Adding Numbers

Next we want to learn how to add numbers.  There are several ways to do this.  Each method has its advantages and disadvantages.

Begin by moving your cursor to cell C9, and clicking-on cell C9.

Always move to the cell where you want the answer

to be located.

TYPE-IN METHOD

We want to add the three numbers in cells C6, C7 and C8.  To use this method  type-in (using the keys on the keyboard) the following formula in cell C9:

             = C6 + C7 + C8     

Your spreadsheet should look like the image to the right as you are typing in this equation.  Note:  you don’t have to use capital (upper case) letters – we only did this because they are easier to “see” in the tutorial.

Now – tap the Enter key.  Then, click on cell C9 again.  The total of these cells will now appear in C9. 

When you have completed typing your equation, you will see this formula in the area below the menu bar.

Change the number in cell C6 to 500 (and tap Enter).  See how the total AUTOMATICALLY recalculates!!!

PowerPoint

Retrieving Spreadsheets

When you need to return to a spreadsheet, open Excel, as you did on Page 1. When Excel opens, click the Microsoft Office Button in the upper left corner of the Excel screen. 

When you click the Microsoft Office Button you will see, on the right of the Microsoft Office Button menu screen your spreadsheets (Recent Documents).  Your MYBUDGET should be on the list.  Click on MYBUDGET and your spreadsheet will open. 

If you do not see your spreadsheet, click the Open button and follow the steps you used to save your spreadsheet (on Pages 9-11) – except choose Open.

Other Ribbons/Tabs/Tools

If you are in Excel, you can now highlight a row, column or entire spreadsheet with really eye-opening effects. 

In the image on the right we opened the spreadsheet developed with the Excel 2007  tutorial.  We highlighted the December column and then clicked Conditional Formatting.  The drop down menu you see on the right appeared.  We then clicked Color Scales and, when the area to the right of Color Scales appeared, we moved our cursor over the selections.  As with other 2007 applications, when you move your cursor over the choices you will get a temporary preview of how your selection will appear. 

Notice, in Conditional Formatting, there are also Data Bars and Icon Sets selections.  If you were to choose these you would see small bar charts or little flags, smiley faces, etc. appear in the area you highlighted.  And the list goes on and on.  Really awesome!

Saving Spreadsheets

We have done quite a bit of work so now is a good time to save your spreadsheet. 

If you have used previous versions of Microsoft Office, 2007 Office will be quite different - in many ways.  You’ve already noticed the Tabs and Ribbons, and that there is no File choice in a Menu Bar.  Many “selections” have changed significantly in 2007 Office.  This is one of them.

Microsoft Office Button

The Microsoft Office Button has replaced File in the Menu Bar.  In the upper left corner of your Excel 2007 screen you will see a button similar to the image on the right.  This is the Microsoft Office Button. 

Click the Microsoft Office Button.

You will now see the Excel 2007 Microsoft Office Button selections. 

First, notice that many of the “old” File-Menu Bar choices are included in this menu (they are all here – we’ll show you.)

When we move our cursor over Save As an expanded menu of Save choices appear on the right.

Notice that You can save your spreadsheet in many different formats.

If you save as Excel Workbook, it will save your spreadsheet in an .xlsx format.  This will save your spreadsheet in an Extensible Markup Language (XLS) format. This format requires less storage space and makes the spreadsheet more “shareable” with others.  However, folks using previous version may have a problem opening your spreadsheet (and may have to download a special program to assist them).

Many folks really like to save their files in Portable Document Format (PDF).  One of the neat new features of 2007 Office is the ability to save applications as PDF.

For this introductory Excel tutorial, we’d suggest that you save in the Excel 97-2003 Workbook format. 

It’s your choice, so you select the format you desire.

Notice in the upper left corner that there is a “box” to the right of Save In: with a down pointing arrow to the right.  Click-on the arrow.  This will show you all of the “drives” and “folders” where you may save your work. 

When you see the drop-down list in the Save in: area, choose the drive where you want to save your file.  If you are going to use a diskette, put a formatted 3 ½ diskette in the A Drive, then click-on the 3 ½ Floppy (A):.  We are going to save our file on the Local Disk (C:) – our hard drive, so we chose that drive in the image above (see top arrow).

To the right of File name:, delete the information (which is in the box) and type-in   MYBUDGET (see lower left arrow above).  This is the name under which you are saving your file.  (In the future you will choose logical names for your spreadsheets as you save them.)  Now point to Save and click the left mouse button (see lower right arrow above).

Exiting Spreadsheets

Anytime you need to leave your spreadsheet, click the Microsoft Office Button in the upper left corner of your Excel screen, then click Exit Excel.  If you have not saved your spreadsheet, a reminder box will appear asking you to do so.

Notice the Excel Options button to the left of Exit Excel.  Earlier, we indicated that all of the choices under File in the Menu Bar are still  available using the Microsoft Office Button.  Click the Excel Options button.  The Excel Options menu screen (below) will appear.  As you can see, all of the choices available under File in the menu bar are here – as well as many more. 

If you click the Resources selection in the Excel Options menu, you will see some great on-line resources available to assist you with Excel.

SmartArt

In the Insert Ribbon/Tab at the bottom of Page 10 there is a new selection that improves on the “old” Drawing Toolbar – especially SmartArt.  SmartArt is a part of Word, Excel and PowerPoint. 

We’ve enlarged the Word Insert Ribbon/Tab (right) to show the SmartArt selection.  When you click SmartArt a Choose a SmartArt Graphic menu (image below) will appear.  

If you have used SmartArt in the past,  you’ll quickly see that it has been greatly enhanced.

We’ll click on the Pyramid and then click the OK button.

A Pyramid Diagram, similar to the one on the right, will appear.  Now it gets exciting! 

When you click the Pyramid you’ll notice a new SmartArt Tools Ribbon/Tab appears (top of next page).

Similar to Picture Tools, you’ll notice several Layout and SmartArt Styles Groups designed for enhancing the Pyramid on which you’re working. 

If you click the Change Colors button in the SmartArt Styles Group  an image like the one the right will appear.   As you move your cursor arrow over the Primary Theme Colors, you’ll see that the Pyramid changes to that color.  We chose the one you see marked by the arrow on the right.  Our Pyramid now has this shading!

If you now move your cursor arrow over one of the images  in SmartArt Styles you’ll see an image similar to the one on the right. 

Comparable to the Text Styles on Page 10, you can see how 2007 Office is enhanced to assist you with these great previews. 

We’ll work with these in the individual 2007 Office tutorials

Fasten your seatbelts!

We’re going to highlight this paragraph (when we have finished typing it).  Then we’re going to open the Styles Group.  When the Group is open we’ll move our cursor over the choices, and as we do, you’ll see, in the images below, that the entire paragraph changes to that Style!