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Get started: Microsoft Excel 2010

Customization note: This document contains guidance and/or step-by-step installation

instructions that can be reused, customized, or deleted entirely if they do not apply to your

organization’s environment or installation scenarios. The text marked by yellow highlighting

indicates either customization guidance or organization-specific variables. All of the

highlighted text in this document should either be deleted or replaced prior to distribution.

Use this guide to learn about some of the features that are available in Microsoft Excel 2010

spreadsheet software.

Topics in this guide include:

Understanding

Backstage view

Creating a sparkline Improvements to

conditional

formatting

Creating a slicer Creating and filtering

a PivotChart report

Filtering a PivotTable

report

For more information Sharing a workbook

2 | Get started: Microsoft Excel 2010

Understanding Backstage view

The Microsoft Office Backstage view is available in each of the Microsoft Office 2010

applications, including Excel 2010. The Backstage view contains a series of tabs that group

together common commands such as Save, Save As, Open, Print, Save & Send, Excel

Options, and Exit.

To display the Backstage view, click the File tab in the upper-left corner, next to the Home

tab.

To return to your workbook, click any tab at the top of the ribbon, or click the image of

your document in the upper-right corner.

Creating a sparkline

One of the new features in Excel 2010 is the sparkline. Sparklines are small charts in a

worksheet cell that provide a visual representation of data. You can use sparklines to show

trends in a series of values such as seasonal increases or decreases, or to highlight

maximum and minimum values. There are three types of sparklines: line, column, and

win/loss.

The following is an example of a line sparkline that has high-point and low-point markers.


The following is an example of a column sparkline that shows a weekly trend for book sales.

The following is an example of a win/loss sparkline to show the history of a team’s win/loss

record.

To create a new sparkline:

1. On the Insert tab, in the Sparklines group, click the type of sparkline that you want to

insert (Line, Column, or Win/Loss).

2. In the Create Sparklines dialog box, define your data range in the Data Range box

and your location range in the Location Range box, and then click OK.

A sparkline is added to your workbook.

TIP: To get the greatest impact from sparklines, position them near the data that they

represent.

To format a sparkline:

1. Select the sparkline that you want to format.


2. On the Design tab under Sparkline Tools, you can take the following actions:

In the Style group, click one of the styles in the gallery to apply a color scheme to

your sparkline.

In the Show group, click the types of markers that you want to display, such as

High Point or Low Point.

In the Style group, click Marker Color, and then select the colors that you want for

your markers.

Improvements to conditional formatting

Applying conditional formatting to data can help you, at a glance, quickly identify variances

in a range of values. Some of the rules that are available with conditional formatting include

the following.

Rule Options

Highlight cells based on values, such as cells that are greater than, less

than, in between, or equal to a specific value.

Highlight cells based on the highest, lowest, or average values.

Create bars in cells based on the highest and lowest values in the

range.

Color cells based on the highest, lowest, and midpoint values in the

range.

Insert icons in cells based on cell values greater than, less than, or in

between a specified value.


Two features of conditional formatting that were improved in Excel 2010 are the data bars

and icon sets. You can now use data bars to highlight negative values. And you can

customize icon sets to provide greater visibility into your data.

To use custom data bars to highlight negative values:

1. Select the cells that you want to format.

2. On the Home tab, in the Styles group, click Conditional Formatting, click Data Bars,

and then click More Rules.

3. In the New Formatting Rule dialog box, in the Edit the Rule Description section:

a. Under Format all cells based on their values, define the criteria for how

minimum and maximum data bars will appear.

b. Under Bar Appearance, define the way that color will be applied to the data

bars.

c. Under Bar Appearance, click Negative Value and Axis.

d. In the Negative Value and Axis Settings dialog box, define the color for

displaying negative values and define the axis position in the data bar, click OK,

and then click OK again.

The following is an example of a Microsoft PivotTable report in which data bars highlight

negative values in red in the Difference column.

To use custom icon sets to highlight cell values:

1. Select the cells that you want to format.

2. On the Home tab, in the Styles group, click Conditional Formatting, click Icon Sets,

and then click More Rules.


3. In the New Formatting Rule dialog box, in the Edit the Rule Description section:

a. Under Format all cells based on their values, select a style from the Icon

Style list.

-Or-

b. Under Icon, click the icon button to define the icon that you want to use.

c. In the Value and Type boxes, define the criteria for how the icons will appear,

click OK, and then click OK again.

The following is an example of a PivotTable report that uses icons to highlight values in the

Difference column.


TIP: You can use the Format as Table and Cell Styles commands in the Styles group to

make your data more readable:

Use the Format as Table command to apply color schemes to your table.

Use the Cell Styles command to highlight specific cells, or to set cell number format,

such as setting the cell value to illustrate percentages.

Creating a slicer

You can use slicers to filter large amounts of data. Filtered data displays only relevant

results.

NOTE: Slicers require that you have already created a PivotTable report from your data.

To add a slicer:

1. Select a PivotTable report, and then on the Insert tab, in the Filter group, click Slicer.

2. In the Insert Slicer dialog box, select what you want to filter your PivotTable report by,

and then click OK. In this example, two slicers will be available, one to filter the

PivotTable report based on genre and the other to filter the PivotTable report based on

store.


3. From the slicer, select the filter that you want to apply. In this example, you are filtering

the PivotTable report so that it shows only sales of arts and photography books in the

Bellevue store.

Creating and filtering a PivotChart

report

In Excel 2010, filtering is more user-friendly in Microsoft PivotChart reports. Excel 2010

added interactive buttons to PivotChart reports so you can filter directly in a chart without

having to go back and forth between the chart and the PivotTable report. After you filter

the data, the buttons will contain a filter icon, just as the PivotTable report does in earlier

versions of Excel.

NOTE: Using a PivotChart report requires that you have already created a PivotTable report

from your data.

To create and filter a PivotChart report:

1. On the Insert tab, in the Tables group, click the PivotTable label (below the icon), and

then click PivotChart.


2. In the Create PivotTable with PivotChart dialog box, enter your data range and the

location where you want your PivotTable and PivotChart reports to appear, and then

click OK.

3. In your PivotChart report, click one of the interactive field buttons, and then filter the

data that is displayed in your PivotChart report.

The following is an example of interactive field buttons in a PivotChart report.

To hide field buttons:

1. Select a PivotChart report, and then click the Analyze tab under PivotChart Tools.

2. Click Field Buttons and select which field buttons you want to hide.

Filtering a PivotTable report

In Excel 2010, you can select which items to show in your PivotTable reports. For example,

imagine that you have a PivotTable report that has about 1 million items that you do not

want to scroll through. You can search for specific names in the data and filter your report.

To search by value to filter your PivotTable report:

1. Select the PivotTable report that you want to work with.

2. Click the downward arrow to the right of the row label in the row where you want

to search.


3. In the Search box, enter the value that you want to search for. In this example, you

have a PivotTable report that shows revenue for all your stores, but you want to look at

just the revenue from the Redmond Way store.

4. To filter your PivotTable report to show just the Redmond Way store, click OK.

To create a custom AutoFilter:

1. Select the PivotTable report that you want to work with.

2. Click the downward arrow to the right of the row label in the row where you want

to search.

3. Click Label Filters, and then click the criteria. For example, if you want to analyze the

difference in revenue between stores that are on streets versus stores that are on

avenues, do the following:

a. Click Contains.

b. In the Label Filter dialog box, next to the filter criteria list, type a value, such as

Street.

4. To filter your PivotTable report to show just stores that contain “Street” in the store

name, click OK. The report is now filtered.


Sharing a workbook

You can share a workbook with others across your organization. By using Excel 2010 and

Microsoft SharePoint, you can enable multiple users to access your data simultaneously.

To share your workbook:

1. Click the File tab to display the Backstage view.

2. Click the Save & Send tab, and then take any of the following actions in the Save &

Send section:

Click Send Using E-mail to send an email that contains your workbook file to other

people.

Click Save to Web to save your workbook to a SharePoint site where it can be

viewed through a web browser and embedded in SharePoint dashboard pages.

Click Save to SharePoint when you want to share your workbook file by putting it

in a central location, or when you have large collections of work that you are

sharing with your coworkers.


For more information

Getting Started with Office 2010

http://office.microsoft.com/en-us/support/getting-started-with-office-2010-

FX101822272.aspx

Work Smart by Microsoft IT

http://aka.ms/customerworksmart

Modern IT Experience featuring IT Showcase

http://microsoft.com/microsoft-IT

This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR

STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. © 2014 Microsoft Corporation. All rights reserved.

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