The first section is Table. The first button in the Table section is Pivot Table. Pivot tables are used to summarize data. You would use a pivot table for complex amounts of data. A beginner computer user will probably not get into Pivot tables but if you have questions about them please email me.
Next is the Table button. This button will set up your tables like the Format as a Table button in the Home tab the only difference with this button is it makes you do more of the work. You can select the data you want to create as a table and it will give you the default color and the down arrow at your column heading so you can sort and filter the data.
The next section is Illustrations. The first button will insert a picture from a file. When you click on the Picture button it will open a window for you to browse your files and find a picture. The browser window will default to your my Pictures folder. Select the picture you want to insert and click insert.
The clip Art button will open a window that will allow you to search for pictures that are either part of the clip art file or find clip art on the internet. The Clip Art navigation pane will open on the side of the working screen. In the Search for section type a key word for the image you are looking for. Click Go to start the search. If you would like to look at a category of clip art click the down arrow in the search in section to narrow your search. Results should be is where you will select the type of media you want your clip art to find. You can select a search for sounds, movies, photos or clip art with this drop down menu. Your results will be displayed in the open box below Results should be section
The Organize clips button will open the favorites - clip art explorer window for you to view all of the clip art located on your computer and move them to different folders.
Clip art on Office Online will only display images available online. You will need an internet connection to view these clip art images.
Tips for finding clips is a help menu.
Click the down arrow on the Shapes button to see a variety of shapes you can insert into your Word 2007 document. When you click on the shape your cursor will change. Click anywhere in your spreadsheet to insert the shape. When the shape is inserted into your document the Drawing tool tab will appear in the tab selections for you to edit your inserted shape.
The next button is SmartArt. If you click the SmartArt button the Choose a SmartArt Graphic window will open.
SmartArt will give you several choices to visually display your data. You are able to create flow charts and text based graphics with easy to use predesigned templates. Click on one of the charts. This will insert the graphic into your spreadsheet and open the SmartArt tools tab options. In the spreadsheet canvas in each section of the graphic that says text you can click and modify the text entered on top of that graphic.
The next section is used to create charts. The options in the Charts section will let you create different styles of charts. Let me show you how to create a chart using the data I have entered for my budget spreadsheet.
I want my chart to be on a different sheet so I selected another sheet. To create my chart I am going to use the Column option. I clicked the down arrow on the column button and chose a cylinder style chart to compare my actual cost verses my budgeted costs.
Doing this placed my chart area in the center of my Chart tab. Now I need to click the select data button at the top in the Chart Tools.
The Select Data Source window will open. I clicked on my Budget tab then highlighted the cells I wanted to include in my table. Make sure you highlight your title so it will appear in the table.
Then click OK and your chart will be created.
That is the basics of creating a chart. Creating a chart works the same with all of the options you see in the chart section. The different types of charts can be used to provide various images for your data. If you would like more detail on creating charts please email me.
Excel 2007 Links
Lets move onto the Links section. The Hyperlink button lets you link a cell in your spread sheet to a website, document, email address, or program. I am going to show you how to link my electricity cell to the website where I pay my bill. First click the cell you would like to create the hyperlink in then click the Hyperlink button and the Insert Hyperlink window will come up.
In the Insert Hyperlink window you have the option to create any type of link you want. The buttons on the left column allow you to select the type of link and the right hand options let you give the link details. To create my web link I will type my web address down in the Address section then click OK.
Notice that my Electricity cell is now blue. If I click once on the cell it will open the website where I pay my bill if I click and hold the mouse button down I can edit the cell.
Excel 2007 Text
This section works a lot like the functions in Word 2007. The first button is Text box. If you don’t want to use the cells in your spreadsheet you can insert a Text Box. The text box will be place over the top of the cells and give you the opportunity to type and adjust the font styles without having to adjust any of your cells. Click the Text Box button to get an idea of what will happen. If you don’t want a text box you can always delete it when you are finished playing with the features.
The next button in the Text section is Header & Footer. Click this button to see how you create a header and footer on your document.
Notice that I now have a different view of my budget spreadsheet. I am going to enter the date for a header and page number for a footer. To do this click the current date button in the Header & Footer Elements section. Then click Go to Footer in the Navigation section. It will shift your view to the footer then click the Page Number button, which is the 1st button in the Header & Footer Elements section. When you are finished click any cell in your spreadsheet to return to the normal view.
The next button is Word Art. This button will allow you to insert decorative text into your spreadsheet. To insert Word Art click the down arrow and select a style. This will put in a box that looks like a text box in your spreadsheet on top of the cells. The Drawing Tools Format Tab will appear for you to edit your Word Art.
The next button is the Signature Line. This is useful if you would like to ad a line to get a signature from some one. To add a Signature Line click the down arrow and select Microsoft Office Signature Line. This will open the Signature Line window so you can fill in the name and title of the required signature. Click OK once you are finished. This will add a box on top of the cells that you can adjust the size and place where you want in the spreadsheet.
The next button is Object. If you would like to embed an object such as an Adobe File, Media Clip, or Word File into your spreadsheet you can do it with this button. If you Click the Object button the Object window will open. You can select the type of Object you would like to embed in your spreadsheet and click OK. Once you have embedded the object you can double click on the Object to edit or view. If you need help with this feature email me.
The last button is the Symbol Button. Click this button to see the Symbol window that it brings up.
The Symbol window allows you to select symbols that you cannot enter with your keyboard into your Excel cells. Select a symbol that you would like to try and click Insert. This will put the symbol in the cell you have selected. If you do not want the symbol there just hit the back button to delete it.
Excel 2007 Page Layout
The Excel 2007 Page Layout tab in Excel lets you make changes to the overall page, including margins, colors, printing and views.
The first section in the Page Layout tab is Themes. Click the Themes button down arrow to see a list of themes you can choose from. The themes button will change your whole document design as far as color, font, and effects.
The other 3 buttons let you edit the specific aspect of the design of your spread sheet. To change the Colors in your Excel document click the down arrow on colors button.
If you click the Create New Theme colors at the bottom you will open the Create New Theme Colors window. This window gives you an idea of what each color in the row changes. You can also use this window to create a custom theme color for your spreadsheet by clicking the down arrow in each category and selecting a new color. To save your changes name your theme then click Save.
To exit without saving click Cancel.
To create a new theme font click the down arrow in the Fonts button. You will see a list of default themes you can choose from these themes will change the font for the heading and body text.
You can also click on the Create New Theme Fonts you customize you font theme.
The next button in Themes is theme effects. Theme effects are sets of lines and fill effects. You are not able to customize your own theme but when you place your mouse over one of the default themes you can see the changes in your document and when you are happy with one click on it and the changes will take effect
Excel 2007 Page Setup
Excel 2007 Scale to Fit section allows you to adjust how large you want your spreadsheet to be on the printed page. There are 2 ways of working with these features. If you prefer to make changes in a window click the little diagonal arrow in the lower right hand corner. This will open the Page Setup window with the Page tab already selected. You can make changes to the scale of your spreadsheet in the scaling section of this tab.
Or you can click the down arrow next to Width: in the Scale to Fit section and make a selection for the number of pages wide you would like your spreadsheet to print on. Do the Same for Height. If you would like to scale the entire document you can change the spreadsheet with the up and down arrows next to the Scale selection. You can also type a percentage into this section and press enter to make the change. Once you have made your selections click print preview to see how the changes have effected the printing of your spreadsheet.
Excel 2007 Sheet Options
This section is Excel 2007 Sheet Options. You click the diagonal arrow at the lower right corner of the sheet Options section to open the Page Set up Window to the Sheet tab. Then you can make the modification in the Print section.
The Gridlines section is the lines in between each cell. To view the gridlines check the box next to view or uncheck the box to hide them. You can also print the gridlines to make your spreadsheet easier to read. Heading are the letters and numbers at the top and side for the cell identifications. Most people like to see the cell headings. View is check by default. You can also print the headings by checking the print box under headings.
Excel 2007 Arrange
The last section in the Page Layout tab is Arrange. Most of the arrange buttons are for objects you have inserted into your spreadsheet. The first button is Bring to Front. This button will be grayed out until you insert an object into your spreadsheet. You can review the Insert Tab tutorials to learn how to insert an object. Once you have an object inserted into your spreadsheet you can select it and click the Bring to Front button. This will place the object in front of everything so no part of it is hidden. The Send to Back button is just the reverse. Once you select your object click the Send to Back button and it will send the object behind everything.
The next button is Selection Pane. Click the Selection button and notice you get a pane on the right side of your spreadsheet.
The Pane will list all of the objects you have on your spreadsheet. You can move them front to back using the arrows at the bottom of the pane.
The Align button will let you align the edges of objects so you can have a uniform look. If you click the down arrow you can see all of your options. You can align the left edges, center the objects, align the right edges, align the top middle or bottom of objects
Excel 2007 Formulas
In this section the first button is the Insert Function button. This button allows you to edit the formula in the cell that you have selected. Formulas are equations that perform calculations with numbers in the cells in your spreadsheet. A formula always starts with an equal sign (=). For example 4+2*5 will multiply 2 and 5 then add 4.
Auto Sum is a common function that even beginner users find helpful. If you click the down arrow on the Auto Sum button you will see a list of formulas you may find useful. To use these formulas click on the cell you want your answer to appear. (If the cell you choose is not directly below a list of numbers Excel will place the formula and let you highlight the numbers you want to use.) Then select the Auto Sum function you want to use; Sum will add your numbers, Average will provide an average to a list of numbers, count numbers will count how many numbers you have, Max will find the highest number in your list, and Min will find the lowest number. Once you click your formula your work is done and Excel will provide your answer.
I am going to go through the rest of the Functions quickly. Please email me if you have any questions.
- The Recently Used button will change as you use more functions. The down arrow will list your most commonly used formulas.
- The Financial button will give you a list of financial functions such as accrued interest.
- Logical will give you true or false results.
- Text functions can do things like capitalize the first letter in each word, find a word, or give you the phonetic characters from a string of text. This is just a few examples.
- The Date button will give you options to calculate the number of days between two dates, give you a serial number for today’s date, or will give you the number of work days. Again these are just a few options.
- Lookup & Reference can do things like create a hyperlink, reference a column or row, or create an index.
- The Math & Trig feature I used a lot when I was in college. This will help you with many of the formulas you are learning in advanced math classes.
- More Functions includes formulas for statics, engineering, and much more.
I went through this very fast so email me if you have specific questions and I will add them to the tutorial.
The next section in the Formulas tab is the Defined Names section. This section we will learn about finding names in your spreadsheets and defining cells with names instead of cell numbers.
Click on the first button Name Manager. This will open another window.
In the Name Manager window you can create, edit, delete and find all of the names in your workbooks. You can use the names in your formulas instead of cell references.
The Name Manger function is a great tool if you have several sheets, tables, and formulas in your spreadsheet. It makes it easier to memorize names rather than hunting for cell numbers.
To remove the arrows from the Trace Precedents and Trace Dependents buttons click the Remove Arrows button. If you just want to remove one or the other click the down arrow for those selections. The next button is Show Formulas. Click this button and you will see the cell formula instead of the value or result. Click the button again to hide the formulas and see the results again.
The Watch window is a neat feature. If you have several formulas in your spreadsheet and would like to see what happens to a series of formulas when you are changing cells in your spreadsheet. Click the Watch Window button. A window comes up. Click on a cell that has a formula and click the Add Watch button in the watch window. It will add the cell to the watch window. You can add as many cells as you like to this window and as you make changes to your spreadsheet you have a central location to look at the values of your formulas.
The next section in the formula tab is Calculation. Calculation Options button give you the choice of having values in a formula be calculated automatically when changes are made to cells that affect the formula, automatically change them except if the formula is in a table, or to have you manually update formulas by clicking either the calculate now button to update the calculations in the workbook you are working on or the Calculate sheet button to update the formulas in the sheet you are working on
Excel 2007 Data
This tab enables you to import data from other programs, update your spreadsheet when changes are made to the external data sources, sort, filter, and organize your data. Lets' get started with the first section, Get External Data.
You can import spreadsheet information into Excel 2007 from about any program. Excel 2006 gives you a button to import from Access, a Web site, or Text file. Click one of those buttons and a window will open for you to select the location of the data you want to import. If your data is in a source not listed click the down arrow on From Other Sources and make a selection. If you need help please email me and I will walk you through your specific question. The last button is Existing Connections. The benefit of using a data source connection is it can make it less time consuming to analyze data in Excel from other programs. Usually you would have to cut and paste data into Excel with the Data Source connections you don't have to do that.
Let's Move on to the Connections section of the data tab. The first button is Refresh All. If you have your spreadsheet connected to a data source and you make changes to your data source then you will need to update your spreadsheet. Click the Refresh button you will be given the option to update all data sources, update just the work book, check on the status of the refresh, or cancel the refresh.
The Connections button will open a window that gives you a list of all of your data connections a description of the connection, where the connection is located and the last time it was refreshed.
The Properties button will be grayed out until you have a data source connected to your spreadsheet. Properties with tell you how cells that are connected to a data source will be updated, what contents from the source will be displayed, and how changes in the number of rows or columns in the data source will be handled in the workbook.
The Edit Links button will open a window for you to view all other files the spreadsheet is linked to and how they are linked and it will allow you to make changes to the links.The next section is Sort & Filter. If you have large amounts of data in your spreadsheet it is helpful to be able to organize it and find what you are looking for. To use any of the sort buttons you can click the top of the column or highlight all of the data you want sorted then click the button you would like to organize your data with. The AZ button with the down arrow will sort your data from lowest to highest. The ZA button with the up arrow will sort your data from highest to lowest.
The Sort button opens the Sort window which will give you more options when organizing your data. You can sort on multiple levels if you have several columns of data. For example you could sort my last name, then date, then amount owed. Make you selections then click the OK button to finish and your data will be sorted.
To use the filter button select the cell at the top of the column you want to filter then click the filter button. This will place an arrow in the cell. When you click the down arrow you will get a menu to make your filtering selections. In this example I am filtering a date column. It gives me the option to just show 2010 dates, all dates, etc. You can either check the boxes provided to filter or click the Date Filters option to have more choices such as filter by quarter, month dates past today, etc. Play with the options and when you are finished click ok for the filter to take place. To clear a filter click on the down arrow and select Clear filter From "column name" or click on the clear filter from the sort and filter section of the data tab.
Excel 2007 Data Tools
Next is the Data Tools section. The first button is Text to Columns. This button will separate words into 2 columns. To try this type you first and last name in one cell. Then click the Text to Columns button. It will open the Convert Text to Columns Wizard.
The first step of the wizard has you tell Excel how your words are separated in the cell. I need to click Fixed width because I just used a space. Then click next. In the next window lets you set the column widths. You can adjust the widths by moving the arrows. When finished click next for the third window. The third window has you set the type of cell format, ie: text, currency, etc. make your selection and click finish. It will return you to your spreadsheet with all of the selected cells separated into 2 cells.
The next button is Remove Duplicates. If you have columns in your spreadsheet that may have duplicate data you can click the Remove Duplicates button and the Remove Duplicates window will open.
In the Remove Duplicates window check the boxes next to the columns you would like the duplicate data removed. Then click OK and all duplicates will be deleted from the spreadsheet.
The next button in Data Tools is Data Validation. The Data Validation button prevents invalid data from being entered in cells. Click the down arrow on the Data Validation button to see the options then click on the Data Validation option. This will open the Data Validation window to the settings tab. In this tab you can customize the data that you will allow to be entered into the cells you have selected. The down arrow under Allow will let you make your selections. Some examples are decimal, whole numbers, date, time, text or you can customize. After making a selection The Data selections will no longer be grayed out. Use the drop down arrow to select the type of data allowed. Depending on the selection made will depend on the variables you will be allowed to enter. I selected between. This gave me a minimum and maximum text box to fill in. I typed 3.2 in the mininum and 5.7 in the maximum.
Now click on the Input Message tab. If the check box is marked it will let you customize a message that will appear when the cell with data validation is selected. The message will appear like a note. The title will be bold at the top and the message will appear below. If the check box is not marked there will be no message displayed to tell the user of the data valitation for the cell.
Click on the Error Alert tab. I would recommend always checking the box to show an error when invalid data is entered. It this box is not checked the user will not know why the data will not show up in the cell. Once the box is checked use the drop down arrow in the style section to choose the icon that will appear in a pop up window when invalid data is entered. Then type the title and message in the text boxes. Click Ok once you have entered the title and message. Now type a number that is invalid and press enter. You should get a window similar to this.
If you choose not to have an error alert to prevent invalid data from being entered you can have the data circled. Click the down arrow on the data Validation button in the drop down menu click the Circle invalid data option. You will need to go back and change you settings in the data validation window to allow invalid data to be entered. When the invalid data is entered a red circle will be placed around the cell. To clear the circles use the last option Clear Validation Circles.
The next button is Consolidate. This button is used to merge spreadsheets. In order for the consolidate button to work the data being consolidated needs to be in identical order in the two worksheets. When the data is in the same order click the consolidate button this will open the Consolidate window. In this window use the drop down menu in the Function section. Select the function you would like preformed when the data is merged. In the Reference section you have the option to click the table button just to the right of the text box to select a section of cells in the current workbook or click the Browse button to open a different work book to make you selection. After the selection is made click the add button to add the cells to the All references section of the Consolidate window. Check either top row or left column to tell Excel where your labels are located in the spreadsheets you are going to merge. Click OK when you are finished. The will take all of the data in each selected worksheet and perform the selected function and place the answer in the selected cells on the active worksheet.
The What-If Analysis tool in Microsoft Excel 2007 gives you the option to use different values in one or more formula to view the results. There are three options to choose from. We will go through each one individually.
Click the down arrow on the What-If Analysis button and select Scenario Manager. This will open the Scenario Manager window. Once scenarios have been entered they will appear in the scenarios section of the window
I am using a simple spreadsheet to calculate a mortgage payment and comparing interest rates to see how it will affect the payment.
If a scenario has not already been created click the add button. This will open the Add Scenario window. Type a name for your scenario in the Scenario name field. In my example I am using the percentage for the name. I typed 4.25% for the first scenario I created then created two more using 5.5% and 6.75%. In the Changing cells field type the cell or cells name(s) that you would like to see how changing them will affect your formula. I changed cell A3 in my example. You can also click the graph icon to the right of the Changing cells text box to select the cells. By clicking the icon the Excel spreadsheet will be activated for you to select any cells you wish without having to type the cell reference. The comment box allows you to type a comment for your reference when making changes to the scenarios. Once you have entered all of the information click OK and the Scenario Values window will open.
In the Scenario values window type the number you would like to replace the current value in the selected cell. Click OK to return to the Scenario manager window. Add a couple more scenarios then click Summary.
The Scenario Summary window will open. In this window select the way you would like your scenarios to be displayed and click OK. This will open a new tab spreadsheet titled scenario summary. It will look something like this.
The next option in the What if Analysis is Goal Seek. If you know the result that you want from a formula, but are not sure what input value the formula needs to get that result you use the Goal Seek option in the What if Analysis button.
First we need to set up the spreadsheet to use the goal seek option. In your Excel spreadsheet enter the formula you would use to calculate a loan payment. In Cell A1 type Loan Amount, Cell A2 type Term in Months in Cell A3 type Interest Rate and in cell A4 type Payment. In cell B1 type the amount that you want to borrow. In cell B2 type the term you want to pay off the loan. In cell B4 type =PMT(B3/12,B2,B1) Now set the B3 cell to a percentage by clicking % button in the number section of the Home tab.
Click on the down arrow of the What if Analysis button and select Goal Seek. This will open the Goal Seek window. In the Set cell text box enter cell B4. In the To Value text box type the amount that you would like your payment to be. Type this amount as a negative number since it is a payment. In the By changing cell text box type B3. Click the OK button to return to your spreadsheet and see what your interest rate will be on the loan.
The last option in the What If Analysis button is Data Table. A data table is a range of cells that shows how changing one or two variables in your formulas will affect the results of those formulas. It helps you explore a set of possible outcomes in a worksheet. It lets you look at a range of possibilities easily. A data table can only accommodate 2 variables. The rows or columns that the variable data is entered in is important when using the Data Table feature.
As an example I put together a table using a loan calculation formula. For the data table it will calculate the payments for the different interest rates. I entered the interest rates I would like calculated in column C. Highlight the column with the variable data along with the cell that the formula is entered into and the cells adjacent to the variables as shown. Click on the What-If-Analysis button and select Data Table. It will bring up the Data Table window. This is a Column based data table. In the example I would enter cell B3 by either typing it in the Column input cell or clicking on the table button next to the text box and selecting the cell from the worksheet. Once you have selected or entered the cell Click the OK button and you will return to your Excel workbook with the payments for the additional interest rates calculated in the D column.
Excel 2007 Outline
The next section is used to create charts. The options in the Charts section will let you create different styles of charts. Let me show you how to create a chart using the data I have entered for my budget spreadsheet.
I want my chart to be on a different sheet so I selected another sheet. To create my chart I am going to use the Column option. I clicked the down arrow on the column button and chose a cylinder style chart to compare my actual cost verses my budgeted costs.
Doing this placed my chart area in the center of my Chart tab. Now I need to click the select data button at the top in the Chart Tools.
The Select Data Source window will open. I clicked on my Budget tab then highlighted the cells I wanted to include in my table. Make sure you highlight your title so it will appear in the table.
Then click OK and your chart will be created.
That is the basics of creating a chart. Creating a chart works the same with all of the options you see in the chart section.
Excel 2007 Links
Lets move onto the Links section. The Hyperlink button lets you link a cell in your spread sheet to a website, document, email address, or program. I am going to show you how to link my electricity cell to the website where I pay my bill. First click the cell you would like to create the hyperlink in then click the Hyperlink button and the Insert Hyperlink window will come up.
In the Insert Hyperlink window you have the option to create any type of link you want. The buttons on the left column allow you to select the type of link and the right hand options let you give the link details. To create my web link I will type my web address down in the Address section then click OK.
Excel 2007 Text
This section works a lot like the functions in Word 2007. The first button is Text box. If you don’t want to use the cells in your spreadsheet you can insert a Text Box. The text box will be place over the top of the cells and give you the opportunity to type and adjust the font styles without having to adjust any of your cells.
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The next button in the Text section is Header & Footer. Click this button to see how you create a header and footer on your document.
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Notice that I now have a different view of my budget spreadsheet. I am going to enter the date for a header and page number for a footer. To do this click the current date button in the Header & Footer Elements section. Then click Go to Footer in the Navigation section. It will shift your view to the footer then click the Page Number button, which is the 1st button in the Header & Footer Elements section. When you are finished click any cell in your spreadsheet to return to the normal view.
The next button is Word Art. This button will allow you to insert decorative text into your spreadsheet. To insert Word Art click the down arrow and select a style. This will put in a box that looks like a text box in your spreadsheet on top of the cells. The Drawing Tools Format Tab will appear for you to edit your Word Art.
The next button is the Signature Line. This is useful if you would like to ad a line to get a signature from some one. To add a Signature Line click the down arrow and select Microsoft Office Signature Line. This will open the Signature Line window so you can fill in the name and title of the required signature. Click OK once you are finished. This will add a box on top of the cells that you can adjust the size and place where you want in the spreadsheet.
The next button is Object. If you would like to embed an object such as an Adobe File, Media Clip, or Word File into your spreadsheet you can do it with this button. If you Click the Object button the Object window will open. You can select the type of Object you would like to embed in your spreadsheet and click OK. Once you have embedded the object you can double click on the Object to edit or view. If you need help with this feature email me.
The last button is the Symbol Button. Click this button to see the Symbol window that it brings up.
The Symbol window allows you to select symbols that you cannot enter with your keyboard into your Excel cells. Select a symbol that you would like to try and click Insert. This will put the symbol in the cell you have selected. If you do not want the symbol there just hit the back button to delete it.
Create by Rajsushant
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