Basic Computer Skills

EDU717 INTEGRATING ICT ACROSS THE CURRICULUM
SUPPLEMENTARY GUIDE ON BASIC LITERACY SKILLS

Basic Computer Skills
Once you have understood these basics, you will have a clear understanding on which to build your
future knowledge of and skill with computers. To become acquainted with your computer there are certain
basic skills to be mastered. While these skills might seem obvious at first, the fact is that many people
never take the time to learn these very important basics. By studying them now, you will both save time
later and also improve your daily computer productivity.
Your Mouse Can Be a Very Versatile Helper
The mouse gives you control over your computer. With the mouse in your hand you cause the onscreen
arrow to move around your computer display. It is based on the “point and click” philosophy. You move
your mouse to a point where you want something to happen, then you click to make that event take place.
Sometimes you click once. Sometimes you click twice. And sometimes you hold down the mouse while
your event is happening.
Most mouse devices give you two opportunities for clicking. There are both right and left areas to
depress. The left area is generally used for issuing commands to your computer. To access special
menus (known as context sensitive menus) use the right portion of your mouse.
When you use your mouse for word processing, you will find that it sometimes changes shape. Please
look at the example on the right. By default there is a white arrow that points to the left or right. This
enables selection of command options.
Sometimes the mouse makes things happen simply by moving around the screen. A mouse over occurs
when an onscreen image changes as your mouse travels over it. In the example to the right the active link
will change color as you move your mouse over it.
You can also sometimes click and hold down the left mouse. This would be the case when you want to
highlight a section of text by moving the mouse over it, or when you want to move an onscreen object
using your mouse. In the example to the right you would left-click, then hold down the mouse while you
drag across the area you wish to highlight.
Keyboard & Typing Tips
Mistakes happen quickly on the computer keyboard. Because of its

sensitivity, the keyboard offers both challenges and rewards. Those rewards come after a bit of practice
and study to take advantage of what the keyboard gives you.
Mostly those advantages will be learned through practice and additional instruction. At this point we just
touch some basic points. Here are some tips to make life simpler, and your work more efficient.
Hold your hand with your thumb on the space bar, first finger on the "F" (left-hand) and "J" (right-hand).
Then let your fingers naturally fall so that each rests on top of the next key along the same horizontal row.
As you type, don't hold down the key after you depress it. If you do keep your finger depressed on a
particular key, it will keep sending the computer commands. In this case it will be sending specific c
Understanding the keyboard also means learning the special functions of certain keys. On the computer
keyboard you often use two or more keys at the same time, indicated by the "+" sign. For example in
managing applications you wil learn that "Ctrl + Alt + Delete" is a decision of last resort. You depress
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these three keys simultaneously when you just want to get out of whatever muddle that the computer has
left you with. Commands to repeat itself. So your result will be a string of unwanted characters displayed
onscreen. You will see a key marked "Ctrl" This key helps you give the computer commands in
combination with other keys (such as Ctrl+P to print a document in many programs).
Holding down the shift key causes the keyboard to print either the upper case of an alphabetic character
or the top character if two are displayed on the individual key. The tilde (pronounced "till-deh") character
is in the upper left-hand portion of your keyboard. You will sometimes see it as part of a web address
(www.key.com/~board) to indicate that one site piggybacking on another.
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Opening & Closing Software Applications
As you learn more and more about computing, you will also become familiar with jargon. The "jargon" of
any discipline just means the particular words that have specific meanings in this context. Software and
hardware are two of the most frequently used computer jargon words. Hardware is the physical
(touchable) computer itself, the keyboard, disk drive, monitor, etc. Software is made up of the instructions
that tell the hardware what to do. You may have heard about Microsoft Word. This is a software program
that allows you to create and edit text documents
Software might also be called an application. To open an application on your computer first click on the
start menu (found in the lower left-hand corner of the illustration to the right). In the left hand column you
will see your most recently used applications. The list at right shows applications from four of the largest
vendors, Microsoft, Macromedida, Adobe and AOL, as well as one from a small independent company
(CaptureEze Pro). Windows provides this list so that you can easily access your favorite software. Each
user's list is unique, and reflects the software installed on that particular computer. If the application you
currently want is on that list, then double-click to open that particular piece of software.
Many times, however, you will find that the desired application is not in the favorites group. When that
happens you have to navigate to your desired piece of software.
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Say, for example, that you want to open Excel the very popular business program for creating electronic
spreadsheets. but you notice it is not currently in the favorites group. You would then click on "All
Programs".
This brings up a list of program categories, such as the one to the right. As you study this list, you note
that Excel is still not available to you. The reason for this is that the system software categorizes
programs automatically. In this way it is able to keep the overall list to a manageable size. Now, study this
list again. Since you know that Excel is one of the programs that is included in Microsoft Office
application suite, you conclude that you will find Excel in that group
You access that particular group by clicking on the solid black arrow to the right of the words "Microsoft
Office". Whenever you see one of the little arrows, it tells you that there is an additional menu of choices
available. Next, move your mouse over the arrow. Don't click! Just move your mouse. A new menu
appears, giving you a list of all available Microsoft Office programs.
Next, move your mouse over "Microsoft Office Excel 2003" (you might not have the same software
version on your computer, but move the mouse over whatever name contains "Excel"). When the
application name turns blue, it is available to be opened. Now click on the name.
The Excel application will open onscreen.
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After you have completed work in the open application, there are two tasks to complete the first is to save
your work. Go to File > Save and single click.

When you have finished the task at hand and saved your file, first do a File > Close to close the particular
file you are working on. Note that this action closes the file, but keeps the application itself open (in case
you want to open another file).
You have closed the file, but the application is still running. Sometimes you want to keep the application
open because you are planning to open another file that requires that software. When you do want to
close the application, simply go to File > Exit.
Accessing a CD-ROM
Your computer uses many different media types to store data. Floppy disks, hard drives, USB cartridges,
and CD-ROMS are some of the different devices you might employ for storing information. Most
computers come equipped with CD-ROM drives, making it one of the most popular media available. The
CD-ROM is durable, cheap and holds a relatively large amount of data. In this exercise we will learn how
to a When you first insert your CD into the drive; you might see the scroll down menu at right. Unless you
want to watch a movie or listen to music, you will probably want to select Take no action. This returns
you to the My Computer menu. Access folders and files from a CD-ROM.
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Before your CD-ROM can be accessed, it must be placed in your CD drive. Generally that is located on
the right side of your computer. Be sure the drive is closed, and give if a few seconds to be read by your
operating system.
One general bit of operating advice: when you are not using a CD-ROM, remove it from the drive. If you
do not remove it, the drive will keep spinning, causing your computer to use unnecessary resources. If
you are operating your computer on battery power, this is a special problem because it will drain your
battery much quicker.
Now: to begin, go to Start > My Computer.
Assuming that you have inserted the CD into the drive (face-up), you will now see confirmation that it has
been read (highlighted in blue at right). You will also see, under Details, information about your CD. It will
give you the CD's name (in this case it is identified only by manufacturer's number, and also how much
free space is available from the total CD capacity. Double-click on the CD icon to open it.
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When you return to My Computer, you will see a listing of files and folders on the CD. Double-click on
any folder to see the files inside. Then double-click again to open any file you choose. You now know
how to access any file on any CD-ROM you might have to read from your computer. One suggestion: if
you are going to use any of these files frequently, you will probably want to take advantage of the "Copy
this folder" command to move the file to your hard drive. It will enable you to access that file much quicker
than having to go the the CD-ROM each time.
How to Locate and Open a Saved File

We all have the best intentions when it comes to organizing our computer files. Yet we still sometimes
forget just what folder we might have placed that file in. Or perhaps did we create a subfolder for it.
Luckily the Windows operating system gives us some options for locating files that we need to find.
To begin single click on the "start" button. When that menu comes up, single-click on the Search
(mangnifying glass) icon. This will bring you to the Search Companion, a Microsoft help menu designed to
refine your search to produce quicker results.
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As you can see in the example on the right, the Search Companion offers a range of choices. These
choices provide options about the particular type of file or peripheral device that you are looking for. In
most cases you will be looking for a document (second choice from the top).
However if you are uncertain, then select the All files and folders option. This latter choice will both
increase the time of your search and also produce less precise results.
After deciding what type of file you want to locate, single-click on your choice to bring up the Criteria
dialog box. Here you can fill in the file name, or some key words if you can't remember the exact name.
You can also tell the Search Companion what area of your computer it should be looking in.
Depending on how you defined your criteria, the Search Results will give you one or more files. When
the results appear and you want to open the file, double click on the icon next to the file name.
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Copy and Paste a File from One Location to Another
There will be many times when you want to make a copy of the file you are working on, and then move
that copy to a new location. A file can be text, a digital photograph, or a graphic image. Using the copy
and paste operation leaves the original file where it began, but makes an exact copy of it and places that
copy in a new location. You can copy and paste from either an active screen or from a file directory.
First we will consider locating a photograph you want to use in a report, then making a copy of that photo
to paste into your word processing document. Then we will look at making copies of files from directories
Or a report on German cathedrals you have located this photograph from Trier, Germany. You want to
copy the photo and paste it into your report.
First, right-click anywhere within the photograph. This context sensitive menu appears. Then click on
Copy to make a digital copy of the photograph. The copy will be stored in a special area of your computer
and will remain there as long as you have power turned on. If you want to copy and paste some text from
your document, the process is essentially the same. Simply highlight the text you want to copy, then
select Copy from the context sensitive menu. Alternatively, you can go to Edit > Copy or hit Ctrl + C on
your keyboard.
Go to the document where you want to paste the photograph. Click in the spot where it should appear.
Then pull down the edit menu and select Paste. Your photograph will automatically be inserted into the
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area you have selected. As you can see from the image highlighted at right, you can also paste directly
from the keyboard by holding down the Ctrl and V keys simultaneously. The process for pasting text is
the same. In both cases you can also go to Edit > Paste to paste either text of a photograph into your
document
Sometimes you will want to copy an entire file. Perhaps you need to make a backup or to move it to a
CD-ROM or other storage device. Go to the directory where the file lives, click once on the file name to
highlight it, then select "Copy this file" from the "File and Folder Tasks" menu.
Next you should select a location where you want your copied file to be located. After you click on "Copy
this file", the directory list to the right will appear. Highlight the disk section or storage medium you want to
move your file to. In this case we have chosen to move it to the "DATA (D)" disk.
To view possible locations within the "DATA (D)" disk, click on the plus sign. (Notice that the plus sign is
now a minus sign in the upper left of the image.)
Once the list of possible folder locations appears, we have chosen to Paste the copy of our file into the
"books" folder. To make this paste happen, click on Copy, located at the bottom of the onscreen image.
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Review Questions - Basic Computer Skills
While online, move your mouse around the screen.
Notice how it changes into different shapes.
1. Describe three of these shapes and tell what each different one indicates.
2. The Shift, Ctrl, and Enter keys all have different and distinct jobs to do. Describe the specific ways in
which
each key helps you communicate with your computer.
3. Describe how you would open a desired piece of software on your computer. Try opening your word
processing
application (i.e. Micosoft Word).
4. Why is it a good idea to save your computer file every time your hands move away from the
keyboard?
5. What advantage does a CD-ROM have over other storage methods?
6. What would you do if you knew you have saved a file on your hard drive, but could not remember
exactly where
you placed it before saving?
7. Explain the difference between copying and pasting a photographic image and copying and pasting an
entire file.
8. For further study: Use a search engine to find out the various uses of the "~" (tilde) key. What are
some of these uses?
9. For further study: Some people feel that USB cartridges will reduce the importance of CD-ROMs. Do
you agree?
Quiz - Basic Computer Skills
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1. By placing your mouse in a particular position, then clicking, all of the following images were discussed
except
a blinking line
a hand
a white arrow
a CD-ROM
2. An onscreen image changes as you
Right-Click
Left-Click
Mouse-Over
Double-Click
3. If you keep your finger depressed on a particular key, it will keep sending the computer
Commands
Pictures
Files
Mouse-Clicks
4. When you press the Ctrl, Alt, and Delete keys simultaneously causes the computer to
Sleep
Lock Up
Help a problem
Does nothing
5. The software application Microsoft Word allows you to create and edit
Text documents
Spreadsheet files
Business graphs
Any computer file

6. When clicking on the start button, then clicking on the all programs button will
Display all files
Open Excel
Display categories
Close a program
7. A computer can store data on all of the following media types except
Floppy disks
Ink-Jet cartridges
USB cartridges
CD-Roms
8. One reason to copy files from a CD-ROM to the computers hard drive would be
Cannot be done
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Faster access
To be able to print
CD-ROM can only be read once

9. Sometimes we forget where we saved a file or folder. If this happens
The file is lost
Start looking
This can't happen
Windows provides a search program

10. When copying a file from one location to another causes the orginal file to
Be Deleted
Be Unaffected
To be Moved
This operation cannot be done
Excel Spreadsheet
Microsoft Excel is an electronic spreadsheet. As with a paper spreadsheet, you can use Excel to organize
your data into rows and columns and to perform mathematical calculations. The tutorial teaches you how
to create an Excel spreadsheet.Entering Text and Numbers
The Microsoft Excel Window
Microsoft Excel is an electronic spreadsheet. You can use it to organize your data into rows and columns.
You can also use it to perform mathematical calculations quickly. This tutorial teaches Microsoft Excel
basics. Although knowledge of how to navigate in a Windows environment is helpful, this tutorial was
created for the computer novice.
This lesson will introduce you to the Excel window. You use the window to interact with Excel. To begin
this lesson, start Microsoft Excel 2007. The Microsoft Excel window appears and your screen looks
similar to the one shown here.
Note: Your screen will probably not look exactly like the screen shown. In Excel 2007, how a window
displays depends on the size of your window, the size of your monitor, and the resolution to which your
monitor is set. Resolution determines how much information your computer monitor can display. If you
use a low resolution, less information fits on your screen, but the size of your text and images are larger.
If you use a high resolution, more information fits on your screen, but the size of the text and images are
smaller. Also, settings in Excel 2007, Windows Vista, and Windows XP allow you to change the color and
style of your windows.
The Microsoft Office Button
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In the upper-left corner of the Excel 2007 window is the Microsoft Office button. When you click the
button, a menu appears. You can use the menu to create a new file, open an existing file, save a file, and
perform many other tasks.
The Quick Access Toolbar
Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar gives you with
access to commands you frequently use. By default, Save, Undo, and Redo appear on the Quick Access
toolbar. You can use Save to save your file, Undo to roll back an action you have taken, and Redo to
reapply an action you have rolled back.
The Title Bar
Next to the Quick Access toolbar is the Title bar. On the Title bar, Microsoft Excel displays the name of
the workbook you are currently using. At the top of the Excel window, you should see "Microsoft Excel -
Book1" or a similar name.
The Ribbon
You use commands to tell Microsoft Excel what to do. In Microsoft Excel 2007, you use the Ribbon to
issue commands. The Ribbon is located near the top of the Excel window, below the Quick Access
toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related command
groups. Within each group are related command buttons. You click buttons to issue commands or to
access menus and dialog boxes. You may also find a dialog box launcher in the bottom-right corner of a
group. When you click the dialog box launcher, a dialog box makes additional commands available.
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Worksheets
Microsoft Excel consists of worksheets. Each worksheet contains columns and rows. The columns are
lettered A to Z and then continuing with AA, AB, AC and so on; the rows are numbered 1 to 1,048,576.
The number of columns and rows you can have in a worksheet is limited by your computer memory and
your system resources.
The combination of a column coordinate and a row coordinate make up a cell address. For example, the
cell located in the upper-left corner of the worksheet is cell A1, meaning column A, row 1. Cell E10 is
located under column E on row 10. You enter your data into the cells on the worksheet.
The Formula Bar
If the Formula bar is turned on, the cell address of the cell you are in displays in the Name box which is
located on the left side of the Formula bar. Cell entries display on the right side of the Formula bar. If you
do not see the Formula bar in your window, perform the following steps:
1. Choose the View tab.
2. Click Formula Bar in the Show/Hide group. The Formula bar appears.
Note: The current cell address displays on the left side of the Formula bar.
The Status Bar
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The Status bar appears at the very bottom of the Excel window and provides such information as the
sum, average, minimum, and maximum value of selected numbers. You can change what displays on the
Status bar by right-clicking on the Status bar and selecting the options you want from the Customize
Status Bar menu. You click a menu item to select it. You click it again to deselect it. A check mark next to
an item means the item is selected.
Move Around a Worksheet
By using the arrow keys, you can move around your worksheet. You can use the down arrow key to move
downward one cell at a time. You can use the up arrow key to move upward one cell at a time. You can
use the Tab key to move across the page to the right, one cell at a time. You can hold down the Shift key
and then press the Tab key to move to the left, one cell at a time. You can use the right and left arrow
keys to move right or left one cell at a time. The Page Up and Page Down keys move up and down one
page at a time. If you hold down the Ctrl key and then press the Home key, you move to the beginning of
the worksheet.
EXERCISE 1
Move Around the Worksheet
The Down Arrow Key
 Press the down arrow key several times. Note that the cursor moves downward one cell at a time.
The Up Arrow Key
 Press the up arrow key several times. Note that the cursor moves upward one cell at a time.
The Tab Key
1. Move to cell A1.
2. Press the Tab key several times. Note that the cursor moves to the right one cell at a time.
The Shift+Tab Keys
 Hold down the Shift key and then press Tab. Note that the cursor moves to the left one cell at a
time.
The Right and Left Arrow Keys
1. Press the right arrow key several times. Note that the cursor moves to the right.
2. Press the left arrow key several times. Note that the cursor moves to the left.
Page Up and Page Down
1. Press the Page Down key. Note that the cursor moves down one page.
2. Press the Page Up key. Note that the cursor moves up one page.
The Ctrl-Home Key
1. Move the cursor to column J.
2. Stay in column J and move the cursor to row 20.
3. Hold down the Ctrl key while you press the Home key. Excel moves to cell A1.
Go To Cells Quickly
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The following are shortcuts for moving quickly from one cell in a worksheet to a cell in a different part of
the worksheet.
EXERCISE 2
Go to -- F5
The F5 function key is the "Go To" key. If you press the F5 key, you are prompted for the cell to which
you wish to go. Enter the cell address, and the cursor jumps to that cell.
1. Press F5. The Go To dialog box opens.
2. Type J3 in the Reference field.
3. Press Enter. Excel moves to cell J3.
Go to -- Ctrl+G
You can also use Ctrl+G to go to a specific cell.
1. Hold down the Ctrl key while you press "g" (Ctrl+g). The Go To dialog box opens.
2. Type C4 in the Reference field.
3. Press Enter. Excel moves to cell C4.
4. The Name Box
5. You can also use the Name box to go to a specific cell. Just type the cell you want to go to in the
Name box and then press Enter.
6. Type B10 in the Name box.
7. Press Enter. Excel moves to cell B10.
1. Type B10 in the Name box.

Select Cells
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If you wish to perform a function on a group of cells, you must first select those cells by highlighting them.
The exercises that follow teach you how to select.
EXERCISE 3
Select Cells To select cells A1 to E1:
1. Go to cell A1.
2. Press the F8 key. This anchors the cursor.
3. Note that "Extend Selection" appears on the Status bar in the lower-left corner of the window.
You are in the Extend mode.
4. Click in cell E7. Excel highlights cells A1 to E7.
5. Press Esc and click anywhere on the worksheet to clear the highlighting.
Alternative Method: Select Cells by Dragging
You can also select an area by holding down the left mouse button and dragging the mouse over the
area. In addition, you can select noncontiguous areas of the worksheet by doing the following:
1. Go to cell A1.
2. Hold down the Ctrl key. You won't release it until step 9. Holding down the Ctrl key enables you to
select noncontiguous areas of the worksheet.
3. Press the left mouse button.
4. While holding down the left mouse button, use the mouse to move from cell A1 to C5.
5. Continue to hold down the Ctrl key, but release the left mouse button.
6. Using the mouse, place the cursor in cell D7.
7. Press the left mouse button.
8. While holding down the left mouse button, move to cell F10. Release the left mouse button.
9. Release the Ctrl key. Cells A1 to C5 and cells D7 to F10 are selected.
10. Press Esc and click anywhere on the worksheet to remove the highlighting.
In this section, you will learn how to enter data into your worksheet. First, place the cursor in the cell in
which you want to start entering data. Type some data, and then press Enter. If you need to delete, press
the Backspace key to delete one character at a time.
EXERCISE 4
Enter Data
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1. Place the cursor in cell A1.
2. Type John Jordan. Do not press Enter at this time.
Delete Data
The Backspace key erases one character at a time.
1. Press the Backspace key until Jordan is erased.
2. Press Enter. The name "John" appears in cell A1.
3. Edit a Cell
4. After you enter data into a cell, you can edit the data by pressing F2 while you are in the cell you
wish to edit.
EXERCISE 5
Edit a Cell Change "John" to "Jones."
1. Move to cell A1.
2. Press F2.
3. Use the Backspace key to delete the "n" and the "h."
4. Type nes.
5. Press Enter.
Alternate Method: Editing a Cell by Using the Formula Bar
You can also edit the cell by using the Formula bar. You change "Jones" to "Joker" in the following
exercise.
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1. Move the cursor to cell A1.
2. Click in the formula area of the Formula bar.
3. Use the backspace key to erase the "s," "e," and "n."
4. Type ker.
5. Press Enter.
6. Alternate Method: Edit a Cell by Double-Clicking in the Cell
7. You can change "Joker" to "Johnson" as follows:
8. Move to cell A1.
9. Double-click in cell A1.
10. Press the End key. Your cursor is now at the end of your text.
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3. Use the Backspace key to erase "r," "e," and "k."
4. Type hnson.
5. Press Enter.
Change a Cell Entry

Typing in a cell replaces the old cell entry with the new information you type.
2. Type Cathy.
3. Press Enter. The name "Cathy" replaces "Johnson."
Wrap Text
When you type text that is too long to fit in the cell, the text overlaps the next cell. If you do not want it to
overlap the next cell, you can wrap the text.
EXERCISE 6
Wrap Text
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1. Move to cell A2.
2. Type Text too long to fit.
3. Press Enter.
4. Return to cell A2.

5. Choose the Home tab.
6. Click the Wrap Text button . Excel wraps the text in the cell.
Delete a Cell Entry
To delete an entry in a cell or a group of cells, you place the cursor in the cell or select the group of cells
and press Delete.
EXERCISE 7
Delete a Cell Entry
1. Select cells A1 to A2.
2. Press the Delete key.
Save a File
This is the end of Lesson1. To save your file:
1. Click the Office button. A menu appears.
2. Click Save. The Save As dialog box appears.
3. Go to the directory in which you want to save your file.
4. Type Lesson1 in the File Name field.
5. Click Save. Excel saves your file.
Close Excel
Close Microsoft Excel.
1. Click the Office button. A menu appears.
2. Click Close. Excel closes.
Excel Formulas
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When you enter formulas into your Excel worksheet, the formulas can calculate automatically. This lesson
teaches you how to create an Excel formula.
Lesson 2: Entering Excel Formulas and Formatting Data
Lesson 1 familiarized you with the Excel 2007 window, taught you how to move around the window, and
how to enter data. A major strength of Excel is that you can perform mathematical calculations and format
your data. In this lesson, you learn how to perform basic mathematical calculations and how to format text
and numerical data. To start this lesson, open Excel.
Set the Enter Key Direction
In Microsoft Excel, you can specify the direction the cursor moves when you press the Enter key. In the
exercises that follow, the cursor must move down one cell when you press Enter. You can use the
Direction box in the Excel Options pane to set the cursor to move up, down, left, right, or not at all.
Perform the steps that follow to set the cursor to move down when you press the Enter key.
1. Click the Microsoft Office button. A menu appears.

2. Click Excel Options in the lower-right corner. The Excel Options pane appears.
3. Click Advanced.
4. If the check box next to After Pressing Enter Move Selection is not checked, click the box to
check it.
5. If Down does not appear in the Direction box, click the down arrow next to the Direction box and
then click Down.
6. Click OK. Excel sets the Enter direction to down.
7. Perform Mathematical Calculations
8. In Microsoft Excel, you can enter numbers and mathematical formulas into cells. Whether you
enter a number or a formula, you can reference the cell when you perform mathematical
calculations such as addition, subtraction, multiplication, or division. When entering a
mathematical formula, precede the formula with an equal sign. Use the following to indicate the
type of calculation you wish to perform:
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9. + Addition
10.- Subtraction
11.* Multiplication
12./ Division
13.^ Exponential
14.In the following exercises, you practice some of the methods you can use to move around a
worksheet and you learn how to perform mathematical calculations. Refer to Lesson 1 to learn
more about moving around a worksheet.
EXERCISE 1
Addition
1. Type Add in cell A1.

2. Press Enter. Excel moves down one cell.
3. Type 1 in cell A2.
7. Type =A2+A3 in cell A4.
8. Click the check mark on the Formula bar. Excel adds cell A1 to cell A2 and displays the result in
cell A4. The formula displays on the Formula bar.
Note: Clicking the check mark on the Formula bar is similar to pressing Enter. Excel records your entry
but does not move to the next cell.
Subtraction
Press F5. The Go To dialog box appears.

1. Type B1 in the Reference field.
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Subtract.
6 in cell B2.
3 in cell B3.
=B2-B3 in cell B4.
cell B4. The formula displays on the Formula bar.
Multiplication
1. Hold down the Ctrl key while you press "g" (Ctrl+g). The Go To dialog box appears.
3. Press Enter. Excel moves to cell C1
4. Type Multiply.
6. Type 2 in cell C2.
10. Type =C2*C3 in cell C4.
11. Click the check mark on the Formula bar. Excel multiplies C1 by cell C2 and displays the result in
cell C3. The formula displays on the Formula bar.
Division
1. Press F5.
2. Type D1 in the Reference field.
3. Press Enter. Excel moves to cell D1.
4. Type Divide.
6. Type 6 in cell D2.
10. Type =D2/D3 in cell D4.
11. Click the check mark on the Formula bar. Excel divides cell D2 by cell D3 and displays the result
in cell D4. The formula displays on the Formula bar.
When creating formulas, you can reference cells and include numbers. All of the following formulas are
valid:
=A2/B2
=A1+12-B3
=A2*B2+12
=24+53
AutoSum
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You can use the AutoSum button on the Home tab to automatically add a column or row of numbers.
When you press the AutoSum button , Excel selects the numbers it thinks you want to add. If you then
click the check mark on the Formula bar or press the Enter key, Excel adds the numbers. If Excel's guess
as to which numbers you want to add is wrong, you can select the cells you want.
EXERCISE 2
AutoSum
The following illustrates AutoSum:
1. Go to cell F1.
2. Type 3.
4. Type 3.
6. Type 3.
7. Press Enter. Excel moves down one cell to cell F4.
9. Click the AutoSum button in the Editing group. Excel selects cells F1 through F3 and enters a
formula in cell F4.
Press Enter. Excel adds cells F1 through F3 and displays the result in cell F4.
Perform Automatic Calculations
By default, Microsoft Excel recalculates the worksheet as you change cell entries. This makes it easy for
you to correct mistakes and analyze a variety of scenarios.
EXERCISE 3
Automatic Calculation
Make the changes described below and note how Microsoft Excel automatically recalculates
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Lesson 2: Entering Excel Formulas and Formatting Data
Lesson 1 familiarized you with the Excel 2007 window, taught you how to move around the window, and
how to enter data. A major strength of Excel is that you can perform mathematical calculations and format
your data. In this lesson, you learn how to perform basic mathematical calculations and how to format text
and numerical data. To start this lesson, open Excel.
Set the Enter Key Direction
In Microsoft Excel, you can specify the direction the cursor moves when you press the Enter key. In the
exercises that follow, the cursor must move down one cell when you press Enter. You can use the
Direction box in the Excel Options pane to set the cursor to move up, down, left, right, or not at all.
Perform the steps that follow to set the cursor to move down when you press the Enter key.
1. Click the Microsoft Office button. A menu appears.

2. Click Excel Options in the lower-right corner. The Excel Options pane appears.
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3. Click Advanced.
4. If the check box next to After Pressing Enter Move Selection is not checked, click the box to
check it.
5. If Down does not appear in the Direction box, click the down arrow next to the Direction box and
then click Down.
6. Click OK. Excel sets the Enter direction to down.
Perform Mathematical Calculations
In Microsoft Excel, you can enter numbers and mathematical formulas into cells. Whether you enter a
number or a formula, you can reference the cell when you perform mathematical calculations such as
addition, subtraction, multiplication, or division. When entering a mathematical formula, precede the
formula with an equal sign. Use the following to indicate the type of calculation you wish to perform:
+ Addition
- Subtraction
* Multiplication
/ Division
^ Exponential
In the following exercises, you practice some of the methods you can use to move around a worksheet
and you learn how to perform mathematical calculations. Refer to Lesson 1 to learn more about moving
around a worksheet.
EXERCISE 1
Addition
1. Type Add in cell A1.

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8. Click the check mark on the Formula bar. Excel adds cell A1 to cell A2 and displays the result in
cell A4. The formula displays on the Formula bar.
Note: Clicking the check mark on the Formula bar is similar to pressing Enter. Excel records your entry
but does not move to the next cell.
Subtraction
1. Press F5. The Go To dialog box appears.

4. Type Subtract.
6. Type 6 in cell B2.
10. Type =B2-B3 in cell B4.
11. Click the check mark on the Formula bar. Excel subtracts cell B3 from cell B2 and the result
displays in cell B4. The formula displays on the Formula bar.
Multiplication
1. Hold down the Ctrl key while you press "g" (Ctrl+g). The Go To dialog box appears.
3. Press Enter. Excel moves to cell C1
4. Type Multiply.
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11. Click the check mark on the Formula bar. Excel multiplies C1 by cell C2 and displays the result in
cell C3. The formula displays on the Formula bar.
Division
1. Press F5.
3. Press Enter. Excel moves to cell D1.
4. Type Divide.
11. Click the check mark on the Formula bar. Excel divides cell D2 by cell D3 and displays the result
in cell D4. The formula displays on the Formula bar.
When creating formulas, you can reference cells and include numbers. All of the following formulas are
valid:
=A2/B2
=A1+12-B3
=A2*B2+12
=24+53
AutoSum
You can use the AutoSum button on the Home tab to automatically add a column or row of numbers.
When you press the AutoSum button , Excel selects the numbers it thinks you want to add. If you then
click the check mark on the Formula bar or press the Enter key, Excel adds the numbers. If Excel's guess
as to which numbers you want to add is wrong, you can select the cells you want.
EXERCISE 2
AutoSum
The following illustrates AutoSum:
1. Go to cell F1.
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2. Type 3.
4. Type 3.
6. Type 3.
7. Press Enter. Excel moves down one cell to cell F4.
9. Click the AutoSum button in the Editing group. Excel selects cells F1 through F3 and enters a
formula in cell F4.
10. Press Enter. Excel adds cells F1 through F3 and displays the result in cell F4.
Perform Automatic Calculations
By default, Microsoft Excel recalculates the worksheet as you change cell entries. This makes it easy for
you to correct mistakes and analyze a variety of scenarios.
EXERCISE 3
Make the changes described below and note how Microsoft Excel automatically recalculates.
1. Move to cell A2.

2. Type 2.
3. Press the right arrow key. Excel changes the result in cell A4. Excel adds cell A2 to cell A3 and
the new result appears in cell A4.
4. Move to cell B2.
5. Type 8.
6. Press the right arrow key. Excel subtracts cell B3 from cell B3 and the new result appears in cell
B4.
7. Move to cell C2.
8. Type 4.
9. Press the right arrow key. Excel multiplies cell C2 by cell C3 and the new result appears in cell
C4.
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10. Move to cell D2.
11. Type 12.
12. Press the Enter key. Excel divides cell D2 by cell D3 and the new result appears in cell D4.
Align Cell Entries
When you type text into a cell, by default your entry aligns with the left side of the cell. When you type
numbers into a cell, by default your entry aligns with the right side of the cell. You can change the cell
alignment. You can center, left-align, or right-align any cell entry. Look at cells A1 to D1. Note that they
are aligned with the left side of the cell.
EXERCISE 4
Center To center cells A1 to D1:
1. Select cells A1 to D1.

3. Click the Center button in the Alignment group. Excel centers each cell's content.
Left-Align
To left-align cells A1 to D1:
1. Select cells A1 to D1.

3. Click the Align Text Left button in the Alignment group. Excel left-aligns each cell's content.
4. Right-Align
5. To right-align cells A1 to D1:
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1. Select cells A1 to D1. Click in cell A1.
3. Click the Align Text Right button. Excel right-aligns the cell's content.
4. Click anywhere on your worksheet to clear the highlighting.
Note: You can also change the alignment of cells with numbers in them by using the alignment buttons.
Perform Advanced Mathematical Calculations
When you perform mathematical calculations in Excel, be careful of precedence. Calculations are
performed from left to right, with multiplication and division performed before addition and subtraction.
EXERCISE 5
Advanced Calculations
1. Move to cell A7.
2. Type =3+3+12/2*4.
3. Press Enter.
Note: Microsoft Excel divides 12 by 2, multiplies the answer by 4, adds 3, and then adds another 3. The
answer, 30, displays in cell A7.
To change the order of calculation, use parentheses. Microsoft Excel calculates the information in
parentheses first.
2. Edit the cell to read =(3+3+12)/2*4.
3. Press Enter.
Note: Microsoft Excel adds 3 plus 3 plus 12, divides the answer by 2, and then multiplies the result by 4.
The answer, 36, displays in cell A7.
parentheses first.
3. Press Enter.
Note: Microsoft Excel adds 3 plus 3 plus 12, divides the answer by 2, and then multiplies the result by 4.
Copy, Cut, Paste, and Cell Addressing
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In Excel, you can copy data from one area of a worksheet and place the data you copied anywhere in the
same or another worksheet. In other words, after you type information into a worksheet, if you want to
place the same information somewhere else, you do not have to retype the information. You simple copy
it and then paste it in the new location.
You can use Excel's Cut feature to remove information from a worksheet. Then you can use the Paste
feature to place the information you cut anywhere in the same or another worksheet. In other words, you
can move information from one place in a worksheet to another place in the same or different worksheet
by using the Cut and Paste features.
Microsoft Excel records cell addresses in formulas in three different ways, called absolute, relative, and
mixed. The way a formula is recorded is important when you copy it. With relative cell addressing, when
you copy a formula from one area of the worksheet to another, Excel records the position of the cell
relative to the cell that originally contained the formula. With absolute cell addressing, when you copy a
formula from one area of the worksheet to another, Excel references the same cells, no matter where you
copy the formula. You can use mixed cell addressing to keep the row constant while the column changes,
or vice versa. The following exercises demonstrate.
EXERCISE 6
Copy, Cut, Paste, and Cell Addressing
1. Move to cell A9.
2. Type 1. Press Enter. Excel moves down one cell.
5. Move to cell B9.
In addition to typing a formula as you did in Lesson 1, you can also enter formulas by using Point mode.
When you are in Point mode, you can enter a formula either by clicking on a cell or by using the arrow
keys.
1. Move to cell A12.
2. Type =.
3. Use the up arrow key to move to cell A9.
4. Type +.
6. Type +.
8. Click the check mark on the Formula bar. Look at the Formula bar. Note that the formula you
entered is displayed there.
Copy with the Ribbon

To copy the formula you just entered, follow these steps:
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1. You should be in cell A12.
3. Click the Copy button in the Clipboard group. Excel copies the formula in cell A12.
4. Press the right arrow key once to move to cell B12.
5. Click the Paste button in the Clipboard group. Excel pastes the formula in cell A12 into cell
B12.
6. Press the Esc key to exit the Copy mode.
Compare the formula in cell A12 with the formula in cell B12 (while in the respective cell, look at the
Formula bar). The formulas are the same except that the formula in cell A12 sums the entries in column A
and the formula in cell B12 sums the entries in column B. The formula was copied in a relative fashion.
Before proceeding with the next part of the exercise, you must copy the information in cells A7 to B9 to
cells C7 to D9. This time you will copy by using the Mini toolbar.
Copy with the Mini Toolbar
1. Select cells A9 to B11. Move to cell A9. Press the Shift key. While holding down the Shift key,
press the down arrow key twice. Press the right arrow key once. Excel highlights A9 to B11.
2. Right-click. A context menu and a Mini toolbar appear.
3. Click Copy, which is located on the context menu. Excel copies the information in cells A9 to B11.
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4. Move to cell C9.
5. Right-click. A context menu appears.
6. Click Paste. Excel copies the contents of cells A9 to B11 to cells C9 to C11.
7. Press Esc to exit Copy mode.

Absolute Cell Addressing
You make a cell address an absolute cell address by placing a dollar sign in front of the row and column
identifiers. You can do this automatically by using the F4 key. To illustrate:
1. Move to cell C12.
2. Type =.
3. Click cell C9.
4. Press F4. Dollar signs appear before the C and the 9.
5. Type +.
6. Click cell C10.
8. Type +.
9. Click cell C11.
11. Click the check mark on the formula bar. Excel records the formula in cell C12.
Copy and Paste with Keyboard Shortcuts

Keyboard shortcuts are key combinations that enable you to perform tasks by using the keyboard.
Generally, you press and hold down a key while pressing a letter. For example, Ctrl+c means you should
press and hold down the Ctrl key while pressing "c." This tutorial notates key combinations as follows:
Press Ctrl+c.
Now copy the formula from C12 to D12. This time, copy by using keyboard shortcuts.
1. Move to cell C12.
2. Hold down the Ctrl key while you press "c" (Ctrl+c). Excel copies the contents of cell C12.
3. Press the right arrow once. Excel moves to D12.
4. Hold down the Ctrl key while you press "v" (Ctrl+v). Excel pastes the contents of cell C12 into cell
D12.
5. Press Esc to exit the Copy mode.
Compare the formula in cell C12 with the formula in cell D12 (while in the respective cell, look at the
Formula bar). The formulas are exactly the same. Excel copied the formula from cell C12 to cell D12.
Excel copied the formula in an absolute fashion. Both formulas sum column C.
Mixed Cell Addressing
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You use mixed cell addressing to reference a cell when you want to copy part of it absolute and part
relative. For example, the row can be absolute and the column relative. You can use the F4 key to create
a mixed cell reference.
1. Move to cell E1.
2. Type =.
3. Press the up arrow key once.
4. Press F4.
5. Press F4 again. Note that the column is relative and the row is absolute.
6. Press F4 again. Note that the column is absolute and the row is relative7.Press Esc.
Cut and Paste
You can move data from one area of a worksheet to another
1. Select cells D9 to D12

3. Click the Cut button.
4. Move to cell G1.
5. Click the Paste button . Excel moves the contents of cells D9 to D12 to cells G1 to G4.
The keyboard shortcut for Cut is Ctrl+x. The steps for cutting and pasting with a keyboard shortcut are:
1. Select the cells you want to cut and paste.
2. Press Ctrl+x.
3. Move to the upper-left corner of the block of cells into which you want to paste.
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4. Press Ctrl+v. Excel cuts and pastes the cells you selected.
Insert and Delete Columns and Rows
You can insert and delete columns and rows. When you delete a column, you delete everything in the
column from the top of the worksheet to the bottom of the worksheet. When you delete a row, you delete
the entire row from left to right. Inserting a column or row inserts a completely new column or row.
EXERCISE 7
Insert and Delete Columns and Rows
To delete columns F and G:
1. Click the column F indicator and drag to column G.

2. Click the down arrow next to Delete in the Cells group. A menu appears.
3. Click Delete Sheet Columns. Excel deletes the columns you selected.
4. Click anywhere on the worksheet to remove your selection.
To delete rows 7 through 12:
1. Click the row 7 indicator and drag to row 12.

2. Click the down arrow next to Delete in the Cells group. A menu appears.
3. Click Delete Sheet Rows. Excel deletes the rows you selected.
To insert a column:
1. Click on A to select column A.
2. Click the down arrow next to Insert in the Cells group. A menu appears.
3. Click Insert Sheet Columns. Excel inserts a new column.
37
To insert rows:
1. Click on 1 and then drag down to 2 to select rows 1 and 2.
2. Click the down arrow next to Insert in the Cells group. A menu appears.
3. Click Insert Sheet Rows. Excel inserts two new rows.
Your worksheet should look like the one shown here.
Create Borders
You can use borders to make entries in your Excel worksheet stand out. You can choose from several
types of borders. When you press the down arrow next to the Border button , a menu appears. By
making the proper selection from the menu, you can place a border on the top, bottom, left, or right side
of the selected cells; on all sides; or around the outside border. You can have a thick outside border or a
border with a single-line top and a double-line bottom. Accountants usually place a single underline above
a final number and a double underline below. The following illustrates:
EXERCISE 8
Create Borders
Select cells B6 to E6.
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3. Click the down arrow next to the Borders button . A menu appears.
4. Click Top and Double Bottom Border. Excel adds the border you chose to the selected cells.
6. Click the down arrow next to the Borders button . A menu appears.
7. Click Top and Double Bottom Border. Excel adds the border you chose to the selected cells.
Merge and Center

Sometimes, particularly when you give a title to a section of your worksheet, you will want to center a
piece of text over several columns or rows. The following example shows you how.
EXERCISE 9
Merge and Center
39
1. Go to cell B2.
2. Type Sample Worksheet.
3. Click the check mark on the Formula bar.
4. Select cells B2 to E2.
6. Click the Merge and Center button in the Alignment group. Excel merges cells B2, C2, D2,
and E2 and then centers the content.
Note: To unmerge cells:
1. Select the cell you want to unmerge.
3. Click the down arrow next to the Merge and Center button. A menu appears.
4. Click Unmerge Cells. Excel unmerges the cells.
Add Background Color
To make a section of your worksheet stand out, you can add background color to a cell or group of cells.
EXERCISE 10
Add Background Color
Select cells B2 to E3.
40
3. Click the down arrow next to the Fill Color button .
4. Click the color dark blue. Excel places a dark blue background in the cells you selected.
Change the Font, Font Size, and Font Color

A font is a set of characters represented in a single typeface. Each character within a font is created by
using the same basic style. Excel provides many different fonts from which you can choose. The size of a
font is measured in points. There are 72 points to an inch. The number of points assigned to a font is
based on the distance from the top to the bottom of its longest character. You can change the Font, Font
Size, and Font Color of the data you enter into Excel.
EXERCISE 11
Change the Font
41
3. Click the down arrow next to the Font box. A list of fonts appears. As you scroll down the list of
fonts, Excel provides a preview of the font in the cell you selected.
4. Find and click Times New Roman in the Font box. Note: If Times New Roman is your default
font, click another font. Excel changes the font in the selected cells.
Change the Font Size
1. Select cell B2.

3. Click the down arrow next to the Font Size box. A list of font sizes appears. As you scroll up or
down the list of font sizes, Excel provides a preview of the font size in the cell you selected.
4. Click 26. Excel changes the font size in cell B2 to 26.
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Change the Font Color

3. Click the down arrow next to the Font Color button .
4. Click on the color white. Your font color changes to white.
Your worksheet should look like the one shown here.
Move to a New Worksheet

In Microsoft Excel, each workbook is made up of several worksheets. Each worksheet has a tab. By
default, a workbook has three sheets and they are named sequentially, starting with Sheet1. The name of
the worksheet appears on the tab. Before moving to the next topic, move to a new worksheet. The
exercise that follows shows you how.
EXERCISE 12
Move to a New Worksheet
 Click Sheet2 in the lower-left corner of the screen. Excel moves to Sheet2.
Bold, Italicize, and Underline
43
When creating an Excel worksheet, you may want to emphasize the contents of cells by bolding,
italicizing, and/or underlining. You can easily bold, italicize, or underline text with Microsoft Excel. You can
also combine these features—in other words, you can bold, italicize, and underline a single piece of text.
In the exercises that follow, you will learn different methods you can use to bold, italicize, and underline.
EXERCISE 13
Bold with the Ribbon
1. Type Bold in cell A1.

2. Click the check mark located on the Formula bar.
4. Click the Bold button . Excel bolds the contents of the cell.
5. Click the Bold button again if you wish to remove the bold.
Italicize with the Ribbon
1. Type Italic in cell B1.
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4. Click the Italic button . Excel italicizes the contents of the cell.
5. Click the Italic button again if you wish to remove the italic.
6. Underline with the Ribbon
7. Microsoft Excel provides two types of underlines. The exercises that follow illustrate them.
8. Single Underline:
1. Type Underline in cell C1.

4. Click the Underline button . Excel underlines the contents of the cell.
5. Click the Underline button again if you wish to remove the underline.
Double Underline
1. Type Underline in cell D1.

4. Click the down arrow next to the Underline button and then click Double Underline. Excel
double-underlines the contents of the cell. Note that the Underline button changes to the button
shown here , a D with a double underline under it. Then next time you click the Underline
button, you will get a double underline. If you want a single underline, click the down arrow next to
the Double Underline button and then choose Underline.
5. Click the double underline button again if you wish to remove the double underline.
Bold, Underline, and Italicize
1. Type All three in cell E1.
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4. Click the Bold button . Excel bolds the cell contents.
5. Click the Italic button . Excel italicizes the cell contents.
6. Click the Underline button . Excel underlines the cell contents.
Alternate Method: Bold with Shortcut Keys
3. Hold down the Ctrl key while pressing "b" (Ctrl+b). Excel bolds the contents of the cell.
4. Press Ctrl+b again if you wish to remove the bolding.
Alternate Method: Italicize with Shortcut Keys
1. Type Italic in cell B2. Note: Because you previously entered the word Italic in column B, Excel
may enter the word in the cell automatically after you type the letter I. Excel does this to speed up
your data entry.
3. Hold down the Ctrl key while pressing "i" (Ctrl+i). Excel italicizes the contents of the cell.
4. Press Ctrl+i again if you wish to remove the italic formatting.
5.
Alternate Method: Underline with Shortcut Keys
3. Hold down the Ctrl key while pressing "u" (Ctrl+u). Excel applies a single underline to the cell
contents.
4. Press Ctrl+u again if you wish to remove the underline.
Bold, Italicize, and Underline with Shortcut Keys
1. Type All three in cell D2.
3. Hold down the Ctrl key while pressing "b" (Ctrl+b). Excel bolds the cell contents.
4. Hold down the Ctrl key while pressing "i" (Ctrl+i). Excel italicizes the cell contents.
5. Hold down the Ctrl key while pressing "u" (Ctrl+u). Excel applies a single underline to the cell
contents.
Work with Long Text
Whenever you type text that is too long to fit into a cell, Microsoft Excel attempts to display all the text. It
left-aligns the text regardless of the alignment you have assigned to it, and it borrows space from the
blank cells to the right. However, a long text entry will never write over cells that already contain entries—
instead, the cells that contain entries cut off the long text. The following exercise illustrates this.
EXERCISE 14
Work with Long Text
1. Move to cell A6.

2. Type Now is the time for all good men to go to the aid of their army.
3. Press Enter. Everything that does not fit into cell A6 spills over into the adjacent cell.
4. Move to cell B6.

5. Type Test.
6. Press Enter. Excel cuts off the entry in cell A6.
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7. Move to cell A6.
8. Look at the Formula bar. The text is still in the cell.
Change A Column's Width
You can increase column widths. Increasing the column width enables you to see the long text.
EXERCISE 15
Change Column Width
1. Make sure you are in any cell under column A.

3. Click the down arrow next to Format in the Cells group.
4. Click Column Width. The Column Width dialog box appears.
5. Type 55 in the Column Width field.
6. Click OK. Column A is set to a width of 55. You should now be able to see all of the text.
7.
Change a Column Width by Dragging
You can also change the column width with the cursor.
1. Place the mouse pointer on the line between the B and C column headings. The mouse pointer
should look like the one displayed here , with two arrows.
2. Move your mouse to the right while holding down the left mouse button. The width indicator
appears on the screen.
3. Release the left mouse button when the width indicator shows approximately 20. Excel increases
the column width to 20.
Format Numbers
You can format the numbers you enter into Microsoft Excel. For example, you can add commas to
separate thousands, specify the number of decimal places, place a dollar sign in front of a number, or
display a number as a percent.
EXERCISE 16
Format Numbers
1. Move to cell B8.
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2. Type 1234567.

5. Click the down arrow next to the Number Format box. A menu appears.
6. Click Number. Excel adds two decimal places to the number you typed.
7. Click the Comma Style button . Excel separates thousands with a comma.
8. Click the Accounting Number Format button . Excel adds a dollar sign to your number.
9. Click twice on the Increase Decimal button to change the number format to four decimal
places.
10. Click the Decrease Decimal button if you wish to decrease the number of decimal places.
Change a decimal to a percent.
48
1. Move to cell B9.
2. Type .35 (note the decimal point).
3. Click the check mark on the formula bar.

5. Click the Percent Style button . Excel turns the decimal to a percent.
Excel Charts
In Excel, you can create charts. A chart is a graphical representation of numbers. This tutorial teaches
you how to create a chart in Excel.
Lesson 4: Creating Charts
In Microsoft Excel, you can represent numbers in a chart. On the Insert tab, you can choose from a
variety of chart types, including column, line, pie, bar, area, and scatter. The basic procedure for creating
a chart is the same no matter what type of chart you choose. As you change your data, your chart will
automatically update.
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You select a chart type by choosing an option from the Insert tab's Chart group. After you choose a chart
type, such as column, line, or bar, you choose a chart sub-type. For example, after you choose Column
Chart, you can choose to have your chart represented as a two-dimensional chart, a three-dimensional
chart, a cylinder chart, a cone chart, or a pyramid chart. There are further sub-types within each of these
categories. As you roll your mouse pointer over each option, Excel supplies a brief description of each
chart sub-type.
Create a Chart
To create the column chart shown above, start by creating the worksheet below exactly as shown
After you have created the worksheet, you are ready to create your chart.
EXERCISE 1
Create a Column Chart
1. Select cells A3 to D6. You must select all the cells containing the data you want in your chart.
You should also include the data labels.
2. Choose the Insert tab.
3. Click the Column button in the Charts group. A list of column chart sub-types types appears.
4. Click the Clustered Column chart sub-type. Excel creates a Clustered Column chart and the
Chart Tools context tabs appear.
Apply a Chart Layout
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Context tabs are tabs that only appear when you need them. Called Chart Tools, there are three chart
context tabs: Design, Layout, and Format. The tabs become available when you create a new chart or
when you click on a chart. You can use these tabs to customize your chart.
You can determine what your chart displays by choosing a layout. For example, the layout you choose
determines whether your chart displays a title, where the title displays, whether your chart has a legend,
where the legend displays, whether the chart has axis labels and so on. Excel provides several layouts
from which you can choose.
EXERCISE 2
Apply a Chart Layout
1. Click your chart. The Chart Tools become available.

2. Choose the Design tab.
3. Click the Quick Layout button in the Chart Layout group. A list of chart layouts appears.
4. Click Layout 5. Excel applies the layout to your chart.
Add Labels
When you apply a layout, Excel may create areas where you can insert labels. You use labels to give
your chart a title or to label your axes. When you applied layout 5, Excel created label areas for a title and
for the vertical axis.
EXERCISE 3
Add labels
Before After
1. Select Chart Title. Click on Chart Title and then place your cursor before the C in Chart and hold
down the Shift key while you use the right arrow key to highlight the words Chart Title.
2. Type Toy Sales. Excel adds your title.
3. Select Axis Title. Click on Axis Title. Place your cursor before the A in Axis. Hold down the Shift
key while you use the right arrow key to highlight the words Axis Title.
4. Type Sales. Excel labels the axis.
5. Click anywhere on the chart to end your entry.
6.
Switch Data
If you want to change what displays in your chart, you can switch from row data to column data and vice
versa.
EXERCISE 4
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Switch Data
Before After
3. Click the Switch Row/Column button in the Data group. Excel changes the data in your chart.
Change the Style of a Chart
A style is a set of formatting options. You can use a style to change the color and format of your chart.
Excel 2007 has several predefined styles that you can use. They are numbered from left to right, starting
with 1, which is located in the upper-left corner.
EXERCISE 5
Change the Style of a Chart

3. Click the More button in the Chart Styles group. The chart styles appear.
4. Click Style 42. Excel applies the style to your chart.
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Change the Size and Position of a Chart
When you click a chart, handles appear on the right and left sides, the top and bottom, and the corners of
the chart. You can drag the handles on the top and bottom of the chart to increase or decrease the height
of the chart. You can drag the handles on the left and right sides to increase or decrease the width of the
chart. You can drag the handles on the corners to increase or decrease the size of the chart
proportionally. You can change the position of a chart by clicking on an unused area of the chart and
dragging.
EXERCISE 6
Change the Size and Position of a Chart
1. Use the handles to adjust the size of your chart.

2. Click an unused portion of the chart and drag to position the chart beside the data.
Move a Chart to a Chart Sheet

By default, when you create a chart, Excel embeds the chart in the active worksheet. However, you can
move a chart to another worksheet or to a chart sheet. A chart sheet is a sheet dedicated to a particular
chart. By default Excel names each chart sheet sequentially, starting with Chart1. You can change the
name.
EXERCISE 7
Move a Chart to a Chart Sheet

3. Click the Move Chart button in the Location group. The Move Chart dialog box appears.
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4. Click the New Sheet radio button.
5. Type Toy Sales to name the chart sheet. Excel creates a chart sheet named Toy Sales and
places your chart on it.
Change the Chart Type
Any change you can make to a chart that is embedded in a worksheet, you can also make to a chart
sheet. For example, you can change the chart type from a column chart to a bar chart.
EXERCISE 8
Change the Chart Type

3. Click Change Chart Type in the Type group. The Chart Type dialog box appears.
4. Click Bar.
5. Click Clustered Horizontal Cylinder.
6. Click OK. Excel changes your chart type.
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Microsoft Excel
If you are looking for information on Microsoft Excel, our Microsoft Excel tutorial will provide the
help you need to develop your Microsoft Excel skills. It covers entering data, formatting, cell
alignment, fonts, mathematical calculations, functions, and much more.
Lesson 4: Creating Charts

Using Microsoft Excel, you can represent numbers in a chart. You can choose from a variety of chart
types. And, as you change your data, your chart will automatically update. You can use Microsoft Excel's
Chart Wizard to take you through the process step-by-step.
Creating a Column Chart
To create the column chart shown above, start by creating the spreadsheet below exactly as shown.
After you have created the spreadsheet, you are ready to create your chart.
1. Highlight cells A3 to D6. You must highlight all the cells containing the data you want in your
chart. You should also include the data labels.
2. Choose Insert > Chart from the menu.
3. Click Column to select the type of chart you want to create.
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4. In the Chart Sub-type box, choose the Clustered Column icon to select the chart sub-type.
5. Click Next.
6. To place the product names on the x-axis, select the Columns radio button.
7. Click Next.
8. Type Toy Sales in the Chart Title field. Toy Sales will appear as the title of your chart.
9. Type Products in the Category (X) Axis field. Products will appear as your x-axis title.
10. Type Units Sold in the Value (Y) Axis field. Units Sold will appear as your y-axis title.
11. Choose the Data Labels tab.
12. Select Value in the Labels Contain Frame to display the data labels as values.
13. Choose the Data Table tab.
14. Select Show Data Table. The data table will appear below your chart.
15. Click Next.
16. Choose As Object In Sheet1 to make your chart an embedded object and part of the worksheet.
17. Click Finish
18. Your chart will appear on the spreadsheet.
Changing the Size and Position of a Chart
When you select a chart, handles appear on the right and left sides, the top and bottom, and the corners
of the chart. You can drag the handles on the top and bottom of the chart to increase or decrease the
height of the chart. You can drag the handles on the left and right sides of the chart to increase or
decrease the width of the chart. You can drag the handles on the corners of the chart to increase or
decrease the size of the chart proportionally.
You can change the position of a chart by clicking on the chart and dragging
1. Use the handles to adjust the size of your chart.
2. Click the chart and drag to position the chart under the data.
Modify Your Chart

You can modify your chart by using the Chart toolbar. If the Chart toolbar is not already available, choose
View > Toolbars > Chart from the menu.
Chart Toolbar
To change the data area font size:
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1. Click the down arrow on the Chart toolbar. A drop-down menu opens.
2. Choose Data Table from the drop-down menu.
3. Click the Options icon . Choose the Font tab.

4. In the Size box, type 8.
5. Click OK. Your font size is now 8.
To change the angle of the data labels:
2. Choose "Region 1" Data Labels from the drop-down menu.
3. Click the Angle Counter Clockwise icon . The Region 1 Data Labels are angled counter-
clockwise.
4. Repeat this process for Regions 2 and 3.
To change the font size of the Region data labels:
2. Choose "Region 1" Data Labels from the drop-down menu.
3. Click the Options icon. Choose the Font tab.
4. In the Size box, type 6.
5. Click OK. Your font size is now 6.
6. Repeat this process for Region 2 and 3.
You can also make changes by double-clicking on the item you want to change.
To change the chart scale:
1. Double-click on the scale. The Format Axis dialog box opens.
2. Choose the Scale tab.

3. Type 400 in the Major Unit field.
4. Click OK. Your chart is now scaled in units of 400.
Saving Your File
To save your file:
1. Choose File>Save from the menu.
3. Type lesson4 in the File Name field.
4. Click Save.
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Closing Microsoft Excel
This is the end of Lesson 4. Close Microsoft Excel.
1. Choose File > Exit from the menu.
Our Microsoft Excel XP 2003/2002 tutorial provides the help you need to get started using
Microsoft Excel. It covers entering data, formatting, cell alignment, fonts, mathematical
calculations, functions, and much more.
Lesson 2: Formatting Text and Performing Mathematical Calculations
In this lesson, you are going to learn how to format text and perform basic mathematical calculations. To
start, open a blank Microsoft Excel workbook.
Choosing a Default Font
Microsoft Excel enables you to choose a default font. The default font is the style of typeface that Excel
will use unless you specify a different style. For the exercises in this lesson, you want your font to be set
to Arial, Regular, and Size 10. To set your font to Arial, Regular, and Size 10:
1. Choose Format > Cells from the menu.
2. Choose the Font tab.
3. In the Font box, choose Arial.
4. In the Font Style box, choose Regular.
5. In the Size box, choose 10.
6. If there is no check mark in the Normal Font box, click to place a check mark there. Your
selections are now the default.
7. Click OK.
Adjusting the Standard Column Width
When you open Microsoft Excel, the width of each cell is set to a default width. This width is called the
standard column width. You need to change the standard column width to complete your exercises. To
make the change, follow these steps:
1. Choose Format > Column > Standard Width from the menu. The Standard Width dialog box
opens.
2. Type 25 in the Standard Column Width field. Click OK. The width of every cell on the worksheet
should now be set to 25.
3. Move to cell A1.
4. Type Cathy.
5. Press Enter.
Cell Alignment
The name "Cathy" is aligned with the left side of the cell. You can change the cell alignment.
Centering by Using the Menu

To center the name Cathy, follow these steps:
2. Choose Format > Cells from the menu. The Format Cells dialog box opens.
3. Choose the Alignment tab.
4. Click to open the drop-down box associated with the Horizontal field. After the drop-down box is
opened, click Center.
5. Click OK to close the dialog box. The name "Cathy" is centered.
Right-Aligning by Using the Menu

To right-align the name "Cathy," follow these steps:
4. Click to open the drop-down box associated with the Horizontal field. After the drop-down box
opens, click Right (Indent).
5. Click OK to close the dialog box. The name "Cathy" is right-aligned.
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Left-Aligning by Using the Menu
To left-align the name "Cathy," follow these steps:
4. Click to open the drop-down box associated with the Horizontal field. After the drop-down box
opens, click Left (Indent).
5. Click OK to close the dialog box. The name "Cathy" is left-aligned.
Alternate Method: Alignment by Using the Formatting Toolbar

Using the Formatting toolbar, you can quickly perform tasks. You can use the Formatting toolbar to
change alignment.
Centering by Using the Toolbar
To center the name "Cathy," follow these steps:
2. Click the Center icon, which is located on the Formatting toolbar.
The red circle designates the Align Center icon.

Right-Aligning by Using the Toolbar
You can right-align the name "Cathy" by following these steps:
2. Click the Align Right icon, which is located on the Formatting toolbar.
The red circle designates the Align Right icon.

Left-Aligning by Using the Toolbar
You can left-align the name "Cathy" by following these steps:
2. Click the Align Left icon, which is located on the Formatting toolbar.
The red circle designates the Align Left icon.

Adding Bold, Underline, and Italic
You can bold, underline, or italicize text in Microsoft Excel. You can also combine these features -- in
other words, you can bold, underline, and italicize a single piece of text.
In the exercises that follow, you will learn three different methods for bolding, italicizing, or underlining text
in Microsoft Excel. You will learn to bold, italicize, and underline by using the menu, the icons, and the
shortcut keys.
Adding Bold by Using the Menu
2. Click the check mark located on the Formula bar. Clicking on the check mark is similar to
pressing Enter.
5. Click Bold in the Font Style box.
6. Click OK. The word "Bold" should now be bolded.
Adding Italic by Using the Menu
pressing Enter.
4. Click Italic in the Font style box.
5. Click OK. The word "Italic" is italicized.
Adding Underline by Using the Menu
Microsoft Excel provides several types on underlines. The exercise that follows illustrates some of them.
Single Underline
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pressing Enter.
4. Click to open the drop-down menu associated with the Underline box.
5. Click Single.
6. Click OK. The cell entry now has a single underline.
Double Underline
1. Type Underline in cell D2.
4. Click to open the drop-down menu associated with the Underline field.
5. Click Double.
6. Click OK. The cell entry now has a double underline.
Single Accounting
1. Type Underline in cell E2.
3. Choose Format > Cells from the menu. The Format Cells dialog box will open.
5. Click Single Accounting.
6. Click OK. The cell entry now has a single accounting underline.
Double Accounting
1. Type Underline in cell F2.
5. Click Double Accounting.
6. Click OK. The cell entry now has a double accounting underline.
Adding Bold, Underline, and Italic by Using the Menu

1. Move the cursor to cell G3.
2. Type All three.
6. Click Bold Italic in the Font Style box.
7. Click to open the drop-down menu associated with the Underline field. Then click Single.
8. Click OK. The words "All three" are now bolded, italicized, and underlined.
Removing Bolding and Italics by Using the Menu
1. Highlight cells A2 to B2. Place your cursor in cell B2. Press the F8 key. Press the right arrow key
once.
3. Click Regular in the Font style box.
4. Click OK. Cell A2 is no longer be bolded. Cell B2 is no longer italized.
Removing an Underline by Using the Menu
1. Move to cell C2.
3. Click to open the drop-down menu associated with the Underline field. Then click None.
4. Click OK. The underdelined is removed.
Alternate Method: Adding Bold by Using the Icon
3. Click the Bold icon, which is on the Formatting toolbar.

4. Click again on the Bold icon if you wish to remove the bolding.
Alternate Method: Adding Italic by Using the Icon
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3. Click the Italic icon, which is on the Formatting toolbar.
4. Click again on the Italic icon if you wish to remove the italics.
Alternate Method: Adding Underline by Using the Icon
3. Click the Underline icon, which is on the Formatting toolbar.

4. Click again on the Underline icon if you wish to remove the underline.
Alternate Method: Adding Bold, Underline, and Italic by Using Icons
1. Type All Three in cell D3.
3. Click the Bold icon.
4. Click the Italic icon.
5. Click the Underline icon.
Alternate Method: Adding Bold by Using Shortcut Keys
3. Hold down the Ctrl key while pressing "b" (Ctrl-b).
4. Press Ctrl-b again if you wish to remove the bolding.
Alternate Method: Adding Italic by Using Shortcut Keys
3. Hold down the Ctrl key while pressing "i" (Ctrl-i).
4. Press Ctrl-i again if you wish to remove the italic formatting.
Alternate Method: Adding Underline by Using Shortcut Keys
3. Hold down the Ctrl key while pressing "u" (Ctrl-u).
4. Press Ctrl-u again, if you wish to remove the underline.
Alternate Method: Adding Bold, Underline, and Italic by Using Shortcut Keys
1. Type All three in cell D4.
3. Hold down the Ctrl key while pressing "b" (Ctrl-b).
4. Hold down the Ctrl key while pressing "i" (Ctrl-i).
5. Hold down the Ctrl key while pressing "u" (Ctrl-u).
Changing the Font, Font Size, and Font Color
You can change the Font, Font Size, and Font Color of the data you enter.
Changing the Font
1. Type Times New Roman in cell A5.
4. Choose the Font tab. All of the Fonts listed in the Font box are available to you.
5. Find and click Times New Roman in the Font box.
6. Click OK. The font changes from Arial to Times New Roman.
Changing the Font Size
4. Click 16 in the Size box.
5. Click OK. The font size changes to 16.
Changing the Font Color
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4. Click to open the drop-down menu associated with the color field.
5. Click Blue.
6. Click OK. The font color changes to blue.
Alternate Method: Changing the Font Color by Using the Icon
2. Click the down arrow next to the Font Color icon.
3. Click on Red. Your font color changes to red.

Working with Long Text
Whenever you type text that is too long to fit into a cell, Microsoft Excel attempts to display all the text. It
left-aligns the text regardless of the alignment that has been assigned to it, and it borrows space from the
blank cells to the right. However, a long text entry will never write over cells that already contain entries --
instead, the cells that contain entries cuts off the long text. Do the following exercise to see how this
works.
2. Type Now is the time for all good men to go to the aid of their army.
3. Press Enter. Everything that does not fit into cell A6 spills over into the adjacent cell.
4. Move the cursor to cell B6.
5. Type TEST.
6. Press Enter. The entry in cell A6 is cut off.
8. Look at the Formula bar. The text is still in the cell.
Changing a Single Column Width
Earlier you increased the column width of every column on the worksheet. You can also increase
individual column widths. If you increase the column width, you will be able to see the long text.
1. Make sure the cursor is anywhere under column A.
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2. Choose Format > Column > Width from the menu. The column width dialog box opens.
3. Type 55 in the Column Width field.
4. Click OK.
Column A is set to a width of 55. You should now be able to see all of the text.
Alternate Method: Changing a Single Column Width by Dragging
You can also change the column width with the cursor.
1. Place the cursor on the line between the B and C column headings. The cursor should look like
the one displayed here, with two arrows.
2. Move your mouse to the right while holding down the left mouse button. The width indicator
appears on the screen.
3. Release the left mouse button when the width indicator shows approximately 40.
Moving to a New Worksheet
In Microsoft Excel, each workbook is made up of several worksheets. Before moving to the next topic,
move to a new worksheet.
1. Click Sheet2 in the lower left corner of the screen.
Setting the Enter Key Direction

In Microsoft Excel, you can specify which direction the cursor moves when you press the Enter key. You
can have the cursor move up, down, left, right, or not at all. You will now make sure the cursor is set to
move down when you press the Enter key.
1. Choose Tools > Options from the menu. The Options dialog box opens.
2. Choose the Edit tab.
3. Make sure there is a check mark in the "Move Selection after Enter" box.
4. If Down is not selected, click to open the Direction drop-down box. Click Down.
5. Click OK.
Making Numeric Entries
In Microsoft Excel, you can enter numbers and mathematical formulas into cells. When a number is
entered into a cell, you can perform mathematical calculations such as addition, subtraction,
multiplication, and division. When entering a mathematical formula, precede the formula with an equal
sign. Use the following to indicate the type of calculation you wish to perform:
+ Addition
- Subtraction
* Multiplication
/ Division
^ Exponential
Performing Mathematical Calculations
The following exercises demonstrate how to perform mathematical calculations.
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Addition
1. Move your cursor to cell A1.
2. Type 1.
3. Press Enter.
5. Press Enter.
7. Press Enter. Cell A1 has been added to cell A2, and the result is shown in cell A3.
Place the cursor in cell A3 and look at the Formula bar.

Subtraction
1. Press F5. The Go To dialog box opens.
3. Press Enter. The cursor should move to cell B1.
5. Press Enter.
7. Press Enter.
8. Type =+B1- B2 in cell B3.
9. Press Enter. Cell B1 has been subtracted from B2, and the result is shown in cell B3.
Place the cursor in cell B3 and look at the Formula bar.

Multiplication
1. Hold down the Ctrl key while you press "g" (Ctrl-g). The Go To dialog box opens.
3. Press Enter. You should now be in cell C1.
5. Press Enter.
7. Press Enter.
9. Press Enter. Cell C1 is multiplied by cell C2 and the result is displayed in cell C3.
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Place the cursor in cell C3 and look at the Formula bar.
Division
1. Press F5.
3. Press Enter. You should now be in cell D1.
5. Press Enter.
7. Press Enter.
9. Press Enter. Cell D1 is divided by cell D2 and the result is displayed in cell D3.
Place the cursor in cell D3 and look at the Formula bar.

The AutoSum Icon
The AutoSum icon on the Standard toolbar automatically adds a column of numbers. The following
illustrates the SUM function:
1. Go to cell F1.
2. Type 3. Press Enter.
5. Click the AutoSum button, which is located on the Standard toolbar.
6. F1 to F3 should now be highlighted.

7. Press Enter. Cells F1 through F3 are added.
If you have automatic calculation turned on, Microsoft Excel recalculates the worksheet as you change
cell entries. You can check to make sure automatic calculation is turned on.
Setting Automatic Calculation
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1. Choose Tools > Options from the menu.
2. Choose the Calculation tab.
3. Select Automatic if it is not already selected.
4. Click OK.
Trying Automatic Calculation
Make the changes outlined below and note how Microsoft Excel automatically recalculates.
1. Move to cell A1.
2. Type 2. Press the Enter key. The results shown in cell A3 have changed. The number in cell A1
has been added to the number in cell A2 and the results display in cell A3.
3. Move to cell B1.
4. Type 6.
5. Press the Enter key. The results shown in cell B3 have changed. The number in cell B1 has
been subtracted from the number in cell B2 and the results display in cell B3.
6. Move to cell C1.
7. Type 4. Press the Enter key. The results shown in cell C3 have changed. The number in cell C1
has been multiplied by the number in cell C2 and the results display in cell C3.
8. Move to cell D1.
9. Type 12. Press the Enter key. The results shown in cell D3 have changed. The number in cell
D1 has been divided by the number in cell D2 and the results display in cell D3.
Formatting Numbers
You can format the numbers you enter into Microsoft Excel. You can add commas to separate thousands,
specify the number of decimal places, place a dollar sign in front of the number, or display the number as
a percent in addition to several other options.
Before formatting
After formatting
2. Type 1234567.
3. Press Enter.
4. Move the cursor back to cell A5.
6. Choose the Number tab.
7. Click Number in the Category box.
8. Type 2 in the Decimal Places box.
9. Place a check mark in the Use 1000 Separator box.
10. Click OK. The number should now display with two decimal places. The thousands should now
be separated by commas.
Adding a Dollar Sign to a Numeric Entry
3. Choose the Number tab.
4. Click Currency in the Category box.
5. Make sure there is a "$" in the Symbol box.
6. Click OK. The number displays with a dollar sign.
Alternate Method: Formatting Numbers by Using the Toolbar
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2. Type 1234567.
3. Press Enter.
5. Click twice on the Increase Decimal icon to change the number format to two decimal places.
Clicking on the Decrease Decimal icon decreases the decimal places.
6. Click once on the Comma Style icon to add commas to the number.
7. To change the number to a currency format, click Currency Style format.
9. Type .35 (note the decimal point).
10. Press Enter.

12. Click the Percent Style icon to turn .35 to a percent.
More Advanced Mathematical Calculations

When you perform mathematical calculations in Microsoft Excel, be careful of precedence. Calculations
are performed from left to right, with multiplication and division performed before addition and subtraction.
1. Move to a new worksheet by clicking on Sheet3 in the lower left corner of the screen.
2. Go to cell A1.
3. Type =3+3+12/2*4.
4. Press Enter.
Note: Microsoft Excel divided 12 by 2, multiplied the answer by 4, added 3, and then added another 3.
parentheses first.
3. Press Enter.
Note: Microsoft Excel added 3 plus 3 plus 12, divided the answer by 2, and multiplied the result by 4. The
answer, 36, displays in cell A1.
Cell Addressing
Microsoft Excel records cell addresses in formulas in three different ways, called absolute, relative, and
mixed. The way a formula is recorded is important when you copy it.
With relative cell addressing, when you copy a formula from one area of the worksheet to another,
Microsoft Excel records the position of the cell relative to the cell that originally contained the formula. The
following exercises demonstrate:
1. Go to cell A7.
5. Go to cell B7.
9. Go to cell A10.
In addition to typing a formula, as you did in Lesson 1, you can also enter formulas by using Point mode.
When you are in Point mode, you can enter a formula either by clicking on a cell with your mouse or by
using the arrow keys.
2. Type =.
4. Type +.
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6. Type +.
8. Press Enter.
9. Look at the Formula bar while in cell A10. Note that the formula you entered is recorded in cell
A10.
Copying by Using the Menu
You can copy entries from one cell to another cell. To copy the formula you just entered, follow these
steps:
2. Choose Edit > Copy from the menu. Moving dotted lines appear around cell A10, indicating the
cells to be copied.
3. Press the Right Arrow key once to move to cell B10.
4. Choose Edit > Paste from the menu. The formula in cell A10 is copied to cell B10.
Compare the formula in cell A10 with the formula in cell B10 (while in the respective cell, look at the
Formula bar). The formulas are the same except that the formula in cell A10 sums the entries in column A
and the formula in cell B10 sums the entries in column B. The formula was copied in a relative fashion.
Before proceeding with the next exercise, you must copy the information in cells A7 to B9 to cells C7 to
D9. This time you will copy by using the Formatting toolbar.
Copying by Using the Formatting Toolbar
1. Highlight cells A7 to B9. Place the cursor in cell A7. Press F8. Press the down arrow key twice.
Press the right arrow key once. A7 to B9 should be highlighted.
2. Click the Copy icon , which is located on the Formatting toolbar.

3. Use the arrow key to move the cursor to cell C7.
4. Click the Paste icon , which is located on the Formatting toolbar.

5. Press Esc to exit Copy mode.
Absolute Cell Addressing
An absolute cell address refers to the same cell, no matter where you copy the formula. You make a cell
address an absolute cell address by placing a dollar sign in front of both the row and column identifiers.
You can do this automatically by using the F4 key. To illustrate:
1. Move the cursor to cell C10.
2. Type =.
3. Use the up arrow key to move to cell C7.
4. Press F4. Dollar signs should appear before the C and before the 7.
5. Type +.
7. Press F4.
8. Type +.
10. Press F4.
11. Press Enter. The formula is recorded in cell C10.
Copying by Using the Keyboard Shortcut
Now copy the formula from C10 to D10. This time, you will copy by using the keyboard shortcut.
1. Your cursor should be in cell C10.
2. Hold down the Ctrl key while you press "c" (Ctrl-c). This copies the contents of cell C10.
3. Press the right arrow once.
4. Hold down the Ctrl key while you press "v" (Ctrl-v). This pastes the contents of cell C10 in cell
D10.
Compare the formula in cell C10 with the formula in cell D10. They are the same. The formula was copied
in an absolute fashion. Both formulas sum column C.
Mixed Cell Addressing
You use mixed cell addressing to reference a cell that is part absolute and part relative. You can use the
F4 key.
1. Move the cursor to cell E1.
2. Type =.
3. Press the up arrow key once.
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4. Press F4.
5. Press F4 again. Note that the column is relative and the row is absolute.
6. Press F4 again. Note that the column is absolute and the row is relative.
7. Press Esc.
Deleting Columns
You can delete columns from your spreadsheet. To delete columns C and D:
1. Click on column C and drag to column D.
2. Choose Edit > Delete from the menu. Column D is deleted.

3. Click anywhere on the spreadsheet to remove your selection.
Deleting Rows
You can delete rows from your spreadsheet. To delete rows 1 through 4:
1. Click the row 1 and drag to row 4.
1. Choose Edit > Delete from the menu. Rows 1 through 4 are deleted.
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Inserting Columns
There will be times when you will need to insert a column or columns into your spreadsheet. To insert a
column:
1. Click on A to select column A.
2. Choose Insert > Columns from the menu. A column is inserted to the right of column A.
Inserting Rows
You can also insert rows into your spreadsheet:
1. Click on 2 to select row 2.
2. Choose Insert > Rows from the menu. A row is inserted above row 2.
Creating Borders
You can use borders to make entries on your spreadsheet stand out. Accountants usually place a single
underline above a final number and a double underline below. The following illustrates:
1. Go to cell B7.
3. Choose the Border tab.
4. In the Style box, click on the single underline.
5. Click the top of the Border box.

6. In the Style box, click on the double underline.
7. Click the bottom of the Border box.
8. Click OK. Cell B7 now has a border.
Alternate Method: Creating Borders by Using the Icon
1. Go to cell C7. Click the down arrow beside the Borders icon.
2. Select the Top and Double Bottom Border. Cell C7 now has borders.
Merge and Center
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You will sometimes want to center a piece of text over several columns. The following example shows
you how.
1. Go to cell B1.
2. Type Sample Spreadsheet.
4. Select columns B1 to D1.
5. Click the Merge and Center icon on the formatting toolbar. Cells B1, C1, and D1 are merged
and centered.
Adding Background Color
You can add background color to a cell or group of cells:
1. Go to cell B1.
3. Choose the Patterns tab.
4. Choose Sky Blue.

5. Click OK. The background of cell B1 is now Sky Blue.
Alternate Method: Adding Background Color by Using the Icon
1. Select cells B7 to D7.
2. Click the down-arrow next to the Fill Color icon .
3. Select Pale Blue. The background of cells B7 to D7 is now Pale Blue.

Using Auto Format
You can format your data manually or you can use one of Microsoft Excel's many AutoFormats.
1. Select cells B1 to D7.
2. Choose Format > Auto Format from the menu. Several formats are listed from which you can
choose.
3. Choose the Accounting 2 format.
4. Click OK. Your data is formatted in the Accounting 2 style.
Saving Your File
To save your file:
1. Choose File>Save from the menu.
3. Type lesson2 in the File Name field.
4. Click Save.
Closing Microsoft Excel
This is the end of Lesson 2. Close Microsoft Excel.
1. Choose File > Exit from the menu.
ALL THE BEST IN YOUR HANDS ON ACTIVITY WITH THE HELP OF THIS GUIDE.
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Basic Computer Skills

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Basic Computer Skills

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EDU717 INTEGRATING ICT ACROSS THE CURRICULUM

SUPPLEMENTARY GUIDE ON BASIC LITERACY SKILLS

Keyboard & Typing Tips

Mistakes happen quickly on the computer keyboard. Because of its

The Excel application will open onscreen.

your work. Go to File > Save and single click.

How to Locate and Open a Saved File

5. What advantage does a CD-ROM have over other storage methods?

Quiz - Basic Computer Skills

Any computer file

Display all files

CD-ROM can only be read once

The file is lost

This can't happen

Windows provides a search program

This operation cannot be done

The Microsoft Office Button

1. Type B10 in the Name box.

Change a Cell Entry

4. Return to cell A2.

1. Click the Microsoft Office button. A menu appears.

1. Type Add in cell A1.

Press F5. The Go To dialog box appears.

=B2-B3 in cell B4.

cell B4. The formula displays on the Formula bar.

1. Click the Microsoft Office button. A menu appears.

1. Type Add in cell A1.

1. Press F5. The Go To dialog box appears.

1. Move to cell A2.

1. Select cells A1 to D1.

1. Select cells A1 to D1.

Copy, Cut, Paste, and Cell Addressing

Copy with the Ribbon

7. Press Esc to exit Copy mode.

Copy and Paste with Keyboard Shortcuts

1. Select cells D9 to D12

1. Click the column F indicator and drag to column G.

1. Click the row 7 indicator and drag to row 12.

Select cells B6 to E6.

Merge and Center

Select cells B2 to E3.

Change the Font, Font Size, and Font Color

1. Select cell B2.

1. Select cells B2 to E3.

Move to a New Worksheet

Bold, Italicize, and Underline

1. Type Bold in cell A1.

1. Type Italic in cell B1.

1. Type Underline in cell C1.

1. Type Underline in cell D1.

1. Move to cell A6.

4. Move to cell B6.

1. Make sure you are in any cell under column A.

1. Move to cell B8.

4. Choose the Home tab.

4. Choose the Home tab.

1. Click your chart. The Chart Tools become available.

1. Click your chart. The Chart Tools become available.

4. Click Style 42. Excel applies the style to your chart.

1. Use the handles to adjust the size of your chart.

Move a Chart to a Chart Sheet

1. Click your chart. The Chart Tools become available.

1. Click your chart. The Chart Tools become available.