Performing Calculations - VI

Excel FormulasA formula is a set of mathematical instructions that can be used in Excel to perform calculations.  Formals are started in the formula box with an = sign.

There are many elements to and excel formula.

References:  The cell or range of cells that you want to use in your calculation
Operators:  Symbols (+, -, *, /, etc.) that specify the calculation to be performed
Constants:  Numbers or text values that do not change
Functions:  Predefined formulas in Excel

Modifying a Worksheet - V

Insert Cells, Rows, and Columns
To insert cells, rows, and columns in Excel:

• Place the cursor in the row below where you want the new row, or in the column to the left of where you want the new column
• Click the Insert button on the Cells group of the Home tab
• Click the appropriate choice: Cell, Row,  or Column

 

Delete Cells, Rows and Columns
To delete cells, rows, and columns:

• Place the cursor in the cell, row, or column that you want to delete
• Click the Delete button on the Cells group of the Home tab
• Click the appropriate choice:  Cell, Row, or Column

Find and Replace 
To find data or find and replace data:

• Click the Find & Select button on the Editing group of the Home tab
• Choose Find or Replace
• Complete the Find What text box
• Click on Options for more search options

Go To Command
The Go To command takes you to a specific cell either by cell reference (the Column Letter and the Row Number) or cell name. 

• Click the Find & Select button on the Editing group of the Home tab
• Click Go To

Spell Check
To check the spelling:

• On the Review tab click the Spelling button

Manipulating Data - IV

Excel allows you to move, copy, and paste cells and cell content through cutting and pasting and copying and pasting.

Select Data
To select a cell or data to be copied or cut:

• Click the cell

• Click and drag the cursor to select many cells in a range

Select a Row or Column
To select a row or column click on the row or column header.

Copy and Paste
To copy and paste data:

• Select the cell(s) that you wish to copy
• On the Clipboard group of the Home tab, click Copy

• Select the cell(s) where you would like to copy the data
• On the Clipboard group of the Home tab, click Paste

Cut and Paste
To cut and paste data:

• Select the cell(s) that you wish to copy
• On the Clipboard group of the Home tab, click Cut

• Select the cell(s) where you would like to copy the data
• On the Clipboard group of the Home tab, click Paste

Undo and Redo
To undo or redo your most recent actions:

• On the Quick Access Toolbar
• Click Undo or Redo

Auto Fill
The Auto Fill feature fills  cell data or series of data in a worksheet into a selected range of cells. If you want the same data copied into the other cells, you only need to complete one cell.  If you want to have a series of data (for example, days of the week) fill in the first two cells in the series and then use the auto fill feature. To use the Auto Fill feature:

• Click the Fill Handle
• Drag the Fill Handle to complete the cells

Working with a Workbook - III

Create a Workbook
To create a new Workbook:

• Click the Microsoft Office Toolbar
• Click New
• Choose Blank Document

Customize Excel - II

Excel 2007 offers a wide range of customizable options that allow you to make Excel work the best for you.  To access these customizable options:

• Click the Office Button
• Click Excel Options

Getting Started - I

Getting started with Excel 2007 you will notice that there are many similar features to previous versions.  You will also notice that there are many new features that you’ll be able to utilize.  There are three features that you should remember as you work within Excel 2007:  the Microsoft Office Button, the Quick Access Toolbar, and the Ribbon.  The function of these features will be more fully explored below.

Spreadsheets
A spreadsheet is an electronic document that stores various types of data.  There are vertical columns and horizontal rows.  A cell is where the column and row intersect.  A cell can contain data and can be used in calculations of data within the spreadsheet.  An Excel spreadsheet can contain workbooks and worksheets.  The workbook is the holder for related worksheets.

Microsoft Office Button
The Microsoft Office Button performs many of the functions that were located in the File menu of older versions of Excel.  This button allows you to create a new workbook, Open an existing workbook, save and save as, print, send, or close.

Ribbon
The ribbon is the panel at the top portion of the document   It has seven tabs:  Home, Insert, Page Layouts, Formulas, Data, Review, and View.  Each tab is divided into groups.  The groups are logical collections of features designed to perform function that you will utilize in developing or editing your Excel spreadsheets. 

Commonly utilized features are displayed on the Ribbon.  To view additional features within each group, click the arrow at the bottom right corner of each group.

Home:  Clipboard, Fonts, Alignment, Number, Styles, Cells, Editing
Insert: Tables, Illustrations, Charts, Links, Text
Page Layouts: Themes, Page Setup, Scale to Fit, Sheet Options, Arrange
Formulas: Function Library, Defined Names, Formula Auditing, Calculation
Data:  Get External Data, Connections, Sort & Filter, Data Tools, Outline
Review:  Proofing, Comments, Changes
View: Workbook Views, Show/Hide, Zoom, Window, Macros

Quick Access Toolbar
The quick access toolbar is a customizable toolbar that contains commands that you may want to use.  You can place the quick access toolbar above or below the ribbon.  To change the location of the quick access toolbar, click on the arrow at the end of the toolbar and click Show Below the Ribbon.

You can also add items to the quick access toolbar.  Right click on any item in the Office Button or the Ribbon and click Add to Quick Access Toolbar and a shortcut will be added.

Mini Toolbar
A new feature in Office 2007 is the Mini Toolbar.  This is a floating toolbar that is displayed when you select text or right-click text.  It displays common formatting tools, such as Bold, Italics, Fonts, Font Size and Font Color.

Track Changes - XVII

Track Changes is a great feature of Word that allows you to see what changes have been made to a document.  The tools for track changes are found on the Reviewing tab of the Ribbon.

Begin Track ChangesTo keep track of the changes you’ll be making to a document, you must click on Track Changes icon. 
To start Tracking Changes:

• Click Review Tab on the Ribbon
• Click Track Changes
• Make the changes to your document and you will see any changes you have made.

Document Views
There are four ways to view a document after you have tracked changes:

• Final Showing Markup:  This shows the document with the changes displayed
• Final:  This shows the changed document, without the changes displayed
• Original Showing Markup:  The original document with the changes displayed
• Original:  The original document without any changes.

To change the view, click the appropriate choice in the Tracking Group of the Review Tab on the Ribbon.

The Show Markup feature allows you to view different items (comments, formatting, etc.) and choose to view different authors’ comments. 

Accept or Reject Changes
When you view the changes in a document you can either choose to accept or reject the changes.  This allows you to review the document by each change to accept or reject each change.

Comments
The New Comments icon also lets you add comments to the document.  To add a new comment, put your cursor where you would like to add the comment and click on New Comment.

References and Citations - XVI

Word 2007 offers great tools for citing sources, creating a bibliography, and managing the sources.  The first step to creating a reference list and citations in a document is to choose the appropriate style that you will be using for formatting the citations and references.

Style
To choose a publishing style:

• Click the References Tab on the Ribbon
• Click the drop down box next to Style in the Citations & Bibliography Group
• Choose the appropriate style.

Citations
To insert a citation in the text portion of your document:

• Click the References Tab on the Ribbon
• Click the Insert Citation Button on the Citations & Bibliography Group
• If this is a new source, click New Source
• If you have already created this source, it will in the drop down list and you can click on it

• If you are creating a New Source, choose the type of source (book, article, etc.)
• Complete the Create Source Form
• If you need additional fields, be sure to click the Show All Bibliography Fields check box
• Click OK

Placeholders
Placeholders can be utilized when there is a reference to be cited, but you do not have all of the information on the source.  To insert a Placeholder:

• Click Insert Citation
• Click Add New Placeholder

Manage Sources
Once you have completed a document you may need to add or delete sources, modify existing sources, or complete the information for the placeholders. To Manage Sources:

• Click the References Tab on the Ribbon
• Click the Manage Sources Button on the Citations & Bibliography Group
• From this menu you can Add, Delete, and Edit Sources (note, you can preview the source in the bottom pane of the window

Bibliography
To add a Bibliography to the document:

• Place the cursor in the document where you want the bibliography
• Click the References Tab on the Ribbon
• Click the Bibliography Button on the Citations & Bibliography Group
• Choose Insert Built-in Bibliography/Works Cited or Insert Bibliography

Insert Footnote
Some types of academic writing utilize footnotes.  To insert a footnote:

• Click the References Tab on the Ribbon
• Click Insert Footnote (or Insert Endnote depending on your needs)
• Begin typing the footnote

Lists - XV

Lists allow you to format and organize text with numbers, bullets, or in an outline.

Bulleted and Numbered Lists
Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine numbers and letters depending on the organization of the list.

To add a list to existing text:

• Select the text you wish to make a list
• From the Paragraph Group on the Home Tab, Click the Bulleted or Numbered Lists button

Creating Web Pages - XIV

Simple web pages can be created in Word using the Save as Feature.  In a web document, you can insert pictures and hyperlinks.  To view the document as you would a web page:

• Click the View Tab on the Ribbon
• Click the Web Layout Button in the Document Views Group

Table of Contents - XIII

The easiest way to create a Table of Contents is to utilize the Heading Styles that you want to include in the Table of Contents.  For example:  Heading 1, Heading 2, etc. based on the content of your document.   When you add or delete headings from your document, Word updates your Table of Contents.  Word also updates the page number in the table of contents when information in the document is added or deleted. When you create a Table of Contents, the first thing you want to do is mark the entries in your document.  The Table of Contents is formatted based on levels of headings.  Level 1 will include any text identified with the style Heading 1. 

Mark Table of Contents Entries
You can mark the Table of Contents entries in one of two ways:  by using built-in heading styles or by marking individual text entries. 

To Use Built-In Heading Styles

Macros - XII

« Page Formatting Macros Table of Contents » Macros are advanced features that can speed up editing or formatting you may perform often in a Word document. They record sequences of menu selections that you choose so that a series of actions can be completed in one step. Recording a Macro To record a Macro: Click the View Tab on the Ribbon Click Macros Click Record Macro

Page Formatting - XI

Modify Page Margins and Orientations
The page margins can be modified through the following steps:

• Click the Page Layout Tab on the Ribbon
• On the Page Setup Group, Click Margins
• Click a Default Margin, or
• Click Custom Margins and complete the dialog box.

Proofreading a Document - X

There are many features to help you proofread your document.  These include:  Spelling and Grammar, Thesaurus, AutoCorrect, Default Dictionary, and Word Count.

Spelling and Grammar
To check the spelling and grammar of a document

• Place the cursor at the beginning of the document or the beginning of the section that you want to check
• Click the Review Tab on the Ribbon
• Click Spelling & Grammar on the Proofing Group. 

Graphics - IX

Word 2007 allows you to insert special characters, symbols, pictures, illustrations, and watermarks.

Symbols and Special Characters
Special characters are punctuation, spacing, or typographical characters that are not generally available on the standard keyboard. To insert symbols and special characters: