How To Copy Formulas From One Workbook To Another Microsoft Excel 2003 – Finding Your Way Around Excel

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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

  1. Click on Start > All Programs > Microsoft (Office) Excel
  2. 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.

Excel screen

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.

Menus

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:

  • File
  • Edit
  • Check up
  • Tools
  • Please

Additional Excel menus

  • Enter
  • Format
  • The table
  • The window

Accessing commands from the menu

  1. Click on the menu item
  2. Click on the desired command (you may need to click to view all commands)

Toolbars

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.

Short keys

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

Data selection

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:

  1. Go to File > Save (just)
  2. Choose which folder to save the spreadsheet
  3. Type the name of the workbook
  4. 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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