Excel 2010

CHAPTER 1
Getting Started with Excel
Introduction
Excel is a spreadsheet program that allows you to store, organize, and analyze information.
In this lesson, you will learn your way around the Excel 2010 environment, including the new
Backstage view, which replaces the Microsoft Button menu from Excel 2007.
We will show you how to use and modify the Ribbon and the Quick Access Toolbar, and
how to create new workbooks and open existing ones. After this lesson, you will be ready to
get started on your first workbook.
The Ribbon
The Ribbon contains multiple tabs, each with several groups of commands. You can add your
own tabs that contain your favorite commands.
Certain programs, such as Adobe Acrobat Reader, may install additional tabs to the ribbon.
These tabs are called Add-ins.
To Customize the Ribbon:

You can customize the ribbon by creating your own tabs that house your desired commands.
Commands are always housed within a group, and you can create as many groups as you need
to keep your tabs organized. In addition, you can even add commands to any of the default
tabs, as long as you create a custom group within the tab.
1. Right-click the Ribbon and select Customize the Ribbon. A dialog box will appear.
2. Click New Tab. A new tab will be created with a new group inside it.
3. Make sure the new group is selected.

4. Select a command from the list on the left, then click Add. You can also drag commands
directly into a group.
5. When you are done adding commands, click OK.
(sweet.myanmarfamily@gmail.com) Page 1
If you do not see the command you want, click on the Choose commands drop-down box and
select All Commands.
To Minimize and Maximize the Ribbon:

The Ribbon is designed to be responsive to your current task and easy to use, but if you find it
is taking up too much of your screen space, you can minimize it.
1. Click the arrow in the upper-right corner of the Ribbon to minimize it.
2. To maximize the Ribbon, click the arrow again.
When the Ribbon is minimized, you can make it reappear by clicking on a tab. However, the
Ribbon will disappear again when you are not using it.
The Quick Access Toolbar

The Quick Access Toolbar is located above the Ribbon, and it lets you access common
commands no matter which tab you are on. By default, it shows the Save, Undo, and Repeat
commands. You can add other commands to make it more convenient for you.
To Add Commands to the Quick Access Toolbar:
1. Click the drop-down arrow to the right of the Quick Access Toolbar.
2. Select the command you wish to add from the drop-down menu. To choose from more
commands, select More Commands.
 Adding a command to the Quick Access Toolbar
Backstage View
Backstage view gives you various options for saving, opening a file, printing, or sharing your
document. It is similar to the Office Button menu from Excel 2007 or the File menu from
earlier versions of Excel. However, instead of just a menu, it is a full-page view which makes it
easier to work with.
To Get to Backstage View:

1. On the Ribbon, click the File tab.
2. Choose your desired option, or return to your workbook by clicking.
Creating and Opening Workbooks

Excel files are called workbooks. Each workbook holds one or more worksheets (also known
as "spreadsheets").
To Create a New, Blank Workbook:
1. Click the File tab. This takes you to Backstage view.

2. Select New.
3. Select Blank workbook under Available Templates. It will be highlighted by default.
4. Click Create. A new, blank workbook appears in the Excel window.
To Open an Existing Workbook:

2. Select Open. The Open dialog box appears.
3. Select your desired workbook and then click Open.
If you have opened the existing workbook recently, it may be easier to choose Recent from the
File tab instead of Open to search for your workbook.
Exercise
1. Open Excel 2010 on your computer. A new blank workbook will appear on the screen.
2. Try minimizing and maximizing the Ribbon.
3. Click through all of the tabs and notice how the Ribbon options change.
4. Try switching page views.
5. Add any commands you wish to the Quick Access Toolbar.
6. Close Excel without saving the workbook.
CHAPTER 2
Introduction
. You will also learn how to cut, copy and paste cells; drag and drop cells; and fill cells
using the fill handle.
Introduction to Cells and Cell Content
The Cell
Each rectangle in a worksheet is called a cell. A cell is the intersection of a row and a column.
Each cell has a name, or a cell address based on which column and row it intersects. The
cell address of a selected cell appears in the Name box. Here you can see that C5 is
selected.
To Select a Cell:
1. Click on a cell to select it. When a cell is selected you will notice that the borders of
the cell appear bold and the column heading and row heading of the cell
are highlighted.
2. Release your mouse. The cell will stay selected until you click on another cell in the
worksheet.
3. You can also navigate through your worksheet and select a cell by using the arrow
keys on your keyboard.
To Select Multiple Cells:

1. Click and drag your mouse until all of the adjoining cells you want are highlighted.
2. Release your mouse. The cells will stay selected until you click on another cell in the
worksheet.
Cell Content
Each cell can contain its own text, formatting, comments, formulas, and functions.
 Text
Cells can contain letters, numbers, and dates.
 Formatting attributes
Cells can contain formatting attributes that change the way letters, numbers, and dates
are displayed. For example, dates can be formatted as MM/DD/YYYY or Month/D/YYYY.
 Comments
Cells can contain comments from multiple reviewers.
 Formulas and Functions
Cells can contain formulas and functions that calculate cell values. For example, SUM(cell
1, cell 2...) is a formula that can add the values in multiple cells.
To Insert Content:
1. Click on a cell to select it.

2. Enter content into the selected cell using your keyboard. The content appears in the cell
and in the formula bar. You also can enter or edit cell content from the formula bar.
You can also use your keyboard's Backspace key to delete content from a single cell or
Delete key to delete content from multiple cells.
To Delete Content Within Cells:
1. Select the cells which contain content you want to delete.
2. Click the Clear command on the ribbon. A dialog box will appear.
3. Select Clear Contents.
There is an important difference between deleting the content of a cell and deleting
the cell itself. If you delete the cell, by default the cells underneath it will shift up and
replace the deleted cell.
To Copy and Paste Cell Content:

1. Select the cells you wish to copy.
2. Click the Copy command. The border of the selected cells will change appearance.
3.
4. Select the cell or cells where you want to paste the content.
5. Click the Paste command. The copied content will be entered into the highlighted cells.
To Cut and Paste Cell Content:
1. Select the cells you wish to cut.

2. Click the Cut command. The border of the selected cells will change appearance.
3. Select the cells where you want to paste the content.
4. Click the Paste command. The cut content will be removed from the original cells and
entered into the highlighted cells.
To Access Formatting Commands by Right-Clicking:
1. Select the cells you want to format.

2. Right-click on the selected cells. A dialog box will appear where you can easily access
many commands that are on the ribbon.
To Drag and Drop Cells:

1. Select the cells that you wish to move.
2. Position your mouse on one of the outside edges of the selected cells. The mouse
changes from a white cross to a black cross with 4 arrows.
3. Click and drag the cells to the new location.

4. Release your mouse and the cells will be dropped there.
To Use the Fill Handle to Fill Cells:

1. Select the cell or cells containing the content you want to use. You can fill cell content
either vertically or horizontally.
2. Position your mouse over the fill handle so that the white cross becomes a black
cross.
3. Click and drag the fill handle until all the cells you want to fill are highlighted.
4. Release the mouse and your cells will be filled.
Exercise
 Open an existing Excel 2010 workbook.
 Select D3 and notice how its cell addresses appears in the Name box and its
content appears in the Formula bar.
 Try inserting text and numbers.
 Use the Fill handle to fill in data to adjoining cells both vertically and horizontally.
 Cut cells and paste them into a different location.
 Delete a cell and note how the content underneath it shifts up to fill in its place.
 Try dragging and dropping some cells to other parts of the worksheet.
Chapter 3
Introduction
In this lesson you will learn how to use the Save and Save As commands, how to save as an
Excel 97-2003 compatible workbook, and how to save as a PDF.
Saving Workbooks
To Use the Save As Command:
Save As allows you to choose a name and location for your workbook. Use it if you are saving a
workbook for the first time or if you want to save a different version of a workbook while
keeping the original.
1. Click the File tab.

2. Select Save As.
3. The Save As dialog box will appear. Select the location where you wish to save the
workbook.
4. Enter a name for the workbook and click Save.
To Use the Save Command:

1. Click the Save command on the Quick Access Toolbar.
2. The workbook will be saved in its current location with the same file name.
If you are saving for the first time and select Save, the Save As dialog box will appear.
To Use Auto Recover:

Excel automatically saves your workbooks to a temporary folder while you are working on them.
If you forget to save your changes, or if Excel crashes, you can recover the autosaved file.
1. Open a workbook that was previously closed without saving.

2. In Backstage view, click Info.
3. If there are auto saved versions of your workbook, they will appear under Versions.
Click on the file to open it.
4. A yellow caution note will appear on the ribbon of the workbook. To restore this version
of the workbook click Restore and then click OK.
If you do not see the file you are looking for, or if you are looking for an auto saved version of a
file that has no previously saved versions, you can browse all auto saved files by clicking on the
Manage Versions button and selecting Recover Unsaved Workbooks from the drop-down
menu.
To Save As an Excel 97-2003 Workbook:
You can share your workbooks with anyone using Excel 2010 or 2007, since they use the
same file format. However, earlier versions of Excel use a different file format, so if you want
to share your workbook with someone using an earlier version of Excel, you will need to save it
as an Excel 97-2003 Workbook.

2. Select Save As.
3. In the Save as type drop-down menu, select Excel 97-2003 Workbook.
4. Select the location you wish to save the file.
5. Enter a name for the file and click Save.
To Save As a PDF:
Saving your workbook as an Adobe Acrobat Document, which is called a PDF file, can be
especially useful when your recipients do not have Excel. A PDF file will make it possible for
recipients to view the content from your workbook, but they will not be able to edit anything.

2. Select Save As.
3. In the Save as type drop-down menu, select PDF.
4. Select the location you wish to save the file.
5. Enter a name for the file and click Save.
Excel defaults to saving the active worksheet only. If you have multiple worksheets and want to
save all of them in the same PDF file, click on Options. The Options dialog box will appear.
Select Entire workbook from the Options dialog box and click OK.
Exercise
1. Open an existing Excel workbook.
2. Using the Save As command, save the workbook with the file name Trial.
3. Save the workbook as a PDF file.
4. Close the workbook.
5. Open another existing Excel 2010 workbook.
6. Save the workbook so that it is compatible with Excel 2003.
7. Close the workbook.
Chapter 4
When you open a new, blank workbook, the cells are set to a default size.You do have the
ability to modify cells, and to insert and delete columns, rows, and cells, as needed. In this
lesson, you will learn how to change row height and column width; insert and delete
rows and columns; wrap text in a cell; and merge cells.
Working with Columns, Rows, and Cells
To Modify Column Width:

1. Position your mouse over the column line in the column heading so that the white
cross becomes a double arrow .
2. Click and drag the column to the right to increase the column width or to the left to
decrease the column width.
3. Release the mouse. The column width will be changed in your spreadsheet.
To Set Column Width with a Specific Measurement:
1. Select the columns you want to modify.

2. Click the Format command on the Home tab. The format drop-down menu appears.
3. Select Column Width.
4. The Column Width dialog box appears. Enter a specific measurement.
5. Click OK. The width of each selected column will be changed in your worksheet.
Select AutoFit Column Width from the format drop-down menu and Excel will automatically
adjust each selected column so that all the text will fit.
To Modify the Row Height:
1. Position the cursor over the row line so that the white cross becomes a double
arrow .
2. Click and drag the row downward to increase the row height or upward decrease the
row height.
3. Release the mouse. The height of each selected row will be changed in your worksheet.
To Set Row Height with a Specific Measurement:

1. Select the rows you want to modify.
2. Click the Format command on the Home tab. The format drop-down menu appears.
3. Select Row Height.
4. The Row Height dialog box appears. Enter a specific measurement.
5. Click OK. The selected rows heights will be changed in your spreadsheet.
Select AutoFit Row Height from the format drop-down menu and Excel will automatically
adjust each selected row so that all the text will fit.
To Insert Rows:
1. Select the row below where you want the new row to appear.
2. Click the Insert command on the Home tab.
3. The new row appears in your worksheet.
When inserting new rows, columns, or cells, you will see the Insert Options button by the
inserted cells. This button allows you to choose how Excel formats them. By default, Excel
formats inserted rows with the same formatting as the cells in the row above them. To access
more options, hover your mouse over the Insert Options button and click on the drop-down
arrow that appears.
To Insert Columns:
1. Select the column to the right of where you want the new column to appear. For
example, if you want to insert a column between A and B, select column B.
2. Click the Insert command on the Home tab.
3. The new column appears in your worksheet.
By default, Excel formats inserted columns with the same formatting as the column to the left of
them. To access more options, hover your mouse over the Insert Options button and click on
the drop-down arrow that appears.
When inserting rows and columns, make sure you select the row or column by clicking on its
heading so that all the cells in that row or column are selected. If you select just a cell in the
row or column then only a new cell will be inserted.
To Delete Rows:
1. Select the rows you want to delete.
2. Click the Delete command on the Home tab.
3. The rows are deleted from your worksheet.
To Delete Columns:
1. Select the columns you want to delete.
2. Click the Delete command on the Home tab.
3. The columns are deleted from your worksheet.
Wrapping Text and Merging Cells
If a cell contains more text than can be displayed, you can choose to wrap the text within the
cell or merge the cell with empty, adjoining cells. Wrap text to make it display on multiple lines
of the cell. Merge cells to combine adjoining cells into one larger cell.
To Wrap Text:
1. Select the cells with text you want to wrap.

2. Select the Wrap Text command on the Home tab.
3. The text in the selected cells will be wrapped in your worksheet.
If you change your mind, re-click the Wrap Text command to unwrap the text.
To Merge Cells Using the Merge & Center Command:

1. Select the cells you want to merge together.
2. Select the Merge & Center command on the Home tab.
3. The selected cells will be merged and the text will be centered.
To Access More Merge Options:

Click the drop-down arrow next to the Merge & Center command on the Home tab. The
merge drop-down menu appears.
 Merge & Center: Merges selected cells into one cell and centers the text.
 Merge Across: Merges each row of selected cells into larger cells. This command is
useful if you are merging content across multiple rows of cells and do not want to create
one large cell.
 Merge Cells: Merges selected cells into one cell.
 Unmerge Cells: Unmerges the selected cells.
Chapter 5
Introduction
In Excel, there are many tools you can use to format text and cells. In this lesson, you will learn
how to change the color and style of text and cells; align text; and apply special
formatting to numbers and dates.
Formatting Text
To Change the Font:
1. Select the cells you want to modify.

2. Click the drop-down arrow next to the font command on the Home tab. The font
drop-down menu appears.
3. Move your mouse over the various fonts. A live preview of the font will appear in the
worksheet.
4. Select the font you want to use.
To Change the Font Size:

2. Click the drop-down arrow next to the font size command on the Home tab. The font
size drop-down menu appears.
3. Move your mouse over the various font sizes. A live preview of the font size will appear
in the worksheet.
4. Select the font size you want to use.
You can also use the Grow Font and Shrink Font commands to change the size.
To Use the Bold, Italic, and Underline Commands:
2. Click the Bold (B), Italic (I), or Underline (U) command on the Home tab.
To Add a Border:

2. Click the drop-down arrow next to the Borders command on the Home tab. The
border drop-down menu appears.
3. Select the border style you want to use.
You can draw borders and change the line style and color of borders with the Draw Borders
tools at the bottom of the Borders drop-down menu.
To Change the Font Color:

2. Click the drop-down arrow next to the font color command on the Home tab. The
color menu appears.
3. Move your mouse over the various font colors. A live preview of the color will appear in
the worksheet.
4. Select the font color you want to use.
Your color choices are not limited to the drop-down menu that appears. Select More Colors at
the bottom of the menu to access additional color options.
To Add a Fill Color:
2. Click the drop-down arrow next to the fill color command on the Home tab. The
color menu appears.
3. Move your cursor over the various fill colors. A live preview of the color will appear in the
worksheet.
4. Select the fill color you want to use.
To Change Horizontal Text Alignment:

2. Select one of the three horizontal Alignment commands on the Home tab.
o Align Text Left: Aligns text to the left of the cell.
o Center: Aligns text to the center of the cell.
o Align Text Right: Aligns text to the right of the cell.
To Change Vertical Text Alignment:

2. Select one of the three vertical Alignment commands on the Home tab.
o Top Align: Aligns text to the top of the cell.
o Middle Align: Aligns text to the middle of the cell.
o Bottom Align: Aligns text to the bottom of the cell.
By default, numbers align to the bottom-right of cells and words or letters align to the bottom-
left of cells.
Formatting Numbers and Dates
One of the most useful features of Excel is its ability to format numbers and dates in a variety of
ways. For example, you might need to format numbers with decimal places, currency symbols
($), percent symbols (%), etc.
To Format Numbers and Dates:

2. Click the drop-down arrow next to the Number Format command on the Home tab.
3. Select the number format you want.
Exercise
1. Open an existing Excel 2010 document.
2. Select a cell and change the font, size or color of the text. If you are using the example,
you change the title in cell A1 to the Verdana font, size 16 with a font color of green.
3. Select a portion of the content in one cell and make only that portion bold. For example,
if the words "Weight (pounds)" are in a cell, make only the word "Weight" bold.
4. Add a border to a group of cells. If you are using the example, add a border to the
descriptions in row 3.
5. Change the fill color of a group of cells. If you are using the example, add a fill color to
row 3.
6. Try changing the vertical and horizontal text alignment for some cells.
7. Try changing the formatting of a number. If you are using the example, change the date
format in column A.
Chapter 6
Introduction
In this lesson, you will learn how to name and add color to worksheet tabs, and how to add,
delete, copy, and move worksheets. Additionally, you will learn how to group and ungroup
worksheets, and freeze columns and rows in worksheets so that they remain visible even when
you are scrolling.
Introduction to Worksheets
To Rename Worksheets:
1. Right-click the worksheet tab you want to rename. The worksheet menu appears.
2. Select Rename.
3. The text is now highlighted by a black box. Type the name of your worksheet.
4. Click anywhere outside of the tab. The worksheet is renamed.
To Insert New Worksheets:
Click on the Insert Worksheet icon. A new worksheet will appear.
You can change the setting for the default number of worksheets that appear in Excel
workbooks. To access this setting, go into Backstage view and click on Options.
To Delete Worksheets:
Worksheets can be deleted from a workbook, including those that contain data.
1. Select the worksheets you want to delete.

2. Right-click one of the selected worksheets. The worksheet menu appears.
3. Select Delete. The selected worksheets will be deleted from your workbook.
To Copy a Worksheet:
1. Right-click the worksheet you want to copy. The worksheet menu appears.
2. Select Move or Copy.
3. The Move or Copy dialog box appears. Check the Create a copy box.
4. Click OK. Your worksheet is copied. It will have the same title as your original
worksheet, but the title will include a version number, such as "January (2)".
To Move a Worksheet:
1. Click on the worksheet you want to move. The mouse will change to show a small
worksheet icon .
2. Drag the worksheet icon until a small black arrow appears where you want the
worksheet to be moved.
3. Release your mouse and the worksheet will be moved.
To Color-Code Worksheet Tabs:
You can color worksheet tabs to help organize your worksheets and make your workbook easier
to navigate.
1. Right-click the worksheet tab you want to color. The worksheet menu appears.
2. Select Tab Color. The color menu appears.
3. Select the color you want to change your tab.
4. The tab color will change in the workbook. If your tab still appears white, that is because
the worksheet is still selected. Select any other worksheet tab to see the color change.
Grouping and Ungrouping Worksheets
To Group Worksheets:
1. Select the first worksheet you want in the group.
2. Press and hold the Ctrl key on your keyboard.
3. Select the next worksheet you want in the group. Continue to select worksheets until
all of the worksheets you want to group are selected.
4. Release the Ctrl key. The worksheets are now grouped. The worksheet tabs appear
white for the grouped worksheets.
To Ungroup All Worksheets:

1. Right-click one of the worksheets. The worksheet menu appears.
2. Select Ungroup. The worksheets will be ungrouped.
Freezing Worksheet Panes
o Freeze Rows:
1. Select the row below the rows that you want frozen. For example, if you want rows 1 &
2 to always appear at the top of the worksheet even as you scroll, then select row 3.
2. Click the View tab.
3. Click the Freeze Panes command. A drop-down menu appears.
4. Select Freeze Panes.
5. A black line appears below the rows that are frozen in place. Scroll down in the
worksheet to see the rows below the frozen rows.
To Freeze Columns:
1. Select the column to the right of the columns you want frozen. For example, if you want
columns A & B to always appear to the left of the worksheet even as you scroll, then
select column C.
4. Select Freeze Panes.
To Unfreeze Panes:
3. Select Unfreeze Panes. The panes will be unfrozen and the black line will disappear.
Exercise
1. Open an existing Excel 2010 workbook.
2. Insert a new worksheet.
3. Change the name of a worksheet.
4. Delete a worksheet.
5. Move a worksheet.
6. Copy a worksheet.
7. Try grouping and ungrouping worksheets.
8. Try freezing and unfreezing columns and rows.
Chapter 7
Introduction
Excel can be used to calculate numerical information. In this lesson you will learn how to
create simple formulas in Excel to add, subtract, multiply, and divide values in a workbook.
Also, you will learn the various ways you can use cell references to make working with
formulas easier and more efficient.
Simple Formulas
Creating Simple Formulas

Excel uses standard operators for equations, such as a plus sign for addition (+), a minus
sign for subtraction (-), an asterisk for multiplication (*), a forward slash for division (/),
and a carat (^) for exponents.
The key thing to remember when writing formulas for Excel is that all formulas must begin with
an equal sign (=). This is because the cell contains, or is equal to, the formula and its value.
To Create a Simple Formula in Excel:
1. Select the cell where the answer will appear (B4, for example).
2. Type the equal sign (=).
3. Type in the formula you want Excel to calculate. For example, "75/250".
4. Press Enter. The formula will be calculated and the value will be displayed in the cell.
Creating Formulas with Cell References
When a formula contains a cell address, it is called a cell reference. Creating a formula with
cell references is useful because you can update data in your worksheet without having to
rewrite the values in the formula.
To Create a Formula Using Cell References:
3. Type the cell address that contains the first number in the equation (B1, for example).
4. Type the operator you need for your formula. For example, type the addition sign (+).
5. Type the cell address that contains the second number in the equation (B2, for
example).
6. Press Enter. The formula will be calculated and the value will be displayed in the cell.
If you change a value in either B1 or B2, the total will automatically recalculate.
To Create a Formula using the Point and Click Method:
3. Click on the first cell to be included in the formula (A3, for example).
4. Type the operator you need for your formula. For example, type the multiplication
sign (*).
5. Click on the next cell in the formula (B3, for example).
Press Enter. The formula will be calculated and the value will be displayed in the cell.
To Edit a Formula:
1. Click on the cell you want to edit.
2. Insert the cursor in the formula bar and edit the formula as desired. You can also
double-click the cell to view and edit the formula directly from the cell.
3. When finished, press Enter or select the Enter command .
4. The new value will be displayed in the cell.
If you change your mind, use the Cancel command in the formula bar to avoid accidentally
making changes to your formula.
Exercise
2. Write a simple division formula. If you are using the example, write the formula in cell
B18 to calculate the painting cost per square foot.
3. Write a simple addition formula using cell references. If you are using the example, write
the formula in cell F5 to calculate the "Total Budget."
4. Write a simple subtraction formula using the point and click method. If you are using the
example, subtract the "Expand Bathroom" cost (C6) from the "Total" cost (C11).
Calculate your answer in C12.
5. Edit a formula using the formula bar.
Chapter 8
Introduction
Creating Complex Formulas
In this lesson, you will learn how to write complex formulas in Excel following the order of
operations. You will also learn about relative and absolute cell references and how to copy
and fill formulas containing cell references.
Order of Operations
Excel calculates formulas based on the following order of operations:
1. Operations enclosed in parentheses

2. Exponential calculations (to the power of)
3. Multiplication and division, whichever comes first
4. Addition and subtraction, whichever comes first
A mnemonic that can help you remember the order is Please Excuse My Dear Aunt Sally.
Example 1
The following example demonstrates how to use the order of operations to calculate a formula:
Example 2
In this example, we will review how Excel will calculate a complex formula using the order of
operations. The selected cell will display the percent of total Pete Lily seeds sold that were
white.
1. First, Excel will calculate the amount sold in parentheses: (19*1.99)=37.81 White Lily
seeds and (33*1.99)=65.67 Total Lily seeds.
2. Second, it will divide the White Lily seeds amount by the Total Lily seeds amount:
37.81/65.67=.5758.
3. Last, it will multiply the result by 100 to obtain the value as a percent:
.5758*100=57.58.
Based on this complex formula, the result will show that 57.58% of the total Pete Lily seeds
sold were white. You can see from this example, that it is important to enter complex formulas
with the correct order of operations. Otherwise, Excel will not calculate the results accurately.
To Create a Complex Formula Using the Order of Operations:
In this example, we will use cell references in addition to actual values, to create a complex
formula that will add tax to the nursery order.
1. Click the cell where you want the formula result to appear (for example, F11).
3. Type an open parenthesis, then click on the cell that contains the first value you want
in the formula (for example, F4).
4. Type the first mathematical operator (for example, the addition sign).
5. Click on the cell that contains the second value you want in the formula (for example,
F5), and then type a closed parenthesis.
6. Type the next mathematical operator (for example, the multiplication sign).
7. Type the next value in the formula (for example, 0.055 for 5.5% tax).
Click Enter to calculate your formula. The results show that $2.12 is the tax for the nursery
order.
Working with Cell References
Relative References
Relative references can save you time when you are repeating the same kind of calculation
across multiple rows or columns.
In the following example, we are creating a formula with cell references in row 4 to calculate
the total cost of the electric bill and water bill for each month (B4=B2+B3). For the upcoming
months we want to use the same formula with relative references (C2+C3, D2+D3, E2+E3,
etc.) For convenience, we can copy the formula in B4 into the rest of row 4 and Excel will
calculate the value of the bills for those months using relative references.
To Create and Copy a Formula Using Relative References:
1. Select the first cell where you want to enter the formula (for example, B4).
2. Enter the formula to calculate the value you want (for example, add B2+B3).
3. Press Enter. The formula will be calculated.
4. Select the cell you want to copy (for example, B4) and click on the Copy command
from the Home tab.
5. Select the cells where you want to paste the formula and click on the Paste command
from the Home tab. (You may also drag the fill handle to fill cells.)
6. Your formula is copied to the selected cells as a relative reference (C4=C2+C3,
D4=D2+D3, E4=E2+E3, etc.) and the values are calculated.
Absolute References
There may be times when you do not want a cell reference to change when copying or filling
cells. You can use an absolute reference to keep a row and/or column constant in the
formula.
An absolute reference is designated in the formula by the addition of a dollar sign ($). It can
precede the column reference, the row reference, or both.
In the below example, we want to calculate the sales tax for a list of products with varying
prices. We will use an absolute reference for the sales tax ($B$1) because we do not want it to
change as we are copying the formula down the column of varying prices.
To Create and Copy a Formula Using an Absolute Reference:

1. Select the first cell where you want to enter the formula (for example, C4)
2. Click on the cell that contains the first value you want in the formula (for example, B4).
3. Type the first mathematical operator (for example, the multiplication sign).
4. Type the dollar sign ($) and enter the column letter of the cell you are making an
absolute reference to (for example, B).
5. Type the dollar sign ($) and enter the row number of the same cell you are making
an absolute reference to (for example, 1).
6. Press Enter to calculate the formula.

7. Select the cell you want to copy (for example, C4) and click on the Copy command from
the Home tab.
8. Select the cells where you want to paste the formula and click on the Paste command
from the Home tab. (You may also drag the fill handle to fill cells.)
9. Your formula is copied to the selected cells using the absolute reference (C5=B5*$B$1,
C6=B6*$B$1, etc.) and your values are calculated.
Exercise

2. Create a complex formula that uses the addition and subtraction operations.
3. Create a complex formula that uses the multiplication and division operations.
4. Create a formula that uses an absolute reference. If you are using the example,
calculate the sales tax in E4:E20. Use cell C23 as your absolute reference to the price of
sales tax.
5. Create a formula that uses a relative reference. If you are using the example, create a
formula that multiplies the price of each item (in column D), the sales tax for each item
(in column E), and the quantity of each item (in column F). Enter your results in the
totals column (column G).
Chapter 9
Introduction
Working with Basic Functions

In this lesson, you will learn the basics of inserting common functions into your worksheet by
utilizing the AutoSum and Insert Functions commands. You will also become familiar with
how to search and find various functions, including exploring Excel's Functions Library.
Basic Functions
The Parts of a Function

The order in which you insert a function is important. Each function has a specific order, called
syntax, which must be followed for the function to work correctly. The basic syntax to create a
formula with a function is to insert an equal sign (=), a function name (SUM, for example, is
the function name for addition), and an argument. Arguments contain the information you
want the formula to calculate, such as a range of cell references.
Working with Basic Arguments

Arguments must be enclosed in parentheses. Individual values or cell references inside the
parentheses are separated by either colons or commas.
 Colons create a reference to a range of cells.
For example, =AVG(E19:E23) would calculate the average of the cell range E19
through E23.
 Commas separate individual values, cell references, and cell ranges in the parentheses.
If there is more than one argument, you must separate each argument by a comma.
For example, =COUNT(C6:C14,C19:C23,C28) will count all the cells in the three
arguments that are included in parentheses.
To Create a Basic Function in Excel:
1. Select the cell where the answer will appear (F15, for example)
2. Type the equal sign (=) and enter the function name (SUM, for example).
3. Enter the cells for the argument inside the parenthesis.
4. Press Enter and the result will appear.
Using AutoSum to select Common Functions:

The AutoSum command allows you to automatically return the results for a range of cells for
common functions like SUM and AVG.
1. Select the cell where the answer will appear (E24, for example).
2. Click on the Home tab.
3. In the Editing group, click on the AutoSum drop-down arrow and select the function
you desire (Average, for example).
4. A formula will appear in the selected cell E24. If logically placed, AutoSum will select
your cells for you. Otherwise, you will need to click on the cells to choose the argument
you desire.
5. Press Enter and the result will appear.
The AutoSum command can also be accessed from the Formulas tab.
Function Library
There are hundreds of functions in Excel, but only some will be useful for the kind of data you
are working with. There is no need to learn every single function, but you may want to explore
some of the different kinds to get ideas about which ones might be helpful to you as you create
new spreadsheets.
A great place to explore functions is in the Function Library on the Formulas tab. Here you
may search and select Excel functions based on categories such as Financial, Logical, Text,
Date & Time, and more. Review the following interactive to learn more.
To Insert a Function from the Function Library:
1. Select the cell where the answer will appear (I6, for example)
2. Click on the Formulas tab.
3. From the Function Library group, select the function category you desire. In this
example, we will choose Date & Time.
4. Select the desired function from the Date & Time drop-down menu. We will choose the
NETWORKDAYS function to count the days between the order date and receive date in
our worksheet.
5. The Function Arguments dialog box will appear. Insert the cursor in the first field
and then enter or select the cell(s) you desire (G6, for example).
6. Insert the cursor in the next field and then enter or select the cell(s) you desire (H6,
for example).
7. Click OK and the result will appear. Our results show that it took 5 days to receive the
order.
Insert Function Command

The Insert Function command is convenient because it allows you to search for a function by
typing a description of what you are looking for or by selecting a category to peruse. The Insert
Function command can also be used to easily enter or select more than one argument for a
function.
Using the Insert Function command:
In this example, we want to find a function that will count the total number of supplies listed in
the Office Supply Order Log. The basic COUNT function only counts cells with numbers; we
want to count the cells in the Office Supply column, which uses text. Therefore, we will need to
find a formula that counts cells with text.
1. Select the cell where the answer will appear (A27, for example).
2. Click on the Formulas tab and select the Insert Function command.
3. The Insert Function dialog box will appear.
4. Type a description of the function you are searching for and click Go. For our example,
we will type: Count cells with text. (You may also search by selecting a category.)
5. Review the results to find the function you desire. We will use COUNTA. Then click OK.
6. The Function Arguments dialog box will appear. Insert the cursor in the first field
and then enter or select the cell(s) you desire (A6:A14, for example).
7. Insert the cursor in the next field and then enter or select the cell(s) you desire
(A19:A23, for example). (You may continue to add additional arguments if needed.)
8. Click OK and the result will appear. Our results show that 14 Total Supplies were
ordered from our log.
Exercise
2. Create a function that contains more than one argument.
3. Use AutoSum to insert a function. If you are using the example, insert the MAX function
in cell E15 to find the highest priced supply.
4. Insert a function from the Functions Library. If you are using the example, find the
PRODUCT function (multiply) to calculate the Unit Quantity times the Unit Price in cells
F19 through F23.
5. Use the Insert Function command to search for a function. If you are using the example,
search for a function that will format all the text in cells B19 through B23 to be
uppercase.
6.
Chapter 10
Introduction
In this lesson, you will learn how to print worksheets, workbooks, and selections of cells.
You will also learn how to prepare for printing by modifying page orientation, scale,
margins, Print Titles, and page breaks.
Printing
To View the Print Pane:

2. Select Print. The Print pane appears, with the print settings on the left and the
Print Preview on the right.
To Print Active Sheets:
If you have multiple worksheets in your workbook, you will need to decide if you want to print
the whole workbook or specific worksheets. Excel gives you the option to Print Active Sheets.
A worksheet is considered active if it is selected.
1. Select the worksheets you want to print. To print multiple worksheets, click on the first
worksheet, hold down the Ctrl key, then click on the other worksheets you want to
select.
3. Select Print to access the Print pane.
4. Select Print Active Sheets from the print range drop-down menu.
5. Click the Print button.
To Print the Entire Workbook:

3. Select Print Entire Workbook from the print range drop-down menu.
To Print a Selection:
1. Select the cells that you want to print.

4. Select Print Selection from the print range drop-down menu.
You can see what your selection will look like on the page in Print Preview.
To Change Page Orientation:
Change the page orientation to Portrait to orient the page vertically or Landscape to orient
the page horizontally. Portrait is useful for worksheets needing to fit more rows on one page,
and Landscape is useful for worksheets needing to fit more columns on one page.

3. Select either Portrait Orientation or Landscape Orientation from the orientation
drop-down menu.
4. Your page orientation is changed.
To Fit a Worksheet on One Page:

3. Select Fit Sheet on One Page from the scaling drop-down menu.
4. Your worksheet is reduced in size until it fits on one page. Remember that if it is scaled
too small it might be difficult to read.
To Modify Margins While in Print Preview:
The margins of your worksheet may need to be adjusted to make data fit more comfortably on
the printed page. You can adjust the margins in Print Preview.

3. Click on the Show Margins button. Your margins will appear.
4. Hover your mouse over one of the margin markers until the double arrow
appears.
5. Click and drag the margin to your desired location.
6. Release the mouse. The margin is modified.
To Use Print Titles:
Imagine how difficult it would be to read a worksheet if the column and row headings only
appeared on the first page. The Print Titles command allows you to select specific rows and
columns to appear on each page.
1. Click the Page Layout tab.

2. Select the Print Titles command.
3. The Page Setup dialog box appears. Click the icon at the end of the Rows to repeat
at top field.
4. Your mouse becomes the small selection arrow . Click on the rows you want to
appear on each printed page. The Rows to repeat at top dialog box will record your
selection.
5. Click the icon at the end of the Rows to repeat at top field.
To Insert a Break:
1. Click the Page Layout tab.
2. Determine the placement of the break by clicking on the row below, cell below, or
column to the right of where you want the break to appear. For example, select
column C and a break will appear after column B.
3. Select the Insert Page Break command from the Breaks drop-down menu.
4. he break is inserted. You can go to Print Preview to confirm it appears in the correct
place on the page.
Exercise
2. Try printing two active worksheets. If you are using the example, try printing the
worksheets labeled 2009 and 2010.
3. Try printing only a selection of cells.
4. Change the page orientation to Landscape.
5. Try fitting a large worksheet on one page.
6. Try modifying the margins of a worksheet in Print Preview.
7. If you are using the example, use the Print Titles command to make row 1 and column A
appear on every page.
8. Create a page break so that only columns A and B appear on one page.
Introduction
With over 17 billion cells in a single worksheet, Excel 2010 gives you the ability to work with an
enormous amount of data. Arranging your data alphabetically, from smallest to largest, or
other criteria, can help you find the information you're looking for more quickly.
In this lesson, you will learn how to sort data to better view and organize the contents of your
spreadsheet.
Basic Sorting
To Sort in Alphabetical Order:
1. Select a cell in the column you want to sort by. In this example, we will sort by Last
Name.
2. Select the Data tab, and locate the Sort and Filter group.
3. Click the ascending command to Sort A to Z, or the descending command to
Sort Z to A.
4. The data in the spreadsheet will be organized alphabetically.
Sorting options can also be found on the Home tab, condensed into the Sort & Filter
command.
To Sort in Numerical Order:
1. From the Data tab, click the ascending command to Sort Smallest to Largest, or
the descending command to Sort Largest to Smallest.
2. The data in the spreadsheet will be organized numerically.
To Sort by Date or Time:

1. Select a cell in the column you want to sort by.
2. From the Data tab, click the ascending command to Sort Oldest to Newest, or the
descending command to Sort Newest to Oldest.
3. The data in the spreadsheet will be organized by date or time.
Custom Sorting
To Sort in the Order of Your Choosing:
You can use a Custom List to identify your own sorting order, such as days of the week, or, in
this example, t-shirt sizes from smallest to largest (Small, Medium, Large, and X-Large).
1. From the Data tab, click the Sort command to open the Sort dialog box.
2. Identify the column you want to Sort by by clicking the drop-down arrow in the
Column field. In this example, we will choose T-Shirt Size.
3. Make sure Values is selected in the Sort On field.
4. Click the drop-down arrow in the Order field, and choose Custom List...
5. Select NEW LIST, and enter how you want your data sorted in the List entries box.
We will sort t-shirt sizes from smallest to largest.
6. Click Add to save the list, then click OK.
7. Click OK to close the Sort dialog box and sort your data.
8. The spreadsheet will be sorted in order of Small, Medium, Large, and X-Large.
To Sort by Cell Color, Font Color, or Cell Icon:

2. Identify the column you want to Sort by by clicking the drop-down arrow in the
Column field.
3. Choose whether you want to sort by Cell Color, Font Color, or Cell Icon in the Sort On
field. In this example, will sort on Font Color.
4. In the Order field, click the drop-down arrow to choose a color, then decide whether
you want it ordered On Top or On Bottom.
5. Click OK. The data is now sorted by attribute rather than text.
Sorting Multiple Levels
To Add a Level:
2. Identify the first item you want to Sort by. In this example, we will sort Homeroom #
from Smallest to Largest.
3. Click Add Level to add another item.
4. Identify the item you want to sort by next. We will sort Last Name from A to Z.
5. Click OK.
6. The spreadsheet will be sorted so that homeroom numbers are in order, and within each
homeroom, students are listed alphabetically by last name.
To Change the Sorting Priority:

1. From the Data tab, click the Sort command to open the Custom Sort dialog box.
2. Select the level you want to re-order.
3. Use the Move Up or Move Down arrows. The higher the level is on the list, the higher
its priority.
4. Click OK.
Exercise
2. Sort a column in ascending or descending order. If you are using the example, sort
by Homeroom #.
3. Add a second level, and sort it according to cell color, font color, or cell icon. If you are
using the example, add a second and third level to sort by the red and grey fonts used
in T-Shirt Color.
4. Add another level, and sort it using a Custom List. If you are using the example, sort by
T-Shirt Size in the order of Small, Medium, Large, and X-Large.
5. Change the sorting priority. If you are using the example, re-order the list to sort by T-
Shirt Color (red), then by T-Shirt Color (grey), then by T-Shirt Size, then by Homeroom
#.
Chapter 12
Introduction
In this lesson, you will learn how to filter the data in your worksheet to display only the
information you need.
Filtering Data
To Filter Data:
In this example, we will filter the contents of an equipment log at a technology company. We
will display only the laptops and projectors that are available for check-out.
1. Begin with a worksheet that identifies each column using a header row.
2. Select the Data tab, and locate the Sort & Filter group.
3. Click the Filter command.
4. Drop-down arrows will appear in the header of each column.

5. Click the drop-down arrow for the column you would like to filter. In this example, we
will filter the Type column to view only certain types equipment.
6. The Filter menu appears.

7. Uncheck the boxes next to the data you don't want to view. (You can uncheck the box
next to Select All to quickly uncheck all.)
8. Check the boxes next to the data you do want to view. In this example, we will check
Laptop and Projector to view only those types of equipment.
9. Click OK. All other data will be filtered, or temporarily hidden. Only laptops and
projectors will be visible.
Filtering options can also be found on the Home tab, condensed into the Sort & Filter
command.
To Add Another Filter:
Filters are additive, meaning you can use as many as you need to narrow down your results. In
this example, we will work with a spreadsheet that has already been filtered to display only
laptops and projectors. Now we will display only laptops and projectors that were checked out
during the month of August.
1. Click the drop-down arrow where you would like to add a filter. In this example, we
will add a filter to the Checked Out column to view information by date.
2. Uncheck the boxes next to the data you don't want to view. Check the boxes next to
the data you do want to view. In this example, we will check the box next to August.
3. Click OK. In addition to the original filter, the new filter will be applied. The worksheet
will be narrowed down even further.
To Clear a Filter:
1. Click the drop-down arrow in the column from which you want to clear the filter.
2. Choose Clear Filter From...
3. The filter will be cleared from the column. The data that was previously hidden will be
on display once again.
To instantly clear all filters from your worksheet, click the Filter command on the Data tab.
Advanced Filtering
To Filter Using Search:
Searching for data is a convenient alternative to checking or unchecking data from the list.
You can search for data that contains an exact phrase, number, or date, or a simple fragment.
For example, searching for the exact phrase "Saris X-10 Laptop" will display only Saris X-10
Laptops. Searching for the word "Saris," however, will display Saris X-10 Laptops, and any other
Saris equipment, including projectors, digital cameras, and more.
1. From the Data tab, click the Filter command.

2. Click the drop-down arrow in the column you would like to filter. In this example, we
will filter the Equipment Detail column to view only a specific brand.
3. Enter the data you would like to view in the Search box. We will enter the word "Saris"
to find all Saris brand equipment. The search results will appear automatically.
4. Check the boxes next to the data you want to display. We will display all the data that
includes the brand name Saris.
5. Click OK. The worksheet will be filtered according to your search term.
To Use Advanced Text Filters:

Advanced text filters can be used to display more specific information, such as cells that
contain a certain number of characters, or data that does not contain a word you specify. In this
example, we will use advanced text filters to hide any equipment that is related to cameras,
including digital cameras, camcorders, and more.

2. Click the drop-down arrow in the column of text that you would like to filter. In this
example, we will filter the Equipment Detail column to view only certain kinds of
equipment.
3. Choose Text Filters to open the advanced filtering menu.
4. Choose a filter. In this example, we will choose Does Not Contain to view data that
does not contain the text we specify.
5. The Custom AutoFilter dialog appears.

6. Enter your text to the right of your filter. In this example, we will enter "cam" to view
data that does not contain those letters. That will exclude any equipment related to
cameras, such as digital cameras, camcorders, camera bags, and the digital camera
printer.
7. Click OK. The data will be filtered according to the filter you chose and the text you
specified.
To Use Advanced Date Filters:

Advanced date filters can be used to view information from a certain time period, such as
last year, next quarter, between two dates, and more. Excel automatically knows your current
date and time, making this tool very easy to use. In this example, we will use advanced date
filters to view only the equipment that has been checked out this week.

2. Click the drop-down arrow in the column of dates that you would like to filter. In this
example, we will filter the Checked Out column to view only a certain range of dates.
3. Choose Date Filters to open the advanced filtering menu.
4. Click a filter. We will choose This Week to view equipment that has been checked out
this week.
5. Enter a number to the right of each filter. In this example, we will view ID #s greater
than or equal to 3000, but less than or equal to 4000. That will display ID #s in the
3000-4000 range.
6. Click OK. The data will be filtered according to the filter you chose and the numbers you
specified.
Exercise

2. Filter a column of data. If you are using the example, filter the Type column so it
displays only laptops and "other" equipment.
3. Add another filter by searching for the data you want. If you are using the example,
search for EDI brand equipment in the Item Description column.
4. Clear both filters.
5. Use an advanced text filter to view data that does not contain a certain word or phrase.
If you are using the example, display data that does not contain the word "cam." (This
should exclude any camera-related equipment, such as digital cameras and the
camcorder.)
6. Use an advanced date filter to view data from a certain time period. If you are using the
example, display only the equipment that was checked out last month.
7. Use an advanced number filter to view numbers less than a certain amount. If you are
using the example, display all ID #s below 3000.
Chapter 13
Once you have entered information into a spreadsheet, you may want to format it. Formatting
your spreadsheet can not only improve the look and feel, but also make it easier to use. In a
previous lesson, we discussed many manual formatting options such as bold and italics. In this
lesson, you will learn how to format as a table, to take advantage of the tools and predefined
table styles available in Excel 2010.
Formatting Tables
To Format Information as a Table:

1. Select the cells you want to format as a table. In this example, an invoice, we will format
the cells that contain the column headers and the order details.
2. Click the Format as Table command in the Styles group on the Home tab.
3. A list of predefined table styles will appear. Click a table style to select it.
4. A dialog box will appear, confirming the range of cells you have selected for your table.
The cells will appear selected in the spreadsheet, and the range will appear in the dialog
box.
5. If necessary, change the range by selecting a new range of cells directly on your
spreadsheet.
6. If your table has headers, check the box next to My table has headers.
7. Click OK. The data will be formatted as a table in the style that you chose.
Modifying Tables
To Add Rows or Columns:
1. Select any cell in your table. The Design tab will appear on the Ribbon.
2. From the Design tab, click the Resize Table command.
3. Directly on your spreadsheet, select the new range of cells that you want your table to
cover. You must select your original table cells as well.
4. Click OK. The new rows and/or columns will be added to your table.
To Change the Table Style:

1. Select any cell in your table. The Design tab will appear.
2. Locate the Table Styles group. Click the More drop-down arrow to see all of the table
styles.
3. Hover the mouse over the various styles to see a live preview.
4. Select the desired style. The table style will appear in your worksheet.
To Change the Table Style Options:
When using an Excel table, you can turn various options on or off to change its appearance.
There are six options: Header Row, Total Row, Banded Rows, First Column, Last
Column, and Banded Columns.
1. Select any cell in your table. The Design tab will appear.
2. From the Design tab, check or uncheck the desired options in the Table Style
Options group.
Depending on the Table Style you're using, certain Table Style Options may have a different
effect. You may need to experiment to get the exact look you want.
Exercise
2. Format a range of cells as a table. If you are using the example, format the column
headers (Quantity, Description, etc.) and the order details.
3. Add a row or a column.
4. Change the table style options. If you are using the example, add a total row.
5. Change the table style several times. Take note of how the table options may appear
different depending on the style you use.
Using Templates
To Create a New Workbook Using a Template:
1. Click the File tab to go to Backstage view.

2. Select New. The Available Templates pane appears.
3. Click Sample templates to choose a built-in template, or select an Office.com
template category to download a template. In this example, we will download a
template from Office.com.
4. Thumbnail images of the templates you have to choose from appear in the center. A
larger preview appears on the right.
5. Select the desired template, then click Download to open it. (If using a Sample
template, Download will be replaced by Create.)
6. A new workbook will appear using the template you chose.
7. Use caution when downloading Office.com templates. Some of them are uploaded by
people not affiliated with Microsoft, and Microsoft cannot guarantee that those templates
are free from viruses or defects. For those templates, you'll see a warning message
before downloading them.
Exercise
1. Browse the Sample templates on your computer.
2. Browse several different template categories from Office.com.
3. Create a new workbook using a template.
4. Enter your data into the template.
5. Save and close the workbook.
Conditional Formatting
To Create a Conditional Formatting Rule:
1. Select the cells that you want to add the formatting to.
2. In the Home tab, click the Conditional Formatting command. A drop-down menu will
appear.
3. Select Highlight Cells Rules or Top/Bottom Rules. We will choose Highlight Cells
Rules for this example. A menu will appear with several rules.
4. Select the desired rule (Greater Than, for example).
5. From the dialog box, enter a value in the space provided, if applicable. In this example,
we want to format cells that are greater than $5,000, so we'll enter 5000 as our value. If
you want, you can enter a cell reference instead of a number.
6. Select a formatting style from the drop-down menu.
7. The formatting will be applied to the selected cells.
If you want, you can apply more than one rule to your cells.
Conditional Formatting
To Create a Conditional Formatting Rule:
1. Select the cells that you want to add the formatting to.
appear.
3. Select Highlight Cells Rules or Top/Bottom Rules. We will choose Highlight Cells
Rules for this example. A menu will appear with several rules.
4. Select the desired rule (Greater Than, for example).
5. From the dialog box, enter a value in the space provided, if applicable. In this example,
we want to format cells that are greater than $5,000, so we'll enter 5000 as our value. If
you want, you can enter a cell reference instead of a number.
6. Select a formatting style from the drop-down menu.
7. The formatting will be applied to the selected cells.
If you want, you can apply more than one rule to your cells.
Conditional Formatting Presets
Excel has a number of presets that you can use to quickly apply conditional formatting to your
cells. They are grouped into three categories:
 Data Bars are horizontal bars added to each cell, much like a bar graph.
 Color Scales change the color of each cell based on its value. Each color scale uses a
two or three color gradient. For example, in the Green - Yellow - Red color scale,
the highest values are green, average values are yellow, and the lowest values are
red.
 Icon Sets add a specific icon to each cell based on its value.
To Use Preset Conditional Formatting:
1. Select the cells you want to add the formatting to.

appear.
3. Select Data Bars, Color Scales or Icon Sets (Data Bars, for example). Then, select
the desired preset.
4. The conditional formatting will be applied to the selected cells.
To Remove Conditional Formatting Rules:
1. Select the cells that have conditional formatting.
appear.
3. Select Clear Rules.
4. A menu will appear. You can choose to clear rules from the Selected Cells, Entire
Sheet, This Table, or This PivotTable. In this example, we will clear rules from the
entire sheet.
You can edit or delete individual rules by clicking on the Conditional Formatting command
and selecting Manage Rules. This is especially useful if you have applied multiple rules to
the cells.
Exercise

2. Apply conditional formatting to a range of cells with numerical values. If you are using
the example, apply the formatting to all of the sales data.
3. Apply a second conditional formatting rule to the same set of cells.
4. Explore the Conditional Formatting Rules Manager dialog box.
5. Clear all conditional formatting rules from the worksheet.
Chapter 14
Introduction
A chart is a tool you can use in Excel to communicate your data graphically. Charts allow
your audience to see the meaning behind the numbers, and they make showing
comparisons and trends a lot easier. In this lesson, you will learn how to insert charts and
modify them so that they communicate information effectively.
Charts
To Create a Chart:
1. Select the cells that you want to chart, including the column titles and the row
labels. These cells will be the source data for the chart.
2. Click the Insert tab.
3. In the Charts group, select the desired chart category (Column, for example).
4. Select the desired chart type from the drop-down menu (Clustered Column, for
example).
5. The chart will appear in the worksheet.
Chart Tools
Once you insert a chart, a set of Chart Tools, arranged into three tabs, will appear on the
Ribbon. These are only visible when the chart is selected. You can use these three tabs to
modify your chart.
To Change the Chart Type:

1. From the Design tab, click the Change Chart Type command. A dialog box appears.
2. Select the desired chart type and click OK.
To Switch Row and Column Data:
Sometimes when you create a chart, the data may not be grouped the way you want it to be. In
the clustered column chart below, the Book Sales statistics are grouped by Fiction/Non-
Fiction, with a column for each year. However, you can also switch the row and column
data so that the chart will group the statistics by year, with columns for Fiction and Non-
Fiction. In both cases, the chart contains the same data; it's just organized differently.
1. Select the chart.

2. From the Design tab, select the Switch Row/Column command.
3. The chart will then readjust.
To Change the Chart Layout:

1. Select the Design tab.
2. Click the More drop-down arrow in the Chart Layouts group to see all of the available
layouts.
3. Select the desired layout.
4. The chart will update to reflect the new layout.
Some layouts include chart titles, axes, or legend labels. To change them, just place the
insertion point in the text and begin typing.
To Change the Chart Style:

2. Click the More drop-down arrow in the Chart Styles group to see all of the available
styles.
3. Select the desired style.
4. The chart will update to reflect the new style.
To Move the Chart to a Different Worksheet:

2. Click the Move Chart command. A dialog box appears. The current location of the chart
is selected.
3. Select the desired location for the chart (i.e., choose an existing worksheet, or select
New Sheet and name it).
4. Click OK. The chart will appear in the new location.
Exercise
2. Use worksheet data to create a chart.
3. Change the chart layout.
4. Apply a chart style.
5. Move the chart to a different worksheet.
Chapter 15
Creating PivotTables
PivotTable reports (or, simply PivotTables) make the data in your worksheets much more
manageable by summarizing the data and allowing you to manipulate it in different ways.
PivotTables can be an indispensable tool when used with large, complex spreadsheets, but they
can be used with smaller spreadsheets as well.
In this lesson, you will learn the basics of creating and manipulating PivotTables.
PivotTables
Using PivotTables to Answer Questions
The example below contains sales statistics for a fictional company. There is a row for each
order, and it includes the order amount, the name of the salesperson who made the sale,
the month, the sales region, and the customer's account number.
Suppose we wanted to answer the question, "What is the amount sold by each
salesperson?" This could be time-consuming, as each salesperson appears on multiple rows,
and we would need to add up all of the order amounts for each salesperson. Of course, we
could use the Subtotal feature to add them, but we would still have a lot of data to sift
through.
Luckily, a PivotTable can instantly do all of the math for us and summarize the data in a way
that's not only easy to read, but easy to manipulate. When we're done, the PivotTable will look
something like this:
As you can see, the PivotTable is much easier to read. It only takes a couple of steps to
create one, and once you create it you'll be able to take advantage of the PivotTable's powerful
features.
To Create a PivotTable:
1. Select the table or cells (including column headers) containing the data you want to
use.
2. From the Insert tab, click the PivotTable command.
3. The Create PivotTable dialog box will appear. Make sure the settings are correct, and
then click OK.
4. A blank PivotTable will appear on the left, and the Field List will appear on the right.
To Add Fields to the PivotTable:
Now, you'll need to decide which fields to add to the PivotTable. Each field is simply a column
header from the source data. It may be helpful to recall the question that you are trying to
answer. In this example, we want to know the total amount sold by each salesperson, so
we'll just need the Order Amount and Salesperson fields.
1. In the Field List, place a checkmark next to each field you want to add.
2. The selected fields will be added to one of the four Areas below the Field List. In this
example, the Salesperson field is added to the Row Labels area, and the Order
Amount is added to the Values area. If a field is not in the desired area, you can drag
it to a different one.
3. The PivotTable now shows the amount sold by each salesperson.
Just like with normal spreadsheet data, you can sort the data in a PivotTable using the Sort &
Filter command in the Home tab. You can also apply any type of formatting that you want. For
example, you may want to change the Number Format to Currency. However, be aware that
some types of formatting may disappear when you modify the PivotTable.
Pivoting Data
One of the best things about PivotTables is that they let you "pivot" the data in order to look at
it in a different way. This allows you to answer multiple questions and even experiment
with the data to learn new things about it.
In our example, we used the PivotTable to answer the question "What is the total amount sold
by each salesperson?" But now we'd like to answer a new question, such as "What is the total
amount sold in each month?" We can do this by simply changing the Row Labels.
To Change the Row Labels:

1. Drag any existing fields out of the Row Labels area, and they will disappear.
2. Drag a new field from the Field List into the Row Labels area. In this example, we're
using the Month field.
3.
total Order Amount for each month.
To Add Column Labels:

So far, our PivotTable has only shown one column of data at a time. In order to show
multiple columns, you'll need to add Column Labels.
1. Drag a field from the Field List into the Column Labels area. In this example, we're
using the Region field.
2. The PivotTable will now have multiple columns. In this example, there is a column for
each region.
Report Filters
Sometimes you may want focus on just a portion of the data and filter out everything else. In
our example, we're going to focus on certain salespeople, to see how they affect the total sales.
To Add a Report Filter:
1. Drag a field from the Field List into the Report Filter area. In this example, we're
using the Salesperson field.
2. The report filter appears above the PivotTable. Click the drop-down arrow on the right
side of the filter to view the list of items.
3. Select the item that you wish to view. If you want to select more than one item, place a
checkmark next to Select Multiple Items. Then click OK. In the example below, we
are selecting five salespeople.
4. Click OK. The PivotTable will adjust to reflect the changes.
Slicers
Slicers were introduced in Excel 2010 to make filtering data easier and more interactive.
They're basically just report filters, but they're more interactive and faster to use, as they let
you quickly select items and instantly see the result. If you filter your PivotTables a lot, you
might want to use slicers instead of report filters.
To Add a Slicer:
1. Select any cell in your PivotTable. The Options tab will appear on the Ribbon.
2. From the Options tab, click the Insert Slicer command. A dialog box will appear.
3. Select the desired field. In this example, we will select Salesperson. Then click OK.
4. The slicer will appear next to the PivotTable. Each item that is selected will be
highlighted in blue. In the example below, the slicer contains a list of all of the different
salespeople, and four of them are currently selected.
Pivot Charts
Pivot Charts are like regular charts, except they display data from a PivotTable. As with a
regular chart, you'll be able to select a chart type, layout and style to best represent the
data. In this example, we'll use a PivotChart so we can visualize the trends in each sales
region.
To Create a PivotChart:
1. Select any cell in your PivotTable. The Options tab will appear in the Ribbon.
2. From the Options tab, click the PivotChart command.
3. From the dialog box, select the desired chart type (3-D Clustered Column, for
example) and click OK.
4. The PivotChart will appear in the worksheet. If you want, you can move it by clicking
and dragging.
If you make any changes to the PivotTable, the PivotChart will adjust automatically.
Exercise
 Open an existing Excel workbook.
 Create a PivotTable using the data in the workbook.
 Experiment with different Row Labels and Column Labels.
 Filter the report with a slicer.
 Create a PivotChart.
 If you are using the example, use the PivotTable to answer the question, "Which
salesperson sold the lowest amount in January?" Hint: First decide which fields
you need in order to answer the question.

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CHAPTER 1

Getting Started with Excel

To Customize the Ribbon:

3. Make sure the new group is selected.

To Minimize and Maximize the Ribbon:

The Quick Access Toolbar

 Adding a command to the Quick Access Toolbar

To Get to Backstage View:

Creating and Opening Workbooks

To Create a New, Blank Workbook:

1. Click the File tab. This takes you to Backstage view.

1. Click the File tab. This takes you to Backstage view.

Introduction to Cells and Cell Content

To Select Multiple Cells:

1. Click on a cell to select it.

To Copy and Paste Cell Content:

To Cut and Paste Cell Content:

1. Select the cells you wish to cut.

1. Select the cells you want to format.

To Drag and Drop Cells:

3. Click and drag the cells to the new location.

To Use the Fill Handle to Fill Cells:

To Use the Save As Command:

1. Click the File tab.

To Use the Save Command:

To Use Auto Recover:

1. Open a workbook that was previously closed without saving.

To Save As an Excel 97-2003 Workbook:

1. Click the File tab.

1. Click the File tab.

Working with Columns, Rows, and Cells

To Modify Column Width:

cross becomes a double arrow .

To Set Column Width with a Specific Measurement:

1. Select the columns you want to modify.

To Set Row Height with a Specific Measurement:

Wrapping Text and Merging Cells

1. Select the cells with text you want to wrap.

To Merge Cells Using the Merge & Center Command:

To Access More Merge Options:

To Change the Font:

1. Select the cells you want to modify.

To Change the Font Size:

1. Select the cells you want to modify.

To Change the Font Color:

To Change Horizontal Text Alignment:

To Change Vertical Text Alignment:

Formatting Numbers and Dates

To Format Numbers and Dates:

1. Select the cells you want to modify.

To Insert New Worksheets:

Click on the Insert Worksheet icon. A new worksheet will appear.

1. Select the worksheets you want to delete.

To Color-Code Worksheet Tabs:

Grouping and Ungrouping Worksheets

To Ungroup All Worksheets:

Freezing Worksheet Panes

Creating Simple Formulas