Microsoft Excel
Excel - Items of Interest:
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Entering Data
Editing Entries
Create and Save New Workbooks
Open and Close Existing Workbooks
Inserting and Removing Cells, Rows, and Columns
Performing Calculations with Formulas
Performing Calculations with Functions
Format Numbers and Text
Change Column Width and Row Height
Entering Data – Text
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To enter text into a cell:
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Click in the cell in which you want to enter text.
Type the text. As you type, you text appears in the
cell and in the Formula bar.
Press Enter.
Entering Data – Numbers
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To enter a number
 Click the cell into which you want to enter a number.
 Type the number. To enter a negative number,
precede it with a minus sign or surround it with
parentheses. To enter a fraction, precede with with a
0, as in 0 ½.
 Press Enter. Number will be right aligned.
Entering Data – Dates
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To enter a date
 Click the cell into which you want to enter a date.
 Type the date or time in the format in which you
want it displayed. You can use hyphens (-) or
slashes (/).
 Press Enter. As long as Excel recognizes the entry as
a date, it appears right-aligned in the cell. If Excel
doesn’t recognize it, it’s treated as text and leftaligned.
Editing Entries
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Editing data
Undo an Action
Copying Data
Moving Data
Finding and Replacing Data
Editing Data
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To edit an entry in Excel
 Click the cell you want to edit
 To begin editing, click the Formula bar, press F2 or
double-click the cell. This puts you in Edit mode,
the word Edit appears in the status bar.
 Press the left or right arrow to move within the
entry. Press Backspace key to delete characters to
left or press the Delete key to delete characters to
the right.
 Click the Enter button on the Formula bar or press
Enter on the keyboard.
 If you change your mind, click the Cancel button or
press ESC.
Undo An Action
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You can undo almost anything you do while working in
Excel, including any change you enter into a cell, To
undo a change, click the Undo button on the Standard
toolbar or click Edit, Undo in the Menu.
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To undo an Undo, click the Redo button in the
Standard toolbar.
Copying Data
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Follow these steps to copy data.
 Select the cell(s) that you want to copy
 Click the Copy button on the Standard toolbar, or
click Edit, Copy in the Menu.
 Select the first cell in the area where you would like
to place the copy.
 Click the Paste button, or click Edit, Paste in the
Menu.
Moving Data
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To move data in the sheet.
 Select the cells you want to move.
 Click the Cut button or click Edit, Cut.
 Select the first cell in the area where you would like
to place the copy.
 Click the Paste button, or click Edit, Paste in the
Menu.
Finding and Replacing Data
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To find and Replace Data
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Open the Edit menu and select Replace.
Type the text you want to find in the Find What text box.
Click in the Replace With text box and type the text you want
to use as replacement text.
In the Search box, indicate whether you want to search for
your entry by rows or by columns.
If you want to match the exact case, click match Case, if you
want to locate cells that contain an exact match, click Find
Entire Cells Only.
Click Find Next to find the first occurrence. Then Click
Replace to replace only this occurrence or Replace All to
change all occurrences of the data.
Create and Save New Workbooks
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Pull down the File menu and select New. The New
dialog box appears
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To create a blank workbook, click the General tab and
click the Workbook icon. To create a workbook from a
template, click the Spreadsheet Solutions tab.
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Once you’ve made your selection, click OK or press
Enter.
Saving and Naming a Workbook
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Open the File menu and select Save, or click the Save
button
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Type the name you want to give the workbook in the
File Name text box.
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Normally, Excel saves your workbooks in the My
Documents folder. To save in a different folder, select it
from the Save In list.
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Click Save button or press Enter.
Ranges
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What is a Range?
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A Range is a rectangular group of connected cells. Maybe a
column, a row or a combination of both.
Selecting a Range
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Move the mouse pointer to the upper-left corner of a range.
Click and hold the left mouse button.
Drag the mouse to the lower-right corner of the range and
release the mouse button. The selected range is highlighted.
To select an entire row, click the left edge of the worksheet.
To select an entire column, click the column heading at the top
of the worksheet.
Printing Your Workbook
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Page Setup
 Page Tab
 Margins Tab
 Header/Footer tab
 Sheet tab
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Print
Page Setup
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Page tab
 Orientation. Select Portrait to print down the page
or Landscape to print across the page.
 Scaling. To reduce, enlarge or force it to fit within a
page size.
 Paper Size. This is 81/2 x 11 by default.
 Print Quality. Draft to print quickly through high
quality for a final copy.
Page Setup
Page Setup (2)
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Margins tab
 Top, Bottom, Left Right. You can adjust the size of
the margins.
 Header, Footer. You can adjust how far you want
these printed from the edge of the paper.
 Center on Page . You can center you workbook data
between the left and right margins (Horizontally)
and between the top and bottom margins
(Vertically).
Page Setup
Page Setup (3)
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Header/Footer tab
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Header, Footer. You can add a header that repeats at
the top of each page or a footer the repeats at the
bottom of each page
Custom Header, Custom Footer. To create headers
and footer that insert the time, date, tab name,
and/or file name.
Page Setup
Page Setup (4)
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Sheet tab
 Print Area
 Print Titles
 Print
 Page Order
Page Setup
Printing Your Workbook
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After setting the page setup and previewing your data, its time to
print. You can print selected data, selected sheets or the entire
workbook.
To print you workbook.
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It you want to print a portion of the worksheet, select the range you
want to print. If you want to print one or more sheets within the
workbook, select tabs. To print the entire workbook, skip this step.
Open the File menu and select Print. The Print dialog box appears.
Select the options you would like to use.
Click OK or press Enter.
Print
Performing Calculations
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Order of Operations
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Entering Formulas
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Copy Formulas and Recalculating
Performing Calculations
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Order of Operations
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Exponential and equations within parenthesis
Multiplication and division
Addition and subtraction
Performing Calculations
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Entering Formulas
 Select the cell in which you want to calculation.
 Type the equal sign (=).
 Type the formula. The formula appears in the
formula bar.
 Press Enter.
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Note: You can also refer to cells in formulas by
clicking the cell while typing the formula.
Performing Calculations
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Copy Formulas
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Click the cell that contains the formula you want to copy.
Press CTRL and drag the cell's border to the cell to which you
want to copy you formula.
Release the mouse button.
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Note: You can also use the Copy and Paste in the menu.
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Calculations with Functions
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AutoSum – will sum a range of values for you.
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Select the cell in which you want the sum inserted.
Click the AutoSum button.
Select the range of values to be summed.
Press Enter.
Changing How Numbers Look
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Formatting Values – excel has the capability to format
numbers to make them more meaningful in your
spreadsheet.
 Select the cell or range that contains the values.
 Open the format menu and select cells. The format
dialog box appears.
 Click the Number tab
 Select the format options you desire.
 Click OK or press Enter.
Changing How Numbers Look
Giving Your Text a New Look
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Font – typeface
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Font Style – Bold, Italic, Underline or Strikethrough.
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Size – How large
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Color – Any Coloring
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Alignment – Centered, Left or Right.
Giving Your Text a New Look
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Formatting Text – excel has the capability to format text
to make them more meaningful in your spreadsheet.
 Select the cell or range that contains the text.
 Open the format menu and select cells. The format
dialog box appears.
 Click the Text tab
 Select the format options you desire.
 Click OK or press Enter.
Giving Your Text a New Look
Adding Cell Borders and Shading
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Borders – Change the style of the gridlines around each
cell or add more definition to your printouts.
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Shading – Change the background of cells to add style
or highlight items within a workbook.
Adding Cell Borders
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Select the cell or range.
Open the format menu and select cells. The format
dialog box appears.
Click the Patterns tab
Select the format options you desire.
Click OK or press Enter.
Adding Cell Borders
Giving Your Text a New Look
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Formatting Text – excel has the capability to format text
to make them more meaningful in your spreadsheet.
 Select the cell or range that contains the text.
 Open the format menu and select cells. The format
dialog box appears.
 Click the Text tab
 Select the format options you desire.
 Click OK or press Enter.
Giving Your Text a New Look
That’s All Folks