MS Excel Notes

EXCEL NOTES
FACULTY OF
COURSE: COMPUTER LITERACY
NATURAL MODULE CODE: CLT11M1/15M1
SCIENCES
DEPARTMENT OF MATHEMATICAL SCIENCES AND

COMPUTING
RESPONSIBLE LECTURERS: Ms. N. Mlindazwe
Ms. N.G. Fumba
Ms. N. G. Benxa
Ms. N. Mtengwane
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Table of Contents
Introduction ............................................................................................................................................ 6
Getting to know Excel .......................................................................................................................... 6
The Excel interface ........................................................................................................................... 6
Working with the Excel environment ............................................................................................... 12
The Ribbon ........................................................................................................................................ 8
To change the Ribbon Display Options ....................................................................................... 13
The Quick Access Toolbar ................................................................................................................. 15
To add commands to the Quick Access Toolbar ........................................................................ 15
How to use Tell me ............................................................................................................................ 16
Worksheet views ................................................................................................................................. 17
Backstage view ................................................................................................................................... 20
To access Backstage view ............................................................................................................. 20
Creating and Opening Workbooks ................................................................................................... 22
Introduction ..................................................................................................................................... 24
About OneDrive............................................................................................................................... 24
To create a new blank workbook ................................................................................................. 24
To open an existing workbook ..................................................................................................... 25
Using templates .................................................................................................................................. 27
To create a new workbook from a template .............................................................................. 28
Compatibility Mode ............................................................................................................................. 30
To convert a workbook:..................................................................................................................... 30
Saving Workbooks .............................................................................................................................. 32
Introduction ..................................................................................................................................... 32
Save and Save As ........................................................................................................................... 32
To save a workbook ........................................................................................................................... 33
Exporting workbooks.......................................................................................................................... 35
To export a workbook as a PDF file: ........................................................................................... 35
Cell Basics ............................................................................................................................................ 37
Introduction ..................................................................................................................................... 37
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Understanding cells ........................................................................................................................ 37
To select a cell ................................................................................................................................ 40
To select a cell range ..................................................................................................................... 41
Cell content .......................................................................................................................................... 41
To insert content ............................................................................................................................ 43
To delete (or clear) cell content ................................................................................................... 44
To delete cells ................................................................................................................................. 46
To copy and paste cell content..................................................................................................... 47
To cut and paste cell content ....................................................................................................... 50
To use the fill handle ..................................................................................................................... 54
Modifying Columns, Rows, and Cells ............................................................................................... 57
Introduction ..................................................................................................................................... 57
To modify column width ................................................................................................................ 57
To AutoFit column width ............................................................................................................... 58
To modify row height ..................................................................................................................... 60
To modify all rows or columns...................................................................................................... 61
Inserting, deleting, moving, and hiding .......................................................................................... 63
To insert rows ................................................................................................................................. 63
To insert columns ........................................................................................................................... 64
To delete a row or column ............................................................................................................ 66
To move a row or column ............................................................................................................. 68
To hide and unhide a row or column .......................................................................................... 71
To wrap text in cells ........................................................................................................................... 73
To merge cells using the Merge & Center command .................................................................... 75
To access more merge options..................................................................................................... 76
Formatting Cells .................................................................................................................................. 77
Introduction ..................................................................................................................................... 77
To change the font size ................................................................................................................. 77
To change the font ......................................................................................................................... 78
To change the font color ............................................................................................................... 79

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To use the Bold, Italic, and Underline commands..................................................................... 80
Cell borders and fill colors ................................................................................................................. 81
To add a fill color ............................................................................................................................ 81
To add a border .............................................................................................................................. 82
Text alignment .................................................................................................................................... 84
To change horizontal text alignment ........................................................................................... 84
Understanding Number Formats ...................................................................................................... 85
What are number formats? ........................................................................................................... 85
Why use number formats? ............................................................................................................ 85
Applying number formats .............................................................................................................. 86
Using number formats correctly ................................................................................................... 88
Percentage formats ........................................................................................................................ 88
Date formats.................................................................................................................................... 90
Number formatting tips ................................................................................................................. 93
Increase and Decrease Decimal ................................................................................................... 95
Working with Multiple Worksheets................................................................................................... 95
Introduction ..................................................................................................................................... 95
To insert a new worksheet ............................................................................................................ 96
To rename a worksheet ................................................................................................................. 96
To move a worksheet .................................................................................................................... 97
To delete a worksheet ................................................................................................................... 98
Switching between worksheets .................................................................................................... 99
Page Layout and Printing ................................................................................................................ 100
To access the Print pane ............................................................................................................. 100
Show Margins / Zoom to Page ................................................................................................... 102
To print a workbook ..................................................................................................................... 102
Choosing a print area ................................................................................................................... 103
To print active sheets................................................................................................................... 104
To print the entire workbook ...................................................................................................... 104
To print a selection....................................................................................................................... 105

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Adjusting content.............................................................................................................................. 108
To change page orientation ........................................................................................................ 108
To fit content before printing...................................................................................................... 109
To include Print Titles .................................................................................................................. 111
Introduction to Formulas ................................................................................................................. 113
Introduction ................................................................................................................................... 113
Mathematical operators ............................................................................................................... 114
Understanding cell references ........................................................................................................ 114
To create a formula ...................................................................................................................... 116
Modifying values with cell references ........................................................................................ 119
To create a formula using the point-and-click method ........................................................... 119
Copying formulas with the fill handle ........................................................................................ 122
To edit a formula .......................................................................................................................... 123
Relative and Absolute Cell References .......................................................................................... 126
Introduction ................................................................................................................................... 126
Relative references ........................................................................................................................... 126
To create and copy a formula using relative references ........................................................ 126
Absolute references .......................................................................................................................... 129
To create and copy a formula using absolute references ...................................................... 130
Functions ............................................................................................................................................ 133
Introduction ................................................................................................................................... 133
The parts of a function ................................................................................................................ 133
Working with arguments ............................................................................................................. 133
Creating a function ....................................................................................................................... 134
To create a function using the AutoSum command ............................................................ 135
To enter a function manually .................................................................................................. 137
Working with Data ............................................................................................................................ 141
Introduction ................................................................................................................................... 141
Freezing rows and columns......................................................................................................... 141
Sorting data ................................................................................................................................... 141

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Freezing Panes and View Options .................................................................................................. 142
Introduction ................................................................................................................................... 142
To freeze rows .............................................................................................................................. 142
To freeze columns ........................................................................................................................ 144
To unfreeze panes ........................................................................................................................ 145
Charts ................................................................................................................................................. 146
Introduction ................................................................................................................................... 146
To insert a chart ........................................................................................................................... 146
Chart and layout style .................................................................................................................. 148
REFERENCES ........................................................................................................................................ 151

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Introduction
Microsoft Excel is a spreadsheet program that allows you

to perform numeric calculations, organize, and analyze data. While
you may believe Excel is only used by certain people to process
complicated data, anyone can learn how to take advantage of the
program's powerful features. Whether you're keeping a budget,
organizing a training log, or creating an invoice, Excel makes it easy
to work with different types of data. The following are some of the
practical applications of Excel or a spreadsheet program
 Statistical analysis can be made
 Can be used to organise data into lists
 Budgets can be drawn up
 Values can be represented graphically
 Financial reports can be generated
One advantage of a spreadsheet program is that your calculations are

updated automatically, so you change entries without having to
manually recalculate.
Getting to know Excel

The Excel interface
When you open Excel for the first time, the Excel Start Screen will
appear. From here, you'll be able to create a new workbook,
choose a template, and access your recently edited workbooks.
 From the Excel Start Screen, locate and select Blank

workbook to access the Excel interface.
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The parts of Excel Window
Some parts of the Excel window (like the Ribbon and scroll bars) are standard in
most other Microsoft programs. However, there are other features that are more
specific to spreadsheets, such as the formula bar, name box, and worksheet tabs.
Quick Access Toolbar

The Quick Access Toolbar lets you access common commands no matter which
tab is selected. You can customize the commands depending on your preference.
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The Ribbon
The Ribbon contains all of the commands you will need to perform common tasks
in Excel. It has multiple tabs, each with several groups of commands.
Microsoft Account
From here, you can access your Microsoft account information, view your profile,
and switch accounts.
Name Box
The Name box displays the location, or name, of a selected cell.
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Formula Bar
In the formula bar, you can enter or edit data, a formula, or a function that will
appear in a specific cell.
Column
A column is a group of cells that runs from the top of the page to the bottom. In
Excel, columns are identified by letters.
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Cell
Each rectangle in a workbook is called a cell. A cell is the intersection of a row and
a column. Simply click to select a cell.
Row
A row is a group of cells that runs from the left of the page to the right. In Excel,
rows are identified by numbers.
Worksheets
Excel files are called workbooks. Each workbook holds one or
more worksheets. Click the tabs to switch between them, or right-click for
more options.
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Vertical and Horizontal Scroll Bars

The scroll bars allow you to scroll up and down or side to side. To do this, click
and drag the vertical or horizontal scroll bar.
Worksheet View Options

There are three ways to view a worksheet. Simply click a command to select the
desired view.
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Zoom Control
Click and drag the slider to use the zoom control. The number to the right of the
slider reflects the zoom percentage.
Working with the Excel environment
The Ribbon and Quick Access Toolbar are where you will find the
commands to perform common tasks in Excel. The Backstage
view gives you various options for saving, opening a file, printing,
and sharing your document.
The Ribbon
Excel uses a tabbed Ribbon system instead of traditional

menus. The Ribbon contains multiple tabs, each with
several groups of commands. You will use these tabs to perform the
most common tasks in Excel.
 Each tab will have one or more groups.
 Some groups will have an arrow you can click for more
options.
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 Click a tab to see more commands.
 You can adjust how the Ribbon is displayed with the

Ribbon Display Options.
Certain programs, such as Adobe Acrobat Reader, may install

additional tabs to the Ribbon. These tabs are called add-ins.
To change the Ribbon Display Options:
The Ribbon is designed to respond to your current task, but you can
choose to minimize it if you find that it takes up too much screen
space. Click the Ribbon Display Options arrow in the upper-right
corner of the Ribbon to display the drop-down menu.
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There are three modes in the Ribbon Display Options menu:
 Auto-hide Ribbon: Auto-hide displays your workbook in

full-screen mode and completely hides the Ribbon.
To show the Ribbon, click the Expand
Ribbon command at the top of screen.
 Show Tabs: This option hides all command groups when

they're not in use, but tabs will remain visible. To show
the Ribbon, simply click a tab.
 Show Tabs and Commands: This option maximizes the

Ribbon. All of the tabs and commands will be visible. This
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option is selected by default when you open Excel for the

first time.
The Quick Access Toolbar
Located just above the Ribbon, the Quick Access Toolbar lets you
access common commands no matter which tab is selected. By
default, it includes the Save, Undo, and Repeat commands. You
can add other commands depending on your preference.
To add commands to the Quick Access Toolbar:

1. Click the drop-down arrow to the right of the Quick
Access Toolbar.
2. Select the command you want to add from the drop-
down menu. To choose from more commands,
select More Commands.
3. The command will be added to the Quick Access Toolbar.

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How to use Tell me:
The Tell me box works like a search bar to help you quickly find tools
or commands you want to use.
1. Type in your own words what you want to do.
2. The results will give you a few relevant options. To use

one, click it like you would a command on the Ribbon.
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Worksheet views
Excel has a variety of viewing options that change how your

workbook is displayed. These views can be useful for various tasks,
especially if you're planning to print the spreadsheet. To change
worksheet views, locate the commands in the bottom-right corner
of the Excel window and select Normal view, Page Layout view,
or Page Break view.
 Normal view is the default view for all worksheets in

Excel.
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 Page Layout view displays how your worksheets will

appear when printed. You can also add headers and
footers in this view.
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 Page Break view allows you to change the location of

page breaks, which is especially helpful when printing a
lot of data from Excel.
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Backstage view
Backstage view gives you various options for saving, opening a file,
printing, and sharing your workbooks.
To access Backstage view:

1. Click the File tab on the Ribbon. Backstage view will
appear.
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Click the buttons in the interactive below to learn more about using
Backstage view.
Open
From here, you can open recent workbooks, as well as workbooks saved
to your OneDrive or on your computer.
Save and Save As

Use Save and Save As to save your workbook to your computer or to
your OneDrive.
Print
From the Print pane, you can change the print settings and print your
workbook. You can also see a preview of your workbook.
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Share
From here, you can invite people to view and collaborate on your
workbook. You can also share your workbook by emailing it as an attachment.
Export
You can choose to export your workbook in another format, such
as PDF/XPS or Excel 1997-2003.
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Publish
Here, you can publish your workbook to Power BI, Microsoft's cloud-sharing
service for Excel workbooks.
Close
Click here to close the current workbook.
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Creating and Opening Workbooks

Introduction
Excel files are called workbooks. Whenever you start a new project
in Excel, you'll need to create a new workbook. There are several
ways to start working with a workbook in Excel. You can choose
to create a new workbook—either with a blank workbook or a
predesigned template—or open an existing workbook.
About OneDrive
Whenever you're opening or saving a workbook, you'll have the
option of using your OneDrive, which is the online file storage
service included with your Microsoft account. To enable this option,
you'll need to sign in to Office.
To create a new blank workbook:

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1. Select the File tab. Backstage view will appear.
2. Select New, then click Blank workbook.
3. A new blank workbook will appear.
To open an existing workbook:

In addition to creating new workbooks, you'll often need to open a
workbook that was previously saved. Navigate to Backstage view,
then click Open.
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1. Select Computer, then click Browse. Alternatively, you

can choose OneDrive to open files stored on
your OneDrive.
2. The Open dialog box will appear. Locate and select

your workbook, then click Open.
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If you've opened the desired workbook recently, you can browse

your Recent Workbooks rather than search for the file.
Using templates
A template is a predesigned spreadsheet you can use to create a

new workbook quickly. Templates often
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include custom formatting and predefined formulas, so they can

save you a lot of time and effort when starting a new project.
To create a new workbook from a template:

1. Click the File tab to access Backstage view.
2. Select New. Several templates will appear below

the Blank workbook option.
3. Select a template to review it.
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4. A preview of the template will appear, along

with additional information on how the template can
be used.
5. Click Create to use the selected template.
6. A new workbook will appear with the selected template.
You can also browse templates by category or use the search

bar to find something more specific.
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It's important to note that not all templates are created by Microsoft.
Many are created by third-party providers and even individual users,
so some templates may work better than others.
Compatibility Mode
Sometimes you may need to work with workbooks that were created
in earlier versions of Microsoft Excel, such as Excel 2003 or Excel
2000. When you open these types of workbooks, they will appear
in Compatibility Mode.
Compatibility Mode disables certain features, so you'll only be able to

access commands found in the program that was used to create the
workbook. For example, if you open a workbook created in Excel
2003, you can only use tabs and commands found in Excel 2003.
In the image below, you can see that the workbook is in Compatibility
Mode, which is indicated at the top of the window to the right of the
file name. This will disable some Excel 2016 features, and they will be
grayed out on the Ribbon.
In order to exit Compatibility Mode, you'll need to convert the

workbook to the current version type. However, if you're collaborating
with others who only have access to an earlier version of Excel, it's
best to leave the workbook in Compatibility Mode so the format will
not change.
To convert a workbook:
If you want access to all of the Excel 2016 features, you

can convert the workbook to the 2016 file format.
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Note that converting a file may cause some changes to the original
layout of the workbook.
2. Locate and select Convert command.
3. The Save As dialog box will appear. Select

the location where you want to save the workbook, enter
a file name for the workbook, and click Save.
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4. The workbook will be converted to the newest file type.
Saving Workbooks
Introduction
Whenever you create a new workbook in Excel, you'll need to know

how to save it in order to access and edit it later. As with previous
versions of Excel, you can save files locally to your computer. But
unlike older versions, Excel 2016 also lets you save a workbook
to the cloud using OneDrive. You can also export workbooks with
others directly from Excel.
Save and Save As
Excel offers two ways to save a file: Save and Save As. These
options work in similar ways, with a few important differences:
 Save: When you create or edit a workbook, you'll use

the Save command to save your changes. You'll use this
command most of the time. When you save a file, you'll
only need to choose a file name and location the first
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time. After that, you can just click the Save command to
save it with the same name and location.
 Save As: You'll use this command to create a copy of a
workbook while keeping the original. When you use Save
As, you'll need to choose a different name and/or location
for the copied version.
To save a workbook:
It's important to save your workbook whenever you start a new

project or make changes to an existing one. Saving early and often
can prevent your work from being lost. You'll also need to pay close
attention to where you save the workbook so it will be easy to find
later.
1. Locate and select the Save command on

the Quick Access Toolbar.
2. If you're saving the file for the first time, the Save
As pane will appear in Backstage view.
3. You'll then need to choose where to save the file and
give it a file name. To save the workbook to your
computer, select Computer, then click Browse.
Alternatively, you can click OneDrive to save the file to
your OneDrive.
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the location where you want to save the workbook.
5. Enter a file name for the workbook, then click Save.
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6. The workbook will be saved. You can click

the Save command again to save your changes as you
modify the workbook.
You can also access the Save command by pressing Ctrl+S on your
keyboard.
Exporting workbooks
By default, Excel workbooks are saved in the .xlsx file type. However,
there may be times when you need to use another file type, such
as a PDF or Excel 97-2003 workbook. It's easy to export your
workbook from Excel to a variety of file types.
To export a workbook as a PDF file:
Exporting your workbook as an Adobe Acrobat document,

commonly known as a PDF file, can be especially useful if you're
sharing a workbook with someone who does not have Excel. A PDF
will make it possible for recipients to view but not edit the content of
your workbook.

2. Click Export, then select Create PDF/XPS.
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the location where you want to export the workbook,
enter a file name, then click Publish.
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By default, Excel will only export the active worksheet. If you have
multiple worksheets and want to save all of them in the same PDF
file, click Options in the Save As dialog box. The Options dialog
box will appear. Select Entire workbook, then click OK.
Whenever you export a workbook as a PDF, you'll also need to

consider how your workbook data will appear on each page of the
PDF, just like printing a workbook.
Cell Basics
Introduction
Whenever you work with Excel, you'll enter information—

or content—into cells. Cells are the basic building blocks of a
worksheet. You'll need to learn the basics of cells and cell
content to calculate, analyze, and organize data in Excel.
Understanding cells
Every worksheet is made up of thousands of rectangles, which are

called cells. A cell is the intersection of a row and a column—in
other words, where a row and column meet.
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Columns are identified by letters (A, B, C), while rows are identified
by numbers (1, 2, 3). Each cell has its own name—or cell
address—based on its column and row. In the example below, the
selected cell intersects column C and row 5, so the cell address
is C5.
Note that the cell address also appears in the Name box in the top-
left corner, and that a cell's column and row
headings are highlighted when the cell is selected.
You can also select multiple cells at the same time. A group of cells
is known as a cell range. Rather than a single cell address, you will
refer to a cell range using the cell addresses of the first and last cells
in the cell range, separated by a colon. For example, a cell range
that included cells A1, A2, A3, A4, and A5 would be written as A1:A5.
Take a look at the different cell ranges below:
 Cell range A1:A8

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 Cell range A1:F1
 Cell range A1:F8

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If the columns in your spreadsheet are labeled with numbers instead

of letters, you'll need to change the default reference style for
Excel.
To select a cell:
To input or edit cell content, you'll first need to select the cell.
1. Click a cell to select it. In our example, we'll select

cell D9.
2. A border will appear around the selected cell, and
the column heading and row heading will be
highlighted. The cell will remain selected until you click
another cell in the worksheet.
You can also select cells using the arrow keys on your keyboard.
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To select a cell range:
Sometimes you may want to select a larger group of cells, or a cell

range.
1. Click and drag the mouse until all of

the adjoining cells you want to select are highlighted.
In our example, we'll select the cell range B5:C18.
2. Release the mouse to select the desired cell range. The
cells will remain selected until you click another cell in the
worksheet.
Cell content
Any information you enter into a spreadsheet will be stored in a cell.

Each cell can contain different types of content,
including text, formatting, formulas, and functions.
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 Text: Cells can contain text, such as letters, numbers,

and dates.
 Formatting attributes: Cells can contain formatting

attributes that change the way letters, numbers, and
dates are displayed. For example, percentages can appear
as 0.15 or 15%. You can even change a
cell's text or background color.
 Formulas and functions: Cells can

contain formulas and functions that calculate cell
values. In our example, SUM(B2:B8) adds the value of
each cell in the cell range B2:B8 and displays the total in
cell B9.
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To insert content:
1. Click a cell to select it. In our example, we'll select
cell F9.
2. Type something into the selected cell, then

press Enter on your keyboard. The content will appear in
the cell and the formula bar. You can also input and
edit cell content in the formula bar.
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To delete (or clear) cell content:

1. Select the cell(s) with content you want to delete. In our
example, we'll select the cell range A10:H10.
2. Select the Clear command on the Home tab, then

click Clear Contents.
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3. The cell contents will be deleted.
You can also use the Delete key on your keyboard to delete content
from multiple cells at once. The Backspace key will only delete
content from one cell at a time.
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To delete cells:
There is an important difference between deleting the content of a

cell and deleting the cell itself. If you delete the entire cell, the
cells below it will shift to fill in the gaps and replace the deleted
cells.
1. Select the cell(s) you want to delete. In our example,

we'll select A10:H10.
2. Select the Delete command from the Home tab on

the Ribbon.
3. The cells below will shift up and fill in the gaps.

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To copy and paste cell content:
Excel allows you to copy content that is already entered into your
spreadsheet and paste that content to other cells, which can save
you time and effort.
1. Select the cell(s) you want to copy. In our example, we'll

select F9.
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2. Click the Copy command on the Home tab, or

press Ctrl+C on your keyboard.
3. Select the cell(s) where you want to paste the content.

In our example, we'll select F12:F17. The copied cell(s)
will have a dashed box around them.
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4. Click the Paste command on the Home tab, or

press Ctrl+V on your keyboard.
5. The content will be pasted into the selected cells.

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To cut and paste cell content:
Unlike copying and pasting, which duplicates cell

content, cutting allows you to move content between cells.
1. Select the cell(s) you want to cut. In our example, we'll

select G5:G6.
2. Right-click the mouse and select the Cut command.
Alternatively, you can use the command on
the Home tab, or press Ctrl+X on your keyboard.
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3. Select the cells where you want to paste the content. In

our example, we'll select F10:F11. The cut cells will now
have a dashed box around them.
4. Right-click the mouse and select the Paste command.
Alternatively, you can use the command on
the Home tab, or press Ctrl+V on your keyboard.
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5. The cut content will be removed from the original cells

and pasted into the selected cells.
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To use the fill handle:
If you're copying cell content to adjacent cells in the same row or

column, the fill handle is a good alternative to the copy and paste
commands.
1. Select the cell(s) containing the content you want to use,

then hover the mouse over the lower-right corner of the
cell so the fill handle appears.
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2. Click and drag the fill handle until all of the cells you
want to fill are selected. In our example, we'll
select G13:G17.
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3. Release the mouse to fill the selected cells.

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Modifying Columns, Rows, and Cells

Introduction
By default, every row and column of a new workbook is set to the

same height and width. Excel allows you to modify column width
and row height in different ways, including wrapping
text and merging cells.
To modify column width:
In our example below, column C is too narrow to display all of the

content in these cells. We can make all of this content visible by
changing the width of column C.
1. Position the mouse over the column line in the column

heading so the cursor becomes a double arrow.
2. Click and drag the mouse to increase or decrease the

column width.
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3. Release the mouse. The column width will be changed.
With numerical data, the cell will display pound signs (#######)
if the column is too narrow. Simply increase the column width to
make the data visible.
To AutoFit column width:
The AutoFit feature will allow you to set a column's width to fit its
content automatically.
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1. Position the mouse over the column line in the column

heading so the cursor becomes a double arrow.
2. Double-click the mouse. The column width will be

changed automatically to fit the content.
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You can also AutoFit the width for several columns at the same time.
Simply select the columns you want to AutoFit, then select
the AutoFit Column Width command from the Format drop-down
menu on the Home tab. This method can also be used for row
height.
To modify row height:

1. Position the cursor over the row line so the cursor
becomes a double arrow.

row height.
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3. Release the mouse. The height of the selected row will

be changed.
To modify all rows or columns:
Instead of resizing rows and columns individually, you can modify the
height and width of every row and column at the same time. This
method allows you to set a uniform size for every row and column
in your worksheet. In our example, we will set a uniform row
height.
1. Locate and click the Select All button just below

the name box to select every cell in the worksheet.
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2. Position the mouse over a row line so the cursor

becomes a double arrow.
row height, then release the mouse when you are
satisfied. The row height will be changed for the entire
worksheet.
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Inserting, deleting, moving, and hiding
After you've been working with a workbook for a while, you may find
that you want to insert new columns or rows, delete certain rows
or columns, move them to a different location in the worksheet, or
even hide them.
To insert rows:
1. Select the row heading below where you want the new
row to appear. In this example, we want to insert a row
between rows 4 and 5, so we'll select row 5.
2. Click the Insert command on the Home tab.

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3. The new row will appear above the selected row.
When inserting new rows, columns, or cells, you will see

a paintbrush icon next to the inserted cells. This button allows you
to choose how Excel formats these cells. By default, Excel formats
inserted rows with the same formatting as the cells in the row above.
To access more options, hover your mouse over the icon, then click
the drop-down arrow.
To insert columns:
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1. Select the column heading to the right of where you

want the new column to appear. For example, if you want
to insert a column between columns D and E,
select column E.
2. Click the Insert command on the Home tab.
3. The new column will appear to the left of the selected

column.
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When inserting rows and columns, make sure you select the entire
row or column by clicking the heading. If you select only a cell in the
row or column, the Insert command will only insert a new cell.
To delete a row or column:
It's easy to delete a row or column that you no longer need. In our
example we'll delete a row, but you can delete a column the same
way.
1. Select the row you want to delete. In our example, we'll

select row 9.
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2. Click the Delete command on the Home tab.
3. The selected row will be deleted, and those around it

will shift. In our example, row 10 has moved up, so it's
now row 9.
It's important to understand the difference between deleting a row

or column and simply clearing its contents. If you want to remove
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the content from a row or column without causing others to

shift, right-click a heading, then select Clear Contents from the
drop-down menu.
To move a row or column:
Sometimes you may want to move a column or row to rearrange the

content of your worksheet. In our example we'll move a column, but
you can move a row in the same way.
1. Select the desired column heading for the column you

want to move.
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2. Click the Cut command on the Home tab, or

press Ctrl+X on your keyboard.
3. Select the column heading to the right of where you

want to move the column. For example, if you want to
move a column between columns E and F, select column
F.
4. Click the Insert command on the Home tab, then

select Insert Cut Cells from the drop-down menu.
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5. The column will be moved to the selected location, and

the columns around it will shift.
You can also access the Cut and Insert commands by right-clicking
the mouse and selecting the desired commands from the drop-
down menu.
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To hide and unhide a row or column:
At times, you may want to compare certain rows or columns without

changing the organization of your worksheet. To do this, Excel allows
you to hide rows and columns as needed. In our example we'll hide a
few columns, but you can hide rows in the same way.
1. Select the columns you want to hide, right-click the

mouse, then select Hide from the formatting menu. In
our example, we'll hide columns C, D, and E.
2. The columns will be hidden. The green column

line indicates the location of the hidden columns.
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3. To unhide the columns, select the columns

on both sides of the hidden columns. In our example,
we'll select columns B and F. Then right-click the mouse
and select Unhide from the formatting menu.
4. The hidden columns will reappear.

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Whenever you have too much cell content to be displayed in a single

cell, you may decide to wrap the text or merge the cell rather than
resize a column. Wrapping the text will automatically modify a
cell's row height, allowing cell contents to be displayed on multiple
lines. Merging allows you to combine a cell with adjacent empty cells
to create one large cell.
To wrap text in cells:

1. Select the cells you want to wrap. In this example, we'll
select the cells in column C.
2. Click the Wrap Text command on the Home tab.
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3. The text in the selected cells will be wrapped.

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Click the Wrap Text command again to unwrap the text.
To merge cells using the Merge & Center command:

1. Select the cell range you want to merge. In our example,
we'll select A1:F1.
2. Click the Merge & Center command on the Home tab.
In our example, we'll select the cell range A1:F1.
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3. The selected cells will be merged, and the text will

be centered.
To access more merge options:
If you click the drop-down arrow next to the Merge &

Center command on the Home tab, the Merge drop-down menu
will appear.
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From here, you can choose to:
 Merge & Center: merges the selected cells into one

cell and centers the text
 Merge Across: merges the selected cells into larger
cells while keeping each row separate
 Merge Cells: merges the selected cells into one cell
but does not center the text
 Unmerge Cells: unmerges selected cells
You'll want to be careful when using this feature. If you merge

multiple cells that all contain data, Excel will keep only the contents of
the upper-left cell and discard everything else.
Formatting Cells
Introduction
All cell content uses the same formatting by default, which can
make it difficult to read a workbook with a lot of information. Basic
formatting can customize the look and feel of your workbook,
allowing you to draw attention to specific sections and making your
content easier to view and understand.
To change the font size:

1. Select the cell(s) you want to modify.
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2. On the Home tab, click the drop-down arrow next to

the Font Size command, then select the desired font
size. In our example, we will choose 24 to make the
text larger.
3. The text will change to the selected font size.
To change the font:
By default, the font of each new workbook is set to Calibri. However,

Excel provides many other fonts you can use to customize your cell
text. In the example below, we'll format our title cell to help
distinguish it from the rest of the worksheet.

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the Font command, then select the desired font. In our
example, we'll choose Century Gothic.
3. The text will change to the selected font.
To change the font color:


the Font Color command, then select the
desired font color. In our example, we'll choose Green.
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3. The text will change to the selected font color.
Select More Colors at the bottom of the menu to access additional

color options. We've changed the font color to a bright pink.
To use the Bold, Italic, and Underline commands:

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2. Click the Bold (B), Italic (I), or Underline (U) command on

the Home tab. In our example, we'll make the selected
cells bold.
3. The selected style will be applied to the text.
You can also press Ctrl+B on your keyboard to make selected

text bold, Ctrl+I to apply italics, and Ctrl+U to apply
an underline.
Cell borders and fill colors
Cell borders and fill colors allow you to create clear and defined
boundaries for different sections of your worksheet. Below, we'll add
cell borders and fill color to our header cells to help distinguish them
from the rest of the worksheet.
To add a fill color:

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the Fill Color command, then select the fill color you
want to use. In our example, we'll choose a dark gray.
3. The selected fill color will appear in the selected cells.

We've also changed the font color to white to make it
more readable with this dark fill color.
To add a border:
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the Borders command, then select the border style you
want to use. In our example, we'll choose to display All
Borders.
3. The selected border style will appear.
You can draw borders and change the line style and color of
borders with the Draw Borders tools at the bottom of the Borders
drop-down menu.
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Text alignment
By default, any text entered into your worksheet will be aligned to the
bottom-left of a cell, while any numbers will be aligned to the bottom-
right. Changing the alignment of your cell content allows you to
choose how the content is displayed in any cell, which can make your
cell content easier to read.
To change horizontal text alignment:
In our example below, we'll modify the alignment of our title cell to
create a more polished look and further distinguish it from the rest of
the worksheet.
2. Select one of the three horizontal alignment commands

on the Home tab. In our example, we'll choose Center
Align.
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3. The text will realign.
Understanding Number Formats

What are number formats?
Whenever you're working with a spreadsheet, it's a good idea to use

appropriate number formats for your data. Number formats tell
your spreadsheet exactly what type of data you're using, like
percentages (%), currency ($), times, dates, and so on.
Why use number formats?
Number formats don't just make your spreadsheet easier to read—

they also make it easier to use. When you apply a number format,
you're telling your spreadsheet exactly what types of values are
stored in a cell. For example, the date format tells the spreadsheet
that you're entering specific calendar dates. This allows the
spreadsheet to better understand your data, which can help ensure
that your data remains consistent and that your formulas are
calculated correctly.
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If you don't need to use a specific number format, the spreadsheet

will usually apply the general number format by default. However,
the general format may apply some small formatting changes to your
data.
Applying number formats
Just like other types of formatting, such as changing the font color,
you'll apply number formats by selecting cells and choosing the
desired formatting option. There are two main ways to choose a
number format:
 Go to the Home tab, click the Number Format drop-

down menu in the Number group, and select the desired
format.
 You can also click one of the quick number-formatting

commands below the drop-down menu.
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You can also select the desired cells and press Ctrl+1 on your
keyboard to access more number-formatting options.
In this example, we've applied the Currency number format, which

adds currency symbols ($) and displays two decimal places for any
numerical values.
If you select any cells with number formatting, you can see
the actual value of the cell in the formula bar. The spreadsheet will
use this value for formulas and other calculations.
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Using number formats correctly
There's more to number formatting than selecting cells and applying a

format. Spreadsheets can actually apply a lot of number
formatting automatically based on the way you enter data. This
means you'll need to enter data in a way the program can
understand, and then ensure that those cells are using the proper
number format. For example, the image below shows how to use
number formats correctly for dates, percentages, and times:
Now that you know more about how number formats work, we'll look
at a few different number formats in action.
Percentage formats
One of the most helpful number formats is the percentage (%)

format. It displays values as percentages, such as 20% or 55%.
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This is especially helpful when calculating things like the cost of sales
tax or a tip. When you type a percent sign (%) after a number, the
percentage number format will be be applied to that
cell automatically.
As you may remember from math class, a percentage can also be

written as a decimal. So 15% is the same thing as 0.15, 7.5% is
0.075, 20% is 0.20, 55% is 0.55, and so on. You can review this
lesson from our Math tutorials to learn more about converting
percentages to decimals.
There are many times when percentage formatting will be useful. For
example, in the images below, notice how the sales tax rate is
formatted differently for each spreadsheet (5, 5%, and 0.05):
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As you can see, the calculation in the spreadsheet on the left didn't
work correctly. Without the percentage number format, our
spreadsheet thinks we want to multiply $22.50 by 5, not 5%. And
while the spreadsheet on the right still works without percentage
formatting, the spreadsheet in the middle is easier to read.
Date formats
Whenever you're working with dates, you'll want to use a date

format to tell the spreadsheet that you're referring to specific
calendar dates, such as July 15, 2014. Date formats also allow you
to work with a powerful set of date functions that use time and date
information to calculate an answer.
Spreadsheets don't understand information the same way a person

would. For instance, if you type October into a cell, the spreadsheet
won't know you're entering a date so it will treat it like any other text.
Instead, when you enter a date, you'll need to use a specific
format your spreadsheet understands, such
as month/day/year (or day/month/year depending on which
country you're in). In the example below, we'll type 10/12/2014 for
October 12, 2014. Our spreadsheet will then automatically apply the
date number format for the cell.
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Now that we have our date correctly formatted, we can do many

different things with this data. For example, we could use the fill
handle to continue the dates through the column, so a different day
appears in each cell:
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If the date formatting isn't applied automatically, it means the

spreadsheet did not understand the data you entered. In the example
below, we've typed March 15th. The spreadsheet did not
understand that we were referring to a date, so this cell is still using
the general number format.
On the other hand, if we type March 15 (without the "th"), the

spreadsheet will recognize it as a date. Because it doesn't include a
year, the spreadsheet will automatically add the current year so the
date will have all of the necessary information. We could also type the
date several other ways, such as 3/15, 3/15/2014, or March 15
2014, and the spreadsheet would still recognize it as a date.
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Number formatting tips
Here are a few tips for getting the best results with number
formatting:
 Apply number formatting to an entire column: If

you're planning to use one column for a certain type of
data, like dates or percentages, you may find it easiest to
select the entire column by clicking the column letter and
applying the desired number formatting. This way, any
data you add to this column in the future will already have
the correct number format. Note that the header row
usually won't be affected by number formatting.
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 Double-check your values after applying number

formatting: If you apply number formatting to existing
data, you may have unexpected results. For example,
applying percentage (%) formatting to a cell with a
value of 5 will give you 500%, not 5%. In this case, you'd
need to retype the values correctly in each cell.
 If you reference a cell with number formatting in a

formula, the spreadsheet may automatically apply the
same number formatting to the new cell. For example, if
you use a value with currency formatting in a formula, the
calculated value will also use the currency number format.
 If you want your data to appear exactly as

entered, you'll need to use the text number format. This
format is especially good for numbers you don't want to
perform calculations with, such as phone numbers, zip
codes, or numbers that begin with 0, like 02415. For best
results, you may want to apply the text number format
before entering data into these cells.
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Increase and Decrease Decimal
The Increase Decimal and Decrease Decimal commands allow

you to control how many decimal places are displayed in a cell. These
commands don't change the value of the cell; instead, they display
the value to a set number of decimal places.
Decreasing the decimal will display the value rounded to that decimal
place, but the actual value in the cell will still be displayed in the
formula bar.
Working with Multiple Worksheets

Introduction
Every workbook contains at least one worksheet by default. When

working with a large amount of data, you can create multiple
worksheets to help organize your workbook and make it easier to
find content. You can also group worksheets to quickly add
information to multiple worksheets at the same time.
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To insert a new worksheet:

1. Locate and select the New sheet button near the bottom-
right corner of the Excel window.
2. A new blank worksheet will appear.
By default, any new workbook you create in Excel will contain one
worksheet, called Sheet1. To change the default number of
worksheets, navigate to Backstage view, click Options, then
choose the desired number of worksheets to include in each new
workbook.
To rename a worksheet:
1. Right-click the worksheet you want to rename, then
select Rename from the worksheet menu.
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2. Type the desired name for the worksheet.

3. Click anywhere outside the worksheet tab, or
press Enter on your keyboard. The worksheet will
be renamed.
To move a worksheet:
1. Click and drag the worksheet you want to move until
a small black arrow appears above the desired location.
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2. Release the mouse. The worksheet will be moved.
To delete a worksheet:
1. Right-click the worksheet you want to delete, then
select Delete from the worksheet menu.
2. The worksheet will be deleted from your workbook.

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If you want to prevent specific worksheets from being edited or

deleted, you can protect them by right-clicking the desired
worksheet and selecting Protect Sheet from the worksheet menu.
Switching between worksheets
If you want to view a different worksheet, you can simply click the
tab to switch to that worksheet. However, with larger workbooks this
can sometimes become tedious, as it may require scrolling through all
of the tabs to find the one you want. Instead, you can simply right-
click the scroll arrows in the lower-left corner, as shown below.
A dialog box will appear with a list of all of the sheets in your
workbook. You can then double-click the sheet you want to jump
to.
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Page Layout and Printing
There may be times when you want to print a workbook to view

and share your data offline. Once you've chosen your page
layout settings, it's easy to preview and print a workbook from Excel
using the Print pane.
To access the Print pane:

1. Select the File tab. Backstage view will appear.
2. Select Print. The Print pane will appear.

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Click the buttons in the interactive below to learn more about using
the Print pane.
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Show Margins / Zoom to Page

The Zoom to Page button on the right will zoom in and out in the
Preview pane.
The Show Margins button on the left will show the margins in the
Preview pane.
To print a workbook:
1. Navigate to the Print pane, then select the
desired printer.
2. Enter the number of copies you want to print.
3. Select any additional settings if needed (see above

interactive).
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4. Click Print.
Choosing a print area
Before you print an Excel workbook, it's important to decide exactly

what information you want to print. For example, if you have multiple
worksheets in your workbook, you will need to decide if you want to
print the entire workbook or only active worksheets. There may
also be times when you want to print only a selection of content
from your workbook.
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To print active sheets:
Worksheets are considered active when selected.
1. Select the worksheet you want to print. To

print multiple worksheets, click the first worksheet,
hold the Ctrl key on your keyboard, then click any other
worksheets you want to select.
2. Navigate to the Print pane.

3. Select Print Active Sheets from the Print Range drop-
down menu.
4. Click the Print button.
To print the entire workbook:

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2. Select Print Entire Workbook from the Print

Range drop-down menu.
3. Click the Print button.
To print a selection:
In our example, we'll print the records for the top 40 salespeople on
the Central worksheet.
1. Select the cells you want to print.

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3. Select Print Selection from the Print Range drop-down
menu.
4. A preview of your selection will appear in

the Preview pane.
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5. Click the Print button to print the selection.
If you prefer, you can also set the print area in advance so you'll be
able to visualize which cells will be printed as you work in Excel.
Simply select the cells you want to print, click the Page Layout tab,
select the Print Area command, then choose Set Print Area. Keep
in mind that if you ever need to print the entire workbook, you'll need
to clear the print area.
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Adjusting content
On occasion, you may need to make small adjustments from the

Print pane to fit your workbook content neatly onto a printed page.
The Print pane includes several tools to help fit and scale your
content, such as scaling and page margins.
To change page orientation:
Excel offers two page orientation

options: landscape and portrait. Landscape orients the
page horizontally, while portrait orients the page vertically. In
our example, we'll set the page orientation to landscape.

2. Select the desired orientation from the Page
Orientation drop-down menu. In our example, we'll
select Landscape Orientation.
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3. The new page orientation will be displayed in the Preview

pane.
To fit content before printing:
If some of your content is being cut off by the printer, you can
use scaling to fit your workbook to the page automatically.
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1. Navigate to the Print pane. In our example, we can see in

the Preview pane that our content will be cut off when
printed.
2. Select the desired option from the Scaling drop-down

menu. In our example, we'll select Fit All Columns on
One Page.
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3. The worksheet will be condensed to fit onto a single

page.
Keep in mind that worksheets will become more difficult to read as

they are scaled down, so you may not want to use this option when
printing a worksheet with a lot of information. In our example, we'll
change the scaling setting back to No Scaling.
To include Print Titles:
If your worksheet uses title headings, it's important to include these

headings on each page of your printed worksheet. It would be difficult
to read a printed workbook if the title headings appeared only on the
first page. The Print Titles command allows you to select specific
rows and columns to appear on each page.
1. Click the Page Layout tab on the Ribbon, then select

the Print Titles command.
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2. The Page Setup dialog box will appear. From here, you
can choose rows or columns to repeat on each page. In
our example, we'll repeat a row first.
3. Click the Collapse Dialog button next to the Rows to
repeat at top: field.
4. The cursor will become a small selection arrow, and

the Page Setup dialog box will be collapsed. Select
the row(s) you want to repeat at the top of each printed
page. In our example, we'll select row 1.
5. Row 1 will be added to the Rows to repeat at top: field.

Click the Collapse Dialog button again.
6. The Page Setup dialog box will expand. To repeat a

column as well, use the same process shown in steps 4
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and 5. In our example, we've selected to repeat row 1 and

column A.
7. When you're satisfied with your selections, click OK.
8. In our example, row 1 appears at the top of every page,

and column A appears at the left of every page.
Introduction to Formulas
Introduction
One of the most powerful features in Excel is the ability

to calculate numerical information using formulas. Just like a
calculator, Excel can add, subtract, multiply, and divide. In this lesson,
we'll show you how to use cell references to create simple formulas.
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Mathematical operators
Excel uses standard operators for formulas, such as a plus sign for
addition (+), a minus sign for subtraction (-), an asterisk for
multiplication (*), a forward slash for division (/), and a caret (^)
for exponents.
All formulas in Excel must begin with an equals sign (=). This is
because the cell contains, or is equal to, the formula and the value it
calculates.
Understanding cell references
While you can create simple formulas in Excel using numbers (for
example, =2+2 or =5*5), most of the time you will use cell
addresses to create a formula. This is known as making a cell
reference. Using cell references will ensure that your formulas are
always accurate because you can change the value of referenced cells
without having to rewrite the formula.
In the formula below, cell A3 adds the values of cells A1 and A2 by

making cell references:
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When you press Enter, the formula calculates and displays the answer
in cell A3:
If the values in the referenced cells change, the formula automatically

recalculates:
By combining a mathematical operator with cell references, you can

create a variety of simple formulas in Excel. Formulas can also include
a combination of cell references and numbers, as in the examples
below:
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To create a formula:
In our example below, we'll use a simple formula and cell references
to calculate a budget.
1. Select the cell that will contain the formula. In our

example, we'll select cell D12.
2. Type the equals sign (=). Notice how it appears in both

the cell and the formula bar.
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3. Type the cell address of the cell you want to reference

first in the formula: cell D10 in our example. A blue
border will appear around the referenced cell.
4. Type the mathematical operator you want to use. In

our example, we'll type the addition sign (+).
5. Type the cell address of the cell you want to reference
second in the formula: cell D11 in our example. A red
border will appear around the referenced cell.
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6. Press Enter on your keyboard. The formula will

be calculated, and the value will be displayed in the
cell. If you select the cell again, notice that the cell
displays the result, while the formula bar displays the
formula.
If the result of a formula is too large to be displayed in a cell, it may

appear as pound signs (#######) instead of a value. This means
the column is not wide enough to display the cell content.
Simply increase the column width to show the cell content.
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Modifying values with cell references
The true advantage of cell references is that they allow you

to update data in your worksheet without having to rewrite
formulas. In the example below, we've modified the value of cell D10
from $1,200 to $1,800. The formula in D12 will automatically
recalculate and display the new value in cell D12.
Excel will not always tell you if your formula contains an error, so
it's up to you to check all of your formulas. To learn how to do this,
you can read the Double-Check Your Formulas lesson from
our Excel Formulas tutorial.
To create a formula using the point-and-click method:
Instead of typing cell addresses manually, you can point and

click the cells you want to include in your formula. This method can
save a lot of time and effort when creating formulas. In our example
below, we'll create a formula to calculate the cost of ordering several
boxes of plastic silverware.

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2. Type the equals sign (=).

3. Select the cell you want to reference first in the formula:
cell B4 in our example. The cell address will appear in
the formula.
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4. Type the mathematical operator you want to use. In

our example, we'll type the multiplication sign (*).
5. Select the cell you want to reference second in the
formula: cell C4 in our example. The cell address will
appear in the formula.
6. Press Enter on your keyboard. The formula will

be calculated, and the value will be displayed in the
cell.
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Copying formulas with the fill handle
Formulas can also be copied to adjacent cells with the fill handle,
which can save a lot of time and effort if you need to perform
the same calculation multiple times in a worksheet. The fill
handle is the small square at the bottom-right corner of the selected
cell(s).
1. Select the cell containing the formula you want to copy.

Click and drag the fill handle over the cells you want to
fill.
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2. After you release the mouse, the formula will be copied to

the selected cells.
To edit a formula:
Sometimes you may want to modify an existing formula. In the

example below, we've entered an incorrect cell address in our
formula, so we'll need to correct it.
1. Select the cell containing the formula you want to edit. In

our example, we'll select cell D12.
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2. Click the formula bar to edit the formula. You can

also double-click the cell to view and edit the formula
directly within the cell.
3. A border will appear around any referenced cells. In our

example, we'll change the first part of the formula to
reference cell D10 instead of cell D9.
4. When you're finished, press Enter on your keyboard or

select the Enter command in the formula bar.
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5. The formula will be updated, and the new value will be

displayed in the cell.
If you change your mind, you can press the Esc key on your
keyboard or click the Cancel command in the formula bar to avoid
accidentally making changes to your formula.
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To show all of the formulas in a spreadsheet, you can hold

the Ctrl key and press ` (grave accent). The grave accent key is
usually located in the top-left corner of the keyboard. You can
press Ctrl+` again to switch back to the normal view.
Relative and Absolute Cell References

Introduction
There are two types of cell references: relative and absolute.

Relative and absolute references behave differently when copied and
filled to other cells. Relative references change when a formula is
copied to another cell. Absolute references, on the other hand,
remain constant no matter where they are copied.
Relative references
By default, all cell references are relative references. When copied

across multiple cells, they change based on the relative position of
rows and columns. For example, if you copy the
formula =A1+B1 from row 1 to row 2, the formula will
become =A2+B2. Relative references are especially convenient
whenever you need to repeat the same calculation across multiple
rows or columns.
To create and copy a formula using relative references:
In the following example, we want to create a formula that will

multiply each item's price by the quantity. Instead of creating a new
formula for each row, we can create a single formula in cell D4 and
then copy it to the other rows. We'll use relative references so the
formula calculates the total for each item correctly.
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2. Enter the formula to calculate the desired value. In our

example, we'll type =B4*C4.
3. Press Enter on your keyboard. The formula will be

calculated, and the result will be displayed in the cell.
4. Locate the fill handle in the bottom-right corner of the
desired cell. In our example, we'll locate the fill handle for
cell D4.
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5. Click and drag the fill handle over the cells you want to
fill. In our example, we'll select cells D5:D13.
6. Release the mouse. The formula will be copied to the

selected cells with relative references, displaying the
result in each cell.
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Absolute references
There may be times when you do not want a cell reference to change
when filling cells. Unlike relative references, absolute references do
not change when copied or filled. You can use an absolute reference
to keep a row and/or column constant.
An absolute reference is designated in a formula by the addition of

a dollar sign ($) before the column and row. If it precedes the
column or row (but not both), it's known as a mixed reference.
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You will use the relative (A2) and absolute ($A$2) formats in most
formulas. Relative references are used less frequently.
To create and copy a formula using absolute references:
In the example below, we're going to use cell E2 (which contains the
tax rate at 7.5%) to calculate the sales tax for each item in column
D. To make sure the reference to the tax rate stays constant—even
when the formula is copied and filled to other cells—we'll need to
make cell $E$2 an absolute reference.

2. Enter the formula to calculate the desired value. In our

example, we'll type =(B4*C4)*$E$2, making $E$2 an
absolute reference.
131
3. Press Enter on your keyboard. The formula will calculate,

and the result will display in the cell.
4. Locate the fill handle in the bottom-right corner of the
desired cell. In our example, we'll locate the fill handle for
cell D4.
132
5. Click and drag the fill handle over the cells you want to
fill (cells D5:D13 in our example).
6. Release the mouse. The formula will be copied to the

selected cells with an absolute reference, and the
values will be calculated in each cell.
133
Functions
Introduction
A function is a predefined formula that performs calculations

using specific values in a particular order. Excel includes many
common functions that can be used to quickly find
the sum, average, count, maximum value, and minimum
value for a range of cells. In order to use functions correctly, you'll
need to understand the different parts of a function and how to
create arguments to calculate values and cell references.
The parts of a function
In order to work correctly, a function must be written a specific way,

which is called the syntax. The basic syntax for a function is
the equals sign (=), the function name (SUM, for example), and
one or more arguments. Arguments contain the information you
want to calculate. The function in the example below would add the
values of the cell range A1:A20.
Working with arguments
Arguments can refer to both individual cells and cell ranges and
must be enclosed within parentheses. You can include one
argument or multiple arguments, depending on the syntax required
for the function.
134
For example, the function =AVERAGE(B1:B9) would calculate

the average of the values in the cell range B1:B9. This function
contains only one argument.
Multiple arguments must be separated by a comma. For example,

the function =SUM(A1:A3, C1:C2, E1) will add the values of all of
the cells in the three arguments.
Creating a function
There are a variety of functions available in Excel. Here are some of

the most common functions you'll use:
 SUM: This function adds all of the values of the cells in

the argument.
135
 AVERAGE: This function determines the average of the

values included in the argument. It calculates the sum of
the cells and then divides that value by the number of
cells in the argument.
 COUNT: This function counts the number of cells with
numerical data in the argument. This function is useful for
quickly counting items in a cell range.
 MAX: This function determines the highest cell
value included in the argument.
 MIN: This function determines the lowest cell
value included in the argument.
To create a function using the AutoSum command:
The AutoSum command allows you to automatically insert the most

common functions into your formula, including SUM, AVERAGE,
COUNT, MIN, and MAX. In the example below, we'll use
the SUM function to calculate the total cost for a list of recently
ordered items.
1. Select the cell that will contain the function. In our

136
2. In the Editing group on the Home tab, click

the arrow next to the AutoSum command. Next, choose
the desired function from the drop-down menu. In our
example, we'll select Sum.
3. Excel will place the function in the cell and automatically

select a cell range for the argument. In our example,
cells D3:D12 were selected automatically; their values
will be added to calculate the total cost. If Excel selects
the wrong cell range, you can manually enter the desired
cells into the argument.
137
4. Press Enter on your keyboard. The function will

be calculated, and the result will appear in the cell. In
our example, the sum of D3:D12 is $765.29.
The AutoSum command can also be accessed from

the Formulas tab on the Ribbon.
To enter a function manually:

138
If you already know the function name, you can easily type it
yourself. In the example below (a tally of cookie sales), we'll use
the AVERAGE function to calculate the average number of units
sold by each troop.
1. Select the cell that will contain the function. In our

example, we'll select cell C10.
2. Type the equals sign (=), and enter the

desired function name. You can also select the desired
function from the list of suggested functions that
appears below the cell as you type. In our example, we'll
type =AVERAGE.
139
3. Enter the cell range for the

argument inside parentheses. In our example, we'll
type (C3:C9). This formula will add the values of cells
C3:C9, then divide that value by the total number of
values in the range.
140
4. Press Enter on your keyboard. The function will be

calculated, and the result will appear in the cell. In our
example, the average number of units sold by each troop
is 849.
141
Working with Data

Introduction
Excel workbooks are designed to store a lot of information. Whether

you're working with 20 cells or 20,000, Excel has several features to
help you organize your data and find what you need. You can
see some of the most useful features below. And be sure to check out
the other lessons in this tutorial to get step-by-step instructions for
each of these features.
Freezing rows and columns

You may want to see certain rows or columns all the time in your
worksheet, especially header cells. By freezing rows or
columns in place, you'll be able to scroll through your content while
continuing to view the frozen cells. In this example, we've frozen the
top two rows, which allows us to view the dates no matter where we
scroll in the spreadsheet.
Sorting data
You can quickly reorganize a worksheet by sorting your data.
Content can be sorted alphabetically, numerically, and in many other
ways. For example, you could organize a list of contact information by
last name.
142
Freezing Panes and View Options

Introduction
Whenever you're working with a lot of data, it can be difficult

to compare information in your workbook. Fortunately, Excel
includes several tools that make it easier to view content from
different parts of your workbook at the same time, including the
ability to freeze panes and split your worksheet.
To freeze rows:
You may want to see certain rows or columns all the time in your
worksheet, especially header cells. By freezing rows or columns in
place, you'll be able to scroll through your content while continuing to
view the frozen cells.
143
1. Select the row below the row(s) you want to freeze. In

our example, we want to freeze rows 1 and 2, so we'll
select row 3.
2. On the View tab, select the Freeze Panes command,

then choose Freeze Panes from the drop-down menu.
3. The rows will be frozen in place, as indicated by

the gray line. You can scroll down the worksheet while
continuing to view the frozen rows at the top. In our
example, we've scrolled down to row 18.
144
To freeze columns:
1. Select the column to the right of the column(s) you want
to freeze. In our example, we want to freeze column A,
so we'll select column B.
2. On the View tab, select the Freeze Panes command,

then choose Freeze Panes from the drop-down menu.
3. The column will be frozen in place, as indicated by

the gray line. You can scroll across the worksheet while
continuing to view the frozen column on the left. In our
example, we've scrolled across to column E.
145
If you only need to freeze the top row (row 1) or first

column (column A) in the worksheet, you can simply select Freeze
Top Row or Freeze First Column from the drop-down menu.
To unfreeze panes:
If you want to select a different view option, you may first need to
reset the spreadsheet by unfreezing panes. To unfreeze rows or
columns, click the Freeze Panes command, then select Unfreeze
Panes from the drop-down menu.
146
Charts
Introduction
It can be difficult to interpret Excel workbooks that contain a lot of

data. Charts allow you to illustrate your workbook data graphically,
which makes it easy to visualize comparisons and trends.
To insert a chart:
1. Select the cells you want to chart, including the column
titles and row labels. These cells will be the source data
for the chart. In our example, we'll select cells A1:F6.
2. From the Insert tab, click the desired Chart command.

In our example, we'll select Column.
147
3. Choose the desired chart type from the drop-down

menu.
4. The Selected chart will be inserted into the worksheet.

148
Chart and layout style
After inserting a chart, there are several things you may want to
change about the way your data is displayed. It's easy to edit a
chart's layout and style from the Design tab.
 Excel allows you to add chart elements—such as chart

titles, legends, and data labels—to make your chart
easier to read. To add a chart element, click the Add
Chart Element command on the Design tab, then
choose the desired element from the drop-down menu.
 To edit a chart element, like a chart title, simply double-

click the placeholder and begin typing.
149
 If you don't want to add chart elements individually, you

can use one of Excel's predefined layouts. Simply click
the Quick Layout command, then choose the desired
layout from the drop-down menu.
 Excel also includes several chart styles, which allow you

to quickly modify the look and feel of your chart. To
change the chart style, select the desired style from
the Chart styles group. You can also click the drop-down
arrow on the right to see more styles.
150
THE END!!! THE END!!! THE END

151
REFERENCES
Du Toit, C. & Van Der Merwe, S. 2003. The practical guide to the ICDL. Cape Town:
Future Managers (Pty) Ltd.
GCFLearnFree.org, 2016. Computer Basics [online Available at

<https://edu.gcfglobal.org/en/computerbasics>[accessed 17 January 2019]
Lubbe, M. & Benson, S. 2009. Let’s Do It: ICDL-the practical way. Cape Town. Let’s
Do It.
Parsons, Oja, Beskeen, Cram, Duffy, Friedrcichsen & Reding. 2014. Computer
Concepts and Microsoft Office 2013. Canada: GEX Publishing Services
Veermat. M.E. 2013. Discovering Computers and Microsoft 2013: A fundamental

combined approach. Canada: Nelson Education Ltd.

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EXCEL NOTES

DEPARTMENT OF MATHEMATICAL SCIENCES AND

Getting to know Excel .......................................................................................................................... 6

The Excel interface ........................................................................................................................... 6

Working with the Excel environment ............................................................................................... 12

The Ribbon ........................................................................................................................................ 8

To change the Ribbon Display Options ....................................................................................... 13

The Quick Access Toolbar ................................................................................................................. 15

To add commands to the Quick Access Toolbar ........................................................................ 15

How to use Tell me ............................................................................................................................ 16

Worksheet views ................................................................................................................................. 17

Backstage view ................................................................................................................................... 20

To access Backstage view ............................................................................................................. 20

Creating and Opening Workbooks ................................................................................................... 22

To create a new blank workbook ................................................................................................. 24

To open an existing workbook ..................................................................................................... 25

Using templates .................................................................................................................................. 27

To create a new workbook from a template .............................................................................. 28

Compatibility Mode ............................................................................................................................. 30

Saving Workbooks .............................................................................................................................. 32

Save and Save As ........................................................................................................................... 32

To save a workbook ........................................................................................................................... 33

To export a workbook as a PDF file: ........................................................................................... 35

Cell Basics ............................................................................................................................................ 37

Understanding cells ........................................................................................................................ 37

To select a cell ................................................................................................................................ 40

To select a cell range ..................................................................................................................... 41

Cell content .......................................................................................................................................... 41

To insert content ............................................................................................................................ 43

To delete (or clear) cell content ................................................................................................... 44

To delete cells ................................................................................................................................. 46

To copy and paste cell content..................................................................................................... 47

To cut and paste cell content ....................................................................................................... 50

To use the fill handle ..................................................................................................................... 54

Modifying Columns, Rows, and Cells ............................................................................................... 57

To modify column width ................................................................................................................ 57

To AutoFit column width ............................................................................................................... 58

To modify row height ..................................................................................................................... 60

To modify all rows or columns...................................................................................................... 61

Inserting, deleting, moving, and hiding .......................................................................................... 63

To insert rows ................................................................................................................................. 63

To insert columns ........................................................................................................................... 64

To delete a row or column ............................................................................................................ 66

To move a row or column ............................................................................................................. 68

To hide and unhide a row or column .......................................................................................... 71

To wrap text in cells ........................................................................................................................... 73

To merge cells using the Merge & Center command .................................................................... 75

To access more merge options..................................................................................................... 76

Formatting Cells .................................................................................................................................. 77

To change the font size ................................................................................................................. 77

To change the font ......................................................................................................................... 78

To change the font color ............................................................................................................... 79

To use the Bold, Italic, and Underline commands..................................................................... 80

Cell borders and fill colors ................................................................................................................. 81

To add a fill color ............................................................................................................................ 81

To add a border .............................................................................................................................. 82

Text alignment .................................................................................................................................... 84

To change horizontal text alignment ........................................................................................... 84