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Microsoft Excel 2010 Unit 1 Training Manual College of Lake County Professional Development Center Excel Unit 1 PG 5-31-2011 Professional Development Center Page 1 of 31 Microsoft Excel 2010 Unit 1 Table of Contents Microsoft Excel 2010 Getting Started 3 Open Microsoft Excel 2010 3 Workbook Window 3 Look at the Areas of the Worksheet 4 Entering Information in Cells 7 Types of Data 7 Rows and Columns 7 Entering Text in a Workbook 8 Using the Keyboard to Move through the Worksheet 9 Navigating the Worksheet 9 Saving, Closing and Opening Workbooks 10 Saving a Workbook for the First Time 10 Closing an Excel Workbook 10 Opening a Recently Used Excel Workbook 11 Working with Numbers and Formulas 12 Creating Formulas 12 Auto Calculating with Excel 12 Creating Formulas 13 Using AutoSum 14 Selecting and Formatting Cells 16 Format Text 16 Merge and Center Text 17 Selecting and Formatting Numbers 17 Using the Save As Command 18 Adjusting Column Widths and Row Heights 19 Excel Unit 1 PG 5-31-2011 Professional Development Center Page 2 of 31 AutoFit a Single Column Width 19 Change Columns to a Narrow Width 19 AutoFit Multiple Column Widths 19 Single Row Height Adjustment 20 Multiple Row Height Adjustment 20 Wrap Text in a Column 20 AutoFit Multiple Rows 20 Remove Wrap Text in a Column 21 Enter a Line Break to Wrap Text Easier 21 Using AutoComplete and AutoCorrect 21 Editing Cells 22 Edit Data in the Formula Bar 22 Edit Data Directly in the Cell 22 Overwrite Existing Data in Cells 22 Inserting Columns and Rows 23 Inserting a Column 23 Inserting a Row 24 Deleting a Column 25 Deleting a Row 25 The Cut Command 26 Move the Tax Rate 26 Delete the Tax and Total Rows 26 Move a Column 27 The Copy Command 28 Copy the Tax Rate 28 Creating a Total with Tax Formula 28 Spell Check a Workbook 29 Worksheet Wrap-Up 30 Preview and Print a Workbook 30 Excel Unit 1 PG 5-31-2011 Professional Development Center Page 3 of 31 Microsoft Excel 2010 Getting Started Excel is a spreadsheet application used to create and work with a variety of financial and logical functions. The strength of Excel is its ability to perform calculations. Use Excel to create simple worksheets and charts or elaborate financial statements. The major reason Excel is so popular is the ability to ask, “What if” questions. A spreadsheet application is the electronic equivalent of an accountant’s ledger. However, there are several advantages to using an electronic spreadsheet. Workbooks can be saved and later retrieved for review and editing. To further enhance the workbook, add pictures, or create charts to illustrate the data, change the appearance of numbers and text, and combine multiple worksheets within one workbook file. Adding color and highlighting key information in an individual cell can enhance the worksheet as well. Open Microsoft Excel 2010 To get started using the Microsoft Excel 2010 program: 1. Click the Start button in the lower-left corner of the task bar. 2. Click Programs. 3. Click on Microsoft Office. 4. Click on Microsoft Excel 2010. Workbook Window The Excel workbook file contains a worksheet window, which has several elements similar to the document window in other applications, as well as some elements unique to Excel. The main elements of the Excel worksheet are the Quick Access toolbar, the tabs, the title bar, the tabs; the tabs with corresponding ribbons; the formula bar; current/active cell area; mouse pointer; and the worksheet activator/scroll bars. Quick Access toolbar Tabs Title bar Cell Name box Formula bar Ribbon Sheet tabs Scroll bars Excel Unit 1 PG 5-31-2011 Professional Development Center Page 4 of 31 Look at the Areas of the Worksheet 1. Worksheets are a grid designed with columns and rows. The intersection of a column and row is called a cell. At the bottom left side of the screen are three tabs labeled Sheet 1, Sheet 2 and Sheet 3. Sheet 1 is the default active sheet. Sheets can be used as desired to organize your work, named and color coded. Also, sheets can be added, renamed and deleted. 2. Title Bar – Contains the application name, the file name and the minimize, maximize/restore, and close buttons for the Excel window. 3. Quick Access Toolbar – The Quick Access toolbar contains commonly used buttons that provide quick access to Excel features. The default buttons are Save, Undo and Redo. The Quick Access toolbar can be customized to include additional buttons for functions you would like to have available all of the time. 4. Tabs and Corresponding Ribbons – There are eight primary tabs and corresponding ribbons. This feature was introduced in Office 2007. The Home tab contains a ribbon with the most commonly used functions in Excel, such as copy, paste, bold, left align, etc. The File tab was added for Office 2010. Each tab provides access to different ribbons in Excel. The ribbons contain groups of functions corresponding to the tab name. For example, on the Home ribbon above, the following groups appear: • Clipboard • Styles • Font • Cells • Alignment • Editing • Number Excel Unit 1 PG 5-31-2011 Professional Development Center Page 5 of 31 5. Dialog Box Launchers – At the bottom of some groups, there is a dialog box launcher. Dialog box launchers are used to open windows, which allow you to perform various functions. For example, on the Home tab, in the Font group, there is a dialog box launcher. Clicking on the Font dialog box launcher will open the Format Cells window seen to the right. 6. Current/Active Cell (Name Box) – The active cell address displays to the left of the Formula Bar. There is also a black outline surrounding the active cell. For example, in the example to the right A1 is the active cell. 7. Formula Bar – As information is entered in a cell, the contents are displayed in the area next to the cell address. The results of the cell entry are displayed in each individual cell upon acceptance of the information. For example, in the image below, the formula =B3+C3 displays in the formula. This formula has been entered into cell A1, as indicated in the Name Box. 8. Mouse Pointer – The mouse pointer can become different shapes, depending on the pointer’s location on the cell. The default mouse pointer is a white plus sign. 9. Scroll Bars – Scroll bars are used to display different portions of the worksheet in the worksheet window. At the right edge of the worksheet window is a vertical scroll bar, at the bottom of the worksheet window is a horizontal scroll bar. On both scroll bars, the scroll box indicates the current location in the worksheet. This is used to display cells that are not visible in the window. 10. Columns go from top to bottom on the worksheet, vertically. Each column has an alphabetical heading at the top. The first 26 columns have the letters from A through Z. Each worksheet contains 16,384 columns in all. (This number has increased significantly over earlier versions of Excel, which had 256 columns.) After Z, the letters begin again in pairs, AA through AZ. After AZ, the letter pairs start again with columns BA through BZ, and so on, continuing through ZZ. After ZZ the columns begin with AAA, AAB . . . ABA, ABB, and so on. Name Box Formula Bar Excel Unit 1 PG 5-31-2011 Professional Development Center Page 6 of 31 11. Rows go from left to right on the worksheet, horizontally. Each row also has a heading. Row headings are numbers, from 1 through 1,048,576. (This number has increased significantly over earlier versions of Excel, which had 65,536 rows.) 12. Cells are the space where one column and one row meet. The alphabetical headings on the columns and the numerical headings on the rows give the cell location or cell reference within the worksheet. For example, the first cell in the worksheet is A1. There are 17,179,869,184 cells to work in on each worksheet. To make a cell Active, just move the mouse and click in the cell. 13. Name Box is located right under the active ribbon and to the left of the Formula Bar. In the picture below, A1 appears in the box. Cell A1 is also surrounded by a border to indicate that this is the active cell and the current location where new data will be entered or existing data will be edited. Cells can be assigned custom names as well, thereby further defining the information stored there. When this is done, the name appears in the name box instead of the cell address. Name Box Excel Unit 1 PG 5-31-2011 Professional Development Center Page 7 of 31 Entering Information in Cells Types of Data Worksheets display data. Data can consist of text, numbers, dates, times, formulas, pictures and functions. Numbers can be used to create formulas or numbers can be entered as digits. Cells: Text is defined as data that does not require calculation. Text is any combination of numbers, spaces, and non-numeric characters. For example, 10AA109, 6 Main Street, 12/12/1963, 12-976, (847) 208-4675, 300-40-3298. All text is left aligned in a cell by default. Text can be word wrapped in a cell either by using the Wrap Text tool on the Home tab, by clicking Alt+Enter as the text is being entered or by using the Alignment launcher on the Home tab. Numbers: A number can contain only the following characters: 0 1 2 3 4 5 6 7 8 9 + - ( ) , / $ %. Numbers are automatically right aligned. Formulas: All formulas, calculations and functions need to be preceded with an = (equal) sign. This is how Excel differentiates between text, numbers and formulas. Entering Fractions: To avoid entering a fraction as a date, precede fractions with a 0 (zero); for example, type 0 ½ to display ½. Entering Dates: Use a slash or a hyphen to separate the parts of the date; for example, type 9/5/2015 or 5-Sep-2015. The function =TODAY() will automatically update a date when a workbook is opened. Dates can be entered in a number of different formats. Entering Time: To base time on the 12-hour clock, type a space and then a or p after the time; for example, 9:00 p. Otherwise, the time is entered as AM. Rows and Columns Entering Rows of data: To enter data in rows, activate the first cell to receive data. After the data has been typed, press the Enter key to move to the cell underneath in the next row. Continue pressing Enter after each entry until all information for that column has been entered. Arrow keys can also be used to navigate through a spreadsheet. Entering Columns of data: To enter data in columns, activate the first cell to receive data. After the data has been typed, press the Tab key to move to the cell at the right for the next column. Continue pressing Tab after each entry until all information for that row has been entered. Arrow keys can also be used to navigate through a spreadsheet. Excel Unit 1 PG 5-31-2011 Professional Development Center Page 8 of 31 Entering Text in a Workbook The workbook pictured to the right is the finished product that will be created in class. This workbook requires both text and numbers. Numbers will be added and multiplied. There will be formatting changes to both text and numbers. 1. Cell A1 is automatically active when a new workbook is opened. 2. Type Annual Employee Picnic in cell A1. The default format will be displayed for text which is left aligned, Calibri font and 11 points in size. This will be adjusted after all data has been entered. 3. Click cell A3. 4. Type Quantity and press Tab. Use the right arrow key after typing an entry to move to the next cell to the right. 5. Type Item in cell B3 and press the right arrow key. 6. Type Price in cell C3 and press Tab. 7. Type Cost in cell D3 and press Tab. 8. Click cell A4. 9. Type 50 and press Enter or press the down arrow key. 10. Continue to type the data for column A. 11. Click cell B4. 12. Type Prg. Hotdogs and press Enter or press the down arrow key. Note: There are several misspellings in this column. Type the data as shown – Spell Check will be used to correct these errors. 13. In column B, type the Items as shown above until all the data is entered for column B. Note: The data typed in column B will overlap into column C; don’t worry about this. 14. Click cell C4. 15. Type 1.89 and press Enter or press the down arrow key. Note: Do not enter dollar signs ($) or decimal points; these cells will be formatted for currency later, which will also force all numbers to display two decimal points. Also, data in column B will appear to have been cut off. The data is still there and this, too, will be corrected. 16. In column C, type the Prices as shown above until all the data is entered for column C. 17. Do not enter any of the values in column C. Formulas will be used to create these amounts. 2 15 Excel Unit 1 PG 5-31-2011 Professional Development Center Page 9 of 31 Using the Keyboard to Move through the Worksheet Keyboard Movement Chart Key(s) Movement Tab Moves active cell to the right Shift + Tab Moves active cell to the left Ctrl + left arrow Moves active cell to the first column in the row Ctrl + right arrow Moves active cell to the last column in the row that contains data Home Moves active cell to the first column in the row Ctrl + up arrow Moves active cell to the first row in the column that contains data Ctrl + down arrow Moves active cell to the last row in the column that contains data Page Up Scrolls worksheet up one screen at a time Page Down Scrolls worksheet down one screen at a time Ctrl + Page Up Moves to previous worksheet Ctrl + Page Down Moves to next worksheet Ctrl + Home Moves to cell A1 Ctrl + End Moves to the last cell within the data Navigating the Worksheet 1. Use the chart above to activate cells on the worksheet. 2. Press the Home key. The cursor is now in the first column of the active row. 3. Press Ctrl + Home. The active cell is now cell A1. 4. Press Ctrl + End. The active cell is now the last cell of the worksheet. 5. Continue to move around the worksheet to practice key movements. Formatting Cells as Currency 1. Select cells C4 through D11. 2. Click the Accounting Number Format button in the Number group on the Home tab. 3. The values in cells C4 through D11 should now display with dollar signs and two decimal places, the default setting. AutoFit a Single Column Width 1. Position the cursor on the vertical line between the headers for columns B and C as shown to the right. A double-headed arrow will appear. 2. Drag to the right to resize the column or double-click to fit the data to display the longest entry in the column. All items in column B will now be visible. . Professional Development Center Page 1 of 31 Microsoft Excel 2 010 Unit 1 Table of Contents Microsoft Excel 2 010 Getting Started 3 Open Microsoft Excel 2 010 3 Workbook Window 3 Look at the Areas. Microsoft Excel 2 010 Unit 1 Training Manual College of Lake County Professional Development Center Excel Unit 1 PG 5- 31- 2 011 Professional Development Center Page 1 of 31 . 30 Preview and Print a Workbook 30 Excel Unit 1 PG 5- 31- 2 011 Professional Development Center Page 3 of 31 Microsoft Excel 2 010 Getting Started Excel is a spreadsheet application used