Topics in MS Excel for Windows
Specific Elements of Excel Worksheet Window and Toolbars
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01. Name Box |
02. Insert Hyperlink |
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03. Web Toolbar |
04. AutoSum |
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05. Paste Function |
06. Sort Ascending |
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07. Sort descending |
08. Chart Wizard |
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09. Map |
10. Drawing Toolbar |
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11. Office Assistant |
12. Merge and Center |
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13. Currency Style |
14. Percent Style |
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15. Comma Style |
16. Increase Decimal |
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17. Decrease Decimal |
18. Formula Bar |
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19. Cell Pointer Highlights Active cell, A1 |
20. Sheet Tab Scrolling Button |
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21. Sheet Tabs |
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Entering Data in Worksheet Cells
Enter Numbers, Text, a Date, or a Time
- Click the cell where you want to enter data.
- Type the data and press Enter or TAB.
Use a slash or a hyphen to separate the parts of a date; for example, type 9/5/96 or Jun-96.
To enter a time based on the 12-hour clock, type a space and then a or p after the time; for example, 9:00 p. Otherwise, Microsoft Excel enters the time as AM.
Enter a Formula
- Click the cell in which you want to enter the formula. Type = (an equal sign). If you click Edit Formula or Paste Function, Microsoft Excel inserts an equal sign for you.
- Enter the formula.
- Press Enter.
Enter the Same Data into Several Cells at Once
- Select the cells where you want to enter data. The cells can be adjacent or nonadjacent.
- Type the data and press Ctrl+Enter.
Quickly Fill in Repeated Entries in a Column
If the first few characters you type in a cell match an existing entry in that column, Microsoft Excel fills in the remaining characters for you. Microsoft Excel completes only those entries that contain text or a combination of text and numbers; entries that contain only numbers, dates, or times are not completed.- To accept the proposed entry, press Enter.
The completed entry exactly matches the pattern of uppercase and lowercase letters of the existing entries. - To replace the automatically entered characters, continue typing.
- To delete the automatically entered characters, press Backspace.
You can also select from a list of entries already in the column. To display the list, press Alt+Down Arrow to display the list, or right-click the cell, and then click Pick from List on the shortcut menu.
Automatic Filling of the Worksheet Cells
You can automatically fill in several types of series by selecting cells and dragging the fill handle or by using the Series command (point to Fill on the Edit menu, and then click Series). To select the type of series from a shortcut menu, select the starting values for the series; then hold down the right mouse button as you drag the fill handle.
Time
A time series can include increments of days, weeks, or months that you specify, or it can include repeating sequences such as weekdays, month names, or quarters. For example, the initial time selections in the following table result in the series shown.
| Initial Selection | Extended Series | |
| 9:00 | 10:00, 11:00, 12:00 | |
| Mon | Tue, Wed, Thu | |
| Monday | Tuesday, Wednesday, Thursday | |
| Jan | Feb, Mar, Apr | |
| Jan, Apr | Jul, Oct, Jan > | |
| Jan-98, Apr-98 | Jul-98, Oct-98, Jan-99 | |
| 15-Jan, 15-Apr | 15-Jul, 15-Oct | |
| 1994, 1995 | 1996, 1997, 1998 |
AutoFill
The AutoFill feature extends several types of series as shown in the following table. The fourth example shows how Microsoft Excel can extend part of a selection and copy another part. The last example is a best-fit trend.
Note Items separated by commas are in adjacent cells.
| Initial Selection | Extended Series | |
| Mon | Tue, Wed, Thu,... | |
| 1-Jan, 1-Mar | 1-May, 1-Jul, 1-Sep,... | |
| Qtr3 (or Q3 or Quarter3) | Qtr4, Qtrl, Qtr2,... |
- =+Dl+D2+D3
- =SUM(D6:Dll)
- =IF(D12=1 ,TRUE,FALSE)
Create a Chart
You can display Microsoft Excel data graphically in a chart. Charts are linked to the worksheet data they are created from and are updated when you change the worksheet data.
You can create charts from cells or ranges that are not next to one another.
You can create either an embedded chart or a chart sheet.
- Select the cells that contain the data that you want to appear in the chart.
- Click Chart Wizard
- Follow the instructions in the Chart Wizard.
If you want the column and row labels to appear in the chart, include the cells that contain them in the selection.
Tip: If your worksheet has multiple levels of row and column labels, your chart can also display those levels. When you create the chart, include the row and column labels for each level in your selection. To preserve the hierarchy when you add data to the chart, change the cell range used to create the chart.
Shortcut Keys to Move and Scroll on a Worksheet or Workbook
| To | Press |
| Move one cell in a given direction | Arrow key |
| Move to the edge of the current data region | Ctrl+arrow key |
| Move to the beginning of the row | Home key |
| Move to the beginning of the worksheet | Ctrl+Home |
| Move to the lower-right cell on the worksheet | Ctrl+End |
| Move down one screen | Page Down |
| Move up one screen | Page Up |
| Move one screen to the right | Alt+Page Down |
| Move one screen to the left | Alt+Page Up |
| Move to the next sheet in the workbook | Ctrl+Page Down |
| Move to the previous sheet in the workbook | Ctrl+Page Up |
| Scroll to display the active cell | Ctrl+Backspace |
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