copyright 2003, paradigm publishing inc. chapter 1 backnextend 1-1 links to objectives worksheet...

Copyright 2003, Paradigm Publishing Inc.

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OBJECTIVES• Worksheet Elements• Create, Save, and Pri

nt a Worksheet• Enter Data• Edit Data• AutoFormat• Help Feature• Features Summary

UNIT 1: PREPARING ANDUNIT 1: PREPARING ANDFORMATTING A WORKSHEETFORMATTING A WORKSHEET

Microsoft Excel 2003 - Specialist

PREPARING AN EXCEL WORKSHEET


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Performance ObjectivesPerformance Objectives

• Identify the various elements of an Excel worksheet

• Create, save, and print a worksheet• Enter data in a worksheet• Edit data in a worksheet• Apply an AutoFormat to cells in a

worksheet• Use the Help feature


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Opening Microsoft ExcelOpening Microsoft Excel

point toAll Programs

point toMicrosoft

Officeclick Microsoft Office

Excel 2003click Start


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Elements of an Excel WorksheetElements of an Excel Worksheet

- Book1

Title BarMenu BarStandard

ToolbarFormatting

ToolbarName Box

Formula Bar

Status Bar

Vertical Scroll Bar

Horizontal Scroll BarSheet Tabs

Getting Started Task Pane


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Customizing ToolbarsCustomizing Toolbars

Tools, Customize

click to inserta checkmark


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Displaying ToolbarsDisplaying Toolbars

The display of toolbars can be turned on or off.

click thetoolbarname

ORORright-clickanywhere

on a toolbar

click thetoolbarname


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Elements of a Worksheet AreaElements of a Worksheet Area

a document is referred to as a a document is referred to as a workbookworkbook

individual sheets

the area containing the gridlinesthe area containing the gridlinesis called the is called the worksheet areaworksheet area

Name Box Formula Bar

Column Header(lettered)

Row Header(numbered)

Select All ButtonActive Cell

Fill Handle

Cell Pointer Gridlines


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Moving the Insertion PointMoving the Insertion Point

Tab

takes insertion point to next cell

cell reference in Name Box changes

Shift +Tab

takes insertion point to previous cell


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Moving the Insertion Point…/2Moving the Insertion Point…/2

To move the insertion point here PressDown to the next cell Enter

Up to the next cell Shift +Enter

Next cell Tab

Previous cell Shift + Tab

Cell at beginning of row Home

Next cell in the direction of the arrowUp, Down, Left, or Right Arrow key

Last cell in worksheet Ctrl + End

First cell in worksheet Ctrl + Home

Cell in next window (approximately 16-24 rows)

Page Down

Cell in previous window (approximately 16-24 rows)

Page Up

Cell in window to right (approximately 8-11 columns)

Alt + Page Down

Cell in window to left (approximately 8-11 columns)

Alt + Page Up


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Edit, Go To (Ctrl + G)Edit, Go To (Ctrl + G)

type cell reference

click to moveinsertion point


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position mouse pointer ondesired cell and click

use scroll bars

OROR

does not move insertion point

- click to change active cell


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Saving a WorkbookSaving a Workbook

File, Save (Ctrl + S)File, Save (Ctrl + S)

File, Save AsFile, Save As

Save buttonSave button

type a name

click

OROR


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Naming a FileNaming a File

• Up to 255 characters including– drive letter– folder names– spaces

• Excluded special characters includeforward slash (/) question mark (?)

backslash (\) quotation mark (“)

greater than sign (>) colon (:)

less than sign (<) semicolon (;)

asterisk (*) pipe symbol (|)


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Opening a WorkbookOpening a Workbook

File, Open (Ctrl + O)File, Open (Ctrl + O)

Open buttonOpen button

select a file

click

OROR


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Printing a WorkbookPrinting a Workbook

File, Print (Ctrl + P)File, Print (Ctrl + P)

ORORPrint button Print button

click

sends directly to the printer


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Closing a WorkbookClosing a Workbook

File, CloseFile, Close

ORORClose button Close button

located at the right side of the Menu bar (the second Close button from

the top)


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Exiting ExcelExiting Excel

File, ExitFile, Exit

ORORClose button Close button

located at the right side of the Title bar (the first Close button from the

top)


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Expanding Drop-Down MenusExpanding Drop-Down Menus

only most popularonly most popularoptions displayoptions display

adaptive menu showsfirst-rank options

click down-pointingclick down-pointingarrows to displayarrows to display

second-rank optionssecond-rank optionsalso expands if you click

an option and pause

If you choose a second-rank option, it ispromoted and becomes a first-rank option

the next time the drop-down menu is displayed.


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Expanding Drop-Down Menus…/2Expanding Drop-Down Menus…/2

to display all menu options

Tools, Customize

click to inserta checkmark


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Changing the Default FolderChanging the Default Folder

for current sessionfor current session

File, Open

click triangle to displaydrop-down list

select drive and/orfolder

click


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Changing the Default Folder…/2Changing the Default Folder…/2

Tools, Options

type desiredlocation

permanently


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Entering Data in a CellEntering Data in a Cell

key text

notice Ready changesto Enter as soon as you

begin entering text

text being entered alsoappears in Formula bar


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Entering Data in a Cell…/2Entering Data in a Cell…/2

a long text entryoverlaps the nextcell to the right

long number entriesmay appear as

number signs if columnis not wide enough

notice full numberstill appears inFormula bar


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Editing Data in a CellEditing Data in a Cell

click cell to make it activeclick cell to make it activeanything typed will takethe place of existing data

double-click cell to editdouble-click cell to editBackspace keyBackspace key

deletes character left ofthe insertion point

Delete keyDelete keydeletes character rightof the insertion point

can use same keys to makecan use same keys to makechanges in Formula barchanges in Formula bar

When editing is complete change out of Edit editing is complete change out of Edit mode.mode.

make another cell active, Enter, Tab, Shift + make another cell active, Enter, Tab, Shift + Tab orTab or

Enter on the Formula barEnter on the Formula bar

OROR


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Using Automatic Entering FeaturesUsing Automatic Entering Features

AutoComplete

automatically insertsautomatically insertsdata that begins the samedata that begins the same

as a previous cellas a previous cellpress Enter to accept

or continue typingAutoCorrec

tautomatically corrects manyautomatically corrects many

common typing errorscommon typing errorse.g. teh changes to the

view, add, or deleteview, add, or deletereplacements withreplacements with

Tools, AutoCorrect Options


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Using Automatic Entering Features…/2Using Automatic Entering Features…/2

AutoFillquickly fills a rangequickly fills a range

of cells with the sameof cells with the samedata or with a seriesdata or with a seriesdrag fill handle to consecutive cells

can also be used forcan also be used forsequencessequences

select both cells(start and increment)

Hold down Ctrl while dragging the fill handle

if you do not want a series to increment.

ScreenTip displays ending data

ScreenTip displays ending data


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Closing the Task PaneClosing the Task Pane

click to open a blank workbook(closes Task Pane)

click Close button to close task pane

OROR

View, Task Pane to close task pane


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Maneuvering in the Task PaneManeuvering in the Task Pane

drop-down triangle reveals othertask panes

use task pane buttonsto maneuver within task panes


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Moving the Task PaneMoving the Task Pane

undock Task Paneundock Task Panepoint beside task pane

toolbar and drag

dock Task Panedock Task Panedouble-click besidetask pane toolbar


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Selecting CellsSelecting Cells

using the mouse

columncolumnpoint to header and click

rowrowpoint to header and click

adjacent cellsadjacent cellsdrag with mouse

nonadjacent cellsnonadjacent cellsCtrl + click header(s) or cell(s)

all cellsall cellsclick Select All button


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Selecting Cells…/2Selecting Cells…/2

using the keyboard

To select PressCells in direction of arrow key Shift + arrow key

To beginning of row Shift + Home

To beginning of worksheet Shift + Ctrl + Home

To last cell in worksheet containing data

Shift + Ctrl + End

An entire column Ctrl + spacebar

An entire row Shift + spacebar

An entire worksheetCtrl + A or Ctrl +Shift + spacebar


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Selecting CellsSelecting Cells

data within cells

double-click cell anddrag with mouse or use

Shift + arrow key

can also press F8 toturn on Extend mode


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Formatting with AutoFormatFormatting with AutoFormat

to apply a variety of to apply a variety of predesignedpredesigned

formats to cells in a worksheet to cells in a worksheet

select cells (not Select All)Format, AutoFormat

select format

click OK


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Using Help – Ask a QuestionUsing Help – Ask a Question

type your questionand press Enter

click topic to displayinformation


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Using Help – Help Task PaneUsing Help – Help Task Pane

Help, Microsoft Office Excel Helpor Microsoft Office Excel Help buttonor F1


to show related topics


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Using Help – Office AssistantUsing Help – Office Assistant

Help, Show the Office Assistant


click to turn off or toselect alternate assistant


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How do you display the Save As dialog box?

Features SummaryFeatures Summary

File, Save (Ctrl + S)File, Save (Ctrl + S)

File, Save AsFile, Save As

Save buttonSave button

OROR


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How do you display the Open dialog box?


File, Open (Ctrl + O)File, Open (Ctrl + O)

Open buttonOpen buttonOROR


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How do you print a worksheet?


Print button Print button

sends directly to the printer


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How do you display the Print dialog box?


File, Print (Ctrl + P)File, Print (Ctrl + P)


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How do you close a worksheet?


File, CloseFile, Close


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How do you display the AutoFormat dialog box?


Format, AutoFormat


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How do you display the Excel Help task pane?


Help, Microsoft Office Excel Helpor Microsoft Office Excel Help buttonor F1


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Coming NextComing Next

FORMATTING AN EXCEL WORKSHEET

copyright 2003, paradigm publishing inc. chapter 1 backnextend 1-1 links to objectives worksheet...

Documents

worksheet area

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worksheet microsoft

data edit data autoformat

features summary elements

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