091051s

STUDENT MANUAL
Microsoft® Office
Excel® 2013: Part
1 (Second Edition)
™
Microsoft® Office
Excel® 2013: Part
1 (Second
Edition)
Microsoft® Office Excel® 2013: Part 1
(Second Edition)
Part Number: 091051
Course Edition: 1.01
Acknowledgements
PROJECT TEAM
Author Media Designer Content Editor
Tim Barnosky Alex Tong Catherine M. Albano
Notices
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® ®
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Microsoft® Office Excel®
2013: Part 1 (Second
Edition)
Lesson 1: Getting Started with Microsoft Office Excel

2013........................................................................1
Topic A: Navigate the Excel User Interface...................................... 2
Topic B: Use Excel Commands...................................................... 17
Topic C: Create and Save a Basic Workbook.................................. 23
Topic D: Enter Cell Data............................................................... 31
Topic E: Use Excel Help................................................................ 43
Lesson 2: Performing Calculations................................ 49

Topic A: Create Worksheet Formulas............................................ 50
Topic B: Insert Functions.............................................................. 58
Topic C: Reuse Formulas.............................................................. 70
Lesson 3: Modifying a Worksheet..................................83

Topic A: Insert, Delete, and Adjust Cells, Columns, and Rows.......84
Topic B: Search for and Replace Data............................................89
Topic C: Use Proofing and Research Tools.................................... 96
| Microsoft® Office Excel® 2013: Part 1 (Second Edition) |
Lesson 4: Formatting a Worksheet...................................... 103

Topic A: Modify Fonts...........................................................................104
Topic B: Add Borders and Colors to Worksheets................................... 113
Topic C: Apply Number Formats........................................................... 122
Topic D: Align Cell Contents.................................................................127
Topic E: Apply Styles and Themes.........................................................133
Topic F: Apply Basic Conditional Formatting......................................... 143
Topic G: Create and Use Templates...................................................... 148
Lesson 5: Printing Workbooks.............................................153

Topic A: Preview and Print a Workbook.................................................154
Topic B: Define the Page Layout........................................................... 159
Lesson 6: Managing Workbooks..........................................173

Topic A: Manage Worksheets................................................................ 174
Topic B: Manage Workbook and Worksheet Views.................................181
Topic C: Manage Workbook Properties................................................. 193
Appendix A: Microsoft Office Excel 2013 Exam 77-420...................... 203
Appendix B: Microsoft Office Excel 2013 Expert Exams 77–427 and

77-428.......................................................................................207
Appendix C: Microsoft Excel 2013 Common Keyboard Shortcuts........ 211

Lesson Labs........................................................................................ 213
Glossary............................................................................................. 223
Index.................................................................................................. 227
About This Course
The breadth of business, educational, and organizational information in existence today is

absolutely staggering. Organizations the world over rely on this information to make sound
decisions regarding all manner of affairs. But with the amount of available data growing on a
daily basis, the ability to make sense of all of that data is becoming more and more
challenging. Fortunately, the days of performing calculations and analyzing data on paper
are pretty much gone. Imagine, if you will, having to calculate what percentage of your
organization's sales occurred in one small town in, say, Brazil. If your organization operates
in multiple countries and generates billions of dollars in revenue annually, it could take a
lifetime to isolate the exact figures you need and then compare those to the rest of your
revenues. Who has that kind of time? This is exactly where the power of Excel can help.
By applying the robust functionality that's built into Excel to your organization's raw data,
you will be able to gain a level of insight into that data that would have been nearly
impossible just a couple of decades ago. Excel can help you organize, calculate, analyze,
revise, update, and present your data in ways that will help the decision makers in your
organization steer you in the right direction. Of course, knowing exactly how to ask Excel
the questions that you need answered, which questions you can even ask, and how to
interpret the answers Excel gives is necessary before you can even begin to embark on the
journey ahead. This course aims to provide you with the foundational Excel knowledge and
skills necessary to begin that journey.
This course covers Microsoft Office Specialist exam objectives to help students prepare for
the Excel 2013 Exam and the Excel 2013 Expert Exam.
Course Description
Target Student
This course is intended for students who wish to gain the foundational understanding of
Microsoft Office Excel 2013 that is necessary to create and work with electronic
spreadsheets.
Course Prerequisites
To ensure success, students will need to be familiar with using personal computers and
should have experience using a keyboard and mouse. Students should also be comfortable
working in the Windows 8 or 8.1 environment and be able to use Windows 8 or 8.1 to
manage information on their computers. Specific tasks the students should be able to
perform include: opening and closing applications, navigating basic file structures, and
managing files and folders. To obtain this level of skill and knowledge, you can take any of
the following Logical Operations courses:
• Using Microsoft Windows 8.1
• Introduction to Personal Computers Using Microsoft Windows 8.1
Course Objectives
Upon successful completion of this course, you will be able to create and develop Excel worksheets
and workbooks in order to work with and analyze the data that is critical to the success of your
organization.
You will:
• Get started with Microsoft Office Excel 2013.
• Perform calculations.
• Modify a worksheet.
• Format a worksheet.
• Print workbooks.
• Manage workbooks.
The LogicalCHOICE Home Screen

The LogicalCHOICE Home screen is your entry point to the LogicalCHOICE learning experience,
of which this course manual is only one part. Visit the LogicalCHOICE Course screen both during
and after class to make use of the world of support and instructional resources that make up the
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| About This Course |

How to Use This Book

As You Learn
This book is divided into lessons and topics, covering a subject or a set of related subjects. In most
cases, lessons are arranged in order of increasing proficiency.
The results-oriented topics include relevant and supporting information you need to master the
content. Each topic has various types of activities designed to enable you to practice the guidelines
and procedures as well as to solidify your understanding of the informational material presented in
the course. Procedures and guidelines are presented in a concise fashion along with activities and
discussions. Information is provided for reference and reflection in such a way as to facilitate
understanding and practice.
Data files for various activities as well as other supporting files for the course are available by
download from the LogicalCHOICE Course screen. In addition to sample data for the course
exercises, the course files may contain media components to enhance your learning and additional
reference materials for use both during and after the course.
At the back of the book, you will find a glossary of the definitions of the terms and concepts used
throughout the course. You will also find an index to assist in locating information within the
instructional components of the book.
As You Review
Any method of instruction is only as effective as the time and effort you, the student, are willing to
invest in it. In addition, some of the information that you learn in class may not be important to you
immediately, but it may become important later. For this reason, we encourage you to spend some
time reviewing the content of the course after your time in the classroom.
As a Reference
The organization and layout of this book make it an easy-to-use resource for future reference.
Taking advantage of the glossary, index, and table of contents, you can use this book as a first
source of definitions, background information, and summaries.
Course Icons
Watch throughout the material for these visual cues:
Icon Description
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| About This Course |

1 Getting Started with
Microsoft Office Excel
2013
Lesson Time: 1 hour, 30 minutes
Lesson Objectives
In this lesson, you will get started with Microsoft® Office Excel® 2013. You will:
• Navigate the Excel user interface.
• Use Excel commands.
• Create and save a basic workbook.
• Enter cell data.
• Use Excel Help.
Lesson Introduction
You want to use Microsoft Office Excel 2013 to store and analyze data for your
organization, but you're new to Excel and it's hard to know where to begin. In order to take
advantage of everything Excel has to offer, you must first understand the "lay of the land."
How do you interact with Excel? What, precisely, can it do? How do you get Excel to do
these things for you? These are questions you likely have in mind. It is precisely these types
of questions this lesson aims to answer.
Like many Microsoft Office applications, Excel has a standard layout that provides you with
access to all of the commands, work areas, options, and settings you will need to begin
developing and using electronic worksheets in your day-to-day life. Taking the time to
become familiar with Excel's layout, its various parts, its commands, and its terminology is a
critical first step toward your goal of storing and analyzing organizational data.
2 | Microsoft® Office Excel® 2013: Part 1 (Second Edition)
TOPIC A
Navigate the Excel User Interface
Consider polling Imagine you've just moved to a new city, a city to which you've never been. It's easy to see how
students about their difficult it may be at first to find the nearest grocery store, gas station, restaurant, or department
overall Excel experience store. And, with a number of each of these types of establishments available, it may be even more
and adjusting your pace challenging to find your favorite grocery store or the best restaurant right away. Beginning to use a
and presentation new computer application can be much like moving to a new city. There is plenty of available
accordingly, especially in
functionality, and there are often a number of different ways to perform the same tasks. But, you
this first lesson.
may not know where to find what you need. Basically, you need a map.
Finding your way around this new city, Excel, is your first step toward leveraging its powerful,
robust functionality. By taking the time to locate and identify the various components of the Excel
user interface, you will familiarize yourself with the landscape that will become critical to your
eventual mastery of Excel.
Microsoft Office Excel 2013

Microsoft Office Excel Microsoft Office Excel 2013 is an application that is part of the Microsoft Office 2013 suite of user-
2013 productivity software. Excel is a powerful electronic spreadsheet program that allows you to store,
present, manipulate, and analyze a number of different types of data. Excel's functionality enables
you to work with and analyze massive amounts of raw data in order to obtain actionable
organizational intelligence. This intelligence will help you make sound business and organizational
decisions on a number of fronts with the aim of achieving increasing levels of success.
Figure 1-1: Microsoft Office Excel 2013.
Lesson 1: Getting Started with Microsoft Office Excel 2013 | Topic A

Microsoft® Office Excel® 2013: Part 1 (Second Edition) | 3
Spreadsheets, Worksheets, and Workbooks

A spreadsheet is simply a paper or an electronic document, arranged in tabular form, that is used to Spreadsheets,
store, manipulate, and analyze data. A worksheet is an electronic spreadsheet that is used for entering, Worksheets, and
storing, and analyzing data in Excel. Think of worksheets as individual pages within Excel that Workbooks
display and allow you to work with your data.
A workbook is an Excel file that serves as a container to store related Excel worksheets. If you apply
the individual page analogy to the workbook as well, the worksheets are the individual pages,
whereas the workbook is the binding that holds the pages together. The default number of
worksheets in a new Excel 2013 workbook is one. You can add or remove worksheets to suit your
needs and you can name, rename, and rearrange the order of worksheets in a workbook. The
number of worksheets that a workbook can contain is limited by your computer system's available
memory.
Figure 1-2: Excel workbooks act like binders for related worksheets.
Cells and Ranges

An Excel worksheet is arranged in a tabular format, meaning it consists of a series of columns and Cells and Ranges
rows that intersect to form cells. A cell is a singular container that you can use to input and store
data. Each individual rectangle that you see on an Excel worksheet is a separate cell.
In Excel, a range is a group of cells that typically contains related data. A range can consist of an
entire row or column, a group of cells in a row or column, or a group of cells that covers multiple
rows and columns. You can use ranges to organize your worksheets by related sets of data.

Figure 1-3: Cells and a range on an Excel worksheet.
Cell Regions
You may also come across the term region in reference to worksheet cells. A region is simply a group
of contiguous, populated cells. A region is different from a range because a range can, technically,
contain blank cells, rows, or columns; a region does not.
Cell and Range References

Cell and Range In Excel, cells are identified by using cell references. Think of a cell reference as the name of a cell, used
References to differentiate it from among the other cells on a worksheet. A cell reference consists of a letter and
a number. The letter refers to the column headers in Excel, whereas the number refers to the row
headers. So, the cell on a worksheet that is located at the intersection of column C and row 5 has the
cell reference C5.
Column headers are displayed along the top of an Excel worksheet and are used to differentiate
individual columns. Column headers begin with the letter A for the first column, and run through
the course of the entire alphabet. But Excel supports far more columns in a single worksheet than
the 26 letters of the alphabet. In fact, a worksheet can contain up to 16,384 columns. So after Z,
column headers continue with AA through AZ. After AZ comes BA through BZ, and so on. Once
the column headers have exhausted all of the possible combinations through ZZ, they continue with
AAA, AAB, AAC, and so on.
Row headers are displayed along the left side of an Excel worksheet and are used to differentiate
individual rows. Row headers begin at 1 and increase sequentially through row 1,048,576. The last
possible cell reference in an Excel worksheet is XFD1048576.
You will use range references to identify particular ranges of data in your worksheets. A range reference
consists of two cell references separated by a colon. The first cell reference identifies the top-
leftmost cell in a range; the second cell reference identifies the bottom-rightmost cell in a range. So,
for example, the range of cells that includes the first five rows in columns A through D is A1:D5.

Figure 1-4: Use column and row headers to define cell and range references.
The Excel UI
The Excel user interface (UI) contains all of the workspaces and commands that you will use to The Excel User Interface
create and work with workbooks and worksheets. The general areas along the top and bottom of the Outer Elements
Excel UI contain elements that display information about the current workbook and provide you
with access to some of the more commonly used commands and tools.

Figure 1-5: The outer elements of the Excel UI contain many of the common commands and tools
you will use to develop Excel workbooks and present important information about your
workbooks.
The following table describes the functions of the outer elements of the Excel UI.
Excel UI Element Description
Title bar Displays the workbook file name.

Quick Access Toolbar Provides you with easy access to commonly used Excel commands,
such as Save, Undo, and Redo. You can customize the Quick
Access Toolbar to suit your needs.
Ribbon Provides you with access to the most commonly used commands
for working with Excel workbooks and worksheets. The ribbon is
organized into a series of tabs, each containing groups of related
commands. You can customize the ribbon to suit your needs.
Formula Bar Displays the contents of the currently selected cell in a worksheet.
You can also use the Formula Bar to edit cell contents.
Name Box Displays the cell reference for the currently selected cell, or the cell
reference of the active cell in the currently selected range. The
Name Box can also display custom range names and can be used
to navigate to a particular cell.
Status bar Displays the status of various conditions pertinent to Excel, such as
the mode of the active cell, and whether or not Caps Lock or
Number Lock is enabled. You can customize what information is
displayed on the status bar.
View and zoom controls Provide you with quick access to commands that change the current
workbook view and change the magnification level of the displayed
worksheet.

The middle part of the Excel UI displays your workbook and worksheet contents and some
common navigation controls to help you locate and work with data.
The Excel User Interface
Inner Elements
Figure 1-6: The inner elements of the Excel UI display your worksheet data and enable you to
navigate throughout your workbooks.
The following table describes the various elements of the inner portion of the Excel UI.
Excel UI Element Description
Column headers Identify each separate column with a unique letter or letter
combination.
Row headers Identify each separate row with a unique number.
Select All button Enables you to select all cells in the worksheet.
Scroll bars Enable you to navigate vertically and horizontally across
worksheets.
You may want to show
Worksheet tab navigation Enable you to navigate among the various worksheets within a LearnTO Navigate the
controls workbook. Microsoft Excel 2013
Worksheet tabs Enable you to select a particular worksheet within a workbook. You Interface from the
can use worksheet tabs to name, rename, and arrange worksheets, LogicalCHOICE Course
screen or have students
and you can apply certain formatting options to the tabs. navigate out to the
Course screen and
Each workbook file that you open simultaneously appears within its own instance of the Excel user watch it themselves as a
interface, and each window displays the same commands and workspaces. You can open as many supplement to your
simultaneous instances of workbooks as your computer's system memory can support. instruction. If not, please
remind students to visit
Note: If you would like more information about the Excel 2013 user interface, access the the LearnTOs for this
LearnTO Navigate the Microsoft Excel 2013 Interface presentation from the LearnTO tile course on their
on the LogicalCHOICE Course screen. LogicalCHOICE Course
screen after class for
supplemental
information and
additional resources.

Excel Window Commands

Excel Window You can resize the Excel UI to better fit your computer screen and modify the general display
Commands setting for the ribbon by using the Excel window commands in the top-right corner of the UI. You
can also close the Excel 2013 application from here.
Figure 1-7: Use the commands in the top-right corner of the Excel UI to adjust the window size
and set common ribbon display options.
The following table describes the functions of the Excel window commands.
Command Enables You To
Minimize button Hide the entire Excel 2013 UI. The application remains open,
however, and the Excel 2013 icon still appears on the Windows
taskbar.
Maximize/Restore Down Reduce the size of the Excel UI from full screen to a smaller sized
button window, or maximize a smaller window back to full screen. When
the window is reduced in size, you can drag the bottom-right corner
of the UI to resize the Excel window to suit your needs.
Close button Close the currently selected workbook. If there is only one Excel
workbook file open when you select the Close button, the entire
application closes, too.
Ribbon Display Options Change how Excel displays the ribbon in the UI. You have the
button following three options:
• Auto-hide Ribbon: This option hides the ribbon entirely until
you select the top of the Excel UI. Once displayed, the ribbon
remains visible until you select something outside of it.
• Show Tabs: This option hides the ribbon groups and
commands, but leaves the ribbon tabs visible. The command
groups and commands appear when you select a ribbon tab and
disappear again when you select an item outside the ribbon.
• Show Tabs and Commands: This is the default ribbon display
option, which leaves the entire ribbon on screen at all times.
The Backstage View

The Backstage View The Backstage view appears when you select the FILE tab on the ribbon. Along the left pane in the
Backstage view, Excel displays a series of commands and tabs that enable you to save and access
Excel workbooks, and access commands and options for working with your Excel files and for
configuring Excel application options. Common tasks you may perform in the Backstage view
include previewing and printing workbooks, saving and accessing Excel files, applying security

options, and sharing workbooks with colleagues. You can exit the Backstage view by selecting the
Back button at the top of the left pane. From a high level, you can think of the Backstage view
in these terms: The Backstage view is where you typically go to do things to your Excel files,
whereas the other ribbon tabs are where you go to do things within your Excel files.
Note: In earlier versions of Excel, it was easier to distinguish the commands from the tabs in
the Backstage view. In Excel 2013, however, tabs and commands have the same appearance.
Figure 1-8: The Excel 2013 Backstage view.
The following table describes the various elements of the Excel Backstage view.
Backstage View Element Description
Left pane Displays the file commands and the various Backstage view tabs.
File commands Enable you to open, close, and save your Excel workbook files.
Tabs Provide you with access to commands for working with your Excel
workbooks and various settings and options for configuring the
Excel environment.
Right pane Displays various commands and options for working with your
Excel workbook files depending on the tab you select in the left
pane.
Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Open Workbooks.
Mouse Navigation
As with many Microsoft Office applications, Excel 2013 provides you with a number of options for
performing the same task. This is no different for navigating your worksheets and workbooks. One

of the most basic methods you will use to navigate your workbooks and worksheets is to use the
mouse.
Note: This knowledge block assumes the use of a desktop computer, or a laptop computer or
touch-screen device with a mouse attached. As touch-screen devices are becoming
commonplace, you may find yourself using Excel 2013 on a touch-screen device without a
mouse. Consult your device's operation manual for common equivalents to mouse-click
commands.
The following table describes some of the most commonly used mouse navigation techniques within
Excel 2013.
Navigation Option Mouse Command
Select a particular cell. Select the desired cell.

Select a range of cells. Click and drag to select the desired range of
cells.
Select an entire column or row. Select the desired column or row header.
Move the worksheet display up or down by a Select one of the vertical scroll arrows.
single row.
Move the worksheet display left or right by a Select one of the horizontal scroll arrows.
single column.
Move the worksheet display by more than one Click and drag the vertical or horizontal scroll
row or column at a time. bars to the desired view.
Move the worksheet display one screen at a On the vertical scroll bar, select the area
time. between the scroll bar and the desired direction's
scroll arrow.
Display a different worksheet. Select the desired worksheet tab along the
bottom of the workbook window.
Keyboard Navigation
Excel 2013 also provides you with a number of options for navigating your workbooks and
worksheets using keyboard commands.
Note: This knowledge block assumes the use of a desktop or a laptop computer, or the use of a
touch-screen device with an attached keyboard. If you are using Excel 2013 on an exclusively
touch-screen device, consult your device's operation manual or support material to determine if
these keyboard shortcuts will work or if there are equivalent commands.
The following table describes some of the most commonly used keyboard navigation techniques in
Excel 2013.
Navigation Option Keyboard Command
Move one cell up, down, left, or right from the Press the Up, Down, Left, or Right arrow key.
currently selected cell.
Move to the cell in column A of the current Press the Home key.
row.
Move to the first or last column or row of data. Press and hold down the Ctrl key, and then
press the Up, Down, Left, or Right arrow key.
Scroll up or down by one screen. Press the Page Up or the Page Down key.

Navigation Option Keyboard Command

Scroll left or right by one screen. Press Alt+Page Up or Alt+Page Down.
Move one cell to the right. Press the Tab key. This will also enter any data
you have typed into the cell.
Move one cell to the left. Press Shift+Tab.
Move one cell down. Press the Enter key. This will also enter any data
you have typed into the cell. To enter data
without navigating away from the cell, press Ctrl
+Enter.
Move one cell up. Press Shift+Enter.
Move to cell A1. Press Ctrl+Home.
Navigate left or right through the worksheets in Press Ctrl+Page Up or Ctrl+Page Down.
a workbook.
Basic Data Entry

As cells act as individual storage containers for the data you will enter into Excel worksheets, it Basic Data Entry
follows that you will need to be able to enter the necessary data into your worksheet cells. When you
select a cell in Excel, it becomes the active cell, and it is only into the active cell that you can initially
enter data. An active cell is displayed with a solid green border around it. When you select a range of
cells, only one cell within the range is the active cell; that is the cell that is displayed without a
shaded background. You can use the Tab and the Enter keys to navigate among cells within a
selected range while maintaining the range as your selection. In addition to dragging to select a range
with your mouse, you can press and hold down the Shift key to select a contiguous range of cells, or
you can press and hold down the Ctrl key to select a non-contiguous group of cells.

Figure 1-9: Active cell contents appear in the Formula Bar, and the Name Box displays the active
cell reference.
As with the navigation options, there are several ways you can enter data into the cells in your
worksheets. The following table describes the various methods for entering data into worksheet
cells.
Let students know they
may encounter slightly Data Entry Method Description
different behavior than is
indicated in this table Directly into the active The most basic method of entering data into a cell is to select the cell,
when using the Enter cell type the data, and then press either the Tab or the Enter key. Pressing
key to navigate down a Tab will enter the data and navigate one cell to the right. Pressing
row. Sometimes Excel Enter will enter the data and navigate to the first open cell in the next
will recognize patterns in row down.
data entry and may not
return to the first empty If there is already data in the cell, using this method will overwrite the
cell in the next row when previous data.
a user presses Enter.
Using the Formula Bar You can also enter data directly into the Formula Bar. Simply select
the desired cell, select the Formula Bar to place the insertion point
there, type the data, and then press either Tab or Enter.

Data Entry Method Description

Using Edit mode You can use Edit mode to either enter new data in an empty cell or
edit existing data. Using Edit mode is more useful for editing existing
data; entering Edit mode is simply an extra step if you're just adding
new data.
To enter Edit mode, either double-click the desired cell, select the
desired cell and then place the insertion point in the Formula Bar, or
select the desired cell and then press F2. Once in Edit mode, you can
place the insertion point wherever you like, in the cell or the Formula
Bar, and edit the existing data as you normally would in a word-
processing application. Once you've edited the data, regardless of
where the insertion point is, you can press either Tab or Enter to
enter the data and navigate to the desired next cell.
Note: To enter data in a cell and keep that cell as the active cell, press Ctrl+Enter to enter the
data. Also, you can use the Up, Down, Left, or Right arrow key to enter data and then navigate
one cell in the desired direction.
Cell Modes
When interacting with the cells in your worksheets, an active cell can be in one of three modes:
Ready, Enter, or Edit. Excel displays the status of the selected cell on the left side of the Status bar.
These three modes allow you to interact with worksheet cells in different ways.
The following table describes each of the three cell modes.
Cell Mode Description
Ready mode Ready mode tells you a cell is selected and that it is waiting for you to
interact with it. Excel will not display a cursor in either the active cell or
the Formula Bar when in Ready mode.
Enter mode Excel puts the selected cell in Enter mode once you start typing data into
it. Excel will enter Enter mode whether you are adding data to an empty
cell or you are completely overwriting existing data in a cell. When the
active cell is in Enter mode, there is an active insertion point (cursor) in
the cell.

Cell Mode Description

Edit mode You can enter Edit mode in several different ways. Essentially, Edit mode
is the same as Enter mode, except you are typically editing existing cell
data instead of adding new data. To enter Edit mode, select the desired
cell, and then do one of the following: select the Formula Bar to place
the insertion point (cursor) there, press the F2 key, or double-click the
cell. When in Edit mode, there is an active insertion point (cursor) in
either the active cell or the Formula Bar.
Using the F2 key or selecting within the Formula Bar will always put the
active cell in Edit mode, even if there is no existing content.
information and job aids on How to Navigate the Excel Environment.

ACTIVITY 1-1
Navigating the Excel User Interface
Data File
C:\091051Data\Getting Started with Microsoft Office Excel
2013\footprint_sports_holiday_schedule.xlsx
Before You Begin

You are logged in to your computer and the Windows 8 Start screen is displayed, but Excel 2013 is
not open.
Windows 8 is set to display file extensions.
Scenario
My Footprint Sports started in Greene City in 1980 with one store and rapidly expanded throughout
the state of Richland. Known for its superior customer service and wide range of products, My
Footprint Sports has continued to grow and now has stores throughout the United States, as well as
stores in select cities in Canada and Mexico. Recent industry rumors indicate that expansion into
Europe is on the horizon.
You have recently joined My Footprint Sports as a sales manager. Your responsibilities include using
Excel to analyze sales trends and other company data. You have used other spreadsheet applications
to work with data in the past, but not Excel. You realize you'll need to get up to speed on how Excel
works, and fast. You decide to start by locating the critical user interface elements you'll work with
most often. Your HR representative provided you with the company paid holiday schedule for the
current year as an Excel workbook file as part of the onboarding and orientation process. Because
you need to plan your paid time off anyway, you decide to open that file in Excel to explore the user
interface.
Notify students of any
Note: Activities may vary slightly if the software vendor has issued digital updates. Your changes to activities
instructor will notify you of any changes. based on digital software
updates issued by the
software vendor.
1. Open Excel 2013.
a) From the Windows 8 Start screen, select the Excel 2013 tile.
b) If Excel does not appear full screen, select the Maximize button.
2. Pin the Excel icon to the taskbar for easier access.

a) Right-click the Excel icon on the taskbar. Let students know that if
b) From the pop-up menu, select Pin this program to taskbar. they accidentally close
the entire application,
3. Open the footprint_sports_holiday_schedule.xlsx file. they can simply select
the Excel icon on the
a) From the Excel screen, in the left pane, select Open Other Workbooks. taskbar to reopen it.
b) From the Open screen, select Computer→Browse.
c) In the Open dialog box, navigate to the C:\091051Data\Getting Started with Microsoft Office Excel Ensure all students can
2013 folder. view file extensions on
d) Select the footprint_sports_holiday_schedule.xlsx workbook file, and then select Open. their workstations. Assist
anyone who needs help
4. Navigate the ribbon. turning on the display of
file extensions.
a) Select several of the ribbon tabs other than the FILE tab.

b) Verify that the displayed commands change for each tab.
5. Explore the Backstage view.

a) Select the FILE tab.
b) In the left pane, select New, then Open, and then Print.
c) Verify that the commands and options in the right pane change for the various tabs.
d) Select the Back button to exit the Backstage view.

When students select
the Print tab while in the 6. Navigate the worksheet with the mouse.
Backstage view, the a) Ensure that cell A1 is selected. Verify that it is displayed with a solid green border and that A1
default page breaks may appears in the Name Box.
appear on the b) Verify that Day appears in the Formula Bar.
worksheet. Let them
c) Select cell C11. Verify that it is now the active cell, that C11 appears in the Name Box, and that
know this is normal, that
Christmas appears in the Formula Bar.
it will have no effect on
the current activity, and d) Click and drag from cell A1 to cell A11. Confirm that the range A1:A11 is selected and that cell A1 is
that you'll be covering the active cell.
page breaks later in the e) Verify that A1 appears in the Name Box and that Day appears in the Formula Bar.
course. f) Press Enter.
g) Verify that cell A2 is now the active cell, that A2 appears in the Name Box, and that Wed appears in
the Formula Bar.
Remind students that h) Press the Enter key until cell A11 is the active cell.
the active cell within a i) Select cell A2.
range appears without a j) Press and hold down the Shift key, and then select cell C2.
shaded background.
k) Verify that the range A2:C2 is selected and that cell A2 is the active cell within the range.
Reinforce the notion
that, even though a l) Select cell A3, press and hold down the Ctrl key, and then select the range A11:C11.
range is selected, you m) Verify that cells A3, A11, B11, and C11 are all selected.
can directly enter data
into only the active cell 7. Use the keyboard to navigate the worksheet.
within the range. a) Select cell A1.
b) Use the Down arrow and Right arrow keys to navigate to cell C11.
c) Use the Up arrow and Left arrow keys to navigate back to cell A1.
d) Press the Enter key to navigate to cell A2. Press and hold down Shift and press Enter to navigate
back to cell A1.
e) Press Tab to navigate to cell B1. Press and hold down Shift and press Tab to navigate back to cell
A1.
8. Leave the workbook open.

TOPIC B
Use Excel Commands
You've navigated your way around the Excel environment and entered basic cell data. Having taken
these few important first steps, you're ready to begin taking advantage of the wide array of
functionality Excel 2013 has to offer. But, in order to do so, you'll need to be familiar with where to
look to find the commands you need.
Knowing how to get to the data you want to work with is one thing; having the knowledge and the
skills to manipulate and analyze that data is quite another. You'll need to know where the commands
you want to execute are located, and how to interact with the various elements of the Excel UI in
order to begin taking advantage of Excel's data analysis functionality.
The Ribbon
The ribbon, a common interface element shared by all Microsoft Office 2013 applications, is a The Ribbon
component of the Excel 2013 UI. The ribbon is a graphical user interface that contains all of the
most commonly used commands you will need to create, modify, and work with your Excel
workbooks. It was designed as a way to provide quick access to frequently used commands without
the need to extensively navigate menus and submenus. The ribbon is displayed along the top of the
Excel UI and is organized into a series of tabs that contain command groups. These command
groups contain sets of functionally related commands that you will use to enter, format, revise, and
work with your workbook data.
Note: This course uses a streamlined notation for ribbon commands. They'll appear as
"[Ribbon Tab]→[Group]→[Button or Control]" as in "Select
HOME→Clipboard→Paste." If the group name isn't needed for navigation or there isn't a
group, it's omitted, as in "Select FILE→Open." For selections that open menus and submenus,
this notation convention will continue until you are directed to select the final command or
option, as in "Select HOME→Cells→Format→Hide & Unhide→Hide Rows."
Note: Some Excel 2013 command buttons are split, meaning there are actually two separate
buttons you can select independently. This is often the case with commands that have multiple
options/variations accessible by selecting a drop-down arrow. The Paste command button in
the Clipboard group on the HOME tab is an example of this. For these commands, you will be
directed to either select just the button, as in "Select HOME→Clipboard→Paste," or you will
be directed to select the drop-down arrow if necessary, as in "Select
HOME→Clipboard→Paste drop-down arrow→Paste Special."
Some ribbon groups also display a dialog box launcher. These downward-facing arrows in the bottom-
right corner of some command groups open dialog boxes that provide you with access to even more
commands and options related to the functionality of the particular group's commands.
The ribbon is a customizable element of the Excel UI. You can add tabs, groups, and individual
commands to suit your particular needs and work habits. You can also hide the ribbon to create
more workable space within the application window.
Lesson 1: Getting Started with Microsoft Office Excel 2013 | Topic B

Figure 1-10: The Excel 2013 ribbon.
The following table provides a description of the various ribbon elements.
Ribbon Element Description
Tabs Organizes the ribbon at the highest level according to task functions such
as inserting objects, working with formulas, and configuring the view of
your worksheets.
Groups Contain functionally related sets of commands that you will use to
perform most Excel tasks.
Commands Execute the desired action or configure the desired settings and options.
Dialog box launchers Open dialog boxes containing further commands or options related to
the functionality of the group's commands.
The following table describes the types of commands each of the ribbon tabs displays.
Ribbon Tab Contains Commands For
FILE Working with your Excel files and configuring system-wide and
application settings and options. Selecting the FILE tab accesses the
Backstage view, providing you with access to these commands and
settings.
HOME Executing some of the most common Excel tasks. The HOME tab
displays commands for basic text formatting and editing; applying various
styles and formatting to your data; and sorting, filtering, and searching
your data.
INSERT Inserting a variety of objects, such as charts, tables, and graphics, into
your workbooks; creating and editing hyperlinks; adding headers and
footers to worksheets; and inserting equations and symbols.
PAGE LAYOUT Applying themes and effects to worksheets; configuring the overall layout
of your worksheets; and arranging worksheet objects.
FORMULAS Inserting and working with formulas and functions; naming cells and
ranges; troubleshooting workbook data, functions, and formulas; and
setting calculation options.
DATA Importing data from other sources; performing various data analysis
tasks; and organizing worksheet data into a hierarchical structure.
REVIEW Reviewing, proofing, adding comments to, and sharing your workbooks.

Ribbon Tab Contains Commands For

VIEW Configuring workbook views, viewing multiple workbooks
simultaneously, and setting the magnification level.

Note: If you'd like a virtual tour of the ribbon, view the LearnTO Navigate the Office 2013 the LearnTO Navigate
Ribbon presentation from the LearnTO tile on the LogicalCHOICE Course screen. the Office 2013 Ribbon
presentation from the
LogicalCHOICE Course
Screen Tips and Key Tips screen or have students
navigate out to the
Excel 2013 provides two features that can help you identify and access various elements of the UI: Course screen and
screen tips and key tips. Screen tips appear when you place the mouse pointer over commands and watch it themselves as a
some other elements of the UI. Screen tips appear in a small pop-up window, and provide supplement to your
instruction. If not, please
information such as a command's name, a description of what the command or screen element
does, and the keyboard shortcut that performs the same function. the LearnTOs for this
Key tips differ from screen tips in that they allow you to actually interact with particular commands course on their
on screen. Key tips appear along the ribbon and the Quick Access Toolbar when you press the Alt LogicalCHOICE Course
key. Key tips appear as either a single alphanumeric character or a sequence of them. To access the screen after class for
supplemental
particular tab or engage the particular command associated with a key tip, simply press the
information and
corresponding key or sequence of keys on the keyboard. It is important to note that key tips do not additional resources.
function the same as keyboard shortcuts. If a key tip is displayed as a sequence of characters, you
Screen Tips and Key
press the corresponding keys one at a time, not at the same time as you would with a keyboard Tips
shortcut such as Shift+Enter. To turn off key tips, simply press the Alt key again or select any
screen element with the mouse pointer.
Figure 1-11: A screen tip and key tips in Excel 2013.
The Quick Access Toolbar

The Quick Access Toolbar is another element of the Excel UI that provides you with easy access to The Quick Access
commonly used commands. The Quick Access Toolbar appears above the ribbon in the top-left Toolbar
corner of the Excel UI. By default, the Save, Undo, and Redo commands appear on the Quick
Access Toolbar. Like the ribbon, the Quick Access Toolbar can be customized. You can add or
remove commands by using either the Excel Options dialog box or the Customize Quick Access
Toolbar menu.

Figure 1-12: The Quick Access Toolbar.
The Mini Toolbar and Context Menus

The Mini Toolbar and Excel 2013 provides you with two other options for easily accessing certain commands: the mini
Context Menus toolbar and context menus. The mini toolbar is displayed when you right-click the active cell on a
worksheet. It is a small, rectangular, pop-up window that contains a set of common text editing and
formatting commands that you can use to work with the data in the active cell.
In Excel 2013, there are actually multiple versions of the mini toolbar, the main version that is
displayed when you right-click an active cell, and variations of the main mini toolbar that are
displayed when you right-click various other objects on worksheets, such as images and charts.
Context menus also appear when you select or right-click particular objects or data within
worksheets. Context menus display a list of commands and options that pertain to working with the
specific type of content you have selected, hence the name "context" menus.

Figure 1-13: Variations on the mini toolbar and context menus in Excel 2013.
information and job aids on How to Use the Ribbon, the Quick Access Toolbar, and the
Mini Toolbar.

ACTIVITY 1-2
Using Excel Commands
Before You Begin

The footprint_sports_holiday_schedule.xlsx file is open.
Scenario
You are now familiar with the overall general layout of the Excel 2013 environment. You'd like to
focus on discovering where some of the commonly used commands are. You decide to use screen
tips to help you begin to identify some of the commands you've been wondering about. You also
want to look over one or two of the dialog boxes to see what commands are available there.
You have also just received an email message from the HR department informing you of an error on
the holiday schedule, which you'll need to correct. You already have the holiday schedule workbook
open, which works out well as you also want to add a few entries to the worksheet to help you plan
your vacation time.
1. Use screen tips to identify common commands.

a) Ensure the HOME tab is selected.
b) In the Font group, point the mouse pointer at several of the commands to view their screen tips.
c) Do the same for several commands in each of the other groups.
d) Select the INSERT tab.
e) View the screen tips for several commands in each of the command groups.
2. Examine the commands in a dialog box.

a) Select the HOME tab.
b) In the Font group, select the dialog box launcher.

c) Verify that the Format Cells dialog box opened.
d) Select the various tabs and review some of the available commands.
e) Select the Close button to close the Format Cells dialog box.
3. Add data to a cell.

a) Select cell C12.
b) Type And day after and press Enter.
We are using the Save c) In cell C13, type Consider NY's Eve and press Enter.
command here because
the Save As command 4. Replace existing data in a cell.
will be introduced in the a) Select cell A2.
next topic.
b) Type Tue and press Enter.
Saving the file by using
this method will c) Verify that the cell content has changed.
overwrite the existing
data file. Inform the 5. Save and close the file.
students that a copy of
the original data file has a) On the Quick Access Toolbar, select the Save button.
been included in the
b) Select FILE→Close.
solutions folder for this
lesson if students wish
to practice this activity
again.

TOPIC C
Create and Save a Basic Workbook
Although knowing how to open and work within existing workbooks is an important skill set, you
will, undoubtedly, need to create your own Excel workbooks to suit your particular needs. It's likely
you will be called upon to amass, analyze, and present data for a number of different purposes and
regarding a number of different subjects. You are also likely to need to present similar information
to multiple audiences. As such, you'll find yourself creating a variety of different workbooks that you
will need to save as separate items, and saving multiple versions of the same workbooks for various
purposes.
Microsoft Excel 2013 provides you with a number of options for creating and saving new
workbooks, and for saving variations of the same workbooks with different names or in different
locations. Becoming familiar with this basic functionality will provide you with the ability to keep
track of and manage your Excel workbook files.
The New Tab

The Backstage view's New tab provides you with a variety of options for creating new Excel The New Tab
workbooks. You can create a new blank workbook to start from scratch, or you can decide to start
with an existing Excel workbook template, and then make changes to suit your needs.
Let students know
templates will be
covered in depth in
Lesson 4.
Figure 1-14: The New tab in the Backstage view.
The following table describes the various elements of the New screen in the Excel 2013 Backstage
view.
New Screen Element Is Used To
Search for online templates Enter search criteria to look for available Excel workbook
field templates from office.com.
Start searching button Execute a search based on the search term(s) entered in the
Search for online templates field.
Lesson 1: Getting Started with Microsoft Office Excel 2013 | Topic C

New Screen Element Is Used To

Suggested searches section Search for office.com templates in a variety of commonly
searched categories. These categorized searches are also broken
down into sub-categories for more precise searching.
Blank Workbook tile Create a new, blank workbook.
Template tiles Create new Excel workbooks based on the selected template.
Excel 2013 File Formats

The default file format for Excel 2013 workbook files is the XLSX format. This is an XML-based
file format that allows Excel to compress files when you close them, making them up to 75 percent
smaller than files saved in the previous Excel file format, XLS. When you open an XLSX workbook
file, Excel automatically unzips it. The XLSX file format also provides other benefits over the
previous file format, such as easier recovery of damaged files, increased security and protection
functionality, and greater compatibility with other applications.
Microsoft Excel 2013 also supports a host of other file types that enable you to open workbook files
from previous versions of Excel and share files in a variety of formats with other users. The
following table provides a partial list of the file types available in Excel 2013.
File Type and Extension Description
Excel Workbook (.xlsx) The default file type in Excel 2013.

Excel Macro-Enabled Workbook Allows you to save workbook files containing Visual Basic
(.xlsm) for Applications macrocode.
Excel Binary Workbook (.xlsb) Compressed, binary-based file format that reduces file size
and improves performance in complex, calculation-dense
workbooks. This file type may not be compatible with some
applications that work only with XML-based files.
Excel 97-2003 Workbook (.xls) The previous default Excel file format. The XLS format is a
binary file format, which isn't as compatible with other
computer applications as the newer, XML-based file format.
Excel Template (.xltx) The default file type for Excel templates. This format is used
to save workbooks as templates so that you can create new
workbooks based on the template contents, layout, and
format.
Excel Macro-Enabled Template The default file format for Excel macro-enabled templates.
(.xltm)
Excel 97-2003 Template (.xlt) The default template file format in previous versions of
Excel.
PDF (.pdf) Allows you to save workbooks in the Adobe Portable
Document Format (PDF).
Displaying File Name Extensions

By default, Windows 8 does not display file extensions. To turn the display of file extensions on,
open File Explorer. If the File Explorer ribbon doesn't appear, to the left of the Help button, select
the Expand the Ribbon button. Then select the View tab and, in the Show/hide group, check the
File name extension check box.

The Save and Save As Commands

Excel provides you with two options for saving your new and existing workbook files: the Save The Save and Save As
command and the Save As command. You use the Save command to save changes to an existing Commands
workbook without changing the file name or the file location. You use the Save As command to
save new workbook files or to make changes to existing files, such as the file name and location.
Both the Save and Save As commands are accessible in the left pane in the Backstage view. The
Quick Access Toolbar also provides access to the Save command by default.
Note: If you select Save to save a new workbook file, Excel 2013 automatically displays the
Save As screen, as you must specify a location and a file type when saving new files.
Figure 1-15: The Save and Save As commands in the Backstage view.
The Save As Screen

The Save As screen contains the commands and options you will use to select a location to save The Save As Screen
your workbook files, either on your computer or an attached storage device, or in a remote location
such as a network share or an online file-storage service. By default, you have three general options
to choose from on the Save As screen: OneDrive, Computer, and Add a Place. When you select
the Computer option, Excel displays a list of the directories in which you have most recently saved
workbook files as shortcuts to access those folders. You can also browse to any location on your
computer to save your files.

Figure 1-16: The Save As screen with the Computer option selected.
The following table describes the three main options on the Save As screen.
Let students know that
the OneDrive service is Save As Option Description
covered in greater detail
®
in Microsoft Office OneDrive This option provides you with direct access to your Microsoft
®
Excel 2013: Part 3 OneDrive™ account, if you have one. OneDrive is a file storage and
(Second Edition) in the sharing service that enables you to store files online (or "in the cloud") for
lesson on workbook easy access from any location that has Internet access. You must have a
sharing and Microsoft account to access this service, but it is free to sign up.
collaboration.
Computer Selecting the Computer option provides you with access to any location
on your computer's hard drive as well as any external storage devices you
have connected to your computer.
Add a Place From here, you can add other options for workbook file storage, such as
network servers and Microsoft SharePoint® sites.
The Save As Dialog Box

Selecting Computer→Browse from the Save As screen opens the Save As dialog box. You can
use this to name and select a location for your files, if you're saving them to your computer, and to
select the file type in which to save your workbook files.
Compatibility Mode
Compatibility Mode When you open a workbook file in Excel 2013 that was created by using Excel 2003 (or an earlier
version), Excel opens the file in Compatibility mode and the Title bar displays the file name with the
text [Compatibility Mode] next to it. You can open and work with files in Compatibility mode to
preserve the original file format, allowing you to subsequently open the file in previous versions of
Excel. Keep in mind that some Excel features are not available in all versions of Excel.

Figure 1-17: The Title bar of a workbook file open in Compatibility mode.
The Convert Option

When you open a workbook in Excel 2013 that was created in a 97-2003 version of Excel, and you The Convert Option
no longer need to keep the workbook in the previous file format, you can convert the workbook
into the Excel 2013 file format, XLSX. Using the Convert option provides you with access to all of the
features and functionality available in Excel 2013. Often, converting a file to the newer file format
will also reduce the size of your workbook file.
When you convert a workbook, Excel replaces the old file with a copy of the workbook in the
XLSX or the XLSM file format. The previous version file is no longer available for you to work
with. You can access the Convert option from the Info tab in the Backstage view of any workbook
that is open in Compatibility mode. This option will not appear for workbooks open in the XLSX
file format.
Figure 1-18: The Convert option.
The Compatibility Checker

The Compatibility Checker in Excel 2013 allows you to test the compatibility of objects and data in an The Compatibility
Excel 2013 workbook when you intend to save it in an earlier Excel file format. This is typical when Checker
you need to share a file you created in a newer version of Excel with a user who has an older version
of Excel installed on his or her machine. Selecting the Check Compatibility command opens the
Microsoft Excel - Compatibility Checker dialog box, in which you can view a list of features in
your Excel 2013 file that are not supported in earlier versions of Excel. You can access the Check
Compatibility command by selecting FILE→Info→Check for Issues. Excel will also run the
Compatibility Checker automatically when you attempt to save a current Excel workbook file in the
previous file format.
Unchecking the Check compatibility when saving this workbook check box allows you to save
in previous versions without the Compatibility Checker running automatically. However, be careful
when you uncheck this feature; you will lose certain functionality when you save back to previous
versions.

Figure 1-19: The Microsoft Excel - Compatibility Checker dialog box.
There are two levels of compatibility issues the Compatibility Checker can detect: minor loss of
fidelity and significant loss of functionality. With minor compatibility issues, you can likely save the
workbook in an earlier file format with limited loss of functionality. Common changes when saving
back to an earlier file format include the removal of table and text formatting not supported in
earlier versions.
When you encounter significant compatibility issues, it is recommended that you not save your file
in the earlier file format. Doing so may cause you to lose data, experience formula or calculation
failures, or experience other serious issues.
information and job aids on How to Create and Save a Basic Workbook.

ACTIVITY 1-3
Creating and Saving a Basic Workbook
Before You Begin

Excel 2013 is open.
Scenario
Now that you're more familiar with the Excel UI and some of its basic commands, you feel
comfortable enough to create your first new workbook. A colleague has emailed you some basic
sales data for two new products, and you expect more data soon. You decide to create a new
workbook, enter the data, and then save the workbook so you can add more data to it as it comes in.
Another colleague has asked for a copy of the file, but she works in Excel 2003. So you'll also have
to save a copy of the file in an earlier format.
1. Create a new blank workbook.

a) Select FILE→New.
b) From the New screen, select Blank workbook.
2. Add column labels for the data.

a) Ensure cell A1 is selected, type Product and press Tab.
b) Ensure cell B1 is selected, type Quantity and press Tab.
c) Ensure cell C1 is selected, type Price and press Enter.
Remind students that
3. In the Product column, enter the product names. pressing the Tab key
a) Ensure cell A2 is selected, type Bike and press Enter. enters the data and
b) In cell A3, type Golf Cart and press Enter. navigates one cell to the
right, and that pressing
the Enter key enters the
4. In the Quantity column, enter the quantity data.
data and navigates
a) Select cell B2, type 550 and press Enter. down one row.
b) In cell B3, type 820 and press Enter.
5. In the Price column, enter the price data.

a) Select cell C2, type 685 and press Enter.
b) In cell C3, type 259 and press Enter.
6. Save the workbook in the default Excel 2013 file format.

a) Select FILE→Save As.

b) From the Save As screen, ensure that Computer is selected in the right pane and then select
Browse.
c) In the Save As dialog box, browse to the C:\091051Data\Getting Started with Microsoft Office Excel
2013 folder.
Underscores are used in d) In the File name field, type my_new_products
file names to make them e) In the Save as type drop-down menu, ensure that Excel Workbook (*.xlsx) is selected.
easier to discern from f) Select Save.
other text throughout the
g) Ensure that the file name now appears in the Title bar with the .xlsx file extension.
course book.
7. Save a copy of the workbook file in a previous file format.

b) From the Save As screen, ensure that Computer is selected in the right pane.
c) In the Current Folder section, select the Getting Started with Microsoft Office Excel 2013 folder
location.
d) In the Save As dialog box, ensure that the C:\091051Data\Getting Started with Microsoft Office
Excel 2013 folder is selected.
e) In the Save as type drop-down menu, select Excel 97-2003 Workbook (*.xls).
f) Select Save.
g) Ensure that the file name now appears in the Title bar with the .xls file extension.
8. Select FILE→Close to close the workbook file but leave Excel 2013 open.

TOPIC D
Enter Cell Data
People use Excel for an incredibly wide range of reasons and purposes. Some people use it simply as
a way to organize and review information. Some may use it as a type of calendar or planner. And
many people use it to analyze data and perform complex calculations. In fact, Excel is so versatile
you'd be hard pressed to find someone who is familiar with all of Excel's capabilities. Given all of
the possibilities of working with Excel, it should come as no surprise that Excel can recognize a
wide variety of data types. You'll likely work with many, if not most, of these data types at some
point.
With the incredible array of information types you can enter into and work with within your Excel
workbooks, you'll need to be familiar with what these data types are and how Excel deals with them.
Having a working knowledge of how Excel "sees" data is an important first step to developing the
skills you'll need to crunch your numbers and keep track of your important information.
Data Types
One of the most fundamentally important things to understand about Excel is that it is not a "what Data Types
you see is what you get" type of environment. Often, the value or text that appears within a cell is
not what is actually stored in the cell. A simple example of this is the result of a calculation. If you
have a formula entered in a cell, by default, the cell will display the result of the formula. For
example, if the cell contains a formula that is the equivalent of "1 + 1," the cell will display the result
of that formula: 2. But 2 is not the actual cell data; the formula is. Although this may, at first, not
seem highly important, as you begin to work with the more complex functionality in Excel, it will
become a critical concept to understand.
Note: When you are actively editing a cell's content, the cell displays the content as it's entered,
similar to the way the Formula Bar displays cell content. So if a cell contains a formula, while
you edit the content, the cell displays the formula. When you enter the content, Excel switches
back to displaying the formula result in the cell.
Figure 1-20: The difference between what you see in a cell and what's actually in the cell.
Lesson 1: Getting Started with Microsoft Office Excel 2013 | Topic D

Although Excel cells can contain an incredible array of content, there are really only a few general
categories of data that you'll work with on a regular basis. In essence, they boil down to values,
labels/text, formulas, and dates and times.
Data Category Description
Values Numeric constants that do not change unless you edit the cell contents.
Examples include 1, 345, 11.6, and .002.
Labels/text Alphanumeric text not used to perform calculations or store numeric
values. These can largely be viewed as labels for related sets of data on a
worksheet. Examples include "Sales," "Q1," and "Percent of the Whole."
Formulas Mathematical equations used to perform calculations or data analysis.
Formulas are dynamic, so the displayed value can change if you change
the cell data "feeding" the formula.
Dates and times Date and time values. These can be used both as simple labels or as part
of certain mathematical or logical operations.
The Cut, Copy, and Paste Commands

The Cut, Copy, and Although Excel is a different beast from other Office applications such as Word and PowerPoint®,
Paste Commands you'll find some of the functionality is quite similar. The Cut, Copy, and Paste commands are a
good example of this. You will use the Cut, Copy, and Paste commands either to make a copy of
cell data and place it in another cell, or to remove data from one cell and put it in another. Copied
data is temporarily stored on a Microsoft Office tool known as the clipboard. Data on the clipboard
can be reused in other locations on the same worksheet, within the same workbook, and in other
workbooks and applications. The Cut, Copy, and Paste commands are displayed in the Clipboard
group on the HOME tab.
Figure 1-21: The Clipboard group displays the Cut, Copy, and Paste commands.
To refresh your memory, or in case you are not familiar with the Cut, Copy, and Paste commands,
the following table offers a description of each.
Students may notice the
Paste command also Command Performs This Action
displays a drop-down
arrow that provides Cut Removes data from the selected cell or removes the selected data, and
users with access to a places a copy of it on the clipboard.
number of Paste
options. Those will be
Copy Makes a copy of the data in the selected cell or a copy of the selected
covered in greater detail data, and places the copy on the clipboard.
later in the course. Paste Places the data that was most recently added to the clipboard in the
destination cell or location.
One important distinction to make in Excel regarding the use of these commands is the difference
between using Cut, Copy, and Paste on entire cells versus using them on selected data. If you select
a cell, using the Cut or the Copy command will affect all of the data within the cell; remember that
what you see isn't necessarily the data in the cell. You can also select a portion of the cell data to cut

or copy. You can do this within the cell if it's in Edit mode, or in the Formula Bar with the desired
cell selected. The same is true of the Paste command. You can either paste the clipboard content
into an entire cell or you can place it alongside other cell content in a cell in either Edit mode or in
the Formula Bar.
In addition to using the Cut, Copy, and Paste commands on the ribbon, Excel enables you to use
keyboard shortcuts to perform these tasks.
Command Keyboard Shortcut
Copy Ctrl+C
Cut Ctrl+X
Paste Ctrl+V
When you use the Cut or the Copy command to copy content to the clipboard, Excel displays an
animated, dashed-line box, often referred to as "dancing ants" or "marching ants," around your
selection to help you verify that you have copied the correct content. After you paste the content
and begin to perform another task, Excel stops displaying the dancing ants.
The Undo and Redo Commands

Inevitably, as you work with Excel, you will make a mistake. After all, you're only human. The Undo and Redo
Fortunately, Excel, like many other Office applications, provides you with the Undo and Redo Commands
commands to help you correct errors as you work. The Undo command will cancel out the last
action you performed, or the last several actions you performed, so you can correct any mistakes
you've made while working with your workbooks. The Undo command works on a wide variety of
actions, including entering data/typing text, performing calculations, adding objects to your
worksheets, and formatting worksheets and worksheet objects. Once you've used the Undo
command, Excel activates the Redo command, which will cancel out the last undo action or a series
of undo actions.
By default, the Undo and Redo commands are available on the Quick Access Toolbar. You can
also use the keyboard shortcuts Ctrl+Z and Ctrl+Y to use the Undo and Redo commands,
respectively.

Figure 1-22: Use the Undo and Redo commands to cancel or repeat previous actions.
The AutoFill Feature

The AutoFill Feature Excel 2013 includes a number of features meant to make your life a bit easier. One of these is the
AutoFill feature. The AutoFill feature attempts to recognize an existing pattern in the data you have
already entered, and then apply that pattern to filling in additional cells. Let's look at an example.
Consider demonstrating Say you enter the following values into the following cells in column A: A1: 1, A2: 2, A3: 3, and A4:
this functionality to the 4. Clearly, you are attempting to create a sequential numbered list in the first column, or at least
class. Encourage that's what Excel will assume. If you use the AutoFill feature to fill in the remaining cells in column
students to experiment A, Excel will follow the pattern and fill in the remaining cells with 5, 6, 7, 8, 9, 10, and so on. If you
with a variety of different would like AutoFill to recognize a repeating pattern, say 1, 2, 3, 1, 2, 3, you would need to enter at
data sets. If you have
least two cycles of the pattern to be sure Excel recognizes it as a pattern and not a sequence of
students participating
remotely, ask them to
numbers. If you start with only a single value, Excel will simply repeat it. AutoFill works for text as
screen share interesting well as numeric values, so Excel would, for example, recognize a pattern such as lettering the first
discoveries with the column instead of numbering it or entering the days of the week or the months of the year.
class. To use the AutoFill feature, you must first select the sequence of cells upon which you want the
pattern based. When you select a cell or a range, Excel displays the cell or range within a solid green
border. At the bottom-right corner of the border, Excel displays a fill handle. To use the AutoFill
feature, you simply drag the fill handle until the border surrounds the desired range of cells, and
then release it. When the mouse pointer is directly over the fill handle, it is displayed as a thin black
plus symbol instead of the usual thick white plus symbol.
The AutoFill feature can also assist you with entering duplicate text entries in the same column. If
you begin to type something into a cell that matches the beginning of another cell's content, Excel
will attempt to automatically complete the entry for you to match the existing content. If you
intended to enter a duplicate entry, you can simply press the Enter key, and Excel will automatically
complete the entry. However, as you type, if the sequence of characters deviates from the other
cell's content, Excel will stop displaying the entry and will simply let you continue to type the desired
cell content. This works only with entries that consist of just text or a combination of text and
numbers. Excel will not automatically complete duplicate entries of numeric values.

Figure 1-23: A column of cells populated by the AutoFill feature.
AutoFill Options
Excel 2013 also provides you with several options for deciding how to apply the AutoFill options AutoFill Options
when you use the feature. After you release the fill handle, Excel displays a small icon on the lower-
right side of the range. Selecting that icon opens a menu, providing you with access to a series of
options for choosing how to apply the AutoFill. These options can change depending on the type of
data you have entered into the range.
Figure 1-24: The AutoFill options in Excel 2013.
The following table describes the most commonly used AutoFill options.
AutoFill Option Description
Copy Cells Ignores any recognizable pattern and fills the remaining cells with
the same data the originally selected cells contain.
Fill Series The default AutoFill option. Excel applies the pattern it recognizes
in filling the remaining cells.
Fill Formatting Only Applies any formatting in the originally selected cells to the
remaining cells without populating the cells with content.

AutoFill Option Description

Fill Without Formatting Fills the remaining cells with data based on the recognized pattern
while ignoring any formatting applied to the originally selected
cells.
Flash Fill If Excel recognizes a pattern in cell entries in one column based on
the cells in other columns, it can fill in the remaining cell entries
following that pattern.
Flash Fill
Flash Fill In addition to being an AutoFill option, the Flash Fill feature can automatically recognize patterns
across rows as you enter data, and then copy those patterns down a column of entries. The key
difference between this and the AutoFill feature is that it depends on a recognizable pattern based
on the entries in cells in other columns. Essentially, you can use this feature to combine entries, or
parts of entries, from cells in the same row to another cell in that row, and then copy that combined
data down a column. Let's look at a simple example to illustrate the point.
Suppose you have a worksheet that lists employee names. The last names are in column A and the
first names are in column B. But you need the data in a different format. You need the employee
names listed as the first initial followed by a space and then the full last name. So, in the first row in
column C, you manually type the first employee's first initial followed by a space and then the
employee's full last name. Excel can recognize that this data is based on the entries in the first two
columns, and then it can copy all of the names down column C, following the pattern, for each of
the employees. You have to begin entering subsequent entries by following the same pattern before
it can do so. This can save you an incredible amount of time.
Note: The Flash Fill feature cannot recognize patterns in a column and then copy the pattern
across a row. It works only down columns.
Note: The Flash Fill feature will work only if there are no empty columns between the original
data and the column you're trying to fill following a pattern. There can, however, be columns of
data that don't relate to the pattern in between the cells containing the original data and the cells
you are trying to fill.

Figure 1-25: The Flash Fill feature recognizes data-entry patterns that are based on other cell
entries and can fill in columns following those patterns.
Excel Errors
As you begin to enter more and more data in your Excel worksheets, you'll be more likely to Excel Errors
occasionally encounter an error. There are a number of common issues that can cause errors in
Excel, each returning a unique error message. It is important to understand what causes these errors
and how to resolve them, though you are unlikely to encounter many of them until you begin
working with complex formulas and functions.

Figure 1-26: A series of pound signs, or hashtags, indicates that a column is too narrow to
display all cell content.
Inform students that they The following table lists some of the common Excel error messages, what they mean, and possible
are not likely to solutions.
encounter many of these
error messages until Error Message What It Means What to Do
they begin working with
formulas and functions, ##### The most common cause of this Either adjust the column width to
especially complex ones error, which is often referred to as accommodate cell content or
that reference other "railroad tracks," is that a column is correct your date or time entries.
cells; this is simply an too narrow to display all cell content.
overview. Correcting
errors is covered in You may also see this error if dates
detail in Logical or times in your worksheets contain
®
Operations' Microsoft negative values.
®
Office Excel 2013: Part
3 (Second Edition) #VALUE! An Excel formula has encountered Correct the data entry or the cell
course. an unexpected value (for example, reference in the formula, or enter a
text where it thinks numeric values different formula.
should be).
#DIV/0! A formula you have entered is Correct the data entry or the cell
forcing Excel to divide a value by reference in the formula, or enter a
zero. This can happen either when different formula.
zero is the value in the cell or a cell
contains no value at all.
#REF! This error indicates an invalid Update the formula or restore the
reference. One common cause is deleted cell.
deleting a cell that a formula
references.

Error Message What It Means What to Do

#NULL! You have tried to reference the Correct the intersection reference.
intersection of two ranges that do
not actually intersect.
One other common error indicator you'll encounter occasionally is a green triangle icon in the top- Error Indicators
left corner of a cell. This indicates some other type of error involving formulas that still returns a
valid value. Most commonly, users encounter this error indicator when they enter a formula in a cell
that doesn't match other formulas entered into adjacent cells. So, while the formula itself is valid and
returns a valid value, Excel recognizes it doesn't seem to match surrounding formulas and flags it as
a possible mistake.
When you select a cell containing an error indicator, Excel displays a drop-down menu. This menu
indicates the type of error Excel flagged, and provides you with access to options for correcting or
ignoring the error and access to Help resources about the particular error.
Figure 1-27: Green triangle indicators flag valid formulas that don't seem to fit with surrounding
formulas. Here, the user mistakenly multiplied a set of values instead of adding them, which
doesn't match the surrounding data.
The Clear Command

Because you need to enter data into worksheet cells, it stands to reason that you will also need to
delete cell data from time to time. The most basic method of doing this is to select the cell that
contains the data you wish to remove and then press the Delete key. Excel also provides an
alternative with the Clear command, which gives you access to a number of options for removing
cell content that don't always include removing everything from the cell. The Clear command is
available in the Editing group on the HOME tab.
The following table describes each of the Clear command options.

Clear Command Option Clears
Clear All Everything from the selected cell(s).

Clear Formats Only formatting applied to the selected cell(s). The content is left in
place, including any existing comments.
Clear Contents Only the contents of the selected cell(s), but not the formatting.
Clear Comments Only comments from the selected cell(s).
Clear Hyperlinks Hyperlinks from cell contents. The formatting is left in place,
including formatting applied to the text when the hyperlink was
created.
Remove Hyperlinks Hyperlinks and all formatting.
information and job aids on How to Enter Data in Worksheet Cells.

ACTIVITY 1-4
Entering Cell Data
Data Files
C:\091051Data\Getting Started with Microsoft Office Excel 2013\my_new_products.xlsx
C:\091051Data\Getting Started with Microsoft Office Excel 2013\future_products.txt
Before You Begin

Excel 2013 is open.
Scenario
Your colleague emailed you a text file with some additional new products that My Footprint Sports
will be adding to its catalog. In order to keep track of the new product lines all in one place, you
decide to add the new items to the my_new_products.xlsx workbook file. Additionally, you want
to start tracking sales of the new products weekly, so you decide to track that information on
another worksheet in the same workbook.
1. Open the my_new_products.xlsx file.

a) Select FILE→Open.
b) From the Open screen, ensure that Recent Workbooks is selected and, in the Recent Workbooks Ensure that students are
list, select my_new_products.xlsx. opening the version of
the workbook file with
2. Open the future_products.txt file. the .xlsx file extension
and not the .xls file
a) On the Windows 8 desktop taskbar, select the File Explorer icon. extension.
Ensure that students
follow the procedure for
opening the text file as
written in step 2. While
it's possible to open the
b) In File Explorer, navigate to the C:\091051Data\Getting Started with Microsoft Office Excel 2013
file from within Excel,
folder.
that will prompt Excel to
c) Double-click the future_products.txt file. begin the text
importation process.
3. Copy and paste the new product names into the my_new_products.xlsx workbook.
a) Select all of the text in the future_products.txt file.
b) Press Ctrl+C to copy the text to the clipboard.
c) Switch back to the my_new_products.xlsx workbook by selecting the Excel icon on the taskbar.
d) Select cell A4, and then select HOME→Clipboard→Paste.
If students ask about the
Paste Options menu that
appears after pasting the
content, let them know
that will be covered later
in the course. It will have
no effect on the current
activity.

e) Ensure that the new product names appear in the worksheet.
f) Switch back to the future_products.txt file by selecting your text editor's icon on the taskbar, and
then close the file.
4. Copy and paste the product names to another worksheet.
a) Add a second worksheet to the workbook by selecting the New sheet button to the right of the
Sheet1 worksheet tab.
Be prepared to help b) Select the Sheet1 worksheet tab, select the range A2:A8, and then select HOME→Clipboard→Copy.
students add the new
c) Select the Sheet2 worksheet tab.
worksheet, as that hasn't
yet been covered in d) Select cell A2 and then select HOME→Clipboard→Paste.
detail. This step was e) Ensure that the product names appear in the range A2:A8.
added to the activity
because Excel 2013 5. Use the AutoFill feature to add entries for tracking the new product sales on a weekly basis.
includes only a single a) Ensure that the Sheet2 worksheet is selected, and then select cell B1.
worksheet with new, b) Type Week 1 and press Tab.
blank workbooks.
c) In cell C1, type Week 2 and press Tab.
Ask one of the students
to explain the d) Select the range B1:C1.
significance of the e) Place the mouse pointer over the fill handle until it appears as a thin, black plus symbol.
"dancing ants" around
the cells.
f) Drag the fill handle until the range B1:K1 is selected and then release the mouse button.
g) Verify that Excel filled in the remaining cells through week 10 as expected.
6. Save and close the my_new_products.xlsx file, but leave the Excel application open.

TOPIC E
Use Excel Help
Learning to master a new application, especially one as robust as Excel, can be daunting. As you
become more familiar with some of Excel's more advanced functionality, you are likely to encounter
commands you are unfamiliar with or have questions about how to perform certain tasks. When
such issues arise, you could attempt to "figure things out on your own," use a trial-and-error
approach, or hit the Internet to find answers. However, it seems there should be an easier way to
seek help when you need it. Fortunately, there is!
Excel 2013 comes packaged with its own Help system that can assist you in finding answers to your
questions. As there is a staggering amount of functionality wrapped up in Excel, learning your way
around the Help system may be the single greatest advantage you can give yourself in terms of
eventual Excel mastery. Taking the time to learn how to use Excel Help now could save you
countless hours of research down the road.
Microsoft Excel Help

Microsoft Excel Help provides you with access to a number of different resources that can answer your
Excel questions and show you how to perform a number of tasks within the application. Excel Help
combines local resources, which are installed on your computer when you install Excel, with access
to various online resources to provide you with a central source for articles, websites, and videos
you can use to discover answers to your Excel-related questions. In order to access the online
resources, you must have an active Internet connection. To access the Excel Help system, select the
Microsoft Excel Help button in the top-right corner of the Excel UI, or press the F1 key.
The Excel Help Window

When you open the Excel Help system, Excel displays the Excel Help window. You can use the The Excel Help Window
Excel Help window to search for, browse through, and review a number of different help
resources, such as articles, websites, and videos. By default, if you have an active Internet
connection, the Excel Help window is configured to search for Help resources through the
Office.com website. But, you can configure Excel Help to search for help files locally as well.
Lesson 1: Getting Started with Microsoft Office Excel 2013 | Topic E

Figure 1-28: The Excel Help window appears differently depending on if you search locally or
through Office.com.
In the default view of the Excel Help window, the window is divided into a number of sections and
displays a variety of commands to help you locate the desired Help resources. The following table
describes each of these in some detail.
Excel Help Window Element Is Used To
Excel Help drop-down arrow Select whether you wish to search for Help resources
online or locally on your computer.
Excel Help toolbar Navigate through Help search results, print Help
resources, and toggle the magnification level of items in
the Excel Help window.
Search online help field Enter search terms for locating Help resources.
Search online help button Execute Help searches.
Keep Help on Top/Don't Keep Pin or unpin the Excel Help window in front of other
Help on Top button open windows.
Popular searches section Quickly access Help resources for commonly searched
topics.
Getting started section Quickly access Help resources designed to get you up to
speed on basic Excel tasks.
Basics and beyond section Quickly access specific Help resources designed to
advance your basic understanding of Excel.
When you select the Excel Help from your computer option from the Excel Help drop-down
arrow, the Help system switches to searching for only those Help resources stored on your
computer. In this mode, there are limited resources available, which deal only with locating specific
Excel commands and offering assistance with Excel formulas.
information and job aids on How to Use Excel Help.

ACTIVITY 1-5
Using Excel Help
Before You Begin

Excel 2013 is open.
Scenario
As you've been working with Excel more and more, you have come across some features that you
have some questions about, and you have heard there is a particular command, which you'd like to
use, that you can't find. You decide to use the Excel Help system to find out more about the
application.
1. Select the Microsoft Excel Help button in the top-right corner of the ribbon to open Excel Help.
2. Search for Excel Help resources stored on your computer.

a) Select the Excel Help drop-down arrow.
b) From the Excel Help drop-down menu, select Excel Help from your computer.
c) Ensure that the text OFFLINE appears to the right of the Excel Help drop-down arrow.
d) In the Search help field, type split command and select the Search help button.
e) Below the text Search results for "split command", select the "Split" is under "View/Window" link.
f) Review the content.
g) On the Excel Help toolbar, select the Home button.
3. Search for Help resources online.

a) Select the Excel Help drop-down arrow, and then select Excel Help from Office.com.
b) In the Search online help field, delete the existing text, type protected view and then press Enter.
c) Review the search results and select a search result that links to a Help article. Explain to students how
to tell the difference
Note: Help articles will display the text "Article" below the search-result between Help links,
hyperlink, before the resource's description. articles, and other
resources. Immediately
d) Review the article content and, on the Excel Help toolbar, select the Back button. below the link, before
the description of the
e) Select a search result that links to a website. Help resource, Excel
Help displays text to
Note: Help websites will display the text "Link" below the search-result
indicate the type of
hyperlink, before the resource's description. You may have to scroll to the resource.
bottom of the first page of search results, and then select the NEXT link to
advance to the next page of search results to find a linked resource.

f) If prompted, select the desired web browser to view the content.

g) In your web browser, review the Help content.
4. Close your web browser and the Excel Help window.

Summary
In this lesson, you used some of the most basic Excel 2013 functionality, which laid the foundation
you will need to begin developing your Excel knowledge and skills. You navigated the Excel user
interface, used Excel commands, created and saved a basic workbook, entered cell data, and used
the Excel Help system. As you build upon these foundational skills, you will begin to unlock Excel's
robust functionality and discover the power that lies within your organizational data.
Encourage students to
How will your experience with other Microsoft Office applications translate to working with Excel 2013? use the social
A: Answers will vary, but students may find that having worked with the ribbon in other applications will networking tools
make getting up to speed with Excel much easier. Also, file saving and navigation functionality is provided on the
similar. But the overall user interface and data entry is different from working in and adding content to LogicalCHOICE Home
screen to follow up with
other Office applications, which may take some getting used to.
their peers after the
Do you think you'll prefer to use the mouse or the keyboard navigation options as you develop your course is completed for
workbooks? further discussion and
resources to support
A: Answers will vary depending on user preference; some students may discover they thought they continued learning.
favored one method over the other but now have a different view.
Note: Check your LogicalCHOICE Course screen for opportunities to interact with your
classmates, peers, and the larger LogicalCHOICE online community about the topics covered in
this course or other topics you are interested in. From the Course screen you can also access
available resources for a more continuous learning experience.
Lesson 1: Getting Started with Microsoft Office Excel 2013 |

2 Performing Calculations
Lesson Objectives
In this lesson, you will perform calculations. You will:
• Create worksheet formulas.
• Insert functions.
• Reuse formulas.
Lesson Introduction
So far, you have navigated the Microsoft® Excel® environment, created and saved basic
workbooks, and entered data into cells. You've found your way around the Excel Help
system in order to start finding answers to your Excel-related questions. So, now what? You
know the true power of Excel lies in its ability to help you analyze your organizational data.
But, you may not quite know how to transform your raw data into actionable business
intelligence. Excel contains an incredible array of functionality to help you do this. And, like
many other business and organizational tasks, getting started boils down to just some basic
math.
It should come as no surprise that most people no longer use a pencil and paper to perform
calculations. After all, with calculators and computer applications here to help, why bother?
And there are numerous pitfalls you can avoid by having a machine perform your
calculations for you. Fortunately, Excel offers you these and a host of other benefits when
you let it crunch your numbers. In order to take full advantage of everything Excel can do
for you, you must first understand how Excel thinks, what it can do for you, and how to tell
it what to do. In this lesson, you'll begin to do just that.
TOPIC A
Create Worksheet Formulas
Performing calculations by hand can be a tedious and time-consuming task. Manually performing
calculations can lead to errors, which leads to erasing, which leads to sloppy documents, which leads
to . . . well, you get the idea. Imagine also, trying to maintain a spreadsheet that contains important
financial figures that constantly change. Every time a single value changes, you might have to change
entire rows or columns of data. Keeping up with such calculations manually is not only impractical
and tedious, but it is also unnecessary and, in some cases, nearly impossible.
In today's fast-paced, data-driven environment, you probably don't have the time to crunch numbers
by hand, and few organizations are able to tolerate the volume of errors sure to arise when people
perform calculations manually. Why not have Excel do it for you? Performing calculations is one of
the most critical, foundational tasks Excel performs, forming the basis for nearly all of the data
analysis you'll need to perform. By gaining a solid, clear understanding of how Excel performs such
calculations, you'll save yourself valuable time, avoid a ton of headaches, and ensure a level of
accuracy not possible when performing the same calculations on your own.
Excel Formulas
Excel Formulas Excel formulas perform simple or complex mathematical computations in worksheets. You can use
formulas to perform tasks such as adding up a row or a column of numbers, multiplying sales
figures by commission rates, and applying tax to sales. One of the key benefits of using formulas in
Excel is that you can change some of the values used in the formulas and, by default, Excel will
automatically adjust the calculations accordingly.
It is important to remember that, in Excel, what you see isn't necessarily what you get. When you
enter a formula into a worksheet cell, by default, Excel will display the result of calculating the
formula in the cell, and not the formula itself.
Excel can perform calculations by using fixed numbers, or by referring to values in other cells. This
is one of the truly powerful features of using Excel to perform calculations. Excel 2013 provides you
with an incredible array of options for performing calculations in your workbooks and worksheets.
Figure 2-1: A formula in a worksheet cell.
The Formula Bar and the Name Box

The Formula Bar and You can enter Excel formulas directly into worksheet cells or you can use the Formula Bar. The
the Name Box Formula Bar is an element of the Excel user interface (UI) that provides you with the ability to edit
cell contents; quickly insert pre-existing formulas; and select, navigate to, and view the contents of
selected cells. The Formula Bar is divided into three main sections: the Name Box, the function
buttons, and the Formula Bar.
Lesson 2: Performing Calculations | Topic A

This terminology can be a bit confusing because both the text field that displays the content of the
currently selected cell and the entire section of the Excel UI below the ribbon and above the
workbook window are commonly referred to as the Formula Bar. Technically speaking, the Name
Box is a separate UI element and the function buttons are a part of the Formula Bar.
Figure 2-2: The Formula Bar and the Name Box.
The following table describes the Formula Bar elements in greater detail.
Formula Bar Element Description
Name Box The Name Box displays the cell reference for the active cell. If a
range of cells is selected, the Name Box displays the cell
reference for the currently active cell within the range. You can
navigate to a cell by entering its reference in the Name Box.
Excel also allows you to name cells or ranges. If your workbook
contains named cells or ranges, you can use the Name Box drop-
down arrow to access a menu displaying all of the names.
Selecting a name from this menu will select the named cell or
range.
Cancel button The Cancel button is displayed only when a cell is in Edit mode
or Enter mode. Selecting the Cancel button will undo any
changes you have made to a cell since selecting it and will keep
that cell active. Basically, it reverts the cell back to its state before
you began editing it.
Enter button The Enter button is essentially the same as pressing Ctrl+Enter.
When you select the Enter button, Excel enters whatever content
is in the active cell and keeps the cell active.
Insert Function button The Insert Function button opens the Insert Function dialog
box, providing you with access to a wide variety of pre-existing
Excel formulas. You can also access the Insert Function button
in the Function Library group on the FORMULAS tab.
Formula Bar The Formula Bar displays the true content of the active cell,
which can be different from what appears in the cell itself. When
you place the insertion point in the Formula Bar, the active cell
enters Edit mode, enabling you to add or edit cell content directly
in the Formula Bar.
Elements of Excel Formulas

The first rule of using formulas in Excel is that all formulas begin with an equal sign. This may seem A Basic Mathematical
a bit counterintuitive at first, as you are used to seeing figures on both sides of a formula when it's Formula

written out. But Excel displays formula results in cells, which takes care of the result side of the
equal sign. So, how do you write the expression side of formulas? You enter that after the equal sign.
To understand this better, let's first look at a simple mathematical formula. Formulas basically
consist of an expression on one side of the equal sign and a result on the other. Expressions consist
of a series of constants, variables, and mathematical operators. Operators indicate where to perform
such basic computations as adding, subtracting, multiplying, dividing, calculating exponents, and so
on. Here are the basic elements of a mathematical formula as written on paper.
Figure 2-3: A basic mathematical formula.
Elements of Excel Excel formulas work pretty much the same way. When you enter a formula in a worksheet cell, the
Formulas cell displays the result. The equal sign and the mathematical expression make up the content that's
actually entered in the cell. In Excel formulas, you can think of constants as numbers you manually
enter into formulas, and variables as references to other cells. When you manually type a number
into an Excel formula, that number remains the same unless you manually edit it; this is referred to
as "hard coding" the value in the formula. When you enter a cell reference in an Excel formula, the
result of the calculation will change if you change the value in the referenced cell.

This is an excellent
opportunity to
demonstrate how
constants and
references work in Excel
formulas. Consider
showing the class how
Excel treats the following
formulas differently:
=1+1, and =1+A2.
Change the value in A2
to demonstrate the result
changing automatically.
Figure 2-4: An Excel formula.
Basic Excel formulas consist of the following elements: the equal sign, constants, references, and
mathematical operators.
Excel Formula Element Description
Equal sign The equal sign defines cell content as a formula. The equal sign
tells Excel to perform a calculation based on the formula
components and then to display the result of the calculation in
the cell. All formulas in Excel must start with an equal sign.
Constants Numbers or text that do not change unless manually altered.
References Essentially, the variables in Excel formulas. When you include a
reference to a cell or a range, Excel uses the value(s) from that
cell or range to perform the calculation.
Mathematical operators Symbols that specify the kind of calculation that Excel should
perform on the elements of a formula.
Common Mathematical Operators

Excel uses a set of the most commonly used mathematical operators to perform a wide variety of
calculations. These are simply symbols Excel uses to identify the calculations it should perform.
Mathematical Operator Symbol Function
Parentheses () Groups a set of constants, references, and

operators into a single value within a formula.
Caret ^ Exponent
Asterisk * Multiplication
Forward slash / Division
Plus sign + Addition
Minus sign - Subtraction

The Order of Operations

The Order of Operations Excel gives precedence to certain mathematical operators over others. It is important that you
understand how Excel will compute a formula before you create one to ensure that Excel will
perform the calculation exactly as you want it to. Do you remember the acronym PEMDAS from
middle school math? If so, you're already familiar with how Excel performs calculations. PEMDAS
stands for: Parentheses, Exponents, Multiplication, Division, Addition, and Subtraction. This is the
order in which Excel performs calculations in all formulas. In Excel, multiplication and division, and
addition and subtraction, carry the same weight in the order of operations.
Note: A common method for remembering the order of operations is to memorize the
expression "Please excuse my dear Aunt Sally."
In addition to the PEMDAS sequencing, it's important to understand that Excel also reads formulas
from left to right. So if two or more operators fall in the same order of precedence, such as in a
formula with both the addition and the subtraction operators, Excel will perform the first
calculation it encounters first.
Note: While often used for subtraction, the minus sign ( – ) can also be used to denote a
negative value. In these cases, the minus sign takes greater precedence than exponents, allowing
you to calculate the exponential value of a negative number. Percentage signs ( % ) also take
higher precedence than exponents.
Figure 2-5: Excel performs mathematical computations in a specific order.
Reference Operators
Reference Operators Mathematical operators aren't the only type of operator you will use to work with the data in your
workbooks. In fact, there are four different kinds of operators you can use to perform calculations.
Reference operators are one of the most important. Reference operators tell Excel which cell or range
values to use as variables in your formulas. There are three reference operators: the comma, the
colon, and the space.

Reference Operator Symbol Function
Comma , The comma is used as a union operator, which tells

Excel to include each reference in a series of references.
This is similar to how you would use a comma when
writing a serial list; you are telling Excel to include each
of the references. So, A1,B3,C5 tells Excel to include
the values in each of these three cells.
Colon : The colon is used as a range operator, which you've
already seen when selecting a range of cells. The colon
tells Excel to include all cells in a range between the cell
references on either side of the colon. For example,
A1:A10 tells Excel to include the values in every cell
from A1 to cell A10.
Space N/A A blank space is an intersection operator. This tells
Excel to look for a value in the cell where two ranges
intersect. For example, C1:C5 A3:E3 tells Excel to look
for the value in the cell where these two ranges
intersect, which in this case would be the value in cell
C3.
Note: Excel reads a blank space only as an intersection operator if no other operator is present
between cell or range references. If you enter another reference operator between the cell or
range references, Excel will read the operator and ignore the spaces. So, A1:A3, A5, A6 is the
same, to Excel, as A1:A3,A5,A6. Here, the spaces don't matter because of the commas. Excel
will not look for the intersection, which in this case makes sense as the cells don't actually
intersect.
Figure 2-6: Reference operators and how Excel interprets them.
information and job aids on How to Create Formulas.

ACTIVITY 2-1
Creating Worksheet Formulas
Data File
C:\091051Data\Performing Calculations\new_product_income_xlsx
Before You Begin

Excel 2013 is open.
Scenario
My Footprint Sports plans to introduce four new products. Company management wants you to
analyze the projected sales figures to determine how much the company can plan to profit from the
new items. You have entered the sales estimates into an Excel worksheet. Now, you must use Excel
formulas to get Excel to perform the calculations for you.
1. Open the new_product_income_xlsx file.

a) Select FILE→Open.
b) From the Open screen, select Computer→Browse.
c) In the Open dialog box, navigate to the C:\091051Data\Performing Calculations folder.
d) Select the new_product_income.xlsx file and then select Open.
2. Calculate net sales based on the sales estimates for each product.
a) Select cell B10.
b) Type =b6+b7+b8+b9 and press Enter.
Ask one of the students

to explain what this
formula will calculate. If
Note: Although Excel displays cell and range references, and many other
there are remote
students in the class, elements of formulas and functions, in all capital letters, it is not necessary to
ask one of them to type them in all capital letters. Excel's functionality enables it to determine
explain the calculation what is a formula or function and what is standard text based on the context of
over the audio feed or in your cell data. Excel will automatically display formulas and functions in all
the chat feature of your capital letters, even if you type them as lowercase letters.
conferencing application.
Consider doing this for c) Verify that the sum of the values in the range B6:B9 is displayed in cell B10.
all formulas in the
activity. 3. Calculate gross sales by adding tax to the net sales.

a) Select cell B12.

b) Type =b10+(b10*e5) and press Enter.
c) Verify that Excel performed the calculation as expected.
4. Subtract expenses from net sales to calculate the estimated profit on the new product sales.
a) Select cell B14.
b) Type =b10-b13 and press Enter.
c) Verify that Excel performed the calculation as expected.
5. Save the file as my_new_product_income.xlsx and close the workbook.

b) From the Save As screen, if necessary, select Computer, and then, in the Current Folder section,
select the Performing Calculations folder.
c) In the Save As dialog box, in the File name field, type my_new_product_income and select Save.
d) Close the workbook.

TOPIC B
Insert Functions
You've seen how using formulas in Excel can shift the burden of performing mathematical
computations from you to the computer. And it's easy to see how this functionality can be highly
useful. But at some point, you will likely need to use some pretty complex formulas that involve
numerous cell and range references. Even as a new Excel user, you can probably imagine that
writing such formulas can be messy and complicated. And you'd be right. Additionally, there are
likely to be formulas you use so frequently that you get sick and tired of writing the same formula
over and over again. What should do in these cases?
Fortunately, Excel 2013 provides you with the ability to create complex formulas quickly and easily
by using a massive set of built-in formulas. Excel includes functionality to help you fill in and
interpret these formulas, enabling you to focus more on the information you need to extract from
your data and less on building highly complex formulas. Taking the time to learn how to use this
functionality now will save you time, effort, and possibly a few headaches down the road.
Functions
Functions In Excel, functions are simply built-in, predefined formulas that you can quickly and easily insert into
The concepts in this worksheet cells. Like formulas, all functions begin with an equal sign. Unlike formulas, in functions
topic are covered in a lot the equal sign is followed by the function name and then a set of arguments in parentheses, which are
of detail. Consider using separated by commas. Arguments can be cell references, constants, formulas, or even other
the activities to cover functions or logical values. Functions use their arguments in specific ways to calculate a result. The
this content instead of function name is typically the name, or an abbreviated version, of the actual mathematical function.
going over all of it in For example, you would use the SUM function to find the sum of a group of numbers and you
detail in class. Remind
would use the EXP function to calculate an exponential expression. Each function has its own
students they can use
the book as a reference specific structure and order of arguments. You can manually type functions into worksheet cells or
after class. you can enter them by using various commands and dialog boxes.
Figure 2-7: The SUM function with a single argument displayed.
Lesson 2: Performing Calculations | Topic B

The Function Library Group

Excel 2013 provides you with a central location for accessing all of its available functions: the The Function Library
Function Library group. The Function Library group contains a set of menus that organize Excel Group
functions according to specific categories for ease of reference. The Function Library group also
provides you with access to the Insert Function button, which is the same as the Insert Function
button on the Formula Bar, and the AutoSum feature. You can access the Function Library
group on the FORMULAS tab.
Figure 2-8: The Function Library group.
The following table provides a brief description of the function categories in the Function Library
group.
Category Provides You with Access To
Recently Used The functions you have most recently used. When you first install
Excel, you can access a set of commonly used functions from this
menu.
Financial Functions used to perform business calculations, such as determining
loan repayment figures, determining the future value or net present
value of an investment, and calculating asset depreciation.
Logical Functions that determine if an argument is true or false, or if it meets
other logical conditions.
Text Functions that change text values, such as making text all capital letters
or converting numbers into dollar amounts.
Date & Time Functions that allow you to incorporate dates and times into
calculations. You might use these, for example, to determine how many
work days occur between two specific dates.
Lookup & Reference Functions that allow you to look up a particular cell value or reference
from a range or table given specific criteria.
Math & Trig Formulas that perform a number of different mathematical or
trigonometric calculations.
More Functions A set of menus that contain some higher-level and less commonly used
functions, such as engineering and statistical functions.

The Insert Function Dialog Box

The Insert Function The Insert Function dialog box enables you to search for and insert into cells any of the available
Dialog Box functions in Excel 2013. The Insert Function dialog box also displays a brief description of
whatever function you have selected and provides a link to open the Excel Help window, which
automatically displays help content on the currently selected function when you select the link. You
can access the Insert Function dialog box by selecting the Insert Function button either on the
Formula Bar or in the Function Library group.
Figure 2-9: The Insert Function dialog box.
The following table describes the various elements of the Insert Function dialog box.
Insert Function Dialog Box Use This To

Element
Search for a function field Enter a description of what you would like a function to do. For
example, you could type "add numbers together" or "find the
average of a set of numbers." The Insert Function dialog box
will use this as a search query to find the appropriate function.
Go button Execute a function search.

Insert Function Dialog Box Use This To

Element
Or select a category drop- Filter the available functions by category. If you perform a search,
down menu this menu defaults to the Recommended setting and the search
results will appear in the Select a function menu. Even if you've
entered a search query, if you change the setting here to any
category other than Recommended, the Select a function
menu displays all functions in the selected category, effectively
ignoring the search query. Hence the word "or" in the name.
Select a function menu View a list of available functions depending on your search query
or your selection in the Or select a category drop-down menu.
Function description View a brief description of the currently selected function.
Help on this function link Open the Excel Help window to display an article about the
currently selected function.
The Function Arguments Dialog Box

When you insert a function using the categorized menus in the Function Library group or the The Function Arguments
Insert Function dialog box, Excel displays the Function Arguments dialog box. You can use this Dialog Box
dialog box to enter the required and optional arguments for the function, view descriptions of the
function and its arguments, and view a preview of the function results given the currently entered
arguments. The Help on this function link performs the same task here as it does in the Insert
Function dialog box.
Figure 2-10: The Function Arguments dialog box assists you with the process of entering
function arguments.
The following table describes the various elements of the Function Arguments dialog box.

Function Arguments Dialog Use This To

Box Element
Required argument fields Enter the required arguments for the function. The required
argument names appear in bold text.
Optional argument fields Enter the desired optional arguments for the function. The
optional argument names appear in non-bold text.
Collapse Dialog button Minimize the Function Arguments dialog box to graphically
select cell and range references directly on your worksheets. This
command appears in numerous dialog boxes, wherever you have
the option of manually selecting a cell or range. Once you collapse
a dialog box, this becomes the Expand Dialog button, which you
can use to restore the dialog box to its full size.
Function description View a brief description of the function.
Argument description View a brief description of the currently selected argument.
Formula result Preview the function result given the currently entered arguments.
Graphical Cell and Range Reference Entry

Graphical Cell and Excel 2013 provides you with a useful graphical method for entering cell and range references for a
Range Reference Entry number of purposes, including for use in formulas and functions. Whenever you need to enter a cell
or range reference, you have the option of typing the reference manually or selecting the reference
graphically right from the worksheet. This is why the Function Arguments dialog box provides the
Collapse Dialog buttons. These minimize the dialog box, providing you with easier access to
your worksheets for the purpose of graphically selecting references. To graphically select a reference,
you can simply select the cell or the range with mouse clicks or by dragging the mouse (or by using
the appropriate equivalent action on a touch-screen device), and then either press the Enter key or
select the Expand Dialog button in the minimized dialog box.
Note: If you are manually typing a formula or function, once you've graphically selected a range,
you can simply enter the next formula element or type a comma and then enter the next
function argument.
After you graphically select a cell or range reference, Excel displays the "dancing ants" around your
selection to help you verify that you have selected the correct cell or range. When you have finished
entering the reference, the dancing ants go away.
Figure 2-11: Graphically selecting cell and range references is a quick and easy alternative to
typing them.

The AutoSum Feature

Adding up the values in a row or a column is the single most common mathematical calculation The AutoSum Feature
most people perform in Excel. As such, Excel provides you with a fast and easy way to do this: the
AutoSum feature. The AutoSum feature enables you to calculate the total of the values in a row or a
column simply by selecting a single button and then pressing Enter or Tab. Using the AutoSum
feature inserts a SUM function in the active cell.
The AutoSum feature will automatically try to guess which cells you would like to add together if
you use it on a cell in a row or a column that contains values. You can also manually edit the group
of cells or the range that the AutoSum feature should include as arguments in the SUM function. If
there are no values in the row and the column associated with a cell and you insert the SUM
function, you must manually enter the arguments in the SUM function.
You can access the AutoSum feature by selecting FORMULAS→Function Library→AutoSum
or by using the Alt+= keyboard shortcut. For ease of access purposes, Excel also displays the
AutoSum button in the Editing group on the HOME tab.
Note: You do not have to use the AutoSum feature to insert a SUM function. You can also
simply type the SUM function into a cell or access the SUM function from the Math & Trig
menu in the Function Library group.
Figure 2-12: The AutoSum feature will try to guess which cells you want to include as arguments.
Other Commonly Used Functions

The AutoSum button in the Function Library group also provides you with quick access to some Other Commonly Used
other commonly used Excel functions. When you select the AutoSum drop-down arrow, Excel Functions
displays a menu that allows you to insert one of these other common functions into the active cell.
Figure 2-13: The other commonly used functions available from the AutoSum button.

Consider demonstrating You can use the functions available from the AutoSum down arrow to perform the following tasks.
simple examples of how
some or all of these Function Use To
common functions work.
SUM Add the values entered in the cells that are specified in the arguments.
AVERAGE Calculate the average of the values entered in the cells specified in the
arguments.
COUNT Find the number of cells, out of those that have been specified in the
arguments, that contain numeric entries.
MAX Find the largest single numeric value out of all of the values entered in the
cells specified in the arguments.
MIN Find the smallest single numeric value out of all of the values entered in the
cells specified in the arguments.
Basic Function Syntax

Basic Function Syntax In order to understand exactly how an Excel function works, you must understand its syntax. A
Explain to the students function's syntax is simply the structure necessary to properly express the function and to define its
the importance of fully arguments. As stated earlier, all Excel functions begin with an equal sign followed by the function
understanding basic name. The function name is followed by a set of parentheses that contains the function's arguments;
function syntax, as this the arguments are separated by commas. Remember that depending on the particular function you
will form the basis for are using, arguments can include constants, cell or range references, logical values such as TRUE or
mastering more complex FALSE, formulas, and even other functions.
functions in the future.
Figure 2-14: The basic elements of an Excel function.
Functions can contain both required and optional arguments. In function syntax, optional
arguments are notated by using square brackets [ ]. The SUM function, as an example, contains one
required argument and up to 254 optional arguments. Excel must have at least one number to return
a result. Excel can sum up to 255 values with a single SUM function. So the first argument (value) is
required, and the rest are optional.
Each function has a unique syntax and requires different specific arguments. If all of the arguments
for a function are valid, the function will return a result in a cell. If one or more of the arguments in
a function are invalid, Excel will return an error, which you will have to correct. Let's take a look at
the syntax for each of the commonly used functions we've mentioned so far.
The SUM Function

Syntax: =SUM(number 1, [number 2], ...)

Note: The ellipsis (...) in the SUM function syntax indicates that the same type of argument can
carry out up to the maximum number of arguments for the function. In this case, it's up to 255
arguments, which is the maximum number of supported arguments in an Excel 2013 function.
Description: Adds the values specified by the arguments. For this function, the arguments can be
constants, cell or range references, or both.
The following table includes examples of the SUM function in action.
To Add These Numbers Enter This Function
5, 9, 11, and 20 =SUM(5, 9, 11, 20)

The values in cells A1 through A10 =SUM(A1:A10)
The values in cells A1 through A10, in cell B3, and =SUM(A1:A10, B3, D17)
in cell D17
The values in cells A1 through A10, in cell B3, in =SUM(A1:A10, B3, D17, 14, 7)
cell D17, and the numbers 14 and 7
The AVERAGE Function

Syntax: =AVERAGE(number 1, [number 2], ...)
Description: Adds the values specified by the arguments and then divides the total by the number of
individual values. In other words, the AVERAGE function calculates the average (arithmetic mean)
of the specified values. For this function, the arguments can be constants, cell or range references,
or both.
The following table includes examples of the AVERAGE function in action.
To Find the Average of These Numbers Enter This Function
5, 9, 11, and 20 =AVERAGE(5, 9, 11, 20)

The values in cells A1 through A10 =AVERAGE(A1:A10)
The values in cells A1 through A10, in cell B3, =AVERAGE(A1:A10, B3, D17)
and in cell D17
The values in cells A1 through A10, in cell B3, =AVERAGE(A1:A10, B3, D17, 14, 7)
in cell D17, and the numbers 14 and 7
The COUNT Function

Syntax: =COUNT(value 1, [value 2], ...)
Description: Counts the number of cells specified in the arguments that contain a numeric entry.
For this function, the arguments can be cell or range references, or both.
The following table includes examples of the COUNT function in action.
To Count the Number of Numeric Entries in Enter This Function

These Cells
A1 through A10 =COUNT(A1:A10)

A1 through A10, B7, and F11 =COUNT(A1:A10, B7, F11)
All cells from A1 through D10 =COUNT(A1:D10)
Note: The COUNT function will also count constants if you include them as arguments.
However, it is more intended to count numeric cell entries.

The MAX Function

Syntax: =MAX(number 1, [number 2], ...)
Description: Returns the largest numeric value out of any numbers entered into the cells specified
by the arguments and any constants specified in the arguments. For this function, the arguments can
be constants, cell or range references, or both.
The following table includes examples of the MAX function in action.
To Return the Largest Numeric Value from These Enter This Function
Sources
Cells A1 through A10 =MAX(A1:A10)

Cells A1 through A10, B13, and C22 =MAX(A1:A10, B13, C22)
Cells A1 through A10, and the numbers 15, 22, and 78 =MAX(A1:A10, 15, 22, 78)
The MIN Function

Syntax: =MIN(number 1, [number 2], ...)
Description: Returns the smallest numeric value out of any numbers entered into the cells specified
by the arguments and any constants specified by the arguments. For this function, the arguments
can be constants, cell or range references, or both.
The following table includes examples of the MIN function in action.
To Return the Smallest Numeric Value from These Enter This Function
Sources
Cells A1 through A10 =MIN(A1:A10)

Cells A1 through A10, B13, and C22 =MIN(A1:A10, B13, C22)
Cells A1 through A10, and the numbers 15, 22, and 78 =MIN(A1:A10, 15, 22, 78)

the LearnTO Calculate Note: To explore how Excel handles dates in calculations, view the LearnTO Calculate Dates
Dates in Excel in Excel presentation from the LearnTO tile on the LogicalCHOICE Course screen.
presentation from the
screen or have students The Formula AutoComplete Feature
navigate out to the
Course screen and With the enormous array of functions available in Excel 2013, it may seem overwhelming to have to
watch it themselves as a remember the names and the syntax of a large number of functions. And perhaps you don't have
supplement to your the time to search through the various menus and submenus in the Function Library group.
Additionally, what happens if you type the wrong function name, misspell the function, or make a
the LearnTOs for this mistake entering arguments? In large workbooks containing a lot of complex functions and
course on their formulas, navigating these scenarios could quickly become a nightmare. The good news is that Excel
LogicalCHOICE Course 2013 includes a feature that can help eliminate all of these issues: the Formula AutoComplete
screen after class for feature.
supplemental
The Formula AutoComplete feature is a dynamic feature that enables you to select and enter
information and
functions without having to remember specific function names or worry about misspellings. When
you type an equal sign into a cell, and then begin typing the name of a function, Excel displays a
The Formula
AutoComplete Feature pop-up menu displaying all of the available functions that begin with the characters you have already
typed. This allows you to select the desired function, and then simply enter the required arguments
to complete it. The Formula AutoComplete feature also displays a tooltip that describes whatever
function you select from the pop-up menu.

Figure 2-15: Excel displays the available function options and their descriptions as you type the
function name.
The Formula AutoComplete feature also provides you with assistance when entering function The Arguments Tooltip
arguments. As you enter the arguments for the selected formula, Excel displays a different tooltip
that highlights the specific argument you're currently entering. This helps you keep track of which
arguments you've entered and which ones you still need to enter. When you're done entering all
necessary arguments, simply press Enter or Tab, and Excel will automatically add the closing
parenthesis, enter the function, and navigate to the next cell.
Figure 2-16: This tooltip highlights where you are within the function syntax.
information and job aids on How to Insert Functions.

ACTIVITY 2-2
Inserting Functions
Data File
C:\091051Data\Performing Calculations\sales_contest.xlsx
Before You Begin

Excel 2013 is open.
Scenario
You've launched a sales contest to reward My Footprint Sports' best performing sales reps. To track
their progress, you created a worksheet to store and perform calculations on the sales figures for
each of the reps. You're trying to analyze the numbers to determine which sales reps will win prizes.
You want to start by calculating each rep's total sales, average quarterly sales, and highest and lowest
quarterly sales.
1. Open the sales_contest.xlsx workbook file.
2. Calculate the total sales for the first two sales reps: Del Prentice and Christina Chirillo.
a) Select cell F7.
b) Select FORMULAS→Function Library→AutoSum.
Remind students that, c) Verify that the cell range B7:E7 is selected on the worksheet and that it appears in the active cell
unless the activity steps and in the Formula Bar.
specifically instruct them d) Press Enter.
to select a command's e) Perform the same calculation for Christina Chirillo.
drop-down arrow, they
should just select the
3. Calculate the average quarterly sales for the same two sales reps.
command button and not
the drop-down arrow. a) Select cell G7 and type =av
b) From the Formula AutoComplete pop-up menu, double-click AVERAGE.
c) On the worksheet, select the range B7:E7 and press Enter.
d) Perform the same calculation for Christina Chirillo.
4. Determine the highest quarterly sales total for the same two sales reps.
a) Select cell H7.
b) Select FORMULAS→Function Library→Insert Function.
c) In the Insert Function dialog box, in the Search for a function field, type max and select Go.
d) In the Select a function menu, ensure that MAX is selected, and then select OK.
e) In the Function Arguments dialog box, to the right of the Number1 field, select the Collapse Dialog
button.

f) On the worksheet, select the range B7:E7 and press Enter.
Note: You may need to move the Insert Function dialog box to select the
range.
g) In the Function Arguments dialog box, select OK.
h) Repeat the process for Christina Chirillo.
5. Determine the lowest quarterly sales for the same two sales reps.
a) Select cell I7.
b) Select FORMULAS→Function Library→AutoSum drop-down arrow→Min.
c) On the worksheet, select the range B7:E7 and press Enter.
d) Ensure that cell I8 is selected and then select FORMULAS→Function Library→More Ensure that students
Functions→Statistical→MIN. manually select the
e) In the Function Arguments dialog box, to the right of the Number1 field, select the Collapse Dialog range B7:E7 in step 5c.
button. Excel will attempt to
f) Select the range B8:E8 and press Enter. guess the desired range
here, but that guess is
g) In the Function Arguments dialog box, select OK.
incorrect.
6. Save the workbook to the C:\091051Data\Performing Calculations folder as my_sales_contest.xlsx and

leave the workbook open.

TOPIC C
Reuse Formulas
Those who work with Excel workbooks often find themselves regularly using the same formulas
over and over. For example, if you're totaling rows of sales figures for individual sales associates to
calculate their commissions, you will likely have to apply the same formula or function to each row.
If your organization employs hundreds, or even thousands, of sales associates, this could be an
incredibly lengthy, mundane process. Although the AutoSum feature may make part of this task
simpler, you would still have to apply it to each row and then use another function to calculate
commissions. Wouldn't it be far easier to create one set of formulas or functions and then apply
those to all of the rows? You can do this in Excel.
Excel, much like a word processing application, provides you with a number of methods to reuse
nearly any of your content, including formulas and functions, basically by using a variety of copy and
paste techniques. This functionality represents one of the most useful features of Excel and will,
with absolute certainty, save you time. By reusing your content, you can eliminate the hassle and
reduce the likelihood of entering numerous errors in your workbooks. All of this will allow you to
avoid repetitive tasks and hours of troubleshooting so you can focus on more important tasks.
Formulas and the Cut, Copy, and Paste Commands

As with other worksheet content, if you want to reuse your Excel formulas and functions, you can
do so by using the Cut, Copy, and Paste commands. By default, if a cell contains a formula or a
function and you cut or copy its content to the clipboard, when you paste the content to another
cell, Excel pastes the formula in the destination cell. Although the destination cell will display the
result of the formula or function, as it did in the source cell, the content is still the formula. This
functionality forms the basis of how you can reuse formulas and functions throughout your
worksheets and workbooks.
Drag-and-Drop Editing
In addition to using the Cut, Copy, and Paste commands to move content, you can use Excel's
drag-and-drop editing functionality. When you select a cell or a range, the cell or range is displayed
with a solid green border around it. If you place the mouse pointer over the green border anywhere
other than above the fill handle, Excel displays the mouse pointer as a move icon. When the
move pointer appears, you can click and drag the selected cell or range and drop it in place
anywhere else on the worksheet. This effectively cuts and pastes all content within the selection to
the new location.
If you press and hold down the Ctrl key while performing this procedure, the mouse pointer
changes into the copy pointer. By using the copy pointer, you can drag a copy of the content in
the selected cell(s) to a new location. This is the same as copying and pasting the content.
The Paste Options

The Paste Options Excel 2013 provides you with a number of different options for pasting copied content into other
cells. This is because there will be occasions where you want to paste certain elements of a cell's
content into another cell, but not the exact contents. Let's look at an example to clarify this.
Remember that what is displayed in your worksheet cells isn't necessarily what's in the cells. If a cell
contains a formula, it displays the result of the calculations, but its content is the formula itself. So,
what if you want to paste the numerical value of the calculation's result in another cell simply as a
number, without bringing the formula along for the ride? These types of situations are where Excel's
paste options come in handy.
Lesson 2: Performing Calculations | Topic C

When you copy a cell's contents to the clipboard, a number of paste options become available from
the Paste drop-down menu, which you can access from the Paste drop-down arrow in the
Clipboard group. These options are also available from the Paste Options button if you paste the
content by using the Paste button or the Ctrl+V keyboard shortcut. If you access the paste options
from the ribbon, placing the mouse pointer over the various option icons will display a temporary
preview of what the content will look like if you select that option.
Consider demonstrating
Note: The paste options are not available if you cut a cell's content. They are available only the Paste Preview
when you copy and paste. feature to the class.
Figure 2-17: The paste options are available from both the ribbon and the Paste Options button.
The following table describes the various paste options.
Paste Option Will Paste
Paste All of a cell's contents.

Formulas Just the formula from the copied cells.
Formulas & Number Formatting The formula and any applied number formatting from
the copied cells.
Keep Source Formatting All of the copied cells' content along with all applied
formatting.
No Borders All of the copied cells' content and formatting except for
the border formatting.
Keep Source Column Widths All of the copied cells' content and formatting. This
option will also adjust the column width for the column
the destination cells are in to match the column width of
the copied cell.

Paste Option Will Paste

Transpose All of the contents and formatting from a group of
copied cells. This option will also switch rows to
columns and vice versa.
Values Just the values from the copied cells without formulas or
formatting.
Values & Number Formatting Just the values and any number formatting from the
copied cells without formulas or other types of applied
formatting.
Values & Source Formatting Just the values and any applied formatting from the
source cells without the formulas.
Formatting Just the formatting from the copied cells without any cell
content.
Paste Link The content from the selected cells into the new cells
and will create a link between the cells. If you make any
changes to the copied cells, those changes will be
reflected in the new cells. This option works only for
certain types of content, such as formulas that contain
absolute references.
Picture The displayed content from the copied cells as a picture.
The pasted content will no longer behave like values,
formulas, functions, text, and so on.
Linked Picture The displayed content from the copied cells as a picture
and create a link between the picture and the copied
cells. The pasted content will no longer behave like
values, formulas, functions, text, and so on, but changes
made in the copied cells will be reflected in the pasted
picture.
Note: Some of the paste options described in this table cover features or options that have not
yet been discussed. Most of these will be covered either later in this course or in other courses in
the Excel 2013 series.
The Paste Special Options

The Paste Special Excel 2013 provides you with several other paste options that you can access by using the Paste
Dialog Box Special dialog box. Here you will find many of the same paste options we have already covered, but
you will also find a few more. These include the ability to paste review markup such as comments
and validation formatting (which restricts the type of data that a user can enter into cells) along with
several options for performing basic mathematical operations. You can access the Paste Special
dialog box by selecting HOME→Clipboard→Paste drop-down arrow→Paste Special.

Figure 2-18: The Paste Special dialog box provides you with access to additional paste options.
The following table describes some of the Paste Special options that are not available with the
other paste options.
Paste Special Option Description
Add Adds the value in the copied cell to the value entered in the
destination cell.
Subtract Subtracts the value in the copied cell from the value entered in the
destination cell.
Multiply Multiplies the value in the destination cell by the value in the copied
cell.
Divide Divides the value in the destination cell by the value in the copied
cell.
Skip blanks If the range you copy includes blank cells, these will be omitted when
you paste the content to the destination range of cells.
Relative References
Before we explore how cutting, copying, and pasting relate to reusing formulas, you will first need to Relative References
understand how cell and range references work. In Excel, there are three types of references:
relative, absolute, and mixed. Relative references are the default in Excel. A relative reference is a cell or
a range reference that will change when you move or copy a formula from one cell to another. In
other words, the reference is relative to the location of the cell. To see how this works, take a look at
this simple example.

If students ask, let them

know that the default
view, which is to display
calculation results
instead of formulas, was
changed to facilitate
screen capturing the cell
references.
Figure 2-19: With relative references, when you move a formula or function, the cell references
change.
In this example, the formula from cell D1 has been copied and pasted into cell D2. The formula in
cell D1 adds the values in cells A1, B1, and C1. But because the range reference in the formula is a
relative reference, what it's telling Excel is to look at the cell three spaces to the left of the formula,
the cell two spaces to the left of the formula, and the cell one space to the left of the formula to find
the values to add. So when you copy and paste the formula into cell D2, it still looks for the values
in the cells three spaces to the left, two spaces to the left, and one space to the left. This is why the
reference has changed from A1:C1 to A2:C2, as those are now the cells the correct number of
spaces away from the formula. If you were to paste the same formula into cell D3, the range
reference would change to A3:C3, and so on.
Relative references are one of the keys to understanding just how powerful and useful Excel can be.
This forms the basis for how Excel can apply the same calculation to thousands of rows and
columns of data.
Absolute References
Absolute References As you've probably guessed, absolute references refer to particular cells and do not change when you
move or copy formulas to other cells. In Excel, absolute references are indicated by using the dollar
sign ($) before the row and column header. So, if A1 is a relative reference, then $A$1 is an absolute
reference. You use absolute references whenever you want to apply a formula to multiple cells but
still want part of the calculation to include a value entered into a single cell. Common examples of
this include multiplying a sales figure by the sales tax rate or a sales rep's sales totals by the
commission rate. Rather than having to enter the same multiplier in every row or column of data,
you can simply place that value in a single cell on your worksheet, and then include an absolute
reference to that cell in the formula. When you move or copy that formula to the other sales figures,
each is now multiplied by the same value.
Again here, you can In the following example, the cells in column D contain formulas that contain relative references.
explain that the default These were copied from cell D2 to the other cells in the column. By default, the cells in column D
view has been changed would display the sales totals for each sales rep for the first two quarters. The formulas in column E
to help illustrate the are multiplying the sales totals from column D by a fixed rate. In this case, it's the sales commission
point. rate in cell G4. Because the formula in cell E2 contains an absolute reference to cell G4, when
copied to cell E3, the formula still references the same cell. Notice, however, that the formula is
referencing the sales total in cell D3, not D2, because that is a relative reference in the formula.

Figure 2-20: Absolute references do not change when copying or moving formulas.
Mixed References
Mixed references are cell or range references in which either the column or the row header is absolute, Mixed References
but the other reference is relative. The cell reference A$1 would be a mixed reference. In this
example, the column header, A, is relative and will change if used in a formula that is copied or
moved to another cell. But, the row header, $1, is absolute, so if you move the formula, it will
reference different columns, but in the same row. Mixed references are typically used less than
relative and absolute references but they can be quite handy. You would use a mixed reference when
you need to copy a formula across multiple rows and columns and you need the formula to look, for
example, for values in the same column but in different rows. Let's take a look at a simple example
to see how this works.
In the following example, the worksheet contains historical sales figures for different types of
vehicles for the years 2011 and 2012. In column B, we've entered a formula that will calculate the
sales increase percentage from 2011 to 2012.
Now, let's say you want to project the sales increases out across 2013 and 2014 based on the current
sales trends. Because the percent increase is different for each type of vehicle, you would need the
formula to keep looking in column B for the percent change, but you would also need it to change
the row it's looking at so each vehicle type's sales are multiplied by the correct percentage. The cell
reference in the formula you enter in E2 would need to contain this reference: $B2. This reference
tells the formula to always look in column B but to look in different rows.

Figure 2-21: In mixed references, one reference is absolute whereas the other is relative.
Notice that as the formula from cell E1 is copied both across columns and rows, the relative
reference changes both the row and the column references, whereas the mixed reference maintains
the same column but changes row references.
Note: To quickly cycle through relative, absolute, and mixed references in Excel formulas, select
the cell with the formula, place the insertion point next to or within the reference in the formula
in the Formula Bar, and press the F4 key. If you press the key multiple times, the reference will
cycle through all possible combinations.
AutoFill and Formulas

AutoFill and Formulas Now that you know how relative, absolute, and mixed references work, and how they affect the
reuse of formulas, you're ready to discover one of the single most useful features Excel has to offer.
You already know the AutoFill feature can make entering a pattern or a sequential list of
alphanumeric characters quick and easy. You can also use the AutoFill feature to quickly and easily
copy and paste a formula across columns and rows.
Let's say you have a worksheet that lists quarterly sales for your sales team. You want the final
column to display the total sales for each sales rep for the entire year. So you enter a SUM function
for the first sales rep in the Total column. Now you want to copy and paste that formula, using
relative references, all the way down the Total column. If your company has only 5 or 10 sales reps,
copying and pasting would likely be just fine. But what if your organization has thousands of sales
reps? Copying and pasting the formula could take hours. However, you can also simply select the
cell containing the formula and, by using the fill handle, drag the formula down the entire column
all at once. If there is one trick you remember about Excel, this should be it.
You can also double-click the fill handle to automatically fill all cells in a column with a formula or
function. This feature does not work to fill across a row. Also, if there are any gaps in your data, the
formula or function will not copy all the way down the column. If you have any empty rows in your
data, Excel will fill in the column's cells only up to the first empty row.

Figure 2-22: The AutoFill feature enables you to copy and paste multiple instances of a formula
in one easy step.
Worksheet References
You've seen how Excel formulas can reference cells in various ways on a worksheet. But what if you Worksheet References
want to include values from cells on another worksheet in one of your formulas? Excel workbooks
often contain multiple worksheets. It would be a waste of time and effort to have to copy and paste
data from one worksheet just to be able to use that data in calculations on another. Fortunately, you
don't have to. Excel 2013 allows you to create references to cells on other worksheets for use in a
number of different ways, including as references in functions and formulas.
Creating a reference to cells on another worksheet is as simple as adding the worksheet name and an
exclamation point directly before the cell or range reference. Let's look at a simple example using the
default worksheet names you would find in a new blank workbook. If you have a formula on Sheet1
and you would like that formula to reference cell D3 from the worksheet Sheet2, you would include
the following reference in the formula: Sheet2!D3. Excel allows you to rename your worksheets, so
be sure to include the correct worksheet name when creating references to cells on other
worksheets.
Note: You can also graphically select cells and ranges on other worksheets for use as references
in formulas. You do the same as you would for references on the same worksheet, except you
switch to the correct worksheet to select the cell or range.

Figure 2-23: A reference to a cell on another worksheet.
information and job aids on How to Reuse Formulas and Functions.

ACTIVITY 2-3
Reusing Functions
Before You Begin

The my_sales_contest.xlsx file is open.
Scenario
You need to complete your analysis of the sales figures for all sales reps so you can announce the
sales contest winners at an upcoming meeting. You decide to reuse the functions you have already
created for Del Prentice and Christina Chirillo for the remaining sales reps rather than create new
functions for each one. Because you also need to provide commission payment figures to the payroll
department before the meeting, you decide to use the same worksheet to perform the commission
calculations.
1. Use the existing functions to calculate the total and average quarterly sales for the remaining sales
reps.
a) Select cell F8.
b) Press Ctrl+C to copy the cell's contents to the clipboard.
c) Select the range F9:F30 and then press Ctrl+V to paste the function to the selected range of cells.
d) Verify that the function has been copied into the remaining cells in the column.
e) Select cell G8.
f) Place the mouse pointer over the fill handle until it is displayed as a thin black plus symbol.
g) Drag the fill handle down the column until the selected range is G8:G30 and then release the mouse
button.
h) Verify that the function has been copied into the remaining cells in the column.
2. Use the AutoFill feature to drag the functions for the highest and lowest quarterly sales figures down to
fill the remaining cells in columns H and I.
3. Calculate the annual sales commission figure for Del Prentice by using the commission rate in cell M6.
a) Select cell J7. This is a good
b) Type =f7*m6 and press Enter. opportunity to have a
brief discussion about
4. Reuse the formula to calculate the commission for Christina Chirillo. absolute and relative
a) Select cell J7. references with the
b) Drag the fill handle down to copy the formula to cell J8. class. Ask the students
why the returned value
c) Verify that the figure that appears in cell J8 is 0.
is 0 and what they
should do to resolve the
5. Modify the commission formula to include an absolute reference to the commission rate in cell M6. issue.

a) Select cell J7.

b) In the Formula Bar, place the insertion point immediately before or after M6 in the formula.
c) Press the F4 key to switch the relative reference to an absolute reference.

Inform the students that d) Ensure that M6 is now displayed as $M$6 in the Formula Bar and press Enter.
they can cycle through
all variations of relative, 6. Copy and paste the modified formula from cell J7 into cell J8.
absolute, and mixed
references by repeatedly 7. Ensure that the formula now returns the appropriate value.
pressing F4. If they
accidentally press it
more than once, they
can cycle back until the
reference is absolute.
8. Use the AutoFill feature to drag the formula down to the remaining cells in column J.
9. Save and close the workbook file.

Summary
In this lesson, you created Excel formulas, inserted functions into cells, and reused formulas and
functions in other cells. These basic tasks will form the foundation of your ability to work with and
analyze your organizational data. This will enable you to extract actionable organizational intelligence
from your data so that you can make sound business decisions.
Which formulas and functions do you see yourself using most in your daily life? How does that relate to use the social
your current role? networking tools
A: Answers will vary, often directly based on job role. People who need to perform simple calculations, to provided on the
add hours and multiply pay rates for payroll for example, may prefer to use basic formulas. But, LogicalCHOICE Home
people who perform more rigorous data analysis, accountants, business analysts, and statisticians for
example, would likely use functions such as AVERAGE, COUNT, MAX, and MIN more frequently.
course is completed for
How do you see the AutoFill feature saving you time and effort? Can you think of uses for it not covered so further discussion and
resources to support
far?
continued learning.
A: Answers will vary, but may include that AutoFill will simply save time and effort when working on large
workbook files. More creative uses of AutoFill could be to create a list of annual quarters over a
number of years or to create entries for each step in particular cycles for a number of periods (sales
cycles, review cycles, product development cycles, and so on).
Lesson 2: Performing Calculations |

3 Modifying a Worksheet
Lesson Time: 45 minutes
Lesson Objectives
In this lesson, you will modify a worksheet. You will:
• Insert, delete, and adjust cells, columns, and rows.
• Search for and replace data.
• Check the spelling in a worksheet.
Lesson Introduction
From time to time, you'll need to make changes to your worksheets and workbooks. What if
the changes you need to make go beyond simply re-entering a formula or updating a value?
What if you need to add a whole new column or row to your worksheet? What if that
column or row is in the middle of existing data? Also, what if you discover you've made the
same mistake over and over? Or, what if you need to check your spelling throughout all
worksheets in a workbook?
These days, changes occur rapidly. You'll need to be able to react quickly to keep your
workbooks and your worksheet data up-to-date and accurate. And you don't want to waste
any of the effort you've already put into developing your workbooks to do so. Excel® 2013
provides you with a wide variety of options for making significant changes to your
worksheets. This functionality allows you to do so without disturbing the work you've
already done. Understanding how this functionality works will help you keep your
documents updated without throwing away all of the valuable work you've already done.
TOPIC A
Insert, Delete, and Adjust Cells, Columns, and
Rows
Cells, columns, and rows make up the very fabric of Excel worksheets. This is where you store and
organize your data, perform calculations, and present results to other people. You'll want to be able
to configure the cells, columns, and rows in your worksheets to suit your needs. For example, the
amount of text you need to display in a cell may be more than the cell can hold. Or, perhaps, your
organization will create a new metric by which certain figures are tracked. To include information on
the new metric, you may have to add a row or a column right in the middle of existing data. Or
perhaps, you want to view your data in a different way to focus more on one element of a system
than another.
When situations like this arise, you'll need to be able to modify your worksheets to accommodate
the need. Fortunately, Excel 2013 provides you with a number of commands and features that allow
you to make these kinds of changes. Excel worksheets are dynamic, which allows them to keep up
with the changing needs of a wide variety of organizations. Taking the time to learn how to make
these kinds of changes will enable you to stay on top of your data and react to an ever-changing
world.
The Insert and Delete Options

The Insert and Delete Adding new information at the end of a column or row is easy. But what if you need to add a cell, a
Options row, or a column in the middle of existing data? Actually, it's a pretty easy process and Excel
provides you with ready access to the commands to do so. The Cells group on the HOME tab
provides you with access to the Insert and Delete commands. These commands enable you to add
a single cell, a group of cells, or even entire rows or columns anywhere you need them.
If you select either the Insert or the Delete button, Excel will insert or delete whatever you
currently have selected. If you select a cell or a group of cells and then select Insert, Excel will insert
a cell or a group of cells. If you select an entire row and then select Delete, Excel will delete the
entire row. Excel defaults to pushing cells or rows down to make room for new ones when adding
cells or rows. It defaults to pushing them up to "fill in the space" when you delete them. Excel also
defaults to pushing columns to the right to make room for new columns, and pushing them to the
left to "fill in the space" when you delete columns.
The Insert and Delete options, which you can access by selecting the Insert drop-down arrow or
the Delete drop-down arrow in the Cells group, provide you with additional functionality for
inserting and deleting cells. If you insert or delete a cell or a group of cells by using either the Insert
Cells or the Delete Cells commands from the drop-down menus, Excel displays either the Insert
dialog box or the Delete dialog box. These provide you with options for shifting cells in a particular
direction or inserting or deleting an entire row or column even if you've selected only a cell or group
of cells.
Note: You can also access the Insert and Delete dialog boxes by right-clicking a selected cell or
range, and then selecting either Insert or Delete.
Lesson 3: Modifying a Worksheet | Topic A

Figure 3-1: The Insert and Delete dialog boxes give you greater control over how Excel inserts
and deletes cells.
Width and Height Adjustments

There will, undoubtedly, be instances in which you need to enter data or formulas in worksheet cells
that spill over beyond cell borders. When this happens, you'll need to adjust the size of the cells in
your worksheets. To adjust cell sizes, you must either adjust row heights, column widths, or both.
Excel 2013 provides you with several options for adjusting cell sizes in your worksheets.
The first method is to simply click and drag row or column borders to adjust them manually. To do Manual Width and
this, place the mouse pointer directly over the desired border in either the row or column headers Height Adjustments
until it appears as a dark line with a double arrow. Then click and drag the border until the row
or the column is the desired height or width. When you adjust row and column heights manually,
drag either the bottom border of the desired row or the right-hand border of the desired column.
Figure 3-2: Click and drag column or row borders to manually adjust cell size.
You can also manually auto-fit row heights or column widths to match cell content. To do this, Manual Auto-Fit
double-click the appropriate row or column border in the row and column headers. When you use
this method, Excel will auto-fit the row or the column to accommodate the greatest amount of cell
content in the row or column. As with manually dragging rows or columns to the desired size, when
you double-click to auto-fit them, you double-click the lower border for a row and the right-hand
border for a cell.
Note: You can auto-fit all columns or rows in a worksheet at the same time. To do this, select
the Select All button where the column and the row headers intersect to select all cells in
the worksheet, and then double-click any column or row border in the headers.

Figure 3-3: When the mouse pointer is displayed as a line with a double arrow, you can double-
click row or column borders to auto-fit them to cell content.
The AutoFit Feature You can also use the AutoFit feature in Excel to automatically adjust row height or column width to
match cell content. You can access the AutoFit commands by selecting HOME→Cells→Format.
To use the AutoFit feature, select any cell within the row or the column that you would like to
adjust and then select either the AutoFit Row Height or the AutoFit Column Width command
from the Format drop-down menu.
Figure 3-4: The AutoFit feature adjusts row height or column width to match cell content.
The Row Height and Finally, you can use the Row Height and Column Width dialog boxes to adjust cell size. To adjust
Column Width Dialog cell size by using this method, simply select a cell in the desired row, open the appropriate dialog
Boxes box, enter the desired height or width value, and then select OK. You can access the Row Height
and the Column Width dialog boxes by selecting either HOME→Cells→Format→Row Height
or HOME→Cells→Format→Column Width.
Figure 3-5: The Row Height and the Column Width dialog boxes.
The Hide and Unhide Commands

The Hide and Unhide The Hide and Unhide commands enable you to suppress the visibility of particular rows or
Commands columns in your worksheets. These commands can come in handy in large worksheets that have
more rows or columns than can fit on the screen at once, or if your worksheets contain sensitive
information that is not appropriate for all audiences. When you hide rows or columns, they remain

in the worksheet and all references to cells in the hidden rows or columns remain intact. You can
access the Hide and Unhide commands by selecting HOME→Cells→Format→Hide &
Unhide.
Note: You can also access the Hide and Unhide commands by selecting a row, a column, or
multiple rows or columns, right-clicking anywhere within the selection, and then selecting either
Hide or Unhide.
Figure 3-6: Hidden rows or columns are not displayed until you unhide them. Cell content is not
affected.
information and job aids on How to Insert, Delete, and Adjust Cells, Columns, and
Rows.

ACTIVITY 3-1
Adjusting Cells, Columns, and Rows
Data File
C:\091051Data\Modifying a Worksheet\sales_data.xlsx
Before You Begin

Excel 2013 is open.
Scenario
You have been asked to present data about your sales team to company leadership at an important,
upcoming meeting. They would like to gauge the performance of individual members of your sales
team. You have prepared an Excel worksheet that you will use to present the information to
attendees. But, as you're reviewing the worksheet, you feel some of the information isn't necessary
to present, so you decide to hide some of the columns. You also feel some of the columns take up
too much space for the data in them, so you want to adjust their widths. In addition, one of your
sales reps recently left the company, so you'll need to delete his information.
1. Open the sales_data.xlsx workbook.

There are misspellings
in this data file, which 2. Adjust the column widths for columns A and B.
are intentional. These a) Select the column header for column A to select the entire column.
will be corrected later. b) Select HOME→Cells→Format→AutoFit Column Width.
c) In the column headers, place the mouse pointer over the border between columns B and C until it is
displayed as a vertical line with two arrows.

d) Double-click the border between columns B and C to AutoFit the column width to the cell contents.
3. Hide the columns containing the quarterly sales data.

a) Select the column header for column C, press and hold down Shift, and then select the column
header for column F.
b) Ensure that the range C:F is selected.
Remind students that a c) Select HOME→Cells→Format→Hide & Unhide→Hide Columns.
column reference d) Verify that column headers B and G now appear beside each other with nothing in between.
without a row reference
indicates the entire
column is selected. For
example, C:F means all
of columns C through F
are selected
simultaneously.
4. Delete the row containing information for the former employee.

a) Select any cell within row 13.
b) Select HOME→Cells→Delete drop-down arrow→Delete Sheet Rows.
5. Save the workbook to the C:\091051Data\Modifying a Worksheet folder as my_sales_data.xlsx

TOPIC B
Search for and Replace Data
Imagine you've just put the finishing touches on your Excel workbook, and you're ready to share
some of your insights with other people in your organization. Just as you're getting ready to send an
email with your workbook attached, you receive a message that some key information has changed.
Or, perhaps, you just realize you made a mistake entering some data. Worse, you realize you
repeated the same mistake over and over throughout the workbook. Sending out the wrong data can
lead to errors, a loss of credibility among your peers, and a loss of credibility among your customers.
You'll need to hunt down and fix these errors, and fast. But how?
If your worksheets contain only a few lines of data, this would be a relatively simple change. But if
your worksheets contain thousands of rows' and columns' worth of data, you could be spending the
night at the office. Having to find and correct multiple errors in a workbook can be a painstaking,
time-consuming process, and you have neither the time nor the desire to do so. But you're in luck;
Excel 2013 includes a number of options to help you find and correct mistakes throughout your
workbooks quickly and easily. Taking advantage of this functionality will save you countless hours
of manually scanning worksheets and can help maintain your data integrity and your reputation.
The Find Command

You can use the Find command to locate particular specific content within your worksheets and The Find Command
workbooks. When you select the Find command, Excel opens the Find and Replace dialog box
with the Find tab automatically selected. From the Find tab, you can search your workbooks and
worksheets for a number of different types of content including values, formulas, formatting, and
review markup. You can search for individual instances of the content you're searching for or view a
list of all instances of content matching your search query at once. Excel provides you with a
number of options for configuring your search queries to find the precise information you're
looking for. To access the Find command, select HOME→Editing→Find & Select→Find or
press Ctrl+F.
Note: You can direct Excel to search only within a particular range by selecting that range
before selecting the Find command.
Lesson 3: Modifying a Worksheet | Topic B

Figure 3-7: The Find and Replace dialog box with the options expanded.
The following table describes the various elements of the Find tab in the Find and Replace dialog
box.
Find Tab Element Use This To
Find what field Enter your search query. This is the content Excel will search for in
the workbook or worksheet.
Format indicator Determine whether or not you have selected a particular format to
search for. If you have not selected a format, the indicator displays
the text No Format Set. If you have selected a format, the indicator
displays the text Preview*.
Format button Select the type of formatting you wish to search for. Selecting the
Format button opens the Find Format dialog box, which allows
you to select the type of formatting you wish to search for.
Selecting the Format drop-down arrow also gives you the option to
manually select a worksheet cell to set the desired formatting to
search for or to clear formatting from the search query.
Within drop-down menu Decide between searching the current worksheet or the entire
workbook.
Search drop-down menu Choose whether to search by row or by column.
Look in drop-down menu Tell Excel to search within cells containing values, formulas, or
comments.
Match case check box Require an exact casing match in order for Excel to return search
results.
Match entire cell contents Require an exact content match within a cell in order for Excel to
check box return a search result.

Find Tab Element Use This To

Options button Expand or collapse the options section of the Find and Replace
dialog box.
Find All button Display a list of all instances of content matching your search query
at the bottom of the Find and Replace dialog box. When you
select a search result from the list, Excel automatically navigates to
and selects the matching cell.
Find Next button Cycle among all cells with content matching the search query. Excel
automatically navigates to and selects each cell containing matching
content in the order it finds them.
Search results list Review search results when you use the Find All command and to
select cells containing content that matches the search query.
The Replace Command

Like the Find command, the Replace command will also search for specific content within your The Replace Command
workbooks and worksheets. But you can use the Replace command to switch out the old, incorrect Ask the students if they
data with the updated or correct data. Excel provides you with the same options for configuring can think of a reason for
your searches when using the Replace command, with the additional option of entering the content selecting a particular
you would like to replace the incorrect content with. As with the Find command, you can apply the region before using the
Replace command for one instance of your search query at a time or for all matching instances at Replace command. One
once. They keyboard shortcut for the Replace command is Ctrl+H. reason: People can have
last names that
Note: As with the Find command, you can direct the Replace command to search for and resemble common
replace only content within a particular range by first selecting the range and then selecting the words or other people's
first names, such as
Replace command. Also, the Look in options are restricted to only Formulas on the Replace
"West" or "Ellis."
tab.
Figure 3-8: The Replace tab is a near match for the Find tab; the only difference is the ability to The Go To Dialog Box
specify the content you want to replace the old content with. The Go To dialog box is
covered in this topic on
searching for and
The Go To Dialog Box replacing data, even
though it's more of a
You can use the Go To dialog box to quickly navigate to and select any cell within a workbook or navigational feature, as
worksheet. This works in much the same way as using the Name Box to navigate. You simply enter it is grouped with the
Find and Replace
the desired cell reference and then select OK to navigate to a cell. If you would like to navigate to a commands on the
cell on a different worksheet within the same workbook, include the name of the desired worksheet ribbon.

followed by an exclamation point ( ! ) before the cell reference. Although this isn't really necessary in
smaller worksheets, if you have thousands of rows and columns in a large worksheet, this can make
navigation far easier.
The main advantage of using the Go To dialog box over the Name Box is that the Go To dialog
box saves a list of the cells to which you have previously navigated. This way, if you use particular
cells often in a worksheet, you can quickly jump back to them when you need to edit data. You can
access the Go To dialog box by selecting HOME→Editing→Find & Select→Go To or by
pressing the F5 key.
Figure 3-9: The Go To dialog box remembers your navigation history.
The Go To Special Dialog Box

The Go To Special The Go To Special feature is far more powerful than the Go To feature. Whereas the Go To dialog
Dialog Box box allows you to navigate directly to a particular cell, the Go To Special dialog box allows you to
select multiple cells that all meet particular criteria. This feature is particularly handy when you want
to avoid manually navigating through a large worksheet to select multiple cells by pressing and
holding down the Ctrl key. But the feature also works well for finding a single cell in a worksheet
that meets the desired search criteria or for selecting a contiguous range of cells that all meet the
criteria. The Go To Special feature works only on the currently selected worksheet.
When you use this feature, selected cells behave as they normally do when you select a range. So you
can add formatting to all of the cells at once, delete the content of all of the cells, or use the Tab
and Enter keys to navigate among the selected range to enter data one cell at a time. You can access
the Go To Special dialog box by selecting HOME→Editing→Find & Select→Go To Special
or by accessing the Go To dialog box and selecting the Special button.

Figure 3-10: The Go To Special dialog box.
The Go To Special dialog box provides you with a wide array of criteria for selecting cells and
ranges.
Option Select This To
Comments radio button Select all cells containing comments.

Constants radio button Select all cells containing constants. You can restrict the search
to select only cells containing numbers, only cells containing
text, or only cells containing the logical statements TRUE or
FALSE. This option will not select instances of TRUE or
FALSE that are the result of a logical function, only cases in
which you've typed TRUE or FALSE as text. Also, Excel
differentiates TRUE and FALSE from all other text when using
this option.
Formulas radio button Select cells containing formulas. You can restrict the search to
select only cells containing formulas that return numbers,
formulas that return text, formulas that return a logical value, or
formulas that return an error.
Numbers check box Restrict the Constants option to select only cells containing
constants that are numbers or to restrict the Formulas option
to select only cells containing numbers returned by a formula.
Text check box Restrict the Constants option to select only cells containing text
constants or to restrict the Formulas option to select only cells
containing text returned by a formula.
Logicals check box Restrict the Constants option to select only cells containing the
text TRUE or FALSE if you manually typed the text into the
cells, or to restrict the Formulas option to select only cells
containing logical values returned by a formula.
Errors check box Restrict the Formulas option to select only cells containing
errors returned by a formula.

Option Select This To

Blanks radio button Select all blank cells within a dataset or a selected range.
Current region radio button Select all cells in the same region as the currently selected cell or
range.
Current array radio button Select all cells in the same array as the currently selected cell or
range, if the selected cell is part of an array.
Objects radio button Select all objects on the worksheet. This option does not select
worksheet cells, only objects on the worksheet.
Row differences radio button Select all cells in the same row as the selected cell that do not
contain the same content as the selected cell.
Column differences radio Select all cells in the same column as the selected cell that do not
button contain the same content as the selected cell.
Precedents radio button Selects all cells that contain data feeding the formula in the
selected cell.
Dependents radio button Selects all cells that contain formulas that the currently selected
cell is feeding.
Direct only radio button Restrict the Precedents option or the Dependents option to
select only those cells directly feeding or fed by the currently
selected cell.
All levels radio button Set the Precedents option or the Dependents option to select
all cells feeding or fed by the currently selected cell.
Last cell radio button Select the last cell containing data or formatting in a worksheet.
Visible cells only radio button Select all non-hidden cells.
Conditional formats radio Select all cells containing conditional formatting or all cells
button containing the same conditional formatting as the currently
selected cell.
Data validation radio button Select all cells containing data validation or all cells containing
the same data validation as the currently selected cell.
All radio button Set the Conditional formats option to select all cells containing
conditional formatting or to set the Data validation option to
select all cells containing data validation.
Same radio button Restrict the Conditional formats option to select only cells
containing the same conditional formatting as the currently
selected cell, or to restrict the Data validation option to select
only cells containing the same data validation criteria as the
currently selected cell.
information and job aids on How to Search for and Replace Data.

ACTIVITY 3-2
Searching for and Replacing Data
Before You Begin

The my_sales_data.xlsx file is open.
Scenario
You have received notification from the human resources department that one of your sales reps
has been transferred to a different region, and another was recently married and has changed her
name. You decide to use the Find command to locate the employee information without having to
manually search the worksheet so you can update the records. Additionally, My Footprint Sports has
recently consolidated the sales teams from two regions into one. You realize it would be easier to
use the Replace command to update all of the records at once rather than to do so one at a time.
1. Change the regional information for the transferred employee.

a) Select HOME→Editing→Find & Select→Find.
b) In the Find and Replace dialog box, ensure that the Find tab is selected.
c) In the Find what field, type trowns and select Find Next.
d) Ensure that Excel navigated to cell A20.
e) Select cell B20, type Southwest and press Enter.
Note: You can leave the Find and Replace dialog box open when you edit cell
B20.
2. Update the married sales rep's last name.

a) If you previously closed the Find and Replace dialog box, select HOME→Editing→Find &
Select→Find, and then ensure that the Find tab is selected.
b) In the Find what field, type silvis and press Enter.
c) Ensure that Excel navigated to cell A15.
d) Close the Find and Replace dialog box, type Kertz in cell A15, and then press Enter.
3. Change all instances of West region entries to Southwest.

a) Select the range B7:B23.
b) Select HOME→Editing→Find & Select→Replace.
c) In the Find and Replace dialog box, ensure that the Replace tab is selected.
d) In the Find what field, type West
e) In the Replace with field, type Southwest
f) Select the Options button.
g) Check the Match entire cell contents check box and select the Find Next button.
h) Ensure that Excel selected an instance of West in the Region column and select the Replace button. Ask students why they
i) Verify that Excel changed the previous instance of West to Southwest, and then selected another think they're checking
instance of West in the Region column. the Match entire cell
contents check box. The
j) To change all other instances of West to Southwest, select the Replace All button.
answer: so Excel looks
k) In the Microsoft Excel dialog box, select OK and close the Find and Replace dialog box. only for exact instances
of West in the region
4. Save the workbook. column. Otherwise,
Excel would replace
instances of Southwest
with SouthSouthwest.

TOPIC C
Use Proofing and Research Tools
Although you may not always be asked to do so, it's likely that at some point you will have to share
your workbooks with your colleagues. After all, what good is organizational data if you can't share it
with others in your organization? Whether you're presenting your workbooks in front of a live
audience, sharing some data with colleagues in a meeting, or emailing your workbook files to other
people, you'll want to make sure all of your content is correct before doing so. One of the easiest
ways to lose credibility with an audience is to present content that's riddled with mistakes. In
addition to ensuring that you have the correct data and formulas in your worksheets, you'll want to
make sure everything is spelled correctly and that you're using all terminology correctly. This is why
Excel 2013 includes spelling check and other functionality you can use to ensure your content is
ready to present to others. Understanding how to use this functionality can help you make sure your
worksheets are accurate and look professional, and it just may help preserve your credibility with
others.
The Spelling Dialog Box

The Spelling Dialog Box You can use the Spelling dialog box to inspect your worksheets for spelling errors. Excel 2013's
spelling check feature flags any text that Excel doesn't recognize as spelling errors and then lets you
decide how to resolve the errors. Excel uses a set of built-in dictionaries to compare the text in your
worksheets to. If a word is not in the currently selected dictionary, Excel will flag it as an error.
Keep in mind, however, not all words that aren't in the dictionary are actual spelling errors, such as
proper nouns. If a word that Excel believes is an error is similar to other words in the dictionary, the
Spelling dialog box displays a list of suggested corrections that you can choose from to replace the
misspelling.
Note: Unlike some other applications, such as Microsoft Office Word, Excel does not mark
spelling errors with red underlines. Don't rely on on-screen markup to flag spelling errors in your
worksheets. You must run spelling check manually.
You can also add words to the dictionary so that Excel no longer flags them as spelling errors. This
can be useful if you include a lot of names in your worksheets, which may be the case for people
who manage sales or HR, or if you use a lot of job-related jargon or terminology in your worksheets.
You can inspect only one worksheet at a time using the Spelling dialog box.
You can access the Spelling dialog box by selecting REVIEW→Proofing→Spelling or by
pressing the F7 key. You can direct Excel to check the spelling in only a particular range by first
selecting it and then opening the Spelling dialog box.
Lesson 3: Modifying a Worksheet | Topic C

Figure 3-11: The Spelling dialog box helps you find and correct spelling errors.
The Spelling dialog box contains a number of commands and options you can use to configure
exactly how you search for and resolve spelling errors.
Spelling Dialog Box Element Description
Not in Dictionary field Displays the word that the spelling checker does not recognize
and has flagged as a possible error.
Suggestions list Displays a list of suggested alternatives for the flagged word
from the currently selected dictionary.
Dictionary language drop-down Allows you to select the desired dictionary against which Excel
menu checks for spelling errors.
Ignore Once button Ignores the currently selected instance of a misspelled word.
Ignore All button Ignores all instances of the currently selected misspelled word
throughout a worksheet.
Add to Dictionary button Adds the term in the Not in Dictionary field to the currently
selected dictionary so Excel no longer flags it as a misspelling.
Change button Replaces the currently selected instance of the word in the Not
in Dictionary field with the word selected in the Suggestions
list.
Change All button Replaces all instances of the word in the Not in Dictionary
field throughout a worksheet with the word selected in the
Suggestions list.
AutoCorrect button Adds the word in the Not in Dictionary field to the
AutoCorrect feature so that, whenever you type the flagged
word, Excel automatically replaces it with the word selected in
the Suggestions list.
Options button Opens the Excel Options dialog box with the Proofing tab
selected.
Undo Last button Reverts the last corrected instance of a word back to its
original spelling.

Spelling Dialog Box Element Description

Cancel button Cancels the current spelling check and closes the Spelling
dialog box.
The AutoCorrect Feature

Excel 2013 also includes a feature that can help you avoid spelling errors as you type them—the
AutoCorrect feature. The AutoCorrect feature automatically changes common misspellings to the
correct spelling as you type. For example, if you type teh in a cell, Excel will automatically change it
to the. The AutoCorrect feature can also automatically format text as you type it, such as creating a
hyperlink when you type a web address or an email address, and insert certain mathematical symbols
when you type particular keystrokes. When you install Excel 2013, the AutoCorrect feature is
preconfigured with a set of terms it will automatically correct, but you can customize this to suit
your needs.
The Research Task Pane

The Research Task Excel 2013 can also help you perform research from a number of built-in and online resources. The
Pane Research task pane can help you look up word spellings and definitions, synonyms and antonyms,
and reference articles and other online resources. You can select which particular resources you
want it to search through, and you can look for and add further resource options to those available
by default. You can access the Research task pane by selecting REVIEW→Proofing→Research
or REVIEW→Proofing→Thesaurus.
Figure 3-12: The Research task pane.
The following table describes the functions of the various Research task pane elements.
Research Task Pane Element Use This To
Search for field Enter the word or the phrase you'd like to search for.
Start searching button Execute a search.

Research Task Pane Element Use This To

Research source drop-down menu Select the desired research source.
Back button Navigate back through your research trail. This
command becomes active only once you've navigated
away from the original search results. The drop-down
arrow next to this command opens a menu, allowing you
to jump to a specific point in your navigation history.
Forward button Navigate forward through your research trail. This
command becomes active only once you've navigated
back through your research trail using the Back button.
The drop-down arrow next to this command opens a
menu, allowing you to jump to a specific point in your
navigation history.
Search results View and select search results.
Get services on Office Marketplace View a list of and select links to popular research
link services.
Research options link Open the Research Options dialog box, which you can
use to add or remove items from the Research source
drop-down menu.
The Thesaurus Task Pane

Excel 2013 also includes a handy feature you can use if you simply want to search for synonyms, The Thesaurus Task
antonyms, or related terms for a particular word or phrase, the Thesaurus task pane. The Pane
Thesaurus task pane is sort of a scaled-down version of the Research task pane used only to
search for related words. You have the option of selecting from a handful of default dictionaries
Excel can search to return results.

Figure 3-13: Use the Thesaurus task pane to search for synonyms, antonyms, and related terms.
The following table describes the various elements of the Thesaurus task pane.
Thesaurus Task Pane Element Is Used To
Back button Navigate back to the previous term.

Synonyms await field Enter a word or a phrase for which you'd like to search for
synonyms, antonyms, and related terms. Once you enter a
search term, the field's default "Synonyms await" text is
replaced with your search term.
Search button Execute a search query.
Search results Review search results, or select a particular term from the
search results for which you'd like to find synonyms,
antonyms, or related terms.
Dictionary drop-down menu Select the dictionary against which you'd like the Thesaurus
task pane to search.
information and job aids on How to Check a Worksheet's Spelling and Perform
Research.

ACTIVITY 3-3
Checking the Spelling in a Worksheet
Before You Begin

The my_sales_data.xlsx workbook file is open.
Scenario
You would like to both project your worksheet to attendees at the upcoming meeting and create
printed handouts. Before you do, you want to make sure there are no spelling errors in the file. You
decide to use the spelling check feature to check the worksheet for you.
1. Prepare to check the spelling in the worksheet.

a) Select cell A1 so Excel begins to check the spelling from the beginning of the sheet.
b) Select REVIEW→Proofing→Spelling to open the Spelling dialog box.
2. Check the worksheet's spelling.

a) In the Spelling dialog box, in the Not in Dictionary field, verify that Excel has identified Comission as
a misspelled word.
b) In the Suggestions list, ensure that Commission is selected, and then select the Change button.
Note: You may need to relocate the Spelling dialog box on screen to view
which cells Excel identifies as having misspelled words.
c) Verify that Excel has flagged another instance of the misspelling Comission.
d) To correct all instances of Comission, select Change All.
e) Verify that Excel has flagged Chirillo as a misspelled word.
f) As this is a proper noun and you do not wish to correct it, select Ignore All.
g) Select Ignore All for Kertz, as this is also a proper noun.
h) Verify that Excel flags Southweest as a misspelled word.
i) In the Suggestions list, ensure that Southwest is selected, and then select Change.
j) Select Ignore All for the remaining flagged terms.
k) In the Microsoft Excel dialog box, select OK.
3. Save and close the workbook.

Summary
In this lesson, you modified worksheets by inserting, deleting, and adjusting cells, columns, and
rows; searching for and replacing cell data; and performing a spelling check. Understanding how to
work with and modify your worksheets will give you the flexibility you'll need to build upon existing
workbooks without having to start from scratch whenever significant changes are needed. This
means you'll always be able to produce and develop functional, professional-looking workbooks
without wasting your valuable time. And you can help ensure that your organization is able to react
to the nearly constant change in available data that is becoming more and more the norm in today's
information-driven environment.
use the social Identify some situations in which the ability to adjust or hide columns and rows would come in handy.
networking tools A: Answers will vary, but may include presenting sales information while hiding individual commission
provided on the rates, presenting only the information that is relevant to a particular audience, or simply making large
LogicalCHOICE Home worksheets easier to view.
their peers after the How will Excel's search-and-replace, research, or proofing functionality make previous tasks you've
course is completed for performed easier?
further discussion and
resources to support A: Answers will vary, but could include facilitating the implementation of last-minute data changes for
continued learning. worksheets due on a deadline, updating employee files when a department-wide change occurs, or
updating organizational documentation when management institutes new policies or programs.
Lesson 3: Modifying a Worksheet |

4 Formatting a Worksheet
Lesson Objectives
In this lesson, you will format a worksheet. You will:
• Modify fonts.
• Add borders and colors to worksheets.
• Apply number formats.
• Align cell contents.
• Add styles and themes.
• Apply basic conditional formatting.
• Create and use templates.
Lesson Introduction
The ability to enter your data into Microsoft® Excel® worksheets and to use Excel's
powerful mathematical capabilities to your advantage forms the foundation you'll need to
extract actionable intelligence from your organizational data. Excel can also help you do so
much more. Large worksheets with thousands, or perhaps millions, of data entries can be
difficult to read. This can be especially true if you're working with a variety of numeric data
types, such as dollar amounts, percentages, and figures with varied numbers of decimal
places. You may need to organize your data according to department, region, job role, or
other important distinctions. And some data is simply more important than other data, and
should stand out even at first glance. In other words, you could potentially have a limitless
need to present data in a wide variety of formats. Fortunately, Excel 2013 allows you to do
just that.
Excel provides you with a staggering variety of formatting options that can help you present
your data in precisely the right way to suit your needs. Understanding how to use and,
perhaps more importantly, when and why to use these formatting options will help you
make your worksheets easy to read, professional in their appearance, and more useful.
Additionally, you can avoid the hassle of the wasted time, frustration, and headaches that
can accompany trying to force data to "behave" the way you want it to when it's not
properly formatted.
TOPIC A
Modify Fonts
When you pick up a newspaper or a magazine, one of the first things that likely stands out is that the
headline and article title text is larger and more prominent than the rest of the text. This is meant to
draw your eye to the most important information first. It also allows you to easily skim pages to
locate the exact story you're looking for with ease. You'll find similar use of font sizes and even font
colors in advertisements, on signs and billboards, and just about everywhere else. This is because
differences in letter size, color, and style make it easy for the eye to pick out particular information
in what is often a sea of clutter. This is really no different with spreadsheets.
Excel 2013 provides you with a number of options for formatting the text in your worksheets. This
functionality will help you create spreadsheets that are easy to read and interpret, and that allow the
important information to stand out from the crowd. This will also help you add a level of visual
appeal, which can facilitate a greater level of engagement when you present your data to others, that
would simply not be possible by using a single, monotonous type of font.
LearnTO Design Note: For tips on how to effectively organize and apply formatting to your worksheets, access
Effective Workbooks the LearnTO Design Effective Workbooks presentation from the LearnTO tile on the
from the LogicalCHOICE LogicalCHOICE Course screen.
Course screen or have
students navigate out to
the Course screen and
watch it themselves as a
Fonts
supplement to your When people talk about fonts and typefaces, there is often a lot of confusion surrounding the topic.
instruction. If not, please Essentially, a font is a physical collection of characters, whether it is part of a computer file or a
remind students to visit collection of metal pieces to be used in a printing press, and the typeface is the overall design and
the LearnTOs for this
course on their
appearance of the characters in a font. In this course, the word font may be used interchangeably to
LogicalCHOICE Course refer to both a physical font and the typeface design. What's really important to remember is that
screen after class for when you change the font in your worksheets, letters, numbers, punctuation, and other characters
supplemental will look different.
information and You can use different fonts and different font sizes to change the appearance of the text and data in
your worksheets for a number of reasons. Differing fonts and font sizes can help distinguish certain
Fonts content from other content, give certain data prominence over other data, or simply make your
worksheets more visually pleasing. In addition to changing the design of the text in your worksheets,
changing fonts can also affect the spacing between characters.
Figure 4-1: The same text repeated in different fonts and sizes.
Lesson 4: Formatting a Worksheet | Topic A

The Font Group

The Font group on the HOME tab provides you with access to the most commonly used The Font Group
commands for adjusting the fonts in your worksheets. From here you can change the font type, size,
and color in your worksheets. You will also find commands in the Font group for applying
particular formatting to your fonts, such as bolding, italics, and underlining.
Figure 4-2: The Font group on the HOME tab.
Use the commands in the Font group to configure the text in your worksheets.
Font Group Command Use This To
Font drop-down menu Change the font type.

Font Size drop-down menu Change the font size. You can either select one of the
predefined font sizes from the drop-down menu or
manually type the desired font size.
Increase Font Size button Cycle up through the predefined font sizes to make your
worksheet font bigger.
Decrease Font Size button Cycle down through the predefined font sizes to make
your worksheet font smaller.
Bold button Bold the currently selected text.
Italic button Italicize the currently selected text.
Underline button Underline the currently selected text.
Font Color drop-down menu Change the color of the currently selected text.
Live Preview
Live Preview is a dynamic feature of Excel 2013 that allows you to see what a particular formatting Live Preview
change will look like before you actually apply it. This feature can help you quickly assess which
particular formatting you would like to apply to the content and objects in your worksheets. The
Live Preview feature works with a number of different formatting options including font formatting,
table formatting, and Paste command options.

Figure 4-3: Live Preview displays formatting options before you apply them.
The Format Cells Dialog Box

The Format Cells Dialog You can access all of the commands and options for formatting your worksheet fonts, along with a
Box wide variety of other formatting options, in the Format Cells dialog box. Think of the Format
Cells dialog box as an extension of the common formatting commands you will find in the various
ribbon groups. It is divided into six tabs that are grouped by specific categories of cell content
formatting. You can access the Format Cells dialog box by selecting the dialog box launcher in
either the Font, the Alignment, or the Number group on the HOME tab.
Note: Alternatively, you can open the Format Cells dialog box by right-clicking a selected cell
and then selecting Format Cells or by selecting HOME→Cells→Format→Format Cells.

Figure 4-4: The Format Cells dialog box.
The following table identifies the types of formatting commands and options you will find on the
Format Cells dialog box tabs.
Format Cells Dialog Box Contains Commands For

Tab
Number Formatting numeric data for a wide variety of purposes. Number

formatting configures the display and behavior of numbers for figures
such as monetary amounts, dates, times, percentages, and fractions.
Alignment Controlling the placement of data within cells. You can use these
commands to align data with a particular cell border, to center content
within a cell, to display text at different angles, and to control the
relationship between the content and the cell borders.
Font Applying a variety of formatting to your worksheet fonts. You can use
these commands to change the type, size, and color of your fonts, and
to add effects such as bolding, underlining, and italics.
Border Applying a variety of formatting to your cell borders. You can use these
commands to configure the width, color, and style of your cell borders.
Fill Adding color, gradient shading, or patterns as cell backgrounds.
Protection Protecting your cell content.

The Colors Dialog Box

The Colors Dialog Box In addition to the common font colors available from the Font Color drop-down menu, a wider
range of color options and the ability to customize your font color are available in the Colors dialog
box. The Colors dialog box is divided into two tabs: the Standard tab and the Custom tab. The
Standard tab provides you with access to a wide range of preconfigured color and grayscale
options, while the Custom tab lets you customize color options by using two different color
models. In addition to using the Colors dialog box to customize your font color, you can use it to
apply color formatting to a number of other items, such as cell backgrounds and borders. You can
access the Colors dialog box by selecting More Colors from any of the color drop-down menus.
Figure 4-5: The Standard and Custom tabs in the Colors dialog box.
information and job aids on How to Modify Fonts.
Hyperlinks
Hyperlinks Hyperlinks can be thought of as a type of font or text formatting, but there is an important
Hyperlinks are included distinction to make here. Although font formatting typically affects only the display of text, a
here for the purpose of hyperlink adds an element of functionality as well. A hyperlink is simply a link within a document
MOS objectives that, when selected, performs a particular action, such as navigating to a different location within the
coverage. They were not document, opening another document, creating a new document, navigating to a web page, or
included with navigating starting an email. In Excel 2013, you can create a hyperlink within a worksheet cell or out of an
the Excel environment in object. When you select the text in the cell or the object, Excel performs the designated action. The
Lesson 1, as they are
default text formatting for hyperlinks in Excel 2013 is blue, underlined text. You can modify the
too complex for the first
topic. formatting, however, to suit your needs.
Note: When you wish to select a cell containing a hyperlink, it's sometimes a best practice to
select a nearby cell, and then use keyboard navigation to select it, especially if the text spills over
into other cells. This is because it's sometimes difficult to select the cell instead of the text. When
you place the mouse pointer over a cell containing a hyperlink, pay attention to the shape of the
mouse pointer. If it looks like the standard thick white cross, you can select the cell; if it looks
like a finger pointing, you can select the hyperlink text.

Figure 4-6: Worksheet text formatted as a hyperlink.
The Insert/Edit Hyperlink Dialog Box

You will use the Insert Hyperlink dialog box and the Edit Hyperlink dialog box to create and The Insert/Edit Hyperlink
modify hyperlinks in your worksheets. These are, essentially, the same dialog box; the only Dialog Box
differences are that the Insert Hyperlink dialog box opens when the active cell does not already
contain a hyperlink, and the Edit Hyperlink dialog box opens when the active cell contains a
hyperlink. The Edit Hyperlink dialog box also displays the Remove Link button.
The buttons in the Link to section of the Insert Hyperlink and Edit Hyperlink dialog boxes
provide access to the various commands and options needed to create, configure, and modify
worksheet hyperlinks. You can access the Insert Hyperlink and Edit Hyperlink dialog boxes by
selecting INSERT→Links→Hyperlink.
Figure 4-7: The buttons in the Link to section of the Insert Hyperlink and the Edit Hyperlink
dialog boxes act like tabs, displaying a variety of different commands so you can create a variety
of different hyperlinks.
Although most of the commands available in the Insert Hyperlink and the Edit Hyperlink dialog
boxes change depending on the type of hyperlink you're creating, there are a few elements that are
always displayed.
Dialog Box Element Use This To
Link to section buttons Select the type of hyperlink you wish to create or edit. Selecting
each of these will display a different set of commands for
configuring the hyperlink.
Text to display field Enter the text you want to display in the cell once you create or
edit the hyperlink. If there is already text in the cell, Excel
automatically displays it here. Any changes you make here will
overwrite the existing cell text.

Dialog Box Element Use This To

ScreenTip button Open the Set Hyperlink ScreenTip dialog box, which allows you
to enter text that will appear in a small pop-up box when a user
points the mouse pointer at the text or object containing the
hyperlink.
information and job aids on How to Insert and Edit Hyperlinks.

ACTIVITY 4-1
Modifying Fonts and Adding Hyperlinks
Data Files
C:\091051Data\Formatting a Worksheet\sales_data.xlsx
C:\091051Data\Formatting a Worksheet\supplemental_sales_data.xlsx
Before You Begin

Excel 2013 is open.
Scenario
You have updated and checked the spelling of the worksheet you plan to present at the upcoming
meeting. Your supervisor requested that you include all sales data in your presentation, so you have
already unhidden the hidden sales data columns. Now you would like to make the worksheet more
visually appealing and easier to read for the meeting attendees. You decide to start by making some
text formatting changes to the worksheet text. Also, you want to include a link to a document
containing supplemental sales data. You plan on emailing a copy of the workbook file to everyone
attending the meeting, and you feel the additional information may be helpful.
1. Open the sales_data.xlsx workbook file.

Remind students they
2. Change the worksheet font. can use tooltips to
a) At the intersection of the row and column headers, in the top-left corner of the worksheet, select the identify the commands in
the Font group, as they
Select All button to select the entire worksheet. are not labeled on
b) Select HOME→Font→Font drop-down arrow and then, from the Font drop-down list, select Arial. screen.
3. Format the worksheet title so it stands out from the rest of the text.
a) Select cell G5.
b) Select HOME→Font→Font Color drop-down arrow and then, in the Standard Colors section, select
Blue.
c) Select HOME→Font→Bold.
d) Select HOME→Font→Font Size drop-down arrow, and then select 16.
4. Format the column labels to distinguish them from the cells containing data and increase the font size
for the sales rep names.
a) Select the range A6:K6.
b) Change the font size to 12 and make the text bold.
c) Select the range A7:A24 and change the font size to 12.
d) Adjust the column widths as necessary to accommodate the column labels.
5. Add a hyperlink that links to the supplemental_sales_data.xlsx workbook.

a) In the sales_data.xlsx workbook, select cell N11.
b) Select INSERT→Links→Hyperlink.
c) In the Insert Hyperlink dialog box, in the Link to section, ensure that Existing File or Web Page is
selected.
d) In the Text to display field, type Click here for additional sales data
e) Select the ScreenTip button.

f) In the Set Hyperlink ScreenTip dialog box, in the ScreenTip text field, type Supplemental Sales Data
and select OK.
g) In the Current Folder list, select the supplemental_sales_data.xlsx file and select OK.
6. Verify that the newly added hyperlink works as expected.

a) Select cell N11.
b) Verify that the supplemental_sales_data.xlsx workbook file opens, and then close the workbook.
7. Save the sales_data.xlsx file to the C:\091051Data\Formatting a Worksheet folder as

my_sales_data.xlsx

TOPIC B
Add Borders and Colors to Worksheets
You know that by formatting the text in your worksheets you can make them easier to read,
differentiate among various types of data, and make your data more visually appealing. But, you may
not want too much variety in your worksheet text. Too many differences can actually make your
worksheets look busy and cluttered, and could make them harder to read. You'll likely want to use
other methods of organizing and formatting your worksheets to make them easier to read and more
visually appealing.
Advertisers know how to use a variety of colors and design layouts to catch your eye and get you to
focus on key elements of their messages. In much the same way, you can apply particular types of
formatting to your worksheet borders and cells to help draw your audience to the important
information in your workbooks. By doing so, you can reduce clutter on your worksheets and
organize your content visually, while maintaining a professional, polished look.
Border Options
It's easy to distinguish one cell from another on an Excel worksheet; by default, they are displayed Border Options
with light blue-gray gridlines that define them. You may wish to distinguish particular areas of your
worksheets from others and you may not always want to have empty spaces between them to do so.
Fortunately, Excel 2013 allows you to apply a variety of border formatting options to your
worksheet cells to help highlight and define various sections of your data. Excel allows you to define
the color and style of your cell borders. You can select from a number of quick-configuration
border formatting options, manually draw borders on worksheets, or format a selection of cells by
using the Border tab in the Format Cells dialog box.
Figure 4-8: Cell borders help you define areas of your worksheets for easier data viewing and
analysis.
The Borders Drop-Down Menu

To quickly apply border formatting to your worksheet cells, you can use the options in the Borders The Borders Drop-Down
drop-down menu. It is important to note that selecting most of these options will apply border Menu
formatting to the selected cells based on the color and style options currently selected in the Line
Color and Line Style menus, which are located near the bottom of the Borders drop-down menu.
The only exception to this is the bottom group of border options in the Borders section of the
Borders drop-down menu. These options apply predefined border formatting.
Lesson 4: Formatting a Worksheet | Topic B

The command button for the Borders drop-down menu, which is located in the Font group on the
HOME tab, will be displayed as the last option you selected from the Borders drop-down menu.
This makes it easy to quickly apply the same formatting to multiple sections of a worksheet.
The Borders drop-down menu also provides you with access to the commands you can use to
manually draw borders on your worksheets. These are located in the Draw Borders section. The
options selected in the Line Color and Line Style menus also apply to manually drawn borders.
Figure 4-9: Quickly apply border formatting or manually draw borders by using the commands in
the Borders drop-down menu.
The Border Tab

The Border Tab You can access a few more options for formatting your worksheet borders on the Border tab of the
Format Cells dialog box. From here, you can apply all of the same formatting options you can
access from the Borders drop-down menu, and you can add diagonal borders that split cells in half.
It is important to remember, however, that diagonal borders do not actually create two separate
cells. You need to format your text manually to display it properly, and Excel cannot distinguish
between the two halves for calculating. The Border tab also displays a border preview, so you can
configure and adjust your border formatting as necessary.

Figure 4-10: The Border tab in the Formal Cells dialog box.
The commands on the Border tab allow you to customize and modify your worksheet borders.
Border Tab Element Allows You To
Style menu Select the desired border style.

Color drop-down menu Select the desired border color. You can select from a set of
common, predetermined colors or use the Colors dialog box to
customize your border colors.
None button Remove all borders from the currently selected cell or range.
Outline button Apply a border around the outer edge of the currently selected cell
or range.
Inside button Apply a border to all internal cell borders in the currently selected
range. Basically, this applies a border to any lines not along the
outer edge of a range.
Border toggle switches Apply formatting to or remove formatting from any of the
particular lines within the currently selected cell or range.
Border preview View the result of your currently selected border options.
Fill Options
Another, more colorful way to draw attention to particular sections of your worksheets is to apply a Fill Options
fill. A fill is a type of worksheet formatting that allows you to add colors, patterns, and gradient
shading to the background of a cell or a range. Excel 2013 enables you to select from a predefined
set of colors, create custom colors, and blend colors to create gradient effects for use as cell
backgrounds. You can also select from a set of predefined pattern backgrounds and select a color to

apply to the patterns. The Fill Color drop-down menu in the Font group on the HOME tab
provides you with quick access to solid color fill options, whereas the Fill tab in the Format Cells
dialog box provides you with access to all of the commands you can use to format cell fills.
Figure 4-11: Fills help you define worksheet areas, draw attention to important data, and add
visual appeal to your worksheets.
The Fill Tab

The Fill Tab Use the commands on the Fill tab of the Format Cells dialog box to customize your worksheet
fills. From here, you can add pattern and gradient fills, which are not available from the Fill Color
drop-down menu on the ribbon.
Figure 4-12: The Fill tab provides you with a number of additional options for adding fills to
cells.
The following table describes the functions of the various elements on the Fill tab.

Fill Tab Element Use This To
Background Color section Select a solid color fill for worksheet cells.
Fill Effects button Open the Fill Effects dialog box, which you can use to
configure multi-color shading and gradient fill effects.
More Colors button Open the Colors dialog box, which you can use to create
custom fill colors.
Pattern Color drop-down menu Select a color to apply to a pattern fill.
Pattern Style drop-down menu Select a specific pattern to apply to cells as a fill.
Sample section View the results of your currently selected fill options.
The Format Painter

You can probably already tell that applying a variety of different formatting to a large number of The Format Painter
cells throughout a worksheet can quickly become a tedious, painstaking task. Excel 2013 includes a
tool that can help make this process easier: the Format Painter. You can think of the Format
Painter much as you would a standard paint brush. Whatever color you dip a paintbrush into is the
color you can paint on a canvas. When you use the Format Painter, you are "dipping" the brush
into the formatting of whatever cell you select and then "painting" that formatting onto another cell
or range.
The Format Painter essentially copies and pastes just the formatting from one cell or range to
another cell or range. The content of the affected cells remains intact. You cannot select which type
of formatting you wish to transfer to the new cell or cells; whatever formatting is applied to the
source cell is fully applied to the destination cells. If you double-click the Format Painter
command, the Format Painter enters sticky mode. When in sticky mode, you can apply the copied
formatting to any number of other cells. You must exit sticky mode to be able to select another cell
or range without applying the copied formatting.
By using the Format Painter, you can reapply existing formatting to other cells on the same
worksheet, to other worksheets in the same workbook, and in other open workbook files. You can
access the Format Painter from the Clipboard group on the HOME tab.

Figure 4-13: The Format Painter enables you to quickly and easily apply formatting to any
number of cells in your workbooks.
Sheet Backgrounds
Sheet Backgrounds Excel 2013 also provides you with the ability to add a picture to act as a worksheet background.
Sheet backgrounds are background images that are not technically a part of your worksheets. Sheet
backgrounds are for display purposes only, and will not print when you print your worksheets.
Although they are not a part of your worksheets and won't print, sheet backgrounds are saved along
with the rest of the workbook file. You can use sheet backgrounds to enhance the visibility of your
worksheets when presenting data in front of a live audience. You may need to toggle off the
visibility of cell gridlines if you use these. If the image is not large enough to fill the entire sheet,
Excel will repeat, or tile, the image until the entire worksheet is filled. You can add a sheet
background by selecting PAGE LAYOUT→Page Setup→Background.

the LearnTO Add a Non-
Tiling Background to a
Worksheet presentation
from the LogicalCHOICE
Course screen or have
students navigate out to
the Course screen and
watch it themselves as a
supplement to your
the LearnTOs for this Figure 4-14: An Excel worksheet with a sheet background.
course on their
screen after class for Note: To learn more about adding background images to your worksheets, view the LearnTO
supplemental Add a Non-Tiling Background to a Worksheet presentation from the LearnTO tile on the
information and LogicalCHOICE Course screen.

The Paste Options and Formatting

As you begin to add more and more formatting to your worksheets, it will be important to keep
some of the Paste and Paste Special options in mind as you move content around on your
worksheets. As a reminder, the following table lists some of the more commonly used Paste and
Paste Special options and describes how they affect cell formatting.
Paste/Paste Special Option Has This Effect on Formatting
Paste Pastes all formatting from the source cell or range, along with
all cell content, in the destination cell or range. This will
overwrite any existing formatting in the destination cells.
Formulas & Number Pastes the number formatting and the formulas from the
Formatting source cell or range in the destination cell or range. This will
not affect other existing formatting in the destination cell or
range, but will overwrite cell data.
Keep Source Formatting Pastes all content and formatting from the source cell or range
in the destination cells. This will overwrite any existing
formatting and data in the destination cells.
No Borders Pastes all data and most formatting from the source cells in
the destination cells, but will not paste border formatting in
the destination cells. Existing border formatting in the
destination cells is preserved.
Values Pastes only values from the source cells in the destination
cells. Existing formatting in the destination cells is preserved.
Values & Number Formatting Pastes only values and number formatting from the source
cells in the destination cells. All existing formatting, other
than number formatting, in the destination cells is preserved.
Values & Source Formatting Pastes all values and formatting from the source cells in the
destination cells. All existing formatting in the destination
cells is overwritten.
Formatting Pastes only formatting from the source cells in the destination
cells. All data in the destination cells is preserved. This is the
same as using the Format Painter to copy and paste cell
formatting.
information and job aids on How to Add Borders and Color to Worksheets.

ACTIVITY 4-2
Adding Borders and Colors to Worksheets
Before You Begin

Scenario
You have finished formatting the text in your worksheet for the upcoming meeting. Now you would
like to add background color to some of the worksheet cells and add a border around the top-
employee information to help worksheet viewers differentiate among the various types of content.
1. Add a light red background to the worksheet title.

a) Select the range G5:H5.
b) Select HOME→Font→Fill Color drop-down arrow.
c) From the Fill Color menu, in the Theme Colors section, select Red, Accent 2, Lighter 80%.
In step 1, the students
will apply formatting to
the cell containing the
worksheet title and the
empty cell next to it. For
now, this will allow them
to format the title
appropriately without
widening column G. In a
later activity, they will
merge cells as a user
typically would.
2. Add a light blue background to the column labels.

a) Select the range A6:L6.
b) Select HOME→Font→Fill Color drop-down arrow.
c) From the Fill Color menu, in the Standard Colors section, select Light Blue.
3. Apply the column label formatting to the Top 3 Employees section of the worksheet.
a) Ensure at least one of the cells in the range A6:L6 is selected.
b) Select HOME→Clipboard→Format Painter.
c) Select the range N5:O9 and release the mouse button.

d) Ensure that Excel pasted the formatting as expected.
4. Use the Format Cells dialog box to add a border around the top-employee information.
a) Ensure that the range N5:O9 is still selected, and select HOME→Font→dialog box launcher.
b) In the Format Cells dialog box, select the Border tab.
c) In the Line section, from the Style menu, select the thin double-line border style.
d) From the Color drop-down menu, in the Standard Colors section, select Red.
e) In the Presets section, select the Outline button.
f) In the Border section, ensure that the Top, Bottom, Left, and Right border buttons are toggled on
and that the preview displays a thin, red, double-line border around the text.
g) Select OK.
5. Deselect the range N5:O9 to verify that Excel applied the desired border.
6. Save the workbook.

TOPIC C
Apply Number Formats
Numeric data comes in all shapes and sizes. People who work with data in Excel worksheets will,
naturally, need to express and work with that numeric data in a variety of ways. For example, an
accountant may want all numbers to appear with a dollar sign, or other currency symbol, and only
show two decimal places. An engineer may need to work with far more decimal places to achieve a
higher level of accuracy for sensitive calculations. Someone who manages a team of people and is in
charge of work schedules and coordinating paid leave will need to be able to work with dates and
times.
Excel 2013 provides an almost staggering array of options when it comes to expressing numeric
values. In order for a spreadsheet application to be truly effective, it must be able to display, and
perform calculations on, numeric values in a variety of ways. One of the truly powerful features of
Excel is its ability to do just that. By understanding how these different number formats work, and
by knowing how and when to apply them, you'll give yourself the flexibility needed to work with and
analyze all of your numeric data.
Number Formats
Number Formats Number formats change the display of numeric data in Excel worksheets. By applying number
formatting to your worksheet cells, you can control the display of such items as currency figures,
dates and times, fractions, decimal places, and negative numbers. It's important to remember that, as
with much of what is displayed in worksheet cells, number formatting affects only how data is
displayed, not what data is actually stored in the cells. Excel 2013 includes a variety of preset number
formatting options and provides you with the ability to create custom number formats. You can
access all of the number formatting options on the Number tab of the Format Cells dialog box.
Additionally, you can format cells by using the default settings for any of the number format
categories by selecting the desired format category from the Number Format drop-down menu in
the Number group on the HOME tab.
Lesson 4: Formatting a Worksheet | Topic C

Figure 4-15: Various number formats applied to worksheet cells.
Number Format Categories

Excel 2013's number formatting options are arranged by categories, which are grouped according to
function, for ease of use. The following table describes the various number formatting categories as
displayed on the Number tab in the Format Cells dialog box.
Note: The quick-access number formats that are available from the Number Format drop-
down menu are arranged in a slightly different configuration of categories.
Number Format Enables You To

Category
General Display numeric data in cells exactly as you enter it. This is the default
number formatting in Excel worksheets and, essentially, applies no
specific number formatting to your data.
Number Control how many decimal places are displayed, how negative numbers
are displayed, and whether or not Excel uses commas to separate degrees
of 1,000.
Currency Control how many decimal places are displayed, whether or not to
display currency symbols, and how Excel displays negative numbers.
Accounting Control how many decimal places are displayed and whether or not to
display currency symbols.
Date Display dates by using a variety of long and short date formats. Excel
uses serial numbers to represent specific dates (0 represents Dec. 31,
1899; every subsequent number represents the number of days that have
passed since then). This is how Excel is able to apply a variety of date
formats to dates in your worksheets (the underlying serial number
remains the same regardless of the formatting).

Number Format Enables You To

Category
Time Display times by using a variety of time formats. This can include military
time and whether or not to display AM and PM to distinguish morning
and night time values from each other. Excel uses serial numbers to
represent times much as it does with dates. These numbers represent the
percentage of the day that has passed since midnight.
Percentage Automatically display numeric values as a percentage and control the
number of decimal places that are displayed. Basically, this format
multiplies the cell value by 100 and adds the percent sign.
Fraction Display decimal values as fractions, control how many digits are
displayed in the numerator and the denominator, and round non-whole
number values to the nearest fraction value.
Scientific Display large numeric values in scientific notation and control the
number of decimal places that are displayed.
Text Treat numeric data as textual data. Numbers will be displayed exactly as
you enter them but cannot be used in calculations.
Special Display specific numeric data types, such as phone numbers, Social
Security numbers, and ZIP codes, in the correct format. Special
formatting is also useful for working with lists and database tables.
Custom Specify the exact number formatting you require.
Custom Number Formats

Custom Number If none of the existing number formatting options fit your particular needs, you can create and apply
Formats custom number formatting. Excel uses strings of code to create number formats. By selecting the
Custom category on the Number tab in the Format Cells dialog box, you can view the code
strings for the predetermined number formats. To create your own custom format, you can start
with one of the existing code strings and modify it to suit your needs. Custom formats are saved
along with the workbook file and will not be available in other workbooks. You cannot delete or
alter the existing, predefined formats; when you create a custom format, you are working with a
copy of the original code.
In the code strings, there is a significant difference between a number sign ( # ) and a zero ( 0 ).
Zeros represent digits that will always appear in cells, even when the value is zero. Number signs
represent numbers that can, but don't have to, appear. For example, consider entering the value
3.1000 in a cell. If the number format applied to the cell has the code string #.####, it will appear
as 3.1. If the code string is #.0000, it will appear as 3.1000. Many other symbols appear as coded to
create monetary formats that show dollar signs, for example, or to display the commas that separate
factors of one thousand.

Figure 4-16: You can modify the existing number formatting code strings to create custom
number formats.
Note: The full range of options for customizing number formats and in-depth coverage of the
formatting code are beyond the scope of this course. For more information on customizing
number formats, visit office.microsoft.com.
information and job aids on How to Apply Number Formats.

ACTIVITY 4-3
Applying Number Formats
Before You Begin

Scenario
Your sales data worksheet is looking better and better. But you still see opportunities to make it
easier to read. You decide that the worksheet would be easier to interpret if you applied the currency
format to the dollar amounts. Also, you feel that adding the date to the worksheet will help give
meeting attendees a better idea of how current the information is.
1. Format the quarterly and total sales data as currency with no decimal places displayed.
a) Select the range C7:G24.
b) Select HOME→Number→dialog box launcher.
c) In the Format Cells dialog box, ensure that the Number tab is selected.
d) In the Category section, select Currency.
e) Set the Decimal places spin box to 0 and then select OK.
2. Format the remaining sales data as currency with two decimal places displayed.
a) Select the range H7:K24.
c) In the Format Cells dialog box, on the Number tab, in the Category section, select Currency.
d) Ensure that the Decimal places spin box is set to 2 and then select OK.
e) Use the Format Cells dialog box to apply the same formatting to the range O7:O9.
Ensure that students are f) Adjust the width of column O to accommodate the new formatting.
using the Format Cells
dialog box to format the 3. Add the date to the worksheet and apply date formatting to suit your needs.
cell in the range O7:O9. a) Select cell N1.
If they use the Format
b) Enter the current date in the mm/dd/yyyy format, and then press Ctrl+Enter.
Painter to copy the
formatting, they will carry
Note: Pressing Ctrl+Enter enters the data and keeps the cell as the active cell.
along other, unwanted
formatting.
If the current date c) Select HOME→Number→dialog box launcher.
contains a single-digit d) In the Format Cells dialog box, on the Number tab, in the Category section, ensure that Date is
month or day, let the selected.
students know that Excel e) In the Type list, scroll to the bottom, select 14-Mar-2012, and then select OK.
will drop the leading
f) Ensure that Excel applied the date formatting to cell N1.
zero. For example, it will
appear as 1/1/2014 and
not 01/01/2014. 4. Apply the Percentage number format to the value in cell O2.
a) Select cell O2.
c) In the Category section, select Percentage.
d) Change the value in the Decimal places spin box to 0 and select OK.

TOPIC D
Align Cell Contents
So far, you have formatted worksheets by applying formatting to objects such as text, numbers, and
borders. You may also want to consider making your worksheets easier to read and interpret by
controlling where data is displayed within cells. What if you need to enter several sentences' worth
of text in a single cell? Should that be displayed as one long cell or would you rather keep the
current column width and have the text appear on different lines? Would it be easier to view row
totals if the numbers were displayed to the left or the right of the final cell? Should a worksheet title
be displayed centered along the top of the worksheet or all the way to the left?
The answer to these and other similar questions will largely depend on your particular needs. These
questions highlight the importance of such considerations. It's easy to see how the placement of cell
data can affect how easy your worksheets are to read and how people interpret them. Taking the
time to familiarize yourself with the text alignment options available in Excel 2013 will give yet
another weapon in your arsenal when it comes to keeping your organizational data orderly, readable,
and functional.
Alignment Options
If you look at a new blank worksheet, it may not at first be obvious how aligning cell content could Alignment Options
make a significant difference in how visually appealing and readable your worksheets are. However,
as you modify the size of cells and rows or if you enter a large amount of information in a single cell,
it soon becomes apparent. Excel 2013 provides you with the ability to control where your content
appears horizontally and vertically within your worksheet cells. By default, Excel aligns numeric data
to the right side and along the bottom of worksheet cells, and textual data to the left side and along
the bottom of worksheet cells.
Lesson 4: Formatting a Worksheet | Topic D

Figure 4-17: By default, Excel aligns the various data types in particular ways, but you can
configure text alignment to suit your needs.
There are six basic alignment options in Excel, which appear in the Alignment group on the
HOME tab.
Alignment Option Command Button Aligns Text
Top Align Vertically along the top of the cell.
Middle Align Centered vertically in the cell.
Bottom Align Vertically along the bottom of the cell.
Align Left Horizontally to the left side of the cell.
Center Centered horizontally in the cell.
Align Right Horizontally to the right side of the cell.
The Indent Commands

The Indent Commands You can use the indent commands to increase or decrease the amount of space between cell data
and cell borders. If your cell content is aligned to the left side of cells, selecting the Increase Indent
command will move the content to the right, increasing the amount of space between the left cell
border and the content. Selecting the Decrease Indent command will move the content to the left.
The opposite is true of content aligned to the right side of cells. If your content is centered within
the cell, selecting the Decrease Indent command has no effect, while selecting the Increase

Indent command will automatically change the alignment to left aligned and then increase the
amount of space between the left border and the content.
Figure 4-18: The indent commands control the amount of space between the cell borders and
the cell content.
The Wrap Text Command

By default, when a cell contains a large amount of text, the text spills over into the next column if The Wrap Text
the adjacent cells are empty. Excel truncates the display of the text if the adjacent cells are Command
populated. Often, neither of these options is what worksheet users are looking for. But you can use
the Wrap Text command to automatically adjust row height to accommodate large amounts of text
while preserving column width. When the Wrap Text command is enabled on a cell, and the textual
content in that cell exceeds the column width, Excel automatically drops the text down to the next
line by increasing the row height of the row containing the cell. This feature enables you to preserve
your worksheet layout while still allowing worksheet users to view all of the content in cells.
Figure 4-19: Use the Wrap Text command to preserve the layout of your worksheets while
allowing users to view your content.
Manual Line Breaks

You can also simulate wrapped text by inserting manual line breaks in your cell content. To do so,
place the insertion point in the desired location and press Alt+Enter. This isn't typically the best
solution, however, as any text that happens to exceed the column width will still either spill over into
adjacent columns or be displayed as truncated text. You might want to use this option, however, if
you're not satisfied with how Excel wraps your text automatically.
Orientation Options
In order to display data in a worksheet legibly, you may need to change the orientation of some of Orientation Options
your text. For example, if a column's header text takes up more horizontal space than the data in the
column's cells, you might want to change the display angle to avoid having to make the column too
wide. Not only does this make your worksheet layout more visually appealing, but it can also help

you fit more columns on the same screen or printed page. Excel 2013 provides you with a number
of preset orientation options and it enables you to specify an exact orientation angle by using the
commands in the Orientation section on the Alignment tab in the Format Cells dialog box.
Changing cell orientation can affect row height and column width.
Figure 4-20: Use the orientation options to fit more content in the same amount of horizontal
space or to add visual appeal to your worksheets.
You can access the preset orientation options from the Orientation button in the Alignment
group on the HOME tab. These options cannot be used in conjunction with one another, and are
not configurable. Essentially, you can only toggle these on or off, or switch from one orientation
preset to another. You can, however, use orientation and alignment options in conjunction with one
another to achieve the desired text placement.
Orientation Preset Option Description
Angle Counterclockwise Rotates the text in the selected cell or range 45 degrees
counterclockwise.
Angle Clockwise Rotates the text in the selected cell or range 45 degrees
clockwise.
Vertical Text Orients the text in the selected cell or range vertically from
top to bottom, but keeps the letters, numbers, and symbols
upright.
Rotate Text Up Rotates the text in the selected cell or range 90 degrees
counterclockwise.
Rotate Text Down Rotates the text in the selected cell or range 90 degrees
clockwise.
Format Cell Alignment Opens the Format Cells dialog box with the Alignment tab
automatically selected. From here, you can set more precise
orientation configurations.
The Merge & Center Options

The Merge & Center Excel 2013 provides you with the ability to merge multiple, contiguous cells across either rows or
Options columns into a single cell, and to revert merged cells back to individual cells. It is important to note,
however, that this can have a significant effect on the data in those cells. Excel will display a warning
message if you attempt to merge cells in such cases. If you revert a merged cell back to individual
cells, lost data will not be recovered. You can, however, use the Undo command to restore the data
if you mistakenly merge cells.

Figure 4-21: Merged cells on a worksheet.
You can access the Merge & Center options from the Merge & Center down arrow in the
Alignment group on the HOME tab.
Merge & Center Option Description
Merge & Center Merges all selected cells across rows and columns into a single cell
and centers the text horizontally in the new, larger cell. Only the
data in the top-leftmost cell is retained.
Merge Across Merges selected cells together one row at a time. Only the data
from the leftmost cell in each row is retained and the data is not
centered.
Merge Cells Merges all selected cells across rows and columns into a single cell.
Only the data in the top-leftmost cell is retained and it is not
centered.
Unmerge Cells Reverts a merged cell back into the original, individual cells. Data
that was lost in the processing of merging is not restored.
information and job aids on How to Align Cell Contents.

ACTIVITY 4-4
Aligning Cell Contents
Before You Begin

Scenario
Your worksheet is coming along nicely. You have formatted the text, added backgrounds and
borders, and applied number and date formatting to make it easier to read and interpret. But you
still feel some of the text doesn't line up quite right, and you would like to make adjustments.
Specifically, you want to align some of the column labels with the cell content for their respective
columns, ensure the title formatting applies to all of the title text, center the worksheet title above
the worksheet data, and use the Wrap Text command to make one of the cells seem less crowded.
1. Right-align some of the column labels.

a) Select the range C6:L6.
b) Select HOME→Alignment→Align Right.
2. Merge and center the title text over the sales data.
a) Select the range A5:L5.
b) Select HOME→Alignment→Merge & Center.
c) Adjust the height of row 5 to better accommodate the title text.
3. Revise the text in cell N3 and then wrap the text to better fit the column width.
a) Select cell N3, type Total number of employees and press Enter.
b) Verify that the text now spills over into the next cell and that Excel truncates the display of the text in
cell N3.
c) Select cell N3 and then select HOME→Alignment→Wrap Text.
4. Align the date text in cell N1 to the left to better match the surrounding text.

TOPIC E
Apply Styles and Themes
Having the ability to apply formatting to the text, numbers, borders, and cells in your worksheets
enables you to create professional-looking worksheets that are easy to read, work with, and interpret.
But if you create and analyze data in a number of large worksheets on a regular basis, you'll quickly
find individually applying formatting to the various sections, data types, and worksheet elements to
be a massive, tedious chore. This sense of monotony and wasted effort will only grow as you create
multiple worksheets with the same type of formatting requirements over and over. Shouldn't there
be an easier way to apply a variety of formatting combinations to your worksheet contents so users
can instantly recognize common types of worksheet data at a glance? The answer, of course, is yes.
The good news is that Excel provides you with a number of options for quickly applying a variety of
formatting options to your worksheet cells. This will not only save you time and effort, but can also
help you consistently present data to your audiences in ways that are clear and instantly recognizable.
Cell Styles
If you looked at a large number of Excel worksheets from a number of different organizations in a Cell Styles
variety of fields, you would probably quickly notice that a lot of them contain very similar data types.
Sales figures, column and row totals, calculations, and column and row labels are just a few of these.
Because a fairly small variety of data types appear over and over in many, if not most, worksheets, it
would make sense to have a way to distinguish these data types from other types of data quickly and
easily. There is, and that's by using cell styles.
A cell style is a unique set of formatting options that you can apply to a cell or a range on a
worksheet. Styles can include any type of formatting options, and you can select from a wide variety
of predefined cell styles or create custom styles. Once you have created a custom cell style, you can
access it in the Custom section at the top of the Cell Styles gallery. In addition to visual formatting
options, styles can include cell protection options to prevent people from altering your important
organizational data. You can access the commands you will use to apply cell styles to your
worksheets and create new styles from the Cell Styles command in the Styles group on the
HOME tab.
Figure 4-22: Cell styles make it easy to differentiate among common data types on worksheets.
Lesson 4: Formatting a Worksheet | Topic E

Galleries
Galleries For many types of formatting options, Excel 2013 and other Office 2013 applications present you
with a visually oriented type of menu for making selections: galleries. Galleries behave very much like
standard drop-down or pop-up menus but, instead of simply listing your options in the form of text,
galleries present your options in the form of thumbnail images or icons that give you an indication
of what the formatting options will look like once applied. Most galleries also use the Live Preview
feature, so when you place the mouse pointer over an option in a gallery, Excel displays a temporary
preview of what the formatting will look like on the selected cells. Cell styles and themes are just two
types of formatting options that are displayed within galleries.
Figure 4-23: Galleries provide you with visual clues to indicate what particular formatting options
will look like on your worksheets.
The Style Dialog Box

The Style Dialog Box You will use the Style dialog box to modify existing cell styles and create custom cell styles. The
Style dialog box contains a set of formatting option check boxes that you can use to quickly toggle
particular formatting options on and off. From the Style dialog box, you can also access the Format
Cells dialog box where you can make more detailed changes to your cell styles. You can access the
Style dialog box by selecting HOME→Styles→Cell Styles→New Cell Style or by selecting
HOME→Styles→Cell Styles, right-clicking an existing cell style, and then selecting Modify.

Figure 4-24: The Style dialog box.
The Merge Styles Dialog Box

By default, Excel saves custom cell styles with the associated workbook file and they are not The Merge Styles Dialog
available in other workbooks. However, Excel 2013 provides you with a tool you can use to import Box
custom styles from existing workbooks into other workbooks: the Merge Styles dialog box. The
Merge Styles dialog box searches all open workbook files for custom styles that you can merge into
the active workbook file. You can access the Merge Styles dialog box by selecting
HOME→Styles→Cell Styles→Merge Styles.

Figure 4-25: The Merge Styles dialog box.
information and job aids on How to Work with Cell Styles.

ACTIVITY 4-5
Applying Cell Styles
Before You Begin

Scenario
You like the progress you have made formatting the sales data worksheet, but you think it's
important for the people who will be viewing the worksheet at the sales meeting to be able to
distinguish between raw data and data that has been calculated using formulas and functions. You'd
also like to set off the sales rep's names a bit more from the rest of the worksheet data. So, you
decide to apply cell styles to differentiate among the various data types. You also feel it would be a
good idea to modify the default Title cell style to align more with your current formatting. You
want to use the modified cell style in other workbooks to ensure consistency.
1. Apply the Title cell style to the worksheet title.

a) Select cell A5.
b) Select HOME→Styles→Cell Styles.
c) In the Cell Styles gallery, in the Titles and Headings section, select Title.
2. Modify the Title cell style to include the background color you used in this workbook.
a) Select HOME→Styles→Cell Styles, and then right-click the Title cell style and select Duplicate.
b) In the Style dialog box, in the Style name field, type Footprint Title
c) Select Format.
d) In the Format Cells dialog box, select the Fill tab.
e) In the Background Color section, select the light red color that is in the second row of the sixth
column.
f) Select OK.
g) In the Style dialog box, ensure that the Fill check box is checked, uncheck the Number check box,
and then select OK.
3. Verify that Excel saved the modified cell style.

a) Select HOME→Styles→Cell Styles.

b) In the Cell Styles gallery, in the Custom section, place the mouse pointer over the modified cell style
to view its screen tip.
c) Verify that the screen tip appears as Footprint Title.
d) Select anywhere on screen outside the Cell Styles gallery to close it.
4. Apply a cell style to the items in the Name column.

a) Select the range A7:A24.
b) Select HOME→Styles→Cell Styles, and then, in the Themed Cell Styles section, select Accent2.
5. Apply a cell style to the raw sales data.

a) Select the range C7:F24.
b) From the Cell Styles gallery, in the Data and Model section, select the Input cell style.
6. Apply a cell style to cells containing formulas or functions.

a) Select the range G7:K24.
b) From the Cell Styles gallery, in the Data and Model section, select the Calculation cell style.
c) Deselect the range to view the newly applied cell style.
Themes
Themes Themes are collections of formatting options that you can apply to an entire workbook, as opposed
to a particular cell or range. Theme formatting includes colors, fonts, and effects but, unlike cell
styles, does not include number formatting, cell protection, alignment, or fill formatting. Several
predefined themes are included with Excel 2013, and you can manually set the formatting of a
workbook and then save it as a new custom theme.
You can use Excel themes to create numerous workbooks that all have a consistent, professional
look. Customizing themes enables you to apply organizational branding across all of your
spreadsheet documents. You can access the Themes gallery by selecting PAGE
LAYOUT→Themes→Themes. By default, all new, blank workbooks have the Office theme
applied to them.
Note: Changing theme formatting does not affect the default text in cells without cell styles
applied to them.

Figure 4-26: Themes make it easy for you to create multiple workbooks that all have a consistent
look and feel.
Theme Components
As previously mentioned, Excel themes consist of colors, fonts, and effects. More specifically, and
more accurately, Excel themes contain combinations of multiple fonts and colors and a predefined
set of theme effects. In order to fully understand how changing theme formatting will affect your
worksheets, let's take a closer look at what each of the formatting components does.
At this point, what's most
Theme Colors important is that
students have a general
All Excel themes, both pre-existing and custom, contain a set of 12 colors: 4 text and background understanding of the
colors, 6 accent colors, and 2 hyperlink colors. The colors that appear on the Colors button in the workbook elements that
Themes group on the PAGE LAYOUT tab represent the text and background colors for the themes affect. Time
currently applied theme. When you select the Colors button, the gallery that appears enables you to permitting, you may wish
view the accent and the hyperlink colors for all of the included themes and your custom themes. If to go into detail on
you select PAGE LAYOUT→Themes→Colors→Customize Colors, Excel displays the Create colors, fonts, and effects
New Theme Colors dialog box, which enables you to customize the theme colors and lets you or simply let students
view what, exactly, is affected by each color selection. know this information is
here as a reference.
Note: Applying various themes to your workbooks will also change the available colors in the
Theme section of both the Fill Color and the Font Color drop-down menus.

The following table describes in detail what each of the theme colors affects.
Theme Color Element Description
Text/Background - Dark 1 Defines the default text color for the workbook. This will be the
text color for all data displayed in cells unless otherwise
formatted, along with the color of text displayed on light-colored
backgrounds in graphical objects such as charts and in cells with
light-colored fills.
Text/Background - Light 1 Defines the default color of text displayed on dark backgrounds
in graphical objects and in cells with dark-colored fills.
Text/Background - Dark 2 Defines the default dark background color for graphical objects.
Text/Background - Light 2 Defines the default light background color for graphical objects.
Accent 1-6 Defines the color of graphical objects such as the individual bars
or lines on a graph that represent different sets of data.
Hyperlink Defines the default color of hyperlink text for the theme.
Followed Hyperlink Defines the color of hyperlink text once it's been selected.
Theme Fonts
All Excel themes, both pre-existing and custom, contain two fonts: a heading font and a body font.
The heading font defines the default font type for the Title cell style, and the body font defines the

font type for labels, titles, and other text on some graphical objects, such as charts. You can access
the theme fonts by selecting PAGE LAYOUT→Themes→Fonts. You can also define a set of
custom theme fonts by using the Create New Theme Fonts dialog box, which you can access by
selecting PAGE LAYOUT→Themes→Fonts→Customize Fonts.
Note: The theme fonts do not affect the default font type for cell data. That is an application-
wide setting, which is also customizable. The default font type for cell data is Arial.
Theme Effects
All Excel themes contain a set of effects that define how graphical elements, such as line styles, line
weights, object shading, and drop shadows, appear on worksheets. You cannot customize theme
effects in Excel, but Excel 2013 includes a gallery of 15 predefined theme effect configurations. You
can access the theme effects by selecting PAGE LAYOUT→Themes→Effects.
Custom Themes Considerations

You have already seen that Excel themes can be customized. But there are a few important points to
keep in mind when it comes to creating custom themes. The first is that you may want to find an
existing theme that contains some of the formatting options you desire and then make the necessary
changes to tweak the theme to suit your needs. This is far easier than trying to build one from
scratch. Also, Excel saves all themes to a default folder that is installed along with Excel. Do not
save your custom themes in any other folders. Excel will look for custom themes only in the default
directory.
Excel enables you to create custom sets of theme colors and custom theme fonts as well as entire
custom themes. Each will be displayed at the top of their respective galleries in a section called
Custom once saved.
information and job aids on How to Apply and Manage Themes.

ACTIVITY 4-6
Applying a Theme to a Workbook
Before You Begin

Scenario
You've asked your supervisor to review the sales data worksheet ahead of the upcoming sales
meeting. He generally likes the overall layout and formatting that you've configured. But he
suggested that the colors are a bit informal. He asked you go with a slightly more subtle color palette
for the worksheet. You decide to apply a different theme to the workbook to consistently change
the color palette throughout.
1. Preview several themes to determine how they will affect the overall look of your workbook.
a) Select PAGE LAYOUT→Themes→Themes.
b) In the Themes gallery, point the mouse pointer at various themes to preview them.
Note: Remember, the text in cells without cell styles applied to them will not be
affected by changing the theme.
2. Select the MESH theme to apply it to the workbook.

TOPIC F
Apply Basic Conditional Formatting
As your Excel skill level increases and you begin to perform more and more data analysis with the
information in your workbooks, you may find yourself looking for a way to make certain bits of
information stand out based on particular conditions. For example, if you're analyzing sales figures
for your sales reps, you may find it helpful to display figures for reps who reached their sales targets
in one color and figures for those who missed their targets in another. Or you may wish to highlight
departments or projects that have gone over budget. After all, your data is most useful when you can
quickly glean important information from it at a glance. So, is there a way to make particular points
of data stand out on your worksheets? Yes!
Excel 2013 allows you to specially format particular data that meets defined criteria. This kind of
functionality can transform enormous sets of seemingly random bits of data into useful
organizational intelligence that you can use to make sound decisions. Understanding how this
functionality works and how you can tailor it to suit your needs will elevate your worksheets from
glorified calculators to critical information and intelligence sources.
Conditional Formatting
One of the key benefits to using Excel is that it can help you find answers to questions you may ask Conditional Formatting
of your data; answers that are often hidden in thousands of rows and columns of information. This topic represents a
Conditional formatting is one of the features that can help find you the answers you seek. When you very basic examination
apply conditional formatting to your worksheets, Excel displays data that meets specified criteria of conditional formatting.
with the specified formatting applied. For example, on a budget worksheet, you may want all line Conditional formatting is
items that are still under budget to appear in green text and line items that are over budget to appear covered in much greater
in red text. Or perhaps you want to highlight in yellow all product lines on a sales summary that detail in Part 2 and Part
3 of this course series.
have increased in sales by more than 5 percent. Conditional formatting can perform these, and many
other, tasks for you.
Lesson 4: Formatting a Worksheet | Topic F

Figure 4-27: Conditional formatting makes data that meets a specified criteria stand out from the
rest of your data.
The Conditional Formatting Dialog Boxes

The Conditional Each of the conditional formatting options covered in this topic has its own dialog box. These are
Formatting Dialog Boxes all basically the same dialog box with a few minor exceptions for option-specific considerations. For
example, the Between dialog box has two fields for values, whereas the Greater Than and Less
Than dialog boxes have only a single value field. And, each of the dialog boxes is labeled with its
corresponding conditional formatting option as the name.
The conditional formatting dialog boxes enable you to both select the criteria by which Excel
analyzes the selected data and the formatting it will apply. You can select from among a small array
of preconfigured formatting options or access the Format Cells dialog box to configure more
specific formatting.
Figure 4-28: The Greater Than dialog box.
The Highlight Cells Rules

The Highlight Cells One of the most common types of conditional formatting that Excel users perform is highlighting
Rules cells that contain data meeting specific numeric criteria. To do this, you can select one of the

options from the Highlight Cells Rules menu. These options enable you to select the criteria by
which you wish to format your cell data and the specific formatting options you wish to apply to the
data that meets the criteria. You can access the Highlight Cells Rules menu by selecting
HOME→Styles→Conditional Formatting→Highlight Cells Rules.
Figure 4-29: Cells conditionally formatted to highlight all values greater than $1,200.
There are seven conditional formatting options in the Highlight Cells Rules menu.
Highlight Cells Rules Option Applies the Selected Conditional Formatting To
Greater Than Cells with values greater than the specified value.
Less Than Cells with values less than the specified value.
Between Cells with values between two specified values.
Equal to Cells with values equal to the specified value.
Text that Contains Cells that contain the exact text or value specified.
A Date Occurring Cells that contain a date that falls within the specified time range.
Duplicate Values Cells in a range that contain the same value as other cells in the
selected range.
The Top/Bottom Rules

Another common use of conditional formatting involves highlighting cells that contain either the
highest or the lowest values in a particular range or cells that are above or below average for the
selected cells. The options in the Top/Bottom Rules menu can help you do just that. You can
access the Top/Bottom Rules menu by selecting HOME→Styles→Conditional
Formatting→Top/Bottom Rules.
There are six conditional formatting options in the Top/Bottom Rules menu.
Top/Bottom Rules Option Applies the Selected Conditional Formatting To
Top 10 Items The cells in the selected range containing the 10 largest values.
Top 10% The 10 percent of cells in the selected range containing the
largest values.
Bottom 10 Items The cells in the selected range containing the 10 smallest values.
Bottom 10% The 10 percent of cells in the selected range containing the
smallest values.

Top/Bottom Rules Option Applies the Selected Conditional Formatting To

Above Average All cells in the selected range with values that are greater than the
average of all values in the selected range.
Below Average All cells in the selected range with values that are less than the
average of all values in the selected range.
Note: The top and bottom 10 and the top and bottom 10-percent criteria are default settings
that you can modify when applying conditional formatting to cells. For example, you can
conditionally format the top 20 values or the bottom 33 percent of values.
information and job aids on How to Apply Basic Conditional Formatting.

ACTIVITY 4-7
Applying Basic Conditional Formatting
Before You Begin

Scenario
Your supervisor had another suggestion after reviewing the sales data worksheet. He asked you to
highlight all sales figures greater than $30,000 for each quarter, and to highlight the bottom 25
percent of sales reps based on sales totals for the year and average quarterly sales. You decide that
the easiest way to accomplish this is to apply conditional formatting to the worksheet columns.
1. Highlight all quarterly sales figures of $30,000 or more.

a) Select the range C7:F24.
b) Select HOME→Styles→Conditional Formatting→Highlight Cells Rules→Greater Than.
c) In the Greater Than dialog box, in the Format cells that are GREATER THAN field, type 30000
d) From the with drop-down menu, select Green Fill with Dark Green Text and then select OK.
e) Deselect the range to verify that Excel applied the formatting as expected.
2. Highlight the lowest 25 percent of performers in total sales and average quarterly sales.
a) Select the range G7:G24.
b) Select HOME→Styles→Conditional Formatting→Top/Bottom Rules→Bottom 10%.
c) In the Bottom 10% dialog box, in the Format cells that rank in the BOTTOM spin box, set the value
to 25.
d) From the with drop-down menu, select Light Red Fill and then select OK. Let students know they
e) Apply the same conditional formatting to the cells in the Average column. can either use the spin
f) Deselect the Average column's cells to verify that Excel applied the formatting. box arrows to set values
or type the desired
value.

TOPIC G
Create and Use Templates
For many Excel users, it's not uncommon to create and work with pretty much the same workbook
over and over again with few, if any, significant changes. You may, for example, have to generate the
same data for every quarter or month. Or your organization may use excel worksheets to track
project management goals and milestones. So your project managers will likely start with the same
basic worksheet and modify it to suit a particular project. Paid time off often resets every calendar
year, so HR associates may need to start with a clean slate each year, but still be tracking data for the
same set of employees. In these cases, it may seem like a waste of time to have to lay out the basic
framework of your worksheets every time you create a new workbook. And, quite frankly, it is.
Fortunately, Excel enables you to leverage your existing workbooks to create similar new workbooks
for subsequent accounting periods, projects, calendar years, and other reuse purposes. By taking
advantage of this functionality, you can essentially store all the time, effort, and research that went
into creating your workbooks for future use. This will not only save you time and effort, but will
also ensure a level of consistency and quality that may not otherwise be attainable. After all, you've
already ironed out the wrinkles in your current spreadsheet files, why risk missing something next
time?
Templates
Templates An Excel template is a file that contains a number of preconfigured or pre-entered workbook
elements, such as formatting, formulas, themes, and functions, that you can use to create and work
with new workbooks. Essentially, templates are files that contain the desired structure for future
workbook files. You can search for and download thousands of Excel template files from
office.com and a number of other websites or you can create your own custom templates, either by
building them from scratch or by modifying existing templates, to suit your needs.
The default file format for Excel 2013 template files is the XLTX file format. You can access your
local Excel template files and search for others from office.com from the New tab in the Backstage
view. Excel template files are saved to a default folder on your computer (so downloaded and
saved), and custom templates will always be available to you if you use Excel on the same computer.
You can transfer template files to other machines or simply re-download them from office.com
when you have to work with Excel on a different computer.
Lesson 4: Formatting a Worksheet | Topic G

Figure 4-30: Office.com templates in the Backstage view.
Templates and the Backstage View

You can access both templates from Office.com and any templates you have saved locally to your Templates and the
computer from the Backstage view. You can access these either from the Excel screen, if you're just Backstage View
opening Excel, or from the New screen, if you already have Excel open. In either case, the Excel
screen and the New screen are divided into two tabs: the FEATURED tab and the PERSONAL
tab. The FEATURED tab displays a list of new and popular templates you can quickly choose
from, and it presents you with the tools and commands necessary to search for and download
templates for a wide variety of uses. When you download a template from the FEATURED tab,
Excel opens the template as a standard Excel workbook. If you wish to keep a local copy of the
template file, you must save it as a template file to your computer's hard drive.
The PERSONAL tab displays a list of all of the workbook template files you have saved to your
computer. In order for your saved templates to appear on the PERSONAL tab, however, you must
save them to the C:\Users\[username]\Documents\Custom Office Templates folder. If you
save your Excel template files to any other location, you will not be able to directly access them
from the PERSONAL tab.

Figure 4-31: You can download Office.com Excel templates and access templates you have stored
locally from the Backstage view.
information and job aids on How to Create and Use Templates.

ACTIVITY 4-8
Creating a Template
Before You Begin

Scenario
You're nearly done developing the worksheet you will present during the upcoming sales meeting.
As you are likely to need the same sales data for future periods and other meetings, you decide to
save the current workbook as an Excel template from which to create future workbooks. Because
you don't want to include all of the current sales data in the template, you decide to delete most of
the worksheet data before saving the file as a template.
1. Delete cell content not needed in the template file.

a) Select the range A7:F24 and press Delete.
b) Delete the cell content in the following ranges and cells: O3:O4, N7:O9, N1, and N11.
Note: Do not select cell N11 directly, as that will activate the link. Instead,
select a cell near it and use the arrow keys to navigate to it.
2. Save the workbook as an Excel template file.

b) From the Save As screen, ensure that Computer is selected, and then select Browse.
c) In the Save As dialog box, in the File name field, type my_sales_data_template
d) In the Save as type drop-down menu, select Excel Template (*.xltx).
e) Ensure that Excel is saving the file to the Custom Office Templates folder, and then select Save. For step 2e, be prepared
to assist students with
3. Verify that the template file name appears in the Title bar with the .xltx file extension and close the identifying the correct file
template file. path in the Save As
dialog box.
4. Verify that the template is available for future use.
a) Select FILE→New→PERSONAL.
b) Verify that the my_sales_data_template.xltx file appears and then, at the top of the left pane, select
the Back button.

Summary
In this lesson, you formatted text, numbers, borders, and cells; aligned content within worksheet
cells; applied cell styles and themes to worksheets; applied conditional formatting to cells; and
created Excel template files. This robust set of formatting functionality will help you create highly
functional, professional-looking workbooks time and time again without the need to spend
countless hours tweaking and adjusting numerous settings. Being able to quickly generate high-
quality workbooks will enable you to forget about tedious, small details, and get back to focusing on
what's really important: what your data can tell you about your organization.
use the social What are some of the ways you will use conditional formatting in your workbooks?
networking tools A: Answers will vary, but will likely include to highlight critical organizational data, to evaluate employee
provided on the or product performance, or to make it easy to locate specific figures within large workbooks.
LogicalCHOICE Home
screen to follow up with Can you think of reasons you would create custom templates for use within your organization?
A: Answers will vary, and this will likely depend on the student's role and organization. People who
further discussion and regularly work with complex worksheets on a cyclical basis and people who develop external-facing
resources to support worksheets will likely use them often because of branding guidelines or to save effort.
continued learning.
Lesson 4: Formatting a Worksheet |

5 Printing Workbooks
Lesson Time: 30 minutes
Lesson Objectives
In this lesson, you will print a workbook. You will:
• Preview and print a workbook.
• Define the page layout.
Lesson Introduction
You put a lot of hard work into creating, populating, and formatting your workbook. Now
it's time to share the final product with your colleagues, supervisor, or organizational
leaders. This time, you may simply need to email your workbook file to the necessary
recipients or project it in front of a live audience, but this will not always be the case. For
any number of reasons, you may need to print hard copies of your workbooks to share with
others. Your workbooks may contain multiple worksheets, each of which could contain
thousands of data entries, formulas, and results. Do you really want to print that many pages
to distribute to your audience? What information should you include and what do you do if
you need to print a bit from here and a bit from there?
Fortunately, Microsoft® Excel® provides you with a wide array of options when it comes to
printing hard copies of your workbooks. Understanding how to set your worksheets up for
printing and how to print only what you need will enable you to deliver only the necessary
critical information to your audience. This will not only save your organization paper and
money, but it will also prevent your document recipients from having to sift through
mounds of irrelevant data.
TOPIC A
Preview and Print a Workbook
Although most everything we do these days is driven by computers, digital information, and
electronic communication, you will likely still, on occasion, require hard copies of a document. But
spreadsheets are not the same as most other documents. They can contain nearly any number of
rows and columns, and the amount of data you can include on worksheets can be staggering. So,
what defines a page for printed workbooks largely depends on your preferences.
You'll want to be able to identify what is going to print when you print your worksheets. You'll
likely want to print some, but not all, of the content in your workbooks for different situations. For
these and other reasons, Excel 2013 includes a variety of basic options for printing your workbooks.
Knowing what these are and how they work means you'll be able to quickly generate hard copies of
your data, exactly as you need to, quickly and easily.
The Print Tab

The Print Tab You can access the commands and setting you will need to print your workbooks by selecting the
Print tab in the Backstage view. Selecting this tab displays the Print screen. From here you can
select a printer, adjust numerous print settings, and view a preview of what your printed pages will
look like based on the current settings.
Figure 5-1: The Print tab in the Backstage view provides you with numerous options for
determining how your workbooks will print.
The following table describes the functions of the various elements on the Print tab.
Print Tab Element Allows You To
Print section Access commands for selecting the number of copies you wish to
print and for executing a print job.
Lesson 5: Printing Workbooks | Topic A

Print Tab Element Allows You To

Printer menu Select the printer, device, or printer driver you wish to use.
Printer Properties link Access the Properties dialog box for your selected printer, device,
or printer driver.
Settings section Configure general print settings, such as which worksheets to print,
how to orient the printed pages, and what magnification level to use.
Page Setup link Access the Page Setup dialog box, which enables you to configure
the page layout of your worksheets.
Print preview pane View a preview of how your workbook pages will look once printed.
The Print Settings

To ensure that your printed pages look exactly as you want them to, you'll likely need to adjust some Print Settings
of the print settings before you print. The Settings section of the Print screen contains all of the
commands you will use to configure general print settings for your workbook. It is important to
keep in mind that the print settings buttons appear with different text depending on your current
selection, so the command buttons will not always match the following figure.
Figure 5-2: The Settings commands appear differently depending on your current selections.
The Settings commands give you control over the final printed copies of your workbooks.
Print Settings Command Allows You To
Print selection settings Decide among printing all worksheets in a workbook, printing
the currently selected worksheet, or printing the currently
selected cell or range. If you have defined a print area, you can
also choose to ignore that in favor of whatever setting you select
from this command.
Pages and to spin boxes Select which range of pages to print. The content that appears on
each page and the number of printable pages for a workbook
depend on your other print settings.

Print Settings Command Allows You To

Collating settings Decide between collating and not collating your pages. Collated
print jobs print each copy of a multiple-page document in
sequential order, so each copy is in the correct page order. Non-
collated print jobs print all copies of the first page and then all
copies of the second page, and so on.
Orientation settings Decide between the portrait and landscape orientations for your
printed pages.
Paper size settings Decide what size paper to print on. These settings depend on
your printer's capabilities.
Margins settings Set the margin size for your printed pages.
Scaling settings Determine whether or not Excel changes the magnification level
of your printed data and how it applies magnification to printed
pages.
Print Preview
Print Preview With so many options when it comes to printing your workbooks, you'll want to be sure you have
configured your print settings properly before you print. It would be a significant waste of paper and
cost to repeatedly reprint workbooks because you didn't have the settings configured just right.
Excel 2013 provides you with the ability to view a preview of your workbook print jobs before you
print. The print preview is displayed in the right pane of the Print screen in the Backstage view. You
can access this by selecting FILE→Print or by selecting either the Print or the Print Preview
button in the Page Setup dialog box.

Figure 5-3: A workbook document displayed in print preview.
The commands in the print preview pane enable you to inspect each page of a print job before
printing.
Print Preview Element Description
Preview image Displays how the currently selected page will print on paper.
Navigation controls Enables you to navigate through and inspect each page in the
current print job.
Show Margins button Toggles the display of page margins on and off.
Zoom to Page button Toggles between two magnification levels for viewing the print
preview.
information and job aids on How to Preview and Print a Workbook.

ACTIVITY 5-1
Configuring and Previewing a Print Job
Data File
C:\091051Data\Printing Workbooks\sales_data_final.xlsx
Before You Begin

Excel 2013 is open.
You have a printer driver installed and available.
Scenario
Due to a request from senior managers, you've included a number of other sales teams' data in your
workbook. Your workbook is now complete and you're ready to print copies for attendees at the
upcoming sales meeting. Before you do, you want to make sure the content will print correctly. You
decide to configure and preview the print settings before you print actual hard copies.
1. Open the sales_data_final.xlsx workbook file.
2. Select FILE→Print.
3. Preview the print job.

a) In the right pane, review the first page of the print preview.
b) Use the navigation controls to view the remaining pages of the preview and then navigate back to
page 1.
c) Select the Show Margins button to view the page content in reference to the margins.
d) Select the Show Margins button again, to toggle the margin view off.
4. Configure print settings.

Depending on your a) Set the collating settings to Uncollated.
available printer drivers, b) Set the scaling settings to Fit All Rows on One Page.
you can have students
adjust other print 5. Preview the print job to view the changes made by adjusting the print settings.
settings and preview the
results.
6. Save the workbook to the C:\091051Data\Printing Workbooks folder as my_sales_data_final.xlsx

TOPIC B
Define the Page Layout
Although the general print settings provide you with a solid base of common printing options to
configure your workbook print jobs, they are just the tip of the iceberg when it comes to what you
can do in terms of printing in Excel. As mentioned, workbook printing can be highly complex for a
large number of reasons. You will, from time to time, need to be able to fine-tune how to print your
workbook pages. You may wish to add further information to your pages depending on why you
need hard copies of your worksheets. For example, if you're creating handouts for a presentation,
you may wish to number the pages, include a document title, or include your organization's name
and branding images on your printouts.
Fortunately, Excel 2013 provides you with the ability to precisely configure your print jobs for
nearly any imaginable circumstance. Knowing what configurations are available and how to set them
will give you complete control over printing your worksheets and will enable you to create
professional-looking printouts that focus your document recipients' attention on only the most
important, pertinent information.
The Page Setup Dialog Box

The Page Setup dialog box provides you with more options for configuring your workbooks for The Page Setup Dialog
printing than the print settings in the Backstage view. The Page Setup dialog box is organized into Box
four tabs that contain task-related commands and settings for configuring your workbooks to print.
You can access the Page Setup dialog box either by selecting the Page Setup link at the bottom of
the Settings section of the Print screen in the Backstage view, or by selecting any of the dialog box
launchers on the PAGE LAYOUT ribbon tab.
Note: The Print and Print Preview buttons are displayed on the Page Setup dialog box only if
you open it from the dialog box launchers on the PAGE LAYOUT tab. You can also access
most of Excel's print settings in the command groups on the PAGE LAYOUT tab.
Lesson 5: Printing Workbooks | Topic B

Figure 5-4: The Page Setup dialog box displaying the Print and Print Preview buttons.
The following table identifies the commands you will find on the various Page Setup dialog box
tabs.
Page Setup Dialog Box Provides You with Access To

Element
Page tab Commands to set page orientation and magnification level, the
paper size, the print quality, and which page to start printing from.
Margins tab Commands to adjust page, header, and footer margins and to
determine how to center content on printed pages.
Header/Footer tab Commands for inserting, modifying, and deleting headers and
footers.
Sheet tab Commands for defining a print area, determining which rows and
columns print on every page, determining which page elements
print on paper, and defining the order in which pages print.
Options button The Properties dialog box for the currently selected printer,
device, or printer driver. This command appears on all of the
Page Setup dialog box tabs.
Page Orientation
Page Orientation Page orientation is a page layout setting that determines the general, overall layout of each printed
page. This setting specifies whether pages should print in portrait orientation or landscape

orientation. In portrait orientation, page height is greater than page width; this enables you to fit
more rows of data, but fewer columns, than landscape orientation. Landscape orientation is just the
opposite; the page width is greater than the page height, allowing for more columns, but fewer rows,
than portrait orientation.
Figure 5-5: The same worksheet printed in both the portrait and landscape orientations.
Margins
Page margins are invisible boundaries that define where particular content is located on printed Margins
worksheets. Margins determine how much space there is between the worksheet content and the
edge of the paper. Excel provides you with a set of common margin configurations from which to
choose, and it allows you to customize margin sizes to suit your needs. Margins can define where
worksheet data, headers, and footers are arranged on printed pages. The Margins tab on the Page
Setup dialog box also provides you with options for centering your content vertically or horizontally
on the page.

Figure 5-6: Page margins displayed on a worksheet page in print preview.
Headers and Footers

Headers and Footers Headers and footers are small content placeholders that display additional information or images in
certain Excel views and on printed pages. Headers appear along the top of the page, whereas footers
are displayed along the bottom. They are not considered part of the worksheets themselves and
cannot be referenced by formulas and functions. Headers and footers are worksheet-specific, so you
have to configure them for each worksheet in a workbook individually.
Excel 2013 includes a number of preconfigured headers and footers, and you also have the option
of creating custom headers and footers. Headers and footers can contain text or images, and can be
placed to the left or right, or centered, along the top or the bottom of the page. You can also create
different headers and footers for odd and even pages and exclude them from the first printed page
or create unique headers and footers for the first page. Common items included in headers and
footers include page numbers, the date, the name of the person who created the worksheet, the
name of your organization, and organizational logos.

Figure 5-7: Headers and footers on an Excel worksheet.
Watermarks
Although there is no formal method of adding a watermark to an Excel worksheet, you can simulate Watermarks
one by adding an image as a header and then formatting the image to appear as a watermark. You Although there is no
cannot include text as a watermark by using this method, but you can create a image of text by using formal method of adding
another application and then insert the image of the desired text as a header. This could be handy, watermarks to
for example, if you'd like to add a particular message, such as "Confidential" or "Do Not Copy," as a worksheets, this content
watermark. As headers can print on printed worksheet pages, you can also print your worksheets is included for the
with "watermarks" in place. purpose of objectives
coverage for the
Microsoft Office
Specialist (MOS) exams.

Figure 5-8: An Excel worksheet with an image of text inserted as a watermark.
Contextual Tabs
Contextual Tabs Contextual tabs are specialized, temporary ribbon tabs that display commands for working with a
particular type of worksheet content. Contextual tabs appear when you select the associated content
type, such as a graph or an image, and they close when you change your selection. Contextual tabs
can contain one or multiple other tabs that contain command groups like any of the other ribbon
tabs.
Figure 5-9: The PICTURE TOOLS contextual tab contains only one tab, whereas the CHART TOOLS
contextual tab contains two.

The HEADER & FOOTER TOOLS Contextual Tab

In addition to the commands and settings on the Header/Footer tab in the Page Setup dialog The HEADER &
box, you can access the commands for creating and modifying headers and footers in the Text FOOTER TOOLS
group on the INSERT ribbon tab. Selecting the Header & Footer command switches Excel to the Contextual Tab
Page Layout view and displays the HEADER & FOOTER TOOLS contextual tab. From here,
you have access to the commands you can use to work with headers and footers in the ribbon
environment. This may be a better option for you if you prefer working with ribbon commands.
Working with headers and footers in the Page Layout view enables you to utilize all of the same
options and commands in a more graphically oriented environment.
Inform students that
page views will be
covered in greater detail
in the next lesson.
Figure 5-10: The HEADER & FOOTER TOOLS contextual tab displays all of the same commands as
the Header/Footer tab in the Page Setup dialog box.
Header and Footer Options

There are several header and footer options that warrant covering in a bit more detail. These options
provide you with a greater level of control over configuring your worksheet headers and footers.
You can access these settings either in the Page Setup dialog box or in the Options group on the
HEADER & FOOTER TOOLS contextual tab.
Header and Footer Description

Option
Different first page Tells Excel that you want to configure unique headers and footers for
the first page of your document. This is useful, for example, if you want
to include a document title. You can configure this unique header in
either the Page Layout view or in the Header and Footer dialog boxes.
Different odd and even Tells Excel that you want to configure your headers and footers
pages differently for odd and even pages. You can configure the different
headers and footers in either the Page Layout view or in the Header
and Footer dialog boxes.
Scale with document Selecting this option tells Excel to scale header and footer text up or
down when scaling other worksheet content.
Align with page Selecting this option automatically aligns headers and footers with the
margins left and right page margins.
The Header and Footer Dialog Boxes

The Header and Footer dialog boxes are displayed when you create custom headers and footers The Header and Footer
from the Page Setup dialog box. These enable you to enter specific text or images to create unique Dialog Boxes
customized headers. If you check either the Different odd and even pages or the Different first
page check box, or both, the Header and Footer dialog boxes will display additional tabs, enabling
you to create unique headers and footers for each option selected. You can access the Header and
Footer dialog boxes by selecting the Custom Header and Custom Footer buttons, respectively.

Figure 5-11: Use the tabs in the Header and Footer dialog boxes to create different headers and
footers for various document pages.
The Print Area

The Print Area The print area feature enables you to select specific cells and ranges to print from your workbooks.
Once you've set a print area, only those cells within the print area will print. Cells within the print
area appear surrounded by a thin, gray border. You can expand the print area by adding cells to it
and you can clear the print area to print the entire workbook or any other areas you designate via
other methods. You cannot add objects, such as graphs, to print areas. Once you've set a print area,
it is saved along with the workbook; it won't affect other workbook files.
Print areas are also worksheet-specific, so you have to configure them for each worksheet
individually. If you select the Print Entire Workbook option from the print settings, any
worksheets on which you have set print areas will print only those areas, while worksheets without
print areas will print in their entirety. You can access the Print Area options by selecting PAGE
LAYOUT→Page Setup→Print Area.

Figure 5-12: When you set a print area, Excel displays it surrounded by a thin border.
The Ignore Print Area Option

Excel 2013 gives you the option of temporarily ignoring a defined print area if you wish to print
content outside the print area. You can toggle this option on and off from the print selection
settings on the Print screen in the Backstage view.
The Print Titles Command

Because Excel worksheets can contain thousands of columns' and rows' worth of data, it can be The Print Titles
difficult for people to interpret printed worksheets if column and row labels don't print on all pages. Command
Excel 2013 includes a feature that enables you to determine which rows and columns will print on
every page: the Print Titles command. By using this feature, you can designate any number of rows,
columns, or both to print on all pages of a printed workbook. In this way, worksheet viewers won't
have to flip back to the first page to determine what particular data is in each row or column.
Selecting PAGE LAYOUT→Page Setup→Print Titles opens the Page Setup dialog box with
the Sheet tab automatically selected. This is where you can enter row and column references to
determine which cells appear on all printed pages.

Figure 5-13: The Sheet tab in the Page Setup dialog box contains the fields you will use to
determine which rows and columns print on all pages.
Page Breaks
Page Breaks Sometimes scaling your worksheets up or down to fit on the desired number of pages doesn't quite
give you the results you're looking for in terms of what content prints on which page. In these cases,
you may want to manually tell Excel where one printed page ends and another one begins. To do
this, you can insert page breaks. Page breaks are, essentially, boundaries that divide worksheet pages
for printing purposes only. Excel 2013 enables you to insert and delete specific page breaks and to
remove all page breaks on a given worksheet. Page breaks appear as dashed lines on Excel
worksheets. They are worksheet-specific, so you need to set them for each worksheet in a workbook
individually. When you insert page breaks, Excel divides the pages by creating page breaks above
and to the left of the selected cell. You can access the page break commands by selecting PAGE
LAYOUT→Page Setup→Breaks.
Note: Excel 2013 also provides you with the ability to manually adjust page breaks. You can do
this in the Page Break Preview view, which is covered in greater detail in the next lesson.

Figure 5-14: Page breaks on an Excel worksheet.
information and job aids on How to Define the Page Layout.

ACTIVITY 5-2
Defining the Page Layout
Before You Begin

The my_sales_data_final.xlsx workbook file is open.
Scenario
Having previewed the sales data worksheet, you now have a better idea of the precise page layout
you would like to define before printing the pages. You feel the printed sheets will work better in
the landscape orientation, and you want to widen the page margins slightly. Additionally, you don't
like the layout with all of the rows displayed on a single page, so you decide to change the scaling to
fit all columns on a single page and make the column labels print on each page. You also decide to
add headers and footers to the workbook to include the date of the sales meeting, a title for the
workbook, and page numbers.
1. Change the orientation and widen the page margins.

a) Select PAGE LAYOUT→Page Setup→Orientation→Landscape.
b) Select PAGE LAYOUT→Page Setup→Margins→Custom Margins.
c) In the Page Setup dialog box, ensure that the Margins tab is selected.
d) Use the spin boxes to set the top and bottom margins to 1.25 and the left and right margins to 0.5.
e) Select OK.
2. Change the scaling so that all columns fit on a single page.

a) Select FILE→Print.
b) Change the scaling setting to Fit All Columns on One Page.
c) Preview both pages of the current print settings. Verify that the column labels do not appear on the
second printed page.
d) Select the Back button to exit the Backstage view.
3. Set the column labels to print on each page.

a) Select PAGE LAYOUT→Page Setup→Print Titles.
b) In the Page Setup dialog box, ensure that the Sheet tab is selected.
c) In the Print titles section, to the right of the Rows to repeat at top field, select the Collapse Dialog
button.
d) Select rows 1:6 and press Enter.
4. Add headers and footers to the worksheet.

a) Ensure the Page Setup dialog box is still open, and then select the Header/Footer tab.
b) Select Custom Header.
c) In the Header dialog box, in the Left section field, type My Footprint Sports
d) In the Center section field, type US Sales

e) Select the Right section field and then, above the text fields, select the Insert Date button.
f) Select OK, and then select Custom Footer.

g) In the Footer dialog box, select the Right section field.
h) Above the text fields, select the Insert Page Number button.
i) In the Footer dialog box, select OK and, in the Page Setup dialog box, select OK.
5. Preview the page layout.

a) Select FILE→Print.
b) Verify that all columns fit on the page.
c) Navigate to page 2 and verify that the My Footprint Sports banner, the worksheet title, and the
column headers all appear on the second page.
Ask the students if they
6. Move the summary information so it does not print on all pages. notice an issue with the
a) Exit the Backstage view, and then select the range N2:O11. summary data in the
b) Drag the range to the new range N7:O16. range N2:O11 in the
print preview. Quiz the
Note: Remember that, to drag a selected range to a new location, you point class to see if they can
the mouse pointer at the selected range's border until it appears as a four- think of the solution,
which is to drag the
headed arrow, and then you drag the range to the desired location and
range below the Print
release the mouse button. Titles rows they set in
step 3.
7. Preview the page layout to verify that the summary data no longer appears on all printed pages.
8. Save and close the workbook.

Summary
In this lesson, you configured, previewed, and printed a workbook. You also defined the worksheet
page layout to print only the desired content. Taking advantage of all of the print functionality
available in Excel will enable you to create hard copies of your workbook content for nearly any
situation. By limiting what content you print to only what is necessary for any given need, you will
save on paper, toner, and ink costs, support a healthier environment, and prevent your document
viewers from having to sift through mounds of irrelevant or unimportant data.
use the social Which page layout options do you expect to use most frequently? Why?
networking tools A: Answers will vary, but may include the orientation options, as worksheets often vary in overall layout,
provided on the and the header and footer options, as they provide critical additional information for the audience
LogicalCHOICE Home when you present data.
their peers after the What do you see as being the main benefit of using the Print Area option?
further discussion and A: Answers will vary, but may include the ability to print only a small segment of data for quick data
resources to support checks or reviews, the ability to present specific data to specific audiences easily, and the fact that
continued learning. you can save time and resources (such as toner and paper) when presenting only limited data to a
large number of people. All of this, of course, also saves you the effort of significantly revising your
worksheets first.
Lesson 5: Printing Workbooks |

6 Managing Workbooks
Lesson Time: 1 hour
Lesson Objectives
In this lesson, you will manage workbooks. You will:
• Manage worksheets.
• Manage workbook and worksheet views.
• Manage workbook properties.
Lesson Introduction
So far, you have largely worked within workbooks and worksheets to enter, view, analyze,
format, and present your organizational data. But there's more to being proficient in
Microsoft® Excel® than simply working within your workbooks. What if you need to add or
remove worksheets from your workbooks? What if you want to preserve certain data, but
not display it to colleagues or supervisors? Perhaps you need to work with multiple
workbooks or multiple worksheets within a single workbook simultaneously. And, after a
time, there's a good chance you'll have amassed a large number of workbook files that you'll
need to reference later, perhaps even years down the road. These are but a few of the
situations in which you'll need to know how to manage your Excel workbooks.
Managing the overall structure of your workbooks, manipulating how you view your
workbooks, and knowing how to find the workbook you need when you need it are all
critical tasks you'll need to perform from time to time. Understanding what functionality is
available and knowing how to use it when you need it will ensure you're able to get the most
out of the workbooks, worksheets, and data you've already worked so hard to create.
TOPIC A
Manage Worksheets
Workbooks with just a few worksheets are fairly easy to manage without much effort. But what if
you're developing a workbook with dozens of worksheets or more? You want to be able to clearly
and easily recognize your worksheets, arrange them in the proper order, and, possibly, remove some
from view to display or work with only particular worksheets at any given time. Fortunately, Excel
2013 provides you with an array of options when it comes to managing your worksheets. By taking
control of your large workbooks, you'll save yourself the time, effort, and aggravation that can easily
accompany attempts to muddle through an unwieldy, disorganized workbook.
Tab Formatting Options

Tab Formatting Options By default, worksheet tabs in Excel 2013 appear with generic sheet names, such as Sheet1, Sheet2,
Sheet3, and in the default white UI color scheme. As you add more and more worksheets to a
workbook, it's easy to see how this could become difficult to navigate. You may wonder if your
critical sales data is on Sheet11 or Sheet12 and, if you don't format your worksheet tabs, you'll have
no visual cues to help you out. This is why Excel 2013 provides you with a number of options for
formatting your worksheet tabs. The most basic of these are the options to rename your worksheets
and to change the color of worksheet tabs. You can access the commands for doing either of these
by right-clicking the desired worksheet tab.
Figure 6-1: Renamed worksheet tabs with color formatting.
information and job aids on How to Format Worksheet Tabs.
Grouped Worksheets
Grouped Worksheets In order to quickly apply the same formatting to multiple worksheet tabs, Excel 2013 allows you to
temporarily group worksheets so you can format them simultaneously. Essentially, this is the same
as selecting multiple cells on a worksheet to apply the same formatting to each cell. You can group
contiguous worksheet tabs by selecting the first tab, pressing and holding down the Shift key, and
then selecting the last tab. You can group non-contiguous worksheet tabs by pressing and holding
down the Ctrl key and selecting the desired tabs. Although you can rename worksheet tabs one at a
time only, you can move, hide, or apply color to a group of worksheets simultaneously.
You can also add and revise worksheet content on all grouped worksheets simultaneously. For
example, if you group a series of worksheets and then add the value 100 to cell A1 in the visible
worksheet, you enter that value in cell A1 on all worksheets in the group. This can be a handy way,
for example, of setting up a number of worksheets with the same labels, sections, and so on.
Whatever worksheet is visible at the time you group a set of worksheets remains the visible
worksheet unless you select another worksheet within the group.
Lesson 6: Managing Workbooks | Topic A

Figure 6-2: When you group worksheets in a workbook, Excel displays the workbook name
appended with "[Group]" in the Title bar.
Methods of Repositioning Worksheets

Excel 2013 provides you with two methods for repositioning your worksheets. The first method is Methods of
to simply drag the desired worksheet tab or tabs to the desired new location. When you use this Repositioning
method, the tabs you're moving appear as small file icons and Excel displays a black location marker Worksheets
that indicates where the tabs will be located when you drop them in place. To use this method to
move more than one worksheet simultaneously, you must first group the worksheets. You can drag
worksheets to a different location in the same workbook or into any other open Excel workbook.
Figure 6-3: The location marker indicates where the worksheets will land when dropped.
The second method for repositioning worksheets is to use the Move or Copy dialog box. You can The Move or Copy
use the Move or Copy dialog box to reposition worksheets within the same workbook, move Dialog Box
worksheets to another open workbook, or create a new workbook into which you can place existing
worksheets. You also have the option of making a copy of a worksheet to paste to another location,
an option not available when you drag worksheets into place. However, you can move only one
worksheet at a time when using the Move or Copy dialog box. You can access the Move or Copy
dialog box either by right-clicking any worksheet tab and then selecting Move or Copy, or by
selecting HOME→Cells→Format→Move or Copy Sheet.

Figure 6-4: The Move or Copy dialog box.
The following table describes the various elements of the Move or Copy dialog box.
Move or Copy Dialog Box Description

Element
To book drop-down menu Use this to select the workbook into which you wish to move or
copy the selected worksheet. By default, this is set to the currently
selected workbook. You can also choose to create a new
workbook as the destination for the existing worksheet.
Before sheet list Select the sheet next to which you wish to move the selected
worksheet. Excel will place the relocated worksheet to the left of
the worksheet you select here.
Create a copy check box Check this check box to copy and paste the worksheet instead of
moving it from one location to another.
Methods of Inserting and Deleting Worksheets

Methods of Inserting and By default, new blank Excel 2013 workbooks contain one worksheet. But you can add up to as
Deleting Worksheets many worksheets as your system's RAM (memory) will support. Likewise, if you don't need all of
the worksheets you've added to a workbook, you can delete any you aren't using. Although, there is
no harm in leaving them in place. You can also change the default number of worksheets Excel will
include in new, blank workbooks.
Excel 2013 provides you with three options for inserting worksheets in your workbooks, and two
for deleting them.
Insert/Delete Option Description
Selecting the New sheet button This inserts a new worksheet to the right of the selected
worksheet in a workbook. Alternatively, you can use the Shift
+F11 keyboard shortcut.
Right-clicking any worksheet tab This opens the Insert dialog box with Worksheet automatically
and then selecting Insert selected. From there, you can simply select OK to insert a new
worksheet immediately before the worksheet you right-clicked.

Insert/Delete Option Description

Using the Insert ribbon Select HOME→Cells→Insert down arrow→Insert Sheet to
command insert a worksheet immediately to the left of the currently
selected worksheet.
Right-clicking a worksheet tab, This deletes the worksheet tab you right-clicked.
and then selecting Delete
Using the Delete ribbon Selecting HOME→Cells→Delete down arrow→Delete
command Sheet deletes the currently selected worksheet.
Figure 6-5: Some of the Insert and Delete commands for Excel 2013 worksheets.
The Hide and Unhide Worksheets Options

If you need to work with or display only some of the worksheets in your workbooks, you can The Hide and Unhide
choose to hide the worksheets you don't want to see. This can be especially helpful when working in Worksheet Options
workbooks that contain numerous worksheets or when you need to display a workbook that
contains sensitive information not meant for all audiences. Like hidden columns and rows, hidden
worksheets retain their data, and formulas and functions can still reference their cells.
You can access the commands for hiding and unhiding excel worksheets either by right-clicking the
worksheet tabs or by selecting HOME→Cells→Format→Hide & Unhide. Selecting the Hide
command will hide all currently selected worksheets. Selecting the Unhide or the Unhide Sheet
command opens the Unhide dialog box, which enables you to unhide only one worksheet at a time.

Figure 6-6: The Hide Sheet and Unhide Sheet ribbon commands. The Unhide Sheet command is
inactive until you hide a worksheet.
information and job aids on How to Manage Worksheets.

ACTIVITY 6-1
Managing Worksheets
Data File
C:\091051Data\Managing Workbooks\sales_summary.xlsx
Before You Begin

Excel 2013 is open.
Scenario
My Footprint Sports' management is pleased with the report you gave at the sales meeting. Now
they'd like you to present summary information about sales in several key global regions at several
more meetings. You have already created a sales summary workbook with separate tabs for each of
the regions, but it's difficult to navigate the workbook because the worksheet tabs still have the
default names and there is no other formatting applied to them to help you tell them apart. You
decide to rename and format the worksheet tabs to make the workbook easier to navigate.
Management has hinted that they'll be expecting more sales data from a number of other regions in
the upcoming weeks. You decide to proactively add more worksheets to accommodate the
additional data. You also feel it's a good idea to sequence the worksheets according to your needs
and to hide the blank worksheets until you are able to populate them with data.
1. Open the sales_summary.xlsx workbook.
2. Rename the tabs to better reflect the data on each worksheet.

a) Right-click the Sheet1 tab and select Rename.
b) Type US and press Enter.
c) Double-click the Sheet2 tab, type Canada and press Enter.
d) Rename the Sheet3 tab Mexico
3. Add color to the worksheet tabs to further help distinguish them from each other.
a) Right-click the US tab and select Tab Color.
b) In the Standard Colors section, select Blue.
c) Select the Canada tab and select HOME→Cells→Format.
d) In the Format menu, in the Organize Sheets section, select Tab Color.
e) In the Standard Colors section, select Red.
f) Color the Mexico worksheet tab green.
4. Move the Mexico tab so that it is displayed between the US tab and the Canada tab.
a) Drag the Mexico tab to the left until the black location marker points to the spot in between the US
and the Canada tabs.
b) Drop the tab in place.
c) Verify that the Mexico tab appears between the US and Canada tabs.
5. Make a copy of the Canada worksheet to reuse for the European region.
a) Right-click the Canada tab and select Move or Copy.
b) In the Move or Copy dialog box, in the To book drop-down menu, ensure that sales_summary.xlsx
appears.
c) In the Before sheet list, select (move to end).

d) Check the Create a copy check box and select OK.

e) Verify that the Canada (2) worksheet tab appears at the end of the other worksheet tabs.
6. Modify the new worksheet.

a) Rename the Canada (2) tab Europe
b) Change the color of the Europe tab to yellow.
c) Select cell D2, type European Sales Summary and press Enter.
d) Select the range A5:H11 and press Delete.
7. Add a new worksheet you can use as a master employee list for all regions.
a) To the right of the worksheet tabs, select the New sheet button.
b) Rename the new tab Employee Summary
8. Hide the newly added worksheet tabs.

a) Group the Europe tab and the Employee Summary tab by selecting either tab, pressing and holding
down Shift, and then selecting the other tab.
Check with students to b) Right-click either tab in the group, and then select Hide.
ensure they are able to
group the tabs before 9. Save the workbook to the C:\091051Data\Managing Workbooks folder as my_sales_summary.xlsx
hiding them.

TOPIC B
Manage Workbook and Worksheet Views
You've likely already noticed that large worksheets can be difficult to read. You may have to scroll
quite a bit vertically or horizontally to view cell data and, when you do, you can't always see row and
column labels. Also, let's say you want to compare data that exists in cells that are nowhere near
each other or that are entered into completely different workbooks. It's easy to see how fumbling
around with scrolling and opening and closing workbooks can get confusing, become tedious, and
lead to errors. What can you do if you need to view content from locations that are nowhere near
each other? The answer: You change how you view your worksheets and workbooks.
Excel 2013 provides you with a wide array of options for configuring how you view Excel
workbook files. By modifying the default view of your worksheets, you'll be able to easily review
data from different sources simultaneously, copy and paste data to the correct location without
risking error, and save yourself time and headaches by avoiding scrolling through endless rows and
columns of data.
Workbook Views
You may not have even realized it, but you've probably been viewing your Excel workbooks in the Workbook Views
Normal view, which is the default workbook view in Excel 2013. There are other preconfigured Throughout this topic,
workbook views that display the Excel user interface (UI) and your worksheets in vastly different consider demonstrating
configurations. A workbook view is, simply, the way Excel displays an open workbook. Workbook the various views and
views can affect the placement and layout of worksheets and the Excel UI, and can affect whether display functionality to
or not particular elements, such as headers and footers, appear. Workbook views are meant to the students. This may
configure the Excel environment to be easier to work with for a number of different tasks. Excel be especially helpful for
features such as
2013 includes several preconfigured workbook views and it provides you with the ability to create
synchronous scrolling,
custom workbook views. You can access the commands you will use to change your workbook arranging multiple
views in the Workbook Views group on the VIEW tab. workbooks on screen,
and freezing panes.
Figure 6-7: The commands in the Workbook Views group.
The Normal View

The Normal view is Excel 2013's default workbook view. This is designed to be the best all-around Normal View
view for most workbook tasks.
Lesson 6: Managing Workbooks | Topic B

Figure 6-8: The Normal view.
The Page Layout View

Page Layout View The Page Layout view displays worksheets as they would print on separate pages based on the
current print settings. When you select the Page Layout view, Excel also automatically displays rulers
along the top and left sides of the UI to assist with the placement of on-screen objects. Page Layout
view displays all header and footer placeholders, which enables you to graphically create, edit, and
delete headers and footers. When you select a header or a footer placeholder while in the Page
Layout view, Excel displays the HEADER & FOOTER TOOLS contextual tab, providing you
with access to the various commands you can use to create and customize headers and footers.

Figure 6-9: The Page Layout view assists with the placement of worksheet objects and enables
you to graphically work with headers and footers.
The Page Break Preview View

The Page Break Preview view is ideal for inserting, deleting, and arranging page breaks on your Page Break Preview
Excel worksheets and for defining print areas. In this view, default page breaks appear as blue View
dashed lines, whereas manual page breaks appear as solid blue lines. To arrange page breaks when in
this view, simply drag them to the desired location. Once you move a default page break, it becomes
a manual page break.
When you set a print area in the Page Break Preview view, only cells within the print area will appear
in full color. Cells outside the print area appear grayed-out. You can manually adjust the boundaries
of print areas in this view just as you can manually adjust page breaks. When you right-click any cell
in the Page Break Preview view, the context menu that appears contains commands for working
with page breaks and print areas.

Figure 6-10: You can graphically arrange print areas and page breaks in the Page Break Preview
view.
Custom Views
Custom Views If none of the preconfigured Excel workbook views quite suit your needs, you can create a custom
view. Custom views save all of your print settings along with any display settings you have currently
applied to a worksheet. Custom views are worksheet-specific, so you'll have to create them for each
worksheet in a workbook. But you can create multiple custom views for each worksheet. Custom
views retain the following display and print settings: cell and column dimensions, hidden rows and
columns, cell and range selections, page layout, print areas, margins, and headers and footers.
All custom views you have saved for a particular worksheet will be displayed in the Custom Views
dialog box. From here, you can opt to create new custom views, delete existing custom views, or
apply a custom view to the currently selected worksheet. You can access the Custom Views dialog
box by selecting VIEW→Workbook Views→Custom Views.
Figure 6-11: The Custom Views dialog box provides you with access to all of the custom views
saved for the active worksheet.
Full Screen View

Full Screen view was a view available in previous versions of Excel, but it no longer exists in Excel
2013. The Full Screen view displayed only the worksheet, its contents, and the column and row

headers. It was useful for displaying worksheet content in front of a live audience. Although the Full
Screen view is no longer available in Excel 2013, you can simulate it by unchecking the Formula
Bar check box in the Show group on the VIEW tab, and then using the Ribbon Display Options
command to hide the display of the ribbon. While you can save this view as a custom view, keep in
mind that the custom view will retain only the unchecked Formula Bar setting; the ribbon display
options are application-wide options and will override the custom view.
The Add View Dialog Box

When you select the Add button in the Custom Views dialog box, Excel displays the Add View The Add View Dialog
dialog box, which you can use to create and save new custom views. The Add View dialog box Box
enables you to name your custom views and to decide whether or not to include print settings or
hidden rows, columns, and filter settings in your custom views. Custom view names must begin with
either a letter or an underscore, cannot contain spaces or special characters, and cannot conflict with
the name of existing Excel elements, worksheets, or worksheet objects.
Figure 6-12: The Add View dialog box.
The Split Command

If you need to view various sections of the same worksheet simultaneously, you can use the Split The Split Command
command to do so. The Split command divides your worksheet view into either two separate panes,
vertically or horizontally, or into four separate panes to enable you to view up to four different
places in a worksheet at the same time. Excel displays separate scroll bars on either side of the split
bars that divide the view, so you can independently scroll to view any area of the worksheet in the
various panes. You can also drag the split bars to adjust how much space is dedicated to each of the
panes. You can access the Split command by selecting VIEW→Window→Split.
Selecting either a column or a row header before selecting the Split command will split the view in
half either vertically or horizontally. Selecting a cell before selecting the Split command will split the
view into four panes above and to the left of the selected cell.

Figure 6-13: Use the Split command to view various sections of a worksheet simultaneously.
The Freeze Panes Options

The Freeze Panes You've already seen with the print settings how helpful it can be to ensure column and row labels
Options print on each page. It just makes sense, then, that the same would be helpful with how your column
and row labels appear while you're working in Excel. Excel 2013 enables you to "freeze" particular
cells so they always appear on screen regardless of how far you scroll down or to the right. This way,
you can always reference column and row labels so you can more clearly read and interpret your
worksheets and enter and analyze data accurately.
You will use the Freeze Panes command to freeze the cells you wish to always have in view. The
Freeze Panes command provides you with several options for freezing cells, enabling you to
customize precisely how your worksheet cells scroll. You can access the Freeze Panes options by
selecting VIEW→Window→Freeze Panes. The Freeze Panes command is worksheet-specific,
so you can set different Freeze Panes options for each worksheet in your workbooks.

Figure 6-14: The Freeze Panes command enables you to control precisely how your worksheet
columns and rows scroll.
The following table details what each of the Freeze Panes options will freeze.
Freeze Panes Option Description
Freeze Panes Freezes all rows above and all columns to the left of the currently
selected cell. Use this option to keep both row and column labels
in view at all times.
Freeze Top Row Freezes the top row of the currently selected worksheet.
Freeze First Column Freezes the first column of the currently selected worksheet.
Unfreeze Panes Unfreezes all cells on the currently selected worksheet. This
option appears only once you've frozen panes on the worksheet.
The Arrange All Command

By default, all open workbooks in Excel 2013 appear within their own instance of the Excel UI. The Arrange All
And, although you can manually resize and arrange each of the windows individually to view them Command
all on screen at once, Excel 2013 provides you with an easier method of doing so: the Arrange All
command. The Arrange All command provides you with a number of options for arranging
multiple workbooks on screen simultaneously, depending on your particular needs. You can access
the Arrange All command by selecting VIEW→Window→Arrange All.

Figure 6-15: Multiple workbooks displayed on screen simultaneously.
The Arrange Windows Dialog Box

The Arrange Windows You can select the desired view option for the Arrange All command in the Arrange Windows
Dialog Box dialog box. Selecting the Arrange All command automatically displays the Arrange Windows
dialog box, which provides you with four display options.
Note: Some of the display options affect your ability to immediately access particular UI
elements, such as the ribbon.
Figure 6-16: The Arrange Windows dialog box enables you to decide how to display your open
workbooks.
The following table describes each of the display options for the Arrange All command.
Option Displays Open Workbook Windows
Tiled In rows and columns, with an even amount of space allotted to each
workbook window, depending on the number of open workbooks.
Horizontal One on top of the other, with each window taking up the full amount of
horizontal space. Excel divides the vertical space evenly depending on the
number of open workbooks.

Option Displays Open Workbook Windows

Vertical Side by side, with each window taking up the full amount of vertical space.
Excel divides the horizontal space evenly, depending on the number of
open workbooks.
Cascade In an offset stack, with just enough of the title bar for each workbook
window in view so you can select the workbook you'd like to bring to the
front. In this view, the workbook windows do not automatically adjust
when you select windows from the back. So, you may need to rearrange the
windows manually to view subsequent workbooks.
The View Side by Side Command

The View Side by Side command is sort of a cross between the Split command and the Arrange The View Side by Side
All command. It enables you to view worksheets from two different workbooks side by side for easy Command
comparison. By default, the View Side by Side command synchronizes the scrolling of both
worksheets so you can review them simultaneously with ease. You have the option of toggling that
functionality on or off by using the Synchronous Scrolling command. Both the View Side by
Side command and the Synchronous Scrolling command are available in the Window group on
the VIEW tab.
Note: If you have more than two workbooks open, Excel prompts you to select which
workbook you want to compare to the actively selected workbook in the Compare Side by
Side dialog box.
Figure 6-17: The View Side by Side command makes it easy to review two separate workbooks at
once.

The Switch Windows Command

The Switch Windows The Switch Windows command enables you to easily switch among multiple open workbooks.
Command This way, you can change which open workbook you want to view without having to minimize or
manually arrange your workbook windows. This feature can be helpful when you select the
Cascade option in the Arrange Windows dialog box, but works with any Excel view. You can
access the Switch Windows command in the Window group on the VIEW tab.
Figure 6-18: Use the Switch Windows command to move any open workbook in front of other
open workbooks to view it.
The New Window Command

The New Window The New Window command enables you to open another instance of any workbook so you can
Command view and work in different parts of the same workbook simultaneously. You can use the New
Window command in conjunction with the Arrange All or View Side by Side command to
arrange all instances of the workbook to suit your needs. You can open multiple new instances of
the same workbook; Excel appends the workbook file name with a colon and a sequential number,
indicating which copy of the workbook is contained in each window. Changes made in any
subsequent workbook instance affect all instances of the workbook and become part of the original
file when saved. You can access the New Window command in the Window group on the VIEW
tab.

Figure 6-19: Multiple instances of the same workbook open simultaneously. Note the
sequentially numbered file names.
Workspaces
In previous versions of Excel, because separate workbooks all opened within the same instance of The content on
the Excel UI, users were able to save multiple workbook arrangements as a workspace. Workspaces workspaces is included
enabled users to save a particular configuration or arrangement of workbook windows as a to cover Microsoft Office
workspace file. Although you can no longer save a workspace file in Excel 2013, you can open Specialist (MOS)
workspace files created in previous versions of Excel. When you open a workspace file, Excel objectives and because
this is a popular feature
automatically opens all workbooks saved in the workspace and arranges the workbook windows
with Excel users.
exactly as they were configured. This saves you the time and effort of opening multiple files and Students are likely to
then rearranging them to be able to work as you need to. Workspaces can include multiple encounter some
workbook files and they can contain multiple instances of the same workbook window opened by workspace files that
using the New Window command. The file format for Excel workspaces is the XLW format. were created in previous
versions of Excel.
Note: You must have access to the original workbook files that are included in a workspace file
in order to open and view the workspace.
information and job aids on How to Manage Workbook and Worksheet Views.

ACTIVITY 6-2
Managing Workbook and Worksheet Views
Data File
C:\091051Data\Managing Workbooks\sales_data.xlsx
Before You Begin

The my_sales_summary.xlsx workbook file is open.
Scenario
You'd like to verify that you have copied all of your sales data into the sales data and sales summary
workbooks correctly, so you decide to open both workbooks at the same time and compare some of
the entries. As the sales data worksheet has grown well beyond what can easily be viewed on one
screen, and you need to review data from two different workbooks, you realize you will want to
change your workbook views to be able to compare some of the data side by side.
1. Open the sales_data.xlsx workbook.
2. Split the workbook window to view different parts of the sales data worksheet simultaneously.
a) Select all of row 16.
b) Select VIEW→Window→Split.
c) In the bottom pane, scroll to the bottom of the worksheet so you can compare the data in row 55
with the data in row 15.
d) Select VIEW→Window→Split again to return to the Normal view.
3. View the my_sales_summary.xlsx and the sales_data.xlsx workbooks side by side.

a) Select VIEW→Window→View Side by Side.
b) Verify that the two workbooks are displayed one above the other, in two separate workbook
windows.
c) In the my_sales_summary.xlsx workbook window, ensure that the US worksheet tab is selected.
d) Scroll down and up through either of the workbooks and verify that both scroll simultaneously.
e) Select VIEW→Window→Synchronous Scrolling and verify the workbooks scroll independently of
each other.
4. Close the sales_data.xlsx workbook without saving changes.
5. Verify the my_sales_summary.xlsx workbook file is now displayed fully maximized.
6. Freeze panes so rows 1:6 don't scroll vertically and columns A and B don't scroll horizontally.
a) Select cell C7.
b) Select VIEW→Window→Freeze Panes→Freeze Panes.
c) Scroll vertically to verify that Excel froze the first six rows, and scroll horizontally to verify that Excel
froze the first two columns.
7. Leave the workbook open.

TOPIC C
Manage Workbook Properties
If you work for a large organization, it's likely that you and your colleagues generate a large number
of Excel workbook files. Because many people often provide input or collaborate on the same
projects, there are likely numerous versions of the same workbook files on your network shares and
on people's computers. With all of these workbook files floating around, and with so many of them
having similar titles and content, how can you find the exact file you're looking for? Consider also
the possibility that someone will ask you to dig up and retrieve data from a workbook that hasn't
been used in years. You may have to hunt through thousands of files to find what you're looking
for, right? Maybe not.
Excel 2013 provides you with a way to include identifying information about your workbook files
within your workbook files. This type of information can help you search through numerous
workbook files to find precisely the one you need.
Workbook Properties
A workbook property is, quite simply, a bit of information about a workbook file. This kind of "data
about your data" is also known as metadata. Workbook properties can help identify key pieces of
information such as who created a particular file, when it was created, when it was last modified, and
what its current status is. Workbook properties even enable you to include tags about a workbook
file, similar to the tags web developers use to help people search for particular websites. Tags are
short descriptions, or keywords, that help identify the kind of content you will find within a file. For
example, a website for a professional baseball team might be tagged with the team's name, the city in
which it plays, and terms such as baseball, sports, and fans. When a user searches for any of these
terms, the team's site is more likely to show up in search results. The same is true when you search
for a workbook file on a network or within a directory.
Excel generates some workbook properties automatically, such as the dates the file was created and
last modified, the size of the file, and its current location. There are other workbook properties, such
as tags and the workbook category, that are user-specified. And Excel 2013 provides you with the
ability to create custom properties to better suit your organization's particular needs.
Excel 2013 provides you with several options for adding properties to your workbook files and
modifying existing ones. These properties can help you distinguish one particular instance or version
of a file from among thousands.
Workbook Properties in the Backstage View

Perhaps the simplest and most direct way to view and modify your workbook properties is on the Workbook Properties in
Info tab of the Backstage view. When you select the Info tab, some of the most common document the Backstage View
properties appear in the right pane. Some of these are automatically created, saved, and updated by
Excel, and others can be modified. Properties that you can change here appear with a green border
around them when you place the mouse pointer over the text.
The Show All Properties link at the bottom of the right pane expands the view of workbook
properties in the Backstage view so you can view and modify more of them. Once expanded, you
can select the Show Fewer Properties link to collapse the view back to its default state.
Lesson 6: Managing Workbooks | Topic C

Figure 6-20: Workbook properties displayed on the Info tab in the Backstage view.
The Document Panel

The Document Panel If you want to be able to view and modify some of your workbook properties while working within
your workbook, you can open the Document Panel. The Document Panel displays six of the
most commonly used workbook properties and any comments users have included in the
workbook's metadata. It appears above the Formula Bar and below the ribbon in the Excel UI.
You can modify workbook properties in the Document Panel simply by typing the desired
information into the various text fields. You can open the Document Panel by selecting the
Properties drop-down arrow in the right pane on the Info tab in the Backstage view and then
selecting Show Document Panel. You can close it by selecting the Close the Document
Information Panel button in the top-right corner of the Document Panel.
Figure 6-21: The Document Panel.

The Properties Dialog Box

If you want to view all of the document properties for your workbook or create custom document The Properties Dialog
properties, you can open the Properties dialog box. The Properties dialog box is divided into five Box
tabs that enable you to work with all properties associated with the current workbook. You can
open the Properties dialog box two ways:
• Select FILE→Info, select the Properties down arrow in the right pane, and then select
Advanced Properties.
• Display the Document Panel, select the Document Properties drop-down arrow, and select
Advanced Properties.
Note: The Properties dialog box displays the file name of the currently selected workbook file
before the word "Properties" in the title bar.
Figure 6-22: The Properties dialog box.
The following table identifies the workbook properties that are displayed on the various tabs in the
Properties dialog box.
Properties Dialog Box Contains

Tab
General General information about the workbook file, such as the file type, the file
size, where the file is saved, and the dates when the file was created and
last modified. Excel creates and updates these workbook properties
automatically.

Properties Dialog Box Contains

Tab
Summary The default document properties that you can modify. Workbook
properties on this tab include the document title, the author, keywords,
and any included comments.
Statistics System-level information about the workbook file, such as when it was
created, last accessed, last modified, and last printed. Excel creates and
updates these properties automatically.
Contents The worksheet names for all worksheets in the document, and any named
cell ranges. Excel creates and updates these properties automatically.
Custom The commands you will use to create custom document properties.
Custom Workbook Properties

Custom Workbook If you would like to create workbook properties that more specifically help you identify your files
Properties based on your organization's processes, departments, terminology, client list, or other standards, you
can create custom workbook properties. These are user-defined workbook properties that can help you
search for workbook files based on internal organizational conditions. Excel 2013 includes a number
of preset categories of custom workbook properties, or you can create an entirely unique property.
You can also restrict the values users can enter into custom property fields to ensure a large number
of users will be able to successfully search for workbook files.
Figure 6-23: The Custom tab in the Properties dialog box.
The following table describes the various elements of the Custom tab.

Custom Tab Element Description
Name field If you select an existing name from the Name list, it will appear
here. Or you can type a unique, new property name in this field.
Name list Displays a list of the preset property categories. When you select a
name from this list, it appears in the Name field.
Type drop-down menu Allows you to select a content type to restrict what users can enter
into your custom properties. You can select text, date, or number
for values that can be typed into the property. Or you can select the
Yes or no option to require users to select one of those two values.
(This could be a useful option for properties such as "Approved" or
"Review Complete.")
Value field This is where you enter the value for the property.
Properties field Displays all custom properties for the workbook.
Add button Once you've configured a new custom property, the Add button
adds it to the Properties field. When you select an existing custom
property in the Properties field, the Add button becomes the
Modify button, which enables you to save changes to existing
custom properties.
Delete button Deletes the selected custom property from the Properties field.
information and job aids on How to Manage Workbook Properties.

ACTIVITY 6-3
Managing Workbook Properties
Before You Begin

The my_sales_summary.xlsx workbook file is open.
The C drive on your computer has been indexed.
Scenario
It has dawned on you that you will be creating a large number of workbook files that will contain
similar types of data and have similar file names. You decide to include key information in your
workbook file, in the form of workbook properties, to make it easier for you to search through your
workbook files. You also want to add a custom property so document recipients can easily tell if a
workbook file is the approved, final copy.
1. Select FILE→Info.
This activity may not key
as authored if the C 2. Add workbook properties to the file.
drives for all participant a) In the right pane, below the Properties drop-down menu, next to Title, select Add a title.
workstations were not
indexed per the setup
instructions.
b) Type Sales Summary

c) Next to Tags, select Add a tag.
d) Type sales data, regions, summary, US, Mexico, Canada, Europe, employee list
e) Next to Categories, select Add a category and type Sales
3. Create a custom workbook property.

a) Select the Properties drop-down arrow and then select Advanced Properties.
b) In the Properties dialog box, ensure that the Custom tab is selected.
c) In the Name field, type Approved and Final
d) In the Type drop-down menu, select Yes or no.
e) In the Value section, ensure that the Yes radio button is selected.
f) Select Add.
If the course data files g) Verify that the new custom workbook property appears in the Properties field and select OK.
have been moved to a
different directory than 4. Save and close the workbook and then close Excel 2013.
the C drive, ensure that
directory is indexed or 5. Search for the workbook by using the modified workbook properties.
the activity may not key
as authored. a) Open File Explorer.

b) In the left navigation pane, select your computer's C drive.

c) In the search field in the top-right corner of File Explorer, type Europe
d) Verify that the C:\091051Data\Managing Workbooks\my_sales_summary.xlsx workbook file appears
in the search results.
e) Close File Explorer.

Summary
In this lesson, you managed worksheets, workbook and worksheet views, and workbook properties.
By keeping your workbook files well-structured and organized, you'll save time, work more
efficiently, and always know exactly where your critical data is. Adjusting workbook and worksheet
views means you can make easy comparisons between data that is spread across large worksheets, be
able to reuse information and formulas more easily, and have greater control over your print and
display settings. And knowing how to find the precise file you need means you'll never have to waste
your valuable time and effort combing over thousands of workbook files. As you develop and work
with a greater number of workbook files, these skills will become invaluable resources that will help
you maintain control over the information that is critical to your organizational success.
use the social Which of the worksheet or workbook management options do you think you'll use most often?
networking tools A: Answers will vary, but people who work in relatively few but large workbooks may find it more helpful
provided on the to manage the worksheets within a workbook. On the other hand, people who work in many related
LogicalCHOICE Home workbooks will likely find it more helpful to view a number of workbooks at once for easy comparison.
their peers after the Can you think of creative ways to use workbook properties to your advantage?
further discussion and A: Answers may vary, but one trick students may discover is that using a unique term as a workbook
resources to support property makes it easy to search for Excel files, even on a large network share with thousands of
continued learning. related workbooks and files.
Lesson 6: Managing Workbooks |

Course Follow-Up
Congratulations! You have completed the Microsoft® Office Excel® 2013: Part 1 (Second Edition) course.
You have successfully created and developed Excel workbooks to enter, modify, analyze, and
present critical organizational data.
Businesses, academic institutions, and other organizations generate massive amounts of important
data on a continuous basis. As technology becomes faster, more powerful, and more pervasive, the
amount of data these organizations create will grow to staggering levels. With that growth will come
an increasing need for people like you to capture, organize, and make sense of that data. After all,
data is useless unless someone can make sense of it, isolate issues, recognize opportunities, and
communicate their findings to the people who make decisions. Strive to create well-structured,
organized workbooks that you can quickly, easily, and efficiently work with. And never stop trying
to discover new ways to make Excel work for you. The more you can understand about your data,
and the more insight you can glean from it, the better positioned your organizational leaders will be
to make the decisions that will foster success.
What's Next?
Microsoft® Office Excel® 2013: Part 2 (Second Edition) is the next course in this series. In that course,
you will build upon the skills you have acquired by customizing the Excel environment, creating
advanced formulas, applying advanced conditional formatting, and using tables to organize and
analyze your data. You will also perform some higher-level analysis by using PivotTables, slicers, and
PivotCharts. Additionally, you are encouraged to explore Excel further by actively participating in
any of the social media forums set up by your instructor or training administrator through the
Social Media tile on the LogicalCHOICE Course screen.
Course Follow up
A Microsoft Office Excel
2013 Exam 77-420
Selected Logical Operations courseware addresses Microsoft Office Specialist certification
skills for Microsoft Office 2013. The following table indicates where Excel 2013 skills that
are tested in Exam 77-420 are covered in the Logical Operations Microsoft Office Excel
2013 series of courses.
Objective Domain Covered In
1. Create and manage worksheets and workbooks

1.1 Create worksheets and workbooks
1.1.1 Creating new blank workbooks Part 1, Topic 1-C
1.1.2 Creating new workbooks using templates Part 1, Topic 4-G
1.1.3 Importing files Part 3
1.1.4 Opening non-native files directly in Excel Part 3
1.1.5 Adding worksheets to existing workbooks Part 1, Topic 6-A
1.1.6 Copying and moving worksheets Part 1, Topic 6-A
1.2 Navigate through worksheets and workbooks
1.2.1 Searching for data within a workbook Part 1, Topic 3-B
1.2.2 Inserting hyperlinks Part 1, Topic 4-A
1.2.3 Changing worksheet order Part 1, Topic 6-A
1.2.4 Using Go To Part 1, Topic 3-B
1.2.5 Using Name Box Part 1, Topics 1-A, 2-A; Part
2
1.3 Format worksheets and workbooks
1.3.1 Changing worksheet tab color Part 1, Topic 6-A
1.3.2 Modifying page setup Part 1, Topic 3-A
1.3.3 Inserting and deleting columns and rows Part 1, Topic 3-A
1.3.4 Changing workbook themes Part 1, Topic 4-E
1.3.5 Adjusting row height and column width Part 1, Topic 3-A
1.3.6 Inserting watermarks Part 1, Topic 5-B
1.3.7 Inserting headers and footers Part 1, Topic 5-B
1.3.8 Setting data validation Part 3

1.4 Customize options and views for worksheets and
workbooks
1.4.1 Hiding worksheets Part 1, Topic 6-A
1.4.2 Hiding columns and rows Part 1, Topic 3-A
1.4.3 Customizing the Quick Access Toolbar Part 2
1.4.4 Customizing the ribbon Part 2
1.4.5 Managing macro security Part 3
1.4.6 Changing workbook views Part 1, Topic 6-B
1.4.7 Recording simple macros Part 3
1.4.8 Adding values to workbook properties Part 1, Topic 6-C
1.4.9 Using zoom Part 1, Topic 1-A
1.4.10 Displaying formulas Part 2
1.4.11 Freezing panes Part 1, Topic 6-B
1.4.12 Assigning shortcut keys Part 2
1.4.13 Splitting the window Part 1, Topic 6-B
1.5 Configure worksheets and workbooks to print or
save
1.5.1 Setting a print area Part 1, Topic 5-B
1.5.2 Saving workbooks in alternate file formats Part 1, Topic 1-C; Part 2
1.5.3 Printing individual worksheets Part 1, Topic 5-A
1.5.4 Setting print scaling Part 1, Topic 5-A
1.5.5 Repeating headers and footers Part 1, Topic 5-B
1.5.6 Maintaining backward compatibility Part 1, Topic 1-C
1.5.7 Configuring workbooks to print Part 1, Topics 5-A, 5-B
1.5.8 Saving files to remote locations Part 3
2. Create cells and ranges
2.1 Insert data in cells and ranges
2.1.1 Appending data to worksheets Part 1, Topic 1-D
2.1.2 Finding and replacing data Part 1, Topic 3-B
2.1.3 Copying and pasting data Part 1, Topic 1-D
2.1.4 Using AutoFill tool Part 1, Topics 1-D, 2-C
2.1.5 Expanding data across columns Part 1, Topics 1-D, 2-C
2.1.6 Inserting and deleting cells Part 1, Topic 3-A
2.2 Format cells and ranges
2.2.1 Merging cells Part 1, Topic 4-D
2.2.2 Modifying cell alignment and indentation Part 1, Topic 4-D
2.2.3 Changing font and font styles Part 1, Topic 4-A
Appendix A : Microsoft Office Excel 2013 Exam 77-420 |


2.2.4 Using Format Painter Part 1, Topic 4-B
2.2.5 Wrapping text within cells Part 1, Topic 4-D
2.2.6 Applying Number format Part 1, Topic 4-C
2.2.7 Applying highlighting Part 1, Topic 4-B
2.2.8 Applying cell styles Part 1, Topic 4-E
2.2.9 Changing text to WordArt Part 2
2.3 Order and group cells and ranges
2.3.1 Applying conditional formatting Part 1, Topic 4-F; Part 2;
Part 3
2.3.2 Inserting sparklines Part 3
2.3.3 Transposing columns and rows Part 1, Topic 2-C
2.3.4 Creating named ranges Part 2
2.3.5 Creating outline Part 2
2.3.6 Collapsing groups of data in outlines Part 2
2.3.7 Inserting subtotals Part 2
3. Create tables
3.1 Create a table
3.1.1 Moving between tables and ranges Part 2
3.1.2 Adding and removing cells within tables Part 2
3.1.3 Defining titles Part 2
3.2 Modify a table
3.2.1 Applying styles to tables Part 2
3.2.2 Banding rows and columns Part 2
3.2.3 Inserting total rows Part 2
3.2.4 Removing styles from tables Part 2
3.3 Filter and sort a table
3.3.1 Filtering records Part 2
3.3.2 Sorting data on multiple columns Part 2
3.3.3 Changing sort order Part 2
3.3.4 Removing duplicates Part 2
4. Apply formulas and functions
4.1 Utilize cell ranges and references in formulas and
functions
4.1.1 Utilizing references (relative, mixed, absolute) Part 1, Topics 1-A, 2-C
4.1.2 Defining order of operations Part 1, Topic 2-A
4.1.3 Referencing cell ranges in formulas Part 1, Topics 2-A, 2-B
4.2 Summarize data with functions


4.2.1 Utilizing the SUM function Part 1, Topic 2-B
4.2.2 Utilizing the MIN and MAX functions Part 1, Topic 2-B
4.2.3 Utilizing the COUNT function Part 1, Topic 2-B
4.2.4 Utilizing the AVERAGE function Part 1, Topic 2-B
4.3 Utilize conditional logic in functions
4.3.1 Utilizing the SUMIF function Part 2
4.3.2 Utilizing the AVERAGEIF function Part 2
4.3.3 Utilizing the COUNTIF function Part 2
4.4 Format and modify text with functions
4.4.1 Utilizing the RIGHT, LEFT, and MID functions Part 2
4.4.2 Utilizing the TRIM function Part 2
4.4.3 Utilizing the UPPER and LOWER functions Part 2
4.4.4 Utilizing the CONCATENATE function Part 2
5. Create chart and objects
5.1 Create a chart
5.1.1 Creating charts and graphs Part 2
5.1.2 Adding additional data series Part 2
5.1.3 Switching between rows and columns in source data Part 2
5.1.4 Using Quick Analysis Part 2
5.2 Format a chart
5.2.1 Adding legends Part 2
5.2.2 Resizing charts and graphs Part 2
5.2.3 Modifying chart and graph parameters Part 2
5.2.4 Applying chart layouts and styles Part 2
5.2.5 Positioning charts and graphs Part 2
5.3 Insert and format an object
5.3.1 Inserting text boxes Part 2
5.3.2 Inserting SmartArt Part 2
5.3.3 Inserting images Part 2
5.3.4 Adding borders to objects Part 2
5.3.5 Adding styles and effects to objects Part 2
5.3.6 Changing object colors Part 2
5.3.7 Modifying object properties Part 2
5.3.8 Positioning objects Part 2

B Microsoft Office Excel
2013 Expert Exams 77–
427 and 77-428
Selected Logical Operations courseware addresses Microsoft Office Specialist certification
skills for Microsoft Office 2013. The following table indicates where Excel 2013 skills that
are tested in Exams 77-427 and 77-428 are covered in the Logical Operations Microsoft
Office Excel 2013 series of courses.
1. Manage and Share Workbooks

1.1. Manage Workbook Changes
1.1.1 Tracking changes Part 3
1.1.2 Managing comments Part 3
1.1.3 Identifying errors Part 3
1.1.4 Troubleshooting with tracing Part 3
1.1.5 Displaying all changes Part 3
1.1.6 Retaining all changes Part 3
1.2 Manage Multiple Workbooks
1.2.1 Modifying existing templates Part 1, Topic 4-G
1.2.2 Merging multiple workbooks Part 3
1.2.3 Managing versions of a workbook Part 3
1.2.4 Copying styles from template to template Part 1, Topic 4-E
1.2.5 Copying macros from workbook to workbook Part 3
1.2.6 Linking to external data Part 3
1.3 Prepare a Workbook for Review
1.3.1 Setting tracking options Part 3
1.3.2 Limiting editors Part 3
1.3.3 Opening workspaces Part 1, Topic 6-B
1.3.4 Restricting editing Part 3
1.3.5 Controlling recalculation Part 2

1.3.6 Protecting worksheet structure Part 3
1.3.7 Marking as final Part 3
1.3.8 Removing workbook metadata Part 3
1.3.9 Encrypting workbooks with a password Part 3
2. Apply Custom Formats and Layouts
2.1 Apply Advanced Conditional Formatting and
Filtering
2.1.1 Writing custom conditional formats Part 2; Part 3
2.1.2 Using functions to format cells Part 3
2.1.3 Creating advanced filters Part 2
2.1.4 Managing conditional formatting rules Part 2
2.2 Prepare a Workbook for Internationalization and
Accessibility
2.2.1 Modifying Tab order among workbook elements and Part 3
objects
2.2.2 Displaying data in multiple international formats Part 3
2.2.3 Modifying worksheets for use with accessibility tools Part 3
2.2.4 Utilizing international symbols Part 3
2.2.5 Managing multiple options for +Body and +Heading Part 3
fonts
2.3 Apply Custom Data Formats
2.3.1 Creating custom formats (Number, Time, Date) Part 1, Topic 4-C
2.3.2 Creating custom accounting formats Part 1, Topic 4-C
2.3.3 Using advanced Fill Series options Part 1, Topic 1-D
2.4 Apply Custom Styles and Templates
2.4.1 Creating custom color formats Part 1, Topic 4-E
2.4.2 Creating and modifying cell styles Part 1, Topic 4-E
2.4.3 Creating and modifying custom templates Part 1, Topic 4-G
2.4.4 Creating form fields Part 3
3. Create Advanced Formulas
3.1 Look Up Data with Functions
3.1.1 Utilizing the LOOKUP function Part 3
3.1.2 Utilizing the VLOOKUP function Part 3
3.1.3 Utilizing the HLOOKUP function Part 3
3.1.4 Utilizing the TRANSPOSE function Part 3
3.2 Apply advanced Date and Time Functions
3.2.1 Utilizing the NOW and TODAY functions Part 2
3.2.2 Using functions to serialize dates and times Part 2
Appendix B : Microsoft Office Excel 2013 Expert Exams 77–427 and 77-428 |

3.3 Apply Functions in Formulas
3.3.1 Utilizing the IF function in conjunction with other Part 3
functions
3.3.2 Utilizing AND/OR functions Part 2, Part 3
3.3.3 Utilizing nested functions Part 3
3.3.4 Utilizing SUMIFS, AVERAGEIFS, and COUNTIFS Part 2
functions
3.4 Create Scenarios
3.4.1 Utilizing the watch window Part 3
3.4.2 Consolidating data Part 3
3.4.3 Enabling iterative calculations Part 3
3.4.4 Utilizing What If analysis tools including Goal Seek Part 3
3.4.5 Utilizing the Scenario Manager Part 3
3.4.6 Using financial functions Part 2
4. Create Advanced Charts and Tables
4.1 Create Advanced Chart Elements
4.1.1 Adding trendlines to charts Part 3
4.1.2 Creating dual-axis charts Part 3
4.1.3 Creating custom chart templates Part 3
4.1.4 Viewing chart animations Part 2
4.2 Create and Manage PivotTables
4.2.1 Creating new PivotTables Part 2
4.2.2 Modifying field selections and options Part 2
4.2.3 Creating a slicer Part 2
4.2.4 Grouping records Part 2
4.2.5 Utilizing calculated fields Part 2
4.2.6 Formatting data Part 2
4.2.7 Utilizing PowerPivot Part 3
4.2.8 Managing relationships Part 2
4.3 Create and Manage PivotCharts
4.3.1 Creating new PivotCharts Part 2
4.3.2 Manipulating options in existing PivotCharts Part 2
4.3.3 Applying styles to PivotCharts Part 2
Appendix B : Microsoft Office Excel 2013 Expert Exams 77–427 and 77-428 |
C Microsoft Excel 2013
Common Keyboard
Shortcuts
The follow table lists common keyboard shortcuts you can use in Excel 2013.
Function Shortcut
Switch between worksheet tabs, from left to right Ctrl + PgDn

Switch between worksheet tabs, from right to left Ctrl + PgUp
Select the region around the active cell (requires there to be Ctrl + Shift + *
content in the surrounding cells) or
Ctrl + * (from the
number pad)
Insert the current time Ctrl + Shift + :
Insert the current date Ctrl + ;
Display the Insert dialog box Ctrl + Shift + +
Display the Delete dialog box Ctrl + -
Display the Format Cells dialog box Ctrl + 1
Select the entire worksheet Ctrl + A
Apply or remove bold formatting Ctrl + B
Apply or remove italic formatting Ctrl + I
Copy the selected cells Ctrl + C
Paste copied content Ctrl + V
Display the Find and Replace dialog box Ctrl + F
Display the Insert Hyperlink or Edit Hyperlink dialog box Ctrl + K
Display the Create Table dialog box Ctrl + T
Create a new workbook Ctrl + N
Open a file Ctrl + O
Print a file Ctrl + P
Save the file Ctrl + S
Function Shortcut
Repeat the last command or action, if possible Ctrl + Y or F4 (when
the insertion point is
not in the Formula
Bar)
Undo the last command or action Ctrl + Z
Redo the last undo Ctrl + Y
Enter data in a cell while keeping it the active cell Ctrl + Enter
Select all contiguously populated cells in a column from the Ctrl + Shift + Up
selected cell to the end of the range Arrow
or
Ctrl + Shift + Down
Arrow
Select all contiguously populated cells in a row from the selected Ctrl + Shift + Right
cell to the end of the range Arrow
or
Ctrl + Shift + Left
Arrow
Toggle among relative, absolute, and mixed references when the F4
insertion point is in or next to a cell reference in the Formula Bar
Appendix C : Microsoft Excel 2013 Common Keyboard Shortcuts |

Lesson Labs
Lesson labs are provided for certain lessons as additional learning resources for this course.
Lesson labs are developed for selected lessons within a course in cases when they seem
most instructionally useful as well as technically feasible. In general, labs are supplemental,
optional unguided practice and may or may not be performed as part of the classroom
activities. Your instructor will consider setup requirements, classroom timing, and
instructional needs to determine which labs are appropriate for you to perform, and at what
point during the class. If you do not perform the labs in class, your instructor can tell you if
you can perform them independently as self-study, and if there are any special setup
requirements.
Lesson Lab 1-1

Creating and Saving a Workbook
Activity Time: 10 minutes
Scenario
You're the sales manager for your organization and you've decided to create a
workbook to track your sales reps by quarter. You want to determine who should be
assigned to the most competitive regions and who should receive incentive rewards. As
this year's first quarter sales figures are already in, you will add that data before saving
the workbook.
Additionally, there are a few topics you're interested in learning more about regarding
Excel. You decide to use Excel Help to review an article about one and a web-based
resource on another.
1. Open Excel 2013 and create a new blank workbook.
2. Enter the following text labels and data on the Sheet1 worksheet.
3. Use commands in the Backstage view to save the workbook to the C:\091051Data
\Getting Started with Microsoft Office Excel 2013 folder as my_sales_tracker.xlsx
4. Close the workbook, but leave Excel 2013 open.
5. Use Excel Help to locate the Split command on the ribbon. Search only for Help
resources saved on your computer.
6. Use Excel Help to search for a link to a web-based resource about SmartArt. Make sure
you select a linked resource, and not an article or a video.
7. Close your web browser and close the Excel Help window.
Lesson Labs
Lesson Lab 2-1

Creating and Reusing Formulas and Functions
Data File
C:\091051Data\Performing Calculations\sales_tracker_02.xlsx
Before You Begin

Excel 2013 is open.
Scenario
You have just finished entering the past fiscal year's sales data into your sales tracker workbook.
Now you wish to calculate the yearly total and the quarterly average sales for each of your reps,
along with the overall total and average sales for your department. You decide to use Excel formulas
and functions to do so. Additionally, you want to identify the highest and lowest quarterly sales
figures out of all sales rep sales to get a sense of the range of sales your organization generates.
1. Open the sales_tracker_02.xlsx workbook file.
2. Enter a formula in cell F2 that adds up the quarterly sales figures for Andy.
3. Enter a SUM function in cell F3 to total the quarterly sales figures for Evan.
4. Use the AutoSum feature to total the quarterly sales figures for Sara in cell F4.
5. Copy the function in cell F4 down the range F5:F10.
6. In cell F12, enter a function that calculates the overall sales total for the year.
7. Enter an AVERAGE function in cell G2 to calculate the quarterly sales average for Andy.
8. Copy the function in cell G2 down the range G3:G10.
9. In cell G12, enter a function to calculate the overall average quarterly sales for your entire team.
10. Enter a MAX function in cell B12 that returns the greatest single quarterly sales figure for all of the sales
reps.
11. Enter a MIN function in cell B13 that returns the smallest single quarterly sales figure for all of the sales
reps.
12. In cell B14, use a simple formula to calculate the difference between the greatest and the smallest
quarterly sales figures.
13. Save the workbook to the C:\091051Data\Performing Calculations folder as my_sales_tracker_02.xlsx

and close the workbook.
Lesson Labs
Lesson Lab 3-1

Modifying a Worksheet
Data File
C:\091051Data\Modifying a Worksheet\employee_roster.xlsx
Before You Begin

Excel 2013 is open.
Scenario
You are in charge of maintaining the employee master list for your organization.
Because the previous version of the employee master list was wiped out by a virus on
the company network, you are rebuilding the document from scratch. You have
already entered all of the raw information and are ready to adjust some of the column
widths to accommodate the data. While looking over the worksheet, you realize there
are several data entry errors that you need to correct. Some of the departmental entries
for the Finance department are entered incorrectly, so you decide to use the Replace
command to correct those as needed. You have also mistakenly entered ENF instead
of ENG for all employees in the Engineering department. You realize you'll be able to
correct those all at once. You also decide it would be a good idea to check the spelling
of the entries for the employee position column to ensure that it contains no errors.
In addition to these corrections, you want to temporarily hide all rows containing
employee information for the sales department. All other employees are eligible for an
annual bonus (the sales reps are rewarded through commission payments), and you'd
like to compile a list of only bonus-eligible employees to forward to the payroll
department. Because you'd also like to track all employee bonuses, you decide to add a
new column to the worksheet to accommodate that information.
1. Open the employee_roster.xlsx workbook file.
2. Adjust the width of all columns as needed to accommodate the employee information.
3. Use the Find and Replace dialog box to correct both instances of FIM to FIN in the
Department column one at a time.
4. Correct all instances of ENF to ENG in the Department column simultaneously.
5. Check the spelling of entries in the Position column to verify they are all spelled correctly.
6. Hide rows 104:125.
7. Insert a column between the Pay Scale Code column and the Salary column, and label it
Bonus
8. Save the workbook to the C:\091051Data\Modifying a Worksheet folder as

my_employee_roster.xlsx and close the workbook.
Lesson Labs
Lesson Lab 4-1

Formatting a Worksheet
Data File
C:\091051Data\Formatting a Worksheet\employee_roster_04.xlsx
Before You Begin

Excel 2013 is open.
Scenario
You've built out your employee master list and have asked a colleague in the payroll department to
include bonus information and a calculation of total compensation for all employees. When you get
the workbook back, you realize that your colleague removed all of the number formatting you had
already applied to the various columns. You realize you'll need to reapply the appropriate formatting
to the columns. You'd also like to make the worksheet generally easier to read, so you decide to
apply border and color formatting, format some of the text, apply cell styles to some of the cells,
and realign some of the data.
You've also been asked to keep track of employee bonuses, specifically the largest ones, so you
decide to conditionally format the cells in the Bonus column to highlight the top 20 percent of all
bonuses paid. In addition, as you expect you'll likely need to create similar workbooks in the future,
you decide to create a template from the workbook for future use.
1. Open the employee_roster_04.xlsx workbook file.
2. Reapply the number formatting your colleague removed.

a) Apply the Short Date number format to the cells below the column label in the Start Date column.
b) Format the cells below the column label in the Years with Company column to be displayed as
numbers with only two decimal places showing.
c) Apply the Currency number format to all cells below the column labels in the Bonus, Salary, and
Total Compensation columns.
3. Apply other formatting to the worksheet to make it easier to read.

a) Center the text in column I.
b) Increase the font size to 12 and apply bold text formatting to the employee ID values.
c) Add a light-blue background color to the cells containing employee IDs.
d) Apply the Heading 3 cell style to the column labels.
e) Apply the Input cell style to the values in the Bonus and Salary columns.
f) Apply the Calculation cell style to the values in the Total Compensation column.
g) Add a right border to the cells in column A.
h) Add a border between the Bonus and Salary columns.
4. Apply the Integral theme to the workbook.
5. Conditionally format the cells in the Bonus column to highlight the top 20 percent of bonuses with a
green fill and dark green text.
Lesson Labs
6. Save the workbook to the C:\091051Data\Formatting a Worksheet folder as

my_employee_roster_04.xlsx and leave the workbook open.
7. Save the workbook as a template.

a) Delete all data from columns A:K.
b) Save the workbook to the Templates folder as a template file named
my_employee_roster_04.xltx and then close the workbook.
Note: We have placed a copy of the template file in the solutions

folder for this lesson as a reference. Do not redirect your file to
another folder; save it in the default Custom Office Templates
folder.
8. Close the template file.
Lesson Labs
Lesson Lab 5-1

Printing Workbooks
Data File
C:\091051Data\Printing Workbooks\employee_roster_05.xlsx
Before You Begin

Excel 2013 is open, and you have a printer driver installed.
Scenario
Your supervisor has asked you for printed copies of the employee master list to hand out to
participants at an upcoming management meeting. You print a test copy and realize you will have to
configure the print settings and define the page layout for the worksheet so document recipients can
make sense of the data. Because the workbook will be presented to senior managers, you decide to
add headers and footers to give it a more polished, official appearance.
1. Open the employee_roster_05.xlsx workbook file.
Note: View the print preview for the workbook before configuring the print settings
and defining the page layout to get a sense of what the printed document would
look like if you didn't make the adjustments.
2. Configure the print settings for the worksheet.

a) Ensure the print job is configured to collate the worksheet pages.
b) Change the orientation from portrait to landscape.
c) Scale the document so that all columns print on a single page.
3. Use the Print Titles command to ensure that row 1 prints on every page.
4. Add custom headers and footers to the document.

a) Create a custom header that prints the document title in the center of the first page only, and that
prints the current date in the top-right corner of all pages.
b) Create a custom footer that prints the page number in the bottom-right corner of each page.
5. Use page breaks to force Excel to print a relatively even amount of data on each printed page.
a) Set the workbook view to the Page Break Preview view.
b) Manually drag the first page break up so that it falls between rows 35 and 36.
c) Manually drag the second page break up so that it falls between rows 70 and 71.
6. View the print preview.
7. If you are connected to a printer, print one copy of the document.
8. Save the workbook to the C:\091051Data\Printing Workbooks folder as my_employee_roster_05.xlsx

and then close the workbook.
Lesson Labs
Lesson Lab 6-1

Managing Workbooks
Data Files
C:\091051Data\Managing Workbooks\sales_tracker_fy2012.xlsx
C:\091051Data\Managing Workbooks\sales_tracker_fy2013.xlsx
Before You Begin

Excel 2013 is open.
Scenario
You're looking over the net sales totals for your company for the past fiscal year. One
of your staff members prepared the workbook for you, so you are reviewing the figures
to give final approval. As you review the workbook, you notice the person who
prepared it neglected to apply the proper worksheet tab formatting, has left the
worksheets out of order, and has included two unnecessary worksheets. You decide to
format the tabs and remove the unneeded worksheets. Because you have the
worksheet open, you'd like to compare the annual figures to those from last year so
you can begin preparing your annual report for senior managers. Also, because the
workbook will be stored on a central network share and other users will likely need the
data, you decide to configure the workbook's properties to ensure other users will be
able to easily search for and find the document.
1. Open the sales_tracker_fy2013.xlsx workbook file.
2. Place the worksheets in sequential order by worksheet tab name.
3. Delete the Sheet6 and Sheet7 worksheets.
4. Rename the worksheet tabs.

a) Change the name of worksheet Sheet1 to Q1
b) Change the name of worksheet Sheet2 to Q2
c) Change the name of worksheet Sheet3 to Q3
d) Change the name of worksheet Sheet4 to Q4
e) Change the name of worksheet Sheet5 to FY 2013 Totals
5. Apply color formatting to the worksheet tabs.

a) Group the following sheets together: Q1, Q2, Q3, and Q4.
b) Apply a dark-blue background color to the grouped worksheet tabs.
c) Apply a red background color to the FY 2013 Totals worksheet tab.
6. Save the workbook to the C:\091051Data\Managing Workbooks folder as

my_sales_tracker_fy2013.xlsx
7. Compare the net sales figures for 2012 and 2013.

a) Open the sales_tracker_fy2012.xlsx workbook file.
b) Freeze the top row of the Q1 worksheet in both workbooks.
Lesson Labs
c) View both workbooks side by side to verify that the first quarter sales for 2013 were better than
those for 2012.
d) View the fiscal year totals tabs for both workbooks side by side and verify that overall 2013 sales
were better than 2012.
8. Close all open workbooks without saving, and then close Excel.
Lesson Labs
Glossary
absolute references the File tab. The Backstage view provides

Cell or range references that do not change users with access to file-level commands
when users move or copy a formula from and settings.
one cell to another. Absolute references
always refer to the same cell or range cell
regardless of where formulas or functions A singular object on an Excel worksheet
are copied to. that you can use to input, store, and
manipulate data.
active cell
The currently selected cell into which a cell references
user can directly input data. Alphanumeric values used to identify
particular cells on an Excel worksheet. Cell
application window references consist of a row header and a
The outer-most element of the Excel 2013 column header, which identify the cell at
user interface. The application window the intersection of the row and the
contains the commands used to develop column.
and work with Excel workbooks and it
displays particular information about cell styles
workbook files. Unique sets of formatting options that
users can apply to cells and ranges.
arguments
Elements of Excel functions that define column headers
the values and references the function will Alphabetic labels that appear along the top
use to perform a particular calculation. of an Excel worksheet and are used to
differentiate individual columns.
AutoCorrect feature
Office 2013 feature that automatically Compatibility Checker
corrects common misspellings as users Office 2013 feature that enables users to
enter them. determine which elements of application
files are not compatible with previous
AutoFill feature versions of the applications.
Excel 2013 feature that assists users with
entering strings of sequential or patterned Compatibility mode
data. Feature of Office 2013 applications that
allows users to open and work with files
Backstage view created in previous versions of the
Element of the Excel 2013 application applications. Compatibility mode enables
window that is displayed when users select users to work with older file types in newer
versions of applications and then Excel formulas

subsequently open the files in the older Equations that perform simple or complex
versions of the applications. Not all mathematical computations in Excel
features of newer application versions are worksheets.
compatible with previous versions, though.
fill
conditional formatting A type of worksheet formatting that
Formatting that users can apply to enables users to add colors, patterns, and
worksheet cells or ranges based on gradient shading to the background of a
particular criteria. cell or a range.
context menus Flash Fill

Small, floating menu windows that appear A feature which automatically recognizes
when users right-click particular worksheet patterns across rows as data is entered, and
or workbook objects. Context menus then copies those patterns down a column
provide users with quick access to of entries.
commonly used commands and options
related to the selected object. fonts
Unique collections of alphanumeric and
contextual tabs other characters.
Specialized, temporary ribbon tabs that
display commands for working with a footers
particular type of worksheet content. Small content placeholders that display
additional information or images in certain
Convert option Excel views and on printed pages. Footers
Office 2013 feature that enables users to appear along the bottom of the page.
convert files created in previous versions
of Office applications to the newer file Formula Bar
types. Element of the Excel user interface that
enables users to enter and edit data and
custom views formulas, view cell contents, and quickly
User-defined workbook views that are insert any of Excel's built-in formulas.
specific to a particular worksheet. Custom
views include all of the print and display functions
settings currently applied to a worksheet. Built-in, pre-existing formulas users can
insert into Excel worksheets.
custom workbook properties
User-defined workbook properties that can galleries
help users search for workbook files based Type of Office application menu that
on internal organizational conditions. displays commands and options as
thumbnail previews or icons, which
dialog box launcher provide visual clues as to how the
Downward-facing arrow command button commands or options will affect an Office
that appears in the bottom-right corner of document.
some ribbon groups. These commands
open dialog boxes that provide users with headers
access to complete sets of commands and Small content placeholders that display
options related to the functionality of the additional information or images in certain
particular group's commands. Excel views and on printed pages. Headers
appear along the top of the page.
Glossary
hyperlinks page orientation

Links within a document that, when In Excel, a page layout setting that determines
selected, perform a particular action, such the general, overall layout of each printed page.
as navigating to a different location within the Pages can either print in the portrait
document, opening another document, orientation, where the page is taller than it is
creating a new document, navigating to a web wide, or in the landscape orientation, where the
page, or starting an email message. page is wider than it is tall.
key tips print area

An alternate method of executing Excel Excel feature that allows users to select specific
commands other than keyboard shortcuts and cells and ranges to print from workbooks.
user interface commands. Key tips appear
when the user presses the Alt key and, when Quick Access Toolbar
active, provide the user with single keystroke Component of the Excel 2013 user interface
actions that they can use to navigate the Excel that, by default, is displayed above the left side
user interface and execute commands. of the ribbon. The Quick Access Toolbar
provides users with easy access to commonly
Live Preview used commands.
Excel 2013 feature that enables users to view a
temporary preview of particular formatting range
options before applying the formatting. A contiguous group of cells that typically
contains related data.
Microsoft Excel Help
Excel 2013 feature that provides users with range references
access to information, in a variety of formats, Alphanumeric values used to identify particular
on a number of Excel topics. ranges of data in Excel worksheets. Range
references consist of two cell references,
mini toolbar separated by a colon, that represent cells at the
Small, floating element of the Excel 2013 user top-left and bottom-right in the range.
interface that appears when users right-click
certain worksheet objects. The mini toolbar reference operators
provides users with quick access to commonly Single characters that define how Excel deals
used commands related to the selected object. with particular cell and range references in
calculations performed by formulas and
mixed references functions.
A cell or range reference that includes both
relative and absolute references. region
A group of contiguous, populated cells.
number formats
Formatting options that enable users to control relative references
the display of such values as currency figures, Cell or range references that change when
dates and times, fractions, decimal places, and users move or copy a formula from one cell to
negative numbers. another. Excel uses relative references by
default.
page breaks
Boundaries that divide worksheet pages for ribbon
printing purposes only. Component of the Excel 2013 user interface
that contains all of the most commonly used
page margins commands for creating, modifying, and
Invisible boundaries that define where working with Excel workbooks. The ribbon is
particular content can be displayed on printed divided into a series of tabs that contain
worksheets. functionally related groups of Excel
commands.
Glossary
row headers such as headers and footers, appear.

Numeric labels that appear along the left side Workbook views are meant to configure the
of an Excel worksheet and are used to Excel environment to be easier to work with
differentiate individual rows. for a number of different tasks.
screen tips workbook window

Small pop-up windows that appear when users The inner-most element of the Excel 2013 user
place the mouse pointer over commands and interface. The workbook window displays
some other elements of the Excel user worksheets and their data, and provides users
interface. Screen tips provide information such with access to common navigation features.
as a command's name, a description of what
the command or screen element does, and the worksheet
keyboard shortcut that performs the same An electronic spreadsheet that is used for
function. entering, storing, and analyzing data in Excel.
spreadsheet workspace
A paper or an electronic document, arranged in Excel file that saves a particular configuration
tabular form, that is used to store, manipulate, of how multiple open workbooks are
and analyze data. displayed. The file extension for workspaces
is .xlw.
syntax
The structure necessary to properly express
Excel functions and to define their arguments
tags
Short descriptions, or keywords, that help
identify the kind of content users will find
within a particular file.
themes
Collections of formatting options that users
can apply to an entire workbook, as opposed
to a particular cell or range.
workbook
An Excel file that serves as a container to store
related Excel worksheets.
workbook properties
Individual elements of information about
workbook files that helps users search for and
identify particular workbook files. Workbook
properties can provide information such as
who created a file, when a file was created or
last modified, and whether or not a file has
been reviewed and approved.
workbook views
Specific configurations that affect the way
Excel displays an open workbook. Workbook
views can affect the placement and layout of
worksheets and the Excel user interface, and
can affect whether or not particular elements,
Glossary
Index
A Compatibility mode 26
conditional formatting 143–145
absolute references 74
context menus 20
active cell 11
contextual tabs 164
Add View dialog box 185
Convert option 27
alignment options 127, 128
COUNT function 64
application window 17
custom views
arguments 58
Add View dialog box 185
Arguments tooltip 67
described 184
Arrange All command 187
Arrange Windows dialog box 188
AutoComplete feature 66 D
AutoCorrect feature 98 data
AutoFill feature 34, 35, 76 entry 11
AutoFit feature 86 types 31, 32
AutoSum feature 63 deleting
AVERAGE function 64 content 84
worksheets 176
B dialog box launcher 17
Document panel 194
background options 118
Backstage view 8, 23, 193
border options 113–115 E
Edit mode 13, 14
C Enter mode 13
errors 37, 38
cell references 4
extensions
cells
displaying 24
defined 3
formatting 106, 107
highlighting 144 F
merging 130 file
modes 13 extensions 24
cell styles 133 formats 24
colors 108, 139 fill options 115, 116
column headers 4 Find command 89
Compatibility Checker 27
Flash Fill 36 L
fonts 104, 105
Live Preview 105
footers 162, 165
Format Painter 117
formatting M
cells 106, 107 manual line breaks 129
conditional 143–145 margins 161
Formula Bar mathematical operators 53
described 6 MAX function 64
elements 50, 51 merging
formulas cells 130
AutoFill 76 styles 135
defined 50 MIN function 64
elements of 51–53 mini toolbar 20
Freeze Panes command 186, 187 mixed references 75
Full Screen view 184 mode
functionality 2 Compatibility 26
Function Arguments dialog box 61 Edit 13, 14
Function Library group 59, 61 Enter 13
functions Ready 13
basic syntax 64 sticky 117
commonly used 63, 64 mouse navigation 9
defined 58
N
G
Name Box 6, 51
galleries 134 navigation 9, 10
Go To Special feature 92 New tab 23
graphical cell/range references 62 New Window command 190
grouped worksheets 174 Normal view 181
number formats 122–124
H
headers 162, 165 O
height adjustments 85 order of operations 54
Help system 43
Hide/Unhide command 86
hiding worksheets 177
P
highlighting cells 144 page
hyperlinks 108, 109 breaks 168
orientation 129, 130, 160
Page Break Preview view 183
I
Page Layout view 182
indent commands 128 Page Setup options 159, 160
inserting paste options 70, 71, 119
content 84 Paste Special command 72
worksheets 176 PEMDAS 54
print area 166
K printing 154, 155
Print Preview 156, 157
keyboard navigation 10
Print Titles command 167
key tips 19
properties
Index
workbook 193 user interface 5

Properties dialog box 195
V
Q view/zoom controls 6
Quick Access Toolbar 6, 19 views, custom 184
View Side by Side command 189
R
range references 4 W
ranges watermarks 163
defined 3 width adjustments 85
Ready mode 13 window commands 8
reference operators 54 workbook
regions properties 193, 196
defined 4 views 181
relative references 73 workbooks
Replace command 91 defined 3
repositioning worksheets 175, 176 workbook window 9
Research task pane 98 worksheets
ribbon defined 3
elements 18 references 77
tabs 18 workspaces 191
Ribbon Display Options button 8
row heads 4 X
XLSX file format 24
S
screen tips 19
spelling check feature 96, 97
Split command 185
spreadsheets, defined 3
status bar 6
sticky mode 117
Style dialog box 134
SUM function 64, 65
Switch Windows command 190
syntax 64
T
tab formatting 174
tags 193
templates 148
text wrapping 129
themes
custom 141
described 138
title bar 6
U
unhiding worksheets 177
Index
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STUDENT MANUAL

Author Media Designer Content Editor

Tim Barnosky Alex Tong Catherine M. Albano

Lesson 1: Getting Started with Microsoft Office Excel

Lesson 2: Performing Calculations................................ 49

Lesson 3: Modifying a Worksheet..................................83

Lesson 4: Formatting a Worksheet...................................... 103

Lesson 5: Printing Workbooks.............................................153

Lesson 6: Managing Workbooks..........................................173

Appendix A: Microsoft Office Excel 2013 Exam 77-420...................... 203

Appendix B: Microsoft Office Excel 2013 Expert Exams 77–427 and

Appendix C: Microsoft Excel 2013 Common Keyboard Shortcuts........ 211

The breadth of business, educational, and organizational information in existence today is

• Introduction to Personal Computers Using Microsoft Windows 8.1

The LogicalCHOICE Home Screen

| About This Course |

How to Use This Book

A Note provides additional information, guidance, or hints about a topic or task.

| About This Course |

Microsoft Office Excel 2013

Figure 1-1: Microsoft Office Excel 2013.

Lesson 1: Getting Started with Microsoft Office Excel 2013 | Topic A

Spreadsheets, Worksheets, and Workbooks

Cells and Ranges

Lesson 1: Getting Started with Microsoft Office Excel 2013 | Topic A

Figure 1-3: Cells and a range on an Excel worksheet.

Cell and Range References

Lesson 1: Getting Started with Microsoft Office Excel 2013 | Topic A

Lesson 1: Getting Started with Microsoft Office Excel 2013 | Topic A

Excel UI Element Description

Title bar Displays the workbook file name.

Lesson 1: Getting Started with Microsoft Office Excel 2013 | Topic A

Excel UI Element Description

Lesson 1: Getting Started with Microsoft Office Excel 2013 | Topic A

Excel Window Commands

Command Enables You To

The Backstage View

Lesson 1: Getting Started with Microsoft Office Excel 2013 | Topic A

Figure 1-8: The Excel 2013 Backstage view.

Backstage View Element Description

Lesson 1: Getting Started with Microsoft Office Excel 2013 | Topic A

Navigation Option Mouse Command

Select a particular cell. Select the desired cell.

Navigation Option Keyboard Command

Lesson 1: Getting Started with Microsoft Office Excel 2013 | Topic A

Navigation Option Keyboard Command

Basic Data Entry

Lesson 1: Getting Started with Microsoft Office Excel 2013 | Topic A

Lesson 1: Getting Started with Microsoft Office Excel 2013 | Topic A

Data Entry Method Description

The following table describes each of the three cell modes.

Cell Mode Description

Lesson 1: Getting Started with Microsoft Office Excel 2013 | Topic A

Cell Mode Description

Lesson 1: Getting Started with Microsoft Office Excel 2013 | Topic A

Before You Begin

2. Pin the Excel icon to the taskbar for easier access.

Lesson 1: Getting Started with Microsoft Office Excel 2013 | Topic A