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Where to begin?

Create a new workbook.

Enter text and numbers

Edit text and

numbers

Insert and

delete columnsand rows.

When you start Excel, youre faced with a big empty grid made up of

columns, rows, and cells.

So this course will start by helping you get comfortable with some Excel

basics that will guide you when you enter data in Excel.

The Ribbon spans the top of the Excel window.

Commands on the Ribbon are organied in small

related groups. !or example, commands to wor"

with the contents of cells are grouped together in

the Editinggroup, and commands to wor" with

cells themsel#es are in the Cellsgroup.

Workbooks and worksheets

When you start Excel, you open a $le

thats called a wor"boo".

Each new wor"boo" comes with three

wor"sheets into which you enter data.

1. The $rst wor"boo" youll open is

called %oo"&. This title appears in

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the bar at the top of the window until you sa#e the wor"boo" with your

own title.

2. Sheet tabs appear at the bottom of the window. 'ts a good idea to rename

the sheet tabs to ma"e the information on each sheet easier to identify.

3. (ou may also be wondering how to create a new wor"boo".

Clic" the Microsot !"ce #utton in the upper)left portion of the window.

Clic" $ew.

'n the $ew Workbookwindow, clic" #lank Workbook.

Columns% rows%and cells

Columns go from top to bottom on the

wor"sheet, #ertically. Each column has an

alphabetical heading at the top.

Rows go across the wor"sheet, horiontally. Each row also has a heading. Row

headings are numbers, from & through &,*+,-/.

The alphabetical headings on the columns and the numerical headings on therows tell you where you are in a wor"sheet when you clic" a cell.

The headings combine to form the cell

address. !or example, the cell at the

intersection of column 0 and row 1 is called

cell 01. This is also called the cell reerence

When you select any cell, it becomes the

acti#e cell. 0s described earlier, it becomesoutlined in blac".

The headings for the column and row in which the cell is located are also

highlighted.

!or example, if you select a cell in column C

on row -, as shown in the picture on the

right2

Column C is highlighted

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Row - is highlighted

!or example, if you select a cell in column C on row -, as shown in the picture on

the right2

The acti#e cell, C- in this case, is outlined. 0nd its name3also "nown as the cellreerence3is shown in the 4ame %ox in the upper)left corner of the wor"sheet

These indicators arent too important when youre right at the top of the

wor"sheet in the #ery $rst few cells.

%ut when you wor" farther and farther down or across the wor"sheet, they can

really help you out.

Enter data

(ou can enter two basic "inds of data into wor"sheet

cells2 numbers and text.

So you can use Excel to create budgets, wor" with

taxes, record student grades or attendance, or list

the products you sell. (ou can e#en log daily exercise,

follow your weight loss, or trac" the cost of your house remodel. The possibilities

really are endless.

4ow lets di#e into data entry.

The column titles are the months of the

year, across the top of the wor"sheet.

The row titles down the left side are

company names.

&tart t'ping

So youll need these column titles2

$ame, (ate, and )mount.

The picture illustrates the process of typing the information and mo#ing from cell

to cell2

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Type $amein cell 0& and press T0%. Then type (atein cell %&, press T0%, and

type )mountin cell C&

The picture illustrates the process of typing the information and mo#ing from cell

to cell2

0fter typing the column titles, clic" in cell 05 to begin typing the

salespeoples names. Type the $rst name, and then press E4TER to mo#e the

selection downthe column by one cell to

cell 01. Then type the next name, and so

on.

Excel aligns text on the left side of cells, but it

aligns dates on the right side of cells.

To enter a date in column %, the (atecolumn,

you should use a slash or a hyphen to separate the parts2 6&/65**7 or &/)8uly)

5**7. Excel will recognie either as a date.

'f you need to enter a time, type the numbers, a space, and then aor p3for

example, *+,, p. 'f you put in 9ust the number, Excel recognies a time and

enters it as )M.

To enter the sales amounts in column C, the )mountcolumn, you would type

the dollar sign :-;, followed by the amount.

Edit data

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5. So you delete the number

1. (ou enter a new number. %ut its still bold and red> What gi#es?

Clic" in the cell, and then on the 0ometab, in the Editinggroup, clic" the arrow

on Clear

Clic" Clear ormats, which remo#es the format from the cell. =r you can

clic" Clear )llto remo#e both the data and the formatting at the same time.

Insert a column or row

To insert a single column2

&. Clic" any cell in the column

immediately to the right of where you

want the new column to go.

5. =n the 0ometab, in the Cellsgroup,

clic" the arrow on Insert. =n the drop)

down menu, clic" Insert &heet

Columns. 0 new blan" column is

inserted.

To insert a single row

&. Clic" any cell in the row immediately below where you want the new row.

5. 'n the Cellsgroup, clic" the arrow on Insert. =n the drop)down menu,

clic" Insert &heet ows. 0 new blan" row is inserted.

Enter ormulas

Excel is great for wor"ing with numbers and math. 'n this course youll learn howadd, di#ide, multiply, and subtract by typing formulas into Excel wor"sheets.

(oull also learn how to use simple formulas that automatically update their

results when #alues change.

0fter pic"ing up the techni@ues in this course, youll be able to put your

calculator away for good.

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Ase functions :prewritten formulas; to add up #alues, calculate a#erages,

and $nd the smallest or largest #alue in a range of #alues.

et started

Cell C in the worksheet is empt'4 the

amount spent or C(s in ebruar' hasn5t

been entered 'et.

In this lesson% 'ou5ll learn how to use Excel

to do basic math b' t'ping simple ormulas

into cells. 6ou5ll also learn how to total all

the /alues in a column with a ormula that updates its result i /alues

change later.

7he two C(s purchased in ebruar' cost

-12.** and -1.**.

7he total o these two /alues is the C(

expense or the month.

6ou can add these /alues in Excel b'

t'ping a simple ormula into cell C.

7'pe a ormula in cell C. Excel ormulas alwa's begin with an e8ual

sign. 7o add 12.** and 1.**% t'pe+

912.**:1.**

7he plus sign ;:< is the math operator that tells Excel to add the /alues.

=ress E$7E to displa' the ormula result.

I 'ou wonder later how 'ou got this result% 'ou can click in cell C an'

time and /iew the ormula in the ormula bar near the

top o the worksheet.

)s the table shows% use a minus sign ;>< to

subtract% an asterisk ;< to multipl'% and a

orward slash ;@< to di/ide.

emember to alwa's start each ormula with an

e8ual sign.

Math operators

0dd :B; &*B-

Subtract :); &*)-

Dultiply :; &*-

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7otal all the /alues in a

column

To get the 8anuary total, clic" in cell %

and then2

=n the 0ometab, clic" the &umbutton in the Editing group.

0 color mar@uee surrounds the cells in the formula, and the formula appears in

cell %.

To get the 8anuary total, clic" in cell % and then2

Fress E4TER to display the result in cell %2 *A.*B.

Clic" in cell % to display the formula 9&M;#3+#

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pdate ormula results

To add 1.77 to &&.7, you would clic" in cell

C+, type the following formula into the cell,

and then press E4TER2

911.*:3.**

0s the picture shows, when the #alue in cell

C+ changes, Excel automatically updates

the !ebruary total in cell C from &5/.71 to

&1*.75.

Excel can do this because the original formula

SAD:C12C/; in cell C contains cell references.

'f you had entered &&.7 and other speci$c#alues into a formula in cell C, Excel would not

be able to update the total. (oud ha#e to change &&.7 to &-.7/ not only in cell

C+, but in the formula in cell C as well.

&impli' ormulas b' using

unctionsAsing functions, you can easily and @uic"ly create formulas that might be diGcult

to build for yourself.

SAD is 9ust one of the many Excel functions. 'n this lesson youll see how to

speed up tas"s with a few other easy ones.

unction Calculates

0HER0IE an a#erage

D0J the largest

number

D'4 the smallest

number

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ind an a/erage

Clic" in cell

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What5s that unn' thing in m'

worksheet?

Sometimes Excel cant calculate a formula

because the formula contains an error.

'f that happens, youll see an error #alue in

a cell instead of a result.

Mere are three common error #alues2

FFFF The column isnt wide enough

to display the contents of the cell. To $x

the problem, you can increase column

width, shrin" the contents to $t the column, or apply a diNerent number

format.

FEG 0 cell reference isnt #alid. Cells may ha#e been deleted or pasted

o#er.

F$)ME? (ou may ha#e misspelled a function name or used a name that

Excel doesnt recognie

ind more

unctionsExcel oNers many other useful

functions, such as date and time

functions and functions you can

use to manipulate text.

To see all the other functions

&. Clic" the &umbutton in the

Editinggroup on the 0ome

tab.

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5. Clic" More unctionsin the list.

1. 'n the Insert unctiondialog box that opens, you can search for a

function.

+. 'n addition to searching for a function in this dialog box, you can select acategory and then scroll through the list of functions in the category.

-. 0nd you can clic" 0elp on this unctionat the bottom of the dialog box

to $nd out more about any function

Create a chart

Meres a wor"sheet that shows how

many cases of 4orthwind Traders Tea

were sold by each of three salespeople

in three months.

(ou want to create a chart that shows

how each salesperson compares

against the others, month by month,

for the $rst @uarter of the year.

Select the data that you want to chart,

including the column titles :8anuary,

!ebruary, Darch; and the row labels :the salesperson names;.

Clic" the Inserttab, and in the Chartsgroup, clic" the Columnbutton.

(oull see a number of column chart types to choose from. Clic" Clustered

Column, the $rst column chart in the 2>( Columnlist.

=n the (esigntab under Chart 7ools, in the 7'pegroup, clic" Change Chart

Type. Then select the chart type you want.

0ow worksheet data appears in

the chart't shows you at once that Cencini :represented

by the middle column for each month; sold the

most tea in 8anuary and !ebruary but was

outdone by Iiussani in Darch.

The height of each chart is proportional to the

#alue in the cell that it represents.

So the chart immediately shows you how the

salespeople stac" up against each other, month by month.

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The chart legend, created from the row titles in the wor"sheet :the

salesperson names;, tells which color represents the data for each

salesperson.

Iiussani data, for example, is the dar"est blue, and is the left)most column

for each month.

Chart 7ools

0fter your chart is inserted on the

wor"sheet, the Chart 7oolsappear on

the Ribbon with three tabs2 (esign,

Ha'out, and ormat.

=n these tabs, youll $nd the

commands you need to wor" withcharts.

Change the chart /iew

To create this #iew of the chart, clic"

&witch ow@Columnin the (ata

group on the (esigntab.

'n the chart on the right, data is

grouped by rows and compares

wor"sheet columns. So now your chart

says something diNerent2 't shows how

each salesperson did, month by month,

compared against themsel#es.

)dd chart titles

(ou can gi#e a title to the chart

itself, as well as to the chart axes,

which measure and describe the

chart data.

This chart has two axes. =n the left

side is the #ertical axis, which is the

scale of numbers by which you can

interpret the column heights. The

months of the year at the bottom are on the horiontal axis.

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Clic" the Morebutton to see all the layouts. Each option shows diNerent

layouts that change the way chart elements are laid out.

Customie 'our chart

!or example, you can gi#e your

chart a whole diNerent set of colors by

selecting a new chart style.

(ou can also format chart titles to

change them from plain to fancy.

0nd there are many diNerent

formatting options you can apply to

indi#idual columns to ma"e them

stand out.

Change the look o 'our chart

!irst, clic" in the chart. Then on

the (esign tab, in the Chart

&t'lesgroup, clic" the More

button to see all the

choices.

Then clic" the style you want.

=n the ormattab, in the

Word)rt &t'lesgroup, there

are many ways to wor" with the titles.

The picture shows that one of the options in the group, a text $ll, has been

added to change the color.

!or example, &hape EJectsoNers more

than 9ust shadows. (ou can add be#el eNects

and soft edges to columns, or e#en ma"ecolumns glow.

(ou can also clic" &hape illto add a

gradient or a texture to the columns, or clic"

&hape !utlineto add an outline around the

columns.

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