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LECTURE
6
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MICROSOFT EXCEL
Lecture 6: Excel
Microsoft Excel 2007 is an application that helps you create complex and dynamic spreadsheets. You can use this robust application to enter numerical values or data into the rows or columns of a spreadsheet, and to use these numerical entries for calculations, charts, formulas, statistical analysis, etc.
Lecture 6: Excel
The Microsoft Office Excel 2007 is a member of the Microsoft Office 2007 suite of programs. It is a powerful tool for analyzing, sharing, and managing information to help you make more informed decisions.
Lecture 6: Excel
The first screen that you will see a new blank worksheet that contains grid of cells. This grid is the most important part of the Excel window. It's where you'll perform all your work, such as entering data, writing formulas, and reviewing the results.
Lecture 6: Excel
Lecture 6: Excel
A worksheet is the grid of cells where you can type the data. The grid divides your worksheet into rows and columns. Columns are identified with letters (A, B, C ), while rows are identified with numbers (1, 2, 3 ). A cell is identified by column and row.
For example, B8 is the address of a cell in column B (the second column), and row 8 (the eighth row).
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Institute of Management Sciences
Lecture 6: Excel
A worksheet in Excel 2007 consists of 16,384 columns and over 1 million rows. The worksheets in turn are grouped together into a workbook. By default each workbook in Excel 2007 contains 3 blank worksheets, which are identified by tabs displaying along the bottom of your screen. By default the first worksheet is called Sheet1, the next is Sheet2 and so on as shown on next slide.
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Institute of Management Sciences
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
Office button:
When clicked, this button opens the Office menu, from which you can open, save, print, and exit as well as the Excel Options button that enables you to change Excel's default settings.
Lecture 6: Excel
Ribbon:
A combination of old versions menu bar and toolbar, arranged into a series of tabs ranging from Home through View. Each tab contains buttons, lists, and commands.
Name box:
Displays the address of the current active cell where you work in the worksheet.
Formula bar:
Displays the address of the active cell on the left edge, and it also shows you the current cell's contents.
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Institute of Management Sciences
Lecture 6: Excel
Worksheet area:
This area contains all the cells of the current worksheet identified by column headings, using letters along the top, and row headings, using numbers along the left edge with tabs for selecting new worksheets.
Sheet tabs:
Excel 2007 contains 3 blank worksheet tabs by default. Click on the intended tab will go to the particular worksheet.
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Institute of Management Sciences
Lecture 6: Excel
Status bar:
Reports information about the worksheet and provides shortcuts for changing the view and the zoom.
Zoom control:
Use to zoom the Excel screen in or out by dragging the slider.
Lecture 6: Excel
Excel 2007 status bar provides you with additional information when you select a range of cells. This information included the status of the Num Lock, Caps Lock, and Scroll Lock keys on your keyboard. This bar keeps you informed of the program's current mode and any special keys you engage, and enables you to select a new worksheet view and to zoom in and out on the worksheet.
Lecture 6: Excel
However, you also can customize the status bar! Customize the status bar in Excel 2007 and make the overlooked status bar keep you up to date on the status of certain items within your Excel spreadsheet. To add options to the Status Bar
Right-click the Status Bar to bring up the Customize Status Bar menu.
Lecture 6: Excel
Lecture 6: Excel
Click to select the options you want, click again if you do not want the item displayed. When finished, click anywhere on the spreadsheet to close the menu.
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
Arrow keys: Pressing the key will enters the data and moves the active cell highlight to the next cell in the direction of the specific arrow key pressed. Esc key: Pressing the key will will cancels the current data entry.
Lecture 6: Excel
From the Home tab, in the Font group, point to the Fill Color icon. Click the arrow just to the right of the Fill Color icon. You'll see some colors appear:
Lecture 6: Excel
Lecture 6: Excel
Move your mouse over any of the colors and the cells will change automatically.
You can then see what the new color looks like.
Click with the left mouse button to set the color you want. If you don't like any of the colors displayed, click on More Colors option.
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
Paste Special allows you to specify that only the entries be copied (without the formatting) or that just the formatting be copied (without the entries).
Lecture 6: Excel
Lecture 6: Excel
On the Home tab, in the Clipboard group, click the down arrow of the Paste icon and click the Paste Special option. From the Paste Special dialog box displayed, select the necessary option from the Paste section:
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
In the Operation section, select the available suitable option. For example, if you select the Add option, Excel adds the corresponding values in the source range and the destination range and replaces the destination range with the new values. The Skip Blanks option prevents Excel from overwriting cell contents in your paste area with blank cells from the copied range.
It is useful if you're copying a range to another area but don't want the blank cells in the copied range to overwrite existing data.
Lecture 6: Excel
The Transpose option can change the orientation of the pasted entries.
For example, if the original cells' entries run down the rows of a single column of the worksheet, the transposed pasted entries will run across the columns of a single row.
Lecture 6: Excel
Click the cell where you want to place the range. On the Home tab, in the Clipboard group, click the down arrow of the Paste icon and click Transpose.
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Lecture 6: Excel
The Excel alignment formatting options are contained within the Alignment group on the Home tab. The options allow you to change alignment of the text in a cell or cells, text orientation, merge several cells together and so on. For more alignment options, you can click on the Alignment group dialog box launcher to display the Format Cells dialog box.
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
Select the cell C5 and then on the Home tab, in the Alignment group, click the Wrap Text icon.
The text will wrap as follow:
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
From the Format Cells dialog box displayed, click on the Alignment tab. Under the Text control section, tick the Shrink to fit check box and click on OK.
Lecture 6: Excel
Number Formats help you to change the appearance of numbers or values in a cell in the Excel spreadsheet. They are not difficult, and can be achieve with a few clicks. Formatting is done to improve the appearance of the spreadsheet and to make the numbers easier to read and understand. Commonly used number formats include adding commas ( , ), percent symbols ( % ), decimal places, and dollar signs( $ )
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Lecture 6: Excel
In Excel 2007, the basic number formatting options are located on the Home tab, Number group as shown here.
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
Select the number of decimal places you require by using the Decimal places: spin box arrows. In the Symbol: drop down list, select the type of currency. Click OK.
Lecture 6: Excel
Lecture 6: Excel
To reduce a decimal place, click on the Decrease Decimal icon on the Home tab, Number group.
You can continue to click to reduce the decimals as required.
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Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
The Excel header and footer are lines of text that print at the top (header) and bottom (footer) of each page in the spreadsheet. Normally we type in descriptive text to add information to a spreadsheet such as titles, dates, page numbers, etc. A header or footer can appear in three locations on the page. It can be in the top/bottom left corner, the center, and the right corner of the page.
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Institute of Management Sciences
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
Choose where you want the text to be, left, center or right aligned.
In our example as shown above, it's center align.
Type the desired text in the appropriate box. You also can use the Header & Footer Tools Design Tab, Header & Footer Elements group to insert the appropriate text.
Lecture 6: Excel
Lecture 6: Excel
If you wish to go to the footer, click on Go to Footer icon in the Navigation group. Click the Home tab to apply formatting to the text (font, bold, underline, or color).
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
By default, Excel 2007 allows you to edit the cell information either in the Formula bar or in the cell itself. However, in some cases, you may want to turn the incell editing feature off because you want to protect your worksheet cells data being modify!
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
Lecture 6: Excel
Under the Editing options section, clear the Allow editing directly in cells check box. Click on OK.
Lecture 6: Excel
If you look at Row 2, you'll see that the "Items Price" heading stretches across three cells. This is not three separate cells, with a color change for each individual cell. The B2, B3 and B4 cells were merged.
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Institute of Management Sciences
Lecture 6: Excel
Lecture 6: Excel
Click on Merge & Center. The three cells will then become one - B2, to be exact
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Institute of Management Sciences
Lecture 6: Excel
Lecture 6: Excel