Excel Study Pack 2007

8/15/2019 Excel Study Pack 2007

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Introduction

Before you begin creating spreadsheets in Excel, you may want to set up your

Excel environment and become familiar with a few key tasks and features suchas how to minimize and maximize the Ribbon, configure the Quick Access toolbar,

switch page views, and access your Excel options

Exploring the Excel Environment

!he tabbed Ribbon menu system is how you navigate through Excel and access

the various Excel commands "f you have used previous versions of Excel, the

Ribbon system replaces the traditional menus Above the Ribbon in the upper#left

corner is the Microsoft Office Button $rom here, you can access importantoptions such as %ew, &ave, &ave As, and 'rint By default the Quick Access

Toolbar is pinned next to the (icrosoft )ffice Button, and includes commands

such as *ndo and Redo

At the bottom, left area of the spreadsheet, you will find worksheet tabs By

default, three worksheet tabs appear each time you create a new workbook )n

the bottom, right area of the spreadsheet you will find page view commands, the

zoom tool, and the horizontal scrolling bar

Prepared By: Muhammad Haris 1 | P a g e


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!o +oom "n and )ut

-ocate the oom bar in the bottom, right corner

-eft#click the slider and dra! it to the left to zoom out and to the right to zoom in

!o &croll .orizontally in a /orksheet

-ocate the horiontal scroll bar in the bottom, right corner

-eft#click the bar and move it from left to right



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!o 0hange 'age 1iews

-ocate the "a!e #iew options in the bottom, right corner !he 'age 1iew options

are %ormal, 'age -ayout, and 'age Break

-eft#click an option to select it

!he default is $ormal #iew

!o Add 0ommands to the Quick Access !oolbar

0lick the arrow to the right of the Quick Access toolbar

&elect the command you wish to add from the drop#down list "t will appear in the

Quick Access toolbar



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)R

&elect More %ommands from the menu and a dialog box appears

&elect the command you wish to add

0lick the Add button

0lick O&

!he &ave, *ndo, and Redo commands appear by default in the Quick Access

toolbar 2ou may wish to add other commands to make using specific Excel

features more convenient for you

!o (inimize and (aximize the Ribbon

0lick the drop'down arrow next to the Quick Access toolbar

&elect Minimie Ribbon from the list !he Ribbon disappears

!o maximize the ribbon, click the arrow again and select Minimie the Ribbon to

toggle the feature off



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2ou can also minimize and maximize the Ribbon by right#clicking anywhere in the

main menu and selecting Minimie the Ribbon in the menu that appears

!he new, tabbed Ribbon system replaces traditional menus in Excel 3445 "t is

designed to be responsive to your current task and easy to use6 however, you canchoose to minimie the Ribbon if you would prefer to use different menus or

keyboard shortcuts

!he (icrosoft )ffice Button

!he Microsoft Office Button appears at the top of the Excel window /hen you

left#click the button, a menu appears $rom this menu you can create a new

spreadsheet, open existing files, save files in a variety of ways, and print 2ou can

also add security features, send, publish, and close files



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!o 0hange the 7efault Excel )ptions

0lick the Excel Options button A dialog box will appear

&elect a cate!ory on the left to access different Excel options

(odify any of the default settings

0lick )8

As you learn more about Excel and become proficient at using it, you may want to

modify some of the settings As a be!innin! user, it is usually best

to leave the default settin!s



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%hallen!e(

)pen Excel

'ractice using the )oom tool

(inimize and maximize the Ribbon

0lick the Microsoft Office Button and review the menu options

Add two commands to the Quick Access toolbar

0ontinue to explore the Excel environment



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"ntroduction

2ou will need to know how to insert text and numbers into Excel workbooks to

be able to use it to calculate, analyze, and organize data "n this lesson, you willlearn how to create a new workbook, insert and delete text, navigate a worksheet,

and save an Excel workbook

9 !o 0reate a %ew, Blank /orkbook

-eft#click the Microsoft Office Button

&elect $ew !he %ew /orkbook dialog box opens and Blank /orkbook is

highlighted by default



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0lick %reate A new, blank workbook appears in the window



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/hen you first open Excel, the software opens to a new, blank workbook

)R

*+ %TR, - $

)R

.+ %ustomie Quick Access ToolBar - $ew



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!o Edit or 7elete !ext

&elect the cell

'ress the Backspace key on your keyboard to delete text and make a correction

'ress the /elete key to delete the entire contents of a cell

2ou can also make changes to and delete text from the formula bar ;ust select the

cell and place your insertion point in the formula bar

!o (ove !hrough a /orksheet *sing the 8eyboard

'ress the Tab key to move to the ri!ht of the selected cell

'ress the 0hift key and then the Tab key to move to the left of the selected cell

*se the "a!e 1p and "a!e /own keys to navigate the worksheet

*se the arrow keys

!o &ave the /orkbook


&elect 0ave or 0ave As



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0ave As allows you to name the file and choose a location to save the spreadsheet

0hoose 0ave As if you


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"ntroduction

/hen you open a new, blank workbook, the cells, columns, and rows are set toadefault sie 2ou do have the ability to change the size of each, and to insert new

columns, rows, and cells, as needed "n this lesson, you will learn various methods

to modify the column width and row height, in addition to how to insert new

columns, rows, and cells

0olumns, Rows, and 0ells

/atch the video= >?9@min # !ips for watching our videos

7ownload the example to work along with the video

!o (odify 0olumn /idth

'osition the cursor over the column line in the column heading and a double

arrow will appear


http://www.gcflearnfree.org/popups/viewvideo.aspx?path=/143/ex07_column&w=776&h=584http://www.gcflearnfree.org/PopUps/VideoTips.aspxhttp://assets.gcflearnfree.org/topics/143/ex07_Budget_lesson3.xlsxhttp://www.gcflearnfree.org/PopUps/VideoTips.aspxhttp://assets.gcflearnfree.org/topics/143/ex07_Budget_lesson3.xlsxhttp://www.gcflearnfree.org/popups/viewvideo.aspx?path=/143/ex07_column&w=776&h=584


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-eft#click the mouse and dra! the cursor to the ri!ht to increase the column width

or to the left to decreasethe column width

Release the mouse button

)R-eft#click the column headin! of a column you


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-eft#click the mouse and dra! the cursor upward to decrease the row height

or downward to increase the row height

Release the mouse button

)R0lick the 7ormat command in the 0ells group on the 8ome tab A menu will

appear

&elect Row 8ei!ht to enter a specific row measurement

&elect Auto7it Row 8ei!ht to adust the row so all the text will fit



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!o "nsert Rows

&elect the row below where you want the new row to appear

0lick the 9nsert command in the 0ells group on the .ome tab !he row will

appear

!he new row always appears above the selected row

(ake sure that you select the entire row below where you want the new row to

appear and not ust the cell "f you select ust the cell and then click "nsert, only a

new cell will appear

!o "nsert 0olumns

&elect the column to the right of where you want the column to appear

0lick the 9nsert command in the 0ells group on the .ome tab !he column will

appear

!he new column always appears to the left of the selected column $or example, if

you want to insert a column between &eptember and )ctober, select the )ctober column and click the "nsert command



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(ake sure that you select the entire column to the right of where you want the

new column to appear and not ust the cell "f you select ust the cell and then click "nsert, only a new cell will appear

!o 7elete Rows and 0olumns

&elect the row or column youCd like to delete

0lick the 7elete command in the 0ells group on the .ome tab

%hallen!e(

1se the Bud!et or any Excel workbook you choose to complete this challen!e+

)pen a workbook

"nsert a column

"nsert a row

7elete a column

0hange the width of a column using AutoAdust

0hange the hei!ht of a row

0lose and save the file



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"ntroduction

)nce you have entered information into a spreadsheet, you will need to be able

toformat it "n this lesson, you will learn how to use the bold, italic, and underlinecommands6 modify the font style, size, and color6 and apply borders and fill colors

!o $ormat !ext in Bold or "talics

-eft#click a cell to select it or drag your cursor over the text in the formula bar to

select it

0lick the Bold or 9talics command

2ou can select entire columns and rows, or specific cells !o select the entirecolumn, ust left#click the column heading and the entire column will appear as

selected !o select specific cells, ust left#click a cell and drag your mouse to select

the other cells !hen, release the mouse button

!o $ormat !ext as *nderlined



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&elect the cell or cells you want to format

0lick the drop#down arrow next to the *nderline command

&elect the 0in!le 1nderline or /ouble 1nderline option

!o 0hange the $ont &tyle


-eft#click the drop'down arrow next to the 7ont 0tyle box on the .ome tab

&elect a font style from the list

As you move over the font list, the -ive 'review feature previews the font for you

in the spreadsheet

!o 0hange the $ont &ize



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0lick the drop'down arrow next to the Borders command on the .ome tab A

menu will appear with border options

-eft#click an option from the list to select it

2ou can change the line style and color of the border

!o add a $ill 0olor


0lick the 7ill command A color palette will appear

&elect a color



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)R

&elect More %olors A dialog box will appear

&elect a color

0lick O&

2ou can use the fill color feature to format columns and rows, and format a

worksheet so that it is easier to read

!o $ormat %umbers and 7ates


-eft#click the drop'down arrow next to the $umber 7ormat box

&elect one of the options for formatting numbers

By default, the numbers appear in the :eneral category, which means there is no

special formatting

"n the %umber group, you have some other options $or example, you can change

the *& dollar sign to another currency format, numbers to percents, add commas,

and change the decimal location

%hallen!e(


&elect a cell and format the text or numbers in it so that they appear bolded&elect two or more cells and format the text or numbers so that they appear initalics 0hange fill color of two or more cells

Add a border to a row



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0reating &imple $ormulas

"ntroduction

Excel can be used to calculate and analye numerical information6 however, you

will need to know how to write formulas to maximize Excel


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!o 0reate a &imple $ormula that Adds the 0ontents of !wo 0ells

0lick the cell where the answer will appear >0, for example

!ype the eDual sign >F to let Excel know a formula is being defined

!ype the cell number that contains the first number to be added >0:, for example

!ype the addition si!n ;-0G, for

example

'ress Enter or click the Enter button on the $ormula bar to complete the formula

!o 0reate a &imple $ormula using the 'oint and 0lick (ethod

0lick the cell where the answer will appear >0:4, for example



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0lick on the first cell to be included in the formula >0, for example

!ype the subtraction si!n ;'03@, for example


o 0reate a &imple $ormula that (ultiplies the 0ontents of !wo 0ells

&elect the cell where the answer will appear >E:3, for example


0lick on the first cell to be included in the formula >0@, for example or type a

number



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!ype the multiplication symbol >H by pressing the &hift key and then the number I

key !he operator displays in the cell and $ormula bar

0lick on the next cell in the formula or type a number >93, for example


!o 0reate a &imple $ormula that 7ivides )ne 0ell by Another

0lick the cell where the answer will appear


0lick on the first cell to be included in the formula

!ype a division symbol !he operator displays in the cell and $ormula bar

0lick on the next cell in the formula

Enter or click the Enter button on the $ormula bar to complete the formula

*sing 0ell References

As you can see, there are many ways to create a simple formula in Excel (ost

likely you will choose one of the methods that enters the cell address into the

formula, rather than an actual number !he cell address is basically the name of the

cell and can be found in the %ame Box



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!he following example uses actual numbers in the formula in 0

/hen a cell address is used as part of a formula, this is called a cell reference "t iscalled a cell reference because instead of entering specific numbers into a formula,

the cell address refers to a specific cell !he following example uses cell references

in the formula in 0:4



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%hallen!e(


/rite a simple addition formula

/rite a simple subtraction formula using the point and click method

/rite a simple multiplication formula using cell references

/rite a simple division formula

/orking with 0ells

"ntroduction

"t is important to know how to move information from one cell to another in

Excel -earning the various ways will save you time and make working with

Excel easier 0ertain methods are more appropriate depending on how much

information you need to move and where it will reside on the spreadsheet "n this

lesson you will learn how to cut, copy, and paste, as well

as dra! and drop information

!o 0opy and 'aste 0ell 0ontents

&elect the cell or cells you wish to copy



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0lick the %opy command in the 0lipboard group on the .ome tab !he border of

the selected cells will change appearance

&elect the cell or cells where you want to paste the information

0lick the "aste command !he copied information will now appear in the new

cells



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!o select more than one ad=oinin! cell, left#click one of the cells, drag the cursor

until all the cells are selected, and release the mouse button

!he copied cell will stay selected until you perform your next task, or you can

double#click the cell to deselect it!o 0ut and 'aste 0ell 0ontents

&elect the cell or cells you wish to copy

0lick the %ut command in the 0lipboard group on the .ome tab !he border of the

selected cells will change appearance

&elect the cell or cells where you want to paste the information

0lick the "aste command !he cut information will be removed from the ori!inal

cells and now appear in the new cells



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!he keyboard shortcut for 'aste is the %ontrol &ey and the # key

!o 7rag and 7rop "nformation

&elect the cell or cells you wish to move

'osition your mouse pointer near one of the outside ed!es of the selected cells

!he mouse pointer changes from a lar!e6 white cross to a black cross with >

arrows

-eft#click and hold the mouse button and dra! the cells to the new location



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Release the mouse button and the information appears in the new location

!o *se the $ill .andle to $ill 0ells

'osition your cursor over the fill handle until the large white cross becomes a thin,

black cross

-eft#click your mouse and dra! it until all the cells you want to fill are

highlighted

Release the mouse button and all the selected cells are filled with the information

from the original cell

!he fill handle doesn


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2ou can use the fill handle to fill cells horizontally or vertically

%hallen!e(


%opy and paste information from one cell to another cell

*se the %ut command to remove information from one cell and then paste it into

another cell

*se the fill handle to fill 3 or more cells

/ra! and drop information from one place in the spreadsheet to another location

'rinting /orkbooks

"ntroduction

"n Excel, there are many things you can do to prepare your workbook for printing

(any of these tasks make it easier to format the spreadsheet for the printed

page

"n this lesson you will learn how to view the spreadsheet in print preview, modifymargins, change the page orientation, use the scale to fit feature, use the 'rint

!itles command, insert breaks, and more

!o 1iew the &preadsheet in 'rint 'review




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&elect "rint

&elect "rint "review !he spreadsheet will appear in 'rint 'review view

0lick the %lose "rint "review button to return to the %ormal 1iew

!o make previewing your spreadsheet easier, add the "rint "review command to

the Quick Access toolbar

Exploring 'rint 'review

)nce you are in 'rint 'review, you can access many of the same features that you

can from the Ribbon6 however, in 'rint 'review you can see how the spreadsheet

will appear in printed format



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!o (odify (argins, 0olumn /idth, or Row .eight /hile in 'rint 'review

0lick the "rint "review command on the Quick Access toolbar, or select 'rint

'review from the (icrosoft )ffice Button menu !he spreadsheet opens in print

preview mode

.over your cursor over one of the black mar!in markers until a double

arrow appears



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-eft#click and drag the marker to the desired location !he change will be reflected

in the spreadsheet

!o (odify (argins

&elect the "a!e ,ayout tab

-eft#click the Mar!ins command

0hoose one of the predefined settings or enter custom margins

!o 0hange 'age )rientation



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0lick the "rint Area command

0hoose 0et "rint Area

%ow, only the selected cells will print 2ou can confirm this by viewing the

spreadsheet in 'rint 'review

!o return to the default setting, which is the entire worksheet, click the 'rint Area

command and select 0lear 'rint Area

!o "nsert a Break

&elect a cell below where you want the break to appear

&elect the Breaks command

&elect 9nsert Break

0lick 'rint 'review to confirm the break appears in the correct place in your

spreadsheet

!o *se the 'rint !itles command

!his is an important command to be familiar with if you intend to print your

worksheets "t allows you to selectspecific rows andKor columns that will be

repeated on each printed sheet "magine how difficult it would be to read page GI

of a printed spreadsheet if the column and row headings only appeared on the first

page

&elect the "a!e ,ayout tab

0lick the "rint Titles command !he 'age &etup dialog box appears

0lick the icon at the end of the field



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&elect a printer if you wish to use a printer other than the default setting

0lick "roperties to change any necessary settings

0hoose whether you want to print specific pages, all of the worksheet, a selected

area, the active sheet, or the entire workbook

&elect the number of copies you


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0reating 0omplex $ormulas

"ntroduction

Excel is a spreadsheet application and is intended to be used

to calculate andanalye numerical information such as household budgets,

company finances, inventory, and more !o do this, you need to

understand formulas

"n this lesson, weCll discuss complex formulas that use multiple mathematical

operators, and that use absolute and relative references

0omplex $ormulas 7efined

&imple formulas have one mathematical operation %omplex

formulas involve more than one mathematical operation

0imple 7ormula? F3J3

%omplex 7ormula? F3J3HI

!o calculate complex formulas correctly, you must perform certain operations

before others !his is defined in theorder of operations

!he )rder of )perations

!he order of mathematical operations is very important "f you enter a formula that

contains several operations, Excel knows to work those operations in a specific

order !he order of operations is

)perations enclosed in parenthesis



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Exponential calculations >to the power of

(ultiplication and division, whichever comes first

Addition and subtraction, whichever comes first

A mnemonic that can help you remember this

is "lease Excuse My /ear Aunt 0ally >'E(7A&

Example @

*sing this order, let us see how the formula *5;'>


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0alculate :H3 first because multiplication comes before addition in the order of

operations !he answer is ?

Add the answer obtained in step M9, which is ?, to the number : that opened the

eDuation "n other words, add : J ?!he answer is @

%omplex 7ormulas ;continued<

Before moving on, letC*>

Multiply GH3 before performing

thedivision operation because themultiplication sign comes before

the division sign !he answer is 3

>*C>

/ivide G by 3 before performing

the multiplication operation

because the division sign comes

before the multiplication sign !he

answer is I

>;*C><

'erform the operation

inparentheses >3HG first

and divideG by this result !he

answer is 4

>'*C>

Multiply 3HG before performing

thesubtraction operation because

the multiplication sign is of a

higher order than the subtractionsign !he answer is #G



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0reating 0omplex $ormulas

Excel automatically follows a standard order of operations in a complex

formula "f you want a certain portion of the formula to be calculated first, put it in

parentheses

Example of .ow to /rite a 0omplex $ormula

0lick the cell where you want the formula result to appear "n this example, .?


!ype an open parenthesis, or >

0lick on the first cell to be included in the formula >N?, for example

!ype the addition si!n ;-N5, for example

!ype a close parentheses

!ype the next mathematical operator, or the division symbol ;

0lick on the third cell to be included in the formula >7?, for example

!ype the addition si!n ;-75, for example



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!ype a close parentheses

#ery 9mportant? 'ress Enter or click the Enter button on the $ormula bar !his

step ends the formula

!o show fewer decimal places, you can ust click the /ecrease /ecimal place

command on the .ome tab

/hat is an Absolute ReferenceL

"n earlier lessons we saw how cell references in formulas automatically ad=ust to

new locations when the formula is pasted into different cells !his is called

a relative reference

&ometimes, when you copy and paste a formula, you don


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An absolute reference is designated in the formula by the addition of a dollar si!n

;F


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%hallen!e(

1se the 9nventory or any Excel workbook you choose to complete this

challen!e+

0reate at least one complex formula that usesthe addition and divisionoperations

0reate at least one complex formula that uses parentheses and

a multiplicationoperation

0reate a formula that uses an absolute reference

/orking with Basic $unctions

"ntroduction

A function is a predefined formula that performs calculations using specific

values in a particular order /hile you may think of formulas as being short



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Excel literally has hundreds of different functions to assist with your calculations

Building formulas can be difficult and time#consuming Excel


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TO/AH # Returns the serial number of today


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'ress the Enter key or Enter button on the formula bar !he total will appear

!o Edit a $unction

&elect the cell where the function is defined

"nsert the cursor in the formula bar

Edit the ran!e by deleting and changing necessary cell numbers

0lick the Enter icon

o 0alculate the &um of !wo Arguments

&elect the cell where you want the function to appear "n this example, NGG

0lick the 9nsert 7unction command on the $ormulas tab A dialog box appears

&*( is selected by default



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0lick O& and the 7unction Ar!uments dialog box appears so that you can enter

the range of cells for the function

"nsert the cursor in the $umber @ field

"n the spreadsheet, select the first ran!e of cells "n this example, N39 through

N3? !he argument appears in the %umber 9 field

!o select the cells, left'click cell :*@ and dra! the cursor to N3?, and then

release the mouse button

"nsert the cursor in the $umber * field



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"n the spreadsheet, select the second ran!e of cells "n this example, NG4 through

NG9 !he argument appears in the %umber 3 field

%otice that both arguments appear in the function in cell NGG and the formula bar

when NGG is selected

0lick O& in the dialog box and the sum of the two ran!es is calculated

!o 0alculate the Average of a Range of 7ata



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&elect the cell where you want the function to appear

0lick the drop#down arrow next to the Auto&um command

&elect Average

0lick on the first cell >in this example, 0I to be included in the formula

-eft#click and dra! the mouse to define a cell range >0I through cell 034, in this

example

0lick the Enter icon to calculate the average

Accessing Excel 3445 $unctions

!o Access )ther $unctions in Excel

*sing the point#click#drag method, select a cell range to be included in the

formula

)n the $ormulas tab, click on the drop#down part of the Auto0um button

"f you don&um, Average, 0ount, (ax, (in,

display additional functions by selecting More 7unctions

!he 9nsert 7unction dialog box opens

!here are three ways to locate a function in the 9nsert 7unction dialog box

2ou can type a Duestion in the 0earch for a function box and click :O, or

2ou can scroll through the alphabetical list of functions in the 0elect a

function field, or

2ou can select a function category in the 0elect a cate!ory drop#down list and

review the corresponding function names in the 0elect a function field



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&elect the function you want to use and then click the O& button

%hallen!e(

1se the 9nventory workbook or any workbook you choose to complete this

challen!e+

*se a 01M function to calculate the sum of one argument

*se the A#: function to calculate the sum of a range of cells

Explore the other Excel 3445 functions

&orting, Nrouping, and $iltering 0ells



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"ntroduction

A (icrosoft Excel spreadsheet can contain a great deal of information /ith more

rows and columns than previous versions, Excel 3445 gives you the abilitytoanalye and work with an enormous amount of data !o most effectively use

this data, you may need to manipulate this data in different ways

"n this lesson, you will learn how to sort, !roup, and filter data in various ways

that will enable you to most effectively and efficiently use spreadsheets to locate

and analyze information

A (icrosoft Excel spreadsheet can contain a great deal of information &ometimes

you may find that you need to reorder or sort that information, create groups, or

filter information to be able to use it most effectively

&orting

0ortin! lists is a common spreadsheet task that allows you to easily reorder your

data !he most common type of sorting is alphabetical ordering, which you can do

in ascending or descending order

!o &ort in Alphabetical )rder

&elect a cell in the column you want to sort >"n this example, we choose a cell in

column A

0lick the 0ort J 7ilter command in the Editin! group on the .ome tab



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&elect 0ort A to ) %ow the information in the 0ategory column is organized in

alphabetical order

2ou can &ort in reverse alphabetical order by choosing 0ort ) to A in the list

!o &ort from &mallest to -argest

&elect a cell in the column you want to sort >a column with numbers


&elect 7rom 0mallest to ,ar!est %ow the information is organized from the

smallest to largest amount

2ou can sort in reverse numerical order by choosing 7rom ,ar!est to0mallest in the list

!o &ort (ultiple -evels


&elect %ustom 0ort from the list to open the dialog box

)R

&elect the /ata tab

-ocate the 0ort and 7ilter group



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0lick the 0ort command to open the %ustom 0ort dialog box $rom here, you can

sort by one item, or multiple items

0lick the drop#down arrow in the %olumn 0ort by field, and choose one of the

options "n this example, 0ategory

0hoose what to sort on "n this example, we


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Nrouping 0ells *sing the &ubtotal 0ommand

:roupin! is a really useful Excel feature that gives you control over how the

information is displayed 2ou mustsort before you can !roup "n this section we

will learn how to create groups using the &ubtotal command

!o 0reate Nroups with &ubtotals

&elect any cell with information in it

0lick the 0ubtotal command !he information in your spreadsheet is automatically

selected and the &ubtotal dialog box appears

7ecide how you want things grouped "n this example, we will organize

by %ate!ory

&elect a function "n this example, we will leave the &*( function selected

&elect the column you want the &ubtotal to appear "n this example, !otal 0ost is

selected by default

0lick O& !he selected cells are organized into !roups with subtotals



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!o 0ollapse or 7isplay the Nroup

0lick the black minus sign, which is the hide detail icon, to collapse the group

0lick the black plus sign, which is the show detail icon, to expand the group

*se the 0how /etails and 8ide /etails commands in the )utline group to

collapse and display the group, as well

!o *ngroup &elect 0ells

&elect the cells you want to remove from the group

0lick the 1n!roup command

&elect 1n!roup from the list A dialog box will appear

0lick O&

!o *ngroup the Entire /orksheet

&elect all the cells with grouping

0lick %lear Outline from the menu



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*ncheck 0elect All

0hoose $lavor

0lick )8 All other data will be filtered, or hidden, and only the $lavor data is

visible

!o 0lear )ne $ilter

&elect one of the drop#down arrows next to a filtered column

0hoose %lear 7ilter 7rom+++



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$ormatting !ables

"ntroduction

)nce you have entered information into a spreadsheet, you may want to format it

$ormatting your spreadsheet can not only make it look nicer, but make it easier to

use "n a previous lesson we discussed many manual formatting options such as

bold and italics "n this lesson, you will learn how to use the predefined tables

styles in Excel 3445 and some of the Table Tools on the 7esign tab

!o $ormat "nformation as a !able

&elect any cell that contains information

0lick the 7ormat as Table command in the 0tyles group on the .ome tab A list of

predefined tables will appear



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-eft#click a table style to select it

A dialog box will appear Excel has automatically selected the cells for your

table !he cells will appear selected in the spreadsheet and the range will appear in

the dialog box

0hange the ran!e listed in the field, if necessary

1erify the box is selected to indicate your table has headin!s, if it does 7eselect

this box if your table does not have column headings

0lick )8 !he table will appear formatted in the style you chose



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By default, the table will be set up with the drop'down arrows in the header so

that you can filter the table, if you wish

"n addition to using the 7ormat as Table command, you can also select

the 9nsert tab, and click the Tablecommand to insert a table!o (odify a !able

&elect any cell in the table !he !able !ools 7esign tab will become active $rom

here you can modify the table in many ways

2ou can

&elect a different table in the Table 0tyles Options group 0lick the More drop#

down arrow to see more table styles

7elete or add a 8eader Row in the !able &tyles )ptions group

"nsert a Total Row in the !able &tyles )ptions group

Remove or add banded rows or columns

(ake the first and last columns bold

$ame your table in the 'roperties group

0hange the cells that make up the table by clicking Resie Table



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/hen you apply a table style, filtering arrows automatically appear !o turn off

filterin!, select the .ome tab, click the 0ort J 7ilter command, and

select 7ilter from the list

%hallen!e(1se the 9nventory workbook or any workbook you choose to complete this

challen!e+

$ormat the information in a worksheet as a table

$ormat the first column in bold

%ame the table

0hange the table style

'ractice using the other features discussed in this lesson to modify the table in

various ways

Aligning !ext

"ntroduction

/orksheets that have not been formatted are often very difficult to read

$ortunately, Excel gives you many tools that allow you to format text and tables

in various ways )ne of the ways you can format your worksheet so that it is easier

to work with is to apply different types of ali!nment to text



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"n this lesson, you will learn how to left, center, and right align text, merge and

center cells, vertically align text, and apply different types of text control

Aligning !ext

Excel 3445 left'ali!ns text >labels and ri!ht'ali!ns numbers >values !his

makes data easier to read, but you do not have to use these defaults !ext and

numbers can be defined as left#aligned, right#aligned or centered in Excel

!o Align !ext or %umbers in a 0ell

&elect a cell or range of cells

0lick on either the Ali!n ,eft6 %enter or Ali!n Ri!ht commands on the .ome

tab

!he text or numbers in the cell>s take on the selected alignment treatment

-eft#click a column label to select the entire column, or a row label to select an

entire row

0hanging 1ertical 0ell Alignment

2ou can also define vertical alignment in a cell "n #ertical ali!nment,

information in a cell can be located at the top of the cell, middle of the cell or

bottom of the cell !he default is bottom



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!o 0hange 1ertical Alignment from the Alignment Nroup


0lick the !op Align, 0enter, or Bottom Align command

0hanging !ext 0ontrol

Text %ontrol allows you to control the way Excel 3445 presents information in a

cell !here are two common types of !ext control 2rapped Text and Mer!e

%ells+

!he 2rapped Text wraps the contents of a cell across several lines if it


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Mer!e %ells can also be applied by using the Mer!e and %enter button on the

.ome tab

!o 0hange !ext 0ontrol


&elect the .ome tab

0lick the 2rap Text command or the Mer!e and %enter command

"f you change your mind, click the drop#down arrow next to the command, and

choose *nmerge cells

%hallen!e(

1se the 9nventory workbook or any workbook you choose to complete this

challen!e+

"nsert a row and center'ali!n the text

"nsert a column and left'ali!n the text

*se the mer!e and center command to add a title row

Apply the wrapped text command to the entire table

'ractice using the other features discussed in this lesson



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/orking with /orksheets

"ntroduction

"t is important that you know how to effectively mana!e your worksheets By

default, three worksheets appear in each new workbook "n this lesson, you will

learn how to name, add, delete, group, and ungroup worksheets Additionally, you

will learn how to freeze specific parts of the worksheet so they are always visible

%aming /orksheets

/hen you open an Excel workbook, there are three sheets by default and the

default name on the tabs are &heet9, &heet3 and &heet: !hese are not veryinformative names Excel 3445 allows you to define a meaningful name for each

worksheet in a workbook so you can Duickly locate information

!o %ame a /orksheet

Right#click the sheet tab to select it

0hoose Rename from the menu that appears !he text is highlighted by a black

box



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!ype a new name for the worksheet

0lick off the tab !he worksheet now assumes the descriptive name defined

)R

0lick the 7ormat command in the %ells !roup on the .ome tab

&elect Rename 0heet !he text is highlighted by a black box

!ype a new name for the worksheet

0lick off the tab !he worksheet now assumes the descriptive name defined

"nserting /orksheets

2ou can change the default number of sheets that appear by clicking the Microsoft

Office Button and choosingExcel Options 2ou also have the ability to insert new

worksheets if needed, while you are working

!o "nsert a %ew /orksheet

-eft#click the 9nsert 2orksheet icon A new sheet will appear "t will be named

&heetG, &heet or whatever the next seDuential sheet number may be in the

workbook



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)R

'ress the 0hift and the 7@@ keys on your keyboard

7eleting /orksheets

Any worksheet can be deleted from a workbook, including those that have data in

it Remember, a workbook must contain at least one worksheet

!o 7elete )ne or (ore /orksheets

0lick on the sheet>s you want to delete

Right#click the sheet>s and a menu appears

&elect /elete

)R

&elect the sheet you want to remove

0lick the drop'down arrow next to /elete in the 0ells group on the .ome tab

$rom the menu that appears, select 7elete &heet

Nrouping and *ngrouping /orksheets



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A workbook is a multi#page Excel document that contains multiple worksheets

&ometimes you will want to work with the worksheets one at a time as if each is a

single unit )ther times, the same information or formatting may need to be added

to every worksheet

/orksheets can be combined together into a group :roupin! worksheets allows

you to apply identical formulas andKor formatting across all the worksheets in the

group /hen you group worksheets, any changes made to one worksheet will also

be changed in any other worksheets in the !roup

!o Nroup 0ontiguous /orksheets

&elect the first sheet you want to group

'ress and hold the 0hift key on your keyboard

0lick the last sheet you want to group

Release the &hift key

!he sheets are now !rouped All the sheets between the first sheet and last sheet

selected are part of the group !he sheet tabs will appear white for the grouped

sheets

(ake any changes to one sheet and the changes will appear in all the grouped

sheets

!o Nroup %on#0ontiguous &heets

&elect the first sheet you want to group



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'ress and hold the %trl key on your keyboard

0lick the next sheet you want to group

0ontinuing clicking the sheets you want to group

Release the 0ontrol key

!he sheets are now grouped !he sheet tabs will appear white for the grouped

sheets )nly the sheets selected are part of the group

(ake any changes to one sheet and the changes will appear in all the grouped

sheets

!o *ngroup /orksheets

Right#click one of the sheets

&elect 1n!roup from the list

$reezing /orksheet 'anes

!he ability to freee, or lock , specific rows or columns in your spreadsheet is a

really useful feature in Excel "t is called freein! panes /hen you freeze panes,

you select rows or columns that will remain visible all the time, even as you are

scrolling !his is particularly useful when working with large spreadsheets

!o $reeze a Row

&elect the row below the one that you want frozen $or example, if you want row 9

P 3 to appear at the top even as you scroll, then select row :

0lick the #iew tab



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0lick the 7reee "ane command in the /indow group

0hoose 7reee "anes A thin, black line appears below everything that is frozen in place

&croll down in the worksheet to see the pinned rows

!o *nfreeze a 'ane

0lick the 7reee "ane command

&elect the 1nfreee command

!o $reeze a 0olumn

&elect the column to the ri!ht of the column>s you want frozen $or example, if

you want columns A P B to always appear on the left, ust select column 0

0lick the #iew tab



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"ntroduction

"n Excel 3445, you have many templates that can save you a lot of time

A templateis a pre#designed spreadsheet that you can use to create new

spreadsheets with the same formattin! and predefined formulas /ith templates,

you don


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0lick 9nstalled Templates !humbnail images of the templates that are installed on

your computer appear in the center of the dialog box



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&elect a template from the center area of the dialog box A slightly larger image of

the template appears on the right side of the dialog box

0lick %reate !he template will appear in the Excel window

!o 0reate %ew /orkbooks *sing !emplates on )ffice )nline

)pen Excel

0lick Microsoft Office Button

&elect $ew !he %ew /orkbook 7ialog Box appears

&elect a cate!ory under the Microsoft Office Online heading on the left

!humbnail images of the templates in that category that are available through

(icrosoft )ffice )nline appear in the center of the dialog box

&elect a template A slightly larger image of the template appears on the right side

of the dialog box

0lick /ownload !he download process will begin



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%hallen!e(

)pen Excel

1iew the templates on your computer

1iew several of the template cate!ories on Microsoft Office Online

&elect a template

/ownload the template

Enter your data into the template

&ave and close the workbook

*sing /hat#"f Analysis

"ntroduction

!he real power in Excel comes in its ability to perform multiple mathematical

calculations for you )ne of the tools in Excel that you can use to perform these

calculations is a /ata tool called 2hat'9f Analysis /hat#"f analysis allows you

to see the effect that different values have in formulas .ave you ever thought,

/hat interest rate do " need to Dualify for to have a car payment of OG44 on the

car " wantL !his Duestion can be answered using /hat#"f Analysis

"n this lesson, you will learn how to use a /hat#"f Analysis tool called :oal 0eek



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Example

2ou need a loan to buy a new car 2ou know how much money you want to

borrow, how long of a period you want to take to pay off the loan ;the term


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&elect "MT

0lick O& A dialog box appears

"nsert your cursor in the first field A description about the needed information

appears at the bottom of the dialog box

&elect the cell in the spreadsheet with the needed information

"nsert your cursor in the next field A description about the needed informationappears at the bottom of the dialog box

&elect the cell in the spreadsheet with the needed information

Repeat the last two steps until all the necessary information is entered in the dialog

box

0lick O&

/hat#"f Analysis !ools!here are three /hat#"f analysis tools that you can use !o access these, select

the /ata tab, and locate the 2hat'9f Analysis command "f you click this

command, a menu with three options appears



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:oal seek is useful if you know the needed result, but need to find the input

value that will give you the desired result "n this example, we know the desired

result >a OG44 monthly payment, and are seeking the input value >the interest rate

Noal &eek !o *se Noal &eek to 7etermine an "nterest Rate

&elect the /ata tab

-ocate the /ata Tools group

0lick the 2hat'9f Analysis command A list of three options appears

&elect :oal 0eek A small dialog box appears

&elect the cell that you what to set to a specific value "n this example, we want to

set B, the 'ayment cell

"nsert the cursor in the next field



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Enter a value in the value field "n this example, type 'F>55 &ince weCre making a

payment that will be subtracted from our loan amount, we have to enter the

payment as a negative number

"nsert the cursor in the next field

&elect the cell that you want to change !his will be the cell that tries various input

values "n this example, select cell BG, which is the interest rate

0lick O&

!hen, click O& again !he interest rate appears in the cell !his indicates that a 5

interest rate will give us a OG44 a month payment on a O34,444 loan that is paid off

over years, or ?4 months



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%hallen!e(

1se the %ar ,oan workbook to complete this challen!e+

*se :oal 0eek to solve the problem described in the text and video lessons

0reate a problem of your own that you might use Noal &eek to solve !ry it

/orking with 0harts

"ntroduction

A chart is a tool you can use in Excel to communicate your data !raphically0harts allow your audience to more easily see the meaning behind the numbers in

the spreadsheet, and make showing comparisons and trends a lot easier "n this

lesson, you will learn how to insert and modify Excel charts and see how they can

be an effective tool for communicating information



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0reating a 0hart

0harts can be a useful way to communicate data /hen you insert a chart in Excel,

it appears in the selected worksheet with the source data, by default

!o 0reate a 0hart

&elect the worksheet you want to work with "n this example, we use

the 0ummary worksheet

&elect the cells that you want to chart, including the column titles and the row

labels

0lick the 9nsert tab

.over over each %hart option in the 0harts group to learn more about it

&elect one of the 0hart options "n this example, we use the 0olumns command

&elect a type of chart from the list that appears $or this example, we use a 3#7

0lustered 0olumn !he chart appears in the worksheet



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"dentifying the 'arts of a 0hart

.ave you ever read something you didn


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!he actual charted values, usually rows or columns of the source data

1alue Axis

!he axis that represents the values or units of the source data

0ategory Axis

!he axis identifying each data series

0hart !ools

)nce you insert a chart, a new set of %hart Tools, arranged into : tabs, will appear

above the Ribbon !hese are only visible when the chart is selected

!o 0hange the 0hart !ype

&elect the /esi!n tab

0lick the %han!e %hart Type command A dialog box appears

&elect another chart type

0lick )8

!he chart in the example compares each salesperson


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the 0witch Row%olumn /ata command, which will rotate the data displayed on

the x and y axes !o return to the ori!inal view, click the &witch RowK0olumn

command again

!o 0hange 0hart -ayout


-ocate the %hart ,ayouts group

0lick the More arrow to view all your layout options

-eft#click a layout to select it

"f your new layout includes chart titles, axes, or legend labels, ust insert your cursor into the text and begin typing to add your own text

!o 0hange 0hart &tyle


-ocate the %hart 0tyle group

0lick the More arrow to view all your style options

-eft#click a style to select it



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!o (ove the 0hart to a 7ifferent /orksheet


0lick the Move %hart command A dialog box appears !he current location of the

chart is selected

&elect the desired location for the chart >ie, choose an existing worksheet, or

select %ew &heet and name it

%hallen!e(

1se the %ompany 0ales workbook or any other workbook to complete this

challen!e+

*se worksheet data to create a chart

0hange the chart layout

Apply a chart style

(ove the chart to a separate worksheet



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*sing 0onditional $ormatting

"ntroduction

"magine you have a spreadsheet with thousands of rows of data "t would be

extremely difficult to see patterns and trends ust from examining the raw data

Excel gives us several tools that will make this task easier )ne of these tools is

called conditional formattin! /ith conditional formatting, you can apply

formatting to one or more cells based on the value of the cell 2ou can highlight

interesting or unusual cell values, and visualize the data using formatting such as

data bars

"n this lesson, you will learn how to apply, modify, and delete conditionalformatting rules

!he 0onditional $ormatting )ptions

2ou have many conditional formattin! rules, or options, that you can apply to

cells in your spreadsheet Each rulewill affect selected cells differently Before you

choose a formatting rule, you need to identify what Duestions you are trying to

answer $or example, in a sales spreadsheet, you might want to identify the

salespeople with lower than average sales !o do this, you need to choose a

conditional formatting rule that will show you this answer %ot all of the options

will provide you with this information

0ome of the %onditional 7ormattin! Options 9nclude?



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/ata Bars? !his is an interesting option that formats the selected cells with colored

bars !he length of the data bar represents the value in the cell !he longer the bar,

the higher the value

%olor 0cales? !his option applies a two or three color gradient to the cells

7ifferent shades and colors represent specific values



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!o Apply 0onditional $ormatting

&elect the cells you would like to format

&elect the 8ome tab

-ocate the 0tyles group

0lick the %onditional 7ormattin! command A menu will appear with your

formatting options



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&elect one of the options to apply it to the selected cells A cascading menu will

appear

An additional dialog box may appear, depending on the option you choose

"f so, make the necessary choices, and click )8

!o Remove 0onditional $ormatting Rules

0lick the %onditional 7ormattin! command

&elect %lear Rules A cascading menu appears

0hoose to clear rules from the entire worksheet or the selected cells

!o (anage 0onditional $ormatting Rules

0lick the %onditional 7ormattin! command

&elect Mana!e Rules from the menu !he 0onditional $ormatting Rules (anager

dialog box will appear



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$rom here you can edit a rule, delete a rule, or change the order of rules

%hallen!e(

1se the %ompany 0ales workbook to complete this challen!e+

Apply conditional formatting to a range of cells with numerical values

Apply a second conditional formatting rule to the same set of cells

Apply a conditional formatting rule to a range of cells with text

Explore the %onditional 7ormattin! Rules Mana!er dialog box

0lear all conditional formatting rules from the worksheet



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0reating 'ivot !ables

"ntroduction

'ivot table reports, or pivot tables as they are often called, can help you answer

Duestions about your spreadsheet by analyzing the numerical information in

various ways "f you work with spreadsheets with a lot of data, pivot tables can be

an extremely useful tool 'ivot table reports give you power because you

can Luickly find the answer to many different Duestions, and manipulate your

data in many different ways

"n this lesson, you will learn the basics of inserting and working with pivot table

reports

/hy are !hey %amed 'ivot !ablesL

2ou may be wondering why it is called a pivot table Basically, pivot tables allow

you to pivot, or move, data so that you can produce answers to Duestions )nce

you create a pivot table, you can very easily see what effect pivoting the data has

on the spreadsheet information

!o 0reate a 'ivot !able Report >'art "

&elect the cells in your spreadsheet that you want to use in the pivot table report

&elect the 9nsert tab

0lick the "ivotTable command



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0lick "ivotTable again Excel selects cells in the actual spreadsheet and

the %reate "ivotTable dialog box opens

0elect a table or ran!e is already selected and the TableRan!e field shows the

range of the selected data $ew 2orksheet is also selected by default as the placewhere the report will be placed

0lick Existin! 2orksheet and select a worksheet, if you do not want the pivot

table to appear in a new worksheet

0lick O&

0reating a 'ivot !able Report

"f you use the sample spreadsheet to create a pivot table, you can see that the

column headings are salesperson,re!ion, account, order amount, and month

/hen you create a pivot table, each column label in your data becomes a

field that can be used in the report !he 7ield ,ist appears on the right side of the

report, while thelayout area appears on the left



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!o 0reate a 'ivot !able Report >'art 3

7etermine what Luestion you want your pivot table report to answer $or example,

using the sample spreadsheet, you might want to know which salesperson sold the

!reatest dollar amount

7etermine the fields that are necessary to answer this Duestion "n this

example, salesperson and order amount

&elect the check box next to the 0alesperson field in the "ivotTable 7ield ,ist!he field will appear in the drag and drop area at the bottom of the field list and in

the layout area !he order amount data appears on the right !his is a default

setting in Excel T data with numbers will always appear on the right



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&elect the check box next to the Order Amount field in the "ivotTable 7ield ,ist

!he field will appear in the drag and drop area at the bottom of the field list and in

the layout area All of the salesperson data appears on the left side as rows

2ou can now see the answer to your Luestion in the report on the left

!o Add a Report $ilter

&elect a field in the 7ield ,ist "n this example, choose Re!ion By default, it will

appear in the Row -abels group

0lick and drag Re!ion into the Report 7ilter section

Release the mouse button !he region appears at the top of the report as a filter

!he arrow by the Region fields shows >All !o show ust the data for a specific

re!ion, click the drop#down arrow and select the region !o see multiple re!ions,

click the (ultiple Regions box, select the regions to display, and then, click )8

(oving, or 'ivoting 7ata

0lick and drag a field from one area to another



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Release the mouse button to drop the field in the new area "n this example, we

move Re!ion from Report 7ilter to %olumn ,abel !he pivot table report willchange

)R

Right#click one of the rows A menu will appear

&elect Move and then select a move option



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!o 0reate a 'ivot0hart

&elect the "ivot %hart command from the )ptions tab !he "nsert 0hart dialog

box appears

&elect the chart youCd like to insert

0lick )8 !he chart will now appear on the same sheet as the 'ivot !able



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!he information in the chart includes the information in the pivot table, rather than

all the original source data

%hallen!e(

1se the %ompany 0ales workbook to complete this challen!e+

0reate a pivot table report that calculates the amount each salesperson sold

$ilter the report by re!ion

1iew the data for the salespeople in the $orth and 2est region

/ho sold the greatest dollar amount in those two regionsL

Documents

Excel Study Pack 2007