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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 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 lunch 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 [ok]? 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

  • [ok] 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 rose? [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

  • L7 and then you say the word through so L7 through and then you say the name of the cell in the lower right n

  • 12

  • So L 7 through n. 12 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 12 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 one 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 ok 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

  • ok so that should be a little bit easier for you to see and now I'm going to click on a one and

  • Enter some data in this a one cell and just as an example

  • Let's say I want [to] use excel to create an inventory of my movie collection

  • [ok] 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 a 1 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 A1

  • Into b 1 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 [ok] 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 a 1 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

  • 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 a two 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 $5 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

  • [ok] notice what [happens] 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

  • Ok 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 merchant 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 sized 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