Microsoft Excel 2007 Navigating ExcelOffice ButtonBasic Office button functions include: New, Open, Save, Print, and Close.

New Spreadsheet Under the Office button Click New.

Open a Saved Spreadsheet Click the Office button, and run your 1. cursor over the Open tab. Click from recently opened items or 2. click the Open tab.From the pop up window select the 3. saved filed. Highlight it. Click Open.

SaveTo save a spreadsheet not previously 1. before saved, click Save As in the Office button.In the pop up window create a title and 2. open the place where you want to save.To re-save a spreadsheet click 3. Save in the Quick Access Toolbar.

PrintUnder the Office button there are several printing options.

Print opens printing options. To print 1. a certain section, highlight those cells or select what to print in the print win-dow.Quick 2. Print prints docum- ents with default settings and printer.Print Preview shows how your docu-3. ment will look before you print.

To see how the spreadsheet falls into pages click the Page Break Preview at the bottom right of the screen.

CloseClose in the Office button closes Excel. You can also click the X in the top right of the screen.

Tab ViewsThe tab views contain the different func-tions within Access:

Home controls basic functions.1. Insert adds different functions such as 2. charts, pictures and symbols.Page Layout controls the view of the 3. document or selected cells.

Formulas provide the functions to 4. insert formulas.Data controls data in cells.5. Review includes functions such as Spell 6. check. View changes the viewing features of 7. the spreadsheet.Acrobat: allows you to create PDF’s, 8. either creating or converting files.Other Tabs: according to what file 9. open, contains more controls.

Data Entry/EditingSelect Cells Click and drag mouse over cell or press and hold Shift and use arrow keys.Select an Entire Row or ColumnClick on a row heading (such as ) or a column heading (such as ).

Adjust Row Height or Column Width Place the mouse over the boundary line 1. of the row or column heading.Click and drag to change the height or 2. width or double click the boundary to auto-size the column or row.

Enter Cell Data Click on the cell where you want to enter data and type. Press F2 to edit contents of cell without over typing.

Overwrite Cell DataClick on the cell you want to overwrite, then type. If you decide you don’t want to replace the contents of the cell, press Esc or click on the formula bar to cancel edits to the cell. (Do not confuse this symbol with the other X symbol that closes the program or spreadsheet.)

AutoCompleteWhen typing data into a cell AutoCom-plete suggests to complete with data that has been previously entered in the same column. To accept the suggested Auto-Complete press enter. If you accidentally accepted hit backspace to delete.

AutoFill-number seriesEnter the starting value in a cell.1. Click the checkmark 2. on the for-mula bar to store the data in the cell.

Select the second cell in the range that 3. you want to fill and enter the second value.Click the checkmark on the formula bar 4. to store the data in the cell.Select both the first and second cells, 5. and hover your mouse pointer over the dark square (Fill Handle) at the bottom-right corner of the selection

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Quick ReferenceOffice Button

Help Button

Groups{

Column Indicator

Row

Indi

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r Cell Indicator

ZoomView ButtonsStatus Toolbar

Spreadsheet Tabs

Formula Bar

Ribbon

Spreadsheet Screen

Function TabsQuick Access Toolbar

area (e.g. ). You will notice that your mouse pointer will change from a hollow plus sign to a solid plus sign (Fill Cursor) like this: . Drag the Fill Handle down as far as you 6. would like to fill your cells. Notice the ScreenTip that follows your cursor and tells you the value that will be placed in the last cell in the series.

AutoFill-copy data/formulasSelect the first cell in the range that you 1. want to fill and enter the starting value.Click the checkmark 2. on the formula bar to store the data in the cell. Select the cell and hover your mouse 3. pointer over the dark square (Fill Handle) at the bottom-right corner of the selection area (e.g. ). You will notice that your mouse pointer will change from a hollow plus sign to a solid plus sign (Fill Cursor) like this: . Drag the Fill Handle down as far as you 4. would like to fill your cells. Notice the ScreenTip that follows your cursor and tells you the value that will be placed in the last cell in the series. If you copy formulas, verify they copy with the ex-pected result. Sometimes you may need to use absolute cell references in formu-las so they copy correctly (see Formulas and Functions for more details).

Freeze PanesColumn headings or row labels often scroll off the screen on large worksheets. To always view these headings:

To access this feature, select the cell that 1. is located below the row and to the right of the column where you would like the split to occur. From the View tab in the Ribbon click 2. Freeze Panes.

Select if you want to freeze both the 3. column heading and row labels or just one or the other.

To stop this application, again click the 4. selection under the Freeze Panes button.

Using Split ScreensOften, it is useful to view different parts of a spreadsheet at the same time. To split the screen into four sections that will scroll independently:

Select the cell where you would like the 1. center of the four views to be.In the View tab of the Ribbon click 2. Split. To remove, hit Split again.

Cell FormattingListsBecause it is easy to sort information, Excel is often used for lists.

Select the entire table of data you want 1. to sort,In the Data tab click 2. Sort.From the pop up window select the 3. type of sort.For quick sort click a single cell and hit 4. the Ascending or Descending sort buttons next to sort.

Number FormattingExcel can change “raw” data entered into different formats. For example, the number 3456.789 can be formatted to:

$3,456.79•3,456.7890000•345679%•3.46E+03•6/17/1909•

As the last bullet shows, even dates and times are stored as regular numbers by Excel and then formatted to look like a date. The date 6/17/1909 is 3,456 days after 1/1/1900.

Select the cells you’d like to format. 1. In the Home tab of the Ribbon there 2. are a several quick formats buttons. Choose a format from the options bar. or�

---- Options Bar

Note: Excel uses precise numbers to per-form calculations rather than the rounded numbers on screen. Results may differ from manual calculations from displayed numbers This is most common for finan-cial records. Change the number of viewed decimal places with the quick buttons in the Numbers group of the Home tab.

FormattingSelect the cells to be formatted.1. In the Home tab of the Ribbon click 2. the Format button. Several formatting tools will appear.3. Click Format Cells at the bottom to or�bring up a window with many format-ting options.

Formatting can help draw attention to the important information. Example: Before After

There are AutoFormat functions in the 4. Format As Table button in the Home tab of the Ribbon.

Charts/GraphsFor data organized into rows and columns charts can used to efficiently display trends and summarize data.

Make sure data is laid out with column/1. row headings as necessary. Select all the data, including head-2. ings and labels to be included in chart. (For pie charts and bar graphs, do not include any totals.)From the Insert tab of the Ribbon 3. choose the type of chart you want.

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Cursor An important detail to pay attention to in Excel is the cursor. It changes depending on the action being preformed. Here are a few of the most common cursor symbols.

Select cells

Fill handle

Move selected cells

Select column

Select row

Expand/shrink columns

Expand/shrink rows

Expand selection-

(only w/ functions)

New Chart Tools will appear in the 4. Function Tabs bar. From these tabs set chart design, layout and format.To change data, click Select Data from 5. the Design tab in Chart Tools.

You also can right-click almost any element of the chart to make modifications to a particular item. In the Alignment tab of the Format Axis dialog box, change the angle of the text labels in the chart.

Formulas and FunctionsCreate a Formula

Select the cell that will contain the 1. formula and type an equal sign (=). Build a formula using cell references, 2. numbers, and arithmetic operators. The four main operators are Add (+), Sub-tract (-), Multiply (*), and Divide (/). Refer to cells by their coordinates (Ex. F7). In an equation, multiplication and division are performed first. To override this order of operations use parentheses to group calculations that are to be performed first.

Examples:=A2+G7*1.4•=(C4-C5)/3+A3•

Click on 3. the formula toolbar or press Enter to apply the formula.

AutoSum Numbers Select a range of cells.1. Click AutoSum ∑ in the Home tab of 2. the Ribbon. The sum with appear in the cell at the bottom of the column or the left of the row.Select the cell at the bottom of a or�column or left of a row that is to be summed and click AutoSum ∑.

Using FunctionsA function is a special formula that accepts one or more inputs, called arguments, to produce a single answer. For example, the SUM function accepts a list of cells and produces the sum of their contents.

Select the cell where the function is to 1. be placed.In the Formula tab of the Ribbon click 2. Insert Function or many of the differ-ent application buttons (Ex. Recently Used, Financial, Text.)Select the type of Formula. Click 3. OK.Insert the correct cells to be includ-ed 4. in the function. Cells can include entire columns/rows (A4:A8), sel-ected cells (A4, F2), or different sets of rows or columns (C5:C9, E1:E7).Click 5. OK.

Cell ReferenceAn Absolute Cell Reference tells a formula to always point to a particular cell, even if

it is copied to another location. To change a cell reference to an absolute reference, add dollar signs. (Ex. $A$4) or highlight cell, put cursor in equation box and click F4.

HelpFor any questions click the Help Button at the top right of the screen.

Keyboard ShortcutFile

Cut Ctrl + XCopy Ctrl + CPaste Ctrl + VSave Ctrl + SSave As F12Print Ctrl + PUndo Ctrl + ZRepeat Ctrl + Y

FormatFormat Cell Ctrl + 1Copy Cell Above Ctrl + ’Current Time Ctrl + :Current Date Ctrl + ;Edit Cell F2Currency Format Ctrl + Shift + $Percentage Format Ctrl + Shift + %Toggle Absolute Ref. F4Find Ctrl + FReplace Ctrl + HGo to F5Hyperlink Ctrl + KSpelling F7Clear Contents DelCalculate all F9Calculate this sheet only Shift + F9Select current column Ctrl + SpacebarSelect current row Shift + SpacebarInsert Function Shift + F3

Questions? Gotohttp://train.byu.edu/exceltofindmoreinformationconcerningExcel.

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