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1994-09-21
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STARTING
Here's how to use Excel version 4 for the IBM PC and Mac. Other
versions are similar.
Copy Excel to the hard disk
Excel comes on floppy disks. To use Excel, you must copy it
from those floppy disks to your hard disk. Here's how.
IBM Turn on the computer without any floppy in drive A.
Start Windows (by typing ``win'' after the C prompt). You'll
see the Program Manager Window.
Choose Run from the File menu. The computer will say ``Command
Line''.
Excel comes on five 5¼-inch high-density floppy disks. Put
Excel Disk 1 in drive A. Type ``a:setup'' (and press ENTER).
If your Excel floppy disks were never used before, the computer
will ask you to type your name. Type your name, press the TAB
key, type the name of your company (if any), and twice press
ENTER.
Press ENTER five more times.
The computer will say, ``Please insert the following disk . . .
Disk 2''. Put Excel Disk 2 in drive A and press ENTER. When the
computer tells you, do the same for Excel Disks 3, 4, and 5.
The computer will say, ``Microsoft Excel Setup is Complete!''
Press ENTER.
Close the Microsoft Excel 4.0 window (by double-clicking its
control box). Close the Program Manager window.
The computer will say ``Exit Windows''. Press ENTER.
Then turn off the computer, so you can start fresh.
Mac If your hard drive is external (instead of being inside the
Mac), turn on the drive and wait 15 seconds (until you don't hear
any more clicking).
Turn on the Mac without any floppy in the drive. You'll see the
hard disk's icon.
Excel comes on seven floppy disks. Put Excel Disk 1 in the
floppy drive. Double-click the Microsoft Excel Setup icon.
If your Excel floppy disks were never used before, the computer
will ask you to type your name. Type your name, press the TAB
key, type the name of your company (if any), and press RETURN.
Then press RETURN twice. The computer will say, ``Select Disk
and Folder''. Click the New Folder button. Type ``Microsoft
Excel'', and press RETURN. Click the Setup button.
When the computer tells you, insert Excel Disks 2, 3, 4, 5, 6,
and 7.
The computer will say, ``Microsoft Excel Setup complete.''
Press RETURN.
Then shut down the computer by doing this procedure: choose
Shut Down from the Special menu, turn off the computer, and turn
off any external hard drive.
Launch Excel
Here's how to start
using Excel.
IBM Turn on the computer
without any floppy in drive A. Start Windows (by typing ``win''
after the C prompt). The computer will say ``Program Manager''.
Double-click the
Microsoft Excel 4.0 icon. You'll see another Microsoft Excel
icon; double-click it.
(If your copy of Excel
was never used before, the computer will say ``Introducing
Microsoft Excel''. To reply, click the button marked ``Exit to
Microsoft Excel''.)
Mac If your hard drive
is external (instead of being inside the Mac), turn on the drive
and wait 15 seconds (until you don't hear any more clicking).
Turn on the Mac without
any floppy in the drive. Double-click the hard disk's icon.
Double-click the Microsoft Excel folder's icon. Double-click the
Microsoft Excel program's icon.
Fill in the cells
The screen shows a grid
that begins like this:
┌────┬────────┬────────┬────────┬────────┬────────┬────────┐
│ │ A │ B │ C │ D │ E │ F │
├────╔════════╗────────┼────────┼────────┼────────┼────────┤
│ 1 ║ ║ │ │ │ │ │
├────╚════════╝────────┼────────┼────────┼────────┼────────┤
│ 2 │ │ │ │ │ │ │
├────┼────────┼────────┼────────┼────────┼────────┼────────┤
│ 3 │ │ │ │ │ │ │
├────┼────────┼────────┼────────┼────────┼────────┼────────┤
│ 4 │ │ │ │ │ │ │
└────┴────────┴────────┴────────┴────────┴────────┴────────┘
The grid's columns are
labeled A, B, C, D, E, etc. How many columns do you see? That
depends on what kind of screen you bought. . . .
A cheap Mac screen (9" mono or 12" color) shows columns A through
F.
A cheap IBM screen (640-by-480 VGA) shows columns A through I.
A fancier Mac or IBM screen shows more columns.
The grid's rows are
labeled 1, 2, 3, etc.
A cheap Mac screen (9" mono or 12" color) shows rows 1 through
16.
A cheap IBM screen (640-by-480 VGA) shows rows 1 through 18.
A fancier Mac or IBM screen shows more rows.
The grid is called a
spreadsheet or worksheet.
Notice that the computer
puts a box in column A, row 1. If you tap the right-arrow key,
that box moves to the right, so it's in column B. If you tap the
down-arrow key, the box moves down, to row 2. By tapping the four
arrow keys, you can move the box in all four directions, to
practically anywhere on the grid. Try it!
Each possible position
of the box is called a cell.
The box's original
position (in column A, row 1) is called cell A1. If you move the
box there and then tap the right-arrow key, the box moves to
column B, row 1; that position is called cell B1.
Just move the box from
cell to cell, and put into each cell whatever words or numbers
you wish!
For example, suppose you run a small business whose income is
$7000 and expenses are $5000. Those are the figures for January;
the figures for February aren't in yet. Let's put the January
figures into a spreadsheet, like this:
┌────┬────────┬────────┬────────┬────────┬────────┬────────┐
│ │ A │ B │ C │ D │ E │ F │
├────┼────────┼────────┼────────┼────────┼────────┼────────┤
│ 1 │ │January │ │ │ │ │
├────┼────────┼────────┼────────┼────────┼────────┼────────┤
│ 2 │Income │ 7000│ │ │ │ │
├────┼────────┼────────┼────────┼────────┼────────┼────────┤
│ 3 │Expenses│ 5000│ │ │ │ │
├────┼────────┼────────┼────────┼────────┼────────┼────────┤
│ 4 │Profit │ │ │ │ │ │
└────┴────────┴────────┴────────┴────────┴────────┴────────┘
To begin, move the box to cell A2. Type the word Income. As you
type that word, you see it appearing in cell A2. (It also appears
temporarily in an input area at the top of the screen.)
Press the down-arrow key, which moves the box down to cell A3.
Type the word Expenses.
Press the down-arrow key (to move to cell A4). Type the word
Profit.
Move the box to cell B1 (by pressing the up-arrow three times
and then the right-arrow once). Type the word January.
Press down-arrow. Type 7000.
Press down-arrow. Type 5000.
Press down-arrow again.
BACKSPACE key If you make a mistake while typing the words and
numbers, press the BACKSPACE key to erase the last character you
typed. (If your Mac doesn't have a key marked ``BACKSPACE'',
press the key marked ``DELETE'' instead.)
The left-arrow key will not help you erase the last character
you typed. Instead, the left-arrow key moves the box to a
different cell.
Mac's alternate keys The Mac permits these shortcuts: instead
of pressing the down-arrow key (which is hard to reach), you can
press the RETURN key; instead of pressing the right-arrow key,
you can press the TAB key.
Type a formula
Although the computer's screen shows the words you typed
(Income, Expenses, and Profit), the computer doesn't understand
what those words mean. It doesn't know that ``Profit'' means
``Income minus Expenses''. The computer doesn't know that the
number in cell B4 (which represents the profit) ought to be the
number in cell B2 (the amount of income) minus the number in cell
B3 (the dollars spent).
You must teach the computer the meaning of Profit, by teaching
it that the number in cell B4 ought to be the number in cell B2
minus the number in cell B3. To do that, move the box to cell B4,
then type this formula:
=B2-B3
Notice that every formula begins with an equal sign. The rest
of the formula, B2-B3, tells the computer to subtract the number
in cell B3 from the number in cell B2 and put the answer into the
box's cell (which is cell B4).
When you've finished
typing the formula, press the ENTER key. Then the computer
automatically computes the formula's answer (2000) and puts that
number into the box's cell (B4), so the screen looks like this:
┌────┬────────┬────────┬────────┬────────┬────────┬────────┐
│ │ A │ B │ C │ D │ E │ F │
├────┼────────┼────────┼────────┼────────┼────────┼────────┤
│ 1 │ │January │ │ │ │ │
├────┼────────┼────────┼────────┼────────┼────────┼────────┤
│ 2 │Income │ 7000│ │ │ │ │
├────┼────────┼────────┼────────┼────────┼────────┼────────┤
│ 3 │Expenses│ 5000│ │ │ │ │
├────┼────────┼────────┼────────┼────────┼────────┼────────┤
│ 4 │Profit │ 2000│ │ │ │ │
└────┴────────┴────────┴────────┴────────┴────────┴────────┘
The formula ``=B2-B3''
remains in effect forever. It says that the number in cell B4
will always be the B2 number minus the B3 number. If you ever
change the numbers in cells B2 and B3 (by moving the box to those
cells, retyping the numbers, and pressing ENTER), the computer
automatically adjusts the number in cell B4, so the number in
cell B4 is still B2 minus B3 and still represents the correct
profit.
For example, suppose you
move the box to cell B2, then type 8000 (to change the January
income to $8000), and then press ENTER. As soon as you press
ENTER, the profit in cell B4 immediately changes to 3000, right
in front of your eyes!
(The Mac permits this
shortcut: instead of pressing the ENTER key, you can press the
RETURN key, which is easier to reach. Throughout this chapter,
whenever I say to press the ``ENTER'' key, you can typically
press the ``RETURN'' key instead.)
A typical spreadsheet
contains dozens of numbers, totals, subtotals, averages, and
percentages. Each cell that contains a total, subtotal, average,
or percentage is defined by a formula. Whenever you retype one of
the numbers in the spreadsheet, the computer automatically
readjusts all the totals, subtotals, averages, and percentages,
right before your eyes.
Remember to begin each
formula with an equal sign. The rest of the formula can contain
these symbols:
Symbol Meaning
+ plus
- minus
* times
/ divided by
. decimal point
It can also contain E notation and parentheses. For details about
how to use those symbols, E notation, and parentheses, read pages
322-327, which explain BASIC's fundamentals and math.
Error in formula If you
type a formula incorrectly, the computer might beep at you and
say ``Error in formula''. To respond, press ENTER (or click OK);
then retype the part of the formula that was wrong, and press
ENTER again.
Less typing When you're creating a formula such as ``=B2-B3'',
you do not have to type the ``B2''. Instead, you can choose one
of these shortcuts. . . .
Instead of typing ``B2'', you can type ``b2'' without bothering
to capitalize. When you've finished typing the entire formula
(``=b2-b3''), press the ENTER key. Then the computer will
capitalize your formula automatically!
Instead of typing ``B2'', you can move the mouse pointer to the
middle of cell B2, then press the mouse's button. That's called
``clicking cell B2''. When you click cell B2, the computer
automatically types ``B2'' for you! So to create the formula
``=B2-B3'', you can do this: type the equal sign, then click cell
B2, then type the minus sign, then click cell B3. When you've
finished creating the entire formula, press ENTER.
Instead of typing ``B2'', you can move the box to cell B2 by
using the arrow keys. When you move the box to cell B2, the
computer automatically types ``B2'' for you! So to create the
formula ``=B2-B3'', you can do this: type the equal sign, then
move the box to cell B2 (by using the arrow keys), then type the
minus sign, then move the box to cell B3. When you've finished
creating the entire formula, press ENTER.
On a Mac, you don't have to type any plus signs. For example,
to type the formula =B2+B3, you can type the equal sign, then
click cell B2, then click cell B3 (without bothering to type the
plus sign). The Mac will insert the plus sign automatically!
Edit old cells
To edit what's in a cell, move the box to that cell. Then
choose one of these editing methods. . . .
Method 1: press the BACKSPACE key. That makes the cell become
totally blank. (If your Mac doesn't have a key marked
``BACKSPACE'', press the key marked ``DELETE'' instead.)
Method 2: retype the entire text, number, or formula that you
want to put into the cell.
Method 3: in the input area (at the top of the screen), look at
what you typed, find the part of your typing that you want to
change, and click that part (by using the mouse). Then edit your
typing as if you were using a word processor: you can use the
left-arrow key, right-arrow key, BACKSPACE key, DELETE key, and
mouse. When you finish editing, press the ENTER key.
Sum function
To make a cell be the
sum of cells B2 through B9, you can type this formula:
=B2+B3+B4+B5+B6+B7+B8+B9
Instead of typing all
that, you can type just this:
=SUM(B2:B9)
A function is a word
that makes the computer calculate (such as SUM). After each
function, you must put parentheses. For example, you must put
parentheses after SUM.
Since the computer
ignores capitalization, you can type:
=sum(b2:b9)
Here's how to type the
formula =sum(b2:b9) quickly. . . .
Begin by typing the ``=sum(''.
Drag from cell B2 to cell B9. To do that, move the mouse to cell
B2, then hold down the mouse button while moving to B9. That
makes the computer type the ``B2:B9''.
When you've finished, press the ENTER key, which makes the
computer automatically type the ``)''.
Notice that the word SUM
begins with the letter S, which in the Greek alphabet is called
``sigma'' and written ``Σ''. That's why, in math, the symbol for
the word SUM is Σ. Near the screen's top center, you'll see the
Σ.
Here's an even faster
way to type the formula =SUM(B2:B9). Click the Σ. It makes the
computer type ``=SUM()''. It also makes the computer guess what
you want the sum of. The computer puts that guess inside the
parentheses. If the computer's guess differs from what you want
(B2:B9), fix the guess (by dragging from cell B2 to cell B9).
When you finally see the correct formula, =SUM(B2:B9), press
ENTER.
To find the sum of cells
B2 through H2 (which is B2+C2+D2+E2+F2+G2+H2), type this:
=sum(b2:h2)
To find the sum of all
cells in the rectangle that stretches from B2 to C4 (which is
B2+B3+B4+C2+C3+C4), type this:
=sum(b2:c4)
Average
To find the average of
cells B9 through B13, you can type this:
=(b9+b10+b11+b12+b13)/5
But this way is shorter:
=average(b9:b13)
To type that quickly,
begin by typing ``=average(''. Then drag from cell B9 to cell
B13. Then press the ENTER key, which makes the computer
automatically type the ``)'' for you.
To find the average of
cells C7, B5, and F2, you can ask for (c7+b5+f2)/3, but a nicer
way is to type:
=average(c7,b5,f2)
HOP FAR
Here's how to be quick as a bunny and hop far in your
spreadsheet.
Farther rows
The screen shows just a few rows, which are numbered 1, 2, 3,
etc. Row 1 is at the top of the screen. Row 15 is near the bottom
of the screen.
Try this experiment. Move the box down to row 15 (by pressing
the down-arrow key repeatedly). Then press the down-arrow key
several more times. Eventually, you'll get to row 30, and later
to row 100, and much later to row 1000, and even later to row
10000. The largest row number you can go to is 16384.
To make room on the screen for those new rows, row 1 disappears
temporarily. If you want to get back to row 1, press the up-arrow
key repeatedly.
Farther columns
The screen shows just a few columns, which are lettered A, B,
C, etc. If you press the right-arrow key repeatedly, you'll
eventually get to column Z.
Altogether, the computer lets you have 256 columns. The first
26 columns are lettered from A to Z. The next 26 columns are
lettered from AA to AZ. The next 26 columns are lettered from BA
to BZ. And so on. The last column ___ the 256th ___ is IV. That's
why people who use spreadsheets are called ``IV league
accountants''.
Autorepeat
Here's a shortcut: instead of pressing an arrow key repeatedly,
just hold down the key awhile.
Mouse
To move the box to a distant cell even faster, use the mouse:
just click in the middle of the cell you wish.
PAGE keys
Instead of pressing the down-arrow key repeatedly, try pressing
the PAGE DOWN key. It makes the computer hop down to the next
screenful. (The PAGE DOWN key is on the IBM keyboard and the Mac
extended keyboard but not the Mac standard keyboard.)
To hop back up to the previous screenful, press the PAGE UP
key.
Instead of pressing the right-arrow key repeatedly, try
pressing the PAGE DOWN key while holding down the CONTROL key. It
makes the computer hop right to the next screenful. To hop left,
press the PAGE UP key while holding down the CONTROL key.
HOME key
If you press the HOME key, the box moves far left, so it lands
in column A. (The HOME key is on the IBM keyboard and the Mac
extended keyboard but not the Mac standard keyboard.)
If you press the HOME key while holding down the CONTROL key,
the box moves to the spreadsheet's first cell, which is cell A1.
CONTROL arrow
If you press an arrow
key while holding down the CONTROL key (or the Mac's COMMAND
key), the box moves to the spreadsheet's edge.
For example, if you
press the right-arrow key while holding down the CONTROL key, the
box moves to the spreadsheet's right edge. That means the box
moves to the right, until it reaches column IV or a boundary cell
(a cell containing data and next to an empty cell).
F5 key
To move the box to a
distant cell immediately, press the F5 key. Then type the cell's
name (such as C9) followed by ENTER.
(If your Mac doesn't
have an F5 key, tap the G key while holding down the COMMAND
key.)
ADJUST ROWS & COLUMNS
How many rows and columns are in your spreadsheet, and how big
are they? Here's how to adjust them.
Widen a column
When you start using Excel, each cell is wide enough to hold an
8-digit number on the IBM or a 10-digit number on the Mac.
Here's how to make column D be wider, so each cell in column D
can hold longer numbers and words. At the top of column D, you
see the letter D; to the right of that letter D, you see a
vertical gridline. Drag that line toward the right, until the
column is as wide as you like! (If you want to make the column
narrower, drag that line toward the left.)
If you double-click that line instead of dragging it, the
computer will make the column just wide enough to hold the widest
data in it. (If the column doesn't contain data yet, the computer
will leave the column's width unchanged.)
Widen several columns Here's how to widen columns D, E, F, and
G simultaneously.
Drag from the D to the G. All those columns turn black.
Look at the vertical gridline to the right of the D. Drag the
top of that gridline toward the right. That widens column D; and
when you release your finger from the mouse's button, all the
other columns you selected will widen also.
If you double-click the top of that gridline instead of
dragging it, the computer will make the columns just wide enough
to hold the data in them.
Long numbers If you try to type a long number in a cell that's
too narrow to hold the number, the cell might display symbols
instead of the number.
For example, try typing a long number in a cell that's just 4
characters wide. Instead of displaying the long number, the IBM
displays 4 number signs (####); the Mac displays 3 number signs
that are extra-wide.
Although the cell displays just those symbols, the computer
remembers the long number you typed. To see the long number,
widen the cell (by widening its column).
So if you see number signs in a cell, the computer is telling
you that the cell is too narrow and should be widened.
Long words Try this experiment. Make cell B1 be just 4
characters wide. Then try to type the word ``January'' in that
cell.
That cell, B1, might show just the first 4 letters (Janu). But
if the next cell (C1) is blank, cell B1 will temporarily widen to
hold ``January'', then contract to its original size (4
characters) when you enter data in cell C1.
Delete a column
Here's how to delete column D.
Standard method: click the D at the top of column D, then choose
Delete from the Edit menu.
Mac shortcut: click the D at the top of column D, then press
COMMAND with K (which stands for ``Kill'').
IBM shortcut: using your mouse's right button (instead of the
left), click the D at the top of column D; then choose Delete
from the menu that appears.
The computer erases all the data from column D, so column D
becomes blanks, which the computer immediately fills by shifting
some data from other columns. Here's how. . . .
Into column D, the
computer moves the data from column E. Then into column E, the
computer moves the data from column F. Then into column F, the
computer moves the data from column G. And so on.
At the end of the
process, the top of the screen still shows all the letters (A, B,
C, D, E, F, G, etc.); but now column D contains the data that
used to be in column E; and column E contains the data that used
to be in column F; etc.
After rearranging the
spreadsheet, the computer fixes all formulas. For example, after
column E's data has moved to column D, the computer hunts through
all formulas in the spreadsheet and fixes them by changing each
``E'' to ``D''. The computer also changes each ``F'' to ``E'',
each ``G'' to ``F'', etc.
Delete several columns
You've learned how to delete column D. Here's how to delete
several columns. To delete columns D, E, F, and G, drag from the
D to the G, then do the following. . . .
Standard method: choose Delete from the Edit menu.
Mac shortcut: press COMMAND with K (which stands for ``Kill'').
IBM shortcut: using your mouse's right button (instead of the
left), click the D at the top of column D; then choose Delete
from the menu that appears.
Delete a row
Here's how to delete row
2.
Standard method: click the 2, then choose Delete from the Edit
menu.
Mac shortcut: click the 2, then press COMMAND with K (which
stands for ``Kill'').
IBM shortcut: using your mouse's right button (instead of the
left), click the 2; then choose Delete from the menu that
appears.
Then the computer erases
all the data from row 2, so row 2 becomes empty; but then the
computer immediately fills that hole, by shifting the data from
other rows. Here's how. . . .
Into row 2, the computer
moves the data from row 3. Then into row 3, the computer moves
the data from row 4. Then into row 4, the computer moves the data
from row 5. And so on.
At the end of the
process, the left edge of the screen still shows all the numbers
(1, 2, 3, 4, 5, etc.); but now row 2 contains the data that used
to be in row 3; and row 3 contains contains the data that used to
be in row 4; etc.
The computer fixes all
formulas.
Insert a column
Here's how to insert an
extra column in the middle of your spreadsheet.
Click where you want the
extra column to appear. For example, if you want the extra column
to appear where column D is now, click the D. Then choose Insert
from the Edit menu (or use this Mac shortcut: press COMMAND with
I).
The computer will move
other columns out of the way, to make room for the extra column.
The computer will also fix each formula.
Insert a row
Here's how to insert an extra row in the middle of your
spreadsheet.
Click where you want the extra row to appear. For example, if
you want the extra column to appear where row 2 is now, click the
2. Then choose Insert from the Edit menu (or use this Mac
shortcut: press COMMAND with I).
The computer will move other rows out of the way, to make room
for the extra row. The computer will also fix each formula.
Zoom
To see twice as many rows and twice as many columns on your
screen, choose Zoom from the Window menu, then click the button
marked 50%, then click OK. The computer will make all the
screen's characters tiny (half as tall and half as wide), so
twice as many rows and twice as many columns fit on the screen.
If you want to see four times as many rows and four times as
many columns, click 25% instead of 50%. But that makes the
characters too tiny to read easily.
To make the screen return to normal, choose Zoom from the
Window menu again, then click 100%, then click OK.
If you wish, you can click different percentages, such as 75%
(which shrinks the screen's characters just slightly) or 200%
(which enlarges the screen's characters, so you can read them
even if you're sitting far away from the screen).
Try this trick: start at one cell, and drag to another cell far
away. All the cells between them turn black. Then choose Zoom
from the Window menu, click Fit Selection, then click OK. That
shrinks or enlarges the characters just enough so that all the
black cells fit on the screen.
Panes
On your screen, you see a window that contains part of your
spreadsheet. (That window is big enough to usually show columns A
through F on a cheap Mac, columns A through I on a cheap IBM, and
more columns on a computer having a fancier screen.)
You can divide that window into two or four windowpanes, so
that each windowpane shows a different part of your spreadsheet.
Vertical panes Here's how to divide your window into two
windowpanes, so that the left pane shows columns A, B, and C,
while the right pane shows columns X, Y and Z.
Get column A onto the screen (by pressing the HOME key). At the
screen's bottom left corner, you see the scroll bar's left-arrow
pointing at a black vertical rectangle. Drag that rectangle to
the right. As you drag, you'll see a vertical line move across
your spreadsheet. Drag until the vertical line is in the middle
of the spreadsheet. (For best results, drag that line slightly to
the right of column C's right edge.)
That line splits the screen into two panes. The left pane shows
columns A through C; the right pane shows columns D and beyond.
Click anywhere in the right pane. That puts the box in the
right pane, and makes the right pane active. Press the
right-arrow key several times, until you reach columns X, Y, and
Z.
If you want to move the box back to the left pane, just click
the left pane.
To stop using vertical panes, double-click the black vertical
rectangle (or drag it back to the screen's bottom left corner).
Horizontal panes Here's
how to divide your window into two panes, so that the top pane
shows rows 1, 2, and 3, while the bottom pane shows rows 97, 98,
and 99.
Get row 1 onto the
screen (by pressing the PAGE UP key several times). At the
screen's top right corner, you'll see the scroll bar's up-arrow
pointing at a black horizontal rectangle. Drag that rectangle
down. As you drag, you'll see a horizontal line move down your
spreadsheet. Drag until the horizontal line is in the middle of
the spreadsheet. (For best results, drag that line slightly under
row 9's bottom edge.)
That line splits the
screen into two panes. The top pane shows rows 1 through 9; the
bottom pane shows rows 10 through 18.
Click anywhere in the
bottom pane. (That puts the box in the bottom pane, and makes the
bottom pane active.) Press the down-arrow key several times,
until you reach rows 97, 98, and 99.
If you want to move the
box back to the top pane, just click the top pane.
To stop using horizontal
panes, double-click the black horizontal rectangle (or drag it
back to the screen's top right corner).
Freeze panes You should
put a title at the top of each column. For example, if column B
contains financial information for January, and column C contains
financial information for February, you should put the word
January at the top of column B, and the word February at the top
of column C. Since the words January and February are at the top
of the columns, they're in row 1. They're called the column
titles.
If row 2 analyzes
Income, and row 3 analyzes Expenses, you should put the word
Income at the left edge of row 2, and the word Expenses at the
left edge of row 3. Since the words Income and Expenses are at
the left edge of the spreadsheet, they're in column A. They're
called the row titles.
So in a typical
spreadsheet, the column titles are in row 1, and row titles are
in column A.
Unfortunately, when you
move beyond column I or beyond row 18 (by pressing the arrow keys
repeatedly), the titles normally disappear from the screen, and
you forget the purpose of each row and column. Here's how to
solve that problem.
Get cell A1 onto the
screen (by pressing CONTROL with HOME). Click cell B2. Choose
Freeze Panes from the Window menu.
Now the window is
divided into four panes. The main top pane contains the column
titles (January, February, etc.); the main left pane contains the
row titles (Income, Expenses, etc.); a tiny pane in the
upper-left corner contains a blank cell; and a huge pane contains
all the spreadsheet's data.
Click cell B2 (which is
in the huge pane). Then move around that pane, by using the arrow
keys or mouse. As you move, the column and row titles will stay
fixed on the screen, since they're in the other panes.
To stop using freeze
panes, choose Unfreeze Panes from the Window menu.
MOVE
On your spreadsheet, find these cells: B2, B3, B4, C2, C3, and
C4. Those six cells are next to each other. In fact, they form a
giant rectangular area, whose top left corner is B2.
Here's how to take all the data in that rectangle and move it
to a different part of your spreadsheet.
Drag from the rectangle's first cell (B2) to the rectangle's
last cell (C4). The entire rectangle turns black (except for the
first cell, which stays white).
Surrounding the rectangle, you'll see four walls. Those walls
are the four sides of the rectangle.
Using your mouse, point at one of the rectangle's walls. (Do
not point at a corner.) When you've pointed correctly, the mouse
pointer turns into an arrow (not a cross).
While the mouse pointer looks like an arrow, hold down the
mouse's button and drag the wall. While you drag the wall, the
rest of the rectangle drags along with it. Drag until the entire
rectangle is at a part of the spreadsheet that was blank. Then
lift your finger from the mouse's button.
That's how you move a rectangle of data to a new place in your
spreadsheet that had been blank.
Try it!
After moving the rectangle of data, the computer automatically
adjusts all formulas mentioning the moved cells. For example, if
the data in cell B2 has moved to cell E7, the computer searches
through the entire spreadsheet and, in each formula, changes
``B2'' to ``E7''.
COPY
Excel lets you copy information in
several ways.
Fill to the right
Here's how to make lotsa love with
the computer!
In a cell, type the word ``love''.
Then move the mouse until the
mouse's pointer is at that cell's bottom right corner. When the
pointer's exactly at the corner, the pointer changes to this thin
cross: ┼.
Then hold down the mouse's left
button, and drag toward the right, until you've dragged across
several cells.
When you lift your finger off the
mouse's button, all those cells will contain copies of the word
in the first cell. They'll all say ``love''!
Go ahead! Try turning your computer
into a lovemaking machine! Do it now! This is an important
exercise to try before you get into more advanced computer
orgies!
Here's another example. In a cell,
type the word ``tickle''. Then to make lotsa tickles, point at
that cell's bottom right corner (so you see ┼) and drag it to the
right. The cells you drag across will all say ``tickle''.
Fill down
When you point at a cell's bottom
right corner and drag, you usually drag to the right. But if you
prefer, you can drag down, so you're copying to the cells
underneath (instead of the cells to the right).
Extend a series
You've learned that if the original
cell said ``love'', the adjacent cells will say ``love''; and if
the original cell said ``tickle'', the other cells will say
``tickle''.
But if the original cell said
``January'', the adjacent cells will not say ``January''.
Instead, the computer makes them say ``February'', ``March'',
``April'', ``May'', etc.
So here's how to put the words
``January'', ``February'', ``March'', ``April'', etc., across the
top of your spreadsheet. Begin by typing ``January'' in cell B1.
Then drag that cell's bottom right corner to the right, to column
H or I or even farther! The farther you drag, the more months
you'll see!
The computer is smart:
If you start with January, the computer will say
February, March, April, etc.
If you start with October, the computer will say
November, December, January, etc.
If you start with Jan, the computer will say
Feb, Mar, Apr, etc.
If you start with 29-Jan, the computer will say
30-Jan, 31-Jan, 1-Feb, etc.
If you start with Oct-95, the computer will say
Nov-95, Dec-95, Jan-96, etc.
If you start with 29-Dec-95, the computer will say
30-Dec-95, 31-Dec-95, 1-Jan-96, etc.
If you start with Monday, the computer will say
Tuesday, Wednesday, Thursday, etc.
If you start with Mon, the computer will say
Tue, Wed, Thu, etc.
If you start with 10:00 AM, the computer will say
11:00 AM, 12:00 PM, 1:00 PM, etc.
If you start with 10:00, the computer will say
11:00, 12:00, 13:00, etc.
If you start with 22:00, the computer will say
23:00, 0:00, 1:00, etc.
If you start with 1st, the computer will say
2nd, 3rd, 4th, etc.
If you start with 1st Idiot, the computer will say
2nd Idiot, 3rd Idiot, 4th Idiot, etc.
If you start with Idiot 1, the computer will say
Idiot 2, Idiot 3, Idiot 4, etc.
If you start with Year 1991, the computer will say
Year 1992, Year 1993, Year 1994, etc.
If you start with 1991 Results, the computer will say
1992 Results, 1993 Results, 1994 Results, etc.
If you start with 2nd Quarter, the computer will say
3rd Quarter, 4th Quarter, 1st Quarter, etc.
If you start with 2nd Qtr, the computer will say
3rd Qtr, 4th Qtr, 1st Qtr, etc.
If you start with 2 Q, the computer will say
3 Q, 4 Q, 1 Q, etc.
If you start with Quarter 2, the computer will say
Quarter 3, Quarter 4, Quarter 1, etc.
If you start with Q2, the computer will say
Q3, Q4, Q1, etc.
If you start with just a plain
number (such as 1), the computer will just copy that number; it
will not say 2, 3, 4, etc. If you start with just the plain
number 1991, the computer will just copy that number; it will not
say 1992, 1993, 1994, etc.
To make the computer do more than just copy, include a word.
For example, instead of saying just 1, say ``Idiot 1''; then the
computer will say ``Idiot 2'', ``Idiot 3'', ``Idiot 4'', etc.
Instead of saying just 1991, say ``Year 1991'' or ``1991
Results'' or ``People We Accidentally Shot In 1991''; then the
computer will generate similar headings for 1992, 1993, etc.
Copy a formula's concept
If you ask the computer to copy a formula, the computer will
copy the concept underlying the formula.
For example, suppose you put this formula in cell B4: =B2+B3.
That means cell B4 contains ``the sum of the two numbers above
it''. If you drag that cell's bottom right corner to the right,
the computer will copy that formula's concept to the adjacent
cells: C4, D4, E4, etc. For example, the computer will make C4's
formula be ``the sum of the two numbers above it'', by making
C4's formula be =C2+C3. The computer will make D4's formula be
=D2+D3. The computer will make E4's formula be =E2+E3.
For another example, suppose cell B4 contains the formula
=2*B3, so that B4 is ``twice the cell above it''. When the
computer copies that concept to cell C4, the computer will make
C4's formula be ``twice the cell above it''; the computer will
make C4's formula be =2*C3.
For another example, suppose cell B4 contains the formula
=2*A4, so that B4 is ``twice the cell to the left of it''. When
the computer copies cell B4 to C4, the computer will make C4's
formula be ``twice the cell to the left of it''; the computer
will make C4's formula be =2*B4.
Absolute addresses Notice again how copying from B4 to C4 turns
the formula =B2+B3 into =C2+C3: it turns each B into a C.
If you want to prevent those changes, put dollar signs in the
original formula. For example, if you want to prevent B3 from
turning into D3, put dollar signs around the B3, so cell B4
contains this formula:
=B2+$B$3
When you copy that cell to C4, the dollar signs prevents the
computer from turning the B3 into C3; C4's formula will become
=C2+$B$3 (instead of =C2+C3).
Here's how to type ``=B2+$B$3'' quickly. Type the ``='' sign,
then move the box to cell B2, then type the ``+'' sign. Finally,
create the $B$3 by using this trick: move the box to cell B3,
then press the IBM's F4 key or the Mac's COMMAND T. When you've
finished creating the entire formula, press ENTER.
A cell's name (such as B3) is called the cell's address,
because the cell's name tells you where to find the cell. An
address that contains dollar signs (such as $B$3) is called an
absolute address, because the address is absolutely fixed and
will never change, not even when you copy the formula. An address
that lacks dollar signs is called a relative address, because
when you copy that address you'll be copying the cell's
relationship to the other cells.
AFTER YOU'VE FINISHED
Finished creating your
spreadsheet? Here's how to copy it to the disk and printer and
move on to another task.
At the screen's top left
corner, just under the word File, you see four icons (little
pictures).
The first icon is a new spreadsheet's blank grid, containing no
data yet.
The second icon is a picture of a file folder that's been pried
open.
The third icon is a picture of a 3½-inch floppy disk.
The fourth icon is a picture of a printer that's printing on a
sheet of paper.
Here's how to use them.
Save to disk
To copy your spreadsheet
onto a disk, click the disk icon.
If you haven't invented
a name for the spreadsheet yet, the computer will say ``Save
As''. Invent a name for your spreadsheet. The name can be fairly
long: up to 8 IBM characters or 31 Mac characters. For example,
if you want the spreadsheet to be named JENNIFER, type JENNIFER
and press ENTER. That instructs the computer to put a file named
JENNIFER into your hard disk's EXCEL folder. (An IBM's hard disk
will name the file ``JENNIFER.XLS''; the .XLS stands for ``eXceL
Spreadsheet''.)
If the name you invented
was already used by another file, the computer will interrupt the
process and ask, ``Replace existing JENNIFER?'' If you click OK,
the computer will copy your spreadsheet onto the hard disk and
erase the previous file named JENNIFER. If you click Cancel
instead, the computer will cancel your request to copy the
spreadsheet onto the disk, so the original file named JENNIFER
will remain intact.
After you've copied your
spreadsheet onto the disk, if you change your mind and want to do
more editing, go ahead! Edit the spreadsheet some more. When you
finish that editing, click the disk icon again. This time, the
computer won't bother asking you for the spreadsheet's name; the
computer will assume you want to use the same name as before.
Print on paper
If you click the printer
icon, the printer will print your spreadsheet onto paper.
Page Setup Here's a
trick. Before clicking the printer icon, try choosing Page Setup
from the File menu. Then tell the computer what kind of printing
you prefer. Here's how. . . .
For orientation, click
either Portrait or Landscape. Normally, the computer does
Portrait. If you click Landscape instead, the computer will
rotate the spreadsheet 90 degrees, so more columns will fit on
the paper.
Normally, the computer
leaves 1-inch margins at the top and bottom of the paper and
3/4-inch margins at the sides. To change those sizes, type the
number of inches you want for the Left Margin, then press the TAB
key, then do the same for the Right Margin, Top Margin, and
Bottom Margin.
Normally, the computer
starts printing the spreadsheet near the paper's top left corner.
If you want the spreadsheet to be centered instead, put an x in
the Center Horizontally and Center Vertically boxes, by clicking
those boxes.
Normally, the computer
prints the spreadsheet's gridlines (the lines that separate the
columns from each other and the rows from each other). If you
don't want the computer to print the gridlines, remove the x from
the Gridlines box, by clicking that box.
Normally, the computer doesn't bother printing the column names
(A, B, C) and row names (1, 2, 3). If you want the computer to
print them, put an x in the Row & Column Headings box, by
clicking that box.
Have you ever taken a photograph and asked for an
``enlargement''? The computer can do the same thing: when it
prints your spreadsheet onto paper, it can produce an enlargement
(so you can read the spreadsheet even if you're standing far away
from the sheet of paper). The computer can also produce a
reduction (so the spreadsheet is made of tiny characters and
consumes less paper). Enlargements and reductions are called
scaling. Normally, the computer does not do scaling: it prints at
100% of original size. To make the computer do scaling, click the
Reduce/Enlarge button, press the TAB key, then type a percentage
different from 100%. For example, if you want the spreadsheet to
look gigantic (twice as tall and twice as wide), type 200. If you
want the spreadsheet to look tiny (miniaturized), type 50. To
make the characters just small enough so that the entire
spreadsheet fits on one sheet of paper, click the Fit to button
instead.
At the top of each sheet of paper, the computer prints a
header. For the header, the computer normally prints the
spreadsheet's name, such as:
JENNIFER.XLS
To change that header, click the Header button. Then tell the
computer what header you want. For example, suppose you want this
header:
Annual blood drive 1995 results
by Count Dracula
Type the left part (``Annual blood drive''), press the TAB key,
type the center part (``1995 results''), press TAB again, type
the right part (``by Count Dracula''), and press ENTER.
When you finish expressing all your preferences to the
computer, click OK. Then click the print icon.
Those preferences affect the printing of just the current
spreadsheet. They don't affect other spreadsheets you create
later.
Close your spreadsheet
When you've finished using your spreadsheet, do the following.
. . .
Standard method: choose Close from the File menu.
Mac shortcut: click the close box.
IBM shortcut: at the left edge of row 1, you see a 1; above it,
you see an empty box; above it, you see a box containing a
horizontal line; it's your spreadsheet's control box;
double-click it.
If the computer asks ``Save changes?'', click No.
Your spreadsheet vanishes from the screen.
Then choose one of these activities:
To invent a new spreadsheet, click the new spreadsheet icon.
To use an old spreadsheet, click the open icon. You'll see a list
of all your hard disk's spreadsheets. Double-click the
spreadsheet you want to use. (Make sure you double-click a
spreadsheet that ends in ``.xls''.) The computer will copy that
spreadsheet from the hard disk to your screen.
Delete a spreadsheet
If you want to delete a spreadsheet from your hard disk, choose
Delete from the File menu. You'll see a list of all the files in
your hard disk's Excel folder. Click the spreadsheet you want to
delete. On the Mac, click Delete; on the IBM, click OK. Then
click Yes, then click Close.
Quit Excel
When you finish using Excel, go to the File menu and choose
Quit (for Mac) or Exit (for IBM). If the computer asks ``Save
changes?'', click No.
BEAUTIFY YOUR CELLS
Like an amoeba trying to wear a dress, you too can try to
beautify your cells!
First, select which cells you want to beautify. Here's how.
To select one cell, click it.
To select several adjacent cells, drag from the first cell you
want to the last cell.
To select a whole rectangular area, drag from one corner of
rectangle to the opposite corner.
To select column D, click the D.
To select columns D through G, point at the D and drag to the G.
To select row 2, click the number 2 at the left edge of row 2.
To select rows 2 through 5, point at the 2 and drag to the 5.
To select the entire spreadsheet, click the empty box that's left
of the letter A.
When doing one of those selections, use the mouse; to click,
use the mouse's left button (not the right).
The part of the spreadsheet you've selected is called the
selection or range. It has turned entirely black (except for the
cell where the box is).
After you've made your selection, tell the computer how to
beautify it. Choose one of the following forms of beauty. . . .
Italics
To make all writing in the selection be italicized (like this),
push the I button (which is at the top of the screen, just under
the word Format or Options), by clicking it. The I button will be
pushed in, and the writing will be italicized. If you change your
mind and want the writing not to be italicized, select the
writing again (so it turns black again), then click the I button
again (so the button pops back out).
Bold
To make all writing in the selection be bold (like this), click
the B button (which is at the top of the screen, next to the I
button). If you change your mind and want the writing not to be
bold, select the writing again (so it turns black again), then
click the B button again (so the button pops back out).
To get bold italics, push in the bold button and also the
italic button.
Grow
To make all writing in the selection grow bigger (like this),
click the button that has a big A on it. (That button is next to
the I button.) To make the writing grow even bigger, click that
button again. For even bigger writing, click the button again. If
the computer beeps instead of making the writing bigger, you've
already reached the maximum size that the computer can handle.
To make your spreadsheet easier to read, use big writing for
the column headings (such as January), the row headings (such as
Income, Expenses, and Profit), any totals, and the bottom-line
results (such as the $2000 profit).
Shrink
To make all writing in the selection become smaller (like
this), click the button that has a little A on it.
Clear
To make all writing in the selection vanish (so it's erased),
do the following. . . .
Standard method: choose Clear from the Edit menu.
IBM shortcut: press the DELETE key.
Mac shortcut: press the Del key; if your keyboard doesn't have a
Del key, press COMMAND with B (which means ``Blank'').
Then press ENTER.
Align
To nudge all writing in the selection slightly to the left or
slightly to the right, click one of these three buttons:
______ ______ ______
____ ____ ____
______ ______ ______
____ ____ ____
______ ______ ______
____ ____ ____
Those buttons are near the top of the screen, just under the
word Options or Window. Here's what those buttons do:
┌───────────────────────┐
clicking the left button makes each cell's writing be flush
left│like this │
└───────────────────────┘
┌───────────────────────┐
clicking the center button makes each cell's writing be centered│
like this │
└───────────────────────┘
┌───────────────────────┐
clicking the right button makes each cell's writing be flush
right │ like this│
└───────────────────────┘
If you don't click any of the buttons, here's what happens: if
the cell contains a word, the computer puts the word flush left;
if the cell contains a number instead, the computer puts the
number flush right.
In a simple spreadsheet, row 1 usually contains words (such as
January, February, and March). Those words are headings for
columns of numbers. The numbers are flush right. To align the
headings with the numbers beneath them, make the headings be
flush right also. To do that, select row 1 (by clicking the 1),
then click the right button.
Format the numbers
To make all numbers in the selection look better, click the
down-arrow that's just under the word Formula or Format. You'll
see this menu:
Menu Meaning Examples
Normal display normally 1538.4 -0.739
Currencydollars & cents, insert commas, parenthesize
negatives$1,538.40 ($0.74)
Currency [0]same as ``Currency'', but round to nearest
dollar$1,538 ($1)
Comma same as ``Currency'', but omit the dollar sign 1,538.40
(0.74)
Comma [0]same as ``Currency [0]'', but omit the dollar sign 1,538
(1)
Percent multiply by 100, round to an integer, put % afterwards
153840% -74%
From that menu, choose whichever format you wish, by clicking
it.
Here are more details about each format. . . .
Choosing Normal makes each number appear normal.
Choosing Currency makes each number look like
dollars-and-cents. To do that, the computer puts a dollar sign
before the number, rounds the number to two decimal places, and
inserts commas in large numbers. If the number is negative, the
computer displays the number in red and put parentheses around
it.
Currency [0] resembles Currency but makes the computer round to
the nearest dollar. The computer doesn't bother showing any
cents. That prevents your spreadsheet from being cluttered with
unimportant details, such as pennies. It makes the spreadsheet
easier to look at. It's for idiots who would get distracted by
details. The next time you meet an accountant, ask this riddle:
``What's the definition of an idiot's accountant? An accountant
who doesn't show any cents!''
Comma resembles Currency but prevents the computer from
printing the dollar sign. This format appeals to accountants who
tire of seeing dollar signs all day. Those accountants consider
dollar signs to be boring distractions. By omitting the dollar
signs, you give you spreadsheet a lean-and-mean look, so it looks
just like the physique of the average accountant.
Comma [0] combines all those thoughts. It's for lean, mean
idiots.
Percent converts the number to a percent. For example, if the
number is .25, the computer converts it to a percent (by
multiplying by 100%); the computer displays 25%.
SORT
This spreadsheet shows how Sue, Al, and Pedro scored on a test:
┌────┬────────┬────────┬────────┐
│ │ A │ B │ C │
├────┼────────┼────────┼────────┤
│ 1 │Sue │ 42│ │
├────┼────────┼────────┼────────┤
│ 2 │Al │ 7│ │
├────┼────────┼────────┼────────┤
│ 3 │Pedro │ 100│ │
└────┴────────┴────────┴────────┘
You can make the computer alphabetize the names, so the
spreadsheet becomes:
┌────┬────────┬────────┬────────┐
│ │ A │ B │ C │
├────┼────────┼────────┼────────┤
│ 1 │Al │ 7│ │
├────┼────────┼────────┼────────┤
│ 2 │Pedro │ 100│ │
├────┼────────┼────────┼────────┤
│ 3 │Sue │ 42│ │
└────┴────────┴────────┴────────┘
You can make the computer put the scores in numerical order, so
the spreadsheet becomes:
┌────┬────────┬────────┬────────┐
│ │ A │ B │ C │
├────┼────────┼────────┼────────┤
│ 1 │Al │ 7│ │
├────┼────────┼────────┼────────┤
│ 2 │Sue │ 42│ │
├────┼────────┼────────┼────────┤
│ 3 │Pedro │ 100│ │
└────┴────────┴────────┴────────┘
You can make the computer put the scores in reverse numerical
order (from highest score to lowest score), so the spreadsheet
becomes:
┌────┬────────┬────────┬────────┐
│ │ A │ B │ C │
├────┼────────┼────────┼────────┤
│ 1 │Pedro │ 100│ │
├────┼────────┼────────┼────────┤
│ 2 │Sue │ 42│ │
├────┼────────┼────────┼────────┤
│ 3 │Al │ 7│ │
└────┴────────┴────────┴────────┘
Putting data in order (alphabetically or numerically) is called
sorting. The entire rectangular area that's involved in the
sorting (which includes cells A1, A2, A3, B1, B2, and B3) is
called the data area.
To sort, make the data area become black (by dragging from cell
A1 to cell B3), then choose Sort from the Data menu. You'll see
the sort window.
Do you want to sort by name or by score? The computer assumes
you want to sort by the data area's first column (the A column,
the name column). If you want to sort by score instead, click
anywhere in the score column (the B column).
Normal order (from lowest number to highest number, or from A
to Z) is called ascending order. Reverse order (from highest
number to lowest number, or from Z to A) is called descending
order. The computer assumes you want ascending order; if you want
descending order instead, click the Descending button in the sort
window's bottom left corner.
Click OK. Then the computer will interchange the rows of data
so that the data area becomes sorted!
CHART
You can graph your data. In Excel, graphs are called charts.
For example, suppose you want to graph the data from a company
you run. Your company sells Day-Glo Pink Hair Dye. (Your motto
is: ``To brighten your day, stay in the pink!'')
You have two salespeople, Joe and Sue. Joe's worked for you a
long time, and sells about $8,000 worth of dye each month. Sue
joined your company recently and is rapidly improving at
encouraging people to turn their hair pink. (She does that by
inventing slogans for various age groups, such as ``Feminine
babes wear pink!'', ``You look so sweet with your new hair style
___ spun, pink, cotton candy!'', ``Don't be a dink! Go pink!'',
``Pink is punk!'', ``Pink: the color that says I'll be your
Valentine, but lighten up!'', ``Be what you drink ___ a Pink
Lady!'', ``Let that sexy, slinky, pink panther inside you
glow!'', ``Love is a pink Cadillac ___ with hair to match!'', and
``When you're in a sour mood, look like a pink grapefruit!'')
This spreadsheet shows how many dollars worth of dye Joe and
Sue sold each month:
The spreadsheet shows that Joe sold
$8000 worth of dye in January, $6500 in February, and $7400 in
March.
Sue's a trainee. She sold just $2000
worth in January, but her monthly sales zoomed up to $12500 by
March.
Here's how to turn that spreadsheet
into a graph.
First, type the spreadsheet.
Next, format the numbers. To do
that, drag from the first number (cell B2) to the last number
(cell D3), then click the down-arrow that's just under the word
Format, then click ``Currency [0]''. The spreadsheet becomes
this:
Tell the computer which cells to
graph. To do that, drag from the blank starting cell (A1) to the
last number (cell D3). Drag just to that cell, since the computer
gets confused if you drag across extra cells or rows or columns.
Click the Chart Wizard icon, which
is near the screen's top right corner. (That icon shows a magic
wand waving over a bar graph.)
The screen's bottom left corner
tells you, ``Drag in document to create a chart.'' Obey the
computer: drag across some blank cells, where you want the graph
to appear. (For example, drag from cell A4 to Mac cell F16 or IBM
cell I18.) The larger the area you drag across, the larger the
graph will be.
The computer says ``Chart Wizard''.
Click the Next button 4 times, then click OK.
Then the computer draws the graph
and make it part of your spreadsheet, so your spreadsheet looks
like this:
If you click the print icon, your
printer will print the entire spreadsheet, including the graph!
If you click the disk icon, your hard disk will store a copy of
the entire spreadsheet, including the graph.
Edit
You can edit the graph easily.
If you change the numbers in the spreadsheet's cells,
the graph will change too, automatically!
To move the graph to a different blank area of your spreadsheet,
just point at the graph and drag it wherever you wish!
If you want to erase the graph,
click it and then press the BACKSPACE key.