Introduction to MS EXCEL 2010 Gateway Welcome

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Introduction to MS Excel 2010 Page 2,Table of Contents. Getting started with Microsoft Excel 4,What is MS Excel 4. The MS Excel 2010 window 4,Starting MS Excel 6,Closing MS Excel 6. Navigating within a worksheet 6,Selecting cells 7,Selecting rows or columns 7. Entering data 8,First you need a workbook 8,Overview of data types 8.
Data entry cell by cell 9,Deleting data 9,Moving data 9. Copying data 9,Using AutoFill 10,Saving a workbook 10. Editing data 11,Editing cell contents 11,Inserting or deleting cells 11. Inserting or deleting rows 12,Inserting or deleting columns 12. Inserting or deleting a worksheet 13,Moving or copying a worksheet 13.
Renaming a worksheet 14,Formatting data 15,Cell formatting 15. Formatting rows and columns 15,Hiding rows and columns 16. Keeping row and column headings in view 17,Formulas 18. Creating a formula 18,How formulas are evaluated 19. Relative cell referencing 19,Absolute cell referencing 20.
Functions 22,Using AutoSum 22,Basic functions 22,The IF function 25. Nested functions 25, 2011 Centre for Educational Technology University of Cape Town. Introduction to MS Excel 2010 Page 3,Printing 26,Before you print 26. Print Preview 27,Creating a chart 28,Modifying a chart 29. Inserting graphics in a worksheet 30,Data manipulation 31.
Subtotals 33,MS Excel Practical Exercise 35,Acknowledgements. This document is an updated version of the Introduction to MS Excel 2007 guide produced by. the Centre for Educational Technology CET at the University of Cape Town South Africa. This document is made available under a Creative Commons Licence CC BY and is available for. download at http opencontent uct ac za, The MS Excel 2007 guide was written by Desiree McKie Jane Nash in CET. The MS Excel 2010 guide was updated by Ian Barbour in EDU Commerce. 2011 Centre for Educational Technology University of Cape Town. Introduction to MS Excel 2010 Page 4,Getting started with Microsoft Excel. Microsoft Excel and Microsoft Word have a lot in common since they both belong to the MS Office. suite of programs This means that if you are familiar with MS Word then you already know how to. use several MS Excel features, In the MS Word 2010 manual you ll be able to find more information and guidance on. Using the mouse and keyboard,Starting the program,The Microsoft Ribbon.
Character formatting,Opening saving and printing files. Accessing Help,What is MS Excel, Excel is all about numbers There s almost no limit to what you can do with numbers in Excel including. sorting advanced calculations and creating graphs In addition Excel s formatting options mean that. whatever you do with your numbers the result will always look professional. Data files created with Excel are called workbooks in the same way as Word files are called. documents But where Word starts up with a single blank page Excel files by default contain three. blank worksheets This gives you the flexibility to store related data in different locations within the. same file More worksheets can be added and others deleted as required. You ll often hear Excel files referred to as spreadsheets This is a generic term which sometimes means. a workbook file and sometimes means a worksheet a page within the file For the sake of clarity I ll. be using the terms workbook and worksheet in this manual. The MS Excel 2010 window, First introduced in MS Office 2007 the ribbon makes it easy for you to find commands and features. that were previously buried in complex menus and toolbars The new design in Microsoft Office 2010. has seen the File tab replacing the MS Office Button included in 2007 Office applications. When you click the File tab in Excel 2010 you see the same basic commands that were. available after you clicked the Microsoft Office Button or the File menu in Excel 2007. These basic commands include but are not limited to Open Save and Print Some commands such as. Import have been moved to the ribbon in Excel 2010. 2011 Centre for Educational Technology University of Cape Town. Introduction to MS Excel 2010 Page 5, In the Excel 2010 window the title bar displays the name of your current workbook Tabs at the bottom. of the screen identify the different worksheets available to you I ll show you a little later how to give. them meaningful names,File Quick access, menu toolbar Ribbon tabs Title bar Window controls.
Formula bar,Zoom slider,Status Worksheets, Notice how the working area of the screen is divided into rows 1 2 3 4 and columns A B C. D Together these provide an address such a C10 or G21 that uniquely identifies each cell in the. worksheet A range of cells extends in a rectangle from one cell to another and is referred to by using. the first and last cell addresses separated by a colon. For example the group of cells from A3 to G4 would be written as A3 G4. In the example above the current or active cell is B7 It is surrounded by a heavy black border and its. address is displayed in the name box above column A Its row and column numbers are also. highlighted, On the right of the name box is the Formula bar This displays the value stored in the active cell and is. also the place where you would enter a new data value or formula into that cell. 2011 Centre for Educational Technology University of Cape Town. Introduction to MS Excel 2010 Page 6,Starting MS Excel. If you have an icon on the desktop for MS Excel then all you have to do is double click. it to open Excel, Alternatively click the Start button and then select. All Programs Microsoft Office Microsoft Excel, When you open Excel from a desktop icon or from the Start menu a new empty workbook.
consisting of three worksheets will be displayed on your screen. If you double click on an existing Excel file from inside the Windows Explorer window then. Excel will open and display the selected file on your screen. Closing MS Excel, You can close Excel by clicking the X on the far right of the title bar or by. selecting File Exit If you have unsaved data you will be prompted to save the changes before exiting. Navigating within a worksheet,Using the mouse, Use the vertical and horizontal scroll bars if you want to move to an area of the screen that is. not currently visible, To move to a different worksheet just click on the tab below the worksheet. Using the keyboard, Use the arrow keys or PAGE UP and PAGE DOWN to move to a different area of the screen. CTRL HOME will take you to cell A1, CTRL PAGE DOWN will take you to the next worksheet or use CTRL PAGE UP for the.
preceding worksheet, You can jump quickly to a specific cell by pressing F5 and typing in the cell address You can also type. the cell address in the name box above column A and press ENTER. 2011 Centre for Educational Technology University of Cape Town. Introduction to MS Excel 2010 Page 7,Selecting cells. Using the mouse,Click on a cell to select it, You can select a range of adjacent cells by clicking on the first one and then dragging the. mouse over the others, You can select a set of non adjacent cells by clicking on the first one and then holding down. the CTRL key as you click on the others,Using the keyboard.
Use the arrow keys to move to the desired cell which is automatically selected. To select multiple cells hold down the SHIFT key while the first cell is active and then use the. arrow keys to select the rest of the range,Selecting rows or columns. To select all the cells in a particular row just click on the row number 1 2 3 etc at the left edge of. the worksheet Hold down the mouse button and drag across row numbers to select multiple adjacent. rows Hold down CTRL if you want to select a set of non adjacent rows. Similarly to select all the cells in column you should click on the column heading A B C etc at the. top edge of the worksheet Hold down the mouse button and drag across column headings to select. multiple adjacent columns Hold down CTRL if you want to select a set of non adjacent columns. You can quickly select all the cells in a worksheet by clicking the square to the immediate left of the. Column A heading just above the label for Row 1, To select the entire worksheet you can also press CTRL A. Note If the worksheet contains data CTRL A selects the current region Pressing CTRL A a. second time selects the entire worksheet, 2011 Centre for Educational Technology University of Cape Town. Introduction to MS Excel 2010 Page 8,Entering data. First you need a workbook, Before you start entering data you need to decide whether this is a completely new project deserving.
a workbook of its own or whether the data you are going to enter relates to an existing workbook. Remember that you can always add a new worksheet to an existing workbook and you ll find it much. easier to work with related data if it s all stored in the same file. If you need to create a new workbook from inside Excel. 1 Click on the File tab select New and then double click Blank workbook. 2 Sheet1 of a new workbook will be displayed on your screen with cell A1 active. To open an existing workbook from inside Excel, 1 Click on the File tab click Open and then navigate to the drive and folder containing the file. you want to open,2 Double click on the required file name. Overview of data types, Excel allows you to enter different sorts of data into the cells on a worksheet such as dates text and. numbers If you understand how Excel treats the different types of data you ll be able to structure. your worksheet as efficiently as possible, Numbers lie at the heart of Excel s functionality They can be formatted in a variety of different. ways we ll get to that later You should generally avoid mixing text and numbers in a single. cell since Excel will regard the cell contents as text and won t include the embedded number. in calculations If you type any spaces within a number it will also be regarded as text. Note that dates and times are stored as numbers in Excel so that you can calculate the. difference between two dates However they are usually displayed as if they are text. If a number is too large to be displayed in the current cell it will be displayed as. The formatting section of this manual explains how to widen a column. Text consists mainly of alphabetic characters but can also include numbers punctuation marks. and special characters like the check mark in the example above Text fields are not included. in numeric calculations If you want Excel to treat a number as text then you should precede. the number with a single quotation mark This can be useful when entering for example a. phone number that starts with 0 since leading zeros are not displayed for Excel numbers. If a text field is too long to be displayed in the current cell it will spill over into the next cell if. that cell is empty otherwise it will be truncated at the cell border The formatting section of. this manual explains how to wrap text within a cell. 2011 Centre for Educational Technology University of Cape Town. Introduction to MS Excel 2010 Page 9, Formulas are the most powerful elements of an Excel spreadsheet Every formula starts with.
an sign and contains at least one logical or mathematical operation or special function. combined with numbers and or cell references We ll discuss formulas and functions in more. detail later in the manual,Data entry cell by cell. To enter either numbers or text, 1 Click on the cell where you want the data to be stored so that the cell becomes active. 2 Type the number or text, 3 Press ENTER to move to the next row or TAB to move to the next column. Until you ve pressed ENTER or TAB you can cancel the data entry by pressing ESC. To enter a date use a slash or hyphen between the day month and year for example 14 02 2009. Use a colon between hours minutes and seconds for example 13 45 20. Remember that useful Undo button on the Quick access toolbar. Deleting data, You want to delete data that s already been entered in a worksheet Simple. 1 Select the cell or cells containing data to be deleted. 2 Press the DELETE key on your keyboard, 3 The cells remain in the same position as before but their contents are deleted.
Moving data, You ve already entered some data and want to move it to a different area on the worksheet. 1 Select the cells you want to move they will become highlighted. 2 Move the cursor to the border of the highlighted cells When the cursor changes. from a white cross to a four headed arrow the move pointer hold down the. left mouse button, 3 Drag the selected cells to a new area of the worksheet then release the mouse button. You can also cut the selected data using the cut option on the Home tab or CTRL X Then click in. the top left cell of the destination area and paste the data with paste option or CTRL V. Copying data, To copy existing cell contents to another area on the worksheet. 1 Select the cells you want to copy they will become highlighted. 2 Move the cursor to the border of the highlighted cells while holding down the. CTRL key When the cursor changes from a white cross to a hollow left pointing. arrow the copy pointer hold down the left mouse button. 3 Drag the selected cells to a second area of the worksheet then release the mouse button. 2011 Centre for Educational Technology University of C. Introduction to MS Excel 2010 Page 4 2011 Centre for Educational Technology University of Cape Town Getting started with Microsoft Excel Microsoft Excel and Microsoft Word have a lot in common since they both belong to the MS Office

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