Excel Spreadsheet Formulas: Reference Operators

Excel Spreadsheet Formulas
If you need to create an Excel Spreadsheet Formula, this Microsoft Excel tutorial will teach you how. We take
you step-by-step through the process of creating Microsoft Excel spreadsheet formulas and performing
mathematical calculations in Microsoft Excel.
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Lesson 3: Numbers and Mathematical Calculations

Microsoft Excel has many functions that you can use. Functions allow you to quickly and easily
find an average, the highest number, the lowest number, a count of the number of items in a list,
and make many other useful calculations.
Reference Operators
Reference operators refer to a cell or a group of cells. There are two types of reference operators,
range and union.
A range reference refers to all the cells between and including the reference. A range reference
consists of two cell addresses separated by a colon. The reference A1:A3 includes cells A1, A2,
and A3. The reference A1:C3 includes A1, A2, A3, B1, B2, B3, C1, C2, and C3.
A union reference includes two or more references. A union reference consists of two or more
cell addresses separated by a comma. The reference A7,B8,C9 refers to cells A7, B8, and C9.
Functions
Microsoft Excel has a set of prewritten formulas called functions. Functions differ from regular
formulas in that you supply the value but not the operators, such as +, -, *, or /. For example, you
can use the SUM function to add. When using a function, remember the following:
Use an equal sign to begin a formula.
Specify the function name.
Enclose arguments within parentheses.
Use a comma to separate arguments.
Here is an example of a function:
=SUM(2,13,A1,B27)
In this function:
The equal sign begins the function.
SUM is the name of the function.
2, 13, A1, and B27 are the arguments.
Parentheses enclose the arguments.
A comma separates the arguments.
The SUM function adds the arguments together. In the exercises that follow, we will look at
various functions.
Typing a Function
1. Open Microsoft Excel.

2. Type 12 in cell B1.
3. Press Enter.
5. Press Enter.
7. Press Enter.
8. Type =SUM(B1:B3) in cell A4.
9. Press Enter. Microsoft Excel sums cells B1 to B3.
Alternate Method: Entering a Function by Using the Menu
1. Type 150 in cell C1.

2. Press Enter.
4. Press Enter.
6. Press Enter. Your cursor should be in cell C4.
7. Choose Insert > Function from the menu.
8. Choose Math & Trig in the Or Select A Category box.
9. Click Sum in the Select A Function box.
10. Click OK. The Functions Arguments dialog box opens.
11. Type C1:C3 in the Number1 field, if it does not automatically appear.
12. Click OK. Microsoft Excel sums cells C1 to C3.
13. Move to cell A4.
14. Type the word Sum.
15. Press Enter.
As you learned in Lesson 2, you can also calculate a sum by using the Sum icon.
Calculating an Average
You can use the AVERAGE function to calculate the average of a series of numbers.
1. Move your cursor to cell A6.

2. Type Average.Press the right arrow key to move to cell B6.
3. Type =AVERAGE(B1:B3).
4. Press Enter. The average of cells B1 to B3, which is 21, will appear.
Calculating an Average by Using the Sum Icon
In Microsoft Excel XP, you can use the Sum icon to calculate an average.
1. Move your cursor to cell C6.

2. Click the drop-down arrow next to the Sum icon.
3. Click Average.
4. Highlight C1 to C3.
5. Press Enter. The average of cells C1 to C3, which is 100, appears.
Calculating Min
You can use the MIN function to find the lowest number in a series of numbers.

2. Type Min.
3. Press the right arrow key to move to cell B7.
4. Type = MIN(B1:B3).
5. Press Enter. The lowest number in the series, which is 12 appears.
Calculating Max
You can use the MAX function to find the highest number in a series of numbers.

2. Type Max.
4. Type = MAX(B1:B3).
5. Press Enter. The highest number in the series, which is 27, appears.
Note: You can also use the drop-down menu next to the Sum icon to calculate minimums and
maximums.
Calculating Count
You can use the count function to count the number of items in a series.

2. Type Count
4. Click the down arrow next to the Sum icon.
5. Click Count.
6. Highlight B1 to B3.
7. Press Enter. The number of items in the series, which is 3 appears.
Filling Cells Automatically
You can use Microsoft Excel to fill cells automatically with a series. For example, you can have
Excel automatically fill in times, the days of the week or months of the year, years, and other
types of series. Days of the week and months of the year fill in a similar fashion. The following
demonstrates filling the days of the week:
1. Move to Sheet2.
2. Move to cell A1.
3. Type Sun.
4. Move to cell B1.
5. Type Sunday.
6. Highlight cells A1 to B1.
7. Bold cells A1 to B1.
8. Find the small black square in the lower right corner of the highlighted area. This is
called the Fill Handle.
9. Grab the Fill Handle and drag with your mouse to fill cell A1 to B24. Note how the days
of the week fill the cells in a series. Also, note that the Auto Fill Options icon appears.
10. Click the Auto Fill Options icon.

11. Choose the Copy Cells radio button. The entry in cells A1 and B1 are copied to all the
cells highlighted.
12. Click the Auto Fill Options icon again.
13. Choose the Fill Series radio button. The cells fill as a series from Sunday to Saturday
again.
15. Choose the Fill Without Formatting radio button. The cells fill as a series from Sunday to
Saturday, but the entries are not bolded.
17. Choose the Fill Weekdays radio button. The cells fill as a series from Monday to Friday.
Some of the entries in column B are too long to fit in the column. You can quickly adjust the
column width to fit the longest entry.
1. Move your cursor over the line that separates column B and C. The Width Indicator
appears.
2. Double-click. The Column adjusts to fit the longest entry.
The following demonstrates filling time:
1. Type 1:00 into cell C1.

2. Grab the Fill Handle and drag with your mouse to highlight cells A1 to A24. Note that
each cell fills using military time.
3. Press Esc and then click anywhere on the worksheet to remove the highlighting.
To change the format of the time:
1. Select cells C1 to C24.

2. Choose Format > Cells from the menu.
3. Choose the Number tab.
4. In the Category box, choose Time.
5. In the Type box, choose 1:30 PM.
6. Click OK. The time is no longer in military time.
You can also fill numbers.
Type a 1 in cell D1.
1. Grab the Fill Handle and drag with your mouse to highlight cells D1 to D24. The number
1 fills each cell.
3. Choose the Fill Series radio button. The cells fill as a series starting with 1, 2, 3.
Here is another interesting fill feature.
1. Go to cell E1.
2. Type Lesson 1.
3. Grab the Fill Handle and drag with your mouse to highlight cells E1 to E24.
4. The cells fill in as a series: Lesson 1, Lesson 2, Lesson 3, and so on.
Printing
The simplest way to print is to click the Print icon located on the Standard toolbar. Dotted lines
will appear on your screen after you click the print icon. The dotted lines indicate the right, left,
top, and bottom edges of your printed pages.
Print Preview
There are many print options. You can select print options options in Page Setup or in Print
Preview. In Print Preview, you can see the results of your selections onscreen. You can use print
options to:
 Determine whether to print landscape or portrait. If you print portrait on an 8 1/2 by 11

sheet of paper, the length across the top of your page will be 8 1/2 inches. If you print
landscape on an 8 1/2 by 11 sheet of paper, the length across the top of your page will be
11 inches.
 Scale your document. If your data is small in comparison to the page, you may want to
scale upward so the data fills the entire page. If your data is too large to fit on the page,
you may want to scale downward.
 Specify how many pages wide and how many pages long you want your printed
document to be.
 Select the paper size and print quality.
 Set the first page number.
If you choose the Margins tab, you can:
 Set the size of your margins including your header and footer margins.
 Center your spreadsheet horizontally and/or vertically on the page.
If you choose the Header/Footer tab, you can select headers and footers. A header is text that
appears at the top of every page. A footer is text that appears at the bottom of every page. You
can use headers and footers to insert page numbers, dates, and other information.
To choose a header:
1. Choose the Header/Footer tab.

2. Click the down arrow next to the Header field to open the drop-down box for the header
field.
3. Choose a Header from the list.
To choose a footer:

2. Click the down arrow next to the Footer field to open the drop-down box for the Footer
field.
3. Choose a Footer from the list.
Click the Custom Header or Custom Footer button to customize your headers and footers.
Use the Left Section to place your options on the left side of the page, the Center Section to place
your options in the center of the page, and the Right Section to place your optionds 9on the right
side of the page.
The Sheet tab has options that allow you to choose which rows and columns will repeat at the
left and the top of the page. It also has options that allows you to determine whether gridlines
and/or row column headings print
To preview and print your spreadsheet:
1. Choose File > Preview from the menu.

2. Click Setup.
3. Choose the Page tab.
4. Choose Portrait.
5. In the Adjust To field, type 110% to set the size to 110%,.
6. Choose the Margin tab.
7. Check the Horizontally box in the Center On Page frame to center your spreadsheet
horizontally.
8. Click OK.
9. Click Print. The Print dialog box opens.
10. Click OK to print the file.
Saving Your File
To save your file:
1. Choose File>Save from the menu.

2. Go to the directory in which you want to save your file.
3. Type lesson3 in the File Name field.
4. Click Save.
Closing Microsoft Excel
This is the end of Lesson 3. Close Microsoft Excel.
1. Choose File > Exit from the menu.

Microsoft Excel Tutorial

Our Microsoft Excel XP 2003/2002 tutorial provides the help you need to get started
using Microsoft Excel. It covers entering data, formatting, cell alignment, fonts,
mathematical calculations, functions, and much more.
Lesson 2: Formatting Text and Performing

Mathematical Calculations
In this lesson, you are going to learn how to format text and perform basic
mathematical calculations. To start, open a blank Microsoft Excel workbook.
Choosing a Default Font
Microsoft Excel enables you to choose a default font. The default font is the
style of typeface that Excel will use unless you specify a different style. For
the exercises in this lesson, you want your font to be set to Arial, Regular,
and Size 10. To set your font to Arial, Regular, and Size 10:

2. Choose the Font tab.
3. In the Font box, choose Arial.
4. In the Font Style box, choose Regular.
5. In the Size box, choose 10.
6. If there is no check mark in the Normal Font box, click to place a check
mark there. Your selections are now the default.
7. Click OK.
Adjusting the Standard Column Width
When you open Microsoft Excel, the width of each cell is set to a default
width. This width is called the standard column width. You need to change
the standard column width to complete your exercises. To make the change,
follow these steps:
1. Choose Format > Column > Standard Width from the menu. The Standard
Width dialog box opens.
2. Type 25 in the Standard Column Width field. Click OK. The width of every
cell on the worksheet should now be set to 25.
3. Move to cell A1.
4. Type Cathy.
5. Press Enter.
Cell Alignment
The name "Cathy" is aligned with the left side of the cell. You can change the
cell alignment.
Centering by Using the Menu
To center the name Cathy, follow these steps:
1. Move the cursor to cell A1.

2. Choose Format > Cells from the menu. The Format Cells dialog box opens.
3. Choose the Alignment tab.
4. Click to open the drop-down box associated with the Horizontal field. After
the drop-down box is opened, click Center.
5. Click OK to close the dialog box. The name "Cathy" is centered.
Right-Aligning by Using the Menu
To right-align the name "Cathy," follow these steps:

the drop-down box opens, click Right (Indent).
5. Click OK to close the dialog box. The name "Cathy" is right-aligned.
Left-Aligning by Using the Menu
To left-align the name "Cathy," follow these steps:

the drop-down box opens, click Left (Indent).
5. Click OK to close the dialog box. The name "Cathy" is left-aligned.
Alternate Method: Alignment by Using the Formatting Toolbar
Using the Formatting toolbar, you can quickly perform tasks. You can use the
Formatting toolbar to change alignment.
Centering by Using the Toolbar
To center the name "Cathy," follow these steps:

2. Click the Center icon, which is located on the Formatting toolbar.
The red circle designates the Align Center icon.
Right-Aligning by Using the Toolbar
You can right-align the name "Cathy" by following these steps:

2. Click the Align Right icon, which is located on the Formatting toolbar.
The red circle designates the Align Right icon.
Left-Aligning by Using the Toolbar
You can left-align the name "Cathy" by following these steps:

2. Click the Align Left icon, which is located on the Formatting toolbar.
The red circle designates the Align Left icon.
Adding Bold, Underline, and Italic
You can bold, underline, or italicize text in Microsoft Excel. You can also
combine these features -- in other words, you can bold, underline, and
italicize a single piece of text.
In the exercises that follow, you will learn three different methods for
bolding, italicizing, or underlining text in Microsoft Excel. You will learn to
bold, italicize, and underline by using the menu, the icons, and the shortcut
keys.
Adding Bold by Using the Menu
1. Type Bold in cell A2.

2. Click the check mark located on the Formula bar. Clicking on the check
mark is similar to pressing Enter.
5. Click Bold in the Font Style box.

6. Click OK. The word "Bold" should now be bolded.
Adding Italic by Using the Menu
1. Type Italic in cell B2.

4. Click Italic in the Font style box.
5. Click OK. The word "Italic" is italicized.
Adding Underline by Using the Menu
Microsoft Excel provides several types on underlines. The exercise that

follows illustrates some of them.
Single Underline
1. Type Underline in cell C2.

4. Click to open the drop-down menu associated with the Underline box.
5. Click Single.
6. Click OK. The cell entry now has a single underline.
Double Underline
1. Type Underline in cell D2.

2. Click the check mark located on the Formula bar.
4. Click to open the drop-down menu associated with the Underline field.
5. Click Double.
6. Click OK. The cell entry now has a double underline.
Single Accounting
1. Type Underline in cell E2.

3. Choose Format > Cells from the menu. The Format Cells dialog box will
open.
5. Click Single Accounting.
6. Click OK. The cell entry now has a single accounting underline.
Double Accounting
1. Type Underline in cell F2.

open.
5. Click Double Accounting.
6. Click OK. The cell entry now has a double accounting underline.
Adding Bold, Underline, and Italic by Using the Menu
1. Move the cursor to cell G3.

2. Type All three.
6. Click Bold Italic in the Font Style box.
Then click Single.
8. Click OK. The words "All three" are now bolded, italicized, and underlined.
Removing Bolding and Italics by Using the Menu
1. Highlight cells A2 to B2. Place your cursor in cell B2. Press the F8 key. Press
the right arrow key once.
3. Click Regular in the Font style box.
4. Click OK. Cell A2 is no longer be bolded. Cell B2 is no longer italized.
Removing an Underline by Using the Menu
1. Move to cell C2.

Then click None.
4. Click OK. The underdelined is removed.
Alternate Method: Adding Bold by Using the Icon

3. Click the Bold icon, which is on the Formatting toolbar.

4. Click again on the Bold icon if you wish to remove the bolding.
Alternate Method: Adding Italic by Using the Icon

3. Click the Italic icon, which is on the Formatting toolbar.

4. Click again on the Italic icon if you wish to remove the italics.
Alternate Method: Adding Underline by Using the Icon

3. Click the Underline icon, which is on the Formatting toolbar.

4. Click again on the Underline icon if you wish to remove the underline.
Alternate Method: Adding Bold, Underline, and Italic by Using Icons
1. Type All Three in cell D3.

3. Click the Bold icon.
4. Click the Italic icon.
5. Click the Underline icon.
Alternate Method: Adding Bold by Using Shortcut Keys

3. Hold down the Ctrl key while pressing "b" (Ctrl-b).
4. Press Ctrl-b again if you wish to remove the bolding.
Alternate Method: Adding Italic by Using Shortcut Keys

3. Hold down the Ctrl key while pressing "i" (Ctrl-i).
4. Press Ctrl-i again if you wish to remove the italic formatting.
Alternate Method: Adding Underline by Using Shortcut Keys

3. Hold down the Ctrl key while pressing "u" (Ctrl-u).
4. Press Ctrl-u again, if you wish to remove the underline.
Alternate Method: Adding Bold, Underline, and Italic by Using Shortcut

Keys
1. Type All three in cell D4.

3. Hold down the Ctrl key while pressing "b" (Ctrl-b).
4. Hold down the Ctrl key while pressing "i" (Ctrl-i).
5. Hold down the Ctrl key while pressing "u" (Ctrl-u).
Changing the Font, Font Size, and Font Color
You can change the Font, Font Size, and Font Color of the data you enter.
Changing the Font
1. Type Times New Roman in cell A5.

4. Choose the Font tab. All of the Fonts listed in the Font box are available to
you.
5. Find and click Times New Roman in the Font box.
6. Click OK. The font changes from Arial to Times New Roman.
Changing the Font Size
1. Place the cursor in cell A5.

4. Click 16 in the Size box.
5. Click OK. The font size changes to 16.
Changing the Font Color

4. Click to open the drop-down menu associated with the color field.
5. Click Blue.
6. Click OK. The font color changes to blue.
Alternate Method: Changing the Font Color by Using the Icon

2. Click the down arrow next to the Font Color icon.
3. Click on Red. Your font clolor changes to red.
Working with Long Text
Whenever you type text that is too long to fit into a cell, Microsoft Excel
attempts to display all the text. It left-aligns the text regardless of the
alignment that has been assigned to it, and it borrows space from the blank
cells to the right. However, a long text entry will never write over cells that
already contain entries -- instead, the cells that contain entries cuts off the
long text. Do the following exercise to see how this works.

2. Type Now is the time for all good men to go to the aid of their army.
3. Press Enter. Everything that does not fit into cell A6 spills over into the
adjacent cell.
4. Move the cursor to cell B6.
5. Type TEST.
6. Press Enter. The entry in cell A6 is cut off.
8. Look at the Formula bar. The text is still in the cell.
Changing a Single Column Width
Earlier you increased the column width of every column on the worksheet.
You can also increase individual column widths. If you increase the column
width, you will be able to see the long text.
1. Make sure the cursor is anywhere under column A.

2. Choose Format > Column > Width from the menu. The column width dialog
box opens.
3. Type 55 in the Column Width field.
4. Click OK.
Column A is set to a width of 55. You should now be able to see all of the
text.
Alternate Method: Changing a Single Column Width by Dragging
You can also change the column width with the cursor.
1. Place the cursor on the line between the B and C column headings. The
cursor should look like the one displayed here, with two arrows.
2. Move your mouse to the right while holding down the left mouse button.
The width indicator appears on the screen.
3. Release the left mouse button when the width indicator shows
approximately 40.
Moving to a New Worksheet
In Microsoft Excel, each workbook is made up of several worksheets. Before

moving to the next topic, move to a new worksheet.
1. Click Sheet2 in the lower left corner of the screen.

Setting the Enter Key Direction
In Microsoft Excel, you can specify which direction the cursor moves when
you press the Enter key. You can have the cursor move up, down, left, right,
or not at all. You will now make sure the cursor is set to move down when
you press the Enter key.
1. Choose Tools > Options from the menu. The Options dialog box opens.
2. Choose the Edit tab.
3. Make sure there is a check mark in the "Move Selection after Enter" box.
4. If Down is not selected, click to open the Direction drop-down box. Click
Down.
5. Click OK.
Making Numeric Entries
In Microsoft Excel, you can enter numbers and mathematical formulas into
cells. When a number is entered into a cell, you can perform mathematical
calculations such as addition, subtraction, multiplication, and division. When
entering a mathematical formula, precede the formula with an equal sign. Use
the following to indicate the type of calculation you wish to perform:
+ Addition
- Subtraction
* Multiplication
/ Division
^ Exponential
Performing Mathematical Calculations
The following exercises demonstrate how to perform mathematical

calculations.
Addition

2. Type 1.
3. Press Enter.
4. Type 1 in cell A2.
5. Press Enter.
6. Type =A1+A2 in cell A3.
7. Press Enter. Cell A1 has been added to cell A2, and the result is shown in
cell A3.
Place the cursor in cell A3 and look at the Formula bar.
Subtraction
1. Press F5. The Go To dialog box opens.

2. Type B1 in the Reference field.
3. Press Enter. The cursor should move to cell B1.
5. Press Enter.
7. Press Enter.
8. Type =+B1- B2 in cell B3.
9. Press Enter. Cell B1 has been subtracted from B2, and the result is shown in
cell B3.
Place the cursor in cell B3 and look at the Formula bar.
Multiplication
1. Hold down the Ctrl key while you press "g" (Ctrl-g). The Go To dialog box
opens.
2. Type C1 in the Reference field.
3. Press Enter. You should now be in cell C1.
5. Press Enter.
7. Press Enter.
8. Type =C1*C2 in cell C3.
9. Press Enter. Cell C1 is multiplied by cell C2 and the result is displayed in cell
C3.
Place the cursor in cell C3 and look at the Formula bar.
Division
1. Press F5.
2. Type D1 in the Reference field.
3. Press Enter. You should now be in cell D1.
4. Type 6 in cell D1.
5. Press Enter.
6. Type 3 in cell D2.
7. Press Enter.
8. Type =D1/D2 in cell D3.
9. Press Enter. Cell D1 is divided by cell D2 and the result is displayed in cell
D3.
Place the cursor in cell D3 and look at the Formula bar.
The AutoSum Icon
The AutoSum icon on the Standard toolbar automatically adds a column of

numbers. The following illustrates the SUM function:
1. Go to cell F1.
2. Type 3. Press Enter.
5. Click the AutoSum button, which is located on the Standard toolbar.
6. F1 to F3 should now be highlighted.

7. Press Enter. Cells F1 through F3 are added.
Automatic Calculation
If you have automatic calculation turned on, Microsoft Excel recalculates the
worksheet as you change cell entries. You can check to make sure automatic
calculation is turned on.
Setting Automatic Calculation
1. Choose Tools > Options from the menu.

2. Choose the Calculation tab.
3. Select Automatic if it is not already selected.
4. Click OK.
Trying Automatic Calculation
Make the changes outlined below and note how Microsoft Excel
automatically recalculates.
1. Move to cell A1.

2. Type 2. Press the Enter key. The results shown in cell A3 have changed. The
number in cell A1 has been added to the number in cell A2 and the results
display in cell A3.
3. Move to cell B1.
4. Type 6.
5. Press the Enter key. The results shown in cell B3 have changed. The
number in cell B1 has been subtracted from the number in cell B2 and the
results display in cell B3.
6. Move to cell C1.
7. Type 4. Press the Enter key. The results shown in cell C3 have changed. The
number in cell C1 has been multiplied by the number in cell C2 and the
results display in cell C3.
8. Move to cell D1.
9. Type 12. Press the Enter key. The results shown in cell D3 have changed.
The number in cell D1 has been divided by the number in cell D2 and the
results display in cell D3.
Formatting Numbers
You can format the numbers you enter into Microsoft Excel. You can add
commas to separate thousands, specify the number of decimal places, place a
dollar sign in front of the number, or display the number as a percent in
addition to several other options.
Before formatting
After formatting

2. Type 1234567.
3. Press Enter.
4. Move the cursor back to cell A5.
open.
7. Click Number in the Category box.
8. Type 2 in the Decimal Places box.
9. Place a check mark in the Use 1000 Separator box.
10. Click OK. The number should now display with two decimal places. The
thousands should now be separated by commas.
Adding a Dollar Sign to a Numeric Entry

4. Click Currency in the Category box.
5. Make sure there is a "$" in the Symbol box.
6. Click OK. The number displays with a dollar sign.
Alternate Method: Formatting Numbers by Using the Toolbar

2. Type 1234567.
3. Press Enter.
5. Click twice on the Increase Decimal icon to change the number format to
two decimal places. Clicking on the Decrease Decimal icon decreases the
decimal places.
6. Click once on the Comma Style icon to add commas to the number.
7. To change the number to a currency format, click Currency Style format.
9. Type .35 (note the decimal point).
10. Press Enter.

12. Click the Percent Style icon to turn .35 to a percent.
More Advanced Mathematical Calculations
When you perform mathematical calculations in Microsoft Excel, be careful

of precedence. Calculations are performed from left to right, with
multiplication and division performed before addition and subtraction.
1. Move to a new worksheet by clicking on Sheet3 in the lower left corner of

the screen.
2. Go to cell A1.
3. Type =3+3+12/2*4.
4. Press Enter.
Note: Microsoft Excel divided 12 by 2, multiplied the answer by 4, added 3,

and then added another 3. The answer, 30, displays in cell A1.
To change the order of calculation, use parentheses. Microsoft Excel

calculates the information in parentheses first.
1. Double-click in cell A1.

2. Edit the cell to read =(3+3+12)/2*4.
3. Press Enter.
Note: Microsoft Excel added 3 plus 3 plus 12, divided the answer by 2, and
multiplied the result by 4. The answer, 36, displays in cell A1.
Cell Addressing
Microsoft Excel records cell addresses in formulas in three different ways,

called absolute, relative, and mixed. The way a formula is recorded is
important when you copy it.
With relative cell addressing, when you copy a formula from one area of the
worksheet to another, Microsoft Excel records the position of the cell relative
to the cell that originally contained the formula. The following exercises
demonstrate:
1. Go to cell A7.
5. Go to cell B7.
9. Go to cell A10.
In addition to typing a formula, as you did in Lesson 1, you can also enter
formulas by using Point mode. When you are in Point mode, you can enter a
formula either by clicking on a cell with your mouse or by using the arrow
keys.
1. You should be in cell A10.

2. Type =.
3. Use the up arrow key to move to cell A7.
4. Type +.
6. Type +.
8. Press Enter.
9. Look at the Formula bar while in cell A10. Note that the formula you
entered is recorded in cell A10.
Copying by Using the Menu
You can copy entries from one cell to another cell. To copy the formula you
just entered, follow these steps:
1. You should be in cell A10.

2. Choose Edit > Copy from the menu. Moving dotted lines appear around cell
A10, indicating the cells to be copied.
3. Press the Right Arrow key once to move to cell B10.
4. Choose Edit > Paste from the menu. The formula in cell A10 is copied to
cell B10.
5. Press Esc to exit the Copy mode.
Compare the formula in cell A10 with the formula in cell B10 (while in the
respective cell, look at the Formula bar). The formulas are the same except
that the formula in cell A10 sums the entries in column A and the formula in
cell B10 sums the entries in column B. The formula was copied in a relative
fashion.
Before proceeding with the next exercise, you must copy the information in
cells A7 to B9 to cells C7 to D9. This time you will copy by using the
Formatting toolbar.
Copying by Using the Formatting Toolbar
1. Highlight cells A7 to B9. Place the cursor in cell A7. Press F8. Press the down
arrow key twice. Press the right arrow key once. A7 to B9 should be
highlighted.
2. Click the Copy icon , which is located on the Formatting toolbar.
3. Use the arrow key to move the cursor to cell C7.
4. Click the Paste icon , which is located on the Formatting toolbar.

5. Press Esc to exit Copy mode.
Absolute Cell Addressing
An absolute cell address refers to the same cell, no matter where you copy
the formula. You make a cell address an absolute cell address by placing a
dollar sign in front of both the row and column identifiers. You can do this
automatically by using the F4 key. To illustrate:
1. Move the cursor to cell C10.

2. Type =.
3. Use the up arrow key to move to cell C7.
4. Press F4. Dollar signs should appear before the C and before the 7.
5. Type +.
7. Press F4.
8. Type +.
10. Press F4.
11. Press Enter. The formula is recorded in cell C10.
Copying by Using the Keyboard Shortcut
Now copy the formula from C10 to D10. This time, you will copy by using
the keyboard shortcut.
1. Your cursor should be in cell C10.

2. Hold down the Ctrl key while you press "c" (Ctrl-c). This copies the contents
of cell C10.
3. Press the right arrow once.
4. Hold down the Ctrl key while you press "v" (Ctrl-v). This pastes the contents
of cell C10 in cell D10.
5. Press Esc to exit the Copy mode.
Compare the formula in cell C10 with the formula in cell D10. They are the
same. The formula was copied in an absolute fashion. Both formulas sum
column C.
Mixed Cell Addressing
You use mixed cell addressing to reference a cell that is part absolute and
part relative. You can use the F4 key.
1. Move the cursor to cell E1.

2. Type =.
3. Press the up arrow key once.
4. Press F4.
5. Press F4 again. Note that the column is relative and the row is absolute.
6. Press F4 again. Note that the column is absolute and the row is relative.
7. Press Esc.
Deleting Columns
You can delete columns from your spreadsheet. To delete columns C and D:
1. Click on column C and drag to column D.
2. Choose Edit > Delete from the menu. Column D is deleted.

3. Click anywhere on the spreadsheet to remove your selection.
Deleting Rows
You can delete rows from your spreadsheet. To delete rows 1 through 4:
1. Click the row 1 and drag to row 4.

1. Choose Edit > Delete from the menu. Rows 1 through 4 are deleted.
Inserting Columns
There will be times when you will need to insert a column or columns into
your spreadsheet. To insert a column:
1. Click on A to select column A.

2. Choose Insert > Columns from the menu. A column is inserted to the right
of column A.
Inserting Rows
You can also insert rows into your spreadsheet:
1. Click on 2 to select row 2.

2. Choose Insert > Rows from the menu. A row is inserted above row 2.
Creating Borders
You can use borders to make entries on your spreadsheet stand out.
Accountants usually place a single underline above a final number and a
double underline below. The following illustrates:
1. Go to cell B7.
3. Choose the Border tab.
4. In the Style box, click on the single underline.
5. Click the top of the Border box.

6. In the Style box, click on the double underline.
7. Click the bottom of the Border box.
8. Click OK. Cell B7 now has a border.
Alternate Method: Creating Borders by Using the Icon
1. Go to cell C7. Click the down arrow beside the Borders icon.
2. Select the Top and Double Bottom Border. Cell C7 now has borders.
Merge and Center
You will sometimes want to center a piece of text over several columns. The
following example shows you how.
1. Go to cell B1.
2. Type Sample Spreadsheet.
3. Click the check mark on the Formula bar.
4. Select columns B1 to D1.
5. Click the Merge and Center icon on the formatting toolbar. Cells B1,
C1, and D1 are merged and centered.
Adding Background Color
You can add background color to a cell or group of cells:
1. Go to cell B1.
3. Choose the Patterns tab.
4. Choose Sky Blue.
5. Click OK. The background of cell B1 is now Sky Blue.
Alternate Method: Adding Background Color by Using the Icon
1. Select cells B7 to D7.
2. Click the down-arrow next to the Fill Color icon .
3. Select Pale Blue. The background of cells B7 to D7 is now Pale Blue.
Using Auto Format

You can format your data manually or you can use one of Microsoft Excel's
many AutoFormats.
1. Select cells B1 to D7.

2. Choose Format > Auto Format from the menu. Several formats are listed
from which you can choose.
3. Choose the Accounting 2 format.
4. Click OK. Your data is formatted in the Accounting 2 style.
Saving Your File
To save your file:

4. Click Save.
Lesson 3: Numbers and Mathematical Calculations

Microsoft Excel has many functions that you can use. Functions allow you to quickly and easily
find an average, the highest number, the lowest number, a count of the number of items in a list,
and make many other useful calculations.
Reference Operators
Reference operators refer to a cell or a group of cells. There are two types of reference operators,
range and union.
A range reference refers to all the cells between and including the reference. A range reference
consists of two cell addresses separated by a colon. The reference A1:A3 includes cells A1, A2,
and A3. The reference A1:C3 includes A1, A2, A3, B1, B2, B3, C1, C2, and C3.
A union reference includes two or more references. A union reference consists of two or more
cell addresses separated by a comma. The reference A7,B8,C9 refers to cells A7, B8, and C9.
Functions
Microsoft Excel has a set of prewritten formulas called functions. Functions differ from regular
formulas in that you supply the value but not the operators, such as +, -, *, or /. For example, you
can use the SUM function to add. When using a function, remember the following:
Use an equal sign to begin a formula.
Specify the function name.
Enclose arguments within parentheses.
Use a comma to separate arguments.
Here is an example of a function:
=SUM(2,13,A1,B27)
In this function:
The equal sign begins the function.
SUM is the name of the function.
2, 13, A1, and B27 are the arguments.
Parentheses enclose the arguments.
A comma separates the arguments.
The SUM function adds the arguments together. In the exercises that follow, we will look at
various functions.
Typing a Function
1. Open Microsoft Excel.

3. Press Enter.
5. Press Enter.
7. Press Enter.
8. Type =SUM(B1:B3) in cell A4.
9. Press Enter. Microsoft Excel sums cells B1 to B3.
Alternate Method: Entering a Function by Using the Menu

2. Press Enter.
4. Press Enter.
6. Press Enter. Your cursor should be in cell C4.
7. Choose Insert > Function from the menu.
8. Choose Math & Trig in the Or Select A Category box.
9. Click Sum in the Select A Function box.
10. Click OK. The Functions Arguments dialog box opens.
11. Type C1:C3 in the Number1 field, if it does not automatically appear.
12. Click OK. Microsoft Excel sums cells C1 to C3.
13. Move to cell A4.
14. Type the word Sum.
15. Press Enter.
As you learned in Lesson 2, you can also calculate a sum by using the Sum icon.
Calculating an Average
You can use the AVERAGE function to calculate the average of a series of numbers.

2. Type Average.Press the right arrow key to move to cell B6.
3. Type =AVERAGE(B1:B3).
4. Press Enter. The average of cells B1 to B3, which is 21, will appear.
Calculating an Average by Using the Sum Icon
In Microsoft Excel XP, you can use the Sum icon to calculate an average.
1. Move your cursor to cell C6.

2. Click the drop-down arrow next to the Sum icon.
3. Click Average.
4. Highlight C1 to C3.
5. Press Enter. The average of cells C1 to C3, which is 100, appears.
Calculating Min
You can use the MIN function to find the lowest number in a series of numbers.

2. Type Min.
4. Type = MIN(B1:B3).
5. Press Enter. The lowest number in the series, which is 12 appears.
Calculating Max
You can use the MAX function to find the highest number in a series of numbers.

2. Type Max.
4. Type = MAX(B1:B3).
5. Press Enter. The highest number in the series, which is 27, appears.
Note: You can also use the drop-down menu next to the Sum icon to calculate minimums and
maximums.
Calculating Count
You can use the count function to count the number of items in a series.

2. Type Count
4. Click the down arrow next to the Sum icon.
5. Click Count.
6. Highlight B1 to B3.
7. Press Enter. The number of items in the series, which is 3 appears.
Filling Cells Automatically
You can use Microsoft Excel to fill cells automatically with a series. For example, you can have
Excel automatically fill in times, the days of the week or months of the year, years, and other
types of series. Days of the week and months of the year fill in a similar fashion. The following
demonstrates filling the days of the week:
1. Move to Sheet2.
2. Move to cell A1.
3. Type Sun.
4. Move to cell B1.
5. Type Sunday.
6. Highlight cells A1 to B1.
7. Bold cells A1 to B1.
8. Find the small black square in the lower right corner of the highlighted area. This is
called the Fill Handle.
9. Grab the Fill Handle and drag with your mouse to fill cell A1 to B24. Note how the days
of the week fill the cells in a series. Also, note that the Auto Fill Options icon appears.
11. Choose the Copy Cells radio button. The entry in cells A1 and B1 are copied to all the
cells highlighted.
13. Choose the Fill Series radio button. The cells fill as a series from Sunday to Saturday
again.
15. Choose the Fill Without Formatting radio button. The cells fill as a series from Sunday to
Saturday, but the entries are not bolded.
17. Choose the Fill Weekdays radio button. The cells fill as a series from Monday to Friday.
Some of the entries in column B are too long to fit in the column. You can quickly adjust the
column width to fit the longest entry.
1. Move your cursor over the line that separates column B and C. The Width Indicator
appears.
2. Double-click. The Column adjusts to fit the longest entry.
The following demonstrates filling time:
1. Type 1:00 into cell C1.

2. Grab the Fill Handle and drag with your mouse to highlight cells A1 to A24. Note that
each cell fills using military time.
3. Press Esc and then click anywhere on the worksheet to remove the highlighting.
To change the format of the time:
1. Select cells C1 to C24.

4. In the Category box, choose Time.
5. In the Type box, choose 1:30 PM.
6. Click OK. The time is no longer in military time.
You can also fill numbers.
Type a 1 in cell D1.
1. Grab the Fill Handle and drag with your mouse to highlight cells D1 to D24. The number
1 fills each cell.
3. Choose the Fill Series radio button. The cells fill as a series starting with 1, 2, 3.
Here is another interesting fill feature.
1. Go to cell E1.
2. Type Lesson 1.
3. Grab the Fill Handle and drag with your mouse to highlight cells E1 to E24.
4. The cells fill in as a series: Lesson 1, Lesson 2, Lesson 3, and so on.
Printing
The simplest way to print is to click the Print icon located on the Standard toolbar. Dotted lines
will appear on your screen after you click the print icon. The dotted lines indicate the right, left,
top, and bottom edges of your printed pages.
Print Preview
There are many print options. You can select print options options in Page Setup or in Print
Preview. In Print Preview, you can see the results of your selections onscreen. You can use print
options to:
 Determine whether to print landscape or portrait. If you print portrait on an 8 1/2 by 11

sheet of paper, the length across the top of your page will be 8 1/2 inches. If you print
landscape on an 8 1/2 by 11 sheet of paper, the length across the top of your page will be
11 inches.
 Scale your document. If your data is small in comparison to the page, you may want to
scale upward so the data fills the entire page. If your data is too large to fit on the page,
you may want to scale downward.
 Specify how many pages wide and how many pages long you want your printed
document to be.
 Select the paper size and print quality.
 Set the first page number.
If you choose the Margins tab, you can:
 Set the size of your margins including your header and footer margins.
 Center your spreadsheet horizontally and/or vertically on the page.
If you choose the Header/Footer tab, you can select headers and footers. A header is text that
appears at the top of every page. A footer is text that appears at the bottom of every page. You
can use headers and footers to insert page numbers, dates, and other information.
To choose a header:

2. Click the down arrow next to the Header field to open the drop-down box for the header
field.
3. Choose a Header from the list.
To choose a footer:

2. Click the down arrow next to the Footer field to open the drop-down box for the Footer
field.
3. Choose a Footer from the list.
Click the Custom Header or Custom Footer button to customize your headers and footers.
Use the Left Section to place your options on the left side of the page, the Center Section to place
your options in the center of the page, and the Right Section to place your optionds 9on the right
side of the page.
The Sheet tab has options that allow you to choose which rows and columns will repeat at the
left and the top of the page. It also has options that allows you to determine whether gridlines
and/or row column headings print
To preview and print your spreadsheet:
1. Choose File > Preview from the menu.

2. Click Setup.
3. Choose the Page tab.
4. Choose Portrait.
5. In the Adjust To field, type 110% to set the size to 110%,.
6. Choose the Margin tab.
7. Check the Horizontally box in the Center On Page frame to center your spreadsheet
horizontally.
8. Click OK.
9. Click Print. The Print dialog box opens.
10. Click OK to print the file.
Saving Your File
To save your file:

4. Click Save.
Lesson 4: Creating Charts

Using Microsoft Excel, you can represent numbers in a chart. You can choose from a variety of
chart types. And, as you change your data, your chart will automatically update. You can use
Microsoft Excel's Chart Wizard to take you through the process step-by-step.
Creating a Column Chart
To create the column chart shown above, start by creating the spreadsheet below exactly as
shown.
After you have created the spreadsheet, you are ready to create your chart.
1. Highlight cells A3 to D6. You must highlight all the cells containing the data you want in
your chart. You should also include the data labels.
2. Choose Insert > Chart from the menu.
3. Click Column to select the type of chart you want to create.
4. In the Chart Sub-type box, choose the Clustered Column icon to select the chart sub-type.
5. Click Next.
6. To place the product names on the x-axis, select the Columns radio button.
7. Click Next.
8. Type Toy Sales in the Chart Title field. Toy Sales will appear as the title of your chart.
9. Type Products in the Category (X) Axis field. Products will appear as your x-axis title.
10. Type Units Sold in the Value (Y) Axis field. Units Sold will appear as your y-axis title.
11. Choose the Data Labels tab.
12. Select Value in the Labels Contain Frame to display the data labels as values.
13. Choose the Data Table tab.
14. Select Show Data Table. The data table will appear below your chart.
15. Click Next.
16. Choose As Object In Sheet1 to make your chart an embedded object and part of the
worksheet.
17. Click Finish
18. Your chart will appear on the spreadsheet.
Changing the Size and Position of a Chart
When you select a chart, handles appear on the right and left sides, the top and bottom, and the
corners of the chart. You can drag the handles on the top and bottom of the chart to increase or
decrease the height of the chart. You can drag the handles on the left and right sides of the chart
to increase or decrease the width of the chart. You can drag the handles on the corners of the
chart to increase or decrease the size of the chart proportionally.
You can change the position of a chart by clicking on the chart and dragging
1. Use the handles to adjust the size of your chart.

2. Click the chart and drag to position the chart under the data.
Modify Your Chart
You can modify your chart by using the Chart toolbar. If the Chart toolbar is not already
available, choose View > Toolbars > Chart from the menu.
Chart Toolbar
To change the data area font size:
1. Click the down arrow on the Chart toolbar. A drop-down menu opens.
2. Choose Data Table from the drop-down menu.
3. Click the Options icon . Choose the Font tab.

4. In the Size box, type 8.
5. Click OK. Your font size is now 8.
To change the angle of the data labels:
2. Choose "Region 1" Data Labels from the drop-down menu.
3. Click the Angle Counter Clockwise icon . The Region 1 Data Labels are angled
counter-clockwise.
4. Repeat this process for Regions 2 and 3.
To change the font size of the Region data labels:
2. Choose "Region 1" Data Labels from the drop-down menu.
3. Click the Options icon. Choose the Font tab.
4. In the Size box, type 6.
5. Click OK. Your font size is now 6.
6. Repeat this process for Region 2 and 3.
You can also make changes by double-clicking on the item you want to change.
To change the chart scale:
1. Double-click on the scale. The Format Axis dialog box opens.
2. Choose the Scale tab.

3. Type 400 in the Major Unit field.
4. Click OK. Your chart is now scaled in units of 400.
Saving Your File
To save your file:

4. Click Save.

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Previous Page Table of Contents Next Page

Lesson 3: Numbers and Mathematical Calculations

Use an equal sign to begin a formula.

Specify the function name.

Enclose arguments within parentheses.

Use a comma to separate arguments.

Here is an example of a function:

SUM is the name of the function.

2, 13, A1, and B27 are the arguments.

Parentheses enclose the arguments.

A comma separates the arguments.

1. Open Microsoft Excel.

Alternate Method: Entering a Function by Using the Menu

1. Type 150 in cell C1.

1. Move your cursor to cell A6.

Calculating an Average by Using the Sum Icon

1. Move your cursor to cell C6.

1. Move your cursor to cell A7.

1. Move your cursor to cell A8.

1. Move your cursor to cell A9.

Filling Cells Automatically

10. Click the Auto Fill Options icon.

2. Double-click. The Column adjusts to fit the longest entry.

The following demonstrates filling time:

1. Type 1:00 into cell C1.

To change the format of the time:

1. Select cells C1 to C24.

You can also fill numbers.

Type a 1 in cell D1.

Here is another interesting fill feature.

 Determine whether to print landscape or portrait. If you print portrait on an 8 1/2 by 11

If you choose the Margins tab, you can:

1. Choose the Header/Footer tab.

1. Choose the Header/Footer tab.

To preview and print your spreadsheet:

1. Choose File > Preview from the menu.

Saving Your File

To save your file:

1. Choose File>Save from the menu.

Closing Microsoft Excel

This is the end of Lesson 3. Close Microsoft Excel.

1. Choose File > Exit from the menu.

Previous Page Table of Contents Next Page

Microsoft Excel Tutorial

Previous Page Table of Contents Next Page

Lesson 2: Formatting Text and Performing

Choosing a Default Font

1. Choose Format > Cells from the menu.

Adjusting the Standard Column Width

Centering by Using the Menu

To center the name Cathy, follow these steps:

1. Move the cursor to cell A1.

Right-Aligning by Using the Menu

To right-align the name "Cathy," follow these steps:

1. Move the cursor to cell A1.

Left-Aligning by Using the Menu

To left-align the name "Cathy," follow these steps:

1. Move the cursor to cell A1.