Introduction toMicrosoftExcel 2007Class learning objectives1. What is Excel? Spreadsheet uses & samples Touring the Excel window Learning important definitions Navigating around the workbook2. The Basics Entering & editing data in cells Inserting cells, rows, & columns Formatting cells Renaming, adding, & reorganizing worksheets3. Formulas Using mathematical operators Using four sum methods AutoCalculate4. Customizing Your Spreadsheet Gridlines5. Finishing Up Using Excel’s help More learning resourcesMain Library Computer Learning Center1

What is Excel?Excel is a spreadsheet program that can be used to organize, manipulate and analyze data. Excel isoften used in the workplace to track statistics, create sales reports, financial modeling, scientificengineering, and making charts and graphics. However, it can also be useful at home to create budgetsor even make a list of family members’ birthdays. Excel is a versatile and powerful program with a lotto offer.The Excel WindowWhen you first open up Excel you will see a blank sheet that looks a lot like a grid. If you have everused other Microsoft programs such as Microsoft Word, you will recognize several parts already suchas the Title Bar. Other parts might be unfamiliar, so let’s look at the parts of an Excel window.Ribbon TabFormula BarOffice 2007RibbonNameBoxCellsActive CellColumnNamesRowNamesWorksheet TabsMain Library Computer Learning Center2

The Microsoft Office 2007 RibbonMicrosoft Office 2007 uses a visual tool called the ribbon to display all of the commands that are usedto edit a document. The ribbon uses two different visual elements: tabs and command groups.1. Each tab contains a set of groups that share a theme in common. The Home tab, for example,contains all of the commands that are used most often by most people.2. Within each tab are groups of command icons that share a common design element. The Fontgroup, for instance, contains all of the commands that change the way that text looks while theNumber group contains commands that change the way numbers are displayed within a cell.3. Finally, within each group are visual representations of the commands themselves.Cells –The gray boxes that make up the Excel grid are called cells. Cells are arranged in rows andcolumns. They are used to store data. Data can be numbers, text and formulas, such as mathematicalcalculations.Active Cell – The active cell is the cell you are currently working with. There is always an active cellon your worksheet. You can identify the active cell on your worksheet because it has a thicker borderthan the other cells and its name is listed in the cell name box. To change which cell is the active cell,simply click on it or move to it using the arrow keys on your keyboard.Name Box –The cell name box, located below the clipboard group in the ribbon identifies the name ofthe active cell. Cells are named by giving the column letter and then the row number. For example,B3 means the active cell is located in column B and is in the third row.Formula Bar –The formula bar displays the contents of the active cell. This could be a formula, dataor just text.Workbook – An Excel file is called a workbook. It is helpful to think of a workbook as being like anotebook containing many sheets.Worksheets –The individual pages in the workbook are called worksheets. They are often referred toas simply “sheets.” In addition to data, worksheets can also contain graphical objects, such as charts,Main Library Computer Learning Center3

arrows and pictures. Each worksheet consists of a tabular grid of cells. There are more than 65,000rows of cells, starting with number 1 along the left margin of the worksheet. There are 256 columnsalong the top margin of the worksheet. These columns are labeled alphabetically, using a single-digitand then double-digit alphabetization scheme.Worksheet Tabs –There is a tab in the bottom left corner of the Excel window for each sheet in yourworkbook. Clicking on a sheet’s tab will take you to that sheet.Navigating Around the WorkbookExcel has scroll bars to help you view all areas of a sheet quickly. You can click in a cell using yourmouse to select a specific cell. Using the scroll bars and the mouse you can quickly select any cell inthe worksheet. However, some users find it easier to move around in Excel using the keyboardinstead of the mouse. The table below explains some keystrokes you can use to navigate aroundworksheets.This KeystrokeTAB keyENTER keyShift TABArrow keys ( )CTRL arrow keysHomeCTRL HomeMovesMove to the right to the next cell in the row.Move to the cell in the column below.Move to preceding cell.Move right, left, up, and down (one cell at a time).Move to the edge of the current data region (region the cell iscurrently in).Move to the beginning of row.Move to Cell A1.Entering and Editing DataEntering Data into a cellTo enter data into a cell, simply do the following:1. Select the cell by clicking on it. The cursor will not blink (as it does in Microsoft Word), butinstead the cell will be outlined in a thick black line and it will be listed in the cell name fieldbelow the ribbon. These two things tell you that the cell is active and ready to accept a formulaor text.2. Type numbers, text, or a combination of both into the cell.3. Press the Enter key OR click on the green check mark to the left of the Formula bar. PressingEnter will enter the information into that cell and move you down to the next cell. Pressing thegreen check mark will enter your data but keep the same cell active.Main Library Computer Learning Center4

Create the spreadsheet below to practice entering data into a spreadsheet.Editing a cell:If you discover that you made a mistake when entering data into a cell, you can correct them within theformula bar or the cell itself. Formula Bar: Select the cell, then click in the formula bar. Make the needed correction. Thenpress Enter or click on the green check mark in the Formula bar. In the Cell:Either:o Select the cell and begin typing. What you type will erase the current information in thecell.-ORo Double click on the cell. A cursor will appear in the cell. Move the cursor to whereyou need to make your changes. Make the changes. Then press Enter.Canceling/Undoing ChangesCancelling actions If you haven't yet pressed Enter while entering or editing information in a cell, press the Esckey or click on the “X” button on the formula bar.Undo/Redo ActionsTo Undo Your Most Recent Action Click the Undo buttonon the Standard Toolbar.To Cancel Your Most Recent Undo Click on the Redo buttonon the Standard Toolbar.Clearing a CellMain Library Computer Learning Center5

Clearing a cell removes any data that is entered into the cell. The quickest way to clear a cell is toselect one or more cells, then press the Delete key or the Backspace key. This clears the contents, butleaves formatting and other cell contents intact.To delete the cell entirely, click Edit on the main menu and select Delete. It will then ask you whichway you would like to shift the other cells.Inserting Cells, Rows and Columns.Inserting a Cell1. Click on the cell where you would like to insert a new cell.2. On the Home tab, click on Insert in the Cells group and then click Insert Cells from the list ofchoices.3. Click on the circle that indicates which direction you would like to shift the existing cells.Inserting a Row1. Click on the row where you would like to insert a new row.2. On the Home tab, click on Insert in the Cells group and then click Insert Rows from the list ofchoices.3. A new row will be inserted above the row containing the current active cell.Inserting a Column1. Click on the column where you would like to insert a new column.2. Click on On the Home tab, click on Insert in the Cells group and then click Insert Columnsfrom the list of choices.3. A new column will be inserted to the left of the column containing the current active cell.Formatting CellsSelecting CellsBefore making any formatting adjustments you must first select the cell(s) you want to change selectedcells will have a dark border surrounding them.To select: a single cell, click on it. Nonadjacent cells can be selected by holding down the. a range of cells, click on a corner cell in the desired range, hold down your mouse button and dragyour mouse pointer over the desired range of cells. Multiple ranges can be selected by holdingdown the CTRL key on your keyboard and selecting additional cell ranges. all of the cells in a column, click on the column heading. all of the cells in a row, click on the row heading. all of the cells in a worksheet, press Ctrl A on your keyboard OR click the square in the upperleft corner of the worksheet to the left of column A’s heading.Main Library Computer Learning Center6

NOTE: Even when a range of cells is selected, one cell is still the active cell (the one in your selectedarea that did not turn blue).Using Office 2007’s Formatting ToolsYou can format the appearance of a cell, or range of cells, by selecting the cells you want to format andthen make adjustments to them using the tools on the Office 2007 Ribbon.TypefaceFont SizeVertical and HorizontalText AlignmentEmphasis Buttons –Bold, Italic, Underlined Cell FillColorFont ColorNumberFormattingPredefined CellFormatting StylesRow and ColumnHeight and WidthFormatting NumbersThe default numbering format for numbers entered is the General format. In General format, thenumbers appear exactly as you typed them into the cells. Sometimes it is useful to adjust theappearance of numbers to reflect the type of data that you are working with. Examples of otherformats that you can use include: Dates, Currency formats, Accounting formats, Percentages, ScientificNumbers or Rounded Numbers. You can also set how negative values appear in most of these formats.To change the number format,1. Select the cells with the numbering styles to be changed.2. In the Number group on the Home tab, click on the downward pointing arrow to the right ofGeneral and select the desired format from the list.3. Click on OK.Renaming, Adding, Reorganizing WorksheetsWhen you first open a new Excel Workbook, it gives you three sheets to work with and they are justcalled sheet 1, sheet 2, and sheet 3.Renaming WorksheetsIt is a good idea to rename the sheets to reflect what kind of information can be found on that sheet.To rename the sheet do one of the following: Double click on the Sheet1 tab.-OR Right click on the sheet tab and select rename.Main Library Computer Learning Center7

Any of these actions will cause the name in the sheet tab to be highlighted. Once it is highlighted, yousimply type in the new name and hit the Enter key.Adding WorksheetsIf you need more than three sheets you can easily add more. Click on Insert in the Cells group and click insert sheet.-OR Click the New Sheet buttonto the right of the rightmost worksheet tab.A new sheet will be added to your list of sheets.Reorganizing WorksheetsIf you need to reorganized your worksheets:1. Click and hold down on the sheet tab of the sheet you wish to move and drag it to where youwant it.2. Release your mouse button to drop the sheet in the order that you like.FormulasFormulas allow you to manipulate and analyze the information you have entered into your Workbook.A formula is a calculation that can be entered into any cell and consists of a series of numbers (or cellreferences) and mathematical operators. Begin EVERY formula with an equal sign ( ). After entering a formula, press ENTER to display the total.Using Mathematical OperatorsThe math operators you can use in constructing a formula include the following: for addition- for subtraction* for multiplication/ for divisionFor example, you could enter 4 6 into a cell tohave it display the result 10.Main Library Computer Learning Center8

Using Four Sum MethodsLet us explore four methods of adding in Excel and the advantages and disadvantages of each.Sum Method 1, a simple formula:1. Click on cell B6.2. Enter the simple formula 200 75 100 700 into B6.3. Press Enter.Sum Method 2, cell references:1. Click on cell C6.2. Enter the formula C2 C3 C4 C5 into cell C6. (C2, C3, etc are known as cell references)3. Press Enter.Once you have entered the formulas and found the totals, try entering a different number in bothcolumn B and C for Food. What happened to the totals in cell B6 and C6?The total for column B stayed the same. The total for column C adjusted to the updated information.The formula for column B was inflexible because it used actual numbers. The formula for column Cwas more flexible because it referenced the position of the information being added.Main Library Computer Learning Center9

Sum Method 3, a series:If you wanted to add many cells of information together, you probably do not want to type in the cellreference for each cell such as in Method 2. Excel has several shorthand formulas for commoncalculations, one of which is the sum formula below: SUM(beginning cell reference:ending cell reference)1. Click on cell D6.2. Enter the formula SUM(D2:D5)3. Press Enter.The colon : between the two cell references indicates a series of values and tells Excel to include allof the cells within that range of values.Sum Method 4, the AutoSum feature:Excel also has a convenient AutoSum buttonthat automatically generates a sum formula.1. Start by selecting a cell below the column of numbers or to the right of the row of numbers thatyou would like to add together.2. Then click on the AutoSum buttonon the standard toolbar.3. Finally press the Enter key. AutoSum will total up the row or column for you.The AutoSum looks above the active cell for two or more numbers to add together. If there are nonumbers above, it looks for two or more numbers to the left of the active cell to add together. If there isa break in the numbers above or below, the AutoSum will not include information past one empty cellin the summation.Click on E6 and then the AutoSum button to AutoSum column E.AutoCalculateExcel also makes it possible to see the results of several common mathematical formulas withouthaving to type in the formula. Whenever you select a range of numbers (or individual cells by holdingdown your Ctrl key), Excel automatically performs a calculation on those numbers. The result can befound at the bottom of your spreadsheet.SelectedCellsCalculation typeand resultMain Library Computer Learning Center10

If the calculation shown is not the one you want, simply right-click on the calculation result and clickto select the kind of calculation you are interested in from the menu that appears.Customizing Your SpreadsheetGridlines – If you go to Print Preview by clicking on the Microsoft Office Buttonand thenPrint and finally Print Preview, you will notice that the gridlines do not print out on yourspreadsheet. However, if you want the gridlines to print out, you can turn this feature on. Go to thePage Layout tab and in the Sheet Options group check the print box under the gridlines heading.Now look at your Print Preview, and you will see the gridlines will have appeared.Adding gridlines to areas with colored backgrounds involves a separate step. Highlight the area thatneeds gridlines. Click the dropdown arrow to the right of the borders icon in the Font group on theHome tab and choose the all borders option.Click the dropdownarrow to show gridlinesFinishing UpPrinting Your SpreadsheetTo print your spreadsheet:1. Click on the Microsoft Office Button.2. Hover your cursor over Print.3. Click the printing option that you want to use.Fitting Your Spreadsheet to the Page1. Click on the Microsoft Office Button.2. Hover your cursor over Print.3. Click Print Preview.4. Click Page Setup in the Print group of the Print Preview tab.5. Click the circle next to fit to: and type 1 in the page width box.6. Your spreadsheet will now resize itself to the width of a single sheet of paper.Main Library Computer Learning Center11

Using Excel HelpAccessing Microsoft Excel’s Help FeatureIf you have a question about Word that you need answered right away, you might want to consultMicrosoft Excel 2007’s built in help feature. You can access this feature in Excel by pressing the F1key on your computer keyboard. From there you can click on a help topic or search for one usingExcel’s help search box located near the top of the Excel Help window.HelpSearchBoxHelpTopicsFor Further Reading and LearningNow that you have completed Our Microsoft Excel class, you can continue rounding out yourknowledge of the Office productivity software by taking our classes on Microsoft PowerPoint orMicrosoft Publisher.To find a book on Microsoft Excel, search the library’s catalog using “Microsoft Excel” as a subjectterm. The library has many more book and video resources that will teach you even more advancedExcel techniques.You can learn more about our upcoming classes on the library's event’s calendar at or in our monthly Computer Learning Center brochure.Thank you for attending The Louisville Free Public Library’sMicrosoft Excel course!Main Library Computer Learning Center12

Introduction to . Microsoft . Excel 2007 . Class learning objectives . 1. What is Excel? Spreadsheet uses & samples Touring the Excel window Learning important definitions Navigating around the work