Excel

1. 01/30/15 1
Excel for Beginners
Class 1
Introduction, Entering Data, Changing
Row Height and Column Width,
Formatting the Text

2. 2
Introduction to Microsoft Excel
Excel is a powerful
spreadsheet program you
can use to enter and
organize data. Excel is the
second most used program
in the Office suite, behind
Word. Excel can organize,
track and chart large
quantities of data. You can
use it to balance your
checkbook or create a sales
and profit chart for the past
year.

3. 3
Lab: Starting Excel
Two ways to start Excel
1. Double Click on the
Excel icon (see picture to
the top left)
OR
(See picture to the bottom
left)
1. Click Start
2. Roll mouse to Programs
3. Roll mouse to Microsoft
Office
4. Click Microsoft Excel

4. 4
Excel: Rows and Columns
Excel is made up of
rows and columns
Rows run up and down
The rows have numbers 1-65,000
Columns run side to side
The columns have letters A-IV

5. 5
Lab: Cells each have their coordinates
Excel is made up of cells.
When you click on a cell as in the
picture to the left, it has
column letter and a row
number.
The cell is under the column B
and it is in the first row.
You can see B1 in the Name Box
1. Click on any cell, and watch
the coordinates change in
the name box

6. 6
Excel Parts: Name Box & Formula
Bar
Two parts that are circled in the
picture to the left.
Name Box: It is the box where
you see B1 on the far left. It
tells you what cell you
currently have selected.
Formula Bar: It is the box where
you see February, it is just to
the right of the Name Box. It
allows you to enter data into
cells (including formulas)
As you can see cell B1 contains
February

7. 7
Moving Around in Excel
Using the Scroll bars on the
bottom and right side.
You can move the screen
left and right by clicking
the left and right arrows
on the scroll bar on the
bottom.
You can move the screen
up and down by clicking
on the up and down
arrows on the right side
scroll bars.

8. 8
Introduction:
Entering data into cells
You can enter letters,
numbers and
formulas into a cell.
You must click on the
cell you want to enter
data into.
You can see January in
the cell and in the
formula bar.

9. 9
Lab: Entering Data into Cells
Two ways to enter data into
cells
Type in the cell itself
1.Click in cell A1
2.Type: January
Type in formula bar
1. Click in cell B1
2. Click in the Formula Bar (just to
the right of fx (see picture to the left
top arrow is pointing to it)
3. Type: February

10. 10
Lab: Entering Data into Cells
Shortcuts
Three ways to move from cell to cell.
First Way
1. Press Tab key on keyboard
(located on the left side of the keyboard)
(Tab can only move left and right: Hold
down Shift and press tab to move left)
Second Way
1. Press Arrow keys on the keyboard. You
can use the left, right, up and down arrow
keys (located toward the right side of the
keyboard)
Third Way
1. Click in the cells that you want to move in
by clicking the mouse.

11. 11
The Great Undo Button
The Undo button is so handy
because it allows you to
go back a step or several
steps. If you type a letter,
after you click the undo
button the letter is gone.
1. Click cell A1
2. Type: a
3. Click any cell
4. Click the undo button
The “a” is gone.
You can go back many steps
by clicking on the undo
button.

12. 12
Lab: Entering Data and
Moving to the Next Cell
We will enter the months of the year up
until June.
1. Click in cell C1
2. Type: March
(Don’t forget the undo button if you make a
mistake!)
3. Press Tab key once
4. Type: April
5. Press right arrow key once
6. Type: May
7. Use your mouse and
click cell F1
8. Type: June
You can see that you can move from
cell to cell with the tab key, arrow
keys and clicking with the mouse,
you can decide which one you like
to use.

13. 13
Changing Row Size
Sometimes you want to
type larger words,
numbers or formulas
that won’t fit in the
standard cell.
You can stretch row
height and column
width to allow yourself
more room.

14. 14
Lab: Changing Row’s Height
Changing Row’s
Height
1. Click in cell A1
2. Roll your mouse until you have
your arrow just underneath the
1 in row one. (see picture to the
left)
3. You should see your arrow
turn into a little line with an
arrow pointing up and another
arrow pointing down.
(see picture to the bottom left)
4. Hold down the left button on
the mouse and drag the
double-headed arrow down
about 2 inches.

15. 15
Lab: Changing Row’s Height
Continued
Changing row height in multiple rows
1. Change the height of row 2
to one inch
2. Change the height of row 6 to one
inch
Note: You can specify a row height of 0
(zero) to 409. This value represents
the height measurement in points (1
point equals approximately 1/72
inch). If the row height is set to 0, the
row is hidden.
You can change any number of row
heights.
You can skip rows and make the rows
beneath them larger.
This allows rows to stand out or it allows
more data to be entered into the
cells
Don’t forget about the undo button.

16. 16
Lab: Changing Column Widths
Changing Column Width
1. Click in any cell (this to reactivate the
excel window)
2. At the top in the gray area, click the line
dividing column A from column B
(see picture to the left)
(Don’t forget the undo button if you make a
mistake!)
3. You should see an arrow that has two
arrow tips on either side (see picture to
the top left)
4. Holding down the left button on the
mouse drag the mouse to the right (See
picture to the bottom left)

17. 17
Formatting the Text in the Cell
You can change the text
You can change the:
Size
Alignment
Color
Font

18. 18
Lab: Changing Text Size
Changing Text Size
1. Click cell A3
2. Type: Savings
3. Click outside of cell A3, on any
other cell (this to get out of text edit mode)
4. Click cell A3
5. Click the down arrow to the right of
the Arial and the number 10
(See picture to the top left)
6. Click 20 off the drop down list.
Should look like the picture to the bottom
left.
Hint: If ever you don’t know what a button
does, place your mouse arrow on it
without clicking it. A little text box will
appear giving the button’s title and
function.

19. 19
Lab: Changing Text Alignment
Changing Text Alignment
Note: Excel is set to automatically align to
the left
1. Click in cell A4
2. Type: Checking
3. Click any other cell
(to get out of text edit mode)
4. Click cell A4 again
5. Click the right alignment button
(see picture at the top left and middle)
6. Click the center alignment button
(see pictures at the bottom left)
Hint: If ever you don’t know what a button does,
place your mouse arrow on it without
clicking it. A little text box will appear
giving the button’s title and function.

20. 20
Lab: Changing Text Color
Changing Text Color
1. Roll your mouse over the Font
color button on the toolbar, it
should say Font Color (see picture
to the left)
2. Click on cell A5
3. Type: Bonds
4. Click in any other cell
5. Click on cell A5
(don’t forget about the undo button)
6. Click on Font Color drop down
arrow
7. Select a color you would like
Hint: If ever you don’t know what a button
does, place your mouse arrow on it
without clicking it. A little text box will
appear giving the button’s title and
function.

21. 21
Lab: Changing Cell
Background Color
Changing Cell Background
Color
1. Click in cell A3
2. Just to the left of the Font Color
button click the tiny down arrow
(see picture to the left)
3. Click on any color you want
Feel free to click on more cells and try
new colors.
Changing the color makes the cell stand
out for emphasis.
To take the color out, click on No Fill

22. 22
Lab: Adding Borders to Cells
Adding Borders to Cells
1. Click cell A1
2. Click Borders button
(see picture to the top left)
3. Click dark square border in
the bottom left of the menu
4. See the border around
cell A1.
(see picture bottom left)

23. 23
Lab: Changing the Font
Changing the Font
1. Click in cell A7
2. Type: Funds
3. Click any other cell
4. Click in cell A7
5. At the top of the screen,
click the drop down
arrow to right of where it
says Arial
(See picture to the top left)
6. Click on the font of your
choice.
(See picture to the bottom
left)

24. 24
Let’s Put it All Together
We are going to create a
new worksheet using
everything that we learned.
We will create a new worksheet
Near the top left corner of the
screen click the icon that looks
like a little piece of paper. (see
picture to the top left)
You can see Book2 at the top.
Hint: If ever you don’t know what a button
does, place your mouse arrow on it
without clicking it. A little text box will
appear giving the button’s title and
function.

25. 25
Lab: Adding Column Titles
Let’s put the column
titles in:
1. Click in cell A1
2. Type: January
3. You can use Tab key or
Right Arrow key (on
keyboard) Or you can
use the mouse.
4. You should be in cell B1
5. Type: February
Turn to the next page for a
hint on how to put in
months.

26. 26
Hints: Adding Months
Hint: You can auto fill all the
months, simply by
dragging the mouse.
1. Highlight both cells that have
January & February in them.
2. Put your mouse in the bottom right
corner of the cell with February until
you see a black plus with no arrow
tips on it.
3. Hold down your left button on the
mouse and drag it across the top,
you should see the months in little
yellow pop-up windows as you move
across. Stop when you get to cell
L1.

27. 27
Lab: Adjusting Row Height
Adjusting Row Height
1. Click on the line
between 1 and 2 on the
rows
2. When you see the plus
sign with the two arrow
tips.
(See the picture on the top left)
3. Hold down the left
mouse button and drag
the row down to about
an inch.
(See picture to the bottom left)

28. 28
Lab: Changing Font Size
Changing Font Size
1. Click on cell A1
2. Click the Font size down arrow.
It is to the right of the number 10
3. Click the 14 off the menu.
4. We will adjust the columns later.
Now we’ll see a faster way to
change all of the column
headings.
1. Click on row 1 (the gray area)
2. Click the Font size down arrow
3. Click the 14 off the menu
4. The headings should look like
the picture to the bottom left.

29. 29
Lab: Changing the Font
Changing the Font
1. Click on cell A1
2. Click the down arrow by Arial
(See the picture to the left)
3. Click Antique Olive Compact
Note: If you want each of the cells
to have a different font then
you can click on the cells you
want to change and then
click the font drop down
window.
Now let’s learn the faster way
1. Click on Row 1
2. Click down arrow by Antique
Olive Compact

30. 30
Lab: Adjusting Column Widths
Adjusting Column Widths
1. Click on the line in between Column A
and B, in the gray area
2. When you see the plus sign with the
arrow tips
(see picture on the left middle)
3. Hold down the mouse and drag
column A wider. Just enough so that
January is readable.
(see picture on the left bottom)
Now let’s learn the faster way
1. Place your mouse near the line
between B and C
2. When you see the plus with the two
arrow tips, double click your mouse.
The column width will adjust to fit the text.
3. Do this for all the months
You may have to scroll to the right using
the bottom tool bar.

31. 31
Lab: Changing Text Alignment
Changing Text Alignment
1. Click cell A1
2. Click the center alignment button.
(see picture to the top left)
(you may not notice too much of a
difference)
Let’s learn the faster way
1. Click Row 1 in the gray area
2. Click center alignment button.
(This will center all the columns in the
row.)

32. 32
Lab: Changing Font Color
Changing Font Color
1. Click cell A1
2. Click the Font color button
(see picture to the top left)
3. Click the color you want the text
to be
Let’s do the row!
1. Click Row 1
2. Click the Font color button
3. Click the color you want.
(see picture to the bottom left)
Hint: If ever you don’t know what a
button does, place your mouse
arrow on it without clicking it. A
little text box will appear giving
the button’s title and function.

33. 33
Lab: Changing Color Background
Changing color background
1. Click cell A1
2. Click the tiny down arrow by the
little bucket with the color
underneath it.
3. Pick any color you want
Let’s do the whole row in color
1. Click Row 1 (the gray side on left)
2. Click the color you want.

34. 34
Lab: Adding Borders to Cells
Adding Borders to Cells
1. Click on cell A1
2. Click the Border create
button
3. See picture to the top left
4. Click the dark border in the
bottom right hand corner of
the menu
Let’s do the whole row with
another border
1. Click Row 1
2. Click Border button
3. See picture to the middle left
4. Click the border with 4 tiny
squares
5. See picture to the middle left

35. 35
Questions!
Excel is a very powerful
tool. We have learned a
few features to enhance
how it looks.
Next week will be entering
in data and doing simple
mathematics.
Bring this handout to next
week’s class, we will do
a short review.