Microsoft Excel 2010®®Tutorial 1:Getting Started with Excel XPXPXPObjectives• Understand the use of spreadsheets and Excel• Learn the parts of the Excel window• Scroll through a worksheet and navigate between worksheets• Create and save a workbook file• Enter text, numbers, and dates into a worksheet• Resize, insert, and remove columns and rowsNew Perspectives on Microsoft Office Excel 20072New Perspectives on Microsoft Excel 20102 XPXPXPObjectives• Select and move cell ranges• Insert formulas and functions• Insert, delete, move, and rename worksheets• Work with editing tools• Preview and print a workbookNew Perspectives on Microsoft Office Excel 20073New Perspectives on Microsoft Excel 20103 XPXPXPVisual OverviewNew Perspectives on Microsoft Excel 20104 XPXPXPThe Excel WindowNew Perspectives on Microsoft Excel 20105 XPXPXPIntroducing Microsoft Excel 2010• Computer program used to enter, store, analyze, and present quantitative data• Creates electronic versions of spreadsheets–Collection of text and numbers laid out in a grid• Displays values calculated from data• Allows what-if analysis–Ability to change values in a spreadsheet and assess the effect they have on calculated valuesNew Perspectives on Microsoft Excel 20106 XPXPXPSpreadsheet Data in ExcelNew Perspectives on Microsoft Excel 20107 XPXPXPWorksheet Navigation• A workbook can have two kinds of sheets:–Worksheet contains a grid of rows and columns into which user enters data–Chart sheet provides visual representation of data• Cell reference identifies column/row locationNew Perspectives on Microsoft Excel 20108 XPXPXPWorksheet Navigation• To navigate between worksheets–Use sheet tabs• To navigate within a worksheet–Use mouse, keyboard, GoTo dialog box, or type cell reference in Name boxNew Perspectives on Microsoft Excel 20109 XPXPXPWorksheet Navigation KeysNew Perspectives on Microsoft Excel 201010 XPXPXPPlanning a Workbook• Use a planning analysis sheet to define:–Goal or purpose of workbook–Type of data to collect–Formulas needed to apply to data you collected and entered–Appearance of workbook contentNew Perspectives on Microsoft Excel 201011 XPXPXPEntering Text, Numbers, and Dates• Text data– Combination of letters, numbers, and symbols– Often referred to as a text string• Number data– Numerical value to be used in a mathematical calculation• Date and time data– Commonly recognized formats for date and time valuesNew Perspectives on Microsoft Excel 201012 XPXPXPEntering Text• New data appears in both the active cell and the formula bar• Truncation• AutoComplete feature• To enter multiple lines of text within a cell–Create a line break with Alt + EnterNew Perspectives on Microsoft Excel 201013 XPXPXPEntering TextNew Perspectives on Microsoft Excel 201014 XPXPXPEntering NumbersNew Perspectives on Microsoft Excel 201015 XPXPXPWorking with Columns and Rows• To make data easier to read:–Modify size of columns and rows in a worksheet• To modify size of columns or rows:–Drag border to resize–Double-click border to autofit–Format the Cells group to specifyNew Perspectives on Microsoft Excel 201016 XPXPXPWorking with Columns and Rows• Column width–Expressed in terms of number of characters or pixels (8.43 characters equals 64 pixels)–Note: Pixel size is based on screen resolution• Row height–Measured in points (1/72 of an inch) or pixels–Default row height: 15 points or 20 pixelsNew Perspectives on Microsoft Excel 201017 XPXPXPWorking with Columns and RowsNew Perspectives on Microsoft Excel 201018 XPXPXPWorking with Columns and Rows• Inserting a column or row–Existing columns or rows shift to accommodateNew Perspectives on Microsoft Excel 201019 XPXPXPWorking with Columns and Rows• Deleting and clearing a row or column–Deleting removes both the data and the cells–Clearing removes the data, leaving blank cells where data had beenNew Perspectives on Microsoft Excel 201020 XPXPXPVisual OverviewNew Perspectives on Microsoft Excel 201021 XPXPXPWorksheet DataNew Perspectives on Microsoft Excel 201022 XPXPXPWorking with Cells and Ranges• Range reference indicates location and size of a cell range–Adjacent (A1:G5)–Nonadjacent (A1:A5;F1:G5)• Selecting a range–Work with all cells in the range as a group• Moving and copying a range–Drag and drop–Cut and pasteNew Perspectives on Microsoft Excel 201023 XPXPXPWorking with Cells and Ranges• Inserting and deleting a range–Existing cells shift to accommodate the changeNew Perspectives on Microsoft Excel 201024 XPXPXPWorking with Formulas• Formula– An expression that returns a value– Written using operators that combine different values, resulting in a single displayed valueNew Perspectives on Microsoft Excel 201025 XPXPXPWorking with Formulas• Entering a formula–Click cell where you want formula results to appear–Type = and an expression that calculates a value using cell references and arithmetic operators• Cell references allow you to change values used in the calculation without having to modify the formula itself–Press Enter or Tab to complete the formulaNew Perspectives on Microsoft Excel 201026 XPXPXPWorking with Formulas• Order of precedence–Set of predefined rules used to determine sequence in which operators are applied in a calculationNew Perspectives on Microsoft Excel 201027 XPXPXPWorking with Formulas• Viewing a formula– Select cell and review expression displayed in the formula bar– Each cell reference is color coded in the formula and corresponding cell in the worksheetNew Perspectives on Microsoft Excel 201028 XPXPXPWorking with Formulas• Copying and pasting formulas–Cell references adjust to reflect new location of the formula in the worksheetNew Perspectives on Microsoft Excel 201029 XPXPXPWorking with Formulas• Guidelines for writing effective formulas:–Keep them simple–Do not hide data values within formulas–Break up formulas to show intermediate resultsNew Perspectives on Microsoft Excel 201030 XPXPXPIntroducing Functions• Function– Named operation that returns a value– Simplifies a formula, reducing a long formula into a compact statement; for example, to add values in the range A1:A10:• Enter the long formula:=A1+A2+A3+A4+A5+A6+A7+A8+A9+A10- or -• Use the SUM function to accomplish the same thing:=SUM(A1:A10)New Perspectives on Microsoft Excel 201031 XPXPXPEntering a FunctionNew Perspectives on Microsoft Excel 201032 XPXPXPEntering Functions with AutoSum• Fast, convenient way to enter commonly used functions• Includes buttons to quickly insert/generate:– Sum of values in column or row (SUM)– Average value in column or row (AVERAGE)– Total count of numeric values in column or row (COUNT)– Minimum value in column or row (MIN)– Maximum value in column or row (MAX)New Perspectives on Microsoft Excel 201033 XPXPXPEntering Functions with AutoSumNew Perspectives on Microsoft Excel 201034 XPXPXPWorking with Worksheets• Inserting a worksheet–Name of new worksheet is based on number and names of other sheets in the workbook• Deleting a worksheet• Renaming a worksheet–31 characters maximum, including blank spaces–Width of sheet tab adjusts to length of nameNew Perspectives on Microsoft Excel 201035 XPXPXPWorking with Worksheets• Moving and copying a worksheet–To move:• Click and drag–To copy:• Ctrl + drag and drop–Place most important worksheets at beginning of workbook (leftmost sheet tabs), less important worksheets toward end (rightmost tabs)New Perspectives on Microsoft Excel 201036 XPXPXPEditing Worksheet Content• Use Edit mode to edit cell contents– Keyboard shortcuts apply only to text within selected cell• Undoing and redoing an action– Excel maintains a list of actions performed in a workbook during current sessionNew Perspectives on Microsoft Excel 201037 XPXPXPEditing Worksheet Content• Using find and replaceNew Perspectives on Microsoft Excel 201038 XPXPXPEditing Worksheet Content• Using the spelling checkerNew Perspectives on Microsoft Excel 201039 XPXPXPPreviewing a Workbook• Changing worksheet views–Normal view–Page Layout view–Page Break PreviewNew Perspectives on Microsoft Excel 201040 XPXPXPPage Layout ViewNew Perspectives on Microsoft Excel 201041 XPXPXPPage Break PreviewNew Perspectives on Microsoft Excel 201042 XPXPXPPreviewing a Workbook• Working with page orientation–Portrait orientation (default)• Page is taller than wide–Landscape orientation• Page is wider than tallNew Perspectives on Microsoft Excel 201043 XPXPXPPrinting a Workbook• Print tab provides options for choosing what to print and how to print–Printout includes only the data in the worksheet–Other elements (e.g., row/column headings, gridlines) will not print by default• Good practice: Review print preview before printing to ensure that printout looks exactly as you intended and avoid unnecessary reprintingNew Perspectives on Microsoft Excel 201044 XPXPXPPrinting a WorkbookNew Perspectives on Microsoft Excel 201045 XPXPXPViewing and Printing Worksheet Formulas• Switch to formula view– Useful when you encounter unexpected results and want to examine underlying formulas or to discuss your formulas with a colleagueNew Perspectives on Microsoft Excel 201046 XPXPXPViewing and Printing Worksheet Formulas• Scaling the printout of a worksheet forces contents to fit on a single pageNew Perspectives on Microsoft Excel 201047