Excel: Building Spreadsheets
The Easy Way
Spreadsheets are not just for math purposes. Spreadsheets can catalog collections, track items, create databases. Don’t limit your perception of what a spreadsheet can do for you.
you drag and drop data from one worksheet to another, across workbooks, onto
other applications, and even onto your desktop.
Excel had a
feature called AutoComplete and PickLists which allow easy entry of repetitive
automatically corrects most common spelling errors and highlights problem words
as you type.
allows you to add notes to your cells which automatically appear when you pause
your mouse pointer over the cell. (Reminders)
templates allow you to use pre-selected templates rather than starting from
scratch each time. Select File New to view the template choices.
own templates from made from scratch spreadsheets using the Template Wizard and
you can categorize the spreadsheet’s fields in a separate database using the
Data Tracking feature.
The Data Map
icon allows you to incert geographical information into your spreadsheet.
(Custom Installation necessary)
spreadsheet recalcuation formulas perform faster than in other spreadsheets.
allows you to work with lists easier by viewing the top 10 items.
feature allows quick track of data totals.
It updates the sum of a range of cells (sum will be seen in the status
List option which allows seerl people to aadd data to the same worksheet.
menu, choose Programs, Microsoft Excel.
Start a New Document. Click the
Spreadsheet Solutions tab to bring to the front the New dialog box.
Choose from one of the templates and click OK.
starts, you are looking at a blank workbook full of worksheets.
Menu Bar Standard
Excel’s Main Screen.
In Excel each individual spreadsheet is called a worksheet. This is a page where you can enter data, perform calculations, organize information. Worksheets look like grids with intersecting columns and rows that form boxes called cells.
opens you get 16 worksheets on your screen at once, all arranged into a workbook
file. You can add more if 16
isn’t enough. See the tabs at the
bottom of the screen. Each one
represents a single worksheet.
To move to a
new worksheet in the workbook, click the worksheet tab at the bottom of the
worksheet’s tab always appears to be the one on top of the tab stack.
to scroll through
Active tab is white others gray.
Moving in Excel
To move in Excel use the keyboard or mouse. As you move the mouse, notice the pointer changes shape—sometimes an arrow, and sometimes a giant plus symbol. When inside the worksheet area it takes the plus shape and outside the work area it’s the familiar arrow. To move from cell to cell simply click and the cell becomes selected (highlighted). A dark line appears around the cell (this is the selector). When you select a cell, it is active and ready to accept any numbers or text you type.
keyboard is a little harder. You
have to combine keys to move around.
you can get lost in the cells on your worksheet. Its imortant to know the addresses of the cells on you
worksheet. Like a grid, each cell
has a reference or address based on the row and column it is in.
cell is in column F, row 13, so its name is F13.
become confused about what cell you are in, look at the reference area below the
menu bar, called the Name or Reference box (“You are Here” Marker).
Open a Workbook
File menu and choose the New command. This
will open the New dialog box where you can select a spreadsheet template or a
blank one to create for yourself.
OR click the
New Workbook button on the toolbar. This
will open the blank template that you can modify.
existing workbook files
the File menu and choose Open. Select
the name of the file from the Open dialog box and click OK.
OR click on
the Open button on the toolbar.
OR click on
the file listed at the bottom of your File drop-down menu. Excel keeps track of files you have worked on in the past and
displays them at the end of the File menu.
To close a
the File menu and choose Close. This
closes the file but leaves Excel running. If
you haven’t saved the file, you will be prompted.
For a faster
close, click the workbook’s Close button in the upper right corner of the
workbook window area.
double-click the workbook’s Control-menu icon located in the upper left corner
of the workbook window.
To close the
File menu and choose Exit.
Close button in the upper right corner of the screen (THE x)
double-click the program’s Control-menu icon in the upper left corner of the
File menu and choose the Save command
Save icon on the toolbar.
Save As to change the file name or location.
File menu and Click Print (this will give you the print dialog box where you can
make choices of printer, pages to print, Number of copies, etc.)
print icon on the toolbar (this prints to the default printer and offers no
options to the user)
Multiple Workbooks Open
To copy and
paste, or refer to data in other workbooks, you can have multiple documents open
and can cycle through them by pressing Ctrl+F6.
Open one workbook and without closing it, open another.
Excel displays the active workbook onscreen.
You can use the Window menu to switch between workbooks also.
If you want
two workbooks visible at the same time to compare data or drag and drop between
them it is possible.
Window menu and choose the Arrange command.
dialog box appears. Select from any
of the four options to display the workbooks on the same screen.
The option names descrive how the workbooks will appear.
OK and the multiple workbooks appear on screen.
active workbook’s title bar appears bold
open workbooks displayed at once
To return to
having only one workbook, close the other window(s) and click that active
workbook window’s Maximize button.
between worksheets simply click the tabs at the bottom of the worksheet page.
To add a worksheet, select the worksheet before where you want to add and
use the Insert Worksheet command. (Insert
give it the next number after 16 even if it is inserted after sheet number 6.
worksheet you want to delete.
menu and click Delete Sheet
A dialog box
will appear to ask for confirmation.
To move to
another workbook or copy from one workbook to another
worksheet you want to move or copy
Edit menu and choose the Move or Copy Sheet command. A dialog box will appear.
The Move or Copy Dialog box.
To move to a
different workbook select the workbook’s name from the To Book drop-down list.
Before sheet list box, choose the worksheet before which you want the selected
To copy the
selected worksheet instead of moving it, do the same theig and click the Create
a Copy check box.
finished, click OK.
several worksheets into another file
first tab in the group, press and hold down the Shift key and click your mouse
over the last worksheet’s tab.
select several worksheets that are not in sequential order, click the first tab
in the group, press and hold down the Ctrl key, and click each of the other
worksheets’ tabs that you want selected.
spreadsheet templates are available. You
can also begin your own collection of templates.
Depending on the type of installation you selected, you will have a few
or a lot of templates to choose from in your New dialog box.
New. The New Dialog box appears.
through the tabs to find a spreadsheet you want to use.
spreadsheet icon and preview what the spreadsheet looks like in the Preview
To select a
template, double-click its name or highlight it and click the OK.
You can turn
an existing spreadsheet into a template using the Template Wizard.
spreadsheet that you want to turn into a template.
the Data menu and select the Template Wizard.
You can also
save any spreadsheet as a template using the Save As command. When the Save As box appears, give the file name and select
Template from the Save AS Type drop down box.
Click Save and the file is now a template.
|This page was updated on: 04/10/02|