UC Excel 2007 Module 1 - Essentials

MODULE
1
Microsoft Excel 2007
Essential Workbook
Techniques
For
DASH DESIGNS CONSULTING

Technology Training and Consulting Services
Excel 2007 Essential Workbook Techniques For The Haas School, UC Berkeley — Dash Designs Consulting
Microsoft Excel 2007
Essential Workbook Techniques
For
The Haas School of Business,
University of California
Revised: July 18, 2007
Copyrights and Trademarks
 2007, Dash Designs, Jerry Maletsky

San Rafael, CA 94903
web site: www.dashdesignsconsulting.com
email: jdashm@comcast.net
fax (415) 491-1490
Dash Designs Consulting gives permission to the Haas School of

Business of the University of California at Berkeley to reprint this
training manual for internal use only. No re-sale of this material or
renunciation of copyrights are granted by this author.
Any mention or use of Microsoft®, University of California, or any

third party products is hereby acknowledged by Dash Designs
Consulting to be for the sole purpose of editorial and educational
use of this training manual and for the benefit of the mentioned
parties.
Table of Contents
 The Excel Workbook ....................... 2
 Data Entry Rules ............................ 6
 Copy/Move Data .......................... 18
 Worksheet Tools ........................... 24
 Formatting Worksheet Data ........... 32
 Printing Workbooks ...................... 50
 Shortcut Keys .............................. 62
Reference Workbook: UC Excel 2007- Essentials Workbook.xls
CHAPTER
1
Microsoft Excel
2007
Essential Workbook
Techniques
Jerry Maletsky
Dash Designs Consulting
Technology Training and Consulting
Excel 2007 Essential Workbook Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 1
CHAPTER
1 Creating An Excel Workbook

Reference Worksheet: New Worksheet
The Excel 2007 Workbook

An Excel Workbook (also called a file) consists of a collection of
worksheets (also called spreadsheets) that are used to enter and work
with data. An Excel workbook can contain as many worksheets as the
amount of RAM (memory) and Hard Drive space that the computer
contains. There are 2 different types of sheets available in an Excel
workbook. They are Worksheets and Chart Sheets (for graphing).
Each worksheet is named Sheet1, Sheet2, Sheet3, etc. but custom names
can be given to the worksheets.
An Excel 2007 worksheet consists of a grid of columns and rows. There

are 16,384 columns in each worksheet, lettered consecutively from A
to XFD. The rows are numbered consecutively from 1 to 1,048,576 .
The intersection of each column and row form a cell. The cell is
designated by the column letter and then the row number. For example,
you might be in cell D5, that is the intersection between column D and
row 5.
Cells are where data is entered. The selected cell is known as the Active
Cell.
2 Excel 2007 Essential Workbook Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting
Creating An Excel Workbook
CHAPTER
1
The Excel 2007 Workbook Screen
Formula Bar
Name
Box
Cell
Column
Row
New Worksheet Tab
Worksheet View Buttons and Zoom Slider on Status Bar
CHAPTER
1
Starting An Excel Workbook
Every Excel Workbook is based on the default Template. The
default template contains basic settings for entering data,
formatting data such as font and size, and printing data including
margins, orientation, and headers and footers (there are none by
default). Each new workbook is named Book1, Book2, etc. until
that file has been saved.
There are several methods for starting a workbook.
 Use the default workbook that opens when you start Excel.
 Use the Office button in the top left corner of the Program
Window to start new workbooks.
 Use Office button: New command choose the Blank (default)

Workbook or one of the other built-in Excel Workbook Templates
(“Installed Templates” option) such as the Billing Statement
or templates on Microsoft Office Online.
Microsoft Office Button
CHAPTER
1
The New Workbook Template Dialog Box
Installed Templates
CHAPTER
1 Data Entry Rules

Reference Worksheet: Entering Data
Entering Data In An Excel Worksheet

Data is a term used to describe the information that is entered into
an Excel worksheet cell.
There are several types of data:
 Labels
 Values
 Formulas
 Dates
Each type of data has different rules that govern its entry. The
universal rule for entering data is that all data lives in the cell into
which it is typed regardless of its visual location on the worksheet.
The Formula Bar will display the actual contents of the active cell.
By default, the data is not formatted but that can be modified

afterwards.
When you are finished entering or editing data you can do one of
the following:
 Press the <Enter> key (this will also move your cursor down
one cell)
 Click the checkmark on the formula bar
Great Tip! Note: that the on the formula bar will cancel what you are
currently typing in the cell. The <Esc> key will also cancel your
entry.
Data Entry Rules
CHAPTER
1
Labels:
Labels (or Text) are any alphanumeric entry. A label can be up to

32,767 characters long including spaces, although only the first
1,024 characters will display in the cell. Labels are left-aligned by
default. Most importantly, labels can overlap into adjacent cells as
long as there is no other data in those cells.
Examples:
Joe Smith
123 Main Street
555-12-3456
(415) 555-1212
Data Entry Rules
CHAPTER
1 Reference Worksheet: Data Entry
Values:
Values (or numbers) are any numeric entry. Values can not contain
spaces, dashes, slashes, etc. Values should be entered without any
formatting (currency, etc.). Values don’t show decimal places
unless they are required. That is, they don’t show trailing zeros.
They can be formatted afterwards. Values are right-aligned by
default.
Examples:
10000
125.75
55.05
7025.5
Data Entry Rules
CHAPTER
1
When Values Exceed The Column Width:
Unlike labels, values must fit into the cell they are entered, otherwise a
series of numeric symbols (#####) will appear in the cell until that
column is made wider.
In order to fix this situation, the column width (the separator between
columns) needs to be adjusted wider to accommodate that value.
Steps:
 To change the width of one column, drag the boundary on the
right side of the column heading until the column is the width
that you want.
 To change the width of multiple columns, select the columns that
you want to change, and then drag a boundary to the right of a
selected column heading.
 To change the width of columns to fit the contents, select the
column or columns that you want to change, and then double-
click the boundary to the right of a selected column heading.
 To change the width of all columns on the worksheet, click the
Select All button, and then drag the boundary of any column.
Data Entry Rules
CHAPTER
1 Reference Worksheet: Entering Data
Dates:
Dates are numeric values that are automatically formatted as a
readable date entry. Dates follow the same rules as entering
values. Because dates and times are values, they can be added,
subtracted, and included in other calculations.
Microsoft Excel stores dates as sequential numbers which are called
serial values. By default, January 1, 1900 is serial number 1, and
January 1, 2008 is serial number 39448 because it is 39,448 days
after January 1, 1900. Excel stores times as decimal fractions
because time is considered a portion of a day.
When you enter a date as a text value, Excel interprets the year as
follows:
00 through 29: Excel interprets the two-digit year values 00
through 29 as the years 2000 through 2029. For example, if you
type the date 5/28/19, Excel assumes the date is May 28, 2019.
30 through 99: Excel interprets the two-digit year values 30
through 99 as the years 1930 through 1999. For example, if you
type the date 5/28/98, Excel assumes the date is May 28, 1998.
Examples of
Acceptable
Date
Entries:
7/25/2005
25-Jul-2005
July 25, 2005
July-2005
Data Entry Rules
CHAPTER
Reference Worksheet: Creating Calculations 1
Formulas:
Formulas let users perform simple and complex calculations in an

Excel worksheet. All formulas start with an equal (=) sign.
When writing formulas, it is important to use the cell addresses of the
values and not the values themselves. This way, the result of the
calculation is linked to those cells and will update as the values
change in those cells. Formulas follow the same data entry rules as
values, and similarly, they must fit into the cell in which they were
entered.
Importantly, formulas must not include their own cell in their formula
or it will result in an error called “Circular Reference.”
Examples:
=C1+C2+C3+C4+C5
=D5*F6
=B4-C7
=D6/G15
Data Entry Rules
CHAPTER
Editing Data In An Excel Worksheet

Once data has been entered into a prospective cell it can be edited, replaced, or
deleted.
To Delete Existing Data:

There are several ways to delete data in cells. The <Del> key is the most
efficient method to do this. The Home tab: Clear command button: Clear
Contents is equivalent to the <Del> key.
The Home Tab: Clear command has several options:
Clear All deletes data and formatting in the selected cells, leaving
that cell empty
Clear Formats deletes just the formatting in selected cells (leaves data)
Clear Contents deletes the data but not the formatting in the cells.
Clear Comments deletes the comment associated with that cell, leaving
the data and the formatting intact.
To Edit Existing Data:

Steps:
 Click on preferred cell
 Click into the Formula Bar
 Edit existing entry
 Press Enter (or click the checkmark )
To Replace Existing Data:

Steps:
 Click on preferred cell
 Type new entry
 Press Enter (or click the checkmark )
Data Entry Rules
CHAPTER
1
Editing Data In An Excel Worksheet
Note: the Home tab: Delete command is NOT the same as the
Home tab: Clear command. The command, Home: Delete,
physically removes the selected cells and moves the surrounding
cells up or over to replace the deleted cells. This could cause your
data to become misaligned.
Use Home tab : Clear command to remove data and/or

formatting from selected cells without changing the structure and
symmetry of the worksheet.
Use Home tab : Delete command to delete not just the data but
the selected cell range from the worksheet and re-adjust the
physical alignment of the cell structure.
Example of using Home tab:

Delete command to remove cells
Data Entry Rules
CHAPTER
Navigating In An Excel Worksheet
There are a variety of methods that can be used to navigate around an

Excel Worksheet or Workbook. The keyboard is a very efficient method
that can be used to navigate.
Basic Navigation keys

 Ctrl + Home goes to cell A1
 Ctrl + End goes to the intersection of last used column/row
 or  one cell right or left at a time
 or  one cell up or down at a time
 Ctrl +  moves cursor right to beginning or end of cell range
 Ctrl +  moves cursor left to the beginning or end of cell range
 PageDown one screen down at a time
 PageUp one screen up at a time
Navigating Between Worksheets
 Right-click on the Triangular buttons in the bottom left of the

worksheet screen
 Click the worksheet name and you will navigate to that sheet
Great Tip! Note: You can also use the keyboard to navigate between worksheets:
 Ctrl+PageDown navigates to the next worksheet

 Ctrl+PageUp navigates to the previous worksheet
Data Entry Rules
CHAPTER
1
Selecting Cells In An Excel Worksheet
There are a variety of methods that can be used to select cells in an

Excel Worksheet. The mouse as well as the keyboard can be very
efficient in selecting cells.
Selecting cells with the Keyboard
Holding down the Shift key when navigating with the keyboard will
result in selecting the cells being navigated.
Holding Shift key and Navigation keys
 Shift+Ctrl + End selects cells from active cell to end of worksheet

 Shift+  selects one cell right at a time
 Shift+  selects one cell left at a time
 Shift +  selects one cell down at a time
 Shift+Ctrl +  selects cells to the right to the end of a cell range
 Shift+Ctrl +  selects cells to the left to the end of a cell range
 Shift+PageDown selects cells one screen down at a time
 Shift+PageUp select cells one screen up at a time
Data Entry Rules
CHAPTER
Using the Shift key to Select Cells/Enter Data

Using the Shift Key allows you to select cells without dragging
through them.
Steps:
 Select the first cell you want in your selection
 Place your mouse over the last cell you want in your selec-
tion
 Hold the Shift key down and click on that cell
 All the cells between the first and last cell will be selected
Contiguous Range:
To Select Click Cell C5
and
Shift-Click Cell F12
(No Dragging with
the mouse)
Great Tip! You can also enter data into these selected cells without using your
mouse.
With the cells selected, simply type the data and press the <Enter>
key to move from one cell to the next.
While the cells are still selected, the <Enter> key will move to the
top of the selected column of cells when you are at the bottom of
the previous selection.
Data Entry Rules
CHAPTER
1
Using the Control key to Select Cells/Enter Data
Using the Control Key allows you to select cells that are not
contiguously connected.
Steps:
 Select the first cell range you want in your selection
 Place your mouse over the beginning of the next cell range
you want in your selection
 Hold the Control key down and drag through those cells
 Repeat the above steps until all the required cells are
selected
Non-Contiguous
Range:
To Select Click Cell A4
and
Ctrl-Click and Drag
E6 through Cell F10
CHAPTER
1 Copy/Move Data
Reference Worksheet: Data Entry
Copying and Moving Worksheet Data

When the same data is required in another location in the
workbook (or another workbook), that data can be copied or
moved to that location. That way, the data doesn’t have to be re-
typed in the new location.
The Edit menu: Copy command copies the data in the selected
cell range. The Edit menu: Cut command removes the data from
the selected cell range. The Edit menu: Paste command pastes
the data in the new location.
When data is selected and Copied or Cut, Excel places a “blinking

border” around that cell range temporarily to mark the data that
will be pasted. Pressing the Esc key will remove the border once
the data has been pasted.
It is important to note that, unlike other applications, Excel will

not keep the selected data stored in its Clipboard feature (Paste)
once it is pasted and another process has been executed. Excel
will want to regain the resources that the Clipboard would need to
store that selected data to use for its own processing.
There are a variety of methods that can be used to copy or move

data in an Excel worksheet.
They include:
 Copy and Paste
 Cut and Paste
 Drag and Drop
 Drag the AutoFill handle
Copy/Move Data
CHAPTER
1
Copy and Paste Data
Steps:
 Select the required cell range
 Click Home Tab: Copy Button
 Click into the first cell of the worksheet that you
want to begin pasting the data
 Click Home tab: Paste Button
Cut and Paste Data
Steps:
 Click Home tab: Cut Button
 Click into the first cell of the worksheet that you want to
begin pasting the data
 Click Home tab: Paste Button
Copy/Move Data
CHAPTER
Drag and Drop Data (to Move)
Steps:
Drag and Drop
Mouse Arrow  Select the required cell range
 Drag the edge of the border around the cell range to the
new location on that worksheet
Before Dragging Data
After Dragging Data
Copy/Move Data
CHAPTER
1
Drag and Drop Data (to Copy)
Steps: Drag and Drop

Mouse Arrow
 Hold the Control Key and Drag the edge of the border
around the cell range to the new location on that worksheet
Before Dragging Data
After Dragging Data
Copy/Move Data
CHAPTER
1 Reference Worksheet: AutoFill
Using the AutoFill Handle To Copy Data

A very efficient method of copying data in a cell to adjacent cells is
the Autofill handle. The AutoFill handle is located at the bottom
right corner of the selected cell range. Dragging the handle will
automatically copy the contents of the selected cell to the
adjacent cells in that direction.
Text and Values will be copied as they appear. Although, if Excel

senses a sequence in the text or value to be copied, it will do so in
an incremental fashion. Formulas will have their instructions (not
the values) copied.
Steps:
 Select the preferred cell(s)
 Drag the AutoFill handle in the preferred direction
Copy/Move Data
CHAPTER
1
Using the AutoFill Handle To Enter Sequential Data
When data is needed to be entered in a sequential fashion, the
AutoFill handle can be used to accomplish that process.
When Excel sees that the data to be copied is either a month, day,
date, or many combinations of text and numbers together, it will
automatically see it as a sequential increase as that data is copied
using AutoFill.
In addition, the user can input an example of data in 2 or more

cells and Excel will use an incremental sequence to match that
selected data when it is copied using AutoFill.
Sequence built on Sequence built on

combination of recognition of
entry with text and month entry.
numbers.
Sequence built on
entry of two values,
then with both cells
selected the AutoFill
handle was dragged.
CHAPTER
1 Worksheet Tools
Reference Worksheet: Data Entry
Add/Delete Sheets Within A Workbook

The default Workbook opens with three worksheets (Sheet1,
Sheet2, and Sheet3). Additional worksheets can be inserted as
necessary. The new worksheet is always inserted to the left of
the selected worksheet but can be moved afterwards.
In addition, worksheets that are no longer required can be deleted

from the workbook. If there is existing data on that worksheet,
this process will confirm the deletion of that specific workbook but
will not allow the user to undo that process.
Adding Worksheets To A Workbook
Steps:
 Click the Insert Worksheet command tab
Deleting Worksheets From A Workbook
Steps:
 Click on an existing worksheet
 Click Home tab: Delete button:
Delete Sheet command
Worksheet Tools
CHAPTER
1
Renaming Worksheets
By default, each worksheet is named Sheet1, Sheet2, Sheet3,
etc.. However, worksheets can be renamed to give them more
recognizable names that can correspond to the data stored on
them.
A worksheet name is limited to 31 characters and can not include

certain characters such as brackets ([ ]), asterisks (*), or
question marks (?).
Steps:
 Double-Click on preferred worksheet
 Type the new worksheet name
 Press Enter
Renamed Worksheet
Worksheet Tools
CHAPTER
1
Moving Worksheets
Excel provides the ability to re-arrange worksheets into a
preferred order regardless of where they were created in that
workbook.
Steps:
 Select the preferred worksheet
 Drag the worksheet tab to its new location in that workbook
Before After
Copying Worksheets
A very efficient method of duplicating the data layout on a
worksheet is to make a copy of that worksheet. Excel provides a
process in which the user can create exact duplicates of existing
worksheets.
Steps:
 Select the preferred worksheet
 Hold Control Key and Drag the worksheet tab to its new
location in that workbook
Before After
Worksheet Tools
CHAPTER
1
Moving or Copying Worksheets To Other Workbooks
Within Excel, a user can move or copy worksheets from one
workbook to another.
Steps:
 Open the destination workbook before starting this
process
 In the source workbook, select the preferred worksheet
 Right-Click the selected worksheet tab
 Click Move or Copy... command
 In the dialog box, select the destination workbook
 Select the placement of that worksheet in the destination
 If copying, activate the Create A Copy checkbox
 Click OK
Must check this

box if the
worksheet is to
be copied , not
moved!
Worksheet Tools
CHAPTER
1 Reference Worksheet: New Worksheet
Color Coding Worksheets

In order to improve the organization of the data in the workbook,
Excel allows the user to color code data-related worksheets. In a
large workbook environment this might allow the user to locate
the appropriate worksheets more effectively.
Once color-coded, the user will see a narrow strip of color when
that worksheet is selected and being worked on. When the
worksheet is not selected, the entire tab will display the chosen
color.
Steps:
 Right-Click on preferred worksheet tab
 Select Tab Color command
 Select the preferred color and press Enter
Worksheet Short-Cut Menu

(right-click on tab)
Tab Color Options List
Worksheet Tab Color Example
Worksheet Tools
CHAPTER
1
Worksheet Tools
CHAPTER
1
Saving Workbooks
Just as with all programs, the first time you save your presentation, you
can use the Save or the Save As commands. After the file has been
saved, future updates can be accomplished efficiently with the Save
command.
It is important to note that, as do all the Microsoft Office programs,

Excel 2007 has a feature called AutoRecover that saves your
presentation automatically. It is set to activate every 10 minutes. This
will help prevent accidental loss of a majority of your work. It is just as
important to remember to save your presentation as often as you can.
Remember: Save Early! Save Often!
Steps:
 Click Office Button: Save (or Save As) command
 Type the appropriate filename
 Navigate to the appropriate drive and folder (if necessary)
 Click Save
Worksheet Tools
CHAPTER
1
Saving Presentations
It is important to note that Office 2007 uses a new file format for its files.
The new format is called XML (Xtensible Markup Language) which is a web
-based format that should provide some benefits to users. These include
smaller file sizes, more compatibility with other operating system
platforms, and more recoverable if there are file corruptions.
Office 2007 files are not directly compatible with older versions.
That means these files may not be readable in older versions. However, Important!
one of the options that Office 2007 provides is the ability to save the file
as a “97-2003” file format. There will be some features and formatting
from the 2007 version that will not be able to be edited in the older
versions.
Former versions of Excel applied a .xls extension to its files.

Excel 2007 applies an extension of .xlsx.
Save As - Excel Workbook is the

2007 file format
Save As - Excel 97-2003

Workbook is the older file format
CHAPTER
2 Formatting Worksheets
Reference Worksheet: Sales Summary
Inserting Rows/Columns/Cells
Excel provides the ability to insert additional space within the
working area of the worksheet. That is, additional columns, rows,
and cells can be inserted within the frame of the worksheet.
Columns are inserted to the left of the selected column. Rows are
inserted above the selected row. Cells can be inserted to the right
or below the selected cells. The inserted space takes on the
formatting as follows:
 Columns take formatting from column to the left
 Rows take formatting from row above
 Cells take formatting from cell above
When worksheet space is inserted, Excel does provide options for

choosing the formatting of the inserted space through the
Insert Options button that displays in the bottom right of the
inserted area.
It is important to note that existing formulas will adjust according to

the additional space added to the worksheet.
Steps:
 Right-Click over the column letter, row number, or cell
 Select Insert… command
Or…
 Select the column, row, or cell
 Click Home Tab: Insert Button
Insert Cells...
Or... Insert Sheet Rows
Or... Insert Sheet Columns
Or… Insert Sheet
 If necessary, click the Insert Options button and select the
appropriate formatting
Formatting Worksheets
CHAPTER
2
Inserting Rows/Columns/Cells
Insert Options Button
Home Tab: Insert Button Insert Cells Dialog Box
CHAPTER
2 Reference Worksheet: Sales Summary
Deleting Rows/Columns/Cells
Excel allows the user to delete no longer required columns, rows, or
cells. Any data in that deleted space is deleted as well.
If the entire column or row is not selected, then the Edit menu:
Delete dialog box will appear and by default it is set to delete only
the selected cell. Hence, it is more efficient to select the column
letter or the row number that is to be deleted.
It is important to note that existing formulas will adjust according to

the space deleted to the worksheet and may show error messages
(i.e., #REF) if that formula can not reconcile that lost data.
Steps:
 Right-Click over the column letter, row number, or cell
 Select Delete… command
Or…
 Select the column, row, or cell
 Click Home Tab: Delete Button
Delete Cells...
Or... Delete Sheet Rows
Or... Delete Sheet Columns
Or… Delete Sheet
CHAPTER
2
Deleting Rows/Columns/Cells
Right-Click Menu
Edit: Delete Dialog Box
CHAPTER
Adjusting Column Width

When the data in a cell does not fit within the default column width
(approximately 8 characters), the width of that column can be adjusted to
fit its contents. Text entries can overlap into adjacent cells, however, that
is not available to number entries. By default, they must fit into their cell
or Excel will display number signs (######). .
There are various methods in which to set the column width.
Steps:
 Position the mouse on the gridline just to the right of
the column letter
 Drag the column separator left or right to
decrease or increase the width
Or…
 Position the mouse on the gridline just to the right of the column
letter
Great Tip!  Double-Click the separator between the column letters

(This will automatically set the column width to the widest entry
in that column)
Or…
 Select the column
 Click Home Tab: Format Button: Column
Width...
 Enter the preferred column width value
 Click OK
Or…
 Select the column
 Click Home Tab: Format Button:
AutoFit Column Width
(Automatically sets the column to the size of the largest number of characters)
CHAPTER
2
Adjusting Row Height
Although row heights in an Excel worksheet automatically adjust to fit the
font size for the data in that row, a user can adjust the row height
manually similar to adjusting the width of a column.
There are various methods in which to set the height of a row.
Steps:
 Position the mouse on the gridline just to the below of the row
number
 Drag the row separator up or down to decrease or in-
crease the height
Or…
 Position the mouse on the gridline just to below of the row
number
 Double-Click the separator between the column letters
(This will automatically set the row height to the tallest entry in
that row)
Or…
 Select the row
 Click Home Tab: Format Button: Row Height...
 Enter the preferred row height value
 Click OK
Or…
 Select the row
 Click Home Tab: Format Button: AutoFit Row Height
(This will automatically set the row to the size of the data in
the selected row)
CHAPTER
Inserting Comments
A Comment is an Excel tool used to add notations to entries in a
worksheet without using up actual cell space. Comments attached
to cells will “pop up” automatically when the mouse is moved over
that cell. A small red triangle will appear in the upper right
corner of a cell that contains a comment. Comments can be
formatted as well as printed (see page 60).
Inserting A Comment
Steps:
 Click on the cell for which the comment will be added
 Select Review Tab: New Comment command
 Type the content for the comment
 If preferred, select the text and format with font, etc.
 Click away from the comment box when finished
Editing A Comment
Steps:
 Right-Click on the cell with the comment to be edited
 Select Edit Comment command
 Edit or add text as preferred
 Click away from the comment box when finished
Deleting A Comment
Steps:
 Click on the cell with the comment to be deleted
 Select Review Tab: Delete Comment command
CHAPTER
2
Inserting Comments
Review Tab: Comment command
Comment Short-Cut (Right-Click) Menu
Example of Comment in Worksheet
CHAPTER
Text Formatting
There are a variety of methods in which text can be formatted
within an Excel worksheet. This includes font, size, text color, bold,
italics, underline, vertical and diagonal orientation, and wrapping
text in a cell.
Steps:
 Select the cell range to format
 Click Home Tab
 Select the appropriate command in the Font Group,
Alignment Group, and/or Cell Styles Button
Cells Style Button on the Home Tab
CHAPTER
2
Number Formatting
There are a variety of methods in which numbers can be formatted
within an Excel worksheet. This includes currency, percent, date,
time, scientific, and decimal places. To reset the number format,
click General in the Category list. Cells that are formatted with
the General format have no specific number format.
Steps:
 Select the cell range to format
 Click Home Tab
 Select the appropriate command in the Number Group,
Alignment Group, and/or Cell Styles Button
Home Tab: Alignment, Number, and Styles Groups
CHAPTER
Currency Formatting
There are two types of currency formatting available in Excel. They
are Currency and Accounting style formatting. In Accounting
style, the dollar signs ($) are all left justified. In Currency style,
the dollar signs ($) are flush with the values. By default, both
display two decimal places (can be increased or decreased).
Accounting Style
Note:
Currency toolbar button
actually applies the
Accounting style formatting.
Currency style is available in
Format: Cells on the Number
tab.
Currency Style
CHAPTER
2
Standard Formatting
The Standard style formatting is very much like Currency and the
Accounting styles except that it does not display a dollar sign ($).
Standard Style
Decimal Formatting
Decimals can be increased or decreased using either the Increase
Decimal or the Decrease Decimal toolbar buttons. They can also
be adjusted in the Format menu: Cells command on the Number
tab within the appropriate category.
Decimal Places Buttons
CHAPTER
Percent Formatting
Percent formatting can be applied using the Formatting toolbar or
within the Format menu: Cells command on the Number tab.
By default, Percent style formatting does not display decimal
places. However, the number of decimal places can be adjusted as
mentioned on the previous page.
Percent Style
Formatting Gallery
Excel 2007 includes a number format gallery with several pre-set
formatting options. This option is found on the Home Tab:
Number Group: General List
CHAPTER
2
Date Formatting
When a date or time is typed in a cell, it appears either in a default
date or time format or in a format that was applied to the cell
before the date or time was typed. The default date or time format
is based on settings in the regional settings in Control Panel.
Date Styles - Format Cells Dialog Box
Clicking the Group “More Options”

button will open up the Dialog Box
(i.e. Format Cells) for that area.
CHAPTER
Merging Data Across Cells

Very often, a user might want to center the worksheet title across the top
of the worksheet data. Excel provides a toolbar button, the Merge and
Center button, that accomplishes that task.
In addition, within the worksheet, data can be selected and merged into
adjacent cells in order to present a large amount of data within one cell.
By default, Excel will center the selected cell data but the alignment can
be altered afterwards.
Merge and Center Button
Steps:
 Select the cell that contains the data and the adjacent cells
to which you want to merge.
(Note: if two or more cells with data are selected, Excel will
warn the user that some of the data will be lost)
 Click the Merge and Center button
 To change the alignment of the merged cell data, click the
Align Left button or the Align Right button
Text merged into

several cells with
the Wrap Text
format applied.
CHAPTER
2
Border And Shade Cells
For presentation purposes, data in cells can be made more
prominent through the use of Borders and Shading styles.
Steps:
 Select the cell that contains the data as well as the cells over which
the data appears (i.e. a text entry can appear across several cells)
 Click the Home Tab: Fonts Group: Borders button and select
preferred option
 Open Fill Color button and select preferred option
Or...
 Click the “More Options” button in the Font Group.
That will open the Format Cells dialog box
 Click the Border tab and select available options
 Click the Fill tab for shading and select color
CHAPTER
2 Reference Worksheet: Conditional Formatting
Formatting Data Conditionally

Analyzing data in a large worksheet to find trends and important
results can be a time-consuming process, especially if you have to
share that information for review by other users. With Conditional
Formatting, you can quickly draw attention to meaningful values
and results by applying automatic formatting based on settings that
are established. This automatic formatting makes it easy for
anyone to scan the information and quickly find areas that need
attention.
Conditional Formatting is a process that automatically applies

formatting, such as cell shading or font color, to cells if specified
conditions are met. For example, sales that exceed $100K can
automatically be highlighted in bold, blue shading, and bordered.
In addition, sales in that cell range that do not exceed a minimum
range can be formatted differently at the same time. A user can
establish multiple conditions on any given cell range.
Steps:
 Select cell range for which formatting will be applied
 Click the Home Tab: Conditional Formatting button
 Select Highlight Cell Rules (if condition refers to values in cells)
Or…
 Select Top and Bottom Rules (if condition refers to values at the
top or bottom comparably in a cell range)
Or Select…
 Data Bars Or
Color Scales Or
Icon Sets
(Excel 2007 will automatically format the cells based on the values’
relationship to each other)
CHAPTER
2
Formatting Data Conditionally
Creating Conditional Formatting
Conditional Formatting With Data Bars
CHAPTER
3 Printing Workbooks
Reference Worksheet: Monthly Figures
Previewing Worksheets
Print Preview will display the worksheet as it appears for printing.
This includes page breaks, orientation, margins, headers and
footers. The user can view the worksheet prior to printing and
make adjustments to the above settings (through the Page Setup
dialog box) as needed.
Excel allows the user to Zoom In or Zoom Out to increase or

decrease the magnification for viewing purposes. When the mouse
is clicked on a particular part of the worksheet in Print Preview
Excel activates the zooming process.
Steps:
 Click on Office Button: Print: Print Preview
 Click Next and/or Previous Page buttons to view pages
 Click the mouse to Zoom in/out of the worksheet
 Click Page Setup button to set printing options
 Click Print button to go to Print dialog box
 Click Close button to return to worksheet
Printing Workbooks
CHAPTER
3
Previewing Worksheets
Print Preview Screen
Printing Workbooks
CHAPTER
3 Reference Worksheet: Monthly Figures
Applying Page Setup Commands

The Page Setup dialog box provides a variety of printing options
including margins, orientation, scaling, headers & footers,
and repeating worksheet titles.
The Page Setup dialog box can be accessed through the File menu
or directly from Print Preview so that changes to the worksheet
can be viewed as options are set.
Page Setup: Page Tab
Options include: Orientation, Scaling,

Paper Size, First Page Number
Printing Workbooks
CHAPTER
3
Page Setup: Margins Tab
Options include: Margins

Center On Page
Printing Workbooks
CHAPTER
Page Setup: Header/Footer Tab
Options include: “Built-in” Header/Footer list,

Custom Header/Footer box
Note: By default, worksheets do not contain a header or footer.
Custom Header/Footer Toolbar
Font Page Total Date Time Filename Sheet Insert Format

Number Pages Name Picture Picture
Printing Workbooks
CHAPTER
3
Custom Header Box
Custom Footer Box
Printing Workbooks
CHAPTER
Page Setup: Sheet Tab
Options include: Setting A Print Area, Repeating Worksheet Titles,

Printing Gridlines, Row & Column Headings,
Comments, and Print Order of Pages.
Printing Workbooks
CHAPTER
3
Print Titles on Every Page
When printing a large worksheet that consists of several pages, it

would be very efficient to repeat the top row labels and left column
labels (if necessary) so that each page displays the same titles as
the previous pages. This allows the user to distinguish the data
they are looking at on succeeding printed pages.
Steps:
 Close Print Preview (if necessary—can’t do this process in
Print Preview)
 Click Page Layout Tab
 In the Page Setup Group, click the “More Options” button
 In the Page Setup Box, click the Sheet tab (if necessary)
 Click into the box… Rows to repeat at the top
 Drag down the rows to repeat on each printed page
 Click into the box… Columns to repeat at left
 Drag across the columns to repeat on each printed page
 Click OK or Print Preview to view worksheet
Printing Workbooks
CHAPTER
Print Titles on Every Page

Example of Setting Print Titles
Printing Workbooks
CHAPTER
3
Page Break Preview
Page Break Preview gives the user the ability to adjust page breaks prior to printing. In
this view, page breaks can be moved using the mouse to adjust where a printed page
breaks. Additional page breaks can be inserted using the Page Layout Tab: Breaks
command.
Page Break Preview can be accessed from the View Tab: Page Break Preview command
or the View Button on the Excel Status Bar (Pg. 3). To turn off Page Break Preview, click
the View Tab: Normal command or the View Button on the Excel Status Bar (Pg. 3).
Page Breaks
Note: This dialog box

may appear on the
screen as well. Click
OK to close.
Printing Workbooks
CHAPTER
Printing Comments
Comments can be printed as they appear in the worksheet. However,

they print more efficiently on a separate printed page, at the end of
the worksheet.
This option is set in the Page Setup dialog box on the Sheet tab.
Printing Workbooks
CHAPTER
3
Printing the Workbook
The Print dialog box in Excel provides several options that can
control which printer to select, what part of the workbook prints,
which pages to print, and how many copies to print.
Steps:
 Click Office Button: Print command
Or…
 Click the Print button in the Print Preview screen
 Select the appropriate options
 Click OK button
CHAPTER
4 Addendum
Using Shortcut Keys In Excel 2007
Pressing the Alt Key will activate the shortcut key symbols in Excel
2007. Each shortcut key is located under the Tab or command.
Addendum
CHAPTER
4
Using Shortcut Keys In Excel 2007
Keyboard Shortcut Description

Ctrl+S Save File
Ctrl+P Print File

Ctrl+C Copy
Ctrl+X Cut
Ctrl+V Paste
Ctrl+Z Undo
Ctrl+Y Redo
Ctrl+A Select All
Ctrl+B Bold (selected text)
Ctrl+I Italicize (selected text)
Ctrl+U Underline (selected text)

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DASH DESIGNS CONSULTING

Copyrights and Trademarks

 2007, Dash Designs, Jerry Maletsky

Dash Designs Consulting gives permission to the Haas School of

Any mention or use of Microsoft®, University of California, or any

 Data Entry Rules ............................ 6

 Copy/Move Data .......................... 18

 Worksheet Tools ........................... 24

 Formatting Worksheet Data ........... 32

 Printing Workbooks ...................... 50

 Shortcut Keys .............................. 62

Reference Workbook: UC Excel 2007- Essentials Workbook.xls

1 Creating An Excel Workbook

The Excel 2007 Workbook

An Excel 2007 worksheet consists of a grid of columns and rows. There

New Worksheet Tab

Worksheet View Buttons and Zoom Slider on Status Bar

There are several methods for starting a workbook.

 Use Office button: New command choose the Blank (default)

Microsoft Office Button

1 Data Entry Rules

Entering Data In An Excel Worksheet

There are several types of data:

By default, the data is not formatted but that can be modified

 Click the checkmark on the formula bar

Labels (or Text) are any alphanumeric entry. A label can be up to

123 Main Street

1 Reference Worksheet: Data Entry

Entering Data In An Excel Worksheet

When Values Exceed The Column Width:

1 Reference Worksheet: Entering Data

Entering Data In An Excel Worksheet

Formulas let users perform simple and complex calculations in an

1 Reference Worksheet: Data Entry

Editing Data In An Excel Worksheet

To Delete Existing Data:

The Home Tab: Clear command has several options:

To Edit Existing Data:

To Replace Existing Data:

Use Home tab : Clear command to remove data and/or

Example of using Home tab:

1 Reference Worksheet: Data Entry

Navigating In An Excel Worksheet

There are a variety of methods that can be used to navigate around an

Basic Navigation keys

Navigating Between Worksheets

 Right-click on the Triangular buttons in the bottom left of the

 Ctrl+PageDown navigates to the next worksheet

There are a variety of methods that can be used to select cells in an

Selecting cells with the Keyboard

Holding Shift key and Navigation keys

 Shift+Ctrl + End selects cells from active cell to end of worksheet

1 Reference Worksheet: Data Entry

Using the Shift key to Select Cells/Enter Data

Copying and Moving Worksheet Data

When data is selected and Copied or Cut, Excel places a “blinking

It is important to note that, unlike other applications, Excel will

There are a variety of methods that can be used to copy or move

 Copy and Paste

 Cut and Paste

 Drag and Drop

 Drag the AutoFill handle

Copy and Paste Data