Spreadsheet Basics

 

Excel allows you to create spreadsheets much like paper ledgers that can perform automatic calculations. Each Excel file is a workbook that can hold many worksheets. The worksheet is a grid of columns (designated by letters) and rows (designated by numbers). The letters and numbers of the columns and rows (called labels) are displayed in gray buttons across the top and left side of the worksheet. The intersection of a column and a row is called a cell. Each cell on the spreadsheet has a cell address that is the column letter and the row number. Cells can contain text, numbers, or mathematical formulas.

 

 

Microsoft Excel Screen Elements

 

 

 

 

 

 

 

Adding and Renaming Worksheets

 

The worksheets in a workbook are accessible by clicking the worksheet tabs just above the status bar. By default, three worksheets are included in each workbook. To add a sheet, select Insert|Worksheet from the menu bar. To rename the worksheet tab, right-click on the tab with the mouse and select Rename from the shortcut menu. Type the new name and press the ENTER key.

 

The Standard Toolbar

 

This toolbar is located just below the menu bar at the top of the screen and allows you to quickly access basic Excel commands.

 

 

New - Select File|New from the menu bar, press CTRL+N, or click the New button to create a new workbook.

Open - Click File|Open from the menu bar, press CTRL+O, or click the Open folder button to open an existing workbook.

Save - The first time you save a workbook, select File|Save As and name the file. After the file is named click File|Save, CTRL+S, or the Save button on the standard toolbar.

Print - Click the Print button to print the worksheet.

Print Preview - This feature will allow you to preview the worksheet before it prints.

Spell Check - Use the spell checker to correct spelling errors on the worksheet.

Cut, Copy, Paste, and Format Painter - These actions are explained in the Modifying A Worksheet section.

Undo and Redo - Click the backward Undo arrow to cancel the last action you performed, whether it be entering data into a cell, formatting a cell, entering a function, etc. Click the forward Redo arrow to cancel the undo action.

Insert Hyperlink - To insert a hyperlink to a web site on the Internet, type the text into a cell you want to be the link that can be clicked with the mouse. Then, click the Insert Hyperlink button and enter the web address you want the text to link to and click OK.

Autosum, Function Wizard, and Sorting - These features are discussed in detail in the Functions tutorial.

Zoom - To change the size that the worksheet appears on the screen, choose a different percentage from the Zoom menu.

Menus

The menus in Excel 2000/XP/2003 initially list only the commands you have recently used.  To view all options in each menu, click the double arrows at the bottom of the menu.  If you would like to revert to the way older versions of Excel displayed menu options, follow these steps:

  1. Select View|Toolbars|Customize from the menu bar.
  2. Click on the Options tab.
  3. Check the Always show full menus check box.

 

 

 

 

 

 

 

 

 

 

Toolbars

 

Many toolbars displaying shortcut buttons are available. Select View|Toolbars from the menu bar to select more toolbars.

 

Customize Toolbars

 

Customizing toolbars allows you to delete certain shortcut buttons from a toolbar if you do not use them and add the shortcut buttons for commands you use often.

 

·        Select View|Toolbars|Customize and select the Commands tab.

 

 

 

 

 

  • By clicking on the command categories in the Categories box, the commands will change in the Commands box to the right.
  • Select the command you would like to add to the toolbar by selecting it from the Commands box.
  • Drag the command with the mouse to the desired location on the toolbar and release the mouse button. The shortcut button should now appear on the toolbar.
  • Remove buttons from the toolbars by reversing these steps. Highlight the button on the toolbar, drag it off the toolbar with the mouse, and release the mouse button.

 

 

 

 

 

 

Modifying A Worksheet

 

Moving Through Cells

 

Use the mouse to select a cell you want to begin adding data to and use the keyboard strokes listed in the table below to move through the cells of a worksheet.

 

Movement

Key stroke

One cell up

up arrow key

One cell down

down arrow key or ENTER

One cell left

left arrow key

One cell right

right arrow key or TAB

Top of the worksheet (cell A1)

CTRL+HOME

End of the worksheet (last cell containing data)

CTRL+END

End of the row

CTRL+right arrow key

End of the column

CTRL+down arrow key

Any cell

Edit|Go To menu bar command or

CTRL+G

 

Adding Worksheets, Rows, and Columns

  • Worksheets - Add a worksheet to a workbook by selecting Insert|Worksheet from the menu bar.
  • Row - To add a row to a worksheet, select Insert|Rows from the menu bar, or highlight the row by clicking on the row label, right-click with the mouse, and choose Insert.
  • Column - Add a column by selecting Insert|Columns from the menu bar, or highlight the column by click on the column label, right-click with the mouse, and choose Insert.

Resizing Rows and Columns

There are three ways to resize rows and columns.

  1. Resize a row by dragging the line below the label of the row you would like to resize. Resize a column in a similar manner by dragging the line to the right of the label corresponding to the column you want to resize.
  2. Click the row or column label and select Format|Row|Height or Format|Column|Width from the menu bar to enter a numerical value for the height of the row or width of the column.
  3. Place the cursor on the line between two rows or columns and double-click.

 

 

Selecting Cells

Before a cell can be modified or formatted, it must first be selected (highlighted). Refer to the table below for selecting groups of cells.

Cells to select

Mouse action

One cell

click once in the cell

Entire row

click the row #

Entire column

click the column letter(s)

Entire worksheet

click the whole sheet button (upper left)

Cluster of cells

drag mouse over the cells or hold down the SHIFT key while using the arrow keys

To activate the contents of a cell, double-click on the cell or click once and press F2.

Moving and Copying Cells

·        Moving Cells
To cut cell contents that will be moved to another cell select Edit|Cut from the menu bar or click the Cut button on the standard toolbar.

·        Copying Cells
To copy the cell contents, select Edit|Copy from the menu bar or click the Copy button on the standard toolbar.

·        Pasting Cut and Copied Cells
Highlight the cell you want to paste the cut or copied content into and select Edit|Paste from the menu bar or click the Paste button on the standard toolbar.

·        Drag and Drop
If you are moving the cell contents only a short distance, the drag-and-drop method may be easier. Simply drag the highlighted border of the selected cell to the destination cell with the mouse.

 

 

 

 

 

 

 

Formatting Cells

The contents of a highlighted cell can be formatted in many ways. Font and cell attributes can be added from shortcut buttons on the formatting bar. If this toolbar is not already visible on the screen, select View|Toolbars|Formatting from the menu bar.

Format Cells Dialog Box

For a complete list of formatting options, right-click on the highlighted cells and choose Format Cells from the shortcut menu or select Format|Cells from the menu bar.

  • Number tab - The data type can be selected from the options on this tab. Select General if the cell contains text and number, or another numerical category if the cell is a number that will be included in functions or formulas.
  • Alignment tab - These options allow you to change the position and alignment of the data with the cell.
  • Font tab - All of the font attributes are displayed in this tab including font face, size, style, and effects.
  • Border and Pattern tabs - These tabs allow you to add borders, shading, and background colors to a cell.

Dates and Times

If you enter the date "January 1, 2001" into a cell on the worksheet, Excel will automatically recognize the text as a date and change the format to "1-Jan-01". To change the date format, select the Number tab from the Format Cells window. Select "Date" from the Category box and choose the format for the date from the Type box. If the field is a time, select "Time" from the Category box and select the type in the right box. Date and time combinations are also listed. Press OK when finished.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

AutoFormat

Excel has many preset table formatting options. Add these styles by following these steps:

  • Highlight the cells that will be formatted.

 

 

 

  • Select Format|AutoFormat from the menu bar.
  • On the AutoFormat dialog box, select the format you want to apply to the table by clicking on it with the mouse. Use the scroll bar to view all of the formats available.

 

 

 

 

  • Click the Options... button to select the elements that the formatting will apply to.
  • Click OK when finished.

 

 

Formulas and Functions

 

The distinguishing feature of a spreadsheet program such as Excel is that it allows you to create mathematical formulas and execute functions. Otherwise, it is not much more than a large table for displaying text. This page will show you how to create these calculations.

Formulas

Formulas are entered in the worksheet cell and must begin with an equal sign "=". The formula then includes the addresses of the cells whose values will be manipulated with appropriate operands placed in between. After the formula is typed into the cell, the calculation executes immediately and the formula itself is visible in the formula bar. See the example below to view the formula for calculating the sub total for a number of textbooks. The formula multiplies the quantity and price of each textbook and adds the subtotal for each book.

 

 

Linking Worksheets

You may want to use the value from a cell in another worksheet within the same workbook in a formula. For example, the value of cell A1 in the current worksheet and cell A2 in the second worksheet can be added using the format "sheetname!celladdress". The formula for this example would be "=A1+Sheet2!A2" where the value of cell A1 in the current worksheet is added to the value of cell A2 in the worksheet named "Sheet2".

 

 

Relative, Absolute, and Mixed Referencing

Calling cells by just their column and row labels (such as "A1") is called relative referencing. When a formula contains relative referencing and it is copied from one cell to another, Excel does not create an exact copy of the formula. It will change cell addresses relative to the row and column they are moved to. For example, if a simple addition formula in cell C1 "=(A1+B1)" is copied to cell C2, the formula would change to "=(A2+B2)" to reflect the new row. To prevent this change, cells must be called by absolute referencing and this is accomplished by placing dollar signs "$" within the cell addresses in the formula. Continuing the previous example, the formula in cell C1 would read "=($A$1+$B$1)" if the value of cell C2 should be the sum of cells A1 and B1. Both the column and row of both cells are absolute and will not change when copied. Mixed referencing can also be used where only the row OR column fixed. For example, in the formula "=(A$1+$B2)", the row of cell A1 is fixed and the column of cell B2 is fixed.

Basic Functions

Functions can be a more efficient way of performing mathematical operations than formulas. For example, if you wanted to add the values of cells D1 through D10, you would type the formula "=D1+D2+D3+D4+D5+D6+D7+D8+D9+D10". A shorter way would be to use the SUM function and simply type "=SUM(D1:D10)". Several other functions and examples are given in the table below:

Function

Example

Description

SUM

=SUM(A1:100)

finds the sum of cells A1 through A100

AVERAGE

=AVERAGE(B1:B10)

finds the average of cells B1 through B10

MAX

=MAX(C1:C100)

returns the highest number from cells C1 through C100

MIN

=MIN(D1:D100)

returns the lowest number from cells D1 through D100

SQRT

=SQRT(D10)

finds the square root of the value in cell D10

TODAY

=TODAY()

returns the current date (leave the parentheses empty)

Function Wizard

View all functions available in Excel by using the Function Wizard.

  • Activate the cell where the function will be placed and click the Function Wizard button on the standard toolbar.
  • From the Paste Function dialog box, browse through the functions by clicking in the Function category menu on the left and select the function from the Function name choices on the right. As each function name is highlighted a description and example of use is provided below the two boxes.

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  • Click OK to select a function.

·        The next window allows you to choose the cells that will be included in the function. In the example below, cells B4 and C4 were automatically selected for the sum function by Excel. The cell values {2, 3} are located to the right of the Number 1 field where the cell addresses are listed. If another set of cells, such as B5 and C5, needed to be added to the function, those cells would be added in the format "B5:C5" to the Number 2 field.

Autosum

Use the Autosum function to add the contents of a cluster of adjacent cells.

  1. Select the cell that the sum will appear in that is outside the cluster of cells whose values will be added. Cell C2 was used in this example.
  2. Click the Autosum button (Greek letter sigma) on the standard toolbar.
  3. Highlight the group of cells that will be summed (cells A2 through B2 in this example).
  4. Press the ENTER key on the keyboard or click the green check mark button on the formula bar

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Sorting and Filling

 

 

Basic Sorts

To execute a basic descending or ascending sort based on one column, highlight the cells that will be sorted and click the Sort Ascending (A-Z) button or Sort Descending (Z-A) button on the standard toolbar.

Complex Sorts

To sort by multiple columns, follow these steps:

  1. Highlight the cells, rows, or columns that will be sorted.
  2. Select Data|Sort from the menu bar.
  3. From the Sort dialog box, select the first column for sorting from the Sort By drop-down menu and choose either ascending or descending.
  4. Select the second column and, if necessary, the third sort column from the Then By drop-down menus.

 

  • If the cells you highlighted included the text headings in the first row, mark My list has...Header row and the first row will remain at the top of the worksheet.
  • Click the Options button for special non-alphabetic or numeric sorts such as months of the year and days of the week.

 

 

·                    Click OK to execute the sort.

 

 

 

 

 

 

 

Autofill

The Autofill feature allows you to quickly fill cells with repetitive or sequential data such as chronological dates or numbers, and repeated text.

  • Type the beginning number or date of an incrementing series or the text that will be repeated into a cell.
  • Select the handle at the bottom, right corner of the cell with the left mouse button and drag it down as many cells as you want to fill.
  • Release the mouse button.

If you want to autofill a column with cells displaying the same number or date you must enter identical data to two adjacent cells in a column. Highlight the two cells and drag the handle of the selection with the mouse.

Alternating Text and Numbers with Autofill

The Autofill feature can also be used for alternating text or numbers. For example, to make a repeating list of the days of the week, type the seven days into seven adjacent cells in a column. Highlight the seven cells and drag down with the mouse.

 

 

 

 

 

Autofilling Functions

Autofill can also be used to copy functions.  In the example below, column A and column B each contain lists of numbers and column C contains the sums of columns A and B for each row. The function in cell C2 would be "=SUM(A2:B2)". This function can then be copied to the remaining cells of column C by activating cell C2 and dragging the handle down to fill in the remaining cells. The autofill feature will automatically update the row numbers as shown below if the cells are reference relatively.

     

 

 

 

 

 

 

 

 

 

 

 

Graphics

Adding Clip Art

To add a clip art image to the worksheet, follow these steps:

  • Select Insert|Picture|Clip Art from the menu bar.
  • The Insert Clip Art pane will appear in the task pane on the right.

 

  • To find an image, click in the white box following Search For and enter keywords describing the image you want to use.
  • Double click on the image you want to add to the worksheet.

Editing A Graphic

Activate the image you wish to edit by clicking on it once with the mouse. Nine handles will appear around the graphic. Click and drag these handles to resize the image. The handles on the corners will resize proportionally while the handles on the straight lines will stretch the image. More picture effects can be changed using the Picture toolbar. The Picture toolbar should appear when you click on the image. Otherwise, select View|Toolbars|Picture from the menu bar to activate it.

 

 

 

 

 

  • Insert Picture will display the image selection window and allows you to change the image.
  • Image Control allows to to make the image gray scale, black and white, or a watermark.
  • More/Less Contrast modifies the contrast between the colors of the image.
  • More/Less Brightness will darken or brighten the image.
  • Click Crop and drag the handles on the activated image to delete outer portions of the image.
  • Line Style will add a variety of borders to the graphic.
  • Text Wrapping will modify the way the worksheet text wraps around the graphic.
  • Format Picture displays all the image properties in a separate window.
  • Reset Picture will delete all the modifications made to the image.

AutoShapes

The AutoShapes toolbar will allow you to draw a number of geometrical shapes, arrows, flow chart elements, stars, and more on the worksheet. Activate the AutoShapes toolbar by selecting Insert|Picture|AutoShapes or View|Toolbars|Drawing from the menu bar if the Drawing tool bar is not currently in view. Click the button on the toolbar to view the options for drawing the shape.

  • Lines - After clicking the Lines button on the AutoShapes toolbar, draw a straight line, arrow, or double-ended arrow from the first row of options by clicking the respective button. Click in the worksheet where you would like the line to begin and click again where it should end. To draw a curved line or freeform shape, select curved lines from the menu (first and second buttons of second row), click in the worksheet where the line should appear, and click the mouse every time a curve should begin. End creating the graphic by clicking on the starting end or pressing the ESC key. To scribble, click the last button in the second row, click the mouse in the worksheet and hold down the left button while you draw the design. Let go of the mouse button to stop drawing.
  • Connectors - Draw these lines to connect flow chart elements.
  • Basic Shapes - Click the Basic Shapes button on the AutoShapes toolbar to select from many two- and three-dimensional shapes, icons, braces, and brackets. Use the drag-and-drop method to draw the shape in the worksheet. When the shape has been made, it can be resized using the open box handles and other adjustments specific to each shape can be modified using the yellow diamond handles.

 

 

Block Arrows - Select Block Arrows to choose from many types of two- and three-dimensional arrows. Drag-and-drop the arrow in the worksheet and use the open box and yellow diamond handles to adjust the arrowheads. Each AutoShape can also be rotated by first clicking the Free Rotate button on the drawing toolbar . Click and drag the green handles around the image to rotate it. The tree image below was created from an arrow rotated 90 degrees.

 

  • Flow Chart - Choose from the flow chart menu to add flow chart elements to the worksheet and use the line menu to draw connections between the elements.
  • Stars and Banners - Click the button to select stars, bursts, banners, and scrolls.
  • Call Outs - Select from the speech and thought bubbles, and line call outs. Enter the call out text in the text box that is made.
  • More AutoShapes - Click this button to choose from a list of clip art categories.

 

Each of the submenus on the AutoShapes toolbar can become a separate toolbar. Just click and drag the gray bar across the top of the submenus off of the toolbar and it will become a separate floating toolbar.

 

    

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Charts

Charts allow you to present data entered into the worksheet in a visual format using a variety of graph types. Before you can make a chart you must first enter data into a worksheet. This page explains how you can create simple charts from the data.

 

Chart Wizard

The Chart Wizard brings you through the process of creating a chart by displaying a series of dialog boxes.

  • Enter the data into the worksheet and highlight all the cells that will be included in the chart including headers.

 

  • Click the Chart Wizard button on the standard toolbar to view the first Chart Wizard dialog box.
  • Chart Type - Choose the Chart type and the Chart subtype if necessary. Click Next.

Chart Source Data - Select the data range (if different from the area highlighted in step 1) and click Next.

 

 

 

 

  • Chart Options - Enter the name of the chart and titles for the X- and Y-axes. Other options for the axes, grid lines, legend, data labels, and data table can be changed by clicking on the tabs. Press Next to move to the next set of options.

 

 

 

 

 

 

  • Chart Location - Click As new sheet if the chart should be placed on a new, blank worksheet or select As object in if the chart should be embedded in an existing sheet and select the worksheet from the drop-down menu.

 

  • Click Finish to create the chart.

 

Resizing the Chart

To resize the chart, click on its border and drag any of the nine black handles to change the size. Handles on the corners will resize the chart proportionally while handles along the lines will stretch the chart.

Moving the Chart

Select the border of the chart, hold down the left mouse button, and drag the chart to a new location. Elements within the chart such as the title and labels may also be moved within the chart. Click on the element to activate it, and use the mouse to drag the element to move it.

 

 

 

 

Chart Formatting Toolbar

Chart Objects List - To select an object on the chart to format, click the object on the chart or select the object from the Chart Objects List and click the Format button. A window containing the properties of that object will then appear to make formatting changes.

Chart Type - Click the arrowhead on the chart type button to select a different type of chart.

Legend Toggle - Show or hide the chart legend by clicking this toggle button.

Data Table view - Display the data table instead of the chart by clicking the Data Table toggle button.

Display Data by Column or Row - Charts the data by columns or rows according to the data sheet.

Angle Text - Select the category or value axis and click the Angle Downward or Angle Upward button to angle the the selected by +/- 45 degrees.

 

 

 

 

Page Properties and Printing

Page Breaks

To set page breaks within the worksheet, select the row you want to appear just below the page break by clicking the row's label. Then choose Insert|Page Break from the menu bar. You may need to click the double down arrow at the bottom of the menu list to view this option.

Page Setup