Microsoft Excel Tutorial

THE COPPERBELT UNIVERSITY

SCHOOL OF TECHNOLOGY
COMPUTER SCIENCE DEPARTMENT

WHAT IS EXCEL?

Microsoft Excel is an electronic spreadsheet program. You might have heard the terms "spreadsheet"
and "worksheet". People generally use them interchangeably. To remain consistent with Microsoft and
other publishers the term worksheet refers to the row-and-column matrix sheet on which you work
upon and the term spreadsheet refers to this type of computer application. In addition, the term
workbook will refer to the book of pages that is the standard Excel document. The workbook can
contain worksheets, chart sheets, or macro modules.

THE SPREADSHEET CONCEPT

The Workbook

Most of the Excel screen is devoted to the display of the workbook. The workbook consists of grids and
columns. The intersection of a row and column is a rectangular area called a cell.

Cells

The workbook is made up of cells. There is a cell at the intersection of each row and column. A cell can
contain a value, a formula, or a text entry. A text entry is used to label or explain the contents of the
workbook. A value entry can either be a constant or the value of a formula. The value of a formula will
change when the components (arguments) of the formula change. The appeal of spreadsheet programs
is the ability to change one value and watch all other values that depend on that first value
automatically change when the spreadsheet is recalculated.

Rows, Columns, and Sheets

The Excel worksheet contains 16,384 rows that extend down the worksheet, numbered 1 through
16384. The Excel worksheet contains 256 columns that extend across the worksheet, lettered A through
Z, AA through AZ, BA through BZ, and continuing to IA through IZ. The Excel worksheet can contain as
many as 256 sheets, labeled Sheet1 through Sheet256. The initial number of sheets in a workbook,
which can be changed by the user, is 16.

Cell References

Cell references are the combination of column letter and row number. For example, the upper-left cell
of a worksheet is A1.
The Excel Window

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GETTING STARTED

Throughout the tutorial you will have two windows active; a window displaying the tutorial and a
window displaying an Excel workbook. Let's begin.
Find and Open Microsoft Excel.
Resize and position then window displaying the tutorial next to the blank Excel workbook.
Excel displays a new workbook when it is opened. In a new workbook all the cells are empty. A cell is
active when the border is highlighted in blue. When you enter information, the information is stored in
the active cell. Let's learn how to enter information into a workbook.

ENTERING INFORMATION INTO A WORKBOOK

Entering Text and Constants

Click on the Excel window, select a cell by clicking on it, and enter: Excel is fun.
Observe the following:

Observe that your text is displayed in two areas. Text is displayed in the active cell within the workbook
and it is also displayed in the formula bar. The formula bar is activated as soon as you begin typing in a
cell. At the far left is the reference section, which will show the reference of the active cell. Next to the
formula bar are the Cancel and Enter buttons ( ). The Cancel and Enter buttons are only visible
while Excel is in edit mode. Excel is in edit mode anytime you begin typing an entry. To put Excel in edit
mode, click in the formula bar.
Within the Excel window, click in the formula bar to display the Cancel and Enter buttons.
The Enter button enters the text you typed into the cell. You could also press the Return key on the
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keyboard. If you want to edit the text you entered into a cell, you click the formula bar, type your
changes and click on the Enter button.

The Cancel button cancels your changes.

Within the Excel window, click in the formula bar and change the text: fun, to outrageous.
Click on the Enter button to enter the edit.
Click on the Cancel button to cancel the edit.
Entering constant values is the same as entering text, except that constant values are right-justified by
default. You will learn how to change this default when you learn other formatting changes.

Entering Formulas

All formulas in Excel must begin with an equal sign (=). When a formula is entered into a cell, the
formula itself is displayed in the formula bar when that cell is highlighted, and the result of the formula
is displayed in the actual cell. When you are typing in formulas, do not type spaces; Excel will delete
them.
Within the Excel window, select cell A2 and enter the constant value 12. (Remeber to click
the Enter button or the Return key when you are done typing).
Within the Excel window, select cell A3 and enter the constant value 15.
Within the Excel window, select cell A4 and click on the formula bar.
Within the formula bar, enter an equal sign followed by A2+A3.
Observe:

Click on the Enter button or press the Return key to enter the formula.
Your worksheet should look as follows:

Excel displays the result of the formula in cell A4.

Within the Excel window, select cell A3 and change the number 15 to the number 40, and
enter the edit. The formula value should have changed in cell A4 to the number 52.

CREATING A SIMPLE WORKBOOK

To create a simple workbook, you need to start with a blank workbook.

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Within the Excel window, close and do not save the Workbook1 document.
Choose New from the File menu.
A new workbook should appear labeled Workbook2.
Resize and position Workbook2 next to the tutorial.
In this part of the tutorial you will be creating a check register.
Starting in cell A1, build the following table:

To move through your worksheet, you can use the arrow keys.
 The down arrow moves the active cell down to the next row.
 The up arrow moves the active cell up to the previous row.
 The right arrow moves the active cell right to the adjacent column.
 The left arrow moves the active cell left to the adjacent column.
 The return key moves the active cell to the next row.
Remember to click on the Enter button or press the Return key to enter each check number.
Select cell B1 and type in the text:Data.
Starting in cell C1, build the following table:

Select cell D1, and type the following text: Payment Amount. Observe that the text is too
large for the cell. You can change the width of the cell and as a result the whole column to fit the text.

CHANGING COLUMN WIDTHS

Position the pointer between the column headings for column D and column E. The pointer
should change shape to show a double arrow as you position the pointer between the two column
headings. When the pointer changes shape, you can change the width of the column by dragging to the
right or left.
Press the mouse button and drag to the right until the width of column D will fix the text.
Starting in cell D3, build the following table:

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Starting in cell E1, build the following table: Make sure you change the column width of
column E.

Starting in cell F1, build the following table:

It is now time to save your worksheet.

Choose Save from the File menu or click on the Save button and call your worksheet
"checks".
Before you add more to your "checks" worksheet, you will need to learn how to write formulas using
arithmetic operators and functions.

WRITING FORMULAS USING OPERATORS AND FUNCTIONS

Operators are what connects the elements of a formula. Some familiar operators are: addition (+),
subtraction (-), multiplication (*), and division (/). There is an order of operations when you are
evaluating a formula. Formulas are evaluated from left to right, with expressions enclosed in
parentheses evaluated first, then exponents, multiplication, division, addition, and subtraction. Excel has
many more operators, but we will work with the operators listed above for now.

Here is an example of how the order of operations works:

If you have the following formula within a cell;
=A8/(A9+A4)

The first operation would be the sum of A9 and A4 and then A8 would be divided by that sum.

Describing Formulas

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Excel allows you to add comments to explain the purpose of an inserted formula. The comments are
displayed in the Cell Note window which can be viewed by choosing Note from the Insert menu. Let's
enter a formula using operators and comment the formula.
Open a new workbook window.
Starting in cell A1 build the following table:

You are going to enter a formula which will calculate the average of these nine grades.
Select cell A11 and type in the text:Total.
It would be best if the total sum of the grades was beneath the last grade. You need to insert a column
between column A and column B so you don't have to retype all the numbers.

INSERT A COLUMN
Highlight column A by clicking in the column heading.
Observe:

Choose Columns from the Insert menu.

Column A should be a blank column now.
Select cell B1 and click in the formula bar.
Highlight the text:Grades and Cut and Paste the text into cell A1.
Cut and Paste the text:Total into cell A11.
Now to enter the formula for the total sum of the grades.
Select cell B11 and enter the following formula:
Remeber to click on the Enter button or press the Return key to enter the formula.

Your worksheet should look as follows:

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Select cell A12 and enter the text:Average.

Select cell B12 and enter the following formula:

Your worksheet should look as follows:

Let's annotate (comment) the formula in cell B12.

Annotating Formulas

You can attach notes to cells by using comments, formerly called cell notes. You can view each comment
when you rest the pointer over the cell or view all comments at the same time. You can print comments
in the same locations where they are displayed on the worksheet or a list at the end of the worksheet.
Microsoft Excel uses the user's name in each comment.
Select cell B12.
Choose Comment from the Insert menu.
The following Cell Comment box should appear:

Within the Text Note box, type in the text: Average of nine grades and then click anywhere
outside the box. Note that there is a red note indicator in the upper- right corner of the cell. Anytime
you put the mouse over the red note indicator, your comment will appear. Now that you know how to
compute the average using operators, it is time to learn how to write a formula using Excel's functions.

Functions

Functions are used to form all or part of a formula. Excel provides two general types of mathematical
functions: those that are used in business applications and those that are oriented to higher
mathematics. In this tutorial we will focus on the business applications formulas.
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The AutoSum button ( ) located in the Standard toolbar.

Whenever you click the AutoSum button, Excel inserts a SUM() function in the active cell. Not only will
the SUM() function write the sum formula, but it will make a guess at what range of cells you desire to
sum, and will leave you in edit mode so that you can correct the sum range.
Select cell C11 and click on the AutoSum button located in the Standard toolbar.
Your worksheet should look as follows:

Excel has guessed that you want to insert cell B11, which contains the appropriate formula. Let's assume
Excel did not guess correctly.

Within the formula bar highlight B11 and delete it.

The Sum function is waiting for it's arguments.
You want to sum up B2 through B10, this is denoted in a more compact form as B2:B10.
Position your cursor in the formula bar, cut out B11 and instead type in B2:B10.
Observe:

Click on the Enter button or press the Return key to enter the formula.
The Sum function is one of the many functions Excel provides. Excel also provides many statistical
functions in particular the Average function.
Excel provides two ways for entering function names. You can type the name of the function in if you
know it or you can use the Function Wizard.
USING THE FUNCTION WIZARD
To use the Function Wizard you can choose Function from the Insert menu or you can click on the
Function Wizard button ( ) located on the Standard toolbar.
Select cell C12 and open the Function Wizard dialog box by either method described above.

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Observe:

We want to use the AVERAGE function. The AVERAGE function will take the average of all the numbers
you list in the parentheses. The Function Wizard will take you through setting up the formula step by
step.
Within the Function Wizard dialog box highlight the Function Category: Most Recently Used
and highlight the Function Name: AVERAGE then click on the OK button.
The following dialog box should appear:

Enter the range B2:B10 and then click on the OK button.

Click on the Enter button or press the Return key to enter the formula.
Your workbook should look as follows:

Now that you know how to enter formulas using operators and functions, you can practice on your
"checks" workbook.
Close Workbook3 and don't save the file.
Open the "checks" workbook.
Select cell F3 and enter the following formula:

This formula will computer your balance after check 100 has been written.
Select cell F4 and enter the following formula:

This formula will computer your balance after check 101 has been written.
Select cell F5 and enter the following formula:

This formula will computer your balance after check 102 has been written plus the $900 dollar deposit
has been accounted for.

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Select cell F6 and enter the forumla that would compute the balance after 103 has been
written.
Your "checks" workbook should look as follows:

If something is incorrect in your "checks" workbook, go back and check over your formulas.
Save your changes.
Starting in cell B3, build the following table:

You will learn how to format the dates, headings, and dollar amounts in the next part of the tutorial.

FORMATTING THE APPEARANCE OF A WORKBOOK

You will learn how to format an Excel workbook in this part of the tutorial.
Open your "checks" workbook if it isn't already opened.
Select the first row of the "checks" workbook, by clicking in the cell containing the bold face
1.
Observe:

You
have just selected what Excel describes as a range.

THE CONCEPT OF A RANGE

A range is a rectangular block of cells. Many things are accomplished in Excel using ranges. For instance,
the format used to display values can be changed for an entire range. All the values in a range can be
referred to when writing a formula. A range of cells can also be protected, which means the contents of
the cells cannot be altered. Ranges can also be named. Excel also allows you to select discontinuous
ranges. You will learn how to do this further on in the tutorial.
With the range of cells A1:F1 selected, click on the Bold button and Center alignment
button. This formatting should have made the text too big for the cells.
Adjust the column widths of the columns.
Your workbook should look similar to the following:

SELEC
TING DISCONTINUOUS RANGES

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Select the first range of cells: A3:A6.
Hold down the Ctrl key and select the range of cells: C2:C6.
Observe:

Click on the Center alignment button.

Let's format the dates.

FORMATTING DATES AND NUMBERS

The basic formatting rule "select and then do" is used when working with Excel.
Select the range of cells: B3:B6.
Choose Cells from the Format menu.
The following Format Cells dialog box should appear:

Click on the Number tag if it is not already displayed.

Within the Category box highlight Date to view all the Format Codes.
Scroll through the options in the Format Codes. There is no format that displays as: Aug. 8,
96. You can custom format by typing in the Code box.
Within the Code box, type in the following custom format:

Click on the Center alignment button to align the dates.

Now let's format the dollar amounts.
Select the discontinuous range displayed below:

Remem
ber to select the first region, then hold down the apple key when you select the remaining regions.
Choose Cells from the Format menu.
Click on the Number tab if it is not already displayed.

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Within the Category box highlight Currency.
Select the following Format Code and then click OK:

Click on the Center alignment button to align the dollar amounts. Note that you could have
selected the whole "checks" workbook and then clicked on the Center button.
Your "checks" workbook should look as follows:

Let's insert
a row between row 2 and row 3 in the "checks" workbook, to make the workbook more appealing to
the eye.
Select row 3 by clicking on the bold face 3.
Choose Rows from the Insert menu.
You have now learned how to format an Excel document. Note that within the Format Cells dialog box
you can format the borders of the cells, change the color,pattern, and shading of the cells and
protection of cells can be set there too.

You have completed your first workbook. It is time to preview it.

Choose Print Preview from the File menu.
Observe:

Click on the Close button to return you to the workbook.

Observe the dotted line between column E and column F, the dotted line indicates that there will be a
page break there.
What you want to do is actually flip the table so it will fit on the whole page. You can do this by choosing
Page SetUp from the File menu.
Choose Page SetUp from the File menu.
The following Page Setup dialog should appear:

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Click on the Page tab if it isn't already displayed.

Within the Orientation box click on Landscape and then click on the OK button. Observe the
dotted line (indicating a page break) at the bottom of your workbook and running horizontal.
Preview your "checks" workbook and then print a copy of it.
When you’re done printing close the "checks" workbook. You are now ready to learn some
advanced features of Excel 5.0.

THE FILL COMMAND

Select the range B8:E8.
Choose Fill from the Edit menu, and from the Fill submenu choose Right.
Your company workbook should look as follows:

The projected expenses in the range C11:E12 are computed as 1.02 times the value of the previous
quarter.
Select cell C11 and enter the formula =B11*1.02.
Select the range C11:C13 and choose Fill from the Edit menu, and from the Fill submenu
choose Down.
Your company workbook should look as follows:

Excel provides another means of copying text, values, or formulas from one cell to other cells. Excel
provides the AutoFill command. AutoFill copies cell's contents with out using the menu. You work
directly on the workbook using the mouse.

COPYING CELLS USING AUTOFILL

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The AutoFill feature is used to copy formatting, formulas, or all cell contents, or to perform different
types of series extensions. For example, if you type Monday and Tuesday in consecutive columns, and
then drag the fill handle to the right, Excel fills Wednesday, Thursday and so on into selected cells.
Select cell C11. Cell C11 contains the formula you want to copy.
Observe the fill handle located in the lower-right corner.
Place your mouse over the fill handle, until the arrow becomes a black cross.
Drag the fill handle across the cells D11 and E11 and then release the mouse button.
Your company workbook should look as follows:

You can also select more than one cell and then use the AutoFill command to copy.
Select the range C12:C13.
Drag the fill handle across the range D12:E13.
Your company workbook should look as follows:

You have now learned how to copy in Excel. You may use any method above to finish the company
workbook.
Select cell B16 and enter the formula =B8-B13.
(Gross Income is equal to Total Revenue minus Total Expenses)
Select cell B17 and enter the formula =B16*.22.
(The Tax is 22%)
Select cell B18 and enter the formula =B16-B17.
(Net Income is Gross Income minus the Tax)
Your company workbook should look as follows:

Copy the formulas in the range B16:B18 to the range C16:E18 using any method you would
like.
Your company workbook should look as follows:
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You have almost completed your company workbook. There is one more column to enter.
Select cell F4 and enter and center the text: Year.
Select cell F6 and enter the formula =SUM(B6:E6).
Copy the formula in cell F6 into the following ranges: F7:F8, F11:F13, and F16:F18.
Your completed company workbook should look as follows:

Save your changes.

Your company workbook is complete. You can now use the power of Excel's automatic recalculation
feature.

CREATING CHARTS

Before you can draw a chart using Excel, the numbers that compose the chart must be entered in a
workbook. There are five general steps in defining a chart.
Steps in Creating a Chart:
1. Enter the numbers into a workbook.
2. Select the data to be charted.
3. Choose Chart from the Insert menu.
4. Choose either Chart Type from the Format menu or click on the ChartWizard button.
5. Define parameters such as titles, scaling color, patterns, and legend.

These five steps should be performed in this order. Note that since the chart is linked to the workbook
data, any subsequent changes made to the workbook are automatically reflected in the chart. You will
be making two charts in this part of the tutorial. The first chart will be a pie chart and the second chart
will be a column chart.

CREATING A PIE CHART

Pie charts are used to show relative proportions of the whole, for one data series only. Data series are a
group of related data points. A data point is a piece of information that consists of a category and value.
For example, if you were collecting data on how couples first meet, then the number of couples who

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met through friends would be a data point. In this case the category is "through friends" and the value is
the number of couples who met that way. When you create a chart with Excel, the categories are
plotted along the horizontal or X-axis, whil the values are plotted along the vertical or Y-axis. Data series
originate from single worksheet rows or columns. Each data series in a chart is distinguished by a unique
color or pattern. You can plot one or more data series in a chart except for pie charts. An example of a
data series is the population of the United States over ten years. Each data point would be made up of a
year (the category) and the population in that year (value). The first step in creating any chart is to enter
the data on a workbook.
Find and open Excel 97 if it is not already open.
Make sure your toolbars and formula bar is displayed.
Open a new workbook.
Save your workbook and name it "expenses".
Enter the following into your expenses workbook:

You will be using the ChartWizard to create your pie chart.

USING THE CHARTWIZARD

The ChartWizard is a series of dialog boxes that guides you through the steps required to create a new
chart or modify settings for an existing chart. When creating a chart with the ChartWizard, you can
specify the worksheet range, select a chart type and format, and specify how you want your data to be
plotted. You can also add a legend, a chart title, and a title to each axis. There are two commands and
two buttons that start the ChartWizard. The command you choose or the button you click will create
either an embedded chart or a chart sheet. An embedded chart is a chart object that has been placed
on a worksheet and that is saved on that worksheet when the workbook is saved. When it is selected
you can move and size it. When it is activated, you can select items and add data, and format, move,
and size items in the chart. A chart sheet is a sheet in a workbook containing a chart. When a chart sheet
is created, it is automatically inserted into the workbook to the left of the worksheet it is based on.
When a chart sheet is activated, you can select items and add data, and format, move and size items in
the chart.
In this tutorial you will be creating chart sheets only.
Select the data you just entered.
Choose Chart from the Insert menu.
Observe that the ChartWizard's first dialog box appears:

You want a regular pie chart not a 3-D pie chart.

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Select the chart type: Pie and click on the Next button.
The following dialog should appear:

Read the dialog box, make sure the range is correct and then click the Next button.
The following dialog should appear:

Select the Titles tab and then enter "Weekly Expenses" as the chart title.
Select the Legend tab and make the following adjustments:

Select the Data Labels tab and select the following options:

Select the following options and then click the Finish button.

Your expenses workbook should look as follows:

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Save your changes.

Once you complete the ChartWizard, Excel displays the new chart sheet, the Chart
toolbar ( ), and the chart menu bar. Note that if
the chart toolbar is not displayed; simply choose Toolbars from the View menu and check of the chart
box. The chart menu bar is similar to the worksheet menu bar, except the Insert and Format menus
have some different commands. Now that the initial chart is created, it is time to learn how to format it.

FORMATTING A CHART

Before we can discuss the details of how to edit and format a chart, you need to know how to activate
the chart and select items in the chart using a mouse.

ACTIVATING A CHART SHEET

When you activate a chart, the chart menu commands become available and the Chart toolbar is
displayed.
To activate a chart sheet, select the chart sheet tab you want.
Select the chart sheet tab to activate the pie chart. Once a chart is active, you can use the
mouse to select chart items one at a time. To confirm what you have selected, refer to the name box on
the formula bar. Note that many items in a chart are grouped together. For some grouped items, such as
data series, you click once to select the entire group, and then click the individual item you want to
select within the group. The following list is a brief overview on how to select items in a chart using a
mouse.

SELECTING ITEMS IN A CHART USING A MOUSE

To select one of the following items in an Excel chart:
 Data Series- click any data marker belonging to a data series.
 Pie slice- select the pie ring, and then click the slice.
 Data labels- click any data label associated with a data series.
 Single data label- select the data labels, and then click an individual label.
 Legend- click anywhere in the legend, or click its border.
 Single legend entry- select the legend, and then click the legend entry.
 Title- click the chart title, axis title, or text box.
 Axis- click the axis or a tick-mark label to format or modify the axis.
Let's change the colors of the pie slices.
Select the Pie ring.
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Your pie chart should look similar to the following:

Select the 29% pie slice.

Observe:

Choose Selected Data Point from the Format menu.

The fowllowing Format Data Point dialog box should appear:

Select the Patterns tab and choose a different color and pattern for the slice.
Select another pie slice and change its color.
Select the Chart title.
Observe:

Choose a different color from the Font Color button ( ).

Select the chart.
Observe the ChartWizard toolbar that is displayed on your screen. There is a Legend button located on
the toolbar. If you want to add or delete a legend to a chart just press that button. Now that you have
completed your weekly expenses pie chart let's print it out. Before you print it out let's preview it.
Save all your changes.
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Choose Print Preview from the File menu.
Make sure that the text: Page 1 and Chart 1 are not displayed, if this text appears the layout of the page
must be set.
Click on the Close button.
Choose Page SetUp from the File menu.
Within the Page Setup dialog box select the Header/Footer tab.
Observe:

Within the Header/Footer box select none from the Header and Footer pull-down menus.
This will clear the text: Chart1 at the top of your pie chart and it will also clear the text: Page 1 at the
bottom of your pie chart.
Within the Page Setup dialog box, select the Chart tab and select the following setting:

Click on the OK button.

Click on the Print button.
You are now ready to create a column chart.

CREATING A COLUMN CHART

Column charts use bars of varying lengths to indicate amount. The bars are of different colors or
patterns to indicate the different type of data, and they run vertically across the chart.
Open your expenses workbook.
Click on the Sheet 2 tab at the bottom of the expenses workbook to enter the data for your
column chart.
Create a worksheet that looks as follows:

Remember to use Excel's Copy features that you learned in the previous part of the tutorial.
Select the data to be charted.
Choose Chart from the Insert menu.
The following should appear on your screen:
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Choose the chart type: Column and click on the Next button.
Choose following format type

And click on the Next button.

The following should appear on your screen:

If the range is correct, click on the Next button.

Insert the following on the titles tab and click the Next button.
Observe:

Select the following options and click the Finish button.

Observe:

Your column chart should look as follows:

Let's format the column chart.

Select the business (data series) columns and make them yellow.
Select the general (data series) columns and make them green.
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Your column chart should look similar to the following:

Select a grid line and choose Selected Gridlines from the Format menu.
The following Format Gridlines dialog should appear:

Choose a different style for the line and click the OK button.
Lastly,let's change the alignment of the text that makes up the months.
Select the X-axis.
Choose Selected Axis from the Format menu.
Within the Format Axis dialog box click on the Alignment tab.
Select the following option and click the OK button.
Observe:

Your column chart should look similar to the following:

Preview your chart.

Clear the Chart 2 and Page 1 text in the Header and Footer respectively using the Page Setup
command.
Print a copy of your column chart.
PAGE BREAKS

To set page breaks within the worksheet, select the row you want to appear just below the page break
by clicking the row's label. Then choose Insert|Page Break from the menu bar. You may need to click the
double down arrow at the bottom of the menu list to view this option.

PAGE SETUP
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Select File|Page Setup from the menu bar to format the page, set margins, and add headers and footers.

Page

Select the Orientation under the Page tab in the Page Setup window to make the page Landscape or
Portrait. The size of the worksheet on the page can also be formatting under Scaling. To force a
worksheet to print only one page wide so all the columns appear on the same page, select Fit to 1
page(s) wide.

Margins

Change the top, bottom, left, and right margins under the Margins tab. Enter values in the header and
footer fields to indicate how far from the edge of the page this text should appear. Check the boxes for
centering horizontally or vertically on the page.

HEADER/FOOTER

Add preset headers and foot

ers to the page by clicking the drop-down menus under the Header/Footer tab.

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To modify a preset header or footer, or to make your own, click the Custom Header and Custom Footer
buttons. A new window will open allowing you to enter text in the left, center, or right on the page.

Format Text - Click this button after highlighting the text to change the font, size, and style.
Page Number - Insert the page number of each page.

Total Number of Pages - Use this feature along with the page number to create strings such as "page 1
of 15".
Date - Add the current date.
Time - Add the current time.
File Name - Add the name of the workbook file.
Tab Name - Add the name of the worksheet's tab.

Sheet

Check Gridlines if you want the gridlines dividing the cells to be printed on the page. If the worksheet is
several pages long and only the first page includes titles for the columns, select Rows to repeat at top to
choose a title row that will be printed at the top of each page.

Print Preview

Select File|Print Preview from the menu bar to view how the worksheet will print. Click the Next and
Previous buttons at the top of the window to display the pages and click the Zoom button to view the
pages closer. Make page layout modifications needed by clicking the Page Setup button. Click Close to
return to the worksheet or Print to continue printing.

Print

To print the worksheet, select File|Print from the menu bar.

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Print Range - Select either all pages or a range of pages to print.

Print What - Select selection of cells highlighted on the worksheet, the active worksheet, or all the
worksheets in the entire workbook.
Copies - Choose the number of copies that should be printed. Check the Collate box if the pages should
remain in order.
Click OK to print.

KEYBOARD SHORTCUTS

Keyboard shortcuts can save time and the effort of switching from the keyboard to the mouse to
execute simple commands. Print this list of Excel keyboard shortcuts and keep it by your computer for a
quick reference.
Note: A plus sign indicates that the keys need to be pressed at the same time.
Action Keystroke Action Keystroke

Document actions Selecting Cells

Open a file CTRL+O All cells left of current cell SHIFT+left arrow
New file CTRL+N SHIFT+right
All cells right of current cell
Save As F12 arrow
Save CTRL+S Entire column CTRL+Spacebar
Print CTRL+P Entire row SHIFT+Spacebar
Find CTRL+F Entire worksheet CTRL+A
Replace CTRL+H
Text Style
Go to F5
Bold CTRL+B
Cursor Movement Italics CTRL+I
One cell up up arrow Underline CTRL+U
One cell down down arrow Strikethrough CTRL+5
One cell right Tab
Formatting
One cell left SHIFT+Tab
Edit active cell F2
Top of worksheet (cell A1) CTRL+Home
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End of worksheet Format as currency with 2
CTRL+End SHIFT+CTRL+$
(last cell with data) decimal places
End of row Home Format as percent with no
SHIFT+CTRL+%
End of column CTRL+left arrow decimal places
Move to next worksheet CTRL+PageDown Cut CTRL+X
Copy CTRL+C
Formulas Paste CTRL+V
Apply AutoSum ALT+= Undo CTRL+Z
Current date CTRL+; Redo CTRL+Y
Current time CTRL+: Format cells dialog box CTRL+1
Spelling F7
Help F1
Macros ALT+F8

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