Oracle Excel

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Introduction The Columns of a Spreadsheet The Rows of a Spreadsheet The Cells of a Spreadsheet Introduction to Worksheets Introduction to Workbooks Workbooks and Worksheets Printing Introduction to Data Entry Data Entry With Numbers Introduction to Cell Formatting Aesthetic Cell Formatting Data Analysis With Charts Introduction to Expressions Introduction to Functions Business and Financial Functions Logical Operations Date and Time Operations Protecting a Spreadsheet
Startup With Microsoft Excel Introduction Accounting is one of the most popular and dynamic areas of of interest in our society. Accounting is used to know, understand, and analyze the numbers. It helps to handle financial transactions for regular people, businesses, government agencies, and international monetary relationships. Accounting can be resumed as the system used to identify, record, and document the monetary transactions of any kind. Microsoft Excel is a spreadsheet application used to create and manage business transactions that deal with accounting. To make this possible, it can assist you with creating lists of transactions, then using those list to create charts and other analysis tools. Starting Microsoft Excel To use Microsoft Excel, there are various ways you can start it:
As a regular Microsoft Windows application, to use Microsoft Excel, you can click Start -> (All) Programs -> Microsoft Office -> Microsoft Office Excel 2007
You can also create a shortcut on the desktop, in Windows Explorer, or in My Computer. To create a sho click Start -> (All) Programs -> Microsoft Office, right-click and hold your right mouse on Microsoft Off
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drag (with the right mouse button) to the desktop. On the menu that appears, click Create Shortcut Here. A technique you can use consists of opening My Computer, expanding the drive, the Program Files folder, t Office folder, the Office12 folder, right-clicking Excel, clicking Create Shortcut, right-clicking the new s clicking Cut, right-click your desktop and click Paste.

If you are using My Computer or Windows Explorer, you can open the Program Files folder, then Microsoft Office, then Office, and double-click Excel You can create an empty document on your desktop and use it to launch Microsoft Excel. To do that, you would right-click an empty area on the desktop, position the mouse on New -> Microsoft Office Excel Worksheet, type a name for the document, such as Time Sheet, and press Enter twice If you see a file in My Computer, Windows Explorer, My Network Places, Microsoft Outlook, or you receive a document by e-mail, you can launch Microsoft Excel by doubleclicking the file or the attachment
The classic way users launch Microsoft Excel is from the Start menu on the task bar. You can also start the appli shortcut on the desktop. There are many ways you can create a shortcut on your desktop. To create a Microsoft E the desktop, do one of the following: Practical Learning: Starting Microsoft Excel
To start Microsoft Excel, from the Taskbar, click Start -> (All) Programs -> Microsoft Office -> Microsoft Office Excel
The Office Button Introduction
When Microsoft Excel opens, it displays an interface divided in various sections. The top section displays a long the title bar.
The title bar starts on the left side with the Office Button
. If you position the mouse on it, a tool tip would
The Options of the Office Button When clicked (with the mouse's left button), the Office Button displays a menu:
As you can see, the menu of the Office Button allows you to perform the routine Windows operations of a regula including creating a new document, opening an existing file, or saving a document, etc. We will see these operati lessons. If you right-click the office button, you would get a short menu:
We will come back to the options on this menu. The Quick Access Toolbar Introduction
On the right side of the Office Button, there is the Quick Access Toolbar . Like a normal toolba Access displays some buttons. You can right-click the Quick Access toolbar. A menu would appear:
If you want to hide the Quick Access toolbar, you can right-click it and click Remove Quick Access Toolbar. To button is used for, you can position the mouse on. A tool tip would appear. Once you identify the button you wan it. Adding a Button to the Quick Access Toolbar
By default, the Quick Access toolbar is equipped with three buttons: Save, Undo, and Redo. If you want to add m more options, you can right-click the Quick Access toolbar and click Customize Quick Access Toolbar... This wo Excel Options dialog box:
To add a button to the Quick Access toolbar, on the left list of Add, click an option and click Add. After making click OK. To remove a button from the Quick Access toolbar, right-click it on the Quick Access toolbar and click Remove Access Toolbar. The Quick Access Button
On the right side of the Quick Access toolbar, there is the Customize button with a down-pointing arrow. If you c click this button, a menu would appear:
The role of this button is to manage some aspects of the top section of Microsoft Excel, such as deciding what bu on the Quick Access toolbar. For example, instead of using the Customize Quick Access Toolbar menu item as w previously, you can click an option from that menu and its corresponding button would be added to the Quick Ac the options on the menu are nor enough, you can click either Customize Quick Access Toolbar or More Comman open the Excel Options dialog box.
The main or middle area of the top section displays the name of the application: Microsoft Excel. You can right-c to display a menu that is managed by the operating system.
On the right side of the title bar, there are three system buttons that allow you to minimize, maximize, restore, or Access. Under the title bar, there is another bar with a Help button on the right side. The Ribbon Introduction Under the title bar, Microsoft Excel displays a long bar called the Ribbon:
Minimizing the Ribbon
By default, the Ribbon displays completely in the top section of Microsoft Excel under the title bar. One option i way the main menu appeared in previous versions of Microsoft Excel. To do this:

Right-click the Office Button, the Quick Access toolbar, or the Ribbon itself, and click Minimize the Rib Click or right-click the button on the right side of the Quick Access toolbar:
This would display the Ribbon like a main menu:
To show the whole Ribbon again:

Right-click the Office Button, the Quick Access toolbar, or one of the Ribbon menu items, and click Min to remove the check mark on it Click or right-click the button on the right side of the Quick Access toolbar and click Minimize the Ribbo check mark on it Double-click one of the menu items of the Ribbon
Changing the Location of the Ribbon
By default, the Quick Access toolbar displays on the title bar and the Ribbon displays under it. If you want, you c locations. To do that, right-click the Office Button, the Quick Access toolbar, or the Ribbon, and click Show Qui Toolbar Below the Ribbon:
To put them back to the default locations, right-click the Office Button, the Quick Access toolbar, or the Ribbon, Quick Access Toolbar Above the Ribbon. The Tabs of the Ribbon
The ribbon is a type of property sheet made of various property pages. Each page is represented with a tab. To ac

You can click its label or button, such as Home or Create You can press Alt or F10. This would display the access key of each tab:
To access a tab, you can press its corresponding letter on the keyboard. For example, when the access key press Home, the Home tab would display If your mouse has a wheel, you can position the mouse anywhere on the ribbon, and role the wheel. If you
down, the next tab on the right side would be selected. If you role the wheel up, the previous tab on the le selected. You can keep rolling the wheel until the desired tab is selected To identify each tab of the Ribbon, we will refer to them by their names. The Sections of a Tab
Each tab of the ribbon is divided in various sections, each delimited by visible borders of vertical lines on the left section displays a title in its bottom side. In our lessons, we will refer to each section by that title. For example, i displays Font, we will call that section, "The Font Section". Some sections of the Ribbon display a button window. The Buttons of the Ribbon
. If you see such a button, you can click it. This would open a di
Since there are various buttons and sometimes they are unpredictable, to know what a particular button is used fo position your mouse on it. A small box would appear to let you know what that particular button is used for; that called a tool tip:
You can also use context sensitive help in some cases to get information about an item.
You can add a button from a section of the Ribbon to the Quick Access toolbar. To do that, right-click the button and click Add to Quick Access Toolbar:
Remember that, to remove a button from the Quick Access toolbar, right-click it on the Quick Access toolbar and From Quick Access Toolbar. The More Buttons of the Ribbon In some sections of the Ribbon, on the lower-right section, there is a button:
That button is used to display an intermediary dialog box for some action. We will see various examples as we m The Size of the Ribbon
When Microsoft Excel is occupying a big area or the whole area of the monitor, most buttons of the Ribbon appe Sometimes you may need to use only part of the screen. That is, you may need to narrow the Microsoft Excel int some of the buttons may display part of their appearance and some would display only an icon. Consider the diff following three screenshots:
In this case, when you need to access an object, you can still click it or click its arrow. If the item is supposed to objects, a new window may appear and display those objects: From this:
To this:
The Work Area The Name Box
Under the Ribbon, there is a white box displaying a name like A1 (it may not display A1...), that small box is cal Box:
The Insert Function Button
On the right side of the Name box, there is a gray box with an fx button. That fx button is called the Insert Functi The Formula Bar On the right side of the Insert Function button is a long empty white box or section called the Formula Bar:
You can hide or show the Formula Bar anytime. To do this, on the Ribbon, click View. In the Show/Hide section
To hide the Formula Bar, remove the check mark on the Formula Bar check box
To show the Formula Bar, check the Formula Bar check box
The Column Headers Under the Name Box and the Formula bar, you see the column headers. The columns are labeled A, B, C, etc:
There are 255 of columns. The Row Headers
On the left side of the main window, there are small boxes called row headers. Each row header is labeled with a at 1 on top, then 2, and so on:
The Cells The main area of Microsoft Excel is made of cells. A cell is the intersection of a column and a row:
A cell is identified by its name and every cell has a name. By default, Microsoft Excel appends the name of a row a column to identify a cell. Therefore, the top-left cell is named A1. You can check the name of the cell in the Na Practical Learning: Using Cells 1. Click anywhere in the work area and type A (It doesn't matter where you click and type) 2. Click another part of the worksheet and type 42XL 3. Click again another place on the worksheet type Fundamentals and press Enter The Scroll Bars On the right side of the cells area, there is a vertical scroll bar that allows you to scroll up and down in case your display everything at a time:
In the lower right section of the main window, there is a horizontal scroll bar that allows you to scroll left and rig worksheet has more items than can be displayed all at once:
Sometimes the horizontal scroll bar will appear too long or too narrow for you. If you want, you can narrow or en this, click and drag the button on the left side of the horizontal scroll bar:
The Sheet Tabs On the left side of the horizontal scrollbar, there are the worksheet tabs:
By default, Microsoft Excel provides three worksheets to start with. You can work with any of them and switch t time by clicking its tab. The Navigation Buttons On the left side of the worksheet tabs, there are four navigation buttons:
If you happen to use a lot of worksheets or the worksheet names are using too much space, which would result in worksheets being hidden under the horizontal scroll bar, you can use the navigation buttons to move from one wo another. The Status Bar
Under the navigation buttons and the worksheet tabs, the Status Bar provides a lot of information about the job th Microsoft Excel File Operations Saving a File A Microsoft Excel file gets saved like any traditional Windows file. To save a file:

You can press Ctrl + S On the Quick Access Toolbar, you can click the Save button You can click the Office Button and click Save
Two issues are important. Whenever you decide to save a file for the first time, you need to provide a file name a The file name helps the computer identify that particular file and register it.
A file name can consist of up to 255 characters, you can include spaces and dashes in a name. Although there are you can use in a name (such as exclamation points, etc), try to avoid fancy names. Give your file a name that is e recognizable, a little explicit. For example such names as Time Sheets, Employee's Time Sheets, GlobalEX First explicit enough. Like any file of the Microsoft Windows operating systems, a Microsoft Excel file has an extensi but you don't have to type it in the name.
The second important piece of information you should pay attention to when saving your file is the location. The drive and/or the folder where the file will be saved. By default, Microsoft Excel saves its files in the My Docume can change that in the Save As dialog box. Just click the arrow of the Save In combo box and select the folder yo Microsoft Excel allows you to save its files in a type of your choice. To save a file in another format:

Press F12 or Shift + F12 You can click the Office Button and position the mouse on Save As and select the desired option:
On the Quick Access Toolbar, you can click the Save button Save As Type combo box and select a format of your choice
. Then, in the Save As dialog box, click th
There are other things you can do in the Save As dialog box:
Practical Learning: Saving a File 1. To save the current document, on the Quick Access Toolbar, click the Save button 2. Type Fundamentals 3. Click the Save button Saving under a Different Name and New Folder
You can save a file under a different name or in another location, this gives you the ability to work on a copy of t original is intact.
There are two primary techniques you can use to get a file in two names or the same file in two locations. When being used by any application, in Windows Explorer (or in My Computer, or in My Network Places, locate the fi and choose Copy. To save the file in a different name, right-click in the same folder and choose Paste. The new f Copy Of... You can keep that name or rename the new file with a different name (recommended). To save the fil location, right-click in the appropriate folder and click Paste; in this case, the file will keep its name.
In Microsoft Excel, you can use the Save As dialog box to save a file in a different name or save the file with the different name) in another folder. The Save As dialog box also allows you to create a new folder while you are sa (you can even use this technique to create a folder from the application even if you are not saving it; all you have the folder, click OK to register the folder, and click Cancel on the Save As dialog box). Practical Learning: Save a File With Different Settings
1. To save this file using a different name, click the Office Button, position the mouse on Save As, and click Workbook 2. Change the name of the file to Employment Application
3. On the toolbar of the Save As dialog box, click the Create New Folder button (if you have a hard time fin +5 4. Type My Workbooks and press Enter. The My Files folder should now display in the Save In combo box Cancel or pressed Esc now to dismiss the Save As dialog box, the computer would still keep the folder 5. After making sure that the My Files folder displays in the Save In combo box, click the Save button Opening a File
The files you use could be created by you or someone else. They could be residing on your computer, on another network. Once one of them is accessible, you can open it in your application.
You can open a document either by double-clicking its icon in Windows Explorer, in My Computer, from the Fin Folders window, in My Network Places, or by locating it in the Open dialog box. To access the open dialog box, menu, click File -> Open... You can also click the Open button on the Standard toolbar. A shortcut to call the Open dialog box is Ctrl + O. Practical Learning: Using the Open Dialog 1. 2. 3. 4. 5.
Click the Office Button and click Open In the Open dialog box, click the arrow of the Look In combo box, select (C:); the (C:) represents your ha Locate the folder that contains your exercises and display it in the Look In combo box Click Allentown Car Sales1 Click the Open button
Files Properties
Every file has some characteristics, attributes, and features that make it unique; these are its properties. You can a properties from three main areas on the computer:
If the file is saved on the desktop and/or it has a shortcut on the desktop, if you open My Computer, Wind the folder (as a window) where the file is stored, right-click the file and click Properties. If the file were s desktop, you would see only some of its properties, the most you can do there is to assign a Read-Only at Computer and Windows Explorer, you will be able to change the file's properties. Before opening a file or while in the Open dialog box, you can view some of the file's properties although able to change them. When the file is opened in Microsoft Excel, you can click the Office Button, position the mouse on Prepa Properties. This would display some of the most common attributes of the file:
To change an item, you can click its text box and edit or replace the content. To get more options, you can Document Properties button and click Advanced Properties...
A file's properties are used for various reasons. For example, you can find out how much size the file is using, wh (the hosting drive and/or folder), who created the file, or who was the last person to access or modify it. The Prop is also a good place to leave messages to other users of the same file, about anything, whether you work as a team want to make yourself and other people aware of a particular issue regarding the file. Practical Learning: Changing a Files Properties
1. You should still have the Allentown Car Sales1 document opened. Otherwise open it. Click the Office Button -> Prepare -> Properties 2. Click the Document Properties button and click Advanced Properties... 3. Click the General tab. Notice the icon associated/registered with the file. Review the created, modified an 4. Click the Summary property sheet 5. Click the Title text box and type Allentown Car Sales 6. Click the Subject text box and type Weekly car sales summary 7. Click the Manager text box and type Georgia Delaine 8. Click the Category text box and type Employees Sales Results 9. Click the Keywords text box and type accounting, sales, review, employees, cars 10. Click the Comments text box and type This is a summary sales review, if you have any concern, pleas Georgia Delaine, the Sales Accounts Manager. If you make any changes, send her an e-mail immed
11. Click the Statistics, Contents, and Custom tabs to review their content 12. Click OK to register the changes and close the dialog box 13. To close Microsoft Excel, click the Office Button and click Exit Excel
The Columns of a Spreadsheet Columns Fundamentals Introduction to Columns Imagine you have a list of students whose grades you want to organize to be able to easily view and analyze them. When creating the list, you can start with their names. Here is an example: First Name Roland Chrissy Robert Alexa Last Name Becker Groans Farell Schwitts
Because these are students, you may also add their courses to the list where you would enter their grades. Here is an example: 1. 2. 3. 4. First Name Roland Chrissy Robert Alexa Last Name Becker Groans Farell Schwitts English 10.50 12.00 16.00 15.50 History 12.00 14.50 15.50 14.00 Geography 12.00 14.00 16.50 16.00 Math 16.50 12.75 14.50 16.50
Chemi 16.75 12.00 14.00 13.50
This type of list is referred to as a sheet or a spreadsheet. To organize its information, this type of list uses vertica as categories of information. In this case, the categories are First Name, Last Name, English, History, Geography Chemistry, and Physics. On a spreadsheet, each category arranged vertically is called a column. As you can see f list and as we will learn in the next section, each column has a name and borders so it can be identified from the o Practical Learning: Introducing Columns
Open the RTHS1 file
Identifying a Column
To make it easy to create a type of list like the above, Microsoft Excel provides a ready-made arrangement of col identify each category of the list, a column is created as a vertical object. On top of each column, there is a (blue) column header. As seen in the previous lesson, the columns are organized as a row of (blue) bars:
To distinguish each column, it has a name. The name of a column displays in the column header. The name uses three letters. The most left column is called, and is labeled, A. The second has a label of B, and so on. A Microsoft Excel document contains 16,384 columns going from Column A to Column XFD:
When you start a document in Microsoft Excel, the application makes all these columns available. You can use a a few, but they are always available.
Among the various ways you can use a column, we will see in various sections that you can click it or use the ke column. You can also right-click a column. When you do, an expanded menu would appear:
Practical Learning: Checking Columns
1. To review the columns, click and hold the mouse on the right arrow button of the horizontal scroll bar for
2. Release the mouse and press Ctrl + Home Columns Selections
At times you will almost want to alter the display of a column or various columns. You have to select that colum columns first. Another reason you may need to select a column or a group of columns is because you would need action on it. Some of these issues will be addressed soon, some others will be reviewed as we move on.
You can select a column or a group of columns using the mouse, the keyboard, or a combination of both:
To select a column using the mouse, position the mouse on the column header:
and click (with the left mouse button) a column header; it would get selected and all small boxes under it
To select a column using the keyboard, click anything under it, then press and hold Ctrl. While Ctrl is dow Space bar and release Ctrl.
You can also select more than one column. Selecting columns in a range consists of selecting adjacent columns. type of selection, you can use either the mouse or a combination of the mouse and the keyboard:
To select columns in a range using the mouse, click one column header and hold the mouse down. Then d direction of the range
To select a range of columns using the mouse and the keyword, click one column at one end of the desire and hold Shift. Then click the column at the other end, and release the mouse.
Random selection consists of selecting columns that are not adjacent. For example, this allows you to select colu To do this, click one column header, press and hold Ctrl. Then click each desired column header. When you have desired columns, release the mouse. Practical Learning: Selecting Columns
1. To select a column, click the column header D 2. To select more than one column, click column header C and hold the mouse down. While the mouse is st right until column F is selected, then release the mouse
3. To select columns in another range, click column header B 4. Press and hold Shift, then click column header E 5. Release Shift 6. To select columns at random, click column header H 7. Press and hold Ctrl 8. Click column headers B, E, and C 9. Release Ctrl 10. Click any box under column header G 11. To select a column with the keyboard, for example column G, press Ctrl + Space 12. Press Ctrl + Home Adding or Deleting Columns Inserting a New Column
As mentioned already, Microsoft Excel has columns named from A to XFD with a maximum of 16384. Microso you to add a column. Actually, you can insert a column on the left side of an existing column. When you do, Mic internally removes the very last column to keep the count to 16384. To add a new column:
Right-click the column header of the column that will be on the right side of the new column you want to
Insert Click the column header or any box under it. On the Ribbon, click Home. In the Cells section, click the a Insert and click Insert Sheet Columns
To add more than one column, first select the columns, whether in a range or randomly. Then:

Right-click one of the columns (whether one of the column headers or a box of one of the selected colum on the right side of the new columns you want to create, and click Insert (After selecting the columns,) On the Ribbon, click Home. In the Cells section, click the arrow button Ins Insert Sheet Columns
If you select columns randomly (non-adjacent), a new column would be created on the left side of each of the sel To undo any of these actions:

On the Quick Access toolbar, click the Undo button Press Ctrl + Z
Practical Learning: Adding Columns 1. Right-click Column Header E and click Insert 2. Click Column Header C 3. On the Ribbon, click Home if necessary. In the Cells section, click the arrow button under Insert and click Insert Sheet Columns 4. Press Ctrl + Home
5. Save the document Removing a Column If you find out that you have a column you do not want, you can remove it. To remove a column:

Right-click the column header and click Delete Click the column header or any box under it. On the Ribbon, click Home. In the Cells section, click Dele Delete Sheet Columns
To delete more than one column, first select the columns, whether in a range or randomly. Then:

Right-click one of the columns (whether one of the column headers or a box of one of the selected colum Delete (After selecting the columns,) On the Ribbon, click Home. In the Cells section, click Delete and click Del Columns
If no box under the column header has anything, you would not receive a warning and the column would simply least one of the boxes under the column header has a value, you may receive a warning to indicate whether you w with the operation or not. To undo any of these actions:

Practical Learning: Deleting Columns 1. Right-click Column Header C and click Delete 2. Press Ctrl + Home The Width of Columns Introduction
To display the information under it, a column uses a measure from its left border to its right border. This measure its width. By default, when Microsoft Excel comes up, all columns use the same width. You are allowed to chang one column or a group of columns.
There are various techniques you can use to change the width of a column. You can manually resize a column or columns, or you can use a dialog box to exercise more control. Manually Resizing the Columns
To manually resize a column, position the mouse on the short line that separates a column header from its right n an example:
Click, then drag left or right until the small box displays the width you desire, then release the mouse.
You can also resize a group of columns. First, select the columns you want to work on. Then position the mouse header border of one of the selected columns. Click and drag left or right in the direction of your choice until you with. Then release the mouse. To undo this action:
Practical Learning: Controlling the Widths of Columns
1. Position the mouse between columns H and I until the mouse turns into a short line with double horizonta
2. Then double-click. That resizes column H 3. Position the mouse on the separator of column headers B and C, then click and drag in the right direction box displays Width: 10.00
4. Release the mouse 5. In the same way, position the mouse on the separator of column headers C and D, then click and drag in t until the small box displays Width: 10.00 6. Press Ctrl + Home 7. To save the document, press Ctrl + S Automatically Resizing the Columns If one of the boxes under a column header displays the width you want, you can resize the column to the content
do this, click the box that has the desired width. Then:

Double-click the short line that separates the column header from the column on its right (if you are on th column, that will be the line that serves as the column's right border) On the Ribbon, click Home. In the Cells section, click Format and click AutoFit Column Width
In the same way, to set the widths of columns based on some boxes under their columns headers, select those box we will learn how to select the boxes). Then:

Double-click the short line on one side of the column headers On the Ribbon, click Home. In the Cells section, click Format and click AutoFit Column Width
To undo any of these actions:

Practical Learning: Automatically Resizing the Columns 1. Randomly select Columns D, F, G, and I
2. On the Ribbon, click Home if necessary. In the Cells section, click the Format button, and click AutoFit Column Width 3. Press Ctrl + Home
4. Save the document Setting the Width Value of Columns
You can use a dialog box to set exactly the desired width of a column or a group of columns. To specify the widt

Right-click the column header and click Column Width... Click a column header or any box under it. Then, on the Ribbon, click Home. In the Cells section, click F Column Width...
To specify the same width for many columns:

Select a range of columns. Right-click one of the columns (right-click either one of the column headers o selection) and click Column Width... Randomly select a group of (non-adjacent) columns. Right-click one of the column headers and click Col Select the columns, whether in a range or randomly (non-adjacent). On the Ribbon, click Home. In the Ce Format and click Column Width...
Any of these actions would open the Column Width dialog box. From there, accept or enter the desired value and To undo any of these actions:

Practical Learning: Setting the Width of Columns 1. Right-click Column Header J and click Column Width... 2. Type 6.50 and press Enter 3. Press Ctrl + Home Columns and Their Content Introduction
You may have noticed that, in the documents we have used so far, there are some values under some column hea column is primarily a group of values, you can copy its values to the clipboard and put them in another column. Moving Columns
In our introduction, we saw that columns assume some default positions when Microsoft Excel starts. On a norm spreadsheet, you can move a column from its current position to another.
To move a column, first click its column header to select it. Position the mouse on one of the vertical lines of the
Click and hold your mouse down. Drag left or right. Two vertical lines would guide you. When you get the colum
location, release the mouse.
When you move a column, its boxes move but it assumes the lettered name of the new location so the names wou the alphabetic sequence. To move a group of columns, select them. Position the mouse on one of the vertical lines of the selection:
Click and hold your mouse down. Drag left or right. Vertical lines would guide you. When you get the columns t location, release the mouse. When you move the columns, their boxes move but they assume the lettered name o location with the appropriate alphabetic sequence. Copying and Pasting Columns
As mentioned already, when moving one or more columns, their location changes. In some cases, you may not w column(s) but only its(their) content. To support this, the operating system provides the clipboard and Microsoft level of support for it. In other words, you can copy the contents of column(s) to the clipboard and paste it(them) column(s). To copy the contents of a column to the clipboard:

Right-click the column header and click Copy Click the column header. On the Ribbon, click Home. In the Clipboard section, click Copy
After copying a column to the clipboard, all of its values are made available. To put those values on another colu

Right-click the target column header and click Paste Click the column header. On the Ribbon, click Home. In the Clipboard section, click Paste
Cutting the Contents of Columns
As seen already, if you move one or more columns, they go with their contents. If you copy the contents of colum have duplicate (contents) of columns. As an alternative, you can move only the values of columns, not the colum The Microsoft Windows operating system supports this operation through cutting to the clipboard. To temporarily move the contents of a column to the clipboard to wait to be pasted:

Right-click the column header and click Cut Click the column header. On the Ribbon, click Home. In the Clipboard section, click Cut
After cutting a column to the clipboard, if you do not want to paste it anywhere, you can press Esc. If you want to another column:

Right-click the target column header and click Paste Click the column header. On the Ribbon, click Home. In the Clipboard section, click Paste
To temporarily move the contents of many columns to the clipboard to wait to be pasted, select the columns. The

Right-click either one of the column headers or inside the selection, and click Cut On the Ribbon, click Home. In the Clipboard section, click Cut
If you want to paste the values to another group of columns:

Right-click a target column header and click Paste Click a column header. On the Ribbon, click Home. In the Clipboard section, click Paste
When you paste, the values of the boxes under the original columns would be emptied. Hiding, Freezing, and Splitting Columns Hiding and Revealing Columns
When working on a list, you dont always need all columns displaying all the time. You can hide a column whos required at a particular time. In Microsoft Excel, you can hide one or more columns. To hide one column:

Right-click the column and click Hide Click the column header. On the Ribbon, click Home. In the Cells section, click Format, position the mou Unhide, and click Hide Columns
When a column has been hidden, its letter disappears from the sequence and the line between the previous neighb than the other dividing lines:
To hide many columns, select the columns. Then:

Right-click one of the column headers or inside the selection and click Hide On the Ribbon, click Home. In the Cells section, click Format, position the mouse on Hide & Unhide, and Columns
To reveal the hidden columns:

Right-click any column header and click Unhide On the Ribbon, click Home. In the Cells section, click Format, position the mouse on Hide & Unhide, and
Columns Practical Learning: Hiding a Column 1. Right-click Column E and click Hide 2. Save the document Freezing One or More Columns
If you have a list wider than the Microsoft Excel area can show, you can scroll to the right to see hidden columns scrolling to the right, some columns would be disappearing from the left section of the Microsoft Excel interface you can freeze a column so that, when you scroll to the right, a column or some columns would be fixed and wou Also, the column(s) from the left of the frozen column would not move either.
To freeze a column, click the column header of the column that will lead the moving columns. On the Ribbon, cl Window section, click Freeze Panes, and click Freeze Panes. Practical Learning: Freezing a Column 1. 2. 3. 4. 5. Open the RTHS2 file Click Column Header E On the Ribbon, click View In the Window section, click Freeze Panes Press Ctrl + Home
6. Scroll to the right. Notice that Column D and its left columns are not moving
7. In the Window section of the Ribbon, click Freeze Panes and click Unfreeze Panes Splitting the Columns
An alternative to freezing is to split the group of columns into two sections. Just as done for the freezing, you can column to use as reference and scroll the columns from its side. To split the group of columns in two, click a colu the ribbon, click View. In the Window section, click Split. This would display a bar:
The similarities between the freezing and splitting are as follows:

The columns are divided in two groups The user can scroll the columns from the right side of the divider
The differences between the freezing and splitting are as follows:
If you freeze a column, you can scroll the columns on the right side of the frozen line but you cannot scro from the left side of the frozen line. If you split the columns, you can scroll the columns from either the le side of the splitting bar If you freeze a column, you cannot move the freezing line to another column (you would have to unfreeze then re-freeze). If you split the columns, you can move the splitting bar to the left or the right If you freeze a column, to remove the frozen line, you use the Ribbon. If you split the columns, to remove line, you can double-click it or, in the Window section of the View tab of the Ribbon, you can click the S
Practical Learning: Splitting the Columns 1. 2. 3. 4. Click Column Header I In the Window section of the Ribbon, click the Split button Press Ctrl + Home Position the mouse on the split bar
5. 6. 7. 8.
Scroll in the left frame Scroll in the right frame In the Window section of the Ribbon, click the Split button Close Microsoft Excel. If asked whether you want to save, click No
The Rows of a Spreadsheet
Rows Fundamentals Introduction to Rows In the previous lesson, we saw that a spreadsheet organizes its information in categories called columns. To show the values in a spreadsheet, each column holds a particular value that corresponds to another value in the same horizontal range. While the values under a column should (in most cases must) be the same, the values in a horizontal range can be different. The group of values that correspond to the same horizontal arrangement is called a row. Consider the following list we introduced in the previous lesson:
First Name Roland Chrissy Robert Alexa
Last Name Becker Groans Farell Schwitts
English 10.50 12.00 16.00 15.50
History 12.00 14.50 15.50 14.00
Geography 12.00 14.00 16.50 16.00
Math 16.50 12.75 14.50 16.50
Chemis 16.75 12.00 14.00 13.50
This contains many rows. The first row contains the values Roland, Becker, 10.50, 12.00, 12.00, 16.50, 16.75, an second row contains the values Chrissy, Groans, 12.00, 14.50, 14.00, 12.75, 12.00, and 10.50. As you can see, th many rows and each row has its own values.
Although each row in the above list has a value for each column, it is not unusual to have empty areas under a ce sometimes a row would even have only one value even though there are many columns available.
As a spreadsheet application, when Microsoft Excel starts it creates the rows you will need. As a matter of fact, M Excel 2007 creates 1,048,576 rows.
Like the columns, each row is labeled. The rows are labeled from Row 1 to Row 1048576. These labels show on the left side of the Microsoft Excel interface. Each box that shows the label of a row is called a row header:
You can use just a few of the rows for your assignment but all of them are always available. When using a row, you can click it or use the keyboard to get to it. You can also right-click a row. When you do would appear:
Rows Selections As done with columns, you can select one row or a group of rows. You can also select rows at random. You can selections using the mouse, the keyboard, or a combination of both. You can use only the mouse to select rows:
To select a row using the mouse, position the mouse on a row header. The mouse cursor would change in pointing arrow. Then click:
To select a range of rows using the mouse, click one row header and hold the mouse down. Then drag in the range:
You can also use only the keyboard
To select a row using the keyboard, make sure a box on its right side is selected (in the next lesson, we w can press the arrow keys to select one of those boxes). Press and hold Shift. While Shift is still down, pre and release Shift To select many rows using only the keyboard, use the above technique to select the starting row. Press an press either the up or the down arrow key. When the range of rows has been selected, release Shift
You can also use a combination of the mouse and the keyboard to select one or more rows:

To select a range of rows using a combination of the mouse and the keyboard, click one row at one end o range. Press and hold Shift. Then click the row at the other end, and release the mouse. To select rows at random using a combination of the mouse and the keyboard, click one row header, pres Then click each desired row header. When you have selected the desired rows, release the mouse. Each ro would be highlighted:
Practical Learning: Selecting Rows
1. Open the RTHS3.xlsx file 2. To select a row, click the row header 5 3. To select more than one row, click row 8 and hold the mouse down. While the mouse is still down, move row 12 is selected
4. Release the mouse
5. Click any box on the right side of Row Header 14 6. To select a row, for example row 14, press Shift + Space 7. To deselect, press Ctrl + Home The Heights of Rows Introduction
To display the contents of boxes on its right, a row uses a certain height. The height is the distance from the top t borders of the row. There are various techniques you can use to change the height of a row, using approximation precise. Manually Heightening or Shrinking the Rows
To manually change the height of a row, position the mouse on the lower border that separates it from the next ro
the last row). Here is an example:
Click, then drag up or down until you get the desired height, then release the mouse.
You can also resize a group of rows. First, select the rows as we described above. Then position the mouse on the of one of the selected rows. Click and drag up or down in the direction of your choice until you get the desired he release the mouse. To undo this action:

Practical Learning: Controlling the Heights of Rows
1. Position the mouse between Row Headers 2 and 3 until the mouse turns into a short line with double vert 2. Then double-click. That resizes Row 2 3. Position the mouse on the separator of Row Headers 3 and 4, then click and drag up until the small box d 2.25
4. To save the workbook, press Ctrl + S Automatically Setting the Heights of Rows
If one of the boxes on the right side of a row header is too short or too tall, you can change the height of the row.

Double-click the bottom border of the row Click the row header or a box on that row. On the Ribbon, click Home. In the Cells section, click Format AutoFit Row Height:

Practical Learning: Automatically Resizing the Columns 1. Click Row Header 5 2. On the Ribbon, click Home if necessary. In the Cells section, click the Format button, and click AutoFit Row Height 3. Press Ctrl + Home
4. Save the document Setting the Height Values of Rows You can use a dialog box to set exactly the desired height of a row or a group of rows. To specify the height of a

Right-click the row header and click Row Height... Click a row header or any box on its right side. Then, on the Ribbon, click Home. In the Cells section, cli click Row Height...
To specify the same height for many rows:

Select a range of rows as we saw earlier. Right-click one of the rows (either one of the row headers or ins and click Row Height... Randomly select a group of (non-adjacent) rows. Right-click one of the row headers and click Row Heigh Select the rows. On the Ribbon, click Home. In the Cells section, click Format and click Row Height...
This would call the Row Height dialog box where you can type the desired value and click OK or press Enter. To undo any of these actions:

Practical Learning: Setting the Width of Columns 1. Right-click Row Header 6 and click Row Height... 2. Type 1 and Click OK 3. Press Ctrl + Home
4. Save the file
Container Operations on Rows Adding a New Row
In our introduction, we saw that Microsoft Excel creates and makes available over a million rows you can use wh spreadsheet. In the next lesson, we will see that you can use the boxes on the right sides of the row headers to cre values of your spreadsheet. One of the result is that, at times, you will want to create a row between two existing Excel provides all the means you need to add one or more new rows to a list. When you add a new row, Microso the last row to keep the count to 1,048,576. You can only insert a new row above an existing one. To insert a new row:

Right-click the row header that will be below the new one you want to add, and click Insert Click the row header or any box on the right side. On the Ribbon, click Home. In the Cells section, click Insert and click Insert Sheet Rows
To add more than one row, first select the rows, whether in a range or randomly. Then:

Right-click one of the rows (whether one of the row headers or a box of one of the selected rows) that wil selected rows, and click Insert (After selecting the rows,) On the Ribbon, click Home. In the Cells section, click the arrow button Insert
Sheet Rows If you select rows randomly (non-adjacent), a new row would be created below each of the selected rows. To undo any of these actions:

Practical Learning: Adding Columns 1. Right-click Column Header 1 and click Insert 2. Press Ctrl + Home Deleting a Row If you have a row you do not need anymore, you can delete it. To delete a row:

Right-click the row header and click Delete Click the row header or any box on its right side. On the Ribbon, click Home. In the Cells section, click D Delete Sheet Rows
To delete more than one row, first select the rows, whether in a range or randomly. Then:

Right-click one of the rows (whether one of the row headers or a box on the right side of one of the select click Delete (After selecting the rows,) On the Ribbon, click Home. In the Cells section, click Delete and click Delete

Practical Learning: Deleting Columns
1. Right-click Row Header 1 and click Delete 2. Click Row Header 4 3. On the Ribbon, click Home if necessary. In the Cells section, click the Delete button (or click the arrow under the Delete button and click Delete S 4. Press Ctrl + Home Moving Rows
As reviewed for a columns, a row can be treated as a container of values. As such, it can be moved from its curre another and would carry all the values on the right side of its row header.
To move a row, first click its row header to select it. Position the mouse on one of the horizontal lines of the sele
Click and hold your mouse down. Drag up or down. Two horizontal lines would guide you. When you get the ro location, release the mouse.
When you move a row, its boxes move but it assumes the appropriated number based on its new location so the n would be kept. To move a group of rows, select them. Position the mouse on one of the horizontal lines of the selection:
Click and hold your mouse down. Drag up or down. Horizontal lines would guide you. When you get the rows to location, release the mouse. When you move the rows, their boxes move but they assume the numbers of the new
the appropriate numeric sequence. Copying and Pasting Rows
When moving one or more rows, their location changes and they keep the values on the right sides of their row h Sometimes, you may not want to move the row(s) but only their values. This means that you can copy the rows t and paste them where you want. To copy a row to the clipboard:

Right-click the row header and click Copy Click the row header. On the Ribbon, click Home. In the Clipboard section, click Copy
After copying a row to the clipboard, all of its values are made available. To put those values on another row:

Right-click the target row header and click Paste Click the row header. On the Ribbon, click Home. In the Clipboard section, click Paste
Cutting the Contents of Rows
Instead of moving a row and its values, you can instead moving only its values but keep the row wherever it is lo support this operation, you can cut a row to the clipboard and paste its values to another row. To temporarily move a row to the clipboard to wait to be pasted:

Right-click the row header and click Cut Click the row header. On the Ribbon, click Home. In the Clipboard section, click Cut
After cutting a row to the clipboard, if you do not want to paste it anywhere, you can press Esc. If you want to pa row:

Right-click the target row header and click Paste Click the row header. On the Ribbon, click Home. In the Clipboard section, click Paste
To temporarily move the contents of many rows to the clipboard to wait to be pasted, select the rows as we saw e

Right-click either one of the row headers or inside the selection, and click Cut On the Ribbon, click Home. In the Clipboard section, click Cut
If you want to paste the values to another group of rows:

Right-click a target row header and click Paste Click a row header. On the Ribbon, click Home. In the Clipboard section, click Paste
When you paste, the values of the boxes under the original rows would be emptied.
Hiding and Revealing Rows
The rows of a list display their values as necessary. Sometimes, you may not need to see all the rows. You can di the rows you need and (temporarily) hide those you do not need. You can hide one row or you can hide as many To hide a row:

Right-click the row and click Hide Click the row header. On the Ribbon, click Home. In the Cells section, click Format, position the mouse o Unhide, and click Hide Rows
When a row has been hidden, its row header disappears from the numeric sequence and the line between the prev thicker than the other dividing lines. To hide many rows, select the rows. Then:

Right-click one of the row headers or inside the selection and click Hide On the Ribbon, click Home. In the Cells section, click Format, position the mouse on Hide & Unhide, and Rows
To reveal the hidden rows:

Right-click any row header and click Unhide On the Ribbon, click Home. In the Cells section, click Format, position the mouse on Hide & Unhide, and Rows
Freezing One or More Rows
When using a long list, you can scroll up and down as necessary. While scrolling down, some rows would be dis the top. When scrolling down, some rows would disappear from the bottom. If you want, you can freeze a row so scroll down, a top row the rows above it would not move.
To freeze a row, click the row header of the row that will lead the moving rows. On the Ribbon, click View. In th section, click Freeze Panes, and click Freeze Panes. Practical Learning: Freezing a Row 1. 2. 3. 4. Click Row Header 6 On the Ribbon, click View In the Window section, click the Freeze Panes button and click Freeze Panes Press Ctrl + Home
5. Scroll down to Row 76:
6. In the Window section of the Ribbon, click Freeze Panes and click Unfreeze Panes Splitting the Rows
Instead of freezing the rows, you can divide the Microsoft Excel series of rows into two groups. Then you can sc while the other is fixed.
To split the rows in two groups, click a row header. On the ribbon, click View. In the Window section, click Spli display a bar. As mentioned for the columns, the similarities between the freezing and splitting are as follows:

The rows are divided in two groups The user can scroll the rows from the bottom side of the divider
The differences between the freezing and splitting are as follows:
If you freeze a row, you can scroll the rows below the frozen line but you cannot scroll the rows above th
you split the rows, you can scroll the rows from either the top or the bottom side of the splitting bar If you freeze a row, you cannot move the freezing line to another row (you would have to unfreeze the ro freeze). If you split the rows, you can move the splitting bar up or down If you freeze a row, to remove the frozen line, you use the Ribbon. If you split the rows, to remove the sp can double-click it or, in the Window section of the View tab of the Ribbon, you can click the Split button
Practical Learning: Splitting the Rows 1. 2. 3. 4. Click Row Header 21 In the Window section of the Ribbon, click the Split button Press Ctrl + Home Position the mouse on the split bar
5. 6. 7. 8.
Scroll in the top frame Scroll in the bottom frame In the Window section of the Ribbon, click the Split button Close Microsoft Excel. If asked whether you want to save, click Yes
The Cells of a Spreadsheet
Cells Fundamentals Introduction In Lesson 3, we saw that a list could be described as a series of categories called columns. In Lesson 4, we saw that a list organized the values of columns in horizontals sections called rows. As a list is made of columns and rows, they intersect. The intersection of a column and a row creates a small box called a cell:
In Lesson 3, we saw that, when Microsoft Excel starts, it creates 16,384 columns. In Lesson 4, we saw that when starts, it creates 1,048,576 rows. As a result, when you open Microsoft Excel, you have a total of 16,384 * 1,048, 17,179,869,184 cells available. You can use just a few of them, as will usually be the case, or you can use as man they are always available.
Among the various ways you can use a cell, we will see in various sections that you can click it or use the keyboa You can also right-click a cell. When you do, a multi-part menu would appear:
Notice that the context-sensitive menu is divided in two sections; a toolbar and a menu window. Throughout our see what the buttons and the menu items represent. The Location of a cell
Whatever you are doing on a cell, it is always important to know what cell you are working on. The minimum pi you need about a cell is to know which one you are using at a particular time. To make this recognition a little ea an address also called a location. This address or location also serves as the cell's primary name.
To know the location of a cell, you refer to its column and its row. The combination of the column's name and th provides the address or name of a cell. When you click a cell, its column header becomes highlighted in orange. the row header of a selected cell is highlighted in orange. To know the name of a cell, you can refer to the Name
located at the intersection of columns and rows' headers:
Practical Learning: Identifying a Cell 1. Open the RTHS4.xlsx file 2. Click any cell in the document and notice its name in the Name Box 3. Press Ctrl + Home Selecting Cells Introduction
Before doing anything on a cell or a group of cells, you must first select it. Selecting cells is almost equivalent to word in a text document. Various means are available to select a cell or a group of cells. You can use the mouse
only, or a combination of the mouse and keyboard. Selecting a Cell
At almost any time, at least one particular cell is selected. The selected cell has thicker borders than the other cel referred to as the active cell. This is important because you always need to know where the changes you are mak applied. This means that, whatever you type or format will apply to that particular cell. Sometimes you will want cells simultaneously. Therefore, you first have to select the intended cells before proceeding. As mentioned already, you can select a cell using the mouse, the keyboard, or a combination:

To select a cell using the mouse, just click it. To select another cell, click the new one To select a cell using the keyboard, since you may have to move focus from one active cell to another, pr until the desired cell is selected To select a cell based on its name and using the mouse and keyboard, click in the Name Box, and type the of the cell To select the first cell of the document using the keyboard only, press Ctrl + Home
Practical Learning: Selecting Cells 1. 2. 3. 4. 5. 6. To select one cell at a time, click cell B6 Click cell C4 Click cell E8 Press the down arrow key Press the right arrow key three times Press Ctrl + Home
Selecting Cells
Instead of only one cell, you may want to perform a common operation on many cells, which means you must se You can use the mouse, the keyboard, or a combination. You can select cells based on columns or based on rows cells in a particular region; that is, adjacent cells, or you can select non-adjacent cells:
To select all cells of a column: o Click the column header
In the Name box, type the name of a cell of that column and press Enter. Then press Ctrl and the S To select all cells of a series of columns, select those columns as seen in Lesson 2 and notice that all cells columns are selected To select all cells of a row: o Click the row header as seen in Lesson 3 o In the Name box, type the name of a cell of that row and press Enter. Then press Shift and the Spa To select all cells of a series of rows, select those rows as seen in Lesson 3 and notice that all cells on the selected rows are highlighted To select cells in the same region using the mouse only, click and hold your mouse on one cell, then drag or right, to the last cell in the range To select cells in the same region using the keyboard only, press the arrow keys a few times until the cell corner is selected. Press and hold Shift. Press the arrow keys left, right, up, or down. If you press the righ currently highlighted cell and the cell to its right would be selected. If you press the down arrow key, the the cell under it will be highlighted. You can also press the left or up arrow key. You can press the arrow in the direction of your choice. Once you have achieved the selection you want, release the Shift key To select non-adjacent cells, click one of the cells. Press and hold Ctrl. Click each of the desired cells. On complete, release Ctrl To select all cells on a worksheet, you can press Ctrl + A. Alternatively, you can click the button at the in row header and row headers
Practical Learning: Selecting Cells 1. 2. 3. 4.
To select multiple cells on the same column, click Column Header C To select multiple cells on the same row, click Row Header 15 To select cells in a range, click and hold the mouse on cell B8, your mouse turns into a big + sign Drag the mouse in the right direction until 17.50 in cell F8 is selected, then release the mouse. Notice that selected
5. Click Cell C7 6. Press and hold Shift 7. Then click Cell C15 and release Shift
8. Click cell C7 and hold the mouse down 9. Drag the mouse right and down to cell E11 to include it in the highlighted range 10. Release the mouse. That selects adjacent cells in the same area
11. Click Cell B6 12. Press and hold Shift 13. Press the down arrow key twice 14. Press the right arrow key 4 times 15. Release Shift 16. Press Ctrl + Home 17. To select cells at random, click cell D9. Press and hold Ctrl. While you are holding Ctrl, click cells B7, H 18. Release Ctrl
19. Press Ctrl + Home 20. To select all cells, click the button on the intersection of the row and row headers 21. To deselect, click cell C4 22. Press Ctrl + Home Lessons Conventions From now on, unless specified otherwise, the following conventions will be used Instruction Click G5 Select B2:F8 Means Click cell G5 Select cells from B2 to F8, and that will include all cells in the range B2 to F8 Using your mouse, click cell F4. On the other hand, if I write press F4, I mean using your keyboard, press function key F4.
Select cells D4, B10, A2, and H16 Select only those cells at random Click cell F4
Remember that "click" refers to using the mouse and "press" refers to using the keyboard Select row 4 Select rows 4 and 5 Select rows 4:8 Select row E Select rows D and F Select rows C:H The Size of a Cell Introduction Position the mouse on the row header which is the gray box where the row number is displaying, then click Use one of the methods we learned to select the row headers Use one of the methods we learned to select the row headers Position the mouse on the row header which is the gray box where the row letter(s) is displaying, then click Use one of the methods we learned to select the row headers Use one of the methods we learned to select the row headers
A cell uses a combination of the width of its parent column and the height of its parent role to determine its size. the width of a cell is the width of its column and its height is that of its row. Therefore, to change or specify the s use the technique of setting the width of columns or the height of cells as we saw in Lessons 3 and 4. Controlling the Widths of Cells
In future lessons, we will see how to enter values in cells. We will find out that it is not unusual that the content o beyond its normal size. To show the hidden content of a cell, you can resize it. As seen in Lesson 2:

To control the width of all cells of a column, position the mouse on the separating line between two colum left or right until you get the desire width. Then release the mouse. To change the widths of cells of a group of columns, first select the columns, whether in a range or rando mouse on the column header border of one of the selected columns. Click and drag left or right in the dire choice until you get the desired with. Then release the mouse. If a cell under a column header displays the width you want, click the box that has the desired width. The o Double-click the separating line between the column header o On the Ribbon, click Home. In the Cells section, click Format and click AutoFit Column Width If many columns have some cells width a desired width, select those cells as we saw earlier. Then: o Double-click the separating line on one side of the column headers o On the Ribbon, click Home. In the Cells section, click Format and click AutoFit Column Width To precisely set the width of cells under a column: o Right-click the column header and click Column Width... o Click a column header or any of its cells. On the Ribbon, click Home. In the Cells section, click F Column Width... To specify the same width for many columns: o Select a range of columns. Right-click either one of the column headers or inside the selection and Width...
o o
Randomly select a group of (non-adjacent) columns. Right-click one of the column headers and cl Width... Select the columns, whether in a range or randomly (non-adjacent). On the Ribbon, click Home. I section, click Format and click Column Width...
Any of these actions would open the Column Width dialog box. From there, accept or enter the desired va To undo any of these actions:

Practical Learning: Setting the Widths of Cells 1. Click Cell D4 to select it 2. On the Ribbon, click Home if necessary. In the Cells section, click Format and click AutoFit Column Width 3. Select Cells E4:I4 4. In the Cells section of the Ribbon, click Format and click Column Width... 5. Type 10 and click OK 6. Press Ctrl + Home Controlling the Heights of Cells
In Lesson 3, we saw different techniques of setting or controlling the heights of rows. Actually, these apply to ce side of the rows. As a reminder:

To change the height of the cells of a row, click the lower border of a row header. Drag up or down until desired height. Then release the mouse To change the height of cells on the right sides of a group of rows, first select the rows. Position the mous border of one of the selected rows. Click and drag up or down in the direction of your choice until you ge height. Then release the mouse. If the cells on the right side of a row header are too short or too tall, to change their height: o Double-click the bottom border of the row header o Click the row header. On the Ribbon, click Home. In the Cells section, click Format and click Aut To precisely specify the height of cells of a row: o Right-click the row header and click Row Height... o Click a row header or any box on its right side. Then, on the Ribbon, click Home. In the Cells sec and click Row Height... To precisely set the same height for cells of many rows: o Select a range of rows. Right-click either one of the row headers or inside the selection and click R o Randomly select a group of (non-adjacent) rows. Right-click one of the row headers and click Row o Select the rows. On the Ribbon, click Home. In the Cells section, click Format and click Row Hei
This would call the Row Height dialog box where you can type the desired value and click OK or press E

Adding Cells Creating Cells Vertically
As mentioned already, when Microsoft Excel starts, it creates billions of cells for you. As we will see in the next then use the cells to enter the values you want in your spreadsheet. As a list displays its values, you may want to between two existing cells.
In Lesson 2, we saw that you could insert a new column to get new cells on the left side of a series of existing ce using the column to perform this operation, you can do it from inside the cells. To add a new column:
Right-click a cell that belongs to the column that will follow the new column and click Insert... This woul dialog box. To insert a new column, click the Entire Column radio button before clicking OK:
Click a cell. On the Ribbon, click Home. In the Cells section, click the arrow button under Insert and clic Columns Click a cell. On the Ribbon, click Home. In the Cells section, click the arrow under Insert and click Insert would open the Insert dialog box. To insert a new column, click the Entire Column radio button and click
When you perform any of these operations, a new column would be created on the left side of the column whose or right-clicked:
To add more than one column, first select the cells, either in a range:
Or at random:
Then:

Right-click one of the selected cells and click Insert... In the Insert dialog box, click the Entire Column ra click OK Click a cell. On the Ribbon, click Home. In the Cells section, click the arrow under Insert and click Insert Click a cell. On the Ribbon, click Home. In the Cells section, click the arrow under Insert and click Insert would open the Insert dialog box. To insert a new column, click the Entire Column radio button and click
When you perform one of these actions, if the cells were selected in a range, the same number of columns would left side of the range that was selected. If the selected cells where not adjacent, new columns would be created on the column of each cell that was selected or on the left side of each group of cells that were selected.
The techniques of inserting columns that we saw in Lesson 2 and above are used to add a complete column. Som want to create, add, or insert a new cell between two existing cells. To perform this operation vertically, you wou Excel to consider a cell, move all cells under it by one step down. Once this is done, you would be presented with cell where the other was. To insert a cell vertically between two cells:
Right-click the cell that will be pushed down along with the cells under it, and click Insert...
Click the cell that will be pushed down along with its bottom neighbors. On the ribbon, click Home. In th click the arrow button under Insert, and click Insert Cells...
Any of these actions would call the Insert dialog box. From it, to insert a cell and push the other cells down, click Down radio button:
When you click OK, each cell would be pushed down up to the cell that must be created:
In the same way, you can first select cells in a column, either in a range or randomly, and insert new cells. To undo any of these actions:

Creating Cells Horizontally
In Lesson 3, we saw that you could add a new row to get a new series of cells aligned horizontally. Those operati performed from cells. To add a new row:

Right-click a cell that belongs to the row that will be below the new row and click Insert... This would op dialog box. To insert a new row, click the Entire Row radio button and click OK Click a cell. On the Ribbon, click Home. In the Cells section, click the arrow button under Insert and clic Sheet Rows Click a cell. On the Ribbon, click Home. In the Cells section, click the arrow under Insert and click Insert would open the Insert dialog box. To insert a new column, click the Entire Column radio button and click
Any of these actions would add a new row above the cell that was selected. To add more than one column, first select the cells, either at random or in a range Then:

Right-click one of the selected cells and click Insert... In the Insert dialog box, click the Entire Row radio OK Click a cell. On the Ribbon, click Home. In the Cells section, click the arrow under Insert and click Insert Click a cell. On the Ribbon, click Home. In the Cells section, click the arrow under Insert and click Insert would open the Insert dialog box. To insert a new column, click the Entire Row radio button and click OK
If the cells were selected in a range, the same number of rows would be created above the cells. Imagine the selec not adjacent:
If you insert the rows, a new row would be inserted above each selected row:
Any of these techniques adds a complete row to the list. Sometimes, you will only want to add a new cell. You ca Excel to push some cell to the right and create room for one or more new cells. To insert a cell horizontally between two cells:

Right-click the cell that will be pushed to the right along with the cells on its right, and click Insert... Click the cell that will be pushed to the right along with its right neighbors. On the ribbon, click Home. In click the arrow button under Insert, and click Insert Cells...
Any of these actions would call the Insert dialog box. From it, to insert a cell and push the others to the right, clic Right radio button. To undo any of these actions:

Removing Cells Introduction
Besides adding cells, a list maintenance also consists of deleting or moving cells. In Lesson 2, we saw how to de columns. The problem is that, when you delete a column, all of its cells a lost. In the same way, if you delete a ro are lost also. Sometimes you want to remove only one or more cells but keep the other cells of the same column Fortunately, Microsoft Excel supports various techniques of removing cells from a list.
Instead of deleting a whole column, you can delete just one cell or more cells. Because a cell is surrounded by ot must indicate what would happen to the other cells or how they would adjust to he new empty spot. Deleting a Cell
Before deleting a cell, you first make it active. Then you specify if, by removing it, the cells on on its right would left to close the left empty space. The alternative it to draw the cells from under it up. When the cell has been rem cells from the right side have been move left, Microsoft Excel adds a new cell from the last column. If the cells h Microsoft Excel creates a cell in the last position of that column. To delete a cell:
Right-click the cell and click Delete...
Click the cell. On the Ribbon, click Home. In the Cells section, click Delete and click Delete Cells...
This would display the Delete dialog box. To To delete more than one row, first select the rows, whether in a range or randomly. Then:

Right-click one of the rows (whether one of the row headers or a box on the right side of one of the select click Delete (After selecting the rows,) On the Ribbon, click Home. In the Cells section, click Delete and click Delete
Introduction to Worksheets
Worksheets Fundamentals Introduction In the previous lessons, we have been referring to a group of cells as a list. The group of cells that constitute a spreadsheet is referred to as sheet and those cells are spread all over it. For this reason, a document whose main purpose is to present a list as a group of cells is referred to as spreadsheet. As you may realize, Microsoft Excel's primary purpose is to help you create lists using readily available cells spread on a sheet that resembles a piece of paper. For this reason, Microsoft Excel is referred to as a spreadsheet application. In Microsoft Excel, the list of cells of a document is called a worksheet. When Microsoft Excel starts, it creates three worksheets. If you don't need all of them, you can delete those that appear useless. You can also add new worksheets as you see fit. If you want Microsoft Excel to always start with less or more worksheets, you can change its default settings in the Excel Options dialog box accessible from the Office Button
Even when they belong to the same document, worksheets can be treated as independent entities, although it is m they be treated as a unit. Selecting a Worksheet In some circumstances, you will need to perform a general action on a worksheet. Before doing this, you may need to select the contents of the whole worksheet first. Since there are usually many worksheets presented to you, each is represented by a tab on the lower left corner. Therefore, to select a worksheet:
You can click its tab
You can press and hold Ctrl. Then press either Page Up or Page Down. Once the desired worksheet has b can release Ctrl
If you have many worksheets, to select a range of worksheets, click a tab that is considered one end of the range Shift, then click the tab at the end of the range and release Shift.
To select worksheets at random, click one of the desired worksheets. Press and hold Ctrl. Then click each desire When the selection has been made, release Ctrl. Practical Learning: Selecting the Contents of a Worksheet 1. Open the Grier Summer Camp1 workbook 2. To select a worksheet, in the lower left corner, click Sheet3
3. To select another worksheet, click Sheet2
4. 5. 6. 7. 8. 9.
Press and hold Ctrl Press Page Up. Notice that you are switched to Sheet1 Press Page Down While you are still holding Ctrl, press Page Up. Notice that you are now in Sheet1 Release Ctrl Click Sheet1 if necessary. To select more than one worksheet, press and hold Ctrl and Shift 10. Press Page Down once. Notice that Sheet1 and Sheet2 have been selected
11. Press Page Down again to select three worksheets 12. Release Ctrl and Shift then click Sheet1 Worksheets Names
The starting worksheets are named Sheet1, Sheet2, and Sheet3. You can change any or all of these worksheet na
To rename a worksheet:

You can double-click its sheet tab, then type a new name You can right-click a sheets tab, click Rename, and type the new name While a certain worksheet is selected, on the Ribbon, click Home. In the Cells section, click Format. In th Sheets section, click Rename Sheet:
Then type the new name, and press Enter Practical Learning: Naming Worksheets 1. 2. 3. 4. 5. 6. To rename the first worksheet, double-click the Sheet1 tab to put it in edit mode Type Request For Time Off To rename the second worksheet, right-click the Sheet2 tab and click Rename from the shortcut menu Type Tuition Reimbursement To rename the third worksheet, click Sheet3 to make it the active worksheet On the Ribbon, click Home if necessary. In the Cells section, click Format and click Rename Sheet 7. Type Time Sheet and press Enter
8. Save the document The Gridlines and Headings of a Worksheet Showing the Gridlines of Cells
To show the limits of a cell, it displays borders around it. These borders are also referred to as gridlines. If you w show or hide the gridlines. To hide the gridlines of cells of a worksheet, on the Ribbon:
Click Page Layout. In the Sheet Options section, under Gridlines, remove the check mark on View:
Click View. In the Show/Hide section, remove the check mark on the Gridlines check box
To show the gridlines again:

In the Sheet Options section of the Page Layout tab of the Ribbon, under Gridlines, put a check mark on box In the Show/Hide section, of the View of the Ribbon, click the Gridlines check box
Practical Learning: Hiding the Gridlines 1. Click the Request For Time Off tab 2. On the Ribbon, click View 3. In the Show/Hide section, click the Gridlines check box to uncheck it
4. 5. 6. 7. 8. 9.
Click the Tuition Reimbursement tab Press and hold Ctrl Click the Time Sheet tab On the Ribbon, click Page Layout In the Sheet Options section, under Gridlines, click the View check box Save the file
Showing the Headings of a Worksheet
We were introduced to columns in Lesson 2 and to rows in Lesson 3. We also saw the columns start in the top se headers and the rows start on the left by row headers. The column headers and the row headers are characteristic This means that you can show or hide the column headers or the row headers for a worksheet while the headers a shown for another worksheet. By default, the column headers and the row headers display on their worksheet. To hide the headers:
On the Ribbon, click View. In the Show/Hide section, remove the check mark on the Headings check bo
Click Page Layout. In the Sheet Options section, under Headings, remove the check mark on View:
To show the headers again:

In the Show/Hide section, of the View tab of the Ribbon, click the Headings check box In the the Sheet Options section of the Page Layout tab of the Ribbon, click the Headings check box
Practical Learning: Hiding the Gridlines 1. 2. 3. 4. 5. Click the Request For Time Off tab Press and hold Shift Click the Time Sheet tab On the Ribbon, click View In the Show/Hide section, click the Headings check box to uncheck it
6. Click the Tuition Reimbursement tab 7. Click the Request For Time Off tab 8. Save the file The View of a Worksheet Introduction
The regular view of a worksheet is referred to as normal. It shows one large and long display of columns and cel Access allows you to choose among many other views. Changing the View of a Worksheet
Instead of the regular or normal view, to change how a worksheet displays its cells, on the Ribbon, click View an
the buttons in the Workbook View section:
Normal: This is the regular view of a worksheet Page Layout: This would divide the cells into various groups depending on the width of the cells on the
Page Break Preview: This view shows how the pages would be printed by dividing the worksheet in pag
Full Screen: The worksheet would use the whole screen
To get the regular view from Page Layout or Page Break Preview, you can click the Normal button. To get the n Full Screen, you can press Esc. Operations on Worksheets The Sequence of Worksheets
By default, worksheets are positioned in a numbered format that makes it easy to count them. More often you wi creating a few of them, you are not satisfied with their positions. You should be able to reposition them in a man your particular scenario.
To move a worksheet, click and hold the mouse on its tab, then move the mouse in the direction of your choice. moving the worksheet, the mouse pointer will turn into a white piece of paper and a small down-pointing triangl
Once the small triangle is positioned in the desired location, release the mouse. Practical Learning: Controlling Worksheets Positions
1. Click and hold the mouse on the Request For Time Off tab 2. Move the mouse in the right direction. Notice that the mouse pointer turns into a white piece of paper and triangle that guides you 3. Once the small triangle is positioned between Tuition Reimbursement and Time Sheet, release the mouse
4. Now we will move the Time Sheet worksheet because that is the form that employees are using on a regu anything else. Click the hold the mouse on the Time Sheet tab 5. Move the mouse in the left direction 6. When the small triangle is positioned to the left of Tuition Reimbursement, release the mouse 7. Save the file Adding New Worksheets
As mentioned already, when Microsoft Excel starts, by default, creates three worksheets. We also mentioned tha this default number in the Excel Options dialog box. You can add a new worksheet anytime if you judge it neces
Some workbooks are quite complete with just one worksheet, but others need as many worksheets as possible. T
worksheets you use in a particular workbook is conditioned by your needs and the memory of your computer. To add a new worksheet to a workbook:
Click the small tab on the right side of the existing tabs
Click the worksheet tab that will succeed the new worksheet and press Shift + F11 On the Ribbon, click Home. In the Cells section, click the arrow under the Insert button and click Insert S
Right-click a sheet tab and click Insert... This would display the Insert dialog box:
From the Insert dialog box, you can choose to insert a blank worksheet or insert one of the existing temp worksheet:
Practical Learning: Adding Worksheets 1. 2. 3. 4. 5. 6. 7. 8. 9.
To start a new workbook, press Ctrl + N On the Ribbon, click Home if necessary. In the Cells section, click Format and click Rename Sheet Type Students Info Double-click the Sheet2 tab to highlight it Type Emergency Information Right-click the Sheet3 tab and click Rename Type 6th Grade and press Enter Right-click the 6th Grade tab and click Insert In the Insert dialog, make sure that the General property page is selected; if it is not, click it and click Wo
10. Click OK 11. Right-click the new Sheet4 tab and click Rename 12. Type 5th Grade and press Enter 13. In the Cells section of the ribbon, click the down-pointing button under Insert and click Insert Sheet 14. To change the name of the current worksheet, in the Cells section of the Ribbon, click Format -> Rename 15. Type 4th Grade and press Enter 16. Press Shift + F11 17. Double-click the new Sheet tab to highlight it 18. Type 3rd Grade and press Enter 19. Press F4 to add a new worksheet 20. Double-click the new sheet tab to rename it 21. Type 2nd Grade and press Enter 22. Press Shift + F11 to insert another worksheet
23. Right-click the new sheet tab and click Rename 24. Type 1st Grade and press Enter 25. Press F12 to save the workbook 26. Set its name to Solstice Academy1 and press Enter Removing Worksheets
As your work progresses, you will decide how many worksheets you need for your particular workbook. Just as worksheets, you can delete or remove the worksheets you don't need anymore. Since a worksheet is not a file, w worksheet, it is permanently gone. If one or more cells of the worksheet contain data, you will receive a confirm decide. To delete a workbook:

You can right-click its tab and click Delete In the Cells section of the Home tab of the Ribbon, click the arrow of the Delete button and click Delete
Practical Learning: Deleting Worksheets
1. To delete a worksheet, right-click the Emergency Information tab and click Delete 2. Move and arrange the worksheet so that from left to right you will have Student Info, 6th Grade, 5th Gra Grade, 2nd Grade, and 1st Grade 3. Save the file Hiding or Revealing a Worksheet
As mentioned already, by default, Microsoft Excel makes three worksheets available to you. We also reviewed h new ones or delete some of them. Instead of deleting a worksheet, you can hide it for any reason you judge nece workbook contains more than one worksheet, you can hide one or more worksheets or even the entire workbook To hide a worksheet in a workbook, click any cell in that worksheet to make it active:

Right-click the sheet tab and click Hide In the Cells section of the Home tab of the Ribbon, click Format, position the mouse on Hide & Unhide, Sheet
The worksheets tab will disappear from the screen although it is not deleted. To hide a group of worksheets, sel proceed in the same way. To unhide the hidden worksheets:

Right-click any tab and click Unhide... In the Cells section of the Ribbon, click Format, position the mouse on Hide & Unhide, and click Unhide
This would open the Unhide dialog box with a list of the the names of the hidden worksheets:
If you have more than one hidden sheet, select the desired worksheet and click OK. Practical Learning: Hiding a Worksheet 1. 2. 3. 4. 5. Right-click the Student Info tab and click Hide Click the 3rd Grade tab Press and hold Ctrl Click the 1st Grade tab On the Ribbon, click Home if necessary. In the Cells section, click Format, position the mouse on Hide & Unhide, and click Hide Sheet
6. 7. 8. 9.
To unhide the worksheets, right-click any sheet tab and click Unhide... In the Unhide dialog box, click 1st Grade and click OK In the Cells section of the Ribbon, click Format, position the mouse on Hide & Unhide, and click Unhide In the Unhide dialog box, click 3rd Grade and click OK
10. Right-click any sheet tab and click Unhide... 11. In the Unhide dialog box, click OK 12. Close Microsoft Excel. If asked whether you want to save, click No Worksheets and the Web
You can publish the content of a worksheet to a web page. In Microsoft Excel, you can publish just one workshe workbook. To perform publishing, first decide on what you want to publish, a worksheet or the whole workbook
To save a file for the web, click the Office Button, position the mouse on Save As and click Other Formats. In th combo box, select Web Page (.html). Specify whether to save the whole document or only some worksheets. Cli the message box and click Yes. Introduction to Workbooks
Workbooks Fundamentals Introduction We have seen that a document in Microsoft Excel is made of one or more worksheets. In reality, a document in Microsoft Excel is called a workbook. In other words, a workbook is the group of worksheets that belong to the same document. This also means that when you start a document in Microsoft Excel, you actually start a workbook. When you save the document, you are said to save a workgroup. When you open a document, you are said to open a workbook. Based on this, for the rest of our lesson, we will use the word "workbook" to refer to any document in Microsoft Excel.
Practical Learning: Introducing Workbooks

1. Start Microsoft Excel 2. To close the current document, click the system close below the first one
Creating a Workbook
When you start Microsoft Excel, it directly creates a workbook for you. You can use that w At any time, you can create a new workbook. To support the ability to create workbooks, M many templates. The default workbook with blank cells is just one of the templates. Instea workbook, Microsoft Excel provides many designed and ready-to-use workbooks with com
To create a workbook based on the samples provided by Microsoft Excel, click the Office This would display the New Workbook dialog box. In the left frame, under Templates, you the middle frame, click one of the button to see a preview in the right frame:
If you see a template you like, click it and click Create. If none of the templates suits you and if you are connecte left frame, under Microsoft Office Online, click a category and select a template in the middle frame. Then click check for new files on the Microsoft Office web site. Practical Learning: Creating Workbooks
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. To create a workbook based on a template, click the Office Button In the left frame of the New Workbook dialog box, click Installed Templates In the middle frame, click Blood Pressure Tracker Click Create To add another workbook based on a template, click the Office Button In the left frame of the New Workbook dialog box, click Installed Templates In the middle frame, click Time Card and click Create To add one more workbook from on a template, click the Office Button In the left frame of the New Workbook dialog box, click Installed Templates In the middle frame, click Expense Report and click Create
Working on Many Workbooks
Introduction
A workbook is primarily a document like any other in Microsoft Windows. This means that you can create a new workbook or you can open an existing workbook as we saw in the first lesson. Because Microsoft Excel is a multiple document interface (MDI) application, you can create or open many workbooks at the same time and be limited only by the memory on your computer. In fact, Microsoft Excel allows you to work on various workbook at the same time as if they were one. For example, you can transfer the contents of columns or cells from one workbook to another on the same screen.
Microsoft Excel as an MDI
As mentioned already, Microsoft Excel is a multiple document interface (MDI). This means that the application a open many documents, be able to switch from one to another, or be able to display all of them sharing the same s
If you create or open many workbooks and while you are working on them, each is represented on the taskbar by the button of the desired workbook on the taskbar to access it. As an alternative, on the Ribbon, you can click Vi section, click Switch Windows and click the desired document. The workbook you are currently using would hav
To display many workbooks in the work area of Microsoft Excel, after creating or opening them, on the Ribbon, Window section, click Arrange All. This would display the Arrange Window dialog box. From there you can sel buttons:
Tiled: The workbooks would display side by side:
Horizontal: Each workbook would display horizontally
Vertically: The workbooks would display side by side:
Cascade: The workbooks would be presented one on top of the other:
To access a workbook:

You can click its title bar On the Ribbon, click View. In the Window section, click Switch Windows, and select its name from the list
Practical Learning: Working With Many Workbooks
1. To access one of the workbooks, on the taskbar, click BloodPressureTracker1 2. To access another workbook, on the Ribbon, click View. In the Window section, click Switch Windows, and click Ti
Viewing Many Workbooks
If you create or open many workbooks and while you are working on them, each is represented on the taskbar by the button of the desired workbook on the taskbar to access it. As an alternative, on the Ribbon, you can click Vi section, click Switch Windows and click the desired document. The workbook you are currently using would hav
Viewing Workbooks Side-By-Side
One of the most valuable features of Microsoft Excel views is that you can juxtapose two or more workbooks to After creating or opening at least two workbooks, to let them share the screen allocated to Microsoft Excel, on th the Window section, click View Side by Side. This would open the Compare Side by Side dialog box. From ther will share the screen with the current workbook:
After making the selection, click OK. Each workbook would be displayed each horizontally while they are sharin Microsoft Excel. Each workbook would have a title bar on its top, the vertical and scroll bars:
To access a workbook:

You can click its title bar On the Ribbon, click View. In the Window section, click Switch Windows, and select its name from the list
To close a workbook, you can click its system Close button. Practical Learning: Viewing Workbooks Side-By-Side
1. On the Ribbon, click View if necessary. To view the workbooks side by side, in the Window section, click View Side by Side 2. In the Compare Side by Side dialog box, click the ExpenseReport1 and click OK 3. Close each workbook without closing Microsoft Excel 4. When asked whether you want to save, click No
Workbooks and their Worksheets
ing With the Worksheets of a Workbook
ing a Row esson 2, we saw that you could use a column as a basis to freeze a group of cells on a vertical line and ent them from moving to the left or right when you scroll the other section. In Lesson 3, we saw that you d freeze a row so that the cells above that row would not be scrollable. You can combine these two ures and apply them to one particular cell.
eeze the cells above and on the left side of a cell, click that cell. On the Ribbon, click View. In the Window n, click Freeze Panes, and click Freeze Panes. When you do this, the cells in the column from the left and lls from the other left columns would be fixed. The cells in the row above and the cells from the other top would be fixed.
move the freezing, on the Ribbon, click View. In the Window section, click Freeze Panes, and click eze Panes.
actical Learning: Freezing a Row Open the RTHS4.xlsx workbook Click Cell D6 On the Ribbon, click View In the Window section, click the Freeze Panes button and click Freeze Panes Press Ctrl + Home
Scroll down to be able to see Row 54:
In the Window section of the Ribbon, click Freeze Panes and click Unfreeze Panes
ing the Interface
sson 2, we saw how to use a column to divide the groups of cells in two vertical sections. In Lesson 3, we ow to divide the cells into two horizontal groups. In both cases, the division made it possible either to from one of the sections or even to move the dividing bar itself to make one section bigger than the other. d of dividing based on the columns or rows, you can use a cell and split the cells into four scrollable s.
lit the cells into four groups, click a cell. On the ribbon, click View. In the Window section, click Split. would display two bars crossing each other. The user can scroll in one of the groups. To increase the width height of some sections, you can position the mouse on one of the bars or on the intersection of the bars, lick and drag in the direction of your choice until you get the sizes you want. Then release the mouse.
move the splitting bars, double-click one of the bars or their intersection.
actical Learning: Splitting the Rows Click Cell E12 In the Window section of the Ribbon, click the Split button
Position the mouse on the intersection of the split bars Click and drag up and left
Scroll in the top-left frame Scroll in the bottom-right frame In the Window section of the Ribbon, click the Split button Save the file
Names
uction
sson 2, we saw that each had a name made of 1 to 3 letters. We also saw that each row had a label that could be considered its na introduction to cells, we saw that Microsoft Excel uses a combination of the name of the column and the name of a row to spec me of a cell. While you cannot change the name of a column or the label on a row, Microsoft Excel allows you to change the na In fact, you can select a group of cells and name them. You have various options.
ng a Cell
aw that a cell, each cell, has a name, which is also its location. At any time, to know the name of a cell, you can check the Name
me a cell or to change the name of a cell:
First click it: o In the Name Box, replace the name with the desired name and press Enter o On the Ribbon, click Formulas. In the Defined Names section, click Define Name. In the Name text box of the New Na dialog box, type the desired name and click OK Click any cell on the workbook: o On the Ribbon, click Formulas. In the Defined Names section, click the arrow of the Define Name button. In the New N dialog box, in the Name text box, type the desired name. In the Scope combo box, accept or specify the workbook. In t Comment text box, type a few words of your choice if you want. In the Refers to text box, click the button . On the workbook, select the cell. On the New Name: Refers To dialog box, click the button .
Click OK On the Ribbon, click Formulas. In the Defined Names section, click Name Manager. In the Name Manager dialog box, New... In the Name text box, type the desired name. In the Scope combo box, accept or specify the workbook. In the Comment text box, type a few words of your choice if you want. In the Refers to text box, click the button . On the workbook, select the cell. On the New Name: Refers To dialog box, click the button . Click OK. Click Close
actical Learning: Naming a Cell Open the DAWN Report1.xlsx file To name a cell, click cell C2 Click in the Name Box. That highlights C2. Type MainTitle and press Enter
Save the file
ng Cells
ready know how to select a group of cells. If you select more than one cell, the name of the first cell displays in the Name Box. operations, this cannot be useful, especially if you want to perform the same operation on all cells in the selection. Fortunately, osoft Excel allows you to specify a common name for the group of selected cells.
ecify a name for a group of cells:
First select the cells as a group using the techniques we learned for selecting cells. Then: o In the Name Box, replace the string with the new name o On the Ribbon, click Formulas. In the Defined Names section, click Define Name. In the Name text box of the New Na dialog box, type the desired name and click OK Click any cell on the workbook:
o
On the Ribbon, click Formulas. In the Defined Names section, click the arrow of the Define Name button. In the New N dialog box, in the Name text box, type the desired name. In the Scope combo box, accept or specify the workbook. In t Comment text box, type a few words of your choice if you want. In the Refers to text box, click the button . On the workbook, select the cells that will be part of the group. On the New Name: Refers To dialog box, click the button . Click OK On the Ribbon, click Formulas. In the Defined Names section, click Name Manager. In the Name Manager dialog box, New... In the Name text box, type the desired name. In the Scope combo box, accept or specify the workbook. In the Comment text box, type a few words of your choice if you want. In the Refers to text box, click the button . On the workbook, select the cells to include in a group. On the New Name: Refers To dialog box, click the button . Click O Click Close
actical Learning: Naming Cells
The DAWN Report1.xlsx file should still be opened. Select cells A3:D16 On the Ribbon, click Formulas. In the Defined Names section, click Define Name In the Name text box of the New Name dialog box, type EREpisodes In the Comment section, type These are cases that brought a few patients to the emergency rooms at various hospitals in country. The drug names refer to the types or categories of drugs that were consumed.
Click OK
Press Ctrl + Home In the Defined Names section of the Ribbon, click Name Manager... In the Name Name dialog box, click New... In the Name text box, type RelatedDeaths 0. In the Comment text box, type: These are cases of deaths that occurred as a result of drug consumption or abuse. 1. On the right side of the Refers to text box, click the selection button 2. Select cells F3:I16
3. On the New Name - Refers To dialog box, click the selection button
4. Click OK
5. On the Name Manager text box, click Close 6. To review names, select cells A3:D16 and see the Name Box 7. Select cells F3:D16
8. Save and close the file
Printing
Standard Printing Introduction Printing allows you to get your work on paper. This is useful both for referencing and sharing your work. Data available on your worksheets can be explored and exploited in various areas including visual presentation or book review. Since printing involves different issues, it is important to know what Microsoft Excel offers. Before printing, make sure that a printer is available for your computer. This means that, a printer
could be attached to your computer or you may use a networked shared printer. Sometimes, more than one printer will be available to you. To check whether a printer is available for your computer, on the Taskbar of:

Windows 9X and 2000, you can click Start -> Settings -> Printers Windows XP, you can click Start -> Controls Panel, click Printer and Other Hardware, then click View Installed Printer or Fax Printers Windows Server 2003, on the taskbar, you can click Start -> Control Panel -> Printers and Faxes. You would see a list of the printers available to you.
This action would open the Printers window. If more than one printer are available, they will appear on the list. The printer with the check mark icon is your default printer; this means that whenever you send a job to the printer, if you dont change anything in the printing process, the default printer will do the job. If no printer is attached to your computer but you still need to at least print preview your worksheet, you can install a fake printer on your machine. To do that, from the Printers window, double-click Add
Printer and follow the instructions of the Add Printer Wizard. Sending a Document Directly to the Printer To print a worksheet, you can click the Office Button, position the mouse on Print, and click Quick Print. The document would be sent directly to the print and print. This technique doesnt provide any configuration. Therefore, you should use it only when the job to be printed is not large or particularly complicated. Practical Learning: Using the Print Button 1. Start Microsoft Excel and open the Grier Summer Camp2 workbook. Click the Registration tab if necessary to activate it.
2. Click the Office Button, position the mouse on Print, and click Quick Print. Notice that the document is printed vertically, on two sheets of paper Print Preview
Print preview allows you to open a special window that would present the document as it would appear when it is printed. In Microsoft Excel, the Print Preview window is not just used to preview the printed document. There are other configurations you can perform. To access the Print Preview window, you can click the Office Button, position the mouse on Print, and click Print Preview. In Print Preview, Microsoft Excel displays a Ribbon with only one tab:
Button Next Page Previous Page Zoom Print Page Setup
Role Allows you to preview the next page of a document that spreads more than one page Shows the previous section of the printed page Since the Print Preview window is not used to read the document but to preview it, if you want to take a closer look at the document, click the Zoom button to zoom in. If you click the zoom button again, the preview area would come back to the previous display. Used to call the Print dialog box Would call the Page Setup dialog. The Page Setup dialog box will be reviewed in another section Besides displaying a preview of the printed paper, the Print Preview window allows you to "enlarge" or "squeeze" the document. To do this, you can first click the Show Margins check box. Once clicked the window would display lines around the document:
Show Margins
Based on this, to shrink, enlarge, heighten or narrow the printed document, you can click one of the lines and drag in the desired direction. Close Print Preview Used to close the Print Preview window
Practical Learning: Using the Print Preview Window 1. 2. 3. 4. 5. 6. The Grier Summer Camp1 workbook should still be opened. Click the Registration tab sheet Click the Office Button, position the mouse on Print, and click Print Preview Click the Print button to call the Print dialog On the Print dialog, click Cancel Click the Office Button, position the mouse on Print, and click Print Preview On the Ribbon of the Print Preview window, click the Show Margins check box. Notice the margin lines on the paper. 7. Position your mouse on the left line. Notice that your mouse pointer changes to a cross with horizontal arrows 8. Drag your mouse to the right. While you are dragging, observe the dimension on the left side of the Status bar
9. Keep dragging until the dimension on the Status Bar displays 1.70 10. Click the Show Margins check box again to dismiss the margin lines 11. Click the Next Page button to view the second page 12. Click the Close Print Preview button on the Print Preview window Print Configuration
The Print Dialog Box The printing process in Microsoft Excel offers all the classic default features of any other application and other specific issues related to a spreadsheet. To control printing on your worksheet, you use the Print dialog box. To access the Print dialog box:

Click the Office Button, position the mouse on Print, and click Print Click the Office Button, position the mouse on Print, and click Print Preview. In the Print section of the Ribbon, click Print
The Print dialog box displays some of the items you are already familiar with such as the title bar, the Context Sensitive Help, the close, the OK, and the Cancel buttons.
When a printer (at least one) is available for your computer, it is usually set as the default printer and it displays on the Printer Name combo box. If more than one printer is available, when you decide to print, click the Printer Name combo box and select the desired printer from the list. If your worksheet is long, sometimes very long, and expand on various pages, you have the option of printing all the pages or a range of pages. This can be configured in the Print Range section of the dialog box. You can also select some sections of the worksheet and print just that. This is configured in the Print What section. By default, Microsoft Excel prints the active worksheet, that is, the worksheet that is displaying in
the background. If you decide to print everything on your workbook, you can click the Entire Workbook radio button. For a presentation or any other purpose, if you want to print various copies of the worksheet, increase the number by using the Number Of Copies spin button. The Properties button allows you to configure or change some of the properties related to the selected printer. One thing you should always do is to preview your worksheet before the actual printing, this allows you to have an idea of what your worksheet would look like on a piece of paper. You can preview your job by clicking the Preview button. Practical Learning: Using the Print Dialog 1. Open the Cherry Pumpkin Day Care1 workbook and, if necessary, click the Registration tab to activate it 2. Select cells D5:G16 3. Click the Office Button, position the mouse on Print, and click Print 4. In the Print What section, click the Selection radio button 5. Using its spin button, increase the Number Of Copies to 2
6. Click OK to print the selection in 2 copies. Notice that each printed paper includes only the area previously selected. 7. Press Ctrl + Home to make sure the selection is deselected
Page Breaks When using the Print option from the Print menu of the Office Button, the document may be printed on two or more pieces of paper. Whenever a document is longer than the default 11 inches height, the printing process will segment it in sections to fit the legal height. If you dont like the way the printer sets the page limit, you can set your own and tell the printer where you want each page to start. To do that, you use the Page Break feature. You dont have to set a page limit the traditional way which consists of using the end of a real end of a page. Microsoft Excel allows you to start a new page anywhere on the worksheet. To set your own page end, first click the row that will start the subsequent page. Then, on the Ribbon, you would click Page Layout. In the Page Setup section, click Page Break. A menu would display. On it, you can click Insert Page Break:
You should notice a line that points to the page break. The document will be divided in at least 4 sections and each section represents its own page. After you have worked with the page break, or if you dont need the page break anymore, you can remove it. To remove a page break, on the Ribbon, click Page Layout. In the Page Setup section, click Breaks and click Remove Page Break. Practical Learning: Using Page Breaks 1. On the Ribbon, click View. In the Window section, click Switch Windows and click Grier Summer Camp1 2. Click the Registration tab sheet to activate it 3. To set a page break, click row 28 4. On the Ribbon, click Page Layout. In the Page Setup section, click Break and click Insert Page Break 5. Click cell C10 to activate the 1st page 6. Click the Office Button, position the mouse of Print and click Print Preview Notice that the paper displays the upper section of the worksheet 7. Click the Next Page button to preview the other part of the document 8. Click the Close Print Preview button on the Ribbon 9. To remove the page break, click row 28 to activate it
10. On the Ribbon, click Page Layout. In the Page Setup section, click Break and click Remove Page Break 11. To set various page limits, click row 22 12. In the Page Setup section of the Ribbon, click Break and click Insert Page Break 13. Scroll down if necessary and click row 40 14. In the Page Setup section of the Ribbon, click Break and click Insert Page Break 15. Click cell B30. Notice that there are two lines of page breaks on the worksheet
16. Click the Office Button, position the mouse on Print, and click Print Preview
Notice that the preview displays a shorter area than previously 17. Click the Next Page button. Notice that, unlike previously, the Next and the Previous buttons are enabled: this is because the document is divided in three pages 18. Click the Next Page button again 19. To print the current worksheet, click Print 20. On the Print dialog, click OK 21. To remove the previous page breaks, click row 40 22. Press and hold Ctrl, then click row 22. That selects those two rows 23. In the Page Setup section of the Ribbon, click Break and click Remove Page Break 24. In the Page Setup section of the Ribbon, click Break and click Reset All Page Breaks 25. To divide the worksheet in various page sections, click cell E28 to select it 26. In the Page Setup section of the Ribbon, click Break and click Insert Page Break Notice that the document is divided in various sections some of which intersection on cell E28
27. Click the Office Button, position the mouse on Print, and click Print Preview 28. Click the Next Page followed by the Previous Page buttons a few times to preview all the sections 29. To print the current worksheet, click Print 30. On the Print dialog, click OK 31. To remove the page break, click cell E28 32. In the Page Setup section of the Ribbon, click Break and click Remove Page Break Worksheet Area Printing
Since a worksheet can grow very large and sometimes you dont need all data available, Microsoft Excel allows you to select just one portion of the worksheet and send it to the printer. In order to print an area of the worksheet, first select that area. Then, on the Ribbon, click Page Layout. In Page Setup section, Print Area, and click Set Print Area. Even if you click somewhere else, the selected area still displays a distinguished border. Once the desired area has been selected, you can proceed with printing. Practical Learning: Printing an Area 1. Select cells C4:E20 2. On the Ribbon, click Page Layout. In the Page Setup section, click Print Area and click Set Print Area 3. Press Ctrl + Home. Notice the selection border on the range of cells
4. Press Ctrl + P to call the Print dialog 5. From the Print dialog, accept all defaults and click OK 6. To remove the border line on the range, in the Page Setup section of the Ribbon, click Print Area and click Clear Print Area Introduction to Page Setup Page setting up allows you to specially configure and control many issues related to printing. You have various options, using the Ribbon or the Page Setup dialog box:

On the Ribbon, click Page Layout and use the options in the Page Setup section Use the Page Setup dialog box. To access it:
o o
Click the Office Button, position the mouse on Print, and click Print Preview. In the Print section of the Ribbon, click the Page Setup button On the Ribbon, click Page Layout. In the Page Setup section, the Scale To Fit section, or the Sheet Options section, click the More buttons
Page Printing Configuration Page Orientation
Whenever you ask Microsoft Excel to print the contents of a worksheet, by default, it prints the document vertically, this is considered as Portrait. Some and many of the worksheets spread wider than taller. Therefore, you should check or change their page orientation before printing. That is why you have the option of choosing one of the orientation radio buttons. If the document or the section to be printed is wider than taller, you can change the Orientation to Landscape. To specify that whether the document would print in Portrait or landscape:
In the Page Layout tab of the Ribbon, in the Page Setup section, click Orientation and click one of the options
On the Ribbon of the Print Preview window, click the Page Setup button. In the General tab and in the Orientation section, click either Portrait or Landscape
Page Scaling By default, the printed document will adjust itself to 100% fitting a ratio of 1/1 page wide and tall. To change any of these settings:
In the Page Layout tab of the Ribbon, in the Scale To Fit section, click Orientation and click one of the options in the Width combo box, the Height combo box, or the Scale spin button
Display the Page Setup dialog box. In the General tab and in the Scale section, use the appropriate spin buttons. The options are Adjust To, Fits To, and Page(s) Wide By
Paper Size By default, the paper size is set to the Letter paper dimension, which is 8.5 by 11 inches. If this doesnt fit your desire, you can change it:

In the Page Setup section of the Page Layout tab of the Ribbon, click the Size button to show a list of the available options Display the Page Setup dialog box. In the Page tab, click the arrow of the Paper Size combo box and select the desired size from the list
Print Quality The result of the printed-paper depends on your printer. If your printer allows more configuration, in the
General tab of the Page Setup dialog box, click the Print Quality combo box and select a different setting. The Print button would call the Print dialog that we saw earlier. If you want to take a look at the printed result before actually printing, click the Print Preview button. Although the Print button would call the Print dialog box, the Options button allows you to change or configure the properties of the printer. Practical Learning: Using the Page Property Sheet 1. Open the DAWN Report1 workbook 2. On the Ribbon, click Page Layout. In the Page Setup section, click the More options button 3. From the Page Setup dialog box, if necessary, click the Page tab to activate it In the Orientation section, click the Landscape radio button 4. Click the Print button to call the Print dialog 5. In the Print dialog, click OK to print the spreadsheet
The Print Margins Controlling the Top, Right, Bottom, or Left Margins As mentioned when dealing with the print preview, before printing, you may want to adjust the margins of the printed paper. One way to do this:
In the Page Setup section of the Page Layout tab of the Ribbon, click the Margins button to show a list of the available options and click the desired one
Display the Page Setup dialog box. In the Margins tab, use the Top, the Right, the Bottom, or the Left spin buttons to specify the desired margins:
The Margins property page allows you to control all four-margin sections of a printed-paper. By setting the proper width or height, you can control how much space will be left or untouched in the Top, the Left, the Right, or the Bottom sections of the printed paper. Controlling the Header/Footer Margins You can create one or two special sections for the title or the lower areas of the printed paper. These are the Header and the Footer sections. Centering the Page By default, a document prints starting on the top left corner of the paper. This may look awkward if your document contains just one section or a chart. Therefore the Margins property page allows you to center the content of the worksheet horizontally and/or vertically. This is done using the Horizontally or the Vertically check boxes in the Center On Page section. Practical Learning: Using the Margins Property Sheet 1. On the taskbar, click the Grier Summer Camp2.xlsx button and click the T-Shirts to Order sheet
2. On the Ribbon, click Page Layout 3. In the Page Setup section, click the more options button
4. 5. 6. 7.
In the Page Setup dialog box, click Margins In the Center On Page section, click both the Horizontally and the Vertically check boxes Click the Print button On the Print dialog box, click OK
Configuring the Header/Section Printing Introduction When printing a document, especially if the document contains many pages, you may want to repeatedly show a sentence or paragraph in the top and or the bottom sections of each printed page. To assist you with this, the Page Setup of Microsoft Excel is equipped with a special property page labeled Header/Footer. To access it, display the Page Setup dialog box and click Header/Footer
The Header/Footer property page of the Page Setup dialog box allows you to set and configure some of the items you would like to display in the top and bottom sections of the printed document. Configuring the Header and/or Footer Sections To configure one of the sections, you can click either the Custom Header or the Custom Footer buttons. The Custom Header button calls the Header dialog box. The Custom Footer button would call the Footer dialog box. Both dialogs look alike:
Just remember that what you set in one will display in its corresponding section on paper. Since most of the buttons are not very explicit, whenever you want to find what a button is used for, you can position the mouse on a button. A tooltip would appear: Button Name Role Format Text Used to change the font of what is displaying in the section Insert Page Number Total Pages Insert Date Time File Name Sheet Name Used to display an incremental number for each printed page. Displays the total number of pages of a document on the printed sheet. Allows you to display the date the document is printed. Will display the time the document is being printed. Can include the file name on the printed paper. Is used to display the name of the worksheet.
Practical Learning: Configuring the Header/Footer Sections 1. 2. 3. 4. Open the DAWN Report1 workbook Click the Office Button, position the mouse on Print, and click Print Preview On the Print Preview tab of the Ribbon, click the Page Setup button In the Page Setup dialog box, click Header/Footer
5. Click Custom Header... 6. Click the Left Section box to make it active Type Center for Drug Studies 7. In the Left Section box, select Center for Drug Studies 8. Click the Format Text button 9. In the Font dialog box, change the Font to Times New Roman, the Font Style to Bold, and the Size to 11 10. Click OK 11. Click the Right Section box 12. Click the Insert Date button
13. Click OK 14. Click the Custom Footer button 15. Make sure the caret is in the Left Section box Type Gertrude McNeil and press Tab twice 16. Make sure your caret is in the Right Section box Click the Insert Page Number button
17. Click OK 18. On the Page Setup dialog box, click the Page property page and, in the Orientation section, click the Landscape radio button 19. Click OK 20. In the Print Preview window, click the Print button 21. On the Print dialog box, click OK Configuring Sheet Printing Introduction You have probably realized that some of the documents we print dont include a worksheets header columns, header rows, or gridlines. This is because in most cases they can be ignored. In some circumstances, such as when performing some presentations or illustrations, you may want to print some or everything that is part of the worksheet. Thats what you can configure from the Sheet property page of the Page Setup dialog box. To access it:
In the Sheet Options section of the Page Layout tab of the Ribbon, you can click the More Options button to show a list of the available options and click the desired one
Display the Page Setup dialog box and click Sheet:
The Print Area
The Print Area text box allows you to delimit a section of your worksheet for printing. To use it, click its selection button . This would shrink the Page Setup dialog, allowing you to make a selection of the area you want to print. After setting the desired area, you can click the selection button to restore the Page Setup dialog box. Print-Repeating Some Rows Most of the time, when creating a list of items, you would set the list headers only on top of the worksheet. As you continue entering the items, the list grows. If you decide to print such a long list that spreads on various pages, after the 1st page, the subsequent pages would not display their headers. This could be confusing in some circumstances. The Sheet property page allows you to set or select a row or range of rows that would display on top of every printed sheet. If you know the row or range of rows you want to use, you can just type it in the Rows To Repeat At Top text box, but the safest way to configure it is to click the selection button , then click any cell in the desired row or click the desired cells. In either case, the whole row or the rows will be selected. Print-Repeating Some Columns The Columns To Repeat At Left text box is used like the previous box except that, this time, it would display a particular column on the left side of each printed sheet. Printing the Gridlines If you want to print the gridlines, in the Print section, click the Gridlines check box. Printing the Column Headers and Row Headers If you want to display the column and row headers on your printed paper, click the Row And Column Headings check box. Practical Learning: What to Print From The Sheet 1. Access the Grier Summer Camp2 workbook and click the Registration tab 2. On the Ribbon, click Page Layout if necessary. In the Sheet Options section, click the more options button
3. Make sure the Sheet property page is selected. On the right side of the Print Area text box, click the selection button 4. On the worksheet, select cells C4:G28 5. Click the stop selection button 6. Click the Print button 7. From the Print dialog, click OK 8. Access the DAWN Report1 workbook from the taskbar 9. In the Page Layout tab of the Ribbon, in the Page Setup section, click the more options button 10. In the Page Setup dialog box, make sure the Page tab is selected. Click the Landscape radio button 11. Click the Sheet property page to make it active 12. If there is anything in the Print Area text box, delete it In the Print section, click the Gridlines check box 13. Also click the Row and Column Headings check box
14. Click the Print Preview button
15. In the Print Preview window, click the Print... button 16. In the Print dialog box, click OK 17. Access the Grier Summer Camp1 workbook from the taskbar 18. On the Ribbon, click Page Layout if necessary. In the Sheet Options section, click the more options button and make sure the Sheet tab is active 19. On the right side of the Rows To Repeat At Top text box, click the selection button 20. Click cell B4 (Regist Date) 21. Click the stop selection button 22. Click the Print button. 23. In the Print dialog, click OK
24. Exit from Microsoft Excel. When closing the workbooks, anytime you are asked whether to save, click No

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www.functionx.com/excel/lesson1.

The Office Button Introduction

. If you position the mouse on it, a tool tip would

Minimizing the Ribbon

This would display the Ribbon like a main menu:

To show the whole Ribbon again:

Changing the Location of the Ribbon

The Work Area The Name Box

The Insert Function Button

There are 255 of columns. The Row Headers

. Then, in the Save As dialog box, click th

Chemi 16.75 12.00 14.00 13.50

Open the RTHS1 file

Practical Learning: Checking Columns

2. Release the mouse and press Ctrl + Home Columns Selections

Practical Learning: Controlling the Widths of Columns

To undo any of these actions:

4. Save the document Setting the Width Value of Columns

To specify the same width for many columns:

location, release the mouse.

Cutting the Contents of Columns

If you want to paste the values to another group of columns:

To hide many columns, select the columns. Then:

To reveal the hidden columns:

The similarities between the freezing and splitting are as follows:

The differences between the freezing and splitting are as follows:

The Rows of a Spreadsheet

First Name Roland Chrissy Robert Alexa

Last Name Becker Groans Farell Schwitts

English 10.50 12.00 16.00 15.50

History 12.00 14.50 15.50 14.00

Geography 12.00 14.00 16.50 16.00

Math 16.50 12.75 14.50 16.50

Chemis 16.75 12.00 14.00 13.50

You can also use only the keyboard

Practical Learning: Selecting Rows

4. Release the mouse

the last row). Here is an example:

Practical Learning: Controlling the Heights of Rows

To undo any of these actions:

To specify the same height for many rows:

4. Save the file

Container Operations on Rows Adding a New Row

To undo any of these actions:

Practical Learning: Deleting Columns

the appropriate numeric sequence. Copying and Pasting Rows

Cutting the Contents of Rows

If you want to paste the values to another group of rows:

Hiding and Revealing Rows

To reveal the hidden rows:

Freezing One or More Rows

5. Scroll down to Row 76:

The differences between the freezing and splitting are as follows:

The Cells of a Spreadsheet

located at the intersection of columns and rows' headers:

only, or a combination of the mouse and keyboard. Selecting a Cell

To select all cells of a column: o Click the column header

Practical Learning: Selecting Cells 1. 2. 3. 4.

To undo any of these actions:

Adding Cells Creating Cells Vertically

Creating Cells Horizontally

Removing Cells Introduction

Right-click the cell and click Delete...

To undo any of these actions: