Excel 2003 tutorial 1

Excel 2003 – Tutorial I

Spreadsheet Basics
Screen Layout
Title bar
Menu bar
Standard Toolbar
Other Tools
Task Pane
Adding and Renaming Worksheets

Modifying Worksheets
Moving Through Cells
Adding Worksheets, Rows, Columns, and Cells
Resizing Rows and Columns
Selecting Cells
Moving and Copying Cells
Deleting Rows, Columns, and Cells
Freeze Panes

Formatting Cells
Formatting Toolbar
Format Cells Dialog Box
Formatting Worksheet
Dates and Times
Format Painter
AutoFormat

Formulas and Functions
Formulas
Linking Worksheets
Relative, Absolute, and Mixed

Referencing
Basic Functions
AutoSum

Sorting and Filling
Basic Sorts
Complex Sorts
Auto-fill

Comparing Workbooks
Compare Side by Side

Excel - Tutorial 1 1

Page Properties and Printing
Page Breaks
Page Setup
Margins
Header/Footer
Sheet
Print Preview
Print


Spreadsheet Basics
Microsoft Excel is a spreadsheet program that you can use to
organize, analyze and attractively present data such as a budget or
sales report. Each Excel file is a workbook that can hold many
worksheets. The worksheet is a grid of columns, designated by
letters, and rows, designated by numbers. The letters and numbers of
the columns and row called labels are displayed in gray buttons across
the top and left side of the worksheet. The intersection of a column
and a row is called a cell. Each cell on the spreadsheet has a cell
address that is the column letter and the row number. Cells can
contain text, numbers, or mathematical formulas.

Screen Layout


Title bar
The Title bar contains the name of the program Microsoft Excel, and
the default name of the workbook (Excel file) Book 1 that would
change as soon as you save your file and give another name.

Menu bar
The Menu bar contains menus that include all the commands you
need to use to work your way through Excel such as File, Edit, View,
Insert, Format, Tools, Data, Window, and Help

Standard Toolbar
This toolbar is located just below the Menu bar at the top of the screen
and allows you to quickly access basic Excel commands.

Note: If not all the list appears, press on the Toolbar Options button

placed at the end of any toolbar, and press on Add or Remove
Buttons tag, then select Standard and you will get the possible
commands for this toolbar.

• New: Select File > New from the Menu bar. The New Workbook
pane appears on the right hand side of the screen. Under the title New
select Blank workbook. An alternative is to click the New button
found on the Standard toolbar to create a new workbook.

• Open: Click File > Open from the Menu bar, or click the Open
button found on the Standard toolbar to open an existing
workbook.


• Save: To save click on the Save button found on the Standard
toolbar. Choose a directory to save the file in. Specify a filename, and
then press Save. This is done only the first time you try to save a file.
It is recommended that you save your changes every ten minutes. All
you have to do is to press on the Save button, or simply go to File >
Save. This will update your initially saved file.

• Save As: To save a different copy or version: Click on the Save As
option in the File menu, and save your document under a different
name, or the same name but in a different location.

• Print: Select File > Print from the Menu bar, or click the Print
button found on the Standard toolbar to print a worksheet.

• Print Preview: Select File > Print Preview from the Menu bar, or
click the Print Preview button found on the Standard toolbar to
preview the worksheet before it is printed.

• Spelling: Use the Spelling button found on the Standard
toolbar to correct spelling errors on the worksheet.

• Cut, Copy, Paste, and Format Painter : These
actions are explained in the Modifying Worksheets section.

• Undo and Redo: Click the backward Undo arrow to cancel
the last action you performed, whether it is entering data into a cell,
formatting a cell, entering a function, etc. click the forward Redo arrow
to cancel the Undo action.

• Insert Hyperlink: To insert a hyperlink to a Web site on the
Internet, type the text into a cell you want to be the link that can be
clicked with the mouse. Then, click the Insert Hyperlink button found
on the Standard toolbar and enter the Web address you want the text
to link to and click OK.

• AutoSum, Function Wizard, and Sorting: These tools
are discussed in detail in the Formulas and Functions section.


• Zoom: To change the size of the worksheet that appears on the
screen, choose a different percentage from the Zoom option
found on the Standard toolbar.

Other Tools
a. Formatting toolbar: used to format text, for example font type /
size / alignment / color / text indentation. Also, it is used to create
bulleted / numbered lists, borders, etc.

b. Drawing toolbar: contains certain commands for drawing shapes,
filling colors, etc.

Note: To add or remove a toolbar select from the Menu bar, View >
toolbars and then select the toolbar of your choice. A toolbar that is
displayed has a check beside it.

c. Scroll bars: allow you to browse through a worksheet.

Task Pane

The Task Pane appears each time you start Excel.
To display or hide the task pane:

From the Menu bar, select View > Task pane. To
close it, click on the small X button at the top-left
corner. The Task Pane is a dynamic tool found in the
Office XP and 2003 suite applications. It allows you
to perform certain actions/commands some of which
are shortcuts to commands provided by the Menu
bar or Standard toolbar.

The task pane contains several options:


• Getting started: It allows you to connect to the internet to get more
information on Microsoft Excel. Moreover, you can open saved files
from your local PC and create a new workbook.

• Help: in case you are lost and you need some feedback. Under
Search for you can directly type your keyword and Excel will provide
you with information (on/offline).

• Search Results: Allows you to view the result of your previous
search under Help. It allows you to enter a new search at the bottom
of this pane.

• Clip Art: allows you to search the Clip Art Gallery using keywords.

• Research: if you are doing a research Excel can provide you with
online information. You can choose what type of reference books you
would like Microsoft to take into consideration while searching online.

• Clipboard: a list of the items you have recently cut, pasted, or
copied

• New Workbook: you can open a new blank workbook or select one
from the existing workbooks available in your local computer, or select
one of the templates saved in Excel.

• Shared Workspace: you can create a document workspace if you
want to share a copy of your document. A workspace also enables you
to invite others, assign them tasks, and link to additional resources.

Adding and Renaming Worksheets
The worksheets in a workbook are accessible by clicking the
Worksheet tabs in the lower part of the screen. By default, three
worksheets are included in the default workbook. To add a sheet, select
Insert > Worksheet from the Menu bar. To rename the Worksheet
go to Format > Sheet > Rename or right-click on the tab with the
mouse and select Rename from the Shortcut menu or double click on
the name of the sheet and when it is highlighted you can type in the
new name. Press the Enter key after having typed in the new sheet
name.


Modifying Worksheets
Moving Through Cells

Use the mouse to select a cell you want to begin adding data to and
use the keyboard strokes listed in the table below to move through the
cells of a worksheet.

Movement Key stroke
One cell up Up arrow key
One cell down Down arrow key or enter
One cell left Left arrow key
One cell right Right arrow key or TAB
Top of the worksheet (cell CTRL + Home
A1)
End of the worksheet (last CTRL + END
cell containing data)
End of the row CTRL + right arrow key
End of the column CTRL + Down arrow key
Any cell Edit > Go To (menu bar
command)

Adding Worksheets, Rows, Columns, and Cells

• Worksheets: Add a worksheet to a workbook by selecting Insert >
Worksheet from the Menu bar.

• Row: To add a row to a worksheet, select Insert > Rows from the
Menu bar, or highlight the row by clicking on the row label, right-click
with the mouse, and choose Insert.

• Column: Add a column by selecting Insert > Columns from the
Menu bar, or highlight the column by clicking on the column label,
right-click with the mouse, and choose Insert.

• Cells: Add a cell by selecting the cells where you want to insert the
new cells, Click Insert > Cells > Click an option to shift the
surrounding cells to the right or down to make room for the new cells.

Resizing Rows and Columns


There are two ways to resize rows and columns: The first way is to
resize a row by dragging the line below the label of the row you would
like to resize (up/down). Resize a column in a similar manner by
dragging the line to the right of the label corresponding to the column
you want to resize. To auto-fit text inside a cell simply double click on
the separator line (separating the two columns: the one you are typing
in and the one to its right).

Or

The second way is to click the row or column label and select Format
> Row > Height or Format > Column > Width from the Menu bar
to enter a numerical value for the height of the row or width of the
column.

Selecting Cells

Before a cell can be modified or formatted, it must first be selected
(highlighted). Refer to the table below for selecting groups of cells.

Cells to select Mouse action
One cell click once in the cell
Entire row click the row label
Entire column click the column label
Entire worksheet click the whole sheet button
(upper left
corner of the labels “empty label”)
Cluster of cells drag mouse over the cells or hold
down the
SHIFT key while using the arrow
keys

To activate the contents of a cell or to edit it, double-click on the cell.

Cutting Cells

To cut cells, highlight the cells the select Edit > Cut from the Menu
bar or click the Cut button on the Standard toolbar.

Copying Cells


To copy the cell contents first highlight the cell then select Edit >
Copy from the Menu bar or click the Copy button on the
Standard toolbar.

Pasting Cut and Copied Cells

Highlight the cell into which you want to paste the content, and select
Edit > Paste from the Menu bar or click the Paste button on the
Standard toolbar.

Drag and Drop

You can drag and drop content between cells. We recommend you use
this method if the cells are adjacent to each other. Highlight the cell
you would like to move, simply drag the highlighted border of the
selected cell to the destination cell with the mouse. But be aware that
the Drag-and-Drop method cuts the contents the source cell and
pastes it in the destination cell.

Deleting Rows, Columns, and Cells

Rows: select the row by clicking its number, Click Edit > Delete
Columns: select the column by clicking its letter, Click Edit > Delete
Cells: select the cells you want to delete, Click Edit > Delete

Freeze Panes

If you have a large worksheet with column and row headings, those
headings will disappear as the worksheet is scrolled. By using the
Freeze Panes feature, the headings can be visible at all times.


1. Click the label of the row that is below the row that you wish to keep
frozen at the top of the worksheet.

2. Select Window > Freeze Panes from the Menu bar.

Note: To remove the frozen panes, select Window > Unfreeze Panes

Freeze panes have been added to row 1 in the image above. Notice
that the row numbers skip from 1 to 6. As the worksheet is scrolled,
row 1 will remain stationary while the remaining rows will move.

Formatting Cells
Formatting Toolbar

The contents of a highlighted cell can be formatted in many ways. Font
and cell attributes can be added from shortcut buttons on the
Formatting toolbar. If this toolbar is not already visible on the screen,
select View > Toolbars > Formatting from the Menu bar, or right
click on the toolbars area, and select the Formatting toolbar.

Format Cells Dialog Box

For a complete list of formatting
options, right-click on the
highlighted cells and choose
Format Cells from the Shortcut
menu or select Format > Cells
from the Menu bar.


• Number tab - The data type can be selected from the categories
listed on this tab.
Select General if the cell contains text and number, or another
numerical category if the cell is a number that will be included in
functions or formulas.

• Alignment tab - These options allow you to change the position and
alignment of the data with the cell.

• Font tab - Font attributes are displayed in this tab including font
name, size, style, and effects.

• Border and Pattern tabs - These tabs allow you to add borders,
shading, and background colors to a cell.

• Protection tab – Allow you to protect or hide a certain cell in your
worksheet.

Formatting Worksheet
1-Change horizontal alignment of data:
a. Select the cells containing the data you want to align.
b. Click one of the following:
Align Left
Center
Align Right
Justify

2- Change data color:
a. Highlight the cells containing the data you want to change to a
different color
b. Click the Font Color button on the Formatting toolbar
to choose the color you want to use. To change the color, press on the
arrow on the right side of the box and then select the color you want
by clicking on it.


3- Change cell color:

There are two ways to change the cell color:
1. Select the cells, click on the Formatting toolbar.
2. Select the cells, click Format > Cells, the Format Cells dialog box
appears.
Click the Pattern tab, and choose a color.

4- Indent data:
a. Select the data you want to indent in the cells.
b. Click the Increase/Decrease indent button on the
Formatting toolbar

5- Change alignment of data:
Excel automatically aligns data at the bottom of the cell. To change
the position of data:
a. Select the cell
b. Click Format > Cells. Click the Alignment tab, under
Vertical choose the way to align the data, click OK to confirm.

Or

Perform the steps above a & b and find the box labeled Orientation.
Double click in the
Degrees box and type the number you want your data to rotate by.

6- Add borders to cells
You can add borders to cells to enhance the appearance of your
worksheet in two ways:
a. Click on the arrow beside the Borders icon on the
Formatting toolbar then you can choose any border option from the
obtained list.
b. OR from the Borders list obtained (as above) click Draw
Borders (Click the line style you want from the Border toolbar).

Dates and Times

If you enter the date "January 1, 2001" into
a cell on the worksheet, Excel will
automatically recognize the text as a date
and change the format to "1-Jan-01". To
change the date format, select the
Number tab from the Format Cells


dialog box. Select Date from the Category box and choose the format
for the date from the Type box. If the field is a time, select Time from
the Category box and select the type in the right box. Date and Time
combinations are also listed. Press OK when finished.

Format Painter

A handy button on the Standard toolbar for formatting text is the
Format Painter. If you have formatted a cell with a certain font style,
date format, border, and other formatting options, and you want to
format another cell or group of cells the same way, place the cursor
within the cell containing the formatting you want to copy, then click
the

Format Painter button found on the Standard toolbar (notice
that your mouse pointer now has a paintbrush beside it). Highlight the
cells which you want to re-format.
To copy the formatting to many groups of cells, double-click the
Format Painter button.
The format painter remains active until you press the ESC key to turn it
off.

AutoFormat
Excel has many preset table formatting options. You can add these
styles by following these steps:

1. Highlight the cells you want to
format.

2. Select Format >
AutoFormat from the Menu
bar.

3. On the AutoFormat dialog
box, click to select the format


you want to apply to your highlighted table. Use the scroll bar to view
all of the formats available.

4. Click the Options... button. This
will open the Format to apply
section at the bottom of the
AutoFormat dialog box to select
the elements that the formatting
will apply to.

5. Click OK when finished.
Formulas and Functions

The unique feature of a spreadsheet program such as Excel is that it
allows you to create mathematical formulas and execute functions.
Otherwise, it is not much more than a large table for displaying text.
This page will show you how to create these calculations.

Formulas

Formulas are entered in
the worksheet cell and
must begin with an equal
sign "=". The formula
then includes the
addresses of the cells
whose values will be
manipulated with
appropriate operators
placed in between. After
the formula is typed into
the cell, the calculation
executes immediately
and the formula itself is
visible in the Formula
Bar. See the example to
the right to view the
formula for calculating
the subtotal for a number of textbooks. The formula multiplies the
quantity and price of each textbook and adds the subtotal for each
book.

Linking Worksheets


When working with formulas, you may want to use a cell from a
worksheet other than your current worksheet. For example, the value
of cell A1 in the current worksheet and cell A2 in the second
worksheet can be added using the format "sheetname! cell-address".
The formula for this example would be "=A1+Sheet2! A2" where the
value of cell A1 in the current worksheet (since current worksheet
means the active worksheet then there is no need to specify the name
of this sheet) is added to the value of cell A2 in the worksheet named
"Sheet2".

Relative, Absolute, and Mixed Referencing

Calling cells by just their column and row labels (such as "A1") is called
relative referencing. When a formula contains relative referencing and
it is copied from one cell to another, Excel does not create an exact
copy of the formula. It will change cell addresses relative to the row
and column they are moved to. For example, if a simple addition
formula in cell C1 "= (A1+B1)" is copied to cell C2, the formula would
change to "= (A2+B2)" to reflect the new row. To prevent this change,
cells must be called by absolute referencing and this is
accomplished by placing dollar signs "$" within the cell addresses in
the formula. Continuing the previous example, the formula in cell C1
would read "= ($A$1+$B$1)" if the value of cell C2 should be the sum
of cells A1 and B1. Both the column and row of both cells are absolute
and will not change when copied. Mixed referencing can also be
used where only the row or column is fixed. For example, in the
formula "= (A$1+$B2)", the row of cell A1 is fixed and the column of
cell B2 is fixed

($ appears before row number however it doesn’t appear before
column name row is fixed and column isn’t).

Basic Functions

Functions can be a more efficient way of performing mathematical
operations than formulas. For example, if you wanted to add the values
of cells D1 through D10, you would type the formula
"=D1+D2+D3+D4+D5+D6+D7+D8+D9+D10". A shorter way would
be to use the SUM function and simply type "=SUM (D1:D10)". Several
other functions and examples are given in the table below.

Function Example Description

SUM =SUM(A1:A100) finds the sum of cells A1 through
A100


AVERAGE =AVERAGE(B1:B10) finds the average of cells B1
through B10
MAX =MAX(C1:C100) returns the highest number from
cells C1
through C100
MIN =MIN(D1:D100) returns the lowest number from
cells D1
through D100
SQRT =SQRT(D10) finds the square root of the
value in cell D10
TODAY =TODAY() returns the current date (leave the
parentheses empty)

Function Wizard

You can view all functions available
in Excel by using the Function
Wizard.

1. Select the cell where the function
will be placed and click the Insert
Function button next to the
Formula bar (or go to Insert >
Function).

2. From the Insert Function dialog
box, browse through the functions
and select a category from the
drop-down menu, and select the function from the Select a Function
choices below. As each function name is highlighted a description and
example is provided below the two boxes.

3. Click OK to select a function.

4. The next window allows you to
choose the cells that will be
included in the function. In the
example below, cells A1, A2 and
A3 were automatically selected for
the sum function by Excel. The
cell values {1;2;3} are located to
the right of the Number 1 field
where the cell addresses are listed.
If another set of cells, such as B1,


B2 and B3, needed to be added to the function, those cells would be
added in the format “B1:B3” to the Number 2 field.

5. Click Ok when all the cells for the function have been selected.

AutoSum

Use the AutoSum functions to add the contents of a cluster of
adjacent cells.

1. Select the cell where you want
the sum to appear. This cell
should be outside the cluster of
cells that you will select. Cell C2
was used in this example.

2. Click the AutoSum button
(Greek letter sigma) on the
Standard toolbar.

3. By default, the group of cells
that will be summed will be highlighted, in this example cells A2
through B2.

Press the ENTER key on the keyboard or click the green check mark
button on the Formula Bar.

Sorting and Filling

Basic Sorts

In Excel you can execute a basic descending or ascending sort based
on one column.
Highlight the cells that will be sorted (make sure you highlight the
items with their corresponding data so that information remains intact
and no item loses its corresponding data) and click the Sort
Ascending (A-Z) button or Sort Descending (Z-A) button
found on the Standard toolbar.


Complex Sort

To sort by multiple columns, follow these steps:

1. Highlight the cells, rows, or columns
that will be sorted.

2. Select Data > Sort from the Menu
bar.

3. From the Sort dialog box, select the
first column for sorting from the Sort by
dropdown menu and choose either
Ascending or Descending.

4. Select the second column and, if
necessary, the third sort column from
the drop-down menus labeled Then by.
Make sure before you sort that all the
cells contain text or numbers, not formulas, otherwise sorting might
not function properly.

If the cells you highlighted include text
headings in the first row, select the
option Header row under the title My
data range has. Click the Options…
button for special non-alphabetic or
numeric sorts such as months of the
year and days of the week.

Click OK to execute the sort.

Auto-fill

The Auto-fill feature allows you to quickly fill cells with repetitive or
sequential data such as chronological dates or numbers, and repeated
text.


If you want to auto-fill a column with cells displaying the same
number or date you must enter identical data in two adjacent cells.
Highlight the two cells and drag the handle of the selection with the
mouse.

The Auto-fill feature can also be used for alternating text or numbers.
For example, to make a repeating list of the days of the week, type
“Monday” into a cell in a column.
Highlight the cell and drag across with the mouse.

Auto-fill can also be used to copy functions. In the example below,
column A and column B each contain a list of numbers and column C
contains the sums of columns A and B for each row. The function in
cell C2 would be "=SUM(A2:B2)". This function can then be copied to
the remaining cells of column C by selecting cell C2 and dragging the
handle down to fill in the remaining cells. The auto-fill feature will
automatically update the row numbers as shown below if the cells are
referenced relatively.

Comparing Workbooks
Compare side by side

Imagine that you have two workbooks. One workbook is the grades for
section number one and the other is the grades for all students in all
section. You'd like to compare both workbooks to see the differences in
grades and average between the two workbooks.
Open the two workbooks. From the Window menu notice that both
workbooks names appear (meaning those two workbooks are open)
However, only one workbook can be active at a time. The active
workbook will have a check before it. Excel allows you to see both
workbooks at the same time thus making it easier for you to
compare/edit related data. To use this option select the Compare Side
by Side with (name of inactive workbook) command from the Menu
bar.

Compare Side by Side toolbar appears with different buttons:

• Synchronous Scrolling: If you want to scroll through the
workbooks at the same time, to stop synchronizing deselect this option
by clicking on its button.


• Reset Window Position: If you want to reset the workbook
windows to the positions they were in when you first started comparing
documents.

• Close Side by Side: to close side by side view and to return to
the original workbook.
Page Properties and Printings
Page Breaks
To set page breaks within the worksheet, select the row you want to
appear just below the page break by clicking the row's label. Then
choose Insert > Page Break from the Menu bar.

Page Setup
The page setup allows you
to format the page, set
margins, and add headers
and footers. To view the
Page Setup select File >
Page Setup from the
Menu bar.
Select the Orientation
under the Page tab in the
Page Setup dialog box to
make the page Landscape
or Portrait. The size of the
worksheet on the page can
also be formatted under the
Scaling title. To force a worksheet to be printed on one page, select
Fit to 1 page(s).

Margins
Change the top, bottom,
left, and right margins
under the Margins tab.
Enter values in the
Header/Footer fields to
indicate how far from the
edge of the page this text


should appear. Check the boxes for centering Horizontally or
Vertically to center the page.

Header/Footer

Add preset Headers and
Footers to the page by
clicking the drop-down menus
under the Header/Footer
tab.
To modify a preset Header or
Footer, or to make your own,
click the Custom Header or
Custom Footer buttons. A
new window will open
allowing you to enter text in
the left, center, or right on
the page.

Format Text – After
highlighting the text click
this button to change the
Font, Size, and Style.

Page Number - Insert the
page number of each page.

Total Number of Pages -
Use this feature along with
the page number to create strings such as "page 1 of 15".

Date - Add the current date.


Time - Add the current time.

File Name - Add the name of the workbook file.

Tab Name – Add the name of worksheet.

Sheet

Click the Sheet tab and check
Gridlines box under the Print
section if you want the gridlines
dividing the cells to appear on
the page. If the worksheet is
several pages long and only the
first page includes titles for the
columns, select Rows to
repeat at top from the Print
titles section to choose a title
row that will be printed at the
top of each page.

Print Preview

Select File > Print Preview from the Menu bar to view how the
worksheet will be printed or press the Print Preview button from
the Standard toolbar. Click the
Next and Previous buttons at the top of the window to display the
next pages and click the Zoom button to view the pages closer. Make
page layout modifications needed by clicking the Page Setup button.
Click Close to return to the worksheet or Print to continue printing.


After a print preview, dotted lines appear on the document to show the
borders of the document for printing. These lines are virtual and do not
appear on the printed copy.

Print

To print the worksheet,
select File > Print from the
Menu bar or click on the
Print button from the
Standard toolbar.

• Print range –Select either All pages or a range of Page(s) to print.

• Print what –Select Selection of cells highlighted on the worksheet,
the Active sheet(s), or all the worksheets in the Entire workbook.

• Copies - Choose the number of copies that should be printed. Check
the Collate box if the pages should remain in order.

Click OK to print.

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Excel 2003 tutorial 1

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