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Excel2007
- 1. Microsoft ® Office Excel ® 2007 Training Get up to speed
- 2. What’s changed, andwhy Get up to speed Yes, there’s a lot of change in Excel 2007. It’s most noticeable at the top of the window. But it’s good change. The commands you need are now more clearly visible and more readily available in one control center called the Ribbon .
- 3. What’s on theRibbon? Get up to speed The three parts of the Ribbon are tabs, groups, and commands. Tabs: Tabs represent core tasks you do in Excel. There are seven tabs across the top of the Excel window. Groups: Groups are sets of related commands, displayed on tabs. Commands: A command is a button, a menu, or a box where you enter information.
- 4. What’s on theRibbon? Get up to speed How do you get started on the Ribbon? The principal commands in Excel are gathered on the first tab, the Home tab. Begin at the beginning.
- 5. What’s on theRibbon? Get up to speed Groups pull together all the commands you’re likely to need for a particular type of task. Throughout your task, groups remain on display and readily available; commands are no longer hidden in menus. Instead, vital commands are visible above your work space.
- 6. More commands, butonly when you need them Get up to speed The commands on the Ribbon are the ones you use the most. Instead of showing every command all the time, Excel 2007 shows some commands only when you may need them, in response to an action you take. So don’t worry if you don’t see all the commands you need at all times. Take the first steps, and the commands you need will be at hand.
- 7. More options, ifyou need them Get up to speed Sometimes an arrow, called the Dialog Box Launcher , appears in the lower-right corner of a group. This means more options are available for the group. On the Home tab, click the arrow in the Font group. Click the Dialog Box Launcher , and you’ll see a dialog box or task pane. The picture shows an example: The Format Cells dialog box opens, with superscript and other options related to fonts.
- 8. Put commands onyour own toolbar Get up to speed Do you often use commands that aren’t as quickly available as you’d like? You can easily add them to the Quick Access Toolbar . Play the animation to see the process of adding a button to the toolbar and then removing a button from the toolbar. Animation: Right-click, and click Play .
- 9. What about favoritekeyboard shortcuts? Get up to speed If you rely on the keyboard more than the mouse, you’ll want to know that the Ribbon design comes with new shortcuts. There are shortcuts for every single button on the Ribbon. Shortcuts often require fewer keys. This change brings two big advantages over previous versions of Excel:
- 10. What about favoritekeyboard shortcuts? Get up to speed The new shortcuts also have a new name: Key Tips . For example, here’s how to use Key Tips to center text: You press ALT to make Key Tips appear. Press ALT to make the Key Tips appear. Press H to select the Home tab. Press A, then C to center the selected text.
- 11. What about favoritekeyboard shortcuts? Keyboard shortcuts of old that begin with CTRL are still intact, and you can use them the same way you always have. For example, the shortcut CTRL+C still copies something to the clipboard, and the shortcut CTRL+V still pastes something from the clipboard. Get up to speed What about the old keyboard shortcuts?
- 12. A new viewGet up to speed Not only the Ribbon is new in Excel 2007. Page Layout view is new, too. If you’ve worked in Print Layout view in Microsoft Office Word, you’ll be glad to see Excel with similar advantages.
- 13. A new viewGet up to speed To see the new view, click Page Layout View on the View toolbar . Column headings. Row headings. Margin rulers. Here’s what you’ll see in the worksheet:
- 14. A new viewGet up to speed In Page Layout view there are page margins at the top, sides, and bottom of the worksheet, and a bit of blue space between worksheets. Other benefits of the new view: You don’t need to use Print Preview to find problems before you print. It’s easier than ever to add headers and footers. You can see different worksheets in different views. Rulers at the top and side help you adjust margins.
- 15. Working with differentscreen resolutions Get up to speed Everything described so far applies if your screen is set to high resolution and the Excel window is maximized. If not, things look different. At low resolution. If your screen is set to a low resolution, for example to 800 by 600 pixels, a few groups on the Ribbon will display the group name only, not the commands in the group. When and how do things look different?
- 16. Working with differentscreen resolutions Get up to speed Everything described so far applies if your screen is set to high resolution and the Excel window is maximized. If not, things look different. When the Excel window isn’t maximized. Some groups will display only the group name. When and how do things look different? With Tablet PCs. On those with smaller screens, the Ribbon adjusts to show smaller versions of tabs and groups.
- 17. Get to workin Excel Get up to speed The first lesson helped you get oriented to the new look of Excel 2007. Now it’s time to get to work. Say you’ve got a half hour before your next meeting to make some revisions to a worksheet that you created in a previous version of Excel. Can you do the basic things you need to do in Excel 2007, in just 30 minutes? This lesson will show you how.
- 18. Open your fileGet up to speed First things first. You want to open an existing workbook created in an earlier version of Excel. Click the Microsoft Office Button . Do the following: Click Open , and select the workbook you want. Also note that you can click Excel Options , at the bottom of the menu, to set program options.
- 19. Insert a columnGet up to speed Now you want to add a column to your worksheet to identify product categories. You want it to go between two existing columns of data. View the animation to see the process of inserting a column into the worksheet. Animation: Right-click, and click Play .
- 20. Insert a column Click in the Supplier column. Then on the Home tab, in the Cells group, click the arrow on Insert . On the menu that appears, click Insert Sheet Columns . A new blank column is inserted, and you enter the new data in the column. If you need to adjust the column width to fit the data, in the Cells group, click the arrow on Format . In the list that appears, click AutoFit Column Width . Get up to speed Follow this procedure to add the column between the Quantity column and the Supplier column:
- 21. Format and editdata Get up to speed You format and edit data by using commands in groups on the Home tab. For example, the column titles will stand out better if they are in bold type. To make it so, select the row with the titles and then on the Home tab, in the Font group, click Bold .
- 22. Format and editdata Get up to speed While the titles are still selected, you decide to change their color and their size, to make them stand out even more. In the Font group, click the arrow on Font Color . You’ll see many more colors to choose from than before. You can also see how the title will look in different colors by pointing at any color and waiting a moment.
- 23. Format and editdata To increase the font size, click Increase Font Size . Get up to speed You can use the Font group to take care of other formatting and editing options, too. While the titles are still selected, you decide to center them in the cells. In the Alignment group, click Center . Finally, you find that you need to enter one more order for Louisiana Fiery Hot Pepper Sauce. Select that product name, and in the Clipboard group, click Copy . Then click in the bottom row, and in the Clipboard group again, click Paste .
- 24. Enter a formulaGet up to speed Before handing off your report, you want to add up the numbers in the Quantity column. Place the cursor in the last cell in the Quantity column, and then click the Sum button on the Home tab. (It’s in the Editing group.) Press ENTER to see the formula result. It’s easy: Use the Sum button .
- 25. Add headers andfooters Get up to speed As a finishing touch, you decide to add headers and footers to the worksheet. This will help make clear to everyone what the data is about. Switch to Page Layout view. You can click the View tab, and then click Page Layout View in the Workbook Views group. Or click the middle button on the View toolbar at the bottom of the window. Here’s what to do:
- 26. Add headers andfooters Get up to speed As a finishing touch, you decide to add headers and footers to the worksheet. This will help make clear to everyone what the data is about. Click in the area at the top of the page that says Click to add header . Here’s what to do: As soon as you do, the Header & Footer Tools and the Design tab appear at the top of the Ribbon.
- 27. Print Get upto speed It’s time to print the report. In Page Layout view, you can make adjustments and see the changes on the screen before you print. Click the Page Layout tab. In the Page Setup group, click Orientation and then select Portrait or Landscape . In Page Layout view, you’ll see the orientation change, and how your data will look each way. Here’s how to use Page Layout view:
- 28. Print Get upto speed It’s time to print the report. In Page Layout view, you can make adjustments and see the changes on the screen before you print. Still in the Page Setup group, click Size to choose paper size. You’ll see the results of your choices as you make them. (What you see is what you print.) Here’s how to use Page Layout view:
- 29. The NewWorkbook window Get up to speed The New Workbook window offers the perfect place to start in Excel. When you click the Microsoft Office Button and then click New , the New Workbook window opens. At the top of the window, you can select either a new blank workbook or a template.
- 30. A new fileformat Get up to speed Excel has a new file format. But you can still open and edit older workbooks and share files with people who don’t have Excel 2007. The new file format brings increased security for your files, reduced risk of file corruption, reduced file size, and new features.
- 31. Working with filesfrom earlier versions Get up to speed In Excel 2007, you can open files created in Excel 95 through Excel 2003. But what if you’re the first person in your office to have Excel 2007? What if you need to need to share files with departments that don’t have Excel 2007 yet? Don’t panic. You can all share workbooks with each other.
- 32. Working with filesfrom earlier versions Old files stay old unless you choose otherwise. Excel will save an older file in its original format unless you specify otherwise. For example, if it started in Excel 2003, Excel 2007 saves it in 2003 format by default. Newer features warn you if you save a file as older. When you save a file in a previous version’s format, and the 2007 features you used are not compatible with the previous version, a Compatibility Checker tells you so. Get up to speed Here’s how:
- 33. Working with filesfrom earlier versions You can always copy newer files in newer format first. Get up to speed You can share documents between versions by using a converter. Colleagues with Excel 2000 through 2003 can open 2007 files by downloading and using a converter. Just tell Excel you want an Excel Workbook (*.xlsx). That copy of the file will contain all the Excel 2007 features. Here’s how:
- 34. Benefits of thenew format Get up to speed The new file format means improvements to Excel. New features Safer files Less risk of file corruption Here are its chief benefits:
- 35. Benefits of thenew format Get up to speed The new file format means improvements to Excel. Reduced file size Here are its chief benefits: More useful data
- 36. New file formats,new options when you save Get up to speed When you save a file in Excel 2007, you can choose from several file types. Excel Workbook (*.xlsx). Use when there are no macros or VBA code. Excel Macro-Enabled Workbook (*.xlsm). Use when there are macros or VBA code. Excel Template (*.xltx). Use when you need a template.
- 37. New file formats,new options when you save Get up to speed When you save a file in Excel 2007, you can choose from several file types. Excel Macro-Enabled Template (*.xltm). Use when you need a template and the workbook contains macros or VBA. Excel Binary Workbook (*.xlsb). Use with an especially large workbook.
- 38. New file formats,new options when you save Get up to speed When you save a file in Excel 2007, you can choose from several file types. Excel 97-Excel 2003 Workbook (*.xls). Use when you need to share with someone working in a previous version of Excel. Microsoft Excel 5.0/95 Workbook (*.xls). Use when you need to share with someone using Microsoft Excel 5.0.
Editor's Notes
- #2 [ Notes to trainer : For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Adobe Flash animations : This template contains Flash animations. These will play in PowerPoint 2000 and later. However: If you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint 97-2003 Presentation (*.ppt) or PowerPoint 97-2003 Template (*.pot) (you’ll see the file types in the Save As dialog box, next to Save as type) . Warning: If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx) , the animations won’t be retained in the saved file. Also : Because this presentation contains Flash animations, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.]
- #3 The Ribbon is your new control center. In place of 30 or so undisplayed toolbars, and commands buried on menus, the Ribbon brings together the essentials and makes them very visual. So when you try the new design, you’ll discover that the commands you already know how to use are grouped together in ways that make sense to you. Now continue on to learn more about the new design, and prepare to get to work with your exciting new version of Excel.
- #5 The commands on the Home tab are those that Microsoft has identified as the most commonly used when people do basic tasks with worksheets. For example, the Paste , Cut , and Copy commands are arranged first on the Home tab, in the Clipboard group. Font formatting commands are next in the Font group. Commands to center text or align text to the left or right are in the Alignment group, and commands to insert and delete cells, rows, columns, and worksheets are in the Cells group.
- #6 Here’s an example of the convenience of groups: If you want text displayed on multiple lines in a cell, you don’t have to click a command on a menu, click a tab in a dialog box, and then click an option in the dialog box. You just click the Wrap Text button in the Alignment group, on the Home tab. Tip: A list of the tabs and what you’ll find on them is in the Quick Reference Card, linked to at the end of this course.
- #7 An example: If you don’t have a chart in your worksheet, the commands to work with charts aren’t necessary. But after you create the chart by clicking a button in the Insert tab in the Charts group, the Chart Tools appear, with three tabs: Design , Layout , and Format . On these tabs, you’ll find the commands you need to work with the chart. The Ribbon responds to your action. Use the Design tab to change the chart type or to move the chart location; the Layout tab to change chart titles or other chart elements; and the Format tab to add fill colors or to change line styles. When you complete the chart, click outside the chart area. The Chart Tools go away. To get them back, click inside the chart. Then the tabs reappear.
- #8 To elaborate on this example: On the Home tab, in the Font group, you have all the commands that are used the most to make font changes: commands to change the font, to change the size, and to make the font bold, italic, or underlined. If you want more options, such as superscript, use the Dialog Box Launcher.
- #9 The Quick Access Toolbar is above the Ribbon when you first start Excel 2007. There, commands are always visible and near at hand. For example, if you use AutoFilter every day, and you don’t want to have to click the Data tab to access the Filter command each time, you can add Filter to the Quick Access Toolbar. Just right-click Filter on the Data tab, and then click Add to Quick Access Toolbar . To remove a button from that toolbar, right-click the button on the toolbar, and then click Remove from Quick Access Toolbar . [ Note to trainer: To play the animation when viewing the slide show, right-click the animation, and then click Play . After playing the file once, you may have to click Rewind (after right-clicking) and then click Play . If you have problems viewing the animation, see the notes for the last slide in this presentation about playing an Adobe Flash animation. If you still have problems viewing the animation, the slide that follows this one is a duplicate slide with static art. Delete either the current slide or the next slide before showing the presentation.]
- #11 More on using the new shortcuts: When you press ALT, you’ll see Key Tips for all the Ribbon tabs, all the commands on the tabs, the Quick Access Toolbar, and the Microsoft Office Button (which the presentation will cover later). Press the key for the tab you want to display. This makes all the Key Tip badges for that tab’s buttons appear. Then, press the key for the button you want.
- #12 To learn more about keyboard shortcuts, see the Quick Reference Card, linked to at the end of this presentation.
- #14 You’ll find the View toolbar in the lower-right portion of the window. Another way to see Page Layout View: Click the View tab on the Ribbon, and then click Page Layout View in the Workbook Views group.
- #15 A little elaboration on these points: You can turn the rulers on and off as you need them (click Ruler in the Show/Hide group on the View tab). You’ll see more about using Print Preview in the next lesson. When you type in the new header and footer area at the top or bottom of a page, the Design tab opens with all the commands you need to create your headers and footers. More about that too in the next lesson. You can see each sheet in a workbook in the view that works best. To see a worksheet in a different view, just select a view on the View toolbar, or in the Workbook Views group on the View tab, for each worksheet. Normal view and Page Break preview are both there.
- #16 More on low resolution: Working in low resolution, you’ll need to click the arrow on the group button to display the commands. For example, on the View tab, the Show/Hide group has several commands to show or hide various items. With a higher resolution, you will see all the commands in the Show/Hide group. In 800 by 600 resolution, you will see the Show/Hide button, not the commands in the group. In that case, you click the arrow on the Show/Hide group button to display the commands in the group. The groups that display only the group name in a smaller resolution are those with less frequently used commands.
- #17 More on smaller windows: At any resolution, there is a window size at which some groups will display only the group name. So if you’re working in an Excel window that isn’t maximized, you might need to click the arrow on a group button to display the commands. More on Tablet PCs : If you have a Tablet PC with a larger monitor, the Ribbon adjusts to show you larger versions of the tabs and groups.
- #19 That’s all you have to do to open a file created in a previous version. You’re ready to get to work. But before you do, here are a few notes about using the Microsoft Office Button , located in the upper-left corner of the window. Clicking it opens a menu showing the same commands you’ve used in the past to open and save your workbooks. This menu is packed with useful items. For example, here is where you’ll find the program settings that control things like turning the R1C1 reference style on or off, or showing the Formula Bar in the program window. Click Excel Options at the bottom of the menu to access the options. In previous versions of Excel, you could set such options in the Options dialog box, opened from the Tools menu. Now many of those options are here, where they are more visible and conveniently close at hand when you start work on old files or new ones.
- #20 Your worksheet contains rows of products ordered from various suppliers. Your new column will identify the various products as dairy, grains, produce, and so on. The animation illustrates the process: You want to add the column to the right of the Quantity column, so you click in the Supplier column. On the Home tab, in the Cells group, click the arrow on Insert . On the menu that appears, click Insert Sheet Columns . A new blank column is inserted, and you enter the new data in the column. [ Note to trainer: To play the animation when viewing the slide show, right-click the animation, and then click Play . After playing the file once, you may have to click Rewind (after right-clicking) and then click Play . If you have problems viewing the animation, see the notes for the last slide in this presentation about playing an Adobe Flash animation. If you still have problems viewing the animation, the slide that follows this one is a duplicate slide with static art. Delete either the current slide or the next slide before showing the presentation.]
- #21 In the Format list are all the commands to adjust row height and column width, as well as to hide and unhide rows, columns, and sheets.
- #23 This preview means that you don’t have to make a selection to see the color, and then undo your selection if it’s not what you want. When you see a color you like, click it.
- #24 Alternative to clicking Increase Font Size: Click the arrow beside the Font Size box to see a list of sizes. This method gives you the same live preview as for font colors.
- #25 Excel adds the numbers by using the SUM function. To do more than add, click the arrow on the Sum button. Then click any of the functions on the list that appears: Average , Count , Max , or Min . If you click More Functions , Excel opens the Insert Function dialog box where you can choose from all of the Excel functions. Or click the Formulas tab and check out the Function Library and Calculation groups.
- #26 Switching to Page Layout view makes it very easy to add headers and footers. You’ll see how in the next slide.
- #27 The Header & Footer Tools have all the commands to work with headers and footers. There’s also a command, new in Excel 2007, to apply different headers and footers on odd and even pages. For the header on this report, you type June Sales Report , and you’re done. As soon as you click the worksheet, the Header & Footer Tools and the Design tab and commands go away, until you need them again. To get them back, in Page Layout view, click in the header or footer area again.
- #28 Using Page Layout view helps you avoid some of the somersaults you went through to preview worksheets in earlier versions of Excel. For example, did you ever switch back and forth repeatedly between Print Preview and Normal view, adjusting your worksheet to get things right before printing? Or perhaps it took you several tries before your worksheets finally printed the way you wanted them to. Those days are gone.
- #30 To the left are different template categories for templates installed with Excel 2007. Click Featured under Microsoft Office Online on the left for links to video demos and online training, and online templates for budgets, calendars, expense reports, and so on.
- #31 This lesson shows you how you can share your Excel 2007 worksheets with people who don’t have Excel 2007 yet, and to learn more about why the file format change was made.
- #33 Old files stay old unless you choose otherwise. If you open a file that was created in a previous version, when you save that file and any work you do in it, the automatic setting in the Save As dialog box is to save the file in the original version’s format. Newer features warn you if you save a file as older. For example, if you apply color to a header in Excel 2007, and then save the file in Excel 97-2003 format, the Compatibility Checker will tell you that previous versions of Excel do not have color for headers and footers, and that the header will appear as plain text. Important When a new feature will not become available again if you save a file in an earlier format and then open it again in Excel 2007, the Compatibility Checker will warn you.
- #34 You can always copy newer files in newer format first. You can easily keep a 2007-format copy of the workbook. Just use Save As and tell Excel you want an Excel Workbook (*.xlsx). That copy of the file will contain all the Excel 2007 features. Share documents between versions by using a converter. If you create a file in 2007 and save it in 2007 format, your colleagues who have Excel versions 2000 through 2003 (and the latest patches and service packs) can work in your 2007 files. When they open your workbook, they will be asked if they want to download a converter that will let them open it. If the technical details interest you: The Excel 2007 file format is based on XML (Extensible Markup Language) and embraces the Office Open XML Formats. This is the new file format for Microsoft Office Word 2007 and Microsoft Office PowerPoint ® 2007 also.
- #35 New features. In addition to the features you’ve seen in the previous lessons, the number of rows on a worksheet has gone from 65,536 to 1,048,576. The number of columns has increased from 256 to 16,384. You can write longer formulas in the new resizable Formula Bar. And if you click large chunks of text in a cell, the Formula Bar no longer spills into the worksheet grid. Safer files. Workbooks containing unwanted code or macros are easier to identify and block. Less risk of file corruption. Excel has an improved ability to open corrupt files and recover some of your work that might otherwise have been lost.
- #36 Reduced file size. Workbooks are compressed; file size is approximately 50 percent to 75 percent smaller than in previous versions of Excel. You open and save the compressed files as you are used to opening and saving any Excel file. More useful data. More can be done with the data because its basis in XML makes it much easier to integrate with other data sets from other computers and programs. For example, store your budget data in a specialized program, select what you need, and import it into a Word document, an Excel worksheet, or an Access database.
- #37 Excel Workbook (*.xlsx). Save a workbook as this file type if it does not contain macros or Microsoft Visual Basic ® for Applications (VBA) code. If you try to save a workbook as an Excel Workbook, and there are any macro commands or VBA projects in the file, Excel 2007 will warn you that the macro or VBA code will be deleted from the file. Excel Macro-Enabled Workbook (*.xlsm). Save your workbook as this file type when the workbook contains macros or VBA code. If you try to save a workbook containing macros or VBA as the Excel Workbook file type, Excel will warn you against this choice. Excel Template (*.xltx). Save your workbook as this file type when you need a template.
- #38 Excel Macro-Enabled Template (*.xltm). Save your workbook as this file type when you need a template and the workbook contains macros or VBA. Excel Binary Workbook (*.xlsb). Save your workbook as this file type when you have an especially large workbook; this file type will open faster than a very large Excel Workbook will. You’ll still have the new Excel features with this file type, but not XML.
- #39 Excel 97 - Excel 2003 Workbook (*.xls). Save your workbook as this file type when you need to share it with someone who is working with a previous version of Excel, and who does not have the Microsoft Office Compatibility Pack for 2007 Office Word, Excel, and PowerPoint File Formats. Microsoft Excel 5.0/95 Workbook (*.xls). Save your workbook as this file type when you need to share it with someone using Microsoft Excel 5.0. Most Excel 2007 features will be disabled when you save as this file type.