Using the Toolbars

Using the Toolbars

Below Excel's menu bar are two toolbars that place the most common commands right at your fingertips: the Standard toolbar and the Formatting toolbar. Instead of searching through Excel's menus and submenus to locate commands, you can save time by learning the buttons first. The following sections can help you identify the buttons on the Standard and Formatting toolbars when you're first starting to learn them.

Exploring the Standard Toolbar

The Standard toolbar contains buttons (called tools ) for general commands, such as commands for creating and saving a workbook, printing the current workbook, and copying and pasting selections. Table 2.2 lists the buttons and explains the purpose of each tool.

Tip

graphics/tman.gif

To view the name of a button in one of the toolbars, rest the mouse pointer (no clicking) on the button for a second or two. A tiny box called a ScreenTip appears, displaying the button's name.


Table 2.2. Standard Toolbar Buttons

Button

Tool Name

Purpose

graphics/new.gif

New

Opens a new, blank workbook file, no questions asked.

graphics/open.gif

Open

Displays the Open dialog box, prompting you to select the folder and workbook file you want to open.

graphics/save.gif

Save

Saves the currently open workbook to disk. If this is the first time you chose to save the workbook, the Save As dialog box appears, prompting you to name the workbook and specify the folder in which you want it saved.

graphics/permission.gif

Permission

Installs the Permission feature, which prevents unauthorized forwarding, editing, or copying of sensitive documents and messages.

graphics/email.gif

Email

Displays an e-mail message header, so you can send the workbook to someone else via e-mail.

graphics/research.gif

Research

Displays the Research task pane, enabling you to search a thesaurus, encyclopedia, or other online resource for specific information.

graphics/print.gif

Print

Prints the current worksheet, workbook, or chart.

graphics/print_preview.gif

Print Preview

Displays a version of the worksheet or workbook or chart as it will appear in print.

graphics/spelling.gif

Spelling

Checks for typos and spelling errors in the current workbook.

graphics/cut.gif

Cut

Moves the selected data to the Clipboard, from which you can paste the data somewhere else.

graphics/copy.gif

Copy

Places a copy of the selected data on the Clipboard, so you can paste a copy of the data somewhere else.

graphics/paste.gif

Paste

Inserts the current contents of the Clipboard into the selected cell or cells .

graphics/format_painter.gif

Format Painter

Copies the formatting of the selected cell or cells, so you can apply the formatting to other cells.

graphics/undo.gif

Undo

Reverses your last action.

graphics/redo.gif

Redo

Reinstates the previous action you chose to undo.

graphics/insert_hypher_link.gif

Insert Hyperlink

Inserts a hyperlink (live link) to another file or to a Web page.

graphics/auto_sum.gif

AutoSum

Calculates the total of the values in the currently selected cells. Also provides averages or a count of entries in the cells.

graphics/sort_ascending.gif

Sort Ascending

Arranges the entries in a selection alphabetically from A to Z, or numerically from the smallest number to the highest.

graphics/sort_descending.gif

Sort Descending

Arranges the entries in a selection alphabetically from Z to A, or numerically from the highest number to the smallest.

graphics/chart_wizard.gif

ChartWizard

Starts the ChartWizard, which leads you step-by-step through the process of creating a chart.

graphics/drawing.gif

Drawing

Toggles the Drawing toolbar on and off. The Drawing toolbar features additional buttons for adding basic shapes to your worksheets and charts .

graphics/zoom.gif

Zoom

Adjusts the screen magnification.

graphics/help.gif

Microsoft Excel

Displays Excel's Help taskbar, so you can get assistance or Help answers to your questions. Also provides access to Microsoft's online help resources, including assistance, training, and Office updates.

graphics/toolbar_options.gif

Toolbar Options

Displays additional buttons that do not fit on the toolbar as it is currently displayed, and provides options for adding or removing buttons from the toolbar or displaying the toolbars in such a way that more buttons are visible.

Exploring the Formatting Toolbar

The Formatting toolbar contains buttons for changing the appearance of a selection; for example, you can use the Formatting toolbar to change the text style and size, add borders and shading to cells, and make numbers appear as dollar amounts. Table 2.3 lists the Formatting buttons and provides a brief description of each tool.

Table 2.3. Formatting Toolbar Buttons

Button

Tool Name

Purpose

graphics/font.gif

Font

Lets you pick a different type style for the selected cells.

graphics/font_size.gif

Font size

Changes the text size of selected cells.

graphics/bold.gif

Bold

Boldfaces entries in the selected cells.

graphics/italic.gif

Italic

Italicizes entries in the selected cells.

graphics/underline.gif

Underline

Underlines entries in the selected cells.

graphics/align_left.gif

Align Left

Aligns entries along the left side of selected cells.

graphics/center.gif

Center

Centers entries in the selected cells.

graphics/align_right.gif

Align Right

Aligns entries with the right side of selected cells.

graphics/merge_and_center.gif

Merge and Center

Merges the selected cells to create a single cell and then centers the entry in that cell.

graphics/currency_style.gif

Currency Style

Displays numerical values as dollar amounts.

graphics/percent_style.gif

Percent Style

Displays numerical values as percentages.

graphics/comma_style.gif

Comma Style

Adds a comma to values of 1000 and higher.

graphics/increase_decimal.gif

Increase Decimal

Adds decimal places to values in selected cells.

graphics/decrease_decimal.gif

Decrease Decimal

Removes decimal places from values in selected cells.

graphics/decreasing_indent.gif

Decrease Indent

Reduces the distance that entries are indented in selected cells by the width of one typewritten character in the standard font (Arial 10-point by default).

graphics/increasing_indent.gif

Increase Indent

Increases the distance that entries are indented in selected cells by the width of one typewritten character in the standard font (Arial 10-point by default).

graphics/borders.gif

Borders

Adds the specified border type to selected cells.

graphics/fill_colour.gif

Fill Color

Shades selected cells with the specified gray shade or color.

graphics/font_colour.gif

Font Color

Transforms text in selected cells from black to the specified color.

graphics/toolbar_options.gif

Toolbar Options

Displays additional buttons that do not fit on the toolbar as it is currently displayed, and provides options for adding or removing buttons from the toolbar or displaying the toolbars in such a way that more buttons are visible.

Taking Control of the Toolbars

Excel is initially set up to display both the Standard and Formatting toolbars on a single line, giving the workbook window more room. Unfortunately, this setup limits the number of buttons each toolbar can display. To access a button that is not displayed on one of the toolbars, you must click the Toolbar Options button. When you do, a tiny palette with the remaining buttons appears, and you can click the desired button. When you click a button on the Toolbar Options palette, Excel moves the button to the main toolbar area, making it more accessible in the future.

You can customize the toolbars for the way you work. You can move a toolbar to its own separate line, for instance, to provide it with more room for displaying buttons. Note that at the left side of a docked toolbar (one that's nested at the top of a program window) are four dots stacked vertically. These dots represent what is called the move handle . Move the mouse pointer over the move handle until the mouse pointer appears as a four-headed arrow, as shown in Figure 2.6. Now hold down the left mouse button and drag the toolbar up or down to the desired position.

Figure 2.6. You can move Excel's toolbars.

graphics/02fig06.jpg

By dragging one toolbar directly below another toolbar and then dropping it in place, you can position both toolbars in the docking area , each on a line of its own. (The docking area is any location where a toolbar can "snap" in place.) If you move the toolbar beyond the docking area, it becomes a floating toolbar , which acts as though it lives in its own window. Floating toolbars tend to get in the way, so most users prefer keeping them docked.

Tip

graphics/tman.gif

The Excel program window has four toolbar docking areas: just below the menu bar, on the left side of the window, on the right side of the window, and just above the status bar. Try dragging a toolbar to one of these locations.


Turning on Other Toolbars

Though the Standard and Formatting toolbars provide most of the tools you need on a daily basis, Excel provides more than a dozen other toolbars for special tasks . They include the Borders, Chart, Drawing, Picture, Web, and WordArt toolbars. To turn a toolbar on or off, perform one of the following steps:

  • Open the View menu, point to Toolbars , and click the name of the desired toolbar. (A check mark next to a toolbar's name indicates it is on.)

  • Right-click any toolbar or the menu bar, and then click the name of the desired toolbar.

  • To close a floating toolbar, click the toolbar's Close ( X ) button.



Absolute Beginner's Guide to Microsoft Office Excel 2003
Absolute Beginners Guide to Microsoft Office Excel 2003
ISBN: 0789729415
EAN: 2147483647
Year: 2002
Pages: 189

flylib.com © 2008-2017.
If you may any questions please contact us: flylib@qtcs.net