Excel 2011/2013 for Food Systems Management I
The University of Akron
TABLE OF CONTENTS
COURSE OVERVIEW .................................................................................................... 1
DISCUSSION ..................................................................................................................... 2
OBJECTIVES ..................................................................................................................... 2
LESSON 1: THE EXCEL WINDOWS........................................................................... 3
LESSON 2: ENTERING AND EDITING TEXT IN EXCEL, CHANGING
COLUMN WIDTH ...................................................................................... 4
PROCESS .......................................................................................................................... 4
SUMMARY ........................................................................................................................ 7
LESSON 3: SAVING THE WORKBOOK .................................................................... 8
LESSON 4: WORKING WITH COLUMNS AND ROWS ........................................ 10
LESSON 5: CHANGING ALIGNMENT AND FONTS ............................................. 14
LESSON 6: NAVIGATION ........................................................................................... 18
LESSON 7: PRINTING A WORKSHEET .................................................................. 19
LESSON 8: QUICK REFERENCE .............................................................................. 24
APPENDIX A: SPELL CHECK ................................................................................... 25
APPENDIX B: USE ATOMIC LEARNING TO GET HELP.................................... 27
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Excel 2011/2013 for Food Systems Management I
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Course Overview
Discussion
In Food Systems Management I and Food Systems Management II, you will be asked to
use Microsoft Excel to complete menu projects. This course is offered to review some of
the computer skills you will need to work on the menu projects.
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 a project as assigned by your
instructor.
Objectives
In this course, you will learn to:
 Open a new Excel spreadsheet
 Enter and edit text
 Insert columns and rows
 Delete columns and rows
 Change column width
 Change row height
 Apply bold
 Change font styles and size
 Align text
 Navigate in a worksheet
 Freeze columns and rows
 Select a paper size
 Change page orientation and scaling
 Choose to print or not to print gridlines
 Save a workbook
 Print a worksheet
At your convenience, review the Appendix for step-by-step instructions to:
 Spell check a worksheet
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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: Entering and Editing Text in Excel,
Changing Column Width
In this lesson, you will enter labels for the days of the week and a sample breakfast menu.
Some of the menu entries will be edited and the column width will be changed.
Process
What you do
1. Click in cell A3 to make it the active
cell.
2. Type Breakfast. If you make a
mistake, use the Backspace and
Delete keys to erase and then retype.
3. Press the Enter key to let Excel know
that you are done typing in that cell.
4. Click in cell B2.
5. Type Sunday.
6. Move to cell C2 by any of these
methods:
a. Click in cell C2.
b. Press the TAB key.
c. Press the right arrow key.
What happens
The text is entered in cell A3.
When you press the Enter key, Excel
recognizes that you have completed the edit
and moves down a cell.
The text is entered in cell B2.
When you move out of a cell in which you
are editing, Excel recognizes that you have
completed the edit.
7. Click in cell B2, so it is the active cell,
again.
8. To use AutoFill to type the remaining
The AutoFill box
days of the week, place the mouse
pointer on the small black rectangle in
When the mouse pointer is on the AutoFill
the lower right corner of the active
box, the pointer is shaped like a thin, black
cell.
cross
9. With the mouse pointer as , hold
down the mouse button and drag to
the right through cells C2 through H2.
10. Release the mouse button.
Excel enters the days of the week.
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What you do
11. Click in cell E2 to make it the active
cell.
12. Note that the entire word Wednesday
is not displayed in the cell. Look at
the Formula bar and note that the
entire contents of cell E2 are
displayed.
13. Change the width of column E.
a. Place the mouse pointer on the
dividing line between E and F in
the column headers.
b. With the mouse pointer appearing
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What happens
The formula bar displays the entire contents
of a cell. The cell cannot display its entire
contents if the column is not wide enough or
the row is not high enough.
The entire contents of cell E2 are displayed
in the cell.
as a double headed arrow
,
drag to the right.
14. Click in cell B3 to make it the active
cell.
15. Type Apple Juice. Press Enter.
16. Type Prune Juice. Press Enter.
17. Change Prune Juice to Orange Juice.
a. Click in cell B4.
b. Type Orange Juice.
c. Click on the Enter tool
in the
Formula bar to tell Excel that you
are done editing.
18. Click on the Undo tool
Quick Access toolbar.
in the
When you click on the Enter tool in the
formula bar, Excel knows that your edit is
complete and stays in the cell.
The last change you made is undone. The
text reads Prune Juice, again.
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What you do
19. Use the formula bar to change Prune
to Orange.
a. With cell B4 as the active cell,
click after the e in Prune on the
formula bar (where the cell
contents are displayed). This
places the cursor in the edit box of
the formula bar.
b. Use the Backspace key to erase
Prune and type Orange.
c. Press the Enter key or click on
the Enter tool
.
20. Edit the text within the cell to change
Orange to Prune.
a. Double click on cell B4. This
places the cursor in the cell.
b. Use the arrow keys or the mouse
to position the cursor after the e
in Orange.
c. Use the Backspace key to erase
Orange. Type Prune.
d. Press the Enter key or click on
the Enter tool
.
What happens
The text is changed to Orange Juice.
21. With B4 as the active cell, press the
Delete key on the keyboard.
The contents of cell B4 are cleared.
22. Click on the Undo tool
The last edit is reversed. The contents of cell
B4 are restored.
.
The text is changed to Prune Juice.
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Summary
Complete the editing of a cell’s contents
After typing the contents of a cell, you may use the Enter key or the Enter tool
on
the Formula bar to indicate that you have completed the edit. If you move out of the
active cell by clicking in another cell or pressing the TAB key or pressing one of the
arrow keys, this also indicates that you have completed the edit.
Methods to edit the contents of a cell
A. Click once on a cell to make it the active cell. Type the new data.
B. Click once on a cell to make it the active cell. Click to place the cursor in the edit
box of the formula bar. Use word processing skills to make the edit.
C. Double click on the cell to make it the active cell and place the cursor in its
contents. Use word processing skills to make the edit.
D. Click once on a cell to make it the active cell. Press the Delete key to erase the
cell contents.
E. See page 17 for information on using the Clear tool on the Home tab of the
Ribbon.
Change a column width
One way to change the width of a column is to place the mouse pointer on its margin in
the column header (the gray rectangles with the column names, such as A or B). With the
mouse pointer as a double-headed arrow, drag to increase or decrease the width.
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Lesson 3: Saving the Workbook
It is recommended that approximately every 15 minutes, you save your work.
What you do
1. Click on the Save tool
on the
Quick Access toolbar.
2. Select a location in which to save the
file. For example, select Computer >
Browse, and the drive for a USB key.
What happens
The Save As page is displayed.
screenshot
3. The Save As dialog box displays.
In the File name edit box, type a name
for your workbook.
4. Click on the
button in the
dialog box.
5. Note that the name of a saved file is
displayed in the title bar.
The workbook is saved to the selected
location.
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Exercise A
Complete the entries for the Sunday breakfast menu and save the changes.
What you do
1. In cell B5, type Pineapple Slices.
2. In cell B6, type Raisin Bran.
3. In cell B7, type Cream of Rice
Cereal.
4. In cell B8, type Cheese Omelet.
5. In cell B9, type Hot Cakes.
6. In cell B10, type Sausage Links.
7. In cell B11, type Wheat Toast.
What happens
The Sunday breakfast menu is entered.
8. Increase the width of column B to
25.00 characters with these steps.
a. Place the mouse pointer in the
column header on the dividing line
between columns B and C.
b. With the mouse pointer appearing
as a double-headed arrow
,
drag to the right until the tool tip
reads Width: 25.00. (The 25
means approximately 25
characters.)
9. Click on the Save tool
changes.
to save the
The changes are saved to the selected
location.
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Lesson 4: Working with Columns and Rows
What you do
1. Insert a column between the current A
and B columns.
a. Click in a cell of column B to select
that column
What happens
The blank column is inserted at column B.
All the columns to its right are shifted one
column to the right.
b. On the
tab of the Ribbon,
click on the down arrow of the
Insert tool
.
c. Select Insert Sheet Columns from
the list.
On the Mac, select Insert
Columns.
Alternatively, you can point to a cell
in column B and right-click (on Mac,
control+click). Then, from the
shortcut menu that displays, click on
Insert > Entire column > OK.
2. Delete the column for Friday.
The column and data in H are deleted. All
a. Click in a cell of column H to select the columns to its right are shifted one
that column.
column to the left.
b. On the
tab of the Ribbon,
click on the down arrow of the
Delete tool.
c. Select Delete Sheet Columns from
the list.
On the Mac, select Delete
Columns.
Alternatively, you can point to a cell
in column H and right-click (on Mac,
control+click). Then, from the
shortcut menu that displays, click on
Delete > Entire column > OK.
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What you do
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What happens
3. Click on the Undo tool
to reverse
The column for Friday is restored.
the last change.
4. Insert a blank row at row 3.
The blank row is inserted. All the rows
a. Click in any cell in row 3 to make it below it are shifted one row down.
the active row.
b. On the
tab of the Ribbon,
click on the down arrow of the
Insert tool.
c. Select Insert Sheet Rows from the
list.
On the Mac, select Insert Rows.
Alternatively, you can point to a cell
in row 3 and right-click
(control+click on the Mac). Then,
from the shortcut menu that displays,
click on Insert > Entire row > OK.
5. Delete row 4.
The data in the highlighted row is deleted.
a. Click in any cell in row 4 to make it All the rows below it are shifted one row
the active row.
up.
b. On the
tab of the Ribbon,
click on the down arrow of the
Delete tool.
c. Select Delete Sheet Rows from the
list.
On the Mac, select Delete Rows.
Alternatively, you can point to a cell
in row 4 and right-click. Then, from
the shortcut menu that displays, click
on Delete > Entire row > OK.
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What you do
6. Click on the Undo tool
the last change.
to reverse
7. Insert multiple rows with these steps.
a. Drag across the row headers where
the blank rows are to be inserted.
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What happens
Row 4 is restored.
Blank rows are inserted at row 4 and row 5.
All the previous rows beginning at row 4
are shifted down two rows.
In class, drag across the row
headers for rows 4 and 5. The
mouse pointer is a black arrow.
b. On the
tab of the Ribbon,
click on the down arrow of the
Insert tool.
Row headers
c. Select Insert Sheet Rows from the
list.
On the Mac, select Insert Rows.
d. Click on any cell to deselect the
rows.
These same steps can be used to
insert multiple columns, if you drag
across several column headers in
step a.
These same steps can be used to
delete multiple columns or rows, if
you click on the down arrow of the
Delete tool in step b.
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What you do
8. Increase the height of row 6.
a. Place the mouse pointer in the
header for row 6 on the line for the
bottom of the row.
b. With the mouse pointer as a
, drag
double-headed arrow
down to increase the height to
24.00. (The 24 means 24 point.)
9. Click on the Save tool
changes.
to save the
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What happens
The row height of row 6 is 18 pts.
Place the mouse
pointer here.
The changes are saved.
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Lesson 5: Changing Alignment and Fonts
By default, Excel left aligns text and right aligns numbers in cells, but you may change
the alignment of the contents of any cell. You also may change the alignment of a group
of cells at one time by first selecting the cells and then selecting the alignment.
A group of cells that are adjacent to one another and form a rectangle are called a range.
An example of a range is C6:C14. The semicolon is read as through, so the range is read
as C6 through C14.
What you do
1. Click in cell C6 to make it the active
cell.
2. On the
tab of the Ribbon,
click on the Center alignment tool
What happens
The content of cell C6 is centered between
the left and right boundaries of the cell.
in the Alignment group.
3. Click on the Right alignment tool
in the Alignment group.
The content of cell C6 is aligned on the
right of the cell.
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What you do
4. Click on the Left alignment tool
in the Alignment group to return the
content of cell C6 to its original
(default) alignment.
To format a range of cells, follow these
steps:
5. Select the cells.
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What happens
The content of cell C6 is aligned on the left
of the cell.
The contents of the range of cells, C6:C14
are in bold and centered.
With the mouse pointer appearing as a
white cross
, drag across cells C6
through C14.
6. Select the formats you want.
a. On the
tab of the Ribbon,
click on the Bold tool
in the
Font group. When the bold format
is in a cell, the tool looks pressed
down.
b. Click on the Center alignment tool
.
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What you do
7. Click in cell C9 to make it the active
cell.
8. Click on the Bold tool
the bold format.
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What happens
The bold attribute is removed from the
contents of cell C9.
to turn off
9. Click in cell A6 to make it the active
cell.
10. In the Font group on the
tab,
click on the down arrow for the Font
tool. From the list of fonts, select Arial
Black.
The Arial Black font style in 12 pt is
applied.
Arial Black is the name for the style of the
characters. 12 pt is pronounced 12 point. A
point is a printer’s measurement of
approximately 1/72 " in height. The tallest
character in a 12 pt character set is
approximately 12/72 ", which is 1/6 " high.
11. In the Font group, click on the down
arrow for the Font size tool. From the
list of sizes, select 12.
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What you do
12. With A6 as the active cell, remove all
the formatting in the cell by:
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What happens
The format in cell C6 is returned to the
General format.
a. Selecting the Clear tool
in the Editing group on the
tab.
b. From the list that displays, select
Clear Formats.
On the Mac’s menu, select Edit > Clear >
Formats.
13. Remove the blank rows in 3 through 5
with these steps.
With the mouse pointer as a black
arrow, drag through the row headers for
rows 3 through 5 to select those three
rows.
On the
tab of the Ribbon,
click on Delete > Delete Sheet Rows.
The blank rows are deleted.
On the Mac select Delete >
Delete Rows.
14. Click on the Save tool
changes.
to save the
The changes to the document are saved.
NOTE: A cell can contain three things: contents (your 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 Clear tool
on the
tab of the Ribbon. Then, choose Clear Formats or Clear Comments.
On the Mac’s menu, select Edit > Clear > Formats.
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Lesson 6: Navigation
What you do
1. Try these navigation keystrokes.
a. While pressing the Ctrl key, touch
the End key (Ctrl + End).
b. While pressing the Ctrl key, touch
the Home key (Ctrl + Home).
2. Use the scroll bar at the bottom of the
work window to scroll to the right.
3. Use the scroll bar at the right side of
the work window to scroll down.
What happens
Ctrl + End makes the last cell of your work
range the active cell.
Ctrl + Home makes the first cell of your
work range the active cell.
The titles in row 1 and in column A cannot
be seen. The data is not easily identified,
when the labels are not displayed.
4. Freeze the row and column titles with
these steps:
a. Press Ctrl + Home.
b. Click in cell B3 to make it the
active cell. The rows above this
cell and the columns to the left of
this cell will be frozen in place.
Lines appear below row 2 and to the right of
column A to indicate what is frozen in place.
c. Select the
tab of the
Ribbon.
d. In the Window group, click on
Freeze Panes.
e. Select Freeze Panes from the list
that displays.
5. Use the scroll bars to view the
worksheet.
6. To unfreeze the titles, click on
Freeze Panes.
7. Select Unfreeze Panes from the list
that displays.
The rows above B3 are frozen in place. The
columns to the left of B3 are frozen in place.
The titles remain visible so the data is easily
identified.
The title rows and column are no longer
frozen.
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Lesson 7: Printing a Worksheet
What you do
1. Click on the File tab of the
Ribbon.
2. Click on Print.
3. Microsoft refers to this window
as the Backstage.
What happens
You can see how your work will look when you
print it.
4. Use the Page tools
5.
6.
7.
8.
, at the bottom,
center of the window, to
navigate to other pages.
Click on the Page Setup link (on The Page Setup dialog box is displayed. The
the Mac, Page Setup button) at
landscape page orientation and legal paper size
the bottom of the window.
are selected.
In the Page Setup dialog box,
click on the Page tab.
Click on the option button for
Landscape in the Orientation
area.
To change the paper size, click
on the down arrow for the
Paper size box and click on the
appropriate size.
In class, select Legal, 8 ½ x 14.
On the Mac, click on the
Options button on the Page tab
of the Page Setup dialog box.
Select the paper size.
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What you do
9. Click on OK.
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What happens
The paper size and page orientation are modified.
PC users have a print preview
on this page.
Mac users have (print)
Preview on the Layout tab.
10. Click on the Page Setup link.
11. Click on the Margins tab.
12. Use the spinners
to change
the Left margin to .45 or .5
inches (half an inch).
13. Use the spinners
to change
the Right margin to .45 or .5
inches (half an inch).
The Margins page of the Page Setup dialog box is
displayed. The left and right margins are set to be
.45 or half an inch, as selected.
Alternatively, you may click in
the edit box for a margin setting
and type a number such as .4 .
14. Click on OK.
The left and right margins are changed.
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What you do
15. If you want to print the gridlines
of the worksheet:
Click on the Page Setup link.
16. Click on the
tab.
17. In the print area, click to place a
mark in the checkbox for
Gridlines.
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What happens
The Sheet page of the Page Setup dialog box is
displayed. The gridlines are set to print.
Be sure that draft quality is not
marked.
18. Click on OK.
The gridlines that form the boundaries of the cells
will print.
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What you do
19. Click on the Page Setup link.
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What happens
20. Click on the
tab, if
necessary.
21. Review the option button for Fit
to in the scaling area.
If this option is selected, Excel
changes the Font size to fit all
the data on one page.
22. Click on Cancel.
23. Click on the Back button.
NOTE: In the scaling area, you may choose the
Adjust to option and click in the edit box that
displays a number (initially 100%). Type in a
smaller number to reduce the print size to that
percentage of normal or type in a larger number to
increase the print size.
On the PC, the Backstage window displays.
On the Mac, the worksheet displays.
The worksheet is displayed in the Normal view.
to return to the Normal
View.
(This step is not necessary on the
Mac.)
24. Click on the Save tool to save
the changes.
The changes to the workbook are saved.
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What you do
What happens
25. Click on the File tab of the
Ribbon and select Print.
26. At the down arrow for Settings
(on the Mac, under Print What),
select what should print. By
The document is printed.
default the active worksheet(s)
will print.
27. Click on the Print button
.
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Lesson 8: Quick Reference
Task
PC Method
Mac Method
Open an existing workbook
File > Open
-ORCTRL + O
File > New > Blank
Workbook
-ORCTRL + N
File > Open
-ORCommand + O
File > New > Blank
Workbook
-ORCommand + N
Save tool
on the Quick
Access toolbar
-ORFile > Save
-ORCTRL + S
File > Save as > Select a
location.
In the Save As dialog box,
type a new File name.
File > Save as > Select a
location.
In the Save As dialog box,
select Excel 97-2003
workbook from the Save as
type list.
File > Print > Print button
-ORCTRL + P > Print button
Save tool
on the Quick
Access toolbar
-ORFile > Save
-ORCommand + S
File > Save as > Select a
location.
In the Save As dialog box,
type a new File name.
File > Save as > Select a
location.
In the Save As dialog box,
select Excel 97-2004
workbook (.xls) from the
Save as type list.
File > Print > Print button
-ORCommand + P > Print
button
File > Close
Command + W
Exit control button
-ORCommand + Q
Start a new, blank workbook
Save a workbook
Save a workbook with a
different name
Save a workbook in the
older, Excel 2003
(on Mac, Excel 2004 format)
Print the active worksheet
Close the active workbook
Exit/Quit Excel
File > Close
CTRL + F4
File > Exit
-ORALT + F4
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Excel 2011/2013 for Food Systems Management I
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Appendix A: Spell Check
What you do
1. Click in any cell in the worksheet.
The spell checker will start from that
cell and check forward in the
worksheet.
What happens
The spell checker begins. If it reads a word
that is not in its dictionary, Excel will stop
on the word and highlight the word. The
Spelling dialog box will open.
It does not matter where the spell
checker begins its checking. If it
begins in the middle of the worksheet,
when it reaches the end of the
worksheet, it will stop and display a
message to ask you if you want to
continue checking from the top of the
worksheet.
2. Click on the
Ribbon.
tab of the
3. Select the Spelling tool
.
4. If you cannot see the highlighted word
in the worksheet, because the Spelling
dialog box is in the way, place the
mouse pointer on the title bar of the
box. Drag the box out of the way.
Title bar
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Excel 2011/2013 for Food Systems Management I
What you do
5. If the word highlighted in the
worksheet is incorrectly spelled:
a. Click on the correct spelling in the
Suggestions list in the dialog box.
Then, click on the Change button.
- OR b. Click in the Not in Dictionary box
The University of Akron
What happens
When you click on the Change button, the
spell checker changes the spelling of the
word as you requested. The spell checker
continues its check of the other words in
your worksheet.
and type the
correct word. Then, click on the
Change button.
6. If the word highlighted is
spelled correctly:
a. Click on the Ignore Once or
Ignore All button.
- OR b. Click on the
button to add the word to your
personal dictionary. (Be careful.)
7. When the spell check is complete, a
message is displayed to advise you.
Click on OK to accept the message.
8. Click on the Save tool
any changes you made.
to save
The worksheet is saved.
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Appendix B: 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 and topic (Introduction,
Charting, Formulas, Pivot Tables). 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.
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.
7. On the Atomic Learning web site, select the desired filters, such as:
• Enter a keyword for the topic that you need.
• Select your version of Excel at the down arrow for All Applications.
8. Click on the Search button.
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9. Select tutorials from the list of search results on either the Results by Course/Series
tab or the Results by Tutorial tab.
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