UTS Computer Training

Working Smart in Microsoft Excel 2003

Table of Contents

General Layout Rules...........................................................................1

One row of headings...................................................................................1
One group of data per worksheet..................................................................1
No blank rows............................................................................................1
No blank columns.......................................................................................2

Navigation.........................................................................................2
Keyboard shortcuts.....................................................................................2
Freeze panes.............................................................................................2

Data Entry.........................................................................................3
Data entry tools.........................................................................................3
Automatic decimal place entry......................................................................3
AutoFill.....................................................................................................4

Formulas...........................................................................................5
Formula basics...........................................................................................5
Creating formulas.......................................................................................5
Error Messages—What do they mean?...........................................................6
Formula SmartTags....................................................................................6
Absolute and relative cell references.............................................................6

Formatting.........................................................................................7
Formatting shortcuts...................................................................................7
Drag and Drop to copy or move....................................................................7
AutoFormat...............................................................................................8
Standard Headers and Footers.....................................................................8
Custom Headers and Footers........................................................................8
Page Break Preview....................................................................................8
Floating menus..........................................................................................9
Center Text Across Multiple Cells..................................................................9
Sort..........................................................................................................9
Separate data in cell.................................................................................10

March 2005
 UTS Computer Training
Working Smart in Microsoft Excel 2003

General Layout Rules

One row of headings To wrap words within a cell:
Select the cells that contain column headings.
From the Format menu, choose Cells and click the
Alignment tab. Mark the Wrap text check box and click
OK.
One group of data per To add a new worksheet:
worksheet 1. Right-click the worksheet tab that you want to insert a
new page in front of.
Excel can automate many 2. From the shortcut menu, choose Insert…Blank
functions if only one solid, Worksheet. Click OK.
no-blank-row and no-blank-
column block of data is on
To rename a worksheet:
each worksheet (page).
1. Double-click the worksheet tab and type a new tab title.
2. Click anywhere on you worksheet to un-select the
worksheet title.

To move a worksheet:
1. Drag the worksheet tab to the desired location.

To copy a worksheet:
1. While holding Ctrl, drag the worksheet tab to its new
location. Be sure to let go of the mouse before letting
go of Ctrl.

To delete a worksheet:
1. Right-click the tab of the sheet you want to remove.
2. Choose Delete.

No blank rows To add additional space between rows:

1. Select the rows you want to add space between.
Blank rows in a worksheet 2. Position your cursor below the row number of one of the
are used to define separate select rows.
lists. 3. Drag the up-down arrow cursor down to make
the row taller.

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 UTS Computer Training
Working Smart in Microsoft Excel 2003

No blank columns To adjust column width:

1. AutoFit the column width to the widest entry by double-
Blank columns in a clicking the boundary of the right side of the column
worksheet are used to define heading
separate lists. OR
1. Use your mouse to drag the boundary of the right side
of the column heading.
2. To Indent text within a cell:
3. Select the cells to indent.

4. Click the Indent button on the toolbar.

Un-indent text with the un-indent button

Navigation
Keyboard shortcuts  Go to Cell A1 = Ctrl + Home
 Go to last used cell in worksheet = Ctrl+End
 Zoom = Ctrl+Scroll Wheel up or down
 Next or Previous Worksheet = Ctrl+Page Up or Ctrl+
Page Down

Freeze panes 1. Select the rows/columns to lock in place.

 To lock rows, select the row below where you
To keep row and column want the split to appear.
labels or other data visible  To lock columns, select the column to the right of
as you scroll through a where you want the split to appear.
sheet, you can "freeze" the  To lock both rows and columns, click the cell
top rows and/or left below and to the right of where you want the split to
columns. The frozen rows appear.
and columns don't scroll but
2. On the Window menu, click Freeze Panes.
remain visible as you move
through the rest of the To unlock rows, click Unfreeze Panes on the Window
worksheet. menu.

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 UTS Computer Training
Working Smart in Microsoft Excel 2003

Data Entry
Data entry tools  Enter after entering data moves the active cell
down.
(To change the Enter direction, choose Tools/Options/
Edit tab. Choose the desired direction from the Direction
▼ box. And click OK.)
 Press Tab after entering data to move to one cell to
the right.
 Fill a range of cells with the same data = Select
Cells, Type data, press Ctrl + Enter
 Force a line break within a cell = Alt + Enter
 Enter numbers as fractions = 0 + Space + fraction,
Enter
 Fill empty cells within a selected range with contents
of first cell = Ctrl + R (Right) and Ctrl D (Down)
 AutoComplete fills data from an adjacent list

Automatic decimal place To set automatic decimal places:

entry 1. From the Tools menu, choose Options and click Edit.
2. Mark the Fixed decimal check box and click OK.
Excel will enter a decimal
place in a fixed location so
they do not have to be
typed.

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 UTS Computer Training
Working Smart in Microsoft Excel 2003

AutoFill AutoFill Formulas

1. Create the desired formula for the first record.
2. Click and drag with the AutoFill handle to copy the
formula to remaining columns/rows.

AutoFill Series
1, 2, 3 4, 5, 6,...
9:00 10:00, 11:00, 12:00,...
Mon Tue, Wed, Thu,...
Monday Tuesday, Wednesday, Thursday,...
Jan Feb, Mar, Apr,...
Jan, Apr Jul, Oct, Jan,...
Jan-99, Apr-99 Jul-99, Oct-99, Jan-00,...
15-Jan, 15-Apr 15-Jul, 15-Oct,...
1999, 2000 2001, 2002, 2003,...
1-Jan, 1-Mar 1-May, 1-Jul, 1-Sep,...
Qtr3 (or Q3 or Qtr4, Qtr1, Qtr2,...
Quarter3)
text1, textA text2, textA, text3, textA,...
1st Period 2nd Period, 3rd Period,...
Product 1 Product 2, Product 3,...

AutoFill Patterns
2, 4, 6, 8, 10, 12, 14
9:00, 11:00 1:00, 3:00
Mon, Wed, Fri, Sun, Tue
Jan, Apr Jul, Oct

Automatic AutoFill
1. Create the desired formula for the first record.
2. Double-click the AutoFill handle to copy the formula to
remaining columns/rows with adjacent data.

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 UTS Computer Training
Working Smart in Microsoft Excel 2003

Formulas
Formula basics  All formulas begin with =
 NEVER enter numbers into formulas—use cell
addresses ONLY
 Excel performs multiplication and division
calculations before addition and subtraction in a formula
To change this order of evaluation, enclose in
parentheses the part of the formula to be calculated
first. EXAMPLE: 5+2*3=11; (5+2)*3=21
Creating formulas 1. Click in the cell you want the formula result to appear in
2. Type =
3. Click on the first number to be used in the formula
4. Type the operator (+ - / *) for the formula
5. Click the next number to be used in the formula
6. Press Enter.
AutoSum for a single row or 1. To add a total to a column or row
column total 2. Click in the cell you want the formula result to appear in

3. Click the AutoSum button . Excel puts a marquis

Inserts an addition formula in
around the cells it thinks you want to total.
the active cell
4. If the selected range is correct, press Enter
5. If the selected range is incorrect, drag across the
correct range and press Enter.

AutoSum for a group of row 1. To create totals for multiples columns and/or rows
and/or column totals 2. Select the data you want to total plus a blank row or
column where the totals will appear.

3. Click the AutoSum tool . Excel will insert totals into

the blank cells automatically.
Note: The AutoSum button can now insert any formula. Click the down arrow to the right
of the AutoSum button to choose additional functions.

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 UTS Computer Training
Working Smart in Microsoft Excel 2003

Error Messages—What do #### Column too narrow to display data

they mean? #DIV/0! Formula divides by 0
#N/A Refers to a value that isn’t available
#NULL! Refers to cells in a function or formula that do
not intersect
#NUM! Formula or function refers to the wrong type of
number
#REF! Formula or function refers to an invalid cell
#VALUE! Formula or function is calculating non-numeric
data

When a formula displays an error code, from the Tools

menu choose Error Checking… to view a detailed
explanation.

Formula SmartTags Click the green triangle in the upper left of a cell to view
the details of the formula error.
Alerts to inconsistent
formulas. Adjusts sum formula
to include adjacent cells.
Appears as green triangle in
upper left of cell.

Absolute and relative cell

references
A relative cell reference in a formula, such as A1, is based on the relative position of the cell
that contains the formula and the cell the reference refers to. If the position of the cell that
contains the formula changes, the reference is changed.
An absolute cell reference in a formula, such as $A$1, always refer to a cell in a specific
location. If the position of the cell that contains the formula changes, the absolute reference
remains the same. If you copy the formula across rows or down columns, the absolute
reference does not adjust.
By default, cell references in formulas are relative!
The dollar sign in front of a row and/or column reference makes that reference absolute.
The F4 key toggles through the absolute cell reference options.
To change cell references from relative to absolute:
Double-click the cell with the formula you want to edit.
Select the cell reference you want to change.
Press F4 until the $ is in the desired position(s).

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 UTS Computer Training
Working Smart in Microsoft Excel 2003

Formatting
Formatting shortcuts  Select a row = Click on Row Number or Shift +
Spacebar from any cell in the row
 Select a column = Click on Column Letter or
Ctrl+Spacebar from any cell in the column
 Select entire worksheet = click outside of data and
Ctrl+A
 Select data = Ctrl+Shift+*
 Select a word in a cell = double click to edit cell, then
double click word

 Access the Format…Cells menu = Ctrl + 1

 Currency format = Ctrl + Shift + $
 Comma Format = Ctrl + Shift + !
 Date Format = Ctrl + Shift + #
 Percentage Format = Ctrl + Shift + %
 Apply formats when typing- 20% = .2
 Strikethrough = Ctrl + 5

 Cut = Ctrl + X
 Copy = Ctrl + C
 Paste = Ctrl + V
 Cancel Copy Marquee = Esc

 Add or remove Bold = Ctrl + B

 Add or remove underline = Ctrl + U
 Add or remove italics = Ctrl + I

 Double Underline = Shift +

Drag and Drop to copy or 1. Select the cells or range of cells that you want to move
move or copy.
2. Do one of the following:
By default, drag-and-drop  To move a cell or range of cells, point to the
editing is turned on so that border of the selection. When the pointer becomes a
you can use the mouse to
move and copy cells. move pointer , drag the cell or range of cells to
another location.
 To copy a cell or range of cells, hold down CTRL
while you point to the border of the selection. When

the pointer becomes a copy pointer , drag the cell

or range of cells to another location
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 UTS Computer Training
Working Smart in Microsoft Excel 2003

AutoFormat 1. Click in the range you want to format.

2. From the Format menu, choose AutoFormat.
A built-in collection of cell 3. Do one of the following:
formats (such as font size, Apply an AutoFormat—Click the format you want.
patterns, and alignment) that
Remove an AutoFormat—At the bottom of the list, click
you can apply to a range of
the format above None.
data. Excel determines the
levels of summary and detail
in the selected range and
applies the formats
accordingly.)
Standard Headers and 1. Click anywhere in the worksheet.
Footers 2. On the View menu, click Header and Footer.
3. In the Header or Footer box, click the header or footer
you want.

Custom Headers and 1. Click the worksheet.

Footers 2. On the View menu, click Header and Footer.
You can have only one custom 3. To base a custom header or footer on an existing
header and one custom footer header or footer, click the header or footer in the
on each worksheet. If you Header or Footer box.
create a new custom header
4. Click Custom Header or Custom Footer.
or footer, it replaces any other
custom header or footer on 5. Click in the Left section, Center section, or Right
the worksheet. section box, and then click the buttons to insert the
header or footer information you want in that section.
6. Do one or more of the following:
 To enter additional text for the header or footer,
enter the text in the Left section, Center section,
or Right section box.
 To start a new line in one of the section boxes,
press ENTER.
 To delete a section of a header or footer, select
the section that you want to delete in the section
box, and then press BACKSPACE.

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 UTS Computer Training
Working Smart in Microsoft Excel 2003

Page Break Preview 1. From the View menu choose Page Break Preview.
2. Dotted lines indicate automatic page breaks.
Worksheet view that displays 3. Drag automatic page breaks up to set a manual page
the areas to be printed and break.
the locations of page breaks. 4. To return to the normal view, from the View menu
The area to be printed is again, choose Page Break Preview.
displayed in white, automatic
page breaks appear as dashed
lines, and manual page breaks
appear as solid lines.
Floating menus All Floating menus have a drop down arrow to the right of
the related toolbar button
Tools that may require
multiple applications can float To display a floating menu:
on the worksheet. 1. Click the tool’s down arrow
2. Point to the dotted bar at the top of the drop down box
and drag the menu onto the screen.

Center Text Across Multiple 1. Copy the data you want to display in a merged cell into
Cells the upper-leftmost cell of the range of adjacent cells
you want to merge.
2. Select the cells you want to merge.
When you merge two or more
adjacent cells, the contents of 3. Click Merge and Center on the Formatting
one cell is spread over the toolbar, which will merge cells in a row or column and
other cells center the cell contents.

4. To change the text alignment in the merged cell, click

Align Left or Align Right on the Formatting
toolbar.

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 UTS Computer Training
Working Smart in Microsoft Excel 2003

Sort To sort by one field:

1. Click a cell in the column you would like to sort by.

2. Click Sort Ascending or Sort Descending .

When sorting by multiple fields, for best results, the range
you sort should have column labels.
3. Click a cell in the range you want to sort.
4. On the Data menu, click Sort.
5. In the Sort by and Then by boxes, click the columns you
want to sort, starting with the most important.
6. Select any other sort options you want, and then click
OK.
Separate data in cell 1. Select the cell, range of cells, or an entire column that
contains the text values you want to divide across other
cells. A range can be any number of rows tall, but no
Divides the contents of more than one column wide.
unmerged cells and display it
across other cells. Important  There must be one or more blank columns
to the right of the selected column or the data to the
right of the selected column will be overwritten.
2. On the Data menu, click Text to Columns.
3. Follow the instructions in the Convert Text to Columns
Wizard to specify how you want to divide the text into
columns.

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