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Microsoft Excel 2010 Level 1

Course code: EXC10M1 Version: v.1.0-AUG12

D I S C L A I M E R

While Academy of Learning takes great care to ensure the accuracy and quality of these materials, all material is provided without any warranties or representations of any kind or with respect to use or performance thereof, whether expressed or implied, statutory or arising from otherwise in law or from a source of dealing or usage in trade, including but not limited to implied warranties or conditions of merchantable quality or fitness for the particular purpose of the User. Trademark Notices: Academy of Learning and the Academy of Learning logo are registered trademarks of LaunchLife International Inc. Microsoft is a registered trademark and Windows is a trademark of Microsoft Corporation. All other product names and services identified throughout this book are trademarks or registered trademarks of their respective companies. They are used throughout this book in editorial fashion only and for the benefit of such companies. No such use, or the use of any trade name, is intended to convey endorsement or other affiliation with the book. Copyright © 2012, by LaunchLife International Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Academy of Learning.

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What is Office 2010?

It is a grouping of powerful Microsoft software programs. Together, they combine numerous features to help you be effective and efficient at your job. They are essential tools in today’s workplace, and include the following programs:

Word 2010

Create compelling documents, which you can save, share, print and publish to the Web.

Excel 2010

Budget and track expenses using spreadsheets, graphs and analysis tools.

PowerPoint 2010

Produce powerful and engaging presentations by incorporating text, clip art, photos, animation and videos.

Access 2010

Compile your information, and then make informed decisions based on an analysis of your database.

Outlook 2010

Compose and manage your e-mails, appointments, tasks and contacts to better manage your time.

Copyright © 2012 LaunchLife International Inc.

Microsoft Excel 2010 Level 1

Student Reference Guide

This workbook becomes the property of the student once the course of study is

made available by the college and issued to the student upon receipt of

full payment for the course.

Introduction i Introduction

Welcome to the Microsoft Excel 2010 – Level 1 ILSPlus course. Microsoft Excel is a feature-rich application that helps you to store, maintain, and perform calculations on financial, statistical, and other data. This course will provide an overview and introduction to Microsoft Excel 2010 and its use within the Windows environment.

In this course, you will learn basic concepts and techniques for working with Microsoft Excel’s most commonly used features and functions. You will be given ample opportunity to explore and practice these techniques throughout the course.

The Microsoft Excel 2010 – Level 1 course consists of six modules (each of which should take approximately 3.5 to 4 hours to complete), a Lab Exercise, and a Final Exam.

Using this Student Reference Guide

This Student Reference Guide is a supplement to your training and highlights important learning points. The Guide is written specifically for this course, and matches the modules and topics you will encounter during your ILSPlus training.

You can use this Guide to keep notes as you make your way through the ILSPlus course. You can also use it to quickly find topic information, and to review topic highlights before attempting a practice exercise, the Lab, and the Final Exam.

This Guide is yours to keep as a reference tool.

ii Microsoft Excel 2010 – Level 1

Enhances Your Learning Experience ILSPlus is a learning system that improves upon the original, highly successful ILS concept of self-paced training. With ILSPlus, your learning is now even more engaging and interactive. You learn “how-to” techniques; you also learn “why” these techniques are useful in the workplace. This helps bridge the gap between your learning and being able to apply your new skills to a job. These are some key benefits of using ILSPlus: Interactive and engaging learning experience

User-friendly and media-rich learning environment

More doing with less reading

Hands-on training, with the opportunity to practice what you learn in both a simulated and real-life environment

Progressive learning system, allowing you to dictate your own learning pace within a prescribed schedule

Never miss any learning materials, with the ability to Pause, Replay, and Rewind any lecture

Newly-learned skills are reinforced throughout the course

Competency-based learning

Help is by your side, with a qualified instructor standing by to provide one-on-one assistance

Table of Contents iii

Module 1: Microsoft Excel 2010 Fundamentals

Topic 1: Microsoft Excel 2010 Overview ................................................................... 1-2 Topic 2: Starting and Existing the Application ........................................................... 1-2 Topic 3: Examining Excel's Interface .......................................................................... 1-3

The Title Bar ................................................................................................ 1-3 The Quick Access Toolbar ........................................................................... 1-4 The Ribbon ................................................................................................... 1-4 Task Panes .................................................................................................... 1-4 The Status Bar .............................................................................................. 1-4 The Worksheet Area ..................................................................................... 1-4

Topic 4: Accessing Excel's Tools and Commands ...................................................... 1-6 Topic 5: Opening, Closing, and Saving Files .............................................................. 1-8

Opening a File .............................................................................................. 1-8 Closing a File ............................................................................................... 1-8 Saving a File ................................................................................................. 1-8

Topic 6: Entering Data ............................................................................................... 1-10 Entering Text and Values ........................................................................... 1-10 Entering Numbers as Text .......................................................................... 1-10 Entering Date Values ................................................................................. 1-10 Entering Symbols ....................................................................................... 1-10

Topic 7: Using Data Entry Time-Saving Features .................................................... 1-11 Entering Data into a Selected Range .......................................................... 1-11 Using AutoComplete .................................................................................. 1-11 Using AutoCorrect ..................................................................................... 1-12 Using AutoFill ............................................................................................ 1-12

Topic 8: Getting Help While You Work ................................................................... 1-12

Module 2: Viewing, Navigating, and Managing Worksheets and Workbooks

Topic 1: Viewing a Worksheet .................................................................................... 2-2 Hiding and Displaying Gridlines and Headings ........................................... 2-2 Changing the Worksheet Magnification ...................................................... 2-2 Changing Views ........................................................................................... 2-2

Topic 2: Splitting a Window ........................................................................................ 2-3 Splitting a Window ....................................................................................... 2-3 Creating Freeze Panes .................................................................................. 2-3

Topic 3: Hiding Rows, Columns, and Worksheets ...................................................... 2-3

iv Microsoft Excel 2010 – Level 1

Hiding and Unhiding Rows and Columns .................................................... 2-3 Hiding and Unhiding Worksheets ................................................................ 2-3

Topic 4: Viewing Multiple Worksheets and Saving a Workspace or Custom View ............................................................................................................. 2-4 Viewing and Arranging Multiple Workbooks and Worksheets ................... 2-4 Saving a Workspace ..................................................................................... 2-4 Saving a Custom View ................................................................................. 2-4

Topic 5: Navigating and Selecting in Worksheets and Workbooks ............................ 2-4 Navigating and Selecting Using the Keyboard ............................................ 2-4 Selecting Cells and Cell Ranges ................................................................... 2-5 Selecting Columns and Rows ....................................................................... 2-5

Topic 6: Using Find, Go To, and Go To Special to Navigate to Specific Information in a Worksheet and Workbook ..................................................................... 2-6 Using Find .................................................................................................... 2-6 Using Go To ................................................................................................. 2-6 Using Go To Special .................................................................................... 2-6

Topic 7: Working with Multiple Workbooks .............................................................. 2-6 Switching Between Open Workbooks ......................................................... 2-6 Comparing Workbooks Side by Side ........................................................... 2-6

Topic 8: Organizing Worksheets in a Workbook ........................................................ 2-7 Inserting Worksheets .................................................................................... 2-7 Deleting Worksheets .................................................................................... 2-7 Renaming Worksheets .................................................................................. 2-7 Moving and Copying Worksheets ................................................................ 2-7 Grouping Worksheets ................................................................................... 2-7

Topic 9: Managing Workbook Files ............................................................................ 2-8 Saving Files in Folders ................................................................................. 2-8 Saving a Backup Copy of a Workbook ........................................................ 2-8

Module 3: Creating Basics Formulas and Editing Worksheets

Topic 1: Using AutoCalculate ..................................................................................... 3-2 Topic 2: Creating a Basic Formula .............................................................................. 3-2

Order of Operations ...................................................................................... 3-3 Topic 3: Using Cell References in a Formula .............................................................. 3-4

Relative References ...................................................................................... 3-4 Absolute References ..................................................................................... 3-4 Mixed References ......................................................................................... 3-4 Referencing Cells from other Worksheets in a Formula .............................. 3-4

Table of Contents v Topic 4: Techniques for Entering Cell References ...................................................... 3-5 Topic 5: Troubleshooting a Formula ........................................................................... 3-5 Topic 6: Editing Cell Content ...................................................................................... 3-6

Editing Content While Typing ..................................................................... 3-6 Editing Content After Entering It ................................................................. 3-6 Using Undo, Redo, and Repeat .................................................................... 3-6 Clearing Cell Components ........................................................................... 3-7

Topic 7: Moving and Copying Cell Content ............................................................... 3-7 Moving Cell Content .................................................................................... 3-7 Copying Cell Content ................................................................................... 3-8 Collecting and Pasting Multiple Items ......................................................... 3-8 Using the Paste Special Command ............................................................... 3-8

Topic 8: Inserting, Deleting, Merging, and Splitting Cells ......................................... 3-9 Inserting Cells .............................................................................................. 3-9 Deleting Cells ............................................................................................... 3-9 Merging and Splitting Cells ......................................................................... 3-9

Topic 9: Inserting and Modifying Rows and Columns ............................................. 3-10 Inserting Rows and Columns ..................................................................... 3-10 Deleting Rows and Columns ...................................................................... 3-10 Changing Row Height ................................................................................ 3-10 Changing Column Width ........................................................................... 3-10

Module 4: Using Functions in Formulas

Topic 1: Understanding Functions ............................................................................... 4-2 What is a Function? ...................................................................................... 4-2 Structure of a Function ................................................................................. 4-2 Categories of Functions ................................................................................ 4-3

Topic 2: Inserting Functions ........................................................................................ 4-4 Topic 3: Nesting Functions .......................................................................................... 4-4 Topic 4: Using Math & Trig Functions ....................................................................... 4-4

The SUM Function ....................................................................................... 4-4 The SUMIF and SUMIFS Functions ........................................................... 4-5

Topic 5: Using Statistical Functions ............................................................................ 4-6 The AVERAGE Function ............................................................................ 4-6 The AVERAGEIF and AVERAGEIFS Functions ....................................... 4-6 The COUNT Function .................................................................................. 4-7 The COUNTA Function ............................................................................... 4-7 The COUNTIF and COUNTIFS Functions ................................................. 4-7

vi Microsoft Excel 2010 – Level 1

The MAX Function ...................................................................................... 4-8 The MIN Function ........................................................................................ 4-8 The MEDIAN Function ................................................................................ 4-8 The MODE.SNGL Function ........................................................................ 4-8

Topic 6: Using Date and Time Functions .................................................................... 4-8 The DATE Function ..................................................................................... 4-8 The NOW Function ...................................................................................... 4-8 The TIME Function ...................................................................................... 4-9 The DATEVALUE Function ....................................................................... 4-9

Module 5: Formatting Worksheets

Topic 1: Formatting Cells with Styles and Color ........................................................ 5-2 Using the Format Painter .............................................................................. 5-2 Applying Cell Styles .................................................................................... 5-2 Changing the Font Color .............................................................................. 5-2 Changing the Fill Color ................................................................................ 5-2 Applying Patterns ......................................................................................... 5-2

Topic 2: Applying Borders .......................................................................................... 5-3 Topic 3: Changing Cell Alignment .............................................................................. 5-4 Topic 4: Formatting Text ............................................................................................. 5-4 Topic 5: Converting Text to Columns ......................................................................... 5-4 Topic 6: Formatting Values ......................................................................................... 5-5 Topic 7: Applying Themes .......................................................................................... 5-6 Topic 8: Changing Sheet Tab Colors ........................................................................... 5-6 Topic 9: Changing Sheet Background ......................................................................... 5-6

Module 6: Preparing and Printing Worksheets

Topic 1: Using Find and Replace ................................................................................ 6-2 Topic 2: Using the Spell Checker ................................................................................ 6-3 Topic 3: Setting the Print Area .................................................................................... 6-4 Topic 4: Adjusting Page Setup Options ....................................................................... 6-4

Sheet Tab Options ........................................................................................ 6-4 Page Tab Options ......................................................................................... 6-5 Margin Tab Options ..................................................................................... 6-6 Header/Footer Tab Options .......................................................................... 6-6

Topic 5: Using Print Preview ....................................................................................... 6-7 Topic 6: Using Page Break Preview ............................................................................ 6-8

Table of Contents vii

Inserting and Moving Page Breaks .............................................................. 6-8 Topic 7: Using the Print Section in Backstage View .................................................. 6-9 Topic 8: Displaying and Printing Formulas ............................................................... 6-10

MODULE 1

Microsoft Excel 2010 Fundamentals Microsoft Excel 2010 Overview

Starting and Exiting the Application

Examining Excel’s Interface

Accessing Excel’s Tools and Commands

Opening, Closing, and Saving Files

Entering Data

Using Data Entry Time-Saving Features

Getting Help While You Work

1-2 Microsoft Excel 2010 – Level 1 Topic 1: Microsoft Excel 2010 Overview

Excel is used for performing numerical calculations; but it is also very useful for non-numerical applications, such as storing and maintaining lists of data. Excel provides powerful tools that can turn your data into valuable information, enabling you to perform almost any kind of financial analysis. You can also use Excel to create charts, graphs, and diagrams, and you can generate reports, create budgets, analyze survey results, and determine statistics.

Topic 2: Starting and Exiting the Application

There are several ways to start Excel:

Click the Windows Start button. From the All Programs menu, click Microsoft Office, and then click Microsoft Excel 2010.

Double-click the Microsoft Excel 2010 shortcut icon on your Windows desktop (if available).

Click the Microsoft Excel 2010 icon in the taskbar at the bottom of your screen (if available).

Click the Microsoft Excel 2010 icon on the Start menu.

Open an existing Microsoft Excel 2010 document by double-clicking the document’s icon within any folder.

Use one of the following methods to exit Excel:

Click the application’s Close button on the Title bar.

Click the File tab and then click Exit.

Module 1: Microsoft Excel Fundamentals 1-3

Glossary of icons and buttons:

Icon/Button Description

Windows Start button

Click to access the Start menu and All programs menu.

Microsoft Excel 2010 icon

Click or double-click to start the Excel application.

File tab button

Used to access Backstage view where you will find various Excel commands including Exit.

Exit command in Backstage view.

Can be selected to exit the Excel application.

Close button

Click to exit the Excel application.

Topic 3: Examining Excel’s Interface

The 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 Minimize, Maximize/Restore Down, and Close buttons are located on the right side of the Title bar.

1-4 Microsoft Excel 2010 – Level 1 The Quick Access Toolbar

The Quick Access toolbar is located on the left side of Title bar. The Quick Access toolbar is where you will find the Save, Undo, and Redo commands. You can customize the Quick Access toolbar to display the commands that you use most often.

The Ribbon

Directly below the Title bar, you will find the Ribbon. The Ribbon is the main area where you will find Excel’s commands or tools. These commands are grouped together based on function on the different tabs that comprise the Ribbon.

The first tab on the left side of the Ribbon is the File tab. The File tab is used to display Backstage view, which contains the commands relating to the management of Excel.

Task Panes

Task panes are intended to assist you by putting needed tools right beside your workspace. Some task panes open automatically when you perform certain tasks.

The Status Bar

The Status bar is located at the bottom of the application window. The Status bar contains information about the file you are viewing.

The right side of the Status bar contains the Mode area, which displays messages or brief descriptions of buttons, menu options, and commands.

The AutoCalculate area displays the results of certain selected formulas when cells are selected without actually having to enter the formulas into the worksheet.

The Page View buttons allow you to select one of three different layouts you can apply to your worksheet.

Finally, on the far right of the Status bar is the Zoom Control. This allows you to increase or decrease the size of your Worksheet area.

The Worksheet Area

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


Glossary of Excel Worksheet Items:

Term/Control Description

Worksheet A worksheet is an electronic grid made up of columns and rows

Workbook A workbook is a collection of worksheets within a single file.

Sheet Tabs

Sheet tabs are used to access the different worksheets in the workbook.

Insert Worksheet

You may add more worksheets by selecting the Insert Worksheet button.

Sheet tab scroll buttons

Sheet tab scroll buttons are used to access sheet tabs that may not be visible.

Scroll bar

Scroll bars allow you to view more of the worksheet area.

Scroll tabs

Scroll tabs are used to view more of the worksheet area.

Name box

The Name box displays the column letter and row number of the active cell.

Cancel

The Cancel button is a Formula bar button used to remove data in a cell.

Enter

The Enter button is a Formula bar button used to enter data into a cell.

1-6 Microsoft Excel 2010 – Level 1

Term/Control Description

Insert Function

The Insert Function button is used to open the Insert Function dialog box, which allows you to select functions.

Formula bar

The Formula bar displays the contents of the cell or the formula used.

Topic 4: Accessing Excel’s Tools and Commands

Tools, or commands, can be accessed in a number of ways:

Select the tab on the Ribbon containing the desired tool, and then click the tool.

Use the keyboard instead of the mouse to save time using:

- keyboard shortcuts, which are combinations of keys that can be pressed to execute commands. The keyboard shortcut for a command can be found in the ScreenTip that displays when you point to the command.

- hot keys, which are letters or numbers that are displayed when you press a. Each letter or number (i.e., hot key) corresponds to a tab or command.

Open a shortcut menu by right-clicking a cell. The shortcut menu that displays contains commonly used commands that are pertinent to what you are currently doing.

The Mini toolbar also appears when you right-click a cell. The Mini toolbar contains commands used for formatting cells.

Sometimes issuing a command is not as straight forward as simply clicking the command or tool. Excel may require more information from you or you may want to provide more details in order for the command to be executed. In such circumstances, dialog boxes allow you to provide Excel with additional information prior to executing a command.


Glossary of Dialog Box Controls:

Control Description

Button

Buttons are used to issue a command.

Button with ellipse (…)

Buttons with an ellipse will open another dialog box or Backstage view.

Tabs

Tabs are used to organize and group commands in a dialog box.

Radio button

Radio buttons enable you to make one selection in an area.

Check box

Check boxes enable you to select one or more attributes by checking or unchecking (clearing) the corresponding selection.

Spinner

Spinners enable you to increase or decrease the number in the accompanying box.

Drop-down box

Click the arrow to view a list of options. Depending on the length of the list, you may have to scroll to find the option you are looking for.

Text box

Text boxes enable you to type in your selection.


Control Description

Dialog launcher

Located at the bottom right-hand corner of a group on the Ribbon, a dialog launcher is used to open the corresponding dialog box.

Topic 5: Opening, Closing, and Saving Files

Opening a File

Open a file using one of the following methods:

Use the Open command found in Backstage view. When the command is executed, the Open dialog box displays allowing you to navigate to the folder you want and select the workbook file you want to open.

Select a file from the list of recently opened files in the Recent section in Backstage view.

Open a new workbook by selecting New in Backstage view, and double-clicking Blank Workbook.

Open a new workbook based on a template from the New section in Backstage view.

Closing a File

Close a file using one of the following methods:

Use the Close command found in Backstage view.

Click the Close window button on the right side of the Ribbon.

Saving a File

To open the Save As dialog box to save a newly created file, or to save changes to an existing file and replace the previous version with the updated version:

Use the Save command in Backstage view

Click the Save button on the Quick Access toolbar.


To save an existing file under a different file, in a new location, or in an alternate file format, use the Save As command in Backstage view.

Glossary of File Formats:

File Format File Extension Description

Microsoft Excel Workbook

.xlsx This is the default file format for Microsoft Excel 2010 workbooks. This format does not support VBA and XLM macro code.

Microsoft Excel Macro-Enabled Workbook

.xlsm This file format is used for Microsoft Excel Macro-Enabled workbooks. These files contain VBA or XLM macro code.

Microsoft Excel Binary Workbook

.xlsb The Microsoft Excel Binary Workbook was designed for fast loading and saving.

Microsoft Excel 97-2003 Workbook

.xls This is the file format used by previous versions of Microsoft Excel.

Microsoft Excel Template

.xltx This is the file format for Microsoft Excel 2010 templates. This format does not support VBA and XLM macro code.

Microsoft Excel Macro-Enabled Template

.xltxm This is the template file format that supports VBA and XLM macro code.

Microsoft Excel 97-2003 Template

.xlt This is the template file format used in previous versions of Microsoft Excel.


File Format File Extension Description

Microsoft Excel Add-In

.xlam This is a VBA-enabled workbook that can be loaded as a supplemental program in Microsoft Excel.

Topic 6: Entering Data

Entering Text and Values

Text is left-aligned in the cell.

Values are right-aligned in the cell.

Press e to enter the data, and cell below becomes the active cell.

Press w, y, z, or x to move the active cell in the direction of the arrow.

Click Enter on the Formula bar to enter the data but not select a new active cell.

Press v, or click Cancel on the Formula bar to delete data before it is entered into the cell.

Press d to delete data already entered in the active cell.

Entering Numbers as Text

Enter the number with a leading apostrophe.

Entering Date Values

Data are stored as serial numbers.

There are several ways you can enter data so that Excel recognizes it as a date.

Entering Symbols

Use the Symbol dialog box. To open the Symbol dialog box, select the Symbol command from the Insert tab.


Topic 7: Using Data Entry Time-Saving Features

Entering Data into a Selected Range

Save time by selecting and filling a range of cells with data without using the mouse or arrow keys.

Glossary of Keyboard Shortcuts:

Keyboard Shortcut Description

e To move to the next cell in the range.

s+e To move up to the previous cell.

c+e Fills the selected range with the current entry.

t To move to the cell to the right.

s+t To move to the cell to the left.

d Deletes data from the selected range.

v Cancel the cell entry.

Using AutoComplete

AutoComplete automatically completes text when matching text is found in another connected cell in the same column.

Alternatively, you can open a shortcut menu and select the Pick From Drop-down List command to display a list of words that were entered into the cells directly above or below the active cell.

AutoComplete will only function when there is continuous text in the column.

The AutoComplete feature does not work for numerical data.

1-12 Microsoft Excel 2010 – Level 1 Using AutoCorrect

AutoCorrect enables you to use and create shortcuts for commonly typed words or phrases, and corrections for words you frequently misspell.

AutoCorrect entries are made into the AutoCorrect dialog box. To open the dialog box, first select Options in Backstage view. Click Proofing and then select AutoCorrect Options.

Using AutoFill

The AutoFill feature enables you to quickly create a series of data.

Glossary of terms and icons:

Term/Icon Description

Series A series is a range of adjacent cells containing related data.

The Fill Handle is the small black 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.

AutoFill Options Smart Tag

Topic 8: Getting Help While You Work

Open Excel Help using one of the following methods:

Click the Microsoft Excel Help icon.

Press !.

Select Help in Backstage view.

Click the Question mark icon in a dialog box.


Glossary of Terms and Icons:

Term/Icon Description

Microsoft Excel Help icon – Click to open Excel Help.

Closed book icon - You can expand and contract headings by clicking the book icons to the left of the text.

Excel Help search box – Use the search box to type a topic, command name, or question.

MODULE 2

Viewing, Navigating, and Managing Worksheets and Workbooks Viewing a Worksheet

Splitting a Window

Hiding Rows, Columns, and Worksheets

Viewing Multiple Worksheets and Saving a Workspace or Custom View

Navigating and Selecting in Worksheets and Workbooks

Using Find, Go To, and Go To Special to Navigate to Specific Information in a Worksheet and Workbook

Working with Multiple Workbooks

Organizing Worksheets in a Workbook

Managing Workbook Files


Topic 1: Viewing a Worksheet

Hiding and Displaying Gridlines and Headings

Hide or display gridlines or headings using the following methods:

Clear or check the respective boxes in the Show group on the View tab.

Clear or check the respective View boxes in the Sheet Options group on the Page Layout tab. In addition, use the Page Layout tab to hide gridlines and/or headings when printing.

Changing the Worksheet Magnification

There are several ways to change the display magnification:

Use the Zoom controls on the Status bar

Make specific zoom selections in the Zoom dialog box. To open the dialog box, click the Zoom level on the Status bar.

On the View tab in the Zoom group, use the Zoom button to open the Zoom dialog box, the 100% button to return to the default magnification, and the Zoom to Selection button to increase magnification to the maximum and to enlarge the selected cell.

Changing Views

There are three view buttons located on the Status bar:

Normal view is the default view.

In Page Layout view, you can make changes to the margins and add headers and footers.

When you select the Page Break Preview view, Excel automatically inserts page breaks. These can be repositioned as required.

Module 2: Viewing, Navigating, Managing Worksheets and Workbooks 2-3

Topic 2: Splitting a Window

Splitting a Window

Use the following methods to split a window:

Click the Vertical or Horizontal Split bar and when the pointer turns into a double-headed arrow, drag it to where you wish to make the split. Drag the split to the edge of the worksheet to remove it.

Use the Split command on the View tab. Select the Split command again to remove the split,

Creating Freeze Panes

To create freeze panes, click Freeze Panes on the View tab. You can select to freeze rows and/or columns based on the location of the active cell, column, or row. Alternately, you can freeze just the first row or column.

Select the Unfreeze Panes command from the drop-down list to unfreeze the worksheet.

Topic 3: Hiding Rows, Columns, and Worksheets

Hiding and Unhiding Rows and Columns

Use the following methods to hide and unhide selected rows and columns:

Use the Hide and Unhide commands on the shortcut menu.

Select the Hide Rows, Unhide Rows, Hide Columns, and Unhide Columns commands from the Format submenu on the Home tab.

To hide or unhide the first row or column, enter A1 in the Name box and then use the commands on the Format menu.

Hiding and Unhiding Worksheets

Use the following methods to hide and unhide worksheets:

Right-click the Sheet tab and then select the Hide or Unhide commands from the shortcut menu.

Select Hide Sheet or Unhide Sheet from the Format submenu.


Topic 4: Viewing Multiple Worksheets and Saving a Workspace or Custom View

Viewing and Arranging Multiple Workbooks and Worksheets

Use the New Window command to open a new window that contains a copy of the current workbook.

Use the Arrange All command to open the Arrange Windows dialog box where you can select from four different ways of displaying your workbooks.

Saving a Workspace

Use the Save Workspace command to save the layout of all the workbooks that are currently open.

Saving a Custom View

Use the Custom Views command to open the Custom View dialog box where you can add or show a custom view.

Topic 5: Navigating and Selecting in Worksheets and Workbooks

Navigating and Selecting Using the Keyboard

Glossary of Keyboard Shortcuts:

Keyboard Shortcuts Description

z y w x Moves active cell in direction of arrow.

c+h Selects cell A1.

h Moves active cell to column A in the current row.

c+g Moves the active cell to the end of the worksheet (the intersection of the last row and the last column containing data).

e Moves the active cell down one cell.


Keyboard Shortcuts Description

t Moves the active cell to the right.

p Moves up one window.

q Moves down one window.

a+q Moves right one window.

a+p Moves left one window.

c + p The previous sheet tab becomes active.

c + q The next sheet tab becomes active.

c + A Selects all the cells in the worksheet.

Selecting Cells and Cell Ranges

Select a range of adjacent cells, by clicking the first cell and dragging to the last cell in the range.

Select a range of non-adjacent cells, by pressing the c key while selecting each cell in the range.

Use the Select All button located in the top left corner of the worksheet to select all the cells in the sheet.

Selecting Columns and Rows

Click a column or row heading to select the entire column or row.


Topic 6: Using Find, Go To, and Go To Special to Navigate to Specific Information in a Worksheet and Workbook

Using Find

To open the Find and Replace dialog box, click Find & Select on the Home tab to display the drop-down menu, and click Find.

Using Go To

Use the following methods open the Go To dialog box.:

Open the Go To dialog box by selecting Find & Select on the Home tab to display the drop-down menu, and click Go To.

Press % to open the dialog box.

Using Go To Special

To open the Go To Special dialog box, select Find & Select on the Home tab to display the drop-down menu, and click Go To Special. The Go To Special dialog box is used to select specific types of cells.

Topic 7: Working with Multiple Workbooks

Switching Between Open Workbooks

Use the Switch Window command to switch the active workbook, by selecting one from a list of open workbooks.

Comparing Workbooks Side by Side

Select View Side by Side to arrange two workbooks horizontally. If more than two workbooks are open, you can select which ones to compare in the Compare Side by Side dialog box.

When Synchronous Scrolling is turned on, the workbooks viewed side-by-side scroll synchronously. By default, the feature is turned on; click it to turn it off and on.

The Reset Window Position command is used to reset open workbooks viewed side-by-side to their original position after they have been moved or resized.


Topic 8: Organizing Worksheets in a Workbook

Inserting Worksheets

Use the following methods to insert a new worksheet into a workbook:

Use the Insert Worksheet button.

Select Insert from the shortcut menu.

Deleting Worksheets

Delete selected worksheets by clicking Delete from the shortcut menu.

Renaming Worksheets

Use the following methods to rename a worksheet:

Double-click the sheet tab and type the new name.

Select Rename from the shortcut menu.

Moving and Copying Worksheets

Use the following methods to move or copy a worksheet to a new location:

Use the Move or Copy dialog box to select the workbook and the position of the worksheet that you will be moving or copying. The Move or Copy dialog box can be opened from the shortcut menu.

To move a worksheet within a workbook, click and drag the tab to its new position. When you press and hold c, a copy is created and placed in the position to which you drag the tab.

Grouping Worksheets

Worksheets can be grouped by selecting more than one sheet tab while pressing and holding c.

Data can be entered or edited on all worksheets within the group at the same time. You can also format and print grouped worksheets together.


Topic 9: Managing Workbook Files

Saving Files in Folders

Use the Save As dialog box to navigate to the folder in which you want to save the file. The Save As dialog box opens automatically whenever you save a new workbook for the first time, or when you select it in Backstage view.

Saving a Backup Copy of a Workbook

Back up files in one of the following ways:

Create a backup copy of all of your workbooks each time you save them to the same location.

In the Save As dialog box, click Tools, and then select General Options from the menu that opens. In the General Options dialog box, check the Always create backup box. A backup file has the file extension xlk.

Back up files to a different hard drive on your computer.

Keep a backup copy on your network server.

The safest method for backing up files is to save them on an external hard drive or DVD or CD.

MODULE 3

Creating Basic Formulas and Editing Worksheets Using AutoCalculate

Creating a Basic Formula

Using Cell References in a Formula

Techniques for Entering Cell References

Troubleshooting a Formula

Editing Cell Content

Moving and Copying Cell Content

Inserting, Deleting, Merging, and Splitting Cells

Inserting and Modifying Rows and Columns

3-2 Microsoft Excel 2010– Level 1 Topic 1: Using AutoCalculate

Glossary of AutoCalculate Functions:

Calculation Description

Average Calculates the average value of the cells in a selected range. Empty (or blank) cells, and cells containing text or error codes, will not be included in the calculation.

Count Counts the number of cells included in the selected range of cells. Only empty cells in the selected range will be excluded from the total count.

Numerical Count Counts the number of cells in the selected range that contain only numbers. Cells that are empty, contain only text, or contain text and numbers will not be included in the total count.

Maximum Finds the maximum value in a selected range. Empty cells and cells containing text or error codes will not be included.

Minimum Finds the minimum value in the selected range. Empty cells and cells containing text or error codes will not be included.

Sum Adds all the cells in the selected range together. Empty cells will be assigned the value zero.

Topic 2: Creating a Basic Formula

Glossary of Operators:

Symbol Description of Operator and Example

^ Exponentiation: =4^2, raises 4 to the second power, while 4^(1/2) is the square root of 4.

/ Division: =4/2, divides 4 by 2

Module 3: Creating Basic Formulas and Editing Worksheets 3-3

Symbol Description of Operator and Example

* Multiplication: =2*3, multiplies 2 times 3

+ Addition: =2+4, adds 2 and 4 together

- Minus: =4-2, subtracts 2 from 4 or for negative numbers: =-2 makes 2 a negative number

& Concatenation: =“locate-”&“2A”, joins the two text strings to produce locate-2A

= Equal to: =A1=A2, returns a true or false

< Less than: =A1<A2, returns a true or false

> Greater than: =A1>A2, returns a true or false

>= Greater than or equal to: =A1>=A2, returns a true or false

<= Less than or equal to: =A1<=A2, returns a true or false

<> Not equal to: =A1<>A2, returns a true or false

( ) Parentheses: =2*((A1+A2)*(B1-B2)), parentheses are used to override the order of operations

Order of Operations

The following indicates in which order Microsoft Excel perform calculations:

Negation

Percent

Exponentiation

Multiplication and Division

Addition and Subtraction

3-4 Microsoft Excel 2010– Level 1 Parentheses will override the order of operations, by first calculating the contents within parentheses.

Topic 3: Using Cell References in a Formula

Relative References

The reference of a cell changes when you move or copy a formula. The cell references are offset based on the active cell.

Absolute References

An absolute cell reference does not change with a formula when the formula is moved or copied. 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.

Tip: To quickly change a relative reference to an absolute reference, type the cell reference and press $.

Mixed References

A mixed reference is a reference in which the column is an absolute reference and the row is a relative reference, or vice versa. To create a mixed cell reference, type the cell reference using the appropriate dollar signs, or type the cell reference and then press $ until the reference changes to the appropriate mixed reference.

Referencing Cells from other Worksheets in a Formula

To include a cell reference in the same workbook, but on another worksheet, in your formula, use the format Sheetname!CellReference.

To include a cell reference in a different workbook in your formula, use the format [Workbookname]Sheetname!Cellreference.


Topic 4: Techniques for Entering Cell References

Enter cell references by one of the following methods:

Type the cell references in the formula.

Use the pointing method to select cells.

Use arrow keys to select cells.

Enter the formula in the Formula bar.

Topic 5: Troubleshooting a Formula

Glossary of Errors:

Error Description

Mismatched parentheses Every opening parenthesis needs a corresponding closing parenthesis.

#DIV/0! The formula tries to divide a value by zero.

##### The value is too long to be displayed in the cell.

#VALUE! The formula references a text entry instead of a numerical entry.

#NAME? Data is entered that the formula does not recognize.

#N/A The value is not available to the formula.

#REF! The cell reference in the formula is not valid.

#NUM! There is a problem with one of the values in the formula.

#NULL! The formula uses an intersection of two ranges that does not exist.

3-6 Microsoft Excel 2010– Level 1 Topic 6: Editing Cell Content

Editing Content While Typing

Edit data while typing data into a cell by one of the following methods:

Press b to remove the unwanted character.

Press d to remove highlighted characters.

Press v to clear the cell.

Click Cancel on the Formula bar to clear the cell.

Click Undo on the Quick Access toolbar to clear the cell.

Editing Content After Entering It

Edit data after it is entered into the cell by one of the following methods:

To replace the entire contents of the cell, select the cell and press d.

To replace the entire contents of the cell, select the cell and type the correct data.

To replace only some of the data in a cell, select the cell and then use the Formula bar to make your corrections.

Double-click a cell to place the insertion point in the cell; then make your corrections. By default, the option, Allow editing directly in cells, is checked in the Excel Options dialog box.

Using Undo, Redo, and Repeat

Glossary of Commands:

Command Description

Undo Reverses a command or action.

Redo Redoes an action that has been undone.

Repeat Repeats the last action. This command can be added to the Quick Access toolbar or you can press $.


Clearing Cell Components

The Clear command is found in the Editing group on the Home tab. The Clear menu allows you to select a number of different commands for clearing various components of a cell.

Glossary of Clear Commands:

Clear Command Description

Clear All Erases the cell contents, formatting, and any comments attached to the cell.

Clear Formats Erases only formatting. The cell contents will remain in the cell and will appear with the default formatting.

Clear Contents Erases only the cell contents.

Clear Comments Erases only the cell comments. The cell contents and the formatting are not erased.

Clear Hyperlinks Removes the hyperlinks. Text in the cell is not erased.

Topic 7: Moving and Copying Cell Content

Moving Cell Content

Cell content can be moved using the following methods:

Use the Cut and Paste commands on the Home tab.

Use the Cut and Paste commands on the shortcut menu.

Use the drag and drop method.

Use the keyboard shortcut c + X to Cut, and c + V to Paste.

3-8 Microsoft Excel 2010– Level 1 Copying Cell Content

Cell content can be copied using the following methods:

Use the Copy and Paste commands on the Home tab.

Use the Copy and Paste commands on the shortcut menu.

Use the drag and drop method while pressing and holding c.

Use the keyboard shortcut c + C to Copy, and c + V to Paste.

Collecting and Pasting Multiple Items

Multiple items can be collected and pasted using the Clipboard task pane. To open the Clipboard task pane, click the dialog launcher in the Clipboard group on the Home tab.

Note: The Cut, Copy, and Paste commands include all cell components.

Using the Paste Special Command

Glossary of Paste Special Options:

Options Description

All Pastes the cell’s contents, formats, formula, comments, hyperlinks, and data validation. Data validation will be discussed in a later level.

Formulas Pastes values and formulas.

Values Pastes values and the result of a formula.

Formats Pastes only formatting.

Comments Pastes only comments.

Commands in Operation section

Performs the operation selected on the value of the destination cell.

Transpose Changes the orientation of the selected range of cells. Rows become columns and columns become rows.


Options Description

Paste Link Links the cells, so that the destination cell automatically reflects changes made to the source cell.

Topic 8: Inserting, Deleting, Merging, and Splitting Cells

Inserting Cells

By default, when you select Insert on the Home tab, the surrounding cells are shifted down. Open the Insert dialog box to shift the surrounding cells to the right or down.

Deleting Cells

By default, when you select Delete on the Home tab, the surrounding cells are shifted up. Open the Delete dialog box to shift the surrounding cells to the left or up.

Merging and Splitting Cells

Glossary of Merge commands:

Command Description

Merge & Center Merges the selected range of cells into one cell and centers the text.

Merge Across Merges the selected range of cells. If multiple rows are selected, multiple merged cells will be created, one merged cell for each row. The text is not centered.

Merge Cells Merges the selected range of cells into one cell and does not center the text.

Unmerge Unmerges previously merged cells.

3-10 Microsoft Excel 2010– Level 1 Topic 9: Inserting and Modifying Rows and Columns

Inserting Rows and Columns

Select the row or column heading(s) and then click Insert on the Home tab to insert the row above the selected row or to the left of the selected column.

Select Insert from the shortcut menu to open the Insert dialog box, and then select Entire row or Entire column.

Open the Insert drop-down menu, and select Insert Sheet Rows or Insert Sheet Columns.

Deleting Rows and Columns

Select the row or column heading(s) and then click Delete on the Home tab.

Select Delete from the shortcut menu to open the Delete dialog box, and then select Entire row or Entire column.

Open the Delete drop-down menu, and select Delete Sheet Rows or Delete Sheet Columns.

Changing Row Height

Click and drag the double-headed arrow pointer up or down to increase or decrease the height of the row.

Double-click the row border to change the height of a row based on the largest entry or selecting AutoFit Row Height on the Format drop-down menu.

Use the Row Height dialog box.

Changing Column Width

Click and drag the double-headed arrow pointer right or left to increase or decrease the width of the row.

Double-click the column border to change the width of a column based on the largest entry or by selecting AutoFit Column Width on the Format drop-down menu.

Use the Column Width dialog box.

MODULE 4

Using Functions in Formulas Understanding Functions

Inserting Functions

Nesting Functions

Using Math & Trig Functions

Using Statistical Functions

Using Date and Time Functions

4-2 Microsoft Excel 2010 – Level 1 Topic 1: Understanding Functions

What is a Function?

Functions are predefined formulas. Functions can be used in formulas.

Structure of a Function

To create a formula that contains a function include the following:

equal sign

name of the function

function’s arguments

brackets

Glossary of Arguments:

Argument Description

Cell or Range of cells

Arguments that reference single cells or a range of cells.

Array A collection of items that can be operated on individually or collectively. They can consist of numbers, text, or logical values.

Text Non-numerical entries. When text is used as an argument, it is enclosed in quotation marks. Often, if a function requires this type of argument, the word “text” will appear in the argument name.

Numerical Values Numbers

Logical The Logical argument uses conditions that return a True or False result.

Named References Names can be given to cell references and ranges.

Mixed Arguments Different types of arguments in one function.

Module 4: Using Functions in Formulas 4-3

Categories of Functions

Glossary of 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.

Lookup & Reference

You can use these functions when you need to find values in tables or lists, or 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 2010. These functions are still available in this category to allow you to work with spreadsheet created with earlier versions of Microsoft Excel.

4-4 Microsoft Excel 2010 – Level 1 Topic 2: Inserting Functions

Insert functions using one of the following methods:

Type the formula containing the function directly into the cell in which you want the result to appear.

Use the Insert Function command on the Formula bar or on the Formulas tab, or use the keyboard shortcut s + #, to open the Insert Function dialog box.

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

Type an equals sign to display the Function box to the left of the Formula bar, and select a recently used function from the drop-down list, or select a recently used function using the Recently Used button in the Function Library group on the Formulas tab.

Use Formula AutoComplete.

Topic 3: Nesting Functions

A nested function is a function that is used as an argument for another function within a formula.

Topic 4: Using Math & Trig Functions

The Math & Trig category of functions consists of functions used to perform common mathematical calculations. This category includes the SUM, SUMIF, and SUMIFS functions.

The SUM Function

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

Using AutoSum

AutoSum can be used instead of the SUM function to add numbers that are in one continuous row or column.


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.

The SUMIF and SUMIFS Functions

SUMIF

The SUMIF function is used to sum cells that meet a specific condition.

The arguments of the SUMIF function are defined as follows:

Range – the range of adjacent cells you want to evaluate.

Criteria – the condition that defines which cells will be added.

Sum_range – the cells you want to sum. These cells are only added if their corresponding cells match the criteria. If this argument is omitted, then the cells in the range are summed.

SUMIFS

The SUMIFS function is used to sum cells that meet multiple criteria.

The arguments of the SUMIFS function are defined as follows:

Sum_range – the cells that you want to sum.

Criteria_range1… – the cells you want to evaluate for a particular condition.

Criteria1… – the condition defining which cells in the Sum_range will be added.

4-6 Microsoft Excel 2010 – Level 1 Topic 5: Using Statistical Functions

The Statistical category of functions consists of functions that provide information about a group of data. Among the functions included in this category are the following:

AVERAGE

AVERAGEIF

AVERAGEIFS

COUNT

COUNTA

COUNTIF

COUNTIFS

MAX

MIN

MEDIAN

MODE.SNGL

The AVERAGE Function

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

The AVERAGEIF and AVERAGEIFS Functions

The AVERAGEIF function is used to give you the average of the cells in a range if a certain condition is met.

The arguments of the AVERAGEIF function are defined as follows:

Range – the cells that you want to evaluate.

Criteria – the condition that defines which cells will be used.

Average_range – the cells that you want to average. The cells are only included in the average calculation if their corresponding cells match the condition. If this argument is omitted, then the cells in the range are summed.


The AVERAGEIFS function is used if you want to average a range of cells using multiple criteria.

The arguments of the AVERAGEIFS function are defined as follows:

Average_range – the cells for which you want to calculate the average.

Criteria_range1… – the cells you want to evaluate for a particular condition.

Criteria1… – the condition that defines which cells to include in the average_range.

The COUNT Function

The COUNT function tells you how many numeric values are in the list of arguments. The arguments can be numbers or names, ranges, or cell references that contain numbers.

The COUNTA Function

The COUNTA function tells you how many nonblank cells are in the list of arguments. The arguments can be numbers, or names, ranges, or cell references that contain numbers.

The COUNTIF and COUNTIFS Functions

The COUNTIF function counts the number of cells that meet a certain condition within a specified range.

The arguments of the COUNTIF function are defined as follows:

Range – the cells that you want to count.

Criteria – the condition that defines which cells to include in the count.

The COUNTIFS function counts the number of cells using multiple criteria within multiple ranges.

The arguments of the COUNTIFS function are defined as follows:

Criteria_range1… – the cells that you want to count.

Criteria1… – the condition that defines which cells to include in the count.

4-8 Microsoft Excel 2010 – Level 1 The MAX Function

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.

The MIN Function

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.

The MEDIAN Function

The MEDIAN function is used to determine the middle number in a range of values. The arguments can be either numbers or names, ranges, or cell references that contain numbers.

The MODE.SNGL Function

The MODE.SNGL function gives you the number that occurs most often in a range of values. If there are no duplicate numbers, the result will be a #N/A error.

The arguments can be either numbers or names, ranges, or cell references that contain numbers.

Topic 6: Using Date and Time Functions

Date and Time functions are used to insert dates and times, such as the current date, into spreadsheets. Microsoft Excel converts dates and times to serial numbers and uses these numbers in performing calculations.

The DATE Function

The DATE function creates a date based on the arguments entered. The arguments are year, month, and day.

The NOW Function

The NOW function returns the current date and time. There are no arguments, but the brackets must be included.


The TIME Function

The TIME function is similar to the DATE function. The TIME function creates a time based on the arguments entered. The arguments are hour, minute, and second.

The DATEVALUE Function

The DATEVALUE function changes a date that is in text form into a date serial number. The argument is the date in text form.

MODULE 5

Formatting Worksheets Formatting Cells with Styles and Color

Applying Borders

Changing Cell Alignment

Formatting Text

Converting Text to Columns

Formatting Values

Applying Themes

Changing Sheet Tab Colors

Changing Sheet Background

5-2 Microsoft Excel 2010 – Level 1 Topic 1: Formatting Cells with Styles and Color

Using the Format Painter

The Format Painter is used to copy all the formatting attributes of one cell to another.

Applying Cell Styles

Cell Styles are a combination of up to six different formatting attributes including, number format, font, alignment, borders, patterns, and protection. You can access these styles by selecting Cell Styles on the Home tab.

Changing the Font Color

The Font Color command is found on the Home tab, and is used to change the color of data displayed in cells.

Changing the Fill Color

The Fill Color command is found on the Home tab, and is used to change the background color of the cell.

Applying Patterns

A pattern can be applied to selected cells by choosing it from the Pattern Style drop-down menu on the Fill tab of the Format Cells dialog box. A color can be selected for the pattern from the Pattern Color drop-down menu.

Module 5: Formatting Worksheets 5-3

Topic 2: Applying Borders

Glossary of Border commands:

Command Description

Draw Border Outlines the selected range with a border.

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

Line Color Changes the color of the border.

Line Style Changes the style of the border.

Erase Border Removes a border.

More Borders Opens the Format Cells dialog with the Border tab active.

5-4 Microsoft Excel 2010 – Level 1 Topic 3: Changing Cell Alignment

Glossary of Alignment options:

Option Description

Horizontal These options control the right and left alignment of the data in the cell. The default is General, which aligns text data to the left and numeric data to the right.

Vertical These options control the top to bottom alignment of the data in the cell. The default is Bottom.

Indent These commands control how much the data in a cell is indented.

Text control Selections include Wrap text, Shrink to fit, and Merge cells.

Orientation These commands are used to control the angle at which text is displayed. You can click and drag to orient text at your preferred angle, or input the precise angle in degrees.

Topic 4: Formatting Text

Text can be formatted by changing the font type, font style, and font size:

Font is the type of the letter, number, or other character that appears in a worksheet or printout.

Font styles are Bold, Italic, and Underline. You can use them alone or in any combination.

The size of a font is determined in points; there are 72 points in one inch.

Topic 5: Converting Text to Columns

The Text to Columns command, found on the Data tab, allows you to select a column or one or more cells that contain text, and then to distribute the information into adjacent columns.

Module 5: Formatting Worksheets 5-5

Topic 6: Formatting Values

Glossary of Number Formats:

Number Format Description

General This is the default format. Numbers are displayed as integers, decimals, or scientific notation. You have no control over how numbers are displayed with this format.

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

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

Accounting Similar to the Currency format with the exception that the currency symbols are aligned 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.

Percentage The percentage sign is always displayed. You must choose the number of decimal places to display.

Fraction You can pick one of nine fraction formats.

Scientific The numbers are displayed in exponential notation. You must select the number of decimal places to be displayed.

Text Formats a number as text.

Special Allows you to select formats depending on your location. In the U.S., four formats are available: Zip Code, Zip Code + 4, Phone Number, and Social Security Number.


Number Format Description

Custom Allows you to create your own format.

Topic 7: Applying Themes

Click Themes on the Page Layout tab to display a menu of available themes.

Three components of a theme can be modified:

Color

Font

Effects

Topic 8: Changing Sheet Tab Colors

Select Tab Color from the shortcut menu that opens when you right-click a worksheet tab. Select a color from the menu that is displayed.

Topic 9: Changing Sheet Background

On the Page Layout tab, select Background to open the Sheet Background dialog box, allowing you to navigate to the file you wish to use as a background.

MODULE 6

Preparing and Printing Worksheets Using Find and Replace

Using the Spell Checker

Setting the Print Area

Adjusting Page Setup Options

Using Print Preview

Using Page Break Preview

Using the Print Section in Backstage View

Displaying and Printing Formulas


Topic 1: Using Find and Replace

Glossary of Replace features:

Feature Description

Replace with This box is used to type in the data you want to enter in place of that entered in the Find what box. To delete data instead of replacing it, leave the Replace with box blank.

Replace All The Replace All command replaces all the data in the Find what box with the data in the Replace with box.

Replace The Replace command enables you to replace each occurrence separately.

Using Wildcards as Comparison Criteria

? used to find a single character.

* used to find any number of characters.

~ used to find a question mark or asterisk.

Finding and Replacing Cell Formats

To find a specific cell format:

On the Find tab of the Find and Replace dialog box, leave the Find what box blank and click Format to open the Find Format dialog box and make your format selections.

To replace a specific cell format with another:

After setting the Find what Format options, on the Replace tab, repeat the process for Replace with.

Select Clear Find Format from the Format drop-down menu to clear the selection.

Module 6: Preparing and Printing Worksheets 6-3

Searching by Example

To search using an existing format as the example, click the Choose Format From Cell command from the Format drop-down menu, and then click a cell containing the example format.

Topic 2: Using the Spell Checker

Glossary of Spelling dialog box commands:

Command Description

Ignore Once The word is ignored and the spell check continues.

Ignore All The word is ignored, as well as all future occurrences of it.

Add to Dictionary The word is added to the dictionary and will not be highlighted again.

Change The word is changed to the selected word in the Suggestions box.

Change All The word, and all subsequent occurrences of the word, are changed to the selected word in the Suggestions box.

AutoCorrect The word and the selected word in the Suggestions box are added to the AutoCorrect list.

Close Allows you to stop and close the Spell Checker at any time.

Undo Last Allows you to undo your last correction.

Options Opens the Excel Options dialog box with the Proofing section active.

Tip: You can open the Spelling dialog box by pressing &.


Topic 3: Setting the Print Area

Select the range of cells to be printed and then click the Print Area button on the Page Layout tab. From the menu that opens, select Set Print Area. Alternatively, you can set the print area directly on the Sheet tab of the Page Setup dialog box.

Topic 4: Adjusting Page Setup Options

The Page Setup dialog box consists of four tabs: Page, Margins, Header/Footer, and Sheet. Each tab contains a number of options that will affect the appearance of your printed worksheet.

The following three buttons can be found on all of the four tabs:

Print – displays the options on the Print tab in Backstage view.

Print Preview - displays the options on the Print tab in Backstage view (includes a preview of how the worksheet will appear when printed.)

Options - opens a dialog box where you can make selections for your particular printer.

Sheet Tab Options

Glossary of Sheet Tab Options:

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 Select this option if you want gridlines to appear on your printout.


Option Description

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 this option to print your worksheet faster and use less ink.

Row and column headings

Check this box if you would like the row numbers and column letters to appear on your printout.

Comments If your worksheet includes comments, you can choose whether you would like the comments printed, and where they should be printed.

Cell errors as If you have errors in your worksheet, you can decide how you want them to appear on your printout.

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

Page Tab Options

Glossary of Page Tab Options:

Option Description

Orientation The orientation of your printed pages can be Portrait (vertical) or Landscape (horizontal). Orientation can also be specified using the Orientation command on the Page Layout tab.

Scaling Scaling is used to increase or compress the size of a worksheet so that it better fits the selected paper size. The two options for scaling are Adjust to and Fit to

Paper Size Enables you to select the appropriate paper size for your printout. The paper size can also be selected using the Size command on the Page Layout tab.


Margin Tab Options

Detailed margin adjustments to all margins can be made on the Margins tab. This tab also provides the ability to center the worksheet horizontally and vertically on the printed page.

Margins can also be adjusted by clicking the Margins button on the Page Layout tab to open a menu containing four margin options: Normal, Wide, Narrow and Custom Margin.

Header/Footer Tab Options

Create your own headers and footers on the Header/Footer tab of the Page Setup dialog box.

Glossary of buttons available for creating a custom header/footer:

Button Description

Format Text Opens the Font dialog box and enables you to select font

options.

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.

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.

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.


Button Description

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

box opens so a picture can be selected.

Format Picture Opens the Format Picture dialog box so that an inserted

picture can be formatted.

Topic 5: Using Print Preview

You can access the Print Preview window in the following ways:

Click Print in Backstage view.

Click Print Preview in the Page Setup dialog box.

The following table describes each of the icons in the Print Preview area.

Icons Description

Previous Page – click to go to the previous page to be printed

Next Page – click to go to the next page to be printed

Show Margins – click to display and adjust margins

Zoom to Page – click to make your page appear larger or smaller


Topic 6: Using Page Break Preview

Page breaks divide a worksheet into multiple pages if the worksheet is too large to fit on one page.

Page breaks can be viewed and adjusted using Page Break Preview.

There are two ways to open Page Break Preview:

click the Page Break Preview icon on the Status bar.

click the Page Break Preview command on the View tab.

Inserting and Moving Page Breaks

To insert a horizontal page break, select the row heading directly below where you want the break and then click Breaks on the Page Layout tab. Select Insert Page Break from the menu that opens.

To insert a vertical page break, select the column heading to the right of where you want the break.

To insert a vertical and horizontal break at the same time, select the cell below and to the right of the point at which you want to break the page.

You can remove page breaks by selecting the row beneath the break, or the column to the right of the break, and then clicking Remove Page Break on the Breaks menu. In Page Break Preview, you can also remove page breaks by clicking and dragging the page break outside the print area.

Selecting Reset Page Breaks from the Breaks menu will reset all page breaks back to the automatic breaks.


Topic 7: Using the Print Section in Backstage View

The following table describes the various commands available in the Print section in Backstage view.

Commands Description

Print Click 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 an optional comment may be displayed.

Printer Properties Click to access the Properties dialog box for the selected printer.

Print Active Sheets 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 c 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.


Commands Description

Paper size The default paper size is Letter. Click to display a list of various paper sizes.

Margins The type of margin you would like to use can be selected from the menu.

Scaling Click to open a menu of various scaling options.

Page Setup Click to open the Page Setup dialog box.

Topic 8: Displaying and Printing Formulas

Display formulas in cells using the following methods:

On the Formulas tab, select Show Formulas. After the worksheet is printed, click Show Formulas again to display the results rather than the formulas.

In the Advanced section of the Excel Options dialog box, check Show formulas in cells instead of their calculated results in the Display options for this worksheet section,

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