Module 1 Excel Workbook Window blends in with the Application
Window.
Intended Learning Outcomes
(ILO's)
At the end of the lesson the students are expected to be
able to:
1. Identify the Microsoft Excel interface
2. Modify ribbon and quick access toolbar
3. Create new workbook and open existing one.
4. Apply how to select cells, insert content, and delete
cells and cell content.
5. Demonstrate how to cut, copy, and paste cells; drag
and drop cells; and fill cells using the fill handle.
6. Demonstrate how to change row height and column
width, insert and delete rows and columns, wrap text in a
cell, and merge cells.
1.1. Introduction
Introduction
In this module, learn how to create formulas and charts, use
functions, format cells, and do more with your spreadsheets.
1.2. Getting Started with Excel
     Excel is a spreadsheet program that allows you to store,
organize, and analyze information. In this lesson, you will learn
your way around the Excel 2010 environment, including the
new Backstage view, which replaces the Microsoft Office
button menu from Excel 2007.
     We will show you how to use and modify the Ribbon and
the Quick Access toolbar, as well as how to create new
workbooks and open existing ones. After this lesson, you will
be ready to get started on your first workbook.
1.2.1. Getting to know excel
Getting to know excel
The Excel 2010 interface is similar to Excel 2007. There have
been some changes we'll review later in this lesson, but if
you're new to Excel first take some time to learn how to
navigate an Excel workbook.
After starting Excel, you will see two windows - one within the
other. The outer window is the Application Window and the
inner window is the Workbook Window. When maximized, the
The excel interface
Title Bar – contains the name of the workbook. The default is
Book1 (and then Book2, etc.). This is replaced by the filename
once the Excel workbook is saved.
Worksheet Tabs – a list of all the worksheets in the workbook.
By default, these are labeled Sheet1, Sheet2, etc. You can
navigate to any worksheet in the workbook by clicking on that
worksheet tab. You can also use the four small
arrows   to the left of the worksheet tabs for
navigation purposes. The first arrow is used to go to the first
worksheet, the second to go to the previous worksheet, the
third to go to the next worksheet and the fourth to go to the last
worksheet. You can change the name of any of the worksheets
by doubling clicking on its tab and then entering a new name.
You can add a new worksheet by clicking on the rightmost
worksheet tab icon  . You can also change the order of the
worksheets in the list by left-clicking on a worksheet tab and
dragging it to a new location in the list. You can access other
capabilities by right-clicking on any of the worksheet tabs or
the worksheet tab arrows.
Ribbon Tabs – the top-level menu items. In the example above
this consists of Home, Insert, Page Layout, Formulas, etc. The
actual choices can change depending on the state that you are
in. To access most capabilities in Excel you click on one of
these ribbon tabs. For each tab, a different ribbon will be
displayed. In Figure 1 the Home ribbon is displayed. This tab
provides access to the most common Excel capabilities.
Ribbon – a collection of Excel capabilities organized
into groups corresponding to some ribbon tab. For example,
the Home ribbon displayed in Figure 1  is organized into
the Clipboard, Font, Alignment, Number, etc. groups. Each
group consists of one or more icons corresponding to some
capabilities in Excel. For example, to center the content of a
cell in a worksheet, click on that cell and then click on the
center icon   in the Alignment group on the Home ribbon. We
use the following abbreviation for this sequence of
steps: Home > Alignment|Center.
In a similar manner, you can merge two neighboring cells by
highlighting the two cells and selecting Home > Alignment|
Merge & Center; the two cells are combined and any content
placed in the merged cell will be centered. Also, cells, rows,
columns and worksheets can be inserted, deleted and
formatted using Home > Cells.
There are also shortcuts for some icons. E.g., to center the
contents of a cell, you can click on that cell and then enter Ctrl-
E.
To get some idea of the purpose of an icon, place the mouse
pointer over that icon (without clicking) and a tooltip will appear
to provide some information about the icon.
Some of the groups on a ribbon are accompanied by a small
arrow (to the right of the name of the group). When you click
on this arrow you will be presented with a dialog box that
provides you with various options to choose from. E.g. clicking
on the arrow for the Font group on the Home ribbon brings up
a dialog box with tabs labeled Number, Alignment, Font,
Border, etc. Each tab in the dialog box presents you with a
different set of options for formatting the range of cells that are
currently highlighted in the worksheet. For example, to specify
that you want numbers in the highlighted cells to be displayed
with 3 decimal places, you select the Number tab and then
the Number option and finally fill in 3 in the box specifying the
number of decimal places.
Some icons within a group are also accompanied by a small
downward arrow. When you click on this arrow you will be
presented with a vertical list of options. E.g. clicking on
the Insert icon in the Cells group in the Home ribbon brings up
the choices Insert Cells…, Insert Sheet Rows, Insert Sheet
Columns, Insert Sheet.
Some groups also contain scrollable drop-down lists
accompanied by a downward arrow. E.g. clicking on the arrow
to the right of the Font drop-down list in the Font group on
the Home ribbon, presents a scrollable list of available fonts
(Arial, Time New Roman, etc.) to choose from.
Office Button – the icon in the upper left side of the Excel 2007
interface that allows you to open, save and print workbooks.
When you click on this icon you will be presented with a menu
of options. In addition to opening, saving and printing
workbooks, there is a button called Excel Options. Clicking on
this button displays a dialog box that offers you the ability to
change various configuration parameters.  It also contains
the Add-In option that we will describe later.
Excel 2010 and Excel 2013 do not use the Office Button.
Instead, they provide the same functionality using the File tab.
The File tab is the first ribbon tab in versions of Excel starting
with Excel 2010 and is located to the left of the Home tab.
Quick Access Toolbar – contains frequently used icons and is
located in the upper left-hand corner of the display (just to the
right of the Office Button in Excel 2007 and above
the File and Home tabs in versions of Excel starting with Excel
2010). Initially, the toolbar contains the Save,
Repeat and Undo icons. You can add or delete icons from this
toolbar by clicking on the small downward arrow at the right
end of the toolbar to display a customization dialog box.
Active Cell – displays the currently referenced cell. This is the
cell which you last clicked on with the mouse or moved to. This
cell is highlighted on the display.
Name Box – contains the address of the active cell. You can
navigate to another cell simply by entering the address of that
cell in the Name Box and pressing the Enter key.
Formula Bar – contains the contents of the active cell. When
this is a formula, the formula appears here while the value of
the formula appears in the cell. You can optionally click on
the fx symbol located just to the left of the Formula Bar to bring
up a dialog box that helps you find the appropriate function as
well as the arguments for this formula.
Vertical/Horizontal Split Controls – used to split the worksheet.
The vertical split control is a small rectangular box located just
above the vertical scroll bar. If you move the control
downward, the display of the worksheet splits in two so that
you can see two different parts of the worksheet at the same
time. If you move the control back to its original position the
two parts reunite and only one view of the worksheet is
displayed.
The horizontal split control is located just to the right of the
horizontal scroll bar and works in a similar manner. If you
move the control to the left the worksheet display splits
horizontally into two parts.
Status Bar – contains certain information, including by default
the sum, count and average of any highlighted range. It also
contains the zoom and zoom slider, which are used to increase
or decrease the size of the worksheet display. You can
customize what information appears on the status bar by right-
clicking on it to display a customization dialog box.
1.2.2. Working with your Excel
environment
Working with your Excel
Environment
The Ribbon and Quick Access toolbar are where you'll find the
commands you need to perform common tasks in Excel. If you
are familiar with Excel 2007, you will find that the main
difference in the Excel 2010 Ribbon is that commands such as
Open and Print are now housed in Backstage view.  action that was performed in the workbook.
Excel 2013 uses a tabbed Ribbon system instead of traditional
menus. The Ribbon contains multiple tabs,
each with several groups of commands. You will use these
tabs to perform the most common tasks in
Excel.  in the ribbon are more spaced out so they’re easily
The Ribbon
The Ribbon contains multiple tabs, each with several groups of
commands. You can add your own tabs that contain your
favorite commands.
1.2.3. Quick Access Toolbar
Quick Access Toolbar
The Quick Access Toolbar is a set of icons that allows you to
easily access the commands you use the most. By default the
quick access toolbar only contains 4 commands but the
commands it contains can be customized to suit the user.
1. Save allows you to quickly save a file.
2. Undo allows you to quickly undo the last command or
3. Redo allows you to quickly redo the last command or
action that was undone in the workbook.
4. Mouse/Touch Mode Toggle (only for touch screen
devices) allows you to toggle between a mouse mode and
a touch screen mode. In touch screen mode, commands
accessed by touch.

To customize the Ribbon:

You can customize the Ribbon by creating your own tabs that 1.2.4. Creating and Opening
house your desired commands. Commands are always
housed within a group, and you can create as many groups as
Workbooks
you need to keep your tabs organized. You can also add
commands to any of the default tabs as long as you create a Creating and Opening Workbooks
custom group within the tab.
Creating and opening workbooks
To minimize and maximize the Ribbon:
Excel files are called workbooks. Each workbook holds one or
The Ribbon is designed to be easy to use and responsive to more worksheets (also known as spreadsheets).
your current tasks; however, if you find that it's taking up too
much of your screen space, you can minimize it. To create a new blank workbook:

1. Click the File tab. This takes you to Backstage view.

2. Select New.
3. Select Blank workbook under Available Templates. It
will be highlighted by default.
4. Click Create. A new blank workbook appears in the
Excel window.
 Optional: You can download
this Excel2010_CellBasics_Practice.xlsx  for extra practice.
A cell is the intersection between a row (Links to an external
site.) and a column (Links to an external site.) on a
spreadsheet that starts with cell A1. In the following example, a
highlighted cell is shown in a Microsoft Excel (Links to an
external site.) spreadsheet. D8 (column D, row 8) is the
highlighted cell. Any modifications made while this cell is
highlighted will be limited to this item in the spreadsheet.

To open an existing workbook:

1. Click the File tab. This takes you to Backstage view.

2. Select Open. The Open dialog box appears.
3. Select your desired workbook, then click Open.

Here, D8 is the active cell (Links to an external site.). In

the formula bar (Links to an external site.), you can see that
the cell content is =SUM(D2:D5). This formula evaluates (Links
to an external site.) to the result of $162.00 by calculating the
If you have opened the existing workbook recently, it may be
sum of the values stored in cells D2 through D5.
easier to choose Recent from the File tab instead of Open to
Each cell in a spreadsheet can contain any value that can be
search for your workbook.
called using a relative cell reference (Links to an external
site.) or called upon using a formula (Links to an external site.).
See our spreadsheet (Links to an external site.) definition for
further information on using spreadsheets.

1.3.1. The Cell

The Cell
Each rectangle in a worksheet is called a cell. A cell is the
intersection of a row and a column.

1.3. Cell Basics

You will need to know the basic ways you can work with cells
and cell content in Excel to be able to use it to calculate,
analyze, and organize data.
Cells are the basic building blocks of a worksheet. They can
contain a variety of content such as text, formatting
attributes, formulas, and functions. To work with cells, you'll
need to know how to select them, insert content, and delete
cells and cell content.
Each cell has a name, or a cell address based on
which column and row it intersects. The cell address of a
selected cell appears in the name box. Here, you can see
that C5 is selected.

2. Release your mouse. The cells will stay selected until

you click another cell in the worksheet.

1.3.2. Cell Content

You can also select multiple cells at the same time. A group of
cells is known as a cell range. Rather than a single cell
address, you will refer to a cell range using the cell addresses
of the first and last cells in the cell range, separated by a colon.
For example, a cell range that included cells A1, A2, A3, A4,
and A5 would be written as A1:A5.
If the columns in your spreadsheet are labeled with numbers
instead of letters, you'll need to change the default reference
style for Excel. Review our Extra on What are Reference
Styles? (Links to an external site.) to learn how.
To select a cell:
1. Click a cell to select it. When a cell is selected, you
will notice that the borders of the cell appear bold
Cell Content
Each cell can contain its own text, formatting, comments,
formulas, and functions.
 Text
Cells can contain letters, numbers, and dates.
 Formatting attributes
Cells can contain formatting attributes that change the
way letters, numbers, and dates are displayed. For
example, dates can be formatted as MM/DD/YYYY or
M/D/YYYY.
 Comments
Cells can contain comments from multiple reviewers.
 Formulas and functions
Cells can contain formulas and functions that calculate
cell values. For example, SUM(cell 1, cell 2...) is a formula
that can add the values in multiple cells.

     and the column heading and row heading of the cell are To insert content:

highlighted.
1. Click a cell to select it.
2. Release your mouse. The cell will stay selected until 2. Enter content into the selected cell using your
you click another cell in the worksheet. keyboard. The content appears in the cell and in
the formula bar. You can also enter or edit cell content
*You can also navigate your worksheet and select a cell by from the formula bar.
using the arrow keys on your keyboard.

To select multiple cells:

1. Click and drag your mouse until all of the adjoining

cells you want are highlighted.

To delete content within cells:

1. Select the cells containing content you want to delete.
2. Click the Clear command on the Ribbon. A dialog
box will appear.
3. Select Clear Contents.

3. Select the cell or cells where you want to paste the

content.
4. Click the Paste command. The copied content will be
entered into the highlighted cells.
You can also use your keyboard's Backspace key to delete
content from a single cell or the Delete key to delete content
from multiple cells.

To delete cells:

1. Select the cells you want to delete.

2. Choose the Delete command from the Ribbon.

To cut and paste cell content:

1. Select the cells you want to cut.

There's an important difference between deleting the content 2. Click the Cut command. The border of the selected
of a cell and deleting the cell itself. If you delete the cell, by cells will change appearance.
default the cells underneath it will shift up and replace the
deleted cell.

To copy and paste cell content:

1. Select the cells you want to copy.

2. Click the Copy command. The border of the selected
cells will change appearance.
3. Select the cells where you want to paste the content. 2. Right-click the selected cells. A dialog box will appear
4. Click the Paste command. The cut content will be where you can easily access many commands on the
removed from the original cells and entered into the Ribbon.
highlighted cells.

To access more paste options:

There are more Paste options you can access from the drop-
down menu on the Paste command. These options may be
convenient to advanced users who are working with cells that
contain formulas or formatting. To drag and drop cells:

1. Select the cells you want to move.

2. Position your mouse on one of the outside edges of
the selected cells. The mouse changes from a white cross

to a black cross with 4 arrows .

3. Click and drag the cells to the new location.

4. Release your mouse, and the cells will be dropped
there.

To access formatting commands by right-clicking:

1. Select the cells you want to format.


1.3.3. To use the fill handle to fill cells
To use the fill handle to fill cells
To use the fill handle to fill cells:
1. Select the cell or cells containing the content you
want to use. You can fill cell content either vertically or
horizontally.
2. Position your mouse over the fill handle so the white
cross becomes a black cross .
3. Click and drag the fill handle until all of the cells you
want to fill are highlighted.
4. Release the mouse, and your cells will be filled.
You can also double-click the fill handle instead of clicking and
dragging. This can be useful with larger spreadsheets, where
clicking and dragging may be awkward.
1.4. Modifying Columns, Rows, and
Cells
When you open a new blank workbook, the cells are set to
a default size. You have the ability to modify cells, as well as to
insert and delete columns, rows, and cells as needed. 
Working with columns, rows, and cells
By default, every row and column of a new workbook is set to
the same height and width. Excel allows you to modify column
width and row height in different ways.
To modify column width:
1. Position your mouse over the column line in
the column heading so the white cross becomes
a double arrow .
2. Click and drag the column to the right to increase
column width or to the left to decrease column width.
3. Release the mouse. The column width will be
changed in your spreadsheet.
If you see pound signs (#######) in a cell, it means the
column is not wide enough to display the cell content.
Simply increase the column width to show the cell content.
To set column width with a specific measurement:
1. Select the columns you want to modify.
2. Click the Format command on the Home tab. The
format drop-down menu appears.
3. Select Column Width.

2. Click and drag the row downward to increase row

height or upward to decrease height.

3. Release the mouse. The height of each selected row

will be changed in your worksheet.

4. The Column Width dialog box appears. Enter a

specific measurement.

5. Click OK. The width of each selected column will be To set row height with a specific measurement:
changed in your worksheet.
1. Select the rows you want to modify.
Select AutoFit Column Width from the format drop-down menu, 2. Click the Format command on the Home tab. The
and Excel will automatically adjust each selected column so all format drop-down menu appears.
of the text will fit. 3. Select Row Height.

To modify row height:

1. Position the cursor over the row line so the white

cross becomes a double arrow .
 2. Click the Insert command on the Home tab.

3. The new row appears in your worksheet.

4. The Row Height dialog box appears. Enter a specific

measurement.

When inserting new rows, columns, or cells, you will see

the Insert Options button by the inserted cells. This button
allows you to choose how Excel formats them. By default,
Excel formats inserted rows with the same formatting as the
cells in the row above them. To access more options, hover
your mouse over the Insert Options button and click the drop-
down arrow that appears.
5. Click OK. The selected rows heights will be changed
in your spreadsheet.

Select AutoFit Row Height from the format drop-down menu,

and Excel will automatically adjust each selected row so all of
the text will fit.

1.4.1. To insert rows To insert columns:

To insert rows 1. Select the column to the right of where you want the
new column to appear. For example, if you want to insert
1. Select the row below where you want the new row to a column between A and B, select column B.
appear.
2. Click the Insert command on the Home tab.

2. Click the Delete command on the Home tab.

3. The new column appears in your worksheet.

3. The rows are deleted from your worksheet.

By default, Excel formats inserted columns with the same
formatting as the column to the left of them. To access more
options, hover your mouse over the Insert Options button and
click the drop-down arrow that appears.

To delete columns:

1. Select the columns you want to delete.

When inserting rows and columns, make sure to select the row
or column by clicking its heading so all of the cells in that row
or column are selected. If you select just a cell in the row or
column, only a new cell will be inserted.

To delete rows:

1. Select the rows you want to delete.

2. Click the Delete command on the Home tab.

3. The columns are deleted from your worksheet.
3. The text in the selected cells will be wrapped in your
worksheet.

1.4.2. Wrapping text and merging cells

Wrapping text and merging cells
To wrap text:
If you change your mind, reclick the Wrap Text command to
1. Select the cells with text that you want to wrap. unwrap the text.

To merge cells using the Merge & Center command:

1. Select the cells you want to merge.

2. Select the Wrap Text command on the Home tab.

2. Select the Merge & Center command on

the Home tab.

3. The selected cells will be merged, and the text will be
centered.
If you change your mind, reclick the Merge & Center command
to unmerge the cells.
To access more merge options:
Click the drop-down arrow next to the Merge &
Center command on the Home tab. The merge drop-down
menu appears.
 Merge & Center: Merges selected cells into one cell
and centers the text
 Merge Across: Merges each row of selected cells into
larger cells; useful when merging content across multiple
rows of cells rather than creating one large cell
 Merge Cells: Merges selected cells into one cell
 Unmerge Cells: Unmerges selected cells
Although merging cells can be useful, it can also cause
problems with some spreadsheets. Watch the video below to
learn about some of the problems with merging cells.
1.5. Module 1 Summary
Summary
 Excel is a spreadsheet program that allows you to store,
organize, and analyze information.
 The Excel 2010 interface is similar to Excel 2007. 
 The Ribbon and Quick Access toolbar are where you'll find
the commands you need to perform common tasks in Excel. 
 The Ribbon contains multiple tabs, each with
several groups of commands. You can add your own tabs that
contain your favorite commands.
 You can customize the Ribbon by creating your
own tabs that house your desired commands.
 The Ribbon is designed to be easy to use and responsive
to your current tasks; however, if you find that it's taking up too
much of your screen space, you can minimize it.
 The Quick Access toolbar, above the Ribbon, lets you
access common commands no matter which tab you are on.
 Backstage view gives you various options for saving,
opening a file, printing, and sharing your document. 
 Excel files are called workbooks. Each workbook holds one
or more worksheets (also known as spreadsheets).
 Compatibility mode disables certain features, so you'll only
be able to access commands found in the program that was
used to create the workbook. 
 Cells are the basic building blocks of a worksheet. They
can contain a variety of content such as text, formatting
attributes, formulas, and functions.
 Each cell can contain its own text, formatting, comments,
formulas, and functions.
 By default, every row and column of a new workbook is set
to the same height and width.
 When inserting rows and columns, make sure to select the
row or column by clicking its heading so all of the cells in that
row or column are selected. If you select just a cell in the row or
column, only a new cell will be inserted.
 Although merging cells can be useful, it can also cause
problems with some spreadsheets. Watch the video below to
learn about some of the problems with merging cells.
 MODULE 2 In Excel, there are many tools you can use to format text and
cells. 

Intended Learning Outcomes We use Format Cells to change the formatting of cell number

(ILO's)
At the end of the lesson the students are expected to be
able to:
1. Demonstrate how to change the color and style of text
and cells, align text, and
2. Apply special formatting to numbers and dates.
3. Demonstrate how to use the Save and Save
As commands, how to save as an Excel 97-
2003 compatible workbook, and how to save as a PDF.
4. Apply how to create simple formulas in Excel to add,
subtract, multiply, and divide values in a workbook.
5. Demonstrate various ways you can use cell
references to make working with formulas easier and
more efficient.
without changing the number itself. We can use Format cells to
change the number, alignment, font style, Border style, Fill
options and Protection.
2.2.1. Formatting text
Formatting text
Many of the commands you will use to format text can be
found in the Font, Alignment, and Number groups on the
Ribbon. Font commands let you change the style, size, and
color of text. You can also use them to add borders and fill
colors to cells. Alignment commands let you format how text is
displayed across cells both horizontally and
vertically. Number commands let you change how selected
cells display numbers and dates.

To change the font:

List of topic for Module 2
1. Select the cells you want to modify.
2.1. Introduction -  Formatting Cells / Saving / Creating Simple 2. Click the drop-down arrow next to the Font command
Formula on the Home tab. The font drop-down menu appears.
2.2. Formatting Cells 3. Move your mouse over the various fonts. A live
         2.2.1. Formatting text preview of the font will appear in the worksheet.
         2.2.2. Format Painter
2.3. Saving
         2.3.1. Saving workbooks
         2.3.2. To save as a PDF
2.4. Creating Simple Formulas
         2.4.1. Simple formulas
         2.4.2. Creating formulas with cell references
2.5. Summary - Formatting Cells / Saving / Creating Simple
Formula

2.1. Introduction - Formatting Cells / Saving / Creating

Simple Formula

Introduction
In Excel, there are many tools you can use to format text and 4. Select the font you want to use.
cells. In this lesson, you will learn how to change
the color and style of text and cells, align text, and apply To change the font size:
special formatting to numbers and dates.
1. Select the cells you want to modify.
2.2. Formatting Cells 2. Click the drop-down arrow next to the font
size command on the Home tab. The font size drop-down
Spreadsheets that have not been formatted can be difficult to
menu appears.
read. Formatted text and cells can draw attention to specific
3. Move your mouse over the various font sizes. A live
parts of the spreadsheet and make the spreadsheet more
preview of the font size will appear in the worksheet.
visually appealing and easier to understand.
 3. Select the border style you want to use.

You can draw borders and change the line style and color of

4. Select the font size you want to use.
borders with the Draw Borders tools at the bottom of the
Borders drop-down menu.
You can also use the Grow Font and Shrink Font commands to
change the size. To change font color:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the font
color command on the Home tab. The color menu
appears.
3. Move your mouse over the various font colors. A live
preview of the color will appear in the worksheet.

To use the bold, italic, and underline commands:

1. Select the cells you want to modify.

2. Click the Bold, Italic, or Underline command on the
Home tab.

To add a border: 4. Select the font color you want to use.

1. Select the cells you want to modify. Your color choices are not limited to the drop-down menu that
2. Click the drop-down arrow next to appears. Select More Colors at the bottom of the menu to
the Borders command on the Home tab. The border drop- access additional color options.
down menu appears. To add a fill color:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the fill
color command on the Home tab. The color menu
appears.
3. Move your cursor over the various fill colors. A live
preview of the color will appear in the worksheet.

By default, numbers align to the bottom-right of cells, while

words and letters align to the bottom-left of cells.

2.2.2. Format Painter

4. Select the fill color you want to use.
To change horizontal text alignment:
1. Select the cells you want to modify.
2. Select one of the three
horizontal Alignment commands on the Home tab.
o Align Text Left: Aligns text to the left of the
cell
o Center: Aligns text to the center of the cell
o Align Text Right: Aligns text to the right of
the cell
Format Painter
If you want to copy formatting from one cell to another, you can
use the Format Painter command on the Home tab. When you
click the Format Painter, it will copy all of the formatting from
the selected cell. You can then click and drag over any cells
you want to paste the formatting to.
Formatting numbers and dates
One of Excel's most useful features is its ability to format
numbers and dates in a variety of ways. For example, you
might need to format numbers with decimal places, currency
symbols ($), or percent symbols (%).
To format numbers and dates:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the Number
Format command on the Home tab.

To change vertical text alignment:

1. Select the cells you want to modify.

2. Select one of the three vertical Alignment commands
on the Home tab.
o Top Align: Aligns text to the top of the cell
o Middle Align: Aligns text to the middle of the
cell
o Bottom Align: Aligns text to the bottom of the
cell

3. Select the number format you want. For some

number formats, you can then use the Increase
Decimal and Decrease Decimal commands (below the
 Number Format command) to change the number of 4. Enter a name for the workbook, then click Save.
decimal places that are displayed.

If you are using Windows 7, you will most likely want to save

files to your Documents library. For other versions of Windows,
you will most likely want to save files to the My Documents
folder. For more information, check out our lessons
on Windows 7 (Links to an external site.) and Windows
XP (Links to an external site.).
2.3. Saving To use the Save command:

Are you saving a workbook for the first time? Saving it as 1. Click the Save command on the Quick Access
another name? Sharing it with someone who doesn't have toolbar.
Excel 2010? There are many ways you share and receive
workbooks, which will affect how you need to save the file.

2.3.1 Saving workbooks

Saving workbooks
When you create a new workbook in Excel, you'll need to know
how to save it to access and edit it later. Excel allows you to
save your documents in several ways.
2. The workbook will be saved in its current location with
To use the Save As command: the same file name.
Save As allows you to choose a name and location for your
workbook. Use it if you are saving a workbook for the first time If you are saving for the first time and select Save, the Save
or if you want to save a different version of a workbook while As dialog box will appear.
keeping the original.
To use AutoRecover:
1. Click the File tab. Excel automatically saves your workbooks to a temporary
2. Select Save As. folder while you're working on them. If you forget to save your
changes or if Excel crashes, you can recover the autosaved
file.

1. Open a workbook that was previously closed without

saving.
2. In Backstage view, click Info.
3. If there are autosaved versions of your workbook,
they will appear under Versions. Click the file to open it.
3. The Save As dialog box will appear. Select the
location where you want to save the workbook.
 version of Excel you will need to save it as an Excel 97-2003
workbook.

1. Click the File tab.
2. Select Save As.
3. In the Save as type drop-down menu, select Excel
97-2003 Workbook.

4. A yellow caution note will appear on the Ribbon of the

workbook. To restore this version of the workbook,
4. Select the location where you want to save the file.
click Restore, then click OK.
5. Enter a name for the file, then click Save.

2.3.2. To save as a PDF

By default, Excel autosaves every 10 minutes. If you are
editing a workbook for less than 10 minutes, Excel may not
create an autosaved version.
If you do not see the file you're looking for—or if you're looking
for an autosaved version of a file that has no previously saved
versions—you can browse all autosaved files by clicking
the Manage Versions button and selecting Recover Unsaved
Workbooks from the drop-down menu.
To save as a PDF
Saving your workbook as an Adobe Acrobat Document—which
is called a PDF file—can be especially useful when your
recipients do not have Excel. A PDF will make it possible for
recipients to view the content from your workbook, but they will
not be able to edit anything. If you are not sure what
a PDF looks like, you can download our PDF example (Links
to an external site.) for this lesson.
1. Click the File tab.
2. Select Save As.
3. In the Save as type drop-down menu, select PDF.

To save as an Excel 97-2003 workbook:

You can share your workbooks with anyone using Excel 2010
or 2007 because they use the same file format. However,
earlier versions of Excel use a different file format, so if you
4. Select the location where you want to save the file.
want to share your workbook with someone using an earlier
5. Enter a name for the file, then click Save. The key thing to remember when writing formulas for Excel is
that all formulas must begin with an equals sign (=). This is
Excel defaults to saving the active worksheet only. If you have because the cell contains—or is equal to—the formula and its
multiple worksheets and want to save all of them in the same value.
PDF file, click Options. The Options dialog box will appear.
Select Entire workbook from the Options dialog box, then
click OK.

To create a simple formula in Excel:

1. Select the cell where the answer will appear (B4, for

example).

2.4. Creating Simple Formulas 2. Type the equals sign (=).

3. Type in the formula you want Excel to calculate
Excel can be used to calculate numerical information.  (75/250, for example).
A formula is an equation that performs a calculation. Like a
calculator, Excel can execute formulas that add, subtract,
multiply, and divide.
One of Excel's most useful features is its ability to calculate
using a cell address to represent the value in a cell. This is
called using a cell reference.
To maximize the capabilities of Excel, it is important to
understand how to create simple formulas and use cell
references. 4. Press Enter. The formula will be calculated, and the
value will be displayed in the cell.
2.4.1. Simple formulas

Simple formulas
Excel uses standard operators for equations, such as a plus
sign for addition (+), minus sign for subtraction (-), asterisk for
multiplication (*), forward slash for division (/), and caret (^) for
exponents.
If the result of a formula is too large to be displayed in a cell, it
may appear as pound signs (#######) instead of a value. This
means the column is not wide enough to display the cell
content. Simply increase the column width to show the cell
content.

2.4.2. Creating formulas with cell references

If you change a value in either B1 or B2, the total will
Creating formulas with cell automatically recalculate.
references
When a formula contains a cell address, it is called a cell
reference. Creating a formula with cell references is useful
because you can update data in your worksheet without having
to rewrite the values in the formula.

To create a formula using cell references:

1. Select the cell where the answer will appear (B3, for

example). Excel will not always tell you if your formula contains an error,
so it's up to you to check all of your formulas. To learn how to
do this, you can read the Double-Check Your Formulas (Links
to an external site.) lesson from our Excel Formulas (Links to
an external site.) tutorial.
To create a formula using the point-and-click method:

1. Select the cell where the answer will appear (B4, for

example).
2. Type the equals sign (=).
3. Type the cell address that contains the first number in
the equation (B1, for example).

2. Type the equals sign (=).

3. Click the first cell to be included in the formula (A3, for
4. Type the operator you need for your formula. For example).
example, type the addition sign (+).
5. Type the cell address that contains the second
number in the equation (B2, for example).

4. Type the operator you need for the formula. For

example, type the multiplication sign (*).
6. Press Enter. The formula will be calculated, and the 5. Click the next cell in the formula (B3, for example).
value will be displayed in the cell.
 If you change your mind, use the Cancel command in the
formula bar to avoid accidentally making changes to your
formula.

2.5. Summary - Formatting Cells / Saving / Creating

Simple Formula

6. Press Enter. The formula will be calculated, and the

Summary
value will be displayed in the cell.
 Font commands let you change the style, size, and
color of text. You can also use them to add borders and fill
colors to cells. 
 Alignment commands let you format how text is
displayed across cells both horizontally and vertically. 
 Number commands let you change how selected cells
display numbers and dates.
 You can draw borders and change the line
style and color of borders with the Draw Borders tools at
the bottom of the Borders drop-down menu.
To edit a formula:  If you want to copy formatting from one cell to
another, you can use the Format Painter command on
1. Click the cell you want to edit. the Home tab.
2. Insert the cursor in the formula bar, and edit the  One of Excel's most useful features is its ability to
formula as desired. You can also double-click the cell to format numbers and dates in a variety of ways.
view and edit the formula directly from the cell.
3. When you're done, press Enter or select
the Enter command .

4. The new value will be displayed in the cell.

 MODULE 3 When you open an Excel workbook, there are three
worksheets by default. The default names on the
Intended Learning Outcomes worksheet tabs are Sheet1, Sheet2, and Sheet3. To
organize your workbook and make it easier to navigate,
(ILO's) you can rename and even color code the worksheet tabs.
Additionally, you can insert, delete, move, and copy
At the end of the lesson the students are expected worksheets.
to be able to:
To rename worksheets:
1. Demonstrate how to name and add color to
worksheet tabs, as well as how to add, delete, copy, 1. Right-click the worksheet tab you want to
and move worksheets. rename. The worksheet menu appears.
2. Apply how to group and un-group worksheets 2. Select Rename.
and freeze columns and rows in worksheets so they
remain visible even when you're scrolling.
3. Apply how to print worksheets, workbooks,
and selections of cells.
4. Demonstrate how to prepare for printing by
modifying page orientation, scale, margins, print
titles, and page breaks.
5. Learn how to write complex formulas in Excel
following the order of operations.
6. Discuss about relative and absolute cell
references, as well as how to copy and fill formulas
containing cell references.

3.1. Introduction Worksheet Basics / Printing / 3. The text is now highlighted by a black box. Type
Creating Complex Formula the name of your worksheet.

Introduction
In this lesson, you will learn how to name and add color
to worksheet tabs, as well as how to add, delete, copy,
and move worksheets. Additionally, you will learn how to
group and ungroup worksheets and freeze columns and 4. Click anywhere outside the tab. The worksheet is
rows in worksheets so they remain visible even when renamed.
you're scrolling.  How to print worksheets, workbooks,
and selections of cells. You will also learn how to prepare
for printing by modifying page
orientation, scale, margins, print titles, and page breaks. 
How to write complex formulas in Excel following the
order of operations. You will also learn
about relative and absolute cell references, as well as To insert new worksheets:
how to copy and fill formulas containing cell references.
Click the Insert Worksheet icon. A new worksheet will
3.2. Worksheet Basics appear.

Every Excel workbook contains at least one or

more worksheets. If you are working with a large amount
of related data, you can use worksheets to help organize
your data and make it easier to work with.
You can change the setting for the default number of
worksheets that appear in Excel workbooks. To access
this setting, go into Backstage view and click Options.

To delete worksheets:
Worksheets can be deleted from a workbook, including
those containing data.

1. Select the worksheets you want to delete.

2. Right-click one of the selected worksheets.
The worksheet menu appears.
3. Select Delete. The selected worksheets will be
deleted from your workbook.
4. Click OK. Your worksheet is copied. It will have
the same title as your original worksheet, but the title
will include a version number, such as January (2).

To move a worksheet:

1. Click the worksheet you want to move. The

mouse will change to show a small worksheet icon
To copy a worksheet: .
2. Drag the worksheet icon until a small black arrow
1. Right-click the worksheet you want to copy. appears where you want the worksheet to be
The worksheet menu appears. moved.
2. Select Move or Copy.

3. Release your mouse, and the worksheet will be

moved.

To color code worksheet tabs:

You can color worksheet tabs to help organize your
3. The Move or Copy dialog box appears. Check worksheets and make your workbook easier to navigate.
the Create a copy box.
1. Right-click the worksheet tab you want to color.
The worksheet menu appears.
2. Select Tab Color. The color menu appears.
3. Select the color you want to change your tab.
4. The tab color will change in the workbook. If your
tab still appears white, it is because the worksheet is
still selected. Select any other worksheet tab to see
the color change.
Switching between worksheets
If you want to view a different worksheet, you can
simply click the tab to switch to that worksheet. However,
with larger workbooks this can sometimes become
tedious, as it may require scrolling through all of the tabs
to find the one you want. Instead, you can simply right-
click the scroll arrows in the lower-left corner, as shown
below.
A dialog box will appear with a list of all of the sheets in
your workbook. You can then double-click the sheet you
want to jump to.
3.2.1. Grouping and un-grouping worksheets
Grouping and un-grouping
worksheets
You can work with each worksheet in a workbook
individually, or you can work with multiple worksheets at
the same time. Worksheets can be combined into
a group. Any changes made to one worksheet in a group
will be made to every worksheet in the group.
To group worksheets:
1. Select the first worksheet you want in the group.
2. Press and hold the Ctrl key on your keyboard.
3. Select the next worksheet you want in the group.
Continue to select worksheets until all of the
worksheets you want to group are selected.
4. Release the Ctrl key. The worksheets are now
grouped. The worksheet tabs appear white for
grouped worksheets.
While worksheets are grouped, you can navigate to any
worksheet in the group and make changes that will
appear on every worksheet in the group. If you click a
worksheet tab that's not in the group, however, all of your 5. A black line appears below the rows that are
worksheets will become ungrouped. You will have to frozen in place. Scroll down in the worksheet to see
group them again. the rows below the frozen rows.

To ungroup all worksheets:

1. Right-click one of the worksheets.

The worksheet menu appears.
2. Select Ungroup. The worksheets will be
ungrouped.

3.2.2. Freezing worksheet panes

To freeze columns:
Freezing worksheet panes
1. Select the column to the right of the columns you
The ability to freeze specific rows or columns in your want frozen. For example, if you want columns A and
worksheet can be a useful feature in Excel. It is B to always appear to the left of the worksheet even
called freezing panes. When you freeze panes, you as you scroll, select column C.
select rows or columns that will remain visible all the time,
even as you are scrolling. This is particularly helpful when
working with large spreadsheets.

To freeze rows:

1. Select the row below the rows you want frozen.

For example, if you want rows 1 and 2 to always
appear at the top of the worksheet even as you
scroll, then select row 3. 2. Click the View tab.
3. Click the Freeze Panes command. A drop-down
menu appears.
4. Select Freeze Panes.

2. Click the View tab.
3. Click the Freeze Panes command. A drop-down
menu appears.
4. Select Freeze Panes.

5. A black line appears to the right of the frozen

area. Scroll across the worksheet to see the columns
to the right of the frozen columns.
 To print active sheets:
To unfreeze panes: If you have multiple worksheets in your workbook, you'll
need to decide if you want to print the entire workbook or
1. Click the View tab. specific worksheets. Excel gives you the option to Print
2. Click the Freeze Panes command. A drop-down Active Sheets. A worksheet is considered active if it
menu appears. is selected.
3. Select Unfreeze Panes. The panes will be
unfrozen, and the black line will disappear. 1. Select the worksheets you want to print. To print
multiple worksheets, click the first worksheet, hold
down the Ctrl key, then click the other worksheets
you want to select.

2. Click the File tab.
3. Select Print to access the Print pane.
4. Select Print Active Sheets from the print
3.3. Printing range drop-down menu.

There are many choices you can make when printing an

Excel workbook. You can choose what parts of a
workbook to print and how the data fits on the page.

Printing
In previous versions of Excel, there was a Print
Preview option that allowed you to preview and modify a
workbook before printing. You may have noticed that this
feature seems to be gone in Excel 2010. It actually has
not disappeared; it has just been combined with
the Print window to create the Print pane, which is
located in Backstage view. 5. Click the Print button.
To view the Print pane:
To print the entire workbook:
1. Click the File tab. This takes you to Backstage
view. 1. Click the File tab.
2. Select Print. The Print pane appears, with 2. Select Print to access the Print pane.
the print settings on the left and Print Preview on the 3. Select Print Entire Workbook from the print
right. range drop-down menu.
4. Click the Print button.

To print a selection or set the print area:

Printing a selection—sometimes called setting the print
area—lets you choose which cells to print, as opposed to
the entire worksheet.
1. Select the cells you want to print.
6. Click the Print button.
You don't have to wait until you're ready to print to set the
print area. You can also set it from the Page Layout tab in
advance. This will place a dotted line around your
selection so you can see which cells are going to print
while you work. To do this, select the cells you want to
print, go to the Page Layout tab, and choose Print Area.

3.3.1. To change page orientation:

To change page orientation

Change the page orientation to portrait to orient the page
vertically and landscape to orient the page horizontally.
Portrait is useful for worksheets needing to fit more
2. Click the File tab. rows on one page, while landscape is useful for
3. Select Print to access the Print pane. worksheets needing to fit more columns on one page.
4. Select Print Selection from the print range drop-
down menu. 1. Click the File tab.
2. Select Print to access the Print pane.
3. Select either Portrait Orientation or Landscape
Orientation from the orientation drop-down menu.

5. You can see what your selection will look like on

the page in Print Preview. 4. Your page orientation is changed.
 The margins of your worksheet may need to be adjusted
to make data fit more comfortably on the printed page.
You can adjust the margins in Print Preview.

1. Click the File tab.
2. Select Print to access the Print pane.
3. Click the Show Margins button. Your margins will
appear.
4. Hover your mouse over one of the margin
markers until the double arrow appears.
5. Click and drag the margin to your desired
location.
6. Release the mouse. The margin is modified.

To fit a worksheet on one page:  

1. Click the File tab. To use print titles:
2. Select Print to access the Print pane.
3. Select Fit Sheet on One Page from Imagine how difficult it would be to read a worksheet if
the scaling drop-down menu. the column and row headings only appeared on the first
page. The Print Titles command allows you to select
specific rows and columns to appear on each page.

1. Click the Page Layout tab.

2. Select the Print Titles command.

4. Your worksheet is reduced in size until it fits on 3. The Page Setup dialog box appears. Click the
one page. Remember that if it is scaled too small, it icon at the end of the Rows to repeat at top field.
might be difficult to read.

To modify margins while in Print Preview:

4. Your mouse becomes the small selection arrow 3. Select the Insert Page Break command from
. Click the rows you want to appear on each printed the Breaks drop-down menu.
page. The Rows to repeat at top dialog box will
record your selection.

5. Click the icon at the end of the Rows to repeat at

top field.

4. The break is inserted. You can go to Print

6. Repeat for Columns to repeat at left, if Preview to confirm that it appears in the correct place
necessary. on the page.
7. Click OK. You can go to Print Preview to see how
each page will look when printed. 3.4. Creating Complex Formula

To insert a break: Excel is a spreadsheet application that can help you

1. Click the Page Layout tab.
2. Determine the placement of the break by clicking
the row below, cell below, or column to the right of
where you want the break to appear. For example,
select column C, and a break will appear after
column B.
calculate and analyze numerical information for
household budgets, company finances, inventory, and
more. To do this, you need to understand complex
formulas.
Complex formulas
Simple formulas have one mathematical operation, such
as 5+5. Complex formulas have more than one
mathematical operation, such as 5+5-2. When there is
more than one operation in a formula, the order of
operations tells us which operation to calculate first. To
use Excel to calculate complex formulas, you'll need to
understand the order of operations.

The order of operations

Excel calculates formulas based on the following order of
operations:
1. Operations enclosed in parentheses
2. Exponential calculations (to the power of)
3. Multiplication and division, whichever comes first
4. Addition and subtraction, whichever comes first
A mnemonic that can help you remember the order
is Please Excuse My Dear Aunt Sally.
Example 1
The following example demonstrates how to use the
order of operations to calculate a formula:
Example 2
In this example, we'll review how Excel will calculate a
complex formula using the order of operations. The
selected cell will display the percent of total Pete Lily
seeds sold that were white.
1. First, Excel will calculate the amount sold in
parentheses: (19*1.99)=37.81 White Pete Lily seeds
and (33*1.99)=65.67 Total Pete Lily seeds.
2. Second, it will divide the White Pete Lily seeds
amount by the Total Pete Lily seeds
amount: 37.81/65.67=.5758.
3. Last, it will multiply the result by 100 to obtain the
value as a percent: .5758*100=57.58.
Based on this complex formula, the result will show
that 57.58% of the total Pete Lily seeds sold were white.
You can see from this example that it is important to enter
complex formulas with the correct order of operations.
Otherwise, Excel will not calculate the results accurately.
To create a complex formula using the order of
operations:
In this example, we'll use cell references in addition to
actual values to create a complex formula that will add
tax to the nursery order.
1. Click the cell where you want the formula result
to appear (F11, for example).
2. Type the equals sign (=).
3. Type an open parenthesis, then click the cell that
contains the first value you want in the formula (F4,
for example).
4. Type the first mathematical operator (the addition
sign, for example).
5. Click the cell that contains the second value you
want in the formula (F5, for example), then type
a closed parenthesis.
6. Type the next mathematical operator (the
multiplication sign, for example).
7. Type the next value in the formula
(0.055 for 5.5% tax, for example).
8. Click Enter to calculate your formula. The results
show that $2.12 is the tax for the nursery order.
Excel will not always tell you if your formula contains an
error, so it's up to you to check all of your formulas. To
learn how to do this, you can read the Double-Check
Your Formulas (Links to an external site.) lesson from
our Excel Formulas (Links to an external site.) tutorial.
3.4.1. Working with cell references
Working with cell references
In order to maintain accurate formulas, it is necessary to
understand how cell references respond when you copy
or fill them to new cells in the worksheet.
Excel will interpret cell references as
either relative or absolute. By default, cell references
are relative references. When copied or filled, they
change based on the relative position of rows and
columns. If you copy a formula (=A1+B1) into row 2, the
formula will change to become (=A2+B2).
Absolute references, on the other hand, do not change
when they are copied or filled and are used when you
want the values to stay the same.
Relative references
Relative references can save you time when you're
repeating the same type of calculation across multiple
rows or columns.
In the following example, we're creating a formula with
cell references in row 4 to calculate the total cost of the
electric bill and water bill for each month (B4=B2+B3).
For the upcoming months, we want to use the same
formula with relative references (C2+C3, D2+D3, E2+E3,
etc.). For convenience, we can copy the formula in B4
into the rest of row 4, and Excel will calculate the value of
the bills for these months using relative references.
To create and copy a formula using relative
references:
1. Select the first cell where you want to enter the
formula (B4, for example).
2. Enter the formula to calculate the value you want
(B2+B3, for example).
3. Press Enter. The formula will be calculated.
4. Select the cell you want to copy (B4, for
example), then click the Copy command from
the Home tab.
5. Select the cells where you want to paste the
formula, then click the Paste command from
the Home tab. You can also drag the fill handle to fill
cells.
6. Your formula is copied to the selected cells as a
relative reference (C4=C2+C3, D4=D2+D3,
E4=E2+E3, etc.), and the values are calculated.
Absolute references
There may be times when you do not want a cell
reference to change when copying or filling cells. You can
use an absolute reference to keep a row and/or column
constant in the formula.
An absolute reference is designated in a formula by the
addition of a dollar sign ($) before the column and row. If
it precedes the column or row (but not both), it's known as
a mixed reference.
In the below example, we want to calculate the sales tax
for a list of products with varying prices. We'll use an
absolute reference for the sales tax ($B$1) because we
do not want it to change as we are copying the formula
down the column of varying prices.
To create and copy a formula using an absolute
reference:
1. Select the first cell where you want to enter the
formula (C4, for example).

2. Type an equals sign, and then click the cell that
contains the first value you want in the formula (B4,
for example).
3. Type the first mathematical operator (the
multiplication sign, for example).
4. Type the dollar sign ($), then enter the column
letter of the cell you are making an absolute
reference to (B, for example).
5. Type the dollar sign ($), then enter the row
number of the same cell you are making an absolute
reference to (1, for example).
6. Press Enter to calculate the formula.
7. Select the cell you want to copy (C4, for
example), then click the Copy command from
the Home tab.
8. Select the cells where you want to paste the
formula, then click the Paste command from
the Home tab. You can also drag the fill handle to fill
cells.
9. Your formula is copied to the selected cells using
the absolute reference (C5=B5*$B$1, C6=B6*$B$1,
etc.), and your values are calculated.
When writing a formula, you can press the F4 key on your
keyboard to switch between relative and absolute cell
references, as shown in the video below. This is an easy
way to quickly insert an absolute reference.
3.5. Summary - Introduction Worksheet Basics /
Printing / Creating Complex Formula Copy
Summary
 How to name and add color to worksheet tabs,
as well as how to add, delete, copy, and move
worksheets.
 Additionally, you will learn how to group and
ungroup worksheets and freeze columns and rows in
worksheets so they remain visible even when you're
scrolling.
 How to print worksheets, workbooks,
and selections of cells.
 How how to prepare for printing by modifying
page orientation, scale, margins, print titles,
and page breaks.
 How to write complex formulas in Excel following
the order of operations.
 Relative and absolute cell references, 
 How to copy and fill formulas containing cell
references.
 2. Familiarize with search and find various functions,
including exploring Excel's Functions Library.
3. Apply how to sort data to better view and organize the
contents of your spreadsheet.
4. Demonstrate how to outline your worksheet in order
to summarize and control how your data is displayed.

4.1. Introduction Working with Basic Functions /

Sorting Data / Outlining Data

Introduction
     In this lesson, you'll learn the basics of inserting
common functions into your worksheet by utilizing the
AutoSum and Insert Functions commands. You will also
become familiar with how to search and find various
functions, including exploring Excel's Functions Library. 
     Many formulas you create use available worksheet
functions. These functions enable you to greatly enhance
the power of your formulas and perform calculations that
are difficult if you use only the operators. For example,
you can use the LOG or SIN function to calculate the
Logarithm or Sin ratio. You can’t do this complicated
calculation by using the mathematical operators alone.

4.2. Working with Basic Functions

Figuring out formulas for calculations you want to make in
Excel can be tedious and complicated. Fortunately, Excel
has an entire library of functions—or predefined formulas
—you can take advantage of. You may be familiar with
common functions like sum, average, product, and count,
but there are hundreds of functions in Excel, even for
things like formatting text, referencing cells, calculating
financial rates, and analyzing statistics.

Basic functions
MODULE 4 A function is a predefined formula that performs
calculations using specific values in a particular order.
 Intended Learning Outcomes One of the key benefits of functions is that they can save
you time because you do not have to write the formula
(ILO's) yourself. Excel has hundreds of functions to assist with
your calculations.
At the end of the lesson the students are expected
To use these functions correctly, you need to understand
to be able to:
the different parts of a function and how to
create arguments in functions to calculate values and cell
1. Apply the basics of inserting common functions into references.
your worksheet by utilizing the AutoSum and Insert
Functions commands.
The parts of a function
The order in which you insert a function is important.
Each function has a specific order—called syntax—which
must be followed in order for the function to work
correctly. The basic syntax to create a formula with a
function is to insert an equals sign (=), function
name (SUM, for example, is the function name for
addition), and argument. Arguments contain the
information you want the formula to calculate, such as a
range of cell references. 3. Enter the cells for the argument inside the
parentheses.

Working with arguments

Arguments must be enclosed in parentheses. Individual
values or cell references inside the parentheses are
separated by either colons or commas.

 Colons create a reference to a range of cells. 4. Press Enter, and the result will appear.
For example, =AVERAGE(E19:E23) would calculate
the average of the cell range E19 through E23.

 Commas separate individual values, cell
references, and cell ranges in parentheses. If there is
more than one argument, you must separate each
argument by a comma.
For
example, =COUNT(C6:C14,C19:C23,C28) will count 
all the cells in the three arguments that are included
in parentheses.
To create a basic function in Excel:
1. Select the cell where the answer will appear
(F15, for example).
2. Type the equals sign (=), then enter the function
name (SUM, for example).
Excel will not always tell you if your function contains an
error, so it's up to you to check all of your functions. To
learn how to do this, read the Double-Check Your
Formulas (Links to an external site.)  lesson from
our Excel Formulas (Links to an external site.) tutorial.
Using AutoSum to select common functions
The AutoSum command allows you to automatically
return the results for a range of cells for common
functions like SUM and AVERAGE.
1. Select the cell where the answer will appear
(E24, for example).
2. Click the Home tab.
3. In the Editing group, click the AutoSum drop-
down arrow and select the function you want
(Average, for example).
4. A formula will appear in E24, the selected cell. If
logically placed, AutoSum will select your cells for
you. Otherwise, you will need to click the cells to
choose the argument you want.

To insert a function from the Function Library:

1. Select the cell where the answer will appear (I6,

for example).
2. Click the Formulas tab.
3. From the Function Library group, select
the function category you want. In this example, we'll
choose Date & Time.
5. Press Enter, and the result will appear. 4. Select the desired function from the Date & Time
drop-down menu. We'll choose
the NETWORKDAYS function to count the days
between the order date and receive date in our
The AutoSum command can also be accessed from worksheet.
the Formulas tab.
You can also use the Alt+= keyboard shortcut instead of
the AutoSum command. To use this shortcut, hold down
the Alt key and then press the equals sign.

4.2.1. Function Library

Function Library
There are hundreds of functions in Excel, but only some
will be useful for the type of data you're working with.
There is no need to learn every single function, but you
may want to explore some of the different types to get 5. The Function Arguments dialog box will appear.
ideas about which ones might be helpful to you as you Insert the cursor in the first field, then enter or select
create new spreadsheets. the cell(s) you want (G6, for example).

A great place to explore functions is in the Function

Library on the Formulas tab. Here, you can search and
select Excel functions based on categories such
as Financial, Logical, Text, and Date & Time. 
 2. Click the Formulas tab, then select the Insert
Function command.

6. Insert the cursor in the next field, then enter or

select the cell(s) you want (H6, for example).
3. The Insert Function dialog box will appear.
4. Type a description of the function you are
searching for, then click Go (Count cells with text, for
example). You can also search by selecting a
category.

7. Click OK, and the result will appear. Our results

show that it took five days to receive the order.

5. Review the results to find the function you want

(COUNTA, for example). Click OK.
The Insert Function command
The Insert Function command is convenient because it
allows you to search for a function by typing a description
of what you're looking for or by selecting a category to
peruse. The Insert Function command can also be used
to easily enter or select more than one argument for a
function.

Using the Insert Function command

In this example, we want to find a function that will count
the total number of supplies listed in the Office Supply
Order Log. The basic COUNT function only counts cells
with numbers; we want to count the cells in the Office 6. The Function Arguments dialog box will appear.
Supply column, which uses text. Therefore, we'll need to Insert the cursor in the first field, then enter or select
find a formula that counts cells with text. the cell(s) you want (A6:A14, for example).

1. Select the cell where the answer will appear

(A27, for example).
 further, giving you the ability to sort multiple levels—such
as department first, then birthdate—to group birthdates
by department.

To sort in alphabetical order:

1. Select a cell in the column you want to sort by. In

this example, we'll sort by Last Name.
7. Insert the cursor in the next field, then enter or
select the cell(s) you want (A19:A23, for example).
You can continue to add additional arguments if
needed.

2. Select the Data tab, then locate the Sort and

Filter group.
3. Click the ascending command to Sort A to Z or
the descending command to Sort Z to A.

8. Click OK, and the result will appear. Our results

show that 14 Total Supplies were ordered from our
log.

If you're comfortable with basic functions, you may want

to try a more advanced one like VLOOKUP. You can
check out our article on How to Use Excel's VLOOKUP
Function (Links to an external site.) for more information.
If you want to learn even more about functions, check out 4. The data in the spreadsheet will be organized
our Excel Formulas (Links to an external site.) tutorial. alphabetically.
4.3. Sorting Data
With more than 17 billion cells in a single worksheet,
Excel 2010 gives you the ability to work with
an enormous amount of data. Arranging your data
alphabetically, from smallest to largest, or using other
criteria can help you find the information you're looking for
more quickly.

Basic sorting
Sorting is a common task that allows you to change or
customize the order of your spreadsheet data. For
example, you could organize an office birthday list by
employee, birthdate, or department, making it easier to
find what you're looking for. Custom sorting takes it a step
Sorting options can also be found on the Home tab,
condensed into the Sort & Filter command.
To sort in numerical order:
1. Select a cell in the column you want to sort by.
2. From the Data tab, click the ascending command
to Sort Smallest to Largest or the descending
command to Sort Largest to Smallest.
3. The data in the spreadsheet will be organized
numerically.
To sort by date or time:
1. Select a cell in the column you want to sort by.
2. From the Data tab, click the ascending command
to Sort Oldest to Newest or the descending
command to Sort Newest to Oldest.
3. The data in the spreadsheet will be organized by
date or time.
Custom sorting
To sort in the order of your choosing:
You can use a Custom List to identify your own sorting
order, such as days of the week—or in this example, T-
shirt sizes from smallest to largest.
1. From the Data tab, click the Sort command to
open the Sort dialog box.
2. Identify the column you want to Sort by by
clicking the drop-down arrow in the Column field. In
this example, we'll choose T-Shirt Size.
 8. The spreadsheet will be sorted in order of Small,
Medium, Large, and X-Large.

3. Make sure Values is selected in the Sort On field.

4. Click the drop-down arrow in the Order field, then
choose Custom List.

To sort by cell color, font color, or cell icon:

5. Select NEW LIST, and enter how you want your
data sorted in the List entries box. We'll sort T-shirt
sizes from smallest to largest.
6. Click Add to save the list, then click OK.
1. From the Data tab, click the Sort command to
open the Sort dialog box.
2. Identify the column you want to Sort by by
clicking the drop-down arrow in the Column field.
3. Choose whether you want to sort by Cell Color,
Font Color, or Cell Icon in the Sort On field. In this
example, we'll sort by Font Color.

7. Click OK to close the Sort dialog box and sort

your data. 4. In the Order field, click the drop-down arrow to
choose a color, then decide whether you want it
ordered On Top or On Bottom.
5. Click OK. The data is now sorted by attribute 4. Identify the item you want to sort by next. We will
rather than text. sort Last Name from A to Z.

5. Click OK.
6. The spreadsheet will be sorted so homeroom
numbers are in order, and within each homeroom,
that students are listed alphabetically by last name.

4.3.1. Sorting multiple levels

Sorting multiple levels

Another feature of custom sorting—sorting multiple levels
—allows you to identify which columns to sort by and
when, giving you more control over the organization of
your data. For example, you could sort by more than one
cell color—such as red, then yellow, then green, to
indicate different levels of priority—or, as seen below, you
could sort students by homeroom number, then by last
name.

To add a level:
Copy Level will add a level by duplicating the one you
1. From the Data tab, click the Sort command to
have selected and allowing you to modify the sorting
open the Sort dialog box.
criteria. This is useful if you need to sort multiple levels
2. Identify the first item you want to Sort by. In this
that share some criteria, such as the same Column, Sort
example, we will sort Homeroom # from Smallest to
On, or Order.
Largest.
3. Click Add Level to add another item. To change the sorting priority:

1. From the Data tab, click the Sort command to

open the Custom Sort dialog box.
2. Select the level you want to reorder.
3. Use the Move Up or Move Down arrows. The
higher the level is on the list, the higher its priority.
4. Click OK.

4.4. Outlining Data

If the amount of data in your worksheet becomes
overwhelming, creating an outline can help. Not only
does this allow you to organize your data into groups and
then show or hide them from view, but it also allows you
to summarize data for quick analysis using the Subtotal 2. Select the Data tab, then locate
command (for example, subtotaling the cost of office the Outline group.
supplies depending on the type of product). 3. Click the Subtotal command to open the Subtotal
dialog box.
Outlines give you the ability to group data you may want
to show or hide from view, as well as to create a quick
summary using the Subtotal command. Because outlines
rely on grouping data that is related, you must sort before
you can outline. 

Outlining data using Subtotal

The Subtotal command can be used to outline your
worksheet in several ways. It uses common functions like
SUM, COUNT, and AVERAGE to summarize your data
and place it in a group. 
In this example, we'll use the Subtotal command to count 4. In the At each change in field, select the column
the number of T-shirt sizes that were ordered at a local you want to use to outline your worksheet. In this
high school. This will also place each T-shirt size in a example, we'll choose T-Shirt Size.
group, making it possible to show the count but hide the 5. In the Use function field, choose from the list of
details that are not crucial to placing the order (such as a functions that are available for subtotaling. We'll use
student's homeroom number and payment date). the COUNT function to tally the number of each size.
To outline data using Subtotal: 6. Select the column you want the subtotal to
appear in. We'll choose the T-Shirt Size column.
1. Sort according to the data you want to outline. 7. Click OK.
Outlines rely on grouping data that is related. In this
example, we will outline the worksheet by T-Shirt
Size, which has been sorted from smallest to largest.
8. The contents of your worksheet will be outlined.
Each T-shirt size will be placed in its own group, and
the subtotal (count, in this case) will be listed below
each group.
2. Click the plus sign—also known as the Show
Detail symbol—to expand the group again.

Showing and hiding data

To show or hide a group: You can also use the Show and Hide Detail buttons on
the Data tab in the Outline group. Select a cell in the
1. Click the minus sign—also known as the Hide group you want to show or hide, then click the
Detail symbol—to collapse the group. appropriate command.

To view groups by level:

The groups in your outline, based on their hierarchy, are
placed on different levels. You can quickly display as little
or as much information as you want by clicking
the Level buttons to the left of your worksheet. In this
example, we will view levels in descending order, starting
with the entire worksheet on display, then finishing with
the grand total. While this example contains only three
levels, Excel can accommodate up to eight.

1. Click the highest level (level 3 in this example) to

view and expand all of your groups. Viewing groups
 at the highest level will display the entirety of your
worksheet.

2. From the Data tab, click the Ungroup command.

The range of cells will be ungrouped.

2. Click the next level (level 2 in this example) to

hide the detail of the previous level. In this example,
level 2 contains each subtotal.

To ungroup all of the groups in your outline, open the

3. Click the lowest level (level 1 in this example) to
drop-down menu under the Ungroup command, then
display the lowest level of detail. In this example,
choose Clear Outline.
level 1 contains only the grand total.
Ungroup and Clear Outline will not remove subtotaling
from your worksheet. Summary or subtotal data will stay
in place and continue to function until you remove it.

To ungroup data and remove subtotaling:

4.4.1. Removing groups and subtotaling 1. From the Data tab, click the Subtotal command
to open the Subtotal dialog box.
Removing groups and 2. Click Remove All.

subtotaling
To ungroup data:
1. Select the rows or columns you want to ungroup.
In this example, we'll ungroup size Small.
 distribution of T-shirts; however, instead of deleting it,
we'll group it, then temporarily hide it from view.

1. Select the range of cells you want to group. In

this example, we will group the First Name, Last
Name, and Payment columns.

3. All data will be ungrouped, and subtotals will be 2. From the Data tab, click the Group command.
removed.

3. Excel will group the selected columns or rows.

Creating your own groups

The Group command allows you to group any range of
cells—either columns or rows. It does not calculate a
subtotal or rely on your data being sorted. This gives you
the ability to show or hide any part of your worksheet and
display only the information you need.

To create and control your own group:

4. Click the minus sign—also known as the Hide
In this example, we will prepare a list of T-shirt colors and Detail symbol—to hide the group.
sizes that need to be distributed to each homeroom. 5. The group will be hidden from view.
Some of the data in the worksheet is not relevant to the
Click the plus sign—also known as the Show
Detail symbol—to show the group again.
4.5. Summary Working with Basic Functions/
Sorting Data / Outlining Data
Summary
 Basics of inserting common functions into your
worksheet by utilizing the AutoSum.  expected to be able to:
 Insert Functions commands.
 Familiar with how to search and find various
functions including exploring Excel's Functions
Library.
 Sort data to better view and organize the
contents of your spreadsheet.
 Outline your worksheet in order to summarize
and control how your data is displayed.
Module 4
 Intended Learning Outcomes
(ILO's)
At the end of the lesson the students are
1. Apply the basics of inserting common functions
into your worksheet by utilizing the AutoSum and
Insert Functions commands.
2. Familiarize with search and find various
functions, including exploring Excel's Functions
Library.
3. Apply how to sort data to better view and
organize the contents of your spreadsheet.
4. Demonstrate how to outline your worksheet in
order to summarize and control how y
4.1. Introduction Working with Basic Functions /
Sorting Data / Outlining Data
Introduction
     In this lesson, you'll learn the basics of inserting
common functions into your worksheet by utilizing the
AutoSum and Insert Functions commands. You will also
become familiar with how to search and find various
functions, including exploring Excel's Functions Library. 
     Many formulas you create use available worksheet
functions. These functions enable you to greatly enhance
the power of your formulas and perform calculations that
are difficult if you use only the operators. For example,
you can use the LOG or SIN function to calculate the
Logarithm or Sin ratio. You can’t do this complicated
calculation by using the mathematical operators alone.

4.2. Working with Basic Functions

Figuring out formulas for calculations you want to make in
Excel can be tedious and complicated. Fortunately, Excel
has an entire library of functions—or predefined formulas
—you can take advantage of. You may be familiar with
common functions like sum, average, product, and count,
but there are hundreds of functions in Excel, even for
things like formatting text, referencing cells, calculating
financial rates, and analyzing statistics.
Basic functions
A function is a predefined formula that performs
calculations using specific values in a particular order.
One of the key benefits of functions is that they can save
you time because you do not have to write the formula
yourself. Excel has hundreds of functions to assist with
your calculations.
To use these functions correctly, you need to understand
the different parts of a function and how to
create arguments in functions to calculate values and cell
references.
The parts of a function
The order in which you insert a function is important.
Each function has a specific order—called syntax—which
must be followed in order for the function to work
correctly. The basic syntax to create a formula with a
function is to insert an equals sign (=), function
name (SUM, for example, is the function name for
addition), and argument. Arguments contain the
information you want the formula to calculate, such as a
range of cell references.
Working with arguments
Arguments must be enclosed in parentheses. Individual
values or cell references inside the parentheses are
separated by either colons or commas.
 Colons create a reference to a range of cells.
For example, =AVERAGE(E19:E23) would calculate
the average of the cell range E19 through E23.
 Commas separate individual values, cell
references, and cell ranges in parentheses. If there is
more than one argument, you must separate each
argument by a comma.
For
example, =COUNT(C6:C14,C19:C23,C28) will count 
all the cells in the three arguments that are included
in parentheses.
To create a basic function in Excel:
1. Select the cell where the answer will appear
(F15, for example).
2. Type the equals sign (=), then enter the function
name (SUM, for example).

3. Enter the cells for the argument inside the

parentheses.
 5. Press Enter, and the result will appear.

4. Press Enter, and the result will appear.

The AutoSum command can also be accessed from

Excel will not always tell you if your function contains an
error, so it's up to you to check all of your functions. To
learn how to do this, read the Double-Check Your
Formulas (Links to an external site.)  lesson from
our Excel Formulas (Links to an external site.) tutorial.
Using AutoSum to select common functions
The AutoSum command allows you to automatically
return the results for a range of cells for common
functions like SUM and AVERAGE.
1. Select the cell where the answer will appear
(E24, for example).
2. Click the Home tab.
3. In the Editing group, click the AutoSum drop-
down arrow and select the function you want
(Average, for example).
the Formulas tab.
You can also use the Alt+= keyboard shortcut instead of
the AutoSum command. To use this shortcut, hold down
the Alt key and then press the equals sign.
4.2.1. Function Library
Function Library
There are hundreds of functions in Excel, but only some
will be useful for the type of data you're working with.
There is no need to learn every single function, but you
may want to explore some of the different types to get
ideas about which ones might be helpful to you as you
create new spreadsheets.
A great place to explore functions is in the Function
Library on the Formulas tab. Here, you can search and
select Excel functions based on categories such
as Financial, Logical, Text, and Date & Time. 

4. A formula will appear in E24, the selected cell. If

logically placed, AutoSum will select your cells for
you. Otherwise, you will need to click the cells to
choose the argument you want.
To insert a function from the Function Library:
1. Select the cell where the answer will appear (I6,
for example).
2. Click the Formulas tab.
3. From the Function Library group, select
the function category you want. In this example, we'll
choose Date & Time.
4. Select the desired function from the Date & Time
drop-down menu. We'll choose
the NETWORKDAYS function to count the days
between the order date and receive date in our
worksheet.
5. The Function Arguments dialog box will appear.
Insert the cursor in the first field, then enter or select
the cell(s) you want (G6, for example).
6. Insert the cursor in the next field, then enter or
select the cell(s) you want (H6, for example).
7. Click OK, and the result will appear. Our results
show that it took five days to receive the order.
The Insert Function command
The Insert Function command is convenient because it
allows you to search for a function by typing a description
of what you're looking for or by selecting a category to
peruse. The Insert Function command can also be used
to easily enter or select more than one argument for a
function.
Using the Insert Function command
In this example, we want to find a function that will count
the total number of supplies listed in the Office Supply
Order Log. The basic COUNT function only counts cells
with numbers; we want to count the cells in the Office
Supply column, which uses text. Therefore, we'll need to
find a formula that counts cells with text.
1. Select the cell where the answer will appear
(A27, for example).
2. Click the Formulas tab, then select the Insert
Function command.
3. The Insert Function dialog box will appear.
4. Type a description of the function you are
searching for, then click Go (Count cells with text, for
example). You can also search by selecting a
category.
5. Review the results to find the function you want
(COUNTA, for example). Click OK.
6. The Function Arguments dialog box will appear.
Insert the cursor in the first field, then enter or select
the cell(s) you want (A6:A14, for example).
7. Insert the cursor in the next field, then enter or
select the cell(s) you want (A19:A23, for example).
You can continue to add additional arguments if
needed.
8. Click OK, and the result will appear. Our results
show that 14 Total Supplies were ordered from our
log.
If you're comfortable with basic functions, you may want
to try a more advanced one like VLOOKUP. You can
check out our article on How to Use Excel's VLOOKUP
Function (Links to an external site.) for more information.
If you want to learn even more about functions, check out
our Excel Formulas (Links to an external site.) tutorial.
4.3. Sorting Data
With more than 17 billion cells in a single worksheet,
Excel 2010 gives you the ability to work with
an enormous amount of data. Arranging your data
alphabetically, from smallest to largest, or using other
criteria can help you find the information you're looking for
more quickly.
Basic sorting
Sorting is a common task that allows you to change or
customize the order of your spreadsheet data. For
example, you could organize an office birthday list by
employee, birthdate, or department, making it easier to
find what you're looking for. Custom sorting takes it a step
further, giving you the ability to sort multiple levels—such
as department first, then birthdate—to group birthdates
by department.
To sort in alphabetical order:
1. Select a cell in the column you want to sort by. In
this example, we'll sort by Last Name.
 1. Select a cell in the column you want to sort by.

2. Select the Data tab, then locate the Sort and

Filter group. 2. From the Data tab, click the ascending command
3. Click the ascending command to Sort A to Z or to Sort Smallest to Largest or the descending
the descending command to Sort Z to A. command to Sort Largest to Smallest.
3. The data in the spreadsheet will be organized
numerically.

4. The data in the spreadsheet will be organized

alphabetically.
To sort by date or time:

1. Select a cell in the column you want to sort by.

2. From the Data tab, click the ascending command

to Sort Oldest to Newest or the descending
command to Sort Newest to Oldest.
3. The data in the spreadsheet will be organized by
date or time.

Sorting options can also be found on the Home tab,

condensed into the Sort & Filter command.

To sort in numerical order:

 4. Click the drop-down arrow in the Order field, then
choose Custom List.

5. Select NEW LIST, and enter how you want your

data sorted in the List entries box. We'll sort T-shirt
Custom sorting sizes from smallest to largest.
6. Click Add to save the list, then click OK.
To sort in the order of your choosing:
You can use a Custom List to identify your own sorting
order, such as days of the week—or in this example, T-
shirt sizes from smallest to largest.

1. From the Data tab, click the Sort command to

open the Sort dialog box.

7. Click OK to close the Sort dialog box and sort

your data.

2. Identify the column you want to Sort by by

clicking the drop-down arrow in the Column field. In
this example, we'll choose T-Shirt Size.

8. The spreadsheet will be sorted in order of Small,

Medium, Large, and X-Large.

3. Make sure Values is selected in the Sort On field.


To sort by cell color, font color, or cell icon:
1. From the Data tab, click the Sort command to
open the Sort dialog box.
2. Identify the column you want to Sort by by
clicking the drop-down arrow in the Column field.
3. Choose whether you want to sort by Cell Color,
Font Color, or Cell Icon in the Sort On field. In this
example, we'll sort by Font Color.
4. In the Order field, click the drop-down arrow to
choose a color, then decide whether you want it
ordered On Top or On Bottom.
5. Click OK. The data is now sorted by attribute
rather than text.
4.3.1. Sorting multiple levels
Sorting multiple levels
Another feature of custom sorting—sorting multiple levels
—allows you to identify which columns to sort by and
when, giving you more control over the organization of
your data. For example, you could sort by more than one
cell color—such as red, then yellow, then green, to
indicate different levels of priority—or, as seen below, you
could sort students by homeroom number, then by last
name.
To add a level:
1. From the Data tab, click the Sort command to
open the Sort dialog box.
2. Identify the first item you want to Sort by. In this
example, we will sort Homeroom # from Smallest to
Largest.
3. Click Add Level to add another item.
4. Identify the item you want to sort by next. We will
sort Last Name from A to Z.
5. Click OK.
6. The spreadsheet will be sorted so homeroom
numbers are in order, and within each homeroom,
that students are listed alphabetically by last name.
Copy Level will add a level by duplicating the one you
have selected and allowing you to modify the sorting
criteria. This is useful if you need to sort multiple levels
that share some criteria, such as the same Column, Sort
On, or Order.
To change the sorting priority:
1. From the Data tab, click the Sort command to
open the Custom Sort dialog box.
2. Select the level you want to reorder.
3. Use the Move Up or Move Down arrows. The
higher the level is on the list, the higher its priority.
4. Click OK.
4.4. Outlining Data
If the amount of data in your worksheet becomes
overwhelming, creating an outline can help. Not only
does this allow you to organize your data into groups and
then show or hide them from view, but it also allows you
to summarize data for quick analysis using the Subtotal
command (for example, subtotaling the cost of office
supplies depending on the type of product).
Outlines give you the ability to group data you may want
to show or hide from view, as well as to create a quick
summary using the Subtotal command. Because outlines
rely on grouping data that is related, you must sort before
you can outline. 
Outlining data using Subtotal
The Subtotal command can be used to outline your
worksheet in several ways. It uses common functions like
SUM, COUNT, and AVERAGE to summarize your data
and place it in a group. 
In this example, we'll use the Subtotal command to count
the number of T-shirt sizes that were ordered at a local
high school. This will also place each T-shirt size in a
group, making it possible to show the count but hide the
details that are not crucial to placing the order (such as a
student's homeroom number and payment date).
To outline data using Subtotal:
1. Sort according to the data you want to outline.
Outlines rely on grouping data that is related. In this
example, we will outline the worksheet by T-Shirt
Size, which has been sorted from smallest to largest.
 8. The contents of your worksheet will be outlined.
Each T-shirt size will be placed in its own group, and
the subtotal (count, in this case) will be listed below
each group.
2. Select the Data tab, then locate
the Outline group.
3. Click the Subtotal command to open the Subtotal
dialog box.

4. In the At each change in field, select the column

you want to use to outline your worksheet. In this

5.
example, we'll choose T-Shirt Size.
In the Use function field, choose from the list of
Showing and hiding data
functions that are available for subtotaling. We'll use To show or hide a group:
the COUNT function to tally the number of each size.
6. Select the column you want the subtotal to 1. Click the minus sign—also known as the Hide
appear in. We'll choose the T-Shirt Size column. Detail symbol—to collapse the group.
7. Click OK.
 at the highest level will display the entirety of your
worksheet.

2. Click the plus sign—also known as the Show

Detail symbol—to expand the group again.

2. Click the next level (level 2 in this example) to

hide the detail of the previous level. In this example,
level 2 contains each subtotal.

3. Click the lowest level (level 1 in this example) to

You can also use the Show and Hide Detail buttons on
display the lowest level of detail. In this example,
the Data tab in the Outline group. Select a cell in the
level 1 contains only the grand total.
group you want to show or hide, then click the
appropriate command.

To view groups by level:

The groups in your outline, based on their hierarchy, are
placed on different levels. You can quickly display as little
or as much information as you want by clicking 4.4.1. Removing groups and subtotaling
the Level buttons to the left of your worksheet. In this
example, we will view levels in descending order, starting
with the entire worksheet on display, then finishing with
Removing groups and
the grand total. While this example contains only three
levels, Excel can accommodate up to eight.
subtotaling
To ungroup data:
1. Click the highest level (level 3 in this example) to
view and expand all of your groups. Viewing groups 1. Select the rows or columns you want to ungroup.
In this example, we'll ungroup size Small.
2. From the Data tab, click the Ungroup command.
The range of cells will be ungrouped.

3. All data will be ungrouped, and subtotals will be

removed.

To ungroup all of the groups in your outline, open the

drop-down menu under the Ungroup command, then
choose Clear Outline.
Ungroup and Clear Outline will not remove subtotaling
from your worksheet. Summary or subtotal data will stay
in place and continue to function until you remove it.

To ungroup data and remove subtotaling:

1. From the Data tab, click the Subtotal command

to open the Subtotal dialog box.
2. Click Remove All.
 

Creating your own groups

The Group command allows you to group any range of
cells—either columns or rows. It does not calculate a
subtotal or rely on your data being sorted. This gives you
the ability to show or hide any part of your worksheet and
display only the information you need.

To create and control your own group:

In this example, we will prepare a list of T-shirt colors and 5. The group will be hidden from view.
sizes that need to be distributed to each homeroom.
Some of the data in the worksheet is not relevant to the
distribution of T-shirts; however, instead of deleting it,
we'll group it, then temporarily hide it from view.

1. Select the range of cells you want to group. In

this example, we will group the First Name, Last
Name, and Payment columns.

Click the plus sign—also known as the Show

Detail symbol—to show the group again.

4.5. Summary Working with Basic Functions/

2. From the Data tab, click the Group command. Sorting Data / Outlining Data

Summary
 Basics of inserting common functions into your
worksheet by utilizing the AutoSum. 
 Insert Functions commands.
 Familiar with how to search and find various
functions including exploring Excel's Functions
Library.
 Sort data to better view and organize the
contents of your spreadsheet.
 Outline your worksheet in order to summarize
and control how your data is displayed.
3. Excel will group the selected columns or rows.

4. Click the minus sign—also known as the Hide

Detail symbol—to hide the group.