Using an Excel worksheet - Basic terminology Step 1 - Launch Excel - Automatically a workbook opens.

An Excel workbook is made of several sheets. Unless you have changed the default setting you will have three sheets.

Step 2 - Changing the name of the worksheets - Each sheet is a full spreadsheet. Having a workbook with multiple sheets allows you to easily establish relationships from one sheet to another. The name of the sheet may be changed. Double-click the name of the sheet in the tab at the bottom, and type the new name.

Step 3 - Inserting additional worksheets - If you need additional worksheets, go to the Insert menu and select Worksheet . It will be placed before the selected sheet. You may also insert a worksheet by right-clicking on the name of the sheet in the tab and selecting Insert... (Macintosh users, Hold down the Ctrl key while clicking. If you want more information on this see a module about teaching your Mac to right-click .)

As you can see from the graphic above, renaming the worksheet can also be accomplished by right-clicking the tab containing sheet names. Step 4 - Cells - Rectangles in a spreadsheet are called a cell. Cells are designated by the column and row in which it is located. By default, the top left cell, A1, is highlighted.

Try the following ways to move from cell to cell:

• • • • • •

Hit the Return/Enter key to move down to the row below Hold down the Shift key, then hit the Return/Enter key to move up to the row above Hit the Tab key to move over to the column to the right Hold down the Shift key, hit the Tab key to move back to the column to the left Move the cursor to any cell and click there Use the arrow keys to move up, down, left, or right.

Step 5 - Recognizing cursor styles - There are four common cursor styles used in Excel. Click and drag to highlight multiple cells with this cursor, or click in a cell to select the single cell Click and drag with this cursor to fill cell contents into cells below or to the right.

Click and drag the contents of the selected cell to any other cell.

Click to place the cursor into the Formula bar so that you can edit an equation or function.

Step 6 - Entering data - Move to the cell where you want to enter data and enter words or numbers. If data is already in the cell it will be replaced without having to cut or delete the previous data.

Enter / Edit Data in MS Excel Using an Excel worksheet - Entering and Editing Data Use these steps to easily enter and edit data in cells. Learn to identify the various cursors in MS Excel with this cursor identification Chart.

Step 1 - Cell data - Things that can be entered into a cell:

• • • • •

numbers words equations, formulas or functions fill color images (although they are actually on top of a cell, not in it)

Step 2 - Entering data - Move to the cell where you want to enter data and enter words or numbers. If data is already in the cell it will be replaced without you having to cut or delete the previous data. A review is available on how to move from cell to cell . Step 3 - Format data - Once information has been entered into a cell, you might want to change something about the way the information is displayed. To do that, make sure the cell you want to format is selected and go to the Format menu. Select Cells... The number I entered repeats infinitely, but I only need 2 decimal places.

You can bring up the Format Cells dialog box by right-clicking on the cell you want to format. (Macintosh users, remember that is Ctrl + click). From the following pop-up box select Format Cells...

Step 4 - Using formatting buttons - There are several toolbar buttons which allow one-click formatting. To illustrate I entered the same number in four cells, with the formatting I plan to use for each cell.

With cell A1 selected I clicked once on the Currency button In cell B1 I selected the Percent button

Step 6 . go back to the Formatting toolbar module . click and edit within the formula bar. If you do not want to replace the data. When your cursor turns into an I-Beam.The Format toolbar includes several formatting options which can be applied to information entered into a cell. Step 7 . move your cursor into the Formula bar. You do not need to highlight or delete. one easy way to edit that is to click on the cell and enter the correct information. Care must be exercised in using this button properly.Review cursor styles .Editing entered data . .Other formatting options . Step 5 . Become familiar with each style. Typing replaces whatever is in the cell.I selected the Increase Decimal button for cell C1 The Decrease Decimal button was used to format cell D1 These four actions produced the following result: As you can see. If you need a review of these options.If incorrect information has been entered into a cell. but simply need to correct some part of it.There are four common cursor styles used in Excel. the Percent button simply multiples by 100 and attaches the % sign.

Using an Excel worksheet -Automatic features Learn to use these automatic features of Microsoft Excel such as the common cursor styles. In Cell B1 I typed Group 1. you should become familiar with each style.Click and drag to highlight multiple cells with this cursor. Excel can detect the pattern and fill it in for you. or click in a cell to select the single cell Click and drag with this cursor to fill cell contents into cells below or to the right. If you wish to use the automatic features of Excel. Click and drag the contents of the selected cell to any other cell.If there is a pattern in the data you are going to enter. auto sum.There are four common cursor styles used in Excel. or click in a cell to select the single cell Click and drag with this cursor to fill cell contents into cells below or to the right. Click and drag to highlight multiple cells with this cursor. .Using Auto fill . and auto fill.Review cursor styles . Click to place the cursor into the Formula bar so that you can edit an equation or function. Click and drag to the right to cell E1. Click to place the cursor into the Formula bar so that you can edit an equation or function. Excel detects the pattern and fills in the other groups. Step 2 . Place the cursor on the bottom right of cell B1 and a black plus sign appears. Click and drag the contents of the selected cell to any other cell. Step 1 .

Place your cursor in the highlighted equation and click to edit. Step 5. that data will be in the center of one long . Now that Excel knew the pattern it could fill in the cells. Step 2 . 3. cell. left . Excel XP and 2003 will fill in any direction.Excel will automatically do what it is set to do. Step 2 . up . Step 1 . or down . right . and a problem with this procedure: In row 3 the procedure did not work because there are too many possibilities. Auto Fill will not fill to the left or up when using earlier versions of Excel.The image below illustrates some other patterns. In this case.Excel allows you to quickly find the total of a column or row of numbers. You may fill to the right or down . this procedure works in two directions only. consider using Excel's Merge and Center feature. Step 1 . Step 4. clicked and dragged to the right.For giving a clean design look to your worksheet.If there is a gap in the data. Using Merge and Center . Highlight a range of cells Select the Merge and Center button If you have data in only one cell. However. Problems Using Auto Sum . or row.When you verify that the range of numbers is proper.Select the Auto Sum button from your Standard toolbar Step 3 . highlighted both cells B4 and C4. Step 3. This is a two step process: 1. and make changes there. 2. In the example above I would change A4:A5 to A2:A5 You may also click into the equation in the formula bar above the worksheet. and includes them in the range. In cell B6 I typed the 2. Excel will highlight only numbers not separated by an empty cell. the program finds all adjacent numbers in a column. Using Auto Sum .Select the cell below your column of numbers (or to the right of your row of numbers). depress return/enter and the sum is displayed. Note : If you are using some of the early versions of Excel.

This is from a class survey about the favorite ice cream flavor of a class. Excel would read the entry as a word. Don't worry. Caution : If you plan to ask Excel to add a column of numbers. Excel will warn you! Using Functions in Excel Step 1 . you will wipe out data in all but the upperleftmost cell. Step 2 .In the example above the total of the column of numbers would naturally go in cell B10.Placing a function . select the Math & Trig category and scroll to the Sum function . we will begin by adding a column of numbers.One of the principal reasons for using a spreadsheet is to perform calculations. From the Insert menu select function In the Paste Function pop-up window.Enter data . Before placing a function (a built in equation) make sure the selected cell is where you want the function to go. not a number. If cell B2 contained "6 students" rather than just the number 6. To illustrate.If you attempt to Merge and Center with data in more than one cell. make sure that they are numbers.

the dialog box below appears. .When you choose OK. There appears to be a lot of information to deal with. but it is basically just a summary of what you asked Excel to do.

" Since there are no numbers in those cells. From the Insert menu select Function . if cell B10 is copied and pasted into another cell something altogether different appears. If you said that the information in cell B10 was "the sum of the range of numbers from B2 to B9. I am going to prepare a worksheet which will automatically remind me what the date is as I use my "calculator." you are almost correct. If you forgot that from the previous page.The edit bar at the top names the function ( Sum ) then lists the mathematical function to be performed ( =SUM(B2:B9) ). if cell B4 was empty. Using another function . The actual information contained in cell B10 is "find the sum of the range of numbers that are in the eight cells above this cell. Using AutoSum . What is in cell B10? The number 24 is displayed there. However. Example: In the data listed with Step 1. Step 4. and to whet your appetite to discover more on your own. Choose OK.Excel has many built-in equations (functions). The function is placed in the cell and the sum is displayed. go there to review . If the worksheet is printed the number 24 will be on the printed copy. To explain that almost we will paste the equation into cell C10. If there is a gap in the intended range you must enter the proper range in the edit bar. Choose Date & Time then select the Today function." Cell C2 is where a Date & Time function will be placed. Once you know how to write your own functions (next topic). One more will be used as an illustration. Excel's suggested equation would have been incorrect ( =SUM(B5:B9) ). . Excel selects the range numbers immediately above or to the left of the function. Step 3.Remember that Excel allows you to quickly find the total of a column or row of numbers. Excel can be used as a substitute for a calculator. the displayed sum is zero.

Whenever you insert a function, a dialog box pops up to explain the chosen function.

No further action is required, select OK and today's date is displayed. Tomorrow when I open this workbook, a new date will be in cell C3.

Step 5. Explore - Look through the Paste Function pop up window later to discover what equations are built into Excel.

Using an Excel worksheet

Using Equations Use this guide to help create equations in Microsoft Excel. Learn about averages, functions, and writing your own equations.

Step 1 - Preparing to enter an equation - You are ready to build your own function (an equation). There is a single keystroke that informs Excel of your intention. Press the equal key (=). If you can write the equation, Excel can perform the calculation. This module will deal with four simple functions; add, subtract, multiply and divide.

Step 2 - Writing an addition equation - If you were to state the process for adding the numbers in column B it would be "six plus three." The equation could be written exactly like that ( =6+3 ) and Excel would display the expected answer, 9. However that equation would be useless if the numbers in either B2 or B3 were changed. When writing your own equation, use cell addresses. =B2+B3

When writing the equation, clicking in cell B2 displays B2 in the equation. If you have written the equation correctly you may accept it by pressing the Enter/Return key or by clicking on the green check mark. If you change your mind, click on the red X to cancel the operation.

Step 3. Writing other simple functions - Symbols for the four basic mathematical functions are:

• • • •

addition + subtraction multiplication * division /

Step 4. Task - Prepare a worksheet with the data displayed under Step 1. Enter the proper equation under each set of two numbers. Do not look at step 5. No! Don't look yet! :-)

Step 5. Compare - Compare your results to those shown below:

This was not a math quiz, it was an equation writing quiz. If something was unclear ask someone near you, ask your teacher, then ask me .

Step 6. Combining functions - If you can write the equation, Excel can perform the math. To illustrate this we will write an equation which will add several numbers, divide to get an average, and then take a percentage of that number to provide a weighted component of an equation used to average grades.

Scenario: Bill took three tests scoring 88, 76, and 58. The average of his tests counts as half of Bill's grade. What number value has Bill achieved toward his term grade?

Using an Excel worksheet - Calculating Percent and Using Absolute Cell Reference

Step 1 - Review percent - Before showing how to calculate percent with Excel, let's review how to calculate percent. A number divided by a second number and multiplied by 100 expresses what percent the first number is of the second number. If you do not multiply by 100 you have the decimal equivalent of percent.

Step 2 - Writing a percent equation for only two numbers- Solve the following: 2 is what percent of 8?

Now that you are sure you remember the process for calculating percent, use an Excel worksheet to perform the calculations.

Writing a percent equation for a column of numbers accompanied by a sum. Auto Fill and problems associated with it . and never move to another relative location in the calculations by using "absolute cell reference. place a dollar sign before the column letter and before the row number. For instructive purposes we will do that now to see the problem it causes. Oops! Something wrong there. . Step 4. Lets go back to the worksheet and re-write the equation in C2. The equation B2/B10 says. That might sound like a very good way to fill the equation into cells C3 through C9. $B$10 says always use cell B10. We must find a way of telling Excel to use call B10 to divide by for each of the other 8 equations." The reason that none of the other equations work is that there is nothing in the cell 8 spaces below any of the cells from B3 to B10. Thus. .Step 3. "take the first cell in this equation and divide it by the cell 8 spaces below. That is a convenient way to place information in several cells at the same time. Step 5. Task: Determine what percent 6 is of 24 by putting the equation into cell C2 of a worksheet similar to the one above. Absolute Cell Reference . The problem was caused by the way the equation was written." To specify the cell.You tell Excel to use one specific cell.Data from the ice cream survey will be used to illustrate how to calculate percentage.You probably remember a discussion of Auto Fill on a previous module .

As soon as you fill this equation with an absolute cell reference down into cells C3 through C10. the highlighted range above. Only one more task remains. and in the Decimal places: box use the down arrow to choose 1.If you need to review how to accomplish that go back to a previous module . and select Format Cells.. Format the cells . Hold down the Ctrl key while clicking. the percentages are instantly calculated.) In the category list select Number. Right-click on the highlighted range of cells.Unless you need five decimal places. so that one decimal place is displayed. The real benefit of this equation will be seen when you fill down into cells C3 through C10.. we wasted time using absolute cell reference. Step 6.Notice the answer has not changed. I suggest formatting cells C2 through C10. If we were writing only this one equation. (Macintosh users. Fill the equation down into the cells below . . Step 7. If you want more information on this see a module about teaching your Mac to right-click .

Click OK. Using the Standard Toolbar with an Excel Worksheet The Standard toolbar This entire toolbar could become a floating window by double-clicking on the control bar at the far left end of this toolbar. which can be placed anywhere on the screen: . your column of data has a nice uniform appearance. That gives the following window.

Copies the selected item(s) to the clipboard Format painter .Removes the selection from the document and places it on the clipboard Paste .Using the Formatting Toolbar . the lowest number or the earliest date Chart Wizard . and suggests the range of numbers to be added Sort Descending . Function of commonly used buttons Creates a new blank document based on the default template Saves the active file with its current file name. Push the top of the window up to the bottom of the menu bar.Adds numbers automatically.Reverses the last command. the highest number or the latest date Displays or hides the Drawing toolbar Opens or finds a file Prints the active file .Sorts selected items from the beginning of the alphabet.Enlarge or reduce the display of the active document Excel . Cut .Guides you through the steps for creating an embedded chart (graph) Zoom .Shows how the document will look when you print it.for more print options go to the File menu and select Print Spelling.This toolbar can be restored to its original position by clicking in the gray bar at the top and dragging it back to the top of the screen.Places the content of the clipboard at the insertion point Undo .Copies the format from a selected object or text and applies to other objects or text Redo . location and file format Print preview .Sorts selected items from the end of the alphabet. use pull-down menu to undo several steps Auto Sum . grammar and writing style checker Copy . use the pull-down menu to redo several steps Sort Ascending .Reverses the action of the Undo button.

The Formatting toolbar

This entire toolbar could become a floating window by double-clicking on the control bar at the far left end of this toolbar. That gives the following window, which can be placed anywhere on the screen:

This toolbar can be restored to its original position by clicking in the gray bar at the top and dragging it back to the top of the screen. Push the top of the window up to the bottom of the menu bar.

Function of commonly used buttons Changes the font of the selected text Makes selected text and numbers bold Underlines selected text and numbers Centers the selected text Merge and Center - Merges two or more selected cells and centers the entry Percent Style - Formats selected cells to display percent Increase Decimal - Increases the number of decimals displayed after the decimal point Decreases the indent to the previous tab stop Adds or removes a border around selected text or objects Changes the size of selected text and numbers Makes selected text and numbers italic Aligns to the left with a ragged right margin Aligns to the right with a ragged left margin Currency Style - Formats selected text to display currency style Comma Style - Formats selected cells to display commas in large numbers Decrease Decimal - Decreases the number of decimals displayed after the decimal point Indents the selected paragraph to the next tab stop Marks text so that it is highlighted and stands out

Formats the selected text with the color you click

Using the Drawing Toolbar with an Excel Worksheet

The Drawing toolbar

This entire toolbar could become a floating window by double-clicking on the control bar at the far left end of this toolbar. That gives the following window, which can be placed anywhere on the screen:

This toolbar can be restored to its original position by clicking in the gray bar at the top and dragging it back to the top of the screen. Push the top of the window up to the bottom of the menu bar.

Function of commonly used buttons A pull down menu with several drawing options Rotates the selected object to any degree Draws a line where you click and drag. Hold the Shift key down to make the line straight Draws a rectangle where you click and drag. Hold down Shift to draw a square Draws a text box where you click and drag Changes the pointer to a selection arrow A pull down menu with several libraries of shapes Inserts a line with an arrowhead where you click and drag Draws an oval where you click and drag. Hold down Shift to draw a circle Create text effects with Word Art

Add, modify, or remove fill color from a selected object Formats the selected text with the color you click Selects dash style for dashed lines A pull down menu offers shadow choices

Add, modify, or remove line color

Changes the thickness of lines

Select arrow style; placement and shape of arrowhead Add 3-d effects to rectangles or ovals

ADVANCED EXCEL

Making an Interactive Crossword Puzzle with Excel

Let's make a crossword puzzle that will tell your students if they type the right letters or not. We will start with four small words which form a square.

Open Excel and type the letters above in the same places you see them. [I made the columns narrow, but you can wait on that]

• • •

Click on the letter A in gray (column heading), leave your mouse button depressed and drag over to column heading F. Put your cursor on the line between any two column headings, click and drag until Excel informs you that you have a column width of 7.00 (54 pixels). Click on the number 1 in gray (row heading), leave your mouse button depressed and drag down to row 6.

then select the Alignment tab Select Center alignment from both the Horizontal and Vertical blocks. leave your mouse button depressed and drag to the letter a in cell E5. All letters should now be highlighted. • • • • From the Format menu select Cells . and select 24 in the size box. . Click on the Border tab. Click on the Font tab.50 (50 pixels). Select Outside and then also select Inside. Click OK . The next step will be to color all of the squares without letters in them. click and drag until Excel informs you that you have a column height of 37.• • Put your cursor on the line between any two row headings. Click on the letter E in cell B2.

to serve as a clue to the word. Final Step! This step is what makes the puzzle interactive. If a student types the wrong letter in a box. Put them in the same comment with an empty line between the two clues. until all are highlighted. Continue until you have clues written for each word. the letter e. depress the Ctrl key and leave it depressed until you have clicked on all squares that do not have letters in them. but not filled with the highlight color. This one will require a clue for across and a clue for down. Highlight anything that is already in the comment box and type the clues. Some people use green (for Go) but I think blue shows up better. Right-click the letter e (in cell B2) and select Insert Comment. In the Condition 1 window change the middle box to "equal to" and in the long box to the right type the letter Select the Format button and select a color you wish to use for correct letters. the letter will turn red when the student hits the Enter key. • • • • • e. Click on the letter e in cell B2. Click OK . If you click and drag you must release the mouse button at the end of a line (but do not release the Ctrl key). . Now click and drag another line of cells. not on the picture above).• Click in cell A1 (on your Excel worksheet. It is selected) • Release the Ctrl key (but do not click on the worksheet). From the Format menu select Conditional Formatting. (Note: The last cell selected will be outlined in black. • • • First. and click on the Fill Color button on the Formatting toolbar. [I selected yellow. This process is called setting conditional formatting.] Two steps to go! Next you will add comments at the starting letter of each word.

there is method to my madness. Click OK . select Conditional Formatting .• • • • • • • • • With the Conditional Formatting window still open. click on each of the other eleven letters. With the letter e still selected find the Format Painter button on the Standard toolbar."] brush. In the Condition 2 section. Right? [Psst! The answer is "Right!"] Select the letter g in cell C2 From the Format menu. One at a time. See what pops up? See the Method in my Madness? . It looks like a paint Double-click the paint brush. because they have been formatted incorrectly. click the button labeled Add >> . type the letter e in the box to the right and select the Format button to select the color Red for incorrect letters. ["Trust me. select "not equal to". Each of the other letters should now be red. The letter e turns blue.

make sure you change both letters. Save your work. If you want to avoid having a student change your work accidentally. Also. Be sure to change only the letter. Repeat this process until all twelve letters in your puzzle are blue. save your puzzle as a template.• • • • • All that you have to change in the Conditional Formatting window is the letter. The Comment and formatting instructions will still be in each cell. Leave the quotation marks. Delete the letters. Single Use Spreadsheets Your students can create spreadsheets designed to accomplish a single task Download the spreadsheet you see below .

Planning the information needed and how the calculation would be done The following information is needed for this calculation • • • The number of miles to be traveled The number of miles that the vehicle will travel on one gallon of gas (mpg) The average cost of a gallon of gas (rounded to the nearest penny) The calculation also involves multiple steps • • Determine the number of gallons of gas to be used o number of miles divided by miles per gallon gives the number of gallons of gas needed Determine the cost of the gasoline needed for the trip o number of gallons of gas needed times the cost per gallon gives the cost of the trip. Phase 2 . Anything that needs to be decided mathematically can be made into a single use spreadsheet. 3.Creating the spreadsheet and writing the equation . Planning the information needed and how the calculation would be done Creating the spreadsheet and writing the equation Designing the look of the final product Phase 1 . 2. Some suggestions for this type of calculation include: • • • • Calculating the price per ounce of a favorite cereal Determine the price per square inch of a pizza Estimate the price of objects on sale for some given percentage off The cost of buying everyone in the world a Coke (remember that old song) There were three phases in creating the spreadsheet you see above: 1. but it is a spreadsheet.The image above may not look like it.

Step 6 . Step 5 .As soon as the equation is entered into D18. If you have an interactive whiteboard the elements you draw onto the worksheet could be dragged into place by students in a review activity.Determine what the equation should be.Save your work Step 6 . Phase 3 .PC depress Ctrl key and tap the A key. I used the Merge & Center button on the cells in column B which contained text Step 2 . . Step 3 . First the number of miles (in cell D6) should be divided by the number of miles per gallon (in cell D10) Then that number of gallons is to be multiplied by the cost of a gallon of gas (in cell D14) The above statement is typed into cell D18 as: =(D6/D10)*D14 Step 4 . Step 5 .While I could still see the gridlines.Next. Mac depress Command key (Apple) and tap the A key • Use the Fill Color button to make the sheet a solid color.Begin looking for another idea for a single use spreadsheet.Use the Fill Color button to draw the red border. Step 4 . Actually I covered up the lines • Select All on the worksheet you are using .Designing the look of the final product Step 1 . and to highlight the cells where data will be entered. I removed the grid lines.Type basic information onto the sheet • • • • • • • • • • In cell B2 type Trip Cost Estimator In cell B4 type Type the number of miles (round trip) you will travel In cell D6 type a number of miles In cell E6 type the word miles In cell B8 type How many miles per gallon does your vehicle usually get? In cell D10 type a number of miles per gallon In cell B12 type How much does a gallon of gasoline cost? In cell D14 type the typical cost of a gallon of gas In cell B16 type The cost of your trip will be: In cell D18 you will enter an equation Step 3 . the cost of the trip is calculated.Find a clip art image to match the topic of your single use spreadsheet. use a different number of miles and miles per gallon.Enter data for another trip. Inserting an image into the background of an Excel Worksheet You can make your own practice worksheet to help students review a concept.Open an Excel workbook Step 2 .Step 1 .Use the Borders button to place a dark black around the cells where data will be entered. I used white.

Caution! If you select an image whose copyright is owned by someone other than yourself you should not post your work on the web for all to see. found just to the right of the F12 key on many windows based computers. make contact explaining how you want to use the image. In Paint I used the eraser to remove everything that was outside the heavy black box around the four quadrants. I created my own image to use for a background. or transmit the worksheet to aomeone else. That is done by pressing the Print Screen key. Make sure the entire image can be seen on your screen and then capture a screen shot of your desktop. To make modifications to the image. paste into Paint.For this explanation we have chosen to use the four quadrants of the Cartesian coordinate plane. Because of that concern. Any image that you find could be used for this activity. Use this worksheet for practice in your own classroom. . If you can find contact information for the copyright owner of the image. I used the select key to draw a box around the part of the image that you see below. Find an image that your students could label.

Click on the View tab if it is not already selected. draw a box around the image. On the menu bar select the Tools menu. The sheet is now solid white. then slide down to select Options. but the grid lines are not visible. then deselect Gridlines. If you are using any other version of Paint. . or whatever image you are using. Before putting the image in the background.While you are still in Paint the coordinate plane. If you are using Windows Vista the Paint application has a Crop option. Leave white space around the image and save it. I saved mine to the Desktop so I could find it easily. Yyour worksheet still has cells. Open an Excel workbook. leaving white space around all four sides. The worksheet needs to locate an image stored on your computer to insert into the background of a sheet. Using the Select tool. Paste the image into the new window. Copy the selected object. remove the gridlines. Save this image where you can find it. You can not copy the plane and paste it into Excel as a background. use the Select tool to draw a box around the image. From the File menu get a new paint window and do not maximize the window. needs to be saved as in image.

slide down to Sheet and then slide over and down to select Picture. The background will tile from one end of the worksheet to the other.(Part of this dialog box has been removed to save space) After removing the gridlines go to the Format menu. producing thousands of coordinate planes . Navigate to the location where you saved the image you made in Paint and click select.

take a look at a tutorial on using auto-fill . as well as numbers (if Excel can see the pattern). Close the window when you have reviewed that information to return to this page. .Custom List A time saving feature in Excel is to fill information into other cells. Excel will fill an equation. Excel Tutorial .One way to use a background like this is to draw small circles. Dates can be filled into other cells. Excel fills data into cells using the custom lists defined in Excel. One number would not be enough to define a pattern. that you have created in one cell and apply that equation to other cells in your worksheet. If you are unfamiliar with using the fill feature of Excel. The defined lists are found from the Options menu. color them and move them onto the coordinate plane for students to identify the ordered pair. on the Custom Lists tab. or function.

(1) Using the Roy G Biv acrostic that you probably learned in science.) (5) To use this list I type the word red . click on the fill block (bottom right corner of the cell) to see the fill cursor. select the Custom Lists tab. yellow. blue. For this example I will only type a small number of students. green. That's the word I would start with whenever I want to fill down a list of students. You have added a new custom list. colors of the spectrum and students in a class. This module will use two examples to show how this is done. (2) Highlight the elements of your list. (red. adding them to a custom list would be a good solution. Try it! Making a Custom List of Students in your Class . orange. and then drag down. selecting the Import button adds the list. (1) Type the list of student names. I will type the word students at the top of the list. (3) Open the Options window. . type the colors of the spectrum. (It is not necessary to click on the Add button. Notice that Excel identifies the range of data to be included in your list. and click on the Import button.The first step in creating a custom list is to type the list exactly as you want it. (4) Click OK to close the window. violet). Making a Custom List for Colors of the Spectrum .If you must type lists of students over and over.You may add other custom lists.

(4) Click OK to close the window. You have added a custom list of student names. and begin the lists with the words boys or girls . (4) In the List entries box add or remove names as needed. Notice that Excel identifies the range of data to be included in your list.Students move. (5) Click OK to save changes to the custom list. To keep your list current. (1) From the Tools menu. you may edit the list from the Options window. (3) Open the Options window. If you must submit names of boys and girls separately. and click on the Import button. select the Custom Lists tab. . Don't leave blank lines between entries.(2) Highlight the names in your list. Editing a Custom List . That's a fact of life that teachers must deal with. (3) Click on the list you want to edit. make two custom lists. open the Options window. (2) Click on the Custom Lists tab if it is not already selected.

For that reason. I will set up a series of four colored boxes in which data will be entered. this module will demonstrate a simple macro. Step 2 . you may use the Check Box or the Option Button as the object which is used to initiate the action recorded in your macro. the process is made more simple if a button is associated with the macro. select the Commands tab. Therefore the first step will be the addition of a button maker on the toolbar. Button will be one of the choices near the top of the Commands section of this window. When someone selects the button which begins the macro. At the end of the year highlight the list and click on the Delete button to get ready for your next crew. regardless of how many steps are involved in the action that will be performed. Click and drag the button icon from the Customize window to any spot on the toolbar. Next you create the Excel worksheet upon which the macro will be acting. From the Commands section of the Customize window seen above. When the Customize window opens. all entered data will be . That choice will be up to you. After data is entered into four boxes.Launch Excel. Although a macro can be started by a keystroke combination. I decided to drop the button icon just to the right of the Format Painter button. select Forms.In the Categories section of this window. Step 1 . From the View menu select Toolbars then select Customize. each box will be selected and the data will be cleared from the cells.In the entry above one student (Chuck Carter) left the class and two students (Brenda Baker and Hermoine Hinkle) moved into the class. The keystrokes which are used to perform this will be recorded as a macro. Using a Macro to perform a sequence of operations The procedure for recording as macro is the same.

. As soon as you are finished drawing the button the Assign Macro windows will pop up. select the button tool that you added to the toolbar. clear data from the colored cells. then click and drag to draw the size of the button. Name the macro (I named mine clear_it) and use the pull down menu beside Macros in: to select This Workbook. to start recording the macro. Record the Macro . Create the worksheet . then finally stop recording the macro. You will be presented with a Record Macro window . When you move the cursor back into the worksheet it will have changed to a cross hair Decide where you want to place the button. enter data.cleared from the colored boxes. You can edit this button later.After you have named your macro and chosen whether you want to associate it with all workbooks or just this workbook.I typed four simple requests for information and provided four colored blocks for the data.After writing the worksheet. The order in which the operation will be accomplished is as follows. and entering data on the sheet. Draw and label the button which will begin the macro . it is time to click on Record. start recording macro..

Perform the action you want the macro to perform later . This can be accomplished in one of two ways. Mac users hold down the Command key while you click on the blocks one at a time. If you choose this option. choose Clear then Contents from the Edit menu.This window will allow you to associate the macro with a shortcut keystroke combination. Stop recording the macro . Several keystroke combinations of Ctrl and some other key already exist. After all blocks that are to be cleared have been selected. The advantage of using a button to initiate the macro is that you do not have to remember the keystroke combination. . 1. stay away from those that you know and use often.I selected each of the colored blocks by holding down the Ctrl key and clicking on each block one at a time. When you start recording a control box should appear on your screen.When the colored cells have been cleared. This should be done after you are sure exactly what you want to do. If so. You are now ready to clickOK to begin recording whatever keystrokes you want your macro to remember. stop the macro. select Stop Recording. Any stray keystrokes will be recorded in your macro.

. select Format Control. Highlight the current name of the button and rename it.2. Right-click on the button and choose Edit Text. : Time for some housekeeping . but no one else will know. However. If you do not see the control box. size. You know what the button does. the button is named Button. you now have a button which will clear entered data from the colored blocks. select Macro then Stop Recording from the Tools menu.If you followed these steps exactly. If you want to change the font. color or style of the text.

Download a copy of the Excel workbook named macro_simple.A sample of the workbook used in the production of this tutorial is available. That is because I stopped the macro as soon as the data was cleared. . select Save.Test your new macro . From the Tools menu select Macro then Security.xls If you automatically get the message that the macros are disabled you must change the security level in excel. Click on the button you drew to start the macro.Enter data into each of the colored blocks. In my example the blocks are selected. When you open the workbook choose Enable Macros. The colored blocks should be clear. Before After See a sample worksheet . Change your security setting fromHigh to Medium. If I had clicked into the starting cell before stopping the macro recording the cursor would be back at the starting point for the next person. ready for the next person. After selecting the link to download the workbook.

as below. Good luck writing macros! Transposing Rows and Columns in MS Excel After entering data in a worksheet. However. E8 and E10.transpose the data. I decided to switch the location of the headers contained in row 1 and column 1. I instructed mine to clear data from E4. When you open the worksheet the next time you will be given the opportunity to enable macros. Be aware that the macro is very specific. E6. I wished that I had organized it differently. Excel has a much better option . Anything typed in any other location would not be affected by this macro. after looking at the data. slow way to accomplish that might involve clicking and dragging data or even starting over.Close the worksheet named macro_simple and do not save the changes. Below is my worksheet as originally set up. The old. .

Step One . select Paste Special. Step Two . In my example I clicked into cell A8 to selected that cell as the place where I wanted the data to begin. Step Three . The data. Click into the box beside Transpose and then click on the OK button.Copy the entire range of data. as seen below.From the Edit menu.Select the cell where you want to move the data. has been rearranged with a minimum of effort. including the headers in row 1 and column 1. Thanks Excel! .

This procedure is all about changing the look of the data. Perhaps you are thinking that I might have transposed the data in order to change the look of a chart produced from the data. that must be accomplished differently. If my intention was to change the headings on the X-axis. In step 2 of the Chart Wizard I can change what's on the X-axis by selecting Series in Columns rather than Rows. . The chart below was produced from the original data and then the transposed data. as the thumbnail shows below. The two charts look exactly the same. Try it! You will see.

open an Excel workbook. and then slide over to New Web Query and click one time. Go to the Data menu. please write to either of the cofounders os Internet4Classrooms. Using Excel to Import Data from the Internet You have found a data table that would be good for your class to analyze. a web site presents 100 years of average temperature data for the state of New York.If you have questions about this feature of Excel. . but the data goes on forever and it would take more than one class period to record and enter the data. or any other feature for that matter. move to Import External Data. as long as the data is presented in the form of a table. Worry not! Excel will import the data into a workbook. Next. You will need that to tell Excel where to look for the data. Our email addresses can be seen at the bottom of this page. Visit the web site and copy the URL (web address). As an example.

When you select New Web Query Excel opens a dialog box displaying your browser homepage with the URL of the page highlighted. A quick way to paste is to Hold down the Ctrl Key as you tap one time on the V key (Ctrl + V). When you find it. . You have a choice to make. but needs to know if you want it put into the existing workbook. Paste the copied web address into the Address box. You may have to scroll to find the data table. or a new workbook. Excel is ready to import the data. click one time on the arrow next to the Data table and then click on the Import button.

Use Excel '07 to Make an Interactive Practice Sheet using Conditional Formatting The picture above shows what an Excel worksheet would look like for the activity described below. although it is still white). and make the remaining block ¾ of the selected color. Place your cursor between any two row header numbers and you will see it change into a heavy line with arrows pointing up and down. Click and drag the cursor down until you see Height: 45. Step One . Four cells are now selected (yes. When you fill them with color make one block ¼ of the selected color. The grid is now basically square. Click on the down arrow to the right of the Borders button and choose the one that looks like four boxes.All one hundred years of average temperatures is now ready for evaluation. The coloring tool is found on the Formatting toolbar just to the right of the . Step Four . Open an Excel Workbook. even cell B2. and then once again starting in cell H2. but Excel imported the data very quickly.The next thing to do is to color the boxes of four with two colors. When you are finished you should have three sets of four boxes across rows 2 and 3. Step Two. Click in Row heading 1 and drag down to row heading 12. one block ½ of the selected color. The example used is probably much larger than you would use. Step Three . Those rows should all be highlighted.00 (60 pixels). Click in one cell to start the process.Draw a border around the cells with the Border button on the Formatting toolbar.Click in cell B2 and drag right one cell and then down one cell. This button is named All Borders.Repeat the above process starting in cell E2.

At the cell below left corner of block 2 type the letter B.Click in cell B5 and type the words. Next. but do not click on the Conditional Formatting window yet. correct answers will turn green.Select the Format menu from the top. and then type the letter C below block three. ½. If your school system does not provide such software to you. Then. Step Seven . select a second color and fill the remaining fractions of the three blocks with the second color. Using Excel as a Grade book Grade book basics Many school systems have begun to provide grade recording software applications to their teachers.Save your work before going further. perhaps you could make your own grade book using Excel. Step Eight . B. Enter B just as you did before. Step Two . Step Three . Decide if the answer is A. Step Eleven . Use the All Borders button to draw boxes around all three cells. or C before going further.Click into cell C8 and type. In cell B6 type Which is ¼ blue? (or your chosen color). slide down to Conditional Formatting and click one time.Click into cell G5 (the first light yellow block). Setting conditional formatting in the Answer boxes Step One . click on the button that is labeled Format. Next choose Add (the leftmost button on the last row) and this time make the cell contents not equal to.Click in cell B5 and drag down to cell B7 to select all three cells.In the Conditional Formatting window use the pull down arrow to make box 2 read equal to and then in the block to the right of that type the letter B (if that is the correct answer on your worksheet).Click in cell G5 and drag to cell G7. use the Fill Color bucket to fill all three cells with light yellow. Step Nine . and in cell B7 type Which is ¼ yellow?(or your second chosen color). . Continue coloring until the three boxes are colored ¼.Click and drag to highlight all three of the light yellow boxes. On the right side. Click OK to come back to the Formatting window. Step Twelve. and ¾ of the color you are using.Click in the left cell immediately below the first box and type the letter A. Next Click on the Format button and change the color to red. Change the font size to 36. This can be done with the pull down arrow on the font size block. “Type answers in the blocks. and then in the Color block use the pull down to select Bright Green. Step Five .Click on the letter A. then hold down the Ctrl key as you click on each of the other letters. Step Ten .Borders button. Step Six . Click on the down arrow to select a color. Use the font size block on the Formatting toolbar to change them to size 20. Which is ½ blue? (or your chosen color). Use the Font Size box to change font size to 20.

If you can state your grade policy as an equation. As you experiment with using an Excel workbook as a Grade book.The equation above applies my stated grade policy. you have plenty of room and later you may wish that you had recorded more information about what assignment the grade was given for. Legend Legend .You should clearly spell out how you will use grades to determine a student's final grade. Be specific. It is Only shown as an example. Start with 4-5 names and at most two types of grades. you can write an Excel function to do the calculation. This is not shown so that you can copy my information into a spreadsheet.Below you see an image of the beginning of a Grade book Several elements of this image will be discussed one at a time. you should keep it simple. Grade Policy Grade Policy . Our email addresses can be found at the bottom of any of our pages. a grade book for your own classroom management. or modifying. The function above does the following . Your grade book may be more simple than the example below.List each item for which you gave a grade. We purposely used a fairly complicated weighted grading system to illustrate the things that you can do with Excel Send Email to either of the co-founders of Internet4Classrooms if you need specific help in making. An Excel worksheet provides enough room that this information could be included on each Grade book page. Function Equation for determining grades (Function) .

From the Format menu choose Cells 3. Using zero decimal places will allow Excel to round without confusion to some students.In the sample worksheet above the function has been entered into cell M7.5 and students would have the expectation that the grade would round to 76. I used one decimal place.4 (40 %) Project grades Add the two grades (G7+H7) Divide by the number of grades (average) Multiply by 0.1 (10 %) Filling the function into other cells . From the Format Cells window choose Number and then select the number of decimal places you want to use. 2. However. Highlight the column to be formatted by clicking on the letter at the top of the column.49 would round to 75 with zero decimal places.• o o o • o o o • o o o • Test grades Add the three grades (D7+E7+F7) Divide by the number of grades (average) Multiply by 0.5 (50 %) Homework grades Add the four grades (I7+J7+K7+L7) Divide by the number of grades (average) Multiply by 0. In the example above that would be cell M17. Click on the bottom right corner of the cell and drag down to the last cell where the function is needed. . although you may wish to use zero decimal places. To illustrate this consider the following grade: • A grade of 75. Formatting data Averages can be displayed to whatever precision you wish to use. How to format 1. An advantage of using zero decimal places would be to avoid confusion regarding rounding grades. Zero decimal places would keep the grades in a format like they are reported to students. at one decimal place that grade rounds to 75.

2. enter the numbers and letters highlight the entire range from A1 to B5 Go to the Insert menu. The location of the letter grade in the lookup table (2) [because the letter grade is in column 2 in the lookup table] After the equation is entered in N7. The information to the left. 2. select Name and choose Define Give a name to this lookup table. defining the grade scale must be entered in ascending order from top to bottom. 3. 4. and assign a letter grade to the student. This is done with a functioned named VLOOKUP. The equation must specify three elements: 1. for the purpose of assigning a letter grade to the average.Advanced Grade book topics Using a Lookup table Now we will ask Excel to look at the numerical average in column M and compare it to a list which defines the grading scale. The location of the numerical grade to be compared (M7 in the example) The name of the lookup table (grades) 3. I called mine grades Next we will write an equation which will look at a student's numerical average. click and drag to fill the equation down into the remainder of the Grade book . look at a list of grades. 1. The number entered to the left of a letter must be the lowest number grade that would equal that letter grade. Room was left at the top of the Grade book for this purpose.

Managing Grades Excel Grade book: Other Helpful Calculations . .Move to cell G6 and continue the same process until conditional formatting has been set for cells G6 and G7.Microsoft Tutorial . 3.Must get both to get the entire tutorial Microsoft in Education: Excel 2002 . 4. Part one .A List of Online Resources for Excel Grade books 1.PDF Files. Step Four .Scroll to the Grade book section. Microsoft Template Gallery for Teachers Step by step Tutorials . 2.Part Two .University of Wisconsin-Eau Claire .

On the View tab. we must select all of the cells. you can throw away the ones you don’t need. A quick way to add sheets to the workbook is to hold down the Shift key while you tap F11 several times. for example) ‘No. e are going to do two things to each sheet. click in a cell on the left and type (for example) ‘Yes. These things can be done to all sheets at the same time. and spell check on a worksheet is simple.Step Five .As a last step. Go to the Tools menu. Make at least 10 sheets. Open an Excel workbook. or Chapter One. Excel will be in the Microsoft Office folder and can be found by going to the Startmenu in the bottom left corner of your screen. slide down to Options and click one time. then over to Excel. or any other title that says ‘this is the beginning of my story. ‘What was Billy Bob’s answer?’ For the example given.’ and the other (again. but an Excel workbook offers several advantages. Remember. let’s remove the grid lines.Save your work. Click on Sheet 10 (the first sheet). rename the tab. To remove the grid lines. go to the Tools menu. Right-click on any sheet tab and choose Ungroup Sheets. First. Click in the box to remove the check mark and then click OK to return to a blank worksheet. all of the sheets will be in one document. Hyperlinks are what make the branching story possible. Click one time on the Excel icon. Excel is not Word. for example) ‘No. Step Six . Before changing font size. It’s time to write! Double-click the Sheet 10 (first tab) tab and type Start. You must click into a cell on the line below to continue text. An Excel workbook opens with three sheets.’ and then click in a cell on the right and type (again. Writing the story in Excel may not come to your mind at first.’ Each time you compose a part of the story on a worksheet. Writing a Branching Story in an Excel Workbook Give your students a writing assignment that lets them craft several different endings within the same story. hold down the Shift key and click on Sheet 3 (the last sheet). Select All Programs and then slide over to Microsoft Office. Locate the font size box on the Formatting toolbar and use the down pointing arrow to select font size 16. slide down to Options and click one time. in the bottom left corner there is a checkmark by the word Gridlines. They work just like hyperlinks on web pages. in the bottom left corner there is a checkmark by the word Gridlines. Hold down the Ctrl key and tap the A key one time. it does not automatically word wrap at the end of a line. Write the introduction to your story. Name one tab (for example) ‘Yes. keep it short. type a question such as. Below the paragraph. Click in the box to remove the check mark and then click OK to return to a blank worksheet. select all ten sheets. hyperlinks are easy to create. or add more if they are needed. and format the font size to 16.’ Before making the hyperlinks. let’s remove the grid lines from this worksheet.’ . This selects all sheets and we can change them all at once. On the View tab. This will be necessary before making a hyperlink. First. remove the gridlines. rename the tabs where the consequence of the choice will be composed. You will need many more for your branching story.

The Hyperlink automatically reverts to size 10. click on a tab (this must be done one tab at a time) and press the F7 key. To add more sheets. but does not Exit Excel. Do the same thing for the other choice at the bottom of this page. In each pull down menu you will see keyboard commands given in the right side of the window. Continue this process as you compose your story. Copies the selection to the clipboard Paste . go up to the Formatting toolbar and reselect size 16 to match the sheet. right click on the sheet tab and select Delete. If you forget one of these. By using Excel you don’t have to save each individual sheet as a separate document. hold down the Shift key and press the F11 key. When you are ready to Save.Removes the selection from the active document and places it on the clipboard. Next choose the tab name that matches the choice and Click on the OK button. While your cursor is still in the cell with the hyperlink. To check spelling. In the Link to: area select Place in This Document. Keyboard Shortcuts to use with a Windows/PC Computer You can avoid reaching for the mouse if you are familiar with keyboard shortcuts. Commonly used keyboard combinations To use one of these combinations Hold the Ctrl or Alt key down and strike the letter key Ctrl+N Open a new workbook quickly. They are all bundled together in one workbook. . Closes the active window. To remove any sheets not used.Inserts the contents of the clipboard at the insertion Opens a previously saved document. you save the workbook. use the mouse and go to the menu bar. Ctrl+O Ctrl+W Ctrl+C Ctrl+V Ctrl+X Cut.Click on the cell with the first choice and move your mouse pointer to the Insert menu at the top and select Hyperlink.

make text italic or remove italic Redo .Formats selected text. make text bold. Release the held keys when the action is completed Move to the Select the next Select the previous sheet in the previous sheet workbook or workbook in the workbook window Complete a cell entry and move to the right in the selection Move to the next workbook or window Move to the next workbook or window In print preview. or remove bold formatting Italic . move to the first page when zoomed out In print preview. Ctrl+S Ctrl+P Alt+F4 Exit .After an action has been Ctrl+U Underline . location and format. make text undone. This selection can be repeated several times. move to the last page when zoomed out Move between unlocked cells on a protected worksheet Prints the active file. move to the first page when zoomed out Complete a cell entry and move to the left in the selection Start a new line in the same cell Move to the previous workbook or window Complete a cell entry and move down in the selection Cancel a cell entry In print preview.Formats selected text. move to the last page when zoomed out Complete a cell entry and move up in the selection Insert a new worksheet Insert a new worksheet Create a chart that uses the current range Create a chart that uses the Select the entire row Enter the time .Searches for specified text in the active document Bold . Prints the active file. Ctrl+Z Ctrl+Y Undo the last action. it can be reinstated in the underlined or remove underline document. also gives the opportunity to change print options Select the entire column Enter the date Start a formula In print preview. Find .Closes Microsoft Excel. also gives the opportunity to change print options Ctrl+A Ctrl+F Ctrl+B Selects all on the active worksheet. Ctrl+I Saves the active document with its current file name.Formats selected text. Less commonly used keyboard combinations To use any of these combinations hold down the first key(s) and tap the last key one time.point (cursor) or whatever is selected.

From this point forward. Type your name and press the Enter key 6. repeat to hide un hide rows Complete a cell entry and move up in the selection If text is already selected and you want to extend the selection area Extend selection one character to the left in the formula bar. or hide. To find other keyboard combinations check the Excel help index. If you want to move the cursor One character to the right in the formula bar or one cell to the right in the worksheet One word to the right in the formula bar To the end of a document or to the right edge of the formula bar One character to the left in the formula bar or one cell to the left in the worksheet One word to the left in the formula bar To the beginning of a document or to the left edge of the formula bar Extend selection one character to the right in the formula bar. Open a new workbook. Move your cursor into cell E5 9. do not use your mouse 1. this activates the hyperlink Apply the percentage format Hide rows Fill down Apply the outline border Fill to the right Remove outline borders Select the current region around the active cell Insert the Auto Sum formula Display the Format Cells dialog box Show. Insert a new worksheet into the workbook 3. 2. if it is not already open. Paste your name . Move to sheet 2 4. Assignment Leave your browser window open. Move from sheet 2 to sheet 4 8. Move back into cell D4 and Copy your name 7. Open Microsoft Excel. Move your cursor to cell D4 5.current range Insert a hyperlink In a cell with a hyperlink. the Standard toolbar Apply the currency format Hide columns un hide columns Create names from row and column labels Displays all formulas in a worksheet. or one cell to the left in the worksheet Extend selection to the last non blank cell to the right or above a selected cell. or one cell to the right in the worksheet Extend selection to the to the last non blank cell to the left or below a selected cell This list is by no means complete.

All five columns will be highlighted. All columns will adjust in width to fit the data. I recommend saving to the desktop. Your worksheet will probably look somewhat like the one you see below: Step 3. For this activity we will use the following field names: • • • • • First name Last name Subject Class period Average grade Step 2. Place your cursor over the " A " in the column heading and drag to the right unto you reach the " E " column heading. Place the cursor on the light gray line between any two of the highlighted headings. but not required) Pat yourself on the back! Using Mail Merge Preparing a form letter with Word and Excel Two Microsoft Office applications will be required for this task. Enter four lines of data. The first step will be to prepare the data source from which information will be inserted into the form letter. Excel will be used for the data and Word will be used to create the form letter. Remember where you saved it. Close the worksheet. Step 4. Remember to leave your browser window open until this lesson is finished. Create your own or copy what you see below: Step 6. Then open a new blank document Step 8." Continue until each of the field names above have been entered. You have probably gotten one like that in the past. Save the worksheet. A form letter is one in which the body of the letter stays the same but specific information is inserted for/about several different individuals. It is not necessary to begin typing the form letter. go to the File menu and select New . Open Word. . If a new blank document does not automatically open. Step 7. You may start the mail merge process before typing anything.10. Press the Tab key to move to cell B1 and type "Last name. Step 1. Field names must be entered in the cells across row 1. Common field names are First Name. The field names you choose will be determined by the form letter you want to produce. (deserved. Step 5. Open Microsoft Excel. Telephone. Do not worry if the cell is not wide enough. Last Name. Type "First name" in cell A1. A database has field names for each type of information entered. The excel worksheet will take the place of a database. Hide the column your name is in 11. and double-click. and zip code.

As you make selections in this box other selections will become available. Step 10. That brings up the following dialog box. Step 12. Select Active Window. Navigate to the place where you saved the Excel worksheet. Step 13. Step 11. Select Get Data . Go to the Tools menu and select Mail Merge . The Mail Merge Helper dialog box opens. Click on the Create button and choose Form Letter from the drop down dialog box. Change the Files of type: box by clicking on the down arrow and scrolling down to MS Excel Worksheets . so choose Open Data Source from the drop down dialog box. An Open Data Source dialog box will open and you must do two things. You have already created the data source. 1.Step 9. 2. You will not see your saved worksheet yet. The Mail Merge Helper box appears with choice 2 available now that you have made a selection.

Recall that we started with a blank document. Type the following letter. After selecting the worksheet Word asks you to make a selection. To see what mail merge does. Making that selection brings you back to a blank Word document. Do the same in each place where you see text surrounded by the less than and greater than signs. The worksheet opens in the background. The only choice here is Entire Spreadsheet . Many buttons are gray because no field has been inserted into the letter yet. . If I can be of assistance please call Step 18. To the parents of . select the Merge to New Document button on the toolbar. I put a space at the end of the word of and selected Insert Merge Field from the Mail Merge toolbar.Step 14. and Word asks you to make one more selection. Step 17. I did not type . In other words. Notice that a new toolbar. Making that selection will open the worksheet Step 15. Step 16. It is time to produce the letter. At this . has been placed with the toolbars above your document. I did that for emphasis. in my 's average is period class. Of course there are no merge fields there. The words will not show up in Word as purple. Mail Merge. As we approach the end of the first six weeks I wanted to let you know how glad I am to have time me. Open the worksheet that contains the data needed for this form letter. you will Edit Main Document. Select OK . In the first line.

sounds. arrows.Insert a picture from a file. you can not type in the overlap area where you normally place shared characteristics of the things you are comparing. Some obvious uses include: • • • Note to parents Progress report Certificates Using the Insert Tab in Excel 2007 Tables Pivot Table . Column charts are used to compare values across categories. Pivot Table makes it easy to arrange and summarize complicated data and drill down on details.Summarize data using a Pivot Table.Insert Clip Art into the document. Pie . Shapes . or the cursor is in or adjacent to the data.Insert a column chart. pressing F11 automatically creates a column chart. Since we entered four names in the worksheet. At the bottom right corner of the Word window you will find up and down arrows that allow you to move to from one letter to another.Insert a line chart.Insert a pie chart. Charts Column .Insert a Smart Art graphic to visually communicate information. You can also use the keyboard shortcut Ctrl + T to create a table.Step 19. SmartArt . including movies.Insert ready-made shapes. Possible uses Any letter or document that needs to be sent to multiple recipients is a good candidate for a mail merge. Smart Art graphics range from graphical lists and process diagrams to more complex graphics. four letters will be produced.Create a table to manage and analyze related data. such as Venn diagrams and organization charts. Illustrations Picture . filter. If chart data is selected. For example. Table . Use a pie chart when . Pie charts display the contribution of each value to a total. flow chart symbols. Tables make it easy to sort. Caution! Using the SmartArt version of a Venn diagram does not make use of everything you may want to do with a Venn. To make a true Venn you should use the circle tool in Shapes. or stock photography to illustrate a specific concept. and format data within a sheet. lines. Line . Clip Art . Line charts are used to display trends over time. such as rectangles and circles. and callouts.

Change the colors for the current theme. such as one from a certified Microsoft partner. In Office 2007 you can also create a text box by using the Paste as Picturefeature when on the Home tab.Insert characters that are not on your keyboard. You can also use the keyboard shortcut Ctrl + K to create a hyperlink. also known as an X Y chart.Insert an embedded object. Diagonal Arrow . and effects. Caution: if you are a long-time user of Word Art you may be a bit disappointed in the 2007 version . Other Charts . bubble.Click on the arrow in the bottom right corner of Charts to see the Insert Chart dialog box to see all of the available charts. Inserting a digital signature requires that you obtain a digital ID. Fonts . Area charts emphasize differences between several sets of data over a period of time. Effects . fonts. Colors . such as copyright symbols. Header & Footer . The information in the Header or Footer will appear at the top or bottom of each printed page. doughnut. Bar charts are the best chart type for comparing multiple values.values can be added together or when you have only one data series and all values are positive. surface. Scatter . a picture. Area . Some objects supported are Adobe Acrobat documents. Even Times New Roman has a large number of symbols and foreign letter characters which can be inserted. This is way beyond Wingdings or Webdings. Microsoft Equation. WordArt . paragraph marks.Insert an are chart.the choices are a bit tame. Bar . Page Setup . an e-mail address or a program.Insert a stock. and Unicode characters. Use a Scatter chart when the values being charted are not in X-axis order or when they represent separate measurements. Symbol . and several others.Change the fonts for the current theme.INsert a signature line that specifies the individual who must sign. Signature Line . Object . trademark symbols. This type of chart compares pairs of values.Insert a Scatter chart.Change the overall design of the entire document.Create a link to a Web page.Change the effects for the current theme. including colors. Using the Page Layout Tab in Excel 2007 Themes Themes . Photoshop Elements images.Insert decorative text in your document.Edit the Header or Footer of the document. or radar chart. Text Text Box .Insert a bar chart. Links Hyperlink .Insert a text box that can be positioned anywhere on the page.

Showing makes numbers in columns or rows easier to read or edit.Choose an image to display as the background of a sheet. Print Titles .Click on the arrow in the bottom right corner of Sheet Options to see the Page Setup dialog box (Sheet tab selected. Diagonal Arrow . These lines will not print unless the Print box is checked.Mark a specific area of the sheet for printing. Height . three other tabs are available) Arrange Bring to Front .Specify where a new page will begin in the printed copy. Orientation . Print Area .Show row and column headings. click on More Paper Sizes.Click on the arrow in the bottom right corner of Page Setup to see the Page Setup dialog box (Page tab selected.Margins .048. Hiding gridlines is useful if you are making a graphic organizer in Excel.Select the margin sizes for the entire document or the current selection. . Scale .Switch the pages between portrait and landscape layouts.Choose a paper size for the current section.Specify rows and columns to repeat on each printed page. Diagonal Arrow .Stretch or shrink the printed output to a percentage of its actual size.Show. Row headings are the row numbers on the side of the sheet that range from 1 to 1. Breaks . Size . Headings . three other tabs are available) Scale to Fit Width .Shrink the width of printed output to fit a maximum number of pages. To apply a specific paper size to all sections of the document. Page breaks are inserted above and to the left of the selection. Column headings are the letters that appear above the columns on a sheet that range from A to XFD.Click on the arrow in the bottom right corner of Scale to Fit to see the Page Setup dialog box (Page tab selected. three other tabs are available) Sheet Options Gridlines .576.Bring the selected object in front of all other objects so that no part of it is hidden behind another object. or hide. Background . The maximum width and height must be set to "Automatic" to use this feature.Shrink the height of printed output to fit a maximum number of pages. Diagonal Arrow . This is also found on the View tab of an Excel Workbook. the lines between rows and columns in the sheet.

The keyboard shortcut to insert a function is Shift + F3. The keyboard shortcut to access the name manager is Ctrl + F3. delete. Date and Time .Rotate or flip the selected object. Recently Used .Browse and select from a list of date and time functions. edit. Logical .Send to Back . More Functions .Align the edges of multiple selected objects. and find all the names used in the workbook.Display the sum of the selected cells directly after the selected cells.Edit the formula in the current cell by choosing functions and editing the arguments.Browse and select from a list of recently used functions.Show the Selection Pane to help select individual objects and to change their order and visibility. Defined Names Name Manager .Create. Rotate . Selection Pane .Click here to send the selected object back one level or to the back of all objects.Browse and select from lists of statistical. Using the Formulas Tab in Excel 2007 Function Library Insert Function . engineering.Browse and select from a list of financial functions.Browse and select from a list of math and trigonometry functions.Browse and select from a list of lookup and reference functions. Math and Trig . AutoSum .Group objects together so that they can be treated like a single object. and information functions. . Align . Text .Browse and select from a list of text functions.Browse and select from a list of logical functions. Group . Financial . Lookup and Reference . cube. You can also center the objects or distribute them evenly across the page. The keyboard shortcut for autosum is Alt + = .

This will show arrows that indicate what cells are affected by the value of the currently selected cell.Name cells so that you can refer to them in formulas by that name.Display the formula in each cell instead of the resulting value. The keyboard shortcut to create from selection is Ctrl + Shift + F3." Names can be used in formulas to make them easier to understand. The values are displayed in a separate window that remains visible.This will show arrows that indicate what cells affect the value of the currently selected cell. the new values are calculated immediately. Calculate Now .Defined Name . Create from Selection . Use in Formula .Monitors the values of certain cells as changes are made to the sheet. any time you change a value that affects other values. By default. The keyboard shortcut to show formulas is Ctrl + '. Using the Data Tab in Excel 2007 Get External Data From Access . Watch Window .Launch the Evaluate Formula dialog box to debug a formula by evaluating each part of the formula individually. Evaluate Formula .Automatically generate names from the selected cells. This is only necessary if automatic calculation has been turned off. Formula Auditing Trace Precedents . The keyboard shortcut to calculate sheet is Shift + F9. Remove Arrows .Choose a name used in the workbook and insert it into the current formula.Specify when formulas are calculated.Calculate the current sheet now. . Error Checking .Check for common errors that occur in formulas.Import data from a Microsoft Access database. Show Formulas . you might name the cells A20 to A40 "Expenses. regardless of what area of the workbook is shown. Calculation Calculation Options . The keyboard shortcut to calculate now is F9.Calculate the entire workbook now. For example.This will remove the arrows drawn by Trace Precedents or Trace Dependents. Trace Dependents . Many people choose to use the text in the top row or the leftmost column of a selection. This is only necessary if automatic calculation has been turned off. Calculate Sheet .

Specify how cells connected to a data source will update. The keyboard shortcut to reapply is Ctrl + Alt + L . Once filtering is turned on. Reapply . Filter . From Text .Connect to an external data source by selecting from a list of commonly used sources. This command will be unavailable if the workbook does not contain linked information. you can separate a column of full names into separate first and last name columns.Import data from other data sources. Advanced . Edit Links .Import data from a web page.Sort the selection so that the highest values are at the top of the column.Reapply the filter and sort in the current range. Connections .Clear the filter and sort data for the current range of data. Clear .Launch the Sort to sort data based on several criteria at once. Connections Refresh All . From Other Sources . Sort & Filter Sort A to Z . Sort Z to A .Data Range Properties .This is used to break a link to an external reference.Enable filtering of the selected cells. Sort . For example.Specify complex criteria to limit which records are included in the result set of a query.Import data from a text file. click on the arrow in the column header to choose a filter for the column. Data Tools Text to Columns . In Word you would use this feature to convert the selected text into columns .Display all data connections for the workbook. New or modified data in the column won't be filtered or sorted until you click Reapply. Data connections are links to data outside of this workbook which can be upgraded if the source data changes.Separate the contents of one Excel into separate columns. The keyboard shortcut to Refresh All is Ctrl + Alt + F5. The keyboard shortcut to filter is Ctrl + Shift + L . what contents from the source will be displayed.From Web . Existing Connections .Sort the selection so that the lowest values are at the top of the column. and how changes in the number of rows or columns in the data source will be handled in the workbook.Update all the information in the workbook that is coming from a data source. Properties .

Subtotal . or scenarios.Tie a range of cells together so that they can be collapsed or expanded.Try out various values for the formulas in the sheet.Ungroup a range of cells that were previously grouped.Delete duplicate rows from a sheet. this tab disappears. Consolidate . If you want to collapse the ribbon so that none of the buttons are displayed.Combine values from multiple ranges into one new range. Show Detail . Diagonal Arrow . You can specify which columns should be checked for duplicate information. Tip: If you are unsure what the function of a feature is.Expand a collapsed group of cells.Collapse a group of cells. Ungroup . you could reject sates or numbers greater than 1000.Total several rows of related data together by automatically inserting subtotals and totals for the selected cells. and switch between them. You c an also force input to be chosen from a dropdown list of values you specify. let your cursor hover over the button (in Excel) to see a pop-up box explaining the feature. double-click the name of the tab. The keyboard shortcut to Group is Shift + Alt + Right. What-If Analysis . Outline Group . As soon as the shape is deselected. Remove Duplicates . Using the Drawing Tools Tab in Excel 2007 This tab only appears when a shape is selected.Click on the arrow in the bottom right corner of Outline to see the Settings dialog box.at each comma. Scenario Managerallows you to create and save different groups of values. period. `Data Validation . Goal Seek will find the right input when you know the result you want. Data Tables allow you to see the results of many different possible inputs at the same time. Hide Detail . For example. Insert Shapes . The keyboard shortcut to Ungroup isShift + Alt + Left .Prevent invalid data from being entered into a cell. or other character you specify.

width. picture. Shape Styles Styles .Click on the down arrow (outlined in red in this drawing) to see all of the available shapes. glow. width. or texture.Apply a visual effect to the selected shape. Edit Shape .Fill the text with a solid color. Text Effects . and line style for the outline of the text. gradient.Shapes . reflection. Shape Fill .Insert a text box that can be positioned anywhere on the page. picture. glow.Specify the color.Click on the down arrow (outlined in red in this drawing) to see all of the available shapes styles. such as shadow. Text Outline . convert it to a freeform shape. gradient. Text Fill . or edit the wrap points to determine how text wraps around the drawing.Apply a visual effect to the text.Specify the color. or 3-D rotation. or texture. such as shadow.Fill the selected shape with a solid color. and line style for the outline of the selected shape. or 3-D rotation. reflection.Change the shape of this drawing. Text Box . Arrange . Shape Outline . WordArt Styles Styles -Click on the down arrow (outlined in red in this drawing) to see all of the available WordArt styles. Shape Effects .

Size Height . Hiding gridlines is useful if you are making a graphic organizer in Excel.Change the height of the shape or picture.View the rulers used to measure and line up objects in the document. These lines will not print unless the Print box is checked.Show.Rotate or flip the selected object.Open the Message Bar to complete any . the lines between rows and columns in the sheet.Change the width of the shape or picture. Use this view to see where pages begin and end.View the document in Normal view. or hide.Group objects together so that they can be treated like a single object. and to view any headers or footers on the page.Bring the selected object in front of all other objects so that no part of it is hidden behind another object.View the document in full screen mode. you can apply it to the document by selecting it from the list of available custom views. Message Bar . Showing makes numbers in columns or rows easier to read or edit.Bring to Front .View a preview of where pages will break when this document is printed. Custom Views . Send to Back . Show/Hide Ruler . Page Break Preview . Page Layout . Rotate . let your cursor hover over the button (in Excel) to see a pop-up box explaining the feature. double-click the name of the tab. Once you have saved the current view. Full Screen . You can also center them or distribute them evenly across the page. Using the View Tab in Excel 2007 Tip: If you are unsure what the function of a feature is. Selection Pane .Align the edges of multiple selected objects. Width . Workbook Views Normal . Align .View the document as it will appear on the printed page.Save a set of display and print settings as a custom view. Gridlines . If you want to collapse the ribbon so that none of the buttons are displayed.Show the Selection Pane to help select individual objects and to change their order and visibility. Group .Send the selected object behind all other objects.

Split . Arrange All . Zoom to Selection . Window New Window .View the formula bar in which you can enter text and formulas into cells. click window.View the list of macros. 100% . .576. Column headings are the letters that appear above the columns on a sheet that range from A to XFD. the documents being compared side-by-side so that they share the screen equally. The keyboard shortcut for viewing macros is Alt + F8.Show row and column headings. You windows as a workspace so that it can be restored can use this feature to view multiple distant parts later.required actions on the document.Hide the current window so that it Switch Windows . from which you can run. or delete a macro. the Unhide button.Open a new window containing a view of the current document. turn on View Side by Side. Using the Chart Tools Tab in Excel 2007 Type Change Chart Type .Synchronize the scrolling of two documents so that they scroll together. turn on View Side by Side.Keep a portion of the sheet Reset Window Position . Formula Bar .Split the window into multiple resizable Save Workspace . Zoom Zoom . you can also use the zoom controls in the status bar at the bottom right portion of the window to quickly zoom the document. This can help you to focus on a specific area of the worksheet.Zoom the worksheet so that the currently selected range of cells fills the entire window.Save the current layout of all panes containing views of your worksheet.Switch to a different currently open cannot be seen.Tile all open program windows side-by-side on the screen. This is also found on the Page Layout tab of an Excel Workbook. create.Zoom the document to 100% of the normal size.Reset the window position of visible while the rest of the sheet scrolls.View two worksheets side-by-side so that you can compare their contents. Macros Macros . Hide . To bring the window back.Unhide and windows hidden by the Hide Windows feature. Unhide . of your worksheet at once. View Side by Side . In most cases.Change to a different type of chart. Headings . Synchronous Scrolling .Open the Zoom dialog box to specify the zoom level of the document.048. To enable this feature. Freeze Panes . Row headings are the row numbers on the side of the sheet that range from 1 to 1. To enable this feature.

Swap the data over the axis. Location Location .To see all layouts click on the down arrow at the bottom right of this section. an effective way to display the chart is one column at a time.Change the data range included in the chart. Chart Layouts Chart Layouts . Chart Styles Protect Sheet . legends and other information will be located. Select Data . There are six distinct styles and each is available in one of eight color schemes. Animate an Excel '07 Chart in PowerPoint '07 Excel charts aid in the interpretation of data.Save as Template . Data Switch Row/Column . the button is outlined in red in the image above.Save the formatting and layout of this chart as a template you can apply to future charts. .To see all styles click on the down arrow at the bottom right of this section. Data being charted on the X axis will move to the Y axis and vice versa. the button is outlined in red in the image above.Move this chart to a new sheet or to imbed the chart as a smaller object in any other sheet of the workbook. There are eleven layouts available and a smsall thumbnail of each is given showing where titles. If you are displaying the chart in a PowerPoint show.

Step 5 . or right-click and select copy. Copy the chart. the chart was not selected before you went to this step. (Note: some animations will not work for chart animation. Click on the chart one time andAdd Effect will be available. If Add Effect is grayed out. For this module. Use the method that you are most comfortable using. click in the white area surrounding the chart to select the entire chart.Open PowerPoint and select blank slide for slide one.On the Animations tab.Create a chart in Excel. Select Entrance and then Checkerboard. or click on the Paste icon in the Clipboard area of the Home tab. or click on the copy button on the Home tab in the Clipboard area. After trying the recommended effect. If you do not see Checkerboard click on More Effects.A Custom Animation pane opens on the right side of your screen.After the chart has been created. a chart on Memphis rainfall was created. select Custom Animation in the Animations area of this tab. If you need assistance with that step.Step 1 . go back and try some others. Step 2 . Step 3 . right-click and select Paste. hold down the Ctrl key and tap on the V key one time.) . Paste the copied chart onto the slide. take a look at an online module on the topic. Use the method that you are most comfortable using. Step 4 . hold down the Ctrl key before you tap the C key.

Click on the down arrow at the right end of the rectangle. select the Chart Animation tab.Step 6 .When the Effect Option dialog box pops-up. a rectangle with a green star appears just below the effect speed block. and then a click would display all of the yellow bars By category would display both bars in a month. Step 7 . here is what the choices would mean: By series would display all of the red bars at once. and then a click would display the next month By element in series would display the January red bar and then a click would display the February red bar By element in category would display the January red bar and then a click would display the January yellow bar . Using the chart seen below step 1 above. What you select next depends on how you want the columns to appear on the chart.After selecting the effect. and choose Effect Options.

but I prefer to have the basic chart grid on the slide as soon as the slide is displayed.Step 8 . That is just personal preference however. click in the box labeled Start animation by drawing the chart background to deselect that option. Data can be entered without the headings I entered in row 1. When data has been entered and your cursor is immediately below the entered date.Before you click OK in the window seen above. For this example I took a survey of my class asking them to name their favorite fruit. You may try it both ways. . press the F11 key on the top row of your keyboard.Data entry . Using Excel 2007 to Create a Chart or Graph Step 1 . Step 2 .Note: this chart will be created without using the Chart Wizard.Creating the chart .Enter data collected with your survey.

(This image has been simplified to fit the page) Step 3 . the Chart Tools. click on the chart one time. The new Office 2007 tabs allow you to quickly make those changes. click on the Chart Tools tab at the top of the ribbon. Click away from the chart and this tab will disappear.Changing the chart type .Click on the change Chart Type button on the left to see all of the available chart types. To see the tab.Step 4 . . As soon as the chart is created.Viewing the Chart Tab . a new tab appears on the ribbon.There are things that you probably wish to change about the chart. To bring it back.

the third section from the left is named Chart Layouts.Changing Chart Layout . you can quickly change to another chart type. However. The list of available types does not disappear until you close the dialog box by clicking on the OK button or the Cancel button. Step 4 . one time on the button to see layouts.One of the changes you probably wanted to make was to add a title to the chart that the F11 key made. Chart type must be clicked to make a change.In Office 2007 many changes can be viewed without clicking. On the Chart Tools tab. Click . Near the bottom right portion of that area you will see a small button which will allow you to see all available layouts.

On the Chart Tools tab the next area is named Chart Styles.Column Chart Layouts -----Pie Chart Layouts Step 5 . . Near the bottom right portion of that area you will see a small button which will allow you to see all available styles.Changing the Chart Style . To see all available styles. click one time on the button.Four dozen different styles are available.

Column Styles Pie Styles Finished Chart .

In the Font area. select All Borders. Click on the letter E in cell B2. . All letters should now be highlighted. Click on the number 1 in gray (row heading). Put your cursor on the line between any two column headings.50 (50 pixels). leave your mouse button depressed and drag over to column heading F. Put your cursor on the line between any two row headings.00 (54 pixels). On the Home tab in the Alignment section select Middle align and Center align (highlighted in amber in the image below) In the Font area. [I made the columns narrow. Open Excel and type the letters above in the same places you see them. click on the down arrow to the right of the border button to display border choices. but you can wait on that] • • • • • • • • Click on the letter A in gray (column heading). click and drag until Excel informs you that you have a column width of 7. leave your mouse button depressed and drag to the letter a in cell E5.Making an Interactive Crossword Puzzle with Excel '07 Let's make a crossword puzzle that will tell your students if they type the right letters or not. click and drag until Excel informs you that you have a column height of 37. and select 24 in the size box. leave your mouse button depressed and drag down to row 6. We will start with four small words which form a square.

depress the Ctrl key and leave it depressed until you have clicked on all squares that do not have letters in them. • • Click in cell A1 (on your Excel worksheet. not on the picture above).] . Now click and drag another line of cells. (Note: The last cell selected will be outlined in black. and click on the Fill Color button in the Font section of the Home tab.The next step will be to color all of the squares without letters in them. [I selected yellow. until all are highlighted. If you click and drag you must release the mouse button at the end of a line (but do not release the Ctrl key). but not filled with the highlight color. It is selected) Release the Ctrl key (but do not click on the worksheet).

Select cell B2 and select New Comment in the Comments area of the Review tab. Final Step! This step is what makes the puzzle interactive. This one will require a clue for across and a clue for down. to serve as a clue to the word. Put them in the same comment with an empty line between the two clues. • • First. • Click on the letter e in cell B2. . the letter will turn red when the student hits the Enter key. Highlight anything that is already in the comment box and type the clues. If a student types the wrong letter in a box. • Continue until you have clues written for each word.Two steps to go! Next you will add comments at the starting letter of each word. This process is called setting conditional formatting. the letter e.

click on the conditional formatting button. On the right side click on the down arrow to select the formatting you wish to use.In the Equal To window select the letter e (if that is the correct answer on your worksheet) in the Format cells that are EQUAL TO block. .• • In the Styles area on the Home tab. To select a specific color. but I think Blue shows up better. select Custom Format and make the changes you want. Slide down to Highlight Cells Rules and then slide over and down to Equal To and click one time. . Some people use Green for a correct answer. Step Three .

Use the pull down menu to change greater than to not equal to and enter the same letter you entered in the process above. Make the formatting color different from the correct answer formatting. click on the format button to open the same window shown two images above. .Come back to the Styles area on the Home tab. This time. After changing the cell value. slide down to More Rules and click one time. Red is a good choice for a wrong answer. click on the conditional formatting button. Select another letter and continue the process until each of the letters have been formatted.

leave your mouse button depressed and drag to the letter a in cell E5. Put your cursor on the line between any two row headings. In the Font area. Open Excel and type the letters above in the same places you see them. Click on the letter E in cell B2. click and drag until Excel informs you that you have a column width of 7. Making an Interactive Crossword Puzzle with Excel '07 Let's make a crossword puzzle that will tell your students if they type the right letters or not.Save your work. [I made the columns narrow. Put your cursor on the line between any two column headings. but you can wait on that] • • • • • • • • Click on the letter A in gray (column heading). We will start with four small words which form a square. click and drag until Excel informs you that you have a column height of 37. . save your puzzle as a template. leave your mouse button depressed and drag down to row 6. If you want to avoid having a student change your work accidentally. All letters should now be highlighted. select All Borders. On the Home tab in the Alignment section select Middle align and Center align (highlighted in amber in the image below) In the Font area. click on the down arrow to the right of the border button to display border choices. and select 24 in the size box.00 (54 pixels).50 (50 pixels). Click on the number 1 in gray (row heading). leave your mouse button depressed and drag over to column heading F.

until all are highlighted. It is selected) Release the Ctrl key (but do not click on the worksheet). • • Click in cell A1 (on your Excel worksheet. (Note: The last cell selected will be outlined in black. Now click and drag another line of cells.The next step will be to color all of the squares without letters in them.] . If you click and drag you must release the mouse button at the end of a line (but do not release the Ctrl key). and click on the Fill Color button in the Font section of the Home tab. not on the picture above). [I selected yellow. depress the Ctrl key and leave it depressed until you have clicked on all squares that do not have letters in them. but not filled with the highlight color.

Select cell B2 and select New Comment in the Comments area of the Review tab. . • • First. If a student types the wrong letter in a box. Put them in the same comment with an empty line between the two clues. • Click on the letter e in cell B2. This one will require a clue for across and a clue for down. Final Step! This step is what makes the puzzle interactive.Two steps to go! Next you will add comments at the starting letter of each word. the letter will turn red when the student hits the Enter key. This process is called setting conditional formatting. to serve as a clue to the word. Highlight anything that is already in the comment box and type the clues. the letter e. • Continue until you have clues written for each word.

. but I think Blue shows up better.In the Equal To window select the letter e (if that is the correct answer on your worksheet) in the Format cells that are EQUAL TO block. click on the conditional formatting button. select Custom Format and make the changes you want. Slide down to Highlight Cells Rules and then slide over and down to Equal To and click one time. . Some people use Green for a correct answer. Step Three . To select a specific color.• • In the Styles area on the Home tab. On the right side click on the down arrow to select the formatting you wish to use.

slide down to More Rules and click one time. Use the pull down menu to change greater than to not equal to and enter the same letter you entered in the process above. Make the formatting color different from the correct answer formatting. click on the format button to open the same window shown two images above. After changing the cell value. click on the conditional formatting button. Red is a good choice for a wrong answer. Select another letter and continue the process until each of the letters have been formatted.Come back to the Styles area on the Home tab. . This time.

. Any image that you find could be used for this activity. Find an image that your students could label. or transmit the worksheet to aomeone else. I used the select key to draw a box around the part of the image that you see below. Use this worksheet for practice in your own classroom.Save your work. I created my own image to use for a background. To make modifications to the image. Because of that concern. Inserting an image into the background of an Excel Worksheet Office 2007 version You can make your own practice worksheet to help students review a concept. If you want to avoid having a student change your work accidentally. Make sure the entire image can be seen on your screen and then capture a screen shot of your desktop. paste into Paint. found just to the right of the F12 key on many windows based computers. For this explanation we have chosen to use the four quadrants of the Cartesian coordinate plane. If you have an interactive whiteboard the elements you draw onto the worksheet could be dragged into place by students in a review activity. save your puzzle as a template. That is done by pressing the Print Screen key. Caution! If you select an image whose copyright is owned by someone other than yourself you should not post your work on the web for all to see. If you can find contact information for the copyright owner of the image. make contact explaining how you want to use the image.

In Paint I used the eraser to remove everything that was outside the heavy black box around the four quadrants. .

Copy the selected object. leaving white space around all four sides. I saved mine to the Desktop so I could find it easily. If you are using Windows Vista the Paint application has a Crop option. Save this image where you can find it. The worksheet needs to locate an image stored on your computer to insert into the background of a sheet. .While you are still in Paint the coordinate plane. or whatever image you are using. Paste the image into the new window. Leave white space around the image and save it. Before putting the image in the background. remove the gridlines. needs to be saved as in image. Your worksheet still has cells. Using the Select tool. In the Sheet Options area of the Page Layout tab deselect View under the heading Gridlines. use the Select tool to draw a box around the image. The sheet is now solid white. From the File menu get a new paint window and do not maximize the window. draw a box around the image. If you are using any other version of Paint. You can not copy the plane and paste it into Excel as a background. Open an Excel workbook. but the grid lines are not visible.

If you are unfamiliar with using the fill feature of Excel. click on the Background button in the and then select Picture. Navigate to the location where you saved the image you made in Paint and click select. take a look at a tutorial on using auto-fill.After removing the gridlines go to the Page Setup area which is also on the Page Layout tab. Using Excel '07 to Make a Custom List A time saving feature in Excel is to fill information into other cells. Close the window when you have reviewed that information to return to this page. color them and move them onto the coordinate plane for students to identify the ordered pair. producing thousands of coordinate planes One way to use a background like this is to draw small circles. . The background will tile from one end of the worksheet to the other.

Excel will fill an equation. blue. . or function. Excel fills data into cells using the custom lists defined in Excel. that you have created in one cell and apply that equation to other cells in your worksheet. (2) Highlight the elements of your list. (3) Click on the Office button. One number would not be enough to define a pattern. (1) Using the Roy G Biv acrostic that you probably learned in science.The first step in creating a custom list is to type the list exactly as you want it. (red. This module will use two examples to show how this is done. Making a Custom List for Colors of the Spectrum . (4) When the Excel Options window opens. green. as well as numbers (if Excel can see the pattern). colors of the spectrum and students in a class. To see the defined lists click on the Office button in the top left corner and slide down to click on Excel Options in the bottom right of the Office window. yellow. You may add other custom lists. Dates can be filled into other cells. violet). orange. select Edit Custom Lists. type the colors of the spectrum. In the bottom right corner click on Excel Options.

Notice that Excel identifies the range of data to be included in your list.If you must type lists of students over and over. (1) Type the list of student names. In the bottom right corner click on Excel Options. You have added a new custom list. However. and then drag down. (It is not necessary to click on the Add button. (6) Click OK to close the window. make two custom lists. selecting the Import button adds the list.(5) Click on the Import button. adding them to a custom list would be a good solution. (It is not necessary to click on the Add button. You have added a custom list of student names. Office '07 will allow a comma to separate last name from first name. For this example I will only type a small number of students. Try it! Making a Custom List of Students in your Class . Notice that Excel identifies the range of data to be included in your list. (5) Click on the Import button. and begin the lists with the wordsboys or girls. (6) Click OK to close the window. If you must submit names of boys and girls separately. select Edit Custom Lists. (Note: Previous versions of Office would not allow you to include a comma within a name. You have added a new custom list.) (7) Click OK to close the window.) (7) To use this list I type the word red. selecting the Import button adds the list. (3) Click on the Office button. if you have set your version of Excel to save files as Excel 97-2003 rather than the default Excel Workbook you may not use commas. Changing the Save option puts Excel into Compatibility Mode which disables some features of Office 2007. That's the word I would start with whenever I want to fill down a list of students. . click on the fill block (bottom right corner of the cell) to see the fill cursor.) (2) Highlight the names in your list. I will type the word Students at the top of the list. (4) When the Excel Options window opens.

In the entry above one student (Cheri Carter) left the class and two students (Brenda Baker and Hermoine Hinkle) moved into the class. select Edit Custom Lists. . In the bottom right corner click on Excel Options. (3) Click on the list you want to edit. (1) Click on the Office button. To keep your list current. Don't leave blank lines between entries. (5) Click OK to save changes to the custom list. (4) In the List entries box add or remove names as needed. (2) When the Excel Options window opens. you may edit the list from the Options window. That's a fact of life that teachers must deal with. At the end of the year highlight the list and click on theDelete button to get ready for your next crew.Editing a Custom List .Students move.

This is the drawing cursor. When the worksheet opens. This module will not use the pre-designed Venn. This is not a click and drag operation. On the View tab in the Show/Hide section there is a checkmark in the box named Gridlines . Step Two [draw a shape] . On the Insert tab in the Illustrations area. We will use the Oval shape which is the second shape on the first row of the Basic Shapes list. On the Page Layou t tab in the Sheet Options section there is a checkmark in the box named View under Gridlines . This can be done by using the Page Layout tab or the View tab.Open Excel. we will use Shapes to create our own. Click on Shapes in the Illustrations section to see all available shapes.Select the Insert tab by clicking on the word Insert below the Quick Access toolbar. The cursor changes to a slender plus sign or cross hair shape. To make a perfect circle. Click on the checkmark to deselect that option and you will remove gridlines from the worksheet. . Click and drag diagonally to draw a circle that fills the left half of the worksheet.Using Excel '07 to Make a Venn Diagram Excel 2007 has a large number of graphic organizers built in. click on Smart Art to see the large number of graphic organizers possible with the new Office 2007. Step One . Release the mouse button before you release the Shift key or the shape will be an oval rather than a circle. hold down the Shift key with one hand while you drag the drawing cursor. remove the gridlines. Click on the oval and release the mouse button. One of the thirty-one available organizers in the Relationship subdivision of Smart Art is a Venn diagram. Move the cursor onto the blank worksheet.

Hold down the Ctrl key and press the D key one time to duplicate the shape. However. but it involves only one step rather than two.Rather than drawing another circle we will make an exact duplicate of the one that was just drawn.Click and drag the new circle to the right until the circles overlap in the classic Venn format. but you can not see the overlap because both circles are full of color. . Step Four [move the shape] . The circles overlap.[ this image has been simplified ] Step Three [duplicate the shape] . the Excel ribbon changed to display a new tab. With both circles selected. the Format tab under the Drawing Tools . If the circle is not selected (a thin blue line makes a box around the chape when it is selected) click one time on the circle to select it. When you drew the first circle. the Drawing Tools will still be only a click away. click on the Shape Fill button in the Shape Styles area select No Fill . That is the same as copy and paste. If you have clicked away from the circles you will move back to the last tab selected. Hold down the Shift key and click on the circle that is not selected. This allows you to select both of the circles and format them at the same time. Step Five [format the shape] .To make our Venn diagram ready to use we must remove the color from both circles.

Step Six [use the Venn diagram] . To select any cell to begin typing. click into the cell and type. . cell H13.The black rectangle below is a cell on the worksheet.

Scroll down to the Relationship list and select Basic Venn . I removed one of the circles to make a Venn similar to the one we drew.Note: Office 2007 does have a Venn Diagram ready to use. look in the Illustrations section and click on Smart Art . . Select the Insert tab. a three circle Venn diagram.

To make changes to how Excel operates in earlier versions of Office you went to the Tools menu and then selected Options.xls file but will not set Excel to Compatibility Mode. Changing Excel to Compatibility Mode If you send Excel files as attachments. When the Excel Options window opens.xls file with Excel 2007 you will be working in Compatibility Mode when using that file.xls file extension. Click on the down arrow and select Excel 972003 Workbook.xlsx file extension which can only be read by Office 2007. The next time you open Excel 2007 you will see a notation in the title bar that you are in Compatibility Mode. If you open the . This means that any file you save will have the older file extension and can be read by someone with an earlier version of Microsoft Office.This Venn diagram is not as flexible as the one we drew and seems to be more for displaying large ideas rather than brainstorming comparisons of two things. and wish for someone who does not have Office 2007 to be able to open the attached file.xlsx extension. If you do not want to set your Excel 2007 to Compatibility Mode you can still change the file type in the Save As dialog box. Office 2007 saves Excel files with a . Earlier versions of office saved Excel files with a .xls rather than the 2007 . you must change the way Excel saves the file. Below File nameyou are given a chance to Save as type. All future files that you save will have the file extension . but the Default mode is not changed. . In Office 2007 you start with the Office button to make those changes. Changing Excel to Compatibility Mode . This will save the file as a . click on Save in the list of options on the left and use the pull down arrow to select Excel 97-2003 Workbook.

On the other hand. Excel will display the number of rows and columns in a worksheet. when using Excel in Compatibility Mode you have only slightly more than sixteen million cells available on a single worksheet (16.869. John.One worksheet in the new excel can have 1.576 rows and 16. you can not use a comma to seperate the names. If you leave your mouse button depressed.777.Excel can be used to make a custom list of students. For example. Excel in Standard Mode If you "do the math" you will discover that one Excel worksheet contains over seventeen billion cells (17.What you lose in Compatibility Mode Number of Rows and Columns . To verify this. If any earlier version of Excel is used to make such a list.216 to be exact). .384 columns. This feature is explained in a module posted at Internet4Classrooms.048. and if you wish to have student's names listed last name first.179.164 to be exact). That means that a single worksheet could contain the names of every person who is alive on Planet Earth as well as the names of every person who ever lived on our planet (if such data was available). Excel in Compatibility Mode Comma Delineated Names . John Doe's name must be listed Doe John rather than Doe. click on the blue rectangle located to the left of the A in the column heading row and above the 1 in the row number column. The same is true for Excel 2007 in Compatibility Mode. The comma will cause earlier versions of excel to consider the entry as two separate names. To list student names with commas (as seen below) Excel must be in Standard Mode.

Open an Excel Workbook. The grid is now basically square. .00 (60 pixels). Those rows should all be highlighted. even cell B2.Use Excel '07 to Make an Interactive Practice Sheet using Conditional Formatting The picture above shows what an Excel worksheet would look like for the activity described below. Step Two . Click in Row heading 1 and drag down to row heading 12. although it is still white).Draw a border around the cells with the Border button which is found in the Font area on the Home tab. Four cells are now selected (yes. Click and drag the cursor down until you see Height: 45.Click in cell B2 and drag right one cell and then down one cell. Step One . Place your cursor between any two row header numbers and you will see it change into a heavy line with arrows pointing up and down.

and ¾ of the color you are using.The next thing to do is to color the boxes of four with two colors.Click on the down arrow to the right of the Borders button and choose the one that looks like four boxes. Continue coloring until the three boxes are colored ¼. and make the remaining block ¾ of the selected color. Click on the down arrow to to the right of the paint bucket to select a color. When you fill them with color make one block ¼ of the selected color. Click in one cell to start the process. ½. and then once again starting in cell H2. Step Four. This button is named All Borders. The coloring tool is also found in the Font area on the Home tab. Next. . When you are finished you should have three sets of four boxes across rows 2 and 3. click on the More Colors area at the bottom of the color palette.Repeat the above process starting in cell E2. Step Three . If you don't like the Theme Colors. select a second color and fill the remaining fractions of the three blocks with the second color. This tool looks like a bucket spilling paint. one block ½ of the selected color.

Step Nine .Click in the left cell immediately below the first box and type the letter A. correct answers will turn green. Use the Font Size box to change font size to 20. use the Fill Color bucket to fill all three cells with light yellow. Step Ten . Use the font size block in the Font area on the Home tab to change them to size 20. Then. B.Click and drag to highlight all three of the light yellow boxes. and in cell B7 type Which is ¼ yellow? (or your second chosen color). then hold down the Ctrl key as you click on each of the other letters. “Type answers in the blocks. This can be done with the pull down arrow on the font size block.Click in cell B5 and type the words. Step Twelve . Step Eight .Click on the letter A. Decide if the answer is A. Setting conditional formatting in the Answer boxes Step One .Click into cell C8 and type. Step Six . At the cell below left corner of block 2 type the letter B.In the Styles area on the Home tab. Use the All Borders button to draw boxes around all three cells.Click in cell G5 and drag to cell G7.Click into cell G5 (the first light yellow block). click on the conditional formatting button.Step Five . and then type the letter C below block three. In cell B6 type Which is ¼ blue? (or your chosen color).” Step Eleven . or C before going further. Step Two .Click in cell B5 and drag down to cell B7 to select all three cells. Step Seven . Slide down toHighlight Cells Rules and then slide over and down to Equal To and click one time. Change the font size to 36.Save your work before going further. . . Which is ½ blue? (or your chosen color).

This time. . On the right side click on the down arrow to select the formatting you wish to use.Step Three . click on the conditional formatting button. slide down to More Rules and click one time. If you don't like one of the built in formats. Come back to the Styles area on the Home tab.In the Equal To window type the letter B (if that is the correct answer on your worksheet) in the Format cells that are EQUAL TO block. select Custom Format and make the changes you want. Use the pull down menu to change greater than to not equal to and enter the same letter you entered in the process above.

click on the format button to open the same window shown two images above. Make the formatting color different from the correct answer formatting. Step Four .As a last step.Save your work.Move to cell G6 and continue the same process until conditional formatting has been set for cells G6 and G7. Round all values to zero decimal places.com/climate/Tennessee/Memphis/ [Memphis] After collecting the information. and my home town Memphis. sometimes it is hard to see the overall shape of the forest for the trees in your way. An Excel chart which might allow one to see the "Big Picture" more quickly is a Radar chart. a Northern hemisphere ocean moderated location. open Excel and enter the data. To remove the grid lines. The sources I used for the temperature information are: http://www. we will compare the average monthly temperature for three cities.weather.com/Sydney-climate. a Southern hemisphere ocean moderated location. However.auinfo.rssweather. To demonstrate the use of this type of chart. let’s remove the grid lines from this worksheet. go to the View tab and remove the checkmark beside the word Gridlines in the Show/Hide area. TN. Using a Radar chart in Excel '07 to see the big picture Charts in Excel allow you to quickly see patterns. That was just for appearances sake for this module.bm/data. It is not necessary to color the cell backgrounds as I did.html [Bermuda] http://www.html [Sydney] http://www. Step Six . .After changing the cell value. Step Five .

In the Charts area of this tab click on the Other Charts icon and slide down to the Radar area. To see all styles click on the More button in the bottom right part of the Chart styles section. To add a title or make other changes click on one of the Chart Layouts. Other changes can be made to the Radar chart by selecting one of the Chart Styles available. Radar with Markers.With your cursor in cell A1. . I selected the middle of the three charts. When the chart is created the Excel ribbon automatically displays the Chart Tools tab. select the Insert tab.

Forty-eight pre-designed styles are available. The pattern in this data set is more clearly revealed using a Radar chart . Live preview is not available for this change. The default location for an Excel chart is on the worksheet where the data was entered. If you wish to see the chart on a new sheet click on the New Location icon at the far right end of the Chart Tools tab and select New Sheet. You muct click on a style to see the change.

. Since this page was first designed there have been many different keyboard configurations in use. Your keyboard will very likely not look exactly like the one you see below. However. they will still work in the newer versions. the functions of the keys remain similar. Please let the authors of this page know if you find a combination that no longer works. The same can be said for the many different versions of MS Office that have been rolled out since this page was first created. If you have been using a keyboard shortcut in earlier versions of office. To learn the function of a key. click on it. Some keys are not linked. The workbook used to produce this module can be downloaded.Another use of a Radar chart would be to compare the hours of daylight at various latitudes during the course of a year. Encarta has a chart showing hours of daylight by latitude which could be used as a data source.

In PowerPoint this key will stop a running slide show.Choose this key to rename a selected item. If there is no open application F1 will open Windows Help . tap the keys again to return to the edit page) return to the keyboard . try the Esc key. Alt + Ctrl + F2 to open a new document in MS Word Ctrl + F2 to open print preview in MS Word (this is a toggle. depressing this key will bring up the applications help menu. return to the keyboard F1 .Keyboard shortcuts specific to MS Word | Keyboard shortcuts specific to MS Excel Escape .While working in an application. When you find yourself in a place where you don't want to be. The keyboard combination Ctrl + Esc will open the Start menu. return to the keyboard F2 .Esc is used to back out of situations.

F10 + Shift . If there is no active window this opens the Shut Down dialog box. return to the keyboard Hyphen (dash) .Ctrl + P to print in many applications 2 . return to the keyboard F12 . 2 . This is especially useful on the newer versions of IE because the menu bar is not displayed by default. return to the keyboard F11 . not the whole desktop. If you wish to copy only the active window. It will copy only that window that is active. Continue to press F3 ( with the Shift key depressed) to toggle through all choices.Ctrl + [ to decrease font size of highlighted text one point at a time (MS Word and MS PowerPoint) return to the keyboard ] .F12 to open the Save As dialog box in MS Word return to the keyboard Print Screen .in Excel this keyboard combination will add worksheets to the workbook.F11 + Shift . 2 .F6 + Alt to move to a previous window if you have multiple documents open in MS Word return to the keyboard F7 .F12 + Ctrl + Shift to print in MS Word 3 . (Thanks to Bruce Ellis with Dallas ISD for pointing this out) return to the keyboard * (Asterisk) .Ctrl + ] to increase font size of highlighted text one point at a time (MS Word and MS PowerPoint) return to the keyboard P .Open the Find and Replace dialog box in MS Word 4 . 2 . 2 . hold down the Alt key.F5 + Ctrl + Shift to insert a bookmark in MS Word 5 .Don't look at your printer after pressing this key.F12 + Shift to Save in MS Word 4 .Depressing this key will display the Find: All Files dialog box.Use this key to start a slide show in MS PowerPoint return to the keyboard F6 . Each time you tap F11 a new worksheet is added.Perform Spell and Grammar check in MS Word 2 . or in a window such as a Windows Explorer window.(Hyphen) to bring up the Delete dialog box in MS Excel return to the keyboard [ . and Safari all ask for confirmation before refreshing 3 . if your last action was to format a word as Bold. For example.F7 + Shift when a word is selected to access the thesaurus in MS Word (see an activity using this feature of Word ) return to the keyboard F10 .Ctrl + P to bring up the pen if you are showing a PowerPoint show return to the keyboard . you can repeat the procedure by highlighting another word and depressing F4 .F3 . return to the keyboard F4 .Activates Menu Bar options.Repeat an action with F4. IE refreshes immediately.Refresh a browser window.Holding down the Alt key while depressing F4 closes the current active window. (Thanks to George Held for this shortcut) return to the keyboard F5 . Use right and left arrows to select menus and down arrows to display pull down menus. As an example look at the Windows logo in the Windows key section of this page. This is the menu that is displayed by right-clicking . That was produced by copying a small portion of the desktop image and pasting into a web page developer.F6 + Ctrl to move to a previous window if you have multiple documents open in MS Word 2 . such as the Save As or Open dialog boxes. This continues to work until your next action.Select this key to refresh the contents of a dialog box.In Internet Explorer this key will allow you to toggle back and forth between full screen view (all toolbars compressed into one thin line) and normal view 2 . Firefox. This can be quite useful in creating charts. This sends a copy of whatever is on the screen to the clipboard.Ctrl + .In Excel this key will make a chart using data that you have highlighted 3 .Ctrl + Shift + * to select the current region around an active cell in MS Excel. then tap on the Print Screen key.Shift + F3 will change case in MS Word. Google Chrome.Open a new document in MS Word 2 .Depressing this key combination will display the selected item's shortcut window. One common use of this action is to paste the clipboard into Paint to copy a portion of an image for use in another application.

likewise in MS Excel depressing the Tab key moves to the cell to the right and Shift + Tab moves to the cell to the left. just in show] return to the keyboard Z . Furthermore. 4 . This key should be used with caution. or selecting the characters above the keys on the row just below the F keys.Ctrl + W to close a window 2 .E . Releasing selects the highlighted application window. 4 . just in show] return to the keyboard W . Do you have thoughts on this matter? Please share them with me by Email . for the purpose of communicating with some audience.Depressing the Shift key while inserting a CD-ROM will bypass auto play. 3 . All caps is difficult for voice recognition software to interpret.Ctrl + D to make a favorite in Internet Explorer return to the keyboard Tab .Ctrl + A to replace the pen with the arrow pointer if you are in a PowerPoint show return to the keyboard B .Ctrl + A to select all in many applications 2 .Ctrl + X to cut selected text or images return to the keyboard Q . Keeping Alt depressed and selecting Tab cycles through the list. return to the keyboard Caps Lock .Use the keyboard combination Shift + Delete to permanently delete a selected item.Ctrl + Tab allows movement from one open window to the next in an application with more than one open window. All caps in Email is widely understood to be shouting or yelling at someone. Some of the more common are listed in the table below: Ctrl + A to select all items Ctrl + C to copy selected text or items Ctrl + V to paste the contents of the clipboard . return to the keyboard Ctrl .Ctrl + C to copy selected text or images return to the keyboard V . or slide shows. in MS Excel depressing the Enter key moves to the cell below and Shift + Enter moves to the cell above . not simply moving it to the Recycle Bin.E to erase whatever you drew using the pen during a PowerPoint show return to the keyboard A . Internet Browsers and others] return to the keyboard X .Ctrl + Q to quit (or Exit) the active application C .An obvious function. 2 . if at all.Alt + Tab displays a list of open application windows. even a headline of a document. For example: Spacebar scrolls down in IE but Shift + Spacebar scrolls up.Ctrl + N to get a new document in many applications [MS Office.Ctrl + B to make selected text Bold 2 . new users should not be taught to use the caps lock key in place of depressing the Shift key to produce capital letters. you should avoid anything that makes that communication less clear.Ctrl + S to save a document return to the keyboard D . return to the keyboard Shift . produced in all caps is hard for the eye to scan.W to make the screen White if you are showing a PowerPoint show [this does not work in edit mode.The obvious use of this key is to allow selection of capital letters when depressing the alphabet characters. 2 . If you are producing documents.Ctrl + Shift + Tab can be used to move backward through the options. Holding the Ctrl key down and pressing another key will initiate quite a few actions.This key can be used to move forward through options in a dialog box. but some things that are not so obvious need to be said. A document.Ctrl + Z to undo (to Zap an error) return to the keyboard N .B to make the screen Black if you are showing a PowerPoint show [this does not work in edit mode.Depressing the Ctrl key while clicking allows multiple selections.Ctrl + V to paste text or images that have been cut or copied return to the keyboard S . 3 . Photoshop.Adding the Shift key to most keyboard shortcuts will perform the reverse action.Shift + arrow key(s) to extend the area of selected data in MS Excel 5 .

Ctrl + Enter while in Internet Explorer .) Ctrl + arrow (in Excel) . This can be quite useful in creating charts. right. Some of the more common are listed in the table below: + F to display Find: All Files + F1 to display Help + R to display the Run command + Break to display System Properties + M to minimize or restore all windows + Tab to cycle through buttons on the task bar + E to display Windows Explorer Shift + + M to undo minimize all windows to display the Start menu and then press U to display the Turn Off Computer menu. press U again + D to quickly get to your (on laptops) or press S (on desktops) to Turn Off the computer.com address.In a large worksheet this combination allows you to quickly move left. Holding the Windows key down and pressing another key will initiate quite a few actions. OK.Ctrl + P to print Ctrl + Esc to open the Start menu Ctrl + B to add/remove Bold formatting Ctrl + W to close the active window move the cursor to the beginning of the next word move the cursor to the beginning of the previous word Ctrl + P to display the pen in a PowerPoint show Ctrl + 9 to hide rows in MS Excel (add Shift to the sequence to unhide . (Thanks to George Held for this shortcut) return to the keyboard Windows . Ctrl + U to add/remove Underline formatting Ctrl + F4 to close a window in an application without closing the application. I won't leave you hanging. IE automatically fills in the complete URL for a .) Ctrl + Z to undo / Ctrl + Y to redo Ctrl + = to bring up spell checker (pre Win XP) Ctrl + I to add/remove Italic formatting Ctrl + X to cut selected text Ctrl + Shift + * (Asterisk) to select the current region around an active cell in MS Excel. Thanks Alex!) Ctrl + A to display the arrow in a PowerPoint show Ctrl + 0 to hide columns in MS Excel (add Shift to the sequence to unhide. is a key with the Windows logo. Ever wonder how many rows are in a worksheet? On a blank worksheet hold down the Ctrl key and press the down arrow. Your Windows password will unlock your computer. Starting from cell A1. up. Desktop [Thanks Charlotte!] If your computer has XP installed and you want to lock your computer when you walk away from it use +L. outside the Alt key.Enter only the domain name then depress Ctrl before striking Enter/Return. Ctrl + . ( Thanks to William Grimes ) return to the keyboard .(Hyphen) to bring up the Delete dialog box in MS Excel Ctrl + C + C to open the clipboard (Alex Khouri told me about this one. or down.On either side of the spacebar. Ctrl while dragging a file to copy the Ctrl + Shift while dragging a file to file create a shortcut move the cursor to the beginning of the previous paragraph move the cursor to the beginning of the next paragraph Ctrl + S to save the current document Ctrl + Tab allows movement from one open window to the next in an application with more than one open window. depressing Ctrl and pressing the right arrow moves to the cell in row 1 adjacent to the first empty cell.

Hold the Ctrl key down as you press this key to move to the beginning of the second line above.Adding this character in an Infoseek search is a way to limit hits about a larger topic to a smaller subtopic.This key has an image of a mouse pointer on a menu.In a Netscape window use this key to move down one full screen on a currently displayed web page.In any dialog box a selected button or command can be selected by depressing this key. This works the same way as Alt + F4 but requires less stretch. you know it makes spaces between characters. use this key to go to the top of a web page return to the keyboard Page Up . This is the same as left clicking on the application icon at the top left of the window. IE automatically fills in the complete URL for a . return to the keyboard Up Arrow . return to the keyboard Backspace . Alt + Tab displays a list of open application windows. Holding the Alt key down and pressing another key will initiate quite a few actions. 2 . Some of the more common are listed in the table below: Alt + F4 closes the current active window.Enter only the domain name then depress Ctrl before striking Enter/Return. but what else? In Netscape the Spacebar acts like the Page Down button. use this key to go Back return to the keyboard Home .While working with text. return to the keyboard Enter/Return . not simply being moved to the Recycle Bin. Alt + . use this key to delete characters to the right of the insertion point.(hyphen) displays the current window's system menu.While working with text. window. This is the Alt + Enter displays a selected items same as left clicking on the properties. Depressing this key will display the selected item's shortcut window.Alt . Alt + left/right arrows in a browser moves forward or back through the pages visited in a window Alt + PrintScreen Captures the top window of the active application (Thanks to Bruce Ellis with Dallas ISD for pointing this out) Alt + Spacebar (then C) after the system menu is displayed (see above). return to the keyboard Pipe . Alt + Space displays the main window's system menu.Depress and hold the Ctrl key as you select Home to go to the first line of a document 2 .Shift + arrow key(s) to extend the area of selected data in MS Excel return to the keyboard Left Arrow . this combination will close a window. Hold the Ctrl key down as you press this key to move one word to the left. For example a search for Al Gore | Internet should yield only sites about Al Gore AND the Internet.Located on either side of the space bar. return to the keyboard End . This can also be done application icon at the top left of the with Alt + double-click. use this key to delete characters to the left of the insertion point.Navigate in a document to the line above.Navigate in a document one character to the left. This is the same as clicking on the application icon at the left end of the title bar . 2 .Yes. .In a web browser. return to the keyboard Application key . 2 .Depress and hold the Ctrl key as you select End to go to the last line of a document 2 . If there is no active window Alt + underlined letter in menu to this opens the Shut Down dialog carry out the corresponding box Ctrl + Q will also Exit an command on the menu application. Keeping Alt depressed and selecting Tab cycles through the list. Alt + Spacebar displays the current window's system menu. return to the keyboard Delete . Releasing selects the highlighted application window. use this key to go to the bottom of a web page return to the keyboard Page Down .In a web browser. Thanks to Brad Knaack for this one.In a Netscape window use this key to move up one full screen on a currently displayed web page. return to the keyboard Spacebar .In a web browser. This key can also be used to delete selected files. Selected buttons can be recognized by their darker borders. This is the menu that is displayed by right-clicking. If you use the keyboard combination Shift + Delete the item is permanently deleted.Ctrl + Enter while in Internet Explorer .com address.

Shift + arrow key(s) to extend the area of selected data in MS Excel return to the keyboard Right Arrow .2. If you wish to use the keypad to navigate in a document.Shift + arrow key(s) to extend the area of selected data in MS Excel return to the keyboard Num Lock ..(minus) In Windows Explorer this collapses the current selection return to the keyboard + (plus) In Windows Explorer this expands the current selection.In Windows Explorer this expands everything under the current selection. Extensive list of Keyboard shortcuts as an excel document (PC version). to display numbers.Navigate in a document to the line below. . return to the keyboard Keypad keys * (asterisk) . Hold the Ctrl key down as you press this key to move one word to the right.Navigate in a document one character to the right. Extensive list of Keyboard shortcuts as a word document (Mac version). 2 . on the right end of the keyboard. return to the keyboard This is a set of documents to download which show all commands available in MS Word. turn off Num Lock by pressing the key (the light will go off if Num Lock if off). Extensive list of Keyboard shortcuts as an excel document (Mac version). Hold the Ctrl key down as you press this key to move to the beginning of the second line below. Caution: do not try this with the C drive icon selected. Extensive list of Keyboard shortcuts as a word document (PC version). return to the keyboard . the Num Lock key must be selected (a light will tell you that it is on).If you wish to use the numeric keypad.Shift + arrow key(s) to extend the area of selected data in MS Excel return to the keyboard Down Arrow . 2 .

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