Spreadsheets have many different elements becoming familiar with them is as important as any other task that a user can perform. This article shows more basic essentials.
Elements are different locations in a spreadsheet. Each element has its own purpose or task. New users should spend some time just looking at a worksheet or spreadsheet, clicking on different sections and noticing what changes.
A. Worksheet Elements:
- Active Cell – The cell your cursor is in
- Column – Columns start with A, B, C…. through Z, then start over with AA, AB, AC…IV
- Column Header – The column header is the column number
- Fill Handle -- The little square box on the lower right side of the active cell. Used to copy information from the active cell
- Formula Bar – This shows the math formula the user has entered
- Office Assistant – This a help feature
- Row -- Rows start with #1 and end at #65536
- Row Header – The row header is the row number
- Sheet Tabs – Sheet tabs are at the bottom of the sheet and tell the user which sheet you are currently using. For example: Sheet 1, Sheet 3, or Vacation Budget, Tools Inventory (you can change the names to something more meaningful)
B. Moving around the worksheet
Excel has a series of columns and rows, each column has a letter assigned to it and each row has a number. The cell address is the combination of the column and row letter and number. The column is always first then the row. Examples: A1, B5, G29
C. Page Set Up
Page Set up controls all of the page functions. The margins, page orientation, headers and footers and the sheet set up.
D. Print Preview
Select the area to be printed, click FILE, PRINT AREA, SET PRINT AREA. Click on Print Preview to see what your page will look like.
E. Column Width
Click FORMAT, COLUMN, WIDTH, type the desired column width, or click and drag the gray line between the two column letters. (If a column has all # number signs this means the column is not wide enough.)
F. Row Height
Click FORMAT, ROW, HEIGHT, type desired row height, or click and drag the gray line between the two row numbers.
G. Format Cells
Click FORMAT, CELLS, and click the Category column on the type of formatting you would like to do. The most frequently used categories are: General, Number, Currency, Accounting, Date, and Text.
- Example: Click the “Number” tab, in the Sample column and you will see a new box with a number 2 for two decimal places, then in the negative numbers box, click the red (1234.10) then click OK. (The red parentheses are much easier to see than the black or the minus sign.)
- Example: Click the “Number” tab, click on “Date,” in the Category box, click a date format in the "Type” box then click OK.
- Example: Click “Font” tab, and click any of the options.
- Example: Click “Boarder” choose a line style first, then click “Outline” or in the Boarder section click the desired boarder parts.
H. Inserting Columns
Columns are inserted to the left of the active cell. Move the cursor to the right of the where column should be inserted, click INSERT, COLUMN.
I. Inserting Rows
Rows will be inserted above the row of the active cell. Move the cursor to the desired row, click INSERT, ROW.
J. Delete a Column or Row
Click on the column or row to be deleted (more than one column or row may be selected) click EDIT, DELETE, and be sure to click either “Entire row or Entire column.”
K. Change the Page Layout
The page layout program determines what the printed document will look like. The page layout controls the paper orientations, margins, headers and footers, individual sheet options and printing. Click on FILE, PAGE SETUP, click on the desired tab.
