Lesson 12
Getting Started with Excel Essentials
Computer Literacy
BASICS: A
Comprehensive Guide
to IC3, 3rd Edition
1
Morrison / Wells
Objectives
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Identify the parts of the Excel screen.
Navigate through a worksheet and a workbook.
Change views and magnification in the worksheet
window.
Enter data.
Insert and delete rows and change column width
and row height.
Copy, clear, move, and delete data.
Objectives (continued)
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3
Use the Undo and Redo features.
Use the AutoFill feature to copy and enter data
into a range of cells.
Vocabulary
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4
active cell
AutoFill
cell
cell reference
column heading
range
row heading
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spreadsheet
value
workbook
worksheet
Introduction
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A spreadsheet is a grid of rows and columns
into which you enter text data (e.g., surnames,
cities, states) and numerical data (e.g., dates,
currency, percentages).
Excel is an electronic application designed to
replace the paper spreadsheet.
Class Room Activity
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What types of jobs require experience with
spreadsheets?
Brainstorm some examples of different types
of spreadsheets.
Identifying the Parts of the Excel
Screen
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Excel refers to a spreadsheet as a worksheet.
The worksheet is always stored in a workbook.
Identifying the Parts of the Excel
Screen (continued)
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Columns appear vertically and are identified by
letters at the top of the worksheet.
Rows appear horizontally and are identified by
numbers on the left side of the worksheet.
The intersection of a single row and a single
column is called a cell.
The cell reference is the column letter followed by
the row number (for example, A1 or B4).
CLASSROOM ACTIVITIES
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True or False? B4 is a cell reference.
Answer: True.
True or False? Workbooks are stored in
worksheets.
Answer: False. Worksheets are stored in
workbooks.
Navigating a Worksheet
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Before you can enter data into a cell, you must first
select the cell.
When the cell is selected, a dark border appears
around the cell, and the column and row headings
for the selected cell are highlighted.
You can select a cell using either the mouse or the
keyboard.
A selected cell is called the active cell.
Navigating a Worksheet
(continued)
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Moving through a Workbook:
To move around in a worksheet, you can use the scroll
bars or keyboard shortcuts.
Lesson 12
CLASSROOM ACTIVITIES
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1)True or False? You can select a cell using
either the mouse or the keyboard.
 Answer: True.
2)True or False? The active cell is identified in
the Name box at the top of the worksheet
screen.
 Answer: True.
Changing the Workbook View and
Magnification
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You can change the view by selecting options
from the Workbook Views group on the View
tab or by clicking the window.
Changing the Workbook View and
Magnification (continued)
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You can also change the zoom settings to
adjust the view on the screen.
Lesson 12
CLASSROOM ACTIVITIES
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1)Which view shows how the worksheet will
appear when printed?
 Answer: Page Layout view
2)Which view is the default view?
 Answer: Normal view
Entering Data
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You add data to the cells by entering text or
numbers in the active cell. The text and
numbers are often referred to as a value.
Entering Data (continued)
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Inserting Data:
As you enter text, you see the insertion point indicating
where the next character will appear.
Entering Data (continued)
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Using the AutoCorrect and AutoComplete
Features:
The AutoCorrect feature corrects common mistakes as
you enter data.
With the AutoComplete feature, Excel compares the
first few characters you enter in a cell with existing
entries in the same column. If the characters match an
existing entry, Excel proposes the existing entry. Press
enter to accept or continue entering text.
Lesson 12
CLASSROOM ACTIVITIES
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1)The text or numbers entered in a cell are
often referred to as a(n) ____.
 Answer: value
2)True or False? When you enter more
numbers than can fit in the cell, a series of
number signs (####) appears in the cell.
 Answer: True.
CLASSROOM ACTIVITIES
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3) True or False? The selected cell is called
the active cell.
Answer: True.
4) How do you accept the entry proposed by
Excel’s AutoComplete feature?
Answer: Press the Enter key.
Modifying the Worksheet Structure
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Selecting Multiple Cells in the Worksheet:
To select an entire row in a worksheet, click the
row heading, which is the number at the left of the
row.
To select an entire column, click the column
heading, which is the letter at the top of the
column.
When you select a group of cells, the group is
called a range.
Modifying the Worksheet Structure
(continued)
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Inserting and Deleting Rows and Columns:
When you insert or delete a row or a column in
Excel, all existing data is shifted in some direction.
To add or delete rows and columns, use the
buttons in the Cells group on the Home tab.
Modifying the Worksheet Structure
(continued)
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Changing Column Width and Row Height:
To accommodate data, you can widen the column
and change the height of a row.
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CLASSROOM ACTIVITIES
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1)True or False? The column heading is the
number at the top of the column.
 Answer: False. The column heading is the
letter at the top of the column.
2)True or False? A range is a group of cells
that touch each other.
 Answer: True.
Editing the Worksheet Data
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Clearing, Replacing, and Copying Existing Data:
To replace cell contents, you can select the cell and
enter new data.
You can use the Delete or Backspace keys to delete
data.
Moving data is similar to copying data, except that you
cut the data from one location and paste it in the
destination location.
When you past data to a cell that already contains data,
the existing data in the cell is replaced.
Editing the Worksheet Data
(continued)
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Using AutoFill to Copy Data:
AutoFill enables you to repeat the same data in a column or
row.
Editing the Worksheet Data
(continued)
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Using AutoFill to Fill in a Series:
You can use AutoFill to quickly fill in a series of numbers and
dates.
To fill in a series, a pattern must be established in the initial
selection of cells. When you drag the fill handle, the pattern
is continued.
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CLASSROOM ACTIVITIES
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1) True or False? You can clear cell contents using the
Delete or Backspace keys.
 Answer: True.
2) Where are the Undo and Redo commands located?
 Answer: The Undo and Redo commands are
located on the Quick Access Toolbar.
3) True or False? The Fill command can only be used
when the destination cells are adjacent to the
original cell.
 Answer: True.
Lesson 12
Summary
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In this lesson, you learned:
 Excel uses the Microsoft Office Fluent user
interface, and the Excel application window shows
the Quick Access Toolbar, status bar, task bar,
and other similar features. The Excel document
window shows the worksheet.
 To navigate the workbook, you can use keyboard
shortcuts and the scroll bars.
Summary (continued)
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You can choose from several options to view the
worksheet, and you can change the zoom settings to
specify the level of magnification.
To enter data in a cell, the cell must be active.
As you enter data, the AutoCorrect feature
automatically corrects some of your keyboarding errors.
If the data you are entering matches characters of
existing entries in the column, the AutoComplete
feature proposes the existing entry to save you time.
Summary (continued)
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When you insert or delete cells, rows, and
columns, all existing data is shifted up, down, left,
or right.
To reorganize a worksheet, you can add and delete
columns and rows; and you can delete, clear, copy,
or move the data.
There are several options for changing the column
width. You can drag a column boundary, use the
AutoFit feature, or specify an exact measurement.
Summary (continued)
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Copying and pasting data in Excel is similar to
copying and pasting text in Word.
The AutoFill feature enables you to copy data
from one cell to another, and it can save you
time by quickly filling in a series of data.
KEY TERMS
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Active cell: The cell that is selected.
AutoFill: A feature that enables you to repeat the
same data in a column or row.
Cell: The intersection of a single row and a single
column.
Cell reference: The column letter followed by the
row number.
Column heading: The letter at the top of the
column.
KEY TERMS(continued)
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Range: A group of cells that all touch each other.
Row heading: The number at the left of the row.
Spreadsheet: A grid of rows and columns into which
you enter text data and numerical data.
Value: The text or numbers in a cell.
Workbook: Location where worksheets are stored in
Excel.
Worksheet: An Excel spreadsheet.