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Microsoft Excel Tutorial

*Some of the screen captions will vary from your home computer, depending on which operating system you are using ( Windows XP, Windows Vista, Windows 7) and the version of Microsoft Office that you are running ( Microsoft Office 2000, 2007,2010). This tutorial was created using Windows Vista and Microsoft Office 2007.

A. Getting Started The two most common ways to launch Microsoft Excel are from the Desktop or from the Start menu. Launching from the Desktop 1. Locate the Excel icon on your desktop.

Then double click on the icon. Or click once with the left mouse button and press the enter key. Launching Excel from the Start Menu 1. Click on the Start button located in the lower left corner of your screen. 2. The Start Menu will appear. From here click on the All Programs button located at the bottom of the Start menu.

3. Locate the folder titled Microsoft Office, then single click on it to reveal its contents. 4. Click on the Microsoft Office Excel 2007 button, to launch Excel.

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2 . Click on the save button in the bottom right corner of the window. Create and Save an Excel Workbook It is always a good idea to perform a save upon launching a new Excel workbook. To save click on the Office button 2. An Excel worksheet is formatted as a grid pattern made up of horizontal rows and vertical columns. 3. From the save as dialogue box you can name your workbook and choose the location that you wish to save your workbook to by viewing a list of storage folders and disk drives. Click on the save as icon. A workbook contains one or more pages called a worksheet or spreadsheets.When you first launch Microsoft Excel. When these rows and columns intersect they form a rectangular box called a cell. In the File name box. a new blank workbook displays. B. delete the default name Book1 and type your own first name. The Save as dialogue box will appear. This gives you the opportunity to name and assign a location to save your new workbook 1.

2. dates etc. a series of months January. Entering Data: Text/Font Anything typed into a cell is referred to as cell content or data.C. then press enter. Type January. In cell A2 type Monthly E-Reader Sales by Device and press enter. In cell A5 type Sony. in cell A6 type Alurtek and finally. With cell B3 active. Do not press enter. Auto fill can generate a series of values based on the adjacent cells. Using the fill handle will apply Excel`s auto fill feature. 2nd Qtr. Click Cell A1 of the spreadsheet and type Figure Eight Bookstore. either a constant value (text.) or a formula (equations that perform mathematical functions). Cell content can be one of two things. A2. 1. Click cell B3 to make it the active cell. This is called the fill handle. 4. In cell A3 type Device. March etc. 3 . in cell A7 type Totals. and then press enter on your keyboard. 3rd Qtr etc. In cell A4 type Kobo and then press enter. notice a small black square in the lower right corner of the selected cell. numbers. or other forms of a series like 1st Qtr. February. Notice that pressing the enter key moves your position to the cell below. 3. Compare your screen with the screen caption below. For example.

Auto fill will automatically generate the next two successive months February and March.5. Cell Alignment Data typed into a cell or a selected cell range can be aligned to the left. Let go of the mouse button. The range B3:D3 is now selected and ready for editing. drag the mouse right until the cell D3 is shaded grey. C3 and D3. to the right or center of a cell by using basic features in Excel’s Alignment Box. Select the range B3:D3. See below. Click on cell A7 Totals. let go of the left mouse button. Then. The text will now align itself with the right margins of the cell. D. 2. Then. To do this first click and hold on cell B3. To align the text to the right of the cell click on the Align Text Right Button. Left click on the small black square and drag it right. while holding. across the two adjacent cells. 4 . Align Text Left Center Text Align Text Right 1.

1.3. To Center the text click on the Center Text icon from the Alignment Box. Type 1359. you can use either the number keys on the top of your keyboard or the calculator layout on the right side of your keyboard. You should now be in cell B5.92 and then press enter. Save your work book by clicking the save icon from the quick access toolbar located in the upper left corner of the screen beside the Office Button. 2. The center alignment will be applied to the cell range B3:D3. Excel may format this number without the two zeros after the decimal. Press enter. 5 .95. In cell B6 type 649. To enable the content to the right of the decimal click the increase decimal button. E. twice. Entering Data: Numbers When entering numbers in an Excel worksheet. Fill in the rest of the cell content until your screen looks exactly like the one below.00. Click cell B4 and type 1339.

2.F. Constructing a Formula. Enter the equal sign (=). Math &Trig) are located within the Formula Tab. which is the signal that directs Excel to begin a calculation. Sum Functions A Sum Function or Sum is a prewritten formula. Excel will automatically re-calculate the data. Some popular formulas have their own button (Sum). You can create your own formulas. they can be powerful tools in helping you to process data. When used properly. 1. If you make changes to any numbers or data. Constructing a Formula All formulas begin with the equal sign =. Click cell B7. prewritten Function formulas. 3. 6 .More advanced formulas (IF. Or you can use Excel’s powerful. perform a special operation and then return a value. To calculate the total sales for the month of January enter the formula as follows: = B4+B5+B6. Sum Functions and Copying a Formula Excel performs calculations on numbers. Compare your results with the screen shot from below. A function will take one or more values. that is why we use it. Press enter and Excel will perform the calculation. Equations will be displayed in both the active cell and the formula bar.

You can use this shortcut as the fastest way to apply Sum functions. 2. 1. Click cell C7. Then click the Auto Sum function in the Editing Dialogue Box located near the top right corner of Excel.1. pointing and clicking or using commands. Formula bar Copying a Formula Using the Fill Handle Excel provides a quick method – copying formulas – to create formulas without out typing. Click cell C7 and notice the difference in the formula bar when you click cell B7. Take notice of the black square in the bottom right corner of the cell. Click cell C7. 7 . Excel will total all of the numbers in column C. Then press Enter. The difference: Cell C7 used the function =SUM (C4:C6) whereas cell B7 used the formula = B4+B5+B6 to calculate the total monthly sales for their respective months.

Click this black square and while holding the left mouse button. More Sum Functions There are other Sum functions. The Average Sum Function will then appear in cell E4. drag it to the adjacent cell (D7).2. When you let go of the left mouse button. Let’s create another column titled Average. 3. 2. 4. count and average. the sum formula and its calculation will be applied to the cell (D7). Click cell E4. located within the Auto Sum drop down menu. 8 . Click cell E3 and type Average. in order to utilize the Average Sum Function. such as: min. Then click the arrow beside Auto Sum in the Editing Dialogue Box to open the Auto Sum drop down menu. Press enter and Excel will use the Average Sum Function to calculate the average monthly sales for the Kobo device. From the drop down menu click on Average. 1. max.

To locate other advanced functions and formulas. Various formulas are located in Function Library. and are organized by their applied subject field. Compare your screen with the screen capture below. 9 . click on More Functions in the Auto Sum dropdown menu or click on the Formulas tab on the Excel Ribbon. Click and drag the fill handle in cell E4 down to cell E7 to copy and apply the Average Sum Function.5.

1. currency or percentage. unless we apply a different format to the cell e.You can also select the cell range by typing B4:E7 in the name box. 2. Formatting is accomplished through the Number box located on the Home Tab. 3.g. 10 . The General Format is the default format for a number appearing in a cell. click hold and drag from cell B4 to the bottom right corner of cell E7. fractions. time etc. Formatting Data When we format data we are specifying the overall appearance of a cells and the overall layout of the worksheet. Click cell B4. Then compare your results with the screen shot below. currency. Click on the Accounting format. Excel has many options for displaying numbers: percentages. With the cell range B4:E7 selected. Next. This will highlight and select the cell range B4:E7 .G. click on the Number Format drop down menu that is located on Number section of the Home Tab 4.

Your screen should look exactly like the image below: 11 . Click cell A1. From here you can apply a variety of border styles to individual cells or a range of cells. You can also type the cell range A1:E6 in the name box to select it for editing. then click on the Borders dropdown menu and select the Top and Double Bottom Border style. hold and drag from cell A1 to cell E6. Then click.H. help to make data on a spreadsheet not only more visually appealing. Select the cell range A7:E7. This will select the cell range A1:E6. Editing Cells: Cell Borders. Cell Borders 1. Select the All Borders border style. 3. Font Style and Shading In most circumstances. Once selected. but also more easier to read and to process. click on the dropdown menu for the Borders option. From the Font box. 4. adding aesthetic features such as font style and shading. 2.

Your spreadsheet should look exactly like the screen shot below: 12 . Press and hold down the ‘‘ctrl‘‘ key. Click cell A1. Next. Click cell A1. 6. From the Font box click on the italicized font option. 7. Select the cell range A3:E3. Click cell A2 and change the font size to 14. click hold and drag down to select the cell range A4:A6. apply the italicized font style. Click cell A4. using the shortcut key command for bold.Font Style 1. Then. From the Font box click on the Bold font option to apply a bold font style to the cell content. then apply the Bold font style to it. 2. 4. click on the font size drop down menu which is located on the font box.Then apply the bold font style. 3. With the cell range A4:A6 selected. 5. If you want try. press the ‘‘b‘‘ key on your keyboard. then while holding “crtl”. Click on the font size 20. 8. to change the size of the font. Click cell A7.

Click cell A2 and apply the shading Aqua Accent 5. Click cell A1 and select the range A1:E1. 1. as the title is clearly defined. It is common practice to merge the top row of cells to use as the worksheet title. 13 . To apply shading to the cell. The name of the color on the palate will appear if you your mouse cursor over it. Click cell A2 and select the range A2:E2. Lighter 80%. I. Next. Click on the color Aqua Accent 5. Merge and Center Cells You can create a single large cell by merging two or more. This feature also makes the worksheet easier to read. From the Alignment section on the Home tab. click the Merge & Center icon. 2. 3.Shading 1. click on the Merge & Center icon. click the Fill Color drop down menu located in the Font section on the Home Tab Ribbon. 2. Click cell A1.

column charts. click the Insert tab on the Ribbon. then select the range A3:E6. Click cell A3. line charts etc. Creating a Chart You can use Excel to generate various chart types e. from the 2-D Column section. 3. 1.g. Excel will generate a 2-D styled column chart. click the Column icon on the Chart section. The first column option on the left hand side. you can create eye-catching charts by formatting them and choosing a style that is meaningful to the user. 14 . select Clustered Column. pie charts. 2. Then. With the range A3:E6 selected and ready for editing. Next. 4.J. Also. See Below.

3. 4. Layout and Format. The Chart Tools can be found on the Ribbon under three tabs: Design. Notice that when the chart is deselected the Chart Tools disappear. This chart layout will provide a space for you to title your chart. 15 . Click to the left of the text “Chart Title”. Click on the Chart Layouts dropdown menu 2. Type First Quarter E-Reader Sales. click in any cell to deselect the chart. Then delete it. Then. Click Layout 1. become available.Add a Title to Your Chart When a chart is added or selected new commands and features called Chart Tools. 1. The first chart on the first row of chart layouts.