Microsoft Excel 2019

Level 1
Student Reference Guide

Please note:
The images in this reference guide are based on running Microsoft Excel 2019 Professional Plus edition
on a Windows 10 platform. If your computer is running a different version of Excel, such as Excel 365, or
a different version of Windows, the location of some commands and features may differ from what is
shown.

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 Microsoft Excel 2019
Level 1
Course Code: EXC19E1
October 2024

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Student Reference Guide Microsoft Excel 2019 - Level 1

Table of Contents
Course Overview ..................................................................................................................................... 1
Course Objectives ................................................................................................................................... 3
Module 1 – Introduction to Excel ........................................................................................................... 4
Learning Objectives ............................................................................................................................. 4
Submodule A – Introduction to Excel ................................................................................................. 5
What is Microsoft Excel?................................................................................................................. 5
Starting Excel ................................................................................................................................... 5
The Excel 2019 Home Screen .......................................................................................................... 7
Opening a New, Blank Workbook ................................................................................................... 8
Submodule B – The Excel 2019 Window............................................................................................. 9
The Components of the Excel 2019 Window .................................................................................. 9
Columns, Rows, and Cells ............................................................................................................. 12
Submodule C – Mouse Basics in Excel .............................................................................................. 13
Mouse Features ............................................................................................................................ 13
Submodule D – Backstage View ........................................................................................................ 14
Backstage View Commands .......................................................................................................... 14
Module 2 – Creating Workbooks .......................................................................................................... 15
Learning Objectives ........................................................................................................................... 15
Submodule A – Entering Text and Numbers ..................................................................................... 16
Entering Text and Numbers .......................................................................................................... 16
Submodule B – Creating Basic Formulas........................................................................................... 17
Creating Basic Formulas ................................................................................................................ 17
Using Cell References in a Formula ............................................................................................... 18
Submodule C – Relative References ................................................................................................. 19
Relative References ...................................................................................................................... 19
Submodule D – Order of Operations ................................................................................................ 20
Order of Operations ...................................................................................................................... 20
Submodule E – Working with Ranges ............................................................................................... 21
Working with Ranges .................................................................................................................... 21
Deselect Cells from a Selected Range ........................................................................................... 22
Module 3 – Saving and Sharing Workbooks ......................................................................................... 23

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Learning Objectives ........................................................................................................................... 23

Submodule A – Saving a Workbook .................................................................................................. 24
Using the Save and the Save As Commands ................................................................................. 24
Submodule B – File Extensions, Sharing, Exporting, and Publishing Files ........................................ 26
File Extensions, Sharing ,Exporting, and Publishing Files .............................................................. 26
Module 4 – Navigating Workbooks....................................................................................................... 29
Learning Objectives ........................................................................................................................... 29
Submodule A – Opening Files ........................................................................................................... 30
Opening Files ................................................................................................................................. 30
Submodule B – Working with Larger Files ........................................................................................ 32
Navigating in a Worksheet ............................................................................................................ 32
Submodule C – Creating Freeze Panes ............................................................................................. 34
Creating Freeze Panes ................................................................................................................... 34
Submodule D – Split Screen .............................................................................................................. 35
Split Screen ................................................................................................................................... 35
Module 5 – Page Setup & Print Options ............................................................................................... 37
Learning Objectives ........................................................................................................................... 37
Submodule A – Headers and Footers ............................................................................................... 38
Using Headers and Footers ........................................................................................................... 38
Submodule B – Print Titles ................................................................................................................ 41
Print Titles ..................................................................................................................................... 41
Submodule C – Working with Comments ......................................................................................... 42
Working with Comments .............................................................................................................. 42
Submodule D – Page Setup Options ................................................................................................. 44
Page Setup Options ....................................................................................................................... 44
Selecting Print Options ................................................................................................................. 47
Scaling ........................................................................................................................................... 49
Fit to Print on One Page ................................................................................................................ 50
Submodule E – Printing Workbooks ................................................................................................. 53
Printing Workbooks ...................................................................................................................... 53
Module 6 – Working with Rows, Columns, and Cells ........................................................................... 55
Learning Objectives ........................................................................................................................... 55
Submodule A – Adding and Deleting Rows, Columns, and Cells ...................................................... 56

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Inserting Rows, Columns, and cells ............................................................................................... 56

Deleting Rows, Columns, and Cells ............................................................................................... 58
Submodule B – Changing Column Width and Row Height ............................................................... 60
Adjusting Columns Width ............................................................................................................. 60
Adjusting Row Height .................................................................................................................... 63
Module 7 – Moving Data ...................................................................................................................... 66
Learning Objectives ........................................................................................................................... 66
Submodule A – Cut, Copy, and Paste ................................................................................................ 67
Accessing the Cut, Copy, and Paste Commands ........................................................................... 67
Submodule B – Copying Formulas .................................................................................................... 69
Copying Formulas.......................................................................................................................... 69
Module 8 – Formulas and Functions..................................................................................................... 71
Learning Objectives ........................................................................................................................... 71
Submodule A – Overview of Formulas .............................................................................................. 72
Overview of Formulas ................................................................................................................... 72
Submodule B – Creating Formulas Using Functions ......................................................................... 73
Structure of a Function ................................................................................................................. 73
Using Functions ............................................................................................................................. 74
Create Formulas with Functions ................................................................................................... 76
Entering Functions ........................................................................................................................ 77
Joining Data Using Functions ........................................................................................................ 80
Submodule C – Using Absolute Values ............................................................................................. 81
Using Cell References in a Formula ............................................................................................... 81
Module 9 – Working with Sheets .......................................................................................................... 84
Learning Objectives ........................................................................................................................... 84
Submodule A – Adding, Deleting, Renaming and Grouping Sheets ................................................. 85
Adding, Deleting, and Renaming Sheets ....................................................................................... 85
Grouping Worksheets ................................................................................................................... 86
Submodule B – Additional Sheet Tab Options .................................................................................. 87
Moving and Copying Worksheets ................................................................................................. 87
Changing Sheet Tab Colors ........................................................................................................... 88
Hiding and Unhiding Worksheets ................................................................................................. 89
Submodule C – 3 Dimensional Formulas .......................................................................................... 91

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Creating 3-Dimensional Formulas ................................................................................................. 91

Module 10 – Formatting Worksheets ................................................................................................... 92
Learning Objectives ........................................................................................................................... 92
Submodule A – Formatting Cells ....................................................................................................... 93
Formatting Options in the Font Group ......................................................................................... 93
Alignment Options in the Alignment Group ................................................................................. 97
Submodule B – Formatting Numbers ............................................................................................. 100
Formatting Numbers ................................................................................................................... 100
Submodule C – Borders and Shading .............................................................................................. 104
Applying Borders and Shading to Cells ....................................................................................... 104
Submodule D – Formatting a Range of Cells as a Table .................................................................. 107
Formatting a Range of Cells as a Table ....................................................................................... 107
Submodule E – Using Styles and the Format Painter...................................................................... 109
Using Styles ................................................................................................................................. 109
Using the Format Painter ............................................................................................................ 110
Submodule F – Protecting Sheets ................................................................................................... 112
Protecting Worksheets and Workbooks ..................................................................................... 112
Submodule G – Using the Fill Handle and Creating Custom Lists ................................................... 115
Using the Fill Handle ................................................................................................................... 115
Creating Custom Lists .................................................................................................................. 116

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Course Overview
This course is designed to introduce you to the Excel 2019 spreadsheet application. It covers the
essential concepts and techniques necessary for working with its most commonly used features and
functions.
Microsoft Excel is a key business tool and offers
features that are useful for individuals in many
different jobs and industries. Excel is the most
widely used software program for data analysis,
and being a skilled user of this software can
increase your employability as well as assist you
in tasks, such as budgeting, in your personal
life.
This course consists of ten modules of content.
Below is a summary of the course content in
each module.

Module 1
Module 1, Introduction to Excel, explores the fundamentals of Excel including the components of the
Excel 2019 window and the functions of the commands in Backstage View.

Module 2
Module 2, Creating Workbooks, looks at how to enter text and numbers, create basic formulas, and
work with ranges. You will learn about the use of relative references in formulas and review the order of
operations.

Module 3
Module 3, Saving and Sharing Workbooks, examines how to use the Save and Save As commands, how
to save an Excel .xlsx file in a different format, and how to share an Excel file.

Module 4
Module 4, Navigating Workbooks, examines how to open an existing workbook and navigate a
worksheet. You’ll look at some of the features that make working in Excel more convenient including
freezing panes and splitting panes.

Module 5
Module 5, Page Setup & Print Options, examines how to add headers and footers and work with
comments. You’ll learn how to adjust page setup options, add print titles, and print workbooks.

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Module 6
Module 6, Working with Rows, Columns, and Cells, focuses on how to adjust and modify rows,
columns, and cells in a worksheet. You’ll explore how to add and delete rows, columns, and cells, and
how to change row heights and column widths.

Module 7
In Module 7, Moving Data, you’ll explore how to move and copy cell content as well as how to use the
Paste Options features.

Module 8
In Module 8, Formulas and Functions, you’ll examine some of the most commonly used functions and
look at how to create formulas using those functions. You’ll also explore how to use absolute values
when creating formulas.

Module 9
Module 9, Working with Sheets, focuses on how to work with sheets. You’ll learn about adding,
deleting, and renaming sheet tabs, moving, copying, and hiding worksheets, changing sheet tab colors,
and creating three dimensional formulas.

Module 10
Module 10, Formatting Worksheets, explores how to use formatting to improve the organization and
look of worksheets. You’ll look at how to format cells and numbers, add borders and shading, format
data as a table, use styles and the Format Painter, add sheet protection, use the Fill Handle, and create
lists.

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Course Objectives

Upon completion of the Microsoft Excel 2019 - Level 1 course, you will be able to:

✓ Describe the components of the Excel ✓ Adjust and modify rows, columns, and
2019 window cells in a worksheet
✓ Explain the functions of the commands ✓ Move and copy cell content
in Backstage View
✓ Use the Paste Options features
✓ Enter text and numbers
✓ Create formulas using functions
✓ Create formulas
✓ Add, delete, and rename sheet tabs
✓ Use relative, absolute, and mixed
✓ Move, copy, and hide worksheets
references in formulas
✓ Create three dimensional formulas
✓ Work with ranges
✓ Format cells and numbers
✓ Open workbooks
✓ Add borders and shading
✓ Save Excel files in various formats
✓ Format data as a table
✓ Navigate worksheets and workbooks
✓ Use the Format Painter
✓ Freeze and split panes
✓ Apply styles
✓ Add headers and footers
✓ Add sheet protection
✓ Work with comments
✓ Use the Fill Handle
✓ Adjust page setup options, add print
titles, and print workbooks ✓ Create lists

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Module 1 – Introduction to Excel

Learning Objectives
In this module, we will explore the fundamentals of using Excel. By the end, you will be able to:
1. Start Excel 2019
2. Describe the components of the Excel 2019 window
3. Explain the purpose of the commands found in Backstage View

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Submodule A – Introduction to Excel

What is Microsoft Excel?
Just the Facts

Microsoft Excel is the most widely used spreadsheet program in

the world.
It's part of the Microsoft Office 2019 suite of applications, which
includes other software programs, such as Word and
PowerPoint.
Microsoft Excel is typically used to perform numerical
calculations, but it is also very helpful for non-numerical uses,
such as storing and maintaining lists of data. It offers robust
tools that can turn your data into valuable information, enabling
you to perform a variety of financial analyses. You can also use
Microsoft Excel to create charts, graphs, and diagrams. And you
can use it to generate reports, create budgets, analyze survey
results, and determine statistics.
The bottom line: Microsoft Excel is a powerful tool for managing
your data. Once you've grown comfortable using it, you'll be
crunching numbers with the best of them!

Starting Excel
Depending on the computer you’re using and the operating system installed, there may be several ways
to start Excel. The following are some possible ways of starting Excel on a computer with Windows 10
installed:
Desktop shortcut
Some computers may have a shortcut icon that is placed on the desktop when Excel is installed. Double-
click this shortcut icon to start the program.

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Taskbar shortcut
Some computers may display a shortcut icon on the taskbar at the bottom of the screen. Click this
taskbar icon to begin Excel.

Start menu
Click the Start button in the bottom left corner of the Windows desktop to open the Start menu, scroll
through the list of apps on the menu, and click Excel.

Search box
Search for Excel using the Cortana search box located on the taskbar and click the app in the search
results.

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The Excel 2019 Home Screen

When the Excel 2019 software loads, the Home screen displays. It contains a number of options for
opening an Excel file.

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Opening a New, Blank Workbook

The first template in the right pane of the Home screen, Blank workbook, is the most commonly used
template. Clicking it opens a new, blank workbook in the Excel window as shown in the image. You will
look at the components of the Excel window in Submodule B of this module.

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Submodule B – The Excel 2019 Window

The Components of the Excel 2019 Window
Below are some of the components of the Excel window that you will use when working with a
workbook.
Title Bar
The Title bar is located at the top of the Excel application window. The Title bar contains the file name
(e.g. Book1) and application name (Microsoft Excel). The Ribbon Display Options, Minimize,
Maximize/Restore Down, and Close buttons are located on the right side of the Title bar.

Quick Access Toolbar

A toolbar that provides quick access to the commands you use most often. The Quick Access Toolbar
can be located in the leftmost corner of the title bar or you can choose to display it below the ribbon.

Tabs
Below the title bar are a number of tabs that can be selected to display a ribbon of related commands
and features. Some tabs are always available, such as File and Home, while others are contextual. In
other words, when you choose a command, new tabs may display automatically.

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Ribbon
Clicking a tab displays the corresponding ribbon. Ribbons consist of groups containing related buttons
that perform specific functions. Some buttons have arrows beside them that can be clicked to open up
a menu of related commands. Some groups contain a small arrow located in the bottom right corner of
the group, which provides access to a dialog box with even more commands and options.
The Ribbon is a dynamic display that will expand or contract in size based on the amount of space
available on your monitor. This means that if you are using a larger monitor, the groups and buttons will
be in similar locations on the Ribbon, but may be displayed differently.

Formula bar
The Name box, Formula bar buttons, and Formula bar are located above the Excel work area.
The Name box displays the cell address of the cell that is selected in the worksheet.
The Formula bar buttons - the X will allow you to cancel your data entry, the checkmark will allow you
to accept your data entry, and the Insert Function button is used to open the Insert Function dialog box,
which allows you to select functions.
The Formula bar, located to the right of the Insert Function button, displays contents of the cell or the
formula used.

Work area
The worksheet, or spreadsheet, is a grid consisting of columns and rows, in which you keep and
manipulate data.

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Scroll bar
The scroll bar allows you to view more of the work area.

Status bar
The Status bar is located at the bottom of the window.
The Status bar displays the results of certain selected formulas when cells are selected without actually
having to enter the formulas into the worksheet. The Status bar can be customized to display a variety
of functions.
On the right side of the Status bar there are View buttons that allow you to select one of three different
views you can apply to your worksheet - Normal, Page Layout, and Page Break Preview.
On the right of the Status bar is the Zoom, which allows you to increase or decrease the size of your
worksheet area.

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Columns, Rows, and Cells

When you open a workbook, a worksheet (which is also known as a spreadsheet or sheet) displays in the
work area of the Excel window.
Each worksheet is a grid divided into columns and rows. At the top of the worksheet are column
headings where column letters are assigned. On the left are row headings where row numbers are
assigned.
Each intersection of a row and column in the grid is referred to as a cell. Each cell has a cell address. For
example, in the image below, the cell located at the intersection of column E and row 7 has a cell
address of E7. A cell address is always denoted by the column address first followed by the row
address.
The active cell is the cell that is selected in the worksheet. This is the cell into which information or
formulas will be entered when you begin to type. The active cell has a dark border around it. In the
image, the active cell is cell A1.

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Submodule C – Mouse Basics in Excel

Mouse Features
As you move around in the Excel window, the mouse pointer will change. The mouse pointer shape
determines what actions you can perform.

When the mouse pointer shape is a white cross it is used to select a cell or a range of cells.

When you point to the little box in the bottom righthand corner of an active cell, the mouse
pointer shape will display a black cross. This is called the fill handle. Drag the fill handle
when you want to copy the cell content to adjacent cells.

When the mouse pointer shape is a white arrow with a cross behind it, you will be able to
move the cell content to a new cell.

When you click a command on the Ribbon or select a tab, the mouse pointer shape will
change to a white arrow.

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Submodule D – Backstage View

Backstage View Commands
As you’ve seen, the Excel window contains a number of tabs of related commands. The first tab is the
File tab. When you click this tab, the commands for managing your workbooks are displayed in what is
known as Backstage View. The image below describes the commands and options available in Backstage
View.

Back arrow – Return to the Excel window.

Info – Properties of the open file; Protect workbook command to control the
types of changes that others can make; Inspect Workbook command to check
for compatibility issues; Manage Workbook command to recover unsaved
versions of the workbook; Browser View Options command to pick what users
see when the workbook is viewed on the web.
New – Create a new file.

Open – Open a saved file.

Save – Save changes to an existing file or save a new file.

Save As – Save a new file or save an existing file with a new name, in a new
location, or as a different file type.

Print – Print the file.

Share – Share the workbook with people in the cloud or by email.

Export – Convert to a PDF, XPS, or change file type.

Publish – Upload a workbook to Power BI or export workbook data to Power BI.

Close – Close the file but leave the application open.

Account – Provides details of the account.

Feedback – Allows feedback to be sent to Microsoft.

Options – Opens the Excel Options dialog box so you can customize and
personalize your Excel settings.

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Module 2 – Creating Workbooks

Learning Objectives
In this module, we will explore how to create workbooks. By the end, you will be able to:
1. Enter text and numbers
2. Create basic formulas
3. Explain relative references
4. Name the order of operations
5. Work with ranges

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Submodule A – Entering Text and Numbers

Entering Text and Numbers
A cell can contain one of three data types - numbers, text, or formulas.

Excel can recognize the difference between a numeric value and text data. When text is entered into a
cell, Excel left-aligns it. When a number is entered in a cell, it is right-aligned.

To enter data in a cell, use one of the following methods:

• Click the cell to make it active, and then type the data. When you press Enter after typing data into a
cell, the data is entered in the cell and the cell below becomes the active cell.
• Use the checkmark (Enter button) on the Formula bar to enter data. When you click this button, the
data is entered but the same cell remains active and a new active cell is not selected. If you enter
data using this method, you must select another active cell by either clicking it with the mouse or
using the keyboard.
To delete data already entered in a cell:
• Click the cell to make it active and press Delete.

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Submodule B – Creating Basic Formulas

Creating Basic Formulas
If you want the results of the calculation to be displayed in the worksheet, you will have to create a
formula.

All formulas must begin with an equal sign (=). The formula must have cell references or values on
which you want to perform calculations, and an operator. The operator lets Excel know what type of
calculation to do.

Symbol Description of Operator and Example

Addition: = B7+B11
+
Add the values in B7 and B11

Subtraction: = B7-B11
-
Subtracts the value in B11 from the value in B7

Multiplication: = B7*B11
*
Multiplies the values in B7 and B11

Division: = B7/B11
/
Divides the value in B7 by the value in B11

After a formula is entered into a cell, the result of the formula is displayed in the cell. When the cell is
active, the formula is displayed in the Formula bar.

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Using Cell References in a Formula

When you create a formula, you can use either values or cell references.
The formula in cell A3 contains values: The formula in cell B3 contains cell references:

It is best to use cell references whenever possible, that way if you change the value of one of the cells,
the formula automatically reflects this change. For example, in the image below which includes a
formula with cell references, cell B1 is changed from 4 to 40. The result in cell B3 is automatically
updated to reflect the change.

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Submodule C – Relative References

Relative References
When a formula is moved or copied, Excel changes the cell references in the formula. This is called
relative referencing. The cell references are offset based on the position of the active cell.

In the image below, the formula in cell A3 adds cell A1 and cell A2. That is, Excel adds the cell two rows
up from the active cell, in this case, cell A1, to the cell one row up from the active cell, in this case, cell
A2.

When the formula is cell A3 is copied to cell B3, Excel automatically changes the formula to B1 plus B2.
Excel is still adding the cell two rows up from the active cell to the cell one row up from the active cell.
The cell addresses have changed, but the relative references are still the same.

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Submodule D – Order of Operations

Order of Operations
When a formula has more than one operator, the calculations are performed in a certain order. This is
called the order of operations.
1. Parentheses
2. Exponents
3. Multiplication and Division
4. Addition and Subtraction
You can use parentheses to override the orders of operations, which will cause Excel to first calculate
the contents within the parentheses.

An example of how order of operation works An example of how order of operation works
without parentheses: with parentheses:

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Submodule E – Working with Ranges

Working with Ranges
There may be times when you wish to select more than one cell in your worksheet. For example, you
may want to format several cells, or you may want to print only a selected group of cells.
You can select a range of adjacent cells (cells that are connected and share a common border with each
other) or a range of non-adjacent cells (a group of cells that do not share a common border).

Select a range of adjacent cells

To select a range of adjacent cells, use one of these methods:
- Click the first cell and drag the mouse pointer to the last cell in the range.
- Click the first cell you wish to select, press the Shift key and click the last cell you wish to include in the
range.
The cell with the white background in a selected range is the active cell, while the cells with the shaded
background are included in the range but are not currently the active cell.
The image is an example of a selected range of adjacent cells.

Select a range of non-adjacent cells

To select a range of non-adjacent cells, click the first cell and then press and hold the Ctrl key while
selecting the remaining cells in the range. Once all the cells in the range are selected, release the Ctrl
key.
The image is an example of a selected range of non-adjacent cells.

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Deselect Cells from a Selected Range

In the image below the selected range includes non-adjacent cells A3, A5, and A7, and adjacent cells
C3:C6.

To deselect cells A3, C5, and C6 within the selection follow these steps:
1. Hold the Ctrl key.
2. Click the cell you would like to deselect (cell A3) then click cell C5 and drag the mouse pointer down to
cell C6 to deselect the adjacent cells C5 and C6.
3. Release the Ctrl key. Cells A3, C5, and C6 have been removed from the selected range.

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Module 3 – Saving and Sharing Workbooks

Learning Objectives
In this module, we will explore how to save and share Excel files. By the end, you will be able to:
1. Use the Save and the Save As commands
2. Save an .xlsx file to a different format
3. Share an Excel file

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Submodule A – Saving a Workbook

Using the Save and the Save As Commands
When you create a new workbook or make changes to an existing workbook, you need to save the file
so that it is available to you later. To do so, you can use commands available on the Quick Access toolbar
and in Backstage View.

To Save a New, Unsaved Workbook

To save a new, unsaved workbook file for the first time follow these steps:
1. Click File to access Backstage view and select either the Save As or Save commands.

OR
Click the Save button on the Quick Access toolbar.

2. In the Save As window that opens, navigate to the location where you want to save the workbook.
3. The Save As dialog box opens up where you can enter a name to the file and a specific location.

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4. To save the workbook in a different format, in the Save as type box, pick the file format you want.
5. Click Save.

To Save Changes to an Existing Workbook

To update an existing file with changes that you've made, use either the Save button on the Quick
Access toolbar or the Save command in Backstage View.
The file will be updated immediately with the changes.

To Save Changes Made in an Existing Workbook to a Copy of the Workbook

To save a copy of an existing file to which you made changes while retaining the original without the
changes, use the Save As command in Backstage View.
When you click the Save As command, the Save As window displays. In the Save As window, click Browse
to navigate to the folder in which you want to save the workbook to, then select a new name for the
updated file and make any changes to the location and file type that you wish.

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Submodule B – File Extensions, Sharing, Exporting, and Publishing Files

File Extensions, Sharing, Exporting, and Publishing Files
There may be times that you may want to save your workbook as another file type or share, export, and
publish your file. Below you can learn about some of Excel’s file extensions, and the commands for
sharing, exporting, and publishing files.

File Extensions
When you save a workbook in Microsoft Excel 2019, it is automatically saved as an Excel Workbook file
and given the file extension .xlsx. This is the default file type.
In the Save As dialog box, you can save your workbook file as another file type, depending on the
purpose of your file. The image below shows the available file types.

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Sharing the File

The Share tab in Backstage View is used for sharing the workbook with others, who might be using the
same SharePoint server or email the file as an attachment.

Exporting the File

The Export tab in Backstage View is used to convert the workbook file to a PDF/XPS document or change
to a different file type.

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Publishing the File

The Publish tab in Backstage View is used to upload the workbook to Power BI. Power BI is a place
where end users can go in and create their own reports, they can create dashboards. To use this option,
you must be signed up to Power BI and have an email address associated with an organization.

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Module 4 – Navigating Workbooks

Learning Objectives
In this module, we will explore how to navigate workbooks. By the end, you will be able to:
1. Open an existing workbook
2. Navigate a worksheet
3. Freeze and unfreeze panes
4. Split and unsplit panes

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Submodule A – Opening Files

Opening Files

Opening a New Workbook

If you wish to open additional new workbooks when working in Excel, you can do so by clicking the New
command in Backstage View.
To create a new, blank workbook, click the Blank workbook template icon. To create another type of
Excel workbook file, click one of other available templates.

Opening an Existing Workbook File

To open an existing workbook file, click the Open command in Backstage View. The Open tab contains a
number of options for accessing an existing file (see image below).
When Recent is selected in the Open pane in the center of the window, files that you've worked with
recently are displayed in the pane on the right. Simply click the desired file to open it.

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To open a file that has not been recently accessed, click Browse. The Open dialog box displays allowing
you to navigate to the file that you want.

Sometimes when you open a file, a warning appears above the Formula bar (see image below) indicating
the file has been opened in protected view to prevent your computer from being exposed to harmful
viruses and commands. If you trust that the file is safe and you wish to make changes to it, click the
Enable Editing button in the warning.

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Submodule B – Working with Larger Files

Navigating in a Worksheet
You can navigate in a worksheet using any of the following methods:

Using the scroll bars

You can use both the vertical and horizontal scroll bars to view other areas of the worksheet without
changing the active cell. The scroll bars allow you to see other portions of the worksheet area without
changing the active cell.

Using keyboard shortcuts

You can use keyboard shortcuts for quick navigation. The following are some useful keyboard shortcuts:
Home key – Moves the active cell to column A in the current row.
End key – Turns End Mode on and off. When activated, you can press the right or left arrow keys to
move to the end or beginning of a row.
Ctrl+End – Moves the active cell to the end of the worksheet (the intersection of the last row and the
last column containing data).
Ctrl+Home – Takes you to the top, selects cell A1.

Using the Name box

You can type a cell reference in the Name Box and then press Enter to navigate to that cell.

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Using Find, Replace, and Go To

There may be times when you want to move quickly to a specific cell. If your worksheet is large, scrolling
can be time consuming. The Find, Replace, and Go To commands in the Editing group on the Home tab
are useful for quickly taking you to the specific cells.

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Submodule C – Creating Freeze Panes

Creating Freeze Panes
To create freeze panes, click Freeze Panes in the Window group on the View tab.

To freeze panes, select a cell and then click the Freeze Panes command to display a drop-down menu
with three options:

To unfreeze the worksheet, click the Unfreeze Panes command from the Freeze Panes drop‑down list;
this command only becomes available when the panes have been frozen.

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Submodule D – Split Screen

Split Screen
To view different parts of a worksheet at the same time, you can choose to split the window into
different areas or panes. Splitting the window is useful if your worksheet is large and you wish to
compare different parts of it. When you make the split, you are able to scroll each pane separately.
To split your screen, follow these steps:
1. Select a column to the right of the column where you want the split, or select below the row where
you want to split.
2. On the View tab, in the Window Group, click Split.

The image below shows a split to the left of selected column D. You can place the mouse on the splitter
and move it left or right. You will have two sets of scrollbars, one to the left of the splitter and one to
the right of the splitter, which allow you to be in any two sections at the same time.

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The image below shows a split above selected row 11. You can place the mouse on the splitter and
move it up or down. You will now have two sets of scrollbars, one above the splitter and one below the
splitter, which allow you to be in any two sections at the same time.

You can remove a split by clicking the Split command to toggle it off.

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Module 5 – Page Setup & Print Options

Learning Objectives
In this module, we will explore how to adjust and modify the page setup and print options. By the end,
you will be able to:
1. Add headers and footers
2. Add print titles
3. Work with comments
4. Adjust page setup options
5. Print workbooks

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Submodule A – Headers and Footers

Using Headers and Footers
When you create a header or footer, the same text or formatting feature is automatically printed at the
top or bottom of every page. When using headers or footers, you can choose from the following
options:

Select a predesigned page header or footer

• Display Page Layout view
• Select Add header above or Add footer below the worksheet
• Choose Header & Footer Tools Design tab > Header & Footer group> Header (or Footer) menu drop
down arrow and choose a predesigned item.

Create a custom header or footer

• Display Page Layout view
• Select the left, center, or right header section above, or footer section below, the worksheet.
• Type text and set options from the Header & Footer Elements group
The buttons available for creating a custom header/footer are listed in the following table:

Button Description

Insert Page Number Inserts the code &[Page] in the header/footer. The
page number is printed wherever this code
appears.

Insert Number of Pages Inserts the code &[Pages]. This code represents
the total number of pages in a worksheet. Use
following a Page Number code and the word, of,
so that, when the worksheet is printed, the page
numbers will display as 1 of 3, 2 of 3, and so on.

Insert Date Inserts the code &[Date]. The current date prints
wherever this code appears.

Insert Time Inserts the code &[Time]. The current time prints
wherever this code appears.

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Button Description

Insert File Path Inserts the code &[Path]&[File]. The current file
path and file name prints wherever this code
appears.

Insert File Name Inserts the code &[File]. The workbook file name
prints wherever this code appears.

Insert Sheet Name Inserts the code &[Tab]. The name of the current
worksheet prints wherever this code appears. The
name of the current worksheet is the name found
on the corresponding Sheet tab.

Insert Picture Inserts the code &[Picture]. The Insert Picture

dialog box opens so a picture can be selected. Only
one picture can be inserted in each section of the
header.

Format Picture Opens the Format Picture dialog box so that an

inserted picture can be formatted. This button
becomes available when a picture has been
inserted.

Create a different header and or footer to print on page 1

• Display Page Layout view
• Select the left, center, or right header section above, or footer section below, the worksheet
• Choose Header & Footer Tools Design tab > Options group
• Place a checkmark next to Different First Page

Create a different header and or footer to print on odd or even pages

• Display Page Layout view
• Select the left, center, or right header section above, or footer section below, the worksheet
• Choose Header & Footer Tools Design tab > Options group
• Place a checkmark next to Different Odd & Even Pages

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Remove a header or footer

• Display Page Layout view
• Select any section of the header or footer
• Choose Header & Footer Tools Design tab > Header & Footer group> Header (or Footer) menu drop
down arrow and choose (none).

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Submodule B – Print Titles

Print Titles
To select the rows to repeat at the top of every page and/or the columns to be repeated at the left of
every page, follow these steps:
1. Click the Page Layout tab > Page Setup group >
2. In the Print titles section click in the Rows to repeat at top box if you would like to print the title rows
on every page OR Columns to repeat at left box if you would like to print title columns on every page
(see image).

3. Drag to select the desired rows or columns in the worksheet.

4. Click Print Preview or OK.

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Submodule C – Working with Comments

Working with Comments
It is sometimes useful to have documentation in your worksheets that explains what you are doing,
provide additional information, or provide reminders. One way of doing this is to use comments. When
a cell contains a comment, a small red triangle indicator is displayed in the top right corner of the cell
(see image below).

You can add, edit, delete, show/hide comments, navigate through comments, and print comments.

Inserting comments
• Right-click the desired cell and choose Insert Comment, or select the desired cell and choose
the Review tab and select the New Comment button from the Comments group.
• Type the text, and then click outside the comment box.

Editing comments
To edit a comment, select the cell containing the comment right-click the cell and choose Edit
Comment, or choose the Review tab and select the Edit Comment button from the Comments group.

Moving and resizing comments

To move a comment, display the comment and then drag its border to move the box.
To resize a comment, display the comment and drag one of the resizing handles.

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Deleting comments
To delete a comment, select the cell containing the comment, right-click the cell, and choose Delete
Comment or choose the Review tab and select the Delete button from the Comments group.

Show/Hide comments
To show/hide a comment, select the cell containing the comment indicator, right-click the cell, and
choose Show/Hide comments or choose the Review tab and select the Show/Hide Comments button
from the Comments group.
If you would like to show/hide all comments, choose the Review tab and select Show All Comments
from the Comments group.

Navigating through comments

When you work with multiple comments, you can locate the next comment by clicking the Next button
in the Comments group of the Review tab.

You may click the Previous button in the Comments group of the Review tab to return to the previous
comment. This is especially useful in large worksheets.

Printing comments
To print comments as they appear on the worksheets, choose Page Layout tab and select the small
arrow located in the bottom right corner of the Page Setup group in order to open the Page Setup
dialog box. In the Page Setup dialog box, click the Sheet tab. Under the print section, you have print
modes to choose from: At end of sheet, As displayed on sheet, or None (to switch off printing
comments).

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Submodule D – Page Setup Options

Page Setup Options
Before you print, you may wish to make some other adjustments to how your worksheet will print.
These modifications can be made using the Page Setup group on the Page Layout tab.

The options in the Page Setup group are described below.

Margins
When you click the Margins button a menu displays containing four predefined margins:
Normal, Wide, Narrow, and Custom Margins.

Orientation
Orientation indicates the direction of printing. When clicking the Orientation button, a menu displays
allowing you to select either portrait or landscape orientation.

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Size
The Size command is used to select the size of the paper on which you wish to print your worksheet.
Click the Size button to open a menu of different paper sizes for your printout. Keep in mind when
selecting an option, that some of the sizes listed on the may not be supported by your printer.

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Print Area
Select the range of cells to be printed and then click the Print Area button.

From the menu that opens, select Set Print Area. To clear or delete a print area, select Clear Print Area
from the Print Area menu.

Breaks
The Breaks button is used to insert, remove a manual, or reset page breaks.

Note: Page breaks that are added manually are displayed as solid lines and page breaks that Excel adds
automatically are displayed as dashed lines.

Background
You can use a photo or other image to fill a worksheet background.

To apply a repeating background to a worksheet, click the Background button. Navigate to the desired
image file and double click the image.

To remove a background, select the Delete Background button.

Print Titles
Adding print titles to the spreadsheet using the Print Titles button was covered earlier in the module.

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Selecting Print Options

When you click the little arrow on the lower right of the Page Setup group of the Page Layout tab, the
Page Setup dialog box opens.

The Sheet tab provides options for choosing the elements of the worksheet that you wish to print.
The options on the Sheet tab are described below.

Option Description
Print area Enables you to select a portion of the worksheet for printing. The print area can
also be set using the Print Area command on the Page Layout tab.

Print titles Select the rows to repeat at the top of every page and/or the columns to be
repeated at the left of every page. The Print Titles command on the Page Layout
tab can be used to quickly access this tab.

Gridlines By default, gridlines are not printed; if you wish gridlines to appear on your
printout select this option.

Black and White Select this option to print the worksheet in black and white.

Draft Quality If your printer has a draft quality mode, you can select the Draft quality option
to print your worksheet faster and use less ink.

Rows and By default, row numbers and column letters are not printed. Check the Row
column headings and column headings box if you would like them to appear on your printout.

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Option Description

Comments Comments on your worksheet will not be printed by default. If you wish to
print comments, you can select where to print them by selecting at the end of
the sheet or as displayed on sheet from the Comments drop-down list.

Cell errors as If you have errors in your worksheet, you can decide how you want them to
appear on your printout. The Cell errors as drop-down list offers you four
choices: The default option is displayed, which prints the errors as they appear
on the worksheet. Alternatively, you can select to have your errors shown as
blanks, as a dashed line, or as #N/A.

Page Order If you want the worksheet data printed in a specific order, make your selection
in the Page order section.

The default is to print the worksheet Down, then over. In other words, Excel
will move down the worksheet, printing all the pages required based on the
number of rows and columns that fit on each page. It will then move over to
the first column that did not fit on the first page and then move down the rows
again. This will continue until the entire worksheet is printed.
If you select Over, then down, Excel will move across the worksheet, printing all
the pages required based on the number of rows and columns that fit on each
page. It will then move down to the first row that did not fit on the first page
and continue across the worksheet. This will continue until the entire
worksheet is printed.

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Scaling
Scaling is used to increase or compress the size of a worksheet so that it better fits the selected paper
size. If a worksheet is too large to fit on one page, you can reduce its size until it fits. Scaling is
particularly useful when you’re working with charts and graphs, since Excel sizes them when they’re
created.

Scaling Options on the Page Tab of the Page Setup Dialog Box
The Scaling section of the Page tab of the Page Setup dialog box includes two options for scaling:
Adjust to and Fit to.

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Scale to Fit Options

The Scale to Fit group on the Page Layout tab provides automated scaling options to adjust the
worksheet size for printing.

Fit to Print on One Page

If a worksheet is too large to fit to print on one page, try the following methods to make it fit to print on
one page:

Change the paper orientation of the worksheet

You can change the paper orientation from portrait to landscape so all the columns fit. To do this, click
the Page Layout tab and in the Page Setup group select Landscape from the Orientation drop down
menu.

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Adjust the scaling of the worksheet

To adjust the scaling, click the Page Layout tab and in the Scale to Fit group reduce the percentage of
the scale.

Change the placement of the page breaks

Page breaks divide a worksheet into multiple pages if the worksheet is too large to fit on one page, but
you can easily change the location of the page breaks using Page Break Preview.

To open Page Break Preview select the View tab and click the Page Break Preview button in the
Workbook Views group.

Alternatively, you can open Page Break Preview by clicking the Page Break Preview icon on the status
bar.

In Page Break Preview, you can see where Excel has inserted page breaks. In the following image, Excel
inserted a page break between column D and E.

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You can adjust the placement of the page break by clicking and dragging it so that all the columns print
on one page.

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Submodule E – Printing Workbooks

Printing Workbooks
To print a workbook, click the File tab to open Backstage view. Then, click Print, to display the Print
section, which contains various options for printing. Make your changes to the print options and when
you are ready to print, click the Print button.

The following options for printing are available in the Print section:

Button Description
Print Click Print to print based on the selections
made.

Copies Enter the number of copies you wish to print.

Printer Click to select a printer. The selected printer’s

status, type, and location, as well as a
comment may be displayed.

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Button Description

Printer Properties Click the link to access the Properties dialog

link box for the selected printer.

Select what to print Three options are available to define what is

to be printed:
Print Active Sheets - By default, one sheet is
selected in a workbook. To print multiple
worksheets, select additional sheets using
the Ctrl key.
Printing an Entire Workbook - Select this
option to print all the worksheets in a
workbook.
Printing a Selection - Select a range of cells
(adjacent or non-adjacent) on your
worksheet.

Pages Enter the pages you wish to print. If you leave

the boxes blank, all pages will be printed.

Collated If more than one copy is selected, the pages

will be collated by default. Click to select
uncollated.

Orientation The default orientation is Portrait. Click to

select Landscape.

Paper Size The default paper size in Letter. The menu

provides a list of various paper sizes.

Margins The type of margin you would like to use can

be selected from the menu.

Scaling The menu provides a list of various scaling

options.

Page Setup link Click the link to open the Page Setup dialog
box.

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Module 6 – Working with Rows, Columns, and Cells

Learning Objectives
In this module, we will explore how to adjust and modify rows, columns, and cells in a worksheet. By the
end, you will be able to:
1. Add and delete rows, columns, and cells
2. Adjust column widths and row heights

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Submodule A – Adding and Deleting Rows, Columns, and Cells

Inserting Rows, Columns, and cells
There are a number of ways that you can insert rows, columns, or cells within existing data in your
worksheet.
The first step is to select where you wish to add the rows, columns, or cells:

ROWS
To add one blank row, select the row below where you wish to add a blank row; the blank row will be
inserted above the selected row. To add multiple rows, select that number of rows; for example, if 3
rows are selected, 3 blank rows will be inserted above the selected rows.

COLUMNS
To add one blank column, select the column to the right of where you wish to add the blank column; the
column will be inserted to the left of the selected column. To add multiple columns, select that number
of columns; for example, if 3 columns are selected, 3 blank columns will be inserted to the left of the
selected columns.

CELLS
To add a cell, select the cell below where you wish to add the blank cell. To add multiple cells, select
that number of cells. If you select multiple cells in a row or rows, blank cells will be added above each of
the selected cells; if you select multiple cells in a single column, cells will be added to the left of each of
the selected cells.
Once you've made the selection, you can use any of the following methods:

Click the Insert button in the Cells group on the Home tab
• The new blank row/rows will be inserted above the selected
row/rows.
• The new blank column/columns will be inserted to the left of
the selected column/columns.
• If one cell is selected, the new blank cell will be inserted
above the selected cell; if multiple cells are selected, the
blank cells will be added either above or to the left depending
on the selection.

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Click the arrow below the Insert button

• If Insert Sheet Rows is selected, new blank row/rows will be
inserted above the selected rows.
• If Insert Sheet Columns is selected, new blank
column/columns will be inserted to the left of the selected
columns.
Select an option from the drop-
down menu that displays: • If Insert Cells is selected, the Insert dialog box will display.
Select the appropriate option and click OK.

Right-click the selected row, column, or cell and click Insert on the shortcut menu
• The new blank row/rows will be inserted above the
selected row/rows.
• The new blank column/columns will be inserted to the
left of the selected column/columns.
• If a cell or multiple cells are selected, the Insert dialog
box displays. Select an option, and then click OK.

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Deleting Rows, Columns, and Cells

Like inserting rows, columns, or cells, there are a number of ways that you can delete these components
within existing data in your worksheet.
The first step is to select the rows, columns, or cells to delete:

ROWS
When row/rows are deleted, the rows below the deleted rows will shift up.

COLUMNS
When column/columns are deleted, the columns to the right of the deleted columns will shift left.

CELLS
If a single cell is selected, the cell will be deleted and the cells below will shift up. If multiple cells are
deleted, the adjacent cells below or to the right will shift to fill the space depending on the selection.
Once you've made the selection, you can use any of the following methods:

Click the Delete button in the Cells group on the Home tab
• The new blank row/rows will be removed and the rows below
will shift up.
• The selected column/columns will be removed and the
columns to the right will shift left.
• If a cell is selected, the cell will be deleted and the cells below
will shift up. If multiple cells are deleted, the adjacent cells
below or to the right will shift to fill the space depending on
the selection.

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Click the arrow below the Delete button

• If Delete Sheet Rows is selected, the selected row/rows
will be removed and the rows below will shift up.
• If Delete Sheet Columns is selected, the selected
column/columns will be removed and the columns to the
right will shift left.
Select an option from the drop-
• If Delete Cells is selected, the Delete dialog box will
down menu that displays:
display. Select the appropriate option and click OK.

Right-click the selected row, column, or cell and click Delete on the shortcut menu
• The selected row/rows will be removed and the rows
below will shift up.
• The selected column/columns will be removed and the
columns to the right will shift left.
• If a cell or multiple cells are selected, select an option
from the Delete dialog box that displays, and then click
OK.

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Submodule B – Changing Column Width and Row Height

Adjusting Columns Width
The width of a column can be adjusted if the text or numbers it contains are too wide to fit inside a cell.
Text that is too wide may run over to the next cell if it is empty, or may be truncated at the border if the
adjacent cell is not empty. The following image is an example of truncated text in cell A1 because the
column is too narrow.

Numbers in cells that are too narrow will be converted to scientific notation or shown as a series of
hashtags (###). The image below is an example of scientific notation in cell A1 and hashtags in cell B1
because the columns are too narrow.

To adjust column width, the first step is to select the column or columns to adjust. If multiple columns
are selected, the widths of all selected columns will be adjusted identically.
Once the columns are selected, you can use any of the following methods:

Using the Mouse

To adjust column width, point to the right column divider on the column heading of the column to be
adjusted so that the pointer changes to a double-headed arrow. The arrow indicates the directions you
can move.

With the double-headed pointer displayed do one of the following:

1. To Adjust to a Specific Column Click and drag the pointer left to decrease the width of the
Width column, or drag it right to increase the width. As you drag the
column divider, a ScreenTip lets you know the width of the
column.

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2. To Change the Width of a To change the width of a column based on the largest entry,
Column to the Largest Cell double-click the column divider when the mouse pointer is
Entry in that Column displayed as a double-headed arrow.

Using the Format Command on the Home Tab

You can also adjust column width by selecting the column/columns and then clicking the Format
command to display the Format drop-down menu.

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1. To Adjust to a Specific Column Width To adjust the column width to a specific value, select
Column Width from the Format drop-down menu.
In the Column Width dialog box that displays, type the
new width in points.

2. To Change the Width of a Column to To automatically adjust the column width based on the
the Largest Cell Entry in That Column largest entry in the column, click the AutoFit Column
Width command from the Format drop-down
menu. The column width will be adjusted to fit the
largest entry in the column.

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Adjusting Row Height

When text or numbers are too tall to fit inside a cell, you can change the dimensions of the cell by
adjusting the height of the row. Excel automatically changes the row height when a formatting feature,
such as a larger font size, is applied to a cell in that row; however, occasionally, you might have to
manually adjust the height of a row or rows.
The first step is to select the row or rows to adjust. If multiple rows are selected, the heights of all
selected rows will be adjusted identically. Once the rows are selected, you can use any of the following
methods:

Using the Mouse

To adjust row height, point to the bottom row divider on the row heading of the row to be adjusted so
that the pointer changes to a double-headed arrow. The arrow indicates the directions you can move.

With the double-headed pointer displayed do one of the following:

1. To Adjust to a Specific Row Height Click and drag the pointer up to decrease the height of
the row, or drag it down to increase the height. As you
drag the row divider, a ScreenTip displays letting you
know the height of the row.

2. To Change the Height of a Row to the To change the height of a row based on the largest
Largest Cell Entry in that Row entry, double-click the row divider when the mouse
pointer is displayed as a double-headed arrow.

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Excel will automatically change the row height to fit the

largest entry in the row. The image below shows how
the row height was adjusted to fit larger contents in the
second column.

Using the Format Command on the Home Tab

You can also adjust row height by selecting the row/rows and then clicking the Format command in the
Cells group on the Home tab.

The Format drop-down menu displays:

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1. To Adjust to a Specific Row Height To adjust the row height to a specific value, select Row
Height from the Format drop-down menu.
In the Row Height dialog box that displays, type the new
height in points; points is a standard measurement in the
printing trade. Seventy-two points is equal to one inch. The
default row height is twelve point seventy-five points.

2. To Change the Height of a Row to To automatically adjust the row height based on the largest
the Largest Cell Entry in That Row entry in the row, click the AutoFit Row Height command
from the Format drop-down menu. The row height will be
adjusted to fit the largest entry in the row.

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Module 7 – Moving Data

Learning Objectives
In this module, we will explore how to move data around in worksheet. By the end, you will be able to:
1. Move and copy cell content
2. Use the Paste Options features

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Submodule A – Cut, Copy, and Paste

Accessing the Cut, Copy, and Paste Commands
To cut (move) or copy data, perform the following steps:
• select the cell containing the data
• use one of the cut or copy command methods
• click the mouse where you want to place the cut or copied data
• use one of the paste command methods
The cut, copy, and paste commands can be accessed in the following ways:

Shortcut Menu
Cut
Right-click the selected cell, and select Cut from the shortcut
menu.
Copy
Right-click the selected cell, and select Copy from the shortcut
menu.
Paste
Right-click the selected cell, and select one of the Paste Options
from the shortcut menu.

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Home Tab, Clipboard Group

Cut
On the Home tab, click the Cut button in the Clipboard group.
Copy
On the Home tab, click the Copy button in the Clipboard group.
Paste
• On the Home tab, click the Paste button in the Clipboard
group.
• On the Home tab, click the down arrow below the Paste button
to open the Paste Options menu. The Paste Options menu
commands vary depending on what is being pasted but may
include the following commands:
o Paste (the default option for the Paste button)
o Values
o Formulas
o Transpose
o Formatting
• On the Home tab, click the small arrow in the bottom right
corner of the Clipboard group to open the Clipboard
pane. When you copy any information, it is added to the
Clipboard, which can contain up to 24 items. Simply click an
item on the Clipboard to paste it into your worksheet.

Shortcut Keys
Cut Copy Paste

Control key + X Control key + C Control key + V

Mouse Method
Move Copy

Click the cell containing the data you want to Press and hold the Control key, select the cell
move. Point to the cell border until the pointer containing the data, and, then, without releasing
turns into a four-headed arrow, then move the the mouse button, drag to the new location.
data to another cell by simply dragging and
dropping.

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Submodule B – Copying Formulas

Copying Formulas
To copy formulas, use any of the following methods:

Copying formulas using the fill handle

Follow these steps to copy a formula to adjacent cells by using the fill handle:
1. Select the cell containing the formula you would like to copy into the adjacent cells.
2. Place your cursor in the lower-right corner of the selected cell until it turns into a + sign.

3. Drag the fill handle to the cells that you want to fill. The formula is copied to the adjacent cell or
cells. The Auto Fill Options icon appears beside the copied cells.

4. By default, both the formula and the cell formatting are copied. However, if you click the Auto Fill
Options icon, a menu displays.
The menu provides you with a number of Auto Fill options:
• Copy Cells – the default option copies the formula and the cell formatting
• Fill Formatting Only – this option copies only the cell formatting. The formula will not be copied
• Fill Without Formatting – this option copies only the formula without the cell formatting.

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Copying formulas using the Copy and Paste commands

Follow these steps to copy a formula using the copy and paste commands:
1. Select the cell that contains the formula you would like to copy.
2. Use one of the Copy command methods.
3. Click the cell where you want to paste the formula.
4. Use one of the Paste command methods and select a paste option. The Paste Options menu
commands vary depending on what is being pasted but may include the following commands:

Note: These Paste Options are also available on the Paste command drop-down menu.

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Module 8 – Formulas and Functions

Learning Objectives
In this module, we will explore how to use formulas and functions. By the end, you will be able to:
1. Create formulas using functions
2. Use absolute values in formulas

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Submodule A – Overview of Formulas

Overview of Formulas
Formulas are created to perform calculations in Excel.
Some things to keep in mind when writing formulas:
• Wherever you click the mouse, that’s where the result of the formula will appear.
• Formulas can be on the same sheet as the data, they can be on a separate sheet as the data, or they
can be in a different file.
• All formulas must start with an equal sign.
• The formula must have cell references or values on which you want to perform calculations, and an
operator.

For example, if you want to create a formula to add a column of numbers, you would have to enter each
cell references into the formulas in order to calculate the total, as shown in the image.

This can be a long and tedious task that is prone to error. In cases such as this, functions can be used
within formulas to simplify them.
A function is a built-in formula provided with Excel. They are easy to use and read, and they replace long
complicated formulas. Excel has hundreds of functions for your use.

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Submodule B – Creating Formulas Using Functions

Structure of a Function
A function is a word that you use in your formula to tell Excel what action to execute.

Cell B13 in the image above contains a formula that uses a function. The function in this case is used to
calculate the sum of the data in the column.

A formula with a function is made up of four parts:

• the equal sign

• the name of the function (in this example, SUM)
• the arguments (in this example, B3:B11)
An argument is the information required by the function to perform the calculation. Depending on
the function, you may have no arguments, one argument, a fixed number of arguments, an
indeterminate number of arguments, and/or optional arguments.

In the Formula bar in the image above, you can see that, in this example, the SUM function has one
argument (the range B3 to B11).

• and, lastly, the brackets

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Using Functions

Common Excel Functions

Function Description

SUM The SUM function calculates the sum of its arguments. The arguments can be
numbers, formulas, ranges, or cell references that refer to numbers.

AVERAGE The AVERAGE function gives you the average, or arithmetic mean, of its arguments.

COUNT There are several variants of the COUNT function:

COUNT – counts the number of cells in a range that contain numeric data; cells
containing text and blank cells are ignored.
COUNTA – counts the number of cells containing any type of information, including
numbers, dates, text, error values, but it does not count blank cells.
COUNTBLANK – counts the number of blank cells in a range of cells. Cells that
contain text, numbers, error values are not counted.
COUNTIF – counts how many numeric cells in a range meet a certain condition.

MAX The MAX function determines the largest number in a set of values. The arguments
can be either numbers or names, ranges, or cell references that contain numbers.

MIN The MIN function determines the smallest number in a range of values. The
arguments can be either numbers or names, ranges, or cell references that contain
numbers.

Using the AutoSum Feature

The AutoSum button can be used instead of the SUM function to add numbers that are in one
continuous row or column. When you click AutoSum, Excel starts the formula for you by entering
=SUM() and proposes a range of adjacent cells within the parentheses. You can accept the proposed
range or select a different range. When you click the drop-down arrow beside AutoSum, a list containing
four additional commonly used functions is displayed. In addition to SUM, you can also automatically
calculate averages, count numbers, and determine maximum and minimum values.

Sum, AutoSum, or the + operator to add data. The method that you choose depends on the complexity
and type of calculation you are performing:

• Use Sum for larger ranges or when you want to add up multiple ranges or columns.
• Use AutoSum for quick addition of consecutive cells without having to type out the SUM function.
• Use the + operator when you only need to add a few specific cells or values directly.

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Using the Status Bar Functions

If you would like to perform a quick calculation without creating a formula or recording the result in the
worksheet, you can view the function results on the status bar. As soon as you select a range of cells, the
results of the selected functions display in the Status bar. The Status bar can be customized to display a
variety of functions including Average, SUM, COUNT, Numerical Count, MIN, and MAX. To select which
functions you would like to display on the status bar when data is selected, right click the status bar and
select the functions.

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Create Formulas with Functions

If you’re familiar with a function, you can type the function directly into the cell you would like it to
appear. If not, you can use one of the following methods to create formulas that include functions:
• Click the Insert Function button (fx) next to
the Formula bar.

• Click the Insert Function command on the

Formulas tab.

• Click the AutoSum button available in the

Function Library group on the Formulas tab
or select a category of functions to display a
list of related functions.

• Click the AutoSum button available on the

Home tab.

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Entering Functions
Excel has hundreds of functions, which are available through the Insert Function dialog box or the
Function Library.

Entering Functions using the Insert Function Dialog Box

To insert a function into a cell using the Insert Function dialog box follow these steps:

1. Select the cell in which you wish to enter a function.

2. Open the Insert Function dialog box - click the Insert Function button on the Formulas tab or the fx
button next to the Formula bar.
3. In the Insert Function dialog box choose the desired function. Once done, click OK.

4. The Function Arguments dialog box appears where you will select the arguments for the function.
Depending on the function, you may have no arguments, one argument, a fixed number of
arguments, an indeterminate number of arguments, and/or optional arguments.

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5. Click OK to insert the function in the cell.

Using the Function Library

The categories of functions are also displayed on the Formulas tab in the Function Library group. Simply
click a category to display a drop-down list of available functions in that category, as shown in the
image.

Glossary of Categories of Functions:

The following table lists the various categories of functions:

Category Description

Financial These are functions related to financial calculations.

Logical These functions enable you to add decision-making capability to your worksheet.
All of these functions return either a TRUE or FALSE result.

Text These functions enable you to manipulate text.

Date & Time You can use these functions to analyze and work with date and time values.

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Category Description

Lookup & You can use these functions when you need to find values in tables or lists, or
Reference when you need to find the reference of a cell.

Math & Trig You can perform simple and complex mathematical calculations with these
functions.

Statistical You can use these functions to perform statistical operations, many of which are
quite specialized.

Engineering These functions perform engineering analyses.

Cube Cube functions are used to allow for the extraction of data from SQL Server
Analysis Services.

Information These functions provide information about the current worksheet.

Compatibility Functions that are no longer available or have been replaced in Microsoft Excel
2019. These functions are still available in this category to allow you to work with
spreadsheets created with earlier versions of Microsoft Excel.

Web Web functions are used for url strings, xml, and web services.

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Joining Data Using Functions

The CONCAT and TEXTJOIN functions are used to join data in different cells together into one cell.

CONCAT
The CONCAT function allows you to join data from two or more cells together in one cell.
The syntax of the CONCAT function is: CONCAT (text1, [text2], …)
text1 is the string or range of string to be joined.
[text2] additional text items to be combined.
In the following image cell C2 displays the
combination of the text within cells A2:B2 as
one string.

To include a space between the first and last

name, add double quotation marks with a
space between them " " between the text
strings.

TEXTJOIN
The TEXTJOIN function joins text from different cells into one cell using a specified delimiter separating
each text value combined.
The syntax of the TEXTJOIN function is:
TEXTJOIN (delimiter, ignore_emptry, text1, [text2], ...]
delimiter - a character inserted between each text value, like a comma or space character used to
separate the text values in a cell.
Ignore_emptry – determines if empty cells selected. If it’s TRUE, empty cells will be ignored.
Text 1 - the strings to join together
Text 2…- is optional
In the following image cell E2 displays the
combination of text from cells A2:D2 with
the space delimiter and empty cells are
ignored.

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Submodule C – Using Absolute Values

Using Cell References in a Formula
There are three types of cell references you can use in a formula: relative references, absolute
references, or mixed references.

• Using Relative cell references

When a formula containing relative references is moved or copied, the cell references are offset
based on the position of the active cell.

• Using Absolute cell references

There may be times, you may not want references updated when a formula is moved or copied. In
these situations, you may use an absolute cell reference.
Absolute cell references within a formula always refer to the same cell location in a formula, even if
the formula is copied or moved to another cell, the reference doesn’t change.
Absolute cell references are distinguished from relative cell references by the use of a dollar sign ($)
in front of the column and/or row reference. All cell references are relative unless you specify an
absolute reference by including dollar signs before the column letter and/or row number in the cell
address.
Note: When typing an absolute cell reference, you can type the dollar signs manually, or you can
type the cell reference and then press F4 to change the reference to an absolute reference. Excel
will insert the dollar signs in the cell reference for you.
In the example shown below, we would like to copy the formula created in cell E6 to cells E7:E10
and we want the formula to always use the value in cell B3. In this case, we enter the value as $B$3.
Now, when the formula is copied or moved, it will always use the value found in cell B3.

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When we copy the formula in cell E6 to cell E7, the relative reference in the copied formula changes
but the absolute reference remains the same.

• Using Mixed cell references

There may be times when you want to have just the row offset when you copy a formula, or maybe
just the column. In such situations, you would use a mixed cell reference.
To create a mixed cell reference, place the dollar sign in front of the reference you do not want to
change: either the row or the column, or you can type the cell reference and then press F4 until the
reference changes to the appropriate mixed reference.
In the example shown below, we would like to copy the formula we've created in cell B6 to the
remaining cells in the table. The formula multiplies the number of days (the information in column
A) by the cost (the information in row 2). For the cost value, since we want the information from
the same row, we've used a mixed cell reference with the row absolute but the column relative
(B$2).

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When we copy the formula to the next column, the cost value in the copied formula refers to row 2
(which is absolute) but column C (which has changed because it is a relative reference).

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Module 9 – Working with Sheets

Learning Objectives
In this module, we will explore how to work with the sheet tabs. By the end, you will be able to:
1. Add, delete, and rename sheet tabs
2. Move and copy worksheets
3. Change sheet tab colors
4. Hide and unhide worksheets
5. Create 3-dimensional formulas

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Submodule A – Adding, Deleting, Renaming and Grouping Sheets

Adding, Deleting, and Renaming Sheets
To add, delete, or rename sheet tabs use the following methods:

Sheet tab Shortcut Menu

Adding Sheets
Right-click a sheet tab and select Insert from the shortcut menu.
From the Insert dialog box, select Worksheet and click OK.
To insert multiple new sheets: Select a worksheet tab, then press
and hold the Ctrl key, and select the other worksheet tabs (the
number of existing sheet tabs selected needs to match the
number of new sheets you want to add), then follow the steps
above.
Note: The new worksheet will be inserted before the sheet tab
that you right‑click.
Deleting Sheets
Right-click a sheet tab and select Delete from the shortcut menu.
To select more than one worksheet for deletion, select the tab of
each worksheet to be deleted while pressing and holding the Ctrl
key. Then, right-click the selected tabs and click Delete on the
shortcut menu that displays.
Note: It is important to remember that once a worksheet is
deleted it cannot be retrieved.
Renaming Sheets
Right-click a sheet tab and select Rename from the shortcut menu.

New Sheet button

Click the New Sheet button to insert a new sheet.

Mouse Method
To rename a sheet tab, double-click the sheet tab you would like to rename, type in the new name and
press Enter.

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Grouping Worksheets
Worksheets can be grouped by selecting more than one sheet tab while pressing and holding the Ctrl
key.
When worksheets have been grouped, the word [Group] is displayed on the title bar.

Grouping worksheets is useful if you want to enter or edit the same data on all grouped worksheets. You
can enter new data or edit existing data on one worksheet and it will automatically be added to or
edited in any other worksheet in the group. Grouped worksheets can also be formatted and printed
together.
When you’re done working with grouped worksheets, you can ungroup them by right-clicking a tab of
one of the worksheets in the group and click Ungroup Sheets from the shortcut menu.

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Submodule B – Additional Sheet Tab Options

Moving and Copying Worksheets
Use the following methods to move or copy a worksheet to a new location.

Copy or move a worksheet using the Move or Copy command

To copy or move a worksheet using the Move or Copy command follow these steps:
1. Select the desired sheet tab to be copied or moved.
2. Right-click the sheet tab and choose Move or Copy from the shortcut menu.
3. Choose the destination workbook or a new blank worksheet from the To Book list, and select the
worksheet location.

4. To copy, place a checkmark in the Create a Copy box. To move, leave the box empty.

Moving or copying a worksheet within the same workbook by clicking and dragging
To move a worksheet, click and drag the sheet tab to the desired location.
To copy a worksheet, press and hold the Ctrl key while clicking and dragging the sheet tab to the desired
location.

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Changing Sheet Tab Colors

To change a sheet tab color, perform these steps:
1. Right-click the desired sheet tab.
2. Select Tab Color from the shortcut menu.
3. Select a color from the menu that displays.

When the tab is active, the color is barely visible; however, when another worksheet is selected, the
color is clearly displayed. As you see in the image, the color of Sheet4 tab is displayed when the tab is
not selected.

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Hiding and Unhiding Worksheets

Worksheets can be hidden and unhidden using the following methods:

Use the Hide and Unhide command on the shortcut menu

To hide a worksheet using the Hide command on the shortcut menu follow these steps:

1. Right-click the desired sheet tab.

2. Select Hide from the shortcut menu.

To unhide a hidden worksheet using the Unhide command on the shortcut menu follow these steps:

1. Right-click any sheet tab.

2. Select Unhide from the shortcut menu.
3. In the Unhide dialog box, select the worksheet to unhide.

4. When you click OK, the worksheet will display once again.

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Using the Hide & Unhide command from the Home tab > Cells group > Format menu
To hide or unhide a worksheet using the Hide Sheet and Unhide Sheet from the Format menu follow
these steps:

1. Right-click the desired sheet tab.

2. On the Home tab, in the Cells group, click Format to open the menu, under the Visibility section
click Hide & Unhide and select Hide Sheet or Unhide Sheet.

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Submodule C – 3 Dimensional Formulas

Creating 3-Dimensional Formulas
Excel allows you to perform calculations using the contents of the same cell address in multiple
worksheets, this is referred to as a 3-dimensional formula, or a 3-D formula.
You will write the formula on one sheet and it calculates data from other sheets and places the answer
on the sheet that you are on. Before you start, ensure that all cell contents to be calculated are in
identical cell addresses in all worksheets.
Follow these steps to create a 3-D formula:
1. Select the cell to contain the formula and type the function beginning, such as =SUM(
2. Click on the first sheet tab and click the cell to be referenced in the calculation.
3. Select the range of sheets - while you are clicked in the first sheet tab, hold down the Shift key and
click the last sheet tab to be referenced.
4. Press Enter to complete the formula.

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Module 10 – Formatting Worksheets

Learning Objectives
In this module, we will explore how to use formatting to improve the organization and look of
worksheets. By the end, you will be able to:
1. Format cells and numbers
2. Add borders and shading
3. Format data as a table
4. Use styles and the Format Painter
5. Add sheet protection
6. Use the Fill Handle
7. Create custom lists

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Submodule A – Formatting Cells

Formatting Options in the Font Group
You can apply formatting to a single cell, ranges of cells, columns, rows, or entire worksheets. There are
many different types of formatting that can be applied. Commands for the most common types of
formatting are found on the Home tab. Using these commands, you can change the size, alignment,
color, and font of data. You can also add borders and fill cells with color.
Formatting options are found in the Font group on the Home tab. To apply formatting, first select the
cell and then apply the desired attributes.

Each of the components in the Font group is described below.

Font
Font is a type of letter, number, or other character used for the text. The default font in Excel is called
Calibri. To change the font of the selected cell, select a font from the Font drop-down menu.

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Font Size
Click an option on the drop-down menu or type a number into the box to change the size of the text.

Increase/Decrease Font Size

Click to increase/decrease the font size in the selected cell.

Bold, Italic, and Underline

Click each button to apply the attribute to the text in the selected cell.
Note: Click the arrow beside Underline for a menu of different underline styles.

Borders
To add a border other than the one displayed on the Borders command button, select the cell or cells
you want to add the border to, and then click the arrow beside the Borders button. From the drop-down
menu that displays, select one of the predefined borders.

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Fill Color
Click the button to apply the indicated color to the background of the selected cell or click the drop-
down arrow for a menu of other color options.

Font Color
Click the button to apply the indicated font color to the text in the selected cell, or click the arrow for a
menu of other color options.

Additional Font Options using the Format Cells dialog box

Click the small arrow in the bottom right corner of the Font group to open the Format Cells dialog box.

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Alignment Options in the Alignment Group

Excel automatically aligns data in a cell when you first enter it. By default, text is aligned to the left and
numbers are aligned to the right. You can change the alignment of cell content using the commands in
the Alignment group on the Home tab.

The options available in the Alignment group are described below:

Aligning cell entries
These options control the right and left alignment of the data in the cells, the options are Align left
Center, and Align Right.

There are also options to control the top to bottom alignment of the data in the cell. You can either
choose from Top, Middle Align, or Bottom Align.

Indenting cell entries

The Indent commands control how much the data in a cell is indented.
The Decrease Indent command will move your content closer to the cell border.
The Increase Indent command will move your content farther away from the cell border.

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Orientation
This button is used to control the angle at which text is displayed.

Text direction
You can have your text go from left to right, from right to left, or allow Excel to choose the paragraph
direction based on the language typed.

Wrap text
This button is used if you wish long text to be contained within the border of the cell.

Merge & Center

This button is used to merge the selected range of cells into one cell and centers the content.

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Additional Alignment Options using the Format Cells dialog box

Click the small arrow in the bottom right corner of the Alignment group to open the Format Cells dialog
box.

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Submodule B – Formatting Numbers

Formatting Numbers
When you type numbers in Excel they’re considered generic. You have to tell Excel what the numbers
actually represent. Number formatting can be applied using the commands in the Number group on the
Home tab.

The options available in the Number group are described below:

Number Format Box

Select a Number Format to apply the formatting to the selected cells.

When you click the arrow at the right side of the box, the drop-down list of format options displays:

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The Accounting Number Format command

The Accounting Number Format uses two decimal places and includes a currency sign, which is displayed
at the left edge of the cell. When you click the drop-down arrow for this command, a menu of different
currencies displays allowing you to select a different currency symbol:

The Percent Style command

This command will multiply a cell’s contents by one hundred, and display the result with a percentage
symbol.

The Comma Style command

This command inserts commas to separate thousands, and will also display the number with two
decimal places.

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The Increase Decimal and Decrease Decimal commands

The Increase Decimal command enables you to increase the number of decimal places displayed.
The Decrease Decimal command, decreases the number of decimal places.

Additional Number Formatting Options using the Format Cells dialog box

Clicking the small arrow on the bottom right corner of the Number group, opens up the Formal Cells
dialog box with the Number tab selected.
The Number tab lists all the format available for numbers. Select a format in the Category box to see a
preview of the format and options for modifying that format.

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The available number formats in the Category box are described in the following table:

Number Format Description

This is the default format. Numbers are displayed as integers, decimals, or

General in scientific notation if the cell is too small for the entire number. You
have no control over how numbers are displayed with this format.

Allows you to select the number of decimal places, whether or not to use
Number
a comma, and how to display negative numbers.

Enables you to select the number of decimal places, whether or not to use
Currency a currency symbol, and how to display negative numbers. Commas are
always used.

Similar to the Currency format with the exception that the currency
Accounting symbols are aligned at the left of the cell and not directly beside the
number, and negative numbers are always shown in brackets.

Date Allows you to choose how to display dates.

Time Allows you to choose how to display the time of day.

The percentage sign is always displayed but you can choose the number
Percentage
of decimal places to display.

Fraction Allows you to pick one of nine fraction formats.

Numbers are displayed in exponential notation. You may select the

Scientific
number of decimal places to be displayed.

Text Formats a number as text.

Allows you to select formats depending on your location. In the United

Special States, four formats are available: Zip Code, Zip Code + 4, Phone Number,
and Social Security Number.

Custom Allows you to use different characters to create your own format.

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Submodule C – Borders and Shading

Applying Borders and Shading to Cells
By adding borders and shading to cells, you can highlight sections of a worksheet. Borders and shading
can be added to a cell, a range of cells, columns, or rows.
The methods for applying borders and shading to cells are described below:
Using Options on the Home Tab
The Borders and the Fill Colors buttons are found on the Home tab. Click the button to apply the format
shown on the button or click the arrow on the button to select another option from the drop-down list
that displays.

Using the Format Cells Dialog Box

For more options in borders and shading, use the Format Cells dialog box. Click the little arrow in the
bottom right corner of the Font group to open the dialog box.

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In the Format Cells dialog box select the

Border tab to display the border
options. This tab allows you to add a
different style and color to each of the
borders surrounding the selection by
selecting a style and color and clicking
the appropriate border in the preview
diagram.

Select the Fill tab to display the shading

options. On this tab, you will find
options to add color, pattern styles and
colors, and color gradients to the
background of selected cells.

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Using the Draw Border Pen

If you prefer, rather than use one of the predefined border styles, you can draw your own borders using
your mouse. To do so, click the Border button arrow and select an option from the Draw
Borders section of the drop-down menu (see image below). The mouse turns into the shape of a pencil
and you are now able to draw borders around cells on the worksheet.

Glossary of commands in the Draw Borders section at the bottom of the Borders drop-down menu:

Command Description

Draw Border Outlines the selected range with a border.

Outlines the selected range as well as the individual cells within the selected
Draw Border Grid
range with a border.

Erase Border Removes a border.

Line Color Changes the color of the border.

Line Style Changes the style of the border.

Note: The More Borders command located below the Draw Borders options is used to open the Format
Cells dialog box with the Border tab active.

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Submodule D – Formatting a Range of Cells as a Table

Formatting a Range of Cells as a Table
You may want to convert data in your worksheet into a table and then apply formatting to the table.
Creating a Table from a Range
To convert the range of data to a table, select a cell in the range and then click Table on the Insert tab.

Formatting Options on the Table Tools Design Ribbon

After you create the table, the Table Tools Design tab appears on the Ribbon, allowing you to apply
additional formatting.

Group on Ribbon Purpose

The Properties group contains the following options:

• Table Name – Allows you to edit the name of the table.
• Resize Table – Allows you to resize the table by adding or
removing rows and columns.

The Tools group contains the following formatting options:

• Summarize with PivotTable – Summarizes the data in the
table using a PivotTable. PivotTables will be covered in the Excel
2019 - Level 2 course.
• Remove Duplicates – Allows you to remove duplicate rows
from a table.
• Convert to Range – Converts the table back to a range.

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Group on Ribbon Purpose

The External Table Data group contains the following options:

• Export – Allows you to export your data to a SharePoint list.
• Refresh – Allows you to refresh the data, if you had a formula
that pulls data from another sheet.

Use the Table Style Options group to modify the table style
applied to your table:
• Header Row – Adds labels in the first row of the table.
• Total Row – Adds a total row at the bottom of the table.
• Emphasis data in a table by turning on Banded Rows, First
Column, Last Column, Banded Columns.
• Filter Button – Displays the filter button in the header row of
each column.

The Table Styles group contains collections of table formats

that can be applied in a single step.
You can either choose an option from the gallery to apply to
your table or create a new style.

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Submodule E – Using Styles and the Format Painter

Using Styles
The Styles feature is a great time-saver because it lets you apply predefined formats to cells or create
your own cell style. A cell style's formatting may include the font, number format, borders, or fill.
Styles are found in the Styles group on the Home tab. You can view the Styles gallery by clicking the Cell
Styles button.

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Using the Format Painter

The Format Painter enables you to copy all the formatting attributes from a cell (or group of cells) to
another cell (or a group of cells) on the worksheet.
1. Simply select the cell with the formatting to be copied. In the image, cell A5 has the formatting to be
copied.

2. Click the Format Painter button in the Clipboard group on the Home tab.

3. The cursor changes shape to a plus and a paintbrush when the Format Painter is selected.

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4. Click the cell you would like to copy the formatting to. In the image the formatting in cell A5 is
applied to cell A6 using the Format Painter. Once the formatting is applied, the pointer returns to its
original shape indicating that the command has been turned off.

Note: To apply the same formatting to multiple cells, double-click the Format Painter to keep it active.
Drag the paintbrush cursor across the cells that you want to format. Once you've applied the formatting,
click the Format Painter button again to deselect it or press the Escape key.

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Submodule F – Protecting Sheets

Protecting Worksheets and Workbooks
At times, you may wish to prevent changes to certain cells in a worksheet or to the structure of your
workbook.
Protecting Worksheets
To prevent users from changing, deleting, or formatting data, you can protect your worksheet. When
you turn on protection, all cells on the worksheet are locked by default. Often, however, you may want
users to be able to change some cells.
There are two steps involved in protecting cells in a worksheet.
Step 1 - Unlock specific cells
To allow users to change some cells, you must unlock them before applying protection. To do so follow
these steps:
1. Select the cells you would like users to be able to change. If you would like to select all the cells that
don't contain formulas, click Find & Select in the Editing group on the Home tab and select
Constants.
2. Open the Format Cells dialog box by clicking the small arrow in the bottom right corner of the Font
group on the Home tab of the Ribbon.

3. In the Format Cell dialog box, click the Protection tab and deselect the Locked option.

Note: The selections you make in this dialog box will only take effect if you protect the worksheet.
4. Click OK to close the dialog box.

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Step 2- Apply protection to the sheet

To protect the active worksheet, use the Protect Sheet dialog box. You can open this dialog box by
clicking the Protect Sheet command on the Review tab, or by selecting Format in the Cells group on the
Home tab, and then clicking Protect Sheet from drop-down menu.
• By default, the Protect worksheet and contents of locked
cells check box is selected. This option prevents users from
making changes to cells that are locked, and from viewing
rows, columns, and formulas that have been hidden.
• In the Allow all users of this worksheet to box, you can select
exactly what you will allow users to do when protection is
turned on. When a check box is selected, that feature is
available to all users. For example, the default is to allow all
users the right to select locked and unlocked cells using the
mouse or keyboard. You can select or clear any of the items
depending on your requirements.
• You also have the option of creating a password in order to
unprotect the worksheet. If you don’t create a password,
users are able to change your settings and gain access to the
protected elements of your worksheet.

Once you've protected the worksheet, if you try to change the value of one of the locked cells, a
message displays letting you know that the cell is protected.

Note: To unprotect the worksheet, click the Unprotect Sheet command on the Review tab and type in
the password.

Protecting Workbooks
In addition to protecting elements of a worksheet, you can also protect the structure of the
workbook. To select the options for protecting the workbook, click the Protect Workbook command on
the Review tab to open the Protect Structure and Windows dialog box (see image below).
The dialog box provides you with the following options:
• You can select the Structure option to prevent worksheets from being added, deleted, renamed,
hidden, unhidden, or moved in the workbook.

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• The Password box allows you to set an optional password. You will be prompted for the password
when you try to unprotect the workbook.
Note: The Windows option is available only in previous versions of Excel.

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Submodule G – Using the Fill Handle and Creating Custom Lists

Using the Fill Handle
As you recall, the Fill Handle is the small square in the bottom right corner of a selected cell or range of
cells. When you point to the fill handle, the pointer changes to a small black cross. Once you see this
symbol, click and drag the fill handle to the adjacent cell(s) to perform the following tasks:
1. Copy the content of the cell into adjacent cells.

2. Continue a fill sequence based on predefined lists that are created in Excel. For example, if the active
cell contains the day Monday, the fill handle will automatically fill the adjacent cell with the next item
in the series (Tuesday).

3. Create a sequence of numbers – if you select two or more cells containing numbers, Excel assumes
that you want to insert a series of numbers.

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Creating Custom Lists

To create a custom list use one of the following methods:

Enter values in the Custom List dialog box

To create a custom list by entering values in the Custom List dialog box follow these steps:

1. Click File > Options > Advanced > General > Edit Custom Lists button.

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2. In the Custom List dialog box, select NEW LIST and type the entries in the List entries box. Press Enter
after each entry.

3. Once the list is complete, click Add.

4. Click OK to close the Custom Lists dialog box and then OK to close the Excel Options dialog box.

Create a custom list from a cell range

To create a custom list from a cell range, follow these steps:

1. In your worksheet, enter the values in the order that you want them to fill.

2. Select the range of cells you entered.

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3. Click File > Options > Advanced > General > Edit Custom Lists button.

4. In the Custom List dialog box, confirm that the range of cell entries that you have selected appears in
the Import list from cells field, and then click Import.

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5. The new list that you have created will appear in the Custom Lists.

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