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Session One: Basic Skills

Abadbeginningmakesabadending. Euripides,Aegeus(484BC406BC). EvenifyouareaseasonedExceluser,IurgeyoutotakeEuripides adviceandcompletethissession.Youllflythroughitifyoualready knowmostoftheskillscovered. InmyclassesIoftenteachprofessionalswhohaveusedExcelforoverten yearsandtheyalwaysgetsomenuggetoffantasticallyusefulinformation fromthissession. InthissessionIteachyoutheabsolutebasicsyouneedbeforeyoucan starttodousefulworkwithExcel2007. IdontassumethatyouhaveanypreviousexposuretoExcel(inany version)soIhavetoincludesomeverybasicskills. IfyouremovingtoExcel2007fromanearlierversionthissessionwill demystifyMicrosoftsnewfluentuserinterface(Ribbon).

Session Objectives
Bytheendofthissessionyouwillbeableto: StartExcelandcheckyourprogramversion Maximize,minimize,resize,moveandclosetheExcelwindow UnderstandtheApplicationandWorkbookwindows Openandnavigateaworkbook Saveaworkbook Pinadocumentandunderstandfileorganization View,add,rename,deleteandnavigateworksheettabs UsetheRibbon UnderstandRibboncomponents CustomizetheQuickAccessToolbarandpreviewtheprintout UsetheMiniToolbar,KeyTipsandkeyboardshortcuts UnderstandViews Usefullscreenview Usethehelpsystem

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Lesson 1-1: Start Excel and check your program version

IfyouareusingWindowsXPtheprocedureisalmostthesameas describedhere.Youshouldbeabletofigureoutthedifferences!

1 2 3 4

Click the Windows Start Button your screen.

at the bottom left of

Click the All Programs item at the bottom of the pop-up menu. Scroll down the list and click on the Microsoft Office item. Pin Microsoft Office Excel 2007 to the start menu.
YoullbeusingExcelalotsoitmakessensetopinittothestart menu.Thiswillmakeitappearatthetopofthelistinfutureso youllbeabletostartExcelwithjusttwoclicks. TopintothestartmenupointtoMicrosoftOfficeExcel2007inthe list,rightclickyourmouseandthenchoosePintoStartMenufrom theshortcutmenu.

Left-click Microsoft Office Excel 2007 to start the application.

Excelstartsandisdisplayedonthescreen:

Checktheprogramversion. atthetopleftofthescreenand atthebottomright

ClicktheMicrosoftOfficebutton thenclicktheExcelOptionsbutton ofthedialog.

ClickResourcesfromthelefthandsidebarandyoullseetheversion numberatthebottomofthedialog:

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important
Service Packs
WhenExcel2007wasfirst releasedithadmanybugs(as doallcomputerprogramsof anysize). Microsoftisveryproactiveat fixingbugsthatarefoundand alwaysreleasethesefixesfree ofchargeasaservicepack. Servicepacksnormallyonlyfix bugsfoundintheoriginal program,butMicrosoft sometimestakethingsalittle furtherbyincludingnew,orat leastenhanced,featureswith theirservicepacks. Ihadmanyemailsfromreaders ofmybook:LearnAccessVBA 2003withtheSmartMethod suggestingthatsomeofthe examplesdidntworkforthem. Inalmosteverycasethe problemwasthattheywere usinganoutofdateversionof theapplicationortheoperating system.Afterapplyingthe relevantservicepacksthe problemsvanished. Forthisreasonitisimportant thatyoumakesureyour softwareisuptodate.

InthisexampletheExcelversionis:

TheimportantpartistheSP1denotingthatyouhaveservicepackone installed.IfthissaysSP2,SP3oranevenlargernumberthisisalsofine.It simplymeansthatMicrosofthavefixedevenmorebugsintheirproduct sincethisbookwaspublished. IfyoudonotseeanyreferencetoSPn,youhaveanearly,unpatched versionofExcel2007andyoushouldupdateit(theupdateisfree)viathe Internet.

Check the Operating System version.

ClicktheAboutButtonnexttoaboutMicrosoftExcel2007.Adialogis displayedwithinformationaboutyourcopyofExcel.

ClicktheSystemInfobutton.TheOperatingSystem(OS)Nameand Versionwillthenbevisibleatthetoprightofthedialog:

note
What if Im unable to upgrade my operating system or Im using a different operating system?
Sometimesyourcorporate policywillnotallowyouto upgradeyouroperatingsystem orapplicationservicepack. Inthiscaseyoucanstillusethis bookbutbeawarethatitis possiblethatsomeofthe featuresdescribedmaynot workasexpected(ormaynot workatall).

Vista

Windows XP

Onceagain,itdoesntmatterifyouhaveVistarunningalaterservice packthanSP1(orWindowsXPrunningalaterservicepackthanSP2). IfyourerunningVistaorWindowsXP,anyeditionwillsuffice(it doesnthavetobetheUltimateorProfessionaledition).

Click the close button on the top right corner of each dialog to return to the Excel screen.

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Lesson 1-2: Maximize, minimize, re-size, move and close the Excel window
Thegreatsuccessfulmenoftheworldhaveusedtheirimaginations, theythinkaheadandcreatetheirmentalpicture,andthengotowork materializingthatpictureinallitsdetails,fillinginhere,addinga littlethere,alteringthisabitandthatbit,butsteadilybuilding, steadilybuilding. RobertCollier,Americanmotivationalauthor,(18851950) NowthatExcelisopenyouareconfrontedwithadazzlingarrayof buttons,switchesandotherartifacts. FornowletsexplorethebigpicturebylookingathowtheExcelwindow canbesizedandmoved.Thedetailswillcomelater.

Understand the Maximize, Minimize and Restore Down buttons

AtthetoprightcorneroftheExcelwindowyoullseethree buttons.

ThebuttonsthatyouseewilldependuponhowtheExcelwindow wasleftlasttimetheapplicationcloseddown.NormallytheExcel screenisMaximizedtofillthescreeenandyoullsee:

ButifyouhadreducedthesizeoftheExcelwindowsothatit didntfillthescreenyoullseethisinstead:

TryclickingtheMaximize,MinimizeandRestoreDownbuttonsbut becarefultoclickthegroupofthreebuttonsattheverytopofthe

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windowandnotthesimilargroupbeneath(wellbevisitingthose inthenextlesson). MaximizemakestheExcelwindowcompletelyfillthescreen. MinimizereducesExceltoabuttononthebottomtaskbar. Clickthisbuttonagaintorestorethewindowtoitsprevioussize. RestoreDownmakestheExcelwindowsmallerallowingyouto resizethewindow.

Re-size the window

AfterclickingtheRestoredownbuttonyouareabletoresizethe window.Hoverovereitherthesideofthewindow,oracornerof thewindow,withyourmousecursor.Thecursorshapewill changetoadoubleheadedarrow.

Whenyouseeeithercursorshape,holddowntheleftmouse buttonandmovethemouse(thisiscalledclickanddrag)toresize thewindow. Clickinganddraggingacornerallowsyoutochangeboththe heightandwidthofthewindow. Clickinganedgeallowsyoutochangeonlyonedimension.

Move the window.

ClickanddragtheTitleBar(thebarattheverytopofthewindow) tomovetheExcelApplicationwindowaroundthescreen.

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Other ways to close down Excel
Therearethreeexpertwaysof closingExcelthatwillsavea secondortwoofyourtime. 1. DoubleclicktheOffice buttonatthetopleftof yourscreen. Pressthe<Ctrl>+<W>keys onyourkeyboard.Wellbe learningmoreabout keyboardshortcutslaterin thissession. Pressthe<Alt>+<F4>keys onyourkeyboard.

Close Excel
TherearetwocommonwaystoclosedownExcelandthreelesser usedmethods(seesidebar).Mostpeoplewilluseoneofthe followingmethods: ClickontheClosebutton window. OR ClickontheOfficebutton atthetopleftofthescreenandthen clickontheExitExcelbuttonatthebottomrightofthedialog. atthetoprightoftheExcelapplication

2.

3.

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Lesson 1-3: Understand the Application and Workbook windows

Excelcanbethoughtofasaframe(theApplicationwindow)containing oneormoreWorkbookwindows.Mostofthetimeyouwillworkwithone ApplicationwindowcontainingoneWorkbookwindow.

Thescreengrababoveshowsthenormalwayofworking.TheWorkbook windowismaximizedwithintheApplicationwindow. IftheWorkbook(thatsthelowergroupofthreebuttons)RestoreDown buttonisclickedtheworkbookwindowfloatswithintheframeprovided bytheApplicationwindow.

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Close Excel down and re-start it again.

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Whats the point of having a floating worksheet window?
Atthisstageinyourjourneyof discovery,noneatall. Youneedtoknowhowto maximize,minimizeand restoredowntheworkbook windowbecauseyoumightdo itbyaccidentandneedtofix thingsupagain. InLesson22:Createanew workbookandviewtwoworkbooks atthesametime,youllseehow Excelisabletodisplaymore thanoneWorkbookwindow withintheApplication window.Thisallowsyouto viewtwoworksheetsatthe sametime.

Click the Workbooks Restore Down button (thats the one in the lower group of three buttons).
TheworkbookfloatswithintheApplicationwindow:

NoticethattheworkbooksMaximize,MinimizeandRestoreDown buttonsarenowonthetoprightcornerofthefloatingwindow.

Click the Workbooks Maximize button.

TheworkbookcompletelyfillstheApplicationwindow:

Understand the two close buttons.

Youveprobablynoticedthattherearetwoclosebuttonsonscreen. OnefortheApplicationwindow,andonefortheWorkbook window.Howthesebuttonsworkisquitequirky.

Application close button

Closesboththeapplicationandworkbookwindowswhen onlyoneworkbookisopen,ornoworkbooksareopen. Closesonlytheactiveworkbook(thatstheonethatis currentlyondisplay),whenmorethanoneworkbookisopen.

Workbook close button

Closestheworkbookbutalwaysleavetheapplicationwindow open.

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Lesson 1-4: Open and navigate a workbook

important
Organizing your sample files folder!
Whenyoucompletealesson thatinvolvesasamplefilethat ischanged,youwillbe instructedtosavethefilewitha postfix. Bythetimeyouvecompleted thecourseyoullhavesample filessuchas: Sales Sales1 Sales2 Sales3...etc Thefirstfileisasamplefilethat youdownloaded,andthe others(withthenumber postfix)areinterimversionsas youcompleteeachlesson. Thesamplefilesetincludesthe samplefileandallinterim versions. Theinterimversionsare providedfortworeasons: 1. Ifyourworkinprogress becomesunusable(for exampleafterasystem crash)youcancontinue withoutstartingatthe beginningagain. Ifalessondoesntseemto givetheresultsdescribed, youcanloadtheexample togivesomecluesabout whathasgonewrong.

Excelusestheanalogyofabookthathasmanypages.InExcel terminologyweusetheterm:WorkbookforthebookandWorksheetfor eachofthepages.Wellbelearningmoreaboutworksheetslaterinthis sessioninLesson17:View,add,rename,deleteandnavigateworksheettabs.

Download the sample files (if you havent already done so).
1. OpenyourwebbrowserandtypeintheURL: www.learnmicrosoftexcel.com 2. Clickthedownloadlinkonthetopleftofthehomepage.

3. Downloadthesamplefiles.

Open the sample workbook: The Wealth of Nations.

OpenExcelandthenclickontheOfficebutton ofthescreen. atthetopleft

SelectOpenfromthedropdownmenu.Navigatetothefolder containingthesamplefilesanddoubleclickTheWealthofNations toopenthesampleworkbook. Ifyouprefertousethekeyboard,anotherwaytoopenaworkbook istoholddownthe<Ctrl>keyandthenpressthe<O>key.

Go to Cell ZZ3 using the Name box.

2.

Itisagoodideatoplacethe samplefilesinadifferentfolder toyoursavedwork.Ifyou dontdothisyoullbeover writingthesampleinterimfiles (suchasSales1,Sales2etc) withyourownfinishedwork.

Excelusestheletterofthecolumnandthenumberoftherowto identifycells.Thisiscalledthecelladdress.Intheaboveexample thecelladdressoftheactivecellisB3.

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Excel 2007 is big!
Spaceisbigreallybigyou justwontbelievehowvastly, hugelymindbogglinglybigit is.Youmaythinkitsalong waydowntheroadtothe chemist,butthatsjustpeanuts tospace. DouglasAdams,The HitchhikersGuidetothe Galaxy Acompellingreasonto upgradefromExcel2003tothe new2007versionisthesheer sizeofworksheetsthatcannow bemanipulated. Excelversions972003were limitedto65,536rowsand256 columns. Manyofmyclientshave neededtoovercomethe65,000 rowprobleminearlierExcel versions.Untilnowthatmeant movingtoAccess(Microsofts databasemanagement application). Excel2007worksheetscanhave upto1,048,576rowsand16,585 columns. Putintomoreunderstandable terms. Youcouldcreateasingle worksheetwiththenameof everyhumanbeingonthe planetandyouwouldntrun outofcells(infact,you wouldnthaveevenusedhalf ofyourworksheet). Ifyoufilledeverycelland printedouttheworksheetit wouldbe3.25miles(5.24 kilometres)longand320 yards(293Metres)wide thatsalotofpaper. Believeitornot,someofmy clientsarentevenhappywith thisandarenowrunninginto themillionrowproblem!

InExcel2007therearealittleoveramillionrowsandalittleover sixteenthousandcolumns.Youmaywonderhowitispossibleto nameallofthesecolumnswithonly26lettersinthealphabet. WhenExcelrunsoutoflettersitstartsusingtwo:X,Y,Zandthen AA,AB,ACetc.Buteventwolettersisnotenough.WhenExcel reachescolumnZZitstartsusingthreeletters:ZX,ZY,ZZand thenAAA,AAB,AACetc. ThecurrentlyselectedcelliscalledtheActiveCellandhasablack linearoundit.TheActiveCellsaddressisalwaysdisplayedinthe NameBoxanditscontentsaredisplayedintheFormulaBar. WecanalsousetheNameBoxtomovetoaspecificcell. Toseethisinaction,typeZZ3intotheNameBoxandthenpressthe <Enter>key.YouareteleportedtocellZZ3:

4 5 6

Return to Cell A1 by pressing <Ctrl>+<Home>. Go to the end of the worksheet by pressing <Ctrl>+<End>. Use the Scroll Bars.
TherearetwoscrollbarsforExcelsworkbookwindow. Theverticalscrollbarrunsfromtoptobottomoftheworksheet windowandallowsyoutoquicklymoveupanddownthe worksheet. Thehorizontalscrollbarisatthebottomrighthandsideofthe workbookwindowandallowsyoutomovetotheleftandrightin wideworksheets. Hereshowthescrollbarswork:

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Lesson 1-5: Save a workbook

note
Youcanalsousethe<Ctrl>+<S> keyboardshortcuttosaveyour work.

Save the workbook

Whenyouareeditingaworkbook,thechangesyoumakeareonly heldinthecomputersmemory.Ifthereisapowercutoryour computercrashesyouwillloseanyworkthathasbeendonesince thelastsave. Forthisreasonyoushouldgetintothehabitofregularlysaving yourwork. Eventhoughwehaventchangedthisworksheet,letssaveitnow byclickingtheSavebuttonontheQuickAccessToolbaratthetop leftofthescreen.

Save the workbook with a different name.

ClicktheOfficebuttonandthenhoverovertheSaveAsiteminthe dropdowndialog. Youcanseethatitispossibletosaveyourfileinmanydifferent formats.

Understand file formats.

Excel Workbook (the Open XML format)

Untilveryrecentlyeveryprogramstoreditsinformationonthe harddiskinacompletelydifferentway.Theseincompatible formatsarecalledbinaryformats.Thismadeitverydifficultto writeapplicationsthatcouldbeusedtogether.

The Wealth of Nations

Allofthishaschangedwiththenewfileformat:OfficeOpenXML.

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How users of earlier office versions can read your OpenXML files
Microsofthasafreedownload: TheMicrosoftOffice CompatibilityPack. IfusersofExcelXP(2002)or 2003installthistheywillbe abletoreadandsaveWord, ExcelandPowerPoint2007files inthenewOpenXMLformat. IftheuserhasOffice97or Office2000theyareoutofluck. Youllhavetosaveyourfilesin theold972003formatifyou needtosharethem. TheSmartMethodstillruns manyExcel2000courses (especiallyforclientsinthe bankingandfinancesector). Theseusershavenosolutionto readanOpenXMLworkbook otherthantoupgrade. Ofcourse,astheyearspassthis willbecomelessofanissue.

Microsofthavepublishedexactlyhowthisformatworksandgiven itawayfreetotheworldsdevelopercommunity.Thisallows otherprogramstoeasilyworkwithExcelworkbookfiles.For example,ApplesiPhonealreadysupportsOfficeOpenXMLEmail attachments. Unfortunatelythefuturehastocoexistwiththepastandthereare alotofpeopleintheworldusingtheolderversionsofOffice(97, 2000,2002and2003).IfyousaveyourfilesinthenewOpenXML formatonlypeoplerunningOffice2007willbeabletoreadthem (butseethesidebarforapotentialsolutiontothisproblem).

Excel Macro Enabled Workbook

TheExcelMacroEnabledWorkbookissimplyaworkbookthathas programcode(calledMacrocode)embeddedwithinit.Macrosare beyondthescopeofthisbookbutarecoveredinourExcelExpert Skillsbook Macroprogramming(alsocalledVBAprogramming)isavast subjectofitsownandisnotusefultothevastmajorityofExcel users.TheSmartMethodruncomprehensiveExcelVBAcourses buttheyareusuallyonlytakenbyscientistsandengineerswho needtoaddveryadvancedfunctionalitytoExcel. EarlierversionsofExcelcouldpotentiallyallowaworkbookto infectyourmachinewithamacrovirusbecauseallExcelfileswere capableofcarryingmacros.Byseparatingtheformatsitiseasierto avoidopeningpotentiallyinfectedfiles.

Excel 97-2003 Workbook

Thisistheoldbinaryformatthatallowsuserswithearlierversions ofExceltoreadyourworkbooks.Somefeatureswontworkin earlierversionsandifyouveusedthoseinyourworkbookExcel willdisplayawarningandtellyouwhichfeatureswillbelost.

Excel Binary Workbook

AnoddityinExcel2007isanewbinaryformat:ExcelBinary Workbook.ThisisabinaryalternativetoOpenXMLbutitcantbe readbyearlierversionsofExcel.Theadvantageofthisformatis thatitloadsandsavesmorequicklythanOpenXML.

Save the workbook with a different name.

1. 2. 3. ClickontheExcelWorkbookicon. Type:TheWealthofNationsCopyintotheFilenametextbox. ClicktheSavebutton. Noticethatthenameoftheworkbookinthetitlebar(atthe topofthewindow)hasnowchangedindicatingthatyouare nowviewingthenewworkbookthatyouhavejustsaved.

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Lesson 1-6: Pin a document and understand file organization

tip
Increasing the number of items in the recent documents list.
Excelrememberstheseventeen mostrecentlyopened documents. Asyouopenmoredocuments theseventeentholdestis removedfromtheRecent Documentslistunlessyoupin it. IfyoudliketoincreaseExcels memoryuptoamaximumof fiftyitemshereshowitsdone: 1. 2. ClicktheOfficebuttonat thetopleftofthescreen. ClicktheExcelOptions buttonatthebottomright ofthedialog. ChooseAdvancedfromthe lefthandpane. Scrolldowntherighthand listuntilyoufindthe Displaycategory.Youll seeShowthisnumberof RecentDocuments:17. Changethenumbertothe numberofrecent documentsyoudprefer Exceltoremember(uptoa maximumoffifty).

1 2

Close down and restart Excel. Pin a workbook to the Recent Documents list.
1. ClicktheOfficeButtonatthetopleftofthescreen. Ontherighthandsideofthedialogisalistofallrecently openeddocumentsbeginningwiththemostrecent(probably theWealthofNationsworksheetopenedduringthelastlesson). Notethatthereisapinicon nexttoeachworkbookname.

Whenyouhoveroverthepinatooltipisdisplayedsaying:Pin thisdocumenttotheRecentDocumentslist.

Thiscanbeagreattimesaverasitenablesanyworkbookthat youusealottoalwaysbeintheRecentDocumentslist.You wonthavetowastetimelookingforitontheharddrive. 2. Clickthepinicon.Theiconchangesfromunpinned pinned. to

3. 4.

5.

3. ClickonTheWealthofNationstoopentheworkbook.

Understand file organization.

BydefaultExcelsavesallworkbooksintoyourdocumentsfolder alongwithotherOfficedocuments(suchasWordandPowerPoint files).Thisclearlyisgoingtocauseproblemswhenyouhaveafew hundredfiles. Bettertoorganizeyourselffromthestartbysettingupanorderly filingsystem. IcreateafoldercalledExcelbeneaththeDocumentsfolder.Inthis folderIcreatesubfolderstostoremywork.Youcanseeascreen grabofmyExcelfolderinthesidebar(ofcourse,yourneedswill bedifferenttomine).

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Set the default file location.

IfyoutakemyadviceandcreateanExcelfolderyouwillwastea mouseclickeverytimeyouopenafilebecauseExcelwilltakeyou tothedocumentsfolderbydefault. HereshowtoresetthedefaultfilelocationtoyournewExcel folder: 1. 2. 3. 4. ClicktheOfficebutton atthetopleftofthescreen.

ClicktheExcelOptionsbuttonatthebottomrightofthe dialog. ChoosetheSavecategoryfromthelefthandsideofthedialog. Changethedefaultfilelocation. Youhavetoactuallytypeinthedefaultfilelocation.Microsoft seemstohaveforgottentoaddabrowsebutton!

WhenyouclickOfficeOpeninfutureyoullautomaticallybe takentoyourExcelfolderreadytochooseacategory. DuringtheremainderofthebookIllexplaintheabovesequence ofchoiceslikethis: ClickOfficeExcelOptionSaveandthenchangethedefaultfile location. Thiswillsavealotoftimeandforests!

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Lesson 1-7: View, add, rename, delete and navigate worksheet tabs
WhenyousaveanExcelfileontoyourharddisk,youaresavingasingle workbookcontainingoneormoreworksheets. YoucanaddasmanyWorksheetsasyouliketoaWorkbook. Therearetwotypesofworksheet.Regularworksheetscontaincells(just liketheoneyourelookingatnow).Chartsheets,asyouwouldexpect, eachcontainasinglechart(wellbeexploringchartsindepthin:Session Five:ChartsandGraphics). WhenyousaveanExcelfileontoyourharddiskyouaresavingasingle workbookcontainingoneormoreworksheets.

1 2

Open The Wealth of Nations from your sample files folder (if it isnt already open). Move between worksheets.
Lookatthetabsonthebottomleftcornerofyourscreen.Notice thatthissampleworkbookcontainsthreeworksheets:GDP,Life ExpectancyandMobilePhones.Clickoneachtabinturntoview thedifferentworksheets.

Add a new worksheet.

1. 2. 3. ClicktheInsertWorksheettab(thetinytabnexttoMobile Phones).AnewtabappearsnamedSheet1. DoubleclicktheSheet1tab. TypethewordPopulationfollowedbythe<Enter>key.

Move a worksheets tab.

1. 2. 3. ClickonthePopulationtab(youmayhavetodothistwice). Dragtotheleft.Asyoudragyoullnoticeaniconofapage andablackarrowtellingyouwherethetabwillbeplaced. Releasethemousebuttontomovethetabtothelocationof yourchoice.

Understand the tab scroll buttons

Becausethisworkbookonlyhasfourtabs,theresnoneedtouse thetabscrollbuttons(infact,theywontworkatallwhenalltabs arevisible).

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Whentherearemoretabsthanwillfitonthescreenthetabscroll buttonsareusedtomovebetweentabs.

Move between worksheets using the keyboard.

Youcanmovebetweenworksheetsusingonlythekeyboardby pressingthe<Ctrl>+<PgUp>and<Ctrl>+<PgDn>keyboard shortcutstocyclethroughallofthetabsinyourworkbook.

Change tab colors.

ThecoloredtabfeaturewasonlyaddedinExcel2003andmost usershaveyettodiscoverthattheycancolorcodetheirtabs. Otherswillbeveryimpressedifyoucolorcodeyours! 1. 2. 3. RightclickonanyofthetabsandchooseTabColorfromthe shortcutmenu. Chooseanycolor. Repeatfortheothertabsontheworksheet.

Delete a worksheet.
RightclickonthePopulationtabandselectDeletefromthe shortcutmenu.

Delete several worksheets at the same time.

1. 2. 3. Holddownthe<Ctrl>key. Clickeachtabyouwanttodeleteinturn.Dontselectthemall asitisntpossibletodeleteeveryworksheetinaworkbook. RightclickanyoftheselectedtabsandselectDeletefromthe shortcutmenu.

Dontworryaboutthemissingtabs.Weregoingtoclosethe workbookwithoutsavingitsoyouwontoverwritetheoriginal workbook.

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Close the workbook without saving it.

1. ClickOfficeClose. Adialogisdisplayed:

2. ClickNosothatyoudontoverwritetheworkbook. Becauseyouhaventsavedtheworkbookitwillremaininits originalstatewhenyounextopenit.

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note
OlderversionsofExcelhidall oftheirbestfeatures underneathanarcanesystemof menunavigation.Manyusers didntknowthathalfofthe featureswerethereatall. Becauseonlythestandardand formattingtoolbarswere visibleonscreen,usersdidnt explorethemenuoptionsand, instead,usedonlyatinysubset ofExcelsfeatures. TheRibbonmakesExcelseem overwhelmingbecauseallof thosefeaturesarerightinyour face. Hardlyanybodyinthe workplacetodayunderstands everyoneofExcelsfeatures. Youllbedoingproductive workwithExcelbysessiontwo ofthisbookwhileusingatiny subsetofthefullfeatureset.By theendofthebookyoullbe thoroughlycompetentworking withExcel.

Lesson 1-8: Use the Ribbon

Lookwhattheyvedonetomysong,Ma Lookwhattheyvedonetomysong WellitstheonlythingIcoulddohalfright Anditsturningoutallwrong,Ma Lookwhattheyvedonetomysong SonglyricbyMelanie (M.Safka) TheRibboncauseshugefrustrationforseasonedExcel97to2003usersas everythingseemstobeinthewrongplace.Lookwhattheyvedoneto Exceltheycry.Butitsabetter,andanentirelynew,wayofworking. ThesheerbreadthofExcelfeaturescanseemoverwhelming.Thisbook willgentlyintroduceallofthemostimportantfeatures,oneatatime.By theendofthebookyoullbereallycomfortableandproductivewiththe Ribbon.

Start Excel and open a new workbook.

1. ClickOfficeNew. TheNewWorkbookdialogappears.

note
The Ribbon shows more if you have a wide screen
WhenIworkwithExcelIusea 22inchwidescreenmonitor runningat1,680*1,050pixels. Excelusestheextrascreen spacetodisplayextended descriptionsofeachfeatureon theRibbon. Forexample,theStylespaneon theHomeRibbonexpandsto showbuttonsforninecommon cellstylesallowingthemtobe appliedwithasingleclick ratherthantwoclicks.

2. DoubleclicktheBlankWorkbookicontocreateanewblank workbook.

Use Ribbon tabs.

EachRibbontabhasitsowntoolkitavailabletoyou.Byfarthe mostimportanttabistheHometabwhichhasbuttonsforallofthe mostcommonandusefulfeatures. Clickeachtabinturnandviewthebuttons.Thescreengrabbelow hastheInsertTabselected.Dontworryifthebuttonsseemcryptic atthemoment.Mostofthemwillmakecompletesensebytheend ofthisbook. IfyoulatergoontocompletetheExpertcoursetoo,Excelwill havenomysteriesleftatall!

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contextual tabs
Ifyouaredoingsomething special,suchaspreviewinga worksheet,Exceldoesntwant tobotheryouwithalotof commandsthatareirrelevant. Forthisreasonyoulloftensee acutdownversionofthe Ribbon,listingonlythe commandsthatareavailableat thattime.Forexample,when youchangetoprintpreview view(wecoverthatlaterin Lesson110:CustomizetheQuick AccessToolbarandpreviewthe printout),youllseeacutdown Ribbonwithonlyonetab containingallofthethingsyou areabletodowhenpreviewing aprintout. SometimesExcelwillshowyou evenmoretabs.Forexample, whenyouselectapicture,a PictureToolstabgroupwill magicallyappearcontaininga Formattab.Thisenablesyouto enhancethepicture.

Type the word Test into any blank cell and then press the <Enter> key on the keyboard once.
NoticehowtheActiveCellmovestothecellbeneath.

Make the cell with the word Test into the active cell.
ClickonceonthewordTestorusethearrowkeysonthekeyboard tonavigatebacktothecell.Beverycarefulnottodoubleclick otherwiseExcelwillthinkthatyouwanttoeditthecell.

Click the Home tab on the Ribbon and focus upon the Font panel (its the second panel from the left). Try clicking each of the buttons and you will see the word Test change to reflect your choices.

note
Other ways to show and hide the Ribbon
1. 2. Press<Ctrl>+<F1>. Rightclickanywhereon theRibbonandchoose minimizetheRibbonfrom theshortcutmenu.

Youcandoanyoftheabovea secondtimetobringtheRibbon back. IfyoucloseExcelwiththe Ribbonhiddenitwillstillbe hiddenwhenyoureopenit.

Minimize the Ribbon.

TominimizetheRibboninordertosavescreenspace,clickthe CustomizetheQuickAccessToolbarbutton(seesidebar)andchoose MinimizetheRibbonfromthedropdownmenu.Noticehowthe Ribbonnowtakesupfarlessscreenspace. Anevenquickerwayofdoingthesamethingistodoubleclick anyofthetabs. DoubleclickoncemoretobringtheRibbonbacktofullsize.

Save your work with the name Ribbon Test and close Excel.
ClickOfficeSaveAsExcelWorkbook,typeinthefilename (Ribbon)andthenclicktheSavebutton.

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Lesson 1-9: Understand Ribbon components

Thewholeismorethanthesumofitsparts. Aristotle,Greekcritic,philosopher,physicist&zoologist (384BC 322BC) TheRibbonismadeupofseveraldifferentartifacts.

Normal button
Simplyexecutesacommandwhenclicked.TheBoldbuttonontheHome tabisagoodexample.

Menu or gallery button

Thistypeofbuttonhasalittledownarrowonit.ItwilldisplayaMenu orGallerywhenclicked.

Split button
Thisisthehardestbuttontounderstandbecausethesebuttonslook almostthesameasthemenuorgallerybutton.Whenyouhoverthemouse cursoroverasplitbutton,theiconanddropdownarrowhighlight seperatelyasdifferentbuttonswithinabutton. AgoodexampleistheunderlinebuttonontheHometoolbar. Clickingtheiconpartofasplitbutton(theU)willperformthedefault actionofthebutton(inthiscaseasingleunderline).Clickingthearrow partofthebuttonwilldisplayamenuoffurtherchoices(inthiscasethe choicebetweenasingleanddoubleunderline).

Check box
Alittlesquareboxthatyoucanclicktoswitchanoptiononoroff. Inthisexample(fromthePageLayoutRibbon)youareabletoswitchthe gridlinesonandoffforthescreendisplayand/ortheprintout.

Command group
Similaractionsaregroupedintoacluster.Forexample,everycomponent relatingtonumbersisclusteredintotheNumbergroup.

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Dialog launcher
Dialoglaunchersappearonthebottomrighthandcornerofcommand groups.DialogsoffermorechoicethanitispossiblefortheRibbonto expressgraphically.Manyofthedialoglauncherswillpresentadialog thatisidenticaltotheolddialogsfromExcel2003.

Drop down list

IoftenshortenthistosimplyDropDowninthisbook.Adropdownis asimplemenulistingseveralchoices. Ifyouseeanellipsis()afteradropdownlistitemthismeansthata dialogwillbedisplayedafteryouclick,offeringfurtherchoices.

Drop down gallery

Thisisalittlelikeadropdownlistbuthasgraphicstovisually demonstratetheeffectofeachchoice.

Rich menu
TherichmenuisMicrosoftswayoftryingtocoerceyouintobeingbrave enoughtouseafeaturethatyoumightnothaveunderstoodinprevious Excelversions.Asortofaninyourfacehelpsystem.

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note
If you are used to an earlier version of Excel you might wonder where all of the toolbars have gone?
InearlierversionsofExcelit waspossibletocreateasmany ofyourowncustomtoolbarsas youwanted. ThenewRibbonbaseduser interface(Microsoftcallsthis theFluentInterface)meansthat youdontneedtocreate toolbarstothesameextentin Excel2007,becauseeverypanel ontheRibbonis,essentially,a toolbar.

Lesson 1-10: Customize the Quick Access Toolbar and preview the printout
InExcel2007youmayhavejustonecustomtoolbar:theQuickAccess Toolbar.InthislessonwelladdsomeusefulbuttonstotheQuickAccess Toolbartosaveafewclicks. TheQuickAccessToolbarisoneofthekeystobeingreallyproductive withExcel2007.Thislessonwillintroduceyoutothemainfeatures.

1 2

Open The Wealth of Nations from your sample folder, (if it isnt already open). Preview how the Life Expectancy worksheet will look when printed.
1. 2. ClicktheLifeExpectancytabatthebottomoftheworksheet. ClickOfficePrintPrintPreview:

Apreviewofthehowthepagewillprintisdisplayed. NoticethattheRibbonnowdisplaysacontextualmenu becausethereareonlyafewoptionsopentoyouwhen previewing. 3. 4. 5. ClicktheNextPageandPreviousPagebuttonstomovethrough theprintpreview. UsetheZoombuttontomagnifythepageforaclearerview. ClicktheClosePrintPreviewbuttontoreturntotheworkbook.

Add a Print Preview button to the Quick Access Toolbar.

PrintPreviewisaveryusefulfeatureandyoullprobablyuseita lot.Everytimeyouuseit,however,itisgoingtotakethreeclicks ofthemouse.Wouldntitbebetterifyoucouldshowaprint previewwithjustoneclick? 1. 2. ClicktheCustomizeQuickAccessToolbarbutton(seesidebar). ClickthePrintPreviewiteminthedropdownlist.

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Some amazing Excel features cannot be used at all without customizing the Quick Access Toolbar!
Oneofmyfavouritefeaturesin Excel2007isitsabilitytoread theworkbooktomeviaitsText toVoicefacility. WhenIhaveinputlotsof numbersfromasheetofpaper andwanttocheckthemIget ExceltoreadthemtomeasI tickeachoffmylist.Thisis muchfasterandnicerthan continuouslylookingfirstatthe screen,thenatthepaper,for eachentry. Thisfeatureiscoveredindepth intheExpertSkillsbookinthis series. Youcantusethisfeatureatall unlessyouaddsomecustom buttonstotheQuickAccess Toolbar!

AnewbuttonnowappearsontheQuickAccessToolbar.You arenowabletoPrintPreviewyourworkwithasingleclickof themouse.

Add a Font Color button to the Quick Access Toolbar.

TheMoreCommands...optionisavailablewhenyouclickthe CustomizeQuickAccessToolbarbutton.Thisenablesyoutoaddany commandinExceltothetoolbar.Buttheresaneasierway! 1. 2. ClicktheHometabontheRibbon(ifitisntalreadyselected) RightclickontheFontColorbutton intheFontGroup.

3. ClickAddtoQuickAccessToolbar. AFontColorbuttonisaddedtotheQuickAccessToolbar.

Remove a button from the Quick Access Toolbar.

1. RightclickontheFontColorbuttonyouvejustaddedtothe QuickAccessToolbar.

tip
TheQuickAccessToolbaris oneofthekeystobeingreally productivewithExcel2007. Alwaystrytominimizethe numberofmouseclicksneeded todocommontasks. Ifyoufindyourselfforever changingtabstouseabutton, changetwoclicksintooneby addingthebuttontotheQuick AccessToolbar. Allofthoseextraclicksaddup toalotoftimeovertheweeks andyears.

2.

ClickRemovefromQuickAccessToolbarontheshortcutmenu.

Add separators to make heavily customized Quick Access toolbars more readable.
1. WhenyouaddmanyitemstotheQuickAccesstoolbaritisa goodideatouseseparatorstospliticonsintologicalgroups. ClicktheCustomizeQuickAccessToolbarbutton. ClickMoreCommandsontheshortcutmenu. Clickthe itematthetopoftheCommandslist.

2. 3. 4. 5. 6.

ClicktheAdd>>button.

Usetheup anddown buttonstomovethe separatortotherequiredlocation.

HeresascreengrabofmyownQuickAccessToolbar:

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important
Keyboard shortcuts dont work with the numeric keypad
ItsastrangequirkofExcelthat youmustusethenumberkeys alongthetopofyourkeyboard whenusingkeyboardshortcuts thatinvolveanumber. Ifyouusethenumerickeypad ontherightofyourkeyboard theywontwork.

Lesson 1-11: Use the Mini Toolbar, Key Tips and keyboard shortcuts
1 2
Open the Wealth of Nations sample worksheet (if it isnt already open). Select cell B2 (Qatar) on the GDP worksheet.
1. 2. ClickontheGDPtab. ClickoncellB2(Qatar). MakesurethatyouonlyclickonceotherwiseExcelwillthink thatyouaretryingtoeditthecell.

note
Keyboard shortcuts are one of the secrets of maximizing productivity with Excel
ManyyearsagoItookmy mouseandstuckittotheback ofmymonitorwithstickytape. ForawholedayIstruggledto workwithoutit. Thefirstfewhourswerent muchfunbutafterthatmy workbecamefasterandfaster. Itbecameachallengetofigure outhowtodothingswithout themouse. Youwillbefarmore productiveifyoucangetinto thesamehabit. Thesedays,therearesome thingsthatyousimplyneedthe mousefor,andsomethings thataregenuinelyfaster(or easier)withthemouse.For mostcommontasks,however, therearekeyboardshortcuts andExcel2007hasjustmade thingsaloteasierwiththenew KeyTipsfeature.

Make cell B2 (Qatar) bold, italicized and underlined.

1. 2. 3. ClickHomeFontBold ClickHomeFontItalic ClickHomeFontUnderline

Display Key Tips.

Holddownthe<Alt>keyonthekeyboard. NoticehowKeyTipsarenowdisplayedontheRibbonandthe QuickAccessToolbar:

Use the Key Tips to show a print preview using only the keyboard.
Thekeytipsrevealthekeyyouneedtopresstosimulateclicking anyoftheRibbonandQuickAccessToolbaricons. Holddownthe<Alt>keyandpresstherelevantnumbertoshowa printpreview.

The Wealth of Nations

NB:Yourtoolbar,andthenumberyouneedtopress,maylook differenttothescreengrababove.Forexample,theprintpreview
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note
If you dont like the Mini Toolbar you can switch it off
PersonallyIreallylikethemini toolbarandwouldntdreamof switchingitoffbutifyouare usedtoanearlyversionof Excelandfindthatitannoys you,hereishowitsdone: 1. 2. ClicktheOfficebutton. ClicktheExcelOptions buttonatthebottomright ofthedialog. ClickthePopularitemin thelefthandlist. UnchecktheShowMini Toolbaritem. ClicktheOKbutton.

buttonwillnotbeontheQuickAccessToolbarunlessyouaddedit during:Lesson110:CustomizetheQuickAccessToolbarandpreview theprintout.

6 7

Click the Close Print Preview button

to return to normal

Use the mouse to select the text Qatar in cell B2.

1. Doubleclickthecellcontainingthetext. Youllseethecursorflashinginthecell. 2. 3. PositionthemousejustafterthewordQatarandholddown theleftmousebutton. Dragthemouseacrossthecompleteworduntilitis highlightedlikethis:

3. 4. 5.

Observe the Mini Toolbar.

Hoverthemousecursorovertheselectedtextandyoushouldsee aghostimageoftheMiniToolbarjustabovethecell:

note
The shortcut menu
Ifyourightclickonacell,a shortcutmenuisdisplayed. Theshortcutmenudoesnt displayeverythingthatyoucan dotoacellbutExcelsbest guessesatthemostlikelythings youmightwanttodo. BecauseExcelisguessingatthe actionsyoumightwanttotake inthecontextofwhatyouare doing,theshortcutmenuisalso sometimesreferredtoasthe contextualmenu.

WhenyoumovethemousecursorupandovertheMiniToolbarit willlightup.

Use the Mini Toolbar to restore the text to non-bold and nonitalic.
ClickontheBold andItalic anditalicattributesfromthetext. buttonstoremovethebold

10

Show a bigger Mini Toolbar with a right-click.

RightclickonBermuda(CellB4).Noticethat,aswellasthe shortcutmenu(seesidebar)younowgetanevenbetterMini Toolbarwithafewextrabuttons.

11

Remove the underline from Qatar.

1. 2. ClickonQataragain(cellB2). Pressthe<Ctrl>+<U>keysonthekeyboardtoremovethe underline.

Buthowcanyouremembercryptickeyboardshortcutslike <Ctrl>+<U>?Fortunatelyyoudonthaveto.Hoverthemouseover theunderlinebutton listedinthetooltip. andyoullseethekeyboardshortcut

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Lesson 1-12: Understand views

Viewsaredifferentwaystolookatyourworksheet. Excel2007hasthreeviews.Theyare:

View
Normal

Icon

Whatitisusedfor
Thisistheviewyouvebeenusinguntilnow. Itstheviewmostusersuseallofthetime whentheyareworkingwithExcel. Apagebreakiswhentheprinteradvances ontoanewsheetofpaper.

Pagebreak preview

Wellusethisviewin:Lesson75:Insert,delete andpreviewpagebreakstomakesurethatthe pagebreaksintherightplace. ThisisafantasticnewviewforExcel2007.It allowsyoutosee(almost)exactlywhatthe printoutwilllooklike.

Pagelayout

UnlikerunningaPrintPreviewyouareable toeditcellsjustasyoucaninNormalview.

Open the Wealth of Nations sample worksheet (if it isnt already open).

Click on the GDP tab and then click on the page layout view button at the bottom of the screen.

Theworksheetisdisplayedinpagelayoutview.ItisalittlelikePrint Previewviewasyouareabletosee(almost)exactlywhatwillbe printed.Headers,footersandmarginsareallshown. UnlikePrintPreviewviewyouareabletoedittheworksheet.

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Youmaywonderwhywedontusepagelayoutviewasthe defaultwheneditingworksheets.Whilesomeusersmaypreferto dothis,mostwillwanttoseethemaximumamountofdata possibleonscreenandsowillprefertheNormalview.

Clickthepagebreakpreviewbutton.

Theworksheetisdisplayedinpagebreakpreviewview(youmay alsoseeahelpdialogfirst). Thisviewshowseachpagewithawatermarktoindicatewhich sheetofpaperitwillbeprintedon:

Italsoshowsthebreakbetweeneachpageasadottedline:

Itispossibletoclickanddragthedottedlinetochangetheplace wherethepagebreaks.Thiswillbecoveredindepthin:Lesson76: AdjustpagebreaksusingPageBreakPreview.

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Lesson 1-13: Use full screen view

1
Open the Wealth of Nations from your sample files folder (if it isnt already open) and click the Life Expectancy tab.

NoticethattheRibbon,formulabarandstatusbararealltakingup spacethatcouldbeusedtodisplayinformation.Intheexample aboveonlythefirsttenrowsarevisible.

Double-click on any of the Ribbon tabs to hide the Ribbon.

WiththeRibbonhiddenthingsarealittlebetter.Fifteenrowsare nowvisible.Perhapsyouwanttoviewevenmore.Thisiswhat FullScreenViewisfor.

2
The Wealth of Nations

Click ViewWorkbook ViewsFull Screen.

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NotethattheQuickAccessToolbar,theRibbon,theformulabar andthestatusbarhaveallvanished.Ontheaboveexampleshown at1,024*768screenresolution34rowsarevisible. Onmyown22inchmonitorrunningat1,680*1,050pixelsin portraitmodeIcanview81rowsofinformationononescreen.

Switch back to normal view.

Toreturntonormalvieweither: Pressthe<Esc>keyonthekeyboard. OR RightclickinanycellandthenclickCloseFullScreen.

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Lesson 1-14: Use the help system

1
Click the Help button at the top right of your screen.
Thehelpdialogisdisplayed: Ifyourscreendoesntlooklikethis,clicktheshow/hidetableof contentsbutton.

Tip
The Keep On Top button
Whenthisbuttonispinnedin likethis: thehelpwindow willstayontopofallopen Officewindows. Whenthebuttonisunpinned likethis thewindowwill behiddenifyoumoveother Officewindowsontopofthe helpwindow. Notethatthisisonlythecase withMicrosoftOfficewindows andnotwithwindowsfrom otherapplications.

Type how do I save a file into the search box followed by the <Enter> key.
Thehelpsystemprovidesmanypotentialanswerstothequestion:

Click on the most likely answer to read the help topic.

Stepbystepinstructionsaredisplayedshowinghowtosaveafile.

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Find help by category.

Letsdothesamethingnowusingthecategorypane.The categorypaneisalittlelikeawebpage.Youfindtheanswerto yourquestionbynavigatingaseriesofhyperlinks. Closedownthehelpsystemandrestartit.Lookatallofthe categoriesanddecidewhichismostrelevant.Seeifyoucanfinda helptopicforsavingafilebynavigatingthehyperlinks.Onmy systemIgottherebyclickingWorkbookManagementSaving andPrintingSaveaFilebutyourlinksmaydiffer. Thesamehelptopicfoundearlierisdisplayed.

Choosing which content to search.

Excelisahugeapplicationandjustonehelpreferencewouldntbe enough.Aswellasthehelpfilesstoredonyourharddiskyoucan alsosearchaperpetuallyupdatinghelpresourceonlineat MicrosoftviatheInternet. ClickthedropdownarrownexttotheSearchbuttonatthetopof theHelpdialog. TheSearchdropdownmenuappears:

TheDeveloperReferencecontainstopicsonlyofinterestto programmerswhounderstandVBAmacrocode.Thisisavery advancedsubjectandiscoveredintheExcelExpertSkillsbookin thisseries.

Get help directly from the Ribbon.

1. ClicktheHometabontheRibbonandhoverthemousecursor overthedropdownarrowtotherightofthewordGeneralin theNumbergroup. Ifyoukeepthemousestill,afterashortdelayascreentip popsupprovidingashortdescriptionofwhatthedropdown listisforandalsoadvisingthatyoucanobtainmorehelpby pressingthe<F1>keyonyourkeyboard. 2. Pressthe<F1>button(atthetopleftofyourkeyboard)to obtainhelpabouttopicsrelevanttothiscontrol.

Obtain help directly from a dialog.

ClickOfficeSaveAs. AtthetoprightcorneroftheSaveAsdialogthereisahelpbutton (ifyouareusingWindowsVista). ClickitfordetailedhelpabouttheSaveAsdialog.

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Session 1: Exercise
InthisexerciseyoulltrytorememberthenameofeachoftheExcelscreenelements.Theanswersareonthe nextpagesoyoumightwanttorecapbyturningthepageforalittlerevisionbeforeyoustart. Keeptryinguntilyouareabletonameeachofthescreenelementsfrommemory.Wellbeusingthis terminologyduringtheremainderofthebooksoitsimportantthatyoucancorrectlyidentifyeachelement.

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Session 1: Exercise answers

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