CVSD Staff Development
Workbooks and worksheets
Figure 1 A blank worksheet in a new
1. The first workbook you open is
called Book1 in the title bar at the
top of the window until you save it
with your own title.
2. Sheet tabs at the bottom of the
Columns and rows
Figure 1 Column headings are letters. Row headings are numbers.
1. Column headings.
2. Row headings.
Figure 2 After the first 26 column headings (A through Z), the next 26 column
headings are AA through AZ. The column headings continue through column IV, for a
total of 256 columns.
Cells are where the data goes
Figure 1 The active cell is outlined in black.
Figure 2 Cell C5 is selected and is the active cell. It has a black outline.
1. Column C is highlighted.
2. Row 5 is highlighted.
3. Cell C5, the active cell, is shown in the Name Box in the upper-left corner of the
Start entering data
Press TAB to move the selection
one cell to the right. Press
ENTER to move the selection
down one cell.
TIP: You can change the behavior of the TAB and ENTER buttons in Options.
Click to watch
Click and drag between the columns or double click to have Excel
resize it automatically.
Enter dates and times
Excel aligns text on the left
side of cells, but it aligns dates
on the right side of cells.
Tip: To enter today's date, press CTRL and the semicolon
together. To enter the current time, press CTRL and SHIFT and
the semicolon all at once.
Excel aligns numbers on the
right side of cells.
To enter fractions, leave a space between the
whole number and the fraction. For example, 1
To enter a fraction only, enter a zero first. For
example, 0 1/4. If you enter 1/4 without the
zero, Excel will interpret the number as a date,
If you type (100) to indicate a negative number
by parentheses, Excel will display the number as
Quick ways to enter data
AutoFill Enter the months of the year, the days of the week, multiples of
2 or 3, or other data in a series. You type one or more entries, and then
extend the series.
Fill it up
To add the first six
months of the year,
drag the fill handle
until the ScreenTip
says June and then
release the mouse
button to fill the list.
TIP: For some lists you need to type two entries to establish a pattern. For example, to fill
in a series of numbers such as 3, 6, 9, type two numbers, select both cells, and then drag
the fill handle.
TIP: You can also drag up or to the left as well as drag down or to the right.
1. Double-click a cell to edit the
data in it.
2. Or click the cell, and then edit
the data in the formula bar.
3. The worksheet now says Edit in
the status bar.
Remove data formatting
Figure 1 Formatting stays with the cell. You can't delete formatting by deleting or
1. The original number is formatted bold and red.
2. Delete the number.
3. Enter a new number. Bold and red again!
Figure 2 To delete cell formatting, point to Clear on the Edit menu, and then click
Formats. Or click All to delete data and formatting both at once.
Insert a column or a row
To insert a single column, click any cell in the column
immediately to the right of where you want the new
column to go. So if you want an order-ID column between
columns B and C, you'd click a cell in column C, to the Click to watch
right of the new location. Then on the Insert menu, click video
To insert a single row, click any cell in
the row immediately below where you
want the new row to go. For example,
to insert a new row between row 4 and
row 5, click a cell in row 5. Then on the
Insert menu, click Rows.
Move data Click to watch
Grab the edge of the cell, hold down the mouse button and move.
Copy data Click to watch
Grab the edge of the cell and hold down the Ctrl key while dragging.
Click Format on the
menu bar to format the
data in the cells.
Recreate this spreadsheet. Look for shortcuts
when entering data.
You'd start by selecting
column or data you
want to call attention
to, and then click
on the Format menu.
State your conditions
TIP: You can add up to three conditions to a cell or a given range of cells.
1. Freeze column titles by
selecting the row below.
2. Freeze row titles by
selecting the column to the
3. Freeze both column and
row titles by selecting the
cell that is just below the
column titles and to the
right of the row titles.
1. Column titles in row
2. Column titles
scrolling down one or
Divide and conquer
1. Click Freeze Panes on the
2. Column titles are divided from
the rest of the worksheet by a
Use the List command
1. Click the Create
2...to open the Create
List dialog box.
Now you have a list
1. AutoFilter arrows are
in the header row.
2. A dark blue border
appears around the
How to filter
How to sort
A budget in a
an amount in cell
And the total is…
1. Selected numbers.
2. Total in the status bar at the
bottom of the window.
Tip: The numbers you select don't have to be lined up together or in the same
row or column. Add up numbers anywhere on the worksheet by pressing CTRL
and then selecting each number. You'll see how in the practice session.
Begin with an equal sign
1. Type the formula in cell C6.
2. Press ENTER to display the formula
3. Any time you select cell C6, the
formula appears in the formula bar.
Total all the values in a column
1. Select cell B7 and then click
the AutoSum button.
2. A color marquee surrounds the
cells in the formula, and the
formula appears in cell B7.
3. Press ENTER to display the
result in cell B7.
4. Select cell B7 to display the
formula in the formula bar.
Update formula results
Excel can automatically
update totals to include
Change a value and watch the sum
Copy a formula instead of creating a
1. Drag the black cross from the
cell containing the formula to
the cell where the formula
will be copied, then release
the fill handle.
2. Auto Fill Options button
appears but requires no
Other ways to enter cell references
1. Type the equal sign, type
SUM, and type an opening
parenthesis in cell C9.
2. Click cell C4, then type a
comma in cell C9.
3. Click cell C6, then type a
closing parenthesis in cell
4. Press ENTER to display the
1. Click Average on the shortcut
2. Sum changes to Average on the
Select the numbers then right click.
Find an average
1. Click in cell D7, click
the arrow on the
AutoSum button, and
then click Average in
2. Press ENTER to
display the result in
Find the largest or smallest value
1. Click in cell F7, click the
arrow on the AutoSum
button, and then click Max
in the list.
2. Press ENTER to display
the result in cell F7.
You can print formulas to put
up on your bulletin board to
remind you how to create
You do this by clicking Formula
Auditing on the Tools menu and
then clicking Formula Auditing
TIP: You can also press CTRL+` (next to the 1 key) to display and hide formulas.
What’s that funny thing in my
The ##### error value
indicates that the
column is too narrow
to display the
contents of this cell.
Find more functions
Create a chart
Meet the wizard
To begin, you would select the data
that you want to chart, as well as
the column and row labels.
Then you would click the Chart
Wizard button on the toolbar
to open the Chart Wizard.
Update and place charts
The wizard placed this chart
on the same worksheet as
the data. You can move the
chart on the worksheet by
dragging it elsewhere.
Any changes that you make to the worksheet data are instantly
shown in the chart.
Enter chart and axis
titles in the Chart
Even more tabs and options
3. Data table