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25 TIPS FOR MICROSOFT EXCEL – PART 1

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This article covers the Top 25 Basic Level Tips for using Microsoft Excel. For almost every tip there is an adequate screenshot to make the visual perception of the user’s task more precise. It’s interesting that some of the basic tips are the same for Microsoft Word and Microsoft Excel. Although this represents a sort of tutorial that is on a basic level, it gives solution to some very frequently asked questions by the novice users. Presents step by step solutions to procedures like: Opening and saving files, undo and redo actions, text formatting, shortcut keys to some actions. Some of the more complicated actions explained are creating tables, adding and deleting rows and columns, selecting multiple objects and other. The Content is divided in two parts.

1. Once the Microsoft Excel program is opened, you can choose which Microsoft Excel file (.xlsx   extension) should be loaded into the Microsoft Excel worksheet. First, click the Office Button in the top left corner of the Microsoft Excel window.

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Then, select the Open folder from the left column.

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New window is opened and here you can choose Microsoft Excel files that are located anywhere in the computer. Select the file and click Open to finish the opening procedure.

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Click on Cancel if you don’t want to select anything. To open a Excel document, (Ctrl + O) shortcut keys can be used.

2. Save file: The Excel document can be saved with one click on the save icon,

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or with using the (Ctrl + S) shortcut keys. If the current document already exists, the newest version will be saved. If it’s the first time saving of the document, new Save as window will be opened and you should enter the name of the file and click Save.

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3. To enter Data in Microsoft Excel,

  • Click on the cell where you want the data to go,
  • Type your data into the cell,
  • Press Enter key or click on another cell with the mouse.

4. If you make mistake and you want to remove the latest action, you can use the Undo Typing Icon in the top left corner of the window or Ctrl + Z.

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5. For repeating the last action or getting back the action removed with undo typing, click on the Repeat Typing Icon in top left corner of the window or Ctrl + Y.

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6. To change the attributes (font size, font type, bold) on text in Microsoft Excel, first you should select the cell where the text is.

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Second, press F2 key or double click on the word from the text you like to format.

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Then double click on the word you like to be highlighted.

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The selected word from the cell now can be formatted (font size, font type, bold).

Another way to format the cell text is :

  • First, select the cell where the text is,
  • Second, go to the Formula Bar and highlight the single word or double click on the word you like to be highlighted. The text in the Formula Bar is the same as the text in the selected cell.

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7. Hold pressed Alt key to see what keyboard shortcuts are available. Press Alt + key to see more.

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8. Lock a feature and paste formats everywhere.

  • First, change the attribute of one cell,

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  • Second, double click on Format Painter Icon to lock the feature.

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  • Then, click on the other cells to be formatted as the first one (One click for every cell).

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  • To unlock the feature one click on the Format Painter Icon.

9. You can save the files inMicrosoft Excel 97-2003 compatible mode:

Click on the Save Icon or press Ctrl + S keys, enter the file name, then in Save as type box select Microsoft Excel 97-2003 Workbook. Click Save to finish

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This is useful because colleagues and clients are still using old versions.

10. Ribbon Icons for launching User Interface:

Click on the corner of a group of Ribbon Icons to launch its User Interface.

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For certain groups of icons there is little square icon in the bottom right corner for launching a friendly office dialog.

11. To rename the existing sheet you have to double click on the sheet’s name and enter the new name.

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12. Just click on the Insert Sheet Icon located in the bottom of the Excel window, or press Shift + F11 to insert new worksheet.

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13. You can drag the sheets with the priority function mouse button (usually the right button) pressed to change their order.

14. Press Ctrl + Shift + PgDn to go to the next worksheet, and press Ctrl + Shift + PgUp to go to the previous worksheet.

15. To auto sum selected cells, press Alt + =.

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For reading the rest of the tips for Microsoft Excel, please open the next document, Part 2

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