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Microsoft Excel 2010

Microsoft Excel 2010 is spreadsheet software in the Microsoft 2010 Office Suite. Excel allows you
to store, manipulate and analyze information and data in organized workbooks
for home and business tasks. Extension of MS Excel is “.xlsx”.
Each rectangle in a worksheet is called a cell. Cells can contain letters,
numbers, and dates. A cell is the intersection of a row and a column. Each cell
has a name, or a cell address based on which column and row it intersects. The
cell address of a selected cell appears in the Name box. Worksheet consists of
1.048.576 rows and 16384 columns.
The program window consist of Head line, The Quick Access Toolbar, Ribbon, Name box, Formula
Bar, Worksheet, Scrollbars and Status Bar.
The Ribbon Microsoft Excel 2010 contains 8 tabs, each with several groups of commands. These
tabs are always on view on the Ribbon: File, Home, Insert, Page Layout, Formulas, Data, Review
and View.
Electronic spreadsheet packages are programs that are used for analysis, planning, and modelling.
They provide electronic replacement for more traditional tools such as paper worksheets, pencils,
and calculators. In a worksheet of rows and columns are stored in the computer's memory and
displayed on the video screen. Data and formulas are entered into the worksheet and the computer
performs the calculations based on the formulas entered. A spreadsheet package can also be used as
a decision support tool to perform what-if analysis.
Short description of all tabs functions in the MS Excel:
1. File tab is mainly for start a New file, Save, open, print a file and use the Options to change Excel
settings.
2. Home tab is mainly for formatting and edit text in spreadsheet.
3. Insert tab is mainly for mainly for insert to spreadsheet any object.
4. Page Layout tab is mainly change page setup and Page backgrounds in spreadsheet.
5. Formula tab is mainly for apply functions and auditing formulas.
6. Data tab is mainly for get external data and apply sort and filter.
7. Review tab is mainly for Check Spelling & Grammar add and review Comments, use research
service or thesaurus (Using the thesaurus, you can look up synonyms (different words with the same
meaning) and antonyms (words with the opposite meaning).
8. View tab is mainly for Switch to all Pages view, show grid, zoom windows.

Start a new file, save a file or use Save As, open a file; see your most recently used files; protect
files by applying a password; delete personal information from a file; prepare to share; and use the
Options window to change Excel settings. File tab is mainly used for Start a New file, Save and
Print document.

Ribbon - its 8 tabs, groups and commands:

1. File tab conteins 12 commands (Save, Save as, Open, Close, Info, Resent, New, Print, Save and
Send, Help, Options, Exit).

Commands of File tab (12) – Save, Save As, Open, Close, Info, Recent, New, Print, Save & Send,
Help, Options, Exit.
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2. Home tab: Copy, paste; format text, numbers and cells; find and replace text and numbers.
Groups of Home tab (7)
– Clipboard - the area of storage for objects, data after a user carries out a Cut or Copy command,
Font, Alignment, Number, Styles, Cells, Editing.
3. Insert tab: Insert Tables, Illustrations, Charts, Links, Text and Symbols.
Groups of Insert tab (8) – Tables, Illustrations, Charts, Sparklines, Filter, Links, Text, Symbols.
4. Page Layout tab: Apply background design, colors, fonts, and special effects to the whole
spreadsheet and setup of Sheets.
Groups of Page Layout tab (5) – Themes, Page Setup, Scale to Fit, Sheet Options, Arrange.
5. Formulas tab: Apply functions and auditing formulas.
Groups of Formulas tab (4) – Functions Library, Defined Names, Formulas Auditing, Calculation.
6. Data tab: To get external data and apply sort and filter.
Groups of Data tab (5) – Get Extra Data, Connections, Sort&Filter, Data Tools, Outline.
7. Review tab: For check Spelling, add and review comments, use thesaurus.
Groups of Review tab (4) – Proofing, Language, Comments, Changes.
8. View tab: Switch to all Workbook views including Full screen, show grid, zoom windows and
windows view Side by Side.
Groups of View tab (5) – Workbook Views, Show, Zoom, Window, Macros.
Spreadsheets work. A spreadsheet appears as a grid - each row has its own number and each column
its own letter. This labeling of rows and columns is used to give each cell a cell address or reference,
for example, C5 means column C, row 5.
It is also possible to refer to a range of cells collectively, i.e. E4:E12 includes E4, E12 and all of the
cells in-between. Cells can contain numbers, text or formulae.
Example spreadsheet:

Formulae. The formula in cells E2 to E8 works out the total value of sales for each item. It does this
by multiplying the number sold by the individual price. For example, seven kilograms of apples
were sold at 70p per kilogram, the sales total is calculated as £4.90 and is displayed in the cell E2.
The formula in E2 is =C2*D2, i.e. 7 × £0.70.
Cell E12 contains a formula that calculates the total value of the sales column. The formulae used is
=SUM(E2:E8). This formula includes cells E2, E8 and all of the cells in-between. You could write
it=E2+E3+E4+E5+E6+E7+E8 which will give the same result but is overly complex and leaves
more room for mistakes. Note, the =SUM function should only be used when adding a range of
cells.
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Introduction to Cells and Cell Content. Cells are the basic building blocks of a worksheet. Cells can
contain a variety of content such as text, formatting attributes, formulas and functions.
The Cell. Each rectangle in a worksheet is called a cell. A cell is the intersection of a row and a
column.

Each cell has a name, or a cell address based on which column and row it intersects.

The cell address of a selected cell appears in the Name box. Here you can see that C5 is selected.
1. Click on a cell to select it. When a cell is selected you will notice that the borders of the cell
appear bold and the column heading and row heading of the cell are highlighted.
2. Release your mouse. The cell will stay selected until you click on another cell in the worksheet.
To Select Multiple Cells:
1. Click and drag your mouse until all of the adjoining cells you want are highlighted.

Cell Content. Each cell can contain its own text, formatting, comments, formulas, and functions.
 Text. Cells can contain letters, numbers, and dates.
 Formatting attributes. Cells can contain formatting attributes that change the way letters,
numbers, and dates are displayed. For example, dates can be formatted as MM/DD/YYYY or

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Month/D/YYYY.
 Comments. Cells can contain comments from multiple reviewers.
 Formulas and Functions
To Delete Cells:
1. Select the cells that you want to delete.
2. Choose the Delete command from the ribbon.

To Access Formatting Commands by Right-Clicking:

1. Select the cells you want to format.
2. Right-click on the selected cells. A dialog box will appear where you can easily access many
commands that are on the ribbon.
To Drag and Drop Cells:
1. Select the cells that you wish to move.
2. Position your mouse on one of the outside edges of the selected cells. The mouse changes from

a white cross to a black cross with 4 arrows .

Positioning the mouse to drag and drop cells

3. Click and drag the cells to the new location.
4. Release your mouse and the cells will be dropped there.

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Formatting Cells. In Excel, there are many tools you can use to format text and cells.
To Change the Font Size:
1. Select the cells 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 appears.
3. Move your mouse over the various font sizes. A live preview of the font size will appear in
the worksheet.

4. Select the font size you want to use.

You can also use the Grow Font and Shrink Font commands to change the size.

To Use the Bold, Italic, and Underline Commands:

1. Select the cells you want to modify.
2. Click the Bold (B), Italic (I), or Underline (U) command on the Home tab.

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To Add a Border:
1. Select the cells you want to modify.
2. Click the drop-down arrow next to the Borders command on the Home tab. The border
drop-down menu appears.

3. Select the border style you want to use.

You can draw borders and change the line style and color of borders with the Draw Borders tools at
the bottom of the Borders drop-down menu.
To Change Vertical Text Alignment:
1. Select the cells you want to modify.
2. Select one of the three vertical Alignment commands on the Home tab.
o Top Align: Aligns text to the top of the cell.
o Middle Align: Aligns text to the middle of the cell.
o Bottom Align: Aligns text to the bottom of the cell.
Formatting Numbers and Dates: One of the most useful features of Excel is its ability to format
numbers and dates in a variety of ways. For example, you might need to format numbers with
decimal places, currency symbols ($), percent symbols (%), etc.
1. Select the cells you want to modify.
2. Click the drop-down arrow next to the Number Format command on the Home tab.
3. Select the number format you want.
Creating Simple Formulas

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Excel uses standard operators for equations, such as a plus sign for addition (+), a minus sign for
subtraction (-), an asterisk for multiplication (*), a forward slash for division (/), and a carat (^)
for exponents.
The key thing to remember when writing formulas for Excel is that all formulas must begin with an
equal sign (=). This is because the cell contains or is equal to, the formula and its value.
1. Select the cell where the answer will appear (B4, for example).

2. Type the equal sign (=).

3. Type in the formula you want Excel to calculate. For example, "75/250".

4. Press Enter. The formula will be calculated and the value will be displayed in the cell.

To Create a Formula Using Cell References:

1. Select the cell where the answer will appear (B3, for example).

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2. Type the equal sign (=).

3. Type the cell address that contains the first number in the equation (B1, for example).

4. Type the operator you need for your formula. For example, type the addition sign (+).
5. Type the cell address that contains the second number in the equation (B2, for example).

6. Press Enter. The formula will be calculated and the value will be displayed in the cell.

If you change a value in either B1 or B2, the total will automatically recalculate.

To Create a Formula using the Point and Click Method:

1. Select the cell where the answer will appear (B4, for example).

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2. Type the equal sign (=).

3. Click on the first cell to be included in the formula (A3, for example).

Type the operator you need for your formula. For example, type the multiplication sign (*).
4. Click on the next cell in the formula (B3, for example).

Press Enter. The formula will be calculated and the value will be displayed in the cell.

Worksheets. When you open an Excel workbook, there are three worksheets by default. The
default names on the worksheet tabs are Sheet1, Sheet2 and Sheet3. To organize your workbook
and make it easier to navigate, you can rename and even color-code the worksheet tabs.
Additionally, you can insert, delete, move and copy worksheets.
To Rename Worksheets:
1. Right-click the worksheet tab you want to rename. The worksheet menu appears.
2. Select Rename.

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3. The text is now highlighted by a black box. Type the name of your worksheet.

4. Click anywhere outside of the tab. The worksheet is renamed.

To Insert New Worksheets:

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

You can change the setting for the default number of worksheets that appear in Excel workbooks.
To access this setting, go into Backstage view and click on Options.
Printing.
1. Click the File tab. This takes you to Backstage view.
2. Select Print. The Print pane appears, with the print settings on the left and the Print Preview
on the right.
Formulas

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Excel calculates formulas based on the following order of operations:

1. Operations enclosed in parentheses
2. Exponential calculations (to the power of)
3. Multiplication and division, whichever comes first
4. Addition and subtraction, whichever comes first
Example. In this example, we will review how Excel will calculate a complex formula using the
order of operations. The selected cell will display the percent of total Pete Lily seeds sold that were
white.

1. First, Excel will calculate the amount sold in parentheses: (19*1.99)=37.81 White Lily seeds
and (33*1.99)=65.67 Total Lily seeds.
2. Second, it will divide the White Lily seeds amount by the Total Lily seeds amount:
37.81/65.67=.5758.
3. Last, it will multiply the result by 100 to obtain the value as a percent: .5758*100=57.58.
Based on this complex formula, the result will show that 57.58% of the total Pete Lily seeds sold
were white. You can see from this example, that it is important to enter complex formulas with the
correct order of operations. Otherwise, Excel will not calculate the results accurately.
To Create a Complex Formula Using the Order of Operations:
In this example, we will use cell references in addition to actual values, to create a complex formula
that will add tax to the nursery order.
1. Click the cell where you want the formula result to appear (for example, F11).
2. Type the equal sign (=).
3. Type an open parenthesis, then click on the cell that contains the first value you want in the
formula (for example, F4).
4. Type the first mathematical operator (for example, the addition sign).
5. Click on the cell that contains the second value you want in the formula (for example, F5),
and then type a closed parenthesis.
6. Type the next mathematical operator (for example, the multiplication sign).
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7. Type the next value in the formula (for example, 0.055 for 5.5% tax).

8. Click Enter to calculate your formula. The results show that $2.12 is the tax for the nursery
order.
Working with Basic Functions: A function is a predefined formula that performs calculations
using specific values in a particular order. One of the key benefits of functions is that they can save
you time since you do not have to write the formula yourself. Excel has hundreds of different
functions to assist with your calculations.

In order to use these functions correctly, you need to understand the different parts of a function
and how to create arguments in functions to calculate values and cell references.
The Parts of a Function. The order in which you insert a function is important. Each function has a
specific order, called syntax, which must be followed for the function to work correctly. The basic
syntax to create a formula with a function is to insert an equal sign (=), a function name (SUM, for
example, is the function name for addition), and an argument. Arguments contain the information
you want the formula to calculate, such as a range of cell references.

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

3. Enter the cells for the argument inside the parenthesis.

4. Press Enter and the result will appear: $ 450.85.

Using AutoSum to select Common Functions: The AutoSum command allows you to
automatically return the results for a range of cells for common functions like SUM and AVG.
1. Select the cell where the answer will appear (E24, for example).
2. Click on the Home tab.
3. In the Editing group, click on the AutoSum drop-down arrow and select the function you
desire (Average, for example).

4. A formula will appear in the selected cell E24. If logically placed, AutoSum will select your
cells for you. Otherwise, you will need to click on the cells to choose the argument you
desire.

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5. Press Enter and the result will appear.

$11.24 Result
The AutoSum command can also be accessed from the Formulas tab.
To Insert a Function from the Function Library:
1. Select the cell where the answer will appear (I6, for example)
2. Click on the Formulas tab.
3. From the Function Library group, select the function category you desire. In this example,
we will choose Date & Time.
4. Select the desired function from the Date & Time drop-down menu.

5. The Function Arguments dialog box will appear. Insert the cursor in the first field and then
enter or select the cell or cells you desire (G6, for example).

Insert the cursor in the next field and then enter or select the cell(s) you desire (H6, for example).

Click OK and the result will appear. Our results show that it took 5 days to receive the order.
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Insert Function Command. The Insert Function command is convenient because it allows you to
search for a function by typing a description of what you are looking for or by selecting a category
to peruse. The Insert Function command can also be used to easily enter or select more than one
argument for a function.
Using the Insert Function command: In this example, we want to find a function that will count
the total number of supplies listed in the Office Supply Order Log. The basic COUNT function only
counts cells with numbers; we want to count the cells in the Office Supply column, which uses text.
Therefore, we will need to find a formula that counts cells with text.
1. Select the cell where the answer will appear (A27, for example)
2. Click on the Formulas tab and select the Insert Function command.

3. The Insert Function dialog box will appear.

4. Type a description of the function you are searching for and click Go. For our example, we
will type: Count cells with text. (You may also search by selecting a category.)

Review the results to find the function you desire. We will use COUNTA. Then click OK.

5. The Function Arguments dialog box will appear. Insert the cursor in the first field and then
enter or select the cell(s) you desire (A6:A14, for example).

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6. Insert the cursor in the next field and then enter or select the cell(s) you desire (A19:A23, for
example). (You may continue to add additional arguments if needed.)

7. Click OK and the result will appear. Our results show that 14 Total Supplies were ordered
from our log.

 Insert a function from the Functions Library. If you are using the example, find the
PRODUCT function (multiply) to calculate the Unit Quantity times the Unit Price in cells
F19 through F23.
 Use the Insert Function command to search and explore functions.
Sorting options can also be found on the Home tab, condensed into the Sort & Filter command.
To Sort in Numerical Order:
1. Select a cell in the column you want to sort by.

2. From the Data tab, click the ascending command to Sort Smallest to Largest, or the
descending command to Sort Largest to Smallest.
3. The data in the spreadsheet will be organized numerically.

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Sorted by homeroom number, from smallest to largest

1. Click OK. All other data will be filtered, or temporarily hidden. Only laptops and projectors
will be visible.

Filtering options can also be found on the Home tab, condensed into the Sort & Filter command.

1. Click OK. In addition to the original filter, the new filter will be applied. The worksheet will
be narrowed down even further.

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To Clear a Filter:
1. Click the drop-down arrow in the column from which you want to clear the filter.
2. Choose Clear Filter From

3. The filter will be cleared from the column. The data that was previously hidden will be on
display once again.
To instantly clear all filters from your worksheet, click the Filter command on the Data tab.
Tables

Format Information as a Table:

1. Select the cells you want to format as a table. In this example, an invoice, we will format the
cells that contain the column headers and the order details.

2. Click the Format as Table command in the Styles group on the Home tab.
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3. A list of predefined table styles will appear. Click a table style to select it.

4. A dialog box will appear, confirming the range of cells you have selected for your table. The
cells will appear selected in the spreadsheet, and the range will appear in the dialog box.
5. If necessary, change the range by selecting a new range of cells directly on your spreadsheet.
6. If your table has headers, check the box next to My table has headers.

7. Click OK. The data will be formatted as a table in the style that you chose.

Modifying Tables. To Add Rows or Columns:

1. Select any cell in your table. The Design tab will appear on the Ribbon.
2. From the Design tab, click the Resize Table command.

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3. Directly on your spreadsheet, select the new range of cells that you want your table to cover.
You must select your original table cells as well.

4. Click OK. The new rows and/or columns will be added to your table.

To Change the Table Style:

1. Select any cell in your table. The Design tab will appear.
2. Locate the Table Styles group. Click the More drop-down arrow to see all of the table styles.

Hover the mouse over the various styles to see a live preview.
3. Select the desired style. The table style will appear in your worksheet.

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To Change the Table Style Options: When using an Excel table, you can turn various options on
or off to change its appearance. There are six options: Header Row, Total Row, Banded Rows, First
Column, Last Column, and Banded Columns.
1. Select any cell in your table. The Design tab will appear.
2. From the Design tab, check or uncheck the desired options in the Table Style Options
group.

Using Templates. Excel allows users to create new workbooks using templates, or a predefined
pattern. Several templates are preloaded in Excel and others are located on Microsoft Office Online.
A template is a pre-designed spreadsheet that users can use to create new spreadsheets with the same
formatting and predefined formulas. With templates, users don't need to know how to do the math,
or even how to write formulas, these are already integrated into the spreadsheet.
To Create a New Workbook Using a Template:
1. Click the File tab to go to Backstage view.
2. Select New. The Available Templates pane appears.
3. Click Sample templates to choose a built-in template, or select an Office.com template
category to download a template. In this example, we will download a template from
Office.com.

4. Thumbnail images of the templates you have to choose from appear in the center. A larger
preview appears on the right.
5. Select the desired template, then click Download to open it. (If using a Sample template,
Download will be replaced by Create.)

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6. A new workbook will appear using the template you chose.

Use caution when downloading Office.com templates. Some of them are uploaded by people not
affiliated with Microsoft, and Microsoft cannot guarantee that those templates are free from viruses
or defects. For those templates, you'll see a warning message before downloading them.

Charts. Excel workbooks can contain a lot of data, and that data can often be difficult to interpret.
Types of Charts. Use the interactive below to view examples of some of the types of charts that are
available in Excel.
To Create a Chart:
1. Select the cells that you want to chart, including the column titles and the row labels. These
cells will be the source data for the chart.

2. Click the Insert tab.

3. In the Charts group, select the desired chart category (Column, for example).

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Selecting the Column category

4. Select the desired chart type from the drop-down menu (Clustered Column, for example).

5. The chart will appear in the worksheet.

Chart Tools. Once you insert a chart, a set of Chart Tools, arranged into three tabs, will appear on
the Ribbon. These are only visible when the chart is selected. You can use these three tabs to modify
your chart.

To Change the Chart Type:

1. From the Design tab, click the Change Chart Type command. A dialog box appears.

2. Select the desired chart type and click OK.

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To Switch Row and Column Data: Sometimes when you create a chart, the data may not be
grouped the way you want it to be. In the clustered column chart below, the Book Sales statistics
are grouped by Fiction/Non-Fiction, with a column for each year. However, you can also switch the
row and column data so that the chart will group the statistics by year, with columns for Fiction
and Non-Fiction. In both cases, the chart contains the same data; it's just organized differently.

Book Sales, grouped by Fiction/Non-Fiction:

1. Select the chart.
2. From the Design tab, select the Switch Row/Column command.

3. The chart will then readjust.

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To Change the Chart Layout:

1. Select the Design tab.
2. Click the More drop-down arrow in the Chart Layouts group to see all of the available
layouts.

3. Select the desired layout.

4. The chart will update to reflect the new layout.

Some layouts include chart titles, axes, or legend labels. To change them, just place the insertion
point in the text and begin typing.
To Change the Chart Style:
1. Select the Design tab.
2. Click the More drop-down arrow in the Chart Styles group to see all of the available styles.

3. Select the desired style.

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Selecting a chart style

4. The chart will update to reflect the new style.

To Move the Chart to a Different Worksheet:

1. Select the Design tab.
2. Click the Move Chart command. A dialog box appears. The current location of the chart is
selected.

3. Select the desired location for the chart (i.e., choose an existing worksheet, or select New
Sheet and name it).

4. Click OK. The chart will appear in the new location.

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