Getting Started with Excel 2010

This chapter teaches you how to start an excel 2010 application

in simple steps. Assuming you have Microsoft Office 2010
installed in your PC, start the excel application following the
below mentioned steps in your PC.

Step 1 − Click on the Start button.

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

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

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

Explore Window in Excel 2010

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

Quick Access Toolbar

You will find this toolbar just above the File tab and its purpose is
to provide a convenient resting place for the Excel's most
frequently used commands. You can customize this toolbar based
on your comfort.

Ribbon
Ribbon contains commands organized in three components −

• Tabs − They appear across the top of the Ribbon and

contain groups of related commands. Home, Insert, Page
Layout are the examples of ribbon tabs.
• Groups − They organize related commands; each group
name appears below the group on the Ribbon. For example,
group of commands related to fonts or group of commands
related to alignment etc.
• Commands − Commands appear within each group as
mentioned above.

Title Bar
This lies in the middle and at the top of the window. Title bar
shows the program and the sheet titles.

Help
The Help Icon can be used to get excel related help anytime you
like. This provides nice tutorial on various subjects related to
excel.

Zoom Control
Zoom control lets you zoom in for a closer look at your text. The
zoom control consists of a slider that you can slide left or right to
zoom in or out. The + buttons can be clicked to increase or
decrease the zoom factor.

View Buttons
The group of three buttons located to the left of the Zoom
control, near the bottom of the screen, lets you switch among
excel's various sheet views.

• Normal Layout view − This displays the page in normal view.

 • Page Layout view − This displays pages exactly as they will
appear when printed. This gives a full screen look of the
document.
• Page Break view − This shows a preview of where pages will
break when printed.

Sheet Area
The area where you enter data. The flashing vertical bar is called
the insertion point and it represents the location where text will
appear when you type.

Row Bar
Rows are numbered from 1 onwards and keeps on increasing as
you keep entering data. Maximum limit is 1,048,576 rows.

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

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

Dialog Box Launcher

This appears as a very small arrow in the lower-right corner of
many groups on the Ribbon. Clicking this button opens a dialog
box or task pane that provides more options about the group.
 BackStage View in Excel 2010
The Backstage view has been introduced in Excel 2010 and acts as
the central place for managing your sheets. The backstage view
helps in creating new sheets, saving and opening sheets, printing
and sharing sheets, and so on.

Getting to the Backstage View is easy. Just click the File

tab located in the upper-left corner of the Excel Ribbon. If you
already do not have any opened sheet then you will see a window
listing down all the recently opened sheets as follows −

If you already have an opened sheet then it will display a window

showing the details about the opened sheet as shown below.
Backstage view shows three columns when you select most of the
available options in the first column.
First column of the backstage view will have the following options
−

S.No. Option & Description

Save
1 If an existing sheet is opened, it would be saved as is, otherwise it will display a
dialogue box asking for the sheet name.

Save As
2 A dialogue box will be displayed asking for sheet name and sheet type. By default,
it will save in sheet 2010 format with extension .xlsx.

Open
3
This option is used to open an existing excel sheet.

Close
4
This option is used to close an opened sheet.

Info
5
This option displays the information about the opened sheet.

Recent
6
This option lists down all the recently opened sheets.
 New
7
This option is used to open a new sheet.

Print
8
This option is used to print an opened sheet.

Save & Send

9 This option saves an opened sheet and displays options to send the sheet using
email etc.

Help
10
You can use this option to get the required help about excel 2010.

Options
11
Use this option to set various option related to excel 2010.

Exit
12
Use this option to close the sheet and exit.

Sheet Information
When you click Info option available in the first column, it displays
the following information in the second column of the backstage
view −

• Compatibility Mode − If the sheet is not a native excel

2007/2010 sheet, a Convert button appears here, enabling
you to easily update its format. Otherwise, this category
does not appear.
• Permissions − You can use this option to protect the excel
sheet. You can set a password so that nobody can open your
sheet, or you can lock the sheet so that nobody can edit
your sheet.
• Prepare for Sharing − This section highlights important
information you should know about your sheet before you
send it to others, such as a record of the edits you made as
you developed the sheet.
• Versions − If the sheet has been saved several times, you
may be able to access previous versions of it from this
section.

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

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

Exit Backstage View

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

Entering Values in Excel 2010

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

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

• Press Tab to go to next column.

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

Move Around in Excel 2010

Excel provides a number of ways to move around a sheet using
the mouse and the keyboard.

First of all, let us create some sample text before we proceed.

Open a new excel sheet and type any data. We've shown a
sample data in the screenshot.

OrderDate Region Rep Item Units Unit Cost Total

1/6/2010 East Jones Pencil 95 1.99 189.05

1/23/2010 Central Kivell Binder 50 19.99 999.5

2/9/2010 Central Jardine Pencil 36 4.99 179.64

2/26/2010 Central Gill Pen 27 19.99 539.73

3/15/2010 West Sorvino Pencil 56 2.99 167.44

4/1/2010 East Jones Binder 60 4.99 299.4

4/18/2010 Central Andrews Pencil 75 1.99 149.25

5/5/2010 Central Jardine Pencil 90 4.99 449.1

5/22/2010 West Thompson Pencil 32 1.99 63.68

6/8/2010 East Jones Binder 60 8.99 539.4

6/25/2010 Central Morgan Pencil 90 4.99 449.1

7/12/2010 East Howard Binder 29 1.99 57.71

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

8/15/2010 East Jones Pencil 35 4.99 174.65

Moving with Mouse
You can easily move the insertion point by clicking in your text
anywhere on the screen. Sometime if the sheet is big then you
cannot see a place where you want to move. In such situations,
you would have to use the scroll bars, as shown in the following
screen shot −
You can scroll your sheet by rolling your mouse wheel, which is
equivalent to clicking the up-arrow or down-arrow buttons in the
scroll bar.

Moving with Scroll Bars

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

• Move upward by one line by clicking the upward-pointing

scroll arrow.
• Move downward by one line by clicking the downward-
pointing scroll arrow.
• Move one next page, using next page button (footnote).
 • Move one previous page, using previous page button
(footnote).
• Use Browse Object button to move through the sheet, going
from one chosen object to the next.

Moving with Keyboard

The following keyboard commands, used for moving around your
sheet, also move the insertion point −

Keystroke Where the Insertion Point Moves

Forward one box

Back one box

Up one box

Down one box

PageUp To the previous screen

PageDown To the next screen

Home To the beginning of the current screen

End To the end of the current screen

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

Key Combination Where the Insertion Point Moves

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

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

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

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

Ctrl + PageUp To the sheet in the left of the current sheet.

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

Ctrl + Home To the beginning of the sheet.

Ctrl + End To the end of the sheet.

Moving with Go To Command

Press F5 key to use Go To command, which will display a dialogue
box where you will find various options to reach to a particular
box.

Normally, we use row and column number, for example K5 and

finally press Go To button.

Save Workbook in Excel 2010

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

Step 1 − Click the File tab and select Save As option.

Step 2 − Select a folder where you would like to save the sheet,
Enter file name, which you want to give to your sheet and Select
a Save as type, by default it is .xlsx format.
Step 3 − Finally, click on Save button and your sheet will be saved
with the entered name in the selected folder.

Saving New Changes

There may be a situation when you open an existing sheet and
edit it partially or completely, or even you would like to save the
changes in between editing of the sheet. If you want to save this
sheet with the same name, then you can use either of the
following simple options −

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

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

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

Create Worksheet in Excel 2010

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

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

Copy Worksheet in Excel 2010

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

OrderDate Region Rep Item Units Unit Cost Total

1/6/2010 East Jones Pencil 95 1.99 189.05

1/23/2010 Central Kivell Binder 50 19.99 999.5

2/9/2010 Central Jardine Pencil 36 4.99 179.64

2/26/2010 Central Gill Pen 27 19.99 539.73

3/15/2010 West Sorvino Pencil 56 2.99 167.44

4/1/2010 East Jones Binder 60 4.99 299.4

4/18/2010 Central Andrews Pencil 75 1.99 149.25

5/5/2010 Central Jardine Pencil 90 4.99 449.1

5/22/2010 West Thompson Pencil 32 1.99 63.68

6/8/2010 East Jones Binder 60 8.99 539.4

6/25/2010 Central Morgan Pencil 90 4.99 449.1

7/12/2010 East Howard Binder 29 1.99 57.71

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

8/15/2010 East Jones Pencil 35 4.99 174.65

Here are the steps to copy an entire worksheet.

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

Press the Ok Button.

Now you should have your copied sheet as shown below.

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

Hiding Worksheet in Excel 2010

Hiding Worksheet
Here is the step to hide a worksheet.

Step − Right Click the Sheet Name and select the Hide option.
Sheet will get hidden.
Unhiding Worksheet
Here are the steps to unhide a worksheet.

Step 1 − Right Click on any Sheet Name and select

the Unhide... option.
Step 2 − Select Sheet Name to unhide in Unhide dialog to unhide
the sheet.

Press the Ok Button.

Now you will have your hidden sheet back.

Delete Worksheet in Excel 2010

Delete Worksheet
Here is the step to delete a worksheet.

Step − Right Click the Sheet Name and select the Delete option.
Sheet will get deleted if it is empty, otherwise you'll see a
confirmation message.
Press the Delete Button.

Now your worksheet will get deleted.

Close Workbook in Excel 2010

Close Workbook
Here are the steps to close a workbook.

Step 1 − Click the Close Button as shown below.

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

Now your worksheet will get closed.

Open Workbook in Excel 2010

Let us see how to open workbook from excel in the below
mentioned steps.

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

There are two more columns Recent workbooks and Recent

places, where you can see the recently opened workbooks and
the recent places from where workbooks are opened.
Step 2 − Clicking the Open Option will open the browse dialog as
shown below. Browse the directory and find the file you need to
open.
Step 3 − Once you select the workbook your workbook will be
opened as below −

Context Help in Excel 2010

MS Excel provides context sensitive help on mouse over. To see
context sensitive help for a particular Menu option, hover the
mouse over the option for some time. Then you can see the
context sensitive Help as shown below.
Getting More Help
For getting more help with MS Excel from Microsoft you can
press F1 or by File → Help → Support → Microsoft Office Help.
 Insert Data in Excel 2010
In MS Excel, there are 1048576*16384 cells. MS Excel cell can
have Text, Numeric value or formulas. An MS Excel cell can have
maximum of 32000 characters.

Inserting Data
For inserting data in MS Excel, just activate the cell type text or
number and press enter or Navigation keys.
Inserting Formula
For inserting formula in MS Excel go to the formula bar, enter the
formula and then press enter or navigation key. See the screen-
shot below to understand it.
Modifying Cell Content
For modifying the cell content just activate the cell, enter a new
value and then press enter or navigation key to see the changes.
See the screen-shot below to understand it.
 Select Data in Excel 2010
MS Excel provides various ways of selecting data in the sheet. Let
us see those ways.

Select with Mouse

Drag the mouse over the data you want to select. It will select
those cells as shown below.
Select with Special
If you want to select specific region, select any cell in that region.
Pressing F5 will show the below dialogue box.
Click on Special button to see the below dialogue box.
Select current region from the radio buttons. Click on ok to see the
current region selected.
As you can see in the below screen, the data is selected for the
current region.
 Delete Data in Excel 2010
MS Excel provides various ways of deleting data in the sheet. Let
us see those ways.

Delete with Mouse

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

Delete with Delete Key

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

Selective Delete for Rows

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

Step 1 − Select the data you want to Move. Right Click and Select
the cut option.
Step 2 − Select the first cell where you want to move the data.
Right click on it and paste the data. You can see the data is moved
now.
 Rows & Columns in Excel 2010
Row and Column Basics
MS Excel is in tabular format consisting of rows and columns.

• Row runs horizontally while Column runs vertically.

• Each row is identified by row number, which runs vertically
at the left side of the sheet.
• Each column is identified by column header, which runs
horizontally at the top of the sheet.

For MS Excel 2010, Row numbers ranges from 1 to 1048576; in

total 1048576 rows, and Columns ranges from A to XFD; in
total 16384 columns.

Navigation with Rows and Columns

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

• You can go to the last row by clicking Control + Down

Navigation arrow.
• You can go to the last column by clicking Control + Right
Navigation arrow.
Cell Introduction
The intersection of rows and columns is called cell.

Cell is identified with Combination of column header and row number.

For example − A1, A2.

 Copy & Paste in Excel 2010
MS Excel provides copy paste option in different ways. The simplest
method of copy paste is as below.

Copy Paste
• To copy and paste, just select the cells you want to copy.
Choose copy option after right click or press Control + C.
• Select the cell where you need to paste this copied content.
Right click and select paste option or press Control + V.
In this case, MS Excel will copy everything such as values,
formulas, Formats, Comments and validation. MS Excel will
overwrite the content with paste. If you want to undo this,
press Control + Z from the keyboard.

Copy Paste using Office Clipboard

When you copy data in MS Excel, it puts the copied content in
Windows and Office Clipboard. You can view the clipboard content
by Home → Clipboard. View the clipboard content. Select the cell
where you need to paste. Click on paste, to paste the content.
Copy Paste in Special way
You may not want to copy everything in some cases. For
example, you want to copy only Values or you want to copy only
the formatting of cells. Select the paste special option as shown
below.
Below are the various options available in paste special.

• All − Pastes the cell’s contents, formats, and data validation

from the Windows Clipboard.
• Formulas − Pastes formulas, but not formatting.
• Values − Pastes only values not the formulas.
• Formats − Pastes only the formatting of the source range.
• Comments − Pastes the comments with the respective cells.
• Validation − Pastes validation applied in the cells.
• All using source theme − Pastes formulas, and all formatting.
• All except borders − Pastes everything except borders that
appear in the source range.
• Column Width − Pastes formulas, and also duplicates the
column width of the copied cells.
• Formulas & Number Formats − Pastes formulas and number
formatting only.
• Values & Number Formats − Pastes the results of formulas,
plus the number.
• Merge Conditional Formatting − This icon is displayed only
when the copied cells contain conditional formatting. When
 clicked, it merges the copied conditional formatting with any
conditional formatting in the destination range.
• Transpose − Changes the orientation of the copied range.
Rows become columns, and columns become rows. Any
formulas in the copied range are adjusted so that they work
properly when transposed.

Find & Replace in Excel 2010

MS Excel provides Find & Replace option for finding text within the
sheet.

Find and Replace Dialogue

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

To access the Find & Replace, Choose Home → Find & Select →
Find or press Control + F Key. See the image below.
You can see the Find and Replace dialogue as below.
You can replace the found text with the new text in the Replace
tab.

Exploring Options
Now, let us see the various options available under the Find
dialogue.

• Within − Specifying the search should be in Sheet or

workbook.
• Search By − Specifying the internal search method by rows
or by columns.
• Look In − If you want to find text in formula as well, then
select this option.
• Match Case − If you want to match the case like lower case
or upper case of words, then check this option.
• Match Entire Cell Content − If you want the exact match of the
word with cell, then check this option.
 Spell Check in Excel 2010
MS Excel provides a feature of Word Processing program
called Spelling check. We can get rid of the spelling mistakes with
the help of spelling check feature.

Spell Check Basis

Let us see how to access the spell check.

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

press F7.
• To check the spelling in just a particular range, select the
range before you activate the spell checker.
• If the spell checker finds any words it does not recognize as
correct, it displays the Spelling dialogue with suggested
options.
Exploring Options
Let us see the various options available in spell check dialogue.

• Ignore Once − Ignores the word and continues the spell

check.
• Ignore All − Ignores the word and all subsequent
occurrences of it.
• Add to Dictionary − Adds the word to the dictionary.
• Change − Changes the word to the selected word in the
Suggestions list.
• Change All − Changes the word to the selected word in the
Suggestions list and changes all subsequent occurrences of
it without asking.
• AutoCorrect − Adds the misspelled word and its correct
spelling (which you select from the list) to the AutoCorrect
list.

Zoom In/Out in Excel 2010

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

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

Zoom In
You can zoom in the workbook by moving the slider to the right.
It will change the only view of the workbook. You can have
maximum of 400% zoom in. See the below screen-shot.
Zoom Out
You can zoom out the workbook by moving the slider to the left.
It will change the only view of the workbook. You can have
maximum of 10% zoom in. See the below screen-shot.
 Special Symbols in Excel 2010
If you want to insert some symbols or special characters that are
not found on the keyboard in that case you need to use
the Symbols option.

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

Select the symbol you want to add and click insert to use the
symbol.
Using Special Characters
Go to Insert » Symbols » Special Characters to view the available
special characters. You can see many special characters available
there like Copyright, Registered etc.

Select the special character you want to add and click insert, to
use the special character.
 Insert Comments in Excel 2010
Adding Comment to Cell
Adding comment to cell helps in understanding the purpose of
cell, what input it should have, etc. It helps in proper
documentation.

To add comment to a cell, select the cell and perform any of the
actions mentioned below.

• Choose Review » Comments » New Comment.

• Right-click the cell and choose Insert Comment from
available options.
• Press Shift+F2.

Initially, a comment consists of Computer's user name. You have

to modify it with text for the cell comment.
Modifying Comment
You can modify the comment you have entered before as
mentioned below.

• Select the cell on which the comment appears.

• Right-click the cell and choose the Edit Comment from the
available options.
• Modify the comment.
Formatting Comment
Various formatting options are available for comments. For
formatting a comment, Right click on cell » Edit comment » Select
comment » Right click on it » Format comment. With formatting of
comment you can change the color, font, size, etc of the
comment.
 Add Text Box in Excel 2010
Text Boxes
Text boxes are special graphic objects that combine the text with
a rectangular graphic object. Text boxes and cell comments are
similar in displaying the text in rectangular box. But text boxes
are always visible, while cell comments become visible after
selecting the cell.

Adding Text Boxes

To add a text box, perform the below actions.

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

Initially, the comment consists of Computer's user name. You

have to modify it with text for the cell comment.
Formatting Text Box
After you have added the text box, you can format it by changing
the font, font size, font style, and alignment, etc. Let us see some
of the important options of formatting a text box.

• Fill − Specifies the filling of text box like No fill, solid fill.
Also specifying the transparency of text box fill.
• Line Colour − Specifies the line colour and transparency of
the line.
• Line Style − Specifies the line style and width.
• Size − Specifies the size of the text box.
• Properties − Specifies some properties of the text box.
• Text Box − Specifies text box layout, Auto-fit option and
internal margins.
 Undo Changes in Excel 2010
Undo Changes
You can reverse almost every action in Excel by using the Undo
command. We can undo changes in following two ways.

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

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

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

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

• Press Control + Y.
 Setting Cell Type in Excel 2010
Formatting Cell
MS Excel Cell can hold different types of data like Numbers,
Currency, Dates, etc. You can set the cell type in various ways as
shown below −

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

• Click on the Ribbon from the ribbon.
Various Cell Formats
Below are the various cell formats.

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

• Number − This displays cell as number with separator.
• Currency − This displays cell as currency i.e. with currency
sign.
• Accounting − Similar to Currency, used for accounting
purpose.
• Date − Various date formats are available under this like 17-
09-2013, 17th-Sep-2013, etc.
• Time − Various Time formats are available under this, like
1.30PM, 13.30, etc.
• Percentage − This displays cell as percentage with decimal
places like 50.00%.
• Fraction − This displays cell as fraction like 1/4, 1/2 etc.
• Scientific − This displays cell as exponential like 5.6E+01.
• Text − This displays cell as normal text.
• Special − Special formats of cell like Zip code, Phone
Number.
• Custom − You can use custom format by using this.

Setting Fonts in Excel 2010

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

Setting Font from Home

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

Setting Font From Format Cell Dialogue

• Right click on cell » Format cells » Font Tab
• Press Control + 1 or Shift + Control + F
 Text Decoration in Excel 2010
You can change the text decoration of the cell to change its look
and feel.

Text Decoration
Various options are available in Home tab of the ribbon as
mentioned below.

• Bold − It makes the text in bold by choosing Home » Font

Group » Click B or Press Control + B.
• Italic − It makes the text italic by choosing Home » Font
Group » Click I or Press Control + I.
• Underline − It makes the text to be underlined by
choosing Home » Font Group » Click U or Press Control + U.
• Double Underline − It makes the text highlighted as double
underlined by choose Home » Font Group » Click arrow near U »
Select Double Underline.
More Text Decoration Options
There are more options available for text decoration in Formatting
cells » Font Tab »Effects cells as mentioned below.

• Strike-through − It strikes the text in the center vertically.

• Super Script − It makes the content to appear as a super
script.
• Sub Script − It makes content to appear as a sub script.
 Rotate Cells in Excel 2010
You can rotate the cell by any degree to change the orientation of
the cell.

Rotating Cell from Home Tab

Click on the orientation in the Home tab. Choose options available
like Angle CounterClockwise, Angle Clockwise, etc.
Rotating Cell from Formatting Cell
Right Click on the cell. Choose Format cells » Alignment » Set the
degree for rotation.
 Setting Colors in Excel 2010
You can change the background color of the cell or text color.

Changing Background Color

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

Text Alignments in Excel 2010

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

Change Alignment from Home Tab

You can change the Horizontal and vertical alignment of the cell.
By default, Excel aligns numbers to the right and text to the left.
Click on the available option in the Alignment group in Home tab
to change alignment.
Change Alignment from Format Cells
Right click on the cell and choose format cell. In format cells
dialogue, choose Alignment Tab. Select the available options from
the Vertical alignment and Horizontal alignment options.
Exploring Alignment Options
1. Horizontal Alignment − You can set horizontal alignment to Left,
Centre, Right, etc.

• Left − Aligns the cell contents to the left side of the cell.
• Center − Centers the cell contents in the cell.
• Right − Aligns the cell contents to the right side of the cell.
• Fill − Repeats the contents of the cell until the cell’s width is
filled.
• Justify − Justifies the text to the left and right of the cell.
This option is applicable only if the cell is formatted as
wrapped text and uses more than one line.

2. Vertical Alignment − You can set Vertical alignment to top,

Middle, bottom, etc.

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

• Center Centers the cell contents vertically in the cell.
• Bottom Aligns the cell contents to the bottom of the cell.
• Justify Justifies the text vertically in the cell; this option is
applicable only if the cell is formatted as wrapped text and
uses more than one line.

Merge & Wrap in Excel 2010

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

You can merge cells by various ways as mentioned below.

• Choose Merge & Center control on the Ribbon, which is

simpler. To merge cells, select the cells that you want to
merge and then click the Merge & Center button.
 • Choose Alignment tab of the Format Cells dialogue box to
merge the cells.

Additional Options
The Home » Alignment group » Merge & Center control contains a
drop-down list with these additional options −

• Merge Across − When a multi-row range is selected, this

command creates multiple merged cells — one for each row.
• Merge Cells − Merges the selected cells without applying the
Center attribute.
• Unmerge Cells − Unmerges the selected cells.

Wrap Text and Shrink to Fit

If the text is too wide to fit the column width but don’t want that
text to spill over into adjacent cells, you can use either the Wrap
Text option or the Shrink to Fit option to accommodate that text.

Borders and Shades in Excel 2010

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

Apply Shading
You can add shading to the cell from the Home tab » Font Group »
Select the Color.

Apply Formatting in Excel 2010

Formatting Cells
In MS Excel, you can apply formatting to the cell or range of cells
by Right Click » Format cells » Select the tab. Various tabs are
available as shown below
Alternative to Placing Background
• Number − You can set the Format of the cell depending on
the cell content. Find tutorial on this at MS Excel - Setting
Cell Type.
• Alignment − You can set the alignment of text on this tab.
Find tutorial on this at MS Excel - Text Alignments.
• Font − You can set the Font of text on this tab.Find tutorial
on this at MS Excel - Setting Fonts.
• Border − You can set border of cell with this tab.Find tutorial
on this at MS Excel - Borders and Shades.
• Fill − You can set fill of cell with this tab. Find tutorial on
this at MS Excel - Borders and Shades.
• Protection − You can set cell protection option with this tab.

Sheet Options in Excel 2010

Sheet Options
MS Excel provides various sheet options for printing purpose like
generally cell gridlines aren’t printed. If you want your printout to
include the gridlines, Choose Page Layout » Sheet Options group »
Gridlines » Check Print.

Options in Sheet Options Dialogue

• Print Area − You can set the print area with this option.
• Print Titles − You can set titles to appear at the top for rows
and at the left for columns.
• Print −
o Gridlines − Gridlines to appear while printing
worksheet.
o Black & White − Select this check box to have your
color printer print the chart in black and white.
o Draft quality − Select this check box to print the chart
using your printer’s draft-quality setting.
o Rows & Column Heading − Select this check box to have
rows and column heading to print.
• Page Order −
o Down, then Over − It prints the down pages first and
then the right pages.
 o Over, then Down − It prints right pages first and then
comes to print the down pages.

Adjust Margins in Excel 2010

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

You can set margins by various ways as explained below.

• Choose Page Layout » Page Setup » Margins drop-down list,

you can select Normal, Wide, Narrow, or the custom Setting.

• These options are also available when you choose File » Print.
If none of these settings does the job, choose Custom Margins to
display the Margins tab of the Page Setup dialog box, as shown
below.
Center on Page
By default, Excel aligns the printed page at the top and left
margins. If you want the output to be centered vertically or
horizontally, select the appropriate check box in the Center on
Page section of the Margins tab as shown in the above
screenshot.

Page Orientation in Excel 2010

Page Orientation
Page orientation refers to how output is printed on the page. If
you change the orientation, the onscreen page breaks adjust
automatically to accommodate the new paper orientation.

Types of Page Orientation

• Portrait − Portrait to print tall pages (the default).
• Landscape − Landscape to print wide pages. Landscape
orientation is useful when you have a wide range that
doesn’t fit on a vertically oriented page.

Changing Page Orientation

• Choose Page Layout » Page Setup » Orientation » Portrait or
Landscape.
 • Choose File » Print.

Header and Footer in Excel 2010

Header and Footer
A header is the information that appears at the top of each
printed page and a footer is the information that appears at the
bottom of each printed page. By default, new workbooks do not
have headers or footers.

Adding Header and Footer

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

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

• &[Page] − Displays the page number.

• &[Pages] − Displays the total number of pages to be printed.
• &[Date] − Displays the current date.
• &[Time] − Displays the current time.
• &[Path]&[File] − Displays the workbook’s complete path and
filename.
• &[File] − Displays the workbook name.
• &[Tab] − Displays the sheet’s name.

Other Header and Footer Options

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

• Different First Page − Check this to specify a different header

or footer for the first printed page.
• Different Odd & Even Pages − Check this to specify a different
header or footer for odd and even pages.
• Scale with Document − If checked, the font size in the header
and footer will be sized. Accordingly if the document is
scaled when printed. This option is enabled, by default.
• Align with Page Margins − If checked, the left header and
footer will be aligned with the left margin, and the right
header and footer will be aligned with the right margin. This
option is enabled, by default.

Insert Page Break in Excel 2010

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

MS Excel handles page breaks automatically, but sometimes you

may want to force a page break either a vertical or a horizontal one.
so that the report prints the way you want.

For example, if your worksheet consists of several distinct

sections, you may want to print each section on a separate sheet
of paper.

Inserting Page Breaks

Insert Horizontal Page Break − For example, if you want row 14 to
be the first row of a new page, select cell A14. Then choose Page
Layout » Page Setup Group » Breaks» Insert Page Break.
Insert vertical Page break − In this case, make sure to place the
pointer in row 1. Choose Page Layout » Page Setup » Breaks » Insert
Page Break to create the page break.

Removing Page Breaks

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

Set Background in Excel 2010

Background Image
Unfortunately, you cannot have a background image on your
printouts. You may have noticed the Page Layout » Page Setup »
Background command. This button displays a dialogue box that lets
you select an image to display as a background. Placing this
control among the other print-related commands is very
misleading. Background images placed on a worksheet are never
printed.

Alternative to Placing Background

• You can insert a Shape, WordArt, or a picture on your
worksheet and then adjust its transparency. Then copy the
image to all printed pages.
• You can insert an object in a page header or footer.
 Freeze Panes in Excel 2010
Freezing Panes
If you set up a worksheet with row or column headings, these
headings will not be visible when you scroll down or to the right.
MS Excel provides a handy solution to this problem with freezing
panes. Freezing panes keeps the headings visible while you’re
scrolling through the worksheet.

Using Freeze Panes

Follow the steps mentioned below to freeze panes.

• Select the First row or First Column or the row Below, which
you want to freeze, or Column right to area, which you want
to freeze.
• Choose View Tab » Freeze Panes.
• Select the suitable option −
o Freeze Panes − To freeze area of cells.
 o Freeze Top Row − To freeze first row of worksheet.
o Freeze First Column − To freeze first Column of
worksheet.

• If you have selected Freeze top row you can see the first
row appears at the top, after scrolling also. See the below
screen-shot.
Unfreeze Panes
To unfreeze Panes, choose View Tab » Unfreeze Panes.

Conditional Format in Excel 2010

Conditional Formatting
MS Excel 2010 Conditional Formatting feature enables you to
format a range of values so that the values outside certain limits,
are automatically formatted.

Choose Home Tab » Style group » Conditional Formatting dropdown.

Various Conditional Formatting Options

• Highlight Cells Rules − It opens a continuation menu with
various options for defining the formatting rules that
highlight the cells in the cell selection that contain certain
values, text, or dates, or that have values greater or less
 than a particular value, or that fall within a certain ranges of
values.

Suppose you want to find cell with Amount 0 and Mark them as
red.Choose Range of cell » Home Tab » Conditional Formatting
DropDown » Highlight Cell Rules » Equal To.

After Clicking ok, the cells with value zero are marked as red.
 • Top/Bottom Rules − It opens a continuation menu with
various options for defining the formatting rules that
highlight the top and bottom values, percentages, and
above and below average values in the cell selection.

Suppose you want to highlight the top 10% rows you can do this
with these Top/Bottom rules.
 • Data Bars − It opens a palette with different color data bars
that you can apply to the cell selection to indicate their
values relative to each other by clicking the data bar
thumbnail.

With this conditional Formatting data Bars will appear in each cell.
 • Color Scales − It opens a palette with different three- and
two-colored scales that you can apply to the cell selection to
indicate their values relative to each other by clicking the
color scale thumbnail.

See the below screenshot with Color Scales, conditional

formatting applied.

• Icon Sets − It opens a palette with different sets of icons that

you can apply to the cell selection to indicate their values
relative to each other by clicking the icon set.

See the below screenshot with Icon Sets conditional formatting

applied.
 • New Rule − It opens the New Formatting Rule dialog box,
where you define a custom conditional formatting rule to
apply to the cell selection.
• Clear Rules − It opens a continuation menu, where you can
remove the conditional formatting rules for the cell selection
by clicking the Selected Cells option, for the entire
worksheet by clicking the Entire Sheet option, or for just the
current data table by clicking the This Table option.
• Manage Rules − It opens the Conditional Formatting Rules
Manager dialog box, where you edit and delete particular
rules as well as adjust their rule precedence by moving
them up or down in the Rules list box.

Creating Formulas in Excel 2010

Formulas in MS Excel
Formulas are the Bread and butter of worksheet. Without
formula, worksheet will be just simple tabular representation of
data. A formula consists of special code, which is entered into a
cell. It performs some calculations and returns a result, which is
displayed in the cell.
Formulas use a variety of operators and worksheet functions to
work with values and text. The values and text used in formulas
can be located in other cells, which makes changing data easy
and gives worksheets their dynamic nature. For example, you can
quickly change the data in a worksheet and formulas works.

Elements of Formulas
A formula can consist of any of these elements −

• Mathematical operators, such as +(for addition) and *(for

multiplication)
Example −
o =A1+A2 Adds the values in cells A1 and A2.
• Values or text
Example −
o =200*0.5 Multiplies 200 times 0.15. This formula uses
only values, and it always returns the same result as
100.
• Cell references (including named cells and ranges)
Example −
o =A1=C12 Compares cell A1 with cell C12. If the cells
are identical, the formula returns TRUE; otherwise, it
returns FALSE.
• Worksheet functions (such as SUMor AVERAGE)
Example −
o =SUM(A1:A12) Adds the values in the range A1:A12.

Creating Formula
For creating a formula you need to type in the Formula Bar.
Formula begins with '=' sign. When building formulas manually,
you can either type in the cell addresses or you can point to them
in the worksheet. Using the Pointing method to supply the cell
addresses for formulas is often easier and more powerful method
of formula building. When you are using built-in functions, you
click the cell or drag through the cell range that you want to use
when defining the function’s arguments in the Function
Arguments dialog box. See the below screen shot.
As soon as you complete a formula entry, Excel calculates the
result, which is then displayed inside the cell within the worksheet
(the contents of the formula, however, continue to be visible on
the Formula bar anytime the cell is active). If you make an error
in the formula that prevents Excel from being able to calculate
the formula at all, Excel displays an Alert dialog box suggesting
how to fix the problem.

Copying Formulas in Excel 2010

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

Relative Cell Addresses

MS Excel does it automatically adjusting the cell references in the
original formula to suit the position of the copies that you make.
It does this through a system known as relative cell
addresses, where by the column references in the cell address in
the formula change to suit their new column position and the row
references change to suit their new row position.

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

After writing formula in the 9th row, we can drag it to remaining

columns and the formula gets copied. After dragging we can see
the formula in the remaining columns as below.

• column C : =SUM(C3:C8)
• column D : =SUM(D3:D8)
• column E : =SUM(E3:E8)
• column F : =SUM(F3:F8)
• column G : =SUM(G3:G8)
 Formula Reference in Excel 2010
Cell References in Formulas
Most formulas you create include references to cells or ranges.
These references enable your formulas to work dynamically with
the data contained in those cells or ranges. For example, if your
formula refers to cell C2 and you change the value contained in
C2, the formula result reflects new value automatically. If you
didn’t use references in your formulas, you would need to edit the
formulas themselves in order to change the values used in the
formulas.

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

Relative Cell References

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

Absolute Cell References

The row and column references do not change when you copy the
formula because the reference is to an actual cell address. An
absolute reference uses two dollar signs in its address: one for
the column letter and one for the row number (for example,
$A$5).
Mixed Cell References
Both the row or column reference is relative and the other is
absolute. Only one of the address parts is absolute (for example,
$A5 or A$5).
 Using Functions in Excel 2010
Functions in Formula
Many formulas you create use available worksheet functions.
These functions enable you to greatly enhance the power of your
formulas and perform calculations that are difficult if you use only
the operators. For example, you can use the LOG or SIN function
to calculate the Logarithm or Sin ratio. You can’t do this
complicated calculation by using the mathematical operators
alone.

Using Functions
When you type = sign and then type any alphabet you will see
the searched functions as below.
Suppose you need to determine the largest value in a range. A
formula can’t tell you the answer without using a function. We will
use formula that uses the MAX function to return the largest
value in the range B3:B8 as =MAX(A1:D100).
Another example of functions. Suppose you want to find if the cell
of month is greater than 1900 then we can give Bonus to Sales
representative. The we can achieve it with writing formula with IF
functions as =IF(B9>1900,"Yes","No")
Function Arguments
In the above examples, you may have noticed that all the
functions used parentheses. The information inside the
parentheses is the list of arguments.

Functions vary in how they use arguments. Depending on what it

has to do, a function may use.

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

• One argument − UPPER(), LOWER(), etc.
• A fixed number of arguments − IF(), MAX(), MIN(),
AVERGAGE(), etc.
• Infinite number of arguments
• Optional arguments

Built-in Functions in Excel 2010

Built In Functions
MS Excel has many built in functions, which we can use in our
formula. To see all the functions by category, choose Formulas
Tab » Insert Function. Then Insert function Dialog appears from
which we can choose the function.

Functions by Categories
Let us see some of the built in functions in MS Excel.

• Text Functions
o LOWER − Converts all characters in a supplied text
string to lower case
o UPPER − Converts all characters in a supplied text
string to upper case
o TRIM − Removes duplicate spaces, and spaces at the
start and end of a text string
o CONCATENATE − Joins together two or more text
strings.
o LEFT − Returns a specified number of characters from
the start of a supplied text string.
o MID − Returns a specified number of characters from
the middle of a supplied text string
 o RIGHT − Returns a specified number of characters from
the end of a supplied text string.
o LEN − Returns the length of a supplied text string
o FIND − Returns the position of a supplied character or
text string from within a supplied text string (case-
sensitive).
• Date & Time
o DATE − Returns a date, from a user-supplied year,
month and day.
o TIME − Returns a time, from a user-supplied hour,
minute and second.
o DATEVALUE − Converts a text string showing a date, to
an integer that represents the date in Excel's date-time
code.
o TIMEVALUE − Converts a text string showing a time, to
a decimal that represents the time in Excel.
o NOW − Returns the current date & time.
o TODAY − Returns today's date.
• Statistical
o MAX − Returns the largest value from a list of supplied
numbers.
o MIN − Returns the smallest value from a list of
supplied numbers.
o AVERAGE − Returns the Average of a list of supplied
numbers.
o COUNT − Returns the number of numerical values in a
supplied set of cells or values.
o COUNTIF − Returns the number of cells (of a supplied
range), that satisfies a given criteria.
o SUM − Returns the sum of a supplied list of numbers
• Logical
o AND − Tests a number of user-defined conditions and
returns TRUE if ALL of the conditions evaluate to TRUE,
or FALSE otherwise
o OR − Tests a number of user-defined conditions and
returns TRUE if ANY of the conditions evaluate to
TRUE, or FALSE otherwise.
o NOT − Returns a logical value that is the opposite of a
user supplied logical value or expression i.e. returns
FALSE if the supplied argument is TRUE and returns
TRUE if the supplied argument is FAL
• Math & Trig
 o ABS − Returns the absolute value (i.e. the modulus) of
a supplied number.
o SIGN − Returns the sign (+1, -1 or 0) of a supplied
number.
o SQRT − Returns the positive square root of a given
number.
o MOD − Returns the remainder from a division between
two supplied numbers.

Data Filtering in Excel 2010

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

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

• Place a cursor on the Header Row.

• Choose Data Tab » Filter to set filter.
 • Click the drop-down arrow in the Area Row Header and
remove the check mark from Select All, which unselects
everything.
• Then select the check mark for Size 36 which will filter the
data and displays data of Shoe Size 36.
• Some of the row numbers are missing; these rows contain
the filtered (hidden) data.
• There is drop-down arrow in the Area column now shows a
different graphic — an icon that indicates the column is
filtered.

Using Multiple Filters

You can filter the records by multiple conditions i.e. by multiple
column values. Suppose after size 36 is filtered, you need to have
the filter where color is equal to Coffee. After setting filter for
Shoe Size, choose Color column and then set filter for color.
 Data Sorting in Excel 2010
Sorting in MS Excel
Sorting data in MS Excel rearranges the rows based on the
contents of a particular column. You may want to sort a table to
put names in alphabetical order. Or, maybe you want to sort data
by Amount from smallest to largest or largest to smallest.

To Sort the data follow the steps mentioned below.

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

• Choose Data Tab » Sort Below dialog appears.
• If you want to sort data based on a selected column,
Choose Continue with the selection or if you want sorting
based on other columns, choose Expand Selection.
• You can Sort based on the below Conditions.
o Values − Alphabetically or numerically.
o Cell Color − Based on Color of Cell.
o Font Color − Based on Font color.
o Cell Icon − Based on Cell Icon.
• Clicking Ok will sort the data.
Sorting option is also available from the Home Tab. Choose Home
Tab » Sort & Filter. You can see the same dialog to sort records.

Using Ranges in Excel 2010

Ranges in MS Excel
A cell is a single element in a worksheet that can hold a value,
some text, or a formula. A cell is identified by its address, which
consists of its column letter and row number. For example, cell
B1 is the cell in the second column and the first row.

A group of cells is called a range. You designate a range address

by specifying its upper-left cell address and its lower-right cell
address, separated by a colon.

Example of Ranges −

• C24 − A range that consists of a single cell.

• A1:B1 − Two cells that occupy one row and two columns.
• A1:A100 − 100 cells in column A.
• A1:D4 − 16 cells (four rows by four columns).

Selecting Ranges
You can select a range in several ways −

• Press the left mouse button and drag, highlighting the

range. Then release the mouse button. If you drag to the
end of the screen, the worksheet will scroll.
• Press the Shift key while you use the navigation keys to
select a range.
• Press F8 and then move the cell pointer with the navigation
keys to highlight the range. Press F8 again to return the
navigation keys to normal movement.
• Type the cell or range address into the Name box and press
Enter. Excel selects the cell or range that you specified.

Selecting Complete Rows and Columns

When you need to select an entire row or column. You can select
entire rows and columns in much the same manner as you select
ranges −

• Click the row or column border to select a single row or

column.
• To select multiple adjacent rows or columns, click a row or
column border and drag to highlight additional rows or
columns.
• To select multiple (nonadjacent) rows or columns, press Ctrl
while you click the row or column borders that you want.
 Data Validation in Excel 2010
Data Validation
MS Excel data validation feature allows you to set up certain rules
that dictate what can be entered into a cell. For example, you
may want to limit data entry in a particular cell to whole numbers
between 0 and 10. If the user makes an invalid entry, you can
display a custom message as shown below.
Validation Criteria
To specify the type of data allowable in a cell or range, follow the
steps below, which shows all the three tabs of the Data Validation
dialog box.

• Select the cell or range.

• Choose Data » Data Tools » Data Validation. Excel displays
its Data Validation dialog box having 3 tabs settings, Input
Message and Error alert.

Settings Tab
Here you can set the type of validation you need. Choose an
option from the Allow drop-down list. The contents of the Data
Validation dialog box will change, displaying controls based on
your choice.
• Any Value − Selecting this option removes any existing data
validation.
• Whole Number − The user must enter a whole number.For
example, you can specify that the entry must be a whole
number greater than or equal to 50.
• Decimal − The user must enter a number. For example, you
can specify that the entry must be greater than or equal to
10 and less than or equal to 20.
• List − The user must choose from a list of entries you
provide. You will create drop-down list with this validation.
You have to give input ranges then those values will appear
in the drop-down.
• Date − The user must enter a date. You specify a valid date
range from choices in the Data drop-down list. For example,
you can specify that the entered data must be greater than
or equal to January 1, 2013, and less than or equal to
December 31, 2013.
• Time − The user must enter a time. You specify a valid time
range from choices in the Data drop-down list. For example,
you can specify that the entered data must be later than
12:00 p.m.
• Text Length − The length of the data (number of characters)
is limited. You specify a valid length by using the Data drop-
down list. For example, you can specify that the length of
the entered data be 1 (a single alphanumeric character).
• Custom − To use this option, you must supply a logical
formula that determines the validity of the user’s entry (a
logical formula returns either TRUE or FALSE).
Input Message Tab
You can set the input help message with this tab. Fill the title and
Input message of the Input message tab and the input message
will appear when the cell is selected.
Error Alert Tab
You can specify an error message with this tab. Fill the title and
error message. Select the style of the error as stop, warning or
Information as per you need.
 Using Styles in Excel 2010
Using Styles in MS Excel
With MS Excel 2010 Named styles make it very easy to apply a set
of predefined formatting options to a cell or range. It saves time
as well as make sure that look of the cells are consistent.

A Style can consist of settings for up to six different attributes −

• Number format
• Font (type, size, and color)
• Alignment (vertical and horizontal)
• Borders
• Pattern
• Protection (locked and hidden)

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

Applying Styles
Choose Home » Styles » Cell Styles. Note that this display is a live
preview, that is, as you move your mouse over the style choices,
the selected cell or range temporarily displays the style. When
you see a style you like, click it to apply the style to the selection.

Creating Custom Style in MS Excel

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

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

• Click on New Cell Style and give style name.
• Click on Format to apply formatting to the cell.
 • After applying formatting click on OK. This will add new style
in the styles. You can view it on Home » Styles.

Using Themes in Excel 2010

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

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

Creating Custom Theme in MS Excel

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

• Click on the save current theme option under Theme in Page

Layout Tab.
• This will save the current theme to office folder.
• You can browse the theme later to load the theme.

Using Templates in Excel 2010

Using Templates in MS Excel
Template is essentially a model that serves as the basis for
something. An Excel template is a workbook that’s used to create
other workbooks.

Viewing Available Templates

To view the Excel templates, choose File » New to display the
available templates screen in Backstage View. You can select a
template stored on your hard drive, or a template from Microsoft
Office Online. If you choose a template from Microsoft Office
Online, you must be connected to the Internet to download it.
The Office Online Templates section contains a number of icons,
which represents various categories of templates. Click an icon,
and you’ll see the available templates. When you select a
template thumbnail, you can see a preview in the right panel.
On-line Templates
These template data is available online at the Microsoft server.
When you select the template and click on it, it will download the
template data from Microsoft server and opens it as shown below.
Using Templates in MS Excel
Template is essentially a model that serves as the basis for
something. An Excel template is a workbook that’s used to create
other workbooks.

Viewing Available Templates

To view the Excel templates, choose File » New to display the
available templates screen in Backstage View. You can select a
template stored on your hard drive, or a template from Microsoft
Office Online. If you choose a template from Microsoft Office
Online, you must be connected to the Internet to download it.
The Office Online Templates section contains a number of icons,
which represents various categories of templates. Click an icon,
and you’ll see the available templates. When you select a
template thumbnail, you can see a preview in the right panel.
On-line Templates
These template data is available online at the Microsoft server.
When you select the template and click on it, it will download the
template data from Microsoft server and opens it as shown below.
 Using Macros in Excel 2010
Macros in MS Excel
Macros enable you to automate almost any task that you can
undertake in Excel 2010. By using macro recorder from View Tab »
Macro Dropdown to record tasks that you perform routinely, you
not only speed up the procedure considerably but you are
assured that each step in a task is carried out the same way each
and every time you perform a task.

To view macros choose View Tab » Macro dropdown.

Macro Options
View tab contains a Macros command button to which a
dropdown menu containing the following three options.

• View Macros − Opens the Macro dialog box where you can
select a macro to run or edit.
• Record Macro − Opens the Record Macro dialog box where
you define the settings for your new macro and then start
the macro recorder; this is the same as clicking the Record
Macro button on the Status bar.
• Use Relative References − Uses relative cell addresses when
recording a macro, making the macro more versatile by
enabling you to run it in areas of a worksheet other than the
ones originally used in the macro’s recording.

Creating Macros
You can create macros in one of two ways −

• Use MS Excel’s macro recorder to record your actions as you

undertake them in a worksheet.
• Enter the instructions that you want to be followed in a VBA
code in the Visual Basic Editor.
Now let's create a simple macro that will automate the task of
making cell content Bold and apply cell color.

• Choose View Tab » Macro dropdown.

• Click on Record Macro as below.

• Now Macro recording will start.

• Do the steps of action, which you want to perform
repeatedly. Macro will record those steps.
• You can stop the macro recording once done with all steps.
Edit Macro
You can edit the created Macro at any time. Editing macro will
take you to the VBA programming editor.
 Adding Graphics in Excel 2010
Graphic Objects in MS Excel
MS Excel supports various types of graphic objects like Shapes
gallery, SmartArt, Text Box, and WordArt available on the Insert
tab of the Ribbon.Graphics are available in the Insert Tab. See the
screenshots below for various available graphics in MS Excel
2010.

Insert Shape
• Choose Insert Tab » Shapes dropdown.
• Select the shape you want to insert. Click on shape to insert
it.
• To edit the inserted shape just drag the shape with the
mouse. Shape will adjust the shape.
Insert Smart Art
• Choose Insert Tab » SmartArt.
• Clicking SmartArt will open the SmartArt dialogue as shown
below in the screen-shot. Choose from the list of available
smartArts.
• Click on SmartArt to Insert it in the worksheet.
• Edit the SmartArt as per your need.
Insert Clip Art
• Choose Insert Tab » Clip Art.
• Clicking Clip Art will open the search box as shown in the
below screen-shot. Choose from the list of available Clip
Arts.
• Click on Clip Art to Insert it in the worksheet.

Insert Word Art

• Choose Insert Tab » WordArt.
• Select the style of WordArt, which you like and click it to
enter a text in it.
 Cross Referencing in Excel 2010
Graphic Objects in MS Excel
When you have information spread across several different
spreadsheets, it can seem a daunting task to bring all these
different sets of data together into one meaningful list or table.
This is where the Vlookup function comes into its own.

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

• lookup_value − It is the user input. This is the value that the

function uses to search on.
• The table_array − It is the area of cells in which the table is
located. This includes not only the column being searched
on, but the data columns for which you are going to get the
values that you need.
• Col_index_num − It is the column of data that contains the
answer that you want.
• Range_lookup − It is a TRUE or FALSE value. When set to
TRUE, the lookup function gives the closest match to the
 lookup_value without going over the lookup_value. When
set to FALSE, an exact match must be found to the
lookup_value or the function will return #N/A. Note, this
requires that the column containing the lookup_value be
formatted in ascending order.

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

This is data in the first sheet

This is data in the second sheet

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

Printing Worksheets in Excel 2010

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

• Choose File » Print (which displays the Print pane), and then
click the Print button.
• Press Ctrl+P and then click the Print button (or press Enter).
Adjusting Common Page Setup Settings
You can adjust the print settings available in the Page setup
dialogue in different ways as discussed below. Page setup options
include Page orientation, Page Size, Page Margins, etc.

• The Print screen in Backstage View, displayed when you

choose File » Print.
• The Page Layout tab of the Ribbon.

Choosing Your Printer

To switch to a different printer, choose File » Print and use the
drop-down control in the Printer section to select any other
installed printer.
Specifying What You Want to Print
Sometimes you may want to print only a part of the worksheet
rather than the entire active area. Choose File » Print and use the
controls in the Settings section to specify what to print.

• Active Sheets − Prints the active sheet or sheets that you

selected.
• Entire Workbook − Prints the entire workbook, including
chart sheets.
• Selection − Prints only the range that you selected before
choosing File » Print.
 Email Workbooks MS Excel 2010
Email Workbook
MS Excel allows you to email the workbook very easily. To email
the workbook to anyone, follow the below mentioned steps.

• Choose File » Save and Send. It basically saves the document

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

Translate Worksheet in Excel 2010

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

Translation is available in the review tab of the ribbon in MS Excel

2010. You can quickly translate cell into different language with
this option.

Performing Translation Step By Step

• Select the content, which you want to translate to a
different language.
• Choose review tab » translation.
• It will open the pane from which you can select the
language to which you need to translate.
• You need to have an internet connection for performing
translation. It will translate using the Microsoft Translator.
• Click on Insert to apply translation changes.

Workbook Security in Excel 2010

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

• Worksheet protection − Protecting a worksheet from being

modified, or restricting the modifications to certain users.
• Workbook protection − Protecting a workbook from having
sheets inserted or deleted, and also requiring the use of
password to open the workbook.

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

To protect a worksheet, choose Review » Changes group » Protect

Sheet. Excel displays the Protect Sheet dialog box. Note that
providing a password is optional. If you enter a password, that
password will be required to unprotect the worksheet. You can
select various options in which the sheet should be protected.
Suppose we checked Format Cells option then Excel will not allow
to format cells.
When somebody tries to format the cells, he or she will get the
error as shown in the screenshot below.
To unprotect a protected sheet, choose Review » Changes group »
Unprotect Sheet. If the sheet was protected with a password,
you’re prompted to enter that password.

Protecting a Workbook
Excel provides three ways to protect a workbook.

• Requires a password to open the workbook.

• Prevents the users from adding sheets, deleting sheets,
hiding sheets, and unhiding sheets.
• Prevents users from changing the size or position of
windows.

Requiring a Password to Open a Workbook

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

• Choose File » Info » Protect Workbook » Encrypt With Password.

Excel displays the Encrypt Document dialog box.
 • Type a password and click OK.
• Type the password again and click OK.
• Save the workbook.

To remove a password from a workbook, repeat the same

procedure. In Step 2, however, delete the existing password
symbols.

Protecting Workbook’s Structure and Windows

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

To protect a worksheet’s structure and windows, follow the below

mentioned steps.

• Choose Review » Changes group » Protect Workbook to display

the Protect Workbook dialog box.
• In the Protect Workbook dialog box, select the Structure
check box and Windows check box.
• (Optional) Enter a password.
• Click OK.
 Data Tables in Excel 2010
Data Tables
In Excel, a Data Table is a way to see different results by altering
an input cell in your formula. Data tables are available in Data Tab
» What-If analysis dropdown » Data table in MS Excel.
Data Table with Example
Now, let us see data table concept with an example. Suppose you
have the Price and quantity of many values. Also, you have the
discount for that as third variable for calculating the Net Price.
You can keep the Net Price value in the organized table format
with the help of the data table. Your Price runs horizontally to the
right while quantity runs vertically down. We are using a formula
to calculate the Net Price as Price multiplied by Quantity minus
total discount (Quantity * Discount for each quantity).
Now, for creation of data table select the range of data table.
Choose Data Tab » What-If analysis dropdown » Data table. It will give
you dialogue asking for Input row and Input Column. Give the
Input row as Price cell (In this case cell B3) and Input column as
quantity cell (In this case cell B4). Please see the below screen-
shot.
Clicking OK will generate data table as shown in the below
screen-shot. It will generate the table formula. You can change
the price horizontally or quantity vertically to see the change in
the Net Price.
 Pivot Tables in Excel 2010
Pivot Tables
A pivot table is essentially a dynamic summary report generated
from a database. The database can reside in a worksheet (in the
form of a table) or in an external data file. A pivot table can help
transform endless rows and columns of numbers into a
meaningful presentation of the data. Pivot tables are very
powerful tool for summarized analysis of the data.

Pivot tables are available under Insert tab » PivotTable dropdown »

PivotTable.

Pivot Table Example

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

This will generate the Pivot table pane as shown below. You have
various options available in the Pivot table pane. You can select
fields for the generated pivot table.
 • Column labels − A field that has a column orientation in the
pivot table. Each item in the field occupies a column.
• Report Filter − You can set the filter for the report as year,
then data gets filtered as per the year.
• Row labels − A field that has a row orientation in the pivot
table. Each item in the field occupies a row.
• Values area − The cells in a pivot table that contain the
summary data. Excel offers several ways to summarize the
data (sum, average, count, and so on).

After giving input fields to the pivot table, it generates the pivot
table with the data as shown below.
 Simple Charts in Excel 2010
Charts
A chart is a visual representation of numeric values. Charts (also
known as graphs) have been an integral part of spreadsheets.
Charts generated by early spreadsheet products were quite
crude, but thy have improved significantly over the years. Excel
provides you with the tools to create a wide variety of highly
customizable charts. Displaying data in a well-conceived chart
can make your numbers more understandable. Because a chart
presents a picture, charts are particularly useful for summarizing
a series of numbers and their interrelationships.

Types of Charts
There are various chart types available in MS Excel as shown in
the below screen-shot.
• Column − Column chart shows data changes over a period of
time or illustrates comparisons among items.
• Bar − A bar chart illustrates comparisons among individual
items.
• Pie − A pie chart shows the size of items that make up a
data series, proportional to the sum of the items. It always
shows only one data series and is useful when you want to
emphasize a significant element in the data.
• Line − A line chart shows trends in data at equal intervals.
• Area − An area chart emphasizes the magnitude of change
over time.
• X Y Scatter − An xy (scatter) chart shows the relationships
among the numeric values in several data series, or plots
two groups of numbers as one series of xy coordinates.
• Stock − This chart type is most often used for stock price
data, but can also be used for scientific data (for example,
to indicate temperature changes).
• Surface − A surface chart is useful when you want to find the
optimum combinations between two sets of data. As in a
topographic map, colors and patterns indicate areas that are
in the same range of values.
• Doughnut − Like a pie chart, a doughnut chart shows the
relationship of parts to a whole; however, it can contain
more than one data series.
 • Bubble − Data that is arranged in columns on a worksheet,
so that x values are listed in the first column and
corresponding y values and bubble size values are listed in
adjacent columns, can be plotted in a bubble chart.
• Radar − A radar chart compares the aggregate values of a
number of data series.

Creating Chart
To create charts for the data by below mentioned steps.

• Select the data for which you want to create the chart.
• Choose Insert Tab » Select the chart or click on the Chart group to
see various chart types.
• Select the chart of your choice and click OK to generate the
chart.

Editing Chart
You can edit the chart at any time after you have created it.
 • You can select the different data for chart input with Right
click on chart » Select data. Selecting new data will generate
the chart as per the new data, as shown in the below
screen-shot.

• You can change the X axis of the chart by giving different

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

Pivot Charts Excel 2010

Pivot Charts
A pivot chart is a graphical representation of a data summary,
displayed in a pivot table. A pivot chart is always based on a pivot
table. Although Excel lets you create a pivot table and a pivot
chart at the same time, you can’t create a pivot chart without a
pivot table. All Excel charting features are available in a pivot
chart.

Pivot charts are available under Insert tab » PivotTable dropdown »

PivotChart.

Pivot Chart Example

Now, let us see Pivot table with the help of an example. Suppose
you have huge data of voters and you want to see the
summarized view of the data of voter Information per party in the
form of charts, then you can use the Pivot chart for it.
Choose Insert tab » Pivot Chart to insert the pivot table.

MS Excel selects the data of the table. You can select the pivot
chart location as an existing sheet or a new sheet. Pivot chart
depends on automatically created pivot table by the MS Excel.
You can generate the pivot chart in the below screen-shot.
 Keyboard Shortcuts in Excel 2010
MS Excel Keyboard Short-cuts
MS Excel offers many keyboard short-cuts. If you are familiar
with windows operating system, you should be aware of most of
them. Below is the list of all the major shortcut keys in Microsoft
Excel.

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

• Ctrl + B − Bold highlighted selection.
• Ctrl + I − Italicizes the highlighted selection.
• Ctrl + K − Inserts link.
• Ctrl + U − Underlines the highlighted selection.
• Ctrl + 1 − Changes the format of selected cells.
• Ctrl + 5 − Strikethrough the highlighted selection.
• Ctrl + P − Brings up the print dialog box to begin printing.
• Ctrl + Z − Undo last action.
• Ctrl + F3 − Opens Excel Name Manager.
• Ctrl + F9 − Minimizes the current window.
• Ctrl + F10 − Maximize currently selected window.
• Ctrl + F6 − Switches between open workbooks or windows.
• Ctrl + Page up − Moves between Excel work sheets in the
same Excel document.
• Ctrl + Page down − Moves between Excel work sheets in the
same Excel document.
• Ctrl + Tab − Moves between Two or more open Excel files.
• Alt + = − Creates a formula to sum all of the above cells
• Ctrl + ' − Inserts the value of the above cell into cell
currently selected.
• Ctrl + Shift + ! − Formats the number in comma format.
• Ctrl + Shift + $ − Formats the number in currency format.
• Ctrl + Shift + # − Formats the number in date format.
• Ctrl + Shift + % − Formats the number in percentage format.
• Ctrl + Shift + ^ − Formats the number in scientific format.
• Ctrl + Shift + @ − Formats the number in time format.
• Ctrl + Arrow key − Moves to the next section of text.
• Ctrl + Space − Selects the entire column.
• Shift + Space − Selects the entire row.
• Ctrl + - − Deletes the selected column or row.
• Ctrl + Shift + = − Inserts a new column or row.
• Ctrl + Home − Moves to cell A1.
• Ctrl + ~ − Switches between showing Excel formulas or their
values in cells.
• F2 − Edits the selected cell.
• F3 − After a name has been created F3 will paste names.
• F4 − Repeat last action. For example, if you changed the
color of text in another cell pressing F4 will change the text
in cell to the same color.
• F5 − Goes to a specific cell. For example, C6.
• F7 − Spell checks the selected text or document.
• F11 − Creates chart from the selected data.
• Ctrl + Shift + ; − Enters the current time.
• Ctrl + ; − Enters the current date.
• Alt + Shift + F1 − Inserts New Worksheet.
• Alt + Enter − While typing text in a cell pressing Alt + Enter
will move to the next line allowing for multiple lines of text
in one cell.
• Shift + F3 − Opens the Excel formula window.
• Shift + F5 − Brings up the search box.