Excel 2010 Tips and Tricks - excel-networks.com · These specific topics will also include Quick...

Excel 2010 / 2013 Formulas, Formatting and Printing

Jeff Hutchinson Excel Networks

www.excel-networks.com

For Eva

luatio

n Only

Excel 2010 / 2013 Formulas, Formatting, Printing Excel has become a valuable industry standard. Whether it is used to create a budget, list information, or

improve math accuracy, it is a very useful resource. This manual will cover three major categories of

Excel including Formulas, Formatting, and Printing. These specific topics will also include Quick Access

Toolbar, zooming capabilities, creating & modifying spreadsheets, how to enter text and values into cells,

how to create formulas and functions, Autofill, Format, Insert and Delete columns and rows, as well as

formatting, printing and saving documents. Even if students have previously used Excel on some level or

are self-taught users, they will learn a variety of short cuts and time saving tricks to enhance spreadsheet

use.

The Excel 2010 and 2013 command and formula structures are very similar and this manual covers both

versions. However, new features that are added to Excel 2013 will be covered as needed.

How it’s designed This manual is designed in conjunction with an Online-Instructor-Led course (for more information see:

www.excel-networks.com). Unlike other manuals, you will not need to review lengthy procedures in

order to learn a topic. All you will need are the brief statements and command paths located within the

book to show you how to use a concept. Furthermore, you will find that this book is often used as a

reference to help comprehend a concept quickly, and an index is provided on the last page of the book to

reference pages as necessary. However, if more detail is needed, you can always use the Internet to search

a concept. Also, if your skills are weak due to lack of use, you can refresh your memory quickly by

visually scanning the concepts needed and then testing them out using the application.

Microsoft Office Specialist (MOS) This book is not MOS approved but contains exercises and examples to help you understand the concepts

needed to become certified. I suggest this Excel series along with the testing prep website (call for

details).

Table of Contents

1. Overview / Interface .................................................................................................................. 3 2. Data Entry Techniques .............................................................................................................. 8 3. Formulas .................................................................................................................................. 11 4. Formula Manipulation ............................................................................................................. 15 5. Worksheets .............................................................................................................................. 21 6. Formatting ............................................................................................................................... 24 7. Printing .................................................................................................................................... 32 8. Application Options ................................................................................................................. 38 Appendix A – Creating a Budget ................................................................................................... 39

Excel 2010 Formulas, Formatting and Printing Index ................................................................... 40

For Eva

luatio

n Only

Page 2

Exercise Download Exercises are posted on the web site and can be downloaded to your computer.

Please do the following:

Open Internet Explorer.

Type the web address: excel-networks.com/download/excel2013-1.exe You might get several security warnings, but answer yes and run through each one. When you click

“Unzip,” the files will be located in C:\Data\Excel2013-1 folder.

If there are any questions or problems, please

contact Jeff Hutchinson at:

[email protected]

Note: For Mac users, download the file at:

excel-networks.com/download/excel2013-1.zip

About the Author Jeff Hutchinson is a computer instructor teaching a variety of classes around the country. He has a BS

degree from BYU in Computer Aided Engineering and has worked in the Information Technology field

supporting and maintaining computers for many years. He also owned a computer training and consulting

firm in San Francisco, California, and after selling his business in 2001, he has continued to work as an

independent computer instructor in California and Utah. Mr. Jeff Hutchinson lives in Utah and provides

training for the Utah Valley University Community Education system, offering valuable computer skills

for the general knowledge of students, career development, and career advancement. Understanding the

technology and the needs of students has been the basis for developing this material. Jeff Hutchinson can

be contacted at [email protected] or (801) 376-6687.

Copyright and Release Information This document was updated on 5/27/2015 (Version 2) and is designed for Excel 2010. Excel 2013

differences have been added and the command differences are well documented. This material is the sole

property of Jeff Hutchinson and Excel Networks. Any emailing, copying, duplication or reproduction of

this document must be approved by Jeff Hutchinson in writing. However, students who take a class or

purchase the material can use this document it for personal development and learning.

How This Book Is Organized This book begins with some basic concepts and the later chapters provide more advanced

information. The following are special formatting conventions:

Numbered Sections on the left are the Concepts.

Italic Text is used to highlight commands that will perform the concept or procedure in

completing the practice exercises.

Practice Exercises are a Step-by-Step approach to performing the concept.

Student Exercises are an Independent approach to performing the concept.

Dark, Grayed-Out Sections are optional/advanced concepts.

Bolded items are ribbons or commands used.

http://www.excel-networks.com/download/acrobat11-1.exe

mailto:[email protected]

http://www.excel-networks.com/download/acrobat11-1.zip

mailto:[email protected]

For Eva

luatio

n Only

Excel 2010/2013 – Formulas, Formatting and Printing

Page 3

Excel 2010 /2013 Formulas, Formatting and Printing

1. Overview / Interface

In this chapter, we will demonstrate how to use the interface in order to navigate, zoom and switch the

screen layouts. Also, students will learn the location of commands and the Quick Access Toolbar.

Concept Explanation / Command String in italic. 1.1 Exercises Exercise files on a PC are located at C:\Data\Excel2013-1 folder and the Mac is

usually stored on the desktop in the Excel2013-1 folder.

If you make changes to the file, do not save using the same name.

Practice Exercise 1 File TabOpenFile Name: Inerface.xlsx.

1.2 Hide Ribbon Double-Click on the Home Ribbon Tab and it will collapse

the ribbons. Double-Click again, and it will unhide the ribbon.

1.3 Contextual

Ribbon Tab

When you select an object, a Contextual Ribbon will appear on

the top of the screen that is related to the selected object.

Insert Ribbon TabPictures (Choose a picture)Insert.

1.4 Gallery A gallery contains a sample of objects or

symbols.

Practice Exercise 2

Gallery Insert Ribbon TabShapes Gallery

Click on the Happy Face Icon once and

let go of the mouseDraw the happy face

on the Excel worksheet.

Practice Exercise 3

Contextual

Ribbon

Select the happy face and notice the

Format Contextual Ribbon Tab on top.

1. To change the color of the happy face:

Shape Styles Ribbon Group.

2. To change the Shape Effect

ReflectionChoose a Shadow or

Reflection.

`

1.5 Dialog Box

Launcher

A dialog is a pop-up box containing additional options.

Practice Exercise 4 Home Ribbon TabFont Ribbon Group select the small arrow in the lower

right corner of the Font Ribbon Group .

1.6 Minimize/

Maximize/ Close

Buttons

This will maximize, minimize, or close the window. Once

you minimize, you can maximize by clicking on the Excel

icon on the lower section of the screen.

Excel 2010

Excel 2013

1.7 Formula Bar The Formula Bar is located under the ribbon and allows for the typing of formulas

and text.

Practice Exercise 5

Formula Bar

Click in any blank cellType test(Notice the word in the formula bar) Change

the word to Testy in the Formula Bar.

1.8 Using the Mini

Toolbar

If you right-click on any cell, a small format bar will

appear called a Mini Toolbar. If it doesn’t appear, it may

be turned off (File TabOptionsGeneral Tab

).

Double Click

For Eva

luatio

n Only

Page 4

1.9 Status Bar On the lower portion of the screen in the bottom bar, is the Status Bar. To change

the parameters, right-click on the Status Bar in order to see possible options.

Practice Exercise 6 Right-Click on the Status Bar and turn off the Zoom Slider option in order to see

the Zoom Slider disappear in the lower right corner of the screen.

1.10 Zoom Slider

This is located in the lower right corner of the screen.

1.11 Zoom

Features

View Ribbon TabZoom Ribbon GroupZoom to selection and 100%.

Practice Exercise 7 1. Select several cells on the worksheetView Ribbon TabZoom to Selection.

2. Click the + and the – on the Zoom Slider located in the lower right corner

of the screen.

1.12 Backstage

View / File Tab

The Backstage View is

simply the file menu. It

contains the file open, close,

exit, new, etc. File

TabNewBlank

workbook.

1.13 New

Workbook

This will open a new workbook. File TabNewBlank

workbook.

1.14 New Template This opens a predefined template. File

TabNew (choose a template).

Right-Click Here.

For Eva

luatio

n Only


Page 5

1.15 Info This provides information about the opened workbook. File TabInfo.

The Advanced Properties contain title, subject, author, etc.

1.16 Save This saves the existing file as the default name. File TabSave.

1.17 Save As This saves the file in an alternative file format or in a different name. The following

are a few types:

Excel Worksheet (*.xlsx) – This is default or new XML file format.

Excel Macro-Enables Workbook (*.xlsm) – If the workbook contains Macros

(user defined programs), then it is identified as an xlsm file.

Excel 97-2003 Workbook (*.xls) – This is the older file format which is

incompatible with Excel 2010/2013 file format.

Note: Files can be saved on the local disk, remotely on a server drive, or on the web

in a OneDrive location (this is a web based storage location).

Practice Exercise 8 File TabSave AsSave as Type: Excel Worksheet (*.xlsx)

File Name: Test.xlsxSave Button.

1.18 Open This opens an existing file: File TabOpen(choose any file).

1.19 Close The Close option will close the active workbook and all others will

remain open.

1.20 Exit

Excel 2010 Only

The Exit option will close all open workbooks in Excel 2010. Excel

2013 opens each workbook as a separate window in order to move the

workbooks to a different location on a duel monitor. The Exit button

has been removed from Excel 2013.

Practice Exercise 9 File TabInfoProperties (right side of screen)Advanced Properties

Summary TabTitle: MyExcelAuthor: Janet.

1.21 Recent This is a list of Excel

workbooks that were

previously opened.

File TabRecent.

Note: In Excel 2013 this

feature is built into the open

button.

1.22 Pinning Files Within a recent page, when you pin a file (right of the file name), it turns on

the pin . When pinned, the file will remain on the recent list indefinitely.

Practice Exercise 10 File TabRecent(located a previously opened file and pin it.)

Advanced

Properties

For Eva

luatio

n Only

Page 6

1.23 Quickly

Access

Excel 2010 Only

Within the recent page on the bottom section, you can specify

the number of recent files to be added to the File Tab menu.

The following option:

This will add 4 files to the right under the File TabClose.

1.24 Compatibility

Checker

(FileInfo)

If you open an Excel 2003 file using the old (.xls) format, the file will

automatically maintain the Backward Compatibility. The following

will appear on the top of the screen if the file is not XML compliant:

.

To convert a file to the new XML file format (.xlsx):

File TabInfoConvert Button .

Practice Exercise 11

Compatibility

Mode

File TabOpenExcel2003 File Format.xls.

Notice that the name of the file contains the word . This means

the file is opened using Excel 2003 file format.

File TabInfoConvert button .

This will convert the file to the new file format.

1.25 Quick Access

Toolbar

This is located on the top left of the Excel interface. It is

used to add any command that provides easy access.

File TabOptionsQuick Access ToolbarChoose

CommandAddOk.


Quick Access

Spelling

Click the down arrow in the upper left corner Click .


Quick Access

Star

Click the down arrow in the upper left corner More CommandsChoose

commands from: Commands Not in the Ribbon AddOK.

Optional Topics

1.26 Document

Views

Excel 2013

There are different layouts or views

available in Excel. To change views:

View Ribbon TabDraft, Outline, Web

Layout, Full Screen Reading and Print

Layout.

1.27 Worksheet

Views

Excel 2010

Excel 2010 has a slightly different

layout. The Draft (2013) is the same as

Normal (2010). Custom View (2010)

allows you to select an area on your

sheet as a custom area. View Ribbon

TabNormal, Page Layout, Page

Break Preview, Custom Views, and

Full Screen.

The file names

will be listed here.

For Eva

luatio

n Only


Page 7

1.28 Themes Objects that use a combination of colors can be adjusted using themes.

Practice Exercise 14 File TabOpenExcel2003 File Format.xlsOpen ButtonSelect cells B9 to

D13Insert Ribbon TabColumn dropdownChoose a chart typePage

Layout Ribbon TabThemes Dropdown(Choose a Theme).

1.29 Online

Pictures

Excel 2013 Only

This is a new Excel 2013 feature that will help to search for pictures on

the web.

Normal - This is a standard working screen.

Page Layout – This shows the different physical pages.

Page Break Preview – This shows how the page will break.

Custom Views – This defines specific selected areas of the Worksheet.

Full Screen – Not available in Excel 2013.

1.30 Open In

Folder

Excel 2013 Only

The (File TabOpen) screen is different

from the Excel 2010 screen. The system

now remembers the various folders you

have opened. In order to browse the C:

folder, you must press the browse button.

1.31 R-click vs

L-click

Generally, on the Personal Computer (non-Mac), the Left Mouse

Button is used. However, if you want to see more options, choose the

Right Mouse Button.

1.32 Find This will find a text or number in the

existing sheet. Home Ribbon TabFind

& Select Button (Far right side of the

ribbon)Find.

1.33 Replace This will find and replace a text or number

in the existing sheet. Home Ribbon

TabFind & Select Button (Far right

side of the ribbon)Replace.

1.34 Properties Here you can add properties such as Title,

Author, Subject, etc. File

TabInfoProperties (right side of the

screen)Advanced PropertiesSummary

Tab.

This is a previous

folder used.

Choose Advanced Properties.

For Eva

luatio

n Only

Page 8

2. Data Entry Techniques

This chapter will focus on data entry techniques.

Concept Explanation / Command String in italic. Practice Exercise 15 File TabNewBlank workbook.

2.1 Selection Drag to select the text in the rows or columns. 2.2 Entering Text The traditional way to enter text is to simply type in the text and press the Enter

Key.

2.3 Select Enter

Text

Select several cells in a column and start typing. Press the Enter Key between each

value typed. This will increase accuracy by pre-counting the number of cells

available.

Practice Exercise 16 Select 5 rows in a single column (Start typing and don’t move the

mouse) 1Enter Key2Enter Key 3Enter Key 4Enter

Key 5Enter Key Enter KeyEnter KeyEnter KeyEnter

Key.

2.4 Select Using the

Keyboard

To select multiple cells use the Shift Key and the Arrow Keys.

Practice Exercise 17 Click in cell A1Hold the Shift Key and press the Down Arrow Key.

2.5 Adjacent

Selection

Format

Drag to select the text or a cell in the rows or columns to modify the text. Then, hold

the Ctrl Key down and select another column or row. This can be helpful when

formatting labels or entering information.

Practice Exercise 18 File TabNewBlank workbook. Select cells A3 to

A7Hold the Ctrl Key down and select cells B2 to

E2Change the highlight of the label to Yellow.

2.6 Adjacent

Selection Enter

Text

Drag to select the text in the rows or columns. Then, hold the Ctrl Key down and

select another column or row. Begin entering data by pressing the Enter Key after

each data entry.

Practice Exercise 19 File TabNewBlank workbookSelect cells

C2 to C6 Hold the Ctrl Key down and select cells

A2 to A6Type Tom, Debra, John, Jaxton, Wade,

23, 34, 29, 21, and 35 pressing the Enter Key after

each value.

2.7 Autocomplete This is an automatic way to enter text. It uses the text above the cell to complete the

data entry.

Practice Exercise 20 Continue from the previous exercise.

Click in cell A7 and type T and let the system autocomplete the namePress the

Enter Key to accept the name. Continue typing additional letters in a blank cell to

use Autocomplete. Try typing J and then A to complete the word Jaxton.

2.8 Pick From List Right Click on an empty cell with the information entered above the

empty cell. Then, choose the option “Pick From List.”

For Eva

luatio

n Only


Page 9

Practice Exercise 21 Continue from the previous Practice Exercise.

Click in a blank cell in column A at the end of the namesRight Click to see the

option “Pick From List.”

Student Project A

1. File TabNewBlank workbook

2. Enter the data in column A and B below using the selection techniques,

Autocomplete and Pick From List.

4. Enter the data in column D below using the selection technique.

5. Enter the data in column C and E below using the Adjacent selection

technique.

A B C D E

4 Sales Reps

5 Smith, S. New York 1819 1766 1942

6 Brown, N. Boston 1704 1809 1651

7 Wallace, F. New York 2009 2195 2164

8 Adams, G. Boston 1958 1725 1871

Keyboard Commands

Practice Exercise 22 File TabOpenInterface.xlsx.

2.9 Ctrl+A This selects the range: Click in the middle of the numbersCtrl A.

To select the entire worksheet: Ctrl A twice (Ctrl A Ctrl A).

2.10 Ctrl+B This Bolds the selected text: Home Ribbon TabBold .

2.11 Ctrl+I This Italicizes the selected text: Home Ribbon TabItalic .

2.12 Ctrl+U This Underlines the text: Home Ribbon TabUnderline .

2.13 Ctrl+5

This Strikethrough the text: Home Ribbon TabFont Ribbon GroupClick the

small arrow in the lower right corner .

2.14 Ctrl+Z This is used to Undo to the previous step. Quick Access ToolbarUndo .

2.15 Ctrl+Y This is used to Redo the previous step. Quick Access ToolbarRedo .

2.16 Ctrl+S This Saves the document. File TabSave.

2.17 Ctrl+O This Opens a file. File TabOpen.

2.18 Ctrl+N This Opens a New Workbook.: File TabOpen.

2.19 Ctrl+P This Prints the document.: File TabPrint.

2.20 Ctrl+F This Finds a text string. File TabFind and Select ButtonFind.

2.21 Ctrl+C This is used to Copy a cell. Home Ribbon TabCopy .

2.22 Ctrl+V Paste. Home Ribbon TabPaste .

2.23 Ctrl+X Cut. Home Ribbon TabCut .

2.24 F1 Help , Contents, and Index..

2.25 Ctrl+W

This closes a single worksheet but does not close Excel.

File TabClose.

2.26 Alt+F4

Excel 2010: This closes all opened worksheets. File TabExit.

Excel 2013: This closes one opened file at a time. It does not close all worksheets.

2.27 Ctrl+D

Fill Down. Type the word test in a cellSelect the cell and other cells belowCtrl

D.

2.28 Ctrl+R

Fill Right. Type the word test in a cellSelect the cell and other cells to the

rightCtrl R.

For Eva

luatio

n Only

Page 10

2.29 F7 Spell Check. Review Ribbon Tab Spelling & Grammar Button .

2.30 Ctrl

Down Arrow This moves to the next row and allows you to navigate much faster.

2.31 Shift Ctrl

Down Arrow This is an Accelerated Selection and allows you to select the area faster.

Optional Keyboard Keys

2.32 F2 Edit cell. Click in any cell containing informationF2Edit information.

2.33 Ctrl+G Go to, or F5. Press Ctrl GSelect a Name Range referenceShow.

2.34 Ctrl+H Replace text, or Home Ribbon Tab Find and Select ButtonReplace.

2.35 Ctrl+K Insert Hyperlink, or Insert Ribbon TabHyperlink.

2.36 F4

Absolute/Relative References, or Type $. Click in a cell reference in the formula

barF4.

2.37 F9 Recalculate all open workbooks.

2.38 F10 Activate Menu bar.

2.39 F11 New Chart, Alt+F1, or Insert Ribbon TabChart.

2.40 F12 Save As, or File TabSave As.

2.41 Ctrl+Shift+; Insert Current Time.

2.42 Ctrl+: Insert Current Date.

2.43 Ctrl+" Copy Value from Cell Above, or Home Ribbon TabPaste SpecialValue.

2.44 Ctrl+' Copy Formula from Cell Above, or Home Ribbon TabCopy.

2.45 Shift+F3 Insert Function, or Formulas Ribbon TabInsert Function.

2.46 Shift+F5 Find, Ctrl+F, or Home Ribbon Tab Find and Select ButtonFind.

2.47 Ctrl+F3 Name Manager, or Formulas Ribbon TabName Manager.

2.48 Alt+= AutoSum Button, or Home Ribbon TabAutosum.

2.49 Ctrl+Shift+* Select current region, or Ctrl A.

2.50 Ctrl+PgUp

/PgDn This moves between Worksheets

2.51 Alt Key These are Key Tips. Press the letter or number indicated in the ribbon.

For Eva

luatio

n Only


Page 11

3. Formulas

Formulas are one of the most important aspects of Excel. Here, we will teach the basics of using formulas

and functions.

Concept Explanation / Command String in italic. Practice Exercise 23 File TabOpenFormula1.xlsx.

3.1 Formulas A formula is a combination of numbers, functions and operators, to make up an end

result. To add use the + key, to subtract use the – key, to multiply use the *

key, and to divide use the / key.

3.2 Functions These accomplish a specific result such as Sum, Average, Count, Max and Min.

3.3 Order of

Operations

This is the order that Excel will process numbers, based on the operations used. The

order of operations will always perform multiplication and division first, then

process addition and subtraction.

Practice Exercise 24 Type the following in a blank cell: =5+2*3

The formula will be processed as follows = 5+(2*3).

The answer will be 11 not 21.

3.4 Autosum

∑ Icon

The Autosum is one of the most commonly used

functions to add up a series of numbers in a row or column.

1. Select Range or place cursor in result cell.

2. Click the Home Ribbon Tab∑ Icon.

3. Verify/Adjust the selected range.

4. Press the Enter Key.


Autosum Select cells B9Click the Autosum Icon

Press the Enter Key or click the Autosum Button again.

Complete cells C9 and D9.


Autosum Select cells E5Click the Autosum Icon

Press the Enter Key.

Complete cells E6 to E9.

3.5 Manually

Entering

Formulas

This is simply typing the formula in a blank cell to reference information.

1. Click in any blank cell and type: =B5-B6

2. Click in any blank cell and type: =Sum(B5:B8)

3. To edit the first formula in the formula bar, click in the cell and press

the F2 Key.


Manual Entering

Select cells G5 and type =E5-F5.

3.6 Manual

Addition

This technique uses the mouse to select or identify entered information.

1. Click in cell J13 and type: = Then select B5, press the + key, then select B6,

press the + key, then select B7, press the Enter Key.

2. Click in cell J14 and type: =(select B5)-(select B6)(Enter Key).


Manual Addition

Select cells G6 and press the = then select E6, press the - key, then select F6, press

the Enter Key. Complete cells G7 to G8.

3.7 Autosum

∑ Pull-Down

Option

Next to the Autosum is a small arrow that can be used to access other

commonly used functions such as Average, Count, Min, and Max.

For Eva

luatio

n Only

Page 12

1. Select Range or place the cursor in result cell.

2. Choose the arrow next to the Autosum ∑ Icon .

3. Choose the desired function.

4. Verify/Adjust the selected range.

5. Press the Enter Key.


Autosum ∑

Pull-Down

Place the cursor in cell H5. Select the Down

Arrow next to the Autosum and choose the

Average. We need to redefine the area to be

averaged, therefore, select cells B5 to D5 to

define the proper area. Complete cells H6 to

H8.

3.8 Insert Function

Fx

The FX tool provides access to many functions offered by Excel.

1. FX Icon.

2. Choose the desired function.

3. Select the desired range.

4. OK.


Fx

Click in cell B11 and press the Fx Button. Type the word Max and press the Go

Button . Double-Click on the result word Max and the dialog

box will open. Select cell B5 to B8 and press the Ok Button.

Continue the Max function for cell C11, D11.

Continue the Min function for cells B12 through D12 using any method desired.

3.9 Autocomplete

Formula

The Autocomplete will complete the typing of a formula

when you begin typing the beginning of a function.

1. Type =AV in any cell.

2. A list of available formulas that match the text will be

displayed.

3. Double-Click on the name AVERAGE.

4. Select the range to be averaged. Practice Exercise 31

Autocomplete

Place the cursor in cell E12. Type =Mi and choose the formula Min.

Then, type E5:E8, and when finished, press the Enter Key.

3.10 Range Borders

To check the formula range, double check on the formulas entered. A blue border

will appear around the range that defines the formula.

1. Double-Click on any formula.

2. A blue box will appear around the range.

3. Adjust the border if necessary.

Press the Esc Key to check the next range border. Then, continue to press the Esc

Key to check each and every formula.


Range Borders

Double-Click on cell B9 and verify that the range border is

correct. Press the Esc Key to abort the range borders.

Continue this process for every formula.

For Eva

luatio

n Only


Page 13

3.11 Autocalculate

Feature

Another formula checking technique is located on the status bar. When you select a

range of numbers, the totals will be displayed in the status bar. You must select

more than one cell.

1. Select Range.

If the total does not appear in the Status Bar, you can Right-Click on Status Bar to

turn the feature on.


Autocaluculate

Select cells B5 to D8. Review the status

bar for Sum, Average, Min and Max.

3.12 Autocorrect

Math Errors

Whenever you type the formula incorrectly, an error message box will appear. Read

the message displayed, as it may give the corrected version. Press Yes to accept it.

3.22 Edit Formula There are a couple of ways to edit a formula:

1. Select formulaF2Modify formula in the formula bar. Note: To expand the

formula bar, click on the small arrow on the far right .

2. Double click a formula and make changes in the cell.


Autocorrect

1. Type the following in a blank cell: =3+*4 Choose Yes to accept the

corrected formula.

2. Type the following in a blank cell: =12/*4 Choose Yes to accept

the corrected formula.

Student Project B Complete the formulas in the

sheet. Note: This is the exact

example as previously

completed.

File TabOpen

Formula2.xlsx.

Student Project C Complete the functions in

the empty cells.

File TabOpen

Formula3.xlsx.

For Eva

luatio

n Only

Page 14

Student Project D Complete the formulas in the

gray boxes using proper

operators and functions.

File TabOpen

Formula4.xlsx.

Student Project E Calculate the yearly salary. Complete the Total,

Average, Minimum, Maximum, and Count for

both the Monthly Salary and Yearly Salary.

File TabOpenFormula5.xlsx.

For Eva

luatio

n Only


Page 15

4. Formula Manipulation

Once a formula or function is created, you may want to copy or move the result to a new location.

Therefore, we will discuss Cut, Copy, Fill Handle and Drag/Drop features in this chapter.

Concept Explanation / Command String in italic. 4.1 Cut, Copy, and

Paste

When you copy and paste formulas to a different cell, the

references change a relative position. If you copy a formula

that references cell A1, and then copy it down one cell, it will

then reference cell A2.

Practice Exercise 35 File TabOpenCopying1.xlsx.

Complete all the formulas by using the Copy and Paste feature.

4.2 Drag-and-Drop

Editing

Once you complete a group of cells, it can be moved using the Drag-and-Drop

feature. Select the formula resulthold the cursor over the selection

until you see Then, hold the Left Mouse downDrag-and-Drop down.

Practice Exercise 36 Continue with the previous exercise.

Select cells A4 to H9Let go of the Left MouseHold the cursor over the selected

area until you see Then drag and drop to Row 12.

4.3 Undo/Redo After you complete a formula, you can undo or redo it. Press Ctrl Z to

undo an action, and Ctrl Y to redo an operation. The Undo and Redo

are also in the Quick Access Toolbar located in the upper left corner

of the screen.

Quick

Access

Toolbar

Practice Exercise 37 Undo the previous exercise by pressing Ctrl Z once.

4.4 Drag-and-Drop

Copy

Once you complete a group of cells, it can be copied using the Drag and Drop

Copy feature. Select the desired cellshold the Ctrl Key then hold the cursor over

the selection until you see Then hold the Left Mouse downDrag and Drop

down.

For Eva

luatio

n Only

Page 16

Practice Exercise 38 Continue with the previous exercise.

Select cells A4 to H9Let go of the Left MouseHold the Ctrl down (don’t let

go)Hold the cursor over the selected area until you see Then Drag-and-

Drop to Row 12.

Paste Special

4.5 Paste

Dropdown

There may be times when you want to paste only certain aspects of copied data

(such as formulas, values, or formats). The Paste Special feature allows you to

specify which aspect of the copied data you want to paste; you can paste all cell

attributes, or only selected ones.

4.6 Paste All This is a normal copy and paste operation.


Paste All

File TabOpenPaste Special1.xlsxDisplay the Qtr 1 worksheetSelect cell

A2Click Copy Select Cell A20Click PastePaste Special AllOK.

For Eva

luatio

n Only


Page 17

4.7 Values This pastes the result of a formula rather than the formula itself. If used to paste

text or numbers, it pastes the text or number without any formatting. Practice Exercise 40

Values

Continue with the previous exercise.

Drag across E7:G7 on Qtr 1 worksheet tab, then release the mouse buttonClick

Copy Click the Annual worksheet tabClick cell B3Click Paste

Click Paste SpecialClick Paste ValuesOK.

Copy the values in the range E7:G7 from the Qtr 2, Qtr 3, and Qtr 4 worksheets

to the corresponding cells in the Annual worksheet. Notice that Cell B3 in the

Annual worksheet does not show a formula.

4.8 Formulas With this option, you can copy a cell and paste just the formula from the cell, not

its format or specific formula results. When you paste a formula, relative cell

references in the formula adjust to the formula’s new location. Absolute cell

references, however, do not adjust; they will always refer to the absolute cell

address.


Formulas


Display the Qtr 1 worksheetDrag across E7:G7, then release the mouse

buttonClick Copy Click the Annual worksheet tabClick cell B7Click

Paste Click Paste SpecialClick FormulasOK.

The results of a pasted formula is identical to a copy and paste. However, no

formatting is copied. Review the formula result in cell B7.

4.9 Formats

This is similar to the Format Painter. When you copy the contents of a cell, you

paste only the format that is contained within the cell.


Formats


Select cell A1 in Qtr 3 WorksheetClick Copy Click the Qtr 4 Worksheet

tabClick cell A1Click Click Paste SpecialClick FormatsOK.

Notice the title of Qtr 4 did not change and the format was applied.

4.10 Comments This will copy a cell and paste just the Comment attribute of that cell.


Comments


Select cell A4 in Qtr 1 Worksheet tabRight-ClickInsert CommentType:

Number 1 sales personClick on Cell A4Click Copy Click cell A6 in

the Qtr 1 Worksheet tabClick Click Paste SpecialClick

CommentsOK. Notice Cell A6 now contains the comment.

For Eva

luatio

n Only

Page 18

4.11 Validation This will copy a cell and then paste just the validation attribute of that cell.


Validation


1. Select cell C3 in By Rep Worksheet tabClick Data ribbon tabClick Data

ValidationClick Data ValidationAllow: DecimalData: Greater than or

equal toMinimum: 0Click OK.

2. Type in Cell C3, Then type in -1, then type 0, then type 1,766.55Click on

Cell C3Click Copy Select cells C4 to C6Click Paste Click

Paste Special Click ValidationOK.

3. Notice Cells C4 to C6 follow the validation contained in cell C3.

4.12 Mathematical

Operations

With this option, you can use the Paste Special feature to perform mathematical

operations. When you paste values or formulas, you can add to, subtract from,

multiply by, or divide by the existing values. This feature allows you to consolidate

figures.


Mathematical

Operations


1. Click the Qtr 1 worksheet tabDrag across G3:G6, then release the mouse

buttonClick Copy Click the By Rep tabClick cell C3Click Paste

Click Paste Values.

2. Click the Qtr 2 tabDrag across G3:G6, then release the mouse buttonClick

Copy Click the By Rep tabClick cell C3Click Paste Click

Paste SpecialClick Click Click .

3. Add the values in G3:G6 on the Qtr 3 and Qtr 4 worksheets to the paste range

in the By Rep worksheet. Note: The total in C7 should be $73,009.98.

4.13 Skip Blanks This avoids replacing values in your paste area when copying blank cells. Use this

to consolidate lists and have list one skip blank cells.


Skip Blanks


Click the By Rep tabType the following in the corresponding cells:

G H

4 John John Doe

5 Jane

6 Jack Jack Doe

Select cells H4 to H6Click Copy Select cells G4 to G6Click Paste

Click Paste SpecialClick Skip BlanksOK.

Notice that the blank cell H5 was not copied to cell G5.

4.14 Transpose This is used to switch a vertical range of cells to a horizontal range or vice versa.

You can copy the row headings in A5:A8 and transpose them to create column

headings in A15:D15. To do this, select the area desired and copy it. Then use the

Paste Special in a new location and check the check box.


Transpose


Select cells A2 to H7 on Qtr 4 worksheet tabClick Copy Select cell

A12Click Paste Click Paste SpecialClick TransposeOK.

Notice that all text and formulas have been transposed.

For Eva

luatio

n Only


Page 19

4.15 Paste Link This links the pasted data on the copied cell.

This pastes a link to the copied cell. If you copy cell B9 and Paste Link into cell

D15, Excel pastes the link =$B$9 into cell D15. Thereafter, cell D15 will always

display the same value as cell B9.

Practice Exercise 48 Paste Link


Select cell B3 on Qtr 3 worksheet tabClick Copy Select cell B13Click

Paste Click Paste SpecialClick Paste Link button.

Change the value in cell B3 to 5000 and notice that cell B13 changes to 5000.

Cell $B$13 will be Absolute and will always point to cell B3.

Close the workbook without saving it.

4.16 No Borders This is similar to the Paste option; if you copy cells that have borders, it pastes the

data or formulas, together with all the formatting except the borders.

Fill Handle

4.17 Fill Handle

Formulas

Look for the black cross in the lower right corner of the selected

cell. Grab the Fill Handle (black cross) and drag downward or to

the right.


Fill Handle

File TabOpenCopying2.xlsxUse the fill to complete the formulas in cell

H6 to H8, I6 to I8, and C9 to I9.

4.18 Fill Handle

Text

Look for the black cross in the lower right corner of the selected

cell. Grab the Fill Handle (black cross) and drag downward or to

the right.

Student Project F

Fill Command

Open a blank worksheet (File TabNewBlank Worksheet) and type the

following:

Starting Value:Monday┼ Mon┼ January┼ 1/1/1997┼ 1st┼

Qtr1 Fill Series Tuesday Tue February 1/2/1997 2nd Qtr2 Results Wednesday Wed March 1/3/1997 3rd Qtr3 Thursday Thu April 1/4/1997 4th Qtr4 Test4 Friday Fri May 1/5/1997 5th Qtr1 Test5 Saturday Sat June 1/6/1997 6th Qtr2 Sunday Sun July 1/7/1997 7th Qtr3 Test7 Monday Mon August 1/8/1997 8th Qtr4 Test8

4.19 Fill Handle

Options

After you fill the series, you can change the options to choose Weekdays, Months,

Years, etc. Look for the Smart Tag . When you complete the Fill Handle,

change the options.


Change Series

Results

Go to a blank cellType: 1/1/2000Grab the lower right

corner fill handleDrag it down and let go of the Mouse

ButtonClick the Smart Tag to see the optionsChoose “

Fill Months.”

For Eva

luatio

n Only

Page 20

4.20 Learned

Pattern

Type in several values. Select both and fill down to continue the pattern.


Learned Pattern

Type in cell A1 “100” and in cell A2 “99.” Select both values and

locate the Fill Handle. Fill down to continue the pattern.

Relative and Absolute Referencing

4.21 Relative

References

Every formula uses Relative referencing by default. When a formula is copied, it is

relative to the row or column.

4.22 Absolute

References

Absolute referencing allows a single cell to be fixed or references a specific

location. When this specific location is changed, it changes all the references.

Adding $ in front of a formula is the key to referencing an absolute location. The

formula =$B$1 * B2 pulls the information in cell B1 and multiplies it by B2. When

copied to cell B3 it will still reference B1 because the $ is in the formula.


Absolute

Reference

1. File TabOpenAbsolute Reference1.xlsx.

2. Click in cell I5Click in the formula bar to change the formulaClick

in the formula H1 and make sure the cursor is blinking inside the formula,

similar to the following: Press the F4 Key to add the

absolute $ in the formula and the result will look like: .

Press the Enter Key to finalize the formula.

3. Grab the Fill Handle and fill the formula to cells I6 to I9Inspect the

formula in cell I6 to see if H1 is still in the formula.


Absolute

Reference

1. File TabOpenAbsolute Reference2.xlsx.

2. Click in cell J5Click in the formula bar to change the formulaClick

in formula D13 and make sure the cursor is blinking there

similar to the following: Press the F4 Key to add the

absolute $ in the formula and the result will look like:


3. Grab the Fill Handle and fill the formula to cells J6 to J9Inspect the

formula in cell J6 to see if D12 is still in the formula.

Optional Topics

4.23 Mixed

Absolute Reference

Usually, the default for absolute is both Letter and Number. It will have a $ in front

(example: $H$1), but the letter and number can be either Absolute or Relative.


Mixed Reference

1. File TabOpenAbsolute Reference3.xlsx. 2. Click in cell J5Click in the formula bar to

change the formulaClick

in the formula and change it to look like:

.


3. Grab the Fill Handle and fill the formula

down from cells J6 to J9. Then, select J6 to

J9 and fill the right to column M. The result

will look similar to the example to the right.

For Eva

luatio

n Only


Page 21

5. Worksheets

It is important to know how to create new worksheets within a workbook (or file). Also, it is valuable to

be able to manipulate rows and columns.

Worksheet Tabs

Concept Explanation / Command String in italic. Practice Exercise 55 File TabOpenWorksheet1.xlsx.

5.1 Insert New

Worksheet

To insert a new Worksheet Tab: Click on the following icon

or Right-Click on a Worksheet TabInsertOk.

The icon has changed to in Excel 2013.

5.2 Delete To Delete a Worksheet Tab: Right-Click on a Worksheet

TabDelete.

5.3 Rename To Rename a Worksheet Tab: Right-Click on any Worksheet

TabRenameThen type in the new name of the worksheet. Also, the Worksheet

Tab can be renamed by simply double clicking on the Worksheet Tab and typing

in the new name.

Practice Exercise 56 Double-Click on the last worksheet in the listType:

LastSheet.

5.4 Move A

Worksheet

To Move a Worksheet or change the worksheet order to a new position: Right-

Click on a Worksheet TabMove or CopyThen choose the new location. Also,

select the tab and drag it to the new location.

5.5 Copy A

Worksheet

To Copy a Worksheet to a new position: Right-Click on a Worksheet TabMove

or CopyCheck the Copy Button Then choose the new location.

5.6 Tab Color To change the color of the Worksheet Tab:

Right-Click on a Worksheet TabTab

Color(Choose a color).

5.7 Hide To Hide a Worksheet Tab: Right-Click on a Worksheet TabHide. Hiding a

Worksheet Tab can be used to hide formulas or documentation.

5.8 Unhide To Unhide a Worksheet Tab: Right-Click on any Worksheet TabUnhide.

Practice Exercise 57 Right-Click on Sheet1HideRight-Click on Sheet2UnhideHighlight

Sheet1 to display the sheet.

5.9 Navigation

Arrows The Navigation Arrows are used to move Worksheets in order to view

some that may not be visible.

5.10 View

Navigation

If you Right-Click on the navigation arrows, a pop-up will

display all the worksheets. Simply choose the worksheet you

want to navigate.

5.11 Select Multiple

Worksheets

When you select Multiple Worksheets, you can format them all at the same time.

Use the Ctrl or Shift Keys to select 1 or more sheetsFormat or type information

on a single sheet in order to format all worksheets.

New Workbook.

Right Click here.

For Eva

luatio

n Only

Page 22

Practice Exercise 58 Select the January sheetHold the Shift Key and select the March sheetRight-

Click on January sheet and choose Tab ColorRed.

April is not selected.

Optional Topics

5.12 Protect Sheet Protection will be covered in a later class, but it is possible to password protect a

Worksheet to prevent anyone from modifying it. File TabSave As Tools

General Options Password to Open: xxxSave.

Column and Row Manipulation

Practice Exercise 59 Continue from the previous exercise.

5.13 Select

Rows/Columns

Choose the gray letters (on the top) or numbers (on the bottom) to select the entire

row or column.

5.14 Row/Column

Width

Select the line between the rows or columns to

expand the width of the column or row.

5.15 Manual

Row/Column

Width

You can change the column width or row height by entering

a specific numeric value. Right-Click on the row number or

column letterColumn Width or Row height.

5.16 Insert

Row/Column

To Insert a new row or column, simply: Right-Click on the

row number or column letter and choose Insert.

5.17 Delete

Row/Column

To Delete a row or column simply: Right-Click on the row

number or column letter and choose Delete.

5.18 Insert

Multiple

Rows/Columns

Select Multiple Rows or ColumnsRight-Click to insert

additional rows/columns.

5.19 Delete

Multiple

Rows/Columns

Select Multiple Rows or Columns and Right-Click to delete them.

5.20 Evenly

Change the Width

of Multiple Rows

/Columns

This will allow you to change the width of Multiple Rows/Columns evenly or

symmetrically so all Rows/Columns will be the same. Select Multiple Rows or

Columns and move the line in between them.

Student Project G File TabOpenWorksheet2.xlsx and test out the above concepts.

Optional Topics

5.21 Freeze Panes This will freeze the first row and/or the left column to allow that row or column to

be visible as you scroll right or down.


Freeze File TabOpenPrinting1.xlsxSelect cell B5View Ribbon TabFreeze

Panes DropdownFreeze Panes. To test: scroll the screen down and right.


Freeze

One Column

Continue from previous exercise.

View Ribbon TabFreeze Panes DropdownUnFreeze Panes.

Select column BView Ribbon Tab Freeze Panes DropdownFreeze Panes.

Row/Columns

For Eva

luatio

n Only


Page 23

5.22 Split This will place a movable bar that splits the screen into multiple windows. To

remove the Split, click on the Split button or double click on the Split bar on the

screen.


Split


View Ribbon TabSplit Button.

Select cell B5View Ribbon TabSplit Button. To test: Move the solid bar and scroll down and right.

5.23 Hide/Unhide

Column or

Row

The Hide feature allows you to hide a row or column so the worksheet cannot be

seen. This may be useful if you have formulas or lookup information you do not

want the end user to view.


Hide


Hide: Right Click on any column or rowHide.

Unhide: Select all column or rows Right Click on any column or row Unhide.

For Eva

luatio

n Only

Page 24

6. Formatting

Once the formulas are entered, the spreadsheet must be formatted to look presentable.

Font Format

Concept Explanation / Command String in italic. Practice Exercise 64 File TabOpenFormat1.xlsx.

6.1 Font Group The Font Ribbon Group is the most

commonly used formatting feature. It is

located in the Home Ribbon Tab.

6.2 Font Type Common font types used are Arial and Times New Roman.

6.3 Font Size Use the Pull Down Button to choose the size desired, or type an unusual

size such as 11.5, or 300, etc.

Practice Exercise 65 Select A1Size: 16 .

6.4 Font Increase The Font Increase Button allows you to enlarge the text one size up.

6.5 Font Decrease The Font Decrease Button allows you to reduce the text the next size down.

6.6 Bold Bold is easily accessible to allow titles and labels to stand out.

Practice Exercise 66 Select cells A2 to A7 and B2 to I2Bold

6.7 Italics Italics are easily accessible to allow text to be formatted.

6.8 Underline Underline is easily accessible to allow text to be formatted.

6.9 Font Color Many colors are available by choosing the Drop Down Arrow.

Practice Exercise 67 Select A1Font Color: Blue

Optional Font Topics

6.10 Format

Painter

The Format Painter is used to paint an existing format to another

location. You can also double click on the Format Painter and paint

multiple times.

Practice Exercise 68 File TabOpenFormat6.xlsxSelect the Jan label C2Double click on the

Format Painter Format labels by clicking Apr, May, Jun, July, August and

September. To get out of the Format Painter tool, press the ESC Key or select the

Format Painter to turn it off.

6.11 Font Effects The effects are located in the Options Button located in the

lower left corner of the Font Ribbon Group. The options to

the right are available.

6.12 Serif

These are fancy fonts better suited for a printed page. Examples of Serif fonts are:

, , , etc.

6.13 Sans-Serif These are best for easy reading on a monitor. Example of the Sans-Serif font are:

, , , , etc.

For Eva

luatio

n Only


Page 25

The end result from the formatting above:

Alignment Format

6.14 Alignment

Ribbon Group

The Alignment Ribbon Group

contains the most commonly used

alignment options.

6.15 Word Wrap This allows the text that extends beyond the cell width to wrap

downward below the cell. It reduces the need for larger width of

cells.


Word Wrap


Select cell A1Alignment Ribbon GroupWord Wrap Button .

6.16 Merge cells The Merge and Center Button will group the selected

cells together into a single cell and center the text.


Merge & Center

Select cells A1 to I1Click the Merge

and Center Button located in the Alignment Ribbon Group.

6.17 Vertical

Alignment

Vertical Alignment allows you to vertically align a text in the middle

of the cell.

Practice Exercise 71 Select cell A1Middle Align .

6.18 Horizontal

Alignment

This is the standard Left, Center and Right Alignment feature.

Practice Exercise 72 Select cell A1Center Align .

6.19 Rotation This button rotates the text in the cell to the most commonly used rotations.

The most common rotation angle is 45 degrees and is used to reduce the

cell width.


Rotate Select Cells A2 to I2Choose the Angle Counterclockwise Button . To

customize the angle, select the small arrow under the Alignment Ribbon Group .

6.20 Indent This Indents text within a cell. This is an example:


Select cells A3 to A6Home Ribbon TabIncrease Indent .

For Eva

luatio

n Only

Page 26

6.21 Rotation At

Any Angle

Angled text can be rotated at any angle. In order to change

the text, use More Options under the Alignment Ribbon

Group.

Practice Exercise 75 Select cells A2 to I2 More Options Alignment Ribbon Group30

degrees.

Optional Alignment Topics

6.22 Shrink To Fit This option will shrink all text to fit in the cell.

6.23 Hard Returns This allows you to do a Hard Return within a cell at a specific text location.

Practice Exercise 76 In cell A2, click just after the word “Sales” in Sales ReportAlt + Enter Key. Mac

Command: Command+Option+return, or Control+Option+Return.


Number Format

6.24 Number

Ribbon Group

The Number Ribbon Group is located on the Home

Ribbon Tab and contains some of the more common

formatting features.

6.25 General

Format

When you start a new workbook, the blank cells are

formatted as General. This is a neutral format. For

example, when you type in a date, the cell will format as

a date format. If you type in a number, the cell will be

formatted as a number format.

6.26 Number

Format

This is the default number format.

6.27 Currency

Format

The Currency Method displays the dollar ($) sign in

front of the number. Example:


Currency Method

Continue using the previous exercise.

Select cells B3 to H7Numbers Ribbon Group choose the Currency Dropdown

Button.

More Options .

For Eva

luatio

n Only


Page 27

6.28 Accounting

Format

The Accounting Method displays the dollar ($) sign in

front of the cell. Example: .


Accounting

Method

Select cells B7 to H7Numbers Ribbon Group

choose the Accounting Dropdown Button or click on the

$ button (default). Note: Expand the column if a pound

sign appears in the front of the cell.

6.29 Short Date

Format

The Short Date Format is in the form: 1/1/2000.

6.30 Long Date

Format

The Long Date Format is in the form of:

Saturday, January 01, 2000.

6.31 Time Format The Time Format is in the form: 12:00:00 am.

6.32 Percentage

Format

The Percentage Format is in the form: 32.23%.


Select cells I3 to I7Percentage %.

6.33 Percent This is the Percent Format method listed above. It formats a number

to a Percent Format.

6.34 Comma This places Commas in a large number at the appropiate locations.

6.35 Decimal Points This will adjust the number of decimal places in a whole number.

Practice Exercise 80 Increase the decimal place to one decimal. Select cells I3 to I7

Increase Decimal .

Optional Number Topics

6.36 Fraction

Format

The Fraction Format is in the form: 1/2.

6.37 Scientific

Format

The Scientific Format is in the form: 2.35 E + 8.

The 2. Indicates 8 digits or 235000000. 6.38 Text Format The Home Ribbon Tab displays the most commonly

used formatting available. In the lower corner of the font

group is a little arrow . This will display all the

format features including less-used features.

6.39 More Number

Options

When you click the More Options Button, located at the lower

right corner of the Number Ribbon Group, the formatting options

will appear. This provides more detailed formatting capabilities.

For Eva

luatio

n Only

Page 28

6.40 Special

Formatting

This allows you to format a Zip Code, Zip Code + 4, Phone Number, and Social

Security Number.

6.41 Custom

Formatting

This provides unique formatting. One common formatting

feature is to replace a 0 value with a dash (-) character. The code

to use is

_(*#,##0_);_(*(#,##0);_(*”-“_);_(@_)

This code is located 33 lines down from the top.

The end result

places a dash

instead of zeros.


Border Format

6.42 Border The Dropdown Gallery allows easy access to common

border formatting features. The three most common are

Borders, Outside Border, and Thick Box Border. Select

the area to add bordersClick the Border drop down

. This will add borders to all selected cells.

Practice Exercise 81 Continue using the previous exercise.

Select A2 to I7All Borders

6.43 Border

Outline

You can choose one of these to format the area

accordingly. To find this screen: Click on the more

arrow in the Font Ribbon Group Choose

Border Tab.

6.44 Border Color There are a variety of colors available. To find this screen:

Click on the more arrow in the Font Ribbon Group

Choose Border Tab.

6.45 Border Edge These will format border edges of the selected

cells. To find this screen: Click on the more

arrow in the Font Ribbon Group

Choose Border Tab.

6.46 Background

Color

Choose the Background Color of the selected cells.

For Eva

luatio

n Only


Page 29

6.47 Border Style There are a variety of Border Styles.

To find this screen: Click on the More Arrow in

the font Ribbon Group Choose Border Tab.

6.48 Border

Placement

This is the most important customized feature. Based

on the color and style chosen, you can click on this

area to add the style/color to the location desired. To

find this screen: Click on the more arrow in the

Font Ribbon Group Choose Border Tab.

Practice Exercise 82 Select cells A7 to I7Click on the

more arrow in the Font Ribbon

Group Choose Border

TabChoose a Thicker

BorderClick on the top edge of the

box.

Practice Exercise 83 Select cells B3 to I7Click on the

more arrow in the Font Ribbon

Group Choose Border

TabChoose a Thicker

BorderClick on the top edge of the

box.


Add border

where you

click.

Thick Border

on Top

Thick border

outer edge.

Thick Border

on Top Thick Border

on Top

For Eva

luatio

n Only

Page 30

Fill Cell Format

6.49 Fill This is the detailed Fill feature which can be

completed in the Font Ribbon Group. To find

this screen: Click on the more arrow in the

Font Ribbon GroupChoose Fill Tab.


Adjacent

Selection


Select cells A2 to A7Hold the Ctrl Key down and select B2 to I7Choose the

desired formatting such as Shading of light blue .


Complete the following unformatted sheets using the features discussed in this chapter.

Student Project H File TabOpenFormat2.xlsx.

Student Project I File TabOpenFormat2.xlsx.

Note: Use the Merge and Center for cells A2 to A16 and angle the text 90 degrees.

Student Project J File TabOpenFormat4.xlsx.

Student Project K File TabOpenFormat5.xlsx.

Student Project L File TabOpenFormat6.xlsx.

Optional Topics

6.50 Text Boxes This allows you to place a text box on top of an Excel Worksheet. Insert

Ribbon TabText BoxDraw the text box on the worksheet. To

format the shape, refer to the Format Contextual Ribbon Tab or Right-

ClickFormat Shape. 6.51 Picture Graphic images can be placed a worksheet. Insert Ribbon

TabImageDraw the picture on the worksheet. To format the object,

refer to the Format Contextual Ribbon Tab or Right-ClickFormat

Shape.

For Eva

luatio

n Only


Page 31

6.52 Smart Art This is additional art used for presentation purposes. Insert Ribbon

TabSmart ArtDraw the Smart Art on the worksheet. To format the

object, refer to the Format Contextual Ribbon Tab or Right-

ClickFormat Shape.

6.53 Clip Art Clip Art can be used to add graphic images from a library. Insert Ribbon

TabClip ArtChoose the desired object from the Clip Art library. To

format the image, refer to the Format Contextual Ribbon Tab or Right-

ClickFormat Shape. 6.54 Shapes Shapes are objects that can be added as needed. Insert Ribbon

TabShapes DropdownChoose the desired shapeDraw the shape

on the worksheet. To format the shape, refer to the Format Contextual

Ribbon Tab or Right-ClickFormat Shape.

For Eva

luatio

n Only

Page 32

7. Printing

Often times, spreadsheets do not fit on a single 8-1/2 x 11 page. However, Excel has the features to ensure

everything will fit perfectly.

Page Layout/Page Setup Ribbon Group

Concept Explanation / Command String in italic. Practice Exercise 85 File TabOpenPrinting1.xlsx.

Page Layout Ribbon TabPage Setup Ribbon Group.

7.1 Margin Choose a standard size margin or choose

custom margins.

7.2 Orientation Choose Portrait or Landscape

options.

7.3 Size Choose the Paper Size to be printed.

7.4 Print Area One common problem in printing is that you may end up

with several blank pages. This is because the default area

includes the blank areas. To overcome this, you can

redefine the Print Area.

Practice Exercise 86 Select cells A1 to K124Page Layout Ribbon TabPrint Area

ButtonSet Print Area command. To test it: File TabPrintsee Page

2,3,etc.

7.5 Breaks Sometimes you need to force a Page Break in order

to make sure information is pushed to a new page.

You can also Remove Page Break or Reset All

Page Breaks to remove all predefined ones.

7.6 Background This will change the background of the Excel worksheet.

Note: To add a watermark, search for an image with the word

DRAFT or CONFIDENTIAL in the image.

Practice Exercise 87 Page Layout Ribbon TabBackground Background.pngInsert.

7.7 Print Titles When you create large worksheets, you may want the rows to be repeated on each

page. Page Layout Ribbon TabPrint Titles ButtonSheet.

For Eva

luatio

n Only


Page 33

Practice Exercise 88 Page Layout Ribbon TabPrint Titles Sheet Tab Click in the box located

next to the Select rows 1 to 5.

Note: The sheet dialog box will look like the following:

To test it: File TabPrintGo to page 2 to see the title on top.

Print Print Options

Practice Exercise 89 File TabPrint (The option are displayed on the left)

7.8 Print Active

Sheets

If you select multiple sheets, more worksheets

will be printed.

Practice Exercise 90 Select 2 worksheets: Select Sheet1Hold the Ctrl Key and select Sheet2.

Note: Both Sheet1 and Sheet2 should be white or selectedFile Tab

PrintPrint Active Sheets.

7.9 Print Entire

Workbook

This prints all sheets in the workbook.

7.10 Print Selection This prints just the selected area in the

worksheet.

Practice Exercise 91 Select cells A1 to K22File TabPrintPrint Selection.

7.11 Ignore Print

Area

The option (Page Layout Ribbon TabPrint

AreaSet Print Area) will be ignored and

will print everything Excel recognizes as valid

area to print.

7.12 Pages You can limit the number of pages to print.

For Eva

luatio

n Only

Page 34

7.13 Orientation You can redefine the page orientation.

7.14 Page Size You can redefine the page size.

7.15 Margins You can redefine the margins.

7.16 No Scaling No Scaling – This is the default setting.

Fit Sheet on One Page – This will shrink

the entire document to one page.

Fit All Columns on One Page – This

will shrink the columns to only to one

page.

Fit All Rows on One Page - This will

shrink the rows to only to one page.

Print Page Setup or Print Layout Ribbon TabMore Options

7.17 Page Setup The Page Setup feature provides some additional and new features compared to

Page Layout. This can be located in two locations:

1. Page Layout Ribbon TabPage Setup Ribbon GroupMore Options .

2. File TabPrintPage Setup link at the bottom of the options.

For Eva

luatio

n Only


Page 35

7.18 Page Setup

Page Tab

Page Options can be set up in the:

Page LayoutPress the Arrow in the

lower right corner Page Tab.

Orientation – This is the same as the

Page Layout Orientation.

Scaling - If your spreadsheet is too

large to fit on an 8-1/2 x 11 paper, you

can scale it up or down to fit.

Paper Size – This is the same as the

Page Layout Ribbon Tab.

Print Quality – 600 dpi is the default.

First Page Number – Auto is the

default.

Practice Exercise 92 File TabPrintChoose the linkAdjust the scaling to

90% of normal size.

7.19 Page Setup

Margins Tab

Margins can be set up in the:

Page LayoutPress the Arrow in the lower

right corner Margins Tab.

Top – Top paper edge.

Left – Left paper edge.

Bottom – Bottom paper edge.

Right – Right paper edge.

Header – Between the top paper edge

and document.

Footer – Between the bottom paper edge

and document.

Center on Page –This will reposition the

document in the center of the page

either horizontally or vertically.

For Eva

luatio

n Only

Page 36

7.20 Page Setup

Header/Footer

Tab

Headers/Footers can be set up in the:


lower right corner Choose

Headers/Footers Tab. Custom Header – You can add

text, page, total page numbers,

date, time, file name, and graphic

images.

Custom Footer – You can add text,

page, total page numbers, date,

time, file name, and graphic

images.

Different Odd and Even pages –

This will print the document like a

book with odd and even pages.

Different First Page – This will allow you to remove all headers and footers on

the first page.

Scale with Document – If unchecked, the header/footer margin will not scale

when the document is scaled to fit the document size. If checked, it will scale

and may look different than desired.

Align With Page Margin – If unchecked, the header/footer will move as the left

and right margin is changed. For example, if the left margin is set to 2 inches,

then the left header/footer will also move 2 inches. If checked, it will

remain exactly where you originally placed it.

7.21 Header/Footer

Button

Header/Footer can be defined in the Insert Ribbon TabText Ribbon

GroupHeader & Footer Button. The following is on the design Ribbon Tab:

The following is the header area:


Header/Footer

Insert Ribbon TabText Ribbon GroupHeader & Footer ButtonPlace cursor

in the left boxDesign Ribbon TabClick the Date IconPlace cursor in the

right boxDesign Ribbon TabClick the Page Number IconPlace cursor in the

middle boxType: The title of the document.

For Eva

luatio

n Only


Page 37

7.22 Page Setup

Sheet Tab

Print Parameters can be set up in the:


lower right corner Choose Sheet.

Gridlines – This applies a light gray

border to the entire document.

Black and White – Prints Black/White.

Draft Quality – This saves ink by

printing fewer printer head passes.

Row and Column Headings – This

adds the column letters and the row

numbers to the top left edge of the

document.

Comments – Usually Comments are

not printed.

Cell Errors As – Don’t print errors if they appear on the sheet.

Page Order – This controls the order in which the pages of your worksheet are

numbered and printed if the printout does not fit on one page.

File TabPrintPrinter Properties

7.23 Printer

Properties

These will be different for every printer. Color printers will have color related

properties and Laser printers will have Black and White printer properties. Some

printers will print duel-sided and others will have the option to print on 11in x 17in

paper.

For Eva

luatio

n Only

Page 38

8. Application Options

Application Options will adjust the behavior of the program.

Practice Exercise 94 File TabOpen Printing2.xlsx.

8.1 User Interface

Options

These are interface options.

File TabOptionsGeneralUser Interface options.

8.2 New

Workbooks

This will change the characteristics when creating a new workbook.

File TabOptionsGeneralWhen creating new workbooks.

8.3 Calculation

Options

When you use very large worksheets, you can turn off the automatic calculation

feature to speed up the display and recalculation of formulas.

File TabOptionsFormulasCalculation options Manual.

8.4 Autocorrect This will activate the Autocorrect option that corrects spelling as you type. File

TabProofingAutocorrect Button.

8.5 Dictionary This will allow you to add custom words to the custom dictionary.

File TabProofingDictionary.

8.6 Auto-Recover Your work will Auto-Recover if the computer or Excel crashes.

File TabSave Save Autorecovery information every 10 minutes.

8.7 Default

Location

When you save a file and don’t specify the save location, this will become the

Default Location. File TabSave Default file location: S:/MyExcelFiles.

8.8 Developer Tab This adds a tab to the top ribbon system as well as additional functionality.

File TabOptionsCustom Ribbon Developer.

8.9 Update

Worksheet

Properties

This will define the properties that contain information about the author and

subject of the document.

File TabOpenSales Data Canada.xlsx.

Class Exercise 1 – File Properties

2007: File TabProperties.

2010: File TabInfoPropertiesAdvanced Properties.

Author: (Your Name)

Title My Excel Document

Subject:

Keywords: Testa Testb

The folder must be indexed Search: Test (Custom

Choose Index Folder).

For Eva

luatio

n Only


Page 39

Appendix A – Creating a Budget

It is important the students are engaged with using excel. The following example will give the students a

practical application to using Excel. Create the following Sheet starting form a blank workbook.

1. Click FileNewBlank Workbook.

2. Create the following:

My Personal Budget

3. Enter your expenses and income.

4. Create a Sum Function to total up the columns.

For Eva

luatio

n Only

Excel Networks

Page 40

Excel 2010 Formulas, Formatting and Printing Index

Absolute References ....................................... 20

Accounting Format ........................................ 27

Adjacent Selection ............................................ 8

Alignment ribbon group ................................ 25

Application Options ....................................... 38

Autocalculate Feature .................................... 13

Autocomplete .................................................... 8

Autocomplete Formula .................................. 12

Autocorrect ..................................................... 38

Autocorrect Math Errors .............................. 13

Autorecover .................................................... 38

Autosum ∑ ...................................................... 11

Autosum ∑ Pull-down .................................... 11

Backstage View................................................. 4

Backward Compatibility ................................. 6

Bold ................................................................... 9

Border ............................................................. 28

Border Color................................................... 28

Border Outline ............................................... 28

Border Style .................................................... 29

Breaks ............................................................. 32

Calculation Options ....................................... 38

Close/Exit .......................................................... 5

Comma ............................................................ 27

Compatibility checker ..................................... 6

Contextual Ribbon Tab ................................... 3

Copy .................................................................. 9

Currency Format ........................................... 26

Custom Formatting ........................................ 28

Cut, Copy, and Paste ..................................... 15

Decimal Points ................................................ 27

Default Location ............................................. 38

Developer tab .................................................. 38

Dialog Box ......................................................... 3

Dictionary ....................................................... 38

Document Views .............................................. 6

Drag-and-Drop Copy ..................................... 15

Drag-and-Drop Editing ................................. 15

Edit Formula .................................................. 13

Entering Text .................................................... 8

Exit .................................................................... 9

Fill .................................................................... 30

Fill Handle ...................................................... 19

Fill Handle Options ........................................ 19

Fill Handle Text.............................................. 19

Find ............................................................... 7, 9

Font Effects .................................................... 24

Font Group ..................................................... 24

Format Painter ............................................... 24

Formatting ...................................................... 24

Formulas ............................................. 11, 15, 21

pasting .......................................................... 16

Fraction Format ............................................. 27

Freeze Panes ................................................... 22

Functions ........................................................ 11

Galleries ............................................................ 3

General Format .............................................. 26

Hard Returns ................................................. 26

Header/Footer ................................................ 36

Help ................................................................... 9

Hide ................................................................. 21

Hide/Unhide Columns ................................... 23

Horizontal Alignment .................................... 25

Hyperlink ........................................................ 10

Ignore Print Area ........................................... 33

Indent .............................................................. 25

Info .................................................................... 5

Insert Function Fx .......................................... 12

Italic .................................................................. 9

Keyboard Commands ...................................... 9

Learned Pattern ............................................. 20

Long Date Format ......................................... 27

Manual Addition ............................................ 11

Manually entering Formulas ........................ 11

Margin ............................................................ 32

Margins ........................................................... 34

Merge cells ...................................................... 25

Minimize/Maximize ......................................... 3

Navigation Arrows ......................................... 21

New Template .................................................. 4

New Workbook ................................................ 4

New Workbooks ............................................. 38

New Worksheet .............................................. 21

No Scaling ....................................................... 34

Number Format ............................................. 26

Online Pictures ................................................. 7

Open .................................................................. 5

Open 2013 ......................................................... 7

Open File .......................................................... 9

Open New Workbook ...................................... 9

For Eva

luatio

n Only

Excel 2010 / 2013 Formulas, Formatting and Printing

Page 41

Order of operations ........................................ 11

Orientation................................................ 32, 34

Page Setup................................................. 35, 36

Page Size ......................................................... 34

Pages ................................................................ 33

Percent ............................................................ 27

Percentage Format ......................................... 27

Pick from list .................................................... 8

Picture ............................................................. 30

Pinning Files ..................................................... 5

Print ................................................................... 9

Print Active Sheets ......................................... 33

Print Area ....................................................... 32

Print Selection ................................................ 33

Print Titles ...................................................... 32

Printer Properties .......................................... 37

Printing ........................................................... 32

Properties .......................................................... 7

Protect Sheet ................................................... 22

Quick Access Toolbar ...................................... 6

Quickly Access .................................................. 6

R/L Click ........................................................... 7

Range Borders ................................................ 12

Recent ................................................................ 5

Redo ................................................................... 9

Relative References ........................................ 20

Replace .............................................................. 7

Rotation ........................................................... 25

Row/Column Width ....................................... 22

Sans-Serif ........................................................ 24

Save ............................................................... 5, 9

Save As .............................................................. 5

Scientific Format ............................................ 27

Selection ............................................................ 8

Serif ................................................................. 24

Sheet tab ......................................................... 37

Short Date Format ......................................... 27

Shrink to fit .................................................... 26

Size .................................................................. 32

Smart Art........................................................ 31

Special Formatting ........................................ 28

Spell Check ..................................................... 10

Split ................................................................. 23

Status Bar ......................................................... 4

Strikethrough ................................................... 9

Tab Color........................................................ 21

Text Boxes ...................................................... 30

Text Format .................................................... 27

Themes .............................................................. 7

Underline .......................................................... 9

Undo ............................................................ 9, 15

Unhide ............................................................. 21

User Interface Options .................................. 38

Using the Keyboard ......................................... 8

Using the Mini Toolbar ................................... 3

Vertical Alignment ........................................ 25

watermark ...................................................... 32

Word Wrap .................................................... 25

Worksheet Views ............................................. 6

Zoom Features ................................................. 4

Zoom Slider ...................................................... 4

Excel 2010 Tips and Tricks - excel-networks.com · These specific topics will also include Quick...

Documents

Transcript of Excel 2010 Tips and Tricks - excel-networks.com · These specific topics will also include Quick...