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Tips and Tricks for Making Excel 2007 More Efficient

Molly Hickman

6/3/2010

Using the Ribbon

The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in (mostly) logical groups that are collected together under tabs. Because each tab relates to a type of activity, such as writing or laying out a page, it is not possible to customize the Ribbon without using XML and programming code. Even though the ribbon is designed to be very user friendly, we still have access to other ways of performing the commands we wish to use.

Use the ALT + First Letter of the Ribbon will show the shortcut commands that use the CTRL key.

For instance, hitting the ALT + H key will show what letters to use with the CTRL key to get to that particular command. If the CTRL + FF keys are pressed, that puts the focus on the font ribbon item and you can use your arrow keys to scroll through the various font items, enter to select. Pressing CTRL + FN opens the Format Cells dialog box.

There are also commands on the ribbon that are not visible. These commands can be accessed by clicking the tiny boxes in the bottom right side of the group. Not all groups have the button on the bottom right corner, which means there are no more visible commands for that particular group.

Clicking the button in the bottom right corner of the alignment group will open the Format Cells dialog box. From here, you can set several options for your worksheet or range of cells at one time, instead of having to perform each individual action by clicking each action on the ribbon.

Things you can't do

• Add to or rearrange the commands on the Ribbon.

• Change or remove a command or group on the Ribbon.

• Add tabs to the Ribbon, unless you use XML and programming code.

• Switch to the toolbars and menus from earlier versions of Microsoft Office.

• Change the font or font size used on the Ribbon.

Note: You can try to change the font size or DPI, but it does not affect all things on the Ribbon.

Things you can do

• Minimize the Ribbon to make more space available on your screen.

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• Move the Quick Access Toolbar to position it below or above the Ribbon.

• Customize the Quick Access Toolbar to add buttons that represent the commands that you frequently use.

• Use your mouse’s wheel to move through the ribbon

• Use XML and programming code to extend the Office Fluent user interface by adding custom tabs, buttons, check boxes, or Dialog Box Launchers.

Minimize the Ribbon

To reduce screen clutter, some tabs are shown only when they are needed. When the Ribbon is minimized, you see only the tabs.

There is no way to delete or replace the Ribbon with the toolbars and menus from the earlier versions of Microsoft Office. However, you can minimize the Ribbon to make more space available on your screen.

Full Ribbon

Minimized Ribbon

Always keep the Ribbon minimized

1. Click Customize Quick Access Toolbar . 2. In the list, click Minimize the Ribbon. 3. To use the Office Fluent Ribbon while it is minimized, click

the tab you want to use, and then click the option or command you want to use. For example, with the Ribbon minimized, you can select text in your Microsoft Office Word document, click the Home tab, and then in the Font group, click the size of the text you want. After you click the text size you want, the Ribbon goes back to being minimized. You can also return the ribbon to the original state by removing the check from the Minimize the Ribbon option.

Keep the Ribbon minimized for a short time

1. To quickly minimize the Ribbon, double-click the name of the active tab. Double-click a tab again to restore the Ribbon.

Keyboard shortcut: To minimize or restore the Ribbon, press CTRL+F1.

Move the Quick Access Toolbar

The Quick Access Toolbar is a customizable toolbar containing a set of commands that are independent of the tab that is currently displayed.

The Quick Access Toolbar can be located in one of two places:

• Upper-left corner next to the Microsoft Office Button

(default location)

• Below the Ribbon, which is part of the Microsoft Office Fluent user interface

If you don't want the Quick Access Toolbar to be displayed in its current location, you can move it to the

other location. If you find that the default location next to the Microsoft Office Button is too far from your work area to be convenient, you may want to move it closer to your work area. The location below the Ribbon encroaches on the work area. Therefore, if you want to maximize the work area, you may want to keep the Quick Access Toolbar in its default location.

1. Click Customize Quick Access Toolbar .

2. In the list, click Show Below the Ribbon.

Add a command to the Quick Access Toolbar

You can add a command to the Quick Access Toolbar directly from commands that are displayed on the Office Ribbon.

1. On the Ribbon, click the appropriate tab or group to display the command that you want to add to the Quick Access Toolbar.

2. Right-click the command, and then click Add to Quick Access Toolbar on the shortcut menu. 3. Another way to add or remove things from the ribbon is to use

the Excel Options under the Office button a. You have several options to choose from under Excel

Options and this is where you can set your worksheets to act and respond the way you want them to.

b. To customize the Quick Access Toolbar, select Customize. c. Choose the area from which you want to add commands,

select the command you wish to add then use the add button in the middle to move the command to the left.

d. Commands cal also be removed using the same method, only selecting from the left

and using remove in the middle instead of add.

Notes:

• You cannot increase the size of the buttons representing the commands by an option in Microsoft Office. The only way to increase the size of the buttons is to lower the screen resolution you use.

• You cannot display the Quick Access Toolbar on multiple lines.

• Only commands can be added to the Quick Access Toolbar. The contents of most lists, such as indent and spacing values and individual styles, which also appear on the Ribbon, cannot be added to the Quick Access Toolbar.

Distribute the contents of a cell into adjacent columns

You can split the contents of one or more cells in a column and distribute those contents as individual parts across other cells in adjacent columns. For example, your worksheet contains a column of full names that you want to split into separate first name and last name columns.

1. Select the cell, range, or entire column that contains the text values that you want to split.

NOTE: A range that you want to split can include any number of rows, but it can include no more than one column. You also should keep enough blank columns to the right of the selected column to prevent existing data in adjacent columns from being overwritten by the data that will be distributed. If necessary, you can insert blank columns.

2. On the Data tab, in the Data Tools group, click Text to Columns.

3. Follow the instructions in the Convert Text to Columns Wizard to specify how you want to divide the text into columns.

Split names by using the Convert Text to Columns Wizard

Use the Convert Text to Columns Wizard to separate simple cell content, such as first names and last names, into different columns.

Depending on your data, you can split the cell content based on a delimiter, such as a space or a comma, or based on a specific column break location within your data.

Split content based on a delimiter

Use this method if your names have a delimited format, such as "First_name Last_name" (where the space between First_name and Last_name is the delimiter) or "Last_name, First_name" (where the comma is the delimiter).

Split space-delimited content

1. Select the range of data that you want to convert.


3. In Step 1 of the Convert Text to Columns Wizard, click Delimited, and then click Next.

4. In Step 2, select the Space check box, and then clear the other check boxes under Delimiters.

The Data preview box shows the first and last names in two separate columns.

5. Click Next.

6. In Step 3, click a column in the Data preview box, and then click Text under Column data format.

Repeat this step for each column in the Data preview box.

7. If you want to insert the separated content into the columns next to the full name, click the icon to the right of the Destination box, and then select the cell next to the first name in the list (B2, in this example).

IMPORTANT: If you do not specify a new destination for the new columns, the split data will replace the

original data.

8. Click the icon to the right of the Convert Text to Columns Wizard.

Click Finish.

Split comma-delimited content

1. Select the range of data that you want to convert.


3. In Step 1 of the Convert Text to Columns Wizard, click Delimited, and then click Next.

4. In Step 2, select the Comma check box, and then clear the other check boxes under Delimiters.

The Data preview box displays the first names and last

names in two separate lists.

5. Click Next.

6. In Step 3, click a column in the Data preview box, and then click Text under Column data format.


7. If you want to show the separated content in the

columns next to the full name, click the icon to the right of the Destination box, and then select the cell next to the first name in the list (B2, in this example).

IMPORTANT: If you do not specify a new destination for the new columns, the divided data will replace the combined data.


9. Click Finish.

Split cell content based on a column break

You can also customize how you want your data to be separated by specifying a fixed column break location.

1. Select the cell or range of cells.


3. In Step 1 of the Convert Text to Columns Wizard, click Fixed Width, and then click Next.

4. In the Data preview box, drag a line to indicate where you want the content to be divided.

Tip To delete a line, double-click it.

5. Click Next.

6. In Step 3, select a column in the Data preview box, and then click a format option under Column data format.


7. If you want to show the split content in the columns next to the full name, click the icon to the right of the Destination box, and then click the cell next to the first name in the list.

IMPORTANT: If you do not specify a new destination for the new columns, the divided data will replace the original data.


9. Click Finish.

Learn About Sorting

You can sort data by text (A to Z or Z to A), numbers (smallest to largest or largest to smallest), and dates and times (oldest to newest and newest to oldest) in one or more columns. You can also sort by a custom list (such as Large, Medium, and Small) or by format, including cell color, font color, or icon set. Most sort operations are column sorts, but you can also sort by rows.

Sort criteria are saved with the workbook so that you can reapply the sort each time that you open the workbook for an Excel table, but not for a range of cells. If you want to save sort criteria so that you can periodically reapply a sort when you open a workbook, then it's a good idea to use a table. This is especially important for multicolumn sorts or for sorts that take a long time to create.

When you reapply a sort, different results appear for the following reasons:

• Data has been added, modified, or deleted to the range of cells or table column. • Values returned by a formula have changed and the worksheet has been recalculated.

Sort text

1. Select a column of alphanumeric data in a range of cells, or make sure that the active cell is in a table column containing alphanumeric data.

2. On the Data tab, in the Sort & Filter group, do one of the following:

To sort in ascending alphanumeric order, click Sort A to Z.

To sort in descending alphanumeric order, click Sort Z to A.

3. Optionally, you can do a case-sensitive sort.

1. On the Data tab, in the Sort & Filter group, click Sort.

2. In the Sort dialog box, click Options.

3. In the Sort Options dialog box, select Case sensitive.

4. Click OK twice.

To reapply a sort after you change the data, click a cell in the range or table, and then on the Data tab, in the Sort & Filter group, click Reapply.

Issue: Check that all data is stored as text. If the column that you want to sort contains numbers stored as numbers and numbers stored as text, then you need to format them all as text. If you do not, the numbers stored as numbers are sorted before the numbers stored as text. To format all of the selected data as text, on the Home tab, in the Font group, click the Format Cell Font button, click the Number tab, and then under Category, click Text.

Issue: Remove any leading spaces. In some cases, data imported from another application might have leading spaces inserted before data. Remove the leading spaces before sorting the data.

Sort numbers

1. Select a column of numeric data in a range of cells, or make sure that the active cell is in a table column containing numeric data.


To sort from low numbers to high numbers, click Sort Smallest to Largest.

To sort from high numbers to low numbers, click Sort Largest to Smallest.

Issue: Check that all numbers are stored as numbers. If the results are not what you expected, the column might contain numbers stored as text and not as numbers. For example, negative numbers imported from some accounting systems or a number entered with a leading ' (apostrophe) are stored as text. For more information, see Convert numbers stored as text to numbers.

Sort dates or times

1. Select a column of dates or times in a range of cells, or make sure that the active cell is in a table column containing dates or times.

2. Select a column of dates or times in a range of cells or table.


To sort from an earlier to a later date or time, click Sort Oldest to Newest.

To sort from a later to an earlier date or time, click Sort Newest to Oldest.

4. To reapply a sort after you change the data, click a cell in the range or table, and then on the Data tab, in the Sort & Filter group, click Reapply.

Issue: Check that dates and times are stored as dates or times. If the results are not what you expected, the column might contain dates or times stored as text and not as dates or times. For Excel to sort dates and times correctly, all dates and times in a column must be stored as a date or time serial number. If Excel cannot recognize a value as a date or time, the date or time is stored as text. For more information, see Convert dates stored as text to dates.

NOTE: If you want to sort by days of the week, format the cells to show the day of the week. If you want to sort by the day of the week regardless of the date, convert them to text by using the TEXT function. However, the TEXT function returns a text value, and so the sort operation would be based on alphanumeric data. For more information, see Show dates as days of the week.

Sort by cell color, font color, or icon

If you have manually or conditionally formatted a range of cells or table column, by cell color or font color, you can also sort by these colors. You can also sort by an icon set created through a conditional format.

1. Select a column of data in a range of cells, or make sure that the active cell is in a table column.


The Sort dialog box is displayed.

3. Under Column, in the Sort by box, select the column that you want to sort.

4. Under Sort On, select the type of sort. Do one of the following:

To sort by cell color, select Cell Color.

To sort by font color, select Font Color.

To sort by an icon set, select Cell Icon.

5. Under Order, click the arrow next to the button, and then, depending on the type of format, select a cell color, font color, or cell icon.

6. Under Order, select how you want to sort. Do one of the following:

To move the cell color, font color, or icon to the top or left, select On Top for a column sort, and On Left for a row sort.

To move the cell color, font color, or icon to the bottom or right, select On Bottom for a column sort, and On Right for a row sort.

NOTE: There is no default cell color, font color, or icon sort order. You must define the order that you want for each sort operation.

7. To specify the next cell color, font color, or icon to sort by, click Add Level, and then repeat steps three through five.

Make sure that you select the same column in the Then by box and that you make the same selection under Order.

Keep repeating for each additional cell color, font color, or icon that you want included in the sort.


Sort by a custom list

You can use a custom list to sort in a user-defined order. Excel provides built-in, day-of-the-week and month-of-the year custom lists, and you can also create your own custom list.

1. Optionally, create the custom list.

1. In a range of cells, enter the values that you want to sort by, in the order that you want them, from top to bottom.

2. Select the range that you just typed. In the example above, you would select cells A1:A3.

3. Click the Microsoft Office Button , click Excel Options, click the Popular category, and then under Top options for working with Excel, click Edit Custom Lists.

4. In the Custom Lists dialog box, click Import, and then click OK twice.

NOTES:

You can only create a custom list based on a value (text, number, and date or time). You cannot create a custom list based on a format (cell color, font color, and icon).

The maximum length for a custom list is 255 characters, and the first character must not begin with a number.

Select a column of data in a range of cells, or make sure that the active cell is in a table column.

On the Data tab, in the Sort & Filter group, click Sort.


Under Column, in the Sort by or Then by box, select the column that you want to sort by a custom list.

Under Order, select Custom List.

In the Custom Lists dialog box, select the list that you want. In the preceding example, you would click High, Medium, Low.

Click OK.

To reapply a sort after you change the data, click a cell in the range or table, and then on the Data tab, in the Sort & Filter group, click Reapply.

Sort rows

1. Select a row of data in a range of cells, or make sure that the active cell is in a table column.



3. Click Options.

4. In the Sort Options dialog box, under Orientation, click Sort left to right, and then click OK.

5. Under Column, in the Sort by box, select the row that you want to sort.

6. Do one of the following:

By value

1. Under Sort On, select Values.

2. Under Order, do one of the following:

For text values, select A to Z or Z to A.

For number values, select Smallest to Largest or Largest to Smallest.

For date or time values, select Oldest to Newest or Newest to Oldest.

By cell color, font color, or cell icon

3. Under Sort On, select Cell Color, Font Color, or Cell Icon.

4. Click the arrow next to the button, and then select a cell color, font color, or cell icon.

5. Under Order, select On Left or On Right.


NOTE: When you sort rows that are part of a worksheet outline, Excel sorts the highest-level groups (level 1) so that the detail rows or columns stay together, even if the detail rows or columns are hidden.

Sort by more than column or row

You might sort by more than one column or row when you have data that you want to group by the same value in one column or row, and then sort another column or row within that group of equal values. For example, if you have a Department and Employee column, you can first sort by Department (to group all the employees in the same department together), and then sort by name (to put the names in alphabetical order within each department). You can sort by up to 64 columns.

NOTE: For best results, the range of cells that you sort should have column headings.

1. Select a range of cells with two or more columns of data, or make sure that the active cell is in a table with two or more columns.



3. Under Column, in the Sort by box, select the first column that you want to sort.

4. Under Sort On, select the type of sort. Do one of the following:

To sort by text, number, or date and time, select Values.

To sort by format, select Cell Color, Font Color, or Cell Icon.

5. Under Order, select how you want to sort. Do one of the following:

For text values, select A to Z or Z to A.

For number values, select Smallest to Largest or Largest to Smallest.

For date or time values, select Oldest to Newest or Newest to Oldest.

To sort based on a custom list, select Custom List.

6. To add another column to sort by, click Add Level, and then repeat steps three through five.

7. To copy a column to sort by, select the entry, and then click Copy Level.

8. To delete a column to sort by, select the entry, and then click Delete Level.

NOTE: You must keep at least one entry in the list.

9. To change the order in which the columns are sorted, select an entry, and then click the Up or Down arrow to change the order.

Entries higher in the list are sorted before entries lower in the list.


Sort by a partial value in a column

Sorting is based on the entire value in a column. If you want to sort by part of a value in a column, such as a part number code (789-WDG-34), last name (Carol Philips), or first name (Philips, Carol), you first need to split the column into two or more columns so that the value you want to sort by is in its own column. To do this, you can use functions or the Convert Text to Columns Wizard.

For examples and more information, see Split names by using the Convert Text to Columns Wizard and Split text among columns by using functions.

Sort one column in a range of cells without affecting the others

WARNING Be careful when using this feature. Sorting by one column in a range may produce results that you don't want, such as moving cells in that column away from other cells in the same row.

NOTE: You cannot do the following procedure in a table.

1. Select a column in a range of cells containing two or more columns.

2. To select the column that you want to sort, click the column heading.

3. On the Home tab, in the Editing group, click Sort & Filter, and then click one of the available sort commands.

4. The Sort Warning dialog box is displayed.

5. Select Continue with the current selection.

6. Click Sort.

7. Select any other sort options that you want in the Sort dialog box, and then click OK.

If the results are not what you want, click Undo .

Learn more about general issues with sorting

If you get unexpected results when sorting your data, do the following:

Check to see if the values returned by a formula have changed If the data that you have sorted contains one or more formulas, the return values of those formulas can change when the worksheet is recalculated. In this case, make sure that you reapply the sort or do the sort again to get up-to-date results.

Unhide rows and columns before you sort Hidden columns are not moved when you sort columns, and hidden rows are not moved when you sort rows. Before you sort data, it's a good idea to unhide the hidden columns and rows.

Check the locale setting Sort orders vary by locale setting. Make sure that you have the proper locale setting in Regional Settings or Regional and Language Options in Control Panel on your computer. For information about changing the locale setting, see the Windows help system.

Enter column headings in only one row. If you need multiple line labels, wrap the text within the cell.

Turn on or off the heading row. It's usually best to have a heading row when you sort a column to make it easier to understand the meaning of the data. By default, the value in the heading is not included in the sort operation. Occasionally, you may need to turn on or off the heading so that the value in the heading is or is not included in the sort operation. Do one of the following:

To exclude the first row of data from the sort because it is a column heading, on the Home tab, in the Editing group, click Sort & Filter, click Custom Sort, and then select My data has headers.

To include the first row of data in the sort because it is not a column heading, on the Home tab, in the Editing group, click Sort & Filter, click Custom Sort, and then clear My data has headers.

Filter for unique values or remove duplicate values

In Microsoft Office Excel 2007, you have several ways to filter for unique values or remove duplicate values:

• To filter for unique values, use the Advanced command in the Sort & Filter group on the Data tab.

• To remove duplicate values, use the Remove Duplicates command in the Data Tools group on the Data tab.

• To highlight unique or duplicate values, use the Conditional Formatting command in the Style group on the Home tab.

Learn about filtering for unique values or removing duplicate values

Filtering for unique values and removing duplicate values are two closely related tasks because the displayed results are the same — a list of unique values. The difference, however, is important: When you filter for unique values, you temporarily hide duplicate values, but when you remove duplicate values, you permanently delete duplicate values.

A duplicate value is one where all values in the row are an exact match of all the values in another row. Duplicate values are determined by the value displayed in the cell and not necessarily the value stored in the cell. For example, if you have the same date value in different cells, one formatted as "3/8/2006" and the other as "Mar 8, 2006", the values are unique.

It's a good idea to filter for or conditionally format unique values first to confirm that the results are what you want before removing duplicate values.

Filter for unique values

1. Select the range of cells, or make sure the active cell is in a table.

2. On the Data tab, in the Sort & Filter group, click Advanced.

3. In the Advanced Filter dialog box, do one of the following:

1. To filter the range of cells or table in place, click Filter the list, in-place.

2. To copy the results of the filter to another location, do the following:

1. Click Copy to another location.

2. In the Copy to box, enter a cell reference.

Alternatively, click Collapse Dialog to temporarily hide the dialog box, select a

cell on the worksheet, and then press Expand Dialog .

4. Select the Unique records only check box, and click OK.

The unique values from the selected range are copied to the new location.

Remove duplicate values

When you remove duplicate values, only the values in the range of cells or table are affected. Any other values outside the range of cells or table are not altered or moved.

CAUTION: Because you are permanently deleting data, it's a good idea to copy the original range of cells or table to another worksheet or workbook before removing duplicate values.

1. Select the range of cells, or make sure that the active cell is in a table.

2. On the Data tab, in the Data Tools group, click Remove Duplicates.

3. Do one or more of the following:

Under Columns, select one or more columns.

To quickly select all columns, click Select All.

To quickly clear all columns, click Unselect All.

If the range of cells or table contains many columns and you want to only select a few columns, you may find it easier to click Unselect All, and then under Columns, select those columns.

4. Click OK.

A message is displayed indicating how many duplicate values were removed and how many unique values remain, or if no duplicate values were removed.

5. Click OK.

Move or copy cells and cell contents

You can use the Cut, Copy, and Paste commands in Microsoft Office Excel to move or copy entire cells or their contents. You can also copy specific contents or attributes from the cells. For example, you can copy the resulting value of a formula without copying the formula itself, or you can copy only the formula.

This article does not describe how to move or copy a worksheet to another location within a workbook or to another workbook. Find links to more information about moving and copying worksheets in the See Also section.

NOTE:: Excel displays an animated moving border around cells that have been cut or copied. To cancel a moving border, press ESC.

Move or copy entire cells

When you move or copy a cell, Excel moves or copies the entire cell, including formulas and their resulting values, cell formats, and comments.

1. Select the cells that you want to move or copy.

TIP: To cancel a selection of cells, click any cell on the worksheet.

2. On the Home tab, in the Clipboard group, do one of the following:

• To move cells, click Cut .

Keyboard shortcut: You can also press CTRL+X.

• To copy cells, click Copy .

Keyboard shortcut: You can also press CTRL+C.

3. Select the upper-left cell of the paste area.

TIP:: To move or copy a selection to a different worksheet or workbook, click another worksheet tab or switch to another workbook, and then select the upper-left cell of the paste area.

4. On the Home tab, in the Clipboard group, click Paste .

Keyboard shortcut You can also press CTRL+V.

5. NOTE::

• To choose specific options when you paste cells, you can click the arrow below Paste , and then click the option that you want. For example, you can click Paste Special or Paste As Picture.

• By default, Excel displays the Paste Options button on the worksheet to provide you with special options when you paste cells, such as Keep Source Formatting and Match Destination Formatting. If you don't want to display this button every time that you paste

cells, you can turn this option off. Click the Microsoft Office Button , and then click Excel Options. In the Advanced category, under Cut, Copy, and Paste, clear the Show Paste Options buttons check box.

• Excel replaces existing data in the paste area when you cut and paste cells to move them.

• When you copy cells, cell references are automatically adjusted. When you move cells, however, cell references are not adjusted, and the contents of those cells and of any cells that point to them may be displayed as reference errors. In this case, you will need to adjust the references manually.

• If the selected copy area includes hidden cells, Excel also copies the hidden cells. You may need to temporarily unhide cells that you don't want to include when you copy information.

• If the paste area contains hidden rows or columns, you might need to unhide the paste area to see all of the copied cells.

Move or copy entire cells by using the mouse

By default, drag-and-drop editing is turned on so that you can use the mouse to move and copy cells.

1. Select the cells or range of cells that you want to move or copy.



• To move a cell or range of cells, point to the border of the selection. When the pointer

becomes a move pointer , drag the cell or range of cells to another location.

• To copy a cell or range of cells, hold down CTRL while you point to the border of the

selection. When the pointer becomes a copy pointer , drag the cell or range of cells to another location.

NOTE:

• Excel replaces existing data in the paste area when you move cells.

• When you copy cells, cell references are automatically adjusted. When you move cells, however, cell references are not adjusted, and the contents of those cells and of any cells that point to them may be displayed as reference errors. In this case, you will need to adjust the references manually.

• If the selected copy area includes hidden cells, Excel also copies the hidden cells. You may need to temporarily unhide cells that you don't want to include when you copy information.

If the paste area contains hidden rows or columns, you might need to unhide the paste area to see all of the copied cells.

Insert moved or copied cells between existing cells

1. Select the cell or range of cells that contains the data that you want to move or copy.



To move the selection, click Cut .

Keyboard shortcut You can also press CTRL+X.

To copy the selection, click Copy .

Keyboard shortcut You can also press CTRL+C.

3. Right-click the upper-left cell of the paste area, and then click Insert Cut Cells or Insert Copied Cells on the shortcut menu.

TIP: To move or copy a selection to a different worksheet or workbook, click another worksheet tab or switch to another workbook, and then select the upper-left cell of the paste area.

4. In the Insert Paste dialog box, click the direction in which you want to shift the surrounding cells.

NOTE: If you insert entire rows or columns, the surrounding rows and columns are shifted down and to the left.

Copy visible cells only

If some cells, rows, or columns on your worksheet are not displayed, you have the option of copying all cells or only the visible cells. For example, you can choose to copy only the displayed summary data on an outlined worksheet.

1. Select the cells that you want to copy. TIP: To cancel a selection of cells, click any cell on the worksheet.

2. On the Home tab, in the Editing group, click Find & Select, and then click Go To.

3. In the Go To dialog box, click Special. 4. Under Select, click Visible cells only, and then click OK.

5. On the Home tab, in the Clipboard group, click Copy . Keyboard shortcut You can also press CTRL+C.

6. Select the upper-left cell of the paste area. TIP: To move or copy a selection to a different worksheet or workbook, click another worksheet tab or switch to another workbook, and then select the upper-left cell of the paste area.

7. On the Home tab, in the Clipboard group, click Paste . Keyboard shortcut You can also press CTRL+V. NOTES:

• Excel pastes the copied data into consecutive rows or columns. If the paste area contains hidden rows or columns, you might need to unhide the paste area to see all of the copied cells.

• If you click the arrow below Paste , you can choose from several paste options to apply to your selection.

• When you copy or paste hidden or filtered data to another application or another instance of Excel, only visible cells are copied.

Prevent copied blank cells from replacing data

1. Select the range of cells that contains blank cells.


2. On the Home tab, in the Clipboard group, click Copy .



4. On the Home tab, in the Clipboard group, click the arrow below Paste , and then click Paste Special.

5. Select the Skip blanks check box.

Move or copy the contents of a cell

1. Double-click the cell that contains the data that you want to move or copy.

NOTE: By default, you can edit and select cell data directly in the cell by double-clicking it, but you can also edit and select cell data in the formula bar.

2. In the cell, select the characters that you want to move or copy.


To move the selection, click Cut .


To copy the selection, click Copy .


4. In the cell, click where you want to paste the characters, or double-click another cell to move or copy the data.



6. Press ENTER.

NOTE: When you double-click a cell or press F2 to edit the active cell, the arrow keys work only within that cell. To use the arrow keys to move to another cell, first press ENTER to complete your editing changes to the active cell.

Copy cell values, cell formats, or formulas only

When you paste copied data, you can do any of the following:

• Convert any formulas in the cell to the calculated values without overwriting the existing formatting.

• Paste only the cell formatting, such as font color or fill color (and not the contents of the cells).

• Paste only the formulas (and not the calculated values).

1. Select the cell or range of cells that contains the values, cell formats, or formulas that you want to copy.


2. On the Home tab, in the Clipboard group, click Copy .


3. Select the upper-left cell of the paste area or the cell where you want to paste the value, cell format, or formula.

4. On the Home tab, in the Clipboard group, click the arrow below Paste , and then do one of the following:

• To paste values only, click Paste Values.

• To paste cell formats only, click Paste Special, and then click Formats under Paste.

• To paste formulas only, click Formulas.

NOTE: If the copied formulas contain relative cell references, Excel adjusts the references (and the relative parts of mixed cell references) in the duplicate formulas. For example, suppose that cell B8 contains the formula =SUM(B1:B7). If you copy the formula to cell C8, the duplicate formula refers to the corresponding cells in that column: =SUM(C1:C7). If the copied formulas contain absolute cell references, the references in the duplicate formulas are not changed. If you don't get the results that you want, you can also change the references in the original formulas to either relative or absolute cell references and then recopy the cells.

Copy cell width settings

When you paste copied data, the pasted data uses the column width settings of the target cells. To correct the column widths so that they match the source cells, use the following procedure.

1. Select the cells that you want to move or copy.



To move cells, click Cut .


To copy cells, click Copy .



TIP: To move or copy a selection to a different worksheet or workbook, click another worksheet tab or switch to another workbook, and then select the upper-left cell of the paste area.



5. With the pasted data still selected, on the Home tab, in the Clipboard group, click the arrow

below Paste , and then click Paste Special.

6. In the Paste Special dialog box, click Column widths, and then click OK.

Freeze or lock rows and columns

To keep an area of a worksheet visible while you scroll to another area of the worksheet, you can lock specific rows or columns in one area by freezing or splitting panes.

When you freeze panes, you keep specific rows or columns visible when you scroll in the worksheet. For example, you might want to keep row and column labels visible as you scroll.

A solid line indicates that row 1 is frozen to keep column labels in place when you scroll.

When you split panes, you create separate worksheet areas that you can scroll within, while rows or columns in the non-scrolled area remain visible.

Freeze panes to lock specific rows or columns

1. On the worksheet, do one of the following:

To lock rows, select the row below the row or rows that you want to keep visible when you scroll.

To lock columns, select the column to the right of the column or columns that you want to keep visible when you scroll.

To lock both rows and columns, click the cell below and to the right of the rows and columns that you want to keep visible when you scroll.

2. On the View tab, in the Window group, click the arrow below Freeze Panes.


To lock one row only, click Freeze Top Row.

To lock one column only, click Freeze First Column.

To lock more than one row or column, or to lock both rows and columns at the same time, click Freeze Panes.

Notes:

When you freeze the top row, first column, or panes, the Freeze Panes option changes to Unfreeze Panes so that you can unlock any frozen rows or columns.

You can freeze rows at the top and columns on the left side of the worksheet only. You cannot freeze rows and columns in the middle of the worksheet.

The Freeze Panes command is not available when you are in cell editing mode or when a worksheet is protected. To cancel cell editing mode, press ENTER or ESC. For information about how to remove protection from a worksheet, see Protect worksheet or workbook elements.

Split panes to lock rows or columns in separate worksheet areas

1. To split panes, point to the split box at the top of the vertical scroll bar or at the right end of the horizontal scroll bar.

2. When the pointer changes to a split pointer or , drag the split box down or to the left to the position that you want.

3. To remove the split, double-click any part of the split bar that divides the panes.

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Note: You cannot split panes and freeze panes at the same time. When you freeze panes within a split pane, all rows above and columns to the left of the selection will be frozen and the split bar will be removed.

Using Format Painter

You can use Format Painter to copy the formatting (such as fills or borders) of shapes or objects, text, or cells in a Microsoft Office Excel worksheet to a different group of shapes, objects, text, or cells.

1. Select the shape, object, text, or worksheet cell that has the formatting that you want to copy.


To copy the formatting to one other shape, object, cell, or text selection, click Format Painter.

To copy the formatting to multiple shapes, objects, cells, or text selections, double-click Format Painter.

The pointer changes to a paintbrush.


To copy the formatting to a single shape, object, or piece of text, click the object or text that you want to format.

To copy the formatting to a single cell or range of cells, drag the mouse pointer across the cell or range of cells that you want to format.

To copy the formatting to several cells or ranges of cells, drag the mouse pointer across the cells or ranges of cells that you want to format.

To copy the formatting to several text selections, click each text selection that you want to format.

4. To stop formatting, press ESC.

Notes:

For text selections with multiple words, clicking within a word applies the formatting to that word only, and dragging across the text selection applies the formatting to all of the words.

To copy the width of one column to a second column, select the heading of the first column, click Format Painter, and then click the heading of the column that you want to apply the column width to.

You cannot copy the column width if a merged cell includes the column from which you want to copy the width.

You can copy formatting from a picture (such as the picture's border or the shape that the picture appears in) by using the steps above.

You can select WordArt text and then use Format Painter to apply the font and font size to other text as long as the text is within a shape. It is not possible to apply WordArt formatting directly to text in a worksheet.

If you apply three-dimensional (3-D) effects, such as a 3-D WordArt style or Warp Transform effect, to text in a shape (to copy the effects applied to the text in the shape), you must use Format Painter to copy all of the shape formatting and not just the text formatting.

Find, Replace and GoTo

1. In a worksheet, click any cell.

2. On the Home tab, in the Editing group, click Find & Select.

3. Do the following:

• To find text or numbers, click Find.

• To find and replace text or numbers, click Replace.

4. In the Find what box, type the text or numbers that you want to search for, or click the arrow in the Find what box, and then click a recent search in the list.

You can use wildcard characters, such as an asterisk (*) or a question mark (?), in your search criteria:

• Use the asterisk to find any string of characters. For example, s*d finds "sad" and "started".

• Use the question mark to find any single character. For example, s?t finds "sat" and "set".

TIP: You can find asterisks, question marks, and tilde characters (~) in worksheet data by preceding them with a tilde character in the Find what box. For example, to find data that contains "?", you would type ~? as your search criteria.

5. Click Options to further define your search, and then do any of the following:

• To search for data in a worksheet or in an entire workbook, in the Within box, select Sheet or Workbook.

• To search for data in specific rows or columns, in the Search box, click By Rows or By Columns.

• To search for data with specific details, in the Look in box, click Formulas, Values, or Comments.

• To search for case-sensitive data, select the Match case check box.

• To search for cells that contain just the characters that you typed in the Find what box, select the Match entire cell contents check box.

6. If you want to search for text or numbers that also have specific formatting, click Format, and then make your selections in the Find Format dialog box.

TIP: If you want to find cells that just match a specific format, you can delete any criteria in the Find what box, and then select a specific cell format as an example. Click the arrow next to Format, click Choose Format From Cell, and then click the cell that has the formatting that you want to search for.


• To find text or numbers, click Find All or Find Next.

TIP: When you click Find All, every occurrence of the criteria that you are searching for will be listed, and you can make a cell active by clicking a specific occurrence in the list. You can sort the results of a Find All search by clicking a column heading.

• To replace text or numbers, type the replacement characters in the Replace with box (or leave this box blank to replace the characters with nothing), and then click Find or Find All.

NOTE: If the Replace with box is not available, click the Replace tab.

If needed, you can cancel a search in progress by pressing ESC.

8. To replace the highlighted occurrence or all occurrences of the found characters, click Replace or Replace All.

TIPS:

Microsoft Office Excel saves the formatting options that you define. If you search the worksheet for data again and cannot find characters that you know to be there, you may need to clear the formatting options from the previous search. On the Find tab, click Options to display the formatting options, click the arrow next to Format, and then click Clear Find Format.

You can also use the SEARCH and FIND functions to find text or numbers on a worksheet.

GoTo

You can also use GoTo to move to a particular cell in a worksheet.

1. In a worksheet, click any cell.

2. On the Home tab, in the Editing group, click Find & Select.

3. Select GoTo.

4. In the Reference line, type in the reference of the cell you want to move to. For example, if you want to move to cell IV6635, then type that into the reference box

5. Your active cell will be the one you typed into the reference box.

Conditional Formatting

Use a conditional format to help you visually explore and analyze data, detect critical issues, and identify patterns and trends.

Learn more about conditional formatting

Conditional formatting helps you answer specific questions about your data. You can apply conditional formatting to a cell range, an Excel table, or a PivotTable report. There are important differences to understand when you use conditional formatting on a PivotTable report.

The benefits of conditional formatting

Whenever you analyze data, you often ask yourself questions, such as:

• Where are the exceptions in a summary of student enrollment over the past five years? • What are the trends in ethnicity over the past two years? • What major has the most students? • What is the overall age distribution of students? • Which majors have greater than 10% increases from year to year? • Who are the highest performing and lowest performing students in the freshman class?

Conditional formatting helps to answer these questions by making it easy to highlight interesting cells or ranges of cells, emphasize unusual values, and visualize data by using data bars, color scales, and icon sets. A conditional format changes the appearance of a cell range based on a condition (or criteria). If the condition is true, the cell range is formatted based on that condition; if the conditional is false, the cell range is not formatted based on that condition.

Note: When you create a conditional format, you can only reference other cells on the same worksheet; you cannot reference cells on other worksheets in the same workbook, or use external references to another workbook.

Format all cells by using a two or three-color scale

Color scales are visual guides that help you understand data distribution and variation. A two-color scale helps you compare a range of cells by using a gradation of two colors. The shade of the color represents higher or lower values. For example, in a green and red color scale, you can specify that higher value cells have a more green color and lower value cells have a more red color.

If one or more cells in the range contain a formula that returns an error, the conditional formatting is not applied to the entire range. To ensure that the conditional formatting is applied to the entire range, use an IS or IFERROR function to return a value other than an error value.

Quick formatting

1. Select one or more cells in a range, table, or PivotTable report.

2. On the Home tab, in the Styles group, click the arrow next to Conditional Formatting, and then click Color Scales.

3. Select a two or three-color scale.

Tip: Hover over the color scale icons to see which icon is a two-color scale. The top color represents higher values, and the bottom color represents lower values.

Tip: You can change the method of scoping for fields in the Values area of a PivotTable report by using the Apply formatting rule to options button.

Advanced formatting

1. Select one or more cells in a range, table, or PivotTable report. 2. On the Home tab, in the Styles group, click the arrow next to Conditional Formatting, and then

click Manage Rules.

The Conditional Formatting Rules Manager dialog box is displayed.

3. Do one of the following: a. To add a conditional format, click New Rule.

The New Formatting Rule dialog box is displayed.

b. To change a conditional format, do the following: i. Make sure that the appropriate worksheet, table, or PivotTable report is

selected in the Show formatting rules for list box.

ii. Optionally, change the range of cells by clicking Collapse Dialog in the Applies to box to temporarily hide the dialog box, by selecting the new range of

cells on the worksheet, and then by selecting Expand Dialog . iii. Select the rule, and then click Edit rule.

The Edit Formatting Rule dialog box is displayed.

4. Under Apply Rule To, to optionally change the scope for fields in the Values area of a PivotTable report by:

a. Selection, click Just these cells. b. Corresponding field, click All <value field> cells with the same fields. c. Value field, click All <value field> cells.

5. Under Select a Rule Type, click Format all cells based on their values. 6. Under Edit the Rule Description, in the Format Style list box, select 2-Color Scale. 7. Select a Minimum and Maximum Type. Do one of the following:

a. Format lowest and highest values Select Lowest Value and Highest Value.

In this case, you do not enter a Minimum and Maximum Value.

b. Format a number, date, or time value Select Number, and then enter a Minimum and Maximum Value.

c. Format a percentage Select Percent, and then enter a Minimum and Maximum Value.

Valid values are from 0 (zero) to 100. Do not enter a percent sign.

Use a percentage when you want to visualize all values proportionally because the distribution of values is proportional.

d. Format a percentile Select Percentile and then enter a Minimum and Maximum Value.

Valid percentiles are from 0 (zero) to 100.

Use a percentile when you want to visualize a group of high values (such as the top 20thpercentile) in one color grade proportion and low values (such as the bottom 20th percentile) in another color grade proportion, because they represent extreme values that might skew the visualization of your data.

e. Format a formula result Select Formula, and then enter a Minimum and Maximum Value.

The formula must return a number, date, or time value. Start the formula with an equal sign (=). Invalid formulas result in no formatting applied. It's a good idea to test the formula in the worksheet to make sure that the formula doesn't return an error value.

Notes:

• Minimum and Maximum values are the minimum and maximum values for the range of cells. Make sure that the Minimum value is less than the Maximum value.

• You can choose a different Minimum and Maximum Type. For example, you can choose a Minimum Number and Maximum Percent.

8. To choose a Minimum and Maximum color scale, click Color for each, and then select a color.

If you want to choose additional colors or create a custom color, click More Colors.

The color scale that you select is displayed in the Preview box.

Format all cells by using data bars

A data bar helps you see the value of a cell relative to other cells. The length of the data bar represents the value in the cell. A longer bar represents a higher value, and a shorter bar represents a lower value. Data bars are useful in spotting higher and lower numbers, especially with large amounts of data, such as top selling and bottom selling toys in a holiday sales report.


Quick formatting

1. Select one or more cells in a range, table, or PivotTable report. 2. On the Home tab, in the Style group, click the arrow next to

Conditional Formatting, click Data Bars, and then select a data bar icon.


Advanced formatting

1. Select one or more cells in a range, table, or PivotTable report. 2. On the Home tab, in the Styles group, click the arrow next to

Conditional Formatting, and then click Manage Rules. The Conditional Formatting Rules Manager dialog box is displayed.


The New Formatting Rule dialog box is displayed. b. To change a conditional format, do the following:

i. Make sure that the appropriate worksheet, table, or PivotTable report is selected in the Show formatting rules for list box.



The Edit Formatting Rule dialog box is displayed. 4. Under Apply Rule To, to optionally change the scope for fields in the Values area of a PivotTable

report by: a. Selection, click Just these cells. b. Corresponding field, click All <value field> cells with the same fields. c. Value field, click All <value field> cells.

5. Under Select a Rule Type, click Format all cells based on their values. 6. Under Edit the Rule Description, in the Format Style list box, select Data Bar. 7. Select a Shortest Bar and Longest Bar Type. Do one of the following:

a. Format lowest and highest values Select Lowest Value and Highest Value. In this case, you do not enter a Shortest Bar and Longest Bar Value.

b. Format a number, date, or time value Select Number, and then enter a Shortest Bar and Longest Bar Value.

c. Format a percentage Select Percent, and then enter a Shortest Bar and Longest Bar Value. Valid values are from 0 (zero) to 100. Do not enter a percent sign. Use a percentage when you want to visualize all values proportionally because the distribution of values is proportional.

d. Format a percentile Select Percentile and then enter a Shortest Bar and Longest Bar Value. Valid percentiles are from 0 (zero) to 100. Use a percentile when you want to visualize a group of high values (such as the top 20th percentile) in one data bar proportion and low values (such as the bottom 20th percentile) in another data bar proportion, because they represent extreme values that might skew the visualization of your data.

e. Format a formula result Select Formula, and then enter a Shortest Bar and Longest Bar Value. The formula must return a number, date, or time value. Start the formula with an equal sign (=). Invalid formulas result in no formatting applied. It's a good idea to test the formula in the worksheet to make sure that the formula doesn't return an error value.

Notes:

• Make sure that the Shortest Bar value is less than the Longest Bar value. • You can choose a different Shortest Bar and Longest Bar Type. For example, you can choose a

Shortest Bar Number and Longest Bar Percent.

8. To choose a Shortest Bar and Longest Bar color scale, click Bar Color. If you want to choose additional colors or create a custom color, click More Colors. The bar color that you select is displayed in the Preview box.

9. To show only the data bar and not the value in the cell, select Show Bar Only.

Format all cells by using an icon set

Use an icon set to annotate and classify data into three to five categories separated by a threshold value. Each icon represents a range of values. For example, in the 3 Arrows icon set, the green up arrow represents higher values, the yellow sideways arrow represents middle values, and the red down arrow represents lower values.


Quick formatting


2. On the Home tab, in the Style group, click the arrow next to Conditional Formatting, click Icon Set, and then select an icon set.


Advanced formatting


click Manage Rules. The Conditional Formatting Rules Manager dialog box is displayed.








5. Under Select a Rule Type, click Format all cells based on their values. 6. Under Edit the Rule Description, in the Format Style list box, select Icon Set.

a. Select an icon set. The default is 3 Traffic Lights (Unrimmed). The number of icons and the default comparison operators and threshold values for each icon can vary for each icon set.

b. If you want, you can adjust the comparison operators and threshold values. The default range of values for each icon are equal in size, but you can adjust these to fit your unique requirements. Make sure that the thresholds are in a logical sequence of highest to lowest from top to bottom.

c. Do one of the following: i. Format a number, date, or time value Select Number.

ii. Format a percentage Select Percent. Valid values are from 0 (zero) to 100. Do not enter a percent sign. Use a percentage when you want to visualize all values proportionally because the distribution of values is proportional.

iii. Format a percentile Select Percentile. Valid percentiles are from 0 (zero) to 100. Use a percentile when you want to visualize a group of high values (such as the top 20th percentile) in one data bar proportion and low values (such as the bottom 20th percentile) in another data bar proportion, because they represent extreme values that might skew the visualization of your data.

iv. Format a formula result Select Formula, and then enter a formula in each Value box.

The formula must return a number, date, or time value. Start the formula with an equal sign (=). Invalid formulas result in no formatting applied. It's a good idea to test the formula in the worksheet to make sure that the formula doesn't return an error value.

d. To make the first icon represent lower values and the last icon represent higher values, select Reverse Icon Order.

e. To show only the icon and not the value in the cell, select Show Icon Only.

Notes:

• You may need to adjust the column width to accommodate the icon.

• There are three sizes of icons. The size of the icon that is displayed depends on the font size that is used in that cell.

Format only cells that contain text, number, or date or time values

To more easily find specific cells within a range of cells, you can format those specific cells based on a comparison operator. For example, in an inventory worksheet sorted by categories, you can highlight the products with fewer than 10 items on hand in yellow. Or, in a retail store summary worksheet, you can identify all stores with profits greater than 10%, sales volumes less than $100,000, and region equal to "SouthEast".

Note: You cannot conditionally format fields in the Values area of a PivotTable report by text or date, only by number.

Quick formatting

1. Select one or more cells in a range, table, or PivotTable report. 2. On the Home tab, in the Style group, click the arrow next to Conditional Formatting, and then

click Highlight Cells Rules. 3. Select the command that you want, such as Between, Equal To Text that Contains, or A Date

Occurring. 4. Enter the values that you want to use, and then select a format.


Advanced formatting










5. Under Select a Rule Type, click Format only cells that contain. 6. Under Edit the Rule Description, in the Format only cells with list box, do one of the following:

a. Format by number, date, or time Select Cell Value, select a comparison operator, and then enter a number, date, or time. For example, select Between and then enter 100 and 200, or select Equal to and then enter 1/1/2006. You can also enter a formula that returns a number, date, or time value. If you enter a formula, start it with an equal sign (=). Invalid formulas result in no formatting applied. It's a good idea to test the formula in the worksheet to make sure that the formula doesn't return an error value.

b. Format by text Select Specific Text, select a comparison operator, and then enter text. For example, select Contains and then enter Silver, or select Starting with and then enter Tri. Quotes are included in the search string, and you may use wildcard characters. The maximum length of a string is 255 characters. You can also enter a formula that returns text. If you enter a formula, start it with an equal sign (=). Invalid formulas result in no formatting applied. It's a good idea to test the formula in the worksheet to make sure that the formula doesn't return an error value.

c. Format by date Select Dates Occurring, and then select a date comparison. For example, select Yesterday or Next week.

d. Format cells with blanks or no blanks Select Blanks or No Blanks. Note: A blank value is a cell that contains no data and is different than a cell that contains one or more spaces (which are text).

e. Format cells with error or no error values Select Errors or No Errors. Error values include: #####, #VALUE!, #DIV/0!, #NAME?, #N/A, #REF!, #NUM!, and #NULL!.

7. To specify a format, click Format. The Format Cells dialog box is displayed.

8. Select the number, font, border, or fill format that you want to apply when the cell value meets the condition, and then click OK. You can choose more than one format. The formats that you select are displayed in the Preview box.

Format only top or bottom ranked values

You can find the highest and lowest values in a range of cells based on a cutoff value that you specify. For example, you can find the top 5 selling products in a regional report, the bottom 15% products in a customer survey, or the top 25 salaries in a department personnel analysis.

Quick formatting


2. On the Home tab, in the Style group, click the arrow next to Conditional Formatting, and then click Top/Bottom Rules.

3. Select the command that you want, such as Top 10 items or Bottom 10 %.

4. Enter the values that you want to use, and then select a format.


Advanced formatting








The Edit Formatting Rule dialog box is displayed. 4. Under Apply Rule To, to optionally change the scope fields in the Values area of a PivotTable


5. Under Select a Rule Type, click Format only top or bottom ranked values. 6. Under Edit the Rule Description, in the Format values that rank in the list box, select Top or

Bottom. 7. Do one of the following:

a. To specify a top or bottom number, enter a number and then clear the % of the selected range check box. Valid values are 1 to 1000.

b. To specify a top or bottom percentage, enter a number and then select the % of the selected range check box. Valid values are 1 to 100.

8. Optionally, change how the format is applied for fields in the Values area of a PivotTable report that are scoped by corresponding field. By default, the conditional format is based on all visible values. However when you scope by corresponding field, instead of using all visible values, you can apply the conditional format for each combination of:

a. A column and its parent row field, by selecting each Column group. b. A row and its parent column field, by selecting each Row group.

9. To specify a format, click Format. The Format Cells dialog box is displayed.

10. Select the number, font, border, or fill format that you want to apply when the cell value meets the condition, and then click OK. You can choose more than one format. The formats that you select are displayed in the Preview box.

Format only values that are above or below average

You can find values above or below an average or standard deviation in a range of cells. For example, you can find the above average performers in an annual performance review or you can locate manufactured materials that fall below two standard deviations in a quality rating.

Quick formatting


Conditional Formatting, and then click Top/Bottom Rules. 3. Select the command that you want, such as Above Average or

Below Average. 4. Enter the values that you want to use, and then select a format.


Advanced formatting










5. Under Select a Rule Type, click Format only values that are above or below average. 6. Under Edit the Rule Description, in the Format values that are list box, do one of the following:

a. To format cells that are above or below the average for all of the cells in the range, select Above or Below.

b. To format cells that are above or below one, two, or three standard deviations for all of the cells in the range, select a standard deviation.

7. Optionally, change how the format is applied for fields in the Values area of a PivotTable report that are scoped by corresponding field. By default, the conditionally format is based on all visible values. However when you scope by corresponding field, instead of using all visible values, you can apply the conditional format for each combination of:

a. A column and its parent row field, by selecting each Column group. b. A row and its parent column field, by selecting each Row group.

8. Click Format to display the Format Cells dialog box. 9. Select the number, font, border, or fill format that you want to apply when the cell value meets

the condition, and then click OK. You can choose more than one format. The formats that you select are displayed in the Preview box.

Format only unique or duplicate values

Note: You cannot conditionally format fields in the Values area of a PivotTable report by unique or duplicate values.

Quick formatting


Conditional Formatting, and then click Highlight Cells Rules. 3. Select Duplicate Values. 4. Enter the values that you want to use, and then select a format.

Advanced formatting


click Manage Rules. 3. Do one of the following:

a. To add a conditional format, click New Rule. The New Formatting Rule dialog box is displayed.

b. To change a conditional format, do the following: i. Make sure that the appropriate worksheet or table is selected in the Show

formatting rules for list box.



The Edit Formatting Rule dialog box is displayed. 4. Under Select a Rule Type, click Format only unique or duplicate values. 5. Under Edit the Rule Description, in the Format all list box, select unique or duplicate. 6. Click Format to display the Format Cells dialog box. 7. Select the number, font, border, or fill format that you want to apply when the cell value meets

the condition, and then click OK. You can choose more than one format. The formats that you select are displayed in the Preview box.

Use a formula to determine which cells to format

If your conditional formatting needs are more complex, you can use a logical formula to specify the formatting criteria. For example, you may want to compare values to a result returned by a function or evaluate data in cells outside the selected range.

1. On the Home tab, in the Styles group, click the arrow next to Conditional Formatting, and then click Manage Rules.








4. Under Select a Rule Type, click Use a formula to determine which cells to format. a. Under Edit the Rule Description, in the Format values where this formula is true list box,

enter a formula. You must start the formula with an equal sign (=) and the formula must return a logical value of TRUE (1) or FALSE (0). Example 1: Use one conditional format with multiple criteria and cell references outside of the range of cells In this formula, one conditional format with multiple criteria applied to the range A1:A5 formats the cells green if the average value for all of the cells in the range is greater than the value in cell F1 and any cell in the range has a minimum value greater than or equal to the value in G1. Cells F1 and G1 are outside of the range of cells for which the

conditional format is applied. The AND function combines multiple criteria, and the AVERAGE and MIN functions calculate the values.

Formula Format

=AND(AVERAGE($A$1:$A$5)>$F$1, MIN($A$1:$A$5)>=$G$1)

Green cell color

Example 2: Shade every other row by using the MOD and ROW functions This formula shades every other row in the range of cells a blue cell color. The MOD function returns a remainder after a number (the first argument) is divided by divisor (the second argument). The ROW function returns the current row number. When you divide the current row number by 2, you always get either a 0 remainder for an even number or a 1 remainder for an odd number. Because 0 is FALSE and 1 is TRUE, every odd numbered row is formatted.

Formula Format

=MOD(ROW(),2)=1 Blue cell color

b. Click Format to display the Format Cells dialog box. c. Select the number, font, border, or fill format that you want to apply when the cell

value meets the condition, and then click OK. You can choose more than one format. The formats that you select are displayed in the Preview box.

Note: You can enter cell references (cell reference: The set of coordinates that a cell occupies on a worksheet. For example, the reference of the cell that appears at the intersection of column B and row 3 is B3.) in a formula by selecting cells directly on a worksheet. Selecting cells on the worksheet inserts absolute cell references (absolute cell reference: In a formula, the exact address of a cell, regardless of the position of the cell that contains the formula. An absolute cell reference takes the form $A$1.). If you want Microsoft Office Excel to adjust the references for each cell in the selected range, use relative cell references (relative reference: In a formula, the address of a cell based on the relative position of the cell that contains the formula and the cell referred to. If you copy the formula, the reference automatically adjusts. A relative reference takes the form A1.).

Find cells that have conditional formats

If your worksheet has one or more cells with a conditional format, you can quickly locate them so that you can copy, change, or delete the conditional formats. You can use the Go To Special command to either find only cells with a specific conditional format or find all cells with conditional formats.

Find all cells that have a conditional format

1. Click any cell without a conditional format. 2. On the Home tab, in the Editing group, click the arrow next to Find & Select,

and then click Conditional Formatting.

Find only cells with the same conditional format

1. Click the cell that has the conditional format that you want to find. 2. On the Home tab, in the Editing group, click the arrow next to Find & Select, and then click Go

To Special. 3. Click Conditional formats. 4. Click Same under Data validation.

Clear conditional formats

• Do one of the following:

Worksheet

1. On the Home tab, in the Styles group, click the arrow next to Conditional Formatting, and then click Clear Rules.

2. Click Entire Sheet.

A range of cells, table, or PivotTable

1. Select the range of cells, table, or PivotTable for which you want to clear conditional formats.

2. On the Home tab, in the Styles group, click the arrow next to Conditional Formatting, and then click Clear Rules.

3. Depending on what you have selected, click Selected Cells, This Table, or This PivotTable.

Headers and Footers You can add headers or footers at the top or bottom of a printed worksheet. For example, you might create a footer that has page numbers, the date and time, and the name of your file.

Headers and footers are not displayed on the worksheet in Normal view — they are only displayed in Page Layout view and on the printed pages. You can insert headers or footers in Page Layout view where you can see them, or you can use the Page Setup dialog box if you want to insert headers or footers for more than one worksheet at the same time. For other sheet types, such as chart sheets, you can only insert headers and footers by using the Page Setup dialog box.

Add or change the header or footer text in Page Layout view

1. Click the worksheet to which you want to add headers or footers, or that contains headers or footers that you want to change.

2. On the Insert tab, in the Text group, click Header & Footer.

Note: Excel displays the worksheet in Page Layout view.

You can also click Page Layout View on the status bar to display this view.


To add a header or footer, click the left, center, or right header or footer text box at the top or the bottom of the worksheet page.

To change a header or footer, click the header or footer text box at the top or the bottom of the worksheet page respectively, and then select the text that you want to change.

4. Type the new header or footer text.

Notes:

• To start a new line in a header or footer text box, press ENTER. • To delete a portion of a header or footer, select the portion that you want to delete in the

header or footer text box, and then press DELETE or BACKSPACE. You can also click the text and then press BACKSPACE to delete the preceding characters.

• To include a single ampersand (&) in the text of a header or footer, use two ampersands. For example, to include "Subcontractors & Services" in a header, type Subcontractors && Services.

• To close the headers or footers, click anywhere in the worksheet. To close the headers or footers without keeping the changes that you made, press ESC.

Add or change the header or footer text in the Page Setup dialog box

1. Click the worksheet or worksheets, chart sheet, or embedded chart to which you want to add headers or footers, or that contains headers or footers that you want to change.

To select Do this

A single sheet Click the sheet tab.

If you don't see the tab that you want, click the tab scrolling buttons to display the tab, and then click the tab.

Two or more adjacent sheets

Click the tab for the first sheet. Then hold down SHIFT while you click the tab for the last sheet that you want to select.

Two or more nonadjacent sheets

Click the tab for the first sheet. Then hold down CTRL while you click the tabs of the other sheets that you want to select.

All sheets in a workbook

Right-click a sheet tab, and then click Select All Sheets on the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.).

Tip: When multiple worksheets are selected, [Group] appears in the title bar at the top of the worksheet. To cancel a selection of multiple worksheets in a workbook, click any unselected

worksheet. If no unselected sheet is visible, right-click the tab of a selected sheet, and then click Ungroup Sheets on the shortcut menu.

2. On the Page Layout tab, in the Page Setup group, click the Dialog Box Launcher next to Page Setup.

Excel displays the Page Setup dialog box.

Tip: If you selected a chart sheet or embedded chart, clicking Header & Footer in the Text group on the Insert tab will also display the Page Setup dialog box.

3. On the Header/Footer tab, click Custom Header or Custom Footer.

4. Click in the Left section, Center section, or Right section box, and then click the buttons to insert the header or footer information that you want in that section.

5. To add or change the header or footer text, type additional text or edit the existing text in the Left section, Center section, or Right section box.

Notes:

• To start a new line in a section box, press ENTER. • To delete a portion of a header or footer, select the portion that you want to delete in the

section box, and then press DELETE or BACKSPACE. You can also click in the text and then press BACKSPACE to delete the preceding characters.

• To include a single ampersand (&) in the text of a header or footer, use two ampersands. For example, to include "Subcontractors & Services" in a header, type Subcontractors && Services.

• To base a custom header or footer on an existing header or footer, click the header or footer in the Header or Footer box.

Absolute Reference When you create a formula that refers to another cell or range, the cell or range reference can be relative or absolute. A relative cell reference adjusts to its new location when the formula is copied and pasted. An absolute cell reference does not change, even when the formula is copied and pasted elsewhere. An absolute reference is specified with two dollar signs; for example:

=$A$1 =SUM($A$1:$F$24)

A relative reference, on the other hand, does not use dollar signs:

=A1 =SUM(A1:F24)

The majority of cell and range references you will ever use are relative references. In fact, Excel creates relative cell references in formulas except when the formula includes cells in different worksheets or workbooks. When do you use an absolute reference? The answer is simple: The only time you even need to think about using an absolute reference is if you plan to copy the formula.

The easiest way to understand this concept is with an example. Figure 1 shows a simple worksheet. The formula in cell D2, which multiplies the quantity by the unit price, is

=B2*C2

This formula uses relative cell references. Therefore, when the formula is copied to the other cells in the column, the references adjust in a relative manner. For example, copy the formula to cell D3 and it becomes

=B3*C3

What if the cell references in D2 contain absolute references, like this?

=$B$2*$C$2

In this case, copying the formula to the cells below produces incorrect results. The formula in cell D3 is exactly the same as the formula in cell D2.

Now extend the example to calculate sales tax. The sales tax rate is stored in cell B7 (see Figure 2). In this situation, the formula in cell D2 is

=B2*C2*$B$7

The quantity is multiplied by the price, and the result is multiplied by the sales tax rate stored in cell B7. Notice that the reference to B7 is an absolute reference. (You want that because you don't want the reference to change when the formula is copied.) When the formula in D2 is copied to the cells below, cell D3 contains this formula:

=B3*C3*$B$7

The references to cells B2 and C2 are adjusted, but the reference to cell B7 is not –which is exactly what you want.

Functions and Formulas Excel has the capability to allow users to input many types of functions and formulas. Whenever a user wishes to input a function or formula, the first step is to decide what the function or formula is meant to

Figure 1: Copying a formula that contains relative references

Figure 2: Formula references to the sales tax cell should be absolute.

calculate. Once that is determined, the user can enter a function or formula in a variety of ways. It can either be typed into a cell, the ‘auto’ function or formula buttons can be used or the insert function option can be selected to enter a formula. For those who are not very familiar with using formulas, it may be easiest to use the ‘auto’ formula or insert function dialog box.

The preference for formulas is to use cell references whenever possible. Using cell references gives the user more flexibility when formulas need to be changed. For instance, instead of entering =5+3 into a cell, the user should input the cell reference as =A1+A2 to add the two numbers. That way, if the numbers need to be changed from 5 to 6 and from 3 to 4, the change only needs to occur in one place instead of in the dozen places the formula is located. Absolute reference can be used if the cell value should not change.

Functions can also be nested; meaning more than one function can be used in one single formula. Sometimes, this may be difficult to get right, as Excel can be picky about entering parenthesis, commas and the location of the nested part of the formula. All formulas and functions MUST begin with an equal (=) sign in order to work, but in nested functions the equal sign is not necessary for the INSIDE part of the function. Below are some of the more commonly used functions and what they do. You will notice the ‘Other Terms’ area under many of the functions. This is an attempt at explaining the syntax of the function in normal, everyday language.

SUM Function

Description The SUM function adds all the numbers that you specify as arguments. Each argument can be a range, a cell reference, an array, a constant, a formula, or the result from another function. For example, SUM(A1:A5) adds all the numbers that are contained in cells A1 through A5. For another example, SUM(A1, A3, A5) adds the numbers that are contained in cells A1, A3, and A5.

SYNTAX:

=SUM(number1, [number2], [number3], [number4], ...)

The SUM function syntax has the following arguments:

number1 Required. The first item that you want to add.

number2, number3, number4, ... Optional. The remaining items that you want to add, up to a total of 255 items.

Other Terms: =SUM(numbers you want to add)

Remarks • If an argument is an array or reference, only numbers in that array or reference are counted.

Empty cells, logical values, or text in the array or reference are ignored.

• If any arguments are error values, or if any arguments are text that cannot be translated into numbers, Excel displays an error.

MIN Function Returns the smallest number in a set of values.

SYNTAX: =MIN(number1,number2,...)

Number1, number2, ... are 1 to 255 numbers for which you want to find the minimum value.

Other Terms: =MIN(range of numbers where the information is stored)

Remarks • Arguments can either be numbers or names, arrays, or references that contain numbers.

• Logical values and text representations of numbers that you type directly into the list of arguments are counted.

• If an argument is an array or reference, only numbers in that array or reference are used. Empty cells, logical values, or text in the array or reference are ignored.

• If the arguments contain no numbers, MIN returns 0.

• Arguments that are error values or text that cannot be translated into numbers cause errors.

• If you want to include logical values and text representations of numbers in a reference as part of the calculation, use the MINA function.

MAX function Returns the largest value in a set of values.

SYNTAX: =MAX(number1,number2,...)

Number1, number2, ... are 1 to 255 numbers for which you want to find the maximum value.

Other Terms: =MAX(range of numbers where the information is stored)



• If an argument is an array or reference, only numbers in that array or reference are used. Empty cells, logical values, or text in the array or reference are ignored.

• If the arguments contain no numbers, MAX returns 0 (zero).


• If you want to include logical values and text representations of numbers in a reference as part of the calculation, use the MAXA function.

AVERAGE Function

Description Returns the average (arithmetic mean) of the arguments. For example, if the range A1:A20 contains numbers, the formula =AVERAGE(A1:A20) returns the average of those numbers.

SYNTAX: =AVERAGE(number1, [number2],...)

The AVERAGE function syntax has the following arguments:

number1 Required. The first number, cell reference, or range for which you want the average.

number2, ... Optional. Additional numbers, cell references or ranges for which you want the average, up to a maximum of 255.

Other Terms: =AVG(range of numbers where the information is stored)

Remarks • Arguments can either be numbers or names, ranges, or cell references that contain numbers.


• If a range or cell reference argument contains text, logical values, or empty cells, those values are ignored; however, cells with the value zero are included.


• If you want to include logical values and text representations of numbers in a reference as part of the calculation, use the AVERAGEA function.

• If you want to calculate the average of only the values that meet certain criteria, use the AVERAGEIF function or the AVERAGEIFS function.

• NOTE: The AVERAGE function measures central tendency, which is the location of the center of a group of numbers in a statistical distribution. The three most common measures of central tendency are:

• Average, which is the arithmetic mean, and is calculated by adding a group of numbers and then dividing by the count of those numbers. For example, the average of 2, 3, 3, 5, 7, and 10 is 30 divided by 6, which is 5.

• Median, which is the middle number of a group of numbers; that is, half the numbers have values that are greater than the median, and half the numbers have values that are less than the median. For example, the median of 2, 3, 3, 5, 7, and 10 is 4.

• Mode, which is the most frequently occurring number in a group of numbers. For example, the mode of 2, 3, 3, 5, 7, and 10 is 3.

• For a symmetrical distribution of a group of numbers, these three measures of central tendency are all the same. For a skewed distribution of a group of numbers, they can be different.

• TIP: When you average cells, keep in mind the difference between empty cells and those containing the value zero, especially if you have cleared the Show a zero in cells that have a zero value check box in the Excel Options dialog box. When this option is selected, empty cells are not counted, but zero values are.

• To locate the Show a zero in cells that have a zero value check box:

• Click the Microsoft Office Button , click Excel Options, and then, in the Advanced category, look under Display options for this worksheet.

MODE Function Returns the most frequently occurring, or repetitive, value in an array or range of data.

SYNTAX: =MODE(number1,number2,...)

Number1, number2, ... are 1 to 255 arguments for which you want to calculate the mode. You can also use a single array or a reference to an array instead of arguments separated by commas.

Other Terms: =MODE(range of numbers you want to check)


• If an array or reference argument contains text, logical values, or empty cells, those values are ignored; however, cells with the value zero are included.


• If the data set contains no duplicate data points, MODE returns the #N/A error value.

• NOTE: The MODE function measures central tendency, which is the location of the center of a group of numbers in a statistical distribution. The three most common measures of central tendency are:

• Average which is the arithmetic mean, and is calculated by adding a group of numbers and then dividing by the count of those numbers. For example, the average of 2, 3, 3, 5, 7, and 10 is 30 divided by 6, which is 5.

• Median which is the middle number of a group of numbers; that is, half the numbers have values that are greater than the median, and half the numbers have values that are less than the median. For example, the median of 2, 3, 3, 5, 7, and 10 is 4.

• Mode which is the most frequently occurring number in a group of numbers. For example, the mode of 2, 3, 3, 5, 7, and 10 is 3.


MEDIAN function Returns the median of the given numbers. The median is the number in the middle of a set of numbers.

SYNTAX: =MEDIAN(number1,number2,...)

Number1, number2, ... are 1 to 255 numbers for which you want the median.

Other Terms: =MEDIAN(range of numbers you want to check)

Remarks • If there is an even number of numbers in the set, then MEDIAN calculates the average of the

two numbers in the middle. See the second formula in the example.

• Arguments can either be numbers or names, arrays, or references that contain numbers.


• If an array or reference argument contains text, logical values, or empty cells, those values are ignored; however, cells with the value zero are included.


• NOTE: The MEDIAN function measures central tendency, which is the location of the center of a group of numbers in a statistical distribution. The three most common measures of central tendency are:

• Average which is the arithmetic mean, and is calculated by adding a group of numbers and then dividing by the count of those numbers. For example, the average of 2, 3, 3, 5, 7, and 10 is 30 divided by 6, which is 5.

• Median which is the middle number of a group of numbers; that is, half the numbers have values that are greater than the median, and half the numbers have values that are less than the median. For example, the median of 2, 3, 3, 5, 7, and 10 is 4.

• Mode which is the most frequently occurring number in a group of numbers. For example, the mode of 2, 3, 3, 5, 7, and 10 is 3.


COUNT Function

Description The COUNT function counts the number of cells that contain numbers, and counts numbers within the list of arguments. Use the COUNT function to get the number of entries in a number field that is in a

range or array of numbers. For example, you can enter the following formula to count the numbers in the range A1:A20:

=COUNT(A1:A20)

In this example, if five of the cells in the range contain numbers, the result is 5.

SYNTAX: COUNT(value1, [value2],...)

The COUNT function syntax has these arguments:

value1 Required. The first item, cell reference, or range within which you want to count numbers.

value2, ... Optional. Up to 255 additional items, cell references, or ranges within which you want to count numbers.

Other Terms: COUNT(where the numbers are you want to count)

NOTE: The arguments can contain or refer to a variety of different types of data, but only numbers are counted.

Remarks • Arguments that are numbers, dates, or a text representation of numbers (for example, a

number enclosed in quotation marks, such as "1") are counted.


• Arguments that are error values or text that cannot be translated into numbers are not counted.

• If an argument is an array or reference, only numbers in that array or reference are counted. Empty cells, logical values, text, or error values in the array or reference are not counted.

• If you want to count logical values, text, or error values, use the COUNTA function.

• If you want to count only numbers that meet certain criteria, use the COUNTIF function or the COUNTIFS function.

COUNTA Function

Description The COUNTA function counts the number of cells that are not empty in a range.

SYNTAX: =COUNTA(value1, [value2], ...)

The COUNTA function syntax has the following arguments:

value1 Required. The first argument representing the values that you want to count.

value2, ... Optional. Additional arguments representing the values that you want to count, up to a maximum of 255 arguments.

Other Terms: =COUNTA(where the information is you want to count)

Remarks • The COUNTA function counts cells containing any type of information, including error values and

empty text (""). For example, if the range contains a formula that returns an empty string, the COUNTA function counts that value. The COUNTA function does not count empty cells.

• If you do not need to count logical values, text, or error values (in other words, if you want to count only cells that contain numbers), use the COUNT function.

• If you want to count only cells that meet certain criteria, use the COUNTIF function or the COUNTIFS function.

COUNTBLANK Function Counts empty cells in a specified range of cells.

SYNTAX: =COUNTBLANK(range)

Range is the range from which you want to count the blank cells.

Remark • Cells with formulas that return "" (empty text) are also counted. Cells with zero values are not

counted.

COUNTIF Function

Description The COUNTIF function counts the number of cells within a range that meet a single criterion that you specify. For example, you can count all the cells that start with a certain letter, or you can count all the cells that contain a number that is larger or smaller than a number you specify. For example, suppose you have a worksheet that contains a list of tasks in column A, and the first name of the person assigned to each task in column B. You can use the COUNTIF function to count how many times a person's name appears in column B and, in that way, determine how many tasks are assigned to that person. For example:

=COUNTIF(B2:B25,"Nancy")

SYNTAX: =COUNTIF(range, criteria)

The COUNTIF function syntax has the following arguments:

range Required. One or more cells to count, including numbers or names, arrays, or references that contain numbers. Blank and text values are ignored.

criteria Required. A number, expression, cell reference, or text string that defines which cells will be counted. For example, criteria can be expressed as 32, ">32", B4, "apples", or "32".

Other Terms: =COUNTIF(where you are looking, what you are looking for)

NOTES:

• You can use the wildcard characters — the question mark (?) and the asterisk (*) — in criteria. A question mark matches any single character, and an asterisk matches any sequence of characters. If you want to find an actual question mark or asterisk, type a tilde (~) before the character.

• Criteria are case insensitive; for example, the string "apples" and the string "APPLES" will match the same cells.

NOW function

Description Returns the serial number of the current date and time. If the cell format was General before the function was entered, Excel changes the cell format to the same date and time format that is specified in the regional date and time settings in Control Panel. You can change the date and time format for the cell by using the commands in the Number group of the Home tab on the Ribbon.

The NOW function is useful when you need to display the current date and time on a worksheet or calculate a value based on the current date and time, and have that value updated each time you open the worksheet.

NOTE: If the NOW function does not update cell values when you expect it to, you might need to change settings that control when the workbook or worksheet recalculates.

SYNTAX: =NOW()

The NOW function syntax has no arguments but still must be preceded by the equal sign.

Remarks • Excel stores dates as sequential serial numbers so that they can be used in calculations. By

default, January 1, 1900 is serial number 1, and January 1, 2008 is serial number 39448 because it is 39,447 days after January 1, 1900. Microsoft Excel for the Macintosh uses a different date system as its default.

• Numbers to the right of the decimal point in the serial number represent the time; numbers to the left represent the date. For example, the serial number 0.5 represents the time 12:00 noon.

• The results of the NOW function change only when the worksheet is calculated or when a macro that contains the function is run. It is not updated continuously.

• Using the NOW() function in a worksheet will ALWAYS show the current date. It will NOT keep the original date when the worksheet is opened again.

TODAY function

Description Returns the serial number of the current date. The serial number is the date-time code used by Excel for date and time calculations. If the cell format was General before the function was entered, Excel changes the cell format to Date. If you want to view the serial number, you must change the cell format to General or Number.

The TODAY function is useful when you need to have the current date displayed on a worksheet, regardless of when you open the workbook. It is also useful for calculating intervals. For example, if you know that someone was born in 1963, you might use the following formula to find that person's age as of this year's birthday:

=YEAR(TODAY())-1963

This formula uses the TODAY function as an argument for the YEAR function to obtain the current year, and then subtracts 1963, returning the person's age.

NOTE: If the TODAY function does not update the date when you expect it to, you might need to change the settings that control when the workbook or worksheet recalculates.

SYNTAX: =TODAY( )

The TODAY function syntax has no arguments but still must be preceded by the equal sign.

NOTE: Excel stores dates as sequential serial numbers so they can be used in calculations. By default, January 1, 1900 is serial number 1, and January 1, 2008 is serial number 39448 because it is 39,447 days after January 1, 1900. Microsoft Excel for the Macintosh uses a different date system as its default.

Example

Formula Description

=TODAY() Returns the current date

=TODAY()+5 Returns the current date plus 5 days. For example, if the current date is 1/1/2008, this formula returns 1/6/2008.

=DATEVALUE("1/1/2030")-TODAY()

Returns the number of days between the current date and 1/1/2030. NOTE: that cell A4 must be formatted as General or Number for the result to display correctly.

=DAY(TODAY()) Returns the current day of the month (1 - 31).

=MONTH(TODAY()) Returns the current month of the year (1 - 12). For example, if the current month is May, this formula returns 5.

IF Function

Description The IF function returns one value if a condition you specify evaluates to TRUE, and another value if that condition evaluates to FALSE. For example, the formula =IF(A1>10,"Over 10","10 or less") returns "Over 10" if A1 is greater than 10, and "10 or less" if A1 is less than or equal to 10.

SYNTAX: = IF(logical_test, value_if_true, [value_if_false])

The IF function syntax has the following arguments:

logical_test Required. Any value or expression that can be evaluated to TRUE or FALSE. For example, A10=100 is a logical expression; if the value in cell A10 is equal to 100, the expression evaluates to TRUE. Otherwise, the expression evaluates to FALSE. This argument can use any comparison calculation operator.

value_if_true Required. The value that you want to be returned if the logical_test argument evaluates to TRUE. For example, if the value of this argument is the text string "Within budget" and the logical_test argument evaluates to TRUE, the IF function returns the text "Within budget." If logical_test evaluates to TRUE and the value_if_true argument is omitted (that is, there is only a comma following the logical_test argument), the IF function returns 0 (zero). To display the word TRUE, use the logical value TRUE for the value_if_true argument.

value_if_false Optional. The value that you want to be returned if the logical_test argument evaluates to FALSE. For example, if the value of this argument is the text string "Over budget" and the logical_test argument evaluates to FALSE, the IF function returns the text "Over budget." If logical_test evaluates to FALSE and

the value_if_false argument is omitted, (that is, there is no comma following the value_if_true argument), the IF function returns the logical value FALSE. If logical_test evaluates to FALSE and the value of the value_if_false argument is omitted (that is, in the IF function, there is no comma following the value_if_true argument), the IF function returns the value 0 (zero).

Other Terms: = IF(what you are looking for, what you will do if true, [what you will do if false])

Remarks • Up to 64 IF functions can be nested as value_if_true and value_if_false arguments to construct

more elaborate tests. (See Example 3 for a sample of nested IF functions.) Alternatively, to test many conditions, consider using the LOOKUP, VLOOKUP, HLOOKUP, or CHOOSE functions.

• If any of the arguments to IF are arrays, every element of the array is evaluated when the IF statement is carried out.

• Excel provides additional functions that can be used to analyze your data based on a condition. For example, to count the number of occurrences of a string of text or a number within a range of cells, use the COUNTIF or the COUNTIFS worksheet functions. To calculate a sum based on a string of text or a number within a range, use the SUMIF or the SUMIFS worksheet functions.

Example 1

A B C

1 Data

2 50 23

3

4 Formula Description Result

5 =IF(A2<=100,"Within budget","Over budget") If the number in cell A2 is less than or equal to 100, the formula returns "Within budget." Otherwise, the function displays "Over budget."

Within budget

6 =IF(A2=100,A2+B2,"") If the number in cell A2 is equal to 100, A2 + B2 is calculated and returned. Otherwise, empty text ("") is returned.

Empty text ("")

Example 2

A B C

1 Actual Expenses Predicted Expenses

2 1500 900

3 500 900

4 500 925

5


7 =IF(A2>B2,"Over Budget","OK") Checks whether the expenses in row 2 are over budget Over Budget

8 =IF(A3>B3,"Over Budget","OK") Checks whether the expenses in row 3 are over budget OK

Example 3

A B C

1 Score

2 45

3 90

4 78

5


7 =IF(A2>89,"A",IF(A2>79,"B", IF(A2>69,"C",IF(A2>59,"D","F"))))

Assigns a letter grade to the score in cell A2

F



A



C

The preceding example demonstrates how you can nest IF statements. In each formula, the fourth IF statement is also the value_if_false argument to the third IF statement. Similarly, the third IF statement is the value_if_false argument to the second IF statement, and the second IF statement is the

value_if_false argument to the first IF statement. For example, if the first logical_test argument (Average>89) evaluates to TRUE, "A" is returned. If the first logical_test argument evaluates to FALSE, the second IF statement is evaluated, and so on. You can also use other functions as arguments.

ROUND Function

Description The ROUND function rounds a number to a specified number of digits. For example, if cell A1 contains 23.7825, and you want to round that value to two decimal places, you can use the following formula:

=ROUND(A1, 2)

The result of this function is 23.78.

Syntax ROUND(number, num_digits)

The ROUND function syntax has the following arguments:

number Required. The number that you want to round.

num_digits Required. The number of digits to which you want to round the number argument.

Other Terms: ROUND(what you want to round, number of places or digits you want to round to)

Remarks • If num_digits is greater than 0 (zero), then number is rounded to the specified number of

decimal places.

• If num_digits is 0, the number is rounded to the nearest integer.

• If num_digits is less than 0, the number is rounded to the left of the decimal point.

• To always round up (away from zero), use the ROUNDUP function.

• To always round down (toward zero), use the ROUNDDOWN function.

• To round a number to a specific multiple (for example, to round to the nearest 0.5), use the MROUND function.

Example

A B C


2 =ROUND(2.15, 1) Rounds 2.15 to one decimal place 2.2

3 =ROUND(2.149, 1) Rounds 2.149 to one decimal place 2.1

4 =ROUND(-1.475, 2) Rounds -1.475 to two decimal places -1.48

5 =ROUND(21.5, -1) Rounds 21.5 to one decimal place to the left of the decimal point 20

VLOOKUP Function

Description You can use the VLOOKUP function to search the first column of a range of cells, and then return a value from any cell on the same row of the range. For example, suppose that you have a list of employees contained in the range A2:C10. The employees' ID numbers are stored in the first column of the range, as shown in the following illustration.

If you know the employee's ID number, you can use the VLOOKUP function to return either the department or the name of that employee. To obtain the name of employee number 38, you can use the formula =VLOOKUP(38, A2:C10, 3, FALSE). This formula searches for the value 38 in the first column of the range A2:C10, and then returns the value that is contained in the third column of the range and on the same row as the lookup value ("Axel Delgado").

The V in VLOOKUP stands for vertical. Use VLOOKUP instead of HLOOKUP when your comparison values are located in a column to the left of the data that you want to find.

SYNTAX: VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])

The VLOOKUP function syntax has the following arguments:

lookup_value Required. The value to search in the first column of the table or range. The lookup_value argument can be a value or a reference. If the value you supply for the lookup_value argument is smaller than the smallest value in the first column of the table_array argument, VLOOKUP returns the #N/A error value.

table_array Required. The range of cells that contains the data. You can use a reference to a range (for example, A2:D8), or a range name. The values in the first column of table_array are the values searched by lookup_value. These values can be text, numbers, or logical values. Uppercase and lowercase text are equivalent.

col_index_num Required. The column number in the table_array argument from which the matching value must be returned. A col_index_num argument of 1 returns the value in the first column in table_array; a col_index_num of 2 returns the value in the second column in table_array, and so on.

If the col_index_num argument is:

Less than 1, VLOOKUP returns the #VALUE! error value.

Greater than the number of columns in table_array, VLOOKUP returns the #REF! error value.

range_lookup Optional. A logical value that specifies whether you want VLOOKUP to find an exact match or an approximate match:

If range_lookup is either TRUE or is omitted, an exact or approximate match is returned. If an exact match is not found, the next largest value that is less than lookup_value is returned.

Other Terms: VLOOKUP(what you are looking for, range where the information is located, column number of what you are returning, [true or false (optional)])

IMPORTANT: If range_lookup is either TRUE or is omitted, the values in the first column of table_array must be placed in ascending sort order; otherwise, VLOOKUP might not return the correct value.

If range_lookup is FALSE, the values in the first column of table_array do not need to be sorted.

If the range_lookup argument is FALSE, VLOOKUP will find only an exact match. If there are two or more values in the first column of table_array that match the lookup_value, the first value found is used. If an exact match is not found, the error value #N/A is returned.

Example 1

A B C

1 Density Viscosity Temperature

2 0.457 3.55 500

3 0.525 3.25 400

4 0.606 2.93 300

5 0.675 2.75 250

6 0.746 2.57 200

7 0.835 2.38 150

8 0.946 2.17 100

9 1.09 1.95 50

10 1.29 1.71 0

11


13 =VLOOKUP(1,A2:C10,2) Using an approximate match, searches for the value 1 in column A, finds the largest value less than or equal to 1 in column A which is 0.946, and then returns the value from column B in the same row.

2.17

14 =VLOOKUP(1,A2:C10,3,TRUE)

Using an approximate match, searches for the value 1 in column A, finds the largest value less than or equal to 1 in column A, which is 0.946, and then returns the value from column C in the same row.

100

15 =VLOOKUP(0.7,A2:C10,3,FALSE)

Using an exact match, searches for the value 0.7 in column A. Because there is no exact match in column A, an error is returned.

#N/A

16 =VLOOKUP(0.1,A2:C10,2,TRUE)

Using an approximate match, searches for the value 0.1 in column A. Because 0.1 is less than the smallest value in column A, an error is returned.

#N/A

17 =VLOOKUP(2,A2:C10,2,TRUE)

Using an approximate match, searches for the value 2 in column A, finds the largest value less than or equal to 2 in column A, which is 1.29, and then returns the value from column B in the same row.

1.71

Example 2

A B C D

1 Item-ID Item Cost Markup

2 ST-340 Stroller $145.67 30%

3 BI-567 Bib $3.56 40%

4 DI-328 Diapers $21.45 35%

5 WI-989 Wipes $5.12 40%

6 AS-469 Aspirator $2.56 45%

7


9 = VLOOKUP("DI-328", A2:D6, 3, FALSE) * (1 + VLOOKUP("DI-328", A2:D6, 4, FALSE))

Calculates the retail price of diapers by adding the markup percentage to the cost.

$28.96

10 = (VLOOKUP("WI-989", A2:D6, 3, FALSE) * (1 + VLOOKUP("WI-989", A2:D6, 4, FALSE))) * (1 - 20%)

Calculates the sale price of wipes by subtracting a specified discount from the retail price.

$5.73

11 = IF(VLOOKUP(A2, A2:D6, 3, FALSE) >= 20, "Markup is " & 100 * VLOOKUP(A2, A2:D6, 4, FALSE) &"%", "Cost is under $20.00")

If the cost of an item is greater than or equal to $20.00, displays the string "Markup is nn%"; otherwise, displays the string "Cost is under $20.00".

Markup is 30%

12 = IF(VLOOKUP(A3, A2:D6, 3, FALSE) >= 20, "Markup is: " & 100 * VLOOKUP(A3, A2:D6, 4, FALSE) &"%", "Cost is $" & VLOOKUP(A3, A2:D6, 3, FALSE))

If the cost of an item is greater than or equal to $20.00, displays the string Markup is nn%"; otherwise, displays the string "Cost is $n.nn".

Cost is $3.56

Example 3

A B C D E

1 ID Last name First name Title Birth date

2 1 Davis Sara Sales Rep. 12/8/1968

3 2 Fontana Olivier V.P. of Sales 2/19/1952

4 3 Leal Karina Sales Rep. 8/30/1963

5 4 Patten Michael Sales Rep. 9/19/1958

6 5 Burke Brian Sales Mgr. 3/4/1955

7 6 Sousa Luis Sales Rep. 7/2/1963

8


10 =INT(YEARFRAC(DATE(2004,6,30), For the fiscal year 2004, finds the age of the employee with ID equal to 5. Uses the YEARFRAC function to

49

VLOOKUP(5,A2:E7,5, FALSE), 1)) subtract the birth date from the fiscal year end date and displays the result as an integer using the INT function.

11 =IF(ISNA(VLOOKUP(5,A2:E7,2,FALSE)) = TRUE, "Employee not found", VLOOKUP(5,A2:E7,2,FALSE))

If there is an employee with an ID of 5, displays the employee's last name; otherwise, displays the message "Employee not found".

The ISNA function returns a TRUE value when the VLOOKUP function returns the #NA error value.

Burke

12 =IF(ISNA(VLOOKUP(15,A3:E8,2,FALSE)) = TRUE, "Employee not found", VLOOKUP(15,A3:E8,2,FALSE))

If there is an employee with an ID of 15, displays the employee's last name; otherwise, displays the message "Employee not found".

The ISNA function returns a TRUE value when the VLOOKUP function returns the #NA error value.

Employee not found

13 =VLOOKUP(4,A2:E7,3,FALSE) & " " & VLOOKUP(4,A2:E7,2,FALSE) & " is a " & VLOOKUP(4,A2:E7,4,FALSE)

For the employee with an ID of 4, concatenates the values of three cells into a complete sentence.

Michael Patten is a Sales Rep.

Remarks • When searching text values in the first column of table_array, ensure that the data in the first

column of table_array does not contain leading spaces, trailing spaces, inconsistent use of straight ( ' or " ) and curly ( ‘ or “) quotation marks, or nonprinting characters. In these cases, VLOOKUP might return an incorrect or unexpected value.

• When searching number or date values, ensure that the data in the first column of table_array is not stored as text values. In this case, VLOOKUP might return an incorrect or unexpected value.

• If range_lookup is FALSE and lookup_value is text, you can use the wildcard characters — the question mark (?) and asterisk (*) — in lookup_value. A question mark matches any single character; an asterisk matches any sequence of characters. If you want to find an actual question mark or asterisk, type a tilde (~) preceding the character.

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