Microso� Excel is a commercial spreadsheet applica�on, writen and distributed by Microso� for

Microso� Windows and Mac OS X. At the �me of wri�ng this tutorial the Microso� excel version was
2010 for Microso� Windows and 2011 for Mac OS X.

Microso� Excel is a spreadsheet tool capable of performing calcula�ons, analyzing data and
integra�ng informa�on from different programs.

By default, documents saved in Excel 2010 are saved with the .xlsx extension whereas the file
extension of the prior Excel versions are .xls.

Audience

This tutorial has been designed for computer users who would like to learn Microso� Excel in easy
and simple steps. It will be highly useful for those learners who do not have prior exposure to
Microso� applica�ons.

Prerequisites

Before proceeding with this tutorial, you should have a basic understanding of Computer peripherals
like mouse, keyboard, monitor, screen etc. and their basic opera�ons. You should also have the basic
skills of file management and folder naviga�ons.

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 EXCEL BASICS
Ge�ng Started with Excel 2010

This chapter teaches you how to start an excel 2010 application in simple steps. Assuming you have
Microsoft Office 2010 installed in your PC, start the excel application following the below mentioned
steps in your PC.
Step 1 − Click on the Start button.

Step 2 − Click on All Programs option from the menu.

Step 3 − Search for Microsoft Office from the sub menu and click it.

Step 4 − Search for Microsoft Excel 2010 from the submenu and click it.
This will launch the Microsoft Excel 2010 application and you will see the following excel window.

Explore Window in Excel 2010

The following basic window appears when you start the excel application. Let
us now understand the various important parts of this window.
File Tab
The File tab replaces the Office button from Excel 2007. You can click it to
check the Backstage view, where you come when you need to open or save
files, create new sheets, print a sheet, and do other file-related operations.

Quick Access Toolbar

You will find this toolbar just above the File tab and its purpose is to provide a
convenient resting place for the Excel's most frequently used commands. You
can customize this toolbar based on your comfort.
Ribbon
Ribbon contains commands organized in three components −
Tabs − They appear across the top of the Ribbon and contain groups of related
commands. Home, Insert, Page Layout are the examples of ribbon tabs.
Groups − They organize related commands; each group name appears below the
group on the Ribbon. For example, group of commands related to fonts or group
of commands related to alignment etc.
Commands − Commands appear within each group as mentioned above.

Title Bar
This lies in the middle and at the top of the window. Title bar shows the
program and the sheet titles.
Help
The Help Icon can be used to get excel related help anytime you like. This
provides nice tutorial on various subjects related to excel.

Zoom Control
Zoom control lets you zoom in for a closer look at your text. The zoom control
consists of a slider that you can slide left or right to zoom in or out. The +
buttons can be clicked to increase or decrease the zoom factor.
View Buttons
The group of three buttons located to the left of the Zoom control, near the
bottom of the screen, lets you switch among excel's various sheet views.
Normal Layout view − This displays the page in normal view.
Page Layout view − This displays pages exactly as they will appear when
printed. This gives a full screen look of the document.
Page Break view − This shows a preview of where pages will break when
printed.
Sheet Area
The area where you enter data. The flashing vertical bar is called the insertion
point and it represents the location where text will appear when you type.
Row Bar
Rows are numbered from 1 onwards and keeps on increasing as you keep
entering data. Maximum limit is 1,048,576 rows.

Column Bar
Columns are numbered from A onwards and keeps on increasing as you keep
entering data. After Z, it will start the series of AA, AB and so on. Maximum
limit is 16,384 columns.

Status Bar
This displays the current status of the active cell in the worksheet. A cell can be
in either of the fours states (a) Ready mode which indicates that the worksheet
is ready to accept user inpu (b) Edit mode indicates that cell is editing mode, if
it is not activated the you can activate editing mode by double-clicking on a cell
(c) A cell enters into Enter mode when a user types data into a cell
(d) Point mode triggers when a formula is being entered using a cell reference
by mouse pointing or the arrow keys on the keyboard.

Dialog Box Launcher

This appears as a very small arrow in the lower-right corner of many groups on
the Ribbon. Clicking this button opens a dialog box or task pane that provides
more options about the group.

BackStage View in Excel 2010

The Backstage view has been introduced in Excel 2010 and acts as the central
place for managing your sheets. The backstage view helps in creating new
sheets, saving and opening sheets, printing and sharing sheets, and so on.
Getting to the Backstage View is easy. Just click the File tab located in the
upper-left corner of the Excel Ribbon. If you already do not have any opened
sheet then you will see a window listing down all the recently opened sheets as
follows −
If you already have an opened sheet then it will display a window showing the
details about the opened sheet as shown below. Backstage view shows three
columns when you select most of the available options in the first column.
First column of the backstage view will have the following op�ons –

1.
Save
If an existing sheet is opened, it would be saved as is, otherwise it
will display a dialogue box asking for the sheet name.
2. Save As
A dialogue box will be displayed asking for sheet name and sheet type. By default, it will
save in sheet 2010 format with extension .xlsx.
3. Open
This op�on is used to open an exis�ng excel sheet.
4. Close
This op�on is used to close an opened sheet.
5. Info
This op�on displays the informa�on about the opened sheet.
6. Recent
This op�on lists down all the recently opened sheets.
7. New
This op�on is used to open a new sheet.
8. Print
This op�on is used to print an opened sheet.
9. Save & Send
This op�on saves an opened sheet and displays op�ons to send the sheet using email etc.
Sheet Informa�on
When you click Info op�on available in the first column, it displays the following informa�on in the
second column of the backstage view −

• Compa�bility Mode − If the sheet is not a na�ve excel 2007/2010 sheet, a Convert buton
appears here, enabling you to easily update its format. Otherwise, this category does not
appear.

• Permissions − You can use this op�on to protect the excel sheet. You can set a password so
that nobody can open your sheet, or you can lock the sheet so that nobody can edit your
sheet.

• Prepare for Sharing − This sec�on highlights important informa�on you should know about
your sheet before you send it to others, such as a record of the edits you made as you
developed the sheet.

• Versions − If the sheet has been saved several �mes, you may be able to access previous
versions of it from this sec�on.

Sheet Properties

When you click Info option available in the first column, it displays various properties in the
third column of the backstage view. These properties include sheet size, title, tags, categories
etc.

You can also edit various properties. Just try to click on the property value and if property is
editable, then it will display a text box where you can add your text like title, tags, comments,
Author.

Exit Backstage View

It is simple to exit from the Backstage View. Either click on the File tab or press the Esc
button on the keyboard to go back to excel working mode.

Entering values in excel sheet is a child’s play and this chapter shows how to enter values in
an excel sheet. A new sheet is displayed by default when you open an excel sheet as shown in
the below screen shot.
Sheet area is the place where you type your text. The flashing vertical bar is called the
insertion point and it represents the location where text will appear when you type. When you
click on a box then the box is highlighted. When you double click the box, the flashing
vertical bar appears and you can start entering your data.

So, just keep your mouse cursor at the text insertion point and start typing whatever text you
would like to type. We have typed only two words "Hello Excel" as shown below. The text
appears to the left of the insertion point as you type.
There are following three important points, which would help you while typing −

• Press Tab to go to next column.

• Press Enter to go to next row.
• Press Alt + Enter to enter a new line in the same column.

Excel provides a number of ways to move around a sheet using the

mouse and the keyboard.

First of all, let us create some sample text before we proceed. Open a
new excel sheet and type any data. We've shown a sample data in the
screenshot.

OrderDate Region Rep Item Units Unit Total

Cost
1/6/2010 East Jones Pencil 95 1.99 189.05
1/23/2010 Central Kivell Binder 50 19.99 999.5
2/9/2010 Central Jardine Pencil 36 4.99 179.64
2/26/2010 Central Gill Pen 27 19.99 539.73
3/15/2010 West Sorvino Pencil 56 2.99 167.44
4/1/2010 East Jones Binder 60 4.99 299.4
4/18/2010 Central Andrews Pencil 75 1.99 149.25
5/5/2010 Central Jardine Pencil 90 4.99 449.1
 5/22/2010 West Thompson Pencil 32 1.99 63.68
6/8/2010 East Jones Binder 60 8.99 539.4
6/25/2010 Central Morgan Pencil 90 4.99 449.1
7/12/2010 East Howard Binder 29 1.99 57.71
7/29/2010 East Parent Binder 81 19.99 1,619.19
8/15/2010 East Jones Pencil 35 4.99 174.65

Moving with Mouse

You can easily move the inser�on point by clicking in your text anywhere on the screen. Some�me if
the sheet is big then you cannot see a place where you want to move. In such situa�ons, you would
have to use the scroll bars, as shown in the following screen shot −
You can scroll your sheet by rolling your mouse wheel, which is equivalent to clicking the up-arrow or
down-arrow butons in the scroll bar.

Moving with Scroll Bars

As shown in the above screen capture, there are two scroll bars: one for moving ver�cally within the
sheet, and one for moving horizontally. Using the ver�cal scroll bar, you may −

• Move upward by one line by clicking the upward-poin�ng scroll arrow.

• Move downward by one line by clicking the downward-poin�ng scroll arrow.

• Move one next page, using next page buton (footnote).

• Move one previous page, using previous page buton (footnote).

• Use Browse Object buton to move through the sheet, going from one chosen object to the
next.
Moving with Keyboard

The following keyboard commands, used for moving around your sheet, also move the inser�on
point –

Keystroke Where the Inser�on Point Moves

Forward one box

Back one box

Up one box

Down one box

PageUp To the previous screen

PageDown To the next screen

Home To the beginning of the current screen

End To the end of the current screen

You can move box by box or sheet by sheet. Now click in any box containing data in the sheet. You
would have to hold down the Ctrl key while pressing an arrow key, which moves the inser�on point
as described here −

Key Combina�on Where the Inser�on Point Moves

Ctrl + To the last box containing data of the current row.

Ctrl + To the first box containing data of the current row.

To the first box containing data of the current column.

Ctrl +

To the last box containing data of the current column.

Ctrl +

Ctrl + PageUp To the sheet in the le� of the current sheet.

Ctrl + PageDown To the sheet in the right of the current sheet.

Ctrl + Home To the beginning of the sheet.

Ctrl + End To the end of the sheet.

Moving with Go To Command

Press F5 key to use Go To command, which will display a dialogue box where you will find various
op�ons to reach to a par�cular box.

Normally, we use row and column number, for example K5 and finally press Go To buton.
Saving New Sheet

Once you are done with typing in your new excel sheet, it is �me to save your sheet/workbook to
avoid losing work you have done on an Excel sheet. Following are the steps to save an edited excel
sheet −

Step 1 − Click the File tab and select Save As op�on.

Step 2 − Select a folder where you would like to save the sheet, Enter file name, which you want to
give to your sheet and Select a Save as type, by default it is .xlsx format.

Step 3 − Finally, click on Save buton and your sheet will be saved with the entered name in the
selected folder.

Saving New Changes

There may be a situa�on when you open an exis�ng sheet and edit it par�ally or completely, or even
you would like to save the changes in between edi�ng of the sheet. If you want to save this sheet
with the same name, then you can use either of the following simple op�ons −

• Just press Ctrl + S keys to save the changes.

• Op�onally, you can click on the floppy icon available at the top le� corner and just above
the File tab. This op�on will also save the changes.
 • You can also use third method to save the changes, which is the Save op�on available just
above the Save As op�on as shown in the above screen capture.

If your sheet is new and it was never saved so far, then with either of the three op�ons, word would
display you a dialogue box to let you select a folder, and enter sheet name as explained in case of
saving new sheet.

Crea�ng New Worksheet

Three new blank sheets always open when you start Microso� Excel. Below steps explain you how to
create a new worksheet if you want to start another new worksheet while you are working on a
worksheet, or you closed an already opened worksheet and want to start a new worksheet.

Step 1 − Right Click the Sheet Name and select Insert op�on.
Step 2 − Now you'll see the Insert dialog with select Worksheet op�on as selected from the general
tab. Click the Ok buton.
Now you should have your blank sheet as shown below ready to start typing your text.
You can use a short cut to create a blank sheet any�me. Try using the Shi�+F11 keys and you will see
a new blank sheet similar to the above sheet is opened. Copy Worksheet

First of all, let us create some sample text before we proceed. Open a new excel sheet and type any
data. We've shown a sample data in the screenshot.

OrderDate Region Rep Item Units Unit Cost Total

1/6/2010 East Jones Pencil 95 1.99 189.05

1/23/2010 Central Kivell Binder 50 19.99 999.5

2/9/2010 Central Jardine Pencil 36 4.99 179.64

2/26/2010 Central Gill Pen 27 19.99 539.73

3/15/2010 West Sorvino Pencil 56 2.99 167.44

4/1/2010 East Jones Binder 60 4.99 299.4

4/18/2010 Central Andrews Pencil 75 1.99 149.25

 5/5/2010 Central Jardine Pencil 90 4.99 449.1

5/22/2010 West Thompson Pencil 32 1.99 63.68

6/8/2010 East Jones Binder 60 8.99 539.4

6/25/2010 Central Morgan Pencil 90 4.99 449.1

7/12/2010 East Howard Binder 29 1.99 57.71

7/29/2010 East Parent Binder 81 19.99 1,619.19

8/15/2010 East Jones Pencil 35 4.99 174.65

Here are the steps to copy an en�re worksheet.

Step 1 − Right Click the Sheet Name and select the Move or Copy op�on.
Step 2 − Now you'll see the Move or Copy dialog with select Worksheet op�on as selected from the
general tab. Click the Ok buton.
Select Create a Copy Checkbox to create a copy of the current sheet and Before sheet op�on
as (move to end) so that new sheet gets created at the end.

Press the Ok Buton.

Now you should have your copied sheet as shown below.

You can rename the sheet by double clicking on it. On double click, the sheet name becomes
editable. Enter any name say Sheet5 and press Tab or Enter Key.

Hiding Worksheet in Excel 2010

Hiding Worksheet

Here is the step to hide a worksheet.

Step − Right Click the Sheet Name and select the Hide op�on. Sheet will get hidden.
Unhiding Worksheet

Here are the steps to unhide a worksheet.

Step 1 − Right Click on any Sheet Name and select the Unhide... op�on.
Step 2 − Select Sheet Name to unhide in Unhide dialog to unhide the sheet.
Press the Ok Button.
Now you will have your hidden sheet back.
Delete Worksheet in Excel 2010

Delete Worksheet
Here is the step to delete a worksheet.
Step − Right Click the Sheet Name and select
the Delete option.
Sheet will get deleted if it is empty, otherwise you'll see a confirmation message.
Press the Delete Buton.

Now your worksheet will get deleted.

Close Workbook in Excel 2010

Close Workbook

Here are the steps to close a workbook.

Step 1 − Click the Close Buton as shown below.

You'll see a confirma�on message to save the workbook.
Step 2 − Press the Save Buton to save the workbook as we did in MS Excel - Save Workbook chapter.

Now your worksheet will get closed.

Open Workbook in Excel 2010

Let us see how to open workbook from excel in the below men�oned steps.

Step 1 − Click the File Menu as shown below. You can see the Open op�on in File Menu.

There are two more columns Recent workbooks and Recent places, where you can see the recently
opened workbooks and the recent places from where workbooks are opened.
Step 2 − Clicking the Open Op�on will open the browse dialog as shown below. Browse the directory
and find the file you need to open.

Step 3 − Once you select the workbook your workbook will be opened as below −
 Context Help in Excel 2010
MS Excel provides context sensi�ve help on mouse over. To see context sensi�ve help for a par�cular
Menu op�on, hover the mouse over the op�on for some �me. Then you can see the context
sensi�ve Help as shown below.
Ge�ng More Help

For ge�ng more help with MS Excel from Microso� you can press F1 or by File → Help → Support →
Microso� Office Help.
 Editing Worksheet
Insert Data in Excel 2010
In MS Excel, there are 1048576*16384 cells. MS Excel cell can have Text, Numeric value or
formulas. An MS Excel cell can have maximum of 32000 characters.

Inser�ng Data

For inser�ng data in MS Excel, just ac�vate the cell type text or number and press enter or
Naviga�on keys.

Inser�ng Formula

For inser�ng formula in MS Excel go to the formula bar, enter the formula and then press enter or
naviga�on key. See the screen-shot below to understand it.
Modifying Cell Content

For modifying the cell content just ac�vate the cell, enter a new value and then press enter or
naviga�on key to see the changes. See the screen-shot below to understand it.
 Select Data in Excel 2010
MS Excel provides various ways of selec�ng data in the sheet. Let us see those ways.

Select with Mouse

Drag the mouse over the data you want to select. It will select those cells as shown below.
Select with Special

If you want to select specific region, select any cell in that region. Pressing F5 will show the below
dialogue box.

Click on Special buton to see the below dialogue box. Select current region from the radio butons.
Click on ok to see the current region selected.
As you can see in the below screen, the data is selected for the current region.
 Delete Data in Excel 2010
MS Excel provides various ways of dele�ng data in the sheet. Let us see those ways.

Delete with Mouse

Select the data you want to delete. Right Click on the sheet. Select the delete op�on, to delete the
data.

Delete with Delete Key

Select the data you want to delete. Press on the Delete Buton from the keyboard, it will delete the
data.

Selec�ve Delete for Rows

Select the rows, which you want to delete with Mouse click + Control Key. Then right click to show
the various op�ons. Select the Delete op�on to delete the selected rows.
 Move Data in Excel 2010
Let us see how we can Move Data with MS Excel.

Step 1 − Select the data you want to Move. Right Click and Select the cut op�on.

Step 2 − Select the first cell where you want to move the data. Right click on it and paste the data.
You can see the data is moved now.
 Rows & Columns in Excel 2010
Row and Column Basics

MS Excel is in tabular format consis�ng of rows and columns.

• Row runs horizontally while Column runs ver�cally.

• Each row is iden�fied by row number, which runs ver�cally at the le� side of the sheet.

• Each column is iden�fied by column header, which runs horizontally at the top of the sheet.

For MS Excel 2010, Row numbers ranges from 1 to 1048576; in total 1048576 rows, and Columns
ranges from A to XFD; in total 16384 columns.

Naviga�on with Rows and Columns

Let us see how to move to the last row or the last column.

• You can go to the last row by clicking Control + Down Naviga�on arrow.

• You can go to the last column by clicking Control + Right Naviga�on arrow.
Cell Introduc�on

The intersec�on of rows and columns is called cell.

Cell is iden�fied with Combina�on of column header and row number.

For example − A1, A2.

Copy & Paste in Excel 2010

MS Excel provides copy paste op�on in different ways. The simplest method of copy paste is as
below.

Copy Paste

• To copy and paste, just select the cells you want to copy. Choose copy op�on a�er right click
or press Control + C.

• Select the cell where you need to paste this copied content. Right click and select paste
op�on or press Control + V.
In this case, MS Excel will copy everything such as values, formulas, Formats, Comments and
valida�on. MS Excel will overwrite the content with paste. If you want to undo this, press Control +
Z from the keyboard.

Copy Paste using Office Clipboard

When you copy data in MS Excel, it puts the copied content in Windows and Office Clipboard. You
can view the clipboard content by Home → Clipboard. View the clipboard content. Select the cell
where you need to paste. Click on paste, to paste the content.

Copy Paste in Special way

You may not want to copy everything in some cases. For example, you want to copy only Values or
you want to copy only the forma�ng of cells. Select the paste special op�on as shown below.
Below are the various op�ons available in paste special.

• All − Pastes the cell’s contents, formats, and data valida�on from the Windows Clipboard.

• Formulas − Pastes formulas, but not forma�ng.

• Values − Pastes only values not the formulas.

• Formats − Pastes only the forma�ng of the source range.

• Comments − Pastes the comments with the respec�ve cells.

• Valida�on − Pastes valida�on applied in the cells.

• All using source theme − Pastes formulas, and all forma�ng.

• All except borders − Pastes everything except borders that appear in the source range.

• Column Width − Pastes formulas, and also duplicates the column width of the copied cells.

• Formulas & Number Formats − Pastes formulas and number forma�ng only.

• Values & Number Formats − Pastes the results of formulas, plus the number.

• Merge Condi�onal Forma�ng − This icon is displayed only when the copied cells contain
condi�onal forma�ng. When clicked, it merges the copied condi�onal forma�ng with any
condi�onal forma�ng in the des�na�on range.

• Transpose − Changes the orienta�on of the copied range. Rows become columns, and
columns become rows. Any formulas in the copied range are adjusted so that they work
properly when transposed.

Find & Replace in Excel 2010

MS Excel provides Find & Replace op�on for finding text within the sheet.

Find and Replace Dialogue

Let us see how to access the Find & Replace Dialogue.

To access the Find & Replace, Choose Home → Find & Select → Find or press Control + F Key. See
the image below.
You can see the Find and Replace dialogue as below.

You can replace the found text with the new text in the Replace tab.
Exploring Op�ons

Now, let us see the various op�ons available under the Find dialogue.

• Within − Specifying the search should be in Sheet or workbook.

• Search By − Specifying the internal search method by rows or by columns.

• Look In − If you want to find text in formula as well, then select this op�on.

• Match Case − If you want to match the case like lower case or upper case of words, then
check this op�on.

• Match En�re Cell Content − If you want the exact match of the word with cell, then check
this op�on.
 Spell Check in Excel 2010
MS Excel provides a feature of Word Processing program called Spelling check. We can get rid of the
spelling mistakes with the help of spelling check feature.

Spell Check Basis

Let us see how to access the spell check.

• To access the spell checker, Choose Review ➪ Spelling or press F7.

• To check the spelling in just a par�cular range, select the range before you ac�vate the spell
checker.

• If the spell checker finds any words it does not recognize as correct, it displays the Spelling
dialogue with suggested op�ons.
Exploring Op�ons

Let us see the various op�ons available in spell check dialogue.

• Ignore Once − Ignores the word and con�nues the spell check.

• Ignore All − Ignores the word and all subsequent occurrences of it.

• Add to Dic�onary − Adds the word to the dic�onary.

• Change − Changes the word to the selected word in the Sugges�ons list.

• Change All − Changes the word to the selected word in the Sugges�ons list and changes all
subsequent occurrences of it without asking.

• AutoCorrect − Adds the misspelled word and its correct spelling (which you select from the
list) to the AutoCorrect list.

Zoom In/Out in Excel 2010

Zoom Slider
By default, everything on screen is displayed at 100% in MS Excel. You can change the zoom
percentage from 10% (�ny) to 400% (huge). Zooming doesn’t change the font size, so it has no effect
on the printed output.

You can view the zoom slider at the right botom of the workbook as shown below.

Zoom In

You can zoom in the workbook by moving the slider to the right. It will change the only view of the
workbook. You can have maximum of 400% zoom in. See the below screen-shot.
Zoom Out

You can zoom out the workbook by moving the slider to the le�. It will change the only view of the
workbook. You can have maximum of 10% zoom in. See the below screen-shot.

Special Symbols in Excel 2010

If you want to insert some symbols or special characters that are not found on the keyboard in that
case you need to use the Symbols op�on.

Using Symbols

Go to Insert » Symbols » Symbol to view available symbols. You can see many symbols available
there like Pi, alpha, beta, etc.

Select the symbol you want to add and click insert to use the symbol.
Using Special Characters

Go to Insert » Symbols » Special Characters to view the available special characters. You can see
many special characters available there like Copyright, Registered etc.

Select the special character you want to add and click insert, to use the special character.

Insert Comments in Excel 2010

Adding Comment to Cell

Adding comment to cell helps in understanding the purpose of cell, what input it should have, etc. It
helps in proper documenta�on.

To add comment to a cell, select the cell and perform any of the ac�ons men�oned below.

• Choose Review » Comments » New Comment.

• Right-click the cell and choose Insert Comment from available op�ons.

• Press Shi�+F2.

Ini�ally, a comment consists of Computer's user name. You have to modify it with text for the cell
comment.

Modifying Comment

You can modify the comment you have entered before as men�oned below.

• Select the cell on which the comment appears.

• Right-click the cell and choose the Edit Comment from the available op�ons.

• Modify the comment.

Forma�ng Comment

Various forma�ng op�ons are available for comments. For forma�ng a comment, Right click on cell
» Edit comment » Select comment » Right click on it » Format comment. With forma�ng of
comment you can change the color, font, size, etc of the comment.
 Add Text Box in Excel 2010
Text Boxes

Text boxes are special graphic objects that combine the text with a rectangular graphic object. Text
boxes and cell comments are similar in displaying the text in rectangular box. But text boxes are
always visible, while cell comments become visible a�er selec�ng the cell.

Adding Text Boxes

To add a text box, perform the below ac�ons.

• Choose Insert » Text Box » choose text box or draw it.

Ini�ally, the comment consists of Computer's user name. You have to modify it with text for the cell
comment.

Forma�ng Text Box

A�er you have added the text box, you can format it by changing the font, font size, font style, and
alignment, etc. Let us see some of the important op�ons of forma�ng a text box.

• Fill − Specifies the filling of text box like No fill, solid fill. Also specifying the transparency of
text box fill.

• Line Colour − Specifies the line colour and transparency of the line.

• Line Style − Specifies the line style and width.

 • Size − Specifies the size of the text box.

• Proper�es − Specifies some proper�es of the text box.

• Text Box − Specifies text box layout, Auto-fit op�on and internal margins.

Undo Changes in Excel 2010

Undo Changes

You can reverse almost every ac�on in Excel by using the Undo command. We can undo changes in
following two ways.

• From the Quick access tool-bar » Click Undo.

• Press Control + Z.
You can reverse the effects of the past 100 ac�ons that you performed by execu�ng Undo more than
once. If you click the arrow on the right side of the Undo buton, you see a list of the ac�ons that you
can reverse. Click an item in that list to undo that ac�on and all the subsequent ac�ons you
performed.

Redo Changes

You can again reverse back the ac�on done with undo in Excel by using the Redo command. We can
redo changes in following two ways.

• From the Quick access tool-bar » Click Redo.

• Press Control + Y.
 Formatting Cells
Setting Cell Type in Excel 2010
Forma�ng Cell

MS Excel Cell can hold different types of data like Numbers, Currency, Dates, etc. You can set the cell
type in various ways as shown below −

• Right Click on the cell » Format cells » Number.

• Click on the Ribbon from the ribbon.

Various Cell Formats

Below are the various cell formats.

• General − This is the default cell format of Cell.

• Number − This displays cell as number with separator.

• Currency − This displays cell as currency i.e. with currency sign.

• Accoun�ng − Similar to Currency, used for accoun�ng purpose.

• Date − Various date formats are available under this like 17-09-2013, 17th-Sep-2013, etc.

• Time − Various Time formats are available under this, like 1.30PM, 13.30, etc.

• Percentage − This displays cell as percentage with decimal places like 50.00%.
 • Frac�on − This displays cell as frac�on like 1/4, 1/2 etc.

• Scien�fic − This displays cell as exponen�al like 5.6E+01.

• Text − This displays cell as normal text.

• Special − Special formats of cell like Zip code, Phone Number.

• Custom − You can use custom format by using this.

Setting Fonts in Excel 2010

You can assign any of the fonts that is installed for your printer to cells in a worksheet.

Se�ng Font from Home

You can set the font of the selected text from Home » Font group » select the font.

Se�ng Font From Format Cell Dialogue

• Right click on cell » Format cells » Font Tab

• Press Control + 1 or Shi� + Control + F

 Text Decoration in Excel 2010
You can change the text decora�on of the cell to change its look and feel.

Text Decora�on

Various op�ons are available in Home tab of the ribbon as men�oned below.

• Bold − It makes the text in bold by choosing Home » Font Group » Click B or Press Control +
B.

• Italic − It makes the text italic by choosing Home » Font Group » Click I or Press Control + I.

• Underline − It makes the text to be underlined by choosing Home » Font Group » Click U or
Press Control + U.

• Double Underline − It makes the text highlighted as double underlined by choose Home »
Font Group » Click arrow near U » Select Double Underline.
More Text Decora�on Op�ons

There are more op�ons available for text decora�on in Forma�ng cells » Font Tab » Effects cells as
men�oned below.

• Strike-through − It strikes the text in the center ver�cally.

• Super Script − It makes the content to appear as a super script.

• Sub Script − It makes content to appear as a sub script.

 Rotate Cells in Excel 2010
You can rotate the cell by any degree to change the orienta�on of the cell.

Rota�ng Cell from Home Tab

Click on the orienta�on in the Home tab. Choose op�ons available like Angle CounterClockwise,
Angle Clockwise, etc.
Rota�ng Cell from Forma�ng Cell

Right Click on the cell. Choose Format cells » Alignment » Set the degree for rota�on.
 Setting Colors in Excel 2010
You can change the background color of the cell or text color.

Changing Background Color

By default the background color of the cell is white in MS Excel. You can change it as per your need
from Home tab » Font group » Background color.

Changing Foreground Color

By default, the foreground or text color is black in MS Excel. You can change it as per your need
from Home tab » Font group » Foreground color.
Also you can change the foreground color by selec�ng the cell Right click » Format cells » Font Tab »
Color.

Text Alignments in Excel 2010

If you don’t like the default alignment of the cell, you can make changes in the alignment of the cell.
Below are the various ways of doing it.

Change Alignment from Home Tab

You can change the Horizontal and ver�cal alignment of the cell. By default, Excel aligns numbers to
the right and text to the le�. Click on the available op�on in the Alignment group in Home tab to
change alignment.
Change Alignment from Format Cells

Right click on the cell and choose format cell. In format cells dialogue, choose Alignment Tab. Select
the available op�ons from the Ver�cal alignment and Horizontal alignment op�ons.

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Exploring Alignment Op�ons

1. Horizontal Alignment − You can set horizontal alignment to Le�, Centre, Right, etc.

• Le� − Aligns the cell contents to the le� side of the cell.

• Center − Centers the cell contents in the cell.

• Right − Aligns the cell contents to the right side of the cell.

• Fill − Repeats the contents of the cell un�l the cell’s width is filled.

• Jus�fy − Jus�fies the text to the le� and right of the cell. This op�on is applicable only if the
cell is formated as wrapped text and uses more than one line.

2. Ver�cal Alignment − You can set Ver�cal alignment to top, Middle, botom, etc.

• Top Aligns the cell contents to the top of the cell.

• Center Centers the cell contents ver�cally in the cell.

• Botom Aligns the cell contents to the botom of the cell.

• Jus�fy Jus�fies the text ver�cally in the cell; this op�on is applicable only if the cell is
formated as wrapped text and uses more than one line.
 Merge & Wrap in Excel 2010
Merge Cells

MS Excel enables you to merge two or more cells. When you merge cells, you don’t combine the
contents of the cells. Rather, you combine a group of cells into a single cell that occupies the same
space.

You can merge cells by various ways as men�oned below.

• Choose Merge & Center control on the Ribbon, which is simpler. To merge cells, select the
cells that you want to merge and then click the Merge & Center buton.
 • Choose Alignment tab of the Format Cells dialogue box to merge the cells.

Addi�onal Op�ons

The Home » Alignment group » Merge & Center control contains a drop-down list with these
addi�onal op�ons −

• Merge Across − When a mul�-row range is selected, this command creates mul�ple merged
cells — one for each row.

• Merge Cells − Merges the selected cells without applying the Center atribute.

• Unmerge Cells − Unmerges the selected cells

Wrap Text and Shrink to Fit

If the text is too wide to fit the column width but don’t want that text to spill over into adjacent cells,
you can use either the Wrap Text op�on or the Shrink to Fit op�on to accommodate that text.
 Borders and Shades in Excel 2010
Apply Borders

MS Excel enables you to apply borders to the cells. For applying border, select the range of cells Right
Click » Format cells » Border Tab » Select the Border Style.
you can apply border by Home Tab » Font group » Apply Borders.

Apply Shading

You can add shading to the cell from the Home tab » Font Group » Select the Color.
 Apply Formatting in Excel 2010
Forma�ng Cells

In MS Excel, you can apply forma�ng to the cell or range of cells by Right Click » Format cells »
Select the tab. Various tabs are available as shown below

Alterna�ve to Placing Background

• Number − You can set the Format of the cell depending on the cell content. Find tutorial on
this at MS Excel - Se�ng Cell Type.

• Alignment − You can set the alignment of text on this tab. Find tutorial on this at MS Excel -
Text Alignments.

• Font − You can set the Font of text on this tab.Find tutorial on this at MS Excel - Se�ng Fonts.

• Border − You can set border of cell with this tab.Find tutorial on this at MS Excel - Borders
and Shades.

• Fill − You can set fill of cell with this tab. Find tutorial on this at MS Excel - Borders and
Shades.

• Protec�on − You can set cell protec�on op�on with this tab.
 Formatting Worksheets
Sheet Options in Excel 2010
Sheet Op�ons

MS Excel provides various sheet op�ons for prin�ng purpose like generally cell gridlines aren’t
printed. If you want your printout to include the gridlines, Choose Page Layout » Sheet Op�ons
group » Gridlines » Check Print.

Op�ons in Sheet Op�ons Dialogue

• Print Area − You can set the print area with this op�on.

• Print Titles − You can set �tles to appear at the top for rows and at the le� for columns.

• Print −

o Gridlines − Gridlines to appear while prin�ng worksheet.

o Black & White − Select this check box to have your color printer print the chart in
black and white.

o Dra� quality − Select this check box to print the chart using your printer’s dra�-
quality se�ng.
 o Rows & Column Heading − Select this check box to have rows and column heading
to print.

• Page Order −

o Down, then Over − It prints the down pages first and then the right pages.

o Over, then Down − It prints right pages first and then comes to print the down
pages.

Adjust Margins in Excel 2010

Margins

Margins are the unprinted areas along the sides, top, and botom of a printed page. All printed pages
in MS Excel have the same margins. You can’t specify different margins for different pages.

You can set margins by various ways as explained below.

• Choose Page Layout » Page Setup » Margins drop-down list, you can select Normal, Wide,
Narrow, or the custom Se�ng.
 • These op�ons are also available when you choose File » Print.

If none of these se�ngs does the job, choose Custom Margins to display the Margins tab of the Page
Setup dialog box, as shown below.
Center on Page

By default, Excel aligns the printed page at the top and le� margins. If you want the output to be
centered ver�cally or horizontally, select the appropriate check box in the Center on Page sec�on of
the Margins tab as shown in the above screenshot.

Page Orientation in Excel 2010

Page Orienta�on

Page orienta�on refers to how output is printed on the page. If you change the orienta�on, the
onscreen page breaks adjust automa�cally to accommodate the new paper orienta�on.

Types of Page Orienta�on

• Portrait − Portrait to print tall pages (the default).

• Landscape − Landscape to print wide pages. Landscape orienta�on is useful when you have a
wide range that doesn’t fit on a ver�cally oriented page.

Changing Page Orienta�on

• Choose Page Layout » Page Setup » Orienta�on » Portrait or Landscape.

 Header and Footer in Excel 2010
Header and Footer

A header is the informa�on that appears at the top of each printed page and a footer is the
informa�on that appears at the botom of each printed page. By default, new workbooks do not
have headers or footers.

Adding Header and Footer

• Choose Page Setup dialog box » Header or Footer tab.

You can choose the predefined header and footer or create your custom ones.

• &[Page] − Displays the page number.

• &[Pages] − Displays the total number of pages to be printed.

• &[Date] − Displays the current date.

• &[Time] − Displays the current �me.

• &[Path]&[File] − Displays the workbook’s complete path and filename.

• &[File] − Displays the workbook name.

• &[Tab] − Displays the sheet’s name.

Other Header and Footer Op�ons

When a header or footer is selected in Page Layout view, the Header & Footer » Design »
Op�ons group contains controls that let you specify other op�ons −

• Different First Page − Check this to specify a different header or footer for the first printed
page.

• Different Odd & Even Pages − Check this to specify a different header or footer for odd and
even pages.

• Scale with Document − If checked, the font size in the header and footer will be sized.
Accordingly if the document is scaled when printed. This op�on is enabled, by default.

• Align with Page Margins − If checked, the le� header and footer will be aligned with the le�
margin, and the right header and footer will be aligned with the right margin. This op�on is
enabled, by default.
 Insert Page Break in Excel 2010
Page Breaks

If you don’t want a row to print on a page by itself or you don't want a table header row to be the
last line on a page. MS Excel gives you precise control over page breaks.

MS Excel handles page breaks automa�cally, but some�mes you may want to force a page
break either a ver�cal or a horizontal one. so that the report prints the way you want.

For example, if your worksheet consists of several dis�nct sec�ons, you may want to print each
sec�on on a separate sheet of paper.

Inser�ng Page Breaks

Insert Horizontal Page Break − For example, if you want row 14 to be the first row of a new page,
select cell A14. Then choose Page Layout » Page Setup Group » Breaks » Insert Page Break.

Insert ver�cal Page break − In this case, make sure to place the pointer in row 1. Choose Page Layout
» Page Setup » Breaks » Insert Page Break to create the page break.
Removing Page Breaks

• Remove a page break you’ve added − Move the cell pointer to the first row beneath the
manual page break and then choose Page Layout » Page Setup » Breaks » Remove Page
Break.

• Remove all manual page breaks − Choose Page Layout » Page Setup » Breaks » Reset All
Page Breaks.

Set Background in Excel 2010

Background Image

Unfortunately, you cannot have a background image on your printouts. You may have no�ced
the Page Layout » Page Setup » Background command. This buton displays a dialogue box that lets
you select an image to display as a background. Placing this control among the other print-related
commands is very misleading. Background images placed on a worksheet are never printed.

Alterna�ve to Placing Background

• You can insert a Shape, WordArt, or a picture on your worksheet and then adjust its
transparency. Then copy the image to all printed pages.

• You can insert an object in a page header or footer.

 Freeze Panes in Excel 2010
Freezing Panes

If you set up a worksheet with row or column headings, these headings will not be visible when you
scroll down or to the right. MS Excel provides a handy solu�on to this problem with freezing panes.
Freezing panes keeps the headings visible while you’re scrolling through the worksheet.

Using Freeze Panes

Follow the steps men�oned below to freeze panes.

• Select the First row or First Column or the row Below, which you want to freeze, or Column
right to area, which you want to freeze.

• Choose View Tab » Freeze Panes.

• Select the suitable op�on −

o Freeze Panes − To freeze area of cells.

o Freeze Top Row − To freeze first row of worksheet.

 o Freeze First Column − To freeze first Column of worksheet.

• If you have selected Freeze top row you can see the first row appears at the top, a�er
scrolling also. See the below screen-shot.

Unfreeze Panes
To unfreeze Panes, choose View Tab » Unfreeze Panes.
 Conditional Format in Excel 2010

Condi�onal Forma�ng

MS Excel 2010 Condi�onal Forma�ng feature enables you to format a range of values so that the
values outside certain limits, are automa�cally formated.

Choose Home Tab » Style group » Condi�onal Forma�ng dropdown.

Various Condi�onal Forma�ng Op�ons

• Highlight Cells Rules − It opens a con�nua�on menu with various op�ons for defining the
forma�ng rules that highlight the cells in the cell selec�on that contain certain values, text,
or dates, or that have values greater or less than a par�cular value, or that fall within a
certain ranges of values.

Suppose you want to find cell with Amount 0 and Mark them as red.Choose Range of cell » Home
Tab » Condi�onal Forma�ng DropDown » Highlight Cell Rules » Equal To.

A�er Clicking ok, the cells with value zero are marked as red.
 • Top/Botom Rules − It opens a con�nua�on menu with various op�ons for defining the
forma�ng rules that highlight the top and botom values, percentages, and above and below
average values in the cell selec�on.

Suppose you want to highlight the top 10% rows you can do this with these Top/Botom rules.
 • Data Bars − It opens a palete with different color data bars that you can apply to the cell
selec�on to indicate their values rela�ve to each other by clicking the data bar thumbnail.

With this condi�onal Forma�ng data Bars will appear in each cell.

• Color Scales − It opens a palete with different three- and two-colored scales that you can
apply to the cell selec�on to indicate their values rela�ve to each other by clicking the color
scale thumbnail.
See the below screenshot with Color Scales, condi�onal forma�ng applied.

• Icon Sets − It opens a palete with different sets of icons that you can apply to the cell
selec�on to indicate their values rela�ve to each other by clicking the icon set.

See the below screenshot with Icon Sets condi�onal forma�ng applied.
• New Rule − It opens the New Forma�ng Rule dialog box, where you define a custom
condi�onal forma�ng rule to apply to the cell selec�on.

• Clear Rules − It opens a con�nua�on menu, where you can remove the condi�onal
forma�ng rules for the cell selec�on by clicking the Selected Cells op�on, for the en�re
worksheet by clicking the En�re Sheet op�on, or for just the current data table by clicking
the This Table op�on.

• Manage Rules − It opens the Condi�onal Forma�ng Rules Manager dialog box, where you
edit and delete par�cular rules as well as adjust their rule precedence by moving them up or
down in the Rules list box.
 Working with Formula
Creating Formulas in Excel 2010
Formulas in MS Excel

Formulas are the Bread and buter of worksheet. Without formula, worksheet will be just simple
tabular representa�on of data. A formula consists of special code, which is entered into a cell. It
performs some calcula�ons and returns a result, which is displayed in the cell.

Formulas use a variety of operators and worksheet func�ons to work with values and text. The
values and text used in formulas can be located in other cells, which makes changing data easy and
gives worksheets their dynamic nature. For example, you can quickly change the data in a worksheet
and formulas works.

Elements of Formulas

A formula can consist of any of these elements −

• Mathema�cal operators, such as +(for addi�on) and *(for mul�plica�on)

Example −

o =A1+A2 Adds the values in cells A1 and A2.

• Values or text

Example −

o =200*0.5 Mul�plies 200 �mes 0.15. This formula uses only values, and it always
returns the same result as 100.

• Cell references (including named cells and ranges)

Example −

o =A1=C12 Compares cell A1 with cell C12. If the cells are iden�cal, the formula
returns TRUE; otherwise, it returns FALSE.

• Worksheet func�ons (such as SUMor AVERAGE)

Example −

o =SUM(A1:A12) Adds the values in the range A1:A12.

Crea�ng Formula

For crea�ng a formula you need to type in the Formula Bar. Formula begins with '=' sign. When
building formulas manually, you can either type in the cell addresses or you can point to them in the
worksheet. Using the Poin�ng method to supply the cell addresses for formulas is o�en easier and
more powerful method of formula building. When you are using built-in func�ons, you click the cell
or drag through the cell range that you want to use when defining the func�on’s arguments in the
Func�on Arguments dialog box. See the below screen shot.

As soon as you complete a formula entry, Excel calculates the result, which is then displayed inside
the cell within the worksheet (the contents of the formula, however, con�nue to be visible on the
Formula bar any�me the cell is ac�ve). If you make an error in the formula that prevents Excel from
being able to calculate the formula at all, Excel displays an Alert dialog box sugges�ng how to fix the
problem.

Copying Formulas in Excel 2010

Copying Formulas in MS Excel

Copying formulas is one of the most common tasks that you do in a typical spreadsheet that relies
primarily on formulas. When a formula uses cell references rather than constant values, Excel makes
the task of copying an original formula to every place that requires a similar formula.

Rela�ve Cell Addresses

MS Excel does it automa�cally adjus�ng the cell references in the original formula to suit the posi�on
of the copies that you make. It does this through a system known as rela�ve cell addresses, where
by the column references in the cell address in the formula change to suit their new column posi�on
and the row references change to suit their new row posi�on.

Let us see this with the help of example. Suppose we want the sum of all the rows at last, then we
will write a formula for first column i.e. B. We want sum of the rows from 3 to 8 in the 9th row.

A�er wri�ng formula in the 9th row, we can drag it to remaining columns and the formula gets
copied. A�er dragging we can see the formula in the remaining columns as below.

• column C : =SUM(C3:C8)

• column D : =SUM(D3:D8)

• column E : =SUM(E3:E8)

• column F : =SUM(F3:F8)

• column G : =SUM(G3:G8)
 Formula Reference in Excel 2010

Cell References in Formulas

Most formulas you create include references to cells or ranges. These references enable your
formulas to work dynamically with the data contained in those cells or ranges. For example, if your
formula refers to cell C2 and you change the value contained in C2, the formula result reflects new
value automa�cally. If you didn’t use references in your formulas, you would need to edit the
formulas themselves in order to change the values used in the formulas.

When you use a cell (or range) reference in a formula, you can use three types of references −
rela�ve, absolute, and mixed references.

Rela�ve Cell References

The row and column references can change when you copy the formula to another cell because the
references are actually offsets from the current row and column. By default, Excel creates rela�ve cell
references in formulas.
Absolute Cell References

The row and column references do not change when you copy the formula because the reference is
to an actual cell address. An absolute reference uses two dollar signs in its address: one for the
column leter and one for the row number (for example, $A$5).
Mixed Cell References

Both the row or column reference is rela�ve and the other is absolute. Only one of the address parts
is absolute (for example, $A5 or A$5).

Using Functions in Excel 2010

Func�ons in Formula

Many formulas you create use available worksheet func�ons. These func�ons enable you to greatly
enhance the power of your formulas and perform calcula�ons that are difficult if you use only the
operators. For example, you can use the LOG or SIN func�on to calculate the Logarithm or Sin ra�o.
You can’t do this complicated calcula�on by using the mathema�cal operators alone.

Using Func�ons

When you type = sign and then type any alphabet you will see the searched func�ons as below.
Suppose you need to determine the largest value in a range. A formula can’t tell you the answer
without using a func�on. We will use formula that uses the MAX func�on to return the largest value
in the range B3:B8 as =MAX(A1:D100).
Another example of func�ons. Suppose you want to find if the cell of month is greater than 1900
then we can give Bonus to Sales representa�ve. The we can achieve it with wri�ng formula with IF
func�ons as =IF(B9>1900,"Yes","No")

Func�on Arguments

In the above examples, you may have no�ced that all the func�ons used parentheses. The
informa�on inside the parentheses is the list of arguments.

Func�ons vary in how they use arguments. Depending on what it has to do, a func�on may use.

• No arguments − Examples − Now(), Date(), etc.

• One argument − UPPER(), LOWER(), etc.

• A fixed number of arguments − IF(), MAX(), MIN(), AVERGAGE(), etc.

• Infinite number of arguments

• Op�onal arguments
 Built-in Functions in Excel 2010

Built In Func�ons
MS Excel has many built in func�ons, which we can use in our formula. To see all the func�ons by
category, choose Formulas Tab » Insert Func�on. Then Insert func�on Dialog appears from which we
can choose the func�on.

Func�ons by Categories
Let us see some of the built in func�ons in MS Excel.
• Text Func�ons
o LOWER − Converts all characters in a supplied text string to lower case
o UPPER − Converts all characters in a supplied text string to upper case
o TRIM − Removes duplicate spaces, and spaces at the start and end of a text string
o CONCATENATE − Joins together two or more text strings.
o LEFT − Returns a specified number of characters from the start of a supplied text
string.
o MID − Returns a specified number of characters from the middle of a supplied text
string
o RIGHT − Returns a specified number of characters from the end of a supplied text
string.
o LEN − Returns the length of a supplied text string
o FIND − Returns the posi�on of a supplied character or text string from within a
supplied text string (case-sensi�ve).
• Date & Time
o DATE − Returns a date, from a user-supplied year, month and day.
 o TIME − Returns a �me, from a user-supplied hour, minute and second.
o DATEVALUE − Converts a text string showing a date, to an integer that represents the
date in Excel's date-�me code.
o TIMEVALUE − Converts a text string showing a �me, to a decimal that represents the
�me in Excel.
o NOW − Returns the current date & �me.
o TODAY − Returns today's date.
• Sta�s�cal
o MAX − Returns the largest value from a list of supplied numbers.
o MIN − Returns the smallest value from a list of supplied numbers.
o AVERAGE − Returns the Average of a list of supplied numbers.
o COUNT − Returns the number of numerical values in a supplied set of cells or values.
o COUNTIF − Returns the number of cells (of a supplied range), that sa�sfies a given
criteria.
o SUM − Returns the sum of a supplied list of numbers
• Logical
o AND − Tests a number of user-defined condi�ons and returns TRUE if ALL of the
condi�ons evaluate to TRUE, or FALSE otherwise
o OR − Tests a number of user-defined condi�ons and returns TRUE if ANY of the
condi�ons evaluate to TRUE, or FALSE otherwise.
o NOT − Returns a logical value that is the opposite of a user supplied logical value or
expression i.e. returns FALSE if the supplied argument is TRUE and returns TRUE if
the supplied argument is FAL
• Math & Trig
o ABS − Returns the absolute value (i.e. the modulus) of a supplied number.
o SIGN − Returns the sign (+1, -1 or 0) of a supplied number.
o SQRT − Returns the posi�ve square root of a given number.
o MOD − Returns the remainder from a division between two supplied numbers.
 Advanced Operations
Data Filtering in Excel 2010
Filters in MS Excel

Filtering data in MS Excel refers to displaying only the rows that meet certain condi�ons. (The other
rows gets hidden.)

Using the store data, if you are interested in seeing data where Shoe Size is 36, then you can set filter
to do this. Follow the below men�oned steps to do this.

• Place a cursor on the Header Row.

• Choose Data Tab » Filter to set filter.

• Click the drop-down arrow in the Area Row Header and remove the check mark from Select
All, which unselects everything.

• Then select the check mark for Size 36 which will filter the data and displays data of Shoe
Size 36.

• Some of the row numbers are missing; these rows contain the filtered (hidden) data.

• There is drop-down arrow in the Area column now shows a different graphic — an icon that
indicates the column is filtered.
Using Mul�ple Filters

You can filter the records by mul�ple condi�ons i.e. by mul�ple column values. Suppose a�er size 36
is filtered, you need to have the filter where color is equal to Coffee. A�er se�ng filter for Shoe Size,
choose Color column and then set filter for color.
 Data Sorting in Excel 2010

Sor�ng in MS Excel

Sor�ng data in MS Excel rearranges the rows based on the contents of a par�cular column. You may
want to sort a table to put names in alphabe�cal order. Or, maybe you want to sort data by Amount
from smallest to largest or largest to smallest.

To Sort the data follow the steps men�oned below.

• Select the Column by which you want to sort data.

• Choose Data Tab » Sort Below dialog appears.

• If you want to sort data based on a selected column, Choose Con�nue with the selec�on or
if you want sor�ng based on other columns, choose Expand Selec�on.

• You can Sort based on the below Condi�ons.

o Values − Alphabe�cally or numerically.

o Cell Color − Based on Color of Cell.

o Font Color − Based on Font color.

o Cell Icon − Based on Cell Icon.

• Clicking Ok will sort the data.
Sor�ng op�on is also available from the Home Tab. Choose Home Tab » Sort & Filter. You can see the
same dialog to sort records.
 Using Ranges in Excel 2010
Ranges in MS Excel
A cell is a single element in a worksheet that can hold a value, some text, or a formula. A cell is
identified by its address, which consists of its column letter and row number. For example, cell B1 is
the cell in the second column and the first row.
A group of cells is called a range. You designate a range address by specifying its upper-left cell
address and its lower-right cell address, separated by a colon.
Example of Ranges −
C24 − A range that consists of a single cell.
A1:B1 − Two cells that occupy one row and two columns.
A1:A100 − 100 cells in column A.
A1:D4 − 16 cells (four rows by four columns).

Selecting Ranges
You can select a range in several ways −
Press the left mouse button and drag, highlighting the range. Then release the mouse button. If you
drag to the end of the screen, the worksheet will scroll.
Press the Shift key while you use the navigation keys to select a range.
Press F8 and then move the cell pointer with the navigation keys to highlight the range. Press F8 again
to return the navigation keys to normal movement.
Type the cell or range address into the Name box and press Enter. Excel selects the cell or range that
you specified.
Selecting Complete Rows and Columns
When you need to select an entire row or column. You can select entire rows and columns in much the
same manner as you select ranges −
Click the row or column border to select a single row or column.
To select multiple adjacent rows or columns, click a row or column border and drag to highlight
additional rows or columns.
To select multiple (nonadjacent) rows or columns, press Ctrl while you click the row or column
borders that you want.

Data Validation in Excel 2010

Data Valida�on

MS Excel data valida�on feature allows you to set up certain rules that dictate what can be entered
into a cell. For example, you may want to limit data entry in a par�cular cell to whole numbers
between 0 and 10. If the user makes an invalid entry, you can display a custom message as shown
below.
Valida�on Criteria

To specify the type of data allowable in a cell or range, follow the steps below, which shows all the
three tabs of the Data Valida�on dialog box.

• Select the cell or range.

• Choose Data » Data Tools » Data Valida�on. Excel displays its Data Valida�on dialog box
having 3 tabs se�ngs, Input Message and Error alert.

Se�ngs Tab

Here you can set the type of valida�on you need. Choose an op�on from the Allow drop-down list.
The contents of the Data Valida�on dialog box will change, displaying controls based on your choice.

• Any Value − Selec�ng this op�on removes any exis�ng data valida�on.

• Whole Number − The user must enter a whole number.For example, you can specify that the
entry must be a whole number greater than or equal to 50.

• Decimal − The user must enter a number. For example, you can specify that the entry must
be greater than or equal to 10 and less than or equal to 20.
 • List − The user must choose from a list of entries you provide. You will create drop-down list
with this valida�on. You have to give input ranges then those values will appear in the drop-
down.

• Date − The user must enter a date. You specify a valid date range from choices in the Data
drop-down list. For example, you can specify that the entered data must be greater than or
equal to January 1, 2013, and less than or equal to December 31, 2013.

• Time − The user must enter a �me. You specify a valid �me range from choices in the Data
drop-down list. For example, you can specify that the entered data must be later than 12:00
p.m.

• Text Length − The length of the data (number of characters) is limited. You specify a valid
length by using the Data drop-down list. For example, you can specify that the length of the
entered data be 1 (a single alphanumeric character).

• Custom − To use this op�on, you must supply a logical formula that determines the validity
of the user’s entry (a logical formula returns either TRUE or FALSE).

Input Message Tab

You can set the input help message with this tab. Fill the �tle and Input message of the Input
message tab and the input message will appear when the cell is selected.
 Using Styles in Excel 2010
Using Styles in MS Excel

With MS Excel 2010 Named styles make it very easy to apply a set of predefined forma�ng op�ons
to a cell or range. It saves �me as well as make sure that look of the cells are consistent.

A Style can consist of se�ngs for up to six different atributes −

• Number format

• Font (type, size, and color)

• Alignment (ver�cal and horizontal)

• Borders

• Patern

• Protec�on (locked and hidden)

Now, let us see how styles are helpful. Suppose that you apply a par�cular style to some twenty cells
scatered throughout your worksheet. Later, you realize that these cells should have a font size of 12
pt. rather than 14 pt. Rather than changing each cell, simply edit the style. All cells with that
par�cular style change automa�cally.

Applying Styles

Choose Home » Styles » Cell Styles. Note that this display is a live preview, that is, as you move your
mouse over the style choices, the selected cell or range temporarily displays the style. When you see
a style you like, click it to apply the style to the selec�on.
Crea�ng Custom Style in MS Excel

We can create new custom style in Excel 2010. To create a new style, follow these steps −

• Select a cell and click on Cell styles from Home Tab.

• Click on New Cell Style and give style name.

• Click on Format to apply forma�ng to the cell.

• A�er applying forma�ng click on OK. This will add new style in the styles. You can view it
on Home »; Styles.
Error Alert Tab

You can specify an error message with this tab. Fill the �tle and error message. Select the style of the
error as stop, warning or Informa�on as per you need.

Using Themes in Excel 2010

Using Themes in MS Excel

To help users create more professional-looking documents, MS Excel has incorporated a concept
known as document themes. By using themes, it is easy to specify the colors, fonts, and a variety of
graphic effects in a document. And best of all, changing the en�re look of your document is a breeze.
A few mouse clicks is all it takes to apply a different theme and change the look of your workbook.
Applying Themes

Choose Page layout Tab » Themes Dropdown. Note that this display is a live preview, that is, as you
move your mouse over the Theme, it temporarily displays the theme effect. When you see a style
you like, click it to apply the style to the selec�on.

Crea�ng Custom Theme in MS Excel

We can create new custom Theme in Excel 2010. To create a new style, follow these steps −

• Click on the save current theme op�on under Theme in Page Layout Tab.

• This will save the current theme to office folder.

• You can browse the theme later to load the theme.

Using Macros in Excel 2010

Macros in MS Excel

Macros enable you to automate almost any task that you can undertake in Excel 2010. By using
macro recorder from View Tab » Macro Dropdown to record tasks that you perform rou�nely, you
not only speed up the procedure considerably but you are assured that each step in a task is carried
out the same way each and every �me you perform a task.

To view macros choose View Tab » Macro dropdown.

Macro Op�ons

View tab contains a Macros command buton to which a dropdown menu containing the following
three op�ons.

• View Macros − Opens the Macro dialog box where you can select a macro to run or edit.

• Record Macro − Opens the Record Macro dialog box where you define the se�ngs for your
new macro and then start the macro recorder; this is the same as clicking the Record Macro
buton on the Status bar.

• Use Rela�ve References − Uses rela�ve cell addresses when recording a macro, making the
macro more versa�le by enabling you to run it in areas of a worksheet other than the ones
originally used in the macro’s recording.

Crea�ng Macros

You can create macros in one of two ways −

• Use MS Excel’s macro recorder to record your ac�ons as you undertake them in a worksheet.

• Enter the instruc�ons that you want to be followed in a VBA code in the Visual Basic Editor.

Now let's create a simple macro that will automate the task of making cell content Bold and apply
cell color.

• Choose View Tab » Macro dropdown.

• Click on Record Macro as below.

• Now Macro recording will start.

• Do the steps of ac�on, which you want to perform repeatedly. Macro will record those steps.

• You can stop the macro recording once done with all steps.
Edit Macro

You can edit the created Macro at any �me. Edi�ng macro will take you to the VBA programming
editor.

Adding Graphics in Excel 2010

Graphic Objects in MS Excel

MS Excel supports various types of graphic objects like Shapes gallery, SmartArt, Text Box, and
WordArt available on the Insert tab of the Ribbon.Graphics are available in the Insert Tab. See the
screenshots below for various available graphics in MS Excel 2010.
Insert Shape

• Choose Insert Tab » Shapes dropdown.

• Select the shape you want to insert. Click on shape to insert it.

• To edit the inserted shape just drag the shape with the mouse. Shape will adjust the shape.
Insert Smart Art

• Choose Insert Tab » SmartArt.

• Clicking SmartArt will open the SmartArt dialogue as shown below in the screen-shot.
Choose from the list of available smartArts.

• Click on SmartArt to Insert it in the worksheet.

• Edit the SmartArt as per your need.

Insert Clip Art

• Choose Insert Tab » Clip Art.

• Clicking Clip Art will open the search box as shown in the below screen-shot. Choose from
the list of available Clip Arts.

• Click on Clip Art to Insert it in the worksheet.

Insert Word Art

• Choose Insert Tab » WordArt.

• Select the style of WordArt, which you like and click it to enter a text in it.

Cross Referencing in Excel 2010

Graphic Objects in MS Excel

When you have informa�on spread across several different spreadsheets, it can seem a daun�ng task
to bring all these different sets of data together into one meaningful list or table. This is where the
Vlookup func�on comes into its own.

VLOOKUP

VlookUp searches for a value ver�cally down for the lookup table.
VLOOKUP(lookup_value,table_array,col_index_num,range_lookup) has 4 parameters as below.

• lookup_value − It is the user input. This is the value that the func�on uses to search on.

• The table_array − It is the area of cells in which the table is located. This includes not only
the column being searched on, but the data columns for which you are going to get the
values that you need.

• Col_index_num − It is the column of data that contains the answer that you want.
 • Range_lookup − It is a TRUE or FALSE value. When set to TRUE, the lookup func�on gives the
closest match to the lookup_value without going over the lookup_value. When set to FALSE,
an exact match must be found to the lookup_value or the func�on will return #N/A. Note,
this requires that the column containing the lookup_value be formated in ascending order.

VLOOKUP Example

Let's look at a very simple example of cross-referencing two spreadsheets. Each spreadsheet contains
informa�on about the same group of people. The first spreadsheet has their dates of birth, and the
second shows their favorite color. How do we build a list showing the person's name, their date of
birth and their favorite color? VLOOOKUP will help in this case. First of all, let us see data in both the
sheets.

This is data in the first sheet

This is data in the second sheet

Now for finding the respec�ve favorite color for that person from another sheet we need to vlookup
the data. First argument to the VLOOKUP is lookup value (In this case it is person name). Second
argument is the table array, which is table in the second sheet from B2 to C11. Third argument to
VLOOKUP is Column index num, which is the answer we are looking for. In this case, it is 2 the color
column number is 2. The fourth argument is True returning par�al match or false returning exact
match. A�er applying VLOOKUP formula it will calculate the color and the results are displayed as
below.
As you can see in the above screen-shot that results of VLOOKUP has searched for color in the
second sheet table. It has returned #N/A in case where match is not found. In this case, Andy's data
is not present in the second sheet so it returned #N/A.

Printing Worksheets in Excel 2010

Quick Print

If you want to print a copy of a worksheet with no layout adjustment, use the Quick Print op�on.
There are two ways in which we can use this op�on.

• Choose File » Print (which displays the Print pane), and then click the Print buton.

• Press Ctrl+P and then click the Print buton (or press Enter).
Adjus�ng Common Page Setup Se�ngs

You can adjust the print se�ngs available in the Page setup dialogue in different ways as discussed
below. Page setup op�ons include Page orienta�on, Page Size, Page Margins, etc.

• The Print screen in Backstage View, displayed when you choose File » Print.

• The Page Layout tab of the Ribbon.

Choosing Your Printer

To switch to a different printer, choose File » Print and use the drop-down control in the Printer
sec�on to select any other installed printer.
Specifying What You Want to Print

Some�mes you may want to print only a part of the worksheet rather than the en�re ac�ve area.
Choose File » Print and use the controls in the Se�ngs sec�on to specify what to print.

• Ac�ve Sheets − Prints the ac�ve sheet or sheets that you selected.

• En�re Workbook − Prints the en�re workbook, including chart sheets.

• Selec�on − Prints only the range that you selected before choosing File » Print.
 Email Workbooks MS Excel 2010

Email Workbook

MS Excel allows you to email the workbook very easily. To email the workbook to anyone, follow the
below men�oned steps.

• Choose File » Save and Send. It basically saves the document first and then the emails.
 • Click on Send using E-mail if your email system is configured. MS Outlook will open with the
file as atachment in the New Email Window. You can send mail this workbook to anyone
with valid email address.

Translate Worksheet in Excel 2010

Translate Worksheet

You can translate the text writen in a different language, such as phrases or paragraphs, individual
words (by using the Mini Translator), or translate your whole file with MS Excel 2010.

Transla�on is available in the review tab of the ribbon in MS Excel 2010. You can quickly translate cell
into different language with this op�on.

Performing Transla�on Step By Step

• Select the content, which you want to translate to a different language.

• Choose review tab » transla�on.

• It will open the pane from which you can select the language to which you need to translate.

• You need to have an internet connec�on for performing transla�on. It will translate using the
Microso� Translator.

• Click on Insert to apply transla�on changes.

 Workbook Security in Excel 2010

Workbook Security

We can apply security to the workbook by the concept of protec�on available in the Review Tab of
ribbon. MS Excel's protec�on-related features fall into three categories.

• Worksheet protec�on − Protec�ng a worksheet from being modified, or restric�ng the

modifica�ons to certain users.

• Workbook protec�on − Protec�ng a workbook from having sheets inserted or deleted, and
also requiring the use of password to open the workbook.

Protect Worksheet

You may want to protect a worksheet for a variety of reasons. One reason is to prevent yourself or
others from accidentally dele�ng the formulas or other cri�cal data. A common scenario is to protect
a worksheet, so that the data can be changed, but the formulas can’t be changed.

To protect a worksheet, choose Review » Changes group » Protect Sheet. Excel displays the Protect
Sheet dialog box. Note that providing a password is op�onal. If you enter a password, that password
will be required to unprotect the worksheet. You can select various op�ons in which the sheet should
be protected. Suppose we checked Format Cells op�on then Excel will not allow to format cells.

When somebody tries to format the cells, he or she will get the error as shown in the screenshot
below.
To unprotect a protected sheet, choose Review » Changes group » Unprotect Sheet. If the sheet was
protected with a password, you’re prompted to enter that password.

Protec�ng a Workbook

Excel provides three ways to protect a workbook.

• Requires a password to open the workbook.

• Prevents the users from adding sheets, dele�ng sheets, hiding sheets, and unhiding sheets.

• Prevents users from changing the size or posi�on of windows.

Requiring a Password to Open a Workbook

Excel lets you save a workbook with a password. A�er doing so, whoever tries to open the workbook,
must enter the password. To add a password to a workbook, follow these steps.

• Choose File » Info » Protect Workbook » Encrypt With Password. Excel displays the Encrypt
Document dialog box.

• Type a password and click OK.

• Type the password again and click OK.

 • Save the workbook.

To remove a password from a workbook, repeat the same procedure. In Step 2, however, delete the
exis�ng password symbols.

Protec�ng Workbook’s Structure and Windows

To prevent others (or yourself) from performing certain ac�ons in a workbook, you can protect the
workbook’s structure and windows. When a workbook’s structure and windows are protected, the
user may not Add a sheet, Delete a sheet, Hide a sheet, unhide a sheet, etc., and may not be allowed
to change the size or posi�on of a workbook’s windows respec�vely.

To protect a worksheet’s structure and windows, follow the below men�oned steps.

• Choose Review » Changes group » Protect Workbook to display the Protect Workbook
dialog box.

• In the Protect Workbook dialog box, select the Structure check box and Windows check box.

• (Op�onal) Enter a password.

• Click OK.
 Data Tables in Excel 2010

Data Tables

In Excel, a Data Table is a way to see different results by altering an input cell in your formula. Data
tables are available in Data Tab » What-If analysis dropdown » Data table in MS Excel.

Data Table with Example

Now, let us see data table concept with an example. Suppose you have the Price and quan�ty of
many values. Also, you have the discount for that as third variable for calcula�ng the Net Price. You
can keep the Net Price value in the organized table format with the help of the data table. Your Price
runs horizontally to the right while quan�ty runs ver�cally down. We are using a formula to calculate
the Net Price as Price mul�plied by Quan�ty minus total discount (Quan�ty * Discount for each
quan�ty).
Now, for crea�on of data table select the range of data table. Choose Data Tab » What-If analysis
dropdown » Data table. It will give you dialogue asking for Input row and Input Column. Give the
Input row as Price cell (In this case cell B3) and Input column as quan�ty cell (In this case cell B4).
Please see the below screen-shot.
Clicking OK will generate data table as shown in the below screen-shot. It will generate the table
formula. You can change the price horizontally or quan�ty ver�cally to see the change in the Net
Price.
 Pivot Tables in Excel 2010
Pivot Tables

A pivot table is essen�ally a dynamic summary report generated from a database. The database can
reside in a worksheet (in the form of a table) or in an external data file. A pivot table can help
transform endless rows and columns of numbers into a meaningful presenta�on of the data. Pivot
tables are very powerful tool for summarized analysis of the data.

Pivot tables are available under Insert tab » PivotTable dropdown » PivotTable.

Pivot Table Example

Now, let us see Pivot table with the help of example. Suppose you have huge data of voters and you
want to see the summarized data of voter Informa�on per party, then you can use the Pivot table for
it. Choose Insert tab » Pivot Table to insert pivot table. MS Excel selects the data of the table. You
can select the pivot table loca�on as exis�ng sheet or new sheet.

This will generate the Pivot table pane as shown below. You have various op�ons available in the
Pivot table pane. You can select fields for the generated pivot table.
 • Column labels − A field that has a column orienta�on in the pivot table. Each item in the
field occupies a column.

• Report Filter − You can set the filter for the report as year, then data gets filtered as per the
year.

• Row labels − A field that has a row orienta�on in the pivot table. Each item in the field
occupies a row.

• Values area − The cells in a pivot table that contain the summary data. Excel offers several
ways to summarize the data (sum, average, count, and so on).

A�er giving input fields to the pivot table, it generates the pivot table with the data as shown below.
 Simple Charts in Excel 2010

Charts

A chart is a visual representa�on of numeric values. Charts (also known as graphs) have been an
integral part of spreadsheets. Charts generated by early spreadsheet products were quite crude, but
thy have improved significantly over the years. Excel provides you with the tools to create a wide
variety of highly customizable charts. Displaying data in a well-conceived chart can make your
numbers more understandable. Because a chart presents a picture, charts are par�cularly useful for
summarizing a series of numbers and their interrela�onships.

Types of Charts

There are various chart types available in MS Excel as shown in the below screen-shot.
• Column − Column chart shows data changes over a period of �me or illustrates comparisons
among items.

• Bar − A bar chart illustrates comparisons among individual items.

• Pie − A pie chart shows the size of items that make up a data series, propor�onal to the sum
of the items. It always shows only one data series and is useful when you want to emphasize
a significant element in the data.

• Line − A line chart shows trends in data at equal intervals.

• Area − An area chart emphasizes the magnitude of change over �me.

• X Y Scater − An xy (scater) chart shows the rela�onships among the numeric values in
several data series, or plots two groups of numbers as one series of xy coordinates.

• Stock − This chart type is most o�en used for stock price data, but can also be used for
scien�fic data (for example, to indicate temperature changes).

• Surface − A surface chart is useful when you want to find the op�mum combina�ons
between two sets of data. As in a topographic map, colors and paterns indicate areas that
are in the same range of values.

• Doughnut − Like a pie chart, a doughnut chart shows the rela�onship of parts to a whole;
however, it can contain more than one data series.

• Bubble − Data that is arranged in columns on a worksheet, so that x values are listed in the
first column and corresponding y values and bubble size values are listed in adjacent
columns, can be ploted in a bubble chart.

• Radar − A radar chart compares the aggregate values of a number of data series.
Crea�ng Chart

To create charts for the data by below men�oned steps.

• Select the data for which you want to create the chart.

• Choose Insert Tab » Select the chart or click on the Chart group to see various chart types.

• Select the chart of your choice and click OK to generate the chart.

Edi�ng Chart

You can edit the chart at any �me a�er you have created it.

• You can select the different data for chart input with Right click on chart » Select data.
Selec�ng new data will generate the chart as per the new data, as shown in the below
screen-shot.
 • You can change the X axis of the chart by giving different inputs to X-axis of chart.

• You can change the Y axis of chart by giving different inputs to Y-axis of chart.

Pivot Charts Excel 2010

Pivot Charts

A pivot chart is a graphical representa�on of a data summary, displayed in a pivot table. A pivot chart
is always based on a pivot table. Although Excel lets you create a pivot table and a pivot chart at the
same �me, you can’t create a pivot chart without a pivot table. All Excel char�ng features are
available in a pivot chart.

Pivot charts are available under Insert tab » PivotTable dropdown » PivotChart.

Pivot Chart Example

Now, let us see Pivot table with the help of an example. Suppose you have huge data of voters and
you want to see the summarized view of the data of voter Informa�on per party in the form of
charts, then you can use the Pivot chart for it. Choose Insert tab » Pivot Chart to insert the pivot
table.
MS Excel selects the data of the table. You can select the pivot chart loca�on as an exis�ng sheet or a
new sheet. Pivot chart depends on automa�cally created pivot table by the MS Excel. You can
generate the pivot chart in the below screen-shot.
 Keyboard Shortcuts in Excel 2010

MS Excel Keyboard Short-cuts

MS Excel offers many keyboard short-cuts. If you are familiar with windows opera�ng system, you
should be aware of most of them. Below is the list of all the major shortcut keys in Microso� Excel.

• Ctrl + A − Selects all contents of the worksheet.

• Ctrl + B − Bold highlighted selec�on.

• Ctrl + I − Italicizes the highlighted selec�on.

• Ctrl + K − Inserts link.

• Ctrl + U − Underlines the highlighted selec�on.

• Ctrl + 1 − Changes the format of selected cells.

• Ctrl + 5 − Strikethrough the highlighted selec�on.

• Ctrl + P − Brings up the print dialog box to begin prin�ng.

• Ctrl + Z − Undo last ac�on.

• Ctrl + F3 − Opens Excel Name Manager.

• Ctrl + F9 − Minimizes the current window.

• Ctrl + F10 − Maximize currently selected window.

• Ctrl + F6 − Switches between open workbooks or windows.

• Ctrl + Page up − Moves between Excel work sheets in the same Excel document.

• Ctrl + Page down − Moves between Excel work sheets in the same Excel document.

• Ctrl + Tab − Moves between Two or more open Excel files.

• Alt + = − Creates a formula to sum all of the above cells

• Ctrl + ' − Inserts the value of the above cell into cell currently selected.

• Ctrl + Shi� + ! − Formats the number in comma format.

• Ctrl + Shi� + $ − Formats the number in currency format.

• Ctrl + Shi� + # − Formats the number in date format.

• Ctrl + Shi� + % − Formats the number in percentage format.

• Ctrl + Shi� + ^ − Formats the number in scien�fic format.

• Ctrl + Shi� + @ − Formats the number in �me format.

• Ctrl + Arrow key − Moves to the next sec�on of text.

• Ctrl + Space − Selects the en�re column.

• Shi� + Space − Selects the en�re row.

• Ctrl + - − Deletes the selected column or row.

• Ctrl + Shi� + = − Inserts a new column or row.

• Ctrl + Home − Moves to cell A1.

• Ctrl + ~ − Switches between showing Excel formulas or their values in cells.

• F2 − Edits the selected cell.

• F3 − A�er a name has been created F3 will paste names.

• F4 − Repeat last ac�on. For example, if you changed the color of text in another cell pressing
F4 will change the text in cell to the same color.

• F5 − Goes to a specific cell. For example, C6.

• F7 − Spell checks the selected text or document.

• F11 − Creates chart from the selected data.

• Ctrl + Shi� + ; − Enters the current �me.

• Ctrl + ; − Enters the current date.

• Alt + Shi� + F1 − Inserts New Worksheet.

• Alt + Enter − While typing text in a cell pressing Alt + Enter will move to the next line allowing
for mul�ple lines of text in one cell.

• Shi� + F3 − Opens the Excel formula window.

• Shi� + F5 − Brings up the search box.

 MS Excel Resources

he following resources contain addi�onal informa�on on Excel. Please use them to get more in-
depth knowledge on this topic.

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