Uc Excel 2007 Module 1 Essentials3 (1)

8/19/2019 Uc Excel 2007 Module 1 Essentials3 (1)

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M

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DASH DESIGNS CONSULTING

Technology Training and Consulting Services

Microsoft Excel 2007Microsoft Excel 2007 Essential WorkbookEssential Workbook

TechniquesTechniquesForFor


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Excel 2007 Essential Workbook Techniques For The Haas School, UC Berkeley — Dash Designs Consulting


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Microsoft Excel 2007Essential Workbook Techniques

ForThe Haas School of Business,

University of California

Copyrights and Trademarks

2007, Dash Designs, Jerry MaletskySan Rafael, CA 94903

web site: www.dashdesignsconsulting.com

email: [email protected]

fax (415) 491-1490

Any mention or use of Microsoft®, University of California, or any

third party products is hereby acknowledged by Dash Designs

Consulting to be for the sole purpose of editorial and educationaluse of this training manual and for the benefit of the mentioned

parties.

Dash Designs Consulting gives permission to the Haas School of

Business of the University of California at Berkeley to reprint this

training manual for internal use only. No re-sale of this material orrenunciation of copyrights are granted by this author.

Revised: July 18, 2007



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Table of Contents

The Excel Workbook ....................... 2

Data Entry Rules ............................ 6

Copy/Move Data .......................... 18

Worksheet Tools ........................... 24

Formatting Worksheet Data ........... 32

Printing Workbooks ...................... 50

Shortcut Keys .............................. 62

Reference Workbook: UC Excel 2007- Essentials Workbook.xls



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Excel 2007 Essential Workbook Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting 1

1

Microsoft ExcelMicrosoft Excel20072007

Essential WorkbookEssential Workbook

TechniquesTechniques

Jerry Maletsky

Dash Designs Consulting

Technology Training and Consulting


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Excel 2007 Essential Workbook Techniques For The Haas School of Business, UC Berkeley - Dash Designs Consulting

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1 Creating An Excel Workbook

The Excel 2007 Workbook

An Excel Workbook (also called a file) consists of a collection ofworksheets (also called spreadsheets) that are used to enter and workwith data. An Excel workbook can contain as many worksheets as theamount of RAM (memory) and Hard Drive space that the computercontains. There are 2 different types of sheets available in an Excelworkbook. They are Worksheets and Chart Sheets (for graphing).Each worksheet is named Sheet1, Sheet2, Sheet3, etc. but custom namescan be given to the worksheets.

An Excel 2007 worksheet consists of a grid of columns and rows. There

are 16,384 columns in each worksheet, lettered consecutively from A to XFD. The rows are numbered consecutively from 1 to 1,048,576 .

The intersection of each column and row form a cell. The cell isdesignated by the column letter and then the row number. For example,you might be in cell D5, that is the intersection between column D androw 5.

Cells are where data is entered. The selected cell is known as the ActiveCell.

Reference Worksheet: New Worksheet


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1Creating An Excel Workbook

The Excel 2007 Workbook Screen

NameBox

Formula Bar

Worksheet

Cell

Column

Row

New Worksheet Tab

View Buttons and Zoom Slider on Status Bar


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Starting An Excel Workbook

Every Excel Workbook is based on the default Template. Thedefault template contains basic settings for entering data,formatting data such as font and size, and printing data includingmargins, orientation, and headers and footers (there are none bydefault). Each new workbook is named Book1, Book2, etc. untilthat file has been saved.

There are several methods for starting a workbook.

Use the default workbook that opens when you start Excel.

Use the Office button in the top left corner of the ProgramWindow to start new workbooks.

Use Office button: New command choose the Blank (default)Workbook or one of the other built-in Excel Workbook Templates(“Installed Templates” option) such as the Billing Statementor templates on Microsoft Office Online.

Creating An Excel Workbook

Microsoft Office Button


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1Creating An Excel Workbook

The New Workbook Template Dialog Box

Installed Templates


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Entering Data In An Excel Worksheet

Data Entry Rules

Data is a term used to describe the information that is entered intoan Excel worksheet cell.

There are several types of data:

Labels

Values

Formulas

Dates

Each type of data has different rules that govern its entry. Theuniversal rule for entering data is that all data lives in the cell intowhich it is typed regardless of its visual location on the worksheet.The Formula Bar will display the actual contents of the active cell.

By default, the data is not formatted but that can be modifiedafterwards.

When you are finished entering or editing data you can do one ofthe following:

Press the key (this will also move your cursor downone cell)

Click the checkmark on the formula bar

Note: that the on the formula bar will cancel what you arecurrently typing in the cell. The key will also cancel yourentry.

Great Tip!

Reference Worksheet: Entering Data


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1Data Entry Rules


Labels:

Labels (or Text) are any alphanumeric entry. A label can be up to32,767 characters long including spaces, although only the first1,024 characters will display in the cell. Labels are left-aligned bydefault. Most importantly, labels can overlap into adjacent cells aslong as there is no other data in those cells.

Examples:

Joe Smith

123 Main Street

555-12-3456

(415) 555-1212


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Values:

Values (or numbers) are any numeric entry. Values can not containspaces, dashes, slashes, etc. Values should be entered without anyformatting (currency, etc.). Values don’t show decimal places

unless they are required. That is, they don’t show trailing zeros.

They can be formatted afterwards. Values are right-aligned bydefault.

Examples:

10000

125.75

55.05

7025.5

1 Reference Worksheet: Data EntryData Entry Rules


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When Values Exceed The Column Width:

Unlike labels, values must fit into the cell they are entered, otherwise aseries of numeric symbols (#####) will appear in the cell until thatcolumn is made wider.

In order to fix this situation, the column width (the separator betweencolumns) needs to be adjusted wider to accommodate that value.

Steps:

To change the width of one column, drag the boundary on the

right side of the column heading until the column is the width

that you want.

To change the width of multiple columns, select the columns that

you want to change, and then drag a boundary to the right of a

selected column heading.

To change the width of columns to fit the contents, select the

column or columns that you want to change, and then double-

click the boundary to the right of a selected column heading.

To change the width of all columns on the worksheet, click the

Select All button, and then drag the boundary of any column.

1Data Entry Rules


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Dates:

Dates are numeric values that are automatically formatted as areadable date entry. Dates follow the same rules as enteringvalues. Because dates and times are values, they can be added,subtracted, and included in other calculations.

Microsoft Excel stores dates as sequential numbers which are calledserial values. By default, January 1, 1900 is serial number 1, andJanuary 1, 2008 is serial number 39448 because it is 39,448 days

after January 1, 1900. Excel stores times as decimal fractionsbecause time is considered a portion of a day.

When you enter a date as a text value, Excel interprets the year asfollows:

00 through 29: Excel interprets the two-digit year values 00through 29 as the years 2000 through 2029. For example, if youtype the date 5/28/19, Excel assumes the date is May 28, 2019.

30 through 99: Excel interprets the two-digit year values 30through 99 as the years 1930 through 1999. For example, if you

type the date 5/28/98, Excel assumes the date is May 28, 1998.

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Examples ofAcceptableDateEntries:7/25/2005

25-Jul-2005

July 25, 2005

July-2005

Reference Worksheet: Entering Data

Data Entry Rules


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Formulas:

Formulas let users perform simple and complex calculations in anExcel worksheet. All formulas start with an equal (=) sign.When writing formulas, it is important to use the cell addresses of thevalues and not the values themselves. This way, the result of thecalculation is linked to those cells and will update as the valueschange in those cells. Formulas follow the same data entry rules as

values, and similarly, they must fit into the cell in which they wereentered.

Importantly, formulas must not include their own cell in their formulaor it will result in an error called “Circular Reference.”

Examples:

=C1+C2+C3+C4+C5

=D5*F6

=B4-C7

=D6/G15

1Data Entry Rules

Reference Worksheet: Creating Calculations


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Editing Data In An Excel Worksheet

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Once data has been entered into a prospective cell it can be edited, replaced, ordeleted.

To Delete Existing Data:

There are several ways to delete data in cells. The key is the mostefficient method to do this. The Home tab: Clear command button: ClearContents is equivalent to the key.

The Home Tab: Clear command has several options:

Clear All deletes data and formatting in the selected cells, leavingthat cell empty

Clear Formats deletes just the formatting in selected cells (leaves data)

Clear Contents deletes the data but not the formatting in the cells.

Clear Comments deletes the comment associated with that cell, leavingthe data and the formatting intact.

To Edit Existing Data:

Reference Worksheet: Data Entry

Data Entry Rules

Steps:

Click on preferred cell

Click into the Formula Bar

Edit existing entry

Press Enter (or click the checkmark )

Steps:

Click on preferred cell

Type new entry

Press Enter (or click the checkmark )

To Replace Existing Data:


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Editing Data In An Excel Worksheet

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Note: the Home tab: Delete command is NOT the same as theHome tab: Clear command. The command, Home: Delete,physically removes the selected cells and moves the surroundingcells up or over to replace the deleted cells. This could cause yourdata to become misaligned.

Use Home tab : Clear command to remove data and/orformatting from selected cells without changing the structure and

symmetry of the worksheet.

Use Home tab : Delete command to delete not just the data butthe selected cell range from the worksheet and re-adjust thephysical alignment of the cell structure.

Example of using Home tab:Delete command to remove cells

Data Entry Rules


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Navigating In An Excel Worksheet

There are a variety of methods that can be used to navigate around anExcel Worksheet or Workbook. The keyboard is a very efficient methodthat can be used to navigate.

Basic Navigation keys

Ctrl + Home goes to cell A1

Ctrl + End goes to the intersection of last used column/row

or one cell right or left at a time

or one cell up or down at a time

Ctrl + moves cursor right to beginning or end of cell range

Ctrl + moves cursor left to the beginning or end of cell range

PageDown one screen down at a time

PageUp one screen up at a time

Navigating Between Worksheets

Right-click on the Triangular buttons in the bottom left of theworksheet screen

Click the worksheet name and you will navigate to that sheet

Note: You can also use the keyboard to navigate between worksheets:

Ctrl+PageDown navigates to the next worksheet

Ctrl+PageUp navigates to the previous worksheet

Great Tip!


Data Entry Rules


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Selecting Cells In An Excel Worksheet

There are a variety of methods that can be used to select cells in anExcel Worksheet. The mouse as well as the keyboard can be veryefficient in selecting cells.

Selecting cells with the Keyboard

Holding Shift key and Navigation keys

Shift+Ctrl + End selects cells from active cell to end of worksheet

Shift+ selects one cell right at a time

Shift+ selects one cell left at a time

Shift + selects one cell down at a time

Shift+Ctrl + selects cells to the right to the end of a cell range

Shift+Ctrl + selects cells to the left to the end of a cell range

Shift+PageDown selects cells one screen down at a time

Shift+PageUp select cells one screen up at a time

Holding down the Shift key when navigating with the keyboard will

result in selecting the cells being navigated.

Data Entry Rules


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Using the Shift Key allows you to select cells without draggingthrough them.

Contiguous Range:To Select Click Cell C5andShift-Click Cell F12(No Dragging withthe mouse)

You can also enter data into these selected cells without using your

mouse.

With the cells selected, simply type the data and press the key to move from one cell to the next.

While the cells are still selected, the key will move to thetop of the selected column of cells when you are at the bottom ofthe previous selection.

Using the Shift key to Select Cells/Enter Data

Steps:

Select the first cell you want in your selection

Place your mouse over the last cell you want in your selec-

tion

Hold the Shift key down and click on that cell All the cells between the first and last cell will be selected

Great Tip!

1 Reference Worksheet: Data EntryData Entry Rules


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Using the Control key to Select Cells/Enter Data

Non-ContiguousRange:To Select Click Cell A4andCtrl-Click and Drag E6 through Cell F10

Using the Control Key allows you to select cells that are notcontiguously connected.

Steps:

Select the first cell range you want in your selection

Place your mouse over the beginning of the next cell range

you want in your selection

Hold the Control key down and drag through those cells Repeat the above steps until all the required cells are

selected

1Data Entry Rules


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When the same data is required in another location in theworkbook (or another workbook), that data can be copied ormoved to that location. That way, the data doesn’t have to be re-typed in the new location.

The Edit menu: Copy command copies the data in the selectedcell range. The Edit menu: Cut command removes the data fromthe selected cell range. The Edit menu: Paste command pastesthe data in the new location.

When data is selected and Copied or Cut, Excel places a “blinkingborder ” around that cell range temporarily to mark the data that

will be pasted. Pressing the Esc key will remove the border oncethe data has been pasted.

It is important to note that, unlike other applications, Excel willnot keep the selected data stored in its Clipboard feature (Paste)once it is pasted and another process has been executed. Excelwill want to regain the resources that the Clipboard would need tostore that selected data to use for its own processing.

There are a variety of methods that can be used to copy or movedata in an Excel worksheet.

They include:

Copy and Paste

Cut and Paste

Drag and Drop

Drag the AutoFill handle

Copying and Moving Worksheet Data


Copy/Move Data


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Steps:

Select the required cell range

Click Home Tab: Copy Button

Click into the first cell of the worksheet that you

want to begin pasting the data

Click Home tab: Paste Button


Copy and Paste Data

Steps:


Click Home tab: Cut Button

Click into the first cell of the worksheet that you want to

begin pasting the data

Click Home tab: Paste Button

Cut and Paste Data

Copy/Move Data


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Steps:


Drag the edge of the border around the cell range to the

new location on that worksheet

Drag and Drop Data (to Move)

Before Dragging Data

After Dragging Data

Drag and DropMouse Arrow


Copy/Move Data


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Steps:


Hold the Control Key and Drag the edge of the border

around the cell range to the new location on that worksheet

Drag and Drop Data (to Copy)

Before Dragging Data

After Dragging Data

Drag and DropMouse Arrow

Copy/Move Data


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Using the AutoFill Handle To Copy DataA very efficient method of copying data in a cell to adjacent cells isthe Autofill handle. The AutoFill handle is located at the bottomright corner of the selected cell range. Dragging the handle willautomatically copy the contents of the selected cell to theadjacent cells in that direction.

Text and Values will be copied as they appear. Although, if Excelsenses a sequence in the text or value to be copied, it will do so inan incremental fashion. Formulas will have their instructions (not

the values) copied.

Steps:

Select the preferred cell(s)

Drag the AutoFill handle in the preferred direction

1 Reference Worksheet: AutoFillCopy/Move Data


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Using the AutoFill Handle To Enter Sequential DataWhen data is needed to be entered in a sequential fashion, theAutoFill handle can be used to accomplish that process.

When Excel sees that the data to be copied is either a month, day,date, or many combinations of text and numbers together, it willautomatically see it as a sequential increase as that data is copiedusing AutoFill.

In addition, the user can input an example of data in 2 or morecells and Excel will use an incremental sequence to match thatselected data when it is copied using AutoFill.

Sequence built oncombination ofentry with text andnumbers.

Sequence built orecognition ofmonth entry.

Sequence built onentry of two values,then with both cellsselected the AutoFillhandle was dragged.

Copy/Move Data


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Add/Delete Sheets Within A Workbook

1 Worksheet Tools

The default Workbook opens with three worksheets (Sheet1,Sheet2, and Sheet3). Additional worksheets can be inserted asnecessary. The new worksheet is always inserted to the left ofthe selected worksheet but can be moved afterwards.

In addition, worksheets that are no longer required can be deletedfrom the workbook. If there is existing data on that worksheet,this process will confirm the deletion of that specific workbook butwill not allow the user to undo that process.

Steps:

Click the Insert Worksheet command tab

Adding Worksheets To A Workbook

Steps:

Click on an existing worksheet

Click Home tab: Delete button:

Delete Sheet command

Deleting Worksheets From A Workbook



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1Worksheet Tools

Renaming Worksheets

By default, each worksheet is named Sheet1, Sheet2, Sheet3,etc.. However, worksheets can be renamed to give them morerecognizable names that can correspond to the data stored onthem.

A worksheet name is limited to 31 characters and can not includecertain characters such as brackets ([ ]), asterisks (*), orquestion marks (?).

Steps:

Double-Click on preferred worksheet

Type the new worksheet name

Press Enter

Renamed Worksheet


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Moving WorksheetsExcel provides the ability to re-arrange worksheets into apreferred order regardless of where they were created in thatworkbook.

Steps:

Select the preferred worksheet

Drag the worksheet tab to its new location in that workbook

Before After

Copying Worksheets

A very efficient method of duplicating the data layout on aworksheet is to make a copy of that worksheet. Excel provides aprocess in which the user can create exact duplicates of existingworksheets.

Steps:

Select the preferred worksheet

Hold Control Key and Drag the worksheet tab to its new

location in that workbook

Before After

1Worksheet Tools


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Moving or Copying Worksheets To Other WorkbooksWithin Excel, a user can move or copy worksheets from oneworkbook to another.

Steps:

Open the destination workbook before starting this

process

In the source workbook, select the preferred worksheet

Right-Click the selected worksheet tab

Click Move or Copy... command

In the dialog box, select the destination workbook

Select the placement of that worksheet in the destination

If copying, activate the Create A Copy checkbox

Click OK

Must check thisbox if theworksheet is tobe copied , notmoved!

1Worksheet Tools


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Color Coding WorksheetsIn order to improve the organization of the data in the workbook,Excel allows the user to color code data-related worksheets. In alarge workbook environment this might allow the user to locatethe appropriate worksheets more effectively.

Once color-coded, the user will see a narrow strip of color whenthat worksheet is selected and being worked on. When theworksheet is not selected, the entire tab will display the chosencolor.

Steps:

Right-Click on preferred worksheet tab

Select Tab Color command

Select the preferred color and press Enter

Worksheet Short-Cut Menu(right-click on tab)

Tab Color Options List

Worksheet Tab Color Example

Worksheet Tools

Reference Worksheet: New Worksheet


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1Worksheet Tools


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Saving Workbooks

Just as with all programs, the first time you save your presentation, youcan use the Save or the Save As commands. After the file has beensaved, future updates can be accomplished efficiently with the Save

command.

It is important to note that, as do all the Microsoft Office programs,Excel 2007 has a feature called AutoRecover that saves yourpresentation automatically. It is set to activate every 10 minutes. Thiswill help prevent accidental loss of a majority of your work. It is just asimportant to remember to save your presentation as often as you can.

Remember : Save Early! Save Often!

Steps:

Click Office Button: Save (or Save As) command

Type the appropriate filename

Navigate to the appropriate drive and folder (if necessary)

Click Save

1Worksheet Tools


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Important!

Saving Presentations

It is important to note that Office 2007 uses a new file format for its files.The new format is called XML (Xtensible Markup Language) which is a web-based format that should provide some benefits to users. These includesmaller file sizes, more compatibility with other operating systemplatforms, and more recoverable if there are file corruptions.

Office 2007 files are not directly compatible with older versions.That means these files may not be readable in older versions. However,one of the options that Office 2007 provides is the ability to save the fileas a “97-2003” file format. There will be some features and formatting

from the 2007 version that will not be able to be edited in the olderversions.

Former versions of Excel applied a .xls extension to its files.

Excel 2007 applies an extension of .xlsx.

Save As - Excel Workbook is the2007 file format

Save As - Excel 97-2003Workbook is the older file format

1Worksheet Tools


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Inserting Rows/Columns/Cells

Formatting Worksheets

Excel provides the ability to insert additional space within theworking area of the worksheet. That is, additional columns, rows,and cells can be inserted within the frame of the worksheet.

Columns are inserted to the left of the selected column. Rows areinserted above the selected row. Cells can be inserted to the rightor below the selected cells. The inserted space takes on theformatting as follows:

Columns take formatting from column to the left

Rows take formatting from row above

Cells take formatting from cell above

When worksheet space is inserted, Excel does provide options forchoosing the formatting of the inserted space through the Insert Options button that displays in the bottom right of theinserted area.

It is important to note that existing formulas will adjust according tothe additional space added to the worksheet.

Steps:

Right-Click over the column letter, row number, or cell

Select Insert… command

Or…

Select the column, row, or cell

Click Home Tab: Insert Button

Insert Cells...

Or... Insert Sheet Rows

Or... Insert Sheet Columns

Or… Insert Sheet

If necessary, click the Insert Options button and select the

appropriate formatting

Reference Worksheet: Sales Summary


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2Formatting Worksheets

Inserting Rows/Columns/Cells

Insert Options Button

Home Tab: Insert Button Insert Cells Dialog Box


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Deleting Rows/Columns/Cells


Excel allows the user to delete no longer required columns, rows, orcells. Any data in that deleted space is deleted as well.

If the entire column or row is not selected, then the Edit menu:Delete dialog box will appear and by default it is set to delete onlythe selected cell. Hence, it is more efficient to select the columnletter or the row number that is to be deleted.

It is important to note that existing formulas will adjust according tothe space deleted to the worksheet and may show error messages(i.e., #REF) if that formula can not reconcile that lost data.

Steps:

Right-Click over the column letter, row number, or cell

Select Delete… command

Or…

Select the column, row, or cell

Click Home Tab: Delete Button

Delete Cells...

Or... Delete Sheet Rows

Or... Delete Sheet Columns

Or… Delete Sheet



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Deleting Rows/Columns/Cells

Right-Click Menu

Edit: Delete Dialog Box


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Adjusting Column Width


When the data in a cell does not fit within the default column width(approximately 8 characters), the width of that column can be adjusted tofit its contents. Text entries can overlap into adjacent cells, however, thatis not available to number entries. By default, they must fit into their cellor Excel will display number signs (######). .

There are various methods in which to set the column width.

Steps:

Position the mouse on the gridline just to the right of

the column letter

Drag the column separator left or right to

decrease or increase the width

Or…

Position the mouse on the gridline just to the right of the column

letter

Double-Click the separator between the column letters

(This will automatically set the column width to the widest entry

in that column)

Or…

Select the column

Click Home Tab: Format Button: Column

Width...

Enter the preferred column width value

Click OK

Or…

Select the column

Click Home Tab: Format Button:

AutoFit Column Width

(Automatically sets the column to the size of the largest number of characters)

Great Tip!



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Adjusting Row HeightAlthough row heights in an Excel worksheet automatically adjust to fit thefont size for the data in that row, a user can adjust the row heightmanually similar to adjusting the width of a column.

There are various methods in which to set the height of a row.

Steps:

Position the mouse on the gridline just to the below of the row

number

Drag the row separator up or down to decrease or in-

crease the height

Or…

Position the mouse on the gridline just to below of the row

number

Double-Click the separator between the column letters

(This will automatically set the row height to the tallest entry in

that row) Or…

Select the row

Click Home Tab: Format Button: Row Height...

Enter the preferred row height value

Click OK

Or…

Select the row

Click Home Tab: Format Button: AutoFit Row Height

(This will automatically set the row to the size of the data in

the selected row)


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Inserting Comments


A Comment is an Excel tool used to add notations to entries in aworksheet without using up actual cell space. Comments attachedto cells will “ pop up” automatically when the mouse is moved overthat cell. A small red triangle will appear in the upper rightcorner of a cell that contains a comment. Comments can beformatted as well as printed (see page 60).

Steps: Click on the cell for which the comment will be added

Select Review Tab: New Comment command

Type the content for the comment

If preferred, select the text and format with font, etc.

Click away from the comment box when finished

Inserting A Comment

Steps:

Right-Click on the cell with the comment to be edited

Select Edit Comment command

Edit or add text as preferred

Click away from the comment box when finished

Editing A Comment

Steps:

Click on the cell with the comment to be deleted

Select Review Tab: Delete Comment command

Deleting A Comment



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Inserting Comments

Review Tab: Comment command

Comment Short-Cut (Right-Click) Menu

Example of Comment in Worksheet


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Text Formatting


There are a variety of methods in which text can be formattedwithin an Excel worksheet. This includes font, size, text color, bold,italics, underline, vertical and diagonal orientation, and wrappingtext in a cell.

Steps:

Select the cell range to format

Click Home Tab

Select the appropriate command in the Font Group,

Alignment Group, and/or Cell Styles Button

Cells Style Button on the Home Tab



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Number FormattingThere are a variety of methods in which numbers can be formattedwithin an Excel worksheet. This includes currency, percent, date,time, scientific, and decimal places. To reset the number format,click General in the Category list. Cells that are formatted withthe General format have no specific number format.

Steps:

Select the cell range to format

Click Home Tab Select the appropriate command in the Number Group,

Alignment Group, and/or Cell Styles Button

Home Tab: Alignment, Number, and Styles Groups


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Currency Formatting


There are two types of currency formatting available in Excel. Theyare Currency and Accounting style formatting. In Accounting style, the dollar signs ($) are all left justified. In Currency style,the dollar signs ($) are flush with the values. By default, bothdisplay two decimal places (can be increased or decreased).

Currency Style

Accounting Style

Note:Currency toolbar buttonactually applies theAccounting style formatting.Currency style is available inFormat: Cells on the Numbertab.



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Standard FormattingThe Standard style formatting is very much like Currency and theAccounting styles except that it does not display a dollar sign ($).

Standard Style

Decimal Formatting

Decimals can be increased or decreased using either the IncreaseDecimal or the Decrease Decimal toolbar buttons. They can alsobe adjusted in the Format menu: Cells command on the Numbertab within the appropriate category.

Decimal Places Buttons


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Percent Formatting


Percent formatting can be applied using the Formatting toolbar orwithin the Format menu: Cells command on the Number tab.By default, Percent style formatting does not display decimalplaces. However, the number of decimal places can be adjusted asmentioned on the previous page.

Percent Style

Formatting Gallery

Excel 2007 includes a number format gallery with several pre-setformatting options. This option is found on the Home Tab:Number Group: General List



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Date FormattingWhen a date or time is typed in a cell, it appears either in a defaultdate or time format or in a format that was applied to the cellbefore the date or time was typed. The default date or time formatis based on settings in the regional settings in Control Panel.

Date Styles - Format Cells Dialog Box

Clicking the Group “More Options”button will open up the Dialog Box(i.e. Format Cells) for that area.


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Merging Data Across Cells


Very often, a user might want to center the worksheet title across the topof the worksheet data. Excel provides a toolbar button, the Merge andCenter button, that accomplishes that task.

In addition, within the worksheet, data can be selected and merged intoadjacent cells in order to present a large amount of data within one cell.By default, Excel will center the selected cell data but the alignment canbe altered afterwards.

Steps:

Select the cell that contains the data and the adjacent cells

to which you want to merge.

(Note: if two or more cells with data are selected, Excel will

warn the user that some of the data will be lost)

Click the Merge and Center button

To change the alignment of the merged cell data, click the

Align Left button or the Align Right button

Merge and Center Button

Text merged intoseveral cells withthe Wrap Textformat applied.



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Border And Shade CellsFor presentation purposes, data in cells can be made moreprominent through the use of Borders and Shading styles.

Steps:

Select the cell that contains the data as well as the cells over which

the data appears (i.e. a text entry can appear across several cells)

Click the Home Tab: Fonts Group: Borders button and select

preferred option

Open Fill Color button and select preferred option

Or...

Click the “More Options” button in the Font Group.

That will open the Format Cells dialog box

Click the Border tab and select available options

Click the Fill tab for shading and select color


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Formatting Data Conditionally


Analyzing data in a large worksheet to find trends and importantresults can be a time-consuming process, especially if you have toshare that information for review by other users. With ConditionalFormatting, you can quickly draw attention to meaningful valuesand results by applying automatic formatting based on settings thatare established. This automatic formatting makes it easy foranyone to scan the information and quickly find areas that needattention.

Conditional Formatting is a process that automatically appliesformatting, such as cell shading or font color, to cells if specifiedconditions are met. For example, sales that exceed $100K canautomatically be highlighted in bold, blue shading, and bordered.In addition, sales in that cell range that do not exceed a minimumrange can be formatted differently at the same time. A user canestablish multiple conditions on any given cell range.

Steps:

Select cell range for which formatting will be applied

Click the Home Tab: Conditional Formatting button

Select Highlight Cell Rules (if condition refers to values in cells)

Or…

Select Top and Bottom Rules (if condition refers to values at the

top or bottom comparably in a cell range)

Or Select…

Data Bars Or

Color Scales Or

Icon Sets

(Excel 2007 will automatically format the cells based on the values’

relationship to each other)

Reference Worksheet: Conditional Formatting


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Formatting Data Conditionally

Creating Conditional Formatting

Conditional Formatting With Data Bars


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Previewing Worksheets

Printing Workbooks

Print Preview will display the worksheet as it appears for printing.This includes page breaks, orientation, margins, headers andfooters. The user can view the worksheet prior to printing andmake adjustments to the above settings (through the Page Setupdialog box) as needed.

Excel allows the user to Zoom In or Zoom Out to increase ordecrease the magnification for viewing purposes. When the mouseis clicked on a particular part of the worksheet in Print Preview

Excel activates the zooming process.

Steps:

Click on Office Button: Print: Print Preview

Click Next and/or Previous Page buttons to view pages

Click the mouse to Zoom in/out of the worksheet

Click Page Setup button to set printing options

Click Print button to go to Print dialog box

Click Close button to return to worksheet

Reference Worksheet: Monthly Figures


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3Printing Workbooks

Previewing Worksheets

Print Preview Screen


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Applying Page Setup CommandsThe Page Setup dialog box provides a variety of printing optionsincluding margins, orientation, scaling, headers & footers,and repeating worksheet titles.

The Page Setup dialog box can be accessed through the File menuor directly from Print Preview so that changes to the worksheetcan be viewed as options are set.

Printing Workbooks

Page Setup: Page Tab

Options include: Orientation, Scaling,Paper Size, First Page Number



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3Printing Workbooks

Applying Page Setup Commands

Page Setup: Margins Tab

Options include: MarginsCenter On Page


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Printing Workbooks

Page Setup: Header/Footer Tab

Options include: “Built-in” Header/Footer list,Custom Header/Footer box

Note: By default, worksheets do not contain a header or footer.

Custom Header/Footer Toolbar

Font PageNumber

TotalPages

Date Time Filename SheetName

InsertPicture

FormatPicture



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Custom Header Box

Custom Footer Box


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Page Setup: Sheet Tab

Options include: Setting A Print Area, Repeating Worksheet Titles,Printing Gridlines, Row & Column Headings,Comments, and Print Order of Pages.

3Printing Workbooks



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Print Titles on Every Page

When printing a large worksheet that consists of several pages, itwould be very efficient to repeat the top row labels and left columnlabels (if necessary) so that each page displays the same titles asthe previous pages. This allows the user to distinguish the datathey are looking at on succeeding printed pages.

Steps:

Close Print Preview (if necessary—can’t do this process in

Print Preview)

Click Page Layout Tab

In the Page Setup Group, click the “More Options” button

In the Page Setup Box, click the Sheet tab (if necessary)

Click into the box… Rows to repeat at the top

Drag down the rows to repeat on each printed page

Click into the box… Columns to repeat at left

Drag across the columns to repeat on each printed page

Click OK or Print Preview to view worksheet

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3Printing Workbooks


Print Titles on Every Page Example of Setting Print Titles



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Page Break Preview

Page Break Preview gives the user the ability to adjust page breaks prior to printing. Inthis view, page breaks can be moved using the mouse to adjust where a printed pagebreaks. Additional page breaks can be inserted using the Page Layout Tab: Breakscommand.

3Printing Workbooks

Note: This dialog bomay appear on thescreen as well. ClickOK to close.

Page Breaks

Page Break Preview can be accessed from the View Tab: Page Break Preview command

or the View Button on the Excel Status Bar (Pg. 3). To turn off Page Break Preview, clicthe View Tab: Normal command or the View Button on the Excel Status Bar (Pg. 3).


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Printing Comments

Comments can be printed as they appear in the worksheet. However,they print more efficiently on a separate printed page, at the end ofthe worksheet.

This option is set in the Page Setup dialog box on the Sheet tab.



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Printing the Workbook

3Printing Workbooks

The Print dialog box in Excel provides several options that cancontrol which printer to select, what part of the workbook prints,which pages to print, and how many copies to print.

Steps:

Click Office Button: Print command

Or…

Click the Print button in the Print Preview screen

Select the appropriate options

Click OK button


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Using Shortcut Keys In Excel 2007

Pressing the Alt Key will activate the shortcut key symbols in Excel2007. Each shortcut key is located under the Tab or command.

4 Addendum


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Keyboard ShortcutKeyboard Shortcut DescriptionDescription

Ctrl+S Save File

Ctrl+P Print File

Ctrl+C Copy

Ctrl+X Cut

Ctrl+V Paste

Ctrl+Z Undo

Ctrl+Y Redo

Ctrl+A Select All

Ctrl+B Bold (selected text)

Ctrl+I Italicize (selected text)

Using Shortcut Keys In Excel 2007

4Addendum

Documents

Uc Excel 2007 Module 1 Essentials3 (1)