Microsoft Excel 2000 Basics Technical Learning Center Adam Halley, Trainer.

Microsoft Excel 2000Basics

Technical Learning CenterAdam Halley, Trainer

Introduction

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• Major Topics

• Goals

• How this class is conducted

• Participant introductions

4

Major Topics

• Overview of Excel

• Workbooks and Worksheets

• Rows and Columns

• Cells

• Data

• Printing

• Formulas

5

Goals

• At the end of this class you should know:– How to create and modify workbooks and

worksheets.– How to manipulate data in a worksheet.– How to print a worksheet.– How to use a formula.

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How This Class Is Conducted

• Slide presentation

• Demonstrations

• Exercises, and work along with me!

• Questions permitted at any time

• I don’t mind repeating myself , I don’t mind repeating myself, I don’t mind …

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Participants’ Introductions

• Name, job title, department

• Computer experience– Mac/pc– Operating systems (DOS, windows)– Spreadsheets (Lotus, Excel, other)

• Specific Excel interests– What will you use it for?

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Let’s get started!

• Turn on your pc.

• Sign on as Studentx, where x is your student number, without a password.

• Double-click on the icon to start the Excel program.

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Microsoft Office 2000

• Word--word processing

• Excel--spreadsheets

• PowerPoint--presentations

• Access—databases

• Outlook—email, personal planner

• FrontPage—publishingFrontPage—publishing

• PhotoDraw--graphicsPhotoDraw--graphics

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Features Common to allOffice Applications

• The Help Interface

• Adaptive Menus

• Toolbars

• Common Dialog Boxes

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The Help Interface

The Office Assistant– Provides context-sensitive suggestions and tips

(Light-bulb)

– Answers specific questions– Maximum of nine topics – Show/Hide from Help menu

or right-click to Hide

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Exercise

1. If the Office Assistant is not shown, select Show the Office Assistant from the Help menu.

2. Click on the Office Assistant.3. Type How do I change the Office

Assistant? 4. Click on Search. 5. Click on the down arrow “See more…”.

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Exercise 1 (continued)

6. Observe the last five suggested topics.

7. Click on the up arrow “See previous”.

8. Click on Select a different Office Assistant.

9. Click on the Show button.

10. Observe the Help Menu.

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The Help Interface (continued)

Access thru the Office Assistant or, if the Office Assistant is turned off, by F1 or choose Help, Microsoft Excel Help

The Help Menu– Contents– Answer Wizard– Index

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Exercise (continued)

• Click on the Hide button.

• Close the Help menu.

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Adaptive Menus

Menus adapt based on usage—as you use a command it is added to the short menu

Short and expanded menus– Hold cursor over or click on down arrows on

short menu to expand

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Toolbars

– Can be moved right or left

– Can add or remove buttons

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Common Dialog Boxes

Example: The Open Dialog Box

– History—last 20 to 50 workbooks

– You can open multiple workbooks at once (hold down Ctrl key)

Overview of Excel

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Application Window Components

Title Bar

Menu Bar

Formula BarTool Bar

Status Bar

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Workbook Layout

Column HeadingsRow Headings

Worksheet Area

Sheet Tabs

Cell B21

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Some Terms

• Cell – the intersection of a column and a row.

• Active cell – the cell that has a heavy border, indicating the cell is selected.

• Cell address – the headings of the cell column and row, e.g., B4.

• Comment – annotation or descriptive information attached to a cell

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Some Terms (continued)

• Format – specific attributes applied to the contents of a worksheet; may include character and numeric

• Formula – an equation that calculates a result and displays it in the worksheet

• Label -- the descriptive text heading in a cell that describes the row or column of values

• Range – a rectangular group of contiguous selected cells

• Value – a numerical entry in a worksheet cell

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Some Terms (continued)

• Cells contain– Constant values (characters or numbers)

or– Formulas

• Text – Used to organize and identify numeric data

Workbooks

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Open Workbooks

1. Click the Open button on the Standard toolbar, or select Open from the File menu.

2. Choose the drive or folder that contains the workbook from the Look in list of the Open window.

3. Double-click the folder that contains the workbook.

4. Double-click the workbook you want to open.

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Create Workbooks

1. Select New from the File menu, or press Ctrl + N.

2. To create a new, blank workbook, click the General tab, and double-click the Workbook icon.

3. To create a workbook based on a template, click a tab listing the desired templates, and double-click on the template for the type of workbook you want to create.

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Save Workbooks

1. Select Save from the File menu, or press Ctrl + S.

2. Select the drive and folder that you want to save the workbook in from the Save in List.

3. Type a name for the workbook in the File name box,

4. Click the Save button.

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Close Workbooks

• To close the active workbook, select Close from the File menu.

• To close all open workbooks without exiting the program, hold down the Shift key and select Close All from the File menu.

• To close all open workbooks and exit the program, select Exit from the File menu.

Worksheets

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Insert Worksheets

• To insert a single worksheet, select Worksheet from the Insert menu.

• To insert multiple worksheets, hold down the Shift key and click the number of worksheet tabs you want to add in the open workbook. Then select Worksheet from the Insert menu.

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Rename Sheets

1. Right-click on the sheet tab.

2. Select Rename from the pop-up menu.

3. Type in the desired name of the sheet.

4. Hit the Enter key.

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Move or Copy Worksheets within the Same Workbook

1. To move sheets within the current workbook, drag the selected sheets along the row of sheet tabs, stopping at the sheet where you want to move before.

2. To copy the sheets, hold down the Ctrl key, and then drag the sheets; release the mouse button before you release the Ctrl key.

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Move or Copy Worksheetsto another Workbook

1. Open the workbook that will receive the worksheets

2. Switch to the workbook that contains the worksheet to move or copy.

3. Click on the worksheet tab to be moved or copied. To select multiple sheets, hold down the Ctrl key while clicking on the tabs.

4. Choose Move or Copy Sheet from the Edit menu.

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Move or Copy Worksheets to another Workbook (continued)

5. Select the Workbook to receive the sheets in the To Book box. Select New book to move or copy the sheets to a new workbook.

6. In the Before Sheet box, select the worksheet name that you want the moved or copied sheets placed before.

7. Select the Create a copy check box to copy the sheets instead of moving them.

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Delete Worksheets

1. Click on the tab on the worksheet you want to delete. To select multiple worksheets hold down the Ctrl key while clicking on the worksheet tabs.

2. Choose Delete Sheet from the Edit menu.

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Hide Worksheets

1. Select the worksheet you wish to hide.2. Choose Sheet from the Format menu,

then select Hide.

(To reveal a hidden worksheet choose Sheet from the Format menu, then select Unhide and double-click on the hidden worksheet you wish to display.)

Rows and Columns

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Select Rows or Columns

1. To select an entire row or column, click on the row heading or column heading.

2. To select multiple rows or columns, click on the row or column heading and drag the cursor to highlight the desired area.

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Insert Rows or Columns

1. Right-click on a row or column heading.

2. Select Insert from the pop-up menu.

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Delete Rows or Columns

1. Right-click on a row or column heading

2. Select Delete from the pop-up menu.

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Adjust Row Height or Column Width

1. Place the mouse over the boundary line of the row or column heading.

2. Click and drag the boundary to increase the row height or column width.

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Other Ways to Adjust Row Height or Column Width

1. Setting the height or width to fit cell data• Double-click on the heading boundary

2. Setting the height or width of multiple rows or columns

• Highlight the rows or columns to change, and drag the heading boundary of any individual rows/columns with the the highlighted area to the desired size.

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Other Ways to Adjust Row Height or Column Width

(continued)

3. Changing the height or width for all rows or columns on the worksheet

• Click the Select All button at the top left of the worksheet, then make the desired adjustments.

4. Setting the precise height or width of a row or column

• Right-click on the heading and choose Row Height or Column Width from the pop-up menu. Type in the desired value (in points) and click OK.

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Note!

If ####### appears in a cell, the number is too long to fit within the constraints of the cell.

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Freezing Rows or Columns

You can “freeze” the horizontal and vertical panes to keep row and column labels or other data visible as you scroll through a sheet. This data won’t scroll and will remain visible as you move through the rest of the worksheet.

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Freezing Rows or Columns(continued)

1. To select Panes:• Top Horizontal Pane – select the row heading

below where you want the split to appears.• Left Vertical Pane – select the column heading to

the right of where you want the split to appear.• Both the Top and Left Panes – click the cell below

and to the right of where you want the split to appear.

2. Select Freeze Panes from the Window menu.

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Hiding Rows or Columns

1. Highlight the desired row/columns that you do not want to see.

2. Right-click in the highlighted area.

3. Select Hide from the pop-up menu.

4. To view the row or column again, highlight the rows or columns before and after the hidden data, right-click in the highlighted area and choose Unhide from the pop-up menu.

Cells

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Format Cell Contents

1. Select the cell(s) to format.

2. Select Cells from the Format menu, or press Ctrl + 1.

3. Click on the Number tab in the Format Cells window.

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Format Cell Contents(continued)

4. Select a formatting option from the Category list box.

5. Select which type of formatting you want from the Type list box.

6. Click the OK button.

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Format Cell Contents(continued)

• All dates types support a four-digit year.

• Select Date from the Number tab and choose the four-digit type that you prefer.

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Align Text

1. Select the cell(s).


3. Click on the Alignment tab in the Format Cells window.

4. Choose the desired alignment options.


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Set Font Attributes

1. Select the cell(s) where you want to make font changes.


3. Click on the Font tab in the Format Cells window.

4. Choose the desired attributes.5. Click on the OK button.

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Format Cell Borders



3. Click on the Border tab in the Format Cells window.

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Format Cell Borders(continued)

4. Choose the style and color for the border in the Lines section.

5. Choose a border by clicking the icons in the Presets and Border sections. A preview of the border appears in the middle of the Format Cells window.

6. Click the OK button to apply the new border.

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Add Color to Cells



3. Click on the Patterns tab in the Format Cells window.

4. Choose the desired fill color and pattern.


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Clear Cell Formatting

• Select the cell(s).

• Select Clear from the Edit menu.

• Select Formats.

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Clear Cell Contents


2. Press the Delete key.

• To select multiple cells that aren’t next to each other, hold the Ctrl key while you select the cells.

Data

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Enter Data

1. Click the cell where you want to enter data.

2. Type the data.

3. Press the Tab key to move to the next cell in the row. Press the Enter key to move to the next cell in the column.

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Default Data Alignment

1. By default, numbers are right-aligned in the cell.

2. By default, text is left-aligned in the cell.

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Data Entry Tips

1. To enter the same data into several cells at once, select the cells, type the data, and press Ctrl + Enter.

2. To enter the current date, press Ctrl + ; (semicolon).

3. To enter the current time, press Ctrl + Shift + : (colon).

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Data Entry Tips (continued)

4. Separate parts of a date by entering a / (slash) or a – (hyphen).

5. When entering a time based on the 12-hour clock, type a space and then a or p after the time.

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Replace Data

To replace existing data with new data, click in the cell and type the new data.

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Delete Data

Deleted cells are removed from the worksheet and the surrounding cells are shifted to fill the space.

Cleared cells are left on the worksheet.

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Delete Data (continued)

To delete cells:

• Select the cells you want to delete.

• Choose Delete from the Edit menu.

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To clear cells:

• Select the cells you want to clear.

• Choose Clear from the Edit menu.

• Select Formats, Contents, Comments, or All.

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To clear the contents only:

1. Select the cells you want to clear.

2. Press the Delete or Backspace keys.(Data and formulas will be deleted, but comments

and formats will stay.)

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Move Data

1. want to move.2. Select the cells you Point to the border of the

selection.3. Drag the selection to the upper-left cell of the area

you want to paste to. (The selected data will overwrite any data in the paste area.)

4. To insert the selection between existing cells, hold down the Shift key as you drag.

5. To drag the selection to a different worksheet, also hold down the Alt key and drag over a sheet tab.

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Copy Data

1. Select the cells you want to copy.2. Point to the border of the selection.3. Hold down the Ctrl key as you drag the selection

to the upper-left cell of the area you want to paste to. (The selected data will overwrite any data in the paste area.)

4. To insert the selection between existing cells, hold down the Ctrl + Shift keys as you drag.

5. To drag the selection to a different worksheet, also hold down the Alt key and drag over a sheet tab.

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Insert Comments

1. Click the cell you want to add a comment to.

2. Select Comment from the Insert menu.3. Type your comment in the box.4. Click outside the comment box to save.5. The comment will appear when you place

the cursor over the cell containing the comment.

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Delete Comments

1. Right-click the cell containing the comment.

2. Choose Delete Comment from the pop-up menu.

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AutoComplete

If the first few characters you type in a cell match an existing entry in that column, Excel will fill in the remaining characters for you, except for numbers, dates, and times.

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AutoComplete (continued)

1. Start typing the text.

2. When Excel fills in the remaining characters:Press Enter to accept the proposed entry, or

Continue typing to replace the automatically entered data, or

Press Backspace to delete the automatically entered characters, or

To choose from a list of entries already in the column, press Alt + (down arrow).

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AutoFill

• AutoFill can be used to fill in a series of numbers, dates or other sequential items.

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AutoFill (continued)

1. Select the first cell in the range you want to fill and enter the starting value for the series.

2. To increment the series by a specified amount, select the next cell in the range and enter the next item in the series.

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3. Select the cell or cells that contain the starting values.

4. Drag the fill handle over the range you want to fill.

The fill handle is the small black square in the corner of the selection.

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To specify the type of series, use the right mouse button to drag the fill handle over the range, and then click the appropriate command on the pop-up menu.

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Find Data

1. Select the range of cells you want to search, or click any single cell to search the entire worksheet.

2. Choose Find on the Edit menu, or press Ctrl + F.

3. Enter the text or numbers you want to search for in the Find what box.

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Find Data (continued)

4. Choose whether you want to search Formulas, Values or Comments by selecting the type of information in the Look in box.

5. Click the Find Next button.

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Replace Data

1. Select the range of cells you want to search, or click on any single cell to search the entire worksheet.

2. Choose Replace on the Edit menu, or press Ctrl + H.

3. Enter the text or numbers you want to search for in the Find what box.

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Replace Data (continued)

4. Enter the replacement text in the Replace with box. (Leave the Replace with box blank to delete the characters in the Find what box.)

5. Click the Find Next button.

6. Click Replace to replace the highlighted text. Click Replace All to replace all occurrences of the found characters.

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Undo and Redo Changes

• To undo recent actions one at a time, click the Undo button on the Toolbar.

• To undo several actions at once, click the arrow next to the Undo button and select the action you want to undo from the list.

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Undo and Redo Changes(continued)

• To cancel an entry in a cell or on the formula bar before you press Enter, press the Esc key.

• To reverse the changes of Undo, click the Redo button on the Toolbar.

Print

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Select Print Options

1. Choose Page Setup from the File menu.

2. Select the Page tab.• To make a printed worksheet fit the paper

width, click Fit to and enter 1 in the first box. Delete the value in the second box so that the number of pages tall is unspecified.

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Select Print Options (continued)

3. Select the Margins tab.1. Manually set the margins by typing in values.2. Check the boxes for Horizontally or Vertically to

Center on page.

4. Select the Header/Footer tab.• Select a predefined header or footer from the pull

down boxes, or design your own by clicking on the Custom Header/Custom Footer buttons..

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Select Print Options (continued)

5. Select the Sheet tab.• To print row numbers and column letters on every page,

check the Row and column headings check box.• To print row and column labels on every page, in Rows

to repeat at top enter the rows that contain the column labels. In Columns to repeat at left, enter the columns that contain the row labels.

• Check the Gridlines check box to print the gridlines of the worksheet, or uncheck it to keep them from printing.


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Choose What to Print

1. To print a portion of a worksheet, select the area of the worksheet you wish to print.

2. Choose Print from the File menu.

3. Choose Selection, Entire workbook or Active sheet(s) in the Print what box.

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Choose What to Print(continued)

4. Click Print Preview to preview the output on your screen.

5. Click the Print button.


Formulas

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Creating Formulas

1. Select the cell that will contain the formula.

2. Enter an equal sign (=).

3. Enter the formula into the Formula Input Area using the following guidelines:

– The four main operators are:• Add +

• Subtract -

• Multiply *

• Divide /

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Creating Formulas(continued)

• Reference cells by their cell number (e.g. A10, B1).• Constants (4, 6.5) can also be used.• Enter parentheses around calculations that are to be

performed first, e.g. =(A13+A26)/5. The order of operations is 1. parentheses, 2. exponents, 3. Multi-plication and division, 4. addition and subtraction.

• Click the Paste Function button to display an extensive function list.

4. Click the Accept Formula button or hit the Enter key.

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Open and Save Files for Other Programs

• You can open files from other programs with Excel 2000. Use Files of type in the Open window to identify the type of file, e.g. “Lotus 1-2-3 Files (*.wk?)”.

• You can save Excel 2000 workbooks for use in these other programs by using Save as type in the Save As window, e.g. “WK4(1-2-3)(*.wk4)” or “Microsoft Excel 97-2000 & 5.0/95 Workbook (*.xls)”.

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Summary

• In this class, we reviewed:– Basics of Excel– Using Workbooks and Worksheets– Working with Rows and Columns – Working with Cells – Working with Data– Printing worksheets– Basics of Formulas

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Excel Intermediate Class Topics

• Working with Formulas

• Working with Charts

• Using Graphic Objects

• Sorting and Filtering Data

• Converting 1-2-3 Files to Excel

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Excel Advanced Class Topics

• Customizing the Work Area

• Advanced Formula Construction

• Using Pivot Tables

• Working with Multiple Worksheets

• Using Macros

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Microsoft Excel 2000 Basics Technical Learning Center Adam Halley, Trainer.

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