EPANDING THE CONTENT OF AN OUTLINE using notes.pptx
Excel 101
1.
2. AGENDA
What is Excel
Navigation - 2007
Shortcuts
Creating a spreadsheet – use of Formulas
Tabs/additional sheets in a workbook
Saving a spreadsheet
3. What is Excel
Excel is a spreadsheet which represents a table
used to store and manipulate various types of data.
The data is arranged in rows and columns to make it
easier to store, organize and analyze the
information.
The data is entered and stored in cells.
4. Navigation Components
Office Button
Quick Access toolbar (customize)
Ribbon
Formula Bar
Status Bar
Worksheet area
5. Spreadsheet
HB Excel navigation.xlsx
Office button
Quick Access Bar Formula Bar Ribbon
Status Bar Worksheet area
6. Office Button
Opens the Office pull-down menu containing all the
file related commands including –
SAVE
OPEN
PRINT
EXIT
EXCEL OPTIONS – Allows you to change Excel’s
default settings
HB Excel navigation.xlsx
7. Quick Access Toolbar
Contains buttons you can click to perform common
tasks such as saving your work and undoing and
redoing edits and which you can customize by
adding command buttons. Allows easy and quick
access to most commonly used features.
Click arrow (drop down menu) on right side of
toolbar to add or delete commands. You can also
customize how it is seen on the page.
HB Excel navigation.xlsx
8. Ribbon
Contains the bulk of the Excel commands arranged
into a series of tabs ranging from Home through
View. The Ribbon radically changes the way you
work in Excel.
9. Ribbon – cont’d
Instead of having to memorize (or guess) on which
pull-down menu or toolbar Microsoft put the
particular command you want to use, their designers
and engineers came up with the Ribbon that always
shows you all the most commonly used options
needed to perform a particular Excel task.
The Ribbon is made up of 4 components.
HB Excel navigation.xlsx
10. Ribbon Components
Tabs – Used for each of Excel’s main tasks that
bring together and display all the commands
commonly needed to perform that core task
Groups – Will organize related command buttons
into subtasks normally performed as part of the tab’s
larger core task.
Command buttons – within each group that you
select to perform a particular action or to open a
gallery from which you can click a particular
thumbnail
11. Ribbon Components (cont’d)
Dialog Box launcher – in the lower-right corner of
certain groups that opens a dialog box containing a
bunch of additional options you can select
12. Ribbon Tabs
The very first time you launch Excel 2007 the ribbon
will contain the following 7 tabs.
Home – command buttons normally used when
creating, formatting and editing a spreadsheet.
Insert – Used when adding particular elements to a
spreadsheet.
Page Layout – Used when preparing a spreadsheet
for printing or re-ordering graphics on the sheet.
13. Ribbon Tabs – Cont’d
Formulas – Used when adding formulas and
functions to a spreadsheet or checking a worksheet
for formula errors.
Data – Used when importing, querying, outlining and
subtotaling the data placed into a worksheet’s data
list.
Review – Used when proofing, protecting and
marking up a spreadsheet for review by others.
View – Used when changing the display of the
worksheet area and the data it contains.
14. Formula Bar
Displays the address of the current cell along with
the contents of that cell. The address of this cell is
determined by its column letter(s) followed
immediately by the row number as in cell “A1” – the
very first cell of each worksheet at the intersection of
column A and row 1.
15. Formula Bar – Cont’d
The contents of the current cell are determined by
the type of entry you make there: text or numbers if
you just enter a heading or particular value and the
nuts and bolts of a formula if you enter a calculation
there.
Formula bar is divided into 3 sections.
HB Excel navigation.xlsx
16. Formula Bar Sections
Name box – The left most section that displays the
address of the current cell address
Formula bar buttons - The second, middle section
that appears as a rather nondescript button
displaying only an indented circle on the left will
increase or decrease size of the Name box.
Once you start entering data in a cell the middle
section will then display a cancel and an enter button
in addition to what is already there.
17. Formula Bar Sections cont’d
Cell contents – The third, right-most white area to
the immediate right of the Function Wizard button
that takes up the rest of the bar and expands as
necessary to display really, really long cell entries
that won’t fit the normal area.
HB Excel navigation.xlsx
18. Status Bar
Located at the very bottom of the spreadsheet the
status bar keeps you informed of the program’s
current mode, any special keys you engage, and
enables you to select a new worksheet view and to
zoom in and out on the worksheet. The Status Bar
contains 5 areas of functionality.
HB Excel navigation.xlsx
19. Worksheet Area
Contains all the cells of the current worksheet
identified by column headings using letters along the
top and row headings using numbers along the left
edge. There are tabs for selecting new worksheets
on the bottom. Also a horizontal scroll bar to move
left and right through the sheet on the bottom and a
vertical scroll bar to move up and down through the
sheet on the right edge.
HB Excel navigation.xlsx
20. Worksheet – Moving around
In order to be able to enter or edit data in a cell that
cell must be current.
3 ways to know a cell is current:
The cell cursor – dark black border surrounding the cell
Address – appears in the Name box of the formula bar
Row and Column – will become shaded if you are in a cell.
To move to another cell:
Click on desired cell if in view
Enter location in Name box
F5 to open the Go To dialog box
21. Worksheet – Moving around cont’d
Use cursor keys to get to cell
Use horizontal and vertical scroll bars at the
bottom and right edge of the worksheet area to
move to the part of the worksheet desired – then
click on the cell.
22. Navigation Exercise
Office button - change options for the font size and
the color scheme
Quick Access Bar – add the Quick Print and Open
options
Ribbon – minimize the ribbon line.
Formula Bar – Create a column of 6 numbers and
autosum them at the bottom of the column.
23. Most used Shortcuts
General
CTRL+N Creates a New, blank workbook.
CTRL+O Displays the Open dialog box to open or find
a file.
CTRL+S Saves the active file with its current file
name, location, and file format.
CTRL+P Displays the Print dialog box.
CTRL+W Closes the selected workbook window.
F1 Displays the Microsoft Office Excel Help task
pane.
F7 Displays the Spelling dialog box to check spelling
in the active worksheet or selected range.
24. Most Used Shortcuts – cont’d
Navigation
ARROW KEYS Move one cell up, down, left, or right in
a worksheet.
TAB Moves one cell to the right in a worksheet.
SHIFT+TAB moves to the previous cell in a worksheet
or the previous option in a dialog box.
ENTER Completes a cell entry from the cell or the
Formula Bar, and selects the cell below (by default).
SHIFT+ENTER completes a cell entry and selects the
cell above.
PAGE UP Moves one screen up in a worksheet.
25. Most Used Shortcuts – cont’d
Navigation – cont’d
PAGE DOWN Moves one screen down in a
worksheet.
CTRL+HOME moves to the beginning of a
worksheet.
CTRL+END moves to the last cell on a worksheet,
in the lowest used row of the rightmost used
column.
F5 Displays the Go To dialog box.
26. Most Used Shortcuts – cont’d
Editing
CTRL+X Cuts the selected cells.
CTRL+C Copies the selected cells.
CTRL+V Inserts/Pastes 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+Z Uses the Undo command to reverse the last
command or to delete the last entry that you typed.
CTRL+Y Repeats/Redo the last command or action, if
possible.
27. Most Used Shortcuts – cont’d
Editing – cont’d
CTRL+F Displays the Find and Replace dialog
box, with the Find tab selected.
CTRL+H Displays the Find and Replace dialog
box, with the Replace tab selected.
CTRL+A Selects the entire worksheet.
28. Most Used Shortcuts – cont’d
Formatting
CTRL+B Applies or removes Bold formatting.
CTRL+I Applies or removes Italic formatting.
CTRL+U Applies or removes Underlining.
CTRL+SHIFT+F opens the Format Cells dialog
box with the Font tab selected.
29. Creating a Spreadsheet
Starting a new workbook – opens with 3 sheets
Entering the three different types of data – text,
value or fomula.
Creating simple formulas by hand : (=) +,-,*,/
Fixing your data-entry errors
Using the AutoCorrect feature
Using the AutoFill feature to complete a series of
entries
30. Creating a Spreadsheet – cont’d
Entering and editing formulas containing built-in
functions
Totaling columns and rows of numbers with the
autosum button
Add/delete sheets to workbook
31. Adding a worksheet
Tabs at bottom of sheet
Name/Rename/Insert/Delete
Ways to link all sheets in a workbook
32. Creating Formulas
Create a data table
Select cell for the formula
Type “=“
Type expression representing the calculation you
want to perform
Press “enter”
OR Autosum for quick total
33. Saving your spreadsheet
When you have finished entering and calculating
data – Click on Office Button Icon
Select the Save as option and name your workbook
It will be saved as a file in the folder you have
selected.
Can be opened and changes made and resaved.
34. Worksheet exercise
Add a new worksheet to your workbook and put your
name on it.
Create a data table with 12 elements
Find the average of your table and put number in a
cell
Add 10 of the elements and subtract 2 in the total
line
Save your workbook
work down
widen columns rather than space with new column
Worksheet must be in ready mode in the status bar - esc?
Entry also appears in the formula bar
Cancel and entry appear in formula bar once you start entering.