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TUTORIAL,
First look at Excel
Opening Excel
Components
Descriptions
Navigating
Worksheets Tasks
Selecting & Moving
Ranges
Arithmetic Operations
Inserting Functions
Modifying cells
Editing Cells
Block Copy
Inserting a Row and a
Column
Formulas
Saving & Closing
Navigating
Navigate within worksheets
To navigate within a workbook, you use the arrow keys, PageUp, PageDown, or the Ctrl key
in combination with the arrow keys to make larger movements. The most direct means of
navigation is with your mouse. Scroll bars are provided and work as they do in all Windows
applications. Go ahead and try moving between cells in your newly opened Excel document
with your mouse and then the PageUp and PageDown keys.
Navigate between worksheets
To move to other Worksheets, you can Click their tab with the mouse at the bottom of the
screen (Sheet1, Sheet 2, or Sheet 3) or use the Ctrl key with the Page Up and Page Down
keys to move sequentially up or down through the worksheets. Go ahead and switch between
your 3 sheets using the different methods described.
Insert, move, and rename worksheets
Worksheets are much like pages within a book; you peruse through them like you flip the
pages of a book. There are several ways to move and copy worksheets. Right click on the
sheet tab and choose Move or Copy. Select a new position in the workbook for the worksheet
or click the Create a copy checkbox and Excel will paste a copy of that worksheet in the
workbook. The same shortcut menu for the sheet tab also gives you the option to insert,
delete or rename a worksheet.
Navigation keystrokes
move the cells within the worksheet by clicking and dragging the selection from its current
location to its new one. To do this, bring your cursor to the side of the selection. When your
cursor turns into 4 arrows pointing into opposite directions click and hold on to the mouse
and drag where ever you want to locate it and let go of the mouse.
By pressing and holding the Ctrl key as you drag, Excel will leave the original selection in its
place and paste a copy of the selection in the new location.
To move between workbooks, use the Alt key while dragging the selection.
Range selection techniques
Modifying Cells
Understanding text, values, and formulas
Information entered into cells is categorized as text, values or formulas. Values must be
numbers, though they can be formatted to appear on the screen as currency or a percentage.
Editing cells and entering expressions
You can edit a cell by selecting the cell and then clicking in the formula bar or by doubleclicking the cell to open the cell in edit mode.
Telephone numbers or social security numbers that contain other characters (like a dash or
parentheses) are treated as text and cannot be used in calculations. Arithmetic operators are
used in formulas.
You can insert one or many additional rows or columns within a worksheet with just a
few steps using the mouse or menu options.
You can insert individual cells within a row or column and then choose how to
displace the existing cells.
You can click the Insert menu and then select row or column, or right click on a
row or column heading or a selection of cells and then choose Insert from the
shortcut menu.
Selecting one of these options controls what happens to existing cells when the new row or
column is inserted. Your formulas are still good, they adjust to the change.
Delete worksheet rows and columns
To delete and clear cells, rows, or columns, you can use the Edit menu, or right click on a
heading or a selection of cells and choose Delete from the shortcut menu.
Clearing, as opposed to deleting, does not alter the structure of the worksheet or shift
uncleared data cells.
What can be confusing about this process is that you can use the Delete key to clear cells,
but it does not remove them from the worksheet as you might expect.
There are a number of methods for altering row height and column width using the
mouse or menus:
Click the dividing line on the column or row, and drag the dividing line to change
the width of the column or height of the row
Double-click the border of a column heading, and the column will increase in
width to match the length of the longest entry in the column
Widths are expressed either in terms of the number of characters or the number of screen
pixels.
You can easily calculate the sum of a large number of cells by using a function.
A function is a predefined, or built-in, formula for a commonly used calculation.
Each Excel function has a name and syntax.
The syntax specifies the order in which you must enter the different parts of the
function and the location in which you must insert commas, parentheses, and
other punctuation
Arguments are numbers, text, or cell references used by the function to calculate a
value
Some arguments are optional
Let's copy the data into another part of the spreadsheet. There are many methods to
copy a block in Excel. The most straight-forward is a Copy and Paste.
A whole column can be copied at once. Highlight column Z by SELECTING the Z
label for the column.
Hit Ctrl-C or the Copy icon on the button bar. The Copy icon looks like two
overlapping pages (see the left icon in the green circle below).
Highlight column A by SELECTING the A label for the column.
Hit Ctrl-V or the Paste icon on the button bar. The Paste icon looks like a clipboard
with a piece of paper (see the right icon in the green circle below).
Note that the entire Z1:Z93 block of data is still there.
Formulas
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You will notice that the values in A4:A94 increase by one as you go down from cell to cell.
Look to the Editing line (to the right of the cell address and hand). Now arrow down through
the cells. You will notice that the formula is changing. As you move to increasing row
number, the row number in the formula increments up. This is the beauty of spreadsheets. A
simple repetitive computation can be done in a snap.
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exercise, save the file as Atm_mass.xls on your Z drive so you can have access to the saved
file at another time.
There are two common methods to close a file. In the course of closing the program, any file
you have open will be closed. Or you can close a file without closing the program. These two
actions are represented by the two X's in the upper right corner. The X in the very top right
(in the Title Bar) will close the program, Microsoft Excel. If you have not saved the file since
you have made any changes, it will ask you if you wish to save the file. The other X (in the
Menu Bar or the File Title Bar) will close the file, but not the program. It will prompt you to
save the file you have been working on.
Reference
Microsoft Excel 2002 Tutorials
Joseph F. Lomax, Chemistry Department, USNA.
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