Basic Functions of Microsoft Excel Spreadsheet

1. Spreadsheets Microsoft Excel

2. Title bar, Menu & Tool bars Title bar – shows file name Menu bar – all program functions Cell Reference – displays active cell Tool bars – shortcuts to program functions Column/Row headings Formula bar – input cell information Active Cell - highlighted

3. Enter Text or Data • Click in cell to enter data or text. Begin typing – look at formula bar for correct data entry • Click the green check mark next to the formula bar or strike the enter key to accept the entry • Click the red x or backspace/delete to remove the entry

4. Margins • File Menu – Page Setup – Margins Tab • Only adjust the four major margin options - Top, Bottom, Right & Left

5. Header • You will put your name, assignment, class and date information in the header • View Menu – Header & Footer – Custom Header

6. Cell Reference • Cell Reference is the specific name of a cell. • All formulas will require the use of a cell reference – you will not just type in the number that is in a particular cell. • The first cell of a spreadsheet is A1 • Cells are named first by the column and then by the row.

7. Range • Group of consecutive cells • Named with two cells • First cell in the range (upper most left cell) • Last cell in the range (lower most right cell) The range at the right is named (B2:D6) • Ranges are surrounded by ( ) and separated by :

8. Format Cells • Cells must first be highlighted before formatting can take place • Cells without text can be formatted for future text use

9. Types of Formatting • Basic formatting • Fonts, size, B,I,U • Alignment • Font colors • Cell background colors (paint bucket on tool bar) • Data formatting (use format menu)

10. Data formatting in cells • Numbers and text can be formatted as general numbers, currency, percentages, decimals, dates, ect. • Highlight cell(s) to be formatted • Tools Menu – Options – Cell Formatting – Number tab • If necessary, choose a decimal place

11. Copy/Cut & Paste • This is performed just as it is in Microsoft Word. First highlight the cell or range you would like to copy or cut. • If you are a “right click person” right click drag to copy/cut. Move mouse to new location right click paste. • If you are a “menu person” edit menu drag to copy/cut. Move mouse to new location edit paste.

12. Borders • Borders can be used with single cells or a range. Borders can be as simple as a line below the cells or a complete line around the cells or range. • First highlight the cell or range you would like to add the border to. Click the borders button on the tool bar

13. Insert Rows/Columns • If you need to insert a blank row or column you need to first highlight the row or column. • To highlight an entire row or column you must click on the row/column heading. • If you are a “right click person” right click – Insert. • If you are a “menu person” Insert Menu – row/column

14. Gridlines on working page • Borders are not gridlines. Gridlines are the lines around all of the cells you see. If you prefer to not work with gridlines as you build your spreadsheet you can turn them off using the Tools Menu – Options – click the check box next to gridlines. • THIS IS ONLY YOUR WORKING PAGE. IT DOES NOT EFFECT YOUR PRINTED WORK.

15. Gridlines on Printed Page • By default, excel will not print gridlines on your spreadsheet. • To Print gridlines use the File Menu – Page Setup – Sheet Tab – click the check box next to gridlines to turn them on for printed work.

16. Formulas • ALWAYS begin with = (equal sign) • ALWAYS use cell reference (cell name ie A3)

17. Formula options • Addition: + • Subtraction: - • Division: / • Multiplication: * Formulas in excel use order of operations =A2+(B3*B4) • B3*B4 will happen first

18. Show Formulas • By default excel will display formula “values” (the result of the formula). You will be asked to also show formulas and print them with each assignment. • You will lose some basic formatting and your columns will get wider. DO NOT get worked up. Ignore the loss of formatting and adjust the column widths down as needed.

19. SUM Functions • Sum functions are used to ADD multiple cells in a range (3 or more cells). • Must use cell reference (ie A3) in formulas • All Formulas begin with = • Format is a follows: =SUM(A3:D3) – or whatever the range might be.

20. Shortcut using SUM Function • Highlight the range that contains the data to be added. Click the Auto Sum button on the tool bar. The answer will automatically be placed in the next cell in the range.

21. Cell Merge • Cell Merge is used to center information over a particular range. • The title of a spreadsheet is an example • Highlight the range you want to merge over • Click the merge and center button on the tool bar.

22. Charts • Charts are a tool to quickly show the person viewing your data “what it all means.” • Once the spreadsheet is built you need to decide what you want to chart. This is to include heading. Headings help explain what the data means.

23. Charts cont. • Once you have decided what you need to include in your chart – highlight it – click the Chart Wizard button on the tool bar

24. Charts cont. • The chart wizard will then open. • Complete the step by step wizard to get to your finished product. • In step 4 of 4 make sure “As Object in” is checked before clicking finish. This will embed the chart in your spreadsheet. • Once the chart is in the spreadsheet – treat it like “clip art” to resize and move

25. Charts cont. • Each item within the chart can also be manipulated by clicking on that individual item within the chart. • Right click – chart options to make general changes • Highlight the title to change font and/or color