Excel Intro Part 1

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MICROSOFT EXCEL 2003 – INTRO PART 1

Excel is an electronic spreadsheet. An electronic spreadsheet is software that uses a
computer to perform numeric calculations rapidly and accurately. An electronic
spreadsheet is also referred to as a workbook containing worksheets. The workbook is
the document or file that you produce when you use Excel.
The Excel 2003 Window
The Worksheet Window: This area of the window contains a grid of columns and rows.
Columns are labeled alphabetically (A, B, C, etc.) and rows are labeled numerically (1,
2, 3, etc.) The intersection of a column and row is referred to as a cell.
The Active Cell: The dark rectangle highlights the cell you are working in (or the active
cell). To move the cell pointer click any other cell with the mouse or use the arrow keys
on the keyboard.
Title Bar: Displays the program name and filename of the open file. The title bar also
contains a control menu box, the resizing buttons, and the Close Program (X) button.
Menu Bar: Contains menus from which you can choose Excel commands.
Toolbars: Contain buttons that provide shortcuts for the most frequently used Excel
commands.
Name Box: Displays the active cell address.
Formula Bar: Allows you to enter or edit data in the selected cell.
Sheet Tabs and Scrolling Buttons: Located below the worksheet grid, the sheet tabs
allow you to keep your work in collections called workbooks. Each workbook contains 3
worksheets by default. Sheet tab scrolling buttons help you move from one sheet to
another. (The default for the number of worksheets can be changed at Tools, Options,
General Tab, and Number of Sheets in New Workbook)
Status Bar: Located at the bottom of the Excel window, it provides a brief description of
the active command or task in progress. Also, gives status of important keys such as
Caps Lock and Num Lock.
ToolTips: Check out the buttons in Excel by pointing with the mouse to get a brief
description. (Hold mouse over button until description appears.)
Creating an Excel Worksheet
Planning a worksheet:
Determine the purpose of the worksheet and decide on a meaningful title.
Determine the desired results or output you want your worksheet to produce.
Collect the information (input) that will produce the results that you want to see.
Determine the formulas or calculations necessary to achieve the desired results.
It may be helpful to sketch on paper how you want your worksheet to look.
Worksheet Project:
Review the following data. Then, follow the step-by-step instructions starting on
Page 4 to calculate the projected amount to be spent on student payroll for next
year.
Data:
4 Students - Student A, Student B, Student C, and Student D
Projected Payroll Data is as follows:
Student A: Will work 10 hours per week.

Can work Fall and Spring semesters – 32 weeks.
Will earn $6.10 per hour.
Student B: Will work 12 1/2 hours per week.

Can work Fall semester only – 16 weeks.
Student C: Will work 10 hours per week.

Can work Fall, Spring and Summer – 40 weeks.
Student D: Will work 15 hours per week.

Can work Fall and Spring semesters – 32 weeks.
Step-by-Step Instructions:
Entering Data - Labels

1. In Cell A1 type Projected Student Payroll Expenses for Next Year and press Enter.
Notice that the title spreads across several columns. If a label does not fit in a cell,
the remaining characters will be displayed in the adjacent cell as long as the
adjacent cell is empty.
2. In Cell B2 type Hourly Rate and press the right arrow key.
3. In Cell C2 type Hours per Week and press the right arrow key. The title is too long
for the cell but it will spread over to D2.
4. In Cell D2 type Weekly Earnings and press Enter. The entire content of C2 is no
longer displayed but the actual contents of the cell have not changed. Click on C2
and look in the formula bar to see the actual contents of a cell.
Sizing Columns
If you position the cursor on the grey line between the column labels (not in the
worksheet window area), the cursor will change (see example below). When you have
the mouse positioned properly, click and hold down the left mouse button while
dragging the line to the right to change the column size.
1. Use the method above to make Columns B, C and D wider at this time.
Entering More Data - Labels

1. Click in Cell A3 and type Student A, then press Enter
2. In cell A4, type Student B and press Enter

3. In cell A5, type Student C and press Enter
4. In cell A6, type Student D and press Enter
Entering Data – Values

The following steps will enter the projected numbers for Hourly Rate and Hours per
Week and then calculate Weekly Earnings for each Student. Be sure to enter the
values exactly as shown below. Do not enter spaces when typing numeric values.
1. Click in Cell B3
2. Type 6.10 and press Enter. (Notice the location of the cell pointer.)
3. In cell B4, type 6.25 and press Enter.
(Notice how the numbers display. We will format them later in this exercise.)
6. Click in Cell C3
7. Type 10 and press Enter.
8. In cell C4, type 12.5 and press Enter.
9. In cell C5, type 10 and press Enter.
10. In cell C6, type 15 and press Enter.
Entering Formulas: A formula is a set of instructions that you enter in a cell to perform
numeric calculations (adding, multiplying, averaging, etc.); for example, =A1+B1 or
=C2*C3. Formulas always start with an equal sign.
1. Click in Cell D3 (You will use an equal sign = and an asterisk * to perform
multiplication.)
2. Type =B3*C3 and press Enter.
3. In cell D4, type =B4*C4 and press Enter.
Formatting Data
Formatting allows you to change the appearance of your data in the worksheet. Follow
the steps below to change some of the numeric figures into dollar amounts, and apply
style changes to your text characters.
1. Select a range of cells. Click on B3. While holding down the left mouse button,
drag to B6.
2. Click the Increase Decimal button once. (All numbers in the range will
now display two decimal places.
3. Click the Currency Style button once. (To add a dollar sign.) Try
formatting the numbers in Column D, Range D3 through D6 in the same manner.
4. Select the range of cells A3 through A6. (Click A3 and drag to A6.)
5. Click on the Bold button.

6. Resize Column A to fit the student labels by clicking and dragging the gray line
between Columns A and B.
7. Click on Cell A1
8. Click Format on the Menu Bar.
9. Choose Cells…
10. Click on the Font tab.
11. In Font Style choose Bold Italic, Select 14 in the size box. Notice the Preview area
will show you what your choices look like.
12. Click OK.
13. Select the range of cells B2 to D2.
14. Click the Center button on the Formatting tool bar.
15. With the same range selected, click the Underline button.
Inserting Rows (and Columns)

1. Click on Cell A2
2. Click Insert on the Menu Bar.
3. Click Rows. A row will be inserted and data will be moved down automatically.
(Columns can be added in a similar manner.)
Your worksheet should now look similar to the following example:
Saving and Naming a Worksheet:

1. Click File
2. Click Save As. -OR- Instead of Steps 1 and 2, click on the Save button.
3. Select the correct location for the file to be saved. Always check the Drive and
Folder locations so you can locate your file later.
4. Give your worksheet the name Student Payroll Projections.
5. Click Save. The filename should now appear in the Title Bar.
Previewing a Worksheet:
1. Click File
2. Click Print Preview. -OR- Click on the Print Preview button.
Please do not print at this time.
3. Click Close to return to the worksheet.
The following steps will have you close the worksheet file and then open it again for
editing purposes.
To Close a Worksheet File:

1. Click File.
2. Click Close.
To Open a Worksheet File:

1. Click File.
2. Click Open. -OR- Skip steps 1 and 2 and click the Open button.
3. Verify that you are looking in the correct drive and folder. Select the file named
Student Payroll Projections. Click Open.
Enter Formulas:
1. Select the cell in which you want to enter the formula. In this case, click on Cell
D8.
2. Type an equal sign (=) to activate the formula bar.
3. Type the formula exactly as shown below, using the cell addresses (NOT the actual
numbers) =D4+D5+D6+D7 and then press Enter
4. The results of the formula ($294.13) will appear in the cell if you have typed it
correctly.
5. Click Cell D8 and press the Delete key on the keyboard. The next steps show you
a quicker way to add cells together.
A shorter method of adding cells together is available with the AutoSum Button.
The AutoSum button automatically invokes the SUM function and suggests the
range of cells to be added.
To use the AutoSum button:

1. Select a cell below or to the right of the range of numbers you want to add. In this
case, click Cell D8.
2. Click the AutoSum button on the Standard toolbar. The AutoSum feature will
suggest the range of cells to add and surround it with a moving dotted line. (If Excel
suggests an incorrect range, click and drag to select the range you want, and press
ENTER to accept the completed formula.)
3. Press Enter.
Enter Data
1. Click Cell E3 and type # of Weeks and press Enter.
2. Type 32 in cell E4 and press Enter.
Entering a Formula and using Copy:

1. Click Cell F3 and type Projected Total.
2. Click Cell F4, type =D4*E4 and press Enter.
3. Click on Cell F4 again.
4. Select Edit on the Menu Bar and then click on Copy. -OR- Click the Copy button.
5. Click Cell F5 and click on the Paste button.
6. Click Cell F6. Click on the Paste button again. Click Cell F7. Click Paste to paste
the formula in cell F7. The copy function will copy the formula and adjust the cell
references for the new location.
Change the contents of Cell E6 to 400. Note that cell F6 may now be filled with #####.
This notation indicates that the Column Width is not large enough to display the
number. To display the full number, you would have to resize the column.
Click Undo.
Delete a Range of Cells:

1. Select the Range F5 through F7
2. Press Delete. (You can also use Edit, then Delete on the Menu Bar.)
Copy the sum formula using a different method.

To copy by dragging the fill handle:
Fill Handle
1. Select the cell containing the data you want to copy. (Click Cell F4.)
2. Point to the fill handle. (See above.)
3. When you see a +, click and drag the fill handle to F7.
4. Release the mouse button. (Note that any existing values or formulas in the cells
you fill (or copy to) will be replaced.)
5. To de-select the range, click any other cell in the worksheet.
Editing Data:
There are several ways to edit the contents of a cell in Excel:
1. Click on the Cell you wish to edit, then click in the formula bar and edit the contents.
-OR-
2. Double click on the Cell you wish to change and edit the contents.
-OR-
3. Click on the Cell you wish to Edit and press F2.
-OR-
4. Retype the contents and press Enter.
Adding a Header and/or Footer to your Worksheet

1. Click File
2. Click Page Setup
3. Choose the Header/Footer tab
4. You can choose from a drop down box of preset Headers and Footers or, you can
create custom Headers and Footers.
5. From the Footer drop down menu, choose Page 1 as the Footer. Click OK.
Finishing Touches:
Task: to change all cells in Row 3 from plain text to bolded text.
1. Select the Range you wish to change by clicking on B3 and dragging to F3.
2. Click the Bold button on the formatting toolbar.
3. Resize columns as necessary.
Preview and Print (It is not necessary to print in class but you may if you wish.)
1. Click on the Print Preview button
2. If all looks good, click on the Print button
3. A Print window will be displayed, click OK.
Other ways of printing:

1. Click the Print button. (This is a ‘quick’ print - you will not have to click OK at the
Print Window.)
2. Click on File, choose Print, and then click OK on the Print Window.
Your finished worksheet should look similar to what’s shown below.
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MICROSOFT EXCEL 2003 – INTRO PART 1

The Excel 2003 Window

Name Box: Displays the active cell address.

Creating an Excel Worksheet

Projected Payroll Data is as follows:

Student A: Will work 10 hours per week.

Student B: Will work 12 1/2 hours per week.

Student C: Will work 10 hours per week.

Student D: Will work 15 hours per week.

Entering Data - Labels

Entering More Data - Labels

2. In cell A4, type Student B and press Enter

Entering Data – Values

5. Click on the Bold button.

14. Click the Center button on the Formatting tool bar.

Inserting Rows (and Columns)

Your worksheet should now look similar to the following example:

Saving and Naming a Worksheet:

To Close a Worksheet File:

To Open a Worksheet File:

To use the AutoSum button:

Entering a Formula and using Copy:

Delete a Range of Cells:

Copy the sum formula using a different method.

Adding a Header and/or Footer to your Worksheet

Other ways of printing:

Your finished worksheet should look similar to what’s shown below.

For useful Documents

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