The smarter, faster guide to Microsoft Excel 2010

Transcription

The smarter, faster
guide to Microsoft
Excel 2010 Settings
Welcome to Excel 2010!! ..................................................... 1
Understanding the Excel 2010 Screen ..................................... 2
The File Tab in Excel 2010 ................................................... 3
The Quick Access Toolbar .................................................... 8
The Title Bar ................................................................... 8
A Word about the Mini Toolbar ............................................. 8
The Excel 2010 Ribbons ...................................................... 9
The Excel 2010 Worksheet .................................................. 10
Column and Row Headers and the Name Box ................. 10
The Formula Bar .................................................... 11
Minimize-Maximize-Close Buttons and the Help Button ..... 11
Worksheet Tabs and Scrolling Buttons .......................... 12
The Status Bar ...................................................... 13
Scrollbars ............................................................ 14
Setting Your Options in Excel 2010 ........................................ 15
Customizable Ribbons ....................................................... 20
Customizing the Quick Access Toolbar ................................... 21
AutoSave and AutoRecover ................................................. 23
The Excel Primary Ribbons ................................................. 24
The Home Ribbon................................................... 24
The Insert Ribbon ................................................... 24
The Page Layout Ribbon ........................................... 24
The Formulas Ribbon .............................................. 24
The Data Ribbon .................................................... 24
The Review Ribbon ................................................. 25
The View Ribbon .................................................... 25
Keyboard Shortcuts for Excel 2010 ........................................ 26
Questions for the Instructor ................................................ 27
© 2011-2012 Jacq Connect LLC, Maumee OH 43537. All rights reserved.
Microsoft product screen shots reprinted with permission from Microsoft Corporation.
© 2011-2012 Jacq Connect LLC, Maumee OH 43537. All rights reserved.
January 9, 2012
Welcome to Excel 2010!!
JacqConnect Microsoft Excel 2010 Settings
Page 1
© 2011 Jacq Connect LLC, Maumee OH 43537. All rights reserved.
Exploring &Preparing to Use Excel 2010
January 9, 2012
Page 2
Understanding the Excel 2010 Screen
To begin, let’s take a look at the Excel 2010 main window, one section at a time:
Note: There is a possibility that your screen may not look exactly like my picture above. This is
because in Excel 2010, how a window is displayed will depend on the size of your monitor and the
resolution to which it is set.

A lower resolution (i.e. 800 x 600) will result in less information being displayed on your
screen, but the size of your text and images will be larger.

A higher resolution (i.e. 1280 x 800) will result in more information being displayed on
your screen, but the size of your text and images will be smaller.
January 9, 2012
Page 3
The File Tab in Excel 2010
The File Tab replaces the Office Button in Excel 2007 and introduces you to the Backstage View
of Excel 2010.
Microsoft describes the Backstage view as “everything you do to a file that you don’t do in the
file.” Basically, the Backstage view hides the document that you are currently working on and
presents a page with a menu of activities related to the hidden file.
1.
The following commands are now tabs running vertically along the left side of the Excel
window but they function the same as they did in previous Excel versions: |Save| and |Save
As| ([Ctrl+S]), |Open| ([Ctrl+O]), |Close| ( x), and |New| ([Ctrl+N]).
2.
If you have just created a document and have not named it and you click on |Save|, Excel
will take you to the Save As dialog box where you can select your desired file format in the
Save As options box.

3.
Your work can be saved as an Excel worksheet, an Excel Template, or an Excel 97-2003
worksheet.
The |Info| tab is a new feature in Excel 2010.

Here you can see the properties of your workbook, set permissions (decide who can edit
your workbook),convert a workbook into the Excel 2010 format, prepare the workbook for
sharing, and see previous versions of the workbook.
January 9, 2012
4.
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Instead of automatically showing you a list of your most recently used files as in Excel 2007,
Excel 2010 provides you with a new option called |Recent|.

Recent will provide you with a list of recent worksheets and a list of recent folders you
have opened.

In the Display section of Excel Options, you can set how many recent worksheets and
folders Excel will display for you.


You can select up to 50 recent worksheets, but be careful!!
Listing that many worksheets can become unwieldy and will
ultimately defeat the purpose of this useful shortcut.
At the bottom of the Recent window, you have the option of
choosing to Quickly access this number of Recent Workbooks:

By selecting this option and setting a number here, the
number of recent workbooks you selected will always be
immediately available to you along the left pane of the
recent window.
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The Pushpin is not only still around but it has been expanded to include recent folders!!

If you push it (click on it), this particular worksheet or folder will stay in the recently used
file list until you unpin it.
January 9, 2012
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|Print| not only allows you to print, it also allows you to change your print options right on the
same page.
 Here you can change your printer, page orientation, paper size, margins, what part of
your worksheet or workbook you would like printed and more.

You are also able to preview your worksheet here. The preview will be displayed on the
right side of the window.

This will show you what your worksheet will look like printed.
January 9, 2012
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|Save & Send| allows you to send a copy of your worksheet to someone else, either as an email
or an internet fax.
|Help| allows you to access the Excel help menu.
|Options| is an item we will explore in depth next.
|Exit|closes the Excel application.
January 9, 2012
Page 8
The Quick Access Toolbar
Excel 2010 has a handy little feature called the Quick Access Toolbar. This little gem is your
friend, your life-saver, the maintainer-of-your-sanity while you are working with Excel.
1.
The Quick Access Toolbar is used to store shortcuts to frequently used features in Excel 2010.

2.
Whenever you try to find a command in a ribbon and can’t find it easily, put that command
in your Quick Access Toolbar and end the cycle of wasting time looking for that ever elusive
[Sort Ascending] button.

3.
Although the ribbons in Excel 2010 are customizable, the Quick Access Toolbar is still
extremely useful and it can be a real time saver.
Next, I’ll show you how to use the drop down arrow to customize this toolbar and put on it
all the buttons you use often.
You have your choice of showing the Quick Access Toolbar above or below the ribbon.
The Title Bar
The Title Bar is located next to the Quick Access Toolbar.

Here Excel displays the name of the current, active workbook.

Until you have saved your workbook and given it a specific name, Excel will title it
Book1 – Microsoft Excel.
A Word about the Mini Toolbar
When you right-click on a cell, not only do you see the options menu;
you also see a toolbar called the Mini Toolbar.

The Mini toolbar helps you work with fonts, font styles, font
sizing, alignment, text color, fill color, and numbering
features.

To use it, just click on the command you would like to use.
January 9, 2012
Page 9
The Excel 2010 Ribbons
1
2
Microsoft Excel 2010 has the same user interface
(i.e. ribbons) that was introduced in Excel 2007.

1.
According to Microsoft, “The commands in Excel
2010 are in their optimal position.” That
doesn’t mean they are easy to find!!

The key to keeping sane while deciphering
the Excel ribbons is to start from the
bottom of a ribbon and read up.

The category names are at the bottom of
each ribbon.

2.
2
Located on the ribbons are tabs, buttons,
command categories, dialog box launchers,
and dropdown arrows.
For example, the categories on the Excel /Home\ ribbon are: Clipboard, Font,
Alignment, Number, Styles, Cells, and Editing.
Each Ribbon tab displays a different contextual ribbon containing groups of commands or
functions.

To view dialog boxes for those groups, click on the diagonal arrow dialog box launcher
located in the lower right-hand corner of the individual category boxes.
3.
You can use the tools in the ribbon like you used the tools in the
toolbar of Office 2003 … OR you can bring up the complete dialog
box by clicking on the Dialog Box Dropdown Arrow.
4.
If you do not know what a button means, put your cursor over it. You will get an explanation
of what it does as well as a tool tip.
3
January 9, 2012
Page 10
The Excel 2010 Worksheet
Column and Row Headers and the Name Box
The Microsoft Excel program consists of worksheets.
1.
Each worksheet contains columns and rows of cells.


Column headers are labeled A-XFD.

You can have a maximum 16,384 columns.

The column header of your current location is bold.
Row headers are numbered 1-1048576.

2.
3.
The row header of your current
location is bold.
Data is entered into cells.

Cells can contain values, text, and formulas.

The highlighted cell is the most important
element on the page. This is the active cell or
the cell where things will happen.

Before you type, make sure you know
where that icon is!!

Remember: typing replaces cell content unless you double-click in the cell.
The combination of a column header and a row header make up a cell’s name.

For example, the cell in the upper left corner of your worksheet is cell A1, meaning that
cell is at the intersection of column A and row 1.

A1 will be displayed will be displayed in the worksheet’s Name Box, which is located in
the top left corner of the worksheet, above the column headers.
January 9, 2012
Page 11
The Formula Bar
The Formula Bar is located next to the name box.
1.
The Formula Bar displays the contents – such as values, formulas, or labels – of the active
cell.
2.
You use this bar to edit contents of the active cell.
The Formula Bar
3.
If you do not see the Formula bar on your worksheet, please do the following:
a. Click on the /View\ tab.
b. Locate the Show category.
c. Click the Formula Bar checkbox.
d. The Formula Bar should now be visible.
Minimize-Maximize-Close Buttons and the Help Button
1.
There are two sets of minimize-maximize-close buttons located in the top right corner of
the worksheet.
a. The top set is for the application (Microsoft Excel).
b. The bottom set is for the current file (Book1).

You can have many files open in the one application.
2.
The Help button is also located in this corner of the worksheet.
3.
You may minimize the ribbon by clicking the up arrow located in this corner.
January 9, 2012
Page 12
Worksheet Tabs and Scrolling Buttons
The Worksheet Tabs and Worksheet Scrolling Buttons are located in the lower left corner of the
worksheet.
1.
The worksheet scrolling buttons allow you to switch between worksheets quickly.
First
Sheet
2.
Previous
Sheet
Next
Sheet
Last
Sheet
The worksheet tabs at the bottom of your worksheet are for the different worksheets within
your workbook.
a. The name of the sheet you are currently working on will be bold and the others will
be grayed out.
b. To go to a different worksheet, simply click on the tab for that worksheet.

If some of the worksheets are hidden, use the worksheet tabs scrollbar arrows to
access them.
c. To rename a worksheet, simply click twice on the tab so that the current name
(e.g., Sheet1) is highlighted. Then type the new worksheet name and hit [Enter].
d. To insert a worksheet, on the /Home\ ribbon click [Insert] >
Insert Sheet or click on the icon after the last sheet tab.
e. To delete a worksheet, on the /Home\ ribbon click [Delete] >
Delete Sheet.
January 9, 2012
Page 13
The Status Bar
1.
The Status Bar displays the workbook’s current status and it might also display information
about a selected command or an operation in progress.
2.
When entering calculations, the status bar provides such information as the sum, average,
minimum, and maximum value of selected numbers.
3.
In addition, the status bar displays tools you can use to switch the view of the current
document, switch to other documents, and zoom in and out on the current document.
January 9, 2012
Page 14
Scrollbars
The scroll bars take you to different areas of your document, vertically and horizontally.

You can use the arrows, click and drag on the scroll bar, or click above and below the
scrollbar.
Vertical Scrollbar
Scrollbar Divider
Horizontal Scrollbar
January 9, 2012
Setting Your Options in Excel 2010
1.
To access the Excel 2010 options menu, click on the /File\ tab and go
to the [Options] button, located along the left side of the window.

2.
This is where you control how Excel 2010 works for you.
For time’s sake, I will just do snapshots of how you should set your
options.

Some are optional, based on how you like to work (some people
love having the mini toolbar come up when they highlight
something, but others hate it).

The optional features will be outlined.
3.
Important, don’t-forget-to-check-this features are starred.
4.
Since the Quick Access Toolbar is so important, it will be discussed in
the next section.
5.
Add-Ins and Trust Center – We won’t worry about them because
you’ll probably never use them.
Page 15
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Page 20
Customizable Ribbons
A new feature in Excel 2010 is the Customizable Ribbon.

This is great news for people who repeatedly use certain functions of Excel and rarely or
never use others.

This new feature allows you to customize the ribbons and define your own tabs.
We cover customization of the Excel 2010 ribbons and tabs in the JacqConnect Microsoft Excel
2010: 1 class.
January 9, 2012
Page 21
Customizing the Quick Access Toolbar
[Quick Access Toolbar] in Excel Options refers to the ability to customize the Quick Access
Toolbar.
Since you’ve already learned a tad bit about this nifty little guy, let me tell you how to customize
it:
1.
Click on the down arrow at the end of the Quick Access Toolbar to open the drop down
menu.
1
2
2.
Choose More Commands… from the list to open the
Customize the Quick Access Toolbar dialog box.

This dialog box can also be accessed through the Excel
Options menu by clicking on the [Quick Access Toolbar]
button.
January 9, 2012
Page 22
4
3
5
6
7
3.
Click on down arrow at the end of the Choose commands from: line to open the drop down
menu.
4.
Choose Popular Commands from the list to see the most common commands used in Excel
2010 in the left hand pane.
5.
Scroll through this alphabetical list to find the Freeze Panes command.
6.
Click on the [Add] button located between the command panes to add the Freeze Panes
command to the Quick Access Toolbar.
7.
Click [OK].
8.
The Freeze Panes button is now added to your Quick Access Toolbar.
8
January 9, 2012
Page 23
AutoSave and AutoRecover
1.
Your program state is automatically saved In Microsoft Office Excel 2010. However, there is
an additional benefit to enabling AutoRecover or AutoSave.
2.
If you enable the AutoSave and AutoRecover options, some aspects of the state of the Excel
program are recovered when the program is restarted after it closes abnormally.

To enable these features, please do the following:
a. Click the /File\ tab
b. Click [Options]
c. Click [Save]
d. Select the Save AutoRecover information every x minutes check box
e. In the minutes list, specify how often you want the program to save your data and the
program state
3.
4.
Tip: The amount of new information that the recovered file contains depends on how
frequently a Microsoft Office program saves the recovery file.

For example, if the recovery file is saved only every 15 minutes, your recovered file won't
contain your last 14 minutes of work before the power failure or other problem occurred.

Optimally, you should set your AutoRecover time for at least every 5 minutes. If you have
a powerful computer and frequent saving won’t bog it down, I would set it to save every
minute.
Optionally, in Microsoft Office Excel, you can change the location (specified in the
AutoRecover file location box) where the program automatically saves a version of your
open, active files.
January 9, 2012
Page 24
The Excel Primary Ribbons
The Home Ribbon
The /Home\ ribbon is the formatting toolbar of Excel 2010.
The Insert Ribbon
Most insert commands have context-sensitive (contextual) ribbons that will appear based on
what is selected.
The Page Layout Ribbon
The Formulas Ribbon
The Data Ribbon
January 9, 2012
Page 25
The Review Ribbon
The most helpful command in this ribbon is the [Spelling] button, also known as the Spell Check
tool.
The View Ribbon
Use this ribbon when you want to switch from [Normal] to [Page Layout] to see how your
worksheet will print.
January 9, 2012
Page 26
Keyboard Shortcuts for Excel 2010
[Ctrl+S] = Save your workbook
[Ctrl+N] = Create a new workbook
[Ctrl+O] = Open a workbook
[Ctrl+W] = Close a selected workbook window
[Ctrl+P] = Print a worksheet
[Ctrl+Z] = Undo the last action
[Ctrl+Y] = Redo the last action
[Ctrl+F]= Find an item in a worksheet
[Ctrl+H] = Replace an item in a worksheet
[Ctrl+G] = Go to an item in a worksheet
[Ctrl+C] = Copy a selected item
[Ctrl+X] = Cut a selected item
[Ctrl+V] = Paste a selected item
[Enter]= Complete a cell entry
[Esc]= Cancel a cell entry
[Ctrl+Space] = Select an entire column
[Shift+Space] = Select an entire row
[Ctrl+A]= Select an entire worksheet
[Alt+Enter] = Start a new line in the same cell
[Enter] = Complete a cell entry and select the cell below
[Shift+Enter] = Complete a cell entry and select the previous cell above
[Ctrl+Enter] = Fill the selected range with the current entry
[Tab] = Complete a cell entry and select the next cell to the right
[Shift+Tab] = Complete a cell entry and select the previous cell to the left
[F1]= Microsoft Excel Help
For more information about Excel 2010 keyboard shortcuts, please visit:
http://office.microsoft.com/en-us/excel-help/keyboard-shortcuts-in-excel-2010-HP010342494.aspx
January 9, 2012
Questions for the Instructor
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The smarter, faster guide to Microsoft Excel 2010

Transcription

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