Lesson 1: Exploring Excel 2007
Doug Bloodworth
dbloodworth@utm.edu
2
Presenting Excel 2007
 Excel can be used for a wide variety of
tasks:








3
Creating and maintaining detailed budgets
Tracking extensive customer lists
Determining business/sector profitability
Creating tables to organize information
Tracking employee information
Producing detailed charts to graphically display information
Determining future value of an investment, present value of
an annuity, or payment for a loan
Working with reports exported from small business
accounting software programs such as Intuit’s QuickBooks®
Exploring the Excel Program
Window
Office button
Ribbon
Worksheet
area
4
Quick Access toolbar
Title bar
Using Worksheets and Workbooks
 An Excel file is called a workbook
 A workbook can be made up of many
worksheets
Click this last tab to
add a new worksheet
Notice that this workbook has five worksheets,
as it has five tabs—one for each worksheet
5
Naming Cells
 A worksheet is set up as a grid with rows

and columns
Intersection of each row and column = cell

Each cell has its own name (reference)
 Active cell is where data entered is
displayed
The active
cell’s reference
is H4, as
displayed in
the Name Box
The cell name is derived from
the column and row headings
6
Moseying Around a Worksheet
 You can move around a worksheet in a
variety of ways:



By using the keyboard
By clicking with the mouse
By using the scroll bars
When you use the scroll bars, the active cell will
remain the same as you travel the worksheet.
When you move by keyboard or mouse, the
active cell will change as you move.
7
Mousing Around in Excel
 There are a wide variety of mouse pointer
shapes, each with a different purpose
8
Navigating with the Scroll Bar
Arrows let you
scroll line by line
Drag the scroll box
to control your scroll
The vertical and horizontal scroll
bars both work the same way
Remember that when you navigate with the
scroll bar, the active cell does not change.
9
Click the scroll bar
to move one screen
view at a time
Working with Tabs and the Ribbon
Tabs
Groups
Commands
Arrangement of buttons can vary
10
The Office Button
 Access a menu that
allows you to issue
commands at the “file”
level:




11
Open an existing workbook
Save the current workbook
Print the workbook
Change options for working
with Excel
Contextual Tabs
Appear in context with the
task being performed
12
Dialog Box Launcher
When you click the Dialog
Box Launcher in the Font
group, the Format Cells
dialog box will open with the
Font tab displayed
13
Hide the Ribbon
 Create more room on the screen to work
Expanded view
Collapsed view
14
Entering Data in Excel
 When you type, data is entered into the

active cell
Constant value

Does not change as other cells are updated
 Formula

Causes values displayed in the cell to change when data in
the referenced cells change
Text is an example of a constant value
15
Accepting Data into Cells
 Completing the entry



16
Click in another cell
Click the Enter button on the Formula Bar
Use a keystroke:
Working with Numbers
 Numbers can be used in formulas and


functions
Number entries can include the digits 0-9
and + - ( ) , / $ % . *
Enter numbers without formatting and
apply the formatting later, except…

17
You must enter a decimal or indicate a negative number with
a minus sign or parentheses
Understanding Save Concepts
Save a
previously saved
document with
the new, edited
version
Set the name,
location, and/or file
type for a workbook
Use Save As for new or
existing workbooks.
18
From the Keyboard
 Many commands can be issued right from
the keyboard!
In this example, you can hold down (Ctrl) and
then tap the (S) key to save your workbook
19
Closing Documents
 The Office Button menu contains the
Close command
If changes were made since the last Save,
Excel asks to save before closing.
20
Exiting From Excel
 The Office button contains the Exit Excel
command
 Closes the application and all open
workbooks
Closing Excel and other programs you know you
won’t be using frees up memory for other programs.
21
Lesson 2:
Editing, Viewing, and
Printing Worksheets
Opening Workbooks
 The Office Button menu contains the
Close command
You can double-click a document
name icon to open it.
Excel will display an Open
dialog box so you can
navigate to your file
23
Editing Entries
 Replacing vs. Editing Entries


24
Edit – Long entries where retyping would be tedious or
difficult
Replace – Simply entries
Deleting Characters
 Backspace vs. Delete
25
Excel Ranges
 Range


Range
A1:A2
Range
A6:D10
26
Named by taking the top-left cell and the bottom-right cell
Cell references separated by a colon (:)
Range
A4:E4
Selecting Cells and Ranges
 You must select a cell or range before you
can edit it!
There are many selection techniques; use
the one that works best for your situation.
27
Cut, Copy and Paste
 Select cells before issuing a Cut or Copy

command
Position the highlight at the desired
location before issuing the Paste
command

28
The range you paste will overwrite any cells in the paste
area
Copying and Moving Text
 Cut, Copy, and Paste
 Select cell(s) before cutting or copying
 Move or copy text from one location
to another



In the same workbook
To different workbooks
To different applications
Cut
Copy
29
Methods of Moving and Copying
 Ribbon commands
 Clipboard

Click the dialog box launcher of the Clipboard group
 Right-click and choose from the context

30
menu
Drag and drop
Undo and Redo
 Undo


Reverses last command
Undo multiple actions
 Redo


31
Reverses Undo
Not available until Undo has been used
Clearing Stuff From Cells




Contents
Formatting
Comments
Everything
When you click the Clear button in the
Editing group on the Home tab of the
Ribbon you will see a menu that allows
you to choose what you want to clear.
32
AutoFill
 Quickly extend a series, copy data, or



33
copy a formula into adjacent cells with the
fill handle
Copy an entry
Expand a repeating series of numbers
AutoFill of date entries
AutoComplete
 If the first few characters you type match
another entry in the column—

AutoComplete will offer to complete the entry for you
 Accept by tapping [Enter]
 Reject by typing the remainder of the
entry yourself
In this example, AutoCorrect is suggesting the word “mechanic”
AutoComplete will complete the entry case sensitive.
34
Page Layout View
 See how your spreadsheet will appear

35
when you print it, page by page
Add headers and footers and edit your
worksheet in this view
Zooming Through Your Worksheet
 Zoom in to get a close-up view of a

worksheet
Zoom out to see the full view
Zoom commands at the bottomright corner of the Excel window
Zoom group on the View
tab of the Ribbon
Zooming does not affect how a worksheet will print.
36
Print Preview
 See exactly how a worksheet will look

when printed
Cannot edit in this view
The Print Preview Ribbon will
appear when you are in that view
37
Printing Worksheets
 Multiple options:



Access the
Print dialog
box through
the Office
button menu
38
Quick Print
Print dialog box
Print selection
Add the Quick Print
command to the Quick
Access toolbar
Lesson 3:
Working with Formulas and
Functions
Formulas and Functions
 Formula

Simply a math problem done in Excel
 Function

40
Prewritten formula that helps simplify complex procedures
(for numbers and text)
AutoSum
 Automatically sums a column or row of
numbers
In this example, cell B11 was active and then the
AutoSum command was issued; Excel will propose
to add the numbers above the cell
41
Status Bar Functions and
Customization
 Right-click on the status bar to display a
context menu

42
Customize what you see on the status bar
Notice the functions displayed
on the status bar
Creating Formulas
 Start with “ = ”
 Use cell and range references when

possible
Arithmetic operators in formulas:







43
Addition: +
Subtraction: Multiplication: *
Division: /
Exponentiation: ^
Percent: %
Grouping: ( )
Cell and Range References
 Advantages:
 When references are used, formulas can

44
be copied to other cells
Since a reference refers to a cell or a
range of cells, the formula results are
automatically recalculated when the data
is changed in the referenced cell(s)
Please Excuse My Dear Aunt Sally
 Determines the order of operations in
formulas:






P – Parentheses
E – Exponents
M – Multiplication
D – Division
A – Addition
S – Subtraction
Remember the order:
“Please excuse my dear Aunt Sally.”
45
Using Cell References in Formulas
 Relative

When you copy a formula, the cell references update
automatically and refer to new cells relative to the new
formula cell
 Absolute

Absolute references always refer to the same cell,
regardless of which cell the formula is moved or copied to
The examples
displayed here show
both relative and
absolute cell references
Absolute cell references are denoted with $ signs.
46
Modifying Formulas
 Can modify in one of two places:


Formula Bar
In cell
Notice the insertion point in the
Formula Bar; the active cell (B6)
is being edited
Referenced cells are
outlined in various colors
47
Copying Formulas
 Copy and Paste

OR
 AutoFill
If you use the fill handle, you can click the
AutoFill Options button to choose to copy the
information from the source to destination cells
48
Displaying Formulas
 Choose to display formulas, rather than
the resulting values, in cells
Use the Show Formulas button to toggle between
displaying formulas and values
49
Formula AutoComplete
 Jumps into action once you type “ = ” and
the beginning letters of a function in a cell
You can choose from the functions suggested by Formula AutoComplete
50
The Function Wizard
 Clicking the Function Wizard button
displays the Insert Function dialog box
The Insert Function dialog
box provides access to all of
Excel’s built-in functions
The Function Arguments dialog box allows you to
determine the cell or range of cells to be included
in the function
51
Lesson 4: Formatting the Contents of Cells
Formatting Methods
Font group on the Home tab of
the Ribbon
53
The Mini Toolbar appears
when text is selected
Live Preview
 Place the mouse pointer
Notice the actual
size of the text
displayed in the font
size box
54
over a formatting option
to see a live preview of
how the selected cells
will be affected if the
formatting command is
issued
Aligning Cell Entries
 By Default:


Text entries are left aligned
Number entries are right aligned
These defaults can be changed!
Notice how the text is lined up along the left side of the cells
and the numbers are lined up along the right side
55
Indenting the Contents of Cells
 Offset text and numbers
from the left and right
edges of cells
The types of income are indented
below the Income title
56
Text Control Options
 Merge . . . across cells
 Wrap . . . within cells
 Shrink . . . to fit inside of a cell
Text control commands are
located on the Alignment tab of
the Format Cells dialog box
57
The Merge and Center Command
 Merges selected cells and changes
alignment of new “single” merged cell to
center
Mendy’s Computer Services is contained in cell A1 (see the
Name box), but is now merged over cells A1:E1 and centered
in the new cell
58
Number Formatting
 Formatting becomes the “property” of a

59
cell
If you replace the contents of a cell, the
formatting will apply to the new contents
as well
The Format Cells Dialog Box
 Six tabs that allow you to format different
aspects of your worksheet:
- Number
- Alignment
- Font
60
- Border
- Fill
- Protection
Borders
 Add borders to the edges of cells
Clicking the Borders button will display this
menu, which allows you to apply the
indicated border to the selected cells
61
Fill Color
 “Fill” the cells of your worksheet with
colors or patterns!
Apply a pattern by
choosing the Fill tab of the
Format Cells dialog box
Choose a color to the
selected cells
62
Format Painter
 Copy text and number formats from one

cell to another
Does not copy cell contents; only
formatting
If you double-click the Format Painter button, you can
apply the selected formatting to multiple locations!
63
Using Themes in Excel
 Easily apply formatting to your entire

worksheet
Choose matching fonts and styles if you
are design-challenged! 
Display a menu from
which you can choose a
theme to apply
64
Formatting Dates
 Excel performs the following steps when
you enter a date in a cell:



Recognizes the entry as a date if you enter it using a
standard date format (12/25/07, December 25, 2007, 25Dec-07)
Converts the date to a serial number between 1 and
2,958,525
Formats the serial number entry with the same date format
you used when you entered the date
 Dates can be used:


65
To display dates in cells using various formats
In formulas
Date Functions
 Insert a date function rather than type the date
 Date functions produce the current date and, depending on the
specific function, can update automatically
 Insert Function dialog box or type the function in the result cell
 Date functions are not case sensitive so you can type the
formula in lowercase
66
Lesson 5:
Changing the Appearance of
Worksheets
Modifying Columns and Rows






68
Resizing widths and heights
Using AutoFit
Insert and delete rows, columns, and cells
Hiding and unhiding
Vertical alignment
Text rotation
Changing Widths & Heights
 Set a precise width or height
 Manually drag/visually adjust
 Use AutoFit
The width of column A is being manually
resized by dragging with a double-arrow
69
AutoFit Entries
 Quickly and easily adjust the width or
height to fit the widest entry in a column
or the tallest entry in a row
Double-click when you see
the double-arrow between
two column headers
You can AutoFit more than one row or column at
a time by selecting multiple rows or columns
70
Insert and Delete Columns and
Rows
 Insert and delete columns, rows, and cells

71
as needed
The ability to insert and delete will come
in handy when you want to restructure
your worksheet after it has been created
Inserting and Deleting Cells
 Add or remove a “chunk” or range of cells


from your worksheet
May cause problems because it alters the
structure of your entire worksheet
Use cautiously!
When you insert or delete cells, you
will get a window that will allow you to
choose how to shift the cells
72
Hiding Columns and Rows
 Hidden rows/columns do not show or




print
Still part of the worksheet
Values and formulas referenced by
formulas in visible rows and columns
Useful when you want to focus attention
on other parts of the worksheet
Must issue an Unhide command to make
them visible once again
Notice that row 1 and column F are hidden
73
Vertical Alignment
 Sets how cell contents line up vertically in
a cell



Top
Middle
Bottom
Vertical alignment buttons are
in the Alignment group on the
Home tab of the Ribbon
74
Text Rotation
 Change the angle at which text is
displayed in a cell
To specify a rotation not on the
list, choose Format Cell
Alignment and the Format
Cells dialog box will be
opened with the alignment tab
displayed.
75
Find and Replace
 Search for a particular word, number, cell

76
reference, formula, or format
Replace allows you to you to find an item
and replace it with a specified item
AutoCorrect
 Useful for replacing abbreviations with a



77
full phrase of up to 255 characters
Automatically corrects common
misspellings and typographical errors
Automatically capitalizes the first letter of
a day if you type it in lowercase
Fixes words that have two initial capital
letters by switching the second letter to
lowercase
Finding Help
 Three methods by which to navigate help:



Question Box
Browse Topics
Table of Contents
The Browse Help categories
78
Excel’s Proofing Tools
 Powerful proofing tools to aid in your
work!




79
Spell Check
Research
Thesaurus
Translation
Lesson 6:
Discovering the Magic of Excel
Charting
Managing Worksheets
 Insert and delete worksheets

By default, you start with three worksheets per workbook
 Rearranging, renaming, and formatting
worksheets


Move worksheet tabs in any order you wish
Change the color of your tabs
The navigation buttons allow you to move through
the tabs if they are not all visible
81
Chart Creation in Excel
 Integrated chart engine
 OfficeArt:

Charts are now created as OfficeArt objects and therefore
are more easily formatted and manipulated
 Two locations for charts:


Embedded in a worksheet with the data
On a separate worksheet
If you create a chart and then tap the (F11) key,
the chart will be placed on its own worksheet.
82
Source Data for Charts
 Very important! Select the correct data as
the source for the chart!
The ranges A4:A7 and
F4:F7 have been
selected as the
location of the source
data for the chart
83
Chart Types
 11 major chart types

84
Each has many subtypes
Chart and Axis Titles
 Create titles for charts and their
vertical/horizontal axes.
Chart title
Vertical
axis title
Horizontal axis title
85
Chart Tools
 Chart Tools appear as contextual tabs of
the Ribbon when a chart is selected
86
Embedded Charts: Moving &
Sizing
 Embedded charts can be moved around

the worksheet in which they are
embedded
Can be resized, too
When you see a
double-arrow, click
and drag to resize
the chart
87
Click and drag with a four-way
arrow to move the chart to a
new location
Line Charts
 Compare trends over a period of time
88
Pie Charts
 Graphically display the parts of a whole
89
Previewing How a Chart Will Print
 Preview how charts will appear when
printed
A print previewed chart will display in black and white or
in color, depending on the type of printer to which your
computer is connected.
90
Printing Charts
 Print after previewing with a single click
 Print without previewing first
91
Modifying Existing Charts
 Modify any chart object after the chart has
been created








92
Size
Font
Color
Placement of title
Number formatting
Background color
Add/remove chart elements such as legends
You can even move an embedded chart to a separate
worksheet and vice versa…
Formatting Chart Elements
 Must first select an element before making

93
changes
Changes can be made on the Chart Tools
tabs or with the formatting commands on
the Home tab
Chart Styles
 Chart styles will be displayed on the

94
Design tab of the Ribbon
Based on the type of chart selected
Lesson 7: Working with Large Worksheets
Sorting by a Single Column
 Sort Buttons

Sort by one column only
Ascending
Descending
If a sorting problem occurs, close without saving
and revert to presorted data.
96
Sorting Selected Rows
 Select rows to sort if


No blank row separates the list from a total row
List contains other rows that should not be sorted
 Select entire rows, not individual cells
 Sort is based on column A
97
Sorting by Multiple Columns
 DataSort & FilterSort
Sort by any number
of columns
Sort each column in ascending
or descending order
Any same last names are
then sorted by first name
98
Freezing Rows and Columns
Leaves column A visible
when scrolling right
Leaves row 1
visible when
scrolling down
Use Freeze Panes to lock the headings in worksheets
containing more rows or columns than can fit on one screen.
99
Splitting the Worksheet Window
 View different sections (window panes) of
a worksheet at the same time
Separate
scroll bars
for vertical
panes
Separate scroll bars for
horizontal panes
100
Page Layout View
 Display results of changes to print options
101
Navigating with the Scroll Bar
Portrait
Landscape
Paper size
Page Setup dialog
box launcher
Page Layout tab on the Ribbon
102
Margins
Change
worksheet or
header/footer
margins
Center
worksheet
103
Scaling Options
 Shrink data to fit fewer
printed pages

Change width and height in
proportion:
Check legibility in Print Preview!
104

Change just the height
when worksheet is very
wide:
Pre-Designed Headers and Footers
 Header:

Prints at the top of every page
 Footer:

Prints at the bottom of every page
 Choose pre-designed item from list
105
Custom Headers and Footers
Combination of
text and codes
106
Text only
Code
Setting Title Rows and Columns
Selected rows and columns
to print on all pages
Page 1
Page 2
107
Sheet Options
No gridlines
Gridlines
With
headings
108
Page Break Preview
Displays page numbers
109
Page Break Preview
Adjusting an automatic page break (dashed line)
Manual page breaks (solid lines)
110
Lesson 8: Adding Graphics to Worksheets
Inserting Pictures from Files
Insert tab
Displays the Insert Picture
dialog box to select a file
Inserted picture is selected
Deselect selected image by tapping (Enter).
112
Inserting Clip Art
Insert tab
Displays the Clip Art
task pane
113
Clip Art Task Pane
Clip are in a web
collection is marked
with a globe icon.
114
Movies and sounds do
not operate in Excel
Moving an Image
 Move photos, shapes, and text boxes
Move pointer
Drag picture to
new location
115
Sizing an Image
 Resize photos, shapes, and text boxes
Drag a corner sizing
handle to maintain
proportion
116
Drag a horizontal or
vertical sizing handle to
distort proportion
Rotating an Image
 Rotate photos, shapes, and text boxes
Drag the
rotation left
or right
117
Scaling an Image
100%
80%
 Change height
automatically


118
Scales width in same
proportion
Width changes with dialog
box is closed
Cropping an Image
Cropping
tool
After cropping
119
Recoloring an Image
Format tab
Before recoloring
Choose a color mode, dark
variation, or light variation
120
After recoloring
Adjusting Brightness and Contrast
Format tab
Before adjusting
After adjusting
Change the brightness level or adjust
contrast of black-to-white values
121
Adding a Picture Style
 Apply a picture frame or style
Before
122
After – Reflection
picture style
Adding a Picture Effect
 Apply a preset style or choose an effect
Before
123
After – Blurring
image outline
Resetting an Image
 Restore an image as it was when first
inserted
Format tab
Before resetting
After resetting – Image
size is restored
124
Inserting Shapes
 Choose a shape from a submenu of eight
categories
Just begin typing; text
wraps automatically.
125
Drawing Other Shapes
Line
Oval
Rectangle
Arrow
Hold down (Shift) while drawing to constrain width to height;
creates squares, circles, or lines at 45- or 90-degree angles.
126
Formatting a Shape
 Select an object before applying
formatting
127
Shape Formatting Techniques
Text box layered over
a clip art image
Text box with no fill or outline
over a clip art image
128
SmartArt Charts
 Text within shapes to:




129
Summarize data
Illustrate procedure or
process
Show decision tree
Present ideas
Inserting SmartArt
Choose a
category
Point to a design
Read text description
and then choose a
design
130
Adding Text to Smart Art
 Use expand button to display outline pane
and type text
Demote (indent) with (Tab)
Promote (outdent) with
(Shift)+(Tab)
131
Format a SmartArt Chart





132
Add, delete, or change a shape
Change chart layout style
Change fill and outline colors
Change individual shape within chart
Apply SmartArt style to chart
Lesson 9: Using Templates and Protecting
Workbooks
Templates
 Workbook designed to be reused
 Excel opens copy of template
134
Creating Workbooks from
Templates
Pre-designed
templates
Custom
templates in
Templates
folder
Workbook
saved outside
Templates
folder
Templates available at
Office Online
New workbooks are based on the template;
the template remains unaffected.
135
Creating a Template
 Create workbook with cell entries,


formatting, and graphics to be reused
Use Save As command
Change Save As Type to Excel Template
Template name
File type
Use the Open command to modify the original template file.
136
Template Storage Locations
Default storage location for
saving templates
Choose My Templates to display
templates in the default location
Use the New from Existing command to base a new workbook on a
template or workbook saved in a different location.
137
Protecting Workbooks and
Worksheets
 Three levels:



138
Workbook level
Worksheet level
Cell level
Protecting Workbooks
 Protect against:




139
Moving a worksheet
Adding/deleting worksheets
Renaming a worksheet
Changing the window size and position
Protecting Worksheets
Choose exactly
what users may
change in each
worksheet
Assign a password to prevent users from turning off protection.
140
Unlocking Cells before Protecting
a Worksheet
 All cells are locked by default
 To allow editing in selected cells:


141
Remove checkmark to unlock them
Protect the worksheet
Protecting Workbooks with Digital
Signatures
 Authenticates that the workbook:



Originated from you
Came from a reliable source
Has not been altered since it was saved
 Methods


Self-signature – limited security
Via digital certificate – recommended
Your network security administrator can
give you a digital certificate.
142
Creating a Self-Signature
 Digital ID is valid only on your computer
 Not necessary if a digital signature is
installed
143
Creating a Digital Signature
 Signing Methods


Invisible
Signature line in worksheet
Sign using an existing digital ID or certificate
144
Checking Signature Details
 Workbook status bar display button
 Signatures task pane
 Menu
145