Microsoft Excel 2010 phần 1 ppsx

9 Saving, Closing and Opening Workbooks ...10 Saving a Workbook for the First Time ...10 Closing an Excel Workbook ...10 Opening a Recently Used Excel Workbook...11 Working with Numbers

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Microsoft Excel 2010

Unit 1 Training Manual

College of Lake County

Professional Development Center

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Excel Unit 1 PG 5-31-2011 Professional Development Center Page 1 of 31

Microsoft Excel 2010

Unit 1 Table of Contents

Microsoft Excel 2010 Getting Started 3

Open Microsoft Excel 2010 3

Workbook Window 3

Look at the Areas of the Worksheet 4

Entering Information in Cells 7

Types of Data 7

Rows and Columns 7

Entering Text in a Workbook 8

Using the Keyboard to Move through the Worksheet 9

Navigating the Worksheet 9

Saving, Closing and Opening Workbooks 10

Saving a Workbook for the First Time 10

Closing an Excel Workbook 10

Opening a Recently Used Excel Workbook 11

Working with Numbers and Formulas 12

Creating Formulas 12

Auto Calculating with Excel 12

Creating Formulas 13

Using AutoSum 14

Selecting and Formatting Cells 16

Format Text 16

Merge and Center Text 17

Selecting and Formatting Numbers 17

Using the Save As Command 18

Adjusting Column Widths and Row Heights 19

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AutoFit a Single Column Width 19

Change Columns to a Narrow Width 19

AutoFit Multiple Column Widths 19

Single Row Height Adjustment 20

Multiple Row Height Adjustment 20

Wrap Text in a Column 20

AutoFit Multiple Rows 20

Remove Wrap Text in a Column 21

Enter a Line Break to Wrap Text Easier 21

Using AutoComplete and AutoCorrect 21

Editing Cells 22

Edit Data in the Formula Bar 22

Edit Data Directly in the Cell 22

Overwrite Existing Data in Cells 22

Inserting Columns and Rows 23

Inserting a Column 23

Inserting a Row 24

Deleting a Column 25

Deleting a Row 25

The Cut Command 26

Move the Tax Rate 26

Delete the Tax and Total Rows 26

Move a Column 27

The Copy Command 28

Copy the Tax Rate 28

Creating a Total with Tax Formula 28

Spell Check a Workbook 29

Worksheet Wrap-Up 30

Preview and Print a Workbook 30

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Microsoft Excel 2010 Getting Started

Excel is a spreadsheet application used to create and work with a variety of financial and logical functions The strength of Excel is its ability to perform calculations Use Excel to create simple worksheets and charts or elaborate financial statements The major reason Excel is so popular

is the ability to ask, “What if” questions

A spreadsheet application is the electronic equivalent of an accountant’s ledger However, there are several advantages to using an electronic spreadsheet Workbooks can be saved and later retrieved for review and editing To further enhance the workbook, add pictures, or create charts to illustrate the data, change the appearance of numbers and text, and combine multiple worksheets within one workbook file Adding color and highlighting key information in an individual cell can enhance the worksheet as well

Open Microsoft Excel 2010

To get started using the Microsoft Excel 2010 program:

1 Click the Start button in the lower-left corner of the task bar

2 Click Programs

3 Click on Microsoft Office

4 Click on Microsoft Excel 2010

Workbook

Window

The Excel workbook

file contains a

worksheet window,

which has several

elements similar to

the document window

in other applications,

as well as some

elements unique to

Excel The main

elements of the Excel

worksheet are the

Quick Access toolbar,

the tabs, the title bar,

the tabs; the tabs

with corresponding

ribbons; the formula

bar; current/active

cell area; mouse pointer; and the worksheet activator/scroll bars

Quick Access toolbar

Tabs

Title bar

Cell Name box Formula bar Ribbon

Sheet tabs

Scroll bars

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Look at the Areas of the Worksheet

1 Worksheets are a grid designed with columns and rows The intersection of a column

and row is called a cell

At the bottom left side of the screen are three tabs labeled Sheet 1, Sheet 2 and

Sheet 3 Sheet 1 is the default active sheet Sheets can be used as desired to organize your work, named and color coded Also, sheets can be added, renamed and deleted

2 Title Bar – Contains the application name, the file name and the minimize,

maximize/restore, and close buttons for the Excel window

3 Quick Access Toolbar – The Quick Access toolbar contains commonly used buttons

that provide quick access to Excel features The default buttons are Save, Undo and Redo The Quick Access toolbar can be customized to include additional buttons for functions you would like to have available all of the time

4 Tabs and Corresponding Ribbons – There are eight primary tabs and corresponding

ribbons This feature was introduced in Office 2007

The Home tab contains a ribbon with the most commonly used functions in Excel, such

as copy, paste, bold, left align, etc The File tab was added for Office 2010

Each tab provides access to different ribbons in Excel The ribbons contain groups of functions corresponding to the tab name For example, on the Home ribbon above, the following groups appear:

• Clipboard • Styles

• Font • Cells

• Alignment • Editing

• Number

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5 Dialog Box Launchers – At the bottom

of some groups, there is a dialog box

launcher Dialog box launchers are used to open windows, which allow you to perform various functions For example, on the

Home tab, in the Font group, there is a

dialog box launcher Clicking on the Font

dialog box launcher will open the Format

Cells window seen to the right

6 Current/Active Cell (Name Box) – The active cell address displays to the left of the

Formula Bar There is also a black outline surrounding the active cell For example, in the example to the right A1 is the active cell

7 Formula Bar – As information is entered in a cell, the contents are displayed in the

area next to the cell address The results of the cell entry are displayed in each

individual cell upon acceptance of the information For example, in the image below,

the formula =B3+C3 displays in the formula This formula has been entered into cell

A1, as indicated in the Name Box

8 Mouse Pointer – The mouse pointer can become different shapes, depending on the

pointer’s location on the cell The default mouse pointer is a white plus sign

9 Scroll Bars – Scroll bars are used to display different portions of the worksheet in the

worksheet window At the right edge of the worksheet window is a vertical scroll bar, at the bottom of the worksheet window is a horizontal scroll bar On both scroll bars, the scroll box indicates the current location in the worksheet This is used to display cells that are not visible in the window

10 Columns go from top to bottom on the worksheet, vertically Each column has an

alphabetical heading at the top The first 26 columns have the letters from A through Z Each worksheet contains 16,384 columns in all (This number has increased significantly over earlier versions of Excel, which had 256 columns.) After Z, the letters begin again

in pairs, AA through AZ After AZ, the letter pairs start again with columns BA through

BZ, and so on, continuing through ZZ After ZZ the columns begin with AAA, AAB ABA, ABB, and so on

Name Box

Formula Bar

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11 Rows go from left to right on the worksheet, horizontally Each row also has a heading

Row headings are numbers, from 1 through 1,048,576 (This number has increased significantly over earlier versions of Excel, which had 65,536 rows.)

12 Cells are the space where one column and one row meet The alphabetical headings

on the columns and the numerical headings on the rows give the cell location or cell

reference within the worksheet For example, the first cell in the worksheet is A1

There are 17,179,869,184 cells to work in on each worksheet To make a cell Active,

just move the mouse and click in the cell

13 Name Box is located right under the active ribbon and to the left of the Formula Bar

In the picture below, A1 appears in the box Cell A1 is also surrounded by a border to indicate that this is the active cell and the current location where new data will be

entered or existing data will be edited Cells can be assigned custom names as well, thereby further defining the information stored there When this is done, the name appears in the name box instead of the cell address

Name Box

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Entering Information in Cells

Types of Data

Worksheets display data Data can consist of text, numbers, dates, times, formulas, pictures and functions Numbers can be used to create formulas or numbers can be entered as digits

Cells: Text is defined as data that does not require calculation Text is any

combination of numbers, spaces, and non-numeric characters For example, 10AA109, 6 Main Street, 12/12/1963, 12-976, (847) 208-4675, 300-40-3298 All text is left aligned in a cell by default Text can be word wrapped in a cell either by using the Wrap Text tool on the Home tab, by clicking Alt+Enter as the text is being entered or by using the Alignment launcher on the Home tab

Numbers: A number can contain only the following characters: 0 1 2 3 4 5 6 7 8 9 + - ( )

, / $ % Numbers are automatically right aligned

Formulas: All formulas, calculations and functions need to be preceded with an = (equal)

sign This is how Excel differentiates between text, numbers and formulas

Entering

Fractions: To avoid entering a fraction as a date, precede fractions with a 0 (zero); for example, type 0 ½ to display ½

Entering

Dates: Use a slash or a hyphen to separate the parts of the date; for example, type 9/5/2015 or 5-Sep-2015 The function =TODAY() will automatically update a

date when a workbook is opened Dates can be entered in a number of different formats

Entering

Time: To base time on the 12-hour clock, type a space and then a or p after the time; for example, 9:00 p Otherwise, the time is entered as AM

Rows and Columns

Entering

Rows of

data:

To enter data in rows, activate the first cell to receive data After the data has been typed, press the Enter key to move to the cell underneath in the next row Continue pressing Enter after each entry until all information for that column has been entered Arrow keys can also be used to navigate through a spreadsheet

Entering

Columns of

data:

To enter data in columns, activate the first cell to receive data After the data has been typed, press the Tab key to move to the cell at the right for the next column Continue pressing Tab after each entry until all information for that row has been entered Arrow keys can also be used to navigate through a spreadsheet

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Entering Text in a Workbook

The workbook pictured to the right is the

finished product that will be created in class

This workbook requires both text and numbers

Numbers will be added and multiplied There

will be formatting changes to both text and

numbers

1 Cell A1 is automatically active when a

new workbook is opened

2 Type Annual Employee Picnic in cell

A1

The default format will be displayed for

text which is left aligned, Calibri font and

11 points in size This will be adjusted

after all data has been entered

3 Click cell A3

4 Type Quantity and press Tab Use the right arrow key after typing an entry to move

to the next cell to the right

5 Type Item in cell B3 and press the right arrow key

6 Type Price in cell C3 and press Tab

7 Type Cost in cell D3 and press Tab

8 Click cell A4

9 Type 50 and press Enter or press the down arrow key

10 Continue to type the data for column A

11 Click cell B4

12 Type Prg Hotdogs and press Enter or press the down arrow key

Note: There are several misspellings in this column Type the data as shown –

Spell Check will be used to correct these errors

13 In column B, type the Items as shown above until all the data is entered for column B

Note: The data typed in column B will overlap into column C; don’t worry about this

14 Click cell C4

15 Type 1.89 and press Enter or press the down arrow key

Note: Do not enter dollar signs ($) or decimal points; these cells will be formatted for

currency later, which will also force all numbers to display two decimal points Also, data in column B will appear to have been cut off The data is still there and this, too, will be corrected

16 In column C, type the Prices as shown above until all the data is entered for column C

17 Do not enter any of the values in column C Formulas will be used to create these amounts

2

15

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Using the Keyboard to Move through the Worksheet

Keyboard Movement Chart Key(s) Movement

Tab Moves active cell to the right

Shift + Tab Moves active cell to the left

Ctrl + left arrow Moves active cell to the first column in the row

Ctrl + right arrow Moves active cell to the last column in the row that contains data Home Moves active cell to the first column in the row

Ctrl + up arrow Moves active cell to the first row in the column that contains data Ctrl + down arrow Moves active cell to the last row in the column that contains data Page Up Scrolls worksheet up one screen at a time

Page Down Scrolls worksheet down one screen at a time

Ctrl + Page Up Moves to previous worksheet

Ctrl + Page Down Moves to next worksheet

Ctrl + Home Moves to cell A1

Ctrl + End Moves to the last cell within the data

Navigating the Worksheet

1 Use the chart above to activate cells on the worksheet

2 Press the Home key The cursor is now in the first column of the active row

3 Press Ctrl + Home The active cell is now cell A1

4 Press Ctrl + End The active cell is now the last cell of the worksheet

5 Continue to move around the worksheet to practice key movements

Formatting Cells as Currency

1 Select cells C4 through D11

2 Click the Accounting Number Format button in the Number group on the Home

tab

3 The values in cells C4 through D11 should now display with dollar signs and two decimal places, the default setting

AutoFit a Single Column Width

1 Position the cursor on the vertical line between the headers

for columns B and C as shown to the right A double-headed

arrow will appear

2 Drag to the right to resize the column or double-click to fit

the data to display the longest entry in the column All items

in column B will now be visible

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