Tutorials for Microsoft Excel:
Spreadsheets and Charts
| Introduction | Module_4 |
| Module_5 | |
| Module_2 | Module_6 |
| Module_3 |
Components
* Microsoft
Word: The word process or program that you can use to create documents like
letters, memos, and reports.
* Excel:
The spreadsheet program that you can use
to analyze numbers and create charts.
* PowerPoint:
The presentation program used to create and deliver slide presentations.
* Outlook: The desktop information
management program.
May Also Include
* Access:
The database program that used to store information like customer lists or
inventory lists.
* FrontPage: The program that helps you
create and manage web sites.
* Publisher: The desktop publishing
package.
1. To create a new
document
* Click the Start button
* From the New Document dialogue box,
choose Programs
* In the Programs dialogue box click on an
application like Microsoft Word
* Start typing on the blank page
2. To Use Templates
* Click the General tab
* Letters and Faxes tab for Letter wizard
* Mailing Label tab for Mailing Label
wizard
* Spreadsheet tab for Invoice and purchase
order wizard
* Web Page tab for Web Page wizard
3. To use toolbars
* Go to top of the screen for toolbar
buttons
* Choose left toolbar for standard
commands like open, save and print
* Choose right toolbar for formatting
commands
4. To view all toolbar
buttons:
* Click on the handle on the left of the
toolbar and slide it back and forth
OR
Click on the little double arrow that
says more buttons
5. To add or remove
buttons
* Hover
over the Add or Remove button at the bottom of the list until a list of all the
buttons available pops out
* Remove or add a check mark next to the
your button by clicking on it
* Click OK
6. To make all the
button visible
* Click the Tools menu and then click
customize
* Under the Options tab clear the first
check box and click Close
7. To open an existing
file
* Go to the Open button on the toolbar
* From the File Open dialogue box click
the location of your document
* From the location dialogue box select
the file and click the Open button
8. To use format
painter
* Highlight the cells that have the
formatting you want
* Click on the Format Painter button on
the toolbar
* Highlight the cells you want to apply
the format to
9. To insert a hyperlink
* Highlight the text to be linked and
click the hyperlink button on the toolbar
* From the Hyperlink dialogue box select
the destination of the link and click OK
10. To choose your
office assistant
* Right-click on the Office Assistant icon
* Select Choose Assistant from the
dialogue box
* Click until you find the one you like
* Click OK
11. To view all Menu
items
* Go to Tools and select Customized
* Click
on the Options tab and uncheck the item that says Show Recently Used
Commands First
* Click OK
12. To find more help:
* Right-click
the office assistant, choose Options and remove the check next to Use the
Office Assistant
* Go to the Contents tab and click the
plus sign next to your topic of interest
* Click on the subtopic that interests you
* When finished with subtopic click on the
X to close
* Click the Hide button on the toolbar to
exit help
13. To use index tab
* Go to index tab on toolbar
* In the index dialogue box type a key
word
* Double-click on the key word
* From the pane on the right click the
graphic to display the topic
* Close the topic by clicking the X next
to it
* Close Help by clicking the Hide button
on the toolbar
14. To use the Office
Update Web Site
* Choose help from the toolbar and click
Office On The Web
* Type "web help" in the Answer
Wizard dialogue box
* Follow the Answer Wizard steps to
connect to on-line help
1. Menus and toolbars
in Excel
* The menu common
across most Office applications is at the top of the Excel screen.
* The toolbar is under
the menu and is also common to most Office applications.
* The formula bar is
the area directly below the toolbars. It
is used for entering formulas and editing cell content.
* At the bottom of the
screen, there are three tabs labeled Sheet1, Sheet2, and Sheet3. They represent three separate work-SHEETS,
which are contained in the work-BOOK that is open when Excel is open.
* The Status bar is at
the bottom of the Excel screen and provides information on the current status
of Excel, such as telling the user what to do next when they start an
operation.
* The right side of
the status bar provides information about keyboard status.
2. To select cells
* To select a single
cell, just click on it.
* To select a range of
cells, such as A1 through A5
*
Hold down the left mouse button and drag the mouse across the block.
or
*
Select the first cell in the range and hold down the left mouse button
* Drag the mouse across the cells you
want to select and release the mouse.
* To select nonadjacent
cells
* Click on the first
cell you want to select and hold down the CONTROL key
*Click on the other
cells you wish to select
3. To Freeze Column or
Row Headings
* Select the column
labels you wish to freeze in place
* Click on Window in
the menu bar
* Click on Freeze
Panes
4. To move between
worksheets and workbooks
* to move between
worksheets: press CTRL and Page up or down at the same time
* To move between
workbooks: press CTRL and TAB at the same time to move ahead, and CTRL, TAB and
SHIFT at the same time to move to the previous one
Module_2:
Building a Worksheet
1. To copy and paste
data
* Select the cell or cells you wish to
copy
* Right click and choose Copy
* Select the cell you want to paste
into
* Right click and choose Paste
2. To copy and paste
non-adjacent cells
* Select the first cell or cells you
wish to copy
* Right click and choose Copy
* Select the second cell or cells you
wish to copy
* The Excel Clipboard will appear
*
Select the cell you want to past into
*
Click the icon on the Clipboard for the information you want to copy
3. To use AutoFill
* Select a cell and enter your number
* Select an adjacent cell, and enter
the second number in the series (Example:
First number is 200, second number is 300 for a series that increases by 100.)
* Highlight both cells
* Click on the handle in the bottom
right of the selected cells
*
Hold the left mouse button down and drag over the cells you wish to create the
remainder of the series
4. To copy and paste
data to another Workbook
* Select a cell or cells you wish to
copy
* Right click the mouse button
* On the shortcut menu, chose Copy
(the Clipboard toolbar appears)
*
In bottom left of screen, select the tab of the
worksheet that will receive the copy
* Select cell(s) where you wish to
paste information
* Click on the copied information to
paste it into the cell(s)
5. To add a row of
numbers
* Select the cell where you want to
enter the formula
* Type an equal sign (=)
* Click the first cell you wish to add
* Press the Plus key (+)
*
Continue clicking the cells you wish to add and pressing the Plus key in between until finished.
* Press Enter
Quick Tip: To quickly
add a row, select a cell, type an equal sign (=), type SUM and an open
parentheses, example (, and highlight the row of numbers you wish to add
6. To add numbers in a
row using AutoSum
* Select the cell where you want to
enter the formula
* Click the AutoSum button in the
toolbar
*
Click the handle in the cell and drag down until all the number you wish to add
are selected
* Click the AutoSum button in the
toolbar
7. To use the Paste
Function to insert a formula
* Click the cell where you want to
insert the formula
* On the toolbar, click the Paste
Function
* Double click on the formula you want
* On the Formula Palette click the
minimize button next to the “Number1” box
* Highlight the cells you want to use
in the formula
* Press Enter and click OK
8. To save a worksheet
as a Web page
* From the File Menu select Save As
Web Page
* Click Selection and then choose
Sheet Option
* Click Add interactivity
* Click the Publish Button
* Click Publish again, and the
worksheet opens in Microsoft Internet Explorer
Module_3:
Formatting Worksheets
1. To change the size
of a row or column
* Position the mouse cursor over the
right or left column border until the two
headed arrow appears
* Click and drag the border larger or
smaller
Quick tip: To adjust
all column widths automatically, select the columns you wish to adjust,
double-click on any border within the highlighted section and Excel will
automatically readjust the borders
2. To change font and
style of text
*To
automatically change a column or row into dollars and cents: select the column
or row you wish to change, go to the toolbar and click the Comma Style button
(,)
*To add borders or boxes around cells:
select the row or column where you would
like a border, go to the toolbar and click the down arrow next to the Borders button, select the border or
box you want
*To align text: select cells to be
aligned, go to toolbar and click the Alignment
button you need
*To
use background colors: select cells that you would like to fill with color, go to toolbar and click the down arrow
nest to the Fill colors button, choose a color and click OK
3. To use pre-defined
formats
* Select a cell in the area you want
to format
* From the File menu, choose Format
* Select AutoFormat from the Format
dialog box
* From the AutoFormat dialogue box
choose the predefined format you want
1. To create a chart
with Chart Wizard
* Select the data you want to chart in
the worksheet, including the row and
column labels
* In the toolbar, click the Chart
Wizard button and follow wizard prompts
* Click Finish
Quick Tip: To quickly
create a chart select the data you want to chart, including Column and row
headings, press the F11 key, and the chart appears
2. To move a chart
* Click near the perimeter of the
chart until the black handle appears
* Click on the handle and move to
desired location
3. To resize a chart
* Click near the perimeter of the
chart until the black handle appears
* Click on the handle and drag to make
the chart larger or smaller
4. To update a chart
* Highlight the information you want to add,
including the column title(s)
* Move your mouse to the edge of the
highlighted area until it turns into an arrow
* Click the left mouse button and drag the
information to the chart and release.
5. To format a chart
* Move mouse over desired chart
element you want to format, i.e. legend, axis,
etc...
* Right click on that chart element
* From the shortcut menu, choose
Format
6. To put chart on a
separate worksheet and e-mail it
* Right click on the chart area
* From the shortcut menu, choose
Location
* Select “As New Sheet” and click OK
* From the File Menu, choose File and
select Send To
* Select Mail Recipient
* Choose to send just the current
sheet by clicking Current Sheet
* Address the email and click Send
1. To preview a chart
*
Select the chart
*
From the file menu, select File
*
Choose Print Preview
or
*
Click the Print Preview button on the toolbar
*
To print the chart, click the Print button
Quick tip: If you want
to print both the table and the chart, make sure that the chart is not selected
or just the table will be printed.
2. To adjust page
breaks
* From the menu, click File and choose
Print Preview
* Click the Page Break Preview Button
on toolbar
* Click on the dashed lines and drag
to adjust where the page breaks fall
3. To insert
additional page breaks
* Select the row where you want to add
a new page
* Right-click the mouse
* Choose Insert Page Break from the
shortcut menu
*Click close
4. To make column titles
appear on each page
* From the file menu, choose File and
select Page Setup
* Select the Sheet tab and click the
collapse button
* Select the row that contains the
headings
* Click the collapse button again to
get back to the Page Setup dialog box
* Click OK
* Click Print Preview - labels should
now appear on the preview
* Click the Print button
5. To print only part
of a worksheet
* Select the information you want to
print
* From the menu, choose File and
select Print
* In the “Print What” area of the
dialog box, click the selection button
* Enter the section you want to print
* Click OK
Module_6:
Help when you need it
1. Getting Help from
the Office Assistant
* From the menu, click Help
* From the dialog box, choose Show the
Office Assistant
or
* Click the Help button on the toolbar
or
* Press the F1 key
2. To choose a
different Office Assistant character
* Right-click on the character
* Click “Choose Assistant” from the
dialog box
* Click “Next” until you find the one you
like
* Click OK
3. To customize the
Office Assistant
* From the file menu, choose Help
* Select Show the Office Assistant
from the dialog box
* Right-click on the Office Assistant
* Select the Options tab
* Select the options in the dialog box
to set the sensitivity of the Assistant
* Click OK
4. To ask the Office
Assistant "Plain English" questions
* Click on the Office Assistant
* Type your question where the menu
asks "What would you like to do?"
* When finished with help, click Close
Quick tip: The Office
Assistant provides tips on features you've just used. If you click on the light
bulb next to him, the Assistant will give you some suggestions on a better way
to do the action.
5. To get the Office
Assistant out of the way
* Click on the assistant and drag to
another part of the screen
Or
* Right-click on the Assistant and
chose Hide from the dialog menu
6. To use the Excel
Help System
* Put away the Office Assistant by
clicking on him and choosing Hide from the
dialogue menu
* In the toolbar, click the Help
button
* Click the plus sign (+) next to a
topic of interest
* Click on a subtopic and the
information appears to the right
* Go to the Answer Wizard and type
your question
* When done with the topic, click on
the X
* When done with Help, click the Hide
button on the toolbar
7. To find help online
at the Excel web site
* From the file menu, click on Help
and select the Excel Help system
* Go to the Answer Wizard and type
"web help"
* Answer Wizard will show you how to
connect you to the various resources online