CTECH041 - Excel Commands

Truncated

A cell value that has been cut off from view has been truncated. The complete value is still there, but it is not visible.

Chart

A chart is used to graphically display data

Data Marker

A data marker is a column in the chart that represents a single data point

Data Series (graph)

A data series includes the individual colored columns, lines, or slices that represent the data in the chart.

Field

A field is one piece of data, such as a person's name.

Formula

A formula is an equation that performs mathematical calculations on number values

print view

A print preview allows you to view your page before printing.

Record

A record is a group of related fields, such as the person's name, address, and phone number.

Table

A table is a series of rows and columns containing related data that is managed independently from the data in other rows and columns in the worksheet

Chart Elements

Chart elements are the different parts of a chart. These include the title, legend, labels, and so forth

Chart Styles

Chart styles are the visual designs, such as color and shape of the pie slice or bar(s). You can manually adjust these design features, or you can use one of the predefined styles in the Chart Styles group.

Chart Tools

Chart tools are additional tools on the ribbon bar for use in designing and formatting charts. These appear when a chart is selected

Deselect

Clicking the mouse anywhere outside the currently selected cell or range of cells will deselect the cells

Contextual Tabs

Contextual tabs are additional tools that appear only when a chart is selected

Value

Data inside the cell is called a value. The value can be a text value such as number values or words used for labels

Numbering Format

Different numbering formats can be accessed on the Home tab in the Number group

Slices

Divisions within a pie chart are called slices. Just like a regular pie is divided into smaller slices, a pie chart represents data by using slices. Select individual slices of a pie by clicking them; notice that dots on the corners of the slice will appear.

Adjust Column Width

Double-click the line between column letters to adjust the column width to fit the largest value

Workbook

Excel files are called workbooks. This includes the individual worksheets and charts

=

Excel uses the equal sign to designate the beginning of a formula

Cell Reference

Formulas often use the values found in other cells to make calculations. The cell reference is the part of a formula that gives the cell address used to make calculations. Example: =SUM(C4+D4)"C4" and "D4" are cell references. This formula will add whatever values are found in C4 and D4.

Highlighting

Highlighting is selecting cells by clicking and dragging with your mouse

Absolute Cell Reference

If you don't want the cell references to change when a formula is moved, it needs to be designated as an absolute cell reference. This is done by adding a $ before the column and row. In the formula below, the value found in cell C4 would be added regardless of where the formula was moved, but D4 would change if the formula was moved.=SUM($C$4+D4)

Cell Styles

Located under the Home tab, this button provides a list of predefined formatting to add emphasis to cell values

Function

Predefined formulas such as SUM or MIN are functions. These are found on the Home tab in the Editing group.

End+←,↑,→, or ↓

Pressing End and an arrow key moves the active cell to the first or last cell containing data in that row or column

Relative Cell Reference

Relative cell references adjust if the formula is moved or if columns or rows are inserted. If the formula =SUM(C4+D4) was copied down one row, the cell references would automatically change to =SUM(C5+D5) in the new formula.

Selection Handles

Selection handles allow you to format the entire pie or just one slice.

Scroll Bars

Slide the scroll bars to control what portion of the worksheet you view. You can also use arrows at the ends of the bars to change views.

Esc

The Escape key cancels a moving border.

Office Clipboard

The Office clipboard acts as temporary storage when you copy and move data. The clipboard will hold 24 items

Active Cell

The active cell is the one that is currently outlined in black and ready for data to be entered into it

Column Width

The boundary line of columns can be dragged to increase or decrease their width. You can also double-click the line between column letters to automatically adjust the width to fit the largest value

Category axis, or X-axis

The category axis, or X axis, is located at the bottom of the chart and is used to label the categories in the chart. Excel uses the row titles for the category axis

Cell Reference

The cell reference is the name of the cell that describes where a certain column and row intersect. The cell reference consists of a letter and the number, such as C4, which is where column C and row 4 intersect. The cell reference is also called the cell address

Chart Area

The chart area is the entire chart and all its elements.

Chart Layout

The chart layout determines how data is displayed and how the different chart elements are arranged. You can choose layout options manually or select from one of the predefined chart layouts in the Charts Layout group

Fill Handle

The fill handle is located in the lower right corner of an active cell. Click and then drag the fill handle to copy the cell contents. Copying formulas using the fill handle will adjust the cell addresses in the formulas relative to their new column and row location

Formula Bar

The formula bar displays the underlying value of the cell, which may be text, numbers, or calculations.

Underlying Data

The formula being used to calculate the displayed data in a cell is the underlying data. For example, =B5+C7 is underlying data. The result, 24, would be the displayed data

Row Height

The height can be adjusted to give emphasis to the data in the row

Row

The horizontal location of data that is labeled with numbers is a row.

Cell

The intersection of a column and a row is a cell.

Legend (graph)

The legend identifies the labels or colors assigned to the data series

Mini tool bar

The mini tool bar is a toolbar with common formatting functions that appears by your mouse pointer

Moving Border

The moving border is placed around data that is being copied or moved

Name Box

The name box displays the name or address of the active cell`

Page layout view

The page layout view is one of the options at the bottom right corner that changes how your workbook is viewed

Range

The range is a group of two or more adjacent cells that have been selected. In the cell address box you would identify the top left of the range and the bottom right of the range. For example, B5:C7 is a range

Data Point

The range used to create the chart is outlined in a blue border. Each cell within a data series contains a data point.

Value axis, or Y axis

The value axis, or Y axis, is located on the left side of the chart. This is the numerical scale based on the charted data

Displayed Data

The value you actually see in the cell is the displayed data

Column

The vertical location of data that is labeled with letters is a column

Format Selection

This button is visible from the Layout and Format tabs. You can use this button to format a specific element of the chart that you have selected

Replace all

This function automatically replaces all the desired values with the new value. This feature will not ask you to confirm, so be careful when using this feature

AVERAGE

This function calculates the average of the values found in a range.

Replace

This function changes the value found with the new value.

MAX

This is the abbreviation for "maximum." You can use this when you want to find the largest number in a list. displays the maximum, or largest number in a group of numbers

MIN

This is the abbreviation for "minimum." You can use this when you want to find the smallest number in a list. displays the minimum, or smallest number in a group of numbers

Alt+=

This is the keyboard shortcut for SUM.

Go to Key

This is used to move immediately to any cell location. Click Find & Select on the Home tab and then select Go to. Enter any cell address. The shortcut for this option is F5

Ctrl+End

This moves the active cell to the last row and column containing data

Ctrl+Home

This returns the active cell to the first cell of the row

landscape

This term means that the sheet is oriented sideways on the paper (11 x 8.5 inches)

portrait

This term means that the sheet is oriented vertically on the paper (8.5 x 11 inches).

Arrow Keys

Use the arrow keys to move between cells

Office Themes

Using office themes allows you choose an overall look for your entire workbook

Worksheet

Workbooks are made up of one or more individual worksheets. Individual worksheets can be accessed by using the tabs across the bottom

Wrap Text

Wrap text lets the text display on more than one line by automatically adjusting row height

Enter

You can use the Enter key on your keyboard to move to the next row when entering data

Merge & Center

You can use the Merge & Center button to combine cells for holding a title and centering text on the line

SUM

You can use the SUM function when you want to get a total of several numbers

Tab

You can use the Tab key on your keyboard to move to the next column when entering data

Selecting a range

You can use the mouse to select a range by clicking and dragging the alphabetical column headings or row numbers

COUNT

You can use this when you want to find how many cells have numbers in them

Inset Column or Row

You may insert a column or a row by right-clicking the column name or row number and choosing Insert.

MEDIAN

displays the middle value in a group of numbers. If the list has an even number of values, Excel averages the middle two

Data Labels

give the values being represented in the chart

Legend (pie chart)

identifies the colors of each category.

Category Names

identify the pie slices in the pie chart

Data Series (pie chart)

includes the values that determine the size of the pie slices