Excel Spread Sheet Basics

Office of Information Technology
Excel 2007/2010
Spreadsheet Basics
OIT TECHNOLOGY TRAINING SERVICES
Excel 2007/2010
Spreadsheet Basics
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05.22.2012
Table of Contents
LESSON 1
Use the fill handle to copy a formula
20
Insert a row
22
Insert multiple rows at once
23
Enter data in a selected range
23
C R E A T E A ND F O R M A T A
S I M P L E B UD G E T
Edit mode
24
Open a new Excel workbook
Save a workbook
Edit data within a cell using the

formula bar
25
Enter text
Edit data within a cell in the cell itself
25
Use the mouse to select a cell
10
Enter Edit mode using a keyboard

shortcut
26
Enter numbers
10
Replace the contents of a cell
26
Use Auto Fit to adjust column width
10
Delete the contents of a cell
27
Add up a range of numbers using

Auto Sum
11
Live Preview
28
Label the total row
12
Change the font size
28
Label the amount column
12
Merge and center data across cells
28
Save changes to a workbook
12
Format a worksheet for on-screen

legibility
13
Right align text
13
Select adjacent cells
13
Add a border to a range of cells
14
Open an existing Excel workbook
32
Deselect a range
14
Delete a row
32
Select non-adjacent cells
15
Pie Charts
32
Emphasize data using the bold

format
Insert a pie chart
32
15
Charts and Chart elements
34
Move a chart
34
Chart Tools
35
Modify chart elements
35
Edit a chart title
35
LESSON 2
17
M OD I F Y A W OR K S H E E T
17
LESSON 3
31
C R E A T E A ND M OD I F Y A P I E
C HA R T
31
Add new data
18
The Mini Toolbar
35
Copy data using the fill handle
18
Format the chart title
36
Create a multiplication formula
19
Add data labels to a chart
36
UNIVERSITY TECHNOLOGY TRAINING CENTER
Modify data labels
37
Hide rows
61
Turn off the legend
38
Write a formula using order of

precedence rules
61
Edit a formula
62
Double-click to Fill down
63
Unhide rows
64
Move a chart element: Move the

title
39
Move a chart element: Move a data

label
39
When data changes
40
Delete a chart
40
Change Chart Styles
41
LESSON 6
65
Move a charts location
42
FORMAT WITH STYLES
65
LESSON 4
43
W O R K I N G W I T H A D A T A B A S E 43
Style types
66
Cell Styles
66
Format as Table
68
Change a table format
68
Conditional Formatting
69
Add data to a table
70
Delete a Row
70
Change font color
71
Use Freeze Panes to keep a row in

view
45
Find and Replace
45
Use Find and Replace again
48
Perform a simple ascending sort
49
Find data
50
Use Auto Complete
50
Perform a simple descending sort
51
Perform a custom sort
51
Filter data to view particular records
53
Remove a filter
54
Print Preview
74
Turn off filters
54
Scale to fit
76
Unfreeze Panes
54
Modify the page layout
76
Page Layout View
77
Add a pre-formatted header or footer
78
LESSON 7
73
P A G E L A Y O UT A N D P R I NT
S E T UP E X C E L 2010
73
LESSON 5
55
Customize a header or footer
78
F U N C T I O NS A N D F O R M UL A S
55
Use Page Setup
79
Zoom Out / Zoom In
80
Return to Normal View
81
Indent data
82
Print Preview and Print
82
Function syntax
56
The AutoSum drop-down menu
56
Use a date function
58
Freeze Panes to keep a row and

column in view
60
University Technology Training Center
ii
Add a Command to the Quick

Access Toolbar
83
Drag and drop data from one

location to another
104
Reset a scaled worksheet
84
Copy a value repeatedly
104
P A G E L A Y O UT A N D P R I NT
S E T UP E X C E L 2007
85
LESSON 9
107
WORKING WITH MULTIPLE

W O R K S HE E T S
107
Print Preview
86
88
Scale to fit
88
Page Layout View
88
Use the vertical scroll bar
108
89
Drag and drop copy
108
90
Use Page Setup
91
Exercise: Modify data to suit your

purposes
109
Zoom Out / Zoom In
92
Apply Cell Styles
110
93
Copy cell formatting using the format

painter
112
Indent data
93
Increase row height
112
94
Add a Command to the Quick

Access Toolbar
Move data from one worksheet to

another
113
95
Reorder worksheets
114
95
Delete a worksheet
115
Copy data from another workbook
115
Insert Copied Cells
116
Error checking
117
Fix errors automatically
118
Fix an error manually
119
Format numbers with the comma

style
119
LESSON 8
97
C OP Y , C U T , P A S T E , A N D
M OR E O N F I L L I N G
97
Rename a worksheet
98
Shift-Click selection technique
98
Copy and paste a range
98
Delete the contents from a range
99
Format numbers with the accounting

number format
120
Use the fill handle to extend a series 100
Copy cell formats repeatedly using

the format painter
120
Special fills
101
Use the View Toolbar
122
Delete data in multiple cells at once
102
Apply the Total Cell Style
122
Use the fill handle to copy multiple

rows at a time
102
Indent cell contents
123
Move data from one location to

another
103
iii
LESSON 10
EXERCISE: ANALYZE
A C T UA L V S . P R OJ E C T E D
EXPENSES
125
125
LESSON 13
143
W O R K I N G W I T H G R O UP E D
W O R K S HE E T S
143
Group worksheets
144
Link to existing data
126
Enter data in grouped worksheets
144
Write a subtraction formula
127
Write a division formula
128
Apply formatting to the grouped

worksheets
144
Format a number as a percentage
128
Select grouped sheets / ungroup

sheets
145
Change the number of decimals

displayed
129
Angle text
146
Remove Angle text
147
Manually adjust column widths
147
Ungroup worksheets
147
Edit text
148
Wrap text
148
LESSON 11
C OL L E C T A N D A NA L Y Z E
DATA
131
131
Use Excels built-in statistical

functions
132
Write an average function using the

AutoSum drop-down menu
132
Insert a Function
133
Use Auto Calculate to check

calculation results
135
Apply the Neutral Cell Style
135
LESSON 12
137
U S E A N A B S OL U T E
REFERENCE
137
Write a projection formula
138
Use an absolute reference
139
Copy formatting from one worksheet

to another
148
LESSON 14
151
L I N KI N G F O R M UL A S
151
Write a Linking formula
152
LESSON 15
155
C R E A T E A ND M OD I F Y A
C OL UM N C HA R T
155
Insert a column chart
156
Resize a chart
157
157
Copy formulas from one worksheet

to another
141
Add a chart title
158
Modify the copied range as needed
142
Format Axes
158
Change the Location of the Legend
159
Format the plot area
160
iv
LESSON 16
163
P R I NT A N E M B E D D E D C HA R T 163
Print Preview WITHOUT worksheet
data
163
Print Preview WITH worksheet data
164
APPENDIX A
167
GETTING HELP
167
Excels Help
167
Convert a workbook to the new

format
169
Interactive Guides for transitioning

from Office 2003
169
APPENDIX B
171
FILL MULTIPLE CELLS A T

O NC E W I T H A S I N GL E V A L UE
171
Fill adjacent blank cells with a value
171
Fill non-adjacent blank cells with a

value
172
1
Less on 1
Lesson
Create and Format a Simple Budget

Excel, Microsofts electronic spreadsheet program, is often used to create
budgets, track expenses, and chart data. It's a highly flexible and powerful
tool that can also be used for data storage, report generation and what-if
analysis. In this course, you will use Excel to create a budget, track expenses,
update a list, and analyze and chart data.
You will start by creating and formatting a simple budget for regular
monthly automobile expenses.
In class: Brainstorm regular monthly automobile expenses.
You will enter the car budget in Excel and in the process, learn how to:
Save a file
Enter text
Select a cell
Enter numbers
Resize columns to fit data
Add up a range of numbers
Select a range of cells
Align text
Emphasize data using the bold format
LESSON 1:
CREATE AND FORMAT
SIMPLE BUDGET
Open a new Excel workbook

Start Excel. A new blank workbook appears. Note the default name of the workbook.
An Excel file is called a workbook. By default, a workbook contains three
worksheets. A worksheet is a grid of columns and rows. The intersection of
a column and a row is called a cell.
A cell is referred to first by its column letter, then by its row number. For
example, A1 is a cell reference as is B24. The column letters and row
numbers themselves are called the worksheet frame.
By default, the active cell in a new workbook is A1.
Office 2010
Save a workbook
There are several ways to save a workbook. The first time you save, the
Save As dialog box appears.
CREATE
AND
FORMAT
LESSON 1:
SIMPLE BUDGET
To save, you can:
Click the Save button on the Quick Access Toolbar.
Use the keyboard shortcut Ctrl + S.
Press F12 to bring up the Save As dialog box.
Excel 2010: Click the File tab and choose Save.
Excel 2007: Click the Office Button
and choose Save.
the new workbook now using one of the above methods. The
Save As dialog box appears and defaults to save in My Documents.
1. Save
2.
Navigate to the location where you want to save the file.
For this course, use the Excel Basics Course Files folder.
3.
In the File name text box, type a name: Car Budget .
4.
Click Save or press Enter to save the file. The Save As dialog box closes
and the file is saved with a .xlsx extension.
Enter text
You will start entering the car budget in A1, the very first cell of the
worksheet, by typing a label for the budget and then labels for the monthly
line items.
Text is alphanumeric: letters alone or letters with numbers.
1.
In A1, type the text Monthly Automobile Budget .
2.
Press Enter to complete the entry and move down the column. The
active cell is now A2.
3.
Type the line item labels for each regularly occurring monthly car
expense pressing Enter after each entry:
A2: Car Payment
A3: Parking
A4: Gas
A5: Car Wash
LESSON 1:
CREATE AND FORMAT
SIMPLE BUDGET
Use the mouse to select a cell

Pressing Enter moves the active cell down a column in a worksheet. Now
use the mouse to make a cell active.
1.
Move the mouse pointer
2.
Click B2. B2 is active.
over the worksheet to B2.
Enter numbers
Numeric data is numbers only. For quick data entry, use the numeric key if
you have one.
Enter the amounts for each monthly car expense pressing Enter after each
entry:
B2: 350
B3: 110
B4: 80
B5: 20
Use Auto Fit to adjust column width

Not all the text in A2 is visible in the column. To quickly widen a column to
display all of its data completely, Auto Fit it.
Formula Bar
BarBarbar
The content of A2 is not completely visible in the column, but it is in the Formula Bar.
10
CREATE
AND
FORMAT
LESSON 1:
SIMPLE BUDGET
1.
Move the mouse pointer so it is between column

A and column B in the worksheet frame. The
mouse pointer will look like this:
2.
Double-click the mouse to Auto Fit the column. Column A will expand
as wide as it needs to be to include the lengthiest data.
Add up a range of numbers using Auto Sum

What is the total of your regular monthly automobile expenses? You can use
Excels built-in SUM function to write a formula in B6 to add up all your
expenses. The fastest way to do this is to use Auto Sum.
1.
Select the cell where you want the results of the calculation to appear:
B6.
2.
Move the mouse to the Ribbon > Editing group and click once on the
button. The mouse pointer is a left pointing white arrow.
Excel automatically enters the Sum function and selects the numbers in the
cell range above. The worksheet will look like this:
Auto Sum
3.
Click Auto Sum
again to accept Excels proposed formula.
11
LESSON 1:
CREATE AND FORMAT
SIMPLE BUDGET
A cell range is specified first by the upper-most left cell reference,

followed by a colon, and then the bottom-most right cell reference. B2:B5 is
the range of cells starting at B2 and ending with B5.
Label the total row

1.
Select A6 using the left navigation arrow on the keyboard.
2.
Type the text Total.
3.
Press Tab. The active cell moves to the right to B6.
Label the amount column

1.
Select B1.
2.
Type the text Amount , then press Enter.
Save changes to a workbook

You have done quite a bit of work since you first started creating the car
budget.
12
Save the
workbook.
CREATE
AND
FORMAT
LESSON 1:
SIMPLE BUDGET
Format a worksheet for on-screen legibility

You can apply some simple formatting to make the Car Budget easier to
read on-screen. You will align and bold column labels and add a top and
bottom border to the total row.
Right align text

1.
Select B1.
2.
Move the mouse to the Alignment group and click the Right Align
button. The text in B1 aligns to the right.
Select adjacent cells

Experiment: Select multiple adjacent cells with the mouse. You can select
a range of cells in a worksheet simply by pressing down the mouse button
and dragging across cells.
Experiment: Use the keyboard to select ranges. You can select cells
using the keyboard and arrow keys. Additionally, you can hold down the
Shift to extend or contract selected ranges. You can use the Shift and Ctrl
keys in concert with the arrow keys to select large ranges quickly.
1.
Use the Keyboard Shortcut: Ctrl + End to go to the last cell

containing data in the worksheet.
2.
Use the Keyboard Shortcut: Ctrl + Home to go to the first cell

containing data in the worksheet.
13
LESSON 1:
CREATE AND FORMAT
SIMPLE BUDGET

Currently, the total label and total amount are indistinguishable from the
budget line items. Apply a border to these cells to distinguish them visually
from rest of the budget.
1.
Select cells A6:B6.
2.
Move the mouse to Font group in the Home tab and click the Borders
menu button. The Borders drop-down menu appears. The mouse pointer is
a left pointing white arrow.
3.
Select the Top and Bottom Border

button from the dropdown
menu. The Borders button changes to show your selection and A6:B6 has a
top and bottom border.
Deselect a range
You can deselect a selected range by doing one of the following:
14
Click the mouse anywhere in the worksheet.
Press a navigation arrow.
Use the keyboard shortcut Ctrl + Home.

CREATE
AND
FORMAT
LESSON 1:
SIMPLE BUDGET
So you can more easily see the borders,
Deselect the range A6:B6 using one of the methods just described.

You can select non-adjacent cells by holding down the Ctrl key as you click
or drag across cells with the mouse.
Non-adjacent ranges are specified using a semi-colon between the various
ranges. For example, A1:B2;A6:B6 describes the following non-adjacent
range:
Emphasize data using the bold format

You can make your headings easier to read simply by making them bold.
The same is true for any sub-total and total rows.
Apply the bold format to the column labels and the total row.
1.
Select the range A1:B1. The range highlights.
2.
Hold down the Ctrl key.
3.
Use the mouse to select A6:B6. The non-adjacent range A1:B1;A6:B6 is

highlighted. The white cell in the highlighted selection is the active cell. If
you were to start typing, you would be entering data in that cell.
15
LESSON 1:
CREATE AND FORMAT
16
SIMPLE BUDGET
4.
Click the Bold

button in the Font group on the Home tab. The
range A1:B1;A6:B6 is now bold.
5.
Deselect the range.
Press Ctrl + Home.
Save the
workbook.
2
Less on 2
Lesson
Modify a Worksheet
You will make a number of changes to the Car Budget workbook to
convert it from a monthly budget to an annual budget. In the process, you
will learn how to:
Write a multiplication formula
Insert new rows
Use the fill handle to copy data and formulas
Delete cell contents
Edit text and numbers
Replace cell contents
Continue to work with the Car Budget workbook (or open

02 Modify and Edit .)
When finished with this lesson, the worksheet will look as follows:
17
LESSON 2:
MODIFY A WORKSHEET
Add new data

To transform the monthly budget to an annual budget, you will add new
data in columns C and D. In column C, you will enter the number of
payments per year for each line item; in column D, you will write a formula
to calculate the total amount for each line item given the number of
payments per year.
First, add labels to columns C and D.
1.
In C1, type # of Pmts , then press Tab.
2.
In D1, type Totals , then press Enter. The active cell moves down and to
the left to C2.
Now enter the number of payments per year.

3.
In C2, type 12 .
4.
Press Ctrl + Enter. The data is entered and the active cell remains C2.
Copy data using the fill handle

You could type the value 12 repeatedly in column C. Or, you could copy the
value and paste it in C3:C5. You will use the fill handle to quickly fill in the
value for the remaining line items.
The fill handle is the small black square at the bottom-right corner of a
selected cell or range. It allows you to copy data to adjacent cells.
18
Select C2 if necessary.
1.
To activate the fill handle, position the mouse pointer over the small
black square at the bottom-right corner of C2 so it becomes a thin
black plus sign. The mouse pointer is now over the fill handle.
2.
Hold down the mouse button and drag down three rows
through C5. You will see a screen tip that says 12 next to the thin black
plus sign as you drag through the cells.
MODIFY
3.
LESSON 2:
WORKSHEET
Let go of the mouse button. The value 12 copies down the column and the
Auto Fill Options button appears.
Auto Fill Options
If you click the Auto Fill Options button, a drop-down

menu of appropriate options appears. In this case, the
default option Copy Cells is selected. To keep the default
just press the Esc key on your keyboard. The button itself
wont disappear until you do something else.
Create a multiplication formula

To calculate the annual total for Car Payment you will create a
multiplication formula. All formulas start with an equal sign. The "=" tells
Excel it needs to perform a calculation. The result of the calculation will
appear in the cell containing the formula while the formula will be visible in
the Formula Bar.
1.
Select the cell where you want the calculation to appear: D2.
2.
Type the equal sign =.
3.
Use the mouse to click B2, the Car Payment Amount . You will see:
4.
Type the multiplication * symbol. You will see:
19
LESSON 2:
MODIFY A WORKSHEET
5.
Click C2, the Car Payment # of Pmt s , with the mouse to select it.
You will see:
6.
Press Enter. The formula calculates, the result appears in D2, and the active
cell is now D3.
Select D2, and look in the Formula Bar. The formula as you created it
appears in the formula bar.
Repeat the previous steps to generate the total for Parking in D3.
Use the fill handle to copy a formula

Just as you copied the value 12 down column C, you can copy the formula
you created in D3 down column D.
20
1.
Select D3.
2.
Position the mouse pointer over the fill handle.
3.
Hold down the mouse button and drag down the column to copy the
formula through D5.
4.
Let go of the mouse button. The resulting calculations appear, as do the

Auto Fill Options.
Select D5 and look in the Formula Bar. The copied formula adjusted for
each of its new locations.
MODIFY
LESSON 2:
WORKSHEET
Sum the Totals column

1.
Select D6.
2.
Click once on the Auto Sum
3.
Click Auto Sum again. Excel inserts a sum function and adds up all the
numbers in the Totals column.
button.
Format adjacent cells

1.
Apply the Top and Bottom Border to the range C6:D6.
2. Align right C1:D1.
Format non-adjacent cells

1.
Select the non-adjacent range C1:D1;D6. The range highlights.
2.
Click Bold
Save the
. Cells C1:D1 and D6 are now bold.
workbook.
In class: Brainstorm irregular car expenses.
21
LESSON 2:
MODIFY A WORKSHEET
Insert a row
If you need new row of data amidst existing data, you can insert it in one of
three ways:
Right-click on the row number in the worksheet frame and select

Insert.
Right-click anywhere in the row and choose Insert. In the ensuing

Insert dialog box, select the Entire Row option.
On the Home tab in the Cells group, click the Insert menu and select
Insert Sheet Rows; then click OK.
There are car expenses that occur irregularly instead of monthly. Modify the
budget to include these expenses by inserting new rows. Start by inserting
one new row for Maintenance , in this case, the number of times per year
you will change the oil.
on row 6 in the worksheet frame. Row 6 highlights. A
context sensitive menu appears with a Mini Toolbar.
1. Right click
2.
Choose Insert from the menu. A new blank row 6 appears above the Total
row. Row 6 is selected in its entirety, A6 is active, and the Insert Options
button is visible.
Insert Options
If you click the Insert Options button, a drop-down menu of options

appears. You can choose to format a newly inserted row the same as the
row below or clear the formatting entirely. To keep the default
Format Same As Abovejust press the Esc key on your keyboard. The
options button wont disappear until you do something else.
Add new data
22
1.
Select A6.
2.
Type Maintenance , then press Tab.
3.
In B6, type 35 , then press Tab.
MODIFY
4.
LESSON 2:
WORKSHEET
In C6, type 4 , then press Tab. The Totals column updates automatically.
Note:
You must have at least four rows of data with formulas to be able to
insert a new row and have the formulas automatically update.
Insert multiple rows at once

You can insert multiple rows of data at one time by first selecting the rows
where you want the new rows to appear. Then use any of the methods
previously described to insert the new rows.
1.
Select rows 6 and 7 by holding down the mouse button and dragging
over those numbers in the worksheet frame. The rows highlight.
and choose Insert from the context sensitive menu. Two
new blank rows appear and they are selected in their entirety.
2. Right click
Enter data in a selected range

You can quickly enter data in a range of cells by first selecting the range. As
long as you use Tab or Enter to move from cell to cell, the range will remain
selected. If you click with the mouse, press a navigation arrow, or use the
keyboard shortcut Ctrl + Home, the range will automatically deselect. In
other words, it will no longer be highlighted.
Only one cell is active in a selected rangeits the one with the white
background. Currently, all of row 6 and 7 are selected. However, you only
need to enter data for two new line items in a much smaller range. You will
first select that range and then enter the data.
23
LESSON 2:
MODIFY A WORKSHEET
1.
Select A6:C7.
2.
Type the following data pressing the Tab key after each entry.
Insurance 600 2 Tune-up 100 1
Watch the formulas update.
3.
Deselect the range.
Note
You can move from cell to cell in a selected range either by pressing
the Tab key or the Enter key. Tab moves the active cell across
columns; Enter moves the active cell down rows.
You can also use the Shift key in combination with the Tab or Enter
key to move backwards through a range.
Edit mode
You can edit alphanumeric or numeric data, formulas or functions. You can
enter Edit mode and change the content of a cell in any one of three ways:
Click in the Formula Bar where you see the content.
Double-click the cell.
Press F2 on the keyboard.
Once in Edit mode, you can use the Backspace key to delete to the left or
the Delete key to delete to the right.
24
MODIFY
LESSON 2:
WORKSHEET
When in Edit mode, the Status Bar at the bottom of the window says Edit.
Edit data within a cell using the formula bar

The Car Budget is no longer a monthly budget. Edit the text Monthly
Automobile Budget (in A1) directly in the Formula Bar.
1.
Select A1.
2.
Double-click the word Budget in the Formula Bar so it highlights.

Note the left corner of the Status Bar. It says Edit. You are now in Edit
mode.
3.
Type Expenses .
4.
Double-click the word Monthly in the Formula Bar.
5.
Press the Delete key twice to remove the word and the space after it.
6.
Press Enter. The active cell is now A2 and the value in A1 reads
Automobile Expenses .
Edit data within a cell in the cell itself

This time, double-click in the cell to edit in the cell itself. Shorten the word
Automobile to Auto.
1.
Double-click A1. Your insertion point will be wherever the tip of the mouse
pointer was when you double-clicked. In the case of the selector mouse
pointer, the tip is in the center of the pointer.
25
LESSON 2:
MODIFY A WORKSHEET
2.
Use the left or right navigation arrow to relocate the insertion

point so it is to the right of the word Automobile .
3.
Press the Backspace key several times to eliminate mobile leaving

Auto .
4.
Press Enter. The active cell is now A2 and the value in A1 reads
Auto Expenses .
Note
When you are in Edit mode, you can use the mouse or the
navigation keys to relocate the insertion point. You can also use the
Home and End keys to move to the beginning or end of cell contents.
Enter Edit mode using a keyboard shortcut

You can also enter Edit mode simply by selecting the cell you wish to edit
and then pressing function key F2. Edit the label in A1 to change Expenses
to Expense.
1.
Select A1.
2.
Press F2. The insertion point flashes at the end of the cells contents.
3.
Change Expenses to Expense using the Backspace key.
4.
Press Tab. The active cell is now B2 and the value in A1 reads
Auto Expense .
Repeat the above steps to change Totals to Total in D1.

To replace the contents of a cell entirely, simply select the cell and enter a
new value or formula.
26
MODIFY
1.
Select A9.
2.
Type Grand Total , then press Enter.
LESSON 2:
WORKSHEET

Gas is turning out to be more expensive than you originally thought. Change
the amount of B4.
1.
Select B4.
2.
Type 120 , then press Enter. The active cell is now B5 and the value in B4
reads 120 .
All formulas that reference B4 automatically update.
Auto Fit
column A.
Delete the contents of a cell

Look at the new annual car budget. The Grand Total Amount , a formula
result that once totaled the regularly occurring monthly expenses, no longer
makes sense. It doesnt make sense because there are now line items for
expenses that occur irregularly, not monthly. Delete it now.
1.
Select B9.
2.
Press Delete. The content empties.
27
LESSON 2:
MODIFY A WORKSHEET
Add a title row

1.
Insert a new row 1.
2.
Type Car Budget in A1.
3.
Make A1 Bold.
Live Preview
Some formatting features in Excel will display a Live Preview of what the
format will look like if you choose to apply it.
Change the font size

Font size is one of the formatting tools that display a Live Preview. Change
the font size of A1.
1.
Select A1 if necessary.
2.
Click the font size menu and move the mouse pointer down the
numbers in the menu. As you move over the different font sizes, you will
see a Live Preview of the font size in the cell itself.
3.
Change the font size to 16.

With a click of the mouse, you can merge cells together and center the
contents. Merging cells is a good option for headings only, not data. Merge
and center the budget title across columns A through D.
28
MODIFY
LESSON 2:
WORKSHEET
1.
Select A1:D1.
2.
Click the Merge and Center

button in the Alignment group. The
cells merge and the text centers across the columns. Note: The merged cell
still has a cell reference of A1.
The budget as it now stands.

Save and Close
the file.
29
3
Less on 3
Lesson
Create and Modify a Pie Chart

Sometimes it is easier to analyze data using a chart. As they say, a picture is
worth a thousand wordsor numbersas the case may be. You can plot
data using one of Excels many chart types and format it with any of the
built-in designs. You can customize a chart in multiple ways.
In this lesson, you will make a pie chart for the Car Budget using the
budgeted line items and their associated totals. In the process, you will
Open an existing workbook
Use the Insert tab
Move a chart
Change the location of a chart
When you are done, the workbook will contain the following chart:
31
LESSON 3:
CREATE AND MODIFY
PIE CHART

Open the 03 Pie Charts workbook.
1.
Select the File tab (Excel 2007: Office Button) and choose Open.
2.
Navigate to Excel Basics Course Files, if necessary.
3.
Locate the 03 Pie Charts workbook.
4.
Click Open or press Enter. The dialog box closes and the workbook opens.
Delete a row
If you no longer need a row of data, you can delete it in one of three ways:
Right-click on the row number in the worksheet frame and select

Delete.
Right-click anywhere in the row and choose Delete. In the ensuing

Delete dialog box, select the Entire Row option.
On the Home tab in the Cells group, click the Delete menu and select
Delete Sheet Rows; then click OK.
Delete Row 1 using any one of the above methods.
You can delete multiple rows of data by first selecting all the rows you want
to delete and then using one of the above methods to delete the rows.
Pie Charts
A pie chart represents plotted data values as slices of a pie. The size of each
slice depends on its associated value. All the slices together make the pie
whole. The whole pie represents the total value of all the data values.
Insert a pie chart

Before you insert a chart, first select the data you wish to plot, including the
labels. In the case of the Car Budget , you will select the Auto Expense
labels from column A and the Total data series from column D, a nonadjacent selection.
32
CREATE
AND
MODIFY
LESSON 3:
PIE CHART
1.
Drag to select the Auto Expense column label and line item row
labels, A1:A8.
2.
Hold down the Ctrl key and drag to select the Total column label and
line item totals, D1:D8.
Now with the data selected, insert the pie chart.

3.
Click the Insert tab.
4.
Click the Pie button. A drop-down menu

appears with several icons for possible pie
style charts.
5.
Select the first 2D Pie chart type.

Excel inserts a pie chart in the worksheet.
The chart is an object and. as such, is
embedded in the worksheet.
The chart is selected and so is the data the chart refers to.
33
LESSON 3:
CREATE AND MODIFY
PIE CHART
Charts and Chart elements

A chart is an object composed of several elements and each element is an
object in its own right. You can select, move, or resize objects.
When you point to a particular element or part of a chart with the mouse, a
screen tip appears with the name of that part.
1.
Point to the Chart Title. The screen tip Chart Title appears.
2.
Move the mouseover the Pie. The screen tip displays information about
the data value the mouse is pointer is over.
3.
Point to the Chart Legend. The screen tip displays Legend or Legend
Entry # depending on where the mouse pointer is.
Move a chart
You usually have to move a new chart because it often obscures some data.
Use your mouse to move the chart under the data area.
34
1.
Position the mouse pointer over the Chart Areathe

empty space around the plotted chart. The mouse pointer
is a left-pointing mouse with a four-headed arrow attached.
2.
Hold down the mouse button

and drag the chart so it is under
the data area.
3.
Let go of the mouse button.
Save
the file.
CREATE
AND
MODIFY
LESSON 3:
PIE CHART
Chart Tools
When a chart is active, a new group of tabs, Chart Tools, appears at the end
of the Ribbon. The Chart Tools tabs are Design, Layout, and Format.
If the worksheet is active instead, the Chart Tools disappear.

You can edit or format chart elements in a number of ways. You can work
directly in the chart or use the Chart Tools. You will do both in the next
several pages.
Edit a chart title

Edit the chart title directly in the chart. The current title is not informative.
1.
Click the Chart Title element to select it.

The Title selects.
2.
Type Annual Auto Expenses . The new text appears in the

Formula Bar.
3.
Press Enter. The new text replaces the old.
4.
Click in the Chart Area.
The Mini Toolbar

The Mini Toolbar is often available when you right-click on something in an
Excel worksheet. It has several of the more commonly used formatting
commands available. Often you can use one its buttons to avoid returning to
the Home tab. It always appears along with a context-sensitive menu.
35
LESSON 3:
CREATE AND MODIFY
PIE CHART
Format the chart title

There are many ways to format the Chart Title. Change the font size using
the Mini-Toolbar.
1.
Right-click the Chart Title. The title selects and the Mini-Toolbar appears
with a context-sensitive menu.
2.
Decrease the Font Size to 14 using the Mini Toolbar.
3.
Click anywhere in the Chart Area to deselect the title.
Add data labels to a chart

Sometimes its easier to understand a chart if data labels are associated with
the data values. Add a label to each piece of the pie (data value) using the
Chart Tools Layout tab.
36
1.
Select the Chart Tools Layout tab.
2.
In the Labels group, click Data Labels.

A menu appears.
CREATE
3.
AND
MODIFY
LESSON 3:
PIE CHART
Choose the Outside End option. Value data labels append to the pie chart.
Modify data labels

The default labels are values. You can make the labels text and add the
percentage each pie slice represents using the More Data Labels option.
1.
Select the chart if necessary and click Data Labels.
2.
Choose the last command for

More Data Label Options. The
Format Data Labels dialog box
appears. Note the default options are
for Value, Show Leader Lines, and
Best Fit.
3.
Deselect Value. The value labels

disappear from the chart area.
4.
Select Category Name. The

Category Name labels appear in the
chart area. Note they are the line
items from the worksheet.
5.
Select Percentage. The Percentages

appear adjacent to the Category Name
labels in the Chart Area.
6.
Select Outside End. All the labels

appear outside the pie.
37
LESSON 3:
CREATE AND MODIFY
PIE CHART
7.
Click Close. The Format Data Labels dialog box closes revealing the
modified and still selected data labels.
8.
Click in the Chart Area to deselect the charts new data labels.
A couple of data labels overlap and the Legend is also redundant.
Turn off the legend

Now that you have category names identifying each piece of
pie, you no longer need the legend. Turn it off.
38
1.
In the Labels group, click Legend. A drop-down menu

appears.
2.
Select the first option None. The legend disappears.
CREATE
AND
MODIFY
LESSON 3:
PIE CHART
Move a chart element: Move the title

You can move a chart element using the mouse. The Chart Title is too close
to the labels at the top of the pie. Move it now.
1.
Select the Chart Title.
2.
Position the mouse pointer on any

side of the border surrounding the
title. The mouse pointer becomes a fourheaded arrow.
3.
Hold down the mouse button and drag the Chart Title to the upper
left corner of the Chart Area.
4.
Let go of the mouse button.
5.
Click in the Chart Area to deselect the title.
Move a chart element: Move a data label

As you can see, a couple of the data labels overlap. Separate them now.
1.
Click on any one of the Data Labels. All the labels select.
2.
Click on one of the overlapping labels. Now only one label

selects.
3.
Point to a border, hold

down the mouse button,
and drag the data label up
and to the right. A leader
appears from the pie slice to
the label.
Keep moving the label

until you are satisfied
with its new location.
Repeat:
Repeat the above steps to move other labels as desired.

Save the
file.
39
LESSON 3:
CREATE AND MODIFY
PIE CHART
When data changes

When you change any data in the worksheet associated with a chart, the
chart automatically updates. Change some data now.
1.
Click B3, the Parking Amount . The Chart Tools are no longer available.
2.
Type 135 and press Enter. The chart updates: the size of the slices adjusts
and the labels adjust with them.
Delete a chart
If you no longer need a chart, you can simply delete it.
40
1.
Select the chart.
2.
Press Delete. The chart deletes.

CREATE
AND
MODIFY
LESSON 3:
PIE CHART
Use Undo to restore the chart

Restore the deleted chart.
Click Undo or press Ctrl + Z.

The chart reappears just as it was in the same location.
Change Chart Styles

When you insert a new chart, the chart uses the default formatting for that
chart type. You can change a charts style any time using the Chart Tools
Design tab.
Change the style for the Annual Auto Expenses Chart now.
1.
Select the chart if necessary.
2.
Click the Chart Tools Design tab.
3.
In the Chart Styles group, click More

gallery.
4.
Choose a new style.
to expand the Chart Styles
If you need to print a chart, choosing a style that distinguishes the

pie slices from one another more clearly can be helpful.
41
LESSON 3:
CREATE AND MODIFY
PIE CHART
Move a charts location

Newly created charts insert (embed) as objects in a worksheet by default.
You can move a chart to its own sheet called a chart sheet. Move the Annual
Auto Expenses chart.
1.
Select the chart if necessary.
2.
Select the Chart Tools Design tab.
3.
Click Move Chart Location, the last button on the right. The Move
Chart Dialog box appears.
4.
Choose New sheet.
42
Optional: You can change

the name of the sheet.
5.
Click OK or press Enter.

The chart now appears on its own sheet called Chart1.
Save the
Close
file.
the workbook.
4
Less on 4
Lesson
Working with a Database

In Excel, a database is also known as a list or a table. The table must have a
header row each column of data has to have a label. A column is referred
to as a field. Ideally, it should contain only one data type. Each row in a table
is referred to as a record and contains related information. Table data must
be contiguous:
There can be no completely blank columns.
There can be no completely blank rows.
Blank cells are OK.
For the next three lessons, you will be working on the College of Ecology
department staff list, which is in an Excel database.
In this lesson, you will learn how to:
Freeze Panes
Find and replace data
Do a simple sort
Create a custom sort
Sort filtered data
43
LESSON 4:
WORKING WITH
DATABASE
Open the 04 Database Tools workbook.
The workbook contains a database of all the faculty and staff in the College
of Ecology. The database currently contains 45 records.
The College has a new Dean. She would like you to make the following
changes:
44
Spell out the status informationshe doesnt know what the numbers
mean.
Sort the database first by department, then by last name, and then by
first name.
WORKING
WITH A
LESSON 4:
DATABASE
Use Freeze Panes to keep a row in view

The column (field) labels, a.k.a. the header row, disappear from view when
you scroll to the bottom of the database. You can use Freeze Panes to keep
the header row visible at all times.
To freeze the header row so it is always visible:
1.
Select the row below the header row.
Click on row 5 in the worksheet frame.
2.
Choose the View tab.
3.
Select the Freeze Panes button in the Window group. A drop-down

menu appears.
4.
Select the first option, Freeze Panes.
5.
Deselect the row so you can see the change to the display. A thin black
line indicates that the header row is frozen in place.
Use the bottom scroll arrow on the vertical scroll bar to change which
rows display. Note that the frozen row stays in place.
Press Control + Home. Note the active cell.
Find and Replace

Its easy to find and replace data in an Excel worksheet. You will use the
Find and Replace command to replace the numbers in the status column
with more meaningful information. Each number represents a different pay
category. Start by replacing the number 2 with Grad Student .
1.
Select the Home tab.
45
LESSON 4:
WORKING WITH
DATABASE
2.
In the Editing group, click Find & Select and choose Replace
The Find and Replace dialog box appears.
3.
Enter the appropriate information in the text fields.
4.
Enter 2 in the Find what: text field.
Press Tab.
Enter Grad Student in the Replace with: text field.
Click Find Next. The active cell changes to show the first instance of 2 in
the data area: D5 contains a date with a number 2 for 2007.
You can also see that there is a number 2 in the Salary field. You need to
constrain Excel so it looks for entire cell contents.
5.
Click Options.
46
Click in the checkbox next to Match entire cell contents.
WORKING
6.
WITH A
LESSON 4:
DATABASE
Click Find All.
Resize the dialog box to see all the found cells. They are all located
in column G.
7.
Click Replace All. All instances of the number 2 in the Status column
have been changed to Grad Student.
8.
Click OK.
47
LESSON 4:
WORKING WITH
9.
DATABASE
Click Close. The Find and Replace dialog box closes revealing the
worksheet.
Use Find and Replace again

Use Find and Replace to replace the numbers 3 and 4 in the status column. You
do not need to close the dialog box but can edit the values in the text fields when
you are done replacing one value with another.
1.
Click Find & Select and choose Replace. The Find and Replace dialog
box appears. The text fields contain the previously entered values and the
match entire cell contents checkbox remains checked.
2.
Edit the text fields.
3.
Enter 3 in the Find what: text field.
Press Tab.
Enter CS/BU for Civil Service/Bargaining Unit in the

Replace with: text field.
Click Find All.
48
If necessary, move and resize the dialog box to see all the found
cells. They are all located in column G.
4.
Click Replace All. All instances of the number 3 in the Status column have
been changed to CS/BU.
5.
Repeat steps 2-4 above to replace the number 4 with P&A for
Professional and Academic.
6.
Click Close.
WORKING
Auto fit
Save
WITH A
LESSON 4:
DATABASE
the Status column.
the file.
Perform a simple ascending sort

You want to see all the staff grouped by status. Perform a simple sort to see
all the grad students together, all the CS/BU staff together, and all the P&A
staff together.
1.
Select a single data cell in the Status column.
2.
In the Editing group, click Sort & Filter.
3.
Select the
Sort A to Z command. The entire data range sorts from A
to Z by the selected column.
49
LESSON 4:
WORKING WITH
DATABASE
Find data
Mary Johnson, the Secretary for Mammalogy, is not showing up with the
other CS/BU staff as she should be. Find Marys record.
1.
In the Editing group, click Find & Select and choose Find. The Find
and Replace dialog box appears. The Find what text field contains the
previously entered value; the Match Entire Cell Contents option is still
selected.
2.
Deselect the Match entire cell contents option.
3.
Enter john in the Find what: text field.
4.
Click Find Next repeatedly until Excel finds the cell containing
Johnson, Marys last name.
5. Close
the Find and Replace dialog box.
Use Auto Complete

Excel keeps track of all the values in a column. You can just start typing to
enter a value and if Excel recognizes it, the value will display. Press Enter (or
Tab) to complete the entry, or, just keep typing to enter a new value.
50
1.
Select the cell containing Mary Johnsons status.
2.
Type the letter c . The entry to Auto Complete CS/BU appears.
3.
Press Enter to accept the Auto Complete entry for CS/BU .
Resort the Status column A to Z to see Mary Johnson included with

the other CS/BU staff.
Scroll up to the view the top rows of the data area. Mary Johnsons
record is with the other CS/BU staff records.
WORKING
WITH A
LESSON 4:
DATABASE
Perform a simple descending sort

You can also sort data in descending order. Sort the Salary column in
descending order.
1.
Select a single data cell in the Salary column.
2.
3.
Select the
Largest to Smallest command. The entire data range
sorts from Z to A by the selected column.
Perform a custom sort

You can sort data by multiple fields at one time using the Custom Sort
command. First, you need to determine the order in which you want the
data sorted. In this case, the Dean would like the list sorted first by
department, then by last name , and then by first name .
1.
Select a single cell in the data range.
2.
3.
Select the Custom Sort command. The Sort dialog box appears. Excel has
also selected the entire data range (all the continuous data) in the worksheet
and has guessed correctly that the data area has a header row.
4.
Set the Sort by options.
From the Sort by drop-down menu under Column select

Department .
Leave Values as the Sort On option.
Change the Order option to A to Z.
51
LESSON 4:
WORKING WITH
5.
DATABASE
Click Add Level. A new level appears preceded by the words Then by.
From the Then by drop-down menu under Column choose

Last Name.
6.
Leave the Order option to A to Z.
Click Add Level. A new level appears preceded by the words Then by.
From the Then by drop-down menu under Column choose

First Name.
52
Leave the Order option to A to Z.
7.
Click OK. The list sorts.
Look at the results of the sort. Notice that all the records for each
department are grouped together. Within each group, the records are sorted
by Last name, then by First Name.
WORKING
Press Ctrl + Home.
Save
WITH A
LESSON 4:
DATABASE
the file.

When working with an Excel list, you can select which records you want
displayed by using filters. Filters allow you to set criteria to determine which
records are visible.
The new Dean has requested a list showing only the full professors. To view
just those records, filter the data in the Position column by Prof .
1.
Select a single cell in the data range (if necessary).
2.
3.
Select Filter from the menu. Note the arrow buttons to

the right of each column label.
4.
Click on the Position filter arrow. A drop-down

menu appears.
5.
Click the (Select All) checkbox to deselect all

the values in the Position column. All the
checkboxes clear.
6.
Select Prof .
7.
Click OK. The list filters to display only those

records with a position value of Prof.
Note the filter symbol on the arrow button.
Note the row numbers in the worksheet frame are

blue indicating that there are hidden rows of data.
53
LESSON 4:
WORKING WITH
DATABASE
Remove a filter
Remove the filter from the Position column.
1.
2.
Click the Position filter arrow.

Choose Clear Filter from Position. The entire list displays.
Turn off filters

When you are finished using filters, you can turn them off.
1.
Click the Sort & AutoFilter button.
2.
Select Filter from the menu. The arrow buttons disappear.
Unfreeze Panes
1.
Select the View tab.
2.
Click Freeze Panes and choose Unfreeze Panes from the menu.
Press Crtl + Home.

Save
54
the workbook.
5
Less on 5
Lesson
Functions and Formulas

You have provided the Dean with a revised copy of the staff list. She is
pleased but has a few more changes. She wants to see:
The total amount of all the salaries
Who prepared the worksheet
What day the worksheet gets printed
What each persons salary would be next year if there were merit
increases and a 10% cost of living allowance for everyone
You will use AutoSum to add up all the salaries. You will also write a
formula to calculate next years salaries. You will insert a date function at the
top of the worksheet along with your name. In the process, you will
Learn about function syntax
Use the Today function
Use the order of precedence rules to write a formula
Hide and unhide rows
When you have finished the lesson, the worksheet will look like this:
55
LESSON 5:
FUNCTIONS
AND
FORMULAS
Open the 05 Functions and Formulas workbook.
Function syntax
There are several hundred functions (pre-built formulas) available in Excel.
There are functions that make simple calculations, such as the Sum function,
which adds up a range or several ranges of numbers. And there are
functions that perform highly complex calculations, such as VDB which
returns the depreciation of an asset for any period you specify. There are
statistical functions, functions that make financial calculations, logical
functions and even functions that work with text. There are also a number of
date and time functions, just to name a few of the function categories.
Functions all have the same syntax: they all start with the equals sign (as do
all formulas) followed by the name of the function. Then there is an opening
parenthesis followed by any arguments the function takes separated by
commas. Then they end with a closing parenthesis.
= name_of_function(argument1,argument2,argument3)
Some functions take no arguments (or values), some take one, some take
three and some take up to 255.
The AutoSum drop-down menu

Next to the AutoSum button is a drop-down menu, which contains a list of
the most commonly used functions and a command to access all the other
pre-built functions available in Excel.
Use the AutoSum drop-down menu to write a Sum function to add up all
the salaries.
56
FUNCTIONS
AND
LESSON 5:
FORMULAS
Prep: Enter the text Total Salaries: in E2.
Prep: Press Tab to go to F2.
1.
Click the Auto Sum drop-down
2.
Select Sum. Excel starts to write the formula. However, it cannot guess
what range to add because there are no numbers above or left.
3.
Select the range containing all the salary values from the first to the
last, F5:F49.
Use a keyboard shortcut
Select cell F5.
Press Ctrl + Shift +

All the cells containing data select, F5:F49.
4.
Press Ctrl + Enter to accept the formula and remain in the cell. The
formula in the formula bar reads =SUM(F5:F49) and Total Salaries are
$2,081,070.
menu.
Note: Ctrl + Shift +
Using the keyboard shortcut Ctrl + Shift + selects all the cells
below until Excel encounters a blank cell. You can keep pressing
keep holding down Ctrl + Shift and tap repeatedly until you reach
the bottom of the data.
57
LESSON 5:
FUNCTIONS
AND
FORMULAS
Insert rows
You will include your name and the preparation date at the top of the
worksheet. Insert two more rows above the header row now.
1.
Select rows 3 and 4 by holding down the mouse button and dragging
over those numbers in the worksheet frame.
and choose Insert from the context sensitive menu. Two
new blank rows appear and they are selected.
2. Right click
Enter data
Enter the data listed below.
Type Prepared by: in A3.
Type Date: in A4.
Type your name in B3.
Use a date function

You will use the Today function to generate the current date. Excel pulls the
date information from your computer settings. (So if the date and time zone
are not properly set on your computer, the wrong date will appear.) The
Today function takes no arguments.
58
1.
Select B4 if necessary.
2.
Click the Insert function

Function dialog box appears.
3.
Select Date & Time from the Or select a category drop-down menu.
A list of all the built-in date and time functions appears.
button on the Formula bar. The Insert
FUNCTIONS
4.
Select Today from the list. The function highlights.
5.
Click OK. The Function Arguments dialog box opens.
6.
Press OK. Todays date appears.
AND
LESSON 5:
FORMULAS
59
LESSON 5:
FUNCTIONS
AND
FORMULAS
Note: Dates are numbers
When you enter a date in a cell, Excel automatically associates that

date with a serial number. The number 1 represents January 1, 1900;
the number 2, January 2, 1900; etc. Associating a date with a serial
number makes it possible for Excel to perform calculations using
dates. By the way, the Excel date system on Macs starts January 1,
1904.
Note: Date Formats
When you enter a date in a cell, Excel automatically formats the cell
as a date. If you no longer want a cell to have a date format, you
must either clear the format or apply another formatting type. The
Keyboard Shortcut Ctrl + Shift + ~ applies the General format.
Freeze Panes to keep a row and column in view

You can freeze both a row and a column so they always remain visible.
Freeze the first name column and the header row.
1.
Select the single cell that is both below the row and to the right of the
column that you want to freeze.
60
Click C7.
2.
Go to the View tab > Window group > Freeze Panes > Freeze Panes.
Two thin black lines indicate where Excel has frozen the row and column.
Use the scroll arrow on the horizontal scroll bar to change what
columns are visible. Change the view so the Salary column is next to
the First Name column. The frozen column stays in place.
FUNCTIONS
AND
LESSON 5:
FORMULAS
Hide rows
Hide the first five rows so that only the data area for the list is visible.
1.
Select rows 1:5 dragging the mouse through the worksheet frame.
2.
Right click and select Hide from the shortcut menu. Rows 1 through 5
are obscured from view.
Write a formula using order of precedence rules

When more than one operator appears in a formula, Excel calculates it using
the standard mathematical order of precedence, a.k.a order of operations.
This order determines which operations Excel performs first. The order of
precedence is as follows:
1. Parentheses ()
2. Exponents
3. multiplication or division * or /
4. addition or subtraction
+ or
Excel performs any operation enclosed in parentheses first, followed by

calculating any exponents, followed by multiplication or division, whichever
comes first in the formula reading from left to right, and finally, by addition
or subtraction, whichever come first reading from left to right.
The Dean wants to see what each persons salary would be next year if
everyone were to receive a $1,500 merit increase and a 10% cost of living
allowance on the salary plus the merit increase for each staff member. You
need to figure out what the formula should be so Excel calculates an
appropriate answer for the total increase in salary. As you will discover, you
will need to apply the order of precedence rules when you write the
formula.
61
LESSON 5:
FUNCTIONS
AND
FORMULAS
Start by writing a formula for the Total Increase for the first staff person in
the database without applying the order of precedence rules and see what
happens.
1.
Select J7, the Total Increase for Chris Barker .
2.
Type =
3.
Enter the following formula using the mouse to select the cells:
F7+H7*I7
4.
Press Enter. Excel calculates the result: $29,150.
Obviously the result is incorrect. That is far too large an increase.
Edit a formula
You can edit a formula just as you can edit text. When you edit a formula,
the Range Finder activates. The Range Finder codes cell references and their
associated ranges with the same color.
Edit the current formula to so Excel performs the addition operation first.
Following the order of precedence rules, put parentheses around the
addition operation. Edit in directly in the cell to make the changes.
62
1.
Double-click the cell containing the formula, J7. The Range Finder
activates.
2.
Use the left or right navigation arrow to relocate the insertion

point so it is after the equal sign, =.
3.
Type an opening parenthesis (.
4.
Use the right navigation arrow to relocate the insertion point so it

is before the multiplication operation, *.
5.
Type an closing parenthesis ). The formula reads =(F7+H7)*I7

FUNCTIONS
6.
AND
LESSON 5:
FORMULAS
Click the Enter Check Mark

to accept the formula.
Excel calculates the result: $3,050.
Write an addition formula

Now write a formula to add the current salary and the total increase
together to calculate next fiscal years salary.
1.
Select K7, the Next FY Salary for Chris Barker .
2.
Enter the formula =F7+J7 and press Enter.
Double-click to Fill down

You can quickly fill values down a column by double-clicking the fill handle.
Excel will fill down as long as there is data either to the left or to the right of
the current cell.
Fill each of the new column values down the worksheet.
1.
Select the cell you want to fill down the column.
Merit Pay for Chris Barker, H7
2.
Position the mouse pointer over the fill handle.
3.
Double-click the left mouse button. The value copies down the column
and stops replicating when it reaches the end of the data area.
Repeat the steps above to copy the COLA value down the column.
Fill down multiple cells at once

You can fill values down multiple columns all at once. Just select the cells
you want fill down and double-click the fill handle.
1.
Select J7:K7.
2.
Double-click the
fill handle. The
values fill down the
columns.
63
LESSON 5:
FUNCTIONS
AND
FORMULAS
Unhide rows
To unhide hidden rows (or columns), you have to select the rows (or
columns) on either side of the hidden data. Then you can right-click over the
selected area and choose Unhide. However, in this case, because row 1 is not
visible, there is no row above row 6. Instead, you will have to select the
entire worksheet first.
1.
To select the entire worksheet click the All cells button

in the upper left corner of the worksheet frame.
2.
Right-click somewhere over the worksheet itself and choose Unhide

from the shortcut menu.
Deselect the range.
Auto-fit
column B.
Unfreeze panes
64
1.
Select the View tab > Freeze Panes >Unfreeze Panes.
Press Crtl + Home.
Save and close the
file.
6
Less on 6
Lesson
Format with Styles

You decide you would like the list to look more legible and professional
before you give a copy to the Dean. You will use several of the style options
built into Excel to accomplish this task. In the process, you will learn how to:
Apply a variety of styles to worksheet data

o Cell Styles
o Format as Table
o Conditional Formatting
Add new records to a table
Change font color
Open the 06 Styles workbook.

When you are done, the worksheet will look as follows.
65
LESSON 6:
FORMAT WITH STYLES
Style types
A style is a collection of formatting attributes with a
name. For example, the Title style is bold, blue, and
Cambria 18 points. There are three style types in
Excel: cell, table and conditional.
You will apply styles using the Home tab > Styles group menus.
Cell Styles
Start formatting the worksheet by using several Cell Styles.
Title style
Apply the Title style to cell A1.
1.
Select A1.
2.
Click Cell Styles the Styles group on the Home tab.
3.
From the gallery of styles, select the Title style in the Titles and
Headings group.
Notice the Live Preview of the formatting to your data as the mouse
moves over the various available styles.
Heading 2 style
Apply the Heading 2 style to A2.
66
1.
Select cell A2.
2.
Click Cell Styles the Styles group.
FORMAT
3.
LESSON 6:
STYLES
WITH
Select the Heading 2 style in the Titles and Headings group.
Heading 4 style
Apply the Heading 4 style to A3:A4.
1.
Select cells A3:A4.
2.
3.
Select the Heading 4 style in the Titles and Headings group.
Input style
Apply the Input style to B3:B4.
1.
Select cells B3:B4.
2.
3.
Select the Input style in the Data and Model group.
67
LESSON 6:
FORMAT WITH STYLES
Format as Table
New in Excel is the ability to format a list as a table. The first time you apply
a table style to a database, Excel asks you where the table data is. As long as
you have a single cell selected in the database, Excel will correctly select it.
Apply a format to the staff list.
1.
Select any cell in the data area of the list.
2.
Click the Format as Table button in the Styles group.
3.
Select any of the table styles. The Format As Table dialog box appears
with the data range already specified. A marquee circles the data range.
4.
Click OK. The selected table style applies. Notice that filters apply by default
and a new tab appears Table Tools Design.
5.
Click any cell to deselect the entire table. Now the table style is apparent.
Notice the header row: filters are automatically applied. If you scroll
down the worksheet, the header row automatically appears over the
columns in the worksheet frame, which makes it unnecessary to
freeze panes horizontally.
Change a table format

Now that Excel has defined the data area, Live Preview is available making
it is easy to see what a table style will look like when you apply it.
68
FORMAT
1.
LESSON 6:
STYLES
WITH
On the Table Tools Design tab > Table Styles group, click More.
The Table Styles Gallery appears.

2.
Mouseover the various styles to experience the Live Preview feature.
3.
Select Table Style Medium 20.
Conditional Formatting
You can apply criteria dependent formatting to cells called Conditional
Formatting. Conditional formatting can help you spot or highlight data
quickly. The options for cell appearance are manifold.
Apply conditional formatting the years of service column.
1.
Select all the data in the Service Yrs column.
Use a keyboard shortcut
Select E7.
Press Ctrl + Shift +

All the cells containing data select, E7:E51.
2.
Select the Home tab.
3.
Click the Conditional Formatting button in

the Styles group.
4.
Select Data Bars > Gradient Purple Data Bar

from the submenu. Purple data bars appear
indicating length of service.
69
LESSON 6:
FORMAT WITH STYLES
Excel 2007: Fewer conditional formatting options are available.
Data Bars are like having a chart overlay .
Add data to a table

You can quickly add data to a table. The College has just hired a new
associate professor, Neil Nelsen. Add him to the list.
1.
Press Ctrl + End to make the last cell containing data active.
2.
Press Tab. A new row immediately appends to the end of the table.
3.
Enter the data for Neil Nelsen as shown below. Press Tab after each
cell entry.
Use Auto Complete as available when you enter the data.
Formulas and formatting automatically update.
A new blank row appends to the end and the active cell moves to the first
column in the table.
Delete a Row
Delete the new blank row at the end of the table.
70
1.
Right-click in row 53.
2.
Choose Delete > Table Rows from the shortcut menu. The new table
row disappears.
FORMAT
LESSON 6:
STYLES
WITH
Resort the list

You realize that Neil Nelsen should be included with the Ichthyology
department.
Use a custom sort to resort the list first by department, then by last
name, and then by first name.
Change font color

You can change the attributes of a particular style once the style is applied.
Change the font color of A2.
1.
Select A2.
2.
Click the Font Color button
3.
Choose the fourth button in the top row, Dark Blue, Text 2. Live
Preview displays as you mouseover the icons for the different colors.
in the Font group.
Voila! You are now ready to print the worksheet for the Dean.
Press Crtl + Home.
Save
and close the file.
71
7
Less on 7
Lesson
Page Layout and Print Setup

Excel 2010
A spreadsheet may look good on screen but what looks good on screen does
not necessarily look good on the printed page. You will now use print
preview and page layout to prepare a worksheet for printing.
In the process, you will learn how to
Use the Print command in the File Tab
Use Scale to Fit
Use Page Layout view
Add a footer and customize it
Manually adjust margins
Scale the view of the worksheet
73
LESSON 7:
PAGE LAYOUT
EXCEL 2010
AND
PRINT SETUP

Open the 07-A Page Layout workbook.
Print Preview
The first step to printing is to preview how your worksheet will look on the
printed page as opposed to the screen.
1.
74
Select the File tab > Print. The Print Preview on the right indicates there
are multiple pages.
PAGE LAYOUT
AND
2.
Click Next Page. The next page displays.
Keep clicking Next Page until you reach the last page.
3.
Click Previous Page. The previous page displays.
Keep clicking Previous Page if so desired.
LESSON 7:
PRINT SETUP
EXCEL 2010
75
LESSON 7:
PAGE LAYOUT
EXCEL 2010
AND
PRINT SETUP
Scale to fit
As there are so few rows appearing on the second and fourth pages, you will
set the worksheet to scale so it will print on one page only.
1.
In the Settings section from the No Scaling menu choose the

Fit Sheet on One Page option.

You can use the Page Layout Tab to adjust the page setup, scaling, sheet
options and more.
You can rescale a worksheet in the Page Layout tab if desired:
76
1.
Click the Page Layout tab.
2.
Locate the Scale to Fit group. Notice the Width and Height are both
1 page.
PAGE LAYOUT
AND
LESSON 7:
PRINT SETUP
EXCEL 2010
Before you scaled the page, the Width and Height were both Automatic.
Page Layout View

You can change the view of your worksheet by using the view buttons on
the View Bar at the bottom right hand corner of the Excel window.
1.
Click the Page Layout button. The view changes to show page breaks and
rulers to control margin settings.
2.
Scroll down to the bottom of the page so you can see the footer area in
one of two ways:
Use the Vertical Scroll Down Arrow.
Spin the mouse wheel.
You can now see where the first page ends and the second page begins.
There is no data on the second page.
77
LESSON 7:
PAGE LAYOUT
EXCEL 2010
AND
PRINT SETUP

You can use one of Excels pre-formatted headers or footers to include
certain information about a file. In Excel, any header and footer information
you add will appear on all printed pages of a worksheet.
You want the Dean to know the staff list is all on one page. Add a footer that
indicates this.
1.
Click somewhere in the Click to add footer area at the bottom of the
first page. The Header/Footer Tools Design tab displays. Notice the footer
has three sections; the same is true for a header.
2.
Click the Footer button in the Header and Footer group.
3.
Choose Page 1 of ? from the Footer menu. Page 1 of 1 appears in the

center section of the footer at the bottom of the page.

If one of the built-in footers (or headers) isnt appropriate, you can build
your own. The Dean wants:
Your name on the left
Page 1 of 1 in the center
The file name on the right
Customize the footer: add your name to the left and the file name to the
right section of the footer.
78
1.
Click in the left section of the footer.
2.
Type your name .
3.
Press the tab key twice to move to the right section.
PAGE LAYOUT
AND
LESSON 7:
PRINT SETUP
EXCEL 2010
4.
Click the Header& Footer Tools Design tab to activate it.
5.
Click Header& Footer Elements group > File Name.
6.
Click just outside the footer area to see the file name displayed.
Use Page Setup

The Page Setup dialog box allows you to make all kinds of changes to the
way your worksheet will appear when printed. You can adjust the margins,
center the page horizontally or vertically or both, and more.
Adjust the margins and then center the data on the page using Page Setups
Margins tab.
1.
In the Page Layout tab > Page Setup group, click the Page Setup
dialog box launcher. The Page Setup dialog box opens.
2.
Click the Margins tab.
3.
In the Left Margin text box, type 1.25 to adjust the margin to 1.25
Inches .
4.
Press Tab.
5.
In the Right Margin text box, type 1.25 .
79
LESSON 7:
PAGE LAYOUT
EXCEL 2010
AND
PRINT SETUP
6.
Under Center on page select the Horizontally option.
7.
Click Print Preview from within the Page Setup dialog box. The File
Tab > Print view appears.
Make changes as desired.

8.
Under Settings, use the Last Custom Margins menu > Custom
margins.
9.
Change the left and right margins to 1 using the spinners. Excel
increments margins in quarter inches.
Click the Home tab.
Zoom Out / Zoom In

The View Bar allows you to zoom in on your data or zoom out so you can
see an entire page at once.
Zoom level
80
Zoom Out
Slider
Zoom In
PAGE LAYOUT
1.
LESSON 7:
PRINT SETUP
EXCEL 2010
Click the minus sign several times on the View Bar to Zoom Out until
the entire page is visible.
2. Zoom In:
AND
click the plus sign several times to return to 100%.
You can also click the Zoom level to choose a specific magnification
level or use the Slider to zoom in or out quickly.

You can modify the worksheet when it is in page layout view; for example,
you can change data or apply different formatting to a cell. However,
making changes in Normal view is easier if you want to select an entire row
or column.
Click the Normal button on the View Bar. The normal view of the
worksheet returns and it is 100%.
81
LESSON 7:
PAGE LAYOUT
EXCEL 2010
AND
PRINT SETUP
Indent data
When data in one column is too close to data in another column, you can
indent one of the columns to increase the amount of space between the two.
Notice the data in the start date column is very close to the data in the
department column. Indent the department column.
1.
Click on column letter E to select the entire column containing the

department data.
2.
Click the Home tab > Alignment group > Increase Indent
the data in the department column moves to the right.
Auto fit
Press Ctrl + Home.
once. All
column E. Column E expands to fit the longest piece of data.

At this point, you are ready to print. Print Preview the page one more time
and then, print.
1.
Select the File tab > Print.
2.
Select the appropriate Printer.
If you were actually going to print

(Please DO NOT print in class.)
1.
82
Choose other options under Settings as desired.
PAGE LAYOUT
2.
AND
LESSON 7:
PRINT SETUP
EXCEL 2010
Click Print. The print job goes to the printer immediately.
To return to the worksheet, click one of the other tabs in the Ribbon.
Add a Command to the Quick Access Toolbar

You can add buttons to the Quick Access toolbar making it faster to execute
commands.
It gets tiresome going to the File tab to select Print to preview a worksheet.
Add the Print Preview and Print command to the Quick Access Toolbar.
1.
Click the Quick Access Toolbar drop-down menu at the right edge of
the toolbar.
83
LESSON 7:
PAGE LAYOUT
EXCEL 2010
AND
PRINT SETUP
2.
Select Print and Print Preview. The Print Preview button appears on the
toolbar.
Try out the Print and Print Preview button.

If scaling a worksheet is no longer appropriate, you can change it.
84
1.
Click Print and Print Preview (or go to File > Print).
2.
Under Settings, change Fit Sheet on One Page to No Scaling.

(If you want to change the scaling to a different number of pages,
select Custom Scaling Options instead.)
Save and Close
the file.
PAGE LAYOUT
AND
LESSON 7:
PRINT SETUP
EXCEL 2007
Page Layout and Print Setup

Excel 2007
A spreadsheet may look good on screen but what looks good on screen does
not necessarily look good on the printed page. You will now use print
preview and page layout to prepare a worksheet for printing. In the process,
you will learn how to
Use Print Preview
Use Scale to Fit on the Page Layout tab
Use Page Layout view
Add a footer and customize it
Manually adjust margins
Scale the view of the worksheet
85
LESSON 7:
PAGE LAYOUT
EXCEL 2007
AND
PRINT SETUP

Open the 07-B Page Layout workbook.
Print Preview
The first step to printing is to preview how your worksheet will look on the
printed page as opposed to the screen.
1.
86
Select the Office Button > Print > Print Preview. The Print Preview
window appears with the Print Preview tab. The Preview Status bar
indicates there are multiple pages.
PAGE LAYOUT
AND
LESSON 7:
PRINT SETUP
EXCEL 2007
2.
In the Print Preview tab > Preview group, click

Next Page. The next page displays.
Keep clicking Next Page until you reach the last page.
3.
Click Previous Page
Keep clicking Previous Page if so desired.
4.
Click Close Print Preview. The Normal view of the worksheet returns.
There are vertical and horizontal dotted lines indicating the automatic page
breaks.
. The previous page displays.
87
LESSON 7:
PAGE LAYOUT
EXCEL 2007
AND
PRINT SETUP

You can use the Page Layout tab to adjust the page setup, scaling, sheet
options and more.
You can also change how your worksheet will appear when printed using
features available in Page Layout View.
Scale to fit
As there are so few rows appearing on the second page and only one column
appearing on the third and fourth pages, you will scale the worksheet so all
the data fits on one page.
1.
Select the Page Layout tab.
2.
Locate the Scale to Fit group on the Page Layout tab.
3.
From the Width: drop-down menu, select 1 page.

The automatic vertical page break disappears.
4.
From the Height: drop-down menu, select 1 page. The

automatic horizontal page break disappears and a grayed out
Scale box indicates the percentage scale.
Select the Office Button > Print > Print Preview.
Page Layout View

You can change the view of your worksheet by using the view buttons on
the View Bar at the bottom right hand corner of the Excel window.
1.
88
Click the Page Layout button. The view changes to show page breaks and
rulers to control margin settings.
PAGE LAYOUT
2.
AND
LESSON 7:
PRINT SETUP
EXCEL 2007
Scroll down to the bottom of the page so you can see the footer area in
one of two ways:
Use the Vertical Scroll Down Arrow.
Spin the mouse wheel.
You can now see where the first page ends and the second page begins.
There is no data on the second page.

You can use one of Excels pre-formatted headers or footers to include
certain information about a file. In Excel, any header and footer information
you add will appear on all printed pages of a worksheet.
You want the Dean to know the staff list is all on one page. Add a footer that
indicates this.
1.
Click somewhere in the Click to add footer area at the bottom of the
first page. The Header/Footer Tools Design tab displays. Notice the footer
has three sections; the same is true for a header.
2.
Click the Footer button in the Header and Footer group.
89
LESSON 7:
PAGE LAYOUT
EXCEL 2007
3.
AND
PRINT SETUP
Choose Page 1 of ? from the Footer menu.

Page 1 of 1 appears in the center section of the
footer at the bottom of the page.

If one of the built-in footers (or headers) isnt appropriate, you can build
your own. The Dean wants:
Your name on the left
Page 1 of 1 in the center
The file name on the right
Customize the footer: add your name to the left and the file name to the
right section of the footer.
90
1.
Click in the left section of the footer.
2.
Type your name.
3.
Press the tab key twice to move to the right section.
4.
Click the Header& Footer Tools Design tab to activate it.
5.
Click Header& Footer Elements group > File Name.
6.
Click just outside the footer area to see the file name displayed.
PAGE LAYOUT
AND
LESSON 7:
PRINT SETUP
EXCEL 2007
Use Page Setup

The Page Setup dialog box allows you to make all kinds of changes to the
way your worksheet will appear when printed. You can adjust the margins,
center the page horizontally or vertically or both, and more.
Adjust the margins and then center the data on the page using Page Setups
Margins tab.
1.
In the Page Layout tab > Page Setup group, click the Page Setup
dialog box launcher. The Page Setup dialog box opens.
2.
Click the Margins tab.
3.
In the Left Margin text box, type 1.25 to adjust the margin to 1.25
Inches .
4.
Press Tab.
5.
In the Right Margin text box, type 1.25 .
6.
Under Center on page select the Horizontally option.
91
LESSON 7:
PAGE LAYOUT
EXCEL 2007
7.
AND
PRINT SETUP
Click Print Preview from within the Page Setup dialog box. Print
Preview appears.
Make changes as desired.
Click Page Setup.
Change the left and right margins to 1 using the spinners. Excel
increments margins in quarter inches.
8.
Click OK.
9. Close Print Preview.
Zoom Out / Zoom In

The View Bar allows you to zoom in on your data or zoom out so you can
see an entire page at once.
Zoom level
1.
92
Zoom Out
Slider
Zoom In
Click the minus sign several times on the View Bar to Zoom Out until
the entire page is visible.
PAGE LAYOUT
2. Zoom In:
AND
LESSON 7:
PRINT SETUP
EXCEL 2007
click the plus sign several times to return to 100%.
You can also click the Zoom level to choose a specific magnification
level or use the Slider to zoom in or out quickly.

You can modify the worksheet when it is in page layout view; for example,
you can change data or apply different formatting to a cell. However,
making changes in Normal view is easier if you want to select an entire row
or column.
Click the Normal button on the View Bar. The normal view of the
worksheet returns and it is 100%.
Indent data
When data in one column is too close to data in another column, you can
indent one of the columns to increase the amount of space between the two.
Notice the data in the start date column is very close to the data in the
department column. Indent the department column.
1.
Click on column letter E to select the entire column containing the

department data.
2.
Click the Home tab > Alignment group > Increase Indent
the data in the department column moves to the right.
Auto fit
Press Ctrl + Home.
once. All
column E. Column E expands to fit the longest piece of data.
93
LESSON 7:
PAGE LAYOUT
EXCEL 2007
AND
PRINT SETUP

At this point, you are ready to print. Print Preview the page one more time
and then, print.
1.
Select the Office Button > Print > Print Preview.
2.
On the Print Preview tab > Print group click Print.
If you were actually going to print

(Please DO NOT print in class.)
You can print from within Print Preview or alternatively, you can select the
Office Button > Print > Print command. Both of these options activate the
Print dialog box. The layout of the print dialog box depends on the type and
make of the printer you are using. However, there should always be some
kind of page range option and some kind of print what option. Here is a
sample print dialog box:
When you have finished printing or if you choose to cancel out of the print
dialog box, you will return to the last view of the worksheet on whatever tab
you were located.
94
PAGE LAYOUT
AND
LESSON 7:
PRINT SETUP
EXCEL 2007
Add a Command to the Quick Access Toolbar

You can add buttons to the Quick Access toolbar making it faster to execute
commands.
It gets tiresome going to the Office Button, selecting Print then Print Preview
to preview a worksheet.
Add the Print Preview command to the Quick Access Toolbar.
1.
Click the Quick Access Toolbar drop-down menu at the right edge of
the toolbar.
2.
Select Print Preview. The Print Preview button appears on the toolbar.
Save
and Close the file.

If scaling a worksheet is no longer appropriate, you can change it.
1.
On the Page Layout tab make adjustments in the Scale to Fit group.
You can change the number of pages high by the number of pages
wide or remove scaling entirely by selecting Automatic for the Width
and Height.
2.
Change the Scale: to 100%.
Save
and Close the file.
95
8
Less on 8
Lesson
Copy, Cut, Paste, and More on Filling

Remember the car budget you created for auto expenses at the beginning of
this course? You will now create a cash flow budget to project what you
might spend each month over the year given the line items you have already
budgeted. In the process of creating a cash flow budget, you will
Rename a worksheet
Use the fill handle to extend a series
Use the fill handle to copy multiple rows at a time
Move data from one cell to another
Drag and drop data from one location to another
Open the 08 Cut Copy Paste workbook

When you finish, the worksheet will look as follows:
97
LESSON 8:
COPY, CUT, PASTE,
AND
MORE
ON
FILLING
Rename a worksheet
Sheet1 is not a very descriptive name. Rename the worksheet Annual
Budget .
1.
Double-click the Sheet1 tab.
2.
Type Annual Budget .
3.
Press Enter to lock in the new worksheet name.
Shift-Click selection technique

You can quickly select an adjacent range of cells using the mouse and
keyboard in combination. First select a corner cell, then hold down the shift
key, then use the mouse to select the opposite corner cell. The Shift-Click
techniques is especially useful when selecting a large range of cells.
Select the entire budget from A1:D9.
1.
Select A1.
2.
Hold down the Shift key.
3.
Select D9.

Copying and pasting is easy in Excel and there are multiple ways to do so.
You can
98
Use the buttons on the Home tab > Clipboard group
Use the keyboard shortcuts: Ctrl + C to copy; Ctrl + V to paste
Right-click a selected range and select copy or paste
Drag and Drop copy (covered later in this lesson)
COPY, CUT, PASTE,
AND
MORE
LESSON 8:
FILLING
ON
As in other Office applications, the Paste button has two parts: the top part is
a clipboard icon; the bottom a drop-down menu. Click the clipboard to
immediately paste or use the drop-down menu to use other paste options.
Copy the selected range now using any method you prefer. Otherwise, the
following steps take you through the process of using the buttons.
1.
On the Home tab > Clipboard group, select the

Copy
button. A marquee appears around the range.
2.
Select A12.
3.
Click the Paste button. The marquee continues to

circulate around the original range and a Paste Options
button appears attached to the pasted range.
Once you have pasted, a Paste Options button allows you to choose which
attributes of a copied range to paste.
4.
Excel 2010:
Excel 2007:
Press your Esc key. The marquee and paste options button disappear; the
pasted range highlights.

1.
Select B12:D12.
2.
Press Delete. The range empties.
99
LESSON 8:
COPY, CUT, PASTE,
AND
MORE
ON
FILLING
Use the fill handle to extend a series

Excel recognizes several built in series such as the names of the month and
the days of the week, long names, and short.
1.
Select B12.
2.
Enter Jan (short for January).
3.
Click the Enter

button in the Formula Bar. Jan appears in B12,
which remains the active cell.
4.
Select the fill handle at the bottom right corner of the cell and drag to
the right across the columns through column M. Let go of the mouse
button.
As you drag, the screen tip changes to show each succeeding month
label in abbreviated form. When you let go of the mouse button, the
month series appears in the cells and the Auto Fill Options button
appears.
If you click the Auto Fill Options

button a drop-down menu of
options appears. The default option Fill Series is selected. In this case, keep
the default.
Note
When a copied cell pastes, it has all the formatting attributes of the
original cell. When you extend a series, each new cell also has all the
formatting attributes of the original cell by default.
100
COPY, CUT, PASTE,
AND
MORE
LESSON 8:
FILLING
ON
Note
Excel remembers the contents of a cell separately from its

formatting. Therefore, if you delete the contents of a cell, the formats
remain. You can clear all the formats applied to a cell by selecting
Clear Formats from the Clear button in the Editing group on the
Home tab.
Special fills
Experiment: Select a blank worksheet (Sheet2), rename the worksheet
Scratch and then experiment with special fills.
Excel recognizes several series like the names of the months or days of the week
or the hours in the day. You can fill a series down or to the right. You can even
reverse-fill a series up a column or to the left across columns in a row.
You can also make your own series. All you have to do is tell Excel what the
pattern is.
For example, you can tell Excel to increment by a certain number, say 5. (See
column J in the picture below). To create a series that increments
automatically,
1.
Enter a value in a cell.
2.
Enter the second value in the series in an adjacent cell.
3.
Select both cells.
4.
Use the fill handle to extend the series.
101
LESSON 8:
COPY, CUT, PASTE,
5.
AND
MORE
ON
FILLING
When you have finished experimenting, return to the Annual

Budget worksheet and continue working on the cash flow budget.
Delete data in multiple cells at once

1. Delete all the numbers in the Feb column because they dont make sense
any more.
How does deleting these numbers affect the formulas in the Mar column?
Why?
2. Delete all the formulas in the Mar column including the Grand Total
formula. Note the borders on the Grand Total row are still visible.
Use the fill handle to copy multiple rows at a time

1. Use the fill handle to copy the amounts of the regularly occurring
monthly expenses across the columns from Jan through Dec .
1.
102
Select the range B13:B16.
COPY, CUT, PASTE,
2.
AND
MORE
LESSON 8:
FILLING
ON
Use the fill handle at the bottom of the range to fill right through the
Dec column.
Move data from one location to another

You can move data from one location to another using the Cut command.
You are projecting the Tune-up will take place in April . Use the cut
command to move the Tune-up amount in the Jan column to the Apr
column.
1.
Select the Jan Tune-up cell (B18).
2.
Click the Cut

cell.
3.
Select the Apr Tune- up cell (E18). The cell is active and the marquee
continues to circle.
4.
Click the Paste button. The marquee disappears and the value pastes in the
new location.
button in the Clipboard group. The marquee circles the
You are only paying Insurance twice per year in March and in
September .
Use the cut command to move the Insurance amount in the Jan
column to the March column.
Now, Copy the Insurance amount to the September column, J17.
103
LESSON 8:
COPY, CUT, PASTE,
AND
MORE
ON
FILLING
Drag and drop data from one location to another

You can quickly move information from one location to another using Drag
and Drop. Maintena nce will take place in March, June, September, and
December. Start entering the values for those months by dragging and
dropping the Maintenance value in the Jan column to the Mar column.
1.
Select the Jan Maintenance cell.
2.
Position the mouse pointer anywhere on the border surrounding the

cell (but not on the fill handle) so that it looks like this:
3.
Hold down the mouse button and drag over to the Mar
Maintenance cell. The mouse pointer becomes the left pointing arrow
and a grayed-out cell border follows the mouse pointer.
4.
Drop the cell in the new location by letting go of the mouse button.
The contents move to the new location.
Copy a value repeatedly

You can paste a copied value repeatedly until you execute another
command or press Enter or Esc. Copy the Maintenance amount to the
Jun , Sep , and Dec columns.
1. Copy
the Mar Maintenance amount, D19.
2. Paste the
value in G19 (June).
3. Paste again in J19
104
(Sep).
COPY, CUT, PASTE,
4. Select M19 (Dec) and
AND
MORE
LESSON 8:
FILLING
ON
press Enter.
Experiment with Auto Sum
button on the Jan and Jun columns.
Exercise: Generate totals for all months and line items

to get a total for the Jan column.
1.
Use Auto Sum
2.
Use the fill handle to copy the Jan Grand Total formula across the
columns through Dec . Notice the formatting copies as well as the formula.
3.
Type Totals in N12 to label the column.
4.
Use Auto Sum

item.
in N13 to write a total formula for the first line
105
LESSON 8:
COPY, CUT, PASTE,
AND
MORE
ON
FILLING
5.
Select N13 if necessary.
6.
Select the fill handle to copy the formula down through the last line
item Maintenance .
7.
Select M20, the Dec Grand Total .
8.
Using the fill handle, copy the formula to N20, the Totals Grand
Total cell.
9. Save the
file.
The Cash Flow Budg et is complete.

End of Exercise
Next, you will use it as a basis for creating a section to track actual expenses.
106
9
Less on 9
Lesson
Working with Multiple Worksheets

Now that you have a cash flow budget projecting monthly automobile
expenses, you can make a copy and modify the copy to use it to help you
track actual expenses. In the process, you will
Drag and Drop copy
Copy cell formatting using the Format Painter
Move data from one worksheet to another
Reorder and delete worksheets
Use additional number formats
Use Excels error checking
Open the 09 Multiple Worksheet s workbook.

When you are done, the worksheet will look as follows:
107
LESSON 9:
WORKING WITH MULTIPLE WORKSHEETS
Use the vertical scroll bar

You can use the vertical scroll bar to change your view of the worksheet
data. Row 12 is the first line of the cash flow budget. Make it the first visible
row.
Click the down arrow

the first visible row.
on the Vertical Scroll Bar until row 12 is
Drag and drop copy

You can use drag and drop copy to quickly copy data from one location to
another, which bypasses the clipboard altogether.
You will make a copy of the cash flow budget and then modify it to prepare
for tracking actual expenses.
Use drag and drop copy to copy the cash flow budget.
1.
Select the entire cash flow budget using the shift-click method of
selection.
2.
Hold down the Ctrl key and position the mouse pointer anywhere on
the border surrounding the cell (but not on the fill handle). The mouse
pointer becomes the left pointing arrow with a small plus sign attached to it.
3.
Hold down the mouse button.
4.
Drag the mouse down the worksheet until the outline of the range
starts at A23. A gray outline of the range is visible.
5.
Let go of the mouse button to drop the copied range in the new
location. The contents copy to the new location.
108
WORKING
6.
WITH
LESSON 9:
MULTIPLE WORKSHEETS
Let go of the Ctrl key. Voila!
Exercise: Modify data to suit your purposes

Delete all the projections but leave the formulas as they are so you dont
have to recreate them. They will update as you enter actual expenses.
the data for all expense line items for all months (B24:M30).
Do not delete the formulas in column N or row 31. The formulas
automatically recalculate.
1. Delete
Note: all the formula calculations result in zero. They will update
as you enter new data.
2.
Edit the title in A23 to read Actual Expenses .
3.
Edit the title in A12 to read Projected Expenses .
4. Auto fit
column A.
5.
Scroll up to reveal row 11.
6.
Type Cash Flow Budget in A11.
7.
In A22, type Actuals .
109
LESSON 9:
8.
Press Ctrl + Home to reveal the top of the worksheet again. A1 becomes
the active cell.
9. Save the
file.

To more clearly distinguish the Cash Flow Budget from the Actuals
section of the worksheet, center and format a title across the columns.
1.
Select A22:N22.
2.
Click the Merge and Center
button in the Alignment group.
Apply Cell Styles

As you learned in a previous lesson, Excel has many pre-formatted Cell
Styles that allow you to apply a collection of formats to a cell all at once.
First, you will apply a themed style and then a heading style on top of that
to make the Actuals label stand out.
1.
Select A22 (if necessary).
2.
In the Styles group on the Home tab, click the Cell Styles
button.
110
WORKING
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LESSON 9:
MULTIPLE WORKSHEETS
3.
Point the mouse to the 40% - Accent1 style in the Themed Cell Styles
category. The view of A22 changes to preview what it would look like if the
style were applied to the cell.
4.
Click the 40% - Accent1 style to apply it to A22.
5.
Deselect A22 to see what the styled cell looks like when it isnt
selected.
To further distinguish the cell, apply a heading style.

6.
7.
Select A22.
Click the Cell Styles button.
8.
Choose the Heading 1 style from the Titles and Headings group.
9.
Deselect A22 to see how the cell is now styled.
End of Exercise
111
LESSON 9:
Copy cell formatting using the format painter

You can apply all the formats associated with a cell to other cells using the
Format Painter. First, you will create a label for the Cash Flow Budget
and then you will apply the Actuals formats to the new label.
1.
Select A22.
2.
Click once on the Format Painter

button on the Formatting
Toolbar. The marquee circles the selected cell.
3.
Click A11. The cell styles immediately apply to the cell.
4.
Press Ctrl + Home.
5. Save the
file.
Increase row height

There isnt much space between the Cash Flow Budget and the Actuals ,
nor between the original annual budget and the Cash Flow Budget .
Increase the height of the blank rows between each budget.
1.
Position the mouse between rows 10 and 11 on the worksheet frame

so the pointer looks like this:
2.
Hold down the mouse button and drag down. A screen tip will appear.
3.
Let go of the mouse button when the screen tip reads 26 pixels.
112
WORKING
WITH
LESSON 9:
MULTIPLE WORKSHEETS
Row is now
26
pixels
high
Repeat:
Repeat the process to increase the height for row 21.
Move data from one worksheet to another

It occurs to you that you dont really need to see the original budget any
more. You will move the Cash Flow Budget and the Actuals to a new
worksheet.
1.
Select A11. The Cash Flow Budget label selects.
2.
Drag down the worksheet with the mouse to select the entire Cash
Flow Budget and the Actuals section of the worksheet.
3.
Use the Cut command. A marquee surrounds the selected cells.
4.
Click the Sheet3 tab to select it. Sheet3 becomes the active worksheet and
A1 is the active cell.
5.
the cut cells. The data pastes, formats and all, except for column
widths and row heights, unless a cell style is applied.
Paste
113
LESSON 9:
Autofit column A.
Change the row height of row 11 to 26 pixels.
Rename Sheet3 to Actuals.
Press Ctrl + Home.

Save the workbook.
Reorder worksheets
It makes more sense for the Actuals worksheet to be adjacent to the
Annual Budget worksheet. Move it now.
1.
Select the Actuals worksheet tab.
2.
Hold down the mouse button and drag the worksheet to the left.
3.
Drop the sheet between the Annual Budget and Scratch sheets.
114
WORKING
WITH
LESSON 9:
MULTIPLE WORKSHEETS
Delete a worksheet
Come to think of it, you dont really need the Scratch worksheet. It really
doesnt belong in an auto expense workbook. Delete it now.
1.
Right-click the Scratch worksheet tab.
2.
Choose Delete from the context sensitive menu. A warning appears.
3.
Be certain that the Scratch sheet is the active worksheet, then choose
Delete.
Note
If you have deleted a sheet in error, you can get it back by

immediately closing the workbook. DO NOT save any changes.
Reopen the workbook. The sheet(s) in question will be in the
workbook. Any other unsaved changes will be lost.
Copy data from another workbook

Rather than take time to type in the actuals, you will copy them from
another Excel workbook.
1.
Open the workbook Actuals.xls found in the Excel Basics

Course Files folder.
2.
On Sheet1, select all the numeric data for all the line items Car
Payment through Maintenance from January through December,
B3:M9.
115
LESSON 9:
3. Copy
the range.
4.
On the View tab click the Switch Windows button. A drop-down menu
appears.
5.
Select the 09 Multiple Worksheet s workbook. (Select the Car

Budget workbook if you are working with it on your own.) The
window displays the Car Budget workbook.
6. Select
the cell for the January Car Payment (B14).
7. Paste the
data using the keyboard shortcut Ctrl + V. The data for JanDec pastes into the cells starting at B14.
If only all had gone according to plan. Unfortunately, an accident in a

January blizzard required the car to be towed and repaired. As a result, you
decided to purchase a membership in AAA to avoid possible future towing
costs.
Insert Copied Cells

Again, rather than take time to type in these unexpected expenses, you will
copy them from the Actuals workbook.
again to reselect the Actuals workbook.
Switch Windows
1.
Select A13:M15.
2.
Copy the selection.
116
WORKING
3. Switch Windows
WITH
LESSON 9:
MULTIPLE WORKSHEETS
to return to the 09 Multiple Worksheet s
workbook.
4.
Select A21.
5.
On the Home tab > Cells group > Insert menu, select Insert Copied
Cells. The Insert Paste dialog box appears.
6.
Click OK to shift cells down. The Grand Total row moves down and the
copied rows appear in the worksheet.
Oops. The actual section looks great except for the Totals column and
errors in the Grand Total row.
Error checking
When you pasted the actuals into the Actuals worksheet, Excel
immediately displayed green triangles in the upper left corners of the
Grand Total formulas. The green triangle is the indicator that tells you
Excel thinks there is an error. Examine the error message and determine its
validity.
1.
Select the Jan Grand Total cell, B24.
117
LESSON 9:
2.
Point to the Warning icon. A screen tip appears indicating why Excel
thinks the formula is incorrect.
Now, check Excels Error Checking to see if it is correct.

3.
Check Excels error-checking to see if it is correct by looking in the

formula bar. What does the formula say? _____________________
Double-check by activating the Range Finder.

4.
Activate the Range Finder by double-clicking on C24. Now in Edit

mode, it is easy to see that the Grand Total formula did not automatically
update to include the new data for the actuals.
5.
Press the Esc key to return to Ready mode.
Fix errors automatically

1.
Click the Warning icon. A context sensitive menu appears.
2.
Choose Update Formula to Include Cells.

The Feb Grand Total updates to include the new
data and the error-checking indicator disappears.
Notice the total is the same. The new values
copied from the Actuals workbook are all zero.
118
WORKING
WITH
LESSON 9:
MULTIPLE WORKSHEETS
The other Grand Total formulas still have error indicators. Fix them now
all at once.
Copy the updated formula from C24 to the range D24:N24. The Grand
Totals for March through Totals update.
Fix an error manually

The Totals column needs help. Formulas for the new line items need to be
written.
1.
Select N20, the Maintenance Totals cell.
2.
Select the fill handle and drag down three rows through the AAA line
item stopping above the Grand Total row.
Format numbers with the comma style

Currently, the numeric data is formatted in the General style. The numbers
would be easier to read if the decimals lined up.
1.
Select all the data cells in the Jan column (cells B14:B24).
119
LESSON 9:
2.
Click the Comma Style

button in the
Number group on the Home tab. The comma
style applies to the range.
Discussion: Notice how zero values display. Decimal places line up and
there is cell padding between the last digit in a cell and the right column
border.
Format numbers with the accounting number format

It is customary to include a currency symbol on first line values, subtotals,
and totals. Apply the Accounting Number Format to the first and total lines
to the Actuals .
1.
Select non-adjacent cells B14 and B24.
2.
Click the Accounting Number Format

button in the Number
group. The accounting style (also known as the Currency Style) applies to
the cells.
Copy cell formats repeatedly using the format painter

Now that you have all of actuals entered, you can apply all of the formats
associated with the Ja n column to other columns using the Format Painter
multiple times in a row or all at once.
1.
Select cells B14:B24.
2.
On the Home tab, double-click the Format Painter

button to
activate it for multiple use. The marquee circles the selected
range and the mouse pointer has a paintbrush attached to it.
120
WORKING
WITH
LESSON 9:
MULTIPLE WORKSHEETS
3.
Click C14 to apply the formats for column C.
4.
Click D14 to apply the formats for column D.
5.
Select E14:N24. The formats apply to the remaining columns.
6.
The ### symbols indicate a column is not wide enough to display all
the digits to the left of a decimal point.
7.
Turn off the Format Painter using one of the following methods:
Click the Format Painter button
Press the Esc key
Auto fit the columns so Excel can display the numeric data correctly.
Press Ctrl + Home to deselect the range and go to A1.
Save
the workbook.
Finish improving the appearance of the worksheet by using another built in

cell style and indenting line items so they stand out more. First, use the
Zoom to scale the view of the worksheet.
121
LESSON 9:

in the lower right
corner of the application window to change the view of the worksheet.
Zoom in or out to see more or less data on screen using any of the following
methods:
Drag the slider in the Zoom control to the left or right.
Click on either the minus

or the plus
of the worksheet 10% at a time.
button to zoom in or out
Double-click the percentage number to open the Zoom dialog box.
You cannot quite see all of column N. Decrease the view to 96%.
Apply the Total Cell Style

In accounting, the customary style for subtotal and total rows is to single
underline the top and double underline the bottom. Excel has a cell style
called Total that automatically applies this border style using the color blue.
Use the Total style now.
1.
Select the range A24:N24.
2.
3.
Choose Total from the Titles and Headings group.
4.
Deselect the range to see the results.
122
WORKING
WITH
LESSON 9:
MULTIPLE WORKSHEETS
Indent cell contents

Indent the line item labels to further improve their appearance and make
them look more professional.
1.
Select A14:A23.
2.
Click the Increase Indent button in the Alignment group on the Home
tab. The text moves to the right by several pixels.
3.
Click again to increase the indent. The text moves to the right again.
4.
Click once on the Decrease Indent button.
Save and close open workbooks

1. Save
and close the 09 Multiple Worksheets workbook.
Choose Close from the Office Button
or
Click the Close Window button in the window

controls group in the upper right corner of the
application window. The window displays the
Annual Auto Expenses workbook.
2. Close
the Actuals workbook.
Now you will write some formulas that will allow you to compare the
actuals versus the projected amounts in the cash flow budget.
123
10
Less on 10
Lesson
Exercise: Analyze Actual vs.

Projected Expenses
To find out if the cash flow projections are on or off target, you will compare
the difference between actual expenses (actuals) and projected expenses.
After setting up the worksheet, you will
Format percentages
Change the number of decimals displayed
Open the 10 Exercise.xlsx workbook found in the Excel Basics Course

Files folder.
When you are done, that section of the worksheet will look as follows:
125
LESSON 10:
EXERCISE: ANALYZE ACTUAL
VS.
PROJECTED EXPENSES
Label rows and columns to setup the worksheet

1.
Type Budget vs. Act uals in A26.
2.
Type Projected in A27.
3.
Type Actuals in A28.
4.
Type Difference in A29.
5.
Use the Decrease Indent button to align A26:A29 to the left.
6.
Copy B13:N13, the labels from the Actuals section to B26.

The simplest formula you can write is one that links to existing data. Linking
saves time and effort and increases accuracy. You will link to the monthly
totals for the cash flow projections and the actuals.
Link to data in the Cash Flow Budget Grand Total row.
1.
Select B27
2.
Enter the formula =B10.
3.
Press Ctrl + Enter. B27 remains

active and the formula in the
Formula Bar reads =B10.
126
VS.
LESSON 10:
PROJECTED EXPENSES
Link to data in the Actuals Grand Total row.

1.
Select B28
2.
Enter the formula =B24 and press Enter. The result appears in B28.

Write a formula to calculate the difference between projected and actual
expenses.
1.
Select B29, Jan Difference
2.
Enter the formula =B27B28
3.
Press Ctrl + Enter. B29 remains

active and the formula in the
Formula Bar is =B27-B28.
Format Cells and Fill Formulas

1.
Apply the Comma Style to B27:B29.
2.
Apply the Bold Style to A26:A28.
3.
Apply the Cell Style Total to A29:B29.
127
LESSON 10:
VS.
PROJECTED EXPENSES
4.
Select all three formulas B27:B29.
5.
Fill the formulas to the right through the Totals column.
6. Auto fit
columns B:N.

You want to know the percentage difference between the projected and
actual expenses. To make that calculation, write a division formula that
divides the Jan Difference by the Jan Projected .
Prep:
Enter the label Percent Difference in A31.
1.
Select B31.
2.
Enter the formula =B29/B27.
3.
Press Ctrl + Enter. The cell remains active.
Note the number of decimal places of the resulting calculation
Format a number as a percentage

The formula result for the January Percent Difference shows as a whole
number with several decimal places. Format this number as a percentage
now.
1.
128
Select B31 if necessary.
2.
VS.
LESSON 10:
PROJECTED EXPENSES
Click the Percent Style

button in the Number group. The decimal
number shows as a whole numbers with the % symbol and no decimal places.
Change the number of decimals displayed

Excel uses rounding when displaying numbers with decimals. You can
increase or decrease the number of decimal places shown.
Use the Increase Decimal

decimals displayed.
button to increase the number of
Use the Decrease Decimal

decimals displayed.
button to decrease the number of
Format Cells and Fill Formulas

1.
Show one decimal place for the Percent Difference cell.
2. Fill
3.
the formula across the columns.
Apply Conditional Formatting to the percentages. Use the Green

Yellow Red Color Scale.
4. Bold
the Percent Difference label in A31.
5. Save
the file.
Save and close
the workbook.
You have finished tracking the auto expenses and comparing the projections
with the actuals.
End of Exercise
129
11
Less on 11
Lesson
Collect and Analyze Data

For the last couple of years, you have been tracking your monthly energy
expenses for natural gas and electricity. Energy prices have been rising and
you want to project how much you will be spending monthly next year. Not
all of this years expenses are in yet so first, you will calculate the average
spent each month from the data you do have. In the process, you will
Write an Average function
Use Auto Calculate to check calculation results
Use the Neutral Cell Style to highlight the averages
Open the 11 Averages.xlsx workbook.

Examine the three worksheets in the workbook.
131
LESSON 11:
COLLECT AND ANALYZE DATA
When you have finished this lesson, the Gas worksheet will look as follows:
Use Excels built-in statistical functions

There are over 200 functions (built-in formulas) available in Excel, each
designed to make a particular calculation. You will use Average, one of the
most commonly used statistical functions.
Write an average function using the AutoSum

drop-down menu
Prep:
Select the Gas worksheet if necessary.
Enter the column label Average in E1.

Write an Average function to calculate the monthly average for January.
1.
Select E2.
2.
Use the Auto Sum drop-down

menu to select Average. Excel
lassos the range of numbers immediately to the left. This is the correct range.
132
COLLECT
3.
AND
LESSON 11:
ANALYZE DATA
Press Enter. E3 will be the active cell.
Write an Average function to calculate Februarys average

1.
Select E3 if necessary.
2.
Use the Auto Sum drop-down

menu to select Average. Excel
lassos the number immediately above. This is incorrect.
3.
Replace the suggested range with the February data by dragging the
mouse over the range B3:D3.
4.
Press Enter. The result of the average function appears in E3.
Insert a Function
You can write a function in a cell using the Insert Function command. You
can activate this command by using either the Insert Function button on the
Formula Bar or by selecting More Functions from the Auto Sum menu.
Write an Average function to calculate the monthly average for March.
1.
Select E4.
2.
Click the
appears.
3.
Select Statistical from the Or select a category drop-down menu. A

list of all the built-in statistical functions appears.
button on the Formula Bar. The Insert Function dialog box
133
LESSON 11:
COLLECT AND ANALYZE DATA
4.
Select Average from the list. The function highlights.
5.
Click OK. The Function Arguments dialog box opens.
6.
Replace the suggested range with the March data by dragging the
mouse over the range B4:D4.
7.
Move the dialog box out of the way, if necessary, by dragging its
title bar.
Press OK.
Repeat
the previous steps to find the average for April .
Find the average for May through the Total row. (Hint: Use the fill handle.)
134
COLLECT
AND
LESSON 11:
ANALYZE DATA
Use Auto Calculate to check calculation results

Use Auto Calculate to check your work.
Check to see if the Average function in E8 is calculating correctly for July.
1.
Select cells B8:C8.
2.
Look at the bottom corner of the window in the Status Bar: The Auto
Calculator reads Average: 31.45.
3.
Check the amount against the value in E8.
Do the values match? __________
Apply the Neutral Cell Style

To make the Average column stand out more, format it using a cell style.
1.
Select E1:E14.
2.
3.
Select the Neutral style from

the top row of cell styles
(called Good, Bad, and
Neutral).
Apply a Bottom Border to

the Average label in E1.
Apply a Top and Bottom
Border to the Total
Average E14.
Save the
file.
135
12
Less on 12
Lesson
Use an Absolute Reference

Natural gas prices are increasing. You can write a formula to calculate how
much you think you might have to pay next year based on the amount you
spent last year (the last full year of expenses), or on what you have spent on
average. For purposes of this lesson, you will base your projection on the
average. In the process, you will
Copy formulas from one worksheet to another
Open the 12 Absolute Reference s.xlsx workbook.
You will work on the Gas worksheet in the Energy Expense Projections
workbook. When you are finished, you will copy all the new formulas to the
Electric worksheet, which will look as follows:
137
LESSON 12:
USE AN ABSOLUTE REFERENCE
Select the Gas worksheet if necessary.

Enter the projected increase label and percentage
1.
Enter Projected Increase: in E2.
2.
Type 140% in F2.
3.
Right-align E2.
Enter a new column label
Type Next Year in F4.
Write a projection formula

Write a formula in F5 that calculates how much you will spend on natural
gas in January next year given the percentage increase in F2. Base the
calculation on the January average.
1.
In F5, enter the formula = E5*F2 and press Enter. The result appears:
163.45.
2.
Select F5.
3.
Fill the formula down through December. Excel errors appear.
138
USE
AN
LESSON 12:
ABSOLUTE REFERENCE
What happened? To reveal all the formulas in the worksheet,
Press Ctrl + `
The ` key is directly above the Tab key; its called the grave accent, or
Accent Grave.
Use the down arrow key to change the active cell and watch the Range
Finder change each time you press the down arrow key.
Note that the formula filled down and adjusted according to its new
location. Not only did the reference to the average cell adjust but also the
reference to the percentage increase. These types of cell references are called
relative. Relative references are used in formulas by default.
Press Ctrl + ` again to return the worksheet to its previous state

showing formula results.
Click Undo (or press Ctrl+ Z) to undo the fill down. Your original
formula selects.

You can edit a formula to change a relative reference to an absolute
reference. An absolute references forces a formula to always refer to a
specific cell no matter where the formula is copied. An absolute reference is
specified by $ in front of the column letter and a $ in front of the row
139
LESSON 12:
number, like this: $A$12. Its easy to change a relative reference to an

absolute reference using the F4 function key on the keyboard. You can use
F4 whether you are writing or editing a formula; the insertion point just
needs to be next to or in the reference when you press the F4 key.
Edit the formula in F5 to make an absolute reference to F2.
1.
Select F5, the cell that contains your original formula.
2.
Click in the formula bar and relocate the insertion point so it is

touching the F2 reference.
3.
Press the F4 function key. The formula now reads = E5*$F$2.
4.
Press Ctrl + Enter.
5.
Use the fill handle to fill the formula down through F16.
Use the Auto Sum button to add up the Next Year values.
Add a Top and Bottom border to the total.
Add a Bottom Border to the Next Year label.
Change a value and watch formulas automatically update
Re-evaluate the projection because you think natural gas prices will be
slightly lower.
140
Change the value in F2 to 133% .
USE
AN
LESSON 12:
ABSOLUTE REFERENCE
What would the Next Year total be if prices were to double?

_____________
Copy formulas from one worksheet to another

If your worksheets are setup in a similar fashion, it may be possible to copy
formulas created in one worksheet to another. The Electric and Gas
worksheets are setup exactly the same way tracking data for every month
for the last couple of years. You can copy the formulas you created in the
Gas worksheet to the Electric worksheet and have them make sense.
1.
Select the range E2:F17 from the Gas worksheet.
2. Copy
the range.
3.
Select the Electric worksheet tab.
4.
Select the upper left most cell where you want the copied range to
paste: E2.
5. Paste
the range.
Notice the formula results.
141
LESSON 12:
Modify the copied range as needed

Electricity prices are not projected to double but to increase only 20%.
Change the percentage increase in F2 in the Electric worksheet to

120% and watch the formulas recalculate.
There is an error in the Average Total E17. What is the error?

Should you have Excel ignore the error or change it?
Change the Projected Increase in the Gas worksheet to 130%

and watch the formulas recalculate.
Save
142
and Close the file.
13
Less on 13
Lesson
Working with Grouped Worksheets

When working with workbooks that contain multiple worksheets setup in a
similar fashion, you can group worksheets, then enter data, and/or apply
formatting to all the grouped worksheets simultaneously.
In this lesson, you will enter data and apply several formatting options to
two worksheets at the same time. In the process, you will learn how to:
Group (select) multiple worksheets
Format grouped worksheets (angle text, wrap text)
Ungroup worksheets
Copy formatting from one worksheet to another
Open the 13 Grouped Worksheets workbook.

When you have finished, the Electric worksheet will look as follows:
143
LESSON 13:
WORKING WITH GROUPED WORKSHEETS
Group worksheets
Take a quick look at the Gas and Electric worksheets. Notice the active cell in
each worksheet. Now, group the sheets together.
1.
Select the Gas worksheet.
2.
Hold down the Shift key.
3.
Click the Electric worksheet tab.

The Gas worksheet is the visible active sheet but the Electric worksheet is also
active. You can tell because the background color of its tab is white.
Note: [Group] appears next to the file name in the Window Title.

Entering text in grouped worksheets is just like entering text on a single
worksheet. First, make the appropriate cell active by selecting it and then
enter the data.
1.
Select A1.
2.
Enter Energy Expenses .
Apply formatting to the grouped worksheets

1.
Select the Projected Increa se label in E2 and apply the

Explanatory Cell Style from the Data and Model category.
2.
Select F2 and apply the Input Cell Style from the Data and Model
category.
3.
Select A1 and apply the Title style.
4.
Bold all the column labels, Total label and all the totals in the nonadjacent range A4:F4;A17:F17.
5.
Select all the numeric data for the months and the totals B5:F17 and
apply the Comma Style.
144
WORKING
WITH
LESSON 13:
GROUPED WORKSHEETS
6.
Apply the Top and Double Bottom Border to the Total cells
including the label.
7.
To deselect the range, click in cell H20.
Select grouped sheets / ungroup sheets

View the changes to the Electric worksheet.
1.
Click the Electric worksheet tab. The Gas and Electric worksheets are
still grouped. The new title in A1 and all the formatting changes in the Gas
worksheet have been applied to the Electric worksheet.
2.
Click the Gas worksheet tab. The Gas and Electric worksheets are still
grouped.
3.
Click the Totals worksheet tab. The worksheets are no longer grouped.
And, none of the formatting you applied to the other two worksheets was
applied to Totals worksheet.
4.
Reselect the Gas and Electric worksheets to group them again.
145
LESSON 13:
Note
When working with grouped worksheets, you can make another

worksheet in the group visible by selecting it. The group will remain
active until you select another worksheet that is not part of the
group. Exception: If all the worksheets in a workbook are grouped,
changing the visible worksheet un-groups the worksheets.
If you need to group non-adjacent worksheets, use the Ctrl key to
select the necessary worksheets.
Angle text
Sometimes you can improve the appearance of text labels by angling them.
Angle the text from A4:F4 on the Gas and Electric worksheets.
1.
Select A4:F4.
2.
On the Home tab > Alignment group > Orientation menu choose
Angle Counterclockwise.
146
WORKING
WITH
LESSON 13:
GROUPED WORKSHEETS
Remove Angle text

The result is not so pleasing. Change the orientation for the label in A4 back
to what it was.
1.
Select A4.
2.
Select the Orientation > Angle Counterclockwise from to toggle the

angle format off.
Manually adjust column widths

Notice that several of the angled column labels overlap their right column
border. Make them wider so the text fits nicely between the column borders.
1.
Select columns B:F in the worksheet frame.
2.
Move the mouse pointer so it is between two of the selected columns

in the worksheet frame. The mouse pointer will look like this:
3.
Hold down the mouse button and drag the mouse to the right to
expand the column widths to 80 pixels. As you drag, a screen tip appears
stating the column width.
Press Ctrl + Home.
Save
the file.
Ungroup worksheets
The Ga s label looks diminutive all alone in A4. Ungroup the worksheets so
you can edit the text in that cell and not affect the Electric worksheet.
Click the Totals worksheet tab. The worksheets ungroup and the Totals
worksheet is now the active sheet.
147
LESSON 13:
Edit text
1.
2.
Select A4 if necessary.
3.
Replace the current text by typing Natural Gas Costs .
4.
Press Enter.
Wrap text
If a cell contains lengthy text and the column is not wide enough to display
all the text, you can wrap the text. Wrap the Natural Gas label now.
1.
Select A4.
2.
In the Alignment group, select the Wrap Text

button.
Now change the text in A4 in the Electric worksheet to

Electricit y Cost s.
Wrap the text.
Copy formatting from one worksheet to another

You have applied no additional formatting to the Totals worksheet. You
will now copy and paste some of the formats from the Elect ric worksheet
using the format painter.
148
First, look at the Totals worksheet. How many columns of data are
there? What formats should you copy from the Electric worksheet?
WORKING
WITH
LESSON 13:
GROUPED WORKSHEETS
1.
Select the range A4:D17 in the Electric worksheet.
2.
Click the Format Painter. A marquee encircles the range.
3.
Select the Totals worksheet tab.
4.
Click A4 to paste the copied formats. Voila!
The column widths did not change. Manually widen B:D to 80 pixels.
Change the text in A4 to Total Energy Expenses . The row height

expands to accommodate the new text.
Type Energy Expenses in A1.
Save and Close
the file.
149
14
Less on 14
Lesson
Linking Formulas
When working with workbooks that contain more than one worksheet, you
may find you need to pull information from one worksheet into another.
Excel can calculate formulas that include references to other worksheets.
Such calculations are called Linking (or 3D) formulas.
Open the 14 Linking Formulas workbook.
The workbook contains three worksheets, one of which is the Totals
worksheet. This worksheet adds together the natural gas and electricity
expenses from the other two worksheets to create an energy expense total
for each month in each year. In this lesson, you will write a 3D formula to
calculate this years totals.
When you are done, the Totals worksheet will look as follows:
151
LESSON 14:
LINKING FORMULAS
In the Energy Expense Projections workbook

1.
Select the Totals worksheet if necessary.
2.
Select C5 for January last year.
3.
Look in the formula bar.
What does the formula mean?
Write a Linking formula

You will write a formula to calculate the This Year total for January using
the mouse to collect the values from the Gas and the Electric worksheets.
1.
Select D5.
2.
Type = to start writing the formula.
3.
4.
Click D5, the Janua ry This Year amount. A marquee will circulate
around the cell.
5.
Press the + on the numeric key pad.
6.
Select the Electric worksheet.
7.
Click D5, the Janua ry This Year amount. A marquee encircles the cell.
8.
Press Enter. The Totals worksheet returns, the new formula calculates, and
the active cell moves down.
Repeat the above process (for practice) to generate the This Year total
for February .
152
LESSON 14:
LINKING FORMULAS
Double-click the fill handle to fill a formula down

1.
Select D6.
2.
Double-click the fill handle. The formula fills down the column and stops
at the row above the Total row.
Check one of the new formulas to see that it conforms to expectations.
Press Ctrl + Home.
Save and Close
the file.
153
15
Less on 15
Lesson
Create and Modify a Column Chart

In this lesson, you will plot data to make a column chart.
Open the 15 Column Charts workbook.
In the Totals worksheet, create a column chart so you can see at a glance
which months are peak for energy use. A column chart is the best chart type
to display all the months for all the years.
Once the chart is created, it can be easily modified. You will make just a few
changes to the chart you generate but in the process, you will become aware
of some of the many possible modifications. You will learn how to
Add a title
Change the number style for the value axis
Reposition the legend
Change the color of the plot area
When you are done, the Totals worksheet will look as follows:
155
LESSON 15:
CREATE AND MODIFY
COLUMN CHART
Select the Totals worksheet if necessary.
Insert a column chart

Before you insert the chart, you must first determine and select the data you
wish to plot.
1.
Select A4:D16all the months and all the years of total energy
expenses.
2.
Click the Insert tab.
3.
Click the Column button. A

drop-down menu appears with
many icons for possible column
style charts.
4.
Select the first 2D Clustered

Column chart type.
A column chart appears in the worksheet as an object.
156
CREATE
AND
MODIFY
LESSON 15:
COLUMN CHART
Move the chart
Drag the chart to a new location.
Align this chart so it is to the right of the data area.
Resize a chart
Because a chart is an object, it can easily be resized using one of the eight
object handles. When a chart is selected, there is a frame surrounding the
chart and the dots in the frame are its object handles: three in each corner
and four in the middle of each side. Side handles allow you to resize in one
direction; corner handles allow you to resize in two directions.
1.
Move the mouse pointer over one of the object handles.
2.
In this case, put the mouse pointer over the right-corner handle.
The mouse pointer will turn into a diagonal double-headed arrow.
Hold down the mouse button and drag to the right and down to
extend the chart to the bottom of row 17 and the right edge of
column L. The chart will be slightly larger and a bit more legible.

When a chart is active, a group of new tabs appears in the Ribbon. The Chart
Tools tabs are Design, Layout, and Format. From these tabs, you can modify
existing chart elements, and add or delete others.
157
LESSON 15:
CREATE AND MODIFY
COLUMN CHART
Add a chart title

Right now, our chart is missing a title. Add one now.
1.
Click the Chart Tools Layout tab.
2.
From the Labels group, select Chart Title > Centered Overlay Title. A
generic title appears.
3.
Save
Type Total Energy Expenses and press Enter.
the file.
Format Axes
There are a number of options to format chart axes. Format the Value (Y)
Axis, aka the Vertical Axis, to show no decimal places.
1.
On the Chart Tools > Layout tab select Axes and choose Primary
Vertical Axis > More Primary Vertical Axis Options . The Format Axis
dialog box opens.
2.
Choose Number on the left. The Number options appear on the right.
158
CREATE
AND
MODIFY
LESSON 15:
COLUMN CHART
3.
Change the number of Decimal places to 0 .
4.
Click Close. The Vertical Axis selects and there are no decimal places.
Change the Location of the Legend

It is easy to relocate a chart legend. In this case, it would be nice to have
more horizontal space for the plot area. Show the legend at the bottom of the
chart.
On the Chart Tools > Layout tab click Legend and choose Show
Legend at Bottom. The legend moves below the horizontal axis and
displays horizontally.
159
LESSON 15:
CREATE AND MODIFY
COLUMN CHART
Format the plot area

The plot area of a chart can be formatted in a number of different ways. For
example, it can be filled with color or contain a picture. Use a gradient fill to
format the plot area of the Total Energy Expenses chart.
1.
On the Chart Tools > Layout tab click Plot Area and choose More
Plot Area Options.
2.
Choose Fill on the left. The Fill options appear on the right.
3.
Click the Gradient Fill radio button option. The Gradient Fill options
appear.
Make other changes as desired.
4.
Click Close. The Plot Area selects and it is filled with gradient color
160
CREATE
AND
MODIFY
LESSON 15:
COLUMN CHART
.
The modified chart
Press Ctrl + Home.
Save and Close
the file.
In the next lesson, you will learn how to print a chart with or without
worksheet data.
161
16
Less on 16
Lesson
Print an embedded chart

You can print an embedded chart with the worksheet data or without it.
Open the 16 Chart Printing workbook.
Print Preview WITHOUT worksheet data

1.
Select the chart.
2. Print Preview.
The chart alone displays in Print Preview.
If the chart preview is satisfactory, you can Print.
If the chart preview is not satisfactory, make further modifications

to the chart itself or to its Page Layout.
Excel 2010
163
LESSON 16:
PRINT AN EMBEDDED
CHART
Excel 2007
Return to the worksheet.
Print Preview WITH worksheet data

1.
Select a single cell in the worksheet data area.
2. Print Preview.
164
The chart and data display in Print Preview.
If the chart preview is satisfactory, you can Print.
If the chart preview is not satisfactory, make further modifications

to the chart itself or to its Page Layout.
LESSON 16:
PRINT
AN EMBEDDED CHART
Excel 2010
Excel 2007
Return to the worksheet.
Save
and close the workbook.
165
A
Appendi x A
Appendix
Getting Help
Excels built-in help includes information on program features, step-by-step
instructions, animated demonstrations, a glossary, online training and more.
You can also get help from people Microsoft calls Most Valuable
Professionals, or MVPs. Go to http://mvps.org and click Excel.
Excels Help
The screenshots in this Appendix are from the Excel 2007 interface. There is
no difference in the way help operates in Excel 2010 but there are more and
different topics.
To get help in Excel, click the tiny help button in the top-right corner of the
ribbon.
Many dialog boxes also have a help button.
167
APPENDIX A
GETTING HELP
When Excel Help opens, you may or may not see the Table of Contents (TOC).
Toggle the TOC on and off using its button, the book icon.
Click a TOC topic to see articles and sub-topics.
You can also search for help using one of two Search bars.
168
APPENDIX A
GETTING HELP
Convert a workbook to the new format

In Excel 2007, go to the TOC and click
File conversion and compatibility

o Use Office Excel 2007 with earlier versions of Excel
Convert a workbook to Excel 2007 file format
In Excel 2010, go to the TOC and click
File conversion and compatibility

o Use Office Excel 2010 with earlier versions of Excel
Convert a workbook to Excel 2010 file format
Interactive Guides for transitioning from Office 2003

In Excel 2007,
1.
Go to the TOC and click the topic Getting Help
2.
Then click Interactive: Excel 2003 to Excel 2007 command

reference guide.
3.
In the help pane, click Start the guide. Your browser will launch.
4.
Follow the onscreen instructions.
In Excel 2010, download an application from Microsoft.

1.
Open a web browser.
2.
Go to
http://www.microsoft.com/download/en/details.aspx?displaylang
=en&id=16642
3.
Download the Microsoft Excel 2010: Interactive menu to ribbon

guide application.
4.
Install the application. You must be an administrator of your

computer.
5.
Run the application and follow the onscreen instructions.
169
B
Appendi x B
Appendix
Fill multiple cells at once with a

single value
You can use a keyboard shortcut to fill multiple cells with a single value
all at one time.
Fill adjacent blank cells with a value

1.
Select the adjacent blank cells where you want the value entered.
2.
Type the value, for example 0 . 0 appears in the active cell with the
blinking insertion point.
3.
Hold down the Ctrl key and press Enter. 0 now appears in all the
selected cells.
4.
Let go of the Ctrl key.
171
APPENDIX B
FILL MULTIPLE
CELLS AT ONCE WITH A SINGLE VALUE
Fill non-adjacent blank cells with a value

1.
Select the entire range of cells (blank and non-blank) that contain the
blank cells in which you would like to enter a particular value.
2.
On the Home tab choose Find & Select > Go To Special. The Go To
Special dialog box appears.
3.
Click the
4.
Click OK. The dialog box closes and only the blank cells select.
5.
Type the value, for example 0 . 0 appears in the active cell with a blinking
insertion point.
6.
Press Ctrl + Enter. 0 now appears in all the selected cells.
7.
Let go of the Ctrl key.
172
Blanks
radio button to select it.

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Use the fill handle to copy a formula

Insert multiple rows at once

Enter data in a selected range

Open a new Excel workbook

Edit data within a cell using the

Edit data within a cell in the cell itself

Use the mouse to select a cell

Enter Edit mode using a keyboard

Replace the contents of a cell

Use Auto Fit to adjust column width

Delete the contents of a cell

Add up a range of numbers using

Label the total row

Change the font size

Label the amount column

Merge and center data across cells

Save changes to a workbook

Format a worksheet for on-screen

Right align text

Select adjacent cells

Add a border to a range of cells

Open an existing Excel workbook

Select non-adjacent cells

Emphasize data using the bold

Insert a pie chart

Charts and Chart elements

Modify chart elements

Edit a chart title

Add new data

The Mini Toolbar

Copy data using the fill handle

Format the chart title

Create a multiplication formula

Add data labels to a chart

UNIVERSITY TECHNOLOGY TRAINING CENTER

Modify data labels

Turn off the legend

Write a formula using order of

Double-click to Fill down

Move a chart element: Move the

Move a chart element: Move a data

When data changes

Change Chart Styles

Move a charts location

FORMAT WITH STYLES

Change a table format

Add data to a table

Change font color

Use Freeze Panes to keep a row in

Find and Replace

Use Find and Replace again

Perform a simple ascending sort

Use Auto Complete

Perform a simple descending sort

Perform a custom sort

Filter data to view particular records

Turn off filters

Modify the page layout

Page Layout View

Add a pre-formatted header or footer