Excel 2007

Microsoft Excel 2007
Excel 2007
Setting Up Your Excel Environment
Introduction
Before you begin creating spreadsheets in
Excel, you may want to set up your Excel
environment and become familiar with a
few key tasks and features, like how to
minimize and maximize the Ribbon,
configure the Quick Access toolbar, switch
page views, and access your Excel options.
Exploring and setting up your Excel

environment
Exploring the Excel environment
The tabbed Ribbon menu system is how you navigate Excel and access its various
commands. If you have used previous versions of Excel, the Ribbon system replaces the
traditional menus. Above the Ribbon in the upper-left corner is the Microsoft Office button.
From here, you can access important options such as New, Save, Save As, and Print. By
default, the Quick Access toolbar is pinned next to the Microsoft Office button and includes
commands such as Undo and Redo.
At the bottom-left area of the spreadsheet, you will find worksheet tabs. By default, three
worksheet tabs appear each time you create a new workbook. On the bottom-right area of
the spreadsheet you will find page view commands, the zoom tool, and the horizontal
scrolling bar.
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To zoom in and out:
Locate the zoom bar in the bottom-right corner.
Left-click the slider, and drag it to the left to zoom out and to the
right to zoom in.
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To scroll horizontally in a worksheet:
Locate the horizontal scroll bar in the bottom-right
corner.
Left-click the bar, and move it from left to right.
To change page views:
Locate the Page View options in the bottom-right corner. Options are
Normal, Page Layout, and Page Break.
Left-click an option to select it.
The default is Normal View.
To add commands to the Quick Access toolbar:
Click the arrow to the right of the Quick Access toolbar.
Select the command you wish to add from the drop-down list. It will
appear in the Quick Access toolbar.
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OR
Select More Commands from the menu, and a dialog box appears.
Select the command you want to add.
Click the Add button.
Click OK.
The Save, Undo, and Redo commands appear by default in the Quick Access toolbar.
You may wish to add other commands to make using specific Excel features more
convenient for you.
To minimize and maximize the Ribbon:
Click the drop-down arrow next to the Quick Access toolbar.
Select Minimize Ribbon from the list. The Ribbon disappears.
To maximize the Ribbon, click the arrow again, then select Minimize the
Ribbon to toggle the feature off.
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You can also minimize and maximize the Ribbon by right-clicking anywhere in the main
menu and selecting Minimize the Ribbon in the menu that appears.
The new, tabbed Ribbon system replaces traditional menus in Excel 2007. It is
designed to be easy to use and responsive to your current task; however, you can
choose to minimize the Ribbon if you would prefer to use different menus or
keyboard shortcuts.
The Microsoft Office button

The Microsoft Office button appears at the top of the Excel window. When you left-click the
button, a menu appears. From this menu, you can create a new spreadsheet, open existing
files, save files in a variety of ways, and print. You can also add security features, send,
publish, and close files.
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To change the default Excel Options:
Click the Excel Options button. A dialog box will appear.
Select a category on the left to access different Excel options.
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Modify any of the default settings.
Click OK.
As you learn more about Excel and become proficient at using it, you may want to
modify some of the settings. As a beginning user, it is usually best to leave the
default settings.
Excel 2007
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Starting a Workbook
You will need to know how to insert text and
numbers into Excel workbooks to be able to use it to
calculate, analyze, and organize data. In this lesson,
you will learn how to create a new workbook, insert
and delete text, navigate a worksheet, and save an
Excel workbook.
Your first workbook

To create a new blank workbook:
Left-click the Microsoft Office button.
Select New. The New Workbook dialog box opens, and Blank Workbook is
highlighted by default.
Click Create. A new blank workbook appears in the window.
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When you first open Excel, the software opens to a new blank workbook.
To insert text:
Left-click a cell to select it. Each rectangle in the worksheet is called a

cell. As you select a cell, the cell address appears in the Name Box.
Enter text into the cell using your keyboard. The text appears in the cell
and in the formula bar.
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Cell addresses
Each cell has a name, or a cell address, based on the column and row where it is located. For
example, this cell is C3 because it is where column C and row 3 intersect.
You can also select multiple cells at the same time. A group of cells is known as a cell range.
Rather than a single cell address, you will refer to a cell range using the cell addresses of the
first and last cells in the cell range, separated by a colon. For example, a cell range that
included cells A1, A2, A3, A4, and A5 would be written as A1:A5.
To edit or delete text:
Select the cell.
Press the Backspace key on your keyboard to delete text and make a
correction.
Press the Delete key to delete the entire contents of a cell.
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You can also make changes to and delete text from the formula bar. Just select the cell, then
place your insertion point in the formula bar.
To move through a worksheet using the

keyboard:
Press the Tab key to move to the right of the selected cell.
Press the Shift key then the Tab key to move to the left of the selected
cell.
Use the Page Up and Page Down keys to navigate the worksheet.
Use the arrow keys.
To save the workbook:
Select Save or Save As.

o
Save As allows you to name the file and choose a location to save
the spreadsheet. Choose Save As if you'd like to save the file for
the first time or if you'd like to save the file as a different name.
Select Save if the file has already been named.
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You can save a workbook in many ways, but the two most common ones are as an
Excel Workbook, which saves it with a 2007 file extension, and as an Excel 97-2003
Workbook, which saves the file in a compatible format so people who have earlier
versions of Excel can open the file.
Compatibility mode
Sometimes you may need to work with workbooks that were created in earlier versions of
Microsoft Excel, such as Excel 2003 or Excel 2000. When you open these kinds of
workbooks, they will appear in Compatibility mode.
Compatibility mode disables certain features, so you'll only be able to access commands
found in the program that was used to create the workbook. For example, if you open a
workbook created in Excel 2003, you can only use tabs and commands found in Excel 2003.
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If you want access to all features of Excel 2007, you can save the workbook in the Excel
2007 file format.
To exit Compatibility mode:
Click the Microsoft Office button.
Select Save As
Excel Workbook.
Excel 2007
Modifying Columns, Rows, and Cells
Introduction
When you open a new blank workbook, the cells, columns, and rows
are set to a default size. You have the ability to change the size of
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each, as well as to insert new columns, rows,
and cells as needed. In this lesson, you will
learn various methods to modify the column
width and row height, as well as how to
insert new columns, rows, and cells.
Columns, rows, and

cells
To modify column width:
Position the cursor over the column line in the column heading, and a
double arrow will appear.
Left-click the mouse, then drag the cursor to the right to increase the
column width or to the left to decrease the column width.
Release the mouse button.

OR
Left-click the column heading of a column you'd like to modify. The entire
column will appear highlighted.
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Click the Format command in the Cells group on the Home tab. A menu
will appear.
Select Column Width to enter a specific column measurement.
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Select AutoFit Column Width to adjust the column so all of the text will
fit.
If you see pound signs (#######) in a cell, it means that the column is not wide
enough to display the cell content. Simply increase the column width to show the
cell content.
To modify the row height:
Position the cursor over the row line you want to modify, and a double
arrow will appear.
Left-click the mouse, then drag the cursor upward to decrease the row
height or downward to increase the row height.
Release the mouse button.

OR
Click the Format command in the Cells group on the Home tab. A menu
will appear.
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Select Row Height to enter a specific row measurement.
Select AutoFit Row Height to adjust the row so all of the text will fit.
To insert rows:
Select the row below where you want the new row to appear.
Click the Insert command in the Cells group on the Home tab. The row
will appear.
The new row always appears above the selected

row.
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Make sure you select the entire row below where you want the new row to appear and not
just the cell. If you select just the cell and then click Insert, only a new cell will appear.
To insert columns:
Select the column to the right of where you want the column to appear.
Click the Insert command in the Cells group on the Home tab. The column
will appear.
The new column always appears to the left of the selected column. For example, if
you want to insert a column between September and October, select the October
column, then click the Insert command.
Make sure you select the entire column to the right of where you want the new column to
appear and not just the cell. If you select just the cell and then click Insert, only a new cell
will appear.
To delete rows and columns:
Select the row or column youd like to delete.
Click the Delete command in the Cells group on the Home tab.
Excel 2007
Formatting Text
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Once you have entered information
into a spreadsheet, you will need to
be able to format it. In this lesson,
you will learn how to use the bold,
italic, and underline commands;
modify the font style, size, and
color; and apply borders and fill
colors.
Formatting cells
To format text in bold or italics:
Left-click a cell to select it, or drag your cursor over the text in the formula
bar to select it.
Click the Bold or Italics command.
You can select entire columns and rows, or specific cells. To select the entire column, just
left-click the column heading, and the entire column will appear as selected. To select
specific cells, just left-click a cell and drag your mouse to select the other cells, then release
the mouse button.
To format text as underlined:
Select the cell or cells you want to format.
Click the drop-down arrow next to the Underline command.
Select the Single Underline or Double Underline option.
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To change the font
style:
Select the cell or cells you want

to format.
Left-click the drop-down arrow

next to the Font Style box on the Home tab.
Select a font style from the list.
As you move over the font list, the Live Preview feature previews the font for you in the
spreadsheet.
To change the font size:
Left-click the drop-down arrow next to the Font Size box on the Home
tab.
Select a font size from the list.
To change the text color:
Select the cell or cells you want to

format.
Left-click the drop-down arrow next to the Text Color command. A color
palette will appear.
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Select a color from the palette.
Select More Colors. A dialog box will appear.
Select a color.
Click OK.
OR
To add a border:
Click the drop-down arrow next to the Borders command on the Home
tab. A menu will appear with border options.
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Left-click an option from the list to select it.
You can change the line style and color of the border.
To add a fill color:
Click the Fill command. A color palette will appear.
Select a color.
OR
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Select More Colors. A dialog box will appear.
Select a color.
Click OK.
You can use the fill color feature to format columns and rows and format a worksheet so it's
easier to read.
To format numbers and dates:
Left-click the drop-down arrow next to the Number Format box.
Select one of the options for formatting numbers.
By default, the numbers appear in the General category, which means there is no special
formatting.
In the Number group, you have some other options. For example, you can change the U.S.
dollar sign to another currency format, switch numbers to percents, add commas, and change
the decimal location.
Excel 2007
Creating Simple Formulas
Introduction
Excel can be used to calculate and analyze numerical information; however, you will need to
know how to write formulas to maximize Excel's capabilities. A formula is an equation that
performs a calculation using values in the worksheet. In this lesson, you will learn how to
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create simple formulas using mathematical operators such as the addition, subtraction,
multiplication, and division signs.
Simple formulas
To create a simple formula that
adds two numbers:
Click the cell where the formula will be defined (C5, for example).
Type the equals sign (=) to let Excel know a formula is being defined.
Type the first number to be added (e.g., 1500).
Type the addition sign (+) to let Excel know that an add operation is to
be performed.
Type the second number to be added (e.g., 200).
Press Enter, or click the Enter button on the Formula bar to complete
the formula.
If the result of a formula is too large to be displayed in a cell, it may appear as pound
signs (#######) instead of a value. This means that the column is not wide enough to
display the cell content. Simply increase the column width to show the cell content.
To create a simple formula that adds the contents of

two cells:
Click the cell where the answer will appear (C5, for example).
Type the cell number that contains the first number to be added (C3, for
example).
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be performed.
Type the cell address that contains the second number to be added (C4,
for example).
the formula.
To create a simple formula using the point-and-click

method:
Click the cell where the answer will appear (C30, for example).
Click on the first cell to be included in the formula (C5, for example).
Type the subtraction sign (-) to let Excel know that a subtraction
operation is to be performed.
Click on the next cell in the formula (C29, for example).
the formula.
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To create a simple formula that multiplies the contents

of two cells:
Select the cell where the answer will appear (E32, for example).
Click on the first cell to be included in the formula (C9, for example), or
type a number.
Type the multiplication symbol (*) by pressing the Shift key and then the
number 8 key. The operator displays in the cell and Formula bar.
Click on the next cell in the formula or type a number (12, for example).
the formula.
To create a simple formula that divides one cell by

another:
Click the cell where the answer will appear.
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Click on the first cell to be included in the formula.
Type a division symbol. The operator displays in the cell and Formula bar.
Click on the next cell in the formula.
the formula.
Using cell references

As you can see, there are many ways to create a simple formula in Excel. Most likely, you
will choose one of the methods that enters the cell address into the formula rather than an
actual number. The cell address is basically the name of the cell and can be found in the
Name Box.
The following example uses actual numbers in the formula in C5.
When a cell address is used as part of a formula, this is called a cell reference. It is called a
cell reference because instead of entering specific numbers into a formula, the cell address
refers to a specific cell. The following example uses cell references in the formula in C30.
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Excel 2007
Working with Cells
Introduction
It is important to know how to move information from
one cell to another in Excel. Learning the various ways
will save you time and make working with Excel easier.
Certain methods are more appropriate, depending on
how much information you need to move and where it
will reside on the spreadsheet. In this lesson, you will
learn how to cut, copy, and paste, as well as how to
drag and drop information.
Working with cells

To copy and paste cell contents:
Select the cell or cells you wish to copy.
Click the Copy command in the Clipboard group on the Home tab. The
border of the selected cells will change appearance.
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Select the cell or cells where you want to paste the information.
Click the Paste command. The copied information will now appear in the
new cells.
To select more than one adjoining cell, left-click one of the cells, drag the cursor until all of
the cells are selected, and release the mouse button.
The copied cell will stay selected until you perform your next task, or you can double-click
the cell to deselect it.
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To cut and paste cell contents:
Select the cell or cells you wish to cut.
Click the Cut command in the Clipboard group on the Home tab. The
border of the selected cells will change appearance.
Select the cell or cells where you want to paste the information.
Click the Paste command. The cut information will be removed from the
original cells and now appear in the new cells.
The keyboard shortcut for Paste is the Control Key and the V key.
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To drag and drop information:
Select the cell or cells you wish to move.
Position your mouse pointer near one of the outside edges of the
selected cells. The mouse pointer changes from a large, white cross to a
black cross with four arrows.
Left-click, then hold the mouse button and drag the cells to the new
location.
Release the mouse button, and the information appears in the new
location.
To use the fill handle to fill cells:
Position your cursor over the fill handle until the large white cross
becomes a thin, black cross.
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Left-click your mouse, then drag it until all of the cells you want to fill are
highlighted.
Release the mouse button, and all of the selected cells are filled with the
information from the original cell.
The fill handle doesn't always copy information from one cell directly into another
cell. Depending on the data entered in the cell, it may fill the data in other ways. For
example, if you have the formula =A1+B1 in cell C1 and use the fill handle to fill the
formula into cell C2, the formula doesn't appear the same in C2 as it does in C1.
Instead of =A1+B1, you will see =A2+B2.
You can use the fill handle to fill cells horizontally or vertically.
Excel 2007
Printing Workbooks
Introduction
In Excel, there are many things you can do to prepare your workbook for
printing. Many of these tasks make it easier to format the spreadsheet for the
printed page.
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In this lesson, you will learn how to view the
spreadsheet in Print Preview, modify margins,
change the page orientation, use the Scale to Fit
feature, use the Print Titles command, and insert
breaks.
Preparing to print and

printing
To view the spreadsheet in Print Preview:
Select Print.
Select Print Preview. The spreadsheet will appear in Print Preview view.
Click the Close Print Preview button
to return to the Normal View.
To make previewing your spreadsheet easier, add the Print Preview command to the Quick
Access toolbar.
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Exploring Print Preview
Once you are in Print Preview, you can access many of the same features that you can access
from the Ribbon; however, in Print Preview you can see how the spreadsheet will appear in
printed format.
To modify margins, column width, or row height while in

Print Preview:
Click the Print Preview command on the Quick Access toolbar, or select
Print Preview from the Microsoft Office button menu. The spreadsheet
opens in Print Preview mode.
Hover your cursor over one of the black margin markers until a double
arrow appears.
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Left-click and drag the marker to the desired location. The change will be
reflected in the spreadsheet.
To modify margins:
Select the Page Layout tab.
Left-click the Margins command.
Choose one of the pre-defined settings, or enter custom margins.
To change page orientation:
Left-click the Orientation command.
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Select either Portrait or Landscape.
Portrait orients the page vertically, while Landscape orients the page horizontally.
To use Scale to Fit:
Locate the Scale to Fit group.
Enter a specific height and width, or use the percentage field to

decrease the spreadsheet by a specific percent.
Scale to Fit is a useful feature that can help you format spreadsheets to fit on a page.
However, be careful with how small you scale the informationit can become difficult to
read!
To change the paper size:
Click the Size command.
Select a size option from the list.
To define a print area:
Left-click, then drag your mouse to select the cells you wish to print.
Click the Print Area command.
Choose Set Print Area.
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Now, only the selected cells will print. You can confirm this by viewing the
spreadsheet in Print Preview.
To return to the default setting, which is the entire worksheet, click the Print Area
command, then select Clear Print Area.
To insert a break:
Select a cell below where you want the break to appear.
Select the Breaks command.
Select Insert Break.
Click Print Preview to confirm that the break appears in the correct place in your spreadsheet.
To use the Print Titles command:

This is an important command to be familiar with if you intend to print your worksheets. It
allows you to select specific rows and/or columns that will be repeated on each printed
sheet. Imagine how difficult it would be to read page 48 of a printed spreadsheet if the
column and row headings only appeared on the first page.
Click the Print Titles command. The Page Setup dialog box appears.
Click the icon at the end of the field.
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Select the first row in the spreadsheet that you want to appear on each
printed page.
Repeat for the column, if necessary.
Click OK.
To print from the Microsoft Office button:
Select Print
Select a printer if you wish to use a printer other than the default setting.
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Print. The Print dialog box appears.
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Click Properties to change any necessary settings.
Choose whether you want to print specific pages, all of the worksheet, a
selected area, the active sheet, or the entire workbook.
Select the number of copies you'd like to print.
Click OK.
You can select Quick Print to bypass the Print dialog box.
Excel 2007
Creating Complex Formulas
Introduction
Excel is a spreadsheet application and is intended to be used to calculate and analyze
numerical information such as household budgets,
company finances, and inventory. To do this, you need to
understand formulas.
In this lesson, well discuss complex formulas that use
multiple mathematical operators, as well as those that use
absolute and relative references.
Complex formulas
Complex formulas defined
Simple formulas have one mathematical operation. Complex formulas involve more than
one mathematical operation.
Simple formula: =2+2
Complex formula: =2+2*8
To calculate complex formulas correctly, you must perform certain operations before others.
This is defined in the order of operations.
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The order of operations
The order of mathematical operations is important. If you enter a formula that contains
several operations, Excel knows to work those operations in a specific order. The order of
operations is:
1. Operations enclosed in parenthesis
2. Exponential calculations (to the power of)
3. Multiplication and division, whichever comes first
4. Addition and subtraction, whichever comes first
A mnemonic that can help you remember this is Please Excuse My Dear Aunt Sally
(P.E.M.D.A.S).
Example 1
Using this order, let's see how the formula 20/(8-4)*8-2 is calculated in the following
breakdown:
Example 2
3+3*2=?
Is the answer 12 or 9? Well, if you calculated in the order in which the numbers appear,
3+3*2, you'd get the wrong answer: 12. You must follow the order of operations to get the
correct answer.
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To calculate the correct answer:
1. Calculate 3*2 first because multiplication comes before addition in the
order of operations. The answer is 6.
2. Add the answer obtained in step 1, which is 6, to the number 3 that
opened the equation. In other words, add 3 + 6.
3. The answer is 9.
Complex formulas
Before moving on, let's explore some more formulas to make sure you understand the order
of operations by which Excel calculates the answer.
4*2/4
Multiply 4*2 before performing

the division operation because
the multiplication sign comes
before the division sign. The
answer is 2.
4/2*4
Divide 4 by 2 before performing

the multiplication operation
because the division sign comes
before the multiplication sign.
The answer is 8.
4/(2*4)
Perform the operation in

parentheses (2*4) first, and
divide 4 by this result. The
answer is 0.5.
4-2*4
Multiply 2*4 before performing the

subtraction operation because the
multiplication sign is of a higher order
than the subtraction sign. The answer
is 4
Creating complex formulas

Excel automatically follows a standard order of operations in a
complex formula. If you want a certain portion of the formula to
be calculated first, put it in parentheses.
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Example of how to write a complex formula:
Click the cell where you want the formula result to appear. In this
example, H6.
Type an open parenthesis, or (.
Click on the first cell to be included in the formula (G6, for example).
be performed.
Click on the second cell in the formula (G7, for example).
Type a closed parentheses ).
Type the next mathematical operator, or the division symbol (/), to let
Excel know a division operation is to be performed.
Type an open parenthesis, or (.
Click on the third cell to be included in the formula (D6, for example).
be performed.
Click on the fourth cell to be included in formula (D7, for example).
Type a closed parentheses ).
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Important: Press Enter, or click the Enter button on the Formula bar.
This step ends the formula.
To show fewer decimal places, you can click the Decrease Decimal place
command on the Home tab.
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What is an absolute reference?
In earlier lessons, we saw how cell references in formulas automatically adjust to new
locations when the formula is pasted into different cells. This is called a relative reference.
Sometimes when you copy and paste a formula, you don't want one or more cell references to
change. An absolute reference solves this problem. Absolute cell references in a formula
always refer to the same cell or cell range in a formula. If a formula is copied to a different
location, the absolute reference remains the same.
An absolute reference is designated in the formula by the addition of a dollar sign ($). It can
precede the column reference or the row reference, or both. Examples of absolute referencing
include:
To create an absolute reference:
Select the cell where you wish to write the formula (in this example, H2).
Click on the first cell to be included in the formula (F2, for example).
Enter a mathematical operator (use the multiplication symbol for this

example).
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Click on the second cell in the formula (C2, for example).
Add a $ sign before the C and a $ sign before the 2 to create an absolute
reference.
Copy the formula into H3. The new formula should read =F3*$C$2. The F2
reference changed to F3 because it is a relative reference, but C2
remained constant because you created an absolute reference by inserting
the dollar signs.
When writing a formula, you can press the F4 key on your keyboard to
switch between relative and absolute cell references. This is an easy way
to quickly insert an absolute reference.
Excel 2007
Working with Basic Functions
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Excel 2007

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Microsoft Excel 2007

Exploring and setting up your Excel

Microsoft Excel 2007

To zoom in and out:

Locate the zoom bar in the bottom-right corner.

Microsoft Excel 2007

To change page views:

Left-click an option to select it.

The default is Normal View.

To add commands to the Quick Access toolbar:

Click the arrow to the right of the Quick Access toolbar.

Microsoft Excel 2007

Select the command you want to add.

Click the Add button.

To minimize and maximize the Ribbon:

Click the drop-down arrow next to the Quick Access toolbar.

Select Minimize Ribbon from the list. The Ribbon disappears.

Microsoft Excel 2007

The Microsoft Office button

Microsoft Excel 2007

To change the default Excel Options:

Click the Excel Options button. A dialog box will appear.

Select a category on the left to access different Excel options.

Microsoft Excel 2007

Modify any of the default settings.

Microsoft Excel 2007

Your first workbook

Left-click the Microsoft Office button.

Click Create. A new blank workbook appears in the window.

Microsoft Excel 2007

Left-click a cell to select it. Each rectangle in the worksheet is called a

Microsoft Excel 2007

To edit or delete text:

Select the cell.

Press the Delete key to delete the entire contents of a cell.

Microsoft Excel 2007

To move through a worksheet using the

Use the arrow keys.

To save the workbook:

Left-click the Microsoft Office button.

Select Save or Save As.

Select Save if the file has already been named.

Microsoft Excel 2007

Microsoft Excel 2007

To exit Compatibility mode:

Click the Microsoft Office button.

Microsoft Excel 2007

Columns, rows, and

Release the mouse button.

Microsoft Excel 2007

Select Column Width to enter a specific column measurement.

Microsoft Excel 2007

To modify the row height:

Release the mouse button.

Microsoft Excel 2007

Select Row Height to enter a specific row measurement.

The new row always appears above the selected

Microsoft Excel 2007

To delete rows and columns: