Excel Cheat Sheet - High Plains Elementary School

Excel Cheat Sheet

Most of these commands work in PowerPoint and Word also

Standard Toolbar Formatting Toolbar

Print ? Print Preview ? Do a print preview before printing and you can save on paper ? Page Setup ? For margins, landscape For Mac ? Click on page setup for landscape and then for margins, click on settings ?

Microsoft Word ? then margins For PC ? click on page setup

Special Tools ? Under Tools on the top toolbar: Spelling and Grammar (or ABC )

Make Special Characters and Symbols ? Insert ? Symbol ? choose what type of font (Wingdings is a good one), choose the symbol, and click on insert.

Find and Replace ? You can find any word or phrase and/or replace it with another by clicking on Edit ? Find or Edit ? Replace

Toolbars ? If you lose your toolbars or want to add others, click on View ? Toolbars ? and click on the one you want. I always have Standard and Formatting, and Drawing if you want WordArt.

Headers and Footers ? If you want a header or footer ? click on View-Header and Footer. Type in what you want and align. You can put in page numbers (1st icon), date, and time.

Shortcuts ? Use the shortcuts with the keyboard to save time. Next to many commands on the toolbar are the shortcuts. On a PC, they start with control key. On a Mac, they start with the apple key. For instance, save is a control S or an apple S.

See the whole page at one time ? Click on arrow next to page.

Change font, style, size ?

and choose whole

Fill ? to copy cell information or a formula Click on cell and highlight all cells to be copied Click on Edit ? Fill (down, up, right, or left)

Clear- to clear text in cells Highlight cells Click on Edit ? Clear ? All Clear Format will clear data and the formatting

Delete Sheet ? Edit Delete Sheet will delete the worksheet you are on

Formula Bar ? type in formula for calculations

Insert rows, columns, cells ? Click on number of row or column where you want to insert. The whole row or column will be highlighted. Click on Insert ? Rows (Columns). It will insert 1 row. If you want multiple rows or columns, highlight the number you want and click on Insert ? Columns (Rows).

Delete rows, columns, or cells Click on number of row or column where you want to insert. The whole row or column will be highlighted. Click on Edit ? Delete.

Insert worksheet ? If you want another sheet at the bottom, click on Insert - Worksheet

Format cells ? To make changes to the way the data in the cells look. Format ? Cells

? Number = sets the format to any of these categories. When you choose one and start typing in that cell (you can highlight one cell, 1 or more rows or columns), the text will be automatically formatted. (i.e. date ? you can type in numbers and it will convert to the date format you chose).

? Alignment = alignment in the cells. You can choose where to align each cell from the left and in the center. Click on wrap text and it will go to the next line in that cell.

? Font = change font ? Borders = borders around the cells Format row and column ? Click on the number before the row(s) or letter above the column(s) to choose the rows / columns. Click on Format Row or Column and type in the width or height of the rows / columns. Or: make a column or row wider ? Put your mouse in between the numbers or letters on the line and the mouse will change from a plus sign to a line with arrows up and down. Click and move until it is the right size.

Sort ? Highlight all your data or click on the square in the upper left hand corner above the 1 and to the left of the A. Click on Data ? Sort. Choose what columns to sort first, second, and third. You don't have to use all of them. If you have a title or column headings ? choose header row so those titles will not get sorted. If you do not have titles ? choose no header row

Freeze Panes ? this allows you to still see your column headings or data when you scroll across or down on a large page. Click on the column to freeze, click on Window ? Freeze Pane.

Borders ? Excel does not show the gridlines when you print. To show gridlines, there are 2 ways: 1) Highlight what you want borders on Click on the arrow next to borders and choose this icon:

You can also choose many other border styles.

2) If you just want gridlines, click on Edit ? Page Setup ? Sheet - Gridlines

Styles ? These are quick ways to format data (currency, percent, comma, add or delete decimal places)

Merge and Center ? to combine cells into one cell ? click on This will automatically center the data so if you want it left justified, click on the alignment icons.

Sheet Names ? to change the name from Sheet 1 to something else, click twice on Sheet 1 and type in what you want.

Move Sheets ? to move sheets, click on sheet and drag to where you want it to be

Graph ? to make a graph, highlight your data (can use the upper left hand square), click on

on a PC and

on a Mac. Follow the chart wizard.

Step 1 ? choose what type of graph.

Step 2 ? choose how you want the chart to look. By rows and by columns will give different

graphs.

Step 3 -

? Category (x) axis will put a label on the x axis. ? Value (y) axis will put a label on the y axis. ? Legend will put the legend in different places ? Data Label and value will put a number on top of the columns, etc.

Step 4 ? as a new sheet will give you the graph on a blank sheet As an object will show the graph with the spreadsheet

To change the colors on the graph - Click twice on the bars, floor, etc. and you can choose your color.

To change the scale on the axis, click twice on the x or y axis, click on scale, and choose where you want the numbers to start (minimum), end (maximum), and the increments (major unit)

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