intodoction to microsoft exel 2007

CHIRAG

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.

1 CGC GHARUAN(MOHALI)

CHIRAG

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.


CHIRAG

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


CHIRAG

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.


CHIRAG

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


(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

CHIRAG

(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.


CHIRAG

(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.


CHIRAG

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.


CHIRAG

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.


CHIRAG

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


CHIRAG

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).


CHIRAG

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.


CHIRAG

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


CHIRAG

Removing a Cell Merge, click UNMERGE CELLS

Wrapping Text


http://www.uwec.edu/help/Excel07/frmt-cell.htm#top

CHIRAG

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.


CHIRAG

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 ( )


CHIRAG

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


CHIRAG

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.


CHIRAG

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


Ctrl + Down Arrow Keys


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:


CHIRAG

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:-


CHIRAG

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


CHIRAG

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.

22

CHIRAG


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.

CHIRAG

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


http://www.computerhope.com/jargon/r/row.htm

http://www.computerhope.com/jargon/c/column.htm

intodoction to microsoft exel 2007

Documents

auto fill

quick access

vertical scroll

horizontal

alt page

shift existing

ctrl page

current data