Excel 2003:sum the numbers

Next we want to learn how to add numbers. There are several ways to do this. Each method has its advantages and disadvantages.

To do this, begin by moving your cursor to cell C9, and clicking-on cell C9.

Always move to the cell where you want the answer
to be located.

TYPE-IN METHOD
We want to add the three numbers in cells C6, C7 and C8. To use this method type-in (using the keys on the keyboard) the following in cell C9:

= C6 + C7 + C8

Your spreadsheet should look like the image to the right as you are typing in this equation. Note: you don’t have to use capital letters – we only did this because they are easier to “see” in the tutorial.

Now – tap the Enter key. Then, click on cell C9 again. The total of these cells will now appear in C9.

When you have completed typing your equation, you will see this formula in the area below the menu bar.


Change the number in cell C6 to 500 (and tap Enter). See how the total AUTOMATICALLY recalculates!!!

THIS IS THE TRUE POWER OF THE SPEADSHEET !!!

Whenever a number is entered in a cell the entire spreadsheet will automatically recalculate.

Something happened here. Notice how you typed in an (equal sign) = before the cell location. If you had simply typed in C6 + C7 + C8, Excel would have thought this entry was a word (text) and this entry would have shown as you typed it.

Try this if you want. Any time you “create” an error in Excel, you can simply re-type or edit the formula to correct the error.

The Type in Method is really easy if you have a few numbers and can see their cell locations on the screen. If you have a lot of cells in the formula, which are on several screens, this is not such a great method. The next method will work a lot better for numbers “all over the place.”

Excel 2003:Exiting Spreadsheets

Anytime you need to leave your spreadsheet simply click on File in the menu bar, then click-on Exit. If you have not saved your spreadsheet, a reminder box will appear asking you to do so.


Retrieving Spreadsheets:
When you need to return to a spreadsheet, you first load Excel, as you did originally (Page 1). When Excel is on the screen, click-on File in the
menu bar then click-on Open.
The following Open menu screen will appear:


Click on the down arrow to the right of the Look in: box (Similar to the arrow in the Save in: box – see top arrow). Click-on the 3 ½ Floppy (A:), or the drive or folder you chose. Files saved on a disk or in a folder will appear in the box below. Click-on your file (MYBUDGET), and then click-on Open. Your file will open. You could also double-click quickly on the file to open it.

Also, if you have not done so already, move your cursor slowly over the "buttons" located below the menu bar. You will notice a little box appears that tells you what these buttons do. These little boxes are called Text Help boxes. Many of them will save you extra “clicks” by using them. Notice, that under File and Edit in the Menu bar, there are a small folder (Open) and a diskette (Save). Clicking-on them will take you directly to Open and Save.

Anytime you need to leave your spreadsheet simply click on File in the menu bar, then click-on Exit. If you have not saved your spreadsheet, a reminder box will appear asking you to do so.

Excel 2003:Exiting Spreadsheets

Anytime you need to leave your spreadsheet simply click on File in the menu bar, then click-on Exit. If you have not saved your spreadsheet, a reminder box will appear asking you to do so.

Excel 2003:Exiting Spreadsheets

Anytime you need to leave your spreadsheet simply click on File in the menu bar, then click-on Exit. If you have not saved your spreadsheet, a reminder box will appear asking you to do so.

Excel 2003:Saving Spreadsheets

We have done quite a bit of work so now is a good time to save our spreadsheet. Point to File in the Menu Bar at the top of the spreadsheet. Point to Save As and click-on Save As. A Save As menu box appears (like the one below).
Notice in the upper left corner that there is a “box” to the right of Save In: with a down pointing arrow to the right. Click-on the arrow. This will show you all of the “drives” and “folders” where you may save your work.




When you see the drop-down list in the Save in: area, choose the drive where you want to save your file.We are going to save our file on the Local Disk (C:) – our hard drive, so we chose that drive in the image above (see top arrow).

To the right of File name:, delete the information (which is in the box) and type-in MYBUDGET (see lower left arrow). This is the name under which you are saving your file. (In the future you will choose logical names for your spreadsheets as you save them.) Now point to Save and click the left mouse button (see lower right arrow).

Excel 2003:Aligning Cells

Now we'll type some more. Go to cell

C3 SEPT (Type-in SEPT and tap the Enter key)

Notice again how SEPT is automatically left aligned. Logically, since you are using Excel, the English version, the text is left aligned so that all of the text entries will line up nicely in the column cells. We would like to center SEPT in cell C3. Click on cell C3 to “mark” the cell. One way to center SEPT is to simply click-on the Center button in the button bar at the top of the screen. Make sure that you are ON cell C3, then click-on the center button (see image above right). You’ll notice that SEPT is now centered in cell C#.

Here is another way to center SEPT. Click RIGHT on cell C3. Then click on Format Cells.





When the Format Cells Menu appears, click-on the – Alignment Tab and then click-on -- Horizontal - Center --Vertical - Center -- then click OK. Try it.


This is how you can align words for neatness. You can also point to several cells you want aligned and do this. We'll try that next.

Now type the below text in the cells indicated.











D3 OCT
E3 NOV
F3 DEC
G3 MONTHLY TOTALS (tap the Enter key and then correct the width of
this column)


Next we’ll highlight cells C3 through G3. To do this, point to C3 and click the Left
mouse button. Then, holding down the left mouse button, drag the mouse to the right through G3 – when the cells are highlighted – take your finger off of the left mouse button. Then point to the group of cells and click the right mouse button to bring up the Format Cells menu. Click on Alignment and choose Center (vertical & horizontal). Then point to OK and click the left mouse button. All of the cells will then be as centered.


You could also click the Center button as you did before.

MONTHLY TOTALS will not fit its space when you do this. But, you know what to do. Move the cursor over the line between cells G and H and drag the line to the right to widen the G cell just like you did a few minutes ago.

Excel 2003:Inserting Rows

Oops... a mistake (on purpose). We haven't left enough room at the top of the spreadsheet to insert some budget months. So... move the cursor to the gray 2 along the left edge (this is the second row) so we can insert two new rows. Click the left mouse button. You will notice that the whole row goes light blue and the 2 turn’s dark blue. Make sure the cursor arrow is either on the 2 or somewhere in the blue row.

Click the RIGHT mouse button. A drop down menu will appear. Point to Insert. Click the left button on Insert. Notice how one row was inserted and how everything below moved down. Do this again to insert another row. Excel, and all spreadsheets, will remember where they moved your work and automatically adjust for these changes. Income should now be in cell A5

Excel 2003:Column Widening

You probably noticed, as you typed in the numbers, some of the words were just too wide for the default cell width (Investments and Miscellaneous). Let's widen column B to take care of this.

Slowly move the mouse arrow to the right edge of the B cell (between the B and the C). The cursor will turn into an arrow pointing right and left with a small vertical line in the middle (see arrow below). Hold down the left mouse button and move (drag) the line to the right.


As soon as you start to move (drag), a dotted vertical line will go down the spreadsheet and it will move as you hold down the left button and drag the mouse. Keep dragging to the right until you are past the widest word and a bit more (for some space). Release the button. The column is widened. Notice in the upper left corner of the screen, below File in the menu bar, and above the buttons, that as you hold down and drag that it tells you that current width of the column.

This is one way to widen a column. Here is another way. Point to the B at the top of column B (in the Gray area) and click the left mouse button (The cell should turn dark blue and the column light blue.).
Now, keeping the cursor somewhere in the “blue” area, click the Right Mouse Button. Notice that a menu with Column Width… appears. Click-on Column Width… and type in 15 and click-on OK. This is another way to widen a column.

Excel 2003:Cell Formatting(contined)

A sub-menu with a caption Format Cells appears.

The right click will “always bring up” a menu that is “tailored” to the “place” where you click. This will work in any Microsoft Windows product. You can always tell “where” you click the right mouse button for the cursor arrow will always be in a corner of the menu that appears – exactly where you clicked the right mouse button..

Select Format Cells.

When the Format Cells menu screen below appears, select Border.


Look at the Line Style box in the lower right. There are several types of lines that you can choose. Point to the thick single line in the Style Area (see arrow) and click the left mouse button. A box will go around the line. Look at the area which says Border. Point to the upper part of the Text box (see arrow) and click the left mouse button. A thick black line will appear at the top of the Text box.





If the thick line does not show-up at the top of the Text box, click-again at the “top line area in the Text box” and the line will “disappear”. Then click-on the thick, single line in the Line Style box again and repeat the previous instructions. If, somehow, you make a mistake, simply click “on and off in the Text line boxes.” You will notice that the lines appear and disappear. This is called a “toggle” in computer jargon. So, work at this until you get the line on the top or where you want it. We have just indicated that we want a single thick underline at the top of the cell C7. Point to OK and click.

When you return to the spreadsheet, click somewhere other than cell C7. This is called “clicking away.” You should now see a line at the top of cell C7. Sometimes the box highlighting a cell hides the lines. If you “messed-up”, try again.

Now type in the numbers in the cells indicated.

C11 30
C12 50
C13 150
C14 70 (After you type 70, tap the Enter key)

Now, underline the top of cell C15 like you did cell C7.

Microsoft Excel 2003: Moving Around the Spreadsheet

You can move around the spreadsheet/cells by clicking your mouse on various cells, or by using the up, down, right and left arrow movement keys on the keyboard. Or, you can move up and down by using the “elevator” bars on the right and bottom of the spreadsheet. Go ahead and move around the spreadsheet. Hold down the down arrow key on the keyboard for a few seconds – then click-on a cell. Notice how the Name Box always tells you “where you are.” Now hold down the right arrow key on the keyboard for a few seconds. Notice how the alphabet changes from single letters (A, B, C,. …. Z) to several letter combinations (AA, AB, AC). There are hundreds of columns and thousands of rows in a spreadsheet. Anytime you desire to return to the Home Cell (A1) simply click-in the Name Box and type-in A1. Then tap the Enter key and you will go to cell A1. You can go to any cell by this method. Simply type-in a row and column, tap the Enter key, and you’ll go to that cell.

Now that you have the “feel” of how to move around Excel spreadsheet, go to the cells as indicated below and type-in the following:

Cl (Your Name)'s Budget. It should look similar to the image below. Do not tap Enter when you finish


Look at cells C1 and D1. Notice how your entry has spilled over from C1 into D1. Sometimes this is a problem, and sometimes it is not. Tap the Enter key and then click-on cell D1 and type-in the word BONZO and tap Enter key.


Notice how Bonzo now COVERS the right part of your original entry!! Now move back to cell C1 and click-on it. Look at the upper part of the spreadsheet, just above the cells where you typed Bonzo. Your name and the word budget are still there! Bonzo only COVERED the portion in cell D1. See the image and arrow below.


There are several ways to take care of this. For the moment move back to cell D1 and click-on cell D1. Tap the Delete key (above the arrow movement keys on the keyboard). Notice that Bonzo disappears and your entire entry reappears. This is one way to expose the entry. We'll look at some others as we go along.


Now we'll continue making some entries. Move to the following cells and type-in the information indicated. You can click-on each cell and then type-in the entries.

If you happen to make a mistake simply retype the entries. Later on we'll see how to
edit mistakes. Any time you want to replace something in a cell you can simply retype
a new entry and it will replace the old one.

Cell Type-in

A3 Income

B4 Parents
B5 Job
B6 Investments
B7 Total

A10 Expenses

B11 Food
B12 Beverages
B13 Parties
B14 Miscellaneous
B15 Total
Your spreadsheet should now look like the picture below.


At this point you probably have noticed, the words "Investments" and "Miscellaneous" run over the spaces given in the cells. Do not be concerned at this point. We’ll soon fix this.

Now, type the numbers in the cells indicated:

C4 300
C5 50
C6 150
When you type-in the 150, tap Enter.

Your spreadsheet should look like the one on the right. We would like to place an underline at the bottom of the three figures so that we can indicate a total below – in cell C7. Point to cell C7 with the mouse. That's where we want the line always move the cursor to the place where you want to insert a line. With the Arrow on cell C7 tap the RIGHT mouse button.



contined........

Starting Excel 2003

In the following exercises you will learn some of the necessary steps to create a spreadsheet using Microsoft Excel 2003 for Windows 2000, Me, and XP. You will learn not only how to type various items into the spreadsheet.
To begin, load the spreadsheet by quickly clicking twice on the Excel 2003 Windows Icon in the Windows Screen. If you do not see an Excel Icon, click-on the Start Button in the lower left corner of the screen, move the cursor up to Programs, and then move to Microsoft Excel 2003 and click-on it.
A spreadsheet is a “number manipulator.” To make the manipulation of numbers easier all spreadsheets are organized into rows and columns. Your initial spreadsheet will look something like the one below:


Notice that the “main” part of the spreadsheet is composed of Rows (Labeled 1, 2, 3, 4, etc.) and Columns (Labeled A, B, C, D, etc.). There are a lot of rows and columns in a spreadsheet. The “intersection” of each row and column is called a cell. In the image above the cursor is on the “home” cell – A1. Notice Row 1 and Column A are “bold,” and colored “orange.” This indicates what is called the “address of the cell. Notice right above cell A1, that A1 is displayed in a small box called the Name Box. Whenever you “click” on a cell the address of that cell will be shown in the Name Box.

The Office 2003 Environment:

The office 2003 environment includes the features that are aimed at making all of the Office programs more user friendly and efficient.
Task Pane:
Upon starting any office 2003 Program, the Task Pane is present along the right side of the window. This eliminates the need for frequent trips to the menu bar by putting commonly used functions all in one area. with the Task Pane, you can easily and efficiently create a new document, open an existing document, add clip art, or apply styles.
Showing/Hiding the Task Pane:
From the view menu, select Task Pane The Task Pane is showing if the menu choice is checked.

Save As Open Dialog Boxes:

The Save As and Open Dialog boxes include a Places Bar containing shortcuts to locations where you are likely to save files. Using the places Bar, you may go directly to a save location rather than navigating through layers of folders. The list within the Places Bar includes the following:

· My recent documents

Displays recently used folders and files in your profile on the C: drive

· Desktop

Selects the Desktop in your profile on the C: drive

· My Documents

· My Computer

My network Places