Navigating Excel worksheet

Worksheet Navigation
• To navigate between worksheets
– Use sheet tabs
• To navigate within a worksheet
– Use mouse, keyboard, GoTo dialog box, or
type cell reference in Name box

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Worksheet Navigation Keys

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 Planning a Workbook
• Use a planning analysis sheet to define:
– Goal or purpose of workbook
– Type of data to collect
– Formulas needed to apply to data you
collected and entered
– Appearance of workbook content

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Entering Text, Numbers, and Dates
• Text data
– Combination of letters, numbers, and symbols
– Often referred to as a text string
• Number data
– Numerical value to be used in a mathematical
calculation
• Date and time data
– Commonly recognized formats for date and time
values

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 Entering Text
• New data appears in both the active cell and
the formula bar
• Truncation
• AutoComplete feature
• To enter multiple lines of text within a cell
– Create a line break with Alt + Enter

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Entering Text

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Entering Numbers

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 Working with Columns and Rows
• To make data easier to read:
– Modify size of columns and rows in a
worksheet
• To modify size of columns or rows:
– Drag border to resize
– Double-click border to autofit
– Format the Cells group to specify

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 Working with Columns and Rows
• Column width
– Expressed in terms of number of characters
or pixels (8.43 characters equals 64 pixels)
– Note: Pixel size is based on screen
resolution
• Row height
– Measured in points (1/72 of an inch) or
pixels
– Default row height: 15 points or 20 pixels
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Working with Columns and Rows

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 Working with Columns and Rows
• Inserting a column or row
– Existing columns or rows shift to
accommodate

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 Working with Columns and Rows
• Deleting and clearing a row or column
– Deleting removes both the data and the
cells
– Clearing removes the data, leaving blank
cells where data had been

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 Working with Cells and Ranges
• Range reference indicates location and size of a
cell range
– Adjacent (A1:G5)
– Nonadjacent (A1:A5;F1:G5)
• Selecting a range
– Work with all cells in the range as a group
• Moving and copying a range
– Drag and drop
– Cut and paste
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 Working with Cells and Ranges
• Inserting and deleting a range
– Existing cells shift to accommodate the
change

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 Working with Formulas
• Formula
– An expression that returns a value
– Written using operators that combine different
values, resulting in a single displayed value

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 Working with Formulas
• Entering a formula
– Click cell where you want formula results to
appear
– Type = and an expression that calculates a value
using cell references and arithmetic operators
• Cell references allow you to change values
used in the calculation without having to
modify the formula itself
– Press Enter or Tab to complete the formula

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 Working with Formulas
• Order of precedence
– Set of predefined rules used to determine
sequence in which operators are applied in
a calculation

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 Working with Formulas
• Viewing a formula
– Select cell and review expression displayed in the
formula bar
– Each cell reference is color coded in the formula
and corresponding cell in the worksheet

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 Working with Formulas
• Copying and pasting formulas
– Cell references adjust to reflect new
location of the formula in the worksheet

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 Working with Formulas
• Guidelines for writing effective formulas:
– Keep them simple
– Do not hide data values within formulas
– Break up formulas to show intermediate
results

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 Introducing Functions
• Function
– Named operation that returns a value
– Simplifies a formula, reducing a long formula into a
compact statement; for example, to add values in
the range A1:A10:
• Enter the long formula:
=A1+A2+A3+A4+A5+A6+A7+A8+A9+A10
- or -
• Use the SUM function to accomplish the same
thing:
=SUM(A1:A10)
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Entering a Function

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 Entering Functions with AutoSum
• Fast, convenient way to enter commonly used
functions
• Includes buttons to quickly insert/generate:
– Sum of values in column or row (SUM)
– Average value in column or row (AVERAGE)
– Total count of numeric values in column or row
(COUNT)
– Minimum value in column or row (MIN)
– Maximum value in column or row (MAX)

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Entering Functions with AutoSum

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 Working with Worksheets
• Inserting a worksheet
– Name of new worksheet is based on number
and names of other sheets in the workbook
• Deleting a worksheet
• Renaming a worksheet
– 31 characters maximum, including blank
spaces
– Width of sheet tab adjusts to length of name

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 Working with Worksheets
• Moving and copying a worksheet
– To move:
• Click and drag
– To copy:
• Ctrl + drag and drop
– Place most important worksheets at
beginning of workbook (leftmost sheet
tabs), less important worksheets toward
end (rightmost tabs)
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 Editing Worksheet Content
• Use Edit mode to edit cell contents
– Keyboard shortcuts apply only to text within
selected cell

• Undoing and redoing an action

– Excel maintains a list of actions performed in a
workbook during current session
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 Editing Worksheet Content
• Using find and replace

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 Editing Worksheet Content
• Using the spelling checker

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 Previewing a Workbook
• Changing worksheet views
– Normal view
– Page Layout view
– Page Break Preview

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Page Layout View

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Page Break Preview

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 Previewing a Workbook
• Working with page orientation
– Portrait orientation (default)
• Page is taller than wide
– Landscape orientation
• Page is wider than tall

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 Printing a Workbook
• Print tab provides options for choosing what
to print and how to print
– Printout includes only the data in the
worksheet
– Other elements (e.g., row/column headings,
gridlines) will not print by default
• Good practice: Review print preview before
printing to ensure that printout looks exactly
as you intended and avoid unnecessary
reprinting
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Printing a Workbook

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 Viewing and Printing Worksheet
Formulas
• Switch to formula view
– Useful when you encounter unexpected results
and want to examine underlying formulas or to
discuss your formulas with a colleague

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 Viewing and Printing Worksheet
Formulas
• Scaling the printout of a worksheet forces
contents to fit on a single page

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The end