Creating and Editing a Workbook

1
Creating and Editing a Workbook

• Lesson 2

2

• SKILL MATRIX SKILL
• 1.1.1 Fill a series
• 1.1.2 Copy a series
• 1.3.1 Cut, copy, and paste data and cell contents

Skills Matrix
3

• SKILL MATRIX SKILL
• 5.4.1 Save workbooks for use in a previous
  version of Excel
• 5.4.2 Using the correct format, save a workbook
  as a template, a Web page, a macro-enabled
  document, or another format
• 5.5.1 Define the area of a worksheet to be
  printed

Skills Matrix
4
Home Tab
Copy
Cut
Fill
Paste
Clear
Editing group
Clipboard group
Fill options arrow
Clipboard Dialog Box launcher
Software Orientation
5
Start a Workbook from Scratch

• Launch Excel
• Click Microsoft Office Button
• Click New in the Options pane
• Click Blank Workbook if necessary
• Click Create

Creating a Workbook
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Types of Data

• Excel worksheets can hold three types of data

• Text
• Numbers
• Formulas

Populating a Worksheet with Data
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Enter Labels

• Labels are used to identify numeric data

• Most common type of text
• Can be used to sort and group data

Populating a Worksheet with Data
8
Enter Labels (cont.)

• Make sure cell is selected
• Key label
• Press Tab to go to next column
• Press Enter to go to next row

Populating a Worksheet with Data
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Enter Labels (cont.)

• AutoComplete feature

• Automatically completes entry
• Entry must be text or text and numbers

Populating a Worksheet with Data
10
Enter Dates

• Often used to track data over time
• Dates are considered numbers
• Dates can be used in formulas and graphs

Populating a Worksheet with Data
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Enter Dates (cont.)

• Excel interprets two-digit years as follows

• 00 to 29 years 2000 to 2029
• 30 to 99 years 1930 to 1999

Populating a Worksheet with Data
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Enter Dates (cont.)

• Ctrl (semicolon)

• Automatically enters current date

• Ctrl (colon)

• Automatically enters current time

Populating a Worksheet with Data
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Enter Values

• Numbers can contain digits or special characters

Positive value Negative value Currency
value Percentage

• or ()

Populating a Worksheet with Data
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Enter Values (cont.)

• /
• .
• ,

Fraction Decimal Separate digits
Populating a Worksheet with Data
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Fill a Series with Auto Fill

• Fill Command

• Can fill cells with data and/or formatting
• Can complete a series

Fill command
Populating a Worksheet with Data
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Fill a Series with Auto Fill (cont.)

• Fill Handle

• Lower-right corner of cell
• Drag to select cells to be filled

Fillhandle
Populating a Worksheet with Data
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Fill a Series with Auto Fill (cont.)

• Auto Fill Options

Auto Fill Options button
Default option
Populating a Worksheet with Data
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Copy a Data Series with the Mouse

• Select range
• Hold down Ctrl
• Position cursor at bottom border of range
• Drag selection to new location

Cutting, Copying, and Pasting Data
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Move a Data Series with the Mouse

• Select range
• Position cursor at bottom border of range
• Drag selection to new location

Cutting, Copying, and Pasting Data
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Copy and Paste Data

• Select cell to be copied
• Click Copy in Clipboard group
• Select cell where data is to be pasted
• Click Paste in Clipboard group

Cutting, Copying, and Pasting Data
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Copy and Paste Data (cont.)

• Shortcuts for Copying

• Right-click, then click Copy on shortcut menu
• Press CtrlC

Cutting, Copying, and Pasting Data
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Copy and Paste Data (cont.)

• Shortcuts for Pasting

• Right-click, then click Paste on shortcut menu
• Press CtrlV

Cutting, Copying, and Pasting Data
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Copy and Paste Data (cont.)

• Paste Options button

• When you paste data, Paste Options button
  automatically appears

Paste Options button
Cutting, Copying, and Pasting Data
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Copy and Paste Data (cont.)

• Office Clipboard Task Pane

• Click Clipboard Dialog Box Launcher to open

• Displays items that can be pasted

Excel item copied to Office Clipboard
Word and PowerPoint items
Cutting, Copying, and Pasting Data
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Cut and Paste Data

• Select cell to be copied
• Click Cut in Clipboard group
• Select cell where data is to be pasted
• Click Paste in Clipboard group

Cutting, Copying, and Pasting Data
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Cut and Paste Data (cont.)

• Undo

• Undoes previous action

• Redo

• Redoes action that you undid

Cutting, Copying, and Pasting Data
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Set the Print Area

• Select range to be printed
• Click Microsoft Office Button
• Select Print
• Click Selection in Print What section
• Click OK

Printing a Worksheet
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Set the Print Area (cont.)

• Using Page Layout commands

Select data range you want to print and click here
Click to include gridlines in printed document
Printing a Worksheet
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Use Print Preview

• Click Microsoft Office Button, point to Print
  arrow, click Print Preview

• Click Microsoft Office Button, click Print, click
  Print Preview in dialog box

Printing a Worksheet
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Set Other Printer Options

• Print dialog box options

• Print multiple copies
• Print selected pages of multi-page document
• Print entire workbook
• Ignore a set print area

Printing a Worksheet
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Save a Workbook for Use in a Previous Version of
Excel

• Files created in earlier versions can be opened
  and revised in Excel 2007
• Save workbook as Excel 97-2003 if you want it to
  be used with earlier version

Saving a Workbook
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Save a Workbook for Use in a Previous Version of
Excel (cont.)

• Click Microsoft Office Button and point to Save
  As
• In Save a copy of the document pane, click Excel
  97-2003 Workbook
• In Save As dialog box, key file name
• Click Save

Saving a Workbook
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Choose a Different File Format

• Workbooks can be saved in different file formats

• Single File Web Page
• Excel Template
• Text (Tab delimited)

Saving a Workbook
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Choose a Different File Format (cont.)

• Click Microsoft Office button, point to Save As,
  click Other Formats
• Choose desired format in Save as type box
• Change title, if desired, and click OK

Saving a Workbook
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• You Learned How to
• Start a workbook from scratch
• Enter labels
• Enter dates
• Enter values

Summary
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• You Learned How to (cont.)
• Fill a series with Auto Fill
• Copy a data series with a mouse
• Move a data series with a mouse
• Copy and paste data

Summary
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• You Learned How to (cont.)
• Cut and paste data
• Set the print area
• Use Print Preview

Summary
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• You Learned How to (cont.)
• Set other print options
• Save a workbook for use in a previous version of
  Excel
• Choose a different file format

Summary