Where to begin?

Create a new workbook.

Enter text and numbers
Edit text and
numbers
Insert and
delete columns
and rows.
When you start Excel, youre faced with a big empty grid made up of
columns, rows, and cells.
So this course will start by helping you get comfortable with some Excel
basics that will guide you when you enter data in Excel.
The Ribbon spans the top of the Excel window .
Commands on the Ribbon are organied in small
related groups. !or example, commands to wor"
with the contents of cells are grouped together in
the Editing group, and commands to wor" with
cells themsel#es are in the Cells group .

Workbooks and worksheets
When you start Excel, you open a $le
thats called a wor"boo".
Each new wor"boo" comes with three
wor"sheets into which you enter data.
1. The $rst wor"boo" youll open is
called %oo"&. This title appears in
the bar at the top of the window until you sa#e the wor"boo" with your
own title.
2. Sheet tabs appear at the bottom of the window. 'ts a good idea to rename
the sheet tabs to ma"e the information on each sheet easier to identify.
3. (ou may also be wondering how to create a new wor"boo".
Clic" the Microsot !"ce #utton in the upper)left portion of the window.
Clic" $ew.
'n the $ew Workbook window, clic" #lank Workbook.
Columns% rows%
and cells
Columns go from top to bottom on the
wor"sheet, #ertically. Each column has an
alphabetical heading at the top.
Rows go across the wor"sheet, horiontally. Each row also has a heading. Row
headings are numbers, from & through &,*+,,-./.
The alphabetical headings on the columns and the numerical headings on the
rows tell you where you are in a wor"sheet when you clic" a cell.
The headings combine to form the cell
address. !or example, the cell at the
intersection of column 0 and row 1 is called
cell 01. This is also called the cell reerence
When you select any cell, it becomes the
acti#e cell. 0s described earlier, it becomes
outlined in blac".
The headings for the column and row in which the cell is located are also
highlighted.
!or example, if you select a cell in column C
on row -, as shown in the picture on the
right2
Column C is highlighted
Row - is highlighted
!or example, if you select a cell in column C on row -, as shown in the picture on
the right2
The acti#e cell, C- in this case, is outlined. 0nd its name3also "nown as the cell
reerence3is shown in the 4ame %ox in the upper)left corner of the wor"sheet
These indicators arent too important when youre right at the top of the
wor"sheet in the #ery $rst few cells.
%ut when you wor" farther and farther down or across the wor"sheet, they can
really help you out.
Enter data
(ou can enter two basic "inds of data into wor"sheet
cells2 numbers and text.
So you can use Excel to create budgets, wor" with
taxes, record student grades or attendance, or list
the products you sell. (ou can e#en log daily exercise,
follow your weight loss, or trac" the cost of your house remodel. The possibilities
really are endless.
4ow lets di#e into data entry.
The column titles are the months of the
year, across the top of the wor"sheet.
The row titles down the left side are
company names.
&tart t'ping
So youll need these column titles2
$ame, (ate, and )mount.
The picture illustrates the process of typing the information and mo#ing from cell
to cell2
Type $ame in cell 0& and press T0%. Then type (ate in cell %&, press T0%, and
type )mount in cell C&
The picture illustrates the process of typing the information and mo#ing from cell
to cell2
0fter typing the column titles, clic" in cell 05 to begin typing the
salespeoples names. Type the $rst name, and then press E4TER to mo#e the
selection down the column by one cell to
cell 01. Then type the next name, and so
on.
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 %, the (ate column,
you should use a slash or a hyphen to separate the parts2 .6&/65**7 or &/)8uly)
5**7. Excel will recognie either as a date.
'f you need to enter a time, type the numbers, a space, and then a or p3for
example, *+,, p. 'f you put in 9ust the number, Excel recognies a time and
enters it as )M.
To enter the sales amounts in column C, the )mount column, you would type
the dollar sign :-;, followed by the amount.
Edit data
<ouble)clic" a cell to edit the data in it.
=r, after clic"ing in the cell, edit the data in the
!ormula %ar.
0fter you select the cell by either method, the
wor"sheet says Edit in the status bar in the lower)left corner
.emo/e data
ormatting
0s the picture shows2
&. The original number was formatted bold and red
5. So you delete the number
1. (ou enter a new number. %ut its still bold and red> What gi#es?
Clic" in the cell, and then on the 0ome tab, in the Editing group, clic" the arrow
on Clear
Clic" Clear 1ormats, which remo#es the format from the cell. =r you can
clic" Clear )ll to remo#e both the data and the formatting at the same time.
Insert a column or row
To insert a single column2
&. Clic" any cell in the column
immediately to the right of where you
want the new column to go.
5. =n the 0ome tab, in the Cells group,
clic" the arrow on Insert. =n the drop)
down menu, clic" Insert &heet
Columns. 0 new blan" column is
inserted.
To insert a single row
&. Clic" any cell in the row immediately below where you want the new row.
5. 'n the Cells group, clic" the arrow on Insert. =n the drop)down menu,
clic" Insert &heet .ows. 0 new blan" row is inserted.
Enter ormulas
Excel is great for wor"ing with numbers and math. 'n this course youll learn how
add, di#ide, multiply, and subtract by typing formulas into Excel wor"sheets.
(oull also learn how to use simple formulas that automatically update their
results when #alues change.
0fter pic"ing up the techni@ues in this course, youll be able to put your
calculator away for good.
<o math by typing simple formulas to add, di#ide, multiply, and subtract.
Ase cell references in formulas, so that Excel can automatically update
results when #alues change or when you copy formulas.
Ase functions :prewritten formulas; to add up #alues, calculate a#erages,
and $nd the smallest or largest #alue in a range of #alues.
2et started
Cell C3 in the worksheet is empt'4 the
amount spent or C(s in 1ebruar' hasn5t
been entered 'et.
In this lesson% 'ou5ll learn how to use Excel
to do basic math b' t'ping simple ormulas
into cells. 6ou5ll also learn how to total all
the /alues in a column with a ormula that updates its result i /alues
change later.
7he two C(s purchased in 1ebruar' cost
-12.** and -13.**.
7he total o these two /alues is the C(
expense or the month.
6ou can add these /alues in Excel b'
t'ping a simple ormula into cell C3.
7'pe a ormula in cell C3. Excel ormulas alwa's begin with an e8ual
sign. 7o add 12.** and 13.**% t'pe+
912.**:13.**
7he plus sign ;:< is the math operator that tells Excel to add the /alues.
=ress E$7E. to displa' the ormula result.
I 'ou wonder later how 'ou got this result% 'ou can click in cell C3 an'
time and /iew the ormula in the ormula bar near the
top o the worksheet.
)s the table shows% use a minus sign ;>< to
subtract% an asterisk ;?< to multipl'% and a
orward slash ;@< to di/ide.
.emember to alwa's start each ormula with an
e8ual sign.
Math operators
0dd :B; C&*B-
Subtract :); C&*)-
Dultiply :E; C&*E-
<i#ide :6; C&*6-
7otal all the /alues in a
column
To get the 8anuary total, clic" in cell %.
and then2
=n the 0ome tab, clic" the &um button in the Editing group.
0 color mar@uee surrounds the cells in the formula, and the formula appears in
cell %..
To get the 8anuary total, clic" in cell %. and then2
Fress E4TER to display the result in cell %.2 *A.*B.
Clic" in cell %. to display the formula 9&CM;#3+#3< in the formula bar.
%y using a cell reference :%12%/; instead of the #alues in those cells, Excel can
automatically update results if #alues change later on.
The colon :2; in %12%/ indicates a cell range in column %, rows 1 through /. The
parentheses are re@uired to separate the argument from the function.
Cop' a ormula instead o creating a new one
'n this section, youll see how to copy the
formula you used to get the 8anuary total
and use it to add up !ebruarys expenses.
4ext, as the picture shows
<rag the Dll handle from cell %.
to cell C., and release the $ll handle. The !ebruary total &5/.71 appears in cell
C..
The formula CSAD:C12C/; will also become #isible in the formula bar near the
top of the wor"sheet.
The )uto 1ill !ptions button appears to gi#e you some formatting
options. 'n this case, you dont need formatting options, so no action is re@uired.
The button disappears when you next ma"e an entry in the cell.
Cpdate ormula results
To add 1.77 to &&.7., you would clic" in cell
C+, type the following formula into the cell,
and then press E4TER2
911.*E:3.**
0s the picture shows, when the #alue in cell
C+ changes, Excel automatically updates
the !ebruary total in cell C. from &5/.71 to
&1*.75.
Excel can do this because the original formula
CSAD:C12C/; in cell C. contains cell references.
'f you had entered &&.7. and other speci$c
#alues into a formula in cell C., Excel would not
be able to update the total. (oud ha#e to change &&.7. to &-.7/ not only in cell
C+, but in the formula in cell C. as well.
&impli' ormulas b' using
unctions
Asing functions, you can easily and @uic"ly create formulas that might be diGcult
to build for yourself.
SAD is 9ust one of the many Excel functions. 'n this lesson youll see how to
speed up tas"s with a few other easy ones.
1unction Calculates
0HER0IE an a#erage
D0J the largest
number
D'4 the smallest
number
1ind an a/erage
Clic" in cell <., and then2
=n the 0ome tab, in the Editing group, clic" the arrow on the &um button, and
then clic" )/erage in the list.
Fress E4TER to display the result in cell <..
1ind the largest or
smallest /alue
Start by clic"ing in cell !.. Then2
=n the 0ome tab, in the Editing group, clic" the
arrow on the &um button, and then clic" Max in
the list.
Fress E4TER to display the result in cell !.. The
largest #alue in the series is &1&.7-.
To $nd the smallest #alue in the range, you would clic" Min in the list and press
E4TER.
The smallest #alue in the series is &1&..-.
=rint ormulas
(ou can print formulas and put them up
on your bulletin board to remind you
how to create them.
%ut $rst, you need to display the
formulas on the wor"sheet.
&. Clic" the 1ormulas tab.
5. 'n the 1ormula )uditing group,
clic" &how 1ormulas .
1. Clic" the Microsot !"ce #utton in the upper)left corner of the Excel
window, and clic"
7ip2 (ou can also press CTRKBL to display and hide formulas.
What5s that unn' thing in m'
worksheet?
Sometimes Excel cant calculate a formula
because the formula contains an error.
'f that happens, youll see an error #alue in
a cell instead of a result.
Mere are three common error #alues2
FFFF The column isnt wide enough
to display the contents of the cell. To $x
the problem, you can increase column
width, shrin" the contents to $t the column, or apply a diNerent number
format.
F.E1G 0 cell reference isnt #alid. Cells may ha#e been deleted or pasted
o#er.
F$)ME? (ou may ha#e misspelled a function name or used a name that
Excel doesnt recognie
1ind more
unctions
Excel oNers many other useful
functions, such as date and time
functions and functions you can
use to manipulate text.
To see all the other functions
&. Clic" the &um button in the
Editing group on the 0ome
tab.
5. Clic" More 1unctions in the list.
1. 'n the Insert 1unction dialog box that opens, you can search for a
function.
+. 'n addition to searching for a function in this dialog box, you can select a
category and then scroll through the list of functions in the category.
-. 0nd you can clic" 0elp on this unction at the bottom of the dialog box
to $nd out more about any function
Create a chart
Meres a wor"sheet that shows how
many cases of 4orthwind Traders Tea
were sold by each of three salespeople
in three months.
(ou want to create a chart that shows
how each salesperson compares
against the others, month by month,
for the $rst @uarter of the year.
Select the data that you want to chart,
including the column titles :8anuary,
!ebruary, Darch; and the row labels :the salesperson names;.
Clic" the Insert tab, and in the Charts group, clic" the Column button.
(oull see a number of column chart types to choose from. Clic" Clustered
Column, the $rst column chart in the 2>( Column list.
=n the (esign tab under Chart 7ools, in the 7'pe group, clic" Change Chart
Type. Then select the chart type you want.
0ow worksheet data appears in
the chart
't shows you at once that Cencini :represented
by the middle column for each month; sold the
most tea in 8anuary and !ebruary but was
outdone by Iiussani in Darch.
The height of each chart is proportional to the
#alue in the cell that it represents.
So the chart immediately shows you how the
salespeople stac" up against each other, month by month.
The chart legend, created from the row titles in the wor"sheet :the
salesperson names;, tells which color represents the data for each
salesperson.
Iiussani data, for example, is the dar"est blue, and is the left)most column
for each month.
Chart 7ools
0fter your chart is inserted on the
wor"sheet, the Chart 7ools appear on
the Ribbon with three tabs2 (esign,
Ha'out, and 1ormat.
=n these tabs, youll $nd the
commands you need to wor" with
charts.
Change the chart /iew
To create this #iew of the chart, clic"
&witch .ow@Column in the (ata
group on the (esign tab.
'n the chart on the right, data is
grouped by rows and compares
wor"sheet columns. So now your chart
says something diNerent2 't shows how
each salesperson did, month by month,
compared against themsel#es.
)dd chart titles
(ou can gi#e a title to the chart
itself, as well as to the chart axes,
which measure and describe the
chart data.
This chart has two axes. =n the left
side is the #ertical axis, which is the
scale of numbers by which you can
interpret the column heights. The
months of the year at the bottom are on the horiontal axis.
Clic" the More button to see all the layouts. Each option shows diNerent
layouts that change the way chart elements are laid out.
CustomiIe 'our chart
!or example, you can gi#e your
chart a whole diNerent set of colors by
selecting a new chart style.
(ou can also format chart titles to
change them from plain to fancy.
0nd there are many diNerent
formatting options you can apply to
indi#idual columns to ma"e them
stand out.
Change the look o 'our chart
!irst, clic" in the chart. Then on
the (esign tab, in the Chart
&t'les group, clic" the More
button to see all the
choices.
Then clic" the style you want.
=n the 1ormat tab, in the
Word)rt &t'les group, there
are many ways to wor" with the titles.
The picture shows that one of the options in the group, a text $ll, has been
added to change the color.
!or example, &hape EJects oNers more
than 9ust shadows. (ou can add be#el eNects
and soft edges to columns, or e#en ma"e
columns glow.
(ou can also clic" &hape 1ill to add a
gradient or a texture to the columns, or clic"
&hape !utline to add an outline around the
columns.