Sams Teach Yourself Microsoft Office 2003 in 24 Hours Authors: Perry G. Published year: 2003 Pages: 73-76/272

Summary

This hour introduced Excel and covered elements on Excel's application screen. It also explained the concept of workbooks and worksheets. The workbook files contain your worksheets, and your worksheets hold data, such as numbers and labels. As you see throughout this part of the book, Excel supports a tremendous number of formatting options so that you can turn your numeric data into eye-catching, appealing output.

Although Excel works best with numeric data, Excel works with text (called labels) such as names , addresses, titles, dates, and time values. The true power of Excel shows itself in its manipulation of numeric data. Excel works with formulas that you enter as well as several internal functions that perform calculations. In the next hour's lesson, you will learn more about how to specify formulas to produce accurate results.

Q&A

 Q1: I'm not good at math. Can I use Excel? A1: Don't worry: Excel does all the calculating. Your job is to place the numeric data on the worksheets so that Excel can do its thing. You also must specify formulas so that Excel can compute results for you, which does require at least some knowledge of math. Many people use Excel for common household actions, such as tracking exercise routines and grocery lists. Excel is not just for accounting and mathematical applications. You will learn in the next hour how to specify formulas. There, you will see that Excel provides a lot of help along the way and can even guess at many calculations, such as totals, that you routinely need in your worksheets. Q2: Do I always enter the time along with the date? A2: You can enter a time value, a date value, or both. Excel turns the information into an internal shortened format. (You can change the display format if you want to make the data look better.) If you don't enter a date with a time value, Excel accepts the time value only and tracks just the time. If you enter a date, Excel tracks only the date.

Hour 7. Restructuring and Editing Excel 2003 Worksheets

This hour teaches you how to manage and organize your Excel 2003 worksheets to make them really work for you. You'll be surprised how Excel follows and updates formulas as you modify worksheet data. If you really want to master Excel, you must understand how to set up and work with cell ranges. Therefore, this hour's material will greatly enhance your Excel expertise. You will learn to use range names and references to produce more powerful Excel formulas and functions.

In addition to using the editing tools, you also learn how to format worksheets to make them look better. This hour teaches the formatting essentials so you will be ready for even more fancy stuff in the next hour.

The highlights of this hour include the following:

• How to insert and delete rows and columns

• How to work with ranges of cells

• When range names are important

• How to write formulas so that they compute in the order you want them to

• How to format cells to add eye-catching appeal to your worksheet

Worksheet Editing

The better you are at editing worksheets, the more Excel will enhance your productivity. You already know that entering numeric data is error-prone at its best; the faster you edit cell values accurately, the faster you complete accurate worksheets. The following sections show you the primary editing techniques in Excel and explain how you can leverage those techniques to produce more accurate worksheets.

Selecting Cells

You can select a cell, a row of cells, or a column of cells just by clicking and dragging your mouse. As you drag your mouse, Excel selects a rectangular region, called a range . You notice as you drag your mouse that Excel displays the number of rows and columns you have selected. You see the message 10R X 4C appear in the toolbar's name box as you select 10 rows and 4 columns , for example. When you release your mouse, Excel displays the selection's upper-left corner cell name inside the name box, as Figure 7.1 shows.

Figure 7.1. Drag your mouse to select multiple cells.

Not only can you select an adjacent rectangular region of cells, but you can also select nonadjacent regions . Select the first area, and then press Ctrl while you click another cell and drag the mouse to select the second region. The highlighted selection appears in both places on your screen. Remove any selection (either adjacent or nonadjacent) by clicking your mouse on any cell or by pressing an arrow key.

Editing Cell Contents

Much of your Excel editing requires that you correct numeric data entry. Of course, if you begin to type a number (or a formula) into a cell but realize you have made a mistake, press Backspace to erase your mistake or press the arrow keys to move the cell pointer back over the entry to correct something.

To Do: Correct Cell-Entry Mistakes

If you have already moved to another cell when you recognize that you have entered an error, quickly correct the mistake as follows :

1. Move the cell pointer to the cell you need to correct. (Click the cell to move the pointer there.)

2. Press F2, which is the standard Windows editing shortcut key. (If you still have your hand on the mouse, you can double-click the cell to edit the cell's contents.) You know Excel is ready for your edit when you see the cell pointer appear in the cell.

3. Use the arrow keys to move the cell pointer from the end of the cell to the mistake.

4. Press the Insert key to change from Overtype mode to Insert mode or vice versa. As with Word, Overtype mode enables you to write over existing characters, whereas Insert mode shifts all existing characters to the right as you type the correction.

5. Press Enter to anchor the correction in place.

If you want to reverse an edit, click the Undo button. To reverse an undo, click the Redo button. As you can see, after you have mastered one Office product (as you have Word), you know a lot about the other products.

 Sams Teach Yourself Microsoft Office 2003 in 24 Hours Authors: Perry G. Published year: 2003 Pages: 73-76/272