EXCEL BASICS MICROSOFT OFFICE 2013

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GETTING STARTED,Prerequisites, This is a class for beginning computer users You are only expected to know how to use. the mouse and keyboard open a program and turn the computer on and off You. should also be familiar with the Microsoft Windows operating system. Today we will be going over the basics of using Microsoft Excel We will be using PC. desktop computers running the Windows operating system Microsoft Excel is part of. the suite of programs called Microsoft Office which also includes Word PowerPoint. Please let the instructor know if you have questions or concerns before the class or as. we go along,You Will Learn How To, Find and open Microsoft Use Microsoft Excel s Review the keyboard. Excel in Windows menu and toolbar functions, Understand the different Type in cells Format cells. pointer shapes, Insert rows and columns Sort your data Basic formulas. Cell references Use Autosum Save worksheets,Print worksheets Exit the program.
USING MICROSOFT EXCEL, Microsoft Excel is an example of a program called a spreadsheet Spreadsheets are. used to organize real world data such as a check register or a rolodex Data can be. numerical or alphanumeric involving letters or numbers The key benefit to using a. spreadsheet program is that you can make changes easily including correcting spelling. or values adding deleting formatting and relocating data You can also program the. spreadsheet to perform certain functions automatically such as addition and. subtraction and a spreadsheet can hold almost limitless amounts of data a whole. filing cabinet s worth of information can be included in a single spreadsheet Once you. create a spreadsheet you can effortlessly print it as many copies as you want save it. for later modifications or send it to a colleague via e mail Microsoft Excel is a very. powerful calculator This handout covers just a small number of its features. Microsoft Excel is available on both PCs and Macs so what you learn in class today. should be applicable to any computer you use The program may look slightly different. depending on the version and computer that you re using but Microsoft Excel will. function in the same basic ways There are other spreadsheet programs out there. including Google Spreadsheets part of Google Drive OpenOffice Calc Apple iWorks. Numbers Lotus 1 2 3 and WordPerfect Quattro They have many features in common. with Microsoft Excel and you should feel free to choose any program you prefer. Opening Microsoft Excel,To get started with,Microsoft Excel often. called Excel you will,need to locate and open the,program on your computer. To open the program point to Excel s,icon on the desktop with your mouse. and double click on it with the left,mouse button,If you don t see the Excel icon on your.
desktop you ll have to access the,program from the Start Menu Click on. the button in the bottom left corner to,pull up the Start Menu You may see. the Excel icon here so click on it once,with your left button If you still don t. see it click on All Programs and,scroll through the list of programs until. you find it It may also be located in a, folder called Microsoft Office or something similar it will depend on your specific.
machine Click once with your left button to open the program. Excel will then open a blank page called Book1, This is an image of the upper left corner of Excel. This box features two important pieces of information the name of the file that you are. currently working on in this case Book1 since we have not yet renamed it and which. program you are using Microsoft Excel, You will see a dark box around one of the lighter color boxes on the spreadsheet This. means that a cell is selected and you will be able to enter information in that space. Microsoft Excel Features,The Title Bar, This is a close up view of the Title Bar where file information is located It shows the. name of the file here Book1 the default title and the name of the program Excel. You will be able to name your file something new the first time that you save it Notice. the three buttons on the right side of the Title Bar controlling the size and closing of the. The Ribbon Menu System, The tabbed Ribbon menu system is how you navigate through Excel and access. various Excel commands If you have used previous versions of Excel the Ribbon. system replaces the traditional menus, At the bottom left area of the spreadsheet you will find worksheet tabs By default one.
worksheet tab appears each time you create a new workbook but you can add more by. clicking the icon On the bottom right area of the spreadsheet you will find page view. commands the zoom tool and the horizontal scrolling bar. Quick access toolbar,Ribbon Menu,Horizontal Scroll Bar Page View Zoom. The File Menu, In Microsoft Office 2007 there was something called the Microsoft Office Button in. the top left hand corner In Microsoft Office 2010 and later this has been replaced with. a tab in the Ribbon called File When you left click on this tab a drop down menu. appears From this menu you can perform the same functions as were found under the. Microsoft Office Button menu such as Create a new worksheet open existing files. save files in a variety of ways and print,Quick Access Toolbar. On the top left hand side of the Title Bar you will see several little icons. above the File menu These let you perform common tasks such as. saving and undoing without having to find them in a menu We ll go over. the meanings of the icons a little later,The Home Tab. The most commonly used commands in Excel are also the most accessible Some of. these commands available in the Home Tab are,Font Size Auto Sum.
Font Color Sort,Font Style, The Home Tab Toolbar offers options that can change the font size color alignment. organization and style of the text in the spreadsheet and individual cells For example. the Calibri indicates the FONT of your text the 11 indicates the SIZE of your text etc. We will go over how to use all of these options to format your text in a little while. Each of these options expands into a menu if you left click on the tiny down arrow in the. bottom right corner of the window, This tab works the exact same way as the MS Word Formatting Toolbar The main. difference is that the format changes will only affect the selected cell or cells all. unselected cells remain in the default setting Calibri font size 11. Formula Bar, The formula bar is generally found below the ribbon menu The left side denotes which. cell is selected C5 and the right side allows you to input equations or text into the. selected cell, There are two ways to input information into a cell You may either select an individual. cell and type the equation or text into the formula bar or type the equation or text directly. into the selected cell, Equations for example SUM D5 E5 will automatically be hidden inside the cell and.
can only be viewed using the formula bar the result of the equation will display in the. If any written text is longer than the cell width then the spreadsheet will cover up any. portion longer than the cell width The information will still be in the cell you just won t. be able to see it at all times,Keyboard Review, In order to use Excel effectively you must input commands using both the mouse and. the keyboard The above image of a keyboard should look similar to the keyboard in. front of you learning just a few certain keys will help to improve your efficiency in typing. as well as present you with more options within the program The following is a list of. commonly used keys that you may already be familiar with. 1 Backspace This key deletes letters backwards,2 Delete This key deletes letters forward. 3 Shift This key when pressed WITH another key will perform a secondary. 4 Spacebar This key enters a space between words or letters. 5 Tab This key will indent what you type or move the text to the right The. default indent distance is usually inch, 6 Caps Lock Pressing this key will make every letter you type capitalized. 7 Control Ctrl This key when pressed WITH another key performs a. 8 Enter This key either gives you a new line or executes a command. 9 Number Keypad These are exactly the same as the numbers at the top of. the keyboard some people just find them easier to use in this position. 10 Arrow Keys Like the mouse these keys are used to navigate through a. document or page,Pointer Shapes, As with other Microsoft programs the pointer often changes its shape as you work in. Excel Each pointer shape indicates a different mode of operation This table shows the. various pointer shapes you may see while working in Excel. MICROSOFT EXCEL BASICS,Typing in Cells, Cells are the small rectangular boxes that make up the spreadsheet The boxes are the.
intersection of columns A B C etc and rows 1 2 3 etc To reference a cell use. the column the row name For example the cell in the first column and first row is called. A1 All the information entered into an Excel spreadsheet is entered into cells. Click on a cell to begin typing in it It is that easy When you are finished typing in the. cell press the Enter key and you will be taken to the next cell down You can then begin. typing in that cell You can easily navigate around the cells using your arrow keys. Keep in mind that the Formatting toolbar in Microsoft Excel 2013 is exactly the same as. the one used for Microsoft Word 2013 The biggest difference between the two. programs is that in Excel the format is set for each individual cell So if you change. the font and applied the bold option in cell C5 then this format will only be applied to. cell C5 All remaining cells will remain in default mode until they have been changed. Sometimes you may only wish to adjust the format of one particular cell In this case. simply select the cell by clicking the mouse on it and make any necessary adjustments. to the font size style and alignment Those changes will not carry over when you begin. typing in a new cell, Other times you may wish to adjust the text format of a group of cells entire rows or. entire columns, In Excel you can choose groups of cells in rectangular units all the cells you select. must form a rectangle of some kind To select a group of cells begin by clicking on the. cell that would be in the upper left hand corner of your rectangle Hold down the Shift. key on your keyboard and use the arrows on the keyboard to expand the. selection of cells or click and drag your mouse, Once the group of cells has been selected you can make adjustments to the font size. style and alignment and they will be applied to all selected cells. To select an entire row click on the Row Number,with your mouse note how the entire row. becomes highlighted All formatting changes will now be applied to the whole row. To select an entire column click on the Column Number with your mouse. again the entire column will become highlighted All formatting changes will. be applied to the whole column, Select cell A1 Type 123 in that cell and press Enter on the keyboard Select cell C6.
Type abc in that cell and press Tab on the keyboard Pressing Enter Tab or left clicking. another cell will indicate to Excel that you are done typing in that cell. Left click in the Formula Bar You should now,see a blinking cursor in the bar Type hello in. the bar and press Enter As you re typing in,the formula bar the data appears in the. highlighted cell Now use the Undo button in,the quick access toolbar to remove hello. Select cell C6 Press the delete button on your,keyboard to delete abc from that cell. Formatting Cells, Cells are the small rectangular boxes that make up the spreadsheet All the information.
entered into an Excel spreadsheet is entered into cells. The cell width and height will usually need to be adjusted to view all the information. entered into a cell, To adjust the cell width move the mouse pointer in between two cell. columns in the column header Hold down the left mouse button and. drag the mouse left to shorten the width or right to expand the width. Notice that all cells within the column are automatically adjusted. Adjust the cell height using the same method Move the. mouse cursor between two rows hold down the left mouse. button and move the mouse up to decrease the height and down to increase. the height, Before you begin entering data into a spreadsheet you may already know the width and. height you want your cells to have In this case you can adjust all the widths and. heights by doing the following, Select the square between Column A and Row 1 This will select. ALL the cells in the spreadsheet From the Home tab of the Ribbon. Menu within the Cells box click on Format and select Row Height You will now. be asked to enter a numerical value for height The default value is 15 but you can. enter your own height value 10 20 25 etc, Repeat the same steps for Column width From the Home tab of the. Ribbon Menu within the Cells box click on Format and select. Column Width Note that the default value for the width is 8 43. Enter your own width value 5 10 15 20 etc, In cell A1 type 1600 Penn Ave In cell B1 type Washington DC You will notice that.
the street address is cut off and the city blends into cell C1 If you highlight cell A1 you. will see the entire address is still there and shows up . EXCEL BASICS MICROSOFT OFFICE 2013 GETTING STARTED PAGE 02 Prerequisites What You Will Learn USING MICROSOFT EXCEL PAGE 03 Opening Microsoft Excel Microsoft Excel Features Keyboard Review Pointer Shapes MICROSOFT EXCEL BASICS PAGE 10 Typing in Cells Formatting Cells Inserting Rows and Columns Sorting Data Basic Formulas Cell Reference AutoSum and Excel Equations CLOSING MICROSOFT EXCEL PAGE

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