Exploring Microsoft Office

Excel 2010
by Robert Grauer, Keith Mulbery,
and Mary Anne Poatsy

Chapter 1
Introduction to Excel

1
Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.
 Objectives
• Plan for effective workbook and worksheet
design
• Explore the Excel Window
• Enter and edit cell data
• Use AutoFill
• Display cell formulas
• Manage worksheets

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 2

 Objectives (continued)
• Manage worksheets
• Manage columns and rows
• Select, move, copy and paste
• Apply alignment and font options
• Apply number formats
• Select page setup options
• Print a workbook

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 3

 Introduction to Spreadsheets

• A spreadsheet is an electronic file used to

organize related data and perform calculations
• If data is altered, formulas automatically
recalculate results

4
Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall.
 Worksheets and Workbooks

• A worksheet is a spreadsheet that contains

formulas, values, text, and visual aids
• A workbook is a file containing related
worksheets

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 5

Sample Completed Worksheet

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 6

Planning Structure of Worksheets
• State the purpose of the worksheet
• Decide what input values are needed
– An input area is a range of cells containing values
• Decide what outputs are needed
– An output area is a range of cells containing results
• Assign the worksheet inputs and results
– Use rows and columns

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 7

Planning Structure of Worksheets
• Enter the labels, values, and formulas
• Format the numerical values
• Format the descriptive titles and labels
• Document the worksheet
• Save the completed workbook

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 8

 Exploring the Excel Window
• Worksheet rows lie horizontally
• Worksheet columns lie vertically
• A cell is the intersection of a row and column
• A cell address or cell reference names a cell

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 9

Exploring the Excel Window

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 10

 Navigating Worksheets
Keystroke Used To

↑ Move up one cell in the same column.

↓ Move down one cell in the same column.

← Move left one cell in the same row.

→ Move right one cell in the same row.

Tab Move right one cell in the same row.

Home Move the active cell to column A of the current row.

Ctrl+Home Make cell A1 the active cell.

Ctrl+End Make the rightmost, lowermost active cell of the

worksheet the active cell.

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 11

 Entering and Editing Cell Data
• Excel supports text, values, dates, and formula
results

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 12

 Entering Text
A B C D
1 Potential Rebate
2
Rebate Amount Rebate
3 Category Rate Spent Amount
4 Gasoline
5 Restaurants
6 Travel
7 Everything Else
8 Totals

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 13

 Entering Values
A B C D
1 Potential Rebate
2
Rebate Amount Rebate
3 Category Rate Spent Amount
4 Gasoline 3% $ 1,575.80
5 Restaurants 3% $ 1,054.75
6 Travel 2% $ 450.95
7 Everything Else 1% $ 2,584.32
8 Totals

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 14

 Entering Formulas
• Formulas are combinations of cell addresses,
math operators, values and/or functions
• A formula begins with the equal sign =
– Examples:
=A1+A2
=C2*5

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 15

 Entering Formulas
• Cell D4 contains formula =B4*C4
• Cell C8 contains formula =C4+C5+C6+C7
A B C D
1 Potential Rebate
2
Rebate Amount Rebate
3 Category Rate Spent Amount
4 Gasoline 3% $ 1,575.80 $ 47.27
5 Restaurants 3% $ 1,054.75 $ 31.64
6 Travel 2% $ 450.95 $ 9.02
7 Everything Else 1% $ 2,584.32 $ 25.84
8 Totals $ 5,665.82 $ 113.78

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 16

 Editing Cell Content
Select Cell Double‐click Cell Select Cell
1. Click in the Formula 1. Make edits directly in 1. Press F2.
Bar. the cell.
2. Make changes in the 2. Press Enter. 2. Make changes in the
Formula Bar. cell.
3. Click Enter on the left 3. Press Enter.
side of the Formula Bar.

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 17

 Mathematical Symbols
Operation Common Symbol Symbol in Excel
Addition + +
Subtraction ‐ ‐
Multiplication X *
Division ÷ /
Exponentiation ^ ^

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 18

 Cell References in Formulas
• It is best to use cell addresses in formulas versus
actual data
– If cell A1 contains value 5 and you need to add B1
to this value, use =A1+B1 versus =5+B1
• If the data changes, Excel will recalculate the
result

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 19

 Order of Precedence
• Order of precedence (operations) controls the
sequence in which math operators are computed
– Parentheses
– Exponentiation
– Multiplication and Division
– Addition and Subtraction

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 20

Order of Precedence

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 21

 Using Auto Fill
• Auto Fill enables you to copy the contents of a
cell or cell range or to continue a series using the
fill handle
– Example: Month names Jan, Feb, Mar form a series
• The fill handle is the small black square in the
bottom right corner of a cell

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 22

 Displaying Cell Formulas
• The result of a formula appears in a cell and the
formula itself appears in the Formula bar
• Press the Ctrl+` key combination to display
formulas in the worksheet
• This key combination acts as a toggle so can be
used again to turn off the effect

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 23

Displaying Cell Formulas

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 24

 Managing Worksheets
• Creating a multiple-worksheet workbook
requires planning and maintenance

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 25

 Organizing Worksheets
• The Format Menu presents sheet commands

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 26

 Moving or Copying Worksheets
• Moving a worksheet changes its order among
sheet tabs
• Copying a worksheet makes a duplicate sheet at
the new location

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 27

 Inserting Rows and Columns
• The Insert command offers several techniques
to insert rows, columns, and cells

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 28

 Deleting Rows and Columns
• The Delete command offers several techniques
to remove rows, columns, and cells

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 29

 Adjusting Column Width
• Column width is the horizontal measurement
of a column

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 30

 Adjusting Row Height
• Row height is the vertical measurement of a
row
– The row height is automatically adjusted with a font
size increase
– Using ALT+Enter to create multiple lines may
require a row height adjustment
– Select Row Height from the Format menu

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 31

 Hiding Columns and Rows
• Hiding a column or row prevents it from
displaying and printing
• Unhiding a column or row returns it to view

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 32

 Selecting a Cell Range
• A range is a rectangular group of cells
• A nonadjacent range contains a group of
ranges that are not next to each other

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 33

 Moving/Copying a Range
• Moving/copying a range preserves text and
values, but cell addresses in formulas will be
altered in the pasted location
– Move a range by cutting it and pasting to the upper
left corner of the destination
– Copy a range can by copying it and pasting to the
upper left corner of the destination

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 34

 Using Paste Special
• The Paste Special command is used to paste
data from the clipboard using a different format

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 35

 Formatting
• Formatting accentuates and draws attention to
meaningful portions of a worksheet

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 36

 Numeric Formats
Format Style Display
General A number as it was originally entered.
Number A number with or without the 1,000 separator
Currency A number with the 1,000 separator and with an
optional dollar sign to the immediate left.
Accounting A number with the 1,000 separator and with an
optional dollar sign at the left cell border.
Date The date in different ways, such as March 14, 2012
or 3/14/12.
Time The time in different ways, such as 10:50 PM or
22:50 (24‐hour time).

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 37

Numeric Formats (continued)
Format Style Display
Percentage A value as it would be multiplied by 100 with the
percent sign.
Fraction A number as a fraction; appropriate when there is no
exact decimal equivalent.
Scientific A number as a decimal fraction followed by a whole
number exponent of 10.
Text The data left‐aligned; is useful for numerical values that
have leading zeros and should be treated as text.
Special A number with editing characters, such as hyphens.
Custom Predefined customized number formats or special
symbols to create your own format.

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 38

Numeric Formats (continued)

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 39

 Using Page Setup
• The Page Setup Dialog Box Launcher
contains many common print-related options

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 40

 Headers and Footers
• A header is content appearing at the top of
each printed page
• A footer is content appearing at the bottom of
each printed page

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 41

 Summary
• In this chapter, you have learned to enter cell
data and create simple formulas with math
operators.
• You can now manage a worksheet by
manipulating rows, columns, and cells.
• You have learned basic formatting techniques to
add visual appeal to text and numbers.

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 42

 Questions

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 43

 Copyright

All rights reserved. No part of this publication may be reproduced, stored in

a retrieval system, or transmitted, in any form or by any means, electronic,
mechanical, photocopying, recording, or otherwise, without the prior written
permission of the publisher. Printed in the United States of America.

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall. 44