Microsoft Excel - wynne.k12.ar.us



Microsoft Excel

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Instructor: Shelia Napier

snapier@wynne.k12.ar.us

2387-5006

Microsoft Excel

Table of Contents

Microsoft Excel 3

Opening New and Existing Workbooks 3

New Workbooks 3

Existing Workbooks 3

Creating a Spreadsheet 3

Expanding Columns one at a time 4

Expanding Columns all at once 4

Changing Font Attributes 4

Changing Default Font Settings 5

Font Alignment 5

Formatting Data 5

Adding Borders 6

Adding Shading 6

Calculations 6

AutoSum 6

Typing Formulas 7

Using Excel Formulas 7

Sorting Data 7

Creating Charts 9

Editing the Chart 10

Deleting Charts 11

Adding Charts to Word Documents 11

Microsoft Excel

Documents in Excel are called Workbooks. Workbooks are made of Worksheets. Excel has a default of three worksheets per workbook. Excel can be modified to include only one worksheet or it can have up to 255 worksheets in one workbook.

Since Excel is a Microsoft Office product many of the formatting functions are the same in Excel as they are in PowerPoint or Word.

Opening New and Existing Workbooks

New Workbooks

1. File, New (Ctrl-N or [pic])

Existing Workbooks

1. File, Open (Ctrl-O or [pic])

2. Choose the drive or folder that contains your saved workbook.

3. Double-click the file name or highlight the file name and click Open.

At the bottom of an open workbook are tabs for each worksheet in the current document.

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The workbook opens (defaults) to Sheet 1. To open Sheet2 or Sheet3, click on the tab. The tab will turn from gray to white.

Spreadsheets have Rows and Columns and Cells. Numbers down the left side of the worksheet designates Rows. Letters along the top of the worksheet designates columns. Cells are the intersection of a row and a column. They get their name from the column and row, which they intersect. The selected cell below would be named A1.

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Creating a Spreadsheet

First of all, begin by setting up Data labels for your columns. This will help organize your data.

As our example, let’s create a basic spreadsheet for student grades. Our data labels will be First Name, Last Name, Student ID Number, Homework 1, Homework 2, Test 1, Test 2, Final Project, Total Points

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Your data will look similar to the image above. It’s hard to read and some of the text is cut off. To expand the cells to fit the text, there are two methods. One is to expand the individual columns and another is to expand all the columns at once.

Expanding Columns one at a time

1. Place the cursor on the line between two column letters. The cursor will turn into the cursor shown below.

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2. Double-click while keeping the cursor steady.

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Expanding Columns all at once

1. Click on the letter A (or the first column to be expanded).

2. While holding down the left mouse button, drag the cursor to the last column to expand.

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3. Place the cursor on the line between two columns. The cursor will turn into the cursor shown below.

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4. Double-click while keeping the cursor steady.

[pic]

Begin filling in some data for your spreadsheet. A couple of entries will be fine. The first line of data I fill in is the total points possible for that assignment. Don’t fill in data for Total Points; we’ll let Excel calculate that for us.

Format the data to look nice. Change the font and font size or change the alignment of the data.

Changing Font Attributes

1. Click on the top - left corner cell. (Do this, only if you are changing font attributes for an entire document; otherwise, highlight a cell or a range of cells to change font attributes.)

2. Click on [pic] and select a font type.

3. Click on [pic] to select a font size.

4. Click on [pic] to Bold, Italicize, Underline, or change alignment.

Changing Default Font Settings

To change default font attributes go to Tools, Options, and General. Near the bottom of the window is Standard Font and Size; by changing those options you will change the default font settings. Default settings are the settings used by the computer when Excel, or other programs are opened.

Font Alignment

Excel allows data to be manipulated in a couple different ways.

1. Highlight the cells or group of cells to edit

2. Right-click and select Format Cells (or Format, Cells)

3. Select the Alignment tab

4. Choose the Horizontal and Vertical alignment properties

5. Click OK

To change text orientation

1. Highlight the cells or group of cells

2. Right-click and select Format Cells (or Format, Cells)

3. Select the Alignment tab

4. Place the cursor on the line beside the word Text

a. Drag the cursor to the degree of Text Orientation you prefer

OR In the box beside Degrees, type the number

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5. Click OK

Formatting Data

Many times you may want data to have special formatting, without having to type a currency symbol, dollar sign, or decimal place. Formatting columns, rows, or even single cells will allow you to format data once.

1. Highlight the entire worksheet, column, row, cell or group of cells to be formatted.

2. Right-click and select Format Cells (or Format, Cells)

3. Select the Number tab

4. Under Category there are formatting options available for numbers. Select the option that fits your data, once one option is selected there may be other options within the category to choose from.

(Example: Under the category of Currency, you have the option of choosing the number of decimal places available; as well, you have the option of choosing to include a currency symbol from any number of countries or not having one at all. You then have the option of how you will display negative numbers.)

5. Click OK

Adding Borders

1. Select the cell or a group of cells to which you are adding borders

2. Right-click and select Format Cells (or Format, Cells)

3. Select the Borders tab

4. Choose one of the three presets or choose the area of the cell (top, bottom, left, or right) to add a custom border

5. Select the line style

6. Select the line color

7. Click OK

Adding Shading

1. Select the cell or a group of cells to which you are adding shading

2. Right-click and select Format Cells (or Format, Cells)

3. Select the Patterns tab

4. Choose a color, once a color is chosen the pattern option is available

5. Select a pattern

6. Click OK

Calculations

I’m not a mathematician, so bear with me. There are NUMEROUS calculations within Excel, I cannot and will not begin to even try to list them all to you; however, I will show you how you can access those calculations.

AutoSum

1. Highlight the cells (rows or columns) to be calculated, including the empty cell the calculation is to be inserted into.

[pic]

2. Click on the AutoSum icon ([pic])

3. You can do this for one row at a time or you can highlight several rows and columns and click AutoSum.

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Typing Formulas

1. If you prefer to type your own formula, place your cursor in the cell the formula will be placed.

2. Now place your cursor in the white box to the right of [pic]

3. Begin every formula with an equal sign and begin typing your formula.

Using Excel Formulas

1. Go to Insert, Function (or [pic])

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2. Select the Function category on the left side

3. Select the Function Name on the right side. Below the Category and Name windows Excels gives a brief description of what that function will do.

4. Click OK

Sorting Data

Data can be sorted Ascending or Descending and Excel allows multiple sorts within the sort function.

IMPORTANT NOTE: When sorting data in Excel, be SURE to always select the entire worksheet. If you do not select the ENTIRE worksheet only the data selected will be sorted. This will change the data for each record you have entered.

1. Select the entire worksheet.

2. Go to Data, Sort

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3. Select a data label to Sort by

4. Select Ascending or Descending

5. If you want another sort within the first sort, select a data label for Then by and select Ascending or Descending. Repeat if a third sort is required.

6. Click Header row, if it is not already selected. If you did not create data labels click No header row.

7. Click OK

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Notice the Total Points Possible is at the bottom of the list. To keep this from happening, you can type the letter A for text entries and the number 0 for numerical entries. If you don’t want the A and 0 to show up, give them the color of the worksheet background.

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Creating Charts

1. Highlight the data rows and columns to include in the chart.

[pic]

2. Go to Insert, Chart or ([pic])

3. Select the Chart Type

4. Select the Chart sub-type

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5. To preview the chart before placing into Excel click on Press and Hold to View Sample

6. Click Next

7. Choose the Data Range view, Rows or Columns. Click each option to view the chart.

8. Click Next

9. Under Chart Title, type in the Title of the Chart

10. Give each axis a name

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11. Click on each tab to change or edit the information, if needed. Experiment with information located under each tab.

The Gridelines tab will allow you to add more lines or leave off the lines, altogether.

The Legend tab allows you to remove and change the location of the legend.

12. After editing the chart information, click Next

13. Choose to insert the chart as a new sheet or an object.

a. A new sheet will add another sheet to the Excel Workbook

b. An object will place the chart in your current worksheet.

14. Click Finish

Editing the Chart

After you have inserted the chart, Excel allows you to still be able to edit colors, chart type, data.

A window will appear when the chart is selected. Using this window you can edit specific areas of the chart, by clicking on appropriate icon.

1) Chart Area - Allows you to choose which area of the chart you want to edit.

2) Format Chart Area – Allows you to change the formatting of the chart: lines and font

3) Chart Type – Allows you to switch to different chart types without redoing the chart

4) Legend – This is a toggle, clicking this toggles the chart on and off

5) Data Table – This is a toggle, clicking this toggles the data table on and off

6) By Row – This changes the information into row format

7) By Column – This changes the information into column format

8) Angle Text Downward – Angles data labels in the chart down

9) Angle Text Upward – Angles data labels in the chart up

Deleting Charts

If you decide you want to start all over with a different chart, or you just want to get rid of this chart altogether:

1. Select the chart by clicking anywhere inside the chart.

2. Press the Delete key on the keyboard

Adding Charts to Word Documents

1. Create or open an Excel file

2. Highlight the chart, graph or form you want to place in Word

3. Go to Edit and select Copy (or Ctrl-C). Leave the program open, but minimize it.

4. Open Word

5. Go to Edit, Paste Special

6. Select Paste Link BE SURE TO SELECT THIS OPTION

7. Select the type of object you are pasting (Excel Spreadsheet)

8. Click OK

The object is now in your document. However, go back into Excel. Change one or two items in the file and save. Now, go back to the Word document and look at your changes.

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