How to Use Microsoft Excel

Mountain View Sr. Center How to Use Microsoft Excel – a Spreadsheet How to Use Microsoft Excel A Spreadsheet Presented by Monica Lipscomb For Mountain View Senior Center 1. Go to START menu 2. Go to Programs 3. Go to Excel 4. Or if there is an icon that says Excel on the desktop and DOUBLE CLICK with your LEFT mouse button 5. A new blank spreadsheet will appear Presented by Monica Lipscomb m_lipscomb@yahoo.com page 1 Mountain View Sr. Center How to Use Microsoft Excel – a Spreadsheet 6. Make sure you are at cell B1 then type the following information:  Type “Jan” and then move one cell to the right  Type “Feb” and then move one cell to the right  Type “Mar” and then move one cell to the right  Type “Total” and then move one cell to the right 7. Move the cursor to cell “A2” and type the following:  Type “Rent” then move down one cell (use down arrow)  Type “Car Pay.” then move down one cell (use down arrow)  Type “Food” then move down one cell (use down arrow)  Type “Electricity” then move down one cell (use down arrow)  Type “Water” then move down one cell (use down arrow)  Type “Gas” then move down one cell (use down arrow)  Type “TOTAL” then move down one cell (use down arrow) Presented by Monica Lipscomb m_lipscomb@yahoo.com page 2 Mountain View Sr. Center How to Use Microsoft Excel – a Spreadsheet 8. Go back to cell “B2” (the rent for January) and enter a dollar amount for that expense 9. Then press ENTER and the cursor should move down a line, continue entering the rest of the expenses for that month and all the other months Presented by Monica Lipscomb m_lipscomb@yahoo.com page 3 Mountain View Sr. Center How to Use Microsoft Excel – a Spreadsheet 10. Then go to cell “B8” and we will add a calculation to add up all the numbers in column “B” 11. At cell “B8” go to the top of screen and press on the Summation key (looks like an “E”). This will add a calculation to this cell that adds up all the numbers in column “B.” Then press ENTER Presented by Monica Lipscomb m_lipscomb@yahoo.com page 4 Mountain View Sr. Center How to Use Microsoft Excel – a Spreadsheet 12. Then go back to cell “B8” again and copy the calculation that is in that cell to the other TOTAL cells. 13. Go to “Edit” on the menu bar. Then select COPY. Presented by Monica Lipscomb m_lipscomb@yahoo.com page 5 Mountain View Sr. Center How to Use Microsoft Excel – a Spreadsheet 14. Then move the cursor to cell “C8”and select PASTE then do it again at cell “D8” and again for cell “E8” Presented by Monica Lipscomb m_lipscomb@yahoo.com page 6 Mountain View Sr. Center How to Use Microsoft Excel – a Spreadsheet 15. Then go to cell “E2” and go to the top of screen and press on the Summation key (it looks like an “E”). This will add a calculation that adds up all the numbers in row “2” Presented by Monica Lipscomb m_lipscomb@yahoo.com page 7 Mountain View Sr. Center How to Use Microsoft Excel – a Spreadsheet 16. Then at cell “E2” again you will copy that calculation to the other TOTAL cells. 17. Go to “Edit” on the menu bar. Then select COPY Presented by Monica Lipscomb m_lipscomb@yahoo.com page 8 Mountain View Sr. Center How to Use Microsoft Excel – a Spreadsheet 18. Then move the cursor to cell “E3”and select PASTE then do it again to cell “E4” through “E8” Presented by Monica Lipscomb m_lipscomb@yahoo.com page 9 Mountain View Sr. Center How to Use Microsoft Excel – a Spreadsheet 19. Then you will format the cells for dollar amounts, first you must go to cell B2 and highlight all the cells that you want to format (cells B2 to E8). Presented by Monica Lipscomb m_lipscomb@yahoo.com page 10 Mountain View Sr. Center How to Use Microsoft Excel – a Spreadsheet 20. Then put your cursor on the icon that looks like a “$” and CLICK on it with your mouse. 21. You will notice that all the highlighted cells now have been formatted with dollar sign, commas and two decimal points. Presented by Monica Lipscomb m_lipscomb@yahoo.com page 11 Mountain View Sr. Center How to Use Microsoft Excel – a Spreadsheet 22. Your spreadsheet is almost done. 23. Now go to File and Save and name the file “Budget2003.xls” Presented by Monica Lipscomb m_lipscomb@yahoo.com page 12 Mountain View Sr. Center How to Use Microsoft Excel – a Spreadsheet 24. You will always need to check your math when creating a spreadsheet. This is called having a “Check figure.” Type those words in cell F10. 25. Go to cell E10, type “=sum(” then highlight the cells B8 to D8 (use the shift key when highlighting the cells), then type a right parenthesis “)” and then press ENTER. 26. A formula will be created that should be the same as the formula on cell E8. The totals should be $5,110.00 for both numbers if you did it right. Presented by Monica Lipscomb m_lipscomb@yahoo.com page 13 Mountain View Sr. Center How to Use Microsoft Excel – a Spreadsheet 27. Now do a Spell Check by pressing on the icon that looks like a check mark and the letters ABC. This function key will check the whole spreadsheet for misspellings. Presented by Monica Lipscomb m_lipscomb@yahoo.com page 14 Mountain View Sr. Center How to Use Microsoft Excel – a Spreadsheet 28. Insert a row to add the expense of insurance under the expense of car payment. 29. Go to cell A4 and then go to the Insert menu and select Rows. 30. Then you should be at cell A4 on the new row you just created, type “Insurance,” then move the cursor one cell to the right and enter insurance amounts for each of the months. Presented by Monica Lipscomb m_lipscomb@yahoo.com page 15 Mountain View Sr. Center How to Use Microsoft Excel – a Spreadsheet 31. Don’t forget to copy the formula from cell E3 to E4. Let’s see if you can do that on your own. Presented by Monica Lipscomb m_lipscomb@yahoo.com page 16 Mountain View Sr. Center How to Use Microsoft Excel – a Spreadsheet 32. Then the final thing you need to do is Print. 33. Go to the File menu and select Print Preview, a preview screen comes up that shows you what the document will look like when you are ready to print. Presented by Monica Lipscomb m_lipscomb@yahoo.com page 17 Mountain View Sr. Center How to Use Microsoft Excel – a Spreadsheet 34. You may want to change the Orientation from “Portrait” to “Landscape.” Go to the Setup menu option and click on Landscape, then press OK. Then click on CLOSE. Presented by Monica Lipscomb m_lipscomb@yahoo.com page 18 Mountain View Sr. Center How to Use Microsoft Excel – a Spreadsheet 35. Then go to the File menu and select Print, then press OK. You are all done now!! Presented by Monica Lipscomb m_lipscomb@yahoo.com page 19