Getting Started in Excel

Excel is organized into files called Workbooks

Each Workbook can contain many Worksheets.  The Worksheets are the tabs at the bottom of the page.  When you open a new Workbook in Excel – the Worksheets are labeled Sheet 1, Sheet 2 and Sheet 3.  Change the names to reflect the data you are entering.  You can also add or delete the number of Worksheets in a Workbook.

A use for Excel can be as simple as using it to make a form to record information manually or as complex as using complicated formulas to figure out periodical postage.

The Menu System – across the top (starts with File on the far left hand side), has many drop down menus of options.  Pointing and clicking on the option you want is the easiest way to get to the menu or dialog box you want.  Any drop down with (…) after it has a dialog box asking you for more information or input.  On the toolbars at the top there are “handles” (:) that can be used to drag and drop the tool bar to other places on the page.  You need to hover over the handle until you get the icon with the four arrows, then drag and drop.

To get help as with any Office program, go to the Help Menu key and select the Office Assistant, or press the F1 key.  Type in your question and press Enter to get a list of topics that may contain the answer to your question.  The Office Assistant can be a variety of handy dandy animated objects.  When you want it to go away, right click on the Assistant and click on Hide.

Make a Worksheet using a Template

A template already has information in columns and rows and only needs data input.  To access templates to the File, New, On my computer, double click on the desired template.  This will open a COPY and keep the actual template in the original form to be used again.  Templates already set up include:  Balance Sheet, Expense Sheet, Loan Amortization, Sales Invoice and Timecards.  You can Save As and name the new Workbook as anything OR you can Save As and Save as a Template Type instead of a file.

Design a Worksheet

Sometimes it is easier to start with a paper and make the columns, rows and etc. to display on the sheet.  Sketching a rough outline helps and allows you to decide what columns and rows are necessary.  It is easier to transfer the layout to Excel in this order:

1.                   Text (column and row headings)

2.                   Values (numbers or letters)

3.                   Formulas and Functions

4.                   Formatting (paying attention to how it looks)

To enter data, move to the cell, type the entry and leave the cell by pressing Enter, or by clicking on a different cell.  Remember that if it looks different than you typed it in or that what is on the formula bar – you typed 773 and it shows $773.00 change the format display.  The Format display will show choices such as text, numbers, currency, the number of decimal places, etc.  This will show the format the way you want it to look.  Remember you can change the entire row or column to the same format all in one fell swoop by clicking on the row or column header (A B C or 1 2 3), right click and change the format.

Auto Fill is a wonderful tool.  Type something in a cell, grab the auto fill handle and drag to the right, left, up or down, and viola – it’s like magic.  If you want to Auto Fill but you want to COPY the cell hold down the Ctrl key while you drag the fill handle.  When you get more confident you can also Auto Fill formats and formulas.

To Insert of delete rows or columns select where you want to do this, right click on the selected cell and click on insert or delete (don’t forget to highlight the entire row or column).  To insert or delete more than one at a time, press F4 and it will repeat the action.

Inserting a New Worksheet

Insert menu, Worksheet OR

Right click on any Sheet Tab, click Insert

Copy a Worksheet

Right Click on a Sheet Tab, Move or Copy, check the Copy box OR Click on any Sheet Tab and drag while holding the Control Key.

Rename a Worksheet

Double click on the Sheet Tab, Type the new Sheet Name and Press Enter

Moving Worksheets

You can move a worksheet to any other place by clicking on the Sheet Tab, and dragging and dropping Or you can right click on the Sheet Tab and select the Move or Copy command.

Formatting

The number tab will give you control over how numbers are displayed.  A few hints:  if you want leading zeros to show, type an apostrophe first then the zeros; Ctrl and : will give you today’s date; =Today() will cause it to update to the current date every time the program is opened.

Center a Title over a Table

Select the cells across which you want the title center

Press the Merge and Center toolbar button.

Alignment Tab

This will allow you to control how the contents of a cell are aligned:  vertical, horizontal, rotation, etc.  It will also allow you to:  wrap text, shrink to fit and Merge cells.

Other Helpful Information

Shift + Arrow will highlight one cell at a time in the direction of the arrow

Ctrl + Arrow will jump to the last entry in the column or row

Shift + Ctrl + Arrow will select an entire row or column

Hold down the Ctrl key and select everything you want

Ctrl + X will Cut

Ctrl + C will Copy

Ctrl + V will Paste

Ctrl + Z will Undo (undo is a good thing)

To insert of delete rows or columns:

Right Click on any selected cell

Click on Insert or Delete

F4 repeats the last action (inserts rows or columns)