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Basic Excel
Handbook
Version 3.6
May 6, 2008
Contents
Contents ................................................................................................. 1
Term Description
Active Cell The active cell contains the cell pointer, a dark outline around the cell.
Active Sheet Tab The selected worksheet; the tab name of an active sheet is bold.
Auto Calculate A feature that temporarily performs the following calculations on a range of cells without making
you write a formula: Average, Count, Count Numbers, Max, Min, or Sum.
Blank Workbook The excel default workbook contains three worksheet tabs or sheets.
Cell Reference The location of a cell in a worksheet identified by its column letter and row number. This is also
known as the cell’s address.
Cell A cell is the intersection of a column and a row on a worksheet. You enter data into cells to create
a worksheet.
Contiguous Range A block of adjacent cells in a worksheet.
Cut The command used to remove data from a cell or range of cells and place it on the Clipboard.
Defaults The standard settings Excel uses in its software, such as column width or number of pages in a
workbook.
Drag-and-drop A method used to move or copy the contents of a range of cells by dragging the border of a
Feature selection from one location in a worksheet and dropping it in another location.
Fill Handle Dragging this handle, located in the lower-right corner of the active cell, will copy cell contents,
formatting, or a formula to adjacent cells.
Fill A color that fills a cell, appearing behind the data.
Font The typeface or design of the text.
Font Size The measurement of the typeface in points (1/72 of an inch).
Font Style A cell style, or just style, can include any formatting that can be set in the Format Cell dialog. This
includes all of the font characteristics, number formats, alignments, fills (patterns), and borders.
Excel provides some pre-defined styles for numbers in the default workbook and with the Currency,
Percent, and Comma buttons.
Footer Repeated information that appears in the bottom margin of a page.
Format To apply attributes to cell data to change the appearance of the worksheet.
Formula Bar As you enter data into a cell, it simultaneously appears in the Formula bar, which is located above
the worksheet frame.
Formula An instruction Excel uses to calculate a number.
Function Name The name given to Excel’s predefined formulas.
Function A predefined formula that depends on specific values to perform a specific calculation.
Gridlines Light gray lines that mark the cell borders.
Header Repeated information that appears in the top margin of a page.
Label Prefix An apostrophe (‘) used to indicate that a number is really a label and not a value.
Label Text in the first row or column of a spreadsheet that identifies the type of data contained there.
Mathematical Symbols used in mathematics operations: + for addition, - for subtraction, * for multiplication, and
Operators / for division.
Name Box The text box located to the left of the Formula bar.
Numeric Label A number entered in the worksheet as a label, not as a value, such as the year 2008 used as a
column label.
Page Setup A dialog box that includes options to control the appearance of printed output.
Paste The command used to place data from the Clipboard to a location on the worksheet.
Pattern A secondary color added to the background of a cell in a pattern.
Term Description
Print Area The specified range of cells to be printed.
Print Options Selections that control what, where, how, and how many copies of the output to print.
Print Preview A feature used to display a document as it will appear when printed.
Print Titles Row and column labels that are reprinted on each page of a worksheet printout.
Range A block of cells in an Excel worksheet.
Redo The command used to redo an action you have undone.
Relative Cell A cell address expressed in relation to another cell in a formula. For example, rather than naming a
Reference cell such as A3, a relative cell reference might identify a range of cells to the left of the cell
containing the formula.
Scaling Reduces or enlarges information to fit on a specified number of pages.
Scroll A way to view locations on the worksheet without changing the active cell.
Series A list of sequential numbers, dates, times, or text.
Sheet Tabs Tabs that appear at the bottom of the workbook window, that display the name of each worksheet.
Standard Column The default number of characters that display in a column based on the default font.
Width
Tab Scrolling Buttons Buttons that appear just to the left of the sheet tabs, that allow you to scroll hidden tabs into view.
Template A workbook with certain labels, formulas, and formatting preset, saving you time in creating
commonly used forms, such as invoices or purchase orders.
Undo The command used to reverse one or a series of edition actions.
Value A number entered in the worksheet.
Workbook An Excel file with one or more worksheets.
Worksheet The work area for entering and calculating data made up of columns and rows separated by
gridlines (light gray lines). Also called a spreadsheet.
Ctrl Home Immediately positions the cursor to the first cell of the
worksheet (cell A1).
Ctrl End Immediately positions the cursor to the last used cell in
the worksheet.
Ctrl Press once to position cursor to extreme right of the
worksheet.
Ctrl Press down arrow three (3) times to position cursor in
the last row (65536) of the worksheet.
Ctrl Page Down Changes from one worksheet to another in Ascending
order (1 – 4…). Observe the sheet tabs located at the
bottom of the screen when you press Ctrl and Page
Down.
Ctrl Page Up Changes from one worksheet to another in Descending
order (…4-1). Observe the sheet tabs located at the
bottom of the screen when you press Ctrl Page Up.
Moves one cell right
Moves one cell left
One screen up
Page
Up
Microsoft Excel is a spreadsheet program written and distributed by Microsoft for computers using
the Microsoft Windows operating system and for Apple Macintosh computers. It features an intuitive
interface and capable calculation and graphing tools. It is used to analyze business, personal, or
financial data and create reports in a table format consisting of rows and columns.
1. Title Bar
2. Menu Bar
3. Standard Toolbar
4. Formatting Toolbar
7. Active Cell
8. Sheet Tabs
6. Horizontal Scroll Bar
9. Tab Scrolling
Buttons
Item Description
1 Title Bar shows the name of the application, document, group, directory or file. If more than
one window is open, the title bar for the active window (the one in which you are working) has
a color or intensity different from other title bars.
2 Menu Bar contains the available menus from which you can choose commands.
3&4 Standard & Formatting Toolbar provide a quick method of working with various parts of the
worksheet. Toolbars can be customized and multiple toolbars can be displayed at the same
time.
5&6 Vertical & Horizontal Scroll Bars enable you to move through a spreadsheet when the entire
spreadsheet does not fit in the window or the allotted space. Click the scroll arrows with the
mouse to move through the spreadsheet or to see one line at a time.
7 Active Cell has a black border that appears around it.
8 Sheet Tabs are located at the bottom of the Excel window and allow you to change between
worksheets.
9 Tab Scrolling Buttons are used to display a particular worksheet tab.
10 Status Bar displays page number and progress of your print job.
A worksheet contains rows and columns that intersect to form cells. A black border appears around
the active cell. The name box, located on the left side of the Formula bar, displays the cell
reference (also known as the address) of the active cell (its column letter and row number).
Name Box
Excel highlights its column label (above
the worksheet) and row number (to the
left of the worksheet).
Active Cell
A column in Excel is a vertical arrangement of data, and a row in Excel is a horizontal arrangement
of data.
There are 256 columns and 65,536 rows available in a worksheet, but you don’t need to fill the
entire worksheet in order to use it—just type data into the cells you need.
You can insert or delete columns or rows when necessary to change the arrangement of the data on
the worksheet.
When you insert column(s) into a worksheet, existing columns shift their position to the right.
For example, if you select column C and then insert a column, the data that was in column C is
shifted to the right and becomes column D.
When you delete a column, existing columns shift their positions to close the gap. Any existing
columns you select for deletion is erased. Data in existing columns is shifted back to the left to fill
the gap left by the deleted columns.
When you insert rows into a worksheet, existing rows shift their position down.
For example, if you select row 3 and then insert a row, the data that was in row 3 is shifted down
and becomes row 4.
When you delete a row, existing rows shift their positions to close the gap. Any existing rows you
select for deletion are erased. Data in existing rows is shifted up to fill the gap left by the deleted
rows.
Select the first line to be deleted, then press the Shift key and choose the last row to be deleted.
From the Edit menu you will choose Delete. Deleting multiple rows will save time.
You can move data by the drag-and-drop feature. The drag-and-drop feature allows you to use the
mouse to copy or move a range of cells simply by dragging them. The drag-and-drop process works
like this: (1) select the range of cells to be moved, (2) click anywhere on the border surrounding the
range, (3) drag the data to a different location, (4) release the mouse button at your desired
location and the information is “dropped” there.
Follow the steps below to move data using the Drag-and-Drop Feature.
A font is a set of characters with a specific design and name. The font size of a set of characters is
based on its average height in points in Excel. One point is equal to 1/72 of an inch. By default,
data appears in Arial 10-point font.
Follow the steps below to generate different Font Styles and Font Sizes.
B
From the Formatting toolbar,
click on the drop down arrow
to the right of the Font size
box to choose the Font size.
You may want to change more than just the font style and font size: you may want to change the
font color.
To focus attention on particular areas of the worksheet, such as the column or row labels or
important totals, fill the cell background with color and/or a pattern.
Complete Steps A-F. Steps A–D are shown below. Steps E–F are shown on the following pages.
F Click OK.
Gridlines mark the cell borders. The Sheet tab of the Page Setup dialog box provides an option for
printing gridlines with your data. You can also print your worksheet in black and white (even if it
includes color fills or graphics).
• Complete Steps A-D. Step A is shown below. Steps B–D are as shown on the following pages.
A
From the File menu, choose
Page Setup.
D Click OK.
By default, Excel applies a ½-pt. black solid line border around all table cells. Use the Borders
toolbar button to change the borders of table cells. You can select borders before you draw new
cells or apply them to selected cells.
Complete Steps A-F. Steps A–B are shown below. Steps C–F are shown on the following pages.
From the Formatting toolbar,
click the Borders button drop-
down arrow to access the
A
Draw Borders toolbar.
The Draw Borders toolbar also contains the erase borders button. There are times you will want to
change the border styles or completely delete a border.
In the Formatting
toolbar, click the
Borders’ drop-down
B
arrow.
The Merge and Center button is used to center information across a select range of cells. Typically,
the Merge and Center button is used to center the title on a worksheet.
Data is centered within the selected range. You can also left-or
right-align data within the merged cell by clicking the Align Left or
Align Right buttons on the Formatting toolbar.
If you want text to appear on multiple lines in a cell, you can format the cell so that text wraps
automatically or you can enter a manual line break.
Complete Steps A-E. Steps A–B are shown below. Steps C–E are shown on the following pages.
Click OK.
E
Many times the label at the top of a column is much wider than the data stored in it. You can use the
Wrap text option (Format menu > Cells command > Alignment tab) to make a multiple-word label
narrower, but sometimes that's not enough. Vertical text is an option, but it can be difficult to read
and takes a lot of vertical space. You may want to try using rotated text and cell borders instead, as
shown in the following picture.
Complete Steps A–E. Steps A–B are shown below. Steps C–E are shown on the following pages.
Highlight text.
A
D Under Orientation,
choose the degree of
orientation.
E Click OK.
There are two ways to resize a column. To resize or change the width of a column, you can use the
Mouse or the Menu. On a worksheet, you can specify a column width of 0 (zero) to 255. This value
represents the number of characters that can be displayed in a cell that is formatted with the
standard font.
The standard font is the default text font for worksheets. The standard font determines the default
font for the Normal cell style. If the column width is set to 0, the column is hidden.
A formula is a worksheet instruction that performs a calculation. The Average Function is used to find
the Fall and Spring grade point averages. The Average Function adds the grades in the Fall or Spring
grading period and divides by the number of grading periods.
Follow the steps below to find the Cumulative Fall and Spring Grade Point Averages.
Complete Steps A–I. Steps A–D are shown below. Steps E–J are shown on the following pages.
C
Select the Average function
from the Insert Function dialog
box.
D Click OK.
H Highlight Column G by
clicking on G.
Rows can be sorted according to the data in any column. For example, in a table of names and
addresses, rows can be sorted alphabetically by name or by city. Excel rearranges the rows in the
table but does not rearrange the columns. You can sort text in Ascending order (A-Z) or Descending
order (Z-A).
• Complete Steps A–D. A–C are shown below. Step D is shown on the following page.
C Click Sort.
Click OK.
D
You can sort numeric data in Ascending order (1-100…) or Descending order (…100-1).
• Complete Steps A-D. Steps A–C are shown below. Step D is shown on the following page.
B
Click Continue with the
current selection.
C Click Sort.
D Click OK.
When you want to repeat the same information at the top of each page, create a header. You can
select a pre-designed header from those listed, or create customized ones. A customized header is
separated into three sections: Left (text is left aligned), Center (text is center aligned), and Right
(text is right aligned).
Flip open a novel and look at the facing pages. Most likely, at the top of one page you'll see the
author's name and at the top of the other page you'll see the book title. At the bottom will be
consecutive page numbers. These details are in the document's headers and footers.
Headers and footers in Excel have many benefits, one of the major ones being automatic
renumbering of pages if you add or delete content in your document.
• Complete Steps A–F. Step A is shown below. Steps B–F are shown on the following pages.
When you want to repeat the same information at the bottom of each page, create a footer. You
can select a pre-designed header from those listed or create customized ones. A customized header
is separated into three sections: Left (text is left aligned), Center (text is center aligned), and Right
(text is right aligned).
• Complete Steps A–H. Step A is shown below. Steps B–H are shown on the following pages.
D Click OK.
F Click OK.
In the Header/Footer
tab of the Page Setup
dialog box, the Footer
displays the Footer page
number (1).
It is important to have the labels for the worksheet to carry over to other worksheets so that the
data makes sense.
Follow the steps below to Print To the Top Row on Each Page.
• Complete Steps A–F. Step A is shown below. Steps B–F are shown on the following pages.
The worksheet has a default Portrait (vertical) orientation. To print the worksheet horizontally,
you will select the Landscape Orientation.
• Complete Steps A–E. Step A is shown below. Steps B–E are shown on the following pages.
Click Print.
E
Portrait Landscape
Orientation Orientation
(vertical) printout. (horizontal)
printout.
Overview: To scale data, reduce or enlarge information, use the Adjust to % normal size option on
the Page Setup dialog box from the Page Setup or Print Preview commands on the File menu. Use
the Fit to pages option to compress worksheet data to fill a specific number of pages.
• Complete Steps A–E. Step A is shown below. Steps B–E are on the following pages.
50
E Click Print.
Why use Print Preview before printing my worksheet? Print Preview permits you to view the output
before you print, and the use of this feature will save ink and paper.