MICROSOFT EXCEL TUTORIAL HANDOUT

Opening Microsoft Excel
1. 2. 3. Click on the START button. Click on PROGRAMS. Click on MICROSOFT EXCEL.

The Excel Screen
Formula Bar Minimize Buttons Restore Buttons Close Button

Title Bar Menu Bar Standard Toolbar Close Window Button

Name Box Active Cell Worksheet Select All Button

Status Bar

Sheet Tabs

Tab Scrolling Buttons

Scroll Bars

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Title Bar: Menu Bar: Standard: Toolbar Name Box: Formula Bar: Status Bar:

Displays the name of the current program and workbook. Displays the names of the Excel menus. Displays the buttons of the most frequently used functions.

Displays the coordinates of the active cell. Displays the contents of the active cell. Displays information about a selected command as well as the status of certain keys, such as CapsLock and NumLock Used to move through the worksheet. You can move up, down, left, and right. Selects every cell in a worksheet. Displays the names of the worksheets within a workbook. Used to scroll through the worksheets in a workbook.

Scroll Bars:

Select All Button Sheet Tabs: Tab Scrolling Buttons: Worksheet:

A single page in a workbook, divided into rows and columns. Columns and rows intersect to form cells. The cell surrounded by a border where you enter or edit data. Minimizes the window to a button on the Windows taskbar. Toggles (switches back and forth) between displaying a window in its maximum size and restoring a window to its previous size.

Active Cell:

Minimize button: Maximize/Restore: button

Close Window Button: Closes the current window. Close Button: Closes the current program.

Tip
Move the mouse pointer over a button on the toolbar and a ToolTip will appear. This is the name of the button which gives a brief description of its purpose.

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OPENING AND CLOSING A WORKBOOK
Opening A New Workbook: 1. 2. 3. Click on the FILE menu. Click on NEW. Click OK OR 1. Click on the NEW button.

Existing Workbook: 1. 2. 3. 4. Click on the FILE menu. Click on OPEN. Once the explorer window opens, select the files you wish to open. Click OPEN. OR 1. 2. 3. Click on the OPEN button .

Once the explorer window opens, select the file you wish to open. Click OPEN.

Closing a Workbook: 1. Click on the CLOSE WINDOW button in the top-right corner of the window. OR 1. 2. Click on the FILE menu. Click CLOSE.
Close button

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NAVIGATING THROUGH A WORKSHEET TO MOVE Left one column Right one column To the first column in the worksheet To the last column in the worksheet To the last column in the row with data To the first column in the row with data Up one row Down one row To the next worksheet Page To the previous worksheet Page Up one screen Down one screen Beginning of worksheet To the last cell with data Left one screen Right One Screen PRESS [ ] or Shift + Tab [ ] or Tab [Ctrl] [ ] [Ctrl] [ ] [Ctrl] [ ] [Ctrl] [ ] [ ] or Shift + Enter [ ] or Enter [Ctrl] [Page Down] [Ctrl] [Page Up] [Page Up] [Page Down] [Ctrl] [Home] [Ctrl] [End] [Alt] [Page Up] [Alt] [Page Down] 4 .

OR Drag the horizontal or vertical scroll box along the scroll bar to move the window in the corresponding direction. right . or down scroll arrows to move one column/row. OR Click the scroll bar (either to the left or right of the horizontal scroll box. Scrolling Through a Worksheet 1. Tip You can right-click a sheet tab to insert or delete worksheets.Moving Between Worksheets: 1. or above or below the vertical scroll box) to move the window in the direction of the mouse pointer. 3. Renaming Worksheets 1. Press ENTER. Click on the left. 5 . Type the new name. Double-click the desired sheet tab. Click on the desired sheet tab at the bottom left of the Excel window. 2. up.

2. Hold down the SHIFT key while pressing the arrow keys. Click on the cell in the upper. Click on the desired cell. OR 1. Click on the cell in the upper. right-hand corner and release. 2. 6 . which indicates that this is the active cell. Using the Keyboard 1. right-hand corner of the range. Move the mouse pointer to the lower. The cell will have a black border.Selecting Cells Single Cell: 1. A Range of Cells: Using the Mouse 1. 3. left-hand corner of the range. left-hand corner of the range. Hold down the SHIFT key Click on the cell in the lower.

Select All button Column C is selected 7 . Click on the SELECT ALL button. More Than One Adjacent Column or Row: 1. Hold down the CTRL key. Every Cell in A Worksheet: 1. Click and move the mouse pointer over the desired rows and columns. Click on the desired row or column heading. Click on the remaining desired cells. 2.Nonadjacent Cells 1. Click on the first cell. A Single Row or Column: 1. 3.

OR 1. Press ENTER or click on the in the formula bar Entering a Range of Data: 1. 3. OR 1.CREATING A WORKSHEET Entering Data: 1. 4. 2. Enter the date Press ENTER. Editing Data: 1. Click on the cell. Select a cell. 3. Enter the data. Click on the formula bar. Continue until all cells are filled. Double-click the cell. Click on the CANCEL button in the formula bar to erase data before it is entered. 2. OR 1. Select the cells. Click on the cell Press F2. Cancel Enter 8 . 2. 2.

Type the desired name for the folder in the space provided 9 . 2. 3. You can also create folders within folders. Click on the FILE menu. Click on the CREATE NEW FOLDER button . 1. 4. Click SAVE AS.CREATING FOLDERS You can create your own folders to organize your files.

type in the name you wish to give this document. Click on the SAVE IN drop down list to select the drive and folder where you wish to save this document. This does not replace the old file.SAVING A DOCUMENT Use SAVE AS: when you are saving a new document and you need to name it or if you are opening a document and saving it with a new name. Click the FILE menu. 5. The old information will be overwritten. 2. Click SAVE AS. Use the SAVE button or press [Ctrl] [S] 10 . Click SAVE 4. Save As: 1. 3. Save: 1. Select “Microsoft Excel Workbook” from the FILE TYPE text box. In the FILE NAME text box. 6. Use SAVE: when you are saving changes made to an existing document.

Click OK. Click on the number of decimal places to be used. 3. Select the cell(s) Click on the FORMAT menu. 5. Select the cell(s). 3. Choose the desired alignment by clicking on the drop down menu in the horizontal section. 2. Right-click Click on FORMAT CELLS and follow steps 4-6 from above. Cell Alignment: 1. 2.FORMATTING CELLS. 4. if applicable. 4. 1. Select the cell(s). Click OK. Click on the FORMAT menu. 2. 1. ROWS. Click on CELLS. AND COLUMNS Numbers: Formatting can be done before or after data is entered. 11 . Click the ALIGNMENT tab. Select a format from the CATEGORY list. 3. 6. OR 5.

5. Select the cell(s). Click on FONT. Click on CELLS. 2. 2. Click on the FORMAT menu. Select the cell(s). Font Font Size Bold Underline Center Merge/Center Decrease Decimal 12 . Make changes and click OK. Italic Left Right Currency Increase Decimal Click on the desired button. 3. The Formatting Toolbar can also be used to make changes.Change Font: 1. 4. 1.

5. 2. 6. 2. 3. Move the mouse pointer to the right of the column heading border until it turns into a double headed arrow Click and drag to the border to the right or left. Click on the FORMAT menu. 3. Move the mouse pointer to the right of the column heading border until it turns into a double headed arrow. 13 . Click OK. OR 1. 2. Click on WIDTH. The column is automatically resized to fit the widest entry. Double-click. Click on COLUMN. 4. Adjust the width of Multiple Columns: 1. Select desired columns.Resize Columns And Rows: Adjust the width of a column: 1. Release the mouse at the desired width. Enter the desired width.

3. Click OK. Select a cell to the left of the column or above the row that will be moved. 2. Select the cell(s) above or to the left of the cells you want to move. DELETING. AND MERGING CELLS Inserting Cells: 1. Inserting Rows and Columns: 1. Click on appropriate selection. 3. Click on the INSERT menu. Right-click the column or row heading. 14 . 4.INSERTING. Click on INSERT. 4. 2. 5. Right-click. 2. Click on the INSERT menu. 3. Click on CELLS. Follow steps 2-3 from above. Select the cell(s) above or to the left of the cells you want to move. Follow steps 3-5 from above. 2. OR 1. Click on COLUMNS or ROWS OR 1.

Click on the EDIT menu. 2. 3. 5. Click on DELETE Click on appropriate selection. Select the cells you want to merge. Click OK. Click OK. OR 1. Click on appropriate selection. 4. Deleting Rows and Columns: 1. 5. Follow steps 3-5 from above. Click the MERGE AND CENTER button on the toolbar. Tip Click the Undo button to reverse the last change made. Select at least one cell in the column or row. 2. 4. Select the cell(s) to delete. Select the cell(s) to delete. 3. Merging Cells: 1.Deleting Cells: 1. 2. “undo the undo” click the Redo button 15 . Click on DELETE. 3. Click on the EDIT menu. Right-click. 2. To .

Click on CLEAR PRINT AREA. Click the PRINT button on the toolbar. A dialog box will appear. 2. Printing: 1. etc. 5. Clearing the Print Area: 1. Click on PRINT AREA. click the PRINT PREVIEW button To exit the Print Preview screen. Setting the Print Area: 1. 4. Click on PRINT. Click OK. Select the area of the worksheet that is to be printed. Click on the FILE menu. 2. 16 . Click on SET PRINT AREA. Click on PRINT AREA. 2. .) Select the number of copies. 3. Click on the FILE menu. name of printer. Select the options you wish to change (page name. 3. 3. OR 1. 4. Click on the FILE menu. click on CLOSE.PRINTING WORKSHEETS AND WORKBOOKS Previewing a Worksheet: To preview the worksheet before you print it.

Entering a Formula: 1. Type = Click on the appropriate cell. Click on the desired cell. 3. 4. 5.CREATING FORMULAS The following mathematical operators can be used in a formula: ^ * / + Exponentiation Multiplication Division Addition Subtraction ***Operations should be performed in the order listed above. Repeat steps 3 & 4 until the formula is complete. Press ENTER. OR 1. 6. 3. Type = and the cell names. 17 . 2. Press ENTER or click on t he on the FORMULA BAR. Click on the desired cell. Enter the desired mathematical operator. Tip You can use lowercase or uppercase letters when typing cell references. 2.

etc. Fill Handle Tip The fill handle can be used to complete a series of years. Deleting a Formula: 1. Click on the appropriate cell. Move the fill handle to the last cell in the range. 3. Select the cell with the formula you want to copy. 3. Click on the appropriate cell Press DELETE. EDIT FORMULA button Make the changes and press ENTER. Editing a Formula: 1. 18 . 2. Position the insertion point in the FORMULA BAR. dates. 2. 2. or click on the on the formula bar. days. Point to the fill handle.Copying a Formula: 1.

19 . “built-in” to Excel. Click on the AUTOSUM button on the toolbar. Using Autosum: Autosum is a button on the toolbar which allows you to total adjacent cells. 4. Press ENTER 3. 2. Select the cell that will contain the total. Click OK. Click on a cell. Select the desired function and enter necessary information. 1. Click the PASTE FUNCTION button on the toolbar. 2. Modify the formula if needed. 3.USING FUNCTIONS A function is a special formula. that performs a specific task 1. 4.

20 . Select the cells that you want to cut or copy. Click on the CUT or COPY button. Paste Special: Paste Special allows you to choose which parts of a cell you want to paste. Select the cell(s) where the data will be pasted. Click on the PASTE button. formula. 2. Select the cell(s) where the data will be pasted. 2. or width if desired. 7. 5. Click on the CUT or COPY button. 1. 4. You can paste only the cell’s formatting. Select the cell(s) that contain the data to be cut or copied. Drag the fill handle to the desired cells. Copying Data Using the Fill Handle: 1. Click on PASTE SPECIAL Click on the desired pasteoption. Select the cell(s) that contain the data to be copied. 3. and Pasting : Cutting text removes data from a cell while copying duplicates the data so that it can be pasted to another location.MOVING DATA Cutting. 2. 4. 1. Click on the EDIT menu. 6. Copying. Click OK. 3.

Enter the word or number you wish to find in the “FIND WHAT” text box. Click on FIND. Click on the SEARCH drop-down menu and click on rows or columns. 5. Click OK when finished. 8. 9. 3. Click on FIND NEXT. 7. values. 21 . Click on the EDIT menu. Click on the FIND tab in the dialog box that opens. Click on the LOOK IN drop-down menu and click on formulas. 6. or comments. 4.FIND AND REPLACE Find: 1. 2. Go to the beginning of the document by pressing [Ctrl] [Home].

22 . 2. 6. 5. 3. Click on the REPLACE TAB in the dialog box that opens. Click on REPLACE ALL to replace every occurrence.Replace: 1. Enter the word or number you wish to replace it with in the “REPLACE WITH” text box. Enter the word or number you wish to find in the “FIND WHAT” text box. 4. Repeat steps 1thru 3 from above. Click on the SEARCH drop-down menu and click on rows or columns.

or an entire worksheet. Select the desired options. Border Preview Box 6. 2. Select the cell(s). OR 1. Click on the BORDERS drop-down menu on the toolbar. Click on the FORMAT menu. Click on the BORDER tab. 4. a range of cells. Select the desired border line type and color. Click on CELLS. 1. Click OK. 5. 7. 2. Choose which edges you want to add the border to in the PRESETS and BORDER sections. 3.BORDERS AND SHADING Adding Borders to Cells: Borders can be placed around a cell. 23 .

Clearing Cell Contents and Formats: The delete key deletes values. Click the PATTERNS tab. Click on the EDIT menu. Click on CLEAR. The Clear command deletes contents. 4. 6. Click on the FORMAT menu. 2. Select the desired color and pattern. but does not delete formatting. or both. Click OK. 2. Click on the desired color. 24 . Click on CELLS. Click on the FILL COLOR drop-down menu on the toolbar. 3. 1. 5. OR 1. Click on the desired option. Select the cell(s). 2. formatting. Select the cell(s).Adding Shading: 1. 4. 3.

2. Click on the DRAWING button on the toolbar.Displaying the Drawing Toolbar: 1. Click on the line or object to select it. Click the button on the DRAWING toolbar for the line or object you want to create. Click on DRAWING. 2. 2. Move the sizing handle until the desired size is reached. Deleting Lines and Objects: 1. Rectangle Oval Line Arrow Text Box Creating Lines and Objects: 1. OR 1. Press the DELETE key. 3. Click on TOOLBARS. 2. Resizing Lines and Objects: 1. Move the mouse pointer over a sizing handle. Drag to the desired location in the worksheet. Click on the line or object. 25 . 3. Click on the VIEW menu.

4. Type desired text and field codes into the appropriate sections. Click on the VIEW menu. 5. Font Button Total Pages Button Time Button Sheet Name Button Page Number Button Date Button File Name Button 3.ADDING HEADERS AND FOOTERS 1. Click OK in the Page Setup dialog box. Click OK. 2. 26 . 3. Repeat steps 1 & 2 from above. Click on HEADER AND FOOTER. 2. Customizing Headers and Footers: 1. Click OK in the Header/Footer dialog box. 4. Click on the CUSTOM HEADER or CUSTOM FOOTER button. Click on the header or footer dropdown menu and select the desired header and footer.

5. 27 . Click on PAGE BREAK. 3. Inserting and Deleting Page Breaks: Insert 1. Select a cell below and to the right of where you want the page break to be added. Follow steps 1 & 2 from above. Click on the MARGINS tab. Delete 1. 2. Previewing Page Breaks: 1. Click on PAGE SETUP. Click on the INSERT menu.MAKING CHANGES TO THE PAGE LAYOUT Changing Margins: 1. Click on PAGE BREAK PREVIEW. 2. Click OK. 2. Click on REMOVE PAGE BREAK. 4. 2. Click on the VIEW menu. Click on the FILE menu. 3. Change the margins by clicking on the arrows or typing a new setting into the text box.

Enter titles for the chart and axes in Step 3 of 4 dialog box click NEXT. 2. Click on the desired chart type and sub-type in the Step 1 of 4 dialog box and click NEXT. 4. Click on AS NEW SHEET to create a chart sheet in the STEP 4 of 4 dialog box. Click on the Chart Wizard button on the toolbar 3. Click ROWS or COLUMNS in the Step 2 of 4 dialog box. Click on AS OBJECT IN to create an embedded chart.CREATING CHARTS Creating a Chart with the Chart Wizard 1. 5. Select the desired data. 7. Click FINISH. 28 . 6.

Click OK. 3. 4. 2. 3. Click the PRINT button on the preview toolbar. Click on DELETE SHEET. Previewing and Printing a Chart Sheet: 1. Tip You can move and resize a chart the same way you move objects. 2. Click on the EDIT menu. Select the desired chart sheet tab. Click on the PREVIEW button on the toolbar. Click the desired chart sheet tab.Deleting a Chart Sheet: 1. 29 .

3. 3. If the Office Assistant is not visible. on To Activate Office Assistant: 1. If you do not see the topic you are looking for. To Deactivate Office Assistant: 1.. click on the OFFICE ASSISTANT button the MENU bar. it offers tips on how to use Word’s features or you can search a topic for stepby-step instructions for completing a specific task. To view topic instructions click on the bullet of that topic. To Activate Screen Tips: 1. 2. OFFICE ASSISTANT Office Assistant: An animated icon displayed on the screen. 2. Click on WHAT’S THIS? Click on the item you want to know about. Click on HELP on the Menu bar. Right click on the ASSISTANT and click HIDE. It is used when you are unsure about what an item is or what it does. A window opens asking “What Would You Like To Do?” The assistant automatically tries to guess what you need help on. When activated. One is the Screen Tips and the other is the Office Assistant. Screen Tip: A brief explanation about an item on the screen. 30 . Click on the ASSISTANT. type your question in the text box and click on the SEARCH button.HELP Getting Help: There are two types of help within Word.

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