File Menu. Print Area

New... Opens a new Excel Workbook.
Open... Opens many types of Excel documents, even text files.
Close Closes the current Workbook.
Save As... Saves your Workbook under a different name or different format.

Save Workspace
Allows you to save information about the current set of open documents (Workbooks) along with their window positions. It does not save the documents, but rather allows you to open a group of Workbooks and windows at the same time.
Page Setup Controls how your page prints out.
Click here to learn about Page Setup in more detail.
Print Area Is how you specify the part of your worksheet that you wish to print. Excel Worksheets extend almost infinitely in all directions (65,536 rows down by 256 columns across), but only rows and columns that contain data, or which are selected with the
Set Print Area command are printed. To go back to the default print
area, select Clear Print Area.
Print Preview Shows you what your document looks like before you waste paper printing out something that doesn't look the way you want it to.
Print... Prints the selected area, current Worksheet all Worksheets in your Workbook.
Send To Routes your document to an email message or another person on your network.
Properties Allows you to look up or add detailed information about your document.
Below this is a list of the files opened recently by Excel.
Exit Closes Excel and all open Workbooks.

[Close Window]
Edit Menu, ClearUndo Takes back the last thing you did. You may click it or type Ctrl+Z repeatedly to turn back time to before you make a mistake.
Repeat or Redo Repeats the last action reverses an undo.
Cut The selected cell(s) will disappear after you paste them. Selected text disappears and is stored temporarily in the Clipboard.
Copy The contents of selected cell(s) will be copied to a new location when you paste them. Selected text is copied into the Clipboard.
Paste Previously cut or copied cells are pasted into the newly selected location. Cut or copied text, images, etc. are copied from the Clipboard into the newly selected location.
NOTE: Pasted formulas change to calculate the cells in the new position relative to where you paste them.
Paste Special... Lets you paste the values calculated by formulas, instead of the formulas themselves, along with other very useful options.
Paste as Hyperlink Will maintain a link that, when clicked, takes you to the original location of whatever you pasted.
Fill Lets you fill selected cells with the contents of the first cell in the range (in white). See below for Fill Series...
Clear Removes formatting (e.g. bold), contents, comments (see Insert Comment) or all of the above. Note that the little "Del" key clears contents but not formats or comments.
Delete... Removes the selected cell(s) from your Worksheet entirely. You may be asked how you wish to move the surrounding cells to fill in the empty "hole."
Delete Sheet Permanently removes the current sheet from existence.
Move or Copy Sheet... Lets you move or copy the current Worksheet within the current Workbook or to a new Workbook. Be sure to check the Create a Copy box if you don't want to remove the sheet from its current location.
Find... Locates a given text string within your selection.
Replace... Locates and replaces a given text string in your selection with another specified string (or with nothing at all).
Go To... Takes you to a cell specified by column and row, or specified by name (see Insert Name).
Links... Lets you edit links to items referenced by Paste Special... Paste Link.
Object Lets you edit a selected object (e.g. a drawing or picture).
Edit Dialog, Fill Series
Fill Series... Lets you add columns or rows of sequential numbers or dates very easily. For example, if you wish to put every odd number from 1 to 199 into a column, enter a 1 at the top of a column, select it and click on Edit > Fill > Series...
Enter the following:
Series in
• Columns
Type
• Linear
OK
Step value: 2 Stop value: 199  
If your text is formatted as calendar dates then you can use this function to fill a range of dates with a given interval of Days, Weekdays, Months or Years.
[Close Window]
View Menu, ToolobarsNormal View displays all cells, printing or not.
Page Break Preview Displays only the cells that will be printed. You may set page breaks in this views (displayed as blue lines) by dragging them.
Toolbars Lets you select which toolbars are visible across the top of your Excel window (i.e. the rows of buttons).
Formula Bar Sets whether or not you wish to display the Formula Bar, which displays the formula (if any) or unformatted contents of the currently selected cell.
Status Bar Sets whether or not you wish to display the Status Bar, shown across the bottom of the Excel window.
Header and Footer... Allows you to edit the Header, which appears across the top of each printed page, and/or the Footer, which appears across the bottom.
Comments Allows you to see all the comments that have been inserted into the current Worksheet (see Insert Comment).
Custom Views... Allows you to save or restore how your worksheet is displayed within the program (does not affect printed format).
Report Manager... Combines a sequence of sheets, views, and scenarios to create a report that you can print.
Full Screen Maximizes the viewable area of your worksheet by filling up the entire screen and hiding everything except the menu bar.
Zoom... Allows you to zoom in and out of your document (i.e. to magnify or shrink the worksheet display - does not affect printed format).
[Close Window]
Insert Menu, Name

Cells... Inserts new cells into your worksheet, prompting you to ask how you would like to move the surrounding cells out of the way.
Rows Inserts a new row above the selected cell(s).
Columns Inserts a new column to the left of the selected cell(s).
Worksheet Inserts a new Worksheet, with its tab to the left of that of the selected Worksheet.
Chart... Launches the Chart Wizard to help you insert a chart based on given data within your Worksheet.
Page Break Inserts a page break above the selected cell(s).
Function... Launches the Function Wizard to insert a function based on given given data within your Worksheet.
Name Allows you to name cells. For example, a cell could be named "YearlyTotal" and references could be made to that cell within functions instead of by using the cell's column and row designation.

Comment Pops up a window into which you can enter a comment about the selected cell. Comments are not printed unless specified in Page Setup.
Picture Inserts a Clip Art, an image file, WordArt or acquires a new file from a scanner.
Map... If you have Microsoft Map installed, you may use it to insert a map into your Worksheet.
Object... Inserts an object such as a Windows Media Player video or other OLE (Object Linking and Embedding) compatible file.
Hyperlink... Inserts a link to a specified website or file location. If you click on the link, you will be brought to that location.

[Close Window]
Format Menu, Row

Cells... Allows you to specify all aspects of formatting for the selected cell(s). Click here for more info.

Row Height... - you specify a numeric value for the height of the selected row(s). AutoFit - Excel adjusts the height of the selected row(s) based on contents. Hide/Unhide - controls whether or not a row is visible on your screen. Hidden rows are not printed or displayed.

Format Menu, Column

Column Width... - you specify a numeric value for the width of the selected column(s). AutoFit - Excel adjusts the width of the selected column(s) based on contents. Hide/Unhide - controls whether or not a column is visible on your screen. Hidden columns are not printed or displayed.

Format Menu, Sheet

Sheet Lets you rename, hide/unhide or add a background for the current sheet.

AutoFormat... (see below)

Conditional Formatting... If a cell value is between specified limits, or if a formula results in a specified value, then a given format will be automatically applied to the cell(s).
Style... A style can describe formatting for number, alignment, font, border, pattern and/or protection. When a style is applied, all of the above specified characteristics are applied with it in one step.

Format Dialog, AutoFormatAutoFormat Lets you apply a pre-specified look to your entire Worksheet.
[Close Window]
Tools Menu, Protection

Spelling... Checks the Worksheet or selected cell(s) for spelling errors.
AutoCorrect... Automatically fixes capitalization errors and replaces certain text strings with specified characters or symbols automatically. For example, (c) is replaced by ©.
Share Workbook... A feature that allows multiple users to access the Workbook document simultaneously. This is a quick and easy way to create a multi-user database.
When you want to give a group of people access to the same document simultaneously, then you use the Share Workbook... command. In order for this feature to be useful, the file must be saved in a location where multiple users can access it, such as a public folder on the network. Before sharing a document, you might wish to consider protecting it. When protection is enabled, all cells are locked, by default. But you can unlock individual cells that you wish users to be able to modify. Cells must be designated as unlocked before protection is enabled. To do this, select the cells you wish to unlock, then go to the Format menu, select Cells... then click on the Protection tab and uncheck Locked. After you have unlocked the cells you wish to allow access to, then click on the Tools menu, select Protection, then Protect Sheet... or Protect Workbook... from the submenu.  You may wish to use a password to protect the workbook, but do not forget it or else you will be unable to unlock the document. Once you have protected your worksheet(s) or workbook, it will be safe to share it. Go to the Tools menu, then select Share Workbook... Click on the Editing tab and check Allow changes by more than one user at the same time, then click OK. The Editing tab also lists the users who currently have the workbook open.
Track Changes... Lets you highlight, keep track of, allow or disallow changes to a shared Workbook.
Merge Workbooks... Merges a shared Workbook with changes from another workbook file on disk.
Protection (see Share Workbook...).
Goal Seek Helps you find a specific result for a cell by adjusting the value of one other cell (set a cell to a given value by changing another cell's value).
Scenarios... Controls how to handle conflicting input data in a shared Workbook.
Auditing Allows you to track inp
uts (precedents) of a given formula and outputs (dependents) of a given cell.
Solver... Lets you set a target cell to a given maximum, minimum or fixed value by changing specified cells, subject to specified constraints.
Macro Macros are automated sequences of events or actions within a program. You can run or record macros, and edit them in Visual Basic programming language.
Add-Ins... List, add and remove optional components of Microsoft Excel. Examples include the File Conversion Wizard and Microsoft Bookshelf Integration.
Customize... Allows you to customize Excel's toolbars, keyboard commands, icons and animations.
Options... Here you can set your personal preferences for Views, Calculations, Editing, Charts, Colors and other settings. If something about Excel annoys you, here's where you go to turn it off.
Wizard The lookup Wizard helps you write a formula that finds the value at the intersection of a column and a row. The File Conversion Wizard helps you convert files between different formats. The Conditional Sum Wizard helps you write formulas that sum specific values in a column based on other values in the list. The Wizards listed here are based on your optional Add-Ins.

[Close Window]
NOTE: The Data menu switches to the Chart menu when you have a chart selected.

Data Menu

Sort (see below)
Filter Allows you to filter a list of data based on whether or not it meets specified criteria.
Form... Lets you display your data as a form with field names based on your column headings. Very useful for lists of names and addresses.
Subtotals... Use functions such as =SUM(A1:A25) to calculate subtotals for a given range of data.
Validation... Checks to see if data fits a specified format such as text, number, date, whole number, zip code or a custom format that you create.
Table... Calculate data tables by selecting row and column inputs.
Text to Columns... Converts a column of delimited text into separate columns of a specified format. For example, use to separate lastname, firstname data into two columns.
Template Wizard... Creates a template and a database from your Workbook. Each time you enter data into the template, it will be copied into the database.
Consolidate... Lets you combine multiple data sources into one.
Group and Outline Lets you group and outline data with up to eight levels of detail. For example, you can list by (1)Name Only, (2)Name & Phone Number, (3) Name, Phone & Address, etc., etc.
PivotTable Report... A convenient way to sort and analyze data interactively.
Get External Data Makes it easy to query the web, an external database or a custom data source to input data into Excel.
Refresh Data Repeats the query (see Get External Data) to update the data in Excel.

Data Dialog, Sort...

Sort Makes it easy to sort columns of data alphanumerically. Be sure to check the box to indicate whether or not your data has headers at the tops of the columns, or else the headers may be sorted along with the rest of the list.

The screenshot to the right shows how you would sort a list of data by Last name, then by First name, then by Role (e.g. CEO, President, etc.). Note that this list has top row column titles of Last, First and Role.

[Close Window]
Window MenuNew Window Opens a new window to view the current document. It is not the same as selecting New... from the file menu - no new file is created by this command. Like two windows looking into the same room, two windows looking into the same Workbook show the same contents, just from a different perspective. Windows are denoted by Workbookname:WindowNumber. For example, changes made in one window of a Workbook (FilemakerData.xls:1) will affect the Workbook in another window (FilemakerData.xls:2). This is most useful for viewing two sheets of the same workbook at the same time.
Arrange Lets you arrange all of your open windows on the screen in the following layouts: Tiled, Horizontal, Vertical and Cascade (one on top of the other). Checking the box labeled Windows of active workbook will make it so windows of other workbooks are unarranged.
Hide Makes your window disappear from sight completely.
Unhide... Lists the hidden window and allows you to select which ones to show.
Split Breaks the active window into four panes which can be scrolled up and down or left and right independently, allowing you to see the beginning of a large Worksheet in the left pane and the end in the right pane, for example. You can get rid of the pane dividers by double-clicking on them or by selecting Remove Split from the Window menu.
Freeze Panes This is very useful for locking the heading row of a long list of data onto the top of the screen so that when you scroll down it will remain visible. First move a horizontal split below the column heading row or to the right of a row heading column, then Freeze Panes.
Open Windows List Allows you to bring any open, non-hidden window to the foreground so that you can work on it.
[Close Window]
Help MenuMicrosoft Excel Help Launches the sometimes-annoying Office Assistant where you can type questions to find what you're looking for.
Contents and Index An index of help topics, along with a nice search function.
What's This? Lets you click on an area of the screen to find out what it does.
Microsoft on the Web Online resources such as product updates and news, along with a web tutorial.
Lotus 1-2-3 Help... Help for people accustomed to using Lotus 1-2-3.
About Microsoft Excel Displays product version and licensing information. Also contains a link for information about your computer system and a link for tech support.
[Close Window]
 

©2001, Kevin Pedersen