Professional Documents
Culture Documents
Courseware from
Cheltenham Computer Training
Contact Information
NOTE: All reasonable precautions have been taken in the preparation of this document, including
both technical and non-technical proofing. Cheltenham Computer Training and all staff assume
no responsibility for any errors or omissions. No warranties are made, expressed or implied with
regard to these notes. Cheltenham Computer Training shall not be responsible for any direct,
incidental or consequential damages arising from the use of any material contained in this
document.
If you find any errors in these training modules, please inform Cheltenham Computer Training.
Whilst every effort is made to eradicate typing or technical mistakes, we apologize for any errors
you may detect. All courses are updated on a monthly basis, so your feedback is both valued by
us and will help us to maintain the highest possible standards.
Cheltenham Computer Training 2000 No part of this document may be copied without written
permission from Cheltenham Computer Training unless produced under the terms of a site
license agreement with Cheltenham Computer Training.
Please Note:
Information Is not core ECDL version 3 material, but has been included as additional
displayed like material by Cheltenham Computer Training
this: -
PLEASE READ
This courseware should be used by candidates holding an official ICDL/ECDL Skills Card or Log
Book, and should lead to the taking of official ICDL/ECDL tests. These are available from your
national ICDL/ECDL office. See www.ecdl.com for details.
ECDL Approved Courseware
""European Computer Driving Licence" and ECDL and Stars device are registered trade marks of
the European Computer Driving Licence Foundation Limited in Ireland and other countries.
Cheltenham Computer Training is an independent entity from the European Computer Driving
Licence Foundation Limited, and not affiliated with the European Computer Driving Licence
Foundation Limited in any manner. This product may be used in assisting students to prepare for
the European Computer Driving Licence Examination. Neither the European Computer Driving
Licence Foundation Limited nor Cheltenham Computer Training warrants that the use of this
product will ensure passing the relevant Examination. Use of the ECDL-F approved Courseware
Logo on this product signifies that it has been independently reviewed and approved in complying
with the following standards:
Acceptable coverage of all courseware content related to ECDL Syllabus Version 3.0. This
courseware material has not been reviewed for technical accuracy and does not guarantee that
the end user will pass the associated ECDL Examinations. Any and all assessment tests and/or
performance based exercises contained in this product relate solely to this product and do not
constitute, or imply, certification by the European Driving Licence Foundation in respect of any
ECDL Examinations. For details on sitting ECDL Examinations in your country please contact the
local ECDL Licensee or visit the European Computer Driving Licence Foundation Limited web
site at http://www.ecdl.com.
References to the European Computer Driving Licence (ECDL) include the International
Computer Driving Licence (ICDL). ECDL Foundation Syllabus Version 3.0 is published as the
official syllabus for use within the European Computer Driving Licence (ECDL) and International
Computer Driving Licence (ICDL) certification programme"
Before making ANY changes to this product you must first contact the ECDL Foundation for
approval of the changes that you wish to make. Please contact Aisling Mulqueen, at the ECDL
Foundation using this email address aisling.mulqueen@ecdl.com. In the event of this email not
working, please contact the ECDL via their web site. Or write to Aisling Mulqueen, ECDL
Foundation. Block B #6 Leopardstown Office Park, Sandyford Industrial Estate, Dublin 18.
Cheltenham Computer Training accept no liability whatsoever arising from any changes
that you make to this courseware, with, or without, ECDL Foundation approval.
CONTENTS
To start Excel • Click on the Start icon to display the Start menu and then move the
usin mouse pointer onto Programs.
g • From the sub-menu select Microsoft Excel.
the
Win
dow
s
Start
men
u
NOTE: Alternatively you could have clicked on the Spreadsheet tab and
have selected a workbook template, such as Expense Statement or
Invoice.
What are You enter your data into a worksheet. It consists of rows and columns and
Wor is essentially a very large table.
kbo
oks The worksheets in turn are grouped together into workbooks. By default
and each workbook in Excel contains 3 worksheets, which are identified by
Wor tabs displayed along the bottom of your screen, which identify the
kshe individual worksheets making up the workbook. By default the first
ets? worksheet is called Sheet1, the next is Sheet2 and so on.
By default each new workbook you open will contain 3 blank worksheets,
although you can increase this number or reduce it down to a workbook,
which only contains one worksheet.
OR you can click on the down arrow next to the Look in field.
To select, and • Click on the Open icon which will display the file Open dialog box. Click
ope on the first file of the block you wish to select, then while depressing the
na Shift key, click on the last file of the required block. When you release
cont the Shift key the entire block will remain selected.
inuo
us
bloc
k of
files
To select, and • Click on the Open icon which will display the file Open dialog box. Click
ope on the first file that you wish to select and while keeping the Ctrl key
n, depressed, click on the other files that you wish to select. When you
mult release the Ctrl key, the selected files will continue to be highlighted.
iple
files
that
are
not
in a
cont
inuo
us
bloc
k
To create a • Click on the New icon located within the Standard toolbar
new
defa OR press Ctrl+N
ult
work
boo
k
To create a • Click on the File drop down menu, and then click on the New
new command. The New dialog box will be displayed. To create a
work workbook using the default template, click on the Workbook icon,
boo located within the General tab. Click on the OK button to continue.
k file
usin To create a new specialist workbook, using a pre-defined template, click
ga on any of the other tabs that may be displayed, such as Spreadsheet
spec Solutions, and then select the required icon (such as Invoice). Click
ified on the OK button to continue.
tem
plate
To save the • To save the workbook, click on the Save icon, and you will see the
work Save As dialog box.
boo
k
• In the section of the dialog box called File Name, enter a name for your
file. Then click on the Save button to save the file.
To save a • From the File menu, select Save As to display the Save As dialog box.
back • Insert a name for the file in the File name text box.
up • Select Save. To work on the original file again, select it from the list
copy displayed at the bottom of the File drop down menu.
To save a file • Click on the File drop down menu and select the Save As command. A
to a dialog box will be displayed similar to that illustrated.
disk
ette
• Click on the down arrow to the right of the Save in section of the dialog
box, which will display a drop down menu, as illustrated.
To minimize a • Click on the Minimize button in the top right-hand corner of the
work workbook window.
boo • If the workbook is maximized, restore it first by clicking the Restore
k button, which appears in the top right-hand corner of the workbook
wind window.
ow
OR press Alt+F4
What is the By default this friendly little creature will watch what you do and offer tips on
Micr how to work more productively.
osof
t
Offic
e
Assi
stan
t?
Today's Tip By default Excel will display a tip of the day each time you start Excel. If
you take the time to read these when they are displayed, then you will soon
find that you are on the way to becoming an Excel expert!
To display • Click on the Office Assistant icon located within the Standard
the Toolbar.
Offic
e
Assi
stan
t
To hide the • Right click on the Office Assistant, and from the
Offic pop-up menu displayed, select Hide.
e
Assi
stan
t
To change • From the Tools menu, select Options to display the Options dialog box.
the • Select the View tab.
View
opti
ons
• Select options as required. Use the built-in Help facility for more
information.
To zoom the • Use the Zoom icon within the Standard Excel toolbar.
view
To display or • To display a
hide toolbar, select the
a Toolbars command
tool from the View menu to
bar display the Toolbars
drop down menu. A list
of toolbars is displayed.
• Choose the
Toolbar you want to
display by clicking on it
from the list.
To move a • Click on the toolbar you wish to move. Make sure you click on the
tool toolbar background, not the buttons.
bar • Drag the toolbar to a new location.
To save a file • From the File drop down menu, click on the Save As command.
in a • If necessary, select the folder that you wish to save the file in from the
form Look in list box.
at • Click on the down arrow to the right of the Save as type: box, and select
othe the type of file format that you wish to save the file as, i.e. HTML, RTF
r etc.
than
Exce
l
form
at,
such
as
Lotu
s
123
• Enter a file name.
• Click on the Save button to save it in the required format.
To save a file • From the File drop down menu, click on the Save As command.
in an • If necessary, select the folder that you wish to save the file in from the
earli Look in list box.
er • Click on the down arrow to the right of the Save as type: box, and select
Exce the type of file format that you wish to save the file as, such as the
l example shown where we have selected the Microsoft Excel 5.0/95
form format.
at
What are Frequently when working with spreadsheets you want to use the same
Tem layout or design. You can re-create the design every time you want to use
plate it, or you can create a spreadsheet to use as a pattern. The spreadsheet
s? pattern is called a template.
Templates are stored with the extension .XLT and when they are
accessed to create a new sheet, a copy of the original is made. The
original template is left untouched ready for further use.
To use a • From the File menu, select New to display the New dialog box.
tem • Select the template you require. Notice that you normally see a number
plate of tabs on this dialog box, such as General and Spreadsheet
Solutions. If you wish to use the default template, select Workbook
from the General tab.
• Select OK to open a copy of the template, i.e. a Workbook.
To save a file • From the File drop down menu, click on the Save As command.
in a • Click on the down arrow to the right of the Save as type: box, and select
form the type of file format that you wish to save the file as, i.e.
at Web Page (.htm:*.html)
suita
ble
for
post
ing
on a
Web
site
To enter • Select the cell in which you want to enter a number and type in the
num number. If you want to make the number a negative, type a minus sign
bers in front of it or enclose it in parentheses (i.e. brackets).
• To indicate decimal places, you type a full stop.
• The numbers will be right aligned by default. If you wish to enter a
number or formula as text, type an apostrophe before it.
To enter • Select the cell in which you want to enter the date or time and then type
date in the date or time. Separate the date with either hyphens or slashes.
s or • To enter the current date, press Ctrl+; to enter the current time, press
time Ctrl+:
s
To enter text Simply click on the cell and start typing the text that you wish to appear
into a in that cell. Remember that to move to the next cell use the Tab key.
cell To move down a cell press the Enter key.
Using non- Sometimes you may wish to insert a symbol into your workbook that is
stan not displayed on your keyboard, such as the © or ® symbols.
dard
char There are basically two ways of inserting these special characters.
acte
rs.
Using • Click on the Tools drop down menu and select the AutoCorrect
Auto command, which will display the AutoCorrect dialog box.
Corr
ect
to
inse
rt
sym
bols
Inserting • Click on the Windows Start icon and from the pop-up menu displayed
spec select Programs. From the sub-menu select either Accessories or
ial System Tools (depending on your version of Windows), and then
char select the Character Map utility. This will display the Character Map
acte dialog box.
r of
sym
bols
usin
g
the
Win
dow
s
Char
acte
r
Map If you see the character or symbol you required select it and them click on
the Copy button to copy it to the Windows Clipboard.
If you do not see the character or symbol you require, click on the down
arrow next to the Font selection box and select a different font, such as
Wingdings, as illustrated.
Once you have selected the required character or symbol, switch back to
your workbook, and position the insertion point at the location you wish to
insert the symbol.
Click on the Paste icon in the standard Excel toolbar, and the symbol will
be displayed.
TIP: The Character Map displays the key shortcut that will display the
selected symbol character that you have selected. Thus if you are using
the Wingdings font and press M, you will see the "bomb" symbol.
NOTE: If you see an M rather than the bomb symbol, this is because you
have not used the Wingdings font. Try typing M (using CAPS) into your
workbook, and them format it using the Wingdings font. You should now
see the bomb symbol, as illustrated.
To enter a • Place the cursor in the cell where the formula will appear.
form • Enter an = (equal) sign.
ula • Enter the expression that will produce the result you want. This can
consist of operands, values, variables, and symbols which represent
mathematical procedures such as + or - to add and subtract, e.g.
A5+E5.
• When the formula is complete, press Enter. The result of the formula
will be calculated and displayed in the cell.
• You can display the formula itself in the Formula bar at the top of the
screen by placing the cell pointer on the cell.
• If there is an error in a formula, an error message is displayed which will
begin with a # sign.
To enter a • Enter the formula up to the point of the cell or range reference, e.g. to
cell enter the formula =E2+E5, only enter the equal (=) sign.
or • Move the cell pointer to the first cell reference using the arrow keys.
rang The formula will track your progress and enter the current address into
e the formula.
refer • Press Enter to complete the formula when you have reached the cell
ence you require.
by
poin
ting
To select a • Click on the first cell of the rectangular block that you wish to select (i.e.
rang the top-left hand corner).
e of • Move down to the cell that marks the bottom-right corner of the
cells rectangular block.
(mak • Depress the Shift key (and keep it depressed).
ing • Click once on the last cell of the required block.
up a • Release the Shift key.
rect
ang
ular
bloc
k)
To select a • Click the row heading number of the first row that you wish to select.
rang • Position the mouse button at the last row in the range that you wish to
e of select.
adja • Depress the Shift key and keep it depressed.
cent • Click on the last row in the range that you wish to select.
rows • Release the Shift key.
To select a • Click the column heading number of the first column that you wish to
rang select.
e of • Position the mouse button at the last column in the range that you wish
adja to select.
cent • Depress the Shift key and keep it depressed.
colu • Click on the last column in the range that you wish to select.
mns • Release the Shift key.
selected, as illustrated.
4.2.3.1 Use the Copy and Paste tools to duplicate cell contents in
another part of a worksheet.
To view the • If the Clipboard toolbar is not displayed, then you can display it by
Clip clicking on the View drop down menu, selecting Toolbars, and then
boar selecting Clipboard.
d
tool Icons on this toolbar include Copy, Paste All and Clear Clipboard.
bar
To move and • Select the cell or range that contains the data to be copied.
copy • Press and hold the Alt key and drag any edge of the selected range to
data the required worksheet tab.
to • Place the range where required and release the mouse button.
anot • To copy the data carry out the above procedure holding down both the
her Ctrl and Alt keys.
work
shee
t
To copy data • Select the cell or range that contains the data you wish to copy.
over • Click and drag on the bottom-right corner of the selected cell or range.
seve • The corner has a small box in it and the mouse pointer will change to a
ral plus sign.
cells • Drag the selection up, down, left, or right to copy the data over several
(fill) cells.
• Release the mouse button when you have finished.
To use the • Click on the object to select it and choose Copy from the Edit menu (or
Clip press Ctrl+C, or click on the Copy icon on the Standard toolbar).
boar • Move to a different application, or move to the new sheet or workbook.
d to • Select a location for the top left-hand corner of the object.
copy • From the Edit menu, choose Paste (or press Ctrl+V, or click on the
an Paste icon on the Standard toolbar).
obje
ct
betw
een
page
s,
work
boo
ks,
or
prog
ram
s
To copy a • In the first cell of the column, enter the first numeric value or formula.
num • Select the second cell in the column.
eric • To copy the data in the selected cell, press Shift+Ctrl+”
valu • Press Enter to insert the value into the selected cell.
e
dow NOTE: If there is already a formula in the original cell, the copied
na version will only contain the value for the formula. If you want to copy
colu the whole formula, press Ctrl + ’ (Apostrophe).
mn
To copy a • Select the range of data you wish to copy and transpose.
colu • From the Edit menu, choose Copy (or press Ctrl+C, or click on the
mn Copy icon on the Standard toolbar).
of • Highlight the cell where you want to place the range.
text • Select Paste Special from the Edit menu, to display the Paste Special
into dialog box.
a • Select the Transpose check box and select OK.
row
To copy a • Insert the formula, which you require in the first cell of the row or
form column.
ula • Select the cell, which contains the formula you want to copy.
acro • Click on the bottom right-hand corner of the cell border, the mouse
ss pointer will change to a plus sign. Drag the selection over the row or
seve down the column.
ral
cells
in a
colu
mn
or
row
4.2.3.2 Use the Cut and Paste tools to move cell contents within
a worksheet.
To move cell • Click on a cell to select it (or select a range of cells by clicking on the
cont first cell within the range and while keeping the mouse button
ents depressed drag across the rest of the required range).
withi • Click on the Edit drop down menu and select the Cut command.
na • Click on the location that you wish to cut (i.e. move) the cell or
work selected range to.
shee • Click on the Edit drop down menu and select the Paste command.
t
(usi
ng
Cut
and
Past
e)
To move cell • Click on a cell to select it or select a range of cells by clicking on the
cont first cell within the range and while keeping the mouse button
ents depressed drag across the rest of the required range.
withi • Move the mouse pointer to the edge of the selected cell or range until
na the pointer changes from a cross to an arrowhead shape.
work • Drag the cell or selected range to a new position on the workbook.
shee
t
(usi
ng
drag
and
drop
)
To move cell • Click on a cell to select it (or select a range of cells by clicking on the
cont first cell within the range and while keeping the mouse button
ents depressed drag across the rest of the required range).
betw • Click on the Edit drop down menu and select the Cut command.
een • Click on the sheet tab at the bottom of the screen that you wish to
activ paste (i.e. move) the data to.
e
work
shee
ts
(with • Click on the location, within the worksheet that you selected, that you
in a wish to cut (i.e. move) the cell or selected range to.
work • Click on the Edit drop down menu and select the Paste command.
boo
k)
(usi
ng
Cut
and
Past
e)
To move cell • Click on a cell to select it (or select a range of cells by clicking on the
cont first cell within the range and while keeping the mouse button
ents depressed drag across the rest of the required range).
betw • Click on the Edit drop down menu and select the Cut command.
een • Click on the Excel icon at the bottom of the screen, that represents
activ the other Excel Workbook that you wish to cut (i.e. move) the data to.
e NOTE: This assumes that you have already opened or created a
spre second Excel Workbook. If not, create or open one first!
adsh
eet
(i.e.
work
boo
ks),
usin • Click on the location, within the workbook that you selected, that you
g wish to cut (i.e. move) the cell or selected range to.
Cut • Click on the Edit drop down menu and select the Paste command.
and
Past
e
To delete the • Select the cell or range that you want to delete.
cont • Press the Delete key. NOTE: If you delete values from cells,
ents which are used in formulas, the formulas will return errors.
of a
cell
or
rang
e
To delete • Select the cell or range containing the data you want to remove.
data • From the Edit menu, choose Clear Contents. The data will be
with removed from the cell, or range, without removing the formatting.
out • If you want to remove the formatting from a cell without removing
rem the data, select the Clear Formats command from the Edit menu.
ovin
g
the
und
erlyi
ng
cell
form
ats
To delete • Click on the row number or column letter to highlight the rows
To delete • Select the cell or range you wish to delete, and select Delete from
cells the Edit menu to display the Delete dialog box.
or • To make the remaining cells shift up to fill the space left by the
rang deleted cells, choose Shift cells up. To make the remaining cells shift
es left to fill the space left by the deleted cells, choose Shift cells left, and
click on OK.
To find text in • Place the insertion point where you want to begin the search.
a • Select the Find command from the Edit menu, or press Ctrl+F to
work display the Find dialog box.
sheet • Type the text you wish to find in the Find what text box, this can be up
to 255 characters in length.
• Click on the Find Next button to find the next occurrence of the text
you are looking for.
To find and • Place the insertion point where you want to begin the search.
repla • Select the Replace command from the Edit menu, or press Ctrl+H to
ce display the Replace dialog box.
text • Type the text you wish to find and replace in the Find what text box,
withi this can be up to 255 characters in length.
na
work
sheet
• Type the replacement text in the Replace with text box. Select from the
following:
To insert a • Select the row you want to move down when the new row is inserted
row above it.
into • To select more than one row, drag the mouse pointer across the
a required row headings (with the mouse button depressed).
work • Right click over the selected row(s) to display a pop-up menu.
shee • Select Insert. Any existing data will move down to accommodate the
t new cells.
To insert • Select the column you want to move to the right when the new row is
colu inserted.
mns • To select more than one column, drag the mouse pointer across the
into required column headings (with the mouse button depressed).
a • Right click over the selected column(s) to display a pop-up menu.
work • Select Insert. Any existing data will move right to accommodate the
shee new cells.
t
To change • Find the right-hand border of the column you wish to change and follow
the it to the top of the worksheet into the area of the column heading.
widt • When the mouse pointer is moved in this area, it changes to a thick
h of crosshair.
a • Click on the right-hand column heading border and drag the mouse to
colu the left to reduce the column, or to the right to increase the column size.
mn
NOTE: If you enter text, which exceeds the column width, it will spill over
into the next column as long as the cell does not contain any data. If it
contains data the entry will be truncated at the edge of the cell. Although
the entire entry does not appear, it will still be intact. If you enter a number
which exceeds the width of a column, ### signs will be displayed in the cell
to let you know that the column is not wide enough.
To set the • Find the right-hand column border in the column heading area.
colu • Double click on the border to make the column change to fit the
mn data in it. The column will be as wide as the largest entry in it.
widt
h to
matc
h
the
data
auto
mati
cally
To change • Click on the heading (column letter) of the first column you want to
the change, and drag to highlight the other columns.
widt • Double click on the right-hand border of the column heading of any
h of of the highlighted columns.
mult • The column widths will change to match their largest entry.
iple
colu
mns
to
matc
h
the
data
To set new • From the Format menu, choose Column Standard Width to
defa display the Standard Width dialog box.
ult • Enter a new width for standard columns (measured in characters).
colu • Select OK.
mn
widt
hs
To sort data • Click on cell, within a column that you wish to sort numerically.
num • Click on the either the Sort Ascending or Sort Descending icons, and
erica observe the effect.
lly
Sorting a list • Within your data, click within the column that you wish to sort by. Then
usin click on the either the Sort Ascending or Sort Descending icons.
g
the
Sort
icon
s
To sort the • From the Sort by box, select Supplier Email, and click on the OK
database by button.
Supplier
Email NOTE: By default the Supplier Email addresses are sorted in ascending
order.
Using the The optional Then by fields allow a total of up to three sort fields to be
“The specified.
n
by” For instance, you could sort this database by supplier (in ascending order),
Sort and then by price (in descending order).
opti
on
To enter • Place the cursor in the cell where the formula will appear.
form • Enter an = (equal) sign.
ulas • Enter the expression that will produce the result you want. This can
into consist of operands, values, variables, and symbols which represent
the mathematical procedures such as A5+E5.
work
shee
t cell
You can use the following symbols: -
+ to add
- to subtract
* to multiple
/ to divide
• When the formula is complete, press Enter. The result of the formula
will be calculated and displayed in the cell.
• You can display the formula itself in the Formula bar at the top of the
screen by placing the cell pointer on the cell.
• If there is an error in a formula, an error message is displayed which will
begin with a # sign.
• NOTE: If you cannot find an error in a function you can use the Paste
Function to debug it. Highlight the problem cell and click on the Paste
Function icon on the formula bar or Standard toolbar.
Common When writing formulas it is easy to make a mistake, listed below are some
form common error messages.
ula
error
mes
sage
s
Message Meaning
##### The contents of the cell cannot be displayed correctly
as the column is to narrow.
On-line Help You can use the on-line Help to get further information about errors within
with formulas and the meaning of the error messages.
form
ula
erro • Click on the Microsoft Excel Help icon.
r
mes
sag
es
• When the Office Assistant is
displayed, enter the word error,
and then click on the Search
button.
You will then see the following displayed. From this screen you can get
detailed information about each type of error message.
To use • Enter a starting value for the series that you wish to create.
Auto • Enter the second value in the next cell.
Fill • Move the mouse pointer to the "fill handle" (this is the small black
square at the bottom, right of the selected area). When the mouse
pointer is over the fill handle, it will change shape, from a large white
cross to a small black cross.
• Depress the mouse button and drag as far as you wish to extend the
range.
• When you release the mouse button the range will have been filled
with incremental values.
Autofill can be used for number sequencing, days of the week, or months
of the year.
To see what • Click on the Tools drop down menu and select the Options
Auto command. From the dialog box displayed select the Custom Lists
Fill tab. You will see a number of pre-lined lists displayed here.
opti NOTE: You could add your own custom lists using this dialog box.
ons
are
avail
able
What is By default Excel uses relative addressing. This means that when you use
relat a formula the components in the formula are relative. What does this
ive mean? Consider the following example:
addr
essi
ng?
• To try this click on cells C6 and while keeping the Control key
depressed click on cell D6. Release the Control key and the two cells
will remain selected.
• Move the mouse pointer to the fill handle, i.e. the small, square black
dot at the bottom right corner of the selected range.
• Depress the mouse button and drag down for two rows, then release
the mouse button.
What you see is the following. If you look in cells C7 and C8 there is no
VAT calculated!
Clicking on cell C7 gives us the clue as to why this did not work. It
contains a formula as follows:
=B7*E2%
I.e. instead of picking up the VAT rate from cell E1, the formula is pointing
to E2 (which is blank).
What is Following on from the previous example, were relative reference was
abso used we can fix the problem by using an absolute address. Remember
lute that we had a VAT percentage amount in a cell, and when this was
addr referenced in a relative manor while dragging and dropping formulas,
essi then the formula no longer worked.
ng?
Again we will start with the following:
• To try this click on cells C6 and while keeping the Control key
depressed click on cell D6. Release the Control key and the two cells
will remain selected.
• Move the mouse pointer to the fill handle, i.e. the small, square black
dot at the bottom right corner of the selected range.
• Depress the mouse button and drag down for two rows, then release
the mouse button.
As you can see to use absolute addressing, you prefix both parts of the
cell address, by a dollar ($) symbol.
While entering formula into a worksheet your can use the F4 key to
quickly convert a relative cell reference to absolute, e.g. Select a cell and
type =B4 and press the F4 key, Excel will insert the dollar symbols for
you.
To sum • Select the cell you want to contain the sum formula.
num • Click the AutoSum icon on the Standard toolbar. Excel will create a
bers sum formula, using with the range it thinks you want to sum.
auto • If the range is correct, press Enter. If it is incorrect, select the range
mati you want to sum and press Enter.
cally
To use the • Select the cell where you want to place the formula.
SUM • Type =SUM(
func • Highlight the range you wish to sum.
tion • Press Enter.
To use the • Select the cell where you want to place the formula.
AVE • Type =AVERAGE(
RAG • Highlight the range of which you wish to calculate the average.
E • Press Enter.
func
tion
4.4 Formatting
To rename a • Right click on the worksheet tab that you wish to rename. From the
work popup menu displayed select the Rename command.
shee
t tab
• Your can then type over the default worksheet name, which will become
highlighted.
To change You can quickly change the formatting of a cell or selected range by using
num the following icons on the Formatting toolbar:
ber
form
attin
g
Selecting this icon: Will do this:
23456 will become $23,456.00 (or your
Currency local currency equivalent)
To establish a • Select the cell, or range, you wish to format with a fixed number of
fixed decimal places.
num • To add a decimal point to the selection, click on the Increase
ber Decimal icon on the Formatting toolbar. You can continue to click to
of add as many decimals as required.
deci
mal
plac
es
for • To remove a decimal point from the selection, click on the
cell Decrease Decimal icon on the Formatting toolbar. Again, you can
form continue to click to remove as many decimals as required.
ats
To format a • Select the cell(s) which contains the value you wish to format.
cell • Click on the Comma Style icon.
usin
g
com
mas
4.4.2.1 Change text size. Format text: bold, italic, font type.
To change • Select the cell or range that you wish to change the
text text size of.
size • Click on the down arrow to the right of the Font Size
icon located on the Excel formatting toolbar.
• Select the required font size.
To format • Select the cell or range that you wish to apply text
text formatting to.
as • Use the Bold icon located on the Excel formatting
bol toolbar.
d
To format • Select the cell or range that you wish to apply text
text formatting to.
as • Use the Italic icon located on the Excel formatting
itali toolbar.
c
To modify • Select the cell or range that you wish to apply text
the formatting to.
col • Use the Font Color icon located on the Excel
or formatting toolbar. Click in the down arrow to display
use a range of color options.
d
by
the
text
To modify • Select the cell or range that you wish to apply text formatting to.
text • Right click, and from the pop-up menu displayed select the Format
orie Cells command, which will display the Format Cells dialog box.
ntati • Select the Alignment tab and modify the options as required.
on
To align data • Select the cell(s) you wish to align. From the Format menu, select
betw Cells to display the Format Cells dialog box.
een • To view the Alignment options, click on the Alignment tab at the
the top of the dialog box.
top • Choose the Top, Center, or Bottom option in the Vertical area to
and align the data in the cell.
bott • To make the lines of data fit evenly within the height of a cell,
om choose the Justify option.
of a • Click on OK.
cell
To change • Select the cell(s) you wish to change and from the Format menu,
the choose Cells or press Ctrl+1, to display the Format Cells dialog box.
“rea • To view the Alignment options, click on the Alignment tab at the
d” top of the Format Cells dialog box.
orie • Click the option you require in the Orientation area.
ntati • Click on OK.
on
of
data
in
cells
To wrap • Type the data you require into the cell and press Enter. The entry
mult will appear as one long line and select the cell(s) you wish to format.
iple • From the Format menu, choose Cells or press Ctrl+1 to display
lines the Format Cells dialog box.
of • Click on the Alignment tab to display the Alignment options.
data • Select the Wrap text check box and click on OK.
in a
cell
To indent • First select the cell(s) that you wish to apply the indenting formatting to.
data • Right click to display the pop-up box, and from the list displayed, select
withi Format Cells. This will display the Format Cells dialog box. Select
na the Alignment tab.
cell • Select Left (Indent) from the Text alignment / Horizontal list, and then
use the spinner controls to add the required indent.
• Select OK.
To center • Highlight the cell(s) which contain the data you wish to center.
data • On the Formatting toolbar, click the Center icon to center the data
withi within the cell(s).
na
cell
To use the • You could select a cell, or range of cells, and then click on the
For Format drop down menu, from which you can select the Cells
mat command. This will display the Format Cells dialog box.
Cell • Select the Border tab, as illustrated.
s
(Bor
der)
dialo
g
box
• You can use this dialog box to apply borders and also to vary the type
of border applied.
• First choose a preset format to apply a border style.
• Then click on the Border icons within the dialog box.
• Finally use the Style and Color options to customize your borders. An
example is illustrated below.
• Click on the OK button to apply the border formatting and close the
dialog box.
To remove a • Select the cell(s) that contain the border you wish to remove. If
bord you have a border that appears to be on the left side of a cell, but may
er actually be on the right side of the adjacent cell, select both of the cells.
from • To reveal the border options, click the arrow next to the Borders
cells icon on the Formatting toolbar.
or • Click on the first border option. This contains no border selection
rang and all highlighted borders will be removed.
es
To change • Select the cell(s) that contain a border and then from the Format
the menu, choose Cells, or press Ctrl+1 to display the Format Cells
style dialog box.
and • To display the border options, click the Border tab on the top of
colo the Format Cells dialog box.
r of • Select the border style you require by clicking on it.
bord • From the Color drop-down palette, select the color you require.
ers • Click on the Border options to determine where you want the
colored borders to appear on the selected cells. Click on OK.
NOTE: Clicking on the Options button within the dialog box allows
you to specify the following customization options.
4.4.4 - Spelling
To check • Select a single cell to check the entire worksheet and then from the
spell Tools menu, select Spelling.
ing • If no incorrect words are found, the Spelling dialog box will not appear.
in a A box will appear to tell you that Excel has finished checking the spelling.
work • If the Spelling dialog box is displayed, select one of the following
shee options:
t
Add Will add the word to the current custom dictionary.
Cancel Will stop the spelling check.
Change Will change this occurrence of the word to the word
displayed in the Change to text box.
Change All Will change all occurrences of the word to the word
displayed in the Change to text box.
Ignore Will ignore the word and continue.
Ignore All Will ignore all further occurrences of the word in the
document.
Suggest Will suggest alternative words from the dictionary.
AutoCorrect The incorrectly spelt word and its correct spelling is added
to the list of words and phrases that are corrected
automatically by AutoCorrect.
• If you began the spelling check in the middle of the worksheet, you may
be asked whether you want to continue checking at the beginning of the
sheet. Select Yes.
• When the spelling check is complete a box will appear. Select OK.
To view items Open the Tools menu and select the AutoCorrect option. Use the scroll
that bars to move through the items listed in the Replace and With section. As
will you can see if you enter (c) this will automatically be replaced by a ©
be symbol.
corr
ecte
d by
Auto
Corr
ect
To add items • Open the Tools menu and select the AutoCorrect option.
to • Enter the incorrect spelling in the Replace box.
Auto • Enter the correct spelling in the With box.
Corr • Click the Add button. The entry is now in the AutoCorrect list.
ect • Click OK to finish.
To delete an • Open the Tools menu and select the AutoCorrect option.
Auto • Select the entry you wish to delete from the scrollable list.
Corr • Click on the Delete button and then click OK to finish.
ect
entr
y
To modify • Click on the File drop down menu and select the Page Setup
mar command. This will display the Page Setup dialog box.
gin • Select the Margins tab and modify your margins as required.
valu
es
To force a • Click on the File drop down menu and select the Page Setup
work command. This will display the Page Setup dialog box.
shee • Select the Page tab and modify the Fit to section of the dialog box to
t to print on a single page.
print
on a
singl
e
page
To use • Excel provides standard header and footer options, which can be
stan selected from the drop down menus in the Page Setup dialog box.
dard From the File menu, select Page Setup to display the Page Setup
head dialog box. Make sure the Header/Footer tab is displayed.
ers
and
foot
ers
• Click on the down arrow to the right of the Header list box to reveal a
list of available headers.
• Click on the header required to select it.
• Click on the down arrow on the right of the Footer list box to reveal a
list of available footers.
• Click on the footer required to select it.
• Click on OK to accept the header and footer and close the dialog box.
To create • From the File menu select Page Setup to display the Page Setup
cust dialog box. Make sure the Header/Footer tab is displayed.
om • Click on the Custom Header or Custom Footer button to display the
head Header (or Footer) dialog box. In the Left section box, enter any data
ers you want to appear at the left margin of the header or footer. In the
and Center section box, enter any data you want to appear at the center of
foot the header or footer.
ers • In the Right section box, enter any data you want to appear at the
right margin of the header or footer. You can also add the date and
time to your header or footer using the Date and Time icons, include
file and sheet names in the header or footer using the File and Sheet
name icons, and determine which pages the header and footer will
appear on using the Page buttons. When you have finished, click on
OK to close the dialog box. Your new header (or footer) will be
displayed in the Page Setup dialog box in the Header or Footer list
box. Choose OK to close the Page Setup dialog box.
To set • Click on the File drop down menu and select the Page Setup
orie command. This will display the Page Setup dialog box.
ntati • Select the Page tab. Select Portrait or Landscape orientation, as
on well as the desired paper size.
and
page
size
4.5 Printing
To change • From the File drop down menu, choose Page Setup to display the Page
Pag Setup dialog box.
e • Click on the Page tab.
Setu
p Make changes to any of the following:
opti
ons
To change this: Do this:
Orientation Select Portrait or Landscape by clicking the option
button in the Orientation area.
Page numbering To begin page numbering with a different number,
select the First page number text box and enter
the number you want to use.
Paper size Display the Paper size drop-down list box and
select the size you require.
To set print • Display the Print quality drop-down list box and choose the quality you
quali require.
ty
To change • From the File menu, choose Page Setup to display the Page Setup
the dialog box.
mar • Select the Margins tab and click on the margin spin box you want to
gins change,
Top, Bottom, Left, or Right.
• Click on the spin box arrows to change the settings and select OK.
To change • From the File menu, choose Page Setup to display the Page Setup
head dialog box and click on the Margins tab.
er • Choose the Header or Footer spin box and change the margin settings
and using the spin box arrows.
foot • Select OK.
er
mar
gins
To change • From the File menu, choose Print Preview to display the Print
mar Preview window and click on the Margins button. Dotted guidelines
gins will appear to indicate each margin.
in • Click and drag the margin guideline you wish to change to a new
Print location.
Prev
iew
To change • From the File menu, choose Print Preview to display the Print
the Preview window.
way • Click on the Margins button and dotted guidelines will appear to
the indicate each margin.
data • Click on Setup to display the Page Setup dialog box.
is • Select the Margins tab and click on Horizontally and/or Vertically
cent check boxes in the Center on page section of the dialog box.
ered • Select OK.
on
the
page
To center • From the File menu, choose Page Setup to display the Page Setup
your dialog box.
print • Select the Margins tab.
ed • Click the Horizontally and/or Vertically check boxes in the Center on
outp page area. An example of how your selection will print is displayed on
ut the preview page.
on a • The print block will be centered between the margins which you
page establish.
• When you have selected your options, choose the Print button to
display the Print dialog box.
• Choose OK to print the report.
To change • From the File drop down menu, click on the Page Setup command to
shee display the Page Setup dialog box.
t • Select the Sheet tab and then make changes to any of the following:
opti
ons
Elements that will print • Select the elements you wish to print,
i.e. Gridlines, Comments, Draft
Quality, Black and White, Row and
Column Headings.
• Select OK.
To select a • From the File menu, select Print to display the Print dialog box.
print • From the Printer Name list box, choose the printer you wish to use.
er • Select OK.
To change • From the File menu, choose Page Setup to display the Page Setup
the dialog box.
print • Choose the Options button to display the Properties dialog box for the
er printer.
setti • Change the options required. The options will vary depending on what
ngs type of printer you have.
• Select OK, and then select OK to close the Page Setup dialog box.
To set the • From the File menu, choose Page Setup to display the Page Setup
print dialog box.
area • Select the Sheet tab.
• In the Print area text box, enter the print area, or select the worksheet
range by clicking in the Print area text box and dragging through the
worksheet to select the areas you wish to print.
• Select OK.
To preview a • Click on the Print Preview icon within the Standard Excel
spre toolbar.
adsh
eet
You will see a new toolbar displayed. Click on the Close button to return to
the normal Excel view of your data.
To print a • Click on the Print icon, or if you wish more control over what and how
work you print, from the File menu, select Print to display the Print dialog
shee box.
t • Select what you want to print in the Print what area, i.e. Selection,
Active sheet(s), or Entire workbook.
• Specify the number of copies you want to print in the Number of
Copies spin box.
• In the Page range area, select whether you want to print All pages in a
range, or enter the starting and ending page numbers in the From and
To spin boxes.
• Select OK.
To print parts • From the File menu, choose Page Setup to display the Page Setup
of a dialog box.
work • Select the Page tab. You can print all or selected pages. You may
boo also print the entire workbook (i.e. all the pages within the workbook).
k/ • If you pre-selected an area of your worksheet, you could decide to just
work print the selection.
shee
t
Why Import Excel as we have already seen is capable of carrying out analysis of data,
Data and producing graphical representations of the same.
?
If the information you have is in a Word/Text Processor in the form of a
report it would need to be in a format that Excel can recognize in order to
be imported into the spreadsheet, rather than re-entered (typed).
Text In this text file format tabs are used to define fields.
(Tab
Delimited)
Formatted Formatted text files make use of position to define fields,
Text each field starts at a defined position on the line.
CSV (Comma Commas are used by CSV text files to delimit (separate)
Separated fields. Whilst these are called Comma Separated Values
Values) text files, commas do not have to be the delimiter.
The Text The Text Wizard is a set of dialog boxes that guide you, the user, through
Wiza the stages of importing text into an Excel spreadsheet.
rd
To import text • Open the File menu and select the Open option.
into • Click on the down arrow next to the Files of type field and select Text
Exce Files.
l • Highlight and choose the file you wish to open and select Open.
usin • You will see the Text Import Wizard (Step 1 of 3) dialog box, as
g illustrated.
the
Text
Wiza
rd
The dialog box has two effective areas, the upper referring to choices you
can make, the lower showing the data you are about to import. The wizard
takes an educated look at your source data and the original file format and
determines whether it is delimited or not. You can choose to alter this
decision if you wish.
• Having made your choices click Next and the Text Import Wizard
(Step 2 of 3) dialog box is displayed. The upper half of this box allows
you to select the required field delimiter. The default is Tab.
You now select the data format for each of the columns. You can also
decide whether you wish to import a column or not.
• When you have made your decisions click on the Finish button to
import the text into your spreadsheet.
To import a • Click on the Insert drop down menu and select Picture.
pict • Choose the From File option from the sub-menu. The Import Picture
ure dialog box will be displayed.
into • Select the picture you wish to insert and click on the Insert button.
a
work
shee
t
grap different workbook, then you must first open the required workbook,
h and then if necessary, switch to the workbook that contains the chart
(cha that you wish to copy (by clicking on the appropriate tab at the bottom
rt) of the workbook). Then click on that chart to select it, then press
into Ctrl+C to copy the chart to the Clipboard.
a • Switch back to the original workbook, that you were working within,
work and if necessary change to the required worksheet that you wish to
shee insert the chart into and then press Ctrl+V to insert the chart.
t,
from
a
diffe
rent
work
boo
k
To move an • Click on the object (chart or picture) to select it. When selected
obje resizing handles (small boxes) will be displayed around the object as
ct illustrated.
• Depress the mouse button and while keeping it depressed move the
mouse pointer to the new location required for the selected object.
• Release the mouse button.
To use the • Select the cells you want to include in a chart. If you want to highlight a
Char non-contiguous range, highlight the first range with the mouse, and hold
t down the Ctrl key and click on any other cells.
Wiza • On the Standard toolbar, click on the Chart Wizard icon.
rd to • Step 1 of the Chart Wizard dialog box is displayed.
crea • Continue making your choices via the Chart Wizard until you reach the
te a final step of the Chart Wizard.
char • Select Finish and the chart will appear on your screen.
t
To add a title • Click on the chart that you have created. You will notice that when the
to a chart is selected the drop down menus change:
char
t
I.e. the Data drop down menu is replaced by a Chart drop down menu.
• Click on the Chart drop down menu, and select the Chart Options
command. Make sure that the Titles tab is selected. Enter or modify a
title as required.
To change • Click on an axis within a chart that you have created, to select it. In the
the example shown we have selected the vertical axis.
char
t
scal
e
• Double click on the selected item to display a dialog box. Click on the
required tab in the dialog box, in this case Scale, as illustrated.
To modify the • Select an item, within a chart (by single clicking on it), that you wish to
char change the color of. For example in the illustrated show we have
t clicked on one of the vertical bars.
colo
rs
To use the • Click on the chart to select it, and click on the drop down
Char arrow next to the Chart Type icon on the Chart toolbar.
t • Select the new chart type you require.
Type
icon
• Clicking on the Chart Type icon will display a drop
down menu containing a range of chart types, from
which you can select the required format.
Sales Rentals
Monday 2 3
Tuesday 8 2
Wednesday 4 6
Thursday 6 3
Friday 8 5
Saturday 9 6
Sunday 1 3
Area Chart
10
8
6 Series2
4 Series1
2
0
1 2 3 4
3-D Area
Chart
3-D
Surface
Chart
Bar Chart
Radar Chart
Column Chart
3-D Column
Chart
Bubble Chart
Line Chart
X-Y Scatter
Chart
Pie Chart
Doughnut
Chart
3-D Cylinder
Chart
3-D Cone
Chart
3-D Pyramid
Chart
To move a • Click on the chart you wish to move, so that small rectangular black
char selection handles are displayed around the border of the chart. This
t indicates that the chart is selected.
• Place the mouse pointer on the black border surrounding the chart and
drag the chart to a new location.
• Release the mouse button when you have placed the chart where you
want it.
To re-size a • Move the mouse to one of the corner selection handles (the small
char square black boxes) and drag and drop. The chart is re-sized in the
t same way that any graphic is re-sized within the Microsoft suite of
applications.
To delete a • Click on the chart you wish to delete to select it and press Delete. The
char chart will be deleted.
t
Appendix
The Standard Toolbar
To move from • To move from cell to cell, use one of the following methods:
cell
to
cell
usin
g
the
keyb
oard
Press this: To move:
→ One cell to the right.
← One cell to the left.
↓ One cell down.
↑ One cell up.
Ctrl + → To the right-hand edge of the current region.
Ctrl+ ← To the left-hand edge of the current region.
Ctrl + ↓ To the bottom edge of the current region.
Ctrl +↑ To the top edge of the current region.
Home To the first cell in the row.
Ctrl+Home To the first cell in the worksheet.
Ctrl+End To the lowest right-hand cell in the worksheet that
contains a data entry.
Page Down One screen down.
Page Up One screen up.
Alt+PgDn One screen to the right.
Alt+PgUp One screen to the left.
To move • Place the mouse pointer on the sheet tab you want, and click.
betw
een
work
shee
ts
usin
g
the
mou
se
To move • From the Edit menu, choose Go To in order to display the Go To dialog
usin box.
g Go • In the Reference text box type the cell reference, or click a range name
To in the Go To list box and then select OK.
To move to a • Click on the appropriate worksheet tab displayed along the bottom
diffe of the worksheet.
rent
work
shee
t
withi
na
work
boo
k
To insert • Select the cell where you want to insert a new cell.
cells • From the Insert menu, select Cells to display the Insert dialog box.
or • Select one of the following options:
rang
es
Entire column Moves all cells in the column to the right and
inserts a new column.
Entire row Moves all cells in the row down and inserts a new
row.
Shift cells down Moves existing cells down and inserts one cell.
Shift cells right Moves existing cells to the right and inserts one
cell.
• Click on OK.