MICROSOFT EXCEL



MICROSOFT EXCEL

PRINTING –

Print Preview – You should always use print preview before you print an Excel worksheet. Print preview will show you what the printed page will look like.

To open print preview, click Print Preview on the File menu. Or click the Print Preview button [pic] on the toolbar.

Print just a portion of a worksheet – Select the area you want to print. Then, on the File menu, click Print. Under Print what, click Selection.

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If you want to save your selected area for printing again – select the area you want to print. On the File menu, click on Print Area, and then click Set Print Area. To clear the set print area, on the File menu, point to Print Area, and then click Clear Print Area.

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PRINTING CONTINUED –

Print column or row headings on every page – On the File menu, click Page Setup. Then click the Sheet tab. In the Rows to repeat at top box click the Collapse Dialog [pic] button at the right end of either box. This temporarily shrinks the box so that you can enter a column or row by selecting a cell in the worksheet. Now highlight/select the heading columns in your worksheet. Then click the Expand Dialog [pic] button to display the Page Setup box again, and then Click OK.

Do the same process for Columns to repeat at left if needed.

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Print cell gridlines – On the File menu, click Page Setup. Click the Sheet tab. Under Print, select the Gridlines check box.

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Add headers/footers – On the File menu, click Page Setup, or on the View menu, click Header and Footer.

Click the Header box or the Footer box, click the arrow, and make a selection or click on Custom Header or Custom Footer to type your own. To delete a header or footer, return to the Header box or Footer box, click the arrow, and click (none).

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FORMAT CELLS –

The formatted worksheet is easier to read. The Format Cells box controls most of the formatting features you can apply to worksheets.

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Before you click on the Format cells box you need to select the individual cell, a range of cells, or the entire workbook that you would like to apply the formatting to. To select the entire workbook select the grey box in the upper left corner of the workbook.

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Once you have selected the cells click on Format, and then click on Cells.

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FORMAT CELLS CONTINUED -

Aligning data in cells – The Horizontal alignment controls the right or left alignment within the cell. The Vertical alignment controls the top-to-bottom position of the cell contents.

Click the drop down arrow beside Horizontal or Vertical.

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Wrapping text in cells – If you enter data that is too wide for the active cell you will need to choose the Wrap text feature. Click on the √ beside Wrap text.

Shrink to fit in cells – The shrink to fit option reduces the size of the font in the selected cell until the contents can be displayed in the cell. Click on the √ beside Shrink to fit.

Merge cells – Select the cells you want to merge and choose Format, Cells; then select Merge Cells.

Changing fonts – You can change the font type along with the attributes either from the toolbar or by clicking on Format – Cells, and then clicking on the Font tab. If you only want to change part of the font inside a cell – highlight the portion you want to change in the formula bar and then choose the new font or attributes.

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FORMATTING CELLS CONTINUED –

Formatting Numbers – The number category in the Format Cells box contains options for displaying numbers in integer, fixed-decimal, and punctuated formats. When formatting numbers, always select a cell containing a number before opening the Format Cells box so that you can see the results in the Sample area. You can create a Custom format by clicking on Custom in the Category list.

Applying Border formats – You can apply many combinations of border formats using the Borders [pic] button on the Formatting toolbar. First, select the cells you would like the border around and then click on the [pic] button.

Painting formats – The format painter [pic] button copies formats from selected cells to other cells. Select the cell or range from which you want to copy formatting, and click the Format Painter [pic] button. Then select the cell or cells to which you want to copy the formatting.

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COLUMNS AND ROWS –

Insert and delete columns and rows –

To insert or delete columns:

• To insert, click a cell immediately to the right of where you want to insert a new column. On the Insert menu, click Columns.

• To delete, click a cell in the column. On the Edit menu, click Delete. Choose Entire column and click OK.

To insert or delete rows:

• To insert, click a cell in the row immediately below where you want the new row. Then on the Insert menu, click Rows.

• To delete, click a cell in the row. On the Edit menu, click Delete. Chose Entire row and click OK.

Changing column widths or row heights – You can adjust the column width or row height by doing any of the following

• Adjust the column width or row height to accommodate its largest entry by double clicking the line to the right of the column header or the line below the row header.

• Drag one of the lines between column headings or row headings.

• To assign a column width, select cells in each column you want to change and then click on Format – Column, and then choose the Width command. You can type a number from 0 through 255.

Do the same to adjust row size, but click on Row – Height.

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FREEZE PANES –

Keep titles in sight as you scroll through worksheets. To freeze titles, make a selection in the worksheet, and then click Freeze Panes on the Windows menu.

To freeze titles, do not select the titles themselves. To freeze:

• Column titles only Select the first row below the titles

• Row titles only Select the first column to the right

• Both column and row titles Select the cell that is both directly below the column titles and to the right of the row titles.

To unfreeze panes, on the Window menu, click Unfreeze Panes.

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COMPARE WORKSHEETS SIDE BY SIDE –

You can compare worksheets side by side by clicking on Window – Compare Side by Side. You must have 2 worksheets open before you click the command. To reset the view to 1 worksheet click on Window – Close Side by Side.

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SORTING DATA –

Sort data in Excel by first selecting the columns or rows you want to sort and then click on Data – Sort and a Sort box will appear.

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In the Sort dialog box choose how you would like to sort. You can choose as many as 3 columns at once. Click on the drop down arrow to choose the column heading.

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Be careful that your data is not distorted or your formulas are not broken when using the sort feature.

MICROSOFT EXCEL

INSERTING FUNCTIONS –

The easiest way to locate and insert built-in functions is by clicking the Insert Function [pic] button.

First, click in a cell beneath the cells you are working with.

Click on the Insert Function button.

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When you select a function and click OK the Function Arguments box shown below will appear.

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You can drag this box over to the side if it is covering the data you are working with.

Highlight the range of cells and click OK.

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