Excel Basic Introduction

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• Excel Basic Introduction

2006 United States Junior Chamber
Training Task Force
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Overview

• Excel stores information in columns and rows
• Excel can help organize information
• Excel has numerous built-in features
• Excel can be customize

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Objectives

• Upon completion of this Excel session you will be
  able to
• Create a worksheet/workbook
• Move around in a worksheet
• Enter and edit data in a worksheet
• Create simple formulas
• Print a worksheet or part of a worksheet

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Workbook Worksheet

• WORKBOOK - Is your collection of data for a
  specific project. It is the actual file you are
  creating or saving.
• WORKSHEET Is the page where you enter your
  data. A Workbook will consist of three Worksheets
  by default.

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Opening Microsoft Excel

• To open Microsoft Excel choose
• Start Programs Microsoft Excel
• If saved on your desktop as a shortcut
• simply click on the icon

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Elements of a worksheet

• Title Bar will show the name of your workbook
  you are working on
• Menu Bar is where your FILE, VIEW, EDIT, etc.
  command are located
• Standard Tool Bar is where your shortcut icons
  are located
• Cell Number Box when you click in a cell, the
  cell rowcolumn will appear in the Cell Number
  Box
• Formula Bar when you type data in a cell, the
  information will also appear in the Formula Bar
• Column Header the alphas across the top of the
  worksheet are called column header

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Elements of a Worksheet
Menu Bar
Title Bar
Standard Tool Bar
Formula Bar
Column Header
Cell Number Box
Row 12
Column G
Cell G12
Row Header
Worksheet Scroll Buttons
Worksheet Tabs
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Create a New Worksheet

• A Workbook will consist of three Worksheets
• You can add additional

For example, you need to record data each day for
one week. You can create a worksheet for each
day of the week. Your workbook for your project
will now consist of seven worksheets.
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Insert New Worksheet
To create a new worksheet, click INSERT from the
menu bar and select Worksheet. You will need to
do this for each Worksheet you want to create.
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The Active Worksheet
The active Worksheet will be displayed in white
and the title tab at the bottom of the Worksheet
will be in bold type. To go to a different
Worksheet, simply click on the Worksheet tab you
want active. If you need to rearrange your work
sheet tabs, simply click on the TAB you want to
move and drag the tab to the location you want to
move it to. In this example, we clicked on sheet
tab and we want to drag it between sheets 5 and
6. You will see a little black arrow that appears
between sheet 5 and 6. This lets you know that
once you let up on your Mouse clicker, your sheet
will move to this position
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Right Click on a Sheet Tab
You can also go to a shortcut menu by right
clicking on a sheet tab. You can right click on a
tab if you need to Insert a new
worksheet Select all work sheets (this option is
used if you are about to print all
worksheets) and change a color of a tab The view
code option is used for more advanced users.
A shortcut is to Right Click on a TAB
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Entering Data in a Worksheet
To enter data in a cell, simply click in a cell
and begin typing your data You will see that the
data you are typing will also appear in the
formula bar. Once you complete typing your data,
you can press ENTER to move your courser to the
cell on the line below. If you want to move your
course to the cell on the right, you can press
your TAB key. The check mark and X buttons you
see circled can also be used. The check mark will
tell Excel to accept your entry. If after you
type your data, you want to delete your entry,
you can click on the X and excelwill remove the
data typed. The check mark and X options are
mostly used when EDITING existing data in a cell.
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Replace Edit Data
To replace data the entire data that exists in a
cell, click on the cell and enter your new data.
The new data you type will replace the existing
data. To edit data in a cell that already
contains data, (this will be like correcting a
typo) you can edit two ways. Click on the
cell that you want to edit, then click in the
formula bar and make your edit there. Once you
complete typing your data, click the check mark
to accept your new data. OR to edit data directly
in the cell instead of the formula bar, double
click the cell. Your courser will now be
blinking in the cell and allows you to edit
directly in the cell and not the formula bar. You
can then click on the check mark, press ENTER or
press your TAB key to accept your change.
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Formatting Cells

• a single cell
• a group of cells
• a row of cells
• a column of cells

A cell or the contents in a cell can be formatted
in many different ways. As an example, you can
change the color of a cell or several cells and
add a border around them. A cell can be
formatted to currency. When the currency amount
is entered, Excel will enter the dollar sign
and the . decimal automatically. To format a
cell or cells, the cells must first be
highlighted.
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Highlighting A Cell or Cells

• To highlight a single cell

To highlight a single cell, simply click in the
cell. To highlight a group of cells, drag your
mouse over the group of cells. You will see a
black line around the highlighted cells. In the
bottom example, you will see all the cells shaded
inside the black box. Even though cell B2 is not
highlighted, it is inside the black box so it is
still highlighted. Excel is just showing where
your courser is located.

• To highlight a group of cells

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Highlighting A Row Or Column
If you need to highlight an entire row or an
entire column, simply click on the Row or Column
heading to highlight.
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Once the cell or cells are highlighted, select
FORMAT then CELLS. The Format Cells dialog box
will appear. You can also access the Format
Cells dialog box by highlighting the cells to be
formatted, then right click the highlighted area,
then select FORMAT CELLS.
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Changing Column Width
To adjust the column width, position the mouse on
the line between the two column headings. The
mouse will change to a double-headed arrow.
Drag the column to the required width. You can
also let Excel select the best fit by double
clicking on the line instead of dragging.

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Another way to adjust the column width is
clicking Format in the menu bar and selecting
AutoFit Selection.
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Insert a Column or Row

• To insert a Column
• Click anywhere in the column that is to the
  right of the location where you want to insert.
• Click INSERT on the Menu Bar, then select
  Columns.

• To insert a Row
• Click anywhere in the row that is below the
  location where you want to insert.
• Click INSERT on the Menu Bar, then select Rows.

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Delete a Column or Row

• To delete a Column
• click on the Column Indicator button (A, B, C,
  etc.)
• click EDIT from the Menu Bar, then select Delete

• To delete a Row
• click on the Row Indicator button (1, 2, 3,
  etc.)
• click EDIT from the Menu Bar, then select Delete

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Sorting
Sorting can be done alphabetically or numerically
in ascending or descending order.
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Sorting
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• Freeze Panes
• Click the label of the row below the row that
  should remain frozen
• Click Window from the menu bar, then select
  Freeze Panes
• To remove the frozen panes, click Window, then
  select Unfreeze Panes

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Freeze Panes has been added to row 1 in the
example below.
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Formulas

• Formulas perform operations such as addition,
  subtraction,
• multiplication and division on worksheet
  values.
• When a formula is entered, the calculation is
  done immediately.

An example of a formula is B2C2D2
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Formula Example
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Formula Operators
Operators specify the type of calculation you
want to perform.
There are more types of Operators available for
more complex formulas which will be covered in
advanced sessions.
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AutoSum

• Select the cell you want the sum to appear
• Click the AutoSum button.

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Saving A Workbook

• Choose File, then Save or Save As
• Click in the Filename box and type a new name
  for the workbook.
• Click OK or Save.

SAVE IN
FILE NAME
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Saving an Existing Workbook

• The Save command saves the current workbook
  under the existing name and replaces the original
  version.
• The Save As command requests that a new name be
  given to the Workbook. This option creates a new
  Workbook or Excel file, and leaves the original
  file unchanged.

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Printing a Worksheet

• Printing the Entire Worksheet
• Printing a Section of a Worksheet

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Page Setup
Page Setup dialog box offers you additional print
option you can define.
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Page tab offers options to specify how you want
your worksheet to print.
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Margins tab allows you to set your margins and
center your sheet both horizontally and
vertically.
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Header tab allows you access to enter Header and
Footer information.
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Sheet tab provides several options for what you
want printed on your worksheet.
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• This completes the Excel Beginning- session.
  You should be now be familiar with the layout of
  Excel and be able to
• Create a new worksheet
• Modify tabs of a worksheet
• Move around a worksheet
• Enter / Edit data in a worksheet
• Format a cell and contents in a cell
• Create simple formulas
• Use the AutoSum feature
• Print a worksheet or part of a worksheet

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• Excel Basic Introduction

2006 United States Junior Chamber
Training Task Force