Using Excel

 Using Excel

Spreadsheet: The primary document you use in Microsoft Excel to store and work with data. A spreadsheet consists of cells organized into columns and rows and is always part of a workbook. Also called a worksheet.

Workbook: The file in which you work and store your data. It can be comprised of many related spreadsheets all in one file.

Cell: The basic building block of a spreadsheet. A cell is defined by the intersection of a row and column. For example, Cell B5 is the intersection between column B and row 5. A cell can contain Labels (text entries), Values (numbers to use in calculations), or Formulas (that perform calculations)

Moving Around the Spreadsheet

Tab- moves the cell selector to the right one cell.

Shift+Tab- moves the cell selector to the left one cell.

Enter- moves the cell selector down one cell.

Shift+Enter- moves the cell selector up one cell.

Arrow keys- move the cell selector one cell in that direction.

Selecting More Than One Cell

• To select many cells, just click and drag the mouse until all are selected.
• If the cells you want to select are not next to each other, hold down the Ctrl key and click on each cell.
• To select an entire row or column, click on the row or column header.
• To select the entire sheet, click on the box in between the first column and first row.
• The Changing Cursor

You will notice as you move the cursor over the spreadsheet that the cursor changes.

• White Plus Sign- If you click and drag, you will select more cells
• White Arrow- If you click and drag, you will move the contents of the cell.
• Black Plus Sign- If you click and drag, you will complete a series (more about this later).

Fixing Your Mistakes

• If you make an error at any time, whether you press a button you didn’t mean to or you make a change that you don’t like, first stop what you are doing.
• Choose Edit->Undo. This will undo that last change you made to your document.
• You can Undo up to 16 changes by choosing Edit->Undo repeatedly.
• You can also use the Undo button on the toolbar, which works exactly the same way. 

Merging Across Columns

You will notice that our title takes up the size of two columns, but is still all contained in cell A1.

In order to center the title at the top of the page, you first have to merge all of the columns that it occupies.

Select all of the cells that you would like to merge and click on the Merge and Center button.

Changing Column Width

Since cells start out all the same size, you will see that some words may not fit in this small amount of space.

• To manually resize a column, place your cursor in the column header between two columns. Your cursor will change to a double arrow. Click and drag the column divider to the size you want.
• To automatically make the column fit the largest item in that column, place the cursor at the junction of two column headers and double click. This can also be used to make a column smaller if there is no item that is larger than its cell.

Alignment

You can change the alignment of text within a cell. First select the cell(s).

Click on an alignment button on the toolbar to choose Left, Center, or Right alignment.

Formatting Values

You can make certain cells have special types of formatting such as currency, scientific notation, dates, etc.

• Select the cell(s) you want to apply the formatting to.
• Right click on the cell and choose Format Cells. Choose the type of formatting you would like to apply.

There are also shortcut choices on the toolbar for some formatting choices such as currency, percent, comma, and increase or decrease decimal.

AutoFormat

AutoFormat has some pre-formatted styles that you can choose to apply to your spreadsheet.

Select all of the cells you want to be changed by AutoFormat.

• Choose Format->AutoFormat.
• Click on each style on the left to get a preview of it. When you find one you want, click on Okay.

Inserting a Row or Column

At some point, you may find that you have left out some information that belongs in the middle of your information.

• Select a cell in the column to the right of where you would like to insert a column or in the row below where you would like to insert a row. In other words, a column will always be inserted to the left of your cursor, and a row will always be inserted above your cursor.
• Choose Insert->Columns or Insert->Row.

AutoFill

You can use AutoFill to complete a series of numbers or letters when you have only typed in the first few in the series, such as sequential numbers or days of the week.

• Select the cells that contain the start of the series.
• Place the cursor over the square in the right lower corner of the selection. You will notice that your cursor changes to a +.
• Click and drag the selection until you have enough lines in the series. This works for days of the week, months, dates, times, and many number sequences.

Sorting

You can sort your data in alphabetical or numerical order, in ascending or descending order.

• Select all of the cells that are involved in the sort. If you only select one column, the data will be sorted in that column, but any data that is supposed to line up with it in other columns no longer will.
• Click on the Sort Ascending or Sort Descending button
• These buttons will automatically sort by the first column. If you would like to sort by another, choose Data->Sort.

Changing Tab Names

You may want to change the names of your tabs at the bottom of the screen to be a little more descriptive than Sheet1, Sheet2, etc.

• Right click on the tab you would like to rename.
• Choose Rename. The name will be highlighted, just type in the new one.
• Press Enter.

Freezing Your Headings

If you have a large spreadsheet that spans the length of more than one page, it would probably be helpful to be able to still see the column headings when you scroll down the page so you know what you are looking at. This is called Freezing Panes.

• Select a few cells in the row just beneath your headers.
• Choose Window->Freeze Panes.

Formulas

Formulas are used to make automatic mathematical calculations. The best thing about formulas is that they will automatically update if the contents of a cell changes.

• Click on the Paste Function button on the toolbar.

• Choose the formula you would like to use. Click on Okay.

Excel will choose what cells it thinks you will want to use for this formula. If it is right, click Okay. If not, click in the box next to Number One and enter the correct cells.

Writing Your Own Formulas

You do not have to use the formula wizard to write your equations, especially if they are simple ones.

• Select the cell that you want the result to be displayed in.
• Type in the equation. The general format for an equation is = (equal sign) and then a mathematical equation using a combination of numbers, cell numbers, and functions, such as =(B7+D6)*4 or =AVERAGE(A3:A13).
• Press Enter and the result of the equation will be displayed in the cell.

As a shortcut, you don’t have to type the cell number. Once you type the =, you can just click on the cell and its number will be entered automatically.

AutoSum

Since it is very common to want to add up all the items in a column or row, there is a special button for it on the toolbar.

• Select the cell you want to have the result of the sum in.
• Click on the AutoSum button.
• There will be a flashing dashed line around the cells Excel thinks you want to sum. If these are not the cells you want to sum, select the ones you do want.
• Press Enter.

Naming a Range

To make your data manipulation easier, you can select a group of cells and give the collection a name. This name can then be used in formulas or to quickly select all of these cells.

• Select the cells you would like included in the range.
• Choose Insert->Name->Define.
• Type in the name you would like to call the range. You can use only letters and underscores ( _ ) (no spaces).
• Click Add, then Okay.

Printing Your Excel Spreadsheet

The first thing to do when printing is to select what you would like to print.

• Select all the cells on your spreadsheet that have entries. If you have a chart, be sure to highlight the cells behind the chart to select it also.
• Choose File->Print Area->Set Print Area. You will notice that a dashed line appears around your selection.
• Now choose File->Print to print your document.

If you would like to change the area to print, choose File->Print Area->Clear Print Area and start over with step #2.

Print Preview Choices

When you are looking at a print preview, you will see some choices that may help you in working with your document.

• Choose File->Print Preview.

• Choose Setup from the button bar above the preview.

Page: This tab gives you choices for the layout of your page. You can change the orientation of the page and the scaling (how much of the page your selection fills).

Margins: If you need to change the size of your margins, this is where you do it. You can also center your selection on the page here.

Header/Footer: This is where you can create a header or footer that will be displayed on each page. There are choices for typical headers and footers if you click on the box next to Header: or Footer: To create your own, click on Custom Header or Custom Footer.

Sheet- Here, you can choose what you would like to be printed on the page. Gridlines are not included by default, but if you have a complex spreadsheet, it may be easier to read with them printed out. You can also choose the order to print out your selections if more than one fits on a page.

Creating Charts

Charts are a great way to present your information in an easy to read and attractive way.

Select the information you would like to be included on the chart. Along with just the data, you should also select your row and column headings so that they will be automatically incorporated into the chart.

• Click on the Chart Wizard button.
• Select the type of chart you want to create. Follow the steps of the Wizard, clicking on Next after you have made your choices.
• When you are finished, click on Finish.

Making Changes to a Chart

Once you have created a chart, you may want to change the colors or text.

• Right click on what you would like to change. You will see a choice for Format… For example, if you right click on the legend, you will see a choice for Format Legend.
• Choose this Format choice and make the changes you would like.

Changing the Type of Chart

• Select the entire chart by clicking on the white background of the chart.
• Right click the chart and choose Chart Type.
• Click on the type of chart you would like to use and click Okay.

Changing Labels and Titles

• Select the chart and right click on it.
• Choose Chart Options.
• Use the tabs across the top to find the piece of the chart you would like to change and make those changes.
• Click on Okay when finished.

Getting More Help

• Use the Office Assistant. Click on the Office Assistant button and a friendly helper will appear. Type in your question and the assistant will give you choices of help topics that may be relevant to your question.
• Try the Help file in Excel. Choose Help->Contents and Index. Click on the Index tab and type in the subject you have a question about.