Jefferson
Parish
Library
Computer
Training
Team
Excel
2010-Part
One
August 2011
Excel Workbook
Quick Access Toolbar
Minimize, Resize,
Close
Title Bar
File Menu
Ribbon Tabs
Formula Bar
Cell A-1
Row Seven
Rows
(Column A)
Columns
Row Numbers
Worksheets
View Toolbar
Excel is a Microsoft Office Program which uses spreadsheets for record keeping and
statistics, charts, and tables. Formulas are used to This program can be used in the
home or office.
Excel
When you open the Excel program you will see a workbook. At the top of the
program the Ribbon appears right underneath the title bar. The Ribbon is
composed of groups for carrying out Excel commands, formulas and functions.
The File Menu is to the left underneath the title bar. The Quick Access Toolbar is
on the top left hand corner of the title bar. You can place the Quick Access
Toolbar underneath the Ribbon.
Ribbon
File Menu
Quick Access Toolbar
Point to file, and left
click. The Menu opens
up allowing you to
Save, Print, Save and
Send, etc.
Click on the ‘Customize Quick Access Toolbar’ drop
down box and add any of the listed icons to your
toolbar. Click on ‘More Commands’ to get a bigger
list of commands. Click on ‘Show Below the
Ribbon’ to move your toolbar below the Ribbon.
Ribbon Headings
Home Tab
The Home Tab contains formatting features. Clipboard Group allows for copy and paste, font
group lets you format your text and headings. Cells group is important in that it allows you
to insert, delete, and format cells.
Insert Tab
The Insert Tab allows you to insert charts, tables, text boxes, and headers and footers.
Page Layout Tab
This is where you find margins, orientation, and gridlines among other features. This is
very important in Excel
More Ribbon Headings
Formulas Tab
Formulas are what Excel is all about. In this Ribbon heading look for the formula library
group, the insert function button, and auto fill among other things.
Data Tab
Data Tab allows for sorting, getting external data and outlining
Review Tab
For Spelling, Grammar, thesauras, comments, and changes
View Tab
View different print and page layouts,
Setting gridlines, and headings.
Worksheets
You will have3 Worksheets in each workbook
that you open already present.
To add worksheets, you can go to the
Ribbon, Click on the ‘Home’ tab, and then in
the ‘Cells’ Group click on the Insert Tab. (See
Above.)At the bottom of the insert list,
notice “Insert Sheet.” Clicking on this
command will give you another worksheet if
you need it.
Insert Worksheet Button
You can also insert a new
worksheet by clicking on the
‘insert worksheet’ button in the
lower left hand corner of the
worksheet.
Renaming a Worksheet
To rename a worksheet, right click on Sheet
Number that you want to rename. When
menu box appears (bottom left), click on
‘Rename’.
Type in Sheet Name
When you click on ‘rename’ the worksheet number becomes
highlighted or shaded. This allows you to type in the name
you want.
Inserting Cells and Column Rows into Worksheets
You can insert additional cells, rows, columns and
sheets from the cells group in the home tab. Just
click on the insert drop down tab and make your
selection. (Above)
When the insert tab comes up click inside the round circle
with your choice. (Above) Then click ok.
8
Typing Inside Cells and Adjusting Columns
When typing text or
values into cells, press
the enter key on the
keyboard to go down
the column.
To go across the rows, press the tab key.
(Above.)
Place mouse arrow on the top
right hand corner of column to
see plus sign for adjusting
columns.
To type inside cells, click on the cell that you want to enter text into,
and type. If the word is too large for the cell, place your mouse arrow
on the upper right had corner of the cell’s column. You will see a plus
sign. Keep your finger pressed down wand the mouse to the right to
adjust the column to fit your text.
9
Adjusting Columns with Auto Adjust Column Width
The word grandfather is too large for the cell A-1. Part of
the word goes over into cell B1. You could manually drag
the column over to allow the word to fit. You could also
click on the column A. Then in the “Home’ tab, in the Cells
group, click on the drop down list on “Format’ and then
click on “Auto Fit Column Width.’
After you click on “Auto Fit Column
Width’ Column A automatically is
adjusted
Formatting Cells with Numbers or Text
Mini toolbar
Formatting Menu
To format numbers or text that you have typed into a cell, just highlight what you want to
format, and then right click to bring up the formatting menu and the mini toolbar. (Above.)
Click on the mini toolbar.. The formatting toolbar will disappear.
Format text by clicking the bold, italicize, or underline letters or change font and text size.
Anytime that you highlight text that is typed into a cell, the mini toolbar appears.
You can also click on the Home Tab on the ribbon and use font and number
formatting groups.
11
Formatting Numbers
Mini Toolbar
Zeros and decimal points.
First highlight the numbers you want to format, then right click and your
formatting menu will come up with the mini toolbar above it. Use your
mini toolbar to format numbers. Note the dollar sign, zero and decimal
point buttons, and percentage sign.
Dollar sign
When you left click on the drop down
arrow to the right of the dollar sign
another menu box open with different
currency signs displayed to choose
from.
12
Freezing Rows and Columns
You may have long list of data in columns, and want to scroll down a
worksheet. Freezing your top row of headings will allow you to see the
headings while scrolling down.
•Click on the Ribbon’s ‘View’ tab
• Click on the drop down button on ‘Freeze Panes’ tab in ‘Windows’
Group.
•Click on ‘Freeze Top Row’
Scrolling down our spreadsheet
notice that we are on Row 94, and
our headings are still visible.
Text Wrap
The text wrap function wraps text downward within an individual cell. Type
your text into the cell such as cell A-1.
(See left). Under the Home tab, in the alignment group, click on ‘Wrap Text’.
Practice
•Practice Using the Ribbon- Open all the tabs, look at
different groups
•Type Text Into cells.
• Extend columns, both manually and auto-fit.
•Format text with color and size.
•Practice using text wrap. (See above)
•Freeze panes-type in headings in columns and freeze top
row.,
•Add worksheets, delete and rename them.
• Add cells, rows, and columns.
•Practice Opening new workbooks.
•Save your work to a flash drive if you brought one.
Page Layout Sheet Options and Page Setup
Make sure that you click on ‘Page Layout’ tab and look at the Sheet
Options tab. Make sure there is a check mark in the Gridlines View box.
When you are ready to print your document make sure that there is a
check mark in the ‘print’ box under gridlines. (Above) The gridlines will not
show up when you print if this is not done.
In Page Setup Group make sure your paper
size is to scale for your worksheet if you
want to print your workbook. Legal size
paper (8.5x14) is the best size and
Landscape Orientation is preferred over
Portrait.
Saving Your Workbook
When you are ready to save your work, left click on
the File Menu. Then left click on ‘Save As.’
Save As will open the dialogue box
below.
Under Microsoft Excel in the
left hand column of the
dialogue box, choose the
place where you wish to save
your document. You can also
click on the drop down box
(Above.)
Printing Your Workbook
Choose your settings
To print your work, go the File Menu, left click, and point and click on Print. The page
above comes up with your print preview to the right.(At the bottom use left and right
arrows to view all pages) of your document. Everything is combined here with your
print button, number of copies, and various settings.
Make sure all your desired settings are correct and click on the ‘print’ button on the
upper left hand corner.
To print in Excel Landscape Orientation is the preferred paper orientation for printing
spreadsheets. Legal size paper, or “8.5x14” is desired paper size.
Printer Properties Link
You can also click on the ‘Printer Properties’ link from the print page under printer to get
more options such as stapling, and more details. (See ‘Printer Properties’ above.)
The Printer Properties Dialogue Box
Notes
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