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For example, see the Find and Replace dialog box shown in Figure G. In a text box, type or edit text with the keyboard, using the left and right arrow keys to move the insertion point without deleting text and use the Delete key or Backspace key to delete text.
Use a command button to execute or cancel a command. Some command buttons display with an ellipsis To choose a command button, click with the mouse or press the Tab key until the command button is surrounded by a marquee and then press the Enter key.
Only one radio button can be selected at any time. When the button is selected, it is filled with a dark circle. Click a button to select it, or press and hold down the Alt key, press the underlined letter of the option, and then release the Alt key.
An example is shown in Figure G. To increase or decrease the number in a measurement box, click the up or down arrow at the right side of the box.
Using the keyboard, press and hold down the Alt key and then press the underlined letter for the option, press the Up Arrow key to increase the number or the Down Arrow key to decrease the number, and then release the Alt key.
Choosing Commands with Shortcut Menus The Office applications include shortcut menus that contain commands related to different items. The shortcut menu will appear wherever the insertion point is positioned. In some cases, the Mini toolbar will also appear with the shortcut menu. To select an option from a shortcut menu with the mouse, click the option. If you are using the keyboard, press the Up or Down Arrow key until the option is selected and then press the Enter key.
To close a shortcut menu without choosing an option, click outside the menu or press the Esc key. Working with Multiple Applications As you learn the various applications in the Microsoft Office suite, you will notice many similarities between them. For example, the steps to save, close, and print are virtually the same whether you are working in Word, Excel, or PowerPoint.
This consistency greatly enhances your ability to transfer knowledge learned in one application to another within the suite. Another benefit to using Microsoft Office is the ability to have more than one application open at the same time and to integrate content from one program with another.
For example, you can open Word and create a document, open Excel and create a worksheet, and then copy a worksheet from the workbook into Word. The Windows taskbar at the bottom of the screen displays buttons representing all the programs that are currently open.
For example, Figure G. To move from one program to another, click the taskbar button representing the desired application. Maintaining Files and Folders Windows includes a program named File Explorer that can be used to maintain files and folders. To open File Explorer, click the folder icon on the Windows taskbar. Use File Explorer to complete tasks such as copying, moving, renaming, and deleting files and folders and creating new folders.
Some file management tasks can also be completed within Word, Excel, PowerPoint, or Access by clicking File and then Open or Save As and then clicking the Browse option to browse folders and files in a dialog box. If you are using your OneDrive account or another cloud-based storage service, some of the file and folder management tasks may vary. In File Explorer and in the Open or Save As dialog box, the names of files and folders are displayed in the Content pane.
Each file has an icon showing what type of file it is, while folders are identified with the icon of a folder. See Figure G. Create a new folder by clicking the New folder button at the top of the File Explorer window or in the dialog box. A new folder displays with the name New folder highlighted. Type a name for the folder to replace the highlighted text, and then press the Enter key. Folder names can include numbers, spaces, and some symbols.
Selecting and Opening Files and Folders Select files or folders in the window to be managed. To select one file or folder, simply click on it.
To select several adjacent files or folders, click the first file or folder, hold down the Shift key, and then click the last file or folder. To select files or folders that are not adjacent, click the first file or folder, hold down the Ctrl key, click any other files or folders, and then release the Ctrl key.
To deselect, click anywhere in the window or dialog box. When a file or folder is selected, the path to the folder displays in the Address bar. If the folder is located on an external storage device, the drive letter and name may display in the path.
A right-pointing arrow displays to the right of each folder name in the Address bar. Click the arrow to view a list of subfolders within a folder. Double-click a file or folder in the Content pane to open it. You can also select one or more files or folders, right-click, and then click the Open option in the shortcut menu. Select a location With the folder Files and folders in the Navigation name highlighted, appear in the pane.
Content pane. To delete a file or folder, select it and then press the Delete key. Alternatively, use the Delete button on the Home tab of the File Explorer window, or click the Organize button and then Delete in the dialog box. You can also right-click a file or folder and then choose the Delete option in the shortcut menu. Files and folders deleted from the hard drive of the computer are automatically sent to the Recycle Bin, where they can easily be restored if necessary.
If a file or folder is stored in another location, such as an external drive or online location, it may be permanently deleted. In this case, a message may appear asking for confirmation. To confirm that the file or folder should be deleted, click Yes. To view the contents of the Recycle Bin, display the Windows desktop and then double-click the Recycle Bin icon.
Deleted items in the Recycle Bin can be restored to their original locations, or the Recycle Bin can be emptied to free up space on the hard drive. Moving and Copying Files and Folders A file or folder may need to be moved or copied to another location.
If a copy is pasted to the same folder as the original, it will appear with the word Copy added to its name. To copy files in the Open or Save As dialog box, use the Organize button drop-down list or right-click to access the shortcut menu.
Files can also be dragged from one location to another. To do this, open two File Explorer windows. Click a file or folder and drag it to the other window while holding down the left mouse button.
Renaming Files and Folders To rename a file or folder in File Explorer, click its name to highlight it and then type a new name, or right-click the file or folder and then select Rename at the shortcut menu.
You can also select the file or folder and then click the Rename button on the Home tab of the File Explorer window or click Rename from the Organize button drop-down list at the Open or Save As dialog box. Type in a new name and then press the Enter key. Viewing Files and Folders Change how files and folders display in the Content pane in File Explorer by clicking the View tab and then clicking one of the view options in the Layout group.
View files and folders as large, medium, or small icons; as tiles; in a list; or with details or information about the file or folder content. At the Open or Save As dialog box, click the Change your view button arrow and a list displays with similar options for viewing folders and files.
Click to select an option in the list or click the Change your view button to see different views. Excel files have the extension. By default, file extensions are turned off. To view file extensions, open File Explorer, click the View tab, and then click the File name extensions check box to insert a check mark.
Click the check box again to remove the check mark and stop viewing file extensions. Viewing all files at the Open dialog box can be helpful in determining what files are available. Turn on the display of all files at the Open dialog box by clicking the file type button arrow at the right side of the File Name text box and then clicking All Files at the drop-down list.
Managing Files at the Info Backstage Area The Info backstage area in Word, Excel, and PowerPoint provides buttons for managing files such as uploading and sharing a file, copying a path, and opening File Explorer with the current folder active. Click the File tab and then click the Info option.
Click the Upload button to upload the open file to a shared location such as a OneDrive account. Click the Share button and a window displays indicating that the file must be saved to OneDrive before it can be shared and provides an option that, when clicked, will save the file to OneDrive. Click the Copy Path button and a copy of the path for the current file is saved in a temporary location.
Click the Open file location button and File Explorer opens with the current folder active. Buttons for managing files. Click the Share button to display a window with options for sharing the file with others and specifying whether the file can be viewed and edited, or only viewed. Click the Open file location button to open File Explorer with the current folder active. Some references in the text might not perfectly match what you see on your screen, so you may not be able to perform certain steps exactly as written.
For example, an item in a drop- down gallery might appear in a different column or row than what is indicated in the step instructions. Before you begin learning the applications in the Microsoft Office suite, take a moment to check the display settings on the computer you are using.
A computer monitor set at a high resolution will have the ability to show more buttons in the ribbon than will a monitor set to a low resolution.
At the Windows desktop, right-click in a blank area of the screen. In the shortcut menu, click the Display settings option. At the Settings window with the Display option selected, scroll down and look at the current setting displayed in the Resolution option box. Note: Depending on the privileges you are given on a school machine, you may not be able to complete Steps 4—5. If necessary, check with your instructor for alternative instructions.
Click the Keep Changes button. At the Settings window, take note of the current DPI percentage next to the text Change the size of text, apps, and other items. You can download all the files at once described in the activity below , or download only the files needed for a specific chapter. Make sure you have an active internet connection before starting this activity. Check with your instructor if you do not have access to your Cirrus online course.
Navigate to the Course Resources section of your Cirrus online course. Note: The steps in this activity assume you are using the Chrome browser. If you are using a different browser, the following steps may vary. A zip file containing the student data files will automatically begin downloading from the Cirrus website. Click the button in the lower left corner of the screen once the files have finished downloading. Right-click the StudentDataFiles folder in the Content pane.
Click the Copy option in the shortcut menu. Click the Home tab in the File Explorer window. Click the Paste button in the Clipboard group. Close the File Explorer window by clicking the Close button in the upper right corner of the window. Microsoft Excel is a spreadsheet program that allows users to organize, analyze, and evaluate numerical and financial data.
An Excel spreadsheet can be used for such activities as creating financial statements, preparing budgets, managing inventory, and analyzing cash flow. This chapter will introduce the basics of creating a worksheet, opening workbooks, and saving workbooks.
In a worksheet, learn to enter data, as well as the use of formulas to calculate sums and averages. Learn to enter data quickly and efficiently using features such as the fill handle and to apply basic formatting to data in conventional accounting style.
Data Files The online course includes Before beginning the chapter work, copy the EL1C1 folder to additional training your storage medium and then make EL1C1 the active folder. Tutorial Creating a Worksheet Opening a Blank Open Excel by clicking the Excel tile at the Windows Start menu, or by following Workbook other steps as needed depending on the operating system. At the Excel opening screen, click the Blank workbook template.
This displays a workbook with a blank worksheet, as shown in Figure 1. The elements of a blank Excel worksheet are described in Table 1. A file created in Excel is referred to as a workbook. Notice the tab named Sheet1, at the bottom of the Excel window. The area containing the gridlines in the Excel window is called the worksheet area. Figure 1. Create a worksheet in the worksheet area that will be saved as part of a workbook.
Columns in a worksheet are labeled with letters of the alphabet and rows are labeled with numbers. The intersection of a column and a row creates a box, which is referred to as a cell. A cell is where data and formulas are entered.
Name box Formula bar dialog box Collapse the active cell launcher Ribbon button. When a cell is clicked, it becomes active and a thick green border appears around it. The cell address, also called the cell reference, appears in the Name box. The cell reference includes the column letter and row number. For example, if the first cell of the worksheet is active, the cell reference A1 is shown in the Name box. Any number of adjacent cells can be made active and form a range.
A range is typically identified by the first cell reference and last cell reference separated by a colon. To enter data in a cell, make the cell active and then type the data. To make the next cell active, press the Tab Tutorial key. Table 1. Navigating and Another method for making a cell active is to use the Go To feature.
Before typing data into the active cell, check the Status bar. The word Ready Hint To make a should display at the left. As data is typed in a cell, the word Ready changes to cell active, position the cell pointer in the cell Enter.
Data typed in a cell is shown in the cell and in the Formula bar. If the and then click the left data entered in a cell is longer than the cell can accommodate, the data overlaps mouse button. It does not become a part of the next cell—it simply overlaps it. If, however, a number is entered in a cell and the number is too long to fit in the cell, Excel changes the display of the number to number symbols.
This change is made because Excel does not want to mislead users by showing only part of a number in a cell. Along with the keyboard, the mouse can be used to make a specific cell active. To make a specific cell active with the mouse, position the mouse pointer, which appears as a white plus symbol called the cell pointer , in the cell and then click the left mouse button.
The pointer appears as a white plus sign when positioned in a cell in the worksheet and as an arrow when positioned on other elements of the Excel window, such as options and buttons on tabs and scroll bars. Scrolling shifts the display of cells in the worksheet area but does not change the active cell.
Scroll through a worksheet until the desired cell is visible and then click in the cell to make it active. Tutorial Saving a Workbook Saving with the Save an Excel workbook, including all sheets within it, by clicking the Save button Same Name on the Quick Access Toolbar or by clicking the File tab and then clicking the Save As option at the backstage area.
At the Save As dialog box, click the Saving with a New desired location in the Navigation pane, type a name for the workbook in the Name File name text box, and then press the Enter key or click the Save button. Click Save button on Quick Access A workbook file name can contain up to characters, including the drive Toolbar. Each file should have a 2. At Save As distinct name. Excel will not allow two workbooks to be saved with the same file backstage area, click Browse option.
For 3. Also, some box, navigate to symbols cannot be used in a file name, such as the following: folder. Press Enter key. It is a good practice to save periodically while working with a file to be sure no changes are lost if the application crashes or freezes or if power is interrupted. Multiple users can edit a file and AutoSave will save the workbook every few seconds so that changes can be seen by everyone.
AutoSave can be turned on or off by clicking the toggle switch in the upper left corner of the Excel screen. Open Excel by clicking the Excel tile at the Windows Start menu.
Depending on your operating system, the steps to open Excel may vary. This opens a workbook with a blank worksheet. At the blank Excel worksheet, create the worksheet shown in Figure 1.
Press the Enter key to make cell A2 the active cell. Type Employee in cell A2. Press the Tab key. This makes cell B2 active. Type Location and then press the Tab key.
This makes cell C2 active. Type Benefits and then press the Enter key to move the insertion point to cell A3. Type Avery in cell A3. Continue typing the data shown in Figure 1. After typing the data shown in the cells in Figure 1. Click the Save button on the Quick Access Toolbar. At the Save As backstage area, click the Browse option. Select the text in the File name text box and then type 1-EmpBene. Press the Enter key or click the Save button. To change the data in a cell, click in the cell to make it active and then type the new data.
When a cell containing data is active, anything typed will take the place of the existing data. If only a portion of the data in a cell needs to be edited, double-click in the cell. This makes the cell active, moves the insertion point inside the cell, and displays the word Edit at the left side of the Status bar. Move the insertion point using the arrow keys or the mouse and then make the needed corrections.
Press the Home key to move the insertion point to the first character in the cell or Formula bar or press the End key to move the insertion point to the last character. When the editing of data in a cell is complete, be sure to change out of the Edit mode. Two other ways to change out of the Edit mode and return to the Ready mode are to click in another cell and to click the Enter button on the Formula bar.
If the active cell does not contain data, the Name box displays only the cell reference by column letter and row number. As data is typed, two buttons become active on the Formula bar to the right of the Name box, as shown in Cancel Figure 1.
Click the Cancel button to delete the current cell entry. A cell entry can also be deleted by pressing the Delete key. Click the Enter button when finished typing or editing the cell entry. With 1-EmpBene open, double-click in cell A7 contains Mikulich. Move the insertion point immediately left of the k and then type c. This changes the spelling to Mickulich.
Click in cell A4 contains Connors , type Bryant, and then press the Tab key. Clicking only once allows you to type over the existing data. Edit cell C2 by completing the following steps: 4a a.
Type Classification over Benefits. Click in any other cell. Click the Save button on the Quick Access Toolbar to 4b save the workbook again. Tutorial Printing a Worksheet Printing a With a workbook open, click the File tab and the Home backstage area displays, Worksheet as shown in Figure 1. Use buttons and options at the backstage area to perform actions such as opening, closing, saving, and printing a workbook.
Print a worksheet from the Print backstage area, as shown in Figure 1. To display this backstage area, click the File tab and then click the Print option. Click the Print button to send the worksheet worksheet to the printer. Use these options to specify how the workbook will be printed. Click File tab. Below the Print button are two categories: Printer and Settings.
Use the gallery 2. Click Print option. Click Print button. The Settings category contains a number of galleries, each with options for specifying how the workbook will be printed. Use the galleries to specify whether the pages are collated when printed; what page orientation, page size, and margins the workbook should have; and whether the worksheet will be scaled to print all rows and columns of data on one page.
Another method for printing is to click the Quick Print button on the Quick Access Toolbar to send the workbook directly to the printer. To insert this button on the Quick Access Toolbar, click the arrow button at the right of the toolbar and then click Quick Print at the drop-down list. To remove the button, right-click it and then click Remove from Quick Access Toolbar at the drop-down list.
To close Excel, click the Close button in the upper right corner of the screen. The uick Steps Close button contains an X, and if the mouse pointer is positioned on the button, Close Workbook the button background changes from green to red and a ScreenTip displays with 1. Click Close option. Close Excel Click Close button. These features include AutoComplete, which allows users to automatically complete multiple entries of the same data; AutoCorrect, which automatically corrects many common typographical errors; and AutoFill, which automatically inserts words, numbers, or formulas in a series.
As the first few characters are typed into a cell, AutoComplete predicts what AutoCorrect will be typed next based on previous entries in the worksheet, and will automatically complete the entry based on its prediction. If the AutoComplete entry is correct, accept it by pressing the Tab key or the Enter key. If it is incorrect, simply continue typing the correct data. This feature can be very useful in a worksheet that contains repetitive data entries. For example, consider a worksheet that repeats the word Payroll.
The second and subsequent times this word is to be inserted in a cell, simply typing the letter P will cause AutoComplete to insert the entire word. To see what symbols and words are included in AutoCorrect, click the File tab and then click Options. At the Excel Options dialog box, click Proofing in the left panel and then click the AutoCorrect Options button in the right panel.
At the AutoCorrect dialog box, type the text shown in the first column in the list box and then press the spacebar and the text in the second column is inserted in the cell. Along with symbols, the AutoCorrect dialog box contains commonly misspelled words and common typographical errors. Type the text shown in the first column of this list box in a worksheet and then press the spacebar and the text is replaced by the text in the second column of this list box. With 1-EmpBene open, make cell A1 active.
Type text in cell A1 as shown in Figure 1. Type the remaining text in the cells. Accept this by pressing the Tab key. Pressing the Tab key accepts West and also makes the cell to the right active. Use AutoComplete to enter the second and subsequent occurrences of Salaried and Hourly. Print 1-EmpBene by clicking the File tab, clicking the Print option, and then clicking the Print button at the Print backstage area. The gridlines will not print. Close the workbook by clicking the File tab and then clicking the Close option at the backstage area.
Tutorial Using AutoFill Entering Data Using When a cell is active, a thick green border surrounds it and a small green square the Fill Handle appears in the bottom right corner.
This green square is called the AutoFill fill handle see Figure 1. Use the fill handle to fill a range of cells with the same data or with consecutive data.
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