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Microsoft Office XP
Microsoft Excel Tutorial
Excel 2003/2002
Lesson 1: Entering Text and Numbers

The Microsoft Excel Window

Moving Quickly Around the Microsoft Excel Worksheet
Selecting Cells
Entering Data
Editing a Cell
Changing a Cell Entry
Wrapping Text
Deleting a Cell Entry
Entering Numbers as Labels or Values
Smart Tags
Saving a File
Closing Microsoft Excel

Lesson 2: Formatting Text and Performing Mathematical

Calculations

Choosing a Default Font

Adjusting the Standard Column Width
Cell Alignment
Adding Bold, Underline, and Italic
Changing the Font, Font Size, and Font Color
Working with Long Text
Changing a Single Column Width
Moving to a New Worksheet
Setting the Enter Key Direction
Making Numeric Entries
Performing Mathematical Calculations
The AutoSum Icon
Automatic Calculation
Formatting Numbers
More Advanced Mathematical Calculations
Cell Addressing
Deleting Columns

Deleting Rows
Inserting Columns
Inserting Rows
Creating Borders
Merge and Center
Adding Background Color
Using Auto Format
Saving Your File
Closing Microsoft Excel

Lesson 3: Numbers and Mathematical Calculations

Reference Operators
Functions
Typing a Function
Calculating an Average
Calculating Min
Calculating Max
Calculating Count
Filling Cells Automatically
Printing
Print Preview
Saving Your File
Closing Microsoft Excel

Lesson 4: Creating Charts

Creating a Column Chart

Changing the Size and Position of a Chart
Modify Your Chart
Saving Your File
Closing Microsoft Excel

Microsoft Excel: Excel XP Excel

2003/2002
Our Microsoft Excel XP 2003/2002 tutorial provides the help you need to develop your
Microsoft Excel XP 2003/2002 skills. It covers entering data, formatting, cell
alignment, fonts, mathematical calculations, functions, and much more.

Previous Page

Table of Contents

Next Page

Lesson 1: Entering Text and Numbers

The Microsoft Excel Window
This tutorial teaches Microsoft Excel basics. Although knowledge of how to
navigate in a Windows environment is helpful, this tutorial was created for the
computer novice. To begin, open Microsoft Excel. Then, if necessary, click the
the upper right corner of the task pane to close the task pane.

The screen shown here will appear.

in

The Title Bar

This lesson will familiarize you with the Microsoft Excel screen. You will start with
the Title bar, which is located at the very top of the screen. On the Title bar,
Microsoft Excel displays the name of the workbook you are currently using. At the
top of your screen, you should see "Microsoft Excel - Book1" or a similar name.
The Menu Bar

The Menu bar is directly below the Title bar. The menu begins with the word File
and continues with Edit, View, Insert, Format, Tools, Data, Window, and Help. You
use a menu to give instructions to the software. Point with your mouse to a menu
option and click the left mouse button. A drop-down menu opens. You can now use
the left and right arrow keys on your keyboard to move left and right across the
Menu bar. You can use the up and down arrow keys to move up and down the dropdown menu. To choose an option, highlight the item on the drop-down menu and
press Enter. An ellipse after a menu item signifies additional options; if you choose
that option, a dialog box opens.
Do the following exercise, which demonstrates using the Microsoft Excel menu bar.
1.
2.
3.
4.
5.

Point to the word File, which is located on the Menu bar.

Click your left mouse button.
Press the right arrow key until Help is highlighted.
Press the left arrow key until Format is highlighted.
Press the down arrow key until Style is highlighted. Press the up arrow key
until Cells is highlighted.
6. Press Enter to choose the Cells menu option.
7. Point to Cancel and click the left mouse button to close the dialog box.
When using Microsoft Excel, you can set an option to tell Microsoft Excel to always
show full menus or to show only the most frequently and recently used options. All
the lessons in this tutorial assume you have your menus set to Always Show Full
Menus. To set your menu to display full menus:
1.
2.
3.
4.
5.
6.

Point to the word Tools, which is located on the menu bar.

Click your left mouse button.
Press the down arrow until customize is highlighted.
Press Enter.
Choose the Options Tab by clicking on it.
If Always Show Full Menus does not have a check mark in it, click in the

Always Show Full Menus box.

7. Click Close to close the dialog box.
Toolbars
The Standard Toolbar

The Formatting Toolbar

Toolbars provide shortcuts to menu commands. Toolbars are generally located just
below the Menu bar. Before proceeding with this lesson, make sure the toolbars you
will use -- Standard and Formatting -- are available. Follow the steps outlined here:
1.
2.
3.
4.
5.

6.
7.
8.

9.

Point to View, which is located on the Menu bar.

Click the left mouse button.
Press the down arrow key until Toolbars is highlighted.
Press the right arrow key.
Both Standard and Formatting should have a check mark next to them. If
both have a check mark next to them, press Esc two times to close the menu.
If either does not have a check mark, press the down arrow key until
Customize is highlighted.
Press Enter. The Customize dialog box opens.
Choose the Toolbars tab.
Point to the box or boxes next to the unchecked word or words, Standard
and/or Formatting, and click the left mouse button. A check mark should
appear. Note: You turn the check mark on and off by clicking the left mouse
button.
Point to Close and click the left mouse button to close the dialog box.

Worksheets

Microsoft Excel consists of worksheets. Each worksheet contains columns and rows.
The columns are lettered A to IV; the rows are numbered 1 to 65536. The
combination of a column coordinate and a row coordinate make up a cell address.
For example, the cell located in the upper left corner of the worksheet is cell A1,
meaning column A, row 1. Cell E10 is located under column E on row 10. You enter
your data into the cells on the worksheet.
The Formula Bar
Formula Bar

If the Formula bar is turned on, the cell address displays in the Name box on the left
side of the Formula bar. Cell entries display on the right side of the Formula bar.
Before proceeding, make sure the Formula bar is turned on.
1. Point to View, which is located on the Menu bar.
2. Click the left mouse button. A drop-down menu opens. On the drop-down
menu, if Formula Bar has a check mark next to it, the Formula bar is turned
on. Press the Esc key to close the drop-down menu.
3. If Formula Bar does not have a check mark next to it, press the down arrow
key until Formula Bar is highlighted; then press Enter. The Formula bar
should now appear below the toolbars.
4. Note that the current cell address displays on the left side of the Formula bar.

The Status Bar

Status Bar

If the Status bar is turned on, it appears at the very bottom of the screen. Before
proceeding, make sure the Status bar is turned on.
1. Point to View, which is located on the Menu bar.
2. Click the left mouse button. A drop-down menu opens.
3. On the drop-down menu, if Status Bar has a check mark next to it, it is turned
on. Press the Esc key to close the drop-down menu.
4. If Status Bar does not have a check mark next to it, press the down arrow key
until Status Bar is highlighted; then press Enter. The Status bar should now
appear at the bottom of the screen.
Notice the word "Ready" on the Status bar at the lower left side of the screen. The
word "Ready" tells you that Excel is in the Ready mode and awaiting your next
command. Other indicators appear on the Status bar in the lower right corner of the
screen. Here are some examples:
The Num Lock key is a toggle key. Pressing it turns the numeric keypad on and off.
You can use the numeric keypad to enter numbers as if you were using a calculator.
The letters "NUM" on the Status bar in the lower right corner of the screen indicate
that the numeric keypad is on.

Press the Num Lock key several times and note how the indicator located on
the Status bar changes.

The Caps Lock key is also a toggle key. Pressing it turns the caps function on and
off. When the caps function is on, your entry appears in capital letters.

Press the Cap Lock key several times and note how the indicator located on
the Status bar changes.

Other functions that appear on the Status bar are Scroll Lock and End. Scroll Lock
and End are also toggle keys. Pressing the key toggles the function between on and
off. Scroll Lock causes the movement keys to move the window without moving the
cell pointer. End lets you jump around the screen. We will discuss both of these later
in more detail.
Make sure the Scroll Lock and End indicators are off and complete the following
exercises.

The Down Arrow Key

You can use the down arrow key to move downward one cell at a time.
1. Press the down arrow key several times.
2. Note that the cursor moves downward one cell at a time.
The Up Arrow Key
You can use the Up Arrow key to move upward one cell at a time.
1. Press the up arrow key several times.
2. Note that the cursor moves upward one cell at a time.
The Tab Key
You can use the Tab key to move across the page to the right, one cell at a time.
1. Move to cell A1.
2. Press the Tab key several times.
3. Note that the cursor moves to the right one cell at a time.
The Shift+Tab Keys
You can hold down the Shift key and then press the Tab key to move to the left, one
cell at a time.
1. Hold down the Shift-key and then press Tab.
2. Note that the cursor moves to the left one cell at a time.
The Right and Left Arrow Keys
You can use the right and left arrow keys to move right or left one cell at a time.
1.
2.
3.
4.

Press the right arrow key several times.

Note that the cursor moves to the right.
Press the left arrow key several times.
Note that the cursor moves to the left.

Page Up and Page Down

The Page Up and Page Down keys move the cursor up and down one page at a time.
1. Press the Page Down key.
2. Note that the cursor moves down one page.

3. Press the Page Up key.

4. Note that the cursor moves up one page.
The End Key
The Status Bar
The End key, used in conjunction with the arrow keys, causes the cursor to move to
the far end of the spreadsheet in the direction of the arrow.
1. Press the End key.
2. Note that "END" appears on the Status bar in the lower right corner of the
screen.
3. Press the right arrow key.
4. Note that the cursor moves to the farthest right area of the screen.
5. Press the END key again.
6. Press the down arrow key. Note that the cursor moves to the bottom of the
screen.
7. Press the End key again.
8. Press the left arrow key. Note that the cursor moves to the farthest left area of
the screen.
9. Press the End key again.
10. Press the up arrow key. Note that the cursor moves to the top of the screen.
Note: If you have entered data into the worksheet, the End key moves you to the end
of the data area.
The Home Key
The Home key, used in conjunction with the End key, moves you to cell A1 -- or to
the beginning of the data area if you have entered data.
1.
2.
3.
4.
5.

Move the cursor to column J.

Stay in column J and move the cursor to row 20.
Press the End key.
Press Home.
You should now be in cell A1.

Moving Quickly Around the Worksheet

The following are shortcuts for moving quickly from one cell to a cell in a different
part of the worksheet.
Go to -- F5

The F5 function key is the "Go To" key. If you press the F5 key while in the Ready
mode, you are prompted for the cell to which you wish to go. Enter the cell address,
and the cursor jumps to that cell.
1. Press F5. The Go To dialog box opens.
2. Type J3.
3. Press Enter. The cursor should move to cell J3.
Go to -- Ctrl-G
You can also use Ctrl-G to go to a specific cell.
1. Hold down the Ctrl key while you press "g" (Ctrl-g). The Go To dialog box
opens.
2. Type C4.
3. Press Enter. You should now be in cell C4.
Name Box
You can also use the Name box to go to a specific cell.

1. Type D10 in the Name box

2. Press Enter. You should now be in cell D10.
Scroll Lock

The Status Bar

Scroll Lock moves the window, but not the cell pointer.
1. Press the Page Down key.
2. Press Scroll Lock. Note "SCRL" appears on the Status bar in the lower right
corner of the screen.
3. Press the up arrow key several times. Note that the cursor stays in the same
position and the window moves upward.
4. Press the down arrow key several times. Note that the cursor stays in the
same position and the window moves downward.
5. Press Scroll Lock to turn the Scroll Lock function off.
6. Hold down the Ctrl key and press Home to move to cell A1.
Selecting Cells

If you wish to perform a function on a group of cells, you must first select those cells
by highlighting them. To highlight cells A1 to E1:
1. Place the cursor in cell A1.
2. Press the F8 key. This anchors the cursor.
3. Note that "EXT" appears on the Status bar in the lower right corner of the
screen. You are in the Extend mode.
4. Click in cell E7. Cells A1 to E7 should now be highlighted.

5. Press Esc and click anywhere on the worksheet to clear the highlighting.
Alternative Method: Selecting Cells by Dragging
You can also highlight an area by holding down the left mouse button and dragging
the mouse over the area. In addition, you can select noncontiguous areas of the
worksheet by doing the following:
1. Place the cursor in cell A1.
2. Hold down the Ctrl key. Do not release it until you are told. Holding down
the Ctrl key enables you to select noncontiguous areas of the worksheet.
3. Press the left mouse button.
4. While holding down the left mouse button, use the mouse to move from cell
A1 to E7.
5. Continue to hold down the Ctrl key, but release the left mouse button.
6. Using the mouse, place the cursor in cell G8.
7. Press the left mouse button.
8. While holding down the left mouse button, move to cell I17. Release the left
mouse button.
9. Release the Ctrl key. Cells A1 to E7 and cells G8 to I17 are highlighted.
10. Press Esc and click anywhere on the worksheet to remove the highlighting.
Entering Data
In this lesson, you are going to learn how to enter data into your worksheet. First,
you place the cursor in the cell in which you would like to enter data. Then you type
the data and press Enter.
1. Place the cursor in cell A1.
2. Type John Jordan.
3. The Backspace key erases one character at a time. Erase "Jordan" by pressing
the backspace key until Jordan is erased.
4. Press Enter. The name "John" should appear in cell A1.

Editing a Cell
After you enter data into a cell, you can edit it by pressing F2 while you are in the
cell you wish to edit.
1.
2.
3.
4.
5.
6.

Move the cursor to cell A1.

Press F2.
Change "John" to "Jones."
Use the backspace key to delete the "n" and the "h."
Type nes.
Press Enter.

Alternate Method: Editing a Cell by Using the Formula Bar

You can also edit the cell by using the Formula bar. You can change "Jones" to
"Joker" as follows:
1. Move the cursor to cell A1.
2. Click in the formula area of the Formula bar.

3. Use the backspace key to erase the "s," "e," and "n."
4. Type ker.
5. Press Enter.

Alternate Method: Editing a Cell by Double-Clicking in the Cell

You can change "Joker" to "Johnson" as follows:
1.
2.
3.
4.
5.
6.

Move the cursor to cell A1.

Double-click in cell A1.
Press the End key. Your cursor is now at the end of your text.
Use the backspace to erase "r," "e," and "k."
Type hnson.
Press Enter.

Changing a Cell Entry

Typing in a cell while you are in the Ready mode replaces the old cell entry with the
new information you type.
1. Move the cursor to cell A1.
2. Type Cathy.
3. Press Enter. The name "Cathy" should replace "Johnson."

Wrapping Text
When you enter text that is too long to fit in a cell into a cell, it overlaps the next
cell. If you do not want it to overlap the next cell you can wrap the text.
1.
2.
3.
4.
5.
6.
7.
8.

Move to cell A2.

Type Text too long to fit.
Press Enter.
Return to cell A2.
Choose Format > Cells from the menu.
Choose the Alignment tab.
Click Wrap Text.
Click OK. The text wraps.

Deleting a Cell Entry

To delete an entry in a cell or a group of cells, you place the cursor in the cell or
highlight the group of cells and press Delete.
1. Place the cursor in cell A2.
2. Press the Delete key.
Entering Numbers as Labels or Values
In Microsoft Excel, you can enter numbers as labels or as values. Labels are
alphabetic, alphanumeric, or numeric text on which you do not perform
mathematical calculations. Values are numeric text on which you perform
mathematical calculations. If you have a numeric entry, such as an employee
number, on which you do not perform mathematical calculations, enter it as a label
by typing a single quotation mark first.
Enter a number:
1. Move the cursor to cell B1.

2. Type 100.
3. Press Enter.
The number 100 appears in cell B1 as a numeric value. You can perform
mathematical calculations using this cell entry. Note that by default the number is
right-aligned.
Enter a value:
1. Move the cursor to cell C1.
2. Type '100.
3. Press Enter.
The number 100 appears in cell C1 as a label. Note that by default the cell entry is
left-aligned and a green triangle appears in the upper left corner of the cell.
Smart Tags
When you make an entry that Microsoft Excel believes you may want to change, a
smart tag appears. Smart tags give you the opportunity to make changes easily. Cells
with smart tag in them appear with a green triangle in the upper left corner. When
you place your cursor in the cell, the Trace Error icon appears. Click the Trace Error
icon and options appear. When you made your entry in cell C1 in the previous
section, a smart tag should have appeared.
1. Move to cell C1.
2. Click the Trace Error icon. An options list appears. You can convert the label
to a number, obtain help, ignore the error etc.
Saving a File
This is the end of Lesson1. To save your file:
1.
2.
3.
4.

Choose File > Save from the menu.

Go to the directory in which you want to save your file.
Type lesson1 in the File Name field.
Click Save.

Closing Microsoft Excel

Close Microsoft Excel.
1. Choose File > Close from the menu.

Microsoft Excel Tutorial

Our Microsoft Excel XP 2003/2002 tutorial provides the help you need to get started
using Microsoft Excel. It covers entering data, formatting, cell alignment, fonts,
mathematical calculations, functions, and much more.

Previous Page

Table of Contents

Next Page

Lesson 2: Formatting Text and Performing Mathematical

Calculations
In this lesson, you are going to learn how to format text and perform basic
mathematical calculations. To start, open a blank Microsoft Excel workbook.
Choosing a Default Font
Microsoft Excel enables you to choose a default font. The default font is the style of
typeface that Excel will use unless you specify a different style. For the exercises in
this lesson, you want your font to be set to Arial, Regular, and Size 10. To set your
font to Arial, Regular, and Size 10:
1.
2.
3.
4.
5.
6.

Choose Format > Cells from the menu.

Choose the Font tab.
In the Font box, choose Arial.
In the Font Style box, choose Regular.
In the Size box, choose 10.
If there is no check mark in the Normal Font box, click to place a check mark
there. Your selections are now the default.
7. Click OK.
Adjusting the Standard Column Width
When you open Microsoft Excel, the width of each cell is set to a default width. This
width is called the standard column width. You need to change the standard column
width to complete your exercises. To make the change, follow these steps:
1. Choose Format > Column > Standard Width from the menu. The Standard
Width dialog box opens.
2. Type 25 in the Standard Column Width field. Click OK. The width of every
cell on the worksheet should now be set to 25.
3. Move to cell A1.
4. Type Cathy.
5. Press Enter.
Cell Alignment

The name "Cathy" is aligned with the left side of the cell. You can change the cell
alignment.

Centering by Using the Menu

To center the name Cathy, follow these steps:
1.
2.
3.
4.

Move the cursor to cell A1.

Choose Format > Cells from the menu. The Format Cells dialog box opens.
Choose the Alignment tab.
Click to open the drop-down box associated with the Horizontal field. After
the drop-down box is opened, click Center.
5. Click OK to close the dialog box. The name "Cathy" is centered.

Right-Aligning by Using the Menu

To right-align the name "Cathy," follow these steps:
1.
2.
3.
4.

Move the cursor to cell A1.

Choose Format > Cells from the menu. The Format Cells dialog box opens.
Choose the Alignment tab.
Click to open the drop-down box associated with the Horizontal field. After
the drop-down box opens, click Right (Indent).
5. Click OK to close the dialog box. The name "Cathy" is right-aligned.

Left-Aligning by Using the

To left-align the name "Cathy," follow these steps:
1.
2.
3.
4.

Move the cursor to cell A1.

Choose Format > Cells from the menu. The Format Cells dialog box opens.
Choose the Alignment tab.
Click to open the drop-down box associated with the Horizontal field. After
the drop-down box opens, click Left (Indent).

5. Click OK to close the dialog box. The name "Cathy" is left-aligned.

Alternate Method: Alignment by Using the Formatting Toolbar

Using the Formatting toolbar, you can quickly perform tasks. You can use the
Formatting toolbar to change alignment.
Centering by Using the Toolbar
To center the name "Cathy," follow these steps:
1. Move the cursor to cell A1.
2. Click the Center icon, which is located on the Formatting toolbar.
The red circle designates the Align Center icon.

Right-Aligning by Using the Toolbar

You can right-align the name "Cathy" by following these steps:
1. Move the cursor to cell A1.
2. Click the Align Right icon, which is located on the Formatting toolbar.
The red circle designates the Align Right icon.

Left-Aligning by Using the Toolbar

You can left-align the name "Cathy" by following these steps:
1. Move the cursor to cell A1.
2. Click the Align Left icon, which is located on the Formatting toolbar.
The red circle designates the Align Left icon.

Adding Bold, Underline, and Italic

You can bold, underline, or italicize text in Microsoft Excel. You can also combine
these features -- in other words, you can bold, underline, and italicize a single piece
of text.

In the exercises that follow, you will learn three different methods for bolding,
italicizing, or underlining text in Microsoft Excel. You will learn to bold, italicize,
and underline by using the menu, the icons, and the shortcut keys.
Adding Bold by Using the Menu
1. Type Bold in cell A2.
2. Click the check mark located on the Formula bar. Clicking on the check mark
is similar to pressing Enter.
1.
2.
1.
2.

Choose Format > Cells from the menu. The Format Cells dialog box opens.
Choose the Font tab.
Click Bold in the Font Style box.
Click OK. The word "Bold" should now be bolded.

Adding Italic by Using the Menu

1. Type Italic in cell B2.
2. Click the check mark located on the Formula bar. Clicking on the check mark
is similar to pressing Enter.
3. Choose Format > Cells from the menu. The Format Cells dialog box opens.
4. Click Italic in the Font style box.
5. Click OK. The word "Italic" is italicized.
Adding Underline by Using the Menu
Microsoft Excel provides several types on underlines. The exercise that follows
illustrates some of them.
Single Underline
1. Type Underline in cell C2.
2. Click the check mark located on the Formula bar. Clicking on the check mark
is similar to pressing Enter.
3. Choose Format > Cells from the menu. The Format Cells dialog box opens.
4. Click to open the drop-down menu associated with the Underline box.
5. Click Single.
6. Click OK. The cell entry now has a single underline.
Double Underline
1. Type Underline in cell D2.
2. Click the check mark located on the Formula bar.
3. Choose Format > Cells from the menu. The Format Cells dialog box opens.

4. Click to open the drop-down menu associated with the Underline field.
5. Click Double.
6. Click OK. The cell entry now has a double underline.
Single Accounting
1. Type Underline in cell E2.
2. Click the check mark located on the Formula bar.
3. Choose Format > Cells from the menu. The Format Cells dialog box will
open.
4. Click to open the drop-down menu associated with the Underline field.
5. Click Single Accounting.
6. Click OK. The cell entry now has a single accounting underline.
Double Accounting
1. Type Underline in cell F2.
2. Click the check mark located on the Formula bar.
3. Choose Format > Cells from the menu. The Format Cells dialog box will
open.
4. Click to open the drop-down menu associated with the Underline field.
5. Click Double Accounting.
6. Click OK. The cell entry now has a double accounting underline.
Adding Bold, Underline, and Italic by Using the Menu
1.
2.
3.
4.
5.
6.
7.

Move the cursor to cell G3.

Type All three.
Click the check mark located on the Formula bar.
Choose Format > Cells from the menu. The Format Cells dialog box opens.
Choose the Font tab.
Click Bold Italic in the Font Style box.
Click to open the drop-down menu associated with the Underline field. Then
click Single.
8. Click OK. The words "All three" are now bolded, italicized, and underlined.
Removing Bolding and Italics by Using the Menu
1. Highlight cells A2 to B2. Place your cursor in cell B2. Press the F8 key. Press
the right arrow key once.
2. Choose Format > Cells from the menu. The Format Cells dialog box opens.
3. Click Regular in the Font style box.
4. Click OK. Cell A2 is no longer be bolded. Cell B2 is no longer italized.
Removing an Underline by Using the Menu

1. Move to cell C2.

2. Choose Format > Cells from the menu. The Format Cells dialog box opens.
3. Click to open the drop-down menu associated with the Underline field. Then
click None.
4. Click OK. The underdelined is removed.
Alternate Method: Adding Bold by Using the Icon
1. Type Bold in cell A3.
2. Click the check mark located on the Formula bar.

1. Click the Bold icon, which is on the Formatting toolbar.

2. Click again on the Bold icon if you wish to remove the bolding.
Alternate Method: Adding Italic by Using the Icon
1. Type Italic in cell B3.
2. Click the check mark located on the Formula bar.

1. Click the Italic icon, which is on the Formatting toolbar.

2. Click again on the Italic icon if you wish to remove the italics.
Alternate Method: Adding Underline by Using the Icon
1. Type Underline in cell C3.
2. Click the check mark located on the Formula bar.

3. Click the Underline icon, which is on the Formatting toolbar.

4. Click again on the Underline icon if you wish to remove the underline.
Alternate Method: Adding Bold, Underline, and Italic by Using Icons
1.
2.
3.
4.
5.

Type All Three in cell D3.

Click the check mark located on the Formula bar.
Click the Bold icon.
Click the Italic icon.
Click the Underline icon.

Alternate Method: Adding Bold by Using Shortcut Keys

1.
2.
3.
4.

Type Bold in cell A4.

Click the check mark located on the Formula bar.
Hold down the Ctrl key while pressing "b" (Ctrl-b).
Press Ctrl-b again if you wish to remove the bolding.

Alternate Method: Adding Italic by Using Shortcut Keys

1.
2.
3.
4.

Type Italic in cell B4.

Click the check mark located on the Formula bar.
Hold down the Ctrl key while pressing "i" (Ctrl-i).
Press Ctrl-i again if you wish to remove the italic formatting.

Alternate Method: Adding Underline by Using Shortcut Keys

1.
2.
3.
4.

Type Underline in cell C4.

Click the check mark located on the Formula bar.
Hold down the Ctrl key while pressing "u" (Ctrl-u).
Press Ctrl-u again, if you wish to remove the underline.

Alternate Method: Adding Bold, Underline, and Italic by Using Shortcut Keys
1.
2.
3.
4.
5.

Type All three in cell D4.

Click the check mark located on the Formula bar.
Hold down the Ctrl key while pressing "b" (Ctrl-b).
Hold down the Ctrl key while pressing "i" (Ctrl-i).
Hold down the Ctrl key while pressing "u" (Ctrl-u).

Changing the Font, Font Size, and Font Color

You can change the Font, Font Size, and Font Color of the data you enter.
Changing the Font
1.
2.
3.
4.

Type Times New Roman in cell A5.

Click the check mark located on the Formula bar.
Choose Format > Cells from the menu. The Format Cells dialog box opens.
Choose the Font tab. All of the Fonts listed in the Font box are available to
you.
5. Find and click Times New Roman in the Font box.
6. Click OK. The font changes from Arial to Times New Roman.
Changing the Font Size
1. Place the cursor in cell A5.
2. Choose Format > Cells from the menu. The Format Cells dialog box opens.
3. Choose the Font tab.

4. Click 16 in the Size box.

5. Click OK. The font size changes to 16.
Changing the Font Color
1. Place the cursor in cell A5.
2. Choose Format > Cells from the menu. The Format Cells dialog box opens.
3. Choose the Font tab.

1. Click to open the drop-down menu associated with the color field.
2. Click Blue.
3. Click OK. The font color changes to blue.
Alternate Method: Changing the Font Color by Using the Icon
1. Place the cursor in cell A5.
2. Click the down arrow next to the Font Color icon.

1. Click on Red. Your font clolor changes to red.

Working with Long Text
Whenever you type text that is too long to fit into a cell, Microsoft Excel attempts to
display all the text. It left-aligns the text regardless of the alignment that has been
assigned to it, and it borrows space from the blank cells to the right. However, a long
text entry will never write over cells that already contain entries -- instead, the cells
that contain entries cuts off the long text. Do the following exercise to see how this
works.
1. Move the cursor to cell A6.
2. Type Now is the time for all good men to go to the aid of their army.
3. Press Enter. Everything that does not fit into cell A6 spills over into the
adjacent cell.
4. Move the cursor to cell B6.
5. Type TEST.
6. Press Enter. The entry in cell A6 is cut off.
7. Move the cursor to cell A6.
8. Look at the Formula bar. The text is still in the cell.
Changing a Single Column Width
Earlier you increased the column width of every column on the worksheet. You can
also increase individual column widths. If you increase the column width, you will
be able to see the long text.
1. Make sure the cursor is anywhere under column A.
2. Choose Format > Column > Width from the menu. The column width dialog
box opens.
3. Type 55 in the Column Width field.
4. Click OK.

Column A is set to a width of 55. You should now be able to see all of the text.
Alternate Method: Changing a Single Column Width by Dragging
You can also change the column width with the cursor.
1. Place the cursor on the line between the B and C column headings. The
cursor should look like the one displayed here, with two arrows.

1. Move your mouse to the right while holding down the left mouse button. The
width indicator appears on the screen.

1. Release the left mouse button when the width indicator shows approximately
40.
Moving to a New Worksheet
In Microsoft Excel, each workbook is made up of several worksheets. Before
moving to the next topic, move to a new worksheet.
1. Click Sheet2 in the lower left corner of the screen.

Setting the Enter Key Direction

In Microsoft Excel, you can specify which direction the cursor moves when you
press the Enter key. You can have the cursor move up, down, left, right, or not at all.
You will now make sure the cursor is set to move down when you press the Enter
key.
1.
2.
3.
4.

Choose Tools > Options from the menu. The Options dialog box opens.
Choose the Edit tab.
Make sure there is a check mark in the "Move Selection after Enter" box.
If Down is not selected, click to open the Direction drop-down box. Click
Down.
5. Click OK.
Making Numeric Entries
In Microsoft Excel, you can enter numbers and mathematical formulas into cells.
When a number is entered into a cell, you can perform mathematical calculations
such as addition, subtraction, multiplication, and division. When entering a
mathematical formula, precede the formula with an equal sign. Use the following to
indicate the type of calculation you wish to perform:
+ Addition
- Subtraction
* Multiplication
/ Division
^ Exponential
Performing Mathematical Calculations
The following exercises demonstrate how to perform mathematical calculations.
Addition
1.
2.
3.
4.
5.
6.
7.

Move your cursor to cell A1.

Type 1.
Press Enter.
Type 1 in cell A2.
Press Enter.
Type =A1+A2 in cell A3.
Press Enter. Cell A1 has been added to cell A2, and the result is shown in cell

A3.

Place the cursor in cell A3 and look at the Formula bar.

Subtraction
1.
2.
3.
4.
5.
6.
7.
8.
9.

Press F5. The Go To dialog box opens.

Type B1 in the Reference field.
Press Enter. The cursor should move to cell B1.
Type 5 in cell B1.
Press Enter.
Type 3 in cell B2.
Press Enter.
Type =+B1- B2 in cell B3.
Press Enter. Cell B1 has been subtracted from B2, and the result is shown in
cell B3.

Place the cursor in cell B3 and look at the Formula bar.

Multiplication
1. Hold down the Ctrl key while you press "g" (Ctrl-g). The Go To dialog box
opens.

2.
3.
4.
5.
6.
7.
8.
9.

Type C1 in the Reference field.

Press Enter. You should now be in cell C1.
Type 2 in cell C1.
Press Enter.
Type 3 in cell C2.
Press Enter.
Type =C1*C2 in cell C3.
Press Enter. Cell C1 is multiplied by cell C2 and the result is displayed in cell
C3.

Place the cursor in cell C3 and look at the Formula bar.

Division
1.
2.
3.
4.
5.
6.
7.
8.
9.

Press F5.
Type D1 in the Reference field.
Press Enter. You should now be in cell D1.
Type 6 in cell D1.
Press Enter.
Type 3 in cell D2.
Press Enter.
Type =D1/D2 in cell D3.
Press Enter. Cell D1 is divided by cell D2 and the result is displayed in cell
D3.

Place the cursor in cell D3 and look at the Formula bar.

The AutoSum Icon
The AutoSum icon on the Standard toolbar automatically adds a column of numbers.
The following illustrates the SUM function:
1.
2.
3.
4.
5.

Go to cell F1.
Type 3. Press Enter.
Type 3. Press Enter.
Type 3. Press Enter.
Click the AutoSum button, which is located on the Standard toolbar.

1. F1 to F3 should now be highlighted.

2. Press Enter. Cells F1 through F3 are added.
Automatic Calculation
If you have automatic calculation turned on, Microsoft Excel recalculates the
worksheet as you change cell entries. You can check to make sure automatic
calculation is turned on.
Setting Automatic Calculation
1. Choose Tools > Options from the menu.
2. Choose the Calculation tab.
3. Select Automatic if it is not already selected.

4. Click OK.
Trying Automatic Calculation
Make the changes outlined below and note how Microsoft Excel automatically
recalculates.
1. Move to cell A1.
2. Type 2. Press the Enter key. The results shown in cell A3 have changed. The
number in cell A1 has been added to the number in cell A2 and the results
display in cell A3.
3. Move to cell B1.
4. Type 6.
5. Press the Enter key. The results shown in cell B3 have changed. The number
in cell B1 has been subtracted from the number in cell B2 and the results
display in cell B3.
6. Move to cell C1.
7. Type 4. Press the Enter key. The results shown in cell C3 have changed. The
number in cell C1 has been multiplied by the number in cell C2 and the
results display in cell C3.
8. Move to cell D1.
9. Type 12. Press the Enter key. The results shown in cell D3 have changed.
The number in cell D1 has been divided by the number in cell D2 and the
results display in cell D3.
Formatting Numbers
You can format the numbers you enter into Microsoft Excel. You can add commas to
separate thousands, specify the number of decimal places, place a dollar sign in front
of the number, or display the number as a percent in addition to several other
options.

Before formatting

After formatting
1. Move the cursor to cell A5.
2. Type 1234567.
3. Press Enter.

4. Move the cursor back to cell A5.

5. Choose Format > Cells from the menu. The Format Cells dialog box will
open.
6. Choose the Number tab.
7. Click Number in the Category box.
8. Type 2 in the Decimal Places box.
9. Place a check mark in the Use 1000 Separator box.
10. Click OK. The number should now display with two decimal places. The
thousands should now be separated by commas.
Adding a Dollar Sign to a Numeric Entry
1.
2.
3.
4.
5.
6.

Move the cursor to cell A5.

Choose Format > Cells from the menu. The Format Cells dialog box opens.
Choose the Number tab.
Click Currency in the Category box.
Make sure there is a "$" in the Symbol box.
Click OK. The number displays with a dollar sign.

Alternate Method: Formatting Numbers by Using the Toolbar

1.
2.
3.
4.
5.
6.
7.
8.
9.

Move the cursor to cell A6.

Type 1234567.
Press Enter.
Move the cursor back to cell A6.
Click twice on the Increase Decimal icon to change the number format to
two decimal places. Clicking on the Decrease Decimal icon decreases the
decimal places.
Click once on the Comma Style icon to add commas to the number.
To change the number to a currency format, click Currency Style format.
Move the cursor to cell A7.
Type .35 (note the decimal point).

1. Press Enter.

2. Move the cursor back to cell A7.

3. Click the Percent Style icon to turn .35 to a percent.

More Advanced Mathematical Calculations

When you perform mathematical calculations in Microsoft Excel, be careful of
precedence. Calculations are performed from left to right, with multiplication and
division performed before addition and subtraction.
1. Move to a new worksheet by clicking on Sheet3 in the lower left corner of
the screen.
2. Go to cell A1.
3. Type =3+3+12/2*4.
4. Press Enter.
Note: Microsoft Excel divided 12 by 2, multiplied the answer by 4, added 3, and
then added another 3. The answer, 30, displays in cell A1.
To change the order of calculation, use parentheses. Microsoft Excel calculates the
information in parentheses first.
1. Double-click in cell A1.
2. Edit the cell to read =(3+3+12)/2*4.
3. Press Enter.
Note: Microsoft Excel added 3 plus 3 plus 12, divided the answer by 2, and
multiplied the result by 4. The answer, 36, displays in cell A1.
Cell Addressing
Microsoft Excel records cell addresses in formulas in three different ways, called
absolute, relative, and mixed. The way a formula is recorded is important when you
copy it.
With relative cell addressing, when you copy a formula from one area of the
worksheet to another, Microsoft Excel records the position of the cell relative to the
cell that originally contained the formula. The following exercises demonstrate:
1.
2.
3.
4.
5.

Go to cell A7.
Type 1. Press Enter.
Type 1. Press Enter.
Type 1. Press Enter.
Go to cell B7.

6.
7.
8.
9.

Type 2. Press Enter.

Type 2. Press Enter.
Type 2. Press Enter.
Go to cell A10.

In addition to typing a formula, as you did in Lesson 1, you can also enter formulas
by using Point mode. When you are in Point mode, you can enter a formula either by
clicking on a cell with your mouse or by using the arrow keys.
1.
2.
3.
4.
5.
6.
7.
8.
9.

You should be in cell A10.

Type =.
Use the up arrow key to move to cell A7.
Type +.
Use the up arrow key to move to cell A8.
Type +.
Use the up arrow key to move to cell A9.
Press Enter.
Look at the Formula bar while in cell A10. Note that the formula you entered
is recorded in cell A10.

Copying by Using the Menu

You can copy entries from one cell to another cell. To copy the formula you just
entered, follow these steps:
1. You should be in cell A10.
2. Choose Edit > Copy from the menu. Moving dotted lines appear around cell
A10, indicating the cells to be copied.
3. Press the Right Arrow key once to move to cell B10.
4. Choose Edit > Paste from the menu. The formula in cell A10 is copied to
cell B10.
5. Press Esc to exit the Copy mode.
Compare the formula in cell A10 with the formula in cell B10 (while in the
respective cell, look at the Formula bar). The formulas are the same except that the
formula in cell A10 sums the entries in column A and the formula in cell B10 sums
the entries in column B. The formula was copied in a relative fashion.
Before proceeding with the next exercise, you must copy the information in cells A7
to B9 to cells C7 to D9. This time you will copy by using the Formatting toolbar.
Copying by Using the Formatting Toolbar
1. Highlight cells A7 to B9. Place the cursor in cell A7. Press F8. Press the
down arrow key twice. Press the right arrow key once. A7 to B9 should be
highlighted.

2. Click the Copy icon

, which is located on the Formatting toolbar.
3. Use the arrow key to move the cursor to cell C7.
4. Click the Paste icon
, which is located on the Formatting toolbar.
5. Press Esc to exit Copy mode.
Absolute Cell Addressing
An absolute cell address refers to the same cell, no matter where you copy the
formula. You make a cell address an absolute cell address by placing a dollar sign in
front of both the row and column identifiers. You can do this automatically by using
the F4 key. To illustrate:
1. Move the cursor to cell C10.
2. Type =.
3. Use the up arrow key to move to cell C7.
4. Press F4. Dollar signs should appear before the C and before the 7.
5. Type +.
6. Use the up arrow key to move to cell C8.
7. Press F4.
8. Type +.
9. Use the up arrow key to move to cell C9.
10. Press F4.
11. Press Enter. The formula is recorded in cell C10.
Copying by Using the Keyboard Shortcut
Now copy the formula from C10 to D10. This time, you will copy by using the
keyboard shortcut.
1. Your cursor should be in cell C10.
2. Hold down the Ctrl key while you press "c" (Ctrl-c). This copies the contents
of cell C10.
3. Press the right arrow once.
4. Hold down the Ctrl key while you press "v" (Ctrl-v). This pastes the contents
of cell C10 in cell D10.
5. Press Esc to exit the Copy mode.
Compare the formula in cell C10 with the formula in cell D10. They are the same.
The formula was copied in an absolute fashion. Both formulas sum column C.
Mixed Cell Addressing
You use mixed cell addressing to reference a cell that is part absolute and part

relative. You can use the F4 key.

1.
2.
3.
4.
5.
6.
7.

Move the cursor to cell E1.

Type =.
Press the up arrow key once.
Press F4.
Press F4 again. Note that the column is relative and the row is absolute.
Press F4 again. Note that the column is absolute and the row is relative.
Press Esc.

Deleting Columns
You can delete columns from your spreadsheet. To delete columns C and D:
1. Click on column C and drag to column D.

2. Choose Edit > Delete from the menu. Column D is deleted.

3. Click anywhere on the spreadsheet to remove your selection.
Deleting Rows
You can delete rows from your spreadsheet. To delete rows 1 through 4:
1. Click the row 1 and drag to row 4.

1. Choose Edit > Delete from the menu. Rows 1 through 4 are deleted.
2. Click anywhere on the spreadsheet to remove your selection.
Inserting Columns
There will be times when you will need to insert a column or columns into your
spreadsheet. To insert a column:
1. Click on A to select column A.
2. Choose Insert > Columns from the menu. A column is inserted to the right
of column A.
3. Click anywhere on the spreadsheet to remove your selection.
Inserting Rows
You can also insert rows into your spreadsheet:
1. Click on 2 to select row 2.
2. Choose Insert > Rows from the menu. A row is inserted above row 2.
3. Click anywhere on the spreadsheet to remove your selection.
Creating Borders
You can use borders to make entries on your spreadsheet stand out. Accountants
usually place a single underline above a final number and a double underline below.

The following illustrates:

1. Go to cell B7.
2. Choose Format > Cells from the menu.
3. Choose the Border tab.

1. In the Style box, click on the single underline.

1.
2.
3.
4.

Click the top of the Border box.

In the Style box, click on the double underline.
Click the bottom of the Border box.
Click OK. Cell B7 now has a border.

Alternate Method: Creating Borders by Using the Icon

1. Go to cell C7. Click the down arrow beside the Borders icon.

2. Select the Top and Double Bottom Border. Cell C7 now has borders.
Merge and Center
You will sometimes want to center a piece of text over several columns. The
following example shows you how.
1.
2.
3.
4.

Go to cell B1.
Type Sample Spreadsheet.
Click the check mark on the Formula bar.
Select columns B1 to D1.

5. Click the Merge and Center icon

on the formatting toolbar. Cells B1,
C1, and D1 are merged and centered.
Adding Background Color
You can add background color to a cell or group of cells:
1. Go to cell B1.
2. Choose Format > Cells from the menu.
3. Choose the Patterns tab.

1. Choose Sky Blue.

2. Click OK. The background of cell B1 is now Sky Blue.
Alternate Method: Adding Background Color by Using the Icon
1. Select cells B7 to D7.
2. Click the down-arrow next to the Fill Color icon

1. Select Pale Blue. The background of cells B7 to D7 is now Pale Blue.

Using Auto Format

You can format your data manually or you can use one of Microsoft Excel's many
AutoFormats.
1. Select cells B1 to D7.
2. Choose Format > Auto Format from the menu. Several formats are listed
from which you can choose.
3. Choose the Accounting 2 format.
4. Click OK. Your data is formatted in the Accounting 2 style.
Saving Your File
To save your file:
1.
2.
3.
4.

Choose File>Save from the menu.

Go to the directory in which you want to save your file.
Type lesson2 in the File Name field.
Click Save.

Closing Microsoft Excel

This is the end of Lesson 2. Close Microsoft Excel.
1. Choose File > Exit from the menu.

Excel Spreadsheet Formulas

If you need to create an Excel Spreadsheet Formula, this Microsoft Excel tutorial will
teach you how. We take you step-by-step through the process of creating Microsoft
Excel spreadsheet formulas and performing mathematical calculations in Microsoft
Excel.

Previous Page

Table of Contents

Next Page

Lesson 3: Numbers and Mathematical Calculations

Microsoft Excel has many functions that you can use. Functions allow you to
quickly and easily find an average, the highest number, the lowest number, a count
of the number of items in a list, and make many other useful calculations.
Reference Operators
Reference operators refer to a cell or a group of cells. There are two types of
reference operators, range and union.
A range reference refers to all the cells between and including the reference. A range

reference consists of two cell addresses separated by a colon. The reference A1:A3
includes cells A1, A2, and A3. The reference A1:C3 includes A1, A2, A3, B1, B2,
B3, C1, C2, and C3.
A union reference includes two or more references. A union reference consists of
two or more cell addresses separated by a comma. The reference A7,B8,C9 refers to
cells A7, B8, and C9.
Functions
Microsoft Excel has a set of prewritten formulas called functions. Functions differ
from regular formulas in that you supply the value but not the operators, such as +, -,
*, or /. For example, you can use the SUM function to add. When using a function,
remember the following:
Use an equal sign to begin a formula.
Specify the function name.
Enclose arguments within parentheses.
Use a comma to separate arguments.
Here is an example of a function:
=SUM(2,13,A1,B27)
In this function:
The equal sign begins the function.
SUM is the name of the function.
2, 13, A1, and B27 are the arguments.
Parentheses enclose the arguments.
A comma separates the arguments.
The SUM function adds the arguments together. In the exercises that follow, we will
look at various functions.
Typing a Function
1. Open Microsoft Excel.

2.
3.
4.
5.
6.
7.
8.
9.

Type 12 in cell B1.

Press Enter.
Type 27 in cell B2.
Press Enter.
Type 24 in cell B3.
Press Enter.
Type =SUM(B1:B3) in cell A4.
Press Enter. Microsoft Excel sums cells B1 to B3.

Alternate Method: Entering a Function by Using the Menu

1. Type 150 in cell C1.
2. Press Enter.
3. Type 85 in cell C2.
4. Press Enter.
5. Type 65 in cell C3.
6. Press Enter. Your cursor should be in cell C4.
7. Choose Insert > Function from the menu.
8. Choose Math & Trig in the Or Select A Category box.
9. Click Sum in the Select A Function box.
10. Click OK. The Functions Arguments dialog box opens.
11. Type C1:C3 in the Number1 field, if it does not automatically appear.
12. Click OK. Microsoft Excel sums cells C1 to C3.
13. Move to cell A4.
14. Type the word Sum.
15. Press Enter.
As you learned in Lesson 2, you can also calculate a sum by using the Sum icon.
Calculating an Average
You can use the AVERAGE function to calculate the average of a series of numbers.
1.
2.
3.
4.

Move your cursor to cell A6.

Type Average.Press the right arrow key to move to cell B6.
Type =AVERAGE(B1:B3).
Press Enter. The average of cells B1 to B3, which is 21, will appear.

Calculating an Average by Using the Sum Icon

In Microsoft Excel XP, you can use the Sum icon to calculate an average.
1.
2.
3.
4.

Move your cursor to cell C6.

Click the drop-down arrow next to the Sum icon.
Click Average.
Highlight C1 to C3.

5. Press Enter. The average of cells C1 to C3, which is 100, appears.

Calculating Min
You can use the MIN function to find the lowest number in a series of numbers.
1.
2.
3.
4.
5.

Move your cursor to cell A7.

Type Min.
Press the right arrow key to move to cell B7.
Type = MIN(B1:B3).
Press Enter. The lowest number in the series, which is 12 appears.

Calculating Max
You can use the MAX function to find the highest number in a series of numbers.
1.
2.
3.
4.
5.

Move your cursor to cell A8.

Type Max.
Press the right arrow key to move to cell B8.
Type = MAX(B1:B3).
Press Enter. The highest number in the series, which is 27, appears.

Note: You can also use the drop-down menu next to the Sum icon to calculate
minimums and maximums.
Calculating Count
You can use the count function to count the number of items in a series.
1.
2.
3.
4.
5.
6.
7.

Move your cursor to cell A9.

Type Count
Press the right arrow key to move to cell B9.
Click the down arrow next to the Sum icon.
Click Count.
Highlight B1 to B3.
Press Enter. The number of items in the series, which is 3 appears.

Filling Cells Automatically

You can use Microsoft Excel to fill cells automatically with a series. For example,
you can have Excel automatically fill in times, the days of the week or months of the
year, years, and other types of series. Days of the week and months of the year fill in
a similar fashion. The following demonstrates filling the days of the week:
1. Move to Sheet2.
2. Move to cell A1.

3.
4.
5.
6.
7.
8.

Type Sun.
Move to cell B1.
Type Sunday.
Highlight cells A1 to B1.
Bold cells A1 to B1.
Find the small black square in the lower right corner of the highlighted area.
This is called the Fill Handle.
9. Grab the Fill Handle and drag with your mouse to fill cell A1 to B24. Note
how the days of the week fill the cells in a series. Also, note that the Auto Fill
Options icon appears.

1. Click the Auto Fill Options icon.

2. Choose the Copy Cells radio button. The entry in cells A1 and B1 are copied
to all the cells highlighted.
3. Click the Auto Fill Options icon again.
4. Choose the Fill Series radio button. The cells fill as a series from Sunday to
Saturday again.
5. Click the Auto Fill Options icon again.
6. Choose the Fill Without Formatting radio button. The cells fill as a series
from Sunday to Saturday, but the entries are not bolded.
7. Click the Auto Fill Options icon again.
8. Choose the Fill Weekdays radio button. The cells fill as a series from
Monday to Friday.
Some of the entries in column B are too long to fit in the column. You can quickly
adjust the column width to fit the longest entry.
1. Move your cursor over the line that separates column B and C. The Width
Indicator appears.

1. Double-click. The Column adjusts to fit the longest entry.

The following demonstrates filling time:
1. Type 1:00 into cell C1.

2. Grab the Fill Handle and drag with your mouse to highlight cells A1 to A24.
Note that each cell fills using military time.
3. Press Esc and then click anywhere on the worksheet to remove the
highlighting.
To change the format of the time:
1.
2.
3.
4.
5.
6.

Select cells C1 to C24.

Choose Format > Cells from the menu.
Choose the Number tab.
In the Category box, choose Time.
In the Type box, choose 1:30 PM.
Click OK. The time is no longer in military time.

You can also fill numbers.

Type a 1 in cell D1.
1. Grab the Fill Handle and drag with your mouse to highlight cells D1 to D24.
The number 1 fills each cell.
2. Click the Auto Fill Options icon.
3. Choose the Fill Series radio button. The cells fill as a series starting with 1, 2,
3.
Here is another interesting fill feature.
1.
2.
3.
4.

Go to cell E1.
Type Lesson 1.
Grab the Fill Handle and drag with your mouse to highlight cells E1 to E24.
The cells fill in as a series: Lesson 1, Lesson 2, Lesson 3, and so on.

Printing
The simplest way to print is to click the Print icon located on the Standard toolbar.
Dotted lines will appear on your screen after you click the print icon. The dotted
lines indicate the right, left, top, and bottom edges of your printed pages.
Print Preview
There are many print options. You can select print options options in Page Setup or
in Print Preview. In Print Preview, you can see the results of your selections
onscreen. You can use print options to:

Determine whether to print landscape or portrait. If you print portrait on an 8

1/2 by 11 sheet of paper, the length across the top of your page will be 8 1/2
inches. If you print landscape on an 8 1/2 by 11 sheet of paper, the length

across the top of your page will be 11 inches.

Scale your document. If your data is small in comparison to the page, you
may want to scale upward so the data fills the entire page. If your data is too
large to fit on the page, you may want to scale downward.
Specify how many pages wide and how many pages long you want your
printed document to be.
Select the paper size and print quality.
Set the first page number.

If you choose the Margins tab, you can:

Set the size of your margins including your header and footer margins.
Center your spreadsheet horizontally and/or vertically on the page.

If you choose the Header/Footer tab, you can select headers and footers. A header is
text that appears at the top of every page. A footer is text that appears at the bottom
of every page. You can use headers and footers to insert page numbers, dates, and
other information.
To choose a header:
1. Choose the Header/Footer tab.
2. Click the down arrow next to the Header field to open the drop-down box for
the header field.
3. Choose a Header from the list.
To choose a footer:
1. Choose the Header/Footer tab.
2. Click the down arrow next to the Footer field to open the drop-down box for
the Footer field.
3. Choose a Footer from the list.
Click the Custom Header or Custom Footer button to customize your headers and
footers.

Use the Left Section to place your options on the left side of the page, the Center

Section to place your options in the center of the page, and the Right Section to
place your optionds 9on the right side of the page.
The Sheet tab has options that allow you to choose which rows and columns will
repeat at the left and the top of the page. It also has options that allows you to
determine whether gridlines and/or row column headings print
To preview and print your spreadsheet:
1.
2.
3.
4.
5.
6.
7.

Choose File > Preview from the menu.

Click Setup.
Choose the Page tab.
Choose Portrait.
In the Adjust To field, type 110% to set the size to 110%,.
Choose the Margin tab.
Check the Horizontally box in the Center On Page frame to center your
spreadsheet horizontally.
8. Click OK.
9. Click Print. The Print dialog box opens.
10. Click OK to print the file.
Saving Your File
To save your file:
1.
2.
3.
4.

Choose File>Save from the menu.

Go to the directory in which you want to save your file.
Type lesson3 in the File Name field.
Click Save.

Closing Microsoft Excel

This is the end of Lesson 3. Close Microsoft Excel.
1. Choose File > Exit from the menu.

Microsoft Excel
If you are looking for information on Microsoft Excel, our Microsoft Excel tutorial will
provide the help you need to develop your Microsoft Excel skills. It covers entering
data, formatting, cell alignment, fonts, mathematical calculations, functions, and
much more.

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Table of Contents

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Lesson 4: Creating Charts

Using Microsoft Excel, you can represent numbers in a chart. You can choose from a
variety of chart types. And, as you change your data, your chart will automatically
update. You can use Microsoft Excel's Chart Wizard to take you through the process
step-by-step.
Creating a Column Chart

To create the column chart shown above, start by creating the spreadsheet below
exactly as shown.

After you have created the spreadsheet, you are ready to create your chart.
1. Highlight cells A3 to D6. You must highlight all the cells containing the data
you want in your chart. You should also include the data labels.
2. Choose Insert > Chart from the menu.
3. Click Column to select the type of chart you want to create.
4. In the Chart Sub-type box, choose the Clustered Column icon to select the
chart sub-type.

7. Click Next.
8. To place the product names on the x-axis, select the Columns radio button.
9. Click Next.
10. Type Toy Sales in the Chart Title field. Toy Sales will appear as the title of
your chart.
11. Type Products in the Category (X) Axis field. Products will appear as your xaxis title.
12. Type Units Sold in the Value (Y) Axis field. Units Sold will appear as your
y-axis title.
13. Choose the Data Labels tab.
14. Select Value in the Labels Contain Frame to display the data labels as values.
15. Choose the Data Table tab.
16. Select Show Data Table. The data table will appear below your chart.
17. Click Next.
18. Choose As Object In Sheet1 to make your chart an embedded object and part
of the worksheet.
19. Click Finish
20. Your chart will appear on the spreadsheet.
Changing the Size and Position of a Chart
When you select a chart, handles appear on the right and left sides, the top and
bottom, and the corners of the chart. You can drag the handles on the top and bottom
of the chart to increase or decrease the height of the chart. You can drag the handles
on the left and right sides of the chart to increase or decrease the width of the chart.

You can drag the handles on the corners of the chart to increase or decrease the size
of the chart proportionally.

You can change the position of a chart by clicking on the chart and dragging
1. Use the handles to adjust the size of your chart.
2. Click the chart and drag to position the chart under the data.
Modify Your Chart
You can modify your chart by using the Chart toolbar. If the Chart toolbar is not
already available, choose View > Toolbars > Chart from the menu.

Chart Toolbar
To change the data area font size:
1. Click the down arrow on the Chart toolbar. A drop-down menu opens.
2. Choose Data Table from the drop-down menu.

3. Click the Options icon

. Choose the Font tab.
4. In the Size box, type 8.
5. Click OK. Your font size is now 8.
To change the angle of the data labels:
1. Click the down arrow on the Chart toolbar. A drop-down menu opens.
2. Choose "Region 1" Data Labels from the drop-down menu.
3. Click the Angle Counter Clockwise icon
angled counter-clockwise.
4. Repeat this process for Regions 2 and 3.

. The Region 1 Data Labels are

To change the font size of the Region data labels:

1.
2.
3.
4.
5.
6.

Click the down arrow on the Chart toolbar. A drop-down menu opens.
Choose "Region 1" Data Labels from the drop-down menu.
Click the Options icon. Choose the Font tab.
In the Size box, type 6.
Click OK. Your font size is now 6.
Repeat this process for Region 2 and 3.

You can also make changes by double-clicking on the item you want to change.
To change the chart scale:
1. Double-click on the scale. The Format Axis dialog box opens.

2. Choose the Scale tab.

3. Type 400 in the Major Unit field.
4. Click OK. Your chart is now scaled in units of 400.
Saving Your File
To save your file:
1.
2.
3.
4.

Choose File>Save from the menu.

Go to the directory in which you want to save your file.
Type lesson4 in the File Name field.
Click Save.

Closing Microsoft Excel

This is the end of Lesson 4. Close Microsoft Excel.
1. Choose File > Exit from the menu.