Emmylet computer guide on excel

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Emmylet computer guide on excel

  1. 1. 1 History Of Microsoft ExcelMicrosoft originally marketed a spreadsheet program called Multiplan in 1982, whichwas very popular on CP/M systems, but on MS-DOS systems it lost popularity to Lotus1-2-3.This promoted development of a new spreadsheet called Excel which started with theintention to do everything 1-2-3 does and do it better.The first version of Excel was released for the Mac in 1985 and the first Windowsversion was released in November 1987.Lotus was slow to bring 1-2-3 to Windows and by 1988 Excel had started to outsell1-2-3 and helped Microsoft achieve the position of leading PC software developer.This accomplishment, dethroning the king of the software world, solidified Microsoft asa valid competitor and showed its future of developing graphical software.Microsoft pushed its advantage with regular new releases, every two years or so. Thecurrent version for the Windows platform is Excel 11, also called Microsoft Office Excel2003. The current version for the Mac OS X platform is Microsoft Excel 2004.Basic OperationMicrosoft Excel has the basic features of all spreadsheets, using a grid of cellsarranged in numbered rows and letter-named columns to organize data manipulationslike arithmetic operations. It has a battery of supplied functions to answer statistical,engineering and financial needs. In addition, it can display data as line graphs,histograms and charts, and with a very limited three-dimensional graphical display. Itallows sectioning of data to view its dependencies on various factors from differentperspectives (using pivot tables and the scenario managerAnd it has a programming aspect, Visual Basic for Applications, allowing the user toemploy a wide variety of numerical methods, for example, for solving differentialequations of mathematical physics, and then reporting the results back to thespreadsheet. Finally, it has a variety of interactive features allowing user interfaces thatcan completely hide the spreadsheet from the user, so the spreadsheet presents itselfas a so-called application, or decision support system (DSS), via a custom-designeduser interface, for example, a stock analyzer, or in general, as a design tool that asksthe user questions and provides answers and reports. In a more elaborate realization,an Excel application can automatically poll external databases and measuringinstruments using an update schedule, analyze the results, make a Word report orPower Point slide show, and e-mail these presentations on a regular basis to a list ofparticipants.
  2. 2. 2Use of a user-defined function sq(x) in Microsoft Excel. The named variables x & y are identifiedin the Name Manager. The function sq is introduced using the Visual Basic editor supplied withExcel.Subroutine in Excel calculates the square of named column variable x read from the spreadsheet,and writes it into the named column variable y.Graph made using Microsoft ExcelMicrosoft allows for a number of optional command-line switches to control the manner inwhich Excel startsMicrosoft Excel ViewerDefinition Of Microsoft Excel
  3. 3. 3Excel is a spreadsheet program from Microsoft, a component of its Office product group forbusiness applications. In common with similar products, such as Lotus 1-2-3 and CorelsQuattroPro, Excel is an automated version of the paper-based spreadsheet that makes it easierto manipulate, process, and view the data. Although Lotus 1-2-3 was reportedly the firstspreadsheet to introduce cell names and macros, Excel implemented a graphical user interfaceand the ability to point and click using a mouse.Accounting is one of the most popular and dynamic areas of of interest in our society. Accounting isused to know, understand, and analyze the numbers. It helps to handle financial transactions forregular people, businesses, government agencies, and international monetary relationships.Accounting can be resumed as the system used to identify, record, and document the monetarytransactions of any kind.Microsoft Excel is a spreadsheet application used to create and manage business transactions that dealwith accounting. To make this possible, it can assist you with creating lists of transactions, then usingthose list to create charts and other analysis tools.OrDefinition Microsoft Excel WindowMicrosoft Excel is an electronic spreadsheet. You can use it to organize your data into rows andcolumns. You can also use it to perform mathematical calculations quickly. This tutorial teachesMicrosoft Excel basics. Although knowledge of how to navigate in a Windows environment ishelpful, this tutorial was created for the computer novice.Starting Excel From The Start MenuAs a regular Microsoft Windows application, to use Microsoft Excel, you can click Start -> (All) Programs -> Microsoft Office -> Microsoft Office Excel 2007
  4. 4. 4Note: Your screen will probably not look exactly like the screen shown. In Excel 2007, how awindow displays depends on the size of your window, the size of your monitor, and theresolution to which your monitor is set. Resolution determines how much information yourcomputer monitor can display. If you use a low resolution, less information fits on your screen,but the size of your text and images are larger. If you use a high resolution, more information fitson your screen, but the size of the text and images are smaller. Also, settings in Excel 2007,Windows Vista, and Windows XP allow you to change the color and style of your windows.The Microsoft Office ButtonIn the upper-left corner of the Excel 2007 window is the Microsoft Office button. When youclick the button, a menu appears. You can use the menu to create a new file, open an existingfile, save a file, and perform many other tasks.The Quick Access ToolbarNext to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar givesyou with access to commands you frequently use. By default, Save, Undo, and Redo appear onthe Quick Access toolbar. You can use Save to save your file, Undo to roll back an action youhave taken, and Redo to reapply an action you have rolled back.
  5. 5. 5The Title BarNext to the Quick Access toolbar is the Title bar. On the Title bar, Microsoft Excel displays thename of the workbook you are currently using. At the top of the Excel window, you should see"Microsoft Excel - Book1" or a similar name.The RibbonYou use commands to tell Microsoft Excel what to do. In Microsoft Excel 2007, you use theRibbon to issue commands. The Ribbon is located near the top of the Excel window, below theQuick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays severalrelated command groups. Within each group are related command buttons. You click buttons toissue commands or to access menus and dialog boxes. You may also find a dialog box launcherin the bottom-right corner of a group. When you click the dialog box launcher, a dialog boxmakes additional commands available.WorksheetsMicrosoft Excel consists of worksheets. Each worksheet contains columns and rows. Thecolumns are lettered A to Z and then continuing with AA, AB, AC and so on; the rows arenumbered 1 to 1,048,576. The number of columns and rows you can have in a worksheet islimited by your computer memory and your system resources.
  6. 6. 6The combination of a column coordinate and a row coordinate make up a cell address. Forexample, the cell located in the upper-left corner of the worksheet is cell A1, meaning column A,row 1. Cell E10 is located under column E on row 10. You enter your data into the cells on theworksheet.The Formula Bar Formula BarIf the Formula bar is turned on, the cell address of the cell you are in displays in the Name boxwhich is located on the left side of the Formula bar. Cell entries display on the right side of theFormula bar. If you do not see the Formula bar in your window, perform the following steps: 1. Choose the View tab. 2. Click Formula Bar in the Show/Hide group. The Formula bar appears.Note: The current cell address displays on the left side of the Formula bar.The Status BarThe Status bar appears at the very bottom of the Excel window and provides such information asthe sum, average, minimum, and maximum value of selected numbers. You can change whatdisplays on the Status bar by right-clicking on the Status bar and selecting the options you wantfrom the Customize Status Bar menu. You click a menu item to select it. You click it again todeselect it. A check mark next to an item means the item is selected.Move Around a Worksheet
  7. 7. 7By using the arrow keys, you can move around your worksheet. You can use the down arrow keyto move downward one cell at a time. You can use the up arrow key to move upward one cell ata time. You can use the Tab key to move across the page to the right, one cell at a time. You canhold down the Shift key and then press the Tab key to move to the left, one cell at a time. Youcan use the right and left arrow keys to move right or left one cell at a time. The Page Up andPage Down keys move up and down one page at a time. If you hold down the Ctrl key and thenpress the Home key, you move to the beginning of the worksheet.EXERCISE 1Move Around the WorksheetThe Down Arrow Key • Press the down arrow key several times. Note that the cursor moves downward one cell at a time.The Up Arrow Key • Press the up arrow key several times. Note that the cursor moves upward one cell at a time.The Tab Key 1. Move to cell A1. 2. Press the Tab key several times. Note that the cursor moves to the right one cell at a time.The Shift+Tab Keys • Hold down the Shift key and then press Tab. Note that the cursor moves to the left one cell at a time.The Right and Left Arrow Keys 1. Press the right arrow key several times. Note that the cursor moves to the right. 2. Press the left arrow key several times. Note that the cursor moves to the left.Page Up and Page Down 1. Press the Page Down key. Note that the cursor moves down one page. 2. Press the Page Up key. Note that the cursor moves up one page.The Ctrl-Home Key 1. Move the cursor to column J. 2. Stay in column J and move the cursor to row 20. 3. Hold down the Ctrl key while you press the Home key. Excel moves to cell A1.Go To Cells Quickly
  8. 8. 8The following are shortcuts for moving quickly from one cell in a worksheet to a cell in adifferent part of the worksheet.EXERCISE 2Go to -- F5The F5 function key is the "Go To" key. If you press the F5 key, you are prompted for the cell towhich you wish to go. Enter the cell address, and the cursor jumps to that cell. 1. Press F5. The Go To dialog box opens. 2. Type J3 in the Reference field. 3. Press Enter. Excel moves to cell J3.Go to -- Ctrl+GYou can also use Ctrl+G to go to a specific cell. 1. Hold down the Ctrl key while you press "g" (Ctrl+g). The Go To dialog box opens. 2. Type C4 in the Reference field. 3. Press Enter. Excel moves to cell C4.The Name BoxYou can also use the Name box to go to a specific cell. Just type the cell you want to go to in theName box and then press Enter. 1. Type B10 in the Name box. 2. Press Enter. Excel moves to cell B10.
  9. 9. 9Select CellsIf you wish to perform a function on a group of cells, you must first select those cells byhighlighting them. The exercises that follow teach you how to select.EXERCISE 3Select CellsTo select cells A1 to E1: 1. Go to cell A1. 2. Press the F8 key. This anchors the cursor. 3. Note that "Extend Selection" appears on the Status bar in the lower-left corner of the window. You are in the Extend mode. 4. Click in cell E7. Excel highlights cells A1 to E7. 5. Press Esc and click anywhere on the worksheet to clear the highlighting.Alternative Method: Select Cells by DraggingYou can also select an area by holding down the left mouse button and dragging the mouse overthe area. In addition, you can select noncontiguous areas of the worksheet by doing thefollowing:
  10. 10. 10 1. Go to cell A1. 2. Hold down the Ctrl key. You wont release it until step 9. Holding down the Ctrl key enables you to select noncontiguous areas of the worksheet. 3. Press the left mouse button. 4. While holding down the left mouse button, use the mouse to move from cell A1 to C5. 5. Continue to hold down the Ctrl key, but release the left mouse button. 6. Using the mouse, place the cursor in cell D7. 7. Press the left mouse button. 8. While holding down the left mouse button, move to cell F10. Release the left mouse button. 9. Release the Ctrl key. Cells A1 to C5 and cells D7 to F10 are selected. 10. Press Esc and click anywhere on the worksheet to remove the highlighting.Enter DataIn this section, you will learn how to enter data into your worksheet. First, place the cursor in thecell in which you want to start entering data. Type some data, and then press Enter. If you needto delete, press the Backspace key to delete one character at a time.
  11. 11. 11EXERCISE 4Enter Data 1. Place the cursor in cell A1. 2. Type John Jordan. Do not press Enter at this time.Delete DataThe Backspace key erases one character at a time. 1. Press the Backspace key until Jordan is erased. 2. Press Enter. The name "John" appears in cell A1.
  12. 12. 12Edit a CellAfter you enter data into a cell, you can edit the data by pressing F2 while you are in the cell youwish to edit.EXERCISE 5Edit a CellChange "John" to "Jones." 1. Move to cell A1. 2. Press F2. 3. Use the Backspace key to delete the "n" and the "h." 4. Type nes. 5. Press Enter.Alternate Method: Editing a Cell by Using the Formula BarYou can also edit the cell by using the Formula bar. You change "Jones" to "Joker" in thefollowing exercise. 1. Move the cursor to cell A1.
  13. 13. 13 2. Click in the formula area of the Formula bar. 3. Use the backspace key to erase the "s," "e," and "n." 4. Type ker. 5. Press Enter.Alternate Method: Edit a Cell by Double-Clicking in the CellYou can change "Joker" to "Johnson" as follows: 1. Move to cell A1. 2. Double-click in cell A1. 3. Press the End key. Your cursor is now at the end of your text.
  14. 14. 14 3. Use the Backspace key to erase "r," "e," and "k." 4. Type hnson. 5. Press Enter.Change a Cell EntryTyping in a cell replaces the old cell entry with the new information you type. 1. Move the cursor to cell A1. 2. Type Cathy. 3. Press Enter. The name "Cathy" replaces "Johnson."Wrap TextWhen you type text that is too long to fit in the cell, the text overlaps the next cell. If you do notwant it to overlap the next cell, you can wrap the text.
  15. 15. 15EXERCISE 6Wrap Text 1. Move to cell A2. 2. Type Text too long to fit. 3. Press Enter. 4. Return to cell A2. 5. Choose the Home tab. 6. Click the Wrap Text button . Excel wraps the text in the cell.Delete a Cell Entry
  16. 16. 16To delete an entry in a cell or a group of cells, you place the cursor in the cell or select the groupof cells and press Delete.EXERCISE 7Delete a Cell Entry 1. Select cells A1 to A2. 2. Press the Delete key.Save a FileThis is the end of Lesson1. To save your file: 1. Click the Office button. A menu appears. 2. Click Save. The Save As dialog box appears. 3. Go to the directory in which you want to save your file. 4. Type Lesson1 in the File Name field. 5. Click Save. Excel saves your file.Close ExcelClose Microsoft Excel. 1. Click the Office button. A menu appears. 2. Click Close. Excel closes.Or
  17. 17. 17Practical Learning: Starting Microsoft Excel • To start Microsoft Excel, from the Taskbar, click Start -> (All) Programs -> Microsoft Office -> Microsoft Office ExcelThe Office ButtonIntroductionWhen Microsoft Excel opens, it displays an interface divided in various sections. The top sectiondisplays a long bar also called the title bar.The title bar starts on the left side with the Office Button . If you position the mouse on it,a tool tip would appear:
  18. 18. 18The Options of the Office ButtonWhen clicked (with the mouses left button), the Office Button displays a menu:As you can see, the menu of the Office Button allows you to perform the routine Windowsoperations of a regular application, including creating a new document, opening an existing file,or saving a document, etc. We will see these operations in future lessons.
  19. 19. 19If you right-click the office button, you would get a short menu:We will come back to the options on this menu.The Quick Access ToolbarIntroductionOn the right side of the Office Button, there is the Quick Access Toolbar . Likea normal toolbar, the Quick Access displays some buttons. You can right-click the Quick Accesstoolbar. A menu would appear:If you want to hide the Quick Access toolbar, you can right-click it and click Remove QuickAccess Toolbar. To know what a button is used for, you can position the mouse on. A tool tipwould appear. Once you identify the button you want, you can click it.Adding a Button to the Quick Access ToolbarBy default, the Quick Access toolbar is equipped with three buttons: Save, Undo, and Redo. Ifyou want to add more buttons or more options, you can right-click the Quick Access toolbar andclick Customize Quick Access Toolbar... This would display the Excel Options dialog box:
  20. 20. 20To add a button to the Quick Access toolbar, on the left list of Add, click an option and clickAdd. After making the selections, click OK.To remove a button from the Quick Access toolbar, right-click it on the Quick Access toolbarand click Remove From Quick Access Toolbar.The Quick Access ButtonOn the right side of the Quick Access toolbar, there is the Customize button with a down-pointing arrow. If you click or right-click this button, a menu would appear:The role of this button is to manage some aspects of the top section of Microsoft Excel, such asdeciding what buttons to display on the Quick Access toolbar. For example, instead of using theCustomize Quick Access Toolbar menu item as we saw previously, you can click an option fromthat menu and its corresponding button would be added to the Quick Access toolbar. If theoptions on the menu are nor enough, you can click either Customize Quick Access Toolbar orMore Commands... This would open the Excel Options dialog box.
  21. 21. 21The main or middle area of the top section displays the name of the application: MicrosoftExcel. You can right-click the title bar to display a menu that is managed by the operatingsystem.On the right side of the title bar, there are three system buttons that allow you to minimize,maximize, restore, or close Microsoft Access.Under the title bar, there is another bar with a Help button on the right side.The RibbonIntroductionUnder the title bar, Microsoft Excel displays a long bar called the Ribbon:Minimizing the RibbonBy default, the Ribbon displays completely in the top section of Microsoft Excel under the titlebar. One option is to show it the way the main menu appeared in previous versions of MicrosoftExcel. To do this: • Right-click the Office Button, the Quick Access toolbar, or the Ribbon itself, and click Minimize the Ribbon • Click or right-click the button on the right side of the Quick Access toolbar:This would display the Ribbon like a main menu:
  22. 22. 22To show the whole Ribbon again: • Right-click the Office Button, the Quick Access toolbar, or one of the Ribbon menu items, and click Minimize the Ribbon to remove the check mark on it • Click or right-click the button on the right side of the Quick Access toolbar and click Minimize the Ribbon to remove the check mark on it • Double-click one of the menu items of the RibbonChanging the Location of the RibbonBy default, the Quick Access toolbar displays on the title bar and the Ribbon displays under it. Ifyou want, you can switch their locations. To do that, right-click the Office Button, the QuickAccess toolbar, or the Ribbon, and click Show Quick Access Toolbar Below the Ribbon:To put them back to the default locations, right-click the Office Button, the Quick Accesstoolbar, or the Ribbon, and click Show Quick Access Toolbar Above the Ribbon.The Tabs of the RibbonThe ribbon is a type of property sheet made of various property pages. Each page is representedwith a tab. To access a tab: • You can click its label or button, such as Home or Create • You can press Alt or F10. This would display the access key of each tab:
  23. 23. 23 To access a tab, you can press its corresponding letter on the keyboard. For example, when the access keys display, if you press Home, the Home tab would display • If your mouse has a wheel, you can position the mouse anywhere on the ribbon, and role the wheel. If you role the wheel down, the next tab on the right side would be selected. If you role the wheel up, the previous tab on the left would be selected. You can keep rolling the wheel until the desired tab is selectedTo identify each tab of the Ribbon, we will refer to them by their names.The Sections of a TabEach tab of the ribbon is divided in various sections, each delimited by visible borders of verticallines on the left and right. Each section displays a title in its bottom side. In our lessons, we willrefer to each section by that title. For example, if the title displays Font, we will call that section,"The Font Section".Some sections of the Ribbon display a button . If you see such a button, you can click it. Thiswould open a dialog box or a window.The Buttons of the RibbonSince there are various buttons and sometimes they are unpredictable, to know what a particularbutton is used for, you can position your mouse on it. A small box would appear to let you knowwhat that particular button is used for; that small box is called a tool tip:You can also use context sensitive help in some cases to get information about an item.
  24. 24. 24You can add a button from a section of the Ribbon to the Quick Access toolbar. To do that, right-click the button on the Ribbon and click Add to Quick Access Toolbar:Remember that, to remove a button from the Quick Access toolbar, right-click it on the QuickAccess toolbar and click Remove From Quick Access Toolbar.The More Buttons of the RibbonIn some sections of the Ribbon, on the lower-right section, there is a button:That button is used to display an intermediary dialog box for some action. We will see variousexamples as we move on.The Size of the RibbonWhen Microsoft Excel is occupying a big area or the whole area of the monitor, most buttons ofthe Ribbon appear with text. Sometimes you may need to use only part of the screen. That is, youmay need to narrow the Microsoft Excel interface. If you do, some of the buttons may displaypart of their appearance and some would display only an icon. Consider the difference in thefollowing three screenshots:
  25. 25. 25In this case, when you need to access an object, you can still click it or click its arrow. If the itemis supposed to have many objects, a new window may appear and display those objects:From this:To this:
  26. 26. 26The Work AreaThe Name BoxUnder the Ribbon, there is a white box displaying a name like A1 (it may not display A1...), thatsmall box is called the Name Box:The Insert Function ButtonOn the right side of the Name box, there is a gray box with an fx button. That fx button is calledthe Insert Function button.The Formula BarOn the right side of the Insert Function button is a long empty white box or section called theFormula Bar:You can hide or show the Formula Bar anytime. To do this, on the Ribbon, click View. In theShow/Hide section: • To hide the Formula Bar, remove the check mark on the Formula Bar check box • To show the Formula Bar, check the Formula Bar check box
  27. 27. 27The Column HeadersUnder the Name Box and the Formula bar, you see the column headers. The columns are labeledA, B, C, etc:There are 255 of columns.The Row HeadersOn the left side of the main window, there are small boxes called row headers. Each row headeris labeled with a number, starting at 1 on top, then 2, and so on:The Cells
  28. 28. 28The main area of Microsoft Excel is made of cells. A cell is the intersection of a column and arow:A cell is identified by its name and every cell has a name. By default, Microsoft Excel appendsthe name of a row to the name of a column to identify a cell. Therefore, the top-left cell is namedA1. You can check the name of the cell in the Name Box. Practical Learning: Using Cells 1. Click anywhere in the work area and type A (It doesnt matter where you click and type) 2. Click another part of the worksheet and type 42XL 3. Click again another place on the worksheet type Fundamentals and press EnterThe Scroll BarsOn the right side of the cells area, there is a vertical scroll bar that allows you to scroll up anddown in case your document cannot display everything at a time:
  29. 29. 29In the lower right section of the main window, there is a horizontal scroll bar that allows you toscroll left and right if your worksheet has more items than can be displayed all at once:Sometimes the horizontal scroll bar will appear too long or too narrow for you. If you want, youcan narrow or enlarge it. To do this, click and drag the button on the left side of the horizontalscroll bar:The Sheet TabsOn the left side of the horizontal scrollbar, there are the worksheet tabs:By default, Microsoft Excel provides three worksheets to start with. You can work with any ofthem and switch to another at any time by clicking its tab.The Navigation ButtonsOn the left side of the worksheet tabs, there are four navigation buttons:If you happen to use a lot of worksheets or the worksheet names are using too much space,which would result in some worksheets being hidden under the horizontal scroll bar, you can usethe navigation buttons to move from one worksheet to another.The Status Bar
  30. 30. 30Under the navigation buttons and the worksheet tabs, the Status Bar provides a lot of informationabout the job that is going on.Microsoft Excel File OperationsSaving a FileA Microsoft Excel file gets saved like any traditional Windows file. To save a file: • You can press Ctrl + S • On the Quick Access Toolbar, you can click the Save button • You can click the Office Button and click SaveTwo issues are important. Whenever you decide to save a file for the first time, you need toprovide a file name and a location. The file name helps the computer identify that particular fileand register it.A file name can consist of up to 255 characters, you can include spaces and dashes in a name.Although there are many characters you can use in a name (such as exclamation points, etc), tryto avoid fancy names. Give your file a name that is easily recognizable, a little explicit. Forexample such names as Time Sheets, Employees Time Sheets, GlobalEX First Invoice areexplicit enough. Like any file of the Microsoft Windows operating systems, a Microsoft Excelfile has an extension, which is .xls but you dont have to type it in the name.The second important piece of information you should pay attention to when saving your file isthe location. The location is the drive and/or the folder where the file will be saved. By default,Microsoft Excel saves its files in the My Documents folder. You can change that in the Save Asdialog box. Just click the arrow of the Save In combo box and select the folder you want.Microsoft Excel allows you to save its files in a type of your choice. To save a file in anotherformat: • Press F12 or Shift + F12 • You can click the Office Button and position the mouse on Save As and select the desired option:
  31. 31. 31 • On the Quick Access Toolbar, you can click the Save button . Then, in the Save As dialog box, click the arrow of the Save As Type combo box and select a format of your choiceThere are other things you can do in the Save As dialog box:
  32. 32. 32Practical Learning: Saving a File 1. To save the current document, on the Quick Access Toolbar, click the Save button 2. Type Fundamentals 3. Click the Save buttonSaving under a Different Name and New FolderYou can save a file under a different name or in another location, this gives you the ability towork on a copy of the file while the original is intact.There are two primary techniques you can use to get a file in two names or the same file in twolocations. When the file is not being used by any application, in Windows Explorer (or in MyComputer, or in My Network Places, locate the file, right-click it and choose Copy. To save thefile in a different name, right-click in the same folder and choose Paste. The new file will benamed Copy Of... You can keep that name or rename the new file with a different name(recommended). To save the file in a different location, right-click in the appropriate folder andclick Paste; in this case, the file will keep its name.In Microsoft Excel, you can use the Save As dialog box to save a file in a different name or savethe file with the same name (or a different name) in another folder. The Save As dialog box alsoallows you to create a new folder while you are saving your file (you can even use this techniqueto create a folder from the application even if you are not saving it; all you have to do is createthe folder, click OK to register the folder, and click Cancel on the Save As dialog box).Practical Learning: Save a File With Different Settings
  33. 33. 33 1. To save this file using a different name, click the Office Button, position the mouse on Save As, and click Excel 97-2003 Workbook 2. Change the name of the file to Employment Application 3. On the toolbar of the Save As dialog box, click the Create New Folder button (if you have a hard time finding it, press Alt + 5 4. Type My Workbooks and press Enter. The My Files folder should now display in the Save In combo box. If you clicked Cancel or pressed Esc now to dismiss the Save As dialog box, the computer would still keep the folder 5. After making sure that the My Files folder displays in the Save In combo box, click the Save buttonOpening a FileThe files you use could be created by you or someone else. They could be residing on yourcomputer, on another medium, or on a network. Once one of them is accessible, you can open itin your application.You can open a document either by double-clicking its icon in Windows Explorer, in MyComputer, from the Find Files Or Folders window, in My Network Places, or by locating it inthe Open dialog box. To access the open dialog box, on the main menu, click File -> Open... Youcan also click the Open button on the Standard toolbar.A shortcut to call the Open dialog box is Ctrl + O.Practical Learning: Using the Open Dialog 1. Click the Office Button and click Open 2. In the Open dialog box, click the arrow of the Look In combo box, select (C:); the (C:) represents your hard drive 3. Locate the folder that contains your exercises and display it in the Look In combo box 4. Click Allentown Car Sales1 5. Click the Open buttonFiles PropertiesEvery file has some characteristics, attributes, and features that make it unique; these are itsproperties. You can access a files properties from three main areas on the computer: • If the file is saved on the desktop and/or it has a shortcut on the desktop, if you open My Computer, Windows Explorer, or the folder (as a window) where the file is stored, right- click the file and click Properties. If the file were saved on the desktop, you would see only some of its properties, the most you can do there is to assign a Read-Only attribute. In My Computer and Windows Explorer, you will be able to change the files properties. Before opening a file or while in the Open dialog box, you can view some of the files properties although you wont be able to change them. • When the file is opened in Microsoft Excel, you can click the Office Button, position the mouse on Prepare, and click Properties. This would display some of the most common attributes of the file: To change an item, you can click its text box and edit or replace the content. To get more options, you can click the Document Properties button and click Advanced Properties...
  34. 34. 34A files properties are used for various reasons. For example, you can find out how much size thefile is using, where it is located (the hosting drive and/or folder), who created the file, or whowas the last person to access or modify it. The Properties dialog box is also a good place to leavemessages to other users of the same file, about anything, whether you work as a team or yousimply want to make yourself and other people aware of a particular issue regarding the file.Practical Learning: Changing a File’s Properties 1. You should still have the Allentown Car Sales1 document opened. Otherwise open it. Click the Office Button -> Prepare -> Properties 2. Click the Document Properties button and click Advanced Properties... 3. Click the General tab. Notice the icon associated/registered with the file. Review the created, modified and accessed dates 4. Click the Summary property sheet 5. Click the Title text box and type Allentown Car Sales 6. Click the Subject text box and type Weekly car sales summary 7. Click the Manager text box and type Georgia Delaine 8. Click the Category text box and type Employees Sales Results 9. Click the Keywords text box and type accounting, sales, review, employees, cars 10. Click the Comments text box and type This is a summary sales review, if you have any concern, please contact Mrs. Georgia Delaine, the Sales Accounts Manager. If you make any changes, send her an e-mail immediately 11. Click the Statistics, Contents, and Custom tabs to review their content 12. Click OK to register the changes and close the dialog box 13. To close Microsoft Excel, click the Office Button and click Exit ExcelPinning ExcelIf you use Excel all the time, you may want to make its program option a permanent part of theWindows Start menu. To do this, you pin the program option to the Start menu: 1. Click the Start menu and then right-click Microsoft Office Excel 2007 on the Start menu to open its shortcut menu. If you don’t see Microsoft Office Excel 2007 displayed on the recently used portion on the left side of the Windows Start menu, start Excel 2007 and then repeat this step. 2. Click Pin to Start Menu on the shortcut menu.After pinning Excel in this manner, the Microsoft Office Excel 2007 option always appears inthe left-hand column of the Start menu, and you can then launch Excel simply by clicking theStart button and then clicking this option.
  35. 35. 35Creating an Excel on desktop shortcutYou may prefer having the Excel 2007 program icon appear on the Windows desktop so that youcan launch the program from there. To create an Excel 2007 desktop shortcut, follow these steps: 1. Click the Start button. 2. Right-click Microsoft Office Excel 2007 on the Start menu, highlight Send To on the shortcut menu, and click Desktop (Create Shortcut) on its continuation menu. A shortcut named Microsoft Office Excel 2007 appears on your desktop. You should probably rename the shortcut to something a little friendlier, such as Excel 2007. 3. Right-click the Microsoft Office Excel 2007 icon on the desktop and then click Rename on the shortcut menu. 4. Replace the current name by typing a new shortcut name, such as Excel 2007, and then click anywhere on the desktop.Exiting ExcelWhen you’re ready to quit Excel, you have several choices for shutting down the program: • Click the Office button followed by the Exit Excel button. • Press Alt+the letters FX or Alt+the F4 function key. • Click the Close button in the upper-right corner of the Excel 2007 program window (the X).If you try to exit Excel after working on a workbook and you haven’t saved your latest changes,the program displays an alert box asking whether you want to save your changes. To save yourchanges before exiting, click the Yes button. If you don’t want to save your changes, click No.Excel Shortcut And Function KeysThe following lists contain CTRL combination shortcut keys, function keys, and some othercommon shortcut keys, along with descriptions of their functionality. Tip To keep this reference available when you work, you may want to print this topic. To printthis topic, press CTRL+P.Ctrl Combination Shortcut Keys Key DescriptionCTRL+PgUp Switches between worksheet tabs, from left-to-right.CTRL+PgDn Switches between worksheet tabs, from right-to-left.CTRL+SHIFT+( Unhides any hidden rows within the selection.
  36. 36. 36CTRL+SHIFT+) Unhides any hidden columns within the selection.CTRL+SHIFT+& Applies the outline border to the selected cells.CTRL+SHIFT_ Removes the outline border from the selected cells.CTRL+SHIFT+~ Applies the General number format. Applies the Currency format with two decimal places (negative numbers inCTRL+SHIFT+$ parentheses).CTRL+SHIFT+% Applies the Percentage format with no decimal places.CTRL+SHIFT+^ Applies the Exponential number format with two decimal places.CTRL+SHIFT+# Applies the Date format with the day, month, and year.CTRL+SHIFT+@ Applies the Time format with the hour and minute, and AM or PM. Applies the Number format with two decimal places, thousands separator,CTRL+SHIFT+! and minus sign (-) for negative values. Selects the current region around the active cell (the data area enclosed by blank rows and blank columns).CTRL+SHIFT+* In a PivotTable, it selects the entire PivotTable report. Enters the current time.CTRL+SHIFT+: Copies the value from the cell above the active cell into the cell or theCTRL+SHIFT+" Formula Bar.CTRL+SHIFT+Plus Displays the Insert dialog box to insert blank cells.(+)CTRL+Minus (-) Displays the Delete dialog box to delete the selected cells.CTRL+; Enters the current date. Alternates between displaying cell values and displaying formulas in theCTRL+` worksheet. Copies a formula from the cell above the active cell into the cell or theCTRL+ Formula Bar.CTRL+1 Displays the Format Cells dialog box.CTRL+2 Applies or removes bold formatting.CTRL+3 Applies or removes italic formatting.CTRL+4 Applies or removes underlining.CTRL+5 Applies or removes strikethrough. Alternates between hiding objects, displaying objects, and displayingCTRL+6 placeholders for objects.CTRL+8 Displays or hides the outline symbols.CTRL+9 Hides the selected rows.CTRL+0 Hides the selected columns.CTRL+A Selects the entire worksheet. If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the current region and its summary rows. Pressing CTRL+A a third time selects the entire worksheet.
  37. 37. 37 When the insertion point is to the right of a function name in a formula, displays the Function Arguments dialog box. CTRL+SHIFT+A inserts the argument names and parentheses when the insertion point is to the right of a function name in a formula.CTRL+B Applies or removes bold formatting. Copies the selected cells.CTRL+C CTRL+C followed by another CTRL+C displays the Clipboard. Uses the Fill Down command to copy the contents and format of theCTRL+D topmost cell of a selected range into the cells below.CTRL+F Displays the Find and Replace dialog box, with the Find tab selected. SHIFT+F5 also displays this tab, while SHIFT+F4 repeats the last Find action. CTRL+SHIFT+F opens the Format Cells dialog box with the Font tab selected. Displays the Go To dialog box.CTRL+G F5 also displays this dialog box.CTRL+H Displays the Find and Replace dialog box, with the Replace tab selected.CTRL+I Applies or removes italic formatting. Displays the Insert Hyperlink dialog box for new hyperlinks or the EditCTRL+K Hyperlink dialog box for selected existing hyperlinks.CTRL+N Creates a new, blank workbook. Displays the Open dialog box to open or find a file.CTRL+O CTRL+SHIFT+O selects all cells that contain comments. Displays the Print dialog box.CTRL+P CTRL+SHIFT+P opens the Format Cells dialog box with the Font tab selected. Uses the Fill Right command to copy the contents and format of the leftmost cell of a selected range into the cells to the right.CTRL+RCTRL+S Saves the active file with its current file name, location, and file format.CTRL+T Displays the Create Table dialog box. Applies or removes underlining.CTRL+U CTRL+SHIFT+U switches between expanding and collapsing of the formula bar.CTRL+V Inserts the contents of the Clipboard at the insertion point and replaces any selection. Available only after you have cut or copied an object, text, or cell contents. CTRL+ALT+V displays the Paste Special dialog box. Available only after
  38. 38. 38 you have cut or copied an object, text, or cell contents on a worksheet or in another program.CTRL+W Closes the selected workbook window.CTRL+X Cuts the selected cells.CTRL+Y Repeats the last command or action, if possible. Uses the Undo command to reverse the last command or to delete the last entry that you typed.CTRL+Z CTRL+SHIFT+Z uses the Undo or Redo command to reverse or restore the last automatic correction when AutoCorrect Smart Tags are displayed.Function keysKey Description Displays the Microsoft Office Excel Help task pane. CTRL+F1 displays or hides the Ribbon, a component of the Microsoft Office Fluent user interface.F1 ALT+F1 creates a chart of the data in the current range. ALT+SHIFT+F1 inserts a new worksheet. Edits the active cell and positions the insertion point at the end of the cell contents. It also moves the insertion point into the Formula Bar when editing in a cell is turned off.F2 SHIFT+F2 adds or edits a cell comment. CTRL+F2 displays the Print Preview window. Displays the Paste Name dialog box.F3 SHIFT+F3 displays the Insert Function dialog box. Repeats the last command or action, if possible. When a cell reference or range is selected in a formula, F4 cycles through the variousF4 combinations of absolute and relative references. CTRL+F4 closes the selected workbook window. Displays the Go To dialog box.F5 CTRL+F5 restores the window size of the selected workbook window.F6 Switches between the worksheet, Ribbon, task pane, and Zoom controls. In a worksheet that has been split (View menu, Manage This Window, Freeze Panes, Split Window command), F6 includes the split panes when switching between panes and the Ribbon area.
  39. 39. 39 SHIFT+F6 switches between the worksheet, Zoom controls, task pane, and Ribbon. CTRL+F6 switches to the next workbook window when more than one workbook window is open. Displays the Spelling dialog box to check spelling in the active worksheet or selected range.F7 CTRL+F7 performs the Move command on the workbook window when it is not maximized. Use the arrow keys to move the window, and when finished press ENTER, or ESC to cancel. Turns extend mode on or off. In extend mode, Extended Selection appears in the status line, and the arrow keys extend the selection. SHIFT+F8 enables you to add a nonadjacent cell or range to a selection of cells by using the arrow keys.F8 CTRL+F8 performs the Size command (on the Control menu for the workbook window) when a workbook is not maximized. ALT+F8 displays the Macro dialog box to create, run, edit, or delete a macro. Calculates all worksheets in all open workbooks. SHIFT+F9 calculates the active worksheet. CTRL+ALT+F9 calculates all worksheets in all open workbooks, regardless of whether theyF9 have changed since the last calculation. CTRL+ALT+SHIFT+F9 rechecks dependent formulas, and then calculates all cells in all open workbooks, including cells not marked as needing to be calculated. CTRL+F9 minimizes a workbook window to an icon. Turns key tips on or off. SHIFT+F10 displays the shortcut menu for a selected item.F10 ALT+SHIFT+F10 displays the menu or message for a smart tag. If more than one smart tag is present, it switches to the next smart tag and displays its menu or message. CTRL+F10 maximizes or restores the selected workbook window. Creates a chart of the data in the current range. SHIFT+F11 inserts a new worksheet.F11 ALT+F11 opens the Microsoft Visual Basic Editor, in which you can create a macro by using Visual Basic for Applications (VBA).F12 Displays the Save As dialog box.Other useful shortcut keys Key Description
  40. 40. 40 Move one cell up, down, left, or right in a worksheet. CTRL+ARROW KEY moves to the edge of the current data region in a worksheet. SHIFT+ARROW KEY extends the selection of cells by one cell. CTRL+SHIFT+ARROW KEY extends the selection of cells to the last nonblank cell in the same column or row as the active cell, or if the next cell is blank, extends the selection to the next nonblank cell.ARROW LEFT ARROW or RIGHT ARROW selects the tab to the left or right when theKEYS Ribbon is selected. When a submenu is open or selected, these arrow keys switch between the main menu and the submenu. When a Ribbon tab is selected, these keys navigate the tab buttons. DOWN ARROW or UP ARROW selects the next or previous command when a menu or submenu is open. When a Ribbon tab is selected, these keys navigate up or down the tab group. In a dialog box, arrow keys move between options in an open drop-down list, or between options in a group of options. DOWN ARROW or ALT+DOWN ARROW opens a selected drop-down list. Deletes one character to the left in the Formula Bar.BACKSPACE Also clears the content of the active cell. In cell editing mode, it deletes the character to the left of the insertion point. Removes the cell contents (data and formulas) from selected cells without affecting cell formats or comments.DELETE In cell editing mode, it deletes the character to the right of the insertion point. Moves to the cell in the lower-right corner of the window when SCROLL LOCK is turned on. Also selects the last command on the menu when a menu or submenu is visible. CTRL+END moves to the last cell on a worksheet, in the lowest used row of the rightmost used column. If the cursor is in the formula bar, CTRL+END movesEND the cursor to the end of the text. CTRL+SHIFT+END extends the selection of cells to the last used cell on the worksheet (lower-right corner). If the cursor is in the formula bar, CTRL+SHIFT+END selects all text in the formula bar from the cursor position to the end—this does not affect the height of the formula bar.ENTER Completes a cell entry from the cell or the Formula Bar, and selects the cell below (by default). In a data form, it moves to the first field in the next record.
  41. 41. 41 Opens a selected menu (press F10 to activate the menu bar) or performs the action for a selected command. In a dialog box, it performs the action for the default command button in the dialog box (the button with the bold outline, often the OK button). ALT+ENTER starts a new line in the same cell. CTRL+ENTER fills the selected cell range with the current entry. SHIFT+ENTER completes a cell entry and selects the cell above. Cancels an entry in the cell or Formula Bar. Closes an open menu or submenu, dialog box, or message window.ESC It also closes full screen mode when this mode has been applied, and returns to normal screen mode to display the Ribbon and status bar again. Moves to the beginning of a row in a worksheet. Moves to the cell in the upper-left corner of the window when SCROLL LOCK is turned on.HOME Selects the first command on the menu when a menu or submenu is visible. CTRL+HOME moves to the beginning of a worksheet. CTRL+SHIFT+HOME extends the selection of cells to the beginning of the worksheet. Moves one screen down in a worksheet. ALT+PAGE DOWN moves one screen to the right in a worksheet.PAGE DOWN CTRL+PAGE DOWN moves to the next sheet in a workbook. CTRL+SHIFT+PAGE DOWN selects the current and next sheet in a workbook. Moves one screen up in a worksheet. ALT+PAGE UP moves one screen to the left in a worksheet.PAGE UP CTRL+PAGE UP moves to the previous sheet in a workbook. CTRL+SHIFT+PAGE UP selects the current and previous sheet in a workbook.SPACEBAR In a dialog box, performs the action for the selected button, or selects or clears a check box. CTRL+SPACEBAR selects an entire column in a worksheet. SHIFT+SPACEBAR selects an entire row in a worksheet.
  42. 42. 42 CTRL+SHIFT+SPACEBAR selects the entire worksheet. • If the worksheet contains data, CTRL+SHIFT+SPACEBAR selects the current region. Pressing CTRL+SHIFT+SPACEBAR a second time selects the current region and its summary rows. Pressing CTRL+SHIFT+SPACEBAR a third time selects the entire worksheet. • When an object is selected, CTRL+SHIFT+SPACEBAR selects all objects on a worksheet. ALT+SPACEBAR displays the Control menu for the Microsoft Office Excel window. Moves one cell to the right in a worksheet. Moves between unlocked cells in a protected worksheet. Moves to the next option or option group in a dialog box.TAB SHIFT+TAB moves to the previous cell in a worksheet or the previous option in a dialog box. CTRL+TAB switches to the next tab in dialog box. CTRL+SHIFT+TAB switches to the previous tab in a dialog box.

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