The Beginner’s Guide to Excel – Excel Basics Tutorial

The Beginner’s Guide to Excel – Excel Basics Tutorial
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welcome to this excel basics video    tutorial    in this tutorial i’ll be showing you    most of the basics that you need to know    in order to get started using microsoft    excel and    the version of excel that i’m going to    be using in this tutorial is    excel 2016 for windows having said that    if you’re using a different version of    excel maybe an older version or even a    newer version    or if you use excel on a mac there will    be some slight differences    but for the most part i would say 95 of    what i show in this tutorial    will be very applicable to you and your    usage of excel    so i simply clicked the icon here to get    started using excel    and excel now would like me to make a    choice it wants to know if i would like    to open up an excel template    or simply open a blank workbook you can    see that there are    lots of templates to choose from this is    a welcome to excel    tour and it’s a good way to kind of    learn some of the basics of excel but    that’s why you’re watching my video so    i’m going to skip that one    there’s a cash flow analysis there’s    email insights    stock symbols there’s a sales invoice    there’s a budget    in here here it is a family budget    there’s all sorts of great excel    spreadsheets that you can just open up    and start changing the data    start using it that way so i would    encourage you to browse and explore    these templates that are available to    you in addition to the    30 or so templates that you have here    there is an option to search online    templates so i’m going to do a search    for budget    and you can see it comes up with even    more budgets    you’re not limited just to the one    family budget there’s a whole bunch that    you can choose from    over here on the right there’s    categories that you can sift through    and you can select the specific kind of    budget    or spreadsheet template that you would    like to use if you find one that you do    want to use you can just click on it    and click create and it will make a copy    of that    as a spreadsheet that you can open and    use in excel    so please do spend some time exploring    what’s available    and in many cases much of the work is    already done for you    you can simply use somebody else’s    template and    adjust it for what you need now    templates are very useful    but having said that i think in order to    really learn how to use excel    fully and properly it’s best to start    with a blank workbook    so i’m just going to double click on    that to select a blank workbook and open    it up    and the first thing we need to do is    learn about the layout    that we have in excel 2016. there are    certain terms that you’re going to need    to know    first of all across the top we have some    tabs    okay we have the home tab the insert tab    page layout    and more as you can see each of these    tabs    is pretty important and when you click    on a particular tab    it opens up a ribbon okay this is the    ribbon    for the home tab if i click the page    layout tab    i get the page layout ribbon now each    ribbon    is divided up into groups so you can see    i have a    themes group i have a page setup group a    scale to fit group and these are all    on the page layout ribbon and i get to    that ribbon by clicking on the page    layout tab    so those are some important terms that    you’ll need    to know tab ribbon group    and you’ll notice in the corner of some    of these groups    there’s what i like to call a launch    button okay so    the scale to fit group has a little    launch button in the corner    the sheet options group has a launch    button in the corner    the arrange group doesn’t seem to have    one now what are these launch buttons    basically you can click on those launch    buttons to give you even more    options so what microsoft has done here    is    they’ve tried to fit all of the page    layout options    on this ribbon but of course there’s    limited amount    of geography there’s a limited amount of    space that they have to work with    and so sometimes they can fit everything    in that little group    sometimes they can’t and if they can’t    there’s a launch button that you can    click to get even more    so that’s why some have a launch button    some don’t    okay i think it’s important to start    with that terminology    because i’m going to be using it    throughout this tutorial    all right a couple of other layout terms    that you’re going to need to know    in the spreadsheet itself this is the    spreadsheet    and spreadsheets are made up of columns    and rows okay so you can see we have an    a column a b    column c column etc and if i browse to    the right    okay you can see that there’s even more    than that and if needed    it’ll just keep going to the right    adding more and more columns    okay once it gets to z it goes to a a    column a a and so lots and lots of    columns in this spreadsheet    now what about rows i have row number    one row number two    row number three okay so spreadsheets    are made up    of columns and rows now the intersection    of a column and a row is what produces    a cell so this is a cell    and every cell in excel    has a name okay this particular cell    is named c2 and you can imagine how i    got that name    it’s just the intersection of the column    and the row this particular cell here    has a name it’s m9 and this    is i 16. now that may seem obvious    and unimportant but it’s actually very    exciting    and powerful that every cell in excel    has a name because it has a name you can    describe it    and you can have excel do certain things    with    the content in each cell we’ll get to    that a little bit later    all right now in addition to columns    rows    and cells there’s another part of a    spreadsheet that you need to know about    and that is    a range okay now a range is    a group of cells that are together a    range could be    this it could be this it could be this    it could be any number of things it’s    basically a group of cells    that are next to each other that are    together and guess what    ranges can also be named just like cells    can    so just like this is named l7    i can also name this okay now the way    you name    a range is you start in the upper left    and you name    the cell in the upper left so this is l    seven and then you say the word through    so l7    through and then you say the name of the    cell in the lower right    n12 so l7    through n12 that is the name    of this range now in the back of your    mind    just tuck this piece of information the    way you would write    the name of this range is you would    write l    7 through the symbol for through is a    colon    and then you would put n n12 so that    is how you would write the name of the    range that you see here    okay i’m going to tap escape to get out    of that because i don’t really want to    type that in the cell    so that was some background information    that you’re going to need in order to    really    use excel properly now that we’ve talked    about the layout of the ribbon    and the tabs and the groups and things    and also the spreadsheet itself    with the columns the rows the cells and    the ranges    and actually i should add a couple more    you can see that this is    all on a sheet sheet 1 and i can add a    sheet 2    sheet 3 etc each of these sheets added    together    is what creates a workbook so sheets or    worksheets    add up to a workbook okay so now that    we’ve got all that    as a foundation for our excel use let’s    now start    actually creating and working on an    excel spreadsheet    now to make this a little bit more    interesting for you to look at i’m going    to zoom in a little bit so i’m going to    use    this slider in the lower right corner    and i’ll just click and drag    to zoom in on my spreadsheet    okay so that should be a little bit    easier for you to see and now i’m going    to click    on a1 and enter some data in    this a1 cell and just as an example    let’s say i want to use excel    to create an inventory of my movie    collection    okay now this could be anything if    you’re a teacher maybe    this is the supplies that you have that    you loan out to the students    or if you’re a secretary at a school    let’s say you’re in charge of    keeping track of the supplies at the    school whatever it might be    but let’s say i want to do an inventory    of the movies that i own    first thing i want to do is maybe put a    little title in there so i’m going to    type in a1 and i’ll type    movie inventory and you’ll notice    that my text is bigger than the cell    itself    it goes too far to the right but you    know what don’t worry about that    just hit enter or return on the keyboard    and    i’ve successfully entered my first data    into this spreadsheet    now it looks like these words movie    inventory    are spilling over from a 1 into b1    but in actuality that’s not true it’s an    illusion    both of these words are stored in a1 if    i click on b1    i could type in b1 and hit return or    enter    and you’ll notice that movie inventory    is still    stored in a1 okay so they don’t interact    they don’t interfere with each other    so no need to worry if your text is too    wide    to fit in a1 but having said that    sometimes making your spreadsheet    look nice actually helps you use it    better so let’s talk about how i could    maybe    fix this it’s not really a problem but    how could i fix it if i want to make it    look    a little nicer well what i can do i can    stretch out    any column or even any row if i want to    by just putting my mouse between any two    column    letters so this is column a column b put    my mouse between the two    right on the line or very close to it    and you’ll notice that my    mouse cursor changed into a double-sided    arrow that’s a good sign    so now i can click and drag to stretch    that out    to make it wider now you may have    noticed when i entered    movie inventory into that cell and i hit    enter    or return it automatically moved me down    in excel    when you tap enter or return you move    down the spreadsheet    if you want to move up the spreadsheet    you can hold shift    and hit enter or return and it will move    up okay so shift    enter or shift return moves up enter or    return moves down    now what if you want to move to the    right maybe i want to type something in    b1    what i would do is i would tap tab tab    moves you to the right    so i could enter more text there and    then tap tab and enter more text there    and just keep tabbing over what if you    want to move left    i bet you can guess what it is you would    hold shift and tap    tab so shift is basically used    to do the opposite of whatever it would    be otherwise    so enter return is normally down but    shift enter return    is up tab is to the right shift tab is    to the left    another way you can navigate throughout    the spreadsheet is by using    the arrows on your keyboard if you find    the up down left right arrows you can    just use those to move up down left or    right    it’s a little bit more awkward than    using enter or shift enter    but that’s another option and of course    you can also use your mouse    to click on where you want to go but    i’ll tell you if you can learn to use    excel    simply with the keyboard without using    your mouse very much    it’s really going to go a lot better for    you so i’ve got my title in there now    i’m going to click    on a2 and i’m going to type in the word    title that’s where i’ll put the movie    title now i’ll tap tab to move over to    the right    and i’ll put in date purchased    tab again rating tab again    value tab again genre    and tab again location    and that will store quite a bit of    information for me about my movie    inventory    all right with that last one when i hit    enter it moved me down    and it moved to the left expecting me to    put in    the first record is what they call it    and the first record would be    the first movie so let’s say i put in    star wars again i could tap tab to move    over to the right    i could say okay i purchased it 2007    it’s rated pg    it’s worth maybe five dollars and it’s    science fiction    and it’s located in the living room okay    so that’s an example of data entry how    you can    enter data into a spreadsheet by    clicking on a cell or somehow getting on    a cell    typing and then hitting either tab to    move to the right or enter to move    down now as another example i’m going to    type in    another record and i’ll put in some    other information here    and at this point let’s say i notice a    misspelled word    and i would like to fix that okay you’ll    notice that i misspelled    empire if i click on cell a4    to try to fix that misspelling watch    what will happen as soon as i type    it erases what was there okay the reason    why    is because when i clicked on    that cell when you click on a cell    anything that you type    replaces what is there already it    deletes what’s there    and then replaces it with whatever you    type so there’s a distinction i need to    tell you about    there’s a difference between being on a    cell and being    in a cell to get in a cell    you have to double click on it okay    notice what happened when i double    clicked    on that cell it actually jumped me    inside the cell    and now i have a cursor that’s flashing    and i can click    or i can use the arrow keys to move that    cursor where i want it to be    so there is a big difference between    being on a cell    and being in a cell in this case i don’t    want to be on the cell i don’t want to    replace    all of the text in this cell i want to    click twice quickly    now i’ve jumped inside it and i have    this cursor and i can move it where i    want it to be    fix the misspelling hit return again    that may seem like    a very small insignificant thing but    excel is all about    details and all of these little details    will really enhance your use of excel so    please stick with me    and pay attention to these details and i    promise    your use of excel will be much more    satisfying and effective    now give me a few minutes to put in a    few more records    and then i’ll resume the tutorial okay    so i’ve finished putting in some movies    here    and some records is what they’re called    each of these    rows contains a record and to help you    see this a little bit better i’m going    to zoom back out a little bit    so you can see i’ve put in quite a few    movies here    now what we need to do next is dress    this up a little bit    make it look a little better it just    doesn’t look quite right to our eye    at this point so what are some things    that we can do to make this look nicer    first of all here at the top my title    basically of this    spreadsheet it’s kind of off to the side    and    it doesn’t have anything that makes it    stand out and look different    so i’m going to click on it on the cell    and    i’m going to click up here at the top on    the home tab in the home ribbon i can    click on    bold to give it a bold look so that will    help it stand out    notice that i can also use the paint    bucket tool    to paint the background of that cell i    may or may not want to do that    in this case i don’t necessarily want    that so i’m going to click the arrow    next to it    and i’m going to go to no fill i could    also change the color of the text itself    okay so that is also an option i’m going    to go back    to black in this case in addition i    could italicize or underline    those are all good options to have but    that will help the text    stand out a little bit another thing i    can do is click    on cell a1 and drag i’m still holding    the mouse click    and i’m going to drag until i’ve covered    all    of the content of my spreadsheet so    the content of this spreadsheet ends at    column    f i don’t have anything beyond that so i    just clicked and dragged to get all the    way across    now watch what i can do on the home tab    home ribbon    there’s a button here in the alignment    group called merge and center and if i    click on that    see what it did it merged all of those    cells together    so this is now one big cell    and it centered it okay so merge in    center is very helpful to do what i just    did    to basically break down the walls    between these cells and make it one big    cell and then to center it that looks a    lot better    the other thing like i said before the    text not quite fitting    in the cell kind of bothers me so i    could go up here to the top like i    showed earlier and click and drag to    make sure    everything fits but i want you to see a    shortcut    there’s a shortcut to doing this all you    have to do is go up here at the top    and just go between any two of the    column letters and double click    and if you do that look what happens it    automatically    will perfectly size the column so that    all of the text will fit    i could do that also for date purchased    and    for rating now notice in that case the    rating column actually got    narrower it’s because it doesn’t need to    be longer than what it is now    okay so i can do that with value and so    forth now let me show you yet another    trick that’s a little bit of a time    saver instead of double clicking between    every single column one at a time    look what i can do click and drag on the    column letters    all the way across to the end of my data    and then double-click between any two of    these it doesn’t matter which    double-click and notice now it    automatically resized    every column every column that i had    selected    was affected by that double click and    now is perfectly    sized to fit the content that’s in those    cells    and if i browse back to the left using    this slider you can see    everything is perfectly sized so i used    a phrase there    i said everything that was selected    every column that was selected    was affected by what i did in excel    that’s a nice    phrase to maybe think about select to    effect    if you want to affect it you must select    it first    one more little shortcut little trick    when you click and drag on    those column headings yes the fastest    way to resize is to    then double click between any two column    letters but you could alternatively    just click and drag and watch what    happens i’m going to resize    this column let go and look    every single column was affected because    i had selected each they’re all    affected by that and they’re all exactly    the same width    so hopefully those little tricks will    help you    to be able to resize your columns    the way that makes the most sense for    you and the idea is to make your data    look nice because when it looks good    it’s often    easier to read easier to understand and    comprehend    okay now there are good reasons    sometimes to keep columns narrow even if    all the text doesn’t fit    so you don’t have to always make sure    everything is always visible    but i want you to be able to do that    when you need to okay    next up i guess i do want to click here    on movie inventory and underline it to    set that apart as    the title and then down here i would    like to make all of these    column names different so i’ll highlight    them    and i’ll go up and make them bold and    let’s say italicized    now the way i did that so fast you may    not have noticed    i simply clicked on the row number and    it highlighted the entire row    all the way to the right and so that    selected it    and then to affect it i just chose bold    and italicize and it affected everything    that’s selected    so at this point i hope that you are    familiar now    with the different names of the layout    in excel    we know what to call the different    things like the tabs the groups the    ribbons things like that    we also know about columns rows cells    and ranges sheets and workbooks    and we know how to enter data and then    how to select it    to affect it and to change how it looks    on the screen    and we also know how to adjust the    column widths    and i didn’t show this explicitly so let    me just quickly do that    notice that you can affect the rows    as well so i can make rows taller than    they would have otherwise been    i can double click between them to    perfectly resize i can affect more than    one at a time by selecting more than one    row so all of those same techniques that    i showed    about the columns can also be used with    the rows    so all of this in my opinion gives you a    good foundation    it helps you understand the basics of    using excel    in a future video i’ll show you some    intermediate excel    tips and tricks ways that you can save    time and effort    as you’re building your spreadsheets    we’ll also get into formulas and    functions    and that’s really where much of the    power of excel is found    and i’ll also throw in a couple of    advanced excel tips and tricks    so please watch for that future video    thanks for watching this excel basics    video i hope you enjoyed it and please    consider subscribing to my youtube    channel for more videos about technology    for    teachers and students and watch for a    new video at least    every monday also i hope that you’ll    follow me on twitter    facebook tumblr and other social media    so i hope that you’ll follow me on these    social media platforms and that we can    keep learning    together     

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