Microsoft Excel

The Office 2007 Interface

There are a number of prominent changes to the look and functionality of the Microsoft Office
2007 interface.

The Office Button

The Office Button, located in the top left corner of the window, replaces the File Menu from
previous versions of Office, and contains items that are common to all Office applications, such
as Open, Save and Print.

Hovering your mouse over an Office Button item with an arrow displays a list of sub-items.

The Ribbon

The Menu Bar and Toolbars have been replaced by the Ribbon, a panel that contains functional
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 groupings of buttons and drop-down lists organized by tabs. Each application in the Office Suite
has a different set of tabs (with some tabs in common) that pertain to the functionality of that
particular application. Each tab is further divided into groups (of buttons), such as the Font and
Paragraph groups shown above.

At the bottom right-hand corner of some groups, there is a diagonal arrow called a Dialog Box
Launcher. Clicking this button opens a dialog box for that group containing further option
selections for the group.

There are also “contextual tabs” that appear, depending on what you’re working on. For
example, if you’ve inserted pictures, the Picture Tools tab appears whenever a picture is
selected.

The Quick Access Toolbar

The Quick Access Toolbar is a small toolbar at the top left of the window that you can customize
to contain the buttons for the functions that you use most often. In essence, it is the same as
the toolbars from previous versions of Office with only the buttons you want to see on it.

To customize the Quick Access Toolbar, click on the drop-down arrow on the far right. You can
add or remove items from the Toolbar, as well as show the Toolbar below the Ribbon, rather
than above, and minimize the Ribbon.

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 Columns and Rows

Column – A vertical line of cells. A letter identifies each column.

Row – A horizontal line of cells. A number identifies each row.

Prepared by Moges Tesfaye (MSC IN ICT)

 Entering Text

1. Click the cell where you want to enter data, type in the text or numbers.
2. The data you type appears in the active cell and in the formula bar.
3. If you make a typing error, press the Backspace Key on your keyboard to remove the
incorrect data.
4. To enter the data and move down one cell, press the Enter Key on your keyboard.
To enter data and move in any direction, press either the Tab Key or the Arrow Keys on your
keyboard. Repeat the previous steps until you’ve finished entering in all the data.

Long Words and Numbers

Long Words - the text will spill into the neighboring cell. If the neighboring cell contains data,
Excel will display as much of the text as the column will allow.

Long Numbers - Excel will display the number in scientific form or as number signs (##).

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 Complete a Series

1. Enter the text or the numbers you want to start the series with.
2. Position the mouse over the bottom right corner of the selected cell until the white
plus-sign turns into a black plus-sign.

3. Left click and hold the mouse. Drag the mouse over the cells you want to include in your
series.

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 Selecting Text and Numbers

1. Select text - click and hold the left mouse button on the first cell in the group you want to
select
2. Drag the mouse until you’ve covered the area of the text you want to manipulate

3. Once the area is selected, you could edit it using the functions and tools located in the
Ribbon.

4. You can also delete the selection by:

a) Pressing the Delete key on your keyboard.

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 Moving Text

1. Select the cells containing the data you want to move.

2. Position the mouse over a border of the selected cells. The cursor changes from a white
plus sign to a four-way-arrow.

3. Click and hold the left mouse button and drag the mouse to where you want to place the
data and release the left mouse button.

You can “cut” and “paste” by using the buttons on the Home Tab.
1. Highlight the desired area, click on the “cut” button and move
your cursor where you want to move the text.
2. Click on the empty cell you want to place the text.
3. Click on the “paste” button. The data will appear in the new
location.

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 Copy Data

1. Select the cells containing the data you want to copy.

2. Position the mouse over a border of the selected cells (the cursor will change from a white
plus sign to a four-way-arrow).
3. Press and hold down the Control Key on the keyboard. Still holding down the Control Key,
drag the mouse to where you want to place the copy.
4. Release the Control Key.

You can also copy data by using the buttons on the Home Tab.
1. Highlight the area you would like copied
2. Click on “copy” and then click in the empty cell where you want
the copied data to appear.
3. Click on the “paste” button. Notice, the text also remained in its
original position.

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 Insert a Row or Column

1. Select a row by clicking on the row number.

2. Click on Insert button in the Home Tab.

The new row appears and all the rows that follow shift downward.

To Insert a Column follow the steps below:

1. To select a column by clicking on the column letter.
2. Click on Insert button in the Home Tab.

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 Delete a Row or Column

1. Select the row you want to delete by clicking on the row number.

2. Click Delete Button on the Home Tab.

The row disappears and all the rows that follow shift upward.

To Delete a Column follow the steps below:

1. Select the column you want to delete by clicking on the column letter.
2. Click on Delete Button on the Home Tab.

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 Introduction to Functions and Formulas

A function always begins with an equal sign (=).

The data Excel will use to calculate a function is enclosed in parentheses ().

Specify Individual Cells

When there is a comma (,) between cell references in a function, Excel uses each cell to
perform the calculation.

For example, the function =SUM (A1, A2, A3) is the same as the formula =A1+A2+A3.

Specify Group of Cells

When there is a colon (:) between cell references in a function, Excel uses the specified cells
and all cells between them to perform the calculation.

For example, the function =SUM (A1:A3) is the same as the formula =A1+A2+A3.

Common Functions
Average – Calculates the average value of a list or numbers.
Max – Finds the largest value in a list of numbers.
Sum – Adds a list of numbers.
Count – Calculates the number of values in a list.
Min – Finds the value in a list of numbers.
Round – Rounds a value to a specific number of digits.

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 Enter a Formula

1. Click on the cell where you want to enter a formula. (This is where the answer will appear)

2. Type an equal sign (=), to begin the formula.

3. Then type the formula and press Enter on your keyboard.

4. The results of the calculation should appear in the selected cell.

To view the formula you entered, click the cell containing the formula and it appears in the
formula bar.

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 Edit a Formula
1. Click on the cell containing the formula you would like to edit and the formula will be shown
inside the formula (fx) bar at the top.

2. Click inside the formula bar and make the necessary changes.

3. After making the necessary changes, press Enter and the answer appears in the cell selected
for the formula.

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 Basic Formulas
SUM
Sum – Adds a list of numbers.

This cell contains the function:

=SUM(B3:B7)
=B3+B4+B5+B6+B7
=89+75.6+82+95+100
=441.6

AVERAGE
Average – Calculates the average value of a list of numbers.

This cell contains the function:

= AVERAGE(B3:B7)
= (B3+B4+B5+B6+B7)/5
= (89+75.6+82+95+100)/5
= 88.32

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 MAX
Max – Finds the largest value in a list of numbers.

This cell contains the function:

= MAX(B3:B7)
= 100

MIN
Min – Finds the smallest value in a list of numbers.

This cell contains the function:

=MIN(B3:B7)
=75.6

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 COUNT
Count – Calculates the number of values in a list.

This cell contains the function:

=COUNT(B3:B7)
=5

ROUND
Round – Rounds a value to a specific number of digits.

This cell contains the function:

=ROUND(B15,2)
=3.4

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 ENTER A FUNCTION

Excel helps you enter functions in your worksheet. This lets you perform calculations without
typing long, complex formulas.

1. Click the cell where you want to enter the function on the worksheet.

2. Click the Paste Function button on the Formula Bar.

3. The Paste Function dialog box appears.

4. Select the category that contains the function you want to use.
*Note – If you do not know which category contains the function you want to use, use the
Function search field to search for the needed function.

5. Select the function you are performing, and click on OK.

(The area below the “Select a Function” box describes the function you selected.)

6. The Function Arguments dialog box appears

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7. Select the cell(s) in the worksheet that contains the number to be used in the formula.

8. The Number 1 field now displays the cell reference you selected.
(The area below the “number 1 and 2 fields” describes the number you need to enter.)

9. Click OK. The results of the formula will appear in the selected cell.

Auto Calculate

1. Select the cells you want to include in the calculation.

2. The status bar displays the Sum and/or the Average of the cells you selected. To display the
result for a different calculation, Right click the Auto Calculate area.

3. A list appears, displaying the calculations you can perform.

4. 4. Select the calculation you want to perform.

5. The results of the calculation appear in the Auto Calculate area.

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 Shortcut to Summing it All up (Autosum)

There are several ways to obtain a sum of a certain range of numbers:

1. Select the cell where you want the answer to appear.

2. Select the range of numbers you want to include in the formula and click on the AutoSum
Button located in the Formula Tab as shown in the figure below.

3. You can also sum up by clicking the cell where you want the results of the formula to
appear.
a. Type the equal sign (=).
b. Choose one of the following methods:
i. Type the cell reference (such as D4).
ii. Click the cell containing the number that you want to use in your formula (such
as in D4).
c. Type an operator such as the plus sign (+).
d. Repeat steps (b) and (c) as often as necessary to build your formula
e. Press Enter
Which is easier?

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 Change Column Width and Row Height

1. To change the width of a column, position the mouse (white plus sign) over the right edge of
the column heading until it changes to a narrow double headed arrows.

2. Click, Hold the Left Mouse button and Drag to the right until the dotted line displays the
column width you want.

3. Release the Left Mouse Button; the column displays the new width.

 Fit Longest Item – You can have Excel change a column width to fit the longest item in the
column. Double – click the right edge of the column heading. The column will
automatically be extended to fit the longest label and/or number.

 Row Height can be changed in a similar manner, the only difference being, and the
placement of the cursor between the row headings instead of the column headings.

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 Formatting Numbers

You can quickly change the appearance of numbers in your worksheet without retyping the
numbers. When you change the appearance of numbers, you do not change the value of the
numbers.

1. Select the cells containing the numbers you want to format.

2. Click the Currency Style Button, on the Home Tab.

3. The numbers are formatted with the Currency Style (dollar sign) selected.

4. If the number signs (####) appear in a cell, due to the format the column is not wide
enough to display the entire number. Refer to the “Change Column Width and Row Height”
to make the necessary adjustment.

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 Formatting Text
1. Select the Text you want to format.

2. From the Home Tab, select any of the formatting displayed in the diagram.

Bold – You can make the headings or the numbers bold by selecting the cell and clicking on the
“Bold” command on the Formatting Toolbar.

Italics – To make the numbers or the letters italicized, select the cell that contains them and
click on the “Italics” button on the Formatting Toolbar.

Underline – To underline any numbers or letters, select the cell that contains them and click on
the “Underline” button on the Formatting Toolbar.

3. You can change the type of font used in Excel 2007. First, Select the text.

4. From the Home Tab, Click on the Down Arrow to the right of the Font Style, and select the
font you want.

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 Add Borders

 You can add borders to enhance the appearance of your worksheet.

1. Select the cells you want to display borders.

2. From the Home Tab, Click on the Down Arrow to the right of the Border button.

3. Select the type of border you want to add.

4. The border selected is inserted to the worksheet.

5. To remove the border, Select the cells containing the border.

6. Click the Down Arrow to the right of the Border button.

7. Select the No Border button.

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 Print a Worksheet

 You can produce a paper copy of the worksheet displayed on your screen.

1. Select the Worksheet you wish to print.

2. Click the Office button located at the top left corner.

3. Select the Print button.

4. The Print Dialog Box appears.

5. Review and select the print options from the dialog box.

6. Click on the OK button.

7. The Worksheet will print to the printer you specified.

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 Save a worksheet

1. Click the Office button located at the top left corner.

2. Select the Save button.

3. The Save Dialog Box appears.

4. Click the Down Arrow to the Right of the Save in field, and select the Drive/Folder you
want to save the file in.

5. In the File name field, enter a name for this file.

6. Click Save.

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