Excel 2019 Manual 1660979397

Contents Contents..........................................................................................
ii
Using this Manual........................................................................vi
To Download Data Files........................................................vi
Conventions.................................................................................vii
Conventions Used in this Manual......................................vii
Lesson 1: Getting Started

About Excel.................................................................................... 3
Starting Excel................................................................................. 4
Using the Shortcut on the Desktop ...................................... 4
Using the Taskbar.................................................................... 4
Using the Start Menu.............................................................. 4
Using the Search...................................................................... 4
Excel Elements............................................................................... 6
Interface Elements................................................................... 6
Worksheet Elements............................................................... 8
The Ribbon..................................................................................... 9
The Ribbon Tabs...................................................................... 9
Mini Toolbar and Shortcut Menu............................................. 12
Using a Mini Toolbar and Shortcut Menu......................... 12
Quick Access Toolbar (QAT)..................................................... 14
Customizing the Ribbon............................................................ 17
Creating a Custom Tab......................................................... 17
Opening and Viewing Workbooks........................................... 20
Opening an Existing Workbook......................................... 20
Opening a Recent Workbook.............................................. 21
Opening Multiple Workbooks............................................ 21
Opening a Workbook from Earlier Excel Versions ......... 22
Viewing Opened Workbooks.............................................. 22
Protected View ..................................................................... 22
Cursor Movement....................................................................... 25
Using the Keyboard.............................................................. 25
Using the Mouse................................................................... 25
Selecting Cells.............................................................................. 26
Selecting a Single Cell........................................................... 26
Selecting a Cell Range.......................................................... 26
Selecting a Row or Column................................................. 27
Selecting a Range of Rows or Columns............................. 27
Selecting a Range of Adjacent Data.................................... 28
Selecting Noncontiguous Ranges....................................... 28
Selecting an Entire Worksheet............................................ 28
Deselecting Cells................................................................... 28
Page ii Excel 2019 Level 1, Rel 1, 4/26/2019

Saving A Workbook.................................................................... 31
File Names and Extensions.................................................. 31
File Formats............................................................................ 31
Saving a New Workbook/Renaming an Existing
Workbook............................................................................... 32
Saving an Existing Workbook............................................. 32
Workbook Conversion and Compatibility.............................. 34
Compatibility Checker......................................................... 34
Converting a Workbook from an
Earlier Version of Excel........................................................ 34
Closing a Workbook................................................................... 36
Lesson 2: Creating a Workbook

Creating a Workbook................................................................. 41
Document Properties.................................................................. 42
The Four Types of Document Properties.......................... 42
Accessing the Document Properties................................... 43
Custom Properties...................................................................... 47
Viewing and Creating Custom Properties........................ 47
Searching for Files Using Properties........................................ 51
Entering Information.................................................................. 53
Auto Fill........................................................................................ 54
Custom Lists................................................................................ 57
Flash Fill....................................................................................... 62
Editing Cells................................................................................. 64
Entering Numbers....................................................................... 66
Lesson 3: Introduction to Formulas

Creating a Formula..................................................................... 71
Creating a Function Formula.................................................... 74
AutoSum....................................................................................... 78
Formula Errors............................................................................ 81
Cell Addressing........................................................................... 82
Inspecting Documents................................................................ 85
Inspecting the Document..................................................... 85
Lesson 4: Formatting a Worksheet

Inserting Rows and Columns.................................................... 91
Inserting Cells.............................................................................. 92
Deleting Rows, Columns, & Cells............................................ 95
Undo and Redo........................................................................... 96
Changing Column Width.......................................................... 98
Changing Row Height................................................................ 99
Font Formatting......................................................................... 102
Aligning Text............................................................................. 105
Excel 2019 Level 1, Rel 1, 4/26/2019 Page iii

Cell Formatting.......................................................................... 110
Formatting Numbers ............................................................... 114
Moving Cells.............................................................................. 122
Copying Cells............................................................................ 123
Clipboard.................................................................................... 125
Using the Clipboard........................................................... 125
Clearing the Clipboard....................................................... 126
Format Painter........................................................................... 132
Cell Styles................................................................................... 134
Clear Command........................................................................ 136
Themes........................................................................................ 138
Parts of a Theme.................................................................. 138
Applying a Theme.............................................................. 138
Customizing Theme Elements.......................................... 139
Saving A Custom Theme................................................... 140
Hiding Columns and Rows..................................................... 144
Lesson 5: Viewing, Page Layout and Printing

Excel Views................................................................................ 149
Normal View........................................................................ 149
Page Layout View .............................................................. 149
Page Break Preview............................................................ 149
Changing Views.................................................................. 150
Show/Hide Options............................................................ 150
Print Preview............................................................................. 153
Headers and Footers................................................................. 155
Adding a Header................................................................. 155
Adding a Footer.................................................................. 156
Page Setup.................................................................................. 159
Margins................................................................................. 159
Orientation .......................................................................... 159
Size........................................................................................ 159
Print Area............................................................................. 159
Breaks ................................................................................... 159
Background.......................................................................... 160
Print Titles............................................................................ 160
Sheet Options............................................................................. 165
Printing/Viewing Gridlines and Headings..................... 165
Changing the Page Order.................................................. 165
Scale to Fit.................................................................................. 166
Scaling to Fit......................................................................... 166
Printing....................................................................................... 168
Page iv Excel 2019 Level 1, Rel 1, 4/26/2019

Lesson 6: Proofing and Editing
Checking Spelling..................................................................... 171
Using Spell Check............................................................... 171
AutoCorrect and AutoComplete............................................. 173
Adding Entries to AutoCorrect ........................................ 173
Find............................................................................................. 176
Using Find Options............................................................. 177
Replace........................................................................................ 179
Smart Lookup............................................................................ 181
Using the Smart Lookup.................................................... 181
Excel 2019 Level 1, Rel 1, 4/26/2019 Page v

Using this Welcome to the Excel 2019 Level 1 course. This manual and
the data files are designed to be used for learning, review and
Manual reference after the class. The data files can be downloaded any
time from The Computer Workshop website:
http:\\www.tcworkshop.com
There is no login or password required to access these files. You
will also find handouts and supplementary materials on the
website in the Download section.
To Download Data Files
Once on The Computer Workshop website, locate and click the

Student Resources link in the top navigation bar. When on the
Student Resources page, click the Data Files button.
1. Data Files page displays a list of general application types.
2. Click once on the Microsoft Office Courses link.
3. Click once on the software related to the course.
4. Click once on the version related to the course.
5. If there are multiple folders, click on the TCW folder.
6. Click on the course name to download the data files.
You can choose to open or save the zipped folders content to

your computer.
While on the Student Resources page, you can also access

handouts by clicking the Handouts button. Handouts are in
PDF format and also available to you without login or password.
Simply open the PDF and either print or save to your computer.
Page vi Excel 2019 Level 1, Rel 1, 4/26/2019

Conventions Conventions Used in this Manual
The hands-on exercises (Actions) are written in a two-column

format. The left column (“Instructions”) gives numbered
instructions, such as what to type, keys to press, commands
to choose from menus, etc. The right column (“Results/
Comments”), contains comments describing results of, reasons
for, quick keys, etc. for the instructions listed on the left.
Key names and Functions are bold and enclosed in

square brackets:
[Enter], [Tab], [F5], [F10]
Keys you press simultaneously are separated by a plus
(+) sign, typed in bold and enclosed in square brackets.
You do not press the plus.
[Shift + F5]
Keys you press in sequence are separated by a space,
bold and enclosed in square brackets.
[Home] [Down Arrow]
Ribbon tab names are in bold and italic: Example:
Home
Group names are in bold: Example: Font
Dialog box names are in italic: Example: Save As
Button names are bold and enclosed in square brackets:
Example: [Sort]
Information you are to type will be in bold. Example:
This is the first day of the rest of your life.
Information that you need to supply will be indicated
with pointed brackets. Example: Type: <your name>.
Excel 2019 Level 1, Rel 1, 4/26/2019 Page vii

Tips and Notes
Excel 2019: Level 1
Rel. 1.0, 4/26/2019
Lesson 1: Getting
Started
Lesson Overview
You will cover the following concepts in this

chapter:
About Excel
Starting Excel
Excel Elements
The Ribbon
Mini Toolbar and Shortcut Menu
Quick Access Toolbar (QAT)
Customizing the Ribbon
Opening and Viewing Workbooks
Cursor Movement
Selecting Cells
Saving a Workbook
Workbook Conversion and
Compatibility
Closing a Workbook
Lesson Notes
About Excel Microsoft Excel is one of the most powerful and widely used
spreadsheet applications available today. Excel’s functionality
and popularity have made it an essential component on
computers in countless organizations, businesses, and other
institutions throughout the world.
In general, Excel is a very powerful and flexible tool for

organizing and analyzing data. Although Excel is often used
for managing financial information, it is just as well suited to
scientific data, sports statistics, or practically any other kind of
information you need to work with.
Excel provides a wealth of financial, mathematical, and statistical

functions that you can apply to your data and also offers
numerous formatting and presentation options that will help you
create clear, professional reports. You can use Excel as a database,
a graphing and charting tool, a means of evaluating complex
formulas, and as a way of sharing data and collaborating
with others. Any data changed in an Excel spreadsheet will be
updated and any related totals, functions, and formulas will be
recalculated accordingly.
Excel is comprehensive enough to meet the needs of beginners

and experienced users alike. With Excel you can perform a wide
range of tasks, from building basic spreadsheets to performing
advanced data analysis. Excel can help you process, interpret,
and extract meaningful conclusions from your information.
If you are new to Excel, the extensive array of features and

capabilities that it provides may seem daunting at first, but don’t
worry. The keys to becoming proficient with Excel are patience,
practice, and a solid foundation built on the basics.
Excel’s versatilely even extends to begin able to modify what

language is used for Help and on-screen display. This change is
made easily from within the applications options. The default
here will be English but Excel offers most international languages
from around the world.
Excel 2019: Level 1, Rel. 1.0, 4/26/2019 Page 3

Starting Excel There are a number of ways to start the Excel program:
Using the Shortcut on the Desktop

Look for the Excel 2019 icon on your desktop.
Double click it to launch Excel.
Using the Taskbar

Look for the Excel icon on the Taskbar.
Click it once to launch Excel.
Using the Start Menu

Note
In Windows 10 Click on the [Start] button, located at the lower left
you will click the corner of the desktop. The Start menu will appear.
All Apps option in
the Start Menu. Click on the menu item called All Programs to display
a second menu.
Scroll down through the list to find the Microsoft
Office 2019 folder menu item. Click the folder to
expand it’s contents.
When you see Excel, click it to launch the application.
Using the Search

Click the [Start] button or tap the [Start] key.
Note
By default, Excel
Type Excel and tap the [Enter] key. Excel will open
2019 opens with
the Start Screen.
To turn it off, click the
File Tab, then select
[Options] and deselect After the Excel program is opened, the Start Screen is shown. This
the check box next to is a “Backstage View” where you can open recent files, search for
Show the Start screen files, or create new workbooks from a variety of templates.
when this application
starts.
Page 4 Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Action 1.1 - Starting Excel
Instructions: Results/ Comments:

1. Click the [Start] button, select All To open Excel. If you cannot locate the
Programs then select Microsoft Office menu items, please ask your instructor for
2019 then click on Excel. help.
2. Excel opens to the Start Screen, as shown This is the new way that Excel opens in
below. 2019.
3. Click the Blank Workbook button. A new blank workbook is displayed in the
normal Excel view.
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Lesson 1: Getting Started, Page 5
Excel Elements Once a file is open the interface looks very similar and has most
of the features of previous versions of Excel, such as: a Ribbon
navigation system, a Quick Access Toolbar, a Name Box, a
Formula Bar, etc.
Interface Elements
Quick Access Toolbar (QAT) – The toolbar is located
at the very top of the Excel window and, by default,
contains three buttons, [Save], [Undo] and [Redo].
However this can be personalized by the user.
User Account Information - The User Account
Information is a new feature in Excel 2019 and is
located at the very top, upper right corner of the
window. This is where you can sign in to your account,
switch accounts, or change account settings.
Ribbon – Located above the spreadsheet, the Ribbon
is a navigation panel with tabs of grouped command
buttons which can be used to control, format and edit
the data in the worksheet.
Formula Bar – The Formula Bar is located below the
Ribbon and displays the true contents of the selected
cell. It can also be used to enter or edit the contents of
cells.
Name Box – Located on the left side of the Formula
Bar, the Name Box shows the address of the active cell.
This box also allows you to type in cell locations to go
to specific cells.
Scroll Bars – The Scroll Bars along the right side and
bottom of the window let you see what is beyond the
screen view. You can scroll up, down, left or right by:
clicking on the corresponding arrow, clicking in the
grey area of the scroll bar, or dragging the scroll box.
Sheet Tabs – Located just below the worksheet and
to the left of the bottom scroll bar, the Sheet Tabs can
display the different worksheets in the workbook.
These can be renamed to describe the data on each
sheet.

Excel Elements, Status Bar – Located at the very bottom of the Excel
continued window, the Status Bar displays information about the
range of selected cells. It also displays the description
of the current command or activity in progress.
Zoom Slider – The Zoom Slider is located at the very
bottom right of the Excel window. This allows you to
zoom in and out as well as change the screen view.
Quick Access Toolbar Formula Bar User Account

Information
Ribbon
Name Box
Scroll Bars
Sheet Tabs
Status Bar
Zoom Slider

Excel Elements, Worksheet Elements

continued Worksheet – The largest part of the screen is a
spreadsheet which consists of a grid-like pattern of
cells in columns and rows.
Columns - Columns are labeled with letters along the
top of the grid. There are up to 16,384 columns are
available in a single spreadsheet.
Rows - Rows are labeled with numbers down the left
side of the grid. There are up to 1,048,576 rows are
available in a single spreadsheet.
Cell – A Cell is the basic unit on a worksheet created
by the intersection of a row and column where values,
text and formulas are entered and stored.
Active Cell – The Active Cell is highlighted with bold
lines. If you begin typing, the information will appear
in the Formula Bar and will be entered into the cell
when you press [Enter] or any directional key. If there
is more than one cell selected, the Active Cell is the one
that is white.
Cell Address – The Cell Address is the location of
the cell in the worksheet. The location is determined
by the cell’s column letter and row number. The
cell address for the first cell in a worksheet is A1, for
column A, row 1.
Column Labels
Cell
Address
(displayed in
Name Box)
Active Cell
Row
Labels

The Ribbon The Ribbon Tabs

By default, the Ribbon contains ten tabs. This can be modified by
the user. Each tab is divided up into groups of related command
buttons. Below is a description of the default tabs:
Note
If you happen to File Tab — takes you to the “Backstage View” of Excel.
have Adobe Acrobat
Listed features along the left side include basic features
Professional installed on
your computer, you will (New, Open, Save, Save As, Print, and Close) as well as
also have an Acrobat Tab. some new features such as Account and Feedback. The
larger area on the right displays associated command
options for the selected feature. To exit the “Backstage
View”, click the Back arrow button in the upper left
corner of the window or tap the [Esc] key.
Home Tab — contains the most frequently used

buttons to format and edit the worksheet.
Insert Tab — contains buttons used for inserting a

variety of different objects into your spreadsheet such
as graphs, pictures, and tables.

The Ribbon, Page Layout Tab — contains buttons that allow you to
continued change the theme of your Excel document, arrange the
layout of objects in your document and prepare your
document for printing.
Formulas Tab — contains the tools needed to create

formulas and perform calculations on your data.
Data Tab — contains buttons to allow you to import

data from external sources, manage your data
connections, and merge and organize data.
Review Tab — contains the tools you need to proof

and review your spreadsheet such as the spell checker,
thesaurus and research tool.
View Tab — contains the tools that allow you to control

the way your worksheet is displayed.

The Ribbon, Help — offers assistance options from Microsoft.

continued
Power Pivot — contains tools associated with

working in Power PivotTables or relational database
connections.
Tell me what you want to do

If you have a cell selected and click this space, a search field
becomes active. Clicking the drop-down for the field will offer
some possible suggestions on things you may wish to do, choose
the one you need and Excel will make those tools active. You can
also type in what you want to have Excel prompt the commands
associated with the desired action.
Dialog Launcher
Note Some Groups of buttons in the Ribbon Tab will have a Dialog
The groups on a tab
are used to organize Launcher located in the lower right corner of the group. This
the commands into a opens a dialog which provides a more extensive and detailed list
logical segmentation of of available options.
commands.
Dialog Launcher

Mini Toolbar and Excel 2019 utilizes Mini Toolbar and Shortcut Menus for quick
access to common commands for a selected object. These come in
Shortcut Menu handy when you are in a tab that does not contain the command
you need. Using the Mini Toolbar and Shortcut Menus allow
you to quickly get to a command without having to change tabs.
Using a Mini Toolbar and Shortcut Menu

In the worksheet, select a cell or range of cells.
Right click the mouse button.
A Mini Toolbar with a Shortcut Menu will be displayed.
Select an option as desired.
Mini Toolbar
Shortcut Menu

Action 1.2 - Using the Ribbon and Mini Toolbar/Shortcut Menu

1. You should still have a blank worksheet
on your screen.
2. Click on each of the Ribbon tabs. Observe that there is a new set of buttons
available on each tab.
3. Click on the Home Tab.
4. In the Font Group, rest your mouse A description of the button will appear in
pointer over the [Fill Color] button a shaded text box.
which looks like a paint can.
5. Rest your mouse pointer over several

other buttons to see their descriptions.
6. Click on cell A3. To make it active. A thick black border

will surround the cell.
7. Type <your name> and press [Ctrl + The content is added and the cell is still
Enter]. active.
8. In the Font Group, click on the [Bold] Notice the change in your text. It should
button. be in bold. [Ctrl + B].
9. Click in cell A6. To make it active.
10. Type 200. Press [Enter].
11. Click in A6 again to make it active again. Click in the cell or press the [Up Arrow]
key.
12. In the Number Group, click on the The number has changed to an accounting
[Accounting Number Format] button format.
which looks like a dollar sign (“$”).
13. Click on the Formulas Tab. All of the formatting buttons are now out
of view.
14. Click on cell A3. Right-click the mouse. The Shortcut Menu and Mini Toolbar
appear for quick access to commands.
15. On the Mini Toolbar, click on the [Italic]

button.
Excel 2019: Level 1, Rel. 1.0, 4/26/2019
Quick Access The Quick Access Toolbar or (QAT) can be used to store buttons
that you rely on heavily. When buttons are added to the QAT,
Toolbar (QAT) they can be brought into play with a single click, even when the
associated ribbon is unavailable.
Using the Customize Quick Access Toolbar

Note Adding Buttons
Keyboard short
Click on the [Customize Quick Access Toolbar] drop
cuts for QAT default
options: down button on the QAT.
[Ctrl + S] is the shortcut
Click on the command you want to add. If you don’t
for Save.
[Ctrl + Z] is the shortcut see the command you want, click on More Commands...
for Undo.
[Ctrl + Y] is the shortcut
for Redo.
Note
You can add
new Subscript and
Superscript button
to the QAT.
Removing Buttons
Click on the [Customize Quick Access Toolbar] drop
down button on the QAT.
Click on the command you want to remove. This will
uncheck it and remove it from the QAT.

Quick Access Using the QAT Menu

Toolbar (QAT), Adding Buttons
continued Right click on any button on the Ribbon that you
would like to add to the QAT. The QAT Menu will
appear.
Note
The Touch / Mouse
Mode option is
designed to make the
program work efficiently
on mobile devices when
they are configured as
touchscreen devices or
connected to a mouse Click on Add to Quick Access Toolbar.
and keyboard.
-OR -
To add a group of buttons to the QAT, right click on
the word that defines the group (i.e. Font Group)
Click on Add to Quick Access Toolbar.
Removing Buttons
Right-click on the QAT button you want to remove.
The QAT Menu will appear.
Click on Remove from Quick Access Toolbar.

Action 1.3 - Adding and Removing Buttons from the QAT

1. Locate the Quick Access Toolbar or QAT. In the upper left-hand corner.
2. Identify the three buttons on the QAT: You will use these buttons often. Notice
[Save], [Undo] and [Redo]. that the [Redo] button is “grayed” out.
This means that it is unavailable.
3. Click on the [Undo] button. This undoes your last action. Notice that
the italic is removed from your name. The
[Redo] button is now available.
4. Click on the [Redo] button. The italic is restored.
5. Click on the [Customize Quick Access The Customize Quick Access Toolbar Menu is
Toolbar] drop-down button on the QAT. displayed.
6. Select New from the menu. The [New] button is added to the QAT
7. Click on the Home Tab.
8. Right click the [Bold] button The QAT Menu is displayed
9. Select Add to Quick Access Toolbar. You can add a button from anywhere on
the Ribbon by right-clicking and selecting
Add to Quick Access Toolbar.
10. On the QAT, right-click on the [Bold] The button will be removed from the QAT.
button and choose Remove from Quick
Access Toolbar.
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Customizing the As you work with Excel, you may need to regularly use specific
commands from different ribbon tabs. Instead of having to
Ribbon constantly switch from one tab to another, you may want
to build a custom tab that contains all your commonly used
commands in one place.
Note Creating a Custom Tab
Thre is now also
a Draw Tab which Click on the File Tab and choose Options from the list
has tools for drawing of categories on the left.
markup in the files. This
may need to be actived In the Excel Options dialog choose Customize Ribbon
from within the options from the list of categories on the left.
window.
Note
Above the right
display is a field
drop-down arrow,
clicking the drop-down
gives access to the
contextual tabs.
Click the [New Tab] button below the right field to

create a new tab and group.
Select New Tab (Custom) from the right field.
Click the [Rename] button below the right field list to
rename the tab something more appropriate, then click
[OK].
Select the New Group (Custom) tab from the right
field.
Click the [Rename] button below the field list to
rename the group something more appropriate, then
click [OK]. Add and name as many groups as desired.

Customizing the Adding Commands to the Custom Tab
Ribbon, The left field of the Customize Ribbon shows the list of
popular commands by default.
continued
Click the drop-down from the Choose commands
from: field and choose All Commands to display all the
commands that are available in Excel.
Scroll through the list to find your desired commands.
Click and drag the command over to the custom group
in your custom tab or select the command and click the
[Add] button.
Commands can also be renamed by using the
[Rename] button.
Once all the commands are in place, click the [OK]
button.
Exporting Customizations
While still in the Customize Ribbon view of the Excel
Options dialog.
Click the [Import/Export] button and select Export all
customizations
Save the file to your computer. This file with your
customizations can be copied to flash drives and
imported to other systems so the program interface
will be consistent across different computers.
Resetting Customizations
If you want to reset the default settings, navigate back
to the Customize Ribbon view of the Excel Options
dialog.
Click the [Reset] button and choose Reset all
customizations.
Click [Yes] to verify the request and Excel is reset.
Click the [OK] button to exit the dialog.

Action 1.4: Customizing the Ribbon

1. Click the File Tab and choose Options The Excel Options dialog opens.
from the list of categories on the left.
2. Click Customize Ribbon from the list on The Customize Ribbon view is displayed.
the left.
3. Click the [New Tab] button. A new tab and group are added to the list
of available tabs in the right field.
4. Select the New Tab (Custom). The new tab is active.
5. Click the [Rename] button. The Rename dialogue is displayed.
6. Type <your name> and click [OK]. The name is applied.
7. Select the New Group (Custom). The new group is active.
8. Click the [Rename] button. The Rename dialogue is displayed.
9. Type My Group and click [OK]. The name is applied.
10. Choose All Commands from the Choose Every command in Excel is displayed in
commands from: field drop-down. the list.
11. Click and drag some commands into the The commands are added in the group of
group of your custom tab. your tab.
12. Click [OK]. Your tab is added to the ribbon.
13. Click the File Tab and choose Options The Excel Options dialog opens.
from the list of categories on the left.
14. Click Customize Ribbon from the list on The Customize Ribbon view is displayed.
the left.
15. Click the [Reset] button and choose Reset The custom tab and any QAT
all customizations. customizations are removed.
16. Click [Yes] and click [OK].
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Opening The Open command is used to retrieve a copy of an existing

workbook.
and Viewing
Opening an Existing Workbook
Workbooks
Click on the File Tab.
Click the Open category on the left side. In the middle
section of the screen, you will see locations from
which you can open files, including Recent Workbooks,
OneDrive, This PC, Add a Place and Browse.
Note
The keyboard
shortcut for Open is
[Ctrl + O].
To search for files:

Note
You may have
to maneuver Click on This PC, to access a simplified search for a
through folders to locate folder on the local drive.
the document you are
looking for. -OR -
Click the [Browse] button, to open a normal explorer
window.
If you preferring to go straight into an explorer window when

opening or saving files instead of the “Backstage View”:
1. Go to the program Options.
2. Choosing the Save category on the left.
3. Check the Don’t show the Backstage view when opening or
saving files checkbox.

Opening Opening a Recent Workbook

and Viewing Click on the File Tab and select Open from the left.
Recent Workbooks are displayed on the right side of the
Workbooks, menu.
continued
Double click on the desired file to reopen it.
Opening Multiple Workbooks

Repeat the methods to open a single workbook until
all the files needed are opened.
-OR -
If all the workbooks are in the same folder and in
sequential order, select the first workbook, hold the
[Shift] key, then click the last file you want. Click the
[Open] button.
If all the workbooks are in the same folder and not in a
sequential order, select the first one and hold the [Ctrl]
key, then click the other workbooks. Click the [Open]
button.

Opening Opening a Workbook from Earlier Excel Versions

and Viewing A workbook created in an earlier version of Excel, will open
in compatibility mode by default to maintain data integrity
Workbooks, and prevent any loss of data. This can be seen by the Title Bar
continued display:
filename.xls [Compatibility Mode] – Excel.
Note
Some files created You can keep the file in its present version for easier file sharing,
in Excel 2007 and however none of the new 2019 features will be available. In
2010 versions have had
order to use these features, you will need to convert or save the
issues opening and
appear to be locked and file as the newer .xlsx version. This will be discussed in Lesson 2.
uneditible, to fix the
issue simply save the file
using Save As coomand.
Viewing Opened Workbooks
Click the [Switch Windows] drop down button in the
Window Group on the View Tab.
Then select the file you wish to see.
-OR -
Note Click the workbook name on the Windows Task Bar
[Alt + Tab] will
switch between
open workbooks and
programs
Protected View
If you open a file originating from potentially unsafe locations
(i.e. the Internet), a Message Bar may appear at the top indicating
the file was opened in Protected View. This is a default setting
designed to protect your computer from files which may contain
viruses, worms, or other kinds of malware. When you open a
file, you may disable this view for the current file only; or disable
it permanently which prevents the message again.
Disabling Protected View for the Current File Only:

Click on the [Enable Editing] button in the Message
Bar.

Opening Disabling Protected View for the Program:
and Viewing Select the File Tab, then Options. In the Excel Options
dialog, click Trust Center from the index on the left.
Workbooks, Click on the [Trust Center Settings] button. In the
continued
Trust Center dialog, select Protected View from the index
on the left.
Deselect the check boxes for any types of files you do
not want to open in Protected View.
Click the [OK] button to exit the Trust Center dialog.
Click [OK] to exit the Excel Options dialog.

Action 1.5- Opening and Viewing Workbooks

1. Click the File Tab and then click on Open.
2. In the “Backstage View”, click on This

PC, then the [Browse] button.
3. Navigate to and open the Data files If you have trouble locating the file, your
folder. instructor will show you where it is.
4. Select the file BUDGET. The file Budget opens.
5. Click [Open] or press [Enter]. We added this button to the QAT earlier
for easy access to this command.
6. From the QAT, click on the [Open]
button.
7. Click on This PC and click the Level 1 You can have more than one workbook
student files folder to open it. Double- open at a time.
click on the file name EMPLOYEE.
8. Notice the Excel icon on the Windows There are three open workbooks:
Task Bar. BUDGET, EMPLOYEE and Book1.
9. From the Windows Task Bar, click on The file BUDGET comes into view. Try
BUDGET. using the [Ctrl + Tab] shortcut to change
views of open workbooks.
10. Click on the View Tab. In the Window A menu of open workbooks appears.
Group, click on [Switch Windows]. This is an alternative way to view open
workbooks. If you want, you can add this
button to the QAT for quick access.
11. Click on EMPLOYEE. The Employee file is active in Excel.
12. Hold the [Alt] key down and tap the A list of all open applications is displayed,
[Tab] key, the Budget file is active let go each time the [Tab] key is tapped the
of the [Alt] key. active window changes to the next in the
list. When the one you want is active, let
go of the [Alt] key to make your selection
active.
13. Click the File Tab and then click on [Ctrl + W].
Close.
Excel 2019: Level 1, Rel. 1.0, 4/26/2019
Cursor There are three methods of moving around on the worksheet:

using keyboard commands, arrow keys or the mouse.
Movement
Using the Keyboard
Press To Go to
[Tab] or [] Right one cell

[Shift + Tab] or [] Left one cell
[] Up one cell
[] Down one cell
[Page Down] Down one screen view
[Page Up] Up one screen view
[End + ] End of row
[Home] Beginning of row
[Ctrl + Home] Cell A1
[Ctrl + End] Goes to the last cell that
data was entered on the
worksheet.
[Ctrl + Arrow Key] Moves in the direction of
the arrow to the last cell in
a range of cells that
contains data
[Ctrl + Page Up] Moves to left worksheet tab
[Ctrl + Page Down] Moves to right worksheet tab
Using the Mouse

The cross shaped cursor/pointer on the screen tracks the
movement of the mouse and allows you to select an entry by
clicking the mouse on the designated cell. If you drag the cursor
over several cells, you have selected a range of cells.

Selecting Cells Before you can enter, edit, or format data, you must select a cell
or cells.
Selecting a Single Cell

Using the mouse, place the cursor on the cell.
Click once. The heavy border around the cell indicates
that the cell is now active. The cell address (column
letter and row number) appears in the Name Box.
Selecting a Cell Range

A cell range is a series or block of 2 or more adjacent cells and can
be useful to make changes to multiple cells at one time. A range
is designated by two cell addresses – the first and last cell in the
range – separated by the range operator (:). For example, A1:D5
describes the rectangular area consisting of all cells between
columns A and D and between rows 1 and 5.
When selecting a range that is larger than the screen, the window
will scroll when the pointer touches the edge of the screen.
When typing in a range, the cursor is confined within that range
as long as you use the [Tab] or [Enter] keys.
Note
In a selected range, Use the mouse to click on the first cell.
only the active cell’s
address is displayed in Hold down the mouse button and drag the mouse
the Name Box. pointer to the last cell in the range. The range is shown
as shaded while the first cell remains white indicating
it is still active.

Selecting Cells, - OR -
continued Click on the first cell desired.
Hold down the [Shift] key.
Click on the last cell of the selection. If you already
have part of the range selected, just hold the [Shift]
and click the last cell of the selection.
Selecting a Row or Column

Place the pointer on a row number or column
letter. The pointer will change to a black arrow.
Click once. The entire row or column is shaded and
the active cell (usually the first cell) remains white.
Selecting a Range of Rows or Columns

Select the row or column using the pointer.
Hold down the mouse button and drag to select the
number of rows or columns in your range.
- OR -
Select a row or column.
Hold down the [Shift] key and select the last row or
column in your range.

Selecting Cells, Selecting a Range of Adjacent Data

continued This selection method is a quick way to select a large range of
adjacent cells. It will automatically select all the cells from the
active cell(s) until the next blank cell. There must be information
in the adjacent cells for this to work.
Select the first cell or cells of your desired range.

Hold down the [Shift] key.
Double-click the border of the selected range in
the direction you want to go. The selection will be
extended until the next blank cell. (Example: Click the
right side of the border to highlight all adjacent cells to
the right.)
Selecting Noncontiguous Ranges
Click and/or drag to make the first selection.
Hold down the [Ctrl] key and click the additional
selections.
Selecting an Entire Worksheet

Click once on the [Select all] button located above the
row numbers and to the left of the column headings.
Deselecting Cells
When a selection includes cells that do not need to be
selected use the [Ctrl] key to deselect cells or ranges.

Action 1.6- Selecting Cells and Using the Home Tab

1. The file EMPLOYEE should be open on If not, open it.
your screen.
2. In cell A1 type: If you cannot see cell A1 press [Ctrl +

Employee Records, Widgets Home]. Notice that the typed text appears
International. in the Formula Bar.
3. Press [Enter]. The information is displayed in the cell.

Notice that the information overrides the
cell boundary.
4. Press the [] button on the keyboard. To re-activate cell A1.
5. Click the [Font Size] drop-down button Notice as your mouse passed over the
in the Font Group on the Home Tab and choices in the gallery, the text in the cell
choose 14. adjusts to match. Also, notice that the
row height automatically changed to
accommodate the larger font size.
6. Select cell range G8:H9. Select by dragging across the range.
7. Type the following: Notice that pressing the [Tab] key moves
OH, Press [Tab] from cell to cell within the selection.
76123, Press [Tab] You will not be able to move out of the
KY, Press [Tab] selection until you press an arrow key.
51322, Press [Tab]
Press []
8. Click on the row number 5 and dragging This selects rows 5 and 6
to row number 6.
9. Click on the [Bold] button in the Font All content in both rows is now bold.
Group in the Home Tab. [Ctrl + B].
10. Click on the [Center] button in the All content in both rows is now center
Alignment Group on the Home Tab. aligned.
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Action 1.6- Selecting Cells and Using the Home Tab, continued

11. Click the Column N heading letter. The Column N is selected.
12. Click on the [Center] button in the All of the content in the column is now
Alignment Group on the Home Tab. aligned to the center.
13. Select cell N6. Press [Shift + ] once, This selects the cell range N6:A5.
then press [Ctrl + Shift + [].
14. Click on the [Border] button drop-down The entire selected range of cells now has a
in the Font Group on the Home Tab, and boarder.
choose Outside Borders.
15. Click D8, then hold the [Ctrl] key and This selects a noncontiguous range.
click cells C12, D14, and F16.
16. Click on the [Bold] button in the Font To remove the bold from the text. You
Group on the Home Tab. could also use the keyboard shortcut
[Ctrl + B].
17. Click the [Select All] button located This selects the entire worksheet.
where the column and row headers
intersect.
18. Click the [Font Size] drop-down button Notice that all of the text is converted to
in the Font Group on the Home Tab, and the same font size. Any time you select
choose 14. the entire worksheet, make sure the
formatting needs to be applied to the
entire worksheet.
19. Click in cell A1. To deselect the cells.
20. Select the entire spreadsheet. Click the corner where the row and
column headers meet.
21. Hold the [Ctrl] key and click on the The row is deselected. Using the [Ctrl]
header of row 7. key allows you to add or subtract from the
selection.
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Saving a Special consideration should be given to how you save the file
depending on how you are going to use it and with whom you
Workbook are going to share it.
File Names and Extensions

Note An Excel file name has two parts, the name you provide (such as
Filenames can
include up to 255 “Budget”) and the extension that tells you what kind of file it is.
characters. For example Budget.xlsx indicates the file is named “Budget”
and “.xlsx” indicates it is an Excel 2007, 2010, 2013, 2016 or 2019
file type.
File Formats
All Microsoft Office 2007, 2010, 2013 and 2016 software (which
includes Excel) use a file format called XML. Earlier versions of
Microsoft Office XP and 2003 use a binary file format.
There are some distinct advantages in the XML file format.
Saved files are automatically compressed, reducing the size of
the file and saving storage space. It also makes it easier to send
files via e-mail or over a network. In addition, there is improved
file recovery for damaged files, detection of files containing
macros, and improved controls over personal information
contained in the creation of the document - such as any hidden
data and document profiles that you would not like to share with
others.
Excel 2019 will, by default, save files in the XML format using
one of the extensions listed below. If you are sharing a file with
someone who has Excel 2007, 2010 or 2013, you can save it using
this default setting.
xlsx Excel 2007, 2010, 2013, 2016 or 2019 workbook file

(Earlier versions of Excel use the xls extension)
xlsm Excel macro-enabled workbook file

xltx Excel template file
xltm Excel macro-enabled template file
xlsb Excel binary workbook file
xlam Excel add-in file

Saving a Saving a New Workbook/Renaming an Existing

Workbook
Workbook,
continued Click the File Tab. Select Save As on the left to view
the list of available location options.
Note
Press [F12] to
quickly display the
Save As dialog.
To save to your computer, select This PC. Choose from

the Current Folder list, the Recent Folders list or click
the [Browse] button to find a different folder.
The Save As dialog opens. Notice that the Address Bar
shows the folder name and the folder path where the
file will be saved. (Excel will automatically place the
document in the last active folder)
To save in a different folder than the one shown, click
on the down arrow on the Address Bar or use the
folder options listed on the left.
In the File name: field, type the name of the file.
Click [Save] or press [Enter]. The file name will be
displayed in the title bar of the spreadsheet.
Saving an Existing Workbook

Note Click on the File Tab. Select Save.
If you select Save
on an unnamed
document, the Save As - OR -
dialog will be displayed. Click the [Save] button on the Quick Access Toolbar.
- OR -
Use the keyboard shortcut [Ctrl + S].

Action 1.7- Saving a Workbook

1. Click on the File Tab, choose Save As,
2. Select This PC and click the folder The Save As dialog is displayed.
location listed under Current Folder. You could also use the keyboard shortcut
[F12].
3. In the Save As dialog, check the Address To ensure that file will be saved in the
Bar. correct folder.
4. In the File name: field, type: To give the file a new name.
My_List
5. In the Save As type: field, choose Excel To ensure that the file type is correct.
Workbook if it is not already displayed.
6. Click [Save] or press [Enter]. The dialog will disappear. Notice that the
file name was replaced with the new file
name and displayed in the Title Bar of the
document.
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Workbook If you will be sharing the file with a user that has Excel 97-2003
versions, you may want to save it to be compatible. These users
Conversion and can still open, edit and save newer version files using a download
Compatibility that is available from Microsoft.
Compatibility Checker
Prior to saving your file, it is a good idea to run the Compatibility
Note Checker to look for any potential compatibility problems and
You can find a list issue a report so that you can resolve the problems.
of compatibility
issues and Click on the File Tab to display the backstage.
their resolutions by
typing the keyword In the menu, select Info and then click on [Check
“compatibility” into the for Issues] in Prepare for Sharing. Choose [Check
Help dialog. Compatibility]. Excel will search the workbook. A
dialog will appear with a report on any issues.
Click [OK] to close the dialog.
In order to use Excels’ newer features, any file created from an
older version will need to be saved or converted to the newer
.xlsx version.
Saving a Workbook from an Earlier Version of Excel
To keep a copy of the file in its original format, use the Save As
command as mentioned before and make sure the Save As Type:
field shows the .xlsx extension. This will save the file using the
default file format. (You do not need to do this in Windows 7 or
later, since it automatically saves to the older file format.)
Converting a Workbook from an Earlier Version of

Excel
Click on the File Tab and select Info
Click the [Convert] button in Compatibility Mode.
Click [OK] to complete the process.

Action 1.8- Workbook Conversion and Compatibility

1. Open the file Student Grades.xls. This is a file created in Excel 2003.
2. Observe the title bar, note that you are in This comes on automatically whenever
compatibility mode. you open a file created in an earlier
version.
3. Click on the File Tab to display the

“Backstage View”.
4. Select Info and then click on [Convert]. The [Convert] command is only available
Click [OK]. when you have a file that was created in an
earlier version.
5. Click [Yes] for the message displayed This will make all of Excel’s newer features
asking if you want to close and reopen available. Notice that you are no longer in
the file compatibility mode.
We are going to see how the check

compatibility feature works.
6. Click on the File Tab, then select Info
7. Click on [Check for Issues] and choose Use this feature when you are sharing
[Check Compatibility]. a file with users of earlier versions. A
dialog will appear letting you know of any
compatibility problems.
8. Click [OK]. To close the dialog.
9. Click on the [Save] button on the QAT. To save the file.
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Closing a Worksheets remain in the RAM (Random Access Memory) of

your computer and therefore on display until you close them.
Workbook Closing a file does not exit Excel, it only removes the file from
RAM. Your file will no longer be displayed on the screen.
Closing a Workbook
Note Click on the File Tab. The “Backstage View” will be
Keyboard
Shortcut to close a
displayed.
workbook is Choose Close. The active workbook will disappear and
[Ctrl + W].
the next workbook that is open will be displayed.
If you attempt to close a workbook that has not been

saved, a message will appear asking if you want to
save the changes before closing the file.
Note
Keyboard Click Save, if you need to save. Click Don’t Save, if
Shortcuts in
you do not. Click Cancel, to return to your workbook.
Message windows:
If a window appears
with buttons containing
underlined letters, you
can tap the underlined
letter on the keyboard
to trigger the associated
button.

Action 1.9- Closing a Workbook

1. Click the File Tab.
2. Click Close. The file Student Grades closes. The file

My_List should still be on your screen.
3. Press [Ctrl + W]. The file My_List closes. The file Budget
should still be on your screen.
4. Close the file Budget. Using any method you want.
5. Close Book1. A warning will appear asking you if you

want to save changes to Book1.
6. In the warning box, click [Don’t Save]. Most of the time you will want to click
[Save]. When you click [Don’t Save] you
will lose any changes you have made.
7. Notice the screen. Excel is still open, but there are no

workbooks currently open.
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Tips and Notes
Excel 2019: Level 1
Rel. 1.0, 4/26/2019
Lesson 2: Creating a
Workbook
Lesson Overview

chapter:
Contents
Creating a Workbook
Document Properties
Custom Properties
Searching for Files Using Properties
Entering Information
Auto Fill
Custom Lists
Flash Fill
Editing Cells
Entering Numbers
Lesson Notes
Creating a If you have turned off the Show the Start screen when this
application starts found under Options on the File Tab, Excel
Workbook will automatically create a new Blank Workbook when the
program is first opened. Otherwise you will need to click Blank
Workbook in the Start screen or simply press the [Esc] key.
Once an Excel file is already open, you can create additional new
workbooks.
Note
To open a Blank
Workbook, you
can also use the [New]
button on the QAT or
press [Ctrl + N] on the
keyboard.
Click on the File Tab and select New.

Click Blank Workbook to start a from scratch
-OR-
Click to select a template from the list shown that
matches the type of data you need to enter:
Featured Templates are pre-existing formats created
by Microsoft. (You can also use the Search box
at the top to find more available templates on
Microsoft Online.)
Personal Templates are templates you have created
and saved to your local drives (this is discussed
further in Level 2).

Document All Excel documents have properties, also known as metadata.

Theses properties are used to help describe or identify a given
Properties document. The properties of documents include: title, author
name, subject, and file size, date information, and category to
name a few, they are used to identify a document’s topic or
contents. Including information in the document properties
allows you to easily search for documents based on those
properties.
Properties can be edited and/or updated form the Info category

of the File Tab, backstage view.
The Four Types of Document Properties

Standard Properties: These include- author, title, and subject.
Automatically Updated Properties: These include both file

system properties (file size or the dates when a file was created
or last modified) and statistics that are maintained by Office
programs. You cannot specify or change the automatically
updated properties.
Custom Properties: These are created and defined by users, they

are additional custom properties for documents. Users are able
to assign a text, time, or numeric value to custom properties, and
users may assign them yes or no values. There is a list to choose
from but it is also possible to name and define custom properties.
Document Library Properties: These are associated with

documents in a document libraries on a website or in public
folders. These properties are defined in relation to the document
library. When adding documents to the library, users will be
prompted to include the values for any required properties or

Document to update any incorrect properties. Examples of these could

include Submitted By, Date, Category, and Description.
Properties,
continued
Accessing the Document Properties
Click the File Tab.
Choose the Info category on the left of the Backstage
view.
The basic list of Properties is displayed on the right
side of the Backstage view.
Click the [Show All Properties] link to expand the list.
- OR -

Document Click the [Properties] button drop-down above the list

of Properties, choose Advanced Properties.
Properties,
continued
The FileName Properties dialog opens.
Adding or Editing Properties

Click the File Tab.
Choose the Info category on the left of the Backstage
view.
Click the Property field to be modified to activate the
field.
Type in the required information and click away from
the active field.
Save the file.
If there is information already in the property field,

simply click into the field and enter the desired
information.
Properties can also be added or edited within the
Advanced Properties dialog.

Action 2.1 - Creating a New File and Adding Properties

1. Click the File Tab. The BackStage view is displayed.
2. Choose New from the list of categories on

the left.
3. Click the Blank Workbook icon. A new blank file opens.
5. Choose Info from the list of categories on The Info set of options are displayed.
the left.
6. Notice the document properties on the These are the basic set of document
right. properties.
7. Click into the Title field. The text that reads Add Title is the field.
8. Type, The document now has a title assigned to

Regional Report. it.
9. Click into the Categories field. The text that reads Add a Category is the
field.
10. Type,
Eastern cities. The document now has a category
assigned to it.
11. Click the [Show All Properties] link. The basic list of properties is expanded to
some more options.
12. Click into the Company field. The text that reads Specify the company is
the field.
13. Type, The document now has a company name

ABC Inc.. assigned to it.
14. Click into the Comments field. The text that reads Add comments is the
field.
15. Type,
This is the report for sales from the The document now also has a description
cities within the Eastern region. assigned to it.
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Lesson 2: Creating a Workbook, Page 45
Action 2.1 - Creating a New File and Adding Properties, continued

16. Click the [Properties] drop-down above The Advanced Properties dialog opens.
the list of properties and choose Advanced
Properties.
17. Click into the Manager field and enter There is now a manager assigned to the
someones name. document.
18. Click the [OK] button. The Advanced Properties dialog closes.
20. Choose Save As from the list of categories The Save As set of options are displayed.
on the left.
21. Click the [Browse] button. A Windows Explorer window opens
22. Navigate to the lessons folder, name the The file is saved.
file Qtr1.xlsx and click the [Save] button.
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Custom Viewing and Creating Custom Properties

Properties Custom properties are properties that you define that will
further define attributes related to the docuement. Customized
properties are created and veiwed from within the Advanced
Properties dialog.
Creating a Custom Property

Click the File tab.
Click Info.
Click the [Properties] drop-down at the top of the
Properties list, and then select Advanced Properties.
The Advanced Properties dialog opens. The dialog
window will use the file name in its’ title bar.
Click the Custom Tab.
In the Name field, type a name for the custom

property, or select one from the list.

Custom In the Type field, select the type of data the

property is to contain.
Properties,
continued In the Value field, enter a value for the property.
The value entered here must match the type of data
chosen from the Type field drop-down. If they do
not match the value is stored as text.
Click the [OK] button.
Save the file.
When you want or need to see these customized properties you
will use the Custom Tab in the Advanced Properties dialog.

Action 2.2 - Creating a Custom Property

2. Choose Info from the list of categories on The Info set of options are displayed.
the left.
3. Click the [Properties] drop-down above The Advanced Properties dialog opens,
the list of properties and choose Advanced note the name in the title bar.
properties.
4. Click the Custom Tab. The Custom Properties options are

displayed.
5. Choose Checked by from the list of Checked By appears in the Name field.
options below the Name field.
6. Click into the Type field and choose Text If necessary.

from the list.
7. Click into the Value field and enter the This can be entered or modified later as
managers name. needed. It is also possible to add another
instance of the property for each person
who is checking the document.
8. Click the [Add] button. The new property is shown in the

Properties list in the lower half of the
dialog and all the fields are cleared so you
can enter the next custom property.
9. Click into the Name field and type, This time you are creating a completely
OnTime. new property.
10. Click into the Type field and choose Yes The Yes or No radio buttons are displayed
or No from the list. in place of the Value field.
11. Click the Yes radio button. The value of this property is set.
12. Click the [OK] button. The Advanced Properties dialog closes.
13. Click the [Properties] drop-down above The Advanced Properties dialog is reopened.
the list of properties and choose Advanced
properties.
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Action 2.2 - Creating a Custom Property, continued

14. Click the Custom Tab. The Custom Properties options are
displayed.
15. Examine the properties. The new properties and their values are
shown
16. Close the Advanced Properties dialog.
17. Save and close the file. [Ctrl + S] and [Ctrl + W].
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Searching for Searching for files based on a its properties or metadata when
using the Open command in Excel is done from within the
Files Using Search Box in the upper left of the Open screen. It is a good idea
Properties to start by selecting the folder which may contain the file being
search for.
Navigate to the folder where the file being looked for will most
likely be stored. Using the Seacrch Box allows you to search for
a given file by its name or other properties. If the document has
had values assigned to the porperties you are able to enter the
propety value in the Search Box. When clicking into the Search
Box a drop-down menu is displayed. The menu will show a
list of recent search terms and also offers the ability to specify a
property value to search by.
Clicking on the property link will open dialogs which allow

users to set the search paramenter value. If searching for the
author of the document, simply enter the name in the Search Box
and tap the [Enter] key.
The results are displayed in the main area of the Open screen.
Select the desired file and click the [Open] button or double-click
the seleceted file.

Action 2.3 - Searching for a Document with Properties

1. Click the File Tab and choose Open from [Ctrl + O].
the list of categories.
2. Click the [Browse] button. If necessary.
3. Depending on where the lessons folder is This is the main folder location of where
stored on the computer, navigate to the the file being searched for is located.
Documents Library or Desktop.
4. Click into the Search Box field. The Search Box field is located to the left
of the Address Bar in the Open window.
5. Type, The QTR1.xlsx file should listed as a result

Regoinal Report in the open window.
and tap the [Enter] key.
6. Double-click the file to open it. The file is opened.
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Entering Information in a worksheet is either a constant value or a

formula. Constant values consist of: text, numbers, dates/times,
Information and logical/error values. Formulas, covered in more depth later
in this chapter, consist of: values or text, operators, cell references
and worksheet functions/names.
If Excel cannot interpret the entry as a number, date, time, logical
value, or formula, it considers it text. (Text and labels have no
Note mathematical value.) If a number and text are combined in a cell
A cell can hold up
to 32,767 characters. (Example: 5131 Post Road), Excel will also assume it to be text.
Entering Text
When you type information into an active cell, the contents of
the cell are displayed in the Formula Bar. The information is not
“entered” into the cell until you do one of the following:
Pressing the [Tab] key.
Pressing the [Enter] key on the main keyboard or on
the number pad.
Pressing an [Arrow] key.
Clicking the [Enter] button on the Formula Bar.
Note
To enter a “hard” Selecting another cell using the Mouse.
return in a cell, (Warning: If building a formula in a cell, do not use
press [ALT + ENTER]
this method)
Press [Ctrl + Enter] to enter information and keep the
cell active.
By default, text is left-justified and extends over several cells
unless the neighboring cell to the right contains information.
AutoComplete
AutoComplete will help you enter data by completing what you
type based on similar data in adjacent cells in the same column.
If you enter the name “John” in a cell, and then type the letter “J”
in the cell immediately below it, Auto Complete will fill in the
letters “ohn” to complete the word. You simply need to press
[Enter] to accept the substitution.
If you have two words with the same first letter in a column of
adjacent cells, “John” and “Jack” for example, and you type a “J”,
AutoComplete will wait until you type a second letter to discern
the most likely match to complete the entry.

Auto Fill There are many types of series that can automatically be entered
into the worksheet. A sequence series is created when the
information can be repeated in a predictable pattern such days
of the week and months. If the information can’t be created in as
a sequence, the cell contents will be copied through the selected
range of the series.
Creating a Series
Type the first value in the first cell where you want
a numeric series to begin. A Fill Handle will appear
in the lower right corner of any active cell or range of
cells.
Autofill handle
Move the cursor over the Autofill Handle in the lower

right corner until you see the cursor change to a thin
black “plus” sign (+).
Click and drag to where the series should end. When
you release the mouse button, the value is copied and
the [Autofill Options] tag is displayed.
Note
When dragging
horizontally, you
have to drag at
least half way into the
adjacent cell before
Autofill understands
what you are trying to
do.
Autofill Options tag
Click the [Autofill Options] tag. A menu appears with

fill options to change how Excel completes the series.
Choose Fill Series.

Auto Fill, Creating a Number Series

continued Enter the first number in a cell. Enter the second
number in the cell below (to create a series in a
column) or to the right of the first cell (to create a series
in a row). These entries designate the sequencing of
the numbers in the series.
(Example: In cell A1 enter a 2, in cell A2 enter a 4. All
subsequent numbers in the series will have a difference of
2 between each entry)
Highlight the series.

Point to the Autofill Handle, click and drag:
To increase the fill-in, drag down or to the right.
To decrease the fill-in, drag up or to the left.
The value for each cell is displayed in a screen tip.
When the box shows the last information desired,
release the mouse button.
Creating a List Series

Excel has four lists that can be used to fill in text values with
Autofill. They are the days of the week and the months of the
year, fully spelled out and three letter abbreviations. A list series
is created in the same manner as using the Autofill to fill in
numeric values.

Action 2.4- Creating a Series using Auto Fill

1. The QTR1 file should still be open. If not, reopen it.
2. Click cell B2 to select it as an active cell.
3. Type: January and press [Ctrl + Enter]. January is entered into the cell. Pressing
[Ctrl + Enter] keeps the cell active.
4. Click the [Bold] and [Italics] buttons in [Ctrl + B] toggles Bold on/off.
the Font Group on the Home Tab in the [Ctrl + I] toggles Italics on/off.
Ribbon.
5. In cell B2, click on the Fill Handle, then You should see the months January
drag to cell G2 and release. through June appear.
6. Click on the [Autofill Options] tag.
7. Click on Fill Without Formatting. The bold and italic formatting is removed
from February through June.
8. Click on the [Autofill Options] tag again The formatting is reapplied.

and select Fill Series.
9. Click on the [Save] button located on the The Save As dialog opens.
QAT (Quick Access Toolbar).
10. Click [Save] or press [Enter] key. [Ctrl + S].
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Custom Lists The Custom List feature allows you to create a list of information
that you use quite frequently. This can be done by typing the list
entries manually or by importing a list that is already created in
the workbook. Once you have created your custom list, you will
be able to use it in other worksheets until you delete it.
Creating a Custom List
Entering Data Manually to Create a New List
Note A list can contain Click on the File Tab and select Options. The Excel
a maximum of 255 Options dialog opens.
characters.
Select Advanced from the list along the left side.
Scroll down to the General section (toward the bottom)
Click [Edit Custom Lists]. The Custom List dialog
opens.
Check that NEW LIST is selected in the Custom List:

field.
Type your list in the List entries: field and separate each
entry with a comma or by pressing the [Enter] key.
Click [Add], then [OK] to close the Custom List dialog.
Click [OK] to close the Excel Options dialog.

Custom Lists, Importing Data from an Existing List

continued In your worksheet, select the list you want to make into
a Custom List.
Click on the File Tab and then click on Options. The
Excel Options dialog opens.
Note
You can only Select Advanced from the list along the left side.
import a list if it
is in a single column or Scroll down to the General section (toward the bottom)
row. You should also be
Click [Edit Custom Lists].
sure the list names don’t
contain any commas. Make sure NEW LIST is selected in the Custom List:
field.
In the Import list from cells: field. You will see the cell
references you have selected.
Click on the [Import] button. Your list will appear in
the List entries field.
Click [OK] to close the Custom List dialog.

Custom Lists, Using a Custom List

continued Enter the first item on your custom list into your
spreadsheet. Press [Enter].
Click on the Fill Handle and drag in the direction
you wish your list to go. The rest of your custom list
should appear in the subsequent cells.
Deleting a Custom List

Click on the File Tab and then click on Options. The
Excel Options dialog opens.
Select Advanced from the list along the left side.
Scroll down to the General section (toward the bottom)
Click [Edit Custom Lists]. The Custom List dialog
opens.
Under Custom Lists, select the list you want to delete.

Click [Delete]. Click [OK] to verify the change.
Click [OK] to close the Custom List dialog.

Action 2.5- Creating, Using and Deleting a Custom List

1. QTR1.xlsx should still be open. If not, open it.
2. Click in cell A25.
3. Type the following list and press [Enter] Pressing [Enter] will take you down in the
after each item. column to the next cell.
Chicago
Columbus
Dayton
Cleveland
Atlanta
Newark
Dublin
4. Select your list. Click in cell A25 and drag until the entire
list is selected.
5. Click the File Tab and select Options. The Excel Options dialog opens.
6. In the Excel Options dialog, select

Advanced from the list of categories on
the left.
7. Click the [Edit Custom Lists] button in The Custom Lists dialog opens.
the General section toward the bottom. Notice that the selected cell references are
displayed in the Import list from cells field.
8. Click on [Import]. The text from your list will appear in the
List entries field.
9. Click the [OK] button twice. To close the Custom Lists dialog and the
Options dialog.
10. Make sure your list is still selected in To delete the text you used to create your
cells A25:A31 and press the [Delete] key. list.
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Action 2.5- Creating, Using and Deleting a Custom List, continued

12. Type: Chicago and press [Ctrl + Enter]. This keeps the cell active.
13. Using the Fill Handle, drag down until The last item on your list is Dublin. If
your custom list is complete. “Chicago” appears in the Autofill tool tip,
the list is beginning to be repeated.
14. Click on the [Save] button on the QAT. [Ctrl + S].
15. Click anywhere in the worksheet. To deselect the list.
16. Access your Custom List dialog. If you forgot how to get to the dialog, see
steps 5 & 6 on the previous page.
17. Under the Custom lists field, select your The list will be displayed in the List entries
custom list that starts with Chicago. field. You can edit or delete it.
18. Click [Delete]. To delete the custom list.
19. Click [Cancel] to the warning message. We will be keeping the list.
20. Click the [OK] button twice. You should be back in your worksheet.
21. Save your file. [Ctrl + S].
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Flash Fill Flash Fill is an upgraded feature based on previous versions Fill
function. Flash Fill analyzes your input and compares it to the
existing data to find patterns. Once a pattern is established, Flash
Fill instantly applies the pattern to the rest of the column.
Using Flash Fill

For Flash Fill to work, the active cell needs to be adjacent to the
data - there can be no gaps between the data and the column you
are trying to fill.
Click into a blank cell directly beside your data.
Note Type in an example of the pattern based on a part of

You can also the existing data.
use the keyboard
shortcut [Ctrl + E] to Click the cell below, then begin typing the next item in
apply Flash Fill. the same pattern but related to that data of that row.
Flash Fill will display the pattern of data down the rest
of the column. Press the [Enter] key to apply the fill.
- OR -
Click into a blank cell directly beside your data.
Type in an example of the pattern based on a part of
the existing data.
Click the cell below to make it active
Click the [Fill] drop-down in the Editing Group on the
Home Tab and choose Flash Fill.

Action 2.6- Using Flash Fill

1. Open the EmployeeDataFix file .
2. Save the file as My EmployeeDataFix
3. Select cell E2. You will combine the first and last name
into this cell.
4. Type in Dave Shrimpton and press

[Enter].
5. In cell E3 begin typing Nigel Tufnel The list of names is displayed based on the
When the rest of the names appear press data in cell E2. Pressing enter applies the
the [Enter] key. list to the rest of the column.
6. Select cell F2. You will extract the numbers from the
Emp# column.
7. Type in 0101 and press [Enter].
8. Click the Fill drop-down button in the The rest of the column is filled based on
Editing Group on the Home Tab and the data in cell F2. Note: by default Excel
choose Flash Fill. will not display leading zero’s in a cell,
this is why you only see three digits and
not four.
9. Select cell G2. You will extract the birth year from the
DOB column.
10. Type in 1956 and press [Ctrl + Enter]. [Ctrl + Enter] keeps the cell active.
11. Press [Ctrl + E] to use the keyboard The rest of the column is filled based on
shortcut for Flash Fill data in cell G2.
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Editing Cells To edit information contained in a cell, you must select the cell
in which the information was originally entered. Once you
have selected the cell, the contents of the cell will appear in the
Formula Bar. Use the following techniques when editing:
Click at the end of the text in the Formula Bar. An
I-beam cursor will appear. Press [Backspace] to delete
to the left of the cursor.
Highlight the text in the Formula Bar by dragging
across it using the I-beam cursor, then press [Delete],
[Backspace] or type new information.
Click in the Formula Bar to position the cursor, then
type to insert new information at the cursor.
Double-click in the cell. An I-beam cursor will appear.
Edit information as necessary.
Select the cell to edit. Type the new information, then
press [Enter]. The entire cell contents will be replaced.
Canceling Edit
The [Cancel] button appears on the Formula Bar when you type
or change data in a cell. Before entering the data into the cell,
you can click the [Cancel] button or press the [Esc] key to cancel
the edit.
Cancel edit button Accept edit button
Formula Bar
Erasing/Deleting Cell Contents

You can erase an entire cell by selecting the cell and pressing
[Del] or [Backspace]. You can also right-click on the mouse and
select Clear Contents from the Shortcut menu.

Action 2.7- Editing Cells

2. Click in cell B2. To make the cell containing the text we

want to edit active.
3. Type: Jan and press [Tab] This replaces the entire contents of the cell
and moves on to the next cell.
4. You should be in cell C2. In the Formula To highlight: click before the ‘’r” in
Bar, highlight ruary February in the Formula Bar, then click
and drag across the letters.
5. Press [Backspace] or [Delete] to erase Cell C2 should now contain Feb and you
the highlighted text and press [Tab]. should be in cell D2.
6. Double-click in cell D2. Click after To edit directly in the cell.

March.
7. Press: [Backspace] twice to erase “ch” You should have the following in cells
and press [Tab]. B2:C2:D2 : Jan Feb Mar
8. For the remaining months, type the You could also use the series feature by
3-letter abbreviation over the current dragging the Fill Handle.
entry.
9. Click in cell A2. You can also press [Home].
10. Type: Six Month Summary and press All of the text in the cell is not displayed
[Enter]. nor will it be shown if the document is
printed.
11. Click in cell A2 again. Notice the contents are in the Formula Bar.
12. Press [Backspace] or [Del]. To erase the contents in cell A2.
13. Go to cell A1. Notice that cell to the right is empty.
14. Type: Six Month Summary and press Now the entire text appears.
[Enter].
15. Save My Summary. [Ctrl + S].
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Entering By default, numbers (including dates and times) are right-

justified in a cell. However, there are a wide variety of number
Numbers formats, each with a set of options to choose from, which
are available in Excel such as: General, Number, Currency,
Accounting, Date, Time, Percentage, Fraction, Scientific, Text,
Special (zip codes, social security numbers) and Custom.
Data Entry Shortcuts
Note
Example of For a number or text that needs entered throughout a column or
scientific notation row, you can use a bulk entry or an AutoEntry. The bulk entry
number enters the same data throughout a cell range. An autoentry
copies the same information from the cell above to the active cell.
Using a Bulk Entry
Highlight the range.
Type the data in the active cell, but do not press
[Enter] to keep the rest of the range highlighted.
Press [Ctrl + Enter] to fill the range with the same data.
Using an AutoEntry
Select the cell below the one with the data to be copied.
Press [Ctrl + “] to fill the active cell with the copied

data from the cell above.
Dates and Times
To enter a date into a cell, use either a / (slash) or a - (hyphen)
between the parts of the date (example: 2/20/2008). The way the
date is typed determines how Excel formats the cell.
A date entered with a text month name with a comma between
the day and year will still be recognized as a number and the
format will change (example: February 20, 2008 will be changed
to 20-Feb-08). You can change the date/time format by choosing
from the options on the Home Tab in the Number Group. You
can also have Excel insert the current date/time for you:
For entries that will not be updated when the date/time change:
Date: Press [Ctrl + ;]
Time: Press [Ctrl + Shift + ;]
For entries that will be updated when the date/time change:
Date: Type: =TODAY()
Date and Time: Type: =NOW()

Action 2.8– Entering Numbers

2. In cell F1, press [Ctrl + ;]. To enter today’s date.
3. In cell G1, press [Ctrl + Shift + ;]. To enter the time.
You could also insert the date and time

into one cell by doing the following: insert
the date then press the spacebar and then
insert the time.
4. Enter the following numbers into See the gray boxes for suggested methods
the designated cells as shown in the to enter the numbers.
worksheet below.
5. Save your file. [Ctrl + S]
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Tips and Notes
Excel 2019: Level 1
Rel. 1.0, 4/26/2019
Lesson 3: Introduction
to Formulas
Lesson Overview

chapter:
Creating a Formula
Creating a Function Formula
AutoSum
Formula Errors
Cell Addressing
Inspecting Documents
Lesson Notes

Creating a Formulas are mathematical expressions that operate on cell

contents. When cells contain numerical data, you can add,
Formula subtract, multiply and divide the contents as required. The
results of these operations will be shown in the cell that contains
the formula. Formulas can be simple, like adding two cell values,
or quite complex involving multiple mathematical operations.
All formulas begin with an equal sign (=) followed by one
Note or more of the following: operands (quantity), arguments,
If the cell contents
change, the answer operators, functions, and parentheses needed to obtain the
to the formula will desired result. Formulas can contain number values (i.e. 23), cell
change as well. addresses (i.e. A1), or even functions (i.e. Sum(B2:B9)).
Mathematical Operators of Formulas
The mathematical operators tell Excel what type of calculation to
perform:
Operator Function
+ Addition
- Subtraction
* Multiplication
/ Division
% Percent
^ Exponentiation
– Negation (if used with only one
operand)
Examples of formulas:
=12/3
A formula that divides 12 by 3. (12 and 3 are number values)
=A1*A2
A formula that multiplies the contents in cell A1 by the contents
in cell A2.
The Algebraic Rules of Order
Note When you create a formula that uses more than one operator,
Example of the
Algebraic Rules of Excel follows the rules of order used in algebraic calculations.
Order: These rules state that calculations are done from left to right in
the following order:
For an equation written:
2+5x3= 1. Parentheses (if nested, from inside out). Excel will
The answer would be 17. calculate what is in ( ) first, then the other calculations
in the order mentioned below.
For an equation written: 2. Exponents (^) and Roots.
(2 + 5) x 3=
3. Multiplication (*) and Division (/) from left to right.
The answer would be 21.
4. Addition (+) and Subtraction (-) from left to right.
A simple memory tool is “Please Excuse My Dear Aunt Sally”.

Creating a Creating a Formula

Formula, There are a couple methods to creating formulas. The simplest
methods would be to use the keyboard to manually enter the
continued
data or to use the mouse to click on the cell addresses containing
the data to be entered. Using a cell address in a formula, is a
way of simplifying the data by using the cell contents as number
values. If the cell contents change, the formula will recalculate
and update the answer.
Using the Keyboard to Manually Enter Data
Select the cell you want your answer to appear.
Type an equal = sign.
Type a number value or cell address.
Type the mathematical operator (+, -, *, / etc.).
Type the next number or cell address (operands)
continue until the values are entered.
Press [Enter]. The answer appears in the cell and the
formula appears in the Formula Bar when the cell is
active.
Using the Mouse to Select Cell Addresses
Select the cell in which you want the answer to appear.
Type in the = sign.
Note Click the cell to be included in the formula. This enters
If you accidentally
click into the wrong the cell address into the formula.
cell during formula
Type in the appropriate operator (+, -, *, / etc.).
creation, this cell will be
added to the formula. Click the next cell. Each cell used in the formula will
You can easily fix this by
be outlined with a colored border.
clicking on the correct
cell for the formula Continue this process until all operators and cell
before doing anything
references are in the formula. Add parenthesis as
else.
needed. Press [Enter].

Action 3.1- Creating a Formula

1. Open the file Order Form. [Ctrl + O]. Keep QTR1 open.
2. Save the file as My Order Form. [F12].
3. Click in cell E4. We are going to enter a formula to

calculate the total price.
4. Type: =250*12 and press [Ctrl + Enter]. Notice the answer (3000) is displayed in
the cell and the formula is displayed in the
Formula Bar.
5. Change the number in cell B4 to 275. Notice the number changed in cell B4, but
the answer to your formula in cell E4 did
not. This shows the problem with using
number values in a formula.
6. Click in cell E4.
7. Type: =B4*C4 and press: [Enter]. This multiplies the contents in cell
B4 by the contents in cell C4. Notice
your answer changes to 3300. Now
any changes to the cell contents will be
reflected in the formula answer.
8. Click in cell D5. We are going to create a formula to

calculate a discount amount using the
pointing method.
9. Type: = The answer is 36. Notice each cell entered

Click the cell B5. shown and bounded by a flashing border.
Type: *
Click the cell C5.
Type: *
Click the cell B14
Press [Enter].
10. In cell E5 enter the following formula The answer is 324. Notice that Excel first
(use any method you wish): =B5*C5-D5 computed the multiplication (60*6=360)
and then subtracted (360-36=324).
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Lesson 3: Introduction to Formulas, Page 73
Creating a Functions in Formulas

Function Functions are pre-written formulas and provide a quick way to
calculate the value of a cell. Instead of entering very lengthy
Formula formulas, you can use a function using the [Insert Function]
button command, the Function Library Group, and the
[AutoSum] button
Example: =Sum(A1:A10)
Function Name Arguments
Equation of a Function Formula
An equal (=) sign to begin the formula.
Followed by a Function Name.
Followed by at least one set of arguments enclosed
in parentheses. An argument can be a number value,
another function, or a cell address. If there are more
than one set of arguments, they are separated by a
comma.
Guidelines for a Function Formula
Can use up to 255 arguments.
Can have a maximum of 8,192 characters.
Can use functions as arguments.
Can have ranges with empty cells. (Noncontiguous
ranges must be separated by commas.)
Can have up to 2,048 noncontiguous ranges as
arguments.
Excel ignores cell contents containing text/labels, with
no mathematical value.
Can use number values if needed. (It is best to limit
these to numbers to values that will not change and to
use cell addresses as often as possible.)
Using the Insert Function Command

Click the cell in which you want to create the formula.
Click the [Insert Function] button on the Formulas
Tab. The Insert Function dialog appears.

Creating a
Function
Formula,
continued
In the select a category field, click on the down arrow to

select a function category.
In the Select a function field, select the desired function.
Click [OK]. The Function Arguments dialog appears.
The first field will show the cell addresses that will
be used in the calculation. If the cell addresses are
different than what you need, enter the correct cell
addresses.
- OR -
Click on the [Collapse dialog] button to the right of
the text box to the worksheet and highlight the desired
cells. Click on the button again to finish the formula.
Enter any other required values. The answer to the
formula appears at the bottom of the dialog.
Click [OK].

Creating a Using the Function Library
Function Click the cell in which you want to create the formula.
Formula, Click on the Formulas Tab and select a category in the

Function Library Group to display a list of functions.
continued
Below is a description for each category:
Category Description
Displays a menu of the most
Recently Used
recently used functions.
Functions used to calculate financial
Financial values such as future values,
present values and loan payments.
Contains formal logic operators
Logical
such as: and, not, true, false.
Functions used to analyze and
Text
arrange strings of characters (text).
Functions that provide current
Date and Time times and dates as well as elapsed
times between specified points.
Functions for finding, referencing,
Lookup & Reference and retrieving data elements in
your spreadsheet
Math functions useful in science
Math & Trig
and engineering
Contains additional function
More Functions categories such as Statistical,
Engineering, and Information.
Select the desired function from the menu.

The Function Name and ( ) will be inserted into the
active cell. Example: Sum( )
- OR -
If the formula requires multiple arguments, the
Function Arguments dialog will appear.

Action 3.2- Using the Function Library Group

1. My Order Form should still be open. If not, open it.
2. Click in cell B2.
3. Click on the Formulas Tab. The Formulas Tab is active and in the
Functions Library Group are all of the
different types of functions available.
4. In the Function Library Group, click on A list of date and time functions appear.
[Date & Time].
5. Select TODAY from the list. The Function Arguments dialog appears.
If you want both the date and time

inserted, you would select the NOW
function.
6. Click [OK]. This function does not require any

arguments. Today’s date will appear in
cell B2.
7. Deselect the cell.
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

AutoSum Using the AutoSum Button

Some of the most frequently used functions can be found on the
[AutoSum] button:
Sum Computes the sum of a group of numbers
Computes the average of a group of

Average
numbers
Count Finds the total number of numbers in a
Numbers group
Max Finds the largest number in a group
Min Finds the smallest number in a group
Click the cell you want the answer to appear.

Click on the down arrow on the [AutoSum] button
from the Functions Library Group on the Formulas
Tab. Select the desired function.
Note Excel will automatically select all cells containing data

You can also click either directly above or to the left of the active cell to be
directly on the included in your formula. It will stop the selection at a
[AutoSum] button,
rather than the down
blank cell. If this is not the range you want, select the
arrow, to get the default desired range of cells.
operation of Sum.
Press [Enter]. The answer will appear in the cell.
- OR -
Select the range of cells that you want included in the
formula.
Click on the down arrow on the [AutoSum] button in
the Editing Group on the Home Tab. Select the desired
function. Your answer will be placed in the next empty
cell.

Action 3.3 – Using the AutoSum button

1. On the Task Bar, click on QTR1. To make it the active file.
2. Click in cell A10. To add a label in cell A10 and to go to cell

Type: <Total > and press [Tab] B10.
3. Click the [AutoSum] button in the This button is also located in the Function
Editing Group on the Home Tab. You do Library on the Formulas Tab.
not need to click on the down arrow. If
you do, select Sum from the menu.
4. Press [Enter]. The answer (280) appears in B10.
5. Click in cell B10. Drag the Fill Handle Notice the [AutoFill Options] tag appears.
from B10 through G10. We do not need to make any changes to
our fill, so you can ignore this.
6. Click in cells: C10, D10 and E10, A copy of the formula in B10 was made,
observing the formula in the Formula Bar however, the formulas are relative to their
for each cell. cell location. This is called Relative Cell
Addressing and will be discussed later.
7. Go to cell A12. To enter a label for the row and to go to

Type: Average and press [Tab] cell B12.
8. Click on the down arrow on the A menu of functions will appear. We want
[AutoSum] button n the Editing Group to find the Average for each month.
on the Home Tab.
9. Select Average from the menu. You are returned to the worksheet.
10. Press the [Shift] key and then press the We need to modify the range in the
[Up Arrow] key to cell B9. formula from B3:B11 to B3:B9. We do not
need to include the total in the average.
11. Press [Ctrl + Enter]. Your formula should now appear as

=AVERAGE(B3:B9) The answer is 40.
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Action 3.3 – Using the AutoSum button, continued

12. Click and drag the Fill Handle across
from B12 to G12.
13. Go to cell H2. To add a title to this column which will

Type: Total and press: [Enter]. hold the Six Month Total for each item.
14. Select cells H3:H10. Click on the This will automatically sum all numbers to
[AutoSum] button in the Editing Group the left of the cell to the next blank cell.
on the Home Tab.
15. Click in any cell to deselect the range. It is recommended to not leave cells
highlighted.
16. Save My Summary. [Ctrl + S].
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Formula Errors Formula Errors

If Excel finds an error in a formula, you will see an error message
in the cell(s) containing the error. Errors most often occur
because of entry errors or by moving and copying cells. In the
table below you will see common error messages.
Error Message Description of Problem

The column is not wide enough for all
######
Note of the data in the cell.
To correct the Number is divided by a 0 or a cell that
Error Message #DIV/0
##### in a cell,
has no value.
simply double-click on #N/A Data is missing to a function formula.
the column label edge #NAME Excel does not recognize the text.
to widen the width of
the column. In General #NULL Ranges do not intersect in the formula.
format, a number that is #NUM! Contains an invalid number.
wider than the cell width
will be displayed in
#REF! Cell reference is not valid.
scientific notation.
Correcting an Error
Click in the cell containing the error.
Click on the formula error box .

Select from the menu containing options that will help
you in correcting the error.

Cell Addressing Relative vs. Absolute Cell Addressing

To understand how the Excel worksheet treats formulas and
functions, you need to know about relative and absolute cell
addressing. This will be of significance when you use the Copy,
Cut and AutoFill commands, or any other method to copy a
Note formula to other locations.
To help better
understand this
concept, use the [Show Relative Cell Addressing
Formulas] button in the
Formula Auditing Group
Relative cell addresses in a formula refers to the location of the
on the Formula Tab. formula in relationship to the position of the cell(s) referenced in
the formula. By default, cell references in formulas are relative
cell references.
When Excel computes the formula =A1/A3 located in cell A4, it

will interpret the formula as such: “Divide the contents of the
cell three rows above this cell by the contents of the cell one row
above this cell.”
If you copy the formula in cell A4 to B4 the cell references in the

formula would change to =B1/B3.
Absolute Cell Addressing

Absolute cell references in a formula will always refer to a
designated cell address. If you copy the formula into another
cell, the absolute cell address will remain the same.
The formula in our previous example using absolute cell

addresses would now appear as: =$A$1/$A$3. It would be
interpreted as follows: “Always take the value in cell A1 and
divide by the value in cell A3.” If you copied this formula to cell
B4, the cell references would not change.
To create an absolute cell address, you need to add dollar signs to

the cell references. You can do this by editing the formula in the
Formula Bar. A quick way to add the dollar signs is by selecting
the cell reference(s) in the Formula Bar and then pressing [F4].
You can make the row or column absolute, as well as the cell
itself. Each time you press [F4], it toggles through the different
options, placing the dollar sign where needed.

Action 3.4 – Relative and Absolute Cell References

1. The QTR1 workbook should still be
open.
2. Select cell A14 and type To add a label in cell A14 and to go to cell
Tax , press [Tab]. B14.
3. Type 0.0725. This is the tax rate value.
4. Select cell A11 and type To add a label in cell A11 and to go to cell
Total, press [Tab]. B11.
5. Enter the formula : This formula will calculate the tax and
=B10-(B10*B14). subtract it from the subtotal.
6. Use the Autofill handle to pull the Cells C11 :G11 should now show zero
formula over to cell G2. values.
7. On the Formulas Tab in the Formula The values are replaced by the formulas
Auditing Group, click the [Show\Hide used in the worksheet.
Formulas] button.
8. Observe the formulas. Since all the cell addresses used in the
formula were relative, they adapted as the
formula was Autofilled into the other cells.
9. On the Formulas Tab in the Formula The formulas are replaced with the values.
Auditing Group, click the [Show\Hide
Formulas] button.
10. Double-click into cell B11. Double-clicking into a cell allows you to
edit the cells’ content.
11. Set the cursor so it is touching the cell This is the cell which all the formulas must
reference of B14. refer to in order to return the correct value.
12. Tap the [F4] key then tap the [Enter] key. The [F4] key converts the relative address
into and absolute address.
13. Use the Autofill handle to pull the The formulas now return values.
formula over to cell G2.
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Action 3.4 – Relative and Absolute Cell References, continued

14. With cell B11:G11 still selected, on the This removes the unneeded decimals.
Home Tab in the Number Group, click
the [Decrease Decimal] button.
15. On the Formulas Tab in the Formula The values are replaced by the formulas
Auditing Group, click the [Show\Hide used in the worksheet.
Formulas] button.
16. Observe the formulas. Since the formula used a mix of relative
and absolute cell addressing which
allowed the formula to adapt and refer to
a single cell as it was autofilled into the
other cells.
17. On the Formulas Tab in the Formula The formulas are replaced with the values.
Auditing Group, click the [Show\Hide
Formulas] button.
18. Save the file. [Ctrl + S].
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Inspecting Once the working copy of a document is completed and it will

be placed into a public setting, ie... Website or Public Archive,
Documents all the properties may not be wanted in the public copy of the
file. The document could contain several types of information
that should not necessarily be available publicly. It may become
necessary to clear or remove the document properties before
final publication. It would be a good idea to keep the working
copy with all the properties and metadata for reference and save
a second copy of the document that will be saved without the
properties or metadata. Clearing the document properties is
done by Inspecting the document.
Inspecting the Document

Click the File Tab.
Select the Info category from the list on the left side of
the Backstage view.
Click the [Check For Issues] button drop-down and
choose Inspect Document from the menu.
The Document Inspector dialog opens.
A list of content types a file can contain is

displayed.
If an option is checked, any references to the
content type will be noted when the document is
inspected.
Click the [Inspect] button.

Inspecting Should the inspection find content within the

parameters of the content types a notification is
Documents, displayed along with the ability to remove it.
continued
If you wish to remove that type of content, click the

[Remove All] button next to each type of unwanted
content.
Removing only a specific property or set of properties is done
in the same manner as when editing a property. Open the
properties and delete the information in the fields which need to
be cleared, when done save the file.

Action 3.5- Inspecting the Document and Removing Properties

1. Click the File Tab, choose Save As from The Save As options are now available.
the list.
2. Click the [Browse] button. A Windows Explorer window opens.
3. Navigate to the lessons folder and name This will be the public copy of the file
the file without any properties .
< QRT1_Final >.
4. Click the File Tab, choose the Info The Info options are now available.
category on the left of the Backstage.
5. Click the [Check for Issues] button drop- The Document Inspector dialog opens.
down and choose Inspect Document from
the menu.
6. Click the [Inspect] button. If Excel finds any content that falls within
the parameters of the content types a
warning that the document contains that
type of content is displayed along with a
[Remove All] button.
7. Click the [Remove All] button next The Document Properties and Personal
the Document Properties and Personal Information have been removed from
Information option. the file. The [Inspect] is replaced with a
[Reinspect] button.
8. Click the [Reinspect] button. The document is reinspected, there should

be no further warnings displayed.
9. Click the [Close] button. The Document Inspector dialog closes.
11. Click the File Tab, choose the Info The Info options are now available.
category on the left of the Backstage.
12. Examine the Properties. The Properties entered earlier have all
been removed.
13. Close the file. [Ctrl + W].
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Lesson Notes
Excel 2019: Level 1
Rel. 1.0, 4/26/2019
Lesson 4: Formatting a
Worksheet
Lesson Overview

chapter:
Inserting Rows and Columns Formatting Numbers
Inserting Cells Moving Cells
Deleting Rows, Columns, & Cells Copying Cells
Undo and Redo Format Painter
Changing Column Width Cell Styles
Changing Row Height Clear Command
Font Formatting Themes
Aligning Text Hiding Columns and Rows
Cell Formatting
Lesson Notes
Inserting Rows Whether creating a report or a form, you can control the
appearance of your worksheet through various formatting
and Columns options: inserting rows and columns, widening rows, changing
column width and row height, applying number formats, text
alignment, applying styles and fonts, changing borders and
various display options.
Inserting a Row or Column
If you forget to include a row or column of important data, there
Note is a simple way to insert additional columns and rows and any
Keyboard formulas affected will automatically be adjusted.
Shortcut to insert:
Select the number of rows or columns to be inserted.
[Ctrl + Shift + plus sign] Click on the [Insert] button in the Cells Group on the
or
Home Tab. The new column(s) or row(s) will appear
[Ctrl + plus sign on
NumPad] in your worksheet. New rows will appear above the
selected rows. New columns will appear to the left of
the selected columns.
- OR -
Select the number of rows or columns to be inserted.
Right-click and select Insert from the menu.
Insert Options for Formatted Text

If adjacent cells are formatted, the [Insert Options] tag will be
displayed next to the inserted row or column. This tag allows
you to select one of the following formatting options:
For a Row: Format Same As Above, Format Same As
Below or Clear Formatting.
For a Column: Format Same As Left, Format Same As
Right or Clear Formatting.
Excel 2019: Level 1, Rel. .0, 4/26/2019 Page 91

Inserting Cells Excel also provides an easy way to insert additional cells,
automatically updating any affected formulas, and gives options
for the direction you want the text to ‘shift’.
Inserting Cells
Select the number of cells to be inserted.
Click on the down arrow on the [Insert] button in the
Cells Group on the Home Tab. Select Insert Cells from
the menu. The Insert dialog will be displayed.
Select how you would like to insert the cells:

Shift cells right – will insert new cells to the left of
the selected cells and move the selected cells to the
right.
Shift cells down – will insert new cells above the
selected cells and move the selected cells down.
Entire row - will insert a row.
Entire column - will insert a column.
Click [OK] or press [Enter].
Insert Options for Formatted Text

If adjacent cells are formatted differently from the default, the
[Insert Options] tag will be displayed the inserted cells. This tag
allows you to select one of the following formatting options:
For Shift cells right/Entire column: Format Same As
Left, Format Same As Right or Clear Formatting.
For Shift cells down/Entire row: Format Same As
Above, Format Same As Below or Clear Formatting.
Page 92 Excel 2019: Level 1, Rel. .0, 4/26/2019

Action 4.1 – Inserting Rows and Columns

1. Open the Widget.xlsx file.
2. Save the file as My_Widget. [F12].
3. Click cell B4 to observe the formula. The formula is =B2-B3.
4. Select Rows 1 & 2. ( Click on the row To select the number of rows to be
indicator for Row 1 hold the mouse inserted.
button down and drag to select Row 2.)
5. Click the [Insert] button in the Cells Two rows are inserted above the months
Group of the Home Tab. row.
6. Click cell B6 to observe the formula. It should now be =B4-B5 instead of =B2-B3.
Excel automatically modifies existing
formulas to account for added rows or
columns.
7. Select cell A1 To add titles to the worksheet.

Type: Widgets to Go
Press: [Enter].
8. Click in cell A2
Type: Income Statement
Press: [Enter].
9. Select Column G. Click on the column header.
10. Click on the [Insert] button in the Cells Shortcut: [Ctrl + Shift + plus sign] or [Ctrl
Group of the Home Tab. + plus sign on the NumPad]. A column is
added to the left of the Total column.
11. Select cell G3

Type: Jun
Press: [Enter].
12. Select cells F4:F9 This saves us time by copying data and the
Press [Ctrl + C] formulas in F6 and F8.
Click in cell G4
Press [Enter].
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Lesson 4: Formatting a Worksheet, Page 93
Action 4.1 – Inserting Rows and Columns, continued

13. Click cell H4, then click on the [Error Notice the formula errors in Column H.
Checking Options] tag. The total formula omits the adjacent cells,
which means the number for June is not
included.
14. Click outside the tag. This will close the box. We do not need to
take any action here.
15. Select cells H4:H9. Press the [Delete] We will be back to add the rows up in a
key. moment.
16. Observe the chart in Columns K and L. We are going to insert cells instead of a
We need to insert information without row. This is useful when information
interfering with this area. Highlight cells around the selection does not need to be
A9:H9. moved.
17. Click the [Insert] button. By default, the selected cells are moved
down. To specify how you want your cells
to be inserted, click the down arrow on the
[Insert] button and select Insert Cells.
18. Select cell A9

Type: Other Income
Press: [Tab] to select cell B9
Type: 100
Press: [Ctrl + Enter].
19. Using the Fill Handle, copy cell B9 into You should have a row of 100’s.
cells C9:G9.
20. Select cell B11 This formula adds Income from

Type: =B8+B9-B10 Operations and Other Income, then
Press: [Ctrl + Enter]. subtracts Taxes.
21. Using the Fill Handle, copy the formula Now we are ready for our Total column.
into cells C11:G11.
22. Select cells H4:H11 and click on the

[AutoSum] button.
Excel 2019: Level 1, Rel. .0, 4/26/2019

Deleting Rows, If you find that you no longer need a row, column or cell, you
can easily use the Delete command to delete cells, rows, columns
Columns, & Cells or worksheets.
Be careful when deleting information that may be used in a
formula. If you delete cells, rows or columns that are part of a
formula, an error message “#REF” will appear in your worksheet.
In addition, be careful when deleting entire row(s) or column(s)
Note which may contain information in cells that can’t be seen. For
If you select a
cell, row or column these reasons, it is recommended to save the worksheet before
and then press the deleting cells, rows, or columns.
[Delete] key, only the
contents of the cells are Deleting a Row or Column
deleted.
Save the worksheet.
Select the row(s) or column(s) to be deleted.
Click on the [Delete] button in the Cells Group on the
Home Tab.
Deleting Cells
Save the worksheet.
Select the cells to be deleted.
Note Click on the down arrow on the [Delete] button in the

Keyboard Shortcut Cells Group on the Home Tab.
to delete:
[Ctrl + Hyphen key] Select Delete Cells from the menu. The Delete dialog
box will appear.
Select how you want the adjacent cells to move once
the selected cells have been deleted.
Shift cells left - will remove selected cells and shift
the adjacent cells left.
Shift cells up - will remove selected cells and shift
the adjacent cells up.
Entire row - this will remove the entire row.
Entire column - this will remove the entire column.
Click [OK].

Undo and Redo Anyone can make mistakes, especially when creating a complex
worksheet. Excel remembers the last 100 actions, therefore it is
easy to backtrack and undo incorrect or unintended actions.
Using Undo
Undo Redo
Click the [Undo] button on the QAT (Quick Access
Toolbar). This will undo the very last action you
performed.
If you continue to click the [Undo] button, the next
most recent action will be undone, and so on.
- OR -
Click the down arrow on the [Undo] button to show a
list of recent actions, then select an item from this list
to Undo that action and any other action above it in the
list.
Using Redo
Click the [Redo] button on the QAT. This will perform
an action that you undid with Undo.
- OR -
Click the down arrow on the [Redo] button to show a
list of recent actions, then select an item from this list
to Redo that action and any other action above it in the
list.

Action 4.2 – Deleting Rows and using Undo

1. My_Widget should still be open. If not, open it.
2. Select Column J. Click on the column header.
3. In the Cells Group on the Home Tab, The column is deleted and the information
click the [Delete] button. that was in columns K and L is moved
over.
4. Select rows 8 and 9.
5. Click the [Delete] button. The worksheet will show “#REF” in the
locations that had a formula that was
dependent upon the information deleted.
6. Click in cell B9. Click the [Error You can use this menu when you need
Checking Options] tag that appears next help in correcting an error in your
to the cell and observe the menu. worksheet. However, we know what was
done - Go to the next step to correct it.
7. Click on the [Undo] button, located on To put the information back and correct
the QAT. the problem. You can also use the
keyboard shortcut [Ctrl +Z].
8. Press [Ctrl + Home]. To go to cell A1.
Excel 2019: Level 1, Rel. .0, 4/26/2019

Changing The width of a column can be changed to improve the

appearance of the worksheet or to display the entire contents of a
Column Width cell. You can change the column width using the Column Width
command or by using the cursor.
Using the Column Width Command

Note
The AutoFit Select the desired column(s) by clicking on the Column
Column Width label (the letter at the top of the column).
command will
automatically adjust To change all of the columns in the entire worksheet,
the column width to click on the [Select All] button in the top left corner of
accommodate the text the worksheet.
in the cells. To do
this, select the desired
columns, click on the
[Format] button then
click on AutoFit Column
Width.
Click on the [Format] button in the Cells Group of
the Home Tab, then select Column Width. The Column
Width dialog box opens.
Type the new width in the Column width field.
Click [OK] or press [Enter]. The width will be
changed and the contents will remain the same.
Using the Cursor

Select the desired column(s) by clicking on the Column
label (the letter at the top of the column).
Move the cursor to the line between the column
headers until it changes to a double headed arrow.
Click and drag the cursor to the right to increase the

width, or to the left to decrease the width, and release
at the desired width.
- OR -
Double-click to automatically adjust the column width
to fit the widest cell content.

Changing Row The height of a row can also be changed to improve the
appearance of the worksheet or to display the entire contents of
Height a cell. Similar to changing the column width, you can change
the row height using the Row Height command or by using the
cursor.
Using the Row Height Command

Select the desired row(s) by clicking on the Row label
(the number to the left of the row).
To change all of the rows in the entire worksheet, click
on the [Select All] button in the top left corner of the
worksheet.
Click on the [Format] button in the Cells Group of

the Home Tab, then select Row Height. The Row Height
dialog box opens.
Type the new height in the Row height field.
Click [OK] or press [Enter]. The height will be
changed and the contents will remain the same.
Using the Cursor

Select the desired column(s) by clicking on the Row
label (the number to the left of the row).
Move the cursor to the bottom row border until it
changes to a double headed arrow.
Click and drag the row border down to increase the

height or up to decrease the height, and release at the
desired height.
- OR -
Double-click to automatically adjust the row height to
fit the tallest cell content.

Action 4.3 – Changing Column Width and Row Height

2. Move the cursor to the right border of the The pointer will change to a double
column header for Column B. headed arrow.
3. Click and drag the cursor to the right, Column B will adjust to its new width.
then release when the width tag shows You can use this same method on multiple
Width: 10.00 columns.
4. Select columns C:E. Click on the column All three columns will be selected. Now
header C, press and hold the [Shift] key, we are going to decrease the column
then click on the column header E. width.
5. Move the cursor to the right column You can point to any of the selected
border for Column E. Click and drag column borders. All three columns have
the border to the left until the width tag changed.
shows
Width: 6.00
6. Select columns C:H. We are going to use another method to

change column width.
7. Click on the [Format] button in the Cells The Column Width dialog opens.
Group on the Home Tab, then select
Column Width.
8. In the Column width field, type 10. This is often easier to use if you have a
Click [OK] or press [Enter], and deselect specific number you want to widen your
the highlighted range. column to.
9. Double-click on the border between To automatically adjust the column width

columns A and B in the column headers. to fit all of the text. This will not affect
merged cells.
10. Press [Ctrl + Home]. To deselect the range.
Excel 2019: Level 1, Rel. .0, 4/26/2019

Action 4.3 – Changing Column Width and Row Height

12. Move the cursor to the bottom border of
the row header for Row 1.
13. Click and drag down until the height tag Dragging down increases row height.
shows This is wider than we really need this row.
Height: 60.00
(Somewhere close to this number is fine.)
14. Move the cursor to the border of Row 1 Dragging up will decrease the row height.
again. Click and drag up until the height
tag shows
Height: 26.25
15. Increase the row height for Row 2 until Now that we have increased the height of
the height tag shows Rows 1 and 2. We are going to change the
Height: 21.00 vertical alignment of the text.
Excel 2019: Level 1, Rel. .0, 4/26/2019

Font Formatting A font is the specific design for the characters used to represent
text and numbers. By default, Excel uses Calibri 11-point.
However, there is a large variety of fonts available, depending
upon what has been loaded onto your system. In addition you
can also change the font attributes such as size, style (bold, italics,
underline) and color.
Changing Font and Font Attributes

Select the cell or range of cells to be changed.
Font Size Increase Font Size
Font Decrease Font Size
Note
Right-click the
selected cells to
activate a shortcut
menu. This comes in
handy when you are
not currently using the Bold Border Font Color
Home Tab ribbon. Italic Cell Color
Underline
Click on the appropriate button in the Font Group of

the Home Tab:
[Font] button down arrow, then select the desired font
from the list.
[Font Size] button down arrow, then select the desired
font size from the list or type in the desired font size
into the text box. You can also use the [Increase font
size] or [Decrease font size] buttons. The row height
will automatically adjust as needed for the size of the
font.
[Font Color] button down arrow, then select a color
from the color menu. Once changed, that color will be
displayed on the Font color button. You can then click
on the button to use that color again without having to
open the menu.
Note
[Bold] button to toggle on/off boldfacing the font.
Bold [Ctrl + B] [Italics] button to toggle on/off italicizing the font.
Italics [Ctrl + I]
Underline [Ctrl + U] [Underline] button to toggle on/off underlining the
font. For a double underline: click the down arrow,
then select Double Underline from the menu.

Font Formatting, Additional Font Attribute Options

continued To efficiently change many attributes at once or to find additional
font options, you can expand the Font Group using the dialog
launcher in the bottom right corner. This opens the Format Cells
dialog which contains additional attributes not displayed on
the Home Tab. These include: Strike-through, Superscript, and
Subscript.
Click on the dialog box launcher located in the bottom

right hand corner of the Font Group. The Format Cells
dialog will open with the Font Tab selected.
Make your selections in the dialog box.
Press [Enter] or click [OK].

Action 4.4 – Changing the Font and Font Attributes

2. Select cells A1:A2 To bold the worksheet titles

Click [Bold] in the Font Group on the
Home Tab.
3. Select cells A4:A11 To bold and italicize the row labels.

Click on [Bold] and [Italics] in the Font
Group on the Home Tab.
4. Bold and Italicize the headers in cells To make the column labels look like the
B3:H3. row labels.
5. Select cell A1 A menu of available fonts will appear.

Click on the down arrow on the [Font] You may need to use the scroll bar to see
button and select Arial from the list. the correct font.
Keep the cell selected.
6. Click on the down arrow on the [Size] Notice that the row height automatically
button and select 16. adjusted to the size of the text.
7. Change the font in cell A2 to Arial, size You can also type the size in the box and
12. press [Enter] to change the font size.
8. Select cells A1:A11 Darker blues will stand out better against
Click on the down arrow on the [Font the light background.
Color] button select Dark Blue.
9. Change the font color in cells B3:H3 to Since Dark Blue is already selected and
Dark Blue. displayed on the [Font Color] button, just
select the cells and click the button.
10. Press [Ctrl + Home]. To go to cell A1.
11. Save the worksheet. [Ctrl + S].
Excel 2019: Level 1, Rel. .0, 4/26/2019

Aligning Text The position of the text in a cell is known as the alignment. Text
can be aligned horizontally (left, center, right) and vertically (top,
middle and bottom). It is also possible to adjust the indentation
(distance from the cell border) and the orientation (or angle) of
the text. In addition, Excel provides the capability of wrapping
text within a cell and aligning text across multiple merged cells.
Many of the alignment formatting buttons work like toggle
switches. Click once to apply the format command, and click
again to remove the command.
Horizontal Alignment (Left to Right)

Select the cell or cells you want to align.
On the Home Tab in the Alignment Group, click on
one of the following buttons: [Align Left], [Center],
[Align Right].
Vertical Alignment (Top to Bottom)

Select the cell or cells you want to align.
On the Home Tab in the Alignment Group, click on
one of the following buttons: [Top Align], [Middle
Align], [Bottom Align].
Indentation
Select the cell or cells you want to indent.
On the Home Tab in the Alignment Group, click
on one of the following buttons: [Decrease Indent],
[Increase Indent].

Aligning Text, Orientation

continued Orientation is the angle that the text will appear in the cell and
can be rotated clockwise, counter clockwise, vertically and 90
degrees up or down. The row height will automatically be
adjusted.
Select the cell in which you want to change the
orientation.
Click on the [Orientation] button:
Select one of the menu options as shown in the figure

below:
Note
Alternative ways
to open the Format
Cells dialog box:
Right click the selected To customize an angle orientation, choose Format Cell
cell or cells and choose Alignment to open the Format Cells dialog box.
Format Cells
or
Select the Alignment Tab and use the protractor along
Click the [Format] button the side or type in the desired angle.
drop-down on the Home
Tab in the Cells Group
and choose Format Cells.

Aligning Text, Wrap Text

continued Wrap Text places the text on multiple lines within the cell so that
all of the text is visible, automatically adjusting the row height.
Select the cell in which you would like to wrap text.
Click the [Wrap Text] button.
Merging Cells
The Merge & Center command centers the cell contents across
the selected number of cells (see rows 1 & 2 in the example
below). The Merge Cells command combines two or more cells
(see labels in column A in the example below). Both of these
functions can only be done on one row at a time.
To Merge and Center

Select the cells you would like to merge.
Click on the [Merge and Center] button. Click again
Note
To break the text to toggle off.
into separate rows
rather than merged into
To Merge without Centering
one cell: Select the cells you would like to merge.
Click the [Fill] button in Click on the down arrow on the [Merge and Center]
the Editing Group on button and select Merge Across.
the Home Tab, and select
Justify. To Merge Cells Vertically
Select the cells you would like to merge.
Click on the down arrow on the [Merge and Center]
button and select Merge Cells.
To undo the merge: select the cell again, click the
down arrow on the [Merge and Center] button and
select Unmerge Cells.

Action 4.5 – Using Alignment

1. My_Widget should be open. If not, open it.
2. Select cells B3:H3.
3. Click on the [Center] align button.
4. Select cells: A6, A8, A9, A11. Click cell A6, then press and hold down on
the [Ctrl] key, and select cells A8, A9, A11.
5. Click on the [Increase Indent] button This will indent all of the income items to
once. distinguish them from the expense items.
6. Select cells A1:H1.
7. Click on the [Merge & Center] button. The selected cells have merged into one
long cell and the title is now centered in
the new merged cell.
8. Merge and Center cells A2:H2. To center the title Income Statement.
10. Type the following into the cell: We would like this text to be confined to
April expenses are higher due to the the first three columns of the statement.
purchase of new office equipment. We are going to fix this using Merge Cells
Press [Enter]. and Text Wrap, then align the text.
11. Select cells A14:C17.
12. Click the down arrow on the [Merge & Your cells are merged. Now we are ready
Center] button, then select Merge Cells. to use text wrap.
13. Click on the [Wrap Text] button. You should now be able to see all of your
text in the cell. By default the text is
aligned at the bottom of the cell.
14. Click on the [Middle Align] button. The text is middle aligned in the cell.
Excel 2019: Level 1, Rel. .0, 4/26/2019

Action 4.5 – Using Alignment, continued

15. The cell should still be active. Move the
cursor to the right side of the cell until
you see a Move Pointer (four direction
arrows).
16. Click and drag the selection so that it To move the merged cell.
begins in cell E14.
17. Save the worksheet. [Ctrl + S].
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Cell Formatting A border is a line around a cell or range of cells used to add
dimension to your worksheet and to make a printout easier to
read. Borders will only affect the selected cells, not the entire
worksheet.
Note Adding a Border

It may be easier to
see borders without Select the cell or cell range for the border to be added.
the gridlines shown:
Click on the View Click on the down arrow on the [Borders] button in the
checkbox under Font Group of the Home Tab. The borders menu will
Gridlines in the Sheet appear.
Options Group on the
Page Layout Tab. To Click on the type of border you would like to add.
view the gridlines again, Once selected, that border type will be displayed on
click the View checkbox the [Borders] button. To use it again, simply click the
again. button.
Removing a Border
Select the cell or cell range which has the border to be
removed.
Click on the down arrow on the [Borders] button.
Select No Border from the menu.

Cell Formatting, Changing a Border Color

continued The color you select will become the active border color. Every
time you apply a border, this color will be used. It will remain
the active color until you change the color again.
Click on the down arrow on the [Borders] button. The
borders menu will appear.
Move the cursor over Line Color to view the color
menu. Select a color from the menu. You are returned
to the worksheet and the cursor looks like a pencil.
Using the pencil, click on the parts of the cell in which
you would like to apply line color to. Click and drag
to add color to more than one cell at a time.
Press [Esc] when you are finished.
- OR -
Click on the down arrow on the [Borders] button. The
borders menu will appear.
Move the cursor over Line Color to view the color
menu. Select a color from the menu. You are returned
to the worksheet and the cursor looks like a pencil.
Press [Esc] to turn off the pencil.
Highlight the cells that you want to apply the border
to.
Select the border that you want to use. The border
color will be applied at the same time as your border.

Cell Formatting, Fill colors, patterns, and effects are another way to emphasize
continued certain cells or cell ranges in a worksheet and can also be used to
delineate titles and labels from the data.
Adding Fill Color
Select the desired cell or cell range.
Click the down arrow on the [Fill Color] button in the
Font Group on the Home Tab. Select a color from the
menu. Once selected, that fill color will be displayed
on the button and remain active until changed.
Adding Pattern Fills

Note Click the dialog box launcher in the bottom right
Adding a Pattern
Fill can make the corner of the Font Group on the Home Tab. The
cell contents hard to Format Cells dialog box opens. Click the Fill Tab.
read, so use this option
carefully.
In the Pattern Style field, use the drop-down to select

style.
In the Pattern Color field, use the drop-down to select
a color. Click [OK] or press [Enter].
Adding Fill Effects

Click the dialog box launcher in the bottom right
corner of the Font Group on the Home Tab. The
Format Cells dialog box opens. Click the Fill Tab.
Click the [Fill Effects] button to open the dialog box.
Select the options for the desired effect. Click [OK] or
press [Enter].

Action 4.6 – Adding Borders and Fill Color

2. Select cells A1:A2.

3.
4. Click on the down arrow on the [Fill This opens the Fill Color menu.
Color] button in the Font Group on the
Home Tab.
5. Select Light Blue from the menu. This can be any light blue of your choice.
This will emphasize the titles. We will do
more with the titles a little later.
6. Select cell A2.
7. Click on the down arrow on the [Border] Note how the icons of the borders appear
button in the Font Group on the Home next to the name. These icons can help
Tab. you to visualize how the border will look.
8. Select Bottom Border from the menu. To place a border between the title and the
data.
10. Click the down arrow on the [Border]

button.
11. Select Thick Bottom Border from the menu. To place a thick border under the column
labels.
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Formatting A number format describes the way numbers, dates, or time are
displayed in the worksheet. The most common number formats
Numbers are found on the Number Group of the Home Tab or on the Mini
Toolbar Menu. It is also possible to create a custom format which
then becomes part of the menu choices.
Number Group Mini Toolbar
By default, Excel uses the General format, which has no specific

number format and therefore displays the number the way it is
entered into the cell.
Number Formats Include
Note The number of decimal places
Keyboard
Shortcuts for: The use of commas
Currency format The dollar or other International monetary symbols
[Ctrl + Shift + $]
& The percent sign
Percent format
[Ctrl + Shift + %] Hyphens, slashes, or colons for dates and times
Display of a negative number
Display of fractions
Special formatting for social security numbers, phone
numbers and zip codes
Changing Number Formats
Select the cells to be formatted. This can be single cells,
rows, columns or the entire worksheet.
Click on one of the number format buttons in the
Number Group on the Home Tab:
[Increase/Decrease Decimal] buttons - to increase/
decrease the amount of decimal places.
[Accounting Number Format] button - to format as
dollars, euros, and other currency.
[Percent Style] button - to format as a percentage.
[Comma Style] button - to format with a thousands
comma separator.

Formatting For other number formats, click the down arrow on the
[Number Format] button and select from the menu:
Numbers
continued
- OR -
For more choices, open the Format Cells dialog box:
Select More Number Formats at the bottom of the
[Number Format] menu or click on the dialog box
launcher on the right side of the Number Group.
Select a format from the Category field list on the left

side of the dialog box.
Select any addition options under that category, such
as the number of decimal places and how negative
numbers are displayed.

Action 4.7 – Changing Number Formats

1. Highlight cells B4:H4.
2. Press and hold the [Ctrl] key, then You should have cells B4:H4 and cells
highlight cells B11:H11. B11:H11 selected.
3. Click on the [Accounting Number Excel has two defined formats for
Format] button. displaying currency – Accounting and
Currency. The Accounting format will line
up the $ sign along the left side of the cell.
The Currency format will place the $ sign
directly in front of the number.
4. Click twice on the [Decrease Decimal] Observe the numbers. If you decrease
button. the decimal points to zero, Excel will
automatically round up those numbers
containing decimal values of .5 or greater.
5. Highlight cells B5:H10.
6. Click on the [Comma Style] button. This is an Accounting Number Format

without the currency symbol.
7. Keep the cells selected and click on the Now we are going to use the Format Cells
Number Group dialog launcher. dialog to change the decimal places and
the display of 0’s and negative numbers.
8. In the dialog, select the Number tab and You can also use the arrows to the side.
the Currency category. In the Decimal
places field, type < 0 >.
9. In the Negative numbers field, select the

fourth format example on the list.
10. Click [OK].
11. Deselect the cells and Save the file. [Ctrl + Home] & [Ctrl + S].
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Formatting Custom Number Formats

Numbers If you need a specific number format that is not in the category
list, you can use the Format Cells dialog box to edit current
continued
formats or create custom formats.
Formatting Guidelines
Custom numbers contain four parts: Positive numbers, negative
Note numbers, zeros, and text - each part separated by a semicolon.
The number format
for Social Security Custom numbers do not have to contain all four parts. However,
Numbers, Zip Codes any skipped part must include the semicolon for that section. If
and Phone Numbers you only have one part in your format, then all numbers will be
can be found under the formatted the same.
Special category in the
Number Format dialog
box.
The following tables show the symbols used in creating custom

number formats:
Number Code Description

General General number format
0 (zero) Digit placeholder - pads the value with zeros to fill the format
# Digit placeholder - does not display extra zeros
? Digit placeholder - leaves a space for insignificant zeros but does
not display them
. (period) Decimal number
% Percentage - multiplies by 100 and adds the % character
, (comma) Thousands separator - a comma followed by a placeholder scales
the number by a thousand
E+ E- e+ e- Scientific notation
Time Code Description

h Hours as a number without leading zeros (0-23)
hh Hours as a number with leading zeros (00-23)
m Minutes as a number without leading zeros (0-59)
mm Minutes as a number with leading zeros (00-59)
s Seconds as a number without leading zeros (0-59)
ss Seconds as a number with leading zeros (00-59)
AM/PM am/pm Time based on the twelve-hour clock

Text Code Description

$ - + / ( ) : space These characters are displayed in the number. To display any other
character, enclose the character in quotation marks or precede it
with a backslash.
\character This code displays the character you specify.
Note: Typing any of the following will automatically place a
backslash in front of the character: !, ^, &, ‘, ~, {, }, =, <, or >
“text” This code displays text, anything held within quotations will be
displayed.
* This code repeats the next character in the format to fill the column
width.
Note: Only one asterisk per section of a format is allowed.
_ (underscore) This code skips the width of the next character. This code is
commonly used as “_)” (without the quotation marks) to leave
space for a closing parenthesis in a positive number format when
the negative number format includes parentheses. This allows the
values to line up at the decimal point.
@ Text placeholder.
Date Code Description

m Month as a number without leading zeros (1-12)
mm Month as a number with leading zeros (01-12)
mmm Month as an abbreviation (Jan - Dec)
mmmm Unabbreviated Month (January - December)
d Day without leading zeros (1-31)
dd Day with leading zeros (01-31)
ddd Week day as an abbreviation (Sun - Sat)
dddd Unabbreviated week day (Sunday - Saturday)
yy Year as a two-digit number (for example, 96)
yyyy Year as a four-digit number (for example, 1996)
Miscellaneous Code Description

[BLACK], [BLUE], These codes display the characters in the specified colors.
[CYAN], [GREEN], Note: n is a value from 1 to 56 and refers to the nth color in the
[MAGENTA], [RED], color palette.
[WHITE], [YELLOW],
[COLOR n]
[Condition value] Condition may be <, >, =, >=, <=, <> and value may be any number.
Note: A number format may contain up to two conditions.

Formatting Creating a Custom Format
Numbers Select the cells to be formatted.

continued Click the dialog box launcher on the Number Group.
The Format Cells dialog box will appear.
In the Category field list, select Custom.
From the examples listed, click on a format code that is

close to what you want the format to look like. Make
changes as needed in the Type field.
- OR -
Enter your own number format code in the Type field
using the Formatting Guidelines shown above to create
a format from scratch.
Using a Custom Format

Select the cells to be formatted.
On the Number Group, click on the dialog box
launcher. The Format Cells dialog box will appear.
In the Category list, choose Custom.
Scroll down to the bottom of the example list and click
on the new custom number format.

Action 4.8 – Creating Number Formats

1. Select cells B4:H11. We are going to modify this format to

show negative numbers in red and positive
numbers in green.
2. Click the dialog launcher in the Number The Format Cells dialog opens.
Group. Make sure you are on the
Number Tab.
3. In the Category field list, click Custom. The current number format should be
highlighted in the example list on the right.
It will also appear in the Type field.
4. Select the seventh example in the list: This format will make the negative number
#,##0_);[Red](#,##0). in the format red.
5. In the Type field, immediately in front of

the first #:
Type: [Green] .
6. Click [OK] or press [Enter]. You are returned to your worksheet.

Notice the change in your number.
7. Click cell J8.

Type: 123.
Press [Ctrl + Enter].
8. You should still be in cell J8. Go back to We are going to create a custom account
the Custom format list in the Format Cells number that includes text.
dialog.
9. Highlight the text in the Type field, then

Type: “WTG”00000.
10. Click [OK] or press [Enter]. This will add text before the number and
will always make the account number a
five digit number by preceding the number
with leading zeros. If you want a space
between the text and numbers, type it in as
you are creating the custom number.
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Action 4.8 – Creating Number Formats, continued

11. Starting in cell J9 type the following list Notice the change in the account number.
of numbers ending at cell J12. Press We now need to complete the rest of the
[Enter] after each entry. chart.
2589
69
101
56
12. Select cells J9:J12. Go back to the Custom Now we need to apply the custom number
format list in the Format Cells dialog. format to these cells.
13. Scroll to the bottom of the list and locate New custom formats are always placed at
the new custom format. the bottom of the list.
14. Click on “WTG”00000. You can also double-click the format. The
Click [OK]. cells are formatted with the new format.
15. Press [Ctrl + Home]. To deselect the range.
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Moving Cells A cell or cell range (contents and formats) can be moved to a
new location on the current worksheet or to another worksheet,
workbook or application by using the cut/paste commands or the
click/drag.
Using Cut and Paste
Select the cell(s) you want to move.
Right click and select Cut. Or click on the [Cut]
button in the Clipboard Group on the Home Tab. The
selected cell(s) will be surrounded by a dash border.
Note
Keyboard Select the upper-left cell of the new location for the
shortcuts: data (cut and paste areas can overlap).
Cut: [Ctrl + X]
Right click and select from the Paste options available.
Paste: [Ctrl + V]
Or click on the [Paste] button in the Clipboard Group
on the Home Tab. (the drop-down menu will show
other available Paste options).
Live Preview of Paste Options
To Live Preview the Paste options, move the cursor over each
option to see the effect it will have on the data. You can then
select the choice for the desired result.
Paste button
options Right click paste options
Using Click and Drag

Select the cell(s) to be moved and position the cursor
over border edge of the selection until it becomes the
move pointer.
Click and drag the selected cell(s) to the new location.
Move Pointer

Copying Cells A cell or cell range (contents and formats) can also be copied
to another location on the current worksheet or to another
worksheet, workbook or application by using the copy/paste
commands, the click/drag, the Fill Handle, or the Fill Right/Fill
Down:
Using Copy and Paste
Select the cell(s) you want to copy.
Rick click and select Copy. Or click on the [Copy]
selected cell(s) will be surrounded by a dash border.
Select the upper-left cell of the new location for the
duplicate data (copy and paste areas can overlap).
Right click and select Paste. Or click on the [Paste]
[Paste Options] tag will appear.
Click the down arrow on the tag and move the cursor
over each option to Live Preview the effects on the
data, then select the choice for the desired result.
- OR -
Press [Enter] instead to paste the information (the
[Paste Options] tag will not be displayed).
Using Click and Drag
Select the cell(s) to be copied and position the cursor
over the border edge of the selection until it becomes
the move pointer.
Press the [Ctrl] key to change the cursor to the copy
pointer. Click and drag to the new location.
Move & Copy Pointer

Action 4.9– Moving and Copying Cell(s)

1. My_Widget should still be open. If not, reopen it.
3. Move the cursor to the bottom border of Since you are moving down, the bottom
the selected cells until it changes to the border is the easiest to point to.
move pointer.
4. Click and drag the range down one row. You should see a temporary border appear
around the destination cells and a cursor
tag box showing the location ranges.
5. Click cell B12 and notice the formula Note that the formula adjusted in relation
=B9+B10-B11. to its new location.
6. Click cell B5 All connected cells with data are selected.

Use the [Ctrl + A] shortcut to select all
connected data.
7. Copy the selected cell range. [Ctrl + C] or right click the selection and
choose Paste from the menu or on the
Home Tab in the Clipboard Group, click
the [Copy] button.The Marching Ant
appear around the copied selection.
8. Paste the copied content into cell A20. [Ctrl + V] or right click the selection and
choose Paste from the menu or on the
Home Tab in the Clipboard Group, click
the [Paste] button.
9. Click the Paste Tag and choose Paste As The first of the Paste Values options.
Values from the list of options. None of the pasted cells contain formulas
and the formatting has been removed.
10. Click cell B20 and type The months have been changed to the
< Jul > then use Autofill over to cell G20. second half of the year.
11. Select cells A4:B11 and copy them. Use any method you perfer.
12. Right click cell A32 and choose the The forth option list.
Transpose Paste option from the Paste
options.
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Clipboard When there are many items which need to be copied and pasted
within the current file , other Excel files, or other files in other
Office programs. Using the Clipboard is un-paralled for this type
of application. The Clipboard can store up to 24 different copied
items, these can range in size from one cell to whatever size
range of cells needed. New items are placed art the top of the
list. When the 25th item is added, the first one drops off the list.
It can hold text or graphic based content. As long as at least
one of the Office programs is running, the content stored in the
Clipboard will be maintained.
Using the Clipboard

On the Home Tab in the Clipboard Group, click the
dialog launcher button.
The Clipboard opens on the left side of the interface.
Highlight and copy some content.
The copied content is added to the Clipboard.

Clipboard, Once all the items have been copied and added to the
continued Clipboard, select the file where you wish to paste the
contents.
If in Excel, select the desired cell and click the spefic
item from the list of items in the Clipboard.
If in another Office program, on the Home Tab in the
Clipboard Group, click the dialog launcher button.
All of the Office program have a Clipboard located
in the same place.
The Clipboard opens on the left side of the interface.
Set the cursor where you wish to insert the content
and select the specific item from the list of items in
the Clipboard.
Clearing the Clipboard

Note Once an item is no longer needed in the Clipboard,
When closing the
last Office program, click the drop-down arrow to the right of the clipboard
a warning is displayed item and choose Delete from the menu.
that asks if you would
like to clear the clipboard
or save the item for
future use.
The drop-down arrow appears when hovering over

the item.
The specific item is removed from the Clipboard.
Should you no longer need any of the clipboard items or want to
start adding a new series of items.
Click the [Clear All] button at the top of the Clipboard.
All items stored in the clipboard are removed.

Action 4.10 – Using the Clipboard

1. On the Home Tab in the Clipboard Clipboard opens on the left side of the
Group, click the [Clipboard] dialog interface.
launcher button.
2. Select cell A4:G12 and copy the cells. The copied data is added to the Clipboard
as an item.
3. Select cell J6:K12 and copy the cells. The copied data is added to the Clipboard
as an item.
4. Select cell D4:F11 and copy the cells. The copied data is added to the Clipboard
as an item.
5. Create a new blank workbook. [Ctrl + N].
6. Select cell A4 This is where the data needs to be placed.
7. Click on the first item in the clipboard. Remember that the first item will be at the
bottom of the list. The content is placed
into cells A4:G12.
8. Select cell A14
9. Click on the third item in the clipboard. Remember that the third item will be at
the top of the list. The content is placed
into cells A14:C22.
10. Select cell I4
11. Click on the second item in the clipboard. The data is placed into cells I4:J10.
12. Open a blank Word document.
13. Open the Clipboard, in the same way it The clipboard should have the three
was opened in Excel. copied Excel items lists
14. Click on the third item in the clipboard. The data has been pasted into the Word
document.
15. Close Word without saving.
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Action 4.10 – Using the Clipboard, continued

16. Back in the Excel My_Widget.xlsx file. Use the Excel icon in the Taskbar to make
the file active.
17. Set the cursor over the top item in the As the mouse hovers over the item, the
Clipboard list and choose Delete. drop-down arrow appears. When the item
is deleted, it is immediately removed from
the Clipboard.
18. Click the [Clear All] button at the top of The Clipboard is emptied of all items.
the Clipboard.
19. Close the Clipboard. Use the [Close] button at the upper right
corner of the Clipboard.
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Copying Cells, Using AutoFill

continued Select the cell(s) you want to copy.
Click and drag the Fill Handle to extend the
selection across the area to AutoFill with copies. Any
information in the cells surrounded by the temporary
border will be replaced.
The [AutoFill Options] tag appears. Click the tag and
choose from available options:
Copy Cells – will copy the data as is.
Fill Series – will create a series based upon the
cell(s) being copied.
Fill Formatting Only – will copy the formatting
only. The cells will appear blank, but when data is
entered they will have the copied formatting.
Fill Without Formatting – will copy the data only
without the formatting.
Autofill List Options
Autofill Dates Options
Autofill Numbers
Options Autofill Text Options

Copying Cells, Using the Fill Command

continued Select the cell(s) you would like to copy and the
adjacent cell(s) you want to copy to. (The adjacent cells
can be below, above, to the right or to the left of the
Note The contents of the cell(s) you want to copy.)
first or last selected
Click the [Fill] button in the Editing Group on the
cell will be used to fill
the other selected cells, Home Tab. A drop-down menu appears.
depending on direction.
Select the option that reflects the direction of the

copied data in relation to the original cells.
Down – places the copy below the original cells.
Right – places the copy to the right of the original
cells.
Up – places the copy above the original cells.
Left – places the copy to the left of the original cells.

Action 4.11– Copying Cell(s) Using the Auto Fill and
the Fill Commands

2. Select cell B20.
3. Format the cell contents to be bold, The cell is now formatted.

underlined, red text, using the font
Trebuchet MS, a font size of 14, and align
to the right of the cell.
4. Re-select cell B20. If necessary.
5. Use the Autofill handle across to cell H20. All the cell now have the same formatting
and content.
6. Click the Autofill options tag and choose The original contents of the cells is
Fill Formatting Only from the list of replaced and the cells now share the same
options. formatting.
7. Select cell A33:A40. The first cell contains the content needed
in all the empty cells below.
8. On the Home Tab in the Editing Group, The content in the first selected cell is
click the [Fill] button drop-down and entered into all the other selected cells.
choose Down from the menu.
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Format Painter The format painter is a very useful feature which allows you
to format a cell or range of cells with an existing format from
another cell.
Using the Format Painter

Select the cell you want to copy the formatting from.
Click on the [Format Painter] button in the Clipboard
Group on the Home Tab. You can also right click to
access the [Format Painter] from the Mini Toolbar
Menu. The selected cell will be enhanced with a dash
border and the cursor will turn into a thick cross with
a paint brush beside it.
Click the cell or cell range that you would like to apply
the formatting to. The formatting is applied and the
Format Painter is turned off.
Double-clicking the [Format Painter] button will keep
it on.
To turn the Format Painter off, click the [Format
Painter] button again or press the [Esc] key.

Action 4.12 - Using the Format Painter

2. Click in cell B4.
3. On the Home Tab n the Clipboard The Marching Ants are displayed around
Group, click on the [Format Painter] cell B4, indicating this is the cell being
button. referenced by the Format Painter.
4. Highlight cells B20:H20. The formatting in cell B4 will be applied

to cells B20:H20. Once the formatting
is applied, the flashing border around
B4 will disappear indicating the format
painter is turned off.
6. On the Home Tab n the Clipboard Double-clicking the [Format Painter]

Group, double-click on the [Format button allows users to paint the formatting
Painter] button. into many cells that don’t have to be
contiguous.
7. Highlight cells A21:A28. The formatting is in place.
8. Highlight cells J7:K7. The formatting is in place.
9. On the Home Tab n the Clipboard This turns off the format painter.
Group, click on the [Format Painter]
button.
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Cell Styles Cell styles apply one or more selected series of formats
(including font type, font size, cell borders, shading and number
formats) to a cell or cell range. Whenever a cell style is applied, it
will replace any other formatting.
Applying a Cell Style

Select the cell or range of cells you would like to apply
a cell style.
Click on the [Cell Styles] button in the Style Group on
the Home Tab.
The Cell Styles gallery will be displayed.
Click on the desired style to apply. After the style is

applied, you can add any additional formatting.
To apply a new style: Click on the new style to change
or replace an old style.
When applying both an accent color and a title/
heading style, be sure to apply the accent color first.

Action 4.13 - Applying Cell Styles

1. My_Widget should still be open. To see the difference in formatting with
Cell Styles and manually, we are going
to format the Widgets to Go Income
Statement title.
3. On the Home Tab in the Style Group, The selected cells now have the Total style
click on [Cell Styles] drop-down and applied.
choose Total style under Titles and
Headings.
4. Select cells J6:K6.
5. On the Home Tab in the Style Group, The selected cells now have the Heading 1
click on [Cell Styles] drop-down and style applied.
choose Heading 1 style under Titles and
.Headings
6. Select cells K8:K12.
7. On the Home Tab in the Style Group, The selected cells now have the
click on [Cell Styles] drop-down and Currency[0] style applied.
choose Currency[0] style under Number
Formats.
8. Click cell A1. The Cell Styles menu will open.
9. Save the file [Ctrl + S].
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Clear Command Clearing information in a cell can be done two ways: using the
[Delete] key or using the [Clear] command. The [Delete] key,
it will clear the text, numbers and formulas but not the cell
formatting. The [Clear] command will give you a choice of what
you would like to clear.
Using the Delete Key

Select a cell or cells.
Press [Delete] or [Backspace].
Using the Clear Command

Select a cell or cells.
Click the [Clear] button in the Editing Group on the
Home Tab. A menu will appear with the following
choices:
Clear All – clears text, numbers, formulas, formats
and borders.
Clear Formats – Clears formats and changes the
Note
Using the [Delete] number format to the default General format.
key has the same
effect as using the Clear Clear Contents – clears all text, numbers and
Contents choice with the formulas but will not affect formats or borders.
[Clear] command..
Clear Comments – clears comments attached to cells.
Clear Hyperlinks - clears any active hyperlinks while
leaving the content intact.
Click the appropriate choice.

Action 4.14 – Using the Clear Command

2. Select cells A20:I42.
3. On the Home Tab in the Editing Group, A menu of options will appear.
click on the [Clear] button drop-down.
4. Click on Clear Formats. All of the formatting has been removed.

This is a great tool when you want to
keep the content and yet want to apply
formatting with a clean slate.
5. Click on the [Undo] button located on the The formatting is placed back in the cells.
QAT or press [Ctrl + Z].
7. Click on the [Clear] button drop-down The contents has been removed but
and select Clear Contents. formatting remains in place for new
content.
9. Click on the [Clear] button drop-down The cells are completely cleared of
and select Clear All. everything as if they never had any
content or formatting.
10. Deselect the cells and save the file. [Ctrl + S].
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Themes Themes can be and are used across the Office suite of programs.
They allow for consistent formatting in accordance with
branding guidelines across files and programs. Themes include
font sets, color sets, and effects that can easily and quickly
updated. You can modify all aspects of a theme or customize
only the attributes of the theme which requires changes.
Parts of a Theme
Fonts: the font set contains two fonts, one used for
body text and the other for headings.
Colors: the color set contains colors use for text,
background colors, accent colors, and colors use for
hyperlinks.
Effects: are a set of pre-defined graphic element
formats. They may include 3d effects, shadows,
reflections, or other effects applied to graphic content.
Applying a Theme
If the document is using the styles to format cells or cell ranges,
then changing the theme can quickly apply new colors, font
formats, and /or effects.
On the Page Layout Tab in the Themes Group, click
the [Themes] button drop-down to open the gallery.
Choose a Theme from the gallery.

Themes, If you only want to modify a part of the theme click the
continued [Colors] button, [Fonts] button, or [Effects] button in
the Theme Group.
Each button offers a pre-built gallery of options.
Customizing Theme Elements

When clicking the [Colors] or [Fonts] button drop-
downs, below the gallery you will find a Customize
option.
Make your modifications.

Click into the Name: field, enter a name for the
customized Theme element and click the [Save]
button.

Themes, They ones you create and save will be at the top of the
continued gallery under the heading Custom.
Saving A Custom Theme

Once you have created and applied a Color Theme, a Font
Theme, and/or an Effects Theme in a document, you can save
them all as a new Theme.
Click the [Themes] button drop-down and choose Save
Current Theme from the menu.
Name your Theme but do not change the location of

where the theme is saved.
Since all the Office programs access the same theme

folder you can use the customized theme in any
office program.

Action 4.15 – Using Themes

2. On the Page Layout Tab in the Themes Cells that use the Styles are changed in
Group, click the [Themes] button drop- relation to the choosen Theme.
down and choose Retrospect from the
gallery.
3. On the Page Layout Tab in the Themes The Create New Theme Fonts dialog opens.
Group, click the [Fonts] button drop-
down and choose Customize Fonts from
the menu.
4. Click the Heading Font: field drop-down This will now be the font used for
and choose the Cooper Black font. headings.
5. Click the Body Font: field drop-down

and choose the Times New Roman font. This will be the font used in all other cells.
6. In the Name: field type

< Branded One > and click the [Save] The customized font set is saved for future
button. usage and the Create New Theme Fonts
dialog is closed.
7. On the Page Layout Tab in the Themes
Group, click the [Colors] button drop- The Create New Theme Colors dialog opens.
down and choose Customize Colors from
the menu.
8. Click the color drop-down arrow for

Accent 1 and choose More Colors... from The Colors dialog opens.
the menu.
9. Select the Custom tab.

If necessary.
10. In the RGB values enter
Red - 133 To set an exact color.
Green - 197
Blue - 87
click the [OK] button.
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Action 4.15 – Using Themes, continued

11. Click the color drop-down arrow for The Color dialog opens.
Text/Background-Dark 1 and choose
More Colors... from the menu.
12. Select the Custom tab. If necessary.
13. In the RGB values enter To set an exact color.

Red < 0 >
Green < 83 >
Blue < 134 >
click [OK] button.
14. Change some of the other Accent colors. Use any colors you like.
15. In the Name: field type The custom color set is saved for future
< Branded One > and click the [Save] usage and the Create New Theme Fonts
button. dialog closes.

Group, click the [Fonts] button drop- The customized fonts are applied.
down and choose Branded One from the
gallery.

Group, click the [Colors] button drop- The customized colors are applied.
down and choose Branded One from the
gallery.

Group, click the [Themes] button drop- The Save Theme dialog opens.
down and choose Save Current Theme...
from the menu.
19. Save the theme As My_Branded_Theme.

Do not change the folder location where
the theme is saved, since all of the Office
programs refer to the same default
location for the themes.
20. Save the file.
[Ctrl + S].
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Action 4.15 – Using Themes, continued

21. Open Widget2.xlsx.
23. On the Home Tab in the Styles Group, The style is applied to the cells range.
click the [Styles] button drop-down and
choose the Heading 1 style.
24. Select cells A4:A10.
choose the Heading 2 style.
choose the Total style.
28. On the Page Layout Tab in the Themes The theme is applied to the worksheet.
Group, click the [Themes] button drop-
down and choose My_BrandedTheme
from the custom gallery.
29. Save and close the file. [Ctrl + S]. The My_Widget file should now
be active.
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Hiding Columns If you wish to remove some information from your worksheet
without deleting it, you can use the Hide Columns and Rows
and Rows feature.
Hiding a Column or Row

Select the row or column you wish to hide.
Note
Keyboard Click on the [Format] button in the Cells Group on the
Shortcuts: Home Tab. A menu will appear.
Hide Rows:
Move the cursor to Hide & Unhide. A side menu will
[Ctrl + 9] appear.
Hide Columns:
Select what you want to hide, Rows, Columns or Sheet.
[Ctrl + 0]
Show hidden rows: Your selected row or column will be hidden from
[Ctrl + Shift + ( ] view.
- OR -
Select the row or column you wish to hide.
Right-click the mouse on the selection. Select Hide
from the Shortcut Menu.
Unhiding a Column or Row

Select the rows or columns on either side of the hidden
row or column.
Click on the [Format] button.
Move the cursor to Hide & Unhide.
Select what you want to unhide. The rows or columns
will reappear.
- OR -
Select the rows or columns on either side of the hidden
row or column.
Right-click on the selection. Select Unhide from the
Shortcut Menu.

Action 13 - Hiding and Unhiding Columns and Rows

1. My_Widget should be open. If not, reopen it.
2. Select Columns J and K. We don’t want to view this information

with our Income Statement.
3. Click the [Format] button in the Cells A menu will appear.

Group on the Home Tab.
4. Move the cursor to Hide and Unhide. A side menu will appear.
5. Click on Hide Columns. Columns J and K are hidden.
6. Highlight Columns I and L. We are going to unhide Columns J and K.

We need to select columns on either side of
the hidden columns.
7. Click on the [Format] button.
8. Move the cursor to Hide and Unhide.
9. Click on Unhide Columns. The columns reappear.
10. Deselect the cells. Click on any cell or [Ctrl + Home].
11. Save and Close My_Widget. [Ctrl + S] & [Ctrl + W].
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Lesson Notes
Excel 2019: Level 1
Rel. 1.0, 4/26/2019
Lesson 5: Viewing, Page

Layout and Printing
Lesson Overview

chapter:
Excel Views
Print Preview
Headers and Footers
Page Setup
Sheet Options
Scale to Fit
Printing
Lesson Notes
Excel Views In Excel, there are three spreadsheet views available which are
designed to make certain tasks easier, like working with large
amounts of data, adding headers and footers, and viewing page
breaks.
Normal View
The Normal view is the default view in which Excel opens a
worksheet. This view is best suited for general work because it
provides easy access to many controls and features.
Page Layout View

This view shows how the document will be printed. In this
view, you can add headers or footers, adjust margins, page
breaks and other page setup options. You can zoom down to see
the worksheet broken into pages and you can hide the margins
in this view by clicking on the very edge of a page.
Page Break Preview

If the worksheet is too big to print on a single page, Excel will
define page breaks for you based upon the margins, paper size
and print scale. Automatic page breaks will be shown as dashed
lines. In Page Break Preview, you can view where the page
breaks are and adjust them as needed by clicking and dragging.

Excel Views, Changing Views

continued Click on the desired view in the Workbook Views
Group on the View Tab.
To return to Normal view, click on the [Normal]

button.
-OR-
You can also change views by clicking on one of the
view buttons located to the left of the Zoom Slider.
Normal View
Page Break Preview
Layout View
Show/Hide Options
In addition to changing views, you can also select whether you
want to view display items such as Gridlines, Headings, the
Ruler and Formula Bar. For example, when you want to see
attributes such as borders more clearly, it is helpful to turn off
the Gridlines. Or you could hide the Headings when you have
hidden columns.
To Show an Item: On the View Tab, in the Show

Group, click on the checkbox of the item you wish to
display. The check-mark will be shown in the box and
item is displayed.
To Hide an Item: click on the checkbox again. The
check-mark will be removed from the box and item is
hidden.

Action 5.1 - Changing Views

1. Open the Weather file.
2. Save the file as MyWeather. [F12].
3. Click on the View Tab. Notice that in the Workbook Views

Group, the [Normal] button is already
selected. This is the default view.
4. Click on the [Page Break Preview] This spreadsheet is too large to fit on one
button. (If you see the Welcome to Page 8-1/2 x 11 sheet of paper. The page break,
Break Preview dialog, click [OK].) shown by a dashed line, is automatic and
not currently at an ideal location.
5. Move the cursor to the page break line, The page break is now a solid line
then click and drag it to the right side of indicating a manual page break. A new
Column E. This is between the data for page break appears at Column L.
Cycle 1 and Cycle 2.
6. Drag the page break from Column L to The worksheet is now broken into four
the right side of Column I. Do the same pages — one for each cycle. This is the
for the page break at Column P. view you want to work in when you are
getting ready to print your document.
7. Click on the [Page Layout] button.
8. Using the Zoom Slider, zoom to 40%.
9. Move the cursor to the space between the

pages until you see two arrows pointing
inward. A screen tip will appear
showing “Hide White Space”.
10. Click once. You should be able to see all four pages
and the white space around the worksheet
is hidden. This can come in handy when
working with large worksheets.
11. Click the space between the pages again. The white space returns.
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Lesson 5: Viewing, Page Layout and Printing, Page 151
Action 5.1 - Changing Views, continued

12. Change the zoom back to 100%. Drag the indicator to the center of the
Zoom Slider.
13. Locate the Workbook View buttons at the Use these buttons to change views when
bottom of your screen next to the Zoom you are not on the View Ribbon.
Slider - [Normal], [Page Layout] and
[Page Break Preview].
14. Click on the [Normal View] button. Notice that your page breaks now appear
in the worksheet as dashed black lines.
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Print Preview It is a good idea to see what the worksheet is going to look like
on the page before printing or before you begin selecting any
page setup options.
In Excel, you can preview a document from the Print screen in a
reduced view to check the general layout. You can use the Zoom
to increase the page size in a specific area and you can also access
Note the Page Setup dialog, set new margins, or access the Print dialog.
Print Preview
[Ctrl + F2] After you have previewed the document and returned to editing
the worksheet, you will see the automatic page breaks appear on
the spreadsheet.
To Print Preview your Document

Click on the File Tab.
In the menu, click on Print. Notice the [Show
Margins] button and [Zoom to Page] button in the
lower right corner, as well as the Page arrows at the
bottom of the screen.
Click the [Back] button to return to editing the
worksheet.

Action 5.2 - Print Preview

1. MyWeather should still be open. If not, open it.
2. Click on the File Tab.
3. Click Print from the list of categories on You can also use the Keyboard Shortcut
the left. [Ctrl + F2].
4. In the Preview pane, click the Page You can also use your [Page Down] and
Arrows at the bottom. [Page Up] keys to move through the pages.
5. View all pages, then use the Page Arrows Notice: There are no headers or page
to return to Page 1. numbers. The months only appear on one
page. The spreadsheet is also not centered
on the page. You will be working on all of
these problems.
You can click on [Page Setup] to make

these changes. However, you will be
making these changes in the next steps
using the Page Layout Ribbon in the Page
Layout View.
6. Click on [Show Margins] in the lower You can see the current margins of your
right corner of the screen. worksheet as dotted lines.
7. Move the cursor to the left margin line. When you adjust the margins on one page,
When you see a double-headed arrow, it will affect all of the pages. Page down
click and drag the margin to the right through the pages to see the change. This
until it reaches the next margin marker is just one way to change margins.
shown at the top of the page.
8. Click on the [Back] button to exit the You are returned to Normal view.
backstage view. You can also use the [Esc] key to exit the
backstage.
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Headers and Headers and Footers are used to add information that you want
printed on every page of the document. A header prints at the
Footers top of each page while a footer prints at the bottom. By default,
Excel sets the header and footer margins for are .3” from the top
and bottom of the page.
Adding a Header
Select the View Tab, and click the [Page Layout]
button. You could also click the [Page Layout] button
in the status bar.
At the top of the document, click on the words “Click
to add header”. This opens a text box in the center of
the document. It also opens the Header and Footer
Tools Design Tab.
There are three sections to a header or footer— left,

center and right.
Click in the center box to align the information in
Note the center section.
If you are not
in Page Layout Click in the left box to align information in the left
view, you can open section.
the Header and Footer
by selecting the Insert Click in the right box to align information in the
Tab. In the Text Group, right section. Type the desired information.
click on the [Header &
Footer] button. -OR-
Click on the [Header] button in the Header and Footer
Group, and select a commonly used information
format from the list.
-OR-

Headers and Click one of the buttons in the Header & Footer
Elements Group to place a code to include the
Footers, requested information onto the worksheet (such as the
continued time, date, page number and/or file name). You will be
able to see the information once you leave the header.
When you are finished, click anywhere in the
worksheet to close the header.
To make changes, just click in the header again.
Adding a Footer
Click on the [Go to Footer] button in the Navigation
Group on the Header and Footer Tools Design Tab.
Just like the header, there are three sections to a
footer— left, center and right.
Click in the center box to align the information in
the center section.
Click in the left box to align information in the left
section.
Click in the right box to align information in the
right section.
Type in the desired information.
-OR-
Click on the [Footer] button in the Header and Footer
Group, and select a commonly used information
format from the list.
-OR-
Click one of the buttons in the Header & Footer
Elements Group to place a code to include the
requested information onto the worksheet (such as the
time, date, page number and/or file name). You will be
able to see the information once you leave the footer.
When you are finished, click anywhere in the
worksheet to close the header.
To make changes, just click in the footer again.

Action 5.3 - Adding Headers and Footers

1. MyWeather should still be open. If not, open it.
2. Go to Page Layout view by clicking the You could also click on the [Page Layout]
[Layout View] button on the status bar. button in the Workbook Views Group on
the View Tab.
3. Make sure you can see the very top of the You should see the words “Click to add
worksheet. If not, press header”.
[Ctrl + Home].
4. Click on “Click to add header”. This opens the header text box and the
Header & Footer Tools Design Tab.
5. Type: Great Lakes Weather Patterns.
6. Using your mouse, highlight the text. You will see a set of formatting tools
appear above the header in the mini
toolbar.
7. Change the Font Size to 14, then make You can also use the formatting tools on
the text Bold. the Home Tab. If you do this, you will
need to click on the Header & Footer Tools
Design Tab to view the Header/Footer
Ribbon again.
8. Click on the [Go to Footer] button in the You will be at the bottom of the first page
Navigation Group on the Design Tab. of your worksheet. The cursor will be in
the center section of the footer.
9. In the Header & Footer Group, click on This will place the text format into the
the [Footer] button and select Page 1 of ? footer and automatically exit the footer.
from the menu. You will see Page 1 of 4.
10. Click in the footer again. Notice you will see the code that is
inserted into the footer. Now we are going
to use some of the Footer Elements.
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Action 5.3 - Adding Headers and Footers

11. Click to the left of the center section.
12. Click on the [Current Date] button in the Notice a code is placed into the text box.
Header & Footer Elements Group.
13. Click to the right of the center section. Notice that you can now see the current
date in the left section of the footer.
14. Click on the [File Name] button. Notice a code is placed into the text box.
15. Click in the worksheet. The Header and Footer Tools disappear.
You can see all three parts of the footer.
16. Go to the top of the worksheet. Press [Ctrl + Home].
17. Press [Ctrl + F2]. This is the shortcut to open Print Preview.
18. Page down through the worksheet. Notice the headers and footers appear on
every page.
19. Close Print Preview. Click on the [Back] button.
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Page Setup On the Page Layout Tab, the most commonly used options for
preparing a document for printing are found in the Page Setup
Group. In this group, you will find the following options:
Margins
This button allows you to choose from three commonly used
margin settings: Normal, Wide and Narrow. You can also set your
own by clicking on Custom Margins or to specify if you want the
printed area to be centered horizontally or vertically.
Orientation
This button allows you to choose between Portrait or Landscape
printing. Portrait is the default setting and prints down the
page (vertically). Landscape prints across the width of the page
(horizontally).
Size
This button allows you to select the appropriate paper size for
the worksheet, including Letter, Legal, Executive, Envelope, and
other preset sizes.
Print Area
This button allows you to print a specific section of the
worksheet. To set a print area, select the cells to be printed first,
then choose Set Print Area from the drop-down menu. This will
become the default until you clear it using the same button.
Breaks
This button allows you to insert or remove page breaks. Use this
button after you have viewed and adjusted the page breaks in
Page Break Preview.
Setting a Page Break:
Select a row or column where the page break is to be
placed.
Click on the [Breaks] button, then select Insert Page
Break from the menu. The page break will be inserted
above and/or to the left of the selected row or column.

Page Setup, Removing a Page Break

continued Select a cell below or to the right of the page break.
Click on the [Breaks] button, then select Remove Page
Break from the menu.
Background
This button is used to select a background picture for the
worksheet.
Print Titles
Note
Print Titles can This button allows you to specify column and row headings that
only be done from will be repeated on successive pages.
the Page Layout Tab or
the Page Setup dialog Setting Print Titles
while in Normal, Page Click on the [Print Titles] button. The Page Setup dialog
Layout or Page Break
Preview. They cannot be will open.
set from the dialogs that In the Rows to repeat at top field, type any row address
are in the Print Preview
of Excel. (i.e. $1:$1) to be repeated.
In the Columns to repeat at left field, type any column
address (i.e. $A:$B) to be repeated.
You can also click on the [Collapse Dialog] button
to enter cell addresses. This will take you to the
worksheet where you can highlight the rows or
columns desired. Once selected, click on the button
again to return to Page Setup dialog.
Click [OK].

Action 5.4 - Setting Margins and Print Titles

1. MyWeather should be open in Page If not, open it.
Layout view.
2. Click on the Page Layout Tab. To get the document ready for printing.
3. Click on the [Margins] button in the Page A menu will appear with several options.
Setup Group. The first option, Last Custom Setting, shows
the margins you set in Print Preview.
4. Select Normal from the list. This is the default setting. You can also set
your own margins, by clicking on Custom
Margins.
5. Click the [Margins] button again. This The Page Setup dialog is open to the
time, select Custom Margins. Margins Tab.
6. Under Center on page, click checkbox for This will center each worksheet on the
Horizontally. Click [OK]. page from left to right.
7. Click the [Print Titles] button. This opens the Page Setup dialog to the
Sheet Tab. We want the Months to appear
on each page.
8. In the Columns to repeat at left field, Type: Notice that we are using absolute cell
$A:$A. addresses - if you leave off the $ signs,
Excel will automatically place them for
you. Also notice that by typing in $A:$A,
we are telling Excel that the selection
begins at column A and ends at column A.
9. Click [OK]. You are returned to the worksheet.
10. Go to Print Preview, then page down [Ctrl + F2]. Each page now includes the
through the document. months.
11. Leave Print Preview The [Back] button.
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Action 5.5 - Changing Margins, Orientation, and Paper Size

1. MyWeather should still be open in Page If not, open it and go to the Page Layout
Layout view. view.
2. Click the [Page Break Preview] button

next to the Zoom Slider. (Click [OK] in
the dialog if it appears.)
3. Click the [Breaks] button in the Page

Setup Group on the Page Layout Tab,
then select Reset All Page Breaks.
4. Click the [Margins] button and select The page is now set to use narrow margins
Narrow. when being printed.
5. Click the [Orientation] button and select This turns the paper on its side, allowing
Landscape. for a greater portion of the spreadsheet to
fit on a single page.
6. Click on the [Size] button and select We are now down to one page.
12x18.
7. Go to Print Preview. [Ctrl + P]. Notice that the headers and

footers are still there.
8. Press the [Esc] key to leave Print You should return to Page Break Preview.
Preview.
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Action 5.6 - Changing Page Breaks and Selecting a Print Area

1. MyWeather should be open in Page If not, open it and go to the Page Layout
Layout view. view.
2. Select Row 15. Click on the row number.
3. Click on the [Breaks] button in the Page The page break will be inserted above the
Setup Group on the Page Layout Tab, selected row.
then select Insert Page Break.
4. Insert a page break at row 27. There are now 3 pages (one per year).
5. Click the [Print Titles] button. The Page Setup dialog opens.
6. In the Rows to repeat at top field, The $1:$2 tells Excel to start at Row 1
Type: $1:$2, and click [OK]. and end at Row 2. This sets the column
headers to appear at the top for each page.
7. Print Preview all three pages. Once Press [Ctrl + P] to go to Print Preview.
finished, close Print Preview. Press [Esc] to leave Print Preview.
8. Select Row 15.
9. Click the [Breaks] button, and select To remove the page break.
Remove Page Break.
10. Remove the page break at row 27. The document fits one page again.
11. Select cells: A1:E30. We are going to set You must always select the cells for a print
a print area to print just one cycle. area first.
12. Click the [Print Area] button, then select Notice the rest of the worksheet is grayed
Set Print Area. out.
13. Go to Print Preview to view only the Press [Ctrl + P] to go to Print Preview.
print area is shown. Once finished, close Press [Esc] to leave Print Preview.
Print Preview.
14. Click the [Print Area] button, then select The Print Area is cleared so the entire
Clear Print Area. document will print again.
15. Save the file [Ctrl + S].
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Action 5.7 - Adding a Background

1. MyWeather should be open in Page If not, open it and go to the Page Layout
Layout view. view.
2. Click on the [Background] button. To see a background, you need to be in

Normal or Page Layout views.
3. Click [Browse]. The Sheet Background dialog opens.
4. Click the Sample Pictures folder to select Adding a background can be a nice touch.
a background and click [Insert]. However, be careful when selecting a
background that it does not distract from
the worksheet data.
5. Click the [Delete Background] button. This removes the background.
6. Try other backgrounds as desired. There are many backgrounds available to

download at
office.microsoft.com/en-us/images/
7. When finished, save the file. [Ctrl + S].
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Sheet Options Printing/Viewing Gridlines and Headings

On the Page Layout Tab, in the Sheet Options Group, you can
choose to print and view the Gridlines and the Column and Row
Headings.
To select an option: Click on the checkbox next to the
option.
To remove an option: Click on it again to uncheck the
box.
Changing the Page Order

If you have a worksheet that will print on multiple pages, you
can control the order of those pages by selecting the Page Order.
Click the dialog launcher on the Sheet Options Group
on the Page Layout Tab. The Page Setup dialog opens
on the Sheet Tab.
Under Page order, select one of the following:
Down, then Over - to print from top to bottom, then

right.
Over, then down - to print from left to right, then
down.
Click [OK].

Scale to Fit Scaling to Fit

The options on the Scale to Fit Group allow you to shrink or
scale the printed output to fit on a specified number of pages.
For example, you could use these features to get a worksheet that
is on two pages to fit onto one.
Click in the worksheet to be scaled to fit.

Choose one of the following:
Width - adjusts the width of the worksheet to fit on
the number of pages specified using the drop-down
menu.
Height – adjusts the height of the worksheet to fit on
the number of pages specified using the drop-down
menu.
Scale – increases or decreases the scale of the
output directly by using the up and down arrows
to change the scale incrementally or by double-
clicking on the actual scale value and typing in a
new value.

Action 5.8 - Printing Gridlines and Scaling to Fit

1. MyWeather should be open. If not, open it.
2. Click the checkbox for Print under

Gridlines in the Sheet Options Group
on the Page Layout Tab.
3. Go to Print Preview to observe the [Ctrl + P].

gridlines now appear for print.
4. Return to the worksheet. [Esc].
5. Click the [Size] button drop-down in the The file is set to be printed on 8½x11
Page Setup Group on the Layout Tab, paper.
then select 8½ x 11.
6. Using the Zoom Slider, zoom down to Notice the Status Bar shows that now there
65%. are 2 pages.
7. Click the [Width] drop-down in the Notice the Scale changed to 57% and the
Scale to Fit Group and choose 1 Page. worksheet now fits on one page.
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Printing Once the page setup is complete, you are ready to print the
worksheet.
Printing a Worksheet
Select the File Tab, select Print.
Adjust the following print options as needed:
Copies - The default setting is one copy. To print
more than one copy, use the up and down arrows
to increase or decrease as needed.
Printer - The default printer should be set to print
the document. Click the down arrow to select
another printer.
Print Range - The default setting is Active Sheets.
Use the drop-down menu, to select the entire
workbook or specific selections of a worksheet.
Page Range: This could be All or selected Pages of
the active sheet or workbook. Leave this blank to
print the default setting All.
Print on Both sides: The default setting for duplex
printing is to print only on one side of the paper. If
your printer allows duplex printing, there will be
other options when you click the down arrow.
Collated: This setting is to select whether or not
you would like multiple copies to be collated. The
default is collated.
Orientation: The default is portrait.
Scaling: This setting is to fit the printout on a set
number of pages.
Click the [Print] button.

Excel 2019: Level 1
Rel. 1.0, 4/26/2019
Lesson 6: Proofing and

Editing
Lesson Overview

chapter:
Checking Spelling
AutoCorrect and AutoComplete
Find
Replace
Smart Lookup
Lesson Notes
Checking Spell check compares the text in worksheets, macro sheets,

graphic objects, and the formula bar against the words in Excel’s
Spelling dictionary. If a word is not in Excel’s dictionary, a dialog will
appear to help you correct the word.
Using Spell Check

Select what you want to spell check.
For the entire worksheet, click in cell A1.
Note For a selection of cells, highlight the range.
Keyboard Shortcut
for Spell Check is Click on the Review Tab. In the Proofing Group, click
[F7]. on the [Spelling] button. The Spelling dialog is opens.
If Excel finds an unknown word:

Select one of the suggestions in the Suggestions field
or type the correction in the Not in Dictionary field.
Click on [Change] to change only the current
occurrence, or [Change All] to change all
occurrences of the word.
If the word is correct:
Click on [Ignore Once] to ignore only the current
occurrence of the word, or [Ignore All] to ignore all
Note occurrences of the word.
Cells containing
formulas will not be You can add words to the dictionary by clicking on
checked for spelling [Add to Dictionary].
errors
The [AutoCorrect] option adds the misspelled word
and the corrected word to the AutoCorrect list.
When finished, a message box is displayed. Click
[OK] or press [Enter].

Action 6.1 – Spell Checking

1. Start a new workbook. Click the [New] button in the QAT or press
[Ctrl + N].
2. Type the following misspelled words

into the first row of the spreadsheet:
Exel
Ofice
Spredsheet
Ballmart.
3. Click cell A1. We want to start our spell check at the

beginning of the worksheet.
4. Click on the [Spelling] button in the [F7]. The Spelling dialog opens.
Proofing Group on the Review Tab.
5. In the Suggestions field, select the most Excel will change the misspelled word, and
suitable spelling and click [Change]. move to the next misspelled word.
6. Follow the same procedure to correct the When Excel is finished a dialog will appear
next two misspellings. saying that Spell Check is complete.
7. When the last misspelling is listed, click Ballmart is a name that is used often and
the [Add] button. correct but not in the basic dictionary.
Clicking the [Add] button adds the name
to the dictionary so in the future it will not
be flagged and an error.
8. Click [OK].
9. Close the spreadsheet without saving. [Ctrl + W] and then [N].
Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Lesson 6: Proofing and Editing, Page 172
AutoCorrect and In the Office suite of programs you are able to insert text
automatically as you type using AutoCorrect. The text to be
AutoComplete entered can be a simple word or phrase to a large block of text
using the just an acronym of your own design. This is also
a good tool to use for those words we know but commonly
misspell.
Adding Entries to AutoCorrect
You can start with a selected word, phrase, or block of text or

create entries from scratch.
Click the File Tab.

Select Options from the left side of the Backstage.
Click the Proofing category in the Options dialog.
Click the [AutoCorrect Options] button to open the,
AutoCorrect: dialog.
If necessary, click the AutoCorrect tab.

AutoCorrect and Click into the Replace: field and enter an acronym that
will be used to insert the text in the With: field.
AutoComplete,
continued Click into the With: field and enter the text that will
replace the acronym entered in the Replace: field.
Click the [Add] button to add your entry to the list.
Click the [OK] button to close the AutoCorrect dialog
and then click the [OK] button again the close the
Options dialog.
The AutoCorrect list is a global feature across the Office programs

that support this feature. When you add or delete a word from
the list in one program, the other Office programs are also reflect
those changes.

Action 6.2 – Add-in an Entry to the AutoCorrect

1. Click the File Tab and choose Options The Options dialog opens.
from the BackStage view.
2. Choose the Proofing category from the The Proofing options are displayed in the
left of the Options dialog. Options dialog.
3. Click the [AutoCorrect Options...] The AutoCorrect: dialog opens.

button.
4. Click into the Replace: field and type, This is the acronym to be used in place of
TCW. the full company name.
5. Click into the With: field and type, This is the full company name.
The Computer Workshop, Inc..
6. Click the [Add] button. The AutoCorrect is added to the list, this
entry can now be used in the other Office
programs.
7. Click into the Replace: field and type, This is a common typo that will be
yopu. corrected automatically.
8. Click into the With: field and type, This is the correction of the typo.
you.
9. Click the [Add] button. The AutoCorrect is added to the list, this
entry can now be used in the other Office
programs.
10. Click the [OK] button to close the

AutoCorrect dialog.
11. Click the [OK] button again the close the

Options dialog.
12. Click into cell A2 and type, The full name of the company is inserted.
TCW and tap the [Enter] key.
13. Click into cell A3 and type, The misspelled word is corrected.
yopu and tap the [Enter] key.
Excel 2019: Level 1, Rel. [Enter], 4/26/2019

Find The Find feature will help you locate a particular word or
number in a worksheet or selected range of a worksheet. This is
extremely helpful when looking for information in a very large
worksheet.
Using Find
Note Click the [Find & Select] button in the Editing Group
Keyboard Shortcut on the Home Tab. From the menu, select Find. The
for Find is [Ctrl + F]. Find and Replace dialog opens with the Find Tab active.
In the Find what field, type in the text or number you

are looking for.
Click [Options] to select other options needed to help
narrow your search (see the next page).
Click [Find Next] or press [Enter] to search for the next
occurrence. Continue until all occurrences have been
found. To go to a previous occurrence, hold the [Shift]
key and click [Find Next].
- OR -
Click [Find All] and Excel will provide a list of cell
references that contain the text or number that you are
looking for.
Page 176 Excel 2019: Level 1, Rel. [Enter], 4/26/2019

Find, Using Find Options

continued When you click the [Options] button, the Find and Replace dialog
will expand to allow you to select more options.
Format – allows you to search by a specific formatting

feature.
Within – allows you to search by worksheet or by
workbook.
Search – On a large worksheet you can speed up the
search by designating a row or column to search by
selecting By Rows or By Columns from the drop down
list. This option is very helpful if you need to find cells
in a particular order.
Look In – Select the appropriate option from the drop
down to either look in a formula of a cell as it is
displayed in the formula bar, the value of a cell, or
comments attached to a cell.
Match case – This causes Excel to look for exact matches
to the case typed in the Find what field.
Match entire cell contents – Excel will only find cells
that exactly match what is in the Find what field. For
example: If you only type in “To”, it would not find
“Tom”, “Today”, etc...
Excel 2019: Level 1, Rel. [Enter], 4/26/2019 Page 177

Action 6.3 – Using Find

1. The MyEmployeeRecord file should still
be open, if not reopen it.
2. Click in cell A1. To start searching from the beginning of

the worksheet.
3. Click the [Find & Select] button in the The Find and Replace dialog opens.
Editing Group on the Home Tab and [Ctrl + F].
select Find.
4. In the Find what field, We are going to look for all the employees
Type: CA. living in California.
5. Click on [Find Next]. Notice cell G4 is selected for Margaret

Applegate of Redlands, CA.
6. Continue clicking [Find Next] until Notice that there were two stops on
you have located all of the California first names: Carolyn and Monica. This
employees. Stop when the search returns is because they both have a CA in their
to Margaret Applegate again. names.
7. In the dialog box, click on the [Options] We are going to narrow our search to just
button. find the state CA.
8. Click the box for Match case. This will match the case in the Find what
field. In this case CA.
9. Click on [Find All]. A list of all California occurrences appear

at the bottom of the dialog box with its cell
location. Use the scroll bar to scroll down
through the list. Notice, this time Monica
and Carolyn are not found.
10. In the list, click on $G$39. Notice cell G39 is made active in the
worksheet. You can use the list to take you
to any cell in the list.
11. Click [Close]. The Find and Replace dialog closes.
12. Close the file without saving. [Ctrl + W] and [N].

Replace The Replace command is used to find and then replace text or
numbers. This is a quick way to correct or update data.
Replacing Information
Click on the [Find & Select] button in the Editing
Group on the Home Tab. From the menu, select
Replace. The Find and Replace dialog opens with the
Note Replace Tab active.
The Keyboard
Shortcut for Replace
is [Ctrl + H].
In the Find what field, type in the text you want to find
and replace.
In the Replace with field, type in the new text.
Click on [Options] and adjust as needed. These are
the same options as in Find.
To replace all occurrences of the text found in the
worksheet at one time:
Click on [Replace All].
To find and replace each occurrence one at a time:
Click on [Find Next]. Excel will find the first
occurrence.
Click on [Replace] to replace the text.
Click on [Find Next] to move on without replacing
the text. This is a good way to ensure that you are
replacing what you want to replace. Continue until
the entire worksheet has been searched.
To get a list of found occurrences to replace them right
in the list:
Click on [Find All].
Click [Close] to close the dialog.

Action 6.4 - Using Replace

1. Open the file Warehouse.
2. Save the file as MyWarehouse. [F12].
3. Click cell A1. We are going to be replacing the current

product names with more descriptive
names.
4. Click the [Find & Select] button in the The Find and Replace dialog opens.
Editing Group on the Home Tab, then [Ctrl + H].
select Replace.
5. In the Find what field, type in: The text to find.

Product 6.
6. In the Replace field, type in: The replacement text.

Oven Mitt.
7. Click [Replace All]. Excel has found 3 replacements. Use this

Click [OK] in the message box that option when you are positive that your
appears. Keep the Find and Replace search is specific enough that Excel will
dialog box open. only find the text you want to replace.
8. In the Find what field, Type: To find and replace Product 3 with Potato
Product 3 Peeler.
9. In the Replace with field, Type:

Potato Peeler
10. Click [Find Next]. When the first We are going to make our replacements
occurrence is found, click [Replace]. one at a time. Use this method if you want
Continue replacing until all occurrences to be sure you are replacing the correct
are found. data.
11. Click [Close]. To close the dialog.
12. Save and close your file. [Ctrl + S] & [Ctrl + W]

Smart Lookup Using the Smart Lookup

This tool opens the Insights Pane on the right side of the screen.
The Insights Pane is powered by Bing and offers more than just
simple definitions. When you highlight or select words, phrase,
or cells, right-clicking the selection and choose Smart Lookup, the
Insights Pane opens with definitions, Wiki articles, and top related
searches from the web.
Explore: shows the

results of the web search,
including Wiki sites.
Define: shows
definitions.
Smart Lookup can also be accessed by clicking the [Smart

Lookup] button in the Insights Group on the Review Tab.

Action 6.5 - Using the Smart Lookup Tool

1. Open the file Employee Records.
2. Select cell C2. This cell contains a phrase that we want to

learn more about.
3. Click the [Smart Lookup] button in the The Insights Pane opens on the right side of
Insights Group on the Review Tab. the screen.
4. Scroll through the list of web search The default browser opens to the page
results and click any one. corresponding to the search result you
chose.
5. Close the browser window. Excel should be the active window on

screen, if not click the Excel icon in the
taskbar.
6. In the Insights Pane, click the [Define] The Insights Pane now displays the phrase’s
button. definition.
7. In the Insights Pane, click the [Explore] The Insights Pane again displays the web
button. search results.
8. Close the Insights Pane.

TCW Book
Codes
Microsoft Office excel
Excel Level 1 L-1
Associate Exam MO-200
Excel Level 2 L-2
Excel Level 3 L-3 Import data into workbooks
Excel Formulas FM Import data from .txt file DA
Excel Data Analysis DA Import data from .csv files DA
Excel Charts CH
Excel PivotTables PT
Navigate within workbooks
Excel Data Analysis with
PowerPivot PPT Search for data within a workbook L-1
Navigate to named cells, ranges, or workbook
L-2
elements
Insert and remove hyperlinks L-3
Format worksheets and workbooks

Modify page setup L-1
Adjust row height and column width L-1
Customize headers and footers L-1
Customize options and views

Customize the Quick Access toolbar L-1
Display and modify workbook content in
L-2
different views
Freeze worksheet rows and columns L-2
Change window views L-2
Modify basic workbook properties L-2
Display formulas L-1
Configure content for collaboration

Set a print area L-1
Save workbooks in alternative file formats L-1
Configure print settings L-1
Inspect workbooks for issues L-1
TCW Book Manipulate data in worksheets
Codes Paste data by using special paste options L-1
Fill cells by using Auto Fill L-1
Excel Level 1 L-1
Excel Level 2 L-2 Insert and delete multiple columns or rows L-1
Excel Level 3 L-3 Insert and delete cells L-1
Excel Formulas FM
Excel Data Analysis DA Format cells and ranges
Excel Charts CH
Merge and unmerge cells L-1
Excel Data Analysis with Modify cell alignment, orientation, and
L-1
PowerPivot PPT indentation
Format cells by using Format Painter L-1
Wrap text within cells L-1
Apply number formats L-1
Apply cell formats from the Format Cells dialog
L-1
box
Apply cell styles L-1
Clear cell formatting L-1
Define and reference named ranges

Define a named range L-2 / FM
Name a table DA
Summarize data visually

Insert Sparklines L-2
Apply built-in conditional formatting L-2
Remove conditional formatting L-2
Create and format tables

Create Excel tables from cell ranges L-2
Apply table styles L-2
Convert tables to cell ranges L-2
Modify tables
Add or remove table rows and columns L-2
Configure table style options L-2
Insert and configure total rows L-2
TCW Book Filter and sort table data
Codes Filter records L-2
Sort data by multiple columns L-2
Excel Level 1 L-1
Excel Level 2 L-2
Excel Level 3 L-3 Insert references
Excel Formulas FM Insert relative, absolute, and mixed references L-1
Excel Data Analysis DA Reference named ranges and named tables in
Excel Charts CH L-2
formulas
PowerPivot PPT
Calculate and transform datas
Perform calculations by using the AVERAGE(),
L-1
MAX(), MIN(), and SUM() functions
Count cells by using the COUNT(), COUNTA(),
DA
and COUNTBLANK() functions
Perform conditional operations by using the
FM
IF() function
Format and modify text

Format text by using RIGHT(), LEFT(), and
DA
MID() functions
Format text by using UPPER(), LOWER(), and
DA
LEN() functions
Format text by using the CONCAT() and
DA
TEXTJOIN() functions
Create charts
Create charts L-2 / CH
Create chart sheets L-2 / CH
Modify charts
Add data series to charts L-2 / CH
Switch between rows and columns in source
L-2 / CH
data
Add and modify chart elements L-2 / CH
TCW Book
Codes
Microsoft Office excel
Excel Level 1 L-1
Expert Exam MO-201
Excel Level 2 L-2
Excel Level 3 L-3 Manage workbooks
Excel Formulas FM Copy macros between workbooks L-3
Excel Data Analysis DA Reference data in other workbooks L-3
Excel Charts CH Enable macros in a workbook L-3
Excel PivotTables PT Manage workbook versions L-2
PowerPivot PPT
Prepare workbooks for collaboration
Restrict editing L-2
Protect worksheets and cell ranges L-2
Protect workbook structure L-2
Configure formula calculation options FM
Manage comments L-2
Use and configure language options

Configure editing and display languages L-1
Use language-specific features L-1
Fill cells based on existing data

Fill cells by using Flash Fill L-1
Fill cells by using advanced Fill Series
L-2
options
Format and validate data

Create custom number formats L-1
Configure data validation L-3 / FM
Group and ungroup data L-3
Calculate data by inserting subtotals and
L-3
totals
Remove duplicate records DA
TCW Book Apply advanced conditional formatting and filtering
Codes Create custom conditional formatting rules L-2
Create conditional formatting rules that use
Excel Level 1 L-1 L-2
formulas
Excel Level 2 L-2
Excel Level 3 L-3 Manage conditional formatting rules L-2
Excel Formulas FM
Excel Data Analysis DA Perform logical operations in formulas
Excel Charts CH Perform logical operations by using
Excel PivotTables PT nested functions including the IF(), IFS(), FM
Excel Data Analysis with SWITCH(),
PowerPivot PPT
SUMIF(), AVERAGEIF(), COUNTIF(),
SUMIFS(), AVERAGEIFS(), COUNTIFS(), FM
MAXIFS(),
MINIFS(), AND(), OR(), and NOT()
FM
functions
Look up data by using functions

Look up data by using the VLOOKUP(),
HLOOKUP(), MATCH(), and INDEX() FM
functions
Use advanced date and time functions

Reference date and time by using the
FM
NOW() and TODAY() functions
Calculate dates by using the WEEKDAY()
FM
and WORKDAY() functions
Perform data analysis

Summarize data from multiple ranges by
L-3
using the Consolidate feature
Perform what-if analysis by using Goal Seek
L-3
and Scenario Manager
Forecast data by using the AND(), IF(), and
FM
NPER() functions
Calculate financial data by using the PMT()
FM
function
TCW Book Troubleshoot formulas
Codes Trace precedence and dependence FM
Monitor cells and formulas by using the
Excel Level 1 L-1 FM
Watch Window
Excel Level 2 L-2
Excel Level 3 L-3 Validate formulas by using error checking
FM
Excel Formulas FM rules
Excel Data Analysis DA Evaluate formulas FM
Excel Charts CH
Excel PivotTables PT Create and modify simple macros
Record simple macros L-3
PowerPivot PPT
Name simple macros L-3
Edit simple macros L-3
Create and modify advanced charts

Create and modify dual axis charts CH
Create and modify charts including Box &
Whisker, Combo, Funnel, Histogram, Map, CH
Sunburst, and Waterfall charts
Create and modify PivotTables

Create PivotTables PT
Modify field selections and options PT
Create slicers PT
Group PivotTable data PT
Add calculated fields PT
Format data PT
Create and modify PivotCharts

Create PivotCharts PT
Manipulate options in existing PivotCharts PT
Apply styles to PivotCharts PT
Drill down into PivotChart details PPT

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Contents Contents..........................................................................................

Lesson 1: Getting Started

Page ii Excel 2019 Level 1, Rel 1, 4/26/2019

Lesson 2: Creating a Workbook

Lesson 3: Introduction to Formulas

Lesson 4: Formatting a Worksheet

Excel 2019 Level 1, Rel 1, 4/26/2019 Page iii

Lesson 5: Viewing, Page Layout and Printing

Page iv Excel 2019 Level 1, Rel 1, 4/26/2019

Excel 2019 Level 1, Rel 1, 4/26/2019 Page v

To Download Data Files

Once on The Computer Workshop website, locate and click the

You can choose to open or save the zipped folders content to

While on the Student Resources page, you can also access

Page vi Excel 2019 Level 1, Rel 1, 4/26/2019

The hands-on exercises (Actions) are written in a two-column

 Key names and Functions are bold and enclosed in

Excel 2019 Level 1, Rel 1, 4/26/2019 Page vii

You will cover the following concepts in this

In general, Excel is a very powerful and flexible tool for

Excel provides a wealth of financial, mathematical, and statistical

Excel is comprehensive enough to meet the needs of beginners

If you are new to Excel, the extensive array of features and

Excel’s versatilely even extends to begin able to modify what

Excel 2019: Level 1, Rel. 1.0, 4/26/2019 Page 3

Using the Shortcut on the Desktop

 Double click it to launch Excel.

Using the Taskbar

 Click it once to launch Excel.

Using the Start Menu

Using the Search

Page 4 Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Instructions: Results/ Comments:

Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Page 6 Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Quick Access Toolbar Formula Bar User Account

Excel 2019: Level 1, Rel. 1.0, 4/26/2019 Page 7

Excel Elements, Worksheet Elements

Page 8 Excel 2019: Level 1, Rel. 1.0, 4/26/2019

The Ribbon The Ribbon Tabs

 Home Tab — contains the most frequently used

 Insert Tab — contains buttons used for inserting a

Excel 2019: Level 1, Rel. 1.0, 4/26/2019 Page 9

 Formulas Tab — contains the tools needed to create

 Data Tab — contains buttons to allow you to import

 Review Tab — contains the tools you need to proof

 View Tab — contains the tools that allow you to control

Page 10 Excel 2019: Level 1, Rel. 1.0, 4/26/2019

The Ribbon,  Help — offers assistance options from Microsoft.

 Power Pivot — contains tools associated with

Tell me what you want to do

Excel 2019: Level 1, Rel. 1.0, 4/26/2019 Page 11

Using a Mini Toolbar and Shortcut Menu

Page 12 Excel 2019: Level 1, Rel. 1.0, 4/26/2019

Instructions: Results/ Comments:

3. Click on the Home Tab.

5. Rest your mouse pointer over several

6. Click on cell A3. To make it active. A thick black border

Key names and Functions are bold and enclosed in

Double click it to launch Excel.

Click it once to launch Excel.

Home Tab — contains the most frequently used

Insert Tab — contains buttons used for inserting a

Formulas Tab — contains the tools needed to create

Data Tab — contains buttons to allow you to import

Review Tab — contains the tools you need to proof

View Tab — contains the tools that allow you to control

The Ribbon, Help — offers assistance options from Microsoft.

Power Pivot — contains tools associated with

Click the [New Tab] button below the right field to

Select the first cell or cells of your desired range.