MICROSOFT OFFICE EXCEL

By Sukriti Bajaj
OVERVIEW
Overview

1. Setting Up Excel Environment

2. Starting A Workbook
3. Modifying Columns, Rows & Cells
4. Formatting Text
5. Creating Simple Formulas
6. Working With Cells
7. Printing Workbooks
8. Creating Complex Formulas
9. Working With Basic Functions
10. Sorting, Grouping, & Filtering Cells
Overview

11. Formatting Tables

12. Aligning Text
13. Working With Worksheets
14. Using Templates
15. Using What-If Analysis
16. Working With Charts
17. Using Conditional Formatting
18. Creating Pivot Tables
19. What Are Reference Styles?
20. Whats New In Excel 2007?
CHAPTER 1:
SETTING UP EXCEL
ENVIRONMENT
Introduction
Introduction

Before you begin creating spreadsheets in Excel,

you may want to set up your Excel
environment and become familiar with a
few key tasks and features, like how to minimize
and maximize the Ribbon, configure the Quick
Access toolbar, switch page views, and access
your Excel options.
Exploring The Environment
Exploring The Environment

The tabbed Ribbon menu system is how you navigate

Excel and access its various commands. If you have used
previous versions of Excel, the Ribbon system replaces
the traditional menus.

Above the Ribbon in the upper-left corner is

the Microsoft Office button. From here, you can access
important options such as New, Save, Save As, and
Print.

By default, the Quick Access toolbar is pinned next to

the Microsoft Office button and includes commands
such as Undo and Redo.
Exploring The Environment

At the bottom-left area of the spreadsheet, you

will find worksheet tabs. By default, three
worksheet tabs appear each time you create a
new workbook.

On the bottom-right area of the spreadsheet

you will find page view commands, the zoom
tool, and the horizontal scrolling bar.
To Zoom In & Out

Locate the zoom bar in the bottom-right corner.

Left-click the slider, and drag it to the left to

zoom out and to the right to zoom in.
To Scroll Horizontally

Locate the horizontal scroll bar in the bottom-

right corner.

Left-click the bar, and move it from left to right.

To Change Page View

Locate the Page View options in the bottom-

right corner. Options are Normal, Page Layout,
and Page Break.

Left-click an option to select it.

The default is Normal View.

To Change Page View
To Add Commands To The Quick
Access Toolbar
Click the arrow to the right of the Quick Access
toolbar.

Select the command you wish to add from the

drop-down list. It will appear in the Quick Access
toolbar.
To Add Commands To The Quick
Access Toolbar
To Add Commands To The Quick
Access Toolbar
OR
Select More Commands from the menu, and a
dialog box appears.

Select the command you want to add.

Click the Add button.

Click OK.
To Add Commands To The Quick
Access Toolbar
The Save, Undo, and Redo commands appear by
default in the Quick Access toolbar. You may
wish to add other commands to make using
specific Excel features more convenient for you.
To Minimize & Maximize Ribbon

Click the drop-down arrow next to the Quick

Access toolbar.

Select Minimize Ribbon from the list. The

Ribbon disappears.

To maximize the Ribbon, click the arrow again,

then select Minimize the Ribbon to toggle the
feature off.
To Minimize & Maximize Ribbon
To Minimize & Maximize Ribbon

You can also minimize and maximize the Ribbon by

right-clicking anywhere in the main menu and
selecting Minimize the Ribbon in the menu that
appears.

The new, tabbed Ribbon system replaces traditional

menus in Excel 2007. It is designed to be easy to use
and responsive to your current task; however, you
can choose to minimize the Ribbon if you would
prefer to use different menus or keyboard shortcuts.
Microsoft Office Button

The Microsoft Office button appears at the top of

the Excel window.

When you left-click the button, a menu appears.

From this menu, you can create a new spreadsheet,

open existing files, save files in a variety of ways,
and print.

You can also add security features, send, publish,

and close files.
Microsoft Office Button
To Change Default Options

Click the Excel Options button. A dialog box will

appear.

Select a category on the left to access different

Excel options.

Modify any of the default settings.

Click OK.
To Change Default Options
To Change Default Options

As you learn more about Excel and become

proficient at using it, you may want to modify
some of the settings. As a beginning user, it is
usually best to leave the default settings.
Challenge!

Open Excel.
Practice using the Zoom tool.
Minimize and maximize the Ribbon.
Click the Microsoft Office button and review the
menu options.
Add two commands to the Quick Access Toolbar.
Continue to explore the Excel environment.
CHAPTER 2:
STARTING A WORKBOOK
Introduction
Introduction

You will need to know how to insert

text and numbers into Excel workbooks to be
able to use it to calculate, analyze, and organize
data. In this lesson, you will learn how to create
a new workbook, insert and delete text,
navigate a worksheet, and save an Excel
workbook.
To Create New Blank Workbook

Left-click the Microsoft Office button.

Select New. The New Workbook dialog box

opens, and Blank Workbook is highlighted by
default.

Click Create. A new blank workbook appears in

the window.
To Create New Blank Workbook
To Create New Blank Workbook
To Create New Blank Workbook

When you first open Excel, the software opens

to a new blank workbook.
To Insert Text

Left-click a cell to select it. Each rectangle in the

worksheet is called a cell. As you select a cell,
the cell address appears in the Name Box.

Enter text into the cell using your keyboard. The

text appears in the cell and in the formula bar.
To Insert Text
Cell Addresses

Each cell has a name, or a cell address, based on

the column and row where it is located. For example,
the cell is C3 because it is where column C and row 3
intersect.

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.
Cell Addresses

If the columns in your spreadsheet are labeled

with numbers instead of letters, you'll need to
change the default reference style for Excel.
Cell Addresses
To Edit Or Delete Text

Select the cell.

Press the Backspace key on your keyboard to

delete text and make a correction.

Press the Delete key to delete the entire

contents of a cell.
To Edit Or Delete Text

You can also make changes to and delete text

from the formula bar. Just select the cell, then
place your insertion point in the formula bar.
To Move Through A Worksheet Using
The Keyboard
Press the Tab key to move to the right of the
selected cell.

Press the Shift key then the Tab key to move to

the left of the selected cell.

Use the Page Up and Page Down keys to navigate

the worksheet.

Use the arrow keys.

To Save The Workbook

Left-click the Microsoft Office button.

Select Save or Save As.

Save As allows you to name the file and choose a

location to save the spreadsheet. Choose Save
As if you'd like to save the file for the first time or
if you'd like to save the file as a different name.
Select Save if the file has already been named.
To Save The Workbook
To Save The Workbook

You can save a workbook in many ways, but

the two most common ones are as an Excel
Workbook, which saves it with a 2007 file
extension, and as an Excel 97-2003
Workbook, which saves the file in a
compatible format so people who have
earlier versions of Excel can open the file.
Compatibility Mode

Sometimes you may need to work with workbooks

that were created in earlier versions of Microsoft
Excel, such as Excel 2003 or Excel 2000. When you
open these kinds of workbooks, they will appear
in Compatibility mode.

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. For
example, if you open a workbook created in Excel
2003, you can only use tabs and commands found in
Excel 2003.
Compatibility Mode

If you want access to all features of Excel 2007,

you can save the workbook in the Excel 2007 file
format.
To Exit Compatibility Mode

Click the Microsoft Office button.

Select Save As, then Excel Workbook.

To Exit Compatibility Mode
Challenge!

Open Excel.
Create a new blank workbook.
Practice entering text into cells.
Practice deleting text using the Backspace and
Delete keys.
Navigate the sheet using the Tab key.
Save the spreadsheet.
CHAPTER 3:
MODIFYING COLUMNS, ROWS &
CELLS
Introduction
Introduction

When you open a new blank workbook, the cells,

columns, and rows are set to a default size.

You have the ability to change the size of each,

as well as to insert new columns, rows, and cells
as needed.

In this lesson, you will learn various methods to

modify the column width and row height, as well
as how to insert new columns, rows, and cells.
To Modify Column Width

Position the cursor over the column line in the

column heading, and a double arrow will appear.
To Modify Column Width

Left-click the mouse, then drag the cursor to

the right to increase the column width or to
the left to decrease the column width.

Release the mouse button.

To Modify Column Width

OR
Left-click the column heading of a column you'd
like to modify. The entire column will
appear highlighted.
To Modify Column Width
To Modify Column Width

Click the Format command in the Cells group on

the Home tab. A menu will appear.
To Modify Column Width
To Modify Column Width

Select Column Width to enter

a specific column measurement.

Select AutoFit Column Width to adjust the

column so all of the text will fit.
To Modify Column Width

If you see pound signs (#######) in a cell, it

means that the column is not wide enough to
display the cell content. Simply increase the
column width to show the cell content.
To Modify The Row Height

Position the cursor over the row line you want to

modify, and a double arrow will appear.
To Modify The Row Height

Left-click the mouse, then drag the

cursor upward to decrease the row height
or downward to increase the row height.

Release the mouse button.

To Modify The Row Height

OR
Click the Format command in the Cells group on
the Home tab. A menu will appear.
To Modify The Row Height
To Modify The Row Height

Select Row Height to enter

a specific row measurement.

Select AutoFit Row Height to adjust the row so

all of the text will fit.
To Insert The Rows

Select the row below where you want the new

row to appear.

Click the Insert command in the Cells group on

the Home tab. The row will appear.
To Insert The Rows
To Insert The Rows

The new row always appears above the selected

row.

Make sure you select the entire row below

where you want the new row to appear
and not just the cell. If you select just the cell
and then click Insert, only a new cell will appear.
To Insert The Columns

Select the column to the right of where you

want the column to appear.

Click the Insert command in the Cells group on

the Home tab. The column will appear.
To Insert The Columns

The new column always appears to the left of the

selected column. For example, if you want to insert
a column between September and October, select
the October column, then click the Insert command.

Make sure you select the entire column to the right

of where you want the new column to appear
and not just the cell. If you select just the cell and
then click Insert, only a new cell will appear.
To Insert The Columns
To Delete Rows & Columns

Select the row or column youd like to delete.

Click the Delete command in the Cells group on

the Home tab.
Challenge!

Use the Budget workbook or any Excel workbook

you choose to complete this challenge.
Open a workbook.
Insert a column.
Insert a row.
Delete a column.
Change the width of a column using AutoAdjust.
Change the height of a row.
Close and save the file.
CHAPTER 4:
FORMATTING TEXT
Introduction
Introduction

Once you have entered information into a

spreadsheet, you will need to be able
to format it.

In this lesson, you will learn how to use the bold,

italic, and underline commands; modify the font
style, size, and color; and apply borders and fill
colors.
To Format Text In Bold/ Italic

Left-click a cell to select it, or drag your cursor

over the text in the formula bar to select it.

Click the Bold or Italics command.

To Format Text In Bold/ Italic
To Format Text In Bold/ Italic

You can select entire columns and rows, or

specific cells. To select the entire column, just
left-click the column heading, and the entire
column will appear as selected. To select specific
cells, just left-click a cell and drag your mouse to
select the other cells, then release the mouse
button.
To Format Text As Underlined

Select the cell or cells you want to format.

Click the drop-down arrow next to the Underline

command.

Select the Single Underline or Double

Underline option.
To Format Text As Underlined
To Change Font Style

Select the cell or cells you want to format.

Left-click the drop-down arrow next to the Font

Style box on the Home tab.

Select a font style from the list.

To Change Font Style
To Change Font Style

As you move over the font list, the Live Preview

feature previews the font for you in the
spreadsheet.
To Change Font Size

Select the cell or cells you want to format.

Left-click the drop-down arrow next to the Font

Size box on the Home tab.

Select a font size from the list.

To Change Font Size
To Change Text Color

Select the cell or cells you want to format.

Left-click the drop-down arrow next to the Text

Color command. A color palette will appear.

Select a color from the palette.

To Change Text Color
To Change Text Color

OR
Select More Colors. A dialog box will appear.

Select a color.

Click OK.
To Add a Border

Select the cell or cells you want to format.

Click the drop-down arrow next to

the Borders command on the Home tab. A menu
will appear with border options.

Left-click an option from the list to select it.

To Add a Border
To Add a Border

You can change the line style and color of the

border.
To Add A Fill Color

Select the cell or cells you want to format.

Click the Fill command. A color palette will

appear.

Select a color.
To Add A Fill Color
To Add A Fill Color

OR
Select More Colors. A dialog box will appear.

Select a color.

Click OK.
To Add A Fill Color

You can use the fill color feature to format

columns and rows and format a worksheet so it's
easier to read.
To Format Numbers & Dates

Select the cell or cells you want to format.

Left-click the drop-down arrow next to

the Number Format box.

Select one of the options for formatting

numbers.
To Format Numbers & Dates
To Format Numbers & Dates

By default, the numbers appear in

the General category, which means there is no
special formatting.

In the Number group, you have some other options.

For example, you can change the U.S. dollar sign to

another currency format, switch numbers to
percents, add commas, and change the decimal
location.
Challenge!

Use the Budget workbook or any Excel workbook

you choose to complete this challenge.
Select a cell, then format the text or numbers in
it so they appear bolded.
Select two or more cells, and format the text or
numbers so they appear in italics.
Change fill color of two or more cells.
Add a border to a row
CHAPTER 5:
CREATING SIMPLE FORMULAS
Introduction
Introduction

Excel can be used

to calculate and analyze numerical information;
however, you will need to know how to
write formulas to maximize Excel's capabilities.

A formula is an equation that performs a calculation

using values in the worksheet.

In this lesson, you will learn how to create simple

formulas using mathematical operators such as the
addition, subtraction, multiplication, and division
signs.
To Create Formula That Adds Two
Numbers
Click the cell where the formula will be defined
(C5, for example).

Type the equals sign (=) to let Excel know a

formula is being defined.

Type the first number to be added (e.g., 1500).

To Create Formula That Adds Two
Numbers
Type the addition sign (+) to let Excel know that
an add operation is to be performed.

Type the second number to be added (e.g., 200).

Press Enter, or click the Enter button on the

Formula bar to complete the formula.
To Create Formula That Adds Two
Numbers
To Create Formula That Adds Two
Numbers
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 that the column is not wide enough to

display the cell content. Simply increase the column
width to show the cell content.

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 Create Formula That Adds The
Contents Of Two Cells
Click the cell where the answer will appear (C5,
for example).

Type the equals sign (=) to let Excel know a

formula is being defined.

Type the cell number that contains the first

number to be added (C3, for example).
To Create Formula That Adds The
Contents Of Two Cells
Type the addition sign (+) to let Excel know that
an add operation is to be performed.

Type the cell address that contains the second

number to be added (C4, for example).

Press Enter, or click the Enter button on the

Formula bar to complete the formula.
To Create Formula That Adds The
Contents Of Two Cells
To Create Formula Using Point-
and-Click Method
Click the cell where the answer will appear (C30,
for example).

Type the equals sign (=) to let Excel know a

formula is being defined.

Click on the first cell to be included in the

formula (C5, for example).
To Create Formula Using Point-
and-Click Method
Type the subtraction sign (-) to let Excel know
that a subtraction operation is to be performed.

Click on the next cell in the formula (C29, for

example).
To Create Formula Using Point-
and-Click Method
To Create Formula Using Point-
and-Click Method
Press Enter, or click the Enter button on the
Formula bar to complete the formula.
To Create Formula That Multiplies
The Contents Of Two Cells
Select the cell where the answer will appear
(E32, for example).

Type the equals sign (=) to let Excel know a

formula is being defined.

Click on the first cell to be included in the

formula (C9, for example), or type a number.
To Create Formula That Multiplies
The Contents Of Two Cells
Type the multiplication symbol (*) by pressing
the Shift key and then the number 8 key. The
operator displays in the cell and Formula bar.

Click on the next cell in the formula or type a

number (12, for example).

Press Enter, or click the Enter button on the

Formula bar to complete the formula.
To Create Formula That Multiplies
The Contents Of Two Cells
To Create Formula That Divides
One Cell By Another
Click the cell where the answer will appear.

Type the equals sign (=) to let Excel know a

formula is being defined.

Click on the first cell to be included in the

formula.
To Create Formula That Divides
One Cell By Another
Type a division symbol. The operator displays in
the cell and Formula bar.

Click on the next cell in the formula.

Press Enter, or click the Enter button on the

Formula bar to complete the formula.
Using Cell References

As you can see, there are many ways to create a

simple formula in Excel.

Most likely, you will choose one of the methods

that enters the cell address into the formula
rather than an actual number.

The cell address is basically the name of the cell

and can be found in the Name Box.
Using Cell References
Using Cell References

When a cell address is used as part of a formula,

this is called a cell reference.

It is called a cell reference because instead of

entering specific numbers into a formula, the
cell address refers to a specific cell.
Using Cell References
Challenge!

Use the Budget workbook or any Excel workbook

you choose to complete this challenge.
Write a simple addition formula.
Write a simple subtraction formula using
the point-and-click method.
Write a simple multiplication formula using cell
references.
Write a simple division formula.
CHAPTER 6:
WORKING WITH CELLS
Introduction
Introduction

It is important to know how to move

information from one cell to another in Excel.
Learning the various ways will save your time and
make working with Excel easier.

Certain methods are more appropriate, depending

on how much information you need to move and
where it will reside on the spreadsheet.

In this lesson, you will learn how to cut, copy,

and paste, as well as how
to drag and drop information.
To Copy & Past Cell Contents

Select the cell or cells you wish to copy.

Click the Copy command in the Clipboard group

on the Home tab. The border of the selected
cells will change appearance.
To Copy & Past Cell Contents
To Copy & Past Cell Contents

Select the cell or cells where you want

to paste the information.

Click the Paste command. The copied

information will now appear in the new cells.
To Copy & Past Cell Contents
To Copy & Past Cell Contents

To select more than one adjoining cell, left-click

one of the cells, drag the cursor until all of the
cells are selected, and release the mouse button.

The copied cell will stay selected until you

perform your next task, or you can double-click
the cell to deselect it.
To Cut & Past Cell Contents

Select the cell or cells you wish to cut.

Click the Cut command in the Clipboard group

on the Home tab. The border of the selected
cells will change appearance.
To Copy & Past Cell Contents
To Cut & Past Cell Contents

Select the cell or cells where you want

to paste the information.

Click the Paste command. The cut information

will be removed from the original cells and now
appear in the new cells.
To Copy & Past Cell Contents
To Cut & Past Cell Contents

The keyboard shortcut for Paste is the Control

Key and the V key.
To Drag & Drop Information

Select the cell or cells you wish to move.

Position your mouse pointer near one of

the outside edges of the selected cells. The
mouse pointer changes from a large, white
cross to a black cross with four arrows.
To Drag & Drop Information
To Drag & Drop Information

Left-click, then hold the mouse button

and drag the cells to the new location.

Release the mouse button, and the information

appears in the new location.
To Drag & Drop Information
To Use Fill Handle To Fill Cells

Position your cursor over the fill handle until the

large white cross becomes a thin, black cross.

Left-click your mouse, then drag it until all of the

cells you want to fill are highlighted.

Release the mouse button, and all of the

selected cells are filled with the information
from the original cell.
To Use Fill Handle To Fill Cells
To Use Fill Handle To Fill Cells

The fill handle doesn't always copy information

from one cell directly into another cell. Depending
on the data entered in the cell, it may fill the data in
other ways.

For example, if you have the formula =A1+B1 in cell

C1 and use the fill handle to fill the formula into cell
C2, the formula doesn't appear the same in C2 as it
does in C1. Instead of =A1+B1, you will see =A2+B2.

You can use the fill handle to fill cells horizontally or

vertically.
Challenge!

Use the Budget workbook or any Excel workbook

you choose to complete this challenge.
Copy and paste information from one cell to
another cell.
Use the Cut command to remove information
from one cell, then paste it into another cell.
Use the fill handle to fill two or more cells.
Drag and drop information from one place in the
spreadsheet to another location.
CHAPTER 7:
PRINTING WORKBOOKS
Introduction
Introduction

In Excel, there are many things you can do to

prepare your workbook for printing. Many of
these tasks make it easier to format the
spreadsheet for the printed page.

In this lesson, you will learn how to view the

spreadsheet in Print Preview, modify margins,
change the page orientation, use the Scale to Fit
feature, use the Print Titles command, and insert
breaks.
To View The Spreadsheet In Print
Preview
Left-click the Microsoft Office button.

Select Print.

Select Print Preview. The spreadsheet will

appear in Print Preview view.

Click the Close Print Preview button to return to

the Normal View.
To View The Spreadsheet In Print
Preview
To View The Spreadsheet In Print
Preview
To make previewing your spreadsheet easier,
add the Print Preview command to the Quick
Access toolbar.
Exploring Print Preview

Once you are in Print Preview, you can access

many of the same features that you can access
from the Ribbon; however, in Print Preview you
can see how the spreadsheet will appear in
printed format.
Exploring Print Preview
To Modify Margins, Column Width,
Or Row Height In Print Preview
Click the Print Preview command on the Quick
Access toolbar, or select Print Preview from the
Microsoft Office button menu. The spreadsheet
opens in Print Preview mode.

Hover your cursor over one of the black margin

markers until a double arrow appears.

Left-click and drag the marker to the desired

location. The change will be reflected in the
spreadsheet.
To Modify Margins, Column Width,
Or Row Height In Print Preview
To Modify Margins

Select the Page Layout tab.

Left-click the Margins command.

Choose one of the pre-defined settings, or enter

custom margins.
To Modify Margins
To Change Page Orientation

Select the Page Layout tab.

Left-click the Orientation command.

Select either Portrait or Landscape.

To Change Page Orientation
To Change Page Orientation

Portrait orients the page vertically,

while Landscape orients the page horizontally.
To Use Scale To Fit

Select the Page Layout tab.

Locate the Scale to Fit group.

Enter a specific height and width, or use the

percentage field to decrease the spreadsheet by
a specific percent.
To Use Scale To Fit

Scale to Fit is a useful feature that can help you

format spreadsheets to fit on a page.

However, be careful with how small you scale

the informationit can become difficult to read!
To Change Paper Size

Select the Page Layout tab.

Click the Size command.

Select a size option from the list.

To Define A Print Area

Left-click, then drag your mouse to select the

cells you wish to print.

Click the Print Area command.

Choose Set Print Area.

Now, only the selected cells will print. You can

confirm this by viewing the spreadsheet in Print
Preview.
To Define A Print Area
To Define A Print Area

To return to the default setting, which is the

entire worksheet, click the Print Area command,
then select Clear Print Area.
To Insert A Break

Select a cell below where you want the break to

appear.

Select the Breaks command.

Select Insert Break.

To Insert A Break

Click Print Preview to confirm that the break

appears in the correct place in your spreadsheet.
To Use Print Titles Command

This is an important command to be familiar

with if you intend to print your worksheets.

It allows you to select specific

rows and/or columns that will be repeated
on each printed sheet.

Imagine how difficult it would be to read page

48 of a printed spreadsheet if the column and
row headings only appeared on the first page.
To Use Print Titles Command

Select the Page Layout tab.

Click the Print Titles command. The Page Setup

dialog box appears.

Click the icon at the end of the field.

To Use Print Titles Command
To Use Print Titles Command

Select the first row in the spreadsheet that you

want to appear on each printed page.

Repeat for the column, if necessary.

Click OK.
To Use Print Titles Command
To Print From The Microsoft
Office Button
Left-click the Microsoft Office button.

Select Print, then Print. The Print dialog box

appears.
To Print From The Microsoft
Office Button
To Print From The Microsoft
Office Button
Select a printer if you wish to use a printer other
than the default setting.

Click Properties to change any necessary

settings.

Choose whether you want to print specific

pages, all of the worksheet, a selected area, the
active sheet, or the entire workbook.
To Print From The Microsoft
Office Button
Select the number of copies you'd like to print.

Click OK.
To Print From The Microsoft
Office Button
You can select Quick Print to bypass the Print
dialog box.
Challenge!

Use the Budget workbook or any Excel workbook you

choose to complete this challenge.
View the spreadsheet in Print Preview.
Change a column width in Print Preview.
Insert a break.
Use the Print Titles command to print a specific row
or column on each printed page. Use Print Preview
to verify how this will appear.
Print the spreadsheet.
Explore other commands discussed in this lesson.
CHAPTER 8:
CREATING COMPLEX FORMULAS
Introduction
Introduction

Excel is a spreadsheet application and is

intended to be used to calculate and analyze
numerical information such as household
budgets, company finances, and inventory. To
do this, you need to understand formulas.

In this lesson, well discuss complex

formulas that use multiple mathematical
operators, as well as those that
use absolute and relative references.
Complex Formulas Defined

Simple formulas have one mathematical

operation. Complex formulas involve more than
one mathematical operation.

Simple formula: =2+2

Complex formula: =2+2*8

To calculate complex formulas correctly, you

must perform certain operations before others.
This is defined in the order of operations.
The Order Of Operations

The order of mathematical operations is

important. If you enter a formula that contains
several operations, Excel knows to work those
operations in a specific order.

A mnemonic that can help you remember this

is Please Excuse My Dear Aunt Sally
(P.E.M.D.A.S).
The Order Of Operations

The order of operations is:

Operations enclosed in Parenthesis

Exponential calculations (to the power of)
Multiplication and Division, whichever comes
first
Addition and Subtraction, whichever comes
first
The Order Of Operations

Example : The formula 20/(8-4)*8-2 is calculated

in the following breakdown:
The Order Of Operations

Example : 3+3*2=?

Is the answer 12 or 9?

Well, if you calculated in the order in which the

numbers appear, 3+3*2, you'd get the wrong
answer: 12.

You must follow the order of operations to get the

correct answer.
To Calculate Correct Answer

Example : 3+3*2=?

Calculate 3*2 first

because multiplication comes before addition in the
order of operations. The answer is 6.

Add the answer obtained in step 1, which is 6, to the

number 3 that opened the equation. In other words,
add 3 + 6.

The answer is 9.
Complex Formulas

Before moving on, let's explore some more

formulas to make sure you understand the order
of operations by which Excel calculates the
answer.
Complex Formulas

Example : 4*2/4

Multiply 4*2 before performing the division operation

because the multiplication sign comes before the
division sign. The answer is 2.

Example : 4/2*4

Divide 4 by 2 before performing

the multiplication operation because the division sign
comes before the multiplication sign. The answer is 8.
Complex Formulas

Example : 4/(2*4)

Perform the operation in parentheses (2*4) first,

and divide 4 by this result. The answer is 0.5.

Example : 4-2*4

Multiply 2*4 before performing

the subtraction operation because the
multiplication sign is of a higher order than the
subtraction sign. The answer is -4.
Creating Complex Formulas

Excel automatically follows a standard order of

operations in a complex formula. If you want a
certain portion of the formula to be calculated
first, put it in parentheses.
Creating Complex Formulas

Click the cell where you want the formula result to

appear. In this example, H6.

Type the equals sign (=) to let Excel know a formula

is being defined.

Type an open parenthesis, or (.

Click on the first cell to be included in the formula

(G6, for example).
Creating Complex Formulas

Type the addition sign (+) to let Excel know that

an add operation is to be performed.

Click on the second cell in the formula (G7, for

example).

Type a closed parentheses ).

Creating Complex Formulas
Creating Complex Formulas

Type the next mathematical operator, or

the division symbol (/), to let Excel know a
division operation is to be performed.

Type an open parenthesis, or (.

Click on the third cell to be included in the

formula (D6, for example).
Creating Complex Formulas

Type the addition sign (+) to let Excel know that

an add operation is to be performed.

Click on the fourth cell to be included in formula

(D7, for example).

Type a closed parentheses ).

Creating Complex Formulas
Creating Complex Formulas

Important: Press Enter, or click the Enter

button on the Formula bar. This step ends the
formula.
Creating Complex Formulas

To show fewer decimal places, you can click

the Decrease Decimal place command on the
Home tab.

Excel will not always tell you if your formula

contains an error, so it's up to you to check all of
your formulas.
What Is Absolute Reference

In earlier lessons, we saw how cell references in

formulas automatically adjust to new locations
when the formula is pasted into different cells.
This is called a relative reference.
What Is Absolute Reference
What Is Absolute Reference

Sometimes when you copy and paste a formula, you

don't want one or more cell references to change.

An absolute reference solves this problem.

Absolute cell references in a formula always refer to

the same cell or cell range in a formula. If a formula
is copied to a different location, the absolute
reference remains the same.
What Is Absolute Reference

An absolute reference is designated in the

formula by the addition of a dollar sign ($).

It can precede the column reference or the row

reference, or both.
What Is Absolute Reference

Examples of absolute referencing include:

To Create Absolute Reference

Select the cell where you wish to write the

formula (for example, H2).

Type the equals sign (=) to let Excel know a

formula is being defined.

Click on the first cell to be included in the

formula (F2, for example).
To Create Absolute Reference

Enter a mathematical operator (use the

multiplication symbol, for example).

Click on the second cell in the formula (C2, for

example).

Add a $ sign before the C and a $ sign before the

2 to create an absolute reference.
To Create Absolute Reference
To Create Absolute Reference

Copy the formula into H3. The new formula

should read =F3*$C$2. The F2 reference
changed to F3 because it is a relative reference,
but C2 remained constant because you created
an absolute reference by inserting the dollar
signs.
To Create Absolute Reference
To Create Absolute Reference

When writing a formula, you can press

the F4 key on your keyboard to switch between
relative and absolute cell references. This is an
easy way to quickly insert an absolute reference.
Challenge!

Use the Inventory or any Excel workbook you

choose to complete this challenge.
Create at least one complex formula that uses
the addition and division operations.
Create at least one complex formula that
uses parentheses and a multiplication operation.
Create a formula that uses
an absolute reference.
CHAPTER 9:
WORKING WITH BASIC
FUNCTIONS
Introduction
Introduction

A function is a predefined formula that performs

calculations using specific values in a particular
order.

While you may think of formulas as being short

mathematical equations, like 2+2 or F2*C2, they
can actually be very lengthy and involve
complex mathematical calculations.
Introduction

One of the key benefits of functions is that they

can save you time because you do not have to
write the formula yourself.

For example, you could use an Excel function

called Average to quickly find the average of a
range of numbers or the Sum function to find
the sum of a cell range.
Introduction

In this lesson, you will learn how to use basic

functions such as SUM and AVERAGE, use
functions with more than one argument, and
access other Excel 2007 functions.
The Parts Of A Function

Each function has a specific order, called syntax,

which must be strictly followed for the function
to work correctly.
The Parts Of A Function

Syntax order:

All functions begin with the = sign.

After the = sign, define the function name (e.g.,

Sum).

Then there will be an argument. An argument is

the cell range or cell references that are enclosed
by parentheses. If there is more than one
argument, separate each by a comma.
The Parts Of A Function

An example of a function with one argument

that adds a range of cells, A3 through A9:
The Parts Of A Function

An example of a function with more than one

argument that calculates the sum of two cell
ranges:
The Parts Of A Function

Excel literally has hundreds of

different functions to assist with your
calculations.

Building formulas can be difficult and time

consuming. Excel's functions can save you a lot
of time and headaches.
Excels Different Functions

Statistical Functions:

SUM: Adds a range of cells together

AVERAGE: Calculates the average of a range of
cells
COUNT: Counts the number of chosen data in a
range of cells
MAX: Identifies the largest number in a range of
cells
MIN: Identifies the smallest number in a range of
cells
Excels Different Functions

Financial Functions:

Interest rates
Loan payments
Depreciation amounts
Excels Different Functions
Date & Time Functions:

DATE: Converts a serial number to a day of the month

Day of Week
DAYS360: Calculates the number of days between two dates
based on a 360-day year
TIME: Returns the serial number of a particular time
HOUR: Converts a serial number to an hour
MINUTE: Converts a serial number to a minute
TODAY: Returns the serial number of today's date
MONTH: Converts a serial number to a month
YEAR: Converts a serial number to a year
To Calculate The Sum Of A Range
Of Data Using AutoSum
Select the Formulas tab.

Locate the Function Library group. From here,

you can access all available functions.

Select the cell where you want the function to

appear. In this example, select G42.

Select the drop-down arrow next to

the AutoSum command.
To Calculate The Sum Of A Range
Of Data Using AutoSum
Select Sum. A formula will appear in the selected
cell, G42.

This formula, =SUM(G2:G41), is called a function.

The AutoSum command automatically selects the
range of cells from G2 to G41, based on where you
inserted the function. You can alter the cell range if
necessary.
To Calculate The Sum Of A Range
Of Data Using AutoSum
To Calculate The Sum Of A Range
Of Data Using AutoSum
Select Sum. A formula will appear in the selected cell,
G42.

This formula, =SUM(G2:G41), is called a function. The

AutoSum command automatically selects the range
of cells from G2 to G41, based on where you inserted
the function. You can alter the cell range if necessary.

Press the Enter key or Enter button on the formula bar.

The total will appear.
To Edit A Function

Select the cell where the function is defined.

Insert the cursor in the formula bar.

Edit the range by deleting and changing

necessary cell numbers.

Click the Enter icon.

To Edit A Function
To Calculate The Sum Of Two
Arguments
Select the cell where you want the function to
appearin this example, G44.

Click the Insert Function command on the

Formulas tab. A dialog box appears.

SUM is selected by default.

To Calculate The Sum Of Two
Arguments
To Calculate The Sum Of Two
Arguments
Click OK, and the Function Arguments dialog
box appears so you can enter the range of cells
for the function.

Insert the cursor in the Number 1 field.

To Calculate The Sum Of Two
Arguments
In the spreadsheet, select the first range of
cellsin this example, G21 through G26. The
argument appears in the Number 1 field.

To select the cells, left-click cell G21 and drag

the cursor to G26, then release the mouse
button.

Insert the cursor in the Number 2 field.

To Calculate The Sum Of Two
Arguments
To Calculate The Sum Of Two
Arguments
In the spreadsheet, select the second range of
cellsin this example, G40 through G41. The
argument appears in the Number 2 field.

Notice that both arguments appear in the

function in cell G44 and the formula bar when
G44 is selected.

Click OK in the dialog box, and the sum of the

two ranges is calculated.
To Calculate The Sum Of Two
Arguments
To Calculate The Average Of A
Range Of Data
Select the cell where you want the function to
appear.

Click the drop-down arrow next to the AutoSum

command.

Select Average.
To Calculate The Average Of A
Range Of Data
Click on the first cell (in this example, C8) to be
included in the formula.

Left-click and drag the mouse to define a cell

range (C8 through cell C20, in this example).

Click the Enter icon to calculate the average.

To Access Other Functions

Using the point-click-drag method, select a cell

range to be included in the formula.

On the Formulas tab, click the drop-down part of

the AutoSum button.

If you don't see the function you want to use (Sum,

Average, Count, Max, Min), display additional
functions by selecting More Functions.

The Insert Function dialog box opens.

To Access Other Functions

There are three ways to locate a function in the Insert

Function dialog box:

You can type a question in the Search for a function

box and click GO.

You can scroll through the alphabetical list of

functions in the Select a function field.

You can select a function category in the Select a

category drop-down list and review the corresponding
function names in the Select a function field.
To Access Other Functions

Select the function you want to use, then click

the OK button.
To Access Other Functions
Challenge!

Use the Inventory workbook or any workbook you

choose to complete this challenge.
Use a SUM function to calculate the sum of one
argument.
Use the AVERAGE function to calculate the sum
of a range of cells.
Explore other Excel 2007 functions covered in
this lesson.
CHAPTER 10:
SORTING, GROUPING, &
FILTERING CELLS
Introduction
Introduction

A Microsoft Excel spreadsheet can contain a great

deal of information. Excel gives you the ability to
analyze and work with an enormous amount of
data. To most effectively use this data, you may
need to manipulate it in different ways.

In this lesson, you will learn how to sort, group, and

filter data in various ways that will enable you to
most effectively and efficiently use spreadsheets to
locate and analyze information.
Sorting

Sorting lists is a common spreadsheet task that

allows you to easily reorder your data. The most
common type of sorting is alphabetical ordering,
which you can do in ascending or descending
order.
To Sort In Alphabetical Order

Select a cell in the column you want to sort (For

example, we choose a cell in column A).

Click the Sort & Filter command in

the Editing group on the Home tab.

Select Sort A to Z. Now the information in the

Category column is organized in alphabetical
order.
To Sort In Alphabetical Order
To Sort In Alphabetical Order

You can Sort in reverse alphabetical order by

choosing Sort Z to A in the list.
To Sort From Smallest To Largest

Select a cell in the column you want to sort (a

column with numbers).

Click the Sort & Filter command in

the Editing group on the Home tab.

Select From Smallest to Largest. Now the

information is organized from the smallest to
largest amount.
To Sort From Smallest To Largest

You can sort in reverse numerical order by

choosing From Largest to Smallest in the list.
To Sort Multiple Levels

Click the Sort & Filter command in

the Editing group on the Home tab.

Select Custom Sort from the list to open the

dialog box.
To Sort Multiple Levels

OR

Select the Data tab.

Locate the Sort and Filter group.

Click the Sort command to open the Custom

Sort dialog box. From here, you can sort by one
item or multiple items.
To Sort Multiple Levels
To Sort Multiple Levels

Click the drop-down arrow in the Column Sort

by field, then choose one of the optionsin this
example, Category.
To Sort Multiple Levels
To Sort Multiple Levels

Choose what to sort on. In this example, we'll

leave the default as Value.

Choose how to order the results. Leave it as A to

Z so it is organized alphabetically.

Click Add Level to add another item to sort by.

To Sort Multiple Levels
To Sort Multiple Levels

Select an option in the Column Then by field. In this

example, we chose Unit Cost.

Choose what to sort on. In this example, we'll leave

the default as Value.

Choose how to order the results. Leave it

as smallest to largest.

Click OK.
To Sort Multiple Levels
To Sort Multiple Levels

The spreadsheet has been sorted. All of the

categories are organized in alphabetical order,
and within each category the unit cost is
arranged from smallest to largest.

Remember that all of the information and data

is still hereit's just in a different order.
Group Cells Using Subtotal
Command
Grouping is a useful Excel feature that gives you
control over how the information is displayed.

You must sort before you can group.

To Create Groups With Subtotals

Select any cell with information in it.

Click the Subtotal command on the Data tab.

The information in your spreadsheet is
automatically selected, and the Subtotal dialog
box appears.
To Create Groups With Subtotals
To Create Groups With Subtotals

Decide how you want things grouped. In this

example, we will organize by Category.

Select a function. In this example, we will leave

the SUM function selected.

Select the column where you want the Subtotal

to appear. In this example, Total Cost is selected
by default.
To Create Groups With Subtotals

Click OK. The selected cells are organized

into groups with subtotals.
To Create Groups With Subtotals
To Collapse Or Display The Group

Click the black minus sign, which is the hide

detail icon, to collapse the group.

Click the black plus sign, which is the show

detail icon, to expand the group.

Use the Show Details and Hide

Details commands in the Outline group to
collapse and display the group as well.
To Collapse Or Display The Group
To Ungroup Selected Cells

Select the cells you want to remove from the

group.

Click the Ungroup command.

Select Ungroup from the list. A dialog box will

appear.

Click OK.
To Ungroup The Entire Worksheet

Select all cells with grouping.

Click Clear Outline from the menu.

Filtering Cells

Filtering, or temporarily hiding, data in a

spreadsheet is simple.

This allows you to focus on specific spreadsheet

entries.
To Filter Data

Click the Filter command on the Data tab. Drop-

down arrows will appear beside each column
heading.
To Filter Data
To Filter Data

Click the drop-down arrow next to the heading

you would like to filter.

For example, if you would like to only view data

regarding Flavors, click the drop-down arrow
next to Category.
To Filter Data

Uncheck Select All.

Choose Flavor.

Click OK. All other data will be filtered, or

hidden, and only the Flavor data is visible.
To Clear One Data

Select one of the drop-down arrows next to a

filtered column.

Choose Clear Filter From

To remove all filters, click the Filter command.

To Clear One Data
To Clear One Data

Filtering may look a little like grouping, but the

difference is that now you can filter on another field
if you want to.

For example, lets say you want to see only

the vanilla-related flavors. Just click the drop-down
arrow next to Item, then select Text Filters. From
the menu, choose Contains because you want to
find any entry that has the word vanilla in it. A
dialog box appears. Type vanilla, then click OK. Now
we can see that the data has been filtered again and
that only the vanilla-related flavors appear.
Challenge!

Use the Inventory workbook or any workbook you

choose to complete this challenge.
Use the Sort command to sort data
alphabetically.
Use the Sort command to sort data numerically
from smallest to largest.
Create groups using the Subtotal command.
Practice using the Filter command.
CHAPTER 11:
FORMATTING TABLES
Introduction
Introduction

Once you have entered information into a

spreadsheet, you may want to format it.
Formatting your spreadsheet can not only make
it look nicer but also easier to use. In a previous
lesson, we discussed manual formatting options
such as bold and italics. In this lesson, you will
learn how to use the predefined tables
styles and some of the Table Tools on the Design
tab.
To Format Information As A Table

Select any cell that contains information.

Click the Format as Table command in

the Styles group on the Home tab. A list of
predefined tables will appear.
To Format Information As A Table
To Format Information As A Table

Left-click a table style to select it.

A dialog box will appear. Excel has automatically

selected the cells for your table. The cells will
appear selected in the spreadsheet, and the
range will appear in the dialog box.
To Format Information As A Table
To Format Information As A Table

Change the range listed in the field if necessary.

Verify that the box is selected to indicate your

table has headings, if it does. Deselect this box if
your table does not have column headings.

Click OK. The table will appear formatted in the

style you chose.
To Format Information As A Table

By default, the table will be set up with the drop-

down arrows in the header so you can filter the
table if you wish.

In addition to using the Format as

Table command, you can select the Insert tab
and click the Table command to insert a table.
To Modify A Table

Select any cell in the table. The Table Tools

Design tab will become active. From here, you
can modify the table in several ways.
To Modify A Table
To Modify A Table

Select a different table in the Table Styles

Options group. Click the More drop-down arrow
to see more table styles.

Delete or add a Header Row in the Table Styles

Options group.

Insert a Total Row in the Table Styles Options

group.
To Modify A Table

Remove or add banded rows or columns.

Make the first and last columns bold.

Name your table in the Properties group.

Change the cells that make up the table by

clicking Resize Table.
To Modify A Table

When you apply a table style, filtering arrows

automatically appear. To turn off filtering, select
the Home tab, click the Sort & Filter command,
and select Filter from the list.
Challenge!

Use the Inventory workbook or any workbook you

choose to complete this challenge.
Format the information in a worksheet as
a table.
Format the first column in bold.
Name the table.
Change the table style.
Practice using the other features discussed in
this lesson to modify the table in various ways.
CHAPTER 12:
ALIGNING TEXT
Introduction
Introduction

Worksheets that have not been formatted are often

difficult to read. Fortunately, Excel gives you many
tools that allow you to format text and tables in
various ways. One of the ways you can format your
worksheet so it's easier to work with is to apply
different types of alignment to text.

In this lesson, you will learn how to left, center, and

right align text; merge and center cells; vertically
align text; and apply different types of text control.
To Align Text Or Numbers In A
Cell
Select a cell or range of cells.

Click on either the Align Left, Center, or Align

Right commands on the Home tab.

The text or numbers in the cell(s) take on the

selected alignment treatment.
To Align Text Or Numbers In A
Cell
To Align Text Or Numbers In A
Cell
Left-click a column label to select an entire
column or a row label to select an entire row
Changing Vertical Cell Alignment

You can also define vertical alignment in a cell.

In vertical alignment, information in a cell can be
located at the top of the cell, middle of the cell,
or bottom of the cell. The default is bottom.
Changing Vertical Cell Alignment
To Change Vertical Alignment From
The Alignment Group
Select a cell or range of cells.

Click the Top Align, Center, or Bottom Align

command.
Changing Text Control

Text control allows you to control the way Excel

presents information in a cell. There are two
common types of text control: Wrapped text and
merged cells.

Wrapped Text wraps the contents of a cell across

several lines if it's too large than the column
width. It increases the height of the cell as well.
Changing Text Control
Changing Text Control

Merge Cells can also be applied by using

the Merge and Center button on the Home tab.
To Change Text Control

Select a cell or range of cells.

Select the Home tab.

Click the Wrap Text command or the Merge and

Center command.
To Change Text Control

If you change your mind, click the drop-down

arrow next to the command, then choose
Unmerge cells.
To Change Text Control
Challenge!

Use the Inventory workbook or any workbook you

choose to complete this challenge.
Insert a row, and center-align the text.
Insert a column, and left-align the text.
Use the Merge and Center command to add a title
row.
Apply the wrapped text command to the entire
table.
Practice using the other features discussed in this
lesson.
CHAPTER 13:
WORKING WITH WORKSHEETS
Introduction
Introduction

It is important that you know how to effectively

manage your worksheets. By default, three
worksheets appear in each new workbook. In
this lesson, you will learn how to name, add,
delete, group, and ungroup worksheets.

Additionally, you will learn how to freeze specific

parts of the worksheet so they are always
visible.
Naming Worksheet

When you open an Excel workbook, there

are three sheets by default, and the default
name on the tabs are Sheet1, Sheet2, and
Sheet3.

These are not very informative names. Excel

allows you to create a meaningful name for each
worksheet in a workbook so you can quickly
locate information.
To Name A Worksheet

Right-click the sheet tab to select it.

Choose Rename from the menu that appears.

The text is highlighted by a black box.

Type a new name for the worksheet.

Click off of the tab. The worksheet now assumes

the descriptive name defined.
To Name A Worksheet
To Name A Worksheet

OR

Click the Format command in the Cells group on

the Home tab.

Select Rename Sheet. The text is highlighted by

a black box.

Type a new name for the worksheet.

To Name A Worksheet

Click off of the tab. The worksheet now assumes

the descriptive name defined.
Inserting Worksheet

You can change the default number of sheets

that appears by clicking the Microsoft Office
button and choosing Excel Options. You also
have the ability to insert new worksheets if
needed while you are working.
Inserting Worksheet
Inserting Worksheet

OR

Press the Shift and the F11 keys on your

keyboard.
Deleting Worksheet

Any worksheet can be deleted from a workbook,

including those that have data in it.

Remember, a workbook must contain at least

one worksheet.
To Delete One Or More Worksheet

Click on the sheet(s) you want to delete.

Right-click the sheet(s), and a menu appears.

Select Delete.
To Delete One Or More Worksheet
To Delete One Or More Worksheet

OR

Select the sheet you want to remove.

Click the drop-down arrow next to Delete in the

Cells group on the Home tab.

From the menu that appears, select Delete

Sheet.
Grouping & Ungrouping Worksheet

A workbook is a multi-page Excel document that

contains multiple worksheets.

Sometimes you will want to work with the

worksheets one at a time as if each is a single
unit. Other times, the same information or
formatting may need to be added to every
worksheet.
Grouping & Ungrouping Worksheet

Worksheets can be combined together into a

group. Grouping worksheets allows you to apply
identical formulas and/or formatting across all of
the worksheets in the group.

When you group worksheets, any changes made

to one worksheet will be changed in any other
worksheets in the group.
To Group Contiguous Worksheets

Select the first sheet you want to group.

Press and hold the Shift key on your keyboard.

Click the last sheet you want to group.

To Group Contiguous Worksheets
To Group Contiguous Worksheets

Release the Shift key.

The sheets are now grouped. All of the sheets

between the first sheet and last sheet selected
are part of the group. The sheet tabs will appear
white for the grouped sheets.

Make any changes to one sheet, and the

changes will appear in all the grouped sheets.
To Group Contiguous Worksheets
To Group Noncontiguous Sheets

Select the first sheet you want to group.

Press and hold the Ctrl key on your keyboard.

Click the next sheet you want to group.

Continuing clicking the sheets you want to

group.
To Group Noncontiguous Sheets

Release the Control key.

The sheets are now grouped. The sheet tabs will

appear white for the grouped sheets. Only the
sheets selected are part of the group.

Make any changes to one sheet, and the

changes will appear in all the grouped sheets.
To Ungroup Worksheets

Right-click one of the sheets.

Select Ungroup from the list.

Freezing Worksheet Panes

The ability to freeze, or lock, specific rows or

columns in your spreadsheet is a useful feature
in Excel. It is called freezing panes.

When you freeze panes, you select rows or

columns that will remain visible all the time,
even as you are scrolling. This is particularly
useful when working with large spreadsheets.
To Freeze A Row

Select the row below the one you want frozen.

For example, if you want rows 1 and 2 to appear
at the top even as you scroll, select row 3.
To Freeze A Row
To Freeze A Row

Click the View tab.

Click the Freeze Pane command in the Window

group.
To Freeze A Row
To Freeze A Row

Choose Freeze Panes. A thin, black line

appears below everything that is frozen in place.

Scroll down in the worksheet to see the pinned

rows.
To Freeze A Row
To Unfreeze A Pane

Click the Freeze Pane command.

Select the Unfreeze command.

To Freeze A Column

Select the column to the right of the column(s)

you want frozen. For example, if you want
columns A and B to always appear on the left,
select column C.

Click the View tab.

Click the Freeze Pane command in the Window

group.
To Freeze A Column

Choose Freeze Pane. A thin, black line appears

to the right of the frozen area.

Scroll across in the worksheet to see the pinned

columns.
Challenge!

Use the Inventory workbook or any workbook you choose

to complete this challenge.
Rename Sheet1 to January, Sheet2 to February, and
Sheet3 to March.
Insert two worksheets, and name them April and May.
If necessary, move the April and May worksheets so
they are immediately following the March sheet.
Use the Grouping feature so all of the sheets contain the
same information as the January sheet.
Delete the May sheet.
Freeze rows 1 and 2 on the January sheet.
CHAPTER 14:
USING TEMPLATES
Introduction
Introduction

In Excel, you have many templates that can save

you a lot of time.

A template is a predesigned spreadsheet you can

use to create new spreadsheets with the same
formatting and predefined formulas.

With templates, you don't need to know how to do

the math, or even how to write formulasthese are
already integrated into the spreadsheet.
Introduction

In this lesson, you will learn how to create a new

workbook with a template, as well as basic
information about how templates work in Excel.
To Create New Workbooks Using
Templates On The Computer
Open Excel.

Click the Microsoft Office button.

Select New. The New Workbook Dialog Box

appears.
To Create New Workbooks Using
Templates On The Computer
To Create New Workbooks Using
Templates On The Computer
Click Installed Templates. Thumbnail images of
the templates that are installed on your
computer appear in the center of the dialog box.
To Create New Workbooks Using
Templates On The Computer
To Create New Workbooks Using
Office Online
Select a template from the center area of the
dialog box. A slightly larger image of the
template appears on the right side of the dialog
box.

Click Create. The template will appear in the

Excel window.
To Create New Workbooks Using
Templates On The Computer
Open Excel.

Click the Microsoft Office button.

Select New. The New Workbook Dialog Box

appears.

Select a category under the Microsoft Office

Online heading on the left.
To Create New Workbooks Using
Templates On The Computer
Thumbnail images of the templates in that
category that are available through Microsoft
Office Online appear in the center of the dialog
box.
To Create New Workbooks Using
Templates On The Computer
To Create New Workbooks Using
Templates On The Computer
Select a template. A slightly larger image of the
template appears on the right side of the dialog
box.

Click Download. The download process will

begin.
Challenge!

Open Excel.
View the templates on your computer.
View several of the
template categories on Microsoft Office Online.
Select a template.
Download the template.
Enter your data into the template.
Save and close the workbook.
CHAPTER 15:
USING WHAT-IF ANALYSIS
Introduction
Introduction

The real power in Excel lies in its ability to perform

multiple mathematical calculations for you. One of
the tools in Excel that you can use to perform these
calculations is a Data tool called What-if Analysis.

What-if analysis allows you to see the effect

different values have in formulas. Have you ever
thought, "What interest rate do I need to qualify for
to have a car payment of $400 on the car I want?"
This question can be answered using what-if
analysis.
Introduction

In this lesson, you will learn how to use a what-if

analysis tool called Goal Seek.
Example

You need a loan to buy a new car. You know how

much money you want to borrow, how long of a
period of time you want to take to pay off the
loan (the term), and what payment you can
afford to make each month. But what you need
to know is what interest rate you need to qualify
for to make the payment $400 per month.
Example

If you didnt have interest and just divided this

$20,000 into 60 monthly payments, you would
pay $333.33 per month.

The what-if analysis tool will allow you to easily

calculate the interest rate.
Example
Where Did The Formula Come From

The formula that appears in cell B5 in the example

image is a function. It isn't part of the what-if
analysis tool, so you will need to understand
functions thoroughly before you use what-if
analysis.

For the example scenario described, you need a

formula that will calculate the monthly payment.
Instead of writing the formula yourself, you can
insert a function to do the calculation for you.
To Insert A Payment Function

Select the Formula tab.

Click the Insert Function command. A dialog box

appears.

Select PMT.

Click OK. A dialog box appears.

To Insert A Payment Function

Insert your cursor in the first field. A description

of the needed information appears at the
bottom of the dialog box.
To Insert A Payment Function
To Insert A Payment Function

Select the cell in the spreadsheet with the

needed information.

Insert your cursor in the next field. A description

about the needed information appears at the
bottom of the dialog box.

Select the cell in the spreadsheet with the

needed information.
To Insert A Payment Function

Repeat the last two steps until all of the

necessary information is entered in the dialog
box.

Click OK.
What-If Analysis Tools

There are three What-If analysis tools that you can

use. To access these, select the Data tab and locate
the What-If Analysis command. If you click this
command, a menu with three options appears.

Goal seek is useful if you know the

needed result but need to find the input value that
will give you the desired result. In this example, we
know the desired result (a $400 monthly payment)
and are seeking the input value (the interest rate).
To Use Goal Seek To Determine An
Interest Rate
Select the Data tab.

Locate the Data Tools group.

Click the What-If Analysis command. A list of

three options appears.
To Use Goal Seek To Determine An
Interest Rate
To Use Goal Seek To Determine An
Interest Rate
Select Goal Seek. A small dialog box appears.

Select the cell that you want to set to a specific

value. In this example, we want to set B5, the
Payment cell.
To Use Goal Seek To Determine An
Interest Rate
To Use Goal Seek To Determine An
Interest Rate
Insert the cursor in the next field.

Enter a value in the value field. In this example,

type -$400. Since were making a payment that
will be subtracted from our loan amount, we
have to enter the payment as a negative
number.
To Use Goal Seek To Determine An
Interest Rate
To Use Goal Seek To Determine An
Interest Rate
Insert the cursor in the next field.

Select the cell that you want to change. This will

be the cell that tries various input values. In this
example, select cell B4, which is the interest
rate.
To Use Goal Seek To Determine An
Interest Rate
To Use Goal Seek To Determine An
Interest Rate
Click OK.

Then, click OK again. The interest rate appears

in the cell. This indicates that a 7% interest rate
will give us a $400 a month payment on a
$20,000 loan that is paid off over five years, or
60 months.
To Use Goal Seek To Determine An
Interest Rate
Challenge!

Use the Car Loan workbook to complete this

challenge.
Use Goal Seek to solve the problem described in
the text and video lessons.
Create a problem of your own that you might
use Goal Seek to solve. Try it.
CHAPTER 16:
WORKING WITH CHARTS
Introduction
Introduction

A chart is a tool you can use in Excel to

communicate your data graphically. Charts allow
your audience to more easily see the meaning
behind the numbers in the spreadsheet, and to
make showing comparisons and trends much easier.

In this lesson, you will learn how

to insert and modify Excel charts and see how they
can be an effective tool for communicating
information.
Creating A Chart

Charts can be a useful way to communicate

data. When you insert a chart in Excel, it appears
in the selected worksheet with the source data
by default.
To Create A Chart

Select the worksheet you want to work with. In

this example, we use the Summary worksheet.

Select the cells you want to chart, including

the column titles and row labels.

Click the Insert tab.

To Create A Chart

Hover over each Chart option in the Charts

group to learn more about it.

Select one of the Chart options. In this example,

we'll use the Columns command.

Select a type of chart from the list that appears.

For this example, we'll use a 2-D Clustered
Column. The chart appears in the worksheet.
To Create A Chart
Identifying The Parts Of A Chart

Charts are a visual representation of data in a

worksheet. Charts make it easy to see
comparisons, patterns, and trends in the data.

Source data
The range of cells that make up a chart. The
chart is updated automatically whenever the
information in these cells changes.
Identifying The Parts Of A Chart

Title
The title of the chart.

Legend
The chart key, which identifies what each color
on the chart represents.
Identifying The Parts Of A Chart

Axis
The vertical and horizontal parts of a chart.
The vertical axis is often referred to as the Y
axis, and the horizontal axis is referred to as
the X axis.

Data series
The actual charted values, which are usually
rows or columns of the source data.
Identifying The Parts Of A Chart

Value axis
The axis that represents the values or units of
the source data.

Category axis
The axis identifying each data series.
Chart Tools

Once you insert a chart, a new set of Chart Tools,

arranged into three tabs, will appear above the
Ribbon.

These are only visible when the chart is selected.

Chart Tools
To Change The Chart Type

Select the Design tab.

Click the Change Chart Type command. A dialog

box appears.

Select another chart type.

Click OK.
To Change The Chart Type
To Change The Chart Type

You can change what is being compared in the

chart.

Just click the Switch Row/Column

Data command, which will rotate the data
displayed on the x and y axes.

To return to the original view, click the Switch

Row/Column command again.
To Change Chart Layout

Select the Design tab.

Locate the Chart Layouts group.

Click the More arrow to view all of your layout

options.

Left-click a layout to select it.

To Change Chart Layout
To Change Chart Layout

If your new layout includes chart titles, axes, or

legend labels, just insert your cursor into the text
and begin typing to add your own text.
To Change Chart Style

Select the Design tab.

Locate the Chart Style group.

Click the More arrow to view all of your style

options.

Left-click a style to select it.

To Change Chart Style
To Move The Chart To A Different
Worksheet
Select the Design tab.

Click the Move Chart command. A dialog box

appears. The current location of the chart is
selected.

Select the desired location for the chart (i.e.,

choose an existing worksheet, or select New
Sheet and name it).
To Move The Chart To A Different
Worksheet
Challenge!

Use the Company Sales workbook or any other

workbook to complete this challenge.
Use worksheet data to create a chart.
Change the chart layout.
Apply a chart style.
Move the chart to a separate worksheet.
CHAPTER 17:
USING CONDITIONAL
FORMATTING
Introduction
Introduction

Let's imagine you have a spreadsheet with

thousands of rows of data. It would be extremely
difficult to see patterns and trends just from
examining the raw data. Excel gives us several
tools that will make this task easier.

One of these tools is called conditional

formatting.
Introduction

With conditional formatting, you can apply

formatting to one or more cells based on the
value of the cell.

You can highlight interesting or unusual cell

values, and visualize the data using formatting
such as data bars.

In this lesson, you will learn how to apply,

modify, and delete conditional formatting rules.
Conditional Formatting Options

You have many conditional formatting rules, or

options, you can apply to cells in your
spreadsheet.

Each rule will affect selected cells differently.

Before you choose a formatting rule, you must

identify what questions you are trying to answer.
Conditional Formatting Options

For example, in a sales spreadsheet you might

want to identify the salespeople with lower than
average sales.

To do this, you need to choose a conditional

formatting rule that will show you this answer.
Not all of the options will provide you with this
information.
Conditional Formatting Options

Highlight Cell Rules:

This rule highlights specific cells based on your

option choice.

For example, you can choose for Excel to

highlight cells that are greater than, less than,
or equal to a number, and between two
numbers.
Conditional Formatting Options

Highlight Cell Rules:

Also, you can choose for Excel to highlight

cells that contain specific text, including a
specific date.

If you choose this option, a dialog box will

appear, and you will have to specify the cells to
highlight and the color you would like to
highlight the cells.
Conditional Formatting Options
Conditional Formatting Options

Top/Bottom Rules:

This conditional formatting option highlights cell

values that meet specific criteria, such as top or
bottom 10 percent, above average, and below
average.

If you choose this option, a dialog box will appear,

and you will have to specify the cells to highlight
and the color you would like to highlight the cells.
Conditional Formatting Options
Conditional Formatting Options

Data Bars:

This is an interesting option that formats the

selected cells with colored bars.

The length of the data bar represents the value

in the cell. The longer the bar, the higher the
value.
Conditional Formatting Options
Conditional Formatting Options

Color Scales:

This option applies a two- or three-color

gradient to the cells.

Different shades and colors represent specific

values.
Conditional Formatting Options
To Apply Conditional Formatting

Select the cells you would like to format.

Select the Home tab.

Locate the Styles group.

Click the Conditional Formatting command. A

menu will appear with your formatting options.
To Apply Conditional Formatting
To Apply Conditional Formatting

Select one of the options to apply it to the

selected cells. A cascading menu will appear.
To Apply Conditional Formatting
To Apply Conditional Formatting

An additional dialog box may appear, depending

on the option you choose.

If so, make the necessary choices, then click OK.

To Remove Conditional Formatting
Rules
Click the Conditional Formatting command.

Select Clear Rules. A cascading menu appears.

Choose to clear rules from the entire

worksheet or the selected cells.
To Manage Conditional Formatting
Rules
Click the Conditional Formatting command.

Select Manage Rules from the menu. The

Conditional Formatting Rules Manager dialog
box will appear.

From here you can edit a rule, delete a rule, or

change the order of rules.
To Manage Conditional Formatting
Rules
Challenge!

Use the Company Sales workbook to complete this

challenge.
Apply conditional formatting to a range of cells
with numerical values.
Apply a second conditional formatting rule to the same
set of cells.
Apply a conditional formatting rule to a range of cells
with text.
Explore the Conditional Formatting Rules
Manager dialog box.
Clear all conditional formatting rules from the
worksheet.
CHAPTER 18:
CREATING PIVOT TABLES
Introduction
Introduction

PivotTable reports, or PivotTables as they are

often called, can help you answer questions
about your spreadsheet by analyzing the
numerical information in various ways.

If you work with spreadsheets with a lot of data,

a PivotTable can be an extremely useful tool.
Introduction

PivotTable reports give you power because you

can quickly find the answer to many different
questions and can manipulate your data in many
different ways.

In this lesson, you will learn the basics of

inserting and working with PivotTable reports.
Why Are They Named Pivot Tables?

You may be wondering why it is called a

PivotTable.

Basically, PivotTables allow you to pivot,

or move, data so you can produce answers to
questions.

Once you create a PivotTable, you can very

easily see what effect pivoting the data has on
the spreadsheet information.
To Create A Pivot Table Report
(Part I)
Select the cells in your spreadsheet that you
want to use in the PivotTable report.

Select the Insert tab.

Click the PivotTable command.

To Create A Pivot Table Report
(Part I)
Click PivotTable again. Excel selects cells in the
actual spreadsheet, and the Create PivotTable
dialog box opens.

Select a table or range is already selected, and

the Table/Range field shows the range of the
selected data. New Worksheet is also selected
by default as the place where the report will be
placed.
To Create A Pivot Table Report
(Part I)
To Create A Pivot Table Report
(Part I)
Click Existing Worksheet, then select a
worksheet if you do not want the PivotTable to
appear in a new worksheet.

Click OK.
Creating A Pivot Table Report

If you use the sample spreadsheet to create a

PivotTable, you can see that the column
headings are salesperson, region, account, order
amount, and month.

When you create a PivotTable, each column

label in your data becomes a field that can be
used in the report. The Field List appears on the
right side of the report, while the layout
area appears on the left.
Creating A Pivot Table Report
To Create A Pivot Table Report
(Part II)
Determine what question you want your
PivotTable report to answer. For example, using
the sample spreadsheet, you might want to
know which salesperson sold the highest dollar
amount.

Determine the fields that are necessary to

answer this questionin this
example, salesperson and order amount.
To Create A Pivot Table Report
(Part II)
Select the check box next to the Salesperson
field in the PivotTable Field List. The field will
appear in the drag-and-drop area at the bottom
of the field list and in the layout area. The order
amount data appears on the right. This is a
default setting in Exceldata with numbers will
always appear on the right.
To Create A Pivot Table Report
(Part II)
Select the check box next to the Order Amount
field in the PivotTable Field List. The field will
appear in the drag-and-drop area at the bottom
of the field list and in the layout area. All of the
salesperson data appears on the left side as
rows.

You can now see the answer to your question in

the report on the left.
To Create A Pivot Table Report
(Part II)
To Create A Pivot Table Report
(Part II)
If you change any of the data in your source
worksheet, the PivotTable will not update
automatically.

To manually update it, select the PivotTable and

then go to Options > Refresh.
To Add A Report Filter

Select a field in the Field List. In this example,

choose Region. By default, it will appear in the
Row Labels group.

Click and drag Region into the Report

Filter section.

Release the mouse button. The region appears

at the top of the report as a filter.
To Add A Report Filter

The arrow by the Region fields shows (All). To

show just the data for a specific region, click the
drop-down arrow, and select the region. To
see multiple regions, click the Multiple Regions
box, select the regions to display, then click OK.
To Move Or Pivot Data

Click and drag a field from one area to another.

To Move Or Pivot Data
To Move Or Pivot Data

Release the mouse button to drop the field in

the new area. In this example, we
move Region from Report Filter to Column
Label. The PivotTable report will change.
To Move Or Pivot Data
To Move Or Pivot Data

OR

Right-click one of the rows. A menu will appear.

Select Move, then select a move option.

To Move Or Pivot Data
To Create Pivot Chart

Select the PivotChart command from the

Options tab. The Insert Chart dialog box
appears.

Select the chart youd like to insert.

Click OK. The chart will now appear on the same

sheet as the PivotTable.
To Create Pivot Chart
To Create Pivot Chart

The information in the chart includes the

information in the PivotTable rather than all of
the original source data.
Challenge!

Use the Company Sales workbook to complete this

challenge.
Create a PivotTable report that calculates the
amount each salesperson sold.
Filter the report by region.
View the data for the salespeople in
the North and West region.
Who sold the greatest dollar amount in these
two regions?
CHAPTER 19:
WHAT ARE REFERENCE STYLES?
Introduction

Every Excel spreadsheet

contains rows and columns.

Most of the time, columns are identified

by letters (A, B, C), and rows are identified
by numbers (1, 2, 3). In Excel, this is known as
the A1 reference style.

However, some prefer to use a different method in

which columns are also identified by numbers. This
is known as the R1C1 reference style.
Introduction
To Turn Off R1C1 Reference Style

Click the Microsoft Office button.

Click Excel Options.
To Turn Off R1C1 Reference Style
To Turn Off R1C1 Reference Style

The Excel Options dialog box will appear.

Click Formulas, uncheck the box next to R1C1
reference style, then click OK. Excel will now use
the A1 reference style.
To Turn Off R1C1 Reference Style
CHAPTER 20:
WHATS NEW IN EXCEL 2007?
Introduction

Excel 2007 differs substantially from the

previous versions, both in appearance and
functionality. Traditional menus, toolbars, and
task panes have been replaced by a new
navigation system and a multitude of new
features that are designed to make
accomplishing tasks in the spreadsheet
application easier than ever before.
Features

The Ribbon system:

Cascading menu options and toolbars have

been replaced by the tabbed Ribbon system.

Microsoft calls this a results-oriented user

interface because the Ribbon is divided
into task-oriented tabs, which are further
divided into groups of commands and
features.
Features

The Ribbon system:

Also, the tabs, groups, and command buttons

change as you take on various tasksrevealing
what you need, when you need it.

This may seem overwhelming at first, but it is

extremely useful and makes using all of the
tools of this complex software intuitive.
Features
Features

Larger spreadsheets:

16,384. Is that enough columns? What about

1,048,576? Will that be enough rows for you?

Excel 2007 provides you with

approximately 1,500% more rows and 6,300%
more columns than in Excel 2003.
Features

Larger spreadsheets:

If you have a difficult time imagining using a

spreadsheet with that many columns and
rows, think about the companies that use
Excel to manage financial data, or businesses
that control their budgets or client lists.

Power users will appreciate these new

additions.
Features

Improved formula and function features:

Formulas and functions are the heart of Excel.

Without them, you could not use the
application to perform even the most basic of
calculations.

In this version, there have been some

improvements that make formula writing
easier.
Features

Improved formula and function features:

One of the additions is a resizable formula bar. When

you enter long formulas, the formula bar
automatically resizes so the formula doesnt cover
data in the cells.

Additionally, Excel 2007 provides you with

formula AutoComplete options.

After you begin a formula, Excel displays a drop-down

list of possible functions below the cell.
Features
Features

Themes and styles:

Creating professional-looking spreadsheets has never

been easier.

Excel 2007 includes themes and styles that surpass

the AutoFormat Table feature, which was a key design
tool in previous versions of Excel.

A theme is a predefined set of colors, fonts, lines, and

fill effects that can be applied to your entire
workbook, tables, charts, or selected areas.
Features

Themes and styles:

A style is a predefined format, based on the

theme you choose, that you can apply to
change the appearance of tables, charts,
shapes, and more.

If built-in and predefined themes and styles

don't meet your needs, you can customize
your own.
Features

In addition to these features, Excel 2007 includes

enhanced conditional formatting that applies
visual formatting to data, new functionality
in tables, new charting tools,
updated PivotTables that are easier to use, three
additional file formats, and more.
THANK YOU !