Microsoft Excel 2010 phần 2 ppt

Click cell C4 and then click the checkmark Enter to the left of the Formula Bar or press Enter.. To use any of the other functions, simply click the down arrow to the right of the Auto

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Excel Unit 1 PG 5-31-2011 Professional Development Center Page 10 of 31

Saving, Closing and Opening Workbooks

A workbook file name can contain up to 255 characters and can include spaces Some symbols cannot be used in a file name such as forward slash (/), backslash (\), greater than sign (>), less than sign (<), asterisk (*), question mark (?), quotation mark (“), colon (:), and the

semicolon (;)

Saving a Workbook for the First Time

1 Click the Save icon on the Quick Access toolbar

The Save As dialog box opens the first

time a workbook is saved The default

save area is Documents

2 Click the drop-down arrow at the

top of the dialog box to select a

different drive and/or folder

3 In the File name field type

Picnic Budget

4 Click Save or press Enter

Closing an Excel Workbook

1 Click the File tab

2 Click Close If a file is not saved

prior to closing it, a message will

appear asking if you want to save the file

3 The Picnic Budget workbook is closed, but Excel remains open

To close Excel click the Close button at the top right corner of the window or click the File tab and then click Exit

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Opening a Recently

Used Excel Workbook

1 Reopen Excel, if

necessary

2 Click the File tab and

then click Recent in the

left pane

3 A list of Recent

Workbooks is available

in the middle of the

screen Recent Places are

listed to the far panel of

the screen Navigate to

the specific file or folder

to locate the workbook

desired

4 Note the area at the bottom of this window If desired, click the box to access your most recent workbooks You may list a total of 25 files at a time These files will be listed at the left side of the screen for easier access

Pinning/Unpinning a Recently Used Excel Workbook

1 Recent Workbooks and Recent Places all have “push pins” to the right of each file or folder

2 Click a pin to display the file or folder at the top of the list for easy future access

3 Click a pin once again to unpin the file or folder when easy access is no longer desirable

Opening a Recently Used Excel Workbook

1 Click the File tab

2 In the displayed window, notice the files in the Recent Workbooks area

3 Click the Picnic Budget workbook The file opens

Note: Another way to open a workbook is to click the File tab and click Open From the

Open dialog box, locate the file desired and click Open The keyboard shortcut Ctrl + O is commonly used within the entire Microsoft Office suite as well

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Working with Numbers and Formulas

Numbers can be entered on a worksheet and are automatically right aligned in each cell Each

formula MUST be preceded with an = (equal) sign Formulas can consist of numbers of cell

addresses However, most formulas should contain cell addresses in order to accommodate changes made to data over time

Creating Formulas

There are many built-in functions that help to calculate or analyze everything from finances to statistical sampling plans When combining several mathematical steps in a formula, the steps are performed in a specific order Excel will start calculating from the left to the right according

to the following order of operations:

- Negative number if used with one operand

* Multiplication and Division

+ and - Addition and Subtraction

=, <, <=, >,

>=, <> Comparison operators (Equal to, Less than, Less than or equal to, Greater than, Greater than or equal to, is not equal to

Auto Calculating with Excel

Excel recalculates cells that are dependent on other cells whose values change Excel also calculates workbooks each time they are opened or saved

A formula is an equation that performs operations on worksheet data Formulas can perform mathematical operations such as addition and multiplication, or they can compare worksheet values or join text Formulas can refer to other cells on the same worksheet, cells on other sheets in the same workbook, or cells on sheets in other workbooks Some examples of

formulas are: =A3+C6 =E17/F2 =B13*G18 = G20-C12 =(B4+25)/2 =(C6*A17)+(F2*B1)

Note: Although the above formulas display capital letters, it is not necessary to use capitals

when creating a formula Excel will convert any formulas typed in lowercase to uppercase automatically once a formula has been entered into a cell

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Creating Formulas

In order to determine the total cost of each item, first locate the cells contains the information

to be calculated Perform the calculation using the order of calculation described previously Always begin in the cell that will store the results of a formula

Using Cell Addresses to Create a Formula

1 Click cell D4 and press =

2 Click cell A4

3 Press the * (asterisk) key,

indicating multiplication

4 Click cell C4 and then click the checkmark (Enter) to the left of

the Formula Bar or press Enter

Note: Clicking on the checkmark on the Formula

Bar will enter the final value into the cell while still

keeping the cell selected Pressing Enter after

typing an entry will move your cursor to the cell just below the entry

The Formula Bar should look like the picture below and $94.50 will be displayed in cell D4, as a result of the formula created

Copying Formulas Using Automatic Fill (Auto Fill) Feature

Once a formula has been created, it can be copied to other cells needing to perform the same relative calculation When cell addresses are used in formula creation, Excel stores the cell location as it relates to the cell storing the results

The fill handle can be used to easily copy formulas from one cell to one or more cells The Auto Fill feature can also be used to quickly enter a series of numbers, dates or other items on a worksheet This feature can be used to quickly create a calendar, or

a daily, weekly, or monthly checklist The fill handle is located at the bottom right corner of each cell Months of the year, years, quarters, and any series of numbers or text can be

entered as long as the first one or two entries of the series is given Auto Fill can be done in ascending or descending order Drag the fill handle down or to the right for ascending order Drag the fill handle up or to the left for descending order

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Copy the Cost Formula

1 Move the mouse pointer to the Fill handle in the lower right corner of cell D4

2 Click and drag the handle to cell D11 As the handle is dragged, an outlined box will

appear

3 Release the mouse The following numbers will display in column D

Using AutoSum

The AutoSum button is located on the Home tab in the Editing Group and has several functions associated with it

The default function is to add numbers in a column or row The other commonly used functions are: Average, Count Numbers, Max, Min and More functions

To add a column or row of numbers, select a blank cell either to the right of the row needing a total or below the column needing a total Click the AutoSum button A range of the cells to be added will be displayed If the cell addresses are correct, press Enter If not, edit the range to include the correct cells This is done by simply clicking and dragging to redefine the correct area The sum will be displayed in the active cell To use any of the other functions, simply click the down arrow to the right of the AutoSum button and select the desired function

AutoSum

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Adding a Column of Numbers Using AutoSum

1 Click cell C12 and type Subtotal

2 Press Enter

3 In cell D12, click the AutoSum button on the Home tab in the Editing group A

“marquee” will appear around the group of cells that will be used in the calculation

4 Press Enter to accept the

formula in cell D12

$446.20 should display in

cell D12

5 Click Save on the Quick

Access Toolbar or press

Ctrl + S

6 Note the formula for this

calculation is shown

where the final result will

be displayed as well as up

in the Formula bar prior

to pressing Enter The

Sum function was used to

get the sum of a range of cells, D4 through D11

Finishing the Formulas on the Worksheet

1 Click cell B13

2 Type Tax and press tab

3 Type 6.5% and press tab

4 Create a formula in cell D13 to

calculate the tax based on the

information in D12

Hint: The formula should be

=D12*C13

5 Click cell C14 and type Total Press

tab

6 Create a formula to add the Subtotal

and Tax together to get a Grand Total

Hint: The formula should be

=D12+D13

7 Click Save on the Quick Access

Toolbar or press Ctrl + S

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Selecting and Formatting Cells

Sometimes it is necessary to perform the same task on a group of cells rather than formatting each cell individually A group of cells can be selected by using any of the following options:

Selection Procedure

One cell Click the cell to make active

Row of cells Click the first cell in the row and drag the mouse across the cells in

the row that need to be selected

Column of cells Click the first cell in the column and drag the mouse down the cells in

the column that need to be selected

Rows and columns of

cells Click the first cell in the group and drag the mouse to highlight all the cell that need selecting

Entire row of cells Click on the row header to the left of the cell data

A range of rows Click on a row header Press and hold the Shift key Click on the end

of range row header

Entire column of cells Click on the column header above the cell data

A range of columns Click on a column header Press and hold the Shift key Click on the

end of range column header

Entire worksheet Click the Select All button at the intersection of column A and row 1

Format Text

1 Press Ctrl + Home to move to cell A1, the title Annual Employee Picnic

2 In the Font group on the Home tab, click the down arrow to the right of the font size

button and choose 14

3 Click the Bold button

4 Click the Row header for Row 3 This selects the entire row

5 Click the Bold button If any additional titles are entered in Row 3, bold will

automatically be applied

6 Select cells A4 through A11

7 In the Alignment group on the Home tab, click the Center button

8 Select cell B13

9 In the Alignment group on the Home tab, click the Align Text Right button

Column header Row header

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Merge and Center Text

This feature is typically used to

enhance the title(s) of a

worksheet

1 Press Ctrl + Home to move

to cell A1, the title Annual

Employee Picnic

2 Select cells A1 through

D1 by clicking the mouse

on cell A1 and dragging

across to cell D1

3 In the Alignment group on

the Home tab, click the

Merge & Center button The cells will be merged in the row and the cell contents will

be centered

To merge cells withoutcentering, click the Merge & Center drop-down arrow and click Merge Across or Merge Cells (vertical cell merge)

To unmerge cells, select the merged cells and click the Merge & Center drop-down

arrow Click Unmerge Cells Keep in mind that the text alignment in the merge cell may still be centered Click the desired alignment button in the Alignment group on the

Home tab

Selecting and Formatting

Numbers

Format Numbers for Currency

1 Select cells C4 through D11

2 Hold down the Ctrl key and select cells D12 through D14

3 Click the Number Format drop-down list

4 Click Currency All selected cells will now display the dollar sign

in a different format

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4

Accounting Format Currency Format

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Format Numbers for Decimals

1 Select cell C13 to decrease the decimal by one place

2 Click the Decrease Decimal button

Using the Save As Command

Once a file has been saved, it can be saved with a different name and/or saved to a different location For example, the workbook is now finished, but some “what if” questions have arisen For example, “What if the price increases on items or additional items need to be ordered?” To adjust figures without disrupting the original file, the File Save As command will be used

1 Click the File tab

2 Click Save As The Save As dialog box appears

3 In the File name area, type: Picnic Budget Revisions

4 Click Save Two versions of this file now exist, each with a different name

Note: To exchange workbooks with other users who may be using earlier versions of Excel,

simply save your workbook in the Excel 97-2003 format (.xls) instead of the 2007 and 2010 Excel (.xlsx) format Choose this format from the Save As Type drop-down list in the Save As dialog box Compatibility Mode is automatically enabled when opening an Excel 97-2003

workbook Compatibility

Mode appears in the

program title bar when

working in an earlier

version file format

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Note:

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Adjusting Column Widths and Row Heights

Many times column data is too large to fit in a column On a worksheet, a maximum width of

255 can be specified The default column width is 8.43 characters When columns and/or rows are adjusted, the measurement displays so that columns and/or rows can be “fine-tuned” to the desired width Columns containing text may not display the entire contents of the cell if the column is not wide enough; however, it does contain the text entered in it Columns containing numbers will display as #### if the column is not wide enough

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

Change Columns to a Narrow Width

1 Select the range of columns from column A through column D by selecting the

column A header first

2 Press and hold the Shift key

3 Click the column D header The four columns should now be selected

4 Press and hold the Alt key This will allow for the display of the column widths

5 Rest the mouse pointer on any of the four column vertical

borders A double-headed arrow will appear

6 Click and drag the column border to the left so that the

column widths = 4.00 or 43 pixels

7 Release the mouse and the Alt key The columns are now

so narrow that the data is difficult to read

AutoFit Multiple Column Widths

1 Select the range of columns from column A through column D by clicking the

Column A header first

2 Press and hold the Shift key

3 Click the column D header The four columns should now be selected

4 Rest the mouse pointer on any of the four column vertical borders

5 Double-click the vertical border of one selected column heading The columns are

now readable and wide enough to display the longest entry in each column

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