Professional Documents
Culture Documents
Excel Basics
Excel Basics
EXCEL TEMPLATE (*.xltx). Save your workbook as this file type when you need a
template.
EXCEL 97-EXCEL 2003 WORKBOOK (*.xls). Use when you need to share with someone working in a previous version of Excel.
MICROSOFT EXCEL 5.0/95 WORKBOOK (*.xls). Use when you need to share with
someone using Microsoft Excel 5.0. (while the earlier versions of Office share
the same extension - .xls - they are not the same format.
EXCEL MACRO-ENABLED TEMPLATE (*.xltm). Use when you need a template and the
workbook contains macros or VBA.
EXCEL BINARY WORKBOOK (*.xlsb). Save your workbook as this file type when you
have an especially large workbook; this file type will open faster than a very
large Excel Workbook will. Youll still have the new Excel features with this file
type, but not XML.
PDF Microsoft Office has an add-in that allows you to save a file as a PDF document, allowing for cross-compatibility with virtually any operating system or
office suite.
Page 2
OPENING TEMPLATES
Installed are from Microsoft
My Templates are templates
that you create and save
Look for Recently used templates for convenience
Microsoft has templates available to download from their
website. Since our Internet
connection is so fast, this
takes no longer than opening a file saved on your computer or on our server.*
New
Page 3
Page 5
In the anatomy of the cell displayed above, you see that there are many different components to a cell.
The Cell Contents that area displayed in the
cell are called the value. The value of a cell
can be text, a date, or a number. What you
see in the cell is what is printed.
The value of a cell can also be the result of a
formula that adds, subtracts, or does other
mathematical calculation.
The contents of cell is shown in the formula
bar. Text will display as text,. A formula will
display in the formula bar as the formula. In
the cell you will see the result of the calculation, the value.
Page 6
WORKSHEETS
Page 7
EVERYTHING
IN
EXCEL
Cells are where you enter data in a worksheet. A cell is a placeholder of data,
numbers, formulas, or nothing.
The alphabetical headings on the columns and
the numerical headings on the rows tell you
where you are in a worksheet when you click a
cell.
The active cell is the one with a bold black
frame around it.
When you open a new workbook, the first cell
in the upper-left corner of the worksheet you
see is outlined in black, indicating that any
data you enter will go there.
You can enter data wherever you like by clicking any cell in the worksheet
to select the cell.
When you select any cell, it becomes the active cell.
When a cell is active, it is outlined in black, and the headings for the column
and the row in which the cell is located are highlighted.
The Column and Row letters/numbers are
highlighted
For example, if you select a cell in column
C on row 5:
Column C is highlighted.
Row 5 is highlighted.
Page 8
Page 9
FORMATTING
Page
TIPS
FOR
ENTERING TEXT
When entering data, it doesnt set it into the cell until you either press
Enter or Tab.
Enter moves down one row
Tab moves one cell to the right
ENTERING DATES
AND
TIMES
TIP: To enter todays date, press CTRL and the semicolon together. To enter the current time, press CTRL and SHIFT and the semicolon all at once.
To enter a time, type the numbers, a space, and then a or p for example, 9:00 p. If you put in just the number, Excel recognizes a time and enters it as PM.
Page
ENTERING NUMBERS
When entering numbers Excel defaults to viewing the number in the cell without the decimal.
To change the number format that is viewed in
the cell, go to the Home Tab > Number Group.
Change by the command buttons in the group,
or use the Dialog Box Launcher for more options.
OTHER
TIPS
FOR
ENTERING DATA
Page
MORE TIPS
FOR
ENTERING DATA
AutoComplete. If the first few letters you type in a cell match an entry
youve already made in that column, Excel will fill in the remaining characters for you. Just press ENTER when you see them added.
EDITING CELLS
What happens when you have entered the data, but you need to change
it?
You edit letters or numbers by selecting them and then typing something
different. There are two ways to select the cells for editing:
Double-click a cell to edit the data in it.
Click the cell, and then edit the data in the formula bar.
Whats the difference? Your convenience. You may find the formula bar,
or the cell itself, easier to work with.
Whatever you do, when youre all through, remember to press ENTER or
TAB so that your changes stay in the cell.
Page
BORDERING
The gray lines you see on a spread sheet do not print. They are called Gridlines. In order to print borders, you must format
them.
You can do this a number of ways.
Select the area you want bordered.
Right-Click on the selection and choose Format
Cells. Or,
Right-Click on the selection and using the MiniToolbar, click on the pull-down arrow to
quickly pick the border you need.
Page
VIEWING
AND
PRINTING
It isnt enough to just enter data and write formulas. You have to do something with it, and that something usually involves printing.
Printing in Excel is different than a Word
document where you just click on Print and
away it goes to the printer. In Excel you can
tell it what to print, and how to print.
Say you have a document that has data you
dont want printercolumns or rows that might have data necessary for
calculations, but arent necessary on your pretty spreadsheet.
You can set the Print Area, telling Excel exactly what columns and rows you
want to be on your printed spreadsheet. The settings you need are on the
Page Layout Tab, in the Page Setup and Scale to Fit groups.
If you have too much data to fit on one page, Excel has a Scale to Fit option
that scales the data to fit on the page how you need it (say, 1 page by 1
page), without you having to reformat the
pages manually.
Note that you can also use the Dialog Box
Launcher to open the Page Setup Dialog Box
for this and other options.
Page
From here you can also add Headers and Footers. When you click in the
Click to Add Header area, another Tab will appear, Header and Footers
Tools.