Home > Notes > Excel > Lesson 10

| Discovering Computers | Windows XP | Word 2002 | PowerPoint 2002 | Excel 2002 | Site Map |


| Lesson 10 | Lesson 11 | Lesson 12 | Lesson 13 |

| Project Reinforcement | Flash Cards | Practice Test |

Excel 2002: Creating a Worksheet and Embedded Chart

  1. Start Excel
  2. Describe The Excel Worksheet
  3. Describe the Speech Recognition Capabilities of Excel
  4. Select a cell or range of cells
  5. Enter Text and Numbers
  6. Use the AutoSum button to sum a range of cells
  7. Copy a cell to a range of cells using the fill handle
  8. Bold font, change font, and change font color
  9. Center cell contents across a series of columns
  1. Apply the AutoFormat command to a format range
  2. Use the Name box to select a cell
  3. Create a column chart using the Chart Wizard.
  4. Saving a workbook
  5. Print a Worksheet
  6. Quit Excel
  7. Open a Workbook
  8. Use the AutoCalculate area to determine totals
  9. Correct Errors on a Worksheet
  10. Use the Excel Help system to answer your questions

1. Start Excel

Microsoft Excel is a powerful software program that allows you to create mathematical worksheets, World Wide Web compatible worksheets, databases, and charts. Before you can begin creating a spreadsheet, you must first start the Excel program. The Excel program can be started a number of ways. The Windows Start button provides three different ways to start the Excel program including the Programs Command, the New Office Document command, and the Open All Users command from the right-click menu. Excel can also be started from the Windows desktop. The Excel program opens displaying a worksheet window and a task pane window as shown in Figure 1-3.

The task pane window lists Excel workbook commands and recently opened files. The Task Pane can remain open while using Excel or be closed to view more of the Excel worksheet area.

ani_back Top of the Page

2. Describe The Excel Worksheet

The Excel window contains several objects. The Workbook window contains three worksheets. Each worksheet has 256 columns and 65,536 rows. The intersection of a column and row is a cell on the worksheet. Cells are units for entering in data. A cell's location is referenced by a column letter and row number. For example, C4 is the cell reference for the cell located at column C and row 4. Scroll bars appear on the sides of the worksheet to help navigate the large number of rows and columns. A menu bar containing several commands for operating Excel appears at the top of the Excel Window. The Standard and Formatting Toolbars also display at the top of the Excel Window. The toolbars contain several tools for performing a variety of tasks. Though the toolbars are initially displayed side-by-side, they can be easily rearranged. The Formula bar, used for entering data, appears underneath the toolbars. The Status bar appears at the bottom of the Excel Window providing information on the Excel program and keyboard selections.

ani_back Top of the Page

3. Describe the Speech Recognition Capabilities of Excel

The Office Speech Recognition feature allows Excel tools, menus, lists, dialog boxes, and cell entries to be activated by voice. To use the Speech Recognition features, the Language bar must be activated by clicking the Language indicator button on the status bar or the Speech command tool from Tools menu. If the Language indicator button does not appear on the status bar or the Speech command is dimmed, than this feature has not been installed. With speech recognition, you can dictate cell entries and activate tools, menus.

ani_back Top of the Page

4. Select a Cell or Range of Cells

Data can be entered into any cell of the worksheet. A cell must be selected prior to entering in data. A think rectangle border highlights the current or active worksheet cell. You can use the mouse to select a cell by clicking on the cell. To select multiple cells on a worksheet, click and drag over the worksheet. You can also select a cell by pressing the arrow keys. The Name Box is another way to select a cell. You can select cells via the Name Box by typing the cell reference of cell into the Name Box.

ani_back Top of the Page

5. Enter Text and Numbers

Excel refers to the alphabetic, special characters such as question marks, asterisks, etc. and alpha-numeric entries as text. Titles, names, labels, addresses are examples of text entries. Numeric entries include numeric digits and a decimal place. To enter text or numbers in a cell, click on the cell to enter text and begin typing the text. As you are typing, the entry displays in the cell and in the formula bar. The backspace and delete key can be used to make corrections as you are typing. The Enter box on the Formula bar is used to enter the data into the cell. You can also press the enter key to enter the data into a cell. Text aligns on the left hand side of the cell and numbers align on the right hand side of the cell.

ani_back Top of the Page

6. Use the AutoSum Button to Sum a Range of Cells

A function is a built formula. The Sum functions is one of the most frequently used Excel Functions. The AutoSum button automatically builds the Sum function. and selects the cells to be summed. AutoSum initially selects the cells directly above its location. You can change the selection by clicking and dragging over a different range of cells. The AutoSum button has a list arrow that lists several frequently used Excel functions.

ani_back Top of the Page

7. Copy a Cell to a Range of Cells Using the Fill Handle

Text, Numbers, and Formulas can be copied to adjacent cells using the Fill Handle. The Fill handle is the small black square located on the right-hand corner of the thick border of the active cell. When the Excel pointer is pointed at the Fill handle, it changes into a cross-hair pointer. When you drag the cross-hair pointer to adjacent cells Excel copies the contents of the active cell into the adjacent cells. The cells references in a formula change when copied to adjacent cells. Excel adjusts the cell references for each new cell the formula is copied to.

ani_back Top of the Page

8. Bold Font, Change Font, and Change Font Color

Formatting enhances and emphasizes the look of the worksheet. The Formatting toolbar is the easiest way to apply formats to worksheet cells. The Formatting toolbar contains several tools such as Font style, Font color, Bold, Center and Underline as shown in Figures 1-38 and 1-39. 

To apply formatting, select the cells you wish to format and then click on the desired formatting tool. You can also set attributes using the Format menu and the cells command.

ani_back Top of the Page

9. Center Cell Contents Across a Series of Columns

Often times you will want to center a title cross the columns of your worksheet. For that reason, the Formatting tool has a merge and center icon. The merge and center icon allows you to center a title across several columns. To merge and center a title across several cells, drag across the columns you wish to center over and then click the merge and center icon.

ani_back Top of the Page

10. Apply the AutoFormat Command to a Format Range

The AutoFormat feature provides several customized formats to select from as shown in Figure 1-49.  AutoFormat automatically applies a professional looking format to a selected area of cells. To apply an AutoFormat, select a range of cells on your worksheet and then select the AutoFormat command from the Format menu. To use the Voice command mode to activate AutoFormat, activate Voice mode by typing Alt O. Then say "Format" "AutoFormat", the name of the desired AutoFormat and "OK".

ani_back Top of the Page

11. Use the Name Box to Select a Cell

The Name box is located in the left-hand corner of the Formula bar. It displays the cell reference of the current or active cell. The Name box can also be used to change the active cell by typing a new cell reference in the Name box. A frequently referenced range of cells can be named for easy reference in formulas and Excel commands. To name a range, select the desired cells you wish to name and then type a name for the cells in the Name box. Upon naming a range of cells, you can refer to the name you have given the range. For example, if you desire the Sum a named range you could enter the range name rather than the cell references. Table 1-3 discusses additional techniques for selecting cells.

ani_back Top of the Page

12. Create a Column Chart Using the Chart Wizard.

The Chart Wizard tool provides a quick and easy way to create a chart in Excel. The Chart Wizard tool is located on the standard tool bar. The first step to creating a chart in Excel is to select the data to be graphed. Once the data has been selected, the Excel Chart Wizard will step you through the creating the chart. The first screen of the chart wizard allows you to select the type of chart. Excel offers several chart types. The second screen of the wizard allows you to preview the chart and change your selected range. The next Chart wizard screen allows you to add a title and other options to your chart. The final Chart wizard allows you to choose where to locate your chart. Your chart can be located on a new sheet or as an object on the current worksheet. Upon completion of the chart, the finished chart will appear on the screen. The chart can be re-positioned on the spreadsheet by clicking and dragging the chart. The chart size can be changed by clicking and dragging the square black handles around the edge of the chart.

ani_back Top of the Page

13. Saving a Workbook

In order to keep a permanent copy of your workbook, you must save your work to a file on disk. Saving a file stores worksheets and charts to a file on your disk. The workbook can be saved using the Save icon or the File Save command from the menu. Upon invoking the save command, the save dialog box will prompt you for a filename. Enter the desired filename in the Filename box and click the Save button. You can specify where to save the file by clicking the list arrow located in the Save in box. The list arrow will display all the available drives on your computer system. Table 1-4 provides an explanation of the buttons found on the Save As Dialog Toolbar.

The Save As toolbars provides options for creating a folder, invoking web search engines, and tools for printing. modifying, and naming your files.

ani_back Top of the Page

14. Print a Worksheet

Excel's print command allows you to print a hard copy of your spreadsheet. The print command can be invoked several ways as described on page 1.44. The easiest way to invoke print command is to click on the Print button from the Standard toolbar.

ani_back Top of the Page

15. Quit Excel

There are several ways to close the Excel program. Make sure your worksheet has been saved prior to closing the Excel program. If you have made changes prior to exiting Excel, the Excel program will prompt you to save any changes. You can close the Excel program from the menu by using the File Exit commands or by clicking the Close button on the Excel title bar. You can also close the Excel program via the Excel program Control-menu icon on the Title bar. Note that the Close command, the Control-menu icon and the Close button located in the Worksheet window close an open Workbook but do not close the Excel program.

ani_back Top of the Page

16. Open a Workbook

The Windows Start menu can be used to open an existing Excel workbook. Upon clicking the Start button on the Windows Taskbar, the Start menu appears. To open a saved Excel workbook, click Open Office Document from the Start menu. The Open Office Document dialog box appears on the screen. Select the workbook you wish to open and than click the Open button. You may need to the disk location of the Look-in box, The Look in box allows to locate files on different disks. The Excel program will automatically start and open your selected workbook on the screen. Other ways to open an Excel workbook from Windows include using the Voice Command mode and Start Explore command from the start menu. Once in Excel, the File Open command can also be used to open an existing worksheet

ani_back Top of the Page

17. Use the AutoCalculate Area to Determine Totals

The AutoCalculate feature of Excel allows you to easily calculate totals, averages, and other calculations for a selected range of cells. Table 1-5 displays the list of calculations performed by AutoCalculate.

The first step to using AutoCalculate is to select the cells you wish to calculate. Once selected, the AutoCalculate Sum will appear on the status bar as shown in Figure 1-73.

The Sum can be changed to another calculation by right-clicking on the Sum. This is a shortcut that list other functions. Upon selecting the desired function, Excel will display the answer for that function on the status bar.

ani_back Top of the Page

18. Correct Errors on a Worksheet

There are several ways to correct errors on a worksheet. You can correct errors while typing the data into a cell by utilizing the backspace and delete keys on the keyboard. Once the data has already been entered into the cell, you may enter a new entry to replace the existing entries. To edit existing entries, activate edit-mode by double clicking on the cell you wish to modify. Type your changes in the cell and click the Enter button upon completion. You may use the Delete key or Backspace key while in edit-mode to delete or rub-out characters. Excel also has an Undo button that allows you to undo the last several worksheet entries. The entire contents of a cell can be cleared numerous ways. The textbook describes various ways to clear worksheet cells using the Fill Handle, Clear Contents menu from either the shortcut menu or the Edit menu. The easiest ways to clear cells to use the Delete key to clear the contents of a selected cells or group of cells.

ani_back Top of the Page

19. Use the Excel Help System to Answer Your Questions

The Excel help system is a useful tool to find answer to your questions about Excel. Help can be invoked by using the Ask a Question box, the Help button, or Help menu. The Ask a Question box allows you to type in terms you wish help on. Upon entering in the term you wish help on, Excel presents the help text. The Help button and Help menu display the Office Assistant. The Office Assistant allows you to enter a term to search on. Upon selecting a topic to receive help on, Excel opens a help window that displays helpful information on your topic.

ani_back Top of the Page

 

| Lesson 10 | Lesson 11 | Lesson 12 | Lesson 13 |


| Discovering Computers | Windows XP | Word 2002 | PowerPoint 2002 | Excel 2002 | Site Map |