Microsoft excel training module

Microsoft
Excel
Jeffrey Piontek
NYC Department of Education

How to Use Tutorial
Step 1> The next page will show you the table of contents

Step 2> Use the mouse and click on the topic links to begin learning

Step 3> You can learn at your own pace, click on the Action buttons
to review the material as much as you need to.
Step 4> Once you become familiar with this application you can use
this tutorial as a reference tool.

To begin learning click on this button>>
Return to Table of Contents

Table of Contents

1_ Introduction to Excel
2_ Overview of the Excel Screen
3_ The Excel Menus:
File Menu
Edit Menu
Insert Menu
Format Menu
View Menu
Help Menu and Office Assistant
4_ Excel Worksheets
5_ Entering Formulas and Data
6_ Formatting Workbooks
7_ Charts
8_ Freezing Panes
9_ Printing
10_ Keyboard Shortcuts

Introduction to Excel
Excel is a computer program used to create electronic
spreadsheets. Within Excel, users can organize data,
create charts, and perform calculations. Excel is a
convenient program because it allows the user to create
large spreadsheets, reference information from other
spreadsheets, and it allows for better storage and
modification of information. Excel operates like other
Microsoft (MS) Office programs and has many of the
same functions and shortcuts of other MS programs.


Overview of the Excel
Screen
Before working with Excel, it is essential to first become familiar with the
Excel screen. The following will help you to recognize the various parts of an
Excel screen and their functions.
The Title bar is located at the very top of the screen. The Title bar displays
the name of the workbook you are currently using.

The Menu bar is located just below the Title bar. The Menu bar is used to
give instructions to the program.


Screen

Toolbars provide shortcuts to menu commands. There are many different toolbars and the
user can choose which toolbars are shown on the screen. To enable more toolbars go to
“View” on the Menu bar, select Toolbars, then select which toolbar you wish to add to the
screen.
The Standard Toolbar provides shortcuts to the File Menu, as well as mathematical
functions, chart creation, and sorting.

The Formatting Toolbar provides shortcuts to font formatting as well as mathematical
functions.

The Status Toolbar allows the user to view if the current worksheet is ready to enter data.


Screen
• Microsoft Excel consists of

workbooks. Within each workbook,
there is an infinite number of
worksheets.
• Each worksheet contains columns
and rows.
• Where a column and a row intersect
is called the cell. For example, cell B6
is located where column B and row 6
meet. You enter your data into the
cells on the worksheet.
• The tabs at the bottom of the screen
represent different worksheets within
a workbook. You can use the
scrolling buttons on the left to bring
other worksheets into view.

Screen
•

The Name Box indicates
what cell you are in. This
cell is called the “active
cell.” This cell is
highlighted by a black
box.

•

The “=” is used to edit
your formula on your
selected cell.

•

The Formula Bar
indicates the contents of
the cell selected. If you
have created a formula,
then the formula will
appear in this space.


File Menu
•

When first opening Excel a worksheet will automatically
appear. However, if you desire to open a file that you
previously worked on go to the “File” option located in
the top left corner. Select “Open.”

•

To create a new worksheet go to the “File” option and
select “New.”

•

To save the work created go to the “File” option and
select “Save.”

•

To close an existing worksheet go to the “File” option
and select “Close.”

•

To exit the program entirely go to the “File” option and
select “Exit.”

Edit Menu








Among the many functions,
the Edit Menu allows you to
make changes to any data that
was entered. You can:
Undo mistakes made. Excel
allows you to undo up to the
last 16 moves you made.
Cut, copy, or paste
information.
Find information in an
existing workbook
Replace existing information.

Insert Menu
 The

Insert Menu
allows you to:
 Add new worksheets,
rows, and columns to
an existing.
 You can also insert
charts, pictures, and
objects onto your
worksheet.

Format Menu
 You

can change
the colors, borders,
sizes, alignment,
and font of a
certain cell by
going to the “Cell”
option in the
Format Menu.

Format Menu






You can change row and
column width and height in
the “Row” and “Column”
options.
You can rename
worksheets and change
their order in the “Sheet”
option.
The “AutoFormat” option
allows you to apply preselected colors, fonts, and
sizes to entire worksheets.

View Menu
 The

View menu allows
you different options of
viewing your work.
 You can enable a Full
Screen view that changes
the view to include just
the worksheet and Menu
bar.
 You can zoom in on your
worksheet to focus on a
smaller portion.

View Menu
 You

can change the
view of your work so
that it is page by page.
 You can insert
Headers and Footers to
your work.
 You can add
comments about a
specific cell for future
reference.

Help Menu and Office
Assistant





The Help Menu is used
to answer any questions
you many have with the
program.
You can also get online
assistance if it is needed.
The Office Assistant is a
shortcut to the Help
Menu. You can ask the
assistant a question and
it will take you directly
to an index of topics
that will help you solve
your problem.

Excel Worksheets
With Excel, you will be working with different worksheets
within a workbook. Often times it is necessary to name the
different worksheets so that it is easier to find them. To do
so you must:
1_Double click to highlight an existing worksheet

2_Type in what you would like to rename the worksheet


Entering Formulas
When entering numerical data, you can command Excel to do any
mathematical function.
 Start each formula with an equal sign (=). To enter the same
formulas for a range of cells, use the colon sign “:”


ADDITION FORMULAS
To add cells together use the “+”
sign.


To sum up a series of cells,
highlight the cells, then click
the auto sum button. The
answer will appear at the
bottom of the highlighted box.

Entering Formulas
SUBTRACTION FORMULAS
• To subtract cells, use the “-”
sign.
DIVISION FORMULAS
• To divide cells, use the “/” sign.
MULTIPLICATION
FORMULAS
• To multiply cells, use the “*”
sign.

Tips for Entering Data






To highlight a series of
cells click and drag the
mouse over the desired
area.
To move a highlighted
area, click on the border
of the box and drag the
box to the desired
location.
You can sort data
(alphabetically,
numerically, etc). By
highlighting cells then
pressing the sort
shortcut key.

Tips for Entering Data
 You

can cut and paste to
move data around.
 To update your worksheets,
you can use the find and
replace action (under the
Edit Menu).
 To change the order of
worksheets, click and drag
the worksheet tab to the
desired order.

Formatting Workbooks
To add borders to cells, you can
select from various border
options.
To add colors to text or cells, you
can select the text color option or
the cell fill option, then select the
desired color.
To change the alignment of the
cells, highlight the desired cells
and select any of the three
alignment options.

Formatting Workbooks
•

To check the spelling of your
data, highlight the desired cells
and click on the spell check
button.

•

When entering dollar amounts,
you can select the cells you desire
to be currency formatted, then
click on the “$” button to change
the cells.

•

You can bold, italicize, or
underline any information in the
cells, as well as change the styles
and fonts of those cells.Return to Table of Contents

Creating Charts
 With

the Excel
program you can
create charts with the
“Chart Wizard.”
 Step 1: Choose a
chart type.
 Step 2: Highlight the
data that you wish to
be included in the
chart.

Creating Charts
 Step

3: Change
chart options. Here
you can name the
chart and the axes,
change the legend,
label the data
points, and many
other options.
 Step 4: Choose a
location for the
chart.

Freezing Panes
If you need the information in
one column to freeze, while
still being able to scroll
through the rest of the data
follow these instructions:
Step 1: Highlight a specific
column.
Step 2: Go to the Window Menu
and click “Freeze Panes.”
Step 3: The cells to the left of the
highlighted column should be
frozen while you are still able
to scroll about the rest of the
worksheet (Notice that column
A remains while column H is
next to it).


Printing
 When

printing a
worksheet you have a
few options.
 You can go to “Page
Setup” to change the
features of your work
(the margins, the paper
size, the tabs, etc.) This
will affect how your
project will be printed.

Printing
 You

can select “Print
Area,” which allows you
to only print a
highlighted area.
 You can preview your
printing job by selecting
“Print Preview.”
 Finally, you can print
your job by going to the
File Menu and selecting
“Print,” or you can use
the shortcut button.


Keyboard Shortcuts
 Here

are some basic keyboard shortcuts:

– Shift + arrow key = highlight information
– CTLR + A = Select All
– CTRL + C = Copy Information
– CTRL + X = Cut Information
– CTRL + V = Paste Information
– CTRL + Z = Undo Information
– HOME = Move to the beginning of the worksheet


Notes for the Teacher:


This curriculum was designed so that it could be easily modified by the
teacher.



The teacher can add slides at any point in the curriculum depending on
the level of computer literacy of the students.



The Basic Outline of the curriculum is to be used as a guidance tool and
will help the teacher create a syllabus for the class being taught.



Slides that are blank are topics we deemed important but not necessary
to have included in the curriculum. These slides were considered
advanced topics. (please ignore if there are no blank slides)



You can choose to add content to these slides or to delete them.


Microsoft excel training module

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Microsoft excel training module