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MICROSOFT EXCEL TUTORIAL

1. Launch Excel by clicking on the Excel icon on the Dock .

Excel will automatically open a new workbook called Workbook 1 (you will rename it later). A workbook is the same thing as an accounting notebook and contains worksheets where data is entered. By default, Excel contains three worksheets per workbook. You can add as many worksheets as you want to a workbook and delete any unwanted worksheets. The Excel window elements are detailed below: 7 1

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2 1. The Name Box: Identifies (by column letter and row number) the cell on the worksheet that is the active cell. 2. Cells: The rectangular boxes in the worksheet formed by the intersection of columns and rows. This is where you will actually enter your data. Columns are a collection of cells down your page; rows are a collection of cells across your page. 3. The Formula Bar: Displays the data continued in the active cell or the formula that calculated the data. You can edit data and formulas in this area or in the cells themselves. If you ever want to know how cell values were calculated, select the cell and look here. 4. The Row Header: The row headers are the numbers or letters in front of every row. 5. Sheet Tab Scroll Buttons 6. Sheet Tabs 7. The Standard Toolbar 8. The Formatting Toolbar 9. The Column Header: The column headers are the letters or numbers on top of each column. 10. The Scroll Bars 11. The Status Bar Note: There are 65,536 rows and 256 columns n each Excel worksheet.

Student Activity: Type and Edit Data in a Cell

1. Enter data in a cell. Ensure that you are in cell A1 Type Touros Quarter Budget Press [Enter]. You have just entered data in a cell. Double-click cell A1. You should have a blinking insertion point in the cell. You are now ready to edit the text that you just typed. 2. Edit the data. Click in front of the Q in Quarter. Type 2007 Press [Spacebar] Type First Press [Enter] 3. Delete data. Double-click cell A1 Double-click 2007 to select it. Press [Delete]. The selected text is gone. 4. Undo your last action Locate the Undo tool on the Standard toolbar. Click the Undo tool. 2007 reappears. Note: Excel, like all Microsoft programs, gives you the ability to correct your mistakes by using the Undo command. 5. Click on Sheet Tab 2. In cell A1, type Touros 2007 Second Quarter Budget. 6. Click on Sheet Tab 3. In Cell A1, type Touros 2007 Budget Summary.

Confidence Check
1. Group worksheets. Click Sheet Tab 1 Press and hold [Shift] Click Sheet Tab 3. Sheets 1-3 are selected as a group. Notice that the title bar at the top of your window says you have selected a group 2. Click in cell A3, type Revenue and then press [Enter]. 3. In cell A4, type Sales and then press [Enter]. 4. In cell, A5, type Earned Interest and then press [Enter]. 5. In cell A6, type Total Revenue and then press [Enter].

Student Activity: Save an Excel Worksheet

1. Save your file to the Desktop Choose File, Save. The Save As dialog box appears. Type MyFirstBudget in the File name field. Click on the Save Button. Or press [Enter] to save. 2. Give your document a new name. Choose File, Save As. The Save As dialog box appears again. Ensure that you are still on the Desktop. Type in Touro_Budget in the File name field. Click the Save button. Now your file has a new name. The first file has been closed and wont be affected by any changes you may make to Touro_Budget.

Cell Ranges
In Excel, you can work with a range of adjacent cells, or with nonadjacent cell. The benefit of working with a range of cells is that you can move around the range by pressing [Tab] or [Enter]. With a range, pressing [Tab] or [Enter] will keep you within a selected work area. If you are entering a lot of numbers or text, selecting the range of cells first will speed up your work tremendously. A range of adjacent cells will appear in the cell address area with a colon between the upper and left cell and the bottom right cell of the range; for example A1:A6 means that all of the cells between A1 and A6 are selected. If you were to select a range of nonadjacent cells, the cell address would show commas between the nonadjacent cells. For example, A1:A6,B5,C3 means the cell range is A1:A6, cell B5 and cell C3.

Student Activity
1. Deselect a group of worksheets. Press and hold [Shift]. Click Sheet Tab 1. Release [Shift]. The group is now deselected. 2. On Sheet Tab 1 select a range of adjacent cells. Drag your mouse from cell B4 to cell D5. You have just selected a range of cells. Cell B4 is the active cell of the range. When you start to type, the data will automatically appear in the cell. Note: You can tell that B4 is the active cell because it is in white while the other selected but inactive cells are in color Type 25000 and press [Enter] Type 500 and press [Enter] Type 26500 and press [Enter] Type 750 and press [Enter] Type 24550 and press [Enter] Type 450 and press [Enter]

3. On Sheet Tab 2, drag your mouse from cell B4 to Cell D5. Type 26500 and press [Enter] Type 825 and press [Enter] Type 29000 and press [Enter] Type 950 and press [Enter] Type 28600 and press [Enter] Type 780 and press [Enter]

Note: If you ever see the # (number sign) in a cell, you are actually seeing an error code. Excel is letting you know that there is too much data to fit in the cell. You will learn how to fix this problem later.

Resizing Columns
There are a couple of ways to resize columns and rows in Excel. You can resize manually by dragging the border of a column or row header; or you can assign a size through a menu command. If your columns and rows are too big, Excel provides an outstanding automatic command for changing the size of rows or columns called AutoFit. Using AutoFit, Excel will make selected columns or rows only as wide as necessary to show the data.

Student Activity: Resize One Column Using AutoFit

1. Use AutoFit to resize a column

5 Move the pointer between column headings A and B (the letters A and B). Your mouse changes into a double-sided arrow. Double-click the border between the two columns. AutoFit resizes the columns to the largest amount of the text in column A.

Student Activity: Resize Multiple Columns Using AutoFit

1. Use AutoFit to resize multiple columns Drag across the gray column headings for columns A through B. Columns A and B are now selected. Move the pointer between column headings A and B. The pointer changes to a doublesided arrow. Double-click the border between the two columns. AutoFit adjusted the size of both columns to accommodate the data in the cells.

Student Activity: Resize Multiple Columns Manually

1. Resize columns manually. Columns A through B should still be selected. Move the pointer between the column headings until you see a double-headed arrow. Press and hold your mouse clicker. Notice the yellow tip box tells you how wide your columns currently are. Drag the pointer to the right so that the width reads 13.

Student Activity: Enter Data on Multiple Worksheets

1. Group worksheets Click Sheet Tab 1 Press and hold [Shift] Click Sheet Tab 3. Sheets 1-3 are selected as a group. Notice that the title bar (at the top of your window says you have selected a group.

2. Enter new data in your workbook. Click cell A7 Type Expenses and press [Enter] Type Cost of Goods and press [Enter] Type Labor and press [Enter] Type Total Expenses and press [Enter] Type Gross Profit and press [Enter] Type Taxes and press [Enter] Type Net Profit and press [Enter}

3. Click Sheet Tabs 2 and 3. All of your data is entered on all three sheets. Since the worksheets were grouped, you only had to type it once.

6 4. Deselect the group of worksheets Press and hold [Shift]. Click Sheet Tab 1. Release [Shift]. The group is now deselected.

5. On Sheet Tab 1, drag your mouse from cell B8 to Cell D9. Type 14350 and press [Enter] Type 2600 and press [Enter] Type 15750 and press [Enter] Type 3550 and press [Enter] Type 12000 and press [Enter] Type 2000 and press [Enter]

6. On Sheet Tab 2, drag your mouse from cell B8 to Cell D9. Type 14600 and press [Enter] Type 3000 and press [Enter] Type 16500 and press [Enter] Type 3500 and press [Enter] Type 15500 and press [Enter] Type 2575 and press [Enter]

AutoFill
Excels AutoFill feature will fill in sequential information, such as the days of the week, instead of having to type them. AutoFill will also fill formulas. To use the AutoFill, you drag the AutoFill handle of a selected cell to an adjoining cell.

Student Activity: Use AutoFill to Enter Data

1. Click Sheet Tab 1 and select cell B3. Type January and press [Enter]. Click in cell B3 again. Locate the small, black handle in the lower right corner of the cell. This is the AutoFill handle. Move your pointer to the AutoFill handle. Notice your pointer changes into a black plus sign (+). Drag the AutoFill handle to cell D3. As you drag, a yellow box appears displaying the contents of the cell. AutoFill filled in the next two months of the year. 2. Use AutoFill to fill in the remaining data. Click Sheet Tab 2. Click in cell B3 Type April and press [Enter] Locate the AutoFill handle in cell B3 and drag the AutoFill handle to cell D3. AutoFill filled in May and June.

7 3. Use AutoFit to resize the columns. Click Sheet Tab 1. Hold the [Shift] key. Click Sheet Tab 3. Sheets 1-3 are selected. Drag across column headings B through D (to select the columns). Move your pointer between column heading B and C. Your pointer becomes a doubleheaded pointer. Double-click between column heading B and C. The columns are resized on all three sheets. Press [Shift] and click Sheet Tab 1. The group is deselected.

Naming Worksheets
Excel gives you the ability to name your worksheets rather than using the sheet tab defaults Sheet 1, Sheet 2, Sheet 3, and so on. Worksheet names can contain up to 31 characters. You can also put spaces between the words if you like. 1. Use the shortcut menu to rename the sheet. [Ctrl]-click (right-click on a PC) on Sheet Tab 1. Choose Rename. Sheet 1s name is highlighted. Type Quarter 1. Press [Enter].

Confidence Check
1. Rename sheet tab 2: Quarter 2 2. Rename sheet tab 3: Budget Summary. 3. Save your work.

Formulas Overview
Formulas make it easier to calculate cell values by eliminating unnecessary typing. For example, if you wanted to add up the contents of cells A1, A2, A3 and A4, you would type =A1+A2+A3+A4. However to get the same results with less effort, you would type =SUM(A1:A4). In order for any formula to work, it MUST always start with an equal sign (=), and then the Function Excel is to perform (such as SUM). Next, type an open parenthesis followed by the cell addresses to be summed called the arguments. The last thing that MUST be done to complete the formula is to end the argument by typing a closed parenthesis.

Student Activity: Create a Simple Formula

1. On the Quarter 1 sheet, type Tax Rate in cell F1. Type .30 in cell F2. 2. On the Quarter 2 sheet, type Tax Rate in cell F1. Type .30 in cell F2. 3. Click on Quarter 1, hold [Shift] and click on the Quarter 2 worksheet tab. Both Quarter 1 and Quarter 2 worksheets should now be selected. Click cell B6.

8 Type an equal sign (=). Type B4 Type a plus sign (+) Type B5 and press [Enter]. The sum of Januarys sales and earned interest (25500) appears in cell B6. 4. Use your mouse to create a formula. Click in cell C6. Type an equal sign (=) Click in Cell C4. There is now a marquee running around cell C4. Type a plus sign (+). Click in cell C5 and press [Enter]. The sum of Februarys sales and interest (27250) appears in cell C6. 5. Save your work.

Student Activity: Use AutoFill to Duplicate a Formula

1. Use AutoFill to duplicate the formula and obtain Marchs total. Click cell C6. Locate the AutoFill handle for C6. Drag the AutoFill handle to cell D6. You just auto-filled a formula. Marchs total of 25000 is now in cell D6 and you didnt have to type a thing.

AutoSum
The AutoSum tool is the fastest way to sum up adjacent or contiguous cells (cells that touch each other). All you have to do is click in an empty cell beneath a column of cells, or next to a row of cells, and double-click the AutoSum tool. A formula that sums up the contiguous cells will be entered for you.

Student Activity: Use AutoSum

1. Use AutoSum to add values Click cell B10 Locate the AutoSum tool on the Standard toolbar . Click on the AutoSum tool once. The formula =SUM(B8:B9) appears. Click the AutoSum tool again. Januarys total expense appears in the cell (16950). Click in cell C10. Double-click the AutoSum tool. Februarys total appears (19300). Use the AutoFill to obtain the total for March. Locate the AutoFill handle for cell C10 Drag the AutoFill handle for cell C10 over to cell D10. The total expense for March appears (14000). Click on Quarter 2 sheet tab and the values for the page have been entered in as well.

Relative Cell References

As you have seen, formulas can be copied and moved from one cell to another. But a formula can be referenced (or written) in different ways. Two important references are relative and absolute. You will deal with relative now absolute later. Relative cell references change when the cell is copied or moved. The formula actually changes relative to the cell you are working in. For example, when a cell containing the relative reference =B3 is moved three rows down, the formula then becomes =B6.

Student Activity: Create a Relative Cell Reference

1. Use AutoFill to copy a Relative Cell Reference. The Quarter 1 and Quarter 2 sheet tabs should still be selected. Click the Quarter 1 sheet tab. Click cell B11 and type an equal sign (=) Click cell B6 and type a minus sign (-) Click cell B10 and press [Enter]. The total Gross Profit for January (8550) appears in cell B11. Click cell B11. Notice that the formula in the Formula Bar, which is located below the Formatting toolbar, reads =B6-B10.

Confidence Check
1. AutoFill the formula in cell B11 to C11:D11. If you are successful, 7950 and 11000 will appear in C11 and D11 respectively. 2. Click in cells C11 and then D11. Look at the Formula bar and observe the relative cell references. The formulas change relative to the cell they appear in.

Absolute Cell References

Relative cell references are the most commonly used references in a formula. However, there will be occasions when you will not want the formula to change when you move or copy it to another cell. In this case, you will want to use an Absolute cell reference. Unlike Relative cell references, which do change, an Absolute cell reference does not change when you move or copy it to other cells.

Student Activity: Create an Absolute Cell Reference

1. Create a relative reference and examine the result. Click cell B12 Type an equal sign (=) Click on cell B11

10 Type an asterisk (*) Click cell F2 (the percent of tax owed) and press [Enter]. The amount of tax owed is 2565. Auto Fill from B12 to D12.

Notice your values in C12 and D12 are zero. This is because you duplicated cell B12, which has a Relative cell reference. Excel changed the formula as you auto-filled it to the other cells. Remember, if you copy a formula that reads =B4+B5 from the B column into the C column, the formula will change to =C4+C5. 2. Create an absolute reference to always reference the correct cell. Click cell B12 and move the mouse to the formula in the Formula Bar. When your mouse reaches the formula bar, the pointer changes to an I-beam. Click between the asterisk and the F in the Formula Bar and type a dollar sign ($). Click between the F and the 2 in the Formula Bar and type a dollar sign ($). Press [Enter]

3. AutoFill the formula. Click cell B12. Locate the AutoFill handle for cell B12 Drag the AutoFill handle from B12 to D12 Click cells C12 and D12 to review the absolute formulas in the Formula Bar. Click cell F2 Type .40 and press [Enter]. All of your taxes in row 12 update automatically Undo your last command and the values return to 30%

4. Determine the Net Profit. Click cell B13 and type an equal sign (=) Click cell B11 and type a minus sign (-) Click cell B12 and press Enter. The Net Profit is 5985.

5. Use AutoFill to fill the remaining Net Profit Click cell B13, locate the AutoFill handle and drag it to cell D13.

Functions
Excel offers a variety of different functions (predefined formulas) that make it easier to create complex formulas. Functions use specific values (arguments) in a specific order (structure) to perform calculations. Excel functions range from simple adding, subtracting, dividing, and averaging, to more complex tasks. To help in the creation of formulas, Excel provides a Paste Function tool.

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Student Activity: Use Functions to Create Formulas

1. Create a formula with a function. Click cell F3. Type Average and press [Enter]. You are now in cell F4. Type =average( Select cells B4:D4 Type ) and press [Enter]. The average of the three cells appears (25350).

2. Use the Paste Function tool to create a formula that averages a range of cells. Confirm you are in cell F5 Click the Paste Function tool on the Standard toolbar. Choose Statistical under Function Category list Choose Average under the Function Name list Click the OK button

A dialog box appears asking for the cells or values that, in this case, you want to Average. You enter the range of cells to be averages in the Number 1 Field (which currently reads F4 and is highlighted). Select the range of cells B5:D5 Press [Enter]. The dialog box reappears. Click OK. The average of cells B5:D5 appears (566.6667).

3. AutoFill the Average column. Locate the AutoFill handle for cell F5 Drag the AutoFill handle for cell F5 down to cell F13 Click in cell F7 and press [Delete] to delete the cell contents

4. Determine the Totals for Quarters 1 and 2. Click cell E3 and type Total. Press [Enter] Click the AutoSum tool twice to sum cells B3:D3 . Locate the AutoFill handle in cell E4 and drag it to cell E13. Click in cell E7 and press [Delete] to erase the 0. Save your work.

12 Deselect the grouped worksheets by pressing and holding [Shift] and clicking on the Quarter 1 sheet tab.

Student Activity: Copy Data Between Worksheets

1. Set up the Budget Summary Sheet to receive data from Quarter 1 and Quarter 2 sheets. Ensure that the group is deselected. Click on the Budget Summary sheet tab. Click cell B3 Type Quarter 1 and press [Tab] Type Quarter 2 and press [Tab] Type Total

2. Copy the Quarter 1 totals to the Budget Summary Worksheet. Click cell B4 Type an equal sign (=) Click the Quarter 1 sheet tab Click cell E4 and press [Enter]

The contents of cell E4 from the Quarter 1 sheet are copied to B4 on the Budget Summary sheet. Click cell B4 Locate the AutoFill handle in cell B4 Drag the AutoFill handle to cell B13. The remaining Quarter 1 totals are copied from the Quarter 1 sheet.

3. Copy the Quarter 2 Totals to the Budget Summary Worksheet. Click cell C4 on the Budget Summary worksheet. Type and equal sign (=). Click the Quarter 2 worksheet tab. Click cell E4 and press [Enter]. The contents of cell E4 on the Quarter 2 worksheet are filled into cell C4 on the Budget Summary sheet. Ensure that you are on the Budget Summary worksheet Locate the AutoFill handle in cell C4 Drag the AutoFill handle to C13. The remaining Quarter 2 totals are copied from the Quarter 2 sheet.

4. Total the Quarter 1 and Quarter 2 data. Click cell D4 on the Budget Summary worksheet Double-click the AutoSum tool. The totals for Quarters 1 and 2 appear. Locate the AutoFill handle in cell D4.

13 Drag the AutoFill handle to cell D13. Select cells B7:D7 and press [Delete]. The zeros are removed. Compare your screen to the picture at the right. Save your work.

Formatting Cells
In Excel, you can format selected cells in one of two ways: either set your own using the menu and toolbar or choose on of Excels many automatic formats.

Student Activity: Move Cell Contents and Delete/Insert Rows and Columns
1. Move the contents of a cell Click on Quarter 1 sheet tab Press and hold the [Shift] key and click on Quarter 2. Click on the gray heading of Column B until a black down-arrow appears. Click to select the entire column Go to the Insert menu and select Columns. A new column appears Select cells A3:A13. [Ctrl]-Click (right-click on PC) and select Cut. Select cells B3:B13 [Ctrl]-Click (right-click on PC) and select Paste. Click on the gray heading of Row 7 until a black arrow appears. Click to select the entire row. Go to the Insert menu and select Rows. Select cells G1:G2 Move the mouse pointer to the border of the selected range of cells. Ensure that your mouse pointer looks like a white hand grabber and not a plus sign. You do not want the AutoFill function. Click and hold the hand down Drag the border of cells G1:G2 to cells H1:H2. The contents of the cells move to column H. Save your work. 2. Delete a column. [Ctrl]-Click (right-click on a PC) the column G heading (the gray area). The entire column is selected and a shortcut menu appears. Choose Delete. The entire contents of column G are gone and the contents of column H have moved to column G.

14 3. Insert two rows. Select the row headings 13 and 14 (in the gray area). [Ctrl]-click or right-click the selected row headings. shortcut menu appears. Choose Insert. Two new rows are inserted. Select cell B14 and type Profit Press [Enter]. Save your work. Both rows are selected and a

Student Activity: Manually Format Selected Cells

1. Format the tables. Select cells A1:F1 Locate the Font tool on the Formatting toolbar Click the down arrow and select Times New Roman from the list of fonts Locate the Font Size tool on the Formatting toolbar and select 12 Locate the Font Color tool on the Formatting toolbar Click the down arrow and choose Dark Gray Click the Bold tool located on the Formatting toolbar Move your mouse to the border between columns A and B Drag to the left until the size 7.00 appears in the yellow tip box. eliminated unused space in column A. Confirm that cells A1:F1 are still selected .

You have just

Locate the Merge and Center tool . The cell data centers across the entire selection. This is different from using the Center alignment tool. Choosing the Center alignment button will only center the data within a cell, not across cells.

2. Apply formats using the Format Painter Select cells B3:F3 Click the Bold tool on the Formatting toolbar Locate the Fill Color tool on the Formatting toolbar Click the down arrow and choose Gray -25% Locate and double-click the Format Painter tool . The format painter tool is now locked for repeated use. When you move the pointer back onto the worksheet, you will see a plus sign with a paintbrush attached to it. This lets you know that the Format Painter is on. Select B8:F8 and the cells B14:F14. Using the Format Painter, you have copied the formatting of the range B8:F8 to B14:F14. Click the Format Painter tool to turn it off. Select cells C4:F15

15 Locate the Comma Style tool on the Formatting toolbar. If you see # signs these are error codes telling you that your columns are too narrow. Dont worry you are about to fix this. Locate and click the Decrease Decimal tool on the Formatting Toolbar twice. With each click, the decimals that were added when you applied the Comma Style are now gone. Select cells C16:F16 Locate and click the Currency Style tool. Click the Decrease Decimal tool twice Select cells C5:F5 Press and hold the [Command- ]] key (Ctrl Key on PC) Select cells C10:F10 Release the [Command- ] key (Ctrl Key on PC) Locate the Borders tool on the Formatting toolbar Click on the down arrow next to the Borders tool Choose the thin, single line bottom border (the third one in the second row). Click away from the selected area to see your work. Click the Quarter 2 worksheet. Notice that all of your formatting changes are applied here as well since you had selected both sheets earlier in the exercise.

Confidence Check
1. 2. 3. 4. Ensure that both the Quarter 1 and Quarter 2 worksheets are selected. Using the Format Painter, copy the formatting from cell B3 to cells G1:G2. Select cells C15:F15 and apply a Double Underline border. Save your work.

Student Activity: Format Cells Automatically

Click the Budget Summary sheet tab Click on the gray row header of row 3 and insert rows. Click on the gray row header of row 8 and insert rows. Select the gray row headers of rows 13 and 14 and insert rows. Click on the gray header of column B and insert columns Select cells A4:A17 [Ctrl]-click (right-click on PC) and select Cut Select cells B4:B17 [Ctrl]-click (right-click on PC) and select Paste Type Profit in cell B14 Double-click between column header A and B to AutoSize column A.

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1. Use the AutoFormat. Select cells B4:E17 and choose Format menu, AutoFormat. Choose the 3-D Effects 2 and click OK. Click away from the selected cells to see the formatting.

2. Format the Table Heading Select cells A1:G1 Click the Merge and Center tool Click the Font tool on the Formatting toolbar and choose Times New Roman Click the Font Size tool on the Formatting toolbar and choose 14 Click the Bold tool

3. Change the number format of selected cells to include a comma Select cells C5:E16 Locate and click the Comma Style tool on the Formatting toolbar

4. Change the decimal formatting of the selected cells. Locate and click the Decrease Decimal tool on the Formatting toolbar twice

5. Change the format of selected cells to currency Select cells C17:E17 Locate and click the Currency Style tool on the Formatting toolbar

6. Change the decimal formatting of selected cells Locate and click the Decrease Decimal tool on the Formatting Toolbar twice. Notice the # signs indicating that your columns are too narrow.

7. AutoFit selected columns Double-click between column headings E and F to AutoFit

8. Save your work and close the worksheet.