The Excel Window
Cell
address
Data
Enter data: Click the cell where you want to add the data then type in the data you want to
enter. The data appears in the active cell and in the formula bar.
*Press the enter key and move down one cell. Press the Tab key to go over one column.
Editing data: Double click on the cell that you want to edit. A flashing insertion point appears
in the cell. Use the left or right arrow key to move the insertion point to where you want to
remove or add characters. OR if replacing all data, simply type in the new data.
Deleting data: Select the cells containing the data you want to delete. Press the delete key.
This will not delete the formatting that you have applied to the cell.
Moving or copying data:
Drag and drop method: Select the cells you wish to move. Position the mouse over a border of
the selected cells, the mouse is now a 4-headed arrow. Drag the mouse to where you wish to
move the data.
To copy data: Select the cells you wish to copy. Position the mouse over a border of the
selected cells, the mouse is now a 4-headed arrow. Hold down the control key as you drag the
mouse to where you wish to copy the data.
Using the toolbar buttons: Select the cells you want to move or copy. Click on the cut or copy
icon or go to Home/Copy or Home/Cut. Click in the cell where you want to place the data. Click
the paste icon or go to Home/Paste. Your data is now moved to the new location.
Making Changes
Insert a row-Excel will insert a row above the selected row. To select a row, click on the row
number. On the menu bar, go to Insert/Rows. The new row appears and all the rows that
follow shift downward. Excel will automatically update any formulas affected by the insertion
of additional rows.
Insert a column-Excel will insert a column to the left of the column you select. To select a
column, click the column letter. On the menu bar, go to Insert/Columns. The new column
appears and all the columns that follow shift to the right. Excel will automatically update any
formulas affected by the insertion of additional columns.
***Hint-You can insert several rows or columns at once. Simply select the number of columns
you wish to add. Example: If you want to add three additional columns, select three columns
before going to insert/columns.
Delete a row-Select the row you want to delete. On the menu bar, go to Edit/Delete. The row
you had selected disappears and all the rows that follow shift upward. A word of caution: If
#REF! appears in a cell in your worksheet, you may have deleted data needed to calculate a
formula. Before you delete a row or column, make sure the row or column does not contain
data that is used in a formula.
Delete a column- Select the column you want to delete. On the menu bar, go to Edit/Delete.
The column you had selected disappears and all the columns that follow shift to the left. A
word of caution: If #REF! appears in a cell in your worksheet, you may have deleted data
needed to calculate a formula. Before you delete a row or column, make sure the row or
column does not contain data that is used in a formula.
Change column width-To change the width of a column, position the mouse over the right
edge of the column heading, your cursor will change to a crosshair. Drag the row edge until
the dotted line displays the column width you wish. To change a column width to fit the
longest item in the column, double-click the right edge of the column heading.
Change row height- To change the height of a row, position the mouse over the bottom edge
of the row heading, your cursor will change to a crosshair. Drag the row edge until the dotted
line displays the row height you wish. To change a row height to fit the longest item in the
row, double-click the bottom edge of the row heading.
Change font kind and size, color, alignment and kind-Select the cells containing the data you
want to change. Click on the font you want to use OR the color you wish to use OR the
alignment you wish OR the size you wish.
Change number format-Select the cells containing the numbers you wish to format. On the
menu bar click format//cells/number tab and click on the category that describes the numbers
in the cells you selected. To select the number of decimal places you want the numbers to
display, double-click the decimal places area and type in the number of places you wish. Click
on the way you want negative number to appear. Click OK to apply changes.
Change cell color-Select the cells you want to change to a different color. Click on the color
you want. To make white again, select the cells and select No fill.
Complete a Series
A text series-Enter the text you want to start the series. Click the cell containing the text you
entered. Position the mouse over the bottom right corner of the cell, the cursor now changes
to a cross-hair. Drag the mouse over the cells you want to include in a series.
A number series-Enter the first two numbers you want to start the series. Select the cells
containing the numbers you have entered. Position the mouse over the bottom right corner of
the selected cells, the cursor changes into a cross-hair. Drag the mouse over the cells you want
to include in the series.
Things to try: Months in a year (can do January, February OR Jan, Feb OR 01 Jan, 01 Feb, days
of the week (Monday, Tuesday OR Mon, Tue), counting by twos, fives & tens, time by hours or
half hours, years, quarters (Qtr1, Qtr2), Class sessions (1st Period, 2nd Period).
Formulas and Functions
Enter a formula-Click in the cell where you want to enter a formula. You need to type in an
equal (=) sign to begin the formula. Type in the formula and then press the enter key.
Edit a formula-Double-click the cell containing the formula you want to change. Press the left
or right arrow key to move the flashing insertion point to where you want to remove or add
characters. Make your changes and press enter.
Enter a function-Click the cell where you want to enter a function. Click Σ to enter a function.
The insert function dialog box appears. Click the pull down arrow to display the categories of
available functions. Click on the function you want to use. Click OK. (The function arguments
dialog box appears. If the dialog box covers your date, you can move it by putting the mouse
over the title bar and then drag the dialog box to another location.) To enter the first number
for the function, click the cell that contains the number. Continue until you have all the cells
that you want in your calculation. Click OK.
Enter a function by yourself-If you know what you want to use, you can type the function and
cell references directly into a cell in your worksheet. You need to start with an equal sign (=),
enclose the cell references in parentheses and separate the cell references with commas or a
colon.
Common Calculations
Sum
Average
Count
Max
Min
Adds a list of numbers
Calculates the average value of a list of numbers
Calculates the number of values in a list
Finds the larges value in a list of numbers
Finds the smallest value in a list of numbers
Copy a formula-Click the cell containing the formula you want to copy. Position the mouse
over the bottom right corner of the cell. The mouse now changes into a crosshair. Drag the
mouse over the cells you want to receive a copy of the formula.
Common Errors in
Formulas
The column is too narrow to display the result of your calculation. You
######
need to change the width of your column to display the result.
The formula contains a function name or cell reference Excel does not
#NAME?
recognize.
#VALUE!
The formula refers to a cell that Excel cannot use in a calculation.
The formula divides a number by zero. Excel considers a blank cell to have
#DIV/0!
a value of zero.
Help in Atomic Learning
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