Download - Intodoction to Microsoft Exel 2007
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Microsoft Soft Excel 2007
Microsoft Excel 2007 is the newest version of Microsoft Office’s worksheet
(spreadsheet) program. Technically a worksheet is a single document inside a
workbook but we often use the terms worksheet, spreadsheet and workbook
interchangeably.They can also contain graphics and charts.If you’re worried about
capacity, Excel 2007 now accommodates 1 million rows and 16,000 columns.
In MS-Excel, Ribbon has 7 tabs which are different from MS-Word. The columns
are lettered A to Z and then continuing with AA, AB, AC and so on. The rows are
numbered 1 to 1,048,576. The combination of a column coordinate and a row
coordinate make up a cell address.
For example:- the cell located in the upper-left corner of the worksheet is cell
A1.MS-Excel has a wide range of other tools and functions which are used in
formatting the documents.
Getting Started with Ms-Excel
Method
Click the start button in the lower left corner.
Point on All Programs.
Click on Microsoft office Excel 2007.
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There is a difference between MS-EXCEL and MS-WORD-
MS-WORD MS-EXCEL
- The extension of word file is .docx
- MS-Word is a word processor.
- It does not have auto fill facility
- It has a special feature of mail
merge.
- It has four alignments.
- The extension of excel is .Xls
- MS-Excel is a data analysis tool.
- It has auto fill facility that helps in
data entry.
- It does not have a special feature
of
Mail merge.
- It has six alignments.
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Microsoft Excel 2007 Window appears as following:-
There is a difference between workbook and worksheet-
Workbook Worksheet
- It is a collection of worksheet.
- It is a parent of worksheet.
- A single file has only one
workbook.
- It is a collection of columns.
- It is a child of worksheet.
- A single file can have number of
worksheet.
Quick Access Toolbar
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The quick access toolbar is a customizable toolbar that contains common
commands that you may want to use by default Save, Undo and Redo appear. We
can place the quick access toolbar above or below the ribbon. To change the
location of the quick access toolbar, click on the error at the end of the toolbar.
Ribbon
The ribbon is the panel at the top portion of the document It has eight tabs:
Home, Insert, Page Layouts, Formulas, Data, Review, View and Acrobat. Each tab
is divided into groups. The groups are logical collections of features designed to
perform functions that you will utilize in developing or editing your Excel
spreadsheets.
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Home: Clipboard, Fonts, Alignment, Number, Styles, Cells, Editing
Insert: Tables, Illustrations, Charts, Links, Text
Page Layouts: Themes, Page Setup, Scale to Fit, Sheet Options, Arrange
Formulas: Function Library, Defined Names, Formula Auditing, Calculation
Data: Get External Data, Connections, Sort & Filter, Data Tools, Outline
Review: Proofing, Comments, Changes
View: Workbook Views, Show/Hide, Zoom, Window, Macros
Acrobat: Create PDF’s, Email PDF’s, review PDF’s (this is add on software that
is not part of the original Microsoft Office Suite
MS Excel 2007 Window features Explanation
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(1) Active Cell
(2) Formula Bar
(3) Expand formula bar
(4) Active Sheet
(5) Inactive Sheet (6) New
sheet
(7) Page Zoom(8) Status
bar
(9) Page Layout
(10) Column Letter
(11) Row Number
(12) Name Box
(13) Vertical Scroll Bar
(14) Horizontal Scroll Bar
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(1)Active Sheet : - The active cell has a square border surrounding it. A cell can
be activated by single clicking.
(2)Formula Bar : -
The formula bar allows formulas or data can be entered in this area. If you
wish to insert a formula, the first character in this bar must be the equals
sign.
If formula bar is not shown then the following procedure will follow
Choose the view tab.
Click formula bar in show/hide group. The formula bar will appear.
(3)Expand Formula Bar : - The expand formula button is useful when entering
complex formulas as it allows us to see the whole formula without having to
scroll.
(4)Active Sheet : -The active sheet is the highlighted sheet at the bottom of the
screen. A sheet can be made active by simply single clicking on it. To
rename the sheet you simply double click on it.
(5) Inactive Sheet : - Inactive sheets are every other sheet that resides in a
workbook that are not currently active. These have a gray appearance.
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(6) New Sheet : - We can add new sheets to the workbook by clicking this
button.
(7)Page Zoom : - Page zoom allows you to dynamically zoom in and out of the
current workspace.
(8) Status Bar : - The status bar gives you instant feedback about the current
operation.
(9) Page Layout : -Page layout allows us to change the layout of pages on
screen. We have three options normal, page layout, or page break preview.
(10) Column Letter : -Columns run vertically on a worksheet and each one is
identified by a letter in the column header.
(11) Row Number : -Rows run horizontally in a worksheet and are identified by
a number in the row header. For example 1,2 ,3,4 & so on
(12) Name BoX :-Located next to the formula bar, the Name Box displays the
cell reference or the name of the active cell.
(13)Vertical Scroll Bar: - The vertical scroll bar is located along the right side
of the screen. For moving up and down in the document, one can click and drag
the vertical scroll bar upwards and downwards.
(14) Horizontal Scroll Bar: - The horizontal scroll bar is located right above the
status bar. For moving back and forth across the document, one can click and
drag the horizontal scroll bar backwards and forwards. It is not possible to see a
horizontal scroll bar if the width of the document fits on the screen.
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Open New, Blank Workbook
Click Microsoft Office Button , and then click New.
Under Templates, make sure that Blank and recent is selected, and
then under Blank and recent in the right pane, double-click Blank
Workbook.
Selecting multiple cells
You may want to select multiple cells in a worksheet (sometimes called a range of
cells) in order to confine data entry to those cells or to format all of the selected
cells at one time. Follow these steps to select multiple cells in a worksheet:
To select a single entire column, click a column heading — that is, the letter
or letters that indicate the column. To select multiple columns, drag across
multiple column headings.
To select a single entire row, click the row number. To select multiple rows,
drag across multiple row numbers.
To select sequential cells, click the first cell, hold down the Shift key, and
click the last cell you want. Optionally, click and drag the mouse over a
group of cells to select a sequential area.
To select nonsequential cells, click the first cell, hold down the Ctrl key, and
click each additional cell (or row or column) you want to select.
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To select the entire worksheet, click the small box located to the left of
column A and above row 1. You can also select all cells in a worksheet by
pressing Ctrl + A.
Insert Columns, Rows & cells
1. Method
If we need to add new data within an existing Microsoft Office Excel 2007
worksheet, we can insert new cells, columns, or rows rather than going through all
the trouble of moving and rearranging several individual cell ranges.
To insert new cells, rows, or columns in an Excel worksheet, follow these steps:
Select the cells, rows, or columns where you want the new, blank cells to
appear.
Click the drop-down button attached to the Insert command button in the
Cells group of the Home tab.
Click Insert Cells on the drop-down menu.
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The Insert dialog box opens with the following option buttons:
Shift Cells Right: Select this option to shift existing cells to the right to
make room for the blank cells you want to insert.
Shift Cells Down: Use this default option to instruct the program to shift
existing cells.
Entire Row: Select this option to insert complete rows in the cell range.
You can also select the row number on the frame before you choose the
Insert command.
Entire Column: Select this option to insert complete columns in the cell
range. You can also select the column letter on the frame before you choose
the Insert command.
2. Method
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To quickly insert an entire column or row into the worksheet, you can right-
click the column letter or row number on the worksheet window frame and
then select Insert from the shortcut menu (or choose Insert Sheet Rows or
Insert Sheet Columns from the Insert button’s menu).
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Deleting Columns, Rows & cells
We all make mistakes. It is very easy to remove a column or rows.
1. Select the column or row that you want to delete.
2. Point at the highlighted column name or row name and right click.
3. A pop-up menu should appear
4. Select Delete
5. The column or row should be gone.
Merge &Center
It merges all the cells you have selected, and then centers the text!
Select Home tab.
Go to Alignment option.
Click Merge & Center option.
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Four options will appear in Merge & Centre-:
To merge cells and align text to the center, click MERGE & CENTER
To merge cells only as rows (i.e., columns do not merge), click MERGE
ACROSS
To merge cells without setting an alignment, click MERGE CELLS
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Removing a Cell Merge, click UNMERGE CELLS
Wrapping Text
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If you have text that appears in a single cell and you want to increase the height of
the cell without expanding the row or column, you can use the Wrap text option.
1. Select the appropriate cells
2. Select the Home command tab.
3. Go to the Alignment group.
4. Click WRAP TEXT
the text wrap is applied.
To remove the text wrap, click WRAP TEXT again.
AUTO SUM
The AutoSum feature is a shortcut to using Excel's SUM function. It provides a quick way to add up columns or rows of numbers in a spreadsheet.
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The syntax for AutoSum is the same as the SUM function.
=SUM( Number1, Number2, ... Number255 )
Up to 255 numbers can be entered into the function.
SHORTCUTS
The Down Arrow Key ( )
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Move one cell down in worksheet.
For example: - A19 to A20, S87 to S88.
The Up Arrow Key ( )
Move one cell up in worksheet.
For example: - P19 to P18, S87 to S86.
The Tab Key / Right Arrow Key ( )
Move one cell right to worksheet.
For example: - J1 to K1, O22 to P22.
The Shift + Tab Key / Left Arrow Key ( )
Move one cell left in worksheet.
For example: - K25 to J25, P65 to O65
Page Up
Moves one screen up in a worksheet.
Alt + Page Up: - Moves one screen to the left in a worksheet.
Ctrl + Page Up: - Moves to the previous sheet in a workbook.
Ctrl + Shift + Page Up: - Selects the current and previous sheet in a
workbook.
Page Down
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Moves one screen down in a worksheet.
Alt + Page Down: - Moves one screen to the right in a worksheet.
Ctrl + Page Down: - Moves to the next sheet in a workbook.
Ctrl + Shift + Page Down: - selects the current and next sheet in a
workbook.
Ctrl + Home Keys
Moves to the beginning of a worksheet.
For example: - O78 to A1, C56 to A1.
F5 Key / Ctrl + G keys
Displays the Go To dialog box.
Use the Go To feature to quickly jump to a specified cell in the
worksheet. Press F5 to display the Go To dialog box, type the cell
reference (such as Z57) in the Reference box, and click OK.
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Ctrl + Right Arrow Keys
Moves to the right of the current data region (data region: A range of
cells that contains data and that is bounded by empty cells or datasheet
border) in a worksheet.
Ctrl + Left Arrow Keys
Moves to the left of the current data region in a worksheet.
Ctrl + Up Arrow Keys
Moves to the left of the current data region in a worksheet.
Ctrl + Down Arrow Keys
Moves to the left of the current data region in a worksheet.
AUTOMATIC RE-CALCULATION
This is used when we are doing some calculation in excel.if we make changes to the data of the cell then the result would be automatically recalculated.
It can be explained by considering an example:
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If we change the data of any cell the sum would automatically recalculated
BODMAS
This is used to calculate the expression. The expansion of the bodmas is brackets
of division,multiplication,addition,subtraction
The expression we need to follow bodmas.eg:-
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POINT MODE
Example of point mode :To calculate the total of subjects we use method as
=left arrow key + left arrow key + left arrow key +……….
The Microsoft Office Window Frame contains several components.
Feature Description
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Status display Contain various additional option that can be calculated and displayed. The display allows the output of multiple values and it also displays the action has performed on the worksheet.
View button Provide the options to display the worksheet in any of the three types of views that have been provided by default :Normal, Page Layout and Page Break
Zoom Out Button Allows you to view contents in a worksheet in a smaller size.
Zoom slider Allows you to magnify or minimize the worksheet instantaneously to any desired size.
Zoom In Button Allows you to have an enlarged view of contents in a worksheet.
Zoom Button Allows you to select or set the zoom percentage in the Zoom dialog box.
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Shortcut Keys Description
F2 Edit the selected cell.
F5 Go to a specific cell.
F7 Spell check selected text or document.
F11 Create chart.
Ctrl + Shift + ; Enter the current time.
Ctrl + ; Enter the current date.
Alt + Shift + F1 Insert New Worksheet.
Shift + F3 Open the Excel formula window.
Shift + F5 Bring up search box.
Ctrl + A Select all contents of the worksheet.
Ctrl + B Bold highlighted selection.
Ctrl + I Italic highlighted selection.
Ctrl + K Insert link.
Ctrl + U Underline highlighted selection.
Ctrl + 5 Strike through highlighted selection.
Ctrl + P Bring up the print dialog box to begin printing.
Ctrl + Z Undo last action.
Ctrl + F9 Minimize current window.
Ctrl + F10 Maximize currently selected window.
Ctrl + F6 Switch between open workbooks / windows.
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Ctrl-Home Moves the cursor to the first row and first column .
Ctrl + Right arrow Move to the last column of the excel sheet.
Ctrl + Left arrow Move to the first column of the excel sheet.
Ctrl + up arrow Move to the first row of the excel sheet.
Ctrl + down arrow Move to the last row of the excel sheet
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