Microsoft Excel 2016

Lesson 2
Working with Microsoft Excel 2016

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 1
Objectives

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 2
Software Orientation
• The ribbon in Excel 2016 is made up of a series of tabs, each
related to specific kinds of tasks that you perform in Excel. The
Home tab (below) contains the commands that people use the
most when creating Excel documents.

• Each tab contains groups of commands related to specific

tasks or functions.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 3
Software Orientation
• Commands that have an arrow associated with them (see AutoSum
and Find & Select in the previous slide) have other options available
for the task.
• The Dialog Box Launchers in groups display additional commands
not shown on the ribbon.
• In the figure in the previous slide, the Clipboard, Font, Alignment,
and Number groups have associated dialog boxes or task panes,
whereas Styles, Cells, and Editing do not.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 4
Creating Workbooks
• There are three ways to create a new Microsoft Excel
workbook.
• Open a new, blank workbook when you launch Excel or use
the File tab to access Backstage view.
• Open an existing Excel workbook, enter new or additional
data, and save the file with a new name.
• Use a template to create a new workbook. (A template is a
model that has already been set up to display certain kinds of
data, such as sales reports, invoices, and so on.)

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 5
Step by Step: Create a Workbook from
Scratch
• LAUNCH Excel. Excel gives you options for starting a blank
workbook, taking a tour, or using templates (see below).

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 6
Step by Step: Create a Workbook
from Scratch
1. Click Blank workbook. If you have just launched Excel, Book1
– Excel appears in the title bar at the top of the window. A
blank workbook opens with A1 as the active cell.
2. In cell A1, type Fabrikam
Inc. This entry is the
primary title for the
worksheet. Note that as
you type, the text
appears in the cell and
in the formula bar, as
shown here.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 7
Step by Step: Create a Workbook
from Scratch
3. Press Enter. The text is entered into cell A1, but appears as if
it flows into cell B1.
4. In cell A2, type 123 Fourth Street and then press Enter.
5. In cell A3, type Columbus, OH 43204 and then press Enter.
6. Sometimes you need a quick work area to complete another
task while you are in the middle of a workbook. You can open
another workbook as a scratch area. Click the File tab, and in
the left pane, click New. The different templates available
appear.
7. In the Backstage view, click Blank workbook. A second Excel
workbook opens and

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 8
Step by Step: Create a Workbook
from Scratch
8. Book2 appears in the title bar.
9. In cell A1, type Phone Calls and then press Enter.
10. In cell A2, type David Ortiz UA flight 525 arriving 4:30 pm
and then press Enter.
11. Click the File tab to open Backstage view. In the left pane,
click Close to close the Phone Calls workbook. In the
message box, click Don’t Save.
• LEAVE the Fabrikam workbook open for the next exercise.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 9
Saving Workbooks
• When you save a file, you can save it to a folder on your
computer’s hard drive, a network drive, disc, CD, USB drive,
OneDrive, or other storage location.
• Once you identify where the document is to be saved, the
Save process is the same, regardless of the location or storage
device.
• When you save a file for the first time, you are asked two
important questions: Where do you want to save the file?
What name will you give to the file?
• By default Excel documents are saved to the Documents folder
or to your OneDrive, depending on settings specified during
the program installation.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 10
Step by Step: Name and Save a Workbook
• USE the workbook from the previous exercise.
1. Click the File tab to open Backstage view. In the left pane,
click Save As to display the save options.
2. Double-click This PC to
open the Save As
dialog box, shown here.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 11
Step by Step: Name and Save a Workbook
3. In the navigation pane on the left, in the Save As dialog box,
click Desktop. The Desktop becomes the new destination of
your saved file.
4. In the Save As dialog box, click New folder. A folder icon
appears with the words New folder selected.
5. Type Excel Lesson 2 and then press Enter.
6. Click the Open button.
7. In the File name box, type 02 Fabrikam Address Solution.
8. Click the Save button.
• LEAVE the workbook open to use in the next exercise.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 12
Saving to Your OneDrive
• OneDrive is a cloud-based application that allows you to store
and sync your files so you can retrieve them anywhere and
share them.
• OneDrive is a great place to store backup files of important
documents.
• OneDrive comes with recent versions of Windows and
Microsoft Office.
• A free desktop app is available for mobile devices.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 13
Step by Step: Save to Your OneDrive
• USE the workbook from the previous exercise.
1. Click the File tab and then click Save As.
2. In the Backstage view, under Save As, click your
OneDrive account, and then click a folder location in
the right pane. You may need to sign in to OneDrive if
you haven’t already (see the figure on the next slide).
3. Click the New folder button in the Save As dialog box.
4. In the New folder text box, type Excel Lesson 2 to save
a folder for this lesson on your OneDrive and then press
Enter.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 14
Step by Step: Save to Your OneDrive

5. Double-click the Excel Lesson 2 icon to move to that folder.

6. Keep the file with the same name. Click the Save button.
• LEAVE the workbook open to use in the next exercise.
© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 15
Step by Step: Save a Workbook Under a
Different Name
• USE the workbook from the previous exercise.
1. In cell A2, type 87 East Broad Street and then press Enter.
2. In cell A3, type Columbus, OH 43215 and then press Enter.
3. Click the File tab, and in the left pane, click Save As. The
Backstage view shows that the Current Folder in the right
pane is Excel Lesson 2 on your OneDrive, because it was the
folder that was last used to save a workbook.
4. Click This PC to return to the drive you used before.
5. In the right pane, click Excel Lesson 2.
6. Click in the File name box, click after Fabrikam, and then
type Broad so the name reads 02 Fabrikam Broad Address
Solution.
© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 16
Step by Step: Save a Workbook Under a
Different Name
7. Click Save. You created a new workbook by saving an existing
workbook with a new name.
8. Click the File tab, click Save As in the left pane, and then click
Browse.
9. In the File name box, type 02 Fabrikam Broad Address
Template Solution.
10. In the Save as type box, click the drop-down arrow and then
choose Excel Template. Click the Save button.
• CLOSE Excel.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 17
Saving a Workbook in a Previous Excel
Format
• Files created in earlier Excel versions can be opened and
revised in Excel 2016.
• Users who use earlier versions of Excel or other applications,
might not be able to open your file.
• You can save a copy of an Excel 2016 workbook (with the .xlsx
file extension) to the older Excel 97-2003 Workbook format
(with the .xls file extension).
• The program symbol displayed with the filenames is different,
but give the earlier edition a different name.
• Check which features might be lost with Excel’s compatibility
checker.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 18
Step by Step: Save a Workbook in a
Previous Excel Format
• LAUNCH Excel.
1. At the bottom of the left pane, click Open Other Workbooks.
2. In the list of recent files in the right pane, click 02 Fabrikam Broad
Address Solution.
3. First check for compatibility
issues. Click the File tab, click
Info, click Check for Issues,
and then click Check
Compatibility. The Microsoft
Excel - Compatibility Checker
dialog box shown here opens.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 19
Step by Step: Save a Workbook in a
Previous Excel Format
4. Read the information in the Compatibility Checker dialog box and
then click OK.
5. Click the File tab, click Export, and then click Change File Type.
The Backstage view shows the different file types (shown here).

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 20
Step by Step: Save a Workbook in a
Previous Excel Format
6. Click Excel 97-2003 Workbook and then click Save As.
7. In the File name box, click before Solution, type 97-03, and
then click Save.
8. Click the File tab, and then click Close to close the 02
Fabrikam Broad Address 97-03 Solution workbook.
9. Click the File tab and then click Open. The right pane in
Backstage view shows the last set of documents that have
been saved.
10. Click 02 Fabrikam Broad Address Solution.
• LEAVE the workbook open to use in the next exercise.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 21
Saving in Different File Formats
• You can save an Excel 2016 file in a format other than .xlsx
or .xls.
• The file formats listed as options in the Save As dialog box or
on the Export tab depend on what type of file format the
application supports.
• When you save a file in another file format, some of the
formatting, data, and features might be lost.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 22
Step by Step: Save in Different File Formats
• USE the 02 Fabrikam Broad Address Solution workbook from the
previous exercise or type your name and address in a new
workbook.
1. Click the File tab, and then click the Export button.
2. Click the Change File
Type button. Excel
explains the different
file types.
3. Click the Create
PDF/XPS Document
option. This figure
shows the reasons
for using this format.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 23
Step by Step: Save in Different File Formats
4. In the right pane, click the Create PDF/XPS button.
5. In the left navigation pane, click Desktop.
6. Double-click Excel Lesson 2 to move to that folder.
7. In the Publish as PDF or XPS dialog box, ensure that the Save
as type list shows PDF.
8. Click Publish.
9. The Reader application (or a Web browser) opens with the
PDF file displayed.
10. Press Alt+F4 to close the browser or Reader application.
11. If necessary, press Alt+Tab to return to the Excel file.
• CLOSE the workbook and LEAVE Excel open to use in the next
exercise.
© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 24
Entering and Editing Basic Data in a
Worksheet
• You can type data directly into a worksheet cell.
• You can also copy and paste information from another worksheet or
from other programs.
• Copy takes the information from one location and duplicates it.
• Paste puts this information into another location.
• To enter data in a cell in a worksheet, the cell must be active then
you the data. To move to the next column, press Tab.
• When you finish typing the entries in a row, press Enter to move to
the beginning of the next row.
• Use the arrow keys to move to an adjacent cell or click on any cell to
make that cell active.
• Press Enter to accept the entry and move down one row.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 25
Step by Step: Enter Basic Data in a
Worksheet
• If necessary LAUNCH Excel and OPEN a new workbook.
1. Click cell A1, type Fabrikam Inc., and then press Enter.
Notice that the active cell moves to the next row, to cell
A2.
2. In cell A2, type Employee List and then press Enter.
3. Click cell A4, type Name, and then press Tab. Notice
that the active cell moves to the next column, to cell B4.
4. Type Extension and then press Enter. Notice that the
active cell moves to the first cell in the next row.
5. Type Richard Carey and then press Tab.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 26
Step by Step: Enter Basic Data in a
Worksheet
6. Type 101 and then press Enter. Richard Carey’s name
looks cut off.
7. Click cell A5 and notice that the complete entry for
Richard Carey appears in the formula bar.
8. Click cell A6, type David Ortiz, and then press Enter.
9. Type Kim Akers and then press Enter.
10. Type Nicole Caron and then press Enter.
11. SAVE the workbook in the Excel Lesson
2 folder on your computer as
02 Fabrikam Employees Solution.
• LEAVE the workbook open for the next lesson.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 27
Step by Step: Change the Column Width
• Use the 02 Fabrikam Employees Solution file from the
previous exercise.
1. Move the mouse pointer between columns A and B, to the
column markers at the top of the worksheet as shown below.
The mouse pointer changes to a double-headed arrow.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 28
Step by Step: Change the Column Width
2. Double-click the column marker between A and B. The width of the
column changes to the widest entry in column A. The widest entries
are Employee List and Richard Carey’s name.
3. Drag the double-headed arrow
mouse pointer between columns B
and C until the ScreenTip shows
Width: 20 (145 pixels) or something
close to this amount, and then
release the mouse button.
4. SAVE the 02 Fabrikam Employees
Solution file. This overwrites your
previous version without the column
width change.
• CLOSE the workbook and LEAVE Excel open.
© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 29
Editing a Cell’s Contents
• Changes can be made quickly and easily in electronic records.
• To edit information in a worksheet, make changes directly in the cell
or edit the contents of a cell in the formula bar.
• When you enter data in a cell, the text or numbers appear in the cell
and in the formula bar.
• Before changes can be made, you must select the information that is
to be changed.
• Selecting text means that you highlight the text to be changed.
• You can select a single cell or a portion of the cell’s text in the
formula bar.
• You can also double-click in a cell to position the insertion point for
editing.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 30
Step by Step: Edit a Cell’s Contents
• OPEN a blank workbook.
1. Click cell A1, type
Fabrikam and
press Enter. The
insertion point
moves to cell A2
and nothing appears
in the formula bar.
2. Click cell A1. Notice
that the formula bar
displays Fabrikam,
shown here.
© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 31
Step by Step: Edit a Cell’s Contents
3. Click after Fabrikam in the formula bar, type a space, type
Incorporated, and then press Tab. The insertion point moves
to cell B1 and nothing appears in the formula bar (shown
here).

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 32
Step by Step: Edit a Cell’s Contents
4. Click cell A1 and in the formula bar, double-click on
Incorporated to select it. Type Inc. and then press
Enter.
5. Type Sales and then press Enter.
6. Click cell A2 and then click after Sales in the formula
bar.
7. Press Home. The insertion point moves to the
beginning of the formula bar.
8. Type Monthly and then press the spacebar. Press
Enter.
9. In cell A3, type January and then press Enter.
© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 33
Step by Step: Edit a Cell’s Contents
10. Click cell A3, type February, and then press Enter. Cell
A3’s original text is gone and February replaces January.
11. Click cell A3 and then press Delete. The entry in A3 is
removed.
12. Above row 1 and to the left of column A, click the
Select All button. All cells on the worksheet are
selected.
13. Press Delete. All entries are removed.
• CLOSE the workbook without saving and LEAVE Excel
open for the next exercise.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 34
Step by Step: Edit a Cell’s Contents
• When you are in Edit mode:
• The insertion point appears as a vertical bar and most
commands are inactive.
• You can move the insertion point by using the left and right
arrow keys.
• The Edit indicator appears at the left end of the Status bar.
• Use the Home key on your keyboard to move the insertion
point to the beginning of the cell, and use the End key to
move the insertion point to the end of the cell.
• You can add new characters at the location of the insertion
point.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 35
Step by Step: Edit a Cell’s Contents
• To select multiple characters while in Edit mode, press Shift
while you press the arrow keys.
• You also can use the to click and drag the mouse pointer over
the characters that you want to select.
• There are several ways to modify the values or text you enter
into a cell:
• Erase the cell’s contents.
• Replace the cell’s contents with something else.
• Edit the cell’s contents.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 36
Deleting and Clearing a Cell’s Contents
• To erase the what’s in a cell rather than the cell itself, click the
cell and then press Delete.
• To erase the contents of more than one cell, select all the cells
that you want to erase and on your keyboard, press Delete.
• Pressing Delete removes the cell’s contents, but does not
remove any formatting.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 37
Step by Step: Delete and Clear a Cell’s
Contents
• OPEN a blank workbook.
1. In cell A1, type 1 and then press Enter.
2. Type 2 and then press Enter.
3. Type 3 and then press Enter.
4. Type 4 and then press Enter.
5. Highlight cells A1 through A4 (containing the numbers 1
through 4).
6. Press Delete. All the cells are erased.
7. On the Quick Access Toolbar, click the Undo button to
restore the cell entries.
8. Click cell B5, type $275,000, and then press Enter. The value
and format are placed into the cell.
© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 38
Step by Step: Delete and Clear a Cell’s
Contents
9. Click cell B5 and then press Delete.
10. Type 225000 without the dollar sign and comma and then
press Enter. Notice that $225,000 is formatted. Although
the original entry is gone, the cell retains the previous
format when you press Delete.
11. Click cell B5 and on the Home tab, in the Editing group, click
Clear.
12. Click Clear Formats. Cell B5 displays 225000 without
the dollar sign and comma.
• CLOSE the workbook without saving and LEAVE Excel open
for the next exercise.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 39
Using Data Types to Populate a Worksheet
• You can enter three types of data into Excel: text, numbers,
and formulas.
• Text entries contain alphabetic characters and any other
characters that do not have a purely numeric value.
• The strength of Excel is its capability to calculate and analyze
numbers based on the numeric values you enter. Of course, if
you enter the wrong numbers, you get the wrong calculations.
For that reason, accurate data entry is crucial.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 40
Entering Dates
• Dates are often used in worksheets to track data over a
specified period of time.
• Dates can be used as row and column headings.
• Dates are serial numbers. They are sequential and can be
added, subtracted, and used in calculations.
• Dates can also be used in formulas and in developing graphs
and charts.
• The way a date is displayed in a worksheet cell depends on
the format in which you type the characters.
• In Excel 2016, the default date format uses four digits for the
year and the date is right-justified.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 41
Step by Step: Enter Dates
• OPEN 02 Fabrikam Sales from the data files for this lesson.
1. Click cell B5, type 1/4/2017, and then press Enter.
2. Click cell B6, type 1/25/17, and then press Enter. The date is
entered and B7 becomes the active cell.
3. Type 1/23 and then press Enter. 23-Jan is entered in the cell.
Click cell B7, and notice that 1/23/20XX (with XX representing
the current year) appears in the formula bar.
4. If the year displayed in the formula bar is not 2017, click cell
B7 and then press F2. Change the year to 2017 and then
press Enter.
5. In cell B8, type 1/28/17 and then press Enter.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 42
Step by Step: Enter Dates
6. In cell B9, type January 21, 2017 and then press Enter. 21-
Jan-17 appears in the cell. If you enter a date in a different
format than specified or had already entered something in
the cell and deleted it, your worksheet might not reflect the
results described. The date formats in column B are not
consistent, as shown here.
7. In cell B9, type 1/1/17 and
then press Enter. Notice that
the value changes but the
formatting remains the same.
8. Click the Undo button to
return to the workbook.
• LEAVE the workbook open.
© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 43
Step by Step: Enter Dates
• Excel interprets two-digit years from 00 to 29 as the years
2000 to 2029.
• Two-digit years from 30 to 99 are interpreted as 1930 to 1999.
• If you type January 28, 2020, the date will display as 28-Jan-
20.
• If you type 1/28 without a year, Excel interprets the date to be
the current year.
• The formula bar always displays the date in month/day/four-
digit-year format because that is the format required for
calculations and analyses.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 44
Filling a Series with Auto Fill
• Excel provides Auto Fill options that automatically fill cells
with data and/or formatting.
• To populate a new cell with data that exists in an adjacent cell,
use the Auto Fill feature either through the command or the
fill handle.
• The fill handle is a small green square in the lower-right
corner of a selected cell or range of cells.
• A range is a group of adjacent cells that you select to perform
operations on all of the selected cells.
• When you refer to a range of cells, the first cell and last cell
are separated by a colon (for example, C4:H4).

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 45
Step by Step: Fill a Series with Auto Fill
• USE the workbook from the previous exercise or type the
text in Figure 2-14.
1. Select the range C4:H4. January is in the first cell.
2. On the Home tab, in the
Editing group, click the Fill
button. The Fill menu
shown on the right appears.
3. From the menu, click Right.
The contents of C4 (January)
are filled into all the cells.
4. Click the Undo button.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 46
Step by Step: Fill a Series with Auto Fill
5. Select the range C9:C13 and then click the Fill button.
Choose Down to copy C9 into the four additional cells.
6. Click the Undo button.
7. Click cell C4, point to the fill handle in the lower-right
corner of the cell (see below), and drag it to E4 and
release. The Auto
Fill Options
button appears
next to the range,
and January
through March
are displayed.
© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 47
Step by Step: Fill a Series with Auto Fill
8. Click cell C5, point to the fill handle, and then drag it to
C9 and release. All the numbers turn to $275,000 in
column C. The Auto Fill Options button appears near the
lower-right corner of the selected range (see below).
9. Click the Auto Fill Options button, and choose Fill
Formatting Only
from the list that
appears. The
numbers return
to their previous
values with new
formatting.
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Step by Step: Fill a Series with Auto Fill
10. Repeat Steps 8 and 9 for the range B5:B9.
11. Click cell A9, and then drag the fill handle down to A15.
Ryan Calafato’s name is repeated.
12. Click the Undo button to return the spreadsheet.
13.SAVE the workbook as 02 Fabrikam Sales Solution.
• CLOSE the workbook and LEAVE Excel open for the next
exercise.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 49
Step by Step: Fill a Series with Auto Fill
• After you fill cells using the fill handle, the Auto Fill Options
button appears so that you can choose how the selection is
filled.
• In Excel, the default option is to copy the original content and
formatting.
• With Auto Fill, you can select how the content of the original
cell appears in each cell in the filled range.
• A natural series is a formatted series of text or numbers that
are in a normal sequence such as months, weekdays, numbers,
or times.
• The table on the next slide shows different natural series that
Excel automatically recognizes.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 50
Step by Step: Fill a Series with Auto Fill

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 51
Filling a Series with Flash Fill
• Flash Fill allows you to quickly fill a column of data using an
example that is based on existing data in adjacent columns.
• You can almost instantly create columns for first and last
names if the full name appears in another column.
• After you enter the initial item (such as the first name) in a
column and start to type the second item in that column, Excel
displays a preview of entries formatted the same way in the
rest of the column.
• If the presented preview of the data is what you want, just
press Enter to fill the column with the entries.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 52
Step by Step: Fill a Series with Flash Fill
• OPEN 02 Customers from the data files for this lesson.
1. Notice the customer list in column A, which includes the last
name followed by a comma and then the first name. You
want to create separate columns for the first and last names.
2. Select cell B2 in the First Name column.
3. Type Alice and then press Enter.
4. In cell B3, type Ai to begin the next first name, Aidan. Excel
guesses that you want to enter the rest of the first names in
column B and displays a preview of the results (shown on the
next slide).

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Step by Step: Fill a Series with Flash Fill

5. Press Enter to accept the suggestion. The remaining first

names fill down the column. Excel also includes the middle
initials for those names that include them.
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Step by Step: Fill a Series with Flash Fill
6. Select cell C2 in the Last Name column.
7. Type Ciccu and then press Enter.
8. In cell C3, type De to begin the next last name, Delaney. Excel
guesses that you want to enter the rest of the last names in
column C and displays a preview of the results.
9. Press Enter to accept the suggestion. The remaining last
names fill down the column.
10. SAVE the workbook as 02 Customers Solution.
• CLOSE Excel.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 55
Cutting, Copying, and Pasting Data
• Excel’s Cut, Copy, and Paste commands are used to copy or
move entire cells with their contents, formats, and formulas.
• You can copy specific contents or attributes from the cells.
• You can copy the value from the original cell but retain the
formatting of the destination cell.
• You can perform cut, copy, and paste functions using:
• The mouse
• Ribbon commands
• Shortcut commands, such as Ctrl+C (copy), Ctrl+X (cut), and
Ctrl+V (paste)
• The Office Clipboard pane

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Copying a Data Series with the Mouse
• By default, drag-and-drop editing is turned on so that you can
use the mouse to copy (duplicate) or move cells.
• Select the cell or range of cells you want to copy and hold
down Ctrl while you point to the border of the selection.
• When the pointer becomes a copy pointer (arrow with a
plus), you can drag the cell or range of cells to the new
location.
• As you drag, a scrolling ScreenTip identifies where the
selection will be copied if you release the mouse button.

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Step by Step: Copy a Data Series with the
Mouse
• Before you begin these steps, LAUNCH Microsoft Excel.
1. Open the 02 Customer Houses file.
2. Select the range A12:A22.
3. Press Ctrl and point to the right border of the selected range. The
copy pointer is displayed.
4. With the copy pointer displayed, press and hold down the left
mouse button and drag the selection to the right, until H12:H22
appears in the scrolling ScreenTip next to the selection.
5. Release the mouse button and then release Ctrl. The data in
A12:A22 also appears in H12:H22.
• LEAVE the workbook open to use in the next exercise.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 58
Moving a Data Series with the Mouse
• Data can be moved from one location to another within a
workbook in much the same way as copying.
• To move a data series, select the cell or range of cells and
point to the border of the selection.
• When the pointer becomes a move pointer, you can drag the
cell or range of cells to a new location.
• When data is moved, it replaces any existing data in the
destination cells.

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Step by Step: Move a Data Series with the
Mouse
• USE the 02 Customer Houses workbook from the previous
exercise.
1. Select E12:E22.
2. Point to the right border of the selected range. The move
pointer (a white arrow with four smaller black arrows
attached) is displayed.
3. With the move pointer displayed, hold down the left mouse
button and then drag the selection to the right, until I12:I22
appears in the scrolling ScreenTip beside the selected range.
4. Release the mouse button. In your worksheet, the destination
cells are empty; therefore, you are not concerned with
replacing existing data. The data previously in E12:E22 is now
in I12:I22.
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Step by Step: Move a Data Series with the
Mouse
1. Drag A1 to H12. Note that a dialog box warns you about
replacing the contents of the destination cells.
2. Click Cancel.
3. Drag A1 to H11.
4. Drag E1 to I11. Your worksheet should look like the one
shown on the next slide.
• LEAVE the workbook open to use in the next exercise.

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Step by Step: Move a Data Series with the
Mouse

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 62
Copying and Pasting Data
• The Office Clipboard collects and stores up to 24 copied or
cut items that are then available to be used in Excel and in
other Microsoft Office programs.
• You can paste (insert) selected items from the Clipboard to a
new location in the worksheet.
• Cut (moved) data is removed from the worksheet but is still
available for you to use in multiple locations.
• If you copy multiple items and then click Paste, only the last
item copied will be pasted.
• To access multiple items, you must open the Clipboard pane.

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Step by Step: Copy and Paste Data
• USE the 02 Customer Houses workbook from the previous
exercise.
1. On the Home tab of the ribbon, click the Clipboard Dialog
Box Launcher. The Clipboard pane opens on the left side of
the worksheet.
2. Select A1:E22 and then press Delete.
3. Select H11:I22 and in the Clipboard group, click the Copy
button. The border around the selected range becomes a
moving border.
4. Select A1 and then click the Paste button. The moving
border remains active around H11:I22. A copied range does
not deactivate until you type new text, issue another
command, double-click on another cell, or press Esc.
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Step by Step: Copy and Paste Data
5. Select A20 and then click the down arrow on
the Paste button. The Paste options menu
appears (shown on the right).
6. Under Paste Values, select the first option.
Notice that the values in the range B21:B31
are no longer formatted.
7. Click the Undo button.
8. Select H11:I22 and then press Delete.
9. Press Ctrl+Home to return to the top of the
workbook. Close the Clipboard pane.
10. SAVE the workbook as 02 Customer Houses Solution.
• LEAVE the workbook open to use in the next exercise.

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Editing a Workbook’s Properties
• The workbook has a number of properties that are associated
with it to make managing it easier.
• The properties include items that you indirectly change such
as file size and last edit date.
• The workbook properties also include items you directly
change such as keywords.
• Assigning keywords (also called tags) to the document
properties makes it easier to organize and find documents.
• You can also add more notes to your file for classification and
document management.

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Step by Step: Assign Keywords
• USE the 02 Customer Houses Solution workbook from
the previous exercise.
1. Click File. The Backstage view displays current
properties on the right side of the window.
2. At the bottom of the right pane, click the Show All
Properties link to display additional properties.
3. Click the Tags field and type Customer, Sq Ft, Price.
4. Click the Categories field and type Revenue.
5. Click the Company field and type Fabrikam, Inc..

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Step by Step: Assign Keywords
6. Above the Size field, click the Properties drop-down
arrow, and then click Advanced Properties. The
Properties dialog box opens (see below).

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Step by Step: Assign Keywords
7. Click the Summary tab in the dialog box to see the properties you
entered.
8. Click the Statistics tab to see the date you modified the file.
9. Click OK to close the Properties dialog box.
10. Press Esc to return to the worksheet.
11. SAVE the workbook in the Excel Lesson 2 folder as 02 Customer
Houses Prop Solution.
• CLOSE Excel.
• After a file is saved, the Statistics tab records when the file was
accessed and when it was modified.
• It also identifies the person who last saved the file.
• After a workbook is saved, the Properties dialog box title bar
displays the workbook name.

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Skill Summary

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