since Excel will not
change it as you copy the formula down column C). In the figure above, we see that the
formula now has an absolute reference to row 1 in column A, and as is shown, that
reference has not been changed after copying the formula down column C.
Copying Values
Sometimes, you might only want to copy the cell result or value instead of the formula.
To do this, you can do the following:
1. Click on the cell whose value you want to copy.
2. Click on your copy button , Edit > Copy, or press Ctrl-C.
3. Activate the cell you want to copy the value to by clicking on it.
4. Click on the down arrow next to the past button on the Standard toolbar.
5. Click on Values.
6. When you look in the formula bar, you should only see the value you just copied, not
the formula.
Workbook Maintenance
Often times, you need to add, delete, rearrange, and name worksheets in your workbooks.
Keeping your workbooks organized can help you find your information quickly and
easily.
Naming Worksheets
To name a worksheet something other than the default, you can do the following:
1. Place the mouse pointer directly on the worksheet tab you want to rename.
2. Double click to highlight the name of the sheet.
3. Type over the existing name and press Enter or click anywhere in the worksheet.
Adding Worksheets
To add a new worksheet to your workbook, do the following:
1. Click on the sheet tab before which you want the new worksheet.
2. Click on Insert > Worksheet.
3. The new worksheet will appear.
4. Rename the worksheet as needed.
Rearranging Worksheets
There are a couple of ways in which you can rearrange worksheets. One is to move it to
a new location within the same workbook and another is to move or copy it to a different
workbook.
2. Click and drag the sheet tab. As you do this, you will see an icon similar to a piece
of paper under your mouse cursor, with a small black arrow indicating where the
sheet will be placed.
3. Continue to drag the sheet until the arrow points to the place you want to move the
sheet.
4. When you let go of the click, the sheet will be moved.
Note: To copy the sheet, but not move it, make sure you check the box that
says Create a copy. Otherwise, you will move the sheet instead of
copying it.
6. When the move or copy dialog box opens, choose the name of the workbook you
want to move or copy your sheet to from the To Book: drop down list.
7. Click on the sheet name you want to want to move or copy the sheet in front of from
the Before Sheet: box.
8. Click OK.
9. Excel will switch you to the other workbook. Make sure you save your changes
before closing the book to which you just moved or copied the sheet.
Deleting Worksheets
You can also delete worksheets you no longer need from your workbooks. Make sure
that you only delete sheets you know for sure you no longer need or want. When you
delete an Excel spreadsheet, it is permanent. Here are the steps for that:
1. Click on the sheet tab of the worksheet you want to permanently delete.
2. Click on Edit > Delete Sheet. A dialog box will appear to confirm the deletion.
3. Click OK to permanently delete the entire worksheet. If you change your mind and
decide not to delete the spreadsheet, click Cancel.
Worksheet Maintenance
There might be times when you need to add or delete cells, rows, or columns to your
worksheets. All of these things can be easily done.
Formatting Worksheets
There are several ways to format your Excel worksheets, whether you’re trying to format
the cells or the cell contents. One way is to the Formatting toolbar or the format dialog
box. Another way is to use a feature called AutoFormat. The AutoFormat option is a
great way to format your spreadsheet quickly. Even if you choose this option, you can
still modify specific formatting afterwards.
If you want more options than what the Formatting toolbar offers, then use the Format
Cells dialog box instead. Make sure you click on the cell or groups of cells you want to
Academic Computing Services - 19 - © 2003 The University of Kansas
A Division of Information Services
ACS Computer Training
Excel Introduction
format and then click Format > Cells…. When the Format Cells dialog box opens, you
will notice that there are six different tabs from which you can choose: Number,
Alignment, Font, Borders, Patterns, and Protection. Make any changes you need to and
then click on OK. Here is a picture of the Alignment tab in the Format Cells dialog box:
Note: On the Protection tab, you’ll notice the note that says locking cells or
hiding formulas will only work if the worksheet is protected.
Protecting worksheets is not covered in this class. It will be covered in
the Excel: Functions and Data Analysis Tools workshop.
AutoFormat
Excel’s AutoFormat feature is a great way to quickly format your worksheet. To use it,
do the following:
1. Select the group of cells you want to format.
2. Click Format > AutoFormat….
3. The AutoFormat dialog box will open and allow you to change the format of your
worksheet based on the schemes presented in the pictures.
4. If you want to change any of the formatting options, click on the Options… button in
the AutoFormat dialog box.
5. Once you find a format you like, click on it and then click OK to format your cells
and close the dialog box.
Clearing Formats
If you decide you don’t like the format you’ve chosen for your cells, you can quickly
clear the format without deleting the contents of the cells. To do this:
1. Select the groups of cells whose format you want to clear.
2. Click on Edit > Clear > Formats.
Note: Make sure you only choose Formats. If you choose All or Contents,
you will delete the information as well. If this accidentally happens,
just click on your Undo button or click Edit > Undo and
everything will reappear.
3. The format of your cells will be changed back to normal (no formatting applied) but
the information will still be there.