Creating Excel Worksheets

Microsoft Excel 2003

Reference Guide

University Technology Services Computer Training

Microsoft

Excel 2003

Copyright Notice Copyright 2003 EBook Publishing. All rights reserved. No part of this publication may be reproduced, transmitted, or translated into any language, in any form or by any means, electronically or mechanical, including photocopying, recording, storage in a database or retrieval system, or otherwise, without the prior written permission of EBook Publishing. Disclaimer We take great care to ensure the accuracy of these materials; however, EBook Publishing makes no warranty, express or implies, including without limitation any warranty concerning the adequacy, accuracy or completeness of such information or material or the results to be obtained from using such information or material. EBook Publishing reserves the right to revise this publication and to make changes in its content at any time, without obligation to notify any person or entity of such revisions or changes.

Microsoft

Excel 2003
TABLE OF CONTENTS
GETTING STARTED ........................................................................................ 1
Creating an Excel 2003 Workbook........................................................................................... 2 How to Start Excel 2003 ..................................................................................................... 2 How to Create a New Default Excel Workbook .................................................................. 3 Getting Familiar with the Excel 2003 Screen .......................................................................... 4 Moving Around Your Cursor .................................................................................................... 6 How to Activate a Cell Using the Mouse............................................................................. 6 How to Move to a Cell Using Keyboard .............................................................................. 7 How to Move to Other Sheets within a Workbook .............................................................. 8 Selecting Cells Range in Workbook ........................................................................................ 9 How to Select a Single Cell............................................................................................... 10 How to Select a Range of Cells ........................................................................................ 10 How to Select a Range Of Cells Using <Shift>................................................................. 10 How to Select the Entire Column ...................................................................................... 11 How to Select the Entire Row ........................................................................................... 11 How to Select the Entire Worksheet ................................................................................. 11 How to Select Non-Adjacent Ranges................................................................................ 12 How to Select Multiple Worksheets .................................................................................. 12 Entering Data into Worksheet ................................................................................................ 13 How to Enter Text (Label) Into a Cell................................................................................ 13 How to Edit Cell Contents ................................................................................................. 13 How to Edit Contents Using Formula Bar ......................................................................... 14 How to Replace Contents in a Cell ................................................................................... 14 How to Delete Contents in a Cell ...................................................................................... 14 How to Undo and Redo..................................................................................................... 15 How to Enter a Number as a Value into a Cell ................................................................. 16 How to Enter a Number as a Label into a Cell.................................................................. 17 How to Enter Date into a Cell............................................................................................ 18 How to Use AutoFill to Enter Text..................................................................................... 19 How to Use AutoFill Options ............................................................................................. 20 How to Use AutoFill to Enter Sequence Numbers............................................................ 21 How to Save a Workbook for the First Time ..................................................................... 22 How to Save Another Copy Using `Save As’.................................................................... 22 How to Close the Current Workbook ................................................................................ 23 How to Open a Workbook................................................................................................. 24 How to Exit Excel 2003 ..................................................................................................... 24

PERFORMING CALCULATIONS .................................................................. 25
Using Simple Formula............................................................................................................. 26 How to Enter a Formula Using Keyboard ......................................................................... 28 How to Enter a Cell or a Range Reference Using Mouse ................................................ 28 How to Use AutoSum to Calculate Total Quickly.............................................................. 29 How to Use Relative References ...................................................................................... 30 How to Use Absolute References ..................................................................................... 31 Using Simple Functions.......................................................................................................... 33

MANAGING WORKSHEET AND WORKBOOK INFORMATION.................. 35
Managing Worksheet Information.......................................................................................... 36 How to Move Information Using Cut and Paste................................................................ 36 How to Move Information Using Drag and Drop ............................................................... 37

Microsoft

Excel 2003
TABLE OF CONTENTS
How to Copy Information Using Copy and Paste ............................................................. 38 How to Use Paste Options................................................................................................ 39 How to Copy Information Using Drag and Drop ............................................................... 40 How to Insert a New Row ................................................................................................. 41 How to Insert Multiple Rows ............................................................................................. 42 How to Delete Rows.......................................................................................................... 43 How to Insert a New Column ............................................................................................ 44 How to Insert Multiple Columns ........................................................................................ 45 How to Delete Columns .................................................................................................... 46 How to Insert a Cell........................................................................................................... 47 Managing Workbook Information .......................................................................................... 48 How to Rename Worksheet .............................................................................................. 49 How to Add New Worksheet ............................................................................................. 50 How to Rearrange Worksheet........................................................................................... 51 How to Copy Worksheet ................................................................................................... 51 How to Format Worksheet Tab ......................................................................................... 52 How to Add Worksheet Background ................................................................................. 53 How to Delete Worksheet ................................................................................................. 54

FORMATTING WORKSHEET........................................................................ 55
Adjusting Column Width / Row Height.................................................................................. 56 How to Adjust Column Width Using Mouse ...................................................................... 57 How to Adjust Column Width Using Menu ........................................................................ 58 How to Adjust Row Height Using Mouse .......................................................................... 59 How to Adjust Row Height Using Menu ............................................................................ 60 How to Hide / Unhide Rows / Columns............................................................................. 61 How to Freeze a Column / a Row ..................................................................................... 62 How to Split a Worksheet in Panes................................................................................... 63 Formatting Cell Using Toolbar ............................................................................................... 64 How to Change Font ......................................................................................................... 64 How to Change Font Size ................................................................................................. 65 How to Bold....................................................................................................................... 65 How to Italic....................................................................................................................... 65 How to Underline............................................................................................................... 65 How to Change Font Color ............................................................................................... 66 How to Align Data in a Cell ............................................................................................... 67 How to Indent Data in a Cell ............................................................................................. 68 How to Merge Cells and Center Data ............................................................................... 69 How to Change Number to Percentage ............................................................................ 70 How to Increase/ Decrease Decimal Points ..................................................................... 71 How to Copy Format Using Format Painter ...................................................................... 72 Formatting Cell Using Menu Options .................................................................................... 73 How to Double Underline Using Menu Option .................................................................. 74 How to Align Vertically ...................................................................................................... 75 How to Change Text Orientation....................................................................................... 77 How to Wrap Text in a Cell ............................................................................................... 78 How to Format Numbers................................................................................................... 79 How to Format Date .......................................................................................................... 80 How to Change Cell Background Color ............................................................................ 81 How to Add Outline Border ............................................................................................... 82 How to Add Double Line Border ....................................................................................... 83

Microsoft

Excel 2003
TABLE OF CONTENTS
How to Format Table Using AutoFormat .......................................................................... 84

SETTING UP PAGE AND PRINT................................................................... 85
Setting Up Page ....................................................................................................................... 86 How to Insert and Remove Page Break............................................................................ 87 How to Set and Clear Print Area....................................................................................... 88 How to Change Page Orientation ..................................................................................... 89 How to Change Scaling .................................................................................................... 89 How to Change Paper Size............................................................................................... 90 How to Change Page Margin............................................................................................ 90 How to Align to Center Of Page........................................................................................ 91 How to Add Header / Footer ............................................................................................. 92 Previewing and Printing.......................................................................................................... 94 How to Print Preview......................................................................................................... 95 How to Print Active Sheets ............................................................................................... 96 How to Print Selected Cells .............................................................................................. 97 How to Print Multiple Copies............................................................................................. 98

Getting Started

Objectives:

When you have completed these lessons, you will be able to:
Create an excel workbook Create a new default excel workbook Create a new excel workbook using Template Get Excel and Microsoft Online Help Detect and repair errors Recover excel program Recover an excel file Navigate around the cells in worksheets Select cell ranges in workbook Enter text into a cell Enter number as value or label into the cell Enter date into a cell Use Undo and redo Use AutoFill to enter text and sequence numbers Use Pick List to enter data Enter data into a range of cells Save and open workbook

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Excel 2003
Creating an Excel 2003 Workbook
How to Start Excel 2003

1. 2.

Click

Start button on the taskbar.

The Start menu appears.

Click Programs >> Microsoft Office >> Microsoft Excel.
The Microsoft Excel application starts.

SUMMARY

1. Click on the taskbar. 2. Click Programs >> Microsoft Excel.

TIPS

You can also start Microsoft Excel by clicking the Excel icon on the Microsoft Office Shortcut Bar.

Excel displays the following screen. a new blank workbook is created automatically, as shown below:

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Excel 2003

How to Create a New Default Excel Workbook

1.

From the menu, click File >> New.
The task pane appears, as shown below.

SUMMARY

1. Click File >> New. 2. Under New, click Blank Workbook.

TIPS

You can create a blank new workbook quickly by clicking the on the Standard toolbar or press <Ctrl>+<N>.

2.

Under New, click Blank Workbook.
The pointer changes to when you move it to the command. A blank new workbook is created and the task pane disappears.

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Excel 2003

Getting Familiar with the Excel 2003 Screen
This lesson describes screen elements specific to Excel 2003. This helps you to be familiar with the program screen / interface. Some of the screen elements can be “toggled” on or off. For this lesson, you screen may look slightly different to the illustration below due to your own settings.

Menu Bar

Title Bar

Standard Toolbar

Formatting Toolbar

Formula Bar Active Cell Name Box

Column Heading

Row Heading Vertical Scroll Bar

Sheet Tab

Horizontal Scroll Bar

Status Bar

Task Pane

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Excel 2003

Screen Elements Title Bar Menu Bar

Functions Displays the program name and the workbook name you are working on. Displays and access the drop-down menus that contain the Excel command options. Contains a number of buttons, which you click using the mouse, to carry out some of the more commonly used command options. Contains a number of buttons that help you change the format or appearance of text, such as bold and underlined. Shows the selected cell, drawing object or chart item. You can also name a selected cell / range or move to the selected cell / range. Displays the content (value or formula) of the active cell. You can also edit the formula using the formula bar. The selected cell in which data is entered when you begin typing. Only one cell is active at a time. The active cell is bounded by a heavy border. Shows the column reference letter. Shows the row reference number. Shows the sheet name. Help you to scroll through your worksheet using the mouse.

Standard Toolbar

Formatting Toolbar

Name Box

Formula Bar

Active Cell

Column Heading Row Heading Sheet Tab Horizontal Scroll Bar or Vertical Scroll Bar Status Bar

Displays information about a selected command or an operation in progress. The right side of the status bar shows whether the keys (CAPS LOCK, SCROLL LOCK, or NUM LOCK) are turned on. Display useful common tasks such as creating and opening a workbook. There are task panes with different contents that help you do your work. The contents of the task pane is context-sensitive, depending on what task you are performing.

Task Pane

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Excel 2003
Moving Around Your Cursor
When you want to place your cursor or activate a cell in order to insert, edit or format the cells, there are ways to help you. You can use: Mouse Keyboard Go to command Name box on the formula bar

How to Activate a Cell Using the Mouse

1.

Position the mouse pointer to the cell B3.
The pointer changes to a white plus sign, as shown below.

SUMMARY

1. Position the mouse pointer over the cell you want to activate. 2. Click the cell to activate it.

2.

Click the cell B3 to activate it.
The cell B3 becomes active, as shown below.

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Excel 2003

How to Move to a Cell Using Keyboard

3.

Press the key on the keyboard as shown in the table below:
Press Move to: One cell to the right One cell to the left ↓ ↑ <Ctrl> + <Ctrl> + <Ctrl> + ↓ <Ctrl> + ↑ <Home> <Ctrl> + <Home> <Ctrl> + <End> Page Down Page Up <Alt> + Page Down <Alt> + Page Up One cell to the down One cell to the up Last cell to the right of the current region First cell to the left of the current region Last cell to the bottom of the current region First cell to the top of the current region First cell in the row First cell in the worksheet Last cell in the worksheet which contains data One screen down One screen up One screen right One screen up

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Excel 2003

How to Move to Other Sheets within a Workbook

1.

Move the mouse pointer to the Sheet2 tab.
The pointer is changed to a white arrow as illustrated.

2.
TIPS

Click the Sheet2 tab.
Sheet2 is brought to the front most of all worksheets.

You can press shortcut keys <Ctrl>+<Page Down> to move to the next worksheet and press <Ctrl>+<Page Up> to move to the previous worksheet.

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Excel 2003
Selecting Cells Range in Workbook
You need to select the cell (activate the cell) before you place the information in it. Besides that, if you want to execute a command onto several cells, you may select all the cells before you run the command. A group of selected cells is called a range. A range can contain a block of cells, a complete column, a complete row or a non-adjacent range. .
A cell A block of cells A complete column A complete row

Selected non-adjacent cells range
A non-adjacent range consists of separate blocks of cells that are selected at the same time. A selected range is shaded except for the active cell, information appears in that active cell when you type.

Active cell

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How to Select a Single Cell

1.

Click the cell B2.
Click at the cell that you want to select. The Name box on the left of the formula bar shows which cell is active.

How to Select a Range of Cells

2.

Click the cell B2 and drag to the cell C4.
Cell B2 is the first cell while the cell C4 is the last cell of the selection range. The range B2:C4 is then highlighted, as shown below.

How to Select a Range Of Cells Using <Shift>
SUMMARY

1. 2.

Click the cell B2.
This is where the selection begins.

Hold down <Shift>.
Excel marks the cell B2 as the beginning of the selection.

How to select a range of cells using click and drag Click the first cell and drag to the last cell. How to Select a Range of Cells Using <Shift> 1. Click the first cell. 2. Hold down <Shift>. 3. Click the last cell.

3.

Click the cell C5.
This is the last cell of the selection. A range of B2:C5 is selected, as shown below.

TIPS

You can also use the arrow keys ( , , , ) to select a range. Hold down <Shift> and press arrow key to select range.

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Excel 2003

How to Select the Entire Column

4.

Click the Column B Heading.
The entire column B is selected, as shown below.

TIPS

Click the Column Heading and drag to left or right to select more than one column.

How to Select the Entire Row

5.

Click the Row 3 Heading.
The entire row 3 is selected, as shown below.

TIPS

Click the Row Heading and drag up or down to select more than one row.

How to Select the Entire Worksheet

6.

Click the Select All button.
The button is located at the upper-left corner of the worksheet where the column and row headings meet.

TIPS

You can also press <Ctrl>+<A> to select the entire worksheet.

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Excel 2003

How to Select Non-Adjacent Ranges

1.

Select the range C2:D4 as the first selected range.
The range is selected, as shown below.

SUMMARY

How to select NonAdjacent Ranges: 1. Select the first range. 2. Hold down <Ctrl>. 3. Select the nonadjacent ranges. How to select multiple worksheets: 1. Click the first worksheet tab. 2. Hold down <Ctrl>. 3. Click the worksheet tabs you want to select.

2. 3.

Hold down <Ctrl>.
The first selected range remains selected even when you select another range.

Click the range A6:C9 to include another non-adjacent range.
Both the ranges are selected, as shown below.

How to Select Multiple Worksheets

1.

Click the Sheet1 tab.
Sheet1 is selected.

TIPS

2. 3.

Hold down <Ctrl>.
The first selected sheet remains selected if you select subsequent sheet.

If you want to deselect the worksheets, click the sheet tab that is not selected. For the example on the right, you can click the Sheet2 as it is not currently selected.

Click the Sheet3 tab.
Sheet3 is selected while Sheet1 still remains selected.

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Excel 2003
Entering Data into Worksheet
Excel provides different ways to enter and edit data in the cells on worksheet easily and quickly. The data you enter in the cells is formatted automatically. E.g. When you type a date 1/1/03 in a cell, Excel format the cell as a date automatically.

How to Enter Text (Label) Into a Cell

1. 2.

Click the cell A1.
Cell A1 becomes the active cell. You want to enter a text in the active cell.

Type Jan.
Text appears in cell A1.

TIPS

You can also click Confirm button on the left of the formula bar to confirm the entry. The same cell remains active if you click the confirm button, while pressing <Enter> moves the active cell down.

3.

Press <Enter> to confirm the entry.
You can also press <Tab> to confirm the entry.

How to Edit Cell Contents

1. 2.

Click the cell A1.
You are going to edit `Jan’ to `January’ in cell A1.

Press <F2>.
The blinking insertion cursor appears at the end of the cell content.

SUMMARY

How to enter text into cell: 1. Click the cell. 2. Type the text. 3. Press <Enter>. How to edit the cell contents: 1. Click the cell. 2. Press <F2>. 3. Type the changes. 4. Press <Enter>.

3.

Type uary.
This is to add text after the word `Jan’.

4.

Press <Enter>.
The cell is updated.

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Excel 2003

How to Edit Contents Using Formula Bar

1. 2.

Click the cell A1.
You are going to change `January’ to `Report for January’.

Move the mouse over the formula bar and click at the left of the word January.
When you position the mouse pointer over the formula bar, the pointer changes to a text editor, also know as I-beam, as shown below.

SUMMARY

How to edit text using formula bar 1. Click the cell. 2. Click the contents in the formula bar. 3. Type the changes. 4. Press <Enter>. How to replace the cell contents 1. Click the cell. 2. Type the new entry. How to delete the cell contents 1. Click the cell. 2. Press <Delete>.

3.

Type Report for and press <Enter>.
You have just added text before the word `January’. You can use arrow keys to move the cursor to the right and the left.

How to Replace Contents in a Cell

1. 2.

Click the cell A1.
You are going to replace `Report for January’ with `Feb’.

Type Feb and press <Enter>.
The text in cell A1 is replaced.

How to Delete Contents in a Cell

1. 2.

Click the cell A1.
You are going to delete `Feb’ in cell A1.

Press <Delete>.
The content is deleted.

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Excel 2003

How to Undo and Redo

1.

Click cell A1, type February and press <Enter>.
The text appears in cell A1. The active cell moves to cell A2.

SUMMARY

To Undo, click To Redo, click

. .

2.

Click

Undo button on the Standard toolbar.

Your active cell returns to the cell A1. The previous action, which was typing the word February in the cell A1, is being reversed. The word `February' is removed.

TIPS

If you want to cancel an entry in a cell or the formula bar before you press <ENTER>, you can just press <ESC> to undo the typing. You can click the Undo button a few times to undo more than one previous action. To undo multiple actions quickly, you can click the Undo drop-down arrow to list the previous actions. Click at the action, until which you want to undo.

3.

Click

Redo button on the Standard toolbar.

The action that you undo previously is carried out again. The word February appears again in the cell A1.

.

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Excel 2003

How to Enter a Number as a Value into a Cell

1. 2.

Click the cell A1.
You want to enter a number into this cell.

Type 100 and press <Enter>.
You will see that the value is aligned to right instead of left for label or text.

SUMMARY

1. Click the cell. 2. Type the number. 3. Press <Enter>.

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Excel 2003
How to Enter a Number as a Label into a Cell

1. 2.

Click the cell B1.
You want to enter a number as a label into this cell.

Type ‘200.
The apostrophe is a label prefix that will not appear on the worksheet.

SUMMARY

1. Click the cell. 2. Type ' an apostrophe, then type the number. 3. Press <Enter>.

3.

Press <Enter>. Click the cell A2 again.
A SmartTag appears to let you know the cell is formatted as text. You can convert the text to number if you want.

4.

Click the SmartTag drop-down arrow and click Ignore Error from the list.
The SmartTag indicator disappears, as you have confirmed to ignore it.

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Excel 2003

How to Enter Date into a Cell

1. 2.

Click the cell A3.
You want to enter a date into this cell.

Type 6/20/01.
If the date aligned to left, your computer date is probably set to DD/MM/YY instead of MM/DD/YY. You should then enter the date as 20/6/01 or change the date format in your control panel.

SUMMARY

1. Click the cell. 2. Type the date with slash (/) as the separator.

TIPS

3.

Press <Enter>.
The date format changes automatically, as shown below:

A date is a value. That is why it aligns to the right. If you want to change the date format, click Start >> Control Panel >> Regional & Language Options. Click Regional Options tab and click the Customize button. Click Date tab and change the Short Date format.

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Excel 2003

How to Use AutoFill to Enter Text

1. 2.

In the cell A3, type Jan.
This is the first cell that you want to enter the series of data.

Place the mouse pointer to the AutoFill Handle.
The pointer changes to a + sign.

SUMMARY

AutoFill Handle

1. Type a data in any cell. 2. Click and drag the AutoFill Handle.

3.

Click and drag to the right to fill the contents until cell D3.
You can also drag down to fill the cells downwards.

TIPS

You may want to try January, Mon, Monday, 1st Qtr or 1st Quarter.

The cells are filled, as shown below.

.

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How to Use AutoFill Options

4.

Click the

AutoFill Options.

The options list appears, as shown below.

SUMMARY

1. Click the AutoFill Options. 2. Click the option from the list.

5.

Click the Copy Cells option from the list.
The AutoFill copies the cell content instead of fill the data series, as shown below:

.

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Excel 2003

How to Use AutoFill to Enter Sequence Numbers

1. 2. 3.

In the cell A4, type 1. In the cell B4, type 2.
You need to enter data in the first and second cells.

Select both of the cells A4 and B4.
To highlight the cells, click and drag from the center of cell A4 and drag to cell B4.

Move the mouse pointer to the AutoFill Handle
The pointer changes to a + sign.

SUMMARY

1. Type the first and second numbers in the cells. 2. Select both cells. 3. Click and drag from the AutoFill handle of the selection.

4.
TIPS

Click and drag to the right to fill the contents until cell D4.
The subsequent cells are filled with a series of numbers, as shown below.

You may try even numbers (2 and 4), odd numbers (1 and 3) or 0 and 5.

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Excel 2003

How to Save a Workbook for the First Time

1.

From the menu, click File >> Save As.
The Save As dialog box appears.

SUMMARY

How to save a Workbook 1. Click File >> Save. 2. Type the file name. 3. Click the Save button. How to save another copy of the Workbook 1. Click File >> Save As. 2. Type the file name. 3. Click the Save button.

2.

In the File name box, type Excel Training.
Excel has already entered a placeholder name in the File name box before you type your own file name. Since the name is highlighted. You just need to type in the new file name to overwrite it without having to click in the box.

TIPS

You can also use Save button to save the file.

3.
How to Save Another Copy Using `Save As’

Click the Save button.
The file is saved in the default folder My Documents folder.

1. 2. 3.

From the menu, click File >> Save As.
The Save As Dialog Box appears.

You can type in another file name, select a new folder or new file type. Click the Save button.
Another copy of the file is created.

TIPS

Use Save As command if you would like to save an existing workbook with a new file name, or to save it in another folder or to save it in a different file format.

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Excel 2003

How to Close the Current Workbook

1.

From the menu, click File >> Close.
Excel prompts to ask if you want to save the changes you made if you have made any changes that you have not saved.

SUMMARY

1. Click File >> Close. 2. Click the Yes button.

2.

Click the Yes button.
Only if you want to save the changes before closing the workbook.

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Excel 2003

How to Open a Workbook

1.

From the menu, click File >> Open.
The Open Dialog Box appears, as shown below.

SUMMARY

1. Click File >> Open. 2. In the Look in box, select the drive or folder that contains the file you want to open. 3. Double-click the file name. or You can click the file name, and then click the Open button.

2.

In the Look in box, select the drive or folder that contains the file you want to open.
This is necessary only if the workbook is saved in another folder.

TIPS

You can use the shortcut key <Ctrl>+<O> to open a workbook. You can also click the Open drop-down button to select if you want to open as readonly, open as a copy, open in browser or open and repair.

3.
How to Exit Excel 2003

Double-click at the file name Excel Training.
This is the workbook you saved previously.

4.

From the menu, click File >> Exit.
Excel will prompt you to save your file before exit the application if you have not save the existing files.

SUMMARY

Click File >> Exit.

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Performing Calculations

Objectives:

When you have completed these lessons, you will be able to:
Understand formulas Use simple calculations Use AutoSum to add Apply Absolute and Relative References Create formula with functions Use AutoCalculate and Labels

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Excel 2003
Using Simple Formula
Formula helps you to calculate and analyze data on your worksheet. Formula contains operands and operators as illustrated below.

Operator
Formula:

a+b
Operand

Operand

Operand
Constant value Cell reference Range reference Label Range name Function

Example
2 A1 A1:B2 Jan Sales Revenue Sum(A1:B4)

Operators:
Addition Subtraction Multiplication Division Percent Exponential

Symbols
+ * / % ^

Microsoft Excel syntax, includes an equal sign (=) followed by the operands and the operators like =2+3 = A1 - B6 =3 * A5 =Sales / Months =5 ^ 4

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The order of the elements in a formula determines the final result of the calculation. Excel performs the operations from left to right according to the order of operator precedence.

Operator precedence
Operator
: (colon) (single space) , (comma) – % ^ * and / + and – & = < > <= >= <>

Description
Reference operators Negation (as in –1) Percent Exponentiation Multiplication and division Addition and subtraction Connects two strings of text (concatenation) Comparison

For example: =2+3*2 equals 8 Not 10 because Excel calculates multiplication before addition. You can control the order of calculation by using parentheses to group operations that should be performed first. For example: = (2 + 3) * 2 equals 10

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Excel 2003

How to Enter a Formula Using Keyboard

1. 2.

Click the cell B5.
You want to enter a formula in this cell.

Type =B2+B3+B4.
The formula always starts with = (equal sign) as illustrated below.

SUMMARY

1. Click the cell that you want to place the formula. 2. Type = (equal sign) and the formula. 3. Press <Enter>.

3.

Press <Enter>.
The total is calculated. If you click at the cell B5, the formula appears in the formula bar.

How to Enter a Cell or a Range Reference Using Mouse

1. 2.

Click the cell B5.
You want to enter a formula in this cell.

Type =, click B2, type +, click B3, type +, click B4.
The formula appears, as shown below.

SUMMARY

1. Click the cell that you want to place the formula. 2. Type = (equal sign) and use the mouse to click at the cell or range references. 3. Press <Enter>.

3.

Press <Enter>.
The total is calculated.

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Excel 2003

How to Use AutoSum to Calculate Total Quickly

1. 2.

Click the cell B5.
You want to calculate the contents in the cells above the active cell.

Click

AutoSum button on the Standard toolbar.

The formula is created automatically. Excel adds the number above the active cell. If no number is found above the active cell, the numbers on the left of the active cell are added up. The formula appears, as shown below.

SUMMARY

1. Click the cell that you want to place the formula. 2. Click . 3. Press <Enter>.

3.

Press <Enter>.
The total is calculated.

1) If the active cell is not located at the bottom or on the right of a list of numbers. You can still use the AutoSum button to calculate the total. Click at the cell and click the AutoSum button. Formula appears as displayed on the right.

2) Click to select the cells to be calculated.

3) Press <Enter> to get the total.

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Excel 2003
How to Use Relative References
By default, when a formula is created, references to cells or ranges are usually based on their position relative to the cell that contains the formula. When you copy the formula, Excel will automatically paste the adjusted references in the destination cells relative to the position of the formula. Before you begin, type in the data for Feb column, as shown below.

SUMMARY

1. Click the cell that contains the formula you want to copy. 2. Use AutoFill or Copy command to copy the formula to another cell. 3. The destination cell contains references that are relative to the source formula.

1. 2.

Click the cell B5.
You are going to copy the formula =SUM(B2:B4) in cell B5 to cell C5.

Drag the AutoFill Handle to the right to fill the cell C5 with the formula.
AutoFill Handle is the small dot at the lower-right corner of the active cell B5.

TIPS

If you drag the AutoFill Handle down or copy the formula down, the range reference B2:B4 changes to B3:B5. This means the row number changes, while the column letter remains unchanged.

The formula is copied from cell B5 to cell C5.

3.

Click the cell C5 to see the formula =SUM(C2:C4).
The range reference B2:B4 changes to C2:C4 when the formula is copied to the right. Since you drag the AutoFill to the right, the column letter changes relatively to the right but row number remains unchanged.

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How to Use Absolute References
Use absolute references if you do not want Excel to adjust the references in the formula when copying a formula to another cell. Before you begin, type in the Sales column and the Unit Price, as shown below. The formula in cell C2 is =B2*B7. When you copy the formula to cell C3 using AutoFill, the formula changes from =B2*B7 to =B3*B8. However, you do not want B7 to change to B8 because the unit price is stored in cell B7. So, you need to set the cell reference B7 as an absolute reference. This prevents the cell reference from changing when you paste the formula to another cell. To set the cell reference as an absolute reference, add dollar signs ($) in the cell reference.

SUMMARY

1. Click the cell that contains the formula. 2. Edit the formula by adding dollar signs `$' to the cell reference you want to set as an absolute reference.

1.

Click the cell C2.
You are going to copy the formula =B2*B7 to C3:C5.

2.

Click the AutoFill Handle at cell C2 and drag to fill C3:C5.
This is to find the sales for Mary, Steve and Total. You will get wrong results as shown below.

3.

Click the cell C3 to see the formula.
The formula is =B3*B8, which is a relative reference of =B2*B7 in cell C2. However, the correct formula should be =B3*B7 instead.

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4.
TIPS

Click the cell C2 again. Change the formula in cell C2 by adding dollar signs ($) to the cell reference B7. The new formula should be =B2*$B$7.
This is to set the cell B7 to become an absolute reference. You can change the formula in the formula bar.

You may press <F4> function key to apply $ to B7 instead of typing the dollar sign ($) manually in the formula bar. Click at B7 in the formula bar and press <F4>. If you press <F4> to apply $, it will first change B7 to $B$7. If you press <F4> again, it changes to B$7 and then to $B7 and finally back to B7. $B sets the column B to be absolute. $7 sets the row 7 to be absolute.

5.

Click and drag the AutoFill handle down to cell C5.
The sales are recalculated.

Click at cell C3, the formula appears to be =B3*$B$7. The cell reference B7 (absolute reference) remains unchanged while cell reference B2 (relative reference) changes to B3.

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Excel 2003
Using Simple Functions
Functions are used to simplify and shorten formula. Functions are predefined formulas that perform calculations with specific input (arguments) in a particular structure. For example: =A1+A2+A3+B1+B2+B3+C7 could be replaced using functions as below:

Equal sign

Arguments

=SUM(A1:B3,C7)
Function name Comma separators arguments

A function begins with the function name, followed by an opening parenthesis, the arguments (multiple arguments are separated using commas), and ends with a closing parenthesis. An Equal sign = is used if the function is at the beginning of a formula. Arguments can also be constants, formulas, or functions. For Example: The SUM function adds up the values found within the parentheses. =SUM(1,4,7) equals 12

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Other commonly used functions are shown in the following table. Function Name MAX() MIN() AVERAGE() COUNT() COUNTA() Description Find the largest number from the arguments Find the smallest number from the arguments Find the average for the arguments Counts number of cells that contains number from the arguments Counts number of cells that are not empty from the arguments Result =MAX(20,25,15) Result: 25 =MIN(20,25,15) Result: 15 =AVERAGE(20,25,15) Result: 15 =COUNT(1,4,B,3,20) Result: 4 =COUNTA(1,4,B,3,20) Result: 5

Some functions do not need an argument in the parenthesis. Function Name Today() Now() Description Returns current date Returns current date and time Result =Today() Result: 9/4/03 =Now() Result: 9/4/03 12:20

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Excel 2003

Managing Worksheet and Workbook Information

Objectives:

When you have completed these lessons, you will be able to:
Move and copy data on worksheets Insert and delete cells on worksheets Rename worksheet Add and organize worksheets Copy and delete worksheets Hide and unhide a worksheet Hide and unhide a workbook Format worksheet tab Add worksheet background

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Managing Worksheet Information
Excel provides simple and easy ways to let you reorganized the data or the information on your worksheets. You can move or copy the cells to another location. You can also add or delete cells, rows or columns on your worksheets.

How to Move Information Using Cut and Paste

1.

Select the range A1:C4.
You wish to move the selected range to A6.

SUMMARY

1. Select the cells. 2. Click . 3. Click the destination cell. 4. Click .

2. 3.

Click

Cut button on the Standard toolbar.

The selected range is cut and stored on the clipboard.

Click cell A6.
This is to specify where you want to paste the selected range.

TIPS

If you can’t find the button on the toolbar, click on the far right end of the toolbar to expand the toolbar. You can also use the shortcut key to cut and paste. To cut cells: Press <Ctrl>+<X>. To paste cells: Press <Ctrl>+<V>.

4.

Click

Paste button on the Standard toolbar.

The selected range is pasted in the destination, as illustrated below.

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How to Move Information Using Drag and Drop

1.

Select the range A1:C4.
You wish to move the selected range to cell A6. If you have moved the range to cell A6 in previous lesson. You can either undo the previous actions or move the table back to the cell A1.

2.
SUMMARY

Place your mouse pointer at the thick outline of the highlighted range.
The mouse pointer changes to an arrow as shown below.

1. Select the cells. 2. Place your mouse pointer at the thick outline of the highlighted range. 3. Click and drag the range to the destination. 4. Release the mouse button.

3.

Click and drag the range to the destination.
A gray outline appears to indicate the new location.

4.

Release the mouse button to drop the cells.
The selected range moves to the new location.

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How to Copy Information Using Copy and Paste

1.

Select the range A1:C4.
You wish to move the selected range to A6. If you have moved the range to cell A6 in previous lesson. You can either undo the previous actions or move the table back to the cell A1.

2.
SUMMARY

Click

Copy button on the Standard toolbar.

The selected range is copied onto the clipboard.

1. Select the cells. 2. Click . 3. Click the destination cell. 4. Click .

TIPS

3.

Click the cell A6.
This is to specify where you want to paste the selected range.

You can also use the shortcut key to copy and paste. To copy cells Press <Ctrl>+<C>. To paste cells Press <Ctrl>+<V>.

4.

Click

Paste button on the Standard toolbar.

The selected range is pasted as shown below. The paste option appears at the lower-right corner of the pasted range.

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How to Use Paste Options

1.

Click

Paste Options.

A list of paste options appears as shown below.

SUMMARY

1. Click Paste Options. 2. Click the paste option you want from the list.

TIPS

The cell A6 shows 0 (zero) because it contains a formula referring to cell A1, which is empty. You can delete the formula in cell A6 to remove the 0.

2.

Click Link Cells option from the list.
The destination table is linked to the original table. If you change the data in the original table, the data in the destination table changes as well. You can see that the destination table cells contain formulas referring to the original table. For example, the cell C9 is linked to cell C4.

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How to Copy Information Using Drag and Drop

1. 2.

Select the range A1:C4.
You wish to move the selected range to A6.

Place your mouse pointer at the thick outline of the highlighted range.
The mouse pointer changes to an arrow as illustrated.

SUMMARY

1. Select the range. 2. Place mouse at the thick outline of the highlighted range. 3. Click and drag the range to the destination. 4. Hold down <Ctrl>. 5. Release the mouse button.

3. 4.

Click and drag the range to the destination.
A gray outline appears to indicate the new location.

Hold down the <CTRL> key, before you release the mouse to drop the cells.
A plus sign is shown on the upper-right corner of the arrow as illustrated. Hold down <Ctrl> key is to copy the selected range instead of moving it.

5.

Release the mouse button to drop the cells.
The selected range is copied to the new location.

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How to Insert a New Row

1. 2.

Click the row 3 heading to select the entire row.
You wish to insert a new row above row 3.

Right-click the highlighted area.
A shortcut menu appears.

SUMMARY

1. Select the row, above which you want to insert a row. 2. Right-click the highlighted area. 3. Click Insert.

TIPS

To quickly open the shortcut menu, you can right-click on the row 3 heading.

3.

Click Insert from the shortcut menu.
A new row is inserted above the selected row as shown below.

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How to Insert Multiple Rows

1.

Select the rows 5 and 6.
If you select 2 rows, you will insert 2 rows.

SUMMARY

1. Select the rows, above which you want to insert the rows. 2. Click Insert >> Rows.

2.

From the menu, click Insert >> Rows.
The Rows command is enabled if you have selected the rows. The rows are inserted above the selected rows.

TIPS

The number of rows you insert depends on the number of rows you have selected. You can also rightclick the highlighted range to display the shortcut menu. Then, click Insert from the shortcut menu.

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How to Delete Rows

1. 2.

Select the rows 5 and 6.
You want to delete the selected rows. Click the row headings to select the rows.

Right-click the selected area.
A shortcut menu appears.

SUMMARY

1. Select the rows you want to delete. 2. Right-click at the selected area. 3. Click Delete.

3.

Click Delete from the shortcut menu.
The selected rows are deleted.

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How to Insert a New Column

1. 2.

Select the column B.
You want to insert a new column on the left of column B. To select the entire column B, click the column B heading.

Right-click the highlighted area.
A shortcut menu appears.

SUMMARY

1. Select the column where you want to insert a column. 2. Right-click at the selected area. 3. Click Insert.

3.

Click Insert from the shortcut menu.
A new column is inserted.

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How to Insert Multiple Columns

1.

Select the column D and E.
You want to insert 2 new columns on the left of Feb.

SUMMARY

2.

From the menu, click Insert >> Columns.
The Insert Columns command is only available if you have selected a column. The columns are inserted on the left of the selected columns, as shown below.

1. Select the columns. 2. Click Insert >> Columns.

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How to Delete Columns

1. 2.

Select the columns D and E.
You want to delete the selected columns.

Right-click the selected area.
A shortcut menu appears.

SUMMARY

1. Select the columns you want to delete. 2. Right-click the selected area. 3. Click Delete.

3.

Click Delete from the shortcut menu.
The selected columns are deleted.

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How to Insert a Cell

1. 2.

Right-click the cell B2.
You want to insert a blank cell at cell B2. A shortcut menu appears.

Click Insert from the shortcut menu.
The Insert dialog box appears.

SUMMARY

1. Right-click the cell. 2. Click Insert. 3. Click the option you want. 4. Click the OK button.

3.

Click the Shift cells down option button.
This will move the existing cells down.

4.

Click the OK button.
A cell is inserted as shown below.

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Excel 2003
Managing Workbook Information
Whenever you create a new workbook, Excel creates 3 worksheets by default, namely Sheet1, Sheet2 and Sheet3 in the new workbook. If you want, you can change the default number of worksheets created in a new workbook. 1. From the menu, click Tools >> Options. 2. Click the General tab. 3. In the Sheets in new workbook box, enter the number of worksheets you want. 4. Click the OK button.

You can also manage and organize your worksheets after the workbook is created. You can add new worksheets; delete existing worksheets; change worksheets' name; and move or copy the worksheets.

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Excel 2003
How to Rename Worksheet

1.

Double-click the Sheet1 tab.
You want to rename the worksheet. The sheet name is highlighted when you double-click on it.

SUMMARY

1. Double-click the sheet tab you want to rename. 2. Type the new worksheet name. 3. Press <Enter>.

2.

Type Jan.
The `Sheet1' is replaced by ‘Jan’.

3.

Press <Enter>.
The worksheet name changes to Jan.

TIPS

You can also rightclick at the sheet tab and click Rename from the shortcut menu to rename a worksheet.

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How to Add New Worksheet

4.

Right-click the Jan sheet tab.
You want to insert a new sheet on the left on Jan sheet.

SUMMARY

1. Right-click the sheet tab, where you want to insert a new sheet. 2. Click Insert from the shortcut menu. 3. Click the Worksheet icon. 4. Click the OK button.

5.
TIPS

Click Insert from the shortcut menu.
An Insert dialog box appears.

You can also use the menu to insert a worksheet. From the menu, click Insert >> Worksheet.

6.

Click the Worksheet icon and click the OK button.
A new sheet name Sheet4 is inserted on the left of Jan sheet as illustrated below.

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How to Rearrange Worksheet

1.

Click and drag the Sheet4 tab to the right along the row of sheet tabs to the right of Jan tab.
You want to move the Sheet4 to the right of Jan sheet. The small arrow indicates the new location of the sheet as shown below.

SUMMARY

.

Click and drag the worksheet tab to the left or right along the sheet tabs.

2.

Release the mouse button.
The sheet moves to the right of the Jan tab.

How to Copy Worksheet

1. 2.

Hold down the <Ctrl> key.
This is to copy instead of moving the sheet.

Click and drag the Jan tab to the right along the row of sheet tabs.
You want to copy the Jan sheet to the right of Sheet4. You can see that a small arrow appears on the upper right of Sheet4 tab as shown below. A plus sign appears in the mouse pointer, indicating that you are copying the worksheet.

TIPS

If you want to copy the sheet to another workbook, right-click the Worksheet tab, click move or copy command. Select the destination workbook from the to Book list box. (The destination workbook must be opened before you copy the worksheet).

3.

Release the mouse button on the right of Sheet4 tab.
Another copy of Jan sheet is created on the right of Sheet4 tab. The new worksheet will be named after the source worksheet with a number behind it as shown below.

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How to Format Worksheet Tab

1.

Right-click the Jan worksheet tab.
You want to change the Jan tab color.

SUMMARY

1. Right-click the worksheet tab, for which you want to change color. 2. Click Format >> Sheet >> Tab Color. 3. Click the color you want. 4. Click the OK button.

2.
TIPS

Click Tab Color.
The Format Tab Color dialog box appears.

You can also use the menu to change the tab color. From the menu, click Format >> Sheet >> Tab Color.

3.

Click Red.
You can select another color if you want.

4.

Click the OK button.
A red underline appears in Jan sheet tab when the worksheet is still selected.

If you click at another sheet tab, the Jan sheet tab appears in red, as shown below.

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How to Add Worksheet Background

1. 2. 3.

Click the Sheet 4 tab to select sheet 4.
You want to change the background of the worksheet.

From the menu, click Format >> Sheet >> Background.
The Sheet Background dialog box appears.

SUMMARY

In the Look in box, select Windows folder. Scroll to select the Feather Texture.bmp.
Depending on your windows setup, you may not find Feather Texture.bmp in your Windows folder. Look for any other image file you can find in your computer.

1. Select the worksheet, for which you want to change the background. 2. Click Format >> Sheet >> Background. 3. Select the image you want. 4. Click Insert.

TIPS

To remove the background. From the menu, click Format >> Sheet >> Delete Background.

4.

Click the Insert button.
The image appears as the background of the worksheet.

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How to Delete Worksheet

1.

Right-click the Sheet3 tab.
You want to delete Sheet3. The shortcut menu appears.

SUMMARY

1. Right-click the sheet tab. 2. Click Delete from the shortcut menu. 3. Click the OK button.

2.

Click Delete from the shortcut menu.
Excel will prompt you to confirm the deletion if the worksheet contains data. Else, the worksheet will be deleted immediately.

3.

Click the Delete button to confirm the deletion.
The selected worksheet is deleted.

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Formatting Worksheet

Objectives:

When you have completed these lessons, you will be able to:
Adjust column width and row height Hide / unhide rows and columns Freeze panes Split worksheet in panes Format cells background and border Change font and font size Bold, Italic and underline Align data in a cell Merge cells and center data Change number to percentage Increase and decrease decimal points Copy format using format painter Double underline using menu option Align vertically Change text orientation Wrap text in a cell Format numbers Format date Change cell background color Add outline border Add double line border Format table using AutoFormat

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Excel 2003
Adjusting Column Width / Row Height
The column width and the row height of the worksheet could be modified to display the worksheet appearance. The row height is adjusted automatically when you change the size of the cell content. You can also adjust the appearance manually with the mouse or the menu options.

Adjusted column width

Adjusted row height

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How to Adjust Column Width Using Mouse

1.

Position your mouse pointer at the boundary on the right of the Column D heading.
This is to adjust the column D width. The pointer is changed to a double-headed arrow, as shown below.

SUMMARY

1. Position your mouse pointer at the boundary on the right of the column heading of which you want to adjust the width. 2. Click and drag to the width you want.

2.

Click and drag to the width you want.
The new column width appears when you drag the boundary.

TIPS

To AutoFit the width of a column - double-click at the right boundary of the column heading or - select the column, then click Format >> Column >> AutoFit Selection. To adjust a few columns' width at the same time, select the columns you want, and then drag any columnheading boundary within the selection.

3.

Release the mouse button.
The column width is adjusted as shown below.

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How to Adjust Column Width Using Menu

1.

Select the Column B and Column C.
Click and drag the column heading B and C to select the columns.

SUMMARY

1. Select the column, for which you want to adjust the width. 2. Click Format >> Column >> Width. 3. In the Column width box, type the new width you want. 4. Click the OK button.

2.

From the menu, click Format >> Column >> Width. In the Column width box, type 6.
A Column Width dialog box appears, as shown below.

3.

Click the OK button.
The width of the selected columns is adjusted.

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Excel 2003

How to Adjust Row Height Using Mouse

1.

Position your mouse pointer at the boundary below the Row 2 heading.
This is to adjust the row 2 height. The pointer changes to a double-headed arrow, as shown below.

SUMMARY

1. Position your mouse pointer at the boundary below row heading of which you want to adjust the height. 2. Click and drag to the height you want.

2.

Click and drag to the height you want.
The new row height appears near the mouse pointer when you drag the boundary.

TIPS

To AutoFit the height of a row - double-click at the boundary below the row heading or - select the row, then click Format >> Row >> AutoFit. To adjust a few rows' height at the same time, select the rows you want, and then drag any rowheading boundary within the selection.

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How to Adjust Row Height Using Menu

1.

Select the row 2. Click the row 2 heading.

SUMMARY

1. Select the row. 2. Click Format >> Row >> Height. 3. In the Row height box, type the new height you want. 4. Click the OK button.

2.

From the menu, click Format >> Row >> Height. In the Row height box, type 40. A Row Height dialog box appears, as shown below.

3.

Click the OK button. The row height is adjusted.

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How to Hide / Unhide Rows / Columns

1.

Click cell A4.
You want to hide the Mary's data.

SUMMARY

To Hide Rows 1. Select the cells in the rows that you want to hide. 2. Click Format >> Row >> Hide. To Hide Columns 1. Select the cells in the columns that you want to hide. 2. Click Format >> Column >> Hide. To Unhide Rows 1. Select the cells on either side of the hidden rows. 2. Click Format >> Row >> Unhide. To Unhide Columns 1. Select the cells on either side of the hidden columns. 2. Click Format >> Column >> Unhide.

2.

From the menu, click Format >> Row >> Hide.
The entire row 4 disappears.

3.

Click and drag to select A3:A5.
You need to select the cells on either side of the hidden row or column.

4.

From the menu, click Format >> Row >> Unhide.
Row 4 appears, as shown below.

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How to Freeze a Column / a Row

1.

Click cell B3.
You want to freeze column A and row 2, so that when you scroll your screen, the sales person names and the column titles remain on your screen.

SUMMARY

To Freeze Panes 1. Click the cell to the right of the columns you want to freeze, or/and below the rows you want to freeze. 2. Click Window >> Freeze Panes. To Unfreeze Panes 1. Click Window >> Unfreeze Panes.

2.

From the menu, click Window >> Freeze Panes.
You can see that black lines appear on the left and above the active cell.

TIPS

You will only see the Unfreeze Panes command after freezing panes.

3.

Scroll down you screen.
The column titles remain on your screen.

4.

Scroll to the right.
The sales person names remain on your screen.

5.
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From the menu, click Window >> Unfreeze Panes.
The freeze panes are removed.

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How to Split a Worksheet in Panes

1.

Click cell E8.
The worksheet will split at the position of the active cell E8.

SUMMARY

1. Click the cell where you want to split the worksheet in panes. 2. Click Window >> Split. 3. Click Window >> Remove Split to remove the panes.

2.

From the menu, click Window >> Split.
The worksheet window splits into 4 panes, as shown below.

TIPS

Splitting worksheet in panes is useful when you want to view different parts of the data on a large worksheet. You can also remove split or adjust the proportions of the panes by dragging the separators between the panes.

Use the vertical and horizontal scroll bar to scroll to show data in the empty panes. You can fill the other panes with the data from different parts of the worksheet.

3.

From the menu, click Window >> Remove Split.
The panes are removed.

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Formatting Cell Using Toolbar
Excel allows you to control the appearance of the cells. This includes the data format, font, alignment, border, and pattern of the cells.

How to Change Font

1.

Select the range B2:D2, which you want to change the font.
The cells are highlighted.

SUMMARY

5. Select the cell, which you want to change the font. 6. Click the Font dropdown arrow on the Formatting toolbar. 7. Click the font you want from the list.

2.

Click the Font drop-down arrow on the Formatting toolbar.
A list of the font types appears.

3.

Click Times New Roman from the list.
Note that the font in range B2:D2 has changed.

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How to Change Font Size

1.

Select the range A3:A5.
You want to format the sales persons’ names.

SUMMARY

How to Bold text: Click or press <Ctrl>+<B> How to Italic text: Click or press <Ctrl>+<I> How to Underline text: Click or press <Ctrl>+<U> How to Change Font Color:

2.

Click Font Size drop-down arrow on the Formatting toolbar.
A list of the font sizes appears.

Click
drop-down arrow and click the color you want.

3.

Click 12 from the list.
The font size in the range A3:A5 has changed.

How to Bold How to Italic How to Underline

1. 1. 1.

Click Click Click

Bold button. Italic button. Underline button.

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How to Change Font Color

1.

Click the Font color drop-down arrow on the Formatting toolbar.
The Font Color Palette appears.

TIPS

If the formatting buttons are not visible on the formatting toolbar, you can click at the right of the formatting toolbar to show more buttons.

2.

Click the Blue color.
The font is formatted as shown below.

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How to Align Data in a Cell

1.

Select the range B2:C2.
You want to align center the content in the range.

SUMMARY

a. Select the range you want to align. b. Click the Alignment button you want on the Formatting toolbar. To align center, click To align left, click To align right, click

2.

Click

Center button.

The cell content is aligned to center horizontally.

Alignment Button Align Center Align Left Align Right

Description

Align cell content to center. Align cell content to left. Align cell content to right.

TIPS

You can also Justify Align the data in the cell. Select the range. From the menu, click Format >> Cells. Click the Alignment tab. Under Text alignment, in the Horizontal box, click Justify.

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How to Indent Data in a Cell

1.

Select the cell D2.
You want to increase the indent for the content in the cell.

SUMMARY

To Increase indent, click To decrease indent, click

2.

Click

Increase Indent button.
decrease indent button.

You can see that the indent in the cell has increased. Click the Increase Indent button a few times to increase the indent for the cell. To decrease the indent, click

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How to Merge Cells and Center Data

1.

Select the range A1:D1.
You want to align the title of the table to the center of the entire table width.

SUMMARY

a. Select the cells you want to merge. b. Click on the Formatting toolbar.

2.

Click

Merge and Center button.

The selected cells are merged and the title of the table is aligned to the center of the merged cells.

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How to Change Number to Percentage

1.

Select the range D3:D5.
The selected numbers need to be changed to percentage format.

SUMMARY

1. Select the cells you want to change to percentage. 2. Click .

2.

Click

Percentage button.

Numbers are changed to percentage without decimal.

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Excel 2003
How to Increase/ Decrease Decimal Points

1.

Select the range D3:D5.
You want increase and decrease the decimal places.

SUMMARY

To increase decimal points 1. Select the cells you want to increase decimal points. 2. Click .

To decrease decimal points 1. Select the cells you want to decrease decimal points. 2. Click .

2.

Click

Increase Decimal button twice.

The numbers changes to 2 decimal points.

3.

Click

Increase Decimal button.

The decimal numbers changes to 1 decimal point.

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Excel 2003

How to Copy Format Using Format Painter

1.

Select the cell A3.
You want to copy the format in the cell A3.

SUMMARY

1. Click the cell, for which you want to copy the format. 2. Click . 3. Select the cells, to which you want to paste the format.

2.

Click

Format Painter button.

The format of the cell A3 is copied and your mouse pointer changes to a format painter.

TIPS

You can only paste the copied format once if you click the Format Painter button once. If you want to paste the format you copy to multiple nonadjacent cells or ranges, double-click the Format Painter when you copy the format. After finish pasting the format, press <Esc> to disable the format painter.

3.

Click the cell A6 to paste the format.
The format of cell A3 is pasted to cell A6, as shown below. You can also click and drag to paste the format onto a range of cells.

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Excel 2003
Formatting Cell Using Menu Options
You can format the cell using Format Cells dialog box from the menu. From the menu, click Format >> Cells, the Format Cells dialog box appears as shown below.

Tab Number Alignment Font Border Patterns Protection

Description Specify the format style of the context in a cell. Specify text alignment, text control and text orientation. Specify font, font style, font size, font color, font effect and underline. Specify border color and line style. Specify the cell pattern and color. Protect the cell to be locked to avoid changes and formula to be hidden from viewer.

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Excel 2003
How to Double Underline Using Menu Option

1.

Select the range A3:A5.
You want to format the text to have double underline instead of one.

SUMMARY

1. Select the cell. 2. Click Format >> Cells. 3. Click the Font tab. 4. Click Underline dropdown arrow and click Double. 5. Click the OK button.

2. 3.

From the menu, click Format >> Cells. Click the Font tab.
The Format cells dialog box appears.

Click the Underline drop-down arrow, and click Double from the list.
The single underline is changed to double underline.

4.

Click the OK button.
The cells format changes as shown below.

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Excel 2003
How to Align Vertically

1.

Select the range B2:C2.
You want to align the months to the middle of the cell.

SUMMARY

1. Select the cell. 2. Click Format >> Cells. 3. Click the Alignment tab. 4. Click the Vertical drop-down arrow and click Center. 5. Click the OK button.

2. 3.

From the menu, click Format >> Cells. Click the Alignment tab.
The Format Cell dialog box appears.

Click the Vertical drop-down arrow, and click Center.
You can also try other option, if you want.

4.

Click the OK button.
The months align to the middle of the cells.

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Excel 2003

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Excel 2003
How to Change Text Orientation

1.

Select the range B2:C2.
You want to change the text orientation.

SUMMARY

1. Select the cell. 2. Click Format >> Cells. 3. Click the Alignment tab. 4. In the Degrees box, type the degrees you want. 5. Click the OK button.

2. 3.

From the menu, click Format >> Cells. Click the Alignment tab.
The Format Cell dialog box appears.

In the Degrees box, type 45.
You can also click and drag the red diamond shape using the mouse to change the degrees.

4.

Click the OK button.
The month’s text orientation changes to 45 degrees anti-clock wise.

5.

Change the Text Orientation again to 90 degrees anticlock wise.
The text orientation of the months changes, as shown below.

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Excel 2003
How to Wrap Text in a Cell

1.

In cell A9, type Unit Price in US currency. Then click the confirm button on the formula bar.
If you click the confirm button, the active cell remains in cell A9.

SUMMARY

1. Select the cell. 2. Click Format >> Cells. 3. Click the Alignment tab. 4. Under Text control, click to check the Wrap text check box. 5. Click the OK button.

2. 3.

From the menu, click Format >> Cells. Click the Alignment tab.
The Format Cell dialog box appears.

Under Text control, click to check the Wrap text check box.
The Shrink to fit is disabled if the Wrap text is checked.

TIPS

If you want the word `US’ to appear on the third line, click at the left of the word `US’ in formula bar and press <ALT>+<Enter> to insert a line break.

Text control options Wrap text

Description Wrap text into multiple lines, depending on the column width and the length of the cell contents in a cell. Adjust the font size so that all data in a selected cell fits within the column. Combines two or more selected cells into a single cell.

Shrink to fit Merge cells

4.

Click the OK button.
The text wraps within the cell A9.

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Excel 2003
How to Format Numbers

1.

Select the range C3:C6.
You want to format the numbers to currency.

SUMMARY

1. Select the cells. 2. Click Format >> Cells. 3. Click the Number tab. 4. In the Category box click Currency from the list. 5. Click the OK button.

2. 3.

From the menu, click Format >> Cells. Click the Number tab.
The Format Cell dialog box appears.

TIPS

In the Category box, click Currency from the list.
The details options for the category appear on the right. Change the options if necessary.

If the cell displays ####### as shown below,

you need to enlarge the column width in order to see the cell content.

4.

Click the OK button.
The numbers changes to currency. Note: The column is too small to display the contents. You need to enlarge the column width to show the contents, as shown below.

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Excel 2003

How to Format Date

1.

In the cell B10, type Report Date and in the cell C10, type 9/20/03.
The cell changes to a date format automatically.

SUMMARY

1. Select the cell that contains a date. 2. Click Format >> Cells. 3. Click the Number tab. 4. In Category box, click Date. 5. In the Type box, click the format you want. 6. Click the OK button.

2. 3.

From the menu, click Format >> Cells. Click the Number tab.
The Format Cell dialog box appears.

In the Category box, click Date. In the Type box, click 14-Mar-01 formats.
You can see that the preview of the data appears in the Sample area.

4.

Click the OK button.
The date format changes, as shown below.

.

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Excel 2003

How to Change Cell Background Color

1.

Select the range A6:C6.
You want to change the cells background color to yellow.

SUMMARY

2. 3.

From the menu, click Format >> Cells. Click the Pattern tab.
The Format Cells dialog box appears.

1. Select the cell. 2. Click Format >> Cells. 3. Click the Pattern tab. 4. Under Color, click the color you want. 5. Click the OK button.

Under Color, click Yellow from the color palette.
You may choose the pattern if you want.

4.

Click the OK button.
The cells background changes to yellow.

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Excel 2003
How to Add Outline Border

1.

Select the range A2:D6.
You want to draw an outline for the selected range.

SUMMARY

1. Select the cell. 2. Click Format >> Cells. 3. Click the Borders tab. 4. In the Line Style box, click the line style you want. 5. Under Presets or the Border area, draw the border using the buttons available. 6. Click the OK button.

2. 3.

From the menu, click Format >> Cells. Click the Borders tab.
The Format Cells dialog box appears.

In the Line Style box, click the thick line style. Click the Color drop-down arrow, select blue. Under Presents, click the Outline button.
The selected options appear as shown below.

TIPS

If you want to remove all the borders, under Presets, click the None button.

4.

Click the OK button.
An outline is added to the selected range.

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Excel 2003
How to Add Double Line Border

1.

Select the range A3:D3.
You want to draw a double border above the selection.

SUMMARY

1. Select the cell. 2. Click Format >> Cells. 3. Click the Borders tab. 4. In the Line Style box, click the Double Line style. 5. Under the Presets or Border area, draw the border using the buttons available. 6. Click the OK button.

2. 3.

From the menu, click Format >> Cells. Click the Border tab.
The Format Cells dialog box appears.

In the Line Style box, click Double Line style. Under Border, click Top Border button.
The border settings are as shown below.

TIPS

To remove the border, click the Border button again.

4.

Click the OK button.
A double borderline appears above the selection.

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Excel 2003
How to Format Table Using AutoFormat

1.

Select the table range A1:D6.
You want to apply a predefine table format at the selected table.

SUMMARY

1. Select the table range. 2. Click Format >> AutoFormat. 3. Click the table style you want. 4. Click the OK button.

2.

From the menu, click Format >> AutoFormat. Click the Classic 2 table style.
The AutoFormat dialog box appears.

3.

Click the OK button.
The Classic 2 style is applied to the selected table.

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Setting Up Page and Print

Objectives:

When you have completed these lessons, you will be able to:
Insert and remove page break Set print area Setup Page Orientation Change scaling and paper size Control page margins Align to center of page Add header and footer Preview the worksheet Print active sheets Print selected cells Print charts

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Excel 2003
Setting Up Page
Page formatting allows you to control features that will affect the entire page such as page orientation, the scaling, paper size, page margins, header and footer of the page etc. Your settings are applicable to the worksheet where you set the page properties.

Left Margin

Top Margin

Right Margin

Header

Bottom Margin

Footer Footer

Page Orientation: Portrait

Page Orientation: Landscape Scaling: 150% of original. Alignment: Center on page Vertically and Horizontally

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Excel 2003

How to Insert and Remove Page Break

1.

Click cell A8.
This is where you want to insert the page break.

SUMMARY

To Insert a Page Break 1. Click the cell, above which you want to insert a page break. 2. Insert >> Page Break. To Remove a Page Break 1. Click the cell, which is below or on the right of the page break you want to remove. 2. Insert >> Remove Page Break.

2.

From the menu, click Insert >> Page Break.
A page break indicator (dashed line) appears above the active cell. If you print or preview the page, you will find that the first table is printed on the first page, while the second table is printed on the second page.

3. 4.

Click cell A8.
You want to remove the page break. To remove a page break, you need to click at the cell below or on the right of the page break line.

From the menu, click Insert >> Remove Page Break.
The page break is removed.

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Excel 2003

How to Set and Clear Print Area

1.

Select the range A2:B6.
You want to set this range as the print area. Whenever you print your worksheet, only the contents in the print area will be printed.

SUMMARY

To Set Print Area 1. Select the range, which you want to set as the Print Area. 2. Click File >> Print Area >> Set Print Area. To Clear Print Area 1. Click File >> Print Area >> Clear Print Area

2.

From the menu, click File >> Print Area >> Set Print Area.
A dashed outline appears around the Print Area, as shown below

TIPS

If you want to set print area, which is nonadjacent, press <Ctrl> while selecting the cells. Click the print preview button to preview the printout. Only the cells in the print area would be printed.

3.

From the menu, click File >> Print Area >> Clear Print Area.
If you do not set a print area, the entire worksheet will be printed.

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Excel 2003

How to Change Page Orientation

1. 2.

From the menu, click File >> Page Setup. Click the Page tab.
The Page Setup dialog box appears, as shown below.

Under Orientation, click the Landscape option.
The default orientation is portrait.

SUMMARY

1. Click File >> Page Setup. 2. Click the Page tab. 3. Under Orientation, click the option you want. 4. Click the OK button.

TIPS

You will not be able to preview your worksheet if you have not setup your printer.

3.

Click the OK button.
The orientation of the page is set to landscape (horizontal).

How to Change Scaling

1. 2.

From the menu, click File >> Page Setup. Click the Page tab.
Page Setup dialog box appears, as shown below.

Under Scaling, in the Adjust to box, type 150.
You can click the up arrow in the box to increase the number.

SUMMARY

1. Click File >> Page Setup. 2. Click the Page tab. 3. Under Scaling, in the Adjust to box, enter the percentage. 4. Click the OK button.

3.

Click the OK button.
The size of the printout on the worksheet increases.

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Excel 2003
How to Change Paper Size

1. 2.

From the menu, click File >> Page Setup. Click the Page tab.
Page Setup dialog box appears, as shown below.

Click the Paper size drop-down arrow. Click the paper size you want from the list.
The number of paper size appears in the list depends on the printer you are using.

SUMMARY

1. Click File >> Page Setup. 2. Click the Page tab. 3. Click the Paper Size drop-down arrow, and then click the paper size from the list. 4. Click the OK button.

3.

Click the OK button.
The paper size changes.

How to Change Page Margin

1. 2.

From the menu, click File >> Page Setup. Click the Margins tab.
Page Setup dialog box appears, as shown below.

In the Top, Left, Right and Bottom boxes, type the margin you want to change.
The margin is in inch in this example.

SUMMARY

1. Click File >> Page Setup. 2. Click the Margins tab. 3. In the Top, Left, Right and Bottom boxes, type the margin you want to change. 4. Click the OK button.

3.

Click the OK button.
The margin is set.

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Excel 2003

How to Align to Center Of Page

1.

From the menu, click File >> Page Setup. Click the Margins tab.
The Page Setup dialog box appears, as shown below.

SUMMARY

1. Click File >> Page Setup. 2. Click the Margin tab. 3. Under Center on page, click to select Horizontally and Vertically check boxes. 4. Click the OK button.

2.

Under Center on page, click Horizontally and Vertically check boxes options.
This is to set the content to the center of the page.

3.

Click the OK button.
The content appears in the middle of the printout.

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Excel 2003
How to Add Header / Footer

1. 2.

From the menu, click File >> Page Setup. Click the Header/Footer tab.
The Page Setup dialog box appears.

Click the Custom Header button.
If you want to change the footer, click Custom Footer button.

SUMMARY

1. Click File >> Page Setup. 2. Click the Header/Footer tab. 3. Click the Custom Header or Custom Footer button. 4. Type in the text or use the buttons to insert self-updated information. 5. Click the OK button.

3.

In the Left section box, type Microsoft Training. Click the Right section box and then click insert the current date.
The header is set as shown below.

Date button to

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Excel 2003

1.
TIPS

Click the OK button.
The header dialog box closes and the contents in the header appear in the Page Setup dialog box, as shown below. Your date is different from the illustration as it shows the current date.

If you want to display page numbering in e.g. Page 1 of 6 format. Type Page &[Page] of &[Pages] If you want to start page numbering other than 1, use &[Page]+. E.g. Number 3 is display if you use &[Page]+2

Other buttons to customize the header and footer:
Button Functions Format Text Insert Page Numbering Insert Total Page Number Insert Current Date Insert Current Time Insert File Path Insert Current File Name Insert Current Worksheet Name Insert Picture Format Picture &[Page] &[Pages] &[Date] &[Time] &[Path]&[File] &[File] &[Tab] &[Picture] Syntax

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Excel 2003
Previewing and Printing
To get a better idea of how your worksheet will look like when you print it, Excel provides you with a Print Preview mode. The Print Preview mode allows you to view your worksheet as a reduced image of how it will print. Print Preview is the most accurate way of displaying your worksheet and is useful to check if any obvious layout changes are necessary before printing it. You can select what you want to print from the worksheets: print the whole worksheet, all active worksheets, only the selected range or only the chart as shown below.

Print whole worksheet

Print selected range

Print the chart

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Excel 2003
How to Print Preview

1.

From the menu, click File >> Print Preview.
Print Preview window appears.

SUMMARY

1. Click File >> Print Preview. 2. Click the Close button to exit the preview.

TIPS

You can also click Preview button to go into Print Preview mode.

Use the command buttons in the Print Preview window to carry out more actions.
Button Next Previous Zoom Print Setup Margins Page Break Preview Normal View Close Action Display the next page Displays the previous page Enlarge / reduce the content in the preview screen Print the current selection with printing options Setup the page Display or hides margin handles Display page break preview for you to adjust the page break Display in normal view Close the print preview window

2.

Click the Close button.
The preview window closes and returns to the worksheet.

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Excel 2003

How to Print Active Sheets

1. 2.

Select the sheet that you want to print
Click at the sheet tab. To select multiple sheets, hold down the <Ctrl> and click the worksheets tab for the worksheets you want to print.

From the menu, click File >> Print.
Print dialog box appears.

SUMMARY

1. Select the sheets you want to print. 2. Click File >> Print. 3. Under Print What, click to select the Active sheet(s) option. 4. Click the OK button.

3.

Under Print What, click the Active sheet(s) option button.
This is the default setting.

4.

Click the OK button.
All the selected sheets are sent to print.

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Excel 2003

How to Print Selected Cells

1.

Select the range A2:B6.
To select multiple ranges, hold down the <Ctrl> and select subsequent ranges.

SUMMARY

1. Select the cells that you want to print. 2. Click File >> Print. 3. Under Print What, click Selection option button. 4. Click the OK button.

2. 3.

From the menu, click File >> Print.
The Print dialog box appears.

Under Print What, click the Selection option.
Only the selected cells are printed.

.

4.

Click the OK button.
The selected cells are printed.

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Excel 2003

How to Print Multiple Copies

5. 6.

From the menu, click File >> Print.
Make sure you are not selecting any chart. The Print dialog box appears.

Under Copies, in the Number of copies box, enter 2.
This is to print 2 copies of the selected worksheets.

SUMMARY

1. Click File >> Print. 2. Under Copies, in the Number of copies box, enter the number of copies you want to print. 3. Click the OK button.

7.

Click the OK button.
If you check the Collate box0, a complete copy of the document is printed before the first page of the next copy is printed.

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