Microsoft Essentials Book 3

DESKTOP, DATA PUBLISHING
&
SECRETARIAL STUDIES
A PRACTICAL COURSE MANUAL

BOOK III (EXCEL)
Vol. 1
For Secondary Schools, Undergraduates and Graduates.
Copyright © 2020 by ONYEMA E.F.
He who is yet to embrace the computer is surely not of this century.

Going beyond the rigors of the stories to the things that matters which
you should have known.
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PART 3
MICROSOFT
SPREADSHEETS
(EXCEL)
2007
2
CHAPTER 1 - MODULE 3 CHAPTER 2
MICROSOFT EXCEL ENTERING EXCEL FORMULAS AND
USES OF MS EXCEL FORMATTING DATA
Lesson 1: Entering Text Set the Enter Key Direction
and Numbers Perform Mathematical
The Microsoft Excel Calculations
Window Addition
The Microsoft Office Subtraction
Button Multiplication
The Quick Access Toolbar Division
The Title Bar AutoSum
The Ribbon Perform Automatic
Worksheets Calculations
The Formula Bar Align Cell Entries
The Status Bar Left-Align
Move around a Worksheet Right-Align
Go To Cells Quickly Perform Advanced
THE NAME BOX Mathematical Calculations
Delete Data Copy, Cut, Paste, and Cell
Edit a Cell Addressing
Delete a Cell Entry Absolute Cell Addressing
Mixed Cell Addressing
Save a File
Insert and Delete Columns
Close Excel and Rows
To insert a column:
To insert rows:
3
Create Borders Sheet
Merge and Center Change the Chart Type
Add Background Colour
Change the Font, Font Size,
and Font Colour CHAPTER 4
Move to a New Worksheet OTHER EXCEL TABS
Bold, Italicize, and EXCEL PAGE SETUP TAB
Underline THEME GROUP
Single Underline: PAGE SETUP GROUP
Double Underline SCALE TO FIT GROUP
SHEET OPTIONS GROUP
Work with Long Text
FORMULAR TAB
Change a Column Width by
Dragging DATA TAB
Format Numbers REVIEW TAB
CHPATER 3
CREATING CHARTS
Create a Chart
Apply a Chart Layout
Add Labels
Switch Data
Change the Style of a Chart
Change the Size and
Position of a Chart
Move a Chart to a Chart
4
CHAPTER 1 - MODULE 3
MICROSOFT EXCEL
Microsoft Excel is a software program produced by Microsoft that

allows users to organize, format and calculate data with formulas
using a spreadsheet system. This software is part of the Microsoft
Office suite and is compatible with other applications in the Office
suite.
USES OF MS EXCEL
1. Accounting
Budget plans, forecasts, expense tracking, financial reports, loan

calculators, and more. Excel was pretty much designed to meet
these different accounting needs. And, considering that 89 percent
of companies utilize Excel for its various accounting functions, it
obviously fits the bill.
2. Charting
Pie charts, scatter charts, line charts, bar charts, area charts, column
charts—the list goes on and on. If you need to find a way to
represent data in a more visual and digestible way, Excel’s ability
to transform rows and columns of digits into beautiful charts is sure
to become one of your favourite things about it.
5
3. Inventory tracking
Tracking inventory can be a headache. Fortunately, Excel can help

to keep employees, business owners, or even individuals organized
and on top of their inventory—before any major problems crop up.
4. Calendars and schedules
Need to map out a content calendar for your blog or website?

Lesson plans for your classroom? A PTO schedule for you and all
of your co-workers? A daily schedule for you or your family?
When it comes to various calendars, Excel can be surprisingly
robust.
5. Seating charts
From a large corporate luncheon to a wedding, arranging a seating

chart can be a royal headache. Fortunately, Excel can make it a total
breeze. If you’re a real whiz, you’ll be able to automatically create
your seating chart using your spreadsheet of RSVPs.
6. Goal planning worksheet
From professional goals to fitness goals to financial goals, it helps

to have something to keep you focused and on track. Enter the
beauty of Excel. Using the tool, you can create various worksheets,
logs, and planning documents to help you monitor your progress—
and, hopefully, cross the finish line.
6
7. Task list
Say goodbye to your standard pen and paper to-do list. With Excel,
you can make a far more robust task list—and even track your
progress on those larger to-dos that are currently on your plate.
8. Checklist
Similarly, you can create a simple checklist that allows you to tick
off the things you’ve purchased or accomplished—from a grocery
list to a roster of to-dos for an upcoming marketing campaign.
9. Forms
From simple to complicated, Excel is a great option for creating

forms. You can even program various drop-down menus so that
users can select their choice from a pre-set list.
10. Quizzes
Trying to test somebody else’s—or even your own—knowledge of

a subject? In Excel, you can create a bank of questions and answers
in one worksheet, and then instruct Excel to quiz you in another.
11. Mailing list
Data doesn’t just have to involve numbers. Excel is also great at

managing and sorting large amounts of names and addresses—
making it the perfect solution for your invite list for that company
holiday party or the mailing list for that large promotion or
campaign.
NOW THE TUTORIAL
7
In these Microsoft Excel 2007 tutorials I will take you step by
step through the basic features and the entire new tab format of
the program.
We are going to start with the basics and then move step by step
through each tab at the top to include the Home tab, Insert, Page
Layout, Formulas, Data, Review, and end with View. Let’s get
started.
This part of the material is written in a systematic style

that you will definitely love and find friendly.
Lesson 1: Entering Text and Numbers
The Microsoft Excel Window
Microsoft Excel is an electronic spreadsheet. You can use it to

organize your data into rows and columns. You can also use it to
perform mathematical calculations quickly.
To begin this lesson, start Microsoft Excel 2007 just like you will
for Microsoft Word 2007. The Microsoft Excel window appears
and your screen looks similar to the one shown here.
8
Note: Your screen will probably not look exactly like the screen
shown. In Excel 2007, how a window displays depends on the size
of your window, the size of your monitor, and the resolution to
which your monitor is set. Resolution determines how much
information your computer monitor can display. If you use a low
resolution, less information fits on your screen, but the size of your
text and images are larger. If you use a high resolution, more
information fits on your screen, but the size of the text and images
are smaller. Also, settings in Excel 2007, Windows Vista, and
Windows XP allow you to change the color and style of your
windows.
The Microsoft Office Button
In the upper-left corner of the Excel 2007 window is the

Microsoft Office button. When you click the button, a menu
appears. You can use the menu to create a new file, open an existing
file, save a file, and perform many other tasks.
The Quick Access Toolbar
9
Next to the Microsoft Office button is the Quick Access toolbar.
The Quick Access toolbar gives you with access to commands you
frequently use. By default, Save, Undo, and Redo appear on the
Quick Access toolbar. You can use Save to save your file, Undo to
roll back an action you have taken, and Redo to reapply an action
you have rolled back.
The Title Bar
Next to the Quick Access toolbar is the Title bar. On the Title bar,
Microsoft Excel displays the name of the workbook you are
currently using. At the top of the Excel window, you should see
"Microsoft Excel - Book1" or a similar name.
The Ribbon
10
You use commands to tell Microsoft Excel what to do. In Microsoft
Excel 2007, you use the Ribbon to issue commands. The Ribbon is
located near the top of the Excel window, below the Quick Access
toolbar. At the top of the Ribbon are several tabs; clicking a tab
displays several related command groups. Within each group are
related command buttons. You click buttons to issue commands or
to access menus and dialog boxes. You may also find a dialog box
launcher in the bottom-right corner of a group. When you click the
dialog box launcher, a dialog box makes additional commands
available.
Worksheets
Microsoft Excel consists of worksheets. Each worksheet

contains columns and rows. The columns are lettered A to Z
and then continuing with AA, AB, AC and so on; the rows are
numbered 1 to 1,048,576. The number of columns and rows you
can have in a worksheet is limited by your computer memory and
your system resources.
11
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 of the cell you are
in displays in the Name box which is located on the left side of the
Formula bar. Cell entries display on the right side of the Formula
bar. If you do not see the Formula bar in your window, perform the
following steps:
1. Choose the View tab.

2. Click Formula Bar in the Show/Hide group. The Formula
bar appears.
Note: The current cell address displays on the left side of the
Formula bar.
12
The Status Bar
The Status bar appears at the very bottom of the Excel window and
provides such information as the sum, average, minimum, and
maximum value of selected numbers. You can change what
displays on the Status bar by right-clicking on the Status bar and
selecting the options you want from the Customize Status Bar
menu. You click a menu item to select it. You click it again to
deselect it. A check mark next to an item means the item is selected.
Move around a Worksheet
By using the arrow keys, you can move around your worksheet.
I. You can use the down arrow key to move downward one
cell at a time.
II. You can use the up arrow key to move upward one cell at
a time.
III. You can use the Tab key to move across the page to the
right, one cell at a time.
13
IV. You can hold down the Shift key and then press the Tab
key to move to the left, one cell at a time.
V. You can use the right and left arrow keys to move right or
left one cell at a time.
VI. The Page Up and Page Down keys move up and down one
page at a time.
VII. If you hold down the Ctrl key and then press the Home key,
you move to the beginning of the worksheet.
DO IT YOURSELF I
Move around the Worksheet
The Down Arrow Key
• Press the down arrow key several times. Note that the
cursor moves downward one cell at a time.
The Up Arrow Key
• Press the up arrow key several times. Note that the cursor
moves upward one cell at a time.
The Tab Key
1. Move to cell A1.

2. Press the Tab key several times. Note that the cursor
moves to the right one cell at a time.
The Shift Tab Keys
• Hold down the Shift key and then press Tab. Note that the
cursor moves to the left one cell at a time.
14
The Right and Left Arrow Keys
1. Press the right arrow key several times. Note that the
cursor moves to the right.
2. Press the left arrow key several times. Note that the cursor
moves to the left.
Page Up and Page Down
1. Press the Page Down key. Note that the cursor moves
down one page.
2. Press the Page Up key. Note that the cursor moves up one
page.
The Ctrl-Home Key
1. Move the cursor to column J.

2. Stay in column J and move the cursor to row 20.
3. Hold down the Ctrl key while you press the Home key.
Excel moves to cell A1.
Go To Cells Quickly
The following are shortcuts for moving quickly from one cell in a
worksheet to a cell in a different part of the worksheet.
DO IT YOURSELF II
Go to -- F5
The F5 function key is the "Go To" key. If you press the F5 key,
you are prompted for the cell to which you wish to go. Enter the
cell address, and the cursor jumps to that cell.
15
1. Press F5. The Go to dialog box opens.
2. Type J3 in the Reference field.
3. Press Enter. Excel moves 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 in the Reference field.
3. Press Enter. Excel moves to cell C4.
THE NAME BOX
You can also use the Name box to go to a specific cell. Just type
the cell you want to go to in the Name box and then press Enter.
1. Type B10 in the Name box.

2. Press Enter. Excel moves to cell B10.
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Select Cells
If you wish to perform a function on a group of cells, you must

first select those cells by highlighting them. The exercises that
follow teach you how to select.
DO IT YOURSELF III
Select Cells
To select cells A1 to E1:
1. Go to cell A1.
2. Press the F8 key. This anchors the cursor.
3. Note that "Extend Selection" appears on the Status bar in
the lower-left corner of the window. You are in the Extend
mode.
4. Click in cell E7. Excel highlights cells A1 to E7.
5. Press Esc and click anywhere on the worksheet to clear
the highlighting.
17
Alternative Method: Select Cells by Dragging
You can also select an area by holding down the left mouse button
and dragging the mouse over the area. In addition, you can select
non-contiguous areas of the worksheet by doing the following:
1. Go to cell A1.
2. Hold down the Ctrl key. You won't release it until step 9.
Holding down the Ctrl key enables you to select non-
contiguous 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 C5.
5. Continue to hold down the Ctrl key, but release the left
mouse button.
6. Using the mouse, place the cursor in cell D7.
7. Press the left mouse button.
8. While holding down the left mouse button, move to cell
F10. Release the left mouse button.
9. Release the Ctrl key. Cells A1 to C5 and cells D7 to F10
are selected.
10. Press Esc and click anywhere on the worksheet to remove
the highlighting.
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Enter Data
In this section, you will learn how to enter data into your
worksheet. First, place the cursor in the cell in which you want to
start entering data. Type some data, and then press Enter. If you
need to delete, press the Backspace key to delete one character at
a time.
DO IT YOURSELF IV
Enter Data
1. Place the cursor in cell A1.

2. Type John Jordan. Do not press Enter at this time.
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Delete Data
The Backspace key erases one character at a time.
1. Press the Backspace key until Jordan is erased.

2. Press Enter. The name "John" appears in cell A1.
Edit a Cell
After you enter data into a cell, you can edit the data by pressing
F2 while you are in the cell you wish to edit.
DO IT YOURSELF V
Edit a Cell
Change "John" to "Jones."
1. Move to cell A1.

2. Press F2.
3. Use the Backspace key to delete the "n" and the "h."
4. Type Jones.
5. Press Enter.
20
Alternate Method: Editing a Cell by Using the Formula Bar
You can also edit the cell by using the Formula bar. You change
"Jones" to "Joker" in the following exercise.
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 Joker.
5. Press Enter.
Alternate Method: Edit a Cell by Double-Clicking in the Cell
21
You can change "Joker" to "Johnson" as follows:
1. Move to cell A1.

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

4. Type Johnson.
22
5. Press Enter.
Change a Cell Entry
Typing in a cell 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" replaces "Johnson."
Wrap Text
When you type text that is too long to fit in the cell, the text
overlaps the next cell. If you do not want it to overlap the next
cell, you can wrap the text.
DO IT YOURSELF 6
Wrap Text
23
1. Move to cell A2.
2. Type Text too long to fit.
3. Press Enter.
4. Return to cell A2.

5. Choose the Home tab.
6. Click the Wrap Text button . Excel wraps the text in the
cell.
Delete a Cell Entry
To delete an entry in a cell or a group of cells, you place the

cursor in the cell or select the group of cells and press Delete.
DO IT YOURSELF 7
Delete a Cell Entry
1. Select cells A1 to A2.
24
2. Press the Delete key.
Save a File
This is the end of Lesson1. To save your file:
1. Click the Office button. A menu appears.

2. Click Save. The Save As dialog box appears.
3. Go to the directory in which you want to save your file.
4. Type Lesson1 in the File Name field.
5. Click Save. Excel saves your file.
Close Excel
Close Microsoft Excel.
1. Click the Office button. A menu appears.

2. Click Close. Excel closes.
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Chapter 2
Lesson 2: Entering Excel Formulas and Formatting

Data
Lesson 1 familiarized you with the Excel 2007 window, taught you
how to move around the window, and how to enter data. A major
strength of Excel is that you can perform mathematical calculations
and format your data. In this lesson, you learn how to perform basic
mathematical calculations and how to format text and numerical
data. To start this lesson, open Excel.
Set the Enter Key Direction
In Microsoft Excel, you can specify the direction the cursor moves
when you press the Enter key. In the exercises that follow, the
cursor must move down one cell when you press Enter. You can
use the Direction box in the Excel Options pane to set the cursor to
move up, down, left, right, or not at all. Perform the steps that
follow to set the cursor to move down when you press the Enter
key.
26
1. Click the Microsoft Office button. A menu appears.
2. Click Excel Options in the lower-right corner. The Excel
Options pane appears.
3. Click Advanced.
4. If the check box next to After Pressing Enter Move
Selection is not checked, click the box to check it.
27
5. If Down does not appear in the Direction box, click the
down arrow next to the Direction box and then click
down.
6. Click OK. Excel sets the Enter direction to down.
Perform Mathematical Calculations
In Microsoft Excel, you can enter numbers and mathematical

formulas into cells. Whether you enter a number or a formula, you
can reference the cell when you perform mathematical calculations
such as addition, subtraction, multiplication, or 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
In the following exercises, you practice some of the methods you

can use to move around a worksheet and you learn how to
perform mathematical calculations. Refer to Lesson 1 to learn
more about moving around a worksheet.
DO IT YOURSELF 1
28
Addition
1. Type Add in cell A1.

2. Press Enter. Excel moves down one cell.
3. Type 1 in cell A2.
5. Type 1 in cell A3.
7. Type =A2+A3 in cell A4.
8. Click the check mark on the Formula bar. Excel adds cell
A1 to cell A2 and displays the result in cell A4. The
formula displays on the Formula bar.
Note: Clicking the check mark on the Formula bar is similar to

pressing Enter. Excel records your entry but does not move to the
next cell.
Subtraction
29
1. Press F5. The Go To dialog box appears.
2. Type B1 in the Reference field.
3. Press Enter. Excel moves to cell B1.
4. Type Subtract.
6. Type 6 in cell B2.
8. Type 3 in cell B3.
30
10. Type =B2-B3 in cell B4.
11. Click the check mark on the Formula bar. Excel subtracts
cell B3 from cell B2 and the result displays in cell B4. The
Multiplication
1. Hold down the Ctrl key while you press "g" (Ctrl+g). The
Go To dialog box appears.
2. Type C1 in the Reference field.
3. Press Enter. Excel moves to cell C1
4. Type Multiply.
6. Type 2 in cell C2.
8. Type 3 in cell C3.
10. Type =C2*C3 in cell C4.
11. Click the check mark on the Formula bar. Excel multiplies
C1 by cell C2 and displays the result in cell C3. The
Division
1. Press F5.
2. Type D1 in the Reference field.
3. Press Enter. Excel moves to cell D1.
4. Type Divide.
6. Type 6 in cell D2.
8. Type 3 in cell D3.
10. Type =D2/D3 in cell D4.
31
11. Click the check mark on the Formula bar. Excel divides
cell D2 by cell D3 and displays the result in cell D4. The
When creating formulas, you can reference cells and include

numbers. All of the following formulas are valid:
=A2/B2
=A1+12-B3
=A2*B2+12
=24+53
AutoSum
You can use the AutoSum button on the Home tab to

automatically add a column or row of numbers. When you press
the AutoSum button , Excel selects the numbers it thinks you
want to add. If you then click the check mark on the Formula bar
or press the Enter key, Excel adds the numbers. If Excel's guess as
to which numbers you want to add is wrong, you can select the cells
you want.
DO IT YOURSELF 2
32
AutoSum
The following illustrates AutoSum:
1. Go to cell F1.
2. Type 3.
4. Type 3.
6. Type 3.
7. Press Enter. Excel moves down one cell to cell F4.
9. Click the AutoSum button in the Editing group. Excel
selects cells F1 through F3 and enters a formula in cell F4.
33
10. Press Enter. Excel adds cells F1 through F3 and displays
the result in cell F4.
Perform Automatic Calculations
By default, Microsoft Excel recalculates the worksheet as you

change cell entries. This makes it easy for you to correct mistakes
and analyse a variety of scenarios.
DO IT YOURSELF 3
Automatic Calculation
Make the changes described below and note how Microsoft Excel
automatically recalculates.
34
1. Move to cell A2.
2. Type 2.
3. Press the right arrow key. Excel changes the result in cell
A4. Excel adds cell A2 to cell A3 and the new result
appears in cell A4.
4. Move to cell B2.
5. Type 8.
6. Press the right arrow key. Excel subtracts cell B3 from
cell B3 and the new result appears in cell B4.
7. Move to cell C2.
8. Type 4.
9. Press the right arrow key. Excel multiplies cell C2 by cell
C3 and the new result appears in cell C4.
10. Move to cell D2.
11. Type 12.
12. Press the Enter key. Excel divides cell D2 by cell D3 and
the new result appears in cell D4.
Align Cell Entries
When you type text into a cell, by default your entry aligns with
the left side of the cell. When you type numbers into a cell, by
35
default your entry aligns with the right side of the cell. You can
change the cell alignment. You can center, left-align, or right-
align any cell entry. Look at cells A1 to D1. Note that they are
aligned with the left side of the cell.
DO IT YOURSELF 4
Center
To center cells A1 to D1:
1. Select cells A1 to D1.

3. Click the Center button in the Alignment group. Excel
centers each cell's content.
36
Left-Align
To left-align cells A1 to D1:
1. Select cells A1 to D1.

3. Click the Align Text Left button in the Alignment
group. Excel left-aligns each cell's content.
Right-Align
To right-align cells A1 to D1:
37
1. Select cells A1 to D1. Click in cell A1.
3. Click the Align Text Right button. Excel right-aligns
the cell's content.
4. Click anywhere on your worksheet to clear the
highlighting.
Note: You can also change the alignment of cells with numbers in
them by using the alignment buttons.
Perform Advanced Mathematical Calculations
When you perform mathematical calculations in Excel, be careful

of precedence. Calculations are performed from left to right, with
multiplication and division performed before addition and
subtraction.
DO IT YOURSELF 5
Advanced Calculations
1. Move to cell A7.

2. Type =3+3+12/2*4.
38
3. Press Enter.
Note: Microsoft Excel divides 12 by 2, multiplies the answer by

4, adds 3, and then adds another 3. The answer, 30, displays in
cell A7.
To change the order of calculation, use parentheses. Microsoft

Excel calculates the information in parentheses first.
1. Double-click in cell A7.

2. Edit the cell to read = (3+3+12)/2*4.
3. Press Enter.
Note: Microsoft Excel adds 3 plus 3 plus 12, divides the answer
by 2, and then multiplies the result by 4. The answer, 36, displays
in cell A7.
Copy, Cut, Paste, and Cell Addressing
In Excel, you can copy data from one area of a worksheet and place
the data you copied anywhere in the same or another worksheet. In
other words, after you type information into a worksheet, if you
want to place the same information somewhere else, you do not
39
have to retype the information. You simple copy it and then paste
it in the new location.
You can use Excel's Cut feature to remove information from a

worksheet. Then you can use the Paste feature to place the
information you cut anywhere in the same or another
worksheet. In other words, you can move information from one
place in a worksheet to another place in the same or different
worksheet by using the Cut and Paste features.
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, Excel records the position of the cell relative
to the cell that originally contained the formula. With absolute cell
addressing, when you copy a formula from one area of the
worksheet to another, Excel references the same cells, no matter
where you copy the formula. You can use mixed cell addressing to
keep the row constant while the column changes, or vice versa. The
following exercises demonstrate.
DO IT YOURSELF 6
Copy, Cut, Paste, and Cell Addressing
1. Move to cell A9.

2. Type 1. Press Enter. Excel moves down one cell.
5. Move to cell B9.
40
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 or by
using the arrow keys.
1. Move to cell A12.

2. Type =.
3. Use the up arrow key to move to cell A9.
4. Type +.
6. Type +.
8. Click the check mark on the Formula bar. Look at the
Formula bar. Note that the formula you entered is
displayed there.
Copy with the Ribbon
To copy the formula you just entered, follow these steps:
41
1. You should be in cell A12.
3. Click the Copy button in the Clipboard group. Excel
copies the formula in cell A12.
4. Press the right arrow key once to move to cell B12.

5. Click the Paste button in the Clipboard group. Excel
pastes the formula in cell A12 into cell B12.
6. Press the Esc key to exit the Copy mode.
42
Compare the formula in cell A12 with the formula in cell B12
(while in the respective cell, look at the Formula bar). The formulas
are the same except that the formula in cell A12 sums the entries in
column A and the formula in cell B12 sums the entries in column
B. The formula was copied in a relative fashion.
Before proceeding with the next part of the exercise, you must copy
the information in cells A7 to B9 to cells C7 to D9. This time you
will copy by using the Mini toolbar.
Copy with the Mini Toolbar
1. Select cells A9 to B11. Move to cell A9. Press the Shift

key. While holding down the Shift key, press the down
43
arrow key twice. Press the right arrow key once. Excel
highlights A9 to B11.
2. Right-click. A context menu and a Mini toolbar appear.
3. Click Copy, which is located on the context menu. Excel
copies the information in cells A9 to B11.
4. Move to cell C9.

5. Right-click. A context menu appears.
6. Click Paste. Excel copies the contents of cells A9 to B11
to cells C9 to C11.
7. Press Esc to exit Copy mode.
Absolute Cell Addressing
44
You make a cell address an absolute cell address by placing a
dollar sign in front of the row and column identifiers. You can do
this automatically by using the F4 key. To illustrate:
1. Move to cell C12.

2. Type =.
3. Click cell C9.
4. Press F4. Dollar signs appear before the C and the 9.
5. Type +.
6. Click cell C10.
8. Type +.
9. Click cell C11.
11. Click the check mark on the formula bar. Excel records
the formula in cell C12.
Copy and Paste with Keyboard Shortcuts
Keyboard shortcuts are key combinations that enable you to

perform tasks by using the keyboard. Generally, you press and
hold down a key while pressing a letter. For example, Ctrl+c
means you should press and hold down the Ctrl key while
pressing "c." This tutorial notates key combinations as follows:
Press Ctrl+c.
45
Now copy the formula from C12 to D12. This time, copy by using
keyboard shortcuts.
1. Move to cell C12.

2. Hold down the Ctrl key while you press "c" (Ctrl+c).
Excel copies the contents of cell C12.
3. Press the right arrow once. Excel moves to D12.
4. Hold down the Ctrl key while you press "v" (Ctrl+v).
Excel pastes the contents of cell C12 into cell D12.
5. Press Esc to exit the Copy mode.
Compare the formula in cell C12 with the formula in cell D12
(while in the respective cell, look at the Formula bar). The
formulas are exactly the same. Excel copied the formula from cell
C12 to cell D12. Excel copied the formula in an absolute fashion.
Both formulas sum column C.
Mixed Cell Addressing
You use mixed cell addressing to reference a cell when you want
to copy part of it absolute and part relative. For example, the row
can be absolute and the column relative. You can use the F4 key
to create a mixed cell reference.
1. Move to cell E1.

2. Type =.
46
3. Press the up arrow key once.
4. Press F4.
5. Press F4 again. Note that the column is relative and the
row is absolute.
6. Press F4 again. Note that the column is absolute and the
row is relative.
7. Press Esc.
Cut and Paste
You can move data from one area of a worksheet to another.
1. Select cells D9 to D12

3. Click the Cut button.
4. Move to cell G1.
47
5. Click the Paste button . Excel moves the contents of
cells D9 to D12 to cells G1 to G4.
The keyboard shortcut for Cut is Ctrl+x. The steps for cutting and
pasting with a keyboard shortcut are:
1. Select the cells you want to cut and paste.

2. Press Ctrl+x.
3. Move to the upper-left corner of the block of cells into
which you want to paste.
4. Press Ctrl+v. Excel cuts and pastes the cells you selected.
Insert and Delete Columns and Rows
You can insert and delete columns and rows. When you delete a
column, you delete everything in the column from the top of the
worksheet to the bottom of the worksheet. When you delete a
row, you delete the entire row from left to right. Inserting a
column or row inserts a completely new column or row.
48
DO IT YOURSELF 7
Insert and Delete Columns and Rows
To delete columns F and G:
1. Click the column F indicator and drag to column G.

2. Click the down arrow next to Delete in the Cells group. A
menu appears.
3. Click Delete Sheet Columns. Excel deletes the columns
you selected.
4. Click anywhere on the worksheet to remove your
selection.
To delete rows 7 through 12:
49
1. Click the row 7 indicator and drag to row 12.
2. Click the down arrow next to Delete in the Cells group. A
menu appears.
3. Click Delete Sheet Rows. Excel deletes the rows you
selected.
selection.
To insert a column:
1. Click on A to select column A.

2. Click the down arrow next to Insert in the Cells group. A
menu appears.
3. Click Insert Sheet Columns. Excel inserts a new column.
selection.
To insert rows:
1. Click on 1 and then drag down to 2 to select rows 1 and 2.
50
2. Click the down arrow next to Insert in the Cells group. A
menu appears.
3. Click Insert Sheet Rows. Excel inserts two new rows.
selection.
Your worksheet should look like the one shown here.
Create Borders
You can use borders to make entries in your Excel worksheet stand
out. You can choose from several types of borders. When you press
the down arrow next to the Border button , a menu appears.
By making the proper selection from the menu, you can place a
border on the top, bottom, left, or right side of the selected cells; on
all sides; or around the outside border. You can have a thick outside
border or a border with a single-line top and a double-line bottom.
Accountants usually place a single underline above a final number
and a double underline below. The following illustrates:
DO IT YOURSELF 8
Create Borders
51
1. Select cells B6 to E6.

3. Click the down arrow next to the Borders button .A
menu appears.
4. Click Top and Double Bottom Border. Excel adds the
border you chose to the selected cells.
52
Merge and Center
Sometimes, particularly when you give a title to a section of your

worksheet, you will want to center a piece of text over several
columns or rows. The following example shows you how.
DO IT YOURSELF 9
Merge and Center
1. Go to cell B2.
2. Type Sample Worksheet.
53
3. Click the check mark on the Formula bar.
6. Click the Merge and Center button in the Alignment
group. Excel merges cells B2, C2, D2, and E2 and then
centers the content.
Note: To unmerge cells:
1. Select the cell you want to unmerge.

3. Click the down arrow next to the Merge and Center
button. A menu appears.
4. Click Unmerge Cells. Excel unmerges the cells.
To make a section of your worksheet stand out, you can add

background colour to a cell or group of cells.
EXERCISE 10
54

3. Click the down arrow next to the Fill Colour button .
4. Click the colour dark blue. Excel places a dark blue
background in the cells you selected.
55
Change the Font, Font Size, and Font Colour
A font is a set of characters represented in a single typeface. Each

character within a font is created by using the same basic style.
Excel provides many different fonts from which you can choose.
The size of a font is measured in points. There are 72 points to an
inch. The number of points assigned to a font is based on the
distance from the top to the bottom of its longest character. You
can change the Font, Font Size, and Font Colour of the data you
enter into Excel.
DO IT YOURSELF 11
Change the Font
56
3. Click the down arrow next to the Font box. A list of fonts
appears. As you scroll down the list of fonts, Excel
provides a preview of the font in the cell you selected.
4. Find and click Times New Roman in the Font box. Note:
If Times New Roman is your default font, click another
font. Excel changes the font in the selected cells.
Change the Font Size
1. Select cell B2.

3. Click the down arrow next to the Font Size box. A list of
font sizes appears. As you scroll up or down the list of
font sizes, Excel provides a preview of the font size in the
cell you selected.
4. Click 26. Excel changes the font size in cell B2 to 26.
57
Change the Font Colour

3. Click the down arrow next to the Font Colour button .
4. Click on the colour white. Your font colour changes to
white.
Your worksheet should look like the one shown here.
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Move to a New Worksheet
In Microsoft Excel, each workbook is made up of several

worksheets. Each worksheet has a tab. By default, a workbook has
three sheets and they are named sequentially, starting with Sheet1.
The name of the worksheet appears on the tab. Before moving to
the next topic, move to a new worksheet. The exercise that follows
shows you how.
DO IT YOURSELF 12
Move to a New Worksheet
• Click Sheet2 in the lower-left corner of the screen. Excel

moves to Sheet2.
Bold, Italicize, and Underline
When creating an Excel worksheet, you may want to emphasize

the contents of cells by bolding, italicizing, and/or underlining.
You can easily bold, italicize, or underline text with Microsoft
Excel. You can also combine these features—in other words, you
can bold, italicize, and underline a single piece of text.
59
In the exercises that follow, you will learn different methods you
can use to bold, italicize, and underline.
DO IT YOURSELF 13
Bold with the Ribbon
1. Type Bold in cell A1.

2. Click the check mark located on the Formula bar.
4. Click the Bold button . Excel bolds the contents of the
cell.
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5. Click the Bold button again if you wish to remove the
bold.
Italicize with the Ribbon
1. Type Italic in cell B1.

4. Click the Italic button . Excel italicizes the contents of
the cell.
5. Click the Italic button again if you wish to remove the
italic.
Underline with the Ribbon
Microsoft Excel provides two types of underlines. The exercises

that follow illustrate them.
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Single Underline:
1. Type Underline in cell C1.

4. Click the Underline button . Excel underlines the
contents of the cell.
5. Click the Underline button again if you wish to
remove the underline.
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Double Underline
1. Type Underline in cell D1.

4. Click the down arrow next to the Underline button and
then click Double Underline. Excel double-underlines the
contents of the cell. Note that the Underline button changes
to the button shown here , a D with a double underline
under it. Then next time you click the Underline button, you
will get a double underline. If you want a single underline,
click the down arrow next to the Double Underline button
and then choose Underline.
5. Click the double underline button again if you wish to
remove the double underline.
Bold, Underline, and Italicize
1. Type all three in cell E1.

63
4. Click the Bold button . Excel bolds the cell contents.
5. Click the Italic button . Excel italicizes the cell contents.
6. Click the Underline button . Excel underlines the cell
contents.
Alternate Method: Bold with Shortcut Keys
1. Type Bold in cell A2.

3. Hold down the Ctrl key while pressing "b" (Ctrl+b). Excel
bolds the contents of the cell.
4. Press Ctrl+b again if you wish to remove the bolding.
Alternate Method: Italicize with Shortcut Keys
1. Type Italic in cell B2. Note: Because you previously

entered the word Italic in column B, Excel may enter the
word in the cell automatically after you type the letter I.
Excel does this to speed up your data entry.
3. Hold down the Ctrl key while pressing "i" (Ctrl+i). Excel
italicizes the contents of the cell.
4. Press Ctrl+i again if you wish to remove the italic
formatting.
Alternate Method: Underline with Shortcut Keys
1. Type Underline in cell C2.

3. Hold down the Ctrl key while pressing "u" (Ctrl+u). Excel
applies a single underline to the cell contents.
4. Press Ctrl+u again if you wish to remove the underline.
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Bold, Italicize, and Underline with Shortcut Keys
1. Type All three in cell D2.

3. Hold down the Ctrl key while pressing "b" (Ctrl+b). Excel
bolds the cell contents.
4. Hold down the Ctrl key while pressing "i" (Ctrl+i). Excel
italicizes the cell contents.
5. Hold down the Ctrl key while pressing "u" (Ctrl+u). Excel
applies a single underline to the cell contents.
Work 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 you have 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 cut off the long text. The following
exercise illustrates this.
DO IT YOURSELF 14
Work with Long Text
1. Move to cell A6.

2. Type Now is the time for all good men to go to the aid
of their army.
65
3. Press Enter. Everything that does not fit into cell A6 spills
over into the adjacent cell.
4. Move to cell B6.

5. Type Test.
6. Press Enter. Excel cuts off the entry in cell A6.
7. Move to cell A6.

8. Look at the Formula bar. The text is still in the cell.
Change a Column's Width
You can increase column widths. Increasing the column width

enables you to see the long text.
DO IT YOURSELF 15
66
Change Column Width
1. Make sure you are in any cell under column A.

3. Click the down arrow next to Format in the Cells group.
4. Click Column Width. The Column Width dialog box
appears.
5. Type 55 in the Column Width field.
6. Click OK. Column A is set to a width of 55. You should
now be able to see all of the text.
Change a Column Width by Dragging
You can also change the column width with the cursor.
1. Place the mouse pointer on the line between the B and C

column headings. The mouse pointer should look like the
one displayed here , with two arrows.
67
2. Move your mouse to the right while holding down the left
mouse button. The width indicator
appears on the screen.
3. Release the left mouse button when the width indicator
shows approximately 20. Excel increases the column
width to 20.
Format Numbers
You can format the numbers you enter into Microsoft Excel. For
example, you can add commas to separate thousands, specify the
number of decimal places, place a dollar sign in front of a
number, or display a number as a percent.
DO IT YOURSELF 16
Format Numbers
1. Move to cell B8.

2. Type 1234567.
3. Click the check mark on the Formula bar.
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5. Click the down arrow next to the Number Format box. A
menu appears.
6. Click Number. Excel adds two decimal places to the
number you typed.
7. Click the Comma Style button . Excel separates

thousands with a comma.
8. Click the Accounting Number Format button . Excel
adds a dollar sign to your number.
69
9. Click twice on the Increase Decimal button to change
the number format to four decimal places.
10. Click the Decrease Decimal button if you wish to
decrease the number of decimal places.
Change a decimal to a percent.
1. Move to cell B9.

2. Type .35 (note the decimal point).
3. Click the check mark on the formula bar.
70
5. Click the Percent Style button . Excel turns the decimal
to a percent.
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CHPATER 3
CREATING CHARTS
In Microsoft Excel, you can represent numbers in a chart. On the
Insert tab, you can choose from a variety of chart types, including
column, line, pie, bar, area, and scatter. The basic procedure for
creating a chart is the same no matter what type of chart you
choose. As you change your data, your chart will automatically
update.
You select a chart type by choosing an option from the Insert tab's
Chart group. After you choose a chart type, such as column, line,
or bar, you choose a chart sub-type. For example, after you choose
Column Chart, you can choose to have your chart represented as a
two-dimensional chart, a three-dimensional chart, a cylinder chart,
a cone chart, or a pyramid chart. There are further sub-types within
each of these categories. As you roll your mouse pointer over each
option, Excel supplies a brief description of each chart sub-type.
Create a Chart
72
To create the column chart shown above, start by creating the
worksheet below exactly as shown.
After you have created the worksheet, you are ready to create
your chart.
EXERCISE 1
Create a Column Chart
73
1. Select cells A3 to D6. You must select all the cells
containing the data you want in your chart. You should
also include the data labels.
2. Choose the Insert tab.
3. Click the Column button in the Charts group. A list of
column chart sub-types types appears.
4. Click the Clustered Column chart sub-type. Excel creates
a Clustered Column chart and the Chart Tools context tabs
appear.
Context tabs are tabs that only appear when you need them. Called
Chart Tools, there are three chart context tabs: Design, Layout, and
Format. The tabs become available when you create a new chart or
when you click on a chart. You can use these tabs to customize
your chart.
You can determine what your chart displays by choosing a layout.

For example, the layout you choose determines whether your chart
displays a title, where the title displays, whether your chart has a
legend, where the legend displays, whether the chart has axis labels
and so on. Excel provides several layouts from which you can
choose.
74
EXERCISE 2
1. Click your chart. The Chart Tools become available.

2. Choose the Design tab.
3. Click the Quick Layout button in the Chart Layout group.
A list of chart layouts appears.
4. Click Layout 5. Excel applies the layout to your chart.
Add Labels
When you apply a layout, Excel may create areas where you can
insert labels. You use labels to give your chart a title or to label
your axes. When you applied layout 5, Excel created label areas
for a title and for the vertical axis.
75
EXERCISE 3
Add labels
Before
After
1. Select Chart Title. Click on Chart Title and then place

your cursor before the C in Chart and hold down the Shift
key while you use the right arrow key to highlight the
words Chart Title.
2. Type Toy Sales. Excel adds your title.
3. Select Axis Title. Click on Axis Title. Place your cursor
before the A in Axis. Hold down the Shift key while you
use the right arrow key to highlight the words Axis Title.
4. Type Sales. Excel labels the axis.
76
5. Click anywhere on the chart to end your entry.
Switch Data
If you want to change what displays in your chart, you can switch
from row data to column data and vice versa.
EXERCISE 4
Switch Data
Before
After

77
3. Click the Switch Row/Column button in the Data group.
Excel changes the data in your chart.
A style is a set of formatting options. You can use a style to

change the colour and format of your chart. Excel 2007 has
several predefined styles that you can use. They are numbered
from left to right, starting with 1, which is located in the upper-
left corner.
EXERCISE 5

3. Click the More button in the Chart Styles group. The
chart styles appear.
78
4. Click Style 42. Excel applies the style to your chart.
Change the Size and Position of a Chart
When you click 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 to increase or decrease the width of the chart. You can
drag the handles on the corners to increase or decrease the size of
the chart proportionally. You can change the position of a chart by
clicking on an unused area of the chart and dragging.
79
EXERCISE 6
Change the Size and Position of a Chart
1. Use the handles to adjust the size of your chart.

2. Click an unused portion of the chart and drag to position
the chart beside the data.
Move a Chart to a Chart Sheet
By default, when you create a chart, Excel embeds the chart in the
active worksheet. However, you can move a chart to another
worksheet or to a chart sheet. A chart sheet is a sheet dedicated to
a particular chart. By default Excel names each chart sheet
sequentially, starting with Chart1. You can change the name.
80
EXERCISE 7
Move a Chart to a Chart Sheet

3. Click the Move Chart button in the Location group. The
Move Chart dialog box appears.
4. Click the New Sheet radio button.

5. Type Toy Sales to name the chart sheet. Excel creates a
chart sheet named Toy Sales and places your chart on it
81
Change the Chart Type
Any change you can make to a chart that is embedded in a

worksheet, you can also make to a chart sheet. For example, you
can change the chart type from a column chart to a bar chart.
EXERCISE 8
Change the Chart Type

3. Click Change Chart Type in the Type group. The Chart
Type dialog box appears.
4. Click Bar.
5. Click Clustered Horizontal Cylinder.
6. Click OK. Excel changes your chart type.
82
You have reached the end of Lesson 4. You can save and close
your file.
83
CHAPTER 4
OTHER EXCEL TABS
EXCEL PAGE SETUP TAB
THEME GROUP
The Excel 2007 Page Layout tab in Excel lets you make changes to
the overall page, including margins, colours, printing and views.
The first section in the Page Layout tab is Themes.

Click the Themes button down arrow to see a list
of themes you can choose from. The themes button
will change your whole document design as far as
color, font, and effects.
The other 3 buttons let you edit the specific aspect of the design of
your spread sheet. To change the Colours in your Excel document
click the down arrow on colours button.
84
If you click the Create New Theme colours at the bottom you will
open the Create New Theme Colours window. This window gives
you an idea of what each colour in the row changes. You can also
use this window to create a custom theme colour for your
spreadsheet by clicking the down arrow in each category and
selecting a new colour. To save your changes name your theme
then click Save.
To exit without saving click Cancel.
To create a new theme font click the down arrow in the Fonts
button. You will see a list of default themes you can choose from
these themes will change the font for the heading and body text.
You can also click on the Create New Theme Fonts you customize
you font theme.
The next button in Themes is theme effects. Theme effects are sets
of lines and fill effects. You are not able to customize your own
theme but when you place your mouse over one of the default
themes you can see the changes in your document and when you
are happy with one click on it and the changes will take effect
85
PAGE SETUP GROUP
In the Excel 2007 Page Setup section of the page layout tab the first
button is Margins. Click the down arrow to see the default
selections. These are the margins that you need to set for printing
your document.
You can also set

custom margins by
clicking the custom
margins selection at
the bottom of the
Margins button.
The Page Setup

window will open
automatically to the
Margins tab. In this
tab you can set the
top, bottom, left and
right margins. In this
tab you can also set the spacing for the header and footer or center
the spreadsheet either horizontally or vertically on the page. The
page in the center will give you a preview of how your spreadsheet
will print.
The next button is Orientation. Click the down arrow

on the Orientation button. This button lets you change
the orientation of your spreadsheet to portrait or
landscape. If you are following the Budget tutorial
Change the spreadsheet to Landscape then click print
preview to make sure the whole spreadsheet fits on
the page. If it does not fit we will get to that soon.
86
The next button in
the Page Layout tab,
page setup section is
Size. This button will
let you select the size
of the paper you will
print your
spreadsheet on.
Printing small
spreadsheets on note
cards for school
exams is where I
found this option
most valuable.
Click the down arrow

to see all of the page
size options.
The 8.5” x 11” paper

size is the default
selection. You can
use the scroll bar on
the right had side of the drop down menu to see more sizes or if
you would like more options click the More Paper sizes option at
the bottom of the list.
Moving right along to the Print Area button, click the down arrow
and you will see 2 options, set print area and clear print area.
Sometimes when creating a spreadsheet you may want to print on
a certain section of the spreadsheet. To do this select the area of
cells you would like to print and click the down arrow on the Print
Area button, then select Set Print Area. You will see a dotted line
around the area you selected. If you click the print preview button
in the Microsoft logo button at the top of Excel 2007 you will
87
only see the section you selected. All other cells will still be
available for you to modify and use but they will not print.
To clear this print area select the cells again and click the clear
print area selection.
After selecting print area you will get another option in the print
area button. You will see an option to add to print area. Simply
select more cells and click Add to Print Area and you then be able
to see the newly selected cells in your print preview or when you
print the spreadsheet.
The next button is Breaks. Click the down

arrow in the Breaks button. This button lets
you separate a long spreadsheet into multiple
pages.
Once you have inserted the page breaks you

can remove them by clicking the Remove Page Breaks.
Once you have inserted and removed page breaks the Reset All
Page Breaks button will no longer be greyed out. This selection
will reset you page to the way you saved it last.
The Background button is next. This button will open a

Background window for you to browse through your folders for a
background image for your spreadsheet. This image will be
placed behind all of the cells and will not show through if you
have cells that are coloured.
88
The last
button in
the Page
Setup
section is
the Print
Titles
button.
Click this
button and
the Page
Setup
window
will open
to the
Sheet tab.
The Print
titles options allow you to repeat rows or columns on each page
when you print multiple page spreadsheets. To do this, click the
icon at the far right next to the Rows to repeat at top. This will
bring you back to your spreadsheet. Click and drag your mouse
over the cells you want to print at the top of each page of the
spreadsheet then press enter to return to the Sheet tab. It will place
the formula for the cells you choose in the text box. Then click
OK. Print your spreadsheet to see that each page you printed has
the selected rows at the top.
89
SCALE TO FIT GROUP
Excel 2007 Scale to Fit section allows you

to adjust how large you want your
spreadsheet to be on the printed page.
There are 2 ways of working with these
features. If you prefer to make changes in
a window click the little diagonal arrow in
the lower right hand corner. This will open the Page Setup window
with the Page tab already selected. You can make changes to the
scale of your spreadsheet in the scaling section of this tab.
Or you can click the down arrow next to Width: in the Scale to Fit
section and make a selection for the number of pages wide you
would like your spreadsheet to print on. Do the Same for Height. If
you would like to scale the entire document you can change the
spreadsheet with the up and down arrows next to the Scale
selection. You can also type a percentage into this section and press
enter to make the change. Once you have made your selections
click print preview to see how the changes have affected the
printing of your spreadsheet.
SHEET OPTIONS GROUP
This section is Excel 2007 Sheet Options. You

click the diagonal arrow at the lower right
corner of the sheet Options section to open the
Page Set up Window to the Sheet tab. Then you can make the
modification in the Print section.
90
The Gridlines section is the lines in between each cell. To view the
gridlines check the box next to view or uncheck the box to hide
them. You can also print the gridlines to make your spreadsheet
easier to read. Heading are the letters and numbers at the top and
side for the cell identifications. Most people like to see the cell
headings. View is check by default. You can also print the headings
by checking the print box under headings.
ARRANGE GROUP
The last section in the Page Layout tab

is Arrange. Most of the arrange
buttons are for objects you have
inserted into your spreadsheet. The first button is Bring to Front.
This button will be greyed out until you insert an object into your
spreadsheet. You can review the Insert Tab tutorials to learn how
to insert an object. Once you have an object inserted into your
spreadsheet you can select it and click the Bring to Front button.
This will place the object in front of everything so no part of it is
hidden. The Send to back button is just the reverse. Once you select
your object click the Send to back button and it will send the object
behind everything.
The next button is Selection Pane. Click the Selection button and
notice you get a pane on the right side of your spreadsheet.
91
The Pane will list all of the objects you have on your spreadsheet.
You can move them front to back using the arrows at the bottom
of the pane.
The Align button will let you align the

edges of objects so you can have a uniform
look. If you click the down arrow you can
see all of your options. You can align the
left edges, center the objects, align the
right edges, align the top middle or bottom
of objects.
You can also move the objects so they

appear evenly across the page either
horizontally or vertically.
The Snap to Grid options will only let you move the object to line
up with the gridlines. You can view the Gridlines with the last
option or create a shape and only be able to move the object
within the shape.
92
To Group objects together click one object and hold down the Ctrl
button and click the other objects. Then click the Group button.
This will let you move and edit the objects as a whole. Once you
have grouped items together you will have the option to ungroup
them in the Group down arrow.
The last button is Rotate. If you click the object then the down
arrow on the rotate button you have the options to flip the object
over, rotate it 90 degrees clockwise or counter clockwise.
That concludes the Page Layout tab of Word 2007. Click the next
button to continue to the Formulas tab or click one of the below
links to try another tutorial.
FORMULAR TAB
The 1st section is the Function Library. This section contains

buttons that will help you with all of the different formulas Excel
2007 provides.
In this section the first button is the Insert Function

button. This button allows you to edit the formula in the
cell that you have selected. Formulas are equations that
perform calculations with numbers in the cells in your
spreadsheet. A formula always starts with an equal sign (=). For
example 4+2*5 will multiply 2 and 5 then add 4.
Auto Sum is a common function that even

beginner users find helpful. If you click the
down arrow on the Auto Sum button you will
see a list of formulas you may find useful. To
use these formulas click on the cell you want
your answer to appear. (If the cell you choose
is not directly below a list of numbers Excel
93
will place the formula and let you highlight the numbers you want
to use.) Then select the Auto Sum function you want to use; Sum
will add your numbers, Average will provide an average to a list
of numbers, count numbers will count how many numbers you
have, Max will find the highest number in your list, and Min will
find the lowest number. Once you click your formula your work
is done and Excel will provide your answer.
• The Recently Used button will change as you use more

functions. The down arrow will list your most commonly
used formulas.
• The Financial button will give you a list of financial
functions such as accrued interest.
• Logical will give you true or false results.
• Text functions can do things like capitalize the first letter
in each word, find a word, or give you the phonetic
characters from a string of text. This is just a few
examples.
• The Date button will give you options to calculate the
number of days between two dates, give you a serial
number for today’s date, or will give you the number of
work days. Again these are just a few options.
• Lookup & Reference can do things like create a hyperlink,
reference a column or row, or create an index.
• The Math & Trig feature I used a lot when I was in
college. This will help you with many of the formulas you
are learning in advanced math classes.
• More Functions includes formulas for statics, engineering,
and much more.
94
•
• The next section in the Formulas tab is the Defined Names
section. This section we will learn about finding names in
your spreadsheets and defining cells with names instead of
cell numbers.
• Click on the first button Name Manager. This will open
another window.
•
• In the Name Manager window you can create, edit, delete
and find all of the names in your workbooks. You can use
the names in your formulas instead of cell references.
• The Name Manger function is a great tool if you have
several sheets, tables, and formulas in your spreadsheet. It
makes it easier to memorize names rather than hunting for
cell numbers.
• The next buttons; Define Name, Use in Formula, and
Create from Selection let you do the same thing as the
name Manger button, except you do it with individual
cells.
95
• The Define Name button you select the cell you would
like to name and click the Define Name button this will
bring up a window for you to name the cell then you will
not have to use the cell number in your formula.
• For the Use in Formula button you select a cell that
already has a formula and then click the Use in Formula
button. It will give you a list of all the named cells in the
work book to choose from.
• The last button in this section is the Create from Selection.
This button will automatically create names from a
selected group of cell.
• The next
section in the
Formula tab is
Formula Auditing. I
am going to go
through these quickly
to give you the basic idea of how they work and if you
have specific questions please contact me.
• The First button is Trace Precedents. To use this button
click on a cell that has a formula then click the Trace
Precedents button this will draw arrows to the cells that
affect the results of the formula. To use the Trace
Dependents button click on a cell that is associated with a
formula. This will draw arrows to the formulas that the
cell is associated with.
• To remove the arrows from the Trace Precedents and
Trace Dependents buttons click the Remove Arrows
button. If you just want to remove one or the other click
the down arrow for those selections. The next button is
Show Formulas. Click this button and you will see the cell
formula instead of the value or result. Click the button
again to hide the formulas and see the results again.
• The Error checking button will check for common errors
made when creating a formula in Excel.
96
• If you have a long formula the Evaluate Formula button
can be helpful. It will open a window that will allow you
to look at each part of the formula and help to find errors.
• The Watch window is a neat feature. If you have several
formulas in your spreadsheet and would like to see what
happens to a series of formulas when you are changing
cells in your spreadsheet. Click the Watch Window
button. A window comes up. Click on a cell that has a
formula and click the Add Watch button in the watch
window. It will add the cell to the watch window. You can
add as many cells as you like to this window and as you
make changes to your spreadsheet you have a central
location to look at the values of your formulas.
• The next section in the formula tab
is Calculation. Calculation Options
button give you the choice of having
values in a formula be calculated
automatically when changes are
made to cells that affect the formula,
automatically change them except if the formula is in a
table, or to have you manually update formulas by
clicking either the calculate now button to update the
calculations in the workbook you are working on or the
Calculate sheet button to update the formulas in the sheet
you are working on.
DATA TAB
This tab enables you to import data from other programs, update
your spreadsheet when changes are made to the external data
sources, sort, filter, and organize your data. Lets' get started with
the first section, Get External Data.
97
You can import
spreadsheet information
into Excel 2007 from
about any program. Excel
2006 gives you a button to
import from Access, a Web site, or Text file. Click one of those
buttons and a window will open for you to select the location of
the data you want to import. If your data is in a source not listed
click the down arrow on From Other Sources and make a
selection.
GET EXTERNAL DATA GROUP
The last button is Existing Connections. The benefit of using a

data source connection is it can make it less time consuming to
analyse data in Excel from other programs. Usually you would
have to cut and paste data into Excel with the Data Source
connections you don't have to do that.
Let's Move on to the Connections section of

the data tab. The first button is Refresh All.
If you have your spreadsheet connected to a
data source and you make changes to your
data source then you will need to update
your spreadsheet. Click the Refresh button
you will be given the option to update all
data sources, update just the work book, check on the status of the
refresh, or cancel the refresh.
The Connections button will open a window that gives you a list
of all of your data connections a description of the connection,
where the connection is located and the last time it was refreshed.
98
The Properties button will be grayed out until you have a data
source connected to your spreadsheet. Properties with tell you
how cells that are connected to a data source will be updated,
what contents from the source will be displayed, and how changes
in the number of rows or columns in the data source will be
handled in the workbook.
The Edit Links button will open a window for you to view all
other files the spreadsheet is linked to and how they are linked
and it will allow you to make changes to the links.
The next section is Sort & Filter. If you

have large amounts of data in your
spreadsheet it is helpful to be able to
organize it and find what you are
looking for. To use any of the sort
buttons you can click the top of the column or highlight all of the
data you want sorted then click the button you would like to
organize your data with. The AZ button with the down arrow will
sort your data from lowest to highest. The ZA button with the up
arrow will sort your data from highest to lowest.
99
The Sort button opens the Sort window which will give you more
options when organizing your data. You can sort on multiple
levels if you have several columns of data. For example you could
sort my last name, then date, then amount owed. Make you
selections then click the OK button to finish and your data will be
sorted.
To use the filter button select the cell

at the top of the column you want to
filter then click the filter button. This
will place an arrow in the cell. When
you click the down arrow you will get
a menu to make your filtering
selections. In this example I am
filtering a date column. It gives me
the option to just show 2010 dates, all
dates, etc. You can either check the
boxes provided to filter or click the
Date Filters option to have more
choices such as filter by quarter,
month dates past today, etc. Play with
the options and when you are finished
click ok for the filter to take place. To
clear a filter click on the down arrow
and select Clear filter From "column name" or click on the clear
filter from the sort and filter section of the data tab.
The last button in the sort and filter section is the Advanced tab.
This will open a window for you to customize your filtering more.
Next is the Data Tools section. The first button is Text to

Columns. This button will separate words into 2 columns.
To try this type you first and last name in one cell. Then
click the Text to Columns button. It will open the Convert
Text to Columns Wizard.
100
The first step of the wizard has you tell Excel how your words are
separated in the cell. I need to click Fixed width because I just
used a space. Then click next. In the next window lets you set the
column widths. You can adjust the widths by moving the arrows.
When finished click next for the third window. The third window
has you set the type of cell format, ie: text, currency, etc. make
your selection and click finish. It will return you to your
spreadsheet with all of the selected cells separated into 2 cells.
101
The next
button is
Remove
Duplicates. If you have columns in your spreadsheet that may

have duplicate data you can click the Remove Duplicates button
and the Remove Duplicates window will open.
In the Remove Duplicates window check the boxes next to the

columns you would like the duplicate data removed. Then click
OK and all duplicates will be deleted from the spreadsheet.
The next button in Data Tools is Data

Validation. The Data Validation button
prevents invalid data from being entered in
cells. Click the down arrow on the Data
Validation button to see the options then
click on the Data Validation option. This
will open the Data Validation window to
the settings tab. In this tab you can customize the data that you
will allow to be entered into the cells you have selected. The
102
down arrow
under Allow
will let you
make your
selections.
Some
examples are
decimal, whole
numbers, date,
time, text or
you can
customize.
After making a
selection The
Data selections
will no longer be grayed out. Use the drop down arrow to select
the type of data allowed. Depending on the selection made will
depend on the variables you will be allowed to enter. I selected
between. This gave me a minimum and maximum text box to fill
in. I typed 3.2 in the mininum and 5.7 in the maximum.
103
Now click on the
Input Message
tab. If the check
box is marked it
will let you
customize a
message that will
appear when the
cell with data
validation is
selected. The
message will
appear like a note. The title will be bold at the top and the
message will appear below. If the check box is not marked there
will be no message displayed to tell the user of the data valitation
for the cell.
Click on the Error

Alert tab. I would
recommend always
checking the box to
show an error when
invalid data is
entered. It this box
is not checked the
user will not know
why the data will
not show up in the
cell. Once the box is checked use the drop down arrow in the style
section to choose the icon that will appear in a pop up window
104
when invalid data is entered. Then type the title and message in
the text boxes. Click Ok once you have entered the title and
message. Now type a number that is invalid and press enter. You
should get a window similar to this.
If you
choose not
to have an
error alert to
prevent
invalid data
from being entered you can have the data circled. Click the down
arrow on the data Validation button in the drop down menu click
the Circle invalid data option. You will need
to go back and change you settings in the
data validation window to allow invalid data
to be entered. When the invalid data is
entered a red circle will be placed around the
cell. To clear the circles use the last option
Clear Validation Circles.
The next button is Consolidate. This button is used to

merge spreadsheets. In order for the consolidate button
to work the data being consolidated needs to be in
identical order in the two worksheets. When the data is
in the same order click the consolidate button this will open the
105
Consolidate window. In this window use the drop down menu in
the Function section. Select the function you would like
preformed when the data is merged. In the Reference section you
have the option to click the table button just to the right of the text
box to select a section of cells in the current workbook or click
the Browse button to open a different work book to make you
selection. After the selection is made click the add button to add
the cells to the All references section of the Consolidate window.
Check either top row or left column to tell Excel where your
labels are located in the spreadsheets you are going to merge.
Click OK when you are finished. The will take all of the data in
each selected worksheet and perform the selected function and
place the answer in the selected cells on the active worksheet.
The What-If Analysis tool in Microsoft Excel

2007 gives you the option to use different
values in one or more formula to view the
results. There are three options to choose
from. We will go through each one
individually.
106
Click the down arrow on
the What-If Analysis
button and select
Scenario Manager. This
will open the Scenario
Manager window. Once
scenarios have been
entered they will appear
in the scenarios section
of the window.
I am using a simple spreadsheet to calculate a mortgage payment

and comparing interest rates to see how it will affect the payment.
107
If a scenario has
not already been
created click the
add button. This
will open the
Add Scenario
window. Type a
name for your
scenario in the
Scenario name
field. In my
example I am
using the
percentage for
the name. I typed
4.25% for the first scenario I created then created two more using
5.5% and 6.75%. In the Changing cells field type the cell or cells
name(s) that you would like to see how changing them will affect
your formula. I changed cell A3 in my example. You can also
click the graph icon to the right of the Changing cells text box to
select the cells. By clicking the icon the Excel spreadsheet will be
activated for you to select any cells you wish without having to
type the cell reference. The comment box allows you to type a
comment for your reference when making changes to the
scenarios. Once you have entered all of the information click OK
and the Scenario Values window will open.
In the Scenario
values window
type the
number you
would like to
replace the
current value in
the selected
108
cell. Click OK to return to the Scenario manager window. Add a
couple more scenarios then click Summary.
The Scenario Summary

window will open. In this
window select the way you
would like your scenarios to
be displayed and click OK.
This will open a new tab
spreadsheet titled scenario
summary. It will look
something like this.
109
The next option in the What if Analysis is
Goal Seek. If you know the result that you
want from a formula, but are not sure what
input value the formula needs to get that
result you use the Goal Seek option in the
What if Analysis button.
First we need to set up the spreadsheet to use the goal seek option.
In your Excel spreadsheet enter the formula you would use to
calculate a loan payment. In Cell A1 type Loan Amount, Cell A2
type Term in Months in Cell A3 type Interest Rate and in cell A4
type Payment. In cell B1 type the amount that you want to
borrow. In cell B2 type the term you want to pay off the loan. In
cell B4 type =PMT(B3/12,B2,B1) Now set the B3 cell to a
percentage by clicking % button in the number section of the
Home tab.
Click on the down arrow of the

What if Analysis button and
select Goal Seek. This will
open the Goal Seek window.
In the Set cell text box enter
cell B4. In the To Value text
box type the amount that you
would like your payment to be.
Type this amount as a negative
number since it is a payment. In the By changing cell text box
type B3. Click the OK button to return to your spreadsheet and
see what your interest rate will be on the loan.
110
The last option in the What If Analysis button
is Data Table. A data table is a range of cells
that shows how changing one or two variables
in your formulas will affect the results of those
formulas. It helps you explore a set of possible
outcomes in a worksheet. It lets you look at a
range of possibilities easily. A data table can only accommodate 2
variables. The rows or columns that the variable data is entered in
is important when using the Data Table feature.
As an example I
put together a table
using a loan
calculation
formula. For the
data table it will
calculate the
payments for the different interest rates. I entered the interest rates
I would like calculated in column C. Highlight the column with
the variable data along with the cell that the formula is entered
into and the cells adjacent to
the variables as shown. Click
on the What-If-Analysis
button and select Data Table.
It will bring up the Data Table
window. This is a Column
based data table. In the
example I would enter cell B3
by either typing it in the Column input cell or clicking on the table
button next to the text box and selecting the cell from the
worksheet. Once you have selected or entered the cell Click the
OK button and you will return to your Excel workbook with the
payments for the additional interest rates calculated in the D
column.
111
OUTLINE GROUP
The excel 2007 outline section of the

data tab is designed to group and
summarize data up to 8 levels. Use an
outline to quickly display summary
rows or columns or reveal detailed data for each group created.
Highlight the rows or columns you would like to group by

clicking on the first cell and dragging to highlight the group of
cells. Once the cells are selected click the down arrow of the
Group button in the Outline section of the Data tab. Select Group.
Notice once you have done this a number with a line to a minus
symbol will appear to the left of the row labels. By clicking on the
minus button it will hide the cells you selected to group. The
minus button will change to a plus sign to expand the hidden
cells.
When you have created a group the Show Details and Hide
Details buttons will no longer be greyed out. Click these buttons
to show and hide the grouped cells.
Click on the top cell you grouped, then click the Ungroup button
down arrow and select Ungroup. This will ungroup the cells just
like the button describes. If you have multiple sets of cells
grouped click the down arrow of the Ungroup button and select
clear outline to delete all groupings. This will just ungroup the
cells not delete them.
112
The last button in this section
is Subtotal. If you have
grouped cells and click the
subtotal button it will bring
up the Subtotal window. In
this window you have a drop
down menu at the top titled
At each change in: Clicking
this down arrow will give
you a list of each group you
have created. Select one
from the list. Click the down
arrow in the Use function
selection box. Scroll through
the list of functions and
select the one you would like
preformed on the grouped cells. Place a check mark next to any
subtotals you would like to include in the calculations.
The check boxes below the Add subtotal section can be checked
or checked to change the calculations made to the groups and how
they are displayed. Click OK when you are finished making your
selections and the subtotal calculations will be entered for any
selected grouped cells.
REVIEW TAB
Spelling - Check the

spelling of text. The
keyboard shortcut to check
spelling is F7 .
Research - Open the

Research Task Pane to
113
search through reference
materials such as
dictionaries,
encyclopaedias, and
translation services. The
keyboard shortcut for
Research is Alt + Click.
Thesaurus - Suggests
other words with a similar
meaning to the word you
have selected.
Translate - Translate
the selected text into a
different language.
Comments
Edit Comment - Edit the selected comment. The keyboard

shortcut to edit a selected comment is Shift + F2 . Note: This
button will not be displayed unless a cell containing a comment
has been selected.
New Comment - Add a comment about the selected cell.

The keyboard shortcut to add a comment is Shift + F2 . Note:
This button is the default view in the Comments section rather
than the Edit Comment button displayed at the top of this
explanation.
114
Delete (comment) - Delete the selected comment.
Previous (comment) - Select the previous comment in the

worksheet.
Next (comment) - Navigate to the next comment in the

document.
Show/Hide Comment - Show or hide the comment attached
to the selected sheet.
Show All Comments - Display all comments in the sheet.
Show Ink - Show or hide any ink annotations on the sheet.
Changes
Protect Sheet - Prevent unwanted changes to the data in a

sheet by specifying what information can be changed. For
example, you can prevent people from editing locked cells or
changing the formatting of the document. You can specify a
password that can be entered to unprotect the sheet and allow
these changes.
Protect Workbook - Prevent unwanted changes to the

structure of the workbook, such as moving, deleting, or adding
sheets. You can specify a password that can be entered to
unprotect the workbook and allow these changes.
Share Workbook - Allow multiple people to work in a

workbook at the same time. The workbook should be saved to
115
a network location where multiple people can open it.
Workbooks containing tables cannot be shared.
Protect and Share Workbook - Share the workbook and
protect it with a password at the same time. The password will
prevent others from turning off change tracking.
Allow Users to Edit Ranges - Allows specific people to edit
ranges of cells in a protected workbook or sheet. Before using
this feature, first set security on the sheet by using the Protect
Sheet command. To use this feature, your computer must be
joined to a Microsoft Windows domain.
Track Changes - Track all changes made to the document,
including insertions, deletions, and formatting changes.
116

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DESKTOP, DATA PUBLISHING

A PRACTICAL COURSE MANUAL

For Secondary Schools, Undergraduates and Graduates.

Copyright © 2020 by ONYEMA E.F.

He who is yet to embrace the computer is surely not of this century.

Microsoft Excel is a software program produced by Microsoft that

Budget plans, forecasts, expense tracking, financial reports, loan

Tracking inventory can be a headache. Fortunately, Excel can help

4. Calendars and schedules

Need to map out a content calendar for your blog or website?

From a large corporate luncheon to a wedding, arranging a seating

6. Goal planning worksheet

From professional goals to fitness goals to financial goals, it helps

From simple to complicated, Excel is a great option for creating

Trying to test somebody else’s—or even your own—knowledge of

11. Mailing list

Data doesn’t just have to involve numbers. Excel is also great at

NOW THE TUTORIAL

This part of the material is written in a systematic style

Lesson 1: Entering Text and Numbers

The Microsoft Excel Window

Microsoft Excel is an electronic spreadsheet. You can use it to

The Microsoft Office Button

In the upper-left corner of the Excel 2007 window is the

The Quick Access Toolbar

The Title Bar

Microsoft Excel consists of worksheets. Each worksheet

The Formula Bar

1. Choose the View tab.

Move around a Worksheet

Move around the Worksheet

The Down Arrow Key

The Up Arrow Key

The Tab Key

1. Move to cell A1.

The Shift Tab Keys

Page Up and Page Down

The Ctrl-Home Key

1. Move the cursor to column J.

You can also use Ctrl+G to go to a specific cell.

THE NAME BOX

1. Type B10 in the Name box.

If you wish to perform a function on a group of cells, you must

To select cells A1 to E1:

1. Place the cursor in cell A1.

The Backspace key erases one character at a time.

1. Press the Backspace key until Jordan is erased.

Change "John" to "Jones."

1. Move to cell A1.

1. Move the cursor to cell A1.

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

1. Move to cell A1.

3. Use the Backspace key to erase "r," "e," and "k."

Change a Cell Entry

1. Move the cursor to cell A1.

4. Return to cell A2.

Delete a Cell Entry

To delete an entry in a cell or a group of cells, you place the