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Microsoft Excel Seminar


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A very basic introduction to the Microsoft Excel spreadsheet software.

A very basic introduction to the Microsoft Excel spreadsheet software.

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  • 1. Meridian Career Institute Presents
  • 2. A Learning Resource Center Seminar
  • 3. Microsoft Excel
  • 4. Click on “Start,” then “Microsoft Office Excel.”
  • 5. If Excel does not appear, click on “All Programs,” then “Microsoft Office,” then “Microsoft Office Excel 2003.”
  • 6. Close the “Getting Started” Window.
  • 7. Let’s examine the different areas of the Excel worksheet
  • 8. Each box is called a “cell.” Column headings Row headings
  • 9. Name box (active cell) Formula Bar (information in the active cell) Worksheet (a sheet of cells)
  • 10. Workbook (the full Excel file with all Worksheets). Navigation buttons (for switching between worksheets).
  • 11. Information can only be entered into active cells. Click the cell you wish to add information to and begin typing.
  • 12. Press the Enter key to advance to the next cell down.
  • 13. Press the Tab key to go to the next cell on the right.
  • 14. If a number is too large to fit in a cell, it may appear as several pound signs or as scientific notation.
  • 15. To enlarge the cell so that all of the data appears, simply double-click on the right side of the cell, or place the cursor on the right side of the cell and drag it to the right.
  • 16. The height of a row may be adjusted by placing the cursor over the top or bottom of the row’s heading and dragging to the desired height.
  • 17.  
  • 18. Click on “Insert,” then “Worksheet” to add another worksheet.
  • 19. New worksheet added.
  • 20. To rename a worksheet, right-click on the tab, and select “Rename.”
  • 21. Cells must be highlighted, or selected, for Excel to perform a task. Simply click on a cell, then drag the mouse over all the cells you wish to select.
  • 22. If the cells you need to select are NOT next to each other, hold down the Ctrl key as you select each one.
  • 23. Click on a column’s heading to select the entire column.
  • 24. To select multiple columns, click and drag across the columns you wish to select.
  • 25. To select columns that are not next to each other, hold down the Ctrl button and select the columns.
  • 26. Click on a row’s heading to select the entire row.
  • 27. To select multiple rows, click and drag across the rows you wish to select.
  • 28. To select multiple rows that are not next to each other, hold down the Ctrl key and select the rows.
  • 29. To insert a NEW column, highlight the column that you wish to place the new column in front of, then click “Insert,” then “Columns.”
  • 30. Please note that all the information in the columns to the right of the new column have new headings.
  • 31. To insert a NEW row, highlight the row that you wish to place the new row in front of, then click “Insert,” then “Rows.”
  • 32. Please note that all the information in the rows below the new row has shifted down a row.
  • 33. To delete a column, select it, then click on “Edit,” then “Delete.”
  • 34.  
  • 35. To delete a row, select it, then click on “Edit,” then “Delete.”
  • 36. Cut, Copy, and Paste
  • 37. Data can be moved around or copied by using Cut, Copy, and Paste.
  • 38. Select the data to be moved and click on “Cut.”
  • 39. Place the cursor in the cell or cells you want the data to be placed in and click on “Paste.”
  • 40. The data is deleted from the original location and is pasted in the new location.
  • 41. Using “Copy” and “Paste” does not delete the data from the original location.
  • 42. Select the data to be copied and click on “Copy.”
  • 43. Put the cursor where you want the data to be copied and click “Paste.”
  • 44. Using Autofill
  • 45. The “Fill Handle” is the square in the lower right corner.
  • 46. Using AutoFill can save work by copying data or repeating patterns.
  • 47. Type the word “Sunday” in a cell.
  • 48. Click on the “Fill Handle” in the first cell and drag it. The Autofill feature fills in the months of the year.
  • 49. Type “almonds” and “apples” in two different cells.
  • 50. If Autofill can’t find a pattern, then the original data will be copied.
  • 51. Type the numbers “5” and “10” in two different cells.
  • 52. Drag the Autofill Handle across. Please note – Autofill requires at least two numbers to detect a pattern.
  • 53. Formatting
  • 54. Data formatting is done in a similar manner to Microsoft Word.
  • 55. Click on the “Font Color” icon to change the color.
  • 56. Excel automatically lines up text (letters) on the left side of a cell, and numbers on the right side of a cell.
  • 57. Change the alignment by clicking on one of these. Left alignment Center alignment Right alignment
  • 58. To align data vertically, select cells and click on “Format,” then “Cells.”
  • 59. Click on the “Alignment” tab, and select the text alignment you need, then click “OK.”
  • 60. The text is now centered vertically.
  • 61. Excel can enlarge a cell to fit a lot of data. Under “Text control,” click on “Wrap text.”
  • 62. The cell has enlarged enough to fit the data entered.
  • 63. Excel can also shrink data to fit a cell. Under “Text control,” click on “Shrink to fit.”
  • 64. The data fits into one cell.
  • 65. Data can be rotated – click on “Format,” then “Cells.”
  • 66. Data may be rotated under “Orientation.”
  • 67. The data is rotated at a 45 degree angle.
  • 68. Cells can be merged to form one large cell - this is very helpful to create a title for the worksheet.
  • 69. You can undo the cell merge by clicking on the “Merge and Center” button again.
  • 70. You may change the horizontal alignment of data by clicking on the indent buttons.
  • 71. Select the cell in which you wish to increase the indent, and click the “Increase Indent” button. Remember, text is automatically aligned to the left, and numbers to the right.
  • 72. These buttons format numbers.
  • 73. The “Currency Style” button adds a dollar sign and commas.
  • 74. The “Percent Style” button adds a percent sign.
  • 75. The “Comma Style” button adds commas to numbers greater than one thousand.
  • 76. Every click of the “Increase Decimal” button displays an additional decimal space.
  • 77. Every click of the “Decrease Decimal” button deletes a decimal space.
  • 78. To add a border around your cells, select the cells, then click on the “Borders” button and choose a border style.
  • 79. You can manually draw borders by clicking “Draw Borders.” The cursor will turn into a pencil.
  • 80. Click on the “Line Color” icon to select different colors.
  • 81. Click on the “Fill Color” icon to select different colors.
  • 82. Click on the “Font Color” button to change the color of your data.
  • 83. Pre-made formats are available in Excel. Click on “Format,” then “AutoFormat.”
  • 84. Scroll down to view all the formats. Choose the one you want.
  • 85. Click on Print Preview before printing the worksheet. Dotted lines will appear on the worksheet after using Print Preview. The lines indicate the page breaks.
  • 86. Adjusting spreadsheets
  • 87. Click on “File,” then “Page Setup.”
  • 88. You may change the Orientation, adjust the size of the spreadsheet, change the margins, add a header/footer, and more.
  • 89. Various print options are located on the “Print” menu. Go to “File,” then “Print.”
  • 90. You may print a selection, the entire workbook, or the active sheet.
  • 91. You may choose to print all pages or specify one or more.
  • 92. Basic Formulas
  • 93. Formulas always begin with an equal (=) sign. Type =5+5 into a cell. Press enter to move to the cell below.
  • 94. The answer appears after you exit the cell.
  • 95. If you go back to the original cell, you will see the formula in the “Formula Bar.”
  • 96. Symbols
    • To add, use +
    • To subtract, use –
    • To multiply, use *
    • To divide, use /
  • 97. Excel calculates in the following order:
    • Parentheses
    • Multiplication and Division
    • Addition and Subtraction
  • 98. Formulas can be created based on values in other cells. The formula, “=A1+A2” adds the values in A1 and A2.
  • 99.  
  • 100. AutoSum
  • 101. AutoSum quickly adds the numbers in cells. Simply highlight the numbers to be added, then click on the AutoSum icon. The answer will appear in the next cell.
  • 102.  
  • 103. Click the small arrow next to the AutoSum icon to see other functions available.
  • 104. Error Messages
    • #DIV/0 (Dividing by 0)
    • #NAME? (Formula name or cell reference is not recognized)
    • #REF! (Cell does not exist)
    • #VALUE! (A cell with text can NOT work with formula)
    • ####### (Appears when column is too narrow to display results)
  • 105. Circular Reference Error
  • 106. The “Circular Reference” error appears when a formula or function refers to its own cell.
  • 107. For additional help with Excel, including formulas and functions, be sure to access the “Help” menu.