Excel Tutorial 1
Getting Started
with Excel
COMPREHENSIVE
Objectives
XP
Understand the use of spreadsheets and
Excel
Learn the parts of the Excel window
Scroll through a worksheet and navigate
between worksheets
Create and save a workbook file
Enter text, numbers, and dates into a
worksheet
Resize, insert, and remove columns and
rows
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Objectives
XP
Select and move cell ranges
Insert formulas and functions
Insert, delete, move, and rename
worksheets
Work with editing tools
Preview and print a workbook
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Introducing Excel
XP
Microsoft Office Excel 2007 (or Excel) is a
computer program used to enter, analyze,
and present quantitative data
A spreadsheet is a collection of text and
numbers laid out in a rectangular grid.
Often used in business for budgeting, inventory
management, and decision making
What-if analysis lets you change one or
more values in a spreadsheet and then
assess the effect those changes have on the
calculated values
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Introducing Excel
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Exploring Excel
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Exploring Excel
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Navigating a Worksheet
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Excel provides several ways to
navigate a worksheet
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Planning a Workbook
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Before you begin to enter data into a
workbook, you should develop a plan
Planning analysis sheet
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Entering Text, Numbers, and
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Dates
The formula bar displays the content of
inthe
Cells
active cell
Text data is a combination of letters,
numbers, and some symbols
Number data is any numerical value that
can be used in a mathematical calculation
Date and time data are commonly
recognized formats for date and time
values
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Entering Multiple Lines of Text
Within a Cell
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Click the cell in which you want to
enter the text
Type the first line of text
For each additional line of text, press
the Alt+Enter keys (that is, hold down
the Alt key as you press the Enter key),
and then type the text
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Changing Column Width
and Row Height
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A pixel is a single point on a computer
monitor or printout
The default column width is 8.38
standard-sized characters
Row heights are expressed in points or
pixels, where a point is 172 of an inch
Autofitting eliminates any empty
space by matching the column to the
width of its longest cell entry or the row
to the height of its tallest cell entry
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Changing the Column Width
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and
Row
Height
Drag the right border of the column heading left to decrease
the column width or right to increase the column width
Drag the bottom border of the row heading up to decrease the
row height or down to increase the row height
or
Double-click the right border of a column heading or the
bottom border of a row heading to AutoFit the column or row
to the cell contents (or select one or more columns or rows,
click the Home tab on the Ribbon, click the Format button in
the Cells group, and then click AutoFit Column Width or AutoFit
Row Height)
or
Select one or more columns or rows
Click the Home tab on the Ribbon, click the Format button in
the Cells group, and then click Column Width or Row Height
Enter the column width or row height you want, and then click
the OK button
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Inserting a Column or Row
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Select the column(s) or row(s) where
you want to insert the new column(s) or
row(s); Excel will insert the same
number of columns or rows as you select
In the Cells group on the Home tab, click
the Insert button (or right-click a column
or row heading or selected column and
row headings, and then click Insert on
the shortcut menu)
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Inserting a Column or Row
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Deleting and Clearing a Row or
Column
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Clearing data from a worksheet
removes the data but leaves the blank
cells
Deleting data from the worksheet
removes both the data and the cells
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Working with Cells and Cell
Ranges
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A group of cells is called a cell range
or range
An adjacent range is a single
rectangular block of cells
A nonadjacent range consists of two
or more distinct adjacent ranges
A range reference indicates the
location and size of a cell range
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Selecting Cell Ranges
XP
To select an adjacent range:
Click the cell in the upper-left corner of the adjacent range,
drag the pointer to the cell in the lower-right corner of the
adjacent range, and then release the mouse button
or
Click the cell in the upper-left corner of the adjacent range,
press the Shift key as you click the cell in the lower-right
corner of the adjacent range, and then release the Shift
key
To select a nonadjacent range of cells:
Select a cell or an adjacent range, press the Ctrl key as
you select each additional cell or adjacent range, and then
release the Ctrl key
To select all the cells in a worksheet:
Click the Select All button located at the intersection of
the row and column headings (or press the Ctrl+A keys)
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Selecting Cell Ranges
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Moving or Copying a Cell or
Range
Select the cell or range you want to move or copy
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Move the mouse pointer over the border of the selection
until the pointer changes shape
To move the range, click the border and drag the selection
to a new location (or, to copy the range, hold down the
Ctrl key and drag the selection to a new location)
or
Select the cell or range you want to move or copy
In the Clipboard group on the Home tab, click the Cut
button or the Copy button (or right-click the selection, and
then click Cut or Copy on the shortcut menu)
Select the cell or upper-left cell of the range where you
want to move or copy the content
In the Clipboard group, click the Paste button (or right-click
the selection, and then click Paste on the shortcut menu)
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Moving or Copying a Cell or
Range
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Inserting and Deleting a Cell
Range
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Inserting or Deleting a Cell
Range
Select a range that matches the range you want to
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insert or delete
In the Cells group on the Home tab, click the Insert
button or the Delete button
or
Select the range that matches the range you want to
insert or delete
In the Cells group, click the Insert button arrow and
then click the Insert Cells button or click the Delete
button arrow and then click the Delete Cells command
(or right-click the selected range, and then click Insert
or Delete on the shortcut menu)
Click the option button for the direction in which you
want to shift the cells, columns, or rows
Click the OK button
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Entering a Formula
XP
A formula is an expression that returns a
value
A formula is written using operators that
combine different values, returning a single
value that is then displayed in the cell
The most commonly used operators are
arithmetic operators
The order of precedence is a set of
predefined rules used to determine the
sequence in which operators are applied in
a calculation
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Entering a Formula
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Entering a Formula
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Entering a Formula
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Click the cell in which you want the
formula results to appear
Type = and an expression that
calculates a value using cell references
and arithmetic operators
Press the Enter key or press the Tab key
to complete the formula
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Entering a Formula
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Copying and Pasting
Formulas
With formulas, however, Excel adjusts
the formulas cell references to reflect
the new location of the formula in the
worksheet
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Introducing Functions
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A function is a named operation that returns
a value
For example, to add the values in the range
A1:A10, you could enter the following long
formula:
=A1+A2+A3+A4+A5+A6+A7+A8+A9+A10
Or, you could use the SUM function to
accomplish the same thing:
=SUM(A1:A10)
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Entering a Function
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Entering Functions with
AutoSum
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The AutoSum button quickly inserts
Excel functions that summarize all the
values in a column or row using a single
statistic
Sum of the values in the column or row
Average value in the column or row
Total count of numeric values in the column
or row
Minimum value in the column or row
Maximum value in the column or row
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Entering Functions with
AutoSum
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Inserting and Deleting a
Worksheet
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To insert a new worksheet into the workbook,
right-click a sheet tab, click Insert on the shortcut
menu, select a sheet type, and then click the OK
button
You can delete a worksheet from a workbook in
two ways:
You can right-click the sheet tab of the worksheet
you want to delete, and then click Delete on the
shortcut menu
You can also click the Delete button arrow in the
Cells group on the Home tab, and then click
Delete Sheet
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Renaming a Worksheet
XP
To rename a worksheet, you doubleclick the sheet tab to select the sheet
name, type a new name for the sheet,
and then press the Enter key
Sheet names cannot exceed 31
characters in length, including blank
spaces
The width of the sheet tab adjusts to
the length of the name you enter
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Moving and Copying a
Worksheet
XP
You can change the placement of the
worksheets in a workbook
To reposition a worksheet, you click and
drag the sheet tab to a new location
relative to other worksheets in the
workbook
To copy a worksheet, just press the Ctrl
key as you drag and drop the sheet tab
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Editing Your Work
XP
To edit the cell contents, you can work
in editing mode
You can enter editing mode in several
ways:
double-clicking the cell
selecting the cell and pressing the F2 key
selecting the cell and clicking anywhere
within the formula bar
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Editing Your Work
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Using Find and Replace
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You can use the Find command to
locate numbers and text in the
workbook and the Replace command
to overwrite them
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Using the Spelling Checker
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The spelling checker verifies the
words in the active worksheet against
the programs dictionary
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Changing Worksheet Views
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You can view a worksheet in three
ways:
Normal view simply shows the contents
of the worksheet
Page Layout view shows how the
worksheet will appear on the page or
pages sent to the printer
Page Break Preview displays the
location of the different page breaks within
the worksheet
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Changing Worksheet Views
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Changing Worksheet Views
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Working with Portrait
and Landscape Orientation
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In portrait orientation, the page is
taller than it is wide
In landscape orientation, the page is
wider than it is tall
By default, Excel displays pages in
portrait orientation
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Working with Portrait
and Landscape Orientation
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To change the page orientation:
Click the Page Layout tab on the Ribbon
In the Page Setup group, click the
Orientation button, and then click
Landscape
The page orientation switches to landscape
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Printing the Workbook
XP
You can print the contents of your workbook by
using the Print command on the Office Button
The Print command provides three options:
You can open the Print dialog box from which
you can specify the printer settings, including
which printer to use, which worksheets to
include in the printout, and the number of
copies to print
You can perform a Quick Print using the print
options currently set in the Print dialog box
Finally, you can preview the workbook before
you send it to the printer
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Viewing and Printing Worksheet
Formulas
XP
You can view the formulas in a workbook
by switching to formula view, a view of
the workbook contents that displays
formulas instead of the resulting values
To change the worksheet to formula view,
press the Ctrl+` keys
Scaling a printout reduces the width and
the height of the printout to fit the number
of pages you specify by shrinking the text
size as needed
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Viewing and Printing Worksheet
Formulas
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Viewing and Printing Worksheet
Formulas
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