How to Use an Excel Sheet

By Foye Robinson

Individual Excel sheets (also known as worksheets) make up a workbook file. Each worksheet includes a grid of rows and columns and has a distinct name. An Excel sheet can save you time, allowing you to quickly format data, whether you're simply shading cells or formatting numbers and text. Excel's auto-fill option enables you to insert data in multiple cells. You can calculate figures, analyze data and display or hide columns and rows in your worksheet.

Auto-Filling Cells in Excel Sheets

Step 1

Open a new spreadsheet file in Microsoft Excel. Type "Month/Year" into cell A1, then press the Tab key to move to cell B1. Now type "Sales" in cell B1 and press "Enter."

Step 2

Go to cell A2 and type "January 2000" in the cell, then press "Enter." Type "January 2001" into cell A3 and press "Enter" again.

Step 3

Select cells A2 and A3 and place your mouse at the bottom-right edge of cell A3, until it turns into a black plus sign. Then drag the mouse down the rows until you reach cell A10. The rows will be auto-filled with your data (from January 2000 to January 2008) using the pattern you inserted into the first two cells.

Step 4

Type "Total" in cell A11.

Step 5

Go to cell B2 and enter a random figure for the sales, such as "7400" without dollar signs or commas. Then press "Enter."

Step 6

Enter random numbers into cells B3 through B10, filling in the remaining sales for each month and year.

Formatting Cells in Excel Sheets

Step 1

Select cells A1 through B11, then click on "Format" and "AutoFormat" from the toolbar. Choose a table style and click "OK." The format will be applied to the selected cells.

Step 2

Select the column B header to highlight the entire "Sales" column. Then click on "Format" and "Cells" in the toolbar. The "Format Cells" dialog box will open and the "Number" tab will be selected.

Step 3

Select "Currency" from the category and "2" for the decimal places. Pick a number format of your choice (for negative numbers) and press "OK." Your format will be applied to column B.

Calculating Excel Sheets

Step 1

Go to cell B11 to create a formula that totals the sales in column B.

Step 2

Select the "AutoSum" button in the "Standard" toolbar. The data in cells B2 through B10 will be highlighted.

Step 3

Press the "Enter" key to accept the calculations. Your total will be automatically added to cell B11.

Creating Graphs

Step 1

Select cells A1 through B11 to create a graph based on the selected data. Then click on "Insert" and "Chart" in the toolbar. The chart wizard will open.

Step 2

Choose "Column" for the chart type under the "Standard Types" tab and click on "Next."

Step 3

Pick the layout for your chart, rows or columns and click on "Finish." A chart will be added to the Excel sheet. Select the chart and drag it where you want it to appear on your page.

Hiding and Revealing Data in Cells

Step 1

Select the row headers for rows 4 and 5. The two rows will be selected.

Step 2

Right-click over the selected rows. Then select "Hide" from the pop-up list. The rows will be hidden.

Step 3

Select rows 3 and 6 or click on the "Select All" button to the left of the column A header. Then right-click and choose "Unhide" from the pop-up list. Any hidden cells within the selected areas will be revealed.