Excel intro 2010

7/28/2019 Excel intro 2010

1/113

A Presentation of TeachUcomp Incorporated.Copyright TeachUcomp, Inc. 2012

TeachUcomp, Inc.its all about you

Introductory

Excel

7/28/2019 Excel intro 2010

2/113Introductory ExcelTeachUcomp, Inc.

Introductory Excel

opyright:

Copyright 2012 by TeachUcomp, Inc. All rights reserved. This publication, or any part thereoay not be reproduced or stored in a retrieval system, or transmitted in any form or by any meanectronic, mechanical, recording, photocopying, or otherwise, without the express written permission

achUcomp, Inc.For PDF manuals, TeachUcomp, Inc. allows the owner of the PDF manual to make up to

ditional copies of the PDF manual that the owner may place on up to 2 additional non-shared computrd drives for ease of use when using the accompanying CD-ROM tutorials. TeachUcomp, Inc. also granlimited personal printing rights to the owner, strictly limited to the purposes of not-for-profit personal vate education or research.

The unauthorized reproduction or distribution of this copyrighted work is illegal. Criminal copyrigringement, including infringement without monetary gain, is investigated by the FBI and is punishable bto five years in federal prison and a fine of $250,000.

ademark Acknowledgements:

Windows, Windows XP, Windows Vista, Windows 7, Windows 8, Microsoft Word 2003, Microsoord 2007, Microsoft Word 2010, Microsoft Word 2013, Microsoft Excel 2003, Microsoft Excel 200crosoft Excel 2010, Microsoft Excel 2013, Microsoft Access 2003, Microsoft Access 2007, Microsocess 2010, Microsoft Access 2013, Microsoft PowerPoint 2003, Microsoft PowerPoint 2007, Microso

owerPoint 2010, Microsoft PowerPoint 2013, Microsoft Project 2007, Microsoft Project 2010, Microsooject 2013, Microsoft Outlook 2003, Microsoft Outlook 2007, Microsoft Outlook 2010, Microsoft Outloo13, Microsoft Publisher 2003, Microsoft Publisher 2007, Microsoft Publisher 2010, Microsoft Publish13, Microsoft Office 2003, Microsoft Office 2007, Microsoft Office 2010, Microsoft Office 2013, Microso

ernet Explorer, Windows Live, Windows Defender, and Microsoft Security Essentials are registeredemarks of Microsoft Corporation. Other brand names and product names are trademarks or registeredemarks of their respective holders.

sclaimer:

While every precaution has been made in the production of this book, TeachUcomp, Inc. assumeresponsibility for errors or omissions. Nor is any liability assumed for damages resulting from the use

e information contained herein. These training materials are provided without any warranty whatsoevecluding, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. A

mes of persons or companies in this manual are fictional, unless otherwise noted.

eachUcomp, Inc.

one: (877) 925-8080eb: http://www.teachucomp.com

7/28/2019 Excel intro 2010


Welcome to Teachucomp, Inc.s Introductory Excelcourse. This class introduces the student to Microsoft

Excel, one of the most popular spreadsheet programsavailable today. This class is designed to give thestudent with little or no knowledge of this program a firmskills base in Excel.

Excel is an excellent program to learn, as the skillsthat are learned in Excel apply to many other programs

as well, especially Access. It is the recommendedstarting point for learning database programs.

Excel is a multi-featured worksheet program in whichyou can create powerful worksheets that canmanipulate numbers for you. It is a very powerfulprogram, and has many advanced features that can

automate and simplify your work. Whether you want it tocreate charts, worksheets, or data sources, Excel canassist you in accomplishing your tasks quickly andeasily.

This class will focus on giving the student the basic

working foundation of the Excel program. You will learnhow to create and format your own worksheets, insertformulas to perform mathematical operations, format,and print your worksheets.

Introduction and Overview

7/28/2019 Excel intro 2010


Table Of Contents

hapters/Lessons: Page(s):

APTER 1- Getting Acquainted with Excel 5 About Excel 6

The Excel Environment- 2013 7 The Excel Environment- 2010 8

The Excel Environment- 2007 9 The Title Bar 10 The Ribbon 10

The File Tab and Backstage View- 2013:2010 11 The Microsoft Office Button- 2007 Only 11

Scroll Bars 110- The Quick Access Toolbar 121- Touch Mode- 2013 12-132- The Formula Bar 133- The Workbook Window 134- The Status Bar 145- The Workbook View Buttons 146- The Zoom Slider 157- The Mini Toolbar 15

8- Keyboard Shortcuts 15-16ting Acquainted with Excel- Actions 17-21

ting Acquainted with Excel- Exercises 22

APTER 2- File Management 23 Creating New Workbooks- 2013 Only 24 Creating New Workbooks- 2010 Only 24 Creating New Workbooks- 2007 Only 24 Saving Workbooks- 2013 Only 24-25 Saving Workbooks- 2010 Only 25 Saving Workbooks- 2007 Only 26 Closing Workbooks- 2013 Only 26 Closing Workbooks- 2010:2007 Only 26 Opening Workbooks- 2013 Only 26-27

0- Opening Workbooks- 2010 Only 271- Opening Workbooks- 2007 Only 282- Recovering Unsaved Workbooks- 2013 Only 283- Using the Window Command Group 29-304- Switching to Full Screen View 315- Working with Excel File Formats 31ating Basic Spreadsheets- Actions 32-38

ating Basic Spreadsheets- Exercises 39-41

APTER 3- Data Entry 42 Selecting Cells 43 Entering Text into Cells 44 Entering Numbers into Cells 45 AutoComplete 46

Pick from Drop-Down List 46 Flash Fill- 2013 Only 46-47 Selecting Ranges 47-48 Ranged Data Entry 48 Using AutoFill 48-49

a Entry- Actions 50-52

a Entry- Exercises 53

APTER 4- Creating Formulas 54 Ranged Formula Syntax 55 Simple Formula Syntax 55 Writing Formulas 56 Using AutoSum 57 Inserting Functions 57-58

Editing a Range 58 Formula AutoCorrect 58 AutoCalculate 58-59

Chapters/Lessons: Page(s)

4.9- Function Compatibility- 2013 Only 5Creating Formulas- Actions 60-6

Creating Formulas- Exercises 6

CHAPTER 5- Copying & Pasting Formulas 65.1- Relative References and Absolute References 65.2- Cutting, Copying, and Pasting Data 64-65.3- AutoFilling Cells 65.4- The Undo Button 65-65.5- The Redo Button 6Copying & Pasting Formulas- Actions 67-6

Copying & Pasting Formulas- Exercises 7

CHAPTER 6- Columns & Rows 76.1- Selecting Columns and Rows 76.2- Adjusting Column Width and Row Height 76.3- Hiding and Unhiding Columns and Rows 76.4- Inserting and Deleting Columns and Rows 73-7

Columns & Rows- Actions 75-7Columns & Rows- Exercises 7

CHAPTER 7- Formatting Worksheets 77.1- Formatting Cells 77.2- The Format Cells Dialog Box 80-87.3- Clearing All Formatting from Cells 87.4- Copying All Formatting from Cells to Another Area 8Formatting Worksheets- Actions 8

Formatting Worksheets- Exercises 8

CHAPTER 8- Worksheet Tools 88.1- Inserting and Deleting Worksheets 88.2- Selecting Multiple Worksheets 8

8.3- Navigating Worksheets- 2013 Only 88.4- Navigating Worksheets- 2010:2007 88.5- Renaming Worksheets 88.6- Coloring Worksheet Tabs 88.7- Copying or Moving Worksheets 8Worksheet Tools- Actions 88-9

Worksheet Tools- Exercises 9

CHAPTER 9- Setting Worksheet Layout 99.1- Using Page Break Preview 99.2- Using the Page Layout View 99.3- The Page Setup Dialog Box 93-9Setting Worksheet Layout- Actions 96-9

Setting Worksheet Layout- Exercises 9

CHAPTER 10- Printing Worksheets 1010.1- Previewing and Printing Worksheets- 2013:2010 1010.2- Using Print Preview- 2007 Only 1010.3- Printing Worksheets- 2007 Only 10Printing Worksheets- Actions 103-10

Printing Worksheets- Exercises 10

CHAPTER 11- Helping Yourself 1011.1- Using Excel Help 10Helping Yourself- Actions 10

Helping Yourself- Exercises 10

Keyboard Shortcu ts 110 -11

7/28/2019 Excel intro 2010


CHAPTER 1-Getting Acquainted with Excel

1- About Excel

2- The Excel Environment- 2013



5- The Title Bar

6- The Ribbon

7- The File Tab and Backstage View- 2013:2010

8- The Microsoft Office Button- 2007 Only

9- Scroll Bars

10- The Quick Access Toolbar

11- Touch Mode- 2013

12- The Formula Bar

13- The Workbook Window

14- The Status Bar

15- The Workbook View Buttons

16- The Zoom Slider

17- The Mini Toolbar

18- Keyboard Shortcuts

7/28/2019 Excel intro 2010


Getting Acquainted with Excel

1- About Excel:

Microsoft Excel is a spreadsheet program that you can use to organize and manipulate informatioth Excel, you can create worksheets that can perform complex calculations instantly. When yo

mbers in your worksheet change, Excel can recalculate the answers automatically! You also havmplete control over the appearance of your worksheets. For example, you can control the size, style, anlor of the font used in the worksheets.

Excel also has the ability to create charts, tables, and graphs from data stored in its worksheets. n also use data stored in other applications. For example, you could import data from an Access tabo your worksheet and then create a report with an accompanying chart to illustrate the data in Excel. Yould then perform additional mathematical operations on the data in Excel, if desired. For examplojecting fiscal scenarios is one way to take advantage of the tools available in Excel.

Excel contains many tools that assist you in perfecting your worksheets. The AutoSum function excellent example of this ingenuity of design. It will automatically add numbers in columns and rows f

u.Now you should take a moment to become familiar with the general operating environment of th

cel program. To become a fast and efficient Excel user, you will have to know where the tools are at e program interface and what they are named.

7/28/2019 Excel intro 2010



2- The Excel Environment- 2013:

The picture shown below is of the user interface in Excel 2013 after creating a new, blank workbooworkbook is the default file type in Excel, much like a document is the default file type in Word.

orkbook can contain multiple worksheets where the data is stored and manipulated in the columns anws. In Excel 2013, you are given one worksheet by default within your new, blank workbook. The defaume of the worksheet is Sheet1 and is displayed on the worksheet tab in the lower left corner of thndow. You may open and close multiple workbooks within Excel without closing the entire Excplication. Even if you close all open workbooks, you will see some of the items within the Excvironment displayed onscreen within the application window.

The application window is the outer frame of the program. It consists of the Title Bar, the Quiccess toolbar, the Ribbon, the Formula Bar, and any currently displayed workbooks. When you exit thplication, Excel will close- including closing all open workbooks. Excel will prompt you to save changeat you have made to any open workbooks that you were working on before closing.

Workbooks appear inside of the application window. Each workbook contains an individuorksheet, the worksheet tabs, the worksheet scroll bars, and the Previous Sheet and Next Sheettons.

Now you will examine the individual elements that comprise the Excel application and thorkbooks. In addition to knowing the names of these objects and where they are located onscreen, yol also need to know the function of each object within Excel.

Rows

Scroll Bars

WorksheetTab Status Bar

Columns

Previous Sheet

and Next Sheet,

Buttons

Ribbon

Title Bar

Formula Bar

Name Box

Active Cell

Quick Access Toolbar

7/28/2019 Excel intro 2010




The picture below is of the initial screen when you first open Excel 2010. The first thing that yoould notice is that the Excel screen consists of two windows: the application window, and the workboo

ndow. A workbook is the default object in Excel, much like a document is the default object in Word.nsists of three worksheets, by default. It opens up within the application window, and is where you cread modify worksheets. You may close the workbook window without closing the entire Excel applicatiois allows you to open and close different workbooks without having to restart the program.

The application window is the outer frame of the program. It consists of the Title Bar, the Quiccess toolbar, the Ribbon, the Formula Bar, and the current workbook window. When you close thplication window, Excel will close- including all open workbooks. It will also prompt you to save changeat you have made to any open workbooks that you were working on before closing.

The workbook window is inside of the application window. It contains the individual worksheets, throll bars, and the First Sheet, Previous Sheet, Next Sheet, and Last Sheet buttons. As mentionerlier, you may have several workbooks open at the same time in Excel.

Now you will examine the individual elements that comprise the Excel application and thorkbooks. In addition to knowing the names of these objects, and where they are located, you will alsed to know the function that each part plays in using the Excel application.

Rows

Scroll Bars

WorksheetTitles Status Bar

Columns

First Sheet,

Previous Sheet,

Next Sheet, and

Last Sheet

Buttons

Ribbon

Title Bar

Formula Bar

Name Box

Active Cell


7/28/2019 Excel intro 2010




The picture below is of the initial screen when you first open Excel 2007. The first thing that yoould notice is that the Excel screen consists of two windows: the application window, and the workboo

ndow. A workbook is the default object in Excel, much like a document is the default object in Word.nsists of three worksheets, by default. It opens up within the application window, and is also where yoeate and modify worksheets. You may close the workbook window without closing the entire Excplication. This allows you to open and close different workbooks without having to restart the program.

The application window is the outer frame of the program. It consists of the Title Bar, the Quiccess toolbar, the Ribbon, the Formula Bar, and the current workbook window. When you close thplication window, Excel will close- including all open workbooks. It will also prompt you to save changeat you have made to any open workbooks that you were working on before closing.

The workbook window is inside of the application window. It contains the individual worksheets, throll bars, and the First Sheet, Previous Sheet, Next Sheet, and Last Sheet buttons. As mentionerlier, you may have several workbooks open at the same time in Excel.

Now you will examine the individual elements that comprise the Excel application and thorkbooks. In addition to knowing the names of these objects, and where they are located, you will alsed to know the function that each part plays in using the Excel application.

Rows

Scroll Bars

WorksheetTitles Status Bar

Columns

First Sheet,

Previous Sheet,

Next Sheet, and

Last Sheet

Buttons

Ribbon

Title Bar

Formula Bar

Name Box

Active Cell


Microsoft Office Button

7/28/2019 Excel intro 2010

10/113 1Introductory ExcelTeachUcomp, Inc.


5- The Title Bar:

The Title Bar is the bar that runs across the top of the application window. The name of thorkbook that you are working on will be displayed in the center of this bar. At the right end of the Title B

a button group. There are five buttons in this group in Excel 2013 and three in Excel 2010 and 200ey are, from left to right, Microsoft Excel Help, Ribbon Display Options, Minimize, Maximize/Restoown, and Close. In Excel 2010 and 2007, only the last three buttons mentioned are displayed. Othan the Microsoft Excel Help button, these buttons affect the display of the application window.

In Excel 2013, you can click the Microsoft Excel Help button to open a separate window where yon search for help topics within Excel. Clicking the Ribbon Display Options button will show you optiochanging the display of the Ribbon in a drop-down menu. You can click on the choice of Ribbon displa

at you prefer within this drop-down menu to set the appearance of the Ribbon within Excel 2013.Clicking the Minimize button will send the application window down to the Windows Taskbar whe

u can view it again later by clicking on its entry within the Windows Taskbar.Clicking the Maximize button will enlarge your application window to fill the entire display. It w

so toggle the function of the same button to the Restore Down command. Clicking the Restore Dowtton will change the size of the window, allowing you to size and position it onscreen as you wish usinur mouse. When you click the Restore Down button, it will toggle back into the Maximize button.

Clicking the Close button will simply close the Excel application. If you have unsaved changes y open workbooks, you will be prompted to save those changes before the program closes.

6- The Ribbon:

The primary tool that is available for you to use in Excel is the Ribbon. This object allows you

rform all of the commands available in the program. The Ribbon is divided into tabs. Within these tabe different button groups of commands. The commands in each button group can be accessed eithough the use of buttons, boxes, or menus that are available within the group.

Also note that for advanced options, or for users more familiar with the old dialog box functionalExcel, you can click the Dialog Box launcher button that appears in the lower right corner of some groupthe currently displayed, or active, tab within the Ribbon to open a dialog box of all options that a

ailable for the group.You should also notice that you can double-click on the active tab within the Ribbon to both hide an

ow the contents of the Ribbon. This can be a handy way to gain additional workspace while creating thntents of your workbook.

You can simply click on the main tabs shown in the Ribbon to switch the button groups displayee default tabs shown in the Ribbon are: File (only in 2010 and later), Home, Insert, Page Layouormulas, Data, Review, View, and (possibly) Add-Ins. You can also enable the Developer tab,ng macros or code within a workbook.

In addition to the primary tabs available for you to use in Excel, you will also see special contextuabs that will appear within the Ribbon when you have a particular type of object selected in your workboou will see contextual tabs appear, for example, when you have either a picture, table, diagram, drawinchart selected within your workbook. The groups that then appear on the contextual tabs will be directated to modifying the type of object selected. You can make the contextual tabs disappear by clickin

way from the selected object within the workbook to deselect the object.

7/28/2019 Excel intro 2010



7- The File Tab and Backstage View- 2013:2010:

Starting in Excel 2010, the File tab within the Ribbon replaces the functionality of the oldicrosoft Office button that appeared in Excel 2007. You can click the File tab in the Ribbon to open

ew of the file called the Backstage View. In this view, you can perform all of your file management. Thcludes performing functions such as saving your file, opening an existing file, or creating a new file.The File tab is shown in a different color so that you can easily locate it. When you click the Fil

b within the Ribbon, you will no longer see the contents of the file that you were working on, but rather yol see the Backstage View of your file. The commands that are shown at the left side of the view are th

e management commands that are available for your program.When you click on a command in this section of commands at the far left side of the backstage view

u will then see additional options for the selected command appear to the right within the Backstagew. You can then make additional selections in the new section, as needed. For example, to create a neorkbook, you click the New command and then select the desired workbook template to use from thting shown to the right in the Backstage View.

8- The Microsoft Office Button- 2007 Only:

The Microsoft Office button gives you access to your basic file management functions within Exc07. For upgrading users, you will find that this button replaces the functionality previously found under tle command in the old Menu Bar.

When you click this button, you will see a panel of commands appear. At the left side of the panel sting the most basic and fundamental file management commands. You can find the following commanthe upper section of the command menu: New, Open, Save, and Save As. In the section below tha

u will find commands for the most common tasks performed with a finished workbook: Print, Prepareend, and Publish. At the bottom of the command list is the Close command, which you can use se the current workbook.

To the right of the command menu is a listing of the most recently opened workbooks. Microsocel still maintains a default listing of the nine most recently opened documents in the Recent Documenction. You can click on the name of a workbook listed here to quickly reopen a recently accesserkbook. As before, you can increase or decrease the number of recently opened documents shown in thction by changing Microsoft Excels default options. We will cover these options much later, but it is usefnote that they can be accessed by clicking the Excel Options button in the lower right corner of thnel. For upgrading users, note that this replaces the options that used to be found by selecting the Too

ptions.. command from the old Menu Bar.You can also click the Exit Excel button that is located in the lower right corner of this panel to ex

e Excel application. You will be prompted to save any unsaved changes to any open documents befocel closes.

9- Scroll Bars:

The scroll bars run both vertically and horizontally in the bottom right corner of your workbook. Yon click the arrows at the ends of the scroll bars to scroll through the workbook in that direction. You caso click and drag the little gray box inside of the scroll bars to quickly scroll through the content displaye

the workbook, as well.

7/28/2019 Excel intro 2010



10- The Quick Access Toolbar:

The Quick Access toolbar is located above the Ribbon, by default. However, you can also placelow the Ribbon, if desired, by clicking the Customize Quick Access Toolbar button at the right end of tholbar and then selecting the Show Below the Ribbon command. You can reset it to its default location cking the same Customize Quick Access Toolbar button and then choosing the Show Above thbbon command.

This is the only toolbar available for use in Excel. By default, you have buttons for quick access e following commands: Save, Undo, and Redo (Repeat). However, you can easily add buttons to tholbar for the functions that you use most.

One way to add a button to the Quick Access toolbar is to right-click on any command button nction within the Ribbon which you want to add, and then choose the Add to Quick Access Toolbammand. The function will then be added to the Quick Access toolbar. You can easily remove a button thu have added to the Quick Access toolbar by right-clicking on the button that you wish to remove, anen choosing the Remove from Quick Access Toolbar command.

Also note that you can more thoroughly customize the Quick Access toolbar by clicking thustomize Quick Access Toolbar button, and then clicking the More Commands choice. This opee Excel Options window.

At the right side of the panel are two sets of command button listings. The listing at the far right e panel is the set of button commands that are currently shown in the Quick Access toolbar. The order hich the commands appear in this list from top to bottom is the order in which they will display from left ht within the Quick Access toolbar.

To the left of this panel is a listing of commands that you can add to the Quick Access toolbar. Yon select which functions are shown in this list by selecting a command grouping to display from thhoose commands from: drop-down that is located above the list.

To add a command to the Quick Access toolbar from this list, click on the command that you wish d from the choices available in the left list. Then click the Add>> button to move the selected commano the Quick Access toolbar list to the right.

You can remove a command from the Quick Access toolbar list at the right by clicking on it to selefirst. Then just click the Remove button to remove it from the list.

Also, you can change the order in which the buttons appear in the Quick Access toolbar by selectincommand in the list, and then clicking either the Up orDown arrow buttons to the right of this list. Wheu have finished customizing the content of the Quick Access Toolbar, click the OK button in the lowht corner of the Excel Options window to save and apply your changes.

11- Touch Mode- 2013:

Because of the increased use of tablets, Excel 2013 has been redesigned with a new mode to alloeasier access to the buttons and other commands within the Ribbon and Quick Access toolbar. Th

ode is called touch mode. When you enter touch mode within the Excel 2013 interface, the Ribbon anuick Access toolbar are enlarged and extra space is added around the buttons and commands within thbbon and Quick Access toolbar so that you can more easily access them on your touch-based tablet.

To enable touch mode within Excel 2013, click the small drop-down arrow at the right end of thuick Access toolbar to display a listing of the most commonly used commands. Then click or tap thouch/Mouse Mode command in the drop-down menu to add that button to the Quick Access toolbar.

You can then enable or disable touch mode in Excel 2013 by clicking or tapping the Touch/Mouode button within the Quick Access toolbar. From the drop-down menu that then appears, you can sele

7/28/2019 Excel intro 2010



11- Touch Mode- 2013 (contd.):

e mode you prefer to use: Mouse or Touch. When Touch mode is enabled the buttons within thbbon and Quick Access toolbar will appear larger and with more space surrounding them onscreen. Yon select the Mouse choice to toggle touch mode off, restoring the default size of the buttons onscreen.

13- The Workbook Window:

The workbook window is the window in which you will perform almost all of your work. Within thorkbook window you will enter data into the worksheets. The names of the worksheets within a workbooe shown on tabs in the lower-left corner of the workbook. A workbook stores information much liketabase table does. Starting in Excel 2007, the size of each worksheet within a workbook has been grea

creased. A single worksheet in a workbook is arranged as a grid that contains 16,384 columns an048,576 rows. The first 26 columns are labeled A through Z. After that, they are labeled AA through A

en AAA through XFD. The rows are simply sequentially numbered from 1 through 1,048,576.The intersection of a column and a row within a worksheet is called a cell. Cells are where you ent

ormation. They are referenced by their column and row location within the worksheet, using aentification known as a cell address. For instance, the first cell in the upper left corner is called cell A1cause it is in column A at row 1. To the right of that cell is cell B1 because it is in column B, row 1. Thhow you refer to a specific cell in Excel, just combine the column letter with the row number.

You can only enter data into the currently selected cell, which is also called the active cell, withe worksheet. You can tell which cell is selected because it will have a border appear around it, and its cdress will appear in the Name box in the Formula Bar. The column and row heading for the column anw in which the active cell is located will also appear highlighted. You can only have one active ce

ailable for data entry at a time. Make sure that you leave the cell after performing data entry by movine cursor out of the cell, or by clicking a different cell, to set the data into the cell and continue data entry e workbook.

Note that although you can scroll throughout the whole worksheet, you will only be able to enter dao the currently selected cell. So, even ifyouve scrolled the view of the worksheet one hundred columnthe right, if your active cell is A1 thats where your data entry will occur when you type.

You can also select multiple cells if you simply want to manipulate the information already containeside of them. For instance you can select from A1 through A10 and then add their values together. Wl look at selecting and manipulating ranges of data later on in this tutorial.

12- The Formula Bar:

The Formula Bar is located underneath the Ribbon. At its left end is the Name Box which displae address of the currently selected cell in your workbook. To the right of that is the Insert Formula buttohich looks like the function (fx) sign. The large bar to the right of that button is where you can see, edit eate a formula to enter into the currently selected cell in the workbook. If you want to edit or changmulas after creating them, they will be displayed here for editing. Later on, this will become invaluable u. For now, just remember that you will want to look into this bar to see the contentsof cells that conta

mulas, versus the answers to the formulas which are displayed in the cells within the workbook.

7/28/2019 Excel intro 2010

14/113

7/28/2019 Excel intro 2010



16- The Zoom Slider:

In the lower right corner of the application window, you can see the Zoom slider. You can use this ange the magnification level of the workbook. This does not modify the workbook in any way, but rath

anges your perception of how close or far away the workbook appears onscreen.You can easily change the magnification level by using the Zoom slider. You can click and drag thder left towards the minus symbol to shrink the magnification level, which appears as a percentage nethe zoom slider. You can also click and drag the slider to the right, or towards the plus sign, to increas

e magnification level.You can also change the magnification using the settings available in the Zoom dialog box. Yo

n access this dialog box by clicking the actual zoom magnification level shown in the Status Bar, or bcking the View tab in the Ribbon, and then clicking the Zoom button in the Zoom group. Also noat you have a few other common zoom magnification levels shown in the Zoom group in the Ribbon thu can click to change the magnification.

In the Zoom dialog box, you can select the desired zoom level by choosing an option from thagnification section. Once you have set your desired magnification option, you can then click the Otton to apply the selected magnification level to the workbook view.

17- The Mini Toolbar:

When you select text within a cell and hold your mouse pointer over it, you will see a small dimmet toolbar appear next to the selection. This is the Mini toolbar. You can roll your mouse pointer over thded-out toolbar to make it appear solid. You can then select from the many buttons that appear in the Molbar to apply quick formatting to the selection.

18- Keyboard Shortcuts:

The changes to the visual interface that started in Excel 2007 changed the use of keyboaortcuts within the application. While many things have changed, many other things have stayed thme, to assist users in the migration to Excel 2007 or later from previous versions. First off, you should b

ware that all of the Ctrl key keyboard shortcuts remain intact. So, for example, you can still entortcuts like Ctrl plus the S key to quickly save changes as you work. The major change has occurreusing the Alt key keyboard shortcuts. Once again, for upgrading users, it may be reassuring to note thu can still use any of the Alt keyboard shortcuts from Excel 2003. However, there is no longer any visu

ay to remember what they were due to the removal of the Menu Bar. So if you use the old Alt keyboaortcuts, then you must enter them strictly from memory.

If you are new to Excel, then you may be wondering what a keyboard shortcut is. A keyboaortcut simply allows you to press a combination of keyboard characters to execute a command functiostead of clicking a button in the Ribbon or the Quick Access toolbar. While you may never really use themany users find it tiresome to always have to reach for their mouse to execute a command function. Thesers may favor the use of keyboard shortcuts, instead, as it allows them to perform many commannctions while keeping their hands on the keyboard.

Keyboard shortcuts typically involve holding down either the Ctrl orAlt key on your keyboard anen entering another keystroke or set of keystrokes. You then release the Ctrl orAlt key. In previo

eases, you could see the Ctrl key keyboard shortcuts listed next to their corresponding commanarting in Excel 2007, you will see them listed in the small pop-up windows that appear when yo

7/28/2019 Excel intro 2010



18- Keyboard Shortcuts (cont'd.):

ld your mouse pointer over any command function shown in the Ribbon. Note that not every commanction has a corresponding Ctrl key keyboard shortcut. In these cases, you can use the Alt key

able the new key badge system in Excel. You can then use the key badge system to enter a sequence y strokes. This replaces the olderAlt key keyboard shortcuts. Lets look at how you can use the new kedge system in Excel.

First, press the Alt key on your keyboard to display a set of key badges next to the various objecthe Ribbon and the Quick Access toolbar. You then press the key on your keyboard that corresponds e command function that you wish to show. You continue pressing the corresponding key badges unu press the key badge for the command function that you want to execute.

If you happen upon a drop-down menu as you are entering your key badges, or your key badgork simply opens up a dialog box, dont worry. You can execute a command shown in a dialog box or inop-down by looking to see if the command function that you want to execute has an underlined letter in me. If it does, you simply press the key on your keyboard that corresponds to the underlined letter. Ththe same thing as pressing a corresponding keyboard key when you see a key badge.

7/28/2019 Excel intro 2010


ACTIONS-Getting Acquainted with Excel

SING THE TITLE BAR:

In Excel 2013, you can click the Microsoft Excel Help button to open a separate window where yocan search for help topics within Excel.

Clicking the Ribbon Display Options button will show you options for changing the display of thRibbon in a drop-down menu. You can click on the choice of Ribbon display that you prefer within thdrop-down menu to set the appearance of the Ribbon within Excel 2013.In all versions of Excel, clicking the Minimize button will send the application down to the WindowTaskbar, where you can view it later by clicking on its entry in the Windows Taskbar.Clicking the Maximize button will enlarge your application window to full-screen size. It will also toggthe function of the same button to the Restore Down command.Clicking the Restore Down button will change the size of the window, allowing you to size and positioit onscreen as you wish using your mouse. When you click the Restore Down button, it will toggle bainto the Maximize button.Clicking the Close button will simply close the Excel application. If you have unsaved changes in anopen workbooks, you will be prompted to save those changes before the program closes.

SING THE RIBBON:

Double-click on the active tab within the Ribbon to both hide and show the contents of the Ribbon. Thcan be a handy way to gain additional workspace while creating your workbook.Click on the main tabs shown in the Ribbon to switch the groups displayed. The default tabs shown the Ribbon are: File (Only in Excel 2013 and 2010), Home, Insert, Page Layout, FormulasData, Review, View, and (possibly) Add-Ins. You can also enable the Developer tab, if usin

macros or code within a workbook.In addition to the primary tabs available for you to use in Excel, you will also see special contextuatabs that will appear within the Ribbon when you have a particular type of object selected in yoworkbook. You can make the contextual tabs disappear by clicking away from the selected object deselect it.Within the selected, oractive, tab are different button groups of commands. The commands in eacbutton group can be accessed either through the use of buttons, boxes, or menus that are availabwithin the group.Also note that to access advanced options, or for users more familiar with the old dialog bofunctionality of Excel, you can click the Dialog Box launcher button that appears in the lower left corn

of each group on the currently displayed, or active, tab within the Ribbon to open a dialog box options that are available for the group.

7/28/2019 Excel intro 2010



SING THE MICROSOFT OFFICE BUTTON- 2007 ONLY:

Click this button to see a command panel appear.At the left side of the panel is a listing the most basic and fundamental file management commands frowhich you can choose.To the right of the command menu is a listing of the most recently opened workbooks. You can click othe name of a workbook listed here to quickly reopen a recently accessed file.You can access the default options in Excel by clicking the Excel Options button in the lower rig

corner of this panel.You can click the Exit Excel button that is located in the lower right corner of this panel to exit thExcel application.

SING THE FILE TAB AND BACKSTAGE VIEW- 2013 & 2010:

Starting in Excel 2010, the File tab within the Ribbon replaces the functionality of the olderMicrosoOffice button that appeared in Excel 2007. You can click the File tab in the Ribbon to open a view

the file called the Backstage View. In this view, you can perform all of your file management.The File tab is shown in a different color so that you can easily locate it.When you click the File tab within the Ribbon, you will no longer see the contents of the file that yowere working on, but rather you will see the Backstage View of your file. The commands that ashown at the left side of the view are the file management commands that are available for yoprogram.When you click on a command in the far left section of commands, you will then see additional optiofor the selected command appear to the right within the Backstage View.You can then make additional selections in the new section, as needed. For example, to create a neworkbook, you would click the New command, and then select the desired workbook template to usfrom the listing shown at the right side of the Backstage View.

SING THE QUICK ACCESS TOOLBAR:

You can place the Quick Access Toolbar below the Ribbon by clicking the Customize Quick AcceToolbar button at the right end of the toolbar and then selecting the Show Below the Ribbocommand.You can reset it to its default location by clicking the same Customize Quick Access Toolbar buttoand then choosing the Show Above the Ribbon command.One way to add a button to the Quick Access toolbar is to right-click on any command button or functiowithin the Ribbon which you want to add, and then choose the Add to Quick Access Toolbacommand.You can easily remove a button that you have added to the Quick Access toolbar by right-clicking on tbutton that you wish to remove, and then choosing the Remove from Quick Access Toolbar commanAlso note that you can more thoroughly customize the Quick Access toolbar by clicking the CustomizQuick Access Toolbar button, and then clicking the More Commands choice. This opens the ExcOptions window.

ont.)

7/28/2019 Excel intro 2010



SING THE QUICK ACCESS TOOLBAR- (CONTD.):

At the right side of the panel are two sets of command button listings. The listing at the far right is the sof button commands that are currently shown in the Quick Access toolbar. To the left of this panel is

listing of commands that you can add to the Quick Access toolbar. You can select which functions ashown in this list by selecting a command grouping to display from the Choose commands from: drodown that is located above the list.To add a command to the Quick Access toolbar from this list, click on the command that you wish to adfrom the choices available in the left list. Then click the Add>> button to move the selected commaninto the Quick Access toolbar list to the right.You can remove a command from the Quick Access toolbar list at the right by clicking on it to select first. Then just click the Remove button to remove it from the list.You can change the order in which the buttons appear in the Quick Access toolbar by selectingcommand in the list, and then clicking either the Up orDown arrow buttons to the right of this list.

. When you have finished customizing the content of the Quick Access Toolbar, click the OK button the lower right corner of the Excel Options window to save and apply your changes.

SING THE SCROLL BARS:

The scroll bars can appear both vertically and horizontally along the right and bottom sides of yo

document window. They have arrows at the each end that point in the direction in which they will scrthe workbook window when you click them.You may click the arrows at the ends of the scroll bars to move through the workbook, or you may cliand drag the box inside of the scroll bars to move through the workbook more rapidly.

SING TOUCH MODE- 2013:

To enable touch mode within Excel 2013, click the small drop-down arrow at the right end of the QuiAccess toolbar to display a listing of the most commonly used commands.Then click or tap the Touch Mode command in the drop-down menu to add that button to the Quic

Access toolbar.You can then enable or disable touch mode in Excel 2013 by clicking or tapping the Touch Mod

option button within the Quick Access toolbar.When the option button appears selected, then touch mode is enabled and the Ribbon and Qui

Access toolbar will appear larger onscreen.You can click or tap the Touch Mode button again to deselect the button and toggle touch mode orestoring the default size of the onscreen elements.

7/28/2019 Excel intro 2010



SING THE WORKBOOK VIEW BUTTONS:

The workbook view buttons are a group of three buttons located towards the lower right corner of thapplication in the Status Bar. You can click these buttons to change the working view of your workboo

The different workbook views are: Normal, Page Layout View, and Page Break Preview.Also note that you can select the View tab in the Ribbon, and then click the command buttons thappear within the Workbook Views group to switch between the views of a workbook. This is simpanother way of switching between the workbook views.

SING THE ZOOM SLIDER:

You can easily change the magnification level by using the Zoom slider. You can click and drag thslider left towards the minus symbol to shrink the magnification level, which appears as a percentagnext to the zoom slider. You can also click and drag the slider to the right, or towards the plus sign,

increase the magnification level.You can also change the magnification using the settings available in the Zoom dialog box. You caaccess this dialog box by clicking the actual zoom magnification level shown in the Status Bar, or bclicking the View tab in the Ribbon, and then clicking the Zoom button in the Zoom group. Also nothat you have a few other common zoom magnification levels shown in the Zoom group in the Ribbothat you can click to change the magnification.In the Zoom dialog box, you can select the desired zoom level by choosing an option from thMagnification section. Once you have set your desired magnification option, you can then click thOK button to apply the selected magnification level to the workbook view.

SING THE STATUS BAR:

At the bottom of the application window is a long, thin, horizontal bar called the Status Bar. Here yocan see various statuses that are capable of being monitored in Excel, such as the cell mode and thmagnification level.You can choose which statuses you wish to show or hide in the Status Bar by simply right-clicking yomouse anywhere in the Status Bar to view the Customize Status Bar panel.This panel shows a listing of the available tools and statuses that you can show or hide in the StatBar. Any listed objects that appear with a check to the left of their names are already being shown in thStatus Bar. Objects that do not have a check to the left of their names in this list are not currently beindisplayed in the Status Bar.You can click on the name of any object in this list to toggle the display from on to off, or vice versa.

SING THE MINI TOOLBAR:

When you select text within a cell and hold your mouse pointer over it, you will see a small dimmed-otoolbar appear next to the selection.You can roll your mouse pointer over the faded-out toolbar to make it appear solid.You can then select from the many buttons that appear in the Mini toolbar to apply quick formatting

the selection.

7/28/2019 Excel intro 2010



SING CTRL KEY KEYBOARD SHORTCUTS:

If you are entering a keyboard shortcut that begins with the Ctrl key, then simply press and hold dowthe Ctrl key.

Then simultaneously press any other keys listed in the Ctrl key shortcut once.Then release the Ctrl key.

SING ALT KEY KEYBOARD SHORTCUTS:

Press the Alt key to enable the key tip badges.Press the key on your keyboard that corresponds to the key tip badge that you wish to follow.Continue to press the corresponding key tip badge until you reach the command that you wish execute. Note that if you see a command that has an underlined letter in its name, you can press thcorresponding key on your keyboard to execute it, just as if the underlined letter were a key tip badge.

Press the key on your keyboard that corresponds to the key tip badge or underlined letter in thcommand function that you wish to execute.

7/28/2019 Excel intro 2010


EXERCISES-Getting Acquainted with Excel

urpose:

To be able to find the basic objects in the Excel application.

xercises:

Open your Excel application.Find the Zoom Slider.Find the Quick Access toolbar.Find the Ribbon.Locate the Status Bar at the bottom of the screen.Exit the Excel application.

7/28/2019 Excel intro 2010


CHAPTER 2-File Management

.1- Creating New Workbooks- 2013 Only



.4- Saving Workbooks- 2013 Only



.7- Closing Workbooks- 2013 Only

.8- Closing Workbooks- 2010:2007 Only

.9- Opening Workbooks- 2013 Only



.12- Recovering Unsaved Workbooks- 2013 Only

.13- Using the Window Command Group

.14- Switching to Full Screen View

.15- Working with Excel File Formats

7/28/2019 Excel intro 2010


File Management

1- Creating New Workbooks- 2013 Only:

When you first open the Excel 2013 application, you will be presented with the startup screen thows you to create a new workbook. If you already have opened a workbook you can view a similar scree

clicking the File tab within the Ribbon and then selecting the New command at the left side of thckstage view.In the Available Templates section that appears to the right in the backstage view, you can choos

start a new workbook from one of the many templates available or you can choose to simply createw blank workbook by clicking the desired template choice.

If you want to create a new blank workbook in Excel 2013, click the Blank Workbook choice in thction at the right.


To create a new workbook in Excel 2010, click the File tab within the Ribbon and then select thew command. In the Available Templates section that appears to the right in the Backstage View, yon choose to start a new workbook from one of the many templates available, or you can choose to simpeate a new blank workbook. If you want to create a new, blank workbook, select the Blank Workboooice in the section at the right. Then click the Create button in the far right section of this window.


To create a new workbook, click the Microsoft Office button and then select the New commanis will launch the New Workbook window. Here you can choose to start a new workbook from one of th

any templates available, or you can choose to simply create a new blank workbook.In the New Workbook window, you can select a category at the left side of this window to have th

ntent for the selected category appear at the right side of this window. For whichever category lected, you will see several common items that you can create in the area to the right. If you want teate a new, blank workbook, select the Blank and recent category. Then select the Blank Workboooice in the section at the right. Then click the Create button in the lower right corner of this window.

4- Saving Workbooks- 2013 Only:

When you save a workbook for the first time, you must use the Save As command so that you caoose where to save the file and what to name it. To do this, click the File tab within the Ribbon. Theck the Save As command in the command panel shown at the left side of the backstage view. To thht of the command panel, you will see the places that are available for you to save the file. These includurSkyDrive folder for Microsoft user accounts and your Computer. When you save to your SkyDrivder, the documents will be saved on an online computer that you can access from any computer that yon access with your Microsoft user account. If you select the Computer choice, the file will be save

cally on the computer at which you are working.If you are signed into your computer and Microsoft Office 2013 by using a Microsoft user accoun

en you can click the SkyDrive choice to save to your online SkyDrive folders. After selecting this choicu will see any recently selected SkyDrive folders shown to the right under the Recent Folders sectio

u can click on a recently accessed folder to select it as the save location. At that point a Save As dialox will appear. If you have no folders listed in the Recent Folders section, then instead click the Brows

7/28/2019 Excel intro 2010


File Management


When you save a workbook for the first time, you must use the Save As dialog box. To do thck the File tab within the Ribbon. Then click the Save As command in the command panel shown e left side of the Backstage View. In the Save As dialog box that then appears, give Excel a location hich the workbook will be saved, and enter a file name. Give it a name that you will remember, and bre to remember to which folder you saved it. This latter step is often more crucial. People will oftemember what they called a file, but cant remember into which folder they saved it.

Once youve named the file and saved it, its name will appear in the title bar. After that, when yoake changes in the future that you want to save, you can just click the Save button in the Quick Acceolbar, or click the File tab in the Ribbon and then click the Save command. You will not have to re-ente file name and select a location. Excel will save the changes automatically to the existing file.

File names may be up to 255 characters in length, but should probably be short and descriptivcel will not let you use the following symbols in a file name: the colon [:], the forward slash [/], the bac

ash [\], the greater than sign [>], the less than sign [], the less than sign [

7/28/2019 Excel intro 2010


File Management

7- Closing Workbooks- 2013 Only:

To close a workbook in Excel 2013, click the click the File tab within the Ribbon and then click thlose command at the left side of the backstage view. Alternately, you can close an open workbook bcking the X in the upper-right corner of the application window. If you havent saved changes to yoen workbook before closing, Excel will prompt you to save your work in a dialog box that appeascreen. You can then click the Save button within this dialog box to save your work.

9- Opening Workbooks- 2013 Only:

To open a workbook, you must first know where the workbook you want to open is located. Wheu initially open Excel, you can see a listing of recently opened workbooks shown in the panel at the le

de of the startup screen, under the Recent section. You can open one of these listed workbooks bcking on its name within the panel to reopen it. However, if the workbook you want to open is not showthe listing, then you can click the Open OtherWorkbooks command within the panel reveal the Opetegory within the backstage view. If you are already working within Excel and wish to open anoth

orkbook, you can also display the Open category within the backstage view by clicking the File tathin the Ribbon and then clicking the Open command at the left side of the backstage view.

At that point, you can see the locations within which you can look for the file to open displayed to thht of the command panel in the backstage view. If the file that you wish to open is saved within you

yDrive, then click the SkyDrive choice. If the file that you want to open is located on your computer, theck the Computer command. You will then see any recently accessed folders within your selected plac


When you save a workbook for the first time, you must use the Save As dialog box. To do thck the Microsoft Office button, and then roll down to the Save As command. From the side menu

mat choices, click on the desired file format to use when saving the workbook. In the Save As dialox, give Excel a location to which the workbook will be saved, and a file name. Give it a name that you wmember, and be sure to remember to which folder you saved it. This latter step is often more cruciaople will often remember what they called a file, but cant remember into which folder they saved it.

Once youve named the file and saved it, its name will appear in the title bar. After that, when yoake changes in the future that you want to save, you can just click the Save button in the Quick Acceolbar, or click the Microsoft Office button and then click the Save command. You will not have to re-ente file name and select a location. Instead, Excel will save the changes automatically to the existing file.

File names may be up to 255 characters in length, but should probably be short and descriptivcel will not let you use the following symbols in a file name: the colon [:], the forward slash [/], the bac

ash [\], the greater than sign [>], the less than sign [

7/28/2019 Excel intro 2010


File Management

9- Opening Workbooks- 2013 Only (contd.):

ted within the Recent Folders section. You can click one of these folders to open the location within thpen dialog box. If there are no folders listed within these sections, or if the folder you want to open is n

ted, then you can click the Browse button to launch the Open dialog box where you can select a foldview.In the Open dialog box that appears, you can navigate to the folder location you want to view

eded. Within the selected folder you should see an icon for the file that displays the workbook files namthin the files and folders shown in the Open dialog box.

To open a file from the selected location, click the icon for the file that you want to open and theck the Open button in the lower right corner of the Open dialog box. Alternately, you could also juuble-click on the icon of the file shown in the Open dialog box to open the file.

You can also use this dialog box to simultaneously open multiple workbooks within the same foldedo this you hold down the Ctrl key on your keyboard and then click on each file that you want to open

ey are non-adjacent (not next to each other) files within the selected folder. If the files are adjacent (neeach other), you can click the first file, hold down Shift (instead ofCtrl) and click the last file in the liserything between the two files will be selected. Once you have selected your files, release any keyboays that you are holding down and then click the Open button in the lower right corner of the Ope

alog box. This will open all of the highlighted, or selected, workbooks.Also notice that if you are simply trying to open a recently accessed workbook, you can select th

ecent Workbooks command within the Open category of the backstage view. You can then click on thme of any recently opened files that appear in the list to the right of the command panel to reopen themis replicates the Recent category shown in the startup screen in Excel.


To open a workbook, you must first know where the workbook you want to open is located. Oncu know where the file is located, you open it using the Open dialog box. You can access this dialog boclicking the File tab within the Ribbon and then clicking the Open command in the Backstage View.

e Open dialog box that appears, navigate to the location of the file you want to open. You should see aon for the file with the document files name within the files and folders shown in the Open dialog box.

To open a file from the selected location, click the icon for the file that you want to open, and theck the Open button in the lower right corner of the Open dialog box. Alternately, you could also juuble-click on the icon of the file shown in the Open dialog box to open the file.

You can also use this dialog box to simultaneously open multiple workbooks from the same locatiodo this, follow the steps above, but this time when selecting the files from the listing shown in the Opealog box, you hold down the Ctrl key on your keyboard and then click on each file that you want to opehey are non-adjacent (not next to each other) files. If the files are adjacent (next to each other), you cack the first file, hold down Shift (instead ofCtrl) and click the last file in the list. Everything between tho files will be selected. Once you have selected your files, release any keyboard keys that you alding down and then click the Open button in the lower right corner of the Open dialog box. This wen all of the highlighted, or selected, documents.

Also notice that if you are simply trying to open a recently accessed workbook, then you may be absimply click the File tab within the Ribbon, and then click the Recent command. You can then click o

e name of the recently opened files that appears in the list to the right of the command panel.

7/28/2019 Excel intro 2010


File Management


To open a workbook, you must first know where the workbook you want to open is located. Thcation could be within a folder on your computer, a network folder, a CD-ROM, or perhaps located o

me other type of removable media. Once you know where the file is located, you open it by using thpen dialog box.You can access this dialog box by clicking the Microsoft Office button and then choosing the Ope

mmand. In the Open dialog box that appears, you use the navigation tools at the top of the dialog box ect the location of the file you want to open. You should see an icon for the document file along with thcument files name, in the files and folders shown in the Open dialog box.

To open a file from the location that youve selected, you can click the icon for the file that you wanopen, and then click the Open button in the lower right corner of the Open dialog box. Alternately, yould also just double-click on the icon of the file shown in the Open dialog box to open the file.

You can also use this dialog box to simultaneously open multiple workbooks from the same locatiodo this, follow the steps above, but this time when selecting the files from the listing shown in the Ope

alog box, you hold down the Ctrl key on your keyboard and then click on each file that you want to opehey are non-adjacent (not next to each other) files. If the files are adjacent (next to each other), you cack the first file, hold down Shift (instead ofCtrl) and click the last file in the list. Everything between tho files will be selected. Once you have selected your files, release any keyboard keys that you alding down and then click the Open button in the lower right corner of the Open dialog box. This wen all of the highlighted, or selected, documents.

Also notice that if you are simply trying to open a recently accessed workbook, then you may be absimply click the Microsoft Office button and then click on the name of the recently opened file thpears in the list at the right side of the command panel.

12- Recovering Unsaved Workbooks- 2013 Only:

A new feature in Excel 2013 allows you to attempt to recover unsaved workbook files. If you want e if Excel has automatically saved a copy of an unsaved workbook that you were working on, then selee File tab within the Ribbon and click the Open command at the left side of the backstage view. In thea to the right of the command panel, select the Recent Workbooks command. Then look at the bottothe pane that appears to the right. You should see a button far at the bottom of the Recent Workbookction. Click this RecoverUnsaved Workbooks button to launch an Open dialog box that displays apies of unsaved workbooks that Excel has recovered. Note that it may be helpful to sort the files show

the Date modified column to display the listing of recoverable files by date, as the file names will not bvery much use in determining their content. You can then choose the copy that you wish to recover froe list and then click the Open button within the Open dialog box to reopen the recovered copy. If yoccessfully retrieve the contents of the file, you should then save the file that you recovered.

7/28/2019 Excel intro 2010


File Management

13- Using the Window Command Group:

Excel provides you with tools that assist you in managing your workspace when you have multiporkbooks open. In Excel, you can have many workbooks open at a time to perform functions like copyin

d pasting text between them, for example.To see your options for managing multiple workbooks, click the View tab in the Ribbon. In thWindow group you will find commands that allow you to manage your open workbooks. Lets examine th

sic commands that can be found within this group.At the left end of the group, you can see the New Window button. You can click this button to ope

ur current workbook in a new window. This can be useful when you want to use two different views ur workbook simultaneously in two separate windows. Changes made in one window will appear in thher.

When you have multiple workbooks open, you can click the Arrange All button to arrange all opeorkbook windows onscreen. In the Arrange Windows dialog box that appears, you select an optiotton to choose the preferred organizational layout for your open workbooks. The options are Tiledorizontal, Vertical, orCascade. Select the desired option and then click the OK button to apply thlected arrangement to the open workbooks.

The Tiled layout displays the workbooks as smaller windows that are arranged like tiles on a floois view is useful if you need to see data from all of the open workbooks simultaneously. The Horizontad Vertical choices are like the Tiled option, but will only stack the open workbooks either horizontavertically across the main Excel screen. The Cascade arrangement is useful if you want to be able ickly switch between open workbooks while maximizing the amount of viewable space for eac

orkbook. This option cascades the open workbooks from the upper left corner of your screen down to thwer right corner, overlapping each other so that you can view the Title Bars of each workbook. The activorkbook is lowest and foremost in the cascaded stack. You can then click on the title bars of the othe

orkbooks in the stack to switch between them, or you can use the Switch Windows button in thWindow group to switch between the open workbooks.

Many users want to view information in two different sections of a very long worksheet in orkbook simultaneously. You can freeze one or two sections of a worksheet to prevent scrolling, and theroll the unfrozen section of the worksheet to view two different sections of a worksheet at the same timne way to freeze panes in a worksheet is to select the cell that is below the rowand to the right of thlumn that you want to freeze. Then click the Freeze Panes button and choose the Freeze Panemmand from the drop-down menu. Now when you scroll through the worksheet, the information in thzen panes will not scroll. Note that you can also select the Freeze Top Row command from the Free

anes buttons drop-down menu to simply freeze the top row in your worksheet, or you can select th

reeze First Column command to freeze the first column in the worksheet. This is useful for keepinlumn and row titles in view while looking at data. Note that the Freeze Panes command is also a toggmmand, so you can click the Freeze Panes button and then choose the Unfreeze Panes commanm the buttons drop-down menu to turn this feature off when you are done using it.

Another tool that is useful when working with longer worksheets is the Split command. Thmmand gives you the ability to spilt the Excel worksheet into different panes. Each pane contains its owrizontal and vertical scroll bars, so you can scroll each pane separately to view information from disparactions of the worksheet. For instance, you could split a long worksheet horizontally so that you could see column headings at the top and any totals at the bottom of the columns at the same time.

You can click the Split button in the Window group to split the current worksheet into fo

parate panes. This allows you to scroll each pane to independent sections of the same worksheet. Yon click the Split button again to remove the split panes when finished.

7/28/2019 Excel intro 2010


File Management

13- Using the Window Command Group (cont'd.):

You can click the Hide button to hide the current workbooks window. You can then click thnhide button to open the Unhide dialog box. You can select the name of the workbook that you want

hide from the list shown, and then click the OK button to unhide the hidden workbook.The next section of commands in the Window group assist you in comparing multiple opeorkbooks. You can click the View Side by Side button to compare multiple open workbooks side by sidth each open workbook taking an equal portion of the screen display. You can use the Synchronorolling button to toggle the ability to simultaneously scroll multiple workbooks that are being comparee by side on or off, as desired. Note that you must first have the workbooks opened and you must haveady clicked the View Side by Side button before you can use the Synchronous Scrolling buttonction. Also note that if you have the Compare Side by Side feature enabled, and then resize position either of the open workbook windows, you can click the Reset Window Position button to rese placement of the open windows.

At the far right end of the Window group on the View tab in the Ribbon is the Switch Windowtton. You can click this button to view a drop-down menu that shows the titles of all the open workbooExcel. You can select the name of a workbook shown in this list to switch the focus of the application e selected workbook.

14- Switching to Full Screen Mode:

In Excel, full screen mode maximizes the amount of worksheet area by removing everything elsm the Excel window. To switch to full screen mode in Excel 2013, click the Ribbon Display Optiontton in the button group at the right end of the Title Bar and then select the Auto-hide Ribbon command

To exit full screen mode in Excel 2013, click the ellipsis mark button () in the upper right corner e screen to display the Ribbon again. Then click the Ribbon Display Options button again and choose Show Tabs & Commands choice.

To switch to full screen mode in Excel 2010 and 2007, click the Full Screen button in thWorkbook Views group on the View tab in the Ribbon. To return to the normal view of the workbook ese versions of Excel, just press the Esc key on your keyboard.

7/28/2019 Excel intro 2010


File Management

15- Working with Excel File Formats:

Starting in Excel 2007, Excel saves its workbooks using a new default file format that providesmaller file size and better security than the format used in prior versions of Excel. However, you should b

ware of the file format issue if you will be sharing your workbook collaboratively with others who may neeuse and edit the workbook with an older version of Excel. Some features arent supported by oldrsions of Excel. Also, if you save an Excel workbook using the new Excel file format, it will not be able opened in previous versions of Excel unless the users of the older versions download a compatibili

ck from Microsoft that allows them to open and edit the newer file format.There are now several different basic file types available in Excel. In versions prior to 2007, you ha

o basic file types. You can recognize what type of file you are using by examining the file extension of thorkbook, which we will examine momentarily. In versions of Excel prior to 2007, you had .xls files, whicere the workbooks, and you had .xlt files, which were workbook templates. Starting in Excel 2007, yol have the basic distinction between workbooks and templates, but you now also have anoth

stinction- whether or not the workbook or template can contain macros or code. This is simply noted by aditional letter in the file extensions used by the workbooks and templates.

Starting in Excel 2007, you have the .xlsx file type. This is the default Excel file format. It is a bascel workbook that does not contain macros or code. When you use the Save As dialog box to save yo

orkbook, if the file type shows Excel Workbook, then you know this is the file type you will be using wheu save the workbook. In addition to this, you can also save a document using the .xlsm extension. Than Excel workbook that could potentially contain macros or code. This also applies to workbo

mplates. A workbook template that does not have any macros or code uses the .xltx file extension. orkbook template that does allow for the execution of macros or code uses the .xltm file format.

Now, if you are creating a workbook that will need to be opened or edited on a machine that uses ader version of Excel, then you can simply use the old .xls file extension. This should be compatible wi

cel 97 through Excel 2003. As always, you can choose what type of file to save your workbook as bng the Save as type: drop-down in the Save As dialog box.

Now lets look at what happens when you open a workbook that was created in a previous version cel. In this case, Excel opens the workbook in compatibility mode. You will see the words Compatibil

ode shown in the title bar of the workbook, if this is the case. In compatibility mode, Excel disables aatures that are not supported by the older versions of Excel. That way you can edit the workbook safely cel, and save your changes in the original file format. This allows the creator, or other editors using oldrsions of Excel, to use the workbook after you have made changes. In contrast to this, you can ope

orkbooks created in older versions of Excel and save them into the new Excel file format, if you know they will no longer need to be opened and edited in an older version of Excel. If you are intereste

crosoft has a backwards-compatible file converter that you can download from their website that allowe older versions of Microsoft Office 2000 and 2003 to open the new Excel files.

7/28/2019 Excel intro 2010


ACTIONS-File Management

REATING NEW WORKBOOKS- 2013 ONLY:

When you first open the Excel 2013 application, you will be presented with the startup screen thallows you to create a new workbook.

If you already have opened a workbook, you can view a similar screen by clicking the File tab withthe Ribbon and then selecting the New command at the left side of the backstage view.In the Available Templates section that appears to the right in the backstage view, you can choose start a new workbook from one of the many templates available or you can choose to simply createnew blank workbook by clicking the desired template choice.If you want to create a new blank workbook in Excel 2013, click the Blank Workbook choice in thsection at the right.


To create a new workbook, click the Microsoft Office button and then select the New command.In the New Workbook window, you can select a category at the left side of this window to have thcontent for the selected category appear at the right side of this window.For whichever category is selected, you will see several common items that you can create in the arto the right.If you want to create a new, blank workbook, select the Blank and recent category. Then select thBlank Workbook choice in the section at the right.Then click the Create button in the lower right corner of this window.


To create a new workbook, click the File tab within the Ribbon and then select the New commanfrom the Backstage View.In the Available Templates section that appears to the right in the Backstage View, you can choose start a new workbook from one of the many templates available, or you can choose to simply createnew blank workbook.If you want to create a new, blank workbook, select the Blank Workbook choice in the section at thright.Then click the Create button in the far right section of this window.

AVING WORKBOOKS- 2013 ONLY:

When you save a workbook for the first time, click the File tab within the Ribbon.Then click the Save As command in the command panel shown at the left side of the backstage viewTo the right of the command panel, you will see the places that are available for you to save the filThese include yourSkyDrive folder for Microsoft user accounts and yourComputer.If you are signed into your computer and Microsoft Office 2013 by using a Microsoft user account, theyou can click the SkyDrive choice to save to your online SkyDrive folders.After selecting this choice, you will see any recently selected SkyDrive folders shown to the right undthe Recent Folders section.

(cont.)

7/28/2019 Excel intro 2010



AVING WORKBOOKS- 2013 ONLY (CONTD.):

You can click on a recently accessed folder to select it as the save location. At that point a Save Adialog box will appear.

If you have no folders listed in the Recent Folders section, then instead click the Browse button open a Save As dialog box where you can then select the desired folder within the SkyDrive to use.Alternately, you can choose to save the file to your computer versus the SkyDrive. To save a local copselect the Computer choice.Just as when saving to the SkyDrive, you can select a recently used folder on your computer from thRecent Folders section or click the Browse button to open the Save As dialog box.

. After selecting a location to save the workbook file, the Save As dialog box appears. In this dialog boenter a file name into the File name field. File names should be short and descriptive.

. Once you have entered the file name and noted the save location, click the Save button within thSave As dialog box to finish saving the file. Once youve named the file and saved it, its name wappear in the title bar.

. When you make changes to this file in the future that you want to save, you can just click the Savbutton in the Quick Access toolbar, or click the File tab in the Ribbon and then click the Savcommand. You will not have to re-enter the file name and select a location. Excel will save the changeautomatically to the existing file.


When you save a workbook for the first time, you must use the Save As dialog box. To do this, clithe Microsoft Office button, and then roll down to the Save As command. From the side menu format choices, click on the desired file format to use when saving the workbook.

In the Save As dialog box, give Excel a location to which the workbook will be saved, and a file namGive it a name that you will remember, and be sure to remember to which folder you saved it. This lattstep is often more crucial. People will often remember what they called a file, but cant remember inwhich folder they saved it.In the future, when you make changes to the workbook that you want to save, you can just click tSave button in the Quick Access toolbar, or click the Microsoft Office button and then click the Savcommand. You will not have to re-enter the file name and select a location. Instead, Excel will save thchanges automatically to the existing file.


Click the File tab within the Ribbon, and then click the Save As command in the command panshown at the left side of the Backstage View.

In the Save As dialog box that then appears, give Excel a location to which the workbook will bsaved, and enter a file name.When you make changes in the future that you want to save, you can just click the Save button in thQuick Access toolbar, or click the File tab in the Ribbon and then click the Save command.

7/28/2019 Excel intro 2010



LOSING WORKBOOKS- 2013:

To close a workbook in Excel 2013, click the click the File tab within the Ribbon and then click thClose command at the left side of the backstage view.

Alternately, you can close an open workbook by clicking the X in the upper-right corner of thapplication window.If you havent saved changes to your open workbook before closing, Excel will prompt you to save yowork in a dialog box that appears onscreen.You can then click the Save button within this dialog box to save your work.

LOSING WORKBOOKS- 2010:2007:

To close a workbook click the X button in the upper-right corner of the workbook window.Be careful, as clicking the X in the upper-right corner of the application window will close the enti

program, including all open workbooks.If you havent saved changes to your open workbooks before closing, Excel will prompt you to save yowork. You can click the Yes button at the Save prompt to save your work.

PENING WORKBOOKS- 2013 ONLY:

When you initially open Excel, you can see a listing of recently opened workbooks shown in the panel the left side of the startup screen, under the Recent section.You can open one of these listed workbooks by clicking on its name within the panel to reopen it.If the workbook you want to open is not shown in the listing, click the Open Other Workbookcommand within the panel reveal the Open category within the backstage view.If you are already working within Excel and wish to open another workbook, you can also display thOpen category within the backstage view by clicking the File tab within the Ribbon and then clickinthe Open command at the left side of the backstage view.At that point, you can see the locations within which you can look for the file to open displayed to thright of the command panel in the backstage view.If the file that you wish to open is saved within your SkyDrive, then click the SkyDrive choice.If the file that you want to open is located on your computer, then click the Computer command.You will then see any recently accessed folders within your selected place listed within the ReceFolders section. You can click one of these folders to open the location within the Open dialog box.

If there are no folders listed within these sections, or if the folder you want to open is not listed, theclick the Browse button to launch the Open dialog box where you can select a folder to view.

. In the Open dialog box that appears, you can navigate to the folder location you want to viewneeded. Within the selected folder you should see an icon for the file that displays the workbook filename within the files and folders shown in the Open dialog box.

. To open a file from the selected location, click the icon for the file that you want to open and then clicthe Open button in the lower right corner of the Open dialog box. Alternately, you could also judouble-click on the icon of the file shown in the Open dialog box to open the file.

. You can also use this dialog box to simultaneously open multiple workbooks within the same folder. Tdo this, hold down the Ctrl key on your keyboard and then click on each file that you want to open

they are non-adjacent (not next to each other) files within the selected folder.(cont.)

7/28/2019 Excel intro 2010



PENING WORKBOOKS- 2013 ONLY (CONTD.):

. If the files are adjacent (next to each other), you can click the first file, hold down Shift (instead Ctrl) and click the last file in the list. Everything between the two files will be selected.

. Once you have selected your files, release any keyboard keys that you are holding down and then clithe Open button in the lower right corner of the Open dialog box. This will open all of the highlighteor selected, workbooks.

. Also notice that if you are simply trying to open a recently accessed workbook, you can select thRecent Workbooks command within the Open category of the backstage view.

. You can then click on the name of any recently opened files that appear in the list to the right of thcommand panel to reopen them. This replicates the Recent category shown in the startup screen Excel.


To open a workbook, click the File tab within the Ribbon and then click the Open command in thBackstage View.In the Open dialog box that appears, navigate to the location of the file you want to open.To open a file from the selected location, click the icon for the file that you want to open, and then clithe Open button in the lower right corner of the Open dialog box. Alternately, you could also judouble-click on the icon of the file shown in the Open dialog box to open the file.You can also use this dialog box to simultaneously open multiple workbooks from the same location. Tdo this, follow the steps above, but this time when selecting the files from the listing shown in the Opedialog box, hold down the Ctrl key on your keyboard and then click on each file that you want to open

they are non-adjacent (not next to each other) files. If the files are adjacent (next to each other), you caclick the first file, hold down Shift (instead ofCtrl) and click the last file in the list. Everything betweethe two files will be selected. Once you have selected your files, release any keyboard keys that you aholding down and then click the Open button in the lower right corner of the Open dialog box. Thwill open all of the highlighted, or selected, documents.If you are simply trying to open a recently accessed workbook, then you may be able to simply click tFile tab within the Ribbon, and then click the Recent command. You can then click on the name the recently opened files that appears in the list to the right of the command panel.

7/28/2019 Excel intro 2010




To open a workbook, click the Microsoft Office button and then choose the Open command.In the Open dialog box that appears, you navigate to the location of the file you want to open.

To open a file from the location that youve selected, you can click the icon for the file that you want open, and then click the Open button in the lower right corner of the Open dialog box. Alternateyou could also just double-click on the icon of the file shown in the Open dialog box.To open multiple workbooks from the same location, follow the previous steps, but this time wheselecting files from the listing shown in the Open dialog box, you hold down the Ctrl key on yokeyboard and then click on each file that you want to open if they are non-adjacent (not next to eacother) files. If the files are adjacent (next to each other), you can click the first file, hold down Shi(instead ofCtrl) and click the last file in the list.Once you have selected your files, release any keyboard keys that you are holding down and then clithe Open button in the lower right corner of the Open dialog box. This will open all of the highlighteor selected, documents.Also notice that if you are simply trying to open a recently accessed workbook, then you may be able simply click the Microsoft Office button and then click on the name of the recently opened file thappears in the list at the right side of the command panel.

ECOVERING UNSAVED WORKBOOKS- 2013 ONLY:

If you want to see if Excel has automatically saved a copy of an unsaved workbook that you weworking on, then select the File tab within the Ribbon and click the Open command at

Documents

Excel intro 2010