SPREADSHEET (MS EXCEL 2016) LEVEL 1 1

TABLE OF CONTENT

CHAPTER PAGE NO
Chapter 1: Introductions 3
1.1 What is Excel 3
1.2 What’s New in Microsoft Excel 2016 3

Chapter 2: Starting Microsoft Excel 2016 6

2.1 Working With the Ribbon 6
2.2 To Minimize and Maximize the Ribbon 7
2.3 The Quick Access Toolbar 8
2.4 Creating and Opening Workbooks 9
2.5 Exercise 9

Chapter 3: Getting to Know Cells and Cell Content 10

3.1 Introduction 10
3.2 The Cell 10
3.3 Formulas and Functions 11
3.4 To Access More Paste Options 13
3.5 To Drag and Drop Cells 13
3.6 To Use the Fill Handle to Fill Cells 14
3.7 Exercise 14

Chapter 4: Modifying Columns, Rows and Cells 15

4.1 Introduction 15
4.2 To Modify Column Width 15
4.3 To Set Column Width With a Specific Measurement 15
4.4 To Modify the Row Height 16
4.5 To Set Row Height With a Specific Measurement 16
4.6 To Insert Rows 16
4.7 To Insert Columns 17
4.8 To Delete Rows 17
4.9 Wrapping Text and Merging Cells 18
4.10 To Merge Cells Using the Merge and Center Command 18
4.11 To Access More Merge Options 19
4.12 Exercise 19

Chapter 5: Formatting Cells 20

5.1 Introduction 20
5.2 Formatting Text 20
5.3 To Change the Font 20
5.4 To Use the Bold, Italic and Underline Command 21
5.5 To Add a Border 21
5.6 To Change the Font Color 21
5.7 To Add a Fill Color 22
5.8 To Change Horizontal Text Alignment 22
5.9 To Change Vertical Text Alignment 22
5.10 Formatting Numbers and Dates 23
5.11 Exercise 23
 SPREADSHEET (MS EXCEL 2016) LEVEL 1 2

Chapter 6: Creating Simple Formulas 24

6.1 Introduction 24
6.2 Simple Formulas 24
6.3 Creating Simple Formulas 24
6.4 To Create a Simple Formula in Excel 25
6.5 Creating Formulas with Cell References 25
6.6 To Create a Formula Using the Point and Click Method 26
6.7 To Edit a Formula 27
6.8 Exercise 28

Chapter 7: Worksheets Basics 29

7.1 Introduction 29
7.2 To Rename Worksheets 29
7.3 To Insert New Worksheets 29
7.4 To Delete Worksheets 29
7.5 To Copy a Worksheet 30
7.6 To Move a Worksheet 30
7.7 To Color-code Worksheets Tabs 30
7.8 Grouping and Ungrouping Worksheets 31
7.9 Freezing Worksheet Panes 31
7.10 Exercise 34

Chapter 8: Creating Complex Formulas 35

8.1 Complex Formulas 35
8.2 Order of Operations 35
8.3 To Create a Complex Formula Using the Order of Operations 36
8.4 Working with Cell References 36
8.5 Relative References 37
8.6 To Create and Copy a Formula Using Relative References 37
8.7 Exercise 38

Chapter 9: Working with Basic Functions 39

9.1 Basic Functions 39
9.2 The Parts of a Function 39
9.3 Working with Basic Arguments 39
9.4 To Create a Basic Function in Excel 40
9.5 Using AutoSum to Select Common Functions 40
9.6 Function Library 41
9.7 To Insert a Function from the Function Library 41
9.8 Exercise 42

Chapter 10: Basic Sorting and Filtering 43

10.1 To Sort by Alphabetical Order 43
10.2 Filtering Data 44

Chapter 11: Printing with Microsoft Excel 46

11.1 To View the Print Pane 46
11.2 Printing Options 46
11.3 To Change Page Orientation 47
11.4 To Fit a Worksheet on One Page 48
11.5 To Modify Margins While in Print Preview 48
 SPREADSHEET (MS EXCEL 2016) LEVEL 1 3

- Chapter 1 -
Introductions

Objectives
a. To learn about what is Microsoft Excel.
b. To learn about what Microsoft Excel can do.
c. To learn about what is new in Microsoft Excel 2016.

1.1 What is Excel

Excel is an electronic spreadsheet program that can be used for storing, organizing and
manipulating data. It is also allows one to enter numerical values or data into the rows or
columns of a spreadsheet, and to use these numerical entries for such things as calculations,
graphs, and statistical analysis.

When you look at the Excel screen (refer

to the example on this page) you see a
rectangular table of grid of rows and
columns. The horizontal rows are
identified by numbers (1,2,3) and the
vertical columns with letters of the
alphabet (A, B, C). For columns beyond
26, columns are identified by two or
more letters such as AA, AB, AC.

Figure 1.1 Columns and row Figure 1.2 Column name after Z

The intersection point between a column and a row is a small rectangular box known as a cell.
A cell is the basic unit for storing data in the spreadsheet. Because an Excel spreadsheet
contains thousands of these cells, each is given a cell reference or address to identify it.

1.2 What’s New in Microsoft Excel 2016

Major Database Enhancements
New options such as Power Queries, Data Models, Reports, Pivot Tables, Once-click
Forecasting and sharing through Power BI are available in the new version of Microsoft Excel.
 SPREADSHEET (MS EXCEL 2016) LEVEL 1 4

Quick Analysis Tools

Quick analysis tools can be accessed
by clicking on the lightning worksheet
icon at the bottom right corner after
selecting the entire range of your data.
A popup menu will show and display a
variety of options for your data.

New Charts
In Microsoft Excel 2016, there are six
new charts available: Pareto Chart,
Waterfall Chart, Histogram Chart,
Treemap Chart, Sunburst Chart and
Box and Whisker Chart.

Figure 1.3 New charts

New Templates
New templates are available in Microsoft Excel 2016. These templates come with sample data
and charts, together with tutorial exercises that helps you in understanding and learning these
templates better.

3D/Power Maps
In Microsoft Excel 2016, 3D/power
mapping tool is included. Data such as
population of an area can be created
in 3D or mapped to learn how it changes
over time etc.

Figure 1.4 3D maps

Collaboration and Sharing

Sharing and collaboration are made easy with the option of saving your file to Microsoft’s
cloud storage, OneDrive, SharePoint or another online location. It can also be sent to others
easily through Microsoft Outlook.

Smart Lookup
It is a smart feature in the new version of Microsoft Excel that allows you to look for information
about any word or phrase in your spreadsheet easily. Simply highlight the word or phrase and
click on Smart Lookup at the Insights tab and a window will pop up and show the information
and images about the subject.

Tell Me
Tell me is a search box at the right side of the Ribbon that acts as your personal assistant in
Microsoft Excel. You can ask question or command and it will pull up the corresponding result.
 SPREADSHEET (MS EXCEL 2016) LEVEL 1 5

Ink Equations
Ink equations is a feature that
converts your handwriting
equations into text so that you
can insert them into the
document easily.

Figure 1.5 Ink equations

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 6

- Chapter 2 -
Starting Microsoft Excel 2016

Objectives
a. To learn about Ribbon.
b. To learn about Quick Access Toolbar.
c. Creating and opening workbooks.

2.1 Work With the Ribbon

Excel is a spreadsheet program that allows you to store, organize, and analyze information. In
this lesson, you will learn your way around the Excel 2016 environment.

We will show you how to use and modify the Ribbon and the Quick Access Toolbar, and how
to create new workbooks and open existing ones. After this lesson, you will be ready to get
started on your first workbook.

Getting to Know Excel 2016

The Excel 2016 interface is very similar to Excel 2010. Firstly, take some time to learn how to
navigate an Excel workbook.

Working With Your Excel Environment

The Ribbon and the Quick Access Toolbar are where you will find the commands you need to
do common tasks in Excel. If you are familiar with Excel 2010, you will find that the main
difference in the Excel 2016 Ribbon is that commands such as Open and Print are now housed
in backstage view.

The Ribbon
The Ribbon contains multiple tabs, each with several groups of commands. You can add your
own tabs that contain your favorite commands.

Click on a tab
to see more
commands.

Figure 2.1 The Ribbon

Some group will have an
Each tab will have arrow that you can click
one or more groups. for more options.
 SPREADSHEET (MS EXCEL 2016) LEVEL 1 7

Certain programs, such as Adobe Acrobat Reader, may install additional tabs to the ribbon.
These tabs are called Add-ins To Customize the Ribbon: You can customize the ribbon by
creating your own tabs that house your desired commands. Commands are always housed
within a group, and you can create as many groups as you need to keep your tabs organized.
In addition, you can even add commands to any of the default tabs, as long as you create a
custom group within the tab.

Right-click the Ribbon and select, customize the Ribbon. A dialog box will appear. Click New
Tab. A new tab will be
created with a new group
inside it. Make sure the new
group is selected. Select a
command from the list on the
left, then click add. You can
also drag commands directly
into a group. When you are
done adding commands,
click OK.

Figure 2.2 Customize the Ribbon

If you do not see the
command you want, click on
the Choose commands
drop-down box and select
All Commands.

Creating a new
tab and rename
Select
command
and click add

Figure 2.4 All commands

Figure 2.3 Create new tab and add command

2.2 To Minimize and Maximize the Ribbon

The Ribbon is designed to be responsive to your current task and easy to use, but if you find it
is taking up too much of your screen space, you can minimize it.
 SPREADSHEET (MS EXCEL 2016) LEVEL 1 8

1. Click the arrow in the upper-right corner of the

Ribbon to minimize it.
2. To maximize the Ribbon, click the arrow again. When
the Ribbon is minimized, you can make it reappear by
clicking on a tab. However, the Ribbon will disappear
again when you are not using it.

Figure 2.5 Collapse the Ribbon

2.3 The Quick Access Toolbar

The Quick Access Toolbar is located above the
Ribbon, and it lets you access common commands
no latter which tab you are on. By default, it shows
the Save, Undo, and Repeat commands. You can
add other commands to make it more convenient
for you.

Toolbar
1. Click the drop-down arrow to the right of the
Quick Access Toolbar.
2. Select the command you wish to add from the
drop-down menu. To choose from more commands,
select More Commands.

Figure 2.6 Customize Quick Access Toolbar

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 9

2.4 Creating and Opening Workbooks

Excel files are called workbooks. Each workbook holds one or more worksheets (also known as
“spreadsheets").
To Create a New, Blank
Workbook
1. Click the File tab. This
takes you to backstage
view.
2. Select New.
3. Select Blank workbook
under Available Templates.
It will be highlighted by
default.
4. Click Create. A new,
blank workbook appears in
the Excel window. To save
time, you can create your
document from a template,
which you can select under
Figure 2.7 Create new and blank workbook
Available Templates.

To Open an Existing Workbook

1. Click the File tab. This takes you to backstage view.
2. Select Open. The Open dialog box appears.
3. Select your desired workbook and then click Open. If you have opened the existing
workbook recently, it may be easier to choose Recent from the File tab instead of Open to
search for your workbook.

2.5 Exercise
1. Open Excel 2016 on your computer and open a new worksheet.
2. Try minimizing and maximizing the Ribbon.
3. Click through all of the tabs and notice how the Ribbon options change.
4. Try switching page views.
5. Add any commands you wish to the Quick Access Toolbar.
6. Close Excel without saving the workbook.
 SPREADSHEET (MS EXCEL 2016) LEVEL 1 10

- Chapter 3 -
Getting to Know Cells and Cell Content

Objectives
a. To work with cells.
b. To learn about how to drag and drop cells.
c. To learn about how to use the fill handle.

3.1 Introduction
You will need to know the basic ways you can work with cells and cell content in Excel to be
able to use it to calculate, analyze, and organize data. In this lesson, you will learn how to
select cells; insert content; and delete cells and cell content. You will also learn how to cut,
copy and paste cells; drag and drop cells; and fill cells using the fill handle. Cells are the basic
building blocks of a worksheet. Cells can contain a variety of content such as text, formatting
attributes, formulas, and functions.

3.2 The Cell

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

COLUMN Each cell has a name, or a cell

address based on which column
and row it intersects. The cell
address of a selected cell
NAME BOX appears in the Name box. Here
ROW you can see that D1 is selected.

CELL

Figure 3.1 Column, row and

cell

To Select a Cell
1. Click on a cell to select it. When a cell is selected, you will notice that the borders of the cell
appear bold and the column heading and row heading of the cell are highlighted.
2. Release your mouse. The cell will stay selected until you click on another cell in the worksheet.
You can also navigate through your worksheet and select a cell by using the arrow keys on
your keyboard.
 SPREADSHEET (MS EXCEL 2016) LEVEL 1 11

To Select Multiple Cells

1. Click and drag your
mouse until all of the
adjoining cells you want
are highlighted.
2. Release your mouse.
The cells will stay
selected until you click
on another cell in the
worksheet.

Figure 3.2 Select multiple cells

Cell Content
Each cell can contain its own text, formatting, comments, formulas, and functions.

Text
Cells can contain letters, numbers, and dates.

Formatting Attributes
Cells can contain formatting attributes that change the way letters, numbers, and dates are
displayed. For example, dates can be formatted as MM/DD/YYYY or Month/D/YYYY.

Comments
Cells can contain comments from multiple reviewers.

3.3 Formulas and Functions

Cells can contain formulas and functions that calculate cell values. For example, SUM (cell 1,
cell 2...) is a formula that can add the values in multiple cells.

To Insert Content
1. Click on a cell to select it.
2. Enter content into the selected cell using
your keyboard. The content appears in the
cell and in the formula bar. You can also
enter or edit cell content from the formula
bar.

Figure 3.3 Inserting content into

cell
 SPREADSHEET (MS EXCEL 2016) LEVEL 1 12

To Delete Content Within Cells

1. Select the cells, which contain content you want
to delete.
2. Click the Clear command on the ribbon. A
dialog box will appear.
3. Select Clear Contents.

You can also use your keyboard's Backspace key

to delete content from a single cell or Delete key
to delete content from multiple cells.

Figure 3.4 Clear contents within cells

To Delete Cells
1. Select the cells that you want to delete.
2. Choose the Delete command from the ribbon.

Note!! There is an important difference between

deleting the content of a cell and deleting the cell
itself. If you delete the cell, by default the cells
underneath it will shift up and replace the deleted
cell.

Figure 3.5 Delete cells

To Copy and Paste Cell Content

1. Select the cells you wish to copy.
2. Click the Copy command. The border of the
selected cells will change appearance.
3. Select the cell or cells where you want to paste
the content.
4. Click the Paste command. The copied content
will be entered into the highlighted cells.

Figure 3.6 Copy and paste content in cells

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 13

To Cut and Paste Cell Content

1. Select the cells you wish to cut.
2. Click the Cut command. The border of the selected cells
will change appearance.
3. Select the cells where you want to paste the content.
4. Click the Paste command. The cut content will be
removed from the original cells and entered into the
highlighted cells.

Figure 3.7 Cut and paste content in cells

3.4 To Access More Paste Options

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

To Access Formatting Commands by Right-Clicking

1. Select the cells you want to format.
2. Right-click on the selected cells. A dialog box will appear
where you can easily access many commands that are on the
ribbon.

Figure 3.8 Paste options available in Microsoft Excel

3.5 To Drag and Drop Cells

1. Select the cells that you wish to move.
2. Position your mouse on one of the outside edges
of the selected cells. The mouse changes from a
white cross to a black cross + with 4 arrows (4arrow).
3. Click and drag the cells to the new location.
4. Release your mouse and the cells will be dropped
there.

Figure 3.9 Moving cells

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 14

3.6 To Use the Fill Handle to

Fill Cells
1. Select the cell or cells containing the
content you want to use. You can fill cell
content either vertically or horizontally.
2. Position your mouse over the fill handle
so that the white cross + becomes a
black cross +.
3. Click and drag the fill handle until all
the cells you want to fill are highlighted.
4. Release the mouse and your cells will
be filled.

Figure 3.10 Use fill handle to fill cells

3.7 Exercise
1. Make a sample data as shown in the picture.
2. Select one of the cells and notice how its cell addresses appears in the Name box and its
content appears in the Formula bar.
3. Try inserting text and numbers.
4. Use the Fill handle to fill in data to adjoining cells, both vertically and horizontally.
5. Cut cells and paste them into a different location.
6. Delete a cell and note how the content underneath it shifts up to fill in its place.
7. Try dragging and dropping some cells to other parts of the worksheet.

Figure 3.11 Sample data

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 15

- Chapter 4 -
Modifying Columns, Rows and Cells

Objectives
a. To learn about column.
b. To learn about row.
c. To learn about how to wrap text and merge cells.

4.1 Introduction
When you open a new, blank workbook, the cells are set to a default size. You do have the
ability to modify cells, and to insert and delete columns, rows, and cells, as needed. In this
lesson, you will learn how to change row height and column width; insert and delete rows and
columns; wrap text in a cell; and merge cells.

4.2 To Modify Column Width

1. Position your mouse over the
column line in the column heading
so that the white cross becomes a
double arrow.
2. Click and drag the column to the
right to increase the column width
or to the left to decrease the
column width.
3. Release the mouse. The column Figure 4.1 Click and drag column to adjust column
width will be changed in your width
spreadsheet.

4.3 To Set Column Width With a Specific Measurement

1. Select the columns you want to modify.
2. Click the Format command on the Home tab. The
format drop-down menu appears.
3. Select Column Width.
4. The Column Width dialog box appears. Enter a
specific measurement.
5. Click OK. The width of each selected column will be
changed on your worksheet. Select AutoFit Column
Width from the format drop-down menu and Excel will
automatically adjust
each selected column,
so that all the text will fit.
Figure 4.2 Set column width

Figure 4.3 Enter a value

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 16

4.4 To Modify the Row Height

1. Position the cursor over the row line so
that the white cross becomes a double
arrow.
2. Click and drag the row downward to
increase the row height or upward
decrease the row height.
3. Release the mouse. The height of
Figure 4.4 Modifying row height each selected row will be changed on
your worksheet.

Figure 4.5 Click and drag row to adjust row

height

4.5 To Set Row Height With a Specific Measurement

1. Select the rows you want to modify.
2. Click the Format command on the Home tab. The
format drop-down menu appears.
3. Select Row Height.
4. The Row Height dialog box appears. Enter a specific
measurement.
5. Click OK. The selected rows heights will be changed
in your spreadsheet. Select AutoFit Row Height from the
format drop-down menu and Excel will automatically
adjust each selected row, so that all the text will fit.
Figure 4.6 Set row height

4.6 To Insert Rows

1. Select the row below where you
want the new row to appear.
2. Click the Insert command on the
Home tab.
3. The new row appears in your
worksheet.

Figure 4.7 Select the row

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 17

When inserting new rows, columns, or cells, you will see the
Insert Options button (picture brush) by the inserted cells.
This button allows you to choose how Excel formats them.
By default, Excel formats inserted rows with the same
formatting as the cells in the row above them. To access
more options, hover your mouse over the Insert Options
button and click on the drop-down arrow that appears.

Figure 4.8 Insert options

4.7 To Insert Columns

1. Select the column to the right
of where you want the new
column to appear. For
example, if you want to insert a
column between A and B,
select column B.
2. Click the Insert command on
the Home tab.
3. The new column appears in
your worksheet.

Figure 4.9 Select the column

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

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

4.8 To Delete Rows

1. Select the rows you want to delete.
2. Click the Delete command in the
Home tab.
3. The rows are deleted from your
worksheet.

Quick Activity! Based on what you

already know, Try selecting a column
and delete.

Figure 4.10 Select the rows

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 18

4.9 Wrapping Text and Merging Cells

If a cell contains more text than can
be displayed, you can choose to
wrap the text within the cell or merge
the cell with empty, adjoining cells.
Wrap text to make it display on
multiple lines of the cell. Merge cells to
combine adjoining cells into one
larger cell.

Figure 4.11 Select the cells

To Wrap Text
1. Select the cells with text you want to wrap.
2. Select the Wrap Text command in the Home
tab.
3. The text in the selected cells will be wrapped
in your worksheet. If you change your mind, re-
click the Wrap Text command to unwrap the
text.

Figure 4.12 Wrap text

4.10 To Merge Cells Using the Merge and Center Command

1. Select the cells you want to
merge together.
2. Select the Merge & Center
command on the Home tab.

Figure 4.13 Select the cells you want to merge

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 19

3. The selected cells will be merged and the text will be

centered. If you change your mind, re-click the Merge &
Center command to unmerge the cells.

Figure 4.14 Merge and center

4.11 To Access More Merge Options

Click the drop-down arrow next to the Merge & Center command
on the Home tab. The merge drop-down menu appears.
 Merge & Center: Merges selected cells into one cell and
centers the text.
 Merge Across: Merges each row of selected cells into larger
cells. This command is useful if you are merging content
across multiple rows of cells and do not want to create one
large cell.
 Merge Cells: Merges selected cells into one cell. Figure 4.15 Merge
 Unmerge Cells: Unmerges the selected cells. options

4.12 Exercise
1. Make a sample data as shown in the picture.
2. Modify the size of a column. Make the column that contains the board members' names
bigger.
3. Modify the size of a row to be 46 pixels. Modify all the rows that contain text (rows 1-11).
4. Insert a column between column A and column B.
5. Insert a row between row 3 and row 4.
6. Delete a column or a row.
7. Try merging some cells together. If you are using the example, merge the cells in the top or
title row (row 1).
8. Try using the Text Wrap command on some cells. If you are using the example, wrap the text
in the column that contains addresses.

Figure 4.16
Sample data
 SPREADSHEET (MS EXCEL 2016) LEVEL 1 20

- Chapter 5 -
Formatting Cells

Objectives
a. To learn about how to format text.
b. To learn about how to change text alignment.
c. To learn about number format.

5.1 Introduction
Spreadsheets that have not been formatted can be difficult to read. Formatted text and cells
can draw attention to specific parts of the spreadsheet and make the spreadsheet more
visually appealing and easier to understand. In Excel, there are many tools you can use to
format text and cells. In this lesson, you will learn how to change the color and style of text
and cells; align text; and apply special formatting to numbers and dates.

5.2 Formatting Text

Many of the commands you will use to format text can be found in the Font, Alignment, and
Number groups on the ribbon. Font commands let you change the style, size, and color of text.
You can also use them to add borders and fill colors to cells. Alignment commands let you
format how text is displayed across cells, both horizontally and vertically. Number commands
let you change how selected cells display numbers and dates.

5.3 To Change the Font

1. Select the cells you want to modify.
2. Click the drop-down arrow next to the font
command on the Home tab. The font drop-down
menu appears.
3. Move your mouse over the various fonts. A live
preview of the font will appear in the worksheet.
4. Select the font you want to use.
5. You can also change the size by clicking the drop-
down arrow next to the font size command on the
Home tab.
6. You can also use the Grow
Font and Shrink Font
commands to change the size.

Figure 5.1 Font type

Figure 5.2 Font size

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 21

5.4 To Use the Bold, Italic and Underline Commands

1. Select the cells you want to modify.
2. Click the Bold (B), Italic (I), or Underline (U) command on the Home tab.

5.5 To Add a Border

1. Select the cells you want to modify.
2. Click the drop-down arrow next to the Borders command on
the Home tab. The border drop-down menu appears.
3. Select the border style you want to use. You can draw borders
and change the line style and color of borders with the Draw
Borders tools at the bottom of the Borders drop-down menu.

Figure 5.3 Adding border

5.6 To Change the Font Color

1. Select the cells you want to modify.
2. Click the drop-down arrow next to
the font color command on the Home
tab. The color menu appears.
3. Move your mouse over the various
font colors. A live preview of the color
will appear in the worksheet.
4. Select the font color you want to
use. Your color choices are not limited
to the drop-down menu that appears.
Select More Colors at the bottom of
the menu to access additional color
options.

Figure 5.4 Changing font color

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 22

5.7 To Add a Fill Color

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

Figure 5.5 Adding fill color

5.8 To Change Horizontal Text Alignment

1. Select the cells you want to modify.
2. Select one of the three horizontal Alignment
commands on the Home tab.
 Align Text Left: Aligns text to the left of the
cell.
 Center: Aligns text to the center of the cell.
 Align Text Right: Aligns text to the right of the
cell.

Figure 5.6 Horizontal text alignment

5.9 To Change Vertical Text Alignment

1. Select the cells you want to modify.
2. Select one of the three vertical Alignment
commands on the Home tab.
 Top Align: Aligns text to the top of the cell.
 Middle Align: Aligns text to the middle of the cell.
 Bottom Align: Aligns text to the bottom of the cell.
By default, numbers align to the bottom-right of cells
and words or letters align to the bottom-left of cells.

Figure 5.7 Vertical text alignment

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 23

5.10 Formatting Numbers and Dates

One of the most useful features of Excel is its ability to format numbers and dates in a variety
of ways. For example, you might need to format numbers with decimal places, currency
symbols ($), percent symbols (%), etc.

To Format Numbers and Dates

1. Select the cells you want to modify.
2. Click the drop-down arrow next to the Number
Format command on the Home tab.
3. Select the number format you want.

Figure 5.8 Number format

5.11 Exercise
1. Make a sample data as shown in the picture.
2. Select a cell and change the font, size or color of the text. Change the title in cell A1 to the
Verdana font, size 16 with a font color of green.
3. Select a portion of the content in one cell and make only that portion bold. For example, if
the words "Weight (pounds)" are in a cell, make only the word "Weight" bold.
4. Add a border to a group of cells. If you are using the example, add a border to the
descriptions in row 3.
5. Change the fill color of a group of cells. Add a fill color to row 3.
6. Try changing the vertical and horizontal text alignment for some cells.
7. Try changing the formatting of a number. If you are using the example, change the date
format in column A.

Figure 5.9 Sample data

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 24

- Chapter 6 -
Creating Simple Formulas

Objectives
a. To learn about how to create simple formulas.
b. To learn about cell references.
c. To learn about how to edit a formula.

6.1 Introduction
Excel can be used to calculate numerical information. In this lesson you will learn how to
create simple formulas in Excel to add, subtract, multiply, and divide values in a workbook.
Also, you will learn the various ways you can use cell references to make working with formulas
easier and more efficient.

6.2 Simple Formulas

A formula is an equation that performs a
calculation. Like a calculator, Excel can execute
formulas that add, subtract, multiply, and divide.
One of the most useful features of Excel is its ability
to calculate using a cell address to represent the
value in a cell. This is called using a cell reference.

In order to maximize the capabilities of Excel, it is

important to understand how to create simple
formulas and use cell references.

Figure 6.1 Standard operators

6.3 Creating Simple Formulas

Excel uses standard operators for equations,
 Plus sign for addition (+)
 A minus sign for subtraction (-)
 An asterisk for multiplication (*)
 A forward slash for division (/)
 A carat (^) for exponents

The key thing to remember when

writing formulas for Excel is that all
formulas must begin with an equal
sign (=). This is because the cell
contains, or is equal to, the formula
and its value.

Figure 6.2 Select cell to insert formula

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 25

6.4 To Create a Simple Formula in Excel

1. Select the cell where the answer will
appear (B4, for example).
2. Type the equal sign (=).
3. Type in the formula you want Excel to
calculate. For example, "75/250".
4. Press Enter. The formula will be
calculated and the value will be
displayed in the cell.
Figure 6.3 Start formula with equal sign

Figure 6.4 Press Enter to show answer

6.5 Creating Formulas with Cell References

When a formula contains a cell address, it is called a cell reference. Creating a formula with
cell references is useful because you can update data in your worksheet without having to
rewrite the values in the formula.

To Create a Formula Using Cell References

1. Select the cell where the answer will appear
(B3, for example).
2. Type the equal sign (=).
3. Type the cell address that contains the first
number in the equation (B1, for example).
4. Type the operator you need for your
formula. For example, type the addition sign
(+). Figure 6.5 Select cell to insert formula
5. Type the cell address that contains the
second number in the equation (B2, for
example).
6. Press Enter. The formula will be calculated
and the value will be displayed in the cell.

If you change a value in either B1 or B2, the

total will automatically recalculate.
Figure 6.6 Type the cell address
 SPREADSHEET (MS EXCEL 2016) LEVEL 1 26

Figure 6.7 Type the operator and the Figure 6.8 Press Enter for the answer
cell address

Changed B2 value from

$300.00 to $200.00

Since B3 contains the formula

=B1+B2, the value in B3 is
automatically recalculated to
equal $600.00

Figure 6.9 Value is recalculated automatically

6.6 To Create a Formula Using the Point and Click Method

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

Figure 6.10 Select cell to insert formula

2. Type the equal sign (=).

3. Click on the first cell to be included in the
formula (A3, for example).
4. Type the operator you need for your formula.
For example, type the multiplication sign (*).

Figure 6.11 Click on the first cell

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 27

5. Click on the next cell in the formula (B3, for

example).
6. Press Enter. The formula will be calculated and
the value will be displayed in the cell.

Figure 6.12 Click on the next cell

Figure 6.13 Press Enter for the answer

6.7 To Edit a Formula

1. Click on the cell you want to edit.
2. Insert the cursor in the formula bar and
edit the formula as desired. You can also
double-click the cell to view and edit the
formula directly from the cell.
3. When finished, press Enter or select the
Enter command.
4. The new value will be displayed in the
cell.

Edit a formula from the formula

bar or cell. To edit from the cell,
double click cell to view formula
Figure 6.14 Editing formula

Figure 6.15 Edited formula

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 28

6.8 Exercise
1. Make a sample data as shown in the picture. You can use ‘RM’ to replace the ‘$’ sign.
2. Write a simple division formula. If you are using the example, write the formula in cell B18 to
calculate the painting cost per square foot.
3. Write a simple addition formula using cell references. If you are using the example, write the
formula in cell F5 to calculate the "Total Budget."
4. Write a simple subtraction formula using the point and click method. If you are using the
example, subtract the "Expand Bathroom" cost (C6) from the "Total" cost (C11). Calculate your
answer in C12.
5. Edit a formula using the formula bar.

Figure 6.16 Sample data

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 29

- Chapter 7 -
Worksheets Basics

Objectives
a. To learn about how to use worksheets.
b. To learn about how to color-code worksheets tabs.
c. To learn about how to freeze worksheets panes.

7.1 Introduction
Every Excel workbook contains at least one or more worksheets. If you are working with a large
amount of related data, you can use worksheets to help organize your data and make it
easier to work with. In this lesson, you will learn how to name and add color to worksheet tabs,
and how to add, delete, copy, and move worksheets. Additionally, you will learn how to group
and ungroup worksheets, and freeze columns and rows in worksheets so that they remain
visible even when you are scrolling.

When you open an Excel workbook, there are three worksheets by default. The default names
on the worksheet tabs are Sheet1 and + sign. To organize your workbook and make it easier
to navigate, you can rename and even color-code the worksheet tabs. Additionally, you can
insert, delete, move, and copy worksheets.

7.2 To Rename Worksheets

7.3
1. Right-click the worksheet tab you want to rename.
The worksheet menu appears.
7.4
2. Select Rename.
3. The text is now highlighted by a black box. Type the
7.2
name of your worksheet.
4. Click anywhere outside of the tab. The worksheet is
renamed.

7.3 To Insert New Worksheets

Click on the Insert Worksheet, or + icon. A new
worksheet will appear. You can change the setting for
Figure 7.1 Right click at worksheet the default number of worksheets that appear in Excel
tab workbooks. To access this setting, go into backstage
view and click on Options.

7.4 To Delete Worksheets

Worksheets can be deleted from a workbook,
including those that contain data.
1. Select the worksheets you want to delete.
2. Right-click one of the selected worksheets. The
worksheet menu appears.
3. Select Delete. The selected worksheets will be
Figure 7.2 Adding new worksheet deleted from your workbook.
 SPREADSHEET (MS EXCEL 2016) LEVEL 1 30

7.5 To Copy a Worksheet

1. Right-click the worksheet you want to copy. The worksheet
menu appears.
2. Select Move or Copy.
3. The Move or Copy dialog box appears. Check the Create a
copy box.
4. Click OK. Your worksheet is copied. It will have the same title as
your original worksheet, but the title will include a version number,
such as "January (2)".

Figure 7.3 Move or

copy worksheet

Figure 7.4 Check Create a copy

7.6 To Move a Worksheet

1. Click on the worksheet you want to move.
The mouse will change to show a small
worksheet icon.
2. Drag the worksheet icon until a small
black arrow appears where you want the
worksheet to be moved.
3. Release your mouse and the worksheet will Figure 7.5 Drag the worksheet icon
be moved.

7.7 To Color-code Worksheets Tabs

You can color worksheet tabs to help organize your
worksheets and make your workbook easier to
navigate.
1. Right-click the worksheet tab you want to color. The
worksheet menu appears.
2. Select Tab Color. The color menu appears.
3. Select the color you want to change your tab.
4. The tab color will change in the workbook. If your tab
still appears white, that is because the worksheet is still
selected. Select any other worksheet tab to see the
color change.
Figure 7.6 Tab color
 SPREADSHEET (MS EXCEL 2016) LEVEL 1 31

7.8 Grouping and Ungrouping Worksheets

You can work with each worksheet in a workbook individually, or you can work with multiple
worksheets at the same time. Worksheets can be combined together into a group. Any
changes made to one worksheet in a group will be made to every worksheet in the group.

To Group Worksheets
1. Select the first worksheet you want in the
group.
2. Press and hold the Ctrl key on your
keyboard.
3. Select the next worksheet you want in the
Figure 7.7 Select the first worksheet you
group. Continue to select worksheets until all
want in the group
of the worksheets you want to group are
selected.
4. Release the Ctrl key. The worksheets are now grouped. The worksheet tabs appear white
for the grouped worksheets.

Note!! While worksheets are grouped, you can navigate to any worksheet in the group and
make changes that will appear on every worksheet in the group. If you click on a worksheet
tab that is not in the group, however, all of your worksheets will become ungrouped. You will
have to regroup them.

To Ungroup All Worksheets

1. Right-click one of the worksheets. The worksheet menu appears.
2. Select Ungroup. The worksheets will be ungrouped.

7.9 Freezing Worksheet Panes

The ability to freeze specific rows or columns in your worksheet can be a very 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 helpful when working
with large spreadsheets.

To Freeze Rows
1. Select the row below the rows that
you want frozen. For example, if you
want rows 1 & 2 to always appear at
the top of the worksheet even as you
scroll, then select row 3.
Figure 7.8 Select the row below the rows that you 2. Click the View tab.
want to freeze
 SPREADSHEET (MS EXCEL 2016) LEVEL 1 32

3. Click the Freeze Panes

command. A drop-down
menu appears.
4. Select Freeze Panes.
5. A black line appears
below the rows that are
frozen in place. Scroll down
in the worksheet to see the
rows below the frozen rows.

Figure 7.9 View tab > Freeze Panes > Freeze Panes

Row 1 and 2 are

frozen above this
black line
Figure 7.10 When rows are
frozen

To Freeze Columns
1. Select the column to the right of
the columns you want frozen. For
example, if you want columns A & B
to always appear to the left of the
worksheet even as you scroll, then
select column C.
2. Click the View tab.
3. Click the Freeze Panes command.
A drop-down menu appears.
4. Select Freeze Panes.

Figure 7.11 Select the column to the right of the

columns you want to freeze
 SPREADSHEET (MS EXCEL 2016) LEVEL 1 33

5. A black line appears to the right of the

frozen area. Scroll across the worksheet to
see the columns to the right of the frozen
columns.

Column A and B
are frozen to the
left of this black line

Figure 7.12 When columns are frozen

To Unfreeze Panes
1. Click the View tab.
2. Click the Freeze Panes
command. A drop-down
menu appears.
3. Select Unfreeze Panes. The
panes will be unfrozen and the
black line will disappear.

Figure 7.13 Unfreeze panes

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 34

7.10 Exercise
1. Make a sample data as shown in
the picture.
2. Insert a new worksheet.
3. Change the name of a worksheet.
4. Delete a worksheet.
5. Move a worksheet.
6. Copy a worksheet.
7. Try grouping and ungrouping
worksheets.
8. Try freezing and unfreezing
columns and rows.

Figure 7.14 Sample data

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 35

- Chapter 8 -
Creating Complex Formulas

Objectives
a. To learn about complex formulas.
b. To learn about how to create a complex formula.
c. To learn about relative references and absolute references.

8.1 Complex Formulas

Excel is a spreadsheet application that can help you calculate and analyze numerical
information for household budgets, company finances, inventory, and more. To do this, you
need to understand complex formulas. In this lesson, you will learn how to write complex
formulas in Excel following the order of operations. You will also learn about relative and
absolute cell references and how to copy and fill formulas containing cell references.

Simple formulas have one mathematical operation, such as 5+5. Complex formulas have
more than one mathematical operation, such as 5+5-2. When there is more than one
operation in a formula, the order of operations tells us which operation to calculate first. In
order to use Excel to calculate complex formulas, you will need to understand the order of
operations.

8.2 Order of Operations

Excel calculates formulas based on the following order of operations:
1. The operations enclosed in parentheses
2. Exponential calculations (to the power of)
3. Multiplication and division, whichever comes first
4. Addition and subtraction, whichever comes first

Example 1
The following example
demonstrates how to use the
Perform the operation in
order of operations to calculate a
parentheses first: 10-8=2
formula:

Next calculate the

exponent: 4^2=16

Division comes before

multiplication in this example,
so divide: 40/2=20

The last operation is

multiplication: 20*16=320

Figure 8.1 Order of operations

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 36

Example 2
In this example, we will review
how Excel will calculate a
complex formula using the order
of operations:
Figure 8.2 Calculating complex formula

The selected cell will display the percent of total Pete Lily seeds sold that were white.
1. First, Excel will calculate the amount sold in parentheses:
(19*1.99) =37. 81 White Lily seeds and (33*1.99) =65. 67 Total Lily seeds.
2. Second, it will divide the White Lily seed amount by the Total Lily seeds amount:
37.81/65.67=0.5758
3. Last, it will multiply the result by 100 to obtain the value as a percent: 0.5758*100=57.58

Based on this complex formula, the result will show that 57.58% of the total Pete Lily seeds sold
were white. You can see from this example, that it is important to enter complex formulas with
the correct order of operations. Otherwise, Excel will not calculate the results accurately.

8.3 To Create a Complex Formula Using the Order of Operations

In this example, we will use cell references in addition to actual values, to create a complex
formula that will add tax to the nursery order.

1. Click the cell where you want

the formula result to appear (for
example, F11).
2. Type the equal sign (=).
3. Type an open parenthesis,
then click on the cell that
contains the first value you wants
in the formula (for example, F4).
4. Type the first mathematical
operator (for example, the
addition sign).
5. Click on the cell that contains
the second value you want in the
Figure 8.3 Calculate with cell references formula (for example, F5), and
then type a closed parenthesis.
6. Type the next mathematical operator (for example, the multiplication sign).
7. Type the next value in the formula (for example, 0.055 for 5.5% tax).
8. Click Enter to calculate your formula. The results show that $2.12 is the tax for the nursery
order.

8.4 Working with Cell References

In order to maintain accurate formulas, it is necessary to understand how cell references
respond when you copy or fill them to new cells in the worksheet. Excel will interpret cell
references as either relative or absolute. By default, cell references are relative references.
When copied or filled, they change based on the relative position of rows and columns.
 SPREADSHEET (MS EXCEL 2016) LEVEL 1 37

If you copy a formula (=A1+B1) into row 2, the formula will change to become (=A2+B2).
Absolute references, on the other hand, do not change when they are copied or filled and
are used when you want the values to stay the same.

8.5 Relative References

Relative references can save you time when you are repeating the same kind of calculation
across multiple rows or columns. In the following example, we are creating a formula with cell
references in row 4 to calculate the total cost of the electric bill and water bill for each month
(B4=B2+B3). In the upcoming months we want to use the same formula with relative references
(C2+C3, D2+D3, E2+E3, etc.) For convenience, we can copy the formula in B4 into the rest of
row 4 and Excel will calculate the value of the bills for those months using relative references.

8.6 To Create and Copy a Formula Using Relative References

1. Select the first cell where you want to enter the formula (for example, B4).

Figure 8.4 Select cell to enter formula

2. Enter the formula to calculate the value you want

(for example, add B2+B3).
3. Press Enter. The formula will be calculated.

Figure 8.5 Press enter for answer

4. Select the cell you want to copy (for example, B4) and click on the Copy command from
the Home tab.
5. Select the cells where you want to paste the formula and click on the Paste command from
the Home tab.
(You may also drag the fill handle to fill the cells.)

Figure 8.6 Values calculated in C4:M4

6. Your formula is copied to the selected cells as a relative reference (C4=C2+C3, D4=D2+D3,
E4=E2+E3, etc.) and the values are calculated.
 SPREADSHEET (MS EXCEL 2016) LEVEL 1 38

8.7 Exercise
1. Make a sample data as shown in the picture.
2. Create a complex formula that uses the addition and subtraction operations.
3. Create a complex formula that uses the multiplication and division operations.
4. Create a formula that uses an absolute reference. If you are using the example, calculate
the sales tax in E4:E20. Use cell C23 as your absolute reference to the price of sales tax.
5. Create a formula that uses a relative reference. If you are using the example, create a
formula that adds the price of each item (in column D) and the sales tax for each item (in
column E), and then multiplies the result by the quantity of each item (in column F). Enter your
results in the totals column (column G).

Figure 8.7 Sample data

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 39

- Chapter 9 -
Working with Basic Functions

Objectives
a. To learn about basic functions.
b. To learn about how to create a basic function.
c. To learn about how to insert a function from the function library.

9.1 Basic Functions

Figuring out formulas for calculations you want to make in Excel can be tedious and
complicated. Fortunately, Excel has an entire library of functions or predefined formulas that
you can take advantage of. You may be familiar with common functions like sum, average,
product or count, but there are hundreds of functions in Excel, even for things like formatting
text, referencing cells, calculating financial rates, analyzing statistics, and more. In this lesson,
you will learn the basics of inserting common functions into your worksheet by utilizing the
AutoSum and Insert Functions commands. You will also become familiar with how to search
and find various functions, including exploring Excel's Functions Library.

A function is a predefined formula that performs calculations using specific values in a

particular order. One of the key benefits of functions is that they can save you time since you
do not have to
Write the formula yourself. Excel has hundreds of different functions to assist with your
calculations.
In order to use these functions correctly, you need to understand the different parts of a
function and how to create arguments in functions to calculate values and cell references.

9.2 The Parts of a Function

The order in which you insert a function is important. Each function has a specific order, called
syntax, which must be followed for the function to work correctly. The basic syntax to create
a formula with a function is to insert an equal sign (=), a function name (SUM, for example, is
the function name in addition), and an argument. The arguments contain the information you
want the formula to calculate, such as a range of cell references.

9.3 Working with Basic

Arguments
Arguments must be enclosed in
parentheses. Individual values or cell
references in the parentheses are
separated by either colons or commas.
 Colons create a reference to a Function
Equal Sign Argument
range of cells. For example, Name
=AVERAGE (E19: E23) would
calculate the average of the cell
range E19 through E23.
Figure 9.1 Function parts
 SPREADSHEET (MS EXCEL 2016) LEVEL 1 40

 Commas separate individual values, cell references, and cell range in the parentheses.
If there is more than one argument, you must separate each argument by a comma.
For example, =COUNT (C6: C14, C19: C23, C28) will count all the cells in the three
arguments that are included in parentheses.

9.4 To Create a Basic Function in Excel

1. Select the cell where the answer will appear.
2. Type the equal sign (=) and enter the function
name (SUM, for example).
3. Enter the cells for the argument inside the
parenthesis.
4. Press Enter and the result will appear.

Figure 9.2 Create basic function

9.5 Using AutoSum to Select

Common Functions
The AutoSum command allows you to
automatically return the results for a range
of cells for common functions like SUM and
AVERAGE.

1. Select the cell where the answer will

appear.
2. Click on the Home tab.
3. In the Editing group, click on the
Figure 9.3 Use SUM to total figures AutoSum drop-down arrow and select the
function you desire (Average, for example).
4. A formula will appear in the selected cell. If
logically placed, AutoSum will select your cells
for you. Otherwise, you will need to click on the
cells to choose the argument you desire.
5. Press Enter and the result will appear.

The AutoSum command can also be accessed

from the Formulas tab.

Figure 9.4 Other functions at AutoSum

Figure 9.5 Use AVERAGE to average figures

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 41

9.6 Function Library

There are hundreds of functions in Excel, but only some will be useful for the kind of data you
are working with. There is no need to learn every single function, but you may want to explore
some of the different kinds to get ideas about which ones might be helpful to you as you
create new spreadsheets. A great place to explore functions is in the Function Library on the
Formulas tab. Here you may search and select Excel functions based on categories such as
Financial, Logical, Text, Date & Time, and more.

9.7 To Insert a Function from the Function Library

1. Select the cell where the answer
will appear.
2. Click on the Formulas tab.
3. From the Function Library group,
select the function category you
desire. In this example, we will choose
Date & Time.

Figure 9.6 Function library date and

time category

4. Select the desired function from the Date & Time drop-down menu. We will choose the
NETWORKDAYS function to count the days between the order dates and receive date in our
worksheet.
5. The Function Arguments dialog box
will appear. Insert the cursor in the first
field and then enter or select the cell(s)
you desire.
6. Insert the cursor in the next field and
then enter or select the cell(s) you
desire.

Figure 9.7 Networkdays function

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 42

7. Click OK and the result will appear. Our

results show that it took 4 days to receive
the order.

View formula
result
Figure 9.8 Click on OK for result

9.8 Exercise
1. Make a sample data as shown in the picture.
2. Create a function that contains more than one argument.
3. Use AutoSum to insert a function. If you are using the example, insert the MAX function in
cell E15 to find the highest priced supply.
4. Insert a function from the Functions Library. If you are using the example, find the PRODUCT
function (multiply) to calculate the Unit Quantity times the Unit Price in cells F19 through F23.
5. Use the Insert Function command to search and explore functions.

Figure 9.9 Sample data

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 43

- Chapter 10 -
Basic Sorting and Filtering

Objectives
a. To learn about sorting data.
b. To learn about filtering data.

10.1 To Sort by Alphabetical Order

Sorting is a common task that allows you to change or customize the order of your spreadsheet
data. For example, you could organize an office birthday list by employee, birthdates, or
department, making it easier to find what you're looking for. Custom sorting takes it a step
further, giving you the ability to sort multiple levels (such as department first, then birthdates,
to group birthdates by department), and more. In this lesson, you will learn how to sort data
to better view and organize the contents of your spreadsheet.

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

In this example, we will sort by Last Name.
2. Select the Data tab, and locate the Sort and
Filter group.
3. Click the ascending command sort A to Z, or the
descending command to Sort Z to A.

Figure 10.1 Select a cell

4. The data in the spreadsheet will be organized

alphabetically.

Figure 10.2 Sort A to Z

Sorting options can also be found on the Home tab,

condensed into the Sort & Filter command.

Quick Activity!!
Try to sort by numerical order, date and time.

Figure 10.3 Sorted by last name alphabetically

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 44

10.2 Filtering Data

Filters can be used to narrow down the data in your worksheet and hide parts of it from view.
While it may sound a little like grouping, filtering is different in the way that it allows you to
qualify and display only the data that interests you. For example, you could filter a list of survey
participants to view only those who are between the ages of 25-34. You could also filter an
inventory of paint colors to view anything that contains the word "blue," such as "bluebell" or
"robin's egg blue." In this lesson, you will learn how to filter the data in your worksheet to display
only the information you need. Filters can be applied in many different ways to improve the
performance of your worksheet. You can filter text, dates, and numbers. You can even use
more than one filter to further narrow down your results.

To Filter Data
In this example, we will filter the contents of an equipment log at a technology company. We
will display only the laptops and projectors that are available for check-out.

1. Begin with a worksheet that identifies

each column using a header row.
2. Select the Data tab, and locate the Sort
& Filter group.
3. Click the Filter command.

Figure 10.4 Example: inventory list

4. Drop-down arrows will appear in the header of

each column.
5. Click the drop-down arrow in the column you would
Figure 10.5 Filter command
like to filter. In this example, we will filter the Type
column to view only certain types of equipment.
6. The Filter menu appears.
7. Uncheck the boxes next to the data you
don't want to view. (You can uncheck the
box next to Select All to quickly uncheck all.)
8. Check the boxes next to the data you do
want to view. In this example, we will check
Laptop to view only those types of
equipment.
Figure 10.6 Drop down arrows at header of
each column
 SPREADSHEET (MS EXCEL 2016) LEVEL 1 45

9. Click OK. All other data will be filtered, or

temporarily hidden. Only laptops will be
visible.

Figure 10.7 Data will be filtered

Filtered worksheet
Filtering options can also be found on the Home tab, condensed into the Sort & Filter
command.

Figure 10.8 Filtered result

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 46

- Chapter 11 -
Printing with Microsoft Excel

Objectives
a. To learn about different printing options.
b. To learn about how to change printing page orientation.
c. To learn about scaling printing page.

11.1 To View the Print Pane

There are many choices you can make when printing an Excel workbook. You can choose
what parts of a workbook to print and how the data fits on the page. In this lesson, you will
learn how to print worksheets, workbooks, and selection of cells. You will also learn how to
prepare for printing by modifying page orientation, scale, margins, Print Titles, and page
breaks.

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

2. Select Print. The Print pane appears, with the print settings on the left and the Print Preview
on the right.

11.2 Printing Options

Print Active Sheets
If you have multiple worksheets in your workbook, you will
need to decide if you want to print the whole workbook or
specific worksheets. Excel gives you the option to Print
Active Sheets. A worksheet is considered active if it is
selected.

1. Select the worksheets you want to print. To print multiple

worksheets, click on the first worksheet, hold down the Ctrl
key, and then click on the other worksheets you want to
select.
2. Click the File tab.
3. Select Print to access the Print pane. Figure 11.1 Print active
4. Select Print Active Sheets from the print range drop-down sheets
menu.
5. Click the Print button.

Print the Entire Workbook

1. Click the File tab.
2. Select Print to access the Print pane.
3. Select Print Entire Workbook from the print range drop-
down menu.
4. Click the Print button.

Figure 11.2 Print entire workbook

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 47

To Print a Selection or Set the Print Area

Printing a selection (sometimes called setting the print area) lets you choose which cells to
print, as opposed to the entire worksheet.

1. Select the cells that you want to print.

2. Click the File tab.
3. Select Print to access the Print pane.
4. Select Print Selection from the print
range drop-down menu.
5. You can see what your selection will
look like on the page in Print Preview.

Figure 11.3 Select the cells

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

Figure 11.4 Print selection

11.3 To Change Page Orientation

Change the page orientation to Portrait to orient the page vertically or Landscape to orient
the page horizontally. The portrait is useful for worksheets needing to fit more rows on one
page, and Landscape is useful for worksheets needing to fit more columns on one page.

1. Click the File tab.

2. Select Print to access the Print pane.
3. Select either Portrait Orientation or Landscape
Orientation from the orientation drop-down menu.
4. Your page orientation is changed.

Figure 11.5 Page orientation

 SPREADSHEET (MS EXCEL 2016) LEVEL 1 48

11.4 To Fit a Worksheet on One Page

1. Click the File tab.
2. Select Print to access the Print pane.
3. Select Fit Sheet on One Page from the scaling drop-down
menu.
4. Your worksheet is reduced in size until it fits on one page.
Remember that if it is scaled too small it might be difficult to
read.

Figure 11.6 Fit sheet on one page

11.5 To Modify Margins While in Print Preview

The margins of your worksheet may need to be adjusted to make data fit more comfortably
on the printed page. You can adjust the margins in Print Preview.
1. Click the File tab.
2. Select Print to access the Print pane.
3. Click on the Show Margins button. Your margins will appear.
4. Hover your mouse over one of the margin markers until the double arrow appears.
5. Click and drag the margin to your desired location.
6. Release the mouse. The margin is modified.

Figure 11.7 Modify margins

Modify Click the Show

margin Margins button