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Excel training by oJAYo.com

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Presentation Slides & Transcript

Presentation Slides & Transcript

Excel Tutorial 1Getting Started with Excel

New Perspectives on Microsoft Office 2007: Windows XP Edition2ObjectivesUnderstand the use of spreadsheets and ExcelLearn the parts of the Excel windowScroll through a worksheet and navigate between worksheetsCreate and save a workbook fileEnter text, numbers, and dates into a worksheetResize, insert, and remove columns and rows

New Perspectives on Microsoft Office 2007: Windows XP Edition3ObjectivesSelect and move cell rangesInsert formulas and functionsInsert, delete, move, and rename worksheetsWork with editing toolsPreview and print a workbook

New Perspectives on Microsoft Office 2007: Windows XP Edition4Introducing ExcelMicrosoft Office Excel 2007 (or Excel) is a computer program used to enter, analyze, and present quantitative dataA spreadsheet is a collection of text and numbers laid out in a rectangular grid.Often used in business for budgeting, inventory management, and decision makingWhat-if analysis lets you change one or more values in a spreadsheet and then assess the effect those changes have on the calculated values

New Perspectives on Microsoft Office 2007: Windows XP Edition5Introducing Excel

New Perspectives on Microsoft Office 2007: Windows XP Edition6Exploring Excel

New Perspectives on Microsoft Office 2007: Windows XP Edition7Exploring Excel

New Perspectives on Microsoft Office 2007: Windows XP Edition8Navigating a WorksheetExcel provides several ways to navigate a worksheet

New Perspectives on Microsoft Office 2007: Windows XP Edition9Planning a WorkbookBefore you begin to enter data into a workbook, you should develop a planPlanning analysis sheet

New Perspectives on Microsoft Office 2007: Windows XP Edition10Entering Text, Numbers, and Dates in CellsThe formula bar displays the content of the active cellText data is a combination of letters, numbers, and some symbolsNumber data is any numerical value that can be used in a mathematical calculationDate and time data are commonly recognized formats for date and time values

New Perspectives on Microsoft Office 2007: Windows XP Edition11Entering Multiple Lines of Text Within a CellClick the cell in which you want to enter the textType the first line of textFor each additional line of text, press the Alt+Enter keys (that is, hold down the Alt key as you press the Enter key), and then type the text

New Perspectives on Microsoft Office 2007: Windows XP Edition12Changing Column Width and Row HeightA pixel is a single point on a computer monitor or printoutThe default column width is 8.38 standard-sized charactersRow heights are expressed in points or pixels, where a point is 1⁄72 of an inchAutofitting eliminates any empty space by matching the column to the width of its longest cell entry or the row to the height of its tallest cell entry

New Perspectives on Microsoft Office 2007: Windows XP Edition13Changing the Column Width and Row HeightDrag the right border of the column heading left to decrease the column width or right to increase the column widthDrag the bottom border of the row heading up to decrease the row height or down to increase the row heightorDouble-click the right border of a column heading or the bottom border of a row heading to AutoFit the column or row to the cell contents (or select one or more column or rows, click the Home tab on the Ribbon, click the Format button in the Cells group, and then click AutoFit Column Width or AutoFit Row Height)orSelect one or more columns or rowsClick the Home tab on the Ribbon, click the Format button in the Cells group, and then click Column Width or Row HeightEnter the column width or row height you want, and then click the OK button

New Perspectives on Microsoft Office 2007: Windows XP Edition14Inserting a Column or RowSelect the column(s) or row(s) where you want to insert the new column(s) or row(s); Excel will insert the same number of columns or rows as you selectIn the Cells group on the Home tab, click the Insert button (or right-click a column or row heading or selected column and row headings, and then click Insert on the shortcut menu)

New Perspectives on Microsoft Office 2007: Windows XP Edition15Inserting a Column or Row

New Perspectives on Microsoft Office 2007: Windows XP Edition16Deleting and Clearing a Row or ColumnClearing data from a worksheet removes the data but leaves the blank cellsDeleting data from the worksheet removes both the data and the cells

New Perspectives on Microsoft Office 2007: Windows XP Edition17Working with Cells and Cell RangesA group of cells is called a cell range or rangeAn adjacent range is a single rectangular block of cellsA nonadjacent range consists of two or more distinct adjacent rangesA range reference indicates the location and size of a cell range

New Perspectives on Microsoft Office 2007: Windows XP Edition18Selecting Cell RangesTo select an adjacent range:Click the cell in the upper-left corner of the adjacent range, drag the pointer to the cell in the lower-right corner of the adjacent range, and then release the mouse buttonorClick the cell in the upper-left corner of the adjacent range, press the Shift key as you click the cell in the lower-right corner of the adjacent range, and then release the Shift keyTo select a nonadjacent range of cells:Select a cell or an adjacent range, press the Ctrl key as you select each additional cell or adjacent range, and then release the Ctrl keyTo select all the cells in a worksheet:Click the Select All button located at the intersection of the row and column headings (or press the Ctrl+A keys)

New Perspectives on Microsoft Office 2007: Windows XP Edition19Selecting Cell Ranges

New Perspectives on Microsoft Office 2007: Windows XP Edition20Moving or Copying a Cell or RangeSelect the cell or range you want to move or copyMove the mouse pointer over the border of the selection until the pointer changes shapeTo move the range, click the border and drag the selection to a new location (or, to copy the range, hold down the Ctrl key and drag the selection to a new location)orSelect the cell or range you want to move or copyIn the Clipboard group on the Home tab, click the Cut button or the Copy button (or right-click the selection, and then click Cut or Copy on the shortcut menu)Select the cell or upper-left cell of the range where you want to move or copy the contentIn the Clipboard group, click the Paste button (or right-click the selection, and then click Paste on the shortcut menu)

New Perspectives on Microsoft Office 2007: Windows XP Edition21Moving or Copying a Cell or Range

New Perspectives on Microsoft Office 2007: Windows XP Edition22Inserting and Deleting a Cell Range

New Perspectives on Microsoft Office 2007: Windows XP Edition23Inserting or Deleting a Cell RangeSelect a range that matches the range you want to insert or deleteIn the Cells group on the Home tab, click the Insert button or the Delete buttonorSelect the range that matches the range you want to insert or deleteIn the Cells group, click the Insert button arrow and then click the Insert Cells button or click the Delete button arrow and then click the Delete Cells command (or right-click the selected range, and then click Insert or Delete on the shortcut menu)Click the option button for the direction in which you want to shift the cells, columns, or rowsClick the OK button

New Perspectives on Microsoft Office 2007: Windows XP Edition24Entering a FormulaA formula is an expression that returns a valueA formula is written using operators that combine different values, returning a single value that is then displayed in the cellThe most commonly used operators are arithmetic operatorsThe order of precedence is a set of predefined rules used to determine the sequence in which operators are applied in a calculation

New Perspectives on Microsoft Office 2007: Windows XP Edition25Entering a Formula

New Perspectives on Microsoft Office 2007: Windows XP Edition26Entering a Formula

New Perspectives on Microsoft Office 2007: Windows XP Edition27Entering a FormulaClick the cell in which you want the formula results to appearType = and an expression that calculates a value using cell references and arithmetic operatorsPress the Enter key or press the Tab key to complete the formula

New Perspectives on Microsoft Office 2007: Windows XP Edition28Entering a Formula

New Perspectives on Microsoft Office 2007: Windows XP Edition29Copying and Pasting FormulasWith formulas, however, Excel adjusts the formula’s cell references to reflect the new location of the formula in the worksheet

New Perspectives on Microsoft Office 2007: Windows XP Edition30Introducing FunctionsA function is a named operation that returns a valueFor example, to add the values in the range A1:A10, you could enter the following long formula: =A1+A2+A3+A4+A5+A6+A7+A8+A9+A10 Or, you could use the SUM function to accomplish the same thing: =SUM(A1:A10)

New Perspectives on Microsoft Office 2007: Windows XP Edition31Entering a Function

New Perspectives on Microsoft Office 2007: Windows XP Edition32Entering Functions with AutoSumThe AutoSum button quickly inserts Excel functions that summarize all the values in a column or row using a single statisticSum of the values in the column or rowAverage value in the column or rowTotal count of numeric values in the column or rowMinimum value in the column or rowMaximum value in the column or row

New Perspectives on Microsoft Office 2007: Windows XP Edition33Entering Functions with AutoSum

New Perspectives on Microsoft Office 2007: Windows XP Edition34Inserting and Deleting a WorksheetTo insert a new worksheet into the workbook, right-click a sheet tab, click Insert on the shortcut menu, select a sheet type, and then click the OK buttonYou can delete a worksheet from a workbook in two ways:You can right-click the sheet tab of the worksheet you want to delete, and then click Delete on the shortcut menuYou can also click the Delete button arrow in the Cells group on the Home tab, and then click Delete Sheet

New Perspectives on Microsoft Office 2007: Windows XP Edition35Renaming a WorksheetTo rename a worksheet, you double-click the sheet tab to select the sheet name, type a new name for the sheet, and then press the Enter keySheet names cannot exceed 31 characters in length, including blank spacesThe width of the sheet tab adjusts to the length of the name you enter

New Perspectives on Microsoft Office 2007: Windows XP Edition36Moving and Copying a WorksheetYou can change the placement of the worksheets in a workbookTo reposition a worksheet, you click and drag the sheet tab to a new location relative to other worksheets in the workbookTo copy a worksheet, just press the Ctrl key as you drag and drop the sheet tab

New Perspectives on Microsoft Office 2007: Windows XP Edition37Editing Your WorkTo edit the cell contents, you can work in editing modeYou can enter editing mode in several ways:double-clicking the cellselecting the cell and pressing the F2 keyselecting the cell and clicking anywhere within the formula bar

New Perspectives on Microsoft Office 2007: Windows XP Edition38Editing Your Work

New Perspectives on Microsoft Office 2007: Windows XP Edition39Using Find and ReplaceYou can use the Find command to locate numbers and text in the workbook and the Replace command to overwrite them

New Perspectives on Microsoft Office 2007: Windows XP Edition40Using the Spelling CheckerThe spelling checker verifies the words in the active worksheet against the program’s dictionary

New Perspectives on Microsoft Office 2007: Windows XP Edition41Changing Worksheet ViewsYou can view a worksheet in three ways: Normal view simply shows the contents of the worksheetPage Layout view shows how the worksheet will appear on the page or pages sent to the printerPage Break Preview displays the location of the different page breaks within the worksheet

New Perspectives on Microsoft Office 2007: Windows XP Edition42Changing Worksheet Views

New Perspectives on Microsoft Office 2007: Windows XP Edition43Changing Worksheet Views

New Perspectives on Microsoft Office 2007: Windows XP Edition44Working with Portrait and Landscape OrientationIn portrait orientation, the page is taller than it is wideIn landscape orientation, the page is wider than it is tallBy default, Excel displays pages in portrait orientation

New Perspectives on Microsoft Office 2007: Windows XP Edition45Working with Portrait and Landscape OrientationTo change the page orientation:Click the Page Layout tab on the RibbonIn the Page Setup group, click the Orientation button, and then click LandscapeThe page orientation switches to landscape

New Perspectives on Microsoft Office 2007: Windows XP Edition46Printing the WorkbookYou can print the contents of your workbook by using the Print command on the Office ButtonThe Print command provides three options:You can open the Print dialog box from which you can specify the printer settings, including which printer to use, which worksheets to include in the printout, and the number of copies to printYou can perform a Quick Print using the print options currently set in the Print dialog boxFinally, you can preview the workbook before you send it to the printer

New Perspectives on Microsoft Office 2007: Windows XP Edition47Viewing and Printing Worksheet FormulasYou can view the formulas in a workbook by switching to formula view, a view of the workbook contents that displays formulas instead of the resulting valuesTo change the worksheet to formula view, press the Ctrl+` keysScaling a printout reduces the width and the height of the printout to fit the number of pages you specify by shrinking the text size as needed

New Perspectives on Microsoft Office 2007: Windows XP Edition48Viewing and Printing Worksheet Formulas

New Perspectives on Microsoft Office 2007: Windows XP Edition49Viewing and Printing Worksheet Formulas