OVERVIEW OF MICROSOFT EXCEL

Lesson one: Starting the Program

There are different ways to create a workbook. Normally you create a workbook within the Excel
application. However, you can also create an Excel workbook without starting the Excel
application.

To create a workbook from the windows desktop:

Right-click on the windows The Excel icon Type in the file

desktop, select New >> appears on name and press
Microsoft Excel Workbook the desktop. <Enter>.
from the menu. The workbook is
created and saved in
the desktop folder.

Step Action
To create workbook within Excel application, you can
1 Create new default workbook.

2 Create a new workbook using a template. There are many built-in templates in Excel 2010. You
can also create your own templates if you want.

3 Using any method, determine which contestant will make the first selection.
Navigating in a Workbook

The Excel 2010 program window is easy to navigate and simple to use. It is designed to help
you quickly find the commands that you need to complete a task.

A workbook is the file Excel creates to store your data. Generally, a workbook should deal with
related data. We use workbooks to store downloaded transactions for reports from
Financials, capture timesheet details or track staff vacation and sick time. In your workbook,
there might be a sheet for each employee in your department or cost center. The default new
workbook in Excel 2010 has three worksheets; you can add more
worksheets or delete existing worksheets as needed. Each worksheet consists of 1,048,
576 rows (numbered 1 through 1,048,576) and 16,384 columns (labeled A
through XFD). The box formed by the intersection of a row and column is called a cell. Each
cell is identified by its address, which consists of its column letter and row number (e.g. cell D1
is the cell in the fourth column and the first row).

Groups of cells are called a range. A range is identified by the addresses of the cells in the
upper-left and lower-right corners of the selected block of cells, separated by a colon
(e.g., A1:C10). Only one cell can be active at a time. The active cell as a thick black
border around it and its address appears in the Name box on the left end of the Formula
bar.

When you open a new workbook, the active cell is cell A1, the top-left cell in the
worksheet. Cell A1 is referred to as home. The mouse pointer displays as a thick white
cross when you move it across the cells in worksheet. When you point at a Ribbon or
worksheet tab, a command button or menu item, the pointer turns into a white arrow.
Element Description

Title bar Displays the name of the workbook and the program.

Minimize, Restore Controls the program window. Use the Minimize button to hide the window. Use
Down/Maximize and the Restore Down/Maximize button to adjust the size of the window. Use the
Close buttons Close button to exit Excel.

Quick Access toolbar Contains frequently used commands that are independent of the tab
displayed on the Ribbon.

Ribbon Contains all the commands related to managing workbooks and working with
workbook content.

Formula bar Displays the data or formula stored in the active cell. It can also be used to
enter or edit a formula, a function, or data in a cell.

Name box Displays the active cell address or the name of the selected cell, range, or
object.

Workbook window Displays a portion of the worksheet.

Sheet tabs Each tab represents a different worksheet in the workbook. A workbook can
have any number of sheets, and each sheet has its name displayed on its sheet
tab.

Scroll bars Used to move downard through a worksheet.

 Element Description

Status bar Displays various messages as well as the status of the Num Lock, Caps Lock,
and Scrool Lock keys on the keyboards.

View Shortcuts toolbar Used to display the worksheet in a variety of views, each suited to a specific
purpose.

Zoom Level button Used to change the magnification of the worksheet.

Zoom slider

Selecting Cells Range in Workbook

You must select the cell (activate the cell) before you add information to it. Once you
have selected a cell or range, you may make changes to all selected cells simultaneously.

A group of selected cells is called a range. A range can contain a block of cells, a
complete column, a complete row or a non-adjacent range.

A cell A block of cells A complete column A complete row

Moving around in a range of cells - shortcut keys

Press Action:
<Tab> Move one cell to the right
<Shift> + <Tab> Move one cell to the left
<Enter> Move one cell down
<Shift> + <Enter> Move one cell up

Move between worksheets

Use the shortcut keys <Ctrl>+<Page Down> to move to the next worksheet and press
<Ctrl>+<Page Up> to move to the previous worksheet.

Selected non-adjacent cells range

A non-adjacent range consists of separate blocks of cells that are selected at the same time.
A selected range is shaded except for the active cell, information appears in that active cell
when you type.

Active cell
Customizing the Quick Access Toolbar

By default, the Quick Access toolbar is located at the left end of the Title bar and displays the
Save, Undo, and Redo button. You can change the location of the Quick Access
toolbar and customize it to include commands that you use frequently.

To add a command to the Quick Access toolbar:

Step Action

1 On the Ribbon, click the appropriate tab or group to display the command
that you want to add.

2 Right-click the command and select the Add to Quick Access Toolbar from
the shortcut menu.

To remove a command to the Quick Access toolbar:

Step Action

1 On the Quick Access toolbar, right-click the command that you want to
remove and select Remove form Quick Access Toolbar from the shortcut
menu.

2 Right-click the command and select the Add to Quick Access Toolbar from
the shortcut menu.

Exploring the Ribbon

The Ribbon is located below the Title bar. Across the top of the Ribbon is a set of task-
specific tabs. Some tabs, known as contextual tabs, appear only when you create or select
certain types of objects (e.g., pictures, tables, charts). Clicking a tab displays an
associated set of commands that are organized into logical groups. Commands generally
take the forms of buttons an lists. Some commands appear in galleries. The appearance of the
buttons and groups on the Ribbon changes depending on the width of the program
window. A button representing a command that cannot be performed on the selected
element is inactive (gray).
 Element Description

File Displays the Backstage view containing commands related to

managing files and customizing the program. The File tab replaces the
Microsoft Office button and File menu used in earlier releases of
Microsoft Office.

Home Contains the basic Clipboard commands, formatting commands, style

commands, commands used to insert and delete rows or columns,
and various worksheet editing commands. The Home tab is active by
deafult.

Insert Contains commands related to all the items you can insert in a
worksheet.

Page Layout Contains commands that affect the overall appearnace of a

worksheet, including some settings that deal with printing.

Formula Contains commands used to insert a forum, name a cell or a rage,

audit a formula, or control how Excel performs calculations.

Data Contains Excel‘s data-related commands.

Review Contains commands used to check spelling, translate words, add

comments, or protext worksheets.

View Contains commands that control various aspects of how a worksheet

is viewed.

Using Dialog Box Launchers

Some groups on the Ribbon have related dialog boxes or task panes that contain
additional commands. These commands are access by clicking the dialog box launcher.
Minimizing and Expanding the Ribbon
You can minimize the Ribbon to make more space available on the screen. When the
Ribbon is minimized, only the tab names are visible.

To minimize the Ribbon:

Click the Minimize the Ribbon button located at the right of the Ribbon. Or, press
Crlt+F1.

To minimize the Ribbon:

Click the Minimize the Ribbon button located at the right of the Ribbon. Or, press
Crlt+F1.
Lesson 2: Basic Workbook Skills
Overview
In this lesson, we‘ll get acquainted with how to perform basic tasks such as moving
around a worksheet, selecting cells, working with rows and columns, and entering and
editing data. By the end of the lesson, you‘ll be able to:

Navigate within the worksheet

Identify the shortcut keys
Add data to a worksheet
Edit existing data on a worksheet
Set a print area
Update the column headings
Add comments to a specific cell

Moving around a worksheet

There are various ways to navigate through a worksheet. Using the mouse or keyboard, you can
move from cell to cell, move up or down a page at a time, or move to the first or last used cell in
the worksheet. You can also navigate to a specific cell in the worksheet by entering its address in
the Name box.
Navigating with the mouse
Use the mouse to change the active cell. If the cell you want to select is not visible in the
workbook window, you can use the scroll bars to scroll through the worksheet in any
direction.
Scrolling with the mouse does not change the location of the active cell. To change the active
cell, you must click a new cell after scrolling.

Navigating with the keyboard

Use the navigational keys to move around a worksheet.
Key Action
Down arrow or Enter Moves the active cell one cell down.

Up arrow or Shift+Enter Moves the active cell one cell up.

Right arrow or Tab Moves the active cell one cell to the right.

Left arrow or Shift+Tab Moves the active cell one cell to the left.

Page Down Moves the active cell down one page.

Page Up Moves the active cell up one page.

Alt+Page Down Moves the active cell right one page.

Alt+Page Up Moves the active cell left one page.

Ctrl+Home Moves the active cell to cell A1.

Ctrl+End Moves the active cell to the last used cell in

the worksheet.
Selecting Ranges

In order to perform an operation on a range of cells in a worksheet, you need first select the
range. When a range is selected, every cell in the range is highlighted, except for the active cell.

Step Action

To select a range:

1 Drag the mouse pointer from the first cell in the range to the last cell. Or, select the first
cell in the rage, hold down the Shift key, and then select the last cell in the range.

To select non-adjacent ranges:

2 Drag to select the first range, hold down the Ctrl key, and then drag to select the
second range.

Note: To deselect a range, press any arrow key or click any cell in the worksheet.

Adjacent Cells Non Adjacent Cells

Step Action

How to Select a Single Cell

Click at the cell that you want to select. The Name box on the left of the formula bar shows which
cell is active.

To Select a Range of Cells:

Click the cell B2 and drag to the cell C4. (for example: Cell B2 is the first cell while the cell C4 is the
last cell of the selection range. The range B2:C4 is then highlighted, as shown below.
Step Action

To select a range of cells using click and drag:

Hold down <Shift>.

Excel marks the cell B2 as the beginning of the selection.

Click the cell C5.

This is the last cell of the selection. A range of B2:C5 is selected, as shown below.

TIPS

You can also use the arrow keys (,,,) to select a range. Hold down <Shift> and press arrow
key to select range.
Do It! Examining Excel window components

Here’s how Here’s why

Click Start and choose To start Microsoft Excel
All Programs
Microsoft Office
Microsoft Excel 2010

Choose Don‘t make changes. (If necessary.) To close the Welcome to

Click OK Microsoft Office 2010 dialog box.
Observe the title bar Book 1 - Microsoft Excel

The title bar shows the name of the current

workbook, ―Book1‖ and the name of the
program.
Observe the Ribbon tabs By default, Home is active.

Observe the Home tab The Home tab contains the Clipboard, Font,
Alignment, Number, Styles, Cells, and Editing
groups.
Click the Insert tab (Next to the Home tab.) To activate it,
Commands related to the Insert command
are displayed here.

In the Illustrations group, click To display the Shapes gallery. You can select a
Shapes shape and then click a cell to place the
share there.
Click the Home tab To display the Home tab‘s groups again.
In the Font group, point to B (The Bold button.) A ScreenTip appears,
showing the command name, its keyboard
shortcut and a brief description.
Observe the formula bar (The formula bar is below the Ribbon.) The
formula bar displays the idea in the active
cell. Currently, none of the cells contain data.
Observe the status bar (At the bottom of the Excel window.) The
status bar provides information about
selected commands and the current status of
the workbook. The status bar also contains
tools for switching the view of the current
document, zooming in and out on the
current document, and switching to other
documents.
Saving and updating workbooks

When you save a file, you can save it to a folder on your hard disk drive, a network
location, CD, DVD, the desktop, flash drive, or save as another file format. While you must
identify the target location, if it is different than the default folder, the saving process is the same
regardless of what location you choose.

Saving a file
Step Action

1 Click From Ribbon.

2 Under Available Templates, click Blank Workbook.

3 In the File name box, type Name.

Excel has already entered a placeholder name in the File name box before you type
your own file name. Since the name is highlighted, you just need to type in the new file
name to overwrite it without having to click in the box.

4 Click Save button.

Saving Workbook in a different format

Step Action

1 Click File tab.

2 Click Save As.

3 In the File name box, type Name.

Excel has already entered a placeholder name in the File name box before you type
your own file name. Since the name is highlighted, you just need to type in the new file
name to overwrite it without having to click in the box.

4 In the Save as type list, click the format that you want to save the file in. For
example, click PDF, or Comma Delimited (.csv).

5 Click Save button.

Lesson 3: Modifying a worksheet

Overview

In this lesson, we‘ll get acquainted with how to perform basic tasks such as moving
around a worksheet, selecting cells, working with rows and columns, and entering and
editing data. After completing this lesson, you‘ll know how to:

Navigate within the worksheet

Edit existing data on a worksheet
Using AutoFill
Set a print area
Update the column headings
Add comments to a specific cell

Text in cells can be any length, and you can change the text‘s formatting, such as its font and
size. By default, text in a cell is left-aligned.

Text and values

As soon as you create a workbook, you can start entering data in cells. Cell entries can include
many types of data, including text and values. When you type, data is entered in the active cell.

Use any length of text in cells and change the text‘s formatting, such as its font and size. By
default, text in a cell is left-aligned (See below).

Values can include numbers, formulas and functions. Excel recognizes cell data as a value when
it‘s number or when it begins with +, -, =, @, #, or $. By default, a value in a cell is right-aligned.

Cell Data is classified according to its intended purpose.

Overflow text and values

If your text doesn‘t fit in a cell, it appears to go into the next cell if that adjacent cell is
empty. The text isn‘t actually in that adjacent cell, however-if there is data in the adjacent cell,
the overflowing text is truncated to fit the width of its cell.
If a long value doesn‘t fit in a cell. Excel displays a row of # characters. This indicates that the cell
is too narrow to display the value in full.

The Num Lock key (for desktop computers)

Many desktop keyboards have a numeric keypad, which is enabled and disabled by a NUm Lock
key in the upper-left corner of the keyboard. Press Num Lock once to switch the
keypad from functioning as numeric keys to functioning as navigation keys. Press Num
Lock again to return to number entry. When number entry is active, a Num Lock light
typically lights on the keyboard.

The label classification is used for cells that contain text or for numbers that will not be used
in calculations.

A value classification indicates that the data has the potential to be used in calculations.

Editing text and values

If you make a mistake while entering data in a cell, you can correct it at any time. To make
edits, do any of the following:
Select the cell and type the new data
Click the formula bar, make the edits and press Enter.
Double-click the cell to place the insertion point in it, make the desired edits and press
Enter.
AutoFill

When you want to enter a series of numbers, days of the week, or other sequential data, you
can use the AutoFill feature to complete the list. The fill handle is a small square in
the lower-right corner of a selected cell or range of cells. When you point to the fill
handle, the pointer changes to a plus sign (+). You can then drag the pointer downward to fill
a range with data.

To use AutoFill:
1. Select the cell containing the value that starts the list or series.
2. Point to the fill handle until the pointer changes to a + symbol.
3. Drag the fill handle over the adjacent cells that you want to fill.

For numbers or dates, select two cells with a desired range, and AutoFill continues with the
same increments. For example, you could use this technique to fill a range by 10s or to fill a
range with dates a week apart.
Formatting Cells

Formatting is applied to spreadsheet components for the purpose of organizing and

clarifying information. Data that is presented in a uniform and consistent format is much
easier to understand than data presented with random formats. Formatting can be
applied to pages, columns, rows, cell ranges, and cells. Formatting features include:

Step Action

1 Select the cells that you want to format.

2 On the Home tab, in the Number group, click the Dialog Box Launcher next to Number
(or just press CTRL+1).

3 In the Category list, click the format that you want to use, and then adjust settings, if
necessary. For example, if you‘re using the Currency format, you can select a different
currency symbol, show more or fewer decimal places, or change the way negative numbers
are displayed.

Borders and Shading

Step Action

1 Select the cell or range of cells that you want to add a border to.
Step Action

2 On the Home tab, in the Font group, click the arrow next to Borders, and then click the
border style that you want.

Apply Font Shading

Step Action

1 Select the cell or range of cells that you want to apply cell shading to.
On the Home tab, in the Font group, click the arrow next to Fill Color Button image, and
2
then under Theme Colors or Standard Colors, click the color that you want.

Filter your data

Step Action

1 Select the data that you want to filter.

On the Data tab, in the Sort & Filter group, click Filter.
2

3 Click the arrow in the column header to display a list in which you can make
filter choices.
To select by values, in the list, clear the (Select All) check box. This removes the
4
check marks from all the check boxes. Then, select only the values you want to
see, and click OK to see the results.

Moving and copying data

Copying duplicates the cell or range in another location, while also leaving the cell in its
original location.

Cutting removes a cell or range from its original location in the worksheet.
Pasting places the cell or range in another location.
To copy a cell or range, use buttons in the Clipboard group on the Home tab.
The copied data is placed on the Office Clipboard. The Office Clipboard (or
Clipboard) is a temporary storage area for up to 24 selections you copy or cut.
To move a cell or range, you use the Cut button, followed by the Paste button.

Inserting and Deleting Rows, Columns and Cells

To insert a row, click the row heading to select the row where you want the new row to
appear. Then, click the Insert button on the Home tab.

To insert a column, click the column heading to select the column where you want the new
column to appear. Then, click the Insert button.

To delete a row or column, click the appropriate row or column heading and then click the Delete
button on the Home tab.

Use the buttons in the Cells group on the Home tab to insert and delete cells.
Sort your data

Step Action

1 To quickly sort your data, do the following:

Select a range of data, such as A1:L5 (multiple rows and columns) or C1:C80 (a single
column). The range can include titles that you created to identify columns or rows.

2 Select a single cell in the column on which you want to sort.

3 Click to perform an ascending sort (A to Z or smallest number to largest).

4 Click to perform a descending sort (Z to A or largest number to smallest).

To sort by specific criteria, do the following:
Select a single cell anywhere in the range that you want to sort.

On the Data tab, in the Sort & Filter group, click Sort.

The Sort dialog box appears.

In the Sort by list, select the first column on which you want to sort.
In the Sort On list, select either Values, Cell Color, Font Color, or Cell Icon.

In the Order list, select the order that you want to apply to the sort operation —
alphabetically or numerically ascending or descending (that is, A to Z or Z to A for text or
lower to higher or higher to lower for numbers).
Lesson 4: Using Formulas and Functions

Overview
This is section discusses the how to construct formulas to perform addition, subtraction,
multiplication or division as well as Functions used in Excel like the AutoSum or AVG
(average).

After completing this lesson, you‘ll know how to:

Enter formulas using the keyboard
Enter formulas using Point mode
Apply the AVERAGE, MAX, and MIN functions
Verify a formula using Range Finder
Apply a theme to a workbook
Apply a date format to a cell or range
Add conditional formatting to cells

Formulas

Formulas helps you to calculate and analyze data on your worksheet. Formulas contain
operands and operators as illustrated below. By default, when a formula is created,
references to cells or ranges are usually based on their position relative to the cell that
contains the formula.

When you copy the formula, Excel will automatically paste the adjusted references in the
destination cells relative to the position of the formula. Before you begin, type in the data for the
Feb column, as shown below.

1. In a cell, type an equal sign (=) to start the formula.

2. Type a combination of numbers and operators; for example, 3+7.
3. Use the mouse to select other cells (inserting an operator between them). For
example, select B1 and then type a plus sign (+), select C1 and type +, and then select
D1.
4. Press ENTER when you finish typing to complete the formula.
 Constant value 2
Cell reference A1
Range reference A1:B2
Label Jan Sales
Range name Revenue
Function Sum(A1:B4)

Operators: Symbols
Addition +
Subtraction -
Multiplication *
Division /
Percent %
Exponential ^

The Excel syntax includes an equal sign (=) followed by the operands and the operators
such as

=2+3 =Sales / Months

= A1 - B6 =5 ^ 4
=3 * A5

The order of the elements in a formula determines the final result of the calculation.
Excel performs the operations from left to right according to the order of operator
precedence.

Operator precedence

Operator Description
: (colon) Reference operators
(single space)
, (comma)
– Negation (as in -1)
% Percent
^ Exponentiation
* and / Multiplication and division
+ and - Addition and subtraction
& Connects two strings of text
(concatenation)
= < > <= >= <> Comparison
For example:

= 2 + 3 * 2 equals to 8
Not 10 because Excel calculates multiplication before addition.
You can control the order of calculation by using parentheses to group operations that
should be performed first.
For example:
= (2 + 3) * 2
equals to 10

Entering functions

A basic function is a shortcut for a formula. Formulas and functions are a primary reason for
using Excel, and it is essential that you start learning how easy they are to master. Although
there are some subtle differences between a formula and a function, many
people use the words interchangeably.

A formula is an equation that

performs a calculation. You enter a formula in a cell at a location when some arithmetic is
required.

When you press Enter, the results are displayed in the cell. A function is a built-in Excel formula.
These built-in formulas cover many categories of commonly used mathematical, statistical,
financial, and scientific operations.

An Excel function has syntax, which defines the necessary parts of the formula and the
order of those parts. The syntax consists of an equal sign and the name of the function,
followed by parentheses. Inside the parentheses, you place arguments. An argument is
the information the function needs to complete its calculation, usually one or more values
or cell addresses. Many functions use a cell range as an argument, a group of cells with a
single address. A cell-range address includes the first cell, a colon, and the last cell.

The Components of a function include:

Cell reference - indicates a cell’s location and provides instructions for how cell data is
copied or used in calculations.
Relative - cell value changes as the formula is copied
Absolute - cell value remains static when copied to other locations
Mixed - combination of an absolute and a relative cell
Parentheses - control the Order of Operations
Conditions or criteria tell the function how to calculate the results and what data to use.
Other commonly used functions are shown in the following table.

Function Description Result

Name
MAX() Finds the largest number from the =MAX(20,25,15)
arguments Result: 25
MIN() Finds the smallest number from the =MIN(20,25,15)
arguments Result: 15
SUM() Adds the range of cells =SUM(A1:A35)
Result: 115
AVERAGE() Finds the average for the arguments =MIN(20,25,15)
Result: 15
COUNT() Counts number of cells that contains number =COUNT(1,4,B,3,20)
from the arguments Result: 4
COUNTA() Counts number of cells that are not empty =COUNTA(1,4,B,3,20)
from the arguments Result: 5

Some functions do not need an argument in the parenthesis.

Function Description Result

Name
Today() Returns current date =Today()
Result: 9/4/03
Now() Returns current date and time =Now()
Result: 9/4/03
12:20
Copy a Function

When a cell contains a function or a formula, the Fill handle acts as a copy tool. It copies the
formula across the dragged range, adjusting the cell references as needed.

The SUM function in cell B18, when copied to column C, should be =SUM(C4:C17). This
concept is known as relative reference. It means that, when copying a formula, Excel
knows to change it to reflect the row and/or column in which the copy is located.
The Average Function

You can use either your mouse or the keyboard to determine the Average of a range from a
worksheet. The method you‘re most comfort using is the best choice. Below are the
steps used to add the AVG function to a worksheet.

Step Action

1 Select the cell to contain the average.

2 Type =av in the cell to display the Formula AutoComplete list. Press the DOWN ARROW
key to highlight the required formula.

3 Double-click AVERAGE in the Formula AutoComplete list to select the function.

4 Select the range to be averaged to insert the range as the argument to the function.

5 Click the Enter box to compute the average of the numbers in the selected range and
display the result in the selected cell.
The MAX Function

Step Action

1 Select the cell to contain the maximum number.

2 Click the Insert Function box in the formula bar to display the Insert Function dialog
box.

3 Click MAX in the ‗Select a function‘ list to select it.

4 Click the OK button to display the Function arguments dialog box.

5 Type the range in the Number1 box to enter the first argument of the function.

6 Click the OK button to display the highest value in the chosen range in the selected cell
The MIN Function

Step Action

1 Select the cell to contain the lowest number.

2 Click the Sum button arrow on the Home tab to display the Sum button menu.

3 Click Min to display the MIN function in the formula bar and in the active cell.

4 Drag through the range of values of which you want to determine the lowest number

5 Click the Enter box to determine the lowest value in the range and display the result in
the formula bar and in the selected cell.
The MIN Function

Step Action

1 Select the cell to contain the average.

2 Type =av in the cell to display the Formula AutoComplete list. Press the DOWN ARROW
key to highlight the required formula.

3 Double-click AVERAGE in the Formula AutoComplete list to select the function.

4 Select the range to be averaged to insert the range as the argument to the function.

5 Click the Enter box to compute the average of the numbers in the selected range and
display the result in the selected cell.
Copying Formulas

Step Action

1 Select the source range from which to copy

2 Drag the fill handle in the lower-right corner of the selected range through the end of
the destination area, and then release the mouse button.
Copying a Range of Cells Across Columns to an Adjacent Range Using the Fill Handle

Select the source range from which to copy

Drag the fill handle in the lower-right corner of the selected range through the end of the
destination area, and then release the mouse button

Lesson 5: FORMATING A WORKBOOK

Changing the Workbook Theme

Click the Themes button on the Page Layout tab to display the Themes gallery
Click the desired theme in the Themes gallery to change the workbook theme
Formatting Dates and Centering Data in
Cells

1. Select the range to contain the new date format

2. Click the Format Cells: Number Dialog Box Launcher on the Home tab to display the
Format Cells dialog box
3. If necessary, click the Number tab, click Date in the Category list, and then click the
desired date type in the Type list to choose the format for the selected range
4. Click the OK button to format the dates in the selected range using the selected date
format style
5. Select the range containing data to center, and then click the Center button on the
Home tab to center the data in the selected range
Accounting Number Format

Applying an Accounting Number Format and Comma Style Format Using the Ribbon

1. Select the range to contain the Accounting number format

2. Click the Accounting Number Format button on the Home tab to apply the Accounting
number format to the selected range
3. Select the range to contain the Comma style format
4. Click the Comma Style button on the Home tab to assign the Comma style format to
the selected range
 Applying a Currency Style Format with a Floating Dollar Sign Using the
Format Cells Dialog Box

1. Select the range to format, and then click the Format Cells: Number Dialog Box
Launcher on the Home tab to display the Format Cells dialog box
2. If necessary, click the Number tab to display the Number tab
3. Click Currency in the Category list to select the necessary number format category, and
then click the desired style to select the desired currency format
4. Click the OK button to assign the Currency style format to the selected range
Percent Style Format

1. Select the range to format

2. Click the Percent Style button on the Home tab to display the numbers in the selected
range as a rounded whole percent
3. Click the Increase Decimal button on the Home tab two times to display the numbers
in the selected range with two decimal places
Lesson 6: Charts

Overview

Creating charts is a powerful feature in Excel. A chart uses values in a worksheet to

create a graphical representation of their relationship. With Excel charts, you can
summarize, highlight, or reveal trends in the data that might not be obvious when simply
looking at the numbers. When creating a chart, each column of data on the worksheet is
part of the data series. Each individual value within the row or column is called a data
point.

To create a chart:
1. Highlight the data that will be charted. The highlighted area is shaded.
2. Select the Insert tab on the Ribbon.
3. Click the chart category drop-down arrow for the appropriate chart sub-type in the
Charts group.
4. Select the chart sub-type from the drop-down menu. The chart is created and
embedded in the active worksheet.

Chart Objects

Object Description
Chart Area The entire area within the chart borders including the chart and all
related elements.

Plot Area The area in which Excel plots data.

Category Axis (x-axis) The axis that contains the categories being plotted. It is usually the
horizontal axis.

Value Axis (y-axis) The axis that contains the values being plotted. It is usually the
vertical axis.

Chart Title Text describing the chart that is automatically centered and
placed at the top of the chart.

Legend Describves the data series being plotted.

Gridlines Lines that extend from an axis across the plot area to help
guide the eye from the data point to its corresponding value.
Chart Tools Contextual Tabs

You can modify a chart any time after it‘s created. The chart must be activated by clicking or
selecting it before attempting modifications. The three Chart Tools contextual tabs
contain the tools necessary to modify and enhance the chart. Contextual tabs are not
visible or activated until the chart is activated.

Chart your data

1. Select the data that you want to chart.

2. On the Insert tab, in the Charts group, click the chart type that you want to use, and
then click a chart subtype.

3. Use the Chart Tools to add chart elements such as titles and data labels, and to
change the design, layout, or format of your chart.
Using Chart Wizard