Excel 2010 - Training Manual LearnIT PDF

Microsoft
ExcelCourseware
2010
Foundation Level
Training Manual
MicrosoftOfficeExcel2010FoundationCourseware
WrittenbyJohnLaska
PublishedbyVelsoftTrainingMaterialsInc.
CoursewareReleaseVersion3.0
2010byVelsoftTrainingMaterials,Inc.
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TableofContents
Introduction.................................................................................................................................... 1
Prerequisites ................................................................................................................................... 1
Section 1: Getting Started .............................................................................................................. 2
Lesson 1.1: Starting Out ........................................................................................................................ 3
What is Microsoft Office Excel 2010?..................................................................................................................3
Whats New in Excel 2010? .................................................................................................................................4
Opening Excel ......................................................................................................................................................7
Interacting with Excel ..........................................................................................................................................9
Closing Excel .....................................................................................................................................................12
Lesson 1.2: About Workbooks ............................................................................................................ 14
Creating a New Workbook .................................................................................................................................14
Opening a Workbook .........................................................................................................................................16
Saving a Workbook ............................................................................................................................................19
About Excel File Types ......................................................................................................................................21
Closing a Workbook...........................................................................................................................................26
Lesson 1.3: Exploring your Workbook............................................................................................... 27
Using Worksheets...............................................................................................................................................27
The Active Cell ...................................................................................................................................................31
Selecting Cells....................................................................................................................................................33
Exploring a Worksheet.......................................................................................................................................36
Using Zoom........................................................................................................................................................36
Lesson 1.4: Getting Help with Excel ................................................................................................... 40
Opening Help .....................................................................................................................................................40
Using the Help Screen........................................................................................................................................41
The Help Toolbar ...............................................................................................................................................44
Searching for Help .............................................................................................................................................45
Online Help vs. Offline Help..............................................................................................................................46
Using the Table of Contents...............................................................................................................................47
Getting Help in a Dialog Box.............................................................................................................................50
Section 1: Review Questions ................................................................................................................ 51
Section 2: The Excel Interface .................................................................................................... 53

Lesson 2.1: The Quick Access Toolbar and File Menu ..................................................................... 54
The Default QAT Commands .............................................................................................................................54
Adding Commands .............................................................................................................................................56
Removing Commands.........................................................................................................................................57
Customizing the Toolbar ....................................................................................................................................58
Using the File (Backstage) Menu.......................................................................................................................62
Lesson 2.2: The Home Tab .................................................................................................................. 68
Understanding Tabs and Groups .......................................................................................................................68
Clipboard Commands ........................................................................................................................................70
Font Commands .................................................................................................................................................70
Alignment Commands ........................................................................................................................................71
Number Commands............................................................................................................................................71
Styles Commands ...............................................................................................................................................71
Cells Commands ................................................................................................................................................72
Editing Commands.............................................................................................................................................72
Lesson 2.3: The Insert Tab .................................................................................................................. 73
Tables Commands ..............................................................................................................................................73
Illustrations Commands .....................................................................................................................................73
Charts Commands..............................................................................................................................................74
Sparklines Commands........................................................................................................................................74
Filter Commands................................................................................................................................................74
Links Commands ................................................................................................................................................75
Text Commands..................................................................................................................................................75
Symbol Commands.............................................................................................................................................75
Lesson 2.4: The Page Layout Tab ....................................................................................................... 76
Themes Commands ............................................................................................................................................76
Page Setup Commands.......................................................................................................................................76
Scale to Fit Commands ......................................................................................................................................77
Sheet Options Commands ..................................................................................................................................77
Arrange Commands ...........................................................................................................................................77
Lesson 2.5: The Formulas Tab ............................................................................................................ 79
The Functions Library .......................................................................................................................................79
Defined Names Commands ................................................................................................................................79
Formula Auditing Commands ............................................................................................................................80
Calculation Commands......................................................................................................................................80
Lesson 2.6: The Data Tab .................................................................................................................... 81
Get External Data Commands ...........................................................................................................................81
Connections Commands.....................................................................................................................................81
Sort and Filter Commands .................................................................................................................................82
Data Tools Commands.......................................................................................................................................82
Outline Commands.............................................................................................................................................82
Lesson 2.7: The Review Tab ................................................................................................................ 84
Proofing Commands ..........................................................................................................................................84
Language Commands.........................................................................................................................................84
Comments Commands........................................................................................................................................84
Changes Commands...........................................................................................................................................85
Section 2: Review Questions ................................................................................................................ 86
Section 3: Excel Basics ................................................................................................................ 88

Lesson 3.1: Working with Excel .......................................................................................................... 89
Columns, Rows, Cells, and Ranges ....................................................................................................................89
Creating Worksheet Labels ................................................................................................................................92
Entering and Deleting Data ...............................................................................................................................92
Printing your Worksheet ....................................................................................................................................97
Lesson 3.2: Basic Excel Features......................................................................................................... 98
AutoFill ..............................................................................................................................................................98
AutoSum ...........................................................................................................................................................101
AutoComplete...................................................................................................................................................102
Working with Basic Formulae .........................................................................................................................103
Lesson 3.3: Moving your Data........................................................................................................... 106
Dragging and Dropping Cells .........................................................................................................................106
How to Cut, Copy, and Paste Cells..................................................................................................................107
How to Cut, Copy, and Paste Multiple Cells ...................................................................................................108
Using the Clipboard.........................................................................................................................................109
Using Paste Special .........................................................................................................................................110
Inserting and Deleting Cells, Rows, and Columns...........................................................................................114
Using Undo, Redo, and Repeat ........................................................................................................................117
Lesson 3.4: Smart Tags and Options Buttons .................................................................................. 119
What are Smart Tags?......................................................................................................................................119

Setting Smart Tag Options ...............................................................................................................................120
The Error Option Button..................................................................................................................................121
The AutoFill Option Button..............................................................................................................................122
The Paste Option Button ..................................................................................................................................123
Lesson 3.5: Editing Tools ................................................................................................................... 126

Using AutoCorrect ...........................................................................................................................................126
Using Spell Check ............................................................................................................................................127
Using Find and Replace...................................................................................................................................130
Adding Comments ............................................................................................................................................132
Section 3: Review Questions .............................................................................................................. 136
Section 4: Editing your Workbook ............................................................................................ 138

Lesson 4.1: Modifying Cells and Data .............................................................................................. 139
Changing the Size of Rows or Columns ...........................................................................................................139
Adjusting Cell Alignment .................................................................................................................................141
Rotating Text....................................................................................................................................................143
Creating Custom Number and Date Formats ..................................................................................................146
Lesson 4.2: Cell Formatting............................................................................................................... 150
Conditional Formatting ...................................................................................................................................150
The Format Painter..........................................................................................................................................159
Cell Merging and AutoFit ................................................................................................................................160
Find and Replace Formatting ..........................................................................................................................161
Lesson 4.3: Enhancing a Worksheets Appearance......................................................................... 164
Adding Patterns and Colors.............................................................................................................................164
Adding Borders ................................................................................................................................................168
Working with Styles..........................................................................................................................................169
Working with Themes.......................................................................................................................................174
Lesson 4.4: Working with Charts, Part 1 ......................................................................................... 178
Creating a Chart ..............................................................................................................................................178
Styling Charts with the Design Tab..................................................................................................................180
Modifying Charts with the Layout Tab ............................................................................................................187
Additional Styling with the Format Tab...........................................................................................................194
Manipulating a Chart.......................................................................................................................................196
Lesson 4.5: Working with Charts, Part 2 ......................................................................................... 199
Changing the Type of Chart.............................................................................................................................199
Changing the Source Data ...............................................................................................................................200
Working with the Chart Axes and Data Series.................................................................................................203
Saving a Chart as a Template ..........................................................................................................................207
Absolute and Relative Cell References.............................................................................................................210
Section 5: Printing and Viewing your Workbook..................................................................... 214

Lesson 5.1: Using the View Tab ........................................................................................................ 215
Using Normal View..........................................................................................................................................215
Using Full Screen View....................................................................................................................................216
Using Page Layout View..................................................................................................................................218
Page Break Preview.........................................................................................................................................220
Lesson 5.2: Managing a Single Window ........................................................................................... 222
Creating a New Window ..................................................................................................................................223
Hiding a Window .............................................................................................................................................224
Unhiding a Window .........................................................................................................................................225
Freezing a Pane ...............................................................................................................................................225
Splitting a Worksheet .......................................................................................................................................227
Lesson 5.3: Managing Multiple Windows ........................................................................................ 229

Switching Between Open Workbooks...............................................................................................................229
Arranging Workbooks ......................................................................................................................................230
Comparing Workbooks Side by Side ................................................................................................................232
Synchronous Scrolling and Resetting a Window..............................................................................................233
Saving a Workspace .........................................................................................................................................234
Lesson 5.4: Printing your Workbook................................................................................................ 236
Print Commands ..............................................................................................................................................236
Print Preview ...................................................................................................................................................237
Using Basic Print Options ...............................................................................................................................238
Other Print Options .........................................................................................................................................241
Setting Printer Properties ................................................................................................................................242
Index ........................................................................................................................................... 246
Introduction
WelcometoVelsoftscoursewareforMicrosoftOfficeExcel2010,Microsoftspowerfuland
easytousespreadsheetprogram.ThisnewversionofExcelincorporatessomenewfeatures
andconnectivityoptionsineffortstomakecollaborationandproductionaseasyaspossible.
ThisFoundationlevelisintendedtohelpallnovicecomputersgetuptospeedquickly.This
manualwillalsohelpmoreexperienceduserswhohavelittletonoexperiencewithExcel2007
andtheribboninterface.
Thismanualwillcoverdifferentfeaturesoftheinterface,giveabriefoverviewofallthetabsin
theribbon,showusershowtoprint,coversomesimplescenarios,andcoverthebasicsof
formatting.Bytheendofthismanual,usersshouldbecomfortablewithcreatinganew
spreadsheet,workingwithbasicformulae,makingtheirlookprofessionalandpresentable,and
thensavingandprintingthespreadsheet.
Ingeneral,themanualisgearedtowardsthenovicecomputeruser.Ifyouareaninstructor,
gaugethecomfortlevelyourstudentshavewithusingacomputer.Youmaybeabletoskip
oversomeeasycomponents.AlthoughwedontgetintothedetailsofworkingwithExceluntil
Section3,theStepbyStepexercisesinSections1and2requirethestudenttouseanumberof
basicinterfacecommands.BesuretogiveplentyoftimeandsupportduringtheseStepby
Steps,asmanyofthebasiccommandsarenotfullycovereduntilSection3.
ThismanualwascreatedusingMicrosoftOffice2010ProfessionalPlus.Ourtestmachinewasa
64bitcomputerthatusedWindows7Ultimate.Ifyouareaninstructor,youcanuseany
versionofWindowsthatisaccessibletoyourstudents.AnyfeaturespecifictoWindows7in
thismanualwillbemarkedassuch.
Occasionally,thismanualmayreferencewherecertainkeysareonthekeyboard(suchas
Insert,Home,orPageUp).Thedirectionsaregivenbasedonastandarddesktopkeyboardthat
containsaseparatenumberpad.Laptopkeyboardsmaybedifferentorhavecombinedkeys.
Prerequisites
ThismanualassumestheuserunderstandsthebasicsofusingaWindowsbasedcomputer.
Studentsshouldbecomfortableusingthekeyboard,mouse,andStartmenu.Understanding
andexperiencewithprintingandusingaWebbrowserisanasset,butnotrequired.No
previousexperiencewithotherversionsofExcelisnecessary.
MicrosoftOfficeExcel2010Foundation
Section1:GettingStarted
Inthissectionyouwilllearn:
WhatMicrosoftOfficeExcel2010is
WhatsnewinExcel2010
Youwillalsolearnhowto:
OpenandinteractwithExcel
CloseExcel
Createnewworkbooks
Openandcloseexistingworkbooks
Saveworkbooks
RecognizethedifferentExcelfiletypes
Recognizeandworkwiththeactivecell
Selectmultiplecells
Exploreworksheetsandworkbooks
Zoominandoutofaworksheet
OpenandusetheHelpinterface
RecognizethedifferencebetweenonlineandofflineHelp
Gethelpwhileinadialogbox
Lesson1.1:StartingOut
MicrosoftOfficeExcelisapowerfulandeasytousespreadsheetapplication.Nearlyeveryone
whoworkswithnumbershaslikelyusedExcelorsomeotherspreadsheetapplication(suchas
Lotus123)inoneformoranother.Inthislesson,wewilllookatwhatsnewinthe2010
version,howtoopenandclosetheprogram,andoutlinesomeofthethingsyouwillseeinthe
program.
IfyouarenewtoExcelandspreadsheetsingeneral,thevastarrayoffeaturesandcontrolscan
seemquitedaunting.However,oncewecovertheworkingsofaspreadsheetandhowtodeal
withthebasics,youwillbewellonyourwaytobecominganexpertinExcel!
WhatisMicrosoftOfficeExcel2010?
MicrosoftOfficeExcel2010isthefourteenthversionofMicrosoftsspreadsheetprogram.A
spreadsheetisessentiallyalargeflexiblegridthatisusedtoholdinformation,usually
numerical.
Thespreadsheetismadeupofrowsandcolumns.Theintersectionofarowandcolumnis
calledacell:
UsingExcel,youcananalyzelargeamountsofdata,movesetsofdataaroundtogetadifferent
pictureofyourfigures,andgenerateanumberofdifferentchartsanddiagramstohelp
summarizethedata.
WhatsNewinExcel2010?
Excel2010sinterfacedoesnotmakeuseofmenuslikeyoumaybefamiliarwith.Instead,Excel
usesatabsystemthatgroupslikecommandsatthetop.Thisinterface,calledtheribbon,was
firstusedinsomeprogramswiththeOffice2007suite:
ThereisalottoseeanddoinExcel.Beforewegetdowntothebasics,letstakeafewmoments
togooversomenewfeatures:
Slicer
Slicersarevisualcontrolsthatallowforfasterfilteringofdata.They
floatabovePivotTableandCUBEobjects,allowingyoutoquickly
filterthedatashowninthatobject.
SparkLines
SparkLinesareminichartsthatfitintoasinglecell.Theyofferquick
informationaboutthedataspecifiedinaroworcolumnandarevery
usefulwhenspottingtrendsinlargegroupsofdata.Forexample,itis
easytoseewithoutevenlookingatthenumbersthatsalesof
Product3aredeclining:
Easiercollaboration
viaSharePoint
Excel2010iscapableofinteractingwithaSharePointserver.This
allowsforeasysharingandstorageofdocuments,team
communication,andsimultaneouseditingofdocuments.
BackstageView
TheFilemenuoffersanallinonelocationtoviewandmanagethe
fileasawhole.Youcanpreviewafileforprinting,changedocument
properties,andcollaboratewithSharePointusersinBackstageview:
IntegratedScreen
Capture
Excel(andmanyotherOffice2010programs)hasanintegrated
screenclippingtool.Thistoolletsyouinsertapicturefromanything
youcanseeonyourscreenincludingWebinformation,datafrom
anotherprogram,oratechnicaldiagram:
EquationEditor
Exceloffersarobustequationeditor,allowingyoutocreate
equationsofanysize.ExcelisalsocompatiblewiththeWindows7
MathInputPanel.
SkyDriveand
ExpandedFileTypes
UsingtheBackstageview,youcansaveadocumenttotheWindows
LiveSkyDriveservice,savethedocumentinPDF/XPSformat,send
thefileinanemail,orchangethefiletypewithoutclosingthefile.
PowerPivot
PowerPivotisadataanalysistoolforExcelwhichiscapableofpulling
informationfromanywhereintheworldwithminimumeffort.Itis
specificallydesignedtoconnectwithlargedatabasesourcesandgive
youaccesstolargeamountsofdatainaneasytouseinterface.
PivotTableandPivot PivotTablesandPivotChartsareawaytoexamineagroupofdatain
ChartImprovements anumberofdifferentways.Asthenamesimply,youcanpivot
namesandvaluesofdataaroundtheXandYaxesofachartandlook
atthedataindifferentways.Thismakesiteasiertoexploretrendsof
oneitemagainstothers.
BlockCertainFile
Types
AdministratorshavetheabilitytopreventExcelusersfrom
opening/viewingcertainfiletypes.Thishelpstheoverallhealthand
safetyofanetwork.
BetterPrint
Interface
IntheBackstageview,thePrintPreviewdialogandPrintdialoghave
beencombinedintoasinglelocation.Thismakesviewingand
printingafilemucheasier.
OpeningExcel
YoucanopenExcelinanumberofdifferentways.IftheExceliconisvisibleonthedesktop,
doubleclicktheicontoopentheprogram:
YoucanalsoclickStartAllProgramsMicrosoftOfficeMicrosoftExcel2010:
Ifyouareusedtousingthekeyboardmorethanthemouse,presstheWindowskeyandtype
excel.Asyoutype,Windowswillsearchforfiles/programs/locationswithexcelaspartof
thename.TheactualExcelprogramwillbefirstinthelist(andalreadyhighlightedinblue),so
pressEntertoopentheprogram:
InteractingwithExcel
WhenyouopenExcel,youwillseesomethinglikethefollowingimage.Thisistheuser
interface.Letsgooverthebasicsofwhatyouwillseeandhowtointeractwiththeinterface.
Asweprogressthroughthemanual,wewillcovertheseitemsinmoredetail:
QuickAccessToolbar
Asthenameimplies,theQuickAccessToolbargivesyouquick
accesstofrequentlyusedcommands.Thistoolbaris
completelycustomizableandcanbepositionedaboveor
belowtheRibboncommands.
Tabs
Groupsoflikecommandsareorganizedundertabnames.
ClickatabtoviewthecommandsintheRibbon.Ifyouare
familiarwitholderversionsofExcel,thesetabsroughly
correspondtothemenususedintheolderinterface.
10
RibbonCommands
Displaystabcommands.Ifyouclickthedifferenttabs,youwill
seethecommandschange.Noticethatsomeofthe
commandsmightbegrayedout.Thisisbecausethose
commandsareonlyusableundercertainsituations.
Excel2010alsofeaturescontextualtabs.Thesearespecial
tabsthatonlyappearwhenyouareworkingwithaspecific
objectorgroupofinformation.Forexample,ifyouwereto
selectabargraphbasedonyourdata,threecontextualtabs
wouldappearthatallowyoutochangetheaspectsofthe
graph:
Onceyouswitchbacktoworkingwithsomethingelse,these
tabswoulddisappear.
Youcanalsohoveryourmousepointeraboveacommandto
seethecommandname.Manycommandsalsoincludea
shortdescription:
NameBox
Everycellhasanameintheformat<ColumnRow>.Thename
ofthecurrentlyselectedcell,calledtheactivecell,isshown
intheNameBox.Intheimageonpage9,theactivecellisA1.
11
FormulaBar
TheFormulaBarallowsyoutoenterdatainacell.Datacan
bealphanumeric,pictures,symbols,or(asthenamesuggests)
formulae.
WorkingArea
Thedatacontainedinthefilewillbeshownhere.
WorkbookTabs
EveryExcelfileisproperlyreferredtoasaworkbook.A
workbookcancontainoneormoreworksheets,justlikean
accountingledgercancontainoneormorepages.Clickthese
tabstoswitchbetweenthedifferentworksheets.
StatusBar
Thisbarisusedtodisplayinformationabouttheworkbook.
Anyrunningcalculationswillbeshownhere.Therearealso
somezoomandviewcommandsherewhichwewillexplore
later.
ScrollBars
AsyougrowmoreaccustomedtoworkingwithExcel,youwill
nodoubtbegintoworkonlargerfiles.Notallofthe
informationinaworksheetwillfitonthescreen,sousethese
scrollbarstoscrollhorizontally/verticallythroughthedata.
Tomovetheactivecell,usethearrowkeysonyourkeyboardorclickyourmousesomewhere
intheworkingareaofthescreen.TheactivecellwillbereferencedintheNameBox,andthe
row/columnheaderswillhighlightshowingtheactivecellslocation.
Forexample,ifyouclickcellD4,theNameBoxandcolumn/rowheaderswillchangetoshow
thepositionoftheactivecell:
12
ClosingExcel
IfyoulookintheupperrighthandcorneroftheExcelwindow,youwillseetwoclosebuttons:
Thetopbuttonisusedtoclosetheprogram.Thebottombuttonisusedtoclosethecurrently
openfile,butleaveExcelopen.(Wewillexploremoreaboutfileandwindowmanagementlater
inthismanual.)
TocloseExcel,clickthetopclosebutton:
YoucanrightclicktheExceliconandclickClosewindowintheJumpList:
13
YoucanalsocloseExcelbyclickingFileExit:
Nomatterwhichmethodyouuse,ifyouhaventalreadydoneso,youwillbeaskedtosaveany
changesyouhavemadetothefile.Wewillcoversavingfilesinthenextlesson.
14
Lesson1.2:AboutWorkbooks
Inthepreviouslesson,welearnedhowtoopenExcelandhowtocloseit.Wealsoreceiveda
briefintroductiontoExcelspreadsheets,cells,andthebasicsoftheuserinterface.
Letsmoveonandtalkabitmoreaboutworkbooks.Inthelastlesson,welearnedthata
workbookissynonymouswithanExcelfile.Theworkbookcancontainoneormoreworksheets;
alargegridofcellsthatcontainsdata.Manypeopleusethewordspreadsheettodescribe
eitheraworksheetoraworkbook,butwewillstickwiththepropernamesinorderto
differentiatebetweenthetwo.
CreatingaNewWorkbook
IfyouopenExcelusingthemethodsdescribedearlier(shortcut,StartMenu,etc.),anewblank
workbookwiththreeworksheetswillappear:
Asyoucansee,thisnewfileisgiventhedefaultnameofBook1andthethreeworksheetsare
highlightedatthebottom.
15
YoucanalsocreateanewworkbookwhileExcelisalreadyopen.ClickFileNew.TheBlank
workbooktemplatewillalreadybeselected,soclickCreate:
ThiswillcreateanewfilenamedBook2,Book3,etc.AnewiconwillbeaddedtotheWindows
taskbar:
YoucanalsopressandholdCtrlandthenpressNtocreateanewworkbook.(Thiskeyboard
shortcutisdenotedasCtrl+N.)
OpeningaWorkbook
ToopenanexistingworkbookwhenExcelisnotopen,justdoubleclickthefilename:
ToopenanexistingworkbookwhileExcelisopen,clickFileOpen:
16
17
Youwillthenberequiredtobrowseyourcomputertofindthedocument.Selectitandclick
Open:
Thefilewillopen.
18
Asyouworkwithmorefiles,Excelremembersthenamesandlocationsofthosefiles.Ifyou
clickFileRecent,youwillseealistofrecentlyusedfiles.Clickanyofthefilesinthislistto
openthatworkbook.
Asyouworkwithmoreandmorefiles/locations,onlythemostrecentlyuseditemswillremain
inthislist.Ifyouwantcertainfiles/locationstoalwaysstayinthelist,youcanpinthemby
clickingthepushpinicon.Clickthepushpinicontopintheitem;clickitagaintounpinthe
item:
NotethatExceldoesnotkeeptrackoffilesthatyoumovemanually.Forexample,ifyoucut
theSalesReport1filefromtheDesktopandpastedittotheDocumentsfolder,Excelwouldnot
recordthischange,evenifthefilewaspinned.
19
SavingaWorkbook
WhenworkingwithfilesinExcel,therewillbetwosavescenarios.Youwilleithersaveanew
filethatwasmadefromscratchorsavechangestoanexistingfile.Therearetwodifferentsave
commandsinExcel:SaveandSaveAs.Considerthefollowingchartwhichoutlinestheactions
ofeachcommandoneitheranewfileoranexistingfile:
Save
SaveAs
NewFile
Youwillbepromptedtogivethefile Youwillbepromptedtogivethefile
anameandchooseasavelocation. anameandchooseasavelocation.
Youcanalsospecifyafiletype.
Youcanalsospecifyafiletype.
ExistingFile
Anychangesyoumadewillbe
appliedtotheexistingfileinits
currentlocation.
Youhavetheoptiontogivethefilea
newnameand/oranewsave
location.Youcanalsospecifyanew
filetype.Ifyoudochange
something,theoriginalexistingfile
willnotbechanged.
BothsavecommandsarefoundintheFilemenu:
TheSavecommandisalsofoundintheQuickAccessToolbar:
20
Asshowninthechartonthepreviouspage,theSaveandSaveAscommandsworkthesamefor
anewfile.WhentheSaveAsdialogappears,givethefileanameandchooseasavelocation,
andthenclickSave.
IfyouareworkingwithanexistingfileandclickSave,anychangeswillsimplybesaved.Ifyou
clicktheSaveAscommandwithanexistingfile,youwillseetheSaveAsdialogappear,and
allowyoutosavethefileunderanewnameand/orinadifferentlocation.
Forexample,imagineyouareworkingonaworkbooknamedbudget.Youwanttoemaila
copyofthebudgettoyoursupervisor,butgiveitamoremeaningfulname.Therefore,you
wouldclickFileSaveAsandnamethefilesomethinglikeQ1BudgetReportJSmith.Excel
createsanewworkbookforyoutosend,andeachworkbookcanbeworkedonindependently
ofeachother.
21
AboutExcelFileTypes
Excel2010usesafileformatknownasMicrosoftExcelXMLformat.XML(extensiblemarkup
language)isaveryflexibletypeofcomputerlanguage.XMLissimilarinnaturetoHTML(Hyper
TextMarkupLanguage,thelanguageusedtobuildWebpages),butisdesignedmoreforthe
communicationofinformationratherthanthepresentationofinformation.XMLwas
incorporatedintotheOffice2007fileformattingsystemtofacilitatecommunicationofdata
betweenMicrosoftOfficeprogramsandotherapplications.
Despitethisfileformatchange,Excel2010iscapableofusingfilescreatesfromExcel97right
onupto2010,andiscapableofusingotherfiletypesaswell,includingplaintext,
OpenOffice.orgdocuments,anddataoutputfiles.
WheneveryousaveanewfileinExcel,itisautomaticallysavedintheExcel2010fileformat.
OneadditionaluseoftheSaveAscommandistheabilitytochooseafiletypeinthedialog.This
canbehelpfulifyouareworriedaboutcompatibilitywithearlierversionsofMicrosoftOffice.
Asyoucansee,Exceliscapableofsavingfilesinmanyformats!
22
Inmostcomputersystems,afileisnormallyidentifiedbyafilenameandathreeorfourletter
filetypeextension.Termpaper.docx,forexample,isaMicrosoftWord2010document
namedtermpaper.Thefourletter.docxextensionsignifiesthatthisfileisaMicrosoftWord
document.
ThefollowingtablesummarizesthefiletypesthatcanbesavedwithExcel2010:
Excel
Workbook
(.xlsx)
DefaultformatforExcel2010andExcel2007.Addnewauthorsor
tagthefile.Youcanalsosaveathumbnail,whichwillletyoulook
atthebeginningofthedocumentifyouusetheExtraLargeor
LargeiconviewinWindowsExplorer:
AlthoughExcel2007and2010sharethesamefileextension,there
aresomeinstanceswhereitemscreatedinExcel2010maynotbe
compatiblewithExcel2007.
ExcelMacro
Enabled
Workbook
(.xlsm)
ExcelBinary
Workbook
(.xlsb)
Excel972003
Workbook
(.xls)
XMLData
(.xml)
Excelworkbookswithmacros.Macrosareshort,specificpiecesof
codethatallowthedocumenttoperformsomefunctionality,such
asaccessingdatafromadatabasefile.
(Extraoptionssameasabove.)
ThisoptionisthesameasthedefaultExcelWorkbookoption,only
thefileissavedinbinaryforminsteadofXMLform.Thismakes
thefilemoreefficienttoopenanduse,thoughtheBinary
Workbookisintendedforverylargefileswithcolumnsandrows
numberinginthetensofthousands.
TheformatforExcel972003.
SavesthefileinrawXMLform.Inordertousethisformat,the
workbookmustcontainXMLmappings.
(Extraoptionssameasaboveexceptnothumbnail.)
SingleFileWeb
Page
(.mht)
23
AllinformationintheworkbookissavedinasingleWebpage
archive.Youhavetheabilitytosavetheentireworkbookorjust
theselecteddatainasingleworksheet.YoucanalsogivetheWeb
pageatitle;otherwisethefilenamewillbethetitle:
WebPage
(.htm)
SavestheworkbookasanHTMLfile,alongwithafolderthat
containsanysupportingfilesassociatedwiththeworkbooklike
picturesorgraphs.
ExcelTemplate
(.xltx)
TemplateforExcel2007and2010.Atemplateisapreformatted
filedesignedtobeusedoverandover,meaningyoudonthaveto
keeprecreatingthesameformattingandfilestructureeachtime
youmakeacertainfile.
ExcelMacro
Enabled
Template
(.xltm)
Excel972003
Template
(.xlt)
TemplateforExcel2007and2010thatcontainsmacros.
TemplateforExcel972003.
24
Text(Tab
delimited)
(.txt)
UnicodeText
(.txt)
Computersbasicallydealdirectlywithnumbers.Theproblemwith
somanydifferentcomputerplatformsisthattheremaybetwo
completelydifferentwaysofsayingthesamethingbetweentwo
differentcomputersystems.Unicodeprovidesauniquenumber
foreverycharacter,nomatterwhattheplatform,nomatterwhat
theprogram,nomatterwhatthelanguage.(http://unicode.org)
XML
Spreadsheet
2003
(.xml)
MicrosoftExcel
5.0/95
Workbook
(.xls)
CSV(Comma
delimited)
(.csv)
FormattedText
(Space
delimited)
(.prn)
Thisoptionisonlycapableofsavingoneworksheetatatime.Text
isenteredwithonerowequalingonelineoftext.Thetextisalso
delimited(separated)bytabspaces.
Delimitedtextiscapableofbeingreadbymanydifferentprograms
onnearlyanycomputerplatform.Thischaracteristicmakesthe
dataveryportable,meaningtherawdatacanbeusedjustabout
anywhere.
SavesthefileinanXMLformatwhichiscompatiblewithExcel
2003.
ContainsXMLinformationabouttheWord2010orWord2007
document.
StandsforCommaSeparatedValues.Thisstyleofdelimitedfile
usescommasinsteadoftabspaces.Liketabdelimitedfiles,itis
onlycapableofsavingthedataonasingleworksheet.
Thisformatisanothertypeofplaintextusableinothercomputing
environments.Onlyusablewithasingleworksheet.
25
Text
(Macintoshand
MSDOS)
(.txt)
PlaintextfileforuseinMacintoshorMSDOSenvironments.Only
usablewithasingleworksheet.
CSV(Macintosh
andMSDOS)
(.csv)
CSVfileforuseinMacintoshorMSDOSenvironments.Only
usablewithasingleworksheet.
DIF(Data
Interchange
Format)
(.dif)
Thisfiletypeisusedtoexportsingleworksheetsbetween
differentspreadsheetprograms.Onlyusablewithasingle
worksheet.
SYLK(Symbolic
Link)
(.slk)
ExcelAddin
(.xlam)
Excel972003
Addin
(.xla)
PDF
(.pdf)
Thisfiletypeisalsousedtoexchangedatabetweenvarious
applicationsincludingspreadsheetprograms.Onlyusablewitha
singleworksheet.
Thistypeoffilewouldbeusedtoaddextrafunctionalityandtools,
mainlyviatheuseofmacros.UsedwithExcel2007and2010.
Thistypeoffileisalsousedtoaddextrafunctionalityandtools,
mainlyviatheuseofmacros.UsedwithExcel972003.
StandsforPortableDocumentFormat.PDFfilesworkbycreatinga
snapshotofafile,justasifyouprintedafileandthenscannedit
tosendanelectroniccopy.PDFfilesarewidelyusedforthingslike
instructionmanuals,governmentforms,etc.,andareusablewith
nearlyeverycomputingplatform.
Extraoptionsincludetheabilitytochangethefiledetailandto
openthefileaftersavingtomakesureeverythinglooksOK.
AdvancedoptionsavailableviaOptionsbutton.
XPSDocument
(.xps)
OpenDocument
Spreadsheet
(.ods)
26
StandsforXMLPaperSpecification.XPSdocumentsare
MicrosoftsanswertoPDFdocuments.
OpenOffice.orgisanopensourceproductivitysuitedesignedto
beafreealternativetotheMicrosoftOfficesuiteofapplications
(andothersimilarsuites).Excel2010iscapableofcreating
spreadsheetfilesthatarecompatiblewiththeOpenOffice.org
spreadsheetapplication.Extraoptionsincludetheabilityto
changetheauthorandaddfiletags.
Whateveryoudecidetouseforafileformat,remembertogiveyourfilesmeaningfulnames
andbecarefulwhereyousavethefile.Ifyouchoosetosaveafileasatemplate,Excelwill
automaticallysavethetemplatetoadefaultMicrosoftfolderonyourcomputerunlessyou
specificallytellExceltosaveitwhereyouwant.
ClosingaWorkbook
WeknowthattherearetwoclosebuttonsatthetopoftheExcelwindowandthatthetopmost
isusedtocloseExcelcompletely:
IfyoujustwanttocloseaworkbookbutleaveExcelopen(particularlyifyouareworkingon
manyworkbooksatonce),clickthebottomx.Unlessyouhavealreadydoneso,youwillbe
askedtosaveanychangesmadesinceyouopenedthefile:
27
Lesson1.3:ExploringyourWorkbook
Nowthatwearefamiliarwiththebasicconceptsofworkbooks,worksheets,cells,andfile
formats,itistimetolearnhowtoexploreandnavigateyourworkbooksingreaterdetail.
Inthislesson,youwilllearnhowtoswitchbetweenworksheetsinaworkbook,howtoselect
cellsinaworksheet,howtomovearoundinaworksheet,howtousetheactivecell,andhow
touseExcelszoomfeature.
UsingWorksheets
Aworkbookisacollectionofoneormoreworksheets.Bydefault,newfilescreatedinExcel
havethreeworksheettabs:
Youcaneasilyswitchbetweenworksheetsbyclickingtheworksheettabyouwanttoview.The
nameoftheworksheetthatyouarepresentlyworkingwithwillbeinboldtype.Intheimage
shownabove,Sheet1istheworksheetthatiscurrentlybeingused.
Youcanalsousetheworksheetnavigationbuttonsjusttotheleftoftheworksheettabsto
switchbetweenworksheets.Thesecommandsareusefulifyouhavemoreworksheetsthan
spaceonyourscreen:
Fromlefttoright,thesebuttonswillgotothefirstworksheet,gotothepreviousworksheet
tab,gotothenextworksheettab,andgotothelastworksheet.
Rightclickanyofthefourcommandstojumptoaspecificworksheet:
Toaddmoreworksheetstoyourworkbook,clickthenewtabcommand:
Anewworksheetwillbeaddedtothelistoftabs.
Ifyourightclickonanyworksheettab,youwillseeamenuwithseveralworksheet
managementoptions:
28
29
Letsquicklygoovertheseoptions:
Insert
Insertsanewworksheet;thesameasclickingInsertWorksheet
command.
Delete
Deletesthecurrentworksheet.Youwillbeaskedtoconfirmyour
choice:
Rename
Renamesthecurrentworksheet.
MoveorCopy
Thiscommandletsyoumovethecurrentworksheettoacurrently
openworkbookoranewworkbook.Youcanalsocopytheworksheet
andpasteitsomewherewithinthesameworkbook:
ViewCode
Ifanymacrosareassignedtothisworksheet,clickthiscommandto
viewandeditthecodeinMicrosoftVisualBasicforApplications.
Macrocodeisbeyondthescopeofthismanual.
30
ProtectSheet
Ifaworkbookisgoingtobedistributedtoothers,youmightwantto
lockcertainportionsofthedatatopreventaccidental/intentional
disruptionofyourwork.Youcanalsoassignapasswordtoallow
otherstoedityourwork:
TabColor
Youcancolortabsinyourworkbooktohelpdifferentiatebetweenthe
datathatmightbecontainedwithin:
31
Hide/Unhide
RightclickatabandclickHidetoremoveitfromview.Thedataisstill
available,justhiddenfromview.Toshowhiddenworksheets,right
clickanytabandclickShow.Adialogwillappearandallowyouto
choosewhichworksheet(s)tomakevisibleagain.
SelectAllSheets
Thiswillselectallsheetsandallowyoutoperformactionsonall
sheetsatonce.
Usingtheseoptions,youcanclearlylabeleachworksheet:
TheActiveCell
Theactivecellisanamegiventowhichevercellyouarecurrentlyworkingwith.Whenyouclick
acellinaworksheet,itbecomesenhancedwithathickerborder.Asyoucanseeintheimage
below,therowandcolumnheadersareshadedorange,andthecellreferenceisshowninthe
NameBox.Inthisimage,cellD5(theonewiththethickborder)istheactivecell:
IfyoutypeacellreferenceintotheNameBoxandthenpressEnter,thatcellwillbecome
highlightedastheactivecell.Forexample,trytypingaa29intotheNameBoxandthenpress
Enter(capitallettersforthecolumnheadingsarenotrequired):
32
Asyoucansee,thecolumnheadingAA(the27thcolumn)comesafterZ.
Youcanentertextoranumberdirectlyintotheactivecell;simplyclicksomewhereandtype:
Asyoucansee,thetextappearstobewrittenovercellsD4andE4.However,thosecellsare
stilltechnicallyempty.Wewillexplorecellsizesandboundarieslaterinthismanual.
IfyouusesomeofthetextformattingcommandsontheHometab(suchasbold,italics,or
underline),theformattingwillbeappliedtotheactivecell.Ifthereisalreadydataintheactive
cell,theformattingoptionyouchoosewillbeappliedtothisdata.Herewehaveappliedbold
anditalictexteffectstocellsB2andB3respectively,andareabouttoapplyUnderline
formattingtoB4:
33
YoucanentertextornumericaldataintotheactivecellbyclickinginsidetheFormulaBarand
typing.NoticeagainhowallthatwetypedseemstobeflowingbehindcellA2,wheninfactall
thetextiscontainedwithinB2.Wewillexploremoreaboutcellsizeslater.
Becarefulwhentypinginformationintotheactivecell:
Ifyouclickacellthatalreadycontainsinformationandstarttotype,youwilleraseall
thedatathatwasinthatcell.Whateveryoutypewilloverwritetheoldinformation.
Toeditorappenddatainacellthatalreadycontainsinformation,clickthecelltomake
itactive,andthenmakeyourchangesintheFormulaBar.
SelectingCells
Selectingasinglecelliseasy:justclickit.Thatcellwillbecometheactivecell.Youcanalso
selectgroupsofcellsormultipleindividualcellsusingtheShiftandCtrlkeys,aswellasthe
column/rowheaders.
Toselectagroupofcells,placeyourmousepointeroveracellandthenclickandholdtheleft
mousebutton.Dragthemouseinanydirectiontoselectrows,columns,oracombinationof
each.Noticethatasyoudragyourmouse,theNameBoxwillshowyouhowmany
rows/columnsyouareselecting:
Here,thecellsfromonerowandfivecolumnsarebeingselected.Whenyoureleasethemouse
button,allthecellswillbeselectedbutonlythefirstcellintheclickanddragoperationwillbe
markedastheactivecell:
34
Here,10rowsand5columnsworthofcellsarebeingselected:
Ifyouclickacell,pressandholdShift,andthenclicksomeothercell,thecellsinbetweenwill
becomeselected,basedonwhereyouclicked.Forexample,ifyouclickedA1tomakeitthe
activecell,heldShift,andthenclickedC6,thefollowingcellswillbeselected:
Toselectmultipleindividualcells,selectthefirstcell,pressandholdCtrl,andthenclickother
cells.YoucanalsoclickanddragtoselectmultiplecellswhileCtrlisbeinghelddown:
Toselectanentirerow/columnofcells,moveyourmouseoverarow/columnheader.The
mousepointerwillturnintoanarrow.Thenclicktheheadertoselectthatrow/column:
Clickanddragmultipleroworcolumnheadingstoselectmultiplerows/columns:
35
36
ExploringaWorksheet
Nowthatwearefamiliarwiththeconceptofworksheets,theactivecell,andselectingmultiple
cells,letslearnsomealternatewaysofmovingaroundaworksheetthatinvolvemorethanjust
themouseandscrollbars.
Arrowkeys
PressUp,Down,Left,orRighttomovetheactivecellselectionboxin
thatdirection.
PageUp&
PageDown
PressPageUptomovetheactivecelluponescreensworthofcells.
PressPageDowntomovetheactivecelldownthesameamount.
Ctrl+arrowkeys
PressCtrl+Up,Down,Left,orRighttomovetotherespectiveoutside
edgeoftheworksheet.(Bewarned,Excelworksheetsareverylarge!)
Shift+arrowkeys
PressandholdShiftwhilepressingUp,Down,Left,orRighttoselect
multipleadjacentcellsinthatdirection.
Ctrl+Home&End
Ctrl+HomewilltakeyoutocellA1,whileCtrl+Endwilltakeyouto
thebottomrightmostcellthatcontainsanydata(i.e.theendof
whateverdataisintheworksheet).
UsingZoom
AsingleExcelworksheetcancontainsmorethan1000000rowsand16000columns,totaling
morethan16billioncellsperworksheet.Whileitisunlikelyyouwilleverdealwith
spreadsheetsthatarethatlarge,youwillverylikelydealwithspreadsheetsthatarelargerthan
yourscreen.Tohelpyouviewyourdata,youcanusetheZoomfeaturetochangetheviewing
scaleofaworksheet.Bydefault,Excelopensworkbooksat100%zoom.Youcanseethis
numberinthestatusbar:
37
Considerthefollowingspreadsheet,whichcontainsquitealotofdata.At100%Zoom,we
wontbeabletoseeallthedata:
Youcouldusethescrollbarstoviewallofthedata,oryoucouldusethezoomsliderinthe
lowerrightcornerofthescreen.Dragthesliderlefttowardthenegative()commandto
decreasethezoomlevel,orrighttowardthe(+)commandtoincreasethezoomlevel.
Youcanalsoclickthe(+)and()buttonstoincrementallyzoominorout,10%atatime:
38
Hereisthesamesetofdataat50%zoom,whichissmallenoughforustoseeeverything:
Ifyouclickthecurrentzoomamount(forexample,50%),youcanchoosebetweencommon
zoomlevelsorenteryourown:
Chooseoneoftheradiobuttonsorenteracustomamount,andthenclickOK.
39
40
Lesson1.4:GettingHelpwithExcel
BeforewegetintothenutsandboltsofworkingwithExcel,itisprobablyagoodideatolearn
aboutExcelshelpfeatures.Almostanyonewhoworkswithaprogramwithmanyfunctionsand
optionswillfindthemselvesneedinghelpatsomepoint.Youmayknowexactlywhatyouwant
todo,butnothowtodoit.
Inthislesson,youwilllearnhowtogethelpbyusingtheHelpfile.Youwillalsolearnabout
onlineandofflineHelp.Knowinghowtousethesefeaturescanhelpyouaccesstheinformation
andinstructionsyouneedtoaccomplishyourExcelgoals.
OpeningHelp
ToopentheHelpfile,clickthebluequestionmarkiconatthetopofthewindoworpressF1on
yourkeyboard:
41
UsingtheHelpScreen
TheHelpfilewillopeninaseparatewindow:
NotethatyoumayseealistofsuggestionsappearatthetopoftheHelpfiledependingon
whatyouweredoingwhentheHelpfilewasopened.Forexample,ifyouopenedtheHelpfile
whileviewingtheFilemenu,youwouldseeanumberofitemsreferringtothemanagementof
Excelfiles,thingsnewuserstoExcel2010shouldknow,etc.
42
Inthetoprighthandcorner,youwillseetheMinimize,Maximize/Restore,andClosebuttons.
Alsoatthetopisthetitlebar,toolbar,andsearchbar:
Themainpartofthewindowshowsthehelpcontent,whichislaidoutlikeaWebpage.There
arelinksatthetoptothedifferentsectionsoftheMicrosoftOfficeSupportportal,andlinksto
themainHelptopics:
43
BrowsethroughtheHelpcontentbyclickingthebluetext.Thistextislinkedtorelevant
informationdescribedbythehyperlinktext.Forexample,theGettingStartedwithExcel2010
linkwilltakeyoutoapagethatlistssubcategoriesforthetopic.Continueclickingthelinksto
followtheinformationpath.NoticetoothatattheverytopoftheHelpfileyouwillseea
breadcrumbtrailthatshowswhichlocationintheHelpfileyouareviewing:
AtthebottomthereisastatusbarwhichshowsyouwhereHelpissearching.Asyoucanseein
thepicturebelow,theHelpfileisConnectedtoOffice.com.ThismeansthattheHelpfileis
usingyourInternetconnectiontogetthelatesthelprightfromMicrosoft.Wewillexplorethe
differencebetweenonlineandofflinehelpinamoment.
44
TheHelpToolbar
TheHelptoolbarcontainscommandssimilartothoseyouwouldfindinaWebbrowser.Infact,
theHelpwindowbehavesverymuchlikeaWebbrowserthatonlysearchesforinformation
relevanttoExcel.
Back
Movebackonestepatatimethroughthehelptopicsyouhave
previouslyread.
Forward
IfyouclicktheBackbutton,theForwardbuttonwillbecomeactive.
Thisletsyoustepforwardonestepatatimethroughthetopicsyou
havevisited.
Stop
IfyouaresearchingforahelptopicandtheHelpfileistakingalong
timetoshowresults,youcanclicktheStopbuttontostopWord
fromsearching.Youmightthenreviseyoursearchorsearchfor
somethingelse.
Refresh
Usethisbuttontoreloadtheinformationonthecurrentpage.
Home
Clickthisbuttontoreturntothemainlistofinformationyousaw
whenyouopenedtheHelpfile.
Print
Printsthecurrenttopic.
TextSize
Usethistomakethetextinthehelpfilelargerorsmaller:
Tableof
Contents
UsethisbuttontobrowsetheentirealphabeticallistofHelptopics.
Wewillexplorethetableofcontentsinamoment.
45
KeeponTop
Bydefault,theHelpwindowwillalwaysdisplayitselfontopofthe
Excelwindow.EvenifyouaredoingsomethinginExcel,theHelp
windowwillremainontopuntilyoucloseitorclickthisicontomake
theHelpwindowbehavelikeanyotherwindow.
Toolbar
Options
Usethiscommandtoaddorremovebuttonsfromthistoolbar.By
default,allofthecommandswehavelistedareshown.
SearchingforHelp
Searchingforhelpiseasyjusttypesomethingintothesearchbaryouarelookingforand
pressEnter.Afteramoment,anyresultsExcelthinksarerelevantwillappearinalist.Clickone
ofthetopicsinthatlisttoviewinformationonthetopic.
Forexample,ifyousearchforformula(whileconnectedtoOffice.com)youshouldgetsearch
resultsthatlooksomethinglikethis:
ClickthepulldownarrowbesidetheSearchcommandformoresearchoptions:
OnlineHelpvs.OfflineHelp
TherearetwoversionsoftheHelpfile:onlineandoffline.
OnlineHelprequiresanactiveInternetconnection.Whenavailable,allsearchesforHelpare
directedtoOffice.com,theonlineportalforallOfficeprograms.TheHelptopicsretrievedvia
Onlinehelpareconsideredthemostuptodateshouldtherebeaprogramchangetoanyof
theOfficeprograms.
OfflineHelpreferstohelpcontentonyourcomputer(calledlocalcontent).Itmaynotbe
completelyuptodate,butitwillalwaysbeavailable.
Toswitchbetweenthetwomodes,clicktheconnectioniconinthestatusbarandmakeyour
choice:
46
47
UsingtheTableofContents
IfyouwouldprefertonavigatethroughtheHelpfileusingamoretraditionalmethod,clickthe
TableofContents(TOC)button( )ontheHelptoolbar.YourHelpscreenwillthenlooklike
this:
Fromhere,youcandooneoftwothings.
48
OnethingyoucandoistoclickitemsintheTOCtoseethearticlesontherightsideofthe
window:
49
WhenbrowsingtheHelpfile,clickitemsontherightsidetoseetheirrelationinthetree
structureoftheTOC:
Tonavigatethroughthetableitself,simplyclickontopicstoexpandthem,andthenclickthe
linktoviewthetopic.
Hereiswhatthedifferenticonsmean.
ClosedBook
Clickthebooktoexpandthelistoftopics.
OpenBook
HelpTopic
Clickthetitletoviewthehelptopic.
Clickthebooktocollapsethelistoftopics.
50
GettingHelpinaDialogBox
SomeofExcelsfeaturesareaccessedviadialogboxes,whichwehaventreallydiscussedyet.
However,youshouldknowthatinsomedialogboxes,youwillseeahelpiconinthetopleft
handcorner.Clickthisquestionmarktoseespecifichelponthattopic.
51
Section1:ReviewQuestions
1.
A.
B.
C.
D.
Excel2010isdesignedfor:
Theorganizationandanalysisofdata
Theformatting,presentation,andchartingofdata
Thecalculationofcomplexfunctionsandformulas
Alloftheabove
A.
B.
C.
D.
AnExcelworkbookis(usually)composedof:
Oneormoreworksheets
Cells
Rowsandcolumns
Alloftheabove
A.
B.
C.
D.
Toswitchbetweenworksheetsyoushould:
ClicktheSwitchWorksheetsbuttonontheHometab
Usetheworksheettabs
Closeoneworksheetandopenanother
AandConly
A.
B.
C.
D.
Whichofthefollowingstatementsisfalse?
Toenterdatadirectlyintoacell,itmustbeactive
Youcaneditcellcontentsintheformulabar
Avalidcellreferenceis34X
AvalidcellreferenceisAA3000
A.
B.
C.
D.
HowmanyrowsareinatypicalExcelworksheet?
Overamillion
Lessthanonethousand
Lessthanonehundredthousand
Asmanyasyouwant
A.
B.
C.
D.
ThereareessentiallytwovarietiesofhelpinExcel.Whatarethey?
OfflineandResearch
OfflineandOnline
ResearchandReference
Onscreenandhardcopy
2.
3.
4.
5.
6.
7.
A.
B.
C.
D.
WhichofthefollowingisavalidwaytoopenExcel?
DoubleclicktheExceldesktopicon
FindMicrosoftOfficeExcel2010intheStartmenu
TypeexcelintheSearchboxandpressEnter
Alloftheabove
A.
B.
C.
D.
InExcel,rowsareindexedby:
Numbers
Letters
Icons
Colors
A.
B.
C.
D.
InExcel,columnsareindexedby:
Numbers
Letters
Icons
Colors
A.
B.
C.
D.
Exceliscommonlyreferredtoasa:
Spreadsheetprogram
Wordprocessor
Integrateddevelopmentenvironment
Graphicaluserinterface
8.
9.
10.
52
53
Section2:TheExcelInterface
Inthissectionyouwilllearnhowto:
WorkwiththeQuickAccessToolbar
AddandremovebuttonsontheQuickAccessToolbar
UsetheFile(Backstage)menu
Youwillalsolearnaboutthe:
Hometab
Inserttab
PageLayouttab
Formulastab
Datatab
ReviewTab
54
Lesson2.1:TheQuickAccessToolbarandFileMenu
Excelsuserinterfacedoesnotrelyonmultipletoolbarsandmenusaspastversionshave.
Instead,itoffersacleaner,moreintuitive,tabbasedlayout.Animportantcomponentofthe
interfaceistheQuickAccessToolbar(ortheQATforshort).TheQuickAccessToolbarisfully
customizableandgivesyouaccesstothefeaturesthatyourelyonthemost.
Inthislesson,youwilllearnallabouttheQAT.Youwilllearnaboutthedefaultbuttons,howto
addandremovebuttons,howtochangetheiconsize,andhowtocustomizethetoolbar.
WewillalsoexploretheFilemenu,whichofferstheBackstageview.Withthisview,youcan
managesettingsthatcontrolthefileitself,notthecomponentswithinthefile.
TheDefaultQATCommands
TheQuickAccessToolbarislocatedintheupperleftoftheExcelscreen,justtotherightofthe
Officeicon.
TheQAThasthreecommands.Fromlefttoright,theyareSave,Undo,andRedo.
Save
Ifyouclickthiscommandwhileeditingapreviouslysavedfile,Excelwill
saveyourchanges,justasifyouweretoclickFileSave.
Ifyouopenedanewfile,performedsomeactions,andthenclickedSave,
youwouldbepromptedtogivethefileanameandsavelocation.
Undo
Ifyoudidsomethingyoudidntmeanto,suchasaddedthewrong
formatting,formula,ordeletedsomething,usetheUndocommandto
revertonechangeatatime.
Clickthepulldownarrowandselectanactiontoundouptoand
includingthatchange.Forexample,considertheseactions.Themost
recentactionisatthetopofthelist:
IfyouclickedTyping300inA3,thenthetwoformattingcommands
wouldbeundoneandthetypinginA3wouldbeerased.
Redo
UsetheRedocommandtoundoanUndo.Ifyouundidanaction,use
Redotoredothataction.AswiththeUndocommand,youcanclickthe
pulldownarrowtoredomanythingsatonce:
55
56
AddingCommands
IfyouwanttocustomizetheQAT,chancesareyouwilladdcommandsthatarereadilyavailable
ontheribbon,suchasnumberformattingortext/datafiltering.ToaddacommandtotheQAT,
rightclickthecommandandthenclickAddtoQuickAccessToolbar.
Forexample,ifyouwantedtoaddcurrencyformattingtotheQAT,rightclickthecommandand
clickAddtoQuickAccessToolbar:
TheformattingcommandwillbeaddedtotherighthandsideoftheQAT:
ManycommonlyusedcommandscanbeeasilyaddedtotheQATbyclickingthepulldown
arrowtotherightoftheQAT.Selectanoptionbyclickingit;thiswilladdacheckmarkbeside
thatcommandandplaceitintheribbon.NoticehowSave,Undo,andRedoarealready
checked:
RemovingCommands
ToremovecommandsfromtheQAT,rightclickanycommandandclickRemovefromQuick
AccessToolbar:
Youcanalsoremovecommonlyusedcommandsbyclickingthepulldownarrowbesidethe
QAT.Clickanycheckeditem;thiswillremovethecheckmarkandthecommand.
57
58
CustomizingtheToolbar
TheQATis100%customizable.Youcanrepositionit,addanycommandyouwant,orremove
allcommands.
TomovetheQAT,clickthepulldownarrowtotherightofthetoolbarandclickShowBelow
theRibbon:
ThiswilladdtheQATbetweentheribbonandtheName/Formulabars:
Tomovethetoolbarbacktothetop,clickthepulldownarrowagainandclickShowAbovethe
Ribbon.WerecommendyoukeeptheQATatthetopbecauseitalreadyfitsintothetitlebarfor
Excel.Puttingitbelowtheribbonactuallytakesupmorespaceonyourscreen.
TocustomizetheQATwithmorecommands,clickthepulldownarrowbesidethetoolbarand
clickMoreCommands:
59
YoucanalsoclickFileOptions.WhentheExcelOptionsdialogopens,clicktheQuickAccess
Toolbarlinkontheleft:
60
ThelistofPopularCommandscontainsmostlythosecommandsthatarealreadyfoundinthe
ribbon.YoucanchangewhichgroupofcommandstoseebyclickingtheChoosecommands
fromcomboboxandselectinganoption:
Toaddcommands,selectacommandfromthelistontheleftandclickAdd.Thecommandwill
beaddedtothebottomofthelistontheright.Notethatyoucanalsoadd<Separators>tohelp
organizewhatevercommandsyouwilladdtotheQAT.
Oncecommandsand/orseparatorsareadded,youcanorganizethemusingthesmallupand
downbuttonsonthefarright.ItemsatthetopofthelistareshownontheleftoftheQAT.
61
Forexample,hereweareaddingtheCreateChartcommand:
Oncethecommandisadded,wewillmoveituptwopositionsusingupbutton:
ClickOKtocommitthechanges.TheQATwillbeupdated:
62
AsyoubecomemoreexperiencedwithExcel,youmayfindthatyoufrequentlyusethesame
groupofcommandsforacertainfile,butnototherfiles.ExcelletsyousavecertainQAT
customizationsforusewithaspecificfile.Todothis,openthefileyouusefrequently.ClickFile
OptionsQuickAccessToolbar.MakeyourcustomizationstotheQATandthenselectthe
filenamefromtheCustomizeQuickAccessToolbar:
ClickOKtoconfirmthechange.Noweachtimeyouopenthisfile,theQATcustomizationswill
beapplied.
ToresettheQATbacktoitsdefault,clickFileOptionsQuickAccessToolbarResetonly
QuickAccessToolbar:
UsingtheFile(Backstage)Menu
TheFilemenuisanewadditiontoExcel2010.Thismenuletsyoumodifyyourworkbookasa
singleentity,ratherthanmakingchangestothedatacontainedwithintheworkbook.Youcan
previewyourfile,printit,makechangestofileproperties,sharethefilewithothers,andmore,
allusingtheFilemenu.
63
ClicktheFiletab.ThiswillopentheBackstageview:
Letsgooverthemaincategoriesavailableontheleft.Asweprogressfurtherthroughthis
manual,wewillexpandmoreonsomeoftheseoptions:
FileManagement
Theseareoptionswehavealreadyexplored:
Savewillsavechangestoanopenfile.
SaveAsletsyousaveanexistingfileunderanewname,location,
and/orfileformat.
Openwillopenaworksheet.
ClosewillclosethecurrentworksheetwithoutclosingExcel.
Info
Displaysvitalstatisticsaboutthecurrentfile.Youarealsoabletomodify
read/writepermissions,checkforcompatibilityissueswithother
programs,andmanageversionsofthisfile.Thedocumentpropertiesare
listedonthefarright.
64
Recent
Listsrecentlyopenedfiles;clickaworkbooktoopenitand/orpinrecent
documentstothislist.Notethecheckboxattheverybottomofthelist:
Ifyouclickthischeckbox,thefirstfewworkbooksintheRecentlist
(default4)willbeshownundertheFileManagementarea:
New
Createanewblankworkbookorchoosefromanumberofinstalled
templates.MoretemplatesareavailableviadownloadfromOffice.com.
Tocreateanewblankfileorafilefromatemplate,selectanoptionand
clickCreate:
65
Print
Excel2010featuresanallinoneprintinglocation.Selectyourprinting
optionsontheleft,andseewhattheprintedpagewilllooklikeonthe
right:
66
Share
CollaborationwasamajordesignconsiderationwhenOffice2010wasin
production.Althoughmanyofthesharingoptionsherearebeyondthe
scopeofthismanual,themajoronesareexplainedbelow.Wewill
discusssomeofthemlater:
SendUsingEmail:Sendtheworkbookviaemailorsendalink,
providedtherecipientispartofthesamenetwork.
SaveaworkbookinPDF/XPSformat:Thesetwofileformatsare
widelyusedandeasytoemail.
SavetoWindowsLiveSkyDrive:Onlinefilesharingservice.
SavetoSharePoint:AcombinationofacentralrepositoryWeb
siteandothercollaborationtools.
PublishtoExcelServices:Makeallorpartofthisworkbook
availabletoview/editthroughaWebbrowserorSharePoint.
Changethefiletype:SameasSaveAscommand.
Help
HereyoucanopentheHelpfile,learnaboutnewExcel2010features,
viewExceloptions(sameasnextitem),checkforprogramupdates,and
viewprograminformation:
67
Options
OpenstheExcelOptionsdialog.Hereyoucanviewandmodifythemore
specificandbackgroundoptionsinExcel.Chooseacategoryontheleft
andthenmodifyoptionsontheright:
Exit
Closestheprogram.Youwillbeaskedtosaveanychangestoopened
documentsifyouhaventalreadydoneso.
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Lesson2.2:TheHomeTab
Inthislesson,andtherestofthelessonsinthissection,wewillcoverthecommandgroupings
ineachtab.BeforewegointothedetailsoftheHometab,letstakeaquicklookatthe
structureoftabs.
UnderstandingTabsandGroups
Thecurrenttabisoutlinedwithabordertodifferentiateitfromtheothers.Theactual
commandsarefoundintheribbon,andsplitintogroups.Eachgroupisidentifiedwithaname.
Here,wecanseethattheHometabcontainssevengroups,withthenamesoutlinedinred:
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Somegroupsfeatureanoptionbuttonbesidethegroupname.Clickthisbuttontoopena
dialogwithmorespecificcontrolsrelatingtothisgroupandothercommandsinthetab:
TheHometabcontainsthemostcommonlyusedcommands.
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ClipboardCommands
TheclipboardgroupofferscommandsforCut,Copy,andPaste,threecommandsthatyou
shouldbefamiliarwith.Cut(Ctrl+X)willremovematerialfromhighlightedcells.Copy(Ctrl+C)
willrecordtheinformationfromhighlightcells.Paste(Ctrl+V)willplacetheCutorCopied
informationtoanewlocation.
TheFormatPainterworksliketheCopycommand,butitonlycopiestheformattingappliedto
datainacell,notthecelldata.Copyformattingfromasinglecellandpainttheothercells
withthesameformatting.
ClicktheoptionbuttontoopentheOfficeClipboard.Theclipboardsavesupto24cut/copy
operationsandallowsyoutopickandchoosewhichvalue/datayouwanttopaste.Wewill
covertheclipboardlaterinthismanual.
FontCommands
TheFontgroupletsyouapplyformattingtoyourworksheet.Choosethefont,fontsize,text
formatting,celloutlines,highlighting,andcellcolorshere.
ClicktheoptionbuttontoopentheFormatCellsdialog.Thisdialogoffersmorespecific
formattingforfontsandcellsincludingnumberformatting,alignmentwithinthecell,and
borders.
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AlignmentCommands
TheAlignmentgroupletsyoupositiondatawithinacell.Youcanalsochoosejustificationfor
thecelldata,wrapthetexttofitwithinthecellwidth,andmergetwoormoreadjacentcells
together.
ClicktheoptionbuttontoopentheAlignmenttaboftheFormatCellsdialog,whichisalso
availablebyclickingtheoptionbuttonintheFontgroup.
NumberCommands
Sincemostworksheetsdealwithnumbers,Exceloffersarangeofnumberformatting
commandsthatletyouapplyspecificnumberformatting,addcurrency,percentage,and
commandformatting,andincrease/decreasethenumberofdecimalplaces.
ClicktheoptionbuttontoopentheNumbertaboftheFormatCellsdialog,whichisalso
availablebyclickingtheoptionbuttonintheFontgroup.
StylesCommands
Youcanincreasethereadabilityofworksheetsbyformattingthecellstoreflecttheirvalueor
drawattentiontoinformation.Usetheconditionalformattingcommandstochangetheway
datalooksbasedonitsvalue,formatagroupofcellstolooklikeastandalonetable,andapply
variouscoloringtoindicatecontainedvalues.
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CellsCommands
TheCellsgroupletsyoumodifycellswithinaworksheet.Insert/deleteindividualcellsor
rows/columns.Youcanalsoformatcellstoadjusttheirheightandwidth,formattheworksheet
tabs,andlockdowncertaincellstomakethemuneditable.
EditingCommands
TheEditinggroupprovidescommandstoworkwithbulkamountsofdata.Youcanaddvarious
AutoSumcommandstofindthesum,average,maximum/minimumvalue,etc.TheFill
commandletsyoucontinueapatternofdatainacertaindirection,justlikeclickingand
draggingthesmallblacksquareoftheactivecelltocontinuefillingdatainadirection.Youcan
alsoclearacellorgroupsofcells,sortandfilteragroupofdata,andsearchthe
worksheet/workbookforacertainvalue.
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Lesson2.3:TheInsertTab
Next,letsexploretheInserttab.Thecommandshereareusedforinsertingavarietyof
differentobjectsintoyourspreadsheetsincludingcharts,illustrations,hyperlinks,andsymbols.
TablesCommands
TheTablesgroupletsyouaddaPivotTableoranordinarytable.PivotTablesareusedto
comparetrendsindata.Theyworkbyallowingyoutoliterallychangewhichaxisisusedto
displayagroupofdata(i.e.pivotthedata).PivotTablesarebeyondthescopeofthismanual.
ItmightseemstrangetoseeaTablecommandinExcel,sinceeachworksheetisalready
essentiallyagianttable.However,thiscommandcreatesatablebasedondatathathasalready
beenenteredintoaworksheet.Theadvantageofdoingthisisthatyoucanmoreeasilyview
andworkwithalargegroupofdataratherthanformattingeverythingbyhand.
IllustrationsCommands
TheIllustrationsgroupletsyouaddavarietyofdifferentitemstoyourworksheet.Youcanadd
apictureorimagefromyourcomputer,astockimagefromtheClipArtgallery,oravarietyof
differentshapes(circles,rectangles,banners,starburst,etc.).SmartArtletsyoucreate
professionallookingitemslikeflowcharts,processdiagrams,andhierarchytreeswithjusta
fewclicks.Finally,theScreenshotcommandletsyoucaptureallorpartofanywindowvisible
onyourdesktop.
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ChartsCommands
TheChartsgroupletsyouinsertavarietyofdifferentchartsbasedonthedatainaworksheet.
Clickacharttypetoselectaformatandthenspecifythesourcedata.
TheoptionbuttonopenstheInsertChartdialogbox,whichoffersfullaccesstoallcharttypes.
SparklinesCommands
SparklinesareanewadditiontoExcel2010.Theyareessentiallysmallchartsorgraphsthatfit
intoasinglecellandshowtrendsinyourdata.Choosebetweenaline,column,orwin/loss
chartstyle.
FilterCommands
ThisgroupcontainsasinglecommandtousethenewSlicerfeature,whichisusedwhenusing
PivotTablesordatafromanexternalsource.Slicersofferamuchfastermethodofsortingand
filteringdatathanthecommandsintheHometab.
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LinksCommands
TheLinksgroupcontainstheHyperlinkcommand.Ahyperlinkletsyousendanemail,visita
Webpage,openanotherdocument,oropenalocationwithinthecurrentdocument.
TextCommands
Excelletsyouaddmanydifferenttextfeaturestoenhanceyourworksheet,particularlyifyou
aregoingtoprintanddistributeyourwork.Youcanaddfreefloatingtextboxes,headers&
footers,WordArt,asignatureline(wheresomeonecanphysicallysignaprintedpage),orsome
otherobject(suchasotherMicrosoftOfficefiles,archives,images,etc.).
SymbolCommands
Exceliscapableofworkingwithcomplexformulaeinordertodescribevariousmathematical
functionsormakesenseofdata.WiththeSymbolgroup,youcaninsertavarietyofformulaeor
insertaspecializedsymbol,suchasGreeklettersandcharactersfromotheralphabets.
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Lesson2.4:ThePageLayoutTab
ThePageLayouttaballowsyoutochangethelookandfeelofyourprintedworksheet.Here
youcanenhancethestyleandpresentationofeverythinginyourworksheet,controlhowthe
worksheetisprinted,andarrangetheobjectswithintheworksheet.
ThemesCommands
TheThemesgroupletsyoucontrolthecolor,font,andeffectschemesusedinyourworksheet.
Byusingthemes,youcanensureyourdocumentremainsconsistentlyformatted.Thismeans
youdonthavetospendtimechangingthelookandfeelofeachindividualelement.
PageSetupCommands
ThePageSetupgroupletsyoucontrolthephysicalpropertiesoftheprintedpage,including:
Marginsizes
Pageorientation(portraitorlandscape)
Papersize(letter,A4,etc.)
Howmuchtoprintonthepage
Pagebreaks(importantwhendecidinghowmuchtoprintperpage)
Pagebackground
Titlesprintedoneachpage(filename,date,page#,etc.)
ClicktheoptionbuttontoopenthePageSetupdialog.Thisdialogoffersmorespecificpage
optionsthanthoseprovidedonthePageLayoutribbon.
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ScaletoFitCommands
TheScaletoFitgroupgivesyoufinercontroloverthelookofprinteddata.YoucanforceExcel
tomakethedatafitwithintheheight/widthofthepage,oryoucanmanuallyadjustthescale
oftheprinteddata.
ClicktheoptionbuttontoopenthePageSetupdialogbox.Thisdialogoffersmorespecificpage
optionsthanthoseprovidedonthePageLayoutribbon.
SheetOptionsCommands
WhenyouopenanewfileinExcel,thestandardworksheetdisplaysagrid(showingcell
boundaries)androw/columnheadings.However,ifyouprintaworksheet,Excelwillnotshow
thegridortherow/columnheaders.Usethesecommandstotogglethegridandheadingsonor
off.
ClicktheoptionbuttontodisplaythePageSetup(Sheettab)dialogbox.Thisdialogoffersmore
specificpageoptionsthanthoseprovidedonthePageLayoutribbon.
ArrangeCommands
TheArrangegroupallowsyoutocontrolwherevariousobjectsinyourworksheetareplaced.
Forexample,ifyouhadacompanylogoyouwantedtoaddtoachart,youwouldinsertthe
graphic(viatheInserttab)andthenpositionitontopofthechartbyusingtheBringForward
command.YoucouldalsousetheAligncommandtomakesurevariousobjectsinyour
worksheetwereneatlylinedupalonganimaginarymargin.
Finally,youcangroupmanyobjectstogether(enablingtoperformanactiononallofthemat
once)androtateobjectstosuityourneeds.
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79
Lesson2.5:TheFormulasTab
TheFormulastabprovidesaccesstoExcelspresetfunctionsandformulaauditingtools.Asyou
becomemorefamiliarwithExcel,youwilllikelystarttorelymoreonformulaetohelpprocess
yourdata.Tohelpwiththis,Excelfeaturesawidevarietyofformulae,calledfunctions.Chances
aretheoneyouneedisalreadypartofthelibrary!Andifyouneedtocreateyourown
formulae,Excelfeaturesacomprehensivesetofauditingtoolstomakesureyourformulaisas
correctaspossible.
Thislessonwillshowyouwhereyoucanaccesssomeofthesefeatures.Manyoftheadvanced
controlsdescribedherearebeyondthescopeofthismanual.However,wewillexploremore
aboutfunctionslaterinthiscourse.
TheFunctionsLibrary
AllofthevariousfunctionsincludedwithExcelcanbefoundhere.Constructyourownfunction
orchooseonefromthevariouscategories.Eachfunctionyouinsertwillopenadialogbox
specifictothatfunctionandletyoudefinevariablevaluesorselectdatafromyourworksheet
tousewiththefunction.
DefinedNamesCommands
Weknowthatcellsarereferencedbythecolumnandrowheadings.Groupsofadjacentcells
(calledcellranges)arereferencedlikethis:A6:B10.Thisnotationrefersto10cells(2columnsx
5rows)andisshownintheNameBox.
Thisreferenceisfine,butisntverydescriptive.Therefore,youcanusedefinednamesforcell
ranges,makingthedatamuchclearerandeasiertoreference,particularlywhenworkingwith
functions.
TheDefinedNamesgroupletsyoudefine,use,andmanagedefinedcellranges.
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FormulaAuditingCommands
Moderncomputersarecapableofamazingspeedsandmathematicalfeats.Butforallintents
andpurposes,theyreallyonlydoonethingatatime.However,becausetheydoonlyonething
atatime,eventhemostcomplexfunctionorformulacanbeperformedstepbystep.Thisis
wheretheFormulaAuditinggroupcomesintoplay.
Thesecommandsletyouviewthedataset(s)usedtocalculateafunctionsoyoucanseeexactly
whatwasusedtocomeupwitharesult.YoucanalsomakeExcelshowtheformulasentered
intocellsratherthantheircomputedvalue,checkforbugsanderrorsincustomformulae,
checkaformulaforcorrectness,andkeepwatchovervariousthingsastheformulacalculatesa
result.
CalculationCommands
TheCalculationgroupgivesyoucontroloverwhenandhowExcelcalculatesformulaeina
worksheet.Youcanalsocalculatethevalueofaspecificfunction,ormaketheworksheet
calculateeverythingatonce.Thesecommandsareusefulifyourfunctionsdependonrandom
dataordatafromanexternaldatasource.
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Lesson2.6:TheDataTab
Datainaworksheetcomesfromoneoftwoplaces:internally(typedbyyouorgeneratedbya
function)orexternally(collectedfromadatabaseorotherdatasource,includingotherfileson
yourcomputer.)TheDatatabprovidesyouwithallthenecessarycommandstouseand
manageinternal/externaldataconnections.
GetExternalDataCommands
TheGetExternalDatagroupofferscommandstoaccessdatafromoutsideExcel.Thesesources
includeMicrosoftOfficeAccessdatabases,Webpages,avarietyoftextbaseddatafiles,and
externaldatabases.Youcanalsomanageexistingexternaldatasources.
ConnectionsCommands
Whenyouuseanexternaldatasource,Excelsavesasnapshotofthedatatousewithinyour
worksheet.However,externalsourcesoftenchangefrequently.Therefore,Exceloffers
commandstousewithanexternaldatasourceinordertomakesureyouareworkingwiththe
mostuptodateinformation.
TheConnectionsgroupisusedwithexternaldatasources.Youhavecommandstorefreshthe
worksheetinformationandcommandstomanageExcelsconnectiontothedatasource.
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SortandFilterCommands
TheSortandFiltergroupallowsyoutodojustthatsortandfilteryourdatainordertomake
iteasiertoreadorfocusupon.Sortaselection,range,group,orentirecolumn/rowofcellsin
ascendingordescendingorder,andfilterthedatatoviewonlytheinformationyouneed.
DataToolsCommands
TheDataToolsgroupgivesyouanumberofhandycommandstobettercontrolthedatainyour
worksheet.Usingthesecommands,youcanturnwellformattedtextintocolumns,remove
duplicateentries,checkthevalidityofdata,andgrouplikedatatogether.
ThisgroupalsofeaturestheextremelyusefulWhatIfAnalysiscommand.Thiscommandis
designedtoworkwithagrouporgroupsofdataandvariousformulaeinordertodetermine
therequiredvaluesneededtoreachanoutcome.Forexample,youcangiveExcelthe
numericalanswertoaquestion(Wewantsalesof$XXXXXperquarter)andExcelworks
backwardstodeterminethequestionforyou(suchas,Howmuchdoeseachdivisionneedto
sell?).
OutlineCommands
BackintheFormulastab,wesawthatgroupsofadjacentcellscanbegivenadefinedname.
ThecommandsintheOutlinegroupallowyoutodosomethingsimilarbyallowingyoutogroup
adjacentcellstogetherandthencollapse(hide)orexpand(show)thatblockofdata.Thisallows
youtotemporarilyhideunimportantdatafromview,makingtheworksheeteasiertoreadand
print.
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Forexample,ifyouhadalargesalesworksheetshowingthefiguresfromseveraldivisions,you
couldgroupandcollapseallthesalesfiguresandshowonlythesubtotals.Alloftheindividual
figureswouldstillbeavailableintheworksheet,buttheywouldbehiddenfromview.
ClicktheoptionbuttontoopentheSettingsdialog,whichprovidescommandstocreate
summaryrowsand/orcolumns(automaticsubtotals)aroundthecollapseddata.Youcanalso
applystylestoanysubtotalrows/columns,makingtheimportantinformationstandoutand
easiertoread.
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Lesson2.7:TheReviewTab
ThelasttabwewillexploreinthissectionistheReviewtab.Thistabofferscommandstomake
sureeverythinginyourworkbookisspelledcorrectly,translationservicesforinternational
readers,theabilitytoaddandmanagecomments,andtheabilitytopreventothersfrom
makingunauthorizedchangestoyourdocument.
(Excelfeaturesonemoretab,theViewtab,whichwewillexploreinSection5.)
ProofingCommands
TheProofinggroupofferscommandsforspellchecking,theabilitytodoonlineresearch(search
engineaccess,periodicalsearching,etc.),anduseathesaurus.
LanguageCommands
TheLanguagegroupletsyourunyourworksheetthroughanonlinetranslationservice.
CommentsCommands
Excelletsyouaddcommentstoaworksheetjustasyoumightaddyellowstickynotestoabook
orblueprint.Thesecommentsareusefultoremindyourselfofsomethingyoushouldaddorto
remindotherstocheckconsistency,accuracy,orformatting.UsetheCommentsgroupto
create,browse,andmanagecomments.
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ChangesCommands
TheMicrosoftOfficesuiteofprogramsisdesignedwithinterconnectivityinmind.Thismeans
thatyouareabletoshareyourworkwithothersandmakechangestoadocumentasateam.
However,althoughyoumayneedtoshareyourworkwithothers,youmightalsowanttolock
downyourdocumenttopreventaccidental(orintentional!)modification/deletionofyour
worksheet.
TheChangesgroupallowsyoutoprotectasingleworksheetoranentireworkbook,aswellas
sharetheworkbookwithothers.Youcanalsoallowotherstoeditonlycertainsectionsofyour
workbook,andtrackeverychangethatismade.
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1.
A.
B.
C.
D.
TheQuickAccessToolbarisdesignedforwhattypeofExcelcommands?
Thecommandsyouusemostfrequently
Thecommandsyouuseleast
Printingcommands
Functions
A.
B.
C.
D.
EachExcel______containsnumerous_______.
Interface,tabs
Tab,commands
Command,tools
Tab,dialogboxes
A.
B.
C.
D.
MostofExcelsformattingcommandsarelocatedonwhattab?
TheHometab
TheViewtab
TheDatatab
TheReviewtab
A.
B.
C.
D.
MostofExcelspageenhancementcommandsarelocatedonwhattab?
TheHometab
TheViewtab
ThePageLayouttab
TheDatatab
A.
B.
C.
D.
TheFormulastabmostlycontains
Commandsforeditingdata
Commandsforlogicalandmathematicalfunctions
Commandsforcreatingcharts
Commandsforreviewingdata
A.
B.
C.
D.
TheInserttabcontainscommandstoinsertwhichofthefollowingobjects?
Charts
Tables
Graphicsandshapes
Alloftheabove
2.
3.
4.
5.
6.
7.
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A.
B.
C.
D.
TofindcommandsthatwillhelpyouuseExcelwithanAccessdatabase,youwould
TrytheFormulastab
TrytheInserttab
TrytheDatatab
TrytheDesigntab
A.
B.
C.
D.
TheSpellingbuttonislocatedinwhichtab?
TheDatatab
TheInserttab
TheReviewtab
ThePageLayouttab
A.
B.
C.
D.
Whichofthefollowingisnotatab?
TheDesigntab
TheFormulastab
TheCalculationtab
TheDatatab
A.
B.
C.
D.
Whataregroups?
Collectionsoflikecommandsthatmakeuptabs
Adialogboxcontainingspecificcommands
Customizabletoolbars
AnothernamefortheQuickAccessToolbar
8.
9.
10.
88
Section3:ExcelBasics
Workwithcolumns,rows,cells,andranges
Createworksheetlabels
Enteranddeletedata
Printaworksheet
UseAutoFill,AutoSum,andAutoComplete
Workwithbasicformulae
Draganddropcells
Cut,copy,andpastecells
UsetheClipboardandPasteSpecial
Insertanddeletecells,rows,andcolumns
Useundo,redo,andrepeat
UseSmartTags
Usetheerroroptionbutton
UsetheAutoFilloptionbutton
UsethePasteOptionbutton
UseAutoCorrect
Usespellcheck
UseFindandReplace
Documentaworksheetwithcomments
89
Lesson3.1:WorkingwithExcel
Excelisusedtoorganizeandanalyzedata.InordertoworkeffectivelywithExcel,youneedto
understandthebuildingblocksthatmakeupaworksheet.Inthislessonwewillreviewthe
basicelementsofaworksheet:columns,rows,cells,andranges.Wewillalsolearnabout
worksheetlabels,howtoenterandremovedata,andhowtoprintaworksheet.
Columns,Rows,Cells,andRanges
Columns,rows,andcellsmakeupthefundamentalcomponentsofaworksheet.Acolumnisa
verticalseriesofadjacentcellsfromtoptobottom.Arowisahorizontalseriesofcellsfromleft
toright.Acelldescribestheintersectionofarowandcolumn:
Eachcolumnhadanindexletter.Sincethereareonly26letters,andfarmorethan26columns
onaspreadsheet,thenextcolumnsaftercolumnZareindexedbythelettersAA,AB,AC,and
soonuntilthelastcolumn(XFD,over16,000).
Eachrowhasanindexnumber.Therowsarenumberedfrom1through1048576.Thetopleft
cellintheworksheetisindexedbytheletternumbercombinationA1.
Theactivecellisanamegiventothecellthatiscurrentlyselected.Theactivecellisreferenced
intheNameBox:
Excelisdesignedtohavedataorganizeddownthesheetundercolumnheadingsmoresothan
acrossthesheetinrows.Thisiswhythereareoveramillionrowsdownandonlyabout16000
columnsacross.
Acellrange(orsimplyrange)isdefinedasaseriesorblockofadjacentcells.Arangecanbea
veryusefultoolbecauseitallowsyoutomakechanges(suchasapplyingformatting)tomultiple
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cellsatonce.Youcanselectcellrangesinoneofthreeways:withthemouse,theNameBox,
andthekeyboard.
Toselectarangewithyourmouse,moveyourpointeroverthecenterofacell.Yourmouse
pointerwillturnintoathickcross.Holdtheleftmousebuttondownanddragyourpointerto
selectarange.(Aselectedrangewillbehighlightedinblue.)
ToselectarangewiththeNameBox,typetherangedirectlyintotheNameBoxusingthe
formatStartCell:EndCell.Forexample,ifyouentertherangeA1:A7andpressedEnter,these
cellswillbeselected:
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Toselectarangewiththekeyboard,youhavetwooptions.Ifyouhaveablockofdataina
worksheet,youcanclickonanydatacellintheblock,andpressCtrl+Shift+8.Thiswillselect
theblockofdataasarange.Excelwillusetheemptycellsadjacenttothedataasboundariesto
therange:
Finally,youcanselectarangebyclickinginthefirstcellofablockyouwanttoselect,pressand
holdShift,andthenclickonthelastcellintheblockorusethearrowkeystoselectone
row/columnatatime.
Whenyouselectagroupofcells,youshouldnoticesomenumbersappearonthestatusbar.
Thesenumberstellyoutheaverage,count(howmanynumbers),andthesumofthedatain
theselectedcells:
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CreatingWorksheetLabels
Weknowthateachrowandcolumnhasaheader,andthecombinationofacolumnandrow
headeridentifieseachcell.Inordertomakeyourworksheetmuchmorereadable,itsagood
ideatolabelyourdata.Anyonewhoreadstheworksheetwillbeabletomakemoresenseof
thedatabecauseitwouldbeextremelydifficulttoreadmultiplerowsandcolumnsof
unidentifiednumbers!
Aworksheetlabelisasimpletextdescriptionofthedataitrepresents.Forexample,ifyour
worksheetcontainsinformationabouttheage,height,andweightofagroupofpeople,label
thedataassuch:
Asyoucansee,thestatsforeachpersonandeachpersonsnamehavebeenenteredaslabels.
Thisnotonlymakesthedataeasiertoread,butalsomakesiteasiertocreatechartsandgraphs
basedonthedata.Wewillexplorethisconceptlater.
EnteringandDeletingData
Nowthatyouarefamiliarwiththebasicsofcolumns,rows,ranges,andlabels,letsstart
workingwithdata.First,youneedtoenterthedata.Thereareanumberofwaystodothis.
Themostdirectwayistoclickthecellyouwanttouse(makingittheactivecell)andtype.
Whenyoutypesomethingintheactivecell,whatyoutypewillalsobedisplayedintothe
FormulaBar:
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TotheleftoftheFormulaBararetwocommands:anXandacheckmark.ClicktheXtoremove
thedataintheactivecell.Clickthecheckmarktocommitthedatatothiscellandmovetothe
nextrow:
Ifyouaretypingdatainaspreadsheet,youcanpressTaborEntertomovetheactivecell.Press
Tabtoadvanceonecolumn(ex.D2toE2);pressEntertoadvanceonerow(ex.D2toD3):
Todeletedatafromacell,rightclickonthecelltodisplaythedropdownmenu.Clickingthe
ClearContentsoptionwillremovethedata,butnottheformatting:
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Asasidenote,whenyourightclickacell,youwillseeasmallformattingtoolbaratthetopof
thepopupmenu.Fromthissmalltoolbar,calledtheminitoolbar,youcanapplyanumberof
formattingcommandsavailableintheFontandAlignmentgroupsoftheHometab.Thistoolbar
reallycomesinhandywhenyouhaveatabotherthantheHometabinview,butyouneedto
formatsomecells:
IfyouclicktheDeleteoptionintherightclickmenu,aDeletedialogboxwillbedisplayed.With
theDeleteoption,youwillphysicallyremoverows/columnsfromtheworksheet.Selectyour
optionandclickOK:
IfyouselecttheShiftcellsleftoption,alldatafromthecelltotheimmediaterightwillbe
shiftedleftintothenowvacantcell.IftheShiftCellsUpoptionisselected,thedatainthecell
immediatelybelowwouldbeshiftedupintothevacantcell.
YoucanalsodeleterowsandcolumnsbyclickingtheDeletecommandtheHometab.
Todeleterows,firstselectaroworrows.Then,clicktheDeletearrowtodisplaythedelete
menu,andthenclicktheDeleteSheetRowsoption.Thiswilldeletetherow,andshiftthecells
belowupbyhowevermanyrowsweredeleted
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Todeletecolumns,selectthecolumnorcolumnsyouwantremoved,andthenchoosethe
DeleteSheetColumnsoption.Thecolumnstotherightofthedeleteddatawillbeshiftedleft
howevermanycolumnsweredeleted.
Todeleteaworksheet,switchtotheworksheetyouwanttoremoveandclickDeleteSheet.
Remember,clearingcontentsonlyremovesthedata,whiledeletingremovesdataand
formatting.
ItisimportanttokeepinmindthatExceltreatstextandnumbersdifferently.Anumberisseen
asavalueinExcel,somethingthatcanbeusedinmathematicaloperations.Textisoftenused
aslabelsoridentifiers.
Considerthefollowingtableofdata:
CellsB1:D1havenumbersforworksheetlabels.Noticehowthesecells,likethetable
data(B2:D4),arerightaligned.ThetextinA2:A4isleftaligned.
Ifyouwanttoenteranumberastext(useanumberasalabel),putanapostrophe()infrontof
thenumber.Dothisbyclickingthecellyouwanttochange,addinganapostropheinfrontof
thenumberintheFormulaBar,andpressEnter.Thenumberwillnowbeformattedastext:
Numbersthatareformattedastextaredenotedwithasmallgreenmarker:
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Ifyouclickoneofthesecells,youwillseeasmallerrornoticeappear.Ifyouhoveryourmouse
pointeroverthisnotice,youwillseeadescriptionofthenotice:
Thereisapulldownarrowbesidethenotice;clickitformoreoptions:
Asweproceedthroughthismanual,wewillcovermoreoftheseerrornotices.
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PrintingyourWorksheet
Excel2010letsyouperformallprintingactivitiesfromasinglelocationintheFile(Backstage)
menu.Toopenthisview,clickFilePrint:
Thisviewissplitintotwosections.Ontheleft,therearecommandstomodifytheprinterand
pageproperties.Infact,youmightrecognizesomeofthecommandsherefromthePageLayout
tab.Ontheright,youwillseewhatthedatawilllooklikewhenprinted,basedonthesettings
inthisview.Youcanusethearrowbuttonsonthebottomtobrowsethroughthepages,ifyour
datawontallfitononepage.
Whenyouhavemadeyourchanges,clickPrint.Wewillexploreprintingmoreinthefinallesson
ofthismanual.
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Lesson3.2:BasicExcelFeatures
Whenworkingwithspreadsheets,itisoftenthecasethatyoumustrepeatdatainalarge
numberofcells.Excelhelpsyoudothisefficientlybyautomatingsomebasicandrepetitive
tasksforyou.InthislessonwewilldiscusssomeoftheusefulExcelfeaturesconcerningdata
entry:AutoFill,AutoSum,andAutoComplete.
Inadditiontocoveringtheseautomatedfeatures,wewillalsocoverakeyconcept:howto
workwithbasicformulas.
AutoFill
IfyouuseExceltologinformationoveraperiodoftime,suchasrecordingdailysales,you
mightbedreadinghavingtotypethedaysoftheweekoverandoveragain.Thoseofyouwho
havemoreexperiencewithcomputersmightthinkofusingCopyandPaste(whichwewillcover
inthenextlesson),butthereisanotherwaytoenterrepeatingtextornumericalsequences.
TheAutoFillfeaturecanhelpyouenterrepeatedorincrementaltextandnumbersquickly.
Forexample,imaginethatyouhavetoenteralloftheyearsfrom19902010inaworksheet.
Ratherthantypingeachyearmanually,youcantakeadvantageoftheAutoFillfeaturetoenter
thedataquicklyandeasily.
InordertouseAutoFill,youneedtoestablishapattern.Inthisexample,type1990inonecell,
and1991immediatelybelow.Thenselectbothcells,likethis:
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Next,clickanddragthesmallsquaredowntheworksheetuntilthedesiredvalueisreached.
Once2010appearsbesidethemousepointer,releasethemousebuttonandExcelwill
automaticallyfillinthenumbers:
Theworksheetwillnowcontaintheyears19902010.
Thisfeaturedoesntworkjustonsingleincrementseither.YoucanhaveExceljump2,10,or
10,000numbersatatime,forwardsorbackwards,dependingonthetwoinitialvaluesyouhave
entered.
100
Notethatfornumericaldata,youhavetoselecttwoadjacentdataitems,andtheyhaveto
changeincrementallyforAutoFilltorecognizeandenterthecorrectconsecutivevalues.Ifyou
selectedonly1990anddraggeddownthecolumn,AutoFillwouldenter1990intoeverycell.
However,dependingonwhatyouwanttodo,thiscanworktoyouradvantage.
ExcelcomespreprogrammedwithsomeothercommonAutoFillsequences,includingdaysof
theweekandmonthsoftheyear.Unlikenumericalsequences,youdonthavetoentertwo
initialvalues:
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AutoSum
Mostworksheetsareusedtocalculatenumericalorfinancialdata,soExcelincludesan
AutoSumfeature.Thiscommandwillfindthesumofaroworcolumnofdata.
Tousethiscommand,clickthecellimmediatelybelow(ifsummingacolumnofdata)ortothe
immediateright(ifsummingarowofdata)ofthedatayouwanttosum.Next,clickFormulas
AutoSum:
Excelwillscanthedatainthecolumn/row.Thecolumnorrowofdatatobesummedwillbe
highlightedbyananimatedborder:
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PressEntertocompletetheAutoSumcommand:
AutoComplete
AutoCompletewillhelpyouenterdatabyautomaticallyfillinginformationinasyoutype,based
onsimilardatainadjacentcellsinthesamecolumn.Thisfeatureisenabledbydefault,andis
veryusefulifyouneedtocreatealistofnamesorifyoucommonlyenterthesametypesof
data.
Forexample,ifyoutypedAliceintoacell,pressedEnter,andthentypeda,Excelwould
automaticallyfillintheremaininglettersofAlice:
JustpressEntertoacceptthecompletion.
IfyouthentypedthenameArnoldintothesamecolumn,Excelwillnowbesetupto
AutoCompleteeitherAliceorArnold.However,youwillneedtotypethesecondletterin
orderforExceltodeterminewhichnameyouareentering:
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AutoCompletehasthepotentialtosaveyoutimewhenyoutypeinformation,butsometimesit
cangetintheway.IfyouwanttoturntheAutoCompletefeatureoff,clickFileExcelOptions
Advanced(tabontheleft)anduncheckEnableAutoCompleteforcellvalues:
ClickOKtoacceptthechange.ExcelwillnolongeruseAutoComplete.
WorkingwithBasicFormulae
Formulasaremathematicalexpressionsthatoperateoncellcontents.Whencellscontain
numericaldata,youcanperformmultiplemathematicaloperationsonthecellcontentasyour
worksheetrequires.Theresultsoftheseoperationswillbeshowninthecellthatcontainsthe
formula.Formulascanbesimple,likeaddingtwocellvalues,orquitecomplex,involving
multiplemathematicaloperations.
Formulaearealwaysprecededbyanequalssign(=).Formulaecancontaincellreferences(like
A1),numbers(like23),orevenotherfunctions(likeSUM(B2:B9)).Enteraformulabytyping
directlyintoacell,orusetheFormulaBar:
=A1+23,=d2c2,and=B10+b11/C6areallvalidformulae.Cellreferencesarenotcasesensitive.
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Ifyouincludeacellreferenceinaformula(like=B3*6),andthatcellreferenceitselfcontainsa
secondformula(like=B1+B2,storedinB3),thatsecondformula(=B1+B2)willbeevaluated
first,andtheresultwillbeusedin=B3*6.
Considerthefollowingworksheet.TocalculateSales,wemustmultiplyQuantitybyPrice:
Theformula=A2*B2willbeenteredintoC2.Notethecolorsthatoutlinethecellreferences:
Aftertheformulahasbeenentered,pressEntertocalculatethevalue:
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Youcantellifacellcontainsaformulabymakingitactive.Ifthereisaformulaintheactivecell,
itwillbeshownintheformulabar:
WeknowthatExcelcanuseAutoFillinordertofillinasinglevalueoverandoverora
sequentialvalue.AutoFillalsoworkswithaformula.Selectthecellthatcontainstheformula
youwanttouse,andclickanddragtheblacksquare:
Excelwillchangethecolumn/rowreferencesasnecessary:
Formulascancontainmultiplecellreferencesfromasingleworksheet,orevenreferencesfrom
differentworksheetsorworkbooks.However,youcancreateacircularreferenceinExcelby
referencingacellthatisdependentontheverycellthatreferencesitforaresult.
Forexample,IfA1containstheformula=10+B2,andB2containstheformula=A125,youhave
createdacircularreference.CellA1cannotberesolveduntilCellB2isresolved,andviceversa.
YouwillbewarnedifExcelfindsanysuchreferences.
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Lesson3.3:MovingyourData
Theabilitytomanipulateyourdataiscrucialwhenbuildingworksheetsandworkbooks.To
workwithyourdataefficiently,youshouldknowhowtomanipulatethedatainaworksheet.
WewillcovertheCut,CopyandPastefunctions;howtoinsertanddeletecells,rows,and
columns;howtousePasteSpecial;howtodraganddropcells;andhowtousetheUndo,Redo,
andRepeatfeatures.
Thislessoncontainsanumberofimportantfeaturesavailablewhenworkingwithspreadsheets,
sotakeyourtime.Aftercompletingthislesson,youwillhavethenecessaryskillstotakeonthe
datainawidevarietyofspreadsheets!
DraggingandDroppingCells
Dragginganddroppingcellsiseasy.First,selectacellbyclickingonit,therebymakingitthe
activecell:
Nowmoveyourmousepointeroveroneedgeoftheactivecellborder.Themousepointerwill
turnintoafourheadedarrow:
Clickanddragthecellcontentstoanewlocation.Releasethemousebuttontodropthecellin
itsnewlocation:
Youcanclickanddragmultiplecellsinthesameway:selectablockofcellsandthenclickand
dragthemaroundyourworksheetbydraggingtheborder.
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Youcandraganddropcellsprettymuchanywhereintheworksheet.Ifyoudragacellwitha
formula,theformulawillmovetotheplaceyoudropit.Ifyoudragacellthatisreferencedina
formula(asinglecell,oraselectionofcells)allformulasthatreferencethecellwillbeadjusted
toreferencethenewlocation.
Becarefulwhendragginganddroppingcellsinaworksheet.Itiseasytodraganddropcellsby
mistakewhentryingtoperformotheroperations.UsetheUndocommandtomovethingsback.
HowtoCut,Copy,andPasteCells
Tobeabletomoveyourdataeffectively,youmustknowhowtocut,copy,andpastecells.The
Cut,Copy,andPastecommandsarealmostuniversalthroughoutthecomputingworld,andare
usuallysomeofthefirstcommandsnovicecomputeruserswilluseonaregularbasis.Because
thesethreeoperationsaresocommon,weendupwithseveralwaysofdoingthesamething.
Ouradviceistolearnthekeyboardshortcuts(below)assoonasyoucan,becausethese
keyboardshortcutsareusedinnearlyeverycomputerprogram.
Cut(Ctrl+X)willremovethesourcedataandstoreitinthecomputersmemory.
Copy(Ctrl+C)willmakeacopyofthesourcedataandstoreitinthecomputers
memory,leavingthesourcedatauntouched.
Paste(Ctrl+V)willputthecutorcopieddataintoanewlocationspecifiedbytheuser.
Usually,cutitemscanbepastedonlyonceandcopieditemscanbepastedmultipletimes.
Tocutacell,rightclickthecellandselectCutfromthedropdownmenuorpressCtrl+X.To
copyacell,rightclickthecellandselectCopyorpressCtrl+C:
Eithermethodwillsurroundthecellwithaflashingborder.Youcanthenpastecut/copieddata
inoneoftwoways:byusingtherightclickmenu,orchoosingadestinationcellandpressing
Ctrl+V.
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HowtoCut,Copy,andPasteMultipleCells
Cutting,copying,andpastingworksthesamewaywithsingleormultiplecells.Theimportant
differenceisthatyoumustselectarangeofcellsfirst.Whenyouhavemadeyourselection,use
thekeyboardshortcutsorrightclickmenutoCut/Copythecells.Thecut/copieddatawillbe
surroundedbyaflashingborder:
Next,selectadestinationcellandpressCtrl+VorrightclickPaste.Thiswillbethetop
leftmostcellforthepasteddata:
Noticethesmallnotificationthatappearsbesidethepasteddata.Thisoutlinesvariouspaste
options,whichwewillexplorenext.
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UsingtheClipboard
WeknowthatCut/Copiedinformationissavedinthecomputeruntilitispasted.Theareaof
memoryusedtostoretheseitemsiscalledtheclipboard.Normally,onlyoneitematatimeis
remembered.ButOffice2010letsyouviewandstoreupto24differentitemsontheclipboard.
Toviewtheclipboardanditscontents,clickHomeClipboardoptionbutton:
ThiswillopentheClipboardTaskPaneonthelefthandsideofyourscreen:
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Anythingthathasbeencutorcopied(includingmostitemscut/copiedinsomethingotherthan
theOffice2010suiteofprograms)willbelistedhere,withthemostrecentlycut/copieditems
onthetop.Touseitemsintheclipboard,clickthepulldownarrowandselectPaste:
UsingPasteSpecial
PasteSpecialisaveryusefulExcelfeature.Youcanusethiscommandtoperformalotof
operationsthatmightbetedioustoperformusingotherExceltools.PasteSpecialdoesindeed
pastedata,butitalsoallowsyoutoperformoperationsonthedestinationcellsusingthe
pasteddata.
Considerthefollowingworksheet.ItlistsquantitiesincolumnA,pricesincolumnB,andsales
(A*B)incolumnC:
Supposethatallpricesaretoberaisedby20%.Youcanmanuallyenterthenewprices,usea
formulainanewcolumntocalculatetheprices,oryoucanusePasteSpecial.
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TousePasteSpecialinthissituation,enterthevalue1.2(thenumericalequivalentof120%)in
cellD1,thenrightclickD1andchooseCopy:
Next,selectthepricesincolumnB.RightclickontheselectedareaandchoosePasteSpecial
(ignorethePasteOptionssubmenuthatappears):
112
ThiswilldisplaythePasteSpecialdialogbox:
ThereareanumberofoptionsInthePasteSpecialdialogboxthatyoucanchoosefrom.To
increasethepricesintheselectedrangeby20%,wewanttomultiplyeachpriceintheselected
rangeby1.2.
SelecttheValuesandMultiplyradiobuttonsandthenclickOK:
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Thepriceshavenowbeenincreasedby20%,andSaleshaveincreasedaswell,takingthenew
pricesintoaccount.ThecurrencyformattingappliedtocolumnBalsoremains:
ThePasteSpecialdialogboxdefaultstopasteallsourceinformation(1.2inthisexample).Ifthe
Allradiobutton(inthePasteSpecialdialogbox)wasleftselected,thesameoperationwould
haveoccurred,butthecurrencyformattingappliedtocolumnBwouldhavebeenstripped
away:
Theendresultisstillmathematicallycorrect,butyouwouldhavetoreapplythecurrency
formatting.
Liketheregularcopyandpasteoperation,youcanusesingleormultipleitemswithPaste
Special.YoucancopyandPasteSpecialasingleitemtoasinglecell,asingleitemtomultiple
cells,andmultipleitemstomultiplecells.WithPasteSpecialyoucanchoosetoaddthecopied
value,subtractit,multiplyit,ordividebyselectingtheappropriateradiobutton.Youcanalso
choosetopasteonlyvalues,soaformulawillnotbecopiedbutitsresultwill.
DependingonwhatyouwanttodousingPasteSpecial,youmighthavetoexperimentwith
someofthevarioussettingsinthePasteSpecialdialogbox.Ifyoumakeamistake,youcanuse
theUndocommandtorevertthechangesandtrysomethingelse.WewillexploretheUndo
commandlaterinthislesson.
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InsertingandDeletingCells,Rows,andColumns
Supposeyouarebuildingaworksheetandrealizeyouforgottoincludearoworcolumnof
importantdata.Itcouldalsobethecasethataroworcolumnofdataisunnecessaryand
shouldberemoved.Ineithercase,itseasytoaddorremoverowsandcolumnsfroma
worksheet.
Toinsertacolumninaworksheet,rightclickacolumnheaderandclickInsert.Thiswilladda
newcolumninthislocationandpushallexistinginformation(includingthecolumnyouright
clicked)onecolumntotheright.
Here,wearegoingtoaddanewcolumnbetweencolumnsBandC:
Younowhaveanewemptycolumntoworkwith.
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Thisprocedureisthesameforinsertingrows.Toinsertarow,rightclickarowheaderandclick
Insert.Allofthedataintherowyouselectedasyourinsertionpoint,andthedataintherows
beneathit,willbeshifteddownonerow.Thiswillleaveanemptyrowwhereyoucanenter
newdata:
Deletingrowsandcolumnsworksinthesameway.Todeleteacolumn,rightclickthecolumn
headeryouwanttoremoveandclickDelete.Allofthedatatotherightofthecolumnwillbe
shiftedonerowtotheleft,andtheoldinformationwillbereplacedwiththedatathatwasin
thecolumntotheimmediateright.Todeletearow,rightclicktherowheaderandclickDelete.
Allofthedatabelowthecolumnwillbeshifteduponerow,andtheoldinformationwillbe
replacedwiththedatathatwasintherowdirectlybeneath.
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Toinsertacell,rightclickacellandclickInsert.TheInsertdialogboxwillappear:
Whenyouinsertacell,theexistingdatamustberelocated.SelectingShiftCellsRightwillmove
theitemintheactivecell,andalltheitemstotherightofit,onecellfurthertotheright,
leavingablankcellattheoriginallocation.Forexample,ifyouaddedanewcellatA1thedata
incellA1wouldmovetoB1,andthedatainB1wouldmovetoC1andsoon,leavingcellA1
empty.SelectingShiftCellsDownwillperformasimilaroperation,butadownwarddirection.
Forexample,ifyouinsertedacellatlocationB1,thedatainB1wouldshifttoB2,B2would
shifttoB3,andsoon,leavingB1empty.
TheEntireRoworEntireColumnoptionsallowyoutoinsertaroworacolumninthesame
mannerwejustdiscussed.
Letslookatanexample.HerewearegoingtoinsertacellatB5andshiftcellstotheright:
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AnewemptycellappearsatB5:
NoticethatcellD5,theactivecell,containsaformula.Whenyouinsertrows,columns,orcells,
Exceliscapableofadjustingmostexistingformulaeinordertoaccountforthenew
cell/row/column.
UsingUndo,Redo,andRepeat
Anyonecanmakemistakes,especiallywhencreatingacomplexworksheet.Excelprovidesa
wayofbacktrackingtorevertunintendedactions.Toundoanaction,clicktheUndobuttonon
theQuickAccessToolbarorpressCtrl+Z:
Thiswillundotheverylastactionyouperformed.IfyoucontinuetoclicktheUndobutton,the
nextmostrecentactionwillbeundone,andsoon.
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Youcanalsoclickthepulldowntoshowalistofrecentactions.Youcanclickanyselecteditem
toundoitandanyotheractionsaboveitinthelist.
Toredoanaction(orundotheUndo),youcanclicktheRedobuttonontheQuickAccess
Toolbar:
Here,youcanalsousethepulldownarrowtoselectmultipleactionstoRedo,justasyoucould
withUndo.
Incertaincases,theRedofunctionwillchangetoaRepeatcommand.Thisallowsyoutodo
repeattheactionsononecellorgroupofcellsagain.Forexample,ifyouappliedBold
formattingtosomecells,youcouldselectanothergroupofcellsandclicktheRepeatcommand
orpressCtrl+Ytorepeatthelastaction.
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Lesson3.4:SmartTagsandOptionsButtons
ExcelsSmartTagsandOptionButtonscanprovideyouwithinformationandcanperform
actionsbasedonthecontextofwhatyouarecurrentlydoingwithyourworksheet.
Inthislesson,wewilllearnwhatSmartTagsareandhowtousethem.Youwillalsolearnabout
theErroroptionbutton,theAutoFilloptionbutton,andthePasteoptionbutton,andhowthey
canmaketaskseasier.
WhatareSmartTags?
ASmartTagisatypeofcommandbuttonthatappearsinresponsetoinformationyouenterin
aworksheet.SmartTagsarecapableofrecognizingcertaintypesofdataandwillsometimes
appearbasedonthecontextofyourcurrentactions.TheSmartTagwillthenprovideamenuof
optionsrelatedtotheinformationyouareenteringortheactionyouareperforming.
Asanexample,ifyouenterthelettersMSFTinacell,Exceliscapableofrecognizingthatas
thestocksymbolfortheMicrosoftCorporation.Asmalliconwillappearbeneaththetext:
Ifyoumoveyourmousepointeroverthebutton,adropdownlistwillbecomeavailable.Click
thepulldownarrowforalistofoptions:
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ClickoneoftheSmartTagoptionsandreceiveonlineinformationaboutthiscompanywhich
youcanuseinyourworksheet.
SettingSmartTagOptions
YoucanconfigureSmartTagsbyclickingFileOptions.WhentheExcelOptionswindow
appears,selectProofingfromthepanelontheleft,andthenclicktheAutoCorrectOptions
button:
WhentheAutoCorrectdialogboxappears,clicktheSmartTagstab:
121
TomakeSmartTagsavailableinyourworksheets,checktheLabelDatawithSmartTagscheck
box.HereyoucanspecifywhichSmartTagstouse,checktheexistingworkbookforSmartTags,
anddecidehowtouseSmartTagsinyourworkbook.IfyouchangetheSmartTagsettings,click
theOKbuttontoactivatethechanges.
NotethatsometypesofSmartTagsarenotdetectedmanually;youwillhavetoopenthe
AutoCorrectdialogandclickCheckWorkbook.
TheErrorOptionButton
Excelkeepsaneyeonyourworkasyoudefineandcalculateformulae.Ifitdetectsanerrorin
yourwork,youwillbewarned.Forexample,considerthefollowingworksheet.Aformulais
beingenteredintoC2.Doyouseetheerror?
Theformuladoesnotcontainanerror,butthedatadoes.BecausecellB2hasthevalue0,the
formula=A2/B2willcauseanerror(divisionbyzeroismathematicallyundefined).Ifyoupress
Entertomovetothenextcell,youwillseethefollowingwarning:
Noticethatthereisasmallgreentriangleintheupperleftofthecell.Ifyouclickthistriangle,
youwillseetheErroroptionbutton.
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Clickthepulldownarrowforinformationonresolvingthiserror:
ThisisagoodexampleofhowSmartTagsandOptionButtonscanprovidecontextsensitive
help.Ifyoumadeanothertypeoferror(otherthandivisionbyzero),thechoicesontheoption
buttonsmenuwouldchangetoreflectthiserror.
TheAutoFillOptionButton
AfterusingAutoFilltocompletearoworcolumn,theAutoFilloptionbuttonwillappear:
Clickthepulldownarrowtoseeadditionaloptions,dependingontheAutoFillsequenceyou
havecreated:
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Forexample,ifyouuseAutoFilltocompletedates,youwillhavemorespecificoptions
available:
ThePasteOptionButton
WheneveryoupastesomethinginExcel,youwillseethisnotificationappearbesidethepasted
data:
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Clickthisnotificationtousethedifferentpasteoptions:
Asyoucansee,therearealargenumberofoptions.Letsquicklygooverthedifferentchoices:
Paste
Formulas
A1:1pasteoftheoriginaldata,whateveritmaybe.Thisisthe
defaultPasteoption.
Formulasand
Number
Formatting
KeepSource
Formatting
NoBorders
KeepSource
ColumnWidths
Transpose
Values
Valuesand
Numbering
Pastestheformulasandrecalculatesuponpasting.
Pastestheformulasandrecalculatesuponpasting,preserving
whateverformattingwasappliedtotheformulas.
Preservesallformattingfromsourcedata.
Ifthecut/copiedinformationcontainedborderformatting,the
pasteddatawouldnot.
Excelallowsyoutoadjustthewidth/heightofcolumns/rows.If
thesourcedatausedadifferentcolumnwidththanthe
destinationcell,usethisoptiontokeepthesamewidth.
Ifsourcedatawas2columnsx3rows,transposeddatawouldbe3
columnsx2rows.
Copiesonlythevaluesascalculatedbyanyformulainthesource
data.Theformulasthemselvesandsourceformattingarenot
copied.
Copiesvaluesandnumberformatting;formulasandtext
formattingarenotcopied.
Valuesand
Source
Formatting
Formatting
PasteLink
Picture
LinkedPicture
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Copiesvaluesandallformatting;formulasarenotcopied.
Pastesonlytheformattingfromthesourcedata.
Pastesalinktothesourcedata.
Excelcapturesascreenshotofthesourcedataandturnsitintoa
picture.
Pastesalinktoascreenshotofthesourcedata.
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Lesson3.5:EditingTools
Exceloffersavarietyofeditingtoolstohelpensurethatyourworksheetsareaccurate,free
fromspellingerrors,andwelldocumented.Inthislesson,wewilllearnaboutAutoCorrectand
SpellCheck,twofeaturesthatcanhelpyoufixtypingandspellingerrors.Wewillalsolearnhow
touseFindandReplace,agreattoolforfindingandfixingdatainalargeworksheet.Finally,we
willlearnhowtoaddcommentstoaworksheetinordertoclarifythedataorpostreminders.
UsingAutoCorrect
AutoCorrectcanhelpyouavoidcommonspellingmistakesandtypographicalerrorsasyou
type.ExcelkeepsalistofcommonmisspellingscalledAutoCorrectentries.Ifyoutypea
misspellingthatisintheAutoCorrectlist,Excelwillreplacethemistakewiththecorrectword
whenyoupressEnterorhitthespacebar.
AutoCorrectalsoenforcesrulessuchascapitalizingthefirstwordinasentence(suchasthis
worksheetdescribesThisworksheetdescribes),capitalizingthenamesofdays
(mondayMonday),andcorrectingtwosuccessivecapitalletters(BUdgetBudget).
TomodifyAutoCorrectoptions,clickFileOptionsProofingtabAutoCorrectOptions
button:
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WhentheAutoCorrectdialogboxappears,clicktheAutoCorrecttab.Here,youcanconfigurea
numberofAutoCorrectbehaviorsbycheckingorclearingthevariousoptions.Youcanalso
browsetoseewhatsortoftextExcelwilluseforreplacementasyoutype(suchas(c)with):
Youcanalsoaddyourownreplacementcombinationstothislistbydefiningthemusingthe
ReplaceandWithtextboxes.
UsingSpellCheck
SpellcheckisanExceleditingfeaturethatyoucanusetocheckyourworksheetsforspelling
mistakes.ItismuchmorecomprehensivethantheAutoCorrectfeature,whichisdesignedto
quicklycorrectsimple,commontypos.
IfyouhaveusedawordprocessingprogramsuchasMicrosoftOfficeWord,youknowthatthe
programiscapableofidentifyingwordsitthinksaremisspelled.Thesewordsidentifiedbya
markerofsomesort;inMicrosoftWordtheyaredefinedwitharedsquiggleunderline.
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Ontheotherhand,Exceldoesnottrackcellcontentformisspelledwords.Thisisbecause
spreadsheetsareoftenfilledwithabbreviations,acronyms,peoplesnames,andotherthings
thatarenotpartofastandardspellcheckinglibrary,soExcelsimplydoesntbothertocheck.
However,youcanstillcheckspellinginyourworksheet.
Whenyouinvokespellcheck,Excelwillcomparethewordsinyourworksheetagainstalibrary
ofcorrectspellingsforyourlanguage/dialect.Ifawordisnotfoundinthedictionary,youcan
chooseasubstitutetoreplaceitoraddtheunknownwordtothedictionarysoitwillnolonger
beaspellingerror.
Tospellcheckaworksheet,clickcellA1andthenclickReviewSpelling.Youcanalsousethe
F7keyboardshortcut:
Tospellcheckonlyaselectionofcells,selectarangeofcellsandthenclicktheSpellingbutton.
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Ineithercase,ifthespellcheckerfindsawordthatisnotinitsdictionary,youwillseethe
Spellingdialogbox:
Youcanchoosetoignorethisword,replaceitfromalistofsuggestedwords,oraddittothe
dictionarysoitwillnolongerbeinterpretedasamistake.YoucanalsoclicktheAutoCorrect
buttontoenterthemistakeandreplacementwordintotheAutoCorrectlist.
Whenthespellcheckerisfinished,itwillalertyou:
130
UsingFindandReplace
Youcansearchaselectionofcellsoraworksheetforaparticularwordornumberbyusingthe
FindandReplacefeature.ClickHomeFind&SelectorpressCtrl+F:
EitheractionwilldisplaytheFindandReplacedialogbox:
Asyoucansee,therearetwotabs,FindandReplace.WelldiscussFindfirst.
TousetheFindcommand,typewhatyouwanttofindinthetextfield(thepulldownlist
containsrecentlyusedsearchterms)andclicktheFindAllbuttonortheFindNextbutton.If
youclickFindAll,Excelwillprovidealistofcellreferencesthatcontainamatchforthesearch
term.IfyouclickFindNext,youcanjumptothenextcellthatcontainsamatchforthesearch
term.
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IfyouclicktheOptionsbutton,youhavemoreoptionstorefineyoursearch:
Youcannowchoosetosearchviaformatting,withinasheetorworkbook,byrowsorcolumns,
orbymatchingthecase,allbymakingselectionsinthecomboboxes.
IfyouclicktheReplacetab,youhavetheoptiontosearchforonethingandreplaceitwith
somethingelse.YoualsocanjumpdirectlytothistabbypressingCtrl+H:
IfanyinstancesofthesearchcriteriaenteredintheFindwhattextfieldarefound,theycan
bereplacedwithwhateveriswrittenintheReplacewithtextfield.Allyouhavetodoisclick
theReplacebuttoneachtimeExcelfindssomething.
IfyouclicktheReplaceAllbutton,Excelwillreplaceeveryinstanceofthewordornumberit
findswiththereplacementterm,withoutwaitingforyoutoclickReplaceforeachone.This
featureisusefulwhencorrectingerrorswithpropernamesorabbreviations.
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ClicktheOptionsbuttontoreplaceitemsinthesamefashionaswediscussedwiththeFindtab:
AddingComments
Sometimesitisnecessarytoincludeexplanationsfordataorformulas,especiallyifyour
spreadsheetisverycomplex.Commentsallowyoutoplaceexplanationsordefinitionswhere
everyouneedtheminyourspreadsheet.Commentsarealsousefulwheneditingorsharing
fileswithothers.Youcanleavethesevirtualstickynotesintheworkbooktoaskothersfor
clarificationortocheckthevalidityoftheworkbook.
Ifacellcontainsacomment,therewillbeasmallredtriangleintheupperrighthandcorner:
Toviewacomment,justpointtoitwithyourmouse:
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Itseasytoinsertcommentsintoyourworksheet.Justchooseacelltocommentandclick
ReviewNewCommentorrightclickthecellInsertComment:
Acommentboxwillappearwithyourprofilenameandaflashingcursor.Typewhateveryou
likeintothecomment:
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Youcanresizethecommentboxbymovingclickinganddraggingtheroundhandlesaroundthe
edgeofthebox:
Youcanchangethenametowhateveryouwantbyclickingonitandtypinganewname.You
canalsoclickinthemainbodyoftheboxandtypethecommentorexplanationthatyouneed.
Whenyouarefinished,clickoutsidethecommentbox.Thecellwillnowcontainaredtriangle
andbemarkedwithacomment:
135
Ifyoueverneedtoeditacomment,rightclickthecommentedcellandclickEditCommentor
DeleteComment.ClickingtheEditCommentoptionwillopenthecommentboxforediting,
whileclickingtheDeleteoptionwillremovethecommentandthesmallredtrianglefromthe
cell:
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1.
A.
B.
C.
D.
Whatisaworksheetlabel?
Aworksheetlabelisakindofidentifierthatdescribesthedatainyourworksheet
Aworksheetlabelisacustomcolumnorrowheading
Aworksheetlabelisoftencomposedoftext,butnumberscanbeusedaswell
Alloftheabove
2.
A.
B.
C.
D.
AnExcelworksheethasthousandsandthousandsofcells
Therearemorerowsthancolumnsinaworksheet
Therearemorecolumnsthanrowsinaworksheet
Excel2010worksheetscanholdmoredatathantheworksheetsinearlierversionsof
Excel
3.
A.
B.
C.
D.
WhenyouenteraformulainExcel,whatsignneedstobeinfront?
>
#
=
Doesnotmatter
A.
B.
C.
D.
Youcancopyandpasteselections
Youcandragindividualormultiplecells
YoucannotusePasteSpecialonmultiplecells
InExcel,copieditemsarestoredontheclipboard
A.
B.
C.
D.
AutoCorrectisusefulbecauseit
Correctsmostformulaerrors
Correctsmostlogicalerrors
Correctspoorformatting
Correctsspellingasyoutype
A.
B.
C.
D.
Arangecanbedefinedas
Asinglecell
Acollectionofadjacentcells
NeitherAnorB
BothAandB
4.
5.
6.
7.
A.
B.
C.
D.
Clearingcellcontentswill
Removedata
Removedataandcellformatting
Youcannotclearacell
Noneoftheabove
A.
B.
C.
D.
TotakeadvantageofSmartTags,youneedto:
HaveanInternetconnectionandenableSmartTagsforyourworkbooks
InstalltheSmartTagaddin
LearnhowtodevelopXML
ExcelhasnoSmartTagfunctionality
A.
B.
C.
D.
InExcel,whatisacomment?
Asectionofdescriptivetextthatwillbestoredinyourworkbook
Atoolforannotatingyourspreadsheets
Descriptionsofobscureorcomplexspreadsheetcomponents
Alloftheabove
137
8.
9.
10.
A.
B.
C.
D.
TheFindandReplacefeaturecandowhichofthefollowing?
Findawordornumberinthespreadsheet
Findeveryoccurrenceofawordornumberinaselectionofcells
Findandreplaceeveryoccurrenceofaword,number,ortextstringinaselectionof
cells
Alloftheabove
138
Section4:EditingyourWorkbook
Changethesizeofrowsorcolumns
Adjustcellalignmentandrotatetext
Createcustomnumberanddateformats
Useconditionalformatting
UsetheFormatPainter
Mergeadjacentcellstogether
UseAutoFit
Findandreplaceformatting
Addpatterns,colors,andborderstoaworksheet
Workwithstylesandthemes
Createandformatcharts
Enhancechartswithdrawingtools
Changethecharttype
Changethesourcedataforachart
Workwithchartaxesanddataseries
Saveachartstyle/layoutasatemplate
Identifyabsoluteandrelativecellreferences
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Lesson4.1:ModifyingCellsandData
Tomakethemostoutofyourworksheets,youneedtounderstandthemanywaysthatyoucan
modifycellsanddatainExcel.Inthislesson,wewilllearnaboutchangingthesizeofrowsand
columns,adjustingcellalignment,creatingcustomformats,androtatingtext.
ChangingtheSizeofRowsorColumns
Sometimesitwillbenecessarytochangethesizeofaroworcolumninordertodisplayallthe
datacontainedinthecell.Youalsomightwanttochangethesizeofaroworcolumnjustfor
thechangeinappearance.Ineithercase,changingthesizeofaroworcolumnisquiteeasy.
Tochangethesizeofacolumn,placeyourmousepointeronthelinethatdividesthecolumn
headers.Forexample,ifyouwantedtochangethesizeofcolumnB,youwouldplaceyour
mousepointeronthelineseparatingBandC.Yourmousepointerwillturnintoaverticalline
withasmallarrowoneitherside:
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Whenyouseethispointer,clickandholdtheleftmousebuttontodragthecolumnedgetothe
leftorright.Asyoudragyouwillseethesize(defaultwidthis64pixels):
NowthesizeofcolumnBhasbeenchanged.
Tochangethesizeofarow,placeyourpointeronthelineseparatingtherowheadersand
thenclickanddragupordowntomaketherowlargerorsmaller(defaultheightis20pixels):
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TherearemorecellformattingcommandsavailablebyclickingHomeFormat.Hereyoucan
haveExcelautomaticallyadjusttothenecessarydimensionsordefineaspecificdimension:
AdjustingCellAlignment
Toaligndatawithinaworksheetselectthecellorcellsyouwanttoadjustandthenusethe
commandsintheAlignmentgroupoftheHometab:
Letsgooverthedifferentgroupsofcommands:
Vertical
Alignment
Ifthereisextraspaceaboveorbelowthedataina
cell,usethesecommandstoverticallyalignthe
data.
Horizontal
Alignment
Usethesecommandstoleft,center,orrightalign
itemsinacell.
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Orientation
Usethiscommandtochangethewaytextis
writteninthecell:
Increase/Decrease
Indent
Increaseordecreasethedistancebetweencell
dataandthecellmargins.
WrapText
Merge&Center
Ifyouneedtoenteralotofdataintoacell,
stretchingthecolumnwidthtoaccommodate
everythingononelinemaybeimpractical.Usethis
commandtowrapthetexttothenextlineinside
thecell.
Thiscommandisusefulwhenmakingtitles.Select
twoormoreadjacentcellsandclickthis
command.Theadjacentcellswillmergeintoa
singlecellandthedatacontainedinsidewillbe
centeraligned:
Wewilldiscusscellmergeslaterinthismanual.
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RotatingText
Rotatedtextcanmakeyourworksheetslookbetter,improveorganization,andimprove
readability.Rotatingtextcanalsomakeviewingorprintingalargeworksheeteasierbecause
thecolumnwidthsdonothavetoaccommodatethelengthofyourtextdescriptions.
Torotatetext,firstselectthecellorrangeofcellsyouwanttorotate.
Onceyouhaveselectedacellorrange,clicktheOrientationbuttonintheAlignmentgroupon
theHometab.Selectthealignmentofyourchoice:
YoucanalsorightclickonanycellintheselectedrangeandclickonFormatCellsinthedrop
downmenu.
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RightclickingacellFormatCellsorclickingHomeOrientationFormatCellAlignment
willopentheFormatCellsdialogboxtotheAlignmenttab.Hereyouhavefinercontroloverthe
rotationofyourtext:
Youcancontrolhowthedatainthecellswillbealigned,chooseifyouwanttowrapthetextor
shrinkthedatatofitinthecell,controlthetextdirection,ormanuallyselectarotationangle.
Torotatethetextintheselectedcells,putyourmousepointeronthereddiamondinthe
orientationfield.Holdyourleftmousebuttondownanddragthediamondtothedegreethat
youneed.
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Forexample,ifyouwantthetexttobe45degreesfromthehorizontalposition,dragthered
diamonduntilyousee45intheDegreestextbox.Youcanalsotypeavalueorusethesmall
up/downarrowstoadjustthevalue.Whenyouhavemadeyourselections,clickOK:
Hereswhatthetextwilllooklike:
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CreatingCustomNumberandDateFormats
Excelprovidesavarietyofnumberanddateformatsforyoutoworkwith,butitmaybethe
casethatyourequiresomethingdifferent.Youcancreateyourowncustomnumberanddate
formatsinordertopresentyourdataexactlyasyouwish.Excelsdefaultnumberformatsare
visibleintheNumbergroupoftheHometab:
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Tocreateacustomnumberformat,selectthecellorcellsthatcontainnumbersyouwantto
formatandopentheFormatCellsdialogbox.RightclickthecellandclickFormatCellsorclick
theoptionbuttonintheFont,Alignment,orNumbergroupsontheHometab.Whenthedialog
appears,clicktheNumbertab:
YoucanseethenumberyouareformattingintheSampleareaofthebox.
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Tocreateacustomformat,selectCustomfromthebottomoftheCategorylist.Youwillseea
textwindowcontainingalistofsymbolicformattingcodesintheTypelist.Ifyouclickona
symbolicformattingcode,youwillseewhatyournumberwilllooklikewiththisformatting.
Thiswillbethestartingpointforyourcustomformat:
Forexample,letssaythatyouwanttoformatyournumbersotherearetwoplacesafterthe
decimal,andadollarsignattherightsideofthenumber.Toachievethis,clickthe#,##0.00
formatcodefromthelist,andlookatyournumberinthesamplefield.Nowadda$directlyto
therightsideoftheformatcodebeneaththeTypeheading.
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Theformatcodeforyourcustomnumberformatwillbesavedatthebottomoftheformat
codelistintheFormatcellsdialogbox.ClickOKtoformatthecellorrangeofcellswiththisnew
customformat:
Hereisthenewcustomnumberformatappliedtothecell.Noticethedifferencebetweenthe
valueintheFormulaBarandwhatisdisplayedintheactivecell:
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Lesson4.2:CellFormatting
Whenitcomestothequalityandclarityofaworkbook,layoutandappearancebothplaymajor
roles.Excelfeaturesanumberofformattingfeaturesatyourdisposal,lettingyoucreate
practicalworksheetswithaprofessionallookandfeel.Thislessondealswithsomeofthecell
formattingtoolsthatcanhelpyoupresentyourdatainapolishedandmeaningfulway.Inthis
lesson,wewillcoverconditionalformattingandtheFormatPainter.Wewillalsolearnabout
cellmerging,AutoFit,andFindandReplaceFormatting.
ConditionalFormatting
Excelallowsyoutoformatdatabasedonthevaluesthedataassumesatanygiventime.Thisis
calledconditionalformattingandmakescertaintypesofworksheetseasiertoread.Itisuseful
forworksheetsthatshowfinancialfigures(black=positive,red=negative),testresults(results
changecolorbasedontheirvalue),oranytimeyouwanttohighlightthedatathatfallswithina
certainvalue.
Touseconditionalformatting,selectarangeofdatathatyouwanttoformatwithconditional
formatting:
NowclickHomeConditionalFormatting:
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Here,wehaveaddedsomedatabars.Thesebarscolorthebackgroundofthecellbasedonthe
valueofonecellcomparedtotheothersintherange:
Asyoucansee,thelargestnumberis3500andthesmallestis1.Eachnumberinbetweenthose
valueswillbeshadedaccordingly.Theamountofshadingismaintainedataconstantratio,no
matterhowthecellsaremodified:
ThereareseveraloptionsavailableviatheConditionalFormattingcommand.Letsgooverthe
basicsofeachoption:
Conditionalformattingworksusinglogicalrules.Noticethecommandsatthebottomofthis
menuwhereyoucandefineyourownrulesforconditionalformatting,cleartherulescurrently
inuse,andmanageexistingrules(edit/delete).
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Theformattingoptionsare:
HighlightCellsRules
Thiswillhighlightcellsthataregreaterthan,lessthan,between,or
equaltospecifiedvalues:
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Top/BottomRules
Thisoptionwillallowyoutohighlightthetoporbottomnumbersor
percentagesintheselectedcells:
DataBars
Willdisplaycoloredbarsthatareindicativeofthevalueinthecell.The
morethecellisfilledin,thehigheritsvaluecomparedtotheothercells
intherange:
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ColorScales
Willusedifferentshadesofcolortorepresentdifferentvalues,fromlow
tohigh:
IconSets
Willusesetsofsimilariconsthatwillvisuallyindicateacellsvalue:
Noticethatatthebottomofeachsubmenuthereisacommandtochooseadditionalrulesin
thiscategory.
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Youcanapplymultipleconditionalformattingrulestoagroupofcellsbysimplyreselectingthe
groupandapplyinganothercondition.Here,wehaveaddedaniconsettothedatathatalready
containsdatabars:
Redarrowsarelowvalues,descendingyellowmeanslowrange,ascendingyellowmeanshigh
range,andgreenarrowsindicatehighvalues.
IfyouclicktheNewRuleoptionnearthebottomoftheConditionalFormattingsubmenu,the
NewFormattingRuledialogboxwillappear:
Inthisdialogboxyoucanconfiguremorepreciseandspecificconditionalformattingrules.
Selectoneofthesixruletypesatthetop,andthenmodifythedetailsofhowtherulewillwork
atthebottom.Thedetailsforeachruletypearedifferent.
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Letsbrieflygoovereachruleoption:
Formatallcells
basedontheir
values
Applyformattingbasedonnumericalvalues.Clickthe
valueorvaluesdirectlyfromthespreadsheet.
icontoselecta
Formatonly
cellsthat
contain
Applyformattingtovaluesbetweenahighandlowvalue.ClicktheFormat
buttontodefinethecellformatting.
Formatonly
toporbottom
rankedvalues
Applyformattingtothetoporbottomportionoftheselectedrange.Click
theFormatbuttontodefinethecellformatting.
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Formatonly
Applyformattingtoallvaluesthatareaboveorbelowtheaverageforthe
valuesthatare selectedrange.ClicktheFormatbuttontodefinethecellformatting.
aboveorbelow
average
Formatonly
uniqueor
duplicate
values
Applyformattingtoallduplicateoruniquevaluesintheselectedrange.
ClicktheFormatbuttontodefinethecellformatting.
Useaformula
todetermine
whichcellsto
format
Applyformattingtoallcellsintheselectedrangethatsatisfytheequation.
ClicktheFormatbuttontodefinethecellformatting.
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Ifyouwanttoremoveconditionalformattingrules,clickConditionalFormattingClearRules
andthenselectwhattoclear:.
TheManageRulesoptionwillallowyoutodelete,edit,oraddnewconditionalformattingrules.
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TheFormatPainter
TheFormatPainterisaveryusefulfeaturethathelpsyousavetimeformatting.Withthe
FormatPainter,youcancopyjusttheformattingfromonecellandapplyittoothersinyour
worksheet.Thisisusefulifyoudidntcreatetheworksheetanddonthavethetimeto
duplicatetheformatting.
TousetheFormatPainter,selectacellandthenclickHomeFormatPainter:
Thecellthatyouselectedwillbeenhancedwithaflashingdarkandlightborderandyour
mousepointerwillturnintoathickcrosswithapaintbrushbesideit.Whenthishappens,any
cellorrangeyouselectwiththecrossandpaintbrushpointerwillassumetheformattingofthe
cellthatyouselected.Inotherwords,youpaintyourselectionwiththeformattingfromthe
originalcell.
LetssayyouhaveformattedtheMonthcellacertainway,andwenowwanttocopythat
formattotheSalescell:
ClickFormatPainteroncetoapplythecopiedformattingonce.DoubleclickFormatPainterto
applythecopiedformattingmultipletimes.Onceyouhavefinishedapplyingformatting
multipletimes,clickFormatPainteroncemoretodeactivatethecommand.
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CellMergingandAutoFit
CellMergingisafeaturethathelpsyouchangethephysicallayoutofaworksheet.
Occasionally,youmayneedalongcellforaheading,oryoumayneedtoresizeyourcolumnsor
rowssothatlongitemscanbedisplayed.Ifyouneedtoputsometextoravalueintoacellbut
donthavetheavailablespacetoresizetheroworcolumn,youcanusethemergecommand.
Thiscommandallowsyoutoselectagroupofcells,eitheracrossarowordownacolumn,and
combinethemtoformonebigcell.
Todothis,selectagroupofadjacentcellsandclicktheMerge&CentercommandintheHome
tab:
Here,thetitleisenteredintoA1,butspillsoverintoB1andC1.IfyouselectA1:D1andclickthe
Merge&Centercommand,youcanturnthis:
Intothis:
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A1:D1hasbeenmergedintoonebigcellandisreferencedasA1.CellsB1:D1dotechnicallystill
exist(youcanreferencetheminaformula),butyoucanteasilyaccessthedatabecauseitis
behindA1.Toavoidconfusion,werecommendyouassumethatcellsbehindamergedcellare
inaccessible.
Ifnumericaldatainacellistoolargefortheavailablespace,youmightseeastringofnumber
signs(########).Thismeansthatthedataisstillthereandusable,butistoowidetobe
displayedproperly.Ifyouhavetheroomtoexpandtheroworcolumnsize,useAutoFit.
AutoFitistheeasiestwaytochangeroworcolumndimensionsinordertofitthecontents.Just
doubleclickthedividerbetweenadjacentcolumnsorrows.Excelwillautomaticallysizethe
columnstofitthewidestthinginacolumnorthehighestthinginarow.Here,thetextinB1is
toowidetobeseenatonce.DoubleclickthelinebetweentheBandCcolumnheadersand
ExcelwillautomaticallywidencolumnBtofitthecontents:
FindandReplaceFormatting
YoucanusetheFindandReplacecommandtosearchyourworkbookforaspecifictermand
replaceitwithsomethingelse.FindandReplacealsoletsyousearchforandreplacecertain
typesofformatting.Thisfeatureisidealforreplacingaformattingstylethatisscattered
throughoutaspreadsheet.TouseFindandReplacewithformatting,clickHomeFind&
Select.WhentheFindandReplacedialogboxappears,clicktheReplacetab.
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ClicktheOptionsbuttontodisplaytheoptionsforformatting.Then,clicktheFormatbutton
andclickFormat:
HereyoucanselectaNumberformatfromthecategorylistandthenspecifythedetailsofthe
formatusingtheothertabsacrossthetopofthedialog.ClickOKtoproceed:
YoucanalsochooseaformatfromacellbyclickingtheChooseFormatFromCellbutton.
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IfyouclickChooseFormatFromCell,youwillseeathickcrossmousepointerwithaneye
dropperbesideit.Clickacellwithformattingthatcontainsformattingwanttofind,andthe
FindandReplacedialogboxwillbedisplayedagain.Next,makesurethattheReplacetabon
thedialogboxisselectedtoshowtheoptionsforchoosingareplacementformat.Youcan
chooseareplacementformatinthesamewaythatyouchoseaformattofind:
Inthesecondhalfofthedialog,thereareoptionsinthelistboxestosearchworksheets,
workbooks,andformulas.Onceyouroptionsareset,clickReplacetoreplacetheunwanted
formatonecellatatime,orclickReplaceAlltoperformallofthereplacementsatonce.
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Lesson4.3:EnhancingaWorksheetsAppearance
Upuntilnow,wehavebeendealingwithformattingindividualvaluesorrangesofcells.Inthis
lesson,wewilllearnhowtofurtherenhanceaworksheetsappearancebyapplyingcolors,
patterns,borders,andfilleffects.Wewillalsolearnwhatstylesareandhowtousethem,and
howtorollalloftheseconceptstogetherbyusingatheme.
AddingPatternsandColors
Afewcolorshereandtherewillreallyhelpenhancethelookandfeelofyourworksheet.For
example,addingafewbrightcolorstoheadingsorsubtotals/totalswillmaketheworksheet
easiertoreadanddrawthereaderseyetowhatisimportant.
Toaddcolorstoaworksheet,selecttherangeofcellswhereyouwanttoaddcolor.Hereisa
worksheetthathashadsometextformatting.Itisnttoohardtoread,sincetheheadingsand
totalshavebeenturnedbold.Letsaddsomecolortothetotalsatthebottomofthesheet:
165
ClickHomeFillColorarrowandmoveyourmouseoverthedifferentcolors.Youcanchoose
shadesofcolorsfromthethemeyouarecurrentlyusingoryoucanchoosefromaselectionof
standardcolors.Clickacolortoapplyittoyourselection:
166
Youcanaddpatternsaswellascolorstoaselectionofcells.Todothis,selectarangeofcells,
thenrightclickFormatCells:
167
WhentheFormatCellsdialogboxappears,clicktheFilltab,selectacolor,andchooseapattern
fromthePatternStylecombobox.Youcanseewhatthepatternwilllooklikeinthesamplebar
atthebottomofthedialog:
Asyoucansee,justonecolorandapatternisenoughtotellyouexactlywhattheworksheetis
about(Budget)andwhichnumbersareimportant(thetotalsatthebottom):
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AddingBorders
Borderscanhelptodistinguishselecteddatawithinaworksheet,orgiveaworksheetamore
polishedoverallappearance.Althoughthegridlinesdividingrowsandcolumnareturnedonso
youcanseetheminyourworksheet,theyarenotprinted.
Toaddabordertoyourworksheet,selectarangeofdataandclickthepulldownarrownextto
HomeBorders.Selecttypeofborderyouwishtoapplytotherange(includingnoborder),
andtheborderswillbeadded:
WhicheveroptionyouchoosewillbeavailablebyclickingtheBordercommandagain.For
example,bydefault,theBordercommandissettodisplaybottomborders:
IfyouclickedthepulldownarrowandselectedAllBorders,theAllBordersoptionwould
replacethebottomborderonthecommanditself:
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IfyouclickMoreBordersatthebottomofthedropdownmenu,thiswilldisplaytheFormat
CellsdialogboxBordertab.Hereyoucancustomizeaborderbychoosinglinethicknessand
thelinepositioninandaroundthecell.Whenyouarefinishedbuildingacustomborder,click
OKtoimplementitontheselectedcells:
WorkingwithStyles
Astyleisasetofformattingoptionsthatcanbegivenaname,saved,andappliedtoacellora
rangeofcells.Youcancreateastyleormodifyanexistingstyletobuildtheformattingoptions
youneedforyourworksheets.Excelprovidesalargemenuofpresetstylesthatyoucanchoose
toapplytoyourcells.
170
Touseapresetstyle,selectacellorrangeofcellsandchooseastylebyclickingHomeCell
Styles:
Clickastyletoapplytheformatting:
171
Toremoveappliedstylesfromacellrange,selectthestylescellsandclickCellStyles
Normal.Thiswillremovetheformattingbyreapplyingbasicblackandwhiteformatting:
Tocreateyourownstyle,enterdatainacellandapplythevariouseffectsthatyouneed(such
asfontcolor,fillcolor,fontsize,bold,italic,etc.).Here,wehaveenteredthewordHello,and
selectedbold,afontsizeof14,awhitefontcolor,andashadeofpurpleforthecellcolor:
Next,selectthecellandclickCellStylesNewCellStyle:
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ThiswillopentheStyledialogbox.IfyougivethestyleanameandthenclickOK,the
formattingyouaddedtotheselectedcellwillbesavedasastyle.IfyouclicktheFormatbutton,
youwilldisplaytheFormatCellsdialogbox.Thiswillallowyoutoaddprettymuchanykindof
formattingyouwanttothenewstyle.Youcanalsoselectordeselectelementstoincludein
yourstylewiththevariouscheckboxes.Whenyouhaveconfirmedthestyleelementstouse,
givethestyleanameandclickOK:
ThenewcustomstylewillbelistedatthetopoftheCellStylescommand:
173
Stylesaresavedwiththeworkbooktheyarecreatedin.Ifyouwanttouseastylefromanother
workbook,theMergeStylescommandwillallowyoutoimportthestylesyouneed.Todothis,
youmusthavetwoworkbooksopen:onethatcontainsstylesyouwanttouse(source)andone
whereyouwanttousethestyles(destination).SwitchtothedestinationworkbookandCell
StylesMergeStyles:
(Wewilldiscussmoreaboutworkingwithmultipleworkbookslaterinthismanual.)
TheMergeStylesdialogwillopen.SelecttheworkbookwiththestyleyouwantandclickOK:
Excelwillcopyallofthestylesfromthesourceworkbookintothedestinationworkbook.If
therearestylesinbothworkbooksthathavematchingnames,youwillbeaskedifyouwantto
mergestyles.
174
WorkingwithThemes
Asyouknow,Exceloffersawiderangeofcustomizationoptionstochangethelookandfeelof
yourworksheet.Alloftheeffectswehavedealtwithinthislessoncanbecollectedtogether
intoasingletheme.Themesallowyoutoapplycoordinatingfont,colors,effects,styles,and
othertypesofformattingatonce.
Tomakethebestuseofthemes,youshouldfirstapplystylestoyourdata.Considerthe
followingchartofinformation:
Allinformationhasbeencorrectlylabeledandthetotalsareinplace.
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UsinganumberofstylesfromtheCellStylescommand,wehaveformattedtheworksheetto
looklikethis:
ThesestyleswereappliedusingthestandardOfficethemeusedbyallnewworkbooks.Youcan
viewthecurrentthemebyclickingPageLayoutThemes:
176
Ifyoumoveyourmouseoverthedifferentthemes,youwillseethecurrentstylesinyour
worksheetchangedependingonthetheme.Forexample,hereistheworksheetusingthe
Equitytheme:
ThemesareprepackagedwithExcel,butaswithjustabouteverythingelse,theyarefully
customizable.Youcanchangethecolorscheme,fonts,andeffectsforathemebyclickingand
browsingthroughtheothercommandsintheThemesgroup.Youcanpickacolorschemefrom
oneoftheotherthemesaswellasthefonts:
177
IfyouclicktheEffectscommand,youcanchangethewayobjectssuchasWordArt,SmartArt,
anddiagramslook,asbasedonanothertheme:
Keepinmindthatchangestothemesareappliedtoallworksheetsinaworkbook.Youcant
applyindividualthemestoeachworksheet.
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Lesson4.4:WorkingwithCharts,Part1
WehavecertainlycomealongwayinourexplorationofExcel!Inthefinaltwolessonsofthis
section,wewillexplorethelastmajorcomponenttohelpyoucompleteyourworkbookhow
tocreateandmodifycharts.Aftercompletingthesetwolessons,youarewellonyourwayto
beingabletocreatefunctionalandattractiveworksheetsworthyofanyquarterlyreportor
boardroommeeting!
Ifyoulookatalargetableoffigures,itcanbeveryhardtofigureoutwhatishappeningwith
thedata.Conditionalformattingwillhelp,butsometimesapicturereallyisworthathousand
words.Excelfeaturespowerfulchartingtoolstohelpyoucreateamoremeaningful
representationofyourdata.Inthislesson,wewilllearnhowtocreate,format,andmanipulate
achart.
CreatingaChart
Office2007featuredanumberofinterfaceimprovementsthatweredesignedtohelpyouget
morethingsdonequickly.Office2010continueswiththisnewstyleofinterface.Theribbon
interfacewithbright,colorfuliconswasastepawayfromtraditionalmenusandsubmenus.The
interfacechangeswerentnecessarilylovedbyall,buttheydidmakealotofOfficesfeatures
moreaccessibletonewusers.
OneofthemajorchangesinExcel2007wasthewaythatchartswerecreatedandhandled.
Excel2010usesthesesamechanges.Insteadofgoingthroughachartwizard(aseriesofdialogs
thatletyouchooseoptions),aprofessionallookingchartcanbecreatedinjustafewclicks.The
mainchartingtoolsarefoundontheInserttab:
Beforeyoucreateachart,considerthetypeofchartthatyourequire.Piechartsandbarcharts
aregoodforshowingcomparisons.Linegraphscanbeusefulforshowingtrendsandplotting
relationshipsbetweenvariables.Excelcanproducethreedimensionalchartsaswellwhichmay
notbebestforaninternalreport,butwouldbegreatforaWebsiteorpromotionalliterature.
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Tocreateachart,selectthedatathatyouwanttouseinthechart.Thisdatashouldinclude
someidentifierssuchastherowheadingsshownhere.ThisissoExcelknowshowtoidentify
thedata.
NowclickInsertPietoviewalistofpossiblepiecharts.Forthisexample,wewillchoosethe
exploded3Dpiechart:
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Thisactioncreatesanexploded3Dchartinthespreadsheet,showingcomparativeslicesfor
thesalesperregion.Notethatthedatathatwasusedtocreatethecharthasbeenhighlighted
intheworksheet:
StylingChartswiththeDesignTab
Onceacharthasbeencreated,itsnotsetinstoneyoucanmodifyeverythingrelatedtothe
chart,includingsize,color,layout,visualeffects,3Deffects,charttype,andeventhedatathat
wasusedtomakethechartinthefirstplace.Inordertoworkwithachart,clicktheborder
surroundingthechart.DoingsowillopenafeatureofExcelwehaventexploredindetailyet
calledcontextualtabs:
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Contextualtabsappearwhenyouareworkingwithcertainobjects(i.e.,youareworkingin
contextwiththem).TherearethreeChartToolstabs:Design,Layout,andFormat.Thesethree
tabsareonlyavailablewhenyouareworkingwithachart.Ifyouweretoclickelsewhereinthe
worksheet(deselectthechart),thesetabswoulddisappear.Clickanywhereinthechartagain
tobringthemback.
LetsgooverthegroupsintheDesigntab:
Type
Usethesecommandstochangethetypeofchartorsavethecurrentchart
designasatemplateforfuturecharts:
Data
UsethecommandsintheDatagrouptoreversetheitemsontheXandY
axes.(Notethatthiscommandmightmakethechartnonsensical.)Youcan
alsoredefinethecellrangethatprovidessourcedataforthechart:
ChartLayouts
Toquicklyaddanewlayoutstyletoyourchart,includingthe
addition/removaloftitles,alegend,orotherfeatures,usethese
commands.Clickthepulldownarrowinthelowerrighthandcornerto
selectalayout:
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ChartStyles
Excelfeaturesanumberofcolorful,preformattedchartstyles.Pickone
fromthelisttoaddaninstantsplashofcolortothechart.Clickthepull
downarrowinthelowerrighthandcornertochoosefromanumberof
chartstyles:
Location
ClickthiscommandtoopentheMoveChartdialogbox.Here,youcan
movethecharttoeitheranewworksheetintheworkbook,ormovethe
chartasanembeddedobject:
Mode
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Thiscommandallowsyoutoswitchachart/allchartsbetweenDraftMode
andNormalMode.Bydefault,everychartisdisplayedinNormalMode.
Thismeansthatspecialeffectsinthechart(shading,antialiasing,some3D
effects)areturnedon.DraftModeturnstheseeffectsoff,whichmakes
complexchartsandgraphseasiertorenderonslowercomputers.
Itisunlikelyyouwilleverhaveaproblemwithrenderingperformancein
Excel.Butifyoudonoticesignificantcomputerslowdown(meaning
performanceseemssluggishduetoaverylargeworksheet),itcouldbe
duetoExcelrenderingaverycomplexchartorgraph.TurnonDraftMode
togainsomeperformance,andturnNormalModeonwhenprinting.
Bynowyouwillhavenoticedthatyoucancustomizejustaboutanythingtomakeitlookthe
wayyouwant,andchartsarenodifferent.Overthenextfewpages,welllookathowto
customizethedifferentchartelements.
184
Eachelementofthechartcanbeformattedusingthecontextualtabsorbyusingtherightclick
menu.Forexample,rightclickthechartlegendandchooseFormatLegend.
AboxwillappeararoundthelegendandtheFormatLegenddialogboxwillappear:
185
Therearelotsofoptionsavailabletomodifyjustthelegend.Infact,eachelementyoucan
rightclickinacharthasformattingoptionsthatareverysimilartotheonesshownhere,so
letsgooverthemaincategories:
LegendOptions
Choosethelegendpositionrelativetotheoutsidechartborder:
Fill
Selectfromanumberofcoloringoptionsforthelegend.These
optionswouldhelpseparatethelegendfromtherestofthechart:
BorderColor
Helpvisuallyseparatethelegendfromtherestofthechartwith
theseoptions:
186
BorderStyles
Givethelegendaborderwiththeseoptions.Ifyourorganization
usesaconsistentborderstylewithletterheads,businesscards,etc.,
youcouldduplicatethesamelookhere:
Shadow
Apply3Dshadingeffectswiththeseoptions.Thismighthelpmakea
3Dchartlookevenmorevibrant:
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GlowandSoftEdges
Furtherenhancethelookofyourlegendbygivingitaglowing
border.Thiswouldbeusefulifyourcharthadadarkbackground:
Tryrightclickingthedifferentobjectsinthechart.Forexample,ifyourightclickoneofthe
explodedpieslices,youcanmodifyhowthisandtheothersliceswilllook.Youcanalsoright
clicktheareajustbesidethevisualchartcomponents(thisistheplotarea)andchangea
numberofsettings,including3Dformatsandrotation.
Finally,ifyourightclicktheblankwhiteareaofthechart(aroundthesalesheadingandlegend)
andthenselectFormatChartAreafromthepopupmenu,youwilldisplaytheFormatChart
Areadialogbox.Thisboxoffersthesamesortofformattingcommandsavailablebyright
clickingotherobjects.
ModifyingChartswiththeLayoutTab
WeknowthatwhenachartiscreatedinExcel,threecontextualtabswillappear.TheDesign
Tabisusefulforquicklychangingthelookofthechart.LetsmoveontolookattheLayouttab.
Thistabletsyoucontroltheitemsthatareincludedinthechart,includinglabels,axes,and
backgrounds.
ThemostimportantsectionsoftheLayouttab(intermsofcharts)aretheLabelsgroup,the
Axesgroup,theBackgroundgroup,andtheAnalysisgroup.
188
First,letstakealookatthecommandsavailablehere:
Toseehowthesetoolswork,takethefollowingExcelchartasanexample.
189
Clickthecharttoselectit,andthenclicktheChartToolsLayouttab.Letsgooverthegroups
inthistab:
Current
Selection
Wesawearlierthatyoucanclickthevariouselementsinacharttoselect
them.Ifyouclickthecomboboxinthisgroup,youcanbespecificand
pickfromallthevariouschartelements.YoucanthenclickFormat
Selectiontoopentheappropriatedialogboxfortheselection,orclick
ResettoMatchStyleinordertokeepallchartelementsconsistent:
Insert
Usethesecommandstoinsertapicture(likeacompanylogo),selectfrom
awiderangeofshapes(tohighlightimportantdata),oraddatextbox
(forextrachartinformation):
Labels
Thesecommandsletyoulabeleachelementofyourchart.Clicka
commandandpickatypeoflabelforthatcategory:
Axes
Withthesecommands,youcanlabeltheaxesofyourchartandadd
gridlinestobetterdefineyourdata:
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Background
Youcanadddifferentmarkingstothebackgroundofyourchart,
dependingonthetypeofchart.Thesemarkingswouldmakeiteasierfor
someonetoreadthechartdata,particularlyonalargechart:
Analysis
Thesecommandsareveryusefulforcalculatingtrendsandpatternsin
yourdataandprovidingstatisticaldata.Trendlinesshowthingslike
averagesfromthedata.LinesshowitemssuchasDropLinesorHigh/Low
lines.Up/DownBarsshowthegrowth/shrinkofaseriesofdata.Error
Barsshowitemssuchasstandarderrorandstandarddeviation.
Properties
Givethechartaname.Thisisusefulifyouaredealingwithmultiple
chartsinasingleworkbook:
Letsaddsomeitemstothesamplechart,startingwithatitle:
Thetitlewillappearabovethedata.Clickinthetitleandgivethechartameaningfulname:
NowletsaddashapetohighlighttherecordsalesintheSouth:
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192
Oncetheshapeisselected,clickanddraginthecharttoplacetheshape:
Thenewshapeopensanothercontextualtab,DrawingToolsFormat.Thistabappears
wheneveryouhaveinsertedashapeordrawing.ClicktheTextBoxcommand,clickanddragan
areainsidetheshape,andtypeRecord!tocelebratethesales:
ClickonachartitemagaintobringbacktheChartToolscontextualtabs.
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Finally,letsaddsomeerrorbarstoseethestandarderrorforthischart:
DependingontheelementyouaddfromtheLayouttab,thechartwillautomaticallyadjust
itselfinordertomakeeverythingfitwithintheboundariesofthechart:
Asyoucansee,itisveryeasytoaddadditionalinformationandlabelingtoyourcharts.
However,thereissuchathingastoomuchinformation!Dontloadupyourchartwithsomuch
detailthatpeoplewontbeabletoreadit.Ifyoudoneedtoaddalotofextradetail,we
suggestyoumakeadditionalchartsbasedonthesamedata,andthenaddgroupsoflikechart
enhancementstogether.Lastly,dontforgetabouttheUndocommand!Ifthechartelement
youhaveaddediswrongordoesntmakesense,justundotheactionandtrysomethingelse.
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AdditionalStylingwiththeFormatTab
ThereareafewmorestylingcommandsavailableintheChartToolsFormattab:
Current
Selection
Usethisgrouptoselectindividualelementsofyourchartandperform
actionsonthem:
ShapeStyles
Dependingontheobjectthatisselected,youcanmodifythebordercolor
andstyle,thefill(background)color,andadd3D/specialeffectstothe
element.Clickthepulldownarrowtoseeanumberofdifferentstyles:
ClicktheoptionbuttontoopentheFormatChartAreadialogbox.This
givesyoufinercontroloverthechartareafillcolor,bordercolorand
style,3Dandspecialeffects,size,etc.
WordArtStyles
WordArtisatypeofstylizedtextthatisgreatfortitlesorheadings.
Choosefromanumberofstylishandtexturedtexteffectsusingthepull
downarrowbesidethestyles.Youcanalsoselectthefontandoutline
colorandaddadditionaltexteffects:
ClicktheoptionbuttontoopentheFormatTextEffectsdialogbox.As
youmighthaveguessed,thisdialoggivesyoufinercontroloverthecolor,
fill,style,etc.relatingtotheWordArt.
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Arrange
TheArrangegroupletsyouworkwiththephysicalobjectsinthechart
area.Usethesecommandstodecidehowobjectsinthechartwillbe
positioned.
Ifobjectsoverlap,youcandecidewhichisontopoftheotherusingthe
BringForward/SendBackwardcommands.TheSelectionPaneletsyou
selectwhichobjecttoworkwithinaworksheet(likemultiplecharts).Line
itemsinthechartupwiththeAligncommand.YoucanGroupseveral
objectstogetherasone,makingthemeasiertowork.Finally,youcan
Rotateobjectsinthechartifyouneedto.
Size
Adjustthewidth/heightofthecurrentchartorchartobjectusingthese
commands:
ClicktheoptionbuttontoopentheFormatChartAreadialogboxtothe
Sizetab.Asyouhaveprobablyguessed,therearemoredetailedsize
commandsavailablehereincludingscalingandresettools.
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ManipulatingaChart
Thechartissurroundedbyaborder.Ifyoumovetotheedgeofachartborder,yourcursorwill
turnintoafourheadedarrow.Clickanddraganedgetophysicallymovethechartaroundthe
worksheet.Clickanddragacornertomakethechartlargerorsmaller:
Youcanalsoclickonindividualelementswithinthechart,suchasindividualelementsofthe
chartitselforthelegend.Forexample,youcanclickanddragindividualelementsofan
explodedpiechartanddragthemtowardsorawayfromthecollectivecenterofthechart:
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Ifyouwanttomakeachartanobjectinanotherworksheetormovethecharttoasheetofits
own,clickChartToolsDesignMoveChart.YoucanalsorightclickthechartMoveChart:
ThiswilldisplaytheMoveChartdialogbox.
198
IfyouclickNewsheet,givethechartanothernameifyoulikeandclickOK.Thiswillmovethe
charttoasheetallbyitself,identifiedbytheworksheettabs:
IfyouclickObjectin,selectaworksheetandclickOK.Acopyofthechartwillbeembeddedas
anobjectintotheworksheet.
Finally,toremoveachartfromyourworksheet,clickinthechartarea,andpresstheBackspace
orDeletekeyonyourkeyboard.
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Lesson4.5:WorkingwithCharts,Part2
Inthelastlesson,weexploredhowtocreateandmodifythevisuallookofachart.Inthis
lesson,wewillexplorethebackgroundmanipulationofchartsincludinghowtoapplyanew
charttypeandchangethesourcedata.Wewillalsolearnhowtocreatecharttemplatesand
howtoworkwiththechartaxesanddataseries.
ChangingtheTypeofChart
Tochangethecharttype,clickthechartandthenclickChartToolsDesignChangeChart
Type.
ThiswilldisplaytheChangeChartTypedialogboxandhighlightthecurrentcharttype:
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Withthisbox,youcanselectanewcharttypefromthelistontheleftandthenchooseachart
style.ClickOKtocontinue:
Additionalcommandsinthisdialogincludetheabilitytomanagecharttemplates(whichwewill
discussinamoment)andchoosingtomakeacertaincharttypethedefault.
Notethatnotallcharttypeswilldojusticetoyourdata.Infact,somecharttypesjustwont
makeanysenseatall!Youmayneedtoexperimentwithsomedifferentchartformatsinorder
tofindonethatmakessense.Rememberthatchangingthecharttypedoesnotaffectthe
sourcedata,sofeelfreetoswitchcharttypesuntilyougetitright.
ChangingtheSourceData
Aswehavejustseen,Excelmakesiteasytochangethecharttypeforyourdataset.Excelalso
makesiteasytochangethesourcedataforyourchartwhileretainingtheoriginalcharttype.
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Intheexamplebelow,thepiechartisbasedonsalesdataperregion:
Ifyouwantedtodepictexpensesperregion,youwouldhavetochangethesourcedataofthe
chartfromthesalesdata(B2:B5),totheexpensesdata(D2:D5).Todothis,rightclickthechart
andclickSelectData:
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ThiswilldisplaytheSelectDataSourcedialogbox:
Atthetopofthedialogbox,theChartdatarangefieldshowstherangeofcellsthatserveasthe
currentchartdata:cellsA1:D5.(Asyoucansee,therangeincludesdollarsigns.Wewillexplore
whatthesedollarsignsmeanlater;fornow,justignorethem.)
Tochangethedatasource,useyourmousetoselectthenewdatarangefromthespreadsheet
(D2:D5).YouwillseethenewrangeenteredintotheChartdatarangefield.Thechartitselfwill
alsochange:
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Ifyouaddedcustomelementssuchasacharttitle,youmayhavetochangethetitleifyou
changedthesourcedata.Otherwise,Exceltakescareofallotherupdatesandyourchartis
readytogo.
WorkingwiththeChartAxesandDataSeries
Inatypicalchart,theaxesarethehorizontalandverticalscales.Basically,dataischartedwith
respecttoitsnumericalpositionalongtheXorYaxis.Aseriesisagroupofdata(normallya
selectionofcells)thatistobechartedagainstanaxis.Youcanhavemorethanoneseries
representedinacharttoshowhowthedifferentseries(selectionsofdata)comparetoeach
other.
Toaddmorethanoneseriestoachart,rightclickonthechartandclickSelectDatafromthe
menuthatappears.WhentheSelectDataSourcedialogboxappears,youwillseebuttonsfor
addingandremovingaseriesofdata:
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Toaddanewseriestothechart,clicktheAddbutton.ThiswilldisplayanEditSeriesboxwhere
youcanenteranamefortheseriesinthenamefieldthatisprovided.Youcanalsoeditan
existingseries(forexample,byselectingmoreorlessdata)usingtheEditbutton:
Ifyouclickthe button,youwillbeswitchedbacktheworksheetwhereyoucanselecta
rangebyclickinganddraggingyourmousepointer.(Youcanalsoenteradataseriesbytypinga
rangedirectlyintothetextfields,butselectingwiththemouseisusuallysimpler.)
Inthefollowingstackedlinechart,theSalesdataandProfitdataarerepresentedagainstaY
axisconsistingofdollaramounts.
205
Tocontrolthechartaxes,rightclickononeofthedollaramountsontheYaxisandclickFormat
Axis:
ThiswilldisplayaFormatAxisdialogboxwiththeAxisOptionsheadinghighlightedontheleft:
Theformattingcategoriesontheleftshouldlookfamiliarbynow!Hereyouhavecontrolsto
specifytheunitsandadjustthescale,tickmark,andpositionoftheaxislabels.Useanyofthe
otherheadingsonthelefttomodifythelookandfeeloftheaxiscomponents.
206
Usually,themoreinformationExcelhastocreateyourchart,thebetter.Ifallofyoursource
dataisappropriatelylabeled,andyouselectthosedatalabelsbeforecreatingachart,chances
arethechartwillbecorrectlylabeled.However,ifyouwanttochangethelabelsonanaxis,do
thefollowing.
First,typethenewlabelssomewhereinyourworksheetinthesameorderastheoriginal
labels(youllneedtheminamoment).Thismeansthatifthecurrentheadings(North,South,
East,West)werewrittenhorizontallyacrossfourcolumns,typethenewheadings(A,B,C,D)
horizontallyacrossfourcolumnssomewhereelseintheworksheet.
NextopentheSelectDataSourcedialogboxandclicktheEditbuttonundertheHorizontal
(Category)AxisLabelsheading:
TheAxisLabelsdialogboxwillappearandletyouselectthelabelsyouwantfromthe
worksheet.Click anddragyourmousetoselecttheappropriatecells,ormanuallytypethe
cellrangeintotheboxprovided:
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SavingaChartasaTemplate
Ifyouhavespentalotoftimegettingyourchartjustright,youmightwanttosavethechart
settingsasatemplate.Thiswillallowyoutocreateanotherchartwiththesameformattingin
justafewclicks,ratherthanspendingalotoftimedoingthesameformattingoverandover
again.Templatesallowyoutosavethecharttype,colors,andformatting.
Considerthefollowingchartstyleandlayoutthatwewanttosaveasatemplate:
208
Tosavethischartasatemplate,clickthechartandclickChartToolsDesignSaveAs
Template:
WhentheSaveChartTemplatedialogappears,chooseasavelocation(thedefaulttemplate
locationishighlighted),givethetemplateaname,andthenclickSave:
209
Whenyouwanttousethetemplate,selectsomedata,chooseacharttype(itdoesntmatter
which),andclickAllChartTypes:
WhentheCreateChartdialogappears,clicktheTemplatesoptionatthetopofthelistonthe
leftandselectyourtemplate.Youcanhoverovereachtemplateforamomenttoseewhichis
which:
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Experimentwithdifferentchartsandseewhatworksbestforyou.However,keepinmindthat
thepresetchartstylesinExcelwereverythoughtfullydesignedandimplemented.Itmaybe
difficulttosurpassthisnew,quick,andeasymethodofformattingcharts.
AbsoluteandRelativeCellReferences
Earlierinthislessonwesawacellrangethatcontainedsomedollarsigns.Throughoutthis
manual,wehavewrittenthereferenceswithoutdollarsigns,whichindicaterelativecell
references.Thesedollarsignsindicateabsolutecellreferences.Absolutecellreferencesarea
wayofmakingsureyourchartsandformulaearealwaysreferencingtherightthing.Relative
cellreferencescanmovearoundbasedonwhatishappeningintheworksheet.
Letstakeamomenttodiscusshowthedollarsignsworkbylookingatanexample.Consider
thefollowingworksheet.ItcontainstwovaluesandasimpleequationinC1:
IfweaddacolumnbetweenAandB,watchwhathappenstotheformula:
Asyoucansee,Excelchangedtheformulafrom=A1+B1to=A1+C1.Excelwasabletochange
therelativecellreferencestomaketheequationwork.Letsremovethenewcolumnandadd
dollarsignsinfrontofthecolumn/rowidentifiers,makingthecellreferencesabsolute:
IfweweretoaddacolumnbetweenAandB,theformulawouldstilladjusttoitssurroundings.
Thatis,theformulawouldbecome=$A$1+$C$1,meaningifyouhadtoaddmoredatatoyour
currentworksheet,youcouldinsertrows/columnseasily.
211
ButifwedeletecolumnA,watchwhathappens:
Asyoucansee,thereisnowacellreferenceerrorbecausewhatwascolumnAhas
disappeared,andcolumnCisnowcolumnB,erasingthecellreference.
WewilldiscusscellreferencesfurtherinthemoreadvancedlevelofVelsoftsMicrosoftOffice
Excel2010courseware.
212
1.
Theeasiestwaytoadjustacolumnisto:
Clickthelineseparatingthecolumnletterfromthelettertoitsimmediateleft
Doubleclickthelineseparatingthecolumnletterfromthelettertoitsimmediate
left
C.
Doubleclickthelineseparatingthecolumnletterfromthelettertoitsimmediate
right
D.
RightclickacellAutoFit
A.
B.
2.
A.
B.
C.
D.
Whymightyourotatetextinacell?
Toimprovetheappearanceofyourspreadsheet
Toconservespaceinyourspreadsheet
Topreserveaspecifiedcolumnwidth
Alloftheabove
A.
B.
C.
D.
Toaddborderstoaselectionofcells:
Youmustdrawthemmanually
Youcannotaddborderstoaworksheet;aworksheetalreadycontainsborders
ClicktheBorderscommandontheHometab
Noneoftheabove
A.
B.
C.
D.
Thecommandstocreatechartsarefoundonthe:
Inserttab
Viewtab
Formulastab
Datatab
A.
B.
C.
D.
Youcancreateathreedimensionalbarchartby:
Choosingonefromthedifferentchartcommands
Creatingachartandthenclickingthe3Dbutton
Youcanonlycreatea3Dchartbycustomizinga2Dchart
Youcannotcreate3DchartsinExcel
A.
B.
C.
D.
Whichofthefollowingstatementsistrue?
Youcannotreformatanexistingchart
TheAutoFitcommandenlargesacharttofillyourentirescreen
Youcanuseamaximumoftwodatasourcesinanexistingchart
Youcanchangethecharttypethatinanexistingchart
3.
4.
5.
6.
7.
A.
B.
C.
D.
WhatdoestheMerge&Centercommanddo?
Mergesallchartsinaselectiontogether
Mergesselectedcellstogetherintoonelargercell
Combinesallformulasinaworksheettogether
Noneoftheabove
A.
B.
C.
D.
WhatdoesConditionalFormattingdo?
Formatscellsbasedonacriteriathatyoucreate
Appliesiconstodataiftheyareaboveorbelowanaveragevalue
Colorscellsdifferentlydependingoncellvalues
Alloftheabove
A.
B.
C.
D.
Whichofthefollowingstatementsaretrue?
Youcancustomizeachartandsaveitasacharttemplate
Onceacharttypehasbeenselected,youcanchangethecharttype
Onecharttypedoesnotsuitalltypesofdata
Alloftheabove
A.
B.
C.
D.
Whichofthefollowingisnotadefaultchart?
Scatter
Pie
Gantt
Area
8.
9.
10.
213
214
Section5:PrintingandViewingyourWorkbook
UseNormalview,PageBreakPreview,PageLayoutview,andFullScreenview
Manageasinglewindow
Create,hide,orunhideawindow
Freezeapane
Splitaworksheettoviewmultipleareasatonce
Managemultiplewindows
Switchbetweenopenworkbooks
Arrangewindows
Compareworkbookssidebyside
Resetwindows
Usesynchronousscrolling
Saveaworkspace
Printyourworkbook
UsePrintPreview
Setprinteroptions
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Lesson5.1:UsingtheViewTab
Excelhasanumberofdifferentviewoptionsthatmakeviewingyourworkbookeasierincertain
situations.Forexample,ifyouarereadytoprint,youprobablydontwanttoviewyour
workbookasanormalspreadsheetbecauseitcanbehardtotellexactlywhereyourprinted
pageswillbeginandend.Sometimes,youmaywanttoviewalargersectionofthegridarea,or
youmaywanttoviewseveralspreadsheetpagesatonce.Inthislesson,wewillexplorethe
differentcommandsontheViewtab.
UsingNormalView
ThefirstofthedifferentviewsisNormalview,thedefaultviewusedbyExcel.Thisviewdisplays
theribbon,QuickAccessToolbar,statusbar,andasmuchoftheworksheetthatwillfitusing
thecurrentzoomlevel.Chancesareyouwillusethisviewmostoften:
216
TheWorkbookViewsgroupintheViewtabletsyouswitchbetweenallofthedifferentviews.
WhenyoustartExcel,Normalviewwillbehighlighted:
Youcanswitchbetweenviewsusingcommandsonthestatusbaraswell.Fromlefttoright,you
canswitchbetweenNormal,PageLayout,andPageBreakviews:
Youcanalsoadjustwhichelementsoftheworksheetwillbevisiblebychecking/uncheckingthe
commandsintheShowgroupoftheViewtab:
UsingFullScreenView
Normalviewgivesyouaccesstoallofthecommandsandtoolsneededtomodifyyour
worksheet.However,sometimesyouwontbeabletoseeallofyourdataatonce,meaningyou
mighthavetozoomoutabitorusethescrollbars.Youmightalsoneedtogiveanimpromptu
presentationaboutyourworkinExcel.
Tohelpwiththeseissues,ExcelfeaturesaFullScreenview.Toswitchtothisview,clickView
FullScreen:
217
Thisviewwillexpandtheworkingareaofyourworksheettofillyourentirescreen,regardless
ofiftheExcelwindowwasmaximizedornot.FullScreenviewisdesignedtoshowasmuchdata
aspossible.Onlytheworkingarea,titlebar,worksheettabs,andscrollbarswillbevisible:
Althoughtheribboncommandsarenotvisible,youstillhaveaccesstoanumberofcommands
usingtherightclickmenu.FullScreenviewcouldthereforebeusedforsomeeditingtasks;
however,editingisnotrecommendedbecausetheformulabarisnotvisible.
Toexitfullscreenmode,presstheEsckeyonyourkeyboard.YouwillreturntoNormalview.
218
UsingPageLayoutView
PageLayoutviewletsyouviewyourworksheetasifitwereprintedonpaper.Thisviewis
similartothePrintcommandswelookatinLesson3.1.Toseethisview,clickViewPage
Layoutorclickthemiddleviewbuttononthestatusbar:
Exceloutlineswhichcolumn/rowheadingswillprintonwhichpage,effectivelysplittingupyour
worksheetintopagesizedpieces:
219
Theamountofdatathatcanfitonapageisrelativetothepapersize.Youcandefinethepaper
sizebyclickingFilePrintandchoosingapapersize:
220
NotethatifyouswitchbacktoNormalview,youwillseedottedlinesappearbetweensomeof
thecolumnsorrows.TheselinesindicatethepagebreakswhereExcelwillsplitthedataduring
printing:
PageBreakPreview
Excelworksheetscangetverylarge.Infact,mostrealworksheetscontaintoomuchdatatofit
ononeprintedpage.Toprintalargeworksheet,youhavetobreakupthedatainto
manageablesections.Thepointwhereonecontinuoussheetofdataisbrokenintoseparate
pagesiscalledapagebreak.
IfyouprintanExcelworksheetthatistoobigforasinglepage,Excelwilldefinepagebreaksfor
youbasedonthesizeofthecells,thesizeofthepaper,andtheprintscaleyouchoose.
However,Exceldoesntcareaboutthemeaningorinterpretationofyourdatawhenitsetsup
pagebreaks,meaningthedatacanbebrokenintopagesinawkward,illogicalways.Thisiswhy
itisagoodideatolearnhowtomanagepagebreaksonyourown.
221
ClickViewPageBreakPreviewtodisplaypagebreaks.Youwillseeanotificationappear
statingyoucanmanuallyadjustthepagebreaksinorderforyourprinteddatatomakesense:
Pagebreaksappearasdottedbluelines.Thesolidbluelinesindicatetheboundariesofthe
informationthatwillbeprinted.Youcanalsoseeafaintoutlineoftheprintingorder(Page1,
Page2,etc.):
PageBreakPreviewstillprovidesfullfunctionality,butisnotthatgreatforactuallyworking
withyourdata.Thisviewisdesignedtohelpyouorganizeyourspreadsheetsforprinting.
222
Lesson5.2:ManagingaSingleWindow
WhenyouopenaworkbookinExcel,theactualworkingarea(thecells)isdefinedasitsown
region.Thisworkingareaisboundedbyaborderandcanbeminimized,closed,orresized
independentlyoftheExcelprogramitself.Thisselfcontainedworkingareaisawindowinside
Excel.
Here,youcanseeaworkbookrepresentedasawindowwithintheExcelscreenwindow:
Youcanhavemultiplewindowsforthesameworkbookopenatthesametime,ormultiple
windowsrepresentingdifferentworkbooksopenatthesametime.Inthislesson,wewilllearn
howtocreateanewwindow,hideawindow,unhideawindow,andhowtofreezepanesina
window.
223
CreatingaNewWindow
Itiseasytocreateanewwindow.Ifyouhaveaworkbookopen,clickViewNewWindow:
Thiswillcreateanewwindowbasedonthesameworkbook.Eachversionoftheworkbookwill
benumberedasfilename:2,filename:3,etc.Hereyoucanseethetwofilenames,ofwhich
budget:1istheoriginal:
Eachwindowhasitsownminimize,maximize,andclosebuttons:
Thisallowsyoutominimize,restore,andcloseeachwindowindividually.
224
MinimizedwindowsinsideExcelappearastabsalongthebottomoftheExcelwindow:
Inadditiontothestandardwindowcontrols,thewindowscanbeindividuallyresizedby
draggingtheirrespectiveborders.Ifyouhavetwoormorewindowsopenforthesame
workbookandyouchangeormodifydatainonewindow,thedatawillbechangedinallofthe
otherwindowsaswell.
HidingaWindow
Tohideawindowfromview,clicktheHidebuttonontheViewtab.
Alltracesofthecurrentlyactivewindowwilldisappearfromyourscreen,butitisnotreally
gone.Thehidefeatureisgreatifyouhavemultiplewindowsopen,andyouwanttoputa
window(orafewwindows)asideforamomentforlessclutter,orperhapstoprevent
accidentalmodificationsorclosure.
225
UnhidingaWindow
ClicktheUnhidebutton(rightbelowHide)toshowalistofanyhiddenwindows.Selecta
windowfromthelistandclickOK:
FreezingaPane
Itissometimesconvenienttobeabletokeepaneyeononepartofaspreadsheetwhile
simultaneouslyviewingotherpartsofthesamespreadsheet.(Forexample,youcouldkeepcells
withheadingsinplacewhilescrollingthroughlonglistsofdata.)Ifyouwanttoseemultiple
partsofyourworksheetatthesametime,youcansegmenttheworkbookintomorethanone
viewingareabyusingtheFreezefeature.
226
TouseFreeze,openaworkbookwindow,andclicktheFreezePanesbuttonontheViewtab:
FreezePanes
Ifyouselectsomecellsbeforeclickingthisoption,everythingtothe
leftandabovetheselectionwillremainfrozen.Thisisusefulifyou
wanttokeepanyrowand/orcolumnheadingsinplacewhileyou
scrollthroughthedata.
FreezeTopRow
Manytoprowsinaworksheetcontaincolumnheadings.Usethis
optiontokeepcolumnheadingsvisiblewhilescrollingvertically
throughthedata.
FreezeFirstColumn
Thiswillfreezethefirstcolumn.Usethisoptiontokeeprow
headingsvisiblewhilescrollinghorizontallythroughthedata.
WhenyouarefinishedusingtheFreezePanescommand,clickFreezePanesUnfreezePanes:
ThiswillunfreezeanyoftheFreezePanesoptions.
227
SplittingaWorksheet
TheSplitcommandallowsyoutoviewfourdifferentareasofaworksheetatthesametime.It
issimilartotheFreezecommand,exceptthatyouhavetheoptiontoscrollthroughthepartsof
thewindowthatarefrozen.Thiscommandisusefulifyouhaveseveraltablesofdatathatare
usedtocreateachart;youcanviewthechartasyoumodifyvaluesinthesourcedata.
Beforeaddingasplit,clicksomewhereinyoursourcedata.Thesplitwillbeaddedaroundthis
cell.Next,clickViewSplit.Thiscommandactslikeatoggle.Clicktoactivate/deactivate:
Hereissomedatawithaselectedcell:
228
AfterclickingSplit,youwillseethesebordersappeararoundtheselectedcell,dividingthe
worksheetintofourparts:
Toremovethesplit,clicktheSplitcommandagain.Thiswillremovethesplit.Tomovethesplit,
clickanddragthecenterofthedividerwhereveryoulike:
Eachsplitdoesnotoperateindependently:
Thetopleft/toprightsidessharethesameverticalscrollbar.
Thebottomleft/bottomrightsidessharethesameverticalscrollbar.
Thetopleft/bottomleftsidessharethesamehorizontalscrollbar.
Thetopright/bottomrightsidessharethesamehorizontalscrollbar.
229
Lesson5.3:ManagingMultipleWindows
Ifyoufindthatyoufrequentlyopenanumberofworkbooksatthesametime,Excelhassome
usefulfeaturesthatmayhelpyoumanageyourwindowsandworkbooks.Inthislesson,youwill
learnhowtoswitchbetweenopenworkbooks,howtoarrangeworkbooks,howtocompare
workbookssidebyside,andhowtoresetawindow.
SwitchingBetweenOpenWorkbooks
Ifyouhavemultipleworkbooksopenatthesametime,theyareallaccessiblefromthesame
Excelwindow.Toswitchbetweenopenworkbooks,usetheiconsonthetaskbartoswitch
betweenthedifferentfiles:
YoucanalsoclickViewSwitchWindows.Whicheverfilenamehasacheckmarkbesideitis
theonethatiscurrentlyvisible;clickanuncheckednametoviewthatfile:
230
ArrangingWorkbooks
Welearnedearlierthatyoucanfreezepanesoruseasplittoexaminetwoormorepartsofthe
sameworksheetatthesametime.Ifyouwanttocomparetwoormoreworkbooksatthesame
time,clickViewArrangeAll:
Thiswillopenadialogthatletsyouchoosehowtoarrangethewindows:
Imaginethatyouhadthreeopenworkbooks.Hereisasampleofwhateachoneofthe
arrangementswouldlooklike:
Tiled
Horizontal
Vertical
Cascade
231
232
ComparingWorkbooksSidebySide
Chancesareifyouaregoingtocomparedocuments,youaregoingtolookattwoofthemside
byside.TheHorizontal/Verticalalignmentoptionsshownearlierareusefulbutonlyifyouhave
twoworkbooksopenatonce.Excelthereforefeaturesacommandjustforsidebyside
comparison.
Withtwoormorefilesopen,clickViewViewSidebySide.Adialogwillappearthatallows
youtoselectoneotherfiletocomparesidebysidewithwhateverfileyouareviewingatthe
time.Forexample,ifyouwereviewingafilenamedbudgetbutalsohadsalesandsource
workbookopenaswell,clickingViewSidebySidewouldshowthefollowing:
233
PickafiletoviewsidebysidewithbudgetandclickOK.Thetwofileswillbeshowntogether:
SynchronousScrollingandResettingaWindow
IfyouhaveclickedViewSidebySide,ExcelwillautomaticallyuseSynchronousScrolling.This
meansthatifyouscrollupanddowninoneworkbook,theotherworkbookwillalsoscroll.To
enableordisablethisfeaturewhilecomparingworkbooks,clickthiscommand:
234
Whenyouusethesidebysideview,youcanalsousetheArrangeAllbuttontoarrangethe
windowsyouarecomparing.Thisallowsyoutoswitchbetweenverticalorhorizontalsideby
sidecomparison.Youcanalsoresizeandrepositionthetwowindowsyouarecomparing
manually,whilemaintainingViewSidebySidefunctionality.Ifyoudoresizethewindows
manuallyandyouwanttoreturntotheoriginalsidebysidewindowconfiguration,clickthe
ResetWindowPositionbutton.
Clickingthisbuttonwillreturnyourtwowindowstotheoriginal(ViewSidebySide)position
thatyoustartedwith.
SavingaWorkspace
Ifyouoftenworkwithmultipleworkbooksandwindows,itmaybeagoodideatousea
workspace.Whenyousaveaworkspace,alloftheworkbooksthatyouhaveopenatthesame
timewillbelinkedtogether.
Tosaveaworkspace,clickViewSaveWorkspace:
Theworkspacewillbesavedwithan.xlwextensionandcanlaterbeopenedjustlikearegular
workbook.Whenyouopenaworkspace,Excelwillopenalloftheworkbooksyouwereusing
whenyoucreatedtheworkspace.
235
Ifyoumakechangestoaworkbookaspartofaworkspace,andthensavetheworkspace,you
willseeaprompttosavethechangesyoumade.Ifyoudosavethechanges,theworkbookfile
willbechangedonanindividualbasis.Thismeansthatevenifyouopenedtheworkbook
individually(notaspartoftheworkspaceyousaved),theworkbookwillnowcontainthe
changesthatyoumadetoit.
236
Lesson5.4:PrintingyourWorkbook
Itisoftenthecasethatprintoutsofyourworkbook(orpartsofyourworkbook)willberequired
foronepurposeoranother.Thisisespeciallytruefortheworkplace,wherehardcopiesofdata
areoftenrequested.Needlesstosay,knowinghowtoprintdatafromyourworkbookis
essential.Inthisfinallesson,wewillexplorehowtousetheprintingfunctionalityinExcel.
PrintCommands
Thereareafewwaysyoucanprintyourdocument.First,youcanaddtheQuickPrinticonto
theQuickAccesstoolbar.TheQuickPrinticonwillsendthedocumentdirectlytothedefault
printer:
YoucanalsousetheCtrl+PshortcuttoopenthePrintdialog.
ThemoreconventionalmethodistousethePrintsectionoftheFilemenuwhichwewilllookat
next.
237
PrintPreview
WhenyouopenthePrintoptionsbyclickingFilePrint,youwillseeapreviewofwhatyour
printeddocumentwilllooklikeontherighthandsideofthescreen:
Thisviewprovidesascaleddownversionofwhatyourdocumentwouldlooklikeifitwere
printedasis.Youcanflipthroughthepagesbyusingthearrowsatthebottomofthescreen.
Therearealsotwocommandsinthebottomrighthandcorner.Clicktheleftcommandtoshow
margins,andclicktherightonetozoominto100%zoom:
238
UsingBasicPrintOptions
OpenthePrintoptionsbyclickingFilePrint:
Ifyouhaveaprinterinstalled,turnedon,andpaperreadytogo,justclickthebigPrintbutton
nearthetopofthewindow.
239
Toselectadifferentprinter,clickthepulldownarrowunderthePrinterheadingandmakea
selection:
YoucanadjustprintersettingsbyclickingthelinkunderthePrintercommand:
Thesecommandswilldependonthecapabilitiesofyourprinter.Wewillexploreprinteroptions
laterinthislesson.
240
UndertheSettingheading,thereareafewmorebasiccommands.IfyouclickPrintActive
Sheets,youwillhaveachoiceoverwhichpagesinthedocumentwillbeprinted:
Letsgooverthesethreeoptions:
PrintActiveSheets
Printstheentireworksheet.
PrintEntireWorkbook
Printsallworksheetsinthecurrentworkbook.
PrintSelection
Ifyouhaveonlyselectedpartofatableofdataorachart,youcan
specifytoonlyprintthatinformation.Usethiswhenyouonlyneed
toprintaspecificthing.
241
OtherPrintOptions
Letsgoovertheotherprintoptionsthatareavailable.Thecommandslistedbelowarenotthe
propercommandnames;rather,theyarethedefaultoptionswhenyoufirstclickFilePrint.
ManyofthesecommandsarethesameasthoseinthePageSetupgroupofthePageLayout
tab:
PrintActiveSheets
Choosewhattoprint(currentworksheet,allworksheets,orthe
currentselection).
Pages
Choosewhichpagestoprint.
Collated
Ifyouhavea3pagedocumentandwantedtoprint2copies,the
pageswouldcomeout1,2,3,1,2,3.Ifyouprinteduncollated,the
pageswouldprint1,1,2,2,3,3.
PortraitOrientation
Changethepageorientationfromportraittolandscape.
Letter
Changethepapersize.
NormalMargins
Changethepagemargins.
NoScaling
Choosehowlargetheprintshouldbe.Youcanprintat100%,fitthe
worksheettofitononepage,fitallcolumnsononepage,orfitall
rowstofitononepage.
242
SettingPrinterProperties
Tosetoptionsspecifictoyourprinter,clickthePrinterPropertiescommandunderthePrinter
heading:
Apropertieswindowspecifictoyourprinterwillappear:
Typically,youwillhaveoptionsforcolorsettings,pagesize,andpapertype,thoughevery
printerisalittledifferent.MakeanychangesyoulikeandclickOKtoapplythem.
243
Notethataprinterdoesntalwaysnecessarilyhavetobeaphysicalthingsittingonyourdeskor
inaroomdownthehall.Computerscanmakeuseofsoftprinters,orsoftwarethatcanprint
afileintoadifferentfileformat.ExcelisalsocapableofprintingtootherOffice2010
programs,suchasOneNote,aprogramusedlikeabignotebooktorecordinformationforata
glanceuse.
244
1.
A.
B.
C.
D.
WhatisgenerallythemostcommonlyusedviewinExcel?
Normalview
PageLayoutview
PageBreakpreview
PrintPreview
A.
B.
C.
D.
WhichofthefollowingisnotaviewinExcel?
ViewSidebySide
FullScreen
Outline
Custom
A.
B.
C.
D.
WhichviewshouldyouuseifyouwanttoseemoreoftheExcelgridarea?
Thefullscreenview
TheNormalview
ThePageLayoutview
Noneoftheabove
A.
B.
C.
D.
TheSwitchWindowsbuttonallowsyouto
Switchbetweenopenwindows
Switchbetweenworksheets
Switchbetweenworkbooks
Alloftheabove
A.
B.
C.
D.
Whatisthepurposeofhidingwindows?
Toreduceclutterinyourworkspace
Topreventaccidentalmodificationofyourdata
Topreventformulaerrors
AandB
A.
B.
C.
D.
WhatistheQuickPrintmenuitemfor?
Toquicklyprintdatawithoutspecialpreparationorformatting
Tomakeyourprinterprintfaster
Toaddheadersandfooterstoyourpages
Noneoftheabove
2.
3.
4.
5.
6.
7.
A.
B.
C.
D.
WhichofthefollowingitemsisExcelcapableofprinting?
Thecurrentworksheet
Allworksheetsinaworkbook
Aselectionfromaworksheet
Alloftheabove
A.
B.
C.
D.
WhatextensiondoExcelworkspacesuse?
.xlt
.xlsx
.xlw
.wks
A.
B.
C.
D.
WhichofthefollowingistrueconcerningtheSplitcommand?
Thetoprightandbottomleftareasofthesplitusethesamehorizontalscrollbar
Youcanmovethesplitbyclickinganddraggingthesplitcenterpoint
Thetopleftandtoprightareasofthesplitusethesamehorizontalscrollbar
Asplitdoesthesamethingasfreezingpanes
A.
B.
C.
D.
Mostofthecontrolsforwindowmanagementare
OntheInserttab
OntheDesigntab
OntheOfficemenu
OntheViewtab
8.
9.
10.
245
246
Index
ActiveCell......................... 2,10,11,27,31,32,33,34,36,72,89,92,93,105,106,116,117,149
AddingaBorder .......................................................................................................................... 168
AddingaCellPattern .................................................................................................................. 167
AddingaFillColor ....................................................................................................................... 165
AligningData ............................................................................................................................... 141
AutoFit......................................................................................................................................... 161
AutomatedFeatures
AutoComplete........................................................................................................... 98,102,103
AutoCorrect............................................................................................... 88,120,126,127,129
AutoFill ................................................................................................ 88,98,100,119,122,123
AutoSum.............................................................................................................. 72,98,101,102
Backstage .......................................................................................................5,6,53,54,62,63,97
CellMerging ................................................................................................................................ 160
CellRange...................................................................................................................................... 89
CellReferences
Relativevs.AbsoluteReferences............................................................................................ 210
Charts .......................................................................................................................................... 178
Asanobjectinanotherworksheet......................................................................................... 197
Axes......................................................................................................................................... 187
Changingaxislabelsin ............................................................................................................ 205
Changingthesourcedata ....................................................................................................... 200
Changingthetype ................................................................................................................... 199
Choosingtherightcharttype ................................................................................................. 200
Creatingachart....................................................................................................................... 179
DesignTab....................................................................................................................... 199,208
Formatting .............................................................................................................................. 194
Formattingthechartarea....................................................................................................... 187
Formattingthelegend ............................................................................................................ 184
LayoutTab............................................................................................................................... 187
Normalvs.DraftMode ........................................................................................................... 183
Savingasatemplate ............................................................................................................... 208
Seriesin................................................................................................................................... 203
Typesofcharts ........................................................................................................................ 178
Clipboard..................................................................................................................................... 109
ClosingExcel.................................................................................................................................. 12
Column ............................................................................................................................................ 3
Comments............................................................................................................................. 84,132
Addingcomments ................................................................................................................... 132
Editingacomment .................................................................................................................. 135
ConditionalFormatting............................................................................... 138,150,151,155,158
247
Creatingcustomrules ............................................................................................................. 155

Icons ........................................................................................................................................ 155
ContextualTabs ............................................................................................ 10,180,184,187,192
CreatingaCustomNumberFormat............................................................................................ 147
DataTab
Commands ................................................................................................................................ 81
Deleting
Columns .................................................................................................................................... 95
Rows.......................................................................................................................................... 94
Worksheets ............................................................................................................................... 95
DeletingData ................................................................................................................................ 93
DialogBoxes
Helpin ....................................................................................................................................... 50
EditingCommands
Changingthesizeofaroworcolumn .................................................................................... 139
Cut,copy,andpaste ............................................................................................................... 107
Deletingrows .......................................................................................................................... 115
Draganddropcells ................................................................................................................. 106
FormatPainter ................................................................................................................ 138,159
Insertingcells .......................................................................................................................... 116
Insertingcolumns.................................................................................................................... 114
Insertingrows ......................................................................................................................... 115
PasteSpecial ................................................................................................... 110,111,112,113
Redo ........................................................................................................................................ 118
Repeat ..................................................................................................................................... 118
Undo........................................................................................................................................ 117
EnteringData ................................................................................................................................ 92
ErrorBars .................................................................................................................................... 190
ErrorOptionButton .................................................................................................................... 121
FileFormatChange ....................................................................................................................... 21
FileTypesAssociatedWithExcel2010 ......................................................................................... 22
FindandReplace......................................................................................................................... 130
Formatting .............................................................................................................................. 161
Formula
Circularreferences.................................................................................................................. 105
FormulaBar............................................................................................11,33,92,93,95,103,149
FormulaErrors ............................................................................................................................ 122
Formulas
Enteringaformula .................................................................................................................. 103
Validformulae......................................................................................................................... 103
Whatareformulas? ................................................................................................................ 103
FormulasTab
Commands ................................................................................................................................ 79
Help
248
Browsing.................................................................................................................................... 42
Inadialogbox ........................................................................................................................... 50
Onlinevs.OfflineHelp .............................................................................................................. 46
Opening..................................................................................................................................... 40
Searching................................................................................................................................... 45
TableofContents...................................................................................................................... 47
Toolbar ...................................................................................................................................... 44
HomeTab........................................................................................................ 32,94,143,147,160
Commands ................................................................................................................................ 68
Hyperlinks ..................................................................................................................................... 75
InsertTab .................................................................................................................................... 178
Commands ................................................................................................................................ 73
Merge&Center .......................................................................................................... 142,160,213
MicrosoftExcelXMLFormat......................................................................................................... 21
MiniToolbar.................................................................................................................................. 94
NameBox...................................................................................................10,11,31,33,79,89,90
Numberformats ......................................................................................................................... 146
OpeningExcel.................................................................................................................................. 7
OpeningWorkbooks ..................................................................................................................... 16
Outline .......................................................................................................................................... 82
PageLayoutTab ............................................................................................................................ 86
Commands ................................................................................................................................ 76
PasteOptions .............................................................................................................................. 124
PasteSpecial ......................................................................................... 88,106,110,111,113,136
PivotChart ...................................................................................................................................... 6
PivotTable ....................................................................................................................................... 6
PowerPivot...................................................................................................................................... 6
Printing.......................................................................................................................................... 97
Commands .............................................................................................................................. 236
Dialog ...................................................................................................................................... 236
Printoptions............................................................................................................................ 241
PrintPreview........................................................................................................................... 237
QuickPrint............................................................................................................................... 236
QuickAccessToolbar .......................................9,19,53,54,56,57,62,86,87,117,118,215,236
Customizing............................................................................................................................... 59
Moving ...................................................................................................................................... 58
RecentFiles
Opening..................................................................................................................................... 64
ReviewTab.............................................................................................................................. 86,87
Commands ................................................................................................................................ 84
Ribbon ............................................................................................................................................. 4
Row ................................................................................................................................................. 3
SaveAs ................................................................................................................ 19,20,63,66,208
SavingWorkbooks
249
Savecommands ........................................................................................................................ 19
ScreenCapture................................................................................................................................ 6
SelectingCells ............................................................................................................................... 33
SharePoint................................................................................................................................. 5,66
Slicer.......................................................................................................................................... 5,74
SmartTags..................................................................................................... 88,119,120,121,122
SmartTagOptions .................................................................................................................. 120
SparkLines ...................................................................................................................................... 5
SpreadsHeet.................................................................................................................................... 3
StoringNumbersasText............................................................................................................... 95
Styles ........................................................................................................................................... 169
UserInterface ................................................................................................................................. 9
Commanddescription............................................................................................................... 10
Contextualtabs ......................................................................................................................... 10
Ribbon ....................................................................................................................................... 10
Statusbar .................................................................................................................................. 11
Tabs ............................................................................................................................................. 9
Worksheettabs......................................................................................................................... 11
UsingSaveAs ................................................................................................................................ 21
UsingSpellCheck ........................................................................................................................ 127
ViewTab...................................................................................................................... 215,221,224
Views
Arrangingwindows ................................................................................................................. 230
FullScreenview .............................................................................................................. 214,216
Normalview............................................................................................................................ 215
PageBreakpreview ........................................................................................................ 214,221
PageLayoutview ............................................................................................................ 214,218
Resettingawindow................................................................................................................. 234
SidebySide ............................................................................................................................. 232
SwitchWindows...................................................................................................................... 229
SynchronousScrolling............................................................................................................. 233
Usingzoom.............................................................................................................. 27,36,37,39
Viewtab ............................................................................................................ 86,212,226,245
Zoomslider ............................................................................................................................... 37
Webbrowser....................................................................................................................... 1,44,66
WhatIfAnalysis ............................................................................................................................ 82
Windows
Creating................................................................................................................................... 223
Freezing................................................................................................................................... 225
Hiding ...................................................................................................................................... 224
Showing................................................................................................................................... 225
Splitting ................................................................................................................................... 227
Workbooks
Whatareworkbooks?............................................................................................................... 14
250
Worksheets
Componentsof.......................................................................................................................... 89
Creatinglabelsfor..................................................................................................................... 92
Inserting,deleting,renaming.................................................................................................... 28
Tabs ........................................................................................................................................... 27
Whatare ................................................................................................................................... 27
Workspaces................................................................................................................. 214,234,235
XPS....................................................................................................................................... 6,26,66

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Section 2: The Excel Interface .................................................................................................... 53

Section 3: Excel Basics ................................................................................................................ 88

What are Smart Tags?......................................................................................................................................119

Lesson 3.5: Editing Tools ................................................................................................................... 126

Section 4: Editing your Workbook ............................................................................................ 138

Section 5: Printing and Viewing your Workbook..................................................................... 214

Lesson 5.3: Managing Multiple Windows ........................................................................................ 229

Index ........................................................................................................................................... 246

Creatingcustomrules ............................................................................................................. 155

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