Wiley Excel 2007 Just The Stepstm For Dummies
Contents
1. Get ready to w Open and Explore Excel seeee 6 Select Commands with the Keyboard 7 mp Close Excel E ain 7 Customize the Quick Access Toolbar 8 Change Status Bar Indicators 00000 8 Create a New Excel File ssssssssssssssseee 9 Save a Workbook in Various Formats 9 Open an Existing Excel File 00 10 wm Rename or Delete a File sssssssssscsceee 1 Set the Default File Locations 12 View and Specify Workbook Properties 13 Chapter 1 Working with Excel Files Open and Explore Excel 1 Choose Start All Programs Microsoft Office Microsoft Office Excel The Microsoft Excel program begins with a new blank workbook displayed like the one shown in Figure 1 1 ready for you to enter data The icon at the top left of the screen is called the Office Button As you hover your mouse over it a description of the Office Button functions appears When you click the Office Button Excel displays a list of options Click the Office Button to close the menu if you don t want to make a selection at this time Pause your mouse over any of the three icons next to the Office Button By default the Quick Access toolbar functions include Save Undo and Redo Hover your mouse over the tabs or task oriented portions of the Ribbon and a description of a tab s feature appears The tabs2. Merdy aaraa Silex bore Pba x Figure 1 15 View the workbook s properties and file statistics 13 Chapter 1 Working with Excel Files 14
3. created in earlier versions of Excel have a xls extension Click Save Depending on the format you choose Excel may prompt you for additional information Open an Existing Excel File 1 10 Choose Office Button Open The Open dialog box seen in Figure 1 10 appears If necessary select the appropriate folder from the Look In drop down list Then select the file you want to open Open the Files of Type drop down menu to display files saved in other formats Click the Open button The workbook appears in the Excel workspace ready for you to edit If the file you open was created in a previous version of Excel the words Compatibility Mode appear on the title bar next to the document name Microsoft Office Excel Compatil ax Because some tec by versions Exe ex degraded if saved this format Ork tinue to sar Sunnary Number of occurrences Hinor bass af fidelity p E Check composiniity wnan saving this worehook Figure 1 9 Excel warns you of compatibility conflicts Op wes a SLE a xaar cies r Hios s a Breene ob p a aaa jar yha ad ede ay iitee iieeeh Depew ae a agit tein a 6 8 ag g Piae prone tinh oeeanres ces conned Figure 1 10 Open a previously created Excel file Excel displays recently used files on the right side of the Office Button menu Click any listed filename to quickly open it Rename a File 1 Open Excel but not the file you want t
4. are broken down into subsections called groups The Home tab includes the Clipboard Font Alignment Number Styles Cells and Editing groups Click the Insert tab The Ribbon changes to reflect options pertaining to Insert Groups include Shapes Tables Illustrations Charts Links and Text On the Home tab click the down arrow under Format As Table A Gallery of table styles appears Click the arrow again to close the Gallery On the Home tab clicking the Dialog Box Launcher on the bottom right of the Font group opens a related dia log box See Figure 1 2 In this example the Format Cells dialog box opens Click the Cancel button to close a dialog box without making any changes boar eS rs Figure 1 1 A blank Excel workbook which Excel calls Book WO Vaea pel leet Figure 1 2 Click a Dialog Box Launch icon to display a relevant dialog box Bane Close Excel Excel program remains open Se le ct Co mman ds with th e Ke y b oar d f Optionally choose Office gt Close The current workbook closes but the 1 If appropriate for the command you intend to use place the insertion point in the proper word or paragraph yore web i 2 Press Alt on the keyboard Shortcut letters and numbers ue O T A appear on the Ribbon See Figure 1 3 To ore os seein aos mee gt SAB Fade Numbers control commands on the Quick Access toolbar Se
5. 1 14 Excel automatically adds statistical information such as the work book s original creation date the last time it was printed or modi fied and the workbook size 4 Click the Close box to close the Document Information Panel View Workbook Properties 1 Choose Office Button Open The Open dialog box appears 2 If necessary click the Look In list and navigate to the folder containing the file you want to delete 3 Click the Views button drop down arrow to display a Views shortcut menu or click the Views button itself to cycle through the available views 4 Choose Properties The Open window splits into two panels like the ones you see in Figure 1 15 5 Click a file name Excel displays the workbook proper ties in the right panel 6 Click OK to open the file or Cancel to close the Open dialog box ANG a e AO Mier Mise Ea Heme baet Page iaycut Farul Date 70 E RES r E aE Speling zessen O Pipraa Sariei 7 tatha Tha akot epee Cutnceey he aan Faas famin sdnedde Panes ma oboa pranah clans newer E T adhe preva vas A VLOCKUM O93 155 N206 2 a A B c D E G Mortgage Amortization Rroparty Description 17 081 16 1 470 43 Key Figures Annal loan ents 5 51900000 1422 4a 572 43 750 00 44t r Mortgage amortization 2 Raw i Figure 1 14 Enter information to identify your workbook SESETETSESE SORES FERTAE TAFT TET ETE
6. Working with Excel Files this book you discover the new Excel interface that provides you with the right tools at the right time In most Windows programs you see menus and toolbars from which you select your options Now you discover the new Excel interface that provides you with the right tools at the right time Instead of the traditional look Excel now provides tabs with icon and button laden tabs on the Ribbon containing your favorite Excel features Galleries and themes are also a new addition to Excel helping you maintain consistency and style in workbook appearance The Office Quick Access toolbar which is now the only toolbar provides fast and easy access to basic file functions You discover later in this chapter how you can customize the Quick Access toolbar Throughout the course of this book you discover methods to use Excel as a spreadsheet of course but you also discover how to use it as a database a calculator a planner and even a graphic illustrator You start with the basics and work into the more advanced Excel actions In this chapter you Open and close the Excel program gt Open close and save Excel workbooks gt Explore the Excel screen including customizing it to make it even faster and easier to use Use workbook properties to better manage your files gt Set Excel default file locations which saves you time and frustration when you open and save your workbooks NP aster
7. alog box Set the Default File Locations 12 1 Click the Office Button and click Excel Options It s located at the bottom of the Office list The Excel Options dialog box opens From the options on the left side of the dialog box click the Save category You see the options shown in Figure 1 13 In the Default file location enter the data path to the place where you want to save most of your files Click OK By default Excel saves your files in the My Documents folder stored on your local hard drive but your company may have another loca tion where it wants you to keep most of your Excel files An exam ple might be G COMPANY DOCUMENTS DIANE To override the default file location you can click the Look In list when saving or opening a file and choose a location different from the default location Confirm File Delete x J Are you sure pou want ta sand Car Salas to the Ranya Fin w Ty Figure 1 12 Delete unwanted files through the Open or Save As dialog box Excel Options AR coment management server thes Figure 1 13 Customize to determine where Excel stores your workbooks View Workbook Properties Specify Workbook Properties 1 Click the Office Button and click Prepare A list of options appears 2 Click Properties The Document Information Panel appears 3 Enter identifying information such as the author s name subject or a list of keywords See Figure
8. if Figure 1 3 Use the keyboard to select Ribbon commands 3 Press a letter to select a tab on the Ribbon for this example press P Excel displays the appropriate tab amp and letters for each command on that tab D we 4 Press a letter or letters to select a command Excel dis pom oe plays options for the command you selected G fe 5 Press a letter or use the arrow keys on the keyboard to SE select an option Excel performs the command you selected applying the option you choose URU ora f Press the Esc key to step the key controls back one step Pia a Send gt Press F6 to change the focus of the program switching between the z a document the status bar and the Ribbon a H Excel Options gt X Exit Excel Figure 1 4 Closing Excel releases the program C l ose E cel from your computer memory 1 Choose Office Button Exit Excel as you see in Figure 1 4 f Optionally Click the Close button x 2 Click Yes or No if prompted to save your workbook See Save a Workbook later in this chapter Chapter 1 Working with Excel Files Customize the Quick Access Toolbar 1 Right click any tool or group title you want to add to the Quick Access toolbar A menu appears Choose Add to Quick Access Toolbar The tool or group icon appears on the Quick Access bar Right click an icon on the Quick Access toolbar A menu appears Choose Remove from Quick Access Toolbar The selected item di
9. o rename Choose Office Button Open The Open or Save As dialog box appears f Optionally choose Office Button gt Save As and continue as described If necessary click the Look In list and navigate to the folder containing the file you want to delete Right click the file Do not double click the file because double clicking the file opens it Choose Rename from the shortcut menu See Figure 1 11 The original filename becomes highlighted Type the new file name Filenames cannot contain aster isk slash blackslash or question mark characters Press Enter when you are finished typing Click the Cancel button to close the Open dialog box Rename a File Ope wey Lookin we x uo Danes z x a al Preno a D ks rte onsale Pi Bn Weee F a g D W san k wa tek stav Figure 1 11 Change the name of an existing Excel workbook 11 Chapter 1 Working with Excel Files Delete a File 1 Open Excel but not the file you want to delete Choose Office Button Open or Office Save As Either the Open or Save As dialog box appears If necessary click the Look In list and navigate to the folder containing the file you want to delete Right click on the unwanted file Do not double click the file Choose Delete from the shortcut menu See Figure 1 12 A confirmation message appears Click Yes Excel deletes the file Click the Cancel button to close the Open or Save As di
10. or click the Save button on the Quick Access toolbar The Save As dialog box appears as shown in Figure 1 8 The Save As dialog box only appears the first time you save a file By default Excel saves your files in the My Documents folder If you want to save your file in a different folder select that folder from the Save In drop down list In the File Name text box type a descriptive name for the file Click the Save button Excel saves the workbook in the location with the name you specified Save a Workbook Filenames cannot contain asterisk slash blackslash or question mark characters IEO gt Monthly family budget Mesestt Camperaticn Fentured Cane n 3 ifice Online Interacthem Iura 20M to Farai O cammand reference Damihan pre Figure 1 7 Excel names each new workbook incrementally such as Workbook 2 or Workbook 3 Figure 1 8 Choose a folder and filename for your Excel workbook Chapter 1 Working with Excel Files Save a Workbook in a Different Format 1 Choose Office Button Save As The Save As dialog box appears Select the folder where you want to save the file from the Save In drop down list In the File Name text box type a descriptive name for the file Open the Save As Type drop down menu A list of file formats appears Choose one of the 26 different file formats Files saved in the Excel 2007 format have a xlsx extension whereas files
11. sappears from the Quick Access toolbar Right click the Quick Access toolbar and select Customize the Quick Access Toolbar The Excel Options dialog box seen in Figure 1 5 appears Open the Choose Commands From drop down menu and select a tab name Excel displays a list of available features Select a feature and click the Add button The selected feature appears on the right panel Click OK Change Status Bar Indicators 1 2 3 Right click anywhere along the status bar at the bottom of the window Fxcel opens the Status Bar Configuration menu To activate an inactive feature click it This automati cally adds a check mark and displays the feature s status In Figure 1 6 the Caps Lock feature is on and now the status bar shows the Caps Lock status To deactivate any active feature click it Excel Options AR pry i nes SEn a ae ene F Ee Figure 1 6 Customize what you see along the Excel status bar Create a New Excel File Click the Office Button Choose New The New Workbook dialog box opens See Figure 1 7 Click Blank Workbook Click the Create button Excel creates a blank workbook based on the default template See Chapter 8 Changing Worksheet Views for more information about Excel templates Optionally press Ctrl N to create a new workbook without opening the New Workbook dialog box Save a Workbook 1 Choose Office Button Save
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