Using Microsoft Office 2007

Introduction to Excel Handout

INFORMATION TECHNOLOGY SERVICES
California State University, Los Angeles
Version 1.0 Winter 2009

Contents
Launching Excel 2007 ................................................................................................................... 3

Working with the Excel Interface ............................................................................................... 3

Using the Office Button ............................................................................................................ 4
Using the Quick Access Toolbar .............................................................................................. 5
Minimizing and Maximizing the Ribbon.................................................................................. 5
Using Dialog Box Launchers .................................................................................................... 6

Creating and Saving Workbooks ................................................................................................ 6

Using Save As ........................................................................................................................... 8

Opening an Existing Workbook .................................................................................................. 9

Basic Workbook Skills................................................................................................................ 10

Working With Columns and Rows ......................................................................................... 10
Selecting a Column and Row ............................................................................................ 10
Inserting a Column............................................................................................................ 11
Inserting a Row ................................................................................................................. 11
Deleting Columns and Rows ............................................................................................ 12
Navigating the Worksheet....................................................................................................... 12
Using the Name Box ............................................................................................................... 12
Entering Data .......................................................................................................................... 12
Entering Text .................................................................................................................... 12
Entering Numbers ............................................................................................................. 13
Entering a Line Break Inside a Cell ........................................................................................ 13
Cell Ranges ............................................................................................................................. 13
Entering Data in a Range .................................................................................................. 14
Editing Cell Data..................................................................................................................... 14
Deleting Cell Data............................................................................................................. 14
Copying and Moving Cell Data ........................................................................................ 14
Undo and Redo ................................................................................................................. 15

Formatting a Worksheet ............................................................................................................ 15

Live Preview ........................................................................................................................... 15
The Mini Toolbar .................................................................................................................... 15
Character Formatting .............................................................................................................. 16
Changing Font Typeface ................................................................................................... 16
Changing Font Size ........................................................................................................... 16
Changing Font Style ......................................................................................................... 16
Changing Font Color............................................................................................................... 17
Resizing and Formatting Cells ................................................................................................ 17
Changing Column Width .................................................................................................. 18
Changing Row Height....................................................................................................... 18
For additional Microsoft Office handouts, visit http://www.calstatela.edu/its/docs/office.php
 Changing Alignment ......................................................................................................... 18
Creating Cell Borders ....................................................................................................... 18
Formatting Numbers ............................................................................................................... 18

Using Simple Formulas............................................................................................................... 19

Using AutoSum....................................................................................................................... 19
Entering Formulas................................................................................................................... 20
Using Basic Functions ............................................................................................................ 20

Using Page Setup Features ......................................................................................................... 21

Changing Page Orientation ..................................................................................................... 21
Changing Margins................................................................................................................... 22
Printing With Gridlines ........................................................................................................... 23

Printing Worksheets ................................................................................................................... 23

Previewing a Worksheet ......................................................................................................... 23
Printing the Current Worksheet .............................................................................................. 25
Printing With the Print Dialog Box ........................................................................................ 25
Selecting Printers .............................................................................................................. 26

Closing a Workbook and Exiting Excel .................................................................................... 26

Using the Help Function ............................................................................................................. 26

Online Help ....................................................................................................................... 27

Introduction to Microsoft Excel 2007 - 2

Introduction to Microsoft Excel 2007
Microsoft Excel 2007 is a software application that can be used a spreadsheet for creation of
small databases, data management, or for chart creation. The electronic spreadsheet portion of
Excel allows the users to perform sophisticated calculations and the creation of formulas that
automatically calculate answers. Data management capability allows the manipulation of lists of
information such as names, addresses, inventory items, prices, etc. The information created in an
Excel spreadsheet or database can be used to create Excel charts.

This guide is an introduction to Excel 2007 and illustrates the basic functions the program offers.
Please start from the beginning for a general overview or choose the topics from the Contents
page.

Launching Excel 2007

There are six Open Access Labs (OAL) on campus. Users can follow these steps to launch Excel
2007 from any computer in OALs.

To start Excel 2007 in the Open Access Labs:

1. Click the Start button at the bottom left corner of the screen.
2. Select the All Programs option.
3. Select the Microsoft Office folder.
4. Click the Microsoft Excel 2007 icon.

Working with the Excel Interface

Excel launches with a new blank workbook with three blank worksheets (see Figure 1). The
Title Bar displays the name of the current workbook and the name of application. By default, a
new blank workbook is called “Book1” and the three blank worksheets are named “Sheet1,”
“Sheet2,” and “Sheet3.” A workbook is a collection of individual worksheets. A worksheet is a
grid composed of 256 columns and 65,536 rows. The intersection of a row and column is called
a cell. Cells are used to store data entries. Each cell is referred to by its cell address consisting of
the column letter and the row number. For example, the address of the cell in the first column
and the first row of a worksheet is “A1.” The active cell is the currently selected cell where data
can be enter and edited. The active cell has a thick black border around it, and its address
appears in the Cell Name Box. Only one cell can be active at a time. Excel 2007 includes many
enhancements to make working with the workbook and worksheets easier, and to make it more
professional looking. Refer to Table 1 for a brief description of each item.

Introduction to Microsoft Excel 2007 - 3

Table 1 - Excel Interface and Components
Item Description
Title Bar Contains the title of the workbook and the application
Office button Grouping of commands to save, open, print and perform
other commands common to all Office applications
Quick Access Collection of buttons to quickly access regularly used
Toolbar features of the application
Ribbon Contains many features formerly found in menu structures
Tabs Individual collections (groups) of commands within the
Ribbon
Scroll Bars Move around a worksheet, up or down, left or right
View Options Excel 2007 provides several different ways to view a
workbook
Dialog Launcher A control for accessing more features contained within a
group on the Ribbon
Worksheet Tab Indicates the worksheet name and which worksheet is
active
Zoom Control Controls the magnification of the slide
Cell Name Box Indicates the active cell or the upper, left cell in a
range of cells.
Formula Bar Indicates the data value in a cell, or a formula (if
present)

The redesigned user interface includes the components illustrated in Figure 1.

Figure 1 - The Excel Interface

USING THE OFFICE BUTTON

Excel provides a collection of commands common to all Office applications that are grouped
under the Office Button. The Office Button replaces the File menu that was found in previous
versions of Microsoft Office. Clicking the Office Button (see Figure 2) will open a dialog box
displaying the commands available (see Figure 3). In addition, Excel can be customized by

Introduction to Microsoft Excel 2007 - 4

clicking the button at the bottom of the dialog and selecting or deselecting the
options available.

Figure 2 - The Office Button Figure 3 - Commands within the Office Button Group

USING THE QUICK ACCESS TOOLBAR

The Quick Access Toolbar is located above the Ribbon and contains common, frequently used
commands. The commands available from the Quick Access Toolbar are always visible, which
eliminates searching through the Ribbon or tabs (see Figure 1).

MINIMIZING AND MAXIMIZING THE RIBBON

Users can minimize the Ribbon, which will allow more of the slide to be visible in the active
window. When minimized, only the tabs will be visible. All of the commands within the groups
of each tab on the Ribbon will still be available.

To minimize the Ribbon:

1. Click the Customize Quick Access Toolbar drop-down arrow . The Customize Quick
Access Toolbar menu will open (see Figure 4).
2. Select the menu item. The Ribbon will be concealed.

Introduction to Microsoft Excel 2007 - 5

 Figure 4 - Customize Quick Access Toolbar Menu

To use commands in the Ribbon while minimized:

1. Click the tab where the command is located. The Ribbon will re-appear.
2. Click the tab again and the Ribbon will be concealed.

To maximize the Ribbon:

1. Click the Customize Quick Access Toolbar drop-down arrow . The Customize
Quick Access Toolbar menu will open (see Figure 4).
2. Click the menu item. The Ribbon will reappear.

USING DIALOG BOX LAUNCHERS

Dialog Box Launchers are a new feature in Excel 2007. These buttons appear in most (but
not all) of the command groups of the Ribbon in each tab. If a group has a Dialog Box
Launcher it will be located in the lower right corner of the group. Clicking a Dialog Box
Launcher opens a specific dialog box that is relevant to the group.

Creating and Saving Workbooks

Whenever the Excel application is launched from the menu, a new blank workbook
opens. Users can also create new workbooks while existing workbooks are open. Once a
workbook is opened or created, data can be entered by clicking inside a cell and using the
keyboard. Pressing the [Enter] key will automatically move the insertion point to the beginning
of the cell in the next row, but in the same column.

NOTE: If the [Enter] key is not pressed and the amount of information exceeds the visible cell width, the
cell will take on an overflow appearance with the column separator lines not visible (see Figure 5)

Figure 5 - Example of Cell A1 with Overflow

Introduction to Microsoft Excel 2007 - 6

To create a new workbook while an existing workbook is open:
1. Click the Office Button (see Figure 2) then click the New button in the available
options. The New Workbook dialog box opens (see Figure 6).
2. Click the button in the Templates column of the dialog box.
3. Select the option in the Blank and recent section of the dialog box.
4. Click the button. A new blank workbook will open in a Microsoft Excel
window independent of the existing workbooks. The dialog box will close.

Figure 6 - New Workbook Dialog Box

To save a new workbook for the first time:

1. Click the Save button on the Quick Access Toolbar. The Save As dialog box opens
(see Figure 7).
2. Enter a name for the workbook in the text box.

Introduction to Microsoft Excel 2007 - 7

 Figure 7 - Save As Dialog Box

NOTE: By default, workbooks are saved in the My Documents folder on the main drive of the
computer. If the user wants to save the workbook in a different folder or drive, click the
drop-down arrow and select a different location.

3. Click the button to save the file. The dialog box will close.

NOTE: By default, workbooks are saved with a file extension of .xlsx. This extension makes the
workbook compatible only with Excel 2007. If this file extension is used, the workbook will not open
in previous versions of Excel (97, XP, or 2003). If the user wants the workbook to be compatible with
previous versions of Excel then the Save As option should be used as described below.

NOTE: After a workbook has been saved for the first time, clicking the Save button on the
Quick Access Toolbar will save any changes without the Save As dialog box opening.

USING SAVE AS
The Save As option allows a user to save a new or existing workbook in a different format other
than the default Excel 2007 format. This can eliminate workbook incompatibility with users who
do not use Excel 2007.

To use the Save As option:

1. Click the Office Button to display the commands within the Office Button group.
2. Hover the mouse over the Save As button to display the options available (see Figure 8).
3. If compatibility with previous versions of Excel is desired, select the
option. The Save As dialog box will open with the Excel 97-2003
file format automatically selected.
4. If a different format is desired (such as a template or web page format) then click the
drop-down arrow and select the appropriate format.
5. Enter a name for the file in the text box.
6. Click the button to save the workbook in a different format.
Introduction to Microsoft Excel 2007 - 8
 Figure 8 - Save As Options

Opening an Existing Workbook

After creating and saving a workbook, the file resides on a disk. To view or edit an existing
workbook, it must first be opened from the disk.

To open an existing workbook:

1. Click the Office Button.
2. Click the Open button in the list of available options (see Figure 3). The Open dialog box
appears (see Figure 9).

NOTE: If the desired workbook is not in the default folder, click the drop-down arrow and
navigate to the appropriate folder and/or drive.
3. Click on the workbook name and, if necessary, click the button.

Introduction to Microsoft Excel 2007 - 9

 Figure 9 - Open Dialog Box

Basic Workbook Skills

Worksheets consist of rows and columns. To navigate a worksheet, standard navigation keys on
the keyboard can be used.

WORKING WITH COLUMNS AND ROWS

Columns and rows are used to store information in Excel. Usually columns represent the field
common for each individual entry, and rows represent the list of the entries. For example, a
column can contain grades of students on a final exam, while rows contain the list of students in
the class.

Selecting a Column and Row

Users must select columns and rows to perform functions such as formatting rows or columns,
changing the width of several columns at a time, changing the height of several rows at a time, or
inserting and deleting columns or rows.

To select a single column, click the desired column header, to select a single row, click the
desired row indicator.

To select both a column and a row as in Figure 10:

1. Click the desired column header.
2. Hold the [Ctrl] key and click the desired row indicator.

Introduction to Microsoft Excel 2007 - 10

 Figure 10 - Selecting Rows and Columns

Inserting a Column
A newly inserted column will appear to the left of the active (selected) column.

To insert a column:
1. Right click a cell in the column next to where the new column will be inserted.
2. Select the command from the menu. The Insert dialog box opens (see Figure 11).
3. Click the option button.
4. Click the OK button. A new column will be inserted.
OR
1. Right-click the mouse button on the column header.
2. Select the option.

Figure 11 - Insert Dialog Box Figure 12 - Delete Dialog Box Figure 13 - Name Box

Inserting a Row
A newly inserted row will appear above the row that is active (selected).

To insert a row:
1. Right click a cell in the row above where the new row will be inserted.
2. Select the command from the menu. The Insert dialog box opens (see Figure 11).
3. Click the option button.
4. Click the OK button. A new row will be inserted.
OR
1. Right-click the mouse button on the row indicator
2. Select the option.

Introduction to Microsoft Excel 2007 - 11

Deleting Columns and Rows
To delete a column:
1. Right click a cell in the column.
2. Select the command. The Delete dialog box opens (see Figure 12).
3. Select the command.
4. Click the OK button.
OR
1. Right-click the mouse button on the column header. A shortcut menu appears.
2. Select the command.

To delete a row:
1. Right click a cell in the row.
2. Select the command. The Delete dialog box opens (see Figure 12).
3. Select the command.
4. Click the OK button.
OR
1. Right-click the mouse button on the row indicator. A shortcut menu appears.
2. Select the command.

NAVIGATING THE WORKSHEET

Users can use the keyboard to navigate between cells in a worksheet (see Table 2).
Table 2 - Navigating the Worksheet
Action Description
One Cell At A Use the [Arrow] keys on the keyboard to move up, down,
Time left, or right. The [Enter] key can be used to move down,
the [Shift+Enter] combination can be used to move up, the
[Tab] key can be used to move to the right, and the
[Shift+Tab] combination can be used to move left.
One Screen At A Press the [Page Up] and [Page Down] keys to move up or
Time (Up and down one screen at a time. The active cell will move up
Down) or down as indicated.
One Screen At A Press the [Alt+Page Down] keys to move one screen to the
Time (Left and right; and press the [Alt+Page Up] keys to move one screen
Right) to the left. The active cell will move right or left as
indicated.

USING THE NAME BOX

The Name Box (see Figure 13) can be used to navigate to a specific cell. Clicking inside the
Name Box will highlight the contents. Typing in a specific cell address and pressing the [Enter]
key will move the active cell to that address.

ENTERING DATA
Data can be text or numeric. Text is defined as any combination of numbers and letters.
Numeric entries are limited to numbers. Numbers can exist as independent values or as values
derived from a formula.

Entering Text
Text will automatically align to the left in a cell. If the length of the text is greater than the width
of the column, it will appear as if it is occupying adjacent cells (see Figure 14). When text is

Introduction to Microsoft Excel 2007 - 12

entered into the adjacent cell, the long text entry appears as if characters have been deleted (see
Figure 15 (the characters have not been deleted and will appear if the width of the column is
adjusted to accommodate the entry) (see Changing Column Width section of this handout).

Figure 14 - Apparent Content Overflow Figure 15 - Apparent Content Deletion

To enter text:
1. Click in the cell in where the text will be entered.
2. Type the text into the cell. The text will also appear in the Formula bar.
3. Press the [Enter] or the [Tab] key to exit the cell

Entering Numbers
Numbers are automatically aligned to the right in a cell. To enter a negative value, type a minus
[-] sign before the number or enclose the number in parenthesis. Decimals are indicated by
typing a period [.] and typing numeric values after. Additionally, dates are considered numeric
values that can be manipulated through mathematical calculations. (See Formatting
Numbers for further information).

To enter number:
1. Click in the cell where the data will be entered.
2. Type the number into the cell. The number will also appear in the Formula bar.
3. Press the [Enter] or the [Tab] key to exit the cell

ENTERING A LINE BREAK INSIDE A CELL

Users may want to add several lines of data into a cell. It is possible to control the line breaks for
multiple-line headings or labels in Excel, similar to Microsoft Word (see Figure 16).

To enter a line break inside a cell:

1. Click the cell where the label or heading will be added.
2. Type the first line of information.
3. Press the [ALT+Enter] key combination
4. Type the second line.
5. Repeat the steps 3 and 4 if there are additional lines that
need to be entered. Figure 16 - Example of a Cell with
6. Press the [Enter] key when finished. Line Breaks

CELL RANGES
A group of selected cells is called a range (see Figure 17). The range is identified by the
addresses of the first and last cell.

To select a range:
1. Click the first cell in the range to be selected.
2. Drag the pointer across the range of cells to select.
3. Release the mouse button. The range of cells will be highlighted.
OR
1. Click the first cell in the range to be selected.
2. Hold down the [shift] key and click in the last cell of the range.

Introduction to Microsoft Excel 2007 - 13

 NOTE: It is also possible to use the combination of keyboard and mouse to select nonadjacent ranges.
To select nonadjacent cells, select the first group of cells, hold the [Ctrl] key down on the keyboard
and select the nonadjacent group of cells (see Figure 18).

Figure 17 - Adjacent Range of Cells Figure 18 - Nonadjacent Range of Cells

Entering Data in a Range

Select the range in which data will be entered (follow the steps above). The range of cells must
be highlighted.

In an adjacent range of cells, the data being entered will automatically begin at the first cell in
the range. To begin entering data into a cell other than the first in the range, press the [Tab] key
to move to the right; press the [Shift+Tab] keys to move left; press the [Enter] key to move
down; or press the [Shift+Enter] keys to move up.

EDITING CELL DATA

Once data have been entered into a cell, the contents of the cell can be modified by editing,
deleting, copying, or pasting. If data are entered into a cell that already has an entry, the new
entry will replace the old one. Users do not have to be in edit mode.

To edit cell entries:

1. Double-click a cell. Excel will shift the cell into edit mode with the content appearing in
the Formula bar.
2. Cell can be edited in the cell itself or in the Formula bar.

Deleting Cell Data

To delete cell data:
1. Select the cell or cell range to delete.
2. Press the [Delete] key on the keyboard.

Copying and Moving Cell Data

In addition to typing data into cells, users can also copy or move data from a cell or range of
cells to another. Copying and pasting cell data leaves the data in the original cell(s) and
duplicates it into the target cell(s). Cutting and pasting cell data moves the data from the original
cell(s) and places it into the target cell(s).

To copy and paste:

1. Select the cell or the cell range to copy (see Cell Ranges).
2. Select the Home tab on the Ribbon.
3. Click the Copy button in the Clipboard group. A blinking marquee appears
around the selected cell or range (see Figure 19).
4. Select the target cell or range into which to paste the copied cell content.
5. Click the Paste button in the Clipboard group (see Figure 20).
Introduction to Microsoft Excel 2007 - 14
 6. Press the [Esc] key to remove the blinking marquee.

Figure 19 - Cells with Marquee Figure 20 - Paste Button

To cut and paste:

1. Select the cell or the cell range to cut.
2. Click the Cut button on the Standard toolbar. A blinking marquee appears
around the selected cell or range (see Figure 19).
3. Select the target cell or cell range into which to paste the cut cell contents.
4. Click the Paste button in the Clipboard group (see Figure 20).

Undo and Redo

If the user makes a mistake or desires to cancel an action just performed, it is possible to undo or
redo it. The Undo feature allows undoing the results of a previous command or action.

To undo an action:
1. Click the Undo button in the Clipboard group. The user may click the Undo button
as many times as needed in succession.

Once the Undo feature is used, the Redo feature becomes available. It restores the results of
actions that were undone with the Undo feature.

To redo an action:
1. Click the Redo button in the Clipboard group.

Formatting a Worksheet
Formatting the characters in a worksheet can enhance the appearance of the worksheet and
provide a more professional appearance to the entire worksheet.

LIVE PREVIEW
Live Preview is a new feature in Excel 2007. In the case of character formatting, Live Preview
applies to the Font typeface, Font size, and Font color. Live Preview allows the user to visualize
how a different typeface, size, or color will appear within the document. Live Preview
temporarily displays any changes to a selected object or selected text in the document without
actually changing it.

THE MINI TOOLBAR

Another new feature in Word 2007 is the Mini Toolbar. The Mini Toolbar contains frequently
used formatting commands and appears in a semi-transparent mode whenever text is selected for
formatting. Moving the mouse over the toolbar activates it and makes the options available for
use (see Figure 21). Most of the formatting options on the Mini Toolbar are discussed in the
following sections.
Introduction to Microsoft Excel 2007 - 15
CHARACTER FORMATTING
Character formatting enhances the appearance of text, and includes font typeface, font size, font
style, and font color. Character formatting is applied using the features found on the Home tab of
the Ribbon in the Font group (see Figure 22).

Figure 21 - The Mini Toolbar Figure 22 - Font Group

Changing Font Typeface

A font typeface is defined as a group of characters sharing similar type attributes. The default
font typeface for new documents in Excel 2007 is Calibri.

To change the font typeface for selected text:

1. Select the text to change.
2. Click the Font Typeface drop-down arrow in the Font group. A list of available fonts
will appear.
3. Select the desired font name to change the font typeface.

Changing Font Size

Font size refers to the height of printed text on a page and is measured in units called points.
There are 72 points in one inch. The higher the number entered for the font size, the larger the
text will be. The default font size for new documents in Excel is 11 points.

To change the font size for selected text:

1. Select the text to change.
2. Click the Font Size drop-down arrow in the Font group. A list of available font sizes
will appear.

NOTE: Font sizes are not listed in increments of one point. If a desired font size is not listed in the
Font Size drop-down list, click the number instead of the drop-down arrow, manually enter the
desired font size and press the [Enter] key to apply the new font size.

3. Select the desired font size.

Changing Font Style

Font style refers to font type enhancement. See Table 3 for examples of the available font styles.

Introduction to Microsoft Excel 2007 - 16

Table 3 - Font Styles
Button Font Style Example
Bold Example of Bold text
Italic Example of Italicized text
Underline Example of Underlined text

NOTE: It is possible to apply more than one font style to text.

CHANGING FONT COLOR

Two aspects of font color can be styled. The background color of the text (also known as the Fill
Color) can be changed from the default color of white and the color of the font itself can be
changed from the default color of black.
To change the Fill Color for selected text:
1. Select the text to change.
2. Click the Fill Color drop-down arrow on the Fill Color button in the Font group.
The available highlight colors will appear (see Figure 23).
3. Select the desired color.

To change the Font Color for selected text:

1. Select the text to change.
2. Click the Font Color drop-down arrow on the Font Color button in the Font group.
The available font colors will appear (see Figure 24).
3. Select the desired color.

NOTE: Once a color has been selected for either of the styles, it will remain selected until changed.
To apply the same color to different text in the document, highlight the text and click the Font Color
button or the Fill Color button.

Figure 23 - Fill Colors Figure 24 - Font Colors

RESIZING AND FORMATTING CELLS

The user can change the size of the columns and rows to make them more appropriate.
Formatting cells can improve the appearance of the worksheet.

Introduction to Microsoft Excel 2007 - 17

Changing Column Width
A cell entry can contain up to 32,768 characters. By default, column width is 8.43 characters. If
the user enters a value that does not fit within the column width, the characters “spill over” into
the next column cells (see Figure 14) (appears to occupy the cell(s) to the right). A number that
does not fit within a column is displayed as a series of pound signs (#####). To accommodate
the length of data in a cell, change the width of a column.

To change a column width:

1. Position the mouse pointer between column headers. The pointer will change to a two-
direction arrow with a vertical line through it .
2. Hold down the left mouse button and drag the line to the right or left.

To set the width of the column to fit the widest cell:

1. Move the pointer between the column header of the column to adjust and the column
header immediately on the right.
2. Double-click the left mouse button.

Changing Row Height

Row height is automatically adjusted to accommodate larger font sizes, but users may also adjust
them manually.

To adjust a row height:

1. Position the mouse pointer between row headers. The pointer will change to a two-
direction arrow with a horizontal line through it .
2. Hold down the left mouse button and drag the line up or down.

Changing Alignment
To change the alignment of the text in the cell(s):
1. Select the cell(s) to change.
2. Click the Left , Center , or Right align
buttons in the Alignment group.

Creating Cell Borders

Adding a border to selected cells or cell ranges is a convenient
way to distinguish those cells from others.
To select cell borders:
1. Select the cell or cell range around which to place a
border.
2. Click the Borders drop-down arrow in the Font group
(see Figure 22).
3. Select the desired border (see Figure 25).

Figure 25 - Border Drop-down

Menu

FORMATTING NUMBERS
Cells can be formatted to change the appearance of a number in a cell. Formatting modifies the
appearance of the worksheet. Using formatting, the user can add features such as dollar signs

Introduction to Microsoft Excel 2007 - 18

($), percent symbols (%), commas (,), and the fixed number of decimal places that will be
displayed.

NOTE: Formatting does not change the underlying value of any number. The value will still be used in
calculations.
To format a currency value:
1. Select the cell or range of cells to
format.
2. Click the Accounting Number
Format button in the Number
group.

Figure 26 - Accounting Number Format Drop-down

Menu

NOTE: If currencies other than U. S. dollars are needed, click the Accounting Number Format
drop-down arrow and select a currency from the list of options (see Figure 26).

To format a cell in a percent style:

1. Select the cell or range of cells to format.
2. Click the Percent Style button in the Number group.

To format a cell in a comma style that denotes units of thousands:

1. Select the cell or range of cells to format.
2. Click the Comma Style button in the Number group.

To increase the number of decimal places in a number:

1. Select the cell or range of cells to format.
2. Click the Increase Decimal button in the Number group.

To decrease the number of decimal places in a number:

1. Select the cell or range of cells to format.
2. Click the Decrease Decimal button in the Number group.

Using Simple Formulas

Excel allows users to perform sophisticated calculations and create formulas. The advantage of
using formulas is that when data in the worksheet changes, all the formulas are recalculated and
the results displayed automatically. This feature assists in developing budgets, forecasting
models, creating sales plans, estimating marketing projections, calculating invoices, generating
banking statements, or any other applications that may involve formulas and functions.
Formulas begin with an equal sign (=) because they contain cell addresses. The equal sign
prevents Excel from interpreting the formula as text, since text addresses begin with letters.

USING AUTOSUM
Excel has built-in functions that are shortcuts for formulas. The most commonly used function is
the Sum function, which calculates the total of the values in a range of cells. The AutoSum
button in the Editing group on the Home tab of the Ribbon is a shortcut to enter the formula in
the active cell. AutoSum is an easy way to sum values in a row or column of a worksheet.

Introduction to Microsoft Excel 2007 - 19

When the user clicks the AutoSum button, a suggested range of cells for the function is selected
with a blinking colored border around it, and the Sum formula appears in the active cell (see
Figure 27). Depending on the position of the active cell, the suggested range of values can be
either a row or column. If the active cell is at the bottom of a column, the column of values
above the active cell is selected; if the active cell is at the end of a row, the row of values to the
left of the active cell is selected. If necessary, the selected range can be changed by dragging the
selection borders.

To use the AutoSum function:

1. Click the cell where the total of values needs to be entered.
2. Click the AutoSum button in the Editing group.
3. To accept the range of cells and perform the calculation, lick the AutoSum button again,
or press the [Enter] key on the keyboard. The total of the selected values appears in the
active cell and the formula appears in the Formula Bar.

NOTE: For the example shown in Figure 27, the Formula Bar would display when
the cell containing the formula is selected.

Figure 27 - Cells
Selected by the Figure 28 - Commonly Used
AutoSum Function Functions Figure 29 - Insert Function Dialog Box

ENTERING FORMULAS
To enter a formula, it is necessary to click the cell where the calculated value will appear.

To enter formulas manually:

1. Select the cell where the formula will be entered.
2. Type [=SUM(first cell address in the range:last cell address in the range)].

NOTE: The two cell addresses are separated by a colon. Example: [=SUM(A1:A9)].

3. Press the [Enter] key on the keyboard to perform the calculation.

USING BASIC FUNCTIONS

Clicking the AutoSum drop-down arrow will display the most commonly used functions (see
Figure 28). To display all functions built into Excel, click the menu item. The
Insert Function dialog box will open and all functions will be accessible to the user (see Figure
29). Using either of these options will enter any function. The user need only select the cells that
will be used by the function to perform the calculation.
Introduction to Microsoft Excel 2007 - 20
Using Page Setup Features
The features on the Page Layout tab of the Ribbon in the Page Setup group (see Figure 30) can
be used to manage worksheet attributes such as the orientation of the worksheet, the size of the
margins, and whether or not gridlines appear when the worksheet is printed.

Figure 31 - Page Orientation Drop-down

Figure 30 - Page Setup Group Menu

CHANGING PAGE ORIENTATION

The user can change the orientation of a worksheet so that it prints either vertically (portrait
orientation) or horizontally (landscape orientation) on a page. In portrait orientation (the
default), the shorter edge of the paper is at the top.

To change the page orientation:

1. Select the Page Layout tab on the Ribbon.
2. Click the Orientation drop-down arrow in the Page Setup group (see Figure 31).
3. Select either the Portrait or the Landscape option.
OR
1. Click the Page Setup dialog box launcher . The Page Setup dialog box opens (see
Figure 32).
2. If necessary, click the Page tab.
3. In the Orientation section, select either the Portrait or Landscape option button.
4. Click the OK button.

Introduction to Microsoft Excel 2007 - 21

 Figure 32 - Page Setup Dialog Box (Page Tab Selected)

CHANGING MARGINS
The margins define the printed area on the page. They control the distance between the edge of
the paper and the data on the page. Larger margins reduce the printed area. If the worksheet is
smaller than the print areas on the page, the Center on Page section feature can be used as
described below to center the worksheet between horizontal and vertical margins.

To change margins:
1. Click the Margins drop-down arrow in the Page Setup group (see Figure 30).
2. Select a set of margins from the options available.
3. If the desired margins are not available, click the option. The Page
Setup dialog box will open (see Figure 34).
OR
1. Click the Page Setup dialog box launcher . The Page Setup dialog box opens (see
Figure 34).
2. If necessary, click the Margins tab.
3. Click inside the spin boxes and type in the margins manually, or use the spin box arrows
to set the margins.
4. Click the OK button.

Introduction to Microsoft Excel 2007 - 22

 Figure 33 - Margins Drop-down Menu Figure 34 - Page Setup Dialog Box (Margins Tab Selected)

PRINTING WITH GRIDLINES

By default, Excel will not print the gridlines on the worksheet. Printing the gridlines may make
the spreadsheet easier to read because they visibly separate rows and columns. Excel gives the
option to print a worksheet with or without gridlines.

To print with gridlines:

1. Click the Print check box in the Gridlines section in the Sheet Options group.
OR
1. Click the Sheet Options dialog box launcher . The Page Setup dialog box opens (see
Figure 34).
2. If necessary, click the Sheet tab.
3. Click the Gridlines check box in the Print section.
4. Click the OK button.

Printing Worksheets
After a worksheet is completed, it can be previewed before being printed. Printing options are
accessed using the Office Button and hovering the mouse over the Print button (see Figure 37).
Print Preview allows the document to be viewed as it will be printed. Quick Print sends the
worksheet directly to the printer and does not allow the user to change any print settings.
Selecting the Print item opens the Print dialog box.

PREVIEWING A WORKSHEET
Before printing, it is recommended to preview a worksheet to see how the data appears on each
page. The Print Preview feature shows how the worksheet will look when it is printed.

To preview a worksheet:
1. Click the Office Button on the upper left corner of the Excel window.
2. Hover the mouse over the Print button.

Introduction to Microsoft Excel 2007 - 23

 3. Click the menu item. The worksheet opens in the Print Preview window
(see Figure 39).
4. To exit Print Preview, select the Print Preview tab of the Ribbon.
5. Click the Close Print Preview button in the Preview group.

Figure 35 - Print Figure 36 - Page Setup Dialog Box (Sheet Tab

Check Box Selected) Figure 37 - Printing Options

Figure 38 - Print Dialog Box

Introduction to Microsoft Excel 2007 - 24

 Figure 39 - Print Preview Window

PRINTING THE CURRENT WORKSHEET

To print one copy of the worksheet that is displayed:
1. Click the Office Button.
2. Hover the mouse over the Print button
3. Click the menu item. The worksheet will be sent to the printer and printed.

PRINTING WITH THE PRINT DIALOG BOX

Multiple printing options are available when using the Print dialog box (see Figure 38). Using
the Print dialog box allows users to print a range of cells, specific pages or a range of pages, and
print multiple copies.

To print a selected range of cells:

1. Select the range of cells to be printed.
2. Click the Office Button.
3. Click the Print button. The Print dialog box opens (see Figure 38).
4. Click the Selection option button in the Print What section.
5. Click the OK button.

To print a specific pages or a range of pages:

1. Click the Office Button.
2. Click the Print button. The Print dialog box opens (see Figure 38).
3. Enter the starting page number of the page range in the From: text box in the Print
Range section.
4. Enter the ending page number in the To: text box in the Print Range section.
5. Click the OK button.

To print multiple copies:

1. Open the Print dialog box as described above
2. Enter the number of copies to print in the Number of copies: spin box in the Copies
section.
3. Click the OK button.

Introduction to Microsoft Excel 2007 - 25

Selecting Printers
A printer can be selected by clicking the Name drop down arrow in the Printer section of the
Print dialog box (see Figure 38) and selecting a printer from the list.

Closing a Workbook and Exiting Excel

When finished working on a workbook, the user can close it or exit the Excel program.

• The Close button located on the

right side of the Title bar will
close the Excel application (see
Figure 40).
• The Close Window button
located on the right side of the
Ribbon will close only the file
(see Figure 40). Figure 40 - Close Buttons

A file can also be closed by clicking the Office Button and selecting the option.
Additionally, the Excel application can be exited by clicking the Office Button then clicking the
button.

NOTE: If the work has not been saved, selecting any of the close options will result in a warning
reminding the user to save changes before closing the file or the Excel application.

Using the Help Function

Excel 2007 has an extensive Help function to answer any questions the user may have regarding
the commands and functions of Excel. The Help function includes two components, the
component that is built in to the Excel application and the online component that is available if
an active Internet connection is available. The Help function can be activated from the Excel user
interface by clicking the Microsoft Excel Help button located in the upper right corner of
the interface. It can also be activated from any open dialog box by clicking the Help button
which is located in the upper right corner of all dialog boxes. Clicking either of these buttons will
open the Help dialog box (see Figure 41). When the dialog box opens, the user is presented with
a list of general help topics in the Browse Excel Help section (see Figure 41). Clicking on any of
the links will take the user to more detailed information about that topic. If the topic is not
present in the Browse Excel Help section, the user can perform a search of the Help function.

To search the Help function:

1. Click inside the Search text box (see Figure 41).
2. Type in a keyword or keywords related to the topic.
3. Press the [Enter] key. Excel will search the Help function and present the user with a list
of topics that are most relevant to the search.

Introduction to Microsoft Excel 2007 - 26

 Figure 42 - Office Online (Not Activated)

Figure 41 - Help Dialog Box Figure 43 - Office Online (Activated)

Online Help
The Excel Help function can also be used to connect to Office Online. By connecting to Office
Online, the user can find templates, Clip Art, information about Microsoft Office products and
more Help topics on the Internet.

To activate Office Online:

1. Click the button in the lower right corner of the Help dialog box.
2. Click the option (see Figure 42). The status will change to
.

To deactivate Office Online:

1. Click the button in the lower right corner of the Help dialog
box.
2. Click the option (see Figure 43). The status will change
to .

Introduction to Microsoft Excel 2007 - 27