tutorial 1-excel spreadsheet

8/12/2019 Tutorial 1-Excel Spreadsheet

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Purpose

Provide students a basic level of understanding in us-ing Microsoft Excel 2007in order for them to succeedin their courses.

• Define and plan a worksheet

• Describe the components of an Excel worksheet

• Move within the worksheet

• Create and save a worksheet

• Enter data into cells

• Define and enter formulas

Description

Microsoft Office Excel 2007 is a powerful tool you canuse to create and format spreadsheets, and analyzeand share information to make better informed de-

cisions. You will: Learn how to work with the newOffice Ribbon interface; Understand Excel 2007 filecompatibility issues; and be introduced to some of thenotable new features of the Excel 2007. A spreadsheetis an electronic document that stores various types ofdata. There are vertical columns and horizontal rows.A cell is where the column and row intersect. A cellcan contain data and can be used in calculations ofdata within the spreadsheet. An Excel spreadsheet cancontain workbooks and worksheets. The workbook isthe holder for related worksheets.

Mini-SessionTraining Packet

Microsoft Excel

• Format a worksheet

• Spell check a worksheet

• Print a worksheet

• Create a chart

• Print chart

Objectives



Microsoft Excel 2007

Mini-session Training

Table of Contents

Planning Your Spreadsheet DesignLayout and Design Page 3

What’s New in Microsoft Page 4Office Excel 2007

The Microsoft Office Button Page 4The Ribbon Page 4The Quick Access Toolbar Page 5

Launching Excel 2007 Page 5

Creating a New Spreadsheet Page 6

Exercise – Enter Text & Data into Cells Page 6

Auto Fill Page 7

Saving a Spreadsheet Page 7

Exercise – Entering Formulas Page 8

Changing Font Type and Font Size Page 8

Formatting Cells Page 9

Merging Cells Page 10

Creating a Chart Page 10

Spell Check Page 11

Printing an Excel Spreadsheet Page 12

Printing Formulas Page 13

Additional Printing Options Page 13

Closing and Exiting Excel 2007 Page 14

Mini-Session Evaluation Page 15



Planning and designing your worksheet will savetime when creating, organizing, and formattingyour data.

Determining who will use your data and howthey will view it will guide you in establishingthe formats, formulas, functions, and visual ef-fects needed in your design. For example, if youare using the worksheet to calculate your coursegrade, you need to develop the formulas thatthe worksheet will use to compute grades. Is a

simple averaging of the course test scores, extracredit work, team projects and presentations bemeasured? Will any data need to be grouped toshow correlations? Will the worksheet transforma numerical grade to a letter grade? Will youneed charts to illustrate comparisons betweenyour courses?

Planning Your Document Design

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A. What is the purpose of the worksheet?

B. Are multiple worksheets needed?

C. Who will use the worksheet(s)?

D. What data is necessary?

E. How will the information be organizedand formatted?

F. What calculations are needed?

G. What information is needed in order toperform those calculations?

H. Will charts be used to illustrate trendsor comparisons?

I. Are the processes recurring (weekly,monthly, quarterly, or annually)?

Layout and Design.



Getting started with Excel 2007 you will noticethat there are many similar features to previousversions. You will also notice that there are manynew features that you’ll be able to utilize. Thereare three features that you should remember asyou work within Excel 2007: the Microsoft OfficeButton, the Quick Access Toolbar, and the Rib-bon. The function of these features will be more

fully explored below.

What’s new in Microsoft Office Excel 2007

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The Microsoft Office Button performs many ofthe functions that were located in the File menuof older versions of Excel. This button allowsyou to create a new workbook, Open an exist-ing workbook, save and save as, print, send, orclose.

The Microsoft Office Button

The ribbon is the panel at the top portion of thedocument. It has seven tabs: Home, Insert, PageLayouts, Formulas, Data, Review, and View. Eachtab is divided into groups. The groups are logicalcollections of features designed to perform func-tion that you will utilize in developing or edit-ing your Excel spreadsheets. Commonly utilized

features are displayed on the Ribbon. To viewadditional features within each group, click thearrow at the bottom right corner of each group.

The Ribbon

Microsoft Office Button

A. Create a new document

B. Open an existing document

C. Save and Save as option

D. Print

E. Close Document

Ribbon

A. Home: Clipboard, Fonts, Alignment, Number,

Styles, Cells, Editing

B. Insert: Tables Illustrations, Charts, links, Text

C. Page Layouts: Themes, Page Setup, Scale to

Fit, Sheet Options, Arrange

D. Formulas: Function library, Defined Names,

Formula Auditing, Calculation

E. Data: Get External Data, Connections,

Sort & Filter, Data Tools, Outline

F. Review: Proofing, Comments, Changes

G. View: Workbook Views, Show/Hide,

Zoom, Window



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The quick access toolbar is a customizable tool-bar that contains commands that you may wantto use. By default, you will have the commandsto Save, Undo, and Redo. You may also add but-tons such as Check Spelling and Grammar, Opena document, or Create a New Document button.

The Quick Access Toolbar

Quick Access Toolbar

A. Save

B. Redo

C. Undo

D. Add other buttons

To begin, if you are creating a new documentor edit and existing document, you will need toopen Excel 2007.

1) Click on Start button.

2) Click on Programs.

3) Click on Microsoft Office.

4) Click on Microsoft Excel 2007

5) Microsoft Excel will automatically open a

new document.

Launching Excel 2007



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When Excel is opened, it creates an empty work-book and gives the file a generic name of Book1.A workbook is like a notebook containing manysheets of paper called worksheets. Each work-sheet can contain data and charts. Initially theworkbook is defaulted to contain 3 worksheets.Additional sheets can be inserted as needed. Theworksheet may be thought of as a grid, which isdivided into columns and rows. Alphabetic let-ters displayed horizontally across the top of thewindow designate the columns. Vertical num-bers displayed down the left side of the window

designate the rows. Data is entered into a cell,which is the intersection of a column with a row.Once Excel is opened, a spreadsheet will immedi-ately appear and ready to input data. Your cur-sor is automatically placed into cell ‘A1’. Eachworksheet in Excel contains 16,384 columns and1,048,576 rows.

Creating a New Spreadsheet

This exercise you will create a simple budget

which will be used later to practice other format-ting tools. Enter the following text and date asillustrated.

- Click in cell B1, type January, and press Enter.

- Click in cell A2, type expense and press Enter.

Enter the following labels in cells A3 through A9pressing Enter after each cell entry.

A3 Tuition B3 $1500

A4 Books B4 $200

A5 Supplies B5 $120

A6 Software B6 $250

A7 Food B7 $200

A8 Rent B8 $500

A9 Transportation B9 $50

Excersise - Enter Text and Data into Cells



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The auto fill in can be used to duplicate or con-secutive data. Point at the fill handle in B1. Thecell pointer changes from a large white crossto a thin black cross. Hold down the left mousebutton, drag the pointer to D1 and release themouse. As you drag the pointer, a gray bordersurrounds the selected cells and a ScreenTip ap-pears below the pointer indicating the label orvalue that will be inserted. The entries Januarythrough March appear in cells B1 through D1.The Auto Fill Options button appears when yourelease the mouse. Click the button to view filloptions.

In this section, we will learn how to save anExcel 2007 Document in Compatibility Mode.Compatibility Mode will allow you to createspreadsheets in Excel 2007, and if you use an-other computer with an older version of Excel,this feature will allow you to open the spread-sheet and make changes!

6) After you have entered data on to your

spreadsheet, click on the Microsoft OfficeHome Button,

7) Click ‘Save As’, then

8) Click on ‘Excel 97-2003 Workbook’. You will see the ‘Save As’ dialogue

box open.

9) In the ‘Save As’ dialog box, the‘My Documents’ folder shouldautomatically be selected. If not, clickon the drop down menu, and select the

appropriate folder to save your file.10) You can save to any devise such as Flash

Drive, Floppy Disk, or ‘My Documents’folder. For now, save your spreadsheet inthe ‘My Documents’ folder.

11) Next, name your spreadsheet. Useyour First Name and Last Name, enteryour name in the ‘File Name’ box.

12) Make sure In the ‘Save As Type’ boxstates “Excel 97-2003 Workbook (*.xls)”

13) Click ‘Save’.

Saving a Spreadsheet

Auto Fill



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To create a formula, select the cell that will con-tain the calculated results of the formula. Theformula will be displayed in the formula bar, andthe result of the formula will be displayed in thecell. All formulas begin with an equal sign (=) fol-lowed by cell references, constants, functions,and/or operators. Cell references may be enteredinto the formula by typing the cell address or byusing the point mode. Point mode enables youto enter cell references in formulas by using themouse. To complete the formula, press [Enter]or click the Enter Button on the formula bar. For

now enter the following:

14) Select cell B10

15) Type an equal sign (=)

16) Enter formula sum(B3:B9)

17) Press Enter

Exercise - Entering Formulas

Highlight the cells you wish to change the Fontand Size.

18) Select A3 through A9

19) Click the Font Menu and choose the Fontyou would like to use.

20) Click the Size Menu and choose the Sizeyou wish to use.

Changing Font Type and Font Size



In Excel, you can also apply specific formattingto a cell. To apply formatting to a cell or groupof cells:

21) Click cells B3 through B9

22) Over the selected areas, right click once,left click on ‘Format Cells’.

23) In the ‘Number’ tab, under ‘Category’;click ‘Currency’.

24) Click ‘OK’

There are several tabs on this dialog box that al-low you to modify properties of the cell or cells.

• Number: Allows for the display ofdifferent number types and decimalplaces.

• Alignment: Allows for the horizontaland vertical alignment of text, wraptext, and merge cells.

• Font: Allows for the control of font,font style, size, color, and additional features.

• Border: Border styles and colors.

• Fill: Cell fills, colors, and styles.

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Formatting Cells



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The Merge and Center formatting feature inExcel 2007 is a handy option to quickly formattitles and headings in Excel 2007. It allows youto center titles evenly above your data by merg-ing a number of cells into one and then centeringthe title in this one cell.

25) Select cells A2 and B2.

26) Click the ‘Merge & Center’ button on the‘Alignment’ group of the ‘Home’ tab.

27) Click ‘Merge & Center’.

28) “Expense.” should now be one cell, andcenter justified.

Merging Cells

Charts allow you to present information con-tained in the worksheet in a graphic format.Excel offers many types of charts including:Column, Line, Pie, Bar, Area, Scatter and more.To view the charts available click the Insert Tabon the Ribbon.

29) Click the cells that contain the data youwant to use in the chart. For now, we willuse Cells A3 through B9.

30) Click on the ‘Insert’ tab on the Ribbon.

31) Click on the type of chart you want tocreate. For now, we will create a‘3-D Column’ Chart.

32) A chart should appear

33) Click The ‘Layout’ tab on the ribbon

34) Click ‘Axis Titles’

35) Enter Horizontal (X) axis name (Items)

36) Enter Vertical (Z) axis name (Expense)

37) Click ‘Chart Title’ and type (Budget)

38) Finish

Creating a Chart



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Before printing a worksheet, you should use the spellchecker to check for typos and misspelled words.Excel can spell check the contents of a single cell, arange of cells, a chart or an entire worksheet includingtext in charts, headers and footers, and cell notes.

39) Select a cell within the worksheet.

40) On the Review tab, in the Proofing group, clickthe Spelling button. Excel will stop at the firstquestionable spelling and display it in the

41) Spelling dialog box. A list of suggestedspellings will also be displayed.

42) To change the word

A. Select a replacement word from the Suggestions list and click on Change or Change All.

Or

B. If none of the suggested words is correct, manually edit the word and then click Change orChange All.

C. To ignore the word and continue Click Ignoreto continue spell checking and stop on thenext occurrence of the word or clickIgnore All to skip this occurrence and anyother occurrences of the word inthis worksheet.

D. To add the word to the Custom DictionaryClick on Add.

E. To stop the Spell Check Click on Cancel.

43) When Excel has finished checking the entireworksheet, it displays Printing anExcel Spreadsheet

Spell Check



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The entire workbook, worksheet, or a certainarea can be selected to be printed. The Printoption is found under the Office button.

44) Click the ‘Home’ key, select ‘Print’, andthen ‘Print’ again.

45) Click on the Printer Name to choose theprinter you will be printing from.(Black & White, Coin, Color)

46) Once you have selected which printer and

what you want printed

47) Click ‘OK’ to print your work.

NOTE: It will cost 8¢ per page to print in Black& White; $1 per page in Color; or 10¢ in Black &White if you do not have a PC Cub Card. Pleasesee the Help Desk for any assistance.

Print a Spreadsheet



In some cases, faculty require may students toprint an assignment showing the formulas inExcel. Troubleshooting your worksheets can beeasier if you print the formulas. In order to printthe formulas, they must first be displayed.

Displaying the FormulasFormulas are toggled on and off by the SHOWFORMULAS button.

48) From the Formulas command tab, in theFormula Auditing section, click SHOW

FORMULASThe formulas are displayed.

49) To hide formulas, click SHOW FORMULASagain.

Printing Formulas

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The Page Setup dialog box offers additional print-ing options for you. You may choose to print in coloror print gridlines and headings. These options are allavailable in the Page Setup dialog box.

50) From the Page Layout command tab, inthe Page Setup group, click PAGE SETUP

51) The Page Setup dialog box appears.

52) Select the Sheet tab

53) To print gridlines, in the Print section,select Gridlines

54) To print your worksheet in shades ofblack and white, in the Print section,

select Black and white

55) To print low-quality draft, in the Printsection, select Draft quality

56) To print row and column headings, in the Printsection, select Row and column headings

57) To customize how cell errors will appear whenprinted, in the Print section, from the Cellerrors as pull-down list, select the desiredoption

58) Click OK

59) The changes are saved and the Page Setupdialog box closes.

Additional Printing Options



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Prior to closing or exiting Excel, verify that youhave saved your work. For steps to save, pleaserefer to page 6.

Closing and Exiting ExcelExit ExcelCompletely

Close CurrentSpreadsheet



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The Blank Page command allows you tomanually insert a blank page at the desiredlocation. When you fill a page with text orgraphics, Microsoft Office Word inserts an auto-matic page break and starts a new page.However, you can manually add pages or deletepages by adding page breaks or deleting pagebreaks.

Inserting a Blank Page

You can insert a page break anywhere in yourdocument, or you can specify where Microsoft

Word positions automatic page breaks. If youinsert manual page breaks in documents thatare more than several pages in length, you mighthave to frequently rebreak pages as you edit thedocument. To avoid the difficulty of manuallyrebreaking pages, you can set options to controlwhere Word positions automatic page breaks.

Inserting a Page Break



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59) From the Insert Tab, select Cover Page.The Cover Page dropdown menu willbe displayed.

60) Select from the pre-formatted optionsunder Cover Page.

61) To insert a Blank page or a Page Break

62) Position your insertion point at thedesired location.

63) From the Insert Tab, select Blank Page orPage Break.

Insert a Cover Page

64) Click the ‘Home’ key, select ‘Print’, andthen ‘Print’ again.

65) Choose the printer you will be printingfrom. (Black & White, Coin, Color)

66) Once you have selected which printer, andwhat you want printed; select‘OK’ to print your work.

Note: it will cost 8¢ per page to print inBlack & White; $1 per page in Color;or 10¢ in Black & White if you donot have a PC Cub Card.

Note: Please see the Help Desk for anyassistance.

Printing your document



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Prior to closing or exiting Word, VERIFY THATYOU HAVE SAVED YOUR WORK. For steps tosave, please refer to Page 5. There is a differenceto closing Word and exiting Word.

67) Closing Word will close the currentdocument only, but, leave Word open.

68) Exiting Word will exit the programcompletely.

NOTE: Depending on which version of Word2007 you have, you may not have to follow thisoption.

Closing and Exiting Word 2007

Exit WordCompletely

Close CurrentDocumenment