Excel 2003

INFORMATION TECHNOLOGY

2011 San Pedro Apostol Ikastetxea

EXCEL 2003
CONTENT
Entering data in a range Whats Excel 2003? The Basics Open Excel 2003 Excel Interface Inside the worksheet Identifying a cell Activating a cell Activating a non-visible cell Entering Data Text and Numbers Dates and Times Formulas 1. Working with cells Modify content Erase content Working with rows and columns Selecting, inserting and erasing a row or column Changing the width of a column Changing the height of a row Showing and Hiding rows and columns Working with Ranges Whats a Range? Selecting, moving, copying, erasing and renaming ranges Transposing a range

Text, dates, values, personalized list

Formatting the worksheet Applying a specific format Aligning data Change orientation Sharing text in lines Combining cells Enhancing a range Adding Borders and Shadow Copying a format Defining and applying a style Assigning a conditional format Easy Operations Auto sum Average Other operations 2. Printing the data Preview Printing a selected range Changing the Scale

Whats Excel 2003 ?

Excel 2003 is the most extendable spreadsheet program nowadays. With such a program, we find the solution to manage our expenses and all kind of financial operations (loans, payments...). Now, we can have detailed information of our daily business and easy control our money. Excel 2003 can also be used by teachers to get the percentages of their students marks.

The Basics
EXCEL INTERFACE
Title Bar
Standard Bar Formatting Bar

Menu Bar

Names Box

Formula Bar

Cell in use Cell

Worksheet Selection Bar

Fast Scroll Status Bar

 Title Bar contains both the name of the application Microsoft Excel- and the name of the current workbook.

If we click on the Excel logo once, the following menu will appear. However, if we double click on this icon, Excel will close inmediately. We also have three different buttons at the right upper corner of the window: Minimize/Maximize Restore - Close application In the last picture we can see six buttons: three on the Status Bar and other on the right of the Menu/Options bar. The six of them are equal to each other, but you must remember that these buttons refer to Excel, whilst the other three refer to the workbook. This is, if we click on

we close the workbook in use (3rd ESO 1st TERM.xls), not the program (Microsoft Excel). Menu/Options bar contains all the most important options that you can run with Excel. It is divided into tabs. When you click on any of these tabs, a menu will appear then; at first, this menu is not completely open, you must wait a few seconds or just click on the arrow at the bottom of the menu to completely open it. Standard bar lets us run quickly the most common actions concerning the whole file

New file, open a file, save, print. Preview, cut, copy, paste... are some of the actions we can apply by clicking on one of these icons.

Formatting bar gives format to the type of letter (font) and the paragraph. We can give a particular size, font and colour to the different fonts we use. In the same way, we can justify the paragraph or simply align it to the left or right, give different borders to an object, enumerate the lines using numbers and letters, etc.

Name box shows the name of the cell in use. It can also contain other objects, such as ranges, formulas, functions, etc

Formula bar shows the text, numbers or formulas within the cell in use Worksheet selection bar we use it to move along the different pages of our workbook. By rightclicking on a sheet, we can insert a new one into our worksheet, change the name of the sheets and so on.

Status bar reports different information when we are working in Excel 2003, results, averages... Fast scroll when we have a large number of sheets, we use this command to move quickly (as in Word 2003).

INSIDE THE WORKSHEET

The different worksheets in Excel conform a Workbook. An Excel 2003 workbook can contain several worksheets that will be saved as an only file. By default, Excel opens with 3 worksheets in the Worksheet Selection Bar, but we could add up to 255 of them.

IDENTIFYING A CELL
Each of the worksheets that conform a book is formed by 255 columns and 65,536 rows. The intersection of an arrow and a column is called CELL. We will name each cell as if playing a game of ships; write the column (vertical) and the row (horizontal) inside the Names Bar and the cell will have a highlighted border. So, we identify any cell by this highlighted border.

HOW TO ACTIVATE A CELL

To activate any cell, just left click on it.

ACTIVATING A NON-VISIBLE CELL

We can select/activate a cell that is not on screen in two ways: 1. By writing the name of the cell in the Names Box and press Enter 2. Following the route Options bar Edit Go to write V90 Accept

ENTERING DATA
We can enter different kind of data in a cell: number, text, percentage, date, time, fraction... Depending on the data, Excel will align it to the left or to the right. For example, Excel aligns numbers to the right and text to the left. However, we can easily place this information to the centre, left or right by clicking While we are entering the new data in the active cell, we can notice it in the formula bar. Here there are two different buttons similar to press the Enter key; the data will be added into the active cell if you push this button, the data will not be added into the active cell The data is inserted in the cell by clicking and writing the information down. An Excel cell can contain one of the three following data types:

NUMBERS as we already know, the numbers are aligned to the right in the cell. Just click on a cell and enter your value. You should not type the thousand separator yourself.If we want to enter a number bigger than 999, we have to write without separator 25553. The program will do the rest. Also if you want your number to be treated as text itself, you must write the apostrophe in front of the number 356 TEXT the text is aligned to the left. Any information which contains a non-numeric character, is considered to be text. For example: 3 1-10 4/3.

DATES aligned to the right. We can enter the date in different formats: 4/3 4/3/2007 4-marzo 4-marzo-2007 04-marzo-2007 marzo-2007

TIMES aligned to the right. Different formats are accepted:

14:55 14:55:45 14:55 PM 14:55:45 PM

FORMULAS all the formulas must start with an equal sign (=). The formula content can be both numbers and another cells content. Now we enter the following formula in cell A4 =5+6+A3. After entering the formula press Enter to get the result.

We can notice the formula has Formula bar, so we can accept here, too.

also

been

written

in

the

or cancel the formula from

The priority that Excel establishes concerning the formulas is as it follows

1 ^

potencias

2 * y / multiplicacin y divisin 3 + y - sumas y restas

Para romper esta prioridad, hay que utilizar parntesis ( ), as el resultado de la frmula =(A1+A4)/2 ser distinto del de =A1+A4/2

WORKING WITH CELLS

MODIFYING THE CONTENT
Once the data is written in the cell, we can change it by double clicking on the cell. This way the cell will be activated and the data ready to be modified. If the cell contains a formula, we can select the cell and go to the formula bar and modify it here. After modifying, we can press when we do it, Excel will re-calculate the result. to validate our formula. Just

ERASING THE CONTENT

To erase the content of a cell, first we must select it and: a) Press Supr b) Edit Erase Content Option B takes more time but also gives us more options All we erase both the content and the format Formats we erase the format only, not the content

Content we erase the content, not the format Comments we erase any comment we have in that cell

WORKING WITH ROWS AND COLUMNS

SELECTING A COLUMN OR A ROW
We can select a column or a row by clicking on its tab columns tab rows tab

ENTERING A COLUMN / ERASING A COLUMN

To insert a new column, first we must select a cell insert Column the column will be entered to the left of the active cell. To erase a column, we must click on its tab etiqueta Edit Eliminate

ENTERING A ROW / ERASING A ROW

To insert a new row, first we must select a cell insert Row .The new row will be entered above the active cell. To erase a row, we must click on its tab etiqueta Edit Eliminate

CHANGING

THE

WIDTH

OF

COLUMN

To change the width of a column, we must place the cursor on the right side of the columns tab. When we see a double arrow drag the mouse to your desired width

CHANGING THE HEIGHT OF A ROW

To change the heigth of a row, we must place the cursor on the upper or lower side of the rows tab. When we see a double arrow drag the mouse to your desire width

SHOWING AND HIDING ROWS AND COLUMNS

We must click on the tab of the row or column that we want to hide (must be hidden in order to show) Edit Row or Column Hide

To show the hidden row or column, we must select the 2 rows or columns next to the hidden one; thus, if we want to show column C, we must select B and D together click on B tab and drag to D Format row or column show *We can also hide and show a column or a row by right-clicking on the selected tab. A new menu will appear giving us these 2 options.

WORKING WITH RANGES

WHATS A RANGE?
A range is a block of cells that form a rectangle. It iidentified by the cells which occupy the left upper corner and the right lower corner of the rectangle, separated by the colon sign : It is very important to operate with ranges, because the features of a range are applied to all the cells within the range. To select a range, we write down its value inside the Names bar and press Enter. Names Bar B1:D2 Enter

SELECTING A RANGE
Two different options: a. We activate the cell when it starts drag and drop to the ending cell b. Write the name of the range in the Names bar and press Enter

MOVING A RANGE
Select the range to move Edit Cut select the cell from which the range will start Edit Paste

COPYING A RANGE
Same operation but using the command Copy instead of Cut. NOTE : we can copy different ranges at the same time by pressing clic + ctrl. However, these ranges will not be copied as one element if they do not have the same size and shape.

 Possible to copy Impossible to copy

ERASING A RANGE
Select the range and Supr Edit Erase

RENAMING A RANGE
It is very useful to give a name to a range, especially if we use it often. This way, whenever we want to refer to it, we can do it easily. Select the range and Insert Name Define write name Add Accept The name of our range will appear inside the Names Bar If we want to find it later, we will look for it in this bar.

TRANSPOSING A RANGE
Transpose means to exchange rows by columns and viceversa Select the range and Edit Copy Click on the starting cell Edit Pegado especial Tick Transposing Box Accept *As we click on Pegado especial, a new menu will open. It shows us the different elements we can paste from our selected range: Todo All data and format, formulas...

Formulas the formulas contained in the range Format only the format is pasted, not the content Todo excepto bordes refers to the cell format Column width only this value is pasted (...)

ENTERING DATA IN A RANGE

We can enter a determined value (text or number) in a range and use the command Autofill Autorrellenar so that Excel continues the series for us; I mean, we

enter the first value and Excel will write the rest of the sequence/series automatically.

ENTERING A SERIES OF TEXT

First, write down the first value of our list: Lunes, Enero, Caja 1, etc. Secondly, select the range where the list will be filled in (including the starting cell). Thirdly, go to Edit Fill Series Tipo Autorrellenar *We can also use the mouse if we want to make it by hand: Take the cursor to the right lower corner, when it takes the shape of a cross drag until the end of the range. Excel will automatically fill in the range with the content.

ENTERING A SERIES OF DATES

Introduce the first date of the series in the format already explained select the range Edit Fill Series Tipo Cronolgica write the incremento increase (for ex. 7) Accept

ENTERING A SERIES OF NUMERIC VALUES

Insert the first value in the cell select the range Edit Fill in Type Lineal each number is obtained by adding up sumando the increase incremento to the previous number Geometrica each number is obtained by multiplying multiplicando the increase by the previous number write the increase Accept

LINEAL

GEOMETRICA

ENTERING A PERSONALIZED SERIES