Microsoft Excel 2019 Basics

Okay, here are your study notes on Microsoft Excel 2019:

• Microsoft introduced Office 2019, which includes Excel 2019

Excel 2019 Basics

• Excel 2019 enables the development of an environment for processing tables, addressing the need to enhance the electronic handling of tables
• It eliminates the cumbersome manual processes previously required for calculations
• It allows for efficient data entry and new data addition
• It utilizes electronic technology to save time, effort, and ensure high flexibility in table management
• The course is designed for Excel 2019, detailing program operation and interaction method
• It highlights the software's diverse data processing and accounting capabilities

Excel's Data Management and Features

• Excel 2019 lets users store data in tables and conduct statistical analyses
• It allows the creation of graphs efficiently
• It evolves one of the most popular spreadsheet programs
• It includes tools for performing various tasks, including statistics, financial calculations, and data analysis
• It offers a range of applications such as forecasting, database management, charting, text editing, and image processing

Launching Microsoft Excel 2019

• Click the Start button, typically located in the lower-left corner of the screen
• Programs installed are listed alphabetically
• Find Excel by searching for the letter "E" in the program menu

Excel Interface

• Selecting "New" opens Excel, and a blank workbook is selected
• This workbook contains a single worksheet (Sheet)
• "Book" is the term for an Excel file
• Multiple workbooks can be open simultaneously, each in its window
• Excel 2019 files have an XLSX extension
• Each workbook contains worksheets with multiple cells that can hold text, values, formulas, or equations

Excel Components: The Title Bar

• Includes the name of the program (Excel) and the name of the open file (default is BOOK1)
• Contains the "Close," "Maximize/Restore," and "Minimize" icons

The Ribbon Display Options

• Auto-Hide Ribbon hides the ribbon
• Show Tabs only shows the tabs
• Show Tabs and Commands shows both tabs and commands
• The Quick Access Toolbar can be customized

Menu Bar

• It includes File, Home, Insert, Page Layout, Formulas, Data, Review, View, Help, Search, and Share
• Each menu contains a set of related commands

Ribbon (Toolbar)

• It contains various commands organized into groups based on function
• Font commands are used to modify the written text
• Alignment commands are used to align information within cells

Formula Bar

• It includes a box displaying the address of the active cell and another area displaying the contents of the active cell

Status Bar

• It displays sheet view options and zoom controls

Worksheet

• Rows are numbered from 1 to 1,048,576
• Columns are lettered from A to XFD
• A cell is the intersection of a row and a column
• A cell's name is derived from its column letter and row number

Managing Worksheets

• Right-clicking a sheet tab provides access to worksheet options

Inserting a Worksheet

• Click the "New Sheet" button at the bottom of the screen
• Use the (Shift + F11) shortcut
• Right-click any sheet tab, select "Insert," and choose "Worksheet"

Deleting a Worksheet

• Right-click a sheet tab and select "Delete"

Renaming a Worksheet

• Right-click a sheet tab, select "Rename", then type a new name and press "Enter."
• Double-click the sheet tab name, type a new name, and press "Enter."

Moving or Copying a Worksheet

• Drag a sheet tab to the new position
• Right-click the sheet tab, select "Move or Copy" and follow the dialog box prompts

Protecting a Worksheet

• Protect Sheet is used to safeguard a worksheet with a password
• It restricts data modification except by authorized personnel

Tab Color

• Use Tab Color to change the color of the sheet tab

Hiding Worksheets

• Right-click the sheet tab and select "Hide"

Unhiding Worksheets

• Right-click any sheet tab and select "Unhide"

Selecting All Worksheets

• Select All Sheets selects all worksheets

Navigating Within a Worksheet

• The mouse is the primary method of moving between cells
• Keyboard shortcuts can also help you move fast

Key Navigation Actions

• Enter moves to the cell below
• Shift + Enter moves to the cell above
• TAB moves to the cell to the right
• Shift + TAB moves to the cell to the left

Other Navigation Actions

• Arrow keys navigate cells based on arrow direction
• Page Up moves to the previous page
• Page Down moves to the next page

Worksheet Navigation

• If the sheet contains numerous worksheets, arrows on the right of the report bar are used for navigation
• Ctrl + Page Up brings you to the first page
• Ctrl + Page Down brings you to the last page

Cell Selection

• Click the column name (letter) to select the entire column
• Click Shift + Spacebar to also select the column from the keyboard

Row Selection

• Click the row number to select the entire row
• Press Ctrl + Spacebar to select the row from the keyboard

Selecting Multiple Columns / Rows

• Use Ctrl while clicking on column or row headings to select non-adjacent columns/rows
• Press Shift to select continguous columns

Selecting the Entire Worksheet

• Press Ctrl + A

Entering Data to Multiple Cells Simultaneously

• Select all cells required
• Then enter the data and use Ctrl+Enter to populate it to all the cells concurrently

Entering Sequential Series of Numbers Using Auto-Fill

• To create a series, enter the starting number in the first cell and the next number in the cell below
• Select both these cells
• Click and drag the little square at the bottom right of the selected cells.
• The new values will populate the destination cells

Data Types

• Information can be entered into cells

Hiding Rows or Columns

• Select the row or column, right-click, and choose "Hide" from the menu

Unhiding Rows or Columns

• Select the columns/rows surrounding the hidden one, right-click, and choose "Unhide"

Display Entire Columns and Rows

• To see all of the hidden Columns, select the worksheet by clicking the two triangles on the extreme left of the heading row
• Right click and select the “Unhide”

Note on text overlap

• If a text string is longer then that cell, the extra text will print out onto the next cell over if its unoccupied
• But if that cell is occupied, the text will be truncated (but still exists)
• Double-clicking the cell will display the full text

Working with Long Cell Content

• Adjusting the text to be shorter
• Increase the width of the occupied column
• Apply a smaller text size
• Activate "Wrap Text" to contain text within the cell

Adding Multiple Lines Within a Cell

• Press Alt + Enter to start a new line within a cell

File Menu

• This menu contains commands specific to working with files
• It is located on the top left corner under the title bar

Info

• Displays information about the open workbook like the file name, size, and the creation date
• Setting up password protections is included

New

• Creates a new blank workbook

Open

• For opening files that were saved into the harddrive

Save

• The save command will do the Save As function if the document is being saved for the first time

Save As

• Saves the document under a different name

Print command

• Used for printing, following various customizable settings

Print

• Activates the printing command

Copies

• Lets you indicate the number of copies

Print Active Sheet:

• Lets you print from the active sheet

Print entire workbook

• Lets you print from the entire workbook

Collated

• Is for printing the sheets to the last page for each copy increment

Uncollected

• All pages are printed for individual pages, meaning: page 1 for all copies before page 2 all copies etc

Orientation

• Has options for landscape and portrait

Sheet Command

• Functions for file sharing

Export

• This command helps export the files to different options

Close

• Closes the current workbook but leaves the program open

Account

• Provides access to account-related options and information.

Home Tab

• The Home tab focuses on data formatting, modifications, and functions

Clipboard

• Cut involves shorting content using CTRL-X
• Copy involves multiplying content using CTRL-C
• Format painter helps copy the formats from a given cell
• Paste is for pasting formats from a source cell

Font Functions

• Arial selects font name
• Font Size selects font size
• Bolds, italicizes and underlines text using keyboard shortcats

Styles tool

• Bottom border can add customization to highlighted borders.

The Alignment Group

• Options to position cells at various points in the cell
• Indent options are included

The Number Group

• Selects various number formats

Styles Category

• Conditional Formats automatically apply to different sequential cells
• Tables can be organized into various styles similar those in previous steps

Working with Cells in the excel sheet

• cells can be selected, deleted or have their formatting altered

Insert

• Used to insert a cell
• Delete: Used to remove a cell
• Format: To adjust the width and height

Inserting Row

• Moving the start of the row you like and selecting insert row will populate the first cell
• Can also right click to populate the cell from the dropdown option

Insert Column

• Inserting an added column will populate above where the cursor is

Insert Cell Feature

• Used to insert new cells between a range of cells

Delete Feature

• Columns, and cells

Working with Adjusting row and columns

• Rows and columns can be modified freely and can be scaled using clicks

Adjusting Row Height

1. Move the cursor to the row divider
2. Once the cursor changes, increase the pixels to create more spacing

Editing tool

• The general category includes various subcommands

Auto Sum

• Is used to calculate an arithmetic sum into a group of data

Fill command

• These actions help push data to different cells

Clear Commands

• Removing all or specific aspects of the data

Sort and Filter Commands and Options

• Are used for organizing data by different rules

Find and Delete

• These are used to locate replace certain information

Locate Delete Specific Data

• This can be found in the editing tab

Inserting and Deleting

• A cell are also located in editing

Formulas

• Using functions can help add, customize and track calculations and arithmetic

Library Tool

• Helps insert and adjust formulas

Insert Function

• This can be accessed through the Function Icon in a bar

Sum Tool

• Creates short cuts to various commands

Sum command

• Is used to add all cells in a certain range

Average Tool

• Creates and indicates and average in a certain zone

Max tool

• Will locate the maximum range in a zone

Min tool

• Will locate the minimum value in a tool

Text command

• Is used to allow the user to adjust the size at which text displays