Adult Education: Computer Coaching HBPL

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

35. Things I have learned
What’s coming next?