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Excel 103 Handbook
By Richard Rost   Richard Rost on Twitter Richard Rost on LinkedIn Email Richard Rost   14 years ago

This is the full text listing of one of our handbooks. There is a lot more to this handbook. The full-color screen shots have been removed for this page. This text is simply provided so that the search engines will index the course contents. This is so any customer searching for a topic can find what class it's covered in. If you are interested in more about information about our courses, click here for our complete course listing. For details on how to purchase a handbook, visit our handbooks page.






Microsoft Excel 103
Course Handbook Supplement

By Richard Rost


Published By
Amicron Computing
PO Box 1308, Amherst NY 14226 USA
www.599cd.com


First Printing 7/5/2005
Copyright 2005 by Amicron Computing
All Rights Reserved


Welcome

Welcome to the 599CD Microsoft Excel 103 Handbook. This course follows Excel 102.

This handbook is designed to be a supplement to the full 599CD video course for Microsoft Excel 103. We recommend you use this handbook to follow along with the class videos. This handbook is not meant as a stand-alone study guide.

We do recommend that you watch the course videos one time through, paying attention to the lessons covered. Follow along with the course videos using this guide. Take notes on the pages where needed. Then, watch the videos a second time, practicing the examples yourself on your computer.


Table of Contents

Welcome 2
Table of Contents 2
Introduction 3
Lesson 1. Setting Up Our Sheet 4
Lesson 2. Working with Large Sheets 16
Lesson 3. Page Setup, part one 30
Lesson 4. Page Setup, part two 40
Lesson 5. Page Setup, part three 48
Lesson 6. Working With Multiple Sheets 57
Review 69




Introduction

Welcome to Microsoft Excel 103, brought to you by 599CD.com. I am your instructor, Richard Rost.





Objectives for today’s class:

· Setting up an Income and Expense Sheet
· Working with Large Sheets
· Print and Page Setup Options
· Working with Multiple Sheets


Pre-Requisites: Microsoft Excel 101 and 102. We will assume you have taken at least Excel 101 before this class.

In this class we will be using Microsoft Excel XP and Windows XP for our live-action videos. However, the version of Excel and Windows you have does not matter. Most, if not all of these examples should be applicable regardless of what version of Excel you’re using.


Lesson 1. Setting Up Our Sheet

We will begin today with a blank, new workbook. We will be building an income and expense report sheet for our fictional business, PCResale.net. In cell A1 type in “2003 Income and Expenses.” Then, in row 3, type in the word “Category” and then each of the months in the following columns, as shown here:




Let’s type in the header “Income” in cell A5, and then some income categories:





Let’s resize the column so it’s nice and big for our category list. I’ll double-click on the separator between columns A and B.




That will make the column nice and wide. Now, I’d like to move all of the category names over one column to the right. Let’s highlight them all (A6:A10).




Now, move your mouse over the border of those cells…





Click and drag your mouse to the right...




That will move that whole range of cells over one column.




And since we’re doing that, we need to move all of the data in row 3 over as well. So, highlight it…




Rick’s Tip: Don’t highlight the whole row by clicking on the row header (the number ‘3’). Instead, click and drag your mouse out over the range.


Again, click and drag the range to move these cells over. Now, resize columns A and B so everything looks nice.




OK, let’s put in some expense categories as shown:




Now, go ahead and type in values for all of these categories and for all of the months. The actual data you type in doesn’t matter… just put some numbers in so we have something to work with. You don’t have to enter what I typed.





Let’s take a minute to make the sheet look a little nicer. For my header row, I’ll give it a little background color and bold the text. I’ll make the font size a little larger for the sheet header (A1).




Let’s make “Income” blue and “Expenses” dark red.





Now we need to add some totals for our months. Let’s insert a row before row 11. So, highlight row 11 by clicking on the row header.




Now right-click on that same spot and select “Insert.”




That will insert a blank row before row 11.





Now, in cell B11, I will type in the word “Totals” and then in C11, I will type in the formula to calculate the total for the sum of the income for January, which is =SUM(C6:C10). Tip: I’ll use my mouse to drag out the range.




Then, I’ll use AutoFill to drag out the formula for the rest of the months…







Review Microsoft Excel 101 and 102 if you can’t remember how to use AutoFill.


While we’re at it, let’s bold that row.




Now, let’s do the exact same thing for Expenses…








Now that we know our income and expenses for each month, we can create a row to show our profit. Type “Profit” into cell A23. In cell C23, we simply subtract expenses (C21) from our income (C11).




Rick’s Tip: Yes, I know this is just gross profit, and for a real sheet you’d want to see taxes and all that stuff, but this is just a basic sample to teach you how to do all of this. You’ll obviously want to consult with your accountant if you plan to set up a real income and expense report to run your business with. We’re interested in learning the fundamentals at this point.

Now, let’s AutoFill that formula across for the rest of the months.





Now, in addition to totals for each month, we can do a total for each category for the entire year. Type in “Total” in cell O3. In cell O6, you can SUM up the entire row…




Now, AutoFill that formula down.





Now, we want to do the same thing for expenses. Watch this trick… instead of re-typing the formula, just copy and paste it from above. Copy the data from cell O11 and Paste it into O14. Notice you can see on the Formula Bar that Excel updated the formula for the appropriate row.




Rick’s Tip: You could also just AutoFill straight down the entire row, and then just delete the data from rows 12 and 13. Either way works just fine. There are always a bunch of different ways to do things in Excel. Whatever works best for you is fine. See, here, for example… I’ll AutoFill this one down to row 23…




Then just delete cell O22. Mission accomplished.




Now, we have our total gross profit (or loss) for the year in cell O23.




Let’s save (CTRL-S) our work as Income and Expenses 2003.





Lesson 2. Working with Large Sheets

If I scroll over to the right to see the end of my sheet, notice that I can’t see the category header column which is all the way to the left.




There are two things we can do. The first thing is called freezing panes. This is essentially where we lock one or more of the columns and/or rows so they don’t move when we scroll. Here’s how it works. First, identify the area you want to freeze. In this case, I’d like rows 1 through 3 and columns A and B to not move. Now, click on the cell just down and to the right of this region. In other words, highlight the cell that is the upper-left-most cell you want to still be able to move around. In our case, it’s cell C4.





Everything above and to the left of that spot will freeze, and everything right and down from this spot (including this cell) will still be able to scroll. This region highlighted here below will still be able to scroll around…




So click on cell C4, come up to Window and then Freeze Panes.





Now look what you get. See the solid lines? This marks the region that’s frozen. Everything above and to the left of these lines is frozen.




I’m now going to scroll to the right using the scrollbar. Notice how I can see the right side of the sheet (December and the Total) but the left columns are frozen so I can still see the categories.




The same happens if I scroll down. The top-most rows stay put.





We can unfreeze the panes by going to Window, Unfreeze Panes.




This will return your sheet to normal. There is something else we can do called Splitting the Screen. Take a close look at the right-most side of the horizontal scrollbar. Notice how there is a tiny little bar there. If you move your mouse over it, your mouse becomes a double-arrow.




Click on that bar and drag your mouse to the left.





Notice the line that follows you out. This is the line that will determine where you will “split” the screen. Let go of the mouse wherever you want… I’ll drop it about mid-way across the screen.




Notice now we have to sides of the screen we can scroll around in, independent of the other. This allows you to now focus in on two different sections of the same sheet at the same time.




Rick’s Tip: Keep in mind this is still the same sheet. You haven’t made a copy of the sheet, so any changes you make to one side will show up on both.

There’s also a little bar above the vertical scrollbar which lets you split the sheet the other way…




I’ve now split the sheet into four quadrants.





To get rid of the splits, just click on them and drag them back where they came from. For the vertical split line (the last one), I’ll drag it up to the top of the sheet. For the horizontal split, drag it right up to the scrollbar.




You can also click on Window > Split.




That will put both horizontal and vertical splits on for you.





Then Window > Remove Split to get rid of them.




My personal preference for a sheet like this one is to use Freeze Panes. I usually only split sheets that are really huge and I have to jump back and forth between two areas frequently.




Rick’s Tip: I didn’t mention this in the video, but you can also click on Window > New Window to open up a whole new spreadsheet window with a “copy” of your sheet in it. There are some issues to discuss before I recommend you relying on this, however, but feel free to play with it. Just make sure to save your work first!


Next, we’ll take a look at how to insert comments into our spreadsheets. Notice how the sales for May are uncharacteristically high in the Web Design department. We might want to tell the user why. Right-click on that cell and select Insert Comment.




Now you can type in a comment. The name of the currently registered Excel user will show up in the cell (which you can delete if you don’t want it). Type in your comment.





Now, anyone else who looks at the sheet will see the little red corner mark in that cell.




If you move your mouse over that cell, the comment will appear.




To change the comment, right-click on the cell and select Edit Comment. You can also delete the comment by selecting Delete Comment from the right-click menu.




You can Hide columns you don’t want to see by selecting them, right-clicking on them, and then selecting Hide.




Notice how columns C, D, and E are hidden. You’ll see the separator between columns B and F is a little bit thicker than the rest. This indicates there are hidden columns there.





Now I’ll hide all of the months after June…




The same trick works for rows as well as columns. Highlight the rows, right-click on them, and select Hide.




Notice how this does not effect your totals. The data is still there, but you don’t see it.
Now how do we get hidden stuff back? I like to highlight the rows (or columns) that surround the hidden rows (columns) and then right-click and select Unhide.




That will restore the hidden columns.





You can also try this… move your mouse just to the right side of the thick column separator (that indicates where the hidden columns are) until you get the two-way arrow. Then, click and drag to the right.





This should unhide the right-most hidden column.




I’ll unhide all of the columns after June as well…




Lesson 3. Page Setup, part one

In this lesson we’re going to cover print preview, page setup options, page layout, and margins. Before printing my spreadsheets, I like to get a Print Preview so I can see what it’s going to look like before I waste ink. Click on the Print Preview button.




You will see a preview of how your page will appear when printed.





Notice how your mouse pointer becomes a magnifying glass.




You can click anywhere on the sheet to zoom in and out.




Notice also how my spreadsheet is cut off at July. If you look at the bottom of the screen, you’ll see Page 1 of 2, so the rest of the data is on another page. My sheet, really, is wider than it is tall, so perhaps we can re-orient the page horizontally.

On the toolbar, click on the Close button to exit Print Preview mode.




Now, click on File > Page Setup.




The Page Setup dialog box appears.





Since our spreadsheet is wider than it is tall, let’s click on Landscape under the Orientation section. Then, click on the Print Preview button over to the right.




Now, notice our sheet fits a little better on the page.




Let’s go back into Setup mode. Click on the Setup button.




Now, you can use the settings in the Scaling section to make the sheet appear larger or smaller. Adjust to % normal size is good for making the sheet larger or smaller by a specific amount. Fit to pages is used to allow Excel to automatically resize the sheet for you.

Adjust to % is generally used to make the sheet look bigger. Fit to pages is generally used to make the sheet smaller – for example, if you have a few rows carrying over to the next page. These are guidelines, but that’s usually what you use them for.

For example, if we set the sheet to Adjust to 50% normal size and click OK…




The sheet now appears very small (half its normal size).




If you set it to Fit to 1 page wide by 1 page tall, then Excel will make the sheet fix exactly on one page.





Notice how the sheet fits nicely on that one page.




If you have a very large sheet, you may want to set it to, for example, 5 pages wide by 2 pages tall.

Tip: Please keep in mind that the Fit to pages feature will NOT make the sheet larger. It will only scale the sheet down to fix on X number of pages. If you want to make the sheet look larger, you have to use the Adjust to % normal size feature.

If you have a very small spreadsheet that you want to make fill up a whole page, for example, you have to set the Adjust to size to something larger than 100%.




Down below the scaling section, we can set the paper size if you want to use anything but normal, letter-sized paper.





If your printer supports different print resolutions, you can select the dots per inch here. My laser printer supports normal (600dpi), fine (1200dpi), and draft (300dpi) settings.




We haven’t covered page numbering yet, but you can change the First Page Number that is assigned to your spreadsheet pages here. For example, let’s say you’re printing a 3-page Microsoft Word document and you want to stick a spreadsheet in at the end. You could set this to 4 and the first numbered page that prints would say “Page 4” on it. We’ll talk about page numbering later.




I’ll set this page number back to 1 for now.

Notice also the Options button.





The options that show in here are generally dictated by your printer. You’ll see that I have a Lexmark Optra printer setup on this machine. I’ll see various options in here that are determined by my printer. You’ll need to explore your settings to see what your printer is capable of. These are different for every printer. Click Cancel to return to the previous screen.




Let’s take a look at the second tab. It’s labeled Margins.






On this screen you will see options to adjust the top, left, right, and bottom margins. There are also settings to adjust the header and footer. We haven’t talked about headers and footers yet, but this will be the distance from the edge of the page that these will appear. Let’s change the left and right margins to one-inch. You can just type a “1” into them, or use the little spinner (arrow) buttons.




You can also center the spreadsheet horizontally or vertically on the page.




Click OK and notice your spreadsheet has changed.





Notice there’s also a Margins button in Print Preview mode. If you click on that button, you’ll see guidelines appear for the margins.




You can now drag the guidelines to change the margin settings here.





Lesson 4. Page Setup, part two

We’re still working in the Page Setup function. Let’s click on the Header/Footer tab.




Here you will see locations to place a page header (top of the page) and footer (bottom of the page). If you click on the Header drop-down box, you will see a list of selections of stock page headers.





When you select one of the stock headers, you will see it appear at the top of the screen in the page header preview window.




Instead of selecting one of the stock headers, we can use the Custom Header feature. Let’s set the drop-down box back to (None) and click on the Custom Header button.




The Custom Header/Footer window has three sections; one for the left, center, and right of the page.





You can type any text you want into any of these 3 sections.




Click OK, and you’ll see the preview for the header.




Go back into the custom header section. Delete that text. Instead of typing text, we can use the buttons to insert special codes. For example, the 2nd button from the left inserts a code to put the current page number here.




Click OK to see your preview.





Go back into the custom header section. If you want the word “page” to appear in front of the page number, simply type the word “page” in before the code. Remember, you can type whatever text you want into these boxes in addition to using the special codes.




Hit OK for a preview.




Back into Custom Header. Now, after what you have already in there, type in a space, then the word “of” then another space, and then click on the 3rd button from the left. This inserts a code to print the total number of pages.




Hit OK, and you’ll end up with “Page 1 of 1” on your preview.





In the center section, I’ll type in “Income & Expenses 2003”.




Click OK. Notice how the ampersand (&) is missing from the preview.




This is because Excel uses the ampersand for the special codes. If you want to actually put an ampersand character in there, just put two of them next to each other.




And that will produce the desired result.





The next button will insert the date that the sheet was last updated. Let’s place that code in the right section.




Hit OK. Notice the preview has the date. The second button there (the one that looks like a clock) will insert the time that the sheet was last modified. I seldom use it.




The Custom Footer works exactly the same way. The button that looks like a little folder will insert the path and filename of your document.




This is the location of where your document is stored on your computer, and this is great for those spreadsheets that you’re holding in your hand that you can’t seem to find on your hard drive! Put the path and file on the bottom. This is good for internal documents that you aren’t handing out to customers.





I’ll delete that for now. The next button over inserts just the filename without the path. The next button over inserts the Tab which is the sheet tab name (you know, Sheet1, Sheet2, etc.). The next button down (2nd from the right) will let you insert a picture.




We’re not going to walk through that right now, but you can browse for a picture file to insert. This is good for putting your company logo on your sheets. For now, I’ll just type in “Copyright 2003 by PCResale.NET” in the bottom-right corner.




Now, I want to bold it. Highlight the text, and then click on the “A” button (all the way to the left).




This opens up a Font dialog box which will allow you to adjust the font characteristics (font, size, style, etc.)



Now you can see from the preview that it has been bolded.




Hit OK again and you’ll see the whole page preview. Notice the headers and footer.





Lesson 5. Page Setup, part three

Go ahead and close the print preview if you still have it open from the last lesson. This will put you back in your spreadsheet. Now, click on File > Page Setup again. Click on the Sheet tab.




The Print Area allows you to specify what region on your sheet will print out. The rest won’t print. For example, you might have some notes out on the side of your sheet that you don’t want to print.





You could type in the range manually if you want to, or you can click on the little button with the red arrow in it. This will let you select the range.




Notice how the Page Setup dialog box is now just a tiny little bar.




Now, with my mouse, I’ll highlight the range A1:O23 to include all of my sheet data but not the comments.




Don’t worry about those dollar signs ($). We’ll talk about them in a future lesson. You can ignore them for now.

Now, click on the little button at the right of the Page Setup bar.




This will restore the window to full size.




Now, click OK and do a print preview. Notice your comments don’t show up. They’re outside of the print area.





Close the print preview and go back into File > Page Setup.

Rick’s Tip: Certain functions don’t show up if you only hit Setup from within a print preview. That’s why I have you exit the print preview and then go back into File > Page Setup. Notice how a lot of the options are locked (grayed out) if you go directly into Setup from inside Print Preview…




Rows to repeat at top and Columns to repeat at left will cause rows and columns to repeat on each page if you have a very large sheet. In order to demonstrate this, go back to the Page tab and set the scaling to Adjust to 150% normal size, so the sheet is bigger than it should be – and will spill over onto more than one page.




Now, I would like to repeat my left-most columns on each page so I can see my categories on every page that prints. Back on the Sheet tab, click on the button next to the Columns to repeat at left box.





Now, I’m going to highlight box columns A and B.




Click on the little box again to restore the Page Setup box.




Notice now that if you do a print preview, you’ll see columns A and B show up on all pages of the document.





Once again, close the print preview and return to the File > Page Setup. Gridlines will make the sheet grid appear on the printed page.




Notice now the sheet grid appears on the print preview.




Of the other options there, Black and White is good if you have a color printer, but you don’t want to waste color ink. This will force the sheet to print in black and white only. Draft quality causes a lower quality print – again usually to not waste much ink. Row and column headings actually cause the row and column names to appear on the printed page.





The next option, Comments, indicates where you want the sheet comments to display – either at the end of the sheet all together, or as they appear on the sheet itself.




At End of Sheet will make your comments appear at the end on a page all of their own:




Now, in order for As displayed on sheet to work, you have to right-click on the comment and select Show Comment.





This causes the comment to stay on all the time.




Note that you can click on it and drag it around now – grab the edge of the comment box and drag it.




Now, when you do a print preview, you will see the comment box.




I’m going to close the print preview and hide the comment now, by right-clicking on that cell and selecting Hide Comment.




Back in Page Setup, Cell Errors indicates how cells with errors in them are displayed (we’ll talk more about cell errors in a future lesson). The last option, Page Order, just determines whether Page 2 will be to the Right of page one, or Down from page one. This only matters if you are printing a large sheet with page numbers on it.





Lesson 6. Working With Multiple Sheets

Notice after the previous lessons you can now see a dotted line between columns G and H.




That’s the Page Break. Based on the settings we have for this sheet, this is where page 1 ends and page 2 begins. This will change depending on the size of your columns and rows, your margins, and the scaling options you have set in Page Setup. Let’s Zoom Out to 50%.




Notice all of the page break lines.

Let’s click on View > Page Break Preview.




You get a message telling you how Page Break Preview works. Click on the check box that says Do not show this dialog again and click OK.




Notice the page break preview shows you exactly where each page ends with dotted blue lines.




Let’s say we want to arrange it so that each page is one quarter of data. Click and drag the page break border line so that instead of being between May and June, it’s between March and April.




Do the same thing for the next one… move it from Aug/Sep to Jun/Jul.




And once more for the last two quarters…




We now have four pages instead of three, but they’re broken down evenly into quarters.

Our print preview will show the new arrangement.




Now close your print preview and go back to View > Normal to exit the page break preview mode.




Let’s rename Sheet1 to “2003”. Double-click on the sheet tab…





This will put you in a text editing mode where you can type in a new caption for the sheet tab. I’ll type in “2003”.




Now, for the next year, I want to be able to use a copy of my 2003 sheet and just type in new data. Right-click on the 2003 sheet tab and select Move or Copy…




The Move or Copy dialog box appears. Click on the Create a Copy checkbox, and click on Sheet2 to put this copy before Sheet2. Click OK.





Now we have our 2003 sheet and our 2003 (2) sheet. The latter is the copy.




I’ll double-click on it and rename it to 2004.




I’m going to change the title at the top so it says “2004 Income and Expenses.” I also like to change the color of the header bar – just so it visually looks different.




To blank the sheet out, you can either delete the data, or AutoFill zeros…





A new feature in Excel XP allows you to actually change the color of your sheet tabs. Right-click on the tab and select Tab Color…




Select a color from the options…




Now you can see the color on the tab (especially once you click off of it).




Tip: CTRL-PGUP and CTRL-PGDN will move you from sheet to sheet (alternating sheet tabs).
If you want to remove a sheet, simply right-click on it and select Delete. This will delete the sheet tab.




This will leave just the tabs you want.




You can insert a new blank sheet by right-clicking on any of the existing tabs and selecting Insert…




From the Insert menu that appears, select Worksheet.




Ignore the other options for now. Click OK.

Notice your new sheet, Sheet1.




You can move these sheets around by simply clicking and dragging them. I will click and drag Sheet1 to the right to place it at the end.




Notice the little arrow moving with you. When you release the mouse, the sheet is moved.




You can select multiple sheets with the SHIFT key. For example, click on 2003, then hold the SHIFT key down, and click on 2004. Both sheets will be selected.




You can now click and drag them both together.





I’m going to go back and delete that new Sheet1. We don’t need it. Here’s a new trick for you. Click on Format > Sheet > Background.




You can use any picture you like, or select from one of the Sample Pictures that Excel gives you.




Notice how the picture is now inserted behind your spreadsheet.



Keep in mind that the background image will NOT print when you go to print your spreadsheet. You can remove it by clicking on Format > Sheet > Delete Background.




Save your work, and we’re done with this lesson.





Review

Review topics.

· Setup an Income and Expense Sheet
· Working with Large Sheets
· Print and Page Setup options
· Working with Multiple Sheets



Tell us what you think. Log on to www.599cd.com/Survey and take a short survey about this course.


RICK’S NOTE: I really do enjoy getting surveys from you! Make sure you visit the web page above and fill out the survey for this class. Let me know if I’ve moved too fast, and whether or not I covered material that was helpful to you!


Take your skills check quiz at www.599cd.com/Test. If you pass, you can print out a Certificate of Completion.

What’s next? Visit www.599cd.com for our complete list of courses.

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Don’t forget to visit our User Message Forums online at: www.599cd.com/Forums. You can chat with our instructors, other users, and even Richard too. You can ask us all of your questions, get answers, and tell us what you thought of our class.



This course, handbook, videos, and other materials are copyright 2002, 2003, 2004, 2005 by Amicron Computing. All rights reserved. No portion of this course, handbook, videos, or other course materials may be reproduced, copied, edited, or otherwise distributed without the express written permission of Amicron Computing. Amicron Computing shall not be held liable for any errors or omissions in this document.

This document may not be used as part of a training course without express, written permission from Amicron Computing and the purchase of an Instructional License. For details, contact:

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PO Box 1308
Amherst NY 14226 USA
www.599cd.com

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