Microsoft EXCEL Basics

1. Microsoft EXCEL Basics January 22, 2015 An Overview of the Basics

2. Basic Menus • EXCEL has gone to a ribbon-like menu that • mimics WORD and other Microsoft programs • The first thing on the menu is FILE and this is • where you get to basic command functions • The button you will probably most often use • on this menu is OPTIONS. • OPTIONS allows you to change features of • the program.

3. The Options Command • Don’t change these functions unless you are sure of what you are doing • Most people never need to change these settings • Changing these settings can change the way the program operates • The OPTIONs you will most use are “Customize Ribbon” and “Quick Access Toolbar”

4. Getting Help • Click on the at the top of the page • Type in your question • Hit the green arrow or ENTER • To see a list of keyboard shortcuts, hit ALT+H

5. Saving, Opening, and Using Templates • Saving is simple: FILE SAVE AS • Follow the instructions • Templates are on the menu for you to use • Let’s look at some EXAMPLES

6. Windowing • There may be times when you need to see two worksheets at the same time • This is useful in comparing year to year data • The steps are: 1. Click on the first worksheet. 2. Select “view” and then “New Window.” 3. Select the second worksheet. 4. In the View tab, window group, click Arrange All. A box will open. 5. Select how you want to view it. • EXAMPLE

7. Four Types of Entries into EXCEL Cells • Text • Numbers • Formulas • Functions Pictures and charts do not exist in a cell. They sit on top of the chosen cell.

8. The definition of FUNCTION… • Thing that does some stuff

9. Entering and Editing Information • Move the marquee to the cell • Type the entry • Then press ENTER or use a cursor arrow or clicking on another cell • The text, number, etc., may be larger than the cell and it will appear to be in many cells, but it “resides” in the cell you first typed in

10. Using the AutoFill Handle • This is one of the coolest things • It makes creating lists much easier • Watch this 

11. Creating a Custom List • Click the File tab and then click Options. • The Excel Options dialogbox appears. • Click the Advanced tab. • The Advanced options appear in the right pane. • Click the Edit Custom Lists button in the General section. • The Custom Lists dialog box appears. • Click inside the List Entries list box and then type each entry (in the desired order), pressing Enter after each list item. • Click the Add button. • EXAMPLE

12. Conditional Formatting of Cells • Conditional formatting enables EXCEL to change the formatting of cells based on the cell’s content. • This is similar to what we might do with a highlighter if we were scanning through a report. • When we see something that matches the conditions in our minds, we highlight it. • Example

13. Selecting Cells, Rows, and Columns • The shift and control keys are very important when selecting multiple cells. • Shift key selects many cells at once. • The CTRL key selects one additional cell at a time. • Insert and delete columns is as simple as highlighting the row or column and click INSERT or DELETE • Rows will always be inserted above and columns to the left

14. Other Basic Commands • Renaming a Worksheet – Double-Click on the tab at the bottom. Type the new sheet name. • Don’t forget the most important button…. UNDO!!!!

15. Formatting • Number Tab – gives you specific control over how numbers and dates will be displayed • Centering a Title over a Table – Select all the cells across which you want the title centered. Press the “Merge and Center” button. • Alignment – Controls how the contents of a cell are aligned: vertical, horizontal, rotation, etc. It allows you to: 1. Wrap text – create multiple-line display 2. Shrink to fit – automatically adjusts the font size 3. Merge cells – two or more cells become one

16. Has this ever happened to you? • You want this – a simple date • You get this – weirdness! • Do you know what that means? • Microsoft has formatted all computers to select January 1, 1900, as a default date. • The number you are seeing is the number of the day as if counting from that default date.

17. Border Tab • The border tab allows you to place lines of various styles and colors around the selected cells. • To apply a border: 1. Select Style and Color, then… 2. Use the presets, or… 3. Click on the Border sections, or… 4. Click directly in the preview window. 5. OK! Let’s look at an example!

18. Transposing Text • What happens if you type your rows in columns and your columns in rows. You simply transpose. • Highlight the area that needs to be “swapped” and select COPY from the edit menu • Move to new cell and select “Paste Special” from the edit menu – check the transpose box • Example

19. Other Functions of Excel • Working with lists • Creating Charts • Create and consolidate workbooks • Edit data • So many more that it would require days of training

20. Contact me… • Jodie Moorhead Monroe City Schools Instructional Technology 2101 Roselawn Monroe, LA 71201 (318) 325-0601, ext. 5402 jodie.moorhead@mcschools.net