Microsoft Excel 2003

Transcription

Microsoft Excel 2003
Create a New
Workbook
Open a Saved
Workbook
Change Margins
Zoom In/Out
Save a Workbook
Save to a New
Location or with a
Different Name
Change to Landscape
Orientation
Moving from Cell to
Cell
Selecting Cells
A single cell
A range of cells
A large range of cells
An entire row
An entire column
Adjacent rows or
columns
Nonadjacent cells
All cells of a
worksheet
Click the New icon on the standard toolbar
Click the Open icon on the standard toolbar.. Click the document
to be opened. Click Open.
File, Page Setup. Change settings
Click the Zoom button on the standard toolbar
Click the Save icon in the standard toolbar. Name the document
and select location to save.
File, Save As. Name the document and Select location to save.
File, Page Setup. Click the Page tab. Click on Landscape.
Click in any cell to move to that cell.
 Arrow Keys
-Next cell in direction of arrow
 Tab
-Next cell to the right
 Enter
-Next cell below
 Ctrl+Home
-Cell A1 on worksheet
 Ctrl+End -Last Cell with data
 Home
-First column of current row
Click in the cell
Click first cell and drag to last cell
Click in first cell then Shift+click in last cell
Click the row heading (the row number)
Click the column heading (the column letter)
Drag across the row or column headings. Or select the first row
or column and then Shift+click the last row or column heading
Select the first cell, then Ctrl+click in each of the other cells
Click the blank rectangle at top left corner where the row
headings and column headings intersect
Formatting
Changing Fonts
Changing Font Size
Changing Font Color
Aligning Data
Select cell(s). Click the Font drop down on the formatting
toolbar. Choose a font.
Select cell(s). Click the Font Size drop down on the formatting
toolbar. Choose a size.
Select cell(s). Click the Font Color drop down on the formatting
toolbar. Choose a color.
Select cell(s). Click appropriate Align icon in the formatting
toolbar.
Donna McGauley, Instructional Technology Specialist
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Change Row Height
(Manually)
Change Row Height
(To an Exact Height)
Change Column Width
(Manually)
Change Column Width
(To an Exact Width)
Change Column Width
Insert a Row
Insert a Column
Format Data as
Currency
Format Dates
Click and drag the line under the row header. Drag it down to
increase row height, up to decrease row height.
Go to Format - Row - Height. Enter height in points (72 pts.=1
inch). Click OK
Click and drag the line to the right of the column header. Drag
right to increase the width, left to decrease.
Go to Format - Column - Width. Enter width in points (12 pts.=1
inch). Click OK
Select the entire column. Format – Column - AutoFit Selection
(To AutoFit longest entry)
Select the entire row below where you want the new row
inserted. Insert - Rows
Select the entire column to the right of where you want the new
column inserted. Insert - Columns
Select cells to be formatted. Format - Cells. Click Number
tab. Click Currency and choose options.
Select cells to be formatted. Format - Cells. Click Number tab.
Click Date and choose options.
Create a workbook
Rename, insert,
delete, and move
worksheets
Enter data
To rename sheet tabs: Right-click a sheet tab at the
bottom left of the window, and then click Rename. (Or on the
Format menu, point to Sheet, and then click Rename.) Type
the new name, and then press ENTER.
 To add color to sheet tabs: Right-click the sheet tab at the
bottom left of the window, and then click Tab Color. (Or on
the Format menu, point to Sheet, and then click Tab Color.)
In the Format Tab Color dialog box, select the color you
want, and then click OK.
 To insert a worksheet: On the Insert menu, click Worksheet.
 To delete a worksheet: Right-click the sheet tab of the
sheet you want to delete. Click Delete. (Or on the Edit menu
click Delete Sheet.)
 To move a worksheet: Right-click the sheet tab of the
worksheet you want to move, and then click Move or Copy. In
the Move or Copy dialog box, choose where you want the tab
to go, and then click OK.
 To create a new workbook if you've already opened Excel,
click New on the Standard toolbar. Or on the File menu, click
New. In the New Workbook task pane, click Blank workbook.
Press TAB to move the insertion point to the right one cell on the
same row. Press ENTER to move the insertion point down one cell
in the same column.

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Data-entry
timesavers
Edit data
Insert and delete
columns and rows
To enter dates: Use a slash or a hyphen to separate the parts of
a date. For example, 7/15/2005 or 16-July-2005. To enter
today's date, press CTRL+; (semicolon).
To enter a time: Type a space and then an "a" or a "p" after the
time. For example, 9:00 p. Otherwise, Excel enters the time as
AM. To enter the current time, press CTRL+SHIFT+; (semicolon).
To enter numbers: Negative numbers entered with parentheses
(100) will be displayed with a minus sign: -100.
To enter fractions, leave a space between the whole number and
the fraction. For example, 1 1/8. To enter a fraction only, enter a
zero first. For example, 0 1/4.
AutoFill: Use the replicator handle to enter the months of the
year, days of the week, consecutive dates, or a series of numbers.
You type one or more entries, and then use the handle to fill in
the rest.
AutoComplete: If the first few characters you type in a cell
match an entry you've already made in the same column, Excel will
fill in the remaining characters for you. Just press ENTER. This
works for text or for entries with text and numbers. It does not
work for numbers only, nor does it work for dates or times.
Do one of the following:
 Double-click the cell that contains the data you want to edit.
Or,
 Click the cell that contains the data you want to edit and click
anywhere in the formula bar.
 To delete characters, press BACKSPACE, or highlight them
and then press DELETE.
 To insert characters, click where you want to insert them, and
then type.
 To overwrite characters, highlight them and then type the
new characters.
 To enter your changes, press ENTER or TAB.
To insert columns, click a cell immediately to the right of where
you want to insert a new column. On the Insert menu, click
Columns.
To delete, click a cell in the column. On the Edit menu, click
Delete. Choose Entire column and click OK.
To insert or delete another column, press F4.
To insert a row, click a cell in the row immediately below where
you want the new row. Then on the Insert menu, click Rows.
To delete a row, click a cell in the row. On the Edit menu, click
Delete. Choose Entire row and click OK.
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To create a chart
Create a chart
Choose a chart type
Decide what to chart
Chart Wizard options
Select the data you want to chart, and then do any of the
following:
 Click the Chart Wizard button on the Standard toolbar.
 Click the Chart command on the Insert menu. Press F11.
 To make more choices about the chart, click Next and select
options in the Chart Wizard. To create a quick chart, just
click Finish.
When the Chart Wizard opens, Excel selects the Column chart
type. If you select another chart type on the Standard Types
tab, you can click the Press and Hold to View Sample button to
get an idea of what your data will look like in that chart type. If
you select another chart type on the Custom Types tab, you will
see an automatic preview.
On the Data Range tab of the Chart Wizard, you can select
either Rows or Columns in the Series in option. Your choice
determines which data is charted. The worksheet values that are
charted are called the data series. You can change the selection
and see in the preview how the chart will look.
The Chart Wizard has many options, all of which you can preview
in the wizard. The options available depend on the chart type.
Chart titles: Add descriptive titles to your chart so that people
don't have to guess what the chart's about. For a column chart,
this tab has boxes for three titles: one for the main chart title
at the top, and one for each of the chart axes. After you enter
the titles, they can be seen in the preview.
Axes: Hide or display the information on the side or bottom of
the chart.
Gridlines: Hide or display the lines that extend across the chart.
Legend: Place the chart legend in different locations on the
chart, not just to the right.
Data Labels: Label the names in the data series, label the
amounts of charted values, and label the categories on the
charted values.
Data Table: Display the data used to create the chart in a grid
below the chart. You might select this option when you place a
chart on a separate sheet and want to have the worksheet data
visible along with the chart.
Chart Location: Place a chart As new sheet by itself or As
object in on the worksheet with the data. When you create a
chart the quick way by clicking Finish in the first step of the
wizard, the chart is automatically placed As object in.
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Create professional-looking charts
Select chart elements
Make formatting
changes
Change chart colors
Revise fonts
Select the chart area by clicking the drop-down list in the Chart
Objects box in the Chart toolbar and then selecting Chart Area.
If the toolbar does not appear go to the View menu - Toolbars,
and then click Chart. After you select a chart item, you can
format it or revise it by right-clicking and selecting the command
from the shortcut menu. The chart item you select determines
what commands are available on the shortcut menu and the
Format or Chart menus.
Select the individual chart item to format. Then select the item's
Format dialog box by:
 Clicking the Format menu.
 Right-clicking the shortcut menu.
 Double-clicking the chart item.
Begin by selecting the chart item you want to change. For
example, to change the plot color, select the plot area. To change
the color of a data series, select a data series. On the Format
menu or on the shortcut menu, click the command for the
selected chart item. To add a gradient fill, click Fill Effects.
Click One color under Colors. Click the arrow in the Color 1 box
and select a color. You can experiment with the shade by moving
the slider in the Colors box to make the shade darker or lighter.
Make a selection under Shading styles. You can see the result in
the preview. Click OK twice.
Change all fonts at one time
Click the border of the chart to select it or click in the white
area of the chart. In the Font box on the Formatting toolbar,
click the font you want.
Change one font at a time
Select a title. In the Font box on the Formatting toolbar, click
the font you want. You might also make text larger or smaller by
clicking the Font Size box on the Formatting toolbar.
Print labels using Excel data in a Word mail merge
In Excel, set up the data to use in the mail merge. Make sure the
column labels clearly identify the type of data in the column; this
helps you select the right data as you construct the mail merge.
For example, labels such as First Name, Last Name, Address, and
City are better than Column 1, Column 2, Column 3, and Column 4.
Make sure you have a separate column for each element that you
want to include in the mail merge.
On the Tools menu, point to Letters and Mailings, and then click
Mail Merge Wizard.
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In the first two steps of the Mail Merge Wizard, select the
document type and start the document. If you're creating
mailing labels, click Labels in Step 1, and then click Label options
in Step 2 to select the size and type of labels to print.
In the third step, under Select recipients, click Use an existing
list, and then click Browse.
In the Look in list, click the folder in which you saved the
workbook with your data, click the workbook, and then click Open.
In the Select Table dialog box, locate and click your list. Make
sure the First row of data contains column headers check box
is selected, and then click OK.
In the Mail Merge Recipients dialog box, click any column labels
in your data that correspond to the Word identifiers on the left.
This step makes inserting your data in the form documents easier.
For more information about matching fields, see Word Help.
If you want to include only selected recipients in the mail merge,
click Edit recipient list and select the recipients you want.
Use the rest of the wizard steps to write, add recipient
information, preview, personalize, save, and print or e-mail your
documents.
Working with big worksheets
Freeze panes
Split panes
Column names: Select the first row below the names.
Row names: Select the first column to the right of the names.
Both column and row names: Click the cell that is both just
below the column names and just to the right of the row names.
You split panes by making a selection in the worksheet, and then
clicking Split on the Window menu. You can split panes into:
Two panes above and below each other: Select the row below
where you want the split to appear.
Two side-by-side panes: Select the column to the right of where
you want the split to appear.
Four panes: Click the cell below and to the right of where you
want the split to appear.
To remove the split, click Remove Split on the Window menu. Or
double-click the split bar to remove the split.
Keyboard shortcuts
Arrow keys
SHIFT+Arrow key
CTRL+Arrow key
F5
F2
Moves one cell up, down, left, or right
Extends a selection cell by cell as you press the arrow key.
Moves to the edge of your data.
Opens the Go To dialog box.
Edits the active cell and positions the insertion point at the end
of the contents of the cell.
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CTRL+END
CTRL+HOME
PAGE UP
PAGE DOWN
CTRL+PAGE UP
CTRL+PAGE DOWN
ALT+PAGE UP
ALT+PAGE DOWN
CTRL+SHIFT+PAGE
UP
CTRL+SHIFT+PAGE
DOWN
Moves the insertion point to the last used cell on the worksheet.
Moves the insertion point to the beginning of the worksheet.
Moves one screen up.
Moves one screen down.
Moves to the previous sheet.
Moves to the next sheet.
Moves one screen to the left.
Moves one screen to the right.
Selects the current and previous sheet.
Selects the current and next sheet.
Entering formulas
Add, divide, multiply,
and subtract
Use cell references in
formulas
Cell references
A10
A10,A20
A10:A20
B15:E15
A10:E20
Add the values in a
row or column
Type an equal sign (=), use math operators, and then press
ENTER.
=10+5 to add
=10-5 to subtract
=10*5 to multiply
=10/5 to divide
Formulas are visible in the formula bar when you select a cell that
contains a result. If the formula bar is not visible, on the Tools
menu, click Options. Click the View tab, and select the Formula
bar check box.
Entering cell references lets Excel automatically update formula
results if cell values are changed. For example: Type=C4+C7 in a
cell. Or type the equal sign (=), click cell C4, then type the plus
sign (+), and finally click cell C7.
Refer to values in
the cell in column A and row 10
cell A10 and cell A20
the range of cells in column A and rows 10 through 20
the range of cells in row 15 and columns B through E
the range of cells in columns A through E and rows 10 through 20
Use the SUM function, which is a prewritten formula, to add all
the values in a row or column:
 Click a cell below the column of values or to the right of the
row of values.
 Click the AutoSum button on the Standard toolbar, and then
press ENTER.
To add some of the values in a column or row:
 Type an equal sign, type SUM, then type an opening
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parenthesis.
Type or select the cell references you want to add. A comma
(,) separates individual arguments that tell the function what
to calculate.
 Type a closing parenthesis, and then press ENTER.
 For example: =SUM(B2:B4,B6) and =SUM(B2,B5,B7)
Use the AVERAGE, MAX, or MIN functions.
Click a cell below or to the right of values for which you want to
find the average (arithmetic mean), the maximum, or the
minimum. Click the arrow next to AutoSum on the Standard
toolbar. Click Average, Max, or Min, and then press ENTER. To
see more functions, click More Functions on the AutoSum list to
open the Insert Function dialog box.
Into an adjacent cell using the fill handle:
Select the cell that contains the formula, then position the mouse
pointer over the lower-right corner of the cell until the black
cross (+) appears. Drag the fill handle over the cell or cells to
which you want to copy the formula, then release the mouse
button.
Without using the fill handle:
Select the cell that contains the formula, and on the Edit menu,
click Copy. Select the cell or cells that you want to copy it to.
To copy the formula and any formatting, on the Edit menu, click
Paste. To copy the formula only, on the Edit menu, click Paste
Special, and then click Formulas.
##### The column is not wide enough to display the content.
Increase column width, shrink contents to fit the column, or apply
a different number format.
#REF! A cell reference is not valid. Cells may have been deleted
or pasted over.
#NAME? You may have misspelled a function name.
Cells with errors such as #NAME? may display a color triangle.
If you click the cell, an error button appears to give you some
error correction options. How to use the button is not covered in
this course.
If a formula has more than one operator, Excel follows the rules
of operator precedence instead of just calculating from left to
right. Multiplication is done before addition: =11.97+3.99*2 is
19.95. Excel multiplies 3.99 by 2, and then adds the result to
11.97.
Operations inside parentheses take place first: =(11.97+3.99)*2 is
31.92. Excel adds first and then multiplies the result by 2. Excel

Find the average,
maximum, or minimum
Copy a formula
Understand error
values
Use more than one
math operator in a
formula
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uses operators from left to right if they have the same level of
precedence. Multiplication and division are on the same level.
Lower than multiplication and division, addition and subtraction
are on the same level.
Lists
How to create a list
How to add or delete
list rows and columns
How to total, count,
or average list data
How to sort and filter
data
Create a custom
filter
Covert a list to a
range
Select the range of data that you want to make into a list, or just
click inside the data if you want it all. On the Data menu, point to
List, and then click Create List. If your data has column
headings, make sure that the check box My list has headers is
selected. Click OK. If your list does not have headers, Excel will
create them for you. They'll say "Column1," "Column2," and so on.
The list is identified by a dark blue border. When you select a
cell, row, or column outside a list, the list becomes inactive and is
surrounded by a light blue border.
Use any of the following methods:
Type data in one of the cells with the asterisk. This will
automatically add a row to the end of the list, and move the
asterisk to identify the next row as the insert row.
Type in an empty row adjacent to the list. The list will
automatically expand to include that row, unless the total row has
been displayed, or the last row of the list is also empty.
Type in an empty column adjacent to the list. The list will
automatically expand to include the column.
To sum data in the last column, on the List toolbar, click the
Toggle Total Row button. To turn off the total, click the button
again. If the last column contains data that cannot be summed,
such as a column of names, Excel will count the number of items
instead of giving a sum. You can do more calculations than sums.
Click in the cell with the sum. An arrow will appear to the right.
Click the arrow and make a selection from the menu.
Click in a list to activate the AutoFilter arrows. Then click any
arrow and make a selection to either sort or filter data in that
column.
Click the AutoFilter arrow in the column you want to filter.
Click Custom to open the Custom AutoFilter dialog box. Then
make your selections in the dialog box.
Click in the list to activate the List toolbar.
On the List toolbar, click List. Click Convert to Range.
You'll see a message asking whether you want to convert the list
to a normal range. Click Yes. The data no longer has any of the
special list functionality. It's just normal data in Excel.
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Getting Around on Worksheets
Zoom the view to
select vast ranges of
cells
Find All
You can change the view to select a huge range of cells that
extends beyond the window borders. Click the Zoom box on the
Standard toolbar to change the view from 100%. Then you can
see the entire range that you want to select. You can also click
Zoom on the View menu to do the same thing.
To use Find All to find all instances of the same thing entered in
cells throughout a worksheet:
On the Edit menu, click Find. Type what you want to find in the
Find what box. Click Find All.
Copy and move
worksheets
All instances of what you are looking for will appear in a list in the
Find and Replace dialog box. Click a specific occurrence in the
list and the insertion point goes right to the specific cell in the
worksheet.
To copy a worksheet, do one of the following:
Hold down CTRL while you drag the sheet along the row of sheet
tabs. When you get to the location where you want to add the
copied worksheet, release the mouse button and then the CTRL
key. Or,
Right-click a worksheet tab and then click Move or Copy on the
shortcut menu. Click the sheet that you want to copy in the
Before sheet list. Then select the Create a copy check box and
click OK. Or,
On the Edit menu, click Move or Copy Sheet. Click the sheet that
you want to copy in the Before sheet list. Then select the Create
a copy check box and click OK.
To move a worksheet, do one of the following:
Drag the worksheet tab of the sheet that you want to move to its
new position. Or,
Right-click the worksheet tab that you want to move, and then
click Move or copy on the shortcut menu. Click the position that
you want to move the sheet to in the Before sheet list, and then
click OK. Or,
Click the worksheet tab of the sheet that you want to move. On
the Edit menu, click Move or Copy Sheet. Click the position that
you want to move the sheet to in the Before sheet list, and then
click OK.
Create multiple
worksheets with
common data or
Group the worksheets on which you want the common data or
formatting. To group:
Two or more adjacent sheets: Click the tab for the first sheet,
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formatting at the
same time
and then hold down SHIFT and click the tab for the last sheet.
Two or more nonadjacent sheets: Click the tab for the first
sheet, and then hold down CTRL and click the tabs for the other
sheets.
All sheets in a workbook: Right-click a sheet tab, and then click
Select All Sheets on the shortcut menu.
[Group] will appear in the title bar at the top of the worksheet.
On the first worksheet, enter all the common data or common
formatting that you want.
Ungroup the worksheets by clicking any unselected worksheet
tab. If no unselected worksheet tab is visible, right-click the tab
of a selected sheet, and then click Ungroup Sheets on the
shortcut menu.
Filter and sort data
[Group] will disappear from the title bar to indicate that the
worksheets are no longer grouped. The information that you
entered on the first worksheet will be on the subsequent
worksheets.
Data that is in rows and columns can be filtered and sorted. On
the Data menu, point to Filter, and then click AutoFilter. An
arrow appears at the top of the column in which you've selected
data to filter. Click the arrow and select what you want to see.
When you filter data, the other data is hidden from view. You
can also sort data differently by clicking the AutoFilter arrow
and then clicking either Sort Ascending or Sort Descending in
the list
Functions and arguments
Search for a function
Display a function
tooltip
Click the Insert Function button on the formula bar to open the
Insert Function dialog box. Type what you want to do in the
Search for a function box, and then click Go. (If you don't get a
useful response, try other keywords. Or review the list of
function types in the Or select a category box.) In the Select a
function box, click a function to read its description near the
bottom of the Insert Function dialog box. Click OK to insert the
selected function in your worksheet and open the Function
Arguments dialog box.
You can display function tips for all built-in Excel functions.
Select a cell, type an equal sign (=), type a function name, then
type an opening parenthesis: =PMT(
Once the opening parenthesis is typed, the function tip appears
with the function arguments listed in order of entry. Entering a
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Find descriptions of
function arguments
value and then typing a comma causes the next listed argument to
appear in heavy dark type. A comma separates each argument
from the next; without commas, a function will not work.
In the Function Arguments dialog box
Click in the box beside an argument name.
Read the argument's description near the bottom of the dialog
box.
Use financial formulas
Figure out mortgage
payments with the
PMT function
Figure out how long it
will take to pay off a
personal loan with the
NPER function
Figure out how much
to save with the PMT
function
To figure out the monthly payment for a $180,000 30-year
mortgage with a 6 percent annual interest rate, use the PMT
function,
=PMT(6%/12,30*12,180000)
The function's structure is:
=PMT(rate, nper, pv, [fv], [type])
Note Arguments in square brackets [ ] are optional.
PMT arguments:
Rate is interest rate, 6%/12 (months).
Nper is number of payments, 30*12 (months).
Pv is present value, $180,000.
Fv is future value, zero (0). An optional argument that need not
be filled in unless it is not zero.
Type is type of payment date, first or last day of the month. An
optional argument assumed to be zero (0) for the last day, unless
filled in as one (1) for the first day.
To figure out the time to pay off a personal loan of $2,500, at
$150 a month, with a 5 percent annual interest rate, use the
NPER function,
=NPER(5%/12,-150,2500)
=NPER(rate, pmt, pv, [fv], [type])
NPER arguments:
Rate is interest rate, 5%/12 (months).
Pmt is payment amount, $150.
Pv is present value, $2,500.
Fv is future value, zero (0). An optional argument that need not
be filled in unless it is not zero.
Type is type of payment date, first or last day of the month. An
optional argument assumed to be zero (0) for the last day, unless
filled in as one (1) for the first day.
To figure out how much you need to save each month, at an annual
interest rate of 6 percent, to have $60,000 in 18 years, use the
PMT function,
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=PMT(6%/12,18*12,0,60000)
=PMT(rate, nper, pv, [fv], [type])
PMT arguments are listed above.
Note: The pv (present value) argument is 0 because you start
from nothing. You could also type this formula without the zero
if you enter a second comma: =PMT(6%/12,18*12,,60000)
Printing options
Use print preview
Fit data on one page
Fit data on a specific
number of pages
To open print preview, click Print Preview on the File menu. Or
click the Print Preview button on the Standard toolbar.
Different ways to fit more data on one page:
Change margins: In print preview, click Setup, and then click the
Margins tab (or on the File menu, click Page Setup). Then type in
the boxes or click the arrows.
Reduce data size for printing: In print preview, click Setup, and
then click the Page tab (or on the File menu, click Page setup).
Under Scaling, click Fit to. Leave 1 in the page(s) wide by box
and 1 in the tall box.
Change page orientation In print preview, click Setup, and then
click the Page tab (or on the File menu, click Page Setup).
On the Page tab in the Page Setup dialog box, under Orientation,
click Landscape. Click OK.
In print preview, click Setup, then click the Page tab (or on the
File menu, click Page Setup). Click Fit to. Leave 1 in the pages(s)
wide by box (or put some other number in the box if the
worksheet is very wide). In the tall box, enter the number of
pages you want the worksheet to print on.
If you have a big worksheet with a lot of data, and the Adjust to
percentage is 50% or less when you try to fit it to one page, try
changing the value in the pages(s) wide by box from 1 to another
number. Then check print preview to see the result.
If your worksheet is too long to fit on one page, delete the
number in the tall box. That will allow the worksheet to fit all
columns on each page while extending to several pages lengthwise
as you add more rows.
Create page breaks
On the View menu, click Page Break Preview.
Point to the dotted blue line (the automatic page break) that you
want to change. Drag the line to the location where you want the
new page break to be.
To reset an individual page break, drag the line to the left and
off the print area. To reset all page breaks at once, right-click
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and then click Reset All Page Breaks.
Print just a portion of
a worksheet
Print multiple
worksheets at the
same time
Print column or row
titles on every page,
or row and column
headings on every
page
Add headers and
footers
Print cell gridlines
Center data on the
page
Print formulas
Select the area you want to print. Then, on the File menu, click
Print. Under Print what, click Selection. If you want to save
your selected area for printing again, on the View menu, click Page
Break Preview. Select the area you want to print again. On the
File menu, point to Print Area, and then click Set Print Area.
This print area is saved when you save the worksheet. When
you're ready to print again, on the File menu, click Print. Only the
set print area will be printed. To clear the set print area, on the
File menu, point to Print Area, and then click Clear Print Area.
Hold down CTRL and click the tab of each worksheet that you
want to print. On the File menu, click Print. In the Print dialog
box, under Print what, click Active sheet(s).
On the File menu, click Page Setup. Then click the Sheet tab. In
the Rows to repeat at top box, enter the rows that contain the
column titles. For example, $1:$1 is the first row. In the
Columns to repeat at left box, enter the columns that contain
the row titles. For example, $A:$A is the first column.
In the Page Setup dialog box, on the Sheet tab, select the Row
and column headings checkbox. That will print the alphabetical
column headings at the top of each column and the numerical row
headings on the left of each row.
In print preview, click Setup, and then click the Header/Footer
tab. To create a custom header or footer, click the Custom
Header or Custom Footer button. Then click in the Left section,
Center section, or Right section box. You can enter your own
text in any section. (If your text contains an ampersand (&), you
must enter two, like this: &&.)
If you're not sure what the buttons in the custom header and
custom footer dialog boxes do, click the buttons to see what is
inserted. The buttons insert code with an ampersand. For
example &[Date]. To delete custom headers and footers, select
the code and delete it.
In print preview, click Setup. Or on the File menu, click Page
Setup. Click the Sheet tab. Under Print, select the Gridlines
check box.
In print preview, click Setup. Or on the File menu, click Page
Setup. Click the Margins tab. Under Center on page, select the
Horizontally and Vertically check boxes.
On the Tools menu, point to Formula Auditing, and then click
Formula Auditing Mode. Then print. To return to the formula
results, repeat the steps above.
14
Prevent formula
errors from printing
In print preview, click Setup, or on the File menu, click Page
Setup, and then click the Sheet tab. Under Print, click the arrow
beside the Cell errors as box. Select from the options in the box
Use formulas to edit, correct, and proofread text
Type formulas
correctly
Change capital letters
Delete extra spaces
Count characters in a
cell
Combine first and last
names in one cell
Compare cells
Separate characters
on the left
Separate characters
on the right
Separate the first
word out of two
words
Delete a formula
without deleting
formula results
Formulas must be typed exactly as shown. Missing a comma or
parenthesis, inserting an extra space, or misspelling a function
name, will produce errors. For example, misspelling a function
name will produce the #NAME? error instead of a formula result.
If you type function names without using all capital letters, Excel
will convert the function name to capitals. Start each formula by
typing an equal sign (=).
In cell B1, type =PROPER(A1) to change to initial capitals: Nancy
Davolio
In cell B1, type =UPPER(A1) to change case to all capitals: NANCY
DAVOLIO
In cell B1, type =LOWER(A1) to change case to no capitals: nancy
davolio
In cell B1, type =TRIM(A1) to remove all spaces except the one
between words. TIP To change case and delete extra spaces in
one step, type a nested formula in cell B1:
=PROPER(TRIM(A1)) You could also type =TRIM(PROPER(A1))
In cell B1, type =LEN(A1)
In cell C1, type =A1&" "&B1. The space between the quotation
marks in the formula inserts a space between the two names. To
reverse the order of the names, type =B1&", "&A1. The comma
and the space between the quotation marks in the formula insert
a comma and a space between the names.
In cell C1, type =EXACT(A1,B1). Results are TRUE (the cells are
identical), or FALSE.
In cell B1, type =LEFT(A1,5).
In cell B1, type =RIGHT(A1,6). The result is the last 6
characters from cell A1.
In cell B1, type =LEFT(A1,FIND(" ",A1)-1). The result is all
characters to the left of the space.
Select the information that contains formulas.
Click the Copy button on the Standard toolbar.
Click the arrow to the right of the Paste button on the Standard
toolbar, and then click Values. Press ESC to exit Paste mode.
15

Microsoft Excel 2003

Transcription

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