Basic Excel Shortcuts, Navigation & Editing

Introduction to Excel Exercises

  • The exercises are a series of progressive steps designed to enhance Excel mastery through practice.

  • It is emphasized that Excel proficiency can only be developed through hands-on application.

  • Students are encouraged to replicate exercises in their own Excel files to solidify learning.

Mastering Excel: Steps to Follow

Familiarization with Features and Functions

  • The first step involves gaining familiarity with various features and functions in Excel and where to locate them.

  • Understanding how to efficiently utilize features is the second step.

Repetition for Mastery

  • Students are advised to repeat commands introduced in exercises multiple times to reinforce learning.

Usage of Keyboard Shortcuts in Excel

Importance of Keyboard Shortcuts

  • Encourage the use of keyboard shortcuts over the mouse to enhance efficiency.

  • Most keyboard shortcuts perform actions using the Alt or Control keys.

Alt Key Shortcuts

  • Steps to Execute:

    1. Press the Alt key and release it to activate main tabs.

    2. Press a subsequent letter (e.g., 'F') to access the file menu.

    3. Continue with additional letters (e.g., 'A') to execute specific commands like "Save As."

  • Example for saving a file:

    • Press Alt, release, press F, release, then press A.

Control Key Shortcuts

  • Unlike Alt shortcuts, Control shortcuts are automated for frequent tasks.

  • Example:

    • The command to bold text is Control + B.

    • Hold down the Control key while pressing 'B'.

Practical Exercise in Excel

Initial Setup

  • Instruction to open a blank Excel file.

  • Emphasis on performing tasks using arrow keys and avoiding mouse usage.

Auto-Fitting Column Width

  • If a cell's content is cut off (e.g., Cost of Goods Sold line), the column width may need adjustment.

  • Use the command Alt + H O I to automatically adjust column width.

    • Breakdown of the command:

    • Alt activates the home tab.

    • O opens the format menu.

    • I executes the auto fit command.

  • Memorization of Alt + H O I is recommended for regular use.

Setting Column Width

  • To set identical column widths across several columns, use Alt + H O W.

    • Default column width is 8.43.

    • Example: Setting to a width of 12.

  • Highlighting is not necessary as the command applies to selected columns.

Highlighting Columns and Rows

  • Column Highlighting: Use Control + Spacebar to highlight a column.

  • Row Highlighting: Use Shift + Spacebar to highlight a row.

  • Holding Shift while using arrow keys allows you to extend the selection of contiguous cells.

Setting Row Height

  • Auto-fit row height is less common compared to columns.

  • Use Alt + H O H to set row height.

    • Example: Changing row height to 18.

    • Note: Undo this action using Control + Z.

Introduction to Excel Formulas

  • All Excel formulas must begin with an equal sign (=) to indicate that a formula will follow.

  • You do not need to double click into a cell—simply enter the equal sign to begin.

  • After typing the equal sign, you can navigate to required cells using arrow keys.

  • Example Task:

    • Calculate Gross Profit in cell C4.

    • Instructions:

    1. Type =.

    2. Use arrow keys to select revenue cell.

    3. Type - for subtraction.

    4. Use arrow keys again to select cost of goods sold cell.

    5. Press Enter to complete the formula.

  • Copying Formulas:

    • Use Control + C to copy, and then use Shift + Right Arrow followed by Control + V to paste the formula in adjacent cells.