handout of microsoft excel.doc

7/30/2019 Handout of Microsoft Excel.doc

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Computer Department of Santa Laurensia

MICROSOFT EXCEL HANDOUTBy Shintawati Halim

Opening Microsoft ExcelThe steps to open Microsoft Excel are:

1. Click Start2. Select All Programs3. Select Microsoft Office4. Select and click Microsoft Excel

Picture 1. Opening Microsoft Excel

Close or Exit Microsoft ExcelThe steps to close or exit from Microsoft Excel are1. Click File menu2. Select and click Close or Exit

Microsoft Excel Handout By shinta For The Training of Kindergarten Teachers Page: 1


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Picture 2. Closing Microsoft Excel

Create a TableCreating a table in Microsoft Excel is easier than in Microsoft Word, because thissoftware is used for working with spreadsheet. Here, we just type the contents oftable, because columns and rows are already provided. The only thing we have toknow here is what the reference style of columns and rows (see Picture 3).


Picture 3. Table on Microsoft Excel

Column

Row

D7

Cell


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Picture 3 shows that the reference styles of columns are letters (e.g. A, B, C, etc),while the row are numbers (1, 2, 3, etc). So the D7 reference style refers to columnwith the letter D and row with the number 7. It is also know as cell D7.

Using the Basic Formatting of Cells

The cells (either row or column) can be changed, either the row height or the columnwidth. Changing the row height can be done by following these steps:1. Highlight or block a row that we want to change2. Click Format menu3. Select Row4. Select and click Height5. In the dialog box ofRow height, type the

height of row in the Row height field (seePicture 5)

6. Click OK button to change the setting orCancel button to cancel the setting.

The similar steps above can be done for the changing of column, only Row and Height

are replaced by Column and Width.

Other settings of format cells can be done by using the dialog box of Format Cells.This dialog box can be activated by following the steps below:

1. Click Format menu2. Select and click Cells3. Do the setting we want in the

dialog box ofFormat Cells4. Click OKbutton to do the format

setting or Cancel button to cancelthe setting

The dialog box ofFormat Cells can be seen on Picture 7. Picture 7 shows that thereare 6 tabs to specify the format of table, those are:1. Number tab is used to format a selected cell. The category of cell format can be

Number, Date, Time, or Percentage, etc. This format can be applied by clickingan option in the Category box, and then select the options that we want to specifya number format.


Picture 4. Changing the row height

Picture 5. Row Height Dialog Box

Picture 6. Activate FormatCells dialog box


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2. Alignment tab is used to set the text alignment, text orientation, wrapping text,merging cells, and indentation.

3. Font tab is used to set the type, style, size, colour, effects of font.4. Border tab is used to apply border to the selected cells, or to remove border from

the selected cells.5. Pattern tab is used to apply shading to the selected cells, or in other words to fill

the selected cells with colour.6. Protection tab in the Format Cells is used to lock the selected cells. So that,

other people wont be able to change it, and also to hide a formula in a cell sothat it doesn't appear in the formula bar when the cell is selected. But if wechoose this tab to protect our sheet it wont have any effects. To protect a sheetwe have to go to the Tools Tab and do these steps below:a. Click Tools menu.b. Select Protection.c. Select and click Protect

sheetd. Select the Protect

worksheet and contents oflocked cells check box in thedialog box of Protect Sheet(see Picture 9).

e. Field Password tounprotect sheet is optional.


Picture 7. The dialog box of Format Cells

Picture 8. Activate Protect Sheet dialog box


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f. Select any options to allow what other people can do with our worksheetfrom the options ofAllow all users of this worksheet to.

g. Click OK button to do the protection or Cancel button to cancel theprotection.

Inserting or Deleting a Row or a Column or a Cell

Inserting a row or a column or a cell can be performed by these steps:1. Highlight or block a row or a column or a cell we

want to be inserted a new row or a new columnbelow it

2. Click Insert menu3. Select and click Rows (for inserting row) or

Columns (for inserting column) or Cells (forinserting a selected cell to up or down, or theentire row or column of the selected cell) Notes: When a cell is selected, the dialog box ofInsert will appear (see Picture 11).


Picture 9. Protect Sheet dialog box

Picture 10. Inserting steps

Picture 11. Insert dialog box


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Deleting a row or a column or a cell can be performed by these steps:1. Highlight or block a row or a column or a cell we want to be deleted.2. Click Edit menu.3. Select and click Delete I f a row or a

column is selected, the entire of selected

row or column will be deleted immediately.However, If a cell is selected the dialog boxofDelete will appear (see Picture 13).

Using Page Setup

The page setup facility of MS Excel is used to set the worksheet. To use Page

Setup, do this steps:1. Click File menu.2. Select and click Page Setup3. Change the setting in the dialog box of

Page Setup (see Picture 15).4. Click OK button to save the setting or

click Cancel button to exit from dialogbox of Page Setup without saving thesetting.

From Picture 15, it shows that there are four tabs in the dialog box of Page Setup.Those tabs are:

Page tab which is used to set the paper will be used to print our document (i.e.

the size of paper will be used, the orientation of paper, scaling in printing). Margin tab which is used to set the margins of whole worksheet (i.e. top, bottom,

left, right, header, and footer margins; center on page vertically or horizontally).

Header/Footer tab which is used to specify the content of header and footer,

including page number.

Sheet tab which is used to set print area, to specify a row to be repeated at the

top of each page or a column to be repeated at the left of each page, etc.


Picture 14. Activate Page Setup

Picture 12. Deleting steps

Picture 13. Delete dialog box


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Using Print Menu to print a worksheet

To use Print, do these steps:1. Click File menu.2. Select and click Print.3. Change the setting in the dialog box ofPrint

(see Picture 17), such as printer name, thepages want to print, the number of copieswant to print, etc.

4. Click OKbutton to save the setting or clickCancel button to exit from dialog box ofPrint without printing anything.

Inserting Page NumbersIf we want to give our worksheet page numbers, do thesesteps:1. Click View menu.2. Select and click Header and Footer.3. If we want to insert page number on the header or

footer to our worksheet, click Custom Header button or


Picture 16. Activate Print

Picture 15. The dialog box ofPage Setup


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Custom Footer button on the dialog box of Page Setup Header/Footer tab (seePicture 18).

4. Inserting page numbers in the header do these steps:


Picture 17. The dialog box ofPrint

Picture 18. The dialog box ofPage Setup Header/Footer tab


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a. In the Header dialog box (see Picture 19 (a)) or in the Footer dialog box(see Picture 19 (b)), click mouse to the Left section, or Center section, orRight section textbox.

Picture 19. The dialog box to insert page number

b. Type any text we want in the selected textbox or click Insert PageNumbers icon ( )


(a) The dialog box ofHeader

(b) Dialog box ofFooter


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c. Click OK button to apply the inserting page number or click Cancelbutton to cancel the inserting page number.

5. Click OKbutton on the dialog box ofPage Setup Header/Footer tabto applythe setting or click Cancel button to cancel the setting.

Save a WorksheetOur worksheet can be saved on the certain location by doing these steps:1. Click File menu.2. Select and click Save or Save As (both can be used for new document, Save will

be used to save an existing worksheet).3. In the dialog box ofSave As (see Picture 20), type filename of the document in

the File name: field.4. Click the arrow ofSave in: field to choose the location of our document we want

to put the saved document.5. Click Save button to save the worksheet or click Cancel button to cancel the

saving.

Or we can save our worksheet using the saving icon ( )

Open a Saved Worksheet or an Existing WorksheetThe steps to open a saved document or an existing document are:1. Click File menu


Picture 20. The dialog box ofSave As


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2. Select and click Open3. In the dialog box ofOpen (see Picture 21), click the arrow of Look in: field to

choose the location of our document we want to put the saved document.4. Type the filename of the document we want to open in the File name: field. Or

select the file we want to open. Here we select Exercise

5. Click Open button to open the document or click Cancel button to cancel.

Or we can open a document using the opening icon ( )

Using a Reference CellA reference cell is a cell used as a reference to other cell in one sheet or othersheet, even to other cell on different worksheet. If we use a cell as a reference,Microsoft Excel will look for the value or data of the reference cell. In other words, byusing a reference cell, the data that contained in different parts of a worksheet in

one formula or the value from one cell in several formulas can be used. Also, cells onother sheets in the same workbook, and to other workbook can be referred to aformula. References to cells in other workbooks are called links.

A reference cell can be used by following these steps and see Picture 22 as anexample:1. Click mouse to the destination cell (e.g. cell C7)2. Type the sign of =


Picture 21. The dialog box ofOpen


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3. Click the mouse to the cell we that want to be as a reference cell (e.g. cell C1)4. Press Enter

Picture 22. Using a reference cell

The result of this can be seen on Picture 23

Notes:

Picture 23 is an example using a reference cell in one sheet.

From Picture 23, it shows that when we select cell C7, the Function bar shows

the formula of =C1. It means that the value of cell C7 comes from the


Destination cell

Reference

cell

Picture 23. The result of using a reference cell


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reference cell which is cell C1, not by typing number 200.

The steps above can be applied to connect a cell to other cell in different sheet, anddifferent worksheet.

To Lock or Protect a WorksheetIf we dont want other people to change or edit our worksheet , we can protect it byfollowing steps below:1. Click Tools menu2. Select and click Options3. In Options dialog box (see Picture 25), click

Security tab4. If we dont want other people to open our

worksheet, enter the password in the boxofPassword to open

5. If we dont want other people to edit or

modify our worksheet, enter the passwordin the box ofPassword to modify

6. Click OKbutton to save the setting of ourpassword or click Cancel button to cancelthe setting

7. If we click OK button, the ConfirmPassword dialog box will appear (seePicture 26). This dialog box will appeartwice, if we enter our password for bothopening and modifying our worksheet.

8. Re-enter the same password we enter in

the Options dialog box before.


Picture 24. Activate Options dialog box

Picture 25. The Options dialog box


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9. Click OK button to confirm the password, or click Cancel button to cancel thesetting and the Microsoft Excel will return to the Options dialog box.

Copy SheetA sheet in our worksheet can be copied to another sheet in the same worksheet ordifferent worksheet. It can be done by following these steps:1. Click Edit menu2. Select and click Move or Copy Sheetor do these steps:1. Right-click the mouse to the sheet we want to copy2. Select Move or Copy


Picture 26. Confirm Password dialog box

or

Picture 27. Copy a sheet


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3. In the Move or Copy dialog box (see Picture 28), click Create a copy option4. Select the sheet where we want to put our copied sheet in the option box of

Before sheet (e.g. Sheet2)

5. If we want to copy the sheet to another worksheet, click the arrow of To bookoption box, and select the worksheet we want to put the copied sheet, e.g. newbook (see Picture 29).


Picture 28. Move or Copy dialog box

Picture 29. Move or Copy dialog box when To book option box is selected


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6. Click OKbutton to copy the selected sheet, or click Cancel button to cancel it.

Copy Worksheet to Other FilesOur worksheet can be copied to other file (either Microsoft Word file or MicrosoftPower Point file) by following these steps:

1. Highlight or block the worksheet want to copy2. Click Edit menu3. Select and click Copy4. Inthe destination file right-click the mouse in the selected position.5. Select and click Paste


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