Microsoft Excel 2007 Basics For Windows

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Microsoft Excel 2007BasicsForWindowsCopyright 2009 by Massachusetts Institute of Technology All Rights ReservedPrinted on 12/8/09

Microsoft Excel 2007 Basics for WindowsTable of ContentsTable of Contents.2Module 1 – Getting Started .5Starting Microsoft Excel .5Creating and Opening Workbooks .5Creating a new workbook .5Opening an existing workbook .6Workbooks and Worksheets .6Elements of a Window .7Title Bar and Menu Bar .7Standard and Formatting Toolbars .9Zoom Control .9Active Cell .9Cell Address .9Horizontal and Vertical Scroll Bars .10Name Box and Formula Bar .10Row and Column Headings .11Sheet Tabs and Tab Scrolling Buttons .11Status Bar .12Exercise - Module 1 .13Module 2 – Saving .14Naming workbooks .14Saving an unnamed workbook .14Saving an existing workbook .14Saving a copy of a workbook .14Saving a workbook to a new location .15Saving a workbook with a new name and to a new location .15Exercise - Module 2 .16Module 3 – Entering and Editing .17Entering Worksheet Data .17Enter numbers, text, a date, or a time .17Ready and Edit modes.17Enter and edit the same data on multiple worksheets .18Enter the same data into several cells at once .18Automatically fill in data based on adjacent cells .18Copyright 2009 Massachusetts Institute of Technology All Rights Reserved2 of 41

Microsoft Excel 2007 Basics for WindowsCreate a Custom List .19Import an existing Custom List .19Editing Worksheet Data .19Edit cell contents .19Cancel , undo or redo an entry .20Clear contents, formats, or comments from cells .20Exercise - Module 3 .21Module 4 – Selecting and Navigating.22Selecting.22Grouping Worksheets .22Navigating .23Using the scroll bars [see page 9, Figure 7] .23Using the keyboard .23Exercise - Module 4 .24Module 5 - Creating Formulas .25How formulas work.25How operators work .25Creating a simple formula .25Using functions .26Automatically sum a range of cells.27Sum multiple rows and columns .27Naming a cell or a range, or cells .27To name a cell or a range: .27Absolute versus relative values .28Exercise - Module 5 .30Module 6 – Formatting .31Basic Worksheet Formatting .31Applying Borders and Shading .31Number Formatting .31AutoFormat .31Using Styles .32Format Painter .32To apply the formatting to adjacent cells: .32Copyright 2009 Massachusetts Institute of Technology All Rights Reserved3 of 41

Microsoft Excel 2007 Basics for WindowsTo apply the formatting to non-adjacent cells: .32Exercise – Module 6.33Module 7 - Printing .34Before you print .34Modify the layout of the printed worksheet.34Change the worksheet area that appears on a printed page .34Print Preview .34Print the active sheets, a selected range, or an entire workbook .34Create custom headers and footers .35Change the font in header and footer text .36Print titles .36Rows to Repeat at Top of Each Worksheet Page .36Columns to Repeat at Left of Each Worksheet Page .36Page Break .36Exercise – Module 7.38Module 8 – Getting Help .39When you have a question .39Office Assistant tool .39Dialog Box Screen Tips .39Toolbar Screen Tips .39MIT Computing Help Desk .39MIT Excel User Group .40Exercise - Module 8 .40Copyright 2009 Massachusetts Institute of Technology All Rights Reserved4 of 41

Microsoft Excel 2007 Basics for WindowsModule 1 – Getting StartedStarting Microsoft ExcelThere are several ways to start Excel. Here are a few. Double-click the Excel program icon or an existing Excel worksheet. Excel 2007 program iconChoose Microsoft Excel from the Microsoft Office Manager. Click on the Windows XP Start button, choose Programs, MS Office, MS ExcelStart buttonCreating and Opening WorkbooksCreating a new workbook1) On the Office button menu, click New.2) In the New Workbook dialog box, click Create.3) It’s much faster to click on the New Workbook tool on the Quick Access toolbar.Copyright 2009 Massachusetts Institute of Technology All Rights Reserved5 of 41

Microsoft Excel 2007 Basics for WindowsOpening an existing workbook1) Click the Open tool on the Quick Access toolbar.The Open dialog box appears.2) In the “Open” dialog box, you can navigate through the drop-down list in the Lookin section, or use the icons in the sidebar to get to a location.3) Once you find the workbook, double-click on it to open.Tip:To open a workbook you've used recently, click its name inthe Recent Documents list of the Office button.Workbooks and WorksheetsIn Microsoft Excel, a workbook is the file where you work and store your data. Becauseeach workbook can contain many sheets, you can organize various kinds of relatedinformation in a single file. In other words, a workbook is a collection of worksheets.Worksheets are for listing and analyzing data. You can enter and edit data oneworksheet or on several worksheets simultaneously and perform calculations based ondata from multiple worksheets. You can add chart sheets to chart your worksheet data,and modules to create and store macros for special tasks you want to perform in theworkbook.The names of the sheets appear on tabs at the bottom of the workbook window. Tomove from sheet to sheet, you click the sheet tabs (e.g., Sheet1, Sheet2 ) and thename of the active sheet is always highlighted and bold. You can rename the sheets,add and delete sheets, and move, copy or link sheets within a workbook or to anotherworkbook. You can also group worksheets.Each Excel workbook by default has 3 worksheets, but you can change the default to ahigher or lower number. Each sheet contains 1,048,576 rows and 16,384 columns –that’s over 17 billion cells! Later on you will learn how to navigate in a very largeworksheet.To understand the distinction between a workbook and worksheet, think of an Excelworkbook as a book containing many chapters. Although the worksheets in a workbooklook like only one page, they can contain many pages of data. Therefore, the sheets aremore like individual chapters in a book.Copyright 2009 Massachusetts Institute of Technology All Rights Reserved6 of 41

Microsoft Excel 2007 Basics for WindowsElements of a WindowTitle Bar and RibbonThe Title Bar is at the top of every window in Windows (Workbook and Application canreside on one title bar) and identifies the name of the program (in this case, MicrosoftExcel) and/or workbook (e.g., Book1). If your window is not maximized, you click andhold the left mouse button while dragging the title bar to move the window to a differentlocation.The Office Button is located on the top left section of the Title Bar and Ribbon. From theOffice Button you can select the appropriate command, such as choosing New, Open,Save, Print, and Close.Note: that each menu item has one character underlined. This is so that you can use thekeyboard rather than the mouse to access menus and menu commands. By pressing the [Alt]key, you place Excel in a keyboard mode, and you would be able to type the specified letter of amenu and menu command. For example, if you wanted to choose Open from the File menuwithout using the mouse, you would press the [Alt] key, followed by F and O. The Open dialogCopyright 2009 Massachusetts Institute of Technology All Rights Reserved7 of 41

Microsoft Excel 2007 Basics for Windowsbox would appear so that you could navigate to the workbook you’d like to open.Copyright 2009 Massachusetts Institute of Technology All Rights Reserved8 of 41

Microsoft Excel 2007 Basics for WindowsHome TabThe Standard and Formatting toolbars from older version of Excel are now included onthe Home Tab in the Ribbon.Quick Access ToolbarThere is only one toolbar in Excel 2007, and by default, it appears above the ribbon onthe Title bar. This is the only customizable toolbar in 2007. You can place it below theribbon, add tools to it from a drop down list on the right end of the toolbar, right-clickingon any tool on the ribbon, and by going into the Customize section in Excel Options.Zoom ControlZoom Control is a tool on the Status bar at the bottom right side of the applicationwindow. This feature enables you to see your worksheet in larger or smaller viewswithout having to change the font size. It is also where the page view buttons are.Active CellWhen you start entering data, it will go into the active cell. When you are not enteringdata, the active cell will have a bold o

Microsoft Excel 2007 Basics for Windows Home Tab The Standard and Formatting toolbars from older version of Excel are now included on the Home Tab in the Ribbon. Quick Access Toolbar . There is only one toolbar in Excel 2007, and by default, it appears above the ribbon on the Title bar. This i

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click Start - (All) Programs - Microsoft Office - Microsoft Office Excel 2007. If you have a Microsoft Excel document in Windows Explorer, in My Documents, or in an email, etc, you can double-click it. This would also start Microsoft Excel and would open the document. The classic way users launch Microsoft Excel is from the Start menu on the .

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