ManualExecl Full

Microsoft Official Academic Course
Microsoft excel 2013

ii
Editor Bryan gambrel

Publisher Don fowley
Director of Sales Mitchell beaton
Technical Editor Joyce nielsen
Executive Marketing Manager Chris ruel
Assistant Marketing Manager Debbie martin
Microsoft Strategic
Relationships Manager Gene longo of microsoft learning
Editorial Program Assistant Allison winkle
Content Manager Kevin holm
Production Editor Jill spikereit
Creative Director Harry nolan
Cover Designer Tom nery
Product Designer Jennifer Welter
Content Editor Wendy Ashenberg
This book was set in Garamond by BoxTwelve. and printed and bound by Courier/Kendallville.
The covers were printed by Courier/Kendallville.
Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved.
No part of this publication may be reproduced, stored in a retrieval system or transmitted in any
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Microsoft, ActiveX, Excel, InfoPath, Microsoft Press, MSDN, OneNote, Outlook, PivotChart,
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The example companies, organizations, products, domain names, e-mail addresses, logos,
people, places, and events depicted herein are fictitious. No association with any real company,
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should be inferred.
The book expresses the author’s views and opinions. The information contained in this book is
provided without any express, statutory, or implied warranties. Neither the authors, John Wiley
& Sons, Inc., Microsoft Corporation, nor their resellers or distributors will be held liable for any
damages caused or alleged to be caused either directly or indirectly by this book.
ISBN 978-0-470-13308-8
Printed in the United States of America
10 9 8 7 6 5 4 3 2 1
www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
iii
Foreword from the Publisher
Wiley’s publishing vision for the Microsoft Official Academic Course series is to provide students
and instructors with the skills and knowledge they need to use Microsoft technology effectively in
all aspects of their personal and professional lives. Quality instruction is required to help both ed-
ucators and students get the most from Microsoft’s software tools and to become more productive.
Thus our mission is to make our instructional programs trusted educational companions for life.
To accomplish this mission, Wiley and Microsoft have partnered to develop the highest quality
educational programs for Information Workers, IT Professionals, and Developers. Materials cre-
ated by this partnership carry the brand name “Microsoft Official Academic Course,” assuring
instructors and students alike that the content of these textbooks is fully endorsed by Microsoft,
and that they provide the highest quality information and instruction on Microsoft products. The
Microsoft Official Academic Course textbooks are “Official” in still one more way—they are the
officially sanctioned courseware for Microsoft IT Academy members.
The Microsoft Official Academic Course series focuses on workforce development. These pro-
grams are aimed at those students seeking to enter the workforce, change jobs, or embark on new
careers as information workers, IT professionals, and developers. Microsoft Official Academic
Course programs address their needs by emphasizing authentic workplace scenarios with an abun-
dance of projects, exercises, cases, and assessments.
The Microsoft Official Academic Courses are mapped to Microsoft’s extensive research and job-
task analysis, the same research and analysis used to create the Microsoft Office Specialist (MOS)
exams. The textbooks focus on real skills for real jobs. As students work through the projects and
exercises in the textbooks they enhance their level of knowledge and their ability to apply the latest
Microsoft technology to everyday tasks. These students also gain resume-building credentials that
can assist them in finding a job, keeping their current job, or in furthering their education.
The concept of life-long learning is today an utmost necessity. Job roles, and even whole job
categories, are changing so quickly that none of us can stay competitive and productive without
continuously updating our skills and capabilities. The Microsoft Official Academic Course of-
ferings, and their focus on Microsoft certification exam preparation, provide a means for people
to acquire and effectively update their skills and knowledge. Wiley supports students in this en-
deavor through the development and distribution of these courses as Microsoft’s official academic
publisher.
Joe Heider
Senior Vice President, Wiley Global Education
iv
Illustrated Book Tour
Lesson Skill Matrix
Key Terms
Business
Scenario
Software
Orientation
Easy-to-Read
Tables
Bottom Line
v
Screen Images with Callouts
Workplace Ready
Take Note
Reader Aids
Step by Step
Exercises
Another Way
Reader Aids
Troubleshooting
Reader Aids
vi
Data Files Icon
Microsoft Office
Specialist Certification
Objective Alert
Cross Reference
Reader Aid
Skill Summary
Knowledge
Assessment
Questions
vii
Competency Assessment
Proficiency Assessment Project
Mastery
Assessment
Projects
Circling
Back
Exercises
viii
ix
Preface
Welcome to the Microsoft Official Academic Course (MOAC) program for Microsoft Office
2013. MOAC represents the collaboration between Microsoft Learning and John Wiley & Sons,
Inc. publishing company. Microsoft and Wiley teamed up to produce a series of textbooks that
deliver compelling and innovative teaching solutions to instructors and superior learning experi-
ences for students. Infused and informed by in-depth knowledge from the creators of Microsoft
Office and Windows, and crafted by a publisher known worldwide for the pedagogical quality of
its products, these textbooks maximize skills transfer in minimum time. Students are challenged
to reach their potential by using their new technical skills as highly productive members of the
workforce.
Because this knowledgebase comes directly from Microsoft, architect of the Office 2013 system
and creator of the Microsoft Office Specialist (MOS) exams (www.microsoft.com/learning/mcp/
mcts), you are sure to receive the topical coverage that is most relevant to students’ personal and
professional success. Microsoft’s direct participation not only assures you that MOAC textbook
content is accurate and current; it also means that students will receive the best instruction possi-
ble to enable their success on certification exams and in the workplace.
The Microsoft Official Academic Course Program

The Microsoft Official Academic Course series is a complete program for instructors and institu-
tions to prepare and deliver great courses on Microsoft software technologies. With MOAC, we
recognize that, because of the rapid pace of change in the technology and curriculum developed
by Microsoft, there is an ongoing set of needs beyond classroom instruction tools for an instructor
to be ready to teach the course. The MOAC program endeavors to provide solutions for all these
needs in a systematic manner in order to ensure a successful and rewarding course experience for
both instructor and student—technical and curriculum training for instructor readiness with new
software releases; the software itself for student use at home for building hands-on skills, assess-
ment, and validation of skill development; and a great set of tools for delivering instruction in the
classroom and lab. All are important to the smooth delivery of an interesting course on Microsoft
software, and all are provided with the MOAC program. We think about the model below as a
gauge for ensuring that we completely support you in your goal of teaching a great course. As
you evaluate your instructional materials options, you may wish to use the model for comparison
purposes with available products.
x
Pedagogical Features
The MOAC courseware for Microsoft Office 2013 system are designed to cover all the learning ob-
jectives for that MOS exam, which is referred to as its “objective domain.” The Microsoft Office
Specialist (MOS) exam objectives are highlighted throughout the textbooks. Many pedagogical
features have been developed specifically for Microsoft Official Academic Course programs. Unique
features of our task-based approach include a Lesson Skills Matrix that correlates skills taught
in each lesson to the MOS objectives; Certification, and three levels of increasingly rigorous les-
son-ending activities: Competency, Proficiency, and Mastery Assessment.
Presenting the extensive procedural information and technical concepts woven throughout the
textbook raises challenges for the student and instructor alike. The Illustrated Book Tour that
follows provides a guide to the rich features contributing to Microsoft Official Academic Course
program’s pedagogical plan. Following is a list of key features in each lesson designed to prepare
students for success on the certification exams and in the workplace:
• Each lesson begins with a Lesson Skill Matrix. More than a standard list of learning objectives,
the skill matrix correlates each software skill covered in the lesson to the specific MOS exam
objective domain.
• Each lesson features a real-world Business Case scenario that places the software skills and
knowledge to be acquired in a real-world setting.
• Every lesson opens with a Software Orientation. This feature provides an overview of the soft-
ware features students will be working with in the lesson. The orientation will detail the general
properties of the software or specific features, such as a ribbon or dialog box; and it includes a
large, labeled screen image.
• Concise and frequent Step-by-Step instructions teach students new features and provide an
opportunity for hands-on practice. Numbered steps give detailed, step-by-step instructions to
help students learn software skills. The steps also show results and screen images to match what
students should see on their computer screens.
• Illustrations: Screen images provide visual feedback as students work through the exercises. The
images reinforce key concepts, provide visual clues about the steps, and allow students to check
their progress.
• Key Terms: Important technical vocabulary is listed at the beginning of the lesson. When these
terms are used later in the lesson, they appear in bold italic type with yellow highlighter and are
defined. The Glossary contains all of the key terms and their definitions.
• Engaging point-of-use Reader aids, located throughout the lessons, tell students why this topic
is relevant (The Bottom Line), provide students with helpful hints (Take Note), or show alternate
ways to accomplish tasks (Another Way), or point out things to watch out for or avoid (Trou-
bleshooting). Reader aids also provide additional relevant or background information that adds
value to the lesson.
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• Certification Ready? features throughout the text signal students where a specific certification
objective is covered. They provide students with a chance to check their understanding of that
particular MOS exam objective and, if necessary, review the section of the lesson where it is
covered. MOAC provides complete preparation for MOS certification.
• Workplace Ready. These new features preview how the Microsoft Office 2013 system applica-
tions are used in real-world situations.
• Each lesson ends with a Skill Summary recapping the topics and MOS exam skills covered in
the lesson.
• Knowledge Assessment: Provides a total of 20 questions from a mix of True/False, Fill-in-the-

Blank, Matching or Multiple Choice testing students on concepts learned in the lesson.
• Competency, Proficiency, and Mastery Assessment: provide three progressively more chal-
lenging lesson-ending activities.
• Circling Back: These integrated projects provide students with an opportunity to renew and
practice skills learned in previous lessons.
• Online files: The student companion website contains the data files needed for each lesson.
These files are indicated by the file download icon in the margin of the textbook.
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Conventions and Features Used in This Book
This book uses particular fonts, symbols, and heading conventions to highlight important infor-
mation or to call your attention to special steps. For more information about the features in each
lesson, refer to the Illustrated Book Tour section.
Convention Meaning
This feature provides a brief summary of the material to be covered in the section that
Bottom Line follows.
CLOSE Words in all capital letters indicate instructions for opening, saving, or closing files or pro-
grams. They also point out items you should check or actions you should take.
This feature signals the point in the text where a specific certification objective is covered.
It provides you with a chance to check your understanding of that particular MOS objective
and, if necessary, review the section of the lesson where it is covered.
Take Note Reader aids appear in shaded boxes found in your text. Take Note provides helpful hints
related to particular tasks or topics.
Another Way provides an alternative procedure for accomplishing a particular task.

Another Way
Cross These notes provide pointers to information discussed elsewhere in the textbook or describe
Ref interesting features that are not directly addressed in the current topic or exercise.
ALT + Tab A plus sign (+) between two key names means that you must press both keys at the same
time. Keys that you are instructed to press in an exercise will appear in the font shown here.
A shared printer can Key terms appear in bold italic.

be used by many
individuals on a network.
Key My Name is Any text you are asked to key appears in color.
Click OK Any button on the screen you are supposed to click on or select will also appear in color.
The names of data files will appear in bold, italic and red for easy identification.
These data files are available for download from the Student Companion Site
(www.Wiley.com/college/Microsoft).
OPEN BudgetWorksheet1 The names of data files will appear in bold, italic and red for easy identification.
xiii
Instructor Support Program
The Microsoft Official Academic Course programs are accompanied by a rich array of resources
that incorporate the extensive textbook visuals to form a pedagogically cohesive package. These
resources provide all the materials instructors need to deploy and deliver their courses. Resources
available online for download include:
• The Instructor’s Guide contains Solutions to all the textbook exercises as well as chapter sum-
maries and lecture notes. The Instructor’s Guide and Syllabi for various term lengths are avail-
able from the Instructor’s Book Companion site (www.wiley.com/college/microsoft).
• The Solution Files for all the projects in the book are available online from our Instructor’s
Book Companion site (www.wiley.com/college/microsoft).
• The Test Bank contains hundreds of questions organized by lesson in multiple-choice, true-
false, short answer, and essay formats and is available to download from the Instructor’s Book
Companion site (www.wiley.com/college/microsoft). A complete answer key is provided.
• This title’s test bank is available for use in Respondus’ easy-to-use software. You can download
the test bank for free using your Respondus, Respondus LE, or StudyMate Author software.
• Respondus is a powerful tool for creating and managing exams that can be printed to paper or
published directly to Blackboard, WebCT, Desire2Learn, eCollege, ANGEL and other eLearn-
ing systems.
• PowerPoint Presentations and Images. A complete set of PowerPoint presentations is available

on the Instructor’s Book Companion site (www.wiley.com/college/microsoft) to enhance class-
room presentations. Tailored to the text’s topical coverage and Skills Matrix, these presentations
are designed to convey key concepts addressed in the text.
All figures from the text are on the Instructor’s Book Companion site (www.wiley.com/ college/
microsoft). You can incorporate them into your PowerPoint presentations, or create your own
overhead transparencies and handouts.
By using these visuals in class discussions, you can help focus students’ attention on key elements
of Windows Server and help them understand how to use it effectively in the workplace.
xiv
• The Student Data Files are available online on both the Instructor’s Book Companion Site and
for students on the Student Book Companion Site.
Wiley Faculty Network: When it comes to improving the classroom experience, there is no better
source of ideas and inspiration than your fellow colleagues. The Wiley Faculty Network connects
teachers with technology, facilitates the exchange of best practices, and helps to enhance instruc-
tional efficiency and effectiveness. Faculty Network activities include technology training and
tutorials, virtual seminars, peer-to-peer exchanges of experiences and ideas, personal consulting,
and sharing of resources. For details visit www.WhereFacultyConnect.com.
Important Web Addresses and Phone Numbers

To locate the Wiley Higher Education Rep in your area, go to the following Web address and click
on the “Contact Us ” link at the top of the page.
www.wiley.com/college
Or Call the MOAC Toll Free Number: 1 + (888) 764-7001 (U.S. & Canada only).
To learn more about becoming a Microsoft Certified Professional and exam availability, visit
www.microsoft.com/learning/mcp.
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Student Support Program
Book Companion Website

(www.wiley.com/college/microsoft)
The students’ book companion site for the MOAC series includes any resources, exercise files, and
web links that will be used in conjunction with this course.
Wiley E-Text: Powered by VitalSource

When you choose a Wiley E-Text you not only save money; you benefit from being able to access
course materials and content anytime, anywhere through a user experience that makes learning
rewarding.
With the Wiley E-Text you will be able to easily:

• Search
• Take notes
• Highlight key materials
• Have all your work in one place for more efficient studying
In addition, the Wiley E-Text is fully portable. Students can access it online and download to their
computer for off line access and access read and study on their device of preference—computer,
tablet, or smartphone.
Why MOS Certification?

Microsoft Office Specialist (MOS) 2013 is a valuable credential that recognizes the desktop com-
puting skills needed to use the full features and functionality of the Microsoft Office 2013 suite.
In the worldwide job market, Microsoft Office Specialist is the primary tool companies use to
validate the proficiency of their employees in the latest productivity tools and technology, helping
them select job candidates based on globally recognized standards for verifying skills. The results
of an independent research study show that businesses with certified employees are more produc-
tive compared to non-certified employees and that certified employees bring immediate value to
their jobs.
In academia, as in the business world, institutions upgrading to Office 2013 may seek ways to
protect and maximize their technology investment. By offering certification, they validate that
decision—because powerful Office 2013 applications such as Word, Excel and PowerPoint can
be effectively used to demonstrate increases in academic preparedness and workforce readiness.
Individuals seek certification to increase their own personal sense of accomplishment and to create
advancement opportunities by establishing a leadership position in their school or department,
thereby differentiating their skill sets in a competitive college admissions and job market.
Preparing to Take the Microsoft Office Specialist

(MOS) Exam
The Microsoft Office Specialist credential has been upgraded to validate skills with the Micro-
soft Office 2013 system. The MOS certifications target information workers and cover the most
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popular business applications such as Word 2013, Excel 2013, PowerPoint 2013, Outlook 2013
and Access 2013.
By becoming certified, you demonstrate to employers that you have achieved a predictable level of
skill in the use of a particular Office application. Employers often require certification either as a
condition of employment or as a condition of advancement within the company or other organiza-
tion. The certification examinations are sponsored by Microsoft but administered through exam
delivery partners like Certiport.
To learn more about becoming a Microsoft Office Specialist and exam availability, visit http://
www.microsoft.com/learning/en/us/mos-certification.aspx.
Preparing to Take an Exam

Unless you are a very experienced user, you will need to use a test preparation course to prepare to
complete the test correctly and within the time allowed. The Microsoft Official Academic Course
series is designed to prepare you with a strong knowledge of all exam topics, and with some ad-
ditional review and practice on your own. You should feel confident in your ability to pass the
appropriate exam.
After you decide which exam to take, review the list of objectives for the exam. This list can be
found in the MOS Objectives Appendix at the back of this book. You can also easily identify tasks
that are included in the objective list by locating the Lesson Skill Matrix at the start of each lesson
and the Certification Ready sidebars in the margin of the lessons in this book.
To take the MOS test, visit http://www.microsoft.com/learning/en/us/mos-certification.aspx to

locate your nearest testing center. Then call the testing center directly to schedule your test. The
amount of advance notice you should provide will vary for different testing centers, and it typical-
ly depends on the number of computers available at the testing center, the number of other testers
who have already been scheduled for the day on which you want to take the test, and the number
of times per week that the testing center offers MOS testing. In general, you should call to sched-
ule your test at least two weeks prior to the date on which you want to take the test.
When you arrive at the testing center, you might be asked for proof of identity. A driver’s license
or passport is an acceptable form of identification. If you do not have either of these items of
documentation, call your testing center and ask what alternative forms of identification will be
accepted. If you are retaking a test, bring your MOS identification number, which will have been
given to you when you previously took the test. If you have not prepaid or if your organization
has not already arranged to make payment for you, you will need to pay the test-taking fee when
you arrive.
Test Format
MOS exams are Exams are primarily performance-based and conducted in a “live,” or simulat-
ed, environment. Exam candidates taking exams for MOS 2007 or 2010 are asked to perform a
series of tasks to clearly demonstrate their skills. For example, a Word exam might ask a user to
balance newspaper column lengths or keep text together in columns. The new MOS 2013 exam
format presents a short project the candidate must complete, using the specifications provided.
This creates a real-world testing experience for candidates. All MOS exams must be completed in
90 minutes or less.
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Student Data Files
All of the practice files that you will use as you perform the exercises in the book are available
for download on our student companion site. By using the practice files, you will not waste time
creating the samples used in the lessons, and you can concentrate on learning how to use Micro-
soft Office 2013. With the files and the step-by-step instructions in the lessons, you will learn by
doing, which is an easy and effective way to acquire and remember new skills.
Copying the Practice Files

Your instructor might already have copied the practice files before you arrive in class. However,
your instructor might ask you to copy the practice files on your own at the start of class. Also, if
you want to work through any of the exercises in this book on your own at home or at your place
of business after class, you may want to copy the practice files.
1. OPEN Internet Explorer.

2. In Internet Explorer, go to the student companion site: www.wiley.com
3. Search for your book title in the upper right hand corner
4. On the Search Results page, locate your book and click on the Visit the Companion
Sites link.
5. Select Student Companion Site from the pop-up box.
6. From the menu, select the arrow next to Browse By Resource and select Student Data
Files from the menu.
7. A new screen will appear.
8. On the Student Data Files page, you can select to download files for just one lesson or
for all lessons. Click on the file of your choice.
9. On the File Download dialog box, select Save As to save the data files to your external
drive (often called a ZIP drive or a USB drive or a thumb drive) or a local drive.
10. In the Save As dialog box, select a local drive in the left-hand panel that you’d like to
save your files to; again, this should be an external drive or a local drive. Remember
the drive name that you saved it to.
xviii
Acknowledgments
We’d like to thank the many instructors and reviewers who pored over the outline and manu-
script, providing invaluable feedback in the service of quality instructional materials.
Access 2013
Catherine Bradfield, DeVry University
Mary Corcoran, Bellevue College
Cynthia Miller, Harper College
Aditi Mukherjee, University of Florida—Gainesville
Elizabeth Snow, Southwest Florida College
Excel 2013
Catherine Bradfield, DeVry University
DeAnnia Clements, Wiregrass Georgia Technical College
Dee Hobson, Richland College
Sandra Jolley, Tarrant County College
Joe Lamontagne, Davenport University
Edward Martin, Kingsborough Community College-City University of New York
Aditi Mukherjee, University of Florida—Gainesville
Linda Nutter, Peninsula College
Dave Rotherham, Sheffield Hallam University
PowerPoint 2013
Mary Corcoran, Bellevue College
Rob Durrance, East Lee County High School
Phil Hanney, Orem Junior High School
Terri Holly, Indian River State College
Kim Hopkins, Weatherford College
Tatyana Pashnyak, Bainbridge State College
Michelle Poertner, Northwestern Michigan College
Theresa Savarese, San Diego City College
Word 2013
Erik Amerikaner, Oak Park Unified
Sue Bajt, Harper College
Gregory Ballinger, Miami-Dade College
Andrea Cluff, Freemont High School
Caroline de Gruchy, Conestoga College
Donna Madsen, Kirkwood Community College
xix
Lynn Mancini, Delaware Technical Community College

Denise Merrell, Jefferson Community and Technical College
Diane Mickey, Northern Virginia Community College
Robert Mike, Alaska Career College
Bettye Parham, Daytona State College
Barbara Purvis, Centura College
Janet Sebesy, Cuyahoga Community College-Western
Dorothy Weiner, Manchester Community College
Author Credits
Kim Lindros
Kim Lindros is a full-time writer, content developer, and project manager who has worked around
high technology and computing since the early 1990s. She co-authored Introduction to Computers
with Windows XP and Office 2007 (Kaplan, 2013), MTA Microsoft Technology Associate Exam
98-349 Windows Operating System Fundamentals (Wiley, 2012), PC Basics with Windows 7 and
Office 2010 (Jones & Bartlett Learning, 2010), and numerous courses focused on Windows and
Microsoft Office.
Rick Winter
Rick Winter has published over 50 computer and children’s books and articles and has trained
over 3,000 adults on computer software. He has a Bachelor’s of Arts degree in International En-
vironment from Colorado College and a Master of Public Administration from the University of
Colorado at Denver. Rick has received awards that include Clear Creek School District Leadership
and Service Award, Information Systems Trainers Distinguished Service Award, Rocky Moun-
tain Chapter Society for Technical Communication Distinguished Award, Phi Beta Kappa, Eagle
Scout, and is listed in “Who’s Who in America.”
Jennifer Fulton
Jennifer Fulton, Senior Partner of Ingenus, LLC and iVillage’s former “Computer Coach,” is an
experienced technical writer with over 20 years in the business. Jennifer has written and edited
hundreds of online course materials for both college and middle school audience, and authored
over 150 bestselling computer books for beginner, intermediate, and advanced users, including
Outlook 2010 All-in-One for Dummies, Windows 7 eLearning Kit for Dummies, and Outlook 2007
All-in-One Desk Reference for Dummies. Jennifer is also a computer trainer for corporate personnel,
teaching a variety of classes on Windows, Microsoft Office, Paint Shop Pro, Photoshop Elements,
and others.
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Brief Contents
Lesson 1: Overview 1
Lesson 2: Working with Microsoft Excel 2013 27
Lesson 3: Using Office Backstage 61
Lesson 4: Using Basic Formulas 90
Lesson 5: Using Functions 115
Circling Back 1 140
Lesson 6: Formatting Cells and Ranges 143
Lesson 7: Formatting Worksheets 177
Lesson 8: Managing Worksheets 208
Lesson 9: Working with Data and Macros 235
Circling Back 2 285
Lesson 10: Using Advanced Formulas 289
Lesson 11: Securing and Sharing Workbooks 327
Lesson 12: Creating Charts 361
Lesson 13: Adding Pictures and Shapes to a Worksheet 411
Circling Back 3 448
Appendix 451
Glossary 455
Index 459
xxii
xxiii
Contents
Lesson 1: Overview
Lesson Skill Matrix 1

Key Terms 1
Software Orientation 2
Starting excel 3
Opening Excel 3
Working in the excel window 4
Using the Onscreen Tools 4
Navigating the Ribbon 5
Introducing Office Backstage 7 © webphotographeer / iStockphoto
Troubleshooting 8
Using the Microsoft Office FILE Tab
and Backstage View 9
Changing Excel’s View 9
Change Excel’s View 9
Another Way 10
Splitting the Window 11
Workplace Ready: Large Workbooks 12
Opening a New Window 13 14
Working with an Existing Workbook 14
Opening an Existing Workbook 15
Opening a Workbook from Your SkyDrive 16 17
Navigating a Worksheet 17
Navigating Data with the Go To Command 17
Working with Excel’s Help System 19
Using the Help System 19
Skill Summary 22
nnKnowledge Assessment 22
nnCompetency Assessment 23
nnProficiency Assessment 24
nnMastery Assessment 25
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Lesson 2: Working with Microsoft Excel 2013

Key Terms 27
Creating workbooks 29
Creating a Workbook from Scratch 29
Switching Between Open Workbooks 30
Saving Workbooks 31
Naming and Saving a Workbook 31
Workplace Ready: Organization File Conventions 32
Saving to Your SkyDrive 33
Saving a Workbook Under a Different Name 34 ©asiseeit / iStockphoto
Saving in Different File Formats 37

Entering and Editing Basic Data in a Worksheet 38
Entering Basic Data in a Worksheet 38
Changing the Column Width 39
Editing a Cell’s Contents 40
Deleting and Clearing a Cell’s Contents 42
Using Data Types to Populate a Worksheet 43
Entering Labels and Using AutoComplete 43
Entering Numeric Values 45
Entering Dates 46
Filling a Series with Auto Fill 47
Filling Cells with Flash Fill 49
Cutting, Copying, and Pasting Data 50
Copying a Data Series with the Mouse 51
Moving a Data Series with the Mouse 51
Copying and Pasting Data 52
Cutting and Pasting Data 53
Editing a Workbook’s PROPERTIES 54
Assigning Keywords 54
Skill Summary 55
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Lesson 3: Using Office Backstage

Accessing and using Backstage View 63
Printing with Backstage 64
Printing and Previewing a Document 64
Using Quick Print to Print a Worksheet 66
Setting the Print Area 67
Printing Selected Worksheets 68
Printing Selected Workbooks 70
Applying Printing Options 71
Changing a Printer 74
© matthewennisphotography / iStock photo
Changing the Excel Environment 75
Customizing the Quick Access Toolbar 75
Customizing the Ribbon 77
Customizing the Excel Default Settings 79
Resetting Default Settings, the Ribbon, and Quick Access Toolbar 81
Accessing and Using Excel Templates 81
Selecting a Template from the New Tab 81
Searching for Additional Templates 83
Workplace Ready: Job Interview Hint 84
Skill Summary 85
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Lesson 4: Using Basic Formulas

Key Terms 90
Understanding and Displaying Formulas 92
Understanding Order of Operations 93
Building Basic Formulas 94
Creating a Formula that Performs Addition 95
Creating a Formula that Performs Subtraction 95
Creating a Formula that Performs Multiplication 96
Creating a Formula that Performs Division 96
Using Cell References in Formulas 97 © matthewennisphotography / iStock photo
Using Relative Cell References in a Formula 97
Using Absolute Cell References in a Formula 98
Workplace Ready: Absolute Cell References for Payroll Tracking 99
Using Mixed Cell References in a Formula 100
Using External Cell References 101
Using Cell Ranges in Formulas 103
Naming a Range 103
Using the New Name dialog box to name a range 104
Changing the Size of a Range 106
Creating a Formula that Operates on a Named Range 107
Keeping Track of Named Ranges 108
Skill Summary 109
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Lesson 5: Using Functions

Key Terms 115
Exploring Functions 117
Displaying Dates and Times with Functions 119
Exploring Dates 119
Using TODAY 120
Using NOW 120
Workplace Ready: Using Dates at Work 121
Summarizing Data with Functions 121

Using the SUM Function 122 ©MCCAIG / iStockphoto
Using the COUNT Function 123

Using the COUNTA Function 123
Using the AVERAGE Function 124
Using the MIN Function 125
Using the MAX Function 125
Using a Financial Function 126
Use PMT 126
Using Formulas to Create Subtotals 127
Selecting and Creating Ranges for Subtotaling 127
Building Formulas for Subtotaling 128
Modifying Ranges for Subtotaling 129
Uncovering Formula Errors 130
Reviewing Error Messages 131
Tracing and Removing Trace Arrows 132
Displaying and Printing Formulas 133
Skill Summary 134
Circling Back 1 140
xxviii
Lesson 6: Formatting Cells and Ranges

Key Terms 143
Inserting and Deleting Cells 145
145
Inserting Cells into a Worksheet
Deleting Cells from a Worksheet 146
Manually Formatting Cell Contents 147
Aligning and Indenting Cell Contents 147
Changing Text Orientation 149
Choosing Fonts and Font Sizes 150
Changing Font Color 151
© Fertnig /iStockphoto
Applying Special Character Attributes 152
Filling Cells with Color 153
Applying Number Formats 154
Wrapping Text in a Cell 157
Merging Cells and Splitting Merged Cells 158
Placing Borders around Cells 159
Copying Cell Formatting with the Format Painter 161
Understanding Paste Special Options 161
Formatting Cells with Styles 163
Applying a Cell Style 163
Customizing Cell Styles 164
Working with Hyperlinked Data 165
Inserting a Hyperlink into a Worksheet 165
Using a Hyperlink 166
Removing a Hyperlink from a Worksheet 166
Workplace Ready: The Versatility of Hyperlinks 167
Applying Conditional Formatting to Cells 168

Applying a Specific Conditional Format 168
Applying Conditional Formatting for Multiple Criteria 169
Using the Rules Manager to Apply Conditional Formats 169
Clearing a Cell’s Formatting 171
Skill Summary 172
xxix
Lesson 7: Formatting Worksheets

Key Terms 177
Working with Rows and Columns 179
Inserting or Deleting a Row or Column 179
Modifying Row Height and Column Width 180
Formatting an Entire Row or Column 181
Hiding or Unhiding a Row or Column 182
Transposing Rows or Columns 184
Using Themes 185
Choosing a Theme for a Workbook 185
© fatihhoca /iStockphoto
Customizing a Theme 186
Workplace Ready: Putting Themes to Work 190
Modifying a Worksheet’s Onscreen and Printed Appearance 190

Formatting a Worksheet Background 190
Viewing and Printing a Worksheet’s Gridlines 191
Viewing and Printing Column and Row Headings 192
Inserting Headers and Footers 193
Adding Page Numbers to a Worksheet 193
Inserting a Predefined Header or Footer 194
Adding Content to a Header or Footer 195
Inserting a Watermark 196
Repeating Headers and Footers 196
Preparing a Document for Printing 198
Adding and Moving a Page Break 198
Setting Margins 199
Setting a Worksheet’s Orientation 200
Scaling a Worksheet to Fit on a Printed Page 201
Skill Summary 202
xxx
Lesson 8: Managing Worksheets

Key Terms 208
Organizing Worksheets 210
Copying a Worksheet 210
Renaming a Worksheet 212
Repositioning the Worksheets in a Workbook 213
Changing the Color of a Worksheet Tab 214
Hiding and Unhiding Worksheets 215
Inserting a New Worksheet into a Workbook 216
Deleting a Worksheet from a Workbook 217
© skynesher /iStockphoto
Working with Multiple Worksheets 218
Working with Multiple Worksheets in a Workbook 218
Hiding and Unhiding Worksheet Windows in a Workbook 220
Workplace Ready: Ideas for Arranging Worksheets in Excel 221
Using Zoom and Freeze to Change the Onscreen View 222

Finding and Replacing Data 223
Locating Data with the Find Command 223
Replacing Data with the Replace Command 225
Skill Summary 227
nnTroubleshooting 233
Lesson 9: Working with Data and Macros

Key Terms 235
Importing Data 237
Opening Non-Native Files Directly in Excel 237
Getting External Data 240
Appending Data to a Worksheet 241
Workplace Ready: Working with Databases 242
xxxi
Ensuring Your Data’s Integrity 243

Restricting Cell Entries to Certain Data Types 243
Allowing Only Specific Values to Be Entered in Cells 246
Removing Duplicate Rows from a Worksheet 247
Sorting Data 248
Sorting Data on a Single Criterion 248
Sorting Data on Multiple Criteria 249
Sorting Data Using Cell Attributes 250
Filtering Data 251
Using AutoFilter 252
Creating a Custom AutoFilter 254
Filtering Data Using Cell Attributes 255
Outlining and Subtotaling data 255
Grouping and Ungrouping Data 256
Auto-Outlining Data 258
Collapsing Groups of Data in an Outline 259
Subtotaling Data in Outlines 259
Setting Up Data in a Table Format 261
©AlexRaths /iStockphoto
Formatting a Table with a Quick Style 261
Removing Styles from a Table 262
Defining a Title for a Table 263
Using the Total Row Command in a Table 265
Adding and Removing Rows or Columns in a Table 267
Filtering Records in a Table 268
Sorting Data on Multiple Columns in a Table 270
Changing Sort Order in a Table 270
Removing Duplicates in a Table 271
Using a Slicer to View Table Data 271
Converting a Table into a Range 273
Saving Work with Macros 273
Recording a Basic Macro 273
Running a Macro 276
Managing Macro Security 277
Skill Summary 278
Circling Back 2 285
xxxii
Lesson 10: Using Advanced Formulas

Key Terms 289
Workplace Ready: Begin Your Excel Portfolio 292
Using Formulas to Conditionally Summarize Data 293

Using SUMIF 293
Using SUMIFS 296
Using COUNTIF 297
Using COUNTIFS 298
Using AVERAGEIF 299
Using AVERAGEIFS 300 ©AtnoYdur /iStockphoto
Using Formulas to Look Up Data in a Workbook 301

Using VLOOKUP 301
Using HLOOKUP 304
Adding Conditional Logic Functions to Formulas 306
Using IF 307
Using AND 308
Using OR 310
Using NOT 311
Using IFERROR 311
Using Formulas to Modify Text 313
Converting Text to Columns 313
USING LEFT 314
USING RIGHT 315
Using MID 316
Using TRIM 316
Using PROPER 317
Using UPPER 317
Using LOWER 318
Using CONCATENATE 318
Using FIND 319
Using SUBSTITUTE 320
Skill Summary 322
xxxiii
Lesson 11: Securing and Sharing Workbooks

Securing Your Work Before Sharing It with Others 329
Protecting a Worksheet 329
Protecting a Workbook 330
Workplace Ready: Passwords and Security 333
Allowing Multiple Users to Edit
a Workbook Simultaneously 334
Using the Document Inspector 336
Marking a Document as Final 338
Distributing a Workbook by Email and the cloud 339 ©spxChrome / iStockphoto
Distributing a Workbook by Email 339
Sharing a Workbook in the Cloud 341
Tracking Changes to a Workbook 344
Turning Track Changes On and Off 344
Setting Track Change Options 345
Inserting Tracked Changes 346
Deleting Your Changes 348
Accepting Changes from Another User 349
Rejecting Changes from Another User 349
Removing Shared Status from a Workbook 350
Adding Comments to a Workbook 351
Inserting a Comment 351
Viewing a Comment 352
Editing a Comment 352
Deleting a Comment 353
Printing Comments in a Workbook 353
Skill Summary 355
xxxiv
Lesson 12: Creating Charts

Key Terms 361
Building Charts 363
Workplace Ready: Personal Charts 365
Selecting Data to Include in a Chart 365
Moving a Chart 367
Choosing the Right Chart for Your Data 369
Using Recommended Charts 371
Creating a Bar Chart 374
Formatting a Chart with a Quick Style or Layout 376 © kgelati1 / iStockphoto
Formatting a Chart with a Quick Style 376

Formatting a Chart with Quick Layout 377
Formatting the Parts of a Chart Manually 379
Editing and Adding Text on Charts 380
Formatting a Data Series 381
Changing the Chart’s Border Line 384
Modifying a Chart’s Legend 385
Modifying a Chart 386
Adding Elements to a Chart 386
Deleting Elements from a Chart 388
Adding Additional Data Series 389
Resizing a Chart 391
Choosing a Different Chart Type 392
Switching Between Rows and Columns in Source Data 394
Using New Quick Analysis Tools 395
Adding a Chart or Sparklines 395
Working with Totals 397
Applying Conditional Formatting 398
Creating PivotTables and PivotCharts 399
Creating a Basic PivotTable 399
Adding a PivotChart 402
Skill Summary 405
xxxv
Lesson 13: Adding Pictures and Shapes to a Worksheet

Key Terms 411
Inserting Pictures 413
Inserting a Picture from a File 413
Inserting an Online Picture 414
Adding Shapes, Lines, Text Boxes, and WordArt 416
Adding Shapes 417
Drawing Lines 418
Adding Text to a Shape 419
Adding a Text Box 421
Using WordArt 422 © kate_sept2004 / iStockphoto
Deleting, Copying, And Moving graphics 423

Deleting Graphics 423
Moving Graphics 424
Copying Graphics 425
Formatting Graphics 426
Applying Styles to Shapes and Changing Styles 426
Resizing a Graphic 427
Rotating a Graphic 428
Stacking Overlapping Graphics 429
Adding Graphic Enhancements Using Picture Tools 430
Making Corrections to a Graphic 431
Using the Color Feature to Enhance Images 433
Changing a Graphic with Artistic Effects 434
Applying a Picture Style 435
Resetting a Picture to Its Original State 436
Using Picture Properties 437
Using a Screenshot to Capture and Crop Images 439
Workplace Ready: Using Graphics in Excel and Other Office Applications 440
Using SmartArt Graphics 440
Creating a Flowchart 440
Creating an Organization Chart 442
Skill Summary 443
Circling Back 3 448
xxxvi
Overview
1
Lesson Skill Matrix
Skills Exam Objective Objective Number
Starting Excel Create new Blank workbooks. 1.1.1

Working in the Excel Window Customize the Quick Access Toolbar. 1.4.3
Changing Excel’s View Split the window. 1.4.13
Change workbook views. 1.4.6
Working with an Existing Workbook Demonstrate how to use Go To. 1.2.4
Demonstrate how to use the Name Box. 1.2.5
Working with Excel’s Help System
Key Terms
• active cell
• Backstage view
• cell
• column
• command group
• command tabs
• Dialog Box Launcher
• FILE tab
• Help system
• Keytip
• Name Box
• Quick Access Toolbar
• ribbon
• row
• ScreenTips
• workbook
• worksheet
© webphotographeer / iStockphoto
1
2 Lesson 1
Contoso, Ltd., provides specialty health care for the entire family—prenatal through
geriatric care. The practice, owned by Dr. Stephanie Bourne, has an expanding pa-
tient list. It currently employs a staff of 36, which includes three additional family
practice physicians. Each physician has unique patient contact hours; the office is
open from 7 a.m. to 7 p.m. on Mondays and from 8 a.m. to 4 p.m. other weekdays.
The office manager and the new assistant that she will hire must track revenue and
expenses for the practice and maintain a large volume of employee data. The office
manager will create simulation exercises to test the applicants and one of her target
© webphotographeer / iStockphoto
pools of applicants will be new college graduates. In this lesson, you learn how to
enter text and numbers into an Excel worksheet to keep up-to-date employee records. By the end of the book,
you should be able to accomplish simulation tasks that are required by the Microsoft Office User Specialist
Test and the simulations requested by several jobs requiring Excel skills.
SOFTWARE ORIENTATION
Microsoft Excel’s Opening Screen

Microsoft Office Excel 2013 provides powerful tools that enable users to organize, analyze,
manage, and share information easily. The foundation of Excel and locations where you do
your work are cells, rows, and columns within a worksheet, and worksheets as part of a work-
book. Many of the tools you use while working in Excel are located on the ribbon, running
across the top of the window. The ribbon is organized into task-oriented command tabs.
Each tab is divided into task-specific command groups appropriate for the type of work
the user is currently performing. Because you can customize the ribbon and new options
might appear, such as the DEVELOPER, ADD-IN, and POWERPIVOT tabs depending on
your setup, your screen might appear different than Figure 1-1.
Quick access Toolbar Command tabs Title bar
FiLe tab
ribbon
name Box
active cell
Column labels
Formula bar
row labels
worksheet tab
Figure 1-1
Excel’s Blank workbook
Overview 3
starting excel
To work efficiently in Microsoft Excel, you need to become familiar with its primary user inter-
Bottom Line
face. You can open Microsoft Excel 2013 in Windows 8 by moving to the bottom-left corner of
your screen, clicking on Start, right-clicking a blank area of the Start screen, clicking All apps,
and clicking Excel 2013.
Excel opens to a list of templates and in most cases you choose Blank workbook or open a previous
file. A workbook, or spreadsheet file, is shown in Figure 1-1. Think of a workbook as a physical
book with many pages. The filename (Book1) and the program name (Excel) appear in the title
bar at the top of the screen. Book1 (or Book2, Book3, and so on) is a temporary title for your
workbook until you save the workbook with a name of your choice. The new workbook contains
one worksheet (Sheet1) by default—similar to the first page in a book—where you enter infor-
mation. If a workbook has more pages (or worksheets), you use the sheet tabs that are located just
above the Status bar and are identified as Sheet1, Sheet2, and Sheet3. You can rename worksheets
to identify their content and add worksheets with the New sheet (+) button as needed.
Cross See Lesson 8, “Managing Worksheets,” for more detail on how to add and rename worksheets.
Ref
Opening Excel
In this exercise, you learn to use the Start screen to open Excel and view the new workbook’s first
blank worksheet.
Step by Step Start Excel
GET READY. Be sure Microsoft Excel is installed on your computer. Then, perform the
1.1.1 following steps:
1. If the Windows desktop is displayed, click the Start screen thumbnail in the bottom left
How do you corner of the Windows 8 screen.
start Excel?
2. Right-click in a blank area of the screen and click All apps.
3. In the list of applications under Microsoft Office 2013, click Excel 2013. A window
opens to recent Excel files you’ve opened and examples of templates you can use (see
Figure 1-2).
Figure 1-2
Click Blank
Microsoft Excel’s workbook
opening screen to start a
new file.
Click to
recent learn more
files you’ve about excel.
opened
(if any)
Click other
templates
to see what
you can do
in excel or
to start with
an example.
4 Lesson 1
Cross Templates are discussed in more detail in Lesson 3, “Using Office Backstage.”
Ref
4. Click Blank workbook. A blank workbook opens, and the worksheet named Sheet1 is
displayed as shown previously, in Figure 1-1.
PAUSE. LEAVE the workbook open for the next exercise.
Take Note If you use Excel repeatedly, you will want to pin your application to the Start screen. From the All
Apps screen, right-click the app, and choose Pin to Start. You can also choose Pin to taskbar to
allow you to click the icon on the bottom of the Windows Desktop screen to start Excel.
A worksheet is a grid composed of rows, columns, and cells. Each worksheet column starts at
the top of the worksheet and goes to the bottom of the worksheet and is identified by a letter.
Each row starts at the left edge of the worksheet and continues to the right and is identified by
a number. Each box, or cell, on the grid is identified by the intersection of a column and a row.
Thus, the first cell in an open worksheet is A1. You enter information by typing it into the selected
or active cell, which is outlined by a bold rectangle. This is also called the current or highlighted
cell.
Working in the excel window

When you launch Excel and click Blank workbook, the program opens a new workbook and dis-
Bottom Line
plays a blank worksheet. You just learned about some of the most important components of the
Excel worksheet such as rows, columns, and cells. In this section, you explore the Excel window
and learn to identify and customize the Quick Access Toolbar, the ribbon, and other important
onscreen tools and components. You also learn to open and use Backstage view, Microsoft’s re-
placement for the Office button and File menu commands found in previous versions of Office.
Using the Onscreen Tools

The Quick Access Toolbar gives you fast and easy access to the tools you use most often in
any given Excel session. It appears on the left side of the title bar, above the ribbon (although you
can move the toolbar below the ribbon if you want it closer to your work area). You can add and
remove commands to and from the toolbar so that it contains only those commands you use most
frequently. In this lesson, you learn to move and customize the Quick Access Toolbar by adding
and removing commands. You also learn how to use ScreenTips, which are small, onscreen
rectangles that display descriptive text when you rest the pointer on a command or control.
Step by step Use the Onscreen Tools
GET READY. USE the blank workbook you opened in the previous exercise to perform
these steps:
1. Point to each icon on the Quick Access Toolbar and read the description that appears
as a ScreenTip.
Take Note Use ScreenTips to remind you of a command’s function. Enhanced ScreenTips display in a larger
rectangle that contains more descriptive text than a ScreenTip. Most Enhanced ScreenTips con-
tain a link to a Help topic.
2. On the right side of the Quick Access Toolbar, click the drop-down arrow. From the
drop-down list, select Open. The Open icon is added to the Quick Access Toolbar. Click
the down arrow again and select Quick Print from the drop-down list (see Figure 1-3).
Overview 5
Figure 1-3
Customizing the Quick
Access Toolbar
Another Way 3. Next, right-click anywhere on the Quick Access Toolbar, and then select Show Quick
To add a command Access Toolbar Below the Ribbon.
to the Quick Access Toolbar, 4. Right-click the HOME tab and click Collapse the Ribbon. Now, only the tabs remain on
you can also right-click any display, increasing the workspace area.
icon on the ribbon and then
5. Right-click the HOME tab again and choose Collapse the Ribbon to uncheck the option
click Add to Quick Access
and make the ribbon commands visible again.
Toolbar.
6. On the right side of the Quick Access Toolbar, click the drop-down arrow. Click Show
Above the Ribbon from the drop-down list.
7. Right-click the Open command, and select Remove from Quick Access Toolbar.
8. On the right side of the Quick Access Toolbar, click the drop-down arrow and click
Quick Print to remove the checkmark from the menu and thus remove the Quick Print
icon from the Quick Access Toolbar.
Take Note To add commands to the Quick Access Toolbar that do not appear in the drop-down list, click
More Commands on the drop-down list. The Excel Options dialog box opens. You can also right-
click the Quick Access Toolbar or any ribbon tab and select Customize Quick Access Toolbar to
open the Excel Options dialog box.
By default, the Quick Access Toolbar contains the Save, Undo, and Redo commands. As you work
1.4.3 in Excel, customize the Quick Access Toolbar so that it contains the commands you use most of-
ten. Do not, however, remove the Undo and Redo commands. These commands are not available
How do you manipulate the on the ribbon’s command tabs.
Quick Access Toolbar?
Navigating the Ribbon

The ribbon organizes tools and commands into an intuitive and useful interface. Having com-
mands visible on the work surface enables you to work quickly and efficiently and is especially
helpful for new users. The ribbon in Microsoft Office Excel 2013 is made up of a series of tabs,
each related to specific tasks that users perform in Excel. By pressing and releasing the Alt key,
you can reveal Keytips, or small badges displaying keyboard shortcuts for specific tabs and com-
mands on the ribbon and Quick Access Toolbar. In this exercise, you learn how to navigate be-
tween Excel tabs and use their commands and Keytips.
Take Note Keytips are sometimes also referred to as hotkeys. Note, however, that when you use the Microsoft
Office 2013 Help, no reference is listed for hotkeys. Only Keytips are referenced.
6 Lesson 1
Within each tab on the ribbon, commands are organized into related tasks called command groups,
or just groups, as shown in Figure 1-4. For example, consider the HOME tab. When the HOME
tab is displayed, you see the Clipboard group, which contains the command buttons to cut, copy,
and paste data. These commands allow you to revise, move, and repeat data in a worksheet. Sim-
ilarly, you can use commands in the Editing group to fill adjacent cells, sort and filter data, find
specific data in a worksheet, and perform other tasks related to editing worksheet data.
Some of the commands have an options arrow that displays additional options for the com-
mand. On some of the command groups are icons in the bottom-right corner of the group. These
Dialog Box Launchers open a dialog box and give more options than display on the ribbon.
Figure 1-4
HOME tab command groups
Font Alignment Number Styles Cells Editing

group group group group group group
Clipboard group Dialog Box Launcher

Clipboard group
Step by step Navigate the Ribbon
GET READY. Launch Excel if necessary and open any workbook.

1. Click the HOME tab to make it active and click cell A1. Your ribbon should look similar
to the one shown in Figure 1-5.
Figure 1-5
Ribbon with HOME tab active
Cut Dialog Box Command Clear Clear options

Launchers groups arrow
Copy
Paste
2. In the Alignment group, click the Dialog Box Launcher to display the Alignment tab in
the Format Cells dialog box.
3. Click the Cancel button to close the dialog box.
4. Click the INSERT tab.
Your screen should now look similar to Figure 1-6. Commands on the INSERT tab
enable you to add charts and illustrations and perform other functions that add items
to enhance your Excel worksheets.
Overview 7
Figure 1-6
Ribbon with the INSERT tab
active
Tables Apps Charts Sparklines Links Symbols

group group group group group group
Illustrations Reports Filters Text
group group group group
5. Click the HOME tab.

6. Press and release the Alt key to display onscreen Keytips that show keyboard shortcuts
for certain commands (see Figure 1-7).
Figure 1-7
Keytips on the ribbon
Alt key shortcuts for ribbon tabs
Quick Access Toolbar shortcuts
7. Type W to display the VIEW tab and then type Q to display the Zoom dialog box.
8. Click Cancel or press Esc to close the Zoom dialog box.
9. Press Alt + H to return to the HOME tab.
10. Press Alt to turn off the Keytips.
11. In the Editing group, click the Clear arrow to display the Clear options.
12. Press Esc to turn off the options.
PAUSE. CLOSE Excel.
Introducing Office Backstage

The most noticeable new feature in Microsoft Office 2010 and 2013 is Backstage. The
Backstage view shows you behind-the-scenes options to manage files such as opening, saving,
printing, and documenting files. Backstage view is covered in more depth in Lesson 3, but you
need to know how to access it for simple commands in this lesson.
Step by step Open Backstage View
GET READY. You should not have Excel running for this exercise.
1. Launch Excel and click Blank workbook to start a new workbook. Notice that Book1
displays in the title bar at the top of the screen.
2. Click the FILE tab. This opens Backstage view (see Figure 1-8).
8 Lesson 1
Figure 1-8
When you click a command in
the left pane, the major por-
tion of the Backstage screen
changes to show options
related to that command.
recent
workbooks
are listed
open from
different
locations
open selected
by default
3. Notice that the Excel Backstage view and Excel icon on the taskbar are green. The
Office suite has customized colors to designate which application you use.
Troubleshooting Backstage defaults to different commands depending on what you’re doing. When you are
working in a blank workbook or with no workbooks open, Backstage defaults to the Open
command, which shows different options for opening files. If you have started typing in a
document, Backstage defaults to the Info.
4. The commands are on the left pane of the screen. Click Info and the right pane changes
(see Figure 1-9). This shows information about the current file.
Figure 1-9
When the Info tab is selected,
information about the current
workbook displays.
information
about current
workbook
info tab selected
PAUSE. CLOSE Excel for the next exercise.

Overview 9
Using the Microsoft Office FILE Tab and Backstage View

In Microsoft Office 2013, clicking the FILE tab takes you to Backstage view, with its navigation
bar of commands extending down the left side of the Excel window. Backstage view helps you
access and use file management features, just as the ribbon offers commands that control Excel’s
authoring features. In this exercise, you learn to use the FILE tab to open Backstage view. You also
use Backstage commands to create a new blank workbook.
Step by step Use the Microsoft Office FILE Tab and Backstage View
GET READY. Launch Excel and open a new blank workbook.

1. Click the FILE tab to open Backstage view.
2. In the left pane, click Close. Your worksheet disappears, but Excel remains open.
3. Click the FILE tab again, and then click New. The right pane shows the available
options, which are the same as when you launch Excel.
4. Click Blank workbook. A new blank workbook is opened.
PAUSE. CLOSE Excel.
As you have seen, a new blank workbook in Excel 2013 contains one worksheet. You can enter
data in the first worksheet and click the New sheet button to create another worksheet and then
enter additional data. Excel saves the worksheets together in one workbook rather than as separate
documents.
Changing Excel’s View

On the ribbon, the VIEW tab holds commands for controlling the appearance of the displayed
Bottom Line
document. You can also open and arrange new windows and split windows for side-by-side views
of different parts of your document.
Change Excel’s View

As mentioned in a previous section, some groups on the ribbon tabs have an arrow in their
lower-right corner called a Dialog Box Launcher. Clicking the arrow opens a dialog box or a win-
dow containing more options for that particular group of commands. In this exercise, you learn
how to use the VIEW tab commands to change Excel’s view.
Step by step Change Excel’s View
GET READY. Launch Excel and start a new workbook.

1. If necessary, click the HOME tab to activate it.
2. Select cell A1 to make it active. Then type 456 and press Tab.
3. In the lower-right corner of the Font group, click the Dialog Box Launcher arrow. The
Format Cells dialog box shown in Figure 1-10 opens. In most cases, your default font in
Excel will be Calibri, 11 point, without bold or italic.
10 Lesson 1
Figure 1-10
Format Cells dialog box
4. Notice that the Font tab of the dialog box is active. Scroll down in the Font list, click
Arial, and then click OK. Cell B1 is the active cell now.
1.4.6 5. Type 456 in this cell, and then press Tab. Notice the difference in size and appearance
between this number and the one you entered in cell A1.
6. Click the VIEW tab.
How do you change to Page
Layout view? 7. In the Workbook Views group, click Page Layout. In this view, you can see the margins,
where pages break, and you can add a header or footer (see Figure 1-11).
Figure 1-11
Page Layout view
Horizontal ruler
Vertical right pane displays additional cells

ruler that would print on a second page if
it contained entries
1.4.6
8. In the Workbook Views group, click Normal to return the worksheet to the view that no
How do you change back to longer shows rulers, headers, footers, or page breaks.
Normal view?
Another Way As demonstrated in this exercise, you can preview your printed worksheet by clicking the ribbon’s
You can also VIEW tab, and then clicking Page Layout in the Workbook Views group (first section). This view
change the view among Nor- enables you to fine-tune pages before printing. You can change your worksheet’s layout and format
mal, Page Layout, Page Break in both this view and Normal view. You can also use the rulers to measure the width and height of
Preview, and Zoom by using your window and determine whether you need to change its margins or print orientation.
the icons in the status bar at
the bottom of the screen.
Overview 11
Splitting the Window

When a worksheet contains a lot of data, you can see only a small portion of the worksheet in
Excel’s Normal and Page Layout views. The Split command enables you to overcome this limita-
tion by viewing the worksheet in two panes or four quadrants. After issuing this command, you
can use the scroll bars on the right and at the bottom of the window to display different sections
of the worksheet at the same time so that you can more easily compare or contrast data or see what
effect a change in one part of the worksheet might have on a distant part of the worksheet. In this
exercise, you learn to split the Excel window and use the scroll bars to view different sections of
a worksheet. You also practice entering data into cells in the split windows, and you learn how to
remove the split to return to single-window view.
Step by step Split the Window
GET READY. USE the worksheet you left open in the previous exercise or type 456 in cells
A1 and B1 in a new workbook.
1. Click cell F1 to make it active.
2. On the VIEW tab, click Split. Notice that the screen is split vertically in two different panes.
1.4.13
3. In the horizontal scroll bar of the right pane, hold down the right arrow until you see
cell AA1. Notice that you can still see cells A1 and B1 in the left pane.
How do you split 4. Click Split again. The screen is no longer split.
a window?
5. Click in cell A17 and click Split. The screen is split horizontally in two different panes.
6. Click Split again. The screen is no longer split.
7. Click in cell F14 and click Split. The screen is split into four panes this time.
8. Choose the lower-right quadrant by clicking any cell in that pane, and then scroll down
to display row 40.
9. In cell H40, type 236 and press Enter. The data you entered in cells A1 and B1 should be
visible along with what you just entered in cell H40 (see Figure 1-12).
Figure 1-12
Working in a split window
Split command
Scroll bars
10. Click Split to remove the split. The data in cell H40 is no longer visible.
PAUSE. LEAVE the workbook open to use in the next exercise.

12 Lesson 1
Take Note The Split command is especially useful when you need to compare various portions of a long
worksheet.
When you use a worksheet that contains a small amount of data, it is easy to scroll through the
worksheet and focus on specific cells. As you become experienced in working with Excel, however,
you might find yourself working on much larger worksheets. The ability to view more than one
section of a worksheet at the same time by using split windows is especially useful when you need
to compare different sections of data.
Workplace Ready
Large workbooks
After you complete several of the lessons in this book, you might want to come back to this sec-
tion on splitting the window. Excel is a great what-if tool for sales projections, assessments, and
especially budgets. The following example shows a split workbook with assumptions on one pane
and the final results in another pane.
For example, the following Figure represents a five-year school budget. The Net All and All End-
ing Fund Balance are formulas that depend on the assumptions shown and totals throughout the
worksheet. Notice that with the current assumptions, the school loses money each year and even-
tually exhausts all of its fund balance. Therefore, something needs to change. The school has tried
numerous marketing efforts, but because it is in a remote area of the state, the student growth rates
are more dependent on the local economy compared to the efforts of the school. They only item
on the assumption that is under the control of the school is the salary increase.
Overview 13
The only way to get a positive net balance with the available assumptions is to cut salaries by 6.5%
in the next school year (FY 13-14). Luckily for you, you are just the one filling in the numbers
in the model you are given. However, you may want to look deeper at the assumptions, add new
assumptions, or start a list of recommendations for your boss. Using the split window gives you
a tool to see how the changes might affect the bottom line before you make your presentation.
Opening a New Window

Splitting a window allows you to look at two sections of a worksheet side by side. You can also
view two sections of a worksheet by using the New Window command. In this section, you learn
to use the New Window command on the VIEW tab to open a new window in Excel. You also
learn to use the Switch Window command to change the active window, and you learn how to
close multiple windows.
Step by step Open a New Window
GET READY. USE the worksheet you left open in the previous exercise or type 456 in cells
A1 and B1 and 236 in cell H40 in a new workbook.
1. Press Ctrl + Home to make A1 the active cell.
2. With the VIEW tab active, in the Window group, click New Window. A new window
titled Book1:2 opens. If you have opened a different number of new workbooks, your
title bar might show a different book number. The colon and 2 (:2) indicate that there
are two windows from the same workbook open.
3. Scroll down in the window until cell H40 is visible (see Figure 1-13). Although cell A1 is
not visible, it is still the active cell. It is important to note that you have opened a new
view of the active worksheet—not a new worksheet.
14 Lesson 1
Figure 1-13
A new window
Workbook title for new window

Close Window
button
A1 is active but not visible.
Use Switch Windows
command to view other
open windows.
Another Way
You also can use
the Arrange All command on
the VIEW tab to display open
windows side by side so that 4. Click Switch Windows. A drop-down list of all open windows appears. Book 1:2 is
you can compare various parts checked, which indicates that it is the active window.
of a large worksheet. Use the 5. Click Book 1:1. You now see the original view of the worksheet with cell A1 active.
View Side by Side and Syn- 6. Click Switch Windows and make Book1:2 active.
chronous Scrolling commands
to have both windows scroll 7. Click the Close Window button (in the upper-right corner of the workbook window) to
together. close Book1:2. The window closes, and Book1 in the title bar tells you that you are now
looking at the only open view of the workbook.
Take Note Clicking the Close Window button closes only the new window opened at the beginning of this
exercise. If you use the Close command on the FILE tab, you will close the entire workbook.
8. Click the FILE tab, and then click Close.
9. When asked if you want to save the changes in Book1, click Don’t Save.
PAUSE. LEAVE Excel open for the next exercise.
Working with an Existing Workbook

Many workbooks require frequent updating because existing data has changed or new data must
Bottom Line
be added. Workers frequently open an existing workbook, update information, and then save the
workbook to be revised again at a later time. Often, files are created by one person, and then used
or updated by others. Filenames should reflect the type of data contained in the file. A descriptive
filename enables you to locate and retrieve files quickly. Filenames can be up to 255 characters
long, including the filename extension. However, most workers use short descriptive filenames
that clearly identify the content of the workbook.
Cross You can also use the File Properties, such as tags, to help you and others manage and find files. See
Ref Lesson 2, “Working with Microsoft Excel 2013,” for more on File Properties.
Overview 15
Opening an Existing Workbook

When you save an Excel 2013 file, the program automatically adds the .xlsx extension to the end of
the file’s name. This extension identifies the program in which the file can be opened (for example,
.xlsx is the file extension used in Excel). To open a file, you must also identify the location (such as
network or SkyDrive), drive, and folder that contain the file. In your local computer environment,
your local drive is usually designated as C:. Network, or flash drives can have other letters such
as E: or S:.
Step by step Open an Existing Workbook
GET READY. In this exercise, you use commands on the FILE tab to find and open an existing
Another Way workbook.
To display the Open
options in Backstage without 1. In Excel, click the FILE tab and click Open. Documents you recently created or edited
using the FILE tab, press appear in the right pane, in the Recent Workbooks area.
Ctrl+O. To display the Open
dialog box, press Ctrl+F12. 2. Click Computer and then click Browse.
Take Note Throughout this book, you see information that appears in brackets, such as [your e-mail address].
The information contained in the brackets is intended to be directions specific for you rather than
something you actually type word for word. It instructs you to perform an action or substitute
text. Do not type the actual text that appears within brackets.
3. In the Open dialog box, choose the location your Lesson01 data files.
Take Note By default, the Open dialog box lists only the files that were created in the program you are us-
ing—in this case, Excel. To see files created in other programs, you can select All Files in the Files
of type box (next to the File name box) at the bottom of the Open dialog box.
4. Select 01 Contoso Employee Info from the listed files, and then click Open. The file
opens as shown in Figure 1-14, with the workbook name displayed in the title bar.
Figure 1-14
Opening an existing workbook
16 Lesson 1
5. Click the FILE tab, and then click Close to close the Employee workbook.
Another Way
You can press
Alt+F4 to close the current file
and Excel at the same time. If you are familiar with Microsoft Word, you know that when you open a file, the program plac-
es your cursor and screen display at the beginning of the document. When you open an Excel
workbook, however, the active cell is the same one that was active when you last saved the file. For
example, when you open the Contoso Employee Info workbook, A22 is the active cell in Normal
view, because A22 was the active cell displayed in Normal view when the file was last saved. This
feature enables you to continue working in the same location when you return to the workbook.
Opening a Workbook from Your SkyDrive

SkyDrive is a Microsoft feature that allows you to work with files in the Cloud—a location that is
available from any computer in the world as long as you have an Internet connection. When Office
2013 is installed, you have an option of installing SkyDrive or you can go to the Microsoft.com
site, search for the SkyDrive download, and install it at a different time.
Step by Step Open a Workbook from Your SkyDrive
GET READY. Excel should be open. You need to have a SkyDrive account for this section.
1. Clicks the FILE tab.
2. If it is not selected, click Open.
3. If you do not have SkyDrive installed, click + Add a Place (see Figure 1-15), click
SkyDrive, and go through the steps on the screen.
4. Click [Your Name] SkyDrive, and then click Browse.
Figure 1-15
A computer with SkyDrive
installed
if you’ve used
skyDrive, your
recent folders
appear here.
Click add a
Place to install
skyDrive. Click Learn more if you want
more info about skyDrive.
5. If you have folders on the SkyDrive, double-click the folder where the file is located.
6. If there are subfolders, double-click the subfolder.
7. Continue to navigate to the folder where the file is located and click the file name.
8. Click Open. The file is displayed.
CLOSE the file and LEAVE Excel open for the next exercise.
Overview 17
Navigating a Worksheet
An Excel worksheet can contain more than one million rows and more than sixteen thousand
columns. There are several ways to move through worksheets that contain numerous rows and col-
umns. You can use the arrow keys, the scroll bars, or the mouse to navigate through a worksheet.
In the following exercises, you explore the different methods for moving through a worksheet.
Take Note A worksheet can be very large or quite small depending on your needs. Available columns go from
A through XFD, and available rows can go from 1 through 1,048,567.
Step by step Navigate a Worksheet
GET READY. Click the File tab, and then click Open. In the Recent Workbooks area, click
01 Contoso Employee Info or go to the class folder and open this file.
1. Press Ctrl + End to move to the end of the document (cell D27).
2. Press Ctrl + Home to move to the beginning of the document (cell A1).
3. Click in the Name Box, type A3, and press Enter to make the cell active.
4. Press Ctrl + Down Arrow to go to the last row of data (cell A27).
Take Note Ctrl + Arrow allows you to move to the start and end of ranges of data. The worksheet title, which
spans all of the columns, is not considered part of the worksheet’s data range.
5. Press Ctrl + Right Arrow. Cell D27, the last column in the range of data, becomes the
active cell.
6. Press Ctrl + Down Arrow. The last possible row in the worksheet displays.
1.2.5
7. Press Ctrl + Home.
8. Press Scroll Lock. Then press the Right Arrow key. This moves the active column one
Where is the Name Box column to the right, and the whole worksheet moves.
located and what is
9. Use the vertical scroll bar (if necessary, refer to Figure 1-12) to navigate from the
it used for?
beginning to the end of the data.
10. If your mouse has a wheel button, roll the wheel button forward and back to quickly
scroll through the worksheet.
Take Note When Scroll Lock is on, SCROLL LOCK is displayed on the left side of the Status bar. To use the
arrow keys to move between cells, you must turn off Scroll Lock. Some keyboards come equipped
with an onboard Scroll Lock key, whereas others do not. This is an option, not a necessity.
PAUSE. Press Scroll Lock again to turn it off. LEAVE the workbook open for the next
exercise.
Cross You learn about ranges in more depth in Lesson 2.

Ref
Navigating Data with the Go To Command
The workbook used in these exercises is neither long nor particularly complicated. When you
begin dealing with much larger databases, or longer sets of workbooks, you might wish you had
some easier means to get around the data than just scrolling. The Name Box indicates the cur-
rent cell you are in as well as gives you the opportunity to name the cell or a range. The Go To
command can take you to particular points in a worksheet, including cells and cell ranges that
you name yourself.
18 Lesson 1
Step by step Navigate Data with the Go To Command
USE the 01 Contoso Employee Info workbook from the previous exercise.
1.2.4
1. Select cell A17.
2. In the Name Box to the left of the formula bar, select cell A17, as indicated in
How do you name a range
Figure 1-16.
and go to a cell or range
using the Go To dialog box?
Figure 1-16
Worksheet with A17 in the
Name Box selected
Name Box
3. Delete A17, type MedAssts, and press Enter.

4. Select cell M11.
5. On the HOME tab, in the Editing group, click Find & Select. Click Go To. The Go To
dialog box appears (see Figure 1-17).
Figure 1-17
Go To dialog box
6. In the Go to list, click MedAssts, and then click OK. Cell A17 becomes the active cell.
7. Click Find & Select again, and then click Go To Special. The Go To Special dialog box
appears (see Figure 1-18).
Overview 19
Figure 1-18
Go To Special dialog box
8. In the Go To Special dialog box, click Last cell.

9. Click OK. Cell D27 becomes the active cell. The last cell is the lower-right cell in the
worksheet with contents or formatting.
CLOSE the workbook and do not save. LEAVE Excel open for the next exercise.
Working with Excel’s Help System

The Help system in Excel 2013 is rich in information, illustrations, and tips that can help
Bottom Line
you complete any task as you create worksheets and workbooks. When you install Excel, you
automatically install hundreds of help topics on your computer. Excel can also access thousands
of additional help topics online.
Using the Help System

Finding the right information in Excel’s Help system is easy: You can pick a topic from popular
searches, see what’s new, get training, or perform keyword searches by entering terms that best
describe the task you want to complete. In this exercise, you learn to open the Help window and
move between its online and offline topics.
Take Note If you aren’t sure what an onscreen tool does, just point to it. Once the mouse pointer rests on a
tool, a box called a ScreenTip appears. A basic ScreenTip displays the tool’s name and shortcut key
(if a shortcut exists for that tool). Some of the ribbon’s tools have enhanced ScreenTips, which also
provide a brief description of the tool.
Step by step Use the Help System
GET READY. OPEN a new workbook for this exercise.

1. Position your mouse pointer over the Help button, as shown in Figure 1-19, in the
upper-right corner of the Excel window. A ScreenTip appears, telling you that this
button enables you to access Excel’s Help features and that you can click the button or
press F1.
20 Lesson 1
Figure 1-19
Help button
office Help button
2. Click the Help button; the help window opens, as shown in Figure 1-20.
Figure 1-20
Help window
Keep Help on Top
Help Toolbar Keyword search
Links to Help
topics
major Training
Topics
Another Way 3. In the help window, click the What’s New icon. The next screen gives you additional
You can also press hyperlinked subcategories.
F1 to open the Help window. 4. Navigate through three of the subtopics in the help window.
5. In the help window toolbar, click the Home button to return to the first screen.
6. Click the Excel Help drop-down arrow. This displays the Connection Status options
shown in Figure 1-21. This feature enables you to choose whether the help window
displays content from files installed on your computer or from Office.com on the
Internet.
Figure 1-21
Connection Status options
7. Click in the workbook behind the help window. Notice that the help window is hidden
and the workbook becomes the top window.
8. Click the Help button to display the help window again.
Overview 21
9. Click the Keep Help on Top pin button.

Another Way 10. Now click the workbook and notice that you can still see the Help window.
You can also press 11. CLOSE the Help window.
Ctrl+T to keep the Help win-
dow as the top window. CLOSE your workbook.
Excel’s Help window gives you access to various help topics that offer information about specific
Excel features or tools. Help topics can assist you with virtually any task, feature, or problem you
encounter when working with Excel. The Help window is set up like a browser, with links to
specific categories and topics, and it features some of the same tools you find in your web browser,
including:
• Back: Jumps to the previously opened Help topic.
• Forward: Jumps to the next opened Help topic.
• Home: Returns to the initial Help window.
• Print: Allows you to print the current Help topic.
• Use Large Text: Shows larger text in the Help window.
Figure 1-22
The Excel Help Toolbar
Take Note Many Excel dialog boxes contain a Help button. When you click it, a Help window opens with
information about that dialog box.
You can find help in several different ways. For example, you can click one of the links under Pop-
ular searches or click a topic listed under Getting started or Basics and beyond. You can also type a
keyword or phrase in the Search box, and then press Enter. When you do this, related help topics
appear in the Help window.
When you click the arrow next to Excel Help at the top of the Help window, the resulting menu
lets you choose between searching help topics that are available online and just those topics in-
stalled on your computer (referred to as offline help). If your computer has an “always on” connec-
tion to the Internet, such as a cable modem or LAN connection, you might want to select Excel
Help from Office.com, which is Microsoft’s online-based built-in Help system. If your computer
uses a dial-up modem, or if you simply choose not to access online help information, choose the
Excel Help from your computer option to access the topics installed on your computer.
22 Lesson 1
Skill Summary
Objective
In this lesson you learned how: Exam Objective Number
To start Excel Create new Blank workbooks. 1.1.1

To work in the Excel window Customize the Quick Access Toolbar. 1.4.3
To change Excel’s view Split the window. 1.4.13
Change workbook views. 1.4.6
To work with an existing workbook Demonstrate how to use Go To. 1.2.4
Demonstrate how to use Name Box. 1.2.5
To work with Excel’s Help system
Knowledge Assessment
Multiple Choice
Select the best response for the following statements.
1. An arrow in the bottom-right corner of a group on the ribbon tells you that which of the
following is available?
a. dialog box
b. additional workbook
c. list of worksheets
d. additional part of the current range
2. Which of the following is a selected cell?
a. current command
b. default option
c. active cell
d. default cell
3. Which feature enables you to preview headers and footers, page breaks, and other
features that will print?
a. Page Layout
b. Print Layout
c. Synchronous Scrolling
d. Window view
4. After a file has been opened, the filename appears in which of the following?
a. title bar
b. footer
c. header
d. Description pane
5. When you split a window, the window is divided into how many panes?
a. two
b. three
c. four
d. two or four
6. When you click the Help button, what opens?
a. ScreenTips
b. Keytips
c. Help window
d. dialog box
Overview 23
7. Which is the intersection of a row and column?

a. range
b. tab
c. bar chart
d. cell
8. Which of the following starts off with Save, Undo, and Redo and can be customized to
contain the commands you use most frequently?
a. A worksheet
b. The Help window
c. The Quick Access Toolbar
d. The ribbon
9. How many worksheets does a new Excel 2013 workbook open with?
a. one
b. two
c. three
d. four
10. To get to the last cell on the worksheet, which of the following should you press?
a. Ctrl + Home
b. Ctrl + End
c. Ctrl + Right
d. Ctrl + Left
True / False
Circle T if the statement is true or F if the statement is false.
T F 1. Pressing the F1 key displays Backstage view.

T F 2. Pressing the Alt key activates Keytips that allow you to use the keyboard to
choose ribbon tabs instead of clicking them with the mouse.
T F 3. Ctrl + O opens a new blank workbook.
T F 4. The Quick Access Toolbar appears on the right side of the title bar, above the
ribbon.
T F 5. Ctrl + F displays Backstage view.
T F 6. Click the FILE tab to get to Backstage view.
T F 7. Press Ctrl + Home to go to cell A1.
T F 8. The columns in a worksheet are identified by numbers.
T F 9. The active cell in a worksheet is outlined by a bold rectangle.
T F 10. Page Layout view is useful when preparing your data for printing.
Project 1-1: Utilizing Help

Use this project to better familiarize yourself with the Help system.
GET READY. LAUNCH Excel if it is not already running.

1. On the right side of the title bar, click the Help button.
2. When the Help window opens, choose Learn Excel basics and read the first few topics
displayed in the window.
3. Click the Home button.
4. Across from Getting started, click the more button and review the topics in the
online help.
5. Close the browser window.
24 Lesson 1
6. In the Excel Help window in the Search box, type select cells and read one of the
topics.
7. Click the Close button is in the upper-right corner of the window to close the Help
window.
LEAVE Excel open for the next project.
Project 1-2: Printing Shortcuts

Having a list of shortcuts can be helpful.
1. Click the Help button to display the Excel Help window.

2. Click the Keyboard shortcuts link and find the list of shortcuts.
3. If you have permission to print, click the Print icon to print the list. Close the Help
window.
Proficiency Assessment
Project 1-3: Utilizing the Ribbon

GET READY. LAUNCH Excel if it is not already running and display a blank workbook.
1. Click the FILE tab. This is your instant access to Backstage view. Click several of the
commands in Backstage view that are shown on the navigation bar in the left pane.
2. Click the Return to document arrow to return to the workbook. Click the HOME tab, if
it isn’t already displayed. Move the mouse pointer over the ribbon, reading the various
ScreenTips that appear as the pointer rests over individual ribbon elements.
3. On the HOME tab, in the Font group, click the Font arrow. Note that the first font at the
top of the font list is displayed. Click the arrow again to hide the list.
4. Click the Font arrow again, and choose Times New Roman. Note the corresponding
change in font on the Font list.
5. Move the pointer to the Quick Access Toolbar and click the Undo button. Note that your
font returns to the default font, usually Calibri.
6. Click the INSERT tab. Move the pointer over the ribbon and examine it while reading
the ScreenTips.
7. Click the VIEW tab. Once again, point to the ribbon and examine its features.
8. Click the FILE tab again to display Backstage view.
9. Click the Close command at the bottom of the left pane to close the workbook. If
prompted to save the document, choose Don’t Save.

Overview 25
Project 1-4: Navigating a List of Homes for Sale

Fabrikam, Inc., a realtor, has a list of homes for sale. You need to know how large the list is.

1. Open the 01 Fabrikam Customer Houses file.
2. Press Ctrl + End to move to the last cell in the workbook.
3. Press Ctrl +Home to move to the first cell.
4. Click cell B6.
5. Press Ctrl + Right Arrow to go to the right edge of the active range.
6. Press Ctrl + Left Arrow to go to the left edge.
7. Press Ctrl + Up Arrow to go to the top edge of the active range.
8. CLOSE the workbook.
Mastery Assessment
Project 1-5: Viewing an Excel Training Video

Use this project to better familiarize yourself with tutorials that come with Excel.

1. Press F1 to display the Excel Help window.
2. Click the Get free training icon.
3. Click the Download button.
4. If prompted, choose Open in the message bar to allow the application to load. This will
launch a training exercise in Microsoft PowerPoint.
5. Follow the instructions in PowerPoint and go through the training. Press Esc when you
are done.
CLOSE PowerPoint, the Web browser, and the Excel Help window. LEAVE Excel open for
the next project.
Project 1-6: Home Loan Calculator

Excel can help you create a loan payment schedule for major purchases. However, to navigate
within the workbook used in this project, you need to change the views.

1. OPEN the 01 Jim’s Loan Schedule file.
2. Go to Page Layout view and scroll to the end of the document to see how the pages
will lay out.
3. Return to Normal view.
4. Split the screen into two windows and scroll so you can see the 360th payment as well
as the top part of the worksheet (A1 through J17).
26 Lesson 1
5. Change the Loan amount to 200,000 at 4.5% interest and edit the start date of the loan
for the first of next month. Notice the change in scheduled payment and total interest.
6. Change the loan period to 15 years and notice that the payment numbers seem to
disappear. Scroll up in the lower window until you see the last payments.
7. CLOSE Excel. If prompted to save the workbook, choose Don’t Save.
Working with
Microsoft Excel 2013 2
Lesson Skill Matrix
Creating Workbooks Create new blank workbooks. 1.1.1
Saving Workbooks Save workbooks in alternate file formats. 1.5.2
Maintain backward compatibility. 1.5.6
Save files to remote locations. 1.5.8
Entering and Editing Basic Data in a Worksheet Append data to a worksheet. 2.1.1
Find and replace data. 2.1.2
Adjust column width. 1.3.5
Demonstrate how to use the Auto Fill tool. 2.1.4
Expand data across columns. 2.1.5
Delete cells. 2.1.6
Using Data Types to Populate a Worksheet Apply Number formats. 2.2.6
Cutting, Copying, and Pasting Data Copy and paste data. 2.1.3
Editing a Workbook’s Properties Add values to workbook properties. 1.4.8
Key Terms
• Auto Fill
• AutoComplete
• copy
• copy pointer
• cut
• fill handle
• Flash Fill
• formula bar
• keywords
• label
• move pointer
• natural series
• Office Clipboard
• paste
• range
• selecting text
• workbook properties
©asiseeit / iStockphoto
27
28 Lesson 2
Purchasing a home is generally the biggest financial investment most people make
in a lifetime. Real estate agents advise and assist those who want to buy a new
home or sell their present home. Some real estate agents can also help people
find rental homes. When people are ready to sell their homes, they often list with
a real estate agent who earns a commission or percentage of the home’s selling
price when the home sells. Agents take an exam to be licensed by their state. Many
licensed agents also become Realtors®. This is a trademarked name that an agent
can use only when he or she joins the local, state, and national associations of Re-
©asiseeit / iStockphoto
altors®. Fabrikam, Inc., located in Columbus, Ohio, is a real estate firm owned by
Richard Carey and David Ortiz. Fabrikam has five fulltime sales agents and a college intern. Fabrikam’s intern
uses Excel to help manage sales, expenses, and support the business. In this lesson, you continue to view,
add, and manipulate data in an Excel 2013 spreadsheet similar to that used by Fabrikam, Inc.
Software Orientation
Excel’s HOME Tab

The ribbon in Microsoft Office Excel 2013 is made up of a series of tabs, each related to spe-
cific kinds of tasks that you perform in Excel. The HOME tab, shown in Figure 2-1, contains
the commands that people use the most when creating Excel documents. Having commands
visible on the work surface enables you to see at a glance most tasks you want to perform. Each
tab contains groups of commands related to specific tasks or functions.
Cut
Paste Copy Command Dialog Box Launchers Command Groups Command options arrows
Formula Bar Column Marker
Figure 2-1 Some commands have an arrow associated with them. In Figure 2-1, you see the option arrows
Ribbon, formula bar, and associated with AutoSum and Find & Select. This indicates that in addition to the default
command options task, other options are associated with the task. Similarly, some of the groups have Dialog Box
Launchers associated with them. Clicking these displays additional commands not shown on
the ribbon. In Figure 2-1, the Clipboard, Font, Alignment, and Number groups have associ-
ated dialog boxes, whereas Styles, Cells, and Editing do not.
Working with Microsoft Excel 2013 29
Creating workbooks
There are three ways to create a new Microsoft Excel workbook. You can open a new, blank
Bottom Line
workbook using the FILE tab to access Backstage view or when you launch Excel. You can open
an existing Excel workbook, enter new or additional data, and save the file with a new name, thus
creating a new workbook. You can also use a template to create a new workbook. A template is a
model that has already been set up to display certain kinds of data, such as sales reports, invoices,
and so on.
Creating a Workbook from Scratch

To create a new workbook, launch Excel and select a blank workbook or another type of template.
If you are working in Excel and want to begin a new workbook, click the FILE tab, click New,
and then click Blank workbook. Worksheets often begin with text that describes the content of
the worksheet. In this exercise, you create two Excel workbooks: one with a company address and
one with a quick phone message.
Step by step Create a Workbook from Scratch
GET READY. LAUNCH Excel. Excel gives you options for starting a blank workbook, taking
a tour, or using templates (see Figure 2-2).
Figure 2-2
Available options after Excel is
launched
1. Click Blank workbook. If you have just launched Excel, Book1 – Excel appears in the
1.1.1 title bar at the top of the window. A blank workbook opens with A1 as the active cell.
2. In cell A1, type Fabrikam Inc. This cell is the primary title for the worksheet. Note that
How do you create a new as you type, the text appears in the cell and in the formula bar (see Figure 2-3). See the
workbook file? definition of formula bar in the “Editing a Cell’s Contents” section on page 37.
30 Lesson 2
Figure 2-3
Typed text appears in both the
active cell and the formula bar.
3. Press Enter. The text is entered into cell A1, but appears as if it flows into cell B1.
4. In cell A2, type 123 Fourth Street and press Enter.
5. In cell A3, type Columbus, OH 43204 and press Enter.
6. Sometimes you need a quick work area to complete another task while you are in the
middle of a workbook. You can open another workbook as a scratch area. Click the FILE
tab, and in the left pane, click New. The different templates available appear (refer to
Figure 2-2).
7. In the Backstage view, click Blank workbook. A second Excel workbook opens and
Book2 appears in the title bar.
Another Way 8. In cell A1, type Phone Calls and press Enter.
When you work in 9. In cell A2, type David Ortiz UA flight 525 arriving 4:30 pm and press Enter.
Excel, you can open a blank
workbook with the shortcut PAUSE. LEAVE both Excel workbooks open for the next exercise.
combination Ctrl + N.
Switching Between Open Workbooks

The ability to multitask is prized by most employers. Windows and Excel enable you to work on
multiple projects simultaneously. When the phone rings, you can quickly go to another area, make
notes, or research a question, and then return to your work. If you have multiple workbooks open,
you might need to move quickly between the workbooks to finish your tasks.
Step by step Switch Between Open Workbooks
GET READY. Both temporary workbooks with the address and phone message should be
open. The Phone Calls workbook is the current workbook in this case.
1. To return to the company address, click the Excel icon on the taskbar (see Figure 2-4).
Each of the open workbooks appears in a preview window. When you move the mouse
pointer over each workbook, it previews on the screen.
Figure 2-4
Open workbooks appear
by clicking the Excel icon
on the taskbar.
Excel icon Taskbar

(open)
Another Way
You can also switch
between two recent active
workbooks with Ctrl + Tab. 2. Click Book1 - Excel. The unsaved company address becomes the active workbook.
Take Note Unlike previous versions, Excel now displays each workbook in a separate window.
Saving Workbooks
When you save a file, you can save it to a folder on your computer’s hard drive, a network drive,
Bottom Line
disc, CD, USB drive, SkyDrive, or other storage location. You must first identify where the doc-
ument is to be saved. The remainder of the Save process is the same, regardless of the location or
storage device.
Naming and Saving a Workbook

When you save a file for the first time, you are asked two important questions: Where do you want
to save the file? What name will you give to the file? In this lesson, you practice answering these
questions for two different files. By default in all Office applications, documents are saved to the
My Documents folder.
Step by step Name and Save a Workbook
GET READY. USE the workbook from the previous exercise or type your name and address
in a new workbook.
Another Way 1. Click the FILE tab to open Backstage view. In the left pane, click Save As to display the
You can also save save options.
the workbook with Ctrl + S. 2. Double-click Computer to open the Save As dialog box (see Figure 2-5).
Figure 2-5
Save As dialog box
3. From the left-hand navigation pane, in the Save As dialog box, click Desktop. The
Desktop becomes the new destination of your saved file.
4. In the Save As dialog box, click New folder. A folder icon appears with the words New
folder selected (see Figure 2-6).
32 Lesson 2
Figure 2-6
Type a new name in place
of New folder.
5. Type Excel Lesson 2 and press Enter.

1.5.2
6. Click the Open button.
7. In the File name box, type 02 Fabrikam Address Solution.
How do you name and save
8. Click the Save button.
a workbook to a specific
location? PAUSE. LEAVE the workbook open to use in the next exercise.
Take Note Save your workbook often and especially before opening another workbook, printing, or after you
enter information.
Workplace Ready
organizations’ file conventions
When you first start working at any organization, your employer might give you conventions to
use when naming files or editing those files. File conventions might include adding the date or
your name or initials to a portion of a file name or adding “r” or “rev” followed by a revision num-
ber. An example might be 2014-03-17FiveYearBudgetR3.
In addition to file naming, your organization might want you to save files to specific network
drives and folders for different kinds of documents. They might have rules for which files require
passwords, when files should be destroyed, and frequencies required for backups. If you go into the
business knowing how to manage files, you will be an asset to the organization. Even if there are
no existing conventions, you might want to think about your own personal conventions to ensure
you can find and protect your files.
Following is an example of a simple drive structure for a charter school.

Saving to Your SkyDrive

SkyDrive is a cloud-based application that allows you to store your files so you can retrieve them
anywhere and share them with other people if desired. SkyDrive is also a great place to store
backup files of important documents. SkyDrive comes with Windows 8 or you can install the
free desktop app on Windows 7 and Windows Vista. This exercise assumes you have Windows 8
already loaded with SkyDrive.
Step by step Save to Your SkyDrive
in a new workbook.
1. Click the FILE tab and then click Save As.
2. In the Backstage view, under Save As, click [Your name] SkyDrive (see Figure 2-7). You
may need to sign in to SkyDrive if you haven’t already.
34 Lesson 2
Figure 2-7
SkyDrive information on
the Backstage view
3. Click the Browse button.

1.5.8
4. Click the New folder button.
5. In the New folder text box, type Excel Lesson 2 to save a folder for this lesson on your
How do you save a file SkyDrive and press Enter.
to SkyDrive?
6. Double-click the Excel Lesson 2 icon to move to that folder.
7. Keep the file with the same name (or type 02 Fabrikam Address Solution in the File
name box), and then click the Save button.
Saving a Workbook Under a Different Name

You can rename an existing workbook to create a new workbook. For example, the address you
created in the preceding exercise is current. When you have multiple offices, you can save the file
with a new name and use it to enter data for another office. You can also use an existing workbook
as a template to create new workbooks. In this exercise, you learn how to use the Save As dialog
box to implement either of these options.
Step by step Save a Workbook Under a Different Name
GET READY. USE the workbook from the previous exercise or type Fabrikam Inc. in cell A1.
1. In cell A2, type 87 East Broad Street and press Enter.
2. In cell A3, type Columbus, OH 43215 and press Enter.
3. Click the FILE tab, and in the left pane, click Save As. The Backstage view shows that
the Current Folder (see Figure 2-8) is Excel Lesson 2 on your SkyDrive, because it was
the folder that was last used to save a workbook.
Figure 2-8
Current and Recent
folders used
4. Click Computer to return to the drive you used before.

5. In the right pane, double-click Excel Lesson 2.
6. Click in the File name box, click after Fabrikam, and type Broad so the name reads
02 Fabrikam Broad Address Solution.
7. Click Save. You created a new workbook by saving an existing workbook with a new
name.
8. Click the FILE tab, click Save As in the left pane, and click Browse.
9. In the File name box, type 02 Fabrikam Address Template Solution.
10. In the Save a type box, click the drop-down arrow and choose Excel Template. Click
the Save button.
Take Note Templates are automatically saved in another location so they can be opened with the FILE, New
option.
PAUSE. CLOSE Excel. Do not save the Phone Calls workbook.

1.5.2
Creating a template to use for each new workbook based on the example file eliminates the possi-
How do you rename and bility that you might lose data because you might overwrite a file after you enter new data. To use
save an existing workbook? the template, you choose FILE > New > Personal and select the template you saved. When you
exit, you are prompted to save the file with a new name.
Cross For more information on templates, see the “Accessing and Using Excel Templates” section in
Ref Lesson 3.
Saving a Workbook in a Previous Excel Format

Files created in earlier Excel versions can be opened and revised in Excel 2013. However, if some
of your users do not have the latest version or use other applications, they might not be able to
open your file. You can save a copy of an Excel 2013 workbook (with the .xlsx file extension) to a
version that is compatible with Excel 97 through Excel 2013 (with the .xls file extension) versions.
The program symbol displayed with the filenames is different, but it is a good idea to give the
earlier edition file a different name. It is also a good idea to check which issues might be lost with
Excel’s compatibility checker.
36 Lesson 2
Step by step Save a Workbook in a Previous Excel Format
GET READY. LAUNCH Excel.

1. At the bottom of the left pane, click Open Other Workbooks.
2. In the Backstage Recent Workbooks pane, click 02 Fabrikam Broad Address Solution.
3. First check for compatibility issues. Click the FILE tab, click Info, click Check for Issues,
and then click Check Compatibility. The Microsoft Excel – Compatibility Checker dialog
box in Figure 2-9 opens.
Figure 2-9
The Compatibility Checker
showing no compatibility
issues
4. Read the information in the Compatibility Checker dialog box and click OK.
5. Click the FILE tab, click Export, and then click Change File Type. The Backstage view
shows the different file types (see Figure 2-10).
Figure 2-10
Change File Type options in
Backstage view.
6. Click Excel 97-2003 Workbook (*.xls) and click Save As.

7. In the File name box, click before Solution and type 97-03, and then click Save.
1.5.6
8. Click the FILE tab, and then click Open. The Recent Workbooks pane in Backstage view
shows the last set of documents that have been saved.
How do you save a 9. Click 02 Fabrikam Broad Address Solution.
workbook for use in a
previous version of Excel? PAUSE. LEAVE the workbook open to use in the next exercise.
Saving in Different File Formats

You can save an Excel 2013 file in a format other than .xlsx or .xls. The file formats that are listed
as options in the Save As dialog box or on the FILE tab depend on what type of file format the
application supports. When you save a file in another file format, some of the formatting, data,
and features might be lost.
Step by step Save in Different File Formats
in a new workbook.
1. Click the FILE tab, and then click the Export button.
2. Click the Change File Type button. Excel explains the different file types (refer to
Figure 2-10).
3. Click the Create PDF/XPS Document option. Figure 2-11 shows the reason for using this
format.
Figure 2-11
Backstage preview giving
you information about the
PDF/XPS format
4. In the right pane, click the Create PDF/XPS button.

5. In the left navigation pane, click Desktop.
1.5.2
6. Double-click Excel Lesson 2 to move to that folder.
7. The file name gives the last name with a PDF extension.
How do you save a
8. Click Publish.
workbook in PDF format?
9. The Reader application opens with the PDF file displayed (see Figure 2-12).
38 Lesson 2
Figure 2-12
PDF Reader
10. Press Alt + F4 to close the Reader application.

11. If necessary, press Alt + Tab to return to the Excel file.
PAUSE. CLOSE all open workbooks and LEAVE Excel open to use in the next exercise.
Take Note Adobe PDF (Portable Documents Format) ensures that your printed or viewed file retains the
formatting that you intended, but the file cannot be easily changed. You can also save your work-
books in a Web page format for use on websites with Single File Web Page or Web Page options.
To import data into another format, you can also try Text (Tab delimited) or CSV (Comma de-
limited) formats. All of these options are available from the Save a type drop-down menu or the
FILE tab.
Entering and Editing Basic Data in a Worksheet

You can type data directly into a worksheet cell or cells. You can also copy and paste information
Bottom Line
from another worksheet or from other programs. Copy takes the information from one location
and duplicates it. You use Paste to put this information into another location. To enter data in
a cell in a worksheet, you must make the desired cell active and then type the data. To move to
the next column after text is entered, press Tab. Continue to press Tab to go to the next column.
Entering Basic Data in a Worksheet

When you finish typing the entries in a row, press Enter to move to the beginning of the next row.
You can also use the arrow keys to move to an adjacent cell or click on any cell to make that cell
active. Press Enter to accept the entry. In the following exercise, you create a list of people working
in the office.
Step by step Enter Basic Data in a Worksheet
GET READY. If necessary LAUNCH Excel and OPEN a new workbook.

1. Click cell A1, type Fabrikam Inc., and press Enter. Notice that the active cell moves to
the next row, to cell A2.
2. In cell A2, type Employee List and press Enter.

3. Click cell A4, type Name, and press Tab. Notice that the active cell moves to the next
column, to cell B4.
Troubleshooting If you type the wrong data, you can click the cell and retype the entry. In the following sec-
tions, you see how to edit text.
4. Type Extension and press Enter. Notice that the active cell moves to the first cell in the
2.1.1 next row.
5. Type Richard Carey and press Tab.
How do you add text and 6. Type 101 and press Enter. Richard Carey looks cut off.
values to a workbook?
7. Click cell A5 and notice that the complete entry for Richard Carey appears in the
formula bar.
8. Click cell A6, type David Ortiz, and press Enter.
9. Type Kim Akers and press Enter.
10. Type Nicole Caron and press Enter.
11. SAVE the workbook in the Computer’s Excel Lesson 2 folder as 02 Fabrikam Employees
Solution. Your file should look like Figure 2-13.
Figure 2-13
The completed 02 Fabrikam
Employees workbook
2.1.5
How do you display

characters that extend
longer than one column? PAUSE. LEAVE the workbook open for the next lesson.
Take Note Text is stored in only one cell, even when it appears to extend into adjacent cells. If an entry is
longer than the cell width and the next cell contains data, the entry appears in truncated form. To
edit the data, you need to go to the cell where the text starts and not in the adjacent cells.
Changing the Column Width

In Excel, column width is established based on the existing data. When you add an entry in a
column that extends beyond the column’s width, it is necessary to adjust the column width to
accommodate the entry.
Step by step Change the Column Width
GET READY. Use the 02 Fabrikam Employees Solution file from the previous exercise.
1. Move the mouse pointer between columns A and B, to the column markers at the top of
the worksheet (see Figure 2-14). The mouse pointer changes to a double-headed arrow.
Figure 2-14
Column markers for
Column width
columns A and B double-headed arrow
40 Lesson 2
2. Double-click the column marker between A and B. The width of the column changes
to the widest entry in column A. In this case, the widest entries are Employee List and
Richard Carey’s name.
Take Note To change the column width manually, point to the column marker between columns A and B
and drag the pointer left or right instead of double-clicking.
3. Drag the double-headed arrow mouse pointer between columns B and C until the
ScreenTip shows Width: 20 (145 pixels) or something close to this amount (see
Figure 2-15).
Figure 2-15
By dragging the double-
headed arrow the ScreenTip
shows the width of the column
1.3.5
4. SAVE the 02 Fabrikam Employees Solution file. This overwrites your previous version
without the column width change.
How do you change the
width of a column? PAUSE. CLOSE the workbook and LEAVE Excel open for the next exercise.
Take Note When you type text that is longer than the cell’s width, the text appears as if it extends into the
next cell. However, when you type in the next cell, the overflow text does not display. The text is
still there. It is often easier to proof your work if you have the column widths match the longest
text. You can double-click on the column markers to automatically adjust to the widest entry or
drag the column marker to adjust the column width to your desired width.
Editing a Cell’s Contents

One advantage of electronic records versus manual records is that changes can be made quickly
and easily. To edit information in a worksheet, you can make changes directly in the cell or edit
the contents of a cell in the formula bar, located between the ribbon and the worksheet. When
you enter data in a cell, the text or numbers appear in the cell and in the formula bar. You can
also enter data directly in the formula bar. Before changes can be made, however, you must select
the information that is to be changed. Selecting text means that you highlight the text that is
to be changed. You can select a single cell or a portion of the cell’s text in the formula bar before
you make changes. You can also double-click in a cell to position the insertion point for editing.
Step by step Edit a Cell’s Contents
GET READY. OPEN a blank workbook.

1. Click cell A1, type Fabrikam, and press Enter. The insertion point moves to cell A2 and
nothing appears in the formula bar.
2. Click cell A1. Notice that the formula bar displays Fabrikam (see Figure 2-16).
Figure 2-16
Active cell and formu-
la bar displaying the
same information
Formula bar
Active cell
3. Click after Fabrikam in the formula bar, type a space, type Incorporated, and press Tab.
The insertion point moves to cell B1 and nothing appears in the formula bar (see Figure
2-17).
Figure 2-17
Although it looks like text is in
B1, it is extended text from A1.
Nothing
shows in the
formula bar.
4. Click cell A1 and in the formula bar, double-click on Incorporated to select it. Type Inc.
and press Enter.
5. Type Sales and press Enter.
6. Click cell A2 and click after Sales in the formula bar.
7. Press Home. The insertion point moves to the beginning of the formula bar.
Take Note While you are editing in the formula bar, you can press Home to move to the beginning, End to
move to the end, or the left or right arrow keys to move one character at a time. Press Delete to
delete characters after the insertion point. Press Backspace to delete characters before the insertion
2.1.2 point.
8. Type Monthly and then press the spacebar. Press Enter.
How do you change a
9. In cell A3, type January and press Enter.
cell’s data?
10. Click cell A3, type February, and press Enter. Cell A3’s original text is gone and
February replaces January.
11. Click cell A3 and press Delete. The entry in A3 is removed.
12. Above row 1 and to the left of column A, click the Select All button (see Figure 2-18).
All cells on the worksheet are selected.
42 Lesson 2
Figure 2-18
The mouse pointer changes to
a white cross when moved to
the Select All button.
13. Press Delete. All entries are removed.
PAUSE. CLOSE the workbook without saving and LEAVE Excel open for the next exercise.
Take Note If you edit a cell’s contents and change your mind before you press Enter, press Esc and the origi-
nal text will be restored. If you change the contents of a cell and then do not want the change, click
the Undo button on the Quick Access Toolbar or press Ctrl + Z. The deleted text will be restored.
Another Way You can edit a cell by double-clicking the cell and then typing the replacement text in the cell. Or,
You can right-click you can click the cell and then click in the formula bar.
a cell or a selected range
of cells and choose Delete When you are in Edit mode:
from the shortcut menu that
appears. • The insertion point appears as a vertical bar and most commands are inactive.
• You can move the insertion point by using the left and right arrow keys.
Use the Home key on your keyboard to move the insertion point to the beginning of the cell, and
use the End key to move the insertion point to the end of the cell. You can add new characters at
the location of the insertion point.
To select multiple characters while in Edit mode, press Shift while you press the arrow keys. You
also can use the mouse to select characters while you are editing a cell. Just click and drag the
mouse pointer over the characters that you want to select.
As in the preceding exercises, there are several ways to modify the values or text you enter into a
cell:
• Erase the cell’s contents.
• Replace the cell’s contents with something else.
• Edit the cell’s contents.
Deleting and Clearing a Cell’s Contents

To erase the entire contents of a cell, click the cell and press Delete. This deletes what is in the cell
rather than the cell itself. To erase the contents of more than one cell, select all the cells that you
want to erase and on your keyboard, press Delete. Pressing Delete removes the cell’s contents, but
does not remove any formatting (such as bold, italic, or a different number format) that you might
have applied to the cell.
Step by step Delete and Clear a Cell’s Contents

2.1.6
How do you delete data in 1. In cell A1, type 1 and press Enter.
a workbook?
2. Type 2 and press Enter.

5. Highlight cells A1 through A4 (containing the numbers 1 through 4).
6. Press Delete. All the cells are erased.
7. On the Quick Access Toolbar, click the Undo button to return the cell entries.
Another Way 8. Click cell B5, type $275,000, and press Enter. The value and format are placed into the
You can right-click cell.
a cell or a selected range 9. Click cell B5 and press Delete.
of cells and choose Delete
10. Type 225000 without the dollar sign and comma and press Enter. Notice that $225,000
from the shortcut menu that
is formatted. Although the original entry is gone, the cell retains the previous format
appears.
when you press Delete.
11. Click cell B5 and on the HOME tab, in the Editing group, click Clear (see Figure 2-19).
Figure 2-19
The Clear menu
12. Click Clear Formats. 225000 displays without the dollar sign and comma.
Take Note Clear displays a number of options. To remove both the entry and the format, choose Clear All.
PAUSE. CLOSE the workbook without saving and LEAVE Excel open for the next exercise.
Using Data Types to Populate a Worksheet

You can enter three types of data into Excel: text, numbers, and formulas. In the following exer-
Bottom Line
cises, you enter text (labels) and numbers (values). You enter formulas in Lesson 4, “Using Basic
Formulas.” Text entries contain alphabetic characters and any other characters that do not have
a purely numeric value. The strength of Excel is its capability to calculate and analyze numbers
based on the numeric values you enter. Of course, if you enter the wrong numbers, you get the
wrong calculations. For that reason, accurate data entry is crucial.
Entering Labels and Using AutoComplete

Labels are used to identify numeric data and are the most common type of text entered in a
worksheet. Labels are also used to sort and group data. If the first few characters that you type in
a column match an existing entry in that column, Excel automatically enters the remaining char-
acters. This AutoComplete feature works only for entries that contain text or a combination
of text and numbers.
Step by step Enter Labels and Use AutoComplete
Troubleshooting To verify that AutoComplete is enabled, click the FILE tab accessing Backstage view, click Op-
tions, and then click Advanced in the navigation pane. In the Editing options section, click the
Enable AutoComplete for cell values check box if it is not already checked. Click OK.
1. In cell A1, type Fabrikam Inc. and press Enter.

44 Lesson 2
2. Type Monthly Sales.

3. Click cell A4 and type Agent and press Tab.
4. In cell B4, type Last Closing Date and press Tab.
5. In cell C4, type January and press Enter.
6. In cell A5, type Richard Carey, and press Enter.
7. In cell A6, type David Ortiz and press Enter.
8. In cell A7, type Kim Akers and press Enter.
9. Type Nicole Caron and press Enter.
10. Click cell A9 and type R. As shown in Figure 2-20, AutoComplete is activated when
you type the R because it matches the beginning of a previous entry in this column.
AutoComplete displays the entry for Richard Carey.
Figure 2-20
AutoComplete displaying a
previous entry with matching
first character
11. Type y. The AutoComplete entry disappears. Finish typing the entry for Ryan Calafato
and press Enter.
12. Type R. Notice that no AutoComplete entry appears this time. Type i and notice that the
AutoComplete entry shows Richard Carey.
13. Press Esc to undo the entry.
14. Increase the column widths for columns A and B so you can see the entries in row 4
and below (see Figure 2-21).
Cross See “Changing the Column Width” previously in this lesson for information on how to change
Ref the column widths.
Figure 2-21
Column widths for columns A
and B adjusted to see items in
all cells
Take Note Excel bases the list of potential AutoComplete entries on the text in the rows above the current
row. If different rows start with the same character, you might have to type more than one char-
acter for the AutoComplete entry to display.
To accept an AutoComplete entry, press Enter or press Tab. When you accept AutoComplete, the
completed entry matches the pattern of uppercase and lowercase letters of the existing entry. To
delete the automatically entered characters, press Backspace. Entries that contain only numbers,
dates, or times are not automatically completed. If you do not want to use the AutoComplete
option, the feature can be turned off by selecting FILE > Options > Advanced > Editing options
section > Enable AutoComplete for cell values.
Entering Numeric Values

Numeric values are the foundation for Excel’s calculations, analyses, charts, and graphs. Numbers
can be formatted as currency, percentages, decimals, and fractions. By default, numeric entries are
right-justified in a cell. Applying formatting to numbers changes their appearance but does not
affect the cell value that Excel uses to perform calculations. The value is not affected by formatting
or special characters (such as dollar signs) that are entered with a number. The true value is always
displayed in the formula bar.
Step by step Enter Numeric Values
GET READY. USE the workbook from the previous exercise.

1. Click cell C5, type $275,000, and press Enter.
2. Click cell C5 and notice that 275000 appears in the formula bar and the formatted value
appears in the cell.
3. Click cell C6, type 125,000, and press Enter. Be sure to include the comma in your entry.
The number is entered in C6 and C7 becomes the active cell. The number appears
in the cell with the comma and no dollar sign (unlike the entry in C5); however, the
formula bar displays the true value and disregards the special characters.
4. Type 209000 and press Enter. The number is entered with no dollar sign and no
comma.
5. Type 258,000 and press Enter.
6. Type 145700 and then click cell C5. Figure 2-22 illustrates how your worksheet should
look with the values you just typed.
Figure 2-22
The actual value of the cell
entry in C5 is unaffected by
formatting.
Special characters that indicate the type of value can also be included in the entry. Table 2-1 illus-
trates special characters that can be entered with numbers.
46 Lesson 2
Table 2-1 Character Description

Characters used to
identify values + Indicates a positive value.
- or ( ) Indicates a negative value.
$ Indicates a currency value.
% Indicates a percentage (typed after number).
/ Indicates a fraction or a date.
= Indicates what follows is a number (or a formula). This is useful

when there is an ambiguous entry. For example, 4/5 assumes April
5th of the current year, whereas =4/5 enters four-fifths or 0.8.
. Indicates a decimal.
, Separates the digits of an entry (thousands, millions, and so on).
Entering Dates
Dates are often used in worksheets to track data over a specified period of time. Like text, dates
can be used as row and column headings. However, dates are considered serial numbers, which
means that they are sequential and can be added, subtracted, and used in calculations. Dates can
also be used in formulas and in developing graphs and charts. The way a date is initially displayed
in a worksheet cell depends on the format in which you type the characters. In Excel 2013, the de-
fault date format uses four digits for the year. Also by default, dates are right-justified in the cells.
Step by step Enter Dates
GET READY. Use the workbook from the previous exercise.

1. Click cell B5, type 1/4/2014, and press Enter.
2. Click cell B6, type 1/25/14, and press Enter. The date is entered in C6 as 1/25/2014 and
B7 becomes the active cell.
3. Type 1/17 and press Enter. 17-Jan is entered in the cell. Click cell B7, and notice that
1/17/20XX (with XX representing the current year) appears in the formula bar.
4. If the year is not 2014, click cell B7 and press F2. Change the year to 2014 and press
Enter.
5. In cell B8, type 1/28/14 and press Enter.
6. Type January 21, 2014 and press Enter. 21-Jan-14 appears in the cell. If you enter a date
in a different format than specified or had already entered something in the cell and
deleted it, your worksheet might not reflect the results described. The date formats in
column B are not consistent (see Figure 2-23). You apply a consistent date format in the
next section.
Figure 2-23
If you don’t type dates the
same way, the formats are
inconsistent in a workbook.
7. In cell B9, type 1/1/10 and press enter. Notice that the value changes but the formatting
remains the same.
8. Click the Undo button to return to the workbook shown in Figure 2-23.
Another Way Excel interprets two-digit years from 00 to 29 as the years 2000 to 2029; two-digit years from 30
Ctrl + ; (semicolon) to 99 are interpreted as 1930 to 1999. If you enter 1/28/28, the date will be displayed as 1/28/2028
enters the current date into a in the cell. If you enter 1/28/37, the cell will display 1/28/1937.
worksheet cell; Ctrl + : (colon)
enters the current time. If you type January 28, 2020, the date will display as 28-Jan-20. If you type 1/28 without a year,
Excel interprets the date to be the current year. 28-Jan will display in the cell, and the formula bar
will display 1/28/ followed by the current year. In the next section, you learn to apply a consistent
format to a series of dates.
Take Note When you enter a date into a cell in a particular format, the cell is automatically formatted even if
you delete the entry. Subsequent numbers entered in that cell will be converted to the date format
of the original entry.
Regardless of the date format displayed in the cell, the formula bar displays the date in month/
day/four-digit-year format because that is the format required for calculations and analyses.
Filling a Series with Auto Fill

Excel provides Auto Fill options that automatically fill cells with data and/or formatting. To
populate a new cell with data that exists in an adjacent cell, use the Auto Fill feature either through
the command or the fill handle. The fill handle is a small green square in the lower-right corner
of a selected cell or range of cells. A range is a group of adjacent cells that you select to perform
operations on all of the selected cells. When you refer to a range of cells, the first cell and last cell
are separated by a colon (for example, C4:H4). To use the fill handle, point to the lower-right
corner of the cell or range until the mouse pointer turns into a +. Click and drag the fill handle
from cells that contain data to the cells you want to fill with that data, or have Excel automatically
continue a series of numbers, numbers and text combinations, dates, or time periods, based on an
established pattern. In this exercise, you use the Auto Fill command and fill handle to populate
cells with data. To choose an interval for your series, type the first two entries, select them, and
then use the fill handle to expand the series using the pattern of the two selected cells.
Step by Step Fill a Series with Auto Fill
GET READY. USE the workbook from the previous exercise or type the text in Figure 2-23.
1. Select the range C4:H4. January is in the first cell.
2. On the HOME tab, in the Editing group, click the Fill button. The Fill menu appears (see
Figure 2-24).
Figure 2-24
Fill button
Fill drop-down menu
Fill options
Another Way
To quickly fill a
range of cells with the con-
tents of the first cell, select the
range, and then press Ctrl + D
3. From the menu, click right. The contents of C4 (January) are filled into all the cells.
(cells below) or Ctrl + R (cells
to the right). 4. Click the Undo button.
48 Lesson 2
5. Select the range C9:C13 and click the Fill button. Choose Down. The content of C9 is
copied into the four additional cells.
6. Click the Undo button.
2.1.4 7. Click cell C4, point to the fill handle in the lower-right corner of the cell (see Figure
2-25), and drag it to E4 and release. The Auto Fill Options button appears, and January
How do you copy a cell’s through March are displayed.
contents using Auto Fill?
Figure 2-25
Mouse pointer changes to a
black + in the bottom right of
a selected range
Fill handle
8. Click cell C5, point to the fill handle, and drag it to C9 and release. All the numbers turn
to $275,000 in column C. The Auto Fill Options button appears in D10 (see Figure 2-26).
Figure 2-26
You can fill numbers, formats,
or other options.
Auto Fill Options button
9. Click the Auto Fill Options button, and choose Fill Formatting Only from the list that
appears. All the numbers return to their previous values and are formatted with dollar
signs and commas.
10. Repeat Steps 8 and 9 for the range B5:B9.
2.2.6
11. Click cell A9, and then drag the fill handle down to A15. Ryan Calafato’s name is repeated.
12. Click the Undo button to return the spreadsheet to what is shown in Figure 2-27.
How do you apply
13. SAVE the workbook as 02 Fabrikam Sales Solution.
formatting with Auto Fill?
Figure 2-27
The completed sales workbook
PAUSE. CLOSE Excel.
Take Note When Excel recognizes a series, the default fill option is to complete the series. When you use the
fill handle and a series is not present, the default is to copy the cell contents. The Auto Fill Options
button also allows you to fill formatting only or to fill without formatting.
2.1.4
After you fill cells using the fill handle, the Auto Fill Options button appears so that you can
choose how the selection is filled. In Excel, the default option is to copy the original content and
How do you fill a series formatting. With Auto Fill, you can select how the content of the original cell appears in each cell
using Auto Fill? in the filled range.
Take Note When you type sufficient data for Excel to recognize a series, the fill handle will do the rest. For
example, to record daily sales, you might want to have consecutive columns labeled with the days
of the week. If you type Monday in the first cell, you can fill in the rest of the days by dragging
the fill handle from the Monday cell to complete the series.
Excel recognizes January as the beginning of a natural series and completes the series as far as you
take the fill handle. By definition, a natural series is a formatted series of text or numbers that
are in a normal sequence such as months, weekdays, numbers, or times. For example, a natural
series of numbers could be 1, 2, 3, or 100, 200, 300, or a natural series of text could be Monday,
Tuesday, Wednesday, or January, February, March. For different natural series, see Table 2-2.
Table 2-2 Initial Selection Extended Series

Examples of Auto Fill series
1 1, 1, 1, 1, …
1, 2 3, 4, 5, …
2012, 2013 2014, 2015, 2016, …
8:00 9:00, 10:00, 11:00, …
6:00 PM 7:00 PM, 8:00 PM, …
Mon Tue, Wed, Thu, …
Monday Tuesday, Wednesday, Thursday, …
Jan Feb, Mar, Apr, …
January February, March, April, …
Qtr1 Qtr2, Qtr3, Qtr4, Qtr1, …
2/8/2014, 2/15/2014 2/22/2014, 3/1/2014, 3/8/2014, …
1st anytext 2nd anytext, 3rd anytext, 4th anytext, …
Anytext 1 Anytext 2, Anytext 3, Anytext 4, …
Take Note Note that you might have to select two cells rather than one to continue some of the previous
patterns. To create your own custom list, go to FILE > Options > Advanced > General section >
Create lists for use in sorts and fill sequences > Edit Custom Lists.
Filling Cells with Flash Fill

Flash Fill is like Auto Fill, but Excel does more work. This is a new feature in Excel 2013. When
Excel recognizes a pattern based on other information in your workbook, it will use the pattern.
This is helpful in an example where you have typed first and last names in one column and later
decide that you want to sort by last name and then first name. You can create two more columns
to separate the names. After you start typing the first names, Excel completes the column. You can
repeat with the last name column.
Step by step Fill Cells with Flash Fill
GET READY. Before you begin these steps, LAUNCH Microsoft Excel.
1. Open the 02 Customers file.
2. Click cell B1, type First, and press Tab.
3. Click cell C1, type Last, and press Enter.
50 Lesson 2
4. Click cell B2, type Kim, and press Enter.

5. In cell B3, type H. Notice that Hazem shows in the rest of the cell and the other first
names of the customers appear (see Figure 2-28).
Figure 2-28
Flash Fill showing a possible
list for all first names
6. Press Enter.
7. Click cell C2, type Abercrombie, and press Enter.
8. In cell C3, type A and notice that Abercrombie is repeated with AutoComplete.
Continue typing bol and notice that the last names all appear. Press Enter.
9. Double-click the right border of columns B and C to set the column width.
10. Scroll down and notice that the entire worksheet is filled in.
11. SAVE the file as 02 Customers Solution.
PAUSE. CLOSE Excel.
Cutting, Copying, and Pasting Data

After you enter data into a worksheet, you frequently need to rearrange or reorganize some of
Bottom Line
it to make the worksheet easier to understand and analyze. You can use Excel’s Cut, Copy, and
Paste commands to copy or move entire cells with their contents, formats, and formulas. These
processes are discussed as the exercises in this section continue. You can also copy specific contents
or attributes from the cells. For example, you can copy the format only without copying the cell
value, or copy the resulting value of a formula without copying the formula itself. You can also
copy the value from the original cell but retain the formatting of the destination cell.
Cut, copy, and paste functions can be performed in a variety of ways by using:
• The mouse
• Ribbon commands
• Shortcut commands, such as Ctrl + C (copy), Ctrl + X (cut), and Ctrl + V (paste)
• The Office Clipboard pane
Copying a Data Series with the Mouse

By default, drag-and-drop editing is turned on so that you can use the mouse to copy (duplicate)
or move cells. Just select the cell or range of cells you want to copy and hold down Ctrl while you
point to the border of the selection. When the pointer becomes a copy pointer (arrow with a
plus), you can drag the cell or range of cells to the new location. As you drag, a scrolling ScreenTip
identifies where the selection will be copied if you release the mouse button. In this exercise, you
practice copying data with the mouse.
Step by step Copy a Data Series with the Mouse
GET READY. Before you begin these steps, Launch Microsoft Excel.
1. Open the 02 Customer Houses file.
2. Select the range A12:A22.
3. Press Ctrl and hold the mouse button down as you point to the right border of the
selected range. The copy pointer is displayed.
Troubleshooting Be sure to hold down the Ctrl key the entire time you are dragging a data series for copying
with the mouse, or you will move the series instead of copying it.
4. With the copy pointer displayed, hold down the left mouse button and drag the
selection to the right, until H12:H22 appears in the scrolling ScreenTip next to the
selection.
2.1.3
5. Release the mouse button and then release Ctrl. The data in A12:A22 also appears in
H12:H22.
How do you copy a data
series with the mouse? PAUSE. LEAVE the workbook open to use in the next exercise.
Moving a Data Series with the Mouse

Data can be moved from one location to another within a workbook in much the same way as
copying. To move a data series, select the cell or range of cells and point to the border of the se-
lection. When the pointer becomes a move pointer, you can drag the cell or range of cells to
a new location. When data is moved, it replaces any existing data in the destination cells. In this
exercise, you practice moving a data series from one range of cells to another.
Step by step Move a Data Series with the Mouse
GET READY. USE the 02 Customer Houses workbook from the previous exercise.
2.1.3 1. Select E12:E22.

2. Point to the right border of the selected range. The move pointer is displayed.
3. With the move pointer displayed, hold down the left mouse button and drag the
How do you move a data
selection to the right, until I12:I22 appears in the scrolling ScreenTip beside the
series with the mouse?
selected range.
52 Lesson 2
4. Release the mouse button. In your worksheet, the destination cells are empty;
therefore, you are not concerned with replacing existing data. The data previously in
E12:E22 is now in I12:I22.
5. Drag A1 to H12. Note that a dialog box warns you about replacing the contents of the
destination cells.
6. Click Cancel.
7. Drag A1 to H11.
8. Drag E1 to I11. Your worksheet should look like the one shown in Figure 2-29.
Figure 2-29
02 Customer Houses
Take Note When you attempt to move a selection to a location that contains data, a caution dialog box opens.
“There’s already data here. Do you want to replace it?” is a reminder that moving data to a new lo-
cation replaces the existing data. You can click OK or cancel the operation.
Copying and Pasting Data

The Office Clipboard collects and stores up to 24 copied or cut items that are then available
to be used in the active workbook, in other workbooks, and in other Microsoft Office programs.
You can paste (insert) selected items from the Clipboard to a new location in the worksheet.
Cut (moved) data is removed from the worksheet but is still available for you to use in multiple
locations. If you copy multiple items and then click Paste, only the last item copied will be pasted.
To access multiple items, you must open the Clipboard pane. In this exercise, you use commands
in the Clipboard group and the Clipboard pane to copy and paste cell data.
Step by step Copy and Paste Data
GET READY. USE the 02 Customer Houses workbook from the previous exercise.
1. On the HOME tab of the ribbon, click the Clipboard Dialog Box Launcher. The Clipboard
pane opens on the left side of the worksheet. The most recently copied item is always
added at the top of the list in this pane, and it is the item that will be copied when you
Another Way click Paste or a shortcut command.
To copy, you can
2. Select A1:E22 and press Delete.
use Ctrl + C or right-click and
choose Copy. To paste, you can 3. Select H11:I22 and in the Clipboard group, click the Copy button. The border around the
use Ctrl + V or right-click and selected range becomes a moving border.
choose Paste.
4. Select A1 and click the Paste button. The moving border remains active around H11:I22.
A copied range does not deactivate until you type new text, issue another command, or
double-click on another cell, or press Esc.
5. Select A20 and click the down arrow on the Paste button. The Paste options menu
Figure 2-30
Paste options
6. Under Paste Values, select the first option. Notice that the values in column B are no
2.1.3 longer formatted.
7. Click the Undo button.
How do you copy and paste 8. Select H11:I22 and press Delete.
a data series?
9. Press Ctrl + Home to return to the top of the workbook.
10. SAVE the workbook as 02 Customer Houses Solution.
Take Note Paste with Live Preview was new as of Office 2010. If you point to the Paste options in either the
shortcut menu or the Paste command options in the Clipboard group, you will be able to view
your changes before actually implementing them.
Cutting and Pasting Data

Most of the options for copying and pasting data also apply to cutting and pasting. The major dif-
ference is that data copied and pasted remains in the original location as well as in the destination
cell or range. Cut and pasted data appears only in the destination cell or range. In this exercise,
you cut and paste cell contents.
Step by step Cut and Paste Data
GET READY. USE the 02 Customer Houses Solution workbook from the previous exercise.
1. Select A1:B12 to highlight the Customer House Prices table.
2. In the Clipboard group, click the Cut button. The contents of A1:B12 are displayed in the
Clipboard pane. Close the Clipboard pane.
Another Way 3. Click the New sheet button on the bottom of the worksheet. Sheet2 is created and cell
To cut, you can A1 is the active cell.
use Ctrl + X or right-click and 4. Click Paste to move the former contents of Sheet1 to cell A1 into Sheet2.
choose Cut.
PAUSE. CLOSE Excel and do not save the workbooks if requested.
Take Note When you delete text, it is not stored on the Clipboard. To remove data and use the text later, use
Cut rather than Delete. By using the Cut feature, you are able to access the data or information
from the Clipboard if needed. Deleted text can be restored only with Undo.
54 Lesson 2
Editing a Workbook’s PROPERTIES

The workbook has a number of properties that are associated with it to make managing it easier.
Bottom Line
The properties include items that you indirectly change such as file size and last edit date. The
workbook properties also include items you directly change such as keywords. Assigning
keywords to the document properties makes it easier to organize and find documents. You can
also add more notes to your file for classification and document management.
Assigning Keywords
If you work for Fabrikam, Inc., you might assign the keyword sales to worksheets that contain data
about revenue. You can then search for and locate all files containing information about sales. You
can assign more than one keyword to a document.
Step by step Assign Keywords
GET READY. Before you begin these steps, Launch Microsoft Excel.
1. OPEN the 02 Customer Houses Solution file you worked with in the previous exercises.
2. Click FILE. The Backstage view displays current properties on the right side of the
window (see Figure 2-31).
Figure 2-31
Current document’s properties
1.4.8
How do you add keywords

to a workbook’s properties?
3. At the top of the right pane, click the Properties button. The Properties drop-down
menu shows two options (see Figure 2-32). Click Show Document Panel.
Figure 2-32
Properties drop-down menu
4. Click the Keywords field and type Customer, Sq Ft, Price.

5. Click the Category field and type Revenue.
6. Click the Author field and type your name.
7. Above the Author field, click the Document Properties drop-down arrow, and then click
Advanced Properties. The Properties dialog box opens.
8. Click the Summary tab in the dialog box to see the properties you entered.
9. Click the Statistics tab to see the date you modified the file.
10. Click OK to close the Properties dialog box.
11. At the top right corner of the Document Information panel, click the Close button.
12. SAVE the workbook in the Lesson 2 folder as 02 Customer Houses Prop Solution.
PAUSE. CLOSE Excel.
After a file is saved, the Statistics tab records when the file was accessed and when it was modified.
It also identifies the person who last saved the file. After a workbook is saved, the Properties dialog
box title bar displays the workbook name and location.
Skill Summary
In this lesson you Exam Objective Objective
learned how: Number
To create workbooks Create new blank workbooks. 1.1.1
To save workbooks Save workbooks in alternate file formats. 1.5.2
Maintain backward compatibility. 1.5.6
Save files to remote locations. 1.5.8
To enter and edit basic data in a Append data to a worksheet. 2.1.1
worksheet

Adjust column width. 1.3.5
Demonstrate how to use the Auto Fill tool. 2.1.4
Expand data across columns. 2.1.5
Delete cells. 2.1.6
To use data types to populate a Apply Number formats. 2.2.6
worksheet
To cut, copy, and paste data Copy and paste data. 2.1.3
To edit a workbook’s properties Add values to workbook properties. 1.4.8
Multiple Choice
1. Which of the following consists of details that describe or identify a file, including the
author?
a. Paste
b. Document properties
c. Copy
d. Range
56 Lesson 2
2. Which command is used to insert a cut or copied selection to a cell or range of cells?
a. Paste
c. Copy
d. Range
3. Which of the following is a group of adjacent cells that you select to perform
operations on all of the selected cells?
a. Paste
c. Copy
d. Range
4. Which of the following places a duplicate of a selection in the Office Clipboard?
a. Paste
c. Copy
d. Range
5. If you want to use a workbook in another kind of document, you have the option to save
as which of the following?
a. File format
b. Worksheet
c. File sheet
d. File range
6. Which is a small green square in the lower-right corner of a selected cell or range that
you can use to copy one cell to adjacent cells or to create a series?
a. Cell pointer
b. Column marker
c. Fill handle
d. Formula bar
7. Which of the following is used to drag or double-click to change the width of a column?
a. Cell pointer
b. Column marker
c. Fill handle
d. Formula bar
8. Which of the following is a bar near the top of the Excel window where you can enter or
edit cell entries or formulas?
a. Cell pointer
b. Column marker
c. Fill handle
d. Formula bar
9. Which Excel feature helps you quickly enter existing data into adjacent cells?
a. AutoComplete
b. AutoData
c. QuickComplete
d. QuickData
10. Which Excel feature automatically fills cells with data from another cell or range or
completes a data series?
a. Range Fill
b. Auto Fill
c. Data Fill
d. Complete Fill
True / False
T F 1. When data is too wide for a cell, the part of the data that will not fit is
automatically deleted.
T F 2. Using the Delete key removes both text and formats from a cell.
T F 3. Use Ctrl + : to enter the current date in a worksheet cell.
T F 4. You can assign keywords so that others can search for your documents online.
T F 5. To remove only the formats from a cell, you can use the Delete key.
T F 6. Dates can be displayed in only one way in Excel.
T F 7. All dates in Excel are actually stored in the serial date number system.
T F 8. The formula bar is found at the bottom of the Excel window.
T F 9. Use the fill handle to create a natural series, such as the months of the year.
T F 10. Workbooks can be saved as web pages, PDF files, and for use in previous
versions of Excel.
Project 2-1: Creating a Highly Desired Housing Options Workbook

Create a new workbook for Fabrikam, Inc., that is a result of a focus group showing the most
desired options for houses for first-time home buyers.
GET READY. LAUNCH Excel and start a new blank workbook.

1. Click cell A1 and type Fabrikam, Inc. and press Enter.
2. Click cell A2 and type Focus Group Requests (Age 20-30).
3. Beginning in A4, type the following labels and values. Press Tab between each new cell
and Enter to move to a new row:
Option Priority Cost
Gameroom Low 25,000
Exercise equipment Low 2500
Fenced yard for dog Medium $10,000
Flat screen HDTV Medium 1000
Furnished Medium 15000
Washer & dryer High 1500
Dishwasher Medium 1000
Near bike path High 0
Basketball hoop Low 100
4. If necessary, adjust the column widths to display all of the text in the columns.
5. Drag the fill handle from C5 through C13 and choose Fill Formatting Only.
6. SAVE the workbook as 02 Focus Group Solution in the Excel Lesson 2 folder you
created in a previous exercise.
PAUSE. LEAVE the workbook open for the next project.
Project 2-2: Setting Document Properties and Assigning Keywords

Use Document Properties to assign document properties to an existing workbook.
GET READY. If necessary, OPEN the 02 Focus Group Solution workbook you created in the
previous project.
1. Click the FILE tab.
2. Click Properties, and then click Show Document Panel.
3. Click the Author field, type [your name], and press Tab.
4. In the Title field, type Focus Group Requests and press Tab.
5. In the Subject field, type Sales and press Tab.
6. In the Keywords field, type 20-30, options, priorities.
58 Lesson 2
7. Click the Status field, and type Needs to be formatted.

8. SAVE the file as 02 Focus Properties Solution.
9. At the top of the Document Information Panel, click the Close (X) button.
10. CLOSE the file.
PAUSE. LEAVE Excel open for the next project.
Project 2-3: Creating a Commission Schedule

You have been asked to create a commission schedule in 5 minutes or less. Because you know how
to use the fill handle, you should be able to quickly create the following workbook.

1. Create the entries shown in Figure 2-33.
Figure 2-33
Create the worksheet in
5 minutes or less
2. Move the table so you can add text in cell A1, cell A2, and a blank cell in A3.
3. Click cell A1 and type Fabrikam Incorporated.
4. Click cell A2 and type Commission Schedule.
5. Add the following Document Properties:
Property Value
Author [Your Name]
Title Commission Schedule
Keywords Agent, Amount, Sales
Category Revenue
6. SAVE the file as 02 Commission Solution and CLOSE the workbook.
Project 2-4: Advertising Expenditures

Fourth Coffee specializes in unique coffee and tea blends. Create a workbook to track and classify
expenditures for January.

1. Click cell A1 and type Fourth Coffee.
2. Click cell A2 and type January Expenditures.
3. Enter the following column headings in row 4: Date, Check No, Paid to, Category, and
Amount.
4. Enter the following expenditures data in the appropriate columns:
January 3, paid $3,000 to World Wide Importers for coffee, Check No. 4076
January 20, paid $600 to Northwind Traders for tea, Check No. 4077
January 22, paid $300 to City Power and Light for utilities
January 28, paid $200 to A. Datum Corporation for advertising
January 29, paid $2,500 to World Wide Importers for coffee
5. Checks are written sequentially. Use the fill handle to enter the missing check numbers.
6. Adjust column widths as needed.
7. SAVE the workbook as 02 Advertising Expenses Solution. CLOSE the workbook.
Mastery Assessment
Project 2-5: Creating a Home Sales Workbook

Richard Carey asked you to keep track of the home sales for the Fabrikam staff. Each person sends
you an e-mail with the home sales information.

1. Create the workbook with the data in Figure 2-34.
Figure 2-34
Create this workbook for
Project 2-5
2. SAVE the workbook as 02 Home Sales Solution.

3. Create a New workbook and copy the data and titles for the first quarter only.
4. Click cell A3 and type First Quarter 2014.
5. Move the Agent, Date, and Sales titles and data down so there is a blank row in row 4.
6. SAVE the new workbook as 02 Home Sales Q1 Solution.
7. Repeat for the second quarter (4/9/2014-5/20/2014) and SAVE the workbook as
02 Home Sales Q2 Solution.
CLOSE the workbooks and LEAVE Excel open for the next project.
60 Lesson 2
Project 2-6: Using Flash Fill

Fabrikam’s director has asked you to redo the workbook you created in Project 2-5 with separate
columns for first name and last name and sequentially numbered sales. Save this as a PDF and
Excel 1997-2003 file formats and with document properties in the new file.
1. OPEN the 02 Home Sales Solution file.

2. Use Flash Fill to create columns for the First and Last name.
3. Delete the content of cells A4:A29.
4. In A4, type Item# and then use Auto Fill to create numbers starting with 1 that are
sequential through 25.
5. Add a label in A3 that says 2014 To-Date.
6. Make sure there is a blank row 4.
7. Add your own Document Properties for Author, Title, Subject, Keywords, Category,
and Status. In the Comments, type Project 2-6 final review.
8. SAVE the workbook as 02 Home Sales Flash Fill Solution.
9. Create a PDF file and save it with the same name.
10. Verify whether there are any compatibility issues for earlier versions of Excel.
11. Create an Excel 1997-2003 file and SAVE it as 02 Home Sales Flash Fill 97-03 Solution.
CLOSE Excel.
Using
Office Backstage 3
Lesson Skill Matrix
Accessing and Using Backstage View

Printing with Backstage Set a print area. 1.5.1
Print individual worksheets. 1.5.3
Set print scaling. 1.5.4
Configure workbooks to print. 1.5.7
Changing the Excel Environment Customize the Quick Access Toolbar. 1.4.3
Customize the ribbon. 1.4.4
Accessing and Using Excel Templates Create new workbooks using templates. 1.1.2
Key Terms
• default settings
• group
• navigation pane
• print options
• tab
• template

61
62 Lesson 3
Contoso, Ltd., employs hundreds of employees. The company rewards its employ-
ees with monthly potluck dinners in their departments and between departments.
In the past, there were too many drinks and desserts and not enough main dishes
and salads. Contoso has asked the new assistant office manager to create some
way of organizing the potlucks so the meals are balanced and still fun. In this lesson,
you learn how to create the types of workbooks Contoso uses for this task. You also
learn how to print these workbooks.
Microsoft Excel 2013 Backstage View

The ribbon is a visual interface that allows you to work in a file and perform tasks such as
changing fonts, creating charts, and formatting numbers. The Backstage view, on the other
hand, is a visual interface that enables you to use and master Excel’s file management fea-
tures—functions that allow you to do things to a file rather than in a file. Backstage view’s
left-side navigation pane (see Figure 3-1) gives you access to workbook and file-related com-
mands through a series of tabs, including Info, New, Open, Save, Save As, Print, Share, Ex-
port, Close, Account, and Options. Some of the tabs give you additional tabs. Other tabs
allow you to select from many different options or settings. Finally, some tabs accomplish a
task and return you to the workbook.
Take Note The Exit command is no longer available in Office 2013, at least in the same way it was avail-
able in prior versions. In this case, the Close tab in Backstage view closes the workbook. The
Close (X) button in the upper right corner of the Excel 2013 window closes Excel (see Figure
3-1).
return to Document button
Close window
Close workbook
additional tabs change third portion of screen
navigation pane tabs
Figure 3-1
Backstage view—Open tab
Using Office Backstage 63
Accessing and using Backstage View

In the Excel 2013 window, you see the green FILE tab in the upper left corner. This is your access
Bottom Line
to Backstage view. When you click the FILE tab to access Backstage view, you see the navigation
pane containing many of the same commands that can be accessed through the Microsoft Office
button in previous versions of Excel. In this section, you access Backstage view and use these
commands to close a file.
step by step Access Backstage View
GET READY. LAUNCH Excel and OPEN a blank workbook.

Another Way 1. Click the FILE tab to display Backstage view with the Open tab selected (see Figure 3-1).
You can also press 2. In the upper left corner of Backstage view, click the Return to document button.
Alt + F to select FILE and go to
3. In cell A1, type abc and press Enter.
the Backstage view.
4. Click the FILE tab. Backstage view, like the ribbon, is context-sensitive and changes to
the Info tab (see Figure 3-2).
Figure 3-2
Backstage view—Info tab
Information about the
current file says it is
not yet saved.
5. Click the Save tab. Notice that there are additional tabs depending on your setup. In
this case, SkyDrive, Computer, and Add a Place appear.
6. Click the Save As tab. Notice that this looks identical to the Save tab. This is how it
looks the first time you save the file.
7. Click Computer and notice that the Recent Folders section where you last saved your
previous workbooks appears (see Figure 3-3).
64 Lesson 3
Figure 3-3
Backstage view—Save As tab
Recent locations
(drives and folders)
that you have accessed
8. Click Browse. In the File name box, type Temp, and then click Save.
9. Click FILE. Notice the Info tab appears.
10. Click Save. Notice that you do not see the options shown in Figure 3-3 (and Step 5
previously), but that you return directly to the workbook.
11. Click FILE and click Close. This action closes the workbook, but not Excel.
12. Click FILE and the Open tab appears. In the list of Recent Workbooks, select Temp and
your workbook returns.
PAUSE. Close Excel.
Cross Backstage view is introduced in Lesson 1. Creating a new workbook and saving a file are discussed
Ref in more detail in Lesson 2, “Working with Microsoft Excel 2013.”
Printing with Backstage

Backstage view contains Excel’s Print commands and options. You can use the Print settings to
Bottom Line
manipulate workbook elements such as margins, orientation, paper size, and so on.
Printing and Previewing a Document

Backstage view includes a Print tab with a Print Preview pane so you can preview your workbook
as you click Print options. Print options are a series of settings that allow you to change how a
document prints. You can print the document so it is horizontal or vertical, display gridlines on
the page, scale the text to make it fit on a single page, and select from many other options. In this
exercise, you create a form for a potluck and learn to use the Print and Print Preview features in
Excel.
step by step Print and Preview a Document
GET READY. LAUNCH Microsoft Excel 2013.

1. Create a new workbook, enter the worksheet data shown in Figure 3-4, and save it as
03 Contoso Potluck solution in a folder called Excel Lesson 3.
Figure 3-4
03 Contoso Potluck solution
worksheet
2. CLOSE Excel.
Another Way 3. LAUNCH Excel again and notice that 03 Contoso Potluck Solution appears in your
Another way to Recent list. Click the file to bring it back up.
create a new workbook is with
4. Click the FILE tab to automatically display the Info tab. As shown in Figure 3-5, the
the Ctrl + N keyboard shortcut.
Properties area shows the size of the file, when it was last modified, and who the
author is.
Figure 3-5
File Properties area
Size of file
Print tab
Last Modified date
Author
Click to go to the
folder for the file.
Take Note A handy feature, Open File Location, allows you to open the folder where the current file is located.
Cross In Lesson 2, the “Editing a Workbook’s Properties” section demonstrates how to make changes to
Ref some of the properties in a workbook.
5. Click the Print tab. Note that this displays the Print options in Backstage view. Take a
moment to preview the workbook in the Print Preview section in the right pane and
read through the Print options listed in the center section of the page (see Figure 3-6).
66 Lesson 3
Figure 3-6
Document preview
Print tab in
navigation pane
Print preview
area
Print options area
6. To print your worksheet, at the top of the Print screen, click the Print button.
Another Way
You can also PAUSE. LEAVE the workbook open for the next exercise.
activate Backstage view and
access Print options by press-
ing Ctrl + P. Using Quick Print to Print a Worksheet
Use the Print tab in Backstage view when you need to review a draft of a worksheet before you are
ready to print the final workbook. If you click the Quick Print icon on the Quick Access Toolbar,
the worksheet is sent directly to the printer. The Quick Print command on the Quick Access
Toolbar is useful because worksheets are frequently printed for review and editing or distribution
to others.
step by step Use Quick Print to Print a Worksheet
GET READY. USE the open workbook from the previous exercise or open 03 Contoso
Potluck Solution.
1. On the Quick Access Toolbar, if you do not see the Quick Print button, click the
Customize Quick Access Toolbar arrow at the end of the toolbar, and select Quick Print
(see Figure 3-7).
Figure 3-7 Arrow to access menu

Customizing the Quick Access
Toolbar menu Customize Quick Access Toolbar
Quick Print is not checked

so it needs to be selected.
Take Note Discuss with your instructor whether you can print in the classroom. If you cannot, view all the
documents in preview mode to see how the document would print whenever printing is mentioned
in this book.
2. On the Quick Access Toolbar, click Quick Print (see Figure 3-8).
Figure 3-8 Quick Print

Quick Access Toolbar
3. Retrieve the printed copy of the worksheet from your printer.

4. Click the FILE tab, and then click Print. The preview pane should match what was
printed.
5. Click the Return to document button.
6. Notice that a dotted vertical line appears in the middle of the screen. The line shows
the right edge of the printed page. The line displays the first time you print or preview a
page.
Setting the Print Area

You can use the Print options in Backstage view to print only a selected portion, or print area, of
an Excel workbook. In this exercise, you learn to select an area of a workbook for printing. You
print just the list of items and have a couple of people verify that these are items you should have
people bring to the potluck.
step by step Set the Print Area
GET READY. USE 03 Contoso Potluck Solution that is already open or create the workbook
shown in Figure 3-4.
1. Click the PAGE LAYOUT tab.
2. In the Page Setup group, point to the Print Area button. Note the ScreenTip that
displays and defines the task to be completed.
3. On the worksheet, click cell A3, hold the mouse button, and drag to cell A13. Your cell
range should be highlighted in gray (see Figure 3-9).
Figure 3-9 Name Box says A3.

Selecting a print area
68 Lesson 3
4. With these cells highlighted, from the menu that appears, click the Print Area drop-
down arrow and click Set Print Area. You have now set the print area. While the area is
still selected, note that the Name Box now says Print_Area (see Figure 3-10).
Figure 3-10
Selected print area
Name Box says Print_Area.

1.5.1
6. Click Print and notice in the Print Preview pane that you can see only the list of items to
bring and not the text in rows 1 and 2 and columns B and C.
How do you set the print 7. Click the Return to document button. You will not print at this time.
area in a worksheet?
PAUSE. SAVE the workbook in your Lesson 3 folder with the current name 03 Contoso
Potluck Solution and CLOSE Excel.
Printing Selected Worksheets

In this exercise, you learn to access the options for printing individual worksheets in a workbook.
You can use these options to print the current worksheet only or to print multiple worksheets.
step by step Print Selected Worksheets
GET READY. LAUNCH Excel 2013, and then perform these steps:
1. OPEN 03 Contoso Potluck Depts. This is a modified version of the potluck workbook
you created previously. In this case, there are three different worksheets for three
different departments.
2. Click each of the three worksheet tabs: HR, Operations, and Finance. Notice that the
title in C1 shows the department name and there are a different number of items to
bring to each potluck depending on the size of the department. Click the HR tab.
3. Press Ctrl + P to display the Print options in the Backstage view. In the Print Preview
pane, the entire worksheet does not display (see Figure 3-11). This is because of the
selected print area.
Figure 3-11
The entire worksheet
does not display because print
area is selected.
4. Press Esc or click the Return to document button.

5. Click the PAGE LAYOUT tab, click Print Area, and then select Clear Print Area.
6. Click the FILE tab and click Print. Notice that the entire worksheet for HR appears.
Also notice that the page number shows 1 out of 1 indicating that only one of the
worksheets will print, and it will all fit on one page.
7. In the Settings section of the center pane in Print options, click the Print Active Sheets
drop-down arrow. In the drop-down menu that appears, as shown in Figure 3-12, you
can select several printing options for your workbook or worksheet.
Figure 3-12
Worksheet print options
Entire workbook
appears because
print area cleared
Drop-down arrow
Page 1 of 1
70 Lesson 3
8. Click the Return to document button.

9. While the HR worksheet is active, hold down Ctrl and click on the Finance tab. Now
both the HR and Finance worksheets are selected.
10. Click the FILE tab and click Print. Now in the Print Preview area, the bottom of the
screen shows 1 of 2 with the HR worksheet preview. Click the right arrow to go to the
second page and notice that the Finance worksheet previews (see Figure 3-13).
Figure 3-13
Two worksheets will
print this time.
The current
Page 2 is
the Finance
worksheet.
Page 1 was the

HR worksheet.
1.5.3
How do you print selected 11. Click the Return to document button to return to the workbook without printing.
worksheets?
PAUSE. CLOSE the workbook without saving. LEAVE Excel open for the next exercise.
Printing Selected Workbooks

In most scenarios in business, workbooks are composed of multiple worksheets. It is much easier
to print an entire workbook than to print the workbook’s worksheets individually. In this exercise,
you use commands in Backstage view to print an entire workbook.
step by step Print Selected Workbooks
GET READY. With Excel open from the previous exercise, perform the following steps:
1. Click the FILE tab and click Open if it is not selected. Because you just used the
03 Contoso Potluck Depts workbook, it should be at the top of the list of the Recent
Workbooks (see Figure 3-14).
Figure 3-14
03 Contoso Potluck Depts
is the most recent
workbook used. 03 Contoso
Potluck Depts
2. Click 03 Contoso Potluck Depts to open it.

3. Click the FILE tab and click Print.
4. Notice that the complete worksheet for HR does not display. This is because you did
not save the workbook after you cleared the print area. Clear the print area as you did
in Step 5 of the previous section and return to the Print tab of Backstage view.
5. In the Print window’s Settings options, click the Print Active Sheets drop-down arrow
and click Print Entire Workbook (see Figure 3-15). You will not print at this time.
Figure 3-15
Printing an entire workbook
Print Entire Workbook
PAUSE. CLOSE Excel and do not SAVE the workbook.

1.5.7
How do you print a Applying Printing Options

workbook? The Print command in Backstage view offers a number of options for customizing printed work-
books. This exercise prepares you to customize such options as page setup, scale, paper selection,
and gridlines, all using the commands in Backstage view.
step by step Apply Print Options
GET READY. LAUNCH Excel, OPEN 03 Contoso Potluck HR, and make sure the HR-P1
worksheet is selected.
1. Click the FILE tab and select Print (see Figure 3-16). Notice that the worksheet is small
and it might be nice to have lines for people to write in on a printed page.
72 Lesson 3
Figure 3-16
Print Settings area
Worksheet
print options
Page
orientation
options
Paper type
options
margin
options
scaling
options
2. In the Settings section of the Print window, click the Margins drop-down and click
Wide (see Figure 3-17). The new margins will allow the worksheet to be hole-punched
and put in a binder.
Figure 3-17
Normal margins are about
¾ of an inch. Wide margins
are 1 inch.
if you want to set a

margin that is not on
the list, click Custom
margins.
3. Click the Scaling drop-down and see the choices below (see Figure 3-18). The scaling
options ensure that all columns, rows, or the entire worksheet fit on one page.
• Current choice is No scaling, so the document prints the same size as the screen.
• If you want to fit everything that is on the worksheet on one page, select Fit Sheet on One
Page.
• If there are just a couple of columns extra, click Fit All Columns on One Page.
• If there are just a couple of rows extra, click Fit All Rows on One Page.
Figure 3-18 no scaling

Print scaling options
Fit sheet on one Page
Fit all Columns on one Page
Fit all rows on one Page
4. In this case, you make the text larger without changing the font. Click Custom Scaling
Options. The Page Setup dialog box opens.
5. Make sure that the Page tab is selected and select Landscape so the page prints
horizontally.
6. In the Scaling area, type 200 for the % normal size (see Figure 3-19).
Figure 3-19
Page Setup dialog box
1.5.4
7. Click the Sheet tab and in the Print section, select the Gridlines box.
How do you set print
scaling to make the entire 8. Click OK to return to Backstage view. Notice that the bottom of the screen still says,
document larger? 1 of 1, meaning that only one page will print and notice that Print Preview shows larger
text with boxes around each cell (see Figure 3-20).
Figure 3-20
Final view of HR-P1
before printing
indicates 1 page
will print
74 Lesson 3
9. Without printing the document, click the Return to document button and then click the
Another Way HR-P2 worksheet.
You can customize
10. Press Ctrl + P to go to the Print tab of the Backstage view and notice that the bottom of
the workbook settings and op-
the screen indicates that the document will print on two pages.
tions from the PAGE LAYOUT
tab in the Page Setup, Scale to 11. Change the Settings to print Landscape, to Fit Sheet on One Page, and add gridlines
Fit, and Sheet Options groups. based on the previous steps in this section. Print Preview should look like Figure 3-21.
Figure 3-21
Final view of HR-P2
before printing
1.5.7
12. SAVE the workbook in your Lesson 3 folder as 03 Contoso Potluck HR Print Ready
How do you apply printing
Solution.
options?
Cross See Lesson 7 for additional options for preparing a document for printing, including options for
Ref page breaks, margins, orientation, and scaling a worksheet to print on a page. See Lesson 11 to
print comments in a workbook.
Changing a Printer
In many business settings, you print documents on multiple printers. Some of the printers allow
you to print documents with color. Other printers might have special options such as large paper
sizes. Some printers print quickly for large standard jobs of many pages. In this exercise, you learn
how to change the selected printer using Backstage view.
Take Note If you use multiple printers in your office, make sure you understand the costs associated with
printing for each printer; some printers can print for around a penny per page, whereas others
can be almost a dollar per page. Other Print options allow you to send a document by e-mail (see
Lesson 11) or to a shared location (see Lesson 1).
step by step Change a Printer
GET READY. Continue with the previous workbook or if necessary, open 03 Contoso
Potluck HR Print Ready Solution.
1. Press Ctrl + P to display the Print tab of the Backstage view.
2. Your current default printer is displayed in the Printer options section of the Print tab.
Click the Printer drop-down arrow to produce a menu of installed printers, similar to
the one shown in Figure 3-22. Your printers will be either Ready or Offline.
Figure 3-22
Choosing a printer
Ready indicates that a document should

print now if you choose this printer.
Offline indicates
printer is not ready.
Default printer
denoted by
check mark.
3. Click on a printer (other than your default printer) in the printer list. This printer should
now be visible as your active printer. Should you attempt to print at this time with an
inactive printer, you will get an error.
4. Once again, click the Printer drop-down arrow, and select your default printer (the one
with the checkmark).
PAUSE. CLOSE your workbook and don’t save if prompted.
Troubleshooting To change a default printer in Windows 8, click the Start button, type devices and printers,
click Settings, click Change Devices and Printers, right-click your printer, and select Set as de-
fault printer.
Changing the Excel Environment

Backstage view also offers a number of commands and options for changing the Excel work
Bottom Line
environment. In this section, you learn to manipulate various elements of the Excel environ-
ment, such as the ribbon, Quick Access Toolbar, Excel default settings, and workbook properties.
Default settings are pre-set options that determine how Excel will behave when performing an
action. For example, a default printer is the one your documents always print to unless you change
the setting. By default, there is one worksheet in a workbook and the font is 11 points—but you
can change those settings too.
Customizing the Quick Access Toolbar

You can’t change the size of the Quick Access Toolbar, but you can customize it by adding and
removing command buttons. In this exercise, you customize the Quick Access Toolbar by adding
commands for functions you use most frequently in Excel, and by organizing the command but-
tons on the toolbar to best suit your working needs and style.
Take Note After you change the Excel environment in these exercises, you return it to the defaults in the
Resetting Default Settings, the Ribbon, and Quick Access Toolbar exercise.
76 Lesson 3
step by step Customize the Quick Access Toolbar
GET READY. OPEN a blank workbook in Excel.

1. Click the FILE tab to access Backstage view.
2. In the navigation pane, click the Options tab. The Excel Options dialog box opens.
3. In the left pane of the dialog box, click Quick Access Toolbar to display the Quick
Access Toolbar options (see Figure 3-23). In the right pane, the list on the left includes
the commands that you can add to the toolbar. The list on the right shows the
commands that are currently included on the toolbar.
Figure 3-23
Customizing the Quick Access Default commands group
Toolbar options
Commands
list
reset default settings button
move selected
command
4. In the list on the left, scroll down and click Format Painter, and then click the Add
1.4.3 button in the center of the two lists to add the Format Painter to the Quick Access
Toolbar.
How do you customize the 5. Using the same process, move five more commands you use often to the Quick Access
Quick Access Toolbar? Toolbar. When you are done, click OK to apply your changes (the changes don’t take
effect until you click OK).
6. Your Quick Access Toolbar should now include additional command buttons, much like
the example shown in Figure 3-24. Similarly, you can remove any command that you
added to the toolbar. At any time, you can reset the toolbar to its default settings. See
the Reset button in Figure 3-23.
Figure 3-24
Customized Quick Access
Toolbar new Quick add icons
access (see Lesson 1)
Toolbar
icons
Another Way
You can right-click
on any button on the ribbon
and select Add to Quick Access PAUSE. CLOSE Excel.
Toolbar to instantly add it to
the Quick Access Toolbar.
Customizing the Ribbon

As mentioned in Lesson 1, the ribbon is a visual interface that allows you to manipulate items on
your worksheet. You can add a new ribbon tab, add a group on any ribbon tab, and add commands
within a group. A group of commands on the default ribbon tabs are related in functionality. For
example, on the HOME tab, the Font group allows you to change the font, font size, add bold,
italic, or underline, or change the color of the cell or font. The Excel Options dialog box also offers
selections for customizing the ribbon. You can add and remove commands, and you can change
the location of ribbon commands to make accessing those you use most frequently more conve-
nient. In this exercise, you use the commands in the Excel Options dialog box to create a new tab
and command group to contain your frequently used commands.
step by step Customize the Ribbon
GET READY. OPEN a blank workbook in Excel.

2. Click the Options tab.
3. In the Excel Options dialog box, click Customize Ribbon. The Customize the Ribbon
options appear (see Figure 3-25). By default, Popular Commands is selected in the
Choose Commands From drop-down box. The list of Popular Commands appears in
the list below the drop-down box. Also, by default, the Main Tabs option appears in the
Customize the Ribbon box on the right, with the ribbon’s main tabs listed below.
Figure 3-25
Customize Ribbon options Default commands group
Current commands
Commands list
inactive add/remove buttons
reset to default button
4. In the list of Popular Commands, click Format Painter. Note the Add button in the
center of the dialog box is now active.
5. In the Customize the Ribbon list on the right, click the + preceding Home to expand the
list of command groups within the Home tab if it isn’t already expanded. You can use
this method to display the current groups available on a ribbon tab.
6. Under the Customize the Ribbon options, click the New Tab button (see Figure 3-26) to
insert a new blank tab into the Customize the Ribbon list. When you create a New Tab,
New Group is automatically created inside that New Tab.
78 Lesson 3
Figure 3-26
Customize the ribbon Customize the ribbon options
Commands list new Tab and Group
active remove
button
rename button
new Tab button
7. Click the New Tab (Custom) list item on the right to select it, and then click the Rename
button. In the Rename dialog box that appears, type My New Tab (see Figure 3-27), and
then click OK.
Figure 3-27
Rename dialog box and tab rename dialog box
to be renamed
Click rename.
8. Under your new tab, click New Group (Custom) to select it. Click the Rename button
again. This time, the Rename dialog box allows you to select a symbol (see Figure
3-28). Select the hand symbol. In the Display name box, type My New Group, and then
click OK. You see the New Group renamed.
Figure 3-28
Rename group dialog box
Hand symbol
Type a group name

9. In the Customize the Ribbon list on the right, click the My New Group list item. In the
command list on the left, click on a command of your choice, and then click the Add
button. The command appears on your new ribbon tab. In the Choose commands from
list, select All Commands and then add another command from this list. In the Choose
commands from list, select File Tab and then add another command. Your screen
should look similar to Figure 3-29.
Figure 3-29
Added commands File tab
Customize
ribbon option newly added tab
highlighted
Group
and Commands
1.4.4
10. Click OK to close the Excel Options dialog box. When you exit, you see your tab named
How do you customize
My New Tab on the ribbon.
the ribbon?
11. Click the My New Tab tab. Your commands display in the tab’s My New Group (see
Figure 3-30).
Figure 3-30
new tab
New tab and group
on the ribbon new commands
new group
Customizing the Excel Default Settings

The Excel Options dialog box commands also enable you to modify the default settings in
Excel. These defaults can include worksheet properties, printer settings, font style and size, and
much more. By default, for example, Excel 2013 opens with one worksheet displayed in a new
workbook and a default font size of 11pt. In this exercise, you change Excel’s default settings
using Backstage view.
step by step Customize the Excel Default Settings
GET READY. Continue with a blank workbook from the previous exercise.
2. In the navigation pane, click Options. By default, the Excel Options dialog box opens
with the General options displayed.
3. In the When creating new workbooks section, click in the Include this many sheets
text box and type 5 to change the number of worksheets that appear by default in new
workbooks.
80 Lesson 3
Cross To insert or delete worksheets in one workbook, see “Organizing Worksheets” in Lesson 8.
Ref
4. In the Personalize your copy of Microsoft Office section, click the User name box and
type [your first and last name] in the text box (see Figure 3-31). Click OK.
Figure 3-31
General options General
options
selected
sheet settings
user name box
5. CLOSE and RESTART Excel and select Blank workbook. Note that instead of one
worksheet tab, you now have five in your workbook (see Figure 3-32).
Figure 3-32
Five worksheet tabs now
appear by default.
new default
worksheet tab
settings

Resetting Default Settings, the Ribbon, and Quick Access Toolbar

You should give some thought about how to be the most productive with Excel. Because this les-
son shows you examples of how to change settings, you will want to return your settings to their
normal state until you are ready to make changes.
step by step Reset Default Settings, the Ribbon, and Quick Access Toolbar
GET READY. Continue with a blank workbook from the previous exercise.
1. Click the FILE tab, and click Options.
2. On the General tab, in the When creating new workbooks section, in the Include this
many sheets box, type 1.
3. Click the Customize Ribbon tab.
4. In the bottom right of the dialog box, click the Reset button, and then click Reset all
customizations.
5. In the Confirmation dialog box, click Yes to clear all ribbon and Quick Access Toolbar
customizations for this program.
6. Click OK to return to the workbook.
Take Note The ribbon and Quick Access Toolbar changes are immediate, but you need to open a new, blank
workbook to notice the change for the number of displayed workbooks.
Accessing and Using Excel Templates

Excel has several templates that are available when you start Excel or when you click the FILE tab
Bottom Line
and select New, and many more templates for which you can search. Templates are files that al-
ready include formatting and formulas complete with designs, tools, and specific data types. This
exercise familiarizes you with where the templates are located and how to select and use them.
Selecting a Template from the New Tab

Templates allow you to create professional workbooks in a fraction of the time it would take you
to develop them from scratch. Examples of these are budgets, loan models, invoices, calendars,
and so on.
step by step Select a Template from the New Tab
GET READY. If necessary, OPEN a blank workbook.

1.1.2
1. Click the FILE tab and click New. The New window displays as shown in Figure 3-33,
with a series of featured templates. You already used the Blank workbook template in
How do you create a new this book.
workbook using a template?
82 Lesson 3
Figure 3-33
Templates available in
the New window
search box allows you to look
for additional templates.
suggested searches
show additional
templates not on use the scroll bar
the original screen. to see additional
templates.
Blank workbook
PersonaL allows
you to create and
use your own
templates.
FeaTureD
button shows you
over 20 business
templates.
Cross In Lesson 2, the section, “Save a Workbook Under a Different Name,” demonstrates how to save
Ref one of the workbooks as a template. If you completed this exercise, this template is shown by
clicking on the PERSONAL screen. (Click FEATURED to return to Excel’s templates.) To save
any workbook as a template, go to the Save As dialog box (press F12) and change the Save as type
setting to Excel Template.
2. Scroll down if necessary, and click the Project Tracker icon. Figure 3-34 shows a larger
window with a larger picture and description of the template.
Troubleshooting In some cases you will need to search for a template if it doesn’t appear by default. If you can’t
find the Project Tracker template, type it in the Search box.
Figure 3-34
Project Tracker template
preview Description
Previous next
template template
Create button
Preview of template
3. Click the Create button. Excel might take a moment to download the workbook.
4. Notice that there are two worksheets in this workbook: Project Tracker with the
sample data you can change and Setup that allows you to input a list of categories and
employees. When you are finished looking at this template, click FILE and click Close. If
prompted, do not save changes.
5. Click the FILE tab, click New.
6. Look for Any year calendar template and click the Create button..
7. Click on the year and use the up or down arrow to change to the current year if
necessary.
8. Print the worksheet and put on your wall, if desired.
9. SAVE the workbook in your Lesson 3 folder as 03 My Calendar Solution.
10. Click the FILE tab and click New. Notice that the Any year calendar template appears as
the third item on your list of templates because it was recently used.
PAUSE. CLOSE the workbook and LEAVE Excel open for the next exercise.
Take Note You can modify this new workbook with your name, company name, and favorite pictures to
personalize your calendar and make it your own or use as a gift for others.
Searching for Additional Templates

There are thousands of online templates available to you, many more than are on the original
New window.
step by step Search for Additional Templates
GET READY. If necessary, OPEN a blank workbook.

1. Click the FILE tab and click New. Notice the Suggested searches and Search for online
templates box.
2. Click Budget on the Suggested searches row. As shown in Figure 3-35, the New
window changes to show templates specifically related to working with budgets.
Figure 3-35
Budget templates
Home button
returns to the
original
new window
Categories
of templates
84 Lesson 3
3. Scroll to the bottom of the window and click on a few templates to see their
descriptions.
4. Scroll back to the top of the New window and click Home to return to the original
templates screen.
5. In the Suggested searches row, click Calendars.
6. In the Category pane to the right, click Student.
7. Scroll to the Student assignment planner , click it, and read the description. Close the
template description window.
8. In the Search box, type College and press Enter. Scroll through the list of suggested
templates for college students and open the Weekly college schedule template.
9. In cell B1, type in [Monday’s date], and then review the workbook.
10. SAVE the workbook in your Lesson 3 folder as 03 My Weekly Schedule Solution. Click
Yes when prompted to save this as a macro-free workbook.
Cross Macros allow you to automate your tasks. Some templates come with macros to make your work
Ref even quicker. Macros are discussed in Lesson 9, “Saving Work with Macros.”
PAUSE. CLOSE Excel.
Workplace Ready
job interview hint
If Excel is a requirement for a job you are interviewing for, you can search for relevant templates.
Open those that seem applicable to the job and study the important details for terms, how the
office might be organized, and for some potential follow-up questions. Depending on your per-
ceptions of the first interview, for the second interview you might print out two or three templates
and ask if the office uses something similar to these documents. For example, if you are applying
for a job in a doctor’s office, medical supply warehouse, or pharmaceutical company, some of the
templates shown in the figure below are what you find when you search for medical templates.
If you enjoy Excel, you might even use the templates for brainstorming related job opportunities
that use Excel. For example in the figure, you can see that medical templates also relate to Youth
sports (school or after-school activities), Babysitter checklists (part-time work while job searching
or create your own business), and Fitness progress trackers (personal trainer, gyms, and recreation
centers).
Skill Summary
Objective
To access and use Backstage View

To print with Backstage Set a print area. 1.5.1
Print individual worksheets. 1.5.3
Set print scaling. 1.5.4
To change the Excel environment Customize the Quick Access Toolbar. 1.4.3
Customize the ribbon. 1.4.4
To access and use Excel templates Create new workbooks using tem- 1.1.2
plates.
Multiple Choice
1. Which of the following is where you can save, select a template, change document
properties, and close or exit Excel?
a. Backstage
b. Print
c. Edit
d. Windows
2. To change printer, layout, or margin settings, you click the FILE tab and use which of
the following options?
a. Info
b. Options
c. Print
d. Open
3. Which of the following can you customize for quicker access to the most commonly
used commands?
a. Print Preview
b. Quick Access Toolbar
c. Printer setup
d. Workbook
4. Which feature enables you to create custom tabs and groups?
a. ribbon
b. Quick Access Toolbar
c. view
d. Tab
86 Lesson 3
5. Which command in the Backstage view navigation pane enables you to view and
open your most recently used workbooks or workbooks stored on SkyDrive or your
computer?
a. Info
b. Options
c. Print
d. Open
6. Which dialog box in Backstage view should you access to view and alter your
workbook’s properties?
a. Info
b. Options
c. Print
d. Open
7. When you modify the ribbon, which of the following do you create?
a. command
b. tab
c. button
d. worksheet
8. Which of the following do you use to open Backstage view?
a. Backstage menu
b. FILE tab
c. INSERT tab
d. WORKBOOK tab
9. Which of the following do you click in the navigation pane to change Excel’s default
settings by accessing Backstage view?
a. Info
b. Options
c. Print
d. Open
10. What predesigned file already has a significant amount of formatting, text, and other
features?
a. Blank workbook
b. Preset file
c. Text file
d. Template
True/False
T F 1. You do not have the ability to modify the number of default worksheets in a
workbook.
T F 2. The Open dialog box enables you to access the Microsoft website for custom
templates.
T F 3. Use Ctrl + N to create a new workbook.
T F 4. To access an Excel template, you can click the FILE tab and click New.
T F 5. You cannot have more than one worksheet in an Excel workbook.
T F 6. If you have too many columns on a page, the only option to see them all on a
printed page is to decrease the column width.
T F 7. You can access Backstage view by pressing Ctrl + B.
T F 8. By default, Excel starts a new workbook with four worksheets.
T F 9. In Excel, you can add your most commonly used commands to the Quick Access
Toolbar.
T F 10. You can create a completely new ribbon tab as well as groups on that ribbon.
Project 3-1: Search and Use a Template

In this project, you find a template for movies and add your own movie.

1. From Backstage view, click New and search for the movie list template.
2. Click the Create button.
3. Add an additional movie to the list.
4. SAVE the workbook as 03 My Movies Solution and then close the file.
Project 3-2: Print a Specific Area or Worksheet

You print a selected area in the worksheet and a specific worksheet.
GET READY. OPEN the file from the Lesson 3 folder titled 03 My Movies Solution.
1. Select the range D5:L9.
2. OPEN Backstage view.
3. Click Print in the Backstage view navigation pane.
4. In the Settings section of the Print window, click the Print Active Sheets drop-down
arrow, and click the Print Selection option in the drop-down menu.
5. Click the Print button to print the selected area of the worksheet.
6. From Backstage view, click lick the Print tab to return to the Settings options, open the
Print Selection drop-down menu, and click Print Active Sheets.
7. Click the Print button to print the active worksheet.
Project 3-3: Change the Quick Access Toolbar

You customize the Quick Access Toolbar to add commands for users who are not familiar with
Excel and the ribbon.

1. Open Backstage view. Click the Options tab.
2. In the left pane of the Excel Options dialog box, click Quick Access Toolbar.
3. In the Popular Commands list, add the Center button to the Quick Access Toolbar.
4. Repeating these steps as necessary, using the appropriate categories, add the
following commands to the toolbar: Borders, Increase Indent, Copy, Cut, and Paste.
Click OK. Note the changes to the toolbar in the upper-left portion of the screen.

88 Lesson 3
Project 3-4: Access a Template

You are in need of an invoice template for a client.

1. Click FILE to access Backstage view.
2. Click New.
3. On the Suggested searches row, click Invoice. If you are without an Internet
connection, this process will not work.
4. Browse the results for invoices in the New window.
5. Click a template to preview it and read the description. Click the Create button.
6. After the download is complete, Excel automatically opens the template for you. Make
note of what features the invoice you chose has to offer. Make changes to the template
to see changes and actions.
7. SAVE the invoice as 03 My Invoice Solution.
Mastery Assessment
Project 3-5: Manage a Custom Ribbon

In order for your client to use and maintain the invoice you downloaded in the previous exercise,
he has requested that you customize several tabs on the ribbon to make the worksheet easier to
manage and edit.

1. OPEN 03 My Invoice Solution from the Lesson 3 folder, if necessary.
2. OPEN Backstage view, and click Options.
3. In the Excel Options dialog box, click the Customize Ribbon tab.
4. Click the Reset button at the bottom right of the window and click Reset all
customizations. When prompted to delete all customizations, click Yes.
5. Create a new tab named Invoice Edits.
6. Rename the new command group in Invoice Edits to Invoice Tools.
7. Select five commands to add to the Invoice Tools command group.
8. Create another new tab named My Edits.
9. Rename the new command group in My Edits to My Tools.
10. Add five commands to the My Tools command group.
11. Click OK.
12. Examine your changes to the ribbon.
13. Open Backstage view and click Options. Undo all the changes you just made to the
ribbon. When prompted to delete all customizations, click Yes.

Project 3-6: Create a List of the Five Templates You Most Likely Will Use
Because templates can make you look good in your current or a potential job, it’s a good idea to
explore them in more depth here and figure out which ones you will mostly likely use.

1. In a blank workbook, in cell A1, type Potential Templates.
2. In A2, type Template.
3. In B2, type Location.
4. In C2, type Priority (1=High, 5=Low).
5. Click the FILE tab and click the New tab. Navigate through the list of templates on
the screen, the menu for the suggested templates, and the search box to select five
templates.
6. Fill out rows 3 through 7 with templates you plan on using later.
7. Format the worksheet so you can read all text. An example of what your workbook
should look like is shown in Figure 3-36. Do not use the same examples.
Figure 3-36
An example of a favorite
templates list
8. SAVE the workbook as 03 My Favorite Templates Solution.
CLOSE Excel.
4 Using
Basic Formulas
Lesson Skill Matrix

Understanding and Displaying Formulas Display formulas. 1.4.10

Understanding Order of Operations Define order of operations. 4.1.2
Building Basic Formulas
Using Cell References in Formulas Demonstrate how to use references 4.1.1
(relative, mixed, absolute).
Using Cell Ranges in Formulas Create named ranges. 2.3.4
Reference cell ranges in formulas. 4.1.3
Key Terms
• absolute cell
reference
• calculation operator
• cell reference
• constant
• external reference
• formula
• mixed cell reference
• named range
• nested parentheses
• operand
• order of operations
• relative cell reference
• scope
• value
• variable
90
Using Basic Formulas 91
When moving to a new rental home, you might need to make some up-
front purchases for the new place, such as curtains, storage containers,
and a few pieces of furniture. In addition, you have to pay rent each month,
which generally is the same amount from one month to another (a recur-
ring expense). Other monthly expenses change depending on usage and
seasonal variations, such as electricity, water, and similar services. You
can use Excel to track and budget for all of these expenses. In this lesson,
you learn about the fundamentals of formulas and the order of operations.
You then work on a simple household expenses worksheet, using simple
formulas to summarize information from the data in the worksheet. Along the way, you find out how to make
any worksheet more flexible by using cell references in formulas and naming cell ranges.
Excel enables you to create many formulas by simply typing in a cell or using your mouse
pointer to select cells to include in a formula. For example, you can create basic formulas
for addition, subtraction, multiplication, and division using these methods. However, as you
have discovered in previous lessons, the user interface offers tools that make it easier to work
with data. In this lesson, you use a few command groups on the FORMULAS tab to display
formulas and name ranges to be used in formulas.
Use Figure 4-1 as a reference throughout this lesson as you become familiar with some of
the command groups on the FORMULAS tab and use them to work with formulas. You
learn more about commands on the FORMULAS tab in the next lesson, which addresses
functions.
View and edit Define Name Show Formulas

named ranges
Name box Formula bar Create from Selection
Figure 4-1
The FORMULAS tab in Excel 2013
92 Lesson 4
UNDERSTANDING AND Displaying Formulas

The real strength of Excel is its capability to perform common and complex calculations. The
Bottom Line
formula is one of the essential elements of Excel, which enables you to add, subtract, multiply, and
divide numbers. When you enter a formula in a cell, the formula is stored internally and the results
are displayed in the cell. You can view the underlying formula in the formula bar when the cell is
active, when you double-click the cell to edit it, and by using the FORMULAS tab.
step by step Display Formulas
GET READY. Before you begin these steps, LAUNCH Microsoft Excel and OPEN a new
blank workbook.
1. Click cell A1.
2. Type =7+8*3/2-4 and press Enter. You just entered a formula.
Take Note Formulas should be typed without spaces, but if you type spaces, Excel eliminates them when you
press Enter.
3. Click cell A1. Notice that the result of the formula displays in the cell, but the formula
itself appears in the formula bar (see Figure 4-2).
Figure 4-2
Viewing a formula in the
formula bar
Formula displays in
the formula bar.
Results of the formula
display in the cell.
4. Double-click cell A1. The formula appears in both the active cell and the formula bar.
You can edit the formula in this mode.
5. Press Enter.
6. On the FORMULAS tab, in the Formula Auditing group, click Show Formulas. The
formula in cell A1 displays (see Figure 4-3).
Figure 4-3
Displaying a formula using the
Show Formulas command
Show Formulas
is selected.
A formula displayed in a cell
Take Note While you are displaying formulas, you will not see the results of those formulas.
7. Click Show Formulas again to turn off formula display.
1.4.10
8. SAVE the workbook in your Lesson 4 folder as 04 Formula Practice Solution.
How do you display a PAUSE. LEAVE the workbook open to use in the next exercise.
formula in Excel?
A formula is an equation that performs calculations, such as addition, subtraction, multiplica-
tion, and division, on values in a worksheet. In Excel, a value can be a number, a cell address, a
date, text, or Boolean data, but is usually a number or cell address in terms of formulas. A formula
consists of two elements: operands and calculation operators. Operands identify the values to be
used in the calculation. An operand can be a constant value, or a variable such as a cell reference,
a range of cells, or another formula. A constant is a number or text value that is entered directly
into a formula. A variable is a symbol or name that represents something else, which can be a
cell address, a range of cells, and so on. Calculation operators specify the calculations to be
performed. To allow Excel to distinguish formulas from data, all formulas begin with an equal
sign (=).
Take Note You can begin a formula with a plus (+) sign or a minus (−) sign as the beginning calculation
operator, but Excel changes it to an equal sign when you press Enter. Excel doesn’t recognize a
construct like 3+4= as a legitimate formula. Excel treats it like an ordinary string of characters.
Excel uses four types of calculation operators: arithmetic, comparison, text concatenation, and
reference. This lesson covers several arithmetic operators and the equal sign, which is a comparison
operator. The arithmetic operators are listed in Table 4-1.
Table 4-1 Arithmetic Name Calculation Example

Excel Arithmetic Operators Operator
+ Plus sign Addition 5+2
− Minus sign Subtraction 5–2
Negation –5
* Asterisk Multiplication 5*2
/ Forward slash Division 5/2
% Percent sign Percent 20%
^ Caret Exponentiation 5^2
When you build a formula, it appears in the formula bar and in the cell itself. When you complete
the formula and press Enter, the value displays in the cell and the formula displays in the formula
bar if you select the cell. You can edit a formula in the cell or in the formula bar the same way you
can edit any data entry.
When you click the Show Formulas button on the FORMULAS tab, all formulas in your work-
sheet display. Click the Show Formulas button again to toggle off display of formulas.
Understanding Order of Operations

If you use more than one operator in a formula, Excel follows a specific order—called the
Bottom Line
order of operations—to calculate the formula. Parentheses play an important role in con-
trolling the order of operations.
step by step Understand Order of Operations
GET READY. USE the worksheet from the previous exercise.

1. Click cell A1 to make it the active cell.
2. Click in the formula bar.
3. Insert parentheses around 7 + 8.
94 Lesson 4
4. Insert parentheses around 3 / 2.

5. Insert parentheses around (7 + 8) * (3 / 2), as shown in the formula bar in Figure 4-4.
Press Enter. The result in A1 changes to 18.5.
Figure 4-4
Parentheses added to the
formula
6. SAVE the workbook in your Lesson 4 folder as 04 Order of Operations Solution and
CLOSE it.
PAUSE. LEAVE Excel open to use in the next exercise.
Excel applies the rules of mathematics to determine how formulas are calculated. The following is
the order in which arithmetic operators are applied:
• Negative number (−)
• Percent (%)
• Exponentiation (ˆ)
• Multiplication (*) and division (/) (left to right)
• Addition (+) and subtraction (−) (left to right)
For example, consider the original equation:
7 + 8 * 3 / 2 − 4 = 15
Following arithmetic operator priorities, the first operation is 8 multiplied by 3 and that result is
4.1.2 divided by 2. Then 7 is added and 4 is subtracted.
How do you determine You can use parentheses in a formula to override the standard order of operations. Excel per-
the order of operations for forms calculations on formulas inside parentheses first. Parentheses inside of parentheses are called
arithmetic operators in an nested parentheses. Calculations are performed on formulas in the innermost set of paren-
Excel formula? theses first, and from left to right if nested parentheses are at the same level. Therefore, the result
of the following equation with parentheses is different from the previous one:
((7 + 8) * (3 / 2)) − 4 = 18.5
Following arithmetic operator priorities, the first operation is the sum of 7 + 8 multiplied by the
quotient of 3 divided by 2. Then, 4 is subtracted.
Troubleshooting While modifying a complex formula, if you decide to revert back to the original formula and
start over, just press Esc. If you’ve already pressed Enter, you’ll need to click the Undo button
on the Quick Access Toolbar.
Building Basic Formulas

You do basic math in your head or using scratch paper every day. Excel is handy for performing
Bottom Line
basic calculations also. Although you probably won’t use Excel to add or subtract a few numbers,
it’s important to learn how to create simple formulas in Excel, which serve as the building blocks
for more complex calculations. This section shows you how to create basic formulas that let you
perform addition, subtraction, multiplication, and division.
Creating a Formula that Performs Addition

You can add two or more numbers in Excel using the plus sign between each number. To use
proper Excel format, you must include the equal sign at the beginning of the formula.
step by step Create a Formula that Performs Addition
GET READY. LAUNCH Microsoft Excel if it is not already open.

1. OPEN the 04 Budget Start data file for this lesson.
2. In cell A18, type January Rent plus Deposit and press Enter.
3. In cell B18, type the equal (=) sign, type 1200+500, and press Enter. This is the simplest
way to enter an addition formula. Excel adds the values in the formula and displays the
result, 1700, which is your first month’s rent plus a $500 deposit. Your worksheet now
looks like that shown in Figure 4-5.
Figure 4-5
The result of an addition
formula
The result of =1200+500
4. SAVE the workbook in your Lesson 4 folder as 04 Budget Basic Formulas Solution.
When entering formulas that perform addition, if a positive number is entered first, it is not nec-
essary to enter a plus sign.
If you make a mistake in your data entry, you can select the cell with the erroneous formula, press
F2 to enter cell editing mode, and edit your formula. Once you make your corrections, press Enter
to revise.
Creating a Formula that Performs Subtraction

Subtraction works the same way as addition, except that you enter a minus (–) sign rather than a
plus (+) sign between the values in the formula.
step by step Create a Formula that Performs Subtraction
GET READY. USE the worksheet you modified in the previous exercise.
1. Double-click cell A18.
2. Click after the word “Deposit,” type , minus Discount, and press Enter.
3. Right-click cell A18, select Format Cells, click the Alignment tab, select the Wrap text
check box, and click OK. Now you can see all of the new text added to A18.
Cross You learn about different kinds of formatting techniques in Lesson 6.

Ref
4. Click cell B18 to make it the active cell.
5. Click in the formula bar.
96 Lesson 4
6. Position the cursor immediately after =1200+500, type -100, and press Enter. Your
landlord gave you a $100 discount for moving into your rental home early, so you are
subtracting $100 from your first month’s rent. The value in cell B18 changes to 1600 to
reflect the new formula (see Figure 4-6).
Figure 4-6 Cell B18 has been modified

The result of a subtraction to include subtraction in
the formula, resulting in 1600.
formula
7. SAVE the workbook.
When you modified the formula to subtract 100 from 1700, you could have entered =1200+500−100
or = −100+1200+500. Either formula yields a positive 1600.
Creating a Formula that Performs Multiplication

Multiplication not only uses the values in cells, but other numbers that you enter. The symbol for
multiplication is the asterisk (*).
step by step Create a Formula that Performs Multiplication
1. In cell A19, type Annual Rent per Lease and press Enter.
2. In cell B19, type =1200*12 and press Enter. The result displays in cell B19, which is the
total amount of rent you will pay in one year (see Figure 4-7).
Figure 4-7
The result of a multiplication
formula
The result
of =1200*12
Creating a Formula that Performs Division

Division works the same way as multiplication, except that the symbol for division is the forward
slash (/).
step by step Create a Formula that Performs Division
1. In cell A20, type Average Electricity and press Enter.
2. In cell B20, type =N8/12 and press Enter. The result displays in cell B20, which is the
average monthly amount you will pay for electricity in one year (see Figure 4-8).
Figure 4-8
The result of a division formula
The result of =N8/12
3. SAVE the workbook and CLOSE it.
Using Cell References in Formulas

As you learned in Lesson 1, “Overview,” each cell in an Excel worksheet has a unique identifier
Bottom Line
indicating its column and row, such as A1 (column A, row 1) or E4 (column E, row 4). When you
create a formula, you can reference a cell’s identifier rather than typing the number that appears in
that cell. A cell reference identifies a cell’s location in the worksheet, based on its column letter
and row number. Using a cell reference rather than the data displayed in a cell gives you more flex-
ibility in your worksheet. If the data in a cell changes, any formulas that reference the cell change
as well. For example, if cell E1 contains the number 12 but is later changed to 15, any formula
that references cell E1 updates automatically. The same principle applies to a cell that contains a
formula and is referenced in another formula.
Using Relative Cell References in a Formula

A relative cell reference is one that adjusts the cell identifier automatically if you insert or
delete columns or rows, or if you copy the formula to another cell. A relative cell reference is, there-
fore, one whose references change “relative” to the location where it is copied or moved.
step by step Use Relative Cell References in a Formula
GET READY. OPEN the 04 Budget Cell References data file for this lesson.
1. Click cell B18.
2. Click in the formula bar and replace 1200 with cell B3. Notice that cell B3 is highlighted
and surrounded by a blue border while you’re modifying the formula (see Figure 4-9).
Figure 4-9
Entering a relative
cell reference Entering a relative cell
reference
Cell B3 is highlighted and

surrounded by a blue border.
Take Note You can use either uppercase or lowercase when you type a cell reference in a formula. For exam-
ple, it does not matter whether you type B4 or b4 in the formula you enter.
3. Press Enter. The formula in cell B18 now uses a relative cell reference to cell B3.
4. Copy cell B18 to cell B21. The displayed result changes to 400.
5. Notice in the formula bar that the formula in cell B21 is =B6+500-100, but the formula
you copied is =B3+500-100. That’s because the original cell reference of cell B3
changed to cell B6 when you copied the formula down three cells, and cell B6 is blank.
The cell reference is adjusted relative to its position in the worksheet.
98 Lesson 4
6. An alternate way to use a cell reference is to click the cell being referenced while
creating or modifying a formula. With cell B21 still active, click in the formula bar and
select B6.
7. Click cell B3. Cell B3 becomes highlighted and surrounded by a blue dashed border,
and cell B3 appears in the formula bar rather than cell B6 (see Figure 4-10). Press Enter.
Figure 4-10
Using the mouse to enter a
relative cell reference Entering a relative cell
reference
Cell B3 is highlighted and

surrounded by a blue dashed border.
8. SAVE the workbook in your Lesson 4 folder as 04 Budget Cell References Solution.
4.1.1
How do you use a relative
cell reference in a formula? You use relative cell references when you want the reference to automatically adjust when you copy
or fill the formula across rows or down columns in ranges of cells. By default, new formulas in
Excel use relative references.
In this exercise, you learn two methods for creating formulas using relative references:
• By typing the formula directly into the cell
• By clicking a cell to include in the formula rather than typing the cell reference
The second method is usually quicker and eliminates the possibility of typing an incorrect cell
identifier, especially if you need to create a formula with many cell references. For example, it
might be easy to make a mistake typing =D2+D7+D9+D12+D14 rather than just clicking each
cell to add it to the formula.
You can also reference a range of cells in a formula, which you learn about later in this lesson.
Cell referencing raises another important point about Excel. When you perform math on a series
of numbers on paper, they’re usually right next to each other in a column or a single row. In a
worksheet, the numbers don’t have to be adjacent: You can create formulas that reference cells
anywhere in the worksheet.
Take Note When constructing a worksheet, plan on using relative cell references unless you know there will
be a reason not to adjust the cell identifier when you insert or delete columns and rows.
Using Absolute Cell References in a Formula

Sometimes you do not want a cell reference to change when you move or copy it. To make an
absolute cell reference, use the dollar sign ($) before the column and row of the cell you want to
reference.
step by step Use an Absolute Cell Reference in a Formula
1. Click cell B18.
2. Click in the formula bar and insert dollar signs in the B3 cell reference so it looks like
$B$3.
3. Press Enter. The formula in cell B18 now uses an absolute cell reference to cell B3.
4. Copy cell B18 to cell B21. The displayed result is 1600, which matches B18.
5. Copy cell B21 to cell C21. The displayed result is still 1600.
6. Notice in the formula bar that the formulas in cells B21 and C21 are both =$B$3+500-
100. Figure 4-11 shows the formula for cell C21. Regardless of where you copy the
formula in the worksheet, the formula still refers to cell B3.
Figure 4-11 An absolute cell reference

contains dollar signs.
An absolute cell reference
Cells B21 and C21 show

the results of the same
absolute cell reference.

4.1.1
How do you use an absolute
cell reference in a formula? An absolute cell reference refers to a specific cell or range of cells regardless of where the
formula is located in the worksheet. Absolute cell references include two dollar signs in the formu-
la, preceding the column letter and row number. The absolute cell reference $B$3, for example,
refers to column (B) and row (3). When you copy the formula to any other cell in the worksheet,
the absolute reference will not adjust to the destination cells.
Workplace Ready
ABSOLUTE Cell References FOR PAYROLL TRACKING
Assume you work for a company that hires seasonal workers. All seasonal employees are paid the
same hourly wage, but the number of hours each person works each week may vary. You are re-
sponsible for creating weekly payroll reports.
You can enter the hourly wage in one cell, and then use absolute cell references in calculations to
refer to the hourly wage. In the following figure, each employee’s gross pay is calculated using an
absolute cell reference to the hourly wage in cell B1, which is $13.17. You could substitute 13.17 for
$B$1 in each formula, but if the hourly wage changes, you would need to modify every formula.
100 Lesson 4
Using an absolute cell reference lets you change just the value in cell B1, and then all formulas that
reference that cell would change automatically.
In addition, if you add columns for taxes and deductions, regardless of where the Gross Pay col-
umn is located, all formulas in that column would still reference cell B1.
Absolute cell
reference
Using Mixed Cell References in a Formula

You can also create a mixed reference in which a column or a row is absolute, and the other is
relative. For example, if the cell reference in a formula is $A5 or A$5, you would have a mixed
reference in which one component is absolute and one is relative.
step by step Use a Mixed Cell Reference in a Formula
1. Click cell B21.
2. Click in the formula bar and delete the dollar sign before 3 in the formula so it looks like
$B3.
3. Press Enter. The formula in cell B21 now uses a mixed cell reference.
4. Copy cell B21 to cell C22. The displayed result is 440, which is different from the result
in B21. That’s because the formula in C22 references cell B4 (see Figure 4-12). The
dollar sign before the B in the formula is absolute, but the row number is relative.
Figure 4-12 A mixed cell reference

contains one dollar sign.
A mixed cell reference
Cell C22 shows the result

of a mixed cell reference.
5. Delete the contents of cell B21, cell C21, and cell C22.
4.1.1
How do you use a mixed cell PAUSE. LEAVE the workbook open to use in the next exercise.
reference in a formula?
A mixed cell reference is a cell reference that uses an absolute column or row reference, but
not both.
In the exercise, the column portion of the cell reference is absolute and remains unchanged in the for-
mula regardless of where the formula is copied. The row portion of the formula is relative (no dollar
sign precedes the row number of 3), so that part of the cell reference changes when the cell is copied.
If you copy a formula across rows or down columns, the relative reference automatically adjusts,
and the absolute reference does not adjust. For example, when you copied the formula contain-
ing the mixed reference $B3 to a different cell in column C, the reference in the destination cell
changed to $B4. The column reference remained the same because that portion of the formula is
absolute. The row reference adjusted because it is relative.
Using External Cell References

You’ve been creating or modifying cell references that refer to cells in the same worksheet. Howev-
er, you can also refer to cells in another worksheet in the same workbook or to another workbook
entirely. References to cells located in a separate workbook are considered external references. Un-
less you specify another worksheet or workbook, Excel assumes your cell references are to cells in
the current worksheet.
Referring to Data in Another Worksheet

An external reference refers to a cell or range in a worksheet in another Excel workbook, or to
a defined name in another workbook. (You learn how to define range names later in this lesson.)
You might need to use this strategy, for example, to create a summary of data in one worksheet
based on data in another worksheet. The basic principles for building these formulas are the same
as those for building formulas referencing data within a worksheet.
step by step Refer to Data in Another Worksheet
1. Click the Summary sheet tab in the 04 Budget Cell References Solution workbook.
2. Click cell D8. You want the average payment for electricity to appear in this cell, similar
to the content that appears in B20 in the Expense Details worksheet. However, your
formula must reference the Expense Details worksheet to gather the data.
3. Type =SUM(‘Expense Details’!N8)/12 and press Enter. This formula divides the value
of cell N8 in the Expense Details worksheet by 12. The result is 176, rounded due to cell
formatting applied to the worksheet (see Figure 4-13).
Figure 4-13 The formula includes a reference

Creating a link to a worksheet to the Expense Details worksheet,
which is in the same workbook as
in the same workbook the Summary worksheet.
Cell D8 shows the result of a

cell reference to a cell in the
Expense Details worksheet.
Cross You learn about cell formatting in Lesson 6, “Formatting Cells and Ranges.”
Ref

102 Lesson 4
The general format of a formula that references a cell in a different worksheet is SheetName!CellAddress.
That is, you enter the external worksheet name followed by an exclamation point, and then the cell
address in the external worksheet. For worksheet names that include one or more spaces, you need to
enclose the name in single quotation marks, similar to ‘Sheet Name’!CellAddress.
You can also refer to a range of cells in an external worksheet. For example, in the exercise, you
can use a similar formula, =SUM(‘Expense Details’!B8:M8)/12, to accomplish the same task.
The portion B8:M8 is called a range, as you learned in Lesson 2, “Working with Microsoft Excel
2013.” This formula adds the values in the range B8:M8 and then divides them by 12 to produce
the average monthly payment for electricity over one year. You see how to work with cell ranges
after the next section.
Microsoft calls references to cells in another worksheet or in another workbook links because you
are essentially linking to data in those remote locations.
Excel provides several functions to help you create formulas more easily. One of the most com-
mon functions, SUM, adds the values in a series of cells specified in a range. The construct
=SUM(D2:D5) is the same as specifying =D2+D3+D4+D5.
Cross You learn about basic functions in Lesson 5, “Using Functions” and advanced formulas and func-
Ref tions in Lesson 10, “Using Advanced Formulas.”
Referencing Data in Another Workbook

The procedure for referencing data in another workbook is nearly the same as referencing data in
another worksheet in the same workbook. The difference is that, when creating a reference to cells
in another workbook, you must enclose the other workbook name in square brackets ([ ]) and both
workbooks must be open.
step by step Reference Data in Another Workbook
1. Open a second workbook, the data file named 04Budget2012.
2. In 04 Budget Cell References Solution, on the Summary sheet, click cell C3.
3. Type =([04Budget2012.xlsx]Summary!B3), as shown in Figure 4-14, and press
Enter. The formula links to cell B3 on the Summary sheet in the workbook named
04Budget2012.
Figure 4-14
An external reference to a cell
in another workbook
The formula includes an external
reference to the Summary Worksheet
in the 04Budget2012 workbook.
Cell C3 contains the formula

with an external reference.

5. CLOSE 04Budget2012.
The paired brackets [ ] identify the name of the workbook file, and Summary! identifies the work-
sheet within that file.
If the data in the referenced cell in the 04Budget2012 worksheet changes, so will the data in the
corresponding cell on the Summary worksheet in 04 Budget Cell References Solution. This holds
true even if you save 04 Budget Cell References Solution under a different file name.
If you don’t have the external workbook open when creating the formula, the Update Values dialog
box appears. You must navigate to the location of 04Budget2012.xlsx, select the file, and click OK.
If you close both workbooks and reopen only 04 Budget Cell References Solution , the full path
to the 04Budget2012 workbook displays in the formula bar (see Figure 4-15).
Figure 4-15
The full path to the linked
workbook
The formula includes the full
path to the external workbook.
The result of the formula
If you close and then reopen the workbook that contains the cell reference to the external work-
book, a message appears prompting you to update your links (see Figure 4-16).
Figure 4-16
A message dialog box
prompting you to update links
Using Cell Ranges in Formulas

In Excel, groups of cells are called ranges. The cell groups are either contiguous or non-contiguous.
Bottom Line
You can name (define) ranges, change the size of ranges after you define them, and use named
ranges in formulas. The Name box and the Name Manager help you keep track of named ranges
and their cell addresses. You can also use the Paste Names command to create a list of named
ranges and their addresses in a worksheet.
Naming a Range
When you refer to the same cell range over and over, it might be more convenient to give it a name.
Excel recognizes the name as the cell range and uses the values in those cells to do what you spec-
ified. For instance, if you have a series of sales figures in a column, instead of referring to them as
the range C4:C10, you can name them SalesQ3. Any time you use the name SalesQ3 in a formula,
104 Lesson 4
Excel would then use the values in those cells.
step by step Name a Range of Cells
get ready. OPEN the 04 Budget Ranges data file for this lesson.
1. Click Enable Content, if prompted. Click the Expense Details sheet tab.
2. Select B3:B14. These are the cells to be named.
3. To the left of the formula bar, click the Name box.
4. Type a one-word name for the list, such as Q1Expenses, and press Enter. The range
name appears in the Name box (see Figure 4-17). Excel saves this name and uses it in
any subsequent reference to this range. (Don’t worry about the apparent misnaming
of the range. You modify this range to include additional months in an exercise later in
this lesson.)
Troubleshooting When naming a range, if a message appears stating that the name already exists, display the
Name Manager (discussed in the “Changing the Size of a Range” section) and edit the existing
name or delete it and enter a different name.
Figure 4-17
Using the Name box
to name a range
The range name
appears in the
Name box.
The highlighted
cells that are part
of the range
5. An alternative way to name a range is to use the New Name dialog box. Select
B16:M16.
6. On the FORMULAS tab, in the Defined Names group, click Define Name. The New
Name dialog box appears (see Figure 4-18).
Figure 4-18
Using the New Name dialog
box to name a range
7. Excel uses the row heading as the range name, shown in the Name text box. You can
change the name if you like. For this exercise, leave the default name.
8. Open the Scope drop-down list. Your options are Workbook, Expense Details, and
Summary. The last two entries correspond to individual sheets in the workbook. Close
the drop-down list, leaving Workbook selected.
9. Enter comments in the Comments text box, if you like.

10. Leave the cell address that appears in the Refers to text box. This is the range you
selected. Notice that the sheet name is also included automatically.
11. Click OK. The name Utilities_Subtotals is saved for the range B16:M16.
12. A third way to name a range is to use the Create Names from Selection dialog box.
Select N2:N14. This selection includes the column heading label.
13. On the FORMULAS tab, in the Defined Names group, click Create from Selection. The
Create Names from Selection dialog box appears (see Figure 4-19).
Figure 4-19
Using the Create Names from
Selection dialog box
to name a range
Selected range
14. Excel determines that you want to use the column heading label as the range name.
Click OK. The range is saved with the name Total.
15. Open the Name box drop-down list (see Figure 4-20). You have three named ranges
from which to select.
Figure 4-20
Three named ranges appear in
the Name box drop-down list
The Name box drop-down
list displays the newly
created range names.
16. SAVE the workbook in your Lesson 4 folder as 04 Budget Ranges Solution.
2.3.4
How do you name ranges in
a worksheet? As you learned in Lesson 2, a range is a group of adjacent cells that you select to perform opera-
tions on all of the selected cells. You refer to a cell range by separating the first and last cell in the
range by a colon, such as B1:B9 and D4:G9. The totals and subtotals in 04 Budget Ranges use
cell ranges in their formulas.
A named range is a group of cells, and occasionally a single cell, with a designated name. The
most common reason to name a range is to refer to it in formulas and functions. Naming ranges or
an individual cell according to the data they contain is a time-saving technique, even though it might
not seem so when you work with limited data files in practice exercises. However, naming a range
in a large or complex worksheet enables you to go to the location quickly, similar to a bookmark.
After selecting a range of cells, you can name the range using three different methods:
• By typing a name in the Name box next to the formula bar
• By using the New Name dialog box

106 Lesson 4
• By using the Create Names from Selection dialog box
Rules and guidelines for naming ranges include the following:
• Range names can be up to 255 characters in length.
• Range names may begin with a letter, the underscore character (_), or a backslash (\). The rest of
the name may include letters, numbers, periods, and underscore characters, but not a backslash.
• Range names may not consist solely of the letters “C”, “c”, “R”, or “r”, which are used as shortcuts
for selecting columns and rows.
• Range names may not include spaces. Microsoft recommends you use the underscore character
(_) or period (.) to separate words, such as Fruit_List and Personal.Budget.
• Range names cannot be the same as a cell reference, such as A7 or $B$3.
All names have a scope, either to a specific worksheet or to the entire workbook. The scope of a
name is the location within which Excel recognizes the name without qualification. Excel requires
that a name must be unique within its scope, but you can use the same name in different scopes.
In the New Name dialog box, if you select a worksheet name from the Scope list, the scope is at
the local worksheet level. If you select Workbook, the scope is at the global workbook level.
If you defined a named range after you entered a cell reference in a formula, you might want to
update the existing cell reference to the defined name. Select an empty cell, click the arrow next to
Define Name, and click Apply Names. In the Apply Names dialog box, click one or more names,
and click OK.
Take Note You can use the same name for equivalent ranges in other worksheets within a workbook. Include
the name of the worksheet in brackets before the range name to identify which worksheet you’re
referring to.
After creating named ranges, you can select a name in the Name box drop-down list to select the
named range on the worksheet.
Changing the Size of a Range

You might want to change the size of a range to include or exclude data that you didn’t consider
when you created the range.
step by step Change the Size of a Range
get ready. USE the worksheet you modified in the previous exercise.
1. Click the Expense Details sheet, if it’s not already active.
2. On the FORMULAS tab, in the Defined Names group, click Name Manager.
3. Select Q1Expenses.
4. At the bottom of the dialog box, highlight everything in the Refers to box (see
Figure 4-21).
Figure 4-21
The Refers to box
in the Name Manager
The Refers to box
5. In the Expenses Details worksheet, select B3:D14. The content in the Refers to box in
the Name Manager dialog box reflects the new range (see Figure 4-22).
Figure 4-22
The new range appears in the
Refers to box.
New range selected
The content in the

Refers to box has
been changed
6. Click Close, and then click Yes when asked if you want to save your changes.
To change the parameters of a named range, you can easily redefine the range by using the
Name Manager on the FORMULAS tab. The Name Manager contains all the information
about named ranges.
Creating a Formula that Operates on a Named Range

You can use the name of any range in a formula, just as you can use a cell identifier.
step by step Create a Formula that Operates on a Named Range
get ready. uSE the worksheet you modified in the previous exercise.
Another Way 1. In the Expense Details sheet, click A21.
You can just enter 2. Type First Quarter Expenses and press Enter.
the formula and range name,
3. In cell B21, type =SUM(.
such as =sum(Q1Expenses)
directly into the cell. 4. On the FORMULAS tab, in the Defined Names group, click Use in Formula.
5. Select Q1Expenses from the list (see Figure 4-23), type ) to close the equation, and
press Enter. The total amount of expenses for January through March appears in
cell B21.
108 Lesson 4
Figure 4-23
Using a named range in a Selecting Q1Expenses
formula from the Use In Formulas
drop-down list
4.1.3
How do you reference 6. SAVE the workbook.

named ranges in a formula?
Keeping Track of Named Ranges

As you’ve seen, the Name box drop-down list contains a list of named ranges for the current
worksheet. When you select a named range from the Name box, the range is highlighted in the
worksheet. The Name Manager dialog box enables you to work with all of the defined names in
the workbook. The Paste Names command lets you maintain a list of named ranges and their cell
addresses as data in a worksheet.
step by step Keep Track of Named Ranges
1. Open the Name box drop-down list. The names of all named ranges available in that
workbook display.
2. To verify your change to the size of the Q1Expenses range in a previous exercise, select
Q1Expenses. The range B3:D14 appears highlighted.
3. On the FORMULAS tab, in the Defined Names group, click Name Manager. Each named
range is listed in the dialog box. You can use Name Manager to create a new range,
rename a range, delete a range, and verify the scope of a range, among other tasks.
4. Click Close to close the Name Manager.
5. To display range names and their cell ranges as data in the worksheet, select a cell with
blank cells to the right and below it, such as cell P2.
6. On the FORMULAS tab, in the Defined Names group, click Use in Formula and then
select Paste Names. The Paste Name dialog box opens.
7. Click Paste List. Widen the width of column P to display all range names fully. Range
names display in column P and their cell ranges display in column Q (see Figure 4-24).
Figure 4-24
Range names and
cell addresses pasted into
a worksheet
CLOSE Excel.
You can use the Name Manager as a convenient way to confirm the value and reference of a named
range or to determine its scope. In addition, you can add, change, or delete names.
It is easier to remember names than to memorize cells and cell ranges. You can create a list of
defined names in a workbook using the Paste List command. Doing so makes it simpler to keep
track of your data.
Skill Summary
Objective
To display formulas. Display formulas. 1.4.10

To follow the order of operations. Define order of operations. 4.1.2
To build basic formulas.
To use relative, mixed, and absolute cell Demonstrate how to use references 4.1.1
references in formulas. (relative, mixed, absolute).
To create named ranges in worksheets. Create named ranges. 2.3.4
To reference cell ranges in formulas. Reference cell ranges in formulas. 4.1.3
Multiple Choice
1. Which of the following is not an arithmetic operator?

a. +
b. −
c. *
d. ]
2. In Excel, what is the result of =1 + 3 * 2 / 2 - 1?
a. 2
b. 3
c. 4
d. 6
3. Per the order of operations, which of the following is calculated first?
a. Addition (+) and subtraction (−) (left to right)
b. Exponentiation (ˆ)
c. Percent (%)
d. Negative number (−)
4. Which of the following refers to an unnamed range in the current worksheet?
a. =SUM(C2:E12)
b. =Q3Expenses!A19
c. =[Media.xlsx]MasterList!$D$10
d. =SUM(budget.summary)
5. Which of the following shows a formula for a reference to another worksheet in the
same workbook?
a. =SUM(C2:E12)
b. =Q3Expenses!A19
110 Lesson 4
6. Which of the following shows a formula for a reference to another workbook?

a. =SUM(C2:E12)
b. =Q3Expenses!A19
7. Which of the following is an acceptable name for a named range?
a. C7
b. subtotal_west
c. subtotal west
d. subtotal/west
8. Which of the following is an example of an absolute cell reference?
a. A9
b. A$9
c. $A$9
d. A9:E9
9. Which of the following is an example of a mixed cell reference?
a. A9
b. A$9
c. $A$9
d. A9:E9
10. Which of the following can you not do using the Name Manager?
a. Enter values into a range.
b. Change a range name.
c. Delete a named range.
d. Verify the scope of a range.
True / False
T F 1. To allow Excel to distinguish formulas from data, all formulas begin with an
equal sign (=).
T F 2. Regarding a named range, the scope of a name is the location within which
Excel recognizes the name without qualification.
T F 3. Excel recognizes a construct like 3+4= as a legitimate formula.
T F 4. Range names may begin with the caret (^) character.
T F 5. You cannot use a named range in a formula that references another worksheet.
T F 6. Range names cannot be the same as a cell reference, such as C10 or $D$8.
T F 7. Once you name a range, you can change the size of the range using the Name
Manager.
T F 8. You can create a new range by selecting the cells and typing a name in the
Name box next to the formula bar.
T F 9. The order of operations determines which parts of a formula are calculated
before other parts of the formula.
T F 10. The formula = 6 * 2 / 3 produces the same result as =6 * (2 / 3).
Project 4-1: Create Basic Formulas

Practice creating addition, subtraction, multiplication, and division formulas.
GET READY. Before you begin these steps, LAUNCH Microsoft Excel and OPEN a blank
workbook.
1. Click cell A1 and type =20+15. Press Enter. Excel calculates the value in A1 and displays
35 in the cell.
2. In A2, type =34+51+22. Press Tab. The sum of the three numbers, 107, appears in the
cell.
3. Click A2 to display the formula for that cell in the formula bar.
4. With A2 selected, click the formula bar. Select 51 and type 15. Press Enter. Notice that
the formula result changes to 71.
5. In A3, type =35.3+41.6+17.4. Press Enter. The value 94.3 appears in A3.
6. In B1, type =375−68. Press Enter. The value 307 appears in the cell.
7. In B2, type =45−13−8. Press Enter. The value in B2 should be 24.
8. In B3, create a formula to subtract 125 from 189. The value in B3 should be 64.
9. In C1, type =125*4 and press Enter. The value that appears in C1 is 500.
10. In C2, type =2*7.50*2 and press Enter. The value in C2 is 30.
11. In C3, type =5+2*8. The value in C3 is 21.
12. In D1, create the formula =795/45 and press Enter. Excel returns a value of 17.66667 in
D1.
13. In D2, create the formula =65−29*8+97/5 and press Enter. The value in D2 is −147.6.
14. In D3, create the formula =-12+10+20.5/3 and press Enter. Excel returns a value of
4.833333 in D3.
15. In E1, type =2^4 and press Enter. The value 16 displays in E1. This formula calculated 2
raised to the 4th power.
16. In E2, type =25*(1+35%) and press Enter. Excel returns a value of 33.75. The formula
increased 25 by 35%.
17. In E3, type =3^2*(1+25%) and press Enter. Excel returns a value of 11.25 in E3.
18. SAVE the workbook in your Lesson 4 folder as 04 Project Math Solution and CLOSE it.
PAUSE. LEAVE Excel open to use in the next project.
Project 4-2: Work with the Order of Operations

Practice working with the order of operations.
GET READY. Before you begin these steps, OPEN the 04 Project Operations Practice
workbook.
1. Select C3 and modify the formula by inserting parentheses around 5+2. Press Enter.
The new formula should be =(5+2)*8. The value in C3 changes from 21 to 56.
2. Select D2. Click in the formula bar and place parentheses around 65–29. Press Enter.
The new formula should be =(65–29)*8+97/5. The value in D2 changes from −147.6 to
307.4.
3. Select D2. Click in the formula bar and place parentheses around 97/5. Press Enter. The
new formula should be =(65–29)*8+(97/5). The value in D2 remains the same at 307.4.
4. Select D2. Click in the formula bar and change the parentheses so the formula looks
like =(65–(29*8)+97)/5. Press Enter. The value in D2 changes to –14.
5. SAVE the workbook in your Lesson 4 folder as 04 Project Operations Solution and
CLOSE it.
LEAVE Excel open to use in the next project.

112 Lesson 4
Project 4-3: Link to Data in Other Worksheets within a Workbook

You work for A. Datum Corporation as an accountant. You have a workbook with several sheets
that contain budgets for western division offices located in Alaska, Washington, Oregon, and
California. You created a summary sheet and named the sheet tab WesternSummary. You will
link to information in the four other worksheets to present summary data in one place. Each area
worksheet is organized the same way to make it easy to find the same kind of data for each area.
GET READY. Before you begin these steps, OPEN the 04_ADatum_Start workbook.
1. On the WesternSummary sheet, click cell B3 and enter the formula =Alaska!B8. The
formula links to the data in cell B8 (the Gross Sales total) on the Alaska worksheet and
displays it in cell B3 of the WesternSummary worksheet.
2. In B4, enter the formula =Washington!B8 to link to the Washington office gross sales
total.
3. Create similar formulas to display the Oregon and California gross sales data on the
WesternSummary sheet.
4. Compare the figures in column B on the WesternSummary sheet to the appropriate
cells in the other worksheets to verify that your formulas are correct. If not, adjust the
formulas on the WesternSummary sheet to correct them.
5. Create similar formulas to display the COGS totals in column C, the commissions totals
in column D, and the net sales totals in column E on the WesternSummary sheet. (To
save time, you can select B3:B6 and drag the fill handle to the right to fill all additional
totals.)
6. Compare the figures on the WesternSummary sheet to the other worksheets to verify
that your formulas are correct. If not, adjust the formulas to correct them.
7. SAVE the workbook in your Lesson 4 folder as 04_ADatum_USWest Solution and
CLOSE it.
Project 4-4: Use External References

You now want to create a summary in a workbook named 04_ADatum_GlobalSales and link to
information in the 04_ADatum_USWest workbook.

1. OPEN 04_ADatum_USWest and 04_ADatum_GlobalSales from your data files.
2. In 04_ADatum_GlobalSales, on the GlobalSummary sheet, click cell B4 to make it
active.
3. Enter the formula =([04_ADatum_USWest]WesternSummary!B8). The formula links
to the data in cell B8 on the WesternSummary sheet in the 04_ADatum_USWest
workbook.
4. Copy B4 to C4.
5. SAVE the 04_ADatum_GlobalSales workbook and leave it open.
6. In 04_ADatum_USWest, on the California tab, change the data in cell B6, which is the
Gross Sales figure for Release 3.4, to 284,125.
7. Check the WesternSummary sheet to verify that the linked cell updated automatically.
8. Save the 04_ADatum_USWest workbook and close it.
9. Close 04_ADatum_GlobalSales without saving the workbook.
10. Reopen 04_ADatum_GlobalSales.
11. Click Enable Content, if prompted.
12. Click Update if the message window appears.

13. OPEN 04_ADatum_USWest.
14. Verify that the data in cell B4 in 04_ADatum_GlobalSales matches the corresponding
data in 04_ADatum_USWest.
15. SAVE 04_ADatum_USWest in your Lesson 4 folder as 04_ADatum_USWestSales
Solution.
16. SAVE 04_ADatum_GlobalSales in your Lesson 4 folder as 04_ADatum_GlobalSales
Solution.
17. CLOSE both workbooks.
Mastery Assessment
Project 4-5: Name a Range and Use the Range in a Formula

Blue Yonder Airlines wants to analyze the sales and expense data from its four-year history.

1. OPEN the 04 Income Analysis workbook for this lesson.
2. On the Sales sheet, select B4:E4 and use the Define Name command on the
FORMULAS tab to name the range. Accept the defaults in the dialog box.
3. Select B5:E5 and use the Name box to name the range. Use the row heading as the
range name using an underscore to separate the words.
4. Select A6:E6. Use the Create from Selection command on the FORMULAS tab to name
the range. Use the default option in the dialog box.
5. Create a named range for A7:E7 using the method of your choice.
6. Create a formula in cell F4 that sums the values in B4:E4 using the range name.
7. Repeat Step 6 for the other three income sources.
8. Create range names on the Expenses sheet using the method of your choice.
9. Total the four expense categories on the Expenses sheet as you did on the Sales sheet.
Be careful to select the worksheet range name rather than the workbook range name in
each case. You use this workbook again in Lesson 5 and create formulas with functions
on the Analysis sheet.
10. SAVE the workbook in your Lesson 4 folder as 04 Income Analysis Solution and then
CLOSE the file.
Project 4-6: Create a Personal Budget

Most people agree that it is vitally important for a business to have a realistic budget. It is equally
important for an individual to have a personal budget—a plan for managing income and expens-
es. Using a personal budget worksheet prepopulated with data, create range names to identify spe-
cific blocks of data, and then use those range names in formulas you create to compare budgeted
to actual costs.

1. OPEN the 04 Personal Budget Start workbook for this lesson.
2. On the Expenses sheet, name cell B7 Income_Total. If you use the Define Name
command, use the defaults in the New Name dialog box.
114 Lesson 4
3. Name cells B10:B14 Home_Total.

4. Create named ranges similar to Step 3 for budgeted amounts for the Daily Living Total,
Transportation Total, and Entertainment Total categories.
5. Create a formula in cell D4 that subtracts the actual amount from the budgeted
amount. The cells in column D are formatted to display a dash if the budgeted amount
and the actual amount are the same. Copy the formula in D4 to D5:D6.
6. Create a formula in cell D7 that subtracts the actual amount from the budgeted amount
using the Income_Total range name.
7. Beginning with the Home section, create a formula in the non-Total cells in column D
that subtracts the actual amount from the budgeted amount using the range name for
the budgeted amount. For example, the formula in cell D10 would be =Home_Total-C10.
Be aware that the formulas might result in a positive number, no difference, or negative
numbers.
8. Beginning with the Home section, create a formula in the Total cells in column D that
subtracts the actual amount from the budgeted amount. Use the cell address for the
budgeted amount.
9. In cells E10 through E14, create a formula that divides the budgeted amount by the
income total. Use the range names Home_Total and Income_Total in the formula.
10. In cell E15, create a formula that divides the budgeted amount by the income total
using a cell reference to the Home total and the range name Income_Total.
11. Complete column E per Steps 9 and 10 for the remaining cells.
12. The figure that displays in cell B36 is based on a named range, but part of the range
is incorrect. Use the Name Manager or the Show Formulas command to analyze the
formula for the Expenses range and correct it.
13. SAVE the workbook in your Lesson 4 folder as 04 Personal Budget Solution and then
CLOSE the file.
CLOSE Excel.
Using
Functions 5
Lesson Skill Matrix
Exploring Functions
Displaying Dates and Times
with Functions
Summarizing Data with Functions Demonstrate how to apply the SUM function. 4.2.1
Demonstrate how to apply the COUNT function. 4.2.3
Demonstrate how to apply the AVERAGE function. 4.2.4

Demonstrate how to apply the MIN and MAX functions. 4.2.2
Using a Financial Function
Using Formulas to Create Subtotals
Uncovering Formula Errors
Displaying and Printing Formulas
Key Terms
• argument
• AutoSum
• AVERAGE function
• COUNT function
• COUNTA function
• function
• MAX function
• MIN function
• NOW function
• PMT function
• SUBTOTAL function
• SUM function
• TODAY function
• trace arrow
©MCCAIG / iStockphoto
115
116 Lesson 5
Creating and maintaining a personal budget requires more than simply estimating
and tracking expenses. You often want to see subtotals of certain data, for example,
to determine how much you spend quarterly. Sometimes you want to know your av-
erage payment per month for expenses that vary throughout the year. Budgets are
also working documents—they change over time and might require modifications
to the structure. Creating proper formulas builds flexibility into your worksheets.
Excel provides a wealth of predefined functions to help you enter formulas quickly
and accurately. In this lesson, you learn how to use simple Excel functions by work-
ing on an annual budget of household expenses.
©MCCAIG / iStockphoto
FORMULAS Tab
The FORMULAS tab in Excel 2013, shown in Figure 5-1, provides access to a library of
formulas and functions. On this tab, you can use commands for quickly inserting functions,
inserting totals, and displaying a visual map of cells that are dependent on a formula.
Insert Function AutoSum Function Library Trace Precedents
Figure 5-1 Insert Function button Trace Dependents Evaluate Formula

next to formula bar
The FORMULAS tab in
Excel 2013
In this lesson, you learn how to use a variety of simple functions to perform calculations in a
budgeting worksheet. You also learn subtotaling techniques, how to work with formula errors,
and how to print formulas.
Using Functions 117
Exploring Functions
A function is a predefined formula that performs a calculation. Excel’s built-in functions are
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designed to perform different types of calculations—from simple to complex. When you apply
a function to specific data, you eliminate the time involved in manually constructing a formula.
Using functions ensures the accuracy of the formula’s results. You can type functions directly into
Excel or use the tools on the FORMULAS tab to help you fill in formulas with the correct syntax.
Step by step Explore Functions
GET READY. Launch Excel and open a new, blank workbook.

1. To become familiar with the tools available to build formulas and insert functions,
click the FORMULAS tab. Excel arranges functions by category in the Function Library
group, such as Financial, Logical, Text, and so on. Click the Financial button arrow to
display a drop-down list of functions (see Figure 5-2). If you create a financial function,
you can simply scroll through the list and select the function you want.
Figure 5-2
The Financial group menu
of functions
2. You can also find a function using the Insert Function dialog box. On the FORMULAS
tab or on the formula bar, click the Insert Function button. The buttons are shown in
Figure 5-3.
Figure 5-3
The Insert Function buttons
Insert Function
button
3. In the Insert Function dialog box, type a description of what you want to do. For
example, type date and click Go. Excel returns a list of functions that most closely
match your description (see Figure 5-4).
118 Lesson 5
Figure 5-4
The Insert Function dialog box
displaying a list of functions in
response to your request
4. With DATE selected in the Select a function list, click OK. The Function Arguments
dialog box opens.
5. Enter the current year, the number of the current month, and the number of the current
day (see Figure 5-5). Click OK. The date is entered into the worksheet in cell A1.
Figure 5-5
Entering data into the Function
Arguments dialog box
6. SAVE the workbook to your Lesson 5 folder as 05 Practice Solution.
Pause. leave the workbook open to use in the next exercise.
Functions are a simplified way of entering formulas. The parameters of a function are called
arguments. Each function name is followed by parentheses, which let Excel know where the ar-
guments begin and end. Arguments appear within the parentheses and are performed from left to
right. Depending on the function, an argument can be a constant value, a single-cell reference, a
range of cells, or even another function. If a function contains multiple arguments, the arguments
are separated by commas.
Even functions that require no arguments must still have parentheses following the name, as in
=TODAY(). Table 5-1 lists common Excel functions, all of which are covered in this lesson.
Table 5-1 Function Description Formula Syntax

Common Excel functions
AVERAGE Calculates the arithmetic mean, or =AVERAGE(first value, second value,...)
average, for the values in a range of
cells.
MAX Analyzes an argument list to deter- =MAX(first value, second value,...)

mine the highest value (the opposite
of the MIN function).
MIN Determines the smallest value of a =MIN(first value, second value,...)

given list of numbers or arguments.
NOW Returns the current date and time. =NOW()
PMT Determines the payment for a loan =PMT(rate, nper, pv)

based on the interest rate of a loan,
the number of payments to be made,
and the loan amount.
Using Functions 119
Table 5-1 Function Description Formula Syntax

Common Excel functions
SUBTOTAL Returns a subtotal for a list =SUBTOTAL(function number,ref1,[ref2],...)
SUM Takes all of the values in each of the =SUM(first value, second value,...)
specified cells and totals their values.
TODAY Returns the current date. =TODAY()
Displaying Dates and Times with Functions

In Excel, dates are numbers. When you see a date in a worksheet, it’s actually a numeric value
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formatted to look like a date. The same principle applies to time. Two functions display the cur-
rent date and/or time in a worksheet: NOW and TODAY. NOW returns the current date and
time, whereas TODAY returns the current date but not the time. Neither of these functions uses
arguments, so you insert blank parentheses after them. With NOW and TODAY, you can create
automatically updated dates and times in worksheets that you frequently revisit and update.
Exploring Dates
Excel stores dates as sequential serial numbers. By default, January 1, 1900 is serial number 1, Janu-
ary 2, 1900 is serial number 2, and so on. Each date is a number that represents the number of days
that have elapsed since January 1, 1900. You can add, subtract, multiply, and divide using a date, just
as you can with any other number. How the date is displayed depends on the format you assign to it.
Step by step Explore Dates
GET READY. USE the workbook you created in the previous exercise.
1. In cell A2, type 1/10/1900 and press Enter.
2. Select cell A2.
3. On the HOME tab, in the Number group, open the Number Format menu and select
General. The value in A2 changes to 10 (see Figure 5-6). When you enter a date
manually into Excel, the format of the cell automatically changes to Date. Because the
date 1/10/1900 is the tenth day after (and including) January 1, 1900, the value is 10.
Excel’s Date format displays the value as a date, and the General format displays the
value as a number.
Figure 5-6
In Excel, a date is actually a
serial number. A date displayed
as a serial number
4. With A2 still selected, change the number format to Short Date using the Number
Format menu. The cell displays 1/10/1900.
5. Click cell A3, type 40000 and press Enter. Because the cell is formatted as General by
default, the value appears as a number.
6. Click cell A2.
7. On the HOME tab, in the Clipboard group, click the Format Painter, and then click
cell A3. The formatting of A2 is copied to A3. The value in A3 now appears as a date:
7/6/2009.
8. In cell A4, type =A3-A2 and press Enter. The result is 39990, which is the number of
days between the two dates.
120 Lesson 5
Using TODAY
The TODAY function returns the current date in a worksheet. The value returned by the
TODAY function automatically updates every time you change the worksheet. To specify a date
that doesn’t change, enter the date you want to use manually.
Step by step Use the TODAY Function
GET READY. USE the workbook you modified in the previous exercise.
1. In cell A5, type =TODAY() and press Enter. The current date displays (see Figure 5-7).
Figure 5-7
The result of the TODAY
function The result of =TODAY()
The default format for the TODAY function is mm/dd/yyyy, but you can have it appear in any
date format.
You can also use TODAY to calculate an interval. For example, you can enter a formula to cal-
culate the number of years you have lived by creating a formula to subtract your birth date from
today’s date, like this: =YEAR(TODAY())-1993.
Using NOW
The NOW function returns today’s date and the current time, in the default format of
mm/dd/yyyy hh:mm. You can apply any date or time format to values returned by the NOW
function.
Step by step Use the NOW Function
1. In cell A6, type =NOW() and press Enter. The column width automatically expands, and
the current date and time display (see Figure 5-8).
Figure 5-8
The result of the
NOW function
The result of =NOW()

Using Functions 121
2. Copy cell A6 to A7.

3. Select cell A7.
4. On the HOME tab, in the Number group, from the Number Format menu, select Time.
The current time without the date appears in A7 (see Figure 5-9).
Figure 5-9
The result of the NOW function
with the Time format applied
Pause. leave Excel open to use in the next exercise.
Like TODAY, the NOW function also updates automatically every time you change the work-
sheet. However, because it also reports the time, its value changes every time you save the work-
sheet, even if that is several times during a single day.
In addition to simply displaying the current date and time, you might use the NOW function in
a calculation that requires a value based on the current date and time.
Workplace Ready
Using Dates at Work
The Excel TODAY and NOW functions are handy when you simply want to display the current
date, the date and time, or the date in a calculation. However, using TODAY or NOW means
the date changes every time someone opens the workbook. Sometimes it’s important that the date
remains static. For example, you create an invoice with the invoice date at the top. You also have
a line that says, “Terms: Net 30.” A Net 30 term means you expect your customer to pay your
invoice within 30 days of the date of your invoice. It’s important that your invoice date never
changes to avoid confusing your customer and so you get paid on time.
Enter a date, not the

TODAY or NOW function.
Summarizing Data with Functions

Functions provide an easy way to perform mathematical work on a range of cells, quickly and
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conveniently. This section shows you how to use some of the basic functions in Excel: SUM,
COUNT, COUNTA, AVERAGE, MIN, and MAX.
122 Lesson 5
Using the SUM Function

Adding a range of cells is one of the most common calculations performed on worksheet data. The
SUM function totals all of the cells in a range, easily and accurately. AutoSum makes that
even easier by calculating (by default) the total from the adjacent cell through the first nonnumeric
cell, using the SUM function in its formula. SUM is usually the first function most people learn
how to use in Excel. In fact, you already saw it in action in Lesson 4, “Using Basic Formulas.”
Step by step Use the SUM Function
GET READY. Launch Excel if it is not already running.

1. OPEN the 05 Budget Start data file for this lesson. Click Enable Editing, if prompted.
This workbook is similar to the 04 Budget Start workbook used in Lesson 4, but with
modifications to accommodate the current lesson.
2. In cell B7, type =SUM(B3:B6) and press Enter. The result, 2140, is the sum of January
nonutility expenses.
Troubleshooting If you get an error message when entering a basic Excel formula, remember that all formulas
must start with an equal sign (=). A function is simply a predefined formula, so you must use
the equal sign.
3. Click in cell C7. Click the FORMULAS tab and then click the top part of the AutoSum
button. The SUM function appears with arguments filled in, but only C6 is included.
Type C3: before C6 to correct the range (see Figure 5-10). Press Enter. The result, 1340,
is the sum of February nonutility expenses.
Figure 5-10
Using the SUM function
4. Copy cell C7 to D7:M7 to enter the remaining subtotals.

4.2.1
5. Copy cell N6 to N7 to enter the total nonutility expenses.
6. SAVE the workbook to your Lesson 5 folder as 05 Budget Math Solution.
How do you create a formula
with the SUM function? Pause. leave the workbook open to use in the next exercise.
The alternative to the SUM function is to create an addition formula using cell references for every
cell value to be added, such as the following:
=B7+C7+D7+E7+F7+G7+H7+I7+J7+K7+L7+M7
The easier way to achieve the same result is to use the SUM function or AutoSum. AutoSum is a
built-in feature of Excel that recognizes adjacent cells in rows and columns as the logical selection
to perform the AutoSum.
Using Functions 123
Using the COUNT Function

Statistical functions, such as SUM and COUNT, compile and classify data to present significant
information. Use the COUNT function when you want to determine how many cells in a range
contain a number.
Step by step Use the COUNT Function
1. USE the workbook you modified in the previous exercise.

2. In cell O5, type Count and press Enter. This is the label identifying the formula you will
enter in the next step.
3. In cell O6, type =COUNT(B6:M6) and press Enter. The result, 9, is the number of
months in which you budgeted for miscellaneous expenses (see Figure 5-11).
Figure 5-11
Result of the COUNT function

4.2.3
with the COUNT function? In this exercise, you could have included the row heading—Nonutility Subtotals—in the formula
range, along with the data in cells B6 through M6. The COUNT function disregards A6 because
it doesn’t contain a number, and the function disregards blank cells. You’ll see this effect using
COUNTA in the next exercise.
Using the COUNTA Function

The COUNTA function returns the number of cells in the selected range that contain text or
values, but not blank cells. In this exercise, you use the Insert Function button on the formula bar
to enter the function.
Step by step Use the COUNTA Function
1. In cell P5, type CountA and press Enter. This is the label identifying the formula you
will enter in the next step.
2. In cell P6, on the formula bar, click the Insert Function button.
3. In the Insert Function dialog box, in the Search for a function text box, type counta and
then click Go.
4. Select COUNTA in the results list and click OK. The Function Arguments dialog box
opens.
5. Click Collapse Dialog (see Figure 5-12). The box collapses to a single entry box.
124 Lesson 5
Figure 5-12
The Function Arguments Collapse Dialog
dialog box
6. Select A6:M6. The new range appears in the dialog box.

7. Click Expand Dialog shown in Figure 5-13, and click OK to close the dialog box. The
result, 10, is the number of nonblank cells in the range.
Figure 5-13
Expand Dialog Expand Dialog
Using the AVERAGE Function

The AVERAGE function adds a range of cells and then divides by the number of cell entries,
determining the mean value of all values in the range. Regarding your personal budget, because
the cost of electricity and gas fluctuates seasonally, it might be interesting to know the average
monthly amount you might spend over the course of an entire year.
Step by step Use the AVERAGE Function
1. In cell O8, type Average and press Enter.
2. In cell O9, type =AVERAGE(B9:M9) and press Enter. The result, 175.8333, is your
average expected monthly electricity bill.
3. In cell O10, type =AVERAGE(B10:M10) and press Enter. The result, 93.33333, is your
average expected monthly gas bill (see Figure 5-14).
Figure 5-14
The results of the AVERAGE
function
AVERAGE function results

Using Functions 125

4.2.4
with the AVERAGE function? Using the MIN Function
The MIN function allows you to determine the minimum value in a range of cells. Let’s use this
function to determine what your minimum electricity and gas bills will be. Instead of entering
the formula manually, you’ll use the Function Library group on the FORMULAS tab to build
the formula.
Step by step Use the MIN Function
1. In cell P8, type Min and press Enter.
2. Click in cell P9 and then click the FORMULAS tab.
3. Click the AutoSum button arrow, and then select Min from the menu. The range B9:O9
is automatically selected (see Figure 5-15). This range is incorrect, so you need to
edit it.
Figure 5-15
The wrong range is selected
for the MIN function.
4. Click cell B9, hold down the Shift key, and click cell M9. The range B9:M9 appears in
the function, which now looks like =MIN(B9:M9). See Figure 5-16. Press Enter. The
result, 150, appears, which is the lowest expected electricity bill for the year.
Figure 5-16
Modifying the MIN function
5. Copy cell P9 to cell P10. The result, 70, is the lowest expected gas bill for the year.
4.2.2
How do you create a formula Pause. leave the workbook open to use in the next exercise.
with the MIN function?
Using the MAX Function

The MAX function returns the largest value in a set of values. The MAX function works the
same way as MIN, except MAX determines the maximum value in a range of cells. To use MAX
in a formula, let’s enter the function manually.
126 Lesson 5
Step by step Use the MAX Function
4.2.2
1. In cell Q8, type Max and press Enter.
2. In cell Q9, type =MAX(B9:M9) and press Enter. The result, 230, is the highest monthly
How do you create a formula electricity bill that you expect to receive.
with the MAX function?
3. Copy cell Q9 to Q10. The result, 120, is the highest monthly gas bill that you expect to
receive (see Figure 5-17).
Figure 5-17
The results of the MAX
function
MAX function
results
4. SAVE the workbook to your Lesson 5 folder and CLOSE it.
Using a Financial Function

Functions provide a wide variety of pre-determined calculations for you to choose from, allowing
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you to easily perform a complex calculation and use it in your worksheet. So far, you have worked
with mathematical and statistical functions. Financial functions, in contrast, are designed specif-
ically for various finance tasks that you might want to work on.
Use PMT
The PMT function requires a series of inputs regarding interest rate, loan amount (principal),
and loan duration, and then calculates the resulting loan payment. In this exercise, you’re interest-
ed in purchasing a large flat-panel television, a sound system, and a game box with several games.
You calculate the payments you need to make on a two-year loan to purchase the equipment.
Step by step Use the PMT Function

1. OPEN the 05 Budget PMT data file for this lesson.
2. In cell R2, type Electronics and press Enter.
3. In cell R3, type Interest and press Enter.
4. In cell R4, type Years and press Enter.
5. In cell R5, type Loan Amt and press Enter.
6. In cell R6, type Payment and press Enter.
7. In cell S3, type 7.5% and press Enter. This is the interest rate on the loan.
8. In cell S4, type 2 and press Enter. This is the number of years in which the loan will be
repaid.
9. In cell S5, type 2500 and press Enter. This is the loan amount, which will cover the total
cost of the equipment.
10. In cell S6, type =–PMT(S3/12,S4*12,S5) and press Enter. The result, $112.50, is your
calculated monthly payment (see Figure 5-18).
Using Functions 127
Figure 5-18
The result of the PMT function
11. SAVE the workbook to your Lesson 5 folder as 05 Budget PMT Solution and CLOSE it.
The PMT function calculates a loan payment and uses the syntax =PMT(rate, nper, pv, [fv],
[type]). The three required arguments for the PMT function are:
• Rate: The interest rate charged per period (for example, per month)
• Nper: The total number of payments for the loan
• Pv: The present value of the loan—in other words, how much you owe; also known as the
principal
Optional arguments include the future value (fv), which is a cash balance you want to attain after
the last payment is made, and type, which indicates when payments are due using the number 1
(due at the beginning of a period) or 0 (due at the end of a period).
When functions take more than one argument, you enter them in a single set of parentheses,
separated by commas.
For the purposes of your budget, you include the negative sign (–) at the beginning of the PMT
function (=–PMT(S3/12, S4*12,S5)) because the function calculates a payment as a negative
value by default. By including the negative sign, the payment appears as a positive number. This
follows a basic rule of mathematics: The negative of a negative is a positive.
You divide the first set of values by 12 because 7.5% is the annual interest rate, and dividing it by
12 gives you the monthly interest rate. You multiply the second set of values by 12 to convert the
loan term from years to months.
Using Formulas to Create Subtotals

Many Excel veterans use formulas to create subtotals. Subtotaling lets you more easily analyze
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large sets of data. You can specify ranges for subtotals even if the ranges are not contiguous. In this
section, you learn how to use the SUBTOTAL function applied to cell ranges and named ranges.
Selecting and Creating Ranges for Subtotaling

You learn how to select ranges and name them in Lesson 4. You use those skills in this section to
prepare to subtotal parts of your budget worksheet.
Step by step Select and Create Ranges for Subtotaling

1. OPEN the 05 Budget Subtotals data file for this lesson.
2. Select B7:M7.
3. On the FORMULAS tab, in the Defined Names group, click the Define Name button. The
New Name dialog box opens.
128 Lesson 5
4. In the Name text box, verify that Nonutility_Subtotals appears (see Figure 5-19). Click
OK. This names a range for the nonutility subtotal figures.
Figure 5-19
The New Name dialog box
5. SAVE the workbook to your lesson 5 folder as 05 Budget Subtotals Solution.
Building Formulas for Subtotaling

You can calculate subtotals using the SUBTOTAL function, which returns a subtotal for a list.
This function recognizes values, cell references, ranges, and named ranges, and totals values cre-
ated using SUM, AVERAGE, COUNT, and many other functions. This exercise shows you how
to use the SUBTOTAL function to sum ranges of cells, both named and unnamed.
Step by step Build Formulas to Subtotal
Cross This lesson shows you how to build subtotals using the SUBTOTAL function. Lesson 9 , “Work-
Ref ing with Data and Macros,” covers grouping and outlining to produce subtotals.
1. In cell B17, type =SUBTOTAL(9,B7,B16), as shown in Figure 5-20. Press Enter. This
formula adds the nonutility subtotal and utility subtotal for January.
Figure 5-20
Cell B7
Entering the SUBTOTAL
formula to add two cells that
include SUM functions
Cell B16
SUBTOTAL formula
2. Copy cell B17 to C17:M17. All monthly subtotals are entered.

3. In cell N17, type =SUBTOTAL(9,B7:M7,B16:M16), as shown in Figure 5-21. Press Enter.
This formula adds all nonutility and utility expenses for the year.
Figure 5-21
Entering the SUBTOTAL
function to add two cell ranges
Using Functions 129
The SUBTOTAL function uses the syntax =SUBTOTAL(function_num,ref1,[ref2],...).
As you enter the SUBTOTAL function, Excel, displays a list of the function numbers for the first
argument. The function number for SUM is 9. You can learn the function numbers for other
functions, such as AVERAGE, COUNT, and COUNTA, when entering the SUBTOTAL func-
tion or by searching for SUBTOTAL in Excel Help.
Ref1 is the first cell reference, cell range, or named range you want to subtotal. You can include
additional cells or ranges by separating them with commas.
In the exercise, you also used the SUBTOTAL function to calculate the total for the budget in
cell N17. Creating a total is a standard bookkeeping technique, and allows you to track and adjust
subtotals while keeping the final total current.
Modifying Ranges for Subtotaling

Once you create a range in a subtotal, you can easily modify it by editing the range in the formula.
You can also modify ranges that are already used in formulas that include the SUBTOTAL function.
Step by step Modify Ranges for Subtotaling
1. In cell N17, notice that the result of the current formulas is 24,230.
2. Use the formula bar to modify the formula in N17 like this: =SUBTOTAL(9,Nonutility_
Subtotals,Utility_Subtotals). See Figure 5-22. Press Enter. This formula replaces the
cell ranges with named ranges to add all nonutility and utility expenses for the year,
and the result remains the same at 24,230.
Figure 5-22 Modifying the formula

Modifying the
SUBTOTAL function to
use named ranges
3. Click in cell B19 and then click in the formula bar. Change the formula from
=SUM(Q1Expenses) to =SUBTOTAL(9,Q1Expenses). This cell sums the named range
Q1Expenses. Because the named range includes monthly data and subtotals, you need
to correct the range to include only subtotal figures.
4. On the FORMULAS tab, in the Defined Names group, click Name Manager.
5. Select Q1Expenses in the list and click Edit. The Edit Name dialog box opens (see
Figure 5-23).
130 Lesson 5
Figure 5-23
The Edit Name dialog box
6. highlight everything in the Refers to text box and press Backspace to delete it.
7. Click cell B7, press and hold the Shift key, and click D7. The range B7:D7 is highlighted.
8. Press and hold the Ctrl key while clicking cells B16, C16, and D16. The selections are
Figure 5-24
Cells B7:D7
Selecting multiple ranges
to include in the Q1Expenses
named range
Formula being modified
Cells B16:D16
9. In the Edit name dialog box, click OK.

10. In the name Manager dialog box, click Close.
11. To verify that you selected the proper ranges for the Q1Expenses range, open the
Name box drop-down list (to the left of the formula bar) and select Q1Expenses. The
ranges B7:D7 and B16:D16 are selected (see Figure 5-25).
Figure 5-25
Cells B7:D7 are selected.
Verifying the new ranges
for Q1Expenses
Cells B16:D16 are selected.
12. Create named ranges for Q2Expenses (E7:G7, E16:G16), Q3Expenses (H7:J7, H16:J16),
and Q4Expenses (K7:M7, K16:M16).
13. Copy the formula from cell B19 to B20:B22. Edit the formulas in cells B20, B21, and B22
to use the appropriate named range. For example, the formula in cell B20 should be
=SuBTOTAL(9,Q2Expenses).
14. SAvE the workbook to your Lesson 5 folder and CLOSE it.
PAuSE. LEAvE Excel open to use in the next exercise.
uncoVEring Formula Errors

Formulas, because of the sometimes-complex mathematics behind them, are prone to errors when
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you enter them manually. Fortunately, Excel provides easy-to-use tools to find and correct prob-
lems. In this exercise, you intentionally create an error, and then learn how to correct that error.
Using Functions 131
Reviewing Error Messages

The best way to resolve an error is to analyze, or audit, the error message Excel provides for you. A
warning icon appears to the left of cell errors, and clicking that icon provides a pop-up menu with
formula evaluation and formula editing commands, and access to Excel Help.
Step by step Review an Error Message

1. OPEN the 05 Budget Error data file for this lesson.
2. Click in cell S6.
3. Edit the formula to change S3 to R3 and press Enter. The first cell reference in the PMT
formula now points to the wrong cell. A #VALUE! error displays in cell S6 (see Figure
5-26).
Figure 5-26
An error displays in cell S6.
4. Click in cell S6. Click the small, yellow warning icon to the left of the cell. A pop-up
menu appears (see Figure 5-27). The first item tells you that there is a value error in the
function.
Figure 5-27
The pop-up menu for the error
5. In the menu, select Help on this error. Excel Help opens to a page on information
regarding formula errors. Browse the help topics to see if any of the potential solutions
apply to your situation.
6. Close the Excel Help window.
7. SAVE the workbook to your Lesson 5 folder as 05 Budget Error Solution.
Notice the small green triangle in the upper-left corner of cell S6. This means the cell contains a
formula error.
To evaluate the error in the formula, select the Show Calculation Steps option from the pop-up
menu that appears after you click the warning icon. The Evaluate Formula dialog box, shown in
Figure 5-28, indicates the first part of the function is incorrect. In this case, the reference to cell R3
points to a cell containing text. The cell reference should be S3, which contains the interest figure.
132 Lesson 5
Figure 5-28
The Evaluate Formula
dialog box
Once you know how to correct an error, you can click the warning icon and select Edit in Formula
Bar from the pop-up menu. Make the necessary corrections directly in the formula.
Tracing and Removing Trace Arrows

It’s not always easy to resolve a formula error, even using the Show Calculation Steps command,
the Evaluate Formula dialog box, and Excel Help. Another method is to use trace arrows,
which show the relationship between formulas and the cells they refer to.
Step by step Trace a Formula and Remove Trace Arrows
1. Select cell S6 if it’s not already selected.
2. On the FORMULAS tab, in the Formula Auditing group, click Trace Precedents. Two
arrows appear (see Figure 5-29). One arrow extends from cell R3 to cell S6, and
another (combined) arrow extends from cells S4 and S5 to S6. The arrows indicate that
the formula in cell S6 refers to cells R3, S4, and S5, referred to as precedent cells.
Figure 5-29
The worksheet showing
trace precedents
3. On the FORMULAS tab, in the Formula Auditing group, click Remove Arrows. The trace
arrows disappear from the worksheet.
4. Click cell S4. On the FORMULAS tab, in the Formula Auditing group, click Trace
Dependents. One arrow appears from cell S4 to cell S6 (see Figure 5-30). The arrow
indicates that cell S4 is part of the formula in cell S6.
Figure 5-30
The worksheet showing
trace dependents

Using Functions 133
You can use trace precedents and trace dependents for formulas that reference cells in another
workbook. However, the external workbook must be open before you use the trace commands.
Displaying and Printing Formulas

When you audit the formulas in a worksheet, you might find it useful to print the worksheet with
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the formulas displayed. In this exercise, you display formulas for printing.
Step by step Print Formulas

1. OPEN 05 Budget Print from your Lesson 5 folder.
formulas appear in the worksheet (see Figure 5-31).
Figure 5-31
Formulas displayed in the
worksheet
Another Way
You can also dis-
play formulas in the worksheet 3. Click the FILE tab. Click Print and view the Print Preview.
by pressing Ctrl + ` (the grave 4. Click the Portrait Orientation button and select Landscape Orientation.
accent mark). The grave accent 5. At the bottom of the print settings, click the Page Setup link to open the Page Setup
mark is usually located on a dialog box.
key on the upper-left part of
6. On the Page tab of the dialog box, click Fit to: and leave the defaults as 1 page(s) wide
the keyboard.
by 1 tall (see Figure 5-32). Click OK to close the dialog box.
Figure 5-32
Settings in the Page Setup
dialog box
134 Lesson 5
7. At the top-left corner of the Backstage view window, click the Print button to print the
worksheet with formulas displayed.
Cross You learn more about print options in Lesson 7 , “Formatting Worksheets.”
Ref
8. On the FORMULAS tab, in the Formula Auditing group, click Show Formulas again to
stop displaying formulas in the worksheet.
9. SAVE the workbook to your Lesson 5 folder as 05 Budget Print Solution and CLOSE it.
CLOSE Excel.
Skill Summary
Objective
To find tools for building functions on

the FORMULAS tab.
To display dates and times with
functions.
To use the SUM function. Demonstrate how to apply the SUM 4.2.1
function.
To use the COUNT function. Demonstrate how to apply the COUNT 4.2.3
function.
To use the AVERAGE function. Demonstrate how to apply the AVERAGE 4.2.4
function.
To use the MIN and MAX functions. Demonstrate how to apply the MIN and 4.2.2
MAX functions.
To use the PMT financial function.
To use formulas to create subtotals.
To respond to formula errors.
To display and print formulas.
Multiple Choice
1. Which of the following calculates the total from the adjacent cell through the first
nonnumeric cell by default, using the SUM function in its formula?
a. AVERAGE
b. AutoSum
c. COUNTA
d. MAX
2. The arguments of a function are contained within which of the following?
a. brackets
b. asterisks
c. commas
d. parentheses
Using Functions 135
3. When using the SUBTOTAL function, which is the function number for the SUM
function?
a. 1
b. 4
c. 9
d. 11
4. You want to add a range of cells and then divide by the number of cell entries,
determining the mean value of all values in the range. Which function do you use?
a. SUBTOTAL
b. AVERAGE
c. COUNT
d. PMT
5. Which of the following is not a required argument for the PMT function?
a. Fv
b. Rate
c. Nper
d. Pv
6. You want to calculate the number of nonblank cells in your worksheet. Which function
do you use?
a. SUM
b. COUNT
c. COUNTA
d. MAX
7. You want to create a formula that calculates the number of years you have lived. You
were born in 1991. Which of the following formulas is correct?
a. =YEAR(TODAY())-1991
b. =YEAR(TODAY())+1991
c. =YEAR(COUNT())-1991
d. =YEAR(COUNT())+1991
8. Which of the following statements accurately describes the default selection for
AutoSum?
a. You must make the selection before clicking AutoSum.
b. By default, AutoSum totals all entries above the cell in which the formula is located,
even if the cells contain a mix of numeric and nonnumeric content.
c. By default, AutoSum calculates the total from the adjacent cell through the first
nonnumeric cell.
d. AutoSum does not have a default selection.
9. You want to sum multiple noncontiguous cell ranges that are named. Which of the
following is best to use?
a. AutoSum
b. SUBTOTAL
c. MAX
d. MIN
10. The COUNT and MIN functions are examples of which category of functions?
a. text
b. statistical
c. financial
d. logical
True / False
T F 1. All functions require arguments within parentheses.

T F 2. Using functions helps to ensure the accuracy of a formula’s results.
T F 3. The TODAY function returns the current date in a worksheet.
T F 4. The AVERAGE function returns the number of cells in the selected range that
contain text or values, but not blank cells.
T F 5. When functions take more than one argument, you should enter them in
multiple sets of nested parentheses, separated by commas.
136 Lesson 5
T F 6. In the PMT function, the Nper argument is the total number of payments for the
loan.
T F 7. You can use a range in the SUBTOTAL function, but you cannot modify the
range once it’s in use.
T F 8. A cell cannot be a trace dependent and a trace precedent for the same formula.
T F 9. You can refer to the TODAY and NOW functions in other formulas to perform
calculations.
T F 10. To evaluate the error in the formula, select the Edit in Formula Bar option from
the pop-up menu that appears after you click the warning icon.
Project 5-1: Use Statistical Functions to Analyze Game Wins and Losses
You work for Wingtip Toys and have been playing three new games each day to master them,
hoping to demo the games in the retail store. You’ve been keeping track of your wins and losses in
a worksheet. A “1” indicates a win, and a “0” indicates a loss.

1. OPEN the 05 Game Stats data file for this lesson.
2. In cell E3, type =AVERAGE(B3:D3) and press Enter.
3. Copy the formula in E3 to E4:E12.
4. Click cell G2.
5. On the FORMULAS tab, in the Function Library group, click the AutoSum button arrow
and select Count Numbers.
6. Click cell B3 and drag the mouse pointer to cell D12.
7. Release the mouse and press Enter to accept the range B3:D12. The result, 30, is the
total number of times you played the games in 10 days.
8. In cell G3, type =SUM(B3:D12) and press Enter. The result, 17, represents the total
number of times you won the games.
9. In cell G4, type =G2-G3 and press Enter. The result, 13, represents the total number of
times you lost the games.
formulas appear in the worksheet.
11. Click the Show Formulas button again to turn off the display of formulas.
12. SAVE the workbook to your Lesson 5 folder as 05 Game Stats Solution and then CLOSE
the file.
Project 5-2: Create Formulas to Calculate Totals and Averages

An employee at Wingtip Toys has entered second quarter sales data into a worksheet. You will
enter formulas to calculate monthly and quarterly totals and average sales.

1. OPEN 05 Wingtip Toys Sales from the data files for this lesson.
2. Click cell B11, type =SUM(B4:B10), and press Enter.
Using Functions 137
3. Click cell C11. On the FORMULAS tab, in the Function Library group, click Insert
Function.
4. In the Insert Function dialog box, select SUM and click OK.
5. In the Function Arguments dialog box, click Collapse Dialog and select C4:C10, if it’s
not already entered.
6. Click the Expand Dialog button and click OK to close the dialog box.
7. Copy the formula from C11 to D11.
8. Click cell E4. On the FORMULAS tab, in the Function Library group, click the AutoSum
button. Press Enter to accept B4:D4 as the cells to total.
9. Click cell E5 and then in the Function Library group click Insert Function. In the Insert
Function dialog box, SUM will be the default. Click OK.
10. The range B5:D5 should appear in the Number1 box in the Function Arguments dialog
box. Click OK to close the dialog box.
11. Click cell E5 and use the fill handle to copy the formula to E6:E10.
12. Click cell E11. In the Function Library group click AutoSum. Press Enter to accept the
range as E4:E10.
13. Click cell F4. Click the Insert Function button. Select AVERAGE in the Insert Function
dialog box and click OK. In the Function Arguments dialog box, click OK.
14. Click in the formula bar and change E4 to D4. Click OK.
15. Click cell F4 and use the fill handle to copy the formula to F5:F11.
16. SAVE the workbook to your Lesson 5 folder as 05 Wingtip Toys Sales Solution and then
CLOSE the file.
Project 5-3: Compare Payments

Monica recently graduated from college and needs to replace her current vehicle. She wants to use
Excel 2013 to help her decide whether she should buy a lower priced vehicle or something newer.

1. OPEN 05 Compare Payments from the data files for this lesson.
2. Enter a formula that displays today’s date in cell B2.
3. Enter a formula in cell B4 that calculates a monthly interest rate based on the rate
displayed in B3. Be sure to use an absolute cell reference to B3.
4. Use the PMT function to calculate loan payments for each dollar amount below the
Amount Borrowed heading. Be sure to use absolute cell references for the rate and
nper arguments, and add a minus sign before PMT in the formula so the result is a
positive value.
5. SAVE the workbook to your Lesson 5 folder as 05 Compare Payments Solution and
then CLOSE the file.

138 Lesson 5
Project 5-4: Resolve Formula Errors

You work for the School of Fine Arts and have been asked to correct errors in a student GPA
worksheet.

1. OPEN 05 Fine Art Formulas from the data files for this lesson.
2. An error occurs in cell F4. Examine the formula in the formula bar and correct the error
manually.
3. For the error in cell F6, click the warning icon and use one of the options in the pop-up
list to correct the error.
4. For the error in cell F12, use the Show Calculation Steps command to determine the
source of the error and then correct the error using the formula bar.
5. One of the formulas at the bottom of the worksheet needs to be corrected. Use trace
arrows to determine which formula’s range includes an extra cell and correct the
formula.
6. SAVE the workbook to your Lesson 5 folder as 05 Fine Art Formulas Solution and then
CLOSE the file.
Mastery Assessment
Project 5-5: Build Formulas to Track Merchandise Stock Levels

Wide World Importers sells a variety of fine wool rugs, textiles, ceramics, furniture, and statues
from the Middle East. The company tracks levels of stock in nine different categories, and keeps
several units of each type of stock in five warehouses spread across the region. You have been asked
to track all 45 stock levels.

1. OPEN 05 Importers Stock from the data files for this lesson.
2. Use the SUM formula to total the number of stock units in each warehouse.
3. Calculate the number of stock units that are at zero (0) across all six warehouses in cell
B14.
4. Calculate the maximum number of stock units in any warehouse in cell B15.
5. Calculate the minimum number of stock units in any warehouse in cell B16.
6. SAVE the workbook to your Lesson 5 folder as 05 Importers Stock Solution and then
CLOSE the file.

Using Functions 139
Project 5-6: Complete the Analysis Sheet in the Budget Workbook

Blue Yonder Airlines wants to analyze the sales and expense data from its four-year history. You
will complete the Analysis sheet to summarize the data.

1. OPEN 05 Income Analysis Start from the data files for this lesson.
2. On the Analysis sheet, calculate average sales for each of the four service categories
using range names. Use Name Manager to examine range names in the workbook
before you enter the formulas.
3. Calculate the average expenses for each of the four service categories.
4. Calculate the maximum sales for each of the four service categories.
5. Calculate the maximum expenses for each of the four service categories.
6. SAVE the workbook to your Lesson 5 folder as 05 Income Analysis Solution and then
CLOSE the file.
CLOSE Excel.
140 Circling Back 1
Circling Back 1
The Graphic Design Institute offers associate’s and bachelor’s degrees in graphic design, with a full
slate of in-classroom and online classes. Students from the United States and several other coun-
tries attend the Institute as full-time students during fall and spring semesters, or by participating
in accelerated programs offered twice a year.
As an employee in the organization’s home office, you create workbooks related to the Institute’s
programs and fundraising efforts.
Project 1: Creating a Workbook and Entering Data

Your first task is to create a workbook that can serve as the initial structure for recording students’
GPAs. The student names you type in the worksheet are in an accelerated program and work with
a specific instructor.

1. Open a new, blank workbook.
2. In cell A1, type Graphic Design Institute and press Enter.
3. In cell A2, type Instructor: Sachin Karnik and press Enter.
4. In cells A3:F3, type the following:
Name
ID
GD1
DM1
Type1
GPA
5. In cells A4:A14, type the following:
Con, Aaron
Cunha, Goncalo
Byham, Richard A.
Klimov, Sergey
Chopra, Manish
Davison, Eric
Hensien, Kari
Levitan, Michal
Paschke, Dorena
Wang, Tony
Ribaute, Delphine
6. Double-click the right border of column A to expand the column width.
7. In cell B4, type 13001.
8. Copy cell B4 to B5. In cell in B5, change 13001 to 13002.
9. Highlight cells B4:B5, point to the fill handle in the lower-right corner of cell B5, drag it
to cell B14, and release the mouse.
10. Click the FILE tab to open Backstage view. In the left pane, click Save As to display the
save options.
11. Under Save As, click Computer, and then click Browse.
12. Use the left navigation pane in the Save As dialog box to navigate to your student data
folder.
Circling Back 1 141
13. In the toolbar near the top of the Save As dialog box, click New folder. A folder icon
appears with the words New folder selected.
14. Type Circling Back and press Enter.
15. Double-click the Circling Back folder.
16. In the File Name box, type GPA Solution.
17. Click the Save button.
18. CLOSE the file.
Project 2: Using Basic Formulas and Functions

The Graphic Design Institute is supported in part by individual and corporate tax-deductible con-
tributions. Contributors are asked to select a fund to which their contribution applies. It is your
responsibility to create some simple statistics to help senior management understand the number
of contributors, the average amount contributed per organization and per individual, and the
minimum and maximum dollar amounts of all contributions.

1. Open Contributions from the student data files.
2. In cell A33, type Total Contributions and press Enter.
3. In cell C33, type =SUM(C4:C32) and press Enter.
4. Select cells C4:C32. On the FORMULAS tab, in the Defined Names group, click the
Define Name button arrow and select Define Name.
5. In the New Name dialog box, accept the defaults and click OK. A range named Amount
is created.
6. In cell B35, type =COUNT(C4:C32) and press Enter. The result represents the number
of contributions made to Graphic Design Institute.
7. Click in B36. On the FORMULAS tab, in the Function Library group, click Insert
Function. In the Insert Function dialog box, search for AVERAGE, select it in the Select
a function list box, and click OK.
8. In the Function Arguments dialog box, click Collapse Dialog and select C4:C21.
9. Click the Expand Dialog button and click OK to close the dialog box. A triangle appears
in the upper left corner of B36 and an error message button is displayed. Click the
button arrow, and then click Ignore Error. The result in B36 represents the average
dollar amount contributed by organizations.
10. Copy the formula in cell B36 to B37.
11. With B37 selected, change the range in the formula to C22:C32. A triangle appears in
the upper left corner of B37 and an error message button is displayed. Click the button
arrow, and then click Ignore Error. The result in B37 represents the average dollar
amount contributed by individuals.
12. In cell B38, type =MIN(Amount) and press Enter. This formula uses the named range
and displays the minimum dollar amount contributed by an organization or individual.
13. In cell B39, type =MAX(Amount) and press Enter. This formula displays the maximum
dollar amount contributed by an organization or individual.
14. SAVE the workbook to your Lesson 5 folder as Contributions Solution in the Circling
Back folder.
LEAVE the workbook open for the next project.

142 Circling Back 1
Project 3: Configuring a Workbook for Printing

You have prepared a workbook with data related to contributions to the Institute and have been
asked to print copies for a meeting to be attended by senior management.
GET READY. USE the workbook you saved in the previous project.
1. Select cells A1:C39.
2. Click the PAGE LAYOUT tab, and in the Page Setup group, click the Print Area button
and select Set Print Area.
3. Click the FILE tab to access Backstage view.
4. Click Print and view the document in the Print Preview pane.
5. Click the Scaling button arrow, and then click Custom Scaling Options.
6. In the Page Setup dialog box, in the Adjust to box, type 110. This action makes the text
a little larger without having to change the font in the document. Click OK.
7. Click Print.
8. Click anywhere in the worksheet to remove highlighting from the selection.
9. Check the Quick Access Toolbar. If you do not see the Quick Print button, click the
Customize Quick Access Toolbar arrow at the end of the toolbar and select Quick Print.
The Quick Print button appears on the toolbar, which you can use to print any Excel
document in the future.
10. SAVE the workbook to your Lesson 5 folder as Contributions Print Solution in the
Circling Back folder, and then CLOSE the file.
CLOSE Excel.
Formatting Cells
and Ranges 6
Lesson Skill Matrix
Inserting and Deleting Cells Insert and delete cells. 2.1.6

Manually Formatting Cell Contents Modify cell alignment and indentation. 2.2.2
Change font and font styles. 2.2.3
Apply highlighting. 2.2.7
Apply Number formats. 2.2.6
Wrap text within cells. 2.2.5
Merge cells. 2.2.1
Copying Cell Formatting with the Format Painter Use Format Painter. 2.2.4
Understanding Paste Special Options
Formatting Cells with Styles Apply cell styles. 2.2.8
Working with Hyperlinked Data Insert hyperlinks. 1.2.2
Applying Conditional Formatting to Cells Apply conditional formatting. 2.3.1
Clearing a Cell’s Formatting
Key Terms
• align
• attribute
• conditional formatting
• font
• Format Painter
• hyperlink
• merged cells
• Mini toolbar
• Paste Special
• Rules Manager
• style
• wrap
Contoso, Ltd.’s income is
143
144 Lesson 6
generated by four physicians and a physician’s assistant (PA). Working in collabo-

ration with the physicians, the PA sees patients who need an appointment when
all the physicians’ schedules are full. Many chronically ill patients whose condi-
tions require frequent monitoring are scheduled with the PA. Because the firm often
experiences hectic schedules and overtime, management is considering adding a
nurse practitioner (NP) to balance the patient load. An NP is a registered nurse who
provides some of the same care as a physician. For instance, in most states, an NP
can prescribe medications. In this lesson, you use Excel to manage the relevant data
associated with Contoso’s physicians and their assistants to determine whether an
NP should be added to the staff.
Formatting Excel Worksheets

The Excel HOME tab shown in Figure 6-1 contains formatting and editing commands that
help you enhance the appearance and readability of your worksheets. You will use commands
from almost every group on this tab as you learn to apply formatting to data, copy formatting,
and apply styles.
Character attributes Number formats Style commands
Figure 6-1 Text alignment commands Cell inserting, deleting,

The HOME tab and formatting commands
Excel provides many ways to format text and values in a worksheet. In the business world,
worksheets are usually printed or shared with others. Therefore, you want your worksheets to
be as appealing and understandable as possible.
Formatting Cells and Ranges 145
INSERTING AND DELETING CELLS

After creating a worksheet, you might decide to add more data or delete unnecessary data. Al-
Bottom Line
though you can insert or delete entire rows and columns, sometimes you just need to work with
a single cell or a range of cells. You can insert or delete single cells or ranges of cells, but be aware
that doing so affects the location of other cells.
Inserting Cells into a Worksheet

When you insert a cell in a column, you force the other cells in the same column to move down.
Inserting a cell into a row shifts the other cells in the same row to the right.
Step by step Insert Cells into a Worksheet
GET READY. Launch Microsoft Excel.

1. OPEN the 06 Patient Visits Insert Delete data file for this lesson.
2. Click in cell G5 to make it the active cell.
3. On the HOME tab, in the Cells group, click the top part of the Insert button, as shown in
Figure 6-2. All cells in column G beginning with G5 shift down one cell.
Figure 6-2
The Insert button in the Cells
group on the HOME tab
Insert button
Another Way 4. Type 590 and press Enter.

You can right-click 5. Select cells O3:O9.
in a cell and select Insert from
6. On the HOME tab, in the Cells group, click the Insert button arrow and then select
the shortcut menu to open the
Insert Cells.
Insert dialog box.
7. In the Insert dialog box, ensure the Shift cells right option is selected, as shown in
Figure 6-3. Click OK.
Figure 6-3
The Insert dialog box
8. Notice that the cells formerly in O3:O9 shift one cell to the right. The worksheet should
look similar to Figure 6-4.
146 Lesson 6
Figure 6-4
The worksheet after
inserting cells
insert command
inserted range
of cells
Cells in column G moved down
9. In cell O3, type november.

2.1.6
10. Enter the following numbers in cells O4 through O9:
480
How do you insert cells into
502
a worksheet?
446
577
302
302
11. SAVE the workbook to your Lesson 6 folder as 06 Patient Visits Insert Delete Solution.
PAuSE. LEAVE the workbook open to use in the next exercise.
Additions and changes are common activities in Microsoft Office Excel 2013 workbooks. After
creating and saving an Excel workbook that tracks the number of patients treated monthly, the
Contoso administrative assistant discovered that corrections were needed and additional data had
to be added. In the previous exercise, you made the corrections and additions. You’ll use the same
worksheet later in this lesson to determine whether to hire a nurse practitioner based on the aver-
age number of hours worked by employees.
When you click the Insert command arrow in the Cells group on the HOME tab, the menu in-
dicates you can easily insert cells, worksheet rows, worksheet columns, or even a new worksheet
into a workbook.
If you click the Insert button in the Cells group, a blank cell is inserted and, by default, the ex-
isting cells move down in the column. If, however, you click the Insert button arrow and select
Insert Cells, the Insert dialog box shown in Figure 6-3 opens, and you can choose to shift cells to
the right or down, insert a row, or insert a column in a worksheet.
Deleting Cells from a Worksheet

When you delete cells in a worksheet, you remove one or more cells, forcing other cells to move
up or to the left.
Step by Step Delete Cells from a worksheet
GET READY. uSE the workbook you modified in the previous exercise.
Another Way
1. Click cell P7 to make it the active cell.
You can right-click
in a cell and select Delete from 2. On the HOME tab, in the Cells group, click the Delete button arrow, and then select
the shortcut menu to open the Delete Cells.
Delete dialog box.
3. In the Delete dialog box, select the Shift cells left option and click OK. The content in
cell Q7 shifts to the left and appears in cell P7.
4. Highlight the range A8:P8.
2.1.6
5. Right-click the selection, which is a duplicate of the next row of data, and select Delete
from the shortcut menu.
How do you delete a cell 6. In the Delete dialog box, ensure Shift cells up is selected and click OK.
from a worksheet?
7. To delete a range of cells in a column, highlight the range D3:D8, and on the HOME
tab, in the Cells group, click the Delete button arrow and then select Delete Cells.
Ensure Shift cells left is selected, and click OK. The worksheet should look similar to
Figure 6-5.
Figure 6-5
The worksheet after
deleting cells
8. SAVE the workbook and CLOSE the file.
When you click the arrow below the Delete command in the Cells group on the HOME tab,
notice that you can delete a cell, a worksheet row, a worksheet column, or an entire worksheet.
Deleting a cell is not the same as clearing a cell’s content, which you learned about in Lesson
2, “Working with Microsoft Excel 2013.” Think of an Excel worksheet being similar to several
stacks of boxes. The boxes are lined up alongside one another and on top of one another to form a
grid. The open side of every box is facing you. You can take contents out of a box, thus emptying
the box, but the box still remains in the stack. This is equivalent to clearing a cell’s content. The
same principle applies when you press Delete on the keyboard—you’re simply removing the cell’s
content. However, when you pull a box out of the stack, the entire box is gone. This is the same as
deleting a cell using the Delete Cells command.
Cross For more information about clearing a cell’s content, refer to Lesson 2.
Ref
Manually Formatting Cell Contents

Excel provides many different tools to help you format cell content. Applying formatting can
Bottom Line
make your worksheets easier to understand, draw attention to important information, and provide
a professional touch. The tools you need to make your worksheets look outstanding are located in
various groups on the ribbon’s HOME tab.
Aligning and Indenting Cell Contents

Excel enables you to align text and numbers horizontally and vertically. To align means to ar-
range in a line or bring into alignment. Horizontal alignment includes left, right, and center.
Vertical alignment includes top, middle, and bottom. You can use Alignment commands in the
Alignment group on the HOME tab or commands in the Format Cells dialog box to change the
alignment of cell contents. Indentation moves cell contents closer to the right border of a cell.
148 Lesson 6
Step by Step align Cell Contents
GET READY. LAuNCH Excel if it is not already running.

1. OPEN the 06 Patient Visits Format Cells data file for this lesson.
2. Select a3:o3.
Troubleshooting Manual formatting is applied only to selected cells. Therefore, you need to select the cell or a
range of cells before applying the formatting.
3. On the HOME tab, in the Alignment group, click the Center button, as shown in Figure
6-6. The column labels are now horizontally centered.
Top align
Figure 6-6 Bottom align
The Alignment buttons Center align
align Left Center align right
4. Select D4:o8, and then on the HOME tab, in the Alignment group, click the align Right
2.2.2 button. All numbers in the months columns are now right-aligned.
5. SAVE the workbook to your Lesson 6 folder as 06 Patient Visits Format Cells Solution.
How do you align cell
content in a worksheet? PAuSE. LEAVE the workbook open to use in the next exercise.
By default, when you enter alphabetic characters or alphabetic characters combined with numbers
or symbols, the cell content is left-aligned horizontally, which means it lines up along the left side
of the cell. When you enter numbers, the content is right-aligned—that is, it lines up with the
right side of the cell. When you center content, it lines up with the midpoint of a cell.
Another Way
You can access Vertical alignment affects the location of content vertically within a cell. Your options in the
the Format Cells dialog box Alignment group on the HOME tab are Top Align, Middle Align, and Bottom Align. You can
by right-clicking in a cell or also select Justify or Distributed, which are available in the Format Cells dialog box, shown in
on a column or row label and Figure 6-7. To access the dialog box, click the Dialog Box Launcher in the lower-right corner of
selecting Format Cells. the Alignment group on the HOME tab.
Figure 6-7
The Format Cells dialog box
The following describes each type of vertical alignment:
• Top (or Top Align): The top line of text appears at the top of the cell.
• Center (or Middle Align): Text is centered halfway between the top and bottom of the cell.
• Bottom (or Bottom Align): Text appears at the bottom of the cell. This is the default vertical
alignment.
• Justify: Text is spread evenly throughout the cell. Excel will wrap text and automatically adjust
the row height, if necessary.
• Distributed: Text is spread evenly between the top of the cell and the bottom, separated by
blank space.
Step by Step indent Cell Contents
GET READY. uSE the workbook you saved in the previous exercise.
Another Way
1. Select C4:C8.
You can press
the Alt key and press H, and 2. On the HOME tab, in the Alignment group, click the increase indent button, as shown
then press 6 to indent a cell’s in Figure 6-8. The cell content moves toward the right cell border.
content.
Figure 6-8
Indentation button options increase indent
Decrease indent
3. Click the Decrease indent button. The cell content moves back toward the left cell
border.
PAuSE. LEAVE the workbook open to use in the next exercise.
Indenting data in an Excel worksheet is often performed on subordinate text to enhance readability.
Changing Text Orientation

Changing the orientation of text can help you fit long column or row headings into a small space
without changing the font size or column width. You can find the Orientation tool in the Align-
ment group on the HOME tab.
Step by Step Change text orientation
GET READY. uSE the workbook from the previous exercise.

1. Select a3:o3.
2. Click the orientation button to open the menu, as shown in Figure 6-9.
150 Lesson 6
Figure 6-9 Orientation button opens

the Orientation menu
The Orientation menu
3. Select Angle Counterclockwise. The column heading labels appear angled from lower
left to upper right within each cell.
4. Click the Orientation button, and select Angle Clockwise. The column heading labels
appear angled from upper left to lower right.
5. Click the Orientation button, and select Vertical Text. The column heading labels
appear in a vertical line from top to bottom.
6. Click the Orientation button, and select Rotate Text Up and then Rotate Text Down to
see how these settings affect the text.
7. Click the Orientation button, and select Format Cell Alignment. In the Format Cells
dialog box, in the Degrees box, enter 0 and click OK. The column heading labels return
to their original orientation.
Choosing Fonts and Font Sizes

A font is a set of text properties that affect the typeface, size, and similar aspects of text. The
default, or predefined, font for ordinary text in Excel 2013 is Calibri, 11 point. You can change
the font for a selected cell, a range of cells, columns, rows, and even for specific characters within a
cell. To change the font, select a new font in the Font menu in the Font group on the HOME tab.
You can also change the size in the Font Size box or click Increase Font Size or Decrease Font Size
until the size you want is displayed in the Font Size box.
Step by step Choose Fonts and Font Sizes

1. Click A1.
2. On the HOME tab, in the Font group, open the Font menu and select the first option
under Theme Fonts at the top, Calibri Light, as shown in Figure 6-10. Only the text in
cell A1 changes to the new font.
Figure 6-10
The Font menu
3. With cell A1 still selected, open the Font Size menu indicated in Figure 6-11. Select 18.
The font size of the text changes to 18 point.
Figure 6-11
The font-related options in the Decrease Font size
Font group increase Font size
Font Font
size
4. Select a3:o3 and from the Font list, select arial.

2.2.3
5. With A3:O3 still selected, change the Font Size to 10. The column heading labels are
now in Arial 10-point.
How do you change 6. SAVE the workbook.
fonts and font sizes in
a worksheet? PAuSE. LEAVE the workbook open to use in the next exercise.
Excel provides many fonts, such as Arial, Calibri, and Times New Roman, in the Font menu. To
improve the overall design of a worksheet, the font size is usually enlarged for titles and labels.
Font size is measured in points. Each time you click Decrease Font Size or Increase Font Size, the
size changes by a set amount that matches the size options on the Font Size list. Points refer to the
measurement of the height of the characters in a cell. One point is equal to 1/72 inch.
In the Excel Options dialog box (select File > Options), on the General page, you can change the
default font used in all new workbooks.
Troubleshooting If you choose a different default font and/or font size, that font is used only in workbooks you
create after you change the default and restart Excel. Existing workbooks are not affected.
Whenever you select text, cells, rows, or columns for formatting, you can use the Mini toolbar,
shown in Figure 6-12, to apply selected formatting features. The Mini toolbar is a formatting
tool that appears above or below the shortcut menu when you right-click a cell. This unique tool-
bar provides the most commonly used formatting commands. Unlike the Quick Access Toolbar,
which can be customized, you cannot customize the Mini toolbar.
Figure 6-12
The Mini toolbar
Cross For more information about the Quick Access Toolbar, refer to Lesson 3, “Using Office
Ref Backstage.”
Changing Font Color

Excel enables you to pick from thousands of colors to apply to data in worksheets. Open the Font
Color menu in the Font group on the HOME tab to work with theme colors and the standard
color palette, or click More Colors to access a much wider selection of colors.
152 Lesson 6
Step by step Change Font Color
GET READY. USE the workbook you saved in the previous exercise.
1. Click cell A1.
2. Open the Font Color menu, as shown in Figure 6-13, and under Standard Colors, click
the Red color box. The text Contoso, Ltd. now has a red font color.
Figure 6-13
The Font Color palette in the
Font group
Red color box
3. Select A3:O3, open the Font Color menu, and under Standard Colors (third from the
right), click the Blue color box.
The most recently applied color appears on the Font Color button. To apply that color, make a
selection and click Font Color. To apply a different text color, click the arrow next to the Font
Color button. You can choose a theme color or a standard color. You can also click More Colors
to open the Colors dialog box, in which you can choose from additional standard colors or create
colors to your own specifications.
Applying Special Character Attributes

An attribute is a formatting characteristic, such as bold, italic, or underlined text. You can apply
character attributes in Excel by selecting the data to be affected and clicking a button in the Font
group on the HOME tab.
Step by step Apply Special Character Attributes
1. Select A3:O3.
2. In the Font group, click the Bold button, and then click the Italic button, as shown in
Figure 6-14. The column labels appear in bold and italics.
Figure 6-14
The Bold, Italic, and Underline
buttons in the Font group
Bold Italic Underline

Another Way 3. Select A4:B8 and click the Bold button. The first and last names are now bolded.
You can press Ctrl 4. SAVE the workbook.
+ B to apply boldface, Ctrl + I
to apply italics, or Ctrl + U to Pause. leave the workbook open to use in the next exercise.
apply underlining to selected
text. Special character attributes provide visual appeal beyond changing the font and font size. You can
also call attention to specific data by applying these special characteristics.
To apply underlining, click the Underline button in the Font group. You can also click the arrow
next to the Underline button and select Double Underline from the list.
When you apply underlining to cells, only the cell contents appear underlined, as shown in Figure
6-15. To create the appearance of a continuous rule, or underline, across the bottom of a cell, you
need to apply a border. You’ll learn about borders later in this lesson.
Figure 6-15
Underlined cells Selecting cells and then selecting
the Underline icon simply under-
lines content, not the cell itself.
Filling Cells with Color

When formatting worksheets, you’ll find you often want to apply a colored shading, or highlight-
ing, to the background of cells to make them stand out from the rest of the cells around them.
Use the Fill Color tool in the Font group on the HOME tab to achieve this type of highlighting.
Step by step Fill Cells with Color
1. Select A3:O3.
2. In the Font group, click the Fill Color button arrow, as shown in Figure 6-16. The Theme
Colors and Standard Colors palettes appear.
Figure 6-16
The Fill Color button in the
Font group
Fill Color
3. Select the Blue, Accent 1, Lighter 80% color box, as shown in Figure 6-17. A light blue
background is applied to the column heading row.
154 Lesson 6
Figure 6-17
The Blue, Accent 1,
Lighter 80% color box in
the Fill Color tool
2.2.7
How do you apply a

background fill color, or 4. SAVE the workbook and CLOSE the file.
highlighting, to cells in
a worksheet?
No Fill (clear) is the default background color. The color palette you used to apply font color is
also used for background color.
Much like selecting a font color, after you select a color and apply it to a cell’s background, the Fill
Color button takes on that color. To apply the color shown on the Fill Color button, simply make a
selection and click the button. To apply a different fill color, click the arrow next to Fill Color and
apply either a theme color or a standard color. You can also click More Colors to open the Colors
dialog box and custom blend colors.
You can apply a pattern effect to cells as well as a background color. To do so, first select the range
of cells to which you want to apply a background color with fill effects, then click the Font group’s
Dialog Box Launcher. The Format Cells dialog box opens. Click the Fill tab. As shown in Figure
6-18, make a selection in the Pattern Style box to add a pattern to the background color.
Figure 6-18
Add a pattern to a cell’s
background color
Applying Number Formats

Normally, values you enter into cells are unformatted—they consist of a string of numerals. You
should format the numbers so they are easier to read or are consistent in terms of the number of
decimal places shown. You can use tools in the Number group on the HOME tab to apply a wide
variety of number formats, from currency to dates and times to scientific notation.
Step by step Apply Number Formats
GET READY. With Excel running, perform these actions:

1. OPEN the 06 Contoso Revenue data file for this lesson.
2. Ensure that Sheet1 is the active sheet.
3. Select B4:D8. This data should be formatted as General, without commas or decimal
places.
4. On the HOME tab, in the Number group, open the Number Format menu as shown in
Figure 6-19.
Figure 6-19
The Number Format menu
Another Way
You can also apply
5. Select Currency. The numbers are now formatted as dollars, with two decimal places
number formats using the
to represent cents.
Format Cells dialog box. Just
right-click a cell or range of 6. With B4:D8 still selected, in the Number Format menu, select Accounting. This format
cells and select Format Cells left-aligns the dollar sign in each cell.
from the shortcut menu. In the 7. In the Number group, click the Decrease Decimal button twice to display no decimal
Format Cells dialog box, click places. The Increase Decimal and Decrease Decimal buttons are shown in Figure 6-20.
the Number tab. The numbers are now rounded to whole dollars.
Figure 6-20
The buttons in the
Number group Decrease Decimal
Increase Decimal
Comma Style
Accounting Percent Style
Number Format
8. Click in a blank cell, such as A11.

9. Click Sheet2.
10. Select B6:B11.
11. In the Number group, click the Comma Style button. Notice that the numbers are
formatted with a thousands separator and two decimal places but no dollar sign.
12. With B6:B11 still selected, in the Number group, click the Accounting Number Format
button, and then click the Decrease Decimal button twice. These actions make the
2.2.6 current range consistent with the number format on Sheet1.
13. Select C6:C11.
How do you apply number 14. In the Number Format menu, select Short Date. The dates are now displayed in the
formatting in a worksheet? mm/dd/yyyy format.
156 Lesson 6
15. Manually decrease the width of column C to eliminate extra space, similar to
Figure 6-21.
Figure 6-21
Sheet2 after applying number
and date formats and
decreasing the width of
column C
16. SAVE the workbook to your Lesson 6 folder as 06 Contoso Revenue Solution.
Formatting a number does not affect the value in the cell; formatting simply changes the appear-
ance of the number.
The Number Format menu contains several options that let you quickly apply common number
formats. When you click one of these options, the active cell takes on the specified number format.
You also can select a range of cells (or even an entire row or column) before clicking a number for-
mat option. If you select more than one cell, Excel applies the number format to all of the selected
cells. Table 6-1 summarizes the various formats available in the Number Format menu.
Table 6-1 Number Description

Excel number format preset Format
options available in the
Number Format menu General This is the default format that Excel applies when you enter text or a number in a cell.
Number This format is used for the general display of numbers, with two decimal places by
default.
Currency This format is used for general monetary values and displays the default currency symbol
with two decimal places.
Accounting This format is also used for monetary values. Currency symbols and decimal points are
aligned in this format.
Short Date This format displays days, months, and years in the mm/dd/yyyy style by default.
Long Date This format displays dates in a long format, such as Sunday, January 10, 2014.
Time This format applies a single format: 12:00:00 AM. If you want to choose another time
format, you must use the Format Cells dialog box.
Percentage This format displays the number with a percent sign and two decimal places.
Fraction This format displays the number as a fraction.
Scientific This format displays numbers in exponential notation (with an E): for example,
2.00E+05 = 200,000; 2.05E+05 = 205,000.
In most cases, the number formats provided in the Number Format menu are adequate. However,
you may occasionally want more control over how your values appear. Excel offers control over
number formats through the Format Cells dialog box.
The Number tab of the Format Cells dialog box displays 12 categories of number formats from
which to choose, most of which are also available from the Number Format menu. However, when
you select a category from the list box in the Format Cells dialog box, the right side of the tab
changes to display options.
For example, the Number category has three options that you can control:
• The number of decimal places to display
• Whether to use a thousand separator
• How to display negative numbers
Notice that the Negative Numbers list box has four choices, two of which display negative values
in red. These choices change depending on the number of decimal places and whether you choose
to separate thousands. Also, notice that a Sample section near the top of the dialog box previews
how the active cell will appear with the selected number format. After you make your choices,
click OK to apply the number format to all of the selected cells.
The number format categories that are unique to the Number tab in the Format Cells dialog box
are described in Table 6-2.
Table 6-2 Number Description

Additional Number format Format
categories
Special Contains additional number formats specific to your country. In the United States, there
are four (Zip Code, Zip Code+4, Phone Number, and Social Security Number); in
Canada, there are two (Phone Number and Social Insurance Number); in most other
countries, there are none.
Custom Enables you to define custom number formats that are not included in any of the other
categories.
Text When applied to a value, causes Excel to treat the value as text (even if it looks like a
number). This feature is useful for items such as part numbers.
Wrapping Text in a Cell

When a cell is formatted to wrap text, data that’s too long to display within the cell’s width
automatically displays on the next line within the cell. Wrapped text also increases row height
automatically. If you later change the column width, the text wrapping and row height adjust
automatically.
Step by step Wrap Text in a Cell
2.2.5 1. Click Sheet1. Notice that the content in two cells in column A cannot be fully displayed
because of length.
How do you wrap text in 2. Click A4, and then hold down the Ctrl key and click A7. Both cells—A4 and A7—are
a cell? selected.
3. On the HOME tab, in the Alignment group, click the Wrap Text button. The text in both
cells wraps to a second line without affecting the column width, as shown in Figure
6-22. Notice that the Wrap Text button takes on a green background, indicating that the
text in the selected cells is wrapped.
158 Lesson 6
Figure 6-22
Indicates the content of
The formatted worksheet with the selected cells is wrapped
text wrapping
Wrapped cells
You can remove text wrapping by selecting the appropriate cell or cells and clicking the Wrap Text
button again.
Troubleshooting If you choose a different default font and/or font size, that font is used only in workbooks you
create after you change the default and restart Excel. Existing workbooks are not affected.
Merging Cells and Splitting Merged Cells

Merging is a useful tool when combining data from other sources, and as a means of centering a
heading across multiple columns. A merged cell combines two or more cells into a single cell.
Splitting cells, or unmerging them, separates previously merged cells. The Merge & Center button
in the Alignment group on the Home tab provides several merge commands and the Unmerge
Cells command.
Step by step Merge and Split Cells
1. On Sheet1, select A1:D1.
2. On the HOME tab, in the Alignment group, click the main part of the Merge & Center
button. The company name remains in a single cell, which is now centered across the
columns.
3. Select A2:D2.
4. On the HOME tab, in the Alignment group, open the Merge & Center menu. Select
Merge & Center. The heading remains in a single cell, which is now centered across the
columns. This step has the same effect on A2:D2 as Step 2 had on A1:D1.
5. Select A3:D3.
2.2.1
6. From the Merge & Center menu, click Merge & Center.
7. Read the error message that appears and click OK.
How do you merge two or
8. Only the heading in the first column remains, which is not the effect we want. Press
more cells in a worksheet?
Ctrl + Z to undo the last change and restore the headings. See Figure 6-23.
Figure 6-23
Merged and
The formatted worksheet centered
with cells in the first two rows
merged and centered
A merged cell is created by combining two or more horizontally or vertically adjacent cells. When
you merge cells, the selected cells become one large cell that spans multiple columns or rows.
To split, or unmerge, cells right after merging them, press Ctrl + Z. Otherwise, open the Merge
& Center menu and select Unmerge Cells to split merged cells. You can split cells that have been
merged into separate cells again, but you cannot split a single worksheet cell that has not been
merged.
Placing Borders around Cells

You can use borders to enhance a worksheet’s visual interest and to make it easier to read. You can
either apply Excel’s predefined border styles, or you can customize borders by specifying a line
style and color of your choice.
Step by step Place Borders around Cells
1. On Sheet1, select A3:D3.
2. On the HOME tab, in the Font group, click the Borders button arrow to open the
Borders menu, as shown in Figure 6-24.
Figure 6-24
The Borders menu in the
Font group
The Borders
button
opens the
Borders
menu.
160 Lesson 6
3. Select Top and Bottom Border. The selected text now has a top and bottom border.
4. With A3:D3 still selected, open the Borders menu and select More Borders.
5. In the Format Cells dialog box, click the Border tab, if necessary.
6. Click a thicker line weight, such as the fifth line in the second column under Style. Then
click the top and bottom border lines shown in the preview to the right to apply the
thicker line. See Figure 6-25.
Figure 6-25
Applying a border option
Click both lines to

apply the line width
style to the top and
bottom borders.
Selected line width style
7. Open the Color list and under Standard Colors, select the Blue color box (third from
right under Standard Colors), and then click the top and bottom border lines shown in
the preview to the right to apply the color. Click OK and then click in a blank cell so you
can view the result. See Figure 6-26.
Figure 6-26
The worksheet with a colored
border above and below
column heading labels
Borders are often used to set off headings, labels, or totals.
In the Font group, the Borders button displays the most recently used border style, and the but-
ton’s name changes to that style name. Click the Border button (not the arrow) to apply that
style, or you can click the arrow and choose a different border style. Click More Borders to apply
a custom or diagonal border.
On the Border tab of the Format Cells dialog box, click a line style and a color. You can select a
border style from the presets or create a style with the line-placement options in the Border area.
To remove a border, just click the border line in the preview pane in the Format Cells dialog box.
Copying Cell Formatting with the Format Painter

Format Painter is a feature found in most Office applications that allows you to quickly copy
Bottom Line
formatting attributes that you have already applied and “paint” those attributes onto other text,
shapes, pictures, and worksheet cells. You can use Format Painter to copy font, font size, font
color, character attributes like bolding and underlining, alignment, indentation, number formats,
and borders and shading. Format Painter is located in the Clipboard group on the HOME tab
and on the Mini toolbar.
Step by step Use the Format Painter to Copy Formatting

1. OPEN the 06 Contoso Painter Paste Special data file for this lesson.
2. Click Sheet2.
3. Click in cell A5.
Another Way 4. On the HOME tab, in the Alignment group, click the Center button.
Format Painter is 5. On the HOME tab, in the Clipboard group, click the Format Painter button. The mouse
available on the Mini toolbar pointer changes to a plus sign with a paint brush, as shown in Figure 6-27.
as well as in the Clipboard
group.
Figure 6-27
The Format Painter pointer
Format Painter
Format Painter
Mouse pointer with

Format Painter selected
Cell with formatting

to be copied
6. Drag over B5:C5. The formatting from A5 is applied to B5 and C5.

7. If Format Painter is still active, click the Format Painter button again or press Esc to
turn off the Format Painter.
8. SAVE the workbook to your Lesson 6 folder as 06 Contoso Painter Paste Special
2.2.4 Solution.

How do you use Format
Painter to copy formatting
from one cell to another? You can double-click the Format Painter if you want to apply formats to multiple selections.
Understanding Paste Special Options

Excel gives you another tool, called Paste Special, that enables you to control specifically what
Bottom Line
you want to paste after using the Copy or Cut command, such as cell content, formulas, values,
formatting, and much more. Paste Special is available in the Clipboard group on the HOME tab,
or in the shortcut menu that appears after right-clicking a cell.
162 Lesson 6
Step by step Understand Paste Special Options
1. Ensure you are on Sheet2.
2. In cell A12, type Jacobsen, Lola.
3. Select B11:C11.
4. Press Ctrl + C to copy the selection to the Clipboard.
5. Right-click in cell B12 and select Paste Special from the shortcut menu. The Paste
Special dialog box opens, as shown in Figure 6-28.
Figure 6-28
The Paste Special dialog box
6. Select Formats and click OK. Only the formatting from B11:C11 is applied to B12:C12.
7. In B12, type 1534 and press Enter. The content is formatted the same as B11.
8. In C12, type 12/15/12 and press Enter. The content takes on the same date format as
C11.
9. Click in A13 and type the label Total.
10. Click in B13, and on the HOME tab, in the Editing group, click the AutoSum button, and
press Enter. The values in B6:B12 are totaled.
11. Click in B13 and press Ctrl + C to copy the selection to the Clipboard.
12. Right-click in B14, select Paste Special, in the Paste Special dialog box, select Values,
and then click OK. Press Esc to cancel the moving border in cell B13. Only the value of
the formula in B13 was copied to B14, not the formula itself or any cell formatting.
13. Delete the content in cell B14. See Figure 6-29.
Figure 6-29
The worksheet after applying
Paste Special
With Paste Special, you select a cell or range of cells with the content or formatting you want to
copy, issue the Copy or Cut command, and then select Paste Special. Using either the buttons in
a menu or the Paste Special dialog box, you can choose what you want to paste into a different
cell or range. Some of the paste options include formulas, only the values displayed as a result
of formulas, cell formatting, column widths, everything except cell borders, values and number
formats, and links.
Cross Lesson 7, “Formatting Worksheets,” covers transposing rows and columns using the Paste Special
Ref command.
Formatting Cells with Styles

Excel provides a gallery of preset cell styles you can apply to greatly enhance the appeal of your
Bottom Line
worksheets. You can duplicate and modify styles to create your own custom styles, and you can
easily remove styles if you no longer want to use that particular formatting.
Applying a Cell Style

A style is a set of formatting attributes that you can apply to a cell or range of cells more easily
than by setting each attribute individually. To apply a cell style to an active cell or range, click Cell
Styles in the Styles group on the HOME tab, then choose the cell style that you want to apply. You
can apply more than one style to a cell or range.
Step by step Apply Cell Styles

1. OPEN the 06 Contoso Cell Styles data file for this lesson.
2. Click Sheet1.
3. Select cell A1.
4. On the HOME tab, in the Styles group, open the Cell Styles menu. The Cell Styles
gallery appears, as shown in Figure 6-30.
Figure 6-30
The Cell Styles gallery
5. In the Titles and Headings section, select the Heading 1 style to apply it to the first cell
of the worksheet.
6. Select cell A2.
7. Open the Cells Styles gallery and in the Themed Cell Styles section, select Accent1. A
blue background with white text is applied to cell A2.
8. Select A8:D8.
9. Open the Cells Styles gallery and in the Titles and Headings section, select Total. A thin
blue border appears above A8:D8, and a double underline appears under the range of
cells. Select a blank cell to see the results. See Figure 6-31.
164 Lesson 6
Figure 6-31
The worksheet with
cell styles applied
10. SAVE the workbook to your Lesson 6 folder as 06 Contoso Cell Styles Solution.
2.2.8
How do you apply cell styles
to one or more cells in Style attributes include fonts and font sizes, number formats, and borders and shading. Excel has
a worksheet? several predefined styles that you can apply; you can also modify or duplicate a cell style to create
a custom cell style.
When you point to defined styles in the Cell Styles gallery, you can see the formatting that will be
used when you apply each style. This feature allows you to assess the formatting without actually
applying it.
Experiment with combining styles to achieve your desired effect. For example, you can click a
themed cell style, which will apply shading to the cell. Then, you can click Cell Styles again and
click Heading 1, which applies a larger font size, bold, and a thick bottom border.
If you are not satisfied with a style you apply, you can use the Undo command immediately after
applying the style, remove the style by applying the Normal style, or apply another style to the
cell or range.
Customizing Cell Styles

You can modify an existing cell style to create a new custom style. When doing so, you can either
add or delete style attributes.
Step by step Customize a Cell Style
USE the workbook you saved in the previous exercise.

1. On Sheet1, click A2.
2. On the HOME tab, in the Styles group, open the Cell Styles menu and select New Cell
Style near the bottom of the menu. The Style dialog box opens.
3. In the Style name text box, enter Revenue Heading, as shown in Figure 6-32.
Figure 6-32
The Style dialog box
4. Click the Format button.

5. Click the Font tab, in the Font style list, select Bold Italic, and click OK.
6. Click OK to close the Style dialog box.
7. With A2 still selected, open the Cell Styles menu and click Revenue Heading to apply
the new style, as shown in Figure 6-33.
Figure 6-33
The new style applied to the
worksheet cell Revenue
Heading style
in the gallery
Revenue Heading style

applied to cell A2
In this exercise, you created a new custom style by renaming (and thus duplicating) an existing
cell style and then modifying the style. Your custom style was added to the Cell Styles gallery.
When creating a new style based on an existing style, you can uncheck options in the Style dialog
box that you want to remove from your new style.
To simply modify an existing style, click Cell Styles in the Styles group. When the Styles gallery
is displayed, right-click the cell style you want to change and select Modify. The Styles dialog box
opens with the current style name displayed but not accessible. This tells you that any changes you
make to the style will be made to the existing style rather than a customized style.
You can delete styles from the Cells Styles gallery. Doing so also removes the style from all cells
that are formatted with it. To remove a style from the Cell Styles gallery, right-click the style in
the gallery and select Delete from the shortcut menu. Although you can delete most preset styles
from the Cell Styles gallery, it’s not recommended.
Take Note You cannot delete the Normal cell style.
Working with Hyperlinked Data

For quick access to related information in another file or on a web page, you can insert a hyperlink
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in a worksheet cell. A hyperlink is a shortcut of sorts that enables you to navigate to a web page
or a location in another file in just one click of the mouse. Hyperlinks enable you to supplement
worksheet data with additional information and resources.
Inserting a Hyperlink into a Worksheet

You can add a hyperlink to your document by right-clicking a cell and selecting Hyperlink from
the shortcut menu.
166 Lesson 6
Step by step Insert a Hyperlink in a Cell

1. OPEN the 06 Contoso Hyperlink data file for this lesson.
2. Click Sheet2.
3. Click in cell A15.
Another Way 4. Type Company website: and press Enter.
You can open the 5. Manually widen column A until all content displays properly in cell A15.
Insert Hyperlink dialog box by
6. Right-click cell B15 and select Hyperlink from the shortcut menu.
clicking the Hyperlink com-
mand in the Links group on the 7. In the Insert Hyperlink dialog box, in the Address box, type http://www.contoso.com/
INSERT tab. and click OK. The hyperlink appears in the worksheet, as shown in Figure 6-34.
Figure 6-34
A hyperlink inserted into a
worksheet
Hyperlink
1.2.2
8. SAVE the workbook to your Lesson 6 folder as 06 Contoso Hyperlink Solution.

How do I insert a hyperlink
into a worksheet? Pause. leave the workbook open to use in the next exercise.
Using a Hyperlink
Using a hyperlink refers to clicking the link to navigate to the location that’s embedded in the
hyperlink.
Step by step Use a Hyperlink
1. Click the hyperlink in cell B15. Because the hyperlink points to a website, your default
web browser opens.
2. Close the browser window.
Clicking a hyperlink brings you to a new location. To select the cell that contains a hyperlink,
click and hold the mouse.
Removing a Hyperlink from a Worksheet

You can remove a hyperlink from a cell using the Remove Hyperlink command. Doing so does
not delete the text linked to the hyperlink.
Step by step Remove a Hyperlink from a Cell
GET READY. USE the workbook you worked on in the previous exercise.
1. Right-click cell B15 and select Remove Hyperlink from the shortcut menu, as shown in
Figure 6-35. The hyperlink is removed from the URL, but the URL text remains.
Figure 6-35
The Remove Hyperlink
menu item
Remove Hyperlink
command
2. CLOSE the workbook without saving your changes.
Workplace Ready
The Versatility of Hyperlinks
A hyperlink is typically associated with accessing a web page, but Excel provides a lot more uses
for hyperlinks. For example, inserting a hyperlink composed of the name of a file lets you open
the file from a worksheet. You can create a hyperlink that lets you navigate to a specific location
within the current worksheet, based on a cell reference or a named range.
Want to set up a hyperlink that automatically opens an email window? Just use the E-mail Address
option in the insert Hyperlink dialog box, and enter an email address and Subject line text. When
you click the resulting hyperlink, your default email program opens automatically, enabling you
to type a message and attach files (if you want) and then send the message.
You can insert a hyperlink directly into an Excel worksheet, or attach the hyperlink to an object,
such as a shape, chart, or photo.
Click an email address

to open your email client.
Click this URL to open an external file.

168 Lesson 6
ApplYing Conditional Formatting to Cells

The Excel conditional formatting feature enables you to apply formatting according to rules. You
Bottom Line
can apply a single rule or multiple rules, and you can use the preset rules provided by Excel or cus-
tomize them for your particular needs. The Excel Rules Manager gives you even greater con-
trol over rules by enabling you to set the order of multiple rules, fine-tune rule settings, and more.
Applying a Specific Conditional Format

To apply a specific conditional format, use the Conditional Formatting menu in the Styles group
on the HOME tab and select one of the many options provided.
Step by step Apply a Specific Conditional Format

1. OPEN the 06 Patient Visits Conditional Formatting data file for this lesson.
2. Select D4:O8.
3. On the HOME tab, in the Styles group, click Conditional Formatting, and then select
Highlight Cells Rules > Greater Than. The Greater Than dialog box appears.
4. In the Format cells that are GREATER THAN box, type 600.
5. Leave the default fill color, as shown in Figure 6-36. Click OK. Cells that contain a value
greater than 600 are formatted with a light red background color and a dark red text
color. This data represents the months in which the physicians were seeing more than
the ideal number of patients.
Figure 6-36
The Greater Than dialog box
and cells displaying conditional
formatting
6. SAVE the workbook to your Lesson 6 folder as 06 Patient Visits Conditional Formatting
2.3.1 Solution.

How do you apply a single
criterion for conditional
formatting? Conditional formatting is a powerful Excel feature that enables you to specify how cells that
meet a given condition should be displayed. Thus, conditional formatting means that Excel ap-
plies formatting automatically, based on established criteria.
When you analyze data, you often ask questions, such as:
• Who are the highest performing students in the gradebook?
• Which sales representatives exceeded their sales goals and in which quarters?
• In what months were revenues highest or lowest?
Conditional formatting helps answer such questions by highlighting pertinent cells or ranges of
cells. You can even establish multiple conditional formatting rules for a data range.
Applying Conditional Formatting for Multiple Criteria

To see the effect of two or more criteria on a set of data, you can apply multiple conditional for-
matting rules one on top of the other. This exercise shows you how to set two different conditional
formatting rules on the same range of data.
Step by step Apply Multiple Conditional Formatting Rules
1. Select D4:O8.
2. On the HOME tab, in the Styles group, open the Conditional Formatting menu, and
then select Highlight Cells Rules > Less Than.
3. In the Format cells that are LESS THAN box, type 300.
4. In the drop-down menu, click the Yellow Fill with Dark Yellow Text option. Click OK.
All values of less than 300 appear with a yellow background and dark yellow text color,
along with values over 600 indicated by a light red background and dark red text, as
Figure 6-37
The worksheet with two sets
of conditional formatting
applied
In this lesson’s exercises, you have worked with data related to the number of patients treated each
month at Contoso, Ltd. The chapter-opening scenario indicated that you are trying to determine
whether you should hire a nurse practitioner. With both sets of conditional formatting applied, you can
see at a glance which staff members see more than 600 patients or less than 300 patients in a month.
Using the Rules Manager to Apply Conditional Formats

Excel’s Rules Manager enables you to choose from preset specific conditional formats that provide
a visual analysis of a worksheet or selected range of data. You can apply a single rule or multiple
rules, and you can modify preset rules to display formats however you like.
Step by step Use the Rules Manager to Apply Conditional Formats
1. Select D4:O8.
2. On the HOME tab, in the Styles group, open the Conditional Formatting menu, and
select Clear Rules > Clear Rules from Selected Cells.
3. Open the Conditional Formatting menu again and select Manage Rules. The
Conditional Formatting Rules Manager dialog box appears.
4. Click the New Rule button. In the New Formatting Rule dialog box, select Format only
top or bottom ranked values. The dialog box changes as shown in Figure 6-38.
170 Lesson 6
Figure 6-38
The New Formatting Rule
dialog box
2.3.1
5. In the Edit the Rule Description section, click the % of the selected range checkbox.
6. Click the Format button. The Format Cells dialog box opens.
How do you use the
Rules Manager to apply 7. Click the Fill tab if it’s not already selected, and then select the light red (pink) color
conditional formatting? box, as shown in Figure 6-39. Click OK twice.
Figure 6-39
Selecting a background color
for the rule
8. In the Conditional Formatting Rules Manager dialog box, click the New Rule button.
9. In the New Formatting Rule dialog box, select Format only top or bottom ranked
values.
10. In the Edit the Rule Description section, in the first drop-down list on the left, select
Bottom, and then click the % of the selected range checkbox.
11. Click the Format button.
12. In the Format Cells dialog box, click a yellow background color on the Fill tab, and then
click OK twice. The Conditional Formatting Rules Manager dialog box should look
similar to Figure 6-40.
Figure 6-40
The Conditional Formatting
Rules Manager dialog box with
two rules configured
13. Click OK. The Rules Manager applies the rules to the selected cells, as shown in Figure
6-41. This view enables you to see the top 10 percent and bottom 10 percent values in
the range.
Figure 6-41
The worksheet with the top
10% and bottom 10% rules
applied
14. SAVE the workbook to your Lesson 6 folder as 06 Patient Visits Conditional Formatting
Revised Solution.
The Excel Rules Manager enables you to create, modify, apply, remove, and manage condition-
al formatting, including multiple criteria, all in one dialog box.
In addition, you can display the Rules Manager to see what rules are in effect for the worksheet
and apply those rules at an appropriate time. From the Conditional Formatting Rules Manager
dialog box, you can add new rules, edit existing rules, or delete one or all of the rules. The rules
are applied in the order in which they are listed in the Rules Manager. You can apply all the rules,
or you can apply specific rules to analyze the data. Formatting is visible when the Conditional
Formatting Rules Manager dialog box is open. Thus, you can experiment with the formats you
want to apply and the order in which they are applied.
Clearing a Cell’s Formatting

Although cell formatting can greatly improve the aesthetics and readability of your worksheets,
Bottom Line
sometimes you may need to remove the formatting, either to start over again or to use the data in
another worksheet. Excel makes it easy to remove formatting from a single cell, a range of cells,
or the entire worksheet.
Step by step Clear a Cell’s Formatting
1. Select A3:O3.
2. On the HOME tab, in the Editing group, open the Clear menu, and select Clear Formats.
The formatting for the range A3:O3 is removed.
3. In the upper-left corner of your worksheet, at the intersection of the column and row
headings, click the Select All button, or press Ctrl+A.
4. From the Clear menu, click Clear Formats. All worksheet formatting disappears.
5. Close the workbook without saving your changes.
CLOSE Excel.
As you saw in this exercise, clearing formatting from cells or an entire worksheet does not affect
the text, numbers, or formulas in the worksheet.
172 Lesson 6
Skill Summary
Objective
To insert and delete cells. Insert and delete cells. 2.1.6

To manually format cell contents. Modify cell alignment and indentation. 2.2.2
Change font and font styles. 2.2.3
Apply highlighting. 2.2.7
Apply Number formats. 2.2.6
Wrap text within cells. 2.2.5
Merge cells. 2.2.1
To copy cell formatting with the Format Use Format Painter. 2.2.4
Painter.
To use Paste Special options.
To format cells with styles. Apply cell styles. 2.2.8
To work with hyperlinked data. Insert hyperlinks. 1.2.2
To apply conditional formatting to cells. Apply conditional formatting. 2.3.1
To clear a cell’s formatting.
Multiple Choice
1. You want to insert a cell into your worksheet. Which command do you use?
a. The Insert command in the Cells group on the HOME tab
b. The Format command in the Cells group on the HOME tab
c. The Format Painter command in the Clipboard group on the HOME tab
d. The Format command in the shortcut menu when you right-click a cell
2. You want to format a cell so the text is spread evenly throughout the cell, wrapping
automatically and adjusting the row height, if necessary. Which alignment option do
you choose?
a. Center
b. Middle Align
c. Justify
d. Distributed
3. You want to fit a long column heading into a small space without changing the font size
or column width. Which of the following is the best choice?
a. Adjust text orientation.
b. Use the Center alignment command.
c. Use the Merge & Center command.
d. Apply a special character attribute.
4. How do you display the Mini toolbar?
a. Left-click a cell.
b. Right-click a cell.
c. Select Format > Mini toolbar.
d. Select View > Mini toolbar.
5. Which of the following can you not copy using Format Painter?
a. Font color
b. Bold
c. Font size
d. Cell content
6. Which Paste Special option pastes only the result of a formula rather than the formula
itself?
a. Formulas
b. Values
c. Formats
d. Formulas and number formats
7. You don’t like the cell style you just applied. Which of the following is the least effective
way to remove or replace the style?
a. Apply another style to the cell.
b. Use the Undo command.
c. Clear the cell’s content.
d. Apply the Normal style to the cell.
8. How do you remove a hyperlink?
a. Delete the cell.
b. Edit the cell’s style.
c. Reformat the cell.
d. Right-click the cell and select Remove Hyperlink.
9. In which group on the HOME tab is the Clear Formats command located?
a. In the Editing group
b. In the Clipboard group
c. In the Font group
d. In the Cells group
10. Which of the following is not useful for changing the font size?
a. Font Size drop-down list
b. Increase Font Size button
c. Decrease Font Size button
d. Orientation button
True / False
T F 1. When you delete cells in a worksheet, you remove one or more cells, forcing
other cells to move down or to the right.
T F 2. When selecting a font color, you can choose a themed color but not a standard
color from the palette.
T F 3. When you point to defined styles in the Cell Styles gallery, you can see the
formatting that will be used when you apply each style.
T F 4. Underlining a cell’s content is the same as adding a border.
T F 5. You can apply multiple conditional formatting criteria or rules to the same set of
data.
T F 6. Deleting a cell is the same as clearing a cell’s content.
T F 7. A hyperlink enables you to navigate to a web page, another file, or to a specific
location in another file.
T F 8. Style attributes include fonts and font sizes, number formats, and borders and
shading.
T F 9. You cannot split a single worksheet cell that has not been merged.
T F 10. After you select a color and apply it to a cell’s background, the Fill Color button
takes on that color.
174 Lesson 6
Project 6-1: Apply Basic Formatting

Apply basic formatting to a worksheet listing regional sales figures for a sports equipment reseller.

1. OPEN 06 Regional Sales.
2. Select A1:E1.
3. Merge and center the worksheet title.
4. Select A2:E2.
5. Bold and center the headings.
6. Select B3:E6.
7. Apply the Currency number format.
8. Decrease the decimal places by two, so no decimal places appear.
9. SAVE the workbook to your Lesson 6 folder as 06 Regional Sales Solution.
Project 6-2: Apply Cell Styles to a Worksheet

Total sales figures and apply styles to enhance the appearance of a worksheet listing regional sales
figures for a sports equipment reseller.

1. OPEN 06 Regional Sales Solution if it’s not already open.
2. In cell A7, type the word Total.
3. Select B7:E7.
4. AutoSum each cell.
5. Click A1.
6. In the Cell Styles menu, apply the Title style.
7. Select A2:E2.
8. In the Cell Styles menu, apply the Accent6 style.
9. Select A3:A7.
10. Apply the 40% - Accent6 cell style.
11. Select B3:E7.
12. Apply the 20% - Accent6 cell style.
13. Select A7:E7.
14. Bold all cells in the range.
15. SAVE the workbook to your Lesson 6 folder as 06 Regional Sales Formatted Solution
and CLOSE the file.

Project 6-3: Format a Student List for Readability

Use a variety of techniques to improve the readability of a School of Fine Arts student list. Tech-
niques include Merge & Center, applying italics, wrapping text, and using the Decrease Decimal
command.

1. OPEN 06 Fine Art.
2. Merge and center A1:E1.
3. Apply Calibri Light, 16-point, Blue to the cell A1 content.
4. Center and italicize the content in cells A2:E2.
5. Widen column C so all text displays in its entirety.
6. Wrap the text in cell D2.
7. Decrease the width of column D to fit the longest date.
8. Format row 2 to autofit the row height.
9. Format the content in E3:E12 so that only two decimal places display.
10. Decrease the width of column E to eliminate unnecessary whitespace.
11. SAVE the workbook to your Lesson 6 folder as 06 Fine Art Solution.
LEAVE the file open for the next project.
Project 6-4: Use Pasting Techniques to Add Entries to a Worksheet

Add rows of data to a worksheet, and use Format Painter and Paste Special to apply formatting
and copy formulas.

1. OPEN 06 Fine Art Solution if it’s not already open.
2. Add two more rows of data, as follows:
First Last Discipline Enrollment Date GPA
Cassie Hicks Painting 1/14/2013
Jeff Price Computer Art 1/14/2013
3. Use the Format Painter to format cells A13:D14 in the same style as A12:D12.
4. Use the Copy command to copy the new enrollment date (1/14/2013) to replace the
1/3/2013 dates in rows 11 and 12.
5. Use Paste Special to copy the GPA formula and number format from a cell that displays
a GPA to the two new cells that do not have GPAs entered.
6. Modify the formula in the GPA column for Cassie Hicks to total 3.3, 3.5, and 3.7.
7. Modify the formula in the GPA column for Jeff Price to total 2.9, 3.4, and 3.5.
8. Format A2:E2 as 20% - Accent1 and reapply italics.
9. SAVE the workbook to your Lesson 6 folder as 06 Fine Art Revised Solution and close
the file.

176 Lesson 6
Mastery Assessment
Project 6-5: Create a Custom Style

Create a new style and configure its settings, apply the style, and then modify the style settings.

1. OPEN a new, blank workbook.
2. Create a new cell style using your first name as the style name. Include the following
formats in the style:
Alignment: Horizontal Center, Vertical Center
Font: Arial Narrow, 16-point, Italic
Border Style: Solid line (your choice), Bottom
Border Color: Dark Blue
Fill Color: Light Blue
Pattern Style: 6.25% Gray
3. Type your first name in cell A1 and apply the style to your name.
4. Modify the style to remove the pattern style. Widen column A, if necessary.
5. SAVE the workbook to your Lesson 6 folder as 06 My Style Solution and then close
the file.
Project 6-6: Analyze Trends in Sales

Apply conditional formatting to regional sales figures to determine dollar amounts above and
below specific levels.

1. Open 06 Regional Sales Formatted Solution from a previous project.
2. Use conditional formatting to indicate which sales figures exceeded $24,000.
3. Use conditional formatting to indicate, in a different color, which sales figures were
below $20,000.
4. SAVE the workbook to your Lesson 6 folder as 06 Regional Sales Trends Solution and
then close the file.
CLOSE Excel.
Formatting
Worksheets 7
Lesson Skill Matrix
Working with Rows and Columns Insert and delete columns and rows. 1.3.3
Adjust row height and column width. 1.3.5
Hide columns and rows. 1.4.2
Transpose columns and rows. 2.3.3
Using Themes Change workbook themes. 1.3.4

Modifying a Worksheet’s Onscreen and Modify page setup. 1.3.2
Printed Appearance
Inserting Headers and Footers Insert headers and footers. 1.3.7
Insert watermarks. 1.3.6
Repeat headers and footers. 1.5.5
Preparing a Document for Printing Set print scaling. 1.5.4
Key Terms
• boundary
• column heading
• column width
• document theme
• effects
• footer
• gridlines
• header
• orientation
• page break
• Page Break Preview
• Print Preview
• row heading
• row height
• scaling
• transposing
• watermark
• white space
177
178 Lesson 7
Consolidated Messenger is a same-day and rush delivery service to more than 500
attorneys in New York City. The company offers foot, bike, and vehicle deliveries
to provide court filings, process serving, document and small package delivery,
and records retrieval. Consolidated Messenger dispatchers use Excel worksheets
to track daily deliveries. The accounting department combines worksheets from all
dispatchers to process invoices and payroll, and to provide reports to management.
The management reports must look professional and be highly readable whether
viewed onscreen or printed. In this lesson, you learn how to work with rows and
columns in a worksheet, apply themes, modify a worksheet’s onscreen and printed
appearance, insert headers and footers, and prepare a document for printing.
Formatting Excel Worksheets

Excel 2013 provides many tools to enhance the look of your worksheets whether viewed on-
screen or in print. To improve how a worksheet displays on a computer monitor or to prepare
a worksheet for printing, you will use commands mainly on the HOME tab and the PAGE
LAYOUT tab, shown in Figure 7-1. Using and applying formatting options from the com-
mand groups on these tabs ensures that your worksheets are more useful, more readable, and
more attractive.
Cell Styles command Cells group
Themes group Page Setup Scale to Fit Sheet Options

group group group
Figure 7-1
HOME tab and PAGE LAYOUT
tab command groups
Formatting Worksheets 179
WORKING WITH ROWS AND COLUMNS

Microsoft designed Excel worksheets for flexibility, enabling you to insert or delete rows and col-
Bottom Line
umns in an existing worksheet, increase or decrease row height and column width, and apply all
kinds of formatting to entire rows and columns. You can also hide and unhide rows and columns,
and even transpose data so that data in a row appears in a column and vice versa.
Inserting or Deleting a Row or Column

Many times, after you’ve already entered data in a worksheet, you will need to insert additional
rows or columns. To insert a row, select the row or a cell in the row below which you want the
new row to appear. The new row is then inserted above the selected cell or row. To insert multiple
rows, select the same number of rows as you want to insert. Inserting columns works the same
way, except columns are inserted to the left of the selected cell or column. By default, the inserted
column is formatted the same as the column to the left. Deleting a row or column is just as easy—
just select and delete.
Step by step Insert and Delete Rows and Columns
GET READY. Before you begin these steps, be sure to launch Microsoft Excel.
1. Open the workbook named 07 Messenger Row-Column.
2. Click the row 14 heading to select the entire row.
3. On the HOME tab, in the Cells group, click the Insert button arrow and select Insert
Sheet Rows, as shown in Figure 7-2. A new blank row appears as row 14.
Figure 7-2
The Insert menu
1.3.3 4. To insert several rows at once, click the row 25 heading, hold down the Ctrl key, and
then click row headings 34 and 43. Right-click any of the selected rows and select
How do you insert a row in Insert from the shortcut menu. Blank rows appear above the selected rows, so that
a worksheet? data for each messenger is separated by a blank row.
5. Click the column D heading to select the entire column. This column contains the
delivery zone.
Another Way 6. On the HOME tab, in the Cells group, click the Delete button arrow and select Delete
To delete an entire Sheet Columns. The Zone column disappears.
row, select the row or rows 7. Right-click the row 3 heading and select Insert from the shortcut menu. In cell A3, type
to be deleted, right-click the Zone 1.
selection, and select Delete
8. Select A3:I3. On the HOME tab, in the Alignment group, click the Merge & Center
from the shortcut menu.
button. The “Zone 1” text is centered across the data columns.
9. SAVE the workbook as 07 Messenger Row-Column Solution.
1.3.3
How do you delete a row The row heading or column heading is its identifying letter or number. You select an entire
from a worksheet? row or column by clicking its heading. To select multiple adjacent rows or columns, click the first
180 Lesson 7
row or column heading, hold the Shift key, and then click the last heading. You can also select
multiple nonadjacent rows or columns. Just click the first row or column heading, and then hold
down the Ctrl key while clicking other headings.
Modifying Row Height and Column Width

By default, all columns in a new worksheet are the same width and all rows are the same height.
In most worksheets, you will want to change some column or row defaults to accommodate the
worksheet’s data. Modifying the height of rows and width of columns can make a worksheet’s con-
tents easier to read and increase its visual appeal. You can set a row or column to a specific height
or width or change the height or width to fit the contents. To change height and width settings,
use the Format commands in the Cells group on the HOME tab, use the shortcut menu that
appears when you right-click a selected row or column, or double-click or drag the boundary,
which is the line between rows or columns.
Step by step Modify Row Height and Column Width

1. Double-click the boundary to the right of the column G heading (see Figure 7-3), which
adjusts the column width to show all content in column G.
Figure 7-3
Double-clicking the boundary Selecting the
line between columns G and H boundary line
1.3.5 2. Click anywhere in column H. On the HOME tab, in the Cells group, click the Format
button arrow and select Column Width. In the Column Width dialog box (see Figure
How do you adjust the width 7-4), in the Column width text box, type 16 and then click OK. All content in column H
of a column in a worksheet? appears.
Figure 7-4
The Column Width dialog box
3. Click and hold the boundary under the row 3 heading. Drag the line up to decrease the
height of row 3 to 18, as shown in Figure 7-5. Notice that a ScreenTip appears as you
drag the boundary line, showing you the height of the row in points (the first number)
and pixels.
Figure 7-5
Decreasing a row’s height by ScreenTip
dragging the boundary line showing
row height
Another Way 4. Select row 2. On the HOME tab, in the Cells group, click the Format button arrow and
To access the select AutoFit Row Height. With the row still selected, click the Format button arrow
Column Width dialog box to again and select Row Height. The Row Height dialog box indicates that the row is 18.75
change a column’s width, se- points in height. Click OK.
lect the column, right-click the 5. SAVE the workbook.
selection, and select Column
Width from the shortcut menu. Pause. leave the workbook open to use in the next exercise.
Row height, or the top-to-bottom measurement of a row, is measured in points; one point is
1.3.5 equal to 1/72 inch. The default row height is 15 points, but you can specify a row height of 0 to
409 points. Column width is the left-to-right measurement of a column. Although you can
specify a column width of 0 to 255 characters, the default column width is 8.43 characters (based
How do you adjust
on the default font and font size). If a column width or row height is set to 0, the corresponding
the height of a row in
a worksheet?
column or row is hidden.
As you learned in Lesson 2, when the text you enter exceeds the column width, the text overflows
to the next column, or it is truncated when the next cell contains data. Similarly, if the value
entered in a column exceeds the column width, the #### symbols appear, which indicate the
number is larger than the column width.
Take Note To quickly AutoFit the entries in all rows on a worksheet, click the Select All icon in the upper-left
corner of your worksheet (at the intersection of column and row headings), then double-click one
of the row boundaries.
Depending on the alignment of the data in your columns, worksheet data may appear crowded
or too loose when you use the AutoFit Column Width option because this option adjusts column
width to the exact width of the longest entry in the column. Therefore, after using this option,
you may want to use the mouse to drag the right column boundary for any columns that seem
crowded or have too much white space. White space is the empty area of a document, in which
no content appears.
Take Note You can use the Format Painter to copy the width of one column to other columns. To do so, select
the heading of the first column, click the Format Painter, and then click the heading of the column
or columns to which you want to apply the column width.
In Excel, you can change the default width for all columns on a worksheet or a workbook. To
do so, click Format and then select Default Width. In the Standard Width dialog box, type a
new default column measurement. Note that when changing the default column width or row
height, columns and rows that contain data or that have been previously formatted retain their
formatting.
Formatting an Entire Row or Column

To save time, achieve a consistent appearance, and align cell contents in a consistent manner, you
often want to apply the same format to an entire row or column. To apply formatting to a row
or column, click the row heading or column heading to select it, and then apply the appropriate
format or style.
182 Lesson 7
Step by Step format an entire row or Column

1. Select columns F through I by clicking the column f heading, pressing the Shift
key, and clicking the column i heading. All four columns are selected, as shown in
Figure 7-6.
Figure 7-6
Four columns selected
selected
columns
2. On the HOME tab, in the Alignment group, click the Center icon, as shown in Figure 7-7.
The content in columns F through I is centered.
Figure 7-7
The Center icon in the
Alignment group
Center icon
3. Click the column i heading. The Charge column is selected.

4. On the HOME tab, in the Number group, select Currency from the Number Format
menu. Only the values in column I are styled as currency.
5. Select row 4 and center the column headings using the Center icon.
PAuSE. lEAVE the workbook open to use in the next exercise.
In this exercise, you could have selected data ranges and then applied formatting. For example,
you could have selected A4: I4 and centered the headings. However, formatting rows and columns
rather than applying formatting to a range of cells that contain data has an advantage: When you
insert rows or columns or add additional data to a worksheet in the future, the new data will be
formatted correctly.
Some formatting shouldn’t be applied to an entire row or column. For example, when you apply a
cell style with an underline effect, such as the Heading 1 cell style, to an entire row, you will see
the underline in all blank cells to the end of the row (cell XFD1).
Hiding or Unhiding a Row or Column

You may not want or need all rows and columns in a worksheet to be visible all the time, particu-
larly if the worksheet contains a large number of rows or columns. You can hide a row or a column
by using the Hide command or by setting the row height or column width to zero. When rows are
hidden, they do not appear onscreen or in printouts, but the data remains and can be unhidden.
Step by step Hide or Unhide a Row or Column

1.4.2
1. Select columns D and E. The columns for Date and Time are selected.
2. Right-click the column D or E heading and select Hide. The Date and Time columns are
How do you hide a row or hidden from view, and a green line appears, indicating hidden content, as shown in
column in a worksheet? Figure 7-8.
Figure 7-8
The Date and Time columns Green line indicates
hidden content.
are no longer visible in the
Columns D and E
worksheet. no longer appear.
3. Click in any cell. The green line disappears, and the boundary between columns C and
F is a double vertical line (see Figure 7-9), which indicates hidden columns.
Figure 7-9
The double vertical boundary Double vertical
boundary line
line indicates hidden columns.
1.4.2
4. Select row 3. On the HOME tab, in the Cells group, click the Format button arrow, point
How do you unhide a row or
to Hide & Unhide, and select Hide Rows, as shown in Figure 7-10. Row 3 is now hidden.
column in a worksheet?
Figure 7-10
The Hide & Unhide menu
Hide & Unhide

Another Way commands
To unhide a row or
column, double-click the dou-
ble lines in the row or column
heading that indicate hidden
content.
5. Select rows 2 and 4. Right-click the selection and select Unhide. Row 3 is now visible.
Troubleshooting When you select rows 2 and 4 to unhide the hidden row, you must select them in a way that
includes the hidden rows. Press Shift when you select row 4 or select row 2 and drag to include
row 4. If you select row 2, press Ctrl, and click row 4, the hidden row will not unhide. Addition-
ally, selecting only the data in the rows will not release the hidden row.

184 Lesson 7
A worksheet may contain rows or columns of sensitive or extraneous data that you are not using
or do not want to be visible while you are working in other areas of the worksheet. Using the Hide
command simply hides them from view, but they still exist in the worksheet.
To make hidden rows visible, select the row above and the row below the hidden row or rows and
use the Unhide Rows command. To display hidden columns, select the adjacent columns and
follow the same steps used for displaying hidden rows.
You can use the Go To feature, introduced in Lesson 1, to find a hidden row or column and then
make it visible.
Transposing Rows or Columns

Transposing a row or column causes your cell data to change orientation. Row data will become
column data, and column data will become row data. You can use the Paste Special command to
perform this type of irregular cell copying. In the Paste Special dialog box, select the Transpose
check box to transpose row or column data.
Step by step Transpose Rows or Columns

1. Click the Sheet2 tab.
2. Select rows 2 through 7, and then press Ctrl + C to copy the data to the Clipboard. A
green marquee border appears.
3. Click cell A10.
4. On the HOME tab, in the Clipboard group, click the Paste button arrow and select Paste
Special. The Paste Special dialog box opens.
5. Check the Transpose check box, as shown in Figure 7-11.
Figure 7-11
The Paste Special dialog box
Transpose option
6. Click OK. The data appears with the row data in columns and the column data in rows,
as shown in Figure 7-12.
Figure 7-12
Transposed data
Original data
Transposed data
7. Click the Sheet1 tab to return to the main worksheet.

2.3.3
How do you transpose a row Pause. leave Excel open to use in the next exercise.
or column?
Using Themes
A document theme is a predefined set of colors, fonts, and effects that can be applied to an
Bottom Line
entire workbook or to specific items within a workbook, such as charts or tables. You can use docu-
ment themes to easily format an entire document and give it a fresh, professional look. Themes can
be shared across other Office applications, such as Microsoft Office Word and Microsoft Office
PowerPoint, enabling you to give all your Office documents a uniform look in terms of colors,
fonts, and effects. (Effects, such as shadows or bevels, modify the appearance of an object.)
Choosing a Theme for a Workbook

Excel has several predefined document themes. When you apply a theme to a workbook, the col-
ors, fonts, and effects contained within that theme replace any styles that were already applied to
cells or ranges.
Step by step Choose a Theme for a Workbook

1. OPEN the 07 Messenger Theme data file for this lesson.
2. With Sheet1 active, click cell A3.
3. On the HOME tab, in the Styles group, click the Cell Styles button arrow and select
20% - Accent 4. A light purple background is applied to the cell range, the font size is
reduced, and the font color changes to black.
4. On the PAGE LAYOUT tab, in the Themes group, click the Themes button arrow to
open the Themes gallery. Several built-in themes appear in the gallery. Move your
mouse pointer over each theme to see its effect on the underlying worksheet, which is
referred to as Live Preview.
5. Find and select the Facet theme, as shown in Figure 7-13. You just changed the default
document theme to the Facet theme. The font for subheadings and general data
changed from Calibri to Trebuchet MS, and the background of cells A3:I3 is now a light
pink color.
186 Lesson 7
Figure 7-13
The Themes gallery
The Facet theme
6. Click Sheet2. Notice that the font changed on that sheet as well.
1.3.4
7. Click Sheet1 to return to the main worksheet. On the HOME tab, in the Styles group,
click the Cell Styles button arrow to display the Styles gallery. Notice that the color
How do you change a schemes for the various groups have changed. This is because a new document theme
workbook theme? has been applied, and several built-in cell styles were created using theme fonts and
colors.
8. SAVE the workbook as 07 Messenger Theme Solution.
The default document theme in Excel 2013 is named Office. Document themes are consistent in
all Microsoft Office 2013 programs.
Applying a new theme changes fonts and colors, and the color of shapes and SmartArt, tables,
charts, and other objects.
Cross You’ll learn about tables in Lesson 9, charts in Lesson 12, and shapes, SmartArt, and other graph-
Ref ics in Lesson 13.
Remember that cell styles are used to format specific cells or ranges within a worksheet; document
themes are used to apply sets of styles (colors, fonts, lines, and fill effects) to an entire document.
Many built-in cell styles use theme-aware formatting, so applying a new theme determines which
fonts and colors are used by styles. That’s why you noticed a change in the Styles gallery after
applying the new theme in the exercise. However, styles are independent from themes in that you
can change styles regardless of the theme that’s applied to a document.
Take Note When you apply a heading cell style to text and then increase the font size of that cell, the font size
will not change after applying a new document theme. If you don’t change the font size of heading
text, apply a heading cell style, and then apply a new theme, the heading text will display in the
default font size for the new theme.
Customizing a Theme
You can create a customized theme by making changes to one or more of an existing theme’s com-
ponents—colors, fonts, or effects (line and fill effects). The changes you make to one or more of
a theme’s components immediately affect the styles that you have applied in the active document.
Many companies create a customized document theme and use it consistently. You can experiment
by applying various predefined themes until you decide on the “look” that appeals to you.
Customizing a Theme by Selecting Colors

Although Excel provides several themes you can apply to your workbook, you can modify the
color scheme for any theme. You can then save the new color scheme and use it in a custom theme.
Step by step Customize a Theme by Selecting Colors

1. Ensure Sheet1 is active.
2. On the PAGE LAYOUT tab, in the Themes group, click Colors. Figure 7-14 illustrates the
color array for some of the built-in themes. You have to scroll through the entire list to
see them all. Each theme has an array of accent colors that are the same as the accents
in the Styles group.
Figure 7-14
Colors menu
Theme colors
Customize Colors
command
3. Scroll down and select Violet II.

4. Open the Colors menu again and click Customize Colors at the bottom of the menu.
The Create New Theme Colors dialog box opens (see Figure 7-15), showing the colors
used with the Violet II color scheme currently applied to the Facet theme. Move the
dialog box so you can see the worksheet more clearly, if necessary.
Figure 7-15
Create New Theme Colors
dialog box
5. Open the Text/Background - Dark 2 drop-down list. The current color is highlighted
under Theme Colors. Click Black, Background 1, Lighter 15% as shown in Figure 7-16 to
change the color to dark gray.
188 Lesson 7
Figure 7-16
Selecting a new theme color
New theme color
Name box
6. In the Name box at the bottom of the dialog box, type Consolidated Messenger and
click Save. The new text color is reflected in row 1. If you want to modify colors for
Consolidated Messenger in the future, just modify the Consolidated Messenger color
scheme, which appears at the top of the Colors menu.
Take Note To return all theme color elements to their original colors, click the Reset button in the Create
New Theme Colors dialog box before you click Save.
In the Create New Theme Colors dialog box, click the button next to the theme color element you
want to change. Theme colors are presented in every color gallery with a set of lines and shades
based on those colors. By selecting colors from this matched set, you can make formatting choices
for individual pieces of content that will still follow the themes. When the theme colors change,
the gallery of colors changes and so does all document content using them.
Theme colors (referred to as color schemes) contain four text and background colors, six accent
colors, and two hyperlink colors. It is easy to create your own theme that can be applied to all of
your Excel workbooks and other Office 2013 documents. You can choose any of the color schemes
shown in Figure 7-14, or you can create your own combination of colors.
Customizing a Theme by Selecting Fonts and Effects

Now that you have customized the color of your themes, you are ready to choose the font for your
theme. Use fonts and effects that create a unique look for your documents. Themes contain a
heading font and a body font. When you click the Theme Fonts button, you see the name of the
heading font and the body font that is used for each theme.
Step by step Customize a Theme by Selecting Fonts and Effects

1. With Sheet1 active, on the PAGE LAYOUT tab, in the Themes group, click Fonts.
2. Click Customize Fonts. The Create New Theme Fonts dialog box opens.
3. Open the Heading font drop-down menu, locate the Arial font, and select it.
4. In the Body font box, locate and select Arial Narrow. The preview in the Sample box is
updated with the fonts that you selected.
5. In the Name box, type Consolidated Messenger as the name for the new theme
fonts and click Save. Your customized theme fonts will be available for you to use to
customize any of the built-in themes or to use the next time you click Cell Styles on the
HOME tab. (See Figure 7-17.)
Figure 7-17
Cell styles that use built-in
themes reflect any changes
you make to theme fonts.
Heading styles
show Arial font.
Cell styles show

Arial Narrow font.
Troubleshooting If your customized theme font is not automatically applied, click Cell Styles and click the cus-
tomized heading font to apply it. For example, click A1, go to Cell Styles on the HOME tab,
and select Title.
6. On the PAGE LAYOUT tab, in the Themes group, click Themes and then click Save
Current Theme. The Save Current Theme dialog box opens.
7. In the File name box, type Consolidated Messenger and click Save. Your customized
document theme is saved in the Document Themes folder, and it is automatically
added to the list of custom themes that now appears at the top of the Themes gallery,
Figure 7-18
Custom theme appears at the New custom theme
top of the Themes gallery.
8. On the PAGE LAYOUT tab, in the Themes group, click Effects. Theme effects are sets of
lines and fill effects. Hovering your mouse over the effects might show subtle changes
in the cells; however, you will notice the result of changing an effect only if you have
charts, shapes, SmartArt, or similar graphics in your workbook.
9. Click the Reflection effect to apply it to the workbook. In the Quick Access Toolbar, click
Undo to undo the theme effect.
You can customize any of the built-in themes by changing the attributes of the theme. For ex-
ample, say you like the colors in the Organic theme but you want to use a different font. In this
situation, first apply the Organic theme, then click Theme Fonts and apply the font of your choice.
You can then save the resulting theme and apply it to other documents. You cannot change the
built-in theme effects, but you can apply a different built-in effect to modify the appearance of the
theme you are editing, which can include changing the shading, beveling, or other effects.
If you want to delete a customized theme, open the Themes gallery, right-click the custom theme
at the top of the gallery, and select Delete from the shortcut menu. The same principle applies to
customized color schemes, font schemes, and effects schemes.
190 Lesson 7
Workplace Ready
Putting Themes to Work
Microsoft Office themes bring a unified look and feel to business documents across Office applica-
tions. Whether you use a ready-made theme or customize your own, you can apply the same theme
to Excel, Word, and PowerPoint documents. You can also apply a theme to many of the templates
available for all three applications. Let’s look at some ideas for using themes effectively.
If your organization is divided into regions, create custom themes with the same fonts but differ-
ent color schemes for each group. Apply the themes to each group’s financial reports to know at a
glance which report is for which group.
Prepare professional-looking meeting materials in Excel, Word, and PowerPoint with the same
design elements by simply applying the same theme.
Create proposals, estimates, invoices, and project plans using the same theme, and include your
organization’s logo. Your prospects and customers will easily recognize your materials.
Modifying a Worksheet’s Onscreen and Printed

Appearance
You can draw attention to a worksheet’s onscreen appearance by displaying a background picture.
Bottom Line
Gridlines (the lines that display around worksheet cells), row headings, and column headings
also enhance a worksheet’s appearance. Onscreen, these elements are displayed by default, but they
are not printed automatically.
Formatting a Worksheet Background

You can use a picture as a worksheet background for display purposes only. A worksheet back-
ground is saved with your worksheet, but it is not printed by default and it is not retained in a
worksheet or as an item that you save as a web page.
Step by step Format a Worksheet Background

1. OPEN the 07 Messenger Appearance data file for this lesson.
3. On the PAGE LAYOUT tab, in the Page Setup group, click the Background button. The
Insert Pictures dialog box opens.
4. Click Browse next to From a file. The Sheet Background dialog box opens.
5. Navigate to the student data files folder, select 07 bike_courier.jpg, and then click
Insert. The selected picture is displayed behind the text and fills the worksheet, as
Figure 7-19
The worksheet with a
background image
Background image fills entire area
© Mike Clarke / iStockphoto
6. On the PAGE LAYOUT tab, in the Page Setup group, click Delete Background. The
background is removed.
7. SAVE the workbook as 07 Messenger Appearance Solution.
You should carefully consider the use of background images and use them judiciously. An image
can detract from the readability of a worksheet if the wrong image is selected. You can lighten an
image, or apply a light color cell shading, to make a background image work well. It’s also best to
remove gridlines when a sheet background is used. You’ll learn about gridlines in the next section.
Viewing and Printing a Worksheet’s Gridlines

You can choose to show or hide gridlines in your worksheet. By default, gridlines are present when
you open a worksheet. You can also choose whether gridlines are printed. A printed worksheet is
easier to read when gridlines are included.
Step by step View and Print a Worksheet’s Gridlines

2. On the PAGE LAYOUT tab, in the Sheet Options group, uncheck the Gridlines View
check box. The gridlines disappear from the worksheet.
3. Check the Gridlines View check box to restore viewable gridlines.
4. Check the Gridlines Print check box, as shown in Figure 7-20. This action will force
gridlines to appear in your printed worksheet.
192 Lesson 7
Figure 7-20
The Gridlines check boxes
View and Print check boxes
for gridlines
5. Click the Dialog Box Launcher in the Sheet Options group to open the Page Setup
dialog box.
6. On the Sheet tab, notice that the Gridlines check box is checked. Click the Print Preview
button. Gridlines appear in the preview, as shown in Figure 7-21.
Figure 7-21
Print Preview showing
gridlines
Gridlines appear
in the preview.
7. In the upper-left corner of the Print window, click the Back button to return to the
worksheet.
1.3.2
How do you modify
page setup? Lesson 3 introduced you to Backstage, Print Preview, and some printing options. Print Preview
is the screen that appears when you click the FILE tab and then click Print, or if you click Print
Preview in a dialog box that provides the button. In Print Preview, you can see what your docu-
ment will look like before sending it to the printer.
Viewing and Printing Column and Row Headings

You can choose whether to view row and column headings in your worksheet and to have them
appear in printed worksheets. This exercise shows you how.
Step by step View and Print Column and Row Headings

2. On the PAGE LAYOUT tab, in the Sheet Options group, uncheck the Headings View
check box. The row and column headings disappear from the worksheet.
3. Check the Headings View check box to restore the row and column headings.
4. Check the Headings Print check box. This action forces row and column headings to
appear in your printed worksheet.
5. In the Sheet Options group, click the Dialog Box Launcher to open the Page Setup
dialog box.
6. On the Sheet tab, notice that the Row and column headings check box is checked. Click
the Print Preview button. Row and column headings appear in the preview, as shown
in Figure 7-22.
Figure 7-22
Print Preview showing row and
column heading.
Column
headings
Row
headings
7. In the upper-left corner of the Print window, click the Back button to return to the
worksheet.
8. On the PAGE LAYOUT tab, in the Sheet Options group, uncheck the Headings Print
check box.
Inserting Headers and Footers

You can add headers or footers to your worksheets to provide useful information about the work-
Bottom Line
sheet, such as who prepared it, the date it was created or last modified, the page number, and so
on. Headers and footers are visible in Page Layout view and appear on printouts. A header is a
line of text that appears at the top of each page of a printed worksheet. Footers are lines of text
that appear at the bottom of each page. You can add predefined header or footer information to a
worksheet; insert elements such as page numbers, date and time, and filename; or add your own
content to a header or footer.
Adding Page Numbers to a Worksheet

Page numbers are handy, and often necessary, for large worksheets that will print with multiple
pages. The most common way to incorporate page numbers in a worksheet is to insert the page
number code in the header or footer.
Step by step Add Page Numbers to a Worksheet

1. OPEN the 07 Messenger Header-Footer data file for this lesson.
3. On the INSERT tab, in the Text group, click the Header & Footer button. The worksheet
is now displayed in Page Layout view. Note that the center Header text box is active
and the DESIGN tab is added to the ribbon, as shown in Figure 7-23. The Header &
Footer DESIGN tab command groups are thus available for you to use in the worksheet.
By default, your cursor will appear in the center Header section.
194 Lesson 7
Figure 7-23 DESIGN tab

Page Layout view displaying Go to Footer
button
the DESIGN tab
Three header
text boxes:
left, center,
and right
4. Click the Go to Footer button in the Navigation group on the ribbon. The cursor
appears in the center text box in the footer.
5. In the Header & Footer Elements group, click Page Number. The code &[Page] appears
in the text box, as shown in Figure 7-24. The ampersand symbol (&) indicates that the
appropriate page number will be added to each page of the printed worksheet.
Figure 7-24
The page number code
Excel inserts a
page number code
6. Click in a worksheet cell that’s not part of the footer, and then click the Normal view
icon on the right side of the status bar.
7. SAVE the workbook as 07 Messenger Header-Footer Solution.
Take Note The addition of the DESIGN contextual tab illustrates one advantage of Excel’s ribbon interface.
With the ribbon, instead of every command being available all the time, some commands appear
only in response to specific user actions.
Inserting a Predefined Header or Footer

On the DESIGN tab, the Header & Footer group contains predefined headers and footers that
allow you to automatically add text to the header or footer, such as the date, page number, number
of pages, name of the sheet, and so on.
Step by step Insert a Predefined Header or Footer

1. Ensure Sheet1 is active. Click cell A1.
2. On the VIEW tab, in the Workbook Views group, click the Page Layout view button to
1.3.7 view headers and footers.
3. Click the center header text box (which displays the “Click to add header” placeholder
How do you insert text). Click the Header & Footer Tools DESIGN tab now that it has become active. In the
predefined headers Header & Footer Elements group, click Sheet Name. &[Tab] appears in the text box.
and footers? 4. In the Navigation group, click Go to Footer. Click the right footer text box.
5. In the Header & Footer group , click the Footer button arrow, and click the last option
in the list, which combines Prepared by username, Current Date, and Page Number.
Because the footer is wider than the right text box, the majority of the footer is moved
to the center text box, and the page number appears in the right text box, as shown in
Figure 7-25.
Figure 7-25 Predefined

footer text
The predefined footer
Page number moved
to right text box
You can populate headers and footers by selecting one or more predefined elements in Excel, which
inserts codes into the header or footer. When your workbook is printed, Excel replaces these codes
with the current date, current time, and so on. You can view how the headers and footers will look
by using Print Preview in Backstage view.
Many of Excel’s predefined headers and footers combine one or more elements. In the previous
exercise, you inserted a combined entry by clicking it. You can then customize the appearance of
your header or footer in Page Layout view. Within this view, once you have the header or foot-
er selected, you can modify the appearance of the text it contains using the Font group on the
HOME tab. In this way, you can change font type or size, add special effects, or add other options
to your text.
Adding Content to a Header or Footer

Excel’s predefined headers and footers will not always meet your needs. When this happens, you
can simply enter text into any of the header or footer text boxes.
Step by Step add Content to a Header or footer

1. With Sheet1 active and in Page layout view, click the center header text box and delete
the existing header. You can click the DeSiGn tab and then click Go to Header to move
to the header quickly.
2. Type Consolidated Messenger Zone 1 attorney Deliveries, as shown in Figure 7-26.
When you preview your worksheet for printing or print the worksheet, you will see the
header text.
Figure 7-26
Modifying a header with your
own content
User-added text

196 Lesson 7
Inserting a Watermark
In most documents, a watermark is text or a picture that appears behind a document, similar
to a sheet background in Excel. However, Excel doesn’t print sheet backgrounds, so it cannot be
used as a watermark. Excel 2013 doesn’t provide a watermark feature, but you can mimic one by
displaying a graphic in a header or footer. This graphic will appear behind the text, and it will
display and print in the style of a watermark.
Step by step Insert a Watermark

1. Ensure Sheet1 is active and in Page Layout view.
2. Click the left header text box.
3. On the DESIGN tab in the Header & Footer Elements group, click Picture. Click the
Browse button, navigate to the student data files folder, select 07 watermark.gif, and
then click Insert. Excel inserts an &[Picture] code into the left header text box.
1.3.6 4. Click outside of the header area, and then click the Normal view icon on the status bar.
5. Click the FILE tab and then click Print. The preview shows the watermark in your
How do you insert a worksheet, as shown in Figure 7-27. Click the Back button to exit Print Preview.
watermark?
Figure 7-27
The worksheet with a
watermark
“CONFIDENTIAL”
watermark appears
The watermark in this exercise was created using a simple graphic program and saved as a trans-
parent GIF file, so only the text and not the background of the image displays as a watermark.
You can resize or scale the picture using the Format Picture button on the Design tab in the
Header & Footer Elements group. Clicking the button opens the Format Picture dialog box,
where you can select the options you want on the Size tab.
To remove the watermark, go to the header text box and delete the &[Picture] code.
Repeating Headers and Footers

In worksheets that span two or more pages, you can instruct Excel to print specific rows or col-
umns on each page to give your readers a better perspective of the data they are viewing. They
won’t have to go back to the first page to see column or row headings or labels, which are also
referred to as titles. Titles help to give your worksheet a uniform look from the first to the last page.
Step by step Repeat Headers and Footers

1. Ensure Sheet1 is active and in Normal view.
2. On the PAGE LAYOUT tab, in the Page Setup group, click the Print Titles button. The
Page Setup dialog box opens to the Sheet tab.
3. Type A1:I54 in the Print area text box. This is the range of all data on Sheet1 to be
printed.
Cross You learned how to set the print area and some other print features in Lesson 3.
Ref
4. In the Rows to repeat at top text box, type 1:4, as shown in Figure 7-28. This will repeat
the first four rows of the worksheet, which includes column headings, on every page.
Figure 7-28
The Page Setup dialog box,
Print area text box
Sheet tab
Rows to repeat at top
(also called print titles)
5. Click Print Preview. The Print Preview window appears. Click the right-facing arrow
1.5.5 at the bottom of the screen to advance to the second page. The first four rows of the
worksheet appear on the second page (see Figure 7-29). Click the left-facing arrow to
How do you repeat headers return to the preview of page 1.
and footers?
Figure 7-29
Print Preview shows that
the first four rows of the The first four rows
of the worksheet
worksheet appear on the repeat
second page.
Navigation arrows
6. Click the Back button to return to the worksheet.


198 Lesson 7
Preparing a Document for Printing

When worksheet data prints on more than one page, you can use several commands to set up
Bottom Line
your document to print in a well-organized and easy-to-read manner. The Page Break Preview
command on the VIEW tab controls where page breaks occur, enabling you to break data where
it is most logical. You can also change page margins, change the orientation of the worksheet, and
scale the worksheet to fit more data on a single page.
Adding and Moving a Page Break

1.5.7
The Print window in Backstage displays a full-page preview of a worksheet just as it will be print-
ed. With Print Preview, you can check the format and overall layout of a worksheet before actually
How do you prepare a printing it. You cannot make changes to the document in Print Preview, however.
workbook for printing?
A page break is a divider that breaks a worksheet into separate pages for printing. Excel inserts
automatic vertical page breaks (shown as a dashed line) based on paper size, margin settings, scal-
ing options, and the positions of any manual page breaks (shown as a solid line) that you insert.
Excel provides a Page Break Preview window in which you can quickly adjust automatic page
breaks to achieve a more desirable printed document.
Step by step Add and Move a Page Break

1. OPEN the 07 Messenger Print data file for this lesson.
3. On the VIEW tab, in the Workbook Views group, click Page Break Preview. Scroll down
to view the entire print area. Notice that a dashed blue line appears after row 47 (see
Figure 7-30). The dashed line is an automatic page break inserted by Excel.
Figure 7-30
Page Break Preview showing a
horizontal page break
Dashed blue line indicates

automatic page break.
4. Click and hold the horizontal automatic page break and drag it upward so it is now
below row 46. The automatic page break is now a manual page break represented by a
solid blue line.
5. On the VIEW tab, in the Workbook Views group, click Normal.
6. SAVE the workbook as 07 Messenger Print Solution.
Use manual page breaks to control page break locations. You can drag an automatic page break to
a new location to convert it to a manual page break.
Another way to insert a manual page break is to click a cell in the row where you want a page break
to occur, then click the PAGE LAYOUT tab. In the Page Setup group, click Breaks and then click
Insert Page Break. A horizontal page break appears.
Setting Margins
Margins are an effective way to manage and optimize the white space on a printed worksheet.
Achieving balance between data and white space adds significantly to the readability and appear-
ance of a worksheet. In Excel, you can choose one of three built-in margin sets, or you can create
customized margins using the Page Setup dialog box.
Step by Step Set Margins

2. On the PAGE lAYOuT tab, in the Page Setup group, click the Margins button arrow to
open the Margins menu.
3. At the bottom of the menu, click Custom Margins. The Page Setup dialog box opens to
the Margins tab, as shown in Figure 7-31.
Figure 7-31
The Page Setup dialog box,
Margins tab
margin settings
Center on page
options
Print Preview button
4. Change the left and right margins to 1.4. This will make the margins slightly wider than
normal.
5. Check the Center on page Horizontally check box. The content in your worksheet will
print centered.
6. Click Print Preview. The page is centered horizontally, as shown in Figure 7-32.
Figure 7-32
Print Preview shows the page
centered horizontally
Page is
centered
200 Lesson 7
7. Click the Back button to leave Backstage.

The Margins menu includes predefined Normal, Wide, and Narrow settings. The Normal margin
setting is the default for a new workbook. Narrower margins allow more area for data when you
print a workbook, where wider margins will introduce more white space. You can also set custom
margins in Excel.
When you click Custom Margins at the bottom of the Margins menu, the Page Setup dialog box
opens with the settings that have been applied to the active worksheet. You can change any of the
settings to create a custom margin setting. Header and footer margins automatically adjust when
you change the page margins.
Worksheets that do not fill an entire page can be centered vertically and horizontally, thereby
evenly distributing the page’s white space. Use the Margins tab of the Page Setup dialog box to
set these features.
To quickly remove all manual page breaks from a worksheet, on the PAGE LAYOUT tab, in the
Page Setup group, click the Breaks arrow button and select Reset All Page Breaks.
Setting a Worksheet’s Orientation

Printed worksheets are easiest to read and analyze when all of the data appears on one piece of
paper. Excel’s orientation and scaling features give you control over the number of printed pages
of worksheet data. You can change the orientation of a worksheet, which is the position of the
content, so that it prints either vertically or horizontally on a page. A worksheet that is printed ver-
tically uses the Portrait orientation, which is the default setting. A worksheet printed horizontally
uses the Landscape orientation.
Step by step Set a Worksheet’s Orientation

2. On the PAGE LAYOUT tab, in the Page Setup group, click Orientation and then click
Landscape.
3. Click the FILE tab, and then click Print. Click through the pages to see the worksheet
in Landscape orientation. If you decided to keep this orientation, you would need to
adjust page breaks to display all content properly.
4. Click the Back button to leave Backstage.
5. Repeat Step 2 to change the orientation back to Portrait.
Orientation is the way your workbook or worksheet appears on the printed page. There are two
settings: Portrait and Landscape. Portrait is a vertical printing of the workbook, and Landscape
is the horizontal aspect. By default, all workbooks and worksheets are printed in Portrait. Use the
Landscape orientation when the width of the area you want to print is greater than the height.
Data is easier to read when all the columns fit on one page. This can often be accomplished by
changing a worksheet’s orientation to Landscape. When you can’t fit all of the data on one printed
page by changing the orientation, you can shrink or reduce it using Excel’s scaling options, as
described in the next exercise.
Scaling a Worksheet to Fit on a Printed Page

Scaling refers to shrinking or stretching printed output to a percentage of its actual size. One
use for scaling is to resize a document so that it fits on a single page. Before attempting to change
the scaling for a worksheet’s output, the maximum width and height must be set to Automatic.
Step by step Scale a Worksheet to Fit on a Printed Page

2. On the PAGE LAYOUT tab, in the Page Setup group, click Orientation and verify that
Portrait is selected.
3. In the Scale to Fit group, click the Height arrow and select 1 page. The scale of the
worksheet is reduced so that all rows fit on the same page.
4. Click the FILE tab, and then click Print. Notice that all rows appear on the page and that
the content is smaller than it was previously, as shown in Figure 7-33. When output is
reduced, it shrinks the height and width proportionally.
Figure 7-33
Viewing the worksheet after
scaling it to fit on one page
Content is
compressed to fit
on a single page

1.5.4
CLOSE Excel.
How do you set print
scaling? The most common reason for scaling a worksheet is to shrink it so that you can print it on one
page. You can also enlarge the sheet so that data appears bigger and fills up more of the printed
page. When the Width and Height boxes are set to Automatic, you can click the arrows in the
Scale box to increase or decrease scaling of the printout. Each time you click the arrow, the scaling
changes by 5%.
Take Note The Width and Height settings must be set to Automatic if you want to specify a scale, such
as 75%.
202 Lesson 7
Skill SummarY
Objective
To work with columns and rows. Insert and delete columns and rows. 1.3.3
Adjust row height and column width. 1.3.5
Hide columns and rows. 1.4.2
Transpose columns and rows. 2.3.3
To use themes. Change workbook themes. 1.3.4
To modify a worksheet’s onscreen Modify page setup. 1.3.2
and printed appearance.
To insert headers and footers. Insert headers and footers. 1.3.7
Insert watermarks. 1.3.6
Repeat headers and footers. 1.5.5
To prepare a document for printing. Set print scaling. 1.5.4
Multiple Choice
1. How do you increase or decrease a column’s width?

a. Right-click anywhere in the column and select Format Cells.
b. Use the Page Setup dialog box.
c. Drag the boundary next to the column heading.
d. Select a Width setting in the Scale to Fit group on the PAGE LAYOUT tab.
2. Which should you do before formatting an entire row or column?
a. Click the row heading or column heading to select it.
b. Open Print Preview.
c. Go into Page Layout view.
d. Select a cell range.
3. Which dialog box do you use to transpose rows and columns?
a. Page Setup
b. Paste Special
c. Column Width
d. Row Height
4. Which of the following can you not modify when customizing a document theme?
a. Colors
b. Fonts
c. Effects
d. Page orientation
5. Where are check boxes you can select to view or print gridlines?
a. In Print Preview
b. On the HOME tab, in the Cells group
c. On the PAGE LAYOUT tab, in the Sheet Options group
d. On the PAGE LAYOUT tab, in the Page Setup group
6. Which Excel feature or view lets you drag automatic page breaks, converting them to
manual page breaks, to achieve a more desirable printed document?
a. Print Preview
b. Page Break Preview
c. Page Layout view
d. Normal view
7. Which feature do you use to repeat column A on every page when printing a multiple-
page worksheet?
a. Print Titles
b. Page Break Preview
c. A header
d. Custom margins
8. Which is not a predefined margin setting?
a. Normal
b. Large
c. Narrow
d. Wide
9. How do you unhide a hidden row or column?
a. Select a range of cells in the row or column, right-click, and select Unhide.
b. Use the Page Setup dialog box.
c. Remove all page breaks.
d. Select the rows/columns before and after the hidden rows/columns and then right-
click and select Unhide.
10. A worksheet is a little too wide to print on one page. Which feature can you use to force
all data to print on one page?
a. A page break
b. The Wide margin setting
c. Scale to Fit
d. Commands in the Sheet Options group on the PAGE LAYOUT tab
Fill in the Blank

Complete the following sentences by writing the correct word or words in the blanks provided.
1. __________ are the lines that display around worksheet cells.

2. The __________ is the line between rows or columns.
3. A(n) __________ is a line of text that appears at the top of each page of a printed
worksheet.
4. __________ a row or column causes your cell data to change orientation. Row data will
become column data, and column data will become row data.
5. __________ is the top-to-bottom measurement of a row, measured in points.
6. The identifying letter at the top of a column is called the __________.
7. __________ refers to shrinking or stretching printed output to a percentage of its
actual size.
8. A(n) __________ is a predefined set of colors, fonts, and effects that can be applied to
an entire workbook or to specific items within a workbook, such as charts or tables.
9. You can change the __________ of a worksheet, which is the position of the content, so
that it prints either vertically or horizontally on a page.
10. A(n) __________ is a divider that breaks a worksheet into separate pages for printing.
204 Lesson 7
Project 7-1: Practice Working with Rows and Columns

Use the worksheet for the School of Fine Arts to practice working with rows and columns.

1. OPEN 07 Fine Art from the data files for this lesson.
2. Click the column D heading to select the entire column.
3. On the HOME tab, in the Cells group, click the Format button arrow, point to Hide &
Unhide, and select Hide Columns. Column D is now hidden.
4. Click the column B heading to select the entire column.
5. On the HOME tab, in the Cells group, click the Format button arrow and select Column
Width. In the Column Width dialog box, type 11 in the Column width text box and click
OK.
6. Double-click the double boundary between column headings C and E. Column D
appears.
7. Click the row 11 heading, right-click, and select Insert.
8. Enter the following in the blank row:
First Last Discipline Enrollment Date GPA
Bruce Keever Sculpture 10/15/2012 =SUM(3.4+3.5+3.7)/3
9. Click the plus (+) sign to the right of Sheet1 to create a new, blank worksheet.
10. Click Sheet1, select A2:E15, and press Ctrl + C to copy the content to the Clipboard.
11. Click Sheet2, and then click cell A1.
12. On the HOME tab, in the Clipboard group, click the Paste button arrow and select Paste
Special. The Paste Special dialog box opens.
13. Check the Transpose check box, and click OK.
14. In Sheet2, select all content.
15. On the HOME tab, in the Cells group, click the Format button arrow, and select AutoFit
Column Width.
16. Click Sheet1.
17. SAVE the workbook as 07 Fine Art Solution and CLOSE the file.
Project 7-2: Change and Customize a Theme

You work for Wingtip Toys and have been asked to modify a sales worksheet to make it match the
company color and font scheme.

1. OPEN 07 Wingtip Toys from the data files for this lesson.
2. On the PAGE LAYOUT tab, in the Themes group, click the Themes button arrow to open
the Themes menu.
3. Find and select the Slice theme.
4. In the Themes group, click Colors.
5. Scroll down and select the Slipstream color scheme.
6. On the PAGE LAYOUT tab, in the Themes group, click Fonts.
7. Locate the Gill Sans MT font and select it.
8. Click Fonts in the Themes group and select Customize Fonts.
9. Open the Heading font drop-down menu and select Arial. Click Save.
10. On the PAGE LAYOUT tab, in the Themes group, click Themes and then click Save
Current Theme. The Save Current Theme dialog box opens.
11. In the File name box, type WingTipToys and click Save.
12. SAVE the workbook as 07 Wingtip Toys Solution and CLOSE the file.
Take Note Remember, you can delete a customized theme by opening the Themes gallery, right-clicking the
custom theme at the top of the gallery, and then selecting Delete from the shortcut menu. Similar
steps apply to customized color schemes and font schemes. However, it’s recommended that you
don’t delete customizations until you’re finished with the course.
Project 7-3: Modify the Appearance of a Worksheet

Albert, the CEO’s administrative assistant at A. Datum, asked you to help him prepare documents
to email to board members. Albert wants to enhance the appearance of the A. Datum sales work-
sheet, which will be viewed onscreen and may be printed.

1. OPEN 07 ADatum Appearance from the data files for this lesson.
2. On the PAGE LAYOUT tab, in the Page Setup group, click the Background button. The
Insert Pictures dialog box opens.
3. Next to From a file, click Browse. The Sheet Background dialog box opens.
4. Navigate to the student data files folder, select 07 confidential.png, and then click
Insert.
5. On the PAGE LAYOUT tab, in the Sheet Options group, uncheck the Gridlines View
check box. The gridlines disappear from the worksheet.
6. Check the Gridlines View check box to restore viewable gridlines.
7. On the PAGE LAYOUT tab, in the Page Setup group, click the Dialog Box Launcher. The
Page Setup dialog box opens.
8. Click the Margins tab.
9. Check the Center on page Horizontally check box and the Vertically check box.
10. Click Print Preview. Verify that the content is centered horizontally and vertically, and
then click the Back button to exit Print Preview.
11. SAVE the workbook as 07 ADatum Appearance Solution and CLOSE the file.
Project 7-4: Insert Headers and Footers

Albert has returned for additional help with the A. Datum sales worksheet. He wants to make a
few formatting changes and add a header and footer to the worksheet.

1. OPEN 07 ADatum Header-Footer from the data files for this lesson.
2. Select A1:E1, and then on the HOME tab, in the Alignment group, click Merge & Center.
3. Select columns B through E. Center all content. You might have to click Center
206 Lesson 7
twice because some of the selected data is already centered. The first click removes
centering for those cells, and the second click applies it to all selected cells.
4. On the PAGE LAYOUT tab, in the Page Setup group, click the Dialog Box Launcher. In
the Page Setup dialog box, click the Margins tab.
5. Uncheck the Center on page Vertically check box. Click OK.
6. Click in row 10. On the PAGE LAYOUT tab, in the Page Setup group, click Breaks and
select Insert Page Break.
7. On the INSERT tab, in the Text group, click Header & Footer. Type the text A. Datum
March 2013 Board Meeting in the center header text box.
8. Click the Go to Footer button in the Navigation group. With the cursor in the center
footer text box, click Footer in the Header & Footer group and select Confidential,
<date>, Page 1.
9. Click outside of the header area, on the status bar, click the Normal view icon.
10. Preview the worksheet for printing.
11. SAVE the workbook as 07 ADatum Header-Footer Solution and CLOSE the file.
Mastery Assessment
Project 7-5: Enhance a Worksheet and Prepare for Printing

Margie’s Travel is an agency that sells travel-related products and services to clients on behalf of
third parties such as airlines, hotels, and cruise lines. You are preparing a worksheet that lists a
variety of cruises for Fabrikam, an important client.

1. OPEN 07 Cruises from the data files for this lesson.
2. Remove the background image from the worksheet.
3. Change the orientation of the worksheet to Landscape.
4. Change the margin setting to Narrow.
5. Change the document theme to Banded.
6. Center the worksheet horizontally for printing.
8. SAVE the workbook as 07 Cruises Solution and CLOSE the file.
Project 7-6: Formatting a Payroll Worksheet

Contoso, Ltd. is a busy family practice clinic that recently expanded its operations to a second
location. You are formatting a payroll worksheet.

1. OPEN 07 Payroll from the data files for this lesson.
2. AutoFit all columns so that all data is viewable.
3. Change the row height of rows 3 through 33 to 18.
4. Change the theme to Wisp.
5. Set rows 1 through 3 to repeat on every page, anticipating that additional rows will be
added to a future revision of the worksheet.
6. Insert a footer that includes the file name and page number.
7. Configure gridlines to appear in printed worksheets.
8. Scale the width of the worksheet to fit on one page.
10. SAVE the workbook as 07 Payroll Solution and CLOSE the file.
CLOSE Excel.
8 Managing
Worksheets
Lesson Skill Matrix

Organizing Worksheets Copy and move worksheets. 1.1.6

Change worksheet order. 1.2.3
Change worksheet tab color. 1.3.1
Hide worksheets. 1.4.1
Add worksheets to existing workbooks. 1.1.5
Using Zoom and Freeze to Change the Onscreen View Demonstrate how to use zoom. 1.4.9
Freeze panes. 1.4.11
Finding and Replacing Data Search for data within a workbook. 1.2.1
Demonstrate how to use Go To. 1.2.4
Key Terms
• Find command
• freeze
• hide
• pane
• Replace command
• unhide
• zoom
© skynesher /iStockphoto
208
Managing Worksheets 209
You work for an office management service whose clients include a local
athletic club. Inside the club is a spa, which maintains its books separately
from the rest of the club. The way the spa organizes its records, each day’s
clients are recorded on an individual Excel worksheet, and each week’s
transactions are recorded in a workbook file. Each new week begins with
a kind of “template,” containing one form for Monday’s clients. Your job
is to record the transactions for each client on its own line of a worksheet,
© skynesher /iStockphoto so that the totals for that sheet reflect the final totals for the day. For each
new day of the week, it’s up to you to add new sheets to the workbook using Monday’s sheet as a form. So
you need to know how to add, move, and change the components of an Excel workbook, as well as change
your view of the data in the worksheets of that workbook, to make them easier for you to manage.
Worksheet Management
Think of an Excel workbook as a collection of the types of things you used to see recorded
on paper and stored in a folder that was then filed in a cabinet. A workbook does not have to
include the contents of the entire cabinet, just the records that pertain to one subject. Business
transactions that take place during a period of time, such as a specific week or month, might
make up a workbook. If you’re keeping track of time that clients spend, you might create a
workbook that breaks down how your clients spend their time into categories, and have one tab
for each category. If your clients are billed on different cycles, then you might need a workbook
that shows you when each client should be billed.
(continued on next page)
Figure 8-1
Commands to organize
worksheets
Manage
worksheets
drop-down
menu
Manage worksheets
shortcut menu
Hide and
unhide
worksheets
Move and copy
Delete worksheets worksheets
from a workbook
Insert
worksheet
210 Lesson 8
Software Orientation (continued)
One good way to divide that workbook into sheets is to subcategorize transactions into days,
such as the records for a spa. Another option is to have each sheet represent a certain sales de-
partment. This assumes your workbook is used as a ledger, and Excel can also be used for many
other purposes besides keeping track of business accounts.
In this lesson, you become familiar with how a workbook contains worksheets, and how you
manipulate those worksheets within a workbook the way you might reorganize the contents
of a folder in your desk drawer. Unlike the old desk drawer, though, you have a few tools that
will remind you that you’re using a computer, such as the Find command to help you search for
certain contents. You find the commands for this lesson located in the Cells group and Editing
group, which are both located on the HOME tab (see Figure 8-1).
Organizing Worksheets
When you create a new Excel workbook, by default, it has one blank worksheet. You might need
Bottom Line
only one, though you can add more when you need multiple worksheets that pertain to the same
topic. There’s no practical limit to how many worksheets a workbook can contain. The order of
worksheets in a workbook is determined by the sequence of tabs along the bottom of the Excel
window. You use these tabs to switch between worksheets in the window. In this way, you can
arrange worksheets in a sensible order that helps you find them easier and keep related content
grouped together.
Copying a Worksheet
There’s a clear difference between copying the contents of a worksheet into another worksheet and
copying worksheets in their entirety. This objective covers the latter task, and one big reason you’d
want to do this is to create a new form that’s identical in style and format to an existing one, so
you can enter new data. Imagine a kind of ledger form that you publish for yourself, one sheet at
a time. You might need to delete some or all of the copied data in the newly produced worksheet,
depending on how much data you’ve already entered and how much of it also applies to the new
worksheet. Copying a worksheet duplicates everything, including formatting, data, and formulas.
step by step Copy a Worksheet
1. OPEN the 08 Spa Services workbook for this lesson.
2. SAVE the workbook in the Lesson 8 folder as 08 Spa Services Week of 2-18-13 Solution.
3. With the Monday worksheet active, click the HOME tab, in the Cells group, click Format.
4. Click Move or Copy Sheet. The dialog box shown in Figure 8-2 opens. Here, the Before
sheet list shows the current sequence of worksheets in the workbook even if there’s
1.1.6 only one. The sheet selected represents the place you want to put the copied sheet in
front of.
How do you copy and 5. In the Before sheet list, select (move to end). Next, select the Create a copy box, as
move worksheets? shown in Figure 8-2, and then click OK. A copy of the Monday worksheet is inserted at
the end of the sequence, to the right of Lookup. The new worksheet is given the default
name Monday (2).
Figure 8-2
Move or Copy dialog box
Another Way
You can also
right-click a worksheet’s tab
to display the shortcut menu,
6. Click the Monday worksheet tab. Next, click and hold the Monday tab, and then press
and then click Move or Copy
and hold Ctrl. The pointer changes from an arrow to a paper with a plus sign in it.
to display the Move or Copy
dialog box. 7. Drag the pointer to the right until the down-arrow just above the tabs bar points to
the divider to the right of Monday (2). Release the mouse button and Ctrl key. A new
worksheet is created, with its tab located just to the right of where the down-arrow was
pointing. Its name is Monday (3).
8. With Monday (3) active, click cell B4 and type the date 2/19/2013.
9. Select cells B8:H13.
10. Beginning in cell B8, type the following data, skipping over cells without an “x” or a
number (see Figure 8-3):
Sarah 351 x x 0.5

Elena 295 x x x x 1
Clarisse 114 x
Genevieve 90 x x x 1
Abhayankari 205 x x x x 1
Regina 34 x
Figure 8-3
The completed Spa Services
worksheet
PAUSE. LEAVE it open to use in the next exercise.

212 Lesson 8
When you need a new worksheet that has the styles, formatting, and formulas that work well in
an existing worksheet, it’s easy to just copy the existing one and place it where it needs to go in the
workbook. When it’s convenient, you should copy the existing one before you add data to it, but
that’s not always possible. Your copied worksheet contains a duplicate of whatever data the existing
one contains, but you can easily delete just the data without removing the formatting you wanted
to copy in the first place.
In the preceding exercise, you used two methods to copy a worksheet, resulting in a workbook
with three sheets. Excel gives each copied sheet a name, though probably just a temporary one
with the name of the copied sheet followed by a number in parentheses, such as Monday (3). Se-
lecting the Move or Copy Sheet command from the Format menu is more explicit, showing you a
dialog box with all your options.
The second method is more of a shortcut, where you hold the pointer down over the worksheet tab
while pressing Ctrl, and move the copied sheet to its new location. In Figure 8-4, you can see how
the mouse pointer helps you by signaling to you symbolically that you’re copying a worksheet. You
can use whichever method you prefer.
Figure 8-4
Copying a worksheet
using the mouse Worksheet copying mouse pointer
Renaming a Worksheet
The name Excel gives a newly copied worksheet is supposed to be temporary, because Excel can’t
guess the name you intend for it to be. In the example, obviously we don’t want multiple Mondays,
and the day for which you just entered transactions happens to be Tuesday.
step by step Rename a Worksheet

1. Double-click the Monday (3) worksheet tab to select its name.
2. Type Tuesday and press Enter. The new name appears on the tab.
Another Way 3. Repeat this process for the Monday (2) worksheet tab, renaming it Wednesday.
You can also 4. With the Wednesday worksheet active, select cell B4 and type the date 2/20/2013.
right-click a worksheet’s tab to
display the shortcut menu, and
then click Rename. 6. Beginning in cell B8, enter the following data, skipping over cells without an “x” or a
number (see Figure 8-5):
Regina 210 x
Angela 44 x x x 1.5
Ariel 191 x x x x 1
Micaela 221 x x x 1
Julie 118 x x
Yolanda 21 x x x x 1
Gwen 306 x x x 1
Elizabeth H. 6 x x x x 1
Figure 8-5
The completed Wednesday
worksheet
PAUSE. SAVE the workbook and LEAVE it open to use in the next exercise.
Repositioning the Worksheets in a Workbook

If you were to hand a manila file folder full of important documents to someone important, such
as your boss, the sequence of papers in that folder would be important. You wouldn’t want to just
shove a bunch of papers in the folder, because your boss might be the type of person who reads the
folder’s contents from top to bottom or in chronological order. The same principle applies to or-
ganizing worksheets in a workbook. Not having a proper sequence of organization, even if it’s not
obvious at first and you had to come up with such a sequence on your own, doesn’t really help you.
step by step Reposition the Worksheets in a Workbook

1. Click the Tuesday worksheet tab. On the HOME tab, in the Cells group, click Format.
2. Click Move or Copy Sheet. The Move or Copy dialog box opens.
3. To make sure Tuesday appears before Wednesday, in the Before sheet list, click
1.2.3 Wednesday and then click OK.
4. Click and hold the Lookup worksheet tab. The pointer changes from an arrow to a
How do you change the paper without a plus sign.
order of worksheets? 5. Drag the pointer to the right until the down-arrow just above the tabs bar points to the
divider to the right of Wednesday. Release the mouse button. The Lookup worksheet
is repositioned at the end of the sequence, and nothing inside the worksheet itself is
changed.
6. Click the Monday worksheet tab.
8. Beginning in cell B8, enter the following data, skipping over cells without an “x” or a
number:
Barbara C. 15 x x x x 1
Regina 210 x x 1
Ellen 301 x x
Genevieve 213 x x x x 1
214 Lesson 8
Take Note The worksheet you see when you first open a workbook is whichever sheet was active when you
last saved the workbook, regardless of where that sheet falls in the tab order.
Changing the Color of a Worksheet Tab

In Excel 2013, the “tabs” that denote the names of worksheets in a workbook don’t quite look like
tabs in the real world. One feature that tabs have in the real world, especially when you use them
to divide paperwork into folders, is color. If your business already uses color coding to denote
categories of documents you’d find in the file cabinet or if you just need a splash of color to help
you better distinguish worksheets from one another in a workbook, you can apply a stripe of color
underneath each worksheet tab’s label.
step by step Change the Color of a Worksheet Tab

1. Right-click the Monday worksheet tab.
1.3.1
2. In the shortcut menu, click Tab Color.
3. In the popup menu, under Standard Colors, click Red. Excel gives a slightly red tint to
How do you change the the Monday worksheet tab.
color of worksheet tabs?
4. Click the Tuesday worksheet tab. Notice the Monday worksheet tab is now the bold red
color you chose. Excel applies only the gradient tint to the tab for the currently visible
worksheet to make it stand out above the others.
5. Repeat the color selection process for the Tuesday and Wednesday worksheet tabs,
choosing Orange and Yellow, respectively.
6. Click the Lookup worksheet tab. Your tabs bar should now appear as shown in
Figure 8-6.
Figure 8-6
Colored worksheet tabs
Take Note When you copy a worksheet whose tab has been given a color, that color is copied to the new
worksheet along with its contents and formatting.
Hiding and Unhiding Worksheets

Not every element of data in a workbook is something you need to be visible to every user, espe-
cially if you’re training a new computer user to work with Excel and you don’t want to confuse
that person. For example, many workbooks contain lookup tables and other auxiliary data. It
might need to be updated from time to time, but it doesn’t need to always display to those using
the workbook. For this reason, you can hide a worksheet and unhide it to work with it again.
Hiding a worksheet does not make it confidential, because all worksheets are easy to unhide, and
certainly Excel knows it’s still in the workbook. Hiding simply gets stuff out of your way just as
filing something away in a desk drawer keeps it out of sight.
step by step Hide and Unhide a Worksheet

1. With the Lookup worksheet tab active, on the HOME tab, in the Cells group, click
1.4.1 Format.
2. Click Hide & Unhide and then click Hide Sheet. The Lookup worksheet is no longer
How do you hide a visible.
worksheet? 3. Click Format, click Hide & Unhide, and then click Unhide Sheet. The Unhide dialog box
Figure 8-7
Unhide dialog box
4. Make sure Lookup is chosen in the Unhide sheet list, and then click OK. The Lookup
worksheet reappears and is activated.
5. In the Lookup worksheet, select cell B3.
7. Right-click the Lookup worksheet tab, and click Hide. The Lookup worksheet
disappears again, although the change you made to one price is reflected in the other
sheets that refer to it.
Take Note When a workbook contains hidden worksheets, the Unhide Sheet command is enabled in the
Format menu, and the Unhide command is enabled in the shortcut menu when you right-click
any tab.
To hide several worksheets at the same time, hold down Ctrl, click the tab for each sheet you want
to hide, then right-click any of these tabs and click Hide in the shortcut menu. However, you
can unhide only one worksheet at a time. You can right-click any visible tab and click Unhide to
216 Lesson 8
bring up the Unhide dialog box with the Unhide sheet list, where you choose a worksheet to make
visible.
Inserting a New Worksheet into a Workbook

When you create a new workbook, the latest version of Excel inserts only one worksheet. For most
everyday tasks, you’ll be surprised how often you need more than one. There’s no way a workbook
can become too full, at least from Excel’s perspective. You could keep adding worksheets forever,
though in practice, you’ll find it easier to keep the number down to a handful. If your tasks be-
come so complex that you need dozens of worksheets at a time, you might consider dividing sheets
among multiple workbooks. Excel recognizes cell references that cross workbook boundaries, so
your workbooks are not limited to worksheets that relate just to one another.
step by step Insert a New Worksheet into a Workbook

1.1.5
1. Click the Wednesday tab.
2. On the HOME tab, in the Cells group, click the down-arrow next to Insert (see
How do you add worksheets
Figure 8-8).
to an existing workbook?
Figure 8-8
Insert menu
Another Way
Excel has a process
for inserting a number of dif-
ferent things into a workbook,
with a worksheet being one of 3. Click Insert Sheet. A new, blank worksheet is created, and its tab is inserted before the
the selections. Right-click the tab of the active sheet (Wednesday). Excel gives it a temporary name, beginning with
tab to the right of the spot you Sheet followed by a number.
want the new worksheet, and 4. Move the new worksheet to the end of the tab sequence.
then click Insert. To insert a 5. Rename the new worksheet Survey.
blank worksheet (as opposed
6. Click the Wednesday worksheet tab again.
to an existing sheet with
something in it), choose Work- 7. Click the + button to the right of the worksheet tabs. Another new worksheet is created
sheet from the Insert dialog with a temporary name, and this time, its tab is inserted after Wednesday.
box as shown in Figure 8-9. 8. Rename this new worksheet Totals.
Some examples of preconfig-
ured worksheets appear under PAUSE. SAVE the workbook and LEAVE it open to use in the next exercise.
the Spreadsheet Solutions tab.
Figure 8-9
Insert dialog box
Take Note In addition to common elements of Excel such as a worksheet and chart, the Insert dialog box
might also contain templates you have created yourself or downloaded from online. This way, if
you build a worksheet into a reusable form, you can save that form as a template and insert new
copies of that form into a workbook as you need them.
Deleting a Worksheet from a Workbook

Removing a worksheet from a workbook and its sequence of tabs is a simple process, at least up
front. Any problems will likely come later, if you have to reconcile formulas that might have re-
ferred to data on the deleted sheet. Be certain the contents of a worksheet you’re about to delete
are not referred to or required by any element inside another worksheet.
step by step Delete a Worksheet from a Workbook

1. Click the Totals worksheet tab.
2. On the HOME table, in the Cells group, click the down-arrow next to Delete.
3. Click Delete Sheet. The Totals worksheet is removed and its tab disappears.
4. Right-click the Survey tab, and click Delete. The Survey worksheet is removed and its
tab disappears.
Take Note You can use the tabs bar to delete more than one worksheet at a time. To select a block of work-
sheets whose tabs are adjacent to one another, click the tab at one end of the block, then while
holding down the Shift key, click the tab at the other end. To select a group of worksheets that
might not be adjacent, click one worksheet’s tab, then while holding down the Ctrl key, click each
tab for the others. Once all the tabs you want to delete are highlighted, right-click any of those
tabs and in the shortcut menu, and then click Delete.
Troubleshooting Although Excel offers a reliable way to undo many of the things you do to workbooks by ac-
cident (press Ctrl + Z to step back over mistakes you made, for instance), you cannot undo the
deletion of a worksheet from a workbook. To protect yourself against losing hours of work,
save your workbook often. That way, if you do accidentally delete a worksheet, you can at
least recover a slightly older version from a saved file.
218 Lesson 8
Working with Multiple Worksheets

One benefit of having multiple worksheets in a workbook that are based on the same form is that
Bottom Line
whenever data appears in the same cell or cells in each one, you can select them all, make changes
to that data once, and have it reflected on all the sheets simultaneously. Excel doesn’t know in
advance which worksheets look alike, or mostly alike, so you have to select them yourself first and
enroll them into a group. You know Excel has grouped sheets together when the word [Group]
appears in its title bar. When you see [Group], everything you type into one sheet in the group,
or certain changes you make to one sheet in the group, is replicated to all the others. To resume
working with each worksheet individually, you need to ungroup the worksheets first.
Working with Multiple Worksheets in a Workbook

You can actually view portions of several worksheets in a workbook simultaneously. This is handy
when you need to make comparisons between the data that appears on these sheets. You don’t have
to close one window and open the other, go back and forth, and rely on your memory to fill in the
details of what you don’t see. In this next exercise, you group a handful of worksheets together in
preparation to make changes that affect all of them, and you arrange them onscreen to compare
contents.
step by step Work with Multiple Worksheets in a Workbook

1. SAVE the workbook in the Lesson 8 folder as 08 Spa Services Week of 2-18-13
Solution 2.
2. Right-click any worksheet’s tab and click Select All Sheets. The title bar now reads Spa
Services Week of 2-18-13 Solution 2.xlsx [Group]. All visible worksheets are enrolled in
this group, whereas hidden worksheets are excluded. Although all the worksheets’ tabs
are now boldface, the active worksheet remains highlighted in green.
3. Select cells I8:M33.
4. On the HOME tab, in the Number group, click $ (Accounting Number Format). The cell
formats for the range switch to a currency style where the dollar sign is aligned left,
and the value aligned right with dollars and cents. Column K (Facial) is too narrow for
its contents, so its values currently read ####.
Take Note You can paste data from the Clipboard to multiple worksheets simultaneously when they’re
grouped like this. You cannot, however, paste linked or embedded data (see Lesson 6, “Formatting
Cells and Ranges”) to multiple worksheets, only to one.
5. Adjust the width of column K to fit its contents (see Lesson 7, “Formatting
Worksheets”).
6. Select column M.
7. In the Font group, click B (Bold). All cells in column M are now boldfaced.
8. Click the tab for a worksheet other than Wednesday. The worksheets are now
ungrouped, but the changes you made to the previous sheet are reflected in all three
worksheets, as demonstrated by the reformatted Wednesday worksheet in Figure 8-10.
Figure 8-10
Reformatted worksheet
Another Way 9. Select the Monday worksheet.

Another way to un- 10. On the VIEW tab, in the Window group, click New Window. A new Excel window
group a group of worksheets appears, also containing the Monday worksheet.
is to right-click any tab in the
11. With the new window active, select the Tuesday worksheet.
group, and then click Ungroup
Sheets. 12. Click the View tab and click New Window again. Another window appears.
13. With this new window active, select the Wednesday worksheet.
14. On the VIEW tab, in the Windows group, click Arrange All. The Arrange Windows
dialog box opens.
15. In the dialog box, click Vertical, and then click OK. Excel rearranges your three
windows to appear as shown in Figure 8-11.
Figure 8-11
Vertically tiled worksheets
Suppose you grouped several worksheets together, as you learned previously. When you try to copy
or cut data from any one worksheet in a group, Excel assumes you’re trying to extract that data
220 Lesson 8
from the entire group. So when you try to paste that data into a single, ungrouped worksheet—
perhaps in another book—you can’t. The reason is because Excel expects the area to which you’re
pasting data to be the same size as the cut or copied data, which in this case comes from multiple
sheets. Now, if you try to paste into a group of worksheets that’s the same number as the cut or
copied area comes from, you can.
Take Note When there is too little space for all the visible worksheet tabs to appear in the tabs bar, as is the
case in Figure 8-11, left and right scroll arrows appear next to one another in the lower left corner
of each window. Use these arrows to slide the tabs left and right until you find the one you’re
looking for.
When you save a workbook that has a number of windows open, and then close the workbook,
when you reopen that workbook later, it will open the same number of windows. So you don’t have
to create multiple windows with the New Window command all over again.
Hiding and Unhiding Worksheet Windows in a Workbook

There are two ways to think about the elements you’re working with in this lesson: as worksheets
in an Excel workbook and as windows on your Desktop. You’ve already seen how to hide work-
sheets, and the reason for doing that might be to get data that doesn’t need to be seen all the time
out of the way. The difference in this exercise is that you’re simply changing your view of the
workbook at the present time, not the contents of the workbook itself.
step by step Hide and Unhide Worksheet Windows in a Workbook

1. With all three non-hidden worksheets visible, click the title bar of the window
containing the Monday worksheet.
2. On the VIEW tab, in the Window group, click Hide. The Monday window is closed.
3. In either of the visible windows, on the VIEW tab, in the Window group, click Unhide.
The Unhide dialog box appears.
4. In the Unhide workbook list, choose the hidden window and click OK.
The Unhide dialog box shows the titles of windows as they would appear in their respective title
bars. Unfortunately, these titles are comprised of the names of the workbook in which the work-
sheets appear, not the worksheet titles as they appear on the tabs bar. If you’ve hidden more than
one window, you might have to guess which one has the contents you intend to unhide, unless you
remember the number that Excel assigned to the window when you invoked the New Window
command. That’s not a problem, of course, if you’ve hidden only one window. Just know that if
you’ve hidden more than one, you can’t negatively impact the workbook if you guess wrong.
Take Note Hiding an Excel worksheet and minimizing a window in Windows appear to have the same effect.
But they’re not quite the same act. Specifically, when you hide an Excel window, it disappears from
the Windows Taskbar, and you cannot restore it from there—only from Excel itself. If you try to
hide every Excel window, however, Excel leaves one open anyway. There won’t be any worksheets
in it, but it will contain the ribbon tabs so you can still operate the program. You need at least the
VIEW tab to eventually unhide a window.
Workplace Ready
Ideas for Arranging Worksheets in Excel
You’ve seen how to build a workbook so that it includes multiple worksheets and how to arrange
the worksheets like pages in a folder. What arrangements do certain people—especially office
managers—expect to see in a workbook? You may know how to arrange the contents of a written
report, but which workbook arrangements are considered “right” and which ones are considered
“wrong?”
There’s no set of answers that hold true for every professional office, although there are certain
guidelines you can follow, depending on the type of work your Excel workbooks are designed to
perform.
For example, not all Excel workbooks are digital versions of old, written ledgers. Assume you’ve
been asked to assemble a financial report for your boss, or the boss of your boss. Executives typ-
ically do not like to scroll down or wade through pages and pages of data just to find the results
they’re looking for, someplace along the end. Granted, many of the formulas you’ll enter will refer
to cells that happen to be above them, but that’s for when you’re creating the formulas. When you
present them, you might consider moving or copying the results to a special page at the “front”
(the far left side of the tabs). This way, when the boss opens the file, the summary data is right in
front of her.
Perhaps a workbook you’re working on is a special assignment, something that may help you to
produce a one-time report. The data you might be demonstrating at a meeting may not necessarily
be the entire workbook, especially if you plan to add charts (see Lesson 12). In such a situation,
it might be preferable for you to create one separate worksheet in your workbook that contains all
the presentable data, including the charts, so you can keep track of what you’re copying. It’s easy
to locate copies of your charts in PowerPoint, but it’s not always easy to find the original charts in
Excel if they’re scattered throughout the workbook.
222 Lesson 8
Using Zoom and Freeze to Change the Onscreen View

Microsoft Windows has a general approximation of how big your screen is. Most of the time, it
Bottom Line
tries to render the contents of documents such as Excel worksheets at relatively the same size as it
would appear if you printed it onto a piece of paper from your printer. That approximate size is
what Excel calls “100%.” So, 50% magnification equals roughly half the size that your worksheet
would appear if printed, whereas 200% equals twice the size. You can adjust or zoom this display
magnification at any time to make contents easier for you to read, or to fit more contents onto the
screen at one time, without impacting the size of the worksheet when you print it. When you save
the workbook, Excel saves the magnification of each of its worksheets.
You’re familiar with a pane of glass on the window of your house. In some Windows applications,
including Excel, a pane is a portion of a divided window. Oftentimes with worksheets that are
serving as forms, you reserve a row of cells for use as labels. But when the amount of data you add
to that form gets too big, you can lose sight of that labels row when you need to scroll down. Excel
gives you a way to freeze portions of a worksheet onscreen so that when you do scroll down, or
even when you change magnification, you don’t lose track of which elements the labels refer to.
step by step Use Zoom and Freeze to Change the Onscreen View

1. SAVE the workbook in the Lesson 8 folder as 08 Spa Services Week of 2-18-13
Solution 3.
2. Maximize the window containing the Monday worksheet.
1.4.9
3. Select cell B8.
4. To increase magnification, click and hold the zoom control in the lower right corner
How do you (see Figure 8-12) and slide the pointer to the right. The maximum zoom is 400%. Notice
use zoom? the window zooms in on the cell you select.
Figure 8-12
Maximum zoom on
a worksheet
Another Way 5. Click the VIEW tab, and in the Zoom group, click 100%. The worksheet returns to
To choose a precise standard magnification. Scroll to the top of the worksheet so that row 1 is visible again.
screen magnification, rather If you need to, scroll left so you can also see column A again.
than just eyeballing it, click 6. On the VIEW tab, in the Window group, click Freeze Panes, and then click Freeze Panes
Zoom on the View tab, and in in the menu that appears. Cells above and to the left of the selected cell (B8) are now
the Zoom dialog box, under frozen in place for scrolling.
Magnification, in the Custom
7. Scroll down so that row 33 comes close to the labels in row 7. Notice that rows 1
box, type a number, and click
through 7 remain in place (see Figure 8-13).
OK.
Figure 8-13
Worksheet with frozen panes
Vertical freeze line Horizontal freeze line
8. Press Ctrl + Home to scroll the worksheet to the top. In the Window group, click Freeze
1.4.11 Panes, and then click Unfreeze Panes. The thin lines denoting the frozen borders of the
worksheet disappear.
How do you freeze panes? PAUSE. LEAVE the workbook open to use in the next exercise.
If you’re accustomed to using the wheel of your mouse to scroll up and down, you can use the same
wheel while holding down the Ctrl key to zoom in (up) and out (down) of a worksheet.
Take Note The Freeze Top Row and Freeze First Column commands in the Freeze Panes menu of the Win-
dow group do not work in complement to one another. Choosing Freeze First Column, for in-
stance, unfreezes anything that was frozen previously, including the top row with Freeze Top Row.
Finding and Replacing Data

If you’ve used a word processor before, such as Microsoft Word, then you’ve probably used the
Bottom Line
Find command, which locates a passage of text. And if you’ve written a letter or a memo, maybe
you’ve used Find and Replace to change the spelling of a word throughout a document. Excel has
a Find command and a Replace command that work similarly, only they navigate through cells
instead of paragraphs.
Locating Data with the Find Command

With Excel, you can use the Find command to search for text you’ve entered as data, such as a per-
son’s name, as well as values that happen to be the results of formulas. That’s important, because
if you’re certain that $10,000 comes up in a cell someplace but you’ve never typed those digits into
the system directly, you can still find it, even if it’s the sum of a column or the result of a formula.
Take Note The Find command does not match contents in a hidden worksheet.
224 Lesson 8
step by step Locate Data with the Find Command

1. Select the Monday worksheet. Select cell B8.
Another Way
You can also open 2. On the HOME tab, in the Editing group, click Find & Select (the binoculars button). Click
the Find and Replace dialog Find. The Find and Replace dialog box appears.
box with the keyboard shortcut 3. In the dialog box, click Options. The dialog box expands.
Ctrl+F. 4. Click the Within down arrow, and in the drop-down list, click Workbook.
5. Click the Look in down arrow, and in the drop-down list, click Values.
6. Click the Find what text box, delete any contents that might appear there, and
type Angela. Click Find Next. The workbook window moves to Wednesday, and
automatically selects Angela in cell B9. Meanwhile, the dialog box appears as shown in
Figure 8-14.
Figure 8-14
Find and Replace dialog box
7. Double-click the Find what text box, press Delete, and then type Beth. Click Find Next.
1.2.1 Excel highlights cell B15, whose contents include “beth” in the middle of the cell and in
a non-matching case.
How do you search for data 8. Select cell B9.
within a workbook? 9. In the dialog box, click Match case, and then click Find Next. This time, Excel reports
the text can’t be found, because it’s looking for a name that begins with a capital “B.”
Click OK to dismiss the message.
10. Double-click the Find what text box, press Delete, and then type 420. Click Find All. The
dialog box shows a detailed report listing all the cells in the workbook that contain the
value 420 (see Figure 8-15). In this case, it points to all the locations where customers
paid “the works” for all the services together.
Figure 8-15
after Find All
Troubleshooting If you can’t see the complete list shown here, you can scroll the list up or down using the scroll
bar along the right side of the list, or you can expand the dialog box to make it bigger, as in
Figure 8-15. Click and hold on the lower right corner of the frame, and then drag down to
stretch the frame larger.
11. Click the first item in the list whose Sheet entry is marked Tuesday. Excel brings up the
Tuesday worksheet and selects cell M9, which contains an entry for $420.00.
12. Click Close to dismiss the dialog box.
13. Close the other two open workbook windows.
Troubleshooting When you choose the Match entire cell contents option in the Find and Replace dialog box, Ex-
cel skips over cells whose contents do not match the text in the Find what box in their entirety.
For instance, in this case a search for “Elizabeth” would skip the cell containing “Elizabeth H.”
if the Match entire cell contents option is checked.
Take Note Excel searches for text or values in a worksheet or workbook by scanning from the current cell
pointer location down, not up. So if the active cell is below the text you’re searching for, it might
locate a cell down the list first. As you keep clicking Find Next, eventually Excel will wrap around
to the beginning and will find the text above the original cell pointer location. But it does matter
where you start.
Replacing Data with the Replace Command

The functions for finding and for replacing text are located in the same dialog box, even though
Excel gives you two ways to bring it up. You might have already noticed the Find tab at the top of
the Find and Replace dialog box. The Replace tab is next to it. The Replace command differs
from Find only in one important respect—it adds a text box for the contents you intend to insert
in place of any matches Excel finds. This way, if you misspell a name throughout a workbook, you
can correct it once only and have that correction be reflected everywhere.
226 Lesson 8
step by step Replace Data with the Replace Command

Another Way 1. Select the Wednesday worksheet. Select cell B8.
You can also dis- 2. On the HOME table, in the Editing group, click Find & Select. Click Replace in the menu.
play the Find and Replace box The Find and Replace dialog box appears (see Figure 8-16).
by pressing Ctrl + H.
3. Make sure the dialog box is expanded and that Workbook is the selected option for
Within.
4. If the Find what text box shows the contents of the previous search, then double-click
2.1.2 the text box and press Delete to erase its contents.
5. Click in the Find what text box and type Micaela.
How do you find and 6. Click in the Replace with text box and type Michaela. The dialog box should now
replace data? appear as shown in Figure 8-16.
Figure 8-16
with Replace tab chosen
7. Click Replace All. Excel searches for all instances of Micaela and adds an “h” to the
middle (correcting this client’s spelling), and then will notify you when the job is done.
Excel makes one replacement.
8. Click OK, and then click Close.
SAVE the workbook. CLOSE Excel.
Troubleshooting Use Replace All only when you are certain you need to replace every instance of a passage
of text or an item of data. There will be times when you need to replace only some instances
but not all of them, and it’s impossible to explain to Excel how to choose which ones change
and which don’t. In such a case, you can review each instance one-by-one in a list, and make
the decision yourself. Click Find Next to have Excel bring up the next instance, and then click
Replace if you do need to replace it or Find Next again to skip it and go to the next one.
Take Note When you need to search and replace only text or parts of a formula within a part of a worksheet,
select the range of cells to search first. When you open the Find and Replace dialog box, do not
use Replace All—that will search the entire worksheet or workbook (depending on the option set).
Instead, click Replace to have Excel replace the instance of the matched text in the active cell, and
then automatically search for the next instance within the block. Watch the location of the active
cell carefully. Keep clicking Replace only until the current cell reaches the end of the block.
Skill Summary
Objective
To organize worksheets Copy a worksheet. 1.1.6

Rename a worksheet. 1.2.3
Reposition the worksheets in a 1.3.1
workbook.
Change the color of a worksheet tab. 1.4.1
Hide and unhide a worksheet. 1.1.5
Insert a new worksheet into a workbook.
Delete a worksheet from a workbook.
To work with multiple worksheets Work with multiple worksheets in a
workbook.
Hide and unhide worksheet windows in a 1.4.1
workbook.
To use Zoom and Freeze to change Use Zoom and Freeze to change the 1.4.9
the onscreen view onscreen view.
Freeze Panes 1.4.11
To find and replace data Locate data with the Find command. 1.2.1
Replace data with the Replace command. 2.1.2
Navigate data with the Go To command. 1.2.4
Multiple Choice
1. Which of the following procedures is not a way to delete a worksheet from a

workbook?
a. Right-click a worksheet tab and click Delete.
b. Press Ctrl + A to select all cells in the worksheet and press Delete.
c. Click the down arrow next to Delete on the Home menu tab and click Delete Sheet.
d. Select a group of worksheets, right-click the group, and click Delete.
2. Which of the following statements about hidden and unhidden worksheets is correct?
a. Unhidden worksheets cannot contain formulas that refer to hidden worksheets.
b. When you click Find All, the Find and Replace dialog box will show matched contents
within hidden worksheets as well as unhidden ones.
c. A hidden worksheet cannot be inadvertently deleted.
d. Excel creates a minimized window for each hidden worksheet.
228 Lesson 8
3. Why would you need to copy a worksheet within a workbook?

a. It’s the easiest way to make a backup before making changes.
b. It lets you repeat formats and working formulas into a new sheet.
c. It helps Excel learn where your data ranges are located.
d. You should keep one worksheet hidden in case of an error.
4. To render twice the normal amount of worksheet for any given area of the screen, what
would you change the Zoom to?
a. 200%
b. 120%
c. 75%
d. 50%
5. How do you change the color of a worksheet tab?
a. On the PAGE LAYOUT tab, in the Themes group, select Colors.
b. Right-click the tab and select Tab Color.
c. Use the Fill Color tool on the HOME tab.
d. You cannot change the color of a worksheet tab.
6. Which of the following steps is required for hiding a worksheet window?
a. On the VIEW tab, in the Window group, click Hide.
b. Select the visible area of the worksheet.
c. Right-click the worksheet’s tab and click Hide.
d. Enter the name of the worksheet in the Hide dialog box.
7. Which of the following steps is not a method for inserting a worksheet into a
workbook?
a. Right-click the tab to the right of the spot where you want to insert a worksheet, and
then click Insert.
b. On the HOME tab, click Insert, and then click Insert Sheet.
c. On the INSERT tab, click Worksheet.
d. In the Insert dialog box, click Worksheet, and then click OK.
8. In order for you to freeze the first column of a worksheet into a frozen pane:
a. The entire contents of the column must be visible.
b. The first row of the column must be non-blank.
c. Duplicate worksheets must also be able to have their first columns frozen.
d. You can click Freeze First Column in the Freeze Panes menu.
9. You just created a copy of a worksheet named August. Which name does Excel gives
it?
a. September
b. August (2)
c. Sheet2
d. July
10. When you click the + button (New Sheet) on the tabs bar, where is a worksheet always
inserted?
a. At the beginning of the tabs sequence
b. Before the active worksheet
c. After the active worksheet
d. At the end of the tabs sequence
True / False
Circle T if the statement is true or F if it is false.
T F 1. The Arrange All command lets you stack Excel’s open windows horizontally or
vertically.
T F 2. The Find and Replace button displays the Find and Replace dialog box.
T F 3. When you insert a new worksheet into a workbook, a new window appears.
T F 4. You unhide a hidden worksheet window with the Unhide Sheet command.
T F 5. Find & Select, by default, locates Carol in a search for Caroline, but will not
locate Mike in a search for Michael.
T F 6. Freezing a row or column creates what Windows calls a pane.

T F 7. Changing the magnification of the display does not change the magnification for
printing.
T F 8. Select all the cell blocks in each worksheet of a group individually, before
changing the formatting for those blocks.
T F 9. You can use the Insert dialog box to insert forms you created in advance.
T F 10. When searching for dollar amounts, use a dollar sign in the Find What text box.
Project 8-1: Music Store Annual Sales Sheet

You are performing accounting for a chain of sheet music and collectable CD stores throughout
the state. In this project, you rename a worksheet, use the Name box to navigate a worksheet, and
copy an existing worksheet.

1. OPEN 08 Brooks Music Annual Sales from the data files for this lesson.w
2. SAVE the workbook as 08 Brooks Music Annual Sales 2013 Solution.
3. On the HOME tab, in the Cells group, click Format. Click Rename Sheet.
4. Type Q1 and press Enter.
5. Click Format again, and then click Move or Copy Sheet.
6. In the Move or Copy dialog box, click (move to end), click Create a copy, and then click
OK.
7. Rename the Q1 (2) sheet as Q2.
8. In the Q2 worksheet, select cell C5.
9. Delete the text Jan and replace it with Apr.
10. Use AutoFill to change the next two months’ column headings, and then change Qtr 1
to Qtr 2.
11. Click the Name box, and then enter the cell reference C6:E10. Press Enter, and then
press Delete.
12. For the months in the second quarter, enter the following values:
$22,748.00 $21,984.00 $20,194.00

$22,648.00 $21,068.00 $21,698.00
$24,971.00 $23,498.00 $23,011.00
$23,400.00 $24,681.00 $23,497.00
$21,037.00 $20,960.00 $19,684.00
13. If necessary, adjust the width of each column so that the entries are legible.
SAVE and CLOSE the workbook. LEAVE Excel open for the next project.
Project 8-2: Photo Store Accessory Sales Tracker

You’re helping a photo development kiosk at a local office supplies store to keep track of the extra
sales its employees have to produce in order to keep a development shop open in the digital camera
era. In this lesson, you rename worksheets, unhide a hidden form worksheet, arrange windows
onscreen, and make changes.
230 Lesson 8

1. OPEN 08 Photo Weekly Product Tracker from the data files for this lesson.
2. SAVE the workbook as 08 Photo Weekly Product Tracker 130407 Solution .
3. Click the Sheet1 worksheet tab.
4. On the HOME tab, in the Cells group, click Format. In the menu, click Rename Sheet.
5. In the worksheet tab for Sheet1, type Akira (the first name of the sales associate in cell
A7) and press Enter.
6. Repeat this process for the sales associates in Sheet2 and Sheet3.
7. On the HOME tab, in the Cells group, click Format. In the menu, click Hide & Unhide,
and click Unhide Sheet.
8. In the Unhide dialog box, choose Form and click OK.
9. With the Form sheet active, click Format again, and then click Move or Copy Sheet.
10. In the Move or Copy dialog box, in the Before sheet list, click Form. Click Create a copy.
Click OK.
11. Click cell A7. Type the name Jairo Campos.
12. Edit cell B4 to reflect the date shown in the other worksheets.
13. Rename the Form (2) worksheet Jairo.
14. Right-click the Form tab. Click Hide.
15. In the Jairo worksheet, select cells B9:H13 and type the following values for each of the
days shown in the following table, skipping blank cells as indicated:
Sunday Monday Tuesday Wednesday Thursday Friday Saturday

2 3 4 2
10 1 2 6
4 2
400 75 150 200
3 4 2 1 2
16. Select the Akira worksheet.

17. On the VIEW tab, in the Window group, click New Window.
18. In the new window, select the Taneel worksheet.
19. Again, on the VIEW tab, in the Window group, click New Window.
20. In the new window, select the Kere worksheet.
21. Once again, on the VIEW tab, in the Window group, click New Window.
22. In this new window, select the Jairo worksheet.
23. In the Jairo worksheet, on the VIEW tab, in the Window group, click Arrange All.
24. In the Arrange Windows dialog box, click Tiled. Click Windows of active workbook.
Click OK.
SAVE this workbook and CLOSE all windows related to it. LEAVE Excel open for the next
project.
Project 8-3: Pet Store Daily Sales Tally, Part 1

You have been asked to build a daily accounting system for a pet supplies store, which has been
keeping its receipt records on paper. In this project, you insert one new worksheet, make a copy of
another, and adjust the view to show multiple worksheets at one time.

1. OPEN 08 Pet Store Daily Sales from the data files for this lesson.
2. SAVE the workbook as 08 Pet Store Daily Sales 130309 Solution.
3. Right-click the Sheet1 tab on the tabs bar. Click Rename.
4. Type March 9 and press Enter.
5. On the HOME tab, in the Cells group, click the down arrow next to Insert. Click Insert
Sheet.
6. In the tabs bar, drag the new worksheet to the end of the sequence after March 9.
7. Click the March 9 tab. Use the Name box to select cells B52:E67.
8. On the HOME tab, in the Clipboard group, click Cut.
9. Click the tab for the new worksheet. On the HOME tab, click Paste.
10. Adjust the width of columns A through D to fit their contents (see Lesson 7).
11. Rename the new worksheet Recap.
12. Click the March 9 tab. On the HOME tab, in the Cells group, click Format. Click Move or
Copy Sheet.
13. In the Move or Copy dialog box, in the Before sheet list, click Recap.
14. Click Create a copy. Click OK.
15. Rename March 9 (2) to March 10.
16. Right-click the Recap tab. Click Hide in the menu.
17. Click the March 9 tab.
18. On the VIEW tab, in the Window group, click New Window.
19. In the newly opened window, click the March 10 tab.
20. On the VIEW tab, click Arrange All.
21. In the Arrange Windows dialog box, click Vertical. Click OK.
22. In the March 10 worksheet, edit the date to reflect Sunday, March 10.
23. Select cells B10:F49 and press Delete.
24. Select cells B10:F17 and type the following data:
41897 Golden Retriever puppy Dog Bob Cook $201.50

51649 Leash Accessory Bob Cook $13.95
34781 Puppy food Feed Bob Cook $38.95
52995 Kitty litter Accessory Bob Cook $21.95
32185 Fish food Feed Alice Harper $11.21
48552 Persian kitten Cat Alice Harper $185.75
55468 Food bowl Accessory Alice Harper $7.85
34211 Kitten food Feed Alice Harper $38.55
SAVE this workbook and LEAVE it and Excel open for the next project.
232 Lesson 8
Project 8-4: Pet Store Daily Sales Tally, Part 2

You have a handful of worksheets to work with now, but they look a bit dull. In this project, you
make changes to one worksheet and have them reflected in another, and then copy formulas in
one worksheet to another range of the worksheet and use Find and Replace to edit those formulas
to reflect a different day.

1. SAVE the workbook as 08 Pet Store Daily Sales 130309 Solution 2.
2. Arrange separate windows for the March 9 and March 10 worksheets, if they are not
already arranged this way.
3. In any open window, right-click any worksheet’s tab and click Select All Sheets in the
shortcut menu.
4. Select column A in its entirety.
5. On the HOME tab, in the Cells group, click Delete.
6. Select rows 1 through 6.
7. On the HOME tab, in the Font group, click the Fill Color arrow button. In the palette,
click the swatch of color labeled Blue, Accent 1, Lighter 60%.
8. Right-click a worksheet tab on either worksheet. Click Ungroup Sheets.
9. Right-click a worksheet tab again, and this time click Unhide. In the Unhide dialog box,
choose Recap. Click OK.
10. Click cell B1. Type Saturday and press Enter.
11. In the Name box, type B1:D16 and press Enter.
12. On the HOME tab, in the Clipboard group, click the Copy button.
13. Select cell B20.
14. Click the Paste button.
15. Select cell B20 again. Type Sunday and press Enter.
16. Select cells B21:D35.
17. On the HOME tab, in the Editing group, click Find & Select. Click Replace.
18. In the Find and Replace dialog box, if the options are not showing, click Options. Click
the Within list box down arrow and choose Sheet. For the Look in list box, choose
Formulas.
19. In the Find what box, type March 9. In the Replace with box, type March 10.
20. Click Find Next. When C21 is the active cell, click Replace.
21. Keep clicking Replace until after cell D35 has been processed. (The cell contents should
change from $35.90 to $163.45.) Close the dialog box at that point.
SAVE this workbook and CLOSE all windows associated with it.
Mastery Assessment
Project 8-5: Bakery Sales Template

You’ve been given the task of bookkeeping for a not-for-profit bakery. It has one location but is
soon to open a second. You’ve been handed a workable format for a daily retail tally sheet. Your
instructions are to create a daily form that employees can use for an entire week’s worth of daily
sales tallies. In this project, you take one day’s worksheet, hide rows that need to be seen only on
occasion, and create enough copies for an entire work week.

1. OPEN 08 Whole Grains Daily Sales 130520 from the data files for this lesson.
2. Open a blank workbook.

3. Use the VIEW tab to adjust the view so that both windows appear in the workspace
side-by-side.
4. Adjust the magnification of the original workbook window so that you can see columns
A through R all at once.
5. Adjust the magnification of the blank workbook window (which probably has Book1 in
its title bar) to the same value.
6. In the original workbook window, copy the entire sheet’s contents to the Clipboard.
7. In the blank workbook window, click cell A1 and paste the entire contents.
8. In the Book1 window, delete cells A22:L45, cells N22:N45, and cells Q22:R45.
9. In the Book1 window, click the File tab. Click Save As, and then in Backstage, click
Browse.
10. In the Save As dialog box, click the Save as type box, and choose Excel Template
(*.xltx).
11. Click New folder. Type Whole Grains and press Enter.
12. Click in the File name box, and SAVE the template as 08 Whole Grains Daily Sales
Solution.xltx.
13. In the template workbook, hide rows 11 through 18.
14. Rename Sheet1 to Monday.
15. Make five copies of the Monday worksheet within the workbook template, and name
them Tuesday through Saturday.
16. Arrange the worksheets by days of the week if necessary.
SAVE the workbook template and LEAVE both windows open for the next project.
Project 8-6: Bakery Sales Error Correction

Something’s not tallying properly with the workbooks you’ve been given by your contact with the
bakery. You learn that there’s an error in the formula used to calculate sales throughout an entire
column. In this project, you use Find and Replace to make a complex formula correction, and you
test the results on a daily worksheet made from your template.

1. OPEN 08 Whole Grains Daily Sales Form Solution.xltx and 08 Whole Grains Daily Sales
130520.xlsx if they are not already open.
2. Arrange the two files in side-by-side vertical windows, if they are not already so
arranged.
3. In the template window (the one with blank worksheets), group the six worksheets
together, and then select cells M22:M45.
Troubleshooting The nature of the error here is that the formula confuses “wheat rolls” with “white rolls,” and
vice versa. Though you study much more about formulas in the lessons to follow, here all you
need to know is that the terms for these pastries are juxtaposed with one another, and you
can use Find and Replace to make them switch places.
4. Open the Find and Replace dialog box.

5. Set the options so that the search process looks through formulas in the entire
workbook.
6. Make sure Match entire cell contents is deselected.
7. Click in the Find what box, and then type whiteroll.
8. Click in the Replace with box, and then type XXXXX.
9. Click Replace All. Some 144 replacements should have been made. Click OK to dismiss
the notice.
10. Repeat the process, this time replacing wheatroll with whiteroll.
11. Repeat one more time, replacing XXXXX with wheatroll. Click Close.
234 Lesson 8
12. Ungroup the worksheets in the workbook template.

13. SAVE and CLOSE the workbook template.
14. Click the File tab, and then click New.
15. In Backstage, click Personal. Double-click the Whole Grains folder.
16. Double-click the Whole Grains Daily Sales Form Solution template. A new workbook
opens with the title “Whole Grains Daily Sales Form1 Solution.”
17. SAVE the new workbook in the Lesson 8 folder as 08 WG Sales 130520 Solution.
18. Arrange the two open workbooks to be side-by-side.
19. In the new workbook, open the Monday tab.
20. Copy the contents of cells A22:L45 from the original worksheet, to the new Monday
worksheet. Cell M46 should read $453.29 (correct), not $452.93 (incorrect) as in the
original worksheet.
21. Select the Saturday worksheet.
22. Select rows 10 through 19, including the hidden rows. Right-click the selection and click
Unhide.
23. Change the price for a cinnamon bagel for Saturday to 75¢.
24. Hide rows 11 through 18 again.
SAVE the 08 WG Sales 130520 Solution workbook and CLOSE both workbooks. CLOSE
Excel.
Working with Data
and Macros 9
Lesson Skill Matrix
Importing Data Open non-native files directly in Excel. 1.1.4

Import files. 1.1.3
Append data to worksheets. 2.1.1
Ensuring Your Data’s Integrity Set data validation. 1.3.8
Sorting Data
Filtering Data
Outlining and Subtotaling Data Create outlines. 2.3.5
Collapse groups of data in outlines. 2.3.6
Insert subtotals. 2.3.7
(continued on next page)
Key Terms
• auto-outline
• AutoFilter
• collapse
• criterion
• data file
• database
• delimiter
• filter
• grouping
• macro
• outline
• outline symbol
• parse
• quick format
• slicer
• subtotal
• table
• validation
©AlexRaths /iStockphoto
235
236 Lesson 9
Lesson Skill Matrix (continued)

Setting Up Data in a Table Format Apply styles to tables. 3.2.1
Band rows and columns. 3.2.2
Remove styles from tables. 3.2.4
Define titles. 3.1.3
Insert total rows. 3.2.3
Add and remove cells within tables. 3.1.2
Filter records. 3.3.1
Sort data on multiple columns. 3.3.2
Change the sort order. 3.3.3
Remove duplicates. 3.3.4
Move between tables and ranges. 3.1.1
Saving Work with Macros Assign shortcut keys. 1.4.12
Record simple macros. 1.4.7
Manage macro security. 1.4.5
You’ve been hired to keep the books at a local veterinary clinic. Its clientele is a bit
unusual in terms of bookkeeping. Although the patients have characteristics that
your co-workers need to keep track of, none of them are paying customers. Those
who pay on your patients’ behalf might be responsible for more than one patient at
a time.
Although Excel technically is not a database manager program, it’s used for data-
base management purposes in more offices than any other program. People ap-
©AlexRaths /iStockphoto preciate the convenience of keeping individual records aligned by single rows, so
everything you need to record about a certain feline or canine patient, for example,
is recorded in a single row. This way, you can have Excel sort an entire database by patients’ names or show
only certain records whose contents meet criteria that you specify (only the cats, for instance, or only the
spaniels) without disrupting the integrity of the database itself or changing the workbook.
Working with Data and Macros 237
Data Tab
Most of the exercises in this lesson use the DATA tab. Although spreadsheet programs such
as Excel were originally intended to serve as calculation engines, it’s often convenient to
have recordkeeping and calculation in the same program. Although you might imagine data
entry tasks as about as dull and repetitive as a marathon of city council meetings on public
access television, Excel actually makes data easy to import from sources other than your own
fingertips, and it makes it easy to arrange and manage that data properly once you bring it
into a workbook.
Figure 9-1 Figure 9-1 shows the DATA tab on a maximized Excel window, with many of the features
The DATA tab you use in this lesson pointed out.
import from sort a to Z group rows or columns insert

non-excel sources data tab (sort smallest to Largest) into clusters subtotal rows
sort Z to a Filter remove ungroup

(sort Largest tosmallest) columns duplicate clustered
rows rows or columns
importing Data
When you work with a workbook that requires a large amount of data, one thing you can fervently
Bottom Line
wish for is that the data already exists in some form and that you don’t have to type it manually. If
the data you need for a workbook is sourced outside of Excel, then what Excel needs is to be able
to receive that data in such a way that it can make sense of where cells begin and end and where
records begin and end. Even simple text files where values are separated (delimited) by commas
can be imported, because commas act like fence posts, and Excel recognizes fence posts. Complex
relational databases are comprised of multiple tables, and thus can’t be imported directly. So the
trick is to be able to open a connection to the database (such as a communications channel) and
stream the specific tables you need into Excel, in a manner that Excel can readily parse (interpret
character-by-character).
Opening Non-Native Files Directly in Excel

Excel has two main data formats: an older one that was owned and operated by Microsoft and
whose files end with the .XLS extension and a newer, XML-based .XLSX format whose specifi-
cations have been shared publicly. Because the newer format is public, there are more programs
and services now that publish data to a format that Excel accepts. But not all of them do; many
services provide data in a basic XML format that Excel can import. In that case, there’s no guar-
antee that the columns will all be aligned properly or that the headings will be in the place Excel
expects them to be for a table. The “lowest common denominator” for file compatibility is the
.CSV file, which is straight text that uses certain characters, such as commas and quotation marks,
as delimiters—characters that separate data entries from one another—and that Excel will not
interpret as part of a cell entry.
238 Lesson 9
step by step Open a Non-Native File Directly in Excel
1. If the active workbook is not a new, blank workbook, then click the FILE tab. In
Backstage, click New, and then click the thumbnail marked Blank workbook.
2. On the DATA tab, in the Get External Data group, click From Text.
3. In the Import Text File dialog box, locate and click 09 NA-EST2012-01.csv. Click Import.
4. In Step 1 of the Text Import Wizard, notice the preview at the bottom (see Figure 9-2).
This is Excel’s best guess, for the moment, as to how the data should be formatted.
There are population figures rendered in “quotation marks” with commas between
each figure. Here, each comma acts as the delimiter, and it’s difficult to judge whether
each figure between the commas will be the same length. Under Choose the file type
that best describes your data, choose Delimited, and select My data has headers.
Figure 9-2
Text Import Wizard, step 1
5. The preview shows the headers starting on row 3. Thus, for the Set import at row
option, choose 3. Click Next.
6. In Step 2 of the wizard, shown in Figure 9-3, uncheck Tab because the preview does
not indicate long spaces between the figures. Check Comma. Set Text qualifier to “
(quotation mark). Scroll down the Data preview pane, and notice now that Excel has
found the column separations between figures. Click Next.
Figure 9-3
7. Step 3 of the wizard, shown in Figure 9-4, lets you establish the data type for each
discovered column. Click the first column in the Data preview pane. Then, under
Column data format, click Date. Click Finish.
Figure 9-4
8. In the Import Data dialog box that appears next (see Figure 9-5), leave Where do you
want to put the data? set to Existing worksheet. Click OK.
Figure 9-5
Import Data dialog box
9. Shorten the width of column A to 16.

1.1.4
10. The worksheet that Excel has generated, shown in Figure 9-6, shows United States
population estimates for each month from April 2010 to December 2012. Excel could
How do you open a non- not make sense of the dates in column A, so it left the data type set to General for most
native file directly in Excel? of the cells. However, it did make an error in attempting to convert the year in cell A25.
To correct it, begin by deleting rows 2, 12, and 25.
Figure 9-6
Freshly imported census data
worksheet
240 Lesson 9
11. Click cell A2, type April 2010, and press Enter.
12. Drag the fill handle from cell A2 down to cell A34 and release. Excel changes the
entries in column A to proper months.
13. Delete rows 35 through 40.
14. SAVE the workbook in the Lesson 9 folder as 09 Monthly Census Data Solution.
CLOSE the workbook and leave Excel open for the next exercise.
Getting External Data

In the world of computers, there are databases and data files. Because databases are typically stored
in files, a rational question is, “What’s the difference?” A data file stores a series of records in a
relatively simple format, and Excel is a program that uses data files in this manner. A database
is a comparatively complex system that can store a large amount of related data, which requires a
program to be able to assess and render that data. So when Excel imports data from a database as
opposed to a data file (as in the previous exercise), it actually launches a program, begins a com-
munications process with that program, and instructs the program to stream the data it requires.
Take Note In this exercise, you use a file from Microsoft Access, although you do not need Access installed
on your computer to follow along.
step by step Get External Data

1.1.3
1. If the active workbook is not a new, blank workbook, then click the FILE tab. In
Backstage, click New, and then click the thumbnail marked Blank workbook.
How do you import files?
2. On the DATA tab, in the Get External Data group, click From Access.
3. In the Select Data Source dialog box, locate the 09 GMcC Customer contacts.accdb
database file. Select it and click Open.
4. In the Select Table dialog box shown in Figure 9-7, click Customers (the table we want
to import), and then click OK.
Figure 9-7
Select Table dialog box
5. In the Import Data dialog box (refer to Figure 9-5), click Table. Under Where do you
want to put the data, click Existing Worksheet and ensure the text box reads =!$A$1.
6. Click OK. Excel takes a moment to query the database. Soon, it displays a fully
formatted table (see Figure 9-8), complete with AutoFilter buttons in the headers,
which you learn more about later in this lesson in “Using AutoFilter.”
Figure 9-8
Mismatched, freshly imported
XML data
7. SAVE the workbook in the Lesson 9 folder as 09 2005 Customers Solution.
CLOSE the workbook and leave Excel open for the next exercise.
Appending Data to a Worksheet

After you import data from another format or database into a worksheet, you’ll probably spend a
good deal of time reconciling that data with existing records. In the previous two exercises, you
were lucky enough to import data into blank worksheets. In a more real-life situation, you’ll bring
data from other sources into a full worksheet and make the effort to make it fit somehow.
step by step Append Data to a Worksheet
GET READY. OPEN the 09 Owners.xls workbook for this lesson.

1. Click cell A21.
2. On the DATA tab, in the Get External Data group, click From Other Sources, and then
click From XML Data Import.
3. In the Select Data Source dialog box, locate and select the 09 2010_Owners.xml data
2.1.1 file. Click Open.
4. In the Import Data dialog box, click Existing worksheet, and then click OK. Although a
How do you append data list of customers is appended to the end of the worksheet, the columns don’t line up, as
to a worksheet? Figure 9-9 clearly indicates. This is typical of appended data. A dialog marked Error in
XML might appear at this point. If so, click OK to dismiss the dialog box and proceed.
Troubleshooting In the course of history, the folders where old data files used to reside may cease to exist. This
is indeed the case with the original XML file from which you imported data into the work-
sheet. Some versions of the Microsoft XML parser will see this as an “error,” and others will
not. Any number of factors may contribute to which XML parser your PC actually has. In either
case, it isn’t really an error, and you don’t need to worry about it.
242 Lesson 9
Figure 9-9
Mismatched, freshly imported
XML data
5. To correct the problem, begin by moving the first names from cell range E23:E75 to
B23:B75. Overwrite the existing contents in column B.
6. Move the last names from cell range H23:H75 to A23:A75. Overwrite the existing
contents in column A.
7. Repeat the process for the states in column J that should be in column E, the ZIP codes
in column K that should be in column F, and the phone numbers in column I that should
be in column G.
8. Delete columns H through L.
9. Delete rows 21 and 22.
10. Replace all 11 instances of Dell City in column D with Del City.
SAVE the workbook in the Lesson 9 folder as 09 Car Owners Solution.xlsx. CLOSE the
workbook and leave Excel open for the next exercise.
Workplace Ready
Working with databases
The most commonly distributed definition for the word “database” is “an organized collection
of data.” Technically, that’s wrong. If this definition was correct, any book could be a database
because books contain data—even blank books.
The reason why this matters is because you will likely acquire data from multiple sources for use
in the worksheets you produce. To be accurate, a database is anything you can use as a source for
data. When you import data from a database into an Excel spreadsheet, if that data is stored by a
relational database manager, it might not actually exist as a file yet. So the file you “import” into
Excel might communicate with the database manager to produce the data that ends up appearing
in your worksheet.
This is important, because a financial database manager usually produces information in

real-time—meaning, as close to “right now” as possible. So you might import data into a work-
sheet that’s actually accurate up-to-the-second.
However, depending on how the database is set up, it might produce separate files that serve as
“snapshots” of the data’s state for a given point in time. When you import this type of data, you
need to know if it’s old and just how old it is. On occasion, you might not actually be able to im-
port files because the database manager program has locked them to prevent inadvertent loss of
data. In these situations, you might need to have the person overseeing the database export a sepa-
rate file for you to import. While you’re at it, you can ask for that export file to be in a regular for-
mat, such as comma-separated values (CSV) or even a worksheet format such as Excel’s old XLS.
The example you used in “Getting External Data” involves a kind of snapshot file produced by
Microsoft Access, a database manager that’s part of some versions of Office. In a real-world set-
ting, even though such a file exists, it might not always be available, for the reasons just explained.
In these cases, you need to ask for help—perhaps for someone in the IT department to produce
an export file and meet you halfway.
Ensuring Your Data’s Integrity

It isn’t obvious on the surface, but an Excel workbook is actually a kind of program in itself. You
Bottom Line
don’t just feed it data, run off a few formulas, and tabulate the result. You actually can create rules
for each workbook, which Excel might enforce, helping you and others to enter the right data
properly. When typing in new data from paper—especially several records at once—it’s easy for
anyone to type the wrong digits or characters, especially in a field where a single character denotes
a type, such as a senior citizen or a child, or such as a dog or a cat. Quickly, ask yourself this: Should
“C” in a vet clinic stand for “cat” or “canine?” Validation ensures data gets entered correctly,
before it gets processed incorrectly. Excel’s data validation tools can help you set up rules that keep
you or anyone else from entering invalid or unusable data, or from failing to enter data when it’s
required.
Restricting Cell Entries to Certain Data Types

Perhaps the most common form of rule you’ll create for Excel workbooks will set certain expec-
tations for data being typed in. For example, in North America (where local business clients will
tend to reside anyway), a telephone area code has three digits. You can set up a rule that pings
the user whenever he types a two- or four-digit code by mistake. The user may then respond by
dismissing the message and starting over, or cancelling altogether if the problem is that the user
didn’t mean to type anything into this cell in the first place.
244 Lesson 9
step by step Restrict Cell Entries to Certain Data Types
GET READY. OPEN the 09 Vet Clinic Patients workbook for this lesson.
1. Click the FILE tab and select Save As. SAVE the workbook in the Lesson 9 folder as
09 Vet Clinic Patients (Active) Solution.
2. Freeze rows 1 through 5 in both worksheets in the workbook.
3. In the Client list worksheet, select column L (Area Code).
4. On the DATA tab, in the Data Tools group, click Data Validation. The Data Validation
dialog box opens.
5. Click the Settings tab.
6. In the Allow list box, choose Text length. This is the first step in the creation of a rule
governing how many characters each new entry should contain. The dialog box should
now appear as depicted in Figure 9-10.
Figure 9-10
Set up validation rules for
input data
7. In the Data list box, choose equal to.

8. Click the Length box and type 3.
9. Click the Input Message tab. This tab displays a ScreenTip whenever you select a cell in
1.3.8 this specially validated area.
10. Click the Title box and type Rule:
How do you set data 11. Click the Input message box and type Three-digit area codes only, please. The Data
validation? Validation dialog box should now appear as shown in Figure 9-11.
Figure 9-11
Have Excel notify the user
about your validation rule
12. Click the Error Alert tab. Excel notifies a user who missed your ScreenTip that the data
he has entered is invalid.
13. Click the Title box and type Data Entry Error.
14. Click the Error message box and type Only three-digit area codes are recognized. This
message is displayed in a dialog box whenever an invalid entry is made in column L.
The dialog box should now appear as shown in Figure 9-12.
Figure 9-12
Set up a warning for when the
validation rule is violated.
15. Click OK.

16. To test the new validation rule, click cell L58. You should see the notification message
you typed into the Input Message tab.
17. Type 40 and press Enter. Excel displays an alert dialog box with the message you
created (see Figure 9-13).
Figure 9-13
Worksheet with validation rule
enforced
Validation error alert Validation input message
18. Click Cancel. The partial entry in cell L58 is erased.
PAUSE. SAVE the workbook and leave it open to use in the next exercise.
Take Note Excel’s validation rules pertain to only new data as you enter it into the workbook, not to data that
existed in the workbook prior to creating the rules. Don’t rely on validation rules to correct errors
that might already exist, but to catch any new errors that might arise.
246 Lesson 9
Allowing Only Specific Values to Be Entered in Cells

A typical piece of information you’ll find in a database is often a single letter that represents a char-
acteristic, such as gender or political party affiliation or the work shift to which one is assigned.
In data entry, it’s easy for someone to slip and enter an invalid character. If that error isn’t caught
and the person who entered the data is replaced, would her replacement be able to rectify it? You
can preempt events like this by building a rule that restricts entry to a handful of valid characters.
step by step Allow Only Specific Values to Be Entered in Cells

1. Click the FILE tab and select Save As. SAVE the workbook in the Lesson 9 folder as
09 Vet Clinic Patients (Active) Solution 2.
2. Click the Patient list tab.
3. Select column D.
4. On the DATA tab, in the Data Tools group, click Data Validation.
5. In the Data Validation dialog box, click the Settings tab.
6. In the Allow list box, choose List. The Source box appears at the bottom of the dialog
box.
7. Click the Source box. Type M,F,N being careful to include the commas.
8. Uncheck the Ignore blank box.
9. Click the Input Message tab. Click the Input message box and type Male, Female, or
Neutered.
10. Click OK. Now anyone entering a new patient into the database must specify the
animal’s gender.
11. Select column E (Owner #).
12. In the Data Tools group, click Data Validation.
13. Click the Settings tab. In the Allow list box, click List.
14. On the right side of the Source box, click the Collapse Dialog button.
15. With the Data Validation dialog box collapsed, click the Client list worksheet tab.
16. Select column A (Client #).
17. At the end of the Source box, click the Expand Dialog button. The full dialog box
returns, and the Source box should now read =’Client list’!$A:$A.
18. Unselect the Ignore blank and In-cell dropdown boxes.
19. Click the Error Alert tab. Choose Warning from the Style box.
20. In the Error message box, type Owner must be the number for a pre-existing client.
21. Click OK. Now the Owner # column may contain only numbers for clients who appear
in the Client # column of the Client list worksheet.
22. To make sure your new validation rules are working, in the Patient list worksheet, at the
bottom of the list, click cell A58 and attempt to type the following data:
Murdock Dog Rottweiler B 61
23. After you attempt to enter B into column D, respond to the error dialog box by clicking
Retry and by typing M.
24. After you attempt to enter 61 into column E, respond to the error dialog box shown in
Figure 9-14 by clicking No and typing 31.
Figure 9-14
Excel attempts to enforce a
validation rule.
Take Note It’s still feasible for an invalid value to remain in a worksheet after the user has been warned that
it’s invalid. For example, in the previous step if you were to click Yes instead of No, the value 61
would remain in column E, even though there is no client numbered 61 in column A of the Client
list worksheet. Conceivably, this way you can purposefully enter a new canine patient into the list
without an owner, if you intend to add the owner’s information later.
Removing Duplicate Rows from a Worksheet

In many databases, it’s important that each record (each row of an Excel database table) is unique.
If an entry appears twice, Excel might treat them as separate entries even if they somehow (es-
pecially by accident) contain identical information. The difficulty then comes when you try to
reconcile any other records or subsequent data that might refer to either of these duplicate entries.
As a means of cleansing your database, you can have Excel search for duplicate entries and purge
them before too much damage is done.
step by step Remove Duplicate Rows from a Worksheet

1. SAVE the current workbook as 09 Vet Clinic Patients (Active) Solution 3.
2. Click the Client list worksheet tab.
3. Click cell A58 and in row 58, type the following data in the appropriate columns:
Mrs. Mary Jane Brink 704 Fairway Drive Cincinnati OH 255-1655
4. Select the cell range A5:N58.
5. On the DATA tab, in the Data Tools group, click Remove Duplicates. The Remove
Duplicates dialog box appears (see Figure 9-15).
Figure 9-15
Remove Duplicates dialog box
248 Lesson 9
6. In the Columns list, remove the check beside Client #. If duplicate names and
addresses appear in the list, it’s likely their client index numbers were not duplicated.
7. Leave the My data has headers box checked. This way, Excel won’t treat row 5 as
though it contains data.
8. Click OK. Excel responds with a dialog box stating one duplicate value set (the one you
just entered) was removed.
9. Click OK to dismiss the dialog box. Note the second (lowermost) instance of the
duplicate entry was removed, from row 58.
Sorting Data
After you enter data into a data range or, as you see later in this lesson, a formal database table, the
Bottom Line
number of the row each record appears on doesn’t matter at all. In fact, it’s important for you to
remember that data entries in Excel are not indexed by their row numbers, because they’re subject
to change. Sorting a data range helps you to locate the precise data you need. In a few respects,
it can also help Excel to look up certain data for inputs into formulas (see Lesson 5), but for the
most part sorting is for your benefit. You might want, for example, to keep people sorted in a ta-
ble by their surname rather than some arbitrary customer number you won’t remember. So when
you enter a new customer whose surname begins with something earlier than “Z,” you might
find it easier to enter the name at the bottom of the list, and then resort alphabetically. This way,
you don’t have to manually insert a blank row in the middle of the worksheet, at the appropriate
alphabetical location.
Sorting Data on a Single Criterion

You’ve probably heard the word “criteria” more often than its singular form, criterion. Both
words relate to elements that are referred to in the course of executing a function. For instance, the
White Pages of a telephone directory is sorted by phone owners’ last names (or rather, in this more
culturally expansive society, by their surnames). The surname is one criterion of the sort. Because
many people share the same surname, lists of surname-sharing phone owners are then sorted by
their first names (given names), and then by their middle initials when they’re used. This leads
to three different criteria for such a sort. When individuals in a database are indexed by number,
however, and that number is guaranteed to be unique, it forms a single criterion for a common
sort operation.
step by step Sort Data on a Single Criterion

Another Way 2. In the Patient list worksheet, click cell E6. Note this is the top row of the Owner #
You can also column and its entries are all numerical.
quickly sort the data in a range 3. Hold the Shift key down while clicking cell A58. This selects the entire range you wish
in alphabetical order, even to sort.
without selecting the entire
4. On the DATA tab, in the Sort & Filter group, click the Sort Smallest to Largest button
range first, by right-clicking
(with A on top of Z, and an arrow pointing down). The list is now sorted in ascending
one cell in the column you
numerical order (despite the presence of the alphabet on the button) by Order #, which
want to sort, clicking Sort, and
was the first column you clicked in when selecting the range.
then clicking Sort A to Z (or
Sort Smallest to Largest). 5. Click cell A6.
6. Hold the Shift key down while clicking cell E58.
7. Click the sorting button again, whose ScreenTip is now the Sort A to Z button (because
you’re sorting alphanumeric text). This time, the list is sorted by Patient Name, and
again, the first column you clicked in when selecting the range. Murdock the Rottweiler,
which you previously added to row 58, now appears on row 45.
Take Note The Sort A to Z button (also known as Sort Smallest to Largest) and Sort Z to A button (also
known as Sort Largest to Smallest) assume that the column you wish to use as your sorting crite-
rion is the one that contains the active cell. In selecting a range, whether you hold down Shift to
select the opposite corner (as you did in this exercise) or whether you drag the pointer from one
corner to the opposite corner, the (or Sort Smallest to Largest) the cell that you clicked on first.
Troubleshooting Before sorting a range, make sure you select the entire range first, including the rightmost
column(s). Excel leaves any contents outside the selected sort range exactly as they are, which
leaves you with out-of-order contents should you fail to select the entire width of the range.
Sorting Data on Multiple Criteria

A proper database containing records of people divides each element of their names into, at the
very least, last and first names, and preferably includes optional elements such as middle initials
and prefixes and suffixes. For this reason, any time you sort a database, range, or table by names,
you want to sort by multiple criteria.
step by step Sort Data on Multiple Criteria

1. Click the Client list tab.
2. Select the range A5:N57.
3. Name the range Clients.
4. On the DATA tab, in the Sort & Filter group, click Sort. The Sort dialog box appears.
5. In the Sort by list box, under Column, choose Surname.
6. Click Add Level.
7. In the Then by list box that appears, choose Given Name.
8. Click Add Level.
9. In the next Then by list box, choose MI (middle initial).
10. Click Add Level again.
11. In the next Then by list box, choose Suffix. The dialog box should now appear as
depicted in Figure 9-16.
Figure 9-16
Sort dialog box
12. Leave My data has headers checked, so that Excel won’t treat the headers row as a
data entry.
250 Lesson 9
13. Click OK. The clients list is now sorted alphabetically, with people sharing the same
surname sorted alphabetically by first name. Although the client numbers appear all
out of sort, the data is unchanged and the database itself retains its full integrity.
Sorting Data Using Cell Attributes

In Lesson 6, you saw how Excel can apply special formatting to cells based on their ascertained
contents (for example, shading a temperature column extra-red when the number climbs above 90
degrees). Excel is capable of sorting records based on the conditional formatting that is applied to
their cells. This is important because Excel does not have a “conditional sort” feature, where you
create a rule or a formula that Excel evaluates to group or arrange rows. Instead, you create rules
that apply specific formats or graphics to cells based on their contents. Then Excel can sort and
group those records whose cells have these special formats applied to them.
step by step Sort Data Using Cell Attributes

1. On the Patient list worksheet, select column E.
2. Right-click the column, and then click Insert in the shortcut menu.
3. With column E selected, on the DATA tab, in the Data Tools group, click Data
Validation.
4. In the Data Validation dialog box, click Clear All. Click OK.
Troubleshooting When creating a new column to the right of one governed by a data validation rule, the new
column acquires that same rule even if it’s intended for a different purpose. To clear this rule,
select the new column, bring up the Data Validation dialog box, and click Clear All as demon-
strated previously.
5. Click cell E5 and type Spayed/Neutered.

6. In column E, type S for the following row numbers: 7, 22, 23, 26, 35, 38, 47, and 51.
7. In column E, type N for the following row numbers: 6, 8, 9, 10, 11, 13, 14, 16, 17, 18, 20,
21, 25, 28, 30, 31, 32, 33, 36, 37, 39, 42, 43, 44, 46, 48, 49, 50, 53, 55, 56, 57, and 58.
8. Select column E.
9. On the DATA tab, in the Data Tools group, click Data Validation.
10. In the Data Validation dialog box, click the Settings tab. Under Allow, choose List.
11. In the Source box, type N,S.
12. Click the Input Message tab. In the Input message box, type S = Spayed, N = Neutered.
Click OK.
13. Select the range E6:E100. On the HOME tab, in the Styles group, click Conditional
Formatting. Click New Rule.
14. In the New Formatting Rule dialog box, choose Format only cells that contain in the
Select a Rule Type list.
15. In the list box, under Format only cells with, choose No Blanks.
16. Click Format.
17. In the Format Cells dialog box, click the Fill tab. Choose the sixth color swatch from the
left in the third row. Click OK.
18. Click OK. Now both spayed and neutered animals should appear shaded.
19. Select the range A5:F58. Name the range Patients.
20. On the DATA tab, in the Sort & Filter group, click Sort.
21. In the Sort dialog box, in the Sort by list, choose Spayed/Neutered.
22. In the Sort On list, choose Cell Color.
23. Click the down arrow next to No Cell Color. As Figure 9-17 shows, the list box that
appears shows only those colors that are actually in use for conditional formatting—in
this case, only one swatch. Click the color swatch.
Figure 9-17
Sort dialog box showing condi-
tional format color choice
24. Click OK. The sorted worksheet should now appear as shown in Figure 9-18. All the “N”
and “S” animals are grouped together at the top, with the two types mingling among
each other. All the non-operated-on animals are bunched toward the bottom.
Figure 9-18
Worksheet with conditional
format-based sort applied
Troubleshooting Any table you intend for Excel to sort must not contain merged cells (see Lesson 6). For Excel
to be able to exchange cell contents between positions evenly, each row must have an iden-
tical number of cells. Each of the cells in a column may be formatted differently, though their
widths may not vary.
Filtering Data
When you search for information online, what you expect to happen is for the search engine to
Bottom Line
return the most relevant data to your search at the top of the list. Similarly with any database,
when you make a request or a query for just the records that meet particular criteria, you expect to
252 Lesson 9
see only the relevant data, and for irrelevant or non-matching data to be filtered out. With Excel,
there’s a way for you to formally specify the boundaries of your database table—to say, “This part
of my worksheet is to be treated like a database” —and to then have Excel filter out just those
rows that don’t pertain to what you’re searching for. This does not change the database, and you
don’t delete any rows with a filter. You just hide them temporarily.
Using AutoFilter
An AutoFilter is the quickest means for you to set up a table so that it displays only rows that
meet simple criteria (for example, just the clients who live in-state, or just the clients who have
signed up for monthly newsletters). If the criteria for your search involves information that is read-
ily assessable through a simple read of the existing data in the cells, you can use an AutoFilter to set
up your search with very little trouble. There are ways for you to set up more complex, advanced
filters that replicate data to a separate location (often a new worksheet) using advanced criteria
based on formulas. But for simple assessments of the data, an AutoFilter requires much less effort.
This converts the headings row of your table into a set of controls, which you then use to choose
your criteria and select the data you want to see.
step by step Use AutoFilter

2. Click the Client list worksheet tab. In the Name box, type Clients and press Enter. Excel
highlights the data range for the Clients table.
3. On the DATA tab, in the Sort & Filter group, click Filter. Excel adds down arrow buttons
to the field names in all of the columns in the list.
4. Click the down arrow beside the Client # heading in column A. Excel displays the
AutoFilter menu shown in Figure 9-19.
Figure 9-19
AutoFilter menu for a numeric
column
5. To sort the table by client number, click Sort Smallest to Largest. This gives you a
shortcut for sorting that bypasses the menu.
6. To show just the clients with addresses in Ohio, click the down arrow beside State. In
the AutoFilter menu that appears (shown in Figure 9-20), uncheck the (Select All) box
to clear all check boxes, and then check OH and click OK.
Figure 9-20
AutoFilter menu for a text
column
When an AutoFilter is active, so that you see filtered results rather than the complete table, Excel
applies special notation to the AutoFilter buttons and to the row numbers. As Figure 9-21 shows,
the button for the column used in the sort now contains a long up-arrow, whereas the button for
the column used in the filter contains a funnel symbol, like the thing you pour motor oil through.
Figure 9-21
Symbols in a filtered table
Masked row
indicators
Sorted column Filtered column

(ascending order)
Also, notice the row numbers are colored blue and are not consecutive. If you look closely, you’ll
see that where nonmatching rows are hidden, Excel puts a double-border between the numbers for
matching rows—for instance, between rows 18 and 21 and between 47 and 55.
254 Lesson 9
Creating a Custom AutoFilter

A custom AutoFilter uses a rule that you create, instructing Excel how to evaluate the entries in
each row. The result of that evaluation determines whether rows are displayed or filtered out.
With a simple AutoFilter, Excel looks for contents based on actual samples from the column. For
example, with the previous task, Ohio (OH) and Indiana (IN) were choices because both were
featured in the State column; no other states were listed. By contrast, with a custom AutoFilter,
you can devise a rule instructing the worksheet to display only records whose values in one given
column are above or below a certain amount. Essentially, your rule tells Excel to compare each
value in the column against something else. Whether that value is displayed depends on the terms
of the comparison—is it equal? Higher? Lower? Is it among the ten highest or lowest? The custom
AutoFilter is among Excel’s most powerful tools.
step by step Create a Custom AutoFilter

1. Insert a new column into the Patient list worksheet, between the existing columns D
and E.
2. Clear the validation rules from the new column E.
3. Add the title Hepatitis inoculation to row 5.
4. Type the following dates into the cells shown:
E9 1/18/2012
E12 8/16/2011
E14 5/15/2012
E19 3/1/2009
E23 10/19/2010
E27 7/5/2012
E33 2/2/2011
E38 8/15/2012
E39 7/14/2011
E44 9/1/2012
5. Select the Patients data range. The range should have automatically stretched to
include the new column.
6. On the DATA tab, in the Sort & Filter group, click Filter.
7. Click the down arrow beside Hepatitis inoculation. In the menu, click Date Filters, and
then click Custom Filter. The Custom AutoFilter dialog box opens.
8. In the first list box just below Hepatitis inoculation, choose is before. In the box to the
right, type 1/1/2012.
9. Click the Or button between the two rows of list boxes.
10. In the second list box below Or, choose equals. Leave the list box blank (literally
meaning “blank” or “nothing”). The dialog box should now appear as depicted in
Figure 9-22.
Figure 9-22
Custom AutoFilter dialog box
11. Click OK. After the dialog box disappears, Excel filters out all entries in the patient list
where the patient is known to have had a hepatitis inoculation in 2012 or later. What
remains are both the animals known to have been inoculated in 2011 or earlier, or
whose inoculation dates are not known.
12. Click the filter button beside Hepatitis inoculation again. In the menu, click Date Filters,
and then click Custom Filter.
13. In the second list box that currently reads equals, choose the blank entry at the top of
the list. The box should now be empty.
14. Click OK. The list should now show only the five animals known to have been
inoculated in 2011 or earlier (see Figure 9-23).
Figure 9-23
Worksheet with custom filter
applied
15. Click the filter button beside Hepatitis inoculation again. In the menu, choose Clear
Filter from “Hepatitis inoculation”.
Filtering Data Using Cell Attributes

When conditional formatting is applied to a column of cells, that formatting is something that
Excel can “get a handle on.” In other words, it’s just as good as a value in giving the filtering system
something to look for. So you can easily have a filter hide rows where cells in a column don’t have
a particular format, such as a shaded background or a font color.
step by step Filter Data Using Cell Attributes

1. In the Patient list worksheet, click the Spayed/Neutered button down arrow.
2. In the menu, click Filter by Color.
3. In the popup menu, choose the pink swatch. Excel now shows only those animals that
have been spayed or neutered.
PAUSE. SAVE the workbook and leave it open for the next exercise.
Outlining and Subtotaling data

Up to this point, you’ve been working with data that’s arranged as tables full of records, where each
Bottom Line
row represents an entry of related elements. Another purpose for worksheets is to serve as lists of
values and their related descriptions. Imagine an inventory list showing the sale price of items ar-
ranged by department. In its most basic form, you need only two columns: one for the description
and the other for the price. For this list to be useful to you, however, you’ll want a way to break
256 Lesson 9
down items into their respective departments—for example, by listing their location on the shelf.
These descriptive categories help subdivide data into groups, and then collapse those groups into
single-row headings called outlines. Excel uses outlines to generate reports that provide you with
meaningful data about the items in each group collectively. The most important, and probably the
most frequently used of these reports shows you subtotals for the values that are grouped together.
Grouping and Ungrouping Data

The simplest form of data grouping involves taking a row of cells that have one related attribute,
clustering them together, and then collapsing the cluster like a folder that can be reopened later.
The point of doing this is to reduce the size of long reports to make them easier to read. The trick
to doing this properly is leaving behind one row, after the group is collapsed, to represent the
group as a whole so someone reading the worksheet will know what to open later.
Whenever you group rows together or perform an operation (such as auto-outlining or auto-subto-
taling) in which groups are automatically created, Excel adds controls next to the row and column
headings. Excel calls these controls outline symbols.
Boxes marked with minus and plus symbols are placed at the bottom of grouped rows or to the
right of grouped columns. Each one acts like a clasp that can collapse or expand the group’s con-
tents. In the upper left corner are number buttons that let you show or hide all of the group con-
tents for a particular level. When you have two groups that are just beside one another, you have
only two levels: the collapsed view and the expanded one. But you can have groups within groups,
and for each grouping level you create, Excel adds another number to this bank of outline symbols.
Take Note The rows and columns that you enroll into a group should be those that you do not want to see
when the group is collapsed. Field name rows that identify cells and total rows that include subto-
tals should not be included in groups.
step by step Group and Ungroup Data

1. SAVE the current workbook as 09 Vet Clinic Patients 130114 Solution. Grouping data is
best reserved for final reports and not for active databases where new data might be
entered later.
Take Note Enrolling a set of records into a group changes the behavior of AutoFilters that might incorporate
that group. For example, when you try to sort a column, only the records that are not members of
a group are sorted. Once records are grouped, their order is fixed and their usefulness as parts of
an active database is reduced, especially if you add subtotal rows to the middle. For this reason,
you should reserve grouping and outlining for workbooks that are presented as final (unchanging)
reports for a particular point in time.
2. With the Patient list worksheet active, on the DATA tab, in the Sort & Filter group, click
Clear.
3. Next to Cat or Dog?, click the down arrow button. In the menu, click Sort A to Z. Now,
all the cats are clustered together at the top, and dogs at the bottom.
4. Right-click the heading for row 30, the row where the first dog appears. Click Insert in
the shortcut menu.
5. Select cell H30. Type Number of cats.
6. Select cell G30. On the HOME tab, in the Font group, click the Bold button. This makes
this particular number stand out.
7. On the HOME tab, in the Editing group, click the AutoSum down arrow. In the menu,
click Count Numbers, and then press Enter. Excel inserts a function into the cell
that counts the number of contiguous cells in the column just above it that contains
numbers—in this case, the owner numbers for clients.
8. Add a similar function for counting the number of dogs to row 60. (Bypass the
validation rule by clicking Yes in the dialog box.)
9. Select rows 6 through 29 (all the cats).
10. On the DATA tab, in the Outline group, click the Group button. A group indicator line is
added to the left of the row markers and an outline symbol on the row just below the
end of the group (see Figure 9-24).
Figure 9-24
Worksheet with
Outline level
groups applied buttons
Group indicator line
Outline symbol
Another Way
To collapse all the
groups in a worksheet, select 11. Repeat the process in Steps 9 and 10 for the dogs in rows 31 through 59. Format cell
the entire worksheet first, G60 as Bold. In cell H60, type Number of dogs.
and then click Hide Detail 12. To collapse the cats group, click the minus box (shown in Figure 9-24) beside row 30,
in the Outline group of the which contains the cats count. The control becomes a plus box, indicating that when
DATA menu tab. To expand all you click on it, it expands to show hidden rows.
groups, click Show Detail.
13. Collapse the dogs group with the minus box in row 60. The worksheet now appears
fully collapsed (see Figure 9-25).
Figure 9-25
Worksheet with collapsed
groups
14. Click the Select All button. On the DATA tab, in the Outline group, click Show Detail.
15. Select columns B through F.
16. In the Outline group, click the Group button. A new column group is created.
17. Click the minus box over column G to collapse the column group. Click the plus box
that takes its place to expand it.
18. Select columns B through G.
19. In the Outline group, click the Ungroup button. The columnar group disappears.
258 Lesson 9
SAVE and CLOSE the workbook. Leave Excel open for use in the next exercise.
Auto-Outlining Data
Grouping data is an easy process when you have only a few groups in your worksheet that really
matter, such as cats and dogs. For a complex report, such as a balance sheet with assets and liabil-
ities broken down into departments and sub-departments, the task gets much more tedious. For
this reason, Excel has offered to make things somewhat simpler. Suppose you inserted total value
cells along the bottom rows of related cells, or along the right column beside related cells—or
perhaps both. You probably need to do this anyway for a formal balance sheet, or for a table with
names of salespeople in rows and sales for days of the week in columns—here, you total for each
salesperson along the right column, and for each day along the bottom row. Excel can detect when
and why you set up your worksheet like this, so when you auto-outline a table or a worksheet
full of tables, it creates the groups automatically and spares you the trouble.
step by step Auto-Outline Data
GET READY. OPEN the 09 Critical Care Expenses workbook for this lesson.
1. SAVE the workbook in the Lesson 9 folder as 09 Critical Care Expenses 0315 Solution.
2. Select cell H18. On the HOME tab, in the Font group, click the Bold button. Then, in the
Editing group, click the AutoSum button and press Enter. The grand total appears as
bold in the cell.
3. Repeat the grand total process for cell H28 and apply Bold to the cell.
2.3.5
4. Select the cell range B10:H28, covering both groups of expenses in their entirety.
5. On the DATA tab, in the Outline group, click the down arrow next to Group. In the
How do you create outlines? menu, click Auto Outline. As Figure 9-26 shows, Excel automatically groups rows 12
through 17 and rows 22 through 27, having spotted the Total Expenses row along the
bottom of each cluster. Excel also groups together the columns for March 15 through
19, having spotted the weekly totals columns along the right.
Figure 9-26
Outlined worksheet
SAVE the workbook and LEAVE Excel open for the next exercise.
Collapsing Groups of Data in an Outline

When you create an outline around groups of data in a worksheet, outline symbols appear for each
group of rows and columns. You use these devices to collapse and then expand the outline, thus
switching between summary and detailed views of the worksheet.
step by step Collapse Groups of Data in an Outline

1. Click all three minus boxes to collapse their respective groups. The worksheet should
now appear shrunken to just the grand totals cells you created with the appropriate
labels (see Figure 9-27).
Figure 9-27
Outlined worksheet with
collapsed groups
2. Click any of the plus boxes (which replaced the minus boxes) to expand the group to
which it’s attached.
3. To remove the outline entirely, on the DATA tab, in the Outline group, click the Ungroup
2.3.6 button arrow. In the menu, click Clear Outline.
SAVE and CLOSE the workbook. Leave Excel open for the next exercise.
How do you collapse groups
of data in an outline?
Subtotaling Data in Outlines
Suppose a worksheet serves as a report of certain activity that takes place on given days with re-
spect to specific divisions of the company in particular regions of the country. These three catego-
ries represent levels of information. When you sort a worksheet so that these levels are in a precise
order, as you’ve already seen how to do, then Excel can accept each of these levels as tiers in an out-
line. An outline gives you the complete summary while hiding the details until you request them.
step by step Subtotal Data in Outlines
GET READY. OPEN the 09 Server Usage Stats workbook for this lesson.
1. SAVE the workbook in the Lesson 9 folder as 09 Server Usage Stats 130831 Solution.
2. Select the range A5:G140.
260 Lesson 9
4. In the Sort dialog box, in the Sort by line, choose Date, Oldest to Newest. Click OK.
2.3.7 5. On the DATA tab, in the Outline group, click Subtotal. The Subtotal dialog box appears.
6. In the At each change in list box, click Department.
How do you insert 7. If necessary, in the Use function list box, choose Sum.
subtotals?
8. In the list of columns marked Add subtotal to, select the boxes for Avg. Bandwidth,
Data In, Data Out, and Transactions.
9. Check the Summary below data and Replace current subtotals check boxes, if
necessary. The dialog box should now appear as depicted in Figure 9-28.
Figure 9-28
Subtotal dialog box
10. Click OK. Excel inserts subtotal rows for each company division, grouping together
data consumption values for all three corporate regions. It places each of these division
row clusters into groups. It then creates a broader group for the entire range and adds
a grand total row at the bottom. The result is a subtotal-endowed worksheet with a
three-tier outline (see Figure 9-29).
Figure 9-29
Automatically subtotaled
worksheet with three-tier
outline
SAVE and CLOSE the workbook. Leave Excel open for the next exercise.
Take Note When you remove an outline from an automatically subtotaled range, the subtotal rows that Excel
inserted automatically remain. So to return a worksheet to its pre-subtotaled state, you must delete
each subtotal row manually.
Setting Up Data in a Table Format

Up to now in this lesson, you might think most of the data you used in worksheets has been, for
Bottom Line
all intents and purposes, tables. How could they not be tables? They have headings along the top,
they have unique entries that identify rows, and some even have indexes. From a typesetting per-
spective, they’re certainly tables. But Excel has a special relevance for a class of data that it formally
calls a table. When you format a single, rectangular range with a row of headers along the top,
and columns beneath the headers, converting that range to a table enables Excel to treat it like a
database. Processing a table’s data is faster, including for sorting. And Excel can apply an elaborate
quick format that makes the table look sleek and professional. When you compose formulas,
formal tables let you refer to field names explicitly (for example, “Price” and “Markup”) rather
than by their cell reference (for example, B7).
Formatting a Table with a Quick Style

Let’s be honest: Big worksheets are hard to read. When you look at a well-laid out document that
contains a table full of figures, you can see how typesetters apply graphic tools to make the table
easier to read—tools such as alternating bands across every other line. You can (meticulously)
apply such a style to a normal range, but what would happen when you sorted the range? The cell
formatting would move along with the cells, and your alternating bands would be jumbled up. By
denoting which part of a worksheet is a table, Excel can apply some formatting independently of
contents. So a properly banded table stays properly banded when you sort the table, or when you
insert and delete rows.
step by step Format a Table with a Quick Style
GET READY. OPEN the 09 Pet Pharma Sales workbook for this lesson.
1. SAVE the workbook in the Lesson 9 folder as 09 Pet Pharma Sales August Solution.
2. In the August Sales worksheet, select the data range A6:K93.
3. On the HOME tab, in the Styles group, click Format as Table. Excel brings up a colorful
menu full of sample layouts (see Figure 9-30).
Figure 9-30
Table format menu
3.2.1
How do you apply styles to

tables?
262 Lesson 9
4. Click the sample in row 4, column 7 (Table Style Medium 7). The Format As Table
dialog box appears (see Figure 9-31).
Figure 9-31
Format As Table dialog box
Take Note You can change the format of a table at any time using the Format as Table command. You only
see the Format As Table dialog box the first time you format a table, which effectively changes a
standard range to a table. Afterwards, you only need to select a cell inside the table to tell Excel
which table you want to reformat.
5. Because the cell reference under Where is the data for your table? is accurate, don’t
3.2.2 make any changes and click OK. Excel converts the data range into a formal table and
applies the style you chose, which includes automatically banded rows that maintain
How do you band rows and their banding even when rows become sorted. AutoFilter controls are also added to the
columns? field names row.
6. To automatically boldface the rightmost column in the table (Total Sales), click any
cell inside the table. On the DESIGN tab, in the Table Style Options group, click Last
Column.
Take Note The Table Style Options group also contains an option for banding columns instead of rows.
Uncheck Banded Rows from this group, and then check Banded Columns.
SAVE the workbook and LEAVE it open for the next exercise.
Take Note When you scroll down a data table so that the field names row disappears, as long as the active cell
stays within the table area, the usual column headings (A, B, C, and so on) are replaced with the
complete field names, as Figure 9-32 depicts. The AutoFilter buttons also move to the headings
row. This way, you don’t need to freeze the field names row in place to keep the names themselves
visible. When you move the active cell outside the table area, the standard column headings re-
appear.
Figure 9-32
Field names display in the
headings row.
Field names replace column labels
Removing Styles from a Table

If you’re at a point where you want to create a custom style for your table, or for multiple tables in
your workbook, you might want to begin by removing the formatting that’s already present. The
table style removal feature in Excel is a bit buried and needs to be uncovered to be used.
step by step Remove Styles from a Table

1. SAVE the workbook in the Lesson 9 folder as 09 Pet Pharma Sales August Solution 2.
2. In the August Sales worksheet, click anywhere inside the table.
3.2.4
3. On the DESIGN tab, in the Table Styles group, click the More down arrow button. (Or if
you see only the Quick Styles button, click that instead.)
How do you remove styles 4. In the menu, as indicated in Figure 9-33, click Clear. The automatic formatting is
from tables? removed.
Figure 9-33
Table Styles menu on the
DESIGN tab
Troubleshooting There are two places to find the table styles menu in Excel. One is under the Format as Table
button on the HOME tab. The other is in the Table Styles group of the DESIGN menu tab. At
first, both menus look the same. But only the one on the DESIGN tab has the Clear button to
remove styles from a table.
5. To change the table style to something that contrasts against the others in this series,
bring up the Quick Styles menu again, and this time, choose Table Style Light 6 (upper
right corner).
6. To automatically apply boldface to the rightmost column, in the Table Style Options
group, ensure Last Column is checked. To do the same for the leftmost column, check
First Column.
SAVE the workbook and LEAVE it open for the next exercise.
Defining a Title for a Table

Up to now, you’ve seen some nuanced and subtle differences between tables and ordinary data
ranges. The one big difference between the two lay with the table’s ability to be given a title, so
that it and its constituent columns can be referred to by name instead of by reference location.
This changes everything when you write formulas that refer to parts of the table, because now you
don’t have to know where they’re located, just what they’re called.
264 Lesson 9
Once a table is given a title, all the names of its columns can be used in place of cell references in
a formula. The result is not only a formula that’s easier to conceive, but easier to read and even
easier to type. So instead of an absolute cell reference such as $B$2:$B$55 (which starts on the
second row, of course, because the headers are always on the first row), you can use a reference such
as Inventory[Sale Price]. Excel already knows not to treat the first row as values, and whenever
records are added to the table, the results of the formula are adjusted without the formula itself
even having to change its appearance.
The syntax of a reference to fields in an Excel table is as follows:
TableName[FieldName]
Component Meaning
TableName An arbitrary name you give to a table, in place of its reference as a

range. You can have more than one table on a worksheet, although
it might not always be convenient.
Examples: Customers, Back Orders, Comics issues
FieldName The field name from the header row of the table. The name refers
to the set of all cells that comprise the named column in the table.
You do not need to specify the start and end cell. The field name is
always denoted with [square brackets].
Examples: Surname, Issue date, Sale price
Note: Excel recognizes four constants that refer to the same general area of a table, which you may
use here when applicable to replace the field name:
#All The set of all cells in the table
#Data The set of all cells that contain data, excluding the header row at
the top and any total or subtotal rows that might appear at the
bottom
#Headers The set of all cells in the first row in the table
#Totals The set of all cells where totals appear, usually the rightmost col-
umn of the table where a SUM function is employed
When you type a table-style reference inside a formula, Excel gives you a shortcut. After you type
the second character of the table name, Excel displays a list of names you can add to the formula
(including named ranges). Figure 9-34 shows you what it looks like. Instead of typing in the rest
of the name, you can use the arrow keys on the keyboard to navigate this menu until the name
you want (the table name) is highlighted, and then you press Tab. The entire name is entered into
the formula, saving you a few seconds of time.
Figure 9-34
IntelliSense menu for the
table name Menu pops up here
With the table name entered, when it’s time to refer to a field name in the table, you can start with
the left square bracket ( [ ). Excel displays a list of all the field names already in the table. You use
the arrow keys to highlight the one you’re looking for, and then press Tab. Then type the right
square bracket ( ] ) to complete the reference.
Similarly, whenever you want to use one of the four constants (#All, #Data, #Headers, or #Totals),
you just start with the pound sign #. Excel displays the list, and then you highlight the one you
want and press Tab. Microsoft markets this feature as IntelliSense, and you see it referred to as such
in the Help system.
Troubleshooting When you highlight the entry you want on the IntelliSense menu, make sure to press Tab, not
Enter. The Enter key tells Excel the formula is complete, and at this point, it’s often not.
Take Note When referring to a field name by name in a formula that’s used inside the same table as the field
name, you can omit the table name. For example, the reference Customers[Surname] can be sub-
stituted with just Surname when the reference is inside the Customers table.
step by step Define a Title for a Table

2. In the August Sales worksheet, click anywhere inside the table.
3.1.3
3. On the DESIGN tab, in the Properties group, click the text box under Table Name.
4. Type DrugSales (all one word) and press Enter. You have given a name to the table.
How do you define titles in Now you can replace the strange-looking formulas at the bottom of the August Sales
a table? worksheet with formulas that are easier to read, yet yield the same results.
5. Select cell D97 (Total Sales).
6. Type =sum(Dr
7. When DrugSales appears in the list, press Tab.
8. Type [ (left square bracket).
9. Use the arrow keys to select Total Sales from the list, and then press Tab.
10. Type ] (right square bracket), followed by ) (right parenthesis) and Enter. If you enter
the formula properly, the result should be identical to what was there before.
11. Replace the formula in cell D98 with the following:
=SUMIF(DrugSales[To treat],”Dog”,DrugSales[Total Sales])
12. Replace the formula in cell D99 with one based on the formula in D98, but searching for
Cat instead of Dog.
SAVE the workbook and leave it open for the next exercise.
Using the Total Row Command in a Table

Once Excel recognizes a formal table, it can automatically place an automatic totals row along
the bottom. It’s not the same as a subtotal row that falls after a group. However, once you choose
a table style, Excel automatically applies boldface to the totals row to make it stand out—so it’s
obvious from a distance that it contains totals, and so it serves as a “bookend” for all the data in
the middle.
step by step Use the Total Row Command in a Table
3.2.3 GET READY. USE the workbook from the previous exercise.
1. Select any cell in the table. Excel adds the DESIGN tab to the ribbon.
How do you insert total 2. With the August Sales worksheet active, on the DESIGN tab, in the Table Style Options
rows in a table? group, select the Total Row box. Excel adds a total row to the bottom, as shown in
266 Lesson 9
Figure 9-35, with a label in the leftmost column and the grand total in the rightmost
column.
Figure 9-35
Total row added below table
Total row
3. To add other subtotals or formulas to the Total Row, you can choose one from a drop-
down menu. Click the cell in the total row at the bottom of the Item Price column.
4. Click the down arrow that appears to the right of the blank cell. In the popup menu (see
Figure 9-36), click Average. Excel calculates the average price per sales item.
Figure 9-36
Adding formulas to the
total row
5. Repeat the process to find the maximum number of items sold in one order by
choosing the Max function for the No. Sold column.
Adding and Removing Rows or Columns in a Table

Databases are never finished. When you maintain data in an ordinary range, one problem you
frequently face is how and where to insert a new row. There’s no rule that says you have to insert
a new record in alphabetical order, when the range is sorted alphabetically. You can add it to the
end and sort again. Here’s the problem: If you’ve named your range already, when you add the
record to the end, you might need to reassign the range name. With a formal table, not only does
the range for the table stay named properly, but when you insert rows (as well as delete them) the
named range covered by the table is adjusted to fit automatically. And any formulas you use inside
each of the rows in the table are copied and adjusted to the new rows you add.
step by step Add and Remove Rows and Columns in a Table

2. In the August Sales worksheet, select cell A88 (in the Drug column).
Another Way 3. On the HOME tab, in the Cells group, click the Insert down arrow. In the menu, click
To insert multiple Insert Table Rows Above.
contiguous rows in a table, 4. Type the following values into cells A88:F88:
start by selecting a block of Soloxine Hyperthyroidism Dog or Cat 7 20 2
cells that’s as tall as the num-
ber of rows you want to insert. 5. Note that the value in the Items on Hand column is automatically updated, because
Excel copied the formula into the new row.
6. Select cell H88 (in the Items Remaining column) and type the value 41. Cell I88 is
updated.
7. Select cell J88 (in the Item Price column) and type the value 25.95. Cell K88 is updated.
3.1.2
8. Select any cell in row 32.
9. On the HOME tab, in the Cells group, click the Delete down arrow. In the menu, click
How do you add and remove Delete Table Rows. Row 32 is deleted, and the table shrinks to fit.
cells within tables?
10. Select any cell in column I (No. Sold).
11. On the HOME tab, in the Cells group, click the Delete down arrow, and then click
Delete Table Columns. Column I is removed, and for the time being, #REF! errors are
generated throughout the Total Sales column, which contain formulas that referred to
No. Sold.
12. With a cell in column I still selected, click the down arrow next to Insert in the Cells
group, and in the menu, click Insert Table Columns to the Left.
13. Change the header in cell I6 to read No. Sold.
14. Click cell I7 and enter the formula =[Items on Hand]-[Items Remaining]. Use the
“IntelliSense” menus when you type each left bracket [ to expedite your entry. Notice
when you press Enter that Excel automatically copies the formula down the remainder
of the column. You normally don’t have to do this manually for a table.
15. Click cell K7 and enter the formula =[No. Sold]*[Item Price]. This time when you press
Enter, Excel does not fill the formula down the column, because it will not autofill over
nonblank cells.
16. Fill the new Total Sales formula down to row 93, making sure to stop short of the total
row. The grand total formula in cell K94 is now fixed.
17. Click cell L7, outside the table.
18. Enter the formula =[Total Sales]/AVERAGE([Total Sales]). Notice you don’t get the
“IntelliSense” menus this time, because the active cell is not inside the table. After you
press Enter, Excel not only creates the formula but extends the table one column to the
right, and copies the formula down the entire column L. For now, Excel gives the new
column the temporary name Column1 (see Figure 9-37).
268 Lesson 9
Figure 9-37
Appended column to a table
Automatically generated column
Take Note Excel doesn’t apply its autofill IntelliSense feature for table field names while you enter data out-
side the table.
19. Rename the new column % of Avg.
20. Select cell range L7:L93 and give the range a percent style. Excel does not
automatically copy custom cell styles down a column, so you must select the range
manually first. Note how Excel has moved the last column’s boldfaced format from
Total Sales to % of Avg.
21. Click any cell in % of Avg., and then click the down arrow next to Delete. Click Delete
Table Columns. As the appended column disappears, the boldfacing is returned to
Total Sales.
Filtering Records in a Table

The filtering/sorting buttons that appear beside the field names at the top row of a table work the
same way as the filtering/sorting buttons for a range where AutoFilter is applied. The big differ-
ence with tables concerns the total row. The values in a subtotal row change to reflect only what’s
visible in the table after the filter is applied.
step by step Filter Records in a Table

3.3.1
1. In the August Sales worksheet, click the Total Sales down arrow.
How do you filter records in 2. In the menu (see Figure 9-38), click Number Filters, and then click Top 10. The Top 10
a table? AutoFilter dialog box appears.
Figure 9-38
AutoFilter menu for records
in a table
Another Way
A quick way to
filter a column by the contents
of one of the visible cells in
3. Leave the choices set at Top 10 items, and then click OK. The table is filtered down to
that column is to right-click
the 10 items with the highest sales.
that cell, click Filter in the
menu, and then click Filter by SAVE and CLOSE the workbook and leave Excel open for the next exercise.
Selected Cell’s Value.
Take Note The Top 10 items filter always results in 10 items displayed (unless the table has fewer than 10
records to begin with). By comparison, the Top 10 percent filter displays however many records
comprise the top 10 percent of the values in the filtered column.
The total row of a filtered table adjusts its contents so that its formulas reflect only the visible
(filtered) cells. As Figure 9-39 demonstrates, the averaging formula in cell J94 is adjusted to show
the average item price among just the top 10. However, look further down at the analysis section.
The formulas for Total Sales, Sales of dog only products, and so on, still refer to the entire table,
not just the filtered portion. So any analysis you want to perform using filtering should be entered
on a total row, which is included within the filtered area.
Figure 9-39
Changed and unchanged
filtered table
Grand total Total of

(including visible sales
unseen rows)
Troubleshooting The exceptions to the rule about references to a table outside a filtered table are the # con-
stants. If the formula in cell D98 of the example is =SUM(DrugSales[#Totals]) instead of
=SUM(DrugSales[Total Sales]), the formula would adjust itself to tally only the visible, filtered
records.
270 Lesson 9
Sorting Data on Multiple Columns in a Table

With a table, as with an AutoFiltered range, you can apply a filter and a sort order at the same
time; for instance, you can show only the records that contain a particular entry (all motorcycles,
all dogs, and so on), sorted in alphabetical order by name.
step by step Sort Data on Multiple Columns in a Table
GET READY. RE-OPEN the 09 Car Owners Solution workbook from earlier in this lesson.
1. SAVE the workbook in the Lesson 9 folder as 09 Car Owners Solution 2.
2. Select the range A1:G73.
3. On the HOME tab, in the Styles group, click Format as Table. In the menu, click Table
Style Medium 14.
4. In the Format As Table dialog box, click OK.
5. Because this range contains data appended from an outside source (see the
3.3.2 “Appending Data to a Worksheet” section earlier in this lesson), the query data related
to that outside source is still attached to the range. Click Yes in the dialog box to have
How do you sort data on Excel remove those connections.
multiple columns in a table? 6. Click the Name box and rename the table Owners.
7. Resize columns B, E, and F to more appropriately fit their contents.
8. Change the font for the entire table to Cambria, 11 pt.
9. Left-justify column G.
10. With the Owners table selected, on the DATA tab, in the Sort & Filter group, click Sort.
The Sort dialog box appears (refer to Figure 9-16).
11. In the Sort by list box under Column, choose Last Name.
12. Click Add Level.
13. In the Then by list box that appears under Column, choose First Name. Click OK.
Changing Sort Order in a Table

Once you set the sort order for a table, you can change it in two ways. First, any sorting choice
you make with the AutoFilter buttons override the current sort order, including when the table is
sorted by multiple columns. Second, in the Sort dialog box, delete the existing order and enter a
new one.
step by step Change Sort Order in a Table

1. With the active cell in the Owners table, on the DATA tab, in the Sort & Filter group,
3.3.3 click Sort.
2. In the Sort dialog box, click Delete Level, and then click Delete Level again, to remove
How do you change the sort the existing sort order.
order in a table? 3. Click Add Level.
4. In the Sort by list box that appears, click ZIP. Click OK.
Removing Duplicates in a Table

When you import data and append it to the end of an existing table or range, you might end up
with duplicate entries—cases where a person appears twice, or perhaps more. Rather than go
through the list by hand, Excel has a way to excise duplicate entries from a table more intelligently.
step by step Remove Duplicates in a Table

1. Click any cell inside the table.
3.3.4
2. On the DESIGN tab, in the Tools group, click Remove Duplicates.
3. The Remove Duplicates dialog box (refer to Figure 9-15) lets you determine how much
How do you remove of a record needs to be duplicated before it qualifies as a duplicate. For instance, two
duplicates in a table? or more customers might have the same name, though they probably don’t share the
same address or phone number. In the Columns list, uncheck City, State, and ZIP.
4. Click OK. Excel shows a dialog box reporting how many duplicate entries were
Another Way removed. Click OK to dismiss.
After Excel finds
SAVE and CLOSE the workbook and leave Excel open for the next exercise.
duplicate rows, it removes the
lowermost duplicates from the
table, leaving the row on top.
This is important when you
Using a Slicer to View Table Data
remove rows based on some, There are two ways to filter a table so that it shows only records containing a certain object. One
not all, the fields in the rows. way is through the AutoFilter. Another makes the table more easily accessible to a novice user. It’s
Excel does not automatically called the slicer, and it’s a selection panel that floats above a worksheet (the way a chart does).
reconcile the contents of rows This panel includes buttons labeled with each of the contents of one of the columns in the table.
deemed to be duplicates, so When you click a button, the table is filtered to show only rows that match the selection. When
any data in the lowermost designing the worksheet, each slicer is like a window with a title bar. You can relocate a slicer by
rows that does not appear in
dragging it by its title bar, which you need to do because it begins its life in the middle of the
the uppermost duplicate row
will be deleted without asking
worksheet. Each slicer also has white handles along its edges. You drag one of these handles to
you first. resize the slicer in the direction you’re dragging.
step by step Use a Slicer to View Table Data
GET READY. RE-OPEN the 09 Pet Pharma Sales August Solution 4 workbook for this
lesson.
2. On the DATA tab, in the Sort & Filter group, click Clear. Click any cell inside the table.
3. On the DESIGN tab, in the Tools group, click the Insert Slicer button.
4. The Insert Slicers dialog box contains empty check boxes for each of the fields for
which you can create buttons (see Figure 9-40). Click For use on and To treat.
272 Lesson 9
Figure 9-40
Insert Slicers dialog box
5. Click OK. As the dialog box disappears, the two slicer tools appear as graphic objects in
the center of the worksheet. They’re not actually inside the table.
6. Relocate the For use on slicer by dragging its title bar toward the upper right of the
worksheet. As you drag toward the edge of the window, the worksheet automatically
scrolls to reveal space where you can drop the slicer. Drop the slicer when it’s to the
right of the table, just beneath the headers row.
7. Repeat the process with the To treat slicer, dragging it below the For use on slicer. The
worksheet should look similar to Figure 9-41.
Figure 9-41
Worksheet with slicers added
8. To see just the treatments that apply to dogs only, click Dog on the To treat slicer. Note
that the AutoFilter button for the To treat column shows a filter has been applied.
9. To show just the treatments that apply to the endocrine system, click Endocrine on the
For use on slicer. Note that the filters from both slicers apply simultaneously, so you
should see endocrine system treatments for dogs only. The slicer highlights only the
criterion in use for the current filter.
10. To clear the filters using the slicers, click the Clear Filter button in the upper right
corner of each slicer.
Troubleshooting When an AutoFilter button for a column is used to filter a table and a slicer exists for that
same column, the slicer shows the criteria currently in use for that filter. However, the Clear
Filter button for the slicer is disabled. To clear this filter, you have to use the AutoFilter button.
Converting a Table into a Range

To append more data to a table from an outside source, it might be convenient for you to remove
the “table-ness” from the table, if only temporarily, and reapply it once the new data is imported
and the data is cleaned up. Also, before you export a workbook file to a new format (for instance,
for importing by someone else into a database), you might need to convert tables to ranges, be-
cause Excel treats data stored in tables differently than data stored in ordinary worksheets.
step by step Convert a Table to a Range
GET READY. RE-OPEN the 09 2005 Customers Solution workbook for this lesson.
1. Near the top of the Excel window, respond to the security warning by clicking Enable
3.1.1 Content.
2. SAVE the workbook in the Lesson 9 folder as 09 2005 Customers Solution 2.
How do you move between 3. Click any cell inside the table.
tables and ranges?
4. On the DESIGN tab, in the Tools group, click Convert to Range.
5. Excel opens a dialog box to verify this conversion is what you want. Click OK. The
AutoFilter buttons are removed from the header row and entries are left sorted as they
were. Subtotals and total rows remain (if applicable), and formatting is left as it was.
The DESIGN tab is no longer displayed.
Saving Work with Macros

Some of the first spreadsheet programs used lists of functions, typed down some tucked away
Bottom Line
column in an unseen edge of the sheet as multiple-step calculations that had the added virtue
of executing commands automatically. These were the first macros, and the fact that they were
considered “big functions” is how they got their name. Over the years, the number of different
categories of macros that Excel can execute has grown, and the categories themselves vary so
widely that a complete discussion of them would require another book. For the purposes of this
lesson, we concentrate on one type: a recording of a sequence of commands and typed entries that
you can then replay elsewhere in the worksheet. This way, you can perform the same sequences of
commands in different places, cutting down the time it takes to complete redundant work.
Recording a Basic Macro

What makes a recorded macro useful is the fact that it can be replayed on whatever cell is the
active cell. A recorded macro is a series of steps that can be repeated and that you might want
to repeat frequently to save you time. As you’ve seen, there are ways to automate the formatting
of cells that are actually easier than recording and playing back macros. So the kinds of steps you
want to record are the repetitious kind that you would otherwise have to repeat yourself dozens
of times or more.
Troubleshooting Excel records only those steps that have a direct impact on the contents of the worksheet. To
be accurate, it records the impact those steps have, not actually the commands that led to the
impact. For example, if you select several rows and columns, Excel records the act of the rows
and columns being grouped. But if you expand or collapse that group, it does not record that
fact because doing so does not impact the worksheet itself. Exceptions include filtering and
sorting ranges and tables, which Excel does record.
274 Lesson 9
Workplace Ready
Planning to Record a Macro
To ensure that the macro you record is useful to you in a variety of situations, you should consider
whether you need it to record absolute or relative cell references. This is because Excel keeps track
of every change in the position of the active cell during macro recording. When that change is
made, Excel needs to know whether it’s more important for it to know the exact address of the
new cell’s location (absolute) or the number of cells left or right or up or down that the pointer was
moved from its previous location (relative).
When you’re recording absolute references, record a macro, and then click on cell A5, the record-
ing always moves to A5. But if you use the arrow keys on the keyboard to move to another cell
instead, the recording takes note of each arrow key pressed. So if you record the macro on A5 and
use the down arrow key to move two cells down, and the macro replays from cell Y5, the macro
moves to Y7.
By comparison, when you record relative references and then click a new location on the work-
sheet, Excel records the distance to the new cell. This makes the starting cell location critical to
the macro. If you start with a cell selected in column D, and you click on a cell on the same row
in column A, Excel records a movement three cells to the left. That is not the same thing as mov-
ing to the leftmost column, which you normally can do by pressing the Home key. However, in
relative recording mode, pressing Home records the distance covered in getting to column A. So
when you replay this macro, you could end up starting in a cell in column F and end up moving
to column C when you expect to move to column A. Or, you can start in column B and trip an
error condition when Excel tries to move too far to the left of column A.
For this reason, it’s important to map out your precise cell movements (if any) prior to recording a
macro, and then slowly repeat that sequence during the recording process. The recording does not
account for how much time you take, so if you’re nice and slow, the playback won’t be any slower.
step by step Record a Basic Macro
GET READY. OPEN the 09 4Strong Tour Revenues workbook for this lesson.
1. Click the FILE tab, and then click Options.
2. In the Excel Options dialog box, click Customize Ribbon.
3. In the Main Tabs list on the right, check the Developer box if it is not already checked.
This adds the DEVELOPER tab to Excel, enabling you to record macros. Click OK.
4. The macro that you record creates a custom subtotal row at the place you define,
rather than at some place Excel determines. The rule you follow is that the user (you)
must select the cell where you want the subtotal to appear, and then run the macro. So
to prepare for recording, click cell D21.
5. On the DEVELOPER tab, in the Code group, find Use Relative References. If it is not
highlighted, click to select it. You want relative references for this macro.
6. In the Code group, click Record Macro.
1.4.12
7. In the Record Macro dialog box, click the Macro name box and type CustomSubtotals.
8. In the Shortcut key box beside Ctrl +, type the capital S. This changes the shortcut key
How do you assign a to Ctrl + Shift + S. Leave Store macro in set to This Workbook. The dialog box should
shortcut key? now appear as depicted in Figure 9-42.
Figure 9-42
Record Macro dialog box
9. Click OK. You are now recording a macro.
Troubleshooting If you mess up a step during the macro recording, don’t worry. Click Stop Recording in the
Code group of the Developer tab. Then start again from Step 6. Use the same name, and
when Excel asks whether you want to overwrite the existing macro with the same name, re-
spond with Yes.
10. Press Shift + Down Arrow.

11. On the HOME tab, in the Cells group, click the Insert arrow. In the menu, click Insert
Sheet Rows.
12. Press Shift + Up Arrow.
1.4.7
13. In the Editing group, click AutoSum. Do not press Enter yet.
14. In the Clipboard, click Copy.
How do you record a simple
15. Press Tab.
macro?
16. Type the partial formula =max(.
17. In the Clipboard group, click Paste.
18. Type ) (end parenthesis) and press Tab.
19. Press Left Arrow.
20. Click $ (Accounting Number Format) in the Number group.
21. On the DEVELOPER tab, in the Code group, click Stop Recording.
276 Lesson 9
22. Now that you’re not recording, adjust the width of column E to fit its contents. As
Figure 9-43 shows, the macro generates a total for the bottom of the arbitrary cluster
of records, and also tabulates the highest value in that cluster in the cell adjacent to the
subtotal.
Figure 9-43
Custom subtotals generated
with macro
Custom subtotals
generated with macro
Another Way
In the green status
bar along the bottom of the
Excel window, there’s an icon 23. Click the FILE tab, and then click Save As.
that looks like a worksheet
24. In Backstage, locate the Lesson 9 folder.
with a dot in the upper left
corner, as shown in Figure 25. In the Save As dialog box, under Save as type, choose Excel Macro-Enabled Workbook
9-44. Click this to bypass the (*.xlsm).
ribbon and immediately start
recording a new macro. Click SAVE the workbook as 09 4Strong Tour Revenues Solution.xlsm and leave it open for the
the same spot again to stop next exercise.
recording.
Figure 9-44
Alternate record macro button
Record macro
For security reasons, Excel no longer saves macros in its regular .XLS and .XLSX files. This is
due to how often the macros feature was maliciously used by people sending Excel workbooks to
others via e-mail attachments. Now, the only way to save a macro-enabled workbook is to give it
the special .XLSM file type. This way, companies that want to avoid any possibility of spreading
malware can enforce policies preventing .XLSM files from being attached to or received within
e-mails.
Running a Macro
A recorded macro follows the steps you gave Excel during the recording process. For that reason,
it’s up to you to prepare the worksheet and select the cell you want before you begin. You can play
back any macro by selecting it from the Macro dialog box. But it’s generally easier to assign it to a
keystroke, as you did in the previous exercise, and simply launch it from the keyboard.
step by step Run a Macro

1. Click cell D39.
2. On the DEVELOPER tab, in the Code group, click Macros.
3. In the Macro dialog box, click CustomSubtotals. Click Run. The custom subtotals row
is added immediately, with a one-row gap between the clusters.
4. Click cell D57.
5. Press Ctrl + Shift + S. The custom subtotals row appears here immediately.
Managing Macro Security

Because of the proliferation of malicious software, Microsoft has set up Excel so that after it’s
installed, you cannot execute macros from a file you open (even an explicitly macro-enabled work-
book) until you read the notification and click Enable Content. If you never plan to run macros
or if you’re skeptical about your office colleagues, you can turn off macros completely. You can
also turn off the notifications and enable all macros, if you work in an office such as a financial
services provider where macros are in use constantly, you trust the source of the Excel workbooks,
and notifications would only get in the way.
step by step Manage Macro Security

1.4.5
1. On the DEVELOPER tab, in the Code group, click Macro Security.
2. In the Trust Center dialog box (see Figure 9-45), click Disable all macros with
How do you manage macro
notification to have Excel warn you whenever an opened workbook contains macros,
security?
enabling you to turn those macros on or off based on your decision.
Figure 9-45
Trust Center with macro
protection settings
3. Click OK.
CLOSE the workbook. CLOSE Excel.

278 Lesson 9
Skill Summary
Objective
To import data. Open non-native files directly in Excel. 1.1.4

Import files. 1.1.3
Append data to worksheets. 2.1.1
To ensure your data’s integrity. Set data validation. 1.3.8
To sort data.
To filter data.
To outline and subtotal data. Create outlines. 2.3.5
Collapse groups of data in outlines. 2.3.6
Insert subtotals. 2.3.7
To set up data in a table format. Apply styles to tables. 3.2.1
Band rows and columns. 3.2.2
Remove styles from tables. 3.2.4
Define titles. 3.1.3
Insert total rows. 3.2.3
Add and remove cells within tables. 3.1.2
Filter records. 3.3.1
Sort data on multiple columns. 3.3.2
Change sort order. 3.3.3
Remove duplicates. 3.3.4
Move between tables and ranges. 3.1.1
To save work with macros. Assign shortcut keys. 1.4.12
Record simple macros. 1.4.7
Manage macro security. 1.4.5
Multiple Choice
1. Which of the following procedures is not a way to sort a table by the contents of one
column?
a. Click the Sort button in the Sort & Filter group of the Data tab.
b. Click an AutoFilter button in the total row.
c. Click an AutoFilter button in the field names row.
d. Click the Filter button in the Sort & Filter group of the Data tab.
2. Which is a valid reason you’d want to convert a table to a range?

a. To clear the sorting criteria and start over.
b. To prepare for deleting a column.
c. To prepare for importing new data from a non-Excel file.
d. To prepare to change its conditional formatting.
3. Which of the following is the difference between an Auto Outlined worksheet and a
worksheet with multiple groups?
a. None.
b. Only an Auto Outlined worksheet may contain total rows.
c. An Auto Outlined worksheet contains only one button for collapsing and expanding.
d. Only a multi-grouped worksheet can cluster rows and columns.
4. Which of the following is a correct reference to the cell in the Total Sale column on the
rightmost side of a table called Auction Items?
a. Table[Auction Items(Total Sale)]
b. Auction Items(Total Sale)
c. Auction Items[#Totals]
d. #Totals[Total Sale]
5. Which of the following procedures is not a way to filter a table by the contents of one
column?
a. Click the criterion button on the slicer.
b. Right-click the cell whose contents you want for the criterion, and click Filter in the
menu.
c. Click the Filter button in the Sort & Filter group of the Data tab.
d. Click the AutoFilter button in the total row at the bottom.
6. Which of the following attributes is not a potential criterion for an AutoFilter sort?
a. Font color
b. Font style
c. Cell color
d. Cell icon
7. Which is the difference between an AutoFiltered range of records in a list and a table?
a. None.
b. A table maintains its sort order after you close and then open it again.
c. A table given a title enables its field names to be used in formulas in place of cell
references.
d. A table enables special subtotal functions for total rows.
8. Which characters may not be used to begin a field name in a table?
a. = @ -
b. $ = (
c. % { [
d. $ % @
9. Which is the reason you would want to record a macro with absolute references rather
than relative?
a. You want to preserve the integrity of any cells referenced by formulas in the macro.
b. You want the values of any cells copied to the macro to be accurate.
c. You want the results of any formulas produced by the macro to be accurate.
d. You want the macro to reproduce its results in the same place each time.
10. From which of the following does Excel not have features for importing data?
a. An active database
b. A Web page
c. A Web search
d. An XML file
True / False
T F 1. You remove duplicate rows from a table the same way you would for a named
range of AutoFiltered records.
T F 2. You cannot sort a table in alphabetical or numerical order for one column and
by conditional formatting for another column at the same time.
280 Lesson 9
T F 3. When importing data from a text file, you can tell Excel to recognize a character
other than a comma as a field delimiter.
T F 4. You can have no more than two criteria in a custom AutoFilter.
T F 5. Immediately after you group together a cluster of adjacent rows, Excel prompts
you to create a total row beneath it.
T F 6. Once you remove an automatic style from a table, it is no longer a table.
T F 7. The title given to a table appears above the field names row.
T F 8. The @ character is required before any reference to a specific value in a named
row.
T F 9. Field names in a table, as opposed to a named range, must begin with an
alphabetic character.
T F 10. Excel will not let any macro run in a worksheet without the user’s direct
approval, unless the option for that notification is explicitly turned off.
Project 9-1: Home Buying Comparison

You’ve created a list of homes available for sale in your neighborhood with some important char-
acteristics you want to compare with one another. You’re wondering whether your realtor is asking
as much for your house as she could be asking. In this project, you’ll generate a table, filter the
table by multiple criteria, and calculate the average asking price for homes in the neighborhood
that meet the criteria.
GET READY. LAUNCH Excel if it is not already open.

1. OPEN 09 Homes for Sale from the files for this lesson.
2. SAVE the workbook as 09 Homes for Sale 3-19 Solution.
3. Click any cell in the data range. On the HOME tab, in the Styles group, click Format as
Table. Give the table the style Table Style Light 19. Click OK.
4. On the DESIGN tab, in the Table Style Options group, click First Column.
5. Click cell A23.
6. On the HOME tab, in the Editing group, click the down arrow button next to AutoSum.
In the menu, click Average.
7. Click the filter button for Fireplace. In the menu, clear the checked boxes and then
check the box for Y. Click OK.
8. Repeat this process for the Great Room column.
9. Click the down arrow beside Sq. Ft. In the menu, click Number Filters, and then click
Greater Than Or Equal To.
10. In the Custom AutoFilter dialog box, next to is greater than or equal to, type 1900. Click
OK. The table now shows all homes for sale in the neighborhood with a fireplace and
a great room, and with 1,900 square feet or more. The total row shows the average
asking price for only the six houses shown.
SAVE and CLOSE this workbook. Leave Excel open for the next project.
Project 9-2: Fundraising Revenue Summary

You’re a volunteer for a charity that generates money for worthwhile causes by gathering together
famous athletes for public events. In this project, you will generate collapsible subtotal rows for a
list of moneys raised at various tour stops.

1. OPEN 09 4Strong Tour Revenues.xlsx from the files for this lesson. Note that this is not
the .xlsm solution file you created during the Recording a Basic Macro exercise.
2. SAVE the workbook as 09 4Strong Tour Revenues Summary Solution.xlsx.
3. Select the range A4:D232.
4. On the DATA tab, in the Outline group, click Subtotal.
5. In the Subtotal dialog box, set At each change in to Tour Stop Date. Set Use function
to Sum. Check only the Sales box under Add subtotal to. Check Summary below data.
Click OK.
6. After the groups are all added, in the Outline group, click Hide Detail.
7. Expand column D if necessary to make room for the Grand Total at the bottom.
Project 9-3: Hot Sauce Sales Report

You work in the accounting department of a nonprofit organization that manufactures jars of
various recipes of homemade hot sauce, for resale by charity groups. In this project, you combine
three sheets worth of data into a single sheet that can be expanded and collapsed, and that shows
subtotals for each month.

1. OPEN 09 Hot Sauce Sales Q1 from the files for this lesson.
2. SAVE the workbook as 09 Hot Sauce Sales Q1 Report Solution.
3. Click the February tab.
4. Select cell range A6:J30.
5. Copy the range to the January worksheet starting at cell A32.
6. Adjust the formulas in Gross Sales for the copied region to point to the correct cells in
the Unit Prices worksheet, starting with cell B9.
7. Repeat the process, copying the range in the March worksheet to January, with the top
left cell in A58. Be sure to correct the Gross Sales formulas.
8. Adjust the height of rows with column headers to more appropriately fit their contents.
9. Click cell B4 and type First quarter 2013.
10. Click cell A6 and type January. Repeat this for the respective cells in the other two
months’ tables.
11. Delete the February and March worksheets.
12. Rename the January worksheet First quarter.
13. Select row 17 and insert a new row.
14. Create AutoSum formulas for January Unit Sales columns B through J, giving a special
boldface to J17.
15. Copy row 17 and insert it below the Unit Sales tables for the other two months.
16. Create AutoSum formulas for January Gross Sales columns B through I. Copy these
formulas to February and March.
17. Select rows 8 through 16. On the DATA tab, in the Outline group, click the Group
button.
18. Repeat this process for the remaining five tables.
19. Select columns B through I. Click the Group button.
282 Lesson 9
20. Select the entire worksheet. In the Outline group, click Hide Detail. Both rows
and columns are collapsed to reveal just the sales summaries. Widen column J, if
necessary.
Project 9-4: Employee Archive Rescue

You’re helping a colleague to restore some lost data, by reconstructing it from old backups. One
of these backup files is an .MDB format database file. In this project, you’ll import the data from
that file into an Excel table, and correcting the formulas inside that table.

1. OPEN a Blank workbook.
2. On the DATA tab, in the Get External Data group, click From Access.
3. In the Select Data Source dialog box, locate and select 09CMKPAY.mdb. Click Open.
4. In the Import Data dialog box, leave the settings for a new Table in an Existing
worksheet. Set the target location to the upper left corner cell. Click OK.
5. After the table is imported, use the Name Manager dialog box to rename the table from
Table__09_CMKPAY to Employees.
6. Change all the contents of columns D through L to Accounting number format.
7. Insert a new column between LTD and NET_PAY and name it Total Deductions.
8. Click cell L2 and type the following formula:
=SUM(Employees[@[FED_TAX]:[LTD]])
9. Note how the colon in-between the two field names FED_TAX and LTD makes this
reference into a range, just as it would if you entered D2:K2. The formula you entered
automatically fills down the rest of the column.
10. For cell M2, type the following formula:
=[GROSS_PAY]-[Total deductions]
11. Note that when the formula is used inside the table, which is the case here, you can
omit the @ prefix from the reference, which otherwise means “on this row.”
12. Because the rest of the column is nonblank, use the fill handle to fill the new formula
down to cell M11.
13. Group columns E through K together and collapse them.
SAVE the workbook as 09 Charter Employees Solution. Leave the workbook open for the
next project.
Mastery Assessment
Project 9-5: Macro for Table Reconciliation

The remainder of the employees file you’re trying to reconstruct resides in an old Excel worksheet.
The problem is that the data in that worksheet is all comprised of totals from consolidation for-
mulas, and each employee record is a header for a collapsed group. When you copy the records,
you end up copying everything except the data used in the consolidation, resulting in a sheet full
of #REF! errors. You need a copying function that Excel doesn’t have. In this project, you’ll record
a macro that fulfills the job of copying just the data you need, saving you the hassle of copying all
the errors and weeding them out.
GET READY. USE the workbook from the previous project.

1. OPEN 09 2006+ Employees.xls from the data files for this lesson. Dismiss the usual
security warning.
2. Arrange the 2006+ Employees and Charter Employees windows side-by-side.

3. In the 2006+ Employees window, click the Sheet1 tab. Click cell A7 (ID).
4. In the Charter Employees window, create a new worksheet Sheet2. Click cell A1.
5. In the Charter Employees window, on the DEVELOPER tab, click the Code group to
ensure Use Relative References is highlighted.
6. In the Code group, click Record Macro.
7. In the Record Macro dialog box, name the macro CopyValRecord. Assign it the
keystroke Ctrl + Shift + C. Click OK to begin recording.
8. Switch to the 2006+ Employees window.
9. Hold down Shift and click cell P7 to select the entire row.
10. On the HOME tab, in the Clipboard group, click Copy.
11. Switch to the Charter Employees window.
12. In the Clipboard group, click Paste Values. The headings row should appear in the
worksheet.
13. Press Left Arrow, and then press Down Arrow. Cell A2 should be the active cell.
14. Switch to the 2006+ Employees window. Press Left Arrow, and then press Down
Arrow.
15. Switch to the Charter Employees window. On the DEVELOPER tab, in the Code group,
click Stop Recording.
16. To test the macro’s effectiveness, leave the same cells selected in both worksheets,
and press Ctrl + Shift + C. In a moment, Excel should have copied over the next row,
ID# 38448, which is actually three rows down in the old employees’ worksheet.
17. Keep pressing Ctrl + Shift + C until the last customer, ID #55412, has been copied into
row 36.
SAVE the newly loaded workbook as 09 Charter Employees Solution.xlsm. CLOSE the
2006+ Employees workbook and leave Charter Employees open for the next project.
Project 9-6: Reconciling Tables

You now have two employee tables of different ages imported into separate worksheets. You need
to reconcile them into a single table, but the problem is that you need to keep some aspects of
both tables and discard certain aspects of others. The solution is to make the tables structurally
equivalent to one another, copy the data from one into the other, and then trim any unwanted
parts from the product.
GET READY. USE the 09 Charter Employees Solution.xlsm workbook from the previous
project.
1. Open Sheet2. Change the number formats for cell ranges F2:L36 and N2:P36 to
Accounting. Change the number formats for M2:M36 to Percentage with two decimal
places.
2. Open Sheet1 and expand the group. Change the heading for column J to 401K. Add
a new column to the left of 401K named 401K rate. Add three columns to the right of
Employee Name called Title, First name, and Last name. Move Employee ID to column
B. Rename the REGULAR_HO column Hours. Add a column to the right of Hours named
Rate. Delete the Total Deductions column. Leave NET_PAY erroneous for the moment.
3. Copy the contents of Sheet2 to the end of the table in Sheet1 so that their Employee ID
fields align with one another.
4. Relocate the rows with full-name entries in the Employee Name column to the bottom
of the table in Sheet1, so that the relocated cells are automatically given the table
format.
5. Click any cell in the table. On the DATA tab, in the Data Tools group, click Remove
Duplicates.
6. In the Remove Duplicates dialog box,deselect all fields except the unique Employee ID
number. Click OK. Excel reports the number of duplicate employee records that were
removed. Click OK to dismiss the notice.
284 Lesson 9
7. Because all the old employees were apparently duplicated, delete the Employee Name
column.
8. Re-insert the Total deductions column and just before the NET_Pay column, type its
formula, this time being careful to omit 401K rate from the calculation.
9. Enter a new formula for the NET_PAY column starting at the top row and filling down,
subtracting Total deductions from GROSS_PAY.
10. Widen any partly-visible columns if necessary.
11. Apply boldface to the final column of the table.
SAVE the workbook as 09 Charter Employees Solution 2.xlsm. CLOSE Excel.

Circling Back 2 285
Circling Back 2
The Graphic Design Institute tracks many different types of data on its students, such as name,
country of origin, the general type of program (accelerated or regular), tuition costs, and the
month in which the student starts his or her program. In addition, instructors must maintain
grade books, which track grades for each student for each course taken. In this set of projects, you
apply formatting to cells and entire worksheets, search and replace text in individual worksheets
and across a workbook, and sort, filter, and subtotal data tables.
Project 1: Formatting Cells and Ranges

In this project, you format cells using character attributes, cell styles, and a number of other tech-
niques to give the Student Roster workbook a professional finish.

1. Open Student Roster.
2. Select cells A1:E1. On the HOME tab, in the Alignment group, click the Merge & Center
button.
3. Select cells A2:E2. On the HOME tab, in the Alignment group, click the Merge & Center
button.
4. Select cells A3:E3. Right-click and select Delete. In the Delete dialog box, ensure Shift
cells up is selected and click OK.
5. Select cells A3:E3. On the HOME tab, in the Font group, click the Bold button.
6. Select columns C and D. On the HOME tab, in the Alignment group, click the Center
button.
7. Click cell A1. On the HOME tab, in the Styles group, click the Cell Styles button arrow to
display the gallery.
8. Select the Title style.
9. Select cell A2. On the HOME tab, in the Styles group, click the Cell Styles button arrow,
and then under Themed Cell Styles, select Accent1.
10. Apply bold to cell A2.
11. Select cells D4:D46. On the HOME tab, in the Number group, open the Number Format
drop-down menu and select Accounting.
12. In the Number group, click the Decrease Decimal button until no decimal places
display.
13. Click cell A4. Click the VIEW tab, and in the Window group, click the Freeze Panes
button arrow and select Freeze Panes.
14. SAVE the workbook as Student Roster 1 Solution in the Circling Back folder.
Project 2: Formatting Worksheets

Apply the formatting skills you learned in Lesson 6 to adjust the size of rows and columns in the
Student Roster worksheet, add a header and footer, and fix the formatting of a repeated word using
the Replace feature.
1. Double-click the border between the rows 1 and 2 headings to automatically resize row
1 to fit the contents.
286 Circling Back 2
2. Select row 2. On the HOME tab, in the Cells group, click the Format button arrow, select
Row Height, in the Row Height text box, type 18.75, and then click OK.
3. Double-click the border between the columns D and E headings to automatically resize
column D to fit the contents.
4. Click the PAGE LAYOUT tab, and in the Themes group, click the Themes button arrow
to open the gallery. Select the Integral theme.
5. Click cell A1. Click the HOME tab, and in the Font group, change the font size to 24.
6. Change the font size of the content in cell A2 to 14.
7. Select cells A3:E46. Change the font size to 12.
8. Adjust the size of each column as follows:
Column A: 20
Column B: 15
Column C: 12
Column D: 10
Column E: 13
9. Click the VIEW tab, and in the Window group, click the Freeze Panes button arrow, and
then select Unfreeze Panes.
10. Click the INSERT tab, and in the Text group, click the Header & Footer button.
11. Click the HEADER & FOOTER TOOLS DESIGN tab, in the Header & Footer group, click
the Header button arrow, and then select Sheet1, Confidential, Page 1.
12. Click anywhere in the header. On the HEADER & FOOTER TOOLS DESIGN tab, in the
Navigation group, click the Go to Footer button.
13. In the Header & Footer group, click the Footer button arrow and select the file name
option, which is the sixth option in the list.
14. Press Ctrl + H to open the Find and Replace dialog box to the Replace tab. In the Find
What box, type accelerated and press Tab. In the Replace With box, type Accelerated.
Click the Options button and select the Match case checkbox. Click the Replace All
button. After the words are replaced, click OK, and then click Close.
15. On the status bar, click the Normal view button to return to Normal view.
16. SAVE the workbook as Student Roster 2 Solution in the Circling Back folder, and then
CLOSE the file.
Project 3: Managing Worksheets

In this project, you help an instructor add the GPA worksheet to a grade book and reorganize the
worksheets within the grade book. You will also show the instructor how easy it is to find and
replace data across worksheets in a workbook.

1. Open Grade Book and GPA.
2. In the GPA workbook, right-click Sheet1 and select Move or Copy.
3. In the Move or Copy dialog box, open the To Book drop-down menu and select Grade
Book.xlsx.
4. Under Before Sheet, select (move to end) and click OK. The GPA worksheet is added to
the Grade Book workbook, and the GPA workbook closes.
5. In the Grade Book workbook, right-click the Sheet1 tab, select Rename, and type
Graphic Design 1.
6. Rename the Sheet2 tab to Digital Media 1.
7. Rename the Sheet3 tab to Typography 1.
Circling Back 2 287
8. Rename the last sheet tab to GPA.

9. Click and hold the Digital Media 1 tab. Drag and drop it after the Typography 1 tab.
10. Right-click the GPA sheet tab, point to Tab Color, and under Standard Colors, select the
Purple color box.
11. You must replace every instance of Herp in the Last Name column and Jesper in the
First Name column with Byham and Richard A., respectively. The change must be
made to the first three worksheets. To do so, select the Graphic Design 1, Typography
1, and Digital Media 1 sheet tabs. You can select all of them by pressing the Shift key
while you click each sheet tab.
12. Press Ctrl + H to open the Find and Replace dialog box to the Replace tab.
13. In the Find What box, type Herp. In the Replace With box, type Byham. Click Replace
All and then click OK.
14. In the Find and Replace dialog box, in the Find What box, type Jesper and in the
Replace With box, type Richard A. Click Replace All and then click OK. Click Close to
close the Find and Replace dialog box.
15. Right-click any of the grouped sheet tabs and select Ungroup Sheets.
16. Click each of the three sheet tabs and verify that the names were replaced
appropriately.
17. SAVE the workbook as Grade Book Solution in the Circling Back folder, and then
CLOSE the file.
Project 4: Working with Data

The chief financial officer created a new worksheet based on the Contributions worksheet. She
would like you to create two groups—one for organizations and another for individuals. In each
group, she wants you to sort by the type of fund and then the contribution amount (highest to
lowest), and provide subtotals for each fund in both groups.

1. Open Contributions 2.
2. Before row 4, insert a blank row. In cell A4, type Organizations and press Enter.
3. Insert two blank rows before row 23 (just before the row that contains “Voss, Florian”).
In cell A24, type Individuals and press Enter.
4. Bold the content in cell A24. Select A24:C24. If necessary, click the HOME tab, in the
Clipboard group, click the Format Painter button. Copy the formatting from cells
A24:C24 to A4:C4.
5. Select rows 4:22.
6. Click the DATA tab, and in the Outline group, click the Group button. A group indicator
line is added to the left of the row markers and an outline symbol on the row just below
the end of the group.
7. Select rows 24 through 35 (all of the individuals in the Contributions worksheet).
8. On the DATA tab, in the Outline group, click the Group button.
9. Select rows 5:22.
11. In the Sort dialog box, clear the My Data has Headers check box if it is selected. In the
Sort By drop-down menu, select Column B. In the Order drop-down menu, ensure A to
Z appears. Click the Add Level button. In the Then By drop-down menu, select Column
C, and in the Order drop-down menu, select Largest to Smallest. Click OK.
12. Select rows 25:35 and repeat steps 10 and 11.
13. Select rows 3:35. Be sure the column headings (in row 3) are included in the selection.
288 Circling Back 2
14. On the DATA tab, in the Outline group, click Subtotal. The Subtotal dialog box appears.
15. In the At Each Change In list box, select Fund.
16. In the Use Function list box, verify that Sum appears.
17. In the Add Subtotal To list box, verify that only Amount is selected.
18. Near the bottom of the dialog box, verify that only Replace Current Subtotals and
Summary Below Data are selected.
19. Click OK. Excel inserts subtotal rows after each type of fund in both groups.
20. Highlight row 45 (the Total Contributions row). Use the Format Painter to copy
formatting from row 45 to row 44.
21. Delete row 45.
22. SAVE the workbook as Contributions Sorted Solution in the Circling Back folder, and
CLOSE Excel.
Using
Advanced Formulas 10
Lesson Skill Matrix
Using Formulas to Conditionally Demonstrate how to apply the SUMIF function. 4.3.1
Summarize Data
Demonstrate how to apply the COUNTIF function. 4.3.3
Demonstrate how to apply the AVERAGEIF function. 4.3.2
Using Formulas to Look up data in a
workbook
Adding Conditional Logic Functions

to Formulas
Using Formulas to Modify Text Demonstrate how to use the RIGHT, LEFT, and MID functions. 4.4.1
Demonstrate how to use the TRIM function. 4.4.2
Demonstrate how to use the UPPER and LOWER functions. 4.4.3
Demonstrate how to use the CONCATENATE function. 4.4.4
Key Terms
• arguments
• conditional formula
• criteria
• lookup functions
• table
• table array
©AtnoYdur /iStockphoto
289
290 Lesson 10
Fabrikam, Inc. uses several of Excel’s analytical tools to review sales data during
strategic planning activities. Fabrikam’s owners created a bonus program as part of
the company’s employee-retention efforts and to encourage individual sales agents
and all employees to support the total sales goals. The bonus is based on years
of service and when an agent reaches his or her sales goal for the year. Fabrikam
realizes that all back office employees support the sales agents and so it gives a bo-
nus to the entire staff if the total sales goal is met. To determine which agents and
employees will receive the performance bonus, Fabrikam’s accountants must cre-
©AtnoYdur /iStockphoto
ate formulas to analyze the company’s sales data. Excel’s built-in formulas are the
perfect solution to compute and display all the calculations the accountants need. You learn to apply these
formulas in the exercises in this lesson.
The FORMULAS Tab

In this lesson, you use commands on the FORMULAS tab to create formulas to conditionally
summarize data, look up data, apply conditional logic, and modify text. The FORMULAS
tab is shown in Figure 10-1.
Use to Apply conditional Use to Use to create VLOOKUP Create and use named
logic (IF, AND, OR…). modify text. and HLOOKUP formulas. ranges in formulas.
Figure 10-1 Math & Trigs contains Use Statistical Formulas choice
SUM and SUMIF. for COUNTIF, COUNTIFS,
FORMULAS tab AVERAGEIF, AVERAGEIFS.
Using Advanced Formulas 291
The FORMULAS tab contains the command groups you use to create and apply advanced for-
mulas in Excel. Use this illustration as a reference throughout the lesson. Table 10-1 summarizes
the functions covered in this lesson and includes where the functions are located on the FOR-
MULAS tab.
Table 10-1 Function Category Syntax Description

Location and description of
functions in this Lesson SUMIF Math & Trig SUMIF(Range, Criteria, Adds the cells in Range or
[Sum_Range]) Sum_Range specified by a
given Criteria.
SUMIFS Math & Trig SUMIFS(Sum_Range, Crite- Adds the cells in Sum_Range
ria_Range1, Criteria1, [Crite- that meet multiple Criteria.
ria_Range2, Criteria2], ...)
COUNTIF More Functions COUNTIF(Range, Criteria) Counts the number of cells

> Statistical within Range that meet the
Criteria.
COUNTIFS More Functions COUNTIFS(Criteria_Range1, Counts the number of cells

> Statistical Criteria1, [Criteria_Range2, within multiple Criteria_
Criteria2], …) Range# that meet Criteria#.
AVERAGEIF More Functions AVERAGEIF(Range, Criteria, Returns the arithmetic mean

> Statistical [Average_Range]) of cells in Range or Average_
Range that meet a Criteria.
AVERAGEIFS More Functions AVERAGEIFS(Average_Range, Returns the mean of cells in

> Statistical Criteria_Range1, Criteria1, [Cri- Average_Range that meet
teria_Range2, Criteria2], …) multiple Criteria.
VLOOKUP Lookup & VLOOKUP(Lookup_Value, Searches for a value in the first

Reference Table_Array, Col_Index_Num, column of Table_Array and re-
[Range_Lookup]) turns a value in the same row
from Col_Index_Num.
HLOOKUP Lookup & HLOOKUP(Lookup_Value, Searches for a value in the

Reference Table_Array, Row_Index_Num, top row of Table_Array and
[Range_Lookup]) returns a value in the same col-
umn from Row_Index_Num.
IF Logical IF(Logical_Test, [Value_If_True], When Logical_Test is TRUE,

[Value_If_False]) returns Value_If_True; other-
wise, it returns Value_If_False.
AND Logical AND(Logical1, [Logical2], ...) Returns TRUE if all Logical1…

are TRUE; returns FALSE if any
Logical1... is FALSE.
OR Logical OR(Logical1, [Logical2], ...) Returns TRUE if any Logical1...

is TRUE; returns FALSE if all
Logical1... are FALSE.
NOT Logical NOT(Logical) If Logical is TRUE, it returns

FALSE and if Logical is FALSE, it
returns TRUE.
IFERROR Logical IFERROR(Value, Value_If_ Returns Value_If_Error if a

Error) formula evaluates to an error;
otherwise, it returns Value.
LEFT Text LEFT(Text, [Num_Chars] ) Returns the left Num_Chars

from text.
292 Lesson 10
Table 10-1 Function Category Syntax Description

Location and description of
functions in this Lesson RIGHT Text RIGHT(Text, [Num_Chars] ) Returns the right Num_Chars
from text.
MID Text MID(Text, Start_Num, Num_ Returns Num_Chars from the

Chars) Text starting at Start_Num.
TRIM Text TRIM(Text) Removes spaces at beginning

and end of text.
PROPER Text PROPER(Text) Capitalizes the first letter in

each word of text.
UPPER Text UPPER(Text) Converts text to uppercase.
LOWER Text LOWER(Text) Converts text to lowercase.
CONCATE- Text CONCATENATE(Text1, Joins Text1Text2…

NATE [Text2], ...)
FIND Text FIND(Find_Text, Within_Text, Gives number where Within_

[Start_Num]) Text starts inside of Find_Text.
SUBSTITUTE Text SUBSTITUTE(Text, Old_Text, Substitutes New_Text for

New_Text , [Instance_Num] ) Old_Text in text.
Workplace Ready
begin your excel portfolio
If you are just beginning your career, you may get the question, “How well do you know Excel?”
How do you answer a general question like that? Instead of a general response such as, “I know
Excel fairly well,” it might be more helpful to both you and your potential employer if you have
specifics about what features of Excel you’ve used. For some employers, the number of functions
you know and can use is a good indication of an answer to that question. Some people never use
more than SUM and AVERAGE and perhaps a couple of other functions. One recommendation
is to create a spreadsheet that lists the features and functions you use, such as the one that follows,
and keep a notebook (electronic and three-ring binder) of the workbooks that illustrate those fea-
tures. In addition to providing a great visual example of your work, you then have a much more
meaningful answer to the “How well do you know Excel?” question.
In addition to Excel, you might want to expand this list to include all applications you use.
USING FORMULAS TO CONDITIONALLY SUMMARIZE DATA

As you learn in Lesson 4, “Using Basic Formulas,” a formula is an equation that performs calcu-
Bottom Line
lations—such as addition, subtraction, multiplication, and division—on values in a worksheet.
When you enter a formula in a cell, the formula is stored internally and the results are displayed in
the cell. Formulas give results and solutions that help you assess and analyze data. As you learned
in Lesson 6, “Formatting Cells and Ranges,” you can use a conditional format—which changes
the appearance of a cell range based on a criterion—to help you analyze data, detect critical issues,
identify patterns, and visually explore trends.
Conditional formulas add yet another dimension to data analysis by summarizing data that meets
one or more criteria. Criteria can be a number, text, or expression that tests which cells to sum,
count, or average. A conditional formula is one in which the result is determined by the presence
or absence of a particular condition. Conditional formulas used in Excel include the functions
SUMIF, COUNTIF, and AVERAGEIF that check for one criterion, or their counterpoints SUM-
IFS, COUNTIFS, and AVERAGEIFS that check for multiple criteria.
Using SUMIF
The SUMIF function calculates the total of only those cells that meet a given criterion or con-
dition. The syntax for the SUMIF function is SUMIF(Range, Criteria, Sum_range). The values
that a function uses to perform operations or calculations in a formula are called arguments.
Thus, the arguments of the SUMIF function are Range, Criteria, and Sum_range, which, when
used together, create a conditional formula in which only those cells that meet a stated Criteria
are added. Cells within the Range that do not meet the criterion are not included in the total. If
you use the numbers in the range for the sum, the Sum_range argument is not required. However,
if you are using the criteria to test which values to sum from a different column, then the range
becomes the tested values and the Sum_range determines which numbers to total in the same rows
as the matching criteria. In this chapter, optional arguments will be in italics.
step by step Use the SUMIF Function
Table 10-2 explains the meaning of each argument in the SUMIF syntax. Note that if you omit
Sum_range from the formula, Excel evaluates and adds the cells in the range if they match the
criterion.
Table 10-2 Argument Explanation

Arguments in the
SUMIF syntax Range The range of cells that you want the function to evaluate. Also add the matched cells
if the Sum_range is blank.
Criteria The condition or criterion in the form of a number, expression, or text entry that
defines which cells will be added.
Sum_range The cells to add if the corresponding row’s cells in the Range match the criteria. If
this is blank, use the Range for both the cells to add and the cells to evaluate the
criteria against.

1. OPEN the 10 Fabrikam Sales file for this lesson, and SAVE it to the Lesson 10 folder as
10 Fabrikam Sales Solution.
294 Lesson 10
2. Select C20. Click the FORMULAS tab and in the Function Library group, click Math &
Trig. Scroll and click SUMIF. The Function Arguments dialog box opens with text boxes
for the arguments, a description of the formula, and a description of each argument.
3. In the Function Arguments dialog box, click the Collapse Dialog button for the Range
argument. This allows you to see more of the worksheet. Select the cell range C5:C16.
Press Enter. By doing this, you apply the cell range that the formula will use in the
calculation.
4. In the Criteria box, type >200000 and press Tab. Figure 10-2 shows that the Sum_range
text box is not bold. This means that this agrument is optional. If you leave the Sum_
range blank, Excel sums the cells you enter in the Range box. You now applied your
criteria to sum all values that are greater than $200,000.
Figure 10-2
The Function Arguments dia-
log box guides you in building
SUMIF formulas.
Collapse
Dialog
Select worksheet buttons
cells or type range
that will be
evaluated by the
criteria
Bold = required
arguments
Dimmed = optional
argument
Identifies purpose Look in Range and sum

of current text box only values that match
argument this Criteria
Take Note In your workbook, cells in column C are not highlighted and the text and amount in cells C19,
E19, and E20 are empty. Figure 10-2 has been modified to show you which cells in the C5:C16
range meet the >200000 criteria (275,000+209,000+258,000+359,500+250,000+305,600) and
that the total is the sum of these individual cells or 1,657,100. If you want to conditionally high-
light a range, see Lesson 6.
Troubleshooting It is not necessary to type dollar signs or commas when entering dollar amounts in the Function
Arguments dialog box. If you type them, Excel removes them from the formula and returns
an accurate value.
5. Click OK to accept the changes and close the dialog box. You see that $1,657,100 of
Fabrikam’s December revenue came from properties valued in excess of $200,000.
6. If for some reason you need to edit the formula, select the cell that contains the
function, and on the FORMULAS tab, or in the Formula Bar, click the Insert Function
button to return to the Function Arguments dialog box (see Figure 10-3).
Figure 10-3
Insert Function buttons allow
you to return to the Function
Arguments dialog box.
Insert function
buttons
Quotation marks added by Preview of arguments Preview of result if

Excel when it recognizes text or all boxes complete
equations
Take Note The result of the SUMIF formula in C20 does not include the property value in C15 because the
formula specified values greater than $200,000. To include this value, the criterion needs to be >=
(greater than or equal to).
7. Click OK or press Esc if you have no changes.
8. Select cell C21, and in the Function Library group, click Recently Used, and then click
SUMIF to once again open the Function Arguments dialog box. The insertion point
should be in the Range box.
Take Note When you click Recently Used, the last function that you used appears at the top of the list.
Similarly, when you click Insert Function, the Insert Function dialog box opens with the last used
function highlighted.
9. In the Range field, select cells E5:E16. The selected range is automatically entered into
the text box. Press Tab.
Take Note You do not need to collapse the dialog box as you did in Step 3. You can directly highlight the
range if the dialog box is not in the way. Another option is to move the dialog box by dragging
the title bar.
4.3.1
10. In the Criteria box, type <3% and press Tab. You enter the criteria to look at column E
and find values less than 3%.
that sums only those values 11. In the Sum_range field, select cells C5:C16. The formula in C21 is different that the
that meet criteria? formula in C20. In C21, the criteria range is different than the sum range. In C20, the
296 Lesson 10
criteria range and the sum range are the same. In C21, SUMIF checks for values in
column E that are less than 3% (E8 is the first one) and finds the value in the same
row and column C (C8 in this case) and adds this to the total. Click OK to accept your
changes and close the dialog box. Excel returns a value of $1,134,200.
Using SUMIFS
The SUMIFS function adds cells in a range that meet multiple criteria. It is important to note that
the order of arguments in this function is different from the order used with SUMIF. In a SUMIF
formula, the Sum_range argument is the third argument; in SUMIFS, however, it is the first argu-
ment. In this exercise, you create and use two SUMIFS formulas, each of which analyzes data based
on two criteria. The first SUMIFS formula adds the selling price of the properties that Fabrikam sold
for more than $200,000 and that were on the market 60 days or less. The second formula adds the
properties that sold at less than 3% difference from their listed price within 60 days.
step by step Use the SUMIFS Function

1. Click cell C22. On the FORMULAS tab, in the Function Library group, click Insert
Function.
Another Way 2. In the Search for a function box, type SUMIFS, and then click Go. SUMIFS is
You can use the In- highlighted in the Select a function box.
sert Function button to find a 3. Click OK to accept the function.
function or one of the function
4. In the Function Arguments dialog box, in the Sum_range box, select cells C5:C16. This
buttons in the Function Library
adds your cell range to the argument of the formula.
if you know the function cate-
gory and name. 5. In the Criteria_range1 box, select cells F5:F16. In the Criteria1 box, type <=60. This
specifies that you want to calculate only those values that are less than or equal to 60.
When you move to the next text box, notice that Excel places quotation marks around
your criteria. It applies these marks to let itself know that this is a criterion and not a
calculated value.
6. In the Criteria_range2 box, select cells C5:C16. You are now choosing your second cell
range.
7. In the Criteria2 box, type >200000. Click OK. You now applied a second criterion that
will calculate values greater than 200,000. Excel calculates your formula, returning a
value of $742,000.
8. Select C23 and in the Function Library group, click Recently Used.
9. Select SUMIFS. In the Sum_range box, select C5:C16.
10. In the Criteria_range1 box, select cells F5:F16. Type <=60 in the Criteria1 box.
11. In the Criteria_range2 box, select cells E5:E16. Type <3% in the Criteria2 box and
press Tab. To see all arguments, scroll back to the top of the dialog box. The Function
Arguments dialog box should look like Figure 10-4.
Figure 10-4
SUMIFS formula applies two or
more criteria.
Preview indicates
total will be 433000.
Troubleshooting It is a good idea to press Tab after your last entry and preview the result of the function to
make sure you entered all arguments correctly.
12. Click OK. After applying this formula, Excel returns a value of $433,000.
The formulas you use in this exercise analyze the data on two criteria. You can continue to add up
to 127 criteria on which data can be evaluated.
Because the order of arguments is different in SUMIF and SUMIFS, if you want to copy and edit
these similar functions, be sure to put the arguments in the correct order (first, second, third, and
so on).
Using COUNTIF
In a conditional formula, the COUNTIF function counts the number of cells in a given range
that meet a specific condition. The syntax for the COUNTIF function is COUNTIF(Range,
Criteria). The Range is the range of cells to be counted by the formula, and the Criteria are the
conditions that must be met in order for the cells to be counted. The condition can be a number,
expression, or text entry. In this exercise, you practice using the COUNTIF function twice to
calculate values of homes sold and listed >=200,000. The ranges you specify in these COUNTIF
formulas are prices of homes. The criterion selects only those homes that are $200,000 or more.
step by step Use the COUNTIF Function

Another Way 1. Select C24. In the Function Library group, click More Functions, select Statistical, and
You can also click COUNTIF.
choose Insert Function and 2. In the Function Arguments dialog box, in the Range box, select cells B5:B16.
Search for the function by
3. In the Criteria box, type >=200000 and press Tab. Preview the result and click OK. You
name.
set your criteria of values greater than or equal to $200,000. Excel returns a value of 9.
4.3.3
4. Select C25 and in the Function Library group, click Recently Used.
5. Select COUNTIF. In the Functions Arguments box, in the Range box, select cells
C5:C16.
that counts the number of
cells within a range that 6. In the Criteria box, type >=200000 and press Tab. Preview the result and click OK. Excel
meets a criterion? returns a value of 7 when the formula is applied to the cell.
298 Lesson 10
Using COUNTIFS
The COUNTIFS formula counts the number of cells within a range that meet multiple criteria.
The syntax is COUNTIFS(Criteria_range1, Criteria1, Criteria_range2, Criteria2, and so on).
You can create up to 127 ranges and criteria. In this exercise, you perform calculations based on
multiple criteria for the COUNTIFS formula.
step by step Use the COUNTIFS Function

1. Select C26. In the Function Library group, click Insert Function.
2. In the Search for a function box, type COUNTIFS and then click Go. COUNTIFS is
highlighted in the Select a function box.
3. Click OK to accept the function and close the dialog box.
4. In the Function Arguments dialog box, in the Criteria_range1 box, type F5:F16. You
Another Way selected your first range for calculation.
In previous exam- 5. In the Criteria1 box, type >=60 and press Tab. The descriptions and tips for each
ples, you collapse the dialog argument box in the Function Arguments dialog box are replaced with the value when
box and select the range, you navigate to the next argument box (see Figure 10-5). The formula result is also
select the range without displayed, enabling you to review and make corrections if an error message occurs
collapsing the dialog box, and or an unexpected result is returned. You now set your first criterion. Excel shows the
you can also type the range as calculation up to this step as a value of 8.
in this example.
Figure 10-5
Arguments and results for
COUNTIFS formula
Preview formula result. Watch this change as each

criterion is added.
6. In the Criteria_range2 box, select cells E5:E16. You selected your second range to be
calculated.
7. In the Criteria2 box, type >=5% and press Tab to preview. Click OK. Excel returns a
value of 2.
A cell in the range you identify in the Function Arguments dialog box is counted only if all of the
corresponding criteria you specified are TRUE f or that cell. If a criterion refers to an empty cell,
COUNTIFS treats it as a 0 value.
Take Note When you create formulas, you can use the wildcard characters, question mark (?) and asterisk (*),
in your criteria. A question mark matches any single character; an asterisk matches any sequence
of characters. If you want to find an actual question mark or asterisk, type a grave accent (`) pre-
ceding the character. You apply this technique later in the lesson.
Using AVERAGEIF
The AVERAGEIF formula returns the arithmetic mean of all the cells in a range that meet a given
criteria. The syntax is similar to SUMIF and is AVERAGEIF(Range, Criteria, Average_range). In
the AVERAGEIF syntax, Range is the set of cells you want to average. For example, in this exer-
cise, you use the AVERAGEIF function to calculate the average number of days that properties
valued at $200,000 or more were on the market before they were sold. The range in this formula
is B5:B16 (cells that contain the listed value of the homes that were sold). The criterion is the con-
dition against which you want the cells to be evaluated, that is, >=200000. Average_range is the
actual set of cells to average—the number of days each home was on the market before it was sold.
As in the SUMIF formula, the last argument, Average_range, is optional if the range contains the
cells that both match the criteria and are used for the average. In this exercise, you first find the
average of all cells in a range and then find a conditional average.
step by step Use the AVERAGEIF Function

1. Select C27 and in the Function Library group, click More Functions. Select Statistical
and click AVERAGE.
2. In the Number1 box, type B5:B16 and click OK. A mathematical average for this range
is returned.
3. Select C28 and in the Function Library group, click Insert Function.
4.3.2
4. Select AVERAGEIF from the function list or use the function search box to locate and
accept the AVERAGEIF function. The Function Arguments dialog box opens.
How do you create a formula 5. In the Function Arguments dialog box, in the Range box, select cells B5:B16.
that averages the number
6. In the Criteria box, type >=200000.
of cells within a range that
meets a criterion? 7. In the Average_range box, select F5:F16 and press Tab to preview the formula. In the
preview, Excel returns a value of 63.33 (see Figure 10-6).
300 Lesson 10
Figure 10-6
Results for AVERAGEIF formula
8. Click OK to close the dialog box.

Using AVERAGEIFS
An AVERAGEIFS formula returns the average (arithmetic mean) of all cells that meet multiple
criteria. The syntax is AVERAGEIFS(Average_range, Criteria_range1, Criteria1, Criteria_range2,
Criteria2, and so on). You learn to apply the AVERAGEIFS formula in the following exercise to
find the average of a set of numbers where two criteria are met.
step by step Use the AVERAGEIFS Function

1. Click cell C29. In the Function Library group, click Insert Function.
2. Type AVERAGEIFS in the Search for a function box and click Go. AVERAGEIFS is
highlighted in the Select a function box.
3. Click OK to accept the function and close the dialog box.
4. In the Function Arguments dialog box, in the Average_range box, select cells F5:F16.
Press Tab.
5. In the Criteria_range1 box, select cells B5:B16 and press Tab. You selected your first
criteria range.
6. In the Criteria1 box, type <200000. You set your first criteria.
7. In the Criteria_range2 box, select cells E5:E16 and press Tab. You have selected your
second criteria range.
8. In the Criteria2 box, type <=5% and press Tab. Click OK. Excel returns a value of 60.
9. SAVE the 10 Fabrikam Sales Solution workbook, and then close it.
You entered only two criteria for the SUMIFS, COUNTIFS, and AVERAGEIFS formulas you
created in the previous exercises. However, in large worksheets, you often need to use multiple cri-
teria in order for the formula to return a value that is meaningful for your analysis. You can enter
up to 127 conditions that data must match in order for a cell to be included in the conditional
summary that results from a SUMIFS, COUNTIFS, or AVERAGEIFS formula.
The following statements summarize how values are treated when you enter an AVERAGEIF or
AVERAGEIFS formula:
• If Average_range is omitted from the function arguments, the range is used.
• If a cell in Average_range is an empty cell, AVERAGEIF ignores it.
• If the entire range is blank or contains text values, AVERAGEIF returns the #DIV0! error value.
• If no cells in the range meet the criteria, AVERAGEIF returns the #DIV/0! error value.
USING FORMULAS TO LOOK UP DATA IN A WORKBOOK

When worksheets contain long and sometimes cumbersome lists of data, you need a way to quick-
Bottom Line
ly find specific information within these lists. This is where Excel’s lookup functions come in
handy. Lookup functions are an efficient way to search for and insert a value in a cell when the
desired value is stored elsewhere in the worksheet or even in a different workbook. VLOOKUP
and HLOOKUP are the two lookup formulas that you use in this section. These functions can
return the contents of the found cell. As you work through the following exercises, note that the
term table refers to a range of cells in a worksheet that can be used by a lookup function.
Using VLOOKUP
The “V” in VLOOKUP stands for vertical. This formula is used when the comparison value is in
the first column of a table. Excel goes down the first column until a match is found and then looks
in one of the columns to the right to find the value in the same row. The VLOOKUP function
syntax is vwLOOKUP(Lookup_value, Table_array, Col_index_num, Range_lookup). See Figure
10-7 for a graphical explanation of the function.
Figure 10-7
Vertical lookup (VLOOKUP) 1) VLOOKUP goes vertically down
first column until there is a VLOOKUP(lookup_value, table_array, col_index_num)
match with lookup_value VLOOKUP(5,Commission,3) = 1.50%
Individual Back Office

Years with Fabrikam Bonus Bonus
1 1.00% 2.00%
2 1.50% 1.50%
5 2.00% 1.50%
1 is first column Col index 1 10 Col index 2
2.50% Col index1.00%
3
15 3.00% 1.00% Table_array is range called
Commission
2) Then goes over to the column_index_num
Table_array is a table of text, numbers, or values that you use for the formula. It can either be a
range of cells (A1:D5) or a range name (Commission). The data in a table array must be ar-
ranged in rows and columns. In the next exercise, you apply this formula to calculate employee
bonuses. When working with VLOOKUP functions and arguments, there are several key points
to keep in mind:
302 Lesson 10
• If Lookup_value is smaller than the smallest value in the first column of Table_array, VLOOK-
UP returns the #N/A error value.
• Table_array values can be text, numbers, or logical values. Uppercase and lowercase text is equiv-
alent.
• The values in the first column of the Table_array selection must be placed in ascending sort
order; otherwise, VLOOKUP might not give the correct value. The lookup table you use in this
exercise lists years of service in ascending order.
• Range_lookup is an optional fourth argument not shown in Figure 10-7.
• If the Range_lookup argument is True or omitted, an exact or approximate match is returned.

If VLOOKUP cannot find an exact match, it returns the next largest value that is less than the
value you specified in Lookup_value.
• If Range_lookup is False, VLOOKUP finds only an exact match. If an exact match is not found,
the error value #N/A is returned.
Take Note Range names or cell references used in VLOOKUP or HLOOKUP are not case sensitive, so you
can type them in uppercase, lowercase, or any combination of uppercase and lowercase characters.
Also, the VLOOKUP and HLOOKUP function names are not case sensitive.
step by step Use the VLOOKUP Function

1. OPEN the 10 Fabrikam Bonus file for this lesson.
2. With the Performance sheet active, select cells A15:C20 in the worksheet. Click the
FORMULAS tab, and in the Defined Names group, click Define Name. The New Name
dialog box opens.
3. In the New Name dialog box, in the Name box, type Bonus. Click OK to close the dialog
box. You defined the range name.
4. Click cell E5, in the Function Library group, click Lookup & Reference, and select
VLOOKUP.
5. In the Lookup_value text box, type B5 and press Tab. The insertion point moves to the
Table_array box.
6. In the Table_array box, click the Collapse Dialog button. In the Defined Names group,
click Use in Formula and select Bonus. Press Enter and Tab. The insertion point moves
to the next text box.
7. In the Col_index_num box, type 2, which is the column containing the individual bonus
amounts. Press Tab.
8. In the Range_lookup box, type True, which means that VLOOKUP can check for the
nearest value that does not go over the number in the first column; the same bonus is
paid for a range of years, so you enter True in the Range_lookup box so that a value will
be returned for all agents. The Function Arguments dialog box should look similar to
the one shown in Figure 10-8. Click OK. Excel returns a value of 2.5%.
Figure 10-8
VLOOKUP Function Arguments
dialog box
Look in Table_array
called Bonus
Find in column number 2 value Lookup_value is B5 (which is 12)

is in same row as 10 (closest
without going over 12). Answer
is 0.025 or 2.5%.
9. Using the fill handle in cell E5, copy the formula to the range E6:E11. This calculates
bonus rates for the other sales agents. The #N/A error message appears in cell E11
because a value is not available for agents who have been employed for less than one
year. (Agents become eligible for a bonus only after a full year of service.) You change
this error message in another exercise.
10. Click in cell F5 and type =VLOOKUP(B5,Bonus,3). Notice that the ScreenTip gives you
information and help as you go. This looks up values in the third column of the Bonus
range. Press Enter.
11. Copy the formula from F5 to the range F6:F11.
12. SAVE the workbook as 10 Fabrikam Bonus Solution.
Take Note Entering True in the Range_lookup box returns the closest value. False returns only an exact
value. If you leave the Range_lookup box empty as it is in Step 10 in the previous exercise, Excel
enters True when you click OK.
304 Lesson 10
Using HLOOKUP
The “H” in HLOOKUP stands for horizontal. HLOOKUP searches horizontally for a value in
the top row of a table or an array and then returns a value in the same column from a row you
specify in the table or array. Use HLOOKUP when the comparison values are located in a row
across the top of a table of data and you want to look in a specified row (see Figure 10-9). In the
following exercise, you use an HLOOKUP formula to search standards for a house.
Figure 10-9
Horizontal lookup (HLOOKUP)
HLOOKUP(lookup_value, table_array, row_index_num)
HLOOKUP(“Feet”,Properties,3) = 1000
2) Then goes down to the row_index_num

1) HLOOKUP goes
horizontally across first
Beds CO2 Exits Feet 1 is first row
row until there is a match
with lookup_value 1 1 2 500
2 is second
2 1 2 1000
3 is third row
3 2 2 1500
4 2 3 2000
5 3 3 2500
6 3 3 3000
Table_array is range called Properties
HLOOKUP and VLOOKUP are similar in format. Figure 10-10 and Table 10-3 compare the
syntax of the two functions.
Figure 10-10
VLOOKUP(lookup_value, table_array, col_index_num, range_lookup)
Comparing VLOOKUP and
HLOOKUP
Value (5)
Range (A5:C11) Number TRUE or omit - find closest value
Text (“Feet”)
Range Name (Commission) Cell w/number FALSE – has to be exact match
Cell Ref (A5)
HLOOKUP(lookup_value, table_array, row_index_num, range_lookup)

Table 10-3 Argument Notes

Function Syntax for VLOOKUP
and HLOOKUP Lookup_value The value to be found in the first column or row; this can be a constant value,
a text value enclosed in quotation marks, or the address or name of a cell that
contains a numeric or text constant.
Table_array Two or more columns of data. Use a reference to a range or a range name. The
values in the first column of Table_array are the values searched by Lookup_value
in VLOOKUP. The values in the first row are values searched by Lookup_value in
HLOOKUP.
Col_index_num The numeric position of the column that is to be searched for by VLOOKUP. The
column number in Table_array from which the matching value must be returned.
A Col_index_num of 1 returns the value in the first column in Table_array; a
Col_index_num of 2 returns the value in the second column in Table_array, and
so on.
Row_index_num The numeric position of the row that is to be searched for by HLOOKUP.
Range_lookup A logical value that specifies whether it is ready for VLOOKUP or HLOOKUP
to find an approximate match. If the function is to return the nearest value, even
when there is no match, this value should be set to True; if an exact match is
required, this value should be set to False; if this argument is not included, the
function assumes the value to be True.
step by step Use the HLOOKUP Function

1. Click on the Standards worksheet tab to move to the Standards worksheet.
2. Click cell F11, and in the Function Library group, click Lookup & Reference, and select
HLOOKUP.
3. In the Lookup_value text box, type E11. This is the cell you will change and the box
previews to Feet because that is what is currently typed in cell E11.
4. In the Table_array text box, type A1:D7. This will be the range of cells you will look in.
5. In the Row_index_num, type D11+1. This currently evaluates to 3. If you just do the
number of beds that is in D11, you don’t come down enough rows because of the labels
in the first row of the Table_array. The number of beds is actually one row more than
the number of beds because the labels (Beds, CO2, Exits, and Feet) count as the first
row and row 2 is for 1 bed.
6. In Range_lookup, type FALSE because you want an exact match. The screen should
look like Figure 10-11. Click OK. In the following steps, you will change the values in D11
and D11 and see what happens when there are different values and when there is not
an exact match.
306 Lesson 10
Figure 10-11
HLOOKUP Function Arguments
Go to column headed
by Feet and count down
starting with the first
row and you get 1000.
Notice that E11 shows as “Feet.“

D11+1 currently shows as 3.
The current value of
the lookup function is 1000.
7. In cell D11, type 5 and notice that the result in F11 changes to 2500.
8. In cell E11, type CO2 and notice that the result changes to the result for the CO2 column
for 5 beds, which is 3.
9. Click cell D11, and then type 7. Notice that you get a #REF! error because the table goes
up to five beds.
10. In cell D11, type 1. Cell F11 displays a result of 1.
It might be difficult to remember the syntax for an HLOOKUP or VLOOKUP function. You can
always use the Function Arguments dialog box to help you remember the order of the arguments
for any and all formulas. When you click in each field, review the tips that appear on the right side
of each box, as well as the explanation below the argument boxes that tells the purpose of each
argument in the formula.
ADDING CONDITIONAL LOGIC FUNCTIONS TO FORMULAS

You can use the AND, OR, and NOT functions to create conditional formulas that result
Bottom Line
in a logical value, that is, True or False. Such formulas test whether a series of conditions evaluate
to true or false. In addition, you can use the IF conditional formula that checks if a calculation
evaluates as true or false. You can then tell IF to return one value (text, number, or logical value)
if the calculation is true or a different value if it is false.
Using IF
The result of a conditional formula is determined by the state of a specific condition or the answer
to a logical question. An IF function sets up a conditional statement to test data. An IF formula re-
turns one value if the condition you specify is true and another value if it is false. The IF function
requires the following syntax: IF(Logical_test, Value_if_true, Value_if_false). In this exercise,
you use an IF function to determine who achieved his goal and is eligible for the performance
bonus.
step by step Use the IF Function

1. Click the Performance worksheet tab to make it the active worksheet.
2. Click cell G5. In the Function Library group, click Logical and click IF. The Function
Arguments dialog box opens.
3. In the Logical_test box, type D5>=C5. This component of the formula determines
whether the agent has met his or her sales goal.
4. In the Value_if_true box, type Yes. This is the value returned if the agent met his or her
goal.
5. In the Value_if_false box, type No and click OK.
6. With G5 still selected, use the fill handle to copy the formula to G6:G12. Excel returns
the result that three agents earned the performance award by displaying Yes in the
cells (see Figure 10-12).
Figure 10-12 The IF formula in

the Formula bar
Using the IF function
Take Note The entire company is evaluated on making the goal, and bonuses are awarded to the back office
staff if the company goal is met. The result in G12 is used for the formulas in column I. When
you copy, the formatting is included.
7. Click the Auto Fill Options button in the bottom right corner of the range and choose
Fill Without Formatting.
8. In cell H5, type =IF(G5=”Yes”,E5*D5,0. Before you complete the formula, notice the
ScreenTip, the cells selected, and the colors (see Figure 10-13). Move the mouse
pointer to each of the arguments and they become a hyperlink. E5 is the individual
bonus rate and D5 is the actual sales. The bonus is the rate times the sales.
308 Lesson 10
E5 in formula and outline

of cell in red
Figure 10-13
Help items as you type a
formula
Mouse pointer highlights
each argument in ScreenTip.
Click on highlight to move to
argument in formula.
D5 in formula and G5 in formula in blue

outline of cell in as well as outline
violet around cell G5
9. Press Enter to finish the formula.
Take Note In some cases, Excel completes the formula. In Step 8, the closing parenthesis was not added, and
Excel was able to complete the formula.
10. Use the fill handle in H5 to copy the formula from to H6:H11.
11. In I5, type =IF($G$12=”Yes”,F5*D5,0), and then press Enter.
Cross Remember that dollar signs before the column and row indicate an absolute reference. When you
Ref copy the formula, $G$12 remains the same in every cell.
12. Use the fill handle in I5 to copy the formula from cto I6:I11. Notice that Richard Carey,
the Senior Partner, did not receive an Agent Bonus and there was no bonus for Back
Office.
13. The final pending sale of $700,000 of the year came through. In D5, type $3,900,000.
Notice that H5 and the amounts in column I go from 0 to bonuses (see Figure 10-14).
Figure 10-14
Bonuses change by adding
sales to D5.
Now Actual $3,900,000 in G12 now is Yes.

Sales>Sales D5 changes
Goal total in D12.
Using AND
The AND function returns True if all its arguments are true, and False if one or more arguments
are false. The Syntax is AND(Logical1, Logical2, and so on). In this exercise, you use the AND
function to determine whether Fabrikam’s total annual sales met the strategic goal and whether
the sales goal exceeded the previous year’s sales by 5 percent.
step by step Use the AND Function

1. Click the Annual Sales worksheet tab. Click the FORMULAS tab if necessary.
Another Way 2. Click cell B6. In the Function Library group, click Logical and click the AND option. The
Because you type Function Arguments dialog box opens with the insertion point in the Logical1 box.
only one condition in this for- 3. Click cell B3, type <=, select cell B16, and press Enter. This argument represents the
mula, another option is to type first condition: Did actual sales equal or exceed the sales goal? Because this is the first
=B3<=B16 directly in the cell year, only one logical test is entered.
without the AND function.
4. Select cell C6, click the Recently Used button, and click AND. In the Logical1 box, type
C3<=C16. This is the same as the condition in Step 3 (sales exceed or equals sales
goal).
5. In the Logical2 box, type C16>=B16*1.05 and press Tab. The preview of the formula
returns True, which means that both conditions in the formula have been met. The AND
function arguments are illustrated in Figure 10-15.
Figure 10-15
AND function arguments
AND condition
Formula description
Result to be
returned
6. Click OK to complete the formula.

7. Select cell C6 and copy the formula to D6:F6 (see Figure 10-16).
Figure 10-16
The completed Annual Sales
worksheet Completed AND
formula in C6
Again, the AND function returns a True result only when both conditions in the formula are met.
For example, consider the results you achieved in the preceding exercise. Sales in the second year
exceeded sales for the previous year; therefore, the first condition is met. Year 2 sales also exceeded
Year 1 sales by 5 percent. Because both conditions are met, the formula returns a True result.
310 Lesson 10
Now consider the arguments for the logical tests for Year 3 (the formula in D6). Sales did not
exceed the sales goal; therefore, the first argument returns a False value. However, sales did exceed
the previous year’s sales by 5 percent. When only one condition is met, the formula returns False.
Using OR
Although all arguments in an AND function have to be True for the function to return a True
value, only one of the arguments in the OR function has to be True for the function to return
a True value. The syntax for an OR formula is similar to that for an AND formula. With this
formula, the arguments must evaluate to logical values such as True or False or references that
contain logical values. In this exercise, you create a formula that evaluates whether sales agents are
eligible for the back office bonus when they are new or when they did not get the sales bonus (less
than 4 years with the company or did not get the agent bonus). The OR formula returns True if
either of the conditions are True.
step by step Use the OR Function

1. Click on the Performance worksheet tab to activate this worksheet. Select J5 and in the
Function Library group, click Logical .
2. Click OR. The Function Arguments dialog box opens. You create a formula that answers
the following question: Has Carey worked with the company for less than 4 years?
3. In the Logical1 box, type B5<4 and press Tab.
4. In the Logical2 box, type G5=”No” and press Tab. This argument answers the second
question: Did Carey not achieve the sales goal? Each of the arguments evaluates to
false and so the entire function evaluates to false.
5. Click OK to close the dialog box.
6. Select cell J5 and copy the formula to J6 through J11.
7. Cell J7 is the first in the column that returns a True value. To see each of the arguments,
click cell J7 and then click the Insert Function button and you return to the Function
Arguments dialog box (see Figure 10-17).
Figure 10-17
OR Function Arguments Logical1 (B7<4) evaluates to False,
Logical2 (G7=”No”) evaluates to True.
So entire function evaluates to True.
8. Click OK to close the dialog box and return to the workbook.

Take Note As you add arguments, the Logical fields in the Function Arguments dialog box expand to allow
you to enter multiple arguments.

Using NOT
The NOT function reverses the value of its arguments. Use NOT when you want to make sure
a value is not equal to one particular value. If the logical value is FALSE, NOT returns TRUE.
In the following exercise, you use the NOT function to answer the following question: Do we
exclude this agent from the back office bonus?
step by step Use the NOT Function
GET READY. USE the workbook from the previous exercise. The Performance worksheet
should still be active.
1. Copy cell J4 to cell K4 and edit the label to say Not In Back Office.
2. Click cell K5. In the Function Library group, click the Logical button.
3. Select NOT from the list of logical formulas.
4. In the Function Arguments dialog box, type J5 and press Enter.
5. Copy cell K5 to cells K6 through K11. Notice that the values in K5 through K11 are the
opposite of the values in column J.
Using IFERROR
An error message is returned when a formula does not contain sufficient or valid arguments to
return a value. Use the IFERROR function to trap and handle errors in a formula. This function
returns a value you specify if a formula evaluates to an error; otherwise, it returns the result of
the formula. The syntax is IFERROR(Value, Value_if_error). In the IFERROR syntax, Value is
the argument that is checked for an error. In the next exercise, you use this formula to determine
eligible bonuses.
For this example, you change the functions in the Performance worksheet to no longer show #N/A
because of the VLOOKUP function.
step by step Use the IFERROR Function
GET READY. USE the workbook from the previous exercise and make sure the Performance
worksheet is active.
1. Select cell E11 and click to place the insertion point after the = in the formula bar to edit
the formula. You add the IFERROR formula to correct the formula error that gave the
#N/A result in a previous exercise.
2. Type IFERROR( before VLOOKUP. Leave the existing formula intact. Press End to take
you to the end of the formula.
Take Note Notice that we write function names such as IFERROR and VLOOKUP in all uppercase. These
names are not case sensitive, but Microsoft always writes them in uppercase in the function lists
and Help system because doing so makes reading functions much easier. Thus, it is best to get in
the habit of using function names in uppercase.
3. At the end of the original formula, type ,0). As shown in Figure 10-18, the complete
formula is =IFERROR(VLOOKUP(B11,Bonus,2,True),0). Be sure to include the closing
parenthesis and the preceding comma or Excel returns an error that the formula is
incorrect.
Troubleshooting When you start creating more complex formulas including functions within other functions,
ensure that you use the same number of open parentheses as close parentheses.
312 Lesson 10
Figure 10-18
Editing a formula to enter 0
when an error occurs
IFERROR formula applied in Formula bar

Destination cell
4. Press Enter. The #N/A error message is replaced by 0. If you select cell E11 and click
the Insert Function button next to the formula bar, the original VLOOKUP formula
appears in the Value box (first argument) in the IFERROR formula. As illustrated in
Figure 10-19, that argument returned a #N/A error. The Value_if_error box contains the
0 that replaces the error message.
Figure 10-19
IFERROR function arguments
Value returns #N/A.
However if there is
an error, result is 0
5. Click cell F11 and edit the formula to include the IFERROR function
=IFERROR(VLOOKUP(B11,Bonus,3),0).
6. Copy the formulas in E11:F11 to E5 through F10. The workbook doesn’t look like it
changes, but you should verify that this worked by changing B6 to 0 (as shown in
Figure 10-20).
Figure 10-20
Test of worksheet
0 typed in B6 changed E6, F6, H6, and I6 to 0
7. Click Undo to reverse the change to cell B6 and return the worksheet to the proper
values.
IFERROR recognizes and evaluates the following errors: #N/A, #VALUE!, #REF!, #DIV/0!,
#NUM!, #NAME?, or #NULL!. In this exercise, you replace the #N/A error message with 0”.
USING FORMULAS TO MODIFY TEXT

When you get files from other people or programs, you often have to do a significant amount of
Bottom Line
manipulation of the file. For example, sometimes you receive files in a text format with commas
separating what should go in columns. The text is often not in the format that you need to use
in Excel. Some text can be combined into one long string or other text can be all in lowercase or
uppercase.
You might be familiar with Microsoft Word’s Convert Text command that enables you to change
the capitalization of text. Similarly, in Excel, you can use PROPER, UPPER, and LOWER formu-
las to capitalize the first letter in each word of a text string or to convert all characters to uppercase
or lowercase. This section presents you with a text file from the alarm company. There is a lot of
useful information in the file, but it is coded for the alarm system rather than for use in a spread-
sheet. The company’s president has asked you to keep the file confidential because it contains the
codes for each employee, but he has also asked you to use your Excel knowledge to convert the
information into a usable format.
Converting Text to Columns

You can use the Convert Text to Columns Wizard to separate simple cell content, such as first
names and last names, into different columns. Depending on how your data is organized, you can
split the cell contents based on a delimiter (divider or separator), such as a space or a comma, or
based on a specific column break location within your data. In the following exercise, you convert
the data in column A to two columns.
314 Lesson 10
step by step Convert Text to Columns
LAUNCH Excel if necessary.

1. Open the 10 Fabrikam Alarm Codes workbook. Figure 10-21 shows what the file looks
like before you convert the rows to column and Figure 10-22 shows the same data after
the conversion.
Figure 10-21
10 Fabrikam Alarm Codes
original file
Comma will convert
text to columns
File is difficult to read
2. Select cells A2:A8. Click the DATA tab and in the Data Tools group, click Text to
Columns.
3. The Convert Text to Columns Wizard opens with Delimited selected as the default,
because Excel recognizes that the data in the selected range is separated with
commas. Click Next to move to the next step in the wizard.
4. Select Comma as the delimiter. If other delimiters are checked, deselect them
5. Click Next, and then click Finish.
6. Data is separated into seven columns. To help identify the columns, type the text
in row 1 and increase the column widths so you can see the cell contents (see
Figure 10-22).
Figure 10-22
Converted text Type column headers.
Double-click column borders

to change column widths to
match the widest column
entries.
Another Way
You can also use
text functions such as LEFT, 7. SAVE the workbook as 10 Fabrikam Alarm Codes Solution.
MID, and RIGHT to convert
text data from one column to PAUSE. LEAVE the workbook open for the next exercise.
multiple columns.
USING LEFT
The LEFT function evaluates a string and takes any number of characters on the left side of the
string. The format of the function is LEFT(Text, Num_chars). The first string in the Alarm Data
workbook contains the employee’s phone extension and floor number, which you grab by using
the LEFT function.
step by step Use the LEFT Function

1. Click cell H1, type Ext, and in I1, type Floor to label the columns.
2. Select cell H2.

3. Click the FORMULAS tab. In the Function Library group, click Text and choose LEFT.
The Function Arguments dialog box opens.
4. In the Text box, click A2 and press Tab.
5. In the Num_chars box, type 3 and press Tab. The preview of the result shows 425 (see
Figure 10-23).
Figure 10-23
LEFT function arguments
4.4.1

that extracts a certain
number of characters on the
left of a string?
6. Click OK and double-click on the fill handle in the bottom right of cell H2 to copy the
formula in H2 from H3 to H8.
Take Note The result of this exercise on the LEFT function and the following exercises on the RIGHT and
MID functions are shown in Figure 10-24.
7. Select cell I2, click the Recently Used button, and select LEFT.
8. In the Text box, type A2, press Tab, and in the Num_chars box, type 1. Click OK.
9. Copy the formula in I2 from I3 to I8.
USING RIGHT
The RIGHT function is almost identical to the LEFT function except that the function returns
the number of characters on the right side of the text string. In the Alarm codes file, the first con-
verted column contains the five-digit employee ID at the end, and the Alarm code in column E
contains the employee’s birth month.
step by step Use the RIGHT Function

1. Click cell J1, and then type Birthday. In cell K1, type EmpID to label the columns.
2. Select cell J2.
3. Click the FORMULAS tab and in the Function Library group, click Text and choose
RIGHT. The Function Arguments dialog box opens.
4. In the Text box, click E2 and press Tab.
316 Lesson 10
5. In the Num_chars box, type 3 and press Tab. The preview of the result shows apr.
4.4.1 6. Click OK and copy the formula in J2 from J3 to J8.
7. Select cell K2, type =RIGHT(A2,5), and press Enter.
How do you create a formula 8. Copy the formula in K2 from K3 to K8.
number of characters on the 9. SAVE the workbook.
right of a string?
Using MID
Whereas LEFT and RIGHT return the number of the characters on either side of a text string,
MID returns characters in the middle. For this reason, your arguments need to include the Text
string and then a starting point (Start_num) and number of characters (Num_chars). In the first
column of the Alarm file, there are codes indicating two different categories of employees.
step by step Use the Mid Function

1. Click cell L1, and then type empcat1, and in cell M1, type empcat2 to label the columns.
2. Select cell L2.
3. Click the FORMULAS tab and in the Function Library group, click Text and choose MID.
4. In the Text box, click A2 and press Tab.
4.4.1 5. The starting point of the empcat1 value is the fourth character of (425oonp15210), so
type a 4 in the Start_num text box.
6. In the Num_chars box, type 2. The preview of the result shows oo.
7. Click OK and copy the formula in L2 from L3 to L8.
number of characters in the 8. Select cell M2, and type =MID(A2,6,2), and press Enter.
middle of a string? 9. Copy the formula in M2 from M3 to M8.
10. SAVE the workbook. The worksheet should look like Figure 10-24.
Figure 10-24
Alarm Data workbook after
the MID functions are entered
and copied
Using TRIM
Sometimes there are extra spaces in a cell—either at the end or the beginning of the string, es-
pecially after converting a text file like the alarm file—see the SPFirst and SPLast columns. The
TRIM function removes characters at both ends of the string. There is only one argument: Text.
Thus the syntax of the function is TRIM(Text).
step by step Use the TRIM Function

1. Click cell N1, type first, and in cell O1, type last to label the columns.
2. Click cell N2.
TRIM. The Function Arguments dialog box opens.
4. In the Text box, click B2. If you look closely, you see that the original value of cell B2 is
“david” with a space before the first name.
4.4.2 5. Click OK and copy the formula in N2 from N3 to N8.
6. Select cell O2, type =TRIM(C2), and press Enter.
How do you create a 7. Copy the formula in O2 from O3 to O8.
formula that removes blank
8. SAVE the workbook. The results of the next few exercises appear in Figure 10-25.
characters at the beginning
and/or end a string? PAUSE. LEAVE the workbook open for the next exercise.
Using PROPER
The PROPER function capitalizes the first letter in a text string and any other letters in text
that follow any character other than a letter. All other letters are converted to lowercase. In the
PROPER(Text) syntax, Text can be text enclosed in quotation marks, a formula that returns text,
or a reference to a cell containing the text you want to capitalize. In this exercise, you use PROPER
to change lowercase text to initial capitals.
step by step Use the PROPER Function

1. Click cell A11, and then type First. In cell B11, type Last, and in cell C11, type Birthday to
label the columns.
2. Select cell A12.
PROPER. The Function Arguments dialog box opens.
4. In the Text box, click N2. You see that david is converted to David.
5. Click OK and copy the formula in A12 from A12 through B18 (both First and Last name
columns).
6. Select cell C12, type =PROPER(J2), and press Enter.
7. Copy the formula in C12 from C13 to C18.
Take Note You can see the results of this and the next few exercises in Figure 10-25 later in the lesson.
The PROPER function capitalizes the first letter in each word in a text string. All other letters are
converted to lowercase. If you have an apostrophe such as David’s, Excel recognizes the apostrophe
as a break and capitalizes the result as David’S.
Using UPPER
The UPPER function allows you to convert text to uppercase (all capital letters) text. The syntax
is UPPER(Text), with Text referring to the text you want converted to uppercase. Text can be a
reference or a text string. In this exercise, you convert the employee category (empcat1 and emp-
cat2) to uppercase.
318 Lesson 10
step by step Use the UPPER Function

1. Click cell D11, type EmpCat1, and in cell E11, type EmpCat2 to label the columns.
2. Click cell D12.
UPPER. The Function Arguments dialog box opens.
4. In the Text box, click L2. You see that oo is converted to OO.
4.4.3
5. Click OK and copy the formula in D12 from D12 through E18 (both EmpCat1 and
EmpCat2 columns).
How do you create a 6. SAVE the workbook.
formula that capitalizes all
characters in a string? PAUSE. LEAVE the workbook open for the next exercise.
Using LOWER
The LOWER function converts all uppercase letters in a text string to lowercase. LOWER does
not change characters in text that are not letters. You use the LOWER formula in the following
exercise to apply lowercase text in order to more easily tell an O (letter O) from a 0 (zero).
step by step Use the LOWER Function

1. Click cell F11 and type oCode1. In cell G11, type oCode2 to label the columns.
2. Click cell F12.
LOWER. The Function Arguments dialog box opens.
4.4.3
4. In the Text box, click F2. You see that 00O0O0O000 is converted to 00o0o0o000.
5. Click OK and copy the formula in F12 from cell F12 through G18 (both oCode1 and
How do you create a oCode2 columns).
formula that changes all
the characters of a string to 6. SAVE the workbook.
lowercase?
Using CONCATENATE
In some cases, you need to combine text strings together. Use CONCATENATE for this purpose.
The syntax of the function is CONCATENATE(Text1, Text2, Text3 … up to Text30). In this
case, you combine the first and last names into two different formats for future mail merges. In
the first format, you use a comma to separate the last and first name but because the character can
change to a semi-colon or other character, you type the comma in a cell and use the cell reference
in the CONCATENATE formula.
step by step Use the CONCATENATE Function

1. Click cell H11 and type , (a comma followed by a space), and in cell I11, type First Last
to label the columns.
2. Click cell H12.
CONCATENATE. The Function Arguments dialog box opens.

4. In the Text box, click cell B12 and press Tab. Click cell H11, press Tab, and click A12. In
the preview area, you see “Ortiz, David.”
5. Click OK and copy the formula in cell H12 from cell H13 through cell H18. The result is
an error (see Figure 10-25). Notice that the string gets longer and longer and Ortiz is in
every string.
6. In the Formula Bar, click the cell H11 reference and press F4 (Absolute). Cell H11 should
become $H$11.
Figure 10-25
Copy formula for Last and First
did not work.
Comma string (H11) needs to become absolute.
7. Press Enter and copy the formula in cell H12 from cell H13 through cell H18 again. This
time the formula is copied correctly.
8. Type a ; (a semi-colon followed by a space) in H11, and notice that all values in the
4.4.4 column now have semi-colons instead of commas.
9. Select cell I12 and type =CONCATENATE(A12,” “,B12). Notice that the second argument
How do you create a formula is a quote, space, and a quote. This separates the first and last names.
that combines two strings 10. Press Enter and copy the formula in cell I12 from cell I13 through cell I18.
together to form one string?
Using FIND
Use the FIND function to locate a specific string in a text string. The syntax of the function is
FIND(Find_text, Within_text, Start_num). The Find_text argument can be one character as in
this example or a longer string. The Within_text is usually a longer string and most often is a cell
reference with a string. The Start_num argument tells you which position in the Within_text
string to begin the counting. This argument is optional and if left off assumes you will begin
searching at the beginning of the string. In the Alarm Data file, there are two hidden letters in
one of the strings (A and B) whose position actually tells you the digits of the first entry code. The
second entry is the month number of the employee’s birthday.
step by step Use the FIND Function

1. Click cell J11 and type APos, and in cell K11, type bPos to label the columns.
2. Click cell J12.
3. Click the FORMULAS tab and in the Function Library group, click Text and choose FIND.
320 Lesson 10
4. In the Find_text box, type A and press Tab. Notice that the preview shows “A” (with
quotes) in the row.
5. In the Within_text box, click E2. Notice that the result returns a 3 for the function. The
first character in the string is a space, the second is an l (lowercase “L”), and the third is
a capital A.
6. Click OK and copy the formula in cell J11 from cell J12 through cell J18.
7. Select cell K12, type =FIND(“b”,E2), and press Enter. In this case, you are looking for a
lowercase b—the argument is case sensitive.
8. Copy the formula in cell K12 from cell K13 to cell K18.
Using SUBSTITUTE
Excel’s SUBSTITUTE function is especially useful when you need to edit data and you want to
substitute new text for existing text in a text string. Use SUBSTITUTE when you want to replace
specific text in a text string; use REPLACE when you want to replace any text that occurs in a
specific location in a text string, such as when a name change occurs. In the Alarm Data file, the
employee category fields can identify probationary employees and the level of probation. The
syntax of the function is SUBSTITUTE(Text, Old_text, New_text, Instance_num). The Text ar-
gument is the string you will search. In this exercise you will replace the Old_text with New_text.
step by step Use the SUBSTITUTE Function

1. Click cell L11 and type S1, and in M11, type Probationary Level to label the columns.
2. Select cell L12.
SUBSTITUTE. The Function Arguments dialog box opens.
4. In the Text box, click E12 and press Tab.
5. In the Old_text box, type NP. This is a code for employees who are not probationary.
6. In the New_text box, type Non and press Tab. Because the first value is NP, the result of
the formula will be Non.
7. Click OK and copy the formula in L11 from L12 through L18.
8. Select cell M12 and type =SUBSTITUTE(L12,”P”,”Probationary Level “) and press
Enter. In this case, you are looking for the letter P and changing the string to
Probationary Level with a space at the end because a number will follow.
9. Copy the formula in cell M12 from cell M13 to cell M18. See Figure 10-26 to see the
worksheet values.
Figure 10-26
Text exercises
10. Press Ctrl +` to display the formulas, as shown in Figure 10-27. Press Ctrl +` again to
switch back to the formula results.
Figure 10-27
Text exercise worksheet
formulas
close Excel.
To use existing text with small changes, you can use the SUBSTITUTE function. In the Func-
tion Arguments dialog box, Text can be the actual text you want to substitute, or it can be a cell
reference.
322 Lesson 10
Skill Summary
In this lesson you Objective
learned how: Exam Objective Number
To use formulas to conditionally Demonstrate how to apply the SUMIF 4.3.1

summarize data. function.
Demonstrate how to apply the 4.3.3
COUNTIF function.
Demonstrate how to apply the 4.3.2
AVERAGEIF function.
To use formulas to look up data
in a workbook.
To use formulas to modify text. Demonstrate how to use the RIGHT, 4.4.1
LEFT, and MID functions.
Demonstrate how to use the TRIM 4.4.2
function.
Demonstrate how to use the UPPER 4.4.3
and LOWER functions.
Demonstrate how to use the 4.4.4
CONCATENATE function.
Multiple Choice
1. Which of the following functions would you use to convert text from uppercase to title
case?
a. UPPER
b. PROPER
c. LOWER
d. SUBSTITUTE
2. Which function automatically counts cells that meet multiple conditions?
a. COUNTIF
b. COUNT
c. COUNTIFS
d. SUMIFS
3. Which function automatically counts cells that meet a specific condition?
a. COUNTIF
b. COUNT
c. COUNTIFS
d. SUMIFS
4. In the formula =SUMIFS(C5:C16, F5:F16, “<=60”, B5:B16, “>200000”), what is the range
of cells to be added?
a. a.= C5:C16
b. = F5:F16
c. = B5:B16
d. = C5:F16
5. In the formula =SUMIFS(C5:C16, F5:F16,”<=60”, B5:B16, “>200000”), what does <=60

mean?
a. If the value in C5:C16 is greater than or equal to 60, the value in C5:C16 will be
included in the total.
b. If the value in F5:F16 is greater than or equal to 60, the value in C5:C16 will be
included in the total.
c. If the value in B5:BF16 is less than or equal to 60, the value in C5:C16 will be included
in the total.
d. If the value in F5:F16 is less than or equal to 60, the value in C5:C16 will be included
in the total.
6. What does criteria range in a formula refer to?
a. The worksheet data to be included in the formula’s results
b. The range containing a condition that must be met in order for data to be included in
the result
c. The type of formula being used for the calculation
d. The type of data contained in the cells to be included in the formula
7. Which function returns one value if a condition is true and a different value when the
condition is not true?
a. a.AND
b. OR
c. IF
d. IFERROR
8. Which function returns a value if all conditions are met?
a. AND
b. OR
c. IF
d. IFERROR
9. Which function checks to see whether the result is something like #N/A (not available)
and can return something else instead?
a. AND
b. OR
c. NOT
d. IFERROR
10. Which function reverses the value of the function arguments?
a. AND
b. NOT
c. IF
d. IFERROR
Matching
Match each term with its definition.
a. AND function _____ 1. A function used to look up information stored in the
first column of an Excel table in the worksheet.
b. arguments _____ 2. A function in which a True result is returned if data
meets any condition specified in the formula.
c. CONCATENATE function _____ 3. The values that a function uses to perform
operations or calculations.
d. COUNTIF _____ 4. A function in which a True result is returned if data
meets all conditions specified in the formula.
e. HLOOKUP _____ 5. A function that combines two or more strings
together.
f. OR function _____ 6. A formula component used to build single formulas
that produce multiple results.
g. SUMIF _____ 7. A function in which the result is determined by the
state of multiple criteria.
h. SUMIFS _____ 8. A function that references the first row of an
Excel table in the worksheet in order to look up
information stored in the same column.
i. table _____ 9. A function that returns the total number of cells that
meet one condition.
j. VLOOKUP _____ 10. A function in which the result is determined by the
state of a particular condition.
324 Lesson 10
Project 10-1: Separating Text into Columns

In this project, you take a text file of student grades and separate the information into seven
columns rather than one.

1. OPEN the 10 SFA Grades Import file.
2. Select cells A4:A41. Click the DATA tab and in the Data Tools group, click Text to
Columns.
3. The Convert Text to Columns Wizard opens with Delimited selected as the default,
because Excel recognized that the data in the selected range is separated with
delimiters. Click Next.
4. Select Comma and Space as the delimiters. If other delimiters are checked (such as
Tab), deselect them and click Next. Click Finish.
5. Label each of the columns in row 3 (A3 through G3): Last, First, Initial, ID, Final,
Quarter, Semester.
6. SAVE the workbook in the Lesson 10 folder as 10 SFA Grades Import Solution. CLOSE
the workbook.
Project 10-2: Creating SUMIF and SUMIFS Formulas to Conditionally Summarize Data
Salary information for Contoso, Ltd. has been entered in a workbook so the office manager can
analyze and summarize the data. In the following exercise, you calculate sums with conditions.

1. OPEN the 10 Contoso Salaries data file for this lesson.
2. Select cell C35. Click the FORMULAS tab and in the Function Library group, click Insert
Function.
3. If the SUMIF function is not visible, type SUMIF in the Search for a function box and
click Go. From the Select a function list, click SUMIF. Click OK.
4. In the Function Arguments dialog box, in the Range field select C4:C33.
5. In the Criteria box, type >100000.
6. Click OK. Because the range and sum range are the same, it is not necessary to enter a
Sum_range argument.
7. Select C36 and click Insert Function. Select SUMIFS and click OK.
8. In the Function Arguments dialog box, select C4:C33 as the sum range.
9. Select D4:D33 as the first criteria range.
10. Type >=10 as the first criterion.
11. Select C4:C33 as the second criteria range.
12. Type <60000 as the second criterion. Click OK to finish the formula.
13. SAVE the workbook as 10 Contoso Salaries Solution. CLOSE the file.

Project 10-3: Using a Formula to Format Text

Use a formula to format text for employees to decide on 401K investments for Fabrikam, Inc.

1. OPEN the 10 Fabrikam Investments data file for this lesson.
2. Enter formulas in column F to convert the text in column A to title case.
3. Copy the values from column F to column A and delete column F.
4. SAVE the workbook in the Lesson 10 folder as 10 Fabrikam Investments Solution and
Project 10-4: Create COUNTIF and AVERAGEIF Formulas

In this exercise, you enter COUNTIF and AVERAGEIF formulas to analyze and summarize
grades for a course at the School of Fine Arts.

1. OPEN the 10 SFA Grades data file for this lesson.
2. In cell J2 enter a formula that counts the total number of students.
3. In the grades table on the right side of the worksheet, create formulas using COUNTIF
that will count how many students got an A for the Final, Quarter, and Semester. In the
Range field, use an absolute reference.
4. Create formulas for each of the other grades in the grades table.
5. SAVE the workbook as 10 SFA Grades Solution and then CLOSE the file.
Mastery Assessment
Project 10-5: Creating Conditional Logic Formulas

Professor Garrett Young has asked you to create formulas to identify the highest and lowest achiev-
ing students on his first test.

1. OPEN the 10 SFA Test Grades file for this lesson.
2. In column F, use a function that will place the word “High” in each cell when the Test1
result is greater than 90. There will be a blank for all other values in this column.
3. In column G, use a function that will place the word “Low” in each cell when the test
result is less than 70. There will be a blank for all other values in this column.
4. In cell A43, type Count, and then create two formulas that will count the High and
Low labels in columns F and G. Best Practice Hint: Use the labels in F3 and G3 in your
formulas instead of the word High or Low.
5. SAVE the workbook in the Lesson 10 folder as 10 SFA Test Grades Solution and then
CLOSE the file.

326 Lesson 10
Project 10-6: Creating COUNTIF, AVERAGEIF, and LOOKUP Formulas

In this project, you use a lookup table to determine an employee’s end-of-year bonus.

1. OPEN the 10 Contoso Bonus data file for this lesson.
2. In the table starting in row 35, create formulas to count the number of employees in
each position in column B and the average salary of each position in column C.
3. Calculate the bonus by multiplying the Average salary by the rate/100.
4. Starting in F4, create a formula and copy it down that will look up the bonus for each
position and put it in column F.
5. SAVE the workbook in the Lesson 10 folder as 10 Contoso Bonus Solution, and then
CLOSE the file.
close Excel.
Securing and
Sharing Workbooks 11
Lesson Skill Matrix
Skills Matrix Skill Skill Number
Securing Your Work Before Sharing It with Others

Distributing a Workbook by Email and the Cloud
Tracking Changes to a Workbook
Adding Comments to a Workbook
Key Terms
• change history
• password
• shared workbook
• strong password
• tracking changes
©spxChrome / iStockphoto
327
328 Lesson 11
Contoso, Ltd sees many patients every day. The clinic keeps confidential records
about patient visits, medications, and medical issues. In addition, for employees, in-
formation about salaries, national identification numbers (social security numbers
in the US, social insurance numbers in Canada, or national insurance numbers in
the UK), and performance appraisals is stored. The back office staff must be able to
share information, but it is critical that much of the information be kept confidential.
In this lesson, you learn about Excel’s tools for protecting and distributing docu-
©spxChrome / iStockphoto
ments, sharing them, tracking changes, and adding comments.
The REVIEW Tab

Microsoft Excel provides several layers of security and protection that enable you to control
who can access and change your Excel data. Commands on the REVIEW tab (Figure 11-1)
enable you to protect an entire workbook file so that only authorized users can view or modify
your data (the highest level of protection). You can also protect certain worksheet or work-
book elements to prevent users from accidentally or deliberately changing, moving, or deleting
important data. Data protection is especially important when files are shared and edited by
multiple users.
Figure 11-1 Protect Sheet Protect Workbook Share Workbook Protect and Share
button button button Workbook button
REVIEW tab
Use this illustration as a reference throughout this lesson as you learn to share and edit files
using Excel’s security and protection options.
Securing and Sharing Workbooks 329
SECURING YOUR WORK BEFORE SHARING IT WITH OTHERS

A password is text that must be entered before a user can access a workbook, worksheet, or
Bottom Line
worksheet elements. You can secure an entire workbook by restricting who can open and/or use
the workbook data and by requiring a password to view and/or save changes to the workbook.
You can also provide additional protection for certain worksheets or workbook elements with or
without applying a password.
Protecting a Worksheet
In a work environment, workbooks are frequently used by more than one employee. When you
create a worksheet that is accessed by multiple users, you often need to protect it so that a user does
not accidentally or intentionally change, move, or delete important data. In the next exercise, you
use the RAND and RANDBETWEEN formulas to create unique ID numbers.
Excel has two random number functions: RAND and RANDBETWEEN. RAND does not
require function arguments, so you cannot specify the number of digits you want in the number
returned by a RAND formula. In contrast, RANDBETWEEN allows you to determine the be-
ginning and ending numbers.
step by step Protect a Worksheet

1. OPEN 11 Contoso Employees from the data files for this lesson.
2. On the SSN worksheet, select cell G4.
3. Click the FORMULAS tab, choose Math & Trig and select RANDBETWEEN. This formula
creates a random number for each employee that can be used for identification
purposes.
4. In the Function Arguments dialog box, in the Bottom box, type 10000 and in the
Top box, type 99999, as shown in Figure 11-2. Click OK. As one of the first steps in
information security, employees are usually assigned an Employee ID number that can
replace replace Social Security numbers for US employees, Social Insurance numbers
for Canadian employees, and National Insurance numbers for UK employees on all
documents.
Figure 11-2
Generating a five-digit
random number
5. Double-click the fill handle in cell G4 to copy the range to G5:G33. Each employee is
now assigned a random five-digit ID number.
6. With the range G4:G33 already selected, on the HOME tab, click Copy. Click the Paste
arrow, and then click Paste Values.
Troubleshooting The RANDBETWEEN formula generates a new random number each time a workbook is
opened or modified. To retain the Employee ID numbers created by the formula, you must
replace the formula with the values.
330 Lesson 11
7. With G4:G33 selected, on the HOME tab, click Format and then select Format Cells.
Click the Protection tab and verify that Locked is checked. This prevents employee ID
numbers from being changed when the worksheet has been protected. Click OK.
8. On the HOME tab, click the Sort & Filter button and select Sort Smallest to Largest. On
the Sort Warning dialog box, select Continue with the current selection, and then click
Sort.
9. Select cells C4:D33. On the HOME tab, click Format. Notice that the Lock Cell command
appears selected, meaning the cells are locked by default. Click Lock Cell to turn off the
protection on these cells to allow these cells to change.
10. Click on the REVIEW tab, and in the Changes group, click Protect Sheet.
11. In the Password to unprotect sheet box, type L11!e01. The password is not displayed in
the Password to unprotect sheet box. Instead, asterisks (*) are displayed as shown in
Figure 11-3. Click OK.
Figure 11-3
The Protect Sheet dialog box
displays asterisks (*) as you
type, to protect the password.
12. You are asked to confirm the password. Type L11!e01 again and click OK. You have just
created and confirmed the password that will lock the worksheet. Passwords are meant
to be secure. This means that all passwords are case sensitive. Thus, you must type
exactly what has been assigned as the password—uppercase and lowercase letters,
numbers, and symbols.
13. SAVE the workbook as 11 Payroll Data Solution. CLOSE the workbook.
Take Note Workbook and worksheet element protection should not be confused with workbook-level
password security. Element protection cannot protect a workbook from users who have malicious
intent.
Protecting a Workbook
Assigning a password is an effective way to prevent any user who does not know the password from
opening a workbook. To protect an entire workbook, you can require a password to open and view
the workbook. You can also require one password to open and view the workbook and a second
password to modify workbook data. Passwords that apply to an entire workbook provide optimal
security for your data.
Currently, the 11 Payroll Data Solution workbook you saved in the previous exercise can be viewed
by anyone who has access to the computer system. You restricted the modification of the file, but
you did not restrict access to the data. In this exercise, you will limit access to the workbook by
requiring a password to open the document.
Excel passwords can contain up to 255 letters, numbers, spaces, and symbols. Passwords are case
sensitive, so you must type uppercase and lowercase letters correctly. If possible, select a strong
password that you can remember so that you do not have to write it down. A strong password
is one that combines uppercase and lowercase letters, numbers, and symbols—consider the exam-
ple password of L11!e01 that you used in the previous exercise. A password that uses 14 or more
characters, however, is considered to be more secure. Passwords that use birthdates, house num-
bers, pet names, and so on. provide little protection for anyone who can look up this information
on social networks or the Internet.
Take Note It is vitally important that you remember passwords assigned to workbooks or worksheets. If you
forget your password, Microsoft cannot retrieve it. If necessary, write down passwords and store
them in a secure place away from the information you want to protect.
When you protect a worksheet, you can hide any formulas that you do not want to be visible in the
formula bar. Select the cells that contain the formulas you want to hide. Then, on the Protection
tab of the Format Cells dialog box, select the Hidden check box.
step by step Protect a Workbook
GET READY. OPEN the 11 Payroll Data Solution workbook that you saved and closed in the
previous exercise.
1. Click cell G11 and try to type a new value in the cell. A dialog box informs you that you
are unable to modify the cell because the worksheet is protected. Click OK to continue.
2. Click cell D4 and change the number to 1. You can make changes to cells in columns C
and D because you unlocked the cells before you protected the worksheet. Click Undo
to reverse the change.
3. Click the Performance worksheet tab and select cell D4.
4. On the HOME tab, in the Cells group, click the Delete arrow, and click Delete Sheet
Rows. Dr. Bourne’s data is removed from the worksheet because this worksheet was
left unprotected.
5. Click Undo to return Dr. Bourne’s data.
6. Click the SSN worksheet tab. Click the REVIEW tab, and in the Changes group, click
Unprotect Sheet.
7. Type L11!e01 (the password you created in the previous exercise) and click OK.
8. Click cell D11. Type 8, press Tab three times, and then type 17000 (see Figure). Press
Tab.
Figure 11-4
G11 is changed to 17000.
G11 is changed.
9. On the REVIEW tab, in the Changes group, click Protect Sheet. In the two dialog boxes,
type the original password for the sheet L11!e01 to again protect the SSN worksheet.
332 Lesson 11
10. On the REVIEW tab, in the Changes group, click Protect Workbook. The Protect
Structure and Windows dialog box shown in Figure 11-5 opens. Select the Protect
workbook for Structure check box in the dialog box , if it isn’t already selected.
Figure 11-5
Protecting the structure of a
workbook
11. In the Password box, type L11&E02, and then click OK. Confirm the password by typing
it again and click OK.
Take Note The workbook password is optional, but if you do not supply a password, any user can unprotect
the workbook and change the protected elements.
12. To verify that you cannot change worksheet options, right-click the Performance
worksheet tab and notice the dimmed commands shown in Figure 11-6.
Figure 11-6
Right-click on Performance
worksheet and notice dimmed
commands. Commands
no longer
available.
13. Press Esc and click the FILE tab. Select Save As, and then click the Browse button.
14. In the Save As dialog box, click the Tools button. The shortcut menu opens (see
Figure 11-7).
Figure 11-7
Use the Tools options in the
Save As dialog box to restrict
access to the workbook.
15. Select General Options. The General Options dialog box opens. In the General Options
dialog box, in the Password to open box, type L11&E02. Asterisks appear in the text
box as you type. Click OK.
16. In the Confirm Password dialog box, reenter the password, and then click OK. You must
type the password exactly the same each time.
17. Click Save and click Yes to replace the document. As the document is now saved,
anyone who has the password can open the workbook and modify data contained
in the Performance worksheet because that worksheet is not protected. However, to
modify the SSN worksheet, the user must also know the password you used to protect
that worksheet in the first exercise.
Troubleshooting When you confirm the password to prevent unauthorized viewing of a document, you are re-
minded that passwords are case-sensitive. If the password you enter in the Confirm Password
dialog box is not identical to the one you entered in the previous dialog box, you will receive
an error message. Click OK to close the error message and reenter the password in the Confirm
Password dialog box.
18. CLOSE the workbook and OPEN it again.

19. In the Password box, type 111 and click OK. This is an incorrect password to test the
security. You receive a dialog box warning that the password is not correct. Click OK.
When you saved the Payroll Data Solution workbook in the first exercise in this section, it could be
viewed by anyone with access to your computer system or network. As you saw when you opened
the file in this exercise, the workbook could be viewed, but the SSN worksheet could not be mod-
ified except for the cells that were unlocked. If you saved the file with a different name, that file
also would be protected, and you could not alter the data without the password that protects that
worksheet.
Protecting the structure of a workbook prevents users from viewing worksheets that you have hid-
den; inserting new worksheets; or moving, deleting, hiding, or changing the names of worksheets.
Selecting the Windows box on the Protect Structure and Windows dialog box (refer to Figure
11-5) prevents the user from changing the size and position of the windows when the workbook
is opened.
Workplace Ready
PASSWORDS and security
As you learned in this lesson, assigning a strong password is an important security precaution.
Visit http://www.microsoft.com/security/default.aspx and click Create better passwords, and

then click Create stronger passwords to learn more about creating a strong password. The link
also has valuable information about protecting yourself from hoaxes and spyware, and about
protecting your privacy.
Based on your review of the suggestions for creating strong password, in a new workbook create a
list of passwords that you need to change to secure your personal information and protect the in-
tegrity of data you create. Do not list your actual passwords; instead, identify the password usage.
For example, you might indicate that you need to change the password that you use to access your
college email account or your personal email account. Determine a safe storage vehicle for the new
passwords you create (in case you forget them).
334 Lesson 11
On the workbook, add a sheet similar to the one that follows that allows you to have your own
strong password checklist. The passwords should have eight characters or more and include letters,
punctuation, numbers, and symbols. In addition, you should change your passwords often, not
share them with anyone unless absolutely required, and do not save individuals passwords or lists
in a location that is easily accessed.
Allowing Multiple Users to Edit a Workbook Simultaneously

Creating and updating workbooks is frequently a collaborative process. A worksheet or workbook
is often routed to other employees so that they can verify data or make changes. In Excel, you
can create a shared workbook, which is set up to allow multiple users on a network to view
and make changes at the same time. When a user opens a shared workbook, he or she can see the
changes made and saved by other users. The Protect and Share Workbook command prevents a
user from disabling the Track Changes option.
For example, the workbook you create in this exercise is used by the medical assistants, who record
all sample medications the physicians prescribe for patients. Sharing this workbook means that
more than one medical assistant can access the workbook and enter data at the same time. In this
exercise, you learn how to allow users to simultaneously edit workbooks.
step by step Allow Multiple Users to Edit a Workbook Simultaneously

1. CREATE a new blank workbook.
2. In cell A1, type Sample Drugs Dispensed and press Tab.
3. Select cells A1:D1. On the HOME tab, in the Alignment group, click Merge & Center.
4. Select cell A1, click Cell Styles, and in the Cell Styles gallery that appears, click Heading
1.
5. Beginning in cell A3, enter the following data:
Medical Assistant Drug Patient Date
Dellamore, Luca Cipro Chor, Anthony
Hamilton, David Ketek Brundage, Michael
Hoeing, Helge Lipitor Charles, Matthew
Murray, Billie Jo Altace Bishop, Scott
Dellamore, Luca Zetia Anderson, Nancy
Hamilton, David Cipro Coleman, Pat
Hoeing, Helge Avelox Nayberg, Alex
Murray, Billie Jo Norvasc Kleinerman, Christian
6. In the Date column, apply today’s date to the previous records.
7. Select cells A3:D3 and apply the Heading 3 style.
8. Increase the column widths to see all the data.

9. SAVE the workbook as 11 Sample Medications Solution.
10. Click the REVIEW tab, and then, in the Changes group, click Share Workbook.
11. In the Share Workbook dialog box, click Allow changes by more than one user at the
same time. Your identification will appear in the Who has this workbook open now box,
as shown in Figure w. Click OK.
Figure 11-8
Sharing a workbook
12. Click OK when prompted and the action will save the workbook.
13. In the Changes group, click Protect Shared Workbook. Select the Sharing with track
changes check box in the Protect Shared Workbook dialog box. Click OK.
14. Notice that [Shared] appears in the title bar.
15. SAVE and CLOSE the workbook.
In a shared workbook, information is maintained about changes each user makes when they edit
the workbook. The change history includes the name of the person who made each change,
when the change was made, and what data was changed.
Cross Changes can also be turned on and off through the Track Changes button on the REVIEW tab.
Ref For more information and to see the result of track changes, see the “Tracking Changes to a Work-
book” section later in this lesson.
A shared workbook does not support all Excel features. For example, you can include merged cells,
conditional formats, data validation, charts, and so on before a workbook is shared, but these fea-
tures cannot be added by those who edit a shared workbook.
When you protected your shared workbook, you prevented those who use the workbook from
removing the change history. By default, changes made in the workbook will be retained for 30
days. You can increase that time frame on the Advanced tab of the Share Workbook dialog box
(refer back to Figure 11-8).
Troubleshooting If you want to assign a password to a shared workbook, you must assign it before the work-
book is shared. You can also unshare a workbook and add the password. However, when you
unshare a shared workbook, the change history is lost.
336 Lesson 11
Using the Document Inspector

Before you share an important document with colleagues or individuals outside your organization,
you should always spell check, proofread, and review the contents to ensure that everything is
correct and the document does not contain anything you do not want to share with others. You
should also review the document for hidden data or personal information that might be stored in
the workbook or in the document properties. In Excel, the Document Inspector displays several
different options that enable you to find and remove hidden data and personal information that
is specific to Excel workbooks. The Document Inspector also locates custom XML data, hidden
worksheets, and invisible content.
Several types of hidden data and personal information can be saved in an Excel workbook. This
information might not be immediately visible when you view the document, but it still may be
possible for others to view or retrieve the information. This information includes the following:
• Comments and annotations: This information enables other people to see the names of people
who worked on your workbook, their comments, and changes that were made to the workbook.
• Document properties and personal information: Document properties include the author,
subject, and title, as well as the name of the person who most recently saved the workbook and
the date the workbook was created.
• Headers and footers: Headers and footers can include the author’s name, the date the file was
created, and so on.
• Hidden rows, columns, and worksheets: Columns can be hidden to protect salary and and
social security (US), social insurance (Canada), or national insurance (UK) data. Before remov-
ing hidden rows or columns, be sure that their removal will not change calculations in your
worksheet.
step by step Use the Document Inspector
GET READY. OPEN 11 Contoso Employee IDS from the files for this lesson.
1. Click the FILE tab, click Save As, click Browse, and navigate to the Lesson 11 folder.
In the File name box, type 11 Employee ID Doc Inspect Solution to save a copy of the
workbook. Click the Save button.
Troubleshooting It is a good idea to perform an inspection on a copy of your workbook because you might not
be able to restore hidden content that you remove in the inspection process. If you attempt
to inspect a document that has unsaved changes, you will be prompted to save the document
before completing the inspection.
2. Click the FILE tab. Then, with Info selected, click the Check for Issues button in the
middle pane of the Backstage view. Next, click Inspect Document. The Document
Inspector dialog box opens, as shown in Figure 11-9.
Figure 11-9
Document Inspector dialog box
3. Click Inspect. The Document Inspector changes to include some Remove All buttons.
4. Click Remove All for Comments and Annotations.
Take Note You must remove each type of hidden data individually. You can inspect the document again after
you remove items.
5. Click Remove All three times for Document Properties and Personal Information,
Hidden Rows and Columns, and Hidden Worksheets. Headers and Footers should be
the only hidden item remaining (see Figure 11-10).
Figure 11-10
Remove All button for Headers
and Footers
Remove All button
6. Click the Close button to close the Document Inspector dialog box.
PAUSE. CLOSE the workbook.
When you opened the file in this exercise, it contained hidden columns as well as other informa-
tion that you didn’t want to share with others. You first created a copy of your original workbook
because it is not always possible to restore data that the Document Inspector removes. For that rea-
son, you removed sensitive information from the copy; the complete data is retained in the original
workbook. If the original workbook was protected, the copy would also be protected, and some of
the items in the workbook would not be able to be changed through the Document Inspector. You
would have to unprotect the workbook first to run the Document Inspector.
338 Lesson 11
Marking a Document as Final

Before you share a workbook with other users, you can use the Mark as Final command to make
the document read-only and discourage changes to the document. Marking a document as final
communicates that you are sharing a completed version of the document, and it helps prevent
reviewers or readers from making inadvertent changes to the document.
step by step Mark a Document as Final
GET READY. OPEN 11 Contoso Employee IDS.

1. SAVE the workbook in the Lesson 11 folder as 11 Employee ID Final Solution.
2. Click the FILE tab and in Backstage view, click the Protect Workbook button. Click Mark
as Final, as shown in Figure 11-11.
Figure 11-11
Mark as Final
3. An Excel message box opens, indicating that the workbook will be marked as final and
saved. Click OK.
4. Another Excel message box explains that the document has been marked as final. This
also means that the file has become read-only, meaning you can’t edit it unless you
click the Edit Anyway button. Click OK. Notice a Marked as Final icon appears in the
status bar (See Figure 11-12).
Figure 11-12
Marked as Final icon on the
status bar
Marked as Final
in worksheet
Marked as Final Icon

on status bar
The Mark as Final command is not a security feature. Anyone who opens a workbook that has
been marked as final can edit the document by removing the Mark as Final status from the docu-
ment by clicking the Edit Anyway button.
DISTRIBUTING A WORKBOOK BY EMAIL and the cloud

The most common ways to share Excel data are by sending workbooks through email, by faxing
Bottom Line
workbooks, and by printing and distributing hard copies. Email allows you to share a workbook
by routing it to one user who can make changes or add comments and then route the workbook to
the next user. Changes can then be incorporated into a final document. You can email a workbook
as an attachment from Excel or from your email program. You can also send a worksheet as an
email message rather than as an attachment.
Distributing a Workbook by Email

The option to send a worksheet as an email message is available only from the Send to Mail
Recipient command on the Quick Access Toolbar. When you add this command to the toolbar,
you also can use this option as a shortcut to send a workbook as an attachment. In the next set of
exercises, you will learn how to send a workbook as part of the message body and send a workbook
as an attached file.
340 Lesson 11
step by step Distribute a Workbook by Email From Excel
GET READY. USE the workbook from the previous exercise. Note that you must have an
email program and Internet connection to complete the following exercises.
1. Click the FILE tab and click Share. In the Share window, click Email. Click the Send
as Attachment button. When you have Office 2013 installed, this feature will open
Outlook by default. If you have changed your environment, your own personal email
program will open. Notice that Excel automatically attaches the workbook to your
email message.
2. In the To field, type [your instructor’s email address].
3. In the subject line, replace the current entry with Employee Final Attached as per
request.
4. In the email message body, type The Employee ID Final workbook is attached.
5. Click Send. Your email with the workbook attached to it will now be sent to your
instructor.
CLOSE the workbook. LEAVE Excel open for the next exercise.
step by step Distribute a Worksheet as an Email Message
GET READY. OPEN the 11 Contoso Employee IDS file.

1. SAVE the file in the Lesson 11 folder as 11 Employee ID Recipient Solution.
2. Click the FILE tab and click Options. The Excel Options dialog box opens.
3. Click Quick Access Toolbar. In the Choose commands from field, click Email. In the
center bar between the left and right fields, click Add. This step adds the Email button
to the Quick Access Toolbar.
4. In the Choose commands from drop-down box, click All Commands. Click in the list
and type the letter s, and then scroll and find Send to Mail Recipient and click to
highlight it. In the center bar between the left and right fields, click Add. This step adds
this command to the Quick Access Toolbar.
5. Click OK to save both commands to the Quick Access Toolbar.
6. On the Quick Access Toolbar, click Send to Mail Recipient. The E-mail dialog box opens
Figure 11-13
E-mail dialog box
Send to Recipient button E-mail dialog box

on Quick Access Toolbar
7. Click the Send the current sheet as the message body option, and then click OK. The
email window is now embedded in your Excel screen with the current worksheet
visible as the body of the email.
8. In the To field, type [your instructor’s email address] and keep the name of the file in
the Subject line. This is automatically added for you.
9. In the Introduction, type Please Review (see Figure 11-14).
Figure 11-14
Send to recipient Send this Sheet
to send e-mail
Send to recipient
Attached workbook
10. Click the Send this Sheet button, as illustrated in Figure 11-14. Click OK.
11. There might be a message about hidden rows or columns. If prompted to continue,
click OK.
CLOSE the workbook. LEAVE Excel open for the next exercise.
step by step Distribute a Workbook from within your Email Program
GET READY. LAUNCH your email program.

1. Create a new email message.
2. In the To field, type [your instructor’s email address].
3. In the Subject line, type Employee ID Final ready to send.
4. Click Attach File.
5. Navigate to the Lesson 11 folder where you saved Employee ID Final. Click the
filename, and then click Insert.
6. Click Send.
CLOSE the email program. LEAVE Excel open for the next exercise.
Troubleshooting Some email programs will not send a document as an attachment if the document is open
on your computer. If you receive such a message, close the document, and click Send again.
Also, the menu choices may be named differently than above for attaching a document. The
example is for Outlook 2013.
Sharing a Workbook in the Cloud

If you click on an Excel workbook while in your SkyDrive.com account, the workbook opens
directly in your browser. Windows Live SkyDrive is a virtual online storage area in the cloud
where users are able to store, access, and share thousands of documents, photos, and Microsoft
Office files. SkyDrive also can password-protect your files so you control who has access to them.
Your workbooks look the same in the Web browser as they do in Excel. You can also manage and
manipulate your worksheets in the browser using the familiar look and feel of Excel. When you
work in the browser, you can change data, enter or edit formulas, and apply basic formatting to the
spreadsheet. You can also work with others on the same workbook at the same time.
When you save a document in Windows Live SkyDrive, your document is stored in a central loca-
tion that you can access from almost anywhere. Even if you’re away from your primary computer,
you can work on your document whenever you have a connection to the Web even if you don’t
have Excel on that computer.
342 Lesson 11
Saving a document in SkyDrive also makes it simple to share the document with others. You can
send a link directly to them, rather than sending an attachment. This way, you preserve just a sin-
gle copy of the document. If someone needs to make modifications, they do so in the same copy,
with no need to merge multiple versions and copies of the document.
Saving Word, Excel, PowerPoint, and OneNote documents in SkyDrive enables you and others to
view and manage the documents in a Web browser using Office Web Apps. This means you can
share your document with people without worrying about what application they have installed
because they view and edit the documents in their browsers.
step by step Share a Workbook in the Cloud
GET READY. OPEN 11 Contoso Patient Visits.

1. SAVE the workbook to the Lesson 11 folder as 11 Patient Visits SkyDrive Solution.
2. You will save this again to the SkyDrive. Click FILE and then click Share. There are two
options to choose from before the file is saved to the SkyDrive. Invite People is selected
by default, as shown in Figure 11-15.
Figure 11-15
Share options.
Invite People is Save To Cloud button

selected by default
3. Click the Save To Cloud button. The Save As pane opens.

4. Click the SkyDrive option and click the Browse button.
5. In the Save As dialog box, scroll down to the Public folder and click Save to save the
file on your Public SkyDrive folder.
6. In the Type names or e-mail addresses box, type [the email address of your
instructor].
7. In the next box, type Please review my assignment.
8. You can choose whether the instructor can view or edit the Excel file. Click on the arrow
after Can edit and change this to Can view (see Figure 11-16).
Figure 11-16
Invite People option
Can edit or view
Share button
Who document is
already shared with
You can also email the file or

post to a social network such
as Facebook or LinkedIn.
9. Click the Share button.

10. Open a new email message in your email program and address the email to yourself
with a CC to your instructor. Type Patient Visits for the Subject. In the Body of the
message, type View, press Enter, and type Edit.
11. Return to Excel and click the Get a Sharing Link button.
12. Under View Link, click the Create Link button, and then after the word View, COPY and
PASTE the link shown to your email message, and then press Enter after the link in the
email. The link should change to a hyperlink depending on your email program.
13. Return to Excel. Under Edit Link, click the Create Link button. Both links show on the
screen (see Figure 11-17).
Figure 11-17
Get a Sharing Link options
View Link Edit Link (copy and Turn off sharing of link
paste into email)
14. COPY and PASTE the Edit Link after the word Edit in your email message and press
Enter after the link. SEND the email message.
344 Lesson 11
15. When the message comes to your Inbox, click the Edit Link to take you to the Internet
and the Excel Web app. If necessary, click the EDIT WORKBOOK menu item and choose
Edit in Excel Web App. Explore the Web interface as shown in Figure 11-18.
Figure 11-18
Document open in
Internet Explorer
16. CLOSE the Web browser without saving the document, close your email program, and
click the Return to Document button in Excel.
SAVE and CLOSE the workbook. LEAVE Excel open for the next exercise.
TRACKING CHANGES TO A WORKBOOK

Tracking changes is the ability to mark who makes what changes that have been made to
a workbook. The ability to track changes is especially helpful in a workbook that is shared and
modified by multiple users. When you turn on Track Changes, the workbook automatically be-
comes a shared workbook. You can customize the Track Changes feature to track specific types
of changes, you can allow the feature to be turned on and off at will by various users, or you can
specify a password to protect the changes. You also can decide whether to accept or reject changes
to your original workbook data. When you turn off change tracking, the workbook is no longer
a shared workbook.
Turning Track Changes On and Off

You can turn on change tracking using the Track Changes command, the Share Workbook com-
mand, or the Protect and Share Workbook command (all located on the REVIEW tab). The
Protect and Share Workbook command provides the highest level of security because you can add
a password. When workbooks are shared, it is often important to know what changes were made
by each user. The owner (creator) of the workbook can use change-tracking functions to manage
the data in a shared workbook. The owner can use the change history record to manage the shared
workbook by adding or removing users and resolving conflicting changes. In the next exercise, you
will learn to track changes.
step by step Turn Track Changes On and Off
GET READY. OPEN the 11 Contoso Assignments workbook for this lesson.
1. SAVE the workbook as 11 Assignments Solution in the Lesson 11 folder.
2. On the REVIEW tab, in the Changes group, click the Protect and Share Workbook
button. The Protect Shared Workbook dialog box opens.
3. In the dialog box, click Sharing with track changes. When you choose this option, the
Password text box becomes active. You can assign a password at this time, but it is not
necessary. Click OK.
4. Click OK when asked if you want to continue and save the workbook. You have now
marked the workbook to save tracked changes.
You can turn change tracking off by clicking the Unprotect Shared Workbook button, which was
named Protect Shared Workbook before you completed the preceding exercise.
Cross The Track Changes command enables you to manage how changes are displayed on your screen.
Ref You use this option in an upcoming exercise.
Take Note Turning off Track Changes removes the change history and removes the shared status of the work-
book, but changes already shown in the document will remain until you accept or reject them.
Setting Track Change Options

The Advanced tab of the Share Workbook dialog box allows you to customize the shared use of
the workbook. These options are normally set by the workbook author before the workbook is
shared. In this exercise, you modify these options.
step by step Set Track Change Options

1. On the REVIEW tab, in the Changes group, click Share Workbook. The Share Workbook
dialog box opens.
2. Click the Advanced tab (see Figure 11-19).
Figure 11-19
Share Workbook Advanced tab
346 Lesson 11
3. In the Keep change history for box, click the scroll arrow to display 35.
4. Click the automatically every option button so the file automatically saves every 15
minutes (the default).
5. Click oK to accept the default settings for the remainder of the options.
PAUSE. SAVE the workbook and LEAVE it open for the next exercise.
The Advanced tab contains four options:
• Track changes determines whether a change history is kept and the length of time it is kept. In
a shared workbook, the change history documents changes made in past editing sessions. The
information includes the name of the person who made each change, when the changes were
made, and what data was changed. The default setting is 30 days. Contoso maintains a monthly
record of the distribution of samples. Setting the change history to 35 days ensures that the office
manager has sufficient time to review the workbook and resolve any conflicting changes before
the change history is deleted.
• Update changes controls when changes made to the shared workbook are incorporated into the
workbook.
• Conflicting changes between users determines whose edits become part of the file if two or
more people attempt to edit at the same time. The workbook owner’s changes usually take pre-
cedence.
• Include in personal view enables each user who edits the workbook to see a personal view of
the workbook.
Inserting Tracked Changes

When you open a shared workbook, Track Changes is automatically turned on. In most cases, the
workbook owner has entered a password to prevent a user from turning off Track Changes. Thus,
any text you type in the workbook is tracked.
step by step insert tracked Changes

1. On the reView tab, in the Changes group, click track Changes. In the drop-down list
that appears, click Highlight Changes. The Highlight Changes dialog box appears.
2. The Track changes while editing box is inactive because Track Changes was activated
when you shared the workbook. In the When drop-down box, click the down arrow,
and then click all. In the Who check box and drop-down list, check the box and select
everyone. The dialog box should appear as shown in Figure 11-20.
Figure 11-20
Inserting tracked changes
Highlight
Changes
dialog box
track Changes
options
3. The Highlight changes on screen option is already selected. Click oK. If a warning box
appears, click oK to accept.
4. Click the FILE tab and click Options. The Excel Options dialog box opens.
5. In the General category, under Personalize your copy of Microsoft Office, in the User
name box, type Luca Dellamore. Click OK. You have changed the document user name
that will be listed in the Track Changes.
Take Note Make a note of the name that you remove. You will restore the original user name at the end of
this lesson.
6. Click cell A14 and type the following information in each of the columns:
Dellamore Luca File Clerk Redo Mailboxes
7. As you enter these changes, a colored triangle and comment box appear for each entry
made. This makes it easy to view the changes later.
8. On the Quick Access Toolbar, click Save to save the changes you made under the user
name Luca Dellamore.
9. Click the FILE tab and select Options.
10. In the User name box, type Billie Jo Murray. Click OK. You are once again changing the
user name and applying it to the document.
11. Click cell A15 and type the following information in each of the columns:
Murray Billie Jo Receptionist Remove all old contacts
12. Move the mouse pointer to cell D15. The person’s name who made the change, the date
of the change, and the change itself appear in a ScreenTip as shown in Figure 11-21.
Figure 11-21
Tracked changes in a
worksheet
Show Ink button highlighted Tracked changes

when tracking changes with comments
13. Look at the ScreenTips for the other cells in rows 14 and 15.
On a network, you do not see changes made by other users until both they and you save your
changes. To save your changes to a shared workbook and to see the changes that other users have
saved since your last save, click Save on the Quick Access Toolbar or choose other save options
such as Ctrl + S. Note that when you work in a network environment, you can click Share Work-
book in the Changes group and see a list of other users who have the workbook open.
Sometimes conflicts occur when two users edit a shared workbook and try to save changes that
affect the same cell. When the second user tries to save the workbook, Excel displays the Resolve
Conflicts dialog box. Depending on the options established when the workbook was created and
shared, you can either keep your change or accept the change made by the other user.
You can also display a list that shows how past conflicts have been resolved. These can be viewed
on a separate worksheet that displays the name of the person who made the change, when and
where it was made, what data was deleted or replaced, and how conflicts were resolved.
348 Lesson 11
Deleting Your Changes

As noted previously, the changes you make in a shared workbook are not visible to other users
until you save your work. Changes become a part of the change history only when you save. If you
change your mind before saving, you can edit or delete changes. Changes must be saved before
you can accept or reject them. If you do not save, Excel displays a message that the workbook must
be saved before you can accept or reject changes. When you have saved your workbook and you
want to delete a change, you can either enter new data or reject the change you made before saving.
step by step Delete Your Changes

1. Click the FILE tab and click Options.
2. In the General category, under Personalize your copy of Microsoft Office, in the
User name box, type Erin Hagens. Click OK. You have again changed the user of the
workbook for change tracking purposes.
3. Select cell A16 and type the following information in each of the columns:
Hagens Erin Receptionist Clean all corridors
4. Click cell D13, and then edit the cell so corridors is spelled correctly. Change corredors
to corridors.
Take Note Undo is inactive in a shared workbook. If you accidentally replace your data or another user’s data,
you need to reject the change to restore the data you replaced.
5. On the REVIEW tab, click Track Changes, and then from the drop-down menu that
displays, click Accept/Reject Changes. Excel displays a message box confirming that
you want to save the workbook. Click OK. The Select Changes to Accept or Reject
dialog box opens.
6. In the Select Changes to Accept or Reject dialog box, click the Who drop-down arrow
and select Erin Hagens, and then click OK. You have just asked Excel to return only the
tracked changes made by Erin Hagens (see Figure 11-22). Excel highlights row 16 with
green dashes where Hagens’ information is typed in.
Figure 11-22
Select Changes to Accept or
Reject dialog box
Take Note The order of the accept or reject changes may appear differently. Accept the change in D13 but
reject all other changes.
7. Click Reject. All four entries are removed.
8. When cell D13 is selected for the correction of the spelling of corridors, click Accept.
If you replace another user’s data and you want to restore the original data, you should reject your
change. If you instead delete text you entered as a replacement for other text, you will leave the cell
or range blank. Rejecting your change restores the entry that you replaced.
Accepting Changes from Another User

After a shared workbook has been edited, you can easily identify which cells have been changed
and determine whether you want to keep or reject the changes. You can choose to accept or reject
all changes at one time without reviewing each change, or you can accept or reject them individu-
ally. In the following exercise you will learn how to accept changes from other users.
step by step Accept Changes from Another User

1. Click the FILE tab and click Options.
2. In the General category, under Personalize your copy of Microsoft Office, in the User
name box, type Jim Giest. Click OK.
3. Click Track Changes and select Accept/Reject Changes from the drop-down list.
4. Not yet reviewed will be selected by default. In the Who box, select Luca Dellamore.
Click OK. The Accept or Reject Changes dialog box is displayed.
5. Click Accept to accept each of the changes Luca made. The Accept or Reject Changes
dialog box closes when you have accepted all changes made by Luca Dellamore.
You can also click the Collapse Dialog button in the Where box on the Select Changes to Accept
or Reject dialog box and select the cells that contain changes. You can then accept or reject the
changes in their entirety. In this exercise, some changes were highlighted by cell and others were
highlighted by row, and you could accept or reject changes to the selected cell or range.
Rejecting Changes from Another User

As the owner of the Assignments workbook, the office manager in the following exercise has the
authority to accept or reject changes by all users. Rejecting changes, however, does not prohibit a
user from changing the data again. When all users have made the necessary changes, the owner
can remove users and unshare the workbook.
step by step Reject Changes from Another User

1. Click Track Changes and click Accept/Reject Changes.
2. On the right side of the Where box, click the Collapse Dialog button.
3. Select the data in row 15 and click the Expand Dialog button. Click OK to close the
Select Changes to Accept or Reject dialog box. The Accept or Reject Changes dialog
box is displayed.
4. Click Reject All. A dialog box will open to ask you if you want to remove all changes
and not review them. Click OK. The data is removed and row 15 is now blank.
5. SAVE the workbook in the Lesson 11 folder as 11 Assignments Edited Solution.
When you have the opportunity to work with a shared workbook that is saved on a network, you
will likely encounter conflicts when you attempt to save a change that affects the same cell as an-
other user’s changes. In the Resolve Conflicts dialog box, you can read the information about each
change and the conflicting changes made by another user. The options set on the Advanced tab of
the Share Workbook dialog box determine how conflicts are resolved.
350 Lesson 11
Removing Shared Status from a Workbook

Before you stop sharing a workbook, make sure that all other users have completed their work and
that you have accepted or rejected all changes. Any unsaved changes will be lost when you stop
sharing and the history worksheet is deleted. Thus, before you remove the shared status from a
workbook, you should print the history worksheet and/or copy it to another workbook. In this
exercise, you remove shared status from a workbook.
step by step Remove Shared Status from a Workbook

1. On the REVIEW tab, in the Changes group, click Track Changes, and then click Highlight
Changes.
2. In the When box, All is selected by default. This tells Excel to search through all tracked
changes made to the worksheet.
3. Clear the Who and Where check boxes if they are selected.
4. Click the List changes on a new sheet check box. Click OK. A History sheet is added to
the workbook.
5. On the History worksheet, in the corner of the worksheet adjacent to the first column
and first row, click the Select All button. Click the HOME tab, and then in the Clipboard
group, click the Copy button.
6. Press Ctrl + N to open a new workbook.
7. In the new workbook, on the HOME tab, in the Clipboard group, click Paste.
8. SAVE the new workbook as 11 Assignments History Solution. CLOSE the workbook.
Take Note It is a good idea to print the current version of a shared workbook and the change history, because
cell locations in the copied history may no longer be valid if additional changes are made.
9. In the shared workbook, click on the REVIEW tab, click Unprotect Shared Workbook
and then click Share Workbook. The Share Workbook dialog box is displayed. On the
Editing tab, make sure that Jim Giest (the last user name changed in File Options) is the
only user listed in the Who has this workbook open now list.
10. Clear the Allow changes by more than one user at the same time. Click OK to close the
dialog box.
11. A dialog box opens to prompt you about removing the workbook from shared use.
Click Yes to turn off the workbook’s shared status. The word Shared is removed from
the title bar.
When shared status has been removed from a workbook, changes can be made like they are made
in any workbook. You can, of course, turn change tracking on again, which will automatically
share the workbook.
ADDING COMMENTS TO A WORKBOOK

In Excel, you can add a note to a cell by inserting a comment. You can also edit the text in com-
ments and delete any comments that you no longer need. Comments are marked by a red triangle
in the upper-right corner of the cell. When you point to this triangle, the comment appears in a
box next to the cell, along with the name of the user logged on to the computer at the time the
comment was created.
Inserting a Comment
Comments are a useful technique for calling attention to important or significant data and pro-
viding insights from the user that explain more about the data. For example, say that Contoso’s
employees are evaluated on three performance measures. The manager uses comments to note
incidents related to these measures. In this exercise, you learn how to insert comments.
step by step Insert a Comment
GET READY. OPEN the 11 Contoso Personnel Evaluations file for this lesson.
1. Select cell E11. On the REVIEW tab, in the Comments group, click New Comment. The
comment text box opens for editing.
2. Type Frequently late to work as shown in Figure 11-23.
Figure 11-23
New comment text box
Comment
text box
Comment
marker
3. Click cell D8. Press Shift + F2 and type Currently completing Masters degree program
for additional certification. Click outside the comment box. The box disappears and a
red triangle remains in the upper-right corner of the cell the comment was placed in.
4. Click cell E4. Click New Comment and type Adjusted hours for family emergency.
5. Click cell F10. Click New Comment and type Consider salary increase.
6. SAVE the file as 11 Evaluations Solution.
As previously mentioned, Contoso, Ltd. conducts an annual employee performance review. In this
workbook, the manager uses comments to note events or actions that he wants to recall when he
conducts employees’ annual reviews. When you add comments, Excel automatically displays the
name that appears in the Name box under General Office settings in the Excel Options dialog
box. If you don’t want to use a name, you can select it in the comment and press Delete.
352 Lesson 11
Viewing a Comment
When you rest your pointer over the red triangle that indicates that a cell has a comment attached
to it, the comment is displayed. You can keep selected comments visible as you work, or you can
display all comments using commands in the Comments group on the REVIEW tab. The Show/
Hide Comment and Show All Comments commands allow you to display or hide comments as
needed. The Previous and Next commands allow you to move from one comment to another
without selecting the cells.
step by step View a Comment

1. Click cell F10 and on the REVIEW tab, in the Comments, group, click Show/Hide
Comment. Note that the comment remains visible when you click outside the cell.
2. Click cell E4 and click Show/Hide Comment. Again, the comment remains visible when
you click outside the cell.
3. Click cell F10 and click Show/Hide Comment. The comment is hidden.
4. In the Comments group, click Next twice to navigate to the next available comment.
The comment in cell E11 is displayed.
5. In the Comments group, click Show All Comments. All comments are displayed.
6. In the Comments group, click Show All Comments again to hide all comments and
make sure they are no longer displayed.
Editing a Comment
Comments can be edited and formatted as needed. You can format a comment using most of the
formatting options on the HOME tab in the Font group. However, the Fill Color and Font Color
buttons on the HOME tab are not available for comment text. To edit a comment, select the cell
containing the comment and click Edit Comment.
step by step Edit a Comment

1. Click cell E11 and move the mouse pointer to the Edit Comment button on the REVIEW
tab. The ScreenTip also shows Shift + F2 as an option, as shown in Figure 11-24.
Figure 11-24
Edit Comment button
and ScreenTip
Edit Comment Delete Comment Previous Comment Next Comment

button button button button
2. Click the Edit Comment button.

3. Following the existing comment text, type a . (period) followed by a space and then
Placed on probation. Then click any cell between F4 and D8.
4. Click Next. The comment in D8 is displayed.
5. Select the existing comment text in D8 and type MA completed; can now prescribe
medications.
6. Click cell E4 and click Edit Comment.
7. Select the text in the comment attached to E4. On the HOME tab, click Bold.
8. Click cell E11, click the REVIEW tab, and click Edit Comment.
9. Select the name and the comment text. Click the HOME tab and notice that the Fill
Color and Font Color options are dimmed. Right-click on the selected text and select
Format Comment.
10. In the Format Comment dialog box, click the arrow in the Color box and click Red. Click
OK to apply the format and close the dialog box. There is no fill option for the comment
box.
Deleting a Comment
Of course, you can delete comments from a workbook when they are no longer needed. Unless
the workbook is protected, any user can delete comments, so you should consider protecting a
workbook that contains sensitive or confidential information. In this exercise, you learn to delete
a comment.
step by step Delete a Comment

Another Way 1. Click cell E4. The comment for this cell is displayed.
To delete a com- 2. On the REVIEW tab, in the Comments group, click Delete.
ment, you can click Show/Hide
Comment on the REVIEW tab PAUSE. SAVE the workbook and LEAVE it open for the next exercise.
to display the comment and
then select the edge of the
comment text box and press Printing Comments in a Workbook
Delete. Anyone with access to a workbook can view the comments made by all users. As you learned in
a previous exercise, comments can be removed from a workbook before the workbook is shared
or copies are distributed. Comments can also be printed as they appear in the worksheet or on
a separate page following the workbook. You will learn how to print comments in this exercise.
step by step Print Comments in a Workbook

1. On the REVIEW tab, click Show All Comments. Notice that the comments slightly
overlap each other.
2. In cell D8, click the border of the comment box. Select the center sizing handle at the
bottom of the box and drag upward until the comment in cell E11 is completely visible.
3. Move the mouse pointer until it is a four-headed arrow on the border of the comment
in cell F10. Drag the comment so it no longer overlaps the comment in cell E11 (see
Figure 11-25).
354 Lesson 11
Figure 11-25
Show All
Setting up a workbook to print Comments
with comments active
Show Ink
active when
comments
are shown
Border denotes editing Center sizing handle

in progress
4. Click the PAGE LAYOUT tab, and in the Page Setup group, click Orientation. Click
Landscape.
5. In the Page Setup group, click the Page Setup dialog box launcher.
6. On the Sheet tab, in the Comments box, click As displayed on sheet.
7. Click Print Preview. The Print Options window in Backstage opens.
8. Click Print.
CLOSE Excel.
When you print comments as they appear on the worksheet, the data in some cells may be covered.
To print comments on a separate page, select At end of sheet in the Comments box on the Sheet
tab of the Page Setup dialog box.
Skill Summary
Objective
In this lesson, you learned how: Exam Objective Number
To secure your work before sharing it with others.

To distribute a workbook by email and the cloud.
To track changes to a workbook.
To add comments to a workbook.
Multiple Choice
1. Adding, deleting, moving, and viewing comments are performed from the commands
on which ribbon tab?
a. COMMENTS
b. REVIEW
c. FILE
d. VIEW
2. The Protect and Share Workbook button is on which ribbon tab?
a. COMMENTS
b. REVIEW
c. FILE
d. VIEW
3. Which is NOT an option in the Comments group?
a. New Comment
b. Delete
c. Show Ink
d. Edit Comment
4. You can turn on track changes with all of the following EXCEPT:
a. Track Changes button
b. Share Workbook button
c. Protect Sheet button
d. Protect and Share Workbook button
5. All of the following are on the REVIEW tab except which of the following?
a. Track Changes button
b. Share Workbook button
c. Protect Cells button
d. Protect and Share Workbook button
6. Which of the following would be the strongest password?
a. 02Feb2011 (your dog’s birthdate)
b. DenVer (the city in which you were born, with odd capitalization)
c. 679KrDj! (the last three digits of your social security or social insurance number and
first names of each of your siblings with an exclamation point)
d. BruinsO6 (your high school mascot and year you graduated using the letter O for a
zero)
7. In Excel, you can require a password for all of the following except which of the
following?
a. Opening a file
b. Formatting cells, columns, and rows on a worksheet
c. Adding a new worksheet, deleting a worksheet
d. Deleting a file
356 Lesson 11
8. You can send a workbook to someone by all of the following methods except which of
the following?
a. Use the FILE, Insert, Email command from Backstage view.
b. Open a third-party email program and attach the Excel file.
c. Save the workbook on SkyDrive and send a link to the file for viewing only.
d. Through a Send to Mail Recipient button you’ve added to the Quick Access Toolbar.
9. Which of the following functions allows you to have Excel put any number in by chance
from 10000 to 99999?
a. RAND()
b. RANDBETWEEN(10000,99999)
c. BYCHANCE(10000,99999)
d. RANDOM(10000,99999)
10. You can do all of the following with comments except which of the following?
a. Format the text using a different color
b. Change the background comment box color
c. Not include the user name who made the comment
d. Hide the comment
Fill in the Blank

1. A strong ____________ protects the document because it contains upper and lower
case letters, numbers, and symbols.
2. The ____________ feature allows you to see what each user adds, deletes, or edits in a
workbook.
3. The _____________ includes the name of the person who made each change, when the
change was made, and what data was changed.
4. The ____________ tab contains commands for comments, protecting the worksheet
and workbook, sharing the workbook, and track changes.
5. If you want Excel to assign number by chance from 100 to 999, use the ____________
function.
6. When you want to add a note to a cell without entering cell contents, use cell
____________ .
7. If you want to check the document for hidden properties or personal information, use
the ____________.
8. Use the ____________ option on the Backstage view to send an email message.
9. You can use the Shift+F2 or ____________ button to add a note to a cell.
10. The ___________ tab of the Page Setup dialog box allows you to print comments.
Project 11-1: Protect a File with a Password

In this project, the office manager has asked you to create an inventory of company credit cards
and save the file with a password.

1. Open a Blank workbook and type Contoso Credit Card Inventory in cell A1.
2. Type and format the information in Figure 11-26. The title in cell A1 is merged and
centered, with Cell Style Heading 1 applied. The labels in row 3 are centered, with Cell
Style Heading 3 applied.
Figure 11-26
Creating the Credit Cards
workbook.
3. SAVE the file as 11 Credit Cards Solution for use in each of the other exercises.
4. Click the FILE tab and Info is automatically selected; click Protect Workbook and
choose Encrypt with Password.
5. In the Encrypt Document dialog box, type 11P1!s5 and reenter the same password in
the Confirm Password dialog box.
Project 11-2: Email and Save a File to SkyDrive

In this project, you will email your workbook to your instructor and save the file to the SkyDrive.

1. OPEN the 11 Credit Cards Solution file you created in the first project. Use the
password you created in Project 11-1.
2. SAVE the file as 11 Credit Cards Email Solution.
3. Select the FILE tab, and then Share.
4. Invite People is already selected. Click Save to Cloud.
5. Click on your SkyDrive icon and then Browse, and select the SkyDrive folder for this
lesson.
6. Click Save. You return to the Share screen.
7. Type the [email address of your instructor], in the personal message box, type Project
2 Assignment and click the Share button SEND the email message.
CLOSE the workbook and LEAVE Excel open for the next project.
Project 11-3: Send Links for Editing and Viewing a File on the Web
In this project, you will send the links for viewing and editing the file on the Web to your instruc-
tor and yourself.

358 Lesson 11
2. SAVE the file as 11 Credit Cards Links Solution.

3. Use the Share option on the Backstage view to save the file to the cloud.
4. Open your email program and add your instructor’s email address. In the body of the
message, type View and press Enter and then type Edit.
5. Return to Excel’s Backstage view Share page and click Get a Sharing Link for viewing,
copy this in the email message after the word View, and then copy the link for editing
and copy this in the email message after the word Edit. SEND the email message.
6. SAVE and CLOSE all open workbooks.
Project 11-4: Add Comments to a File

In this project, you will add comments to a file.

2. SAVE the file as 11 Credit Cards Comments Solution.
3. In cell B4, type a new comment Initial E will be removed on next card.
4. In cell D9, type a new comment Card lost – need to cancel if not found by tomorrow.
5. In cell B12, type a new comment Yossi will be leaving at the end of the quarter – make
sure to cancel card.
6. Edit the comment in D9 to just say Card lost and found [today’s date].
7. Make sure all comments are hidden.
8. PRINT the worksheet with the comments displayed at the end of the sheet.
Mastery Assessment
Project 11-5: Track Changes

In this project, you will open the credit card file and track changes with different users.

2. SAVE the file as 11 Credit Cards Changes Solution.
3. In cell F3, type Balance and continue the formatting for row 3.
4. Format column F to be Accounting Number Format.
5. Change the label in row 1 to be merged and centered across A1:F1.
6. Track changes for all users.
7. Change the username prior to each change to be the user whose name is on the card in
row 4 and enter the balances below for each user in column F. SAVE the workbook after
each balance is entered.
Jenny E. Geist $3,533.15
Cassie A. Hicks $9,929.25
Dan A. Wilson $952.92
Mor O. Hezi $9,768.55
Nicole I. Holliday $1,669.72
Rebecca E. Laszlo $166.00
Srinivas R. Iragavarapu $6,186.08
Stephanie T. Bourne $8,662.97
Yossi O. Banai $1,621.48
8. List the changes on a new sheet.
9. Create a copy of the History sheet to a new workbook and save the workbook as
11 Credit User Changes Solution.
10. Accept everyone’s changes except Dan’s in F6 and Rebecca’s in F9.
11. SAVE and CLOSE both workbooks.
Project 11-6: Lock Cells and Protect Worksheet Elements

This project will put together various features of worksheet security and annotation, and then have
you share the workbook with other users.

2. SAVE the file as 11 Credit Cards Passwords Solution.
3. Turn off the password for the file (delete all characters).
4. Add a label in F3: Birthday and one in G3: Mom Name. Format these two labels the
same as other labels in the row and increase column width to fit.
5. Change the title of the workbook in A1 to read Contoso Credit Card Passwords and
center across A1:G1.
6. Add a label in A17: Password is Birthday in yyyymmdd format + first 4 characters of
Mom’s Maiden name.
7. Unlock the input for Birthday and Mom Name columns (F4:G12).
8. Protect Sheet with the password of the company name: Contoso.
9. Send this workbook in an email to your instructor. The subject should read: CC
Passwords. The body text should read Go to your row. In column F type your birth
date. In column G type your mother’s maiden name. After you complete these
changes, make sure to email the workbook back to me on Friday.
10. The following will simulate getting each workbook back. Enter the following data:
Name on Card Birthday Mom Name
Jenny E. Giest 4/7/1955 Soon
Cassie A. Hicks 11/6/1953 Banti
Dan A. Wilson 11/27/1949 Meadows
Mor O. Hezi 5/27/1950 Mayo
Nicole I. Holliday 7/20/1952 Kim
Rebecca E. Laszlo 2/23/1970 Untch
Srinivas R. Iragavarapu 2/1/1959 Chia
Stephanie T. Bourne 6/10/1945 Brauninger
Yossi O. Banai 7/5/1948 Posti
360 Lesson 11
11. In the Excel Options dialog box, change the User name to the original name for this
computer.
12. Put a comment in cell G4: Password would look like 19550407Soon.
13. Click the FILE tab, choose Options, select Quick Access Toolbar, click the Reset button,
and select the Reset all customizations option to return your Excel settings to normal.
14. Send an email to your instructor with a critique of this worksheet. In the email text, tell
your instructor how you would improve the worksheet or the process of creating it.
CLOSE Excel.
Creating
Charts 12
Lesson Skill Matrix
Building Charts Create charts and graphs. 5.1.1

Formatting a Chart with a Quick Style or
Layout
Formatting the Parts of a Chart Manually Add legends. 5.2.1
Modify chart and graph parameters. 5.2.3
Modifying a Chart Add additional data series. 5.1.2
Switch between rows and columns in source data. 5.1.3
Position charts and graphs. 5.2.5
Resize charts and graphs. 5.2.2
Apply chart layout and styles. 5.2.4
Using New Quick Analysis Tools Insert sparklines. 2.3.2
Demonstrate how to use Quick Analysis. 5.1.4
Creating PivotTables and PivotCharts
Key Terms
• axis
• chart
• chart area
• chart sheet
• data labels
• data marker
• data series
• embedded chart
• legend
• PivotChart
• PivotTable
• plot area
• sparklines
• title
© kgelati1 / iStockphoto
361
362 Lesson 12
Fourth Coffee owns espresso cafes in 15 major markets. Its primary income is gen-
erated from the sale of trademarked, freshly brewed coffee, and espresso drinks.
The cafes also sell a variety of pastries, packaged coffees and teas, deli-style sand-
wiches, and coffee-related accessories and gift items. In preparation for an upcom-
ing budget meeting, the corporate manager wants to create charts to show trends
in each of the five revenue categories for a five-year period and to project those
trends to future sales. Because Excel enables you to track and work with substantial
© kgelati1 / iStockphoto
amounts of data, it is sometimes difficult to see the big picture by looking at the de-
tails in a worksheet. With Excel’s charting capabilities, you can summarize and highlight data, reveal trends,
and make comparisons that might not be obvious when looking at the raw data. You will use charts, Quick
Analysis tools, PivotTables, and PivotCharts to present the data for Fourth Coffee.
The INSERT Tab

The INSERT tab contains the command groups you’ll use to create charts in Excel (see Figure
12-1). To create a basic chart in Excel that you can modify and format later, start by entering
the data for the chart on a worksheet. Then, you select that data and choose a chart type to
graphically display the data. Simply by choosing a chart type, a chart layout, and a chart
style—all of which are within easy reach on the ribbon’s INSERT and CHART TOOLS
tabs—you will have instant professional results every time you create a chart.
Recommended Charts Charts Types within Sparklines group

Figure 12-1 the Charts group
INSERT tab
Use this illustration as a reference throughout this lesson as you become familiar with and
use Excel’s charting capabilities to create attention-getting illustrations that communicate an
analysis of your data.
Creating Charts 363
BUILDING CHARTS
A chart is a graphical representation of numeric data in a worksheet. Data values are represented
Bottom Line
by graphs with combinations of lines, vertical or horizontal rectangles (columns and bars), points,
and other shapes. When you want to create a chart or change an existing chart, you can choose
from 11 chart types with numerous subtypes and combo charts. Table 12-1 gives a brief descrip-
tion of each Excel chart type.
Table 12-1 Ribbon Button Chart Function Usual Data

Ribbon Buttons and Options and Options Name Arrangement
Column Useful for comparing values Categories (in any order) or

across categories or a time time are usually on horizon-
period. Data points are vertical tal axis and values are on
rectangles. vertical axis.
Line Useful for showing trends in Time in equal units on

data at equal intervals. Displays horizontal axis and values
continuous data over time set on vertical axis.
against a common scale. Values
are represented as points along
a line.
Pie Useful for comparing the size Only one data series and
of items in one data series and none of the values are nega-
how each slice compares with tive or are zero.w
the whole. Data points are
displayed as a percentage of a
circular pie.
Doughnut Useful for displaying the rela- Categories are colors of

tionship of parts to a whole. circular bands and the size
Can contain more than one of the bands are the values
data series. Values are repre- of each band.
sented as sections of a circular
band.
Bar Useful for illustrating compar- Categories or time are

isons among individual items along the vertical axis and
when axis labels are long. values are along the hori-
Values are represented as horizontal axis.
zontal rectangles.
Area Useful for emphasizing magni- Categories or time are on

tude of change over time. It can the horizontal axis and val-
be used to draw attention to ues are on the vertical axis.
the total value across a trend.
Shows relationships of parts to
the whole. Values represented
as shaded areas.
364 Lesson 12
Table 12-1 Ribbon Button Chart Function Usual Data

Ribbon Buttons and Options and Options Name Arrangement
Scatter Useful for showing relationships The independent variable

of one numeric set of data is usually on the horizontal
against another numeric set of axis and the dependent vari-
data to see whether there is a able is on the vertical axis.
correlation between two vari-
ables. Values are represented as
single data points that are the
intersection of a value on one
axis against the other value on
the other axis.
Bubble Useful for comparing three sets First value is horizontal

of values. distance, second value is
vertical distance, and third
value is the size of bubble.
Stock Useful for illustrating the fluctu- For each time period, there
ation of stock prices or scientific are three to five numbers.
data when there is a start, end,
high, and low value during each
period. There can also be a
separate value attached to each
time period (such as volume).
Surface Useful for finding optimum Both categories and values

combinations between two sets are numeric values.
of data. The resulting plot looks
similar to a topographic map
or piece of cloth draped over
points.
Radar Useful for showing multiple First column is label of spike.

variables for each subject. Vari- First row is label of units.
ables are often unrelated but Values for each unit go
standardized to the same scale. down each column starting
The value of each variable is the in the second column
distance from a center point. after the row labels. The
Represents values as points maximum value is the outer
that radiate on spikes from the edge of chart. The minimum
center. value is in the center of the
chart.
Combo Two or more chart types such

as line and column.
Take Note When building a worksheet for a chart, the time period is normally displayed in the first row and
the categories are in the first column. There is a Switch Row/Column button on the DESIGN
tab that allows you to change the orientation of the data as it appears in the chart. The fourth
column in Table 12-1 assumes the default setup for data in a chart. You should know what your
organization’s standards are because charts are meant for quickly telling a story and if they are laid
out differently than the standards, the charts may defeat their purpose and confuse rather than
enlighten your audience.
Creating Charts 365
Workplace Ready
personal charts
As you see throughout this lesson, in addition to looking good, charts can be tools for commu-
nicating a lot of information in an easy-to-read format and they help make decisions. As you go
through this chapter, consider the financial decisions you make throughout your life. It might feel
impossible to save $1,000 now to put toward the future; however, it might also feel impossible
when you have children in college. It’s hard to say. To get about $100,000 by the age of 80, you
could put $1,000 in a stock market fund (assuming historic rates of return) one time at age 20 or
you can put $1,000 a year for 18 years from age 50 to 67).
Try to put your major life financial decisions in workbooks to see the impact of your decisions on
your pocketbook. Obviously, you have to make decisions based on many more factors, but at least
you will have one objective viewpoint covered.
Selecting Data to Include in a Chart

Excel’s ribbon interface makes it simple to create a chart. As you will see in the following exercise,
you can create one of the common chart types by clicking its image on the INSERT tab. More
important than the chart type, however, is the selection of the data you want to display graphical-
ly. What aspects of the data do you want viewers to notice? The answer to that question is a major
factor in selecting an appropriate chart type. In this exercise, you will learn to select data for use
in an Excel chart that returns your calculations and data in a color-coded pie chart with sections
identified by numbers or labels.
There are two approaches to identifying the data for your chart. If you lay out your worksheet ef-
ficiently, you can select multiple ranges at one time that will become the different chart elements.
The second way is to identify the chart type and then select the data for each chart element. If
you create many charts and eventually identify your own chart types, you might benefit by using
the former method. If your charts are more complex, you will benefit by using the latter method.
The first part of this lesson walks you through choosing the ranges first and the second part of the
lesson walks you through adding and removing certain chart elements.
366 Lesson 12
step by step Select Data to Include in a Chart

1. OPEN the 12 4thCoffee Financial History file for this lesson.
2. Select B2:B8 (the 2010 data).
3. Click the INSERT tab, and in the Charts group, click the Pie button. Click the first 2-D Pie
chart. A color-coded pie chart with sections identified by number is displayed.
4. Move the mouse pointer to the largest slice. The ScreenTip shows Series 1 Point 1
Value: 2010 (39%), as shown in Figure 12-2. This corresponds to the label 2010 rather
than actual data.
Figure 12-2
Pie chart created with
incorrect data
Chart Styles
2010 should be
a label and not
a pie slice
Selected
data range
1575 is a total
and should also
not be a slice.
Inserted chart Click to select chart Numbers identify pie slices
5. Point to the second largest slice and you’ll see that the value is 1575, which is the
amount for the total. Neither the column label (2010) nor the total sales amount should
be included as pie slices.
6. Click in the chart’s white space and press Delete. The chart is now deleted and the
CHART TOOLS tab disappears.
Troubleshooting To delete a chart, click in the white space then press the Delete key on your keyboard. If you
click on the graphic or another chart element and press Delete, only the selected element will
be deleted.
7. Select B3:B7, click the INSERT tab, in the Charts group, click Pie, and then click the first
2-D Pie chart. The correct data is displayed, but the chart is difficult to interpret with
only numbers to identify the parts of the pie.
Troubleshooting When you insert a chart into your worksheet, the CHART TOOLS tabs (DESIGN and FORMAT)
become available in Excel’s ribbon with the DESIGN tab active by default. You must select the
INSERT tab on the ribbon each time you want to insert a chart.
8. Click in the chart’s white space and press Delete.

9. Select A2:B7, click the INSERT tab, and click Pie in the Charts group. Click the first 2-D
Pie chart. As illustrated in Figure 12-3, the data is clearly identified with a title and a
label for each colored slice of the pie.
Cross You will learn later in the lesson how to select the Chart Styles and change the layout to show
Ref values for chart elements such as moving the label or adding percents next to the pie slices.
Creating Charts 367
Figure 12-3
Formatted pie chart
First cell in second column

becomes title of chart
B3 through B7 determine sizes of

the pie slices
5.1.1
Column A becomes labels
for slices (legend)
How do you select
appropriate data sources
for charts?
10. Move the mouse pointer to a blank spot within the chart and drag the chart to move it
below the data.
Troubleshooting Just like deleting an element, if you drag a chart element, the mouse will move the element
within the chart.
11. Click outside of the chart, click FILE, and then click Print. Notice that the Annual Sales
data appears with the chart on the page.
12. Press Esc and click on the Chart and choose FILE, Print. Now notice that the chart
appears by itself.
Take Note If you want to print just an embedded chart on a workbook, select the chart before you choose
FILE, Print.
13. CREATE a Lesson 12 folder and SAVE the workbook as 12 Charts Solution.
This exercise illustrates that the chart’s data selection must contain sufficient information to in-
terpret the data at a glance. Excel did not distinguish between the column B label and its data
when you selected only the data in column B. Although the label is formatted as text, because
the column label was numeric, it was interpreted as data to be included in the graph. When you
expanded the selection to include the row labels, 2010 was correctly recognized as a label and
displayed as the title for the pie chart.
When you select data and create a pie chart, the chart is placed on the worksheet. This is referred
to as an embedded chart, meaning it is placed on the worksheet rather than on a separate
chart sheet, a sheet that contains only a chart.
Moving a Chart
When you insert a chart, by default it is embedded in the worksheet. You can click a corner of
a chart or the midpoint of any side to display sizing handles (two-sided vertical, horizontal, or
diagonal white arrows). You can use the sizing handles to change the size of a chart. To move the
chart, you need to click and drag the four-headed black mouse pointer in the white space. You
might want a chart to be reviewed with the worksheet data or you might want the chart to stand
on its own. In this exercise, you move a chart to a new sheet in the workbook.
368 Lesson 12
step by step Move a Chart

5.2.5
1. Click in the white space on the chart to select it.
2. On the DESIGN tab, click the Move Chart button.
How do you place a chart on
a separate sheet? 3. In the Move Chart dialog box, click in the New sheet box and type 2010Pie to create the
name of your new chart sheet (see Figure 12-4).
Figure 12-4
Move Chart dialog box
Chart sheet name
4. Click OK. The chart becomes a separate sheet in the workbook (see Figure 12-5).
Figure 12-5
Chart sheet created Move
Chart
button
Chart sheet Data sheet
5. Click on the Data worksheet tab to return to the data portion of the workbook.
If you want to return the chart to the Data sheet, you could go to the 2010Pie tab, click the Move
Chart button again, and in the Object in box, select Data (the name of the sheet). Refer back to
Figure 12-4.
Creating Charts 369
Choosing the Right Chart for Your Data

You can create most charts, such as column and bar charts, from data that you have arranged in
rows or columns in a worksheet. Some charts, such as pie and bubble charts, require a specific
data arrangement. A single pie chart cannot be used for comparisons across periods of time or for
analyzing trends. The column chart works well for comparisons. In a 2-D or 3-D column chart,
each data marker is represented by a column. In a stacked column, data markers are stacked so that
the top of the column is the total of the same category (or time) from each data series. A line chart
shows points connected by a line for each value. The line chart emphasizes the trend or change
over time and the column chart highlights differences between categories. In this exercise, you
learn how to create a column chart and a line chart to illustrate the increase in coffee and espresso
sales at Fourth Coffee during a five-year period.
step by step Choose the Right Chart for Your Data

1. Select cells A2:F7.
Troubleshooting Make sure you do not include row 8, the Total Sales row. Otherwise, the last column in each
year will be huge and dwarf the other columns. It is standard practice not to include totals in
column and bar charts. In some instances it may be helpful to add a line with the totals as a
separate axis on the right.
2. Click the INSERT tab, and in the Charts group, click Column. In the Column drop-down
5.1.1 list, move to each of the options. When you pause on an option, Excel shows a preview
of the chart on the worksheet and a description and tips for the selected chart type.
How do you pick the chart Under 3-D Column, move to the first option. As shown in Figure 12-6, the ScreenTip
type for your chart? shows that the type of chart is a 3-D Clustered Column and it is suggested to compare
values when the order of categories is not important.
Figure 12-6
ScreenTip and chart preview Column chart button
Column chart types
Current option type name
Suggestion on when to use
Chart preview
3. In the drop-down list, click 3-D Clustered Column. The column chart illustrates the
5.1.1 sales for each of the revenue categories for the five-year period. The CHART TOOLS tab
appears with the DESIGN tab active.
How do you select 4. Anywhere in a blank area on the chart, click and drag the chart below the worksheet
appropriate chart types to data and position it at the far left.
represent data sources? 5. Click outside the column chart to deselect it. Notice that the CHART TOOLS tab
disappears.
370 Lesson 12
6. Select A2:F7, click the INSERT tab, and in the Charts group, click Line. In the 2-D Line
group, click the Line with Markers option (first chart in the second row). Position the
line chart next to the column chart. Note that the CHART TOOLS tab is on the ribbon
with the DESIGN tab active. Refer to Figure 12-7.
Figure 12-7
Column chart and line chart
Tools on DESIGN tab

change options for
line chart type
Selected data range
Column focuses eye

on differences with
other columns
Active line chart

Line focuses
eye on trend
Take Note Take a minute to study the two charts. In the column chart, Coffee and Espresso are by far the
largest revenue sources, but Coffee Accessories are catching up. On the line chart, notice that
Coffee and Espresso increase over time, but that Coffee Accessories increases faster. Bakery items
are decreasing, and the Deli sales is a bit up and down.
Another Way 7. Click the column chart and click the DESIGN tab.
You can also right- 8. Click the Move Chart button and in the New sheet box, type Column, and then click OK.
click on a chart and select
9. Click the Data worksheet tab, select the line chart, click the Move Chart button, and in
Move Chart.
the New sheet box, type Line, and then click OK.
The column and line charts provide two views of the same data, illustrating that the chart type
you choose depends on the analysis you want the chart to portray. The pie chart, which shows
values as part of the whole, displays the distribution of sales for one year. Column charts also
facilitate comparisons among items but also over time periods. A line chart’s strength is showing
trends over time.
Creating Charts 371
The line chart you created in this exercise is shown in Figure 12-8. The chart includes data mark-
ers to indicate each year’s sales. A data marker is a bar, area, dot, slice, or other symbol in a
chart that represents a single data point or value that originates from a worksheet cell. Related data
markers in a chart constitute a data series.
Figure 12-8
Line chart with data markers
Data marker
Data series
Using Recommended Charts

If you are new to charting, it can be overwhelming with up to 11 options on each of the 8 chart
buttons, not to mention the more chart type choices on each button. Excel 2013 has a new feature
to help narrow the choices depending on the data that you select. It is the Recommended Charts
button. In this exercise, you will select different sets of data and observe what choices Recom-
mended Charts displays.
step by step Use Recommended Charts

1. Click the Data worksheet tab.
2. Select the Year labels and Coffee and Espresso cells A2:F3, click the INSERT tab, and
then click the Recommended Charts button. Notice that Excel recommends four chart
types (see Figure 12-9). Excel explains when you use each of the charts underneath the
example.
372 Lesson 12
Coffee and Espresso becomes title of chart.
Figure 12-9
Recommended charts for
two rows of data (labels and
values)
Excel places
labels on
Values in B3:F3 x axis.
become height
of line.
Description
of chart
type.
3. Click the other three chart types and read each description. Click the Line chart, and
then click OK.
4. Click the Move Chart button, and in the New sheet box, type CoffeeLine, and then click
OK.
5. Click the Data worksheet tab, select cells A2:B7 to include the labels and data for 2010,
and then on the INSERT tab, click the Recommended Charts button. Notice the three
chart types recommended this time (see Figure 12-10).
Creating Charts 373
Figure 12-10
Recommended charts for text
in one column and values in
next column
2010 becomes
title of chart.
Values in B3:B7
become length
of bars.
Excel places values
on horizontal axis
Take Note Notice that three charts are recommended this time compared to the four different charts in .
Because 2010-2014 is in the first row in the previous example, charts that show trends are included
(line and column). Because the first column is selected this time, charts that compare items are
selected (bar, pie, and column charts). There is some overlap in the recommended chart types;
column charts are suggested in both cases.
6. Click Cancel. Select A2:F7 and click the Recommended Charts button. Look at each of
the suggested choices and scan the description. Click Cancel.
7. Select A8:F8 and click the Recommended Charts button. Notice that the choices are
even different from the options in Figure 12-9. Click Cancel.
8. Select A2:F2, hold down Ctrl, and select A8:F8. You do not have to choose adjacent
ranges for your data.
9. Click the Recommended Charts button. Notice that the recommended choices in Figure
12-11 are the same as Figure 12-9 because the first row includes years and the second
row includes values. Click OK.
374 Lesson 12
Figure 12-11
Nonadjacent ranges used prior
to choosing Recommended
Charts
Range A2:F2 Charts

dialog box
launcher
Range A8:F8
Compare choices
with those in
Figure 12-9.
Another Way 10. Click the Move Chart button, and in the New sheet box, type TotalLine, and then click
You can also select OK.
the data and press F11. Excel 11. SAVE the workbook.
tries to determine the best
chart for the selected data and PAUSE. LEAVE the workbook open for the next exercise.
places this chart on a separate
sheet in one step.
Creating a Bar Chart
Bar charts are similar to column charts and can be used to illustrate comparisons among individ-
ual items. Data that is arranged in columns or rows on a worksheet can be plotted in a bar chart.
Clustered bar charts compare values across categories. Stacked bar charts show the relationship of
individual items to the whole of that item. The side-by-side bar charts you create in this exercise
illustrate two views of the same data. You can experiment with chart types and select the one that
best portrays the message you want to convey to your target audience.
step by step Create a Bar Chart

1. Click the Data worksheet tab.
2. Select cells A2:F7 and on the INSERT tab, in the Charts group, click the Bar button.
Take Note A ScreenTip displays the chart type name when you hover the mouse pointer on its button or
subtype option.
3. Click the 3-D Clustered Bar subtype. The data is displayed in a clustered bar chart and
the DESIGN tab is active on the CHART TOOLS tab.
4. Drag the clustered bar chart to the left, below the worksheet data.
5. Select A2:F7. On the INSERT tab, in the Charts group, click the Bar button.
Creating Charts 375
6. Click the 3-D Stacked Bar subtype.

7. Position the stacked bar graph next to the 3-D bar graph. Your worksheet should look
like Figure 12-12.
Figure 12-12
A clustered bar and stacked
bar using the same data as the
line and column charts earlier
in the lesson (see Figure 12-7).
Each part of bar

adds together to
show total in the
stacked bar.
Another Way 8. Click the Move Chart button, and in the New sheet box, type StackedBar and click OK.
You can open 9. Click the Data worksheet tab, click the clustered bar chart, click the Move Chart button,
the Insert Chart dialog box and in the New sheet box, type ClusteredBar, and then click OK.
by clicking Recommended
Charts, and then clicking the
All Charts tab. You can also PAUSE. LEAVE the workbook open for the next exercise.
choose any chart button and
click the More Charts button
The Charts group on the INSERT tab contains eight buttons leading to multiple chart types
on the bottom of any menu.
(including a combined chart type). To create one of these charts, select the worksheet data and
click the button and choose one of the chart type options. You can select from any chart type by
clicking the Charts dialog box launcher (see Figure 12-11) to open the Insert Chart dialog box.
The Recommended Charts shows in the first tab. Click on the All Charts tab in the dialog box as
shown in Figure 12-13 to see samples of all types and subtypes of charts.
376 Lesson 12
Figure 12-13
All Charts tab of the Insert
Chart dialog box Subtype for each
chart type
Change orientation
of data
Change type
When you click a chart type in the left pane of the dialog box, the first chart of that type is selected
in the right pane. You can also scroll through the right pane and select any chart subtype. Differ-
ent examples display to determine whether you want the data interpreted in rows and columns vs.
columns and rows.
FORMATTING A CHART WITH A QUICK STYLE or Layout

After you create a chart, you can instantly change its appearance by applying a predefined style
Bottom Line
or layout. Excel provides a variety of useful quick layouts and quick styles from which you can
choose. As shown in Figure 12-14, when you create a chart, the chart tools become available and
the DESIGN and FORMAT tabs and Quick Layout button appears on the ribbon.
DESIGN tab CHART TOOLS tab FORMAT tab

Figure 12-14
The CHART TOOLS tab
activates when a chart
is inserted.
Quick Layout Change Colors button Chart Styles buttons
button
Formatting a Chart with a Quick Style

Predefined layouts and styles are timesaving features that you can use to enhance the appearance
of your charts. Quick Styles, as defined by Microsoft, are the chart styles available in the Chart
Styles group of the DESIGN tab in the CHART TOOLS tab. They are Quick Styles because you
can click them in an instant instead of searching through the Chart Styles gallery. In this exercise,
you apply a Quick Style to your chart.
Creating Charts 377
step by step Format a Chart with a Quick Style

5.2.4 1. Click on the 2010Pie chart tab. If the DESIGN tab is not visible and the buttons active,
click the white space inside the chart boundary and click the DESIGN tab if necessary.
How do you quickly change 2. One of the Chart Styles is already selected. Click each of the styles until you come to
the style of a chart? the style shown in Figure 12-15 with the labels and percentages shown next to each pie
slice. If necessary, click the down arrow to select more styles.
Figure 12-15
Pie chart with labels next
to each slice
Current style
selected
2010Pie sheet selected Down and up arrows

for more styles
3. The chart colors are determined by the theme of your worksheet. Click the Change
Colors button and move the mouse pointer over each of the different rows to see the
preview of the pie change.
4. Click Color 3 to make the change.
Take Note You can use the Chart Styles buttons as you are first creating an embedded chart on a worksheet
or use them while editing a chart whether it is embedded or a separate chart sheet as shown here.
Formatting a Chart with Quick Layout

In addition to the colors and patterns, you can change which elements appear on your chart and
where they appear. This includes items such as axis titles, data tables, and where the legend goes.
In this exercise, you will apply a Quick Layout to your chart to display a data table under the chart.
378 Lesson 12
step by step Format a Chart with Quick Layout

5.2.4
1. Click on the Column chart tab.
2. On the DESIGN tab, click the Quick Layout button. As you move to each of the options,
How do you quickly change
the chart changes to preview what the option will look like (see Figure 12-16).
the layout of a chart?
Figure 12-16
Quick Layout choices
Layout 5 selected and

shown on the chart
3. Click Layout 5. The data table appears under the chart. The years (2010-2014) act as
both the x-axis labels and column headers of the data table.
You can also use the design buttons on the right of a selected chart to change the style and color
and which elements appear on the chart. Click on the chart and click the first button to select
which items appear on the chart as shown in Figure 12-17.
Figure 12-17
Chart Elements button
Creating Charts 379
Click the second button and choose which style and color you want (see Figure 12-18).
Figure 12-18
The Chart Style button: Style
and color options
FORMATTING THE PARTS OF A CHART MANUALLY

The FORMAT tab provides a variety of ways to format chart elements. To format a chart element,
Bottom Line
click the chart element that you want to change, and then use the appropriate commands from
the FORMAT tab.
The following list defines some of the chart elements you can manually format in Excel. These
5.2.3 elements are illustrated in Figure 12-19:
How do you modify different • Chart area: The entire chart and all its elements.
items on a chart style of
a chart? • Plot area: The area bounded by the axes.
• Axis: A line bordering the chart plot area used as a frame of reference for measurement.
• Data Series: Row or column of data represented by a line, set of columns, bars or other chart
type
• Title: Descriptive text that is aligned to an axis or at the top of a chart.
• Data labels: Text that provides additional information about a data marker, which represents a
single data point or value that originates from a worksheet cell.
• Legend: A box that identifies the patterns or colors that are assigned to the data series or cate-
gories in a chart.
380 Lesson 12
Figure 12-19
Chart elements
Select Chart
Element
Chart Title
Chart area Coffee and Espresso

data series
Plot area
Vertical Coffee Accessories

(Value) Axis data series
Horizontal
(Category) Axis
Legend
Take Note To learn the elements of the chart, click the Chart Elements drop-down list and select each of the
elements on the sample charts in your workbook.
Editing and Adding Text on Charts

wUp until now we have accepted the default labels on the charts created. You can edit existing
labels in a similar way that you do in a worksheet. Click the label, select the text, and type the new
text. If the element isn’t visible, you can add it by checking the CHART ELEMENTS option or
inserting a text box.
step by step Edit and Add Text on Charts

1. Click the 2010Pie chart tab.
2. Click the 2010 title, move the insertion point to the end of the label and click. Type a
space and then type Annual Sales. The text appears in all caps based on the current
layout.
3. Select the label text. Click the HOME tab and click the Font dialog box launcher. The
Font dialog box appears (see Figure 12-20).
Creating Charts 381
Figure 12-20
Chart Font dialog box
Font
dialog box
launcher
Uncheck All Caps
4. Click the All Caps check box to uncheck this option. Click OK.
5. Click on the FORMAT tab and click the Text Box button. Click the bottom left corner of
the chart area and type your initials and today’s date in the text box.
6. Edit the chart titles on each of the charts as follows:
Chart Title Text
Column Chart Title Annual Sales
Column Axis Title Thousands
Line Chart Title Annual Sales (Thousands)
StackedBar Chart Title Annual Sales
ClusteredBar Chart Title Annual Sales
Formatting a Data Series

Use commands on the FORMAT tab to add or change fill colors or patterns applied to chart el-
ements. Select the element to format and click on one of the buttons on the ribbon or display the
Format pane to add fill color or a pattern to the selected chart element.
step by step Format a Data Series

2. Click in the largest slice of the pie. You can see data selectors around each of the pie
slices.
3. Click the FORMAT tab, click the Shape Fill button, and then choose Red in the Standard
Colors section. All the slices of the pie change to red. Click Undo. You want to select
the largest pie slice instead of all of the pie slices.
382 Lesson 12
4. Click the largest pie slice again and you should see data selectors only on the slice.
Click the Shape Fill button and choose Red. The Coffee and Espresso pie slice changes
to Red, as shown in Figure 12-21.
Take Note The first click on a data series selects the whole series. The second click selects the individual
marker for the series.
Figure 12-21
Change color of data element
Data selectors show Pie slice changed to red

only one pie slice selected
5. Click the Column chart tab.

6. Click the tallest bar (Coffee and Espresso). Notice that the five bars have data selectors.
Click the Shape Fill button and select Red. All five bars and the legend color for Coffee
and Espresso changes to red.
7. Click the Shape Effects button, click Bevel and notice the options available (see
Figure 12-22).
Creating Charts 383
Figure 12-22
Shape Effects menu
Coffee and Espresso

selected Bevel
options
Legend and columns

are red
8. Click the first Bevel option (Circle). Repeat this option for each of the data series. The
chart now looks like Figure 12-23.
Figure 12-23
Beveled columns Format
Data Series
pane
Series
Options
button
Shape Styles
dialog box Effects
launcher button
Fill & Line
button
384 Lesson 12
9. In addition to the Shape Fill, Shape Outline, and Shape Effects buttons, you can also
change the elements with the Shape Styles dialog box launcher. On the FORMAT tab,
in the Shape Styles group, click the Shape Styles dialog box launcher. The Format Data
Series pane opens with the Series Options button selected.
10. Click each of the three buttons under the Series Options label and look at the choices.
Click one of the Coffee Accessories columns.
11. Click the Fill & Line button, choose FILL, and select Picture or texture fill from the
options.
12. Click the Texture drop-down arrow and choose the Brown Marble option.
When you use the mouse to point to an element in the chart, the element name appears in a Scre-
enTip. You can select the element you want to format by clicking the arrow next to the Chart Ele-
ments box in the Current Selection group on the FORMAT tab. This list is chart specific. When
you click the arrow, the list will include all elements that you have included in the displayed chart.
Changing the Chart’s Border Line

You can create an outline around a chart element. Just select the element and apply one of the
predefined outlines or click Shape Outline to format the shape of a selected chart element. You can
also click the Shape Styles dialog box launcher to bring up the pane with menu choices for the way
the element looks. You can even apply a border around the entire chart. Select an element or the
chart and use the colored outlines in the Shape Styles group on the Format tab, or click Shape
Outline and choose a Theme or Standard color for the border.
step by step Change the Chart’s Border Line

1. Click the Line chart tab and choose the FORMAT tab.
2. In the Current Selection group, click the arrow in the Chart Elements selection box and
click Chart Area. The chart area section on the chart becomes active.
3. Click the More arrow in the Shape Styles group. The Shape Styles gallery opens.
4. Scroll through the outline styles to locate Colored Outline – Blue, Accent 1, as shown in
Figure 12-24.
Creating Charts 385
Figure 12-24
Shape Styles gallery Gallery Format
Chart
Area pane
Shape Styles
gallery ScreenTip
shows name of
option
Border
5. Click Colored Outline – Blue, Accent 1. You might not notice a change. This is because
the Width of the line may be set so thin you can’t see it.
6. In the Format Chart Area pane, click the BORDER arrow to expand that section.
7. Click the Width up arrow, until you get to 2.5 pt. Now you can see that the chart is
outlined with a light blue border.
8. Click the Coffee and Espresso line.
9. In the Color drop-down, under the LINE section, choose Red.
10. SAVE your workbook.
Modifying a Chart’s Legend

You can modify the content of the legend, expand or collapse the legend box, edit the text that is
displayed, and change character attributes. A finished chart should stand alone—that is, the chart
should contain sufficient data to convey the intended message. In the chart you modify in this
exercise, changing the font colors in the legend to match the blocks in the columns provides an ad-
ditional visual aid that enables the viewer to quickly see the income contribution for each category.
step by step Modify a Chart’s Legend

5.2.1 1. Click the Line chart tab.
2. On the FORMAT tab, click the Chart Elements drop-down arrow, and choose Legend.
How do you add a chart 3. If the Format Legend pane does not appear, click the Shape Styles dialog box launcher.
legend?
4. Click the Legend Options button.
386 Lesson 12
5. In the Legend Position section, click Right to move the legend to the right side of the
chart.
6. Click the Coffee and Espresso label in the legend.
7. Click the TEXT OPTIONS button to display the menus for the text.
8. In the Fill Color drop-down, choose Red so the text in the legend matches the line color
(see Figure 12-25).
Figure 12-25
Changing Legend text color
Fill Color
button
Text color changed
to red to match line

10. Click the Coffee and Espresso label twice. If necessary, click the TEXT OPTIONS button
and underneath TEXT FILL, click the Color button, and choose Red to change the text
color.
11. CLOSE the Format Data Label pane and SAVE the workbook.
MODIFYING A CHART
Sometimes the chart that you add from the INSERT tab and modify through the Quick Layout
Bottom Line
and Chart Styles still isn’t exactly what you want. In addition to using the creation and design
features mentioned previously, you can modify a chart by adding or deleting individual elements
or by moving or resizing the chart. You can also change the chart type without having to delete
the existing chart and create a new one or change how Excel selects data as its data elements by
changing rows to columns.
Adding Elements to a Chart

Adding elements to a chart can provide additional information that was not available in the data
you selected to create the chart. In some cases adding data labels helps make the charts more un-
derstandable. In this exercise, you learn to use the CHART ELEMENTS button to add items to
a chart.
Creating Charts 387
step by step Add Elements to a Chart

1. Click the StackedBar chart tab.
2. If necessary, click in a white space of the chart to select the chart and make the buttons
in the upper right hand corner appear.
3. Click the CHART ELEMENTS button. A menu appears showing which elements are
currently on the chart (checked boxes) and which are not (unchecked boxes). See
Figure 12-26.
Figure 12-26
Current Chart Elements
CHART
ELEMENTS
button
Click
checked
box to
remove an
item
Click
unchecked
box to add
an item
4. Click the Axis Titles box to check the box and add both a vertical and horizontal axis
placeholder.
5. The Axis Title on the bottom of the screen has selection indicators to indicate it is
selected. Type Thousands and press Enter.
6. Click the TotalLine chart tab, click the CHART ELEMENTS button, and select the Axis
Titles option. This time the vertical Axis Title is selected. You can click any label
placeholder to select it if it is already on a chart. Type Thousands for the vertical title.
7. Repeat the previous step to add a vertical axis title of Thousands for the CoffeeLine
chart and the horizontal axis title for the ClusteredBar chart.
8. Click the StackedBar chart tab, click the CHART ELEMENTS button, and select the Data
Labels option. Labels appear for each of the bars on the chart as shown in Figure 12-27.
388 Lesson 12
Figure 12-27
Data Labels added to the
chartw Axis Titles
added
Data Labels
added
Another Way 9. SAVE the workbook.

You can also click
a text box, select the text and PAUSE. LEAVE the workbook open for the next exercise.
type the new text.
Deleting Elements from a Chart

When a chart becomes too cluttered, you may need to delete nonessential elements. You can select
an element on the chart and press the Delete key. You can also select an element in the Chart Ele-
ments drop-down in the Current Selection group and press Delete. You will use this next exercise
to delete elements from some charts. Since the years are obvious and you do not always need an
axis title you will delete the generic Axis Title labels. You will also create a copy of the StackedBar
chart tab and only show items that are consistently increasing over the five years.
step by step Delete Elements from a Chart

1. On the StackedBar chart sheet tab, click the vertical Axis Title and press Delete.
2. Repeat Step 1 to delete the following generic Axis Title labels:
Chart tab Vertical or Horizontal Axis Title
CoffeeLine Horizontal
TotalLine Horizontal
ClusteredBar Vertical
3. Right-click the StackedBar chart tab and select Move or Copy. In the Before sheet list
box, Select ClusteredBar, click the Create a copy check box, and then click OK to create
another copy of the StackedBar chart.
4. Double-click the StackedBar (2) label for the tab and type SalesIncrease for the new
name.
5. Click the $150 data label for the Bakery in 2014. All data labels for bakery have selection
indicators. Press Delete.
6. Repeat Step 5 for Coffee Accessories, Packaged Coffee/Tea, and Deli data labels.
Creating Charts 389
7. Click the Annual Sales title and type Coffee, Espresso, and Accessories only Consistent
Sales Increase. Press Enter.
8. You can also hide data series. Click the Chart Filters button on the right side of the
chart and in the SERIES group, click Bakery to uncheck it (see Figure 12-28).
Figure 12-28
Uncheck series you do not
want to appear on the chart.
Chart Filters
button
When mouse is on
series, chart highlights
just that series
Apply button
Another Way
You can also
delete a chart element by
right-clicking on the element 9. Repeat step 8 for Packaged Coffee/Tea and Deli and click the Apply button.
and selecting Delete. 10. After looking at the chart, you might decide it is better to keep all of the data series.
Repeat Steps 8 and 9 to recheck the Bakery, Packaged Coffee /Tea, and Deli series.
Take Note Compare this to previous versions of Excel when you removed series from a chart. The Chart
Filters button is much easier to put the series back on.
Take Note It is important to remember that whether the chart is embedded in the worksheet or located on
a chart sheet, the chart is linked to the worksheet data. Any changes in the worksheet data are
reflected in the chart. Likewise, if the worksheet data is deleted, the chart is also deleted.
Adding Additional Data Series

You might need to add additional data to a chart. In this case the CEO of the company has asked
you to create a new data sheet that breaks out coffee and espresso and packaged coffee and tea to
see if you can see any new trends.
step by step Add Additional Data Series

1. Right-click the Data worksheet tab, select Move or Copy, scroll to the bottom of the
Before sheet list, and select (move to end). Click the Create a copy checkbox and click
390 Lesson 12
OK. Double-click the Data (2) tab, type DataExp, and then press Enter.
2. Select A2:F7, click the INSERT tab, click the Insert Column Chart button, and then
under 2-D Column, click the Clustered Column option.
3. Insert rows below Coffee and Espresso and Packaged Coffee/Tea. Edit the labels and
values as shown in Figure 12-29.
Figure 12-29
Edited Annual Sales with new
categories
New rows of data do

not appear in chart
Another Way
You can also click
the DESIGN tab and the Select 4. Right-click in a blank area of the chart, and choose Select Data. The Select Data Source
Data button. dialog box opens (see Figure 12-30).
Figure 12-30
Select Data Source dialog box
Add button Move Up button
Take Note In the previous section, you used the Chart Filter button to remove data series. You can also use
this Select Data Source dialog box to remove data series.
Creating Charts 391
5. Click the Add button and in the Series name box, click cell A4. In the Series values box,
delete the entry and drag on the worksheet to select cells B4:F4. The Edit Series dialog
box looks like Figure 12-31.
Figure 12-31
Edit Series dialog box
5.1.2
6. Click OK, then click the Move Up button multiple times to move the Espresso/Premium
Coffees label below Coffee.
How do you add additional
7. Repeat Steps 5 and 6 with Packaged Tea in A8 and the data in B8:F8 so the label is
data series?
below Packaged Coffee. Click OK to accept the changes and return to the sheet.
Another Way PAUSE. LEAVE the workbook open for the next exercise.
You can also
highlight the data in the work-
sheet, click Copy, click on the Resizing a Chart
chart, and click Paste to add a You can point to a corner of a chart or the midpoint of any side to display sizing handles (two-sid-
data series to a chart. ed arrows). Use the side handles to change the chart height or width. Use the corner sizing handles
to change both height and width. Increasing the size of a chart makes it easier to read, especially
if it is an embedded chart. Be cautious when you reduce the size of a chart, however. Titles and
legends must be readable. In this exercise, you learn to resize the chart.
step by step Resize a Chart
GET READY. USE the workbook from the previous exercise. The DataExp sheet should be
selected.
1. Move the mouse to the white space to the left of the chart title. The mouse is a black
5.2.2 four-headed arrow. Drag to move the chart to the left edge of the sheet and below row
11.
How do you change the size 2. Move the mouse to the bottom right corner of the chart. The mouse pointer is a two-
of a chart? headed diagonal arrow on the resize handle. Drag the mouse so it is in the bottom right
corner of the screen. The chart expands to take up more of the screen and you can see
the columns and legend easier.
3. Click the Chart Title and type Detailed Annual Sales. Click back in the chart to select
the chart and move to the right center resize handle. Your screen should look similar to
Figure 12-32.
392 Lesson 12
Figure 12-32
Resized chart
Resize
handle to
change
height
Resize
handle to
change
width
Mouse
pointer
changes to
double-
headed
arrow
Change both width

and height
Take Note You can click any selection handle on the chart border and drag to increase the height, width, or
both.
Choosing a Different Chart Type

For most 2-D and 3-D charts, you can change the chart type and give it a completely different
look. If a chart contains multiple data series, you can also select a different chart type for any sin-
gle data series, creating a combined chart. You cannot combine a 2-D and a 3-D chart, however.
step by step Choose a Different Chart Type
GET READY. USE the workbook from the previous exercise. The DataExp sheet should be
visible and the chart selected.
1. Click the DESIGN tab and select the Change Chart Type button. The Change Chart Type
dialog box opens.
2. Click each of the chart types on the left and you will see a set of different icons
representing subtypes for each of the chart types. Click the Column button. Click the
Stacked Column subtype (second icon in the right pane, at the top of the dialog box).
The screen should look like Figure 12-33.
Creating Charts 393
Figure 12-33
Change Chart Type dialog box
Subtypes for each
chart type
Chart types
3. Click OK.
4. Click the Move Chart button and in the New sheet box, type DetSales, and then click
OK.
5. COPY the DetSales chart sheet before the DataExp sheet and name the tab DetSalesEs.
6. On the DESIGN tab, using the Change Chart Type button, change the chart back to a
Clustered Column.
7. Click just one of the Espresso/Premium Coffees columns.
8. On the DESIGN tab, click the Change Chart Type button.
9. The Change Chart Type box opens to the Combo chart type. In the Espresso/Premium
Coffees Chart Type box, select Line (see Figure 12-34).
Figure 12-34
Change Chart Type with
Combo chart type
Line option
Combo chart type
Change individual data series
10. Click OK and edit the chart title to read WOW! Look at Espresso/Premium Coffee
Sales!
11. Click the FORMAT tab and in the Insert Shapes group, click the Arrow button and
drag the arrow from the chart title to the Espresso line. Use the Shape Outline button
to change the arrow to Red and the Weight to 6 pt. Your chart should look similar to
Figure 12-35.
394 Lesson 12
Figure 12-35
Espresso/Premium Coffee
Sales chart
Shape
Outline
Arrow button button
Arrow
Switching Between Rows and Columns in Source Data

You might want to change the orientation of your chart so that the categories are along the hori-
zontal axis instead of the years or vice versa.
step by step Switch Between Rows and Columns in Source Data

1. COPY the DetSales chart sheet before the DataExp sheet and name the tab
5.1.3 DetSalesCat.
2. On the DESIGN tab, use the Change Chart Type button to change the chart back to a
How do you switch between Clustered Column.
rows and columns in source 3. The horizontal axis shows each year and the categories repeat within each year. We’re
data? going to change the chart so each category is a group and each year is shown as a
different bar color. On the DESIGN tab, click the Switch Row/Column button. The chart
changes (see Figure 12-36).
Creating Charts 395
Figure 12-36
Rows and columns switched
(legend and categories
changed)
Switch
Row/
Column
button
Horizontal axis now

show categories
instead of years
Legend
shows
years
Using New Quick Analysis Tools

Excel 2013 includes a new feature that allows analysis of data with a few clicks of the mouse. You
Bottom Line
select a data range, and the new Quick Analysis button appears, allowing you to quickly create
charts, add tiny miniature graphs called sparklines, work with totals, format the data with con-
ditional formatting, and create PivotTables.
Adding a Chart or Sparklines

In addition to the INSERT tab and F11 key, the new Quick Analysis button allows you to quickly
add charts to your workbook. After you add the chart, you can modify it using the exercises above.
step by step Add a Chart or Sparklines

1. Click the DataExp worksheet tab. Select cells A2:F9. The new Quick Analysis icon
appears at the bottom right of the selected range. Move the mouse pointer to the
button and the ScreenTip displays (see Figure 12-37).
396 Lesson 12
Figure 12-37
Quick Analysis button and Quick Analysis
ScreenTip button
ScreenTip
describes button
2. Click the Quick Analysis button. A small window called the Quick Analysis gallery
opens (see Figure 12-38).
Figure 12-38
Quick Analysis gallery
Another Way
You can also press
Ctrl + Q to open the Quick
3. Click the CHARTS tab in the gallery. The options change in the lower part of the gallery.
Analysis gallery.
Move the mouse pointer to each of the charts and a preview appears on the screen
above the Quick Analysis gallery. For example, move the mouse pointer to the Stacked
Area option and you’ll see a preview showing this type of chart (see Figure 12-39).
Figure 12-39
Stacked Area chart previewed
CHARTS tab
More Charts –
displays
recommended
charts and all
charts
Take Note If you click the More Charts option, Excel displays the Insert Chart dialog box, with the Recom-
mended Charts and All Charts tabs discussed earlier in this lesson.
4. We will not add any charts from the CHARTS menu at this time. Click the SPARKLINES
2.3.2 tab. Move the mouse pointer to preview the Column option. A set of tiny column charts
shows in column G.
How do you add sparklines 5. Click the Line option. A series of lines appear in your worksheet in column G.
to a data range? 6. Row 2 (years) should not have a sparkline. Click cell G2 and on the DESIGN tab, click
the Clear button. The sparkline is removed in that cell. In cell G2, type Sparkline.
7. Click cell G9. Use the fill handle to drag to cell G10. A sparkline appears for the total.
8. Select G3:G10 and click the DESIGN tab. There are a number of options you can do
with the sparklines.
9. In the Show group, click High Point and Low Point and in the Style gallery, choose
Creating Charts 397
Sparkline Style Dark #3 (see Figure 12-40).
Figure 12-40
Sparklines in column G
High Point
Low Point
Sparkline Style Dark #3 Decreasing sales Increasing sales
Take Note The DESIGN tab changes to SPARKLINE TOOLS when you have sparklines selected. Take the
time to explore the options on the ribbon shown in Figure 12-40.
Working with Totals

The Quick Analysis button can also quickly add SUM, AVERAGE, and COUNT functions as
well as %of Total and Running Totals to either the bottom row or to the right of the data.
step by step Work with Totals
GET READY. USE the workbook from the previous exercise and click on the Data worksheet
tab.
1. Select A3:F7. Click the Quick Analysis button and select the TOTALS tab.
5.1.4
2. Move to the first icon, Sum (with the blue row highlighted in the icon). You’ll see a
preview on the worksheet of Sum overwriting the Total Sales row that was already
How do you use Quick there.
Analysis to add totals? 3. Move to the next icon and you’ll see row 8 previewed with Averages for each column.
Move to each of the Count, % Total, and Running total icons and watch the preview of
the worksheet change.
4. Move to the second Sum icon (with the orange column highlighted). Notice that the
worksheet preview changes to show totals in column G.
5. Click the arrow on the right to show more options. Preview each of the options and
return to % Total (see Figure 12-41).
Figure 12-41
% Total appears in column G TOTALS tab
398 Lesson 12
6. Click the % Total option. Click cell G3 and notice that the formula =SUM(B3:F3)/
SUM($B$3:$F$7) appears in the formula bar.
7. In cell G2, type Average.
Applying Conditional Formatting

The Quick Analysis gallery also has a FORMATTING tab that allows you to format the cell data
in different ways. You can show tiny bars so the cells look like a bar chart, change the colors for
high and low values and other options.
step by step Apply Conditional Formatting
GET READY. USE the workbook from the previous exercise. You should still be on the Data
worksheet tab.
1. Select A3:F7. Click the Quick Analysis icon. The FORMATTING tab is selected.
2. Move to the first icon, Data Bars. You can see a preview on the worksheet of small bars
in each cell indicating the relative value in the cell. The largest value is in F3 and the bar
shows the largest width (see Figure 12-42).
Figure 12-42
Data Bars preview
Largest value
Smallest value
5.1.4
3. Click the Color Scale option to make this choice. Click in a cell outside the range so the
How do you use Quick formatting is clearer. The worksheet is formatted (see Figure 12-43) with the highest
Analysis to apply conditional values in green with the highest value in dark green. The lowest values are in red.
formatting? 4. If the value is close to the highest or lowest value, the color or the cell is less dark. As
the values move away from the value, the color becomes lighter.
Figure 12-43
Formatted worksheet Highest value in range
Lowest value
in range Near the highest
Near the lowest

Creating Charts 399
CREATING PIVOTTABLES and PIVOTCHARTS

A PivotTable report and PivotCharts are collaborative ways to quickly condense and rear-
Bottom Line
range large amounts of data. Use a PivotTable report to analyze and display the numerical data in
detail and to answer unforeseen questions about your data. In this exercise, you will learn to create
basic PivotTables.
A PivotTable report and Pivot Charts are especially designed for:
• Querying large amounts of data in many different ways.
• Subtotaling and gathering numeric data, summarizing data by categories and subcategories, and
creating custom calculations and formulas.
• Expanding and collapsing levels of data to filter your results, and drilling down finer points from
the summary data for areas of importance.
• Moving rows to columns or columns to pivot rows to examine different summaries of the data.
• Filtering, sorting, grouping, and conditionally formatting the most useful and interesting subset
of data to enable you to focus on the information that you want.
• Providing concise, eye-catching, and interpreted online or printed information.
Creating a Basic PivotTable

PivotTable reports are used to examine and analyze related totals. Examples are calculating a long
list of figures or comparing several facts about each piece of numerical data. In this exercise, you
create a basic PivotTable report.
step by step Create a Basic PivotTable
GET READY. OPEN 12 School Test Data from the student data files.
1. Click cell A1. Press End and then press the down arrow. Notice that there are 139,129
rows of data.
2. Press Ctrl + Home to return to the top of the worksheet.
3. On the INSERT tab, click the Recommended PivotTables button.
4. Scroll to the bottom and click Count of ScaleScore by Proficiency Level (see
Figure 12-44).
400 Lesson 12
Figure 12-44
Recommended PivotTables
dialog box PivotChart
button
PivotTable
button Recommended
PivotTables
dialog box
Recommended
PivotTables
button
Select last
choice
5. Click OK and NAME the new sheet Count. The PivotTable Fields pane opens on the
right side of your screen and the data appears on the worksheet (see Figure 12-45).
Notice that the data for No Score is blank. That is because the count of the rows is
based on the Scale Score, which is empty for unavailable scores. You will want to
change the field to count to a field that has data. If you look back on the Data tab, every
row is filled by a grade so you can use this column so every row is counted.
Figure 12-45
PivotTable Fields
The number of rows for each

proficiency label with a Scale
Score is shown.
Rows are each

Proficiency Level in
your data.
Creating Charts 401
6. Return to the Counts sheet and drag the Grade field in the PivotTable Fields pane down
to the VALUES section.
7. Drag the Count of ScaleScore from the VALUES section into the worksheet to remove
it. Notice that the No Score row now counts each missing score.
8. Drag the Grade field to the COLUMNS area. You’ll see each grade summarized.
9. Drag the Test field to the FILTERS area.
10. Cell B1 currently shows (All). Click the Filter drop-down arrow, choose Math, and click
OK.
11. On the Filter button, click cell B1 and choose Reading. Click OK. Your data should look
similar to Figure 12-46.
Figure 12-46
Results of PivotTable
Filter button
Current filter
shows Reading
Filter is
by Test
Take Note When you click any empty cell on the PivotTable, the Field list disappears. To make it reappear,
you simply need to click on any active cell that is showing data.
12. SAVE the workbook to the Lesson 12 folder as 12 Test PivotTable Solutions.
After you create the initial PivotTable report by defining the data source, arranging fields in the
PivotTable Field List, and choosing an initial layout, you can perform additional tasks as you work
with and improve a PivotTable report, including:
• Exploring the data: Once initially created, you can expand and collapse data, and show the
essential facts that pertain to the data. You can sort, filter, and group fields and data items. You
can edit summary functions, and create custom calculations and formulas.
• Changing the form layout and field arrangements: You can edit the PivotTable report to dis-
play it in compact, outline, or tabular form. You can add, rearrange, and remove fields and also
edit the order of the fields or items.
• Change the layout of columns, rows, and subtotals: Excel enables you to turn column and
row field headers on or off, display or hide blank rows, display subtotals above or below their
402 Lesson 12
rows, and adjust column widths on refresh. You also can move a column field to the row area
or a row field to the column area, and merge or unmerge cells for outer row and column items.
• Change the display of blanks and errors: You can change how errors and empty cells are
displayed, change how items and labels without data are shown, and display or hide blank lines.
• Changing the format of the PivotTable: You can apply manual and conditional formatting to
cells and ranges, and you can edit the overall look by applying a PivotTable format style.
Take time to explore these options for PivotTables on your own.
Adding a PivotChart
A PivotChart is an essential tool to help organize and arrange large amounts of data from work-
sheets. In addition to summarizing a huge amount of data, you can visualize the information in
a simple graph.
step by step Add a PivotChart

1. On the Data worksheet, click cell A1.
2. On the INSERT tab, click the PivotChart button, and then choose PivotChart. The
Create PivotChart dialog box opens and the range is selected (see Figure 12-47).
Figure 12-47
Create PivotChart dialog box
3. The default location is for a New Worksheet so click OK. Name the new sheet tab
PivotChart.
4. Drag the Test field to the FILTERS area.
5. Drag Grade to the VALUES area (count number of items).
6. Drag Grade again to the AXIS area.
7. Drag Proficiency Level to the LEGEND area.
8. MOVE the chart to the left edge of the worksheet, below the data, and then resize the
chart (see Figure 12-48).
Creating Charts 403
Figure 12-48
PivotChart of student test
PivotChart
scores created Fields pane
9. On the Test drop-down arrow on the chart, choose Science and click OK. Notice that
only 5th, 8th, and 10th grades are available because only those grades take the Science
test.
10. Click the FORMAT tab, click the Text Box button, and click the top of the chart. Add a
label that says Student Science Test Scores and make this label Bold and 18 points.
11. Click cell A3 and change the label to just say Count.
12. In F4, click on the label for Unsatisfactory.
13. Move the mouse pointer to the left edge of the cell until the mouse pointer changes
to a four-headed black arrow and drag the mouse between columns C and D (see
Figure 12-49).
404 Lesson 12
Figure 12-49
Drag Unsatisfactory to be-
tween No Score and Partially
Proficient.
Mouse pointer
change. to a green
insert bar
Drag edge of
Unsatisfactory
14. Repeat Step 13 and move the Advanced column to between Proficient and Grand Total.
15. Resize the PivotChart so it goes to column L.
16. SAVE the workbook as 12 Test PivotChart Solution. Your final sheet should look like
that shown in Figure 12-50.
Figure 12-50
PivotChart completed
Advanced and
Unsatisfactory columns
rearranged
Creating Charts 405
Skill Summary
In this lesson you learned Exam
how to: Exam Objective Number
Build charts Create charts and graphs 5.1.1

Format a Chart with a Quick Style or
Layout
Format the parts of a chart manually Add legends 5.2.1
Modify chart and graph parameters 5.2.3
Modify a chart Add additional data series 5.1.2
Switch between rows and columns in 5.1.3
source data
Position charts and graphs 5.2.5
Resize charts and graphs 5.2.2
Apply chart layout and styles 5.2.4
Use new Quick Analysis Tools Insert sparklines 2.3.2
Demonstrate how to use Quick Analysis 5.1.4
Create PivotTables and PivotCharts
Multiple Choice
1. Which chart type shows values as parts of a whole?

a. Column
b. Bar
c. Area
d. Pie
2. Which type of chart appears on a worksheet with other data?
a. Chart sheet
b. Embedded
c. PivotChart
d. Mixed
3. Which part of a chart do you click when you want to select the entire chart?
a. Chart area
b. Plot area
c. Chart title
d. Legend
4. Which of the following happens to a chart if the source data is deleted?
a. Nothing.
b. The chart will move to the area where the data was located.
c. The data in the chart is deleted.
d. You will be asked if you want the chart deleted.
406 Lesson 12
5. Which is the first step that should be taken when creating a chart?
a. Providing a name for the chart
b. Selecting the chart type
c. Selecting the range of cells that contain the data the chart will use
d. Choosing the data labels that will be used in the chart
6. If you want to print only the chart in a worksheet, which of the following should you do
before printing?
a. Click the chart to select it and then print.
b. Select the Print chart only option in the Page Setup dialog box.
c. Move the chart to a new sheet by itself and then print that sheet.
d. You cannot print only the chart if it is part of a larger worksheet.
7. A bar chart represents values as which of the following?
a. Horizontal bars
b. Vertical bars
c. Horizontal lines
d. Vertical lines
8. A column chart represents values as which of the following?
a. Horizontal bars
b. Vertical bars
c. Horizontal lines
d. Vertical lines
9. To move a chart from a worksheet to a chart sheet, perform which of the following?
a. Use the move handles and drag it to the new location.
b. Use the Move Chart button on the DESIGN tab.
c. Cut the chart from the worksheet and paste it to a new workbook sheet.
d. You cannot move the chart after it has been created.
10. Which of the following statements is not true?
a. You can change both the height and width of a chart with commands on the
FORMAT tab.
b. You can use the sizing handles to change the height and width of a chart.
c. You must delete an existing chart in order to have the data displayed in a different
chart type.
d. When a chart sheet is created, it no longer appears on the worksheet containing the
data series.
Matching
Match each vocabulary term with its definition.
a. axis _____ 1. A box that identifies the patterns or colors that are
assigned to a data series or categories in a chart.
b. chart _____ 2. A graphical representation of numeric data in a worksheet.
c. chart area _____ 3. A bar, area, dot, slice, or other symbol in a chart that
represents a single data point or value that originates from
a worksheet cell.
d. chart sheet _____ 4. A chart that is placed on a worksheet rather than on a
separate sheet.
e. data label _____ 5. A sheet in a workbook that contains only a chart.
f. data marker _____ 6. The entire chart and all its elements.
g. data series _____ 7. Related data points that are plotted in a chart.
h. embedded chart _____ 8. A line bordering the chart plot area used as a frame of
reference for measurement.
i. legend _____ 9. Descriptive text that is automatically aligned to an axis or
centered at the top of a chart.
j. title _____ 10. A label that provides additional information about a data
marker, which represents a single data point or value that
originates from a worksheet cell.
Creating Charts 407
Project 12-1: Create a Pie Chart

The Blue Yonder Airlines boss has asked you to do an analysis of your time for the past month.

1. CREATE the following workbook as shown in Figure 12-51. Use a SUM function in B9.
Figure 12-51
Data for pie chart
2. Select A3:B8.
3. Click the INSERT tab. Click Pie and click 3-D Pie.
4. On the DESIGN tab, click Quick Layout and choose Layout 4.
5. Click the Move Chart button.
6. In the New Sheet box, type TimePie and click OK.
7. Click the CHART ELEMENTS button and check Chart Title.
8. For the selected Chart Title type Monthly Time Analysis.
9. SAVE the workbook to the Lesson 12 folder as 12 My Time Solution.
Project 12-2: Create a Column Chart

Your friends have asked you to do a summary of salaries for selected occupations. You are going
to meet as a group and discuss the pros and cons of each position. Salary is only one of the issues
you will talk about, but it is significant.

1. CREATE the following workbook as shown in Figure 12-52.
Figure 12-52
Data for column chart
408 Lesson 12
2. Select A3:B10.
3. Click the INSERT tab. Click Column and click Clustered Column.
4. Edit the chart title to read Entry Level Salaries.
5. Right-click in a blank area of the chart, choose Move Chart, and in the New sheet box,
type Salaries. Click OK.
6. Right-click on the Vertical (Value) axis and select Format Axis.
7. In the Format Axis pane, choose NUMBER and in the Category drop-down, choose
Currency.
8. SAVE the workbook to the Lesson 12 folder as 12 Salaries Solution.
Project 12-3: Convert and Modify a Chart

In the previous project, you created a column chart to display entry level salaries. In this project
you will change the chart type, add data, and format the chart.

1. Click on Sheet1. In cell A11, type Engineer and in cell B11, type 57,894.
2. Modify the chart to include row 11 .
3. Change the chart type to Clustered Bar.
4. Add a text box in the lower left corner to read US Average (salary.com).
5. Change the bars using the Green marble Texture fill.
6. Change the Chart title to Green Accent 6, Darker 50%, and then apply Bold, 24 point.
7. Drag the plot area up slightly so the text box you added in step 4 does not overlap the
horizontal axis.
8. SAVE the workbook to the Lesson 12 folder as 12 Salaries2 Solution.
9. CLOSE the file.
Project 12-4: Create a Radar Chart

In this exercise, you will plot the evaluations from three teachers to discuss your next semester
schedule with your study group.

1. CREATE the workbook shown in Figure 12-53.
Figure 12-53
Data for radar chart
Creating Charts 409
2. Create a Radar chart for the three teachers.

3. Move the chart to a sheet called Evaluations.
4. Change the Chart Title to read Teacher Evaluations.
5. Using the CHART STYLES button, change the chart to Style 7.
6. Move the legend to the bottom right of the chart.
7. Add a text box on the bottom left: Fall Semester Evals.
8. Change the text box font color to gray to match the other labels and make the font
italic.
9. Decide which teacher you want and change the Legend so the teacher has an asterisk
(*) after the number (on T1, T2, or T3).
10. SAVE the workbook to the Lesson 12 folder as 12 Teachers Solution.
11. CLOSE the file.
Mastery Assessment
Project 12-5: Create Sparklines on a Worksheet

Your International Studies professor asked you to compare data from Gapminder about the chang-
ing number of years of education of women throughout the world.

1. OPEN the 12 School International Women file for this lesson.
2. Create Line sparklines in column AP.
3. Change the sparklines to Column.
4. Identify the High Point on each sparkline.
5. Change both axes on each sparkline to Same for All Sparklines.
6. Type Sparkline in AP1.
7. Select A2:AO176 and using the Quick Analysis button add an Average to the bottom of
the chart.
8. Change the number of decimals in row 177 to 1 decimal.
9. SAVE the workbook to the Lesson 12 folder as 12 International Schooling Women
Solution.
Project 12-6: Create Line Charts

You’ve decided to continue the analysis of international women’s education for your final paper.
To prepare for your report you create several line charts of example countries from each part of
the world.

1. Create a line chart of the average years of women’s education for the world from
1970-2009.
2. Move the chart to a separate sheet and name the chart sheet International Average and
title the chart International Women’s Education. You do not need a legend since there
is only one line.
3. Label only the vertical axis Average Years of Education.
410 Lesson 12
4. Copy the chart 5 times and add data to compare the international average with a
selected country. Use the following for the chart sheet name and data for each of the
following countries:
US
Afghanistan
Zimbabwe
Taiwan
Mexico
5. Change the chart title of each of the charts to read [Country name] Women’s
Education.
6. Add a legend to each of the charts in Step 4 to compare the country with the
international average.
7. SAVE the workbook to the Lesson 12 folder as 12 Women Final Solution and then
CLOSE the file.
close Excel.
Adding Pictures and Shapes
to a Worksheet 13
Lesson Skill Matrix
Inserting Pictures Insert images. 5.3.3

Adding Shapes, Lines, Text Boxes, and WordArt Insert text boxes. 5.3.1
Change text to WordArt. 2.2.9
Deleting, Copying, and Moving Graphics
Formatting Graphics Change object colors. 5.3.6
Position objects. 5.3.8
Adding Graphic Enhancements Using Picture Tools Add styles and effects to objects. 5.3.5
Add borders to objects. 5.3.4
Modify object properties. 5.3.7
Using SmartArt Graphics Insert SmartArt. 5.3.2
Key Terms
• artistic effect
• clip art
• duotone
• graphic
• handle
• metadata
• saturation
• shape
• SmartArt graphic
• text box
• WordArt
© kate_sept2004 / iStockphoto
411
412 Lesson 13
Tailspin Toys creates unique toys and games aimed at childhood education. The
company is also highly involved in charitable giving and fundraising for community
organizations, especially to support the local food pantry. Tailspin Toys works with
the pantry to run various fundraising activities throughout the year, as well as to
provide educational opportunities to train volunteers and the public to assist with
feeding the hungry and ending hunger in the community. They also collect donat-
ed food for distribution to the needy. Throughout this lesson, you will add graph-
© kate_sept2004 / iStockphoto
ics to a worksheet that reports on fundraising activities. You’ll learn to manipulate
those graphics using Excel’s many tools to place, resize, reposition, and reformat photos, clip art, shapes,
SmartArt, and WordArt.
The INSERT Tab’s Illustration and Text Tools

Excel isn’t just for crunching numbers or storing rows and rows of records. It contains a robust
set of tools for turning data into charts; concepts and processes into diagrams; and adding
photos, clip art, shapes, and other drawn content to make worksheets more interesting and
more quickly understood. In this lesson, you focus on diagrams, images, shapes, and text-
based graphics such as WordArt and text boxes, which are used to enhance a worksheet and
help those viewing it to understand its content.
Most of the graphical elements you can add to an Excel worksheet are generated from the
INSERT tab, shown in Figure 13-1, in the Illustrations and Text groups. Everything from
pictures, clip art, SmartArt, shapes, text boxes, and WordArt are found in these two clusters
of buttons. Once you’ve inserted the graphical element you need, tools are presented to allow
you to format, size, and position them to meet your needs.
Illustrations group Text group
Figure 13-1
The INSERT tab’s Illustrations
and Text groups
Adding Pictures and Shapes to a Worksheet 413
Inserting Pictures
As the saying goes, “A picture’s worth a thousand words,” and in the case of Excel, pictures can be
Bottom Line
worth a thousand cells filled with text and numbers. Adding everything from photos to clip art
is easy in Excel, helping you take a mind-numbing worksheet packed with numbers and text and
turn it into something interesting to look at, compelling to read, and easy to navigate.
Inserting a Picture from a File

A graphic is an art-related object, such as a drawing (including clip art), image, or shape. Perhaps
the most common graphical item added to a worksheet, aside from pie charts and bar graphs, is the
picture. Using the Pictures button on the INSERT tab, it’s quick and easy to add any picture you
have stored on your computer (or on a network drive to which you have access), simply by navi-
gating to the folder where that picture is stored and selecting it via the Insert Picture dialog box.
step by step Insert a Picture from a File
GET READY. LAUNCH Excel and open a new, blank workbook. Download the image files for
this lesson and SAVE them in the My Pictures folder. Alternatively, you can create a subfolder
in your student data folder named Lesson 13 Images and save the images in that subfolder.
1. On the INSERT tab, in the Illustrations group, click the Pictures button. The Insert
Picture dialog box opens (see Figure 13-2).
Figure 13-2
The Insert Picture dialog box
©toddtaulman /iStockphoto, ©mangostock /iStockphoto, ©Zurijeta /iStockphoto,

©mikessss /iStockphoto
2. Navigate to the folder that holds the image files for this lesson. Double-click the
13 Happy Kids image, or click it once and then click the Insert button. The picture is
inserted into your worksheet.
Troubleshooting If you don’t see your picture file listed in the Insert Picture dialog box after navigating to the
folder where the picture is stored, click the All Pictures drop-down list to the right of the File
Name box. Excel displays all pictures that it supports, such as BMP, JPG, PNG, TIFF, and more.
3. SAVE the workbook in the Lesson 13 folder as 13 Insert Pictures Solution.

5.3.3
When you insert a graphic into Excel, the upper-left corner of the graphic aligns with the active
How do you insert an image cell. However, the graphic appears on top of the worksheet grid. Although the graphic might cover
into a worksheet? up content in the grid, it doesn’t affect that content and is not actually inserted into any cell in
the worksheet. You can move the graphic in the worksheet without affecting any existing data or
other inserted graphics.
414 Lesson 13
If you decide you want to use a different photo, select the current picture and on the FORMAT
tab, in the Adjust group, click the Change Picture button. In the Insert Pictures dialog box,
choose an alternate image to replace the selected picture on your worksheet.
Inserting an Online Picture

Pictures and clip art (drawings and illustration files) can increase the appeal of many worksheets.
You can easily obtain royalty-free images from Office.com or search Bing’s image library, both
through a simple keyword search. In lieu of that, you can browse your own SkyDrive (which is
part of Office 365) to insert an image you’ve stored there. It’s all done through the Online Pictures
button in the INSERT tab’s Illustrations group.
step by step Insert Office.com Clip Art

1. Click in cell J1.
2. On the INSERT tab, in the Illustrations group, click the Online Pictures button. The
Insert Pictures dialog box appears.
3. To the right of Office.com Clip Art, click in the Search box. Type a keyword or phrase,
such as canned food (see Figure 13-3).
Figure 13-3
Entering a search phrase in
the online version of the Insert
Pictures dialog box Search phrase
4. Click the magnifying glass icon at the right end of the search box or press Enter
to begin the search. Excel searches the online Office clip art database for images
containing the keywords “canned food” in their metadata.
5. The dialog box displays the images that meet the search criteria. To insert one of
the images, click on it and then click the Insert button in the dialog box. You can
also double-click the desired image to insert it into your worksheet. When an image
is inserted, the dialog box closes automatically. Figure 13-4 shows a clip art image
inserted into the worksheet.
Figure 13-4
A clip art image inserted
into a worksheet
Clip art image
After searching for an image, if none of the images returned by Office.com meet your needs, type
new search criteria into the search box and press the Enter key to initiate a new search.
Metadata is information stored about images—keywords that describe the content of the im-
age, the name of the photographer, the type of image, the date the image was taken or last edited,
and so on. Any image search, through Office.com or a web browser’s image search feature, relies
on the metadata stored about each image to return results when a user searches for an image to
meet his needs.
step by step Insert an Image via a Bing Image Search

2. Click in the Search Bing box to the right of Bing Image Search.
3. Type a keyword or phrase, such as children eating lunch to search the Internet via the
Bing web browser for images containing those keywords in their metadata.
4. Click the magnifying glass icon at the right end of the search box or press Enter to
begin the search.
5. The dialog box displays the images that meet the search criteria. To insert one of the
images, click on it and click the Insert button in the dialog box. You can also double-
click the desired image. Once an image is inserted, the dialog box closes automatically.
Notice that the image was inserted over the top of the clip art image.
6. Click the newly inserted image to select it, and then press the Delete key on your
keyboard.
Take Note Most images you find on the Internet are copyrighted, even if you don’t see a copyright symbol or
copyright text associated with the image. If you intend to use an image you find on the Internet,
you need to contact the image owner and seek permission. As an alternative, you can search for
“public domain images” to find images that are not restricted by copyright, or purchase images
from any number of stock image websites.

416 Lesson 13
step by step Insert an Image from Your SkyDrive
GET READY. USE the workbook from the previous exercise. You must have an account at
SkyDrive.com. Accounts are free to set up and use. SkyDrive is Microsoft’s cloud solution
for sharing and collaboration. If you installed Office 2013 on your own computer, you most
likely became an Office 365 subscriber, which gave you space within the SkyDrive cloud.
You can use this space to store files of all kinds, including pictures.
1. Connect to your SkyDrive account, navigate to the Pictures folder, and upload the
Lesson 13 images. If a Pictures folder doesn’t exist, create it and then upload the
images.
2. Click in cell Q1.
4. Click the Browse link to the right of the SkyDrive option. Your SkyDrive folders,
including a Public folder, appear.
5. Double-click the Pictures folder or whichever folder contains the picture you want to
insert. The folder opens, displaying the images it contains (see Figure 13-5).
Figure 13-5
Any image stored in your
SkyDrive folders is available
for insertion in an Office
document.
©toddtaulman /iStockphoto, ©mangostock /iStockphoto, ©Zurijeta /iStockphoto,

6. Scroll through the images, select the 13 Canned Veges image, and then click the Insert
button. You can also double-click the desired image.
7. Once an image is inserted, the dialog box closes automatically.
Adding Shapes, Lines, Text Boxes, and WoRDART

Nothing directs a worksheet user’s attention to key information faster than an arrow or line that
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literally points to important data. Microsoft offers shapes in several Office products, which are
editable lines, circles, arrows, stars, and more used to draw the user’s focus to a particular part of
the worksheet. You can add text to shapes to provide additional information to someone trying to
understand complex data, making the worksheet data more friendly and accessible. You can also
insert a standard text box, a box that may contain text or graphics and that you can insert any-
where in a worksheet. A text box may be used to explain complex content or provide the history or
source of data, or create an eye-catching title through the use of WordArt.
Adding Shapes
Excel, like Word and PowerPoint, offers the capability to insert and modify shapes in worksheets.
The Shapes feature offers eight different categories of shapes, along with a group entitled Recent-
ly Used Shapes so you can quickly draw the same shapes over and over. The categories—Lines,
Rectangles, Basic Shapes, Block Arrows, Equation Shapes, Flowchart, Stars and Banners, and
Callouts—provide the capability to draw nearly any shape.
step by step Add a Shape
GET READY. LAUNCH Excel if it’s not already running.

1. OPEN 13 Add Shapes from the data files for this lesson.
2. On the INSERT tab, in the Illustrations group, click the Shapes button. A menu of shape
categories appears, as shown in Figure 13-6.
Figure 13-6
The Shapes list
Up Arrow
icon
3. In the Block Arrows section, click the Up Arrow shape. The Up Arrow shape is probably
located on the first line in the Block Arrows section, third from the left.
4. Move the mouse pointer onto the worksheet, just below the FUNDS RAISED column.
The mouse pointer appears as a crosshair. Draw the shape by clicking and dragging
down and a little to the right. The shape appears as you drag.
5. When the shape is the desired size (both size and proportions can be changed later, so
don’t worry about being perfect), release the mouse button. Your block arrow should
look similar to Figure 13-7.
Figure 13-7
A block arrow drawn in a
worksheet
418 Lesson 13
6. Click any blank cell.

7. SAVE the workbook in the Lesson 13 folder as 13 Add Shapes Solution.
When inserting a shape, the direction you drag from the starting point controls the size of the
shape and its proportions. You can, by controlling the angle, create a nearly perfect square or a very
round, almost circular ellipse. But why do it by eye? Instead, hold down the Shift key as you drag,
and you draw a shape that’s equal in width and height. This applies to any shape, but is essential
for squares and circles. The trick to successful use of this technique is to release the mouse button
and then the Shift key.
When a shape is drawn, it has white handles on its perimeter. For graphics, a handle is a white
box on the side and/or corner of the graphic that you click and drag to increase or decrease the size
of the graphic. You can also click inside a graphic and drag to move it, and change the color of its
fill and/or outline, assuming the default blue isn’t what you need. You’ll learn the specifics of these
formatting changes later in this lesson.
Drawing Lines
Lines can be used to point to something or to create a visual connection between two shapes or
two areas of the worksheet. You can draw them at any angle, at any length, and once drawn, for-
mat their appearance.
step by step Draw Lines

1. On the INSERT tab, in the Illustrations group, click the Shapes button.
2. In the Lines section, click the Arrow line (see Figure 13-8).
Figure 13-8
The arrow line in the
Shapes list
Arrow line icon
3. Move the mouse pointer onto the worksheet (it appears as a crosshair), and click over
the left side of cell D22 and drag diagonally up and to the right, toward cell D19.
Take Note When drawing straight lines, with or without arrowheads, to constrain the line to a 45° or 90°
angle, hold the Shift key as you drag to draw the line. Release the mouse button before releasing
the Shift key to maintain the angle after the line is completed.
4. When your line is complete, release the mouse button and click a blank cell. A finished
line is shown in Figure 13-9.
Figure 13-9
An arrow line in the worksheet
Arrow line
Use the following methods, depending on the type of line you choose to draw:
• To draw a straight, elbow, or curve line, click and drag the mouse in the direction you want the
line to follow.
• To draw a freeform line, hold the mouse button down, so that you’re drawing the line in the path
of the mouse.
• To draw a freeform shape, continue dragging and drawing the line as you would for a freeform
line, but come back to your line’s starting point to close the shape (the shape then fills with the
default blue).
• To draw a line with an arrowhead at one end, drag toward the spot that the line should point to.
Adding Text to a Shape

Shapes of all kinds can be turned into geometric text boxes by typing text directly into the shape.
Once in place, the text can be formatted to any font, size, or color, and positioned within the
shape using the same alignment tools that align text in your worksheet cells. All of this makes it
possible to place eye-catching annotations right on the worksheet, offering short phrases or longer
descriptions or instructions for use, right along with the data.
step by step Add Text to a Shape

2. In the Stars and Banners section, click the Explosion 1 shape (see Figure 13-10).
420 Lesson 13
Figure 13-10
The Explosion 1 shape in the
Shapes list
Explosion 1 icon
3. Click and drag the mouse pointer under the FUNDS NEEDED column, so the shape
looks similar to Figure 13-11.
Figure 13-11
Drawing the Explosion 1 shape
4. With the shape still selected, type Goal Exceeded!. The text begins in the upper left of
the shape and wraps within the shape if the width is too small to display all text on one
line. Don’t press Enter unless you want to force the text onto a new line to create a new
paragraph or to place words or phrases on separate lines.
5. To format the text in the shape, select the text by clicking just to the left of the “G”
in Goal and dragging through all text. Note that when you’re within the shape that
contains text, the mouse pointer turns to an I-beam cursor.
6. With the text selected, use the formatting tools on the Mini Toolbar or on the HOME
tab to bold and center the text, and change the font size to 14. Grab a sizing handle on
either side of the shape and pull to the left, right, or down a bit until all text appears, as
Cross You learned how to format text in Lesson 6 , “Formatting Cells and Ranges.”.
Ref
Figure 13-12
A shape with text added
When you select text within a shape, you can use the formatting tools on the Mini Toolbar or on
the HOME tab to change the font, font size, text color, and alignment of the text.
You can apply special effects to a shape by right-clicking the shape and choosing Format Shape
from the shortcut menu. The Format Shape pane appears on the right side of the workspace. Click
the Text Options tab, and use the Text Fill & Outline, Text Effects, and Textbox icons shown in
Figure 13-13 to apply various special effects, using the commands that appear below the icons as
you select each one.
Figure 13-13
Text Fill & Outline icon
Special effect icons for
formatting shapes Textbox icon
Text Effects icon
Adding a Text Box

Shapes with text in them can function as a text box, but give you the freedom to make that box
appear as a circle, a star, an arrow, a banner, or any polygon. If all you need is a basic white box that
contains text, however, there’s no need to draw a shape and then have to format it and add text to
it. Instead, insert a Text Box and type the text into it.
422 Lesson 13
step by step Add a Text Box

1. On the INSERT tab, in the Text group, click the Text Box button, as shown in
Figure 13-14.
Figure 13-14
The Text group of tools on the
INSERT tab
2. Move the mouse pointer onto the worksheet over cell B20. The mouse pointer turns
5.3.1 into a vertical cursor.
3. Click and drag to cell C24 to draw a small box. If you draw a box that’s too big or too
How do you insert a text box small for the text you will type into the box, you can resize the box after typing the text.
into a worksheet? 4. The text box contains a blinking cursor. Type These numbers are preliminary. I need to
check with the director before releasing the worksheet to the board for review. See
Figure 13-15.
Figure 13-15
Entering text into a text box
5. Click in cell A1 to make the text box non-active and to prepare for the next exercise.
You can use the formatting tools on the HOME tab or on the Mini Toolbar to format text in a
text box.
Using WordArt
Looking for a way to add text to your worksheet and catch everyone’s eye? WordArt, a Microsoft
Office feature that combines words and artistic effects, may be just what you need. Utilizing an
extensive series of preset colored fills, drop shadows, outlines, and 3D looks, WordArt makes it
easy to create a specialized text object quickly. You can use them to add phrases like “Great job!”
next to high sales numbers or to include staff or product names and short titles on your worksheet,
unbound by the limited formatting tools available through the Font group on the HOME tab.
step by step Use WordArt

1. On the INSERT tab, in the Text group, click the Insert WordArt button. The WordArt
styles gallery appears, as shown in Figure 3-16.
Figure 13-16
The WordArt styles gallery
Insert WordArt button
WordArt styles gallery
1. Select the Fill - Blue, Accent 1, Shadow style.

2. A box of sample text appears on the worksheet. Triple-click in the box to select all
sample text and type Great Fundraisers!. Notice in Figure 13-17 that the style you
chose in Step 2 is applied to the sample text.
Figure 13-17
WordArt in a worksheet
WordArt
3. SAVE the workbook as 13 Add Shapes Solution and CLOSE the file.
2.2.9
How do you create WordArt
in Excel? You can change your WordArt style, simply by selecting the WordArt object on your worksheet
and then displaying the WordArt Styles gallery on the FORMAT tab. Choose a different style,
and the text you typed appears in that new style. If you want to get rid of the style entirely and
just use plain text, choose Clear WordArt from the WordArt Styles gallery on the FORMAT tab.
If you need to correct a typo, or add or remove text, you can edit your text at any by selecting some
or all of the WordArt text and typing the correction. You can also move and resize the graphic
at any time, so placement and size are entirely up to you. You learn more about how to move and
resize graphics of any kind later in this lesson.
Deleting, Copying, And Moving graphics

Once you add a graphic to a worksheet, you’ll probably want to move it to the perfect spot. You
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may also want to reuse it in another location, to improve yet another worksheet through the use
of interesting and helpful visuals. Conversely, you may want to get rid of it all together. No matter
what you want to do, fortunately, moving, copying, and deleting graphics are incredibly simple.
Deleting Graphics
To delete a graphic, just select the graphic and then press the Delete key on your keyboard. The
same concept applies to nearly any object, such as a shape, line, text box, or WordArt.
424 Lesson 13
step by step Delete Graphics

1. OPEN 13 Delete Copy Move from the data files for this lesson.
2. On the Fundraising Events worksheet, click the WordArt graphic. Handles appear on its
edges as shown in Figure 13-18.
Figure 13-18
Handles on the selected
graphic
WordArt handles
3. Press the Delete key on your keyboard. Excel deletes the graphic.
4. Click the block arrow graphic and press the Delete key.
5. SAVE the workbook in the Lesson 13 folder as 13 Delete Copy Move Solution.
When deleting text boxes, WordArt, and shapes to which you’ve added text, it’s important to
select the object and not the text. If your cursor is active in the text, that’s what you’ll delete when
you press the Delete key. You’ll remove text rather than the whole object. To be sure your entire
object is selected, click once on the object and then click the edge of it, so that the line around the
object is solid. If the contents of the object are selected or active for editing, the bounding box will
appear as a dashed line.
Moving Graphics
Rarely do we insert a graphic in the exact spot where we need it. This isn’t a big deal, however,
considering how simple it is to move the graphic to where it belongs, whether you’re nudging it just
a bit or dragging it to an entirely new spot in the worksheet. You can also move objects to another
worksheet or workbook using the Clipboard.
step by step Move Graphics

1. Click the starburst shape. Handles appear on its edges.
2. Point the mouse pointer inside the graphic. The mouse pointer should change to a four-
headed arrow, as shown in Figure 13-19.
Figure 13-19
The mouse pointer is a
four-headed arrow, which
indicates you can move the
graphic.
Four-headed arrow
3. Click and drag the graphic so it appears under the % of GOAL column. Release the
mouse button.
Take Note While the object is selected, you can move it without using the mouse. Just tap the arrow keys on
your keyboard to nudge the object in small increments–up, down, left, or right.
4. Click and drag the arrow shape so it points to the FUNDS RAISED column, as shown in
Figure 13-20.
Figure 13-20
The result of moving graphics
When selecting the graphic, be careful not to point to a handle by accident, which will resize the
graphic instead of moving it.
Another way to move a graphic of any kind, especially if you want to use it on another worksheet
instead of the one where it currently resides, is to cut it. Once the object is cut, you can paste it
where you want it, moving it from point A to point B.
To cut, click the object and then right-click. Select Cut from the shortcut menu, and the object
disappears. You can also select the object and press Ctrl + X, which also cuts the selection.
Then, go to the other worksheet where you want to use the graphic, and either right-click any-
where on the worksheet and select one of the paste options from the shortcut menu or press Ctrl
+ V. The Paste Options section of the shortcut menu includes icons for Use Destination Theme,
Keep Source Formatting, and Picture.
Copying Graphics
You designed a WordArt banner, or formatted a shape with text in it, and it’s so great you want to
use it in another worksheet, or in a Word document or a PowerPoint presentation. Making a copy
of the graphic is easy, as is placing it in a different location where you want it to appear.
step by step Copy a Graphic

Another Way 1. On the Fundraising Events worksheet, click the text box to select it.
You can also click 2. Right-click a border of the text box and select Copy from the shortcut menu.
the object to select it and then
3. Click the Volunteers tab.
press Ctrl + C to copy it to the
Clipboard. 4. Right-click in cell A1 and under Paste Options in the shortcut menu, select the Use
Destination Theme icon.
5. Triple-click inside the text box to select all text, and then type Confidential. Do not
share this information without permission from a committee chair. The text box is
426 Lesson 13
Figure 13-21
The copied text box with
new text
If you need one or more copies of a graphic on the same worksheet, perhaps to create a series of
Another Way stars to be placed next to several impressive numbers or to adorn a series of charts, click the graphic
You can click in the you want to copy and press Ctrl + D. You can repeat that keyboard shortcut for as many duplicates
target spot and press Ctrl+V as you need, and then move each graphic to its desired location.
to paste the object from the
Clipboard.
Formatting Graphics
In addition to moving or copying graphics, you will most likely need to change their appearance
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at some point. From styles to the use of the mouse and keyboard to change the appearance, place-
ment, and stacking order of overlapping graphics, Excel offers great tools to make your graphics
look exactly as you’d imagined them.
Applying Styles to Shapes and Changing Styles

Once you’ve drawn a shape, the Excel ribbon changes to display DRAWING TOOLS with the
FORMAT tab selected. In the steps below, you learn to apply Shape Styles and to customize
shapes by choosing your own fill color, outline, and effects.
step by step Apply a Style to a Shape

1. OPEN 13 Format Graphics from the data files for this lesson.
2. In the Fundraising Events worksheet, click the starburst shape to select it.
3. On the DRAWING TOOLS FORMAT tab, in the Shape Styles group, hold your mouse
over each of the styles in the Shape Styles mini gallery. Excel previews each style
using the selected shape.
4. To see the full list of styles, click the More arrow in the lower right corner of the Shape
Styles mini gallery. The Shape Styles gallery appears (see Figure 13-22).
Figure 13-22
The Shape Styles gallery
5. From the gallery, select Light 1 Outline, Colored Fill - Olive Green, Accent 3.
5.3.6 6. To change the shape’s fill color, in the Shape Styles group, click the Shape Fill button.
The color palette appears.
How do you use Shape 7. From the palette under Theme Colors, select Dark Blue, Text 2. The object’s
Fill to change the color of background color changes to dark blue (see Figure 13-23).
an object?
Figure 13-23
Changing the fill color of your
shape
8. SAVE the workbook in the Lesson 13 folder as 13 Format Graphics Solution.
In addition to a shape’s fill color, you can also change a shape’s outline and effects. To change
a shape’s outline, click the Shape Outline button in the Shape Styles group, and then select an
outline color from the palette that appears. To make the outline thicker or apply a dashed or other
non-solid outline, use the Weight and Dashes commands in the Shape Outline menu and make a
selection from their respective submenus.
To apply a shape effect, in the Shape Styles group, click the Shape Effects button and select an
effect from the gallery that appears. Examples of effects are Shadow, Reflection, and Glow.
Resizing a Graphic
You can control the size of the graphics you draw, such as the width and height of polygons, the
length of lines, and the size of text boxes and WordArt objects, through your original creation of
the graphic and how far you click and drag the mouse. Once created, however, it’s easy to resize
graphics to meet your needs, making them fit where you intend to place them, to make them large
enough to house the text you type, and so that they attract the amount of attention you need them
to. The same techniques work to resize pictures, too.
step by step Resize a Graphic

1. Select the starburst shape.
2. Point to the lower-left corner handle. When the mouse pointer turns to a two-headed
arrow, drag inward to make the graphic smaller. With the handle still selected, drag
outward to make the graphic larger. By pressing the Shift key while using a corner
handle, you maintain the current width-to-height ratio when resizing a graphic.
3. To change the height of the shape, drag a top or bottom handle. This allows you to
stretch the shape vertically.
4. To change the width of the shape, drag a side handle–drag outward to widen it and
inward to make it narrower. Adjust your starburst shape so it resembles Figure 13-24.
428 Lesson 13
Figure 13-24
The starburst shape after
resizing it
To change the length of a line you’ve drawn, select the line and then point to either of its two
handles. When the mouse pointer turns to a two-headed arrow, drag outward to lengthen the line,
or drag toward the center of the line to shorten it. To keep the line at a 45° or 90° angle, hold the
Shift key as you drag, and release the mouse button before releasing the Shift key.
Certain polygons, such as stars, block arrows, and triangles have more than just the standard white
handles on their corners and sides when selected. These shapes also have control handles, which
are yellow boxes used to change the depth of sides. Use these yellow handlesto make your block
arrow pointier or to deepen the sides of your stars, dragging inward to make the angles more acute,
or outward to make the angles more obtuse or shallow.
Rotating a Graphic
You can change the rotation of any shape with the mouse using the rotation handle that appears
just outside the shape, above the top side handle.
step by step Rotate a Graphic

1. Select the starburst shape.
2. Point to the rotation handle (see Figure 13-25). The mouse pointer turns to a circular
arrow.
Figure 13-25
The rotation handle
Rotation handle
3. Drag the mouse counterclockwise. As you drag, the mouse pointer changes to a series
of arrows in a circle.
4. When the shape is rotated to the desired angle, similar to Figure 13-26, release the
mouse button.
Figure 13-26
The starburst shape after
being rotated
Stacking Overlapping Graphics

When graphics overlap, their stacking order is determined, by default, by the order in which they
were drawn or inserted. So if you insert a photo and then draw a block arrow that points from it
to a portion of the worksheet, if the objects overlap, the arrow will be on top of the photo. If you
want to change this stacking order, use the Arrange group of tools on the DRAWING TOOLS
FORMAT tab.
step by step Control Stacking Order when Graphics Overlap

1. In the Format Graphics workbook, click the Overlap sheet tab. The worksheet contains
several overlapping graphics.
2. Select the border of the WordArt graphic (Great Fundraisers), which has other graphics
stacked on top of it. Figure 13-27 shows the stack of graphics. The WordArt object,
which is further down in the stack, is selected.
Figure 13-27
A stack of objects
©toddtaulman /iStockphoto
3. On the DRAWING TOOLS FORMAT tab, in the Arrange group, click the Bring Forward
button. The WordArt graphic moves up one level in the stack.
4. Click the Bring Forward arrow button and select Bring to Front. The WordArt graphic
appears at the top of the stack (see Figure 13-28).
430 Lesson 13
Figure 13-28
The WordArt graphic is now on
the top of the st0ack.
5. With the WordArt graphic still selected, click the Send Backward button to move it back
one level. The Food Drive shape is now on top.
Take Note You can use the Bring Forward and Send Backward commands repeatedly, so that, for example, a
shape can go from sixth place in a stack of six items to third. To use these buttons without having
to display the drop-down menu and make a choice there, just click the Send Backward or Bring
Forward buttons rather than clicking their button arrows.
What if you can’t see the shape that’s beneath another graphic on the worksheet? That’s where the
Selection pane comes in. To display it, select any graphic, and on the FORMAT tab, in the Ar-
range group, click the Selection Pane button. The pane appears on the right side of the workspace
and contains a list of the graphics on the active worksheet. To restack the shapes using this pane,
drag them, by name (such as “Rectangle 1”) up or down in the list, with the mouse (see Figure
13-29).
Rectangle 1 Picture 3 Sun 4 Explosion 1 2 Selection pane

Figure 13-29
The Selection pane
gives you a list of graphics
and lets you drag them up and
down in the list to change
their stacking order.
If your graphics don’t overlap, or overlap only slightly, you might want to arrange them in a tidy
5.3.8 row or column, or make sure they’re distributed evenly in a group. To do this, use the Align button
in the Arrange group after having selected all of the graphics you want to align. Select them first
How do you align objects so (Shift + Click on the graphics you want to include in the alignment) and then click the Align but-
they’re distributed evenly ton to choose from aligning them by their sides, tops, bottoms, or centers. The Distribute options
in a group? are found in the Align drop-down menu, too. If you want to keep them together when copying or
moving them, select Group from the Arrange tools right below the Align button.
Adding Graphic Enhancements Using Picture Tools

You don’t need a separate image-editing application to change the colors, sharpness, and contrast
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of images you add to a worksheet. Excel provides simple tools for making quick changes to any
photo, drawing, or clip art you might add. In addition, it makes it easy to take a screenshot of any
part of the interface and include that as a graphic element.
Making Corrections to a Graphic

One of your photos doesn’t look good. Maybe it was taken with a low-quality camera, it’s a little
blurry, or it’s too dark or too light. You don’t need to make it perfect, but it needs to be better,
sharper, clearer, and more professional looking. Use the Corrections options on the PICTURE
TOOLS FORMAT tab to correct lighting and sharpness. You can also use options in the Format
Picture pane to make further corrections.
step by step Make Corrections to a Graphic

1. OPEN 13 Enhancements from the data files for this lesson.
2. In the Correction worksheet, select the photo of two boys.
3. On the PICTURE TOOLS FORMAT tab, in the Adjust group, click the Corrections button.
The menu shown in Figure 13-30 appears.
Figure 13-30
The Corrections menu provides
commands for making quick
changes to improve your
photo.
Corrections button
©Zurijeta /iStockphoto
4. Using the thumbnails of your selected photo from the Sharpen/Soften corrections
section, make a choice that represents the adjustment you’re looking for—more
sharpness for a blurry picture or perhaps softening for an image that’s too sharp or
where the exposure was too harsh. At the far right end of the Sharpen/Soften section,
select Sharpen: 50%. Figure 13-31 shows two side-by-side images—the image on the
left before applying 50% sharpening and the image on the right after.
Figure 13-31
Sharpen a blurry photo
with one click.
Take Note Excel allows you to hover your mouse over the thumbnails that represent various corrections and
see the effect in your selected photo before committing to the change. Point to any thumbnail in
the Corrections menu, wait a second, and observe the change in your photo. If you like the effect,
click the thumbnail. If not, move on and preview another.
432 Lesson 13
5. To adjust a photo that’s too dark or too light, use the Brightness/Contrast settings,
also represented by thumbnails showing your selected photo in varying stages of
correction. Hold your mouse over each of the settings to see their effect on your photo,
but don’t select any of the settings.
6. SAVE the workbook in the Lesson 13 folder as 13 Enhancements Solution.
The Format Picture pane, shown in Figure 13-32, lets you make more fine-tuned adjustments to
an image. To access the Format Picture pane, at the bottom of the Corrections menu, click the
Picture Corrections Options command. The right-most icon across the top of the pane is selected,
showing more detailed controls for adjusting brightness and contrast.
Figure 13-32
The Picture Corrections pane
The Presets are the same as what you saw in the Corrections menu for each type of correction.
You can drag the sliders below the Presets options to make fine adjustments, such as sharpening
or softening the image in small increments, or adding or removing brightness/contrast in equally
small amounts, for just the right amount of correction.
The Format Picture pane also includes a Crop setting. Click this option and enter values for de-
sired width and height and the offset (amount and location of cropping), or use the Crop tool,
found in the Size group on the FORMAT tab. With the Crop tool, you use crop handles, shown
in Figure 13-33, to crop away unwanted portions of the photo.
Figure 13-33
Cropping handles
Cropping handles like this

one appear on the sides
and all four corners.
You can apply picture corrections to clip art as well, but corrections are intended for use in photos
where brightness, contrast, and sharpness may need adjustments.
Using the Color Feature to Enhance Images

To make improvements to a photo’s color or to apply special color effects, such as turning a
four-color image into a duotone (an image with two colors), you need to start with a photo. You
can also apply these color adjustments to clip art, but they’re intended for use in photos where
changing from color to black and white or to greater or reduced levels of color (also known as
saturation) are more useful.
step by step Change the Color of an Image

1. Click the Color sheet tab and select the top photo, which shows a baby holding a
spoon.
2. On the PICTURE TOOLS FORMAT tab, in the Adjust group, click the Color button. The
menu shown in Figure 13-34 appears.
Figure 13-34
The Color menu offers a series
of color adjustments.
Color button
©zest_marina /iStockphoto
3. Hold your mouse over each thumbnail of your photo to see its effect. The options
include:
• Color Saturation: This set of options adds or removes color depth. You can use it to
fade the colors in an image or to create a more intensely colored image. The lowest
level of saturation makes a color photo appear to be black and white or grayscale.
• Color Tone: This adjusts temperature, which essentially adds more blue for a cooler,
lower-temperature image or more red for a more vibrant, higher-temperature image.
• Recolor: This set of options provides several preset color changes, ranging from
grayscale to true black and white (which looks like a bad photocopy) to a variety of
duotones, which means the image is comprised of two colors—black and one other
color.
• More Variations: This is an expansion of the duotone options presented by some of
the Recolor presets.
• Set Transparent Color: Use this if you want to remove a particular color from the
image. This is handy for photos on a white background, such as product images,
allowing you to remove that background and have everything but the product be see-
through (making the underlying worksheet visible).
• Picture Color Options: This displays the Format Picture pane and opens a set of
sliders for Saturation, Tone, and Recolor, allowing fine adjustments to those settings,
rather than relying on thumbnails with set amounts of color added or removed.
434 Lesson 13
4. In the Recolor section of the Color menu, on the first line of the gallery, select Sepia.
The image takes on brown tones.
5. On the PICTURE TOOLS FORMAT tab, in the Adjust group, click the Color button, and
then select Picture Color Options at the bottom of the menu.
6. In the Format Picture pane on the right, move the Sharpness slider to the right until you
reach the 33% value. Your photo should look similar to Figure 13-35.
Figure 13-35
The enhanced photo
Enhanced photo
Sharpness setting
©zest_marina /iStockphoto, ©mangostock /iStockphoto
7. Close the Format Picture pane.

5.3.6
How do you enhance the Pause. leave the workbook open to use in the next exercise.
color of an image?
Changing a Graphic with Artistic Effects

In order to apply artistic effects, which are various artistic mediums and special effects, you
need to start with a photo. You can also apply these effects to clip art, but they’re designed for use
primarily on photos.
step by step Apply Artistic Effects

1. In the Color worksheet, select the donation box photo.
2. On the PICTURE TOOLS FORMAT tab, in the Adjust group, click the Artistic Effects
button. The gallery of effects thumbnails is shown in Figure 13-36.
Figure 13-36
Choose from over 20 different Artistic Effects button
artistic effects.
Line Drawing effect
©mangostock /iStockphoto
3. Hold your mouse pointer over each effect to see its preview on the photo. Select the
Line Drawing effect. Figure 13-37 shows the Line Drawing effect applied.
Figure 13-37
The Line Drawing effect ap-
plied to the donation
box photo
4. You can customize the applied effect using the Format Picture pane. To display the
pane, open the Artistic Effects menu and select Artistic Effects Options. In the Format
Picture pane that appears on the right, move the Pencil Size slider to the right to
observe its effect on the photo, stopping at the value 28. Then move the Transparency
slider to the right, stopping at the value 51%.
5. Close the Format Picture pane.
Applying a Picture Style

Picture styles add borders, frames, shadows, and similar effects with one click of any of the Pic-
ture Style icons on the PICTURE TOOLS FORMAT tab. Use one or more to make your photos
“pop” with the appearance of a picture frame or 3D effect.
step by step Apply Picture Styles

1. In the Color worksheet, select the donation box photo.
5.3.5
2. On the PICTURE TOOLS FORMAT tab, in the Picture Styles group, hold your mouse
over each of the styles in the mini gallery to see their effect on your photo.
How do you apply a style or 3. In the lower-right corner of the mini gallery, click the More button to display the Picture
other effect to an object? Styles gallery (see Figure 13-38).
Figure 13-38
The Picture Styles gallery
436 Lesson 13
4. Select Drop Shadow Rectangle, which is probably located on the first row, fourth from
5.3.4 the left. The style is applied to your picture.
5. To change the picture border, click the Picture Border button, point to Weight, and
How do you apply a border select 3 pt (see Figure 13-39).
to an object?
Figure 13-39
Modifying a picture border
3 pt weight for outline
You can change the color of a picture border, make the border thicker or thinner, and change the
border from a solid line to a dashed or dotted line.
To change a picture’s effects, click the Picture Effects button arrow and choose an effect from the
palette that appears.
To apply a picture layout, click the Picture Layout button and make a selection from the palette of
30 layouts of pictures, captions, connectors, and so on.
Resetting a Picture to Its Original State

You’ve applied corrections, you’ve changed colors, and you’ve chosen an artistic effect for a photo
in your worksheet, and you’ve resized an image, too. Now you regret one or more of those changes
and want to go back to its original state. What to do? Well, you could delete and re-insert the
image, but it’s much easier to use the Reset Picture button, found on the PICTURE TOOLS
FORMAT tab in the Adjust group.
step by step Reset a Picture

1. On the Color worksheet, scroll down and select the third photo (Give, Gain, Grow).
2. On the PICTURE TOOLS FORMAT tab, in the Adjust group, click the Reset Picture arrow
button. Two options appear (see Figure 13-40).
Figure 13-40
The Reset Picture options
Reset Picture
menu options
©marekuliasz /iStockphoto
3. Select Reset Picture & Size to remove all changes made since insertion.
The Reset Picture option removes corrections, color, styles, and effects.
If instead of reverting or resetting the picture to its pre-correction and pre-color adjustment status
you want to permanently apply the changes you’ve made to the image size and quality, click Com-
press Pictures in the Adjust group. A dialog box appears through which you can choose which of
the changes you want to keep. This compression reduces the size of your worksheet file, which
is especially useful if you inserted a very high-resolution photo and then reduced its size and re-
moved color from it.
Using Picture Properties

Picture Properties tell Excel how you want it to deal with the graphics you add to your worksheets,
how they should relate to the worksheet itself, whether or not they’ll print with the worksheet con-
tent, and whether or not the text in shapes or text boxes can be edited after insertion. This section
walks you through Picture Properties options.
step by step Modify a Picture’s Properties
1. Click the Color sheet tab.
2. Right-click the baby feeding photo and select Size and Properties from the shortcut
menu. The Format Picture pane appears on the right side of the workspace, as shown
in Figure 13-41.
438 Lesson 13
Figure 13-41
Control the relationship
between the worksheet and
your graphic using the Format
Picture pane.
©zest_marina /iStockphoto, ©mangostock /iStockphoto
3. Scroll down if necessary and click the PROPERTIES category.

5.3.7
4. Select the Move and size with cells option. This option associates the object with the
cells it overlays.
How do you modify an 5. Close the Format Picture pane.
object’s properties?
6. Grab the column border between column headings J and K, and then drag to the right
to widen column J. Notice that the picture becomes wider as well.
7. On the Quick Access Toolbar, click the Undo icon to undo the column width setting.
The picture properties are described as follows:
• Move and size with cells: This option is off by default, but if selected (by clicking the option
button), if you change the width of columns or the height of rows, the adjacent graphic changes
as well. Moving cells from one section of the worksheet to another or to another worksheet or
workbook takes the graphic along for the ride.
• Move but don’t size with cells: This option, which is on by default, only connects the graphic
with adjacent data. Changes to cell sizes won’t impact the size of the graphic.
• Don’t move or size with cells: This option, also off by default, makes the graphics entirely
independent of the worksheet content and leaves them behind if content is moved, and doesn’t
cause any automatic resizing in response to the resizing of worksheet cells.
• Print object: This checkbox is selected by default, and simply means that if you choose to print
the worksheet or set a print area that contains the graphic, the graphic is printed.
• Locked: Selected by default, this option pins the graphic to its current location until and unless
the Locked option is unchecked. Note, however, that this option doesn’t take effect unless you
also have the worksheet protected. To protect the worksheet, go to the Home tab and use the
Format button menu and choose Protect Sheet. The resulting dialog box gives you your protec-
tion options.
• Lock text: This option pertains only to shapes that contain text or to Text Box objects and it
prevents changes to the text.
Using a Screenshot to Capture and Crop Images

There are many reasons you might take a screenshot and place it in an Excel worksheet. For ex-
ample, you might want to show a portion of a Word document that contains relevant information,
or provide a picture of a PowerPoint slide. Whatever your reason, it’s easy to take and insert a
screenshot of any aspect of your workspace, even the workspace of another open application or
your Windows desktop and make it a graphical element in your worksheet.
step by step Capture a Screenshot

1. OPEN 13 Screenshot from the data files for this lesson.
2. OPEN 13 Fundraising Flash from the data files for this lesson. This is a Microsoft Word
document. You will capture a screenshot of some content in this document and insert it
into an Excel worksheet. Click Enable Editing if the message appears.
3. On the taskbar, click the Excel icon to switch to the Excel workbook. Click in cell A1.
4. On the INSERT tab, in the Illustrations group, click the Take a Screenshot button arrow.
The screenshot menu appears, as shown in Figure 13-42.
Figure 13-42
The Take a Screenshot menu Take a Screenshot button
Take a Screenshot menu
5. Your options include the windows of other applications currently open (in this case,
Word), or to implement Screen Clipping, which allows you to draw a box around any
space within any open application and make that the inserted graphic. Select Screen
Clipping.
6. The Word document appears. Drag the mouse pointer, which looks like a crosshair,
over the text and release the mouse button. The screenshot appears automatically in
the Excel document.
7. Figure 13-43 shows the inserted screenshot, which is a section of a Word document
pertaining to the year’s fundraising events.
Figure 13-43
Screenshot from Word
Bring in useful information
by adding a screenshot of a
relevant document.
8. SAVE the workbook in the Lesson 13 folder as 13 Screenshot Solution and CLOSE the
file. CLOSE the Word program.

440 Lesson 13
Workplace Ready
Using Graphics in Excel and Other Office Applications
The Excel Picture tools enable you to insert, modify, and use more creative and profession-
al-looking graphics in your workbooks.
Microsoft incorporated Picture tools across the Microsoft Office suite, so images you format in
one application are portable and editable in another. For example, screenshots you use in an Excel
document can be copied and pasted to PowerPoint and Word.
The Picture tools also promote more consistent and professional image branding. In a business set-
ting, you can use the tools to refine images for company logos, brochure photos, employee photo
ID pictures, and so on. You can edit photos in Excel and insert them into Word and PowerPoint.
You can also add them to emails in Outlook. An individual can edit family photos to create al-
bums, calendars, cards, and many other items that once needed a separate graphics application to
create them.
Consider all the possibilities that picture-editing features have to offer. Be creative and enjoy mas-
tering the possibilities.
PowerPoint 2013
Word 2013
Excel 2013
Using SmartArt Graphics

Explaining complex procedures and relationships using Excel worksheet data can be challenging.
Bottom Line
A SmartArt graphic is a visual representation of information and ideas, such as an organiza-
tion chart, a flow chart, or a process or Venn diagram. Using SmartArt, you can tell your work-
sheet’s story visually, through a combination of shapes and simple strings of text.
Creating a Flowchart
Flowcharts show a series of events and decisions and how activity flows through that process. From
designing software to making profitable sales to developing a budget, any activity can be depicted
through a flowchart. Excel’s SmartArt feature makes it easy to build one through an interactive
set of shapes and text tools.
step by step Create a Flowchart

1. OPEN 13 SmartArt from the data files for this lesson.
2. At the bottom of the workbook, click the New sheet icon to create a new sheet. Rename
it Process and move it to the end of the row of worksheets.
3. On the INSERT tab, in the Illustrations group, click the Insert a SmartArt Graphic
button. The Choose a SmartArt Graphic dialog box opens.
4. The list of SmartArt categories appears on the left side of the dialog box. Click the
Process category.
5. From the options, select the flowchart that best suits your needs for the process you
want to depict. Chosen in Figure 13-44 is the Alternating Flow, which pairs a colored
box with the name of a step in the process with a bulleted list of the tasks related to the
process.
Figure 13-44
Each diagram is previewed and
explained to help you make a
choice.
Alternating Flow
5.3.2 6. Click OK to begin building the flowchart.

7. On the left edge of the SmartArt graphic, click the arrow control to open the Text pane.
How do you insert a In the Text pane, enter the names of each step in the process (the top-most bullet) and
SmartArt graphic into a the tasks related to each one (the sub-bullets under each main bullet). Excel builds the
worksheet? flowchart as you type text. See Figure 13-45 for the text to be entered.
Figure 13-45
The Alternating Flow chart
combines shapes, bulleted
lists, and arcs that show Clicking the arrow
relationships between steps in control opens the
the process. Text pane.
Text pane
8. SAVE the workbook in the Lesson 13 folder as 13 SmartArt Solution.
Each SmartArt diagram starts with a default number of objects. You can add more objects quick-
ly by clicking the Add Shape button in the Create Graphic group on the DESIGN tab (under
SMARTART TOOLS). If your diagram also requires text beyond the label that will appear in the
shape you’re adding, an Add Bullet button is available as well.
442 Lesson 13
Creating an Organization Chart

In organizations, someone’s in charge, someone reports to someone else, departments or groups
have leaders and staff, and so on. Creating an organization chart to show the relationship between
departments or groups within a company is easily accomplished through an organization chart,
built through the SmartArt feature’s Hierarchy category.
step by step Create an Organization Chart

1. Insert a new worksheet, naming the tab Organizational Chart.
2. On the INSERT tab, in the Illustrations group, click the SmartArt button. The Choose a
SmartArt Graphic dialog box opens.
3. In the list of SmartArt categories on the left side of the dialog box, click the Hierarchy
category.
4. Select the Name and Title Organization Chart and click OK. Figure 13-46 shows
the chart, which pairs a colored box intended to contain the person’s name and a
smaller text box for the person’s job title. The boxes are connected by lines to show
relationships and structure.
Figure 13-46
The Name and Title Organiza-
tion Chart in SmartArt
5. Using the Text pane, type the names of the people to be included in the chart. Enter job
titles for each person by clicking the white box underneath the larger color-filled name
box. Type the job title for each person, one per box. The completed chart is shown in
Figure 13-47.
Figure 13-47
The final chart
CLOSE Excel.
Organization charts allow for moving people up or down on the company ladder. Using the Promote
and Demote buttons on the DESIGN tab in the Create Graphic group, click on one of the people
in the chart and click Promote to move them up in the structure or Demote to move them down.
You certainly aren’t stuck with the default colors of any SmartArt diagram. You can recolor the
entire diagram using the Change Colors button (on the DESIGN tab in the SmartArt Styles
group), or recolor individual parts by selecting them and then using the Shape Fill button on the
FORMAT tab.
Skill Summary
Objective
To insert pictures and other objects. Insert images. 5.3.3

To add shapes, lines, text boxes, and Insert text boxes. 5.3.1
WordArt.
Change text to WordArt. 2.2.9
To delete, copy, and move graphics.
To change the color of shapes and other Change object colors. 5.3.6
graphics.
To reposition shapes and other graphics. Position objects. 5.3.8
To use picture tools to enhance graphics Add styles and effects to objects. 5.3.5
and other objects.
Add borders to objects. 5.3.4
Modify object properties. 5.3.7
To insert and modify SmartArt graphics. Insert SmartArt. 5.3.2
Multiple Choice
1. The Shape Styles group is found on which tab?

a. INSERT
b. DRAWING TOOLS FORMAT
c. HOME
d. STYLES
2. Which object resizing handle do you use to resize a shape or picture proportionally?
a. Top center
b. Left or right side
c. Corner
d. Rotate
3. Which button do you click to apply a shadow to a shape or line?
a. Shape Effects
b. Picture Effects
c. Artistic Effects
d. 3D Effects
4. When you type text into a shape, which paragraph alignment is applied by default?
a. Center
b. Full Justify
c. Right
d. Left
444 Lesson 13
5. Which button gives you access to the Office.com Clip Art collection?
a. Online Pictures
b. Pictures
c. Online Clip Art
d. Clip Art
6. If you want to move a shape up one level within a stack of overlapping graphics, which
button do you click?
a. Restack
b. Bring to Front
c. Rearrange
d. Bring Forward
7. Which of the following is not found in the Illustrations group on the INSERT tab?
a. WordArt
b. Shapes
c. Online Pictures
d. Screenshot
8. Where does the Format Picture pane appear by default?
a. As a free-floating pane
b. On the right side of the workspace
c. On the left side of the workspace
d. Centered across the bottom of the workspace
9. The Crop tool is found on which ribbon tab?
a. DRAWING TOOLS FORMAT
b. INSERT
c. PICTURE TOOLS FORMAT
d. HOME
10. When drawing lines, how do you change their thickness?
a. Right-click the line and choose Thickness.
b. In the Shape Outline menu, select Weight.
c. You must set the thickness before drawing the line.
d. In the Shapes menu, select the Thicker Line option.
Fill in the Blank

1. The Illustrations group is found on the __________ tab.

2. When you select a graphic, __________ are found on the corners and sides.
3. In Excel, a(n)______________ is a picture of any part of the screen in an open
application.
4. Locking a graphic works only if your worksheet is __________.
5. Press and hold the ______________ key as you draw an object to make the width and
height equal.
6. Online pictures can be found in the Office 365 ________________.
7. Combine graphics with captions and connectors with the ____________ button’s
options.
8. __________________ apply various borders, shadows, and other effects with a single
click.
9. Text can be added to a text box or a(n) ______________.
10. A(n) __________ is a visual representation of information and ideas, such as an
organization chart, a flow chart, or a process or Venn diagram.
Project 13-1: Adding Text to a Shape

Practice adding graphics to a worksheet to enhance the document.

1. OPEN the 13 Cruises data file for this lesson.
3. In the Basic Shapes section, click the Sun shape.
4. Draw the shape to the right of the Mexico section. The star should be roughly the same
height as all of the rows in the Mexico section.
5. With the shape selected, click the DRAWING TOOLS FORMAT tab, open the Shape
Outline menu, and select No Outline.
6. Right-click the shape and select Edit Text. Type ON SALE inside the shape.
7. Bold and center the text.
8. Click and grab a corner handle and adjust the size of the graphic so you can see all of
the words.
9. SAVE the workbook as 13 Cruises Solution and CLOSE the file.
Project 13-2: Enhancing a Photo

Practice using your photo-enhancement skills.

1. OPEN the 13 Enhance Photo data file for this lesson.
2. Select the photo.
3. On the PICTURE TOOLS FORMAT tab, in the Adjust group, open the Color menu and
select Set Transparent Color.
4. Click the white background of the photo. The background becomes transparent,
blending into the blue background behind it.
5. With the photo still selected, open the Artistic Effects menu in the Adjust group.
6. Select the Crisscross Etching effect.
7. With the photo still selected, on the PICTURE TOOLS FORMAT tab, in the Picture Styles
group, select the Drop Shadow Rectangle style.
8. SAVE the workbook as 13 Enhance Photo Solution and CLOSE the file.

446 Lesson 13
Project 13-3: Creating a SmartArt Organization Chart

Create a SmartArt graphic that lists goals for a non-profit organization.
GET READY. LAUNCH Excel if it is not already running, and open a new, blank workbook.
1. On the INSERT tab, in the Illustrations group, click the Insert a SmartArt Graphic
button.
2. In the Choose a SmartArt Graphic dialog box, in the List category, select Vertical Arrow
List and click OK.
3. In the Text pane, click in the top-most Text bullet position.
4. Type Short-term Goals.
5. Click in the next bullet position, and type Acquire four new donors.
6. In the next bullet position, type Publicize spring fundraiser.
7. In the next major bullet position, type Long-term Goals.
8. Click in the next bullet position, and type Raise $1 million.
9. In the last bullet position, type Build new warehouse.
10. Close the text box on the left.
11. On the SMARTART TOOLS DESIGN tab, in the SmartArt Styles group, click the Intense
Effect style in the mini gallery.
12. SAVE the workbook as 13 Goals Solution and CLOSE the file.
Project 13-4: Stacking, Moving, and Deleting Graphics

Use the skills you learned in this lesson to work with a stack of graphics.

1. OPEN the 13 Stack and Move data file for this lesson.
2. Click the photo of canned vegetables.
3. On the PICTURE TOOLS FORMAT tab, in the Arrange group, click the Bring Forward
button arrow and select Bring to Front.
4. Point inside the graphic, and then click and drag it horizontally to column L.
5. Click the blue starburst graphic.
6. On the DRAWING TOOLS FORMAT tab, in the Arrange group, click the Bring Forward
button twice to bring the graphic to the top of the stack.
7. Select the graphic, right-click an edge of the graphic, and select Cut from the shortcut
menu.
8. Click in cell A23 and then press Ctrl + V.
9. Click the border of the Great Fundraisers! WordArt graphic and press the Delete key on
your keyboard.
10. SAVE the workbook as 13 Stack and Move Solution and CLOSE the file.

Mastery Assessment
Project 13-5: Combining WordArt and Photos in a Fundraising Report

Add a WordArt title, a photo, and a shape to a worksheet to create a more interesting fundraising
report.

1. OPEN the 13 Fundraising Report data file for this lesson.
2. Insert a WordArt graphic with the Fill - White, Outline - Accent 1, Shadow style.
3. Replace the placeholder text with Fundraising Report.
4. Position the resulting WordArt above the worksheet, centering it horizontally, by eye.
5. Insert the 13 Donation Box photo below the table.
6. Resize the photo proportionally smaller, so that it fits within the gray-shaded area
below the table.
7. Insert a 24-point star to the right of the photo. Insert the text GREAT WORK! in the star.
BOLD and CENTER the text, and change the font size to 36 points. You might need to
enlarge the star and reposition it after adding and formatting the text.
8. Remove the outline from the star shape.
9. Rotate the star shape clockwise, slightly.
10. Save the workbook as 13 Fundraising Report Solution.
Project 13-6: Enhancing the Graphics in a Fundraising Report

Modify the graphics in the fundraising report.
GET READY. USE the workbook from the previous project.

1. Modify the WordArt graphic to change the text fill color to Red, Accent 2, Darker 25%.
2. Remove the outline from the WordArt graphic text.
3. Apply a Shadow, Outer, Offset Diagonal Bottom Right text effect to the WordArt
graphic.
4. Apply a Drop Shadow Rectangle picture style to the donation box photo.
5. SAVE the workbook as 13 Fundraising Report Solution 2 and CLOSE the file.
CLOSE Excel.
448 Circling Back 3
Circling Back 3
The CFO and the president of the Graphic Design Institute need you to modify the Contributions
and Student Roster workbooks. You will add a few advanced formulas to the Contributions work-
book in addition to creating charts that show contributions from organizations and individuals.
You will also add graphics to the Student Roster workbook, protect the worksheet, and share it
via email.
Project 1: Using Advanced Formulas

In this project, you will add some formulas that use advanced functions to the Contributions
workbook. The formulas you will work with are COUNTIF and AVERAGEIF.

1. Open Contributions Adv Functions from the student data files.
2. Click in cell B40.
3. On the FORMULAS tab, in the Function Library group, click the Insert Function button.
4. In the Search for a function box, type COUNTIF and click Go.
5. In the Select a function box, select COUNTIF and click OK.
6. In the Function Arguments dialog box, for Range, click the Collapse Dialog button, and
then select C4:C32. The word Amount appears in the dialog box because this range
was named in a previous exercise. Click the Expand Dialog button.
7. In the Criteria box, type <1000 and click OK. The steps use the COUNTIF function to
create a formula that counts the number of contributions that are less than $1,000.
8. In B41, type =COUNTIF(C4:C32,">=10000”) and press Enter. This formula counts the
number of contributions that are equal to or greater than $10,000.
9. In B42, type =AVERAGEIF(C4:C32,”<1000”) and press Enter. This formula averages the
dollar amount of contributions that are less than $1,000.
10. In B43, type =AVERAGEIF(C4:C32,”>=10000”) and press Enter. This formula averages
the dollar amount of contributions that are equal to or greater than $10,000.
11. SAVE the workbook as Contributions Adv Functions Solution in the Circling Back
folder, and then CLOSE the file.
Project 2: Creating Charts

The CFO has requested that you add some charts to the Contributions workbook to help readers
see at a glance the relative amount of contributions to each of the Graphic Design Institute funds.
You should create a chart for dollar amounts from organizations and from individuals.

1. Open Contributions Chart from the student data files.
2. In the left margin, above the groups, collapse the groups by clicking the 2.
3. Select B10:C26.
4. On the INSERT tab, in the Charts group, click the Pie Chart button arrow and select 3-D
Pie. A 3-D pie chart appears.
5. Right-click an edge of the chart frame and select Move Chart. In the Move Chart dialog
box, select New Sheet and click OK. The chart appears on a new sheet named Chart1.
6. Move the Chart1 sheet to appear after Sheet1.
7. On the Chart1 sheet, triple-click in the Chart Title placeholder and type Contributions
by Organizations.
Circling Back 3 449
8. Select the title text, and using the tools on the HOME tab, in the Font group, change the
font size to 24 and bold the text.
9. Click the chart, on the right, click the Chart Elements button (the plus sign), and then
select Data Labels.
10. Click the Chart Styles button (the paint brush), and then select Style 3.
11. Click a data label in the pie chart to select all data labels. On the HOME tab, in the Font
group, in the Font Size list, increase the font size of the data labels to 16.
12. Reapply the 24-point font size to the chart title.
13. Create the same type of chart for the data in B31:C43. Use Contributions by Individuals
as the chart title.
14. Double-click one of the data labels. In the Format Data Labels pane that appears on
the right, click the Label Options icon to display those settings, if necessary, and select
Outside End under Label Position. Click and move each of the three data labels near
the top of the pie chart to prevent overlapping. The labels should have leader lines that
connect to their wedge of the pie chart.
15. Move Chart2 to the end of the series of worksheets.
16. SAVE the workbook as Contributions Chart Solution in the Circling Back folder, and
Project 3: Adding Graphics to a Worksheet

In this project, you add a text box to the Student Roster workbook to warn people that they’re
reading confidential information. You also create a SmartArt graphic that reminds readers of the
various disciplines taught at the Graphic Design Institute.

1. Open Student Roster Graphics from the student data files.
2. On the INSERT tab, in the Text group, click the Text Box button.
3. Beginning in F2, draw a text box approximately three columns wide and four rows in
height. In the text box, type Confidential Information.
4. Highlight the text. Using the tools on the HOME tab in the Font group, change the font
color to Red and the font size to 24. In the Alignment group, click the Center button to
center the text.
5. On the right of Sheet1, click the New sheet button (the plus sign).
6. Ensure you’re on Sheet2. On the INSERT tab, in the Illustrations group, click the Insert a
SmartArt Graphic button. Select the Basic Block List graphic, and then click OK.
7. In the five graphic boxes, starting in the upper-left corner, type the following text:
Visual Arts
Graphic Design
Typography
Digital Media
Photography
8. Click an edge of the SmartArt graphic to display the frame. Right-click the frame and
select Format Object. In the Format Shape pane that appears on the right, click the Size
& Properties icon, and then click Size. Change the Height setting to 3.75, press Tab, and
then change the Length setting to 6.75. Press Enter. Close the Format Shape pane.
9. To move the graphic, click and hold the bottom edge of the frame, and drag up to the
top of the spreadsheet. Click and hold the left edge of the frame and drag to the left, so
the frame aligns with the border between columns B and C.
10. With the SmartArt still selected, click the SMARTTOOLS DESIGN tab. In the SmartArt
Styles group, click the Change Colors button and in the Colorful section, select Colorful
- Accent Colors.
450 Circling Back 3
11. SAVE the workbook as Student Roster Graphics Solution in the Circling Back folder.
Project 4: Securing and Sharing Workbooks

You need to share the student roster with others, and the file should be as secure as possible to
avoid unauthorized viewing. In this project, you protect the worksheet that includes students’
names, and then you send the worksheet to an associate.
1. Click Sheet1.
2. On the REVIEW tab, in the Changes group, click Protect Sheet.
3. In the Password to unprotect sheet box, type CB!sr01. Click OK.
4. You are prompted to confirm the password. Type CB!sr01 again and click OK.
5. SAVE the workbook as Student Roster Protected Solution in the Circling Back folder.
6. Check the Quick Access Toolbar for the Email tool. If it is not visible, on the right side
of the Quick Access Toolbar, click the Customize Quick Access Toolbar button. Select
Email.
7. On the Quick Access Toolbar, click Email. An email window appears.
8. In the To field, type [your instructor’s email address]. Leave the name of the file in the
Subject line.
9. In the email message window, type The latest student roster is attached for your
records. I will send you the password to access the student list in the workbook via
an instant message. Press Enter twice, and then type your name and title.
10. In the email message window, click the Send button.
12. (Optional) If you to want to reset the Quick Access Toolbar to the default settings,
which will remove any buttons you added to the toolbar, click the Customize Quick
Access Toolbar button, and then select More Commands. In the Excel Options dialog
box, click the Reset button, select Reset only Quick Access Toolbar, click Yes, and click
OK.
CLOSE Excel.
Microsoft Office Specialist (MOS) Skills Appendix
for Excel 2013: Exam 77-420
Matrix Skill Objective Number Lesson Number

Create and manage worksheets and workbooks. 1
Create worksheets and workbooks. 1.1
Create new blank workbooks. 1.1.1 1, 2
Create new workbooks using templates. 1.1.2 3
Import files. 1.1.3 9
Open non-native files directly in Excel. 1.1.4 9
Add worksheets to existing workbooks. 1.1.5 8
Copy and move worksheets. 1.1.6 8
Navigate through worksheets and workbooks. 1.2
Search for data within a workbook. 1.2.1 8
Insert hyperlinks. 1.2.2 6
Change worksheet order. 1.2.3 8
Demonstrate how to use Go To. 1.2.4 1
Demonstrate how to use Name Box. 1.2.5 1
Format worksheets and workbooks. 1.3
Change worksheet tab color. 1.3.1 8
Modify page setup. 1.3.2 7
Insert and delete columns and rows. 1.3.3 7
Change workbook themes. 1.3.4 7
Adjust row height and column width. 1.3.5 2, 7
Insert watermarks. 1.3.6 7
Insert headers and footers. 1.3.7 7
Set data validation. 1.3.8 9
Customize options and views for worksheets and workbooks. 1.4
Hide worksheets. 1.4.1 8
Hide columns and rows. 1.4.2 7
Customize the Quick Access Toolbar. 1.4.3 1, 3
Customize the ribbon. 1.4.4 3
451
452 Appendix A

Manage macro security. 1.4.5 9
Change workbook views. 1.4.6 1
Record simple macros. 1.4.7 9
Add values to workbook properties. 1.4.8 2
Demonstrate how to use zoom. 1.4.9 8
Display formulas. 1.4.10 4
Freeze panes. 1.4.11 8
Assign shortcut keys. 1.4.12 9
Split the window. 1.4.13 1
Configure worksheets and workbooks to print or save. 1.5
Set a print area. 1.5.1 3
Save workbooks in alternate file formats. 1.5.2 2
Print individual worksheets. 1.5.3 3
Set print scaling. 1.5.4 3, 7
Repeat headers and footers. 1.5.5 7
Maintain backward compatibility. 1.5.6 2
Configure workbooks to print. 1.5.7 3, 7
Save files to remote locations. 1.5.8 2
Create cells and ranges. 2
Insert data in cells and ranges. 2.1

Append data to worksheets. 2.1.1 2, 9
Find and replace data. 2.1.2 2, 8
Copy and paste data. 2.1.3 2
Demonstrate how to use AutoFill tool. 2.1.4 2
Expand data across columns. 2.1.5 2
Insert and delete cells. 2.1.6 2, 6
Format cells and ranges. 2.2
Merge cells. 2.2.1 6
Modify cell alignment and indentation. 2.2.2 6
Change font and font styles. 2.2.3 6
Use Format Painter. 2.2.4 6
Wrap text within cells. 2.2.5 6
Apply number formats. 2.2.6 6
Appendix A 453

Apply highlighting. 2.2.7 6
Apply cell styles. 2.2.8 6
Change text to WordArt. 2.2.9 13
Order and group cells and ranges. 2.3
Apply conditional formatting. 2.3.1 6
Insert sparklines. 2.3.2 12
Transpose columns and rows. 2.3.3 7
Create named ranges. 2.3.4 4
Create outlines. 2.3.5 9
Collapse groups of data in outlines. 2.3.6 9
Insert subtotals. 2.3.7 9
Create tables. 3
Create a table. 3.1

Move between tables and ranges. 3.1.1 9
Add and remove cells within tables. 3.1.2 9
Define titles. 3.1.3 9
Modify a table. 3.2
Apply styles to tables. 3.2.1 9
Band rows and columns. 3.2.2 9
Insert total rows. 3.2.3 9
Remove styles from tables. 3.2.4 9
Filter and sort a table. 3.3
Filter records. 3.3.1 9
Sort data on multiple columns. 3.3.2 9
Change sort order. 3.3.3 9
Remove duplicates. 3.3.4 9
Apply formulas and functions. 4
Apply cell ranges and references in formulas and functions. 4.1

Demonstrate how to use references (relative, mixed, absolute). 4.1.1 4
Define order of operations. 4.1.2 4
Reference cell ranges in formulas. 4.1.3 4
Summarize data with functions. 4.2
Demonstrate how to apply the SUM function. 4.2.1 5
454 Appendix A

Demonstrate how to apply the MIN and MAX functions. 4.2.2 5
Demonstrate how to apply the COUNT function. 4.2.3 5
Demonstrate how to apply the AVERAGE function. 4.2.4 5
Apply conditional logic in functions. 4.3
Demonstrate how to apply the SUMIF function. 4.3.1 10
Demonstrate how to apply the AVERAGEIF function. 4.3.2 10
Demonstrate how to apply the COUNTIF function. 4.3.3 10
Format and modify text with functions. 4.4
Demonstrate how to use the RIGHT, LEFT and MID functions. 4.4.1 10
Demonstrate how to use the TRIM function. 4.4.2 10
Demonstrate how to use the UPPER and LOWER functions. 4.4.3 10
Demonstrate how to use the CONCATENATE function. 4.4.4 10
Create charts and objects. 5
Create a chart. 5.1

Create charts and graphs. 5.1.1 12
Add additional data series. 5.1.2 12
Switch between rows and columns in source data. 5.1.3 12
Demonstrate how to use Quick Analysis. 5.1.4 12
Format a chart. 5.2
Add legends. 5.2.1 12
Resize charts and graphs. 5.2.2 12
Modify chart and graph parameters. 5.2.3 12
Apply chart layouts and styles. 5.2.4 12
Position charts and graphs. 5.2.5 12
Insert and format an object. 5.3
Insert text boxes. 5.3.1 13
Insert SmartArt. 5.3.2 13
Insert images. 5.3.3 13
Add borders to objects. 5.3.4 13
Add styles and effects to objects. 5.3.5 13
Change object colors. 5.3.6 13
Modify object properties. 5.3.7 13
Position objects. 5.3.8 13
Excel 2013
Glossary
a collapse To condense groups into single-row headings called

absolute cell reference A reference to a specific cell or range of outlines.
cells regardless of where the formula is located in the worksheet. column heading The identifying letter of a column.
An absolute cell reference uses a dollar sign in front of the column column width The left-to-right measurement of a column.
and row markers in a cell address. column Cells that run from top to bottom in a worksheet and
active cell A cell that is highlighted or outlined by a bold black are identified by letters.
rectangle. This is also called the current or highlighted cell. command group Task-specific groups divided among the
align Arrange in a line or bring into alignment. command tabs appropriate to the work a user currently performs.
argument The parameters of a function. command tabs Task-oriented tabs that are organized on the
arguments The values a function uses to perform operations or ribbon.
calculations in a formula. conditional formatting An Excel feature that enables you to
artistic effect Various artistic mediums and special effects specify how cells that meet one or more given conditions should be
designed for use on photos in Excel. displayed.
attribute A formatting characteristic, such as bold, italic, or conditional formula A formula in which the result is
underlined text. determined by the presence or absence of a particular condition.
Auto Fill An Excel feature that automatically fill cells with data, constant A number or text value entered directly into a formula.
formatting, or both. copy pointer A mouse pointer, resembling an arrow with a
Auto Outline A feature that automatically groups selected rows plus sign, that allows users to drag a cell or range of cells to a new
in Excel. location.
AutoComplete An Excel feature that automatically enters copy To duplicate data from a worksheet to the Clipboard.
the remaining characters of an entry when the first few typed COUNT function A function that determines how many cells
characters match an entry made previously. in a range contain a number.
AutoFilter A built-in set of filtering capabilities. COUNTA function A function that returns the number of cells
AutoSum A formula that calculates (by default) the total from in the selected range that contain text or values, but not blank
the adjacent cell through the first nonnumeric cell using the SUM cells.
function. criteria See criterion.
AVERAGE function A function that calculates (by default) the criterion A condition you specify to limit which records are
total from the adjacent cell through the first nonnumeric cell using returned when filtering data. The plural of criterion is criteria.
the SUM function in its formula. cut To remove data from a worksheet. Cut data may be pasted
axis A line bordering the chart plot area used as a frame of into a new location or locations in a worksheet.
reference for measurement.
d
b data file An electronic file that stores a series of records in a
Backstage view A view that shows you behind-the-scenes relatively simple format.
options for managing files such as opening, saving, printing, and data label Text that provides additional information about a
documenting files. data marker, which represents a single data point or value that
boundary The line between rows or columns. originates from a worksheet cell.
data marker A bar, area, dot, slice, or other symbol in a chart
c that represents a single data point or value that originates from a
calculation operator Operators that specify the calculations to worksheet cell.
be performed. data series A row or column of data represented by a line, set of
cell reference A reference that identifies a cell’s location in the columns, bars, or other chart types.
worksheet based on its row number and column letter. database A comparatively complex system that can store a large
cell A box on the grid identified by the intersection of a column amount of related data, which requires a program to be able to
and a row. assess and render that data.
change history In a shared workbook, a feature that includes the default settings Pre-set settings that determine how Excel
name of the person who made each change, when the change was behaves when performing an action.
made, and what data was changed. delimiter A character that separates data entries from one
chart area The entire chart and all its elements. another.
chart sheet A sheet that contains only a chart. Dialog Box Launcher An arrow in the lower, right corner of
chart A graphical representation of numeric data in a worksheet. some command groups on the ribbon that opens a dialog box
clip art Drawings and illustration files available in Excel. related to the command group.
455
456 Excel 2013 Glossary
document theme A predefined set of colors, fonts, and effects hyperlink A shortcut that enables you to navigate to a web page
that can be applied to an entire workbook or to specific items in a or a location in another file in just one click of the mouse.
workbook.
duotone An image with two colors. k
KeyTip Small “badges” displaying keyboard shortcuts for specific
e tabs and commands on the ribbon and Quick Access Toolbar. Also
effects Something that modifies the appearance of an object. referred to as hotkeys.
embedded chart A chart placed on a worksheet rather than on a keyword A word assigned to a document’s properties that makes
separate chart sheet. it easier to organize and find documents.
external reference A cell or range in a worksheet in another
Excel workbook, or a defined name in another workbook. l
label Text entered in a worksheet that identifies numeric data
f and is the most common type of text entered in a worksheet.
FILE tab In Office 2013, the tab that takes you to Backstage Labels are also used to sort and group data.
view to access Save, Print, Options, and other commands. legend An explanatory list that identifies the patterns or colors
fill handle A small square in the lower, right corner of a selected assigned to the data series or categories in a chart.
cell or range of cells. Used mainly to copy data to adjacent cells. lookup function An efficient way to search for and insert a
filter A restriction that Excel uses to determine which worksheet value in a cell when the desired value is stored elsewhere in the
rows to display. worksheet or even in a different workbook.
Find A command to help you search for certain content.
Flash Fill A new feature in Excel that is similar to AutoFill. m
When Excel recognizes a pattern based on other information in macro A series of steps you record that you might want to repeat
your workbook, it uses the pattern to enter data into several cells frequently to save time.
at once. MAX function A function that returns the largest value in a set
font A set of text properties that affects the typeface, size, and of values.
similar aspects of text. merged cells Two or more cells combined into a single cell.
footer Lines of text that appear at the bottom of each page. MIN function A function that determines the minimum value
Format Painter A feature found in most Office applications that in a range of cells.
allows you to quickly copy formatting attributes that you have Mini toolbar A formatting tool that appears above or below the
already applied and “paint” those attributes onto other text, shapes, shortcut menu when you right-click a cell and that displays the
pictures, and worksheet cells. most commonly used formatting commands.
formula bar A bar located between the ribbon and the mixed cell reference A cell reference that uses an absolute
worksheet in which users can edit the contents of a cell. column or row reference, but not both.
formula An equation that performs calculations, such as move pointer A mouse pointer that enables users to drag a cell
addition, subtraction, multiplication, and division, on values in a or range of cells to a new location, replacing any existing data in
worksheet. the destination cells.
freeze To prevent portions of a worksheet from moving on the
screen. When you freeze panes, such as a row of column headings, n
the column headings remain visible as you scroll down the Name Box Located below the ribbon at the left end of the
worksheet or change magnification. formula bar. When a user types a cell location into this box and
function A predefined formula that performs a calculation. presses Enter, the insertion point moves to that cell.
named range A group of cells, and occasionally a single cell,
g with a designated name.
graphic An art-related object, such as a drawing, image, or natural series A formatted series of text or numbers that are in a
shape. normal sequence such as months, weekdays, numbers, or times.
gridlines The lines that display around worksheet cells. navigation pane A pane found on the left side of Backstage
group Commands on the default ribbon tabs that are related in view. It provides you access to workbook and file-related
functionality. commands through a series of tabs.
grouping Organizing data so it can be viewed as a collapsible nested parentheses Parentheses inside of parentheses within a
and expandable outline. formula.
NOW function A function that returns today’s date and the
h current time, in the default format of mm/dd/yyyy hh:mm.
handle A small box on the side and/or corner of the graphic that
you click and pull to increase or decrease the size of a graphic. o
header A line of text that appears at the top of each page of a Office Clipboard A location that collects and stores up to 24
printed worksheet. copied or cut items that are then available to be used in the active
Help system A system in Excel that is rich in information, workbook, in other workbooks, and in other Office programs.
illustrations, and tips that can help you complete any task as you operand An element that identifies the values to be used in a
create worksheets and workbooks. calculation.
hide To make a worksheet invisible. order of operations The rules Excel follows to calculate any
hotkey Another name for KeyTip. formula that contains two or more operators.
Excel 2013 Glossary 457
orientation The position of the content in a worksheet, so that s

it prints either vertically or horizontally on a page. saturation Changing from color to black and white or to greater
outline symbols Symbols that add controls next to the row and or reduced levels of color.
column headings to change the view of an outlined worksheet. scaling Shrinking or stretching printed output to a percentage of
outline Single-row headings. its actual size.
scope The location within which Excel recognizes a named
p
range, which is either a specific worksheet or the entire workbook.
page break A divider that breaks a worksheet into separate pages If you set the scope of a named range to Workbook, you can
for printing. reference the named range on any sheet in the workbook.
Page Break Preview An Excel view in which you can quickly ScreenTip A small, onscreen rectangle that displays descriptive
adjust automatic page breaks to achieve a more desirable printed text when you rest the pointer on a command or control.
document. selecting text Highlighting text that is to be changed.
parse To separate into components. Also, to interpret character shape An editable line, circle, arrow, star, or other form.
by character. shared workbook A workbook set up to allow multiple
password Text that must be entered before a user can access a networked users to view and make changes simultaneously.
secured workbook, worksheet, or worksheet elements. slicer One of the ways to filter a table so that it shows only
Paste Special A tool that enables you to control specifically what records containing a certain object. A slicer is a selection panel that
you want to paste after using the Copy or Cut commands, such as floats above a worksheet (the way a chart does).
cell content, formulas, values, formatting, and much more. SmartArt graphic A visual representation of information and
paste To insert data from the Clipboard to a new location in a ideas, such as an organization chart, a flow chart, a process, or a
worksheet. Venn diagram.
PivotChart A graphical representation of the data in a sparklines Miniature graphs that summarize data; typically used
PivotTable. to graphically describe trends in data.
PivotTable A highly configurable table that condenses large strong password A password that combines uppercase and
amounts of data. A PivotTable is used to analyze and display lowercase letters, numbers, and symbols, making the password
numerical data in detail and to answer unforeseen questions about difficult to guess.
data. style A set of formatting attributes that you can apply to a
plot area The area bounded by axes in a chart. cell or range of cells more easily than by setting each attribute
PMT function A function that requires a series of inputs individually.
regarding interest rate, loan amount (principal), and loan duration, SUBTOTAL function A function that returns a subtotal for a
and then calculates the resulting loan payment. list.
print options Several settings that enable you to change how a subtotals The sum of values that are grouped together.
document prints. SUM function A function that totals all of the cells in a range.
Print Preview An Excel view that enables you to see what
your document will look like before sending it to the printer. t
tab An area on the ribbon that contains groups of related
q
commands. See command tab. Or an area of the Backstage
Quick Access Toolbar A toolbar that gives you fast and easy navigation pane that contains groups of related commands.
access to the tools you use most often in Excel. table array Data in a table arranged in rows and columns.
quick format Predefined formatting in Excel that enables you table A range of cells in a worksheet that contains related data
to apply an elaborate format that makes a table look sleek and and can be used by a lookup function.
professional. template A file that includes formatting and formulas complete
with designs, tools, and specific data types.
r text box A floating box in a worksheet that can contain text or
range A group of adjacent cells you select to perform operations graphics.
on all of the selected cells. title Descriptive text that is aligned to an axis or at the top of a
relative cell reference A cell reference that adjusts the cell chart.
identifier automatically if you insert or delete columns or rows, or TODAY function A function that returns the current date in a
if you copy the formula to another cell. worksheet.
Replace An Excel feature that allows you to add content to a text trace arrow An arrow that shows the relationship between
box and replace any matches Excel finds. formulas and the cells they refer to in order to resolve a formula
ribbon A broad band that runs across the top of the Excel error.
window that organizes commands and tools into an easy-to-use Track Changes A feature that marks and records changes made
interface. The ribbon was introduced in Office 2007. to a workbook.
row heading The identifying letter of a row. transposing Changes your cell data to change orientation.
row height The top-to-bottom measurement of a row.
row A line of cells that start at the left edge of a worksheet, u
continue to the right, and are identified by numbers. unhide To make a worksheet visible again.
Rules Manager A tool that enables you to set the order of
multiple rules, fine-tune rule settings, and more.
458 Excel 2013 Glossary
v workbook properties Items you directly change, such as

Validation A feature in Excel that ensures data is entered keywords.
correctly, before it is processed incorrectly. workbook A collection of worksheets in a single file.
value A number, a cell address, a date, text, or Boolean data in worksheet A page in a workbook that consists of a grid of rows
Excel. Regarding formulas, it is usually a number or cell address. and columns in which you can enter text, values, and formulas,
variable A symbol or name that represents something else; it and perform calculations.
can be a cell address, a range of cells, and so on. wrap To automatically display data on the next line when it is
too long to display within the cell’s width. Wrapping automatically
w increases a cell’s height.
watermark Text or a picture that appears in the background of a z
document; it is similar to a sheet background in Excel.
white space The empty area of a document in which no content zoom An Excel feature that enables you to make a worksheet
appears. appear bigger (zoom in) or smaller (zoom out).
WordArt An Office feature that combines text and artistic
effects.
Index
Index 459
Symbols converting text to columns 313–314 AutoFilter menu 252-253

2-D charts 392 COUNTIF 297 Auto-Outline, 258–259
COUNTIFS 298–299 AutoSum button 122, 258
3-D charts 392
FIND 319
AutoSum command 28
HLOOKUP 304–306
A IF 307–308 AVERAGE function 124–125
absolute cell references 98–100 IFERROR 311–313 AVERAGEIF function 299
accepting AutoComplete entries 45 LEFT 314–315 AVERAGEIFS function 300–301
accessing LOWER 318 Average_range argument, 299
Backstage view 63–64 MID 316
axis, manually formatting charts 379
templates 88 NOT 311
OR 310
Accounting button 155 B
PROPER 317
Accounting Number Format button 155 backgrounds, formatting worksheets
RIGHT 315
active cells 4 SUBSTITUTE 320–321 190–191
Add Bullet button 441 SUMIF 293–296 Backstage view 7–8
adding SUMIFS 296–297 accessing 63–64
commands to Quick Access Toolbar 4 TRIM 316–317 changing Excel environment 75–83
comments to workbooks 351–355 UPPER 317–318 customizing default settings 79–80
editing comments 352 VLOOKUP 301–304 customizing Quick Access Toolbar
inserting comments 351 Advanced tab, Share Workbook dialog box 75–76
viewing comments 352–353 345–346 customizing the ribbon 77–80
conditional logic functions to formulas Align button 430 resetting default settings 81
306–313 aligning cell contents 147–149 resetting Quick Access Toolbar 81
AND function 308–309 resetting ribbon settings 81
Alignment command group 28
IFERROR function 311–313 searching for templates 83–84
Alignment commands, HOME tab 147 selecting templates 81–82
IF function 307–308
NOT function 311 Align Right button 148 printing 64–74
OR function 310 AND function 308–309 applying printing options 71–74
content to headers/footers 195 Angle Clockwise/Counterclockwise (Orien- changing printers 74–75
data series to charts 389–391 tation menu) 150 print and preview 64–66
elements to charts 386–387 appending data to worksheets 241–242 Print Area button 67
enhancements to graphics using PIC- Quick Print command 66
applying
TURE TOOLS 430–439 selected workbooks 70
cell styles 163–166 selected worksheets 68–69
page breaks 198
character attributes 152 software orientation 62
page numbers to worksheets 193–194
printing options 71–74 Bar button 374
rows/columns to tables 267–268
styles to shapes 426–427
shapes to worksheets 417 bar charts 363, 374–376
area charts 363
text boxes to worksheets 421–422 basic shapes 417
text to charts 380–381 arguments 118, 293
Bing image search 415
text to shapes 419–420 arithmetic operators 93–94
block arrows (shapes) 417
addition formulas, creating 95 arranging worksheets 221–222
Bold button 152
Add Shape button 441 Artistic Effects button 434
border lines, manually formatting charts
Adobe PDF (Portable Documents Format) artistic effects, graphics 434–435
384–385
38 assigning keywords 54–57
Borders menu 159
advanced formulas (FORMULAS tab), attributes, character 152
functions 291–292 border styles, formatting cells 159–161
AutoComplete feature 43–44
AND 308–309 Bottom Align button 148
auto-completing IntelliSense feature 268
AVERAGEIF 299 boundary, rows and columns 180
AVERAGEIFS 300–301 Auto Fill options 47–50
Bring Forward button 429
CONCATENATE 318–319 Auto Fill Options button 307
bubble charts 364, 369
459
460 Index
buttons Move Chart 368 absolute cell references 98–100

Accounting 155 New Rule 169 definition 97
Accounting Number Format 155 New Sheet 3 external cell references 101–103
Add Bullet 441 Online Pictures 414 mixed cell references 100–101
Add Shape 441 Orientation 149 relative cell references 97–98
Align 430 Picture Border 436 cells
Align Right 148 Pictures 413 definition 4
Artistic Effects 434 PivotChart 402 deleting/clearing contents 42–43
Auto Fill Options 307 Portrait Orientation 133 editing contents 40–42
AutoSum 122, 258 Print Area 67 formatting
Bar 374 Print Preview 192 aligning/indenting contents 147–149
Bold 152 Print Titles 197 applying character attributes 152
Borders 159 Promote 442 cell borders 159–161
Bottom Align 148 Quick Layout 376, 378 clearing a cell’s formatting 171
Bring Forward 429 Quick Styles 263 conditional formatting 168–171
Center 148 Recommended Charts 371 Fill Color tool 153–154
Change Chart Type 392 Recommended PivotTables 399 font color 151–152
Change Colors 443 Remove Arrows 132 font selection/size 150–151
Change File Type 37 Rename 78 Format Painter 161–162
CHART ELEMENTS 386 Reset 188 hyperlinked data 165–167
Chart Filters 389 Reset Picture 436 inserting/deleting cells 145–147
Chart Styles 377 Save To Cloud 342 merging and splitting cells 158
Clear Formats 43, 171 Select All 41, 171 number formats 154–157
Close Window 14 Send as Attachment 340 Paste Special tool 161–162
Comma Style 155 Send Backward 430 styles 163–166
Create Link 343 Send this Sheet 341 text orientation 149
Currency 155 Shape Effects 382 wrapping text 157
Custom Margins 199 Shape Fill 381 range 47
Decrease Decimal 155 Shape Outline 427 Cell Styles gallery 163–164
Decrease Indent 149 Short Date 155 Cell Styles menu 163
Define Name 127 Show Formulas 92–93
Center button 148
Delete Cells 146 Sort A to Z 248
Sort Smallest to Largest 248 Change Chart Type button 392
Delete Sheet Columns 179
Demote 442 Switch Row/Column 364, 394 Change Colors button 443
Distributed 148 Text Box 381, 422 Change File Type button 37
Expand Dialog 246 TEXT OPTIONS 386 changing
Fill and Line 384 Themes 185
cell range size 106–107
Fill Color 153 Top Align 148
Excel environment, Backstage view
Financial 117 Top and Bottom Border 160
75–83
Font Color 152 Trace Dependents 132
Excel’s view 9–10
Format Painter 161 Trace Precedents 132
printers 74–75
Freeze Panes 222 Underline 153
shape styles 426–427
Get a Sharing Link 343 Unfreeze Panes 223
table sort order 270
Go to Footer 194 Ungroup 257
worksheet tab colors 214–215
Group 257 Unprotect Shared Workbook 345
character attributes, formatting cells 152
Header & Footer 193 Wrap Text 157
chart area, manually formatting charts 379
Help 19
Increase Decimal 155 C CHART ELEMENTS button 386
Increase Indent 149 calculation operators Chart Elements drop-down list 380
Insert 145 arithmetic 93 Chart Filters button 389
Insert a SmartArt Graphic 441 definition 93 charts
Insert Column Chart 390 order of operations 93–94 creating
Insert Function 117, 295 callouts (shapes) 417 bar charts 374–376
Insert Sheet Rows 179 capturing screenshots 439 data selection 365–367
Insert Slicer 271 PivotCharts 402–404
categories of shapes 417
Insert WordArt 422 PivotTables 399–402
Italic 152 cell attributes
Quick Analysis Tools 395–399
Justify 148 filtering data 255
Recommended 371–373
Landscape Orientation 133 sorting data 250–251
selecting right chart for data 369–371
Margins 199 cell ranges 103–109
types of 363–364
Merge & Center 158 changing size 106–107 definition 363
Middle Align 148 named ranges 103–108 deleting 366
More Borders 160 cell references 97–103
Index 461
formatting command groups 6 constants 93

manual formatting 379–385 definition 2 content
Quick Layout 377–379 FORMULAS tab 291–292 adding to headers/footers 195
Quick Styles 376–377 commands deleting/clearing 42–43
inserting in worksheets 366 adding to Quick Access Toolbar 4 editing 40–42
modifying 386–395 AutoSum 28 conventions, file names 32
adding data series 389–391 Edit Comment 353 converting
adding elements 386–387 Find 223–224
choosing different type of chart tables into ranges 273
Find & Select 28 text to columns 313–314
392–394 Format Comment 353
deleting elements 388–389 Convert Text to Columns Wizard
Freeze First Column 223 313–314
resizing charts 391–392 Freeze Top Row 223
switching between rows and columns copying
Go To 17–18
394–395 Mark as Final 338–339 data 51
moving 367–368 navigating the ribbon 5–6 graphics 425–426
Charts dialog box launcher 375–376 New Window 13–14 worksheets 210–211
chart sheets 367 Picture Correction options 432 corrections, graphic enhancements
Chart Styles buttons 377 Protect and Share Workbook 344 431–433
CHART TOOLS tab Quick Print 66 costs, printing 74
Quick Layout button 378–380 Remove Hyperlink 166 COUNTA function 123–124
Quick Styles 376–377 Replace 225–226 COUNT function 123–124
Choose a SmartArt Graphic dialog box Send to Mail Recipient 339
COUNTIF function 297
441 Show All Comments 352
Show Calculation Steps 131 COUNTIFS function 298–299
Clear Formats button 43, 171 Create Link button 343
Show/Hide Comment 352–353
clearing Split 11–12 Create New Theme Colors dialog box
cell contents 42–43 Total Row 265–266 187
cell formatting 171 Track Changes 344–345 Create PDF/XPS Document option 37
clip art, inserting in worksheets 414–416 Unhide Sheet 215 Create PivotChart dialog box 402
Clipboard command group 28 Unmerge Cells 158
creating
Clipboard (Office) 52–53 command tabs 2
charts
Close Window button 14 Comma Style button 155
bar charts 374–376
Cloud, sharing workbooks 341–344 comments, workbooks 351–355 data selection 365–367
Col_index_num argument deleting 353 manual formatting 379–385
editing 352 Quick Analysis Tools 395–399
HLOOKUP function 305
inserting 351 Quick Layout formatting 377–379
VLOOKUP function 301
printing 353–354 Quick Style formatting 376–377
collapsing data, outlines 259
viewing 352–353 Recommended 371–373
color comparison operators 93 selecting right chart for data
adjustments, graphic enhancements Compatibility Checker dialog box 36 369–371
433–434 types of 363–364
CONCATENATE function 318–319
formatting fonts 151–152 flowcharts 440–441
worksheet tabs 214–215 conditional formatting 168–171,
398–399 formulas 94–97
Colors button, customizing themes addition formulas 95
187–189 Conditional Formatting menu 168
division formulas 96–97
Colors dialog box 154 Conditional Formatting Rules Manager multiplication fomrulas 96
column charts 363, 369 dialog box 171–172 subtotaling 128–129
columns conditional formulas, summarizing data subtraction formulas 95–96
293–300 organization charts 442–443
adding/removing 267–268
converting text to 313–314 AVERAGEIF function 299 passwords 333
definition 4 AVERAGEIFS function 300–301 PivotCharts 402–404
editing 39–40 COUNTIF function 297 PivotTables 399–402
formatting 179–184 COUNTIFS function 298–299 schedules 58
entire column 181–182 SUMIFS function 296–297 subtotals 127–130
hiding/unhiding 182–184 conditional logic functions, adding to building formulas for subtotaling
inserting/deleting 179–180 formulas 306–313 128–129
modifying width 180–181 AND 308–309 modifying ranges 129–130
transposing columns 184 IF 307–308 selecting and creating ranges
headings 179, 192–193 IFERROR 311–313 127–128
Column Width dialog box 180 NOT 311 workbooks 29–30, 57–59
OR 310 Criteria argument
combo charts 364, 393
Confirm Password dialog box 333 AVERAGEIF function 299
462 Index
COUNTIF function 297 VLOOKUP 301–304 resetting 81

SUMIF function 293 markers 371 Define Name button 127
criterion moving with the mouse 51 Delete Cells button 146
conditional formulas 293 outlining 255–261 Delete dialog box 147
sorting data Auto-Outline 258–259
Delete Sheet Columns button 179
multiple criteria 249–250 collapsing groups of data 259
grouping/ungrouping data 256–258 deleting
single criterion 248–249
cropping images, screenshots 439 pasting Clipboard items 52–53 cell contents 42–43
replacing, worksheets 223–225 cells 146–147
Crop tool 432
saving with macros 273–278 charts 366
CSV (Comma delimited) format, saving elements from charts 388–389
recording macro 273–277
workbooks 38 graphics 423–424
running macro 276
Currency button 155 security management 277–278 rows/coulmns 179–180
current cells 4 selection for charts 365–367 tracked changes 348
Custom AutoFilter dialog box 254 sorting 248–251 workbook comments 353
custom AutoFilters, filtering data 254–256 cell attributes 250–251 worksheets 217–218
multiple criteria 249–250 delimiters 237
customizing
single criterion 248–249 Demote button 442
cell styles 164–165 subtotaling 259–261
default settings 79–80 dialog boxes
summarizing with conditional formulas
Quick Access Toolbar 4, 75–76, 87 Choose a SmartArt Graphic 441
293–300
ribbon 77–80, 88–89 Colors 154
AVERAGEIF function 299
themes 186–190 Column Width 180
AVERAGEIFS function 300–301
Custom Margins button 199 Compatibility Checker 36
COUNTIF function 297
Cut feature 53 Conditional Formatting Rules Manager
COUNTIFS function 298–299
171–172
cutting data 53–54 SUMIFS function 296–297
Confirm Password 333
summarizing with functions 121–126
Create New Theme Colors 187
D AVERAGE function 124–125
Create PivotChart 402
data COUNTA function 123–124
Custom AutoFilter 254
COUNT function 123–124
copying with the mouse 51 Data Validation 244
MAX function 125–126
cutting and pasting 53–54 Delete 147
MIN function 125
entering in worksheets 43–50 Document Inspector 336
SUM function 122–123
Auto Fill options 47–50 Evaluate Formula 131–132
validation 243–248
dates 46–47 Excel message 338
allowing only specific values to be
Flash Fill 49–50 Excel Options 5, 77
entered 246–247
labels 43–44 Find and Replace 224
removing duplicate rows 247–248
numeric values 45–46 Format As Table 262, 270
databases 242–243. See also data
filtering 251–255 Format Cells 9, 147
AutoFilter 252–253 data entry, worksheets 38–39, 43–50 Function Arguments 118, 123, 294, 329
cell attributes 255 Auto Fill options 47–50 Greater Than 168–169
custom AutoFilters 254–256 dates 46–47 Highlight Changes 346
finding, worksheets 223–225 Flash Fill 49–50 Import Text File 238
formatting tables 261–273 labels 43–44 Insert 145, 217
adding/removing rows and columns numeric values 45–46 Insert Chart 375
267–268 data series 371 Insert Function 117, 295
changing sort order 270 adding to charts 389–391 Insert Picture 413
converting tables into ranges 273 copying 51 Insert Slicer 271
defining a title 263–265 manual formatting 381–383 Macro 276
filtering records 268–269 moving 51–52 Move or Copy 210
QuickStyle 261–263 DATA tab 237 New Formatting Rule 169, 250
removing duplicates 271 Data Validation dialog box 244 New Name 127
removing styles 262–263 Open 15
dates
sorting data on multiple columns 270 Page Setup 73, 133
Total Row command 265–266 displaying 119–121 Paste Special 162, 184
viewing data with a slicer 271–273 NOW function 120–121 Protect Shared Workbook 345
importing 237–242 TODAY function 120 Protect Structure and Windows 332
appending to worksheets 241–242 entering in worksheets 46–47 Record Macro 275
external data 240–241 Decrease Decimal button 155 Remove Duplicates 247, 271
opening non-native files 237–239 Decrease Indent button 149 Row Height 181
labels, manually formatting charts 379 default settings Save As 31, 34–36, 332, 342
lookup functions 301–306 customizing 79–80 Select Changes to Accept or Reject 348
HLOOKUP 304–306 definition 75 Select Data Source 240, 390
Index 463
Share Workbook 345 Picture Styles 435–436 records, tables 268–269

Sort 249, 270 resetting picture to original state Financial button 117
Standard Width 181 436–437 financial functions, PMT 126–127
Style 164 screenshots 439 Find and Replace dialog box 224
Subtotal 260 entering data, worksheets 38–39, 43–50
Find command 223–224
Top 10 AutoFilter 268 Auto Fill options 47–50
Trust Center 277–278 FIND function 319
dates 46–47
Unhide 215 Flash Fill 49–50 finding data, worksheets 223–225
Dialog Box Launchers labels 43–44 Find & Select command 28
definition 6 numeric values 45–46 Find_text argument 319
displaying additional commands 28 environment, Backstage view 75–83 Flash Fill 49–50, 60
displaying customizing default settings 79–80 flowcharts 440–441
commands, Dialog Box Launchers 28 customizing Quick Access Toolbar
Font Color menu 152
dates and times 119–121 75–76
NOW function 120–121 customizing the ribbon 77–80 Font command group 28
TODAY function 120 resetting default settings 81 Font group, HOME tab 150
formulas 92–93 resetting Quick Access Toolbar 81 fonts, formatting
printing formulas 133–134 resetting ribbon settings 81 color 151–152
Distributed button 148 searching for templates 83–84 selection and size 150–151
division formulas, creating 96–97 template selection 81–82 Fonts button, customizing themes 188
Document Inspector dialog box 336 equal sign 93 Font Size box 150
Document Inspector, workbook security equation shapes 417 footers
336–338 Error Alert tab 245 Document Inspector 336
Document Properties, keywords 57 errors, formulas 130–132 formatting 193–197
documents Evaluate Formula dialog box 131–132 Format As Table dialog box 262, 270
preparing for printing 198–201 Excel Help, formula errors 131 Format Cell Alignment (Orientation
security 338–339 Excel message dialog box 338 menu) 150
themes 185 Excel Options dialog box 5, 77 Format Cells dialog box 9, 147
doughnut charts 363 Excel Rules Manager 168 Format Comment command 353
drag-and-drop editing 51 Excel window 4–9 Format Painter button 161
drawing lines 418–419 Backstage view 7–8 Format Painter tool 161–162
DRAWING TOOLS FORMAT tab 426 FILE tab 9 Format Picture pane 432–433
duotones 433 navigating the ribbon 5–6 Format Shape pane 421
duplicates, removing in tables 271 Onscreen Tools 4–6 FORMAT tab 379
existing workbooks 14–18
formatting
E navigating 17–19
cells
Edit Comment command 353 opening 15–17
aligning contents 147–149
Expand Dialog button 246
editing applying character attributes 152
external cell references 101–103 cell borders 159–161
chart text 380–381
workbook comments 352 external data, importing 240–241 clearing a cell’s formatting 171
workbook properties 54–55 conditional formatting 168–171
worksheets F deleting cells 145–147
cell contents 40–42 Facet theme 185 Fill Color tool 153–154
column width 39–40 file conventions 32 font color 151–152
deleting/clearing cell contents 42–43 font selection/size 150–151
file formats, saving workbooks 37–38
Editing group, HOME tab 209 Format Painter 161–162
files hyperlinked data 165–167
EDIT WORKBOOK menu 344
inserting a picture from 413–414 indenting contents 147–149
elements names 14 inserting cells 145–147
adding to charts 386–387 FILE tab, Backstage view 9 merging and splitting cells 158
deleting from charts 388–389 Fill and Line button 384 number formats 154–157
email messages, sharing workbooks Paste Special tool 161–162
Fill Color button 153
339–341 styles 163–166
Fill Color tool, formatting cells 153–154
embedded charts 367 text orientation 149
fill handle 47
Enhanced ScreenTips 4 wrapping text 157
filtering charts
enhancements, graphics 430–439
data 251–256 manual formatting 379–385
artistic effects 434–435
AutoFilter 252–253 Quick Layout 377–379
color adjustments 433–434
cell attributes 255 Quick Styles 376–377
corrections 431–433
custom AutoFilters 254–256 graphics 426–430
Picture Properties 437–438
464 Index
applying and changing styles 426–427 COUNTIF 297 SUBTOTAL 127–130

resizing 427–428 COUNTIFS 298–299 building formulas for subtotaling
rotating 428 FIND 319 128–129
stacking overlapping graphics 429–431 HLOOKUP 304–306 modifying ranges 129–130
tables 261–273 IF 307–308 selecting and creating ranges 127–128
adding/removing rows and columns IFERROR 311–313 summarizing data 121–126
267–268 LEFT 314–315 AVERAGE function 124–125
changing sort order 270 LOWER 318 COUNTA function 123–124
converting tables into ranges 273 MID 316 COUNT function 123–124
defining a title 263–265 NOT 311 MAX function 125–126
filtering records 268–269 OR 310 MIN function 125
QuickStyle 261–263 PROPER 317 SUM function 122–123
removing duplicates 271 RIGHT 315
removing styles 262–263 SUBSTITUTE 320–321 G
sorting data on multiple columns 270 SUMIF 293–296 Get a Sharing Link button 343
Total Row command 265–266 SUMIFS 296–297 Go To command 17–18
viewing data with a slicer 271–273 TRIM 316–317
Go to Footer button 194
worksheets UPPER 317–318
headers and footers 193–197 VLOOKUP 301–304 graphics
onscreen appearance 190–193 Name Manager 107 copying 425–426
preparing documents for printing software orientation 290 definition 413
198–201 Freeze First Column command 223 deleting 423–424
rows and columns 179–184 Freeze Panes button 222 enhancements 430–439
themes 185–191 artistic effects 434–435
Freeze Top Row command 223
Formatting tab, Quick Analysis button color adjustments 433–434
freezing onscreen view 222–224 corrections 431–433
398–399
Function Arguments dialog box 118, 123, Picture Properties 437–438
formula bar, editing within 41
294, 329 Picture Styles 435–436
formulas
Function Library group (FORMULAS tab) resetting picture to original state
advanced 291–292 117 436–437
conditional logic functions 306–313 screenshots 439
functions 117
lookup functions 301–306 formatting 426–430
modifying text 313–321 advanced formulas 291–292
applying and changing styles 426–427
summarizing data with conditional AND 308–309
resizing 427–428
formulas 293–300 AVERAGEIF 299
rotating 428
cell ranges 103–109 AVERAGEIFS 300–301
stacking overlapping graphics 429–431
changing size 106–107 CONCATENATE 318–319
inserting pictures 413–416
named ranges 103–108 converting text to columns 313–314
files 413–414
cell references 97–103 COUNTIF 297
online pictures 414–416
absolute cell references 98–100 COUNTIFS 298–299
lines 418–419
external cell references 101–103 FIND 319
moving 424–425
mixed cell references 100–101 HLOOKUP 304–306
shapes 417–420
relative cell references 97–98 IF 307–308
SmartArt 440–443
creating 94–97 IFERROR 311–313
flowcharts 440–441
addition formulas 95 LEFT 314–315
organization charts 442–443
division formulas 96–97 LOWER 318
text boxes 421–422
multiplication fomrulas 96 MID 316
WordArt 422–423
subtotaling 128–129 NOT 311
Greater Than dialog box 168–169
subtraction formulas 95–96 OR 310
PROPER 317 gridlines 73, 190–192
definition 92
displaying 92–93 RIGHT 315 Group button 257
errors 130–132 SUBSTITUTE 320–321 grouping data 256–258
order of operations 93–94 SUMIF 293–296 groups 6, 77
printing 133–134 SUMIFS 296–297
FORMULAS tab TRIM 316–317 H
UPPER 317–318
displaying formulas 92 handles 418
VLOOKUP 301–304
Function Library group 117 Header & Footer button 193
arguments 118
functions 291–292
displaying dates and times 119–121 headers
AND 308–309
NOW function 120–121 Document Inspector 33
AVERAGEIF 299
TODAY function 120 formatting 193–197
AVERAGEIFS 300–301
PMT 126–127 height, rows 180–181
CONCATENATE 318–319
RAND 329 Help
converting text to columns 313–314
RANDBETWEEN 329
Index 465
button 19 Insert Picture dialog box 413 215–216

formula errors 131 Insert Sheet Rows button 179 inserting new worksheets into work-
System 19–24 Insert Slicer dialog box 271 books 216–217
hidden data, Document Inspector 336 multiple worksheets 218–220
INSERT tab 362, 412
hiding naming worksheets 212
Insert WordArt button 422 repositioning 213
rows/columns 182–184
Instance_num argument 320 manual formatting, charts 379–385
worksheets 215–216
Highlight Changes dialog box 346 integrity, data. See data, validation adding/editing text 380–381
highlighted cells 4 Italic button 152 border lines 384–385
data series 381–383
HLOOKUP function 304–306
J legends 385–386
HOME tab 28 margins
Justify button 148
Alignment commands 147 customizing print options 72
Editing group 209 setting 199–200
K
Font group 150 Margins button 199
formatting and editing commands 144 keytips 5
Margins menu 200
Numbers group 154 keywords 54–57
Orientation tool 149 Mark as Final command 338–339
Styles group 163 L MAX function 125–126
horizontal alignment 147 labels, entering in worksheets 43–44 menus
hotkeys 5 landscape AutoFilter 252
hyperlinked data, formatting cells customizing print options 73 Borders 159
165–167 orientation 133, 200 Cell Styles 163
LEFT function 314–315 Conditional Formatting 168
I EDIT WORKBOOK 344
legends, manually formatting charts
Font Color 152
IFERROR function 311–313 385–386
Margins 200
IF function 307–308 line charts 363, 370 Number Format 119, 155–158
importing data 237–242 lines 417–419 Take a Screenshot 439
appending to worksheets 241–242 Live Preview 53 Merge & Center button 158
external data 240–241 Logical1 argument (AND function) merging cells 158
opening non-native files 237–239 metadata 415
308
Import Text File dialog box 238
Logical2 argument (AND function) Middle Align button 148
Increase Decimal button 155
308 MID function 316
Increase Indent button 149 Logical_test argument (IF function) MIN function 125
indenting cell contents 147–149 307 Mini toolbar 151
Input Message tab 244 lookup functions
mixed cell references 100–101
Insert a SmartArt Graphic button 441 HLOOKUP 304–306
modifying
Insert button 145 VLOOKUP 301–304
Lookup_value argument charts 386–395
Insert Chart dialog box 375 adding data series 389–391
Insert Column Chart button 390 HLOOKUP function 305
adding elements 386–387
VLOOKUP function 301
Insert dialog box 145, 217 choosing different type of chart
LOWER function 318
Insert Function button 117, 295 392–394
Insert Function dialog box 117, 295 deleting elements 388–389
M resizing charts 391–392
inserting Macro dialog box 276 switching between rows and columns
cells 145–146 macros, saving data 273–278 394–395
charts 366 row height and column width 180–181
recording macro 273–277
comments in workbooks 351 text, advanced formulas 313–321
running macro 276
hyperlinks in worksheets 165–166 More Borders button 160
security management 277–278
new worksheets into workbooks
management mouse
216–217
pictures in worksheets 413–416 macro security 277–278 copying data 51
files 413–414 worksheets copying worksheets 212
online pictures 414–416 arranging worksheets 221–222 moving data 51
predefined headers and footers change tab colors 214–215 Move Chart button 368
194–195 changing onscreen view, zoom and Move or Copy dialog box 210
rows/coulmns 179–180 freeze 222–224 moving
tracked changes 346–347 copying worksheets 210–211
charts 367–368
watermarks 196 deleting worksheets 217–218
data 51
insertion point 42 finding and replacing data 223–225
graphics 424–425
hiding/unhiding worksheets
466 Index
page breaks 198 Onscreen Tools 4–6 Picture Border button 436
multiple criteria onscreen view 222–224 Picture Correction options command 432
sorting data 249–250 Open dialog box 15 Picture Properties, graphic enhancements
multiple worksheets, management 218–220 opening 437–438
multiplication formulas, creating 96 Excel 3–4 pictures
My Documents folder 31 existing workbooks 15–17 inserting in worksheets 413–416
non-native files 237–239 files 413–414
N Opening screen 2 online pictures 414–416
Name Box 17 operands 93 Pictures button 413
named ranges 103–106 order of operations (formulas) 93–94 Picture Styles, applying to graphics
formulas operating on 107–108 OR function 310 435–436
scope 106 Organic theme 189 PICTURE TOOLS FORMAT tab, graphic
tracking 108–109 enhancements 430–439
organization charts 442–443
Name Manager 107 artistic effects 434–435
orientation
naming color adjustments 433–434
software 2 corrections 431–433
workbooks 31–32
Backstage view 62 Picture Properties 437–438
worksheets 212
DATA tab 237 Picture Styles 435–436
natural series 49
FORMULAS tab 91, 116, 290 resetting picture to original state
navigation HOME tab 28, 144, 178, 209 436–437
existing workbooks 17–19 INSERT tab 362, 412 screenshots 439
ribbon 5–6 PAGE LAYOUT tab 178 pie charts 363, 369
Negative Numbers list box 157 REVIEW tab 328
pinning application to Start screen 4
nested parentheses, order of operations 94 text, formatting cells 149
worksheets 200–201 PivotChart button 402
New Comment text box 351
Orientation button 149 PivotCharts 402–404
New Formatting Rule dialog box 169, 250
Orientation tool 149 PivotTables 399–402
New Name dialog box 127
outline symbols 256 plot area, manually formatting charts 379
New Rule button 169
outlining data 255–261 PMT function 126–127
New Sheet button 3
Auto-Outline 258–259 Popular Commands option 77
New_text argument (SUBSTITUTE func-
collapsing groups of data 259 Portrait orientation 200
tion) 320
grouping/ungrouping data 256–258 Portrait Orientation button 133
New Window command 13–14 overlapping graphics 429–431 predefined headers and footers 194–195
non-native files, opening 237–239
preparing documents, printing 198–201
NOT function 311 P
previewing documents, Backstage view
NOW function 120–121 Page Break Preview window 198
64–66
Number command group 28 page breaks 198
Print Area button 67
Number Format menu 119, 155–158 PAGE LAYOUT tab, customizing themes
Print check box 191
number formats 154–157 Colors button 187
printer selection 74–75
Numbers group, HOME tab 154 Effects button 189
Fonts button 188 printing
Number tab (Format Cells dialog box)
page numbers, adding to worksheets Backstage view 64–74
157–158
193–194 applying printing options 71–74
Num_chars argument changing printers 74–75
Page Setup dialog box 73, 133
LEFT function 314 print and preview 64–66
MID function 316 panes, definition 222
Print Area button 67
numeric values, entering in worksheets parentheses, order of operations 94 Quick Print command 66
45–46 passwords selected workbooks 70
creating 333 selected worksheets 68–69
O definition 329 column heading 192–193
Office clip art 414–415 strong 330 costs 74
Office Clipboard 52–53 Paste Special dialog box 162, 184 embedded charts 367
Paste Special tool 161–162 formulas 133–134
Old_text argument (SUBSTITUTE func-
preparing documents for 198–201
tion) 320 pasting
row heading 192–193
Online Pictures button 414 cut data 53–54 shortcuts 24
online pictures, inserting in worksheets data 52–53 workbook comments 353–354
414–416 Pattern Style box 154–155 worksheet gridlines 191–192
onscreen appearance, formatting worksheets personal information, Document Inspector worksheets 87–88
190–193 336 Print options
photo enhancements 445
Index 467
applying 71–74 RANDBETWEEN function 329 ribbons

definition 64 RAND function 329 customizing 77–80, 88–89
Print Preview button 192 Range argument definition 2
Print Preview pane, Backstage view AVERAGEIF function 299 navigation 5–6
64–65 COUNTIF function 297 project competency 24
Print tab, Backstage view 64–65 SUMIF function 293 resetting settings 81
Print Titles button 197 Range_lookup argument View tab 9–15
RIGHT function 315
project competencies HLOOKUP function 305
VLOOKUP function 301 Rotate Text Down (Orientation menu)
accessing templates 88
ranges (cell ranges) 47, 103–109 150
assigning keywords 57
creating schedules 58 changing size 106–107 Rotate Text Up (Orientation menu) 150
creating workbooks 57, 58–59 converting tables to 273 rotating graphics 428
customizing Quick Access Toolbar 87 named ranges 103–108 rotation handles 428
Flash Fill 60 Recent Workbooks pane 36 Row Height dialog box 181
Help System 23–24 recolor (Color menu) 433 Row_index_num argument (HLOOKUP
listing most commonly used templates Recommended Charts 371–373 function) 305
88
Recommended PivotTables button 399 rows
managing a custom ribbon 88–89
printing shortcuts 24 recording macros 273–277 adding/removing to/from tables
printing worksheets 87–88 Record Macro dialog box 275 267–268
ribbon utilization 24 records, filtering 268–269 definition 4
searching for templates 87 formatting 179–184
rectangles (shapes) 417
Project Tracker icon 82 entire row 181–182
reference operators 93 hiding/unhiding 182–184
Promote button 442
references (cell references) 97–103 inserting/deleting 179–180
PROPER function 317 modifying height 180–181
absolute cell references 98–100
properties external cell references 101–103 transposing rows 184
editing workbooks 54–55 mixed cell references 100–101 headings 179, 192–193
Protect and Share Workbook command relative cell references 97–98 Rules Manager, conditional formatting
344 Reflection effect 189 168–170
protection relative cell references 97–98 running macros 276
workbooks 330–335 Remove Arrows button 132
worksheets 329–330 Remove Duplicates dialog box 247, 271
S
Protect Shared Workbook dialog box 345 saturation (Color menu) 433–434
Remove Hyperlink command 166
Protect Structure and Windows dialog Save As dialog box 31, 34–36, 332
removing
box 332 Save To Cloud button 342
duplicate rows, worksheets 247–248
public domain images 415 saving
duplicates, tables 271
hyperlinks 166 data, macros 273–278
Q rows/columns, tables 267–268 recording macro 273–277
Quick Access Toolbar styles, tables 262–263 running macro 276
customizing 4, 75–76, 87 trace arrows 132 security management 277–278
Onscreen Tools 4–6 Rename button 78 workbooks 31–37
Quick Print command 66 repeating headers and footers 196–197 different file formats 37–38
resetting 81 Replace command 225–226 different names 34–36
Send to Mail Recipient command 339 naming and saving 31–32
replacing data, worksheets 223–225
Quick Analysis gallery 396 previous Excel formats 35–36
repositioning worksheets 213 SkyDrive 33–34
Quick Analysis Tools
Reset button 188 scaling options
adding charts or sparklines 395–397
Formatting tab 398–399 Reset Picture button 436 customizing print options 72
Totals tab 397–398 resetting worksheets 201
Quick Layout, formatting charts default settings 81 scatter charts 364
376–379 pictures, original state 436–437 schedules, creating 58
Quick Print command 66 Quick Access Toolbar 81 scope 106
Quick Styles ribbon settings 81 Screen Clipping 439
resizing
button 263 screenshots 439
formatting charts 376–377 charts 391–392
ScreenTips 4
formatting tables 261–263 graphics 427–428
reviewing error messages, formulas Scroll Lock 17
R 131–133 searching templates 83–84, 87
radar charts 364 REVIEW tab 328 security
468 Index
managing macros 277–278 organization charts 442–443 SUMIF function 293–296

workbooks 329–338 software orientation 2 SUMIFS function 296–297
Document Inspector 336–338 DATA tab 237 summarizing data
marking documents as final 338–339 FORMULAS tab 290 advanced formulas 293–300
protecting a workbook 330–335 formulas 91 AVERAGEIF function 299
protecting a worksheet 329–330 functions 116 AVERAGEIFS function 300–301
Select All button 41, 171 HOME tab 28, 178 COUNTIF function 297
Select Changes to Accept or Reject dialog Editing group 209 COUNTIFS function 298–299
box 348 formatting and editing commands 144 SUMIFS function 296–297
Select Data Source dialog box 240, 390 INSERT tab 362, 412 functions 121–126
selection PAGE LAYOUT tab 178 AVERAGE function 124–125
REVIEW tab 328 COUNTA function 123–124
fonts 150–151
Sort A to Z button 248 COUNT function 123–124
templates 81–82
themes 185–186 Sort dialog box 249, 270 MAX function 125–126
Selection pane 430–431 sorting MIN function 125
Send as Attachment button 340 data 248–251 SUM function 122–123
cell attributes 250–251 Sum_range argument (SUMIF function)
Send Backward button 430
multiple columns in a table 270 293
Send this Sheet button 341
multiple criteria 249–250 surface charts 364
Send to Mail Recipient command 339 single criterion 248–249 switching between workbooks 30
serial numbers 46 sort order 270 Switch Row/Column button 364, 394
setting Sort Smallest to Largest button 248
margins 199–200 sparklines, Quick Analysis Tools 395–397 T
print area 67 special characters (values) 45 Table_array argument
track change options 345–346 Split command 11–12 HLOOKUP function 305
worksheet orientation 200–201
splitting VLOOKUP function 301
Shape Effects button 382
merged cells 158 table arrays 301
Shape Fill button 381
windows 11–14 tables, formatting data 261–273
Shape Outline button 427 stacking overlapping graphics 429–431 adding/removing rows and columns
shapes Standard Colors palette 153 267–268
adding text to 419–420 Standard Width dialog box 181 changing sort order 270
adding to worksheets 417–418 converting tables into ranges 273
stars and banners (shapes) 417
applying and changing styles 426–427 defining a title 263–265
definition 416 starting Excel 3–4
filtering records 268–269
Shape Styles Dialog Box Launcher 384 Start_num argument QuickStyle 261–263
Shape Styles gallery 384, 426 FIND function 319 removing duplicates 271
shared workbooks 334 MID function 316 removing styles 262–263
Start screen, opening Excel 3–4 sorting data on multiple columns 270
Share Workbook dialog box 345
statistical functions Total Row command 265–266
sharing workbooks
COUNT 123–124 viewing data with a slicer 271–273
Cloud 341–344 Table Style Options group 262
SUM 122–123
email messages 339–341
stock charts 364 tabs 64–65
shortcuts, printing 24
strong passwords 330 Advanced 345–346
Short Date button 155
Style dialog box 164 CHART TOOLS
Show All Comments command 352 Quick Layout button 378–380
styles
Show Calculation Steps command 131 Quick Styles 376–377
formatting cells 163–166
Show Formulas button 92–93 DATA 237
removing from tables 262–263
Show/Hide Comment command 352–353 DRAWING TOOLS FORMAT 426
shapes 426–427
Error Alert 245
single criterion, sorting data 248–249 Styles group, HOME tab 163
FILE 9
size SUBSTITUTE function 320–321 FORMAT 379
cell ranges 106–107 Subtotal dialog box 260 FORMULAS 290–292
fonts 150–151 SUBTOTAL function 127–130 conditional logic functions 306–313
SkyDrive displaying formulas 92
building formulas for subtotaling
inserting images from 416–417 128–129 Function Library group 117
opening workbooks 16 modifying ranges 129–130 lookup functions 301–306
saving workbooks to 33–34 selecting and creating ranges 127–128 modifying text 313–321
slicers, viewing table data 271–273 subtotaling data 259–261 Name Manager 107
SmartArt graphics 440–443 summarizing data with conditional
subtraction formulas 95–96
flowcharts 440–441 formulas 293–300
SUM function 122–123 HOME 28
Index 469
Alignment commands 147 Theme Colors palette 153 ungrouping data 256–258
Editing group 209 Themes button 185 Unhide dialog box 215
Font group 150 themes 185–191 Unhide Sheet command 215
formatting and editing commands
customizing 186–190 unhiding
144
selecting 185–186 rows/columns 182–184
Numbers group 154
time, displaying 119–121 worksheets 215–216
Orientation tool 149
Styles group 163 titles Unmerge Cells command 158
Input Message 244 manually formatting charts 379 Unprotect Shared Workbook button 345
INSERT tables 263–265 UPPER function 317–318
Illustration and Text Tools 412 TODAY function 120 user interface 3
software orientation 362 tone (Color menu) 433
Number 157–158 toolbars V
PAGE LAYOUT
Mini 151 validation, data 243–248
Colors button 187
Quick Access allowing only specific values to be
Effects button 189
customizing 4, 75–76, 87 entered 246–247
Fonts button 188
Onscreen Tools 4–6 removing duplicate rows 247–248
PICTURE TOOLS FORMAT
Quick Print command 66 Value argument (IFERROR function)
430–439
Send to Mail Recipient command 311
artistic effects 434–435
339
color adjustments 433–434 value 93
tools
corrections 431–433 Value_if_error argument (IFERROR
Picture Properties 437–438 Crop 432
function) 311
Picture Styles 435–436 Fill Color 153–154
Format Painter 161–162 Value_if_false argument (IF function)
resetting picture to original state 307
436–437 Onscreen Tools 4–6
Orientation 149 Value_if_true argument (IF function)
screenshots 439
Paste Special 161–162 307
REVIEW 328
Totals 397–398 Top 10 AutoFilter dialog box 268 variables 93
View 9–15, 222 Top Align button 148 variations (Color menu) 433
changing Excel view 9–10 Top and Bottom Border button 160 vertical alignment 147
New Window command 13–14 Total Row command 265–266 Vertical Text (Orientation menu) 150
Split command 11–12 Totals tab 397–398 View check box 191
Take a Screenshot menu 439
trace arrows 132 viewing
templates
Trace Dependents button 132 column headings 192–193
accessing 88 row headings 192–193
Trace Precedents button 132
definition 29, 81 workbook comments 352–353
most commonly used 88 Track Changes command 344–345
worksheet gridlines 191–192
searching for 83–84, 87 tracking changes, workbooks 344–346
views, Backstage 7–8
selection 81–82 accepting another user’s changes 349
accessing 63–64
text deleting changes 348
changing Excel environment 75–83
adding to charts 380–381 inserting tracked changes 346–347
printing commands/options 64–74
adding to shapes 419–420 rejecting changes of another user 349
software orientation 62
converting to columns 313–314 removing shared status from a work-
View tab 9–15
editing, charts 380–381 book 350
setting track change options 345–346 changing Excel view 9–10
entering in worksheets 38–39
turning Track Changes on/off New Window command 13–14
modifying 313–321
344–345 Split command 11–12
orientation, formatting cells 149
tracking named ranges 108–109 Zoom group 222
wrapping 157
VLOOKUP function 301–304
Text argument transparent color (Color menu) 433
LEFT function 314 Transpose check box 184 W
SUBSTITUTE function 320 transposing rows/columns 184
TRIM function 316 watermarks 196
TRIM function 316–317 Web page format, saving workbooks 38
UPPER function 317
Text Box button 381, 422 truncated form (text) 39 white space 181
text boxes 421–422 Trust Center dialog box 277–278 width (columns)
text concatenation operators 93 types of charts 363–364 editing 39–40
Text Import Wizard 238 modifying 180–181
U windows
TEXT OPTIONS button 386
Underline button 153 Excel 4–9
Text (Tab delimited) format, saving work-
Unfreeze Panes button 223 Backstage view 7–8
books 38
Ungroup button 257 FILE tab 9
470 Index
navigating the ribbon 5–6 copying data 51 hiding/unhiding worksheets 215–216

Onscreen Tools 4–6 data entry 38–39, 43–50 inserting new worksheets into work-
Page Break Preview 198 Auto Fill options 47–50 books 216–217
splitting 11–12 dates 46–47 multiple worksheets 218–220
Within_text argument (FIND function) Flash Fill 49–50 naming worksheets 212
319 labels 43–44 repositioning 213
wizards numeric values 45–46 moving data 51
Convert Text to Columns 313–314 definition 3 navigating 17–19
Text Import 238 editing printing 87–88
WordArt 422–423 cell contents 40–42 applying printing options 71–74
column width 39–40 changing printers 74–75
workbooks. See also worksheets
deleting/clearing cell contents 42–43 Print and Print Preview features 64–66
comments 351–355 formatting Print Area button 67
deleting 353 headers and footers 193–197 Quick Print command 66
editing 352 onscreen appearance 190–193 selected worksheets 68–69
inserting 351 preparing documents for printing protection 329–330
printing 353–354 198–201 removing duplicate rows 247–248
viewing 352–353 rows and columns 179–184 wrapping text in cells 157
creating 29–30, 57–59 themes 185–191 Wrap Text button 157
definition 3 formatting cells
editing properties 54–55 aligning/indenting contents 147–149 X
existing 14–18 applying character attributes 152
navigating 17–19 .xlsx extension 15
cell borders 159–161
opening 15–17 clearing a cell’s formatting 171
printing 70 Z
conditional formatting 168–171
saving 31–37 Fill Color tool 153–154 Zoom group (View tab) 222
different file formats 37–38 font color 151–152 zoom, onscreen view 222–224
different names 34–36 font selection/size 150–151
naming and saving 31–32 Format Painter 161–162
previous Excel formats 35–36 hyperlinked data 165–167
SkyDrive 33–34 inserting/deleting cells 145–147
security 329–338 merging and splitting cells 158
Document Inspector 336–338 number formats 154–157
marking documents as final 338–339 Paste Special tool 161–162
protecting a workbook 330–335 styles 163–166
protecting a worksheet 329–330 text orientation 149
sharing 334 wrapping text 157
Cloud 341–344 formulas
email messages 339–341 cell ranges 103–109
switching between 30 cell references 97–103
tracking changes 344–346 creating 94–97
accepting another user’s changes 349 displaying 92–93
deleting changes 348 order of operations 93–94
inserting tracked changes 346–347 graphics
rejecting changes of another user 349 copying 425–426
removing shared status from a work- deleting 423–424
book 350 enhancements 430–439
setting track change options 345–346 formatting 426–430
turning Track Changes on/off lines 418–419
344–345 moving 424–425
Workbook Views group 10–11 pictures 413–416
worksheets. See also workbooks shapes 417–420
appending data to 241–242 SmartArt graphics 440–443
charts text boxes 421–422
bar charts 374–376 WordArt 422–423
choosing the right chart for data management
369–371 arranging worksheets 221–222
definition 363 change tab colors 214–215
inserting 366 changing onscreen view, zoom and
moving charts 367–368 freeze 222–224
Recommended Charts 371–373 copying worksheets 210–211
selecting data to include 365–367 deleting worksheets 217–218
types of charts 363–364 finding and replacing data 223–225

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Microsoft Official Academic Course

Microsoft excel 2013

Editor Bryan gambrel

Printed in the United States of America

Foreword from the Publisher

Illustrated Book Tour

Lesson Skill Matrix

Illustrated Book Tour

Screen Images with Callouts

Illustrated Book Tour

Data Files Icon

Illustrated Book Tour

Proficiency Assessment Project

The Microsoft Official Academic Course Program

Illustrated Book Tour

• Knowledge Assessment: Provides a total of 20 questions from a mix of True/False, Fill-in-the-

Conventions and Features Used in This Book

Another Way provides an alternative procedure for accomplishing a particular task.

A shared printer can Key terms appear in bold italic.

Instructor Support Program

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Why MOS Certification?

Preparing to Take the Microsoft Office Specialist

Preparing to Take an Exam

To take the MOS test, visit http://www.microsoft.com/learning/en/us/mos-certification.aspx to

Student Data Files

Copying the Practice Files

1. OPEN Internet Explorer.

Lynn Mancini, Delaware Technical Community College

Lesson 2: Working with Microsoft Excel 2013 27

Lesson 3: Using Office Backstage 61

Lesson 4: Using Basic Formulas 90

Lesson 5: Using Functions 115

Circling Back 1 140

Lesson 6: Formatting Cells and Ranges 143

Lesson 7: Formatting Worksheets 177

Lesson 8: Managing Worksheets 208

Lesson 9: Working with Data and Macros 235

Circling Back 2 285

Lesson 10: Using Advanced Formulas 289

Lesson 11: Securing and Sharing Workbooks 327

Lesson 12: Creating Charts 361

Lesson 13: Adding Pictures and Shapes to a Worksheet 411

Circling Back 3 448

Lesson Skill Matrix 1

Lesson 2: Working with Microsoft Excel 2013

Lesson Skill Matrix 27

Saving in Different File Formats 37

Lesson 3: Using Office Backstage

Lesson Skill Matrix 61

Lesson 4: Using Basic Formulas

Lesson Skill Matrix 90

Lesson 5: Using Functions

Lesson Skill Matrix 115