Excel Step by Step Instructions Creating Lists and Charts. Microsoft

Transcription

1 Infrmatin Yu Can Enter in a Wrksheet: Labels: Any type f text r infrmatin nt used in any calculatins. Labels are used fr wrksheet headings and make wrksheets easy t read and understand. Labels can als cnsist f numerical infrmatin nt used in any calculatins, such as serial numbers and dates. Excel treats infrmatin beginning with a letter as a label and autmatically left-aligns it inside the cell. Values: Any type f numerical data: numbers, percentages, fractins, currencies, dates, r times, usually used in frmulas r calculatins. Excel treats infrmatin beginning with a number as a value and autmatically right-aligns it inside the cell. Open a New Wrkbk: On the File menu, click New; r In the New Wrkbk task pane, under New, click Blank wrkbk; r On the keybard, press Ctrl and N. Excel Fundamental Glssary: Wrkbk A Micrsft Excel wrkbk is a file that cntains ne r mre wrksheets, which yu can use t rganize varius kinds f related infrmatin. Wrksheets The primary dcument that yu use in Excel t stre and wrk with data. Als called a spreadsheet. A wrksheet cnsists f cells that are rganized int clumns and rws; a wrksheet is always stred in a wrkbk. Clumns Clumns are a fundamental part f any spreadsheet prgram such as Excel. Clumns run vertically in a spreadsheet and help t identify the lcatin f data. Each clumn is identified by a letter in the clumn header. There are 256 clumns in an Excel wrksheet. Rws Rws run hrizntally in an Excel wrksheet. They are identified by a number in the rw header. There are 65,536 rws in each Excel wrksheet. Cells The intersectin pint between a rw and a clumn is a cell, which is the basic strage unit fr data in a spreadsheet. Range Tw r mre cells n a sheet. The cells in a range can be adjacent r nnadjacent.) Enter a Label: 1. Select the cell yu want t cntain the label. 2. Type the label Excel will recgnize it as a label if it begins with a letter. 3. Cnfirm the entry. Use AutCmplete: 1. Type the first few characters f a label. Excel displays the label, if it appears previusly in the clumn. 2. Press <Enter> t accept the entry r resume typing t ignre the suggestin. NOTE: Type an ' (apstrphe) if yur label begins with a number. Turn On r Off AutCmplete 1. On the Insert menu, pint t AutText, and then click AutText. 2. Select r clear the Shw AutCmplete tip fr AutText and dates check bx. Cnfirm a Cell Entry: Click the Enter buttn n the Frmula bar; r Press either the <Enter> r <Tab> key; r Press any f the arrw keys n keybard. T Cancel a Cell Entry: Click the Cancel buttn n the Frmula bar; r Press the <Esc> key. Enter Buttn Use AutFill t Enter a Series f Incremental Values: 1. Enter at least tw values int adjacent cells. 2. Select the cells yu used in Step Click and drag the fill handle t cmplete the series in the cells yu select. Cancel Buttn Fill Handle Revised 6/2008 Janet W Lee jwlee@lmu.edu x Page 1 f 8

2 Use a Data Frm t Add Recrds 1. Click a cell in the list yu want t add the recrd t. 2. On the Data menu, click Frm. 3. Click New. 4. Type the infrmatin fr the new recrd. T mve t the next field, press TAB. T mve t the previus field, press SHIFT+TAB. 5. When yu finish typing data, press ENTER t add the recrd. 6. When yu finish adding recrds, click Clse t add the new recrd and clse the data frm. Use the Pick Frm List: 1. Right-click the cell where yu want t enter a label. 2. Select Pick Frm List frm the shrtcut menu. 3. Select the entry frm the list. Edit a Cell s Cntents in the Frmula Bar: 1. Select the cell. 2. Click anywhere in the Frmula bar. 3. Edit the cell s cntents (use the arrw, <Delete> and <Backspace> keys). 4. Press <Enter> when yu re finished editing the cell. Edit a Cell s Cntents in the Cell Itself: 1. Duble-click the cell yu want t edit. 2. Edit the cntents f the cell itself. 3. Press <Enter> when yu re finished editing the cell. Cpy Cells with Drag and Drp: 1. Select the cell r the cell range yu want t cpy. 2. Mve the muse pinter t the brder f the cell r cell range, hld dwn the <Ctrl> key and drag the cell r cell range t the area where yu want t cpy the data. 3. Release the muse buttn. Mve Cells with Drp and Drag: 1. Select the cell r the cell range yu want t mve. 2. Mve the pinter t the brder f the cell r cell range, click and hld dwn the muse buttn and drag the cell r cell range t the area where yu want t mve the data. 3. Release the muse buttn. Hw t Select Rws T select An entire rw r clumn Click the rw r clumn heading. D this Rw heading Clumn heading Adjacent rws r clumns Drag acrss the rw r clumn headings. Or select the first rw r clumn; then hld dwn SHIFT while yu select the last rw r clumn. Nnadjacent rws r clumns Click the clumn r rw heading f the first rw r clumn in yur selectin; then hld dwn CTRL while yu click the clumn r rw headings f ther rws r clumns that yu want t add t the selectin. NOTE: T cancel a selectin f rws r clumns, click any cell n the wrksheet. Revised 6/2008 Janet W Lee jwlee@lmu.edu x Page 2 f 8

3 Frmat a Table Using AutFrmat: 1. Place the cell pinter anywhere within a table yu want t frmat, r else select the cell range yu want t frmat. 2. Select Frmat AutFrmat frm the menu. 3. Select ne f the 16 AutFrmats frm the list and click OK. Add a Brder: 1. Select the cell r cell range yu want t add the brder(s) t. 2. Click the Brder Style list arrw n the Frmatting tlbar and select the brder yu want; r Right-click the selectin and select Frmat Cells frm the shrtcut menu; r Select Frmat Cells frm the menu. Click the Brder tab and select the brder(s) yu want t add. Change Cell Alignment: 1. Select the cell r cell range yu want t align. 2. Click the apprpriate alignment buttn(s) n the Frmatting tlbar; r 1. Select the cell r cell range yu want t align. 2. Either right-click the selectin and select Frmat Cells frm the shrtcut menu r select Frmat Cells frm the menu. 3. Click the Alignment tab and select the desired alignment ptin. Merge and Center buttn Align Right buttn Increase Indent buttn Align Left buttn Align Center buttn Decrease Indent buttn Wrap Text Autmatically: 1. Select the cells yu want t frmat. 2. On the Frmat menu, click Cells, and then click the Alignment tab. 3. Under Text cntrl, select the Wrap text check bx, and then click OK. Enter a Line Break (Separate Line) T start a new line f text at a specific pint in a cell, click where yu want t break the line, and then press ALT+ENTER. Hide a Rw r Clumn: 1. Select the rws r clumns yu want t hide. 2. On the Frmat menu, pint t Rw r Clumn, and then click Hide. Display a Hidden Rw r Clumn D ne f the fllwing: T display hidden rws, select the rw abve and belw the rws yu want t display. T display hidden clumns, select the clumn adjacent t either side f the clumns yu want t display. On the Frmat menu, pint t Rw r Clumn, and then click Unhide. Print Rw and Clumn Labels n Every Page: T print clumn labels n every page, under Print titles in the Rws t repeat at tp bx, enter the rws that cntain the clumn labels, and then click Print. T print rw labels n every page, under Print titles in the Clumns t repeat at left bx, enter the clumns that cntain the rw labels, and then click Print. Revised 6/2008 Janet W Lee jwlee@lmu.edu x Page 3 f 8

4 Insert Clumns n a Wrksheet: 1. T select clumns, d ne f the fllwing: T insert a single clumn, select the clumn r a cell in the clumn immediately t the right f where yu want t insert the new clumn. Fr example, t insert a new clumn t the left f clumn B, click a cell in clumn B (see example belw). T insert multiple clumns, select the clumns immediately t the right f where yu want t insert clumns. Select the same number f clumns as yu want t insert. Fr example, t insert three new clumns, yu need t select three clumns. T insert nnadjacent clumns, hld dwn CTRL while yu select nnadjacent clumns. 2. On the Insert menu, click Clumns. Tip Yu can als right-click the selected cells and then click Insert n the shrtcut menu. Hw t Select Rws: T select D this Click the rw r clumn heading. An entire rw r clumn Rw heading Clumn heading Adjacent rws r clumns Drag acrss the rw r clumn headings. Or select the first rw r clumn; then hld dwn SHIFT while yu select the last rw r clumn. Nnadjacent rws r clumns Click the clumn r rw heading f the first rw r clumn in yur selectin; then hld dwn CTRL while yu click the clumn r rw headings f ther rws r clumns that yu want t add t the selectin. NOTE: T cancel a selectin f rws r clumns, click any cell n the wrksheet. Hw t Select Cells r Ranges: T select A single cell A range f cells A large range f cells Nnadjacent cells r cell ranges Mre r fewer cells than the active selectin D this Click the cell, r press the arrw keys t mve t the cell. Click the first cell f the range, and then drag t the last cell, r hld dwn SHIFT while yu press the arrw keys t extend the selectin. Yu can als select the first cell f the range and then press F8 t extend the selectin by using the arrw keys. Click the first cell in the range, and then hld dwn SHIFT while yu click the last cell in the range. Yu can scrll t make the last cell visible. Select the first cell r range f cells, and then hld dwn CTRL while yu select the ther cells r ranges. Yu can als select the first cell r range f cells and then press SHIFT+F8 t add anther nnadjacent cell r range t the selectin. NOTE: Yu cannt cancel the selectin f a cell r range f cells in a nnadjacent selectin withut canceling the entire selectin. Hld dwn SHIFT while yu click the last cell that yu want t include in the new selectin. The rectangular range between the active cell and the cell that yu click becmes the new selectin. NOTE: T cancel a selectin f cells, click any cell n the wrksheet. Revised 6/2008 Janet W Lee jwlee@lmu.edu x Page 4 f 8

5 Use Frmat Painter t Cpy Cell Frmats t Other Cells: Yu can use Frmat Painter n the Standard tlbar t quickly cpy the frmatting f cells (such as brders, fills, text frmats, r number frmats) and apply that frmatting t ther cells. 1. Select a cell that has the frmatting that yu want t cpy. 2. D ne f the fllwing: T cpy the frmatting t a single cell r range f cells, click Frmat Painter, and then drag the muse pinter acrss the cell r range f cells that yu want t frmat. T cpy the frmatting t several cells r ranges f cells, duble-click Frmat Painter, and then drag the muse pinter acrss each cell r range f cells that yu want t frmat. When yu're dne, either click Frmat Painter again r press ESC t turn it ff. Tip: T cpy the width f ne clumn t a secnd clumn, select the heading f the first clumn, click Frmat Painter, and then click the heading f the clumn that yu want t apply the clumn width t. Set a Clumn r a Rw t a Specific Width: 1. Select the clumn r clumns (rw r rws) that yu want t change. 2. On the Frmat menu, pint t Clumn (r Rw), click Width, and then type a value. NOTE: On a wrksheet, yu can specify a clumn width f 0 (zer) t 255. This value represents the number f characters that can be displayed in a cell that is frmatted with the standard fnt. If the clumn width is set t 0, the clumn is hidden. Yu can specify a rw height f 0 (zer) t 409. This value represents the height measurement in pints (1 pint equals apprximately 1/72 inch). If the rw height is set t 0, the rw is hidden. Change the Clumn Width t Fit the Cntents: 1. Select the clumn r clumns that yu want t change. 2. Pint t Clumn n the Frmat menu, and then click AutFit Selectin. Tip: T autmatically fit all clumns n the wrksheet, click the Select All buttn and then duble-click any bundary between tw clumn headings. Or select all clumns, pint t Clumn n the Frmat menu, and then click AutFit Selectin. Change the Width f Clumns by Using the Muse: D ne f the fllwing: T change the width f ne clumn, drag the bundary n the right side f the clumn heading until the clumn is the width that yu want. T change the width f multiple clumns, select the clumns that yu want t change, and then drag a bundary t the right f a selected clumn heading. T change the width f clumns t fit the cntents, select the clumn r clumns that yu want t change, and then duble-click the bundary t the right f a selected clumn heading. T change the width f all clumns n the wrksheet, click the Select All buttn, and then drag the bundary f any clumn heading. Revised 6/2008 Janet W Lee jwlee@lmu.edu x Page 5 f 8

6 Lck Rws and Clumns by Freezing Panes: 1. T lck rws, select the rw belw where yu want the split t appear. T lck clumns, select the clumn t the right f where yu want the split t appear. T lck bth rws and clumns, click the cell belw and t the right f where yu want the split t appear. 2. On the Windw menu, click Freeze Panes. 3. T unlck rws, click Unfreeze Panes n the Windw menu. Add a Cmment t a Cell: Cmments are ntes that yu enter fr a cell. 1. Click the cell yu want t cmment n. 2. On the Insert menu, click Cmment. 3. In the bx, type the cmment text. If yu dn't want yur name in the cmment, select and delete the name. When yu finish typing the text, click utside the cmment bx. Add Clr t Sheet Tabs: 1. Select the sheets yu want t clr. 2. On the Frmat menu, pint t Sheet, and then click Tab Clr. Yu can als right-click n the sheet tab and then click Tab Clr. 3. Click n the clr yu want and click OK. If sheet tabs have been clr-cded, the sheet tab name will be underlined in a user-specified clr when selected. If the sheet tab is displayed with a backgrund clr, the sheet has nt been selected. NOTE: T cancel a selectin f multiple sheets in a wrkbk, click any unselected sheet. If n unselected sheet is visible, rightclick the tab f a selected sheet. Then click Ungrup Sheets n the shrtcut menu. Rename a Wrksheet: The name (r title) f a wrksheet appears n its sheet tab n the Sheet tab bar at the bttm f the screen. By default, the name is Sheet1, Sheet2, and s n, but yu can give yur wrksheet a mre apprpriate name. T rename the active sheet, d ne f the fllwing: On the Frmat menu, pint t Sheet and then click Rename. On the Sheet tab bar, right-click the tab yu want t rename, and then click Rename. Type the new name ver the current name. Tip: Yu can include the name f the sheet when yu print the wrksheet. On the View menu, click Header and Fter, and then, in the Page Setup dialg bx n the Header/Fter tab, click Custm Header r Custm Fter. In the Left sectin, Center sectin, r Right sectin bx, enter the sheet tab by clicking Tab dialg bx. in the rw f buttns in the Header r Fter Revised 6/2008 Janet W Lee jwlee@lmu.edu x Page 6 f 8

7 Create a Chart: Yu can quickly create a chart in Micrsft Excel by using the Chart Wizard. In this wizard, yu can chse frm a variety f chart types and specify varius chart ptins. Althugh wrksheet data that yu want t plt in a chart can be lcated in rws r clumns, sme chart types require a specific arrangement f the data befre yu can create a chart. 1. On the wrksheet, arrange the data that yu want t plt in a chart. Fr a clumn, bar, line, area, surface r radar chart, yu shuld arrange the data in clumns r rws. Data in clumns: Lrem Ipsum Data in rws: Lrem 1 3 Ipsum 2 4 Fr a pie r dughnut chart with nly ne series f data, yu shuld arrange the data in ne clumn r rw nly. One clumn f data and ne clumn f data labels: A 1 B 2 C 3 One rw f data and ne rw f data labels: A B C Fr a pie chart r dughnut chart that has mre than ne series f data, yu can arrange the data in mre than ne clumn r rw. Mre than ne clumn f data: A 1 2 B 3 4 C 5 6 Mre than ne rw f data: A B C Fr an xy (scatter) r bubble chart, yu can arrange the data in clumns, s that x values are listed in the first clumn and crrespnding y values and/r bubble size values are listed in adjacent clumns. Data in clumns: X Y Bubble Fr a stck chart, yu need t arrange data in the fllwing rder (in rws r clumns): high values, lw values, and clsing values. Use names r dates as labels. Data in clumns: Date High Lw Clse 1/1/ Select the cells that cntain the data that yu want t use fr the chart. Tip: If the cells that yu want t select fr the chart are nt in a cntinuus range, select the first grup f cells that cntain the data that yu want t include. Hld dwn CTRL, and then select any additinal cell grups that yu want t include. The nnadjacent selectins must frm a rectangle. Nn-adjacent (nncntiguus) selectins Adjacent (cntiguus) selectins 3. Click Chart Wizard n the Standard tlbar, r click Chart n the Insert menu. Fllw the instructins in the Chart Wizard. Revised 6/2008 Janet W Lee jwlee@lmu.edu x Page 7 f 8

8 Change the chart type f an existing chart Fr mst 2-D charts, yu can change the chart type f the entire chart t give the chart a cmpletely different lk, r yu can select a different chart type fr any single data series (Related data pints that are pltted in a chart. Each data series in a chart has a unique clr r pattern and is represented in the chart legend. Yu can plt ne r mre data series in a chart. Pie charts have nly ne data series.), which turns the chart int a cmbinatin chart. Fr bubble charts and mst 3-D charts, yu can nly change the chart type f the entire chart. D ne f the fllwing: T change the chart type f the entire chart, click the chart area r plt area f the chart. T change the chart type f a single data series, click that data series. On the Chart menu, click Chart Type. On the Standard Types tab, in the Chart type list, click the chart type that yu want. NOTE: Yu can nly change the chart type f ne data series at a time. T change the chart type f mre than ne data series in the chart, yu must repeat all f the steps in this prcedure fr each data series. Chart r Graph Type Clumn Descriptin Clumn charts are used when yu want t cmpare different values vertically side-by-side. Each value is represented in the chart by a vertical bar. If there are several series, each series is represented by a different clr. Bar charts are just like clumn charts, except they display infrmatin in hrizntal bars rather than in vertical clumns. Bar Line charts are used t illustrate trends. Each value is pltted as a pint n the chart and is cnnected t ther values by a line. Multiple items are pltted using different lines. Line Area charts are the same as line charts, except the area beneath the lines is filled with clr. Area Pie charts are useful fr shwing values as a percentage f a whle. The values fr each item are represented by different clrs. Pie Scatter charts are used t plt clusters f values using single pints. Multiple items can be pltted by using different clred pints r different pint symbls. Scatter Cmbinatin charts cmbine tw different types f charts tgether. Fr example, a cmbinatin chart might cntain bth a clumn chart and a line chart. Cmbinatin Revised 6/2008 Janet W Lee jwlee@lmu.edu x Page 8 f 8