Microsoft® Office Excel® 2007 - opt-osfns.org

2011

Office of Enterprise Development and Support Applications Support Group

Microsoft®

Office Excel® 2007

User Guide

Basic understanding of the Ribbon location and using Excel Spreadsheet Functions

Office of Enterprise Development and Support Applications Support Group 2011

TABLE OF CONTENTS

Office of Enterprise, Development & Support Acknowledgement………………………. 2

ASG Note to Users ………………………3

Module 1 ……………………….………..4

Ribbon Overview………………………… 5 What’s On The Ribbon…………… 7 Contextual Tabs……………………8 Quick Access Toolbar……………10

Module 1 Goals …………………………12 Glossary………………………………… 13 Navigation Basics……………………… 14 Cells………………………………………15

How do I type in a cell? …………. 16 How do I move from cell to cell? ...17

Adjusting Column Width………………..18

Module 2 ………………………………… 20

Module 2 Goals…………………… 21

The New Excel Workbook Window … 23

Open A Saved File……………………… 24

Home Tab………………………………… 25 Font Group………………………… 25 Alignment Group……………………27 Number Group…………………….. 28 Cells Group………………………… 29

Practice Insert Column…… 32 Clipboard Group……………………35 Insert Cells………………………… 36

Rename/Insert/Color/Delete Worksheets…………………………………40

Move Worksheet Tabs………………… 41

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OFFICE OF ENTERPRISE DEVELOPMENT & SUPPORTACKNOWLEDGMENT

Sections in this presentation were excerpted from

2

The Applications Support Group encourages you to visit

http://office.microsoft.comfor additional ‘hands-on’

and ‘context sensitive’ training.

http://office.microsoft.com/�

Office of Enterprise Development and Support Applications Support Group 2011 3

Introduction

The definition of a worksheet is a single document inside a workbook. However, we often use the terms worksheet, spreadsheet and workbook interchangeably.

Worksheets contain numerical information presented in tabular row and column format with text that labels the data. They can also contain graphics and charts.

Excel 2007 takes advantage of a new results-oriented user interface (UI) to make powerful productivity tools easilyaccessible. If you're worried about capacity, Excel 2007 nowaccommodates 1 million rows and 16,000 columns.

Training Source:• http://www.msexcel07.com/•http://www.about.com/

Note To Users

http://www.msexcel07.com/�

http://www.msexcel07.com/�


EXCEL 2007Module 1• Overview: A Hands-On Introduction

• Understanding the Ribbon

• Spreadsheet Navigation

• Get to Work in Excel

• A New File format


Ribbon Overview: (A hands-on introduction)

Microsoft Office has a new look!

Notably, the old look of menus and buttons at the top of the window has been replaced with the Ribbon.

This course shows you how to use the Ribbon and highlights other skills that will help you make better worksheets, faster.


Module 1

• What’s on the Ribbon?. . .

6


What’s on the Ribbon?

7

The three parts of the Ribbon are :

1. Tabs

2. Groups

3. Commands

1. Tabs: Tabs represent core tasks you do in Excel. There are seven tabs across the top of the Excel window.

2. Groups: Groups are sets of related commands, displayed on tabs (e.g. Alignment Group).

3. Commands: A command is a button, a menu, or a box where you enter information.


Contextual Tabs

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The commands on the Ribbon are the ones you use the most.

Instead of showing every command all the time, Excel 2007 shows some commands on Contextual Tabs, only when you may need them, in response to an action you take.

So don’t worry if you don’t see all the commands you’re familiar with. Take the first steps, and the commands you need will be at hand.

Contextual Tabs –more commands that appear only when you need them.


More options, if you need them

9

1. Sometimes an arrow, called the Dialog Box Launcher, appears in the lower-right corner of a group.

This means more options are available for the group.

Click the Dialog Box Launcher, and you’ll see a dialog box or task pane. The picture shows an example.

On the Home tab, click the arrow in the Font group.

2. The Format Cells dialog box opens, with superscript and other options related to fonts.


Quick Access Toolbar: Add commands on your own toolbar

10

If you use commands that aren’t as easily accessible as you’d like:

You can add them to the Quick Access Toolbar (QAT).

To add commands to the Quick AccessToolbar (QAT).

o Place your pointer on the commando Click your right mouse buttono Click ‘Add to Quick Access Toolbar’o Click your left mouse button to confirm


Working with different screen resolutions

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Show/Hide Group

800 x 600

Everything described so far applies if your screen is set to high resolution and the Excel window is maximized.

If not, things look different.

When and how do things look different? At low resolution a few groups on the Ribbon will

display the group name only, not the commands in the group.

Group Name Only

Click the down arrow to reveal

commands in the Group

At high resolution the commands in the group are displayed.


Module 1 goals:

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• Get acquainted with navigating in Excel.

• Find everyday commands on the Ribbon: Cut, Copy, Paste; Insert and Delete Sheet Rows and Insert andDelete Sheet Columns.

• Save workbooks in the new Excel file formats.


Training Information Sources:http://www.msexcel07.com/http://www.about.com/

GLOSSARY:• A cell in Excel is simply an individual container

for data (like a box) where you type data (text). • A cell must be ‘Active’ to type in it.• An array of cells is called a sheet or worksheet. • Technically, a worksheet is a single document

inside a workbook.

• Rows and Columnso The horizontal lines of cells are called rowso The vertical lines of cells are called columnso Each row is numbered down the left hand side o To identify the columns there are letters running

along the top. o In the Name Box, each cell is referenced by intersection of a row and a column. So cell C2 is the cell at the intersection of column C and row 2.

GLOSSARY

ActiveCELL

ROWS

COLUMNSName Box Formula Bar

• Each new workbook created in Excel has3 worksheet tabs by default• You can make each sheet active by clicking on

its tab at the bottom left.• If you want to rename a worksheet to make it more relevant you can simply double click on the tab and start typing the new name for it.

Horizontal and Vertical Scroll Bars in Excel© Ted French

• Scrolling in Excel refers to moving up-and-down or side-to-side in the worksheet.• Excel has horizontal and vertical scroll bars located on the bottom and right side of

the Excel screen.


NAVIGATION BASICSParts of Workbook

Name BoxButtons Formula Bar

ROWS

WORKSHEETSHorizontal Scroll Bar

COLUMNS (A-L)

Worksheet Navigation Buttons

ACTIVE Worksheet (bold tab)

ACTIVE CELL

VERTICAL

S

C

R

O

L

L

BAR

Status Bar


• What is a Cell?

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From Wikipedia (the free encyclopedia):A "cell" can be thought of as a box for holding data (i.e. numbers, text)

A single cell is usually referenced by its column and row.

Row 1

Column A

Single Cell (A1)

• Each individual box is one cell

• Each cell is identified by a column and a row

• Each cell is used to enter data (text, numbers)

• To type text in a cell it must be active

Click on a cell with your mouse pointer to make it active, then type.

http://en.wikipedia.org/wiki/Data�


• How do I type in a cell?

To type in a cell it must be active.

NOTE:

•To begin typing text in a cell – click to make it active and type.

•To ‘wrap’ text in a cell, press Alt + Enter keys at the end of the sentence to create a new line.

•To add text to a cell that already has text, place your pointer in the cell and double click or click in the formula bar.

Text will appear in the formula barActive

cell

wrap text

You may enter additional text here

You may enter

additional text here


• How do I move from cell to cell?

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To move RIGHT Press TABTo move LEFT Press SHIFT + TAB

Use your keyboard to move from Left to Right, Up and Down

To move DOWN Press ENTER

• To go to beginning of worksheet

Press Ctrl + HOME

•To go to end ofworksheet

Press Ctrl + END

Use arrow keys to move across columns

To move UP Press SHIFT + ENTER


Adjusting Column Width

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Change the width of columns by using the mouse

Do one of the following: To change the width of one column, drag the boundary on the right

side of the column heading until the column is the width that you want.

To change the width of multiple columns: select the columns that you want to change and then drag a boundary to the right of a selected column heading. To change the width of columns to fit the contents, select the column or columns that you want to change and then double-click the boundary to the right of a selected column heading. To change the width of all columns on the worksheet click the Select All button and then drag the boundary of any column heading.

To select more than one column hold down the Ctrl button while highlighting the columns you want to change.

SHORTCUT:When your mouse turns into a double arrow you can double click the left mouse button to widen the column.


You should now be able to:1. Name 3 components of the Microsoft Office 2007 Ribbon.

2. Understand Contextual Tabs.

3. Adjust column widths.

4. Change document views.

5. Show or hide white space (return to Normal view).

6. Add a button to the Quick Access Toolbar.

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Module 2

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• Can you do the basic things you need to do in Excel 2007, in just 30 minutes? This lesson will show you how.


• Display Recent Documents• Options

• Font, Alignment and Number Groups Bold, Merge & Center, Format Numbers

• Clipboard Group Cut, Copy, Paste

• Cells Group Insert and Delete Cells, Columns, Rows Insert in Between Columns and Rows AutoFit Row Height, Column Width Rename Sheet Change Tab Color

• Using the Right Mouse and Using the Mini Toolbar

Module 2 goals: Find everyday commands on the Ribbon


Working in Excel 2007 Say you’ve got a

half hour before your next meeting to make some revisions to a worksheet that you created in a previous version of Excel.

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First things first. You want to open an existing workbook created in an earlier version of Excel.


The New Excel 2007 Workbook WindowThe New Workbook window offers you everything from a blank workbook to online Excel templates.

When you click the Microsoft Office Buttonand then click New, the New Workbookwindow opens. At the top of the window, you can select either a new blank workbook or a template.

Under the templates column in New Workbook are different template categories for templates installed with Excel 2007.

Keyboard Shortcut: Ctrl + N

Book 2 is ‘active’

Book 1 is ‘inactive’

. Minimize

. Restore

. CloseExcel

Document Window

This illustration shows 2 open workbooksNote: Book 2 is the active window.

. Minimize

. Restore

. Close Excel

Application Window

New Workbook


Open a saved file

1 Click the Microsoft Office Button.

FOLLOW the STEPS

and ARROWS:

2 Click Open and select the workbook you want.

3

3 Recent Documents: shows the latest documents accessed.

Note: Users can adjust the number of recent documents listed in Excel Options.

FILE NAME LINKS

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Home Tab_ Font Group

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• You can format and edit data by using commands in groups on the Hometab.

• In this example the font in the column titles (A1:E1) stands out better with bold and color formatting choices.

To assign these font choices, select the row with the titlesand then on the Home tab, in the Font group, click Bold; choose a Font color commands.


Home Tab_ Font Group

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How to CreateBorders• By using predefined border styles, you can quickly add a border around cells or ranges (range: Two or more cells on a sheet.)

Notes• Cell borders that you apply appear on

printed pages. • If you do not use cell borders but want

worksheet gridline borders to be visible on printed pages, you can display the gridlines.

• Ranges can be made up of adjacent or non-adjacent cells.

• Adjacent cells are all together. There are no gaps in the range.

• Non-adjacent cell ranges consist of two or more separate blocks of cells.

Print Gridlines and Headings in Excel© Ted French

Sheet Options

Borders on non-adjacent cells

• Select Cell• Press Ctrl (on keyboard)• Select non-adjacent cell• Select Border Style• Select Line color


Home Tab_ Alignment Group

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• Use the Merge & Center command to center text across more than one cell.

• When you merge two or more adjacent horizontal or vertical cells, the cells become one larger cell that is displayed across multiple columns or rows.

Group

• Select two or more adjacent cells that you want to merge.• On the Home Tab, in the Alignment Group, click Merge and Center.

NOTE: On the Home Tab, in the Alignment Group, you can also use the commands to do the following

• To change the vertical alignment of cell contents, click Top Align , Middle Align , or Bottom Align

• To change the horizontal alignment of cell contents, click Align Text Left , Center , or Align Text Right

• To change the indentation of cell contents, click Decrease Indent or Increase Indent

• To rotate the cell contents, click Orientation , and then select the rotation option that you want.


Home Tab_ Number Group

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Group

How to Display Numbers as Currency

If you want to display numbers as monetary values in Excel 2007, you mustformat them as currency. To do this, you apply either the Currency or Accountingnumber format to the cells that you want to format. The number formattingoptions are available on the Home tab, in the Number group.

Number Format (e.g. US, Euro…)

Dialog Box Launcher

Percent StyleComma Style Increase

Decimal

Decrease Decimal

Sample of various formats

Category

Various Number Categories in

Dialog Box Launcher


Home Tab_Cells Group

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You can Insert cells to your Worksheet:

• Home Tab• Cells Group• Insert Cells Command

Insert blank cells on a worksheet• Select the cell or the range (range: Two or more cells on a sheet.) of cells where you want to insert the new blank cells. Select the same number of cells as you want to insert. For example, to insert five blank cells, you need to select five cells.

NoteWhen you insert cells on your worksheet, all references that are affected by the insertion adjust accordingly, whether they are relative (or absolute references).



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Use these steps to insert rows in your Worksheet:

• Home Tab• Cells Group• Highlight Row• Insert Sheet Rows

SHORTCUT Using the Right Mouse Button to Insert Rows• Select Row where

you want to Insert a Row above.

• Click your Right mouse button.

• Click Insert



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Now you want to add a column to your worksheet to identify product categories.

It should go between two existing columns of data, Quantity and Supplier.

Group

• To insert a single column, select the column or a cell in the column immediately to the right of where you want to insert the new column.

- For example, to insert a new column to the left of column B, click a cell in column B.

• To insert multiple columns, select the columns immediately to the right of where you want to insert columns. Select the same number of columns as you want to insert.

- For example, to insert three new columns, you select three columns.

• To insert nonadjacent columns, hold down CTRL while you select nonadjacent columns.Note: You must select the entire column.


Home Tab_Cells GroupPRACTICE Insert Column1. Click in the D column. Then on the Home tab, in the Cells

group, click the arrow on Insert.

2. On the menu that appears, click Insert Sheet Columns. A new blank column is inserted, and you enter the new data in the column.

3. If you need to adjust the column width to fit the data, use the Home tab, find the Cells group, click the down arrow on Format. In the list that appears, click AutoFit Column Width.

4. To add the AutoFit Column Width Icon to your QAT: click Home tab, find the Cells group, click Format, click AutoFit Column Width, then click Add to Quick Access Toolbar.

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AutoFit Column Width Icon



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Use these steps to insert non- adjacent columns in your Worksheet:

• Home Tab• Cells Group• Highlight columns• Insert Sheet Columns

SHORTCUT Using the Right Mouse Button to Insert Columns• Select the non-

adjacent columns


• Click Insert

Note: Columns will automatically be inserted to the LEFT of the one you selected.

Before: Non-adjacent columnsselected_ B & D

After: Non-adjacent columns inserted


Home Tab_Cells Group: Delete

34

Use these steps to Delete Cells, Rows, Columns, or Sheets in your Workbook

SHORTCUT Using the Right Mouse Button to Delete Rows, or Columns

• Select Row you want to Delete .


• Click Delete

TAB

Group

Commands

• Click the Home Tab• Find the Cells Group• Click Delete or the down arrow• Click one of the options

Deleting a Row

• Select Column you want to Delete .


• Click Delete

Deleting a Column


• To clear one item place your pointer on the item , then click the down arrow next to the item and click Delete

• Collected items remain on the Office Clipboard until you exit all Office programs that are running on your computer or click Clear All in the Clipboard Task Pane.

Turn off the Office Clipboard

Do the following:In the clipboard task pane, click the Close button

Home Tab_Clipboard Group

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• The Office Clipboard works with the standard Copy and Pastecommands. Just copy (Ctrl + C) an item to the Office Clipboard.

• Then paste (Ctrl +V) it from the Office Clipboard into any Office document at any time.

You can also Cut [move] (Ctrl + X) using the Office Clipboard.

• The Format Painter is also located on the Clipboard. Use it to copy formatting from one place and apply it to another.

Note: The newest entry is always added to the top of the Clipboard.

• To paste all the items that you copied, in the Clipboardtask pane, click Paste All

Note: To Copy Text_ _ then click the Copy Icon or Press Ctrl +C on the keyboard.Highlight Text

Note: To Cut Text_ _ then click the Cut Icon or Press Ctrl + X on the keyboard.Highlight Text_

Icons


Home Tab_Cells Group: Insert

36

SHORTCUT Using the Right Mouse Button to Insert Copied Cells between Columns

Before• Highlight Column• Click right mouse button• Click Copy

After

• To insert copied columns without replacing the existing content use the Insert Copied Cells command.

• You must the column first then click the Copy command (or press Ctrl + C on the keyboard) before the Insert Copied Cells command becomes available.

To insert copied columns without replacing the existing content, you should highlight the text then click the column to the right of where you want to copy your selection, then click Insert Copied Cells.

Note: The Copy Command is a simple method of reproducing text or other data from one place in your workbook to another destination.Press the ESC key if you want to cancel the Copy Command.

Highlight

Copy Icon

• Choose the place where you want to insert copied column

• Click Insert Copied Cells



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SHORTCUT Using the Right Mouse Button to Insert Cut Cells between COLUMNS

• You must the column first then click the Cut command before the Insert Cut Cells command becomes available.

• To insert cut columns without replacing the existing content use Insert Cut Cells.

To cut columns without replacing the existing content, you should click the column to the right of where you want to move the selection, and then click Insert Cut Cells .

Note: The Cut Command is a simple method of moving text or other data from one place in your workbook to another destination (the source text or data gets removed from the original location). Press the ESC key if you want to cancel the Cut Command.

Cut Icon

Before• Highlight Column• Click right mouse button• Click Cut

After• Move Column C to Column A

Highlight

Column C moved to Column A



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SHORTCUT Using the Right Mouse Button to Insert Copied Cells between Rows

Before• Highlight Row• Click right mouse button• Click Copy

After

• To insert copied rows without replacing the existing content use the Insert Copied Cells command.

• You must the row first then click the Copy command (or press Ctrl + C on the keyboard) before the Insert Copied Cells command becomes available.

To insert copied rows without replacing the existing content, you should highlight the text thenclick the row below where you want to copy your selection then click Insert Copied Cells.

Note: The Copy Command is a simple method of reproducing text or other data from one place in your workbook to another destination.Press the ESC key if you want to cancel the Copy Command.

Highlight

Copy Icon

• Choose the cells where you want to insert the copied row

• Click Insert Copied Cells

• If required choose a placeto shift the cells

• Click OK



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SHORTCUT Using the Right Mouse Button to Insert Cut Cells between Rows

Before• Highlight Row• Click right mouse button• Click Cut

After

• To insert cut rows without replacing the existing content use the Insert Cut Cells command.

• You must the row first then click the Cut command (or press Ctrl + X )on the keyboard) before the Insert Cut Cells command becomes available.

To insert cut rows without replacing the existing content, you should highlight the text thenclick the row below where you want to move your selection then click Insert Cut Cells.

Highlight

Cut Icon

• Highlight the exact cells where you want to insert the cut row

• Click Insert Cut Cells• If required, choose a place to shift the cells• Click OK

Note: The Cut Command is a simple method of moving text or other data from one place in your workbook to another destination (the source text or data gets removed from the original location). Press the ESC key if you want to cancel the Cut Command.


Keyboard Shortcut for inserting new Worksheets

• By default, Microsoft Office Excel provides three worksheets, but you can insert additional worksheets.• The name (or title) of a worksheet appears on its sheet tab at the bottom of the screen.• By default, the name is Sheet1, Sheet2, and so on, but you can give any worksheet a more appropriate name.

Use these buttons to move the Worksheet TABS back and forth

Named Worksheets with

Sheet TABScolored

Rename/Insert/Color/Delete Worksheets

• On the Ribbon use the Cells Group to insert, delete or format sheet tabs.

Group

OR• Place your mouse pointer on a Tab (e.g. Sheet 1)• Click your right mouse button• Select Command (e.g. insert, delete, rename, tab color)

NOTE: You cannot use UNDO when deleting worksheets

Click Icon to insert a new Worksheet

Menu

SHIFT + F11


• You can move Worksheet Tabs left or right by dragging with your left mouse button.

• The UNDO command is inactive when moving worksheet tabs (close your document without saving to

undo the Tab move).

•

• When your mouse point changes to a split pointer, drag the Tab split bar right to reveal more Tabs.

Press your left mouse button to see the MOVE Tab Icons

Move Worksheet Tabs

Move TAB Icons

First Sheet

LastSheet

PreviousSheet Next

SheetTab Split Bar

BEFORE

• Select Tab• Hold left mouse button until you see the down

arrow and document symbol• Drag with left mouse button to new location

AFTER


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