1. Excel for Beginners
Class 4
Working with workbooks &
worksheets, saving, printing
7/26/2011 1

2. 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
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3. Workbooks & Worksheets
Each time start Excel, Excel has a
workbook made up of worksheets.
At the top left of your screen
(see picture at the top left)
you’ll notice that it says Book1.
A workbook in Excel is like a book in
that it contains pages. However;
in Excel a workbook contains
worksheets.
A worksheet is simply a area that
contains the data. On a
worksheet you can change, save
and delete data.
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4. Lab: Working with worksheets
You can use multiple worksheets in a
book. The default is 3.
Let’s see how they work.
1. Notice Sheet1 at bottom of the
screen
2. Click in cell A1
3. Type: Checking
4. Click on Sheet2 at the bottom of
screen
5. Click in cell A1
6. Type: Funds
7. Click on Sheet3 at the bottom of the
screen
8. Click in cell A1
9. Type: Bonds
Notice cell A1 each time you click a
different sheet
1. Click on Sheet1
2. Click on Sheet2
3. Click on Sheet3
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5. Lab: Adding worksheets
If you need more worksheets, you
can add them.
1. Right click on Sheet3
2. Click on Insert off the menu
3. Click Worksheet off the popup
4. Click OK
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6. Lab: Moving worksheets
Notice how we have Sheet4
before Sheet3.
Let’s move Sheet4 after Sheet3
Two ways to move a worksheet
First Way
1. Hold down your left mouse
button on Sheet4
2. Drag your mouse to the right
until you see a little black arrow
pointing down just to the right of
Sheet3
3. Let go of the mouse
4. Sheet4 should be at the end.
For practice move Sheet1 after
Sheet3. Then move it back to
the beginning.
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7. Lab: Moving a worksheet cont.
Second Way
1. Right click on Sheet1
2. Click Move or Copy
3. Click (move to the end)
We want this to move after Sheet4
Notice it says Before sheet: in the
middle of the pop-up.
4. Move Sheet1 back to be before
Sheet2.
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8. Lab: Renaming worksheets
You can rename the worksheets
to have meaningful names.
Two Ways to Rename:
First Way
1. Right click on Sheet1
2. Click Rename off the menu
3. Type: Checking
Second Way
1. Double click on Sheet2
2. Type: Mutual Funds
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9. Lab: Deleting worksheets
You can delete worksheets that
you don’t need.
1. Right Click on Sheet4
2. Click Delete
3. Read the pop-up
4. Click Delete
Note: You can’t undo this action
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10. Saving
To keep your work on the
computer, so that you can
update it in the future you
must save.
Depending on where you
have your documents,
you can save it to My
Documents or another
folder.
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11. Lab: Saving
When you save, you save the
workbook that includes all the
worksheets.
Three Ways to Save:
First Way:
1. Click File
2. Click Save
3. At the bottom of the pop-up to the
right of where it says File Name:
4. Type: Finances 2006
5. Notice My Documents at the top of
the pop-up, this is the folder where
you will find your workbook
6. Click Save on the bottom right
corner.
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12. Lab: Saving cont.
Second Way
1. Click Save Icon (looks like a
blue floppy disk) (see picture to
the top left)
Note: If you have already given your
workbook a file name, just your
updates will be saved.
Otherwise the same Save As pop-up
will come up as seen before.
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13. Lab: Saving cont.
Third Way
1. On keyboard: Hold down Ctrl
key (on bottom left side of
keyboard)
2. Tap the letter S
Note: This will save the updates if
you have already saved once
and given your workbook a
name.
Otherwise the same Save As: pop-up
will come up.
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14. Printing
Printing allows you to
have a hardcopy of
your data to have as
records and to give to
other people.
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15. Lab: Entering Data to Print
Let’s enter some data
1. Click on worksheet Checking
(down at bottom of screen)
2. See the picture to the left,
make your worksheet look
like it.
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16. Lab: Use AutoSum
Add up bills for each utility.
1. Click in cell B4
2. Click AutoSum (it is the
Greek letter E on the menu)
(see picture to the top left)
3. Notice that AutoSum is
adding the two cells above
(B2:B3)
4. Press Enter
5. Do the above for water,
phone and gas.
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17. Lab: Selecting multiple cells
and adding dollar signs and decimal points
Select cells all cells are gray
First Way
1. Click on cell B2 and hold down
your mouse button and drag
your mouse until you reach cell
E5
2. Click the $ on the top of the
screen
(see picture to bottom left)
Second Way
1. Click on cell B2
2. Hold down left shift key
3. Press right arrow key until you
get to E2
4. Press down arrow key until you
reach E5.
5. Click the $ to add dollar signs
and decimal points
(see picture to the bottom left)
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18. Lab: Inserting a comment
Insert a comment
1. Right click on cell B2
2. Click on Insert Comment
3. Type: left fan on
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19. Lab: Using Print Preview
Before I print, I like to see how it
looks before I waste paper
and ink. I use Print Preview.
1. Click File
2. Click Print Preview
(see picture to top left)
3. Click Zoom to enlarge the
print preview.
(see picture to middle left)
4. Click close
(see picture to the bottom left)
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20. Lab: Viewing Print Preview
Let’s add some more data farther
down.
1. Click cell A11
2. Type: October
3. Move to cell B11
4. Type: 129.45
5. Click File
6. Click Print Preview
7. Notice that cell A11 & B11 are going
to be printed.
8. Click Close
(toward the middle at the top)
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21. Lab: Setting Print Area
Setting Print Area
1. Select the cells A1-E5
2. All cells should be in gray.
3. Click File
4. Click Print Area
5. Roll mouse to the right
(see picture to the top left)
6. Click Set Print Area
7. Click File
8. Click Print Preview
Notice that the data farther down that
wasn’t selected isn’t there.
9. Click close (toward the middle of
screen)
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22. Lab: Clear Print Area
Clearing the Print Area is
necessary if you want to print
more of the data on the
sheet.
1. Click File
2. Click Print Area
3. Click Clear
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23. Lab: Printing First Way
To print the data on the worksheet
you have selected, there are
three ways to print.
First Way
1. Click File
2. Click Print
3. Click OK
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24. Lab: Printing Second Way & Third Way
Printing
Second Way
1. Click the printer icon (see
picture to the top left)
2. The worksheet automatically
prints.
Third Way
1. Hold down the left Ctrl key then
press P key.
2. Click OK on the bottom of the
pop-up.
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25. Lab: Adding borders
Notice that the comment didn’t
print and there were no
borders on the cells.
Let’s add the borders.
1. Select cells A1-E4
2. Click on the tiny down arrow by
the borders button
3. Click All borders (see picture at
the top left)
4. Click File
5. Print Preview
6. Notice there are borders around
the cells.
7. Click close on the print preview
(see picture to the bottom left)
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26. Lab: Printing with borders
Now that we have borders let’s
print the worksheet
1. Click File
2. Click Print
Now we’ll see what we have printed.
The borders are around the text and
numbers.
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27. Questions?
Excel is a powerful program that
can do many things.
This is the last class. I enjoyed
having you as a student.
Let me know if I can be of
assistance for you.
Email: moreland@bccls.org
201-262-2613
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