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Microsoft Excel 2003 – Finding Your Way Around Excel
To open Excel
There are several ways to open an Excel workbook, depending on whether you want to open a new workbook or an existing workbook.
Open Excel from the Start Menu
- Click on Start > All Programs > Microsoft (Office) Excel
- Click on the Microsoft Excel shortcut on the Desktop
To open an existing Excel workbook
Double-click the workbook from the My Folders/My Computer window.
Depending on your computer settings, you may see the Excel Task Pane appear on the right side of the Excel screen.
If the default settings are not changed, you will also see that the new workbook contains 3 blank worksheets and 2 toolbars at the top of the screen; standard toolbar and Formatting toolbar.
Worksheets contain Toolbars and Menus, as in all Microsoft Office products, which contain commands to tell the program what you want it to do.
Standard Microsoft Office menus:
- Check up
Additional Excel menus
- The table
- The window
Accessing commands from the menu
- Click on the menu item
- Click on the desired command (you may need to click to view all commands)
Toolbars are another way to access commands. Each button (image) on the toolbar represents a different command. When these buttons are clicked the command is executed.
Shortcuts allow you to execute commands using the keyboard rather than menus or toolbars with the mouse. Using these shortcuts can make working in Excel much faster. The only problem is remembering the shortcuts!
Short utility keys
Searching in Excel
Ctrl + End – Go to the end of the workspace
Ctrl + Home – Return to cell A1
Page up – Go to previous screen up
Page Down – Go to the next screen down
Alt + Page Up – Go to the front left screen
Alt + Page Down – Go to the next screen on the right
Ctrl + Down Arrow – Go to the bottom of the list/spreadsheet
Ctrl + Up Arrow – Go to the top of the list/spreadsheet
Ctrl + Right Arrow – Move right in list/spreadsheet
Ctrl + Left Arrow – Move left in list/spreadsheet
Ctrl + Page Up – Go to previous spreadsheet
Ctrl + Page Down – Go to the next spreadsheet
Ctrl + Click – Select multiple cells
Click + Shift + Click – Select a range of cells
Click + Shift + Arrow – Select a range of cells
Ctrl + Shift + End – Select the rest of the work area
Ctrl + * – Select the current list
Ctrl + A – Select the spreadsheet
Working in the formula bar
Alt + Enter – New line inside a cell
Some useful shortcuts
Ctrl + O – Open the workbook
Ctrl + S – Save the workbook
Ctrl + P – Print the workbook
Ctrl + X – Cut selection
Ctrl + C – Copy selection
Ctrl + V – Paste the selection
Ctrl + Z – Undo the last actions
F1 – Help
Keeping your workbook
When working on a computer it is important to always save your work in case files or data are lost due to technical error. It is also important to keep your files in the right place, again in case of an error on the computer, but also for easy recovery.
A workbook can be saved at any time (not just when it is finished). Therefore it is always a good practice to save the file as soon as it is created.
To keep a workbook:
- Go to File > Save (just)
- Choose which folder to save the spreadsheet
- Type the name of the workbook
- Click on Save
What is the difference between ‘Save’ and ‘Save As’?
Save – updates the current file, that is, saves more than the original workbook. This will only open a dialog box the first time the workbook is saved.
save as – allows you to change the file name or file location to create a copy of the original workbook. A dialog box opens each time Save As command is selected.
When working on any type of document, click on the Save button every few minutes to ensure that the latest version of the document is saved on the computer in case of a technical error.
Closing your workbook
Windows allows users to have more than one application open at any time. It also allows users to have more than one document in the application open at any one time, so there are multiple ways to close a workbook.
There are 3 basic ways to close a file in a Microsoft application:
- Close the application, that is, Excel
- Close the current workbook (leaving Excel open)
- Close ALL open workbooks (leaving Excel open)
At the bottom of the File menu is the Export command. Selecting this will close Excel and all open workbooks. Above 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 becomes Close All.
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