Excel 2007 2010 Tutorial

Excel 2007/2010
Essentials
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Table of Contents
Happy Computers telephone help-line
The Happy Computers website
Happy eLearning
About this manual
10
Who is it for and how to use it
10
What Do the Icons Mean?
11
Whats New in Office 2007/2010?
12
Smart Tags How can they help?
15
Help
16
Getting started in Excel
17
Getting familiar with the Excel 2007/2010 screen
17
Starting and closing Excel
18
Excel 2007 screen
19
Excel 2010 screen
20
The Mouse Keeps Changing Shape
21
Moving around Excel
22
Text & Numbers
23
Correcting your mistakes
23
Undo and Redo - A licence to make mistakes
24
Changing the zoom control
25
Selecting parts of a spreadsheet
26
Drag and drop
27
Cut Copy and Paste
28
The Office Clipboard
29
Inserting and deleting columns and rows
30
Changing the column widths
31
Autofill
31
Saving your workbook
34
Saving a Workbook for the first time (2007)
34
Excel 2007/2010 - Happy Computers telephone help-line

35
Closing and Opening a Workbook
37
Basic Formulae
39
Sum (formerly AutoSum)
39
Using Sum
39
Formulae
40
Creating a formula
41
Spreadsheet Design Principles
43
Building on the Basics
43
What are Absolute Cell References?
44
Creating and using Absolute Cell References
45
Printing
46
Functions
49
Using Percentages
50
Making a spreadsheet look good
53
Borders and shading
53
Basic formatting
54
Using cell styles
54
Conditional Formatting
55
Alignment
57
Changing the number formats
59
Changing the date format
61
62
Adding borders
63
Adding shading
64
Format Painter
64
Print preview (Office 2007 only)
65
Changing the Page Setup
69
Headers and Footers
72
Charts
Charts
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75
75

Moving, re-sizing and deleting charts
78
Selecting parts of a chart
78
Formatting the chart using the Design tab
80
Printing the chart
83
Which chart shall I use?
84
Appendix
Common keyboard shortcuts in Excel
87
What do the error messages mean?
88
Freeze Panes
88
Printing the first row on every page
89
Sorting
90
Auto-Filter
92
Custom Filters
94
Custom Filters
96
Index
87
99
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Excel 2007/2010 - The Happy Computers website
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Excel 2007/2010 - About this manual
About this manual

Who is it for and how to use it
Who is it for?
This manual is designed for use with the Excel 2007/2010 course with Happy Computers.
It is also meant as a back up for when you get back to work in combination with the two year
telephone help-line you get free with every Happy Computers course.
It is not meant as a replacement to the full reference manuals that come with 2000/97
How should I use it?

This manual is a step by step guide to the functions taught in the Excel 2007/2010 course.
You should be able to find the part youre after by looking in the index and contents and noting that
the general course will follow the pattern of the manual.
The step by step parts are clearly indicated, with explanations to the right of them. Simply do the
things on the left, and read the things on the right for further information
Example instructions:
This is what you do
This is what happens
Or
1. Click on the View menu
2. Click on Toolbars
Toolbar appears to the left of the screen
3. Click on Outlining
10
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Excel 2007/2010 - About this manual
What Do the Icons Mean?

Tips
Handy tips that make your work easier.
Essential
Essential points to understand how to do the work in hand.
Technical
Non-essential points for the technically- minded.
Traps
Hints to help you with certain features that may just trip you up if you are not
aware of them!
Right Mouse Button

This means that pressing the right- mouse button (instead of the left-mouse
button) will bring up a shortcut menu that can achieve the same things as listed
in the text.
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Excel 2007/2010 - Whats New in Office 2007/2010?
Whats New in Office 2007/2010?

The Ribbon
Microsoft has now done away with its familiar menus and toolbars from the previous versions.
Office 2007/2010 works with something known as the Ribbon, which appears at the top of the
screen and is divided into a series of Tabs, which group related features together.
Office 2007 Excel 2007
Office 2010 Excel 2010
Is it the same in all Office packages?

No Although each package will have a ribbon, they will have different tabs with
different functions specific to that application e.g. Excel has a tab for working with
charts, where Word does not.
Hiding the Ribbon

To temporarily hide the Ribbon, double-click the selected tab or press Ctrl + F1
Contextual Tabs
Some Tabs are hidden by default and appear only when required e.g. commands for inserting,
selecting and editing a chart, table or picture only appear when applicable to the work you are doing.
As soon as youre done they disappear!
Office 2007
12
Office 2010
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Viewing a contextual tab

To quickly bring forward the Contextual Tabs for an object, double-click the object.
Microsoft Office Button Office 2007

Now instead of the File menu we have the Office Button which provides access to the common
tasks carried out in all of the Office applications.
1. Click on the Office Button
2. Click on the menu option you need
File tab Office 2010

In Office 2010, Microsoft replaced the Office button with the File tab.
3. Click on the File tab
4. Click on the option you need
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Dialog Box Launchers

Some groups in the Ribbon (such as Clipboard, Font, and Paragraph) contain a Dialog Box
Launcher icon. Click this icon to launch the dialog box related to the features contained in the
group.
Quick Access Toolbar

The Quick Access Toolbar, which sits above the Ribbon, holds commonly used options, such as
save, undo/redo and print. To add a feature to the Quick Access Toolbar, right-click on it and
choose Add to Quick Access Toolbar.
Office 2007
Office 2010
Adding extras to the Quick Access Toolbar

Add an entire group of features to the QAT by clicking the black down arrow and
choosing the icon.
Super-Tooltips
Super-Tooltips replace screen tips and provide a more detailed description of what most buttons
do. They can display formatted text as well as images.
Office Assistants have been completely
14
removed!
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Zoom Slider
Youll find the Zoom Slider in the bottom-right corner of the screen. It allows a user to rapidly
change the magnification of a document, spreadsheet, presentation etc within an Office application.
Mini Toolbar
Whenever you select some text, the Mini Toolbar pops-up on screen. It provides easy access to
the most commonly used formatting options. You can also find it when you right-click on a selection
of words.
Live Preview
If you want to preview a change before you actually do it, Live Preview will help. All you do is rest
your cursor over an item in the Ribbon. As soon as you move your mouse pointer away, the preview
closes.
Smart Tags How can they help?

Smart Tags were a new feature in Office 2002 (XP)/2003 and they are still present in all of the Office
2007/2010 products (Word, Excel, Access and PowerPoint).
Smart Tags are buttons that pop up and offer you help according to what you are doing.
Smart Tag
What is it for?
This Smart Tag appears to give you information. It will appear when you
type in a name and will prompt you to add it to your Outlook Contact List.
When you paste in something you have copied this Smart Tag will
appear. Hover your mouse over it and it will give you options for the
formatting you have selected.
When clicking on the cell with the green triangle in the corner the Smart
Tag on the left appears. This is an error checking Smart Tag and will give
you options to check your formulae.
An AutoFill Smart Tag appears when you use AutoFill and will give you
various options (see page 31).
An AutoCorrect Smart Tag appears as a small blue box and turns into
the Smart Tag when you hover the mouse over it. It allows you to undo
an Autocorrection.
The Insert Options button appears when rows columns or cells are
inserted. You are then offered various formatting options.
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Help
What to do if you need help
Excel 2007/2010 comes with a comprehensive Help feature if you get stuck.
You can either type what you want to find out about or browse the Excel Help and How-to.
Click on the Help icon
16
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Excel 2007/2010 - Getting started in Excel
Getting started in Excel

Getting familiar with the Excel 2007/2010 screen
Excel is a spreadsheet program. Spreadsheets are basically large tables that hold number and text.
Calculations can them be performed on these numbers.
Uses of Excel
Formulas or calculations
Storing information (database)
Creating tables
For formulae (calculations)
Here is a very simple domestic budget using Excel:-
This cell contains a

formula to work out
the total outgoing.
This cell contains a formula which takes

the total outgoing from the income to give
the surplus (or left over).
For more information on formulas see p40.
For storing information (as a database)
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Excel has a simple database facility that allows you to
Sort information into any order (e.g. by surname)

Extract the information you wish to see (e.g. only the females)
For creating tables
Excel can also be used very much like Word processing tables, i.e. for laying information out neatly
in rows and columns and making it look impressive.
Starting and closing Excel

Starting Excel
5. Click on the Start button
6. Select All Programs
7. Click on Microsoft Office
8. Double-click on Excel
Or
If you have a shortcut icon on the
desktop, double-click it
Excel 2007
Excel 2010
Exiting Excel
Click on the cross in the top right corner in Excel
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Excel 2007 screen

The screen
If you are familiar with previous versions of Microsoft Excel, you will notice the screen looks very
different...there are now no menus or toolbars. They have been replaced with Tabs and Groups. For
example, the Home tab contains the Clipboard group and Font group. These groups contain
commands, such as Paste, Bold and Font size. A command can be a button or icon or even a drop
down menu.
Title bar
Quick Access
toolbar
Office button
Ribbon
A Tab
Commands
Formula
bar
Row
headings
Groups
Column
headings
Zoom slider
Cells
Sheet tabs
Tabs - There are 7 tabs, each one represents a core tasks in Excel.
Groups Each tab contains a group of related items.
Commands These are buttons and can represent a box to enter information or even a menu.
Title bar
Which program you are in and the name of the current workbook
Quick Access
toolbar
This holds some of the common features, such as Undo and Redo
Office button
This has replaced the File menu, so it contains options like Save, open, Close
and Print, as well as some more features
Ribbon
Replaces Menus and Toolbars, contain tabs and commands
Formula bar
Shows you which cell you are in, and what its contents are
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Cells
The boxes that make up the spreadsheet. Each cell has a cell reference,
made up of its column letter and row number. E.g. A1
Sheet tabs
When you first create a new workbook, it has three sheets inside it. The sheet
tabs show you which sheet you are currently on.
Sheet
navigation
buttons
If you add more sheets to your workbook, these buttons allow you to move
through them (See Happy Computers Guide to Excel 2000/97 Intermediate)
Excel 2010 screen

The screen
If you are familiar with previous versions of Microsoft Excel, you will notice the screen looks very
different...there are now no menus or toolbars. They have been replaced with Tabs and Groups. For
example, the Home tab contains the Clipboard group and Font group. These groups contain
commands, such as Paste, Bold and Font size. A command can be a button or icon or even a drop
down menu.
File tab
Quick Access
toolbar
Ribbon
A Tab
Title bar
Commands
Formula
bar
Column headings
Groups
Row headings
Sheet tabs
Cells
Zoom slider
Tabs - There are 8 tabs, each one represents a core tasks in Excel.
Groups Each tab contains a group of related items.
Commands These are buttons and can represent a box to enter information or even a menu.
20
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Title bar
Which program you are in and the name of the current workbook
Quick Access
toolbar
This holds some of the common features, such as Undo and Redo
File tab
This has replaced the File menu, so it contains options like Save, open,
Close and Print, as well as some more features
Ribbon
Replaces Menus and Toolbars, contain tabs and commands
Formula bar
Shows you which cell you are in, and what its contents are
Cells
The boxes that make up the spreadsheet. Each cell has a cell reference,
made up of its column letter and row number. E.g. A1
Sheet tabs
When you first create a new workbook, it has three sheets inside it. The
sheet tabs show you which sheet you are currently on.
Sheet
navigation
buttons
If you add more sheets to your workbook, these buttons allow you to move
through them (See Happy Computers Guide to Excel Intermediate)
The Mouse Keeps Changing Shape
Mouse shapes & Positions
Icon Used
Big Plus sign:

Position your mouse over the middle of a
cell.
When you are selecting cells.
Four Cross Arrow:

Position your mouse on the border of a
cell.
When you wish to move the

contents of a cell (see page 27).
Small Plus sign:

Position your mouse over the bottom right
hand corner of the active cell.
When you are using AutoFill

(see page 32).
I-bar:
Click into the Formula bar, or double-click
inside a cell.
When you are adding or

deleting text from a cell.
Cross-Arrow:
Position your mouse between two column
letters, or between two row numbers.
When you are re-sizing a row or

column (see page 31).
Magnifying glass:
When you want to zoom in or
Position your mouse over the spreadsheet out of the print preview (see
in print preview.
page 25).
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21
Double-arrow:
Select a picture or drawn shape and
position the mouse around the boxes.
When you are re-sizing a

picture, chart or drawn shape
(see page 78).
Egg-timer
The mouse will change to an

egg timer when Excel is busy. If
you wait for a moment, it will
disappear.
Moving around Excel

As you have seen, there are no menus and toolbars now, but Tabs and Groups. You can access
these using the keyboard.
Accessing the tabs and groups using the keyboard
1. Press ALT
Key Tips appear at the top of the Tabs
2. Press a letter to navigate to the Tab

3. Press a letter to navigate to a Group
Using the keyboard
You may be familiar with the following shortcuts as you could use in previous versions of Excel.
Up one cell
Down one cell
Left a cell
Right a cell
Ctrl
Goes to the furthest right of the current spreadsheet
Ctrl
Goes to the furthest left of the current spreadsheet
Home
Go to column A
Ctrl+Home
Goes to cell A1
Ctrl+End
Moves to the bottom right cell of the area you have typed
Page up
Moves active cell up one screen
Page down
Moves active cell down one screen
What about the old keyboard shortcuts?

All the keyboard shortcuts that begin with Ctrl still all work, for example Ctrl+X still
moves something to the clipboard
Using the mouse
Click the mouse into the middle of the cell you wish to move to
Your cursor will look like a plus sign
22
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Text & Numbers

Entering text
1. Click on the cell
2. Type the text
3. Press enter
Entering numbers
2. Type the number
3. Press enter
Entering dates
2. Type the date
For example, 26/01/2012
3. Press enter
Entering percentages
2. Type the number followed by the % button on the keyboard
3. Press enter
Correcting your mistakes

Deleting the contents of a cell
1. Click on the cell required
2. Press Delete key
Replacing the contents of a cell

2. Type the new contents
The original contents will disappear
Editing the contents of a cell

Double-click on the cell required
A cursor will appear inside the cell
Or
2. Press F2 on the keyboard
A cursor will appear inside the cell
Or
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The formula bar will show the contents of

the cell
2. Click on the entry line of the

formula bar
Undo and Redo - A licence to make mistakes

Undo allows you to cancel up to the 100 of your previous actions if you have made a mistake. If you
then decide that you didnt mean to cancel those actions, you can redo up to 100 things that you
have undone!
Click here to
redo up to 100
undos
Click here to undo

your last action
Click here to undo
up to 100 actions
Click here to redo

your last undo
Undoing your last action

Click on the Undo button on the Quick Access Toolbar
Or
Press CTRL & Z
Re-doing your last undo

Click on the Redo button on the Quick Access Toolbar
Or
Press CTRL & Y
Undoing up to 100 actions

You cant select just one action to undo
When you undo up to 100 actions, you cannot pick out just one from the list and
undo that alone. For example if you the action you want to undo was 5 actions
ago, you must undo ALL of your last 5 actions.
1. Click on the down arrow next to undo
2. Find the action(s) you want to undo, scrolling down if necessary
3. Click the on the action you wish to undo from
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Redoing up to 100 actions

1. Click on the down arrow next to redo
2. Find the action(s) you want to redo, scrolling down if necessary
3. Click on the last action you wish to redo
Changing the zoom control

What is the zoom control?
This allows you to stand back from your spreadsheet, so that you can see more of it, or zoom in
closer. It does not change the size of the spreadsheet when it is printed.
Changing the zoom control using the zoom slider

The quickest way of changing the zoom of an Excel spreadsheet is to use the Zoom Slider which is
located in the bottom right corner of the screen. You will see an arrow and plus (+) and minus (-)
signs to the left and right of it.
Click on the +
or
buttons
The zoom will increase/decrease in

increments of 10%
Changing the zoom control using the zoom dialog box

Alternatively, you can still use the Zoom dialog box to change the Zoom.
1. Click on the % in the bottom right corner of the screen
In this example the zoom has been set to 100%
Excel 2007
Excel 2010
2. Click on the Magnification you require

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25
3. Click OK
Selecting parts of a spreadsheet
To select, your mouse must look like the big white plus sign
Selecting a range of cells

1. Start from the cell at the top left hand corner of the area you wish to select
2. Make sure that your mouse looks like the big plus sign
3. Click and drag over the cells you require
Selecting columns
Click on the Column letter you require
Or
Click and drag over the column letters to select several columns
Selecting rows
Click on the Row number you require
Or
Click and drag over the row number to select several rows
Selecting the entire spreadsheet
Click on the pale blue square at the top left corner of the spreadsheet
Click here to select the whole

spreadsheet
Selecting the entire spreadsheet using the keyboard

Ctrl & A
Selecting areas which are not next to each other

1. Select the first area you require
2. Hold down the Ctrl key on the keyboard
3. Select the second area you require
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Using the keyboard to select cells

Shift
Select cells to the right
Shift
Select cells to the left
Shift
Select cells above
Shift
Select cells below
Shift, Control
Select from the current cell down to the last entry in the column
Shift, Control
Select from the current cell up to the first entry in the column
Shift, Control
Select from the current cell to the last entry in the row
Shift, Control
Select from the current cell to the first entry in the row
Shift, Control,
End
Select from the current cell across and down to the last typed entry on
the sheet
Shift, Control,
Home
Select from the current cell up and across to cell A1
Drag and drop

To drag and drop ensure your mouse looks like a cross arrow
When you hover the mouse over the border of the cell whose contents you wish to
move your Mouse should look like this cross arrow
Moving a selection
1. Select the cells you wish to move
2. Position your mouse at the border of the selection so that it changes to a cross arrow
(see the diagrams above)
3. Click and drag the selection to its new location
(You will see a fuzzy grey border showing you where you are going)
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Copying a selection
1. Select the cells you wish to copy
2. Hold down Ctrl on the keyboard
3. Position the mouse at the border of the selection so that it changes to a cross arrow
(see the diagrams above)
4. Click and drag the selection to its new location
(You will see a fuzzy grey line and a + sign showing you where you are going )
5. Let go of the Ctrl key and the mouse
Cut Copy and Paste

Copying a selection using the keyboard and the mouse
2. Hold down Control on the keyboard
3. Position the mouse at the border of the selection so that it change to a white arrow
4. Click and drag the selection its new location
5. (You will see a fuzzy grey line showing you where you are going )
6. Release control and the mouse to copy
Moving a selection with cut
1. Select the cells you wish to move
2. Click on the Cut icon
Or
Press Ctrl-X
3. Place your cursor in another location
The selection will have flashing lights

around it, and will be moved to the
windows clipboard
This cell will become the top left hand

corner of the selection
4. Click on the Paste icon
Or
Press CTRL-V
Copying a selection with copy
2. Click on the Copy icon
Or
Press CTRL-C
28
The selection will have flashing

lights around it and will be copied to
the windows clipboard
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3. Place your cursor in another location
This cell will become the top left

hand corner of the copied selection
4. Click on the Paste icon
Or
Press CTRL-V
You can paste many times

Whenever you click Paste, Excel will reproduce whatever was last copied or cut
onto the clipboard, which means that you can paste information in as often as
you require.
The Office Clipboard

In Microsoft Office 2007/2010 you can use the Office Clipboard. This allows you to cut, copy and
paste up to 24 selections of text or pictures. This clipboard allows you to select which item you wish
to paste into your spreadsheet or which items you wish to clear from the clipboard.
Displaying the Office Clipboard Task Pane

Click on the dialog box launcher for the
Clipboard group
Task Pane opens
Inserting an item from the office clipboard

1. Display the Office Clipboard
2. Click on the item you wish to paste
Deleting an item from the office clipboard

1. Display the Office Clipboard
2. Click on the dropdown arrow next to the item you want to delete
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3. Click on Delete
Inserting and deleting columns and rows

Inserting a row
1. Right-click on the row below you require the new one
2. Click on Insert
Or
1. Select the row below where you require the new one
2. Ctrl +
If you select row 5
A new row is inserted above it
Inserting a column
1. Right-click on the column to the right of where you require the new one
2. Click on Insert
Or
1. Select the column to the right of where you require the new one
2. Ctrl +
If you select column B
A new column is inserted to the left
Inserting several new rows or columns

e.g. Inserting six rows
1. Select six rows below where you require the new rows
2. Right-click within the selected cells
3. Click on Insert
Or
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1. Select six new rows below where you require the new rows
2. Ctrl +
Deleting rows and columns

1. Select the rows/columns you wish to delete
2. Right-click
3. Select Delete
Or
1. Select the rows/columns you wish to delete
2. Ctrl -

To resize column widths your mouse must look like this
Hover between the column letters at the top
Making a column or row just big enough

1. Place your mouse to the right of the column letter you wish to re-size
or
Place your mouse below the row number you wish to re-size
2. Double-click
Adjusting a row or column manually
1. Place your mouse to the right of the column you wish to re-size
or
Place your mouse below the row number you wish to re-size
2. Click and drag to the size you require
Autofill
What Is AutoFill?
AutoFill is a great timesaving feature that allows you to copy text, numbers or Formulae in a
spreadsheet.
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Using AutoFill
Make sure your mouse look like a small black plus sign
Before you click and drag, make sure that your mouse looks correct, or you might
get some unexpected results!
1. Create your first formula

2. AutoFill this formula across or down to copy to other columns or rows
Position your mouse here to AutoFill,

make sure it looks like a thin black
cross.
3. Select the option you require from the smart tag options
Special lists
Certain text such as months, days or dates work well with AutoFill. Have a look at the examples
below, which were all created using AutoFill.
In the above examples, all you need to do is type the first in the sequence, then autofill down or
across.
1. Type the first item in the sequence
2. Autofill down or across
Starting off the sequence for autoFill
When using AutoFill for dates, for example, you might want the sequence to go from week to week
rather than day to day. To achieve this, you must start the sequence off for AutoFill.
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1. Type the first item in the sequence

2. Type the second date into an adjoining cell
3. Select both cells
Creating a Custom Series in Excel 2010
2. Click on Options
3. Click Advanced
4. Under General, click Edit Custom Lists button
5. Click in List entries

6. Type each item in the series, pressing enter after each one
7. Click Add
8. Click OK
9. Click OK
Creating a Custom Series in Excel 2007
2. Click on Excel Options
3. Click Popular
4. Under the Top options for working with Excel, click Edit Custom Lists button
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5. Click in List entries

6. Type each item in the series, pressing enter after each one
7. Click Add
8. Click OK
9. Click OK
Using a sequence from a custom series
1. Click into a blank cell
2. Type the first item in the series
Saving your workbook

The first time you save a workbook in Excel you have to specify a name for the file, once you have
done this you can click on the familiar Save icon to update the changes you have made. Saving in
Excel 2007 and 2010 are very similar, the main difference being 2010 doesnt have an Office button.
1. Click on the Office button

2. Rest the mouse on the Save as option This gives you a chance to see all the other options
3. If you know you may have to share your Excel workbook with someone who doesnt have
Office 2007, then it is best to go for the 4th option; Excel 97-2003 Workbook
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4. On the left, navigate to where you want to save the workbook

5. Type a name
6. Click on Save
I want my Excel workbook in a new folder, but I havent created it yet

Thats ok, instead of doing point 4 from above:
1. Click on the New Folder icon

2. Type a name for the folder
3. Press Enter

2. Click on the Save as option
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3. Click on the drop down arrow for Save as type

If you know you may have to share your Excel workbook with someone who doesnt have
Office 2010, then it is best to go for the 4th option; Excel 97-2003 Workbook
4. On the left, navigate to where you want to save the workbook
5. Type a name
6. Click on Save
I want my Excel workbook in a new folder, but I havent created it yet

Thats ok, instead of doing point 4 from above
1. Click on the New Folder icon

2. Type a name for the folder
3. Press Enter
Changing the default folder

Whatever you have chosen as your default folder will be the folder Excel will automatically save your
work to without asking you.
Before you save do the following first
1. Click o the Office Button (2007
Or
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Click on the File tab (2010)

2. Click on the Excel Options button (2007)
or
Click on the Options button (2010)
3. Click on Save on the left side
4. Click on the Default file location box
5. Type in the drive and folder you wish to save to

6. Click OK
Saving your workbook after changes

Press Ctrl+S
Closing and Opening a Workbook

Opening your workbook
1. Click on the Office Button (2007)
Or
2. Click on Open
3. If needed, change the folder Excel is looking at
4. Navigate to the Excel spreadsheet you want to open
5. Double-click the folder to open it
Closing your workbook

Click on the bottom X at the top right of the screen
Creating a new workbook

1. Click on the Office Button (2007)
Or
2. Click on the New button
Blank Workbook will already be selected
3. Click on the Create button

What are the other options?
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New Installed Templates (2007

only)
Shows a range of prepared spreadsheets, such as

Billing Statement and Expense Report
New My Template
Shows any spreadsheets you have saved as templates.

See next page for saving a spreadsheet as a template.
or
New New from existing
This option allows you to create a new spreadsheet

based on an existing spreadsheet.
or
New Sample templates (2010
only)
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This option allows you to create a new spreadsheet

based on a sample spreadsheet.
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Excel 2007/2010 - Basic Formulae
Basic Formulae
Sum (formerly AutoSum)
Using Sum
Sum is a quick and easy way of adding up lists of figures in Excel.
Using the Sum icon

1. Click on the cell where you require the answer
2. Click on the Sum icon
3. Press Enter or click on the tick
Sum has put flashing lines around the wrong figures
Sometimes Sum guesses wrongly. If this happens just click and drag over the
correct cells before pressing Enter.
Blank cells between figures and answers

In previous versions of Excel, you had to leave a blank cell between the last item
you were adding up and the total as if you needed to insert any more figures to the list, then
the answer wouldnt have updated to include the new information. However, in Excel
2007/2010 you dont have to leave a blank cell, though it makes it easier to read if you do.
Making sure Sum adds the correct figures

1. Select the figures you wish to add up, the blank cell, and the cell where you require the
answer
2. Click on the Sum icon
Answer appears in the last cell
Typing the Sum formula

If you prefer, you do not have to use the Sum icon. You can type the formula into the cell instead.
1. Click on the cell where you require the
2. Type =sum(
As soon as you start to type sum, all the functions starting with s start to appear with a
description of what it does
3. Continue typing sum
4. Click on the first cell you wish to add up
The cell reference will appear
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5. Type a colon
6. Click on the blank cell at the end of the list
The cell reference will appear
7. Click Enter
Formulae
What is a formula?
Formula is the term used for a calculation in your spreadsheet. The diagrams below show an
example formula that has been created.
Formula being entered
Formula completed
To work out the surplus (in Cell B15) we need to do a calculation. This is achieved by taking away
the expenditure from the income (salary). You can see this in the diagram on the left. On the righthand side you can see what happens once the formula has been completed.
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How is the formula made up?

Formulae always start with the equals sign thats how Excel knows its a formula
Cell references are used instead of numbers
A mathematical symbol is used to denote the type of calculation
E.g. Here is the formula from the example above, which found us the surplus (or money left over).
Starts with the

equals sign
=B3-B12
The cell that

contains the
income
The cell that

contains total
expenditure
The subtraction sign
Creating a formula
1. Click on the cell where you require
the answer
2. Type the = sign
3. Click on the first cell involved in your
calculation
Flashing lines will appear around

the cell
The cell reference will be inserted
into the formula
4. Type the maths symbol you are

using (see below)
5. Click on the next cell involved in
your calculation
Flashing lines will appear around

the cell
The cell reference will be inserted
into the formula
6. Repeat steps 4 & 5 (if you need to

add more to your formula)
7. Press Enter
Once the formula is confirmed the answer will appear in the cell and the formula will appear on the
Formula bar.
Always use cell references in formula - and never numbers

Although Formulae will still work if you use numbers instead of cell references, it
is never advisable to use numbers. Using cell references means that if the number
contained in the cell should change, the formula will update to show the correct
answer, so your spreadsheet is always correct.
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The formula isnt working!

If your formula isnt working, go to the cell which contains the formula and look at
the formula on the Formula bar. Check that what is written there is correct.
Mathematical symbols
Press +
To perform an addition
Press
To perform a subtraction
Press
To perform a multiplication
Press /
To perform a division
Use the number keypad

The easiest way of typing the mathematical symbols is to use the keys around the
number keypad on the right hand side of the keyboard.
Precedence of calculation
Calculations are not simply done from left to right. Below is the order in which all calculations are
performed.
Priority
Symbol
Explanation
()
Anything in brackets is done before anything outside

the brackets is ever considered.
Raises a number in order of magnitude: raises it to the

power of something else, e.g. 32
*/
+-
Multiply and divide are on the same level. Whichever is the furthest left in the
formula is done first.
Plus and minus are on the same level. Whichever is

furthest left in the formula is therefore done first.
The acronym for this is BODMAS
Brackets Order Divide Multiply Add Subtract
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Spreadsheet Design Principles

Never put a number in a formula
Always use cell references in Formulae and never numbers. If you use numbers:
If the number should change, your formula will not update to give the correct answer
You will have to change every formula that uses the number, rather than just changing the
contents of one cell
It will be difficult to find all the Formulae that relate to this number
Other people using your spreadsheet may not know what the number refers to
If you come back to the spreadsheet a long time after you created it, you may not know what the
number refers to
Calculate from the left and down

Clean and well-designed spreadsheets calculate downwards and to the right. This makes them easy
to follow and avoids circular references.
Avoid circular references

Circular references occur when a formula loops back on itself. At its most simple, a circular
reference can occur when a cell containing a formula is using itself somewhere in a calculation.
Check your spreadsheet by hand

Mistakes can easily arise through:
Figures being entered incorrectly

Formulae being typed in incorrectly
New information being typed in that does not get included in existing formulas
Building on the Basics

Copying formulae using Autofil
You can copy formula using AutoFill and they will automatically adjust to make sense.
1. Create your first formula
2. AutoFill this formula across or down
(to copy it to cells)
Position your mouse here to

AutoFill, Make sure it looks
like a thin black cross.
The formula will not stay the same, but will adjust to make sense. See the diagram over the
page:
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When the original formula in B10

was AutoFilled across, the
column letters adjusted to make
sense.
When the original formula in I4 was

AutoFilled downwards, the row numbers
adjusted to make sense.
What are Absolute Cell References?

Using AutoFill to copy formulas is a great way to save time, but the cell references in the original
formula do not always need to be adjusted. There are some situations where a cell reference needs
to remain constant.
For example:
Look at the spreadsheet shown below - everyones salary is due to increase by 10%. The first
formula, to find Shing Chens new salary has been created. His current salary (in Cell B4) has been
multiplied by the value in Cell B1, 10%.
The quickest way to work out everyone elses increase is to copy Shing Chens formula. However, if
the formula is copied using AutoFill as it is, the row numbers will be incremented, including the cell
reference for the 10% increase, and well end up with some funny answers.....
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Excel 2007 is notifying you there is an error in the

formula. A smart tag has appeared to help you solve it.
Here, AutoFill has caused the row numbers to be adjusted. But the formula we need requires Cell
B1 to remain constant even when AutoFill is used.
Excel must absolutely always look at this cell. In other words, we need to make it an absolute cell
reference.
Creating and using Absolute Cell References

Creating absolute cell references from scratch
1. Select the cell where you require the first formula
2. Enter the formula as normal (see page 41)
3. Press F4 after the cell reference you wish to be absolute
E.g.
F4
(Dollar signs will appear around the cell reference)
4. Press Enter
Or
Click on the green tick on the Formula bar
5. AutoFill the formula
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Changing an existing formula that needs absolute cell references

1. Click on the cell containing the formula you wish to change
2. Double-click on the cell
Or
Click next to the formula on the Formula bar
3. Move the cursor so that it sits next to the cell reference you wish to make
absolute
4. Press F4
Dollar signs will appear around the cell reference
5. Press Enter
Or
Click on the green tick on the Formula bar
Not sure if it needs to be absolute?

Create the formula without the dollar signs. If it doesnt work when you AutoFill,
think about why. Go back and edit your original formula then try AutoFill again.
Printing
Printing the entire spreadsheet using the keyboard
1. Click Ctrl + P
2. Press Enter
Setting Print Options (2007)
2. Select Print
3. Choose Print
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Print dialog box appears
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Decide which page(s)

you want to print or
specify the range
Type how many copies

you want
Select what you want
to print
If your spreadsheet
consists of many
sheets, it is a good
idea to choose Collate
4. Once you have picked your options, click OK

Setting Print Options (2010)
2. Select Print
Type how many

copies you want
Select what you
want to print
Decide which
page(s) you want
to print or specify
the range
Print Preview of
your spreadsheet
If your
spreadsheet
consists of many
sheets, it is a
good idea to
choose Collate
3. Once you have picked your options, click Print
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Setting the print area

If you often print the same section of your worksheet, you can set it as the Print Area. This means
that when you click on print Excel will only print out this area.
1. Select the area you want to print
2. Click on the Page Layout tab
3. Click on the Print Area button
4. Choose Set Print Area
A dashed line appears around the are
What if I dont want to print only the print area

Thats fine, in the Printing dialog box, tick the Ignore print areas box,
.
Clearing the print area
2. Click on the Print Area button
3. Choose Clear Print Area

Seeing and changing the page breaks
This works exactly the same as in previous versions of Excel.
1. Click on the View tab
2. Click on Page Break Preview
The page breaks are shown in blue

A dialog box may appear
3. Click OK
4. To move a page break, click and drag the
blue line
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Using Print Preview (2007 only)

2. Select Print
3. Choose Print Preview
4. Use the Print Preview tab to move to different pages and view the
margins
5. When you have finished, click Close Print Preview
Functions
Inserting basic functions
There are certain useful calculations that become long winded if you try and create them with
straightforward formulae e.g. calculations such as finding the Average of a group of numbers.
The Sum icon
and easy.
and Insert Function icon
in Excel are there to make such calculations quick
Using sum to find the sum, count numbers, average, minimum or maximum number in a
range
2. Click on the Sum dropdown button
3. Select the function you require
4. Press enter
Using the Insert function icon to insert functions

2. Click on the Insert Function icon on the Formula Bar
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3. Search for a function and press the Go button

4. Click OK
5. Click on this icon
to make the box smaller (so that you can highlight
the appropriate cells)
6. Click on this icon again
to make the box bigger
7. Check that Excel has the correct cell references

8. If the figures are incorrect, highlight the correct figures on the spreadsheets
9. Click OK
Typing in formulae to find the average, minimum and maximum

2. Type the = sign
3. Type Average, Min or Max
4. Type in an open bracket
5. Type in the first cell reference you require (or click on the cell)
6. Type a colon
7. Type in the blank cell reference at the end of the list (or you can
click on the cell)
8. Press enter
9. E.g.
=Average(A1:A6)
=Max(A1:A6)
=Min(A1:A6)
Using Percentages
Entering Percentages
To enter a percentage just type the value then the % sign
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Finding the Percentage of a number

e.g. What is the VAT on a 100
2. Type the = sign
3. Click on the cell containing the percentage, e.g. 20% for VAT
4. Type the asterisk to signify multiplication
5. Click on the cell containing the number you wish to find a percentage of, e.g. 100
6. Press Enter
Finding one number as a percentage of the other

e.g. Finding out what percentage of your salary your rent takes up
Entering the formula
Completed formula

2. Click on the rent figure - This cell should be the figure you are trying to display as a
percentage
(B4 in the example above)
3. Press the forward slash to indicate division
4. Click on the salary figure - This cell should be the figure you are trying to find the
percentage of
(B1 in the example above)
5. Press Enter
6. Select the cell where you have the answer (C4 in the above example)
The answer will be displayed as a decimal
7. Click on the Percentage icon
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Test your formulas with simple numbers

If you are not sure that you formulas are working, test them out with simple
numbers first of all. You can replace these numbers later.
Converting a number to a percentage

1. Click on the cell you wish to change
2. Click on the Percentage icon
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Excel 2007/2010 - Making a spreadsheet look good
Making a spreadsheet look good

Borders and shading
Often you may want to make a spreadsheet look less plain by drawing a line under or around cells;
or by adding colour/shading to text or a cell.
Adding borders
1. Select the cells you wish to add a border to
2. Click on the border button on the on the Home tab within the Font group
3. Select the border you want
Adding shading
1. Select the cell(s) you wish to format
2. Click on the drop down for the Fill Colour icon
3. Choose a colour
New colour will be applied to the cell
Clearing shading
1. Select the cell(s) you wish to remove the shading
2. Click on the drop down for the Fill Colour icon
3. Choose No Fill
Changing the colour of text

1. Click into the cell
2. Click on the down arrow next to the Font colour icon
Removing the colour from text

1. Click into the cell you wish to clear the colour from
2. Click on the down arrow next to Font colour icon
3. Select Automatic
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Basic formatting
Bold, italic and underline
1. Select the cells you wish to format

2. Click on the icon you require
Changing the font

2. Click on the down arrow next to the font box
3. Select the font you require
Changing the font size

2. Click on the down arrow next to the font size box
3. Select the font size you require
More detailed font changes

1. Select the cells you wish to
format
2. Click on the Dialog box launcher
arrow on the font group
These can be found on some groups on

the ribbon
3. Make the changes you require

4. Click OK
Using cell styles

For speed, you can format your cells by using a cell style. A cell style is a set of formatting
characteristics, such as, font type, font size, cell borders and cell shading.
Applying a cell style

1. Select the cells
2. Within the Styles group, click on Cell Styles
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3. Move the cursor over the different styles

You will see what the cells look like
4. Click on the style you want to be applied to the cells
Clearing all formatting from cells

1. Select the cells you wish to clear all formatting from
2. Within the Styles group, click on Cell Styles
3. Click on Normal
Conditional Formatting
What is Conditional Formatting?
Conditional Formatting makes Excel automatically change the format of a particular cell based on its
value.
Using Conditional Formatting to create graphics

Using Data Bars:
1. Click on the Home tab
2. Select the range of cells
3. Within the Styles group, click on Conditional Formatting
4. Select Data Bars
5. Select the colour you require
Excel will turn your data table into a mini bar chart
Using Icon Sets:

2. Select the range of cells
3. Within the Styles group, click on Conditional Formatting
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4. Select Icon Sets
5. Select the style you prefer

The icons will be applied to each cell, depending on their value, e.g. the highest values
displaying the first icon
Clearing Conditional Formatting

1. Click on the Conditional Formatting button
2. Select Clear Rules
3. Select either from Entire Sheet (to remove all conditional formatting), or from Selected
Cells
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Using Conditional Formatting to find the Top 10%

1. Select the cells you wish to apply conditional formatting to
2. Click on the Conditional Formatting button
3. Select Top/Bottom Rules

4. Select Top 10%
5. (Optional) Type a different value

6. (Optional) Change the colour of the cells
7. Click OK
The cells that are in the top 10% appears in a different colour
Alignment
Alignment signifies whereabouts your text/numbers will line up in a cell.
Examples of alignment in cells
Using the alignment icons
Top align
Middle align
Bottom align
Left align
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Right align
Centre align
57

2. Click on the icon you need(see above)
Orientation of text/numbers in a cell

2. Click on the Orientation button
By choosing one of these options, the

cell automatically becomes larger, for
example,
Using wrap text

For this to work, there must be enough text in the cell so you cant see all of it.
For example,
2. Click on the Wrap text icon
The text will by default align to the bottom of the cell
Using merge & centre

Merge and Centre is a useful feature if you want to add a title to a table in Excel. If you type the title
in cell A1, the title will appear to the left of the table, however, if you use the Merge & Centre feature,
the title will appear in the centre of the table.
1. Click on the cells you want to
merge
Select cells spanning the width of the

table
2. Click on the Merge & Centre icon
Using conditional formatting to highlight duplicate cells

1. Select the cells
2. Click on Conditional Formatting
3. Click on Highlight Cell Rules

4. Select Duplicate Values
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5. Click on the down arrow

6. Select a different colour if you wish
7. Click OK
8. Click away from the cells to see the duplicate cells in a different
colour
Changing the number formats

What are the number formats?
Number formats allow you to change the appearance of your figures. For example, if your figures
represent money, you can format them to appear with the pound sign and two decimal places.
Make numbers look

like currency
Make numbers appear

as percentages
Decrease the number

of decimal places
Insert commas
around the
thousands
Increase the number

of decimal places
More currencies to choose from

in this version of Excel, there is a drop down arrow by the Currency icon, where
you can pick US dollars ($) or Euro ().
Even more number formats to choose from

Click on the cells you wish to format,
Click on the Number Format drop down arrow within the Number group
Applying number formats

1. Click on the cells you wish to format
2. Click on the Number format icon you require
Getting rid of number formats

1. Click on the cells you wish to clear the number formats from
2. Click on the Number Format drop down
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3. Select the first option, General No specific format
Displaying negative numbers in red

1. Select the cells to change
2. Click on the Dialog box launcher arrow for Number
3. Click on the Number tab
4. Click on Number from the category list

5. Decide how you want the negative numbers to be displayed
6. Click OK
Displaying negative numbers in brackets

1. Select the cells to change
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4. Click on Custom from the category list

5. Type in a code underneath the Type box (see below)
Type your code

into this box
What format do you want
The code you need to type
Negative numbers with brackets
#,##0;(-#,##0)
Negative numbers in red and with

brackets
#,##0;[Red](-#,##0)
Negative numbers in currency and with

brackets
#,##0.00;(-#,##0.00)
Negative numbers in currency, in red,

and with brackets
#,##0.00;[Red](-#,##0.00)
6. Click OK
Changing the date format

You must always type in the date with forward slashes around, but it does not have to look like this
forever!
1. Select the cells you wish to change
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4. Click on Date from the category list

5. Choose the date type you require from the list on the right
6. Click OK

Make sure your mouse looks like this to re-size columns
Hover your mouse between the two letters at the top
Making a column or row just big enough

Place your mouse to the right of the column letter you wish to re-size
Or
1. Place your mouse below the row number you wish to re-size
2. Double-click
Adjusting a row or column manually

Place your mouse to the right of the column letter you wish to re-size
Or
1. Place your mouse below the row number you wish to re-size
2. Click and drag to the size you require
Re-sizing several columns at once

1. Select the columns or rows you wish to re-size
2. Place your mouse at the right-hand edge of the selected columns
Or
1. Place your mouse underneath the selected rows
2. Click and drag
Re-sizing all the columns and rows

1. Select the whole of the spreadsheet (see page26)
2. Re-size column A to the desired size
Or
1. Re-size row 1 to the desired size
2. Click in the middle of the spreadsheet to deselect
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Adding borders
Adding borders using font group
1. Select the cells you wish to apply a border to
2. Click on the down arrow next to the Borders icon
3. Select a border style
Adding borders using the format cells dialog box

1. Select the cells you wish to apply
a border to
2. Click on the Dialog box launcher
for the Font group
3. Click on the Border tab
2.Click on the
line style you
require
1. Click on the
border icon you
require
3.Click here to
change the
colour
4. Click OK
Clearing borders
1. Select the cells you wish to clear borders from
2. Click on the down arrow next to the Borders icon
3. Choose No Border
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Adding shading
Adding shading using the font group
1. Select the cells you wish to apply shading to
2. Click on the down arrow next to the Fill icon
3. Select a Fill colour
Its not the right colour

Whilst your cells are still selected, they will look a completely different colour to
the one you chose. If you click somewhere else on the spreadsheet to de-select
them they will be fine
Adding shading using the format cells dialog box

1. Select the cells you wish to apply a fill to
2. Click on the Dialog box launcher for the Font group
3. Click on the Fill tab

4. Click OK
Clearing shading
1. Select the cells you wish to clear the fill colour from
2. Click on the down arrow next to the Fill icon
3. Choose No Fill
Changing the colour of text

1. Select the cells you require
2. Click on the down arrow next to the Font colour icon
3. Select a Font colour
Format Painter
Format painter allows you to quickly copy formatting from one cell to another.
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Using Format Painter once

1. Select the cell(s) that are already formatted
2. Click on the Format Painter icon
Flashing lines will appear around the

cell
A paintbrush appears next to your
mouse
3. Select the cell(s) you wish to copy formatting

to
Using Format Painter more than once

1. Select the cells(s) that are already formatted
2. Double-click on the Format Painter icon
Flashing lines will appear around the

cell
A paintbrush appears next to your
mouse
3. Select the cells you wish to copy formatting

to
4. Click on the Format Painter icon again when
you have finished
Print preview (Office 2007 only)

Getting to Print Preview
2. Select Print Preview
Zooming in or out on your Print Preview

1. Hover the mouse over the print preview
It will look like a magnifying glass
2. Click the mouse
You will be zoomed in or out
Moving between the pages

1. In the bottom left corner of the screen you can see which page you are
previewing
2. Click on Next Page or Previous Page
Or
Use the scroll-bar on the right hand side of the screen
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Changing the Margins (Office 2007)

The margins will appear as dotted lines
1. Click on the Show margins tickbox
Header margin
Top margin of your spreadsheet
Bottom margin of your spreadsheet

Footer margin
2. Position your mouse over a dotted line so that it changes to a cross arrow
3. Click and drag to increase or decrease the margin
Changing the Margins (Office 2010)

Header margin
Top margin of your spreadsheet
Bottom margin of your spreadsheet

Footer margin
2. Choose Print
3. Click on Page Setup
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Page Setup dialog box appears
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4. Click on the Margins tab
5.
6. Change the margins by either typing in the numbers or using the up and down arrows
7.
8. Click OK
9.
An easier way to change your margins

Click on the Page Layout tab, Choose margins, Select one of the standard options
Closing print preview

Click on the Close Print Preview button
Changing the page setup

Within the Print preview screen, click on the Page Setup icon
2007
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2010
67
Page Layout View

Page Layout View is useful to use before you print a worksheet that contains large amounts of data
or charts. It is possible to fine-tune it in this new view. You can change the layout and format of data
the way that you can in Normal view. You can also use the rulers to measure the width and height of
the data, change the page orientation, add or change page headers and footers, set margins for
printing, and hide or display row and column headers.
1. Click on the Page Layout icon in the bottom right corner

or
Click on the View tab
Within the Workbook views group, click on the Page layout icon
2. Change the spreadsheet as required
3. When you have made your changes, click on the Normal view icon
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What are those dotted lines in my spreadsheet?

They are the page breaks in the spreadsheet. You cant remove them.
The page breaks act as a guide for you, so you know when your data will go over
the page.
Page break preview

Page Break Preview
Once you have viewed your spreadsheet in Print preview and returned to Normal
view, you will be able to see where the page breaks are. Alternatively, you can
simply click on the Page Break Preview icon,
the bottom right corner.
, found next to the Zoom slider in
Changing page breaks

1. Ensure you are in Page Break view
2. Click and drag over the blue lines to adjust the position of the page breaks if needed
Closing page break preview

Click on the Normal view icon
Changing the Page Setup

Bringing up the page setup dialog box (2007)
2. Click on the Dialog box Launcher
for Page Setup
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Page Setup dialog box opens
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Changing the margins

1. Bring up the Page setup dialog box

3. Type in the margins you require
Or
Use the up and down arrows next to the margin sizes
Centring the spreadsheet

3. Click on the two tickboxes for Centre on page
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Changing the orientation

2. Click on the Page tab
3. Decide if you want the spreadsheet to be in landscape or Portrait
Scaling the size of the spreadsheet

If your spreadsheet is too big to fit on the page, or if is too small to read, you can scale it up or down
in size.
3. Increase or decrease the percentage next to adjust to....
4. Click OK
Printing the gridlines

2. Click on the Sheet tab
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3. Click next to Gridlines so that it is ticked

4. Click OK
Changing the page order

2. Click on the Sheet tab
3. Choose the option you require below Page order
Headers and Footers

You can add extra text to the headers and footers in spreadsheets. The type of information you can
add can include page numbers, current date, file path and sheet name. You can type on the left,
right and centre of a header or footer.
Using the standard headers and footers

Excel contains standard headers and footers that are easy to apply.
1. Ensure you are in headers or footers
2. Click on either the Header or Footer icon
72
If an option contains commas, for example,

Page 1, Book 2, it means Page 1 will appear
in the left header and Book 2 will appear in
the centre header
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If your name is not the one listed in the headers and footers
Click on the Office button, Click on Excel options, In Personalise your copy of
Microsoft Office, type your name (or whatever you want to appear instead of your
name)
Your name will only appear in spreadsheets which have been created after you
have done this.
Inserting text in headers and footers using the insert tab

1. Click on the Insert tab
2. Click on the Header & Footer icon
Header area appears at the top of

the spreadsheet
3. Type the text you want to appear in the Header

4. Scroll down to the Footer
5. Type the text you want to appear in the Footer
Adding & to headers and footers

If you need to type an ampersand (&) in the Header or Footer, use two &&. For
example to see Happy Computers & Elearning in a header, type Happy
Computers && Elearning.
Inserting other elements into a header or footer

What else can you add to a header or footer?
1. Ensure you are in headers or

footers
2. Decide which part of the header or
footer you want to be in
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You can click on the left or right
73
3. Click on one of the icons from the

Header & Footer Elements
For example, we will add the Page

number to the left header
We will also add the File Path to the

right header
4. Click into the main part of the

spreadsheet (away from the
Headers and Footers) to see the
text
Page
Number
Typed text
File Path
Tidying up text in headers and footers

My text is running into each other!
Treat the text in headers and footers just as you would treat text in a spreadsheet.
Click into the header or footer and change the size of the text from the Home tab.
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Excel 2007/2010 - Charts
Charts
Charts
Creating charts with the keyboard
1. Select the cells you wish to chart
Include labels and figures (see below), but do

not select whole rows or columns
Labels
Figures
2. Press F11 in the keyboard
Setting a chart type as a default

You may not want the default chart to be the standard Column bar chart. If you
prefer to use a different chart type, then you can set that chart type as your
default.
1. Select the cells you wish to chart (see below)
2. Click on the dialog box launcher for Charts
3. Click on the button,
Now when you create a chart using F11, the default chart type will appear.
Adding a chart using the Insert tab

1. Select the cells you wish to chart
Include labels and figures (see below), but do not

select whole rows or columns
2. Click on the Insert tab

3. Click on the Chart type you want
4. Chart appears
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Adding a chart title

1. Double-click the chart
Chart tools appear at the top of the ribbon
2. Click on the Layout tab

3. Click on the Chart title icon
4. Click on which option you want
Chart title text box appears
5. Start typing
As you type you will notice the text appears in the

Formula bar
6. Press Enter
Text appears as the title
Moving the Chart title text box

1. Click on the text box
2. With the cursor as a 4-headed arrow, click and drag the text box to a new position
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Adding axis titles

1. Click on the Axis title icon
2. Decide if you want the horizontal or vertical axis

3. Select Title below axis
4. Start typing
As you type you will notice the text

appears in the Formula bar
5. Press Enter
Text appears as the title
Showing the legend (key)

Click on the Legend icon
Decide which option you want
Adding data labels

This feature adds a text box with the actual figure for each of the bars in your chart.
For example, the chart could look like this if you wanted to view the figures.
1. Click on the Data labels icon

2. Click on which option you want
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For option in the example above is

Outside end
77
Moving, re-sizing and deleting charts

Moving the chart
1. Click on the chart to select it
2. Position the cursor in the centre of the chart
Cursor should look like a 4-headed arrow
3. Click and drag to a new position
Re-sizing the chart

Your mouse must look like a double headed arrow to re-size
2. Hover the mouse over any corner
3. Click and drag to make the chart larger or smaller
Deleting the chart

2. Press Delete on the keyboard
Selecting parts of a chart

What are the parts of a chart?
Horizontal
(Category) Axis
The x axis
Vertical (Value)
Axis
The y axis
Legend
The key next to the chart that shows you what the colours represent. This may
not be present
Plot area
The area taken up by the chart alone
Gridlines
The lines in the background of the chart that mark the divisions
There may be several gridlines on your chart, or you may have none!
Series
Series will represent the bars in a bar chart, or the pieces of pie in a pie chart.
There will usually be more than one series.
Data Labels
Any labels next to the bars or pieces of pie of a chart that signify the actual value
or percentage represented. These may not be present.
Data Table
Shows the figures being charted underneath the chart. This may not be present.
Titles
Titles for the chart or axes. May not be present
Chart Area
Absolutely the whole thing!
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Title
Gridlines
Chart area
Data label
Plot area
Legend
Horizontal
(Category)
Axis
Vertical
(Value) Axis
Series
Selecting different parts of the chart with the mouse
Click on the part of the chart you require to select it
Selecting different parts of the chart using the Layout tab

You may prefer to select parts of the chart using the Layout tab.
2. Click on the Layout tab
3. Within the Current Selection group, click on the down arrow next to Chart title
4. Select what you want to change
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Changing parts of the chart using the Layout tab

This is a contextual tab; it will only appear if you select the chart.
Adding a Trendline
2. Click on the Trendline icon
3. Select a Trendline
4. Decide which series the Trendline is going to be based on
5. Click OK
Formatting the chart using the Design tab

Changing the chart type
2. Click on the Design tab
3. With the Type group, click on the Change Chart Type icon
4. Select a chart
5. Click OK
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Changing the colour of the bars

3. Click on the down arrow for Chart Style
4. Select a style
Switching row/column data

2. Click on the Switch row/column icon
Changing the chart layout

2. Click on the down arrow for Chart Layouts
3. Select a layout style
Changing the font of text

1. Click on a title, data label, axis or the legend (see p79) to select it
2. Change the font using the Font box on the Home tab
Changing the text using WordArt styles

1. Click on a title, data label, axis or the legend (see p79) to select it
2. Click on the down arrow for WordArt styles
3. Select your style
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Adding more information to the chart

You may find after creating a chart, you need to add more data to it. You dont need to recreate
another chart; all you have to do is add the new data series to the existing chart.
In this example, our new data we need to add to the chart is the Happy ITQ row.
1. Select the chart
3. Within the Data group, click on the Select
Data icon
Select Data Source dialog box

appears
4. Click on the Add button
Edit Series dialog box appears
5. Select the cell with the Series name
In this example, select the cell

with the text happy ITQ
6. Click into the box for Series values

7. Delete the text
8. Select the cells with the values
82
In this example, select the cells

with the Quarter 1- Quarter 4
figures
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9. Click OK
10. Click OK
The chart will be updated with the

new data
Changing the scale of the axes

You can change the scale on the axes so they start or finish at different numbers so that you can
see your data more clearly.
1. Right-click the axis you wish to change
2. Choose Format Axis
Format Axis dialog box appears
3. Change the options next to minimum and

maximum
4. Click Close
Printing the chart

If your chart is on a separate sheet
1. Click on the sheet to select it
2. Ctrl+P
3. Click OK
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If your chart is an object on a sheet

1. Select the chart area
3. Select Print
4. Select Print
Selected chart is highlighted
5. Click OK
Printing your chart and the figures

Your chart must be inserted as an object on the sheet
1. Click and drag over the data table and the chart
2. Ctrl+P
3. Click OK
Which chart shall I use?

What types of chart are there?
Area chart
Use this when you want to emphasise change over

time. In the example on the right, the contribution
of several states to sales is shown from 1994 to
1996. Washington has increased the most over
time.
Surface
A surface chart is a bit like a topograhic map.

Colours and patterns indicate areas that are in the
same range of values. In this chart temperature
and time are plotted together to show the tensile
strength they produce.
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Bar chart
A bar chart compares values with each other. The

example chart shows expenditure figures over six
months.
Radar Chart
In this chart, each category of information has its

own line radiating out from the centre. In the
example shown there are three brands of vitamin,
each represented by a line. The further the line
reaches out from the centre the more vitamins it
has in it.
Column chart
A column chart is very similar to a bar chart,

except the bars reach vertically instead of
horizontally. The example chart compares
expenditure figures over six months.
Bubble chart
A bubble chart shows three sets of variables,

represented by the two axes and the size of the
bubble. In the example chart market share is
plotted. The axes shows the number of products
and the sales, and the size of the bubble shows
the market share.
Line chart
A line chart is useful for comparing trends. In the

example chart, expenditure figures are shown over
six months.
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85
Scatter graph
A scatter graph is useful for comparing a set of

values with the average or predicted values. In the
example chart, one set of dots show predicted
temperatures, and another set of dots show the
actual temperatures around it. This type of chart is
commonly used for scientific data.
Pie chart
A pie chart can compare one set of figures. In the

example chart, expenditure in January is shown.
Doughnut chart
A doughnut chart is very similar to a pie chart,

except that it can show more than one set of
figures. Each ring of the doughnut represents a set
of figures. In the example chart, one set represents
Gasoline revenues and the other property
revenues.
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Excel 2007/2010 - Appendix
Appendix
Common keyboard shortcuts in Excel
CTRL + N
Create a new workbook
CTRL + O
Open an existing workbook
CTRL + S
Save a workbook
CTRL + P
Print worksheet
CTRL + W
Close workbook
CTRL + A
Select whole worksheet
CTRL + Home
Move to cell A1
CTRL + + (CTRL & plus)
Insert row/column
CTRL + - (CTRL & minus)
Delete row/column
CTRL + ` (CTRL & Fred!)
Show/hide formulas
CTRL + F
Find a word in worksheet
CTRL + B
Make selected text bold
CTRL + I
Make selected text italic
CTRL + U
Make selected text underlined
CTRL + Z
Undo last action
CTRL + Y
Redo last undo
CTRL + X
Cut
CTRL + C
Copy
CTRL + V
Paste
F1
Help
F7
Check spelling
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What do the error messages mean?

When something goes wrong with a formula Excel produces messages that attempt to describe
what the problem is:#DIV/0!
Attempt made to divide by zero check the cells being used in the
formula have numbers in them
#N/A!
Part of your formula is using a cell that does not have information in it,
or the information is not yet available
#NAME?
There is some text in the formula that does not mean anything to Excel.
You may have a range name included in the formula that Excel does not
recognise
#NULL!
Two areas do not intersect. You may have forgotten to include a comma
between two ranges of cells.
#NUM!
You have used text instead of numbers whilst performing a function, or

the formulas result is to big or too small to be shown by Excel
#REF!
One of the cells being used in the formula does not exist. It may have
been deleted after you created the formula
#VALUE!
A cell containing text has been used in the formula
Freeze Panes
Often databases in Excel have headings at the top and/or down the side. This makes it a little bit
frustrating when you scroll across or down and can no longer see what you are talking about.
Freeze Panes solves this problem by sticking columns and rows down on the screen where you can
always see them.
Freezing the top row

1. Click anywhere in the spreadsheet
3. Click on Freeze Panes
4. Click on Freeze Top Row
If you scroll down, you will still see the top row
Unfreezing panes
Follow the steps above but choose unfreeze at the end.
Freezing a row and column

This is useful if you need to freeze the top row and the first column in one go.
1. Click on cell B2
The row above and the column to the left will be frozen

3. Click on Freeze Panes
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If you scroll down and across you will still see the top row
and the first column
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Printing the first row on every page

When you have a large amount of data in your database and you need to print it off then it is much
easier to read if you print the field names at the top of every page.
2. In the Page Setup group, click Print Titles
Dialog box appears
in Rows to repeat at top to make the dialog box smaller
4. Select the top row

to make the dialog box larger
6. Click on Print Preview

7. If you need to make any additional changes like changing the spreadsheet from
Portrait to Landscape, click on the Page Setup button

9. Select Landscape
10. Click OK
11. Click on the Close Print Preview button
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Sorting
When you put your data in the list it appears in the order in which it is entered. Frequently you may
need to see it in a different order. To change the order you must sort the data.
2. Click on the Sort & Filter button
3. Select Sort A to Z
This will sort your data in ascending order
Or
Select Sort Z to A
This will sort your data in descending order
Help, my list is all over the place

When you sort using the icons, be careful to click into the column by which
you wish to sort by clicking on one cell in that column. If you select the
whole column then Excel could sort ONLY the column and leave
everything else where it was!
Multi Level Sorting

Here you can sort by more than one column or row.
3. Select Custom Sort

In this example we will be sorting by Gender (A to Z), then
Bonuses(largest to smallest)
4. Click on the down arrow by Sort by

5. Choose the first column to sort by (Sex)
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6. Click on the Add Level button

7. Click on the down arrow by Then by
8. Choose the next column to sort by (Bonus)
9. Click on the down arrow by Order
10. Choose the order (e.g. Largest to Smallest)
11. Click OK
Sorting by Rows
You may have built your list and organised it so that the Headings are in the first column instead of
across the top row as a Header row. In this case you may want to sort your data by rows.

4. Click on the Options button
5. Select Sort left to right

6. Click OK
7. Continue sorting, this time by rows instead of columns

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Custom Sorts
There are occasions when sorting in Ascending or Descending order is not actually what you
require. You may need to sort into Month or Days of the Week order.

4. Click in the drop down for Order
5. Choose Custom List...
6. Choose the Sort order you require

7. Click OK
8. In the Sort By box choose the column that has the information you wish to put in order
9. Click OK
Auto-Filter
Filtering
A filter is used to select a subset of your list. This means that you can filter your list so that you can
see only the rows that meet your specific criteria.
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Switching on AutoFilter
2. Click on the Data tab
3. Select Filter
4. Click on the arrow by the heading to see what you can filter out
5. Untick Select All

6. Now tick in to the criteria you want to see
7. Click OK
For example, in our table we only want to see the employees who work in the Technology
department.
Before filtering
After filtering
AutoFilter on More than One Field

You can continue to apply filters to narrow down the list you can see. Just click on the dropdown
arrows and choose different criteria. For example, say you wish to find only the males who work in
the Technology department.
1. Click on the drop down arrow next to Sex
2. Click on Select All
3. Click on Male
4. Click OK
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After filtering a filtered list
Displaying all the data again

Click on the Clear button (on the Data tab)
Custom Filters
When to Use Custom Filters
Use a Custom Filter when:
Making comparisons between numbers, e.g. greater than or less than

Specifying parts of text, e.g. starts with S ends with son
Finding dates before or after e.g. before 1999
Using Custom Filters

1. Make sure that AutoFilter is
switched on
2. Click on the dropdown arrow next
to the field heading you wish to
filter
For example Salary
3. Choose Number Filters

4. Select Custom Filter
A dialog box appears
5. Choose the first comparison
For example, is greater than
6. Type a value in the first empty box or use the

drop down arrow
7. Choose the second comparison
For example, is less than
8. Type a value in the second empty box or use

the drop down arrow
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9. Click OK
A filtered list will appear showing

only the employees who fall within
the criteria
Finding Data between Two Numbers or Two Dates

1. Make sure that AutoFilter is switched on
2. Click on the dropdown arrow next to the field heading you wish to filter, for
example, Date of Birth
3. Choose Date Filters
5. Choose is before in the first comparison
6. Type a date value
7. Choose is after in the second comparison
9. Click OK
Wild cards * ?
You can use the ? and the * when you are not sure or if you want to find a group of
things in your list with certain criteria.
Use the ? to replace a single character in the same position. If the value you enter
is T?m you might get Tim or Tom.
Use the * to replace a group of characters in the same position so if you enter
New* you might get New Jersey or New York.
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Finding data that begins with a certain letter

In the following example I need to find all of the employees with surname starting with W.
1. Make sure that AutoFilter is switched on
2. Click on the dropdown arrow next to the field heading you wish to filter, for example,
Surname
3. Choose Text Filters
4. Select Begins with
5. Type a letter
For example, W
6. Click OK
Custom Filters
When to Use Custom Filters
Use a Custom Filter when:
Making comparisons between numbers, e.g. greater than or less than

Specifying parts of text, e.g. starts with S ends with son
Finding dates before or after e.g. before 1999
Using Custom Filters

1. Make sure that AutoFilter is switched
2. Click on the dropdown arrow next to the field heading you wish to filter For example Salary
3. Choose Number Filters
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5. Choose the first comparison For example, is greater than

6. Type a value in the first empty box or use the drop down arrow
7. Choose the second comparison For example, is less than
8. Type a value in the second empty box or use the drop down arrow
9. Click OK
Finding Data between Two Numbers or Two Dates

2. Click on the dropdown arrow next to the field heading you wish to filter, for example, Date
of Birth
3. Choose Date Filters
5. Choose is before in the first comparison
7. Choose is after in the second comparison
9. Click OK
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Finding data that begins with a certain letter

In the following example I need to find all of the employees with surname starting with W.
2. Click on the dropdown arrow next to the field heading you wish to filter, for example,
Surname
3. Choose Text Filters
4. Select Begins with
5. Type a letter
6. Click OK
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Excel 2007/2010 - Index
Index
Absolute cell references, 44
creating, 45
Adding
with AutoSum, 39
AutoFormat, 54
AutoSum, 39, 49
Average, 50
Bold, 54
Borders, 53, 63
Calculations
creating, 41
Changing
Contents of a cell, 23
Charts
Creating, 75
Definition of types, 84
Deleting, 78
Moving, 78
Printing, 83
Re-sizing, 78
Selection, 78
Closing
workbook, 37
Colour
Text, 53, 64
Columns
changing the width, 31, 62
deleting, 31
inserting, 30
Commas, 59
Conditional Formatting, 55
Constants, 44
Copy, 28
Copying
Formats, 65
formulae, 43
with drag and drop, 28
Currency, 59
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Custom Filter, 94, 96

using, 94, 96
Cut, 28
Data
Sorting using the Menus, 90
Database, 17
Dates
Formatting, 61
Decimal points, 59
Deleting
Charts, 78
columns, 31
rows, 31
DIV/O!, 88
Editing
Error Messages, 88
Excel
starting, 15
Starting, 17
F4, 44
Format painter, 64
Formatting
basics, 54
charts, 80
Formulae, 40
copying, 43
Formulas, 17
creating, 41
Freeze Panes, 88
Function
inserting, 49
Gridlines
Printing, 71
Headers and footers, 72
Inserting
columns, 30
99
Excel 2007/2010 - Index

rows, 30
Keyboard
moving around, 22
to select cells, 27
Landscape, 71
Minimum, 50
Mistakes, 24
Mouse
keeps changing shape, 21
Moving
using drag and drop, 27
N/A!, 88
NAME?, 88
New
columns, 30
row, 30
workbook, 37
NULL!, 88
NUM!, 88
Number formats, 59
Office 2007, 12
Contextual Tabs, 12
Dialog Box Launchers, 14
Live Preview, 15
Mini Toolbar, 15
Portrait, 71
Printing
Charts, 83
repeat headers, 89
Redo, 24
REF!, 88
Replacing
Rows
deleting, 31
inserting, 30
Scaling, 71
Selecting
areas not next to each other, 26
with the keyboard, 27
Selection
Charts, 78
Shading, 64
Size
Of Charts, 78
Scaling up or down, 71
text, 54
Smart Tags, 15
Sorting, 90
by rows, 91
Office Button, 13
Custom Sorts, 92
Quick Access Toolbar, 14
using the menu, 90
Ribbon, 12
Super Tooltips, 14
Zoom Slider, 15
Office Clipboard, 29
displaying, 29
Opening
workbook, 37
Orientation
Page, 71
Page Numbering, 72
Page order, 72
Page setup, 69
Paste, 28
Percentages, 50
100
Spreadsheet
selecting, 26
Spreadsheet Design, 43
Starting
workbook, 37
Text
copying, 28
moving, 28
Undo, 24
VALUE!, 88
Width
of columns, 31, 62
Zoom Control, 25
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About this manual

Who is it for and how to use it

What Do the Icons Mean?

Whats New in Office 2007/2010?

Smart Tags How can they help?

Getting started in Excel

Getting familiar with the Excel 2007/2010 screen

Starting and closing Excel

Excel 2007 screen

Excel 2010 screen

The Mouse Keeps Changing Shape

Moving around Excel

Text & Numbers

Correcting your mistakes

Undo and Redo - A licence to make mistakes

Changing the zoom control

Selecting parts of a spreadsheet

Drag and drop

Cut Copy and Paste

The Office Clipboard

Inserting and deleting columns and rows

Changing the column widths

Saving your workbook

Saving a Workbook for the first time (2007)

Excel 2007/2010 - Happy Computers telephone help-line

Closing and Opening a Workbook

Sum (formerly AutoSum)

Spreadsheet Design Principles

Building on the Basics

What are Absolute Cell References?

Creating and using Absolute Cell References

Making a spreadsheet look good

Borders and shading

Using cell styles

Changing the number formats

Changing the date format

Changing the column widths

Print preview (Office 2007 only)

Changing the Page Setup

Headers and Footers

Excel 2007/2010 - Happy Computers telephone help-line

Selecting parts of a chart

Formatting the chart using the Design tab

Printing the chart

Which chart shall I use?

What do the error messages mean?

Printing the first row on every page

Excel 2007/2010 - Happy Computers telephone help-line

Happy Computers telephone help-line

020 7375 7373

The help-line hours are 9.30am - 5.00pm

Access, VBA and web courses

90% solved within one hour

We want you to ring

Excel 2007/2010 - The Happy Computers website

The Happy Computers website

Why should I visit it?

Who runs it?

What is all that stuff above about?

Excel 2007/2010 - Happy eLearning