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     Rob Curnow
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
          workbook window.
                 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.
                 Resize columns
                                                      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.
Enter numbers
          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,
   January 4.

   If you type (100) to indicate a negative number
   by parentheses, Excel will display the number as
        Quick ways to enter data

           Grab Here

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.
Edit data

   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
editing data.
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.
               Formatting cells

Click Format on the
menu bar to format the
data in the cells.
           Practice time

Recreate this spreadsheet. Look for shortcuts
when entering data.
Conditional formatting

               You'd start by selecting
               column or data you
               want to call attention
               to, and then click
               Conditional Formatting
               on the Format menu.
             State your conditions

TIP: You can add up to three conditions to a cell or a given range of cells.
Freeze here
      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
      disappear after
      scrolling down one or
      two rows.
Divide and conquer

        1. Click Freeze Panes on the
           Window menu.

        2. Column titles are divided from
           the rest of the worksheet by a
           horizontal line.
Use the List command

            1. Click the Create
               List command...

            2...to open the Create
            List dialog box.
Now you have a list

           1. AutoFilter arrows are
              automatically added
              in the header row.

            2. A dark blue border
               appears around the
How to filter
How to sort

     A budget in a
     worksheet needs
     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
             changed values.

            Change a value and watch the sum
            change automatically!
Copy a formula instead of creating a
            new one
                 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
                     formula result.
More functions

     1. Click Average on the shortcut

     2. Sum changes to Average on the
        status bar.

       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
           the list.
         2. Press ENTER to
           display the result in
           cell D7.
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.
                       Print formulas
                                           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

           The Insert
           Function dialog
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.
Add titles

     Enter chart and axis
     titles in the Chart
Even more tabs and options

              1. Gridlines
              2. Legend
              3. Data table
The End!

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