Microsoft Excel 2007

Getting Started with Excel

Microsoft Excel combines the column-row layout of traditional paper spreadsheets with powerful tools for data calculation, analysis, and formatting. When used optimally, Excel saves a great deal of time performing a multitude of tasks. This document introduces some of the essential concepts that will help you design effective workbooks in Excel.

Opening Excel
Creating a Workbook
Entering Text
Entering Numbers
Entering Numbers Formatted as Text
Entering Dates and Times
Saving Your Work

Opening Excel

To open Excel 2007, from the Start menu, select All Programs » Microsoft Office » Microsoft Office Excel 2007

Creating a Workbook

An Excel file is called a workbook. By default, workbooks open with three blank worksheets, although you can add or delete worksheets at any time. The advantage of having multiple worksheets, or layers, is that a variety of data can be compiled, analyzed, and integrated in a single file. Worksheets can contain data, charts, or both.

For more information on Excel terminology, refer to Worksheet Terms.

In the top left corner of the Excel window, click FILE
The File menu appears
From the File menu, select New…
The New Workbook dialog box appears.
Under New Blank, double click BLANK WORKBOOK
A new workbook appears.

Entering Text

Excel allows you to enter text into cells.

Select the cell where you want to enter text
Type text into the cell
To accept the text, press [Enter] or an [Arrow]
To force text to wrap at a specific point in a cell, press [Alt] + [Enter]

Entering Numbers

Numeric cells can be used for calculations and functions. A numeric cell may contain numbers, a decimal point (.), plus (+) or minus (-) signs, and currency ($).

Select the cell where you want to enter numbers
Type the numeric information that should be in the cell
HINT: To enter a fraction, type 0 and press [Space] before the fraction; otherwise, Excel will interpret the fraction as a date.
To accept the information, press [Enter] or an [Arrow]
NOTES:
Excel automatically right-aligns numerical values and left-aligns text.
Do not include spaces or alphabetical characters in a calculation cell.

Entering Numbers Formatted as Text

When cells are formatted for text, all cell contents—letters, numerals, or alpha-numeric combinations—are treated as text. Information is displayed exactly as it is entered. There are two ways to enter numbers as text.

Entering Numbers Formatted as Text: Apostrophe Character

Select the cell you want to enter information into
Press ['], then type numeric information
To accept the information, press [Enter] or an [Arrow]

Entering Numbers Formatted as Text: Dialog Box

NOTE: This method is especially useful when formatting multiple cells to display text.

From the Ribbon, select the Home command tab
In the Number group, click FORMAT CELLS
The Format Cells dialog box appears.
Select the Number tab
From the Category scroll list, select Text
Click OK
Type the desired numbers and/or text in the cell
To accept the text, press [Enter] or an [Arrow]
To force text to wrap at a specific point in a cell, press [Alt] + [Enter]

Entering Dates and Times

Entering a Date and Time Manually

Select the cell where you want to enter the date or time
To enter a date, type the date in one of the following formats: 8/14/2006, 8-14-2006, or August 14, 2006
To enter a time
1. Type the time
2. Press [Space]
3. To indicate AM or PM, press [Shift] + [A] or [P], respectively
To accept the information, press [Enter]

Entering the Current Date and Time Automatically

For information on having Excel automatically insert dates and times, refer to Inserting Dates and Times.

Saving Your Work

Saving for the First Time

The following steps should be used when you are saving a worksheet for the first time, when you want to save it to a new location (e.g., as a backup), or when you want to save a copy with a different name.

In the top left corner of the Excel window, click FILE
The File menu appears
From the File menu, select Save As...
OR
Press [Ctrl] + [S]
The Save As dialog box appears.
From the Save in pull-down list, select the appropriate save location
In the File name text box, type a filename
OPTIONAL: To save your workbook in a format other than the default (.xlsx), from the Save as type pull-down list, select the desired format
NOTE: This is an important consideration if you want your document to be able to open in Excel 97-2003.
Click SAVE
The file is saved.

Saving Subsequent Times

In the top left corner of the Excel window, click FILE
The File menu appears
From the File menu, select Save
OR
Press [Ctrl] + [S]
OR
From the Quick Access toolbar, click SAVE
The file is saved.