How to Work in Windows Excel

Using Excel to manipulate data can save you time.

Microsoft Excel can help you organize your data. From expense sheets to keeping track of student grades, any type of data can be inserted into Excel and manipulated. Excel performs tedious calculations for you by replacing repetitive calculations with an automated, dynamic spreadsheet that updates as you type into the boxes. Experiment with formulas, fonts, and shapes for a professional design and layout.

Instructions

1. Open a new spreadsheet in Excel by clicking on "File" and "New," "Ctrl-N" or by clicking the "Office" button and then choosing "New."

2. Enter data in column A. For example, you might enter a list of student names. Make sure to use the first row (Row 1) as a column header. A column header identifies the list and is used in many types of calculations, including Microsoft Office's Mail Merge, where column headers are required. For example, type in "Student Names" in cell A1. Start the list of names at cell A2.

3. Enter data in other columns that relate to column A in some way. For example, you might have a list of test scores for students. Type "Test 1" in cell "B1" and "Test 2" in cell "C1." Enter the student scores for those tests underneath, in the same row as the student names.

4. Perform a function on the data. For example, you may want to add up student scores for Test 1 and Test 2 and display the result in a blank column. To do so, type =B2+C2 into cell H2. The result of this addition would display in cell H2. You could also use the SUM() function to add up a list of numbers--for example, =SUM(B2+C2).

5. Perform the function on multiple rows by using the fill handle to transfer the function. In the above example, it would be handy to perform the same function (adding test scores) for every student. You could cut and paste the formula (Excel knows that the function is relevant to the row you are pasting it to) or a faster way is to drag the fill handle down the column. The fill handle is a tiny black square in the bottom right-hand corner.

6. Change the font of your data by clicking one of the icons on the "Font" menu located on the "Home" tab. Bold, underline, or italicize your data, or change the font design and size. For example, click on the "A" at the top of column A to highlight the entire column, then press "B" to bold all of the student names.

7. Add shapes to your spreadsheet to note ideas, label columns, or organize your thoughts. There are dozens of shapes you can add to your spreadsheet, from hearts to rectangles. Click on the "Insert" menu and choose "Shapes" from Excel 2007 or click on the "Drawing" toolbar, then click "AutoShapes," in Excel 2003. Point to a category, and then click the shape you want. Drag the mouse over the spreadsheet to place the shape.

8. Save your file by clicking on "File" button in Excel 2003 or on the "Office" button in Excel 2007 and choosing "Save." Name your file and click "OK."

Tips & Warnings

• You can find a complete list of all available functions and formulas in Excel by clicking on the "Formulas" tab.

References

• Microsoft Excel: Sum Function
• University of Texas: Getting Started With Excel