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Tips and Tricks for Excel

Tips and Tricks for Excel

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Published by Paul Backman
This short document starts at the very beginning outlining some basic Excel structures (cells, rows etc) and then list some more advanced Excel techniques, functions and formulae
This short document starts at the very beginning outlining some basic Excel structures (cells, rows etc) and then list some more advanced Excel techniques, functions and formulae

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Published by: Paul Backman on Jan 09, 2009
Copyright:Attribution Non-commercial

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11/22/2010

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Basic Tipsand Tricksfor Excel
 
Basics
Definitions
Cell
– one of the individual boxes that make up a worksheet and into whichdata is entered (
see right 
).
Worksheet
– by default, each workbook is made up of 3 worksheets whichcan be selected in turn by clicking on one of the tabs at the bottomleft of the worksheet. As default, these are named Sheet 1, 2 & 3
Highlight
– to select a cell or series of cells for common manipulation.Highlighted cells are indicated by having a thick black border (
see right 
)
Range
– a selection of touching cells in a straightline (
see right 
)
Drag
– click, hold and move the mouse from source to target cells
Column
– a complete vertical range of cells spanning the entire height of aworksheet whether or not the cells contain data/text or not
(see right)
Row
– a horizontal range of cells spanning the entire width of a worksheetwhether or not the cells contain data/text or not (
see below right 
)Basic Functions To
enter data or text
into a cell, left click within in, type the relevantinformation and hit ‘Enter’ on your keyboardHit the ‘Enter’ button, or use the down arrow on your keyboard to
movedown
one or more cells. Hit ‘Shift’ + ‘Enter’ or the up arrow to do the reverse. To
highlight a cell for manipulation
, left click on it. To highlight all cells in aworksheet, left click on the blank box, to the left of ‘A’ and above ‘1’ at the toplefthand corner of a worksheet (see right). To highlight a range of cells, left clickon the first cell and drag until the last one.Click the Tab button to
move one cell or more to the right
– hold down ‘Shift’and ‘Tab’ to move to the left To
copy the contents of a cell or range to a new location
, right click onthe cell or range, select ‘Copy’ (the flashing, dotted border will appear toconfirm that cells have correctly been selected for copying), right click on thedestination cell and click ‘Paste’. To deselect cells for copying or to change yourmind once you’ve selected a cell or range to copy, press Esc on your keyboardand the flashing border will disappear. To copy cell contents to adjacent cells(those to the left, right, above or below the cell), left click on the small black boxin the bottom right hand corner of a highlighted cell, and drag to the range of cells that you want the contents of the cell to be pasted into. To
jump to the first or last cell in a range
, left click anywhere within therange and hold down ‘Ctrl’ + the arrow key that points in the direction of thefirst or last cell in the range To
lock a worksheet
so that particular columns or rows are always visibleeven if you scroll so far to the right or down that the columns or rows shouldhave disappeared off the screen, left click on the column/row heading or cell tothe right or below the cell where you want the locking to start, left click on‘Window’ at the top of the screen and select ‘Freeze Panes’. To unlock this, select‘Unfreeze Panes’ from the ‘Window’ menu. To
switch between worksheets
, either click on the relevant worksheetname at the bottom left of the workbook or select ‘Ctrl’ + ‘Page Up’ to moreone worksheet to the right or ‘Ctrl’ + ‘Page Down’ to more one worksheet to theleft To
switch between open workbooks
, select ‘Ctrl’ + ‘Tab’
 
 To
rename a worksheet
, double left click on the worksheet name at the bottom leftof the worksheet and type in a new name. Max name length is 31 characterslong. To
save
a workbook, hit ‘Ctrl’ + ‘S’ or go to ‘File’ + ‘Save’ To
print
a worksheet, hit ‘Ctrl’ + ‘P’ or go to ‘File’ + ‘Print’To
print a selected area of a worksheet
only, highlight the area to be printedgo to‘File’ + ‘Print Area’ + ‘Set Print Area’Selection To
select a cell for manipulation
, left click on it. To select all cells in aworksheet, left click on the blank box, to the left of ‘A’ and above ‘1’ at the toplefthand corner of a worksheet. To
select all cells in a range
, left click on the first cell in the range, hold down‘Shift’ + ‘Ctrl’ + the arrow key that points in the direction of the last cell in therangeInsertion To
insert a cell
, right click on a cell, click ‘Insert’ and select ‘Shift cells down’ or‘Shift cells right’ To
insert a column
, right click on a column heading (i.e. one of the letters of the alphabet running along the top of the worksheet) and select ‘Insert’. Thisinserts a column to the left of the column you highlighted. To
insert a row
, right click on a row heading (i.e. one of the numbers runningdown the left side of the worksheet). This inserts a row above the row youhighlighted.Replacing Text To
substitute text
in a worksheet, highlight the cell or range, hit ‘Ctrl’ + ‘H’or go to ‘Edit’ + ‘Replace’. In the ‘Find what’ box type in the text or numbers thatyou want Excel to search for and replace and in the ‘Replace with’ box type inwhat you want to replace the searched for text or numbers with. Text Direction To
change the direction of text,
right click on a cell containing text, go to‘Format Cells’ and then the ‘Alignment’ tab. Move the black line to the right of ‘Text’ up and down to change the orientation of the text.Mathematical Functions To select a function, click on the arrow to the right of the
Σ
button above aworksheet or go to ‘Insert’ – ‘Function’AVERAGEAverages all cell valuesCONCATENATEJoins together numbers and/or texts into one wordCONVERTConverts numbers from one measurement unit to anotherCOUNTCounts the number of cells containing a numberCOUNTIFCounts the number of cells matching a defined criteriaHLOOKUPLooks for a value in the top row of a table and returns the value inthe same column from a row you specify

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