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Microsoft Office

Excel 2003 Training

Create your first workbook

[Your company name] presents:


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Course contents

Overview: Creating a workbook

Lesson 1: Meet the workbook

Lesson 2: Enter data

Lesson 3: Edit data and revise worksheets

Each lesson includes a list of suggested tasks and a set oftest questions.


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You've been asked to enter data inExcel, but you're not familiar with theprogram and wonder how to do someof the basics.

Overview: Creating a workbook

This is the place to learn the skills youneed to work in Excelhow to create aworkbook, enter and edit differentkinds of data, and add and delete

columns and rowsquickly and withlittle fuss.


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Course goals

Create a new workbook.

Enter text and numbers.

Edit text and numbers.

Insert and delete columns and rows.


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Lesson 1

Meet the workbook


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Meet the workbook

When you start Excel you're facedwith a big empty grid. There areletters across the top, numbersdown the left side, tabs at thebottom named Sheet1 and so forth.

If you're new to Excel, you maywonder what to do next.

We'll begin by helping you get

comfortable with some Excel basicsthat will guide you when you enterdata in Excel.

How do you get startedin Excel?


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Workbooks and worksheets

When you start Excel, you open afile called a workbook. Each newworkbook comes with threeworksheets, like pages in adocument. You enter data into the

worksheets.

A blank worksheet in a

new workbook

Each worksheet has a name on itssheet tab at the bottom left of theworkbook window: Sheet1, Sheet2,and Sheet3. You view a worksheetby clicking its sheet tab.


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new workbookIts a good idea to rename the sheettabs to make the information oneach sheet easier to identify.

1. The first workbook you open iscalled Book1 in the title bar at thetop of the window until you saveit with your own title.

2. Sheet tabs are at the bottom ofthe workbook window.


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You can add additional worksheets ifyou need more than three. Or if youdont need as many as three, youcan delete one or two (but you donthave to).


new workbook

You can also use keyboard shortcutsto move between sheets.


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You may be wondering how tocreate a new workbook if youvealready started Excel. Heres how:On the File menu, clickNew. In theNew Workbooktask pane, click

Blank workbook.


new workbook


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Columns, rows, and cells

Columns go from top to bottom onthe worksheet, vertically. Rows gofrom left to right on the worksheet,horizontally. A cell is the place

where one column and one rowmeet.

Columns and rows

Columns, rows, and cells: Thatswhat worksheets are made of, andthats the grid you see when youopen up a workbook.


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Columns and rows

Columns and rows have headings:

1. Each column has an alphabeticalheading at the top.

2. Each row has a numeric heading.


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The first 26 columns have the lettersfrom A through Z. Each worksheetcontains 256 columns in all, so afterZ the letters begin again in pairs, AAthrough AZ, as the picture shows.

Column and rowheadings

Row headings go from 1 through65,536.


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The alphabetical headings on thecolumns and the numerical headingson the rows tell you where you arein a worksheet when you click a cell.

Column and rowheadings

The headings combine to form thecell address, also called the cellreference. There are 16,777,216cells to work in on each worksheet.

You could get lost without the cellreference to tell you where you are.


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Cells are where the data goes

Cells are where you get down tobusiness and enter data in aworksheet.

The active cell isoutlined in black.


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When you open a new workbook,the first cell in the upper-left cornerof the worksheet you see is outlinedin black, indicating that any data youenter will go there.

You can enter data wherever youlike by clicking any cell in theworksheet to select the cell. But thefirst cell (or nearby) is not a badplace to start entering data in mostcases.


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When you select any cell, it becomesthe active cell. When a cell isactive, it is outlined in black, and theheadings for the column and the rowin which the cell is located are

highlighted.


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Cell C5 is selected and isthe active cell.

For example, if you select a cell incolumn C on row 5:

1. Column C is highlighted.

2. Row 5 is highlighted.3. The active cell is shown in the

Name Box in the upper-leftcorner of the worksheet.


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The selected cell has a black outlineand is known as C5, which is thecell reference.

You can see the cell reference of the

active cell by looking in theNameBox in the upper-left corner.


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All of these indicators are not tooimportant when youre right at thevery top of the worksheet in thevery first few cells. But when youwork further and further down or

across the worksheet, they canreally help you out.

And its important to know the cellreference if you need to tellsomeone where specific data islocated in a worksheet.


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Suggestions for practice

1. Rename a worksheet tab.

2. Move from one worksheet to another.

3. Add color to sheet tabs.

4. Add, move, and delete worksheets.

5. Review column headings and use the Name Box.

6. Save the workbook.

Online practice (requires Excel 2003)
http://office.microsoft.com/training/training.aspx?AssetID=RP012005481033&CTT=6&Origin=RP012005591033http://office.microsoft.com/training/training.aspx?AssetID=RP012005481033&CTT=6&Origin=RP012005591033


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Test 1, question 1

You need a new workbook. How do you createone? (Pick one answer.)

1. On the Insert menu, clickWorksheet.

2. On the File menu, clickNew. In the NewWorkbooktask pane, clickBlank workbook.

3. On the Insert menu, clickWorkbook.


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Test 1, question 1: Answer

On the File menu, clickNew. In the New Workbooktaskpane, clickBlank workbook.

Now youre ready to start.


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Test 1, question 2

The Name Box shows you the contents of theactive cell (Pick one answer.)

1. True.

2. False.


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False.

The Name Box gives you the cell reference of the active cell.You can also use the Name Box to select a cell, by typingthat cell reference in the box.


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Test 1, question 3

In a new worksheet, you must start by typing in

cell A1. (Pick one answer.)

1. True.

2. False.


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False.

Youre free to roam and type wherever you want. Click inany cell and start to type. But dont make readers scroll tosee data that could just as well start in cell A1 or A2.


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Lesson 2

Enter data

d


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Enter data

You can enter two basic kinds of

data into worksheet cells: numbersand text.

You can use Excel to create

budgets, work with taxes, recordstudent grades, or even track dailyexercise or the cost of a remodel.Professional or personal, thepossibilities are nearly endless.

Now lets dive in to data entry.

You can use Excel to

enter all sorts of data.

h l l (b k d d )


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Start with column titles (be kind to readers)

When you enter data, its a goodidea to start by entering titles at thetop of each column, so that anyonewho shares your worksheet canunderstand what the data means

(and so that you can understand ityourself, later on).

Youll often want to enter row titles

too.

Worksheet with columnand row titles

S i h l i l (b ki d d )


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In the picture:


1. The column titles are the monthsof the year, across the top of theworksheet.

2. The row titles down the left sideare company names.

S i h l i l (b ki d d )


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This worksheet shows whether ornot a representative from eachcompany attended a monthlybusiness lunch.

St t t i


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Start typing

Say that youre creating a list of

salespeople names. The list will alsohave the dates of sales, with theiramounts.

So you will need these column titles:Name, Date, and Amount.

Press TAB and ENTER to

move from cell to cell.

St t t i


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Start typing

You dont need row titles down the

left side of the worksheet in thiscase; the salespeople names will bein the leftmost column.

You would type Date in cell B1 andpress TAB. Then youd typeAmount in cell C1.

Press TAB and ENTER to


St t t i


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Start typing

After you typed the column titles,

youd click in cell A2 to begin typingthe names of the salespeople.

You would type the first name, and

then press ENTER to move theselection downone cell to cell A3(down the column), and then typethe next name, and so on.Press TAB and ENTER to


E t d t d ti


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Enter dates and times

To enter a date in column B, theDate column, you should use a slashor a hyphen to separate the parts:7/16/2005 or 16-July-2005. Excelwill recognize this as a date.

Text aligned on the leftand dates on the right

E t d t d ti


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Enter dates and times

Text aligned on the leftand dates on the right

If you need to enter a time, youwould type the numbers, a space,and then a or p for example,9:00 p. If you put in just thenumber, Excel recognizes a time and

enters it as AM.

Tip: To enter todays date, pressCTRL and the semicolon together. To

enter the current time, press CTRLand SHIFT and the semicolon all atonce.

E t b


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Enter numbers

To enter the sales amounts in

column C, the Amount column, youwould type the dollar sign, followedby the amount.

Excel aligns numbers onthe right side of cells.

Ente n mbe


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Enter numbers

Other numbers and how to

enter them:


To enter fractions, leave a spacebetween the whole number andthe fraction. For example, 1 1/8.

To enter a fraction only, enter azero first. For example, 0 1/4. Ifyou enter 1/4 without the zero,

Excel will interpret the number asa date, January 4.

Enter numbers


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Enter numbers

Other numbers and how to

enter them:


Enter a negative number byenclosing it in parentheses. If youtype (100), Excel will display thenumber as -100.

Quick ways to enter data


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Here are two timesavers you can

use to enter data in Excel:

AutoFill. Enter the months of theyear, the days of the week, multiplesof 2 or 3, or other data in a series.As the animation shows, you typeone or more entries, and thenextend the series.

Animation: Right-click, and clickPlay.

A quick way to enterdata



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AutoFill. Enter the months of theyear, the days of the week, multiplesof 2 or 3, or other data in a series.You type one or more entries, andthen extend the series.

A quick way to enter

data



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AutoComplete. If the first fewletters you type in a cell match anentry youve already made in thatcolumn, Excel will fill in theremaining characters for you. Justpress ENTER when you see themadded.A quick way to enter

data



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1. Enter data using TAB and ENTER.

2. Fix mistakes as you type.

3. Enter dates and times.

4. Enter numbers.5. Use AutoFill.

6. Use AutoComplete.

7. Fix text thats too long for a cell.


Test 2 question 1
http://office.microsoft.com/training/training.aspx?AssetID=RP012005491033&CTT=6&Origin=RP012005641033http://office.microsoft.com/training/training.aspx?AssetID=RP012005491033&CTT=6&Origin=RP012005641033


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Test 2, question 1

Pressing ENTER moves the selection one cell to

the right. (Pick one answer.)

1. True.

2. False.

Test 2 question 1: Answer


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False.

ENTER moves down. Press TAB to move to the right.

Test 2 question 2


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Test 2, question 2

To enter a fraction such as 1/4, the first thing

you enter is _____. (Pick one answer.)

1. One.

2. Zero.

3. Minus sign.



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Zero.

Enter 0 1/4. That will appear as 0.25 in the formula bar.

Test 2 question 3


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Test 2, question 3

To enter the months of the year without typing

each month yourself youd use: (Pick oneanswer.)

1. AutoComplete.

2. AutoFill.

3. CTRL+ENTER.



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AutoFill.

Use AutoFill to complete lists that youve begun, such asdays, weeks, or times tables.


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Lesson 3

Edit data and reviseworksheets

Edit data and revise worksheets


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Edit data and revise worksheets

Everyone makes mistakes

sometimes, and sometimes datathat you entered correctly needs tobe changed later on. Sometimesthe whole worksheet needs a

change.

In this lesson we'll learn how toedit data and how to add anddelete worksheet columns androws.

Edit data, insert columns,and insert rows.

Edit data


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Edit data

Say that you meant to enter

Peacocks name in cell A2, but youentered Buchanans name bymistake. Now you spot the error andwant to correct it.

Two ways to select a cell

Edit data


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Edit data

You need to select the cell, and

there are two ways:


1. Double-click a cell to edit the datain it.

2. Click the cell, and then edit thedata in the formula bar.

Edit data


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Edit data

Whats the difference? Your

convenience. You may find theformula bar, or the cell itself, easierto work with.


If youre editing data in many cells,you can keep your pointer at theformula bar while you move fromcell to cell by using the keyboard.

Edit data


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Edit data

As the picture shows, after you

select the cell:

The worksheet now saysEdit in the status bar.

If you dont see the status bar, clickStatus Bar on theView menu.

3. The worksheet says Edit in thelower-left corner, on the statusbar.

Edit data


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Edit data

While the worksheet is in Edit mode,

many commands are temporarilyunavailable (these commands aregray on the menus).


What can you do? Well, you candelete letters or numbers bypressing BACKSPACE, or by selectingthem and then pressing DELETE.

Edit data


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Edit data

You can edit letters or numbers by

selecting them and then typingsomething different.

You can insert new letters or

numbers into the cells data bypositioning the insertion point andtyping them.


Edit data


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Edit data

Whatever you do, when youre allthrough, remember to press ENTERor TAB so that your changes stay inthe cell.


Remove data formatting


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Surprise! Someone else has used

your worksheet, filled in some data,and made the number in cell C6 boldand red to highlight the fact thatPeacock made the highest sale.

But that customer changed hermind, so the final sale was muchsmaller.

Formatting stays with thecell.



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You go to make the fix.


1. The original number is formattedbold and red.

2. You delete the original figure.

3. You enter a new number. Boldand red again!

What gives here?



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Whats going on is that its the cell

that is formatted, not the data in thecell. So when you delete data thathas special formatting, you alsoneed to delete the formatting from

the cell.

Until you do, any data you enter inthat cell will have the specialformatting.




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To remove formatting, select the cell

and point to Clear on the Editmenu. The Formats commandremoves the format from the cell.

Or you can clickAll to remove boththe data and the formatting at thesame time.

You can remove cellformatting.

Insert a column or a row


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After youve entered data, you may

find that you need another columnto hold additional information.

Or maybe you need another row, or

rows.

Do you have to start over? Of coursenot.You can easily insert new

columns and rows.



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To insert a single column, click any

cell in the column immediately to therightof where you want the newcolumn to go.

So if you want an order-ID columnbetween columns B and C, youdclick a cell in column C, to the rightof the new location. Then on theInsert menu, clickColumns.

You can easily insert newcolumns and rows.



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To insert a single row, click any cell

in the row immediately belowwhereyou want the new row to go.

For example, to insert a new row

between row 4 and row 5, click acell in row 5. Then on the Insertmenu, clickRows.




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As the animation shows, Excel gives

a new column or row the heading itsplace requires, and changes theheadings of later columns and rows.

Animation: Right-click, and clickPlay.




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Excel gives a new column or row the

heading its place requires, andchanges the headings of latercolumns and rows.




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gg p

1. Edit data.

2. Delete formatting from a cell.

3. Work in Edit mode.

4. Insert and delete columns and rows.


Test 3, question 1
http://office.microsoft.com/training/Training.aspx?AssetID=RP012005501033&CTT=6&Origin=RC012005461033http://office.microsoft.com/training/Training.aspx?AssetID=RP012005501033&CTT=6&Origin=RC012005461033


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, q

To delete the formatting from a cell, you would:

(Pick one answer.)

1. Delete the cell contents.

2. Click the Format menu.

3. Click the Edit menu.



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, q

Click the Edit menu.

Then point to Clear and clickFormats.

Test 3, question 2


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, q

To add a column, click a cell in the column to the

right of where you want the new column. (Pickone answer.)

1. True.

2. False.



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, q

True.

Then on the Insert menu, clickColumns to insert thecolumn.

Test 3, question 3


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q

To add a new row, click a cell in the row

immediately above where you want the newrow. (Pick one answer.)

1. True.

2. False.



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False.

To insert a new row, click a cell in the row immediatelybelowwhere you want the new row. Then on the Insert

menu, clickRows.

Quick Reference Card


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For a summary of the tasks covered in this course, view the

Quick Reference Card.
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