TUTORIAL FOR MS EXCEL 97

INTRODUCTION

            What is Excel? 

            Excel is basically a glorified calculator.  You can do basic calculations in cells.  You can put numbers in cells and refer to them in formulas that you have in other cells.  Cells are referred to by column and row.  For instance the very top left hand corner cell is column A row 1 and would be referred to as A1 not 1A.

If your in Excel this is what you should see.  For now the only important thing is the Function Bar and the Active Cell.  The topics covered in this tutorial are as follows:

Entering Data

Entering Formulae

Selecting Multiple cells

Copying Formulae

Moving and Copying Cells

Creating Graphs and Charts

ENTERING DATA

A cell can contain text, numbers, or a formula.

To Enter text and numbers into cells:

·         When you start the program the cursor is resident in cell A1.

·         Type in the heading as shown and press the  key.  (Note how the cells merge to contain all of the data.)

·         Enter the rest of the data as shown.

·         Use the arrow keys to move from cell to cell.  (Note that if using the arrow keys it is unnecessary to press Enter after entering information.)

ENTERING FORMULAE

Formula cells create calculations on the contents of other cells (e.g. Totals or Averages).

All formulae begin with an = sign.  The result of the calculation is seen in the cell.  The formula can be seen in the Function Bar where it can be altered if needed.

To enter a formula:

·         Select cell A8 - move to it with the mouse and click in the cell.

·         Type the word Total: . 

·         Move to cell B8. Click on the cell.

·         type =SUM(B4:B6) and press .  Now cell B8 is taking the sum of cells B4 through B6.

(Note: SUM() is a built in Excel function to see a list of other built in Excel functions select Function… from the Insert menu on the menu bar or select the function wizard .)

SELECTING MULTIPLE CELLS

To highlight a group of cells:

·         Move to any cell.

·         Method 1: Click and hold down the left button of the mouse and drag to another part of the sheet. The area should be highlighted.

·         Method 2:  Hold down the shift key and move to the opposite corner using the  keys. (Note: typing the  key and then typing an arrow key will automatically move the cursor to the end of a column or row of data.)

To highlight Rows and Columns:

·         Move to the Row margin.

·         Click on a number. The row should highlight.

·         Click on a column heading to highlight a column.

·         Dragging across several row numbers or several column headings will highlight groups of rows or columns

To highlight separate areas on a sheet:

·         Highlight the first area as indicated in the previous section.

·         Hold down the   key and highlight the second area.

COPYING FORMULAE

The equivalent formula for summing column B needs to be replicated in cells C8 to E8.  It is very common to require repeating formulae in spreadsheets.

To copy formulae:

·         Move the cursor to cell B8.

·         Place the cross of the pointer on the COPY HANDLE (small square on the bottom corner of the cell) The pointer should change to a small black cross.

·         Click and hold down the left button on the mouse.

·         Keeping the button depressed drag the mouse across row 8 up to and to include E8.

·         Release the button. (Click and drag).

·         Another way to do this would be to use the copy and paste method described in the moving and copying cells section.

C8 to E8 should contain the results of the formulae =SUM(C4:C6) to =SUM(E4:E6).   Notice how the formula has changed in each column.  To keep the formula from changing in each column the original formula should be typed  =SUM($B$4:$B$6).  The $ sign in front of the column letter “locks” the column.  The $ sign in front on the row number “locks” the row.

MOVING and COPYING CELLS

Groups of cells can be moved or copied to other parts of the spreadsheet or another sheet.

To Move a group of cells to a new location:

·         Highlight cell A1 to cell E8.

·         Method 1: Move to the pointer to the edge of the group of cells. The pointer must appear as  .  Click and drag the group of cells so that the spreadsheet title now starts in F9.

·         Method 2: select Cut from the Edit menu (ctrl + x).  Click on cell F9 and select Paste from the Edit menu (ctrl + v).

To Copy a group of cells to a new location:

·         Method 1: Repeat the above method 1 holding down the  key as you drag

·         Method 2: Repeat the above method 2 selecting Copy (ctrl + c) rather than Cut from the Edit menu.

CREATING GRAPHS and CHARTS

To create a graph or a chart:

The creation of Excel charts is a simple 7 step process.

·         Step 1: Highlight the data that you want to be graphed. (The first column is the X axis and the second column is the Y axis.)

·         Step 2: Click the Chart Wizard button  on the tool bar or click on Insert and then Chart... on the menu bar.

·         Step 3: Next pick the type of chart that you want to be created and click Next.  (Usually an XY scatter plot) 

·         Step 4: Check the sample chart to make sure your axes are correct and click Next.  If not you can change what is on the X and Y axis by clicking on the Series tab.

·         Step 5: Add a chart title, X axis label, and Y axis label. Click on the 5 tabs at the top to alter other aspects of the chart.

·         Step 6: Choose if you want the chart to be in your current worksheet (with your data) or as a separate worksheet and click Finish.

·         Step 7: Make any final adjustments. You can double click on parts of the chart to change them (e.g. change the font size of your labels).