Microsoft Office

Excel 2007
®

By Sunil Kadam
Overview: Where to begin?
You’ve been asked to enter data in
Excel 2007, but you’ve never worked
with Excel. Where do you begin?

Or perhaps you have worked in Excel

but still wonder how to do some of the
basics like entering and editing text
and numbers, or adding and deleting
columns and rows.

Here you’ll learn the skills you need to

work in Excel, quickly and with little
fuss.

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Goals
• Create a new workbook.

• Enter text and numbers.

• Edit text and numbers.

• Insert and delete columns and rows.

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Meet the workbook
When you start Excel,
you’re faced with a big
empty grid made up of
columns, rows, and
cells.

If you’re new to Excel, you may wonder what to do

next.

So this course will start by helping you get comfortable

with some Excel basics that will guide you when you
enter data in Excel.

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The Ribbon
The band at the top of
the Excel 2007
window is called the
Ribbon.

The Ribbon is made up of different tabs, each of which

is related to specific kinds of work that people do in
Excel.

You click the tabs at the top of the Ribbon to see the
different commands on each tab.

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The Ribbon
The Home tab, first on
the left, contains the
everyday commands
that people use most.

The picture illustrates

Home tab commands
on the Ribbon.

1 The Ribbon spans the top of the Excel window.

2 Commands on the Ribbon are organized in small related
groups. For example, commands to work with the
contents of cells are grouped together in the Editing
group, and commands to work with cells themselves are
in the Cells group.

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Workbooks and worksheets
When you start Excel,
you open a file that’s
called a workbook.

Each new workbook

comes with three
worksheets into
which you enter data.

Shown here is a blank worksheet in a new workbook.

1 The first workbook you’ll open is called Book1. This title

appears in the bar at the top of the window until you
save the workbook with your own title.

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Workbooks and worksheets
When you start Excel,
you open a file that’s
called a workbook.

Each new workbook

comes with three
worksheets into
which you enter data.

Shown here is a blank worksheet in a new workbook.

2 Sheet tabs appear at the bottom of the window. It’s a

good idea to rename the sheet tabs to make the
information on each sheet easier to identify.

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Workbooks and worksheets
You may also be
wondering how to
create a new workbook.

Here’s how.

1. Click the Microsoft Office Button in the upper-

left portion of the window.
2. Click New.

3. In the New Workbook window, click Blank

Workbook.

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Columns, rows, and cells
Worksheets are
divided into columns,
rows, and cells.

That’s the grid you

see when you open up
a workbook.

1 Columns go from top to bottom on the worksheet,

vertically. Each column has an alphabetical heading at
the top.
2 Rows go across the worksheet, horizontally. Each row
also has a heading. Row headings are numbers, from 1
through 1,048,576.

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Columns, rows, and cells
Worksheets are
divided into columns,
rows, and cells.

That’s the grid you

see when you open up
a workbook.

The alphabetical headings on the columns and the numerical

headings on the rows tell you where you are in a worksheet
when you click a cell.

The headings combine to form the cell address. For

example, the cell at the intersection of column A and row 3
is called cell A3. This is also called the cell reference.

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Cells are where the data goes
Cells are where you
get down to business
and enter data in a
worksheet.

The picture on the left shows what you see when you
open a new workbook.

The first cell in the upper-left corner of the worksheet is

the active cell. It’s outlined in black, indicating that any
data you enter will go there.

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Cells are where the data goes
You can enter data
wherever you like by
clicking any cell in the
worksheet to select
the cell.

When you select any cell, it becomes the active cell. As

described earlier, it becomes outlined in black.

The headings for the column and row in which the cell is
located are also highlighted.

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Cells are where the data goes
You can enter data
wherever you like by
clicking any cell in the
worksheet to select
the cell.

For example, if you select a cell in column C on row 5, as

shown in the picture on the right:
1 Column C is highlighted.
2 Row 5 is highlighted.

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Cells are where the data goes
You can enter data
wherever you like by
clicking any cell in the
worksheet to select
the cell.

For example, if you select a cell in column C on row 5, as

shown in the picture on the right:
3 The active cell, C5 in this case, is outlined. And its name
—also known as the cell reference—is shown in the
Name Box in the upper-left corner of the worksheet.

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Cells are where the data goes
The outlined cell,
highlighted column and
row headings, and
appearance of the cell
reference in the Name
Box make it easy for
you to see that C5 is
the active cell.

These indicators aren’t too important when you’re right

at the top of the worksheet in the very first few cells.

But when you work farther and farther down or across

the worksheet, they can really help you out.

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Problems for practice
1. Rename a worksheet tab.

2. Move from one worksheet to another.

3. Add color to worksheet tabs.

4. Add and delete worksheets.

5. Review column headings and use the Name Box.

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Test 1, question 1
You need a new workbook. How do you create one? (Pick one
answer.)

1. In the Cells group, click Insert, and then click Insert Sheet.

2. Click the Microsoft Office Button, and then click New. In the
New Workbook window, click Blank workbook.

3. In the Cells group, click Insert, and then click Workbook.

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Test 1, question 1: Answer
Click the Microsoft Office Button, and then click New. In the New
Workbook window, click Blank workbook.

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Test 1, question 2
The Name Box shows the contents of the active cell. (Pick
one answer.)

1. True.

2. False.

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Test 1, question 2: Answer
False.

The Name Box gives you the cell reference of the active cell. You can
also use the Name Box to select a cell, by typing that cell reference in
the box.

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Test 1, question 3
In a new worksheet, you must start by typing in cell A1. (Pick
one answer.)

1. True.

2. False.

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Test 1, question 3: Answer
False.

You’re free to roam and type wherever you want. Click in any cell and
start to type. But don’t make readers scroll to see data that could just as
well start in cell A1 or A2.

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Enter data
Enter data
You can use Excel to
enter all sorts of data,
professional or
personal.

You can enter two

basic kinds of data
into worksheet cells:
numbers and text.

So you can use Excel to create budgets, work with

taxes, record student grades or attendance, or list the
products you sell. You can even log daily exercise,
follow your weight loss, or track the cost of your house
remodel. The possibilities really are endless.

Now let’s dive into data entry.

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Be kind to your readers: start with column titles
When you enter data,
it’s a good idea to start
by entering titles at the
top of each column.

This way, anyone who shares your worksheet can

understand what the data means (and you can
understand it yourself, later on).

You’ll often want to enter row titles too.

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Be kind to your readers: start with column titles
The worksheet in the
picture shows whether
or not representatives
from particular
companies attended a
series of monthly
business lunches.

It uses column and row titles:

1 The column titles are the months of the year, across the
top of the worksheet.
2 The row titles down the left side are company names.

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Start typing
Say you’re creating a
list of salespeople
names.

The list will also have

the dates of sales,
with their amounts.

So you’ll need these column titles: Name, Date, and

Amount.

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Start typing
Say you’re creating a
list of salespeople
names.

The list will also have

the dates of sales,
with their amounts.

The picture illustrates the process of typing the

information and moving from cell to cell:
1. Type Name in cell A1 and press TAB. Then type Date
in cell B1, press TAB, and type Amount in cell C1.

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Start typing
Say you’re creating a
list of salespeople
names.

The list will also have

the dates of sales,
with their amounts.

The picture illustrates the process of typing the

information and moving from cell to cell:
2. After typing the column titles, click in cell A2 to begin
typing the salespeople’s names. Type the first name,
and then press ENTER to move the selection down
the column by one cell to cell A3. Then type the next
name, and so on.

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Enter dates and times
Excel aligns text on
the left side of cells,
but it aligns dates on
the right side of cells.

To enter a date in column B, the Date column, you

should use a slash or a hyphen to separate the parts:
7/16/2009 or 16-July-2009. Excel will recognize either as
a date.

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Enter dates and times
Excel aligns text on
the left side of cells,
but it aligns dates on
the right side of cells.

If you need to enter a time, type the numbers, a space,

and then a or p—for example, 9:00 p. If you put in just
the number, Excel recognizes a time and enters it as
AM.

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Enter numbers
Excel aligns numbers
on the right side of
cells.

To enter the sales amounts in column C, the Amount

column, you would type the dollar sign ($), followed by
the amount.

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Enter numbers
Other numbers and how to enter them

• To enter fractions, leave a space between the whole number and

the fraction. For example, 1 1/8.
• To enter a fraction only, enter a zero first, for example, 0 1/4. If you
enter 1/4 without the zero, Excel will interpret the number as a date,
January 4.
• If you type (100) to indicate a negative number by parentheses,
Excel will display the number as -100.

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Quick ways to enter data
Here are two time-
savers you can use to
enter data in Excel:
AutoComplete and
AutoFill.

Animation: Right-click, and click Play.

AutoComplete: Type a few letters in a cell, and Excel

can fill in the remaining characters for you.

AutoFill: Type one or more entries in an intended

series, and then extend the series. Play the animation to
see AutoFill in action.

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Quick ways to enter data
Here are two time-
savers you can use to
enter data in Excel:
AutoComplete and
AutoFill.

AutoComplete: Type a few letters in a cell, and Excel

can fill in the remaining characters for you. Just press
ENTER when you see them added.

AutoFill: Type one or more entries in an intended

series, and then extend the series.

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Suggestions for practice
1. Enter data using TAB and ENTER.

2. Fix mistakes as you type.

3. Enter dates and times.

4. Enter numbers.

5. Use AutoFill.

6. Use AutoComplete.

Online practice (requires Excel 2007)

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Test 2, question 1
Pressing ENTER moves the selection one cell to the right.
(Pick one answer.)

1. True.

2. False.

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Test 2, question 1: Answer
False.

Pressing ENTER moves the selection down. Pressing TAB moves the
selection to the right.

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Test 2, question 2
To enter the months of the year without typing each month
yourself, you’d use which of the following? (Pick one
answer.)

1. AutoComplete.

2. AutoFill.

3. CTRL+ENTER.

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Test 2, question 2: Answer
AutoFill.

Use AutoFill to complete lists that you’ve begun, such as days, weeks,
or times tables.

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Test 2, question 3
Which of these will Excel recognize as a date? (Pick one
answer.)

1. February 6 1947.

2. 2,6,47.

3. 2-Feb-47.

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Test 2, question 3: Answer
2-Feb-47.

You use a slash or a hyphen to separate the parts of a date.

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 Lesson 3

Edit data and revise worksheets

Edit data and revise worksheets
Everyone makes
mistakes. Even data
that you entered
correctly can need
updates later on.

Sometimes, the whole

worksheet needs a
change.

Suppose you need to add another column of data, right

in the middle of your worksheet. Or suppose you list
employees one per row, in alphabetical order—what do
you do when you hire somebody new?

This lesson shows you how easy it is to edit data and

add and delete worksheet columns and rows.

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Edit data
Say that you meant to
enter Peacock’s name
in cell A2, but you
entered Buchanan’s
name by mistake.

Once you spot the

error, there are two
ways to correct it.

1 Double-click a cell to edit the data in it.

2 Or, after clicking in the cell, edit the data in the Formula
Bar.
3 After you select the cell by either method, the worksheet
says Edit in the status bar in the lower-left corner.

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Edit data
What’s the difference
between the two
methods?
Your convenience.
You may find the
Formula Bar, or the
cell itself, easier to
work with.

Here’s how you can make changes in either place:

• Delete letters or numbers by pressing BACKSPACE or
by selecting them and then pressing DELETE.
• Edit letters or numbers by selecting them and then
typing something different.

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Edit data
What’s the difference
between the two
methods?
Your convenience.
You may find the
Formula Bar, or the
cell itself, easier to
work with.

Here’s how you can make changes in either place:

• Insert new letters or numbers into the cell’s data by
positioning the cursor and typing.

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Edit data
What’s the difference
between the two
methods?
Your convenience.
You may find the
Formula Bar, or the
cell itself, easier to
work with.

Whatever you do, when you’re all through, remember to

press ENTER or TAB so that your changes stay in the
cell.

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Remove data formatting
Surprise! Someone
else has used your
worksheet, filled in
some data, and made
the number in cell C6
bold and red to
highlight that Peacock
made the highest sale.

But Peacock’s customer has changed her number, so

the final sale was much smaller.

You want to remedy the situation.

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Remove data formatting
Surprise! Someone
else has used your
worksheet, filled in
some data, and made
the number in cell C6
bold and red to
highlight that Peacock
made the highest sale.

As the picture shows:

1 The original number was formatted bold and red.

2 So you delete the number.
3 You enter a new number. But it’s still bold and red! What
gives?

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Remove data formatting
What’s going on is
that the cell itself is
formatted, not data in
the cell.

So when you delete data that has special formatting, you

also need to delete the formatting from the cell.

Until you do, any data you enter in that cell will have
special formatting.

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Remove data formatting
Here’s how to remove
formatting.

1. Click in the cell, and then on the Home tab, in the

Editing group, click the arrow on Clear .
2. Click Clear Formats, which removes the format from
the cell. Or you can click Clear All to remove both the
data and the formatting at the same time.

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Insert a column or row
After entering data,
you may find that you
need to add columns
or rows to hold
additional information.

Do you need to start

over? Of course not.

To insert a single column:

1. Click any cell in the column immediately to the right of
where you want the new column to go.

2. On the Home tab, in the Cells group, click the arrow

on Insert. On the drop-down menu, click Insert
Sheet Columns. A new blank column is inserted.

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Insert a column or row
After entering data,
you may find that you
need to add columns
or rows to hold
additional information.

Do you need to start

over? Of course not.

To insert a single row:

1. Click any cell in the row immediately below where you
want the new row.

2. In the Cells group, click the arrow on Insert. On the

drop-down menu, click Insert Sheet Rows. A new
blank row is inserted.

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Insert a column or row
Excel gives a new
column or row the
heading its place
requires, and changes
the headings of later
columns and rows.

Animation: Right-click, and click Play.

Play the animation to see the process of inserting a

column and a row in a worksheet.

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Insert a column or row
After entering data,
you may find that you
need to add columns
or rows to hold
additional information.

Do you need to start

over? Of course not.

Excel gives a new column or row the heading its place

requires, and changes the headings of later columns
and rows.

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Suggestions for practice
1. Edit data.

2. Delete formatting from a cell.

3. Work in Edit mode.

4. Insert and delete columns and rows.

Online practice (requires Excel 2007)

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Test 3, question 1
What do you first do to delete the formatting in a cell? (Pick
one answer.)

1. Delete the cell contents.

2. Click Format in the Cells group on the Home tab.

3. Click Clear in the Editing group on the Home tab.

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Test 3, question 1: Answer
Click Clear in the Editing group on the Home tab.

Then click Clear Formats.

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Test 3, question 2
To add a column, click a cell in the column to the right of
where you want the new column. (Pick one answer.)

1. True.

2. False.

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Test 3, question 2: Answer
True.

Then on the Home tab, in the Cells group, click the arrow on Insert,
and click Insert Sheet Columns to insert the column.

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Test 3, question 3
To add a new row, click in a cell immediately above where
you want the new row. (Pick one answer.)

1. True.

2. False.

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Test 3, question 3: Answer
False.

Instead, you click any cell in the row immediately below where you want
the new row.

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