Excel
Unit 1
Data files needed to complete these exercises will be found on the S: Drive>410>Student>Computer
Technology>Excel>Unit 1
Step by Step 1.1 – Program Management and Viewing Worksheets
GET READY. Before you begin these steps, review the Skills Summary below on options to complete
specific tasks:
EXCEL
Excel is an electronic spreadsheet program. An electronic spreadsheet is a computer software
program that is used for storing, organizing and manipulating data, specifically numbers. Electronic
spreadsheet programs were originally based on paper spreadsheets used for accounting. As such, the
basic layout of computerized spreadsheets is the same as the paper ones.
Related data is stored in tables - which are a collection of small rectangular boxes or cells organized
into rows and columns. Current versions of Excel and other spreadsheet programs can store multiple
spreadsheet pages in a single computer file. The saved computer file is often referred to as
a workbook and each page in the workbook is a separate worksheet.
SOURCE: http://spreadsheets.about.com/od/excelformulas/ss/What-is-Microsoft-Excel-and-What-Would-I-Use-it-for.htm
Open Excel
Create new
workbook
Open saved
workbook
Close
workbook
without closing
Excel
Save new
workbook
 Start button>All Apps>Scroll through applications to find Excel
 Start button>Click Excel from live tiles (if the application has been added to the
Start pane)
 Click Excel icon on task bar (if the application has been added to the task bar)
 Type Excel in search box
 File tab>New>Blank Workbook in the gallery
 Quick Access toolbar>New button
(This button must first be added to
the toolbar)
 Ctrl + N
To open workbook saved on computer:
 File tab>Open>Browse (navigate to location of file to be opened)>Select file
name>Open
To open file saved on OneDrive:
 File tab>Open>One Drive – Davis School District (navigate to location of file to
be opened)>Select file name>Open
 File tab>Close
For workbook to be saved on your computer:
 File tab>Save>Browse (navigate to location where you want to save the
file)>Type new file name in File Name box
For workbook to be saved on your OneDrive:
 File tab>Save>OneDrive – Davis School District (navigate to folder where you
want to save the file)>Type new file name in File Name box
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Save workbook
in PDF format
Save workbook
with a new
name
Close Excel
 File tab>Export>Create PDF/XPS Document>Create PDF/XPS button
 File tab>Save As>Browse to location to save>Change Save as type: box to PDF
(*.pdf)
For workbook to be saved on your computer:
 File tab>Save As>Browse (navigate to location where you want to save the
file)>Type new file name in File Name box
For workbook to be saved on your OneDrive:
 File tab>Save As>OneDrive – Davis School District (navigate to folder where
you want to save the file)>Type new file name in File Name box
 Close button in upper right corner of Excel screen
VIEW
You can change your view of the worksheet window at any time, using either the View tab on the
Ribbon or the View buttons on the status bar. Changing your view does not affect the content of a
worksheet; it just makes it easier for you to focus on different tasks, such as entering data or
preparing a worksheet for printing. The View tab includes a variety of viewing options, such as View
buttons, zoom controls, and the ability to show or hide worksheet elements such as gridlines.
Normal is the default view in Excel – it shows the worksheet without including
certain details like headers and footers or tools like rulers and page number
indicator.
Normal view
 Normal button on the status bar (lower right)
 View tab>Workbook Views group>Normal button
Page Layout View provides a more accurate view of how a worksheet will
look when printed. The margins of the page are displayed, along with a text
box for the header. Headers and footers can only be added in Page Layout
Page Layout view
View.
 Page Layout view button on the status bar (lower right)
 View tab>Workbook Views group>Page Layout button
Page Break Preview displays a reduced view of each page of your worksheet,
along with page break indicators that you can drag to include more or less
Page Break
information on a page.
Preview
 Page Break Preview button on the status bar (lower right)
 View tab>Workbook Views group>Page Break Preview button
 Insert tab>Text group>Header & Footer button
Headers/Footers
 Page Layout view>Click in Header or Footer
Using the options outlined in the above Skills Summary, make the following changes to the worksheet:
1. Start the Excel program.
2. OPEN the file named X Contoso Potluck USERNAME from Excel Unit 1 folder on the shared
drive.
3. SAVE the file as X Contoso Potluck USERNAME on your OneDrive, replacing the X with your
class period and USERNAME with your own user name.
4. By default, the workbook is in Normal view. With Sheet 1 as the active workbook, switch to Page
Layout view and type your name in the center header, then click in cell A1. Return to Normal
view—notice how in Normal view the headers are not visible, only the worksheet data.
5. Open the Assignments worksheet by clicking the sheet tab. Switch to Page Break Preview.
Notice how the blue dotted line indicates the right edge of the page when printed—everything
to the right of the dotted line will print on a separate page.
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6. Change the orientation of the Assignments worksheet to landscape (Hint: Page Layout
tab>Page Setup group>Orientation). When the page is printed landscape, all the text will print
on one page.
7. On the Assignments worksheet, switch to Page Layout view and type your name in the center
header.
8. SAVE the workbook with the changes.
9. With the Assignments worksheet active, SAVE the workbook in PDF format on your OneDrive
using the same file name. SUBMIT the PDF file in Canvas.
10. DO NOT close the workbook!
Step by Step 1.2 – Creating Worksheets and Workbooks from Templates
GET READY. Before you begin these steps, review the Skills Summary below on options to complete
specific tasks:
TEMPLATES
Templates are files that already include formatting and formulas complete with designs, tools, and
specific data types. Templates allow you to create professional workbooks in a fraction of the time it
would take you to develop them from scratch. Examples of these are budgets, loan models, invoices,
calendars, and so on.
Create
 File tab (Backstage view)>New from left menu>Scroll through and select
worksheet
template from Center section>Click Create
from recently
used templates
 File tab (Backstage view)>New from left menu>Type key work in Search for
Search for
online templates box>Scroll through and select template from center
online template
section>Click Create
WORKSHEETS
By default, there is only one worksheet created when you open a new Excel workbook. However, each
workbook in Excel can contain up to 255 worksheets. Adding new worksheets is an easy process, as is
moving and deleting worksheets. You can even copy and edit existing worksheets, eliminating the
need to recreate formulas or apply formatting.
 Click the New Sheet button next to the last sheet tab
Note: A new sheet will be added to the right of the active
worksheet.
 Select worksheet to be deleted>Home tab>Cells group>Delete arrow>Delete
Delete
Sheet
worksheet
 Right-click worksheet to be deleted>Delete from shortcut menu
Rename
 Right-click on worksheet tab>Rename
worksheet
 Double-click worksheet tab>Type new worksheet name
Using the options outlined in the above Skills Summary, create the following worksheets:
Add a new
worksheet
1. Create a new worksheet from an online template. Use the keyword loan and choose Loan
comparison calculator from the available templates.
2. Notice there are three worksheets to this workbook: Payment Comparison, Payment Schedule,
Loan Calculator Data. Click on each sheet tab to review the content of each worksheet.
3. Add a new worksheet to the right of the worksheet tab Payment Schedule. On the new
worksheet, type your first and last name in cell B36.
4. In cell E36, type the current year.
5. In cell G36, type your instructor’s last name.
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6. Rename the new worksheet tab Your Name (using your own name).
7. Delete the worksheet Loan Calculator Data from the workbook.
8. Click on the Your Name worksheet to make it the active worksheet. Take a screen snipping of
the Excel window that includes the entries in the three cells and all the sheet tabs.
9. SAVE the screen snip to your H: Drive as X Loan USERNAME, replacing the X with your class
period and USERNAME with your own user name.
10. CLOSE the workbook without saving the changes, but keep Excel open for the next exercise.
SUBMIT the X Loan USERNAME screen snip in Canvas.
Step by Step 1.3 – Navigating the Worksheet
GET READY. Before you begin these steps, review the Skills Summary below on options to complete
specific tasks:
SELECTING CELLS
Each worksheet is made up of individual cells—the intersection of a column and row; columns area
identified by letters and rows are identified by numbers. Cell references (also called cell addresses) are
created by indicating the column letter and the row number. Each cell is formatted independently of
the others so if you want formatting to apply to multiple cells, you must first select all the cells to
which you want the formatting applied. A quick way to select multiple adjacent cells is to select a
range—a group of two or more cells next to each other. Ranges are written using the upper left cell
address and the lower right cell address of the range (example: G7:K19).
Selecting and navigating to various cells within the Excel worksheet is simple if a few simple shortcuts
are used. Additionally, because each cell contains individual pieces of data, it might prove beneficial to
change the magnification of the worksheet to make view data convenient.
 Identify the intersection of the column letter and the row number
Select cell
 Type the cell reference in the Name Box
Note that when selecting a range, the first cell selected will be the active
cell in the Name Box
Select multiple cells  Click on the first cell reference in the range>Hold the left mouse while
(range)
dragging to the second cell in the range
 Click on cell in one corner of the range>Hold the left mouse while dragging
to the cell in the opposite corner of the range.
Select an entire
 Click the Column Heading letter at the top of the column
column
Select and entire
 Click the Row Heading letter at the left of the row
row
Move to beginning
 Ctrl + Home
of worksheet
Move to end of
 Ctrl + End
worksheet
Select entire
 Ctrl + A
worksheet
 Click Select All button in upper left corner of worksheet
 View tab>Zoom group>Zoom button
Zoom
 Zoom slider on lower right of Status bar
Using the options outlined in the above Skills Summary, create the following worksheets:
1. Create a new blank workbook (See Create new workbook in Step-by-Step 1.1 Skills Summary);
save the new worksheet as X Food Truck USERNAME on your OneDrive, replacing the X with
your class period and USERNAME with your own user name.
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2. In cell A1, type the text Food Truck Sales.
3. Select cell B2 and type the text Jan. Continue to create the worksheet using the data shown
below.
4.
5.
6.
7.
8.
Select cell D5 and change the entry to 550.
Select cell A6 and change the entry to Pastries.
Select the entire row 2 and Bold the text (Home tab>Font group>Bold button).
Select the entire column A and Italicize the text (Home tab>Font group>Italic button).
Move to the end of the worksheet. Add an underline to the selected cell (Home tab>Font
group>Underline button).
9. Move to the beginning of the worksheet. Add an underline to the selected text.
10. Select the entire worksheet; change the font size to 14 pt. (Home tab>Font group>Font Size
button)
11. Beginning with cell A7, add the following data to the worksheet:
12.
13.
14.
15.
16.
Select the range B2:F7; change the font to Agency FB.
Select cell G2 and zoom to 200% magnification.
Type your name in cell G2; return the zoom to 100%.
SAVE the worksheet with the changes. SUBMIT the workbook in Canvas.
Switch back to the previously opened workbook X Contoso Potluck USERNAME. Select the
Sheet 1 worksheet tab.
Step by Step 1.4 – Printing Options in Excel
GET READY. Before you begin these steps, review the Skills Summary below on options to complete
specific tasks:
PRINT
Backstage view allows you to open a Print Preview pane where you can preview your workbook by
clicking Print. The Print pane provides a series of settings that allow you to change how a workbook
prints. You can print the workbook so it is horizontal or vertical, display gridlines on the page, scale the
text to make it fit on a single page, print only selected cells, and select from many other options.
Note: Opening up the Print pane also opens the Print Preview section on the
right side of the Print pane.
Open Print Pane
(Preview)
 File tab (Backstage View)>Print from left menu
 Ctrl + P
 Click the first sheet tab>Hold Ctrl and click additional sheet tabs to
Print Specific
select>Print Active Sheet>Print button
Worksheets in a
o This prints the selected sheet tabs at once, rather than a single active
Workbook
sheet or the entire workbook.
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Print Multiple
 File tab>Print in left menu>Set desired number of copies in Copies: box at the
Copies
top of center pane
Settings Section in the Print pane (in Backstage View)
 Will print only the worksheet that is active (open)
Additional options with Print Active Sheets arrow:
Print Active Sheet
 Print Entire Workbook
button (default)
o Will print all sheets contained within the file at once (every sheet tab)
 Print Selection
o Will print only selected range of the worksheet that you have selected
Print specific
 Type the page numbers in the Pages boxes below the Print Settings
pages of an
o This prints specific pages of the active sheet, NOT multiple sheet tabs
active worksheet
 Click to indicate if you want your copies collated (each workbooks in order) or
uncollated (grouped by each worksheet—all Worksheet 1’s together, all
Collated (default)
Worksheet 2’s together, etc.)
Orientation
(Portrait
Orientation is
default)
 Click arrow to switch orientation within Print window
This option ensures that columns, rows, or an entire worksheet fit on one
page.
Scaling (No Scaling
 File tab>Print>Scaling Option from bottom of center column>Choose option
is default)
 File tab>Print>Page Setup button at bottom of center column>Page
tab>Scaling section
Using the options outlined in the above Skills Summary, make the following changes to the worksheet:
1. Several options are available when printing. Read the following steps carefully to ensure you DO
NOT print unnecessary worksheets:
a. Click the File tab>Print option to open the print settings and preview pane.
b. In the center pane under Print, identify, review, and understand the setting options:
i. Copies: allows you to specify how many copies you wish to print
ii. Printer: allows you to specify the printer you wish to use
iii. Settings Section:
1. Print Active Sheets: click this button to indicate what portions of the
workbook you want printed; indicate which pages of a worksheet you
want printed in the Pages box.
2. Collated: click to indicate if you want your copies or uncollated.
3. Portrait Orientation: Click to indicate with orientation you desire—
portrait or landscape
4. Letter 8.5x11 in.: Use to adjust paper size
5. Normal Margins: Allows you to change margins within the Print pane
6. No Scaling: Allows adjustments to ensure worksheet fits on page as
desired
c. Change the print options in the Print pane as follows:
i. 3 copies
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ii. Print Entire Workbook – Notice how 8 pages are now available for preview in
the right preview window, even though there are only 5 worksheets—this is
because some worksheets will print on more than one page.
iii. Click the Next Page button in the preview window to move to Page 2.
iv. Change No Scaling to Fit Sheet on One Page.
v. Click the Next Page button to move to Page 3; change to Fit Sheet on One Page.
vi. Click the Next Page button to move to Page 4; change to Fit Sheet on One Page.
vii. DO NOT PRINT YET!
d. Press ESC to return to Normal View; press Ctrl + P to return to the print preview
window. Notice that all your previous settings have been maintained. Make the
following changes:
i. 1 copy
ii. Print Active Sheets
iii. Press ESC to return to Normal view
iv. Select the HR worksheet tab; hold the Ctrl key while selecting the Operations
and Assignments sheet tabs
v. Press Ctrl + P
vi. DO NOT PRINT YET!
e. Notice how there are only 3 worksheets of the workbook available for preview in the
right pane; only the sheet tabs selected will print, not the entire workbook.
f. Press ESC to return to Normal view; select the Sheet 1 worksheet, press Ctrl + P and
make the following changes in the print window:
i. Landscape
ii. Click the PRINT button
g. Select the Assignments worksheet and select the range A1:F10. Open the Print window
and make the necessary changes to Print Selection only, then click PRINT.
2. SAVE the workbook with the changes. HAND IN the printed copies; SUBMIT the workbook in
Canvas.
Projects
Project 1-1: Grade Book
GET READY. LAUNCH Excel if it is not already running.
1. Create a new blank workbook.; save the new workbook as X Grade Book USERNAME to your
OneDrive, replacing the X with your class period and USERNAME with your own user name.
2. In cell A1, type the text Quiz Scores.
3. Select cell B3 and type the text Quiz 1. Continue to create the worksheet using the data shown
on the following page.
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4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
Change cell C5 to 21; change B7 to 17.
Format row 3 so all entries in the row will be centered.
Format Column A so all entries in the column will be bolded.
Add one more student to the worksheet; type Estelle in cell A8 and record the following quiz
scores: Quiz 1, 19; Quiz 2, 25; Quiz 3, 15.
Add one more column of quiz data to the worksheet; type Quiz 4 in cell E3 and record the
following scores for each student: Andrea, 23; Bill, 21; Charlene, 19; David, 23; Estelle, 20.
Move to the beginning of the worksheet and change the font size of the cell to 18 pt.
Move to the end of the worksheet and change the entry to 24.
Change to an appropriate view to add your name in the center header.
Rename the worksheet tab Quiz Scores.
Add a new worksheet to the workbook to the right of Quiz Scores.
Rename the new worksheet tab Attendance.
Type Attendance in cell A1; type the five student names in the range A4:A8.
In cell B3, type the text Days Absent; in the range B4:B8 type the data as shown at right:
Select the range A4:A8 and italicize the text.
Add your name in the center header on the Attendance worksheet.
SAVE the worksheet with the changes.
With the Attendance worksheet active, save the worksheet in PDF format using the file
name X Attendance USERNAME, replacing the X with your class period and USERNAME
with your own user name. SUBMIT the PDF file in Canvas.
Select the Quiz Scores worksheet and change the settings to print one copy in landscape
orientation. Print the worksheet and hand in.
SUBMIT the X Grade Book USERNAME file in Canvas and CLOSE the workbook without closing
Excel.
PAUSE. LEAVE Excel open for the next project.
Project 1-2 – Family Budget
GET READY. LAUNCH Excel if it is not already running.
1. Create a new worksheet from an online template. Use the keyword budget and choose Family
budget (monthly) from the available templates.
2. SAVE the workbook as X Budget USERNAME to your OneDrive, replacing the X with your class
period and USERNAME with your own user name.
3. Delete the Additional Data worksheet.
4. Select all the data on the worksheet Monthly Expenses and change the font to Bell MT.
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5. Click in cell E1 and type your name.
6. SAVE the workbook with the changes. PRINT the Monthly Expenses worksheet in landscape
orientation, Fit Sheet to One Page; hand in the printed copy.
7. SUBMIT the workbook in Canvas.
CLOSE Excel.
Beyond the Basics – Optional Activities
Complete the following practice activities to learn additional Excel features or as assigned by your
teacher.
Activity 1 – Quick Access Toolbar
QUICK ACCESS TOOLBAR
The Quick Access toolbar contains buttons for saving a document and for undoing, redoing, and
repeating a change. You can’t change the size of the Quick Access toolbar, but you can customize it
by adding and removing command buttons.
To Add Basic Tools:
 Customize Quick Access toolbar arrow>Checkmark by
Add options to
tools to be added
Quick Access
To Add Advanced Tools:
toolbar
 File tab>Options from left menu>Quick Access Toolbar from left menu in the
Excel Options dialog box>Choose command from section>Select items to
add>Click Add button>Click OK when done
Remove
 Customize Quick Access toolbar arrow>Uncheck tools to be removed
options from
 File tab>Options from left menu>Quick Access Toolbar from left menu in the
Quick Access
Excel Options dialog box>Customize Quick Access Toolbar section (on
toolbar
right)>Select items to remove>Click Remove button
 File tab>Options from left menu>Quick Access Toolbar from left menu in the
Reset Quick
Excel Options dialog box>Customizations section (in lower right)>Reset
Access toolbar
button>Reset only Quick Access Toolbar
1.
2.
3.
4.
OPEN a blank workbook in Excel.
Add the Quick Print and New buttons to the Quick Access toolbar (Basic tools).
Add the Format Painter button to the Quick Access toolbar (Advanced tools).
Type your name in cell A1 of the worksheet. Take a screen snipping of the Excel window that
includes the all of the Quick Access toolbar tools and your name in cell A1.
5. SAVE the screen snip to your OneDrive as X Quick Access USERNAME, replacing the X with your
class period and USERNAME with your own user name.
6. SUBMIT the screen snip in Canvas.
7. CLOSE the Excel worksheet without saving the changes.
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Activity 2 – Customize Settings
RIBBON
The Ribbon is a visual interface that allows you to manipulate items on your worksheet. You can add
a new ribbon tab, add a group on any ribbon tab, and add commands within a group. The Excel
Options dialog box offers selections for customizing the ribbon. You can add and remove commands
and you can change the location of ribbon commands to make accessing those you use most
frequently more convenient.
 File tab>Options from left menu>Customize Ribbon from left menu in the
Create new
Excel Options dialog box>Select tab in Main Tabs section (on right side) you
ribbon (tab)
want your new tab to follow>New Tab button
 File tab>Options from left menu>Customize Ribbon from left menu in the
Rename tab
Excel Options dialog box>Select tab to rename in Main Tabs section>Click
Rename button>Type New Name>Click OK
 File tab>Options from left menu>Customize Ribbon from left menu in the
Excel Options dialog box>Select group to rename in Main Tabs section>Click
Rename group
Rename button>Choose a symbol to represent tool>Type group name in the
Display name box>Click OK
 File tab>Options from left menu>Customize Ribbon from left menu in the
Add tools to
Excel Options dialog box>Select group to add tools too in Main Tabs
group
section>Choose command from section>Select items to add>Click Add
button>Click OK
 File tab>Options from left menu>Customize Ribbon from left menu in the
Reset Ribbon to
Excel Options dialog box>Customizations section (in lower right)>Reset
default
button>Reset all Customizations (this will reset both the Ribbon and the Quick
Access toolbar)
DEFAULT SETTINGS
Default settings are pre-set options that determine how Excel will behave when performing an
action. For example, a default printer is the one your documents always print to unless you change
the setting. By default, there is one worksheet in a workbook and the font is 11 points—but you can
change those default settings, too.
 File tab>Options from left menu>General from the left menu in the Excel
Change sheet
Options dialog box>When creating new workbooks section>Include this many
number
sheets options box
 File tab>Options from left menu>General from the left menu in the Excel
Change
Options dialog box>When creating new workbooks section>Use this font
font/font size
options box OR Font size options box
WORKSHEET TABS
By default, Excel contains only one sheet tab, named Sheet 1. The sheet name appears on the sheet
tab at the bottom of the worksheet. When you open a workbook, the sheet is active. If additional
sheets are created, you can move from sheet to sheet by clicking the sheet tab at the bottom of the
window. To make it easier to identify the sheets in a workbook, you can rename each sheet and add
color to the tabs. You can also organize them in a logical way. Remember, moving or copying
worksheet tabs moves or copies all the data on the worksheet as well.
Color Sheet Tab
 Right click sheet tab>Tab Color>Choose color
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Move Sheet Tab
Copy Sheet Tab
Delete Sheet
 Select tab>Drag to new location (small arrow will indicate location)>Release
mouse
 Right click sheet tab>Move or Copy>Choose location in Before sheet
section>Click OK
 Select tab>Hold Ctrl>Drag tab to new location>Release mouse
o New copied sheet will have the same name with a (2) after it, indicating it
is a copy—you can then rename the sheet.
 Right click sheet tab>Move or Copy>Put checkmark in Create a Copy>Click OK
 Right click sheet tab>Delete
1. Open a new blank workbook in Excel.
2. Create a new ribbon (tab) to use in Excel that is located to the right of the Home tab. Rename
the ribbon tab My New Tab.
3. Rename the new group; use a symbol of your choice to represent the group and name the group
Your Name (using your own name).
4. Add three tools of your choice to the new group you just created.
5. Click OK to close the Options dialog box. When you exit, you should see your tab named My
New Tab on the ribbon. Open the new tab to display the group and tools created.
6. Take a screen snip with the new tab open and the new group name and tools showing. SAVE the
screen snip to your OneDrive as X Ribbon USERNAME, replacing the X with your class period
and USERNAME with your own user name.
7. SUBMIT the screen snip in Canvas.
8. Reset the Ribbon and the Quick Access toolbar to the default settings.
9. Change the default settings so a new workbook will have five sheet tabs by default. Change the
default font to Comic Sans MS, font size 14 pt.
10. EXIT and RESTART Excel without saving any changes. OPEN Excel and create a new blank
workbook. Notice that the new default applies to new files created.
11. Type your name the last cell visible in the window in column A.
12. Rename the five sheet tabs the first five months of the year.
13. Copy the February worksheet tab and move it to the right of the May worksheet tab.
14. Delete the April worksheet tab.
15. Apply a different color to each sheet tab—you choose the colors.
16. Select the January worksheet to make it active.
17. Take a screen snip of the last three rows of the worksheet, including the row headings (numbers
along the left side) and the five sheet tabs. SAVE the screen snip to your OneDrive as X Tabs
USERNAME, replacing the X with your class period and USERNAME with your own user name.
18. CLOSE the worksheet without saving the changes. SUBMIT the screen snip in Canvas.
19. In Excel, return the font and sheet number settings back to the default (Body Font, Font size 11,
1 sheet). EXIT and RESTART Excel without saving any changes to the worksheet so the new
default changes will take effect.
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