Microsoft Excel Lecture

1st Sem/SY0910

Lesson 1 Identifying basic parts of the Excel window

At the end of this lesson, students should be able to: 1) Identify the parts of the Excel window 2) Understand the differences between a Workbook and a Worksheet 3) Understand a cell and its importance to Excel 4) Move around a workbook

The Excel Window Many items you see on the Excel 2003 screen are standard in most other Microsoft software programs like Word, PowerPoint and previous versions of Excel. Some elements are specific to this version of Excel.

Workbook Also called a spreadsheet, the Workbook is a unique file created by Excel.

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Title bar The Title bar displays both the name of the application and the name of the spreadsheet. Menu bar The Menu bar displays all the menus available for use in Excel 2003. The contents of any menu can be displayed by clicking on the menu name with the left mouse button. Toolbar Some commands in the menus have pictures or icons associated with them. These pictures may also appear as shortcuts in the Toolbar.

Column Headings Each Excel spreadsheet contains 256 columns (A IV). Each column is named by a letter or combination of letters. Row Headings

Each spreadsheet contains 65,536 rows. Each row is named by a number. Name Box Shows the address of the current selection or active cell.
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Formula Bar Displays information entered-or being entered as you type-in the current or active cell. The contents of a cell can also be edited in the Formula bar. Cell

A cell is an intersection of a column and row. Each cell has a unique cell address. In the picture above, the cell address of the selected cell is B3. The heavy border around the selected cell is called the cell pointer. Navigation Buttons and Sheet Tabs Navigation buttons allow you to move to another worksheet in an Excel workbook. Used to display the first, previous, next or last worksheets in the workbook. Sheet tabs separate a workbook into specific worksheets. A Workbook defaults to three worksheets. A Workbook must contain at least one worksheet. Workbooks and Worksheets A Workbook automatically shows in the workspace when you open Microsoft Excel 2003. Each workbook contains three worksheets. A worksheet is a grid of cells, consisting of 65,536 rows by 256 columns. Spreadsheet information text, numbers or mathematical formulas is entered in the different cells.
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Column headings are referenced by alphabetic characters in the gray boxes that run across the Excel screen, beginning with the Column A and ending with Column IV. Rows are referenced by numbers that appear on the left and then run down the Excel screen. The first row is named Row 1 and the last row is named 65536. Important Terms A workbook is made up of three worksheets. The worksheets are labeled Sheet1, Sheet2, and Sheet3. Each Excel worksheet is made up of columns and rows. In order to access a worksheet, click on the tab that says Sheet#.
The Cell

An Excel worksheet is made up of columns and rows. Where these columns and rows intersect, they form little boxes called cells. The active cell, or the cell that can be acted upon, reveals a dark border. All other cells reveal a light gray border. Each cell has a name. Its name is comprised of two parts: the column letter and the row number.

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In the following picture the cell C3, formed by the intersection of column C and row 3, contains the dark border. It is the active cell.

Important Terms Each cell has a unique cell address composed of a cell's column and row. The active cell is the cell that receives the data or command you give it. A darkened border, called the cell pointer, identifies it. Moving around the worksheet You can move around the spreadsheet in several different ways. To Move the Cell Pointer: To activate any cell, point to a cell with the mouse and click. To move the pointer one cell to the left, right, up, or down, use the keyboard arrow keys.
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To Scroll Through the worksheet: The vertical scroll bar located along the right edge of the screen is used to move up or down the spreadsheet. The horizontal scroll bar located at the bottom of the screen is used to move left or right across the spreadsheet.

The PageUp and PageDown keys on the keyboard are used to move the cursor up or down one screen at a time. Other keys that move the active cell are Home, which moves to the first column on the current row, and Ctrl+Home, which moves the cursor to the top left corner of the spreadsheet or cell A1. To Move between worksheets As mentioned, each Workbook defaults to three worksheets. These worksheets are represented by tabs-named Sheet1, Sheet2 and Sheet3that appear at the bottom of the Excel window.

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To Move from one worksheet to another worksheet: Click on the sheet tab (Sheet1, Sheet2 or Sheet 3) that you want to display

Lesson 2 Create, open and save workbooks

At the end of this lesson, students should be able to: 1) State the differences between New, Open, Close Save and Save As 2) Create a workbook 3) Save a workbook 4) Open a workbook 5) Close a workbook

Understanding File Terms The File menu contains all the operations that we will discuss in this lesson:

New, Open, Close, Save and Save As. New Used to create a new Workbook. Open Used to open an existing file from a floppy disk or hard drive of your computer. Close Used to close a spreadsheet.
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Save As Used when to save a new file for the first time or save an existing file with a different name. Save Used to save a file that has had changes made to it. If you close the workbook without saving then any changes made will be lost. Creating a workbook A blank workbook is displayed when Microsoft Excel is first opened. You can type information or design a layout directly in this blank workbook. To Create an Excel Workbook: Choose File New from the menu bar.

The New Workbook task pane opens on the right side of the screen.

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Choose Blank Workbook under the New category heading. A blank workbook opens in the Excel window. The New Workbook task pane is closed. Saving a workbook Every workbook created in Excel must be saved and assigned a name to distinguish it from other workbooks. The first time you save a workbook, Excel will prompt you to assign a name through the Save As operation. Once assigned a name, any additional changes made to the text, numbers or formulas need to be saved using the Save operation. To Save a new Workbook: Choose File Save As from the menu bar.

The Save As Dialog Box appears. Click on the Save In: dropdown menu and locate where the file will be saved. Choose 3 1/2 Floppy (A:) to save the file to a floppy disk or Local Disk (C:) to save the file to your computer. Type a name for your file in the File Name: box.

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Click the Save button.

To Save Changes Made to an Existing Workbook: Choose File Save from the menu bar, or Click the Save button on the Standard toolbar.

If you're saving the file for the first time and you do not choose a file name, Microsoft Excel will assign a file name for you. It is a good idea to Save frequently when working in a spreadsheet. Losing information is never fun! You can quickly save your spreadsheet by using the quick-key combination Ctrl + S. Opening a workbook You can open any workbook that has previously been saved and given a name.

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To Open an Existing Excel 2003 Workbook: Choose File Open from the menu bar.

The Open dialog box opens.

In the Look in list, click the drive, folder, or Internet location that contains the file you want to open. In the folder list, open the folder that contains the file. Once the file is displayed, click on the file you want to open. Click the Open button.

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Closing a Workbook To close an existing Excel 2003 Workbook: Choose File Close from the menu bar. The workbook in the Excel window is closed.

Excel 2003 will prompt you to save information if any has been typed between the last save and the time you close the file.

Lesson 3 Enter, edit and delete data

At the end of this lesson, students should be able to: 1) Enter text in a cell 2) Edit information in a cell 3) Delete information in a cell 4) Select multiple cells

Entering Text in a Cell

You can enter three types of data in a cell: text, numbers, and formulas. Text is any entry that is not a number or formula. Numbers are values used when making calculations. Formulas are mathematical calculations.
To Enter Data into a Cell:

Click the cell where you want to type information. Type the data. An insertion point appears in the cell as the data is typed. The data can be typed in either the cell or the Formula bar.

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Data being typed appears in the both active cell and in the formula bar.

Notice

the

Cancel

and

Enter

buttons

in

the

formula

bar.

Click the Enter button buttons.

to end the entry and turn off the formula bar

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Excel's AutoComplete feature keeps track of previously-entered text. If the first few characters you type in a cell match an existing entry in that column, Microsoft Excel fills in the remaining characters for you.

Lesson 4 Moving, Copying and Deleting Cell Contents

At the end of this lesson, students should be able to:
1) 2) 3)

Copy and paste cell contents Cut and paste cell contents Move cell contents using drag-and-drop

Cut, copy, paste defined Cut, Copy and Paste are very useful operations in Excel. You can quickly copy and/or cut information in cells (text, numbers or formulas) and paste them into other cells. These operations save you a lot of time from having to type and retype the same information. The Cut, Copy and Paste buttons are located on the Standard toolbar.

The Cut, Copy and Paste operations also appear as choices in the Edit menu:

The Cut, Copy and Paste operations can also be performed through shortcut keys: Cut Ctrl+X
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Copy Paste

Ctrl+C Ctrl+V

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Copy and Paste Cell Contents The Copy feature allows you to copy selected information from the spreadsheet and temporarily place it on the Clipboard, which is a temporary storage file in your computer's memory. The Paste feature allows you to select any of the collected items on the Clipboard and paste it in a cell of the same or different spreadsheet. To Copy and Paste: Select a cell or cells to be duplicated. Click on the Copy button on the standard toolbar. The border of the copied cell(s) takes on the appearance of marching ants.

Click on the cell where you want to place the duplicated information. The cell will be highlighted. If you are copying contents into more than one cell, click the first cell where you want to place the duplicated information.

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Press the Enter key. Your information is copied to the new location.

Be careful if you paste copied cell information into cells that already contain data. If you do, the existing data is overwritten. You can copy information from many different sources including Web sites, emails or other Office applications like Word and PowerPoint and paste it into an Excel spreadsheet. Cut and Paste Cell Contents The Cut feature allows you to remove information from cells in the spreadsheet. Information that is cut can be pasted in another cell, as long as the pasting occurs before you perform another operation. If you don't paste the cut information immediately, it is removed from the Office clipboard. To Cut and Paste: Select a cell or cells to be cut. Click on the Cut button on the Standard toolbar. The information in the cell is deleted. The border of the cut cell(s) take on the appearance of marching ants. Click on the cell where you want to place the duplicated information. The cell will be highlighted. If you want to paste the contents into more than one cell, click the first cell where you want to place the duplicated information.
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Press the Enter key. Your information is pasted to the new location. You do not have to paste information that has been cut. You can use Cut to delete information from a cell.

Moving Information Using Drag-and-Drop Another way to move information from one cell to another is to use the drag-and-drop method. You use the cursor to point to the information to be moved and then drag the cell to its new location. To Use Drag and Drop: Highlight and select the cell(s) you want to move to a new location. Position the mouse pointer near one of the outside edges of the selected cell(s). The mouse pointer changes from a large, white cross and becomes a slender, black cross with arrows at all ends.

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Keep the mouse pointer on the outer edge of the selected cell, click and hold the left mouse button and drag the cell(s) to a new location. Release the mouse button to move the information to its new location.

Lesson 5 Creating Simple Formulas

At the end of this lesson, students should be able to: 1) Understand the parts of an Excel formula 2) Create a simple addition formula 3) Create a simple subtraction formula using the Point-and-Click Method 4) Create simple multiplication formulas 5) Create simple division formulas About Formulas In school, you learned formulas used to calculate math problems. Microsoft Excel uses these same formulas to perform calculations in a spreadsheet. A formula can be a combination of values (numbers or cell references) and math operators (+, -, /, *, =) into an algebraic expression. Excel requires every formula to begin with an equal sign (=). The following table illustrates the mathematical operators learned in school and those represented in Excel 2003. School Excel 2003 Addition + + Subtraction Multiplication X * Division / / Equals = =
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The result of a formula the answer to 2+3, for example-displays in the cell on the Excel worksheet. The formula is visible only in the formula bar. A formula's result will change as different numbers are entered into the cells included in the formula's definition.

Creating a Simple Addition Formula A simple formula in Excel contains one mathematical operation only: one number plus a second number equals a third number. Writing a simple formula is really no more difficult than that: 1+1. The only difference in Excel is that all formulas must begin with the equal sign (=). It is not enough to type 1+1 in Excel because what will appear in the cell is "1+1." You must begin the equation with an equal sign, or =1+1. This holds true for any formula, simple or complicated, that adds, subtracts, multiplies or divides. Let's add two numbers to create a third, 128+345=473. In Excel, this would be expressed by the formula, =128+345, as shown below.

To Create a Simple Formula that Adds Two Numbers: Click the cell where the formula will be defined. Type the equal sign (=) to let Excel know a formula is being defined. Type the first number to be added (128, for example) Type the addition sign (+) to let Excel know that an add operation is to be performed. Type the second number to be added (345, for example Press Enter or click the Enter button on the Formula bar to complete the formula.

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Creating a Simple Addition Formula (continued) But what if a column contains many numbers, each of which regularly changes? You don't want to write a new formula each time a number is changed. Luckily, Excel 2003 lets you include cell references in formulas. A formula can add the value of two cells-B2 and B3, for example. Type any two values in these two cells and the formula will adjust the answer accordingly. Using this method to calculate two numbers-128 and 345, for examplerequires that you type 128 in cell B2, for example, and 345 in cell B3. The Excel formula, =B2+B3, would then be defined in cell B4.

To Create a Simple Formula that Adds the Contents of Two Cells: Type the numbers you want to calculate in separate cells (for example, type 128 in cell B2 and 345 in cell B3). Click the cell where the answer will appear (B4, for example). Type the equal sign (=) to let Excel know a formula is being defined. Type the cell number that contains the first number to be added (B2, for example). Type the addition sign (+) to let Excel know that an add operation is to be performed.
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Type the cell number that contains the first number to be added (B3, for example). Press Enter or click the Enter button on the Formula bar to complete the formula.

Creating a Simple Subtraction Formula Using the Point-and-Click Method Formulas can be created by using either numbers or cell references in the definition. You can also use the mouse to select the cells to be used in the formula instead of typing the cell number or cell reference. Using this method, we are going to write a simple formula that subtracts one cell from another: =B3-B2.

To Create a Simple Formula using the Point and Click Method: Type the numbers you want to calculate in separate cells (for example, type 128 in cell B2 and 345 in cell B3). Click the cell where the answer will appear (B4, for example). Type the equal sign (=) to let Excel know a formula is being defined. Click on the first cell to be included in the formula (B3, for example). Type the subtraction sign (-) to let Excel know that a subtraction operation is to be performed. Click on the next cell in the formula (B2, for example). If you include multiple cells in the formula, repeat steps 4 and 5 until the entire formula is entered. Press Enter or click the Enter button on the Formula bar to complete the formula.

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Creating Simple Multiplication Formulas Creating multiplication formulas is very similar to addition and subtraction formulas. To multiply two cells the formula, B2 and B3, you would need to insert a multiplication operator * between them, =B2*B3.

To Create a Simple Formula that Multiplies the Contents of Two Cells: Type the numbers you want to calculate in separate cells (for example, type 128 in cell B2 and 345 in cell B3). Click the cell where the answer will appear (B4, for example). Type = Click on the first cell to be included in the formula (B2, for example). Type a mathematical operator (Ex: the multiplication symbol *). The operator displays in the cell and Formula bar. Click on the next cell in the formula (B3, for example). If you include multiple cells in the formula, repeat steps 4 and 5 until the entire formula is entered. Press Enter or click the Enter button on the Formula bar to complete the formula. Creating Simple Division Formulas Creating division formulas is very similar to the addition, subtraction and multiplication formulas. To divide the contents of cell B2 by cell B3, you would need to insert a division operator / between them, =B2/B3.

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To Create a Simple Formula that Divides One Cell by Another:

Type the numbers you want to calculate in separate cells (for example, type 128 in cell B2 and 345 in cell B3). Click the cell where the answer will appear (B4, for example). Type the equal sign (=) to let Excel know a formula is being defined. Click on the first cell to be included in the formula (B2, for example). Type a mathematical operator (Ex: the division symbol /). The operator displays in the cell and Formula bar. Click on the next cell in the formula (B3, for example). If you include multiple cells in the formula, repeat steps 4 and 5 until the entire formula is entered. Very Important: Press Enter or click the Enter button on the Formula bar. This step ends the formula.

Lesson 6 - Creating Complex Formulas

At the end of this lesson, students should be able to: 1) Create complex formulas 2) Fill a formula to another cell 3) Copy and paste a formula to another cell 4) Revise a formula 5) Create an absolute reference Complex Formulas Defined Simple formulas have one mathematical operation. Complex formulas involve more than one mathematical operation. The order of mathematical operations is very important. If you enter a formula that contains several operations--like adding, subtracting and dividing--Excel 2003 knows to work those operations in a specific order.
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The order of operations is: 1. Operations enclosed in parenthesis 2. Exponential calculations (to the power of) 3. Multiplication and division, whichever comes first 4. Addition and subtraction, whichever comes first Using this order, let us see how the formula 120/(8-5)*4-2 is calculated in the following picture:

Let's take a look at another example: 2*(6-4) =? Is the answer 8 or 4? Well, if you ignored the parentheses and calculated in the order in which the numbers appear, 2*6-4, you'd get the wrong answer, 8. You must follow the order of operations to get the correct answer. To Calculate the Correct Answer: Calculate the operation in parenthesis (6-4), where the answer is 2. Multiply the answer obtained in step #1, which is 2, to the numeric 2* that opened the equation. In other words, multiply 2*2. The answer is 4.

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When using formulas with cell references, the results change each time the numbers are edited. Remember: In Excel, never do math "in your head" and type the answer in a cell where you would expect to have a formula calculate the answer. Complex Formulas Defined (continued) Before moving on, let's explore some more formulas to make sure you understand the order of operations by which Excel calculates the answer. 5*3/2 Multiply 5*3 before performing the division operation because the multiplication sign comes before the division sign. The answer is 7.5. Divide 5/3 before performing the multiplication operation because the division sign comes before the multiplication sign. The answer is 3.333333. Perform the operation in parentheses (3*2) first and divide 5 by this result. The answer is 0.833333. Add 5+3 before performing the subtraction operation because the addition sign comes before the subtraction sign. The answer is 6. Subtract 5-2 before performing the addition operation because the subtaction sign comes before the addition sign. The answer is 6. Multiply 2*3 before performing the subtraction operation because the multiplication sign is of a higher order than the subtraction sign. The answer is -1. Perform the operation in parenthesis (5-2) first and then multiply by 3. The answer is 9.

5/3*2 5/(3*2) 5+3-2 5-2+3 5-2*3 (5-2)*3

Creating Complex Formulas Excel 2003 automatically follows a standard order of operations in a complex formula. If you want a certain portion of the formula to be calculated first, put it in parentheses. If we wanted to add the contents of cell B2 and cell B3, for example, and then take that answer and multiply it by the data in cell A4, then we would need to define the following formula: =(B2+B3)*A4.

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Enter the numbers you want to calculate. Click the cell where you want the formula result to appear. Type the equal sign (=) to let Excel know a formula is being defined. Type an open parenthesis, or ( Click on the first cell to be included in the formula (cell B2, for example). Type the addition sign (+) to let Excel know that an add operation is to be performed. Click on the second cell in the formula. The reference B3 displays where you want your result. End the B2+B3 operation by adding the close parenthesis, or ) Type the next mathematical operator, or the multiplication symbol (*) to let Excel know that an multiply operation is to be performed. Click on the third cell to be included in the formula, cell A4. Very Important: Press Enter or click the Enter button on the Formula bar. This step ends the formula.

Try changing one of the values in the formula and watch the answer to the formula change. Filling Formulas to Other Cells Sometimes, you will write a formula that gets used a lot in different places of a worksheet. For example, a spreadsheet may contain several columns of numbers. Each column will contain a formula that adds all the numbers in it. You could write the formula several times, once in each column. Or you could copy-and-paste it into each column. The fill formula method allows you to copy a formula and fill it into many different consecutive cells at the same time.

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The mouse pointer changes to a black crosshair when passed over the fill handle, or the square box in the lower right corner of the cell.

To Use the Fill Handle to Copy a Formula to a Surrounding Cell: Click on the cell that contains the formula to be copied. Position the mouse pointer over the fill handle. Click and hold the left mouse button, and then drag the contents to the cell that's to receive the fill formula. Release the mouse button. Select the Copy Cells option in the fill formula drop-down menu.

The cell references in a formula are automatically updated when the formula is copied to other cells in the spreadsheet. You can also use copy and paste to copy a formula to other cells. Click next to learn more about the copy and paste method.
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Copy and Paste Formulas The process to copy and paste a formula is identical to that process used to copy and paste text. To Copy and Paste a Formula: Select the cell that contains the formula to be copied. Click the Copy button. Marching "ants" appear around the copied cell(s).

Select the cell where the copied formula is to be pasted. Press the Enter key. The formula is copied to the new location.

Revising Formulas You can revise any formula that was previously written in a worksheet. To Revise a Formula using the Keyboard: Double-click the cell that contains the formula you want to revise. The cursor can now move left and right between the values in the formula in cell B5. Make the necessary changes to the formula. Press the Enter key or click the Enter button to accept the new formula.

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Creating an Absolute Reference In earlier lessons we saw how cell references in formulas automatically adjust to new locations when the formula is pasted into different cells. Sometimes, when you copy and paste a formula, you don't want one or more cell references to change. Absolute reference solves this problem. Absolute cell references in a formula always refer to the same cell or cell range in a formula. If a formula is copied to a different location, the absolute reference remains the same. An absolute reference is designated in the formula by the addition of a dollar sign ($). It can precede the column reference or the row reference, or both. Examples of absolute referencing include: $A$2 The column and the row do not change when copied. A$2 The row does not change when copied. $A2 The column does not change when copied. To Create an Absolute Reference: Enter the numbers you want to calculate (e,g., 34,567 in cell B2 and 1,234 in cell B3). Then, create a simple formula (=B2+B3).

To create an absolute reference in the formula just created, insert a $ value before the B (column reference) and 2 (row reference) in the reference to B2 so the new formula reads, (=$B$2+B3)

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Copy and Paste the formula to another adjacent cell. The formula now includes an absolute reference to B2, (=$B$2+D3).

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Lesson 7 - Using functions

At the end of this lesson, students should be able to: 1) Understand definition of a function 2) Use Excel 2003 functions in calculations 3) Access Excel 2003 functions 4) Find the sum of a range of data Using Functions A function is a pre-defined formula that helps perform common mathematical functions. Functions save you the time of writing lengthy formulas. You could use an Excel function called Average, for example, to quickly find the average of range of numbers. Or you could use the Sum function to find the sum of a cell range. Excel 2003 contains many different functions. Each function has a specific order, called syntax, which must be strictly followed for the function to work correctly. Syntax Order: 1. All functions begin with the = sign. 2. After the = sign define the function name (e.g., Sum). 3. One or more arguments-numbers, text or cell references-enclosed by parentheses. If there is more than one argument, separate each by a comma. An example of a function with one argument that adds a range of cells, B3 through B10:

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An example of a function with more than one argument that calculates the average of numbers in a range of cells, B3 through B10, and C3 through C10:

Excel literally has hundreds of different functions to assist with your calculations. Building formulas can be difficult and time-consuming. Excel's functions can save you a lot of time and headaches. Excel's Different Functions There are many different functions in Excel 2003. Some of the more common functions include: Statistical Functions: SUM - summation adds a range of cells together. AVERAGE - average calculates the average of a range of cells. COUNT - counts the number of chosen data in a range of cells. MAX - identifies the largest number in a range of cells. MIN - identifies the smallest number in a range of cells. Financial Functions: Interest Rates Loan Payments Depreciation Amounts Date and Time functions: DATE - Converts a serial number to a day of the month Day of Week DAYS360 - Calculates the number of days between two dates based on a 360-day year TIME - Returns the serial number of a particular time HOUR - Converts a serial number to an hour MINUTE - Converts a serial number to a minute TODAY - Returns the serial number of today's date MONTH - Converts a serial number to a month YEAR - Converts a serial number to a year
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Finding the Sum of a Range of Data The AutoSum function allows you to create a formula that includes a cell range-many cells in a column, for example, or many cells in a row.

To Calculate the AutoSum of a Range of Data: Type the numbers to be included in the formula in separate cells of column B (Ex: type 128 in cell B2, 345 in cell B3, 243 in cell B4, 97 in cell B5 and 187 cell B6). Click on the first cell (B2) to be included in the formula. Using the point-click-drag method, drag the mouse to define a cell range from cell B2 through cell B6. On the Standard toolbar, click the Sum button. The sum of the numbers is added to cell B7, or the cell immediately beneath the defined range of numbers. Notice the formula, =SUM(B2:B6), has been defined to cell B7.

Finding the Average of a Range of Numbers The Average function calculates the average of a range of numbers. The Average function can be selected from the AutoSum drop-down menu.
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To Calculate the Average of a Range of Data: Type the numbers to be included in the formula in separate cells of column B (Ex: type 128 in cell B2, 345 in cell B3, 243 in cell B4, 97 in cell B5 and 187 cell B6). Click on the first cell (B2) to be included in the formula. Using the point-click-drag method, drag the mouse to define a cell range from cell B2 through cell B6. On the Standard toolbar, click on the drop-down part of the AutoSum button. Select the Average function from the drop-down Functions list.

The average of the numbers is added to cell B7, or the cell immediately beneath the defined range of numbers. Notice the formula, =AVERAGE(B2:B6), has
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been

defined

to

cell

B7.

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Accessing Excel 2003 Functions To Access Other Functions in Excel: Using the point-click-drag method, select a cell range to be included in the formula.

On the Standard toolbar, click on the drop-down part of the AutoSum button. If you don't see the function you want to use (Sum, Average, Count, Max, Min), display additional functions by selecting More Functions.

The Insert Function dialog box opens. There are three ways to locate a function in the Insert Function dialog box:

You can type a question in the Search for a function box and click GO, or You can scroll through the alphabetical list of functions in the Select a function field, or You can select a function category in the Select a category drop-down list and review the corresponding function names in the Select a function field. Select the function you want to use and then click the OK button.

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Lesson 8 Text and Cell Alignments

At the end of this lesson, learners should be able to: 1) Change horizontal cell alignment 2) Change vertical cell alignment 3) Change text control 4) Change text orientation Using the Standard Toolbar to Align Text and Numbers in Cells You've probably noticed by now that Excel 2003 left-aligns text (labels) and right-aligns numbers (values). This makes data easier to read.

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You do not have to leave the defaults. Text and numbers can be defined as left-aligned, right-aligned or centered in Excel 2003. The picture below shows the difference between these alignment types when applied to labels. Text and numbers may be aligned using the left-align, center and right-align buttons of the Formatting toolbar:

To Align Text or Numbers in a Cell: Select a cell or range of cells Click on either the Left-Align, Center or Right-Align buttons in the standard toolbar. The text or numbers in the cell(s) take on the selected alignment treatment. Changing Horizontal Cell Alignment We've previously seen how to align text or numbers using the left-align, center and right-align buttons in the standard toolbar. You can also define alignment in the

Alignment tab of the Format Cells dialog box.

The Horizontal section features a drop-down that contains the same left, center, and right alignment options in the picture above and several more:
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Fill "Fills" the cell with the current contents by repeating the contents for the width of the cell. Justify If the text is larger than the cell width, Justify wraps the text in the cell and adjusts the spacing within each line so that all lines are as wide as the cell. Center Across Selection Contents of the cell furthest to the left are centered across the selection of cells. Similar to merge and center, except the cells are not merged. To Change Horizontal Alignment using the Format Cells Dialog Box: Select a cell or range of cells. Choose Format Cells from the menu bar.

(You could also right-click and choose Format Cells from the shortcut menu.) The Format Cells dialog box opens. Click the Alignment tab. Click the Horizontal drop-down menu and select a horizontal alignment treatment. Click OK to apply the horizontal alignment to the selected cell(s).

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Changing Vertical Cell Alignment

You can also define vertical alignment in a cell, similar to how it is done for horizontal alignment. In Vertical alignment, information in a cell can be located at the top of the cell, middle of the cell or bottom of the cell. The default is bottom.

To Change Vertical Alignment using the Format Cells Dialog Box: Select a cell or range of cells. Choose Format Cells from the menu bar. (You could also right-click and choose Format Cells from the shortcut menu.) The Format Cells dialog box opens.
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Click the Alignment tab. Click the Vertical drop-down menu and select a vertical alignment treatment. Click OK to apply the vertical alignment to the selected cell(s).

Changing Text Control Text Control allows you to control the way Excel 2003 presents information in a cell. There are three types of Text control: Wrapped Text, Shrink-toFit and Merge Cells.

The Wrapped Text wraps the contents of a cell across several lines if it's too large than the column width. It increases the height of the cell as well. Shrink-to-Fit shrinks the text so it fits into the cell; the more text in the cell the smaller it will appear in the cell. Merge Cells can also be applied by using the Merge and Center button on the standard toolbar. To Change Text Control using the Format Cells Dialog Box: Select a cell or range of cells. Choose Format Cells from the menu bar. The Format Cells dialog box opens. Click the Alignment tab. Click on either the Wrapped Text, Shrink-to-Fit or Merge Cells check boxes-or any combination of them-as needed. Click the OK button.

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Changing Text Orientation The fourth type of cell alignment in the Format Cells dialog box is Text Orientation, which allows text to be oriented 90 degrees in either direction up or down.

To Change Text Orientation using the Format Cells Dialog Box: Select a cell or cell range to be subject to text control alignment. Choose Format Cells from the menu bar. The Format Cells dialog box opens. Click the Alignment tab. Increase or decrease the number shown in the Degrees field or spin box. Click the OK button.

Lesson 9 - Formatting Numbers

At the end of this lesson, students should be able to: 1) Format the display of numbers 2) Format the date 3) Format the time 4) Format the display of percentages Formatting Numbers in the Format Cells Dialog Box Numbers in Excel can assume many different formats: Date, Time, Percentage or Decimals.
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To Format the Appearance of Numbers in a Cell: Select a cell or range of cells. Choose Format Cells from the menu bar.

(You could also right-click and choose Format Cells from the shortcut menu.) The Format Cells dialog box opens. Click the Number tab. Click Number in the Category drop-down list.

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Use the Decimal places scroll bar to select the number of decimal places (e.g., 2 would display 13.50, 3 would display 13.500). Click the Use 1000 Separator box if you want commas (1,000) inserted in the number. Use the Negative numbers drop-down list to indicate how numbers less than zero are to be displayed. Click the OK button.

Formatting Date in the Format Cells Dialog Box The date can be formatted in many different ways in Excel 2003. Here are a few ways it can appear: October 6, 2003 10/06/03 10-Oct-03 To Format the Appearance of a Date in a Cell: Select a cell or range of cells. Choose Format Cells from the menu bar. The Format Cells dialog box opens. Click the Number tab.
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Click Date in the Category drop-down list.

Select the desired date format from the Type drop-down list. Click the OK button.

Formatting Percentage in the Format Cells Dialog Box There may be times you want to display certain numbers as a percentage. For example, what percentage of credit cards bills account for your total monthly expenses? To Express Numbers as a Percentage in a Spreadsheet: Select a cell or range of cells. Choose Format ells from the menu bar. The Format Cells dialog box opens. Click the Number tab.
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Click Percentage in the Category drop-down list.

Define the Decimal Places that will appear to the right of each number. Click the OK button.

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Lesson 10 - Applying Font, Color and Borders to Cells

At the end of this lesson, students should be able to: 1) Apply fonts 2) Apply a font color 3) Apply borders Change font type, size and color In Excel 2003 a font consists of three elements: Typeface, or the style of the letter; Size of the letter; and Color of the letter. The default font in a spreadsheet is Arial 10 points, but the typeface and size can be changed easily. Selecting a Font Typeface: The amount of typefaces available for use varies depending on the software installed on your computer.

To Apply a Typeface to Information in a Cell: Select a cell or range of cells. Click on the down arrow to the right of the Font Name list box on the Formatting toolbar.

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A drop-down list of available fonts appears.

Click on the Typeface of your choice. The selection list closes and the new font is applied to the selected cells.

Change font type, size and color (continued) To Apply a Font Size to Information in a Cell: The "Font Size" list varies from typeface to typeface. The Arial font sizes, for example, are 8, 9, 10, 11, 12, 14, 16, 18, 20, 22, 24, 26, 28, 36, 48, 72.

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Select a cell or range of cells. Click on the down arrow to the right of the font size list box on the Formatting toolbar.

A drop down list of available font sizes appears.

Click on the Font Size of your choice. The selection list closes and the new font size is applied to the selected cells.

Change font type, size and color (continued) To Apply Color to Information in Cells: Select a cell or range of cells. Click on the down arrow to the right of the font color list box.

A drop-down list of available colors appear.

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Click on the color of your choice. The selection list closes and the new font color is applied to the selected cells.

Underline, italics and bold In addition to the typeface, size and color, you can also apply Bold, italics, and/or underline font style attributes to any text or numbers in cells. To Select a Font Style: Select a cell or range of cells. Click on any of the following options on the Formatting toolbar.

Bold button (Ctrl + B). Italics button (Ctrl + I). Underline button (Ctrl + U).

The attribute(s) selected (bold, italics, or underline) are applied to the font. The Bold, Italics, and Underline buttons on the Formatting toolbar are like toggle switches. Click once to turn it on, click again to turn it off. Design and apply styles Styles can save a lot of time when formatting a spreadsheet. A Style is a unique collection of font attributes (Number, Alignment, Font, Border, Patterns and Protection). Many different styles can be created in a spreadsheet, each with different attributes and names. When applied to a cell, information in it resembles the attributes defined for that style.

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To Apply a style: Select the cell or range of cells. Choose Format Style from the menu bar.

Select a style from the Style name drop-down list.

You can change the style attributes (Number, Alignment, Font, Border, Patterns and Protection) for any Style Name. You can create new styles by clicking on the Add button in the Style dialog box. Adding a border to cells Borders can be applied to cells in your worksheet in order to emphasize important data or assign names to columns or rows.
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To Add a Border to a Cell or Cell Range: Select a cell or range of cells. Click on the down arrow next to the Borders button. The Border drop-down appears. Choose a borderline style from the Border drop-down menu. The selected cells display the chosen border.

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