Microsoft ®

Excel 2002

Training Courseware
Level One

© The College of Continuing Education, May 2002

Developed by Mato Puljic
 MICROSOFT EXCEL 2002

Contents
What is a Spreadsheet? ...................................................................................................3
Workbook and Worksheet ........................................................................................................... 3

Starting Excel ............................................................................................................................... 3

The Excel Screen .............................................................................................................3

Starting a New Workbook ...............................................................................................4

Excel Help..................................................................................................................................... 5

Standard Help .............................................................................................................................. 5

What's This? ................................................................................................................................ 5

The Office Assistant .................................................................................................................... 5

Entering & Formatting Data ...........................................................................................6

Formatting Text &Values .............................................................................................................. 6

Changing Column Widths and Row Heights ............................................................................... 6

Selecting within a Worksheet....................................................................................................... 6

Entering & Formatting Numbers ..................................................................................7

Introducing Formulas ......................................................................................................8

Entering formulas ......................................................................................................................... 8

Updating a Worksheet Automatically .......................................................................................... 8

Introducing Functions ....................................................................................................8

Inserting/Deleting Rows & Columns ........................................................................................... 9

Copying Values and Formulas ..................................................................................................... 9

Linking Documents .....................................................................................................................10

Linking Worksheets ....................................................................................................................10

Creating a Spreadsheet Chart......................................................................................................11

Printing a Worksheet .................................................................................................... 12

Print & Print Preview ...................................................................................................................12

Setting & Clearing Print Areas ....................................................................................................13

More Functions ............................................................................................................. 14

Count, Counta, Countif ...............................................................................................................14

Max, Min .....................................................................................................................................14

Product (Multiplication) & Division Functions ..........................................................................14

Page 2 © College of Continuing Education

 FOR BEGINNERS
WHAT IS A SPREADSHEET?
A spreadsheet is an application specifically designed for processing of mainly numerical informa-
tion stored in rows (accross the screen) and columns (down the screen). Spreadsheets are used,
mainly, for numerical manipulations, such as business planning, accounting, budgeting, cash flows,
forecasts, graphical data presentations, but are not limited to these areas. Automatic calculations
are inherent to spreadsheets. Once a spreadsheet is well set, by feeding different values, you can
test different options and possible trends. The beauty of it is that you only need to enter correctly
figures and formulae and a spreadsheet will automatically do calculations for you.

Workbook andWorksheet

When you open Excel, you are presented with a blankworkbook which consists of three
worksheets, a grid into which you can enter figures, formulae, text and even place graphics and
multimedia objects.

Starting Excel

There are many ways to start any application within Windows. Here is one for beginners.
Click on Startð Programesð Microsoft Officeð select Microsoft Excel.

THE EXCEL SCREEN

Application control icon Close

Formula bar
Application
Spreadsheet control icon
Tool bars
Maximize
Menu bar Spreadsheet name
Name box & Minimize
Cell reference

Scroll buttons
Select All button
Active cell Column border/title Scroll arrows

Row border/title
Scroll bars

Sheet Tabs scrolling buttons Sheet tabs Drawing toolbar

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 MICROSOFT EXCEL 2002
STARTING A NEW WORKBOOK
By default Excel opens with a
standard new workbook contain-
ing three worksheets. At any time
you can add more worksheets to
your workbook, delete, rename
or move them to a different place.
Some points below to remember:
1. Workbooks can contain up to
255 worksheets. Excel gives a
name (Book1, Book2 etc) to a
workbook upon its creation.
When you come to save it, Excel will give you a chance to change its name.
2. Each worksheet consists of 256 columns and 65,536 rows. Default names for the
worksheets are Sheet1, Sheet2 etc, as denoted by the Sheet tabs at the bottom of the win-
dow. They can be renamed to more meaningful names.
3. The columns are denoted/titled by letters androwsby numbers.
4. The points where columns and rows intersect are calledcells,thus the column letter and row
number identify a cell, e.g. A1, as above.
5. A new workbook can be based on one of Excel's templates, if convenient:

a) Click File ð New ð click a template list to see options ð click on a template ð
OK.
b) If a template contains macros, it will ask you whether you want them enabled. If
you do not suspect that they contain a virus, enable them.
c) Now by following the design and instructions of the template, you can save a lot of
valuable time by modifying it and adapting it to you own needs.
d) Now close the workbook: click Fileð Close. Do not save, when prompted.

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 FOR BEGINNERS
Excel Help

All Microsoft Office applications, including Excel, include

very useful help facilities. Now we will look at three differ-
ent ways of getting help within Excel, provided that Office
Assistant is switched off:

Standard Help

1. On the pull down Menu click Help ð Microsoft Excel Help

ð Contents ð Formatting worksheets ð About worksheet formatting ð scroll
through the right window pane to view displayed help page. You canprint the topic or use
the help navigation tools to access other help topics.
2. Click on theIndex tab ð type copy ð press Enter. The first topic "Copy a file", within the
Copycategory is displayed.
3. Click theAnswer Wizard tab ð type "How do I format values in Euro currency?"The
right window pane displays the help on this topic. Close the help topic.

What's This?

When is activated, the mouse pointer changes to a pointer with a ques-

tion mark. If now you click on any button, menu item, command or an area, a help box
will appear containing information on the clicked item.
1. Press Shift F1 or choose Help ð What's This? ð choose File ð
Print Area ð Set Print Area (a help box appears!) ð click anywhere
on the screen to remove the help box.
2. Using the method above you can click on anygrayed (temporarily
unavailable) commands or options within menus to get explanation as to
why they are not active at the moment, e.g. pressShift F1 ð Window
ð click on anygrayed commands and Excel will tell you why a particu-
lar option is not available.

The Office Assistant

The Office Assistant is a little tyrant, which watches your movements and
actions and from time to time pops up, often uninvited, offering "a quicker"
or "better way" of doing a particular task. If you are stuck and it has for some
reason fallen asleep, you can do the following:

1. Press F1 or click to call it ð type How do I get rid off you? ð click Search ð click
Hide or show the Office Assistant ð read info ð close the info box.
2. Right-clickAssistant (make sure it is on the screen somwhere) ð Options ð Options tab
ð from there you can select other options ð click on Gallery tab ð use the Next and
Back buttons to view other characters available ð clickOK/Cancel to confirm/cancel
changes and exit.
3. Right-clik the Assistant icon ð select any other options (Animate, See tips, Hide Assist-
ant) ð close the Assistant.
May 2002 Page 5
 MICROSOFT EXCEL 2002
ENTERING & FORMATTING DATA
Worksheet cells can contain either numbers (Values) or text (Labels). To enter num-
bers or text in a selected cell, type it, then press either Enter,
press an arrow, click the Enter box in the formular bar or
simply click on another cell.
You can change the direction of the next entry by selecting
Tools ð Options ð Edit ð then check Move selection
after Enter and select its trend from the list box.
1. Start Excel if necessary.
2. Click on cellA1 and complete the table by entering the data as
on the right.

Formatting Text &Values

Select cellA9. Click the bold icon on the standard toolbar. In this way you can use other icons on
the Formatting toolbar to change the characteristics of worksheet entries or you can useFormat
ð Cells ð then select options from the dialogue box. This item will be dealt with later on in more
details.
Changing Column Widths and Row Heights
Try all of the following methods:
1. Move the mouse pointer exactly to the boundary between
the headings of columnsA and B, as shown on the right.
When the pointer becomes the double-headed arrow, drag
the column boundary to the right.
2. Click on cellA2. SelectFormat ð Column ð AutoFit Selection. The width of the column
is made equal to the width of the selected label (text string).
3. Click anywhere within the columnA. SelectFormat ð Column ð Width ð enter a new
value in the box ð pressEnter.
4. Move the mouse pointer to the position as shown above and double-click left mouse button.
The width of the column will adjust automatically to the widest label (text string) in the column.
In exactly the same way row heights can be changed.

Selecting within a Worksheet

1. To select an entire column/row,click the heading of acolumn/row or select a cell within a
column/row and pressCtrl+Spacebar/Shift+Spacebar.
2. To select a contiguous range of cells, press left mouse and drag to select it.
3. To select nonadjacent cells and/or ranges, keep pressed the Ctrl key while making
multiple selections byclicking anddragingthe mouse pointer.
4. By using the Ctrl and Shift keys in combination with mouse clicks, arrows on the key-
board, PageUp and PageDown, Home and End keys, you can make various selections.
5. To select an entire worksheet click on theSelect All Button or click anywhere
on the worksheet and pressCtrl+A.

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 FOR BEGINNERS
ENTERING & FORMATTING NUMBERS

1. Enter number values as shown by the table on the

right.
2. To format numbers as poundsdo the following:
a) Right-click the column B heading to select the
whole column.
b) When the shortcut menu appears, selectFormat
Cells.
c) Select theNumber
tab, then in theCat-
egory list select the
Currency option.
d) In the Decimal
places box select 2
decimal points
e) In the Symbol box
select the £ symbol
and the fourth op-
tion underNegative
numbers.
f) Click OK to apply
formatting.

3. You can create acustom

number format by edit-
ing an existing or simply
by typing a format of your
own design in the Number
Category of theFormat
Cells dialogue box. Thus to for-
mat values in theEuro currency
do the following:
a) Follow the procedure as
above and under the
Number Category select
Custom.
b) Under Type select an ex-
isting Currency format
and change its£ prefix into
Euro symbol by selecting
the pound symbol and pressAltGr+E or Alt+0128 on the keyboard. Windows 98 will
support this, but Windws 95 may need an upgrade patch. Also old keyboards may not
support it. Sample shown above.

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 MICROSOFT EXCEL 2002
INTRODUCING FORMULAS
Formulas automatically calculate results from data and if the data are changed, Excel will
recalculate results adherering to normal mathematical rules.
The following operators are used:
* multiplication = equal to
/ division < less than
+ addition > greater than
- subtraction <= less than or equal to
% percent >= greater than or equal to
& concatenation <> not equal to

By default a formula is initiated by an equal sign (=). While a formula is being entered, it
will be displayed in the Formula Bar.
To calculate the Operating Income, in our case, we will need a formula which will add-up
expenses and subtract revenues.
Entering formulas
Formular Bar
1. Click on cellB5 and type=b1+b2+b3.
2. Press Enter or click theEnter box.
3. Click onB9 and write a formula to calculate
Operating Income, then press Enter key.
4. Click File ðSave As ðtype Operating ðOK.
Updating a Worksheet Automatically

1. Click cell B2 ð type 95500 and press Enter.

3. The total in cellB5 automatically adjusts to
£374.500.

INTRODUCING FUNCTIONS
To increase the efficiency and speed the process up, we should use the Excel's built-in
functions, e.g. we can replace our expenses formula with the SUM function.
1. Right click on cellB5 ð from the shortcut menu selectClear Contents.
2. On the Standard toolbar click the AutoSum function icon .
4. To correct the range referenceleft-press on the cellB1 and drag down to cellB3 ð click or press
Enter.
To achieve the same results you can choose Insert on the Main Menu to insert any
available function into your spreadsheet. This method we will try later.
5. Make a copy of the file by saving it with a different name: clickFile ð Save As ð type
Operating 2 ð click Save.

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 FOR BEGINNERS
Inserting/Deleting Rows & Columns
1. Right-click therow 1 header ð Insert.
Excel inserts a new row above the selected one.
Excel will insert as many rows or columns as your
selection contains prior to your insert command and
automatically adjusts all cells, names and formulas.
2. As the inserted row is still selected just press Enter to
make cellB1 activeð type2002 Fore-
cast ð press Enter, ð type 2002
Actual ð press Enter.
3. Select the cell range B1:C1 and click
thebold icon on the Formatting toolbar.
4. To widen both columns at once in order
to accomodate the titles, select entire
columns B and C, then double-click
the header margin between columns
C and D.
5. Click anywere on the screen to cancell
the present selection.
Tip: In similar way you can insert
columns or delete rows and col-
umns.

Copying Values and Formulas

Now we will copy formulas and
numbers from column B into
column C.
1. Select the cell rangeB2:C10.
2. Choose Edit ð Fill ð Right or
pressCtrl+R.

(You can also peform the same

operation by using:
a) The Copy command in the
Edit menu
b) The Copy command from the
Shortcut menu
c) The "Ctrl-drag" action
d) The keyboard shortcuts:
Ctr+C andCtrl+V.
e) The cell/rangeFill handle.

May 2002 Page 9

 MICROSOFT EXCEL 2002

Linking Documents
Documents are linked through a formula reference in one (the container) to another
(source) document. Thus one worksheet could contain the results from several related
documents. The source document must be
saved before being linked.
1. Open the 2002 actual.xls workbook and
copy the rangeB2:B10.
2. Change toOperating 2 workbook (click
Window ð Operating 2).
3. Right-click onC2 and selectPaste Special
ð Paste Link.
4. Click on C5, then press and hold Ctrl key
while clickingC7 and thenC9.
5. Press Delete key(or right-click on any of
these selected cells and chooseClear Con-
tents form the shortcut menu).
6. Click onWindow ð Arrange ð Vertical ð OK.
7. Click B3 on 2002 actual workbook and change value to 60 000 and press Enter. (Note the
automatic update in theoperating2.xlsworksheet).
8. Save the workbook.

Linking Worksheets
1. Make sure you within theOperating 2workbook.
2. Double-click Sheet1 ð type Budget ð double-
click Sheet2 ð type Extract ð press Enter.
3. Click on A1 on the Extract worksheet ð type =.
4. Click on Badget sheet tab ð click on A6 ð
Enter.
5. Place the pointer over the fill handle at the
bottom right hand corner of the cellA1, then
press and drag to C1.
6. Select the rangeA1:C1 and drag the fill handle
down to C5.
7. Click on the Row 2 header ð press and hold
Ctrlkey while clicking theRow 4 header.
8. Right click anywhere on the selection and select
Deletefrom the shortcut menu.
9. Insert a row at the top of the worksheet and link
the BudgetB & C column titles to the columns
B and C in the Extract sheet.
10. Adjust width of all columns and format columnsB andC in currency integer format.
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 FOR BEGINNERS
Creating a Spreadsheet Chart
1. Open Operating 2.xls, if not
open already, and on theBudget Admirabilis Ltd
worksheet select the range
£300,000
A1:C4.
£250,000
2. Click the Chart Wizard on £200,000
the Standard toolbar and select £150,000
2002 Forecas t

the Column Chart type. 2002 Ac tual

£100,000
3. Click Next and Next again. £50, 000

£0
4. TypeAdmirabilis Ltd into the
Salary Inv entory Ov erhead
Chart title box andExpenses into
the Category (X) axis box. Ex pe nses

5. Click Next ð As object in ð

Finish.
Admirabilis Ltd - Balance Sheet
6. Format all labels on the chart,
except the title and X axis, as
£1,200,000
Arial Narrow, 8 pt.
£1,000,000
7. Place the chart underneath the
£800,000
source table. Resize it if neces- 2002 Forecast
£600,000
sary. 2002 Actual
£400,000
8. Switch to theExtract worksheet. £200,000

9. Create an appropriate and £0

similarchart using as a source all Total Rev enues Operating

Expenses Income
its data.
10. Apply to it the same formattings
as per previous chart.
11. You are asked to add Other Admirabilis Ltd
expense just belowOverheadin
your spreadsheet. Its forecast £300,000
value is £25000 (add to the £250,000
Budget sheet inOperating 2 £200,000
workbook) and its actual value is £150,000
2002 Forecast

£45000 (add to 2002 actual £100,000

2002 Actual

workbook). £50,000
12. In Operating 2 click on C4 and £0
use the cell's fill handle to copy the Salary Inv entory Ov erhead Other
formula intoC5. Expenses
13. In the Budget sheet, select the
rangeA5:C5. Right-click on the selection and chooseCopy.
14. Right-click on the chart area and select Paste. Press Esc key and click anywhere on the
spreadsheet.
15. SelectA6:C6 ð apply single line above and double line below the selectionð fill the selec-
tion background with a colour of your choice.

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 MICROSOFT EXCEL 2002
PRINTING A WORKSHEET
Large worksheet need to be prepared and formatted for printing. It is always wise to
preview the worksheet before printing to avoid any disappointments and paper waste.
Print & Print Preview
1. Make sure the workbookOperating 2 is open. Make theBudget sheet active, by clicking
on it.
2. Below the chart type your name and click Print icon on the Standard toolbar or selectFile ð
Print ð OK.
3. Click the Print preview icon or SelectFile ð Print Preview.
4. Click on page either to zoom in (to view part of a page) or zoom out (to view the whole
page)
5. Click on theSetup button
ð click on Page tab.
Examine options and do
not make any changes.
6. Click on the Margins tab ð
select ‘Center on page
Horizontally’.
7. Click on the Sheet tab and
select ‘PrintGridlines and
Row and column head-
ings’.
8. Click on theHeader/Footer
tab ð click on Custom
Header ð then click on the
Centre Section and type
Budget Summary.
9. Select the title you have just
typedð clickA symbol
aboveð select the font
Broadway, regular, size 18
ð click OK ð again OK ð
then click Custom Footer.
10. Click into the Left section
and type your Name ð click
into the Centre section and
click thedateicon ð click
into the Right section and
clickPageicon.
11. ClickOK and OK again.
12. Click thePrinttab ð under
Printer Name make sure that

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 FOR BEGINNERS

the right
printer is
selected.
11. Make any
other appropri-
ate selections,
if you wish,
and click OK.
12. Switch to the
Extract
worksheet and
make similar
printout.
13. Explore the
Print dialogue
box and all its
options.

Printing Graphs

1. Make the Budget sheet active again and click once on the graph area to select it.

2. Click on the Print preview button . Excel displays a graph on its own occupying the
whole page.

3. Click on the page to zoom in and view a graph in detail and click again to zoom out and
view the whole page.

4. Click on the Setup tab to add your name and today's date to the graph in the footer
area.

5. Print the graph.

6. In similar way prepare the chart on theExtract sheet for printing and print it with your per-
sonal details and today's date.

Setting & Clearing Print Areas

In addition to the standard way of printing you can set either temporary or permanent
print areas within your spreadsheets.
1. To set a temporary Print Area, select a part of a worksheet and click File ð Print ð
Selection ð OK.
2. To set a permanent Print Area, select a range and click File ð Print Area ð Set Print
Area.
This selection prints every time you go to print.
3. To remove set print area or create a new one, you will have to remove the existing one:File
ð Print Area ð Clear Print Area.
4. Implement both features by practising on an open worksheet, then close all without saving.
May 2002 Page 13
 MICROSOFT EXCEL 2002
MORE FUNCTIONS
Count, Counta, Countif
1. Open the funcs worksheet ð click on the first
sheet tab if not activeð click on B20.
2. Click on the down arrow next to Sigma symbol
and selectCount.
3. Select the rangeB3:B18and clickOK. The result
will bezero, as the can count function counts only
numbers.
4. Click on the cellC21,
follow the procedure
above and selectMore
Functions... option.
5. Make selections as shown
on the right and clickOK.
3. In the Function Argu-
ments dialog box click on
the first red arrow to
colapse the box and select
the rangeB3:B18.
2. Left-drag to select the
rangeB3:B18 and click
OK. The result should be
16.
6. ClickB22 and for theCountif
function follow the same procedure
as above except for the condition in
Criteria box click a cell containing Avance Logic ð OK. The result will be 2.

Max, Min
1. Click on the “Max, Min, Average” sheet tab in the same worksheet.
2. Calculatesum-total, maximum, minimumand avaragesale figures for January, February
and March, following the learned procedures above.

Product (Multiplication) & Division Functions

1. Click onthe “Product & Division”sheet tab ð calculateTotals, then using the column
Totals work out theAmount column.
2. CalculateMonthly Totals.
3. Work out the averages per month by using thedivision operand instead of using the average
function. Add your personal details to all worksheets and print them.
5. Close both the spreadsheet and the application.
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