www.dataservice.org
Data Service Center
March, 2000
478-8950
Compiled by:
Katey Semmel
Donna Frieze
Microsoft Excel 2000 Introduction
9/21/00
1
Jennifer Smith
Table of Contents
Why Use Excel? ................................................................................................................................4
Starting Excel ....................................................................................................................................4
Terminology ......................................................................................................................................5
Using Menus .............................................................................................................................. 5 & 6
The Toolbar ......................................................................................................................................7
Getting Help ......................................................................................................................................7
The Office Assistant..............................................................................................................7
The Active Cell..................................................................................................................................8
Moving Through the Worksheet............................................................................................... 9 & 10
Working with Data ...........................................................................................................................11
Long Labels ........................................................................................................................11
Long Numbers.....................................................................................................................11
Working with Workbooks and Worksheets ......................................................................................12
Saving a Workbook.............................................................................................................13
Closing a Workbook............................................................................................................13
Opening a Workbook ..........................................................................................................13
Inserting Worksheets ..........................................................................................................13
Renaming Worksheets........................................................................................................13
Editing Data ....................................................................................................................................14
Clear Data...........................................................................................................................15
Undo Change – Multiple Level Undo ...................................................................................15
Selecting Data.................................................................................................................................15
Selecting Rows....................................................................................................................15
Selecting Columns ..............................................................................................................15
Selecting a Group of Cells ..................................................................................................15
Selecting Additional Groups of Cells ...................................................................................15
Deselecting Selected Cells..................................................................................................16
Inserting Cells, Columns and Rows .................................................................................................16
Inserting Cells .....................................................................................................................16
Deleting Cells......................................................................................................................16
Inserting a Row ...................................................................................................................16
Inserting a Column ..............................................................................................................17
Deleting Columns and Rows ...............................................................................................17
Moving and Copying Data...............................................................................................................18
Moving Data........................................................................................................................18
Copying Cells......................................................................................................................18
Microsoft Excel 2000 Introduction
S:\Training Manuals\PDF Files\ExcelIntroduction00.doc
2
Using AutoFill ..................................................................................................................................19
Creating a Series of Labels.................................................................................................19
Creating a Series of Numbers .............................................................................................19
Using Formulas and Functions........................................................................................................20
Formula Conventions..........................................................................................................20
Sample Formulas ................................................................................................................20
Entering Basic Formulas .....................................................................................................21
AutoSum .............................................................................................................................21
Paste Function....................................................................................................................22
Function Conventions .........................................................................................................22
Copying Formulas: Relative Reference..............................................................................24
Copying Formulas: Absolute Reference Copy ...................................................................24
Errors in Formulas ..............................................................................................................25
Formatting Worksheets...................................................................................................................26
Changing the Column Width ...............................................................................................26
Changing the Row Height....................................................................................................26
Changing Fonts ..................................................................................................................27
Format Menu.......................................................................................................................27
Changing the Font Style .....................................................................................................28
Aligning Data.......................................................................................................................28
Changing the Appearance of Numbers ...............................................................................29
Adding Borders ...................................................................................................................29
Adding Fill Color..................................................................................................................29
Adding Font Color...............................................................................................................30
Merge and Center...............................................................................................................30
Changing Data Orientation .................................................................................................30
Copying Formats.................................................................................................................30
Clearing Formats ................................................................................................................31
AutoFormat .........................................................................................................................31
Printing Your Worksheets ...............................................................................................................32
Print Orientation..................................................................................................................32
Changing the Margin Settings.............................................................................................33
Adding a Header or Footer .................................................................................................34
Inserting a Page Break........................................................................................................35
Removing a Page Break .....................................................................................................35
Exiting Excel ....................................................................................................................................35
Microsoft Excel 2000 Introduction
S:\Training Manuals\PDF Files\ExcelIntroduction00.doc
3
Why Use Excel?
Excel can help you to save time and increase the accuracy of your calculations when using
Worksheets for Personal Finances, Financial Reports, and Charts.
Starting Excel
To Start Excel perform the following steps:
Double click on the Microsoft Excel Icon
A blank worksheet will load
Close
Minimize
The following is the basic Excel screen:
Maximize
Title Bar
Menu Bar
tandard Toolbar
Format Toolbar
Cell Reference
(Name Box)
Selector
(Dark Line)
Formula Bar
Office
Assistant
Active Cell
Column Heading
(Alpha)
Row Headings
(Numeric)
Worksheet Area
Status Bar
Horizontal Scroll Bar
Vertical Scroll Bar
Microsoft Excel 2000 Introduction
4
Terminology
Workbook is a collection of worksheets and chart sheets.
Worksheet is the on-screen spreadsheet.
Columns are the vertical line of boxes and are labeled with letters such as A
Rows are the horizontal line of boxes and are labeled with numbers such as 1.
Cells are where the columns and rows intersect and are labeled with a combination of the row and
column label such as A1 or B3
Cell Reference is located just above the column label A on the worksheet and displays the label
of the active cell(s).
Using Menus
The menus provide commands for performing functions in Excel such as save, print and format.
To open a menu, click on the menu title (i.e.: File, Edit, View, etc.) A menu with related commands
will appear. There are seven things to look for in menus:
Single Words
When single words are clicked, the function is carried out immediately. No additional information is
required.
Dots (...) Following a Word
The three dots indicate that additional information is needed by Excel before the command can be
carried out. Clicking on a menu item with three dots will initiate a dialog box that asks for the
additional information.
Quick Key (Ctrl+n)
Quick keys allow you to perform a specific function quickly. For instance, pressing Ctrl+n for New
has the same affect as clicking on File and then New. You will find quick keys helpful when putting
information in bold (Ctrl+B), underline (Ctrl+U and italics (Ctrl+I).
Dimmed Words
A word that is dimmed in a menu means the particular function is not currently available.
Underlined Letters
Underlined letters indicate the keyboard equivalent of using the mouse. Pressing the n, will n being
any letter, has the same effect as clicking the word with the mouse. If you are opening a main
menu item, you must press Alt first to activate the menu bar. Then you can press n to activate a
command.
Checkmarks
Microsoft Excel 2000 Introduction
5
Checkmarks to the left of a command indicate that a particular setting has been turned on. To turn
off a command, click on the option and the checkmark will be removed.
Right Pointing Arrow
Located to the right of a menu command, the right pointing arrow indicates that there is a submenu
from which to select a command.
Activity:
Use the mouse to select the Send To command from File.
Deselect.
Microsoft Excel 2000 Introduction
6
The Toolbar
The toolbars contain a series of buttons that let you quickly select commonly used commands.
The buttons on the toolbar allow you to quickly carry out menu commands. For instance, clicking
on the save button is the same as clicking on File then Save using the menus.
The following is a portion of the Excel Toolbar:
Activity: Click on the New Button.
Getting Help
If you forget how to perform a function in Excel, or you want to learn how to perform a function,
using help can be very helpful.
Help Index
To use the help index:
Click on Help from the Main Menu
Click on the Contents and Index
Click on the desired tab (Contents, Index, or Find)
The Office Assistant
The Office Assistant assists you with Help, Tips and Messages that will help you use
Excel more efficiently.
Activity: Type in “What is a cell?”
Microsoft Excel 2000 Introduction
7
The Active Cell
The Active Cell of the Worksheet is the location at which you enter data. The active cell is
displayed with a thick border, called a “selector”, around it. When you first start Excel with a blank
worksheet, the active cell is A1.
To change the active cell, move the mouse to another cell and click the left button once.
Activity: Change cell F6 to the active cell.
Alternatively, pressing the arrow keys changes the active cell.
Right arrow - moves one cell to the right
Left arrow - move one cell to the left
Down arrow - move one cell down
Up arrow - move one cell up
Activity: From cell F6:
Press the right arrow to move to G6
Press the left arrow to move back to F6
Press the down arrow to move to F7
Press the up arrow to move back to F6
Note: Notice that the cell label changes in the cell reference area as you change the active cell.
Microsoft Excel 2000 Introduction
8
Moving Through the Worksheet
There may be some worksheets that are so long that not all of the information can fit in on the
screen. When this occurs, there a two ways to move quickly through the worksheet; using a
combination of certain keys or by using the scroll bars. The following is a list of navigational keys
used to move thru the worksheet:
Press:
Enter
Shift+Tab
Shift+Enter
Right Arrow
Left Arrow
Down Arrow
Up Arrow
Ctrl+Right Arrow
Ctrl+Left Arrow
Crtl+Down Arrow
Ctrl+Up Arrow
Home
Ctrl+Home
Ctrl+End
PgDn
PgUp
Alt+PgDn
Alt+PgUp
Ctrl+PgDn
Ctrl+PgUp
F5 or Ctrl+G
To:
Move one cell down
Move one cell to the left
Moves one cell up
Moves right one cell
Moves left one cell
Moves down one cell
Moves up one cell
Moves to the right edge of the current region
Moves to the left edge of the current region
Moves to the bottom edge of the current region
Move to the top edge of the current region
Moves to the first cell in the row
Moves to cell A1
Moves to the last cell in the worksheet (must have text on the
worksheet)
Moves down o n e s c r e e n
Moves up one screen
Moves right one screen
Moves left one screen
Moves to the next sheet
Moves to the previous sheet
Opens the Go To dialog box
Activity: From cell F6:
Press Ctrl+Home to move to cell A1
Press PgDn to move cell A1
Press PgUp to move back to A1
Press Alt+PgDn to move to J1
Press Alt+PgUp to move back to A1
Microsoft Excel 2000 Introduction
9
Using the Scroll Bars
There are scroll buttons on the right side and bottom of the worksheet. The up and down arrows
move you up and down the worksheet. The left and right arrows move you left and right thru the
worksheet. The Active Cell is identified as you move through the worksheet
Horizontal Scroll Bar
Vertical Scroll Bar
Activity: (1) Use the scroll buttons to scroll thru the worksheet.
(2) Press Ctrl+Home to return to A1
Microsoft Excel 2000 Introduction
10
Working with Data
To enter data into the worksheet:
Move the mouse pointer to the location you want the data entered
Click the left mouse button
Use the keyboard to enter the desired data
Press enter to enter the data into the cell
Pressing enter will enter the data into the cell and then move down one cell. Alternatively, press
any of the arrow keys to enter the data into the active cell and move one cell in the direction of the
arrow keys you pressed.
As you enter data, three buttons appear located to the left of the formula bar. They are as follows:
:
Formula Palette
Cancel Entry
Confirm Entry
Long Labels
If the label is too long for one cell, it will spill over into the next cell. If there is information in the next
cell, Excel will display as much of the label as the column width allows.
Activity: In cell A1 enter the label: INCOME STATEMENT
Note: The information entered into the cell will be displayed in both the cell and the Formula Bar
located above the column C label.
Long Numbers
If the number you enter is too long for the column width, Excel will display the number in either a
scientific form such as 1.22E+10 or as number signs such as ######.
Activity: In cell B3 enter the number: 123456789
Tip: Using the Number Pad, located on the far right of the keyboard, can help save time in entering
numbers into the worksheet. In order to enter numbers properly, be sure to turn num- lock on by
pressing the num lock key at the top left corner of the number pad. When you turn num lock on,
NUM will appear at the bottom right corner of the worksheet. Please note, if NUM does not appear
at the bottom of the worksheet the number key can be used for cursor movement.
Microsoft Excel 2000 Introduction
11
Working with Workbooks and Worksheets
All of the Worksheets you use for a particular function are saved in a Workbook.
Activity: Enter the information displayed on the worksheet below
Saving a Workbook
To save a workbook, perform the following steps:
Microsoft Excel 2000 Introduction
12
Click on the Save Button
Type in a Filename
Click on OK, a summary dialog box will appear (this information is optional)
Click on OK
Activity: Save the workbook as Income2000.
Note: Once you have saved a workbook, simply click on the Save button and the workbook will be
saved automatically with the original filename.
Closing a Workbook
To close a Workbook, perform the following steps:
Click on File from the menu
Click on Close
Activity: Close the workbook
Opening a Workbook
To open a workbook, perform the following steps:
Click on the Open Button
Double click on the filename
Activity: Open the workbook Income2000
Inserting Worksheets
To add a worksheet to your workbook, perform the following steps:
Right click on worksheet tab to the right of where you want your new sheet to be
inserted
Click on Insert
Choose Blank Worksheet
Click okay
Renaming Worksheets
To change the name of a worksheet, perform the following steps:
Right click on the worksheet name (tab at the bottom of the screen)
Click Rename; rename worksheet
Microsoft Excel 2000 Introduction
13
Editing Data
Insertion Point
The insertion point is indicated by a vertical line that blinks. Double clicking the left mouse button,
drops the insertion point into a cell so you can then edit the contents of the cell.
Delete Key
Pressing the delete key will delete the character to the right of the insertion point.
Backspace Key
Pressing the backspace key deletes the character to the left of the insertion point.
Inserting Text
As you type, information will be entered to the right of the insertion point.
To edit data in a cell, perform the following steps:
Double click on the cell to be edited
Press the right or left arrow key to move the insertion point to appropriate
location
Use the editing keys (backspace and/or delete) to edit to information
Activity: Edit the information in cell B4 from 8700 to 9200
Clear Data
To clear data, perform the following steps:
Select the cells to clear
Press delete
Activity: Clear the data in cells B4:D4
Undo Change – Multiple Level Undo
To undo the most recent change you made, perform the following steps:
Click on the Undo button on the toolbar
OR,
Click on Edit from the menu
Click on Undo Clear
Activity: Undo the data that was cleared in the activity above.
Microsoft Excel 2000 Introduction
14
Selecting Data
Selecting cells allows you to perform a variety of Excel features such as changing the column width
or the font style of the selected cells.
Selecting Rows
To select a row, perform the following steps:
Move the mouse pointer to the row number
Click the left mouse button once
The row will be highlighted.
Activity: Select row 5
Selecting Columns
To select a column, perform the following steps:
Move the mouse pointer to the column letter
Click the left mouse button once
The column will be highlighted.
Activity: Select column C
Notice that when you select column c after selecting row 5, the highlight bar moves from the row to
the column.
Selecting a Group of Cells
To select a group of cells, perform the following steps:
Move the mouse pointer to the first cell in the group
Click and hold the left mouse button
Drag the mouse to select the desired cells
Release the left mouse button completes the selection
As you drag the mouse, the cells that you move over will become highlighted. On some computers,
this process may be sensitive causing you to select more or less of the desired cells. Therefore,
be sure to check that you have selected the cells you have intended to select.
Tip: Begin at the end of the cell group and drag mouse from right to left.
Activity: Select the cells from B4 to D6.
Selecting Additional Groups of Cells
To select additional groups of cells, perform the following steps:
Press and hold the Ctrl key
Move the mouse pointer to the first cell in the group
Click and hold the left mouse button
Drag the mouse to select the desired cells
Release the left mouse button completes the selection
Activity: Select the cells from B7 to D8.
Deselecting Selected Cells
Microsoft Excel 2000 Introduction
15
To deselect selected cells, perform the following steps:
Move the mouse pointer to any location on the worksheet
Click the left mouse button once
Activity: Deselect selected cells
Inserting Cell, Columns And Rows
There may be times when you need to insert cells, columns and/or rows into your worksheet in
order to make room for additional information.
Inserting Cells
When you insert cells into a worksheet, the data contained in the cells can be shifted either to the
right or down.
To insert cells in a worksheet, perform the following steps:
Select the cells where you want the new cells to be inserted
Click on Insert from the menu
Click on Cells
Select either Shift Cells Right or Shift Cells Down
Click on OK
Activity: Select cells C7:D8 and insert cells
Deleting Cells
When you delete cells in a worksheet, the data contained in the cells can be shifted either left or
up. To delete cells, perform the following steps:
Select the cells to be deleted
Click on Edit from the menu
Click on Delete
Select either Shift Cells Left or Shift Cells Up
Click on OK
Activity: Delete the inserted cells in C7:D8
Inserting a Row
When you insert a row in Excel, it will be inserted above the row you selected and the row beneath
it will be shifted down.
To insert a row, perform the following steps:
Select a row by clicking on the row heading
Click on Insert from the menu
Click on Rows
Activity: Insert a row at row 4.
Inserting a Column
When you insert a column in Excel, it will be inserted to the left of the column you selected and the
columns to the right will shift to the right.
Microsoft Excel 2000 Introduction
16
To insert a column, perform the following steps:
Select a column by clicking on the column heading
Click on Insert from the menu
Click on Columns
Activity: Insert a column at column B
Deleting Columns and Rows
When you delete a row or column in Excel, all of the data contained in the cells will be deleted. If
#REF appears in a cell, you have deleted data that is need to calculate a formula. Clicking on the
undo button on the toolbar will undo the delete.
To delete columns and/or rows, perform the following steps:
Select the column or row to be deleted
Click on Edit from the menu
Click on Delete
Activity:
(1) Delete Row 4
(2) Delete Column B
Microsoft Excel 2000 Introduction
17
Moving And Copying Data
It is possible to move or copy data within a worksheet or between worksheets when using Excel.
Moving Data
When Excel moves data, it is cut from its original location and moved to the new location.
To move data in a worksheet, perform the following steps:
Select the cells to be moved
Move the pointer to the edge of the selected cells so the pointer changes from a
plus to a pointer
Click, hold and drag the selected cells to the new location
Release the mouse button and the selected cells move to the new location
Note: A rectangular box with cell reference indicates where the data will be dropped when you
release the mouse button.
Alternatively: You can select the cells to move, click on the cut button
the cells to move to, and click on the paste button
on the toolbar, select
on the toolbar.
Activity: Select cells B4:D4 and move them to F7:H7
Copying Cells
When you copy cells in a worksheet, Excel copies the data from one location to another so the
same data will appear in multiple places.
To copy cells in a worksheet, perform the following steps:
Select the cells to copy
Move the pointe r to the edge of the selected cells until the pointer changes to an
arrow
Hold the CTRL key and click, hold and drag the mouse pointer to the new location
Release the mouse button and the selected cells will be copied to the new
location
Alternatively: You can select the cells to copy, click on the copy button on the toolbar (two sheets
of paper next to each other), select the cells to copy to, and click on the paste button.
Activity:
(1) Select the cells F7:H7 and copy them to B4:D4
(2) Clear the data in cells F7:H7
Microsoft Excel 2000 Introduction
18
Using AutoFill
AutoFill can help save time in completing a series of numbers or labels in a worksheet.
Creating a Series of Labels
To create a series of labels:
Enter the first label in the series
Select the cell(s) containing the label
Move the mouse pointer to the bottom right corner of the selected cell(s) (NOTE:
The pointer will change from a hollow plus to a thin line plus.)
Press and hold down the left mouse button
Drag the mouse to select the cells to include in the series.
Release the button and the series will be displayed in the cells.
Activity: Enter Jan in cell B3.
Use AutoFill to enter Feb and March in cells C3 and D3, respectively.
Note: The same procedure can be used to AutoFill a series in a column.
Creating a Series of Numbers
To create a series of numbers:
Enter the first 2 numbers of the series
Select both cells containing the numbers
Move the mouse to the bottom right corner of the selected cells.
Press and hold the left button.
Drag the mouse to select the cells to include in the series
Release the button and the series will be displayed in the cells.
Activity:
(1) Enter 1 in cell F4
(2) Enter 6 in cell F5
(3) Use AutoFill to enter the number series in cells F6 - F10.
Note: When you have completed the above activity, you should see the following number
series:
F6 - 11
F7 - 16
F8 - 21
F9 - 26
F10 - 31
(4) Delete data from cells F4:F10
Microsoft Excel 2000 Introduction
19
Using Formulas And Functions
Formulas and Functions allow you to perform calculations on the data contained in your
spreadsheet
•
•
•
Formula Conventions
Formulas must begin with an equal sign (=).
It is recommended that you use cell references as opposed to numbers when creating
formulas. This way, if the numbers change, you don’t need to change the formula.
Formulas are performed in the following order:
Exponentiation
Multiplication and Division
Addition and Subtraction
Note: Use parenthesis in order to change the order in which Excel calculates formulas. Excel will
calculate the information in the parenthesis first.
•
Formulas use the following operators:
+ for Addition
- for Subtraction
* for Multiplication (Shift+8)
/ for Division
^ for Exponentiation (Shift+6)
= Equal to
> Greater than
< Less than
: Calculates one reference between two references
, Produces one reference from multiple references
Sample Formulas
Please keep in mind that Excel needs to know what cells to include in the formulas. If cells are
separated by a comma such as, =sum(a1,b1,c1), then only cells a1, b1 and c1 will be added. If
you establish a range of cells to include in the formula such as, =sum(a1:c1), the values in the cells
between and including a1 and c1 will be added. It is typically better to use a range of cells in
formulas because it allows you to plan for the future growth of the spreadsheet. If you have a
range of cells established in your formulas you may not need to change the formula if you add
columns or rows to your spreadsheet.
Exception: This does not hold true if you add a column or row before or after your starting and
ending points for the range. In these cases you will still need to edit the formula.
Formula
=a1+b1+c1
=a1*b1+c1
=a1*(b1+c1)
=sum(a1,b1,c1)
=sum(a1:c1)
=sum(a1:c1)*d1
Results of formula
adds the values in a1, b1, and c1
multiplies a1 and b1 then adds c1
adds b1 and c1 then multiplies a1
adds the values in a1, b1 and c1
adds the values in cells a1 through c1
adds the values in cells a1 through c1 then multiplies by d1
Activity: Change the number in cell B4 from 9200 to 8700.
Microsoft Excel 2000 Introduction
20
Entering Basic Formulas
To enter a formula into a worksheet, perform the following steps:
Select the cell where you want to enter the formula
Type the formula remembering to include an equal sign at the beginning
Press enter and the results of the calculation will appear
Note: The formula will appear in the formula bar whereas the result of the calculation will appear in
the cell. Also, if you change a number in one of the cells contained in a formula, the formula will
automatically recalculate the formula.
Activity: In cell E4, enter a formula that adds the cells B4:D4
AutoSum
(Sigma)
Use AutoSum to quickly add a list of numbers. To use AutoSum, you will click on the
AutoSum Button on the Toolbar. To use AutoSum, perform the following steps:
Click on the cell in which the sum should appear
Click on the AutoSum Button and press Enter
Note: When you click on the AutoSum Button, a moving dotted line will appear around the cells to
be included in the sum. As well, the Function will appear in the cell that will contain the sum.
Double check to make sure these are the cells you would like to add.
Activity: In cell E7, use AutoSum to add cells B7:D7.
Note: You can enter the Sum function in several cells at once by selecting a group of cells and
clicking on the AutoSum Button.
Microsoft Excel 2000 Introduction
21
The Paste Function
Using the Paste Function may take a little more time but is the easiest way to enter formulas.
Within Excel, there are functions, which are predefined formulas that make constructing basic
formulas easier. The Paste Function is the easiest way to use functions. Using this method takes
you step by step through each function making it easy to understand the formula.
To use the Paste Function, perform the following steps:
Select the cell where you would like the function to go
Click on the Paste Function button; the following will appear:
Function Conventions
Again, functions are predefined formulas. Excel has 9 Function categories including the following:
•
•
•
•
•
•
Financial
Date & Time
Math & Trig
Statistical
Lookup & Reference
•
•
•
•
Database
Text
Logical
Information
Six common functions you may use include:
Average - calculates the average for a list of numbers
Count - counts the number of cells that contain values only in a range
Min - finds the smallest value in a list of numbers
Max - finds the largest value in a list of numbers
Round - rounds a number to a specific number of digits
Sum - adds a list of numbers
• When using functions in formulas, you will use the formula conventions listed above.
Note: If you’re not sure which category the function you need is under select “All” to view all
functions. Also, a description of the selected function appears under the Function Category Box.
Select the appropriate function category
Microsoft Excel 2000 Introduction
22
Select the appropriate function name, click okay; the following will appear:
Check to see if the correct information in entered in the Number 1 field
Note: Remember, everything is described in the dialog box. READ! READ! READ!
When all of the necessary information is added, click okay
Note: If the dialog box covers the numbers you need to include in the function, move the dialog box
by clicking on the title bar, holding and dragging the mouse to a new location. Releasing the
mouse button drops the dialog box to its new location.
Tip: You can select a group of cells to include in the function by selecting the group on the
worksheet.
Activity: In cell E6, use the Paste Function to create a formula for adding cells B6:D6.
Microsoft Excel 2000 Introduction
23
Copying Formulas: Relative Reference
Copying formulas using relative references means that the cell references will change automatically
relative to the direction the formula is being copied.
To copy a formula from one cell to others, perform the following steps:
Enter a formula into a cell
Select the cell containing the formula
Move the mouse pointer to the bottom right corner of the selected cell
until the pointer changes from a hollow plus to a thin black cross
Click, hold and drag the mouse to select the cells you would like to copy the
formula to
Release the mouse button and the formula will be copied
Activity: (1) In cell B9, either type in the formula, use AutoSum, or use the Paste
Function to add B6:B8 (Total Expenses)
(2) Copy this formula to cells C9:E9
(3) Enter the following formula in cell B11: =B4-B9
(4) Copy this formula to cells C11:E11
Copying Formulas: Absolute Reference
Copying formulas using Absolute Reference means that the cell references do not change when
the formula is copied. In order to keep the cell references intact, you must first lock the reference
when copying the formula. To lock a cell reference, you must include dollar signs ($) before the
row and column headings (ex: $A$2).
To copy a formula using absolute reference, perform the following steps:
Enter the data into the cell to be used as an absolute reference
Enter the formula you want to copy
Select the cell containing the formula to be copied
Press F4 on the keyboard to add dollar signs, locking the cell reference; click
enter
Move the pointer to the bottom right corner of the cell
Click, hold and drag the pointer to select the cells to copy to
Release the button and the formulas will be copied
Activity: (1) Enter .35 into cell A14
(2) Enter =B11*A14 into cell B13
(3) Press F4
(4) Copy the formula to cells C13:E13
Microsoft Excel 2000 Introduction
24
Errors in Formulas
If an error has occurred while performing a calculation, Excel displays an error message. When
you select one of these errors, Excel will automatically correct the error in the formula. The
following are few of the common errors messages you may encounter:
Error
######
What it Means
value in cell is too long
#REF!
Formula refers to a cell that
is not valid
deleted cell that was
referred to in the formula
change the formula to exclude invalid
cell or reinstate the cell if it was
deleted or moved
#NULL!
Specifies an intersection of
two areas that do not
intersect
using an incorrect range
operator or incorrect cell
reference
use a comma when referring to two
areas that don’t connect and/or
check for typing errors
#NUM!
Problem with a number in a
formula
using an invalid argument
in a function
fix the argument
formula produces a
number that is too long or
too small to be
represented in Excel
change formula so that the results
are within an allowable range
using a reference to a
blank cell
enter value for that cell or delete
formula if not necessary
#DIV/0!
Formula is trying to divide
by a zero
Possible Causes
How to Fix
increase size of column
.
Microsoft Excel 2000 Introduction
25
Formatting the Worksheet
Changing the appearance of your worksheet can help you “jazz”” up your worksheets as well as
show hidden text and help you to find information easily.
Changing the Column Width
By changing the column width, you can show text that may be hidden because the column is not
long enough to accommodate the label or number. There are several ways to change the column
width. Each way is discussed briefly below:
Manual Width
It is possible to change the column width manually by performing the following steps:
Click, hold and drag the edge of the column (from the heading)
Release the mouse button to drop the edge at the new location
With this way of changing the width, you decide how large or small the column is.
Activity: Change the width of column A to accommodate INCOME STATEMENT and TOTAL
EXPENSES
AutoFit
AutoFit automatically sizes the column so that it accommodates the largest label or number in the
column. There are two ways to AutoFit a column; they are as follows:
Mouse
Move the mouse to the right edge of the column in the heading area until the
pointer changes to a doublesided arrow with a line thru the center
Double click the mouse
Menus
Select the column to AutoFit
Click on Format from the menu
Click on Column
Click on AutoFit Selection
Activity: AutoFit Column A using either method described above.
Changing the Row Height
Changing the row height is similar to changing the column width. You can manually change the
height or use AutoFit.
Activity:
(1) Manually change the row height of Row 4
(2) Use AutoFit to change the row height in Row 4
Microsoft Excel 2000 Introduction
26
Changing the Fonts
Changing the font type and the size can add emphasis to certain areas of your worksheet. There
are two ways to change the font type and size; one is by using the Font Type and Size selection list
from the toolbar. The second way is by using the Format option on the menu.
Font Type
Font Size
Selection List
To change the font type using the toolbar, perform the following steps:
Select the cells of which you wish to change the font type
Click on the down arrow to the right of the font type text box
Click on the font type you wish to include
Activity: Select cells A4:A13 and change the font type to Times Roman
To change the font size using the toolbar, perform the following steps:
Select the cells of which you wish to change the font size
Click on the down arrow to the right of the font size text box
Click on the font size you wish
Activity: Select cells A4:A13 and change the font size to 14
Format Menu
To change the font type and size using the Format Menu, perform the following steps:
Select the cells of which you want to change the font type and size
Click on Format from the menu
Click on Cells
Click on Font
Click on appropriate font type
Click on appropriate font size
Click on OK
Note: In the directions above, when you click on Font, a dialog box appears. Within this dialog
box, you can select the Font Style as well as special underline styles.
Activity: Select cells A4:A13, and change the font type to Arial and the Font Size to 10
Microsoft Excel 2000 Introduction
27
Changing the Font Style
You can add emphasis to certain sections of your worksheet by adding Bold, Underline and Italic
font styles. The following are the button keys for adding fonts styles to your worksheet:
Italics
Bold
Underline
To add Bold, Italic or underline to your worksheet, perform the following steps:
Select cells to add a font style to
Click on the appropriate button
Alternatively, you can select the data to add a font style to and press Ctrl+B for Bold, Ctrl+I for
italic, and Ctrl+U for underline.
Note: Performing the same steps removes bold, italic and/or underline.
Activity: Put the cells A4:A13 in bold
Aligning Data
It is possible to align data in a cell to the left, center or right. It is also possible to center data
across a column. Using the Alignment Buttons on the Formatting Toolbar is the easiest way to
change the alignment of data in a cell.
The following are the three basic alignment buttons used in Excel:
Align Left Button
Aligns the data to the left side of the cell.
Center Button
Centers data within a cell.
Align Right Button
Aligns the data to the right side of the cell.
To change the alignment of data, perform the following steps:
Select the cells to align
Click on the appropriate alignment button
Activity: (1) Select the cells containing the Months (B3:E3)
(2) Center the cells
Microsoft Excel 2000 Introduction
28
Changing the Appearance of Numbers
Changing the appearance, or format, of numbers in the worksheet, can make your worksheet more
readable. There are several categories of cell formats to cho0se from with a variety of alternatives
to select from by clicking on Format from the menu and then Cells. However, the easiest way to
make simple changes to the cell format is by clicking on one of the 5 cell format buttons on the
Formatting Toolbar.
Buttons
There are five buttons on the Formatting Toolbar which can be used to format numbers in cells.
They are as follows:
Currency Style
Button
Ex: 1234 to $1234.00
Percent Style Button
Ex: 12.34 to 1234%
Comma Style Button
Ex: 1234 to 1,234.00
Decrease Decimal
Button
Ex: 123.40 to 123.4
Increase Decimal
Button
Ex: 123.4 to 123.40
To change the appearance of numbers, perform the following steps:
Select the cells to format
Click on one of the formatting buttons
Activity:
(1) Select column B
(2) Click on the Currency Button
(3) Autofit the columns if necessary
Adding Borders
Adding borders draws attention to certain information in your worksheet.
To add border, perform the following steps:
Select the cells to add border to
Click on the Border Button
Click on the desired border
Activity: Add a border to cells B4:E13
Adding Fill Color
Color can also be used to draw attention to certain information in your worksheet.
To add fill color, perform the following steps:
Select the cells to add color to
Click on the down arrow of the Fill Color Button
Click on the Desired color
Activity: Add a color to cells B4:E13
Microsoft Excel 2000 Introduction
29
Adding Font Color
To add font color, perform the following steps:
Select the cells to add color to
Click on the down arrow of the Font Color button
Click on the desired color
Activity: Change the font colors for cells B4:E13.
The fourth button used for aligning data, works slightly differently. It centers text across columns
rather than within a column. The following is the Merge & Center Button:
Merge and Center Button
Centers data across columns.
To center data across columns, perform the following steps:
Select the cells which you want to center across
Click on the Merge & Center Button
Activity: Center Income Statement across A1:E1
Changing Data Orientation
It is possible to change the orientation of data in a cell. The following is an example of the
orientation choices Excel provides:
To change the orientation of the cell content, perform the following steps:
Select the cell(s) to change the orientation of
Click on Format on the menu
Click on Cell
Click on the Alignment Tab
Click on the appropriate orientation direction
Click on OK
Activity: (1) Put cells B3:E3 in a different orientation
(2) Autofit the row if necessary
Note: It is possible to have text wrap in a cell if the cell contents exceed the cell
width or length. To do so, click on the Wrap Text box from the Alignment tab.
Copying Formats
To copy formats from one cell to another/others, perform the following steps:
Select a cell that contains the formats you wish to copy
Click on the Format Painter Button
Select the cell(s) to copy the formats to
When you release the mouse button the formats will be applied.
Activity: Copy the formats from cell A4 to cells B3:E3
Microsoft Excel 2000 Introduction
30
Clearing Formats
There may be times when you need to clear formats, to do so, perform the following steps:
Select cells to clear formats from
Click on Edit from the menu
Click on Clear
Click on Formats
Activity: Clear the formats on cells A4:A13
AutoFormat
By using AutoFormat, Excel allows you to apply a predefined format to your Worksheet.
To apply a predefined format, perform the following steps:
Select the cells you want to format
Click on Format from the menu
Click on AutoFormat, the following dialog box will appear:
Click on the desired format
Click on OK
Activity: Use AutoFormat to select a predefined format for cells A1:E13
Undo AutoFormat
You may want to undo a format that you have chosen using AutoFormat. To do so, perform the
following steps:
Select the cells that contain the format you wish to change
Click on Format from the menu
Click on AutoFormat
Select None from the list
Select OK
Microsoft Excel 2000 Introduction
31
Printing Your Worksheets
Once you have completed your worksheet, you will want to print it.
Print Orientation
In addition to changing the margins, you may want to change the print orientation from portrait to
landscape.
To change the print orientation, perform the following steps:
Click on File from the menu
Click on Page Setup
Click on the Page Tab, the following dialog box appears
Click on the Landscape button
Click on OK
Activity: (1) Change the print orientation to Landscape.
(2) Use print preview to view the change
Microsoft Excel 2000 Introduction
32
Changing the Margin Settings
After viewing or printing your worksheet, you may find that you need to adjust the margins in order
for the worksheet to print the way you would like it.
To change the margins, perform the following steps:
Click on File from the menu
Click on Page Setup
Click on the Margin Tab, the following dialog box appears
Up Arrow
Down Arrow
Use the Center on
page option to center
your worksheet on the
page.
Increase the margin size by clicking on the up arrow
Decrease the margin size by clicking on the down arrow
Click on OK
Activity: Change the margins to:
Top
3
Bottom
3
Left
2
Right
2
Note: It is also possible to change the margins in Print Preview by clicking, holding, and dragging
the margin line to the left or the right.
Microsoft Excel 2000 Introduction
33
Adding a Header or Footer
Excel automatically inserts a header of Sheet X and a footer of Page X at the top and bottom of
each page. However, you can customize the headers and footers.
To create a header/footer, perform the following steps:
Click on File from the menu
Click on Page Setup
Click on the Header/Footer tab; a dialog box appears:
Click on Custom Header or Footer Button, the following dialog box will appear:
Delete the information in the Center Section by clicking in the area and using the
backspace or delete key
Click in the area where you want the header/footer to appear (ie: Center Section)
Type the information to be included in the header/footer
Click on OK
Note: You can format the information in the header/footer by using the button located above the
Section fields.
Activity: (1) Include the header: INCOME 2000. (2) Use Print preview to view the changes
Microsoft Excel 2000 Introduction
34
Inserting a Page Break
Excel will insert page breaks automatically based on the margin settings and other formatting
information you provide. However, if these page breaks do not fall in a logical position, you can
insert a page break.
To insert a page break, perform the following steps:
Select a row or column at which the page break should be inserted
Click on Insert from the menu
Click on Page Break
Activity: (1) Insert a page break at Row 14
(2) Use print preview to view the changes
Removing a Page Break
You may decide you need to remove the page break after you have inserted it.
To remove a page break, perform the following steps:
Select a cell directly below or to the right of a page break
Click on Insert form the menu
Click on Remove Page Break
Activity: (1) Remove the Page break at Row 14
(2) Use print preview to view the changes
To Print the worksheet, perform the following steps:
Click on the Print Button
Note: If you would like to view your worksheet to see how it will look when printed, click on
the Print Preview Button.
Activity: Print the worksheet.
Exiting Excel
Exiting
To Exit Excel:
Click on File from the Menu Bar
Click on Exit from the File Menu
Microsoft Excel 2000 Introduction
35