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Microsoft Excel 2003 – Finding Your Way Around Excel
Excel is opening
There are several ways to open an Excel workbook, depending on whether you want to open a new workbook or an existing workbook.
Opening Excel from the Start menu
- Click Start > All Programs > Microsoft (Office) Excel
- Click on the Microsoft Excel shortcut on the desktop
Opening an existing Excel workbook
From the My Documents / My Computer window, double-click the workbook.
Excel screen
Depending on your computer settings, you may see an Excel task pane on the right side of the Excel screen.
If the default settings have not been changed, you will also see that the new workbook has 3 blank worksheets and 2 toolbars at the top of the screen; Standard Toolbar and Formatting Toolbar.
menu
Worksheets have toolbars and menus, like all Microsoft Office products, that contain commands to tell the program what to do.
Standard Microsoft Office menu:
- file
- Improve
- see
- tools
- help me
Additional Excel menu
- insert
- format
- table
- the window
Accessing commands from menus
- Click on the menu name
- Click on the required command (you need to click to see all commands)
toolbar
The toolbar is another way to access commands. Each button (icon) on the toolbar represents a different command. Commands are run when these buttons are clicked.
shortcut key
Shortcut keys allow you to run commands using the keyboard instead of menus or toolbars with the mouse. Using these shortcut keys can make working in Excel faster. The only problem is remembering the shortcut keys!
Useful shortcut keys
Navigating in Excel
Ctrl + End – Go to the end of the workspace
Ctrl + Home – Return to cell A1
Page Up – Go to the previous screen
Page Down – Go to next screen
Alt + Page Up – Move left to previous screen
Alt + Page Down – Go to the next screen on the right
Ctrl + Down Arrow – Move to the bottom of the range / spreadsheet
Ctrl + Up Arrow – Move to top of range / spreadsheet
Ctrl + Right Arrow – Move to the far right of the range / spreadsheet
Ctrl + Left Arrow – Move to the far left of the range / spreadsheet
Ctrl + Page Up – Go to the previous spreadsheet
Ctrl + Page Down – Go to the next spreadsheet
Selecting data
Ctrl + Click – Selects multiple individual cells
Click + Shift + Click – Selects a range of cells
+ Shift + Arrow Click – Selects a range of cells
Ctrl + Shift + End – Selects the rest of the work area
Ctrl + * – Selects the current range
Ctrl + A – Selects the spreadsheet
Working in a formula bar
Alt + Enter – new line in cell
Other useful shortcuts
Ctrl + O – Open workbook
Ctrl + S – Save the workbook
Ctrl + P – Print the workbook
Ctrl + X – Cut selection
Ctrl + C – Copy selection
Ctrl + V – Paste selection
Ctrl + Z – Undo the last action
F1 – Help
Saving your workbook
It is important to save your work regularly in case you lose files or data due to a technical glitch while working on your computer. It is also important to save your files in the right place in case of a computer failure, but also for ease of recovery.
A workbook can be saved at any point (not just when it’s finished). So it is always better to save the file as soon as it is ready.
To save a workbook:
- Go to File > Save (As)
- Choose which folder to save the spreadsheet to
- Type a name for the workbook
- Click on Save
What is the difference between ‘save’ and ‘save’?
Save – Updates the current file i.e. saves it on top of the original workbook. A dialog box will open the first time this workbook is saved.
So save it – Allows you to change the file name or file location to make a copy of the original workbook. A dialog box is opened each time the Save As command is selected.
When working on any type of document, click the save button every few minutes to ensure that the latest version of the document is stored on the computer in case of technical failure.
Closing your workbook
Windows allows users to open more than one application at a time. This allows users to have more than one document open in the application at any one time, so there are several ways to close a workbook.
There are 3 basic options when closing a file in a Microsoft application:
- Close the application i.e. Excel
- Close the current workbook (with Excel open)
- Close all open workbooks (keeping Excel open)
At the bottom of the File menu is the Exit command. Selecting this will close Excel and all open workbooks. At the top of the File menu is the Close command. This, when selected, will close the current workbook.
If you want to close all open workbooks, but keep Excel open, you don’t need to close each one individually. You can hold down the Shift key and then open the File menu. You will notice how Close is Close All.
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