Excel Lesson 1 Excel Basics

1
Excel Lesson 1Excel Basics

• Microsoft Office 2007 Introductory

2
Objectives

• Define the terms spreadsheet and worksheet.
• Identify the parts of a worksheet.
• Open an existing workbook.
• Save a workbook.
• Move the active cell in a worksheet.
• Select cells and enter data in a worksheet.

3
Objectives (continued)

• Edit data in cells.
• Find and replace data.
• Zoom in a worksheet.
• Preview and print a worksheet.
• Close a workbook.

4
Vocabulary

• Name Box
• Range
• Range reference
• Row
• Sheet tab
• Spreadsheet
• Workbook
• Worksheet

• Active cell
• Active worksheet
• Cell
• Cell reference
• Column
• Formula
• Formula Bar
• Microsoft Office Excel 2007 (Excel)

5
Introduction to Spreadsheets

• Microsoft Office Excel 2007 (or Excel) is a
  spreadsheet program. A spreadsheet is a grid of
  rows and columns in which you enter text,
  numbers, and the results of calculations.
• The purpose of a spreadsheet is to solve problems
  that involve numbers. Computer spreadsheets have
  the ability to complete complex and repetitious
  calculations quickly and accurately.
• In Excel, a computerized spreadsheet is called a
  worksheet. The file used to store worksheets is
  called a workbook. Usually, workbooks contain a
  collection of related worksheets.

6
Starting Excel

• You start Excel from the Start menu in Windows.
  Click the Start button, click All Programs, click
  Microsoft Office, and then click Microsoft Office
  Excel 2007.
• When Excel starts, the program window displays a
  blank workbook titled Book1, which includes three
  blank worksheets titled Sheet1, Sheet2, and
  Sheet3.

7
Exploring the Parts of the Worksheet

• The name of each worksheet appears in the sheet
  tab at the bottom of the worksheet window.
  Columns appear vertically and are identified by
  letters. Rows appear horizontally and are
  identified by numbers.
• A cell is the intersection of a row and a column.
  Each cell is identified by a unique cell
  reference, which is formed by combining the
  cells column letter and row number. For example,
  the cell that intersects at column C and row 4
  has the cell reference C4.

8
Exploring the Parts of the Worksheet (continued)

• The cell in the worksheet in which you can type
  data is called the active cell. The Name Box, or
  cell reference area located below the Ribbon,
  displays the cell reference of the active cell.
• The Formula Bar appears to the right of the Name
  Box and displays a formula when the cell of a
  worksheet contains a calculated value (or the
  results of the formula).
• A formula is an equation that calculates a new
  value from values currently in a worksheet, such
  as adding the numbers in cell A1 and A2.

9
Opening an Existing Workbook

• Opening a workbook means loading an existing
  workbook file from a disk into the program
  window. You can open a workbook stored on any
  available disk or folder.
• To open an existing workbook, you click the
  Office Button to display the Office menu, and
  then click Open. The Open dialog box appears. The
  Open dialog box shows all the workbooks in the
  displayed folder that were created with Excel.

10
Saving a Workbook

• Saving is done two ways.
• The Save command saves an existing workbook on a
  disk, using its current name and save location.
• The Save As command lets you save a workbook with
  a new name or to a new location.

11
Moving the Active Cell in a Worksheet

• The easiest way to change the active cell in a
  worksheet is to move the pointer to the cell you
  want to make active and click.
• You can change the active cell by pressing the
  keys or by using keyboard shortcuts.
• You might want to change the active cell to a
  cell in a part of the worksheet that you cannot
  see in the work area. The fastest way to move to
  that cell is with the Go To dialog box.

12
Selecting a Group of Cells

• A group of selected cells is called a range. In
  an adjacent range, all cells touch each other and
  form a rectangle. The range is identified by its
  range reference, which is the cell in its
  upper-left corner and the cell in its lower-right
  corner, separated by a colon (for example,
  A3C5).
• To select an adjacent range, click the cell in
  one corner of the range, drag the pointer to the
  cell in the opposite corner of the range, and
  then release the mouse button.

13
Selecting a Group of Cells (continued)

• A non-adjacent range includes two or more
  adjacent ranges and selected cells. The range
  reference for a nonadjacent range separates each
  range or cell with a semicolon (for example,
  A3C5E3G5).
• To select a non-adjacent range, select the first
  adjacent range or cell, press the Ctrl key as you
  select the other cells or ranges you want to
  include, and then release the Ctrl key and the
  mouse button.

14
Entering Data in a Cell

• Worksheet cells can contain text, numbers, or
  formulas.
• Text is any combination of letters and numbers
  and symbols, such as headings, labels, or
  explanatory notes. Numbers are values, dates, or
  times. Formulas are equations that calculate a
  value.
• You enter data in the active cell. First, type
  the text, numbers, or formula in the active cell.
  Then, click the Enter button on the Formula Bar
  or press the Enter or Tab key on the keyboard.

15
Changing Data in a Cell

• When you need to make a minor change to data in a
  cell, you can edit it in the Formula Bar or in
  the cell.
• When you need to make significant changes to cell
  data, you can replace the entire cell contents.
  To replace cell contents, select the cell, type
  the new data, and then enter the data by clicking
  the Enter button on the Formula Bar or by
  pressing the Enter or Tab key.
• Clearing a cell removes all the data in the cell.
  To clear the active cell, you can use the Ribbon,
  the keyboard, or the mouse.

16
Searching for Data

• The Find command locates data in a worksheet,
  which is particularly helpful when a worksheet
  contains a large amount of data.
• The Replace command is an extension of the Find
  command. Replacing data substitutes new data for
  the data found.
• In the Editing group on the Home tab of the
  Ribbon, click the Find Select button, and then
  click either Find or Replace.

17
Zooming Worksheets

• You can magnify or reduce the view of a worksheet
  with the Zoom controls on the status bar.
• The default magnification for the workbooks is
  100.
• For a closer view of a worksheet, click the Zoom
  In button or drag the Zoom slider to the right to
  increase the zoom percentage.
• If you want to see more cells in the work area,
  click the Zoom Out button or drag the Zoom slider
  to the left to decrease the zoom percentage.

18
Previewing and Printing a Worksheet

• You can print a worksheet by clicking the Office
  Button, and then clicking Print to open the Print
  dialog box
• Before you use the resources to print a
  worksheet, you should use Print Preview to see
  how the printed pages will look. To switch to
  Print Preview, click Preview in the Print dialog
  box.

19
Closing a Workbook

• You can close a workbook by clicking the Office
  Button to display the Office menu and clicking
  Close.
• If you use the Close command on the Office menu
  to close a workbook, Excel remains open and ready
  for you to open or create another workbook.
• If you try to close a workbook that contains
  changes you havent saved, a dialog box opens,
  asking whether you want to save the file.

20
Summary

• The purpose of a spreadsheet is to solve problems
  involving numbers. The advantage of using a
  computer spreadsheet is that you can complete
  complex and repetitious calculations quickly and
  accurately.
• A worksheet consists of columns and rows that
  intersect to form cells. Each cell is identified
  by a cell reference, which combines the letter of
  the column and the number of the row.
• The first time you save a workbook, the Save As
  dialog box opens so you can enter a descriptive
  name and select a save location. After that, you
  can use the Save command on the Office menu or
  the Save button on the Quick Access Toolbar to
  periodically save the latest version of the
  workbook.

21
Summary (continued)

• You can change the active cell in the worksheet
  by clicking the cell with the pointer, pressing
  keys, or using the scroll bars. The Go To dialog
  box lets you quickly move the active cell
  anywhere in the worksheet.
• A group of selected cells is called a range. A
  range is identified by the cells in the
  upper-left and lower-right corners of the range,
  separated by a colon.
• To select an adjacent range, drag the pointer
  across the rectangle of cells you want to
  include. To select a nonadjacent range, select
  the first adjacent range, hold down the Ctrl key,
  select each additional cell or range, and then
  release the Ctrl key.

22
Summary (continued)

• Worksheet cells can contain text, numbers, and
  formulas. After you enter data or a formula in a
  cell, you can change the cell contents by
  editing, replacing, or deleting it.
• You can search for specific characters in a
  worksheet. You can also replace data you have
  searched for with specific characters.
• Zoom enables you to enlarge or reduce the view of
  the worksheet in the worksheet window.
• You can print a worksheet to create a hard copy.
  Before you print, you should use Print Preview to
  see how the printed pages will look.
• When you finish your work session, you should
  save your final changes and close the workbook.