MiraCosta College General User Instructions Mary Ann Wallner, Instructor Microsoft Excel Course Contents Getting to know Excel 2007: Entering Formulas ................................................................................................................... 3 Add, divide, multiply, and subtract ..................................................................................................................................... 3 Use cell references in formulas ........................................................................................................................................... 3 Add the values in a row or column ..................................................................................................................................... 3 Find the average, maximum, or minimum .......................................................................................................................... 4 Copy a formula ................................................................................................................................................................... 4 Print formulas...................................................................................................................................................................... 5 Understand error values ...................................................................................................................................................... 5 Use more than one math operator in a formula ................................................................................................................... 5 Select the format for values to use in calculations .............................................................................................................. 6 Instructions for Creating Duplicate Worksheets ..................................................................................................................... 7 To Copy the Original Worksheet to another Worksheet ..................................................................................................... 7 Rules for Naming Tabs ....................................................................................................................................................... 8 Coloring the Tab ................................................................................................................................................................. 8 You can use the following functions in a 3-D reference ......................................................................................................... 9 Add a Command to the Quick Access Toolbar ..................................................................................................................... 10 Using the Customize Quick Access Toolbar option ......................................................................................................... 10 Directly from commands that are displayed on the different Ribbons ............................................................................. 10 Using the Excel Options from the Office Button .............................................................................................................. 11 Keyboard shortcuts in the 2007 Office system ..................................................................................................................... 13 Keyboard shortcuts and the Ribbon .................................................................................................................................. 13 How to use Key Tips......................................................................................................................................................... 13 Other ways to navigate the Ribbon ................................................................................................................................... 13 Use Microsoft Office 2003 access keys ............................................................................................................................ 13 Combination keyboard shortcuts ...................................................................................................................................... 14 Other helpful keyboard tips and tricks .............................................................................................................................. 14 Select Cells, Ranges, Rows, or Columns .............................................................................................................................. 15 Cell Styles ............................................................................................................................................................................. 17 Apply a cell style ..................................................................................................................................................... 17 Remove a cell style from data .................................................................................................................................. 17 Apply an Existing Theme ..................................................................................................................................................... 18 How to Format as a Table ..................................................................................................................................................... 19 2|Page Getting to know Excel 2007: Entering Formulas Add, divide, multiply, and subtract Type an equal sign (=), use a math operator (+,-,*,/), and then press ENTER. =10+5 to add =10-5 to subtract =10*5 to multiply =10/5 to divide Formulas are visible in the formula bar when you click a cell that contains a result. If the formula bar is not visible, on the View tab on the Ribbon, in the Show/Hide group, select the Formula Bar check box. Use cell references in formulas Entering cell references lets Microsoft® Excel® automatically update formula results if cell values are changed. For example: Type =C4+C7 in a cell. Or type the equal sign (=), click cell C4, type the plus sign (+), and then click cell C7. Cell references Refer to values in A10 the cell in column A and row 10 A10,A20 cell A10 and cell A20 A10:A20 the range of cells in column A and rows 10 through 20 B15:E15 the range of cells in row 15 and columns B through E A10:E20 the range of cells in columns A through E and rows 10 through 20 Note If results are not updated, on the Formulas tab, in the Calculation group, click Calculation Options. Then click Automatic. Add the values in a row or column Use the SUM function, which is a prewritten formula, to add all the values in a row or column: 3|Page 1. Click a cell below the column of values or to the right of the row of values. 2. On the Home tab, in the Editing group, click the Sum button Tip , and then press ENTER. The Sum button is also located on the Formulas tab, in the Function Library group. To add some of the values in a column or row: 1. Type an equal sign, type SUM, and then type an opening parenthesis. 2. Type or select the cell references you want to add. A comma (,) separates individual arguments that tell the function what to calculate. 3. Type a closing parenthesis, and then press ENTER. For example: =SUM(B2:B4,B6) and =SUM(B2,B5,B7) Find the average, maximum, or minimum Use the AVERAGE, MAX, or MIN functions. 1. Click a cell below or to the right of values for which you want to find the average (arithmetic mean), the maximum, or the minimum. 2. Click the arrow next to Sum on the Home tab, in the Editing group. Click Average, Max, or Min, and then press ENTER. To see more functions, click More Functions on the AutoSum list to open the Insert Function dialog box. Or click the Formulas tab. Tip You can also enter formulas and cell references by typing them in the formula bar after selecting a cell. Copy a formula Into an adjacent cell using the fill handle: 1. Click in the cell that contains the formula, and then position the mouse pointer over the lower-right corner of the cell until the black cross (+) appears. 2. Drag the fill handle over the cell or cells to which you want to copy the formula, and then release the mouse button. 4|Page Without using the fill handle: 1. Select the cell that contains the formula, and on the Home tab, in the Clipboard group, click Copy . 2. Select the cell or cells that you want to copy it to. To copy the formula and any formatting, on the Home tab, in the Clipboard group, click the arrow on Paste, and in the list, click Paste again. To copy the formula only, on the Home tab, click the arrow on Paste, and in the list click Formulas. Print formulas 1. Display formulas on the worksheet. On the Formulas tab, in the Formula Auditing group, click Show Formulas. 2. Click the Microsoft Office Button in the upper left. Then click Print. 3. Hide the formulas on the worksheet by repeating step 1. Tip You can also press CTRL+` (the ` key is next to the 1 key on most keyboards) to display or hide formulas. Understand error values ##### The column is not wide enough to display the content. Increase column width, shrink contents to fit the column, or apply a different number format. #REF! #NAME? A cell reference is not valid. Cells may have been deleted or pasted over. You may have misspelled a function name. Cells with errors such as #NAME? may display a color triangle. If you click the cell, an error button appears to give you some error correction options. How to use the button is not covered in this course. Use more than one math operator in a formula If a formula has more than one operator, Excel follows the rules of operator precedence instead of just calculating from left to right. Multiplication is done before addition: =11.97+3.99*2 is 19.95. Excel multiplies 3.99 by 2, and then adds the result to 11.97. Operations inside parentheses take place first: =(11.97+3.99)*2 is 31.92. Excel adds first and then multiplies the result by 2. 5|Page Excel does use operators from left to right if they have the same level of precedence. Multiplication and division are on the same level. Lower than multiplication and division, addition and subtraction are on the same level. Select the format for values to use in calculations The worksheets in the practice sessions were formatted to display two decimal place numbers by clicking Increase Decimal in the Number group on the Home tab, until there were two decimal places. © 2011 Microsoft Corporation. All rights reserved. 6|Page Instructions for Creating Duplicate Worksheets 1. Create original worksheet making sure to format completely a. Create Formulas b. Margins c. Number Type d. Adding Color and Border e. Worksheet Title f. Etc. 2. Once you are finished creating the original, it is best to name each of the worksheets to make it easier to recognition. To rename this worksheet: a. Move the mouse down to the TAB titled “Sheet1” and double click the TAB and when it turns black TYPE THE NEW NAME 3. Hit the ENTER key (this makes the name permanent) To Copy the Original Worksheet to another Worksheet 1. Next, LEFT click the newly named TAB and a down point triangle and blank page should appear 7|Page 2. Now hold down the CTRL Key and a CROSS will appear in the blank page. It will look something like this. 3. Once you see cross, keeping the CTRL Key down move the mouse to the right until you see the TRIANGE & PAGE move to the next TAB and let go of both the MOUSE and CTRL Key 4. Notice that this new sheet will be named the name as the original sheet PLUS the number the #2 Example: today (2) Rules for Naming Tabs 1. Tabs always must be named 2. Tabs can NEVER be named the same Coloring the Tab 1. Right click the original TAB 2. A new option will appear, then click on Tab Color 3. Finally, click on one of the colors and OK button 8|Page You can use the following functions in a 3-D reference Function Description SUM Adds numbers. AVERAGE Calculates average (arithmetic mean) of numbers. AVERAGEA Calculates average (arithmetic mean) of numbers; includes text and logicals. COUNT Counts cells that contain numbers. COUNTA Counts cells that are not empty. MAX Finds largest value in a set of values. MAXA Finds largest value in a set of values; includes text and logicals. MIN Finds smallest value in a set of values. MINA Finds smallest value in a set of values; includes text and logicals. PRODUCT Multiplies numbers. STDEV Calculates standard deviation based on a sample. STDEVA Calculates standard deviation based on a sample; includes text and logicals. STDEVP Calculates standard deviation of an entire population. STDEVPA Calculates standard deviation of an entire population; includes text and logicals. VAR Estimates variance based on a sample. VARA Estimates variance based on a sample; includes text and logicals. VARP Calculates variance for an entire population. VARPA Calculates variance for an entire population; includes text and logicals. 9|Page Add a Command to the Quick Access Toolbar The Quick Access Toolbar is a customizable toolbar that contains a set of commands that are independent of the 7 tabs that are located across the top of the screen. When you start working in any of the Office programs Microsoft has preset the Quick Access Toolbar to have Save, Undo, and Redo command buttons. Therefore, to make it easier to use the different software programs you may want add commands to the Quick Access Toolbar. You can add commands in several different ways: 1. Using the Customize Quick Access Toolbar option 2. Directly from commands that are displayed on the different Ribbons. 3. Using the Word Options from the Office Button (old Options command on the Tools menu) Using the Customize Quick Access Toolbar option 1. To the right of the Quick Access Toolbar is the Customize Quick Access Toolbar option . 2. Click on the Customize Quick Access Toolbar option and then select each of the provided command buttons such as: New Open Email Quick Print Print Preview Spelling and Grammar Draw Table Directly from commands that are displayed on the different Ribbons 1. On the Ribbon, click the appropriate tab or group to display the command that you want to add to the Quick Access Toolbar 2. Right-click the Command, and then click Add to Quick Access Toolbar on the shortcut menu 10 | P a g e Using the Excel Options from the Office Button 1. From the Office Button click on Work Options button (bottom right corner) 2. From the Excel Options window select Customize option 3. From the Customize the Quick Access Toolbar in the Choose commands from: area click on the down-pointing arrow and choose All Commands 4. Scroll through all the additional command buttons until you locate the new button then double-click on the button which will automatically to add it to your list on located on the right (or click on command button and then click on Add) IN THE CLASSROOM EXERCISE WE ARE ADDING THE FORM BUTTON 5. Then click on OK button located on bottom right of the dialog box 11 | P a g e Notice the Move Up and Move Down buttons located on the right side of the customize window. This will allow you to change the position of each of the buttons to fit your needs. 12 | P a g e Keyboard shortcuts in the 2007 Office system Keyboard shortcuts and the Ribbon In the 2007 Microsoft® Office system, some programs — Word, Excel®, PowerPoint®, Access, and parts of Outlook® — have been redesigned for greater efficiency and ease of use. Along with the new look come new keyboard shortcuts for accessing and executing commands. Keyboard shortcuts called access keys relate directly to the tabs, commands, and other things that you see on the screen. You use access keys by pressing the ALT key followed by another key or a sequence of other keys. Every single command on the Ribbon, the Microsoft Office Button menu, and the Quick Access Toolbar has an access key, and every access key is assigned a Key Tip. How to use Key Tips 1. Press the ALT key. Badges showing the Key Tips appear. 2. Press the key for the tab or Quick Access Toolbar command you want. If you press a tab Key Tip, you see the Key Tips for every command on that tab. If you press a Quick Access Toolbar command Key Tip, the command is executed. 3. Tip Press the key (or keys) for the tab command you want. Depending on what command you choose, an action may be executed or a gallery or menu may open; in the latter case you can choose another Key Tip. If the Key Tip badge shows two letters, press them one after the other. Other ways to navigate the Ribbon You can also move around the Ribbon by using the arrow or TAB keys. 1. Press the ALT key to move the focus to the Ribbon. 2. Move around the Ribbon: o Move left, right, up, or down by pressing the relevant arrow key. o Move from command to command within a group, then on to the next group, by pressing the TAB key. Press SHIFT+TAB to move backwards through commands and groups. Use Microsoft Office 2003 access keys Most Office 2003 menu access keys still work. However, you'll need to know the full shortcut from memory. There are no on-screen reminders of what keys you need to press. In previous versions of Office, you pressed ALT, E to open the Edit menu, and then you pressed an underlined letter to execute a command. In the 2007 Office system Ribbon programs, when you press ALT and then one of the old menu keys, you won't open a menu. Instead, you'll see a message telling you that you're using an Office 13 | P a g e 2003 access key and to press ESC to cancel. If you know the key sequence you want, you can just carry on and initiate the command. Otherwise, do as the box says and press ESC to see the Key Tip badges. Combination keyboard shortcuts A key combination keyboard shortcut is a set of keystrokes that, when pressed together, initiate an action. You can find the key combination for a command by resting the mouse pointer over it. If you're not using a mouse, there are no on-screen reminders of the key combinations — you have to memorize the keys. Practically all of these shortcuts work in exactly the same way as they did in previous versions of Microsoft Office. Other helpful keyboard tips and tricks Use the TAB key and arrow keys to navigate a dialog box. Activate a command by pressing ENTER. In some cases, this opens a gallery or menu so you can choose what you want and then activate it by pressing ENTER again. For some commands, like the Font box, use the arrow keys to scroll through lists. Once you've got what you want, press ENTER. CTRL+TAB cycles through the tabs in a dialog box. SPACEBAR selects and clears check boxes. SHIFT+F10 opens the shortcut menu, which opens when you right-click an item. ESC closes an open dialog box or shortcut menu. If nothing is open, it takes the focus away from the Ribbon and back to the main document. To close a task pane, first press CTRL+SPACEBAR to open the task pane menu. Then press C to select Close on the menu. ALT+F4 (pressed simultaneously) closes the active window. F1 opens the Help window. 14 | P a g e Select Cells, Ranges, Rows, or Columns To select Do this A single cell Click the cell, or press the arrow keys to move to the cell. A range of cells Click the first cell in the range, and then drag to the last cell, or hold down SHIFT while you press the arrow keys to extend the selection. You can also select the first cell in the range, and then press F8 to extend the selection by using the arrow keys. To stop extending the selection, press F8 again. A large range of cells Click the first cell in the range, and then hold down SHIFT while you click the last cell in the range. You can scroll to make the last cell visible. All cells on a worksheet Click the Select All button. To select the entire worksheet, you can also press CTRL+A. NOTE If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the entire worksheet. Nonadjacent cells or cell ranges Select the first cell or range of cells, and then hold down CTRL while you select the other cells or ranges. You can also select the first cell or range of cells, and then press SHIFT+F8 to add another nonadjacent cell or range to the selection. To stop adding cells or ranges to the selection, press SHIFT+F8 again. NOTE You cannot cancel the selection of a cell or range of cells in a nonadjacent selection without canceling the entire selection. An entire row or column Click the row or column heading. Row heading Column heading You can also select cells in a row or column by selecting the first cell and then 15 | P a g e pressing CTRL+SHIFT+ARROW key (RIGHT ARROW or LEFT ARROW for rows, UP ARROW or DOWN ARROW for columns). NOTE If the row or column contains data, CTRL+SHIFT+ARROW key selects the row or column to the last used cell. Pressing CTRL+SHIFT+ARROW key a second time selects the entire row or column. Adjacent rows or columns Drag across the row or column headings. Or select the first row or column; then hold down SHIFT while you select the last row or column. Nonadjacent rows or columns Click the column or row heading of the first row or column in your selection; then hold down CTRL while you click the column or row headings of other rows or columns that you want to add to the selection. The first or last cell in a row or column Select a cell in the row or column, and then press CTRL+ARROW key (RIGHT ARROW or LEFT ARROW for rows, UP ARROW or DOWN ARROW for columns). The first or last cell on a worksheet or in a Microsoft Office Excel table Press CTRL+HOME to select the first cell on the worksheet or in an Excel list. Cells to the last used cell on the worksheet (lower-right corner) Select the first cell, and then press CTRL+SHIFT+END to extend the selection of cells to the last used cell on the worksheet (lower-right corner). Cells to the beginning of the worksheet Select the first cell, and then press CTRL+SHIFT+HOME to extend the selection of cells to the beginning of the worksheet. More or fewer cells than the active selection Hold down SHIFT while you click the last cell that you want to include in the new selection. The rectangular range between the active cell and the cell that you click becomes the new selection. Press CTRL+END to select the last cell on the worksheet or in an Excel list that contains data or formatting. 16 | P a g e Format an Excel Table This process can be accomplished through the use of: Cell Styles Formatting as a Table Cell Styles A cell style is a defined set of formatting characteristics, such as fontsMicrosoft Office Excel has several built-in cell styles that you can apply or modify. You can also modify or duplicate a cell style to create your own, custom cell style. Cell styles are based on the document theme that is applied to the whole workbook. When you switch to another document theme, the cell styles are updated to match the new document theme. Apply a cell style 1. Select the cells that you want to format. 2. On the Home tab, in the Styles group, click Cell Styles. TIP If you do not see the Cell Styles button, click Styles, and then click the More button cell styles box. next to the 3. Click the cell style that you want to apply. Remove a cell style from data You can remove a cell style from data in selected cells without deleting the cell style. 1. Select the cells that are formatted with the cell style that you want to remove. 2. On the Home tab, in the Styles group, click Cell Styles. 17 | P a g e 3. Under Good, Bad, and Neutral, click Normal. If you do not see the Cell Styles button, click Styles, and then click the More button box. next to the cell styles Working with Themes Themes are a set of unified design elements that provides a look for your document by using color, fonts, and graphics. By default, Microsoft Excel applies the Office Theme to all workbooks. Apply an Existing Theme 1. To apply an existing workbook theme, display the Page Layout tab 2. Then, in the Themes Group click the Themes command button 3. Then click the theme you want to apply to your workbook 18 | P a g e Formatting as a Table To make managing and analyzing a group of related data easier, you can turn a rangeof cells into a Microsoft Office Excel table. A table typically contains related data in a series of worksheetrows and columns that have been formatted as a table. By using the table features, you can then manage the data in the table rows and columns independently from the data in other rows and columns on the worksheet. How to Format as a Table 1. On the Home tab, in the Styles group, click Format as Table, and then select the format that you want to use. 2. Click the More button and then under Light, Medium, or Dark, click the Table Style you want to use. When the Excel window is reduced in size, table styles will be available in the Table Quick Styles gallery in the Table Styles group. 3. After you create a table, the Table Tools become available, and a Design tab is displayed. You can use the tools on the Design tab to customize or edit the table. 19 | P a g e