SPREADSHEETS – MICROSOFT EXCEL 2016

Contents
Excel Basics .................................................................................................................................................. 2
Inserting and Deleting Rows and Columns ................................................................................................... 3
Formatting options .......................................................................................................................... 4
Formatting Numerical Data and Reference .................................................................................................. 4
Building a Table and using AutoFill ............................................................................................................... 7
Introducing Formulas & Functions................................................................................................................ 7
Understanding and displaying formulas ......................................................................................... 7
Understanding order of operations ................................................................................................. 8
Using statistical Functions and the Status Bar .............................................................................................. 9
COUNT FUNCTION ........................................................................................................................... 9
COUNTA FUNCTION ...................................................................................................................... 10
Remarks ................................................................................................................................................. 10
COUNTIF function .......................................................................................................................... 10
SUMIF FUNCTION ........................................................................................................................... 13
Naming Cell Ranges and Using Name manager .......................................................................................... 14
Pasting Data and Using the clipboard ......................................................................................................... 15
Formatting and Stylizing in Excel ....................................................................................................... 16
Using Format Painter .................................................................................................................................. 19
Number Formatting, conditional formatting .............................................................................................. 20
Using and Creating Cell Styles ..................................................................................................................... 22
Apply a cell style ................................................................................................................................. 23
Using and Creating table styles................................................................................................................... 23
Filtering a Table Layout ............................................................................................................................... 25
Formatting Worksheets with Themes ........................................................................................................ 27
Creating Charts ........................................................................................................................................... 28
Managing Multiple Worksheets.................................................................................................................. 29
Saving a Document ..................................................................................................................................... 31
Printing in Excel ........................................................................................................................................... 33
Viewing and printing worksheet gridlines ..................................................................................... 33
 Excel Basics
Inserting, Moving & Selecting Content

Move cells by drag and dropping

1. Select the cells or range of cells that you want to move or copy.
2. Point to the border of the selection.

3. When the pointer becomes a move pointer , drag the cell or range of cells to
another location.

Move cells by using Cut and Paste

1. Select a cell or a cell range.

2. Select Home > Cut or press Ctrl + X.
3. Select a cell where you want to move the data.

4. Select Home > Paste or press Ctrl + V.

Copy cells in your worksheet using the Copy and Paste commands.

1. Select the cell or range of cells.

2. Select Copy or press Ctrl + C.
3. Select Paste or press Ctrl + V.

Select one or more cells

1. Click on a cell to select it. Or use the keyboard to navigate to it and select it.
2. To select a range, select a cell, then with the left mouse button pressed, drag over the
other cells.

Or use the Shift + arrow keys to select the range.

3. To select non-adjacent cells and cell ranges, hold Ctrl and select the cells.

Select one or more rows and columns

1. Select the letter at the top to select the entire column. Or click on any cell in the column
and then press Ctrl + Space.
2. Select the row number to select the entire row. Or click on any cell in the row and then
press Shift + Space.
3. To select non-adjacent rows or columns, hold Ctrl and select the row or column
numbers.

Select table, list or worksheet

1. To select a list or table, select a cell in the list or table and press Ctrl + A.
2. To select the entire worksheet, click the Select All button at the top left corner.

Inserting and Deleting Rows and Columns

Many times, after you’ve already entered data in a worksheet, you will need to insert
additional rows or columns. To insert a row, select the row or a cell in the row below
which you want the new row to appear. The new row is then inserted above the selected
cell or row.
To insert multiple rows, select the same number of rows as you want to insert. Inserting
columns works the same way, except columns are inserted to the left of the selected cell
or column. By default, the inserted column is formatted the same as the column to the
left.
Deleting a row or column is just as easy—just right-click the row number or column
letter and click Delete in the shortcut menu.

Insert or delete a column

1. Select any cell within the column, then go to Home > Insert > Insert Sheet
Columns or Delete Sheet Columns.
2. Alternatively, right-click the top of the column, and then select Insert or Delete.

Insert or delete a row

1. Select any cell within the row, then go to Home > Insert > Insert Sheet Rows or Delete
Sheet Rows.
2. Alternatively, right-click the row number, and then select Insert or Delete.
Formatting options

When you select a row or column that has formatting applied, that formatting will be
transferred to a new row or column that you insert. If you don't want the formatting to
be applied, you can select the Insert Options button after you insert, and choose from
one of the options as follows:

If the Insert Options button isn't visible, then go to File > Options > Advanced > in
the Cut, copy and paste group, check the Show Insert Options buttons option.

Formatting Numerical Data and Reference

In Excel, you can format numbers in cells for things like currency, percentages, decimals,
dates, phone numbers, or social security numbers.

Available number formats in Excel

Excel for Microsoft 365 Excel for the web Excel 2019 Excel 2016 Excel 2013 More...

Windows Web

In Excel, you can format numbers in cells for things like currency, percentages, decimals,
dates, phone numbers, or social security numbers.
Select a cell or a cell range.

On the Home tab, select Number from the drop-down.

Or, you can choose one of these options:

Press CTRL + 1 and select Number.

Right-click the cell or cell range, select Format Cells… , and select Number.

Select the dialog box launcher next to Number and then select Number.

Select the format you want.

Number formats

To see all available number formats, click the Dialog Box Launcher next to Number on
the Home tab in the Number group.

Format Description
General The default number format that Excel applies when you type a number. For the
most part, numbers that are formatted with the General format are displayed just
the way you type them. However, if the cell is not wide enough to show the
entire number, the General format rounds the numbers with decimals.
The General number format also uses scientific (exponential) notation for large
numbers (12 or more digits).
Number Used for the general display of numbers. You can specify the number of decimal
places that you want to use, whether you want to use a thousands separator, and
how you want to display negative numbers.
Currency Used for general monetary values and displays the default currency symbol with
numbers. You can specify the number of decimal places that you want to use,
whether you want to use a thousands separator, and how you want to display
negative numbers.
Accounting Also used for monetary values, but it aligns the currency symbols and decimal
points of numbers in a column.
Date Displays date and time serial numbers as date values, according to the type and
locale (location) that you specify. Date formats that begin with an asterisk (*)
respond to changes in regional date and time settings that are specified in
Control Panel. Formats without an asterisk are not affected by Control Panel
settings.
Time Displays date and time serial numbers as time values, according to the type and
locale (location) that you specify. Time formats that begin with an asterisk (*)
respond to changes in regional date and time settings that are specified in
Control Panel. Formats without an asterisk are not affected by Control Panel
settings.
Percentage Multiplies the cell value by 100 and displays the result with a percent (%) symbol.
You can specify the number of decimal places that you want to use.
Fraction Displays a number as a fraction, according to the type of fraction that you
specify.
Scientific Displays a number in exponential notation, replacing part of the number with
E+n, where E (which stands for Exponent) multiplies the preceding number by 10
to the nth power. For example, a 2-decimal Scientific format displays
12345678901 as 1.23E+10, which is 1.23 times 10 to the 10th power. You can
specify the number of decimal places that you want to use.
Text Treats the content of a cell as text and displays the content exactly as you type it,
even when you type numbers.
Special Displays a number as a postal code (ZIP Code), phone number, or Social Security
number.
Custom Allows you to modify a copy of an existing number format code. Use this format
to create a custom number format that is added to the list of number format
codes. You can add between 200 and 250 custom number formats, depending on
the language version of Excel that is installed on your computer. For more
information about custom formats, see Create or delete a custom number
format.
 Building a Table and using AutoFill
Building a Table

1. Select a cell within your data.

2. Select Home > Format as Table.
3. Choose a style for your table.
4. In the Create Table dialog box, set your cell range.
5. Mark if your table has headers.
6. Select OK.

Using AutoFill

1. Select one or more cells you want to use as a basis for filling additional cells.

For a series like 1, 2, 3, 4, 5..., type 1 and 2 in the first two cells. For the series 2, 4, 6,
8..., type 2 and 4.

For the series 2, 2, 2, 2..., type 2 in first cell only.

2. Drag the fill handle .

3. If needed, click Auto Fill Options and choose the option you want.

Introducing Formulas & Functions

Understanding and displaying formulas
The real strength of Excel is its capability to perform common and complex calculations.
The formula is one of the essential elements of Excel, which enables you to add,
subtract, multiply, and divide numbers. When you enter a formula in a cell, the formula
is stored internally and the results are displayed in the cell. You can view the underlying
formula in the formula bar when the cell is active, when you double-click the cell to edit
it, or by using the Formulas tab.

Display Formulas
GET READY. Before you begin these steps, LAUNCH Microsoft Excel and then OPEN a
new blank workbook.
1. Click cell A1.
2. Type =7+8*3/2-4 and press Enter. You just entered a formula.
Formulas should be typed without spaces, but if you type spaces, Excel eliminates them
when you press Enter.
3. Click cell A1. Notice that the result of the formula displays in the cell, but the formula
itself appears in the formula bar (see Figure 4-2).

4. Double-click cell A1. The formula

appears in both the active cell and the
formula bar. You can edit the formula in
this mode.
5. Press Enter.
6. On the Formulas tab, in the Formula
Auditing group, click Show Formulas.
The formula in cell A1 displays.

7. Click Show Formulas again to turn off formula display.

8. SAVE the workbook in your folder

Understanding order of operations

If you use more than one operator in a formula, Excel follows a specific order—called
the
order of operations—to calculate the formula. Parentheses play an important role in
controlling the order of operations.

Understand Order of Operations

GET READY. USE the worksheet from the previous exercise.
1. Click cell A1 to make it the active cell.
2. Click in the formula bar.
3. Insert parentheses around 7 + 8.
4. Insert parentheses around 3 / 2.
5. Insert parentheses around (7 + 8) * (3 / 2), as shown in the formula bar in Figure 4-3.
Press Enter. The result in A1 changes to 18.5.
 Using statistical Functions and the Status Bar
MS Excel provides an array of useful statistical functions. These are very similar to other
functions such as sum, max, min, average.

COUNT FUNCTION
The COUNT function counts the number of cells that contain numbers, and counts
numbers within the list of arguments. Use the COUNT function to get the number of
entries in a number field that is in a range or array of numbers. For example, you can
enter the following formula to count the numbers in the range
A1:A20: =COUNT(A1:A20). In this example, if five of the cells in the range contain
numbers, the result is 5.

Syntax

COUNT(value1, [value2], ...)

The COUNT function syntax has the following arguments:

 value1 Required. The first item, cell reference, or range within which you want to count
numbers.
 value2, ... Optional. Up to 255 additional items, cell references, or ranges within which
you want to count numbers.

Note: The arguments can contain or refer to a variety of different types of data, but only
numbers are counted.

 Arguments that are numbers, dates, or a text representation of numbers (for example, a
number enclosed in quotation marks, such as "1") are counted.
 Logical values and text representations of numbers that you type directly into the list of
arguments are counted.
 Arguments that are error values or text that cannot be translated into numbers are not
counted.
 If an argument is an array or reference, only numbers in that array or reference are
counted. Empty cells, logical values, text, or error values in the array or reference are not
counted.
 If you want to count logical values, text, or error values, use the COUNTA function.
 If you want to count only numbers that meet certain criteria, use the COUNTIF function
or the COUNTIFS function.

COUNTA FUNCTION
Description

The COUNTA function counts the number of cells that are not empty in a range.

Syntax

COUNTA(value1, [value2], ...)

The COUNTA function syntax has the following arguments:

 value1 Required. The first argument representing the values that you want to count.
 value2, ... Optional. Additional arguments representing the values that you want to
count, up to a maximum of 255 arguments.

Remarks

 The COUNTA function counts cells containing any type of information, including error
values and empty text (""). For example, if the range contains a formula that returns an
empty string, the COUNTA function counts that value. The COUNTA function does not
count empty cells.
 If you do not need to count logical values, text, or error values (in other words, if you
want to count only cells that contain numbers), use the COUNT function.
 If you want to count only cells that meet certain criteria, use the COUNTIF function or
the COUNTIFS function.

COUNTIF function
Use COUNTIF, one of the statistical functions, to count the number of cells that meet a
criterion; for example, to count the number of times a particular city appears in a
customer list.

In its simplest form, COUNTIF says:

=COUNTIF(Where do you want to look?, What do you want to look for?)

For example:

=COUNTIF(A2:A5,"London")

=COUNTIF(A2:A5,A4)

Examples

To use these examples in Excel, copy the data in the table below, and paste it in cell A1
of a new worksheet.

Data Data
Apples 32
Oranges 54
Peaches 75
Apples 86
Formula Description
=COUNTIF(A2:A5,"apples") Counts the number of cells with apples
in cells A2 through A5. The result is 2.

=COUNTIF(A2:A5,A4) Counts the number of cells with

peaches (the value in A4) in cells A2
through A5. The result is 1.

=COUNTIF(A2:A5,A2)+COUNTIF(A2:A5,A3) Counts the number of apples (the

value in A2), and oranges (the value in
A3) in cells A2 through A5. The result is
3. This formula uses COUNTIF twice to
specify multiple criteria, one criteria
per expression. You could also use
the COUNTIFS function.
=COUNTIF(B2:B5,">55") Counts the number of cells with a
value greater than 55 in cells B2
through B5. The result is 2.

=COUNTIF(B2:B5,"<>"&B4) Counts the number of cells with a

value not equal to 75 in cells B2
through B5. The ampersand (&)
merges the comparison operator for
not equal to (<>) and the value in B4
to read =COUNTIF(B2:B5,"<>75"). The
result is 3.

=COUNTIF(B2:B5,">=32")- Counts the number of cells with a

COUNTIF(B2:B5,">85") value greater than (>) or equal to (=)
32 and less than (<) or equal to (=) 85
in cells B2 through B5. The result is 3.

=COUNTIF(A2:A5,"*") Counts the number of cells containing

any text in cells A2 through A5. The
asterisk (*) is used as the wildcard
character to match any character. The
result is 4.
 =COUNTIF(A2:A5,"?????es") Counts the number of cells that have
exactly 7 characters, and end with the
letters "es" in cells A2 through A5. The
question mark (?) is used as the
wildcard character to match individual
characters. The result is 2.

SUMIF FUNCTION
You use the SUMIF function to sum the values in a range that meet criteria that you
specify. For example, suppose that in a column that contains numbers, you want to sum
only the values that are larger than 5. You can use the following
formula: =SUMIF(B2:B25,">5")

Syntax

SUMIF(range, criteria, [sum_range])

The SUMIF function syntax has the following arguments:

 range Required. The range of cells that you want evaluated by criteria. Cells in each
range must be numbers or names, arrays, or references that contain numbers. Blank and
text values are ignored. The selected range may contain dates in standard Excel format
(examples below).
 criteria Required. The criteria in the form of a number, expression, a cell reference, text,
or a function that defines which cells will be added. Wildcard characters can be included
- a question mark (?) to match any single character, an asterisk (*) to match any
sequence of characters. If you want to find an actual question mark or asterisk, type a
tilde (~) preceding the character.

For example, criteria can be expressed as 32, ">32", B5, "3?", "apple*", "*~?", or TODAY().
 sum_range Optional. The actual cells to add, if you want to add cells other than those
specified in the range argument. If the sum_range argument is omitted, Excel adds the
cells that are specified in the range argument (the same cells to which the criteria is
applied).

Sum_range should be the same size and shape as range. If it isn't, performance may
suffer, and the formula will sum a range of cells that starts with the first cell
in sum_range but has the same dimensions as range. For example:

Range sum_range Actual summed cells

A1:A5 B1:B5 B1:B5
A1:A5 B1:K5 B1:B5

Naming Cell Ranges and Using Name manager

Name a cell

Select a cell.

In the Name Box, type a name.

Press Enter.

Define names from a selected range

Select the range you want to name, including the row or column labels.

Select Formulas > Create from Selection.

In the Create Names from Selection dialog box, designate the location that contains the
labels by selecting the Top row,Left column, Bottom row, or Right column check box.

Select OK.

Excel names the cells based on the labels in the range you designated.

Use names in formulas

Select a cell and enter a formula.

Place the cursor where you want to use the name in that formula.
Type the first letter of the name, and select the name from the list that appears.

Or, select Formulas > Use in Formula and select the name you want to use.

Press Enter.

Manage names in your workbook with Name Manager

On the Ribbon, go to Formulas > Defined Names > Name Manager. You can then
create, edit, delete, and find all the names used in the workbook.

Pasting Data and Using the clipboard

Paste menu options (on the ribbon)

Select Home, select the clipboard icon (Paste) and pick the specific paste option you
want. For example, to paste only formatting from the copied cell,

select Formatting . This table shows the options available in the Paste menu:

Icon Option name What is pasted

Paste All cell contents.

Keep Source Copied cell content along with its column width.
Column Widths

Transpose Reorients the content of copied cells when pasting. Data in rows
is pasted into columns and vice versa.

Formulas Formula(s), without formatting or comments.

Values Formula results, without formatting or comments.

Formatting Only the formatting from the copied cells.

Values & Source Values and formatting from copied cells.

Formatting
Icon Option name What is pasted

Paste Link Reference to the source cells instead of the copied cell contents.

Picture Copied image.

Linked Picture Copied image with a link to the original cells (if you make any
changes to the original cells those changes are reflected in the
pasted image).

Formatting and Stylizing in Excel

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.

1. Select the cell(s) you want to modify.

2. Click the drop-down arrow next to the Font command on the Home tab.
The Font drop-down menu will appear.

3. Select the desired font. A live

preview of the new font will appear as
you hover the mouse over different
options. In our example, we'll
choose Georgia.

4. The text will change to the selected

font.
 5. To change the font size:

1. Select the cell(s) you want to modify.

2. Click the drop-down arrow next to the Font Size command on

the Home tab. The Font Size drop-down menu will appear.

3. Select the desired font size. A live preview of the new font size will
appear as you hover the mouse over different options. In our example, we
will choose 16 to make the text larger.

4. The text will change to the selected font size.

You can also use the Increase Font Size and Decrease Font Size commands or enter
a custom font size using your keyboard.
To change the font color:

1. Select the cell(s) you want to modify.

2. Click the drop-down arrow next to the Font Color command on

the Home tab. The Color menu will appear.

3. Select the desired font color. A live preview of the new font color will
appear as you hover the mouse over different options. In our example,
we'll choose Green.

4. The text will change to

the selected font color.

Select More Colors at the bottom of the menu to access additional color options.
To use the Bold, Italic, and Underline commands:

1. Select the cell(s) you want to modify.

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.

Using Format Painter

Format Painter

If you want to copy formatting from one cell to another, you can use the Format
Painter command on the Home tab. When you click the Format Painter, it will copy all
of the formatting from the selected cell. You can then click and drag over any cells you
want to paste the formatting to.
Number Formatting, conditional formatting
To apply number formatting:

In our example, we'll change the number format for several cells to modify the
way dates are displayed.

1. Select the cells(s) you want to modify.

2. Click the drop-down arrow next to the Number Format command on

the Home tab. The Number Formatting drop-down menu will appear.

3. Select the desired formatting option. In our

example, we will change the formatting to Long Date.

4. The selected cells will change to the new

formatting style. For some number formats, you can then
use the Increase Decimal and Decrease
Decimal commands (below the Number Format
command) to change the number of decimal places that
are displayed.
Conditional Formatting

Use conditional formatting to help you visually explore and analyze data, detect critical
issues, and identify patterns and trends.

Conditional formatting makes it easy to highlight interesting cells or ranges of cells,

emphasize unusual values, and visualize data by using data bars, color scales, and icon
sets that correspond to specific variations in the data.

A conditional format changes the appearance of cells on the basis of conditions that
you specify. If the conditions are true, the cell range is formatted; if the conditions are
false, the cell range is not formatted. There are many built-in conditions, and you can
also create your own (including by using a formula that evaluates to True or False).

Conditional formatting of
monthly record high
temperature data for
various locations, with
colors that correspond to
the values in an intuitive
way (hotter values are
more orange/red, while
cooler values are more
yellow/green)
 Conditional formatting
that uses cell background
colors to highlight
different product
categories, a 3-arrow icon
set to show cost trends
(up, level, down), and data
bars to show differences
between product mark-
ups.

You can apply conditional formatting to a range of cells (either a selection or a named
range), an Excel table, and in Excel for Windows, even a PivotTable report. Note that
there are a few extra considerations for conditional formatting in a PivotTable report -
see the Apply conditional formatting in a PivotTable report section below on the
Windows tab.

Using and Creating Cell Styles

To apply several formats in one step, and to make sure that cells have consistent
formatting, you can use a cell style. A cell style is a defined set of formatting
characteristics, such as fonts and font sizes, number formats, cell borders, and cell
shading. To prevent anyone from making changes to specific cells, you can also use a
cell style that locks cells.

Microsoft Office Excel has several built-in cell styles

that you can apply or modify. You can also modify or
duplicate a cell style to create your own, custom cell
style.

Important: Cell styles are based on the document

theme that is applied to the whole workbook. When
you switch to another document theme, the cell
styles are updated to match the new document
theme.
 Apply a cell style

1. Select the cells that you want to format. For more information, see Select cells, ranges,
rows, or columns on a worksheet.

2. On the Home tab, in the Styles group,

click the More dropdown arrow in the style
gallery, and select the cell style that you want
to apply.

Using and Creating table styles

Excel provides numerous predefined table styles that you can use to quickly format a
table. If the predefined table styles don't meet your needs, you can create and apply a
custom table style. Although you can delete only custom table styles, you can remove
any predefined table style so that it is no longer applied to a table.

You can further adjust the table formatting by choosing Quick Styles options for table
elements, such as Header and Total Rows, First and Last Columns, Banded
Rows and Columns, as well as Auto Filtering.
Choose a table style

When you have a data range that is not formatted as a table, Excel will automatically
convert it to a table when you select a table style. You can also change the format for an
existing table by selecting a different format.

Select any cell within the table, or range of cells you want to format as a table.

On the Home tab, click Format as Table.

Click the table style that you want to use.

Choose table styles to format table elements

There are several table style options that can be toggled on and
off. To apply any of these options:

Select any cell in the table.

Go to Table Tools > Design, or the Table tab on a Mac, and in

the Table Style Options group, check or uncheck any of the
following:

Header Row - Apply or remove

formatting from the first row in the table.

Total Row - Quickly add SUBTOTAL

functions like SUM, AVERAGE, COUNT,
MIN/MAX to your table from a drop-
down selection. SUBTOTAL functions allow you to include or ignore hidden rows in
calculations.

First Column - Apply or remove formatting from the first column in the table.
Last Column - Apply or remove formatting from the last column in the table.

Banded Rows - Display odd and even rows with alternating shading for ease of reading.

Banded Columns - Display odd and even columns with alternating shading for ease of
reading.

Filter Button - Toggle AutoFilter on and off.

Filtering a Table Layout

Use AutoFilter or built-in comparison operators like "greater than" and “top 10” in Excel
to show the data you want and hide the rest. Once you filter data in a range of cells or
table, you can either reapply a filter to get up-to-date results, or clear a filter to
redisplay all of the data.

Filter data in a range or table

Use AutoFilter or built-in comparison operators like "greater than" and “top 10” in Excel
to show the data you want and hide the rest. Once you filter data in a range of cells or
table, you can either reapply a filter to get up-to-date results, or clear a filter to
redisplay all of the data.

Use filters to temporarily hide some of the data in a table, so you can focus on the data
you want to see.

Filter a range of data

Select any cell within the range.

Select Data > Filter.

Select the column header arrow .

Select Text Filters or Number Filters, and then select a comparison, like Between.
Enter the filter criteria and select OK.

Filter data in a table

When you put your data in a table, filter controls are automatically added to the table
headers.
Select the column header arrow for the column you want to filter.

Uncheck (Select All) and select the boxes you want to show.

Click OK.

The column header arrow changes to a

Filter icon. Select this icon to change or clear the
filter.

Formatting Worksheets with Themes

Change the appearance of your worksheet

To change the text fonts, colors, or general look of objects in all worksheets of your
workbook quickly, try switching to another theme or customizing a theme to meet your
needs. If you like a specific theme, you can make it the default for all new workbooks.
To switch to another theme, click Page Layout > Themes, and pick the one you want.

To customize that theme, you can change its

colors, fonts, and effects as needed, save them
with the current theme, and make it the default
theme for all new workbooks if you want.

Change theme colors

Picking a different theme

color palette or changing
its colors will affect the
available colors in the
color picker and the colors
you've used in your
workbook.

Click Page Layout > Colors,

and pick the set of colors
you want.

The first set of colors is used in the current theme.

Creating Charts
Create a chart from start to finish

Charts help you visualize your data in a way that creates maximum impact on your
audience. Learn to create a chart and add a trendline. You can start your document from
a recommended chart or choose one from our collection of pre-built chart templates.

Create a chart

 Select data for the chart.

 Select Insert > Recommended Charts.
 Select a chart on the Recommended Charts tab, to preview the chart.

Note: You can select the data you want in the chart and press ALT + F1 to create a
chart immediately, but it might not be the best chart for the data. If you don’t see a
chart you like, select the All Charts tab to see all chart types.

 Select a chart.
  Select OK.
 Add a trendline
 Select a chart.
 Select Design > Add Chart Element.
 Select Trendline and then select the type of trendline you want, such
as Linear, Exponential, Linear Forecast, or Moving Average.

Managing Multiple Worksheets

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.

To insert a new worksheet:

Locate and select the New sheet button near the bottom-right corner of the Excel
window.

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 copy a worksheet:

If you need to duplicate the content of one worksheet to another, Excel allows you
to copy an existing worksheet.

Right-click the worksheet you want to copy, then select Move or Copy from the
worksheet menu.

The Move or Copy dialog box will appear. Choose

where the sheet will appear in the Before
sheet: field. In our example, we'll choose (move to
end) to place the worksheet to the right of the
existing worksheet.

Check the box next to Create a copy, then click OK.

The worksheet will be copied. It will have the same title as the original worksheet, as well
as a version number.

You can also copy a worksheet to an entirely different workbook. You can select any
workbook that is currently open from the To book: drop-down menu.

To rename a worksheet:

Right-click the worksheet you want to rename, then select Rename from the worksheet
menu.

Type the desired name for the worksheet.

Click anywhere outside the worksheet tab, or press Enter on your keyboard. The
worksheet will be renamed.

To move a worksheet:

Click and drag the worksheet you want to move until a small black arrow appears above
the desired location.

Release the mouse. The worksheet will be moved.

To delete a worksheet:
Right-click the worksheet you want to delete, then select Delete from the worksheet
menu.

The worksheet will be deleted from your workbook.

Saving a Document
Wherever you want to save your workbook (on your computer or the web, for example),
you do all your saving on the File tab.

While you’ll use Save or press Ctrl+S to save an existing workbook in its current location,
you need to use Save As to save your workbook for the first time, in a different location,
or to create a copy of your workbook in the same or another location.

Note: If you are trying to save a macro-enabled workbook (.xlsm) as a regular workbook
(.xlsx), be advised that macros will not be saved in the new file, which could result in loss
of functionality, as VBA macros are a powerful way to automate significant amounts of
work. Consider saving the macros or retaining the macro-enabled file until you are sure
the new file has the functionality you expect.

Click File > Save As.

Under Save As, pick the place where you

want to save your workbook. For example, to
save to your desktop or in a folder on your
computer, click Computer.

To pick another location on your computer,

click Desktop, and then pick the exact place
where you want to save your workbook.
 In the File name box, enter a name for a new
workbook. Enter a different name if you’re
creating a copy of an existing workbook.

To save your workbook in a different file format (like .xls or .txt), in the Save as type list
(under the File name box), pick the format you want.

Click Save.

Pin your favorite save location

When you’re done saving your workbook, you can “pin” the location you saved to. This
keeps the location available so you can use it again to save another workbook. If you
tend to save things to the same folder or location a lot, this can be a great time saver!
You can pin as many locations as you want.

Click File > Save As.

Under Save As, pick the place where you last saved your workbook. For example, if you
last saved your workbook to the Documents folder on your computer, and you want to
pin that location, click Computer.

Under Recent folders on the right, point to the location you want to pin. A push pin
image appears to the right.
 Click the image to pin that folder. The image now shows as
pinned . Every time you save a workbook, this location will
appear at the top of the list under Recent folders.

Tip: To unpin a location, just click the pinned push pin

image again.

Printing in Excel
Viewing and printing worksheet gridlines
Worksheet gridlines (the lines that display around worksheet cells), row headings, and
column headings can be used to enhance a worksheet’s appearance. Onscreen, these
elements are displayed by default, but they are not printed automatically.
You can choose to show or hide gridlines in your worksheet. By default, gridlines are
present when you open a worksheet. You can also choose whether gridlines are printed.
A printed worksheet is easier to read when gridlines are included.
View and Print a Worksheet’s Gridlines
GET READY. LAUNCH Excel if it is not already running.

1. Click the Page Layout tab, and then in the Sheet Options group, uncheck the
Gridlines View check box. The gridlines disappear from the worksheet.
2. Check the Gridlines View check box to restore viewable gridlines.
3. Check the Gridlines Print check box. This action will force gridlines to appear in your
printed worksheet.
4. Click the Dialog Box Launcher in the Sheet Options group to open the Page Setup
dialog box.
5. On the Sheet tab, notice that the Gridlines check box is checked. Click the Print
Preview button. Gridlines appear in the preview, as shown.
6. In the upper-left corner
of the Print window, click
the Return to document
button to return to the
worksheet.