Excel Training - Beginner

March 14, 2018

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• Open Excel
Overview

• Excel is a spreadsheet, a grid made from columns

and rows. It is a software program that can make
number manipulation easy and somewhat painless.

• The nice thing about using a computer and

spreadsheet is that you can experiment with
numbers without having to RE-DO all the
calculations.
Basics of a Spreadsheet

• Spreadsheets are made up of

• Columns
• Rows
• and their intersections are called cells
What is a COLUMN ?

• In a spreadsheet the • COLUMN labeled D is

COLUMN is defined as highlighted.
the vertical space that is
going up and down the
window. Letters are
used to designate each
COLUMN'S location.
What is a row?

• In a spreadsheet the • ROW labeled 4 is

ROW is defined as the highlighted.
horizontal space that is
going across the
window. Numbers are
used to designate each
ROW'S location.
 What is a CELL ?
• A CELL is the space • In the above diagram
where a row and the CELL labeled C2 is
column intersect. Each highlighted.
CELL is assigned a name
according to its
COLUMN letter and
ROW number.
 What is a Range ?
• A RANGE is a group of • In the below diagram
cells that are next to the RANGE labeled
each other. Ranges can L7:N12 (L7 THRU N12)
also be named. is highlighted.
 What is a Sheet ?
• A Sheet is the individual • To add a SHEET, click
worksheet. You can the plus sign next to the
have multiple SHEETS last sheet. You can also
within one Excel file click on each name to
(know as a rename, copy or delete
WORKBOOK). a sheet.
Labels

• Labels are text entries

• Labels help identify what we are talking about
• Labels do not have a value associated with them
• Sometimes called ‘headers’
 Column/Row Sizes
• Columns • Rows
– Text entered into a cell – Text entered into a cell
may “look” to flow into may “look” to flow into
the next column. the below row or is
– To correct, place mouse hidden.
cursor on the line – To correct, place mouse
between columns. cursor on the line
– Mouse should change to between the rows.
a solid line. Double Click – Mouse should change to
– Column should change a solid line. Double Click
to the width needed to – Column should change
show the cell text. to the width needed to
show the cell text.
Sorting

• Arranging data so it’s easy to analyze

• You can sort the data alphabetically, from highest to
lowest, or by a number of additional criteria (such as
cell color)
Filters

• The Filter is a quick and easy way to find and work

with a subset of data in a range of cells.
Freeze Headers

• To freeze a row in your worksheet, highlight the row

where you wish all rows before the highlighted row
to be frozen or locked, go to Window>Freeze Panes
and you will see a line appear across your
worksheet. Everything above the line is frozen and
will remain in view when you scroll down your
worksheet.
Narrow margins
Auto Sum

• Used to quickly add a column or row

• Don’t have to manually type formula
Formulas

• Formulas are math

equations that CALCULATE
a value to be displayed.
• DO NOT type in the
numbers; type in the
equation.
• It is BEST to Reference as
much data as possible as
opposed to typing data into
equations. That way when
OTHER information
changes, we DO-NOT have
to change the equations or
type in information again.
Shrink to fit
 Toolbar/Tabs

• Tabs – Home/Insert/Page Layout/Formulas/Data/…..etc

• Groups – Clipboard/Fonts/Allignment
• Launch Button – right hand corner of each group for more options
• Copy/Paste – Copy data and fill to a new cell
• Format Painter – Copy formatting from one cell and paste to another
• Bold/Italics/Underline – format text within cell.
• Align – Left/Middle/Right and Top/Middle/Bottom
• Wrap Text – All text will show within cell, instead of wrapping into next cell
• Merge & Center – Combine multiple cells
• Number – format type of numbers (currency, percentage, scientific, etc).
Simple Formulas

• Creating a simple formula

• Type “=2+4”
• Now, let’s reference other cells within the formula
• Type “=A2+B2”
Excel Tips ‘n Tricks
Getting Around Excel

• Ribbon
• Show vs. Hide

• Use Mouse Scroll to move thru Ribbon Menus

• Copy/Paste/Format-Painter (double click)
• Single vs multiple cell formatting
• Fill Tricks
• Months / Dates / Numbers (double click fill +)
• Fill – Tool Bar
Multiple Worksheets

• Double click to rename worksheet

• Move or Copy worksheet (also re-arrange)
• Why Multiple Worksheets
• Duplicate copy of data
• Don’t delete the original data set
• Test formulas/tables/etc
• Sort large groups of data
• Separate information by year/month
Keyboard Tricks

• Ctrl + F (Find) cell)

• Ctrl + C (Copy) • Ctrl + B (Bold)
• Ctrl + V (Paste) • Ctrl + D (Fill down)
• Ctrl + X (Cut) • F2 (edit cell)
• Ctrl + Z (Undo) • Ctrl + Page UP/Down
• Ctrl + Y (Redo) (toggle between sheets)
• Ctrl + End (end of • Extensive list of keyboard
sheet/data) shortcuts:
• Ctrl + Home (A1) http://www.asap-
utilities.com/excel-tips-
• Ctrl + Shift + End shortcuts.php
(highlight current to last
Additional Training Resources

• Open Excel, Click New

• Various “Getting Started” tutorials are available”
– Take a Tour
– Formula
– Pivot table
Additional Training Resources

• Beginner Excel Training -

https://www.youtube.com/watch?v=rwbho0CgEAE

• Intermediate Excel Training –

https://www.youtube.com/watch?v=lxq_46nY43g