Overview

1. Overview Lesson 1 MicrosoftExcel 2016 Microsoft Official Academic Course, Microsoft Word 2016

2. Software Orientation • Microsoft Office Excel 2016 provides powerful tools to organize, analyze, manage, and share information. • The foundation of Excel and locations where you do your work are cells, rows, and columns within a worksheet, and worksheets as part of a workbook. • The tools you use to help you with these locations are within a broad band, called the ribbon, running across the top of the window. The ribbon is organized into task-oriented command tabs. • Each tab is divided into task-specific command groups appropriate to the work being performing. The tabs and groups, introduced in Excel 2010, replace the menus and multiple tools that were present in Excel 2007 and earlier versions. Microsoft Official Academic Course, Microsoft Word 2016

3. SoftwareOrientation Zoom slider Status Bar Microsoft Official Academic Course, Microsoft Word 2016

4. Start Excel: • Excel opens to a list of templates and in most cases you choose Blank workbook or open a previous file. • Think of a workbook as a physical book with many pages. • The file name and the program name (Excel) appear in the title bar at the top of the screen. • The temporary title for your workbook is Book 1, book 2, etc. until you assign your workbook a name. • The new workbook has 1 worksheet by default and it appears at the bottom of your worksheet above the status bar. • You can easily add new worksheets by clicking on the + button as needed. Microsoft Official Academic Course, Microsoft Word 2016

5. Start Excel: • A worksheet is a grid composed of rows, columns and cells. • Each worksheet column starts at the top of the worksheet and goes to the bottom of the worksheet and is identified by a letter. • Each row starts at the left edge of the worksheet and continues to the right and is identified by a number. • Each box or cell on the grid is identified by the intersection of a column and a row. • By default, the first active cell in a new spreadsheet is A1. You enter information by typing it into the selected or active cell (or current/highlighted cell) which is outlined by a bold rectangle. Notice the letter of the cell address comes first and is followed by the number.

6. Using the Onscreen Tools: • The Quick Access Toolbar (QAT) gives you fast and easy access to the tools you use most often in any given Excel session. It appears on the left side of the title bar above the ribbon; however, it can be moved to appear below the ribbon. • You can add and remove commands To and from the QAT so that it only has The commands you use most frequently. Screentips which are the small, onscreen Rectangles that display descriptive text When you rest the mouse pointer On a command or control. You can customize the QAT. Microsoft Official Academic Course, Microsoft Word 2016

7. Navigate the Ribbon • When you click on the Home tab on the ribbon, you have access to 7 groups. Some of these have a dialog launcher (arrow in bottom right corner of the group). • New is 2016 is the “Tell me what you want to do” tab on the Ribbon. Help button Microsoft Official Academic Course, Microsoft Word 2016

8. Navigate the Ribbon – Insert tab When you click on the Insert tab notice you will get different groups. You can collapse and expand the Ribbon. Microsoft Official Academic Course, Microsoft Word 2016

9. Keytips • Press and release the Alt key to display onscreen Keytips that show keyboard shortcuts for certain commands. Microsoft Official Academic Course, Microsoft Word 2016

10. Office Backstage • The Backstage is found when you click on the File tab on the ribbon. • The Backstage view shows you behind the scenes options to manage files like opening, saving and printing files. Microsoft Official Academic Course, Microsoft Word 2016

11. Office Backstage • The Info tab located along The left side allows you To see information About your current file or Workbook. • Close command will Close the current workbook But will leave Excel open Microsoft Official Academic Course, Microsoft Word 2016

12. Change Excel’s View • The View tab on the ribbon allows you to change the appearance of the displayed spreadsheet. • You also have several options located in the status bar. • The default view in Excel is the Normal View Microsoft Official Academic Course, Microsoft Word 2016

13. Page Layout View The Page Layout View allows you to see margins, horizontal and verticalrulers, pagebreaks (where one page will end on a printed copy), header and footer Section. In the Page Layout View you can easily fine tune pages before you Print. Microsoft Official Academic Course, Microsoft Word 2016

14. Split the Window • When a worksheet has a lot of data, you can only see a small portion of the worksheet in Excel’s Normal and Page Layout Views. • The split command lets you overcome this obstacle by viewing the worksheet in 2 panes or 4 quadrants. • You can then use the scrollbars on the right and the bottom of the window to display different sections of the worksheet at the same time so that you can more easily compare or contrast data or see what effect a change in one part of the worksheet might have on a distant part of the worksheet. Microsoft Official Academic Course, Microsoft Word 2016

15. Split the Window • Go to the Viewtab and split is in the windows group. • Click the split command again to remove the split. Microsoft Official Academic Course, Microsoft Word 2016

16. Open a New Window • Splitting a window allows you to look at two sections of a worksheet side by side. You can also view two sections of a worksheet by using the New Window command. • The New Window command is located on the View tab. • Click New Window and a new window with a different numbered title will appear. The : indicates that there are two windows from the same workbook open. • You have NOT opened a new Worksheet. Microsoft Official Academic Course, Microsoft Word 2016

17. Open a New Window When you click on Switch Windows, you will see a drop- Down list of all open windows. The book with the checkmark is The active window. Click the Close Window button Located in the upper-right Corner of the workbook window To close the second book. If You use the File, Close Command you will close the Entire workbook. Microsoft Official Academic Course, Microsoft Word 2016

18. Working with an Existing Workbook • Most Excel Workbooks require frequent updating because of data changes. • Often files are created by 1 person but used by many. • Descriptive file names allow you to locate and retrieve files quickly. • File names can be up to 255 characters long including file extensions. • The file extension for Excel 2016 is .xlsx • You can also use File properties (found in the backstage view) like tags to help you manage and find files.

19. Open an Existing Workbook • When you save an Excel 2016 file, the program automatically adds the file extension .xlsx to the end of the file’s name. • To open a file you must also identify the location that contains the file such as network, Skydrive, or folder. • Use the File tab or Backstage view to save a document. • Recently created/edited workbooks appear in the right pane under the Recent Workbooks area. Microsoft Official Academic Course, Microsoft Word 2016

20. Open an Existing Workbook • Note that the active cell does not default to A1 each time you open a Workbook that you have been working on. The active cell will be The cell you were on When you saved your Workbook. This allows You to keep working in the Same location when you Return to the Workbook. Microsoft Official Academic Course, Microsoft Word 2016

21. Open a Workbook from Your SkyDrive • In order to save and open files from SkyDrive, you must have an accountand we do not. • SkyDrive is a Microsoft feature that allows you to work with files in the Cloud – a location that is available from any computer in the world as long as you have Internet connection. • When Office 2016 is installed, you have the option of installing SkyDrive or go to the Microsoft .com site and search for the SkyDrive download and install it at a different time. Microsoft Official Academic Course, Microsoft Word 2016

22. Navigate a Worksheet • An Excel Worksheet can contain more than one million rows and more than 16,000 columns. • There are several ways to move through worksheets that have a lot of rows and columns. • arrow keys • scroll bars • mouse Microsoft Official Academic Course, Microsoft Word 2016

23. Navigate a Worksheet Microsoft Official Academic Course, Microsoft Word 2016

24. Navigate Data with the Go To Command • TheName Box indicates the current cell you are in as well as it gives you the opportunity to name the cell or range. The Name Box is NOT case sensitive so you don’t have to worry about capitalizing the letters. Microsoft Official Academic Course, Microsoft Word 2016

25. Navigate Data with the Go To Command • On the Home Tab in the Editing Group. • The Go To command can take you to a particular point in the worksheet including cells and ranges of cells that you name. • The Go To command also allows you to select Go To Special from the drop down list. The Go To Special dialog box provides you with several options and one of them is to return to the last cell. This command can come in handy when your Worksheet is very large and you have forgotten which cell you were last working on. Microsoft Official Academic Course, Microsoft Word 2016

26. Use the Help System • The Help System in Excel is rich in information, illustrations, and tips that can help you complete any task as you create worksheets and workbooks. • If you are not sure what an onscreen tool does, just point to it. Once the mouse pointer rests on a tool, a box called a ScreenTip appears. A basic ScreenTip displays the tool’s name and shortcut key if one exists. • A help button is also located just to the left of the Window controls in the upper-right hand side of the Excel screen. The icon or GUI is a question mark. • F1 is the shortcut for help in all of Microsoft Microsoft Official Academic Course, Microsoft Word 2016

27. Let’s practice what we have learned: Microsoft Official Academic Course, Microsoft Word 2016

28. Practice on your own: Microsoft Official Academic Course, Microsoft Word 2016

29. Sum it up… Discuss 3 things you learned today. Microsoft Official Academic Course, Microsoft Word 2016