Excel 2011-2013 for Food Systems Management II
The University of Akron
TABLE OF CONTENTS
OVERVIEW ...................................................................................................................... 1
DISCUSSION ..................................................................................................................... 2
OBJECTIVES ..................................................................................................................... 2
LESSON 1: THE EXCEL WINDOWS........................................................................... 3
LESSON 2: PLANNING A WORKBOOK WITH MULTIPLE SHEETS ................. 4
LESSON 3: INSERTING, MOVING AND RENAMING SHEETS ............................ 7
PART A: INSERTING A SHEET ........................................................................................... 7
PART B: RENAME A SHEET .............................................................................................. 8
PART C: MOVE A SHEET .................................................................................................. 8
LESSON 4: TYPING SIMULTANEOUSLY ON MULTIPLE SHEETS ................... 9
PART A: MAKING MULTIPLE SHEETS ACTIVE.................................................................. 9
PART B: TYPING AT ONCE ON ALL ACTIVE SHEETS ......................................................... 9
PART C: FORMATTING AT ONCE ON ALL ACTIVE SHEETS.............................................. 11
PART D: UNGROUP THE SHEETS ..................................................................................... 13
LESSON 5: USING COPY AND PASTE ..................................................................... 14
LESSON 6: MOVING DATA ........................................................................................ 15
PART A: USING CUT AND PASTE .................................................................................... 15
PART B: USING DRAG AND DROP .................................................................................. 16
LESSON 7: USE PAGE SETUP BEFORE PRINTING ............................................. 17
APPENDIX A: TIPS FOR WORKING WITH ROWS AND COLUMNS ............... 20
APPENDIX B: THE EDIT, CLEAR COMMANDS ................................................... 21
APPENDIX C: USE ATOMIC LEARNING TO GET HELP ................................... 22
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All rights reserved.
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Excel 2011-2013 for Food Systems Management II
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Overview
Discussion
You are asked to use Microsoft Excel to complete menu projects. This session will build
on the computer skills introduced in Food Systems Management I to further your
knowledge of Excel and help you to complete the menu project.
The menus used in this Excel course are for illustration purposes to teach you how to use
Excel. The menus may not meet the requirements of the project as assigned by your
instructor.
Objectives
In this course, you will learn to:

Plan a workbook with multiple sheets

Insert sheets

Move sheets

Rename sheets

Type on more than one sheet at a time

Use copy and paste

Use autofill

Move data with cut and paste

Move data with drag and drop

Use borders

Use shading

Use the Page Setup dialog box
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Lesson 1: The Excel Windows
Open Excel to review its windows. To do that, click on the Start Button or Office globe
and trace to (All) Programs > Microsoft Office > Excel and click on Excel.
This screenshot shows the basic elements of the Excel windows.
Quick Access toolbar
Control buttons for window
Ribbon
Name Box
Formula Bar
Sheet
Active Cell
Scroll bars
When you begin a new workbook, Excel will give you one sheet. You can create
additional sheets and delete any sheet. The workbook must have at least one sheet. When
you save your work, all the sheets in a workbook are saved in one file, under one file
name.
Each sheet in the workbook consists of a series of columns identified by lettered column
headings and a series of rows identified by numbered row headings. Columns are
assigned alphabetic labels from A to XFD (16,384 columns). Rows are assigned numeric
labels from 1 to 1,048,576 (1,048,576 rows).
A cell is the rectangular area where a column and a row intersect. Each cell is identified
by a cell reference, such as A1, which is its column and row location. The active cell is
the cell in which you currently are working. Excel identifies the active cell with a dark
border that outlines one cell. In the example above, cell A1 is the active cell.
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Lesson 2: Planning a Workbook with Multiple Sheets
Planning the menu project before beginning to type will save you some time and effort.
The overall appearance of one day’s menus is the same as any other day’s menus, so
planning a form to use for each day will make the work in Excel easier.
The Plan
1. In the menu project that you are
assigned, you need to have one week
of menus. Each day of the week is to
appear on one sheet of paper. One
way to do this is to place each day’s
menus on its own sheet, so that there
are seven sheets in the workbook.
What happens
2. The overall appearance of each of the
seven sheets will be the same.
• The day of the week will appear in
cell A1. Row 2 will be used for the
diet labels.
• The meal names, Breakfast, Lunch
and Dinner, will appear in the first
column on the left.
• For each meal, ten rows are
allotted for menu items.
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3. There are five (5) diets to include.
Each menu item in a diet needs to
have its portion size (PS) indicated.
These labels will be in row 2.
4. Formatting the labels for the columns
and rows will make the menus easier
to read.
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5. When the form is typed and formatted
for one day, the form will be typed
and formatted for all the days of the
week at the same time.
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With one set of typing and formatting, the
form is created on all seven days.
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Lesson 3: Inserting, Moving, and Renaming Sheets
When a new workbook is opened in Excel, it will have one sheet by default. In the plan
for the menu project, seven sheets are required. There will be a sheet for each day of the
week.
Part A: Inserting a Sheet
What you do
1. Open Excel.
What happens
The application Excel is started and a new
workbook is opened.
Note that there is one sheet in the new
workbook. The active sheet, with its tab
highlighted in white, is Sheet1.
2. At the bottom of the work window,
click on the New Sheet tool
is located after the Sheet1 tab.
3. Repeat step 2 five more times.
, which
A sheet, named Sheet2, is inserted after
Sheet1.
The workbook has seven sheets.
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Part B: Rename a Sheet
Renaming a sheet from a default name, such as Sheet1, to Monday will make it easier to
locate the data.
What you do
1. Double click on the sheet tab named
Sheet1.
What happens
The word “Sheet1” is selected.
2. Type Monday.
3. Press the ENTER key.
The edit is complete. Pressing ENTER lets
Excel know that you are done typing.
4. Follow this procedure to rename the
remaining sheets for the days of the
week, Tuesday through Sunday.
The sheets are renamed for the days of the
week.
Part C: Move a Sheet
If the sheets are not in the order that you would like, use drag and drop to move them. In
this exercise, you move the Sunday sheet to be the first sheet.
What you do
1. Place the mouse pointer on the Sunday
sheet tab.
2. Hold down the mouse button.
What happens
The mouse pointer will look like an arrow
3. Drag the mouse pointer to the left until
the black triangle is in front of the
Monday tab.
4. Release the mouse button.
5. Click on File > Save As > Computer.
6. Select Browse to navigate to the drive
on which to save, which will be listed
under Computer in the left column of
the Save As dialog box.
7. In the File name box, type menu
project.
8. In the Save As dialog box, click on the
Save button.
The Sunday sheet is moved from the last
position to the first position in the sheets.
with a sheet of paper attached to it
.
A small black triangle will appear above
and to the left of the sheet tab.
The workbook is saved.
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Lesson 4: Typing Simultaneously on Multiple Sheets
Usually, when you type or format cells, only one sheet is active. If several sheets require
the same typing or format, you can select the appropriate sheets, so all those sheets are
active. Then, type or format at once on the active sheets
Part A: Making Multiple Sheets Active
What you do
1. Note that the Sunday sheet is the active
sheet. Active sheets are indicated by a
bright white tab.
What happens
2. To select all the sheets, a quick method
is to place the mouse pointer over the
sheet tab that is to be on top. In this
lesson, it will be Sunday.
3. Right-click on the Sunday sheet tab
and choose Select All Sheets from the
shortcut menu.
All the sheets are active.
Part B: Typing at Once on All Active Sheets
What you do
1. Be certain that all the sheets are active.
(All the tabs will be bright white.)
What happens
All the sheets are active.
If all the sheets are not active, follow
steps 2 and 3 above.
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What you do
Be sure that the Sunday sheet is
active and (on top.)
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What happens
The entries are made to every sheet.
2. Type the following:
a. In cell A3, Breakfast.
b. In cell A13, Lunch.
c. In cell A23, Dinner.
3. Excel can recognize patterns. This can
In step 3c, the pattern is selected.
save typing time.
a. In cell B2, type PS.
b. In cell D2, type PS.
c. With the mouse pointer as the white
cross, select cells B2:E2. This is the
pattern. (PS, space, PS, space)
4. Use AutoFill to fill in cells F2:K2, if 5
diets are assigned.
In step 4 b, the pattern is repeated.
Use AutoFill to fill in cells F2:Q2, if 8
diets are assigned.
a. Place the mouse pointer on the
small black rectangle in the lower
left corner of the selected cells. The
mouse pointer will look like a thin,
black cross
.
b. With the mouse pointer as the thin,
black cross, drag through cells
F2:K2 or cells F2:Q2.
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What you do
5. To complete the data entry for row 2,
type the following:
a. In cell C2, type HOUSE.
b. In cell E2, type SOFT.
c. In cell G2, type DL1 for
Dysphagia Level 1.
d. In cell I2, type CCHO for
Consistent Carbohydrate Diet.
e. In cell K2, type NAS for No Added
Salt.
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What happens
If additional diets are included, they may
be:
• 2GM NA for 2 Gram Sodium
• 1800 CAL for 1800 Calorie
Diabetic Diet
• RED FAT for Restricted
Fat/Cholesterol
The sheets look like this.
Part C: Formatting at Once on All Active Sheets
What you do
1. Be certain that all the sheets are active.
(All the tabs will be bright white.)
What happens
All the sheets are active.
If all the sheets are not active, rightclick on the Sunday sheet tab and
choose Select All Sheets from the
shortcut menu.
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What you do
2. Apply shading to the cells with the
labels in row 2.
a. With the mouse pointer as the white
cross
, select cells B2:K2 or
B2:Q2.
b. On the Home tab, click on the
down arrow of the Fill tool
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What happens
The list of colors on the Fill tool is
displayed in step b.
.
c. Select a color from the list that
displays.
3. Apply a border to the cells with labels
in row 2.
a. With the mouse pointer as the white
cross
, select cells B2:K2 or
B2:Q2.
b. On the Home tab, click on the
down arrow of the Border tool
The list of borders on the Border tool is
displayed in step b.
.
c. Select a border from the list that
displays.
In this example, Thick Bottom
Border is selected.
4. With the cells B2:K2 or B2:Q2
selected, click on the Bold tool
the Home tab.
in
5. In the Quick Access toolbar, click on
the Save tool
The text in the selected cells is in bold
type.
The file, with the changes, is saved.
to save the changes.
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Part D: Ungroup the Sheets
Ungroup the sheets, when you have completed the work that you want to do
simultaneously on multiple sheets.
What you do
1. Place the mouse pointer over the
Sunday sheet tab.
2. Right-click.
What happens
The shortcut menu appears.
3. From the shortcut menu, click on
Ungroup Sheets.
Only one sheet is now active. It will be the
sheet on whose tab you right-clicked. The
active sheet’s tab is a brighter white than
the inactive sheet tabs.
4. Review the sheets to see how they all
contain the same labels and formatting.
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Lesson 5: Using Copy and Paste
Frequently, menu items are the same for several of the diets. You can use copy and paste
to quickly enter the menu items in other diets.
What you do
1. Type the following data in cells B3:C5.
What happens
The entries are completed.
TIP: In cell B4, while holding down the
Ctrl key, press the “ (quotation mark) key.
Ctrl + “ copies the entry from the cell
above the active cell.
Select cells B3:C5 with these steps.
Cells B3:C5 are selected.
2. Place the mouse pointer over cell B3.
3. With the mouse pointer as the wide,
white cross
, hold down the mouse
button and drag to cell C5.
4. On the Home tab, click on the
Copy tool.
On the Mac, select the Copy tool from
the Toolbox above the Ribbon.
5. Click in cell H3 to make it the active
cell.
6. In the Home tab, click on the top half
of the Paste tool
.
On the Mac, click on the left half of the
Paste tool.
The entries are copied to the Windows
program called The Clipboard. In Excel,
the copied cells are surrounded by the
marquee (the moving, dashed lines).
The copied entries are pasted into the cells,
beginning with cell H3.
Until you create another copy (or a cut) or
press the ESCape key to erase the marquee,
this copy also will remain on the
Clipboard.
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Lesson 6: Moving Data
To avoid retyping data that was entered into an incorrect cell, move the data to the correct
cell with cut and paste or drag and drop.
Part A: Using Cut and Paste
What you do
1. Place the mouse pointer over cell H3.
2. With the mouse point appearing as a
white cross , hold down the mouse
button and drag to cell I5 to select the
data to move.
What happens
Cells H3:I5 are selected.
On the Mac, the mouse pointer is a
hand.
3. On the Home tab, click on the
Cut tool
.
On the Mac, the Cut tool is in the
Toolbox above the Ribbon.
4. Click in cell D3 to make it the active
cell.
5. Click on the top half of the
Paste tool
The entries are copied.
In Excel, the cut cells are surrounded by the
marquee (the moving, dashed lines).
The cut entries are pasted into the cells,
beginning with cell D3. The entries are
deleted from the cells H3:I5. The move is
completed.
.
On the Mac, click on the left side of
the Paste tool.
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Part B: Using Drag and Drop
What you do
1. If necessary, select cells D3:E5.
What happens
Cells D3:E5 are highlighted.
2. Place the tip of the mouse pointer on
the border of the selected area.
The mouse pointer displays as a fourpronged arrow with the selection arrow
. This is the pointer shape that is
necessary to move the data by dragging it
to a new location.
On the Mac, the mouse pointer displays as
a hand.
3. Hold down the mouse button and drag
to cell H3. An outline of the selected
cells is displayed.
4. Release the mouse button to drop the
entries.
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Lesson 7: Use Page Setup before Printing
Before you print your sheet(s), review the options in the Page Setup dialog box.
Page Setup is accessed from the Home tab of the Ribbon.
IMPORTANT: When selections are made in Page Setup, only the active sheet(s) is
affected. If the selections are to be applied to multiple sheets, CTRL + click on each of
the sheet tabs to select them. Then, make the choices in the Page Setup dialog box.
What you do
1. Click on the File tab of the Ribbon
or File in the menu.
2. Click on Print.
On the PC, Microsoft refers to this
window as the Backstage.
What happens
You can see how your work will look when
you print it.
3. Use the Page tools
, at
the bottom, center of the window, to
preview other pages.
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What you do
4. Click on the Page Setup link (on the
Mac, Page Setup button) at the
bottom of the window.
5. In the Page Setup dialog box, click
on the Page tab.
6. Note that on the Page tab, you can:
a. Change the page orientation
from portrait to landscape.
b. Scale the active sheet.
c. Change the paper size.
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What happens
The Page Setup dialog box is displayed. The
landscape page orientation and legal paper
size are selected.
On the Mac, click on the Options
button to select a paper size.
d. For your project, you may want
to landscape the paper and
change the paper size to legal
(8 ½ by 14).
The Margins tab of the Page Setup box is
7. Click on
.
displayed.
8. Note that on the Margins tab, you
can:
a. Change the margins.
b. Center the printing horizontally
and/or vertically on the paper.
9. For your project, you may want to
center horizontally. Click in its
checkbox to make that selection.
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What you do
10. If all the worksheets need to have
the same header or footer, return to
the workbook by using the back
button, if necessary. Then:
a. Right click on the active sheet
tab.
b. Choose Select all sheets.
11. To display the Page Setup dialog
box, select File > Print > Page
Setup.
12. In the Page Setup dialog box, click
on the Header/Footer tab.
13. At the down arrow for Header (top
of page) or the down arrow for
Footer (bottom of page), select the
data that you want to print.
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What happens
The Page 1 of ? choice will print
the word Page, the page number
and the total number of pages.
Example:
Page 1 or 7
Page 2 of 7
14. Click on OK to preview the
changes.
Optional: On the Mac, a full screen
(print) Preview is available on the
Layout tab.
15. Click on the Back button to return
to the Normal View.
Print Preview is closed. The Normal view of
the sheet is displayed.
On the Mac, exit from the Preview
window, if you opened it.
16. Click on the Save tool
.
The changes to the workbook are saved.
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Appendix A: Tips for Working with Rows and Columns
Column headers
Row headers
On the Mac, control+click is the same as right click on the PC.
Type of edit
Column, change width
What to do
Place the mouse pointer on the dividing
line between the column headers. With the
mouse pointer appearing as a doubleheaded arrow
Column, delete
Column, insert new
Row, change height
Right-click on the column header (where
the letter for the column is given, such as
) and choose Delete from the
shortcut menu.
Right-click on the column header (where
the letter for the column is given, such as
) and choose Insert from the
shortcut menu.
Place the mouse pointer on the dividing
line between the row headers. With the
mouse pointer appearing as a doubleheaded arrow
Row, delete
Row, insert new
, drag the dividing line.
, drag the dividing line.
Right-click on the row header (where the
number for the row is given, such as
)
and choose Delete from the shortcut menu.
Right-click on the row header (where the
number for the row is given, such as
)
and choose Insert from the shortcut menu.
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Appendix B: The Edit, Clear Commands
A cell can contain three things: contents (the typing), formatting, and comments. Using
the delete or backspace key only erases the contents of a cell.
To clear the formatting or comments, select the cell or cells. Click on the down arrow of
the Clear tool
appropriate option.
on the Home tab. From the list that displays, select the
From the Mac’s menu, select Edit > Clear.
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Appendix C: Use Atomic Learning to Get Help
Atomic Learning is a website with thousands of short 1-3 minute tutorials to quickly
answer your questions about how to perform a specific computer-based task. There are
hundreds of tutorials for Excel 2013, organized by level (Introduction, Intermediate,
Advanced, Charts). Tutorials are listed by topic within each level.
To use Atomic Learning, you first login to My Akron. When the Atomic Learning link is
used in My Akron, it identifies you as a student at The University of Akron and allows
access to the tutorials.
To access Atomic Learning tutorials:
1.
2.
3.
4.
5.
Open a browser, such as the Internet Explorer or Firefox.
Go to The University of Akron’s home page at http://www.uakron.edu.
Click on the My Akron link at the top of the web page.
Login with your UAnet ID and password.
Click on the Technology Support tab.
6. Click on the Atomic Learning link.
(If you cannot locate the Atomic Learning link, click on the My Experience tab.
Select Student Center > Main Menu > Help. The link should display.)
7. On the Atomic Learning web site, select the desired filters, such as:
• Enter a keyword for the topic that you need.
• At the down arrow for Advanced Filters, select Excel 2013.
• Click to select from the search results.
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