The label actually “lives” in the cell you typed it into.

If you type long text it might appear to be in multiple

columns. It is important to understand this concept when trying to apply formatting to a cell. Using the
formula bar will confirm where the label actually “lives.”

Autofills

Frequently, it is necessary to enter lists of information. For example, column headings are often the
months of the year or the days of the week. To simplify entering repetitive or sequential lists of
information, Excel has a tool called Autofill. This tool allows preprogrammed lists, as well as custom lists,
to be easily added to a spreadsheet.

Entering Values

Numerical pieces of information that will be used for calculations are called values. They are entered the
same way as labels. It is important NOT to type values with characters such as “,” or “$”.

To Enter Values:

1) Navigate to a cell

2) Type a value

3) Press Enter

Creating Formulas

Formulas perform calculations or other actions on the data in your worksheet. A formula starts with an
equal sign (=). It is possible to create formulas in Excel using the actual values, such as “4000*.4” but it
is more beneficial to refer to the cell address in the formula, for example “D1*.4”. One of the benefits
of using a spreadsheet program is the ability to create a formula in one cell and copy it to other cells.
Most spreadsheet formulas use a concept called relative referencing.

This is the explanation of relative referencing from Excel’s help file:

“A relative cell reference in a formula, such as A1, is based on the relative position of the cell that
contains the formula and the cell the reference refers to. If the position of the cell that contains the
formula changes, the reference is changed. If you copy the formula across rows or down columns, the
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reference automatically adjusts. By default, new formulas use relative references. For example, if you
copy a relative reference in cell B2 to cell B3, it automatically adjusts.”

It is also important to know the operators Excel uses for formulas:

Operator (Key) Function

= Begins all Excel functions and formulas

+ Addition

- Subtraction

* Multiplication

/ Division

Operator (Key) Function

= Begins all Excel functions and formulas
+ Addition
- Subtraction
* Multiplication
/ Division

To Create a Formula:

1) Click in a cell

2) Press the = key

3) Type the formula

4) Press Enter

Copying Formulas

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Like many things in Excel, there is more than one way to copy formulas. Feel free to choose what works
best for you.

To Copy Formulas Using Autofill:

1) Click in the cell that contains the formula

2) Position the mouse on the Autofill handle (a thin black cross will appear)

3) Click and drag to copy the formula

To Copy Formulas Using Copy and Paste:

1) Click in the cell that contains a formula

2) Select Copy on the Home Ribbon in the Editing group

3) Highlight the cell where you would like to paste the formula

4) Select Paste on the Home Ribbon in the Editing group

ALTERNATE METHODS

Keyboard: Ribbon: Mouse:

Press CTRL + C copy Right-click and choose

Keyboard: Ribbon: Mouse:

Press CTRL + C Right-click and choose
Copy

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Autosum Function

The most common formula in Excel is SUM, or the addition of multiple values. In this example, we could
create a formula that reads =C6+D6+E6+F6+G6+H6. That’s a lot of typing! Instead, we can use the SUM
function and specify a range of cells.

Functions are more complex formulas that are invoked by typing their name. In this example, we will
use the SUM function. Excel has over 200 functions that can be used. Because SUM is the most common
function, it is the only one with its own toolbar button.

When working with functions, the cells used in the formula are referred to as the range. A range is a
group of cells that are specified by naming the first cell in the group and the last cell. For example, A1:D1
is a range that includes cells A1, B1, C1 and D1.

To Create the Total Column’s Values Using Autosum:

1) Click in the cell where you would like the Total to be located

2) Press the Autosum button on the Home Ribbon

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The Autosum function automatically looks for cells that have values in them. It will read values until it
finds the first blank cell. Autosum will always look for values in the cells above it first, then to the left.
This means that you need to be aware of what cells will be in the formula. Autosum will select the range
of cells to use in the formula by highlighting the range.

3) Press Enter

Saving a Worksheet

When working in Excel it is necessary to save your files. It is also very important that while working, your
file is saved frequently. When naming a file, you are restricted to 255 characters. Avoid most
punctuation; spaces are acceptable.

To Save the File:ss

1) Click on the File tab

2) Click Save

3) Choose the destination

4) Type a file name

5) Click Save

Editing Cells

Excel provides a major enhancement over earlier spreadsheet products in its ability to edit cells easily.
There are various methods for cell editing, including double-clicking in the cell, using the F2 key, and
typing in the formula bar.

To Edit a Cell in the Worksheet:

1) Position yourself in the cell you would like to edit

2) Press the F2 key on the keyboard or double-click in the cell

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3) Use the backspace or delete keys to edit the cell

4) Press Enter when you have finished editing the cell

5) Click in the cell you would like to edit

6) Click in the formula bar and make any necessary changes

7) Press Enter when you have finished editing the cell

Undo

Excel and other Windows applications have a convenient method of correcting mistakes known as Undo.
In many applications, including Excel, you can undo an almost limitless number of commands. The Undo
button has a small down-pointing arrow next to it. When pressed, it will display a list of actions that can
be undone. Redo works in the same way, allowing you to repeat actions.

Excel will undo actions in reverse chronological order, meaning that the most recent command is
reversed first, then the one prior to that, and so on. You cannot reverse an earlier action using Undo
without first undoing the actions that were performed after it.

NOTE: The list of commands to undo is reset after the file is saved. You cannot use Undo to fix an error
after the file is saved.

To Undo a Command:

Click Undo

Clearing Cells

As we begin to look at formatting, it is important to understand what makes up the contents of a cell.
There are three distinct items that can be in a cell:

• Contents

• Formats

• Comments

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These allow items to be formatted properly, even if the values change. However, when trying to delete
or clear a cell, it can be a bit tricky. Excel stores formats and contents separately, simply deleting the
contents does not delete the format.

To Clear a Cell Format:

1) Click in the cell that contains formatting

Click the drop-down arrow next to the Clear button on the Home tab in the Editing group

Click Clear Formats

Formatting Values

Applying formats to any cell(s) can be done either using the Font, Alignment and Number groups or using
the dialog box which will include all the formatting options.

To Apply the Currency Format:

1) Highlight the cell(s)

2) Click on the Currency Style button on the Home tab in the Number group

3) If necessary, click on the Increase or Decrease Decimal button on the Number group

To Apply the Comma Format:

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1) Highlight cells

2) Click on the Comma Style button on the Number group

3) If necessary, click on the Increase or Decrease Decimal button on the Number group

Formatting Labels

A Label, or text formatting is applied virtually the same way it is done in word processing programs.

To Format the Title Labels:

1) Highlight the cell(s)

2) Select a font from the Font group

3) Select a point size from the Font group

Using the Dialog Box:

1) Highlight the cells

2) Click on the arrow in the corner of one of the formatting groups (Font, Alignment, Number) to
open the Format Cells dialog box and click on one of the tabs

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Format Painter

Frequently, you will need to take a format that is applied to one cell and apply it to other cells. A quick
way to do this is by using the Format Painter.

To Apply a Format to Cells:

1) Highlight cell(s)

2) Format the cell(s) to the desired format

3) Select the formatted cell(s)

4) Click the Format Painter from the Clipboard group of the Home tab

5) Highlight the cells you wish to format

Tips and Tricks: If you would like the Format Painter to remain active, double-click the Format Painter.
It will remain active until you press the Esc key.

Cantering Text Across Columns

When it comes to titles, it may be preferable to have the information cantered across the document,
rather than in only one cell. Excel uses the feature Merge Cells to accomplish this.

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To Centre the Title Across Columns:

1) Highlight cell(s)

2) Click the Merge and Centre button on the Alignment group

NOTE: Each cell must be done individually. Excel will delete the contents of all but the top most cell if
multiple cells are selected.

This option basically takes all the cells in the highlighted range and merges them into one large cell. For
example, the range A1:F1 became cell A1 after the Merge Cells button was selected. There is no cell B1,
C1, etc. any longer.

Creating a Basic Chart

1) Highlight the data to be charted

2) Click on the Insert tab

3) Click on a Chart Type in the Charts group

4) Click on a Chart Style

To Move your Chart:

Click and drag the chart to a new location on the worksheet.

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