Microsoft Excel Tutorial

Microsoft Excel Tutorial Microsoft Excel is a program use for creating multiple spreadsheets with calculations, graphs, and charts. Opening Microsoft Excel: There are two ways to open Microsoft Excel: 1) The Excel shortcut on your desktop that will look like this: 2) Go to the Start Button, Programs, Microsoft Office, Microsoft Office Excel. A blank spreadsheet will then appear on your screen. 1. A spreadsheet has three major components – COLUMNS, ROWS, and CELLS: COLUMNS are indicated by letters at the top of the spreadsheet. ROWS are indicated by numbers on the left side of the spreadsheet. CELLS are the boxes in the spreadsheet. Each cell is a position where a particular COLUMN and ROW meet. 2. Using the mouse and the scroll bars, you can scroll right to left and up and down to see that there are many columns and rows. Most of them you will never use. You can also use the keyboard arrows the move around the spreadsheet. Created by Aimee Smith 1 Cullman County Schools 3. Each cell in the spreadsheet has an “address” that is stated as its column letter and its row number. The address is always in the name box that is listed above the spreadsheet. “A1” is the address that is listed in the name box. Notice the spreadsheet below the name box has cell “A1” selected as the active cell. Creating simple calculations are easy using Excel: To calculate ADDITION: - With numbers listed down a column or across a row you can add the numbers by keying “=” and then adding the addresses of the numbers. The example to the right is calculating the numbers going down a column. The Numbers 23, 75, 100, and 90 are being added together. You can See that in cell A5 is has “=A1+A2+A3+A4” That will add all the numbers together to show the answer to the right. (on a laptop computer the “=” and the “+” are next to the backspace key. to use the “+” you will need to hold the shift key and strike the “+” key.) Another way to calculate addition is by left clicking on The first number and dragging down to highlight all the numbers as well as the empty cell after the last number. All numbers will be highlighted. With the numbers highlighted you can then click on the AutoSum button that looks like Once you have clicked on the AutoSum button you will see that the total is added. Created by Aimee Smith 2 Cullman County Schools To calculate SUBTRACTION: - Subtraction will work the same way as addition the only difference is instead of using “+” you use “-“. - The example to the right shows how the subtract numbers going down a column. Remember you can also go across a row. (When you are calculating subtraction you will need to use the “-“ which is located next to the “=/+” key.) - When you subtract the numbers 100, 25, 34, and 15 hit “enter” and you get the answer 26. (shown to the right in cell A5) To calculate MULTIPLICATIONS: - When you are working with multiplying you will use numbers going down a column or across a row. For the example to the right there are two numbers going down a column. In cell A3 you have the calculation =A1*A2. (To get the “*” on a laptop computer you will need to holdthe shift key and strike the 8 key.) - When you hit enter you will get the answer 45 in cell A3. Again this will work going across the row. To calculate DIVISION: - When you are working with division you will you will divide numbers going down or across a column or row. For the example that is to the right we are going to divide 45/9. This will give the calculation in A3 as “=A1/A2”. (To get to the “/” you will strike the key next to the right shift key, it is the key with the “? and the “/”. You will not need to hold down the shift for this one.) Created by Aimee Smith 3 Cullman County Schools - When you hit enter you will get the answer 5. Anytime you calculate numbers you can always go back in and change any of the numbers without redoing the calculations. For example, if I wanted to change the above calculation in cell A1 from 45 to 81 all I would have to do it select cell A1 and change the 45 to 81 and hit enter. The answer in A3 will change from 5 to 9 without recalculating my answer. Inserting a row or column: - To insert a row into a spreadsheet you will select the row below where you want the new row to be inserted. - For example, I want to insert a new row between row 2 and 3. I will select row 3 and right click on the row. I will then select INSERT. Once you select insert a new row will appear. You can also insert a row by clicking on the row and then going to the Menu bar and click insert, row. Deleting a row: - When you delete a row you right click on the row you want to delete and select delete. - For example, we will now delete the row we just added. Once you select delete the row will now be deleted (picture to the left). You can also select Edit on the menu bar and then select Delete (picture to the right). Created by Aimee Smith 4 Cullman County Schools When inserting a column: - Adding a column is just like adding a row. The only difference is you are going to select a column to add. If you want to add a column between columns 2 and 3 you will need to select column 3. Again adding a new column is like adding a row. You can right click on the column and select insert or you can go to Insert on the menu bar and select columns. Deleting columns from a spreadsheet: - When deleting columns from a spreadsheet you will follow the same procedures as deleting a row. - For this example we will delete the same column we just entered into the spreadsheet. To delete a column you will select the column, right click and then select delete. You can also go to Edit on the menu bar and then select delete. Created by Aimee Smith 5 Cullman County Schools Using the fill down and across method: When using the fill down and across method you will be able to copy numbers and calculations. For the following example we will fill numbers into multiple cells. To fill a number down a column we will place our cursor over the black box in the bottom right corner of a cell. For this one below we selected cell A1. Your cursor will change from white plus to a black plus. Left click and drag down to cell A4. Your spreadsheet should look like the following. Once you fill the cells it will fill all the cells with the number 2 - To fill across you will apply the same procedure as filling down. Remember that your cursor should be in the bottom right corner and should turn into a black plus sign. Left click on the black square on the corner and drag to the cell you want to fill. Release the left click button and you should have filled all the cells that were selected. Creating Charts with data: - Creating charts with data in a spreadsheet is easy and fun. There are many different charts and graphs that can be created. - The following spreadsheet is Quarter 1 Sales for a travel agency. Created by Aimee Smith 6 Cullman County Schools The first thing you want to do is to go to the menu bar and click on Insert, Chart. The following screen appears on your screen, it is known as the Chart Wizard. In the Standard Types tab you will choose whether you want a chart with columns, bars, lines, a pie chart, etc. You can also choose how you want the chart to look, such as a standard or 3-D. In the Custom Types tab you can chose whether the chart is black and white. It is good to play around with the different types of charts. You can always go back and change it if you do not like it. We are going to pick the one that is selected above. Click the next key. The next screen will allow you to select the range of data that you want to show up in your chart. Created by Aimee Smith 7 Cullman County Schools The top picture will show you what your chart will look like. You can then select the data range if you want specific information. The chart wizard will automatically select your information if you have one set of data. If you have more than one set of data then it will always select the first one. The next choice is to select the series in rows or columns. The current example is in rows. After selecting your data range and if you want columns or rows, click next to move on to the next screen. This screen will allow you to title your chart as well as change your X and Y axes in the Axes tab, add gridlines in the gridlines tab, add a legend in the legend tab, label your data in the data labels tab, and will also allow you to show your data table in the data tables tab. Once you have decided what you want your chart to look like, click next to continue to the next screen. Created by Aimee Smith 8 Cullman County Schools The last step will allow you to choose if you want the chart to be added as a new sheet or as an object in the sheet you are working on. The default is set to add it as an object in sheet 1. We will add it is an object in sheet one, click finish for the result. This is the way your chart should look if you add it as an object. It will add the chart under the data that you have in your spreadsheet. Printing your spreadsheet: When printing an Excel spreadsheet you have the option of printing all of printing a selection of the spreadsheet. To print you should go to File and print. A print dialog box will appear on your screen just like below. Created by Aimee Smith 9 Cullman County Schools You need to make sure that you have the correct printer chosen that you want to print from. The print range will allow you to print all pages or just specific pages from the spreadsheet. In the Print What section at the bottom you can select to print selection, active sheet(s), or entire workbook. Selecting the selection option will allow you to select a specific area on the spreadsheet to print only, the active sheet will print only the sheet that is current open on your screen, and the entire workbook will allow you to print all sheets in the workbook. You can also select the number of copies to print as well as how you want it to print. Before you print you can also click on the preview to see what you are printing just in case you want to change your mind. Saving your work in Excel: When saving your work, you will complete a “Save As” to save your work with a specific name and in a specific folder. To save your work you will go to File on the menu bar and click save as. When your work is already saved to a specific area and you have made changes to your work you should always save your changes. To save work you will go to file on the menu bar and click save or you can click on the blue disk that is on the standard toolbar. Created by Aimee Smith 10 Cullman County Schools