Desktop Mentor

Excel 2007 Essentials

Cell and Number Formatting

Navigation Shortcuts
Move To

Shortcut

Action

Shortcut

Cell A1

Ctrl Home

Bold

Ctrl B

The beginning of the row

Home

Underline

Ctrl U

The last column in the range

Ctrl

Italics

Ctrl I

The first column in the range

Ctrl

Strike through

Ctrl 5

The last row in the range

Ctrl

Add outline border

Shift Ctrl &

The first row in the range

Ctrl

Remove borders

Shift Ctrl -

The next sheet

Ctrl PgDn

Fixed format, 2 decimals

Shift Ctrl !

The previous sheet

Ctrl PgUp

Currency, 2 decimals

Shift Ctrl $

Percent format

Shift Ctrl %

Reset number formatting

Shift Ctrl ~

Selecting Ranges
Action

Shortcut

Date format (dd-mmm-yy)

Ctrl #

Select the current column

Ctrl Space

Time format (hh:mm)

Shift Ctrl @

Select the current row

Shift Space

Select the entire sheet

Ctrl A

Select the current range

Ctrl Shift *

Select visible cells only

Alt ;

Miscellaneous Commands

Workbook Commands
Action

Shortcut

New blank workbook

Ctrl N

Open workbook

Ctrl O

Save workbook

Ctrl S

Action

Shortcut

Save As

F12

Hide column

Ctrl 0

Print workbook

Ctrl P

Unhide column

Ctrl Shift 0

Close workbook

Ctrl F4

Hide row

Ctrl 9

Unhide row

Ctrl Shift 9

Delete column or row

Ctrl -

Insert column or row

Shift Ctrl +

Insert a Comment

Shift F2

Insert a Hyperlink

Ctrl K

Show / Hide Outline

Ctrl 8

Show / Hide Objects

Ctrl 6

Insert Date

Ctrl ;

Insert Time

Shift Ctrl ;

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Editing Commands
Action

Shortcut

Cut

Ctrl X

Copy

Ctrl C

Paste

Ctrl V

Undo

Ctrl Z

Redo

Ctrl Y

Fill Down

Ctrl D

Fill Right

Ctrl R

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Desktop Mentor

Best Practices

Ensure you have used absolute references

in your formulas where required

Arrange your information in tables where

possible as this will make it easier to
format and use tools such as filtering and
sorting in the future

The standard way in which Excel enters a

formula uses relative references. When a
formulas is copied, the cell references are
updated accordingly.

To define your table:

To stop the references from changing, they

must be entered as absolute references. This
will ensure the same cell is referenced
regardless of how the formula is moved or
copied. Type a dollar sign ($) before the
column and row reference in the formula, or
press [F4] after entering the cell reference.

Click anywhere
inside the data you
wish to define as a
table

Click on the Insert

ribbon

Click on the Table button in the Tables

group

Ensure the range for your table is correct,

then click on OK

Error check and debug whenever prompted

After entering your formula, look in the top-left
corner of the cell. If this shows a green triangle,
the cell contains an error. Click on the cell, then
on the drop-down arrow to view all options.

Double-check all data that you enter

Remember, if you need to enter the same data
into multiple cells:

Select the range you wish to enter the

label or value into

Type the label or value

Press [Ctrl Enter]

Double-check your formulas, especially

longer formulas that may need brackets
Calculation order is:

Brackets
Of
Division
Multiplication
Addition
Subtraction

Use range names to make your formulas

easier to understand
Range names can be set to refer to any range of
cells. Range names can make entering formulas
much easier, and make the formula easier for
others to read.
For example, the formula =SALES-PROFIT is
much easier to understand than =B24-E15.
Click in the name box which is located directly
above the column headings to enter a name for
the selected range.

For example:
Formula

Result

Description

=2+3*4

14

As there are no
brackets, multiplication
is carried out first
where 3*4 = 12. 2 is
then added to this
where 2+12 = 14.

=(2+3)*4

20

The part of the formula

in brackets is carried
out first where 2+3 = 5.
This is then multiplied
by 4 to give 20.

Hewlett-Packard 2007

If you ever perform the same action twice,

consider recording a macro to save time

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Desktop Mentor

Show large amounts of data as charts, to make them easier to view.

There are a number of different types of charts that can be created in Excel, the most common of which are
identified below:
Type

Description

Type

Description

Column
This type of chart shows
variations over a period
of time or illustrates
comparisons between
items.

Line
This type of chart shows
trends in data over a
period of time. When
compared to an area
chart, line charts
emphasise the rate of
change over time as
opposed to the
magnitude of change.

Pie
This charts show the
relationship or
proportions of different
parts to the whole. A pie
chart always contains
one series of data and is
useful in emphasising a
single element.

Bar
This type of chart shows
individual figures at a
specific time or
illustrates comparisons
among items.

Area
This type of chart
emphasises the
magnitude of change,
rather than time and the
rate of change. It also
shows the relationship
of parts to a whole, by
displaying the sum of
the plotted values.

XY (Scatter)
This chart type is
commonly used for
scientific data and
shows the relationship
between values in
several series of data.

Stock
This chart illustrates
fluctuations in stock
prices representing
opening, high, low and
closing values.

Surface
In this chart colours and
patterns indicate areas
of the same value. They
are useful for finding
optimum combinations
between two sets of
data.

Doughnut
This chart is similar to a
pie chart and shows the
relationship or
proportions of different
parts to the whole.

Bubble
This chart compares 3
sets of data using the
position on the chart
and bubble size.

Radar
A radar displays each
category on its own
value axis radiating from
the centre point. Lines
connect values in the
same series.

Hewlett-Packard 2007

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Desktop Mentor

Frequently Asked Questions

How can I enter the current date in the cell?
If you don't want the date to change each time the workbook is opened, press [Ctrl ;] to enter the date.
If you want the date to change to the current date each time the workbook is opened, enter the date
using the function =TODAY().
How can I change options in Excel 2007?
All Excel 2007 options can be set by clicking on the Office button, then on the Excel Options button.
How can I set up my own AutoFill lists?
Set up AutoFill lists by clicking on the Office button, then on the Excel Options button. With the
Popular menu selected on the left-hand side of the window, click on the Edit Custom Lists button.
Why is my formula copying incorrectly although it displays correctly for the first answer?
Excel will update the references in your formula each time you copy the formula across or down. The
formula =A1 will change to =A2 when copied down, for example. If your formula contains cells that
need to stay the same in each formula, you will have to make them absolute by enclosing them in $
symbols e.g. =$A$1. Alternatively, press [F4] after clicking on the cell you wish to make absolute
when building your formula.
Why does my date format stay behind when I delete the date from the cell?
When you press [Delete] in Excel, only the cell content is removed - all formatting will stay in the cell.
To remove the date format from the cell, click on the drop-down arrow of the Clear button on the
Home ribbon, then choose Clear Formats.
What do I need to do in order to save a workbook in PDF format?
You will need to download the Save as PDF add-in from the Microsoft Website before you can save
Excel workbooks in PDF format. This can be found at the Microsoft Download Centre
Do I have to lay my spreadsheet out in a particular way to use features such as pivot tables?
You will need to follow the simple rules of creating data lists in Excel. Each column should contain
information of the same type (e.g. all prices or all names) while each row should contain a set of data
relating to one entry i.e. a record. Each column should begin with a unique heading in the first row
which should be text, not a number. Ensure that the list does not contain any entirely blank columns
or rows, although blank cells here are there are acceptable.
Where can I find the command to save my workbook for the Web?
The Save for Web command is no longer available in Excel 2007. You can save your workbook in
HTML format by clicking on the Office button and choosing Save As. Change the Save as Type
option to Web Page (*.htm, *.html).
How can I show the Developer ribbon to record macros?
Show the Developer ribbon by clicking on the Office button, then on the Excel Options button. With
the Popular menu selected on the left-hand side of the window, click on the Show Developer Tab in
the Ribbon option, then click on OK.
How can I show the file name automatically in the worksheet?
You can show the filename in any cell using the function =CELL("filename").

Hewlett-Packard 2007

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Desktop Mentor

Glossary
A

click
to press and release the mouse button in one
movement

absolute reference
a reference that will not change when copied to
another cell e.g. $A$1

clipboard
temporary storage area for text that has been
cut or copied. The paste command is used to
transfer this text back into the document

active sheet
the sheet of the workbook you are currently
working on. The name of the active sheet
appears in bold on the sheet tab

comparison opertor
one of six symbols used to compare values: =, >,
<, >=, <= and <>

add-in
file that can be installed to add extra features to
the Excel program e.g. Solver
address
the location of a cell in a worksheet. This is a
combination of the column letter and row number
e.g. A20
alignment
the way in which text lines up horizontally or
vertically in a cell
arrow key
the up, down, left or right arrows on the keyboard
used to position the cursor

copy
to transfer a duplicate of selected text from the
workbook into the clipboard
criteria range
a range containing search conditions used with
the Advanced Filter command
cut
to transfer selected text from the workbook into
the clipboard
cursor
the flashing line which indicates the current
insertion point on the screen

D
axis
horizontal and vertical frame of a chart which
shows measurement units or reference labels

B
back up
copying or saving data to a different location
browse
to search through a set of files and folders

C
cell
the intersection of a column and row in a
worksheet
chart
a graphic representation of worksheet data which
is updated when the worksheet data is changed

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data series
a range of figures plotted on a chart
data table
a table of formulas that refer to varying values in
one or two input cells
DBMS
Database Management System - software used
to organise, search, update and retrieve data
DDE
Dynamic Data Exchange - the ability to exchange
data between Windows applications
defaults
the standard settings used each time a new
worksheet is created
dependents
cells containing formulas that refer to the current
cell

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dialog box
a window that displays all available options for a
chosen command

font
a collection of characters in a typeface e.g.
Times New Roman or Arial

directory
a sub-division of a disk in which files can be
stored, also known as a folder

font size
height of characters measured in points. There
are 72 points to an inch

download
to transfer a copy of a message or file from a
Server or the Internet onto your own computer.

footer
text that prints at the bottom of each page of the
worksheet

drag
to move the mouse while holding the mouse
button. This is used to move text or graphics
within a document

format
the way in which text or graphics appear e.g. the
font, colour and size of text

E
edit
to add, remove or revise text and graphics

formula
a mathematical equation used to calculate a
result e.g. =A1+B1
formula bar
horizontal bar which displays the formula in the
selected cell

embed
to insert text or graphics created in another
application

external reference
a reference in a formula to another worksheet or
workbook

gridlines
horizontal and vertical lines added to a
worksheet or chart

file
a workbook that has been saved with a unique
name

header
text that prints at the top of each page of the
worksheet

file format
the way in which a workbook has been saved

file name conventions

a set of rules by which a computer can identify a
file, usually limited to a specific number of
characters and not including \ / > < * ? " | : ;

images
photographs and pictures held on a computer

file versions
a feature of Vista which allows you to use a
previously-backed up version of a file, rather than
the current one
fill handle
the black square in the bottom right corner of the
active cell which is dragged to create a series
folder
a container used to hold files and sub-folders,
also known as a directory

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input cell
cell in which variables of a data table are entered

L
label
alphanumeric text in the worksheet
landscape
horizontal page orientation
launch
to start up an application or program

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Desktop Mentor

legend
box identifying the data series on a chart
line break
used to create a new line within a cell
link
to insert information created in another
application in such a way that the copy will
update when the original is changed
linked applications
to insert data from one application into another,
so that when the former is updated, so is the
latter

password
a string of characters that is required to gain
access to a resource that is password-protected
paste
to insert cut or copied text from the clipboard into
the workbook
pivot table
worksheet table which summarises and analyses
data from existing lists and tables
portrait
vertical page orientation

precedents
cells that are referred to by the formula in the
current cell

macro
a sequence of commands that are stored so that
they can be repeated automatically

print preview
a view that displays the workbook exactly as it
will print

macro sheet
stores macro commands

print titles
columns and/or rows that are repeated on each
page when the worksheet is printed

menu
a list of options that appears when the menu
name is clicked. The menu bar appears at the
top of the screen under the title bar
Microsoft Office
Microsoft's suite of productivity applications,
including Excel, Outlook, PowerPoint and Word
mouse pointer
the graphic image that indicates the on-screen
location of the pointing device
multimedia
the interactive use of text, audio, still images,
video, and graphics

properties
the attributes and characteristics of a file or folder

R
range
two or more cells on a sheet
Recycle Bin
a folder for storing deleted files in case they are
required again
restore
to return data to a prior consistent state, usually
from a backup

N
S
network
an interconnected system of computers

scroll bar
positioned along the right and bottom of the
screen, these bars are used to move around a
workbook

page break
the point at which one page ends and another
begins

select
to highlight a range in a workbook to indicate
which cell(s) you wish to make changes to
sharing
the ability to view or amend a file that belongs to
a different user across a network

Hewlett-Packard 2007

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Desktop Mentor

shortcut
an icon or file that points towards another file
software
programs that run on a computer
sort
to arrange information into a logical order
source file
a file that contains the original text or graphics
that are linked into a workbook
spell check
the act of checking a message or document for
spelling errors, with the option of correcting any
errors found
status bar
horizontal bar positioned at the bottom of the
screen that indicates the current status, etc.
style
a named collection of formatting that can quickly
be attached to any cells in the workbook
subscript
text that appears below the typing line
superscript
text that appears above the typing line

True Type font

a font which will print exactly as is appears on
screen and that can be sized to any point
number

V
Visual Basic
the language in which Excel macros are written

W
Windows Vista
the latest version of Microsoft's operating system,
released in 2007
workbook
an Excel file that can contain different
worksheets
worksheet
a spreadsheet made up of columns and rows
which is part of a workbook

Z
zoom
to reduce or increase the magnification of an onscreen element

T
table
a collection of columns and rows used to display
text and numbers for easy reference
tabs
a graphic method of selecting different windows
within a group
template
a workbook that is created and then used as a
basis for other similar workbooks
title bar
horizontal bar at the top of the screen which
displays the application and workbook name
toolbar
horizontal or vertical bar containing buttons
which are usually shortcuts for frequently used
tasks

Hewlett-Packard 2007

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