1-Excel 2007 Ess

HappyComputersManual for...
Excel2007 Essentials
ThiscourseguideisproducedfortheHappyComputersExcel2007Essentialscourse Forallyourcomputertrainingneedscontact: HappyComputers,CitysideHouse,40AdlerStreet,London,E11EE Helpline:02073757373help_line@happy.co.uk Bookings:02073757300 CopiesofthisguidecanbeobtainedfromHappyComputers,fullybound,atacostof15 each,or10forextracopiesfororganisationswhohavebookedcourses. HappyComputersallowsthisguidetobecopied,providedthatpermissionissoughtand thenameandphonenumberofHappyComputersremainsonthecopies.
HappyComputers2007420/07/07V1
Excel2007EssentialsContents
Contents
Contents............................................................................. 2 HappyComputers:ForAllYourITTrainingNeeds......... 4 TheHappyComputersWebSite....................................... 5 LearnmoreonlinewithHappyeLearning........................ 6 WhatsNewinOffice2007? .............................................. 8 SmartTagsHowcantheyhelp?.................................. 11 Help .................................................................................. 12 GettingstartedinExcel................................................... 13
StartingandclosingExcel................................................................14
Excel2007screen............................................................ 16 TheMouseKeepsChangingShape ............................... 18 MovingaroundExcel...................................................... 19 Text&Numbers............................................................... 20

Correctingyourmistakes.................................................................20 UndoandRedoAlicencetomakemistakes.......................................21 Changingthezoomcontrol...............................................................22
Selectingpartsofaspreadsheet.................................... 24
DragandDrop...............................................................................25
CutCopyandPaste......................................................... 27
TheOfficeClipboard ........................................................................28 Insertinganddeletingcolumnsandrows ............................................29
Changingthecolumnwidths.......................................... 31 Autofill.............................................................................. 32 Savingyourworkbook .................................................... 35

Savingabookforthefirsttime .........................................................35 ClosingandOpeningaWorkbook......................................................36
AutoSum .......................................................................... 38
UsingAutoSum...............................................................................38 Formulae.......................................................................................39 CreatingaFormula.........................................................................40
SpreadsheetDesignPrinciples ...................................... 42 BuildingOnTheBasics .................................................. 43

CopyingFormulae ...........................................................................43
WhatAreAbsoluteCellReferences? ............................. 44
CreatingandUsingAbsoluteCellReferences .......................................45
Printing............................................................................ 47 Functions ......................................................................... 50

Insertingbasicfunctions ..................................................................50
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HappyComputers02073757300
Excel2007EssentialsContents Usingpercentages .......................................................................... 51 FreezePanes ................................................................................. 53
MakingaSpreadsheetLookGood ................................. 55
BordersandShading...................................................................... 55 BasicFormatting ............................................................................ 56 UsingCellStyles............................................................................ 57 Alignment ..................................................................................... 58 Changingthenumberformats .......................................................... 60 Changingthedateformat ................................................................ 63 Changingthecolumnwidths............................................................ 63 AddingBorders .............................................................................. 65 Addingshading .............................................................................. 66 Formatpainter............................................................................... 67 PrintPreview ................................................................................. 68 Changingthepagesetup................................................................ 70 HeadersandFooters....................................................................... 74
Charts............................................................................... 78
Charts .......................................................................................... 78 Moving,resizinganddeletingcharts................................................. 81 Selectingpartsofachart................................................................. 81 FormattingthechartusingtheDesigntab.......................................... 84 Printingthechart ........................................................................... 87 WhichchartshallIuse?.................................................................. 88
RangeNames................................................................... 91
Creating&usingRangeNames......................................................... 91
Protection ........................................................................ 96
ProtectingYourSheet..................................................................... 96
Appendix........................................................................ 100
Whatdotheerrormessagesmean?................................................100
Index............................................................................... 101
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Excel2007EssentialsHappyComputers:ForAllYourITTrainingNeeds
HappyComputers:ForAllYour ITTrainingNeeds
ManualsforYoutoUse
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Excel2007EssentialsTheHappyComputersWebSite
TheHappyComputersWebSite
Whereisit?
http://www.happy.co.uk
WhyshouldIvisitit?
TheHappyComputerswebsiteisdedicatedtoprovidingyouwith informationaboutboththesoftwareyouuse,andthecourseswerun.Youll findcopiesofmanualstodownloadandtipsontheprogramsyouuse, designedtomakeyourworkquickerandeasier.Youllfinduptodatenews aboutHappyComputersandtheteam,andyoucanofcoursefind informationonallourcoursesandbookyourplaceonone.
Feedback
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Excel2007EssentialsLearnmoreonlinewithHappyeLearning
LearnmoreonlinewithHappy eLearning
WehopeyouenjoytheclassroomcoursewithHappy.Butyourlearningdoesnt needtoendthere WhydontyoutryHappyeLearningallofHappyComputersexpertisein training,online! WeoffercoursesinECDL,ITQandallMicrosoftpackages,andwecan evencreatecustommadecoursesforyourcompany Allcoursesletyouworkonthelivesoftwarewhileyoulearn Coursesaredividedintosmalllessons,thattake5,10or15minutesto do Learnatyourownpacelearnwhatyoulike,whenyoulike Easytounderstandlessons,withhintsandanswers,andfullmanual provided Completeaprecourseassessmenttogaugeyourlevelofknowledge beforeyoustart.Thenlearnonlywhatyouneedto! Quizzesandassignmentstestyourprogress Fullsupportpackageavailableyourownetutor,forums,chatroom,email support,andoneyearfreehelpline(thesameasourclassroomhelpline) Monitoryourownstudentsprogressthroughourcourses,withour bespokelearningmanagementsystem http://www.happyelearning.co.uk:
TryourcoursesforFree! Youcannowtryoutouronlinecoursesforfreejustregisterwithusat http://www.happyelearning.co.uk/freestuff/(itonlytakesafewminutes).Or passthelinkontoyourtrainingmanagerAtthemoment,wehaveavailable sampleversionsofECDLandoftheOfficeSensehealthandsafetycourse. Ifyouareinterestedinanythecourseswehaveavailable,giveusaringnowon 02073757300.
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Excel2007EssentialsLearnmoreonlinewithHappyeLearning Changingthewayitworks TocustomizetheOfficeButtonmenutohavemorefunctions,clickon theOptionsbuttonatthebottomofmenu.
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Excel2007EssentialsWhatsNewinOffice2007?
WhatsNewinOffice2007?
TheRibbon
Microsofthasnowdoneawaywithitsfamiliarmenusandtoolbarsfromthe previousversions.Office2007workswithsomethingknownasthe Ribbon,whichappearsatthetopofthescreenandisdividedintoaseries ofTabs,whichgrouprelatedfeaturestogether.
IsitthesameinallOfficepackages? Noeachapplicationwillhavedifferenttabswithdifferentfunctions specifictothatapplicatione.g.Excelhasatabforworkingwithcharts, whereWorddoesnot. HidingtheRibbon TotemporarilyhidetheRibbon,doubleclicktheselectedtaborpress Ctrl+F1
ContextualTabs
SomeTabsarehiddenbydefaultandappearonlywhenrequirede.g. commandsforinserting,selectingandeditingachart,tableorpictureonly appearwhenapplicabletotheworkyouaredoing.Assoonasyouredone theydisappear!
ContextualTabsforObjects ToquicklybringforwardtheContextualTabsforanobject,doubleclick theobject.
MicrosoftOfficeButton
NowinsteadoftheFilemenuwehavetheOfficeButtonwhichprovides accesstothecommontaskscarriedoutinalloftheOfficeapplications.
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1. ClickontheOfficeButton 2. Clickonthemenuoptionyouneed
Changingthewayitworks TocustomizetheOfficeButtonmenutohavemorefunctions,clickon theOptionsbuttonatthebottomofmenu.
DialogBoxLaunchers
SomegroupsintheRibbon(suchasClipboard,Font,andParagraph)contain aDialogBoxLaunchericon.Clickthisicontolaunchthedialogboxrelated tothefeaturescontainedinthegroup.
QuickAccessToolbar
TheQuickAccessToolbar,whichsitsabovetheRibbon,holdscommonly usedoptions,suchassave,undo/redoandprint.Toaddafeaturetothe QuickAccessToolbar,rightclickonitandchooseAddtoQuickAccess Toolbar.
AddingextrastotheQAT AddanentiregroupoffeaturestotheQATbyrightclickingthetitleat thebottomofthegroup
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SuperTooltips
SuperTooltipsreplacescreentipsandprovideamoredetaileddescription ofwhatmostbuttonsdo.Theycandisplayformattedtextaswellasimages.
OfficeAssistantshavebeen completelyremoved!
ZoomSlider
YoullfindtheZoomSliderinthebottomrightcornerofthescreen.It allowsausertorapidlychangethemagnificationofadocument, spreadsheet,presentationetcwithinanOfficeapplication.
MiniToolbar
Wheneveryouselectsometext,theMiniToolbarpopsuponscreen.It provideseasyaccesstothemostcommonlyusedformattingoptions.You canalsofinditwhenyourightclickonaselectionofwords.
LivePreview
Ifyouwanttopreviewachangebeforeyouactuallydoit,LivePreviewwill help. AllyoudoisrestyourcursoroveranitemintheRibbon.Assoonas youmoveyourmousepointeraway,thepreviewcloses.
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Excel2007EssentialsSmartTagsHowcantheyhelp?
SmartTagsHowcanthey help?
SmartTagswereanewfeatureinOffice2002(XP)/2003andtheyarestill presentinalloftheOffice2007products(Word,Excel,Accessand PowerPoint). SmartTagsarebuttonsthatpopupandofferyouhelpaccordingtowhat youaredoing.
SmartTag
Whatisitfor?
ThisSmartTagappearstogiveyou information.Itwillappearwhenyoutypeina nameandwillpromptyoutoaddittoyour OutlookContactList. Whenyoupasteinsomethingyouhave copiedthisSmartTagwillappear.Hoveryour mouseoveritanditwillgiveyouoptionsfor theformattingyouhaveselected. Whenclickingonthecellwiththegreen triangleinthecornertheSmartTagonthe leftappears.ThisisanerrorcheckingSmart Tagandwillgiveyouoptionstocheckyour formulae. AnAutoFillSmartTagappearswhenyouuse AutoFillandwillgiveyouvariousoptions(see page32). AnAutoCorrectSmartTagappearsasasmall blueboxandturnsintotheSmartTagwhen youhoverthemouseoverit.Itallowsyouto undoanAutocorrection. TheInsertOptionsbuttonappearswhenrows columnsorcellsareinserted.Youarethen offeredvariousformattingoptions.
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Excel2007EssentialsHelp
Help
Excel2007comeswithacomprehensiveHelpfeatureifyougetstuck. YoucaneithertypewhatyouwanttofindoutaboutorbrowsetheExcel HelpandHowto. ClickontheHelpicon
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Excel2007EssentialsGettingstartedinExcel
GettingstartedinExcel
GettingfamiliarwiththeExcel2007screen
Excelisaspreadsheetprogram.Spreadsheetsarebasicallylargetablesthat holdnumberandtext.Calculationscanthembeperformedonthese numbers.
UsesofExcel
Formulasorcalculations Storinginformation(database) Creatingtables
ForFormulas (calculations)
HereisaverysimpledomesticbudgetusingExcel:
Thiscellcontainsa formulatoworkout thetotaloutgoing.
Thiscellcontainsaformulawhich takesthetotaloutgoingfromthe incometogivethesurplus(orleft over).
FormoreinformationonformulasseepageError!Bookmarknotdefined.
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Forstoringinformation(asadatabase)
Excelhasasimpledatabasefacilitythatallowsyouto Sortinformationintoanyorder(e.g.bysurname) Extracttheinformationyouwishtosee(e.g.onlythefemales)
Forcreatingtables
ExcelcanalsobeusedverymuchlikeWordprocessingtables,i.e.forlaying informationoutneatlyinrowsandcolumnsandmakingitlookimpressive.
StartingandclosingExcel
StartingExcel
1. ClickontheStartbutton 2. SelectAllPrograms 3. ClickonMicrosoftOffice 4. DoubleclickonExcel Or Ifyouhaveashortcuticonon thedesktop,doubleclickit
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ExitingExcel
Clickonthecrossinthetop rightcornerinExcel
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Excel2007EssentialsExcel2007screen
Excel2007screen
IfyouarefamiliarwithpreviousversionsofMicrosoftExcel,youwillnotice thescreenlooksverydifferent...therearenownomenusortoolbars.They havebeenreplacedwithTabsandGroups.Forexample,theHometab containstheClipboardgroupandFontgroup.Thesegroupscontain commands,suchasPaste,BoldandFontsize.Acommandcanbeabutton oriconorevenadropdownmenu.
Officebutton QuickAccess toolbar ATab Ribbon
Commands
Scrollbar Formula bar Groups Row headings
Sheettabs Column headings Cells
Zoomslider
TabsThereare7tabs,eachonerepresentsacoretasksinExcel. GroupsEachtabcontainsagroupofrelateditems. CommandsThesearebuttonsandcanrepresentaboxtoenter informationorevenamenu.
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Excel2007EssentialsExcel2007screen
Titlebar Whichprogramyouareinandthenameofthecurrent workbook QuickAccess Thisholdssomeofthecommonfeatures,suchasUndoand toolbar Redo Officebutton ThishasreplacedtheFilemenu,soitcontainsoptionslike Save,open,CloseandPrint,aswellassomemorefeatures Ribbon ReplacesMenusandToolbars,containtabsandcommands Formulabar Showsyouwhichcellyouarein,andwhatitscontentsare Cells Theboxesthatmakeupthespreadsheet.Eachcellhasacell reference,madeupofitscolumnletterandrownumber. E.g.A1 Sheettabs Whenyoufirstcreateanewworkbook,ithasthreesheets insideit.Thesheettabsshowyouwhichsheetyouare currentlyon. Sheet Ifyouaddmoresheetstoyourworkbook,thesebuttons navigation allowyoutomovethroughthem(SeeHappyComputers buttons GuidetoExcel2000/97Intermediate)
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Excel2007EssentialsTheMouseKeepsChangingShape
TheMouseKeepsChanging Shape
Mouseshapes&Positions
BigPlussign: Positionyourmouseoverthe middleofacell. FourCrossArrow: Positionyourmouseonthe borderofacell.
IconUsed
Whenyouareselecting cells.
Whenyouwishtomove thecontentsofacell (seepage25).
SmallPlussign: Positionyourmouseoverthe bottomrighthandcornerofthe activecell. Ibar: ClickintotheFormulabar,or doubleclickinsideacell. CrossArrow: Positionyourmousebetween twocolumnletters,orbetween tworownumbers. Magnifyingglass: Positionyourmouseoverthe spreadsheetinprintpreview.
Whenyouareusing AutoFill(seepage32).
Whenyouareaddingor deletingtextfromacell. Whenyouareresizinga roworcolumn(seePage Error!Bookmarknot defined.). Whenyouwanttozoom inoroutoftheprint preview(seePageError! Bookmarknot defined.). Whenyouareresizinga picture,chartordrawn shape(seePageError! Bookmarknot defined.). Themousewillchangeto aneggtimerwhenExcel isbusy.Ifyouwaitfora moment,itwill disappear.
Doublearrow: Selectapictureordrawnshape andpositionthemousearound theboxes. Eggtimer
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Excel2007EssentialsMovingaroundExcel
MovingaroundExcel
Asyouhaveseen,therearenomenusandtoolbarsnow,butTabsand Groups.Youcanaccesstheseusingthekeyboard.
AccessingtheTabsandGroupsusingthekeyboard
1. PressALT 2. Pressalettertonavigateto theTab 3. Pressalettertonavigatetoa Group KeyTipsappearatthetopofthe Tabs
UsingtheKeyboard
Youmaybefamiliarwiththefollowingshortcutsasyoucouldusein previousversionsofExcel. Ctrl Ctrl Home Ctrl+Home Ctrl+End Pageup Pagedown Uponecell Downonecell Leftacell Rightacell Goestothefurthestrightofthecurrentspreadsheet Goestothefurthestleftofthecurrentspreadsheet GotocolumnA GoestocellA1 Movestothebottomrightcelloftheareayouhavetyped Movesactivecelluponescreen Movesactivecelldownonescreen
Whatabouttheoldkeyboardshortcuts? AllthekeyboardshortcutsthatbeginwithCtrlstillallwork,for exampleCtrl+Xstillmovessomethingtotheclipboard.
UsingtheMouse
1. Clickthemouseintothe middleofthecellyouwishto moveto Youcursorwilllooklikeaplussign
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Excel2007EssentialsText&Numbers
Text&Numbers
EnteringText
1. Clickonthecell 2. Typethetext 3. Pressenter
EnteringNumbers
1. Clickonthecell 2. Typethenumber 3. Pressenter
EnteringDates
1. Clickonthecell 2. Typethedate 3. Pressenter Forexample,26/01/2007
EnteringPercentages
1. Clickonthecell 2. Typethenumberfollowedby the%buttononthekeyboard 3. Pressenter
Correctingyourmistakes
Deletingthecontentsofacell
1. Clickonthecellrequired 2. PressDeletekey
Replacingthecontentsofacell
1. Clickonthecellrequired 2. Typethenewcontents Theoriginalcontentswilldisappear
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Editingthecontentsofacell
DoubleclickonthecellrequiredAcursorwillappearinsidethecell Or 1. Clickonthecellrequired 2. PressF2onthekeyboard cell Or 1. Clickonthecellrequired 2. Clickontheentrylineof theformulabar Theformulabarwillshowthecontents ofthecell Acursorwillappearinsidethe
UndoandRedoAlicencetomakemistakes
Undoallowsyoutocanceluptothe100ofyourpreviousactionsifyouhave madeamistake.Ifyouthendecidethatyoudidntmeantocancelthose actions,youcanredoupto100thingsthatyouhaveundone!
Clickheretoundo yourlastaction Clickhereto redoupto100 undos Clickheretoredo yourlastundo
Clickheretoundo upto100actions
Undoingyourlastaction
ClickontheUndobuttonontheQuickAccessToolbar Or PressCTRL&Z
Redoingyourlastundo
ClickontheRedobuttonontheQuickAccessToolbar Or PressCTRL&Y
Undoingupto100actions
Youcantselectoneactiontoundo Whenyouundoupto100actions,youcannotpickoutjustone fromthelistandundothatalone.Forexampleifyoutheaction youwanttoundowas5actionsago,youmustundoALLof yourlast5actions.
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1. Clickonthedownarrownexttoundo 2. Findtheaction(s)youwanttoundo,scrollingdownifnecessary 3. Clicktheontheactionyouwishtoundofrom
Redoingupto100actions
1. Clickonthedownarrownexttoredo 2. Findtheaction(s)youwanttoredo,scrollingdownifnecessary 3. Clickonthelastactionyouwishtoredo
Changingthezoomcontrol
Whatisthezoomcontrol?
Thisallowsyoutostandbackfromyourspreadsheet,sothatyoucansee moreofit,orzoomincloser.Itdoesnotchangethesizeofthespreadsheet whenitisprinted.
ChangingthezoomcontrolusingtheZoomSlider
ThequickestwayofchangingthezoomofanExcelspreadsheetistousethe ZoomSliderwhichislocatedinthebottomrightcornerofthescreen.You willseeanarrowandplus(+)andminus()signstotheleftandrightofit. Clickonthe+ buttons or Thezoomwillincrease/decreasein incrementsof10%
ChangingthezoomcontrolusingtheZoomdialog box
Alternatively,youcanstillusetheZoomdialogboxtochangetheZoom. 1. Clickonthe%inthebottom rightcornerofthescreen Inthisexamplethezoomhasbeen setto100% Zoomdialogboxopens
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2. ClickontheMagnificationyou require 3. ClickOK Alternatively,youcanusetheViewtabontheRibbontochange thezoom
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Excel2007EssentialsSelectingpartsofaspreadsheet
Selectingpartsofa spreadsheet
Toselect,yourmousemustlooklikethebigplussign
Selectingarangeofcells
1. Startfromthecellatthetop lefthandcornerofthearea youwishtoselect 2. Makesurethatyourmouse lookslikethebigplussign 3. Clickanddragoverthecells yourequire
Theywillgoblue
Selectingcolumns
ClickontheColumnletteryou require Or Clickanddragoverthe columnletterstoselect severalcolumns
Selectingrows
ClickontheRownumberyou require Or Clickanddragovertherow numbertoselectseveralrows
Selectingtheentirespreadsheet
Clickonthepalebluesquareatthetopleftcornerofthespreadsheet
Clickheretoselectthe wholespreadsheet
Selectingtheentirespreadsheetusingthekeyboard Ctrl+A
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Selecting areaswhicharenotnexttoeachother
1. Selectthefirstareayou require 2. HolddowntheCtrlkeyonthe keyboard 3. Selectthesecondareayou require
Usingthekeyboard toselectcells
Shift Shift Shift Shift Shift,Control Shift,Control Shift,Control Shift,Control Shift,Control,End Shift,Control, Home Selectcellstotheright Selectcellstotheleft Selectcellsabove Selectcellsbelow Selectfromthecurrentcelldowntothelastentryinthe column Selectfromthecurrentcelluptothefirstentryinthe column Selectfromthecurrentcelltothelastentryintherow Selectfromthecurrentcelltothefirstentryintherow Selectfromthecurrentcellacrossanddowntothelast typedentryonthesheet SelectfromthecurrentcellupandacrosstocellA1
DragandDrop
Whenyouhoverthemouseovertheborderofthecell whosecontentsyouwishtomoveyourMouseshould looklikethiscrossarrow:
Moving aSelection
1. Selectthecellsyouwishtomove 2. Positionyourmouseatthe borderoftheselectionsothat itchangestoacrossarrow (seethediagramsabove) 3. Clickanddragtheselectionto Youwillseeafuzzygreyborder itsnewlocation showingyouwhereyouaregoing
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Copying aSelection
1. Selectthecellsyouwishto copy 2. HolddownCtrlonthe keyboard 3. Positionthemouseatthe borderoftheselectionso thatitchangestoacross arrow(seethediagrams above) 4. Clickanddragthe selectiontoitsnew location 5. LetgooftheCtrlkeyand themouse
Youwillseeafuzzygreylineanda+ signshowingyouwhereyouare going
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Excel2007EssentialsCutCopyandPaste
CutCopyandPaste
Copyingaselectionusingthekeyboardandthe mouse
6. Selectthecellsyouwishtocopy 7. HolddownControlonthe keyboard 8. Positionthemouseattheborder oftheselectionsothatitchange toawhitearrow 9. Clickanddragtheselectionits newlocation 10.Releasecontrolandthemouseto copy
Youwillseeafuzzygreyline showingyouwhereyouare going
Movingaselectionwithcut
1. Selectthecellsyouwishto move 2. ClickontheCuticon Or PressCtrlX 3. Placeyourcursorinanother location 4. ClickonthePasteicon Theselectionwillhaveflashinglights aroundit,andwillbemovedtothe windowsclipboard
Thiscellwillbecomethetoplefthand corneroftheselection
Or PressCTRLV
Copyingaselectionwithcopy
1. Selectthecellsyouwishtocopy 2. ClickontheCopyicon Theselectionwillhaveflashinglights arounditandwillbecopiedtothe windowsclipboard Or PressCTRLC 3. Placeyourcursorinanother location 4. ClickonthePasteicon Thiscellwillbecomethetoplefthand cornerofthecopiedselection
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Or PressCTRLV Youcanpastemanytimes WheneveryouclickPaste,Excelwillreproducewhateverwas lastcopiedorcutontotheclipboard,whichmeansthatyoucan pasteinformationinasoftenasyourequire.
TheOfficeClipboard
InMicrosoftOffice2007youcanusetheOfficeClipboard.Thisallowsyouto cut,copyandpasteupto24selectionsoftextorpictures.Thisclipboard allowsyoutoselectwhichitemyouwishtopasteintoyourspreadsheetor whichitemsyouwishtoclearfromtheclipboard.
DisplayingtheOfficeClipboardTaskPane
Clickonthedialogboxlauncherfor theClipboardgroup TaskPaneopens
InsertinganitemfromtheOfficeClipboard
1. DisplaytheOfficeClipboard 2. Clickontheitemyouwishto paste
ToDeleteanItemfromtheOfficeClipboard
1. DisplaytheOfficeClipboard 2. Clickonthedropdownarrow nexttotheitemyouwantto
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delete 3. ClickonDelete
Youcanpastemanytimes WheneveryouclickPaste,Excelwillreproducewhateverwas lastcopiedorcutontotheclipboard,whichmeansthatyoucan pasteinformationinasoftenasyourequire
Insertinganddeletingcolumnsandrows
Inserting arow
1. Rightclickontherowbelow yourequirethenewone 2. ClickonInsert Or 1. Selecttherowbelowwhere yourequirethenewone 2. Ctrl+ Anewrowwillbeinsertedabovethe rowyouselected
Anewrowwillbeinsertedabovethe rowyouselected
Ifyouselectrow5
Anewrowisinsertedaboveit
Inserting acolumn
1. Rightclickonthecolumnto therightofwhereyourequire thenewone 2. ClickonInsert Or 1. Selectthecolumntotheright ofwhereyourequirethenew one 2. Ctrl+ Anewcolumnwillbeinsertedtothe leftoftheselection
Anewcolumnwillbeinsertedabove therowyouselected
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IfyouselectcolumnB
Anewcolumnisinsertedtotheleft
Insertingseveralnewrowsorcolumns
e.g.Insertingsixrows 1. Selectsixrowsbelowwhere yourequirethenewrows 2. Rightclickwithintheselected cells 3. ClickonInsert Or 1. Selectsixnewrowsbelow whereyourequirethenew rows 2. Ctrl+
Sixnewrowswillbeinsertedabove therowsyouselected
Deleting rowsandcolumns
1. Selecttherows/columnsyou wishtodelete 2. Rightclick 3. SelectDelete Or 1. Selecttherows/columnsyou wishtodelete 2. Ctrl
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Excel2007EssentialsChangingthecolumnwidths
Changingthecolumnwidths
Toresizecolumnwidths,placeyourmousebetweenthe columnlettersandmakesureitlookslikethecross arrow
Makingacolumnorrowjustbigenough
1. Placeyourmousetotherightofthecolumnletteryouwishtore size or Placeyourmousebelowtherownumberyouwishtoresize 2. Doubleclick
Adjustingaroworcolumnmanually
1. Placeyourmousetotherightofthecolumnyouwishtoresize or Placeyourmousebelowtherownumberyouwishtoresize 2. Clickanddragtothesizeyourequire
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Excel2007EssentialsAutofill
Autofill
WhatIsAutoFill?
AutoFillisagreattimesavingfeaturethatallowsyoutocopytext,numbers orFormulaeinaspreadsheet.
UsingAutoFill
Makesureyourmouselookslikethesmallplussign Beforeyouclickanddrag,makesurethatyourmouselooks correct,oryoumightgetsomeunexpectedresults!
1. Createyourfirstformula 2. AutoFillthisformulaacrossordowntocopytoothercolumnsor rows Positionyourmousehereto

AutoFill,makesureitlookslikea thinblackcross.
3. Selecttheoptionyourequirefromthesmarttagoptions
SpecialLists
Certaintextsuchasmonths,daysordatesworkwellwithAutoFill.Havea lookattheexamplesbelow,whichwereallcreatedusingAutoFill.
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Intheaboveexamples,allyouneedtodoistypethefirstinthesequence, thenautofilldownoracross. 1. Typethefirstiteminthe sequence 2. Autofilldownoracross
StartingOfftheSequenceforAutoFill
WhenusingAutoFillfordates,forexample,youmightwantthesequenceto gofromweektoweekratherthandaytoday.Toachievethis,youmust startthesequenceoffforAutoFill. 1. Typethefirstiteminthe sequence 2. Typetheseconddateintoan adjoiningcell 3. Selectbothcells 4. Autofilldownoracross
Creatingacustomseries
1. ClickontheOfficeButton 2. ClickonExcelOptions 3. ClickPopular 4. UndertheTopoptionsfor workingwithExcel,clickEdit CustomLists
Dialogboxappears
5. ClickinListentries 6. Typeeachitemintheseries, pressingenteraftereachone 7. ClickAdd 8. ClickOK 9. ClickOK
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Usingasequencefromacustomseries
1. Clickintoablankcell 2. Typethefirstiteminthe series 3. Autofilldownoracross
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Excel2007EssentialsSavingyourworkbook
Savingyourworkbook
ThefirsttimeyousaveaworkbookinExcelyouhavetospecifyanamefor thefile,onceyouhavedonethisyoucanclickonthefamiliarSaveiconto updatethechangesyouhavemade.
Savingabookforthefirsttime
1. ClickontheOfficebutton
2. RestthemouseontheSaveas option
Thisgivesyouachancetosee theotheroptions ExcelWorkbook ExcelMacroenabled Workbook ExcelbinaryWorkbook Excel972003Workbook Findaddinsforotherfile formats Otherformats Saveasdialogboxappears
3. Ifyouknowyoumayhavetoshare yourExcelworkbookwithsomeone whodoesnthaveOffice2007,then th itisbesttogoforthe4 option Excel972003Workbook
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4. Ontheleft,navigatetowhereyou wanttosavetheworkbook 5. Typeaname 6. ClickonSave IwanttosavemyExcelworkbookinanewfolder,butIhavent createdityet. Thatsok,insteadofdoingpoint4fromabove 1. ClickontheNewFoldericon 2. Typeanameforthefolder 3. PressEnter 4. Continuewithstepsabovefrompoint5
ChangingtheDefaultfolder
Beforeyousavedothefollowing first 1. ClickotheOfficeButton 2. ClickontheExcelOptions button 3. ClickonSaveontheleftside 4. ClickontheDefaultfile locationbox 5. Typeinthedriveandfolder youwishtosaveto 6. ClickOK
Savingyourworkbookafterchanges
PressCtrl+S
ClosingandOpeningaWorkbook
OpeningYourWorkbook
1. ClickontheOfficeButton 2. ClickonOpen 3. Ifneeded,changethefolder Excelislookingat 4. NavigatetotheExcel spreadsheetyouwanttoopen 5. Doubleclickthefoldertoopen it
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ClosingYourWorkbook
ClickonthebottomXatthetoprightofthescreen
CreatingaNew Workbook
1. ClickontheOfficeButton 2. ClickontheNewbutton 3. ClickontheCreatebutton Whataretheotheroptions? NewInstalledTemplates Showsarangeofprepared spreadsheets,suchasBilling StatementandExpense Report Showsanyspreadsheetsyou havesavedastemplates.See nextpageforsavinga spreadsheetasatemplate. Thisoptionallowsyouto createanewspreadsheet basedonanexisting spreadsheet. BlankWorkbookwillalreadybe selected
NewMyTemplate
NewNewfromexisting
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Excel2007EssentialsAutoSum
AutoSum
UsingAutoSum
AutoSumisaquickandeasywayofaddinguplistsoffiguresinExcel.
UsingtheAutoSumIcon
1. Clickonthecellwhereyou requiretheanswer 2. ClickontheAutoSumicon 3. PressEnterorclickonthetick Youdonthavetoleaveablankcellbetweenthefigures andtheanswer InpreviousversionsofExcel,youhadtoleaveablankcell betweenthelastitemyouwereaddingupandthetotalasif youneededtoinsertanymorefigurestothelist,thenthe answerwouldnthaveupdatedtoincludethenewinformation. However,inExcel2007youdonthavetoleaveablankcell, thoughitmakesiteasiertoreadifyoudo. AutoSumhasputflashinglightsaroundthewrong figures SometimesAutoSumguesseswrongly.Ifthishappensjust clickanddragoverthecorrectcellsbeforepressingEnter.
MakingSureAutoSumAddstheCorrectFigures
1. Selectthefiguresyouwishto addup,theblankcell,andthe cellwhereyourequirethe answer 2. ClickontheAutoSumicon
Answerappearsinthelastcell
TypingtheSumFormula
Ifyouprefer,youdonothavetousetheAutoSumicon.Youcantypethe formulaintothecellinstead. 1. Clickonthecellwhereyou requirethe 2. Type=sum(
Assoonasyoustarttotypesum,all thefunctionsstartingwithsstartto
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appearwithadescriptionofwhatit does 3. Continuetypingsum 4. Clickonthefirstcellyouwish toaddup 5. Typeacolon 6. Clickontheblankcellatthe endofthelist 7. ClickEnter Thecellreferencewillappear
Thecellreferencewillappear
Formulae
WhatisaFormula?
Formulaisthetermusedforacalculationinyourspreadsheet.Thediagrams belowshowanexampleformulathathasbeencreated.
Formulabeingentered
Formulacompleted
Toworkoutthesurplus(inCellB15)weneedtodoacalculation.Thisis achievedbytakingawaytheexpenditurefromtheincome(salary).Youcan seethisinthediagramontheleft.Ontherighthandsideyoucanseewhat happensoncetheformulahasbeencompleted.
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HowIstheFormulaMadeUp?
FormulaealwaysstartwiththeequalssignthatshowExcelknowsits aformula Cellreferencesareusedinsteadofnumbers Amathematicalsymbolisusedtodenotethetypeofcalculation
E.g.Hereistheformulafromtheexampleabove,whichfoundusthesurplus (ormoneyleftover).
Startswiththe equalssign
=B3B12
Thecellthat containstotal expenditure
Thecellthat containsthe income
Thesubtractionsign
CreatingaFormula
1. Clickonthecellwhereyou requiretheanswer 2. Typethe=sign 3. Clickonthefirstcellinvolved Flashinglineswillappeararoundthe inyourcalculation cell Thecellreferencewillbeinserted intotheformula 4. Typethemathssymbolyou areusing(seebelow) 5. Clickonthenextcellinvolved Flashinglineswillappeararoundthe inyourcalculation cell Thecellreferencewillbeinserted intotheformula 6. Repeatsteps4&5(ifyou needtoaddmoretoyour formula) 7. PressEnter Oncetheformulaisconfirmedtheanswerwillappearinthecellandthe formulawillappearontheFormulabar. AlwaysusecellreferencesinFormulaeandnever numbers AlthoughFormulaewillstillworkifyouusenumbersinsteadof cellreferences,itisneveradvisabletousenumbers.Usingcell referencesmeansthatifthenumbercontainedinthecell shouldchange,theformulawillupdatetoshowthecorrect answer,soyourspreadsheetisalwayscorrect.
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Theformulaisntworking Ifyourformulaisntworking,gotothecellwhichcontainsthe formulaandlookattheformulaontheFormulabar.Checkthat whatiswrittenthereiscorrect.
MathematicalSymbols
Press Press Press
Toperformanaddition Toperformasubtraction Toperformamultiplication Toperformadivision Usethenumberkeypad
Press/
Theeasiestwayoftypingthemathematicalsymbolsistouse thekeysaroundthenumberkeypadontherighthandsideof thekeyboard.
PrecedenceofCalculation
Calculationsarenotsimplydonefromlefttoright.Belowistheorderin whichallcalculationsareperformed. Priority 1 2 3 Symbol () ^ */ Explanation Anythinginbracketsisdonebeforeanything outsidethebracketsiseverconsidered. Raisesanumberinorderofmagnitude:raisesitto 2 thepowerofsomethingelse,e.g.3 Multiplyanddivideareonthesamelevel. Whicheveristhefurthestleftintheformulais donefirst. Plusandminusareonthesamelevel.Whichever isfurthestleftintheformulaisthereforedone first.
TheacronymforthisisBODMAS
Brackets Order Divide Multiply Add Subtract
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Excel2007EssentialsSpreadsheetDesignPrinciples
SpreadsheetDesignPrinciples
Neverputanumberinaformula
AlwaysusecellreferencesinFormulaeandnevernumbers.Ifyouuse numbers: Ifthenumbershouldchange,yourformulawillnotupdatetogivethe correctanswer Youwillhavetochangeeveryformulathatusesthenumber,ratherthan justchangingthecontentsofonecell ItwillbedifficulttofindalltheFormulaethatrelatetothisnumber Otherpeopleusingyourspreadsheetmaynotknowwhatthenumber refersto Ifyoucomebacktothespreadsheetalongtimeafteryoucreatedit,you maynotknowwhatthenumberrefersto
Calculatefromtheleftanddown
Cleanandwelldesignedspreadsheetscalculatedownwardsandtotheright. Thismakesthemeasytofollowandavoidscircularreferences.
Avoidcircularreferences
Circularreferencesoccurwhenaformulaloopsbackonitself.Atitsmost simple,acircularreferencecanoccurwhenacellcontainingaformulais usingitselfsomewhereinacalculation.
Checkyourspreadsheetbyhand
Mistakescaneasilyarisethrough: Figuresbeingenteredincorrectly Formulaebeingtypedinincorrectly Newinformationbeingtypedinthatdoesnotgetincludedinexisting formulas
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Excel2007EssentialsBuildingOnTheBasics
BuildingOnTheBasics
CopyingFormulae
YoucancopyformulausingAutoFillandtheywillautomaticallyadjustto makesense. 1. Createyourfirstformula 2. AutoFillthisformulaacrossor down(tocopyittocells)
Positionyourmousehereto AutoFill,Makesureitlooks likeathinblackcross.
Theformulawillnotstaythesame,butwilladjusttomakesense.See thediagrambelow:
Whentheoriginalformulain B10wasAutoFilledacross,the columnlettersadjustedto makesense.
WhentheoriginalformulainI4was AutoFilleddownwards,therownumbers adjustedtomakesense.
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Excel2007EssentialsWhatAreAbsoluteCellReferences?
WhatAreAbsoluteCell References?
UsingAutoFilltocopyformulasisagreatwaytosavetime,butthecell referencesintheoriginalformuladonotalwaysneedtobeadjusted.There aresomesituationswhereacellreferenceneedstoremainconstant. Forexample: Lookatthespreadsheetshownbeloweveryonessalaryisduetoincrease by10%.Thefirstformula,tofindShingChensnewsalaryhasbeen created.Hiscurrentsalary(inCellB4)hasbeenmultipliedbythevaluein CellB1,10%.
ThequickestwaytoworkouteveryoneelsesincreaseistocopyShing Chensformula.However,iftheformulaiscopiedusingAutoFillasitis,the rownumberswillbeincremented,includingthecellreferenceforthe10% increase,andwellendupwithsomefunnyanswers.....
Excel2007isnotifyingyouthereisanerror intheformula.Asmarttaghasappearedto helpyousolveit.
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Here,AutoFillhascausedtherownumberstobeadjusted.Buttheformula weneedrequiresCellB1toremainconstantevenwhenAutoFillis used. Excelmustabsolutelyalwayslookatthiscell.Inotherwords,weneedto makeitanabsolutecellreference.
CreatingandUsingAbsoluteCellReferences
CreatingAbsoluteCellReferencesfromScratch
1. Selectthecellwhereyou requirethefirstformula 2. Entertheformulaasnormal (seepage40) 3. PressF4afterthecell referenceyouwishtobe absolute E.g. F4 (Dollarsignswillappear aroundthecellreference) 4. PressEnter Or Clickonthegreentickonthe Formulabar 5. AutoFilltheformula
Theabsolutecellreferencewill remainconstant
ChanginganExistingFormulathatNeedsAbsolute CellReferences
1. Clickonthecellcontainingthe formulayouwishtochange 2. Doubleclickonthecell Or Clicknexttotheformulaon
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theFormulabar 3. Movethecursorsothatitsits nexttothecellreferenceyou wishtomakeabsolute 4. PressF4 5. PressEnter Or Clickonthegreentickonthe Formulabar
Dollarsignswillappeararound thecellreference
Notsureifitneedstobeabsolute? Createtheformulawithoutthedollarsigns.Ifitdoesntwork whenyouAutoFill,thinkaboutwhy.Gobackandedityour originalformulathentryAutoFillagain.
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Excel2007EssentialsPrinting
Printing
Printingtheentirespreadsheetusingthekeyboard
1. ClickCtrl+P 2. PressEnter
SettingPrintOptions
1. ClickontheOfficeButton 2. SelectPrint 3. ChoosePrint
Printdialogboxappears
Decidewhich page(s)you wanttoprintor specifytherange
Typehowmany copiesyouwant
Selectwhatyou wanttoprint
Ifyour spreadsheet consistsofmany sheets,itisa goodideato chooseCollate
4. Onceyouhavepickedyour options,clickOK
SettingthePrintarea
Ifyouoftenprintthesamesectionofyourworksheet,youcansetitasthe PrintArea.ThismeansthatwhenyouclickonprintExcelwillonlyprintout thisarea. 1. Selecttheareayouwantto print 2. ClickonthePageLayouttab 3. ClickonthePrintAreabutton
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4. ChooseSetPrintArea
Adashedlineappearsaroundtheare
IdontwanttoprintthePrintArea. Thatsfine,inthePrintingdialogbox,ticktheIgnoreprintareasbox, .
ClearingthePrintarea
1. ClickonthePageLayouttab 2. ClickonthePrintAreabutton
3. ChooseClearPrintArea
SeeingandchangingthePageBreaks
ThisworksexactlythesameasinpreviousversionsofExcel. 1. ClickontheViewtab 2. ClickonPageBreak Preview
Thepagebreaksareshowninblue Adialogboxmayappear
3. ClickOK 4. Tomoveapagebreak, clickanddragtheblue line
PrintPreview
1. ClickontheOfficeButton 2. SelectPrint 3. ChoosePrintPreview 4. UsethePrintPreviewtabto movetodifferentpagesand viewthemargins
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5. Whenyouhavefinished,click ClosePrintPreview
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Excel2007EssentialsFunctions
Functions
Insertingbasicfunctions
Insertingbasicfunctions
Therearecertainusefulcalculationsthatbecomelongwindedifyoutryand createthemwithstraightforwardformulaee.g.calculationssuchasfinding theAverageofagroupofnumbers. TheAutosumicon andInsertFunctionicon makesuchcalculationsquickandeasy. inExcelarethereto
UsingAutoSum tofind theSum,CountNumbers, Average,MinimumorMaximumnumberinarange

1. Clickonthecellwhereyou requiretheanswer 2. ClickontheSumdropdown button 3. Selectthefunctionyourequire 4. Pressenter
UsingtheInsert Functionicontoinsertfunctions
1. Clickonthecellwhereyou requiretheanswer 2. ClickontheInsertFunctionicon ontheFormulaBar
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3. Searchforafunctionandpress theGobutton Or 4. Clickonthecategorydropdown arrowandchooseacategory 5. Selectafunctionfromthelist 6. ClickOK 7. Clickonthisicon tomake theboxsmaller(sothatyoucan highlighttheappropriatecells) 8. Clickonthisiconagain to maketheboxbigger 9. CheckthatExcelhasthecorrect cellreferences 10.Ifthefiguresareincorrect, highlightthecorrectfigureson thespreadsheets 11.ClickOK
TypinginformulaetofindtheAverage,Minimum andMaximum
1. Clickonthecellwhereyou requiretheanswer 2. Typethe=sign 3. TypeAverage,MinorMax 4. Typeinanopenbracket 5. Typeinthefirstcellreference yourequire(orclickonthecell) 6. Typeacolon 7. Typeintheblankcellreference attheendofthelist(oryoucan clickonthecell) 8. Pressenter E.g. =Average(A1:A6)=Max(A1:A6)=Min(A1:A6)
Usingpercentages
Enteringpercentages
Seepage20
Findingthepercentageofanumber
e.g.WhatistheVATona100 1. Clickonthecellwhereyou requiretheanswer
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2. Typethe=sign 3. Clickonthecellcontainingthe percentage,e.g.17.5%for VAT 4. Typetheasterisktosignify multiplication 5. Clickonthecellcontainingthe numberyouwishtofinda percentageof,e.g.100 6. PressEnter
Findingonenumberasapercentageofthe other
e.g.Findingoutwhatpercentageofyoursalaryyourrenttakesup Enteringtheformula Completedformula
1. Clickonthecellwhereyourequirethe answer 2. Clickontherentfigure(B4inthe exampleabove) 3. Presstheforwardslashtoindicate division 4. Clickonthesalaryfigure(B1inthe exampleabove) 5. PressEnter 6. Selectthecellwhereyouhavethe
Thiscellshouldbethe figureyouaretryingto displayasapercentage
Thiscellshouldbethe figureyouaretryingto findthepercentageof Theanswerwillbe
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answer(C4intheaboveexample) 7. ClickonthePercentageicon displayedasa decimal
Testyourformulaswithsimplenumbers Ifyouarenotsurethatyouformulasareworking,testthem outwithsimplenumbersfirstofall.Youcanreplacethese numberslater.
Convertinganumbertoapercentage
1. Clickonthecellyouwishto change 2. ClickonthePercentage icon
FreezePanes
Ifyourspreadsheethasheadingsatthetopanddowntheside,itbecomesa bitfrustratingwhenyouscrollacrossordownandcannolongerseewhat youaretalkingabout.Freezepanessolvethisproblembystickingcolumns androwsdownonthescreenwhereyoucanalwaysseethem.
Freezingthetoprow
1. Clickanywhereinthe spreadsheet 2. ClickontheViewtab 3. ClickonFreezePanes
4. ClickonFreezeTopRow
Thereare3options FreezePanes FreezeTopRow FreezeFirstColumn Ifyouscrolldown,youwillstill seethetoprow
Unfreezingthetoprow 1. OntheViewtab,clickonFreezePanes 2. ChooseUnfreezePanes
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Freezingarowandcolumn
Thisisusefulifyouneedtofreezethetoprowandthefirstcolumninone go. 1. ClickoncellB2 2. ClickontheViewtab 3. ClickonFreezePanes 4. ClickonFreezePanes Therowaboveandthecolumn totheleftwillnowbefrozen
Ifyouscrolldownandacross youwillstillseethetoprow andthefirstcolumn
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Excel2007EssentialsMakingaSpreadsheetLookGood
MakingaSpreadsheetLook Good
BordersandShading
Oftenyoumaywanttomakeaspreadsheetlooklessplainbydrawingaline underoraroundcellsorbyaddingcolour/shadingtotextoracell.
Addingborders
1. Selectthecellsyouwishto addaborderto 2. Clickontheborderbuttonon theontheHometabwithin theFontgroup 3. Selecttheborderyouwant
Addingshading
1. Selectthecellsyouwishto format 2. ClickontheFormatbuttonon theHometabwithintheCells group 3. ClickonFormatcells 4. ClickonFill 5. ClickOK
Clearingshading
1. Selectthecellsyouwishto removetheshading 2. ClickontheFormatbuttonon theHometabwithintheCells group 3. ClickonFormatcells 4. ClickonFill 5. ClickonNoColour 6. ClickOK
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Changingthecolouroftext
1. Clickintothecell 2. Clickonthedownarrownext totheFontcolouricon
Removing thecolourfromtext
1. Clickintothecellyouwishto clearthecolourfrom 2. Clickonthedownarrownext toFontcolouricon 3. SelectAutomatic
BasicFormatting
Bold,italicandunderline
1. Selectthecellsyouwishto format 2. Clickontheiconyourequire
Changingthefont
1. Selectthecellsyouwishto format 2. Clickonthedownarrownext tothefontbox 3. Selectthefontyourequire Excel2007hasafeaturethat displaysthefontlistintheiractual fonts
Changingthefontsize
1. Selectthecellsyouwishto format 2. Clickonthedownarrownext tothefontsizebox 3. Selectthefontsizeyou require
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MoreDetailedFontChanges
1. Selectthecellsyouwishto format 2. ClickontheDialogbox launcherarrowonthefont group Thesecanbefoundonsomegroups ontheribbon
3. Makethechangesyourequire 4. ClickOK
UsingCellStyles
Forspeed,youcanformatyourcellsbyusingacellstyle.Acellstyleisaset offormattingcharacteristics,suchas,fonttype,fontsize,cellbordersand cellshading.
ApplyingaCellStyle
1. Selectthecells 2. WithintheStylesgroup,click onCellStyles
3. Movethecursoroverthe differentstyles 4. Clickonthestyleyouwantto beappliedtothecells
Youwillseewhatthecellslooklike
Clearingallformattingfromcells
1. Selectthecellsyouwishto clearallformattingfrom 2. WithintheStylesgroup,click onCellStyles 3. ClickonNormal
Allformattingwillberemoved
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Alignment
Alignmentsignifieswhereaboutsyourtext/numberswilllineupinacell.
Examplesofalignmentincells
Leftaligned orthedefault alignment
Centre aligned
Right aligned
Top aligned Middle aligned
Bottom alignedor thedefault alignment
Usingthealignmenticons
Topalign
Middle align Bottom align
Left align
Centre align
Rightalign
1. Clickonthecell 2. Clickontheiconyouneed(see above)
Orientationoftext/numbersinacell
1. Clickonthecell
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2. ClickontheOrientationbutton Bychoosingoneoftheseoptions,the cellautomaticallybecomeslarger,for example,
UsingWraptext
Forthistowork,theremustbeenoughtextinthecellsoyoucantseeallof it. 1. Clickonthecell 2. ClickontheWraptexticon Forexample,
Thetextwillbydefaultaligntothe bottomofthecell
UsingMerge&Centre
MergeandCentreisausefulfeatureifyouwanttoaddatitletoatablein Excel.IfyoutypethetitleincellA1,thetitlewillappeartotheleftofthe table,however,ifyouusetheMerge&Centrefeature,thetitlewillappearin thecentreofthetable. 1. Clickonthecellsyouwantto merge 2. ClickontheMerge&Centre icon Selectcellsspanningthewidthofthe table
UsingConditionalFormattingtohighlightduplicate cells
1. Selectthecells 2. ClickonConditional Formatting
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3. ClickonHighlightCellRules 4. SelectDuplicateValues 5. Clickonthedownarrow 6. Selectadifferentcolourifyou wish 7. ClickOK 8. Clickawayfromthecellsto seetheduplicatecellsina differentcolour
Changingthenumberformats
Whatarethenumberformats?
Numberformatsallowyoutochangetheappearanceofyourfigures.For example,ifyourfiguresrepresentmoney,youcanformatthemtoappear withthepoundsignandtwodecimalplaces.
Makenumbers looklike currency Decreasethe numberof decimalplaces
Makenumbers appearas percentages
Insert commas aroundthe thousands
Increasethe numberof decimalplaces
Morecurrenciestochoosefrom... InthisversionofExcel,thereisadropdownarrowbytheCurrency icon,whereyoucanpickUSdollars($)orEuro().
Evenmorenumberformatstochoosefrom... 1. Clickonthecellsyouwishtoformat 2. ClickontheNumberFormatdropdownarrowwithintheNumber group
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Applyingnumberformats
1. Clickonthecellsyouwishto format 2. ClickontheNumberformat iconyourequire
Gettingridofnumberformats
1. Clickonthecellsyouwishto clearthenumberformatsfrom 2. ClickontheNumberFormat dropdown
3. Selectthefirstoption,General Nospecificformat
Displayingnegativenumbersinred
1. Selectthecellstochange 2. ClickontheDialogbox launcherarrowforNumber
3. ClickontheNumbertab 4. ClickonNumberfromthe categorylist 5. Decidehowyouwantthe negativenumberstobe
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displayed
6. ClickOK
Displayingnegativenumbersinbrackets
1. Selectthecellstochange 2. ClickontheDialogbox launcherarrowforNumber
3. ClickontheNumbertab 4. ClickonCustomfromthe categorylist 5. Typeinacodeunderneaththe Typebox(seebelow)
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Typeyourcode intothisbox
Whatformatdoyouwant Negativenumberswithbrackets Negativenumbersinredandwith brackets Negativenumbersincurrencyand withbrackets Negativenumbersincurrency,in red,andwithbrackets 6. ClickOK
Thecodeyouneedtotype #,##0(#,##0) #,##0[Red](#,##0) #,##0.00(#,##0.00) #,##0.00[Red](#,##0.00)
Changingthedateformat
Youmustalwaystypeinthedatewithforwardslashesaround,butitdoes nothavetolooklikethisforever! 1. Selectthecellsyouwishto change 2. ClickontheDialogboxlauncher arrowforNumber 3. ClickontheNumbertab 4. ClickonDatefromthecategory list 5. Choosethedatetypeyourequire fromthelistontheright 6. ClickOK
Youwillseeapreviewatthe top
Changingthecolumnwidths
Toresizecolumnwidths,placeyourmousebetweenthe columnlettersandmakesureitlookslikethecross arrow
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Makingacolumnorrowjustbigenough
1. Placeyourmousetotherightof thecolumnletteryouwishtore size Or 1. Placeyourmousebelowtherow numberyouwishtoresize 2. Doubleclick
Thecellwillbeasbigasit needstobe
Adjustingaroworcolumnmanually
1. Placeyourmousetotherightof thecolumnletteryouwishtore size Or 1. Placeyourmousebelowtherow numberyouwishtoresize 2. Clickanddragtothesizeyou require
Resizingseveralcolumnsatonce
1. Selectthecolumnsorrowsyou wishtoresize 2. Placeyourmouseattheright handedgeoftheselected columns Or 1. Placeyourmouseunderneaththe selectedrows 2. Clickanddrag 3. Deselecttherows
Thecolumnsorrowswillall becomethesamesize
Resizingallthecolumnsandrows
1. Selectthewholeofthe spreadsheet(seepage24) 2. ResizecolumnAtothedesired size And/Or 1. Resizerow1tothedesiredsize 2. Clickinthemiddleofthe spreadsheettodeselect
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AddingBorders
AddingbordersusingFontgroup
1. Selectthecellsyouwishto applyaborderto 2. Clickonthedownarrownext totheBordersicon 3. Selectaborderstyle
AddingbordersusingtheFormatCellsdialogbox
1. Selectthecellsyouwishto applyaborderto 2. ClickontheDialogbox launcherfortheFontgroup 3. ClickontheBordertab FormatCellsdialogboxopens
Makeyourchanges
Clickonthe linestyle yourequire
Clickonthe bordericon yourequire
Clickhereto changethe colour
4. ClickOK
Clearingborders
1. Selectthecellsyouwishto clearbordersfrom
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2. Clickonthedownarrow nexttotheBordersicon 3. ChooseNoBorder
Addingshading
AddingshadingusingtheFontgroup
1. Selectthecellsyouwishto applyshadingto 2. Clickonthedownarrownext totheFillicon 3. SelectaFillcolour
Itsnottherightcolour! Whilstyourcellsarestillselected,theywilllookacompletely differentcolourtotheoneyouchose.Ifyouclicksomewhere elseonthespreadsheettodeselectthemtheywillbefine
AddingshadingusingtheFormatCellsdialogbox
1. Selectthecellsyouwishto applyafillto 2. ClickontheDialogbox launcherfortheFontgroup 3. ClickontheFilltab FormatCellsdialogboxopens
Makeyourchanges
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4. ClickOK
Clearingshading
1. Selectthecellsyouwishto clearthefillcolourfrom 2. Clickonthedownarrow nexttotheFillicon 3. ChooseNoFill
Changingthecolouroftext
1. Selectthecellsyourequire 2. Clickonthedownarrownext totheFontcolouricon 3. SelectaFontcolour
Formatpainter
Formatpainterallowsyoutoquicklycopyformattingfromonecellto another.
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Usingformatpainteronce
1. Selectthecell(s)thatarealready formatted 2. ClickontheFormatPaintericon Flashinglineswillappeararound thecell Apaintbrushappearsnextto yourmouse
3. Selectthecell(s)youwishtocopy formattingto
UsingFormatPaintermorethanonce
1. Selectthecells(s)thatarealready formatted 2. DoubleclickontheFormatPainter icon Flashinglineswillappeararound thecell Apaintbrushappearsnextto yourmouse
3. Selectthecellsyouwishtocopy formattingto 4. ClickontheFormatPaintericon againwhenyouhavefinished
PrintPreview
GettingtoPrintPreview
1. ClickontheOfficebutton 2. ClickonPrint 3. SelectPrintPreview
ZoomingInorOutonYourPrintPreview
1. Hoverthemouseoverthe printpreview 2. Clickthemouse Itwilllooklikeamagnifyingglass Youwillbezoomedinorout
Movingbetweenthepages
1. Inthebottomleftcornerof thescreenyoucanseewhich pageyouarepreviewing 2. ClickonNextPageorPrevious Page
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Or Usethescrollbarontheright handsideofthescreen
Changingthemargins
1. ClickontheShowmargins tickbox Themarginswillappearasdotted lines
Headermargin
Topmarginofyourspreadsheet
Bottommarginofyour spreadsheet
Footermargin
1. Positionyourmouseovera dottedlinesothatitchanges toacrossarrow 2. Clickanddragtoincreaseor decreasethemargin
ClosingPrintPreview
ClickontheClosePrint Previewbutton
ChangingthePageSetup
WithinthePrintpreview screen,clickonthePage Setupicon
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PageBreakpreview
PageBreakpreview OnceyouhaveviewedyourspreadsheetinPrintpreviewandreturned toNormalview,youwillbeabletoseewherethepagebreaksare. Alternatively,youcansimplyclickonthePageBreakPreviewicon, foundnexttotheZoomsliderinthebottomrightcorner. ,
ChangingPageBreaks
1. EnsureyouareinPageBreak view 2. Clickanddragovertheblue linestoadjustthepositionof thepagebreaksifneeded
ClosingPageBreakpreview
ClickontheNormalviewicon
Changingthepagesetup
BringingupthePagesetupdialogbox
TherearetwowaysofgettingintopagesetupthroughPrintPreviewor fromthePageLayouttab. FromPrintPreview 1. ClickontheOfficebutton 2. ClickPrint 3. SelectPrintPreview 4. ClickonthePageSetupbutton PageSetupdialogboxopens
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FromthePageLayouttab 1. ClickonthePageLayouttab 2. ClickontheDialogbox LauncherforPageSetup
PageSetupdialogboxopens
Changingthemargins
1. BringupthePagesetupdialog box
2. ClickontheMarginstab 3. Typeinthemarginsyou require Or Usetheupanddownarrows nexttothemarginsizes
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Centringthespreadsheet
1. BringupthePagesetupdialog box 2. ClickontheMarginstab 3. Clickonthetwotickboxesfor Centreonpage
Changingtheorientation
1. BringupthePagesetupdialog box 2. ClickonthePagetab
3. Decideifyouwantthe spreadsheettobeinlandscape orPortrait
Scalingthesizeofthespreadsheet
Ifyourspreadsheetistoobigtofitonthepage,orifistoosmalltoread, youcanscaleitupordowninsize. 1. BringupthePagesetupdialog
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box 2. ClickonthePagetab 3. Increaseordecreasethe percentagenexttoadjust to.... 4. ClickOK
Printingthegridlines
1. BringupthePagesetupdialog box 2. ClickontheSheettab
3. ClicknexttoGridlinessothat itisticked 4. ClickOK
Changingthepageorder
1. BringupthePagesetupdialog box 2. ClickontheSheettab 3. Choosetheoptionyourequire belowPageorder
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HeadersandFooters
Youcanaddextratexttotheheadersandfootersinspreadsheets.Thetype ofinformationyoucanaddcanincludepagenumbers,currentdate,filepath andsheetname.Youcantypeontheleft,rightandcentreofaheaderor footer.
InsertingtextinHeadersandfootersusingthe Inserttab
1. ClickontheInserttab 2. ClickontheheaderandFooter Headerareaappearsatthetopof icon thespreadsheet
3. Typethetextyouwantto appearintheHeader 4. ScrolldowntotheFooter 5. Typethetextyouwantto appearintheFooter AddingtexttoHeadersandFooters Ifyouneedtotypeanampersand(&)intheHeaderorFooter,usetwo &&.ForexampletoseeHappyComputers&Elearninginaheader,type HappyComputers&&Elearning.
InsertingotherelementsintoaHeaderorFooter
Whatelsecanyouaddtoaheaderorfooter?
1. Ensureyouareinheadersor footers 2. Decidewhichpartofthe headerorfooteryouwantto bein
Youcanclickontheleftorright
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3. Clickononeoftheiconsfrom theHeader&FooterElements
Forexample,wewilladdthePage numbertotheleftheader
WewillalsoaddtheFilePathtothe rightheader
4. Clickintothemainpartofthe spreadsheet(awayfromthe HeadersandFooters)tosee thetext

Page Number
Typedtext
FilePath
Textinheadersandfooters Mytextisrunningintoeachother! Treatthetextinheadersandfootersjustasyouwouldtreat textinaspreadsheet. Clickintotheheaderorfooterandchangethesizeofthetext fromtheHometab.
Usingthestandardheadersandfooters
Excelcontainsstandardheadersandfootersthatareeasytoapply. 1. Ensureyouareinheadersor footers 2. ClickoneithertheHeaderor Footericon
Ifanoptioncontainscommas,for example,Page1,Book2,itmeans Page1willappearintheleftheader andBook2willappearinthecentre
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header
Ifyournameisnotlistedintheheadersandfooters 1. ClickontheOfficebutton 2. ClickonExceloptions 3. InPersonaliseyourcopyofMicrosoftOffice,typeyour name(orwhateveryouwanttoappearinsteadofyour name) Yournamewillonlyappearinspreadsheetswhichhavebeen createdafteryouhavedonethis.
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Excel2007EssentialsCharts
Charts
Charts
Creatingchartswiththekeyboard
1. Selectthecellsyouwishto chart Includelabelsandfigures(see below),butdonotselectwholerows orcolumns
Labels
Figures
2. PressF11inthekeyboard Settingacharttypeasadefault YoumaynotwantthedefaultcharttobethestandardColumnbar chart.Ifyouprefertouseadifferentcharttype,thenyoucansetthat charttypeasyourdefault. 1. Selectthecellsyouwishtochart(seebelow) 2. ClickonthedialogboxlauncherforCharts 3. Clickonthebutton, NowwhenyoucreateachartusingF11,thedefaultcharttypewill appear.
AddingachartusingtheInserttab
1. Selectthecellsyouwishto chart 2. ClickontheInserttab 3. ClickontheCharttypeyou want Includelabelsandfigures(see below),butdonotselectwholerows orcolumns
4. Chartappears
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Addingacharttitle
1. Doubleclickthechart Charttoolsappearatthetopofthe ribbon
2. ClickontheLayouttab 3. ClickontheCharttitleicon
4. Clickonwhichoptionyouwant Charttitletextboxappears 5. Starttyping 6. PressEnter Asyoutypeyouwillnoticethetext appearsintheFormulabar Textappearsasthetitle
MovingtheCharttitletextbox
1. Clickonthetextbox 2. Withthecursorasa4headed arrow,clickanddragthetext boxtoanewposition Athinlineappearsaroundtheedge
Addingaxistitles
1. ClickontheAxistitleicon
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2. Decideifyouwantthe horizontalorverticalaxis 3. SelectTitlebelowaxis 4. Starttyping 5. PressEnter
Asyoutypeyouwillnoticethetext appearsintheFormulabar Textappearsasthetitle
Showingthelegend(key)
ClickontheLegendicon Decidewhichoptionyouwant
Addingdatalabels
Thisfeatureaddsatextboxwiththeactualfigureforeachofthebarsin yourchart. Forexample,thechartcouldlooklikethisifyouwantedtoviewthefigures.
1. ClickontheDatalabelsicon
2. Clickonwhichoptionyouwant Foroptionintheexampleaboveis Outsideend
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Moving,resizinganddeletingcharts
Movingthechart
1. Clickonthecharttoselectit 2. Positionthecursorinthe centreofthechart 3. Clickanddragtoanew position Cursorshouldlooklikea4headed arrow
Resizingthechart
Yourmousemustlooklikeadoubleheadedarrowtore size
1. Clickonthecharttoselectit 2. Hoverthemouseoveranycorner 3. Clickanddragtomakethechart largerorsmaller
Yourmousewillchangetoa doubleheadedarrow
Deletingthechart
1. Clickonthecharttoselectit 2. PressDeleteonthekeyboard
Selectingpartsofachart
Whatarethepartsofachart?
Horizontal (Category)Axis Vertical(Value) Axis Legend Plotarea Gridlines Thexaxis Theyaxis Thekeynexttothechartthatshowsyouwhatthe coloursrepresent.Thismaynotbepresent Theareatakenupbythechartalone Thelinesinthebackgroundofthechartthatmarkthe divisions Theremaybeseveralgridlinesonyourchart,oryou mayhavenone! Serieswillrepresentthebarsinabarchart,orthe
Series
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piecesofpieinapiechart.Therewillusuallybemore thanoneseries. Anylabelsnexttothebarsorpiecesofpieofachart thatsignifytheactualvalueorpercentagerepresented. Thesemaynotbepresent. Showsthefiguresbeingchartedunderneaththechart. Thismaynotbepresent. Titlesforthechartoraxes.Maynotbepresent Absolutelythewholething!
DataLabels
DataTable Titles ChartArea

Title
Chartarea
Gridlines Datalabel
Plotarea
Legend
Horizontal (Category) Axis
Vertical (Value) Axis
Series
Selectingdifferentpartsofthechartwiththemouse
Clickonthepartofthechartyou requiretoselectit
Selectingdifferentpartsofthechartusingthe Layouttab
YoumayprefertoselectpartsofthechartusingtheLayouttab. 1. Clickonthecharttoselectit 2. ClickontheLayouttab 3. WithintheCurrentSelectiongroup,
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clickonthedownarrownextto Charttitle 4. Selectwhatyouwanttochange Thatpartofthechartwillbe selected
ChangingpartsofthechartusingtheLayouttab
Thisisacontextualtabitwillonlyappearifyouselectthechart.
Addingatrendline
1. Clickonthecharttoselectit 2. ClickontheTrendlineicon
3. Selectatrendline 4. Decidewhichseriesthetrendlineis goingtobebasedon 5. ClickOK
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FormattingthechartusingtheDesigntab
Changingthecharttype
1. Clickonthecharttoselectit 2. ClickontheDesigntab 3. WiththeTypegroup,clickonthe ChangeChartTypeicon
4. Selectachart 5. ClickOK
Changingthecolourofthebars
1. Clickonthecharttoselectit 2. ClickontheDesigntab 3. ClickonthedownarrowforChart Style
4. Selectastyle
Switchingrow/columndata
1. Clickonthecharttoselectit 2. ClickontheSwitchrow/columnicon
Changingthechartlayout
1. Clickonthecharttoselectit 2. ClickonthedownarrowforChart Layouts
3. Selectalayoutstyle
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Changingthefontoftext
1. Clickonatitle,datalabel,axisor thelegend(seep82)toselectit 2. ChangethefontusingtheFontbox ontheHometab
ChangingthetextusingWordArtstyles
1. Clickonatitle,datalabel,axisor thelegend(seep82)toselectit 2. ClickonthedownarrowforWordArt styles
3. Selectyourstyle
Addingmoreinformationtothechart
Youmayfindaftercreatingachart,youneedtoaddmoredatatoit.You dontneedtorecreateanotherchartallyouhavetodoisaddthenewdata seriestotheexistingchart.
Inthisexample,ournewdataweneedtoaddtothechartistheHappyITQ row. 1. Selectthechart 2. ClickontheDesigntab 3. WithintheDatagroup,clickonthe SelectDataicon
SelectDataSourcedialogbox appears
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4. ClickontheAddbutton
EditSeriesdialogboxappears
5. SelectthecellwiththeSeriesname Inthisexample,selectthecell withthetexthappyITQ 6. ClickintotheboxforSeriesvalues 7. Deletethetext 8. Selectthecellswiththevalues Inthisexample,selectthecells withtheQuarter1Quarter4 figures 9. ClickOK 10.ClickOK Thechartwillbeupdatedwith thenewdata
Changingthescaleoftheaxes
Youcanchangethescaleontheaxessotheystartorfinishatdifferent numberssothatyoucanseeyourdatamoreclearly. 1. Rightclicktheaxisyouwishto change 2. ChooseFormatAxis
FormatAxisdialogboxappears
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3. Changetheoptionsnexttominimum andmaximum 4. ClickClose
Printingthechart
Ifyourchartisonaseparatesheet
1. Clickonthesheettoselectit 2. Ctrl+P 3. ClickOK
Ifyourchartisanobjecton asheet
1. Selectthechartarea 2. ClickontheOfficebutton 3. SelectPrint 4. SelectPrint 5. ClickOK
Selectedchartishighlighted
Printingyourchartandthefigures
Yourchartmustbeinsertedasanobjectonthesheet
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1. Clickanddragoverthedatatable andthechart 2. Ctrl+P 3. ClickOK
WhichchartshallIuse?
Whattypesofchartarethere?
Areachart
Usethiswhenyouwanttoemphasisechange overtime.Intheexampleontheright,the contributionofseveralstatestosalesisshown from1994to1996.Washingtonhasincreased themostovertime.
Surface
Asurfacechartisabitlikeatopograhicmap. Coloursandpatternsindicateareasthatarein thesamerangeofvalues.Inthischart temperatureandtimeareplottedtogetherto showthetensilestrengththeyproduce.
Barchart
Abarchartcomparesvalueswitheachother. Theexamplechartshowsexpenditurefigures oversixmonths.
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RadarChart
Inthischart,eachcategoryofinformationhas itsownlineradiatingoutfromthecentre.In theexampleshowntherearethreebrandsof vitamin,eachrepresentedbyaline.The furtherthelinereachesoutfromthecentre themorevitaminsithasinit. Columnchart
Acolumnchartisverysimilartoabarchart, exceptthebarsreachverticallyinsteadof horizontally.Theexamplechartcompares expenditurefiguresoversixmonths. Bubblechart
Abubblechartshowsthreesetsofvariables, representedbythetwoaxesandthesizeof thebubble.Intheexamplechartmarket shareisplotted.Theaxesshowsthenumber ofproductsandthesales,andthesizeofthe bubbleshowsthemarketshare. Linechart
Alinechartisusefulforcomparingtrends.In theexamplechart,expenditurefiguresare shownoversixmonths. Scattergraph
Ascattergraphisusefulforcomparingaset ofvalueswiththeaverageorpredicted values.Intheexamplechart,onesetofdots showpredictedtemperatures,andanotherset ofdotsshowtheactualtemperaturesaround it.Thistypeofchartiscommonlyusedfor scientificdata.
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Piechart
Apiechartcancompareonesetoffigures.In theexamplechart,expenditureinJanuaryis shown. Doughnutchart
Adoughnutchartisverysimilartoapiechart, exceptthatitcanshowmorethanonesetof figures.Eachringofthedoughnutrepresents asetoffigures.Intheexamplechart,oneset representsGasolinerevenuesandtheother propertyrevenues.
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Excel2007EssentialsRangeNames
RangeNames
Creating&usingRangeNames
WhatAreRangeNames?
Sofarwehavealwaysreferredtocellsbytheircellreference,e.g.A1,B7. However,itcansometimesmakemoresensetogiveacellorcellsaname. Thereareseveraladvantagestodoingthis: Selectinganamedrangeofcellsisalotquickerandeasier Movingarounddifferentareasofthespreadsheet/workbookcanbe quicker Printinganamedrangeofcellsisalotquickerandeasier Formulaecanbemadeclearer
Havealookattheexamplebelow,whichusesrangenamesinaformula:
InCellB6theformulausestheRangeNames(IncomeExpenditure)instead ofthecellreferences(B3B4).
CreatingaRangeName
1. Selectthecell(s)toname 2. ClickintotheNameboxon theformulabar Thecellreferencewillbehighlightedin blue
TheNameDefinitionbox
3. Typethenameforthecell(s) 4. PressEnter
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Excelsaysmynameisntvalid! Youcannotusepunctuationmarks,slashes,asterisksorspaces inyourname.Ifyourequiremorethanoneword,youcanput anunderscorebetweenthewords,e.g.Total_income
CreatingRangeNamesfromaList
Ifyouhavetypedthenamesyouwouldliketouseonyourspreadsheet already,thenyoucanusethemtocreateRangeNamesveryquickly.You cannamewholecolumnsandrowsandthenuseboththecolumnandthe rownumberasacellreference. 1. Selectthecellstoname, includingtheRangeNamesyou wishtouse
2. ClickontheFormulatab 3. InDefinedNamesgroup,click onCreatefromselection
Excelwillaskyouwhereabouts thenamesare.Wouldyoulike themtakenfromtheToprow, Leftcolumn,BottomroworRight columnoftheselectedarea?
4. ClickOK
SelectingaNamedRange/Movingarounda spreadsheetorworkbook
1. Clickonthedropdownarrow nexttotheNameDefinitionbox 2. Clickontherangeyouwould liketoselectormoveto
Thisisthe NameDefinition box Clickheretoaccess thelistofrange names
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UsingRangeNamesinFormulae
Youcantypeinarangenameinsteadofusingthecellreferencesina formula. InthisspreadsheettheVatRate hasbeennamedVATandtheprice oftheTVhasbeennamedTV.To workouttheVATwecansay TV*VAT.
Rangenamesinformulaareabsolute IfyoutrytoAutoFillaformulathatusesRangeNamesyouwill findthattheybehavelikeabsolutecellreferences. UseF3insteadofrememberingthenames YoucanuseF3atanytimetobringupalistofyourRange Names,shouldyouforgetthem.DoubleclickontheRange namethatyouwishtouse.
ApplyingnamessotheyappearinexistingFormulae
Onceyouhavecreatedrangenamesandformulaeyouneedyoucanusethe rangenameintheformula. 1. EnsureyouareintheFormulas tab,clickonthedownarrowfor DefineName 2. SelectApplyNames
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3. Clickonthenamesyouwantto apply,sotheyappearin formulae 4. ClickOK
Clickintoaformulaandyouwill seethenameinsteadofthecell reference
DeletingRangeNames
IfyouhavesetupRangenamestohelpyounavigatearoundaspreadsheet andyounolongerrequirethem,thendeletethemusingthefollowingsteps: 1. EnsureyouareintheFormulas tab,clickontheNameManager button
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2. ClickontheNameyouwantto delete 3. ClickontheDeletebutton 4. ClickOK 5. ClickClose Rangenamesinformula Ifyoudeletearangenamethatisbeingusedwithinformulas onyourspreadsheetthenerrorswillbedisplayed.Youwill needtorecreatetheformulas.Forexample,thename Expenditurehasbeendeleted.
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Excel2007EssentialsProtection
Protection
ProtectingYourSheet
Onceyouhavesetupyourspreadsheet,itisalltooeasyforformulaetoget deletedbyaccident.Itsagoodideatoprotectyourspreadsheettosaveit fromcalamityinthefuture. Excelprovidesseverallayersofprotectionforyourwork: WorksheetProtectionYoucanprotectelementsonaworksheet, suchascellswithFormulae,fromalluseraccess,oryoucanallow usersaccesstothepartsthatyouspecify. WorkbookProtectionYoucanapplyprotectiontoworkbooksto stopthembeingviewedorchanged.Ifaworkbookissharedyoucan preventitfrombeingunsharedandyoucanpreventthechange historyfrombeingdeleted.
Toprotectthestructureandthewindowsize
1. ClickontheReviewtab 2. IntheChangesgroup,clickon ProtectWorkbook 3. SelectProtectStructureand Windows 4. TicktheboxmarkedStructure
Thiswillmakesurethatthe structureoftheworkbook cannotbechanged.
5. TicktheboxmarkedWindows (ifrequired)
6. Typeinapassword(ifrequired)
Thiswillensurethatthe windowsthattheworkbook isopenedinremainsthe samesizeeachtimethe workbookisopened. Youwillneedtoremember thepasswordtoopenthe workbook
7. ClickOK
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Protecttheworkbookfrombeingopened
1. ClickontheMicrosoftOfficeButton 2. ClickSaveAs 3. ClickontheToolsbutton 4. ChooseGeneralOptions 5. Decideifyouwanttoseta passwordfortheusertoviewthe workbook,modifytheworkbookor simplymakeitReadonly
6. ClickOK
Ifyouwanttoseta passwordforbothmodifying andviewing,thenyouwill havetoreenterthe passwordtwice
7. Reenterthepassword 8. ClickOK
WhathappenswhenIopenafilethatisprotected?
1. ClickontheMicrosoftOfficeButton 2. ClickOpen 3. Doubleclicktheworkbookyouwish toopen
4. Typeinthepassword
Youmayneedtodothis twicetoviewitandto modifyit
5. ClickOK
WhathappensifIforgetmypassword? Youwillnotbeabletomakeanychangesatall.
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Protectingpartsofyourworksheet
Therearetwostagestoprotectingpartsofyourworksheets: Formatthecellsyouwishtochangeasunlocked Protecttheworksheet
Whenyoufirstcreateaworksheetallofthecellsareformattedaslocked. Anycellsthatarelockedwillbeprotectedwhenyouusetheprotection command.However,iftherearecellsthatyouwishtobeabletochangeyou mustfirstformatthemasunlocked. Ifcellsareunlockedthenprotectionwillhavenoeffect onthem!
Formattingthecellsyouwishtochangeasunlocked 1. Selectthecells/rangeyouwant otheruserstobeabletochange 2. ClickontheHometab 3. IntheCellsgroup,clickFormat 4. ClickonFormatcells 5. SelecttheProtectiontab 6. Removethetickfromthe Lockedcheckbox 7. ClickOK
Protectingtheworksheet 8. ClickontheReviewtab 9. OntheChangesgroup,click ProtectSheet
10.OptionalTypeapassword 11.Reenterthepassword 12.ClickOK
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ToUnprotectYourWorksheet
Youwillneedtounprotectyourworksheetfromtimetotimetomake changes. 1. EnsureyouareontheReview tab 2. ClickUnprotectSheet
3. Typethepasswordifitasksfor one 4. Youcannowchangeanypartof theworksheet
WhatCanIProtecttheWorksheetFor?
Theboxtotick
Selectlockedcells Selectunlockedcells Formatcells Formatcolumns Formatrows Insertcolumns Insertrows Inserthyperlinks Deletecolumns Deleterows Sort UseAutofilter UsePivotTablereports Editobjects EditScenarios
Whatitdoes Allowstheusertoselectthelocked cells. Allowstheusertoselectthe unlockedcells. Allowstheusertochangethe formatting(appearance)ofcells. Allowstheusertochangethesizeof columns. Allowstheusertochangethesizeof rows. Allowsinsertionofcolumns. Allowsinsertionofrows. Allowsinsertionofhyperlinksincells whichareunlocked. Allowstheusertodeletecolumns. Allowstheusertodeleterows. Allowsonlyunlockedcellstobe sorted. AllowstheuseofAutoFilter. AllowstheusertomodifyaPivot TableReport. Allowsobjectstobeeditedre sized,changed,colourschanged bordersetc. Allowsscenariostobeeditedbut doesnotallowthemtobeshown.
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Excel2007EssentialsAppendix
Appendix
Whatdotheerrormessagesmean?
WhensomethinggoeswrongwithaformulaExcelproducesmessagesthat attempttodescribewhattheproblemis: #DIV/0! Attemptmadetodividebyzerocheckthecellsbeingusedin theformulahavenumbersinthem #N/A! Partofyourformulaisusingacellthatdoesnothaveinformation init,ortheinformationisnotyetavailable #NAME? Thereissometextintheformulathatdoesnotmeananythingto Excel.Youmayhavearangenameincludedintheformulathat Exceldoesnotrecognise #NULL! Twoareasdonotintersect.Youmayhaveforgottentoincludea commabetweentworangesofcells. #NUM! Youhaveusedtextinsteadofnumberswhilstperforminga function,ortheformulasresultistobigortoosmalltobeshown byExcel #REF! Oneofthecellsbeingusedintheformuladoesnotexist.Itmay havebeendeletedafteryoucreatedtheformula #VALUE Acellcontainingtexthasbeenusedintheformula !
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Excel2007EssentialsIndex
Index
Absolutecellreferences ...........44 creating ..............................45 Adding withAutoSum......................38 AutoFormat...........................57 AutoSum .......................... 38,50 Average ................................51 Bold.....................................56 Borders............................ 55,65 Calculations creating ..............................40 Changing Contentsofacell.................21 Charts Creating.............................78 Definitionoftypes ................88 Deleting..............................81 Moving ...............................81 Printing..............................87 Resizing............................81 Selection............................81 Closing workbook............................36 Colour Text .............................. 56,67 Columns changingthewidth .......... 31,63 deleting ..............................30 inserting .............................29 Commas................................60 Constants..............................44 Copy.....................................27 Copying Formats..............................68 formulae.............................43 withdraganddrop ...............26 Currency ...............................60 Cut.......................................27 Database...............................14 Dates Formatting ..........................63 Decimalpoints.......................60 Deleting Charts ................................81 columns..............................30 Contentsofacell.................20 RangeNames ......................94 rows..................................30 DIV/O! .................................100 Editing Contentsofacell.................21 ErrorMessages......................100 Excel starting..............................11 F4 ........................................44 Formatpainter .......................67 Formatting basics.................................56 charts.................................84 Formulae...............................39 copying..............................43 Formulas ...............................13 creating ..............................40 FreezePanes..........................53 Function inserting .............................50 Gridlines Printing..............................73 Headersandfooters ................74 Inserting basicfunctions.....................50 columns..............................29 rows..................................29 Keyboard movingaround....................19 toselectcells.......................25 Landscape .............................72 Minimum ...............................51 Mistakes................................21 Mouse keepschangingshape...........18 Moving usingdraganddrop..............25 N/A!....................................100 NAME? .................................100 New columns..............................29 row ....................................29 workbook............................37 NULL!..................................100 NUM! ...................................100 Numberformats .....................60 Office2007.............................. 8 ContextualTabs ..................... 8
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Excel2007EssentialsIndex
DialogBoxLaunchers .............9 LivePreview........................10 MiniToolbar .........................10 OfficeButton.........................8 QuickAccessToolbar..............9 Ribbon .................................8 SuperTooltips ......................10 ZoomSlider .........................10 OfficeClipboard......................28 displaying ............................28 Opening workbook............................36 Orientation Page...................................72 PageNumbering.....................73 Pageorder .............................73 Pagesetup .............................70 Paste.....................................27 Percentages...........................51 Portrait ..................................72 Printpreview ..........................68 Printing Charts.................................87 Protecting worksheets ..........................96 RangeNames creating..............................91 creatingfromalist................92 deleting...............................94 Redo .....................................21 REF!.................................... 100 Replacing Contentsofacell ..................20 Rows deleting...............................30 inserting..............................29 Scaling..................................72 Selecting areasnotnexttoeachother...25 withthekeyboard .................25 Selection Charts.................................81 Shading .................................66 Size OfCharts.............................81 Scalingupordown...............72 text ....................................56 SmartTags............................11 Spreadsheet selecting..............................24 SpreadsheetDesign .................42 Starting workbook............................37 Text copying .........................26,27 moving.........................26,27 Undo .....................................21 Unprotecting worksheet...........................99 VALUE! ................................ 100 Width ofcolumns.....................31,63 Worksheets unprotecting........................99 ZoomControl.........................22
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HappyComputersManual for...

Excel2007screen............................................................ 16 TheMouseKeepsChangingShape ............................... 18 MovingaroundExcel...................................................... 19 Text&Numbers............................................................... 20

Changingthecolumnwidths.......................................... 31 Autofill.............................................................................. 32 Savingyourworkbook .................................................... 35

SpreadsheetDesignPrinciples ...................................... 42 BuildingOnTheBasics .................................................. 43

Printing............................................................................ 47 Functions ......................................................................... 50

Excel2007EssentialsContents Usingpercentages .......................................................................... 51 FreezePanes ................................................................................. 53

Allourtrainingisdesignedtofullyinvolveyou,basedontheageold principle: TellMe&IWillForget ShowMe&IMayRemember InvolveMe&IWillUnderstand FindouthowwecanmakelearningITfunandeffective: 02073757300,happy@happy.co.uk,www.happy.co.uk

Excel2007EssentialsLearnmoreonlinewithHappyeLearning Changingthewayitworks TocustomizetheOfficeButtonmenutohavemorefunctions,clickon theOptionsbuttonatthebottomofmenu.

IsitthesameinallOfficepackages? Noeachapplicationwillhavedifferenttabswithdifferentfunctions specifictothatapplicatione.g.Excelhasatabforworkingwithcharts, whereWorddoesnot. HidingtheRibbon TotemporarilyhidetheRibbon,doubleclicktheselectedtaborpress Ctrl+F1

ContextualTabsforObjects ToquicklybringforwardtheContextualTabsforanobject,doubleclick theobject.

Changingthewayitworks TocustomizetheOfficeButtonmenutohavemorefunctions,clickon theOptionsbuttonatthebottomofmenu.

AddingextrastotheQAT AddanentiregroupoffeaturestotheQATbyrightclickingthetitleat thebottomofthegroup

Thiscellcontainsa formulatoworkout thetotaloutgoing.

Thiscellcontainsaformulawhich takesthetotaloutgoingfromthe incometogivethesurplus(orleft over).

Excelhasasimpledatabasefacilitythatallowsyouto Sortinformationintoanyorder(e.g.bysurname) Extracttheinformationyouwishtosee(e.g.onlythefemales)

Scrollbar Formula bar Groups Row headings

Sheettabs Column headings Cells

TabsThereare7tabs,eachonerepresentsacoretasksinExcel. GroupsEachtabcontainsagroupofrelateditems. CommandsThesearebuttonsandcanrepresentaboxtoenter informationorevenamenu.

Whenyouwishtomove thecontentsofacell (seepage25).

Doublearrow: Selectapictureordrawnshape andpositionthemousearound theboxes. Eggtimer

Whatabouttheoldkeyboardshortcuts? AllthekeyboardshortcutsthatbeginwithCtrlstillallwork,for exampleCtrl+Xstillmovessomethingtotheclipboard.

2. ClickontheMagnificationyou require 3. ClickOK Alternatively,youcanusetheViewtabontheRibbontochange thezoom

Youwillseeafuzzygreylineanda+ signshowingyouwhereyouare going

Youwillseeafuzzygreyline showingyouwhereyouare going

Or PressCTRLV Youcanpastemanytimes WheneveryouclickPaste,Excelwillreproducewhateverwas lastcopiedorcutontotheclipboard,whichmeansthatyoucan pasteinformationinasoftenasyourequire.

Youcanpastemanytimes WheneveryouclickPaste,Excelwillreproducewhateverwas lastcopiedorcutontotheclipboard,whichmeansthatyoucan pasteinformationinasoftenasyourequire

1. Createyourfirstformula 2. AutoFillthisformulaacrossordowntocopytoothercolumnsor rows Positionyourmousehereto

5. ClickinListentries 6. Typeeachitemintheseries, pressingenteraftereachone 7. ClickAdd 8. ClickOK 9. ClickOK

3. Ifyouknowyoumayhavetoshare yourExcelworkbookwithsomeone whodoesnthaveOffice2007,then th itisbesttogoforthe4 option Excel972003Workbook

Toworkoutthesurplus(inCellB15)weneedtodoacalculation.Thisis achievedbytakingawaytheexpenditurefromtheincome(salary).Youcan seethisinthediagramontheleft.Ontherighthandsideyoucanseewhat happensoncetheformulahasbeencompleted.

Thecellthat containstotal expenditure

Thecellthat containsthe income

Theformulaisntworking Ifyourformulaisntworking,gotothecellwhichcontainsthe formulaandlookattheformulaontheFormulabar.Checkthat whatiswrittenthereiscorrect.

Toperformanaddition Toperformasubtraction Toperformamultiplication Toperformadivision Usethenumberkeypad

Theeasiestwayoftypingthemathematicalsymbolsistouse thekeysaroundthenumberkeypadontherighthandsideof thekeyboard.

Brackets Order Divide Multiply Add Subtract

Whentheoriginalformulain B10wasAutoFilledacross,the columnlettersadjustedto makesense.

WhentheoriginalformulainI4was AutoFilleddownwards,therownumbers adjustedtomakesense.

ThequickestwaytoworkouteveryoneelsesincreaseistocopyShing Chensformula.However,iftheformulaiscopiedusingAutoFillasitis,the rownumberswillbeincremented,includingthecellreferenceforthe10% increase,andwellendupwithsomefunnyanswers.....

Excel2007isnotifyingyouthereisanerror intheformula.Asmarttaghasappearedto helpyousolveit.

Notsureifitneedstobeabsolute? Createtheformulawithoutthedollarsigns.Ifitdoesntwork whenyouAutoFill,thinkaboutwhy.Gobackandedityour originalformulathentryAutoFillagain.

Ifyour spreadsheet consistsofmany sheets,itisa goodideato chooseCollate

3. ClickOK 4. Tomoveapagebreak, clickanddragtheblue line

UsingAutoSum tofind theSum,CountNumbers, Average,MinimumorMaximumnumberinarange

Thiscellshouldbethe figureyouaretryingto displayasapercentage

Thiscellshouldbethe figureyouaretryingto findthepercentageof Theanswerwillbe

Testyourformulaswithsimplenumbers Ifyouarenotsurethatyouformulasareworking,testthem outwithsimplenumbersfirstofall.Youcanreplacethese numberslater.

Thereare3options FreezePanes FreezeTopRow FreezeFirstColumn Ifyouscrolldown,youwillstill seethetoprow

Unfreezingthetoprow 1. OntheViewtab,clickonFreezePanes 2. ChooseUnfreezePanes

Ifyouscrolldownandacross youwillstillseethetoprow andthefirstcolumn

3. Movethecursoroverthe differentstyles 4. Clickonthestyleyouwantto beappliedtothecells

Leftaligned orthedefault alignment

Top aligned Middle aligned

Bottom alignedor thedefault alignment

Middle align Bottom align

1. Clickonthecell 2. Clickontheiconyouneed(see above)

Makenumbers appearas percentages

Insert commas aroundthe thousands

Increasethe numberof decimalplaces

Morecurrenciestochoosefrom... InthisversionofExcel,thereisadropdownarrowbytheCurrency icon,whereyoucanpickUSdollars($)orEuro().

Evenmorenumberformatstochoosefrom... 1. Clickonthecellsyouwishtoformat 2. ClickontheNumberFormatdropdownarrowwithintheNumber group

3. ClickontheNumbertab 4. ClickonNumberfromthe categorylist 5. Decidehowyouwantthe negativenumberstobe