A GUIDE
TO USING MICROSOFT EXCEL
|
| EXCEL is a
spreadsheet program - a large grid or table, made up of rows
and columns, which acts as a calculator. Various
facilities are provided via drop-down menus in the menu
bar and buttons in the toolbar, which are found at the
top of the screen. Context menus, obtained by right
clicking with the mouse are also very useful as they only
give you what you probably want. 
|
| SELECTING AN AREA: |
Point and click with
the mouse then, holding the mouse button down, drag the
mouse over the cells to be selected (they change to black).
To select whole columns or rows: click or drag over
the label bars. To select the whole spreadsheet:
point & click on the corner box, which is shown in
the diagram by the current position of the pointer:
 |
| ENTERING DATA: |
- Select
the cell required.
- Type
the number or word required.
- Press
the <Enter> key when done.
|
| ENTERING FORMULA: |
- Select
the cell where the formula is required.
- Type
the equal sign [ = ]
- Point
& click at the cell whose reference is
required.
- Type
+ (add), - (subtract), * (multiply),
or / (divide).
- Point
& click at the next cell whose reference is
required or type a number. (If required
insert the absolute reference character ($),
eg. $A1, A$1 or $A$1 to prevent a reference
changing when you copy it to other cells.)
- Press
the <Enter> key when done or point
and click on the tick
 in the
formula bar.
 Note: for long
addition of a row or column use a formula like SUM(A1:A9)
or simply click the auto sum button in the tool bar.
|
| COPY ING: |
- Select
the cell or the area to be copied from.
 Select Edit/Copy
from the menu bar or click on the copy button.- Select
the cell or the area to be copied to.
 Press the <Enter>
key or select Edit/Paste or
click on the paste button.
Note:
if copying a formula the cell references will change
automatically unless you insert the absolute reference
character ($), eg. $A1, A$1 or $A$1
|
| SORTING: |
- Select
the area of cells to be sorted.
 Select Data/Sort
from the menu bar or click on one of the sort
buttons in the tool
bar(which sorts
on first column only).- Select
the column to be sorted by then click on OK.
|
| INSERTING ROWS or
COLUMNS: |
- Select
the whole row or column where the new one is to
be inserted.
- Select
Insert/Rows or Insert Columns
from the menu bar.
|
| REMOVING ROWS or
COLUMNS: |
- Select
the whole row or column to be removed.
- Select
Edit/Delete from the menu bar.
|
| CHANGING COLUMN WIDTH: |
 Point at the
border line between the columns in the label bar
so that the pointer changes shape as shown:- Drag
the border line to the right or to the left as
required.
|
| ADDING BORDERS: |
- Select
the cell or the area to be changed.
 Select Format/Cells
from the menu bar then Borders or click on
the button in the tool bar (on the arrow to
change the options).
|
| CHANGING NUMBER
FORMAT: |
- Select
the cell or the area to be changed.
 Select Format/Cells
from the menu bar then Number/ Number or
click on one of the decimal buttons in the tool
bar.- Select
the number of decimal places required then click OK.
|
| CHANGING ALIGNMENT: |
- Select
the cell or the area to be changed.
 Select Format/Cells
from the menu bar then Alignment or click
on one of the buttons in the tool
bar.- Select
Right, Left, or Centre then click OK.
|
| LOADING A FILE: |
 Select File/Open
from the menu bar or the button on the tool bar.- Select
the drive and directory (if required) from the
list provided.
- Select
a filename from the list provided then click OK.
|
| SAVING A FILE: |
 Select File/Save
from the menu or the button on the tool bar (or
select File/Save As to save another
named copy)- Type
a filename (if it is your first save or a save as).
- Press
the <Enter> key.
|
| DISPLAY FORMULA: |
Select Tools/Options
from the menu bar then View/Formula/OK. |
| PRINTING A FILE: |
 First check how your
work will appear when printed and how many pages by
selecting File/Print Preview from the menu
bar or the printer preview button on the tool bar. If necessary either
make the columns narrower or turn the paper around by
selecting File/Print then Properties/Paper
then Landscape orientation.
|
| MAKING A CHART: |
- Select
the rows containing the data to be plotted.
(if
rows are not adjacent - hold down <Ctrl>
key at the same time)
 Select Insert/Chart/On
This Sheet or As New Sheet
from the menu bar or click on the chart wizard
button.- Follow
the instructions provided.
|
| FINISHING EXCEL: |
Select File/Exit
from the menu bar or click on the upper of
the two  buttons in the very
top right-hand corner of the screen. |