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Microsoft Office: Excel

Microsoft Office: Excel. Topic 1: Excel Terms & Selecting Cells. Objective: - Define terms used in Excel. - Identify ways to select cells in a workbook. Excel Window Terms To Know:.

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Microsoft Office: Excel

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  1. Microsoft Office: Excel

  2. Topic 1:Excel Terms & Selecting Cells

  3. Objective: - Define terms used in Excel.- Identify ways to select cells in a workbook.

  4. Excel Window Terms To Know: Spreadsheet- Document that is entirely made up of rows and columns. Used to list and analyze data. To add to the confusion in the world, people tend to use the word spreadsheet in two ways:  • the entire Excel workbook file • an individual worksheet  Workbook- Made up of several worksheets saved together. A workbook is the basic document for Excel.Its filename uses the extension xls, from Excelspreadsheet. A workbook usually contains several worksheets.

  5. Excel Window Terms To Know: Worksheet- An individual page within Excel. One or more worksheets make a workbook. Think of them as pieces of paper that are stacked on top of each other to form the workbook. The maximum number of worksheets in a workbook depends on your computer's memory. A workbook does not have a maximum number of worksheets- it is limited only by the amount of memory your computer has to work with. .  A worksheet, also called just a sheet or spreadsheet, can have up to 16,384 columns and 1,048,576 rows with up to 32,767 characters in a single cell. This is more than enough for most purposes!

  6. Cell- An individual box on a worksheet. It is the intersection of a row and a column on a worksheet. Sheet Tabs- Allow you to move from one worksheet to another. Each worksheet has a tab at the bottom of the workbook window with the name of the worksheet on it.

  7. Excel Window Terms To Know: Active Worksheet- The worksheet that you are currently working in. It has a white tab and its name is bold.  Workspace- The area below the toolbars that holds your documents The default workbook is named Book 1. It contains one worksheet named Sheet 1, however you can add as many as you need with the “+” sign. You can change the names of each sheet to better identify what is found on each page.

  8. The Worksheet & Formula Bar FormulaBar NameBox Column Header Row Header Column Row

  9. Worksheet & Formula Bar Terms to Know: Columns- Lines on a worksheet going up and down. Columns are named with letters in the following pattern: A, B, C,…Z, AA, AB, AC,…AZ, BA, BB, BC,…BZ, up to XFD, which is the last possible column for a total of 16,384 columns. Rows-  Lines on a worksheet going side to side. Named with numbers from 1 to 1,048,576.

  10. Worksheet & Formula Bar Terms to Know: Headings-  The gray buttons at the top of columns and at the left end of rows  Cell- The intersection of a column and a row Cell Reference -  A combination of letters and numbers that names a cell. This is how we refer to a cell, using the letter of the cell's column followed by the number of the cell's row, like B3 or AD345. 

  11. Worksheet & Formula Bar Terms to Know: Name Box-  This is where the cell reference is shown. It is found at the top left above the sheet and to the left of the formula bar. Formula Bar- This is where you type in the information that will be shown in a cell. It shows the contents of a selected cell, whether it is plain text, numbers, or a calculation formula.

  12. Worksheet & Formula Bar Terms to Know: Formula-  Will allow Excel to perform calculations for you. They look like an algebra equation, like =SUM(A4:D7) or =AVERAGE(C3, F5, H10). Most formulas use cell references to get the values to calculate with. = (Equals Sign)- Used at the beginning of all formulas. A formula will not work in Excel without the = sign.

  13. Worksheet & Formula Bar Terms to Know: Active Cell- Has a dark border around it. The row and column headers are either raised, like buttons, or are colored, depending on your version of Excel. This is the cell that you are currently typing in. You make a cell the active cell when you select it, by clicking it or by moving into it with keys. The TAB or the arrow keys are handy for moving from cell to cell.

  14. Worksheet & Formula Bar Terms to Know: Range-  A range represents a group of cells and is referred to by using the upper left and lower right cell references with a colon between them, like A3:C6 for the range illustrated below. Ranges are used in formulas

  15. Worksheet & Formula Bar Terms to Know: Hidden contents: Information in a cell can be partially hidden if the cell next to it is filled with data. None of the cell data is lost. You just can't see it. The Formula bar shows all the text in the selected cell. If the cell to the right is empty, the contents of a cell will overlap into the next cell.

  16. Pointer Shapes The mouse pointer has a number of shapes in Excel. The shape indicates what the effect will be of your mouse actions and keystrokes. As you move the pointer around, it may flicker from one shape to another.

  17. Shape: Used To:

  18. Shape: Used To:

  19. Selecting A Range of Cells To select a range of cells that are touching : • Click & Drag, • Hold down Shift, click the first and last cell, and the ones in between will be selected or To select cells that are not touching: • Hold down CTRL and click cells to be selected

  20. To Select a Range Using SHIFT: -Click B3 -Hold Down SHIFT -Click B14 All of the cells between B3 and B14 should be highlighted. This also works to select multiple rows or columns.

  21. To Select Multiple Cells That Are Not Touching Using CTRL: -Click A3 Then hold Down CTRL -Click C5, D3, E5, F3 All five of the cells you clicked on should be highlighted. This also works to select multiple Rows or Columns.

  22. Selecting Rows and Columns When you hover over a header, your pointer will become a solid back arrow. When you click the header (Letter or Number), the entire row or column will be selected. To select multiple columns and rows, continue to press down on the mouse button and drag. If you need to delete a row or column, R Click after you have selected them and choose “Delete”.

  23. Selecting All Cells on a Worksheet If you need to select every cell on a page, click the triangle button that is found between Header A and Header 1. This is helpful if you want to change the style of the text or borders on the entire page.

  24. Selecting Sheets To select worksheets, click the tabs at the bottom of the workbook window. The tab selected will have its name underlined and displayed in color. Why would you want to select sheets?  • To rearrange their order  • To copy sheet(s) to a new spreadsheet • To perform the same action on all the selected sheets at once.  

  25. Changing Tab Labels and Color The Tab Label at the bottom of each Worksheet can be renamed from “Sheet 1” to whatever you like within 30 Characters. The color of the tab can also be changed to make it easy to identify worksheets at a glance. More worksheets can also be added, up to a maximum of 255.

  26. To Rename A Tab • Right Click on the Worksheet Tab • Select “Rename” from the Menu • Type in the new name directly on the Tab

  27. To Change A Tab’s Color • Right Click on the Worksheet Tab • Select “Tab Color” from the Menu • Click on the color that you want the Tab to be. Click OK.

  28. To Add A Worksheet • Click the “+” sign next to the last tab displayed • The new sheet appears to the Right of the tab you were in when you added a new tab. Since I was on “Sheet 2” when I clicked the +, “Sheet4” was added to the right of it.

  29. To Rearrange Worksheets • Click and Hold Down on the Worksheet Tab. Your pointer will have a sheet of paper appear above it. • Drag the Worksheet to the Left or Right until it is in the order you want it. You will see a small triangle that will show you where the sheet will move. • Release the mouse button.

  30. To Delete A Worksheet • Right Click on the Worksheet Tab • Select “Delete” from the Menu • The Worksheet should disappear

  31.  Think It Through  • Use the labels to identify the parts of the Excel Window. Cell Sheet Tab ScrollBar Tabs Groups Row Column Header FormulaBar Add New Page Column NameBox Zoom Row Header

  32. TOP SECRET --No Peeking!— (Delete or drag this box over to check your answers)  Think It Through  Tabs • Use the labels to identify the parts of the Excel Window. Groups NameBox FormulaBar Column Header Row Column Row Header ScrollBar Cell Sheet Tab Add New Page Zoom

  33.  Think It Through  On a new worksheet, practice entering data by listing the items you would need to plan for an upcoming birthday party with 20 guests. Use the internet to research the prices of these items and include the price in a separate column (Round price to the nearest dollar). Create your lists under the following headings: Food (Ex: Appetizers, Cake, Drinks) Decorations & Paper Products (Ex: Balloons, Banner, Plates, Cups, Forks, Napkins) Entertainment (DJ, Slide, Bounce House, or Venue Rental)

  34.  Think It Through  In your Party Planning Workbook, create a new sheet and name it “Playlist”. Practice entering data by listing enough songs that you could play at your party for two hours (120 Minutes) without any song repeating. Include: Artist Name, Song Name, Album Name, Album Year Song length (minutes), Song Length (seconds) HINT: If you google the name of the song w MP3 behind it, you can find a website that sells the song and it will show how long the song is. Amazon is really good too.

  35. “Excel”lent Art Creating art in Excel can be very time consuming- but if you can design and color a picture on graph paper, you could re-create it in Excel by adjusting columns and rows and using fill for color.

  36. “Excel”lent Art Create your own art in Excel. Adjust the columns and rows so that they make perfect squares and use the bucket to fill the cells with color. The sad picture below was done using 15 pixel by 15 pixel columns and rows- you can see that there is very little detail, so you may need to make yours smaller than that and then zoom in. HINT: If you want your background to be a certain color (like the sky) do it first! Its Aggravating to go around the stuff You draw to fill in later.

  37. Strive For Success  • Time to check your understanding of Topic 1: Excel Terms & Selecting Cells • Our class will take a quiz on ____(Quiz Date)_______. • Use your Study Guide and Think It Through Activities to strive for success on the quiz!

  38. Topic 2:Entering Data

  39. Objective: - Enter & manipulate data in Excel manually and by using AutoFill Features.

  40. Entering Data: Excel is not much different than Word or PowerPoint when it comes to entering data (numbers or letters) however, there are a few differences that you must get used to. Typing: To Type in a cell, simply select the cell by clicking in it. You can then type directly in the cell or type in the formula bar.

  41. Formatting Text: You can Format text to be bold, underlined, aligned to a particular direction, and with different colors and fonts. When selecting text that you want to format, it is best to work from the formula bar. Highlight the text with your mouse and apply formatting changes from the “Font” group just as you would in Word.

  42. Multiple Lines of Text: You can have Multiple Lines of text within one cell. When typing in a cell, hold down “Alt” and press “Enter” on the keyboard at the same time. This will move your curser down to a second line within the cell to create a second line. To better see the text in the formula bar, click the arrow at the end of it to expand your view.

  43. Moving Text: You can Move text from one cell to another by using your mouse to drag it across the sheet. First, select a cell that you want to move, then hover your mouse on one of the four bold edges until you get a four-headed arrow. As you start to drag the text, new cells will become highlighted. When the cell you want to move the data to is highlighted, release the mouse to drop the text.

  44. Copying Text: You can Copy text from one cell to another by using your mouse. First, select a cell(s) that you want to copy, then R click on the cell and select “Copy”. The cell will become animated with green and white lines circling its border. Move to the cell you want to copy the data to and R click in the cell and select a Paste Option (one of several clipboards)

  45. Repeat Text with Autofill: You can Repeat text from one cell to many cells by using your mouse. First, select a cell that you want to copy, then hover your mouse in the lower R corner where you see the green square. Your pointer will become a black “plus sign”. Drag the cell in any direction and it will fill or replace the surrounding cells with the same text that was in the original cell. +

  46. Entering Series of Data with Autofill: Excel has many built-in-series of data that you can Autofill, such as numbers, time, years, days of the week & months of the year. When you are creating lists and categories, this can be very timesaving. Begin by typing two sets of data that you would like Excel to continue, then select the cells with your mouse and hover in the lower R corner where you see the green square. Your pointer will become a black “plus sign”. Drag the cells in the direction you were working in (down or across) and it will continue your pattern in the following cells. See examples next slide

  47. Merging Cells: You can combine two cells together using the “Merge” option in the “Alignment” group of the Home Tab. Merging two or more cells will combine them into one large cell. However, it will delete all cell contents except for the data that is found in the first (Upper Left) cell of the group you have selected. If you want to change it back, select the cell and click “Unmerge” +

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