PRESENTED BY:
Hermelinda Ayala
Ivette Rodriguez
Dina Pratt
Migdalia Echavarria
Francisco Garcia
Oneida Balderas
Getting Started with
EXCEL
What is a worksheet?
“Worksheet” is Excel’s name for a spreadsheet. Worksheets are
arrays of cells used to store data. This often involves simple math
calculations linking the cells together in tables, usually for some
kind of analysis.
In a spreadsheet there are three basic types of data
that can be entered.
• labels
l b l - text
t t with
ith no numerical
i l value
l
• constants - just a number –
• constant value formulas - a mathematical
equation used to calculate
Excel 2003 determines the type of data entered into a
cell by the sequence of characters keyed.
numbers ((digits,
g
decimal p
points, #, %, +, -))
text (any other string of characters)
formulas (preceded by =)
Opening a File
E
Excel
l fil
files h
have a .xls
l extension
t
i as opposed
d tto a .doc
d extension
t
i ffor MS Word.
W d
Excel files are also referred to as Worksheets and Workbooks.
Activating a Cell
When you are working with an Excel worksheet, you can activate
a particular cell simply by left clicking on it. Active cells are
outlined and the corresponding row and column are highlighted
1. Cell Coordinates
Cell coordinates refer to the row and column intersection in
which the cell is found. In this case the intersection occurs at
Row 4, Column C.
2. Formula Bar
The formula bar in Excel is where all the information entered for that cell will
appear. Depending on what is entered in the cell, you may see text,
numbers or formulas/functions here.
3 Worksheets
3.
In Excel, one Workbook may have many different worksheets. These
tabs which are located at the bottom of the window
tabs,
window, enable you to
control which worksheet you are working on at a given time and
allow you to navigate through all of your available worksheets.
Scroll Bars Excel worksheets often have many columns and rows.
You can use the vertical and horizontal scroll bars to move around
within y
your worksheet.
Navigating in Excel
Keyboard Navigation
o Left Arrow -- Moves left
o Right Arrow -- Moves Right
o Up Arrow -- Moves Up
o Down Arrow -- Moves Down
o Control Home -- Returns to cell A1
o Control End -- Goes to last row, column and cell
o Control Down Arrow -- Goes to last cell in column with data
o Control Up Arrow -- Goes to first cell in column with data
o Control Right Arrow -- Goes to last right hand cell with data
o Control Left Arrow -- Goes to last left hand cell with data
You can also use the mouse to click on cells to make them active and/or use
the scroll bars to move around in a worksheet.
Data Types
Data
Types
L b l
Label
C
Constant
t t
F
Formula
l
Examples
Descriptions
Name or Wage
N
W
Anything
A
hi
that
h is
i
or Days
just text
5 or 3
3.75
75 or - Any
A
number
b
7.4
=5+3
5 3 or
=8*5+3
M h equation
Math
i
Labels
Labels are typically used as column or row headers or simply to identify
whatever you have entered into the cell
Constants
Constants refer to the numerical data that you have entered into
cells. Constants are the entries in your spreadsheet that are not
d i d ffrom equations
derived
ti
or other
th analysis
l i ttools.
l
Function & Formulas
Functions and formulas are expressions that you can use to
manipulate or analyze information that you have entered into a cell.
These expressions always begin with an
= sign.
Sorting Data
Select the cells that you would like to sort and then Select Data from the menu and click on Sort
Alignment & Formatting
Inserting Data
To insert data into a cell simply select it (i.e. make it active) and enter your information. Excel has a
useful auto entry function that enables you to simply drag from the bottom right-hand corner of a cell to
populate cells in any direction. After a few entries, Excel is often capable of deciphering the pattern that
you are creating and can fill in remaining cells based on the pattern
pattern. To test this feature
feature, start by typing
a sequence of numbers and then highlight those cells and drag downward from the bottom righthand corner of the last cell you entered data into.
Inserting Formulas & Functions
Functions always begin with an = sign. You can insert functions just
like you are entering text or numbers and when you press enter, the
result of your function will appear.
Inserting Columns
You can insert columns into a worksheet by:
1 Right clicking
1.Right
clicking, and
2.Selecting Insert from the menu.
Or by...
1 Cli ki on th
1.Clicking
the Insert
I
t tab,
t b and
d
2.Selecting Columns
Inserting Rows
You can insert rows into a worksheet by:
1.Right clicking, and
2 S l ti Insert
2.Selecting
I
t from
f
the
th menu.
Or by
1 Clicking on the Insert tab,
1.Clicking
tab and
2.Selecting Rows
Copying Data
To copy data in cells
1.Select one or more cells
2.Select Edit in the menu
3 S l t Copy
3.Select
C
Formatting Cells
To format cells
1.Select Format in the menu
2 Select Cells...
2.Select
Cells
There are a number of different format options in Excel. For example,
you may want to specify how numbers in a given cell should appear.
You may also need to align data within a cell. For example, you can adjust the
horizontal and vertical alignment and/or make the characters within a cell wrap to
fit a particular cell size.
This shows how a cell with Wrap Text selected will appear.
You have numerous options available in the Formatting Toolbar to adjust the
appearance of you spreadsheet.
To add/remove borders in your spreadsheet, you can use the Borders Button.
SAMPLE
•FOLLOW
FOLLOW ALONG THE
SAMPLE SHEET
EXCEL 2003 SPREADSHEET MODIFICATIONS
Objective 1: We will AUTOFIT all the data on the sample spreadsheet.
1. Highlight COLUMNS A thru J by dragging cursor.
2. Go to FORMAT tab and left click.
3. Select COLUMNS and left click.
4. Select “AUTOFIT” option and left click.
Results: All headers will be automatically fitted to cell.
Objective 2: We will CENTER headers.
1. Highlight ROW 1 (all headers) by left clicking.
2. Go to Standard Toolbar and left click CENTER alignment.
Results: All headers will be centered.
Objective 3: We will CENTER columns.
1. Highlight Columns D thru J by dragging cursor across cells D thru J.
2. Go to Standard Toolbar and select and left click CENTER alignment.
Results: All Columns D thru J will be centered.
Objective 4: We will calculate AVERAGE.
1. Highlight cell underneath “AVERAGE” header.
2. Go to Standard Toolbar and select “” icon (auto sum)
3. Left click on downward arrow and select AVERAGE option.
4. Press Enter on your keyboard.
Results: All assessment 1 thru 5 scores for student 1 will be averaged.
Objective 5: We will AVERAGE all student Assessments 1 thru 5.
1. Place cursor on right hand corner of averaged cell (when you see a “t” displayed, that is how you will know that it’s on the right
area)…left click and drag down to last student average. (Rows 2 thru 16)
Results: Excel will automatically average all scores per student.
Objective 6: We will alphabetize students by LAST NAME.
1. Highlight A:2
2. Go to Standard toolbar and select DATA option.
3. Select SORT by LAST NAME and by ASCENDING ORDER.
4. Click on OK
Results: All student names will be in alphabetical order.
Objective 7: We will INSERT COLUMN to number students.
1. Highlight Column A.
2. Go to Standard Toolbar and select COLUMNS option.
Results: We shifted columns to right and now have new Column A.
Objective 8: We will NUMBER students in Column A.
1. Enter number 1 next to first student and follow thru to second and third student or
2. Enter first two numbers 1 & 2.
3. Highlight numbers 1 & 2.
4. Place cursor on right bottom corner of second cell.
5. Left click and drag cursor thru last cell.
Results: All cells will be numbered 1 thru 15.
Objective 9: We will ALIGN numbers in Column A.
1. Select numbers 1 thru 15.
2. Go to Standard Toolbar and select Center alignment option.
Results: All numbers are aligned in the center.
Objective 10: We will Color Code Headers/Columns.
1. Click on Assessment # 1 cell.
2. Go to Standard Toolbar and select bucket icon (fill color) and left click on arrow to view colors.
3. Select color (your preference) and left click on color.
4. Repeat above procedure to color code remaining assessments 2 thru 5.
5. To color code entire column…highlight the column(s) you want color coded and repeat
steps 2 thru 3.
Results: All Headers/Columns will be color coded.
CREATE YOUR
OWN !
YOU CAN DO
IT!
EXCEL 2003
BEGINNER
Analyze Calories in a Meal
Excel 2003
Page 3 of 37
Introduction
Open Excel.
Go to the Start menu, choose All Programs, choose Microsoft Office, and select
Microsoft Office Excel 2003.
Excel will open.
You will see a new spreadsheet called Book1.
Excel worksheets contain columns and rows. Columns have letter labels and rows
have number labels.
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Save a Spreadsheet
Go to the File menu and choose Save As.
You will see the Save As dialog.
The File name field will be highlighted.
Type: nutrition
Use the Save in pull-down menu to choose a place to save.
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Click the Save button.
From now on, click the Save button on the toolbar to save any changes you make.
Add Column Headings
You can add column headings to your spreadsheet.
Click cell A1.
Type: Item
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Press the Tab key on the keyboard to move to cell B1.
Type: Fat Grams
Press the Tab key on the keyboard.
Type: Total Calories
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You will notice that some of the text you typed is too wide to fit in the individual cells.
You will learn to fix this later.
Next, you are going to change the font and size of the text.
Format Text
Click the number 1 to the left of cell A1.
This will select everything in row 1.
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Click the Bold button on the Formatting toolbar.
Use the Size pull-down menu to select 14.
Shade Cells
While the row is still selected, you can change the fill color of the heading row.
Click the arrow to the right of the Fill Color bucket.
Click a light color.
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The cells will fill with this color.
Change Column Width
All the headings do not fit in their cells.
You can change the column width so that all of the text fits.
Go to the Format menu, choose Column, and select AutoFit Selection.
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The text will now fit into each cell.
Add Data
Click cell A3.
Type: 1 Apple
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Press the Tab key on the keyboard.
Type: 0
Press the Tab key on the keyboard.
Type: 80
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Click cell A4.
Type: 1 Cup of Chips
Press the Tab key on the keyboard.
You will notice that the text does not fit in cell A4.
Change Column Width
You can change the size of a column.
Move the cursor over the line between columns A and B at the top of the worksheet.
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Your cursor will change into a bar with left and right arrows when it is in the right place.
Click and drag the column divider to the right until all of the text fits in the cell.
Enter Data
Click cell B4.
Type: 11
Press the Tab key on the keyboard.
Type: 259
Click cell A5.
Type: 1 Hot Dog
Press the Tab key on the keyboard.
Type: 15
Press the Tab key on the keyboard.
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Type: 255
Click cell A6.
Type: 1 Chocolate Bar
Press the Tab key on the keyboard.
Type: 14
Press the Tab key on the keyboard.
Type: 220
Add a Column
You can insert a column into your spreadsheet.
Click cell C1.
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Go to the Insert menu and click Columns.
A new column will be added.
Type: Fat Calories
You will notice that the text does not completely fit.
Use the skills you have learned to adjust the column width.
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Create a Calculation
You can create a formula that will convert fat grams into calories.
To calculate grams into calories, you need to multiply the fat grams by nine.
Click cell C3.
Press the equal sign (=) on the keyboard.
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Click cell B3.
Press the asterisk (*) symbol on the keyboard. This is the symbol Excel uses for
multiplying numbers.
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Press the 9 key on the keyboard.
Press the Enter key on the keyboard.
You will see that has Excel has placed a zero in cell C3.
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Use the Fill Handle
You can use the fill handle to calculate the rest of the fat calories.
Click cell C3.
You will see a handle in the lower right corner of cell C3.
Click and drag the fill handle to cell C6.
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Release the mouse button. You will see that Excel has calculated all of the fat calories
using the formula you created.
Create an AutoSum
Click cell A8.
Type: Total
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You can get the total number of fat grams and calories for this meal using the AutoSum
feature.
Click cell B8.
Click the AutoSum button on the Standard toolbar.
You will see that Excel has set up a formula, or autosum, to calculate the sum of the
cells in column B.
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Press the Enter key on the keyboard.
Excel will place the total number of fat grams in cell B8.
Tab to C8
Click the AutoSum button on the Standard toolbar.
You will see that Excel has set up a formula, or autosum, to calculate the sum of the
cells in column C.
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Press the Enter key on the keyboard.
Excel will place the total number of fat calories in cell C8.
Click cell D8.
Click the AutoSum button. (Do not press ENTER)
In this case, Excel has set up a formula, or autosum, to calculate the sum of the cells in
row 8, not column D.
To change this, click and drag from cell D3 to D6.
Press the Enter key on the keyboard. Excel will place the total number of calories in cell
D8.
You now have totals in all three columns.
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EXCEL
2003
QUICK TIPS
CustomGuide
Microsoft®
Excel 2003
Customizable Computer Training Courseware
1502 Nicollet Avenue
Minneapolis, MN 55403
Quick Reference Card
The Excel 2003 Screen
Keyboard Shortcuts
Title Bar
General
Formatting Toolbar
Formula Bar
Standard Toolbar
Open a Workbook
<Ctrl> + <O>
Save a Workbook
<Ctrl> + <S>
Print a Workbook
<Ctrl> + <P>
Vertical
Split Bar
Close a Workbook
<Ctrl> + <W>
Undo
<Ctrl> + <Z>
Task Pane
Redo or Repeat
<Ctrl> + <Y>
Help
<F1>
Switch Between
Applications
<Alt> + <Tab>
Menu Bar
Name Box
Select All
Button
Active Cell
(currently in
cell A1)
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Columns
Pointer
Rows
Vertical
Scroll Bar
Navigation—Go To:
Move between
unlocked cells
<Tab>
Up One Screen
<Page Up>
Down One Screen
<Page Down>
To cell A1
<Ctrl> + <Home>
The Fundamentals
To the Last Cell
with Data
<Ctrl> + <End>
The Standard Toolbar
Open the Go To
Dialog Box
<F5>
Left to end or
beginning of next
block
<Ctrl> + < ← >
Right to end or
beginning of next
block
<Ctrl> + < → >
Up to end or
beginning of next
block
<Ctrl> + <↑>
• To Select an Entire Worksheet: Click the
Select All button where the column and row
headings meet.
Down to end or
beginning of next
block
<Ctrl> + <↓>
• To Preview a Worksheet: Click the
Print Preview button on the Standard toolbar,
or select File → Print Preview from the menu.
Editing
Cut
<Ctrl> + <X>
• To Print a Worksheet: Click the
Print
button on the Standard toolbar, or select File →
Print from the menu, or press <Ctrl> + <P>.
Copy
<Ctrl> + <C>
Paste
<Ctrl> + <V>
• To See What a Toolbar Button Does:
Point to the button for a few seconds. A brief
description of the button will appear.
Edit Active Cell
• To View or Hide a Toolbar: Select View →
Toolbars from the menu and select the toolbar
you want to view or hide.
Formatting
Bold
<Ctrl> + <B>
• To Get Help: Press <F1> to open the Help task
pane, type your question in normal English, and
click the Search button.
Italic
<Ctrl> + <I>
Underline
<Ctrl> + <U>
Tab Scroll
Buttons
Horizontal
Split Bar
Status Bar
Horizontal Scroll Bar
Worksheet Tabs
New
Save
Open
E-mail
Print
Spelling
Cut
Undo
Paste
Print
Research Copy
Preview
Format
Painter
• To Create a New Workbook: Click the
New button on the Standard toolbar or
select File → New from the menu.
• To Open a Workbook: Click the
Open
button on the Standard toolbar, or select File →
Open from the menu, or press <Ctrl> + <O>.
• To Save a Workbook: Click the
Save
button on the Standard toolbar, or select File →
Save from the menu, or press <Ctrl> + <S>.
• To Save a Workbook with a Different
Name: Select File → Save As from the menu
and enter a different name for the workbook.
• Cells are referenced by addresses made from their
column letter and row number, such as cell A1, A2,
B1, B2, etc. You can find the address of a cell by
Name Box.
looking at the
• To Select a Cell: Select the cell you want to
edit by clicking it with the mouse pointer or by using
the keyboard arrow keys.
• To Select a Cell Range (Using the
Mouse): Click the first cell of the range and drag
the mouse pointer to the last cell of the range.
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Insert
Hyperlink
Redo
Sort
Ascending
Chart
Wizard Zoom
Drawing
AutoSum Sort
Descending
Toolbar
Options
Help
• To Select a Cell Range (Using the
Keyboard): Make sure the active cell is the first
cell of the cell range, then press and hold down the
<Shift> key while using the arrow keys to move
the mouse pointer to the last cell of the range.
Clear Cell Contents <Delete>
<F2>
Absolute Reference <F4>
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Editing
Formatting
• To Edit a Cell’s Contents: Select the cell, click the Formula bar,
edit the cell contents, and press <Enter> when you’re finished.
The Formatting Toolbar
• To Clear a Cell’s Contents: Select the cell or cell range and press the
<Delete> key.
• To Cut or Copy Data: Select the cell(s) and click the
Copy button on the Standard toolbar.
or the
Cut button
• To Paste Data: Select the destination cell(s) and click the
button on the Standard toolbar.
Paste
• To Copy Using AutoFill: Position the pointer over the fill handle at the
bottom-right corner of the selected cell(s), then drag to the destination cell(s).
• To Move or Copy Cells Using Drag-and-Drop: Select the cell(s)
you want to move or copy and position the pointer over any border of the
selected cell(s), then drag to the destination cells. Hold down the <Ctrl> key
while you drag to copy the cells.
Underline
Font list
Bold
Font Size list Italic
Increase
Borders
Decimal
Merge &
Font
Decrease
Percent
Center
Color
Indent
Style
Center
Align Align Currency
Decrease
Fill Color
Left Right Style
Decimal
Toolbar
Comma
Increase
Options
Style
Indent
• To Format Text: Change the style of text by clicking the
Bold
button,
Italic button, or
Underline button on the Formatting
toolbar.
Font list
Change the font type by selecting a font from the
on the Formatting toolbar.
Change the font size by selecting the pt. size from the
Font Size list.
• To Use the Paste Special Command: Cut or copy the cell(s), select
the destination cell(s), select Edit → Paste Special from the menu,
select an option from the Paste Special dialog box, and click OK.
• To Format Values: Select the cell(s) you want to format and click the
appropriate number formatting button(s) on the Formatting toolbar. They are:
Currency Style,
Percent Style,
Comma Style,
Increase
Decimal, and
Decrease Decimal.
• To Insert a Column or Row: Right-click the selected row or column
heading(s) to the right of the column or below the row you want to insert and
select Insert from the shortcut menu.
• To Change Cell Alignment: Select the cell(s) and click the appropriate
Center,
Align Right, or
Merge and
alignment button ( Align Left,
Center) on the Formatting toolbar.
• To Delete a Row or Column: Select the row or column heading(s) and
either right-click the selected row or column heading(s) and select Delete
from the shortcut menu, or select Edit → Delete from the menu.
• To Adjust Column Width: Drag the right border of the column header.
Double-click the border to AutoFit the column according to its contents.
Formulas and Functions
• To Total a Cell Range: Click the cell where you want to insert the total,
AutoSum button on the Standard toolbar, verify that the
click the
cell range selected is correct (if it isn’t, select the cell range you want to total),
and press <Enter>.
• To Adjust Row Height: Drag the bottom border of the row header.
Double-click the border to AutoFit the row according to its contents.
Borders arrow on
• Adding Borders: Select the cell(s), click the
the Formatting toolbar, and select the border you want.
Fill Color arrow
• Applying Shading: Select the cell(s), click the
on the Formatting toolbar, and select the shading you want.
• To Enter a Formula: Select the cell where you want to insert the
formula, press = (the equals sign), and enter the formula using values, cell
references, operators, and functions. Press <Enter> when you’re finished.
• To Use the Format Painter to Copy Formatting: Select the
Format
cell(s) with the formatting options you want to copy, click the
Painter button on the Standard toolbar, and select the cell(s) where you
want to apply the copied formatting.
• To Reference a Cell in a Formula: Type the cell reference (for
example, “B5”) or simply click the cell you want to reference.
Workbook Management
• To Use the Formula Palette to Enter or Edit a Formula: Select
Insert
the cell where you want to enter or edit a formula and click the
Function button on the Formula bar.
• To Add a New Worksheet: Select Insert → Worksheet from the
menu or right-click on a sheet tab, select Insert from the shortcut menu, and
select Worksheet from the Insert dialog box.
• Formulas with Several Operators and Cell Ranges: If you
combine several operators in a single formula, Microsoft Excel performs the
operations in this order: ( ), :, %, ^, * and /, + and -, = <> <= >=. You can
change this order by enclosing the part of the formula you want to calculate
first in parentheses.
• To Create a Cell Range Name: Select a cell range and then give it a
name in the
Name box in the Formula bar.
• To Create an Absolute Cell Reference: Absolute cell references
are preceded by $ signs in a formula. Press <F4> after selecting a cell range
to make it an absolute reference.
Charts
• To Create a Chart: Select the cell range that contains the data you want
to chart and click the
Chart Wizard button on the Standard toolbar.
Select the chart type and click Next. Verify the cell range and click Next.
Adjust the chart options and click Next. Specify where you want to place the
chart (as an embedded object or on a new sheet) and click Finish.
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• To Delete a Worksheet: Select Edit → Delete Sheet from the
menu or right-click on the tab and select Delete from the shortcut menu.
• To Rename a Worksheet: Double-click the sheet tab, enter a new
name for the worksheet, and press Enter.
• To Split a Window: Drag either the vertical or horizontal split bar
(located on the vertical and horizontal scroll bars), or move the cell pointer to
the cell below the row and to the right of the column you want to split and
select Window → Split from the menu.
• To Freeze Panes: Split the window into panes, then select Window →
Freeze Panes from the menu.
• To Select a Print Area: Select the cell range you want to print and
select File → Print Area → Set Print Area from the menu.
• To Adjust Where the Page Breaks: Select View → Page Break
Preview from the menu and drag the Page Break Indicator line to
where you want the page break to occur. Select View → Normal from the
menu when you’re finished.
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