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Microsoft Excel 2003 – Finding Your Way Around 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 Start > All Programs > Microsoft (Office) Excel
- Click the Microsoft Excel shortcut on the desktop
Open an existing Excel workbook
Double-click the workbook in the My Documents / My Computer window.
Depending on your computer settings, you may see the Excel task pane displayed on the right side of the Excel screen.
If the default settings have not been 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, like all Microsoft Office products, that contain commands that tell the program what you want it to do.
Standard Microsoft Office menus:
- The view
Additional Excel menus
- A window
Access commands from the menu
- Click on the menu name
- Click on the required command (you may need to click to display all commands)
Toolbars are simply another way to access commands. Each button (icon) on the toolbar represents a different command. When you click these buttons, the command will be executed.
Keyboard shortcuts allow you to run commands with the keyboard instead of using menus or toolbars with the mouse. Using these keyboard shortcuts will make working in Excel much faster. The only problem is remembering the hotkeys!
Useful keyboard shortcuts
Navigating in Excel
Ctrl + End – go to the end of the workspace
Ctrl + Home – Return to cell A1
Page Up – Go up to the previous screen
Page Down – Scroll down to the next screen
Alt + Page Up – Go to the previous screen to the left
Alt + Page Down – Move to the next right screen
Ctrl + Down Arrow – Move to end of range / spreadsheet
Ctrl + Up Arrow – Move to the top of the range / spreadsheet
Ctrl + Right Arrow – Move to the right edge of the range / spreadsheet
Ctrl + Left Arrow – Move to the left side of the range / spreadsheet
Ctrl + Page Up – Go to the previous spreadsheet
Ctrl + Page Down – Move to the next spreadsheet
Ctrl + Click – Selects multiple individual cells
Click + Shift + Click – Selects a range of cells
Click + Shift + Arrow – Selects a range of cells
Ctrl + Shift + End – Selects the rest of the workspace
Ctrl + * – selects the current range
Ctrl + A – Selects the spreadsheet
Working in the formula bar
Alt + Enter – new line in cell
Other 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 option
Ctrl + Z – Undo the last action(s).
F1 – Help
Save the workbook
When working with a computer, it is important to regularly save your work in case files or data are lost due to technical failure. It is also important to save your files in a suitable location, again in case of computer failure, but also for ease of downloading.
You can save a workbook at any time (not just when it’s finished). Therefore, it is always a good practice to save a file immediately after creating it.
To save a workbook, do the following:
- Go to File > Save (as)
- Choose which folder to save the spreadsheet
- Type a name for the workbook
- Click the Save button
What is the difference between “Save” and “Save As”?
save – updates the current file, i.e. saves the original workbook to the top. This only opens the dialog box the first time you save the workbook.
Save as – allows you to change the file name or file location to make a copy of the original workbook. Each time you select the Save As command, a dialog box opens.
When working on any document, click the Save button every few minutes so that in the event of a technical failure, the latest version of the document is saved on your computer.
Close the workbook
Windows allows users to open more than one application at a time. It also allows users to have more than one document open in the application at the same time, so there are multiple ways to close a workbook.
There are three main options when closing a file in a Microsoft application.
- Close the application ie Excel
- Close the current workbook (leaving Excel open)
- Close ALL open workbooks (leaving Excel open)
At the bottom of the File menu is the Exit command. Selecting this will close Excel and all open workbooks. At the top of the File menu is the Close command. When selected, the current workbook will be closed.
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’ll notice how Close becomes Close All.
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