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Quick Learning

EXCEL – Introduction

Contents

1. Introduction................................................................................................................. 4 1.1. The content of an Excel file ...........................................................................4 1.2. Locating yourself in a table............................................................................4 1.3. Moving in a table ...........................................................................................5 1.3.1. The keyboard .........................................................................................5 1.3.2. The mouse..............................................................................................5 1.4. Selection.........................................................................................................5 1.4.2. The mouse..............................................................................................6 2. Creating a Table.......................................................................................................... 7 2.1. Typing the data ..............................................................................................7 2.2. Modify the entered data .................................................................................8 2.3. Delete the content of a cell.............................................................................8 2.4. Replace the content of a cell ..........................................................................8 3. Simple Formulas ....................................................................................................... 10 3.1. The addition .................................................................................................10 3.2. The average..................................................................................................12 3.3. The ratio .......................................................................................................14 4. Formatting the table .................................................................................................. 17 4.1. Columns and Rows ......................................................................................17 4.1.1. Insert / Delete a column .......................................................................17 4.1.2. Modify the column width / the row height ..........................................17 4.2. Formatting the characters.............................................................................18 4.2.1. The icons..............................................................................................18 4.2.2. The menu .............................................................................................18 4.3. The alignment ..............................................................................................19 4.3.1. The icons..............................................................................................19 4.3.2. The menu .............................................................................................19 4.4. The Fill colour..............................................................................................20 4.4.1. The icon ...............................................................................................20 4.4.2. The menu .............................................................................................20 4.5. The borders ..................................................................................................21 4.5.1. The icon ...............................................................................................21 4.5.2. The menu .............................................................................................21 4.6. The values ....................................................................................................22 4.6.1. The icons..............................................................................................22 4.6.2. The menu .............................................................................................23 4.7. Deleting the Formatting ...............................................................................23 5. Copy / Paste .............................................................................................................. 25 5.1. The icons, the keyboard, the menu ..............................................................25 5.2. The mouse....................................................................................................27 5.3. Copy the result of a formula ........................................................................28 6. The cell references .................................................................................................... 29 6.1. The relative references.................................................................................29 6.2. The mixed references...................................................................................29

6.2.1. Making a reference to the row number of an address ..........................29 6.2.2. Making a reference to the column letter of an address ........................30 6.3. The absolute references................................................................................32 7. Managing big tables.................................................................................................. 33 7.1. Display problems .........................................................................................33 7.1.1. Freeze the panes...................................................................................33 7.1.2. Increasing the view ..............................................................................34 7.2. Printing problems.........................................................................................35 7.2.1. Setting a print area ...............................................................................35 7.2.2. Repeat the titles on all pages................................................................35 7.2.3. Page Breaks..........................................................................................36 7.2.4. Modifying the paper orientation ..........................................................37 7.2.5. Printing the table on one page..............................................................37 7.2.6. Headers & Footers ...............................................................................37 8. Conclusion ................................................................................................................ 39

⇒ The colour of the column letter and the row number. you can create lists (databases) and analyse your data with charts. The sheets are divided in columns (from A to IV) and in lines (from 1 to 65536). Starting from these.1. it’s "Sheet 1".Notes Introduction 1. In the figure mentioned above. it’s important to visualise correctly the sheet as well as the selected cell. 1. Locating yourself in a table For a good manipulation of a spreadsheet.INTRODUCTION INTRODUCTION Excel is a spreadsheet software that enables creating tables. Excel Introduction 4 Quick Learning . The active cell is distinguished by three ways: ⇒ The black border of the cell. Consequently it’s called a cell address (ex: A1) 1. 1. The content of an Excel file Excel files are workbooks containing several sheets. ⇒ The "Name box" . The active sheet stands out by the white colour of its tab.2. The intersection of a column and a line is called a cell.

3.2.3.4. Selection Selecting consists in highlighting several cells. The keyboard Key Move One cell to the left / the right One cell to the top/ the bottom Last non empty cell to the left / the right Last non empty cell to the top/ the bottom Beginning of the line First cell of the worksheet Last activated cell of the worksheet Previous sheet Next sheet Type de address of the destination cell CTRL + or CTRL + or Home or CTRL + Home or CTRL + End CTRL + Pg Up CTRL + Pg Down F5 key 1. Notes 1.Introduction 1. Moving in a table Now that you can locate yourself in an Excel worksheet.1. 1. Indeed.3. The keyboard Key + + CTRL + A CTRL +* Move One cell to the left / the right One cell to the top / the bottom The whole worksheet The whole table (being in the table) Quick Learning 5 Excel Introduction . The mouse Horizontal Scrollbar Move Visualise the first sheets Visualise the last sheets Visualise the previous / next sheet 1.1. some Excel commands have recourse to a few cells simultaneously. it’s necessary to know the different moving methods.4.

Excel Introduction 6 Quick Learning . The mouse Selection One cell Method Click on the cell Introduction A range of cells Click + drag One column Click on the column letter One row Click on the row number One sheet Click on the left upper corner between A et and 1 Multiple selection Select the first range.Notes 1.2.4. Hold the CTRL key down while selecting the other ranges.

Quick Learning 7 Excel Introduction . In this case. except if it is not empty. If a value is left aligned. In order to facilitate the treatment of the monthly sales.1. you decided to create a table recovering the data provided by your salesmen. ⇒ The "Tab" key to pass to the following column Pay attention. it may be recognized as a text. Typing the data To enter the data in the table. CREATING A TABLE For a better explanation of the different tools that are offered to you. It is thus possible that the entered data is larger than the column width. click in the first cell and type the content. we will use a concrete example with which we can see the non exhaustive list of the basic Excel tools. To pass to the following cell. the content will overflow on the next cell. CREATING A TABLE 2. 2. Tips and Tricks Excel aligns automatically the "texts" left in the cells and the numeric values right.Creating a Table Notes 2. Let’s figure that you are the Sales manager of a company specialized in the textile. use: ⇒ "Enter" to pass to the following line. a cell can contain more than 32000 characters.

⇒ Type the corrections. Excel Introduction 8 Quick Learning . Modify the entered data In order to modify the encoded data in a cell: Creating a Table ⇒ Click on the cell.Notes 2.3. this only deletes the content of the cell. Delete the content of a cell To delete the typed data in a cell: ⇒ Click on the cell. 2.4. ⇒ Type the new data. Pay attention. The previous data will be automatically overwritten. Replace the content of a cell To replace the typed data in a cell: ⇒ Click on the cell.2. 2. ⇒ Hold the "F2" key or click in the Formula Bar. The possible cell formatting will not be deleted. ⇒ Press the "Delete" key.

In order to cancel the current action. select the future range of your table. using the "Enter" or "Tab" key. Before entering the data. The exact content of a cell is always displayed in the Formula Bar. Type then your data.Creating a Table Notes Tips and Tricks 1. This will enable you to remain in the selection zone. Quick Learning 9 Excel Introduction . use the "Esc" key. 2. 3.

The monthly sum of the sales. "/" and "*". Follow the next steps in order to realise this operation: Operation Activate the cell where the result has to be displayed In Excel Press the "=" key Click on the cell containing the first value Type the operator "+" Click on the 2nd value Type the operator "+" Excel Introduction 10 Quick Learning . 3. 3. The addition We will start by adding the monthly sales for each salesman.1. you have to use parentheses to impose the order of calculations. Pay attention. you need to carry out certain operations: ⇒ ⇒ ⇒ ⇒ ⇒ The quarterly sum of your salesmen’s sales. The monthly average of the sales.Notes Simple Formulas 3. The sales’ average for each salesman. We will make those calculations thanks to the simple formulas using the 4 arithmetical operators "+". in certain cases.SIMPLE FORMULAS SIMPLE FORMULAS Once you entered the needed data in your table. "-". The monthly ratio.

Simple Formulas Operation Click on the 3rd value Notes In Excel Validate the operation pressing the "Enter" key. Result: Quick Learning 11 Excel Introduction . The formula can be read or modified in the Formula Bar. Continue the operation for the other salesmen and for each month. Pay attention: notice that the content of the cell "E2" displays the result of your formula and not the formula.

Notes 3.e. Follow the next steps in order to realise this operation: Method 1: The first method consists in adding the total of each month and dividing the result by the number of months.2. otherwise the result will be distorted. Operation Activate the cell where the result has to be displayed In Excel Press the "=" key Open the parentheses Click on the cell containing the 1st value Type the operator "+" Click on the 2nd value Type the operator "+" Click on the 3rd value Excel Introduction 12 Quick Learning . three. The average Simple Formulas In order to calculate the sales’ average for one of the salesmen. we will have to use parentheses. i.

Quick Learning 13 Excel Introduction . Operation Activate the cell where the result has to be displayed In Excel Press the "=" key Click on the cell containing the sales’ total Type the operator "/" followed by "3" Validate the operation by pressing the "Enter" key.Simple Formulas Operation Close the parentheses Notes In Excel Type the operator "/" followed by "3" Validate the operation by pressing the "Enter" key. Method 2: The second method consists in dividing the total calculated in the previous operation by the number of months. i.e. three.

The ratio The ratio is a relationship drawn up between two significant elements of the exploitation of a company.3. In our example. Result: 3.Notes Simple Formulas Continue the operation for the other salesmen and for each month. Follow the next steps in order to realise this operation: Operation Activate the cell where the result has to be displayed Press the "=" key Click on the cell containing the sum of the first salesman In Excel Excel Introduction 14 Quick Learning . we will calculate the percentage of the sales for each salesman compared to the grand total.

Simple Formulas Operation Type the operator "/" Notes In Excel Click on the cell containing the sales’ grand total Validate the operation by pressing the «Enter" key. Result: Quick Learning 15 Excel Introduction . Continue the operation for the other salesmen and for each month.

The total of the ratios should always be equal to "1" Excel Introduction 16 Quick Learning . you can check if your calculations are correct by adding the results.Notes Tips and Tricks Simple Formulas When working out the ratios.

Follow the next steps in order to realise this operation: Operation Select the row above which you have to insert a new one. Of course. Excel allows you to: ⇒ ⇒ ⇒ ⇒ ⇒ ⇒ ⇒ Change the column width. select the column or the row to delete and press the "CTRL" and the "-" key on the numeric keypad. Excel automatically inserts a new column on the left of the selected one. you have to select them. In order to delete a column or a row.FFORMATTING THE TABLE ORMATTING TABLE THE In order to present nicely your sales table. Format the values. Columns and Rows 4. 4. Insert or delete rows and / or columns. Apply borders and shading. Select the column and press the "CTRL" and the "+" key on the numeric keypad.1.1. place the mouse cursor between the letters or the numbers and click and drag (or double click to adjust automatically to the largest entry of the column/row). 4. Insert / Delete a column You wish to add a main title to your table. For information. before formatting the cells. this operation also works on the columns.1. Format the characters. Change the horizontal and / or vertical alignment. Modify the column width / the row height To change the column width or the row height. Change the row height. Press the "CTRL" and the "+" key on the numeric keypad. you have to insert a row above the existing data. 4.1.Formatting the table Notes 4. To do so.2. Quick Learning 17 Excel Introduction .

underline Font colour Formatting Type 4.2.2.2. italic. The icons Icon Font Font size Font style: bold.2.1. Formatting the characters Formatting the table The characters formatting can be done with the icons on the Formatting bar or via the menu Format > Cells… > Font 4. The menu Result: Excel Introduction 18 Quick Learning .Notes 4.

The menu Quick Learning 19 Excel Introduction .1. Notes 4.Formatting the table 4.3.3. The alignment The alignment format can be changed with the icons on the Formatting bar or via the menu Format > Cells… > Alignment. Center. The icons Icon Formatting Type Align left. Follow the next steps in order to realise this operation: Operation Select the cells from A1 to G1 Click on the icon In Excel 4.2. Align right Merge cells You wish to center the main title across the table’s columns.3.

The menu Excel Introduction 20 Quick Learning .4.4. 4.Notes Result: Formatting the table 4.2.4. The Fill colour The fill colour can be changed with the icon on the Formatting bar or via the menu Format > Cells… > Patterns. The icon Icon Fill colour Formatting Type 4.1.

2. The borders The borders can be changed with the icon on the Formatting bar or via the menu Format > Cells… > Border. The icon Icon Borders Formatting Type 4.Formatting the table Result: Notes 4.1.5. The menu Quick Learning 21 Excel Introduction . 4.5.5.

Pay attention. The values The number formatting can be changed with the icons on the Formatting bar or via the menu Format > Cells… > Number. 4.1.6.Notes Result: Formatting the table 4.6. the dates are also considered as numeric values. The icons Icon Currency Percent Style Comma Style Increase / Decrease decimals Formatting Type Excel Introduction 22 Quick Learning .

Quick Learning 23 Excel Introduction .6.Formatting the table 4.7. The menu Notes Result: 4. Deleting the Formatting There is no way to delete the cell or table format with the "Delete" key.2.

Notes Formatting the table To delete the whole formatting. use the menu Edit > Clear > Formats… Before After Tips and Tricks Excel proposes an automatic formatting tool. selecting your table and the menu Format > AutoFormat… Result: Excel Introduction 24 Quick Learning . Use it.

Copy / Paste Notes 5. it’s the calculation and not the result that will be copied. Indeed. The icons. 5. the keyboard.CCOPY / PASTE OPY / PASTE The copy / paste method concerns mainly the formula copying.1. if a cell contains a formula. to be able afterwards to Copy / Paste. we will delete some formulas in our table. the menu Icon Keyboard CTRL + C CTRL + V Menu Edit > Copy Edit > Paste Operation Type Copy Paste In order to realize this operation. 5. Follow the next steps to Copy / Paste: Operation Click on the cell containing the formula to be copied In Excel Quick Learning 25 Excel Introduction .

Tips and Tricks A nice tip to paste the formulas quicker: Operation Click on the cell containing the formula to be copied In Excel Select the cells where the formula has to be copied Paste Excel Introduction 26 Quick Learning .Notes Operation In Excel Copy / Paste Copy Click on the destination cell Paste Repeat the Paste operation in the other cells Finish the operation pressing the "Esc" key to stop copying.

Place the cursor in the cell containing the formula to be copied. Point the right bottom corner of the cell. 3. 1. Quick Learning 27 Excel Introduction . Double-click Your formula has been copied until the last cell of your table. 2.2.Copy / Paste 5. The mouse Follow the next steps to Copy / Paste with the mouse: Operation Click on the cell containing the formula to be copied Notes In Excel Point the right bottom corner of the cell Click and drag Tips and Tricks Here is a tip to quickly copy a formula vertically.

Excel Introduction 28 Quick Learning .Notes 5. select the option "Values". Copy the result of a formula Copy / Paste To copy the result of a formula.3. use the menu Edit > Paste Special… In this window.

Making a reference to the row number of an address In order to understand how a formula is copied. Indeed. Nevertheless. we have been using until now what is called a "relative reference".1. the cell A2. 6. The mixed references 6. It should be remembered that a cell is made up of two items. 6.1. they adapted themselves when copied up / down or left / right. the calculation becomes: = E4/E8 The formula has been adapted when copied downwards. It is thus necessary to distinguish these two data. For example. that is. we will get: Quick Learning 29 Excel Introduction . it’s not always as easy as it seems. we call that a cell reference.2. the letter of a column and the number of a row. As mentioned before. Indeed. we will try to copy the ratio formula. 6.TTHE CELLREFERENCES HE CELL REFERENCES Together we have seen how to copy formulas.2. The relative references The formulas we copied until now were calculations made of relative references. The formula in the cell G3 is: =E3/E7 If we copy that formula downwards in the cell G4. If we go on copying this formula to the other cells.The cell references Notes 6.

Notes The cell references The problem comes from the shift on the level of the grand total which is in the E7 cell. In order to “freeze” the row number. this time to.2. Then copy the formula downwards. Making a reference to the column letter of an address As in the previous case. this cell reference becomes E8. the right. Result: 6. Therefore you have to point out in Excel in the first formula that the reference row of the cell containing the grand total has to be row 7. we will copy the ratio formula being in the cell B9. Indeed.2. return to your formula that is in cell G3 and type the "$" sign in front of the number 7 of cell reference E7. Excel Introduction 30 Quick Learning . E9 and E10 when copying progressively the formula downwards.

the calculation becomes: = C7/F7 The formula has adapted itself. shifting rightwards. Indeed.The cell references Notes The formula in the cell B9 is: =B7/E7 If we copy that formula rightwards in the cell C9. Quick Learning 31 Excel Introduction . If we go on copying this formula to the other cells. in the first formula that the reference column of the cell containing the grand total has to be the letter E. this cell reference becomes C7 and D7 when copying progressively the formula rightwards. In order to “freeze” the column letter. we will get: The problem comes from the shift on the level of the grand total which is in the cell E7. Therefore you have to point out in Excel. return to your formula that is in cell B9 and type the "$" sign in front of the letter E of cell reference E7.

3. Tips and Tricks To facilitate the encoding of the "$" sign. For example: $A$3. Excel Introduction 32 Quick Learning . you can use the "F4" key of your keyboard. The absolute references An absolute reference is a cell reference in which the column letter and the row number have both been locked.Notes The cell references Then copy the formula rightwards. Result: 6.

In order to avoid this type of nuisance. That is cell B2. 7.MANAGING BIG TABLES MANAGING BIG TABLES You just have received a table containing the profit margins to carry out by article.1.1.1. (visu. Freeze the panes When moving rightwards or downwards in the table. Quick Learning 33 Excel Introduction . ⇒ Printing the data. 7. you very quickly loose the row and column headings.xls) Two types of problems arise: ⇒ Displaying the data when moving in the worksheet. To do so. click on the cell being immediately beneath an on the right of the data that have to be freezed. Display problems 7. it is necessary to lock the line and the column containing the titles.Managing big tables Notes 7.

Increasing the view In order to increase the view on your screen. use the icon "Zoom". Excel Introduction 34 Quick Learning .1. click in the menu Window > Unfreeze Panes 7. Tips and Tricks In order to increase the view of a specific cell range.2.Notes Managing big tables Use the menu Window > Freeze Panes Result: To unfreeze the panes. select the cells and choose the option "Selection" in the dropdown list of the icon "Zoom.

Do the same for the columns in the zone "Columns to repeat at left". Result Do this to delete the print area: File > Print Area > Clear Print Area 7. Then click in the zone "Rows to repeat at top" and select the rows that have to be repeated on each page.2. will be printed.Managing big tables 7.2. only the range represented in the figure below by a dashed line.1. Repeat the titles on all pages A problem that is often encountered when printing tables is the heading repetition on all pages. Printing problems To visualise the table before printing it. go to the menu File > Page Setup… and choose the "Sheet" tab. Quick Learning 35 Excel Introduction .2.2. When printing the table. To resolve this problem. select the cell range to print. Setting a print area You can define a print area. The use the command File > Print Area > Set Print Area. To do so. click on the icon "Print Preview" Notes 7.

2. (Or click in the View menu on "Normal View") Excel Introduction 36 Quick Learning .3. Once you have activated the print preview. but cannot be modified. these are visible. Page Breaks Managing big tables Excel automatically creates page breaks. Then drag the blue dashed line. at the desired place. return to the print preview and click on "Normal View".Notes 7. open the print preview and click on the button "Page Break Preview". representing the page breaks. the page breaks are represented by a full line. To recover a normal view. Before: After: Once you have changed them. In order to change the page breaks.

5. "Page" tab. This option is available via the menu File > Page Setup. no need to change the page breaks.2. 7. Quick Learning 37 Excel Introduction . Printing the table on one page Sometimes it could be judicious to print your tables on one single page. 7. choose in the menu File > Page Setup… the "Page" tab. Modifying the paper orientation In order to change the paper orientation. but reduce the scaling of your table when printing it. Headers & Footers All the Headers & Footers options can be found under the menu File > Page Setup. To do so.4.Managing big tables Notes 7. "Header/Footer" tab.2.6.2.

&[Time] Insert the path and filename .&[Path]&[File] Insert the filename .&[Date] Insert time .Notes Managing big tables In order to customize your Headers & Footers.&[Page] Insert the total page number .&[File] Insert the sheet name . use these icons: Icon Change the formatting Insert the page number .&[Pages] Insert the date .&[Tab] Insert an image Change the picture formatting Information Type Excel Introduction 38 Quick Learning .

by this small guide and these explanations accompanied by practical exercises. Quick Learning 39 Excel Introduction . Of course. we couldn’t enter the details of each option. We wish you good luck with the practical application of the covered matter and remain at your disposal with the Help Mail service at the address: Excel@ams-formation.com. 8. However. you realized at which point it is easy to create a table in order to make your data more comprehensible.Conclusion Notes 8.CCONCLUSION ONCLUSION We have just covered in a few hours the basic functionalities suggested by Excel for the creation of a table and its impression. these would have to be treated individually.

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