Excel 2002
An Excel file is a workbook that contains several worksheets that are identified by tabs at the
bottom of the window. A worksheet is divided into rows and columns—the intersection of a row
and a column is called a cell. Information is entered into cells.
Standard and
Formatting Toolbars
Cell
Formula Bar
Column Headings
(A-IV) and Row
Headings (1-65,536)
Task Pane &
close button for
task pane
Status Bar
Sheet Tabs
Highlighted row
and column
heading
Drawing
Toolbar
Scroll
Bars
Widen Column: Double click
or click and drag
Mouse Pointer
Move. Click and
drag to move
Standard and Formatting Toolbars on separate rows
To view all the icons on the Standard and Formatting Toolbars, we want the toolbars on separate
rows:
1. Select the Tools Menu
2. Choose Customize
3. Click Show Standard and
Formatting toolbars on two rows.
4. Click Close to return to the worksheet
Entering Text
To enter text or numbers, position the mouse on the cell (big white plus sign) and click to select
the cell. Begin entering the information. Press ENTER, TAB, or the ENTER Icon on the
Formula Toolbar.
Position mouse on
the cell and click
Type the
information in
the cell. Press
ENTER, TAB,
or click
ENTER icon.
ENTER icon
Merge and Center Cells
Enter the information in the cell and press ENTER. Position the mouse on the cell with the text
(you will get the white plus sign) and click and drag to select the cells to merge and center.
Click the Merge and Center icon on the Formatting Toolbar. When completed, the cells will be
merged as one.
Note: If you accidentally select too many or too few cells, select the merged cell and click the
Merge and Center icon ONCE. This will undo the merge/center.
Click to select the cell, type the information in the cell, and press ENTER. Position mouse
on cell A1 and click and drag to select A1:C1. Click the Merge and Center icon.
Cells that have been merged and centered.
Formatting Text
You can quickly format text using icons on the Formatting Toolbar. For more extensive
formatting, use the Format Menu.
Change font
style or size
Bold,
Italicize,
Underline
Borders
Merge and
Center
Alignment
Indent
Background
and Font Color
Convert a Number to Text
Position the mouse pointer on the cell and DOUBLE click (or you can click ONCE and position
your mouse in front of the number in the Formula Bar). Move mouse pointer to the beginning of
the number and type the apostrophe ONCE and press ENTER.
A Smart Tag Indicator (green triangle) will be displayed in the upper left hand corner of the cell.
If you click on the cell, a Smart Tag Action icon will be displayed. If clicked, it will inform you
that the number has been stored as text.
Smart Tag
Indicator
Double click the cell and type ‘ in front of the
year and press ENTER.
Click on the cell. The Smart Tag
Actions icon will be displayed. If
you click the Smart Tag Actions
icon, it will tell you that the
number has been stored as text, as
well as other actions that can be
taken.
Formulas
A formula is a mathematical statement that calculates a result. In Excel, ALL formulas begin
with an equal sign (=). A formula can have a cell reference, functions (avg, max, or min),
arithmetic operators, and constants (a value that does not change).
Arithmetic Operators
Operator
Meaning
+
Addition
Subtraction
*
Multiplication
/
Division
^
Exponentiation
Formula
=A1 + A2
=A1 – A2
=A1 * A2
=A1/A2
=A1 ^ A2
Results (if A1= 10 and A2 = 4)
14
6
40
2.5
10,000
Once a formula has been entered, it can be copied to other worksheet cells using the Fill Handle
or using the Copy and Paste Commands. The cell references will automatically change when the
formula has been copied.
Commonly Used Functions
Functions are predefined formulas that perform calculations by using specific values, called
arguments, in a particular order, or structure. The structure of the function begins with the
function name, an open parenthesis, the argument, and a closing parenthesis. If the function
begins a formula, start with an equal sign.
Commonly Used Functions
Function
Purpose
Sum
Max
Min
Average
Count
Function
CountA
Example
Addition
Highest Number
Lowest Number
Average
Counts the number
Purpose
=sum(A1:A3)
=max(A1:A3)
=min(A1:A3)
=average(A1:A3)
=count(A1:A3)
Example
Counts text
=counta(A1:A3)
Results (A1= 10, A2 = 4,
and A3 = 6)
20
10
4
6.67
3
Results (A1= Red, A2 =
Blue, and A3 = Green)
3
SUM Function
Position your cursor on the cell where you want the formula and click ONCE. Click the
AutoSum button on the Standard Toolbar and press ENTER (if you did not want to use the icon,
create the formula as follows: =sum( click and drag to select the cells, and press ENTER).
Select the cell with the SUM Function, use the Fill Handle, and copy the formula down (or
across, depends on the information in the worksheet).
Select the cell,
position the mouse
on the AutoSum
icon on the
Standard Toolbar,
click ONCE to
display the cells in
the formula and
click ONCE more
to display the
answer.
Fill Handle
Position the mouse on the fill handle, click and drag to select cells, and release to display.
Fill Handle
Position mouse on
fill handle—
changes to +. Click
and keep clicked.
Drag to select cells
and release.
Functions
The AutoSum drop-down arrow on the Formatting Toolbar lists the Average, Count, Max, and
Min functions. Click More Functions… to get an alphabetical list of all the functions.
Format Numbers
There are several icons on the Formatting Toolbar that can be used to format numbers.
Currency,
Percentage,
and Comma
Font and Font Size
Font Style
Increase/
Decrease
Decimal
Borders
However, the Format Cells Dialog Box can be used to format numbers. Select the Format
Menu and choose Cells.
Applying Borders to Cells
Click and drag to select the cells. Click the Borders drop-down arrow on the Formatting
Toolbar. There are several choices. Position your mouse on the one you want and click ONCE.
There are more border choices by selecting the Format Menu, selecting Cells, and choosing the
Border tab. The styles and border direction can be changed.
Applying Shading (Fill) to Cells
Select the cells to shade, click the Fill Color drop-down arrow on the Formatting Toolbar, and
select a color.
Sheet Tab—Name and Color
To name the sheet tab, double click, type in name, and press ENTER. To change the color of
the tab, right mouse click the sheet tab, select Tab Color, select a color, and press OK.
Page Setup
Each worksheet that is printed must be set up—print either in portrait or landscape, add a custom
footer, and print the gridlines and row/column headings. Select the File Menu and choose Page
Setup. The Page Setup dialog box is displayed.
Save Workbook
When a workbook is saved, all the worksheets will be saved. If it is the first time the workbook
is saved, click the Save icon on the Formatting Toolbar or select the File Menu and choose
Save As. Change the Save In directory to the 3 ½ floppy (A:). Type the file name and click
Save. After the workbook has been saved, click the Save Icon to update the workbook.
Cell Formulas
Cell formulas display formulas created. On the keyboard, press CTRL ~ to display the cell
formulas. It may be necessary to widen the columns to view the formulas. Press CTRL ~ to
return to the worksheet. It may be necessary to widen the columns to view the formulas.
Printing
Press the print icon on the Standard Toolbar or select the File Menu, select Print, and choose OK.
Adding a Graphic
You may want to add a graphic when creating a worksheet. You can insert a Microsoft graphic
or you may select a graphic from a CD, diskette, or from a folder on the server.
Select the Insert Menu, select Picture, and choose From File. Select the Look In drop-down
arrow and select the location where the graphic is. Select the graphic and insert. You may have
to resize the graphic.