Computer Training Program

Improve your technology skills at your Library by attending

hands-on computer classes. The curriculum consists of pop-
ular software applications such as Microsoft Office,
Apple Macintosh Applications, Photoshop, QuickBooks,
Web Design and many more.
Computer classes are FREE to
Orange County Library District
resident cardholders, fee cardholders
and O.C. Property Owner
cardholders. Others may attend by
paying a $10 non-refundable fee at
time of registration prior to class time.

Microsoft Excel
Level 1
QuickBooks Classes

Attend a class at your local library

to get the confidence you need as
a QuickBooks user. This series
covers the fundamentals of using
QuickBooks to organize and track
your small business or personal
finances.
Microsoft® Excel 2016
Level 1

Technology
Training
Program
 Notes

Copyright 2016. Orange County Library System. All rights reserved.

 Microsoft Excel 2016 Level 1 Foreword
Practice Exercise At the Orange County Library System, we believe in offering the
Create a spreadsheet to track college expenses. This exercise best technology training to our patrons and to the community.
prepares users for Microsoft Excel 2016 Level 2.
Our Technology Training Program is designed to meet your needs
1. Open Microsoft Excel 2016. and to help you achieve your goals through hands-on experience
2. Create a Blank workbook. using computers, software applications and other emerging
technologies. Our instructors are dedicated to delivering
3. In cell A1, type College Expenses. exceptional training in various learning environments.
4. In cell A3, type Tuition.
As part of our ongoing effort to improve services to our patrons
5. In cell A4, type Books. and the community, we ask you to please complete the survey at
6. In cell A5, type Rent. the end of each class. The information we gather from the surveys
will enable us to deliver the type of training that best suits your
7. In cell A6, type Groceries. interests.
8. In cell A7, type Total.
9. In cell B3, type 4000.
10. In cell B4, type 800.
Class Objectives:
11. In cell B5, type 2000.  Students will explore the Excel environment and create a basic
12. In cell B6, type 1000. spreadsheet.
 Students will create simple formulas.
13. In cell B7, create a formula to add the numbers in column B.  Students will apply formatting to a spreadsheet.
14. Format the numbers in Column B as Currency.
Length:
15. Practice formatting the text and numbers by changing the font Approximately 1 hour
style, font size and font colors.
Audience:
This is a basic adult level class for those who want to learn how to
create and format basic spreadsheets.

Recommended Prerequisite:
Computer Basics Level 2

TEC0816

18
Table of Contents Microsoft Excel 2016 Level 1

References
Introduction ................................................................................... 1
Frye, C. (2016). Microsoft Excel 2016: Step by Step. Redmond:
Basic Spreadsheet: An Overview................................................. 1 Microsoft Press.
The Excel Interface ....................................................................... 1 McFedries, P. (2016). Teach Yourself Visually Excel 2016.
The Start Experience .................................................................... 2 Indianapolis: John Wiley & Sons.
The Excel Worksheet Environment ............................................ 2
The Ribbon .............................................................................. 4
The Quick Access Toolbar ...................................................... 5
Creating a New Workbook .......................................................... 5
Inserting Text and Numbers ........................................................ 6
Editing Text and Numbers ........................................................... 6
Formatting Cells............................................................................ 6
Selecting Multiple Cells ................................................................ 8
Basic Formulas .............................................................................. 9
Order of Operations ................................................................. 9
Navigating Within a Spreadsheet .............................................. 10
Applying Themes and Table Styles ........................................... 11
Saving Workbooks ...................................................................... 12
Printing Workbooks ................................................................... 13
Quiz .............................................................................................. 14
Summary...................................................................................... 15
Recommended Reading .............................................................. 16
References .................................................................................... 17
Practice Exercise ......................................................................... 18

17
 Microsoft Excel 2016 Level 1 Microsoft Excel 2016 Level 1

Recommended Reading Introduction

Websites: Microsoft Excel 2016 is a powerful software application used to
create workbooks consisting of spreadsheets. Excel can be used to
Microsoft Office
perform basic and advanced calculations.
http://www.office.microsoft.com
Microsoft Support In this Excel 2016 Level 1 class, students will create and format a
http://www.support.microsoft.com basic spreadsheet and explore basic formulas. Students will get an
overview of the formatting options and tools available to
Lynda.com Tutorials: customize the look and quality of their spreadsheet.
Excel 2016 Tips and Tricks Basic Spreadsheet: An Overview
Lynda.com OCLS Patron Log-in: https://goo.gl/aZMWo3
A spreadsheet is a collection of numerical data organized on a grid
Books: consisting of rows and columns. Spreadsheets allow you to analyze
and calculate data much faster and easier. You can also manipulate
Frye, C. (2016). Microsoft Excel 2016: Step by Step. Redmond: data and have values automatically re-calculate.
Microsoft Press.
McFedries, P. (2016). Teach Yourself Visually Excel 2016. The intersection of a row and a column is called a cell. Cells are
Indianapolis: John Wiley & Sons. used to insert text, numbers, formulas and functions. Various
formatting options can also be applied to a cell. You can format the
cell to reflect currency, time, date, etc. Other formatting options
include changing the alignment, the font, border or fill color.
The Excel Interface
Excel offers users interactivity, adaptability and usability. Excel
2016 introduced many new features, including: individual
windows for each workbook, new functions, flash fill, quick
analysis, chart animations and formatting control, and
recommended charts and pivot tables.

The 2016 interface displays a variety of buttons categorized into

specific areas. See Figure 1. Each area has a specific purpose to
facilitate in creating a spreadsheet.

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 Microsoft Excel 2016 Level 1
Figure 1: The Excel 2016 Interface
Notice the top left side of the main window, there is a File tab.
This is where users can create new or open existing workbooks.
Printing and saving options are also accessible through this tab.
The Start Experience
Upon starting Excel, the Start experience displays options for
creating or opening workbooks. See Figure 2. A blank workbook
can be created by selecting the Blank Workbook tile or a new
workbook can be created from a template. Existing workbooks can
be opened from the menu on the left of the window.
The Excel Worksheet Environment
New blank workbooks consist of a single worksheet displayed in
the default style. The screen contains features designed to help
create and edit spreadsheets. Each Excel worksheet is laid out in a
grid comprised of columns and rows. The intersection of a column
and a row is called a cell. See Figure 3.
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Microsoft Excel 2016 Level 1
Summary
Microsoft Excel 2016 is spreadsheet software designed to help
users organize and analyze data. The Start experience, new in
Excel 2016, allows users to quickly create new workbooks or open
existing files. Workbooks in Excel are files comprised of many
individual spreadsheets, called worksheets.
Worksheets are organized into grid systems with columns, rows
and cells. Individual or ranges of cells can be selected and
formatted to create professional workbooks with ease. Formatting
options are available on the Home tab or from the Format Cells
dialog box.
Formulas calculate data in Excel. These expression can be simple
or complex depending on the needs of the user. Formulas always
begin with an equal sign and should be composed using cell
references rather than values.
Upon completing this course series, you will be able to create a
workbook complete with graphics, functions and professional
formatting.
For more information on our courses, to find a course description
or to register for a class, go to www.ocls.info and click on Classes
& Events, or call 407.835.7323.
 Microsoft Excel 2016 Level 1 Microsoft Excel 2016 Level 1

Quiz The cell reference is determined by the column letter and the row
number that designates a specific cell. For example, A1 represents
1) What is the keyboard shortcut to Copy a cell? the cell reference. The cell falls in column A and row 1 of the
a) Ctrl + B c) Ctrl + C worksheet.
b) Alt + F4 d) Ctrl + V

2) How many characters can a formula contain?

a) 1,024 c) 3,192
b) 8,192 d) 2,192

3) Using cell reference is not important when creating formulas.

TRUE or FALSE?

4) How does Excel determine whether or not a cell contains a

formula?
a) Equal sign c) Addition sign
b) Division sign d) Multiplication sign
Figure 2: The Start Experience
5) Formulas are expressions that you create to calculate data.
TRUE or FALSE?
Column

6) How many characters can be displayed in a cell?

a) 15,768 c) 10,725 Row Cell
b) 32,768 d) 1,024

7) What are text and numbers entered into a cell called?

a) Values c) Prime numbers
b) Integers d) Odd numbers

8) What is the keyboard shortcut to move to the first cell (A1).

a) Shift + Tab c) Ctrl + End
b) Alt + F6 d) Ctrl + Home

Figure 3: The Excel Worksheet Environment

Answer Key: 1-c, 2-b, 3-False, 4-a, 5-True, 6-d, 7-a, 8-d

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 Microsoft Excel 2016 Level 1 Microsoft Excel 2016 Level 1

The Ribbon Printing Workbooks

The Ribbon stretches across the top of the screen, just below the
Title bar. See Figure 1. All commands and options are organized
in groups and displayed in tabs related to specific tasks, such as
Home, Formulas and Data. See Figure 4.
1
3
2 2. Click on Print.
There are many printing options available in Excel. The
Backstage view provides printing options and a print preview all
in a single window. See Figure 14. From the Print page users can
select the printer, the number of copies and what worksheets to
print. It is also possible to adjust the appearance of a print through
duplexing, orientation, margin, paper and scaling options.
To create a basic print:
1. Click on the File tab.
3. Under Printer, click the drop-down list to select a printer.

Figure 4: The Ribbon Environment 4. Under Settings, select printing options.

5. Click the Print icon to print the worksheet or workbook.
Table 1: Parts of the Ribbon
Tabs are designed to be task-oriented. Tabs represent
1 activities you perform in Excel. They appear across the
top of the Ribbon and contain related groups.
Groups within each tab, a task is broken down into
subtasks. Groups organize related commands or options;
each group name appears below the group on the
2 Ribbon. There is a small button located on the lower
right corner of some groups. This button ( ) is known
as the dialog launcher. Clicking on this button will
display a dialog box with additional options. The
options correspond to that specific group of commands.
Command buttons in each group carry out a command
3 or display a menu of commands. Commands appear
within each group.
Figure 14: The Print page of the Backstage view

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 Microsoft Excel 2016 Level 1 Microsoft Excel 2016 Level 1

Saving Workbooks The Quick Access Toolbar

Saving a workbook is extremely important. Saving frequently is The Quick Access Toolbar allows users to access a set of
the safest way to guarantee that progress is not lost to a power commands independent of the tab currently displayed on the
shortage or computer failure. See Figure 13. Ribbon. See Figure 5. For example, the Spelling command is
usually found on the Review tab. If this command is added to the
To initially save a workbook:
Quick Access Toolbar, a user can check the spelling on a
1. Click on the File tab. worksheet regardless of which tab is selected.
2. Click on Save As.
3. Select the location to save the file.
4. Create a File name.
5. Click on Save to save the file.
To save changes to an existing workbook:
1. Click on the File tab. Figure 5: The Quick Access Toolbar
2. Click on Save. To add commands to the Quick Access Toolbar:
OR 1. Locate the command on the Ribbon.
3. Locate the Quick Access Toolbar. 2. Right-click the command.
4. Click on the Save button. 3. Select Add to Quick Access Toolbar.
To remove commands from the Quick Access Toolbar:
1. Locate the command on the Quick Access Toolbar.
2. Right-click the command.
3. Select Remove from Quick Access Toolbar.
Creating a New Workbook
Any time a user wants to compile and analyze new data that is not
related to the data in the current workbook, a new workbook must
be created.
To create new workbook:
1. Click on File and then click on New.
Figure 13: The Save As Dialog Box
2. Click Blank workbook.

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 Microsoft Excel 2016 Level 1 Microsoft Excel 2016 Level 1

Inserting Text and Numbers Applying Themes and Table Styles

Text and numbers entered into a cell are called values. The total It is easy for users to give worksheets a professional look by
number of characters that can be entered into a cell is 32,767. adding Themes. Each theme combines a set of colors, fonts and
Even though a cell can hold a huge number of characters, only effects to create a consistent and professional look. Excel comes
1,024 characters can be displayed in a cell. All 32,767 can be with many preinstalled themes, additional themes can be
displayed in the formula bar. downloaded from Microsoft Office Online.
To enter a value into a cell:
1. Click the cell using the mouse.
2. Type the value using the keyboard.
Editing Text and Numbers
Values added to a cell can be edited directly in the cell or
indirectly through the Formula Bar. See Figure 6.
To edit a value in a cell:
Figure 11: A Worksheet with a Theme
1. Double-click the cell.
To Apply a Theme:
2. Edit the value using the keyboard.
1. Select the Page Layout tab.
OR
2. From the Themes group, select Themes. See Figure 12.
1. Select the cell.
3. Select a theme from the Themes gallery.
2. Click in the Formula Bar.
4. Customize the theme by selecting Colors, Fonts and
3. Edit the value using the keyboard.
Effects from the drop-down buttons.
Formula Bar

Cell
Figure 6: Editing Values
Formatting Cells
The Home tab in Excel gives users access to many formatting
options. The three groups on the Home tab that contain commands
for formatting cells and values are the Font, Alignment and
Number groups. See Figure 7. Figure 12: Themes Gallery

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 Microsoft Excel 2016 Level 1 Microsoft Excel 2016 Level 1

Navigating Within a Spreadsheet
Shortcuts assist users to navigate within a spreadsheet efficiently.
Table 3: Navigation Shortcuts
Movement
Move from cell to cell
Move to column A in current row
Move to cell A1 in current sheet
Move to last column of data in row
Move to lower-right cell in active block
of data in sheet
Move down one screen
Each group contains a Dialog Box Launcher located at the lower
right corner that allows users access to additional formatting
options. See Figure 8.
To format the font in a cell:
Keyboard Shortcut 1. Click the cell you would like to format.
, , , or
2. Click the Home tab.
3. From the Font group select options, including Font, Font
+ Size or Font Color.
+ OR
+ 4. Click the Dialog Box Launcher in the Font group and
select the desired options.

Move up one screen

Move right one screen + Figure 7: Font, Alignment and Number Groups
Move left one screen +

Move to top row of data block +

Move to bottom row of data block +
Move to left column in data block +
Move to right column in data block +
Move to specific reference or name
Move to next workbook sheet +

Move to previous workbook sheet +

Figure 8: Format Cells Dialog Box

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 Microsoft Excel 2016 Level 1 Microsoft Excel 2016 Level 1

Selecting Multiple Cells Basic Formulas

One of the notable features in Excel is the ability to select multiple
cells simultaneously which saves time to edit or apply formatting.
Cells appear highlighted when selected. When more than one cell
is selected, the group of cells is known as a cell range. Cell ranges
are written using the first and last cell reference with a colon
between the references (e.g. A1:F10). See Figure 9.
Formulas are expressions that calculate data. Formulas can add,
subtract, multiply and divide. They can be used to solve simple or
complex equations.
 A formula ALWAYS begins with an equal (=) sign.
 Use the cell reference, not the value of a cell, when
creating formulas. See Figure 10.
 A formula can contain a maximum of 8,192 characters.

Correct:
=B2+B3

Incorrect:
=$300.00+$200.00
Figure 9: Cell Range A1:F10 Figure 10: Formula using Cell References

Table 2: Selecting Multiple Cells Tip: When a formula is written with the cell reference, it will
automatically recalculate if the values referenced by the formula
Selection Keyboard Shortcut change.
Range of 1. Drag the mouse pointer from the upper-
Contiguous Cells left cell to the lower-right cell in the Order of Operations
range. It is important to remember the Order of Operations when doing
or mathematical calculations in Excel. The Order of Operations
1. Click on the first cell in the range. describes the order in which the procedures will be performed in a
2. Press <Shift> and click on the last cell mathematical equation.
in the range.
The Order of Operations:
Non-Contiguous 1. Select the first range of cells.
Cells 2. Press and hold <Ctrl>. 1. Parentheses () 4. Division /
3. Select each additional cell or range of 2
cells. 2. Exponents x 5. Addition +
Whole Row Click on the row header (1, 2, 3, etc.). 3. Multiplication * 6. Subtraction -
Whole Column Click on the column header (A, B, C, etc.).
Whole Sheet Click on the intersection of the row numbers To remember the Order of Operations use this acronym:
and the column letters (triangle) in the far Please Excuse My Dear Aunt Sally
upper-left corner of the frame.

8 9