Excel 2007

Home
Commands you need to work with the clipboard, choose, and change fonts control the alignment of cell
contents, select formats, choose cells style and format, and edit, sort, and search your data.
Insert
Houses the commands for the objects you add to your worksheets for example tables, charts, illustration, links
and various kinds of text terms such as column or row tables
Page layout
All things related to the setting up the worksheet, including choosing themes, selecting page setup options,
controlling the scaling of individual objects, selecting worksheet options, and arranging it on the sheet
Formulas
Includes Functions Wizard, the Function library, the commands you need for creating and working with named
cells, commands for formulas auditing, and calculation options
Data
Tab offers command for getting external data, managing the connections to external links;
sorting and filtering your data, removing duplicates, validating and consolidating your data,
and grouping and ungrouping cells
Review
Tab includes what you need to proof, comment on, and share and protect the sheet
View
Tab provides commands for choosing different worksheet views, hiding and displaying
worksheet (gridlines, the ruler, the formula bar, and more), magnifying or reducing the
display, and working with the worksheet window
Spreadsheets
A spreadsheet is an electronic document that stores various types of data. There are vertical columns
and horizontal rows. A cell is where the column and row intersect. A cell can contain data and can be
used in calculations of data within the spreadsheet. An Excel spreadsheet can contain workbooks and
worksheets. The workbook is the holder for related worksheets
A single Excel worksheet has 1,048,576 horizontal rows (numbered 1 through 1048576) and 16,384
vertical columns from column A to column XFD.
Navigating in a Worksheet
Worksheet cell A1 is often called the home cell because it is the first cell in the upper-left area of the
worksheet. When you open an existing workbook, the active cell may be cell A1 or it may be another cell, the
cell that was active when the workbook was last saved.
The active cell is emphasized with a thick, dark border You can use the mouse pointer to navigate from
one cell to another
.
Keyboard shortcuts for navigating in a worksheet
To Navigate: Press:
Up one cell UP ARROW
Down one cell DOWN ARROW
Right one cell TAB or RIGHT ARROW
Left one cell SHIFT + TAB or LEFT ARROW
To the first active cell in the current row HOME
To the last active cell in the current row END and then ENTER
Down one page PAGE DOWN
Up one page PAGE UP
To cell A1 CTRL + HOME
To the cell in the lower-right corner of the CTRL + END or
active area of the worksheet END and then HOME
To the last cell a blank column END + DOWN ARROW
To the last cell in a blank row END + RIGHT ARROW
To the first cell in blank column END + UP ARROW
To the first cell in a blank row END + LEFT ARROW
 Entering Data
There are different ways to enter data in Excel: in an active cell or in the formula bar.
To enter data in an active cell:
 Click in the cell where you want the data
 Begin typing

To enter data into the formula bar

 Click the cell where you would like the data

 Place the cursor in the Formula Bar
 Type in the data
Excel allows you to move, copy, and paste cells and cell content through cutting
and pasting and copying and pasting.

Select Data
To select a cell or data to be copied or cut:
Click the cell

Click and drag the cursor to select many cells in a range

Select a Row or Column
To select a row or column click on the row or column header.

Copy and Paste

To copy and paste data:
Select the cell(s) that you wish to copy On the Clipboard group of the Home tab
click Copy
 Select the cell(s) where you would like to copy the data
On the Clipboard group of the Home tab, click Paste

Cut and Paste

To cut and paste data :
 Select the cell(s) that you wish to copy
 On the Clipboard group of the Home tab, click Cut
Select the cell(s) where you would like to copy the data
 On the Clipboard group of the Home tab, click Paste

Undo and Redo

To undo or redo your most recent actions:
 On the Quick Access Toolbar
 Click Undo or Redo
Auto Fill
The Auto Fill feature fills cell data or series of data in a worksheet into a selected range of
cells. If you want the same data copied into the other cells, you only need to complete one
cell. If you want to have a series of data (for example, days of the week) fill in the first
two cells in the series and then use the auto fill feature. To use the Auto Fill feature:

 Click the Fill Handle

 Drag the Fill Handle to complete the cells

Insert Cells, Rows, and Columns

To insert cells, rows, and columns in Excel:
 Place the cursor in the row below where you want the new row, or in the column to the left of
where you want the new column
 Click the Insert button on the Cells group of the Home tab
 Click the appropriate choice: Cell, Row, or Column
Delete Cells, Rows and Columns
To delete cells, rows, and columns:
 Place the cursor in the cell, row, or column that you want to delete
 Click the Delete button on the Cells group of the Home tab
 Click the appropriate choice: Cell, Row, or Column

Find and Replace

To find data or find and replace data:
 Click the Find & Select button on the Editing group of the Home tab
 Choose Find or Replace
 Complete the Find What text box
 Click on Options for more search options
 Go To Command
The Go To command takes you to a specific cell either by cell reference (the Column Letter and the
Row Number) or cell name.
 Click the Find & Select button on the Editing group of the Home tab
 Click Go To

Spell Check
To check the spelling:
 On the Review tab click the Spelling button
Excel Formulas
A formula is a set of mathematical instructions that can be used in Excel to perform calculations.
Formals are started in the formula box with an = sign.

There are many elements to and excel formula.

References: The cell or range of cells that you want to use in your calculation
Operators: Symbols (+, -, *, /, etc.) that specify the calculation to be performed
Constants: Numbers or text values that do not change
Functions: Predefined formulas in Excel
To create a basic formula in Excel:
 Select the cell for the formula
 Type = (the equal sign) and the formula
 Click Enter
Calculate with Functions
A function is a built in formula in Excel. A function has a name and arguments (the mathematical
function) in parentheses. Common functions in Excel:
Sum: Adds all cells in the argument
Average: Calculates the average of the cells in the argument
Min: Finds the minimum value
Max: Finds the maximum value
Count: Finds the number of cells that contain a numerical value within a range of the argument
To calculate a function:
 Click the cell where you want the function applied
 Click the Insert Function button
 Choose the function
 Click OK

 Complete the Number 1 box with the first cell in the

range that you want calculated
 Complete the Number 2 box with the last cell in the
range that you want calculated
Function Library
The function library is a large group of functions on the Formula Tab
of the Ribbon. These functions include:
AutoSum: Easily calculates the sum of a range
Recently Used: All recently used functions
Financial: Accrued interest, cash flow return rates and
additional financial functions
Logical: And, If, True, False, etc.
Text: Text based functions
Date & Time: Functions calculated on date and time
Math & Trig: Mathematical Functions

Relative, Absolute and Mixed References

Calling cells by just their column and row labels (such as "A1") is called relative referencing. When a formula
contains relative referencing and it is copied from one cell to another, Excel does not create an exact copy of the
formula. It will change cell addresses relative to the row and column they are moved to. For example, if a simple
addition formula in cell C1 "=(A1+B1)" is copied to cell C2, the formula would change to "=(A2+B2)" to reflect
the new row. To prevent this change, cells must be called by absolute referencing and this is accomplished
by placing dollar signs "$" within the cell addresses in the formula. Continuing the previous example, the
formula in cell C1 would read "=($A$1+$B$1)" if the value of cell C2 should be the sum of cells A1 and B1. Both
the column and row of both cells are absolute and will not change when copied. Mixed referencing can also
be used where only the row OR column fixed. For example, in the formula "=(A$1+$B2)", the row of cell A1 is
fixed and the column of cell B2 is fixed.
Linking Worksheets
You may want to use the value from a cell in another worksheet within the same workbook in a formula. For
example, the value of cell A1 in the current worksheet and cell A2 in the second worksheet can be added using
the format "sheetname!celladdress". The formula for this example would be "=A1+Sheet2!A2" where the value
of cell A1 in the current worksheet is added to the value of cell A2 in the worksheet named "Sheet2".
Using Financial Functions in Excel
How to use the annuity formula to determine the
PV of an ordinary annuity.

RATE= 1%
Problem: Consider an annuity where you are paid
NPER= 120 $100 at the end of each year for ten years.
PMT= $100
Assuming that we discount at a rate of 12%,
PV= ?
FV= 0 compounded monthly, determine the present value
of this annuity.

If we determined this using the annuity formula, we

would have determined this as shown below:

C 1 
PV(ordinar y 
annuity)
n
1 

r
( 
1r)
12%
r  1%  .01
12 100  1 
1  120 
 10,000 .697  $6970.05
.01  1.01 
n  12 *10  120
 How to use Excel Spreadsheet to determine the
PV of an ordinary annuity

RATE= 1%
Problem: Consider an annuity where you are paid
NPER= 120 $100 at the end of each year for ten years.
PMT= $100
Assuming that we discount at a rate of 12%,
PV= ?
FV= 0 compounded monthly, determine the present value
of this annuity.
To determine this in Excel, click on the paste
function symbol.
This will open the Insert Function Window.

Next, click to select the

Financial category.

Then click on the PV

function

Finally, click on the OK

button.
 This is the function

This shows the result in the current cell.

 This then brings up the
PV function window.

1%
120
100 First, type in the rate per
compound
Second, type period.
in the number
of payments.
Third, type in the amount of
eachleave
Either payment.
FV blank or type
in 0 since
Either there
leave typeisblank
no or
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type in 1 sinceofthis
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the end ofannuity
ordinary the annuity.
as opposed
This to an the
shows annuity
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Excel Shows the answer ascurrent cell.
a negative
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you would incur now in order to be
able to buy the annuity.
 How to use the annuity formula to determine the
FV of an ordinary annuity.

RATE= 1%
Problem: Consider an annuity where you are paid
NPER= 120 $100 at the end of each year for ten years.
PMT= $100 Assuming that we discount at a rate of 12%,
PV= $0.00
FV= ?
compounded monthly, determine the future value
of this annuity.

If we determined this using the annuity formula, we

would have determined this as shown below:

FV(ordinary annuity) 
C
r
 
(1  r ) n  1

12%
r
12
 1%  .01 100
.01
 
(1  .01)120  1  10,000 2.30  $23,003.87

n  12 *10  120
 How to use Excel Spreadsheet to determine the
FV of an ordinary annuity

Problem: Consider an annuity where you are paid

$100 at the end of each year for ten years.
Assuming that we discount at a rate of 12%,
compounded monthly, determine the future value
of this annuity.
To determine this in Excel, click on the paste
function symbol.
 This will open the Insert Function Window

Select the Financial Category

Select the FV function

Click OK

This will open the FV function window.

 Determining Future Value

Same drill as PV...

Step 1: Enter the interest rate.

Step 2: Enter the number of
Step payment periods
3: Enter the (Nper).
amount of
the annuity payment.

Answer

We do not have a PV at this point so we leave PV blank or enter a 0.

Determining Payment in PV Problem

Select the Financial Category

Highlight the PMT function

Click OK
 Determining Payment in PV Problem

Enter the interest rate

Enter the number of periods

We calculated the PV in our 1st example. If you are not given a PV then you will
have to calculate like in the 1st example because PV is required to find the payment.

Answer
Determining Payment in FV Problem
Macros
Macros are advanced features that can speed up editing or formatting you
may perform often in an Excel worksheet. They record sequences of menu
selections that you choose so that a series of actions can be completed in
one step.
Recording a Macro
To record a Macro:
 Click the View tab on the Ribbon
 Click Macros
 Click Record Macro
 Enter a name (without spaces)
 Enter a Shortcut Key
 Enter a Description
  Perform the Macro
 Click Macros
 Click Stop Recording

Running a Macro
To run a Macro from the Keyboard shortcut, simply press the keys that you
have programmed to run the Macro. Or you can view all macros and run by:
 Click Macros
 Click View Macros
 Choose the Macro and click Run
Sort and filter
Sorting and Filtering allow you to manipulate data in a worksheet based on given set of criteria.
Basic Sorts
To execute a basic descending or ascending sort based on one column:
 Highlight the cells that will be sorted
 Click the Sort & Filter button on the Home tab
 Click the Sort Ascending (A-Z) button or Sort Descending (Z-A) button

Custom Sorts
To sort on the basis of more than one column:
 Click the Sort & Filter button on the Home tab
 Choose which column you want to sort by first
 Click Add Level
 Choose the next column you want to sort
 Click OK
Filtering
Filtering allows you to display only data that meets certain criteria. To filter:
 Click the column or columns that contain the data you wish to filter
 On the Home tab, click on Sort & Filter
 Click Filter button
 Click the Arrow at the bottom of the first cell
 Click the Text Filter
 Click the Words you wish to Filter

 To clear the filter click the Sort & Filter button

 Click Clear
Charts
Charts allow you to present information contained in the worksheet in a graphic format.
Excel offers many types of charts including: Column, Line, Pie, Bar, Area, Scatter and
more. To view the charts available click the Insert Tab on the Ribbon.
Create a Chart
To create a chart:
 Select the cells that contain the data you want to use in the chart
 Click the Insert tab on the Ribbon
 Click the type of Chart you want to create

Modify a Chart
Once you have created a chart you can do several things to modify the chart.
To move the chart:
• Click the Chart and Drag it another location on the same
worksheet, or
• Click the Move Chart button on the Design tab
• Choose the desired location (either a new sheet or a current sheet
in the workbook)
To change the data included in the chart:
Click the Chart
Click the Select Data button on the Design tab

To reverse which data are displayed in the rows and columns:

 Click the Chart
 Click the Switch Row/Column button on the Design tab
To modify the labels and titles:
•Click the Chart
•On the Layout tab, click the Chart Title or the Data Labels button
•Change the Title and click Enter

Chart Tools
The Chart Tools appear on the Ribbon when you click on the chart. The tools are located on
three tabs: Design, Layout, and Format.
Within the Design tab you can control the chart type, layout, styles, and location .
 Within the Layout tab you can control inserting pictures, shapes and text boxes, labels, axes, background,
and analysis.

Within the Format tab you can modify shape styles, word styles and size of the chart.

Copy a Chart to Word

• Select the chart
• Click Copy on the Home tab
• Go to the Word document where you want the chart located
• Click Paste on the Home tab
 Formatting worksheets
Convert Text to Columns
Sometimes you will want to split data in one cell into two or more cells. You can do this easily by utilizing the Convert
Text to Columns Wizard.
•Highlight the column in which you wish to split the data
•Click the Text to Columns button on the Data tab
•Click Delimited if you have a comma or tab separating the data, or click fixed widths to set the data separation at a
specific size.
Modify Fonts
Modifying fonts in Excel will allow you to emphasize titles and headings. To modify
a font:
•Select the cell or cells that you would like the font applied
•On the Font group on the Home tab, choose
the font type, size, bold, italics, underline, or color

Format Cells Dialog Box

In Excel, you can also apply specific
formatting to a cell. To apply
formatting to a cell or group of cells:
•Select the cell or cells that will have
the formatting
•Click the Dialog Box arrow on the
Alignment group of the Home tab
There are several tabs on this dialog box that allow you to modify properties of the cell or cells.
Number: Allows for the display of different number types and decimal places
Alignment: Allows for the horizontal and vertical alignment of text, wrap text, shrink text, merge cells and the direction of
the text.
Font: Allows for control of font, font style, size, color, and additional features
Border: Border styles and colors
Fill: Cell fill colors and styles
Add Borders and Colors to Cells
Borders and colors can be added to cells manually or through the use of styles. To add borders manually:
•Click the Borders drop down menu on the Font group of the Home tab
•Choose the appropriate border
To apply colors manually:
•Click the Fill drop down menu on the Font group of the Home tab
•Choose the appropriate color
To apply borders and colors using styles:
•Click Cell Styles on the Home tab
•Choose a style or click New Cell Style
Change Column Width and Row Height
To change the width of a column or the height of a row:
•Click the Format button on the Cells group of the Home tab
•Manually adjust the height and width by clicking Row Height or Column Width
•To use AutoFit click AutoFit Row Height or AutoFit Column Width
Hide or Unhide Rows or Columns
To hide or unhide rows or columns:
•Select the row or column you wish to hide or unhide
•Click the Format button on the Cells group of the Home tab
•Click Hide & Unhide
Merge Cells
To merge cells select the cells you want to merge and click the Merge & Center button on the
Alignment group of the Home tab. The four choices for merging cells are:
Merge & Center: Combines the cells and centers the contents in the new, larger cell
Merge Across: Combines the cells across columns without centering data
Merge Cells: Combines the cells in a range without centering
Unmerge Cells: Splits the cell that has been merged

Align Cell Contents

To align cell contents, click the cell or cells you want to align and click on the options within the
Alignment group on the Home tab. There are several options for alignment of cell contents:
Top Align: Aligns text to the top of the cell
Middle Align: Aligns text between the top and bottom of the cell
Bottom Align: Aligns text to the bottom of the cell
Align Text Left: Aligns text to the left of the cell
Center: Centers the text from left to right in the cell
Align Text Right: Aligns text to the right of the cell
Decrease Indent: Decreases the indent between the left border and the text
Increase Indent: Increase the indent between the left border and the text
Orientation: Rotate the text diagonally or vertically
Developing Worksheet

Format Worksheet Tab

You can rename a worksheet or change the color of the tabs to meet your needs.
To rename a worksheet:
•Open the sheet to be renamed
•Click the Format button on the Home tab
•Click Rename sheet
•Type in a new name
•Press Enter
To change the color of a worksheet tab:
•Open the sheet to be renamed
•Click the Format button on the Home tab
•Click Tab Color
•Click the color
 Reposition Worksheets in a Workbook
To move worksheets in a workbook:
• Open the workbook that contains the sheets you want to rearrange
• Click and hold the worksheet tab that will be moved until an arrow appears in the left corner of
the sheet
• Drag the worksheet to the desired location

Insert and Delete Worksheets

To insert a worksheet
•Open the workbook
•Click the Insert button on the Cells group of the Home tab
•Click Insert Sheet
 To delete a worksheet
•Open the workbook
•Click the Delete button on the Cells group of the Home
tab
•Click Delete Sheet

Copy and Paste Worksheets:

To copy and paste a worksheet:
•Click the tab of the worksheet to be copied
•Right click and choose Move or Copy
•Choose the desired position of the sheet
•Click the check box next to Create a Copy
•Click OK
 Page properties and printing
Set Print Titles
The print titles function allows you to repeat the column and row headings at the beginning of each
new page to make reading a multiple page sheet easier to read when printed. To Print Titles:
•Click the Page Layout tab on the Ribbon
•Click the Print Titles button
•In the Print Titles section, click the box to select the rows/columns to be repeated
•Select the row or column
•Click the Select Row/Column Button
•Click OK
Create a Header or Footer
To create a header or footer:
•Click the Header & Footer button on the Insert tab
•This will display the Header & Footer Design Tools Tab
•To switch between the Header and Footer, click the Go to Header or Go to Footer button

•To insert text, enter the text in the header or footer

•To enter preprogrammed data such as page numbers, date, time, file
name or sheet name, click the appropriate button
•To change the location of data, click the desired cell
Set Page Margins
To set the page margins:
•Click the Margins button on the Page
Layout tab
•Select one of the give choices, or

•Click Custom Margins

•Complete the boxes to set
margins
•Click Ok
Change Page Orientation
To change the page orientation from portrait to
landscape:
•Click the Orientation button on the Page Layout
tab
•Choose Portrait or Landscape

Set Page Breaks

You can manually set up page breaks in a worksheet for ease of reading when the sheet is printed.
To set a page break:
•Click the Breaks button on the Page Layout tab
•Click Insert Page Break
Print a Range
There may be times when you only want to print a portion of a worksheet. This is easily done
through the Print Range function. To print a range:
•Select the area to be printed
•Click the Print Area button on the Page Layout tab
•Click Select Print Area
 Layout
Split a Worksheet
You can split a worksheet into multiple resizable panes for easier viewing of parts of a worksheet. To split
a worksheet:
•Select any cell in center of the worksheet you want to split
•Click the Split button on the View tab
•Notice the split in the screen, you can manipulate each part separately

Freeze Rows and Columns

You can select a particular portion of a worksheet to stay static while you work on other parts of the sheet. This is
accomplished through the Freeze Rows and Columns Function. To Freeze a row or column:
•Click the Freeze Panes button on the View tab
•Either select a section to be frozen or click the defaults of top row or left column
•To unfreeze, click the Freeze Panes button
•Click Unfreeze
Hide Worksheets
To hide a worksheet:
•Select the tab of the sheet you wish to hide
•Right-click on the tab
•Click Hide

To unhide a worksheet:
•Right-click on any worksheet tab
•Click Unhide
•Choose the worksheet to unhide