Version: 1.00 Copyright (c) 2001-2003 by Marshall, Tucker & Associates, LLC All rights reserved. 1 Learning Objectives Spreadsheet applicationsSpreadsheet

version: 1.00version: 1.00 Copyright (c) 2001-2003 by MarshallCopyright (c) 2001-2003 by Marshall, Tucker & Associates, LLC All rig, Tucker & Associates, LLC All rights reserved.hts reserved.

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Learning ObjectivesLearning Objectives• Spreadsheet applicationsSpreadsheet applications• Getting StartedGetting Started• Parts of the ScreenParts of the Screen• The Worksheet - defining cells by columns and rowsThe Worksheet - defining cells by columns and rows• Navigating the WorksheetNavigating the Worksheet• Selecting Range(s)Selecting Range(s)• Inserting Worksheets Inserting Worksheets • Formatting CellsFormatting Cells• Inputting Text and Numbers Inputting Text and Numbers • Creating FormulasCreating Formulas• Copying/Cutting/Moving and AutoFillCopying/Cutting/Moving and AutoFill• Saving and Opening FilesSaving and Opening Files• Quitting Excel® Quitting Excel®


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Spreadsheet ApplicationsSpreadsheet ApplicationsExcel® is a "spreadsheet application" which means that it is designed for quantitative Excel® is a "spreadsheet application" which means that it is designed for quantitative analysis of all kinds. A spreadsheet is a simple tool made up of a matrix of cells which analysis of all kinds. A spreadsheet is a simple tool made up of a matrix of cells which can store text, numbers, or formulas. can store text, numbers, or formulas.

The power of the spreadsheet lies in its ability to perform a broad range of calculations The power of the spreadsheet lies in its ability to perform a broad range of calculations quickly and automatically. quickly and automatically.

Once a formula is written, it is stored in a ‘cell’ and is automatically carried out, so that the Once a formula is written, it is stored in a ‘cell’ and is automatically carried out, so that the calculations are conducted on data that can be changed or inserted. calculations are conducted on data that can be changed or inserted.

There is no need for the user to manually calculate or recalculate solutions because the There is no need for the user to manually calculate or recalculate solutions because the formulas will automatically do the work for you. formulas will automatically do the work for you.


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Spreadsheet ApplicationsSpreadsheet ApplicationsExcel® Spreadsheets are used in many ways.Excel® Spreadsheets are used in many ways.

I will show you some examples.I will show you some examples.

Marketing: Budgeting for Various Types of MediaMarketing: Budgeting for Various Types of Media

Accounting: Projected PayrollAccounting: Projected Payroll

Financial Modeling: Option AnalyticsFinancial Modeling: Option Analytics

Business Analysis: Charting Company PerformanceBusiness Analysis: Charting Company Performance

Research: Data Analysis using Statistical TechniquesResearch: Data Analysis using Statistical Techniques


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As with other applications, to start Excel ® , you can usually double-click on the As with other applications, to start Excel ® , you can usually double-click on the application icon or one of its documents. application icon or one of its documents.

If you don’t see the Excel ® icon on the desktop, go to the Start menu and then to If you don’t see the Excel ® icon on the desktop, go to the Start menu and then to Programs and you should see it listed as ‘Microsoft Excel ®’ among the programs. Programs and you should see it listed as ‘Microsoft Excel ®’ among the programs.

Getting StartedGetting Started


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Parts of the ScreenParts of the ScreenWhen you open Excel ®, you will be presented with something that looks like this:When you open Excel ®, you will be presented with something that looks like this:

You may need to You may need to click on click on FileFile and and NewNew and open a and open a Blank Workbook Blank Workbook if your screen if your screen does not look similar to thisdoes not look similar to this. .

Toolbars

Sheet Tabs

Name Box

Formula Bar

Menu Bar

Worksheet Area


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The Menu BarThe Menu Bar

The menu bar provides access to nine menus: File, Edit, View, Insert, Format, Tools, The menu bar provides access to nine menus: File, Edit, View, Insert, Format, Tools, Data, Window, and Help. Each of these menus lead to further choices. Only the menu Data, Window, and Help. Each of these menus lead to further choices. Only the menu options in black may be selected (those that are grayed are not currently available for options in black may be selected (those that are grayed are not currently available for selection). If you click on one of the main menus and see a double arrow pointing down, selection). If you click on one of the main menus and see a double arrow pointing down, you can move your mouse pointer to it and keep it there for a few seconds until more you can move your mouse pointer to it and keep it there for a few seconds until more menu options are displayed. menu options are displayed.

A brief description of each of the menu components can be found in Appendix A of your A brief description of each of the menu components can be found in Appendix A of your textbook.textbook.


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The ToolbarsThe Toolbars

As with any other Microsoft Office® application, the toolbars provide a series of shortcut As with any other Microsoft Office® application, the toolbars provide a series of shortcut buttons as a means to carry out certain commands quickly without having to use the buttons as a means to carry out certain commands quickly without having to use the menu bar options. menu bar options.

You can opt to You can opt to display or not to display the various toolbars by going todisplay or not to display the various toolbars by going to View View (in the (in the Menu Bar) and down toMenu Bar) and down to Toolbars Toolbars, and checking the toolbars that you want displayed , and checking the toolbars that you want displayed (unchecking the ones that you do not want displayed).(unchecking the ones that you do not want displayed).

In addition, you can add, delete, or rearrange the buttons on the toolbars by In addition, you can add, delete, or rearrange the buttons on the toolbars by going togoing to View View (in the Menu Bar) and down to(in the Menu Bar) and down to Toolbars Toolbars, and then choosing, and then choosing Customize Customize from the from the menu.menu.


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The Worksheet Area - Columns, Rows, and CellsThe Worksheet Area - Columns, Rows, and Cells

Every document, or file, consists of several worksheets containing 256 columns (named Every document, or file, consists of several worksheets containing 256 columns (named A to IV) and 65,536 rows (named 1 through 65,536). These rows and columns are filled A to IV) and 65,536 rows (named 1 through 65,536). These rows and columns are filled with cells in which you can enter either text, numbers, or formulas (up to 65,000 with cells in which you can enter either text, numbers, or formulas (up to 65,000 characters). Every cell in a document has a unique address. It's determined by the place characters). Every cell in a document has a unique address. It's determined by the place where it's located in the spreadsheet. where it's located in the spreadsheet.

For example, the very first cell in the upper left corner of every worksheet is located For example, the very first cell in the upper left corner of every worksheet is located where column A meets row 1. So this cell’s address is called where column A meets row 1. So this cell’s address is called A1A1, since it is at the , since it is at the junction of column A and row 1. The address of the cell in the same row just to the right of junction of column A and row 1. The address of the cell in the same row just to the right of A1 is called A1 is called B1B1 and to the right of that is and to the right of that is C1C1, et cetera. The address of the cell below A1 , et cetera. The address of the cell below A1 (in the same column) is called (in the same column) is called A2A2. Below A2 is . Below A2 is A3A3, and so on. , and so on.


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The Name BoxThe Name Box

The Name Box will contain the address of the cell that is currently active (the The Name Box will contain the address of the cell that is currently active (the cell that you have focused) and should have a drop down arrow to its right.cell that you have focused) and should have a drop down arrow to its right.

Another way of referring to cells (in addition to using their addresses), is to Another way of referring to cells (in addition to using their addresses), is to rename the cells so as to give them a more meaningful name. To do this, rename the cells so as to give them a more meaningful name. To do this, click on the cellclick on the cell you wish to rename, making it the active cell. Click in the you wish to rename, making it the active cell. Click in the Name BoxName Box and change the name of the cell from it’s cell address to the new and change the name of the cell from it’s cell address to the new name.name.


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Navigating the WorksheetNavigating the Worksheet

You can move from cell to cell within the worksheet using your mouse, or the arrows on You can move from cell to cell within the worksheet using your mouse, or the arrows on the keyboard, the Enter key, or the tab key. the keyboard, the Enter key, or the tab key.

Practice moving from cell to cell. Take note of the cell addresses as you visit each cell. Practice moving from cell to cell. Take note of the cell addresses as you visit each cell. Try changing cell names using the name box. Try changing cell names using the name box.


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Selecting a Continuous Range of CellsSelecting a Continuous Range of Cells

In Excel®, it is necessary to first select the cells that you want to act on, and then to In Excel®, it is necessary to first select the cells that you want to act on, and then to choose an operation to perform on them.choose an operation to perform on them.

If you need to select more than one cell at a time, you can select a range of cells and If you need to select more than one cell at a time, you can select a range of cells and perform various functions on all the cells at the same time. The best way to do this is to perform various functions on all the cells at the same time. The best way to do this is to use the mouse to point to the cell at one corner of the range. Then click and hold down use the mouse to point to the cell at one corner of the range. Then click and hold down the left mouse button and drag the mouse over the entire range, highlighting it. the left mouse button and drag the mouse over the entire range, highlighting it.

The keyboard can also be used to select a range. The keyboard can also be used to select a range. Select a cell at a corner of the range Select a cell at a corner of the range and hold down the Shift key while you move the arrows to select the entire range.and hold down the Shift key while you move the arrows to select the entire range. A A shortcut to select all entries in a column or row is to select a cell in a corner of the range shortcut to select all entries in a column or row is to select a cell in a corner of the range and then to press the Shift+Ctrl+Arrow (in the direction of the rest of the row or column). and then to press the Shift+Ctrl+Arrow (in the direction of the rest of the row or column).


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Selecting a Discontinuous Range of CellsSelecting a Discontinuous Range of Cells

In order to select a range with parts that are not connected, you would simply In order to select a range with parts that are not connected, you would simply select the select the first part as you did for a continuous range and then hold the Ctrl key as you select the first part as you did for a continuous range and then hold the Ctrl key as you select the other ranges. other ranges.

When you would like to perform the action on a range of cells, Excel® references the When you would like to perform the action on a range of cells, Excel® references the range using a colon “:” between the two cells which mark the ends of the range. Excel® range using a colon “:” between the two cells which mark the ends of the range. Excel® adds a comma between discontinuous ranges.adds a comma between discontinuous ranges.

Note: A shortcut to select the entire worksheet is to click the gray box in the upper left Note: A shortcut to select the entire worksheet is to click the gray box in the upper left corner where the row headings and column heading intersect. corner where the row headings and column heading intersect.


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Naming RangesNaming Ranges

You might want to name a range in the same way that you name cells. You can do this You might want to name a range in the same way that you name cells. You can do this when the range is selected by using the when the range is selected by using the name boxname box or by selecting or by selecting Insert Insert from the main from the main menu and choosingmenu and choosing Name Define Name Define..

This would come in handy when referencing the range in a formula or to locate a range in This would come in handy when referencing the range in a formula or to locate a range in a large workbook. a large workbook.


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Inserting WorksheetsInserting WorksheetsYou can move between worksheets by clicking on the tabs on the lower portion of the You can move between worksheets by clicking on the tabs on the lower portion of the screen (these are originally labeled Sheet1, Sheet2, and Sheet3). You can rename a screen (these are originally labeled Sheet1, Sheet2, and Sheet3). You can rename a worksheet by double-clicking on its tab and editing the name. Worksheet names must worksheet by double-clicking on its tab and editing the name. Worksheet names must contain no spaces and should not contain any non-alpha-numeric characters (such contain no spaces and should not contain any non-alpha-numeric characters (such as ?, !, ., #, etc.). as ?, !, ., #, etc.).

You can insert up to 100 worksheets in a single spreadsheet file. You can insert up to 100 worksheets in a single spreadsheet file. To insert a worksheet: To insert a worksheet: go to go to InsertInsert (on the Standard Toolbar) and click (on the Standard Toolbar) and click WorksheetWorksheet from the drop down menu. from the drop down menu. A A new worksheet will be added to the file and a tab will be added to the left of the tab for the new worksheet will be added to the file and a tab will be added to the left of the tab for the worksheet that you have on your screen. The option to insert additional worksheets gives worksheet that you have on your screen. The option to insert additional worksheets gives you more room to create your own models. You can link information in one worksheet to you more room to create your own models. You can link information in one worksheet to another worksheet. Sometimes it's useful to pull information from other spreadsheet files another worksheet. Sometimes it's useful to pull information from other spreadsheet files and Excel® enables you to link to those files too. and Excel® enables you to link to those files too.


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Formatting Cells – Number FormatsFormatting Cells – Number Formats

We can change the appearance of numeric entries by choosing for them be displayed as We can change the appearance of numeric entries by choosing for them be displayed as currency, percentage, date, displaying the numbers to a desired number of decimal currency, percentage, date, displaying the numbers to a desired number of decimal places, etc. This is accomplished by using the predefined number formats in the Format places, etc. This is accomplished by using the predefined number formats in the Format menu. menu.

First you would need to select the cells that you would like formatted. Now go to First you would need to select the cells that you would like formatted. Now go to FormatFormat on the menu bar and then down to on the menu bar and then down to CellsCells. The format cells dialog box will appear . The format cells dialog box will appear containing 6 tabs for different types of formatting. The containing 6 tabs for different types of formatting. The Number tabNumber tab (which is already in (which is already in focus) has the options for the predefined number formats and also allows you to create focus) has the options for the predefined number formats and also allows you to create your own number formats (by choosing custom). your own number formats (by choosing custom).

A shortcut is to select the range and either (1) use the buttons on the formatting toolbar A shortcut is to select the range and either (1) use the buttons on the formatting toolbar or, (2) select format cells from the right mouse button menu. or, (2) select format cells from the right mouse button menu.


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Formatting Cells – Jazzing up your WorksheetFormatting Cells – Jazzing up your Worksheet

As before, first you would select the cells that you would like formatted. Then go to As before, first you would select the cells that you would like formatted. Then go to FormatFormat on the menu bar and then down to on the menu bar and then down to CellsCells. The format cells dialog box appears . The format cells dialog box appears containing the 6 tabs for different types of formatting. containing the 6 tabs for different types of formatting.

Again, another way to bring up the format cells dialog box is to select the range and use Again, another way to bring up the format cells dialog box is to select the range and use the buttons on the formatting toolbar or to right click over the highlighted selection and the buttons on the formatting toolbar or to right click over the highlighted selection and choose format cells from the right mouse button menu. choose format cells from the right mouse button menu.

We will now focus on the Alignment, Font, Border, and Patterns tabs. We will now focus on the Alignment, Font, Border, and Patterns tabs.

AlignmentAlignment allows you to align the contents of the cells on the left hand side or on the right allows you to align the contents of the cells on the left hand side or on the right hand side or in the center. hand side or in the center.

FontFont allows you to change the typeface. Options include: font type, size, and style allows you to change the typeface. Options include: font type, size, and style including: bold, italics, underlined, superscript, subscript, and strikethrough.including: bold, italics, underlined, superscript, subscript, and strikethrough.

BorderBorder allows you to add a border to the cells (any style border) on any or all sides of the allows you to add a border to the cells (any style border) on any or all sides of the cell.cell.

PatternsPatterns allow you to shade the cells any color and style you would like. allow you to shade the cells any color and style you would like.


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Formatting Cells – Adjusting Cell SizeFormatting Cells – Adjusting Cell Size

To further neaten up your worksheet, you may want to adjust the size of certain (or all) To further neaten up your worksheet, you may want to adjust the size of certain (or all) columns or rows. columns or rows.

Under the Under the FormatFormat menu, you can go down to menu, you can go down to Row/ColumnRow/Column and choose and choose Adjust Adjust height/widthheight/width or you can choose the or you can choose the AutoFitAutoFit option which automatically adjusts the row or option which automatically adjusts the row or column to fit the cell with the largest data entry. column to fit the cell with the largest data entry.

A shortcut involves moving your mouse over the column or row headings and when it A shortcut involves moving your mouse over the column or row headings and when it changes to show arrows you can grab the corner of the row or column and drag it to changes to show arrows you can grab the corner of the row or column and drag it to make it the size you would like. make it the size you would like.


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Formatting Cells – Merging CellsFormatting Cells – Merging Cells

Here is another tip to neaten up your worksheet, specifically with regard to text. If you Here is another tip to neaten up your worksheet, specifically with regard to text. If you have text in a cell that runs over the length of the cell but you don’t want to resize the have text in a cell that runs over the length of the cell but you don’t want to resize the whole column or row, you can merge two or more bordering cells together. whole column or row, you can merge two or more bordering cells together.

Select the cells you want to merge together and click Select the cells you want to merge together and click FormatFormat, then go down to , then go down to CellsCells and and then click the then click the AlignmentAlignment tab. tab. Check the box that says Merge CellsCheck the box that says Merge Cells. You can also choose . You can also choose to wrap the text (so that is extends beyond the height of the row) or shrink the text to fit in to wrap the text (so that is extends beyond the height of the row) or shrink the text to fit in the cell.the cell.

Again the shortcut to get to the format cells dialog box quickly is to select the cells you Again the shortcut to get to the format cells dialog box quickly is to select the cells you want to merge, right click the mouse and then choose format cells from the right mouse want to merge, right click the mouse and then choose format cells from the right mouse button menu. button menu.


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Inputting Text and NumbersInputting Text and Numbers

Text can be entered directly into each cell in a worksheet. First select the cell you will Text can be entered directly into each cell in a worksheet. First select the cell you will enter text into and begin typing. When you hit Enter or click onto another cell, the text enter text into and begin typing. When you hit Enter or click onto another cell, the text has been entered and you can move to another cell.has been entered and you can move to another cell.

If you would like to delete text you can simply click on the cell where the text exists and If you would like to delete text you can simply click on the cell where the text exists and hit the delete key. hit the delete key.

In order to edit text, you must click on the cell where the text exists and then click within In order to edit text, you must click on the cell where the text exists and then click within the formula bar and make the changes. the formula bar and make the changes.

Note: Excel® automatically determines whether the data being input is text, numeric, or a Note: Excel® automatically determines whether the data being input is text, numeric, or a formula. Text is left aligned and numbers are right aligned. If Excel® is mistaking what formula. Text is left aligned and numbers are right aligned. If Excel® is mistaking what you are typing for something other than what you want it to be, the procedure is:you are typing for something other than what you want it to be, the procedure is:

Excel® places a Excel® places a ‘‘ in the formula bar immediately before text. in the formula bar immediately before text.Excel® places an Excel® places an == in the formula bar immediately before a formula. in the formula bar immediately before a formula.

Nothing comes before a numeric entry. Nothing comes before a numeric entry.


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The Formula BarThe Formula BarIf a cell contains a formula, when the cell is in focus (active), the formula will be displayed If a cell contains a formula, when the cell is in focus (active), the formula will be displayed in the formula bar and the cell displays the results of the formula calculation. in the formula bar and the cell displays the results of the formula calculation.

A formula always begins with an equal sign “=“. A formula always begins with an equal sign “=“.

A formula can consist of a function name followed by the cells or range that it will be A formula can consist of a function name followed by the cells or range that it will be performed on. A formula can be written using numbers or referencing cells (by referring to performed on. A formula can be written using numbers or referencing cells (by referring to them by their addresses). It is generally best to reference cells unless you are for them by their addresses). It is generally best to reference cells unless you are for example multiplying each cell by a number and that number is not expected to ever example multiplying each cell by a number and that number is not expected to ever change. It is best to reference another cell instead of typing in a number because if the change. It is best to reference another cell instead of typing in a number because if the data in the cell changes, the calculation will be conducted on the new data, but if you type data in the cell changes, the calculation will be conducted on the new data, but if you type a number into the formula, the calculation will always use that number (it will be static as a number into the formula, the calculation will always use that number (it will be static as opposed to dynamic). opposed to dynamic).

Example: if cell A3 contains the number 4:Example: if cell A3 contains the number 4: =A2*4=A2*4 staticstatic

=A2*A3=A2*A3 dynamicdynamic


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Mathematical OperatorsMathematical Operators

The five primary mathematical operators that can be used in formulas include: addition, The five primary mathematical operators that can be used in formulas include: addition, subtraction, multiplication, division, and exponentiation. subtraction, multiplication, division, and exponentiation.

OperationOperation KeyKey Formula ExampleFormula ExampleAdditionAddition ++ =A1+A2=A1+A2SubtractionSubtraction -- =A3-A4=A3-A4MultiplicationMultiplication ** =A6*A7=A6*A7DivisionDivision // =A8/A9=A8/A9ExponentiationExponentiation ^̂ =A10^2=A10^2


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Inputting Other Basic FormulasInputting Other Basic Formulas

In addition to using the mathematical operators in a formula, you can type the formula by In addition to using the mathematical operators in a formula, you can type the formula by typing = and then the function name listed below followed by parenthesis containing the typing = and then the function name listed below followed by parenthesis containing the cells you want the formula to act on (by typing them or by highlighting them with the cells you want the formula to act on (by typing them or by highlighting them with the mouse after you have started typing the formula). mouse after you have started typing the formula).

Some examples include:Some examples include:Sum Sum which totals the entries in the range selectedwhich totals the entries in the range selectedCountCount which counts the entries in the range selected which counts the entries in the range selectedAverageAverage which averages the numbers in the cells selected which averages the numbers in the cells selectedMaxMax which chooses the maximum value within the range selected which chooses the maximum value within the range selectedMinMin which chooses the minimum value within the range selected which chooses the minimum value within the range selected


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The Insert Function ButtonThe Insert Function Button

The The ffxx button on the formula bar is used to show the button on the formula bar is used to show the insert function dialog boxinsert function dialog box. This . This

dialog box helps write functions without having to memorize them. You use the insert dialog box helps write functions without having to memorize them. You use the insert function box by typing in a brief description of the formula you want to write in the function box by typing in a brief description of the formula you want to write in the search box and then selecting the function from the list of choices. search box and then selecting the function from the list of choices.


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Practice Writing a Simple Formula using Insert FunctionPractice Writing a Simple Formula using Insert Function

Try using the insert function box to write a simple formula. Try using the insert function box to write a simple formula.

I will demonstrate using the I will demonstrate using the sum, count, average, max, sum, count, average, max, andand min min functions on an functions on an inventory list. inventory list.


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Copying/Cutting and Pasting Data or FormulasCopying/Cutting and Pasting Data or Formulas

Copying data or formulas can be a very useful tool. By simply copying (or cutting) and Copying data or formulas can be a very useful tool. By simply copying (or cutting) and pasting a formula to a new cell, the cells referenced will change to reflect the new relative pasting a formula to a new cell, the cells referenced will change to reflect the new relative cell relationships. cell relationships.

To copy a cell, select it and go to To copy a cell, select it and go to EditEdit on the main menu. Choose on the main menu. Choose CopyCopy from the Edit from the Edit menu. The cell’s border should flash. Then select the new cell you want to copy it to. menu. The cell’s border should flash. Then select the new cell you want to copy it to. Go to Go to EditEdit on the main menu and choose on the main menu and choose PastePaste. The data or formula should have been . The data or formula should have been pasted and any references to particular cells should have adjusted to reflect the new cell pasted and any references to particular cells should have adjusted to reflect the new cell relationships. relationships.

There are several shortcuts for copying and pasting. The first shortcut is found using the There are several shortcuts for copying and pasting. The first shortcut is found using the copy and paste buttons on the Standard toolbar. Another shortcut is to select the cell(s) copy and paste buttons on the Standard toolbar. Another shortcut is to select the cell(s) and right click on the selection and choose copy and paste from the right mouse-click and right click on the selection and choose copy and paste from the right mouse-click menu. menu.


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Relative verses Absolute Cell ReferencesRelative verses Absolute Cell References

Normally, we would want the cell references to adjust (relative) when we copy and paste. Normally, we would want the cell references to adjust (relative) when we copy and paste. However, if we do not want the cell references to be relative when they are copied, we However, if we do not want the cell references to be relative when they are copied, we can designate them to be absolute cell references.can designate them to be absolute cell references.

In order to make a cell reference absolute, you would add a In order to make a cell reference absolute, you would add a $$ sign before the part of the sign before the part of the cell address that is to remain constant. If you add it only before the column, the column cell address that is to remain constant. If you add it only before the column, the column referenced will not change, but the row referenced will be allowed to change when you referenced will not change, but the row referenced will be allowed to change when you copy the cell. If you add it only before the row, the row referenced will not change but the copy the cell. If you add it only before the row, the row referenced will not change but the column referenced will be allowed to change. If you add a $ before the column part of the column referenced will be allowed to change. If you add a $ before the column part of the cell’s address and again before the row part of the cell’s address, the cell referenced will cell’s address and again before the row part of the cell’s address, the cell referenced will not change at all. not change at all.

A shortcut to make all of the cells in the formula absolute is to hit A shortcut to make all of the cells in the formula absolute is to hit F4F4 when you are still when you are still editing the formula. This will add a $ before the column and the row parts of all cells editing the formula. This will add a $ before the column and the row parts of all cells referenced in the formula. referenced in the formula.


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Using AutoFill for Text, Numbers, or FormulasUsing AutoFill for Text, Numbers, or Formulas

AutoFill is a means for automatically filling in data in a series. It is similar to copying and AutoFill is a means for automatically filling in data in a series. It is similar to copying and pasting, and automatically adjusts formula references as well as text or numbers that it pasting, and automatically adjusts formula references as well as text or numbers that it recognizes as an entry in a series.recognizes as an entry in a series.

To use To use AutoFillAutoFill, select the cell(s) that you want to copy and then , select the cell(s) that you want to copy and then notice the small black notice the small black box on the very bottom right hand corner of the cell(s). Grab and drag this box (called the box on the very bottom right hand corner of the cell(s). Grab and drag this box (called the AutoFill handle) over the cells that you want to paste. AutoFill handle) over the cells that you want to paste.

Series data that Excel® is preprogrammed to recognize includes: numbers Series data that Excel® is preprogrammed to recognize includes: numbers chronologically, letters alphabetically, months, and dates. chronologically, letters alphabetically, months, and dates.


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Defining your own Series for AutoFillDefining your own Series for AutoFill

In addition to relying on the series data that AutoFill has been set to recognize, you can In addition to relying on the series data that AutoFill has been set to recognize, you can also define you own series. You would do this by choosing also define you own series. You would do this by choosing ToolsTools from the main menu from the main menu and then and then OptionsOptions. Click the . Click the Custom ListsCustom Lists tab and create a new list. tab and create a new list.


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Moving the Contents of a Cell(s)Moving the Contents of a Cell(s)

To move the contents of one cell (or a range of cells) to a different cell (or range), you To move the contents of one cell (or a range of cells) to a different cell (or range), you would select the cell(s) and then move your mouse over the selected region until it would select the cell(s) and then move your mouse over the selected region until it changes to four arrows. You can now grab the cells in the selected range by left clicking changes to four arrows. You can now grab the cells in the selected range by left clicking on the mouse and holding it down while dragging the cell(s) to their new location.on the mouse and holding it down while dragging the cell(s) to their new location.


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Saving Files and Changing File TypeSaving Files and Changing File Type

As with any other Microsoft Office® application, you would save your file by Choosing As with any other Microsoft Office® application, you would save your file by Choosing FileFile from the main menu and then selecting from the main menu and then selecting Save AsSave As..

A Save As dialog box will be displayed and here you are prompted to choose a location A Save As dialog box will be displayed and here you are prompted to choose a location for the file to be saved in (from the drop down combo box) and then to name the file. The for the file to be saved in (from the drop down combo box) and then to name the file. The file extension for all Excel® files is .xlsfile extension for all Excel® files is .xls

After the first save, you can use After the first save, you can use SaveSave from the from the FileFile main menu to resave the file (with the main menu to resave the file (with the same location and name). You can also use the shortcut Save button on the Standard same location and name). You can also use the shortcut Save button on the Standard toolbar.toolbar.

If you ever have the need to save an Excel® file in a different format, you can do this by If you ever have the need to save an Excel® file in a different format, you can do this by choosing choosing Save AsSave As from the from the FileFile menu. Then choose your location and name but before menu. Then choose your location and name but before clicking the Save button, clicking the Save button, change the save as type to the format you would like to save the change the save as type to the format you would like to save the file infile in. This might be text, CSV, formatted text, or an older version of Excel®. . This might be text, CSV, formatted text, or an older version of Excel®.


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Opening FilesOpening Files

You can open files by finding them within a folder on your computer and double-clicking You can open files by finding them within a folder on your computer and double-clicking the file’s icon to open Excel® and display the file. Alternatively, you can open Excel® the file’s icon to open Excel® and display the file. Alternatively, you can open Excel® and then choose and then choose OpenOpen from the from the FileFile menu and find the file you wish to work on. menu and find the file you wish to work on.


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Quitting Excel®Quitting Excel®

To exit from Excel®, select To exit from Excel®, select FileFile from the main menu and then choose from the main menu and then choose ExitExit. Alternatively, . Alternatively, double-click on the system menu box in the upper right hand cornerdouble-click on the system menu box in the upper right hand corner, or , or click the X box click the X box (close window button) in the upper right hand corner(close window button) in the upper right hand corner. .

Excel will prompt you to save your work if you haven’t done so before exiting. Excel will prompt you to save your work if you haven’t done so before exiting.


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NextNext

Extending the spreadsheet basics: plotting graphs, customizing printing, implementing Extending the spreadsheet basics: plotting graphs, customizing printing, implementing password protection, importing data, and using Excel® in conjunction with other password protection, importing data, and using Excel® in conjunction with other programs. programs.

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Version: 1.00 Copyright (c) 2001-2003 by Marshall, Tucker & Associates, LLC All rights reserved. 1 Learning Objectives Spreadsheet applicationsSpreadsheet