Microsoft Excel For Beginners
Uploaded by
The Greate LibraryMicrosoft Excel For Beginners
Uploaded by
The Greate Library0 Office
M icrosof t Excel fo r Beginners
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Microsoft Excel for Beginners
2.0 hours
This is a basic computer workshop. Microsoft Excel is a spreadsheet program. We use it to
create reports that need calculations and charts. ln this workshop we will learn how t o m ov e
around and work inside the spreadsheet.
Vocabulary 1
Status Bar Modes 1
Keyboard Navigation 2
Ribbon 2
Clipboard 2
Formatting Celis 3
Cells Structures 4
lnserting 4
Deleting 5
Cell Size (Row Height/Co lumn W idt h) 5
Fill Handle 6
Building an Equation 6
Type in the exact cell address 6
Use the mouse to point to the cell address 7
Mathemat ical Operat ions 7
AutoSum 7
Exercise 1: Customers 8
Resizing Columns 8
Freeze Panes (Lock Tit les to Top of Page) 8
Format 9
Exercise 2: Quarter Tota l 10
Fill Handle 10
Format 10
Chart 10
Exercise 3: Items by Quarter 11
lnsert Rows 11
Merged Tit le 11
Fill Handle Across 11
Total Row (AutoSum) 11
Exercise 4: Sales Report 12
Format 12
Math 12
Grand Total 12
UFRORioA.
Pandora Rose Cowart
Education/Train ing Specialist
UF Health IT Training
C3-013 Communicore (352) 273-5051
PO Box 100152 prcowart @ufl.edu
Gainesvil le, Fl 32610-0152 http:/ / t raining.health.u fl edu
Upda ted: 1/ 16 /2 018
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Vocabulary
M icrosoft Excel is a spreadsheet program. We use it to create reports that need calculations and charts.
1. An Excel file is called a W orkbook.
Default t it le is Bookl
2. Ribbon broken into Tabs (Home, lnsert, Page Layout...)
Tabs broken into groups (Clipboard, Font, Alignment)
3. Name box (left) and fo rm ula bar (right)
Name box shows address of current cell
Formula bar shows contents of current cell
4. Columns Headings are Lettered, Row s Headings are
Numbered Columns of a building, rows of chairs
S. Worksheet navigation buttons, Worksheet tabs
Sheetl
6. St atu s bar
Excel behaves differently depending on the current "mode"
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Statu s Bar Modes
- Ready mode. This means nothing is being entered or edited on the spreadsheet.
- Enter mode. This mode is when you are doing data entry, just typing in the contents.
- Edit mode. Edit the contents of the current cell. Double-click on a cell with data in it , or click inside
the formula bar for this mode.
- Point mode. Used when linking to cell addresses wit h in a formula or from an Excel dialog w indow.
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Keyboard Navigation
Key Ready 1 Enter Edit Point
Enter Move Down Accept changes and move down
Shift-Enter Move Up Accept changes and move up
Tab Move Right Accept changes and move right
Shift-Tab Move Left Accept changes and move Left
Arrow Keys Moves to another cell Moves between Points to an
characters in cell address of a cell
Home Moves to first column Moves to the front of Points to cell in
the line in the cell column A
Ctrl-Home Moves to the beginning cell of the Points to the
worksheet {Al) beginning of the
worksheet
Ribbon
The images of Excel in t his packet w ere copied from a w ide screen monitor. W ith the w ide screen the
ribbon is stretched across the w indow and 1 can see a Ilthe buttons. If you are working on a narrower
window, Excel will try to clump the groups together and the layout may look a lit t le different than the
ones shown here, but all the buttons will be there.
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Here we can see how the font group is now three buttons high, and how some of the buttons like Cut
and Copy have lost their text labels.
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Clipboard
Cut, Copy and Paste are clipboard features built into W indows. The clipboard is a temporary storage
place for pictures and data. The W indows clipboard can only store one item at a t ime. Microsoft Office
has a Mu lt i-Clipboard that can store 24 items, but the Paste button and the shortcuts for the Paste
option only correspond to the most recently copied item. The clipboard pane must be displayed to be
able to use t h is feature.
Cut - Copies selection to the clipboard. If the selection is text or an image, it will
disappear. If it's a cell, Excel waits until you paste it to delete the original cell.
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Copy - Copies selection to the clipboard.
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Paste
Paste - Retrieves most recent text/object on the clipboard. <il Format Painter
Cl p board r.
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Formatting Ce/ls
The most formatt i ng options are found on the Home Tab. Ali the options can be found i n the Format
Celis w indow. This contains several tabs t o help us format the contents of our spreadsheet. This w indow
can be opened by using the Mo r e O pt i ons button at the end of the Format, Alignm en t and Number
groups. You can also use the Keyboard Shortcut - Ctrl- 1 or choose Format Cel ls.. from the r ight-click
shortcut menu.
Font 1 2 3 4
1. Font - Sets the font of the selected cell(s). Fonts are
d ifferent ways to show t h e same letters.
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2. Font Siz e - Sets the size of the letters (the font ). Larger B I y . --t··:
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numbers give larger fonts.
lncrease Font - lncreases the font size
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4. Decrease Font - Decreases t he font size 7 11
S. Bold - Makes the selected cell(s) Bold
6. It a lie - Makes the selected cell(s) ltalicized
7. Underline - Makes the selected cell(s) Underlined. The drop down has a double underline.
8. Borders - Adds and removes borders for t he selected cell(s). The drop down has Mo r e Borders..
9. Fil l Colo r - Changes the background color of the selected cell(s).
10. Font Color - Changes the color of the font of the selected cell(s).
11 . Mo r e O pt ions - Th is button w ill open the Format Cells d ialog w indow.
Alignment 1 2 3 4 5
1. Top Align - Vertically aligns to the top of the cell.
2. Mid dle Align - V e r t ically aligns to m iddle of t he cell. · & ' w r a p Text
+§ +§ Merge & Center •
the cell. ent r.
4. O r ien t a t io n - Rotates the contents of the cell to 6 7 8 9 10 11 12
the currently d isplayed option.
S. Wrap Text - Displays contents o n m ult i ple lines w it h in the cell's column width.
6.Align Text Left - Horizontally aligns the contents t o the left side of the column.
7. Cen t er - Horizontally aligns the contents t o the center of the cell.
8. Al ign Text Rig ht - Horizontally aligns the contents t o the right side of the cell.
9.Decrease lndent - Decreases the space between the text and the cell border 10.
lncrease lndent - lncreases the space between the text and the cell border
11. Merge and Cen t er - Joins selected (adjacent) celis into one cell and centers the result. If there is
data in more than one cell, Excel w ill only keep the i nformation f r o m the upper left cell.
1 2 . M o r e Opt ions - Th is button w il l open the Format Celis dia log window t o the Alignment Tab.
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Number 1
1. Number Format - Allows you to change the way numeric values are General
displayed on the spreadsheet. The drop down arrow gives you a list of
the most common formats, including a More Number Formats option.
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2. Currency Style - Sets the selected cell(s) to the Currency Style, t h is r.
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style keeps the dollar signs on the left side of the cell, and the 2 3 4 5 6 7
number on the right side. The drop down arrow gives you a list of
other currency formats, such as the Euro {€).
3. Percent Style - Sets the selected cell(s) to the Percent Style, t h is style has zero decima l places.
Keyboard shortcut - Ctrl-Shift-%. This button can be reset through Cell Styles on the Home Tab.
4. Comma Style - Sets the selected cell(s) to the Comma Style, t h is style has a comma for every
thousand and two decimal p laces. This button can be reset through
S. lncrease Decimal - lncreases the number of decimal places showing to the right of the decimal.
6. Decrease Decimal - Decreases the number of decimal places showing to the right of the decimal.
7. More Options - This button will open the Format Celis dialog window to the Number Tab.
Cells Structures
There are a set number of cells within a M icrosoft Excel worksheet. ln the Ribbon versions (2007 and
later) there are 16,384 columns and 1,048,576 rows. As you insert and delete structures, you are not
reducing the number of cells, merely shif ting where your data lies on the defined worksheet. Think
about moving a painting around on a wall. You're not changing the wall, just the position of the painting.
lnserting
We use l nsert to make new cells, columns, and rows.
Excel determines what you are trying to insert based on your selection. If a full column is selected, Excel
will assume you mean a full column and it w ill skip the lnsert window.
You can insert a cell, row, or column by doing one of the lnsert
following:
Insert
Q Press Shif t - Ctrl - = on the keyboard (ctrl
plus) ( :J Shift cells rjght
or from the Home tab, in the Cells group, choose
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lnsert
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Q or open the Right-click menu and choose
insert. i::.1Entire _ç_olumn
- To insert mult iple at once, select the number of
cells/rows/columns you would like to insert and follow the
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steps above.
- The size and format of the new space is determined by the previous row or column.
- This will push the existing cells, columns, or rows to the right or down to make room for the new cells.
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Deleting Delete
We use Delete to remove cells, columns, and rows. Excel
determines what you are trying to delete based on your Delete
selection. Vou can delete a cell, row, or column by doing one of 1,rsïift· i.ù l
the following: 1_ 1 Shîft cells yp
Q Press Shif t - Ctrl - - on the keyboard (Ctrl M inus) ( 1 Ent re row
r) Entir e çolumn
Q or from the Home tab, in the Cells group, choose
Delete
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Q or open the Right-click menu and choose insert. I
- To delete mult iple at once, select the number of cells/rows/columns you would like to delete and
follow the steps above.
- This will completely remove the structure, formatting and all, and the rows/columns/cells w ill shif t
into t h is place. If you only intended to delete the contents not the cells, undo and use the Clear
Contents option instead.
Cel/ Size (Row Height/Column Width)
Vou cannot resize one cell; the structure is de pendent on the entire row and column where it resides.
The Row Height and Column Width settings can be found under the Format menu in the Cells group of
the Home tab.
Ad justinq with the Mouse
When we resize we are growing away from the left. Format
To resize the column, place your mouse cursor between the lines of the
column headings. The current column heading is in a box; all you need to Cell Size
do is resize the box to make it wider. Put your mouse along the right side 
