Welcomes you

to

MS Excel 2010
Basic - 1 Day
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TABLE OF CONTENTS
MODULE 1 ...................................................................................................................................................................4

1. WHAT IS A SPREADSHEET? ......................................................................................................................................... 4

2. EXAMPLES OF SPREADSHEETS.................................................................................................................................... 5
3. BENEFITS OF USING A SPREADSHEET APPLICATION ................................................................................................... 6
4. SPREADSHEET APPLICATIONS AVAILABLE .................................................................................................................. 6
EXERCISE .................................................................................................................................................................... 8

MODULE 2 ...................................................................................................................................................................9

1. START MICROSOFT EXCEL .......................................................................................................................................... 9

2. MOVING THE CURSOR AROUND THE SPREADSHEET ................................................................................................ 12
a) Mouse.................................................................................................................................................................. 12
b) Keyboard ............................................................................................................................................................. 12
3. CREATE A NEW SPREADSHEET.................................................................................................................................. 13
a) ENTERING DATA ............................................................................................................................................. 14
4. SAVING SPREADSHEETS ........................................................................................................................................... 15
a) Save .................................................................................................................................................................... 15
b) Save As ................................................................................................................................................................ 16
5. CLOSING A SPREADSHEET ........................................................................................................................................ 17
6. EXITING EXCEL .......................................................................................................................................................... 18
7. OPEN AN EXISTING SPREADSHEET ........................................................................................................................... 19
EXERCISE .................................................................................................................................................................. 21

MODULE 3 .................................................................................................................................................................22

1. SELECTING ................................................................................................................................................................ 22
a) Selecting Cells and Cell Ranges ........................................................................................................................... 22
b) Select a Column or Columns ................................................................................................................................ 23
c) Selecting a Row or Rows ...................................................................................................................................... 24
a) Select the entire spreadsheet with one click ....................................................................................................... 24
b) Select multiple cells using the keyboard ............................................................................................................. 25
c) Deselecting a selection ........................................................................................................................................ 25
2. MOVING OR COPYING CELLS .................................................................................................................................... 26
a) Moving Cells ........................................................................................................................................................ 26
b) Copying Cells ....................................................................................................................................................... 27
c) Summary.............................................................................................................................................................. 28
3. COPYING OR MOVING A COLUMN ........................................................................................................................... 28
a) Copying ............................................................................................................................................................... 28
b) Moving ................................................................................................................................................................ 28
4. COPYING OR MOVING A ROW .................................................................................................................................. 29
a) Copying................................................................................................................................................................ 29
b) Moving ................................................................................................................................................................ 29
5. DELETE DATA ............................................................................................................................................................ 29
6. DELETE CELL(S) ......................................................................................................................................................... 30
7. DELETE A COLUMN ................................................................................................................................................... 31
8. DELETE A ROW ......................................................................................................................................................... 31
9. INSERT A COLUMN ................................................................................................................................................... 31
10. INSERT A ROW ........................................................................................................................................................ 32

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11. AUTOFILL ................................................................................................................................................................ 33
a) Months ................................................................................................................................................................ 33
b) Days ..................................................................................................................................................................... 34
c) Copy the same number ........................................................................................................................................ 34
d) Trends .................................................................................................................................................................. 34
12. FIND AND REPLACE ................................................................................................................................................ 35
a) Find ...................................................................................................................................................................... 35
b) Replace ................................................................................................................................................................ 35
EXERCISE .................................................................................................................................................................. 38

MODULE 4 .................................................................................................................................................................39

1. FORMAT CELLS ......................................................................................................................................................... 39

a) Number ............................................................................................................................................................... 40
b) Alignment ............................................................................................................................................................ 41
c) Font...................................................................................................................................................................... 42
d) Background Colour .............................................................................................................................................. 43
2. COLUMN WIDTH ...................................................................................................................................................... 44
3. ROW HEIGHT ............................................................................................................................................................ 44
EXERCISE .................................................................................................................................................................. 47

MODULE 5 .................................................................................................................................................................48

1. DICTIONARY ............................................................................................................................................................. 48
2. SPELLING .................................................................................................................................................................. 49
3. AUTOCORRECT ......................................................................................................................................................... 50
EXERCISE .................................................................................................................................................................. 52

MODULE 6 .................................................................................................................................................................53

1. CELLS ........................................................................................................................................................................ 53
a) Labels .................................................................................................................................................................. 53
b) Data ..................................................................................................................................................................... 53
c) Formulas .............................................................................................................................................................. 53
2. FORMULAS .............................................................................................................................................................. 54
a) Mathematical operators in Excel ........................................................................................................................ 54
b) BODMAS .............................................................................................................................................................. 54
c)Things to remember ............................................................................................................................................. 56
3. ADDITION / SUM ...................................................................................................................................................... 56
a) Actual numbers ................................................................................................................................................... 56
b) Cell addresses ...................................................................................................................................................... 56
c) Worksheet function ............................................................................................................................................. 57
d) AutoSum .............................................................................................................................................................. 57
e) Editing Formulas .................................................................................................................................................. 58
f) Overview .............................................................................................................................................................. 58
EXERCISE .................................................................................................................................................................. 60

MODULE 7 .................................................................................................................................................................62

1. PRINT PREVIEW ........................................................................................................................................................ 62

a) Toolbar ................................................................................................................................................................ 62
2. PAGE SETUP ............................................................................................................................................................. 63
3. PRINT........................................................................................................................................................................ 64
EXERCISE .................................................................................................................................................................. 66

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MODULE 1
By the end of this module you should be able to:
Define a spreadsheet in terms of purpose and use.
Understand the benefits of using a spreadsheet application
Name examples of spreadsheet programs

1. WHAT IS A SPREADSHEET?

A spreadsheet is a table of data arranged in columns and rows in which each value
can have a predefined relationship to the other values. Because of the relationships, if
one value changes so other values need to be updated.

This relationship can be created using a formula. In a traditional paper spreadsheet

this could become cumbersome as you would need to find all the related data and
make sure it was updated whenever some data was changed. The larger the
spreadsheet, the more tedious it becomes to keep track of the calculations that are
affected when a single number is changed.

Spreadsheet software such as Excel helps greatly by performing the

spreadsheet calculations for us.

The point at which a row and column intersect is called a “cell”.

A range is a group of two or more cells which spans a number of rows and / or
columns. Calculations can also be performed on ranges e.g. Add all the numbers in
a range.

Formulas are one of a computer spreadsheet‟s most powerful features as they are
updated automatically. If the data, in a cell that a formula references, is changed; the
formula is automatically recalculated to display the correct result. This automatic
„ripple effect‟ allows you to plan ahead as you can enter in various projections of data
and immediately see the effect that each will have. E.g. project various production
levels and see the effect on profitability.

Range of cells C1:C3

The intersection of Column A and Row 1 is Cell A1

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2. EXAMPLES OF SPREADSHEETS

Spreadsheets can be used in many situations and are useful for recording
and analysing information, and for performing calculations on the data.

Below, see examples of simple spreadsheets that can be created.

Example 1 – Quarterly sales totals and individual sales totals calculated

Example 2 – Vat and Total Price calculated

Example 3 – Temperatures converted from Fahrenheit to Celsius and visa versa.

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3. BENEFITS OF USING A SPREADSHEET APPLICATION

There are many benefits of using spreadsheet software in order to create and work
with spreadsheets, and by the end of this course you will no doubt be able to foresee
a number of situations, at work and otherwise, in which spreadsheets will make a task
easier.

Time-Saving
Formulas are recalculated automatically when data changes. Charts are created
easily and updated automatically, and you don‟t have to repeat work as information
from other spreadsheets and applications can be imported or linked to your current
spreadsheet.

Accuracy
Because the formulas are performed by Excel, every time a change is made any
formula that is affected by the change is recalculated. This saves the user from having
to manually go and check and change all references to that data, and risk unnecessary
input errors.

Adaptability
As the demand on the spreadsheet evolves and grows, so the original spreadsheet can
be adapted to cope with the new requirements.

4. SPREADSHEET APPLICATIONS AVAILABLE

Apart from Excel, which is the topic of this course, there are also other spreadsheet
applications such as Lotus 1-2-3 and Quattro Pro. Free spreadsheet software is also
available in the form of OpenOffice Calc as part of the very popular open-source
software, available to download from the Internet.

Most spreadsheet functionality is common to the various applications although one

package may be able to offer certain functionality not available in another package
and visa versa.

The advantage that Excel has over all of the other packages is familiarity.
Most computer users are already familiar with Excel. This means that when they are
faced with an Excel spreadsheet they can interpret it and understand it more quickly.

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NOTES

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EXERCISE

1. Provide a brief definition of a spreadsheet including the definition of a cell and

a range of cells.

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2. Describe 3 situations in which you might find using a spreadsheet, useful.

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3. Name 3 benefits of using a computer spreadsheet as opposed to a traditional

paper spreadsheet.

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4. Give 2 examples of computer spreadsheet programs.

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MODULE 2
By the end of this module you should be able to:
Open Excel and create a new spreadsheet
Use various methods to move the cursor between cells
Understand and use the Help facility
Save a spreadsheet
Close a spreadsheet and exit Excel.

1. START MICROSOFT EXCEL

Method
1. Click Start
2. Click All Programs
3. Move over Microsoft Office, a menu will appear to the right
4. Click Microsoft Office Excel 2010

Title Bar.

Ribbon.

Formula Bar

Name Box

Cell A1.

Row Number.
Scroll Bars
Column Letter

Sheet Tabs

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Workbook

A Workbook can also be called a spreadsheet. A workbook is the Excel file in

which you type your data. It can consist of multiple worksheets.

b) Worksheet

Every new workbook has 3 worksheets by default. Each worksheet has its
own work area and can be used to record a different set of data.

c) Working Area

The working area consists of columns (represented by letters) and rows

(represented by numbers). Where a row and column intersect, the square that
occurs is called a cell.

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d) Cell Address

Cells occur at every intersection between a row and a column. The data is typed
into cells. Each cell can be referenced using the appropriate cell address e.g. C5

The selected cell is

called C5. The name is
always called by the
column letter first (C),
then the row number (5).

e) Name Box

When you select a cell, the cell address is displayed in the name box. The
name box can be found on the top left of the workbook, on the formula toolbar.

Name Box

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f) Formula Bar

The Formula Bar can be found to the right of the Name Box.

The Formula bar displays the contents of the cell you have selected. If you
have selected a cell containing text or numbers the formula bar will display the
same information that the cell contains. However, if you select a cell that
displays the result of a formula, the formula bar will display the actual formula.

Formula bar
displaying the
formula that gives
the result in B6

2. MOVING THE CURSOR AROUND THE SPREADSHEET

a) Mouse
You can move to any cell by clicking on it with the left mouse button.

b) Keyboard

Arrow keys
You can move up, down, left or right on the worksheet by using the
4 arrow keys on the keyboard. Holding an arrow key down will
keep moving the focus in the direction of the arrow until you let the
arrow go.

TAB
Pressing TAB once move the focus one cell to the right.
Holding TAB down will keep moving the focus to the right until you let go.

Shift + TAB
Pressing Shift TAB once will move the focus one cell to the left.
Holding Shift TAB down will keep moving the focus to the left until you let go.

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Home
Moves the focus to the first cell of data in the row you have clicked on.

End
This key will not do anything on its own,
but: End + an Arrow Key:
Moves the cell selector to the last occupied cell in that direction, or
to the edge of the worksheet.

Ctrl Home
Moves to the cell A1

Ctrl End
Moves to the last cell in the last row of your data

3. CREATE A NEW SPREADSHEET

When you open Excel, you are presented with a new, blank workbook. If however, you
have used that workbook and wish to open a new, blank workbook, you can use one
of the following methods.

Method 1 – File Menu

1. Click on the File Menu and click on New
2. In the New Workbook dialog box, select the type of file you want and click on
Create.

The File Menu.

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Method 2 – Quick Access Toolbar

1. Click the New icon

The New Workbook button.

Method – Keyboard
1. Ctrl N

a) ENTERING DATA

To enter data into a cell, click once on the cell to select it and then start to type.
Once you have finished typing you must press ENTER or any arrow key to exit the cell.

To edit the contents of a cell, either double click on the cell and do the edit directly
in the cell, or click once on the cell and edit its contents in the formula bar.

When typing numbers, no spaces are allowed.

No calculations can be done with cells containing text (including spaces)
Always type a number in it‟s simple numeric form eg: 1000
Formatting such as R1000, 1000% or 1,000 can be
applied afterwards.
You can change numbers into text by formatting them as text.
Text aligns by default on the left, numbers align on the right.

Method - Change a number to text

1. Select the cell
2. Type an apostrophe „ in front of the number. Now Excel will not calculate with that
cell, but the number will display as if it is a pure number.
You will, however, see a SmartTag in the cell:

A Green triangle shows here.

Clicking here will open the

Smart Tag listed options,
which include the option to
ignore the “error”.

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4. SAVING SPREADSHEETS

To be able to use a spreadsheet again once it has been created, we have to save it.
This means that we have to give the spreadsheet a filename and select a suitable
storage location for the spreadsheet. We do this so that the next time we need the
spreadsheet, we can browse to the location where we saved it and select the
filename of the spreadsheet in order to open it.

The same goes for changes made to a spreadsheet. If we open an existing

spreadsheet and make changes to it, in order for those changes to be kept we need to
save the spreadsheet again before closing it. In fact, you should save your
spreadsheet regularly when working with it, in order to prevent the unforeseen loss of
data due to a power failure or your machine hanging unexpectedly.

a) Save

Method 1 – File Menu

1. Click on the File Menu
2. Click Save

Method 2 - Icon
1. Click the Save icon on the Standard toolbar.

Method 3 – Keyboard
1. Ctrl S

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The first time you save a document using any of the above methods, the
following screen will appear. The default storage location is My Documents.

You select the storage

location for you
spreadsheet by using
this dropdown list This is where you
type the filename
for your
spreadsheet

The next time you want to save your spreadsheet, the Save As screen will not
appear. This is because the spreadsheet has already been given a filename and
storage location. The computer knows those details already and just updates that
existing copy of the spreadsheet with the changes you have made. (This happens
in the background – the only indication is that a green progress bar shows briefly
on the left hand side of the status bar)

If, however, you wish to save the spreadsheet with a different filename and / or in
a different storage location, we can use the Save As function which will display the
Save As screen again.

Note: remember to save regularly to avoid loss of data.

b) Save As

Selecting the File, Save As menu option will display the Save As screen every
time it is selected; unlike the File, Save option which only displays the Save As
screen the first time the spreadsheet is saved.

The Save As option displays the Save As screen each time, giving you the
opportunity to change the filename or storage location.

Method
1. Click File Menu
2. Click Save As

Remember:
If you are happy with the filename you have given the spreadsheet and with where
you have stored it, there is no reason to use the Save As option. The Save As
option will create another file whenever you use it to change the filename and / or
storage location.
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5. CLOSING A SPREADSHEET

These methods close the spreadsheet, but not Excel. Excel stays open whether or
not there is an open spreadsheet.

Method 1 - Menu
1. Click File
2. Click Close

Method 2 - Icon
1. Click the Lower X on the Standard Toolbar

Method 3 - Keyboard
1. Ctrl F4

Note: If you haven’t saved your spreadsheet, Excel will prompt you to do so.
Clicking ‘Yes’ will display the Save As screen if it is the first time the book need
saving, or else it will simply update the book and close it.

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6. EXITING EXCEL

These methods close Excel and any open, saved workbooks. Excel will ask if you
wish to save any workbooks that are still open and have yet to be saved.

Method 1 – File Menu

1. Click the File Menu
2. Click Exit Excel

Method 2 – Title Bar

1. Click on the X in the top right hand corner – the top X of the two:

This X exits Excel.

Method 3 – Keyboard
1. Alt F4

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7. OPEN AN EXISTING SPREADSHEET

Ensure that Excel is open.

Method 1 – File Menu

1. Click the File Menu
2. Click Open

Method 2 - Icon
1. Click the Open Icon

Method 3 - Keyboard
1. Ctrl + O

All 3 of the above methods will open the Open screen shown below.

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1. Browse to the storage location - If you use My Documents as your storage

location you can use the shortcut on the left to open it.
2. Click on the filename of the spreadsheet you want to open, and click Open
OR Double-click the filename of the spreadsheet you want to open.

If you are not in Excel:

You can open a spreadsheet by browsing to Windows Explorer \ My Documents, and
double clicking the filename of the spreadsheet
OR
By clicking Start, My Recent Documents and clicking the filename of the spreadsheet.

NOTES

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EXERCISE

1. Close Excel completely.

2. Create the following spreadsheet.

3. Give a brief explanation of the purpose of saving a spreadsheet and selecting

a suitable location for the file.

4. Save the spreadsheet as Staff Details in the My Documents folder.

5. Close the spreadsheet.
6. Re-open the spreadsheet called Staff Details
7. Make the following changes.

8. Save as Revised Staff Details.

9. Close the spreadsheet and exit Excel.

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MODULE 3
By the end of this module you should be able to:
Select and de-select cells, columns and rows
Move, Copy and delete cells.
Use the AutoFill feature
Find and Replace text in a spreadsheet

1. SELECTING

Before you are able to format or edit cells and their data, you have to select the cells which
are to be affected. Selecting lets Excel know which cells to make the changes to.

Watch the mouse carefully as you are learning to use Excel. There are different
types of mouse pointers which are used to perform different tasks. Make sure the
correct mouse pointer is showing in order to perform the task you need.

a) Selecting Cells and Cell Ranges

The white cross is used to select a cell or cell range.

Method – Single cell

1. As you move your mouse around the spreadsheet you will notice that the
cursor appears as a white cross.
2. Position the cursor over the cell you wish to select and click once.
3. Notice that the focus moves to the cell you have clicked.

Method – Multiple Cells

1. Once you have decided on the group of cells you wish to select,
2. Click and hold (don‟t let the mouse button go) on one of the cells which is at one
of the 4 corners of the group of cells you wish to select.
3. Still holding your mouse button down, drag the cursor up, down, left or right,
as needed, over the other cells to be selected.
4. Note how the cells are coloured blue to show they are selected.
5. If you move your mouse too far in any direction, you can correct the selection
by dragging the mouse back again to de-select cells, providing that you haven‟t
let the mouse button go yet.
6. If you make the wrong selection and have let the mouse button go, simply
click away in any cell not currently selected (this will de-select the cell group)
and start again.

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Method - Select multiple cells not next to each other

1. Click the first cell.

2. Hold down CTRL and click on each of the cells you wish to select.
3. If there is a continuous group of cells as part of this selection – you can still click
and drag to select that particular group, while holding down the CTRL key.
4. When you made you selection, you can release the CTRL key.

The CTRL key prevents the previous selection from being lost even though you
are letting the mouse button go in-between the individual cell selections.

b) Select a Column or Columns

The down arrow is used to select a column or columns.

Method – Single column

1. Position the black down arrow over the letter of the column you wish to select.
2. Click once

Method – Multiple columns

1. Position the black down arrow over the letter of the first column you wish
to select.
2. Click and drag the cursor over the column letters of the columns to select.
3. When your selection is complete – let the mouse button go.

Method – Multiple columns not next to each other

1. Position the black down arrow over the letter of the first column you wish
to select.
2. Click once.
3. Hold down the CTRL key while you click on each of the other column letters of
columns to be selected.
4. If there is a continuous group of columns as part of this selection – you can still
click and drag to select that particular group, while holding down the CTRL key.
5. When your selection is complete – let the CTRL key go.

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c) Selecting a Row or Rows

The right arrow is used to select a row or rows.

Method – Single row

1. Position the black right arrow over the number of the row you wish to select.
2. Click once

Method – Multiple rows

1. Position the black right arrow over the number of the first row you wish to select.
2. Click and drag the cursor over the row numbers of the rows to select.
3. When your selection is complete – let the mouse button go.

Method – Multiple rows not next to each other

1. Position the black right arrow over the number of the first row you wish to select.
2. Click once.
3. Hold down the CTRL key while you click on each of the other row numbers
of rows to be selected.
4. If there is a continuous group of rows as part of this selection – you can still
click and drag to select that particular group, while holding down the CTRL key.
5. When your selection is complete – let the CTRL key go.

a) Select the entire spreadsheet with one click

You may need to make a change to the entire spreadsheet eg: all text to be font
size 12.

Method
1. Click the blank square to the left of column A and above Row 1

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Selection Summary

Click this grey

square to
select the
whole sheet

Click the B
to select
Column B

Click the 5 to select Row 5

b) Select multiple cells using the keyboard

Method
1. Hold down the Shift key, then use the arrow keys to
increase the selection area in any direction
2. Let the Shift key go once your selection is complete.

c) Deselecting a selection
If you want to deselect a selection that you‟ve made, simply click in a single cell.
This will give the focus to that cell and the previously selected cells will
become deselected.

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2. MOVING OR COPYING CELLS

a) Moving Cells
Moving cells can be likened to cutting an article from a magazine and pasting it
into a scrapbook. The original magazine article is moved from one place to
another. In the same way when you move a cell, its data is removed from its
original cell location and pasted into the new cell location.

Method 1 – Icon

1. Select the cell(s) to be moved

2. Click the Cut icon
3. Click where you want the cells to be moved to.
4. Click the Paste icon
Both icons can be found on the Home tab of the Ribbon by default. They can also be
added to the Quick Access Toolbar – to learn how to do that, attend Eagle‟s Excel
Advanced training.
The Quick Access toolbar can be modified from here.

The Cut icon.

The Paste icon.

Method 2 – Right click menu

1. Select the cell(s) to be moved

2. Right click on the selected cells
3. Click Cut
4. Click Paste

Method 3 – Keyboard

1. Select the cell(s) to be moved

2. Ctrl X
3. Click where you want the cells to be moved to.
4. Ctrl V
5.
Method 4 – Mouse

1. Select the cell(s) to be moved

2. Click and drag the selected cells to their new location, taking great care to only
release the mouse button when in the correct position!!

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b) Copying Cells

Copying can be likened to photocopying an article in a magazine and pasting the

photocopy into a scrapbook. The original magazine article remains where it was
and a duplicate appears in the scrapbook. In the same way when you copy a
cell, its data is left as it is and its duplicate is pasted into a new cell location.

Method 1 – Icon

1. Select the cell(s) to be copied

2. Click the Copy icon
3. Click where you want the cells to be copied to.
4. Click the Paste Icon
The Quick Access toolbar can be modified from here.

The Copy icon.

The Paste icon.

Method 2 – Right click menu

1. Select the cell(s) to be copied

2. Right click on the selected cells
3. Click Copy
4. Right click where you want the cells to be copied to.
5. Click Paste

Method 3 – Keyboard

1. Select the cell(s) to be copied

2. Ctrl C
3. Click where you want the cells to be copied to.
4. Ctrl V

Method 4 – Mouse

1. Select the cell(s) to be copied

2. CTRL then click and drag the selected cells to their new location.

When you paste, a dotted line surrounds the copied data in case you wish
to paste it more than once. If not, press ESC to remove the dotted lines.

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c) Summary

Drag to Ctrl Drag

Move to Copy

3. COPYING OR MOVING A COLUMN

a) Copying
Method
1. Select the column to be copied
2. Use any Copy method.
3. Select the column where you would like the copied column to appear.
4. If you would like the copied column to be inserted between existing columns:
Right-click on the selected column and click Insert Copied Cells OR
Click Insert, Copied Cells.
5. If you would like the copied column to overwrite the selected column, use
any Paste method.

b) Moving

Method
1. Select the column to be moved
2. Use any Cut method
3. Select the column where you would like the cut column to appear.
4. If you would like the cut column to be inserted between existing columns:
Right-click on the selected column and click Insert Cut Cells OR
Click Insert, Cut Cells.
5. If you would like the cut column to overwrite the selected column, use any Paste
method.

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4. COPYING OR MOVING A ROW

a) Copying

Method
1. Select the row to be copied
2. Use any Copy method.
3. Select the row where you would like the copied row to appear.
4. If you would like the copied row to be inserted between existing
rows: Right-click on the selected row and click Insert Copied Cells
OR Click Insert, Copied Cells.
5. If you would like the copied row to overwrite the selected row, use any
Paste method.

b) Moving

Method
1. Select the row to be copied
2. Use any Cut method.
3. Select the row where you would like the cut row to appear.
4. If you would like the cut row to be inserted between existing
rows: Right-click on the selected row and click Insert Cut Cells
OR Click Insert, Cut Cells.
5. If you would like the copied row to overwrite the selected row, use any
Paste method.

5. DELETE DATA

This is the method for deleting the contents of cells. The cell itself remains but is
now empty.

Method
1. Select the cell(s) to be deleted.
2. Press the Delete key on the keyboard.

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6. DELETE CELL(S)

This method deletes the actual cell from the spreadsheet. This means that the cell
you delete is either replaced by cells to its right or by cells from below.

Method 1 – Ribbon
1. Select the cell(s) to be deleted.
2. Click the Home Tab and in the Cells section, click on the Delete button:

That will load this screen:

3. Select Shift cells up OR Shift cells left

Method 2 – Right Click Menu

1. Select the cell(s) to be deleted
2. Right click, Delete
3. Select Shift cells up OR Shift cells left

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7. DELETE A COLUMN

Method 1 –Right Click

1. First select the column or columns that are to be deleted
2. Right click the selection
3. Click Delete

Method2 – Cells
1. Select any cell in the column to be deleted.
2. Right click
3. Click Delete
4. Click Entire Column

8. DELETE A ROW

Method 1 – Right Click

1. Select the row or rows that are to be deleted
2. Right click the selection
3. Click Delete.

Method 2 – Cells
1. Select any cell in the row to be deleted.
2. Right click
3. Click Delete
4. Click Entire Row
NOTE: Using the DELETE key on your keyboard will not delete the selected
row or column. It will only delete the data in the selection

9. INSERT A COLUMN

You can insert extra columns between existing columns.

Method 1 – Right Click

1. Select the column that will be to the right of the new column.
2. Right click on the selection
3. Click Insert

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Method 2 – Ribbon
1. Select the column that will be to the right of the new column.
2. Click Insert on the Home Tab of the Ribbon.

3. Click Insert Sheet Columns

Method 3 – Cell
1. Right click on the cell you would like to insert a column
to the left of
2. Click Insert
3. Click Entire Column
4. Click OK

To insert multiple columns

1. Select the columns that are in the new columns position. E.g. If you want to insert 3
columns to the left of column D, select columns D, E and F.
2. Then follow the rest of the steps in any of the first 3 methods.

10. INSERT A ROW

You can insert extra rows between existing rows.

Method 1 – Right Click

1. Select the row that will be below the new row.
2. Right click on the selection
3. Click Insert

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1. Select the row that will be below the new row.

2. Click Insert on the Home Tab of the Ribbon

3. Click Insert Sheet Rows

Method 3 – Cell
1. Right click on the cell you would like to insert a row above
2. Click Insert
3. Click Entire Row
4. Click OK

To insert multiple rows

1. Select the rows that are in the new rows position. E.g. If you want to insert 3
rows above row 4, select rows 4, 5 and 6.
2. Then follow the rest of the steps in any of the first 3 methods.

11. AUTOFILL

AutoFill is a tool that lets you select cells and make relative copies of them in adjacent
cells. It can be used to fill in sequential values, text and formulas and show trends.

To see the AutoFill handle, select the cells first, then move the mouse pointer over
the bottom right corner of the bottom-, rightmost cell in the selection. The AutoFill
handle can be dragged in any direction.

AutoFill
Move the cursor over the bottom right handle corner and the AutoFill handle will appear.

a) Months

Method
1. Type „January‟ into a cell
2. Using the AutoFill handle, click and drag, either to the right
or down, until the sequence is complete.

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b) Days

Method
1. Type „Monday‟ into a cell
2. Using the AutoFill handle, click and drag, either to the right or
down, until the sequence is complete.

c) Copy the same number

Method
1. Type eg:‟1‟ into a cell
2. Using the AutoFill handle, click and drag, either to the right or
down.

d) Trends

Method
1. Enter the first two numbers of the sequence to establish the
trend e.g. 1 and 2 if you want a sequential number sequence or
2 and 4 if you want a sequence of even numbers.
2. Using the AutoFill handle, click and drag, either to the right or
down, until the sequence is complete.

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12. FIND AND REPLACE

a) Find

You can use the Find feature to search for a certain word or phrase within the
spreadsheet.

Method
1. Click the Home Tab of the Ribbon
2. In the Edit section, click Find and Select and then click Find…..

3. Type in the word to find

4. Click Find Next

5. The focus will move to the next cell that contains the word or phrase
6. Click Find Next to move to the next cell that contains an instance of the word
or phrase.

b) Replace

This feature works the same way as the Find feature but also allows you to
replace the found word with another word.

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Method
1. Click the Home Tab of the Ribbon
2. In the Edit section, click Find and Select and then click Replace…

3. Type in the word to find

4. Below, type in the new word that will replace the found word.

5. Click Find Next

6. Click Replace to replace the first found instance of the word
7. Click Replace All to replace all instances of the word throughout the
spreadsheet with the new word.

The Find All option will display a list of all the cells where the search word occurs.

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NOTES
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EXERCISE

1. Open Revised Staff Details

2. Move Petra‟s information to appear after Kholiswa‟s.
3. Move the Extension column to appear before the Dept Column.
4. In Columns E and F, fill in the following information.

5. Copy 2006 into F3

6. Instead of copying it individually into each of F4, F5 and F6; AutoFill the year
to complete cells F4 to F8.
7. Delete the year from F7 and F8.
8. Use the Find feature to find Petra‟s extension.
9. Find all instances of the word HR and replace with Personnel.
10. When you are finished, the spreadsheet should appear as follows.

11. Save and close the spreadsheet

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MODULE 4

By the end of this module you should be able to:

Format cells appearance
Format row height
Format column width
Insert Columns and Rows

1. FORMAT CELLS

You can use the shortcuts on the formatting toolbar to change the appearance of
the selected cells.

Font Name Vertical Alignment options

Font Size Horizontal Alignment options

Number Formatting

Bold
Font Colour Merge and Center

Italic
Cell Shading
Styles
Underline Simple Borders

However, these options plus more are available through the Format menu.

Method
1. Select the cells whose format you
want to change
2. Click Format, Cells
3. Note the 6 tabs on the screen
that appears.
4. Each tab has various formatting
options available.

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a) Number

Numeric cells can have one of several formats applied to them. They can be
formatted as a Currency field to have a R or $ in front, to have a comma between
the thousands, or to have a certain number of decimal places. They can also
have Date or Time formatting applied.

Numbers take on different characteristics according to the format chosen.

123456 formatted as a currency would appear as R 123,456.00

123456 formatted as a percentage would appear as 12345600.00%

Go through each category in the list and note the effect it will have on the
selected cells, as shown in the Sample on the right of the screen.

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b) Alignment

Cell contents can be aligned as follows:

Left Align Text is aligned on the left of the cell.

Text will be centred in the cell with even spacing on either

Centre Align
side of the text.
Right Align Text is aligned on the right of the cell

Justified Text is aligned on both the left and right within the cell

Vertical Align Position text at the top, centre or bottom of the cell.

Text can be wrapped within a cell – text flows to the next

Wrap Text
line within a cell if the text exceeds the width of the cell.

Alignment Standards:
Text – Left Aligned
Numbers – Right Aligned

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c) Font

Font formatting can be applied to numbers and text. Font formatting includes
changing the font (handwriting), size, style, colour and underline type. You can also
use this tab to format text as subscript, superscript, or to have a strikethrough.

As you select various options, the Preview pane will display the effect each option
will have on the selected cells.

Font: Changes the „handwriting‟ of the text.

Font Style: Bold, Italic etc.
Size: Size of the text.
Colour : Colour of the text.
Underline: Underline style, e.g. double underlined
3
Superscript: Text will be raised e.g. M
Strikethrough: Text will have a line through.
Subscript: Text will be lowered e.g. H2O

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Please be aware that when you are viewing a list of fonts from the Home Tab,
the Selected cells will AutoPreview the font:

Open the Font Name List

Hover the mouse on a Font

you would like to preview

The selected cells display

as if formatted.

d) Background Colour

Method
1. Select the cells you want to set the background colour for.
2. Click the list arrow on the right-edge of the Fill Colour icon in the Font section of
the Home Tab on the Ribbon
3. Click to select a colour.

Select the Home Tab

Click here to open the

list of colours.

The selected cell will

Auto-Preview the colour
you hover the mouse
over.

Please do not:
Confuse Fill Colour (Background of the cell(s) with Colour (colour of the
actual letters/numbers).
Choose a background colour that matches or closely matches the font colour!

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2. COLUMN WIDTH

The width of your columns can be adjusted to accommodate more text, if the text is
getting cut off because the column is too narrow. In the same way, if the amount of
text being stored in a cell is small the column can be made narrower.

When a cell displays #### it means that the number is too long to display in the
cell – to fix this simply make the column wider.

Method 1 - Ribbon
1. On the Home Tab, click on Format in the Cells group.
2. Click on Column Width
3. Type in a column width on the screen that appears and
click OK.

Method 2 - Mouse
1. Move your mouse to the dividing line between the
column you want to resize and the column to its right.
2. Drag the handle that appears to the right to increase
column width, or to the left to decrease the column
width.
3. Double clicking instead of dragging will have the same
effect as Method 3.

Method 3 – AutoFit
1. Select the column you want to adjust the width of.
2. Click Format, Column, Autofit Selection.
3. The column width will be adjusted to fit the contents of
the cell with the longest string of data

3. ROW HEIGHT
The height of the rows can also be adjusted.

Method 1 - Ribbon
1. Click Format in the cells section of the Home tab
2. Click Row, Height.
3. Type in a row height on the screen that appears and
click OK.

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Method 2 - Mouse
1. Move your mouse to the dividing line between the
row you want to resize and the row below it.
2. Drag the handle that appears down to increase
row height, or up to decrease the row height.
3. Double clicking the handle instead of dragging will have
the same effect as Method 3.

Method 3 – AutoFit
1. Select the row you want to adjust
the height of.
2. Click Format, Row, Autofit.
3. The row height will be adjusted to
be only as high as necessary to fit
the contents of the row.

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NOTES
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EXERCISE

1. Open Revised Staff Details

2. Adjust the row height of Row 1 to be 24.

3. Format the column headings to be Century Gothic font, Bold, Size 14 and
Centre aligned. The background colour should be light blue.
4. Adjust all the column widths to fit the contents.
5. Format the D.O.B column contents to have the following date format:
E.g. 12 August 1993
6. Format the Extension and Year column contents to be Text, not number /
date format, and centered.
7. The spreadsheet should appear as follows once you are finished:

8. Save and close the spreadsheet.

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MODULE 5
By the end of this module you should be able to:
Set up the dictionary to be used
Use Spell Check
Use AutoCorrect feature

1. DICTIONARY

There are different dictionaries available for us to check our spreadsheet against,
such as English (UK) and English (US). If, for example, we type the word „colour‟ in
our spreadsheet and then do a spell check using the English (US) dictionary, the spell
check would pick up this spelling as an error and suggest „color‟. However, doing a
spell check with the English (UK) dictionary would not pick up our spelling as an error.
It is more common for us to do our spell check against the English (UK) dictionary or
the English (South Africa) dictionary than against the English (US) dictionary.

To select the dictionary you wish to use, browse to File, Excel Options and select the
Language section. Select your choice of dictionary from the Dictionary language list.

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2. SPELLING

Method 1 -Ribbon
1. Click the Review Tab
2. Click Spelling

Method 2 - Keyboard
1. Press F7

Suggestions for
the correction
Incorrect
Spelling

The Spelling screen displays the name of the dictionary that is currently being used,
in the Title bar.

If you only have one cell selected, the spell check will automatically check the entire
worksheet. If you only wanted to spell check a range of cells, select those cells
before running the spell check.

Ignore Once: This instance of the highlighted word will be ignored as an error
during this spell check – but will get picked up again during the next
spell check.
Ignore All: All instances of the highlighted word will be ignored as errors during
this spell check – but will get picked up again during the next spell
check.
Change: Will correct this instance of the highlighted word to the word selected
in the suggestions list.
Change All: Will correct all instanced of the highlighted word to the word selected
in the suggestions list.
Add to dictionary: If there is a word, such as your company name, that you use often in
your spreadsheets but that is always picked up as an error because
MS doesn‟t recognise it; you can add the word to the dictionary
when it is next picked up as an error.
Just because the spell check picks up a word as an error, doesn‟t mean that it has to
be changed, it could just be that the spell check doesn‟t recognise the word. Use
your judgement to say whether the word should be left as it is (Ignore) or whether it
should be changed to the suggestion (Change).
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If you get the following message when you start the spell check, click Yes. The
message appears because the cell that has the focus is not at the top left of
the spreadsheet.

Be careful not to add genuine errors to the custom dictionary as this means that the
next time you make the same error; the spell check will not pick the word up as it
sees it as a valid word, since it now appears in the dictionary.

If you do add a word to the dictionary in error and would like to remove it, the
custom dictionary can be found at the following location.

C:\Documents and Settings\<username>\Application Data\Microsoft\Proof

3. AUTOCORRECT

The AutoCorrect feature can correct many common typing errors automatically as you
work. For example, it can change "adn" to "and" and change "their is" to "there is." You
can add new AutoCorrect entries to correct additional words that you often mistype.

Method
1. Click the Microsoft Button, and
then click Program Name Options, „Replace
where Program Name is the name text as you
type‟ option
of the program you are in, in our
case, Excel Options.
Type the
2. Click Proofing correct
3. Click AutoCorrect Options word here

4. Ensure the „Replace text as you

type‟ option is checked.
5. In the Replace: box, type the
word that you commonly mistype. Type the
incorrect
6. In the With: box, type the word as it word here
should appear.
7. Click Add.
8. Any time that you mistype the word
in the future, it will be corrected using the AutoCorrect entry that you created.

Note: If you wish the entry to work for both upper and lower case – create the
AutoCorrect entry in lowercase.

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NOTES
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EXERCISE

1. Open Revised Staff Details

2. Add the following data – you may need to change the format for the date to
match the rest of the column.

3. Ensure that you are using the English (UK) dictionary.

4. Use the Spelling feature to do a spell check on the worksheet, adding D.O.B to
the custom dictionary.
5. Create an AutoCorrect entry to correct Perssonel to Personnel.
6. Change Kholiswa‟s Dept to be Perssonel – take note of the automatic
correction because of the AutoCorrect entry.

7. Your spreadsheet should appear as follow when finished.

8. Save and close the spreadsheet.

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MODULE 6
By the end of this module you should be able to:
Use basic formulas
Understand the difference between data, label and formula
cells. Create a spreadsheet using text, numbers and dates

1. CELLS

Cells can be divided into the following categories:

Labels
Data (Text or Numeric)
Formulas

a) Labels
Label cells are those cells which are used to refer to the data in a column or
row. E.g. Name, Surname, Date of Birth, Product, Price. They contain simple
text and can be edited by double clicking on the cell.

b) Data
Data cells can contain either numbers, text, dates or time. They contain the
data that the label cells refer to. E.g. John, Smith, 29/07/1962, Milk, R3.99.

c) Formulas
Formula cells contain the result of a formula. It might appear that it is a data
cell containing numeric data but if you click on a formula cell and look in the
formula bar, the formula giving the result is displayed. E.g. Total of all Prices.

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2. FORMULAS

a) Mathematical operators in Excel

In Excel the mathematical operators for addition and subtraction stay the same;
however, you will notice that the traditional symbols for division and multiplication
do not appear on the keyboard. If you look on the numeric keypad you will see
the keys that we use for division and multiplication.

Add
+
Subtract -
Divide

Multiply

b) BODMAS

Excel uses the BODMAS mathematics standard in order to calculate formulas. This
standard dictates the order in which functions are performed.

Bo D A S
Brackets Division Addition
What it stands for: Of Multiplication Subtraction

Order of priority:
1 2 3

Brackets: The parts of the formula appearing between brackets are

calculated first.
Of (Exponent): Excel formulas do not have exponents as an option so this can
be ignored.
Divide / Multiply: Calculated second in the order that they appear in the formula
Add / Subtract: Calculated last in the order that they appear in the formula

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Consider the following formula:

12 + 3 * 4

Our natural method of calculating would be sequential

12 +3 = 15
= 15 * 4
= 60 (Incorrect)

But using BODMAS the answer is:

3 * 4 = 12
=12 + 12
= 24 (Correct)

Where division and multiplication follow one another, the equation is

solved from left to right:

3+9-2*6/4+5
= 3+9-3+5
= 14

Note: The correct order is 2 * 6 = 12 then 12 / 4 = 3 even though 6 / 4 = 1.5

and 1.5 * 2 = 3.

As with division and multiplication, where addition and subtraction follow

one another, the equation is solved from left to right.

3+9-8+5
= 12 - 8 + 5
= 4+5
= 9

If you had done the 2 additions first and then the subtraction you would
have got a completely different answer.

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c) Things to remember

1. A formula must begin with either an = or + or – E.g. = 5 + 4

2. When typing a formula do not leave spaces.
3. When typing a formula, you must stick to the syntax for that formula.
4. In Excel we use cell addresses in our formulas as far as possible. This is so that
if the data that the formula refers to changes, the formula will automatically be
recalculated because it has a direct link to the cell.

3. ADDITION / SUM

Addition can be performed in a number of ways in Excel.

To total the list of figures depicted in this screenshot, we could use any of the
following methods. However, understand the pros and cons of the different methods
before deciding on the best method.

a) Actual numbers

=1300+200+150+230
This is fine for a small amount of numbers, but if there are 300 numbers that must
be added together, this method will take a lot of work. You also run the risk of
typing errors and therefore incorrect results.

b) Cell addresses

=B2+B3+B4+B5
In this case we are adding the numbers which appear in each of the referenced
cells by using the cell addresses; this increases the flexibility of the spreadsheet
and reduces the chance of a typing error. However, if the list of numbers to be
added is long, we still have the problem of having to individually reference a lot of
cells.

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c) Worksheet function

=SUM(B2:B5)

The SUM worksheet function allows us to reference the first and last cell address
of the list to be added without having to specify each cell address in between.
The syntax is important though: =SUM(First Cell Address:Last Cell Address)

You can either type the whole formula in, including cell addresses; or you can
select the cell addresses with the mouse when creating the formula.

Method
1. Type = Sum(
2. Then using your mouse, select the cell range to be added.
3. As you select the range, it will be surrounded by a dotted line so that you know
what has been selected, and the cell addresses will be entered into the formula.
4. Once the cell range is selected, close the brackets and Press ENTER.
The answer will now be displayed.

Note: The yellow box that shows up below the formula is a guide to the syntax
of the formula you are typing – it will disappear once you have finished.

d) AutoSum

The quickest way to add up a lit of figures is to click the cell in which
you want the total, and click the AutoSum icon on the Standard Toolbar.

Just as the =SUM function is the worksheet function for addition, so the
AutoSum function can only be used for addition.

The cell that you use this function in should be directly below or to the right of the
list being totalled. It creates the formula for you, and works out the cell references
of the list to be totalled.

The AutoSum will

always select the list
above instead of the
list to its left, if faced
with such a situation.

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e) Editing Formulas

If you have completed a formula and pressed Enter, and then realise you
have made an error and need to edit the formula, remember the Formula Bar.

The formula that gives the result appears in the formula bar and can be edited from
within the formula bar

Method 1 – Formula Bar

1. Click on the cell containing the formula result
2. Click on the formula bar.
3. Make the necessary changes and press Enter.

Formula bar
displaying the
formula that gives
the result in B6

Method 2 – F2
1. Click on the cell containing the formula result.
2. Press the F2 function key.
3. The formula will appear, ready to be edited.
4. Make the necessary changes and press Enter.

Method 2 – Double Click

1. Double click on the cell containing the formula result.
2. The formula will appear, ready to be edited.
3. Make the necessary changes and press Enter.

f) Overview

Addition / Sum: =SUM(A1:A4) or =A1+A2+A3+A4

Subtraction: =A5-A4-A3-A2-A1
Multiplication: =A1*A2*A3
Division =A4/A3

There is also a worksheet function available for multiplication – PRODUCT. E.g.

=PRODUCT(A1:A3). This will give the same result as typing =A1*A2*A3.

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NOTES
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EXERCISE
1. Give a brief description of data, label and formula cells

2. Create the following spreadsheet

3. Save as First Quarter in My Documents. Remember to save the spreadsheet

regularly to avoid losing work.

4. Format the spreadsheet as follows:

Ensure that all columns are wide enough for the contents
Format B5:B10 as Percentage
Format B13 as Percentage
Change the font of the heading in A1 to be size 14 and
bold Format the background of A13 to be light green.
Change the Date format to be 31/03/2006 Change
the font of A2 and B2 to be Red and Bold
Underline and centre align the column headings in A4 to H4
Format the numbers to appear as follows: e.g. R 58,000.00 (Accountancy)
Format the formula cells to appear as bold. F5:H10, B11 to H11, and B13.

5. Reminder: Are you saving regularly while you work?

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6. Complete the formula columns using the following as a guide:

F5 should contain the total of C5, D5 and E5

G5 is calculated by multiplying F5 by the rate in B5
H5 is the Total less the Commission.
The totals in Row 11 are calculated by adding up each column of figures.
B13 is calculated by dividing the total in H11 by the Target in B2.

7. Your spreadsheet should like this when you are finished – don‟t copy the figures
directly from this screenshot – you must use formulas to complete the exercise.

8. Remember to save regularly.

9. Insert a column between Commission and January. Set the new column width to 3.
10. Save the spreadsheet.

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MODULE 7
By the end of this module you should be able to:
Print preview a document
Work with print options.
Print a document

1. PRINT PREVIEW

Print Preview shows you how your spreadsheet will appear once printed. This
means that you can make any changes necessary before printing – saving paper.

Method 1 – File Menu

1. Click the worksheet that you want to preview before you print it.
2. Click the Microsoft File Menu, click the arrow next to Print, and then
click PrintPreview
3. Keyboard shortcut, you can also press CTRL +F2

a) Toolbar

Move to previous
Opens Page
and next page in Close Print
Preview Setup screen Preview

Zoom in / out to
enlarge or
reduce the view. Toggles the Displays Page Displays Help
Opens Print Margins view Breaks
screen on and off

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2. PAGE SETUP

Before printing a spreadsheet there are certain changes which can be made in terms
of layout, including page orientation and gridlines.

Method
1. Click Page Layout on the Ribbon
2. Select the option to change, or load the dialog box:

Don‟t forget that this button

will load the Page Setup
dialog box.

Options with an arrow will load a drop-down list of choices.

Orientation can be changed to either Portrait or Landscape.

3. Select the Page tab to choose the orientation for the spreadsheet. Landscape is
when the longer edge of the page is horizontal. Portrait is when the longer edge
of the page is vertical.

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3. PRINT

Method 1 – File Menu

1. Click The File Menu
2. Move to Print
3. Choose Print, Quick Print or Print Preview.

Method 2 – Keyboard
1. Press Ctrl P

If you use either of the above two methods, the Print screen will open. This screen
allows you to set various print options, such as the number of copies to be printed
and whether you would like the copies to be collated.

Use this drop down list to select which

printer to use. If you only have one printer
setup, it will appear in the list automatically.

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Number of Copies
Select the number of copies to be printed by using the up and down arrows to the
right of the option.
Remember, that by default, only the active sheet is printed. To print the entire
workbook, select the „Entire Workbook‟ option from the „Print What‟ section of
the screen.

Collate
This option organizes numbered pages when you print multiple copies of a
spreadsheet. If the option is selected, a complete copy of the document is printed
before the first page of the next copy is printed.

Method 3 –Quick Print

1. Click on the Quick Print Icon in the Print section of the File Menu.

This option does not display the print screen. It prints one copy of the
active sheet to the default printer.

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NOTES
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EXERCISE

1. Open Sales.
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2. Lets look at the Print Preview of the spreadsheet.

3. Note that some of the columns don‟t fit onto the first page , so the document will be
printed over 2 pages.

4. Correct this issue by changing the orientation of the page to Landscape.

5. Select the print option which allows all the pages of the first copy to be printed
before printing the second copy, instead of grouping the printouts by page. Print 2
copies to the connected printer.

6. Save and close the spreadsheet.

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