Excel 2007 Overview Guide - Part 2 - The Ribbon (Home, Insert, Page Layout & Formula Tabs)


Uploaded by spreadsheetrepublic on 15.02.2011

Transcript:
Welcome back to Part Two of my Excel 2007 Overview Guide.
The Ribbon is where most of the commands and tools you will use in Excel 2007 are contained.
The Ribbon in Excel 2007 will resize automatically dependent on the width of your monitor or open program window.
As the Ribbon shrinks you can see that in some cases, the Ribbon has automatically
reduced icons down to smaller icons or drop down menus.
When Excel 2007 resizes the Ribbon it is important to remember your icons
are still there in approximately the same place, they are just a bit smaller.
Now, I am going to go through each Tab on the Ribbon briefly in turn.
The Home Tab is the Ribbon Tab that will usually be displayed when you open Excel 2007.
It contains most of the most popular Excel 2007 commands and tools, most of which will be used in every spreadsheet.
The Clipboard Section contains commands such as Cut, Copy, Paste, etc.
You can use the Format Painter that is in this Section, to copy cells formats,
such as color, font style, bold, etc. and apply that style to other cells.
You can also view you Clipboard or copied or cut cells, by clicking here.
The Font Section contain commands, such as, amending Font Style and Size, as well as,
applying borders, bold text,
underline text, italics, and cell and text colors.
The Alignment Section deals with where in the cell your text should be displayed.
It includes commands, such as, text alignment, both horizontally and vertically, changing the direction of the text in the cell, indents,
Merge & Center, great for headings and cells containing large amounts of text, as well as Wrap Text.
The Number Section focuses on how numbers will be displayed in your cells, i.e. dates, currency, percentages, etc.
You can also increase and decrease the number of decimal places in this Section.
The Styles Section looks at formatting cells, whether that be with Conditional Formatting, used to apply specific formats to cells
depending on the value contained within it or Formatting as a Table, where formatting and Auto Filters are applied to your data.
You can also select predesigned styles to apply to your cells in the Cell Styles Menu.
The Cells Section allows you to insert, delete, amend size, etc of cells, columns and rows.
The Editing Section contains a broad range of tools. AutoSum, which is extremely useful for carrying out basic formulas;
Auto Fill, which can also save a large amount of time when copying information, formulas, etc.;
Clear, which will clear not only text, but any formatting that was previously applied to the cell;
Sort & Filter, allows you to sort your data, such as low to high, or more advanced, custom sorts.
It will also allow you to apply filters to your data, so that you can select criteria, for what type of data, you want to display on the Worksheet;
Find & Replace, which allows you to find data, replace it, and go to its location in the Worksheet.
In some Sections you can see this small icon here.
If you Click on this icon a Menu will display that will provide some, more advanced, options.
Here for example Clicking on the icon in the Numbers Section will bring up the
Format Cells Menu, and it will automatically display the Numbers Tab.
You can also reach this menu by Right Clicking on your cell selection and selecting Format Cells.
As you will learn, there is usually more than one way to carry out tasks and access commands in Excel 2007.
Let us now move on to look at the Insert Tab.
The Tables Section will allow you to insert a Table, the same command you saw in the Styles Section of the Home Tab.
You can also insert a PivotTable or PivotChart.
These are more advanced tools that allow you to analyze data and view the effects of changes in real time.
The Illustrations Section allows you to put pictures, Clip Art and shapes into your Excel 2007 Worksheet.
You can also insert SmartArt, which are a range of graphical templates that you can use to display data.
In the Charts Section, you will find a range of different chart types that you can insert into your Worksheet.
Each chart type is best used for certain types of data, briefly these are:
Column Chart, best used for comparing different values.
Line Chart, best used to display trends over time.
Pie Chart, best used to display contributions to a total amount.
Bar Chart, best used to compare multiple values.
Area Chart, best used to show differences in data over a period of time.
Scatter Chart, best used to compare pairs of values.
Clicking the small icon will display the Insert Chart Menu, where you view the full range of charts and formatting options.
The Links Section, allows you to insert a Hyperlink into your Worksheet. This could be to a website, file location, email, etc.
The Text Section, allows you to insert text based objects, such as WordArt, a Text Box,
Headers and Footers, Symbols not available on your keyboard, etc.
Now, on to the next tab, which is the Page Layout Tab.
The Themes Section, allows you to apply text styles and color schemes to the whole Worksheet.
You can select from the preinstalled range in the Themes Section or download additional themes from the Microsoft website.
The Page Setup Section focuses on what you spreadsheet will look like when printed. This includes changing page margins,
page orientation, paper size, inserting page breaks and selecting print areas, i.e. only print the currently selected cells in the Worksheet.
You can also insert a background image, to use as a watermark, for example.
Also you can specify what cells should be printed on each page,
great for a multi page spreadsheet where you need the same headings on each page.
The Scale to Fit Section enables you to resize the final printed dimensions of your spreadsheet, for example, to fit on to only one page.
The Sheet Options Section, allows you to view, or print, the gridlines between cells, as well as the column/row headings.
The Arrange Section provides you with a range of tools to use when dealing with objects in the Worksheet.
By objects, I mean pictures, text boxes, shapes, etc.
You can order the appearance of multiple objects by sending to the front, or back.
You can view a list of all the objects currently contained in your Worksheet and you can, align, group and rotate the selected objects.
The menu on this page that is displayed when you click on the small icons here is the Page Setup Menu.
The Page Setup Menu has more advanced page formatting and printing options, and can also be accessed in Print Preview mode.
Now, let us move on to the Formulas Tab.
The Function Library Section allows you to select Functions from drop down lists that are
separated into logical categories, such as, Financial, Date & Time, etc.
You can also display the Insert Function Dialog Box, as well as carry out AutoSum Functions.
The Defined Names Section allows you to setup, manage and automatically create Defined Names.
These can be used in place of cell references for individual, or groups of, cells.
The Formula Auditing Section provides you with a range of tools that can be used to fix those formulas that never seem to work quite right.
You can review what cells are linked to your formula with the Trace commands.
You can display the underlying formula in a cell rather than the answer with Show Formula.
You can check for common errors with the Error Checking command, or see a formula performed, step by step, with
the Evaluate Formula command.
Watch Window allows you to watch the changes, as they occur, in cells that are
dependent on the cell you are currently changing.
The Calculation Section allows you to specify when Excel 2007 will perform calculations, either in the Workbook or Worksheet.
That is the end of Part Two of my Excel 2007 Overview Guide.
In Part Three we carry on looking at what commands and functions are available on the Ribbon.