Microsoft Excel 2010 Basics


Uploaded by USFEmployeeTraining on 04.12.2012

Transcript:
Microsoft Excel 2010 Basics Microsoft Excel is a spreadsheet program that
can be used to store, organize, and manipulate data. There are many reasons to use Excel
in an office setting, such as budgets, reports, accounting, etc.
Templates are a useful way to have your Excel document formatted quickly based on your needs,
such as creating budgets. Your supervisor may have specific templates they would like
you to use for different tasks in Excel. To find a template, open Excel and select the
File tab. Then select New. Under Available Templates, there are many
options for you. To reuse a template you’ve recently used, click Recent Templates, select
the template you want, then select Create. To use a template you already have installed,
click on My Templates, select the one you want, and click OK. You can also use templates
that are available on Office.com. Simply select a template category or use the search box
to search for the template you want. When you have found the one you’d like to use,
click on it and select Download to download it to your computer.
In Excel, a workbook is one file that can contain one or more worksheets. Worksheets
are listed as tabs at the bottom of the Excel window. Your supervisor may prefer to have
multiple worksheets of data in one workbook so that it can easily be reviewed. To create
a new workbook, click on the File tab and then click New.
Under Available Templates, click Blank Workbook and then select Create.
In Excel, data is entered into cells which are the spaces labeled by column and row,
such as A1 or C6. Each cell can only hold one piece of data at a time. Headers are labels
you may create at the very top of the spreadsheet, in row 1. These can be used to label the data
within your worksheet. To enter data into your worksheet, select the cell where you
want to enter data. Then you can type the data into the cell.
Once you are done typing your data into the cell, press enter or tab to move to the next
cell, which is directly below. Formatting numbers is useful when you want
a consistent style among your data. To do this, select the data you would like to format.
Under the Home tab, in the Number group in the ribbon, select the Dialog Box Launcher
which is a small arrow next to the word Number. A Format Cells window will open. In the Category
list, select the format that you want to use. For our purposes, we will select the Currency
format. From here, you can adjust settings based on
your needs. For instance, in the Currency format, you can set a default number of decimal
places, what currency symbol to use, and how to display negative numbers. When you are
done formatting your cells, select OK. Using cell borders can help with visually
organizing and separating your data. To apply cell borders, first select the cell or range
of cells you want to put a border around. In the Home tab, click on the arrow next to
Borders and a list will appear with various border styles. Select the border you would
like to add. Creating tables within Excel is also a way
to help visually organize your data. To create a table, select the cells you want to be included
in the table. Then in the Home tab, select the Format as Table button and a drop down
menu will appear with many different table styles. Select the style you’d like.
A Format As Table window will appear. You can make sure it has the correct data you’d
like in the table, and if your table has headers, as ours does, make sure the box is checked
and select OK. Your supervisor may ask you to analyze large
amounts of data. The filter option can help you look at only certain portions of your
data based on different criteria. To filter your data, first select the data you want
to filter. Then in the Data tab at the top of the page, select the Filter button on the
ribbon. After selecting the filter button, a drop
down arrow will appear in the column we selected to filter. To sort and filter, select the
arrow. A list will appear where you can make filter
choices. For instance, since our data is a list of dates, we can choose to filter by
date. Once you have selected your filter criteria, select OK.
Sorting is another way to handle large amounts of data. To sort your data, select the data
you’d like to sort. For instance, we want to sort by Department, so we highlighted the
Department column. To sort alphabetically, under the Data tab in the ribbon, select the
A to Z arrow button. You can also select Z to A.
Since we only selected one column, a window pops up asking if we want to expand the selection
to the rest of the data. To make sure the data doesn’t become mixed up, select Expand
the Selection and then Sort. The data will now be sorted alphabetically based on department.
To sort by specific criteria, select all your data and then select the Sort button under
the Data tab. The Sort dialog box appears. You can select
the column to sort by, what to sort on, and the order to sort by. Once you are done setting
the sort criteria, select OK. Creating formulas is a way to easily have
data manipulated and consistent when changes are made. For instance, instead of manually
adding up totals you can create a formula that not only does the math for you, but will
change the total if you edit any of the data. To create a formula, select the cell you’d
like the formula to be in and start by typing in an equal sign. For our purposes, we want
the total to be all of the data from Monday through Friday for Week 1. After typing in
the equal sign, select the cell for Monday Week 1, which is B2. It then appears in the
cell I’m putting the formula in. After selecting one cell, type in a plus sign,
then select the next cell. Continue adding cells until you have entered all the data
you want. When you are done with the formula select
enter. The formula will be saved and the cell will reflect the result of the formula – in
this case, the totals for Week 1. Another way to quickly create formulas is
using the Auto Sum button. Highlight the data that you would like to be added. In the formulas
tab, select the auto sum button. The sum will appear directly after the data you have highlighted.
By selecting the drop down arrow next to the auto sum button, you can also select average,
count numbers, max, min, and more functions. A useful thing to note is that when you have
data highlighted, a count appears in the bottom of the window telling you how many cells,
or pieces of data, you have highlighted. Charting your data is a convenient way to
visualize and present information. To do this, first select the data you would like to chart.
In the Insert tab, click on the chart type you would like and then select a subtype.
Your supervisor may have a preference to what chart would be best for the data you’re
representing. After selecting your chart, it will appear
based on the data. In the Chart Tools tab you can add chart elements such as titles
and data labels, and change the layout, design, and format of your chart.
This concludes our video for Microsoft Excel 2010 Basics.