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Author(s): Linda Powles

Owner: NWIS

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Microsoft Excel 2007 – A Quick Reference Guide 1

Training Document History

Document Location

This document is located in

P:\Health Informatics Development\Systems Training\WCCG\Office 2007

Revision History

Version Revision Date Summary of

Changes

Author

Version 0.1 7th January 2013

Linda Powles

Useful Contacts

Contact Name Contact Details

Primary Care Service Desk 08450 267 297

Learning & Professional Development

Department

Email:

Learning&[email protected]

mailto:Learning&[email protected]


Contents Introduction – Excel 2007 ........................................................................................... 3

The Office Button ................................................................................................ 4

Customising the Toolbar ..................................................................................... 5

Navigating Excel using the Keyboard .................................................................. 6

Microsoft Help Tool ............................................................................................ 7

Creating a New File .................................................................................................... 8

Open an Existing File ................................................................................................. 9

Formula ............................................................................................................. 11

Number Formats ............................................................................................... 12

Creating Charts ................................................................................................. 12

Printing in Excel 2007 ....................................................................................... 14

Terminology ...................................................................................................... 15

Useful Tips ........................................................................................................ 16

Tabs - HOME ........................................................................................................... 17

Tabs - INSERT ......................................................................................................... 18

Tabs – PAGE LAYOUT ............................................................................................ 19

Tabs - FORMULAS .................................................................................................. 20

Tabs - DATA ............................................................................................................ 21

Tabs - REVIEW ........................................................................................................ 22

Tabs - VIEW ............................................................................................................. 23

Using the CTRL key ................................................................................................. 24


INTRODUCTION – EXCEL 2007

Microsoft Excel uses an assortment of windows, ribbon tabs, toolbars, menus and

other features that enable you to make use of all the functions available. The main

difference in Excel 2007 is the use of the ribbon which replaces the old familiar

toolbars and menus. The ribbon is the container at the top of the window and holds

all the tools and features that you may wish to use. Tools for given tasks are grouped

together and these groups are then organised into Tabs. When a tab cannot hold all

the choices available there is a link to a list of commands, a dialog box, task pane or

galleries of options. Additional contextual tabs appear as the context of your work

changes, so if you have a picture selected a relevant tab option will appear.

Ribbon

0

20

40

60

80

100

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

East

West

North

Tool Groups (Font, Alignment & Styles)

Tab(s)


THE OFFICE BUTTON

Situated in the top left hand corner of the screen in Excel 2007, the Office Button is

used where the ‘File Menu’ was used in Excel 2003, but there are additional

functions that can now be carried out within this section.

The above 2 images show the differences between Microsoft Excel’s 2003 File menu

and the Excel’s 2007’s Office button. Both provide the user with a number of similar

actions or tasks, but the 2007 version displays a greater list of ‘Recent Documents’

and additional or new functionality added.

2003 ‘File’ menu

2007 Office Button

Where a task has a right-

pointing arrow displayed, a

sub-menu in 2007 provides

a greater description of the

options available.


CUSTOMISING THE TOOLBAR

Additional functionality in the Office button allows the user to customise Microsoft

Excel in many ways. Tasks and functions may be added or removed from the

window; using either the Office button and navigating to the ‘Excel Options’ button

or the drop-down button as indicated next to the Quick Access Toolbar, the user may

customise the Quick Access Toolbar to suit their needs.

At any time, the user may switch the ribbon view off; this will allow for the user to

have a greater view of the document. By right-clicking on the ‘Tab’ toolbar, the user

may click on ‘Minimize the Ribbon’. This may be returned to the original view by

removing the tick from the check box.

Quick Access Toolbar Customise menu

By right-clicking on any

icon on the toolbar, the

user will be able to add

the icon to the Quick

Access Toolbar.


NAVIGATING EXCEL USING THE KEYBOARD

If users wish to navigate their way around Excel using the keyboard, then the

following steps may be taken.

On using the ALT key, the tools and tasks will have numbers/letters overlaid that will

act as shortcuts to that task. For example, if the user selected ALT + N, then the

ribbon will change to the INSERT tasks.

Using ALT + N again will display the keyboard shortcuts to the different options

available within this ribbon.

To use a specific task, use the ALT key and the respective key/keys to use the

function, for example ALT + S + H together will open the Shapes dialogue box to

insert a shape.

As with Office 2003, the CTRL key may still be used to carry out specific functions

such as saving documents (CTRL + S) etc. A list of these functions may be found at

the end of this guide.

As with all Microsoft applications, HELP

may also be used for guidance and

support. In Microsoft 2007, this can be

found at the top right hand corner of the

screen, below the Close ‘X’.


MICROSOFT HELP TOOL

To use the offline support, the user may click on the link below the loading bar

displayed in the Excel Help window.

The offline support

allows the user to

search the database

installed with Excel

2007.

Type the query in the

Search text box at the

top of the page and

click on the magnifying

glass to begin the

search for that topic.

The example here shows

100 results returned with

the first 25 displayed on

the first page.

The toolbar at the top allows the

user to:

Stop the current search

Refresh the search

Return to HELP Home

Print page

Change the Font size

Display Table of Contents

Keeps HELP screen on top


CREATING A NEW FILE

On opening the Excel 2007 application, a new blank document will be displayed. To

create a new document while in the application, the user may either:

1. Click on the Office Button and select or

2. Use the CTRL key and N or

3. Use ALT then F then N then click on the Create button.

In addition to creating new files from blank documents, a number of templates are

also provided, both built in to the Excel application as well as being available online

to download.


OPEN AN EXISTING FILE

As with creating a new document, there are a number of ways to open an existing

document. If the document has recently been accessed, it will be displayed in the

‘Recent Documents’ list that may be found in the START menu or in the Office

Button menu in Excel 2007.

To locate a document that has not recently been accessed, the user will need to

navigate to the location where the document has been stored.

On selecting ‘Open’

from the Office

Button menu, the

user will be provided

with a dialogue box in

which to search the

computer for the

required file.


Using the ‘Look in’

drop down list or the

locations identified in

the left hand panel of

the dialogue box,

navigate to the drive or

folder where the

document has been

stored.

On locating the

file, the user

may either

double-click

the mouse to

open the file or

using a single

click, highlight

the file and click

on ‘Open’.

To assist with file identification, the view of

how the files are displayed may be changed.

When using ‘Details’, the file list may be

sorted by

Name (Alphabetically: A-Z or Z-A)

File size (E.g. 602kb, 710kb)

Date Modified (E.g. earliest to latest)

By clicking on the description headers, the

list order is reversed.


FORMULA

Displayed in the screenshot below is a simple formula for calculating a column of

numbers. By using the Autosum function, located on the top right hand corner of the

Home ribbon –

users are able to quickly add up a column or row of numbers.

The formula is displayed in both the formula toolbar and in the cell that the sum of

the numbers will appear in; in this example, B4.

To add up a column of numbers, click in the cell BELOW the numbers to be added.

Now click on the Formula icon, the column of the three figures will be highlighted.

Use your ‘Enter’ key to complete the task.

Formula Toolbar

Cell B4

Other calculations may also be

undertaken; the formula icon is

situated at the top right hand

corner of the window.


NUMBER FORMATS

CREATING CHARTS

To create charts in Excel, data must exist in a worksheet.

Where data exists, the user must select the Insert tab, and from the Charts section,

(with the data highlighted) select the type of chart required.

As with previous Excel

versions, users are able to

change the number format

they wish to use. This may

be achieved either by using

the drop down menu located

to the right of the format

description or the drop down

arrow to the right of the

‘Number’ label.


The chart will be displayed within the worksheet; this chart may be moved to any

location in the Worksheet by also be copied and pasted into a Word document (right

click on the graph and from the menu that appears select ‘Copy’. Open the Word

document you wish to add the graph to and right click again and select ‘Paste’).

If the user wishes to hide the legend (the descriptor on the right hand side of the

graph (Series1 in the above example), the user may right click on the legend and

select ‘Delete’ from the menu.


PRINTING IN EXCEL 2007

Users of Excel 2003 will be familiar with a Print icon being displayed in the toolbar at

the top of the screen.

In Excel 2007, the Print icon may not be immediately visible, but by adding the

function to the Quick Access Toolbar, the default printer may be displayed.

To remove a function from the Quick Access Toolbar, remove the tick displayed

against the task.

To print from the Office Button menu:

To add the printer – from the

drop down menu, highlight the

‘Quick Print’ function; this will

place a tick alongside the

description. The Quick

Access Toolbar will then

display the default printer

icon.

Selecting ‘Print’ will

open the standard

dialogue box that

enables the user to make

adjustments (number of

copies etc);

Quick Print sends the

document straight to the

default printer without

further prompting.

Print Preview allows the

user to make changes

prior to printing (margins,

orientation, size etc).


TERMINOLOGY

Cell – the area into which data is entered

Column – vertical group of cells

Row – horizontal group of cells

Range – a selection of cells. In this

example the cell range coloured in is

A1 to C4

Worksheet. A collection of Worksheets

is called a Workbook.

=SUM(A1:A5)

or

=SUM(A1:F1)

Formula – a tool for calculating a column

or row of numbers.


USEFUL TIPS

1. Where text has been entered into a cell and over-runs into the next, the

quickest way to display it is to move the cursor to the immediate line that

separates the two columns;

Double click on the arrow to automatically re-size the column.

2. To auto-fill a column or row with months, enter the first month in the first cell

When the cursor changes

to a double ended arrow

with a line through it -

Move the mouse to the indicated area.

When the cursor changes to a cross (+)

drag the mouse in a downwards or side-

wards movement

A tooltip text box will appear

indicating what will be filled into the

next cells. Release the mouse

button when the column or row is

complete.


TABS - HOME

Sort/Filter Columns

Angle of Text

Left Align

Centre

Font style

Italics

Bold

Cut/Copy/Paste

Cell Formatting

Number Format

Merge cells

Underline

Font size

Right Align

Wrap

Text

Auto-sum


TABS - INSERT

Create tables/pivot charts

Insert images/shapes

Insert WordArt

Add Signature Line

Insert symbol - ©

Insert Hyperlink

Create graphs

Insert Textbox

Add Headers/Footers

Insert an object


TABS – PAGE LAYOUT

Insert a background image

Customise the margins

Change page format

Change the style

Set scale for printing

Set the Print Area

Select Paper size

Tick to select Viewing/Printing Options

Set up duplicates

Arrange how the page is displayed


TABS - FORMULAS

Provides a menu of functions available

Autosum

Recently used functions

Financial functions

Logical (Boolean) functions

Change Text functions Assign names to formulas etc

Displays formula not result

Monitors changes

result

Search for data in tables

Maths & Trigonometry


TABS - DATA

Import data from an external

source; i.e. outside of Excel

Update the data from the

external source

Sort and filter columns

Splits text in fields

Removes duplicate Rows

Set rules on cell content

Create Scenarios

Group Data


TABS - REVIEW

Translate Text

Dictionaries, encyclopaedias etc

Thesaurus

Check Spelling

Protect the document

Share the workbook Display Comments

Add comments when reviewing Protect/Share Workbook

Allow & Monitor Changes


TABS - VIEW

Screen layout of document

Hide/Display Tools

Zoom Tools

Change Window display

Freeze panes

Split/Hide Screen

Switch between Workbooks

Create/Edit Macros


USING THE CTRL KEY

CTRL + A Selects all

CTRL + B Makes text bold

CTRL + C Copies to Clipboard

CTRL + F Find

CTRL + G Go To (cell)

CTRL + H Find & Replace

CTRL + I Italicises text

CTRL + K Insert Hyperlink

CTRL + N Opens a new document

CTRL + O Open an existing file

CTRL + P Print the current document

CTRL + S Saves a document/file

CTRL + U Underlines text

CTRL + W Closes Microsoft Excel

CTRL + V Pastes

CTRL + Y Redo

CTRL + Z Undo