Microsoft Excel 2010 phần 2 ppt

Excel Unit 1 PG 5-31-2011 Professional Development Center Page 10 of 31 Saving, Closing and Opening Workbooks A workbook file name can contain up to 255 characters and can include spaces. Some symbols cannot be used in a file name such as forward slash (/), backslash (\), greater than sign (>), less than sign (<), asterisk (*), question mark (?), quotation mark (“), colon (:), and the semicolon (;). Saving a Workbook for the First Time 1. Click the Save icon on the Quick Access toolbar. The Save As dialog box opens the first time a workbook is saved. The default save area is Documents. 2. Click the drop-down arrow at the top of the dialog box to select a different drive and/or folder. 3. In the File name field type Picnic Budget. 4. Click Save or press Enter. Closing an Excel Workbook 1. Click the File tab. 2. Click Close. If a file is not saved prior to closing it, a message will appear asking if you want to save the file. 3. The Picnic Budget workbook is closed, but Excel remains open. To close Excel click the Close button at the top right corner of the window or click the File tab and then click Exit. 1 Excel Unit 1 PG 5-31-2011 Professional Development Center Page 11 of 31 Opening a Recently Used Excel Workbook 1. Reopen Excel, if necessary. 2. Click the File tab and then click Recent in the left pane. 3. A list of Recent Workbooks is available in the middle of the screen. Recent Places are listed to the far panel of the screen. Navigate to the specific file or folder to locate the workbook desired. 4. Note the area at the bottom of this window. If desired, click the box to access your most recent workbooks. You may list a total of 25 files at a time. These files will be listed at the left side of the screen for easier access. Pinning/Unpinning a Recently Used Excel Workbook 1. Recent Workbooks and Recent Places all have “push pins” to the right of each file or folder. 2. Click a pin to display the file or folder at the top of the list for easy future access. 3. Click a pin once again to unpin the file or folder when easy access is no longer desirable. Opening a Recently Used Excel Workbook 1. Click the File tab. 2. In the displayed window, notice the files in the Recent Workbooks area. 3. Click the Picnic Budget workbook. The file opens. Note: Another way to open a workbook is to click the File tab and click Open. From the Open dialog box, locate the file desired and click Open. The keyboard shortcut Ctrl + O is commonly used within the entire Microsoft Office suite as well. 3 Excel Unit 1 PG 5-31-2011 Professional Development Center Page 12 of 31 Working with Numbers and Formulas Numbers can be entered on a worksheet and are automatically right aligned in each cell. Each formula MUST be preceded with an = (equal) sign. Formulas can consist of numbers of cell addresses. However, most formulas should contain cell addresses in order to accommodate changes made to data over time. Creating Formulas There are many built-in functions that help to calculate or analyze everything from finances to statistical sampling plans. When combining several mathematical steps in a formula, the steps are performed in a specific order. Excel will start calculating from the left to the right according to the following order of operations: ( ) Parentheses - Negative number if used with one operand % Percentage ^ Exponentiation * Multiplication and Division + and - Addition and Subtraction =, <, <=, >, >=, <> Comparison operators (Equal to, Less than, Less than or equal to, Greater than, Greater than or equal to, is not equal to Auto Calculating with Excel Excel recalculates cells that are dependent on other cells whose values change. Excel also calculates workbooks each time they are opened or saved. A formula is an equation that performs operations on worksheet data. Formulas can perform mathematical operations such as addition and multiplication, or they can compare worksheet values or join text. Formulas can refer to other cells on the same worksheet, cells on other sheets in the same workbook, or cells on sheets in other workbooks. Some examples of formulas are: =A3+C6 =E17/F2 =B13*G18 = G20-C12 =(B4+25)/2 =(C6*A17)+(F2*B1) Note: Although the above formulas display capital letters, it is not necessary to use capitals when creating a formula. Excel will convert any formulas typed in lowercase to uppercase automatically once a formula has been entered into a cell. Excel Unit 1 PG 5-31-2011 Professional Development Center Page 13 of 31 Creating Formulas In order to determine the total cost of each item, first locate the cells contains the information to be calculated. Perform the calculation using the order of calculation described previously. Always begin in the cell that will store the results of a formula. Using Cell Addresses to Create a Formula 1. Click cell D4 and press =. 2. Click cell A4. 3. Press the * (asterisk) key, indicating multiplication. 4. Click cell C4 and then click the checkmark (Enter) to the left of the Formula Bar or press Enter. Note: Clicking on the checkmark on the Formula Bar will enter the final value into the cell while still keeping the cell selected. Pressing Enter after typing an entry will move your cursor to the cell just below the entry. The Formula Bar should look like the picture below and $94.50 will be displayed in cell D4, as a result of the formula created. Copying Formulas Using Automatic Fill (Auto Fill) Feature Once a formula has been created, it can be copied to other cells needing to perform the same relative calculation. When cell addresses are used in formula creation, Excel stores the cell location as it relates to the cell storing the results. The fill handle can be used to easily copy formulas from one cell to one or more cells. The Auto Fill feature can also be used to quickly enter a series of numbers, dates or other items on a worksheet. This feature can be used to quickly create a calendar, or a daily, weekly, or monthly checklist. The fill handle is located at the bottom right corner of each cell. Months of the year, years, quarters, and any series of numbers or text can be entered as long as the first one or two entries of the series is given. Auto Fill can be done in ascending or descending order. Drag the fill handle down or to the right for ascending order. Drag the fill handle up or to the left for descending order. 4 Excel Unit 1 PG 5-31-2011 Professional Development Center Page 14 of 31 Copy the Cost Formula 1. Move the mouse pointer to the Fill handle in the lower right corner of cell D4. 2. Click and drag the handle to cell D11. As the handle is dragged, an outlined box will appear. 3. Release the mouse. The following numbers will display in column D. Using AutoSum The AutoSum button is located on the Home tab in the Editing Group and has several functions associated with it. The default function is to add numbers in a column or row. The other commonly used functions are: Average, Count Numbers, Max, Min and More functions. To add a column or row of numbers, select a blank cell either to the right of the row needing a total or below the column needing a total. Click the AutoSum button. A range of the cells to be added will be displayed. If the cell addresses are correct, press Enter. If not, edit the range to include the correct cells. This is done by simply clicking and dragging to redefine the correct area. The sum will be displayed in the active cell. To use any of the other functions, simply click the down arrow to the right of the AutoSum button and select the desired function. AutoSum Excel Unit 1 PG 5-31-2011 Professional Development Center Page 15 of 31 Adding a Column of Numbers Using AutoSum 1. Click cell C12 and type Subtotal. 2. Press Enter. 3. In cell D12, click the AutoSum button on the Home tab in the Editing group. A “marquee” will appear around the group of cells that will be used in the calculation. 4. Press Enter to accept the formula in cell D12. $446.20 should display in cell D12. 5. Click Save on the Quick Access Toolbar or press Ctrl + S. 6. Note the formula for this calculation is shown where the final result will be displayed as well as up in the Formula bar prior to pressing Enter. The Sum function was used to get the sum of a range of cells, D4 through D11. Finishing the Formulas on the Worksheet 1. Click cell B13. 2. Type Tax and press tab. 3. Type 6.5% and press tab. 4. Create a formula in cell D13 to calculate the tax based on the information in D12. Hint: The formula should be =D12*C13. 5. Click cell C14 and type Total. Press tab. 6. Create a formula to add the Subtotal and Tax together to get a Grand Total. Hint: The formula should be =D12+D13. 7. Click Save on the Quick Access Toolbar or press Ctrl + S. 6 Excel Unit 1 PG 5-31-2011 Professional Development Center Page 16 of 31 Selecting and Formatting Cells Sometimes it is necessary to perform the same task on a group of cells rather than formatting each cell individually. A group of cells can be selected by using any of the following options: Selection Procedure One cell Click the cell to make active. Row of cells Click the first cell in the row and drag the mouse across the cells in the row that need to be selected. Column of cells Click the first cell in the column and drag the mouse down the cells in the column that need to be selected. Rows and columns of cells Click the first cell in the group and drag the mouse to highlight all the cell that need selecting. Entire row of cells Click on the row header to the left of the cell data. A range of rows Click on a row header. Press and hold the Shift key. Click on the end of range row header. Entire column of cells Click on the column header above the cell data. A range of columns Click on a column header. Press and hold the Shift key. Click on the end of range column header. Entire worksheet Click the Select All button at the intersection of column A and row 1. Format Text 1. Press Ctrl + Home to move to cell A1, the title Annual Employee Picnic. 2. In the Font group on the Home tab, click the down arrow to the right of the font size button and choose 14. 3. Click the Bold button. 4. Click the Row header for Row 3. This selects the entire row. 5. Click the Bold button. If any additional titles are entered in Row 3, bold will automatically be applied. 6. Select cells A4 through A11. 7. In the Alignment group on the Home tab, click the Center button. 8. Select cell B13. 9. In the Alignment group on the Home tab, click the Align Text Right button. Column header Row header 2 3 7 9 Excel Unit 1 PG 5-31-2011 Professional Development Center Page 17 of 31 Merge and Center Text This feature is typically used to enhance the title(s) of a worksheet. 1. Press Ctrl + Home to move to cell A1, the title Annual Employee Picnic. 2. Select cells A1 through D1 by clicking the mouse on cell A1 and dragging across to cell D1. 3. In the Alignment group on the Home tab, click the Merge & Center button. The cells will be merged in the row and the cell contents will be centered. To merge cells without centering , click the Merge & Center drop-down arrow and click Merge Across or Merge Cells (vertical cell merge). To unmerge cells, select the merged cells and click the Merge & Center drop-down arrow. Click Unmerge Cells. Keep in mind that the text alignment in the merge cell may still be centered . Click the desired alignment button in the Alignment group on the Home tab. Selecting and Formatting Numbers Format Numbers for Currency 1. Select cells C4 through D11. 2. Hold down the Ctrl key and select cells D12 through D14. 3. Click the Number Format drop-down list. 4. Click Currency. All selected cells will now display the dollar sign in a different format. 3 3 4 Accounting Format Currency Format Excel Unit 1 PG 5-31-2011 Professional Development Center Page 18 of 31 Format Numbers for Decimals 1. Select cell C13 to decrease the decimal by one place. 2. Click the Decrease Decimal button. Using the Save As Command Once a file has been saved, it can be saved with a different name and/or saved to a different location. For example, the workbook is now finished, but some “what if” questions have arisen. For example, “What if the price increases on items or additional items need to be ordered?” To adjust figures without disrupting the original file, the File Save As command will be used. 1. Click the File tab. 2. Click Save As. The Save As dialog box appears. 3. In the File name area, type: Picnic Budget Revisions 4. Click Save. Two versions of this file now exist, each with a different name. Note: To exchange workbooks with other users who may be using earlier versions of Excel, simply save your workbook in the Excel 97-2003 format (.xls) instead of the 2007 and 2010 Excel (.xlsx) format. Choose this format from the Save As Type drop-down list in the Save As dialog box. Compatibility Mode is automatically enabled when opening an Excel 97-2003 workbook. Compatibility Mode appears in the program title bar when working in an earlier version file format. 2 Note: Excel Unit 1 PG 5-31-2011 Professional Development Center Page 19 of 31 Adjusting Column Widths and Row Heights Many times column data is too large to fit in a column. On a worksheet, a maximum width of 255 can be specified. The default column width is 8.43 characters. When columns and/or rows are adjusted, the measurement displays so that columns and/or rows can be “fine-tuned” to the desired width. Columns containing text may not display the entire contents of the cell if the column is not wide enough; however, it does contain the text entered in it. Columns containing numbers will display as #### if the column is not wide enough. 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. Change Columns to a Narrow Width 1. Select the range of columns from column A through column D by selecting the column A header first. 2. Press and hold the Shift key. 3. Click the column D header. The four columns should now be selected. 4. Press and hold the Alt key. This will allow for the display of the column widths. 5. Rest the mouse pointer on any of the four column vertical borders. A double-headed arrow will appear. 6. Click and drag the column border to the left so that the column widths = 4.00 or 43 pixels. 7. Release the mouse and the Alt key. The columns are now so narrow that the data is difficult to read. AutoFit Multiple Column Widths 1. Select the range of columns from column A through column D by clicking the Column A header first. 2. Press and hold the Shift key. 3. Click the column D header. The four columns should now be selected. 4. Rest the mouse pointer on any of the four column vertical borders. 5. Double-click the vertical border of one selected column heading. The columns are now readable and wide enough to display the longest entry in each column. 5 [...]... especially when column widths have been changed 1 2 3 4 Click the Select All button or press Ctrl + A, a shortcut Rest the mouse pointer on any of the row horizontal borders A double-headed arrow appears Double-click the row border to best fit the contents of all rows Adjust column B to the desired width Excel Unit 1 PG 5-31 -20 11 Professional Development Center Page 20 of 31 ... 18.00 (30 pixels) The rows are now easier to read 2 Wrap Text in a Column If desired, columns can be narrowed in order to fit the worksheet on one printed page 1 2 3 1 Click the column B header to select it Click the Wrap Text button in the Alignment group on the Home tab Notice that the column has not changed Decrease the width of the column to a width of 12. 00 or 115 pixels Notice that much of the text... wrapped underneath other data or text It can also be used to enhance the appearance of the worksheet 1 Drag the horizontal border below the Row 1 header to a height of 24 (40 pixels) The title row is now deeper Multiple Row Height Adjustment 1 2 3 4 5 Select the range of Rows 3 through 14 by clicking the Row 1 header first Press and hold the Shift key Click the Row 14 header The range of rows should now . =A3+C6 =E17/F2 =B13*G18 = G20-C 12 =(B4 +25 ) /2 =(C6*A17)+(F2*B1) Note: Although the above formulas display capital letters, it is not necessary to use capitals when creating a formula. Excel will. other users who may be using earlier versions of Excel, simply save your workbook in the Excel 97 -20 03 format (.xls) instead of the 20 07 and 20 10 Excel (.xlsx) format. Choose this format from. AutoSum Excel Unit 1 PG 5-31 -20 11 Professional Development Center Page 15 of 31 Adding a Column of Numbers Using AutoSum 1. Click cell C 12 and type Subtotal. 2. Press Enter. 3. In cell D 12,