PRODUCTIVITY TOOLS

Electronic Spreadsheet – MS Excel 2007

Free Wi-Fi Internet Access in Public Places Project
Capacity Building Component
OBJECTIVES
At the end of this course, the participants would be able to:
 Work with spreadsheets and save them in different file formats.
 Enter data into cells.
 Select, sort and copy, move and delete data.
 Edit rows and columns in a worksheet.
 Copy, move, delete, and appropriately rename worksheets. 
 Create mathematical and logical formulas using standard
spreadsheet functions
 Check and correct spreadsheet content before finally printing
spreadsheets.
MICROSOFT EXCEL
 Microsoft Excel is an electronic
spreadsheet software package that allows
you to organize data in a tabular format,
perform mathematical calculations, and
analyze data.
 This software includes functions, formulas,
and charts.
 It is commonly used in business,
engineering, mathematics, and statistics.
STARTING UP MS EXCEL 2007

 Click on the Start Menu on the bottom left

corner of your desktop
 Select Start → All Programs → Microsoft Office
→Microsoft Office Excel 2007
MS EXCEL INTERFACE
MICROSOFT OFFICE BUTTON

 In the upper-left corner of the Word

2007 window is the Microsoft Office
button.
 When you click the button, a menu
appears. You can use the menu to
create a new file, open an existing file,
save a file, and perform many other
tasks.
MICROSOFT OFFICE BUTTON
 Clickingon the Office Button
displays a drop down menu
containing a number of
options, such as open, save,
and print. The options in the
Office Button menu are very
similar to those found under
the File menu in previous
versions of Excel.
RIBBON

 The Ribbon is the strip of buttons and icons located

above the work area in Excel 2007. The Ribbon
replaces the menus and toolbars found in earlier
versions of Excel.
QUICK ACCESS TOOLBAR

 The Quick Access Toolbar in Excel 2007 is found in

the upper left corner of the spreadsheet program
above the ribbon and next to the Office Button.
 The Quick Access Toolbar contains shortcuts to a
number of commonly performed tasks such as
open, save, undo and quick print.
TITLE BAR

 Next to the Quick Access toolbar is the Title bar.

 On the Title bar, Microsoft Excel displays the name
of the workbook you are currently using. At the top
of the Excel window, you should see "Microsoft
Excel - Book1" or a similar name.
WORKSHEETS
WORKSHEETS
 Microsoft Excel consists of worksheets.
 Each worksheet contains columns and rows. The
columns are lettered A to Z and then continuing
with AA, AB, AC and so on; the rows are numbered
1 to 1,048,576.
 The number of columns and rows you can have in a
worksheet is limited by your computer memory and
your system resources.
WORKSHEETS
 The combination of a column coordinate and a row
coordinate make up a cell address.
 For example, the cell located in the upper-left
corner of the worksheet is cell A1, meaning column
A, row 1. Cell E10 is located under column E on row
10. You enter your data into the cells on the
worksheet.
FORMULA BAR

If the Formula bar is turned on, the cell address of the cell you are in
displays in the Name box which is located on the left side of the
Formula bar. Cell entries display on the right side of the Formula bar.
If you do not see the Formula bar in your window, perform the
following steps:
 Choose the View tab.
 Click Formula Bar in the Show/Hide group. The Formula bar
appears.
NAME BOX
You can also use the Name box
to go to a specific cell. Just type
the cell you want to go to in the
Name box and then press Enter.
1. Type B10 in the Name box.
2. Press Enter. Excel moves to
cell B10.
SPREADSHEET
A spreadsheet is a table used to store various types
of data. The data is arranged in rows and columns to
make it easier to store, organize, and analyze the
information.
 Data is information that is stored in any spreadsheet
program such as Excel.
WORKSHEET TABS
A worksheet is a single page or sheet in an Excel
spreadsheet. By default, there are three worksheets
per file. Switching between worksheets is done by
clicking on the sheet tab at the bottom of the
screen.
STATUS BAR
The Status bar appears at
the very bottom of the Excel
window and provides such
information as the sum,
average, minimum, and
maximum value of selected
numbers.
STATUS BAR
 You can change what displays on the Status bar by
right-clicking on the Status bar and selecting the
options you want from the Customize Status Bar
menu.
 You click a menu item to select it. You click it again
to deselect it. A check mark next to an item means
the item is selected.
ENTERING DATA

1. Place the cursor in cell A1.

2. Type John Jordan. Do not press Enter at this
time.
EDITING A CELL
1. Change "John" to "Jones."
2. Move to cell A1.
3. Press F2.
4. Use the Backspace key to
delete the "n" and the "h."
5. Type nes.
6. Press Enter.
SPEEDING UP DATA ENTRY
 Enter key: enters the data and moves the active cell highlight
down to the next cell in the current column.
 Tab key: enters the data and moves the active cell highlight to
the next cell in the current row.
 Arrow keys: enters the data and moves the active cell highlight
to the next cell in the direction of the specific arrow key
pressed. For example, if the up arrow is pressed, the active cell
highlight moves up to the next cell in the current column.
 Esc key: cancels the current data entry.
TYPES OF DATA
DATA TYPE DESCRIPTION
LABELS an entry that is usually used for headings, names, and for
identifying columns of data. Labels can contain letters and
numbers. By default, labels are left aligned in a cell.
VALUES contains numbers and can be used in calculations. By default,
values are right aligned in a cell. Dates and times are
considered to be values but are sometimes identified as a
separate type of data.
FORMULAS a mathematical equation such as adding or subtracting two
values. In Excel formulas must begin with an equal ( = ) sign.
Excel contains a number of built in formulas called functions.
EDITING YOUR WORK
 To edit the cell contents, you can work in editing
mode
 You can enter editing mode in several ways:
• double-clicking the cell
• selecting the cell and pressing the F2 key
• selecting the cell and clicking anywhere within the
formula bar
SELECTING CELLS
To select cells A1 to E1:
1. Go to cell A1.
2. Press the F8 key. This anchors the
cursor.
3. Note that "Extend Selection" appears
on the Status bar in the lower-left
corner of the window. You are in the
Extend mode.
4. Click in cell E7. Excel highlights cells A1
to E7.
5. Press Esc and click anywhere on the
worksheet to clear the highlighting.
SELECTING CELL RANGES
To select an adjacent range:
 Click the cell in the upper-left corner of the adjacent range, drag
the pointer to the cell in the lower-right corner of the adjacent
range, and then release the mouse button
or
 Click the cell in the upper-left corner of the adjacent range, press
the Shift key as you click the cell in the lower-right corner of the
adjacent range, and then release the Shift key
SELECTING CELL RANGES
To select a nonadjacent range of cells:
 Select a cell or an adjacent range, press the Ctrl key as you select
each additional cell or adjacent range, and then release the Ctrl
key.

To select all the cells in a worksheet:

 Click the Select All button located at the intersection of the row
and column headings (or press the Ctrl+A keys)
SELECTING CELLS BY DRAGGING
Alternative Method

1. Go to cell A1.
2. Hold down the Ctrl key. You won't release it until step
9. Holding down the Ctrl key enables you to select
noncontiguous areas of the worksheet.
3. Press the left mouse button.
4. While holding down the left mouse button, use the
mouse to move from cell A1 to C5.
5. Continue to hold down the Ctrl key, but release the
left mouse button.
SELECTING CELLS BY DRAGGING
Alternative Method

6. Using the mouse, place the cursor in cell D7.

7. Press the left mouse button.
8. While holding down the left mouse button, move to
cell F10. Release the left mouse button.
9. Release the Ctrl key. Cells A1 to C5 and cells D7 to F10
are selected.
10. Press Esc and click anywhere on the worksheet to
remove the highlighting.
MOVING AROUND THE WORKSHEET
KEY PRESS ACTION
The Down Press the down arrow key several times. Note that the cursor
Arrow Key moves downward one cell at a time.
The Up Press the up arrow key several times. Note that the cursor
Arrow Key moves upward one cell at a time.
The Tab Key Move to cell A1.
Press the Tab key several times. Note that the cursor moves to
the right one cell at a time.
The Shift+Tab Keys Hold down the Shift key and then press Tab. Note that the cursor
moves to the left one cell at a time.
MOVING AROUND THE WORKSHEET
KEY PRESS ACTION
The Right and Left Press the right arrow key several times. Note that the cursor
Arrow Keys moves to the right.
Press the left arrow key several times. Note that the cursor
moves to the left.
Page Up
and Press the Page Down key. Note that the cursor moves down one
page.
Page Down
Press the Page Up key. Note that the cursor moves up one page.
The Ctrl-Home Key Move the cursor to column J.
Stay in column J and move the cursor to row 20.
Hold down the Ctrl key while you press the Home key. Excel moves to
cell A1.
MOVEMENT KEYS
 Home key: moves the active cell highlight to column A
without changing rows.
 Ctrl + Home keys: moves the active cell highlight to cell
A1.
 Ctrl + End keys: moves the active cell highlight to the last
cell of the spreadsheet containing data.
 Ctrl + Down Arrow keys: moves the active cell highlight to
the last row of the spreadsheet without changing
columns.
MOVEMENT KEYS
 Ctrl + Up Arrow keys: moves the active cell highlight to
the first row of the spreadsheet without changing
columns.
 Ctrl + Page Down keys: moves the active cell highlight to
the next sheet of the spreadsheet.
 Ctrl + Page Up keys: moves the active cell highlight to the
previous sheet of the spreadsheet.
CELLS
 Data is stored in cells in an Excel spreadsheet.
 Each small rectangle in a spreadsheet is a cell.
 A cell is the intersection point of a column and a row.
CELL REFERENCE
 To keep track of all these cells,
each cell has a cell reference or
address.
 A cell reference is a
combination of the column
letter and the row number.
 The active cell reference is
shown in the name box above
column A.
GO TO KEY: F5
 The F5 function key is the "Go To" key. If you press the F5
key, you are prompted for the cell to which you wish to
go. Enter the cell address, and the cursor jumps to that
cell.
• Press F5. The Go To dialog box opens.
• Type J3 in the Reference field.
• Press Enter. Excel moves to cell J3.
GO TO KEY: Ctrl + G
 You can also use Ctrl + G to go to a specific cell.
 Hold down the Ctrl key while you press “G" (Ctrl +
G). The Go To dialog box opens.
 Type G10 in the Reference field.
 Press Enter. Excel moves to cell G10.
MOVING OR COPYING A CELL OR RANGE
1. Select the cell or range you want to move or copy.
2. Move the mouse pointer over the border of the
selection until the pointer changes shape.
3. To move the range, click the border and drag the
selection to a new location (or, to copy the range,
hold down the Ctrl key and drag the selection to a
new location).
MOVING OR COPYING A CELL OR RANGE
1. Select the cell or range you want to move or copy.
2. In the Clipboard group on the Home tab, click the Cut
button or the Copy button (or right-click the selection,
and then click Cut or Copy on the shortcut menu).
3. Select the cell or upper-left cell of the range where you
want to move or copy the content.
4. In the Clipboard group, click the Paste button (or right-
click the selection, and then click Paste on the shortcut
menu).
USING AUTOCOMPLETE TO ENTER DATA
 Excel’s AutoComplete feature is intended to simplify the
task of data entry.
 When entering labels down a column, if you begin typing
text that has previously been entered, Excel will display a
black box containing the previous entry in the cell you are
entering data into.
USING AUTOCOMPLETE TO ENTER DATA
 If you want to reenter the same text, press the Enter key
and Excel enters the text for you.
 If you are entering a different label, continue typing and
the AutoComplete box will go away.
LIMITATIONS OF AUTOCOMPLETE
 It only works for data being entered in columns - it
will not work if you are entering text across a row.
 It only works for columns of continuous data. As
soon as an empty cell is left in a column,
AutoComplete is interrupted.
TURNING OFF AUTOCOMPLETE
1. Click the Microsoft Office
Button, and then click Excel
Options.
2. Click Advanced, and then
under Editing options,
select or clear the Enable
AutoComplete for cell
values check box to turn
this option on or off.
CHANGING COLUMN WIDTH AND ROW HEIGHT
A pixel is a single point on a computer monitor or
printout.
 The default column width is 8.38 standard-sized
characters.
 Row heights are expressed in points or pixels, where a
point is 1/72 of an inch.
 Autofitting eliminates any empty space by matching the
column to the width of its longest cell entry or the row to
the height of its tallest cell entry.
CHANGING COLUMN WIDTH AND ROW HEIGHT

First Alternative:
1. Drag the right border of the column heading left to
decrease the column width or right to increase the
column width.
2. Drag the bottom border of the row heading up to
decrease the row height or down to increase the row
height.
CHANGING COLUMN WIDTH AND ROW HEIGHT

Second Alternative:
1. Double-click the right border of a column heading or the
bottom border of a row heading to AutoFit the column or row
to the cell contents.
OR
2. Select one or more column or rows.
3. Click the Home tab on the Ribbon.
4. Click the Format button in the Cells group.
5. Click AutoFit Column Width or AutoFit Row Height.
CHANGING COLUMN WIDTH AND ROW HEIGHT

Third Alternative:
1. Select one or more columns or rows.
2. Click the Home tab on the Ribbon, click the Format
button in the Cells group, and then click Column Width
or Row Height.
3. Enter the column width or row height you want, and
then click the OK button.
INSERTING A COLUMN OR ROW
 Select the column(s) or row(s) where you want to insert
the new column(s) or row(s); Excel will insert the same
number of columns or rows as you select
 In the Cells group on the Home tab, click the Insert button
(or right-click a column or row heading or selected
column and row headings, and then click Insert on the
shortcut menu)
DELETING AND CLEARING A COLUMN OR ROW
CLEARING DELETING
Clearing data from a Deleting data from the
worksheet removes the worksheet removes
data but leaves the both the data and the
blank cells. cells
INSERTING OR DELETING A CELL RANGE
First Alternative:
1. Select a range that matches the range you want
to insert or delete.
2. In the Cells group on the Home tab, click the
Insert button or the Delete button.
INSERTING OR DELETING A CELL RANGE
Second Alternative:
1. Select the range that matches the range you want to insert or
delete.
2. In the Cells group, click the Insert button arrow and then click
the Insert Cells button or click the Delete button arrow and
then click the Delete Cells command (or right-click the
selected range, and then click Insert or Delete on the shortcut
menu)
3. Click the option button for the direction in which you want to
shift the cells, columns, or rows.
4. Click the OK button.
ENTERING A FORMULA
A formula is an expression that returns a value.
 A formula is written using operators that combine
different values, returning a single value that is then
displayed in the cell.
 The most commonly used operators are arithmetic
operators.
 Theorder of precedence is a set of predefined rules
used to determine the sequence in which operators
are applied in a calculation.
ARITHMETIC OPERATORS
OPERATION EXAMPLE DESCRIPTION
Addition =10+A1 Adds 10 to the value in cell A1.
+ =B1+B2+B3 Adds the values in cells B1, B2, and B3.
Subtraction =C9-B2 Subtracts the value in cell B2 from the value in cell C9.
- =1-D2 Subtracts the value in cell D2 from 1.
Multiplication =C9*B9 Multiplies the values in cells C9 and B9.
* =E5*0.06 Multiplies the value in cell E5 by 0.06.
Division =C9/B9 Divides the values in cell C9 by the value in cell B9.
/ =D15/12 Divides the value in cell D15 by 12.

Exponentiation ^ =B5^3
=3^B5
Raises the value of cell B5 to the third power.
Raises 3 to the value in cell B5.
ORDER OF PRECEDENCE RULES
A1=50 B1=10 C1=5
FORMULA ORDER OF PRECEDENCE RULE RESULT
=A1+B1*C1 Multiplication before addition 100
=(A1+B1)*C1 Expression inside parentheses executed before expression outside 300
=A1/B1-C1 Division before subtraction 0
=A1/(B1-C1) Expression inside parentheses executed before expression outside 10
Two operators at same precedence level, leftmost operator
=A1/B1*C1 evaluated first 25
=A1/(B1*C1) Expression inside parentheses executed before expression outside 1
ENTERING A FORMULA
 Clickthe cell in which you want the formula results
to appear.
 Type = and an expression that calculates a value
using cell references and arithmetic operators.
 Press the Enter key or press the Tab key to complete
the formula.
INTRODUCING FUNCTIONS
A function is a named operation that returns a value.
For example:
 To add the values in the range A1:A10, you could enter the
following long formula:
=A1+A2+A3+A4+A5+A6+A7+A8+A9+A10
OR
 You could use the SUM function to accomplish the same
thing:
=SUM(A1:A10)
ENTERING FUNCTIONS WITH AUTOSUM

The AutoSum button quickly inserts Excel functions

that summarize all the values in a column or row
using a single statistic.
 Sum of the values in the column or row
 Average value in the column or row
 Total count of numeric values in the column or row
 Minimum value in the column or row
 Maximum value in the column or row
INSERTING A WORKSHEET
 To insert a new worksheet into the workbook,
right-click a sheet tab, click Insert on the
shortcut menu, select a sheet type, and then
click the OK button.
DELETING A WORKSHEET
 Youcan delete a worksheet from a workbook in two
ways:
1. You can right-click the sheet tab of the
worksheet you want to delete, and then click
Delete on the shortcut menu.
2. You can also click the Delete button arrow in
the Cells group on the Home tab, and then click
Delete Sheet.
RENAMING A WORKSHEET
 To rename a worksheet, you double-click the sheet
tab to select the sheet name, type a new name for
the sheet, and then press the Enter key.
 Sheet names cannot exceed 31 characters in length,
including blank spaces.
 The width of the sheet tab adjusts to the length of
the name you enter.
MOVING AND COPYING A WORKSHEET
 You can change the placement of the worksheets
in a workbook.
 To reposition a worksheet, you click and drag the
sheet tab to a new location relative to other
worksheets in the workbook.
 To copy a worksheet, just press the Ctrl key as you
drag and drop the sheet tab.
USING THE SPELLING CHECKER
 The
spelling checker verifies the words in the active
worksheet against the program’s dictionary.
CHANGING WORKSHEET VIEWS
 You can view a worksheet in three ways:
1. Normal view simply shows the contents of the
worksheet.
2. Page Layout view shows how the worksheet
will appear on the page or pages sent to the
printer.
3. Page Break Preview displays the location of the
different page breaks within the worksheet.
WORKING WITH ORIENTATION
 In portrait orientation, the page is taller than it is wide.
 In landscape orientation, the page is wider than it is tall.
 By default, Excel displays pages in portrait orientation.
 To change the page orientation:
1. Click the Page Layout tab on the Ribbon.
2. In the Page Setup group, click the Orientation
button, and then click Landscape.
3. The page orientation switches to landscape.
PRINTING THE WORKBOOK
 You can print the contents of your workbook by using the Print
command on the Office Button.
 The Print command provides three options:
1. You can open the Print dialog box from which you can specify
the printer settings, including which printer to use, which
worksheets to include in the printout, and the number of
copies to print.
2. You can perform a Quick Print using the print options
currently set in the Print dialog box.
3. Finally, you can preview the workbook before you send it to
the printer.
SHORTCUT KEYS
KEYBOARD ACTION
SHORTCUT
Ctrl + N Start a new blank workbook
Ctrl + O Open an existing workbook
Ctrl + W Close a workbook
Ctrl + S Save a workbook
F12 Save a workbook in a different version or format
Ctrl + P Print a workbook
SHORTCUT KEYS
KEYBOARD ACTION
SHORTCUT
Ctrl + C Copies a data
Ctrl + V Pastes or Place the copied data
Ctrl + Z Undo
Ctrl + Y Redo
Ctrl + Shift + + Insert cells / rows/ columns
Ctrl + - Delete cells / rows/ columns
SHORTCUT KEYS

KEYBOARD ACTION
SHORTCUT
F1 Help
F2 Edit the active cell
F3 Paste a define name in a formula cell
F4 Repeat last command or action
F5 Display the Go To dialog box
 Thank you!

REFERENCE: https://support.office.com/