Basic Excel 3.5 - San Diego Unified School District

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Basic Excel Handbook

Version 3.6 May 6, 2008

Contents

Contents ................................................................................................. 1

Part I: Background Information ..............................................3

About This Handbook .................................................................................. 4 Excel Terminology...................................................................................... 5 Excel Terminology (cont.) ............................................................................ 6 Tips and Tricks.......................................................................................... 7

Part II: Excel 101........................................................................8

Excel Window Overview ............................................................................... 9 What is a Cell? .........................................................................................10 What Is A Column and A Row? .......................................................................11 Insert a Column ........................................................................................12 Delete a Column.......................................................................................13 Insert a Row ............................................................................................15 Delete A Row...........................................................................................16 Delete Multiple Rows..................................................................................18 Move Data Using Drag & Drop. ......................................................................19

Part III: Making Your Report Beautiful...................................21

Select Fonts and Sizes ................................................................................22 Color Fonts .............................................................................................23 Shade or Put Patterns In Cell(s).....................................................................24 Print Gridlines .........................................................................................27 Create Borders.........................................................................................29 Delete a Border ........................................................................................31 Merge & Center Cells .................................................................................32 Wrap Text ..............................................................................................33 Vertical Text ...........................................................................................35 Resize Columns ........................................................................................37

Part IV: Saving Money and Working Smart .........................38

Cumulative Fall and Spring Grade Point Averages - Using the Average Function ...........39

Basic Excel Handbook ? Page 1

Sort Alpha Data ........................................................................................43 Sort Numeric Data.....................................................................................45 Insert Date at the Top of Worksheet ...............................................................47 Insert Page Number at the Bottom Page ..........................................................51 Print the Top Row on Each Page ....................................................................55 Print the Worksheet Horizontally ...................................................................59 Print the Worksheet on One Page ..................................................................62 Preview Worksheet Without Printing...............................................................65

Basic Excel Handbook ? Page 2

Part I:

Background Information

Basic Excel Handbook ? Page 3

About This Handbook

This handbook was created by Angela Bolick as reference material for users who will view and print reports. It will be used during the Introductory Excel class. The handbook is divided into four sections:

? Part I provides shortcuts and basic Excel terminology. ? Part II describes Excel 101 tasks. ? Part III describes how to make you excel report cosmetically

appealing. ? Part IV has tips for working smart and saving money. Names used in the documentation are fictitious.

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Excel Terminology

Term Active Cell Active Sheet Tab Auto Calculate

Blank Workbook Cell Reference

Cell

Contiguous Range Cut Defaults

Drag-and-drop Feature Fill Handle

Fill Font Font Size Font Style

Footer Format Formula Bar

Formula Function Name Function Gridlines Header Label Prefix Label Mathematical Operators Name Box Numeric Label

Page Setup Paste Pattern

Description The active cell contains the cell pointer, a dark outline around the cell.

The selected worksheet; the tab name of an active sheet is bold.

A feature that temporarily performs the following calculations on a range of cells without making you write a formula: Average, Count, Count Numbers, Max, Min, or Sum. The excel default workbook contains three worksheet tabs or sheets.

The location of a cell in a worksheet identified by its column letter and row number. This is also known as the cell's address. A cell is the intersection of a column and a row on a worksheet. You enter data into cells to create a worksheet. A block of adjacent cells in a worksheet.

The command used to remove data from a cell or range of cells and place it on the Clipboard.

The standard settings Excel uses in its software, such as column width or number of pages in a workbook. A method used to move or copy the contents of a range of cells by dragging the border of a selection from one location in a worksheet and dropping it in another location. Dragging this handle, located in the lower-right corner of the active cell, will copy cell contents, formatting, or a formula to adjacent cells. A color that fills a cell, appearing behind the data.

The typeface or design of the text.

The measurement of the typeface in points (1/72 of an inch).

A cell style, or just style, can include any formatting that can be set in the Format Cell dialog. This includes all of the font characteristics, number formats, alignments, fills (patterns), and borders. Excel provides some pre-defined styles for numbers in the default workbook and with the Currency,

Percent, and Comma buttons.

Repeated information that appears in the bottom margin of a page.

To apply attributes to cell data to change the appearance of the worksheet.

As you enter data into a cell, it simultaneously appears in the Formula bar, which is located above the worksheet frame. An instruction Excel uses to calculate a number.

The name given to Excel's predefined formulas.

A predefined formula that depends on specific values to perform a specific calculation.

Light gray lines that mark the cell borders.

Repeated information that appears in the top margin of a page.

An apostrophe (`) used to indicate that a number is really a label and not a value.

Text in the first row or column of a spreadsheet that identifies the type of data contained there.

Symbols used in mathematics operations: + for addition, - for subtraction, * for multiplication, and / for division. The text box located to the left of the Formula bar.

A number entered in the worksheet as a label, not as a value, such as the year 2008 used as a column label. A dialog box that includes options to control the appearance of printed output.

The command used to place data from the Clipboard to a location on the worksheet.

A secondary color added to the background of a cell in a pattern.

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Excel Terminology (cont.)

Term Print Area Print Options Print Preview Print Titles Range Redo Relative Cell Reference

Scaling Scroll Series Sheet Tabs Standard Column Width Tab Scrolling Buttons Template

Undo Value Workbook Worksheet

Description The specified range of cells to be printed. Selections that control what, where, how, and how many copies of the output to print. A feature used to display a document as it will appear when printed. Row and column labels that are reprinted on each page of a worksheet printout. A block of cells in an Excel worksheet. The command used to redo an action you have undone. A cell address expressed in relation to another cell in a formula. For example, rather than naming a cell such as A3, a relative cell reference might identify a range of cells to the left of the cell containing the formula. Reduces or enlarges information to fit on a specified number of pages. A way to view locations on the worksheet without changing the active cell. A list of sequential numbers, dates, times, or text. Tabs that appear at the bottom of the workbook window, that display the name of each worksheet. The default number of characters that display in a column based on the default font.

Buttons that appear just to the left of the sheet tabs, that allow you to scroll hidden tabs into view. A workbook with certain labels, formulas, and formatting preset, saving you time in creating commonly used forms, such as invoices or purchase orders. The command used to reverse one or a series of edition actions. A number entered in the worksheet. An Excel file with one or more worksheets. The work area for entering and calculating data made up of columns and rows separated by gridlines (light gray lines). Also called a spreadsheet.

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Tips and Tricks

Ctrl Home Ctrl End Ctrl Ctrl Ctrl Page Down

Ctrl Page Up

Page Up Page Down

Alt + Page

Down

Alt + Page

Up

Immediately positions the cursor to the first cell of the worksheet (cell A1). Immediately positions the cursor to the last used cell in the worksheet. Press once to position cursor to extreme right of the worksheet. Press down arrow three (3) times to position cursor in the last row (65536) of the worksheet. Changes from one worksheet to another in Ascending order (1 ? 4...). Observe the sheet tabs located at the bottom of the screen when you press Ctrl and Page Down. Changes from one worksheet to another in Descending order (...4-1). Observe the sheet tabs located at the bottom of the screen when you press Ctrl Page Up. Moves one cell right Moves one cell left

Moves one cell down

Moves one cell up

One screen up

One screen down

One screen right

One screen left

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