Exploring Microsoft Office Excel 2007

Exploring Microsoft
Office Excel 2007

Chapter 1:
Introduction to Excel
What Can I Do with a Spreadsheet
Robert Grauer, Keith Mulbery, Judy Scheeren
Committed to Shaping the Next Generation of IT Experts.

1
Copyright
2008
Pearson
Prentice Hall.
rightsreserved.
reserved.
Copyright
2008
Prentice-Hall.
All All
rights
Objectives
Define worksheets and workbooks

Use spreadsheets across disciplines
Plan for good workbook and worksheet
design
Identify Excel window components
Enter and edit data in cells
Copyright 2010 Pearson Education, Inc. Publishing as Prentice Hall
Objectives (continued)
Describe and use symbols and the order of

precedence
Display cell formulas
Insert and delete rows and columns
Use cell ranges, move, copy, paste, paste
special, and AutoFill
Manage worksheets
Copyright 2010 Pearson Education, Inc. Publishing as Prentice Hall.
Objectives (continued)
Format worksheets
Select page setup options for printing
Manage cell comments
Define Worksheets and

Workbooks
Spreadsheet computerized equivalent of a

ledger
Excel a computerized spreadsheet application used

to build and manipulate worksheets and workbooks
Worksheet a spreadsheet that may contain

data, values, formulas, and/or charts
Workbook a collection of related worksheets
within one file
Define Worksheets and

Excel workbook
Workbooks
This workbook currently

has three worksheets
Using Spreadsheets Across

Disciplines
Spreadsheets have applications in varied disciplines

Used for business applications, such as accounting
Used for what-if analysis in business planning
Can also be used in scientific applications
Geologists can use to chart data about scientific

phenomena
Social Scientists can use to predict voting results
Planning for Good Workbook and

Worksheet Design
Plan before you start entering data

Steps to ensure a good design:
Decide on the purpose of the spreadsheet and how it will

be constructed
Make it obvious where data is to be entered
Enter data and set up formulas wherever possible
Allow Excel to do what it was designed for automatic

calculation
Planning for Good Workbook and

Worksheet Design
Test multiple times to make sure the results are

what you expect
Know what your results should be, so that you know your
result is correct
Format the worksheet so it looks appealing

Document the worksheet as thoroughly as possible
Save and print the results
Identifying Excel Window

Components
Worksheet is divided into a grid of rows and

columns
Cell an intersection of a column and a row

Cell reference the address of that intersection
Rows are numbered; columns are lettered
Designated by column letter, then row number
Navigate worksheets using either the mouse or

keyboard
10

Components
Active cell
Formula bar
Shows the active cells contents
Name box
The cell you are working in; where data will be

input
Displays active cells address or name it has been

given
Sheet tabs
What sheets of workbook are available

11

Components
Status Bar
Displays information about a selected command or

operation in progress
Select All button
used to select all elements of the worksheet
Primary replacement for menus and toolbars made up of

tabs, groups, and commands
Ribbon
Tab
Designed to be task-oriented
Each one is made up of several groups to facilitate viewing
all of its functions without opening menus
12

Formula
Components
Bar
Column
Heading
Name
Box
Active
Cell
Select All
button
Row
Heading
Sheet
Tabs
Status
Bar
13
Enter Data in a Cell
Create a new workbook and enter data

Three types of data you can enter:
Text letters, numbers, symbols, and spaces

Values numbers that represent a quantity, an
amount, a date or time
Formulas combination of numbers, cell
references, operators, and/or functions
14
Edit Data in a Cell
Three most common methods to edit data in a

cell:
Select the cell you want to edit, click in the

Formula Bar, make changes, press Enter
Double-click in the cell to be edited, make the
changes, press Enter
Select the cell, press the F2 key, make the
changes, press Enter
Two options to clear the contents of the cell:
Click on the cell and delete

Click on Clear arrow in the Editing group on
the Home tab
15
Using Save and Save As
Click the Office button, then select Save or
Save As
Use the Save As option if you need to assign

a name to the file
Provides the Save As dialog box
Once named, use the Save command
16
Mathematical Operations and

Formulas
Mathematical operations are the backbone of
Formulas are used to perform mathematical
Excel
operations and arrive at a calculated result

Must begin with an equals (=) sign
Used to automate calculations that were
done manually
17
Operator Symbols and Order

Precedence
Operator symbols include:
Addition (+), Subtraction (-), Multiplication (*), and

Division (/), Exponentiation (^)
Order of Precedence controls the sequence
in which arithmetic operations are performed:
Basic rules anything in parenthesis performed

first; then multiplication and division; then addition
and subtraction
18
Displaying Cell Formulas
Press the Ctrl key plus

the grave accent (`)
key to display formulas
in a worksheet
19
Insert/Delete Rows or Columns
Due to modifications required in a worksheet, rows

and columns may need to be inserted
To insert a new row
To insert a new column
Click on the row number below where you want the new
row inserted
Click on the column letter to the right of where you want the
new column inserted
Click the Insert down arrow on the Cells group on

the Home tab
Select Insert Sheet Rows or Insert Sheet Columns

20
Insert/Delete Individual Cells
May need to insert and delete individual cells

instead of entire row or column
Can shift cells to the left, right, up, or down
to insert and/or delete individual cells
21
Insert/Delete Individual Cells
22
Ranges
A range is a rectangular group of cells in a

worksheet
Select a range
Can be one cell; may be entire worksheet
Click and hold left mouse button and drag from

beginning of range to end
Select first cell, then hold the Shift key while
clicking the last cell
Can be contiguous (together) or

noncontiguous (not together)
23
Ranges (continued)
Ranges are shown
in red and yellow
24
Move and Delete
The move operation transfers the contents

from one location to another
Use the drag and drop method

Use Cut and Paste method
The delete operation removes all contents

from the cell or range of cells
Select the range and click Delete
25
Copy, Paste, and Paste Special
The Copy command makes a duplicate of the

contents in the selected range and places it
on the Clipboard
The Paste command places the contents of
the Clipboard in the selected range
The Paste Special command allows users
several different options
26
Auto Fill
Enables you to copy the content of a cell or a range

of cells
Drag the fill handle over an adjacent cell or range of
cells
The fill handle is a small black square appearing in the

bottom-right corner of a cell
Use to repetitively copy contents of one cell

Use to complete a sequence like years or months
27
Manage Worksheets
Rename worksheets
Change Sheet Tab Color
Right-click sheet tab and select Rename

Type the new name and press Enter
Right-click sheet tab and point to Tab Color
Select Theme Colors, Standard Colors, No Color,
or More Colors
Move, delete, copy or add worksheets
Right-click sheet tab and select the desired

operation
28
Formatting Worksheets
Draws attention to important areas
of the worksheet
Change fonts, colors, styles
Merge and center labels
Center text across a range of cells

Merged cells are treated as one
29
(continued)
Adjust cell height and width
Drag the border between two column headings

Double-click on the border between two column headings
AutoFit automatically adjusts
Apply borders and shading
Select a cell border from Borders in the Font group on the

Home tab
Use the Border tab in the Format Cells dialog box
30
(continued)
Insert Clipart
Used to represent most important aspect of

spreadsheet content
Use sparingly; can be distracting or take large
amounts of disk space
Format Cells
Control formatting for numbers, alignment,

fonts, borders, colors, and patterns
31
Page Setup and Printing
Orientations
Portrait prints vertically down the paper

Landscape prints horizontally down the paper
Left, right, top, bottom
Margins
Headers and footers
Headers appear at the top of every page

Footers appear at the bottom of every page
Show gridlines, row and column headings
See how the spreadsheet will print
Sheet options
Print preview
32
Managing Cell Comments
Adds documentation to the cell

Provided to clarify thoughts and define
formulas
A red triangle appears in the cell containing
the comment
Comment is visible when you point at the cell
33
Questions?
34
All rights reserved. No part of this publication may be reproduced, stored in a

retrieval system, or transmitted, in any form or by any means, electronic,
mechanical, photocopying, recording, or otherwise, without the prior written
permission of the publisher. Printed in the United States of America.
Copyright 2010 Pearson Education, Inc.

Publishing as Prentice Hall

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Exploring Microsoft Office Excel 2007

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Exploring Microsoft

Office Excel 2007

Committed to Shaping the Next Generation of IT Experts.

Define worksheets and workbooks

Copyright 2010 Pearson Education, Inc. Publishing as Prentice Hall

Describe and use symbols and the order of

Copyright 2010 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright 2010 Pearson Education, Inc. Publishing as Prentice Hall

Define Worksheets and

Spreadsheet computerized equivalent of a

Excel a computerized spreadsheet application used

Worksheet a spreadsheet that may contain

Copyright 2010 Pearson Education, Inc. Publishing as Prentice Hall

Define Worksheets and

This workbook currently

Copyright 2010 Pearson Education, Inc. Publishing as Prentice Hall

Using Spreadsheets Across

Spreadsheets have applications in varied disciplines

Geologists can use to chart data about scientific

Copyright 2010 Pearson Education, Inc. Publishing as Prentice Hall.

Planning for Good Workbook and

Plan before you start entering data

Decide on the purpose of the spreadsheet and how it will

Allow Excel to do what it was designed for automatic

Copyright 2010 Pearson Education, Inc. Publishing as Prentice Hall

Planning for Good Workbook and

Test multiple times to make sure the results are

Format the worksheet so it looks appealing

Copyright 2010 Pearson Education, Inc. Publishing as Prentice Hall

Identifying Excel Window

Worksheet is divided into a grid of rows and

Cell an intersection of a column and a row

Rows are numbered; columns are lettered

Designated by column letter, then row number

Navigate worksheets using either the mouse or

Copyright 2010 Pearson Education, Inc. Publishing as Prentice Hall

Identifying Excel Window

Shows the active cells contents

The cell you are working in; where data will be

Displays active cells address or name it has been

What sheets of workbook are available

Identifying Excel Window

Displays information about a selected command or

Select All button

used to select all elements of the worksheet

Primary replacement for menus and toolbars made up of

Identifying Excel Window

Copyright 2010 Pearson Education, Inc. Publishing as Prentice Hall

Enter Data in a Cell

Create a new workbook and enter data

Text letters, numbers, symbols, and spaces

Copyright 2010 Pearson Education, Inc. Publishing as Prentice Hall

Edit Data in a Cell

Three most common methods to edit data in a

Select the cell you want to edit, click in the

Two options to clear the contents of the cell:

Click on the cell and delete

Using Save and Save As

Click the Office button, then select Save or