Microsoft Excel 2007

BASIC MICROSOFT EXCEL 2007 AT CUYAMACA COLLEGE

WHAT IS EXCEL?
Excel is the spreadsheet application in the Microsoft Office 2003 suite of programs. A spreadsheet is a grid of rows and columns containing numbers, text, and formulas. The purpose of a spreadsheet is to solve problems that involve numbers.

STARTING EXCEL:
You start Excel from the desktop screen in Windows. One way to start Excel is to click the Start button, point to All programs, point to Microsoft Office, and then choose Microsoft Office Excel 2003. When Excel starts, a blank worksheet titled Book1 appears on the screen. You will see some of the basic parts of the screen: The title bar, the menu bar, the Standard toolbar, and the task pane.
[Show the Excel opening screen]

PARTS OF THE WORKSHEET
Columns of the worksheet appear vertically and are identified by letters at the top of the worksheet window. Rows appear horizontally and are identified by numbers on the left side of the worksheet window. A cell is the intersection of a row and column letter and row number (for example, C4, A1, B2). The cell that contains the highlight is the active cell, which is distinguished by a dark border. Your screen currently shows a border around cell A1, the active cell.
You may change the active cell by moving the highlight from one cell to another. The formula bar appears directly below the Formatting toolbar in the worksheet and displays a formula when the cell of a worksheet contains a calculated value. On the far left side of the formula bar is the Name box, or cell reference area, that identifies the active cell.

DID YOU KNOW?
Excel comes with several template files that you may use to build commonly used spreadsheets, such as invoices, expense statements, and purchase orders. To open these files, open the File menu and choose New. In the Templates section of the New workbook task pane, click on my computer. In the Template dialog box, click the Spreadsheet Solutions tab, and double-click the template file you want to open.

OPENING AN EXISTING WORKBOOK
To open an existing worksheet, open the File menu and choose Open, or click the Open button on the toolbar. In the Open dialog box, specify the file you want to open. When you start Excel, the program displays a new worksheet temporarily titled Book1. This worksheet is eliminated if you open another file.

MOVING THE HIGHLIGHT IN A WORKSHEET
The easiest way to move the highlight to a cell on the screen is to move the mouse pointer to the cell and click. When working with a large worksheet, you might not be able to view the entire worksheet on the screen. You can move the highlight to different parts of the worksheet using the keyboard or the Go To command on the Edit menu.

USING KEYS TO MOVE THE HIGHLIGHT
You can move the highlight by pressing certain keys or key combinations. Many of these key combinations may be familiar to you if you use Microsoft Word.

TO MOVE PRESS
Left one column Left arrow
Right one column Right arrow
Up one row Up arrow
Down one row Down arrow
To the first cell of a row Home
To Cell A1 Ctrl+Home
To the last cell containing data Ctrl+End
Up one window Page Up
Down one window Page Down
To the previous worksheet in a workbook Ctrl+PageUp
To the next worksheet in a workbook Ctrl+PageDown

USING THE GO TO COMMAND TO MOVE IN THE WORKSHEET
You might want to move the highlight to a cell that does not appear on the screen. The fastest way to move to the cell is by choosing Go To on the Edit menu or by pressing the shortcut key, F5. The Go To dialog box appears. Key the cell reference in the Reference box and click OK. The highlight move to the cell.

USING THE FIND COMMAND
You can also go to specific text or numbers in the worksheet by choosing the Find command on the Edit menu. The Find dialog box opens. In the Find what text box, key the data you would like to locate in the worksheet and then click Find Next. The highlight moves to the next cell that contains the data.

SOME CLASS EXERCISES

EXAMPLE:
Suppose that you have volunteered to help a local environmental awareness group by conducting a census of bird species. For this lesson, you will complete a worksheet that accounts for each species of bird.

Follow the step by step of opening the file called BirdVolunteers from the Temporary Folder of the server

STEPS
i/ Move to the last cell in the worksheet that contains data by pressing CTR+END. The highlight appears in cell A13,
ii/ Move to the first cell of row 13 by pressing HOME. The highlight appears in cell A13
iii/ Move up three rows by pressing the up arrow key three times. The highlight appears in cell A10 which contains the word English Sparrows
iv/ On the Keyboard Click (Ctrl+G) the Go To command. The Go To dialog box appears
v/ Key B3 in the Reference box
vi/ Click OK The highlight moves to cell B3


EXAMPLES OF SELECTING A GROUP OF CELLS
i/ With the highlight in B3, hold down the left mouse and drag to the right until F3 is highlighted
ii/ Release the mouse button. The range B3:F3 is selected. Notice that the column letters B through F and row number 3 are shaded
iii/ Move the highlight to B5
iv/ Hold down the mouse button. The range B5:F13 is selected.

EXAMPLES OF ENTERING DATA IN A CELL
i/ Move the highlight to E5 and key 50. As you key, the numbers appear in the cell and in the formula bar
ii/ Press Enter. The highlight moves to E6
iii/ Key 14
iv/ Click the Enter button on the formula bar. Notice that the total in F6, E13, and F13 change as you enter the data
v/ Undo the action by clicking the down arrow on the Undo button on the Standard toolbar. A menu appears A menu appears listing the actions you have just performed
vi/ Choose Typing ‘50’ in E5 on the menu. The data is removed from E5 and the data in F6 and E13 change back to the previous totals
vii/ Enter the following data in the remaining cells in column E

CELL DATA
E6 5
E7 20
E8 4
E9 10
E10 16
Viii/ In addition to the species above, you sighted a blue heron. Click cell A11 and key Heron.
ix/ Click cell E11 and key 1

EXAMPLES OF CHANGING DATA IN A CELL
i/ Move the highlight to D10
ii/ Press F2. An insertion point appears in the cell
iii/ Make sure the insertion point is positioned after the 1 and key 8
iv/ Press Enter. The number 18 appears in the cell
v/ Move the highlight to A11
vii/ Key Blue Heron and click the Enter button on the formula bar. The words Blue Heron replace the word Heron in the cell
Move the highlight to A3
Viii/ Press the Delete key. The contents are cleared from the cell.

SEARCHING FOR DATA
FINDING DATAThe Find command locates data in a worksheet. It is particularly useful when the worksheet is large. You can perform more specific searches by clicking the options button within the dialog box.

SEARCH OPTION SPECIFIES
Find what the data you are looking for
Replace with the data that will be inserted in the cell
Format the format of the data you are looking for,
Within whether you will search the worksheet or the entire workbook
Search whether the search will look across rows or down columns
Look in whether the search will examine cell contents or formulas
Match case whether the search must match the data’s capitalization
Match entire cell contents whether the search must match all contents of the cell

EXAMPLES OF REPLACING DATA
i/ Move the highlight to A1
ii/ On the keyboard click (Ctrl+F) the Find command
iii/ Key period in the Find what box
iv/Click the Find Next button The highlight moves to B3
v/ Click the Replace tab in the Find and Replace dialog box
vi/ Key Week in the Replace with box
vii/Click Replace. The word Period is replaced by Week in B3 -the highlight moves to C3
viii/Click Replace All. A message appears indicating the Excel has completed the search and replaced all instances of the word period with the word Week (in this case, three replacements)
ix/ Click OK
x/ Click Close in the Find and Replace dialog box.


SAVING A WORKBOOK
i/ Open the Office Button and choose Save As. The save As dialog box appears
ii/ Key Bird Survey, followed by your initials, in the File name text box
iii/ Change the directory in the Save-in text box to the logical drive where your empty Named folder is placed
vi/ Click Save.

PRINTING A WORKSHEET
i/Click Preview to see how your document will look when printed
ii// Click Close tab to close the Preview
iii/Open Office Button and choose Print. The Print dialog box appears
iv/ Click OK
v/ Open Office Button and choose Close. If you are asked to save changes, Click YES


I wish you the Best
Jerry Okey, Instructor






STEPS
i/ Move to the last cell in the worksheet that contains data by pressing CTR+END. The highlight appears in cell A13,
ii/ Move to the first cell of row 13 by pressing HOME. The highlight appears in cell A13
iii/ Move up three rows by pressing the up arrow key three times. The highlight appears in cell A10 which contains the word English Sparrows
iv/ Open the Edit menu and choose Go To. The Go To dialog box appears
v/ Key B3 in the Reference box
vi/ Click OK The highlight moves to cell B3


EXAMPLES OF SELECTING A GROUP OF CELLS
i/ With the highlight in B3, hold down the left mouse and drag to the right until F3 is highlighted
ii/ Release the mouse button. The range B3:F3 is selected. Notice that the column letters B through F and row number 3 are shaded
iii/ Move the highlight to B5
iv/ Hold down the mouse button. The range B5:F13 is selected.

EXAMPLES OF ENTERING DATA IN A CELL
i/ Move the highlight to E5 and key 50. As you key, the numbers appear in the cell and in the formula bar
ii/ Press Enter. The highlight moves to E6
iii/ Key 14
iv/ Click the Enter button on the formula bar. Notice that the total in F6, E13, and F13 change as you enter the data
v/ Undo the action by clicking the down arrow on the Undo button on the Standard toolbar. A menu appears A menu appears listing the actions you have just performed
vi/ Choose Typing ‘50’ in E5 on the menu. The data is removed from E5 and the data in F6 and E13 change back to the previous totals
vii/ Enter the following data in the remaining cells in column E

CELL DATA
E6 5
E7 20
E8 4
E9 10
E10 16
Viii/ In addition to the species above, you sighted a blue heron. Click cell A11 and key Heron.
ix/ Click cell E11 and key 1





EXAMPLES OF CHANGING DATA IN A CELL
i/ Move the highlight to D10
ii/ Press F2. An insertion point appears in the cell
iii/ Make sure the insertion point is positioned after the 1 and key 8
iv/ Press Enter. The number 18 appears in the cell
v/ Move the highlight to A11
vii/ Key Blue Heron and click the Enter button on the formula bar. The words Blue Heron replace the word Heron in the cell
Move the highlight to A3
Viii/ Press the Delete key. The contents are cleared from the cell.

SEARCHING FOR DATA
FINDING DATA
The Find command locates data in a worksheet. It is particularly useful when the worksheet is large. You can perform more specific searches by clicking the options button within the dialog box.

SEARCH OPTION SPECIFIES
Find what the data you are looking for
Replace with the data that will be inserted in the cell
Format the format of the data you are looking for,
Within whether you will search the worksheet or the entire workbook
Search whether the search will look across rows or down columns
Look in whether the search will examine cell contents or formulas
Match case whether the search must match the data’s capitalization
Match entire cell contents whether the search must match all contents of the cell

EXAMPLES OF REPLACING DATA
i/ Move the highlight to A1
ii/ Open the Edit menu and choose Find
iii/ Key period in the Find what box
iv/Click the Find Next button The highlight moves to B3
v/ Click the Replace tab in the Find and Replace dialog box
vi/ Key Week in the Replace with box
vii/Click Replace. The word Period is replaced by Week in B3 -the highlight moves to C3
viii/Click Replace All. A message appears indicating the Excel has completed the search and replaced all instances of the word period with the word Week (in this case, three replacements)
ix/ Click OK
x/ Click Close in the Find and Replace dialog box.



SAVING A WORKBOOKBOOK
i/ Open the File menu and choose Save As. The save As dialog box appears
ii/ Key Bird Survey, followed by your initials, in the File name text box
iii/ Change the directory in the Save-in text box to the logical D: drive where your empty CD is placed
vi/ Click Save.

PRINTING A WORKSHEET
i/Click Preview to see how your document will look when printed
ii// Click Close tab to close the Preview
iii/Open the File menu and choose Print. The Print dialog box appears
iv/ Click OK
v/ Open the File menu and choose Close. If you are asked to save changes, Click YES

All Success

Jerry Okey, MBA
IT Instructor, Cuyamaca College