This lesson is an
introduction to Excel for people who have never used it.
Instructions:
Read through the
set of learning objectives. This is what you should know when you finish the
lesson.
Complete every step in the assignment, in the order given. Do not skip
steps.
When you have done all of the steps, fill out the Check for
Understanding (CFU) form.
A completed CFU for every lesson, inclass and homework, is due to be turned in during your next class.
The CFU forms are not to be submitted by
email.
Where there are differences between software versions, the
instructions for Excel 2010 are in Black, for the Mac
are in green and for Excel 2013/16 are in blue.
Summary of Key Points:
Use
the ALT key to locate icons.
Move
the cursor into a different cell.
Select
groups of cells.
Change
the format of numbers in cells.
Write simple formulas (equations) using both numbers and
cell references (variables).
For MAC users:
Video – for the MAC  Excel Basics https://www.youtube.com/watch?v=kkNY1ysaOe0&spfreload=10
Some standard PC keys are not available on
the Mac keyboard:
The Mac’s function keys work
similarly to those on a Windows keyboard except that the default setting for
the Mac requires you to hold down the fn
key along with the function key. Under System Preferences > Keyboard you can check a box to change
function key behavior to work like "standard function keys"
The shortcut menus on the Mac uses symbols
for a few keys. For example, the Command key is shown
as ⌘, the
Control key as ⌃, and
the option key as ⌥.
Windows Keys 
Mac Equivalent 
Mac Symbols 
Control 
Command 

Home 
fn arrow left 

End 
fn arrow right 

Page
Up 
fn arrow up 

Page
Down 
fn arrow down 

Screen
right 
fn option arrow down 

Screen
left 
fn option arrow up 

Move
to Last cell 
fn control arrow right 

Move
to first cell 
fn control arrow left 

Delete 
fn Delete 

Backspace 
Delete 
Moving around in the worksheet
If you have used Excel before and are confident in your
ability to navigate through the worksheet, you can skip the first two sections. Start with the Ranges
section and follow the steps starting from number 23. If you have not used
Excel, follow all of the steps in the assignment.
Open an
Excel workbook. The workbook opens in Sheet1 with the cursor in cell A1. Notice
that the letter A above it and 1 to the left of it are
highlighted to indicate which cell you are currently working with. There is a
thick box border around this cell.
1. Every cell (box) has a name, the letter of the
column of the cell, followed by the number of its row. Use the mouse to click
on another cell to select it. Notice how the letter above it and number to
the left are highlighted, and the thick box border
moved. 
2. Find the
cell name in the textbox above cell A1, just below the ribbon. This textbox is referred to as the name box. You can move to another
cell by typing its name (cell reference) here. An example of a cell reference is H5. 
3. Type G6
in the cell name box (the name box, not cell A1). Press Enter to move the
cursor into cell G6. 
4. Press
Enter, Tab, and Shift Tab to move the cursor into other cells. 
5. Press the
arrow keys to move the cursor into other cells. 
6. Press and
hold down an arrow key. The cursor scrolls in that direction. 
7. You can
see the next set of rows by pressing the PageUp and
PageDown keys, if you have them on your keyboard.
Press Page Down. See how the row numbers change. Press Page Up. (Mac users
can use the table shown above to find their keyboard equivalents for this set
of steps.) 
8. You can
see the next set of columns by pressing ALT with the PageUp
and PageDown keys, if you have them on your keyboard.
Press Alt and Page Down. See how the column letters change. Press ALT and
Page Up. 
9. You can
use the End Key with the arrow keys to move around in the worksheet. Press
the End key with the down arrow key to move to the bottom of the sheet. 
10. Press the
End key with the right arrow key to move to the far right column. 
11. Press
Ctrl + Home to return to Cell A1, or type A1 in the name box and press Enter.

Methods of selecting cells
You can
format cells either one at a time or as a group. Formatting can
be applied either before or after entering content into cells. Clicking
on a cell, typing letters or numbers, and pressing Enter will put what you just
typed inside the cell. You can also enter content by typing and then pressing
the Tab key or one of the arrow keys. The main difference between these three
methods is which cell the cursor moves into after you press the key.
12. Enter some text (words) in cells A1 and A2, and
numbers in cells B1 and B2. 
13. Widen column
A by clicking between the letters A and B in the heading row and dragging to
the right. 
14. Change
the height of row 1 by clicking in the rownumber column between the 1 and 2 and dragging down. 
15. Notice
that words are left aligned, numbers are right aligned.

16. Click on
Cell A2 and press on the horizontal centering icon The keyboard shortcut is [ALT
H A C] Note:
The ALT commands do not work in a MAC. The contents of that cell are centered
lefttoright. 
Note: For all of the keyboard shortcuts shown in braces, press
the keys one at a time, in a sequence, not all at the same time. Do not include the [
and ] braces when typing the shortcuts. If the shortcut uses a plus sign
(CTRL + Z) then the keys should be pressed at the same
time. Do not include the parentheses when using these shortcuts.
17. You can select an entire column by clicking on the
letter representing that column. Click on the letter B in the column headings
row to select column B and click on the horizontal centering icon [ALT
H A C]. The contents of that column
are now centered. 
There are some easy keyboard shortcuts to use to
select blocks of cells.
18. You can select an entire column. Click in cell F4.
Press CTRL + spacebar. Click on the Fill Color icon [ALT H H]on the Home tab of the ribbon
and add a color to the column. 
19. You can
select an entire row. Click in cell D4. Press SHIFT + spacebar. Click on the
Fill Color icon [ALT H H] on the Home tab of the
ribbon and add a color to the row. 
20. You can
select an entire worksheet clicking in any cell pressing CTRL +spacebar and
then SHIFT + spacebar. Try it. Click in cell A1 to deselect the worksheet. 
21. Another
method to select the Entire worksheet is CTRL + A. Note:
This method may not work on a MAC.
Try it. Click on the Fill Color icon [ALT H H] on the Home tab of the
ribbon. Select the No Fill option to remove the colors you added in the
previous steps. 
22. Use the
mouse to select cells A1, A2, B1 and B2. Press Delete. (Don’t
use the Backspace key to delete. The Backspace key clears the contents of a single
cell. The Delete key removes everything) For a
MAC use the fn key with
the Delete key. Mac users can use the table shown above to find their
keyboard equivalents for this step. 
23. Press the
keyboard shortcut CTRL + Z to undo your last step. Press the keyboard shortcut CTRL + Y
to reverse the actions of the undo shortcut. 
Ranges:
A range is a rectangular block of cells. A range can
be described by the cells found in its two opposite corners, separated
by a colon. C3:F8 is a range. In the previous step we
deleted the contents of the range A1:B2. A range can also be cells in a single
row or a single column. C10:F10 or H3:H10.
If a range is an entire column you can omit
the row numbers. A:A would refer to all of the cells
in column A. C:E would refer to all of the cells in columns C, D, and E.
If a range is an entire row
you can omit the row letters. 3:3 would refer to all of the cells in row 3. 6:8 would refer to all of the
cells in rows 6, 7, and 8.
24. Click and drag across the range of cells from A1
to C3 (A1:C3). Give the cells a yellow fill color [ALT H H]. 
Working with the “numbers” group of icons
25. Switch into Sheet2 (The worksheet tabs are at the
bottom. In Excel 2010 you will see three tabs. In
Excel 2013 you see one tab plus a plus sign +.
We want to have three worksheets so press the plus sign twice. The keyboard shortcut to insert a new worksheet is [Shift +
F11]. 26.
You can press Ctrl + PageUp or Ctrl + PageDown,
if you have them on your keyboard, to cycle between worksheets. 
27. In cells
A1A4, enter the numbers 2,3,4,5. Click and use your mouse to highlight cells
A1 to A4. Move the cursor until a tiny black + sign appears in the lower
right hand corner of cell A4. This is the AutoFill handle. The AutoFill
handle is used to quickly extend series of number
and dates, and to copy labels and formulas too. Click and drag down four
rows. The numbers 6, 7, 8 and 9 should appear. 
28. Change
the format of the 2 in cell A1 by clicking in cell A1 and then on the $ icon [ALT
H A N]. For
a MAC this icon does not display a dollar sign symbol. You’ll
find the icon to the left of the % icon. This icon applies the
Accounting format to numbers. The dollar sign is displayed
on the left side of cell A1. 
29. To change
the 3 in cell A2 to a Currency format, you need to open the Format Numbers
dialog box by selecting cell A2, then rightclicking and choosing format
cells (you could also press [CTRL 1] or click on the dialog box
launcher icon in the number section of the ribbon.) Select the Currency
option and click OK. Notice in Currency format the dollar sign stays next to
the number, in Accounting format it stays on the
left margin. 
30. You can
use the Format Painter icon [ALT H F
P] to quickly copy formatting into other cells, rows, columns,
or worksheets. Click on cell A2. Click on the Format Painter icon [ALT
H F P]. Press the down arrow. The
dollar sign will appear next to the 4 in cell A3. Note: pressing the down arrow may not work on some
laptops. 
31. Click on
cell A9. Type 1234567890 and press Enter. Numbers that are too long to
display in the cell may appear in scientific notation, like this 1.23 E+9, or you may see railroad tracks (#####). If you see
railroad tracks it means the column is too narrow.
To fix this problem position the cursor between the column letters A and B
and then either drag to the right. or doubleclick,
to widen the column. Double clicking is faster, it automatically matches the
column width to the width of its widest content. 
32. Click
again in cell A9. Click on the Comma icon [ALT H K] to change the format. 
33. With cell
A9 selected, click on the increase decimals icon [ALT H 0] and decrease decimals icon [ALT H 9]. Each click hides or shows another
numeral on the right. 
Formulas
34. This step demonstrates the wrong way to enter a
formula. In cell C1 type the math formula 4 * 7 and press Enter. All we see
is what we typed, instead of 28 because we left out the = sign. This is a
very common error. 
35. This is
the right way. In cell C2 type the formula = 4 * 7 and press Enter. The total
28 appears in the cell. Click on cell C2. Now look at the long textbox
(formula bar) above the worksheet. The formula = 4 * 7 appears here. You can edit
the formula by typing in the formula bar. 
36. In cell
C3 enter the formula = 48/3. In cell C4 enter the formula = 10 + 6. In cell
C5 enter the formula = 4^2. These should all equal 16. The ^
symbol means “raise to the power of” so
the 2 in our formula means square the number 4. You can also use this symbol to find
roots, 4^(1/2) would find the square root of 4. 
Use cell references in place
of the numbers
37. Delete the formulas in column C. Select the cells
and use the delete key. For a
MAC, use the fn key with
the Delete key. Mac users can use the table shown
above to find their keyboard equivalents for this step. 
38. Instead
of numbers, the names of cells (like A4 or C2) can be used
when you write formulas. These cell reference are treated like an x or y variable
in algebra. The values of x and y are found in the cells you used for the
cell references. 
39. In cell
C1, enter the formula = 5 + 6. In cell C2 enter the formula = A4 + 6. In cell C3 enter the formula = A4 + A5. These should
all equal 11. 
40. If you use
formulas containing cell references, changing the number in the referenced
cell changes the total. Change the number in cell A4 to an 8
and press Enter. Notice that the results displayed in cell C2 and C3 changed
to 14. 
Copying formulas into new
cells
41. Press the Ctrl and ~ keys to switch into formula
view and see all of the formulas in the worksheet. Press Ctrl and ~ to return
to normal view. The ~ character is found just above
the TAB key on the keyboard. 
42. You can
quickly copy a formula into a neighboring cell. Click on cell C3. Type Ctrl
and C to copy. Press the down arrow key and then press Enter to paste. Your
number in cell C4 is 13 instead of 14. Let’s
check the formula. Switch to formula view. 
43. Notice that
the row numbers in the cell references changed. If you copy formulas into
adjacent rows, the letters in any cell references will change to refer to the
next row down. Instead of 8 + 6 (A4+A5) we are now
adding 6 + 7 (A5+A6). 
44. The
AutoFill handle can be used to quickly copy
formulas. Click on cell C4 and move the cursor over the lower right corner of
the cell. The AutoFill handle, a small black plus sign appears. Click and
drag the cursor down over cells C5 C6, C7 and C8. Release the mouse. You have
just copied the formula. Excel automatically alters formulas that are copied. Notice how the cell references changed. You
will learn more about this in the Toolkit and Formulas lessons. 
45. Enter numbers (any numbers) in cells E1, E2, and
E3, F1, F2, F3. 
46. In cell
E5 Type =SUM(E1:F3) Note:
Include the parentheses. The E1:F3 refers to a
rectangle, Excel calls this a range. The E1
refers to the upper left corner of the rectangle. The F3 refers to the bottom
right corner. 
You can
edit the contents of a cell in several ways. If you click on cell A2 you will
see the contents of the cell are showing in the cell and also
showing in a long bar just above the worksheet. That bar is
called the Formula bar. You can click in the formula bar, press F2, or
double click on the A2 cell to edit its contents.
You can put
new content into a cell, replacing its existing content, by clicking on it and typing,
just as if it was an empty cell.
47. Change the formula in cell E5 to =SUM(E1:E3) A range can be a column. 
48. Change
the formula in cell E5 to =SUM(E1:F1) A range can also be a row. 
49. Select the Sheet3 worksheet tab that you inserted
in step 28. Note: The keyboard shortcut to insert a
new worksheet is [Shift + F11]. In cell A1
type “Names.” In cell B1 type
“Cash Sales.” In cell C1 type
“Actual Cash.” In cell D1 type “Over/(Short).”

50. Edit cell
A1 to change “Names” to “Cashiers.” (Press F2, type
directly in the address bar, or type directly in the cell.) In cells A2, A3,
A4 enter the names of three people. Use the mouse to select cells A2, A3, and
A4. Press the AZ icon [ALT H S] to sort the names
alphabetically. 
51. If the columns
are too narrow to show the names and labels, click and drag across the column
heading letters A to D. Double click on the borderline between cells D and
E. 
52. In cells
B2, B3, and B4, enter the numbers 1200, 980, and 1620. These were the cash
register readings. In cells C2, C3, and C4 enter the numbers 1205, 980 and
1580. This is the amount of cash turned in by the cashiers. 
Was the amount of cash turned in by the cashiers
over or short of the expected amount? To find out we subtract
the cash register total from the amount turned in. 53. In cell
D2 enter = C2 – B2. Since we want to perform the same operation in each
row, we can copy the formulas and have Excel automatically change the row
numbers in the cell references. Use the AutoFill handle (see step 44) to copy
this formula into cells D3 and D4. Examine the formulas in formula view. (CTRL + ~) Did the cell references change? Switch
back to the normal view. (CTRL + ~) 
54. Click on
the letter B above the second column. Right click and select Insert to create
a new column B. In cell B1 type “# of
Sales”. When you insert a new column the cells
that contain your data all shift one column to the right. Excel automatically
fixes the cell references for you. 
55. In cells
B2, B3, and B4 enter 25, 21, and 30. 
56. Change
the format of the range C2 to E5 to currency style. In currency style the dollar sign is next to the number with no space
in between. See step 29 for help. 
57. In cell A5,
enter the word “Totals.” Select cells B2, B3, B4, and B5. Press
the AutoSum icon [ALT H U] in Excel 2013 use
[ALT H U
S]. This is a quick way to find the total of
one column. 
58. Delete
the contents of cell B5. Select the range B2:E5. Press the AutoSum icon [ALT
H U] in Excel 2013 use
[ALT H U
S]. This is a quick way to apply the SUM function to several
columns of numbers. 
59. In cell F1 enter “Avg Ck.”
In cell F2 enter the formula = C2 / B2. Copy the formula in cell F2 into
cells F3, F4, and F5. 
60. Use the
Center icon [ALT
H A C] to center the contents of
the cells in columns B through F. 
61. Right
click on the 1 in the row numbers and insert a new
row. Select cells A1 to F1 and use the merge and center icon [ALT
H M] in Excel 2013/16
use [ALT
H M C] to create a single cell
spanning the first 6 columns. Type “Java Juice – Cashier
Report” in this large cell and press Enter. Add a background color to
the cell [ALT H H] and change the font color [ALT H F
C]. Add a Thick Outline Border around the cell [ALT
H B]. in Excel 2013 use [ALT H
B T]. 
62. Add
“all borders” to the range A2:F6 [ALT H B
A]. Add a background color to the range A2:F2 [ALT
H H]. Add a different background color to the range
A3:A6 [ALT H H]. 
Review – Fine Points
Instructions for the Check
for Understanding (CFU) form.
A CFU form is turned in for every assignment.
Starting with
the line for your name, copy and paste the CFU form into a Word document.
Fill in your name, date, section number
Circle (or indicate by highlighting) a Y or N response for
each statement. I do not subtract points for No answers.
Below the list of Y/N statements, insert ONE screenshot of any part of your work. I just need to see
something to prove that you did the assignment. I don’t
need to see all of the assignment. Resize the screenshot, if necessary, so both the form and
graphic can fit on one page.
A copy of the CFU is due to be turned in during the next class session. I do not accept CFU’s through
email.
Name
_______________________________ Date___________ Section
_______
Check for Understanding
– Excel Basics
Y/N
I can use the ALT key to locate icons. Note: MAC
users can skip this question.
Y/N
I can move the cursor into a different cell.
Y/N
I can select groups of cells.
Y/N
I can change the format of numbers in cells.
Y/N
I can write simple formulas (equations) using both numbers and cell references
(variables).